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HomeMy WebLinkAboutPR 20246: PURCHASE OF TRUCKS FORPUBLIC WORKS DRAINAGE DIVISION \II// City of :- -..?„. rr , rlhtt� www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 27, 2018 To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: Armando Gutierrez, Jr., Director of Public Works RE: P. R. No. 20246 Introduction: Approval of Proposed Resolution No. 20246 authorizing the purchase of one (1)— V2 ton regular cab long bed truck from Moore CDJR of Silsbee, Texas and one (1) -3/4 ton truck with service body from Silsbee Ford of Silsbee, Texas. Background: These purchases are for the replacement of damaged equipment due to flooding caused by Hurricane Harvey. All were operational prior to the storm and have been totaled by TML. At this time we are requesting replacement of Unit#1469, a 2002 Ford F150 pickup truck in the amount of$17,951, listed on Exhibit A, page 1, option 2 and Unit#1559, a 2005 Ford F250 pickup trucks for$29,314.84, listed on Exhibit A,page 3, option 6,totaling$47,265.84. These trucks are to be used in the daily operational functions of the Public Works Drainage Division. Budget Impact: Funds are provided in account no. 147-2300-901.92-00, Emergency Management— Equipment, Project No. 082617. Recommendation: It is recommended that City Council authorize the City Manager to approve P. R. No. 20246 , as discussed and/or outline above. /aw "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R.No. 20246 04/27/18 aw RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) % TON REGULAR CAB LONG BED TRUCK FROM MOORE CDJR OF SILSBEE, TEXAS AND ONE (1) % TON TRUCK WITH SERVICE BODY FROM SILSBEE FORD OF SILSBEE, TEXAS FOR THE PUBLIC WORKS DRAINAGE DIVISION FOR REPLACEMENT DUE TO HURRICANE HARVEY, FOR A TOTAL AMOUNT OF $47,265.84. FUNDS ARE AVAILABLE IN 147-2300- 901.92-00 EMERGENCY MANAGEMENT FUND — EQUIPMENT, PROJECT NO. 082617. WHEREAS, Hurricane Harvey destroyed the majority of City of Port Arthur's fleet, including Unit#1469—one 1/2 ton regular cab truck and Unit #1559 a 3/4 ton pickup trucks with a service body; and, WHEREAS, the Public Works Drainage Division uses these trucks in the daily operations of stormwater maintenance throughout the City hauling both material and equipment to job sites; and, WHEREAS, the Purchasing Division administered a competitive bid process and opened bids from ten(10)different vendors as delineated in our Purchasing Policy; and, WHEREAS, both Moore CDJR and Silsbee Ford of Silsbee, Texas, through competitive bid process, provided the quotes attached as Exhibit"A"; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, facts and opinions in the preamble are true and correct; and, THAT, the City Council hereby authorizes the purchase of one (1) — %i ton regular cab truck in the amount of$17,951.00 (Option 2, Page 1, Exhibit "A"), and one (1) - 3/4 ton pickup truck with service body for $29,314.84 (Option 6, Page 3, Exhibit "A"), for a total amount of $47,265.84; and, P.R.No. 20246 04/27/18 aw THAT, funding is available in account no. 147-2300-901.92-00, Emergency Management Fund—Equipment, Project No. 082617; and, THAT, funding for this equipment is provided for in the Tropical Storm Equipment Recovery budget; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes and the City Council. READ,ADOPTED,AND APPROVED this the day of , A.D. 2018 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Derrick Freeman Mayor ATTEST: Sherri Bellard City Secretary APPROVED A. TO FORM: 4 ! 4t /t44 Val Tizeno r , City Attorney APPROVED AS TO AVAILABILITY APPROVED FOR ADMINISTRATION: OF FUN S: Harvey Robinson And w asquez Interim City Manager Director of Finance P.R.No. 20246 04/27/18 aw / /4.47/ 6//ikem, Armando Gutierrez, Jr. Clifton Williams Director of Public Works Purchasing Manager P.R. No. 20246 04/27/18 aw Exhibit "A" e' r as aa. r _ 0 COv CN v, a w N -- 3 m o c _ x AD 'o' n. 1 7 C TQ 02 , v .i -D to v. "v 7o v0 , l a A o' c' o o' o' o' o' o' o' o' o' n c Q o 0 0 0 7 5 o 0 9 :_, ~O 0 00 v O1 LA A W N '-' p e9{yy^��+y��, 69 69 69 69 69 69 69 69 69 69 �. ''^.,d W W A W W N .N. 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N Q,0. co O/`O O Ct+ o: a mF m0. roamF zF Oom mxm 4 7 O �n to n' tp(, co ) t0 a to n' O x 0o x 00 0o a a y 'i7 00 m a m e`0 a amo 00 F m m w= 0 uo �-e to "0 „ti X F F S c es 7Z C7 n a; 0 11,A) �! t! ` d yc rcoo y W O O O O O O C 4. °° " �A �C. 1 Z Q Ot:O 07 to tb 0/ t:0 eT o X o R.rn X o A A < 'S p�- '-3W 0. f1 0. f1 0. 0. w H �' (p /l 0. c-c. q 7 C (c 70 .1 tzj Sil *0 O 21, C,I) 4: f7 m n 00 CD 3 0- CD CD N O_ v City of Port Arthur, Fleet Maintenance Division Request for Vehicle/Equipment Justification Form — HURRICANE HARVEY Requested By Department Division or Unit []Budgeted []Not Budgeted Date of Request 4/27/18 Allison Walker Public Works Drainage Cost Center or Account Number Date Needed 147-2300-901.92-00 Classification of Request [ ] Passenger Vehicle [X] Pickup or Truck [ ] Police Vehicle [ ] Operational Equipment [ ] Other Will this be a [ ] New addition or a [X] Replacement Vehicle Information Existing Make Existing Model Year Odometer/Hours Ford Unit#1559 F-250 2005 Damaged By Hurricane Harvey Was the vehicles checked for damages Date if Yes Was it considered totaled [X]Yes [JNo [X]Yes [JNo [XJGarage[X]TML N/A [X]Yes [JNo Can Unit be repair [J yes Repairs Needed Anticipated Cost of Repairs IX]no Has TML submitted payment for vehicle Date If Yes Amount [X]Yes 11 No N/A $5,925 What Type of Vehicle is this? Pickup truck Vehicles that have not checked Describe,in detail,the primary function for this vehicle/equipment This vehicle was used in the daily operations of the Public Works Drainage Division in hauling and transporting staff and equipment to job sites. Is replacement essential to city operations [X]yes Does the city have comparable units [J yes If yes,number of units [Jno [X]no Condition of existing units Can the requested service be provided with the Have alternative options been considered existing units [J yes !VAS Nye's [Jno Are there consequences to not providing the service If yes,what are the not consequences [X]yes 11 no Failure to replace this equipment could disrupt the functions of this division in ensuring proper stormwater drainage throughout the City. Cost information: Cost of Unit What funds in additional to Insurance are available to purchase vehide? $29,314.84 Delivery Time? What is the frequency of use How many employees will use this unit? What is the expected life of unit? (days/week)?This unit is used daily N/A 7 years REQUESTING DEPARTMENT APPROVAL(DIRECTOR APPROVAL REQUIRED FOR SUV) Type rName i u Slgnat __z-----' Armando Public Gutierrez I Public Works Director -""---7--- CITY MANAGER APPROVAL []Approved []Denied Assignment Date Date Manager Approval SUBMIT WITH REQUEST FOR VEHICLES THAT ARE REPLACING VEHICLES DAMAGED BY HURRICANE HARVEY. ORM:HHR Date:2/20/2018