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Home My WebLink AboutPR 20527: FIXED ROUTE VEHICLE INFRAME OVERHAUL City of Port Arthur Transit Department Memorandum To: Harvey Robinson, Interim City Manager From: Ivan Mitchell, Transit Manager Cc: Ron Burton, Assistant City Manager Date: August 11, 2018 Subject: P.R. 20527 - Fixed Route Vehicle Inframe Overhaul Background: The City's Purchasing Department advertised for bids in the Port Arthur News on May 23th and May 30, 2018 to complete an engine rebuild on the fixed route vehicles. The City received and opened one (1) bid on the replacing of ten (10) 2008 Orion ISL 280 Cummins engines with a certified rebuilt Cummins engine. The one (1) bid received was from the following vendor: Bidder Bid Complete Coach Works(Riverside,CA) $67,670.59 Per Unit Port Arthur Transit's (PAT) management unsuccessfully negotiated with the bidder to receive lower unit cost. A cost benefit review highlights the feasibility and fleet reliability of purchasing new vehicles versus extending vehicles that have exceeded their designed useful life based on Federal Transit Administration (FTA) guidelines. The chart below shows the average useful life of the Orion ISL fixed route vehicles. As you can see all the vehicles have either exceeded their useful life or will in the near future. If the bid was accepted, the Orion ISL's will have new engines, but we are cognizant other components are old such as transmissions, suspension systems and electrical components. There is a high probability some of those components will eventually need replacement resulting in additional cost to maintain the vehicles. Make Useful Life Years in Service Remaining Useful Life Orion 12 10.4 1.6 PAT recommended to the City of Port Arthur's, City Council to reject the bid received for the replacing of ten (10) 2008 Orion ISL 280 Cummins engines. The bid rejection was approved by City Council. In the meantime PAT must continue utilizing its fixed route vehicle for the remaining useful life of 1.6 years and until new vehicles arrive. Over the last nine (9) days, three (3) of PAT's Orion's have experienced major engine failures that need to be immediately addressed. They are needed back in operation as soon as possible to alleviate the vehicle shortage that is currently occurring. An inframe overhaul is needed on these vehicles to get them operational and avoid continuous breakdowns. Please note these vehicles are past their 6-year mid-life and were never given a mid-life overhaul. PAT has received three (3) bids from local vendors to conduct the inframe overhaul. We have selected Performance Truck of Beaumont, Texas, based on a cost comparison of $16,660.68 per vehicle. The projected budgetary impact for the three (3)vehicles is $49,982.04. The goal is to send these three (3)vehicles to Performance Truck by Friday, October 12, 2018. Performance Truck will need 1 to 3 weeks to perform the inframe overhaul per vehicle. Recommendation: It is recommended City Council authorize proposed P.R. 20527. This resolution would authorize the City Manager to enter into a contract with Performance Truck of Beaumont, Texas for the inframe overhaul of three (3) PAT 35' Orion vehicles with a projected budgetary impact of$49,982.04. Budgetary/Fiscal Effect: Funding to pay for the inframe overhaul is funded by the Federal Transit Administration(FTA)and TxDOT grants at 100%. Ivan Mitchell Transit Manager P.R. 20527 10/11/2018 IM RESOLUTION NO. A RESOLUTION RATIFYING EMERGENCY REPAIRS TO THE VEHICLE INFRAME OVERHAUL OF THREE (3) PORT ARTHUR TRANSIT 35' ORION VEHICLES WITH PERFORMANCE TRUCK OF BEAUMONT, TEXAS, WITH A PROJECTED BUDGETARY IMPACT OF $49,982.04. FUNDING IS AVAILABLE IN ACCOUNT 401-1509-561.93-00. WHEREAS,three (3) of Port Arthur Transit's Orion fixed route vehicles have experienced major engine failures that needed to be addressed immediately; and, WHEREAS, Port Arthur Transit received quotes from heavy duty truck repair and maintenance companies for the inframe overhaul of PAT's 35' Orion vehicles, three (3) quotes were received, and have been evaluated by PAT, a copy of the quotes tabulation is attached hereto as Exhibit"A"; and, WHEREAS, Performance Truck of Beaumont, Texas, was selected as the lowest and best quote for$16,510.68 per truck; and, WHEREAS, Port Arthur Transit(PAT) has received funding from the Federal Transit Administration to complete an inframe overhaul to fixed route vehicles; and, WHEREAS,these fixed route vehicles are needed back in operation as soon as possible to alleviate the vehicle shortage that is currently occurring; and, WHEREAS, it is further authorized pursuant to Section 252.022(a)(3), of the Texas Local Code, because of unforeseen damage to public machinery, equipment, or other property. NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct. THAT, the City Council of the City of Port Arthur hereby ratifies the vehicle inframe overhaul of PAT's 35' Orion vehicles from Performance Truck of Beaumont, Texas, with a projected budgetary impact of$49,982.04. THAT, a copy of the caption of this Resolution be spread upon the minutes of the City Council. P.R. 20527 10/11/2018 IM READ, ADOPTED AND APPROVED this day of October, 2018 at a Regular Meeting of the City of Port Arthur, Texas by the following vote: AYES: AYES: Mayor: Councilmembers: NOES: Mayor ATTEST: City Secretary APPROVED AS TO FORM: �� 664, 6( (of f il ity orn APPROVED FOR ADMINISTRATION: City Manager Transit Manager P.R. 20527 10/11/2018 IM APPROV D AS TO AVAILABILTY OF FUNDS: )1 ,,,,t 4 Al,-....... Director f Finance (Ac��cc�ount No.401-1509-561.93-00) Purchasing Manager P.R. 20527 10/11/2018 IM Exhibit "A" Inframe Overahul Procurement Market Analysis Dealer Unit Cost Description Beaumont Freightliner $ 22,715.93 Inframe Overhaul Performance Truck $ 16,660.68 Inframe Overhaul Rush Truck Center $ 17,191.00 Inframe Overhaul * The analysis do not include the towing charge to the facility. It should be noted Rush Truck Center is located in Houston,TX therefore towing cost will be signficantly more. Exhibit D Request for Emergency Purchase An Emergency Procurement may be warranted to prevent a hard to life,health,safety,welfare,property or to avoid undue additional cost to the City. This form is to be used on purchases exceeding$5,000. Name: Ivan Mitchell Dept: Port Arthur Transit Title: Transit Manager Phone: 409-983-8793 Item Needed: Inframe Overhaul Amount: $49,982.04 Explanation: _Please see attached memo. r Approved ® Not Approved Harvey Robinson, Interim City Manager This purchase must be placed on the next City Council agenda for ratification. 3755 HOLLYWOOD ST Ord,tx PERFORMANCE BEAUMONT,TX 77701 TRUCK' Main-(409)842-55830 Service-(409)842-5830 Fax-1409)842-2936 . Estiatafe Bill-To 11551 V.I.N : E002008929:01 CITY OF PORT ARTHUR 1VHFF3G2286704067 E002008929 Year 2008 Make ORION P. 0. BOX 1089 Model ORION L Date IBS 176568 Owner CITY OF PORT ARTHUR PORT ARTHUR TX 77641 Engine Model (409) 983-8160 (409) 983-8160 Ergine Mode/# Billing Type Trans Model SRI Performance Unit ID# 200311 Trans Model# Customer Unit 4 150 Date in Date In Service Mileage Date Oat Engine Firs Terms Writer Customer POO 9/14/18 12/31/99 1 9/14/18 0 IBS 223 i Job#1 045-000 GENERAL REPAIRS, POWER PLANT SYSTEM. Condition ESTIMATE ON ENGINE OVERHAUL Cause Correction PERFORM INFRAME ENGINE OVERHAUL REPLACING CYLINDER KITS, CYLINDER HEAD,BEARINGS AND GASKETS Cay Item Dese iptim Bud' di Rice Extended LABOR TO PERFORM REPAIRS 8,450.00 1 002C/5347975RX HEAD,CYLINDER NOLOC 4,285.00 4,285.00 1 002C/4955643 SET,UPPER ENGINE GASKET NOLOC 215.50 215.50 1 002C/4983588 PUMP,LUBRICATING OIL NOLOC 308.00 308.00 6 002C/3950661 BEARING,CON ROD (STD) NOLOC 14.04 84.24 6 002C/3966244 BEARING,CON ROD (STD) NOLOC 17.05 102.30 6 002P/4955530CUM KIT-ENGINE PISTON NOLOC 250.00 1,500.00 1 002C/3945917 SET,MAIN BEARING (STD) NOLOC 261.31 261.31 6 002C/5404408 LINER,CYLINDER NOLOC 125.00 750.00 1 0025/LF9009FLG FILTER-OIL BS05 21.89 21.89 1 002S/CV50628FLG ELEMENT-CRANKCASE VENTILATION FA07 88.54 88.54 12 002W/6019-550045126 ROTT4TRIPROT15W4OCK4_3X1U DIS20 14.99 179.88 -1 002C/5347975RX-CORE (4942132D) HEAD,CYLINDER CORBIN 431.25 -431.25 1 002C/3930408 GASKET,OIL PAN NOLOC 164.02 164.02 1 002C/5347975RX-CORE (4942132D) HEAD,CYLINDER CORBIN 431.25 431.25 1 FRT SHIPPING & HANDLING 100.00 100.00 Total Labor 8,450.00 Total Parts 8,060.68 Total 16,510.68 lel.]: 9345156 Dale Chale:9114/2018 12:00:00AM X:\User\Forms\Service\Serrice Barcode Invaices1922 SVSLS_RO_4009 WITH BARCODE.rpt Dade Update: 9114!2018 6:23:51AM Page 1 of 2 Time Prnted:9114/2018 3:17:55PY CITY OF PORT ARTHUR E002008929 continued Jab#1 045-000 continued 1cnilirt'. NOTICE OF WARRANTIES Any warranties on the products sold hereby arc the o made by the manufacturer.of any.The seller hereby expressly disclaims all MISC. Charges 100.0 0 warranties eider capes arc implied.including any implied warranty or merchantability or fitness for a particular purpose.and Parts: 7,960.6 8 CLEVELAND MACK neither assumes nor anttioroaat any other person to assume for is any habilis in connection with the sale of said prodvalsj- Labor: 8,450.00 W c hereby certify that these goods wire produced in compliance with all applicable requirements of Secuons 6.7.and 12 of The Fav Diagnostic: 0.00 Labor Standards Act of 19S*.as amended.sad of regulations and orders of dm Administrator or Wags and Hou Division iausd ander Seems a thata.. Sublet: 0.00 NOTICE PURSUANT TO SECTION 70001.TEXAS PROPERTY CODE Shop : 150.00 1 atm deo person or an agent sang on behalf of dm:person.who u obligatod to pay for the repair of the motor vehicle subject to the 0.00 repair contract. I=derstard that this vehicle is subject to repossession in accordance with 9 503 oldie Texas Business and Commerce Taxes: 0.00 Code.tit check oraoacy order to repair cm the vehicle i•stopped dishonored beer rc of insufficient funds,no funds.or because the drawer or archer of do check or moats order hat no account or account on wbirh itis drawn hen dosed SIGNATURE OF PERSON RESPONSIBLE OR FOR PERSON RESPONSIBLE Total: 16,660.68 Estimate Signature here Only Please Pont cur name leld: 9345156 Delo Create:9/1412018 12:00:OOAM X:\UsertFormsSServin1Service Barcode lnvoaxs\9_22_SVSLS_R0_4009 WITtl BARCODE.rpf Date Update'8'142018 8.3 SIAM Page 2 of 2 Time Printed.9/14/2015 3:17:55PM 9r P.R. 2057 10/11/2018 IM Mayor ATTEST: City Secretary APPROVED AS TO FORM: City Attorney APPROVED FOR ADMINISTRATION: City Manager Transit Manager APPR VED AS TO AVAILABILTY OF FUNDS: N-ilL r----. Director of Finance (Account No.401-1509-561.93-00) Purchasing Manager