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Home My WebLink AboutPR 20744: MONTHLY RENTAL OF TEMPORARY LIGHTS AT THE CIVIC CENTER PARKING LOT FROM UNITED RENTALS Memorandum City of Port Arthur, Texas Robert A. "Bob"Bowers Civic Center To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: Adam J Saunders,Civic Center Director RE: Proposed Resolution No. 20744 NATURE OF THE REQUEST: The Civic Center parking lot, which includes the Library, has several lights that do not work as a result of Hurricane Harvey. Temporary lights are used and needed to fill in for these lights. Currently six temporary light towers are in use and are paid on a monthly basis. When the Civic Center opened in May of 2018, temporary light towers were needed to provide a safe, well lit parking area. Although the timeline of repairs to these lights have been unknown, it was expected to take only a few months. Three quotes were received for temporary lighting and the lowest priced vendor provided the needed light towers. Due mainly to the delay in approval by FEMA,the repairs have not taken place. Now the monthly cost as a whole will soon go over the $25,000.00 limitation and requires City Council Approval. Additionally, it has been determined the complete lighting package in the Civic Center Parking Lot, which includes the Library, and includes the operational lights, is a possible fire hazard and public safety concern. Because of this, all lights are not to be in use. This causes a need for additional temporary light towers to be rented to provide the total needed lighting for the entire area. The total temporary light towers will increase to 17. Due to the unforeseen amount of time for repairs to be completed, the Purchasing Division is looking at doing a formal bid for the temporary lighting here forward. It is requested the City Council ratify the current rental amount of$24,436.59, as well as a few months to cover the time for the formal bid process, which is projected to be $17,000.00. The total cost is projected to be$43,000.00. Funds available in the Hurricane Account 147-2300-901-51-00, Project 082617. ANALYSIS/CONSIDERATION: The current rental of lights will continue, with 11 additional light towers, until the formal bidding process is complete. This brings the total number of towers to 17. Please note that BlueLine Rental was the lowest quote. Recently BlueLine Rental has been purchased by United Rental. BUDGETARY AND FISCAL EFFECT Funds available in Hurricane Account 147-2300-901-51-00 Project 082617. RECOMMENDATION A resolution ratifying the monthly rental of temporary lights at the Civic Center Parking Lot from United Rentals of Port Arthur,Texas for a projected budgetary impact of$43,000.00. STAFFING EFFECT None PR20744 P.R. No. 20744 03/12/19 AJS PAGE 1 of 3 RESOLUTION NO. A RESOLUTION RATIFYING THE MONTHLY RENTAL OF TEMPORARY LIGHTS AT THE CIVIC CENTER PARKING LOT FROM UNITED RENTALS OF PORT ARTHUR, TEXAS (FORMERLY BLUELINE RENTALS), IN THE AMOUNT OF $24,436.59, AND AUTHORIZING ADDITIONAL TEMPORARY LIGHTS IN THE PROJECTED AMOUNT OF $17,000.00 FOR A TOTAL PROJECTED BUDGETARY IMPACT OF $43,000.00. FUNDS AVAILABLE IN ACCOUNT 147-2300-901-51-00 PROJECT 082617 (HURRICANE ACCOUNT) WHEREAS, some of the parking lot lights at the Civic Center do not work due to Hurricane Harvey; and WHEREAS, temporary lighting is needed to ensure the area is safe and well lit; and WHEREAS, United Rental of Port Arthur, Texas (formerly BlueLine Rental), has provided temporary lighting in the amount $24,436.59; and, WHEREAS, United Rental of Port Arthur, Texas, will provide additional temporary lighting with a projected budgetary impact of$17,000.00; and, WHEREAS,the total projected budgetary impact is $43,000.00. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That, the City Council hereby ratifies the monthly rental of temporary lights for the Civic Center parking lot from United Rentals of Port Arthur, Texas (formerly BlueLine Rental) in the amount of$24,436.59. PR20744 Section 3. That, the City Council hereby authorizes the rental of additional temporary light towers to provide the total needed lighting for the entire area until a formal bid process can be completed, with a projected budgetary impact of $17,000.00. bringing the total projected budgetary impact to $43,000.00 Section 4. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of March, 2019, A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Derrick Freeman, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: 4/4,e j Valecia Tizeno, ity Attorney PR20744 APPROVED FOR ADMINISTRATION: Harvey Robinson, Interim City Manager ROVED AS TO FUND AVAILABILITY: c, Lott, LeP (il ,/bei, • Rebecca Underhill, CPA C-fton Williams, CPPB Acting Director of Finance Purchasing Manager PR20744 EXHIBIT "A" PR20744 Ititsenstes NEDERLAND, TX 77627 1 ‘‘'ttgq,"(4-x-k• BlueLme Rental Phone: 409-7365081 Fax: 409-750-7295 Telephone Fax (409)750-7295 ( ) QUOTE Remit To: BLUELINE RENTAL LLC . PO BOX 840062 DALLAS, TX 75284-0062 Customer: 95767 Phone.. - • CITY OF PORT ARTHUR P 0 BOX 1089 Contract #. . 5176161 PORT ARTHUR, TX 7'7640 6450 Contract dt. 5/10/18 Date out. . . . 5/10/18 5:00 PM C't : 409-9$3-$].60 Est return. . 6/07/18 5:00 PM Job Loc ADAM 409-651-92;3401 CULTURAL;POR Job Site:. Job No adam 409-651-9298 Adam 409-651-9298 P.O. # QUOTE 3401 CULTURAL .CENTER DRIVE Ordered By. . ADAM Terms DUE UPON RECEIPT PORT ARTHUR CIVIC CENTER Written by. . VR0647JDE PORT ARTHUR, TX 77640 J# 409-983- 8160 Sales Rep. . . ## 878 LORI BROWN Qty Equipment # Min Day Week 4 Week :` Amount 6 4000-6000 WATT TOWABLE LIGHT 77 . 00 77 . 00 210 . 00 430 . 00 2580 . 00 2231005 SALES ITEMS: Qty Item number Unit Price 1 7 EA 51. 600 51 . 60 ENVIRONMENTAL FEE 1 TX HE IT EA 6 . 450 6 .45 TX HEAVY EQUIPMENT INVENTORY FEE DELIVERY CHARGE 150 . 00 PICKUP CHARGE 150 . 00 Sub-total : 2938 . 05 Rental Protection Plan: 387 . 00 Total: 3325. 05 All amounts are in USD -PLEASE CONTACT BLUELINE IMMEDIATELY IF YOU ARE NOT COMPLETELY SATISFIED WITH YOUR EQUIPMENT- RENTAL PROTECTION PLAN-see reverse side for details and limitations. 1.Rental Protection Plan(RPP)is entirety optional at a cost of 15%of the rental price. 2. If accepted,Customer's loss/damage liability to BlueLine may be reduced. See reverse for limitations. 3. If not accepted,all damage Is the customer's responsibility. 4. If acceptable Certificate of Insurance is not provided,RPP MUST BE ACCEPTED. Please Initial H RPP is ACCEPTED I have received,road and understand the Instructions regarding the use and operation of the rental equipment. I assume full responsibility for all rented Equipment. I have read and understand the terms and conditions of this rental agreement and I understand that I am entering into a binding contract with Lessor,as listed on the reverse. CUSTOMER SIGNATURE DATE NAME PRINTED DELIVERED BY DATE IN CALIFORNIA-NO VEHICLE OR ENGINE SUBJECT TO THE IN-USE OFF-ROAD DIESEL REGULATION MAY IDLE FOR MORE THAN 5 CONSECUTIVE MINUTES,YOU AS BLINV RENTER/LESSEE ARE RESPONSIBLE FOR ABIDING BY THE REGULATION. MORE INFO at WWW.ARB.CA.GOV/MSPROGJORDIESEL/ORDIESEL.HTM Date: 5/10/18 Time: 16:00 SUNBELT RENTALS E .1 SUNBELT RENTALS, INC. Contract #.. 78681597 To: ADAM ADAM.SAU N DERS@ PORTARTH URTX.GOV Company: PORT ARTHUR, CITY OF Message: From: LEVI ROBERTS PC232 Location: PORT ARTHUR PC232 Phone: 409 724 7368 Fax #: 409 727 5071 "WWW.SUNBELTRENTALS.COM'• auroure a. oa+ 1 SUNBELT RENTALS SUNBELT RENTALS, INC. Page 1 of 2 PC#: 0232 9991 MEMORIAL BLVD Salesman: 023213 MORRIS, CARTER (232) PORT ARTHUR,TX 77640-1576 409-724-7368 Typed By: LROBERTS1 Job Site: QUOTE ROBERT"BOB' BOWERS 3401 CULTURAL CENTER DRC 1111111 1111111111111111111111111111 MEI PORT ARTHUR, TX 77642 5710 Contract#.. 78681597 C#: 409-983-8173 J#: 409-983-8173 Contract dt. 5/10/18 Date out.... 5/17/18 2:58 PM Est return.. 6/14/18 2:58 PM Customer: 3107691 Job Loc 3401 CULTURAL CENTER DR, PORT AR PORT ARTHUR, CITY OF Job No 1 -ROBERT"BOB' BOW ATTN ACCOUNTS PAYABLE P.O.# UPDATE/QUOTE PO BOX 1089 Ordered By.. SAUNDERS, ADAM PORT ARTHUR, TX 77641 NET DUE UPON RECEIPT QTY EQUIPMENT # Min Day Week 4 Week Amount 6.00 4000W NARROW HORIZONTAL MAST LIGHT TOWER175.50 175.50 348.00 581.75 3490.50 0120410 *** EQP MSG *** The following shift rates will apply: 8 Hrs/Day 40 Hrs/Wk = 1.0 x Rate 9-16 Hrs/Day 41-80 Hrs/Wk = 1.5 x Rate 17+ Hrs/Day 81+ Hrs/Wk = 2.0 x Rate Return lights to their stowed position after use. Additional charges may apply to stow lights upon pick-up. SALES ITEMS: Qty Item number Unit Price 1 DLPKSRCHG EA 36.000 36.00 TRANSPORTATION SURCHARGE 1 ENVIRONMENTAL EA 48.860 48.86 ENVIRONMENTAL 1 TXHEIT245233018 EA 8.050 8.05 TX UNIT PROPERTY TAX DELIVERY CHARGE 150.00 PICKUP CHARGE 150.00 Rate our rental ex.erience www.sunbeltrentals.com/surve . IF THE EQUIPMENT DOES NOT WORK MULTIPLE SHIFTS OR CUSTOMER IS RESPONSIBLE FOR PROPERLY,NOTIFY THE OFFICE AT ONCE OVERTIME RATES MAY APPLY REFUELING.DAMAGES AND REPAIRS 1. The total charges are an estimate based on the estimated rental period and other information provided by Customer. 2. Customer assumes all risks associated with the Equipment during the Rental Period,including injury and damage to persons,properly and the Equipment. 3. Customer is responsible far and shall only permit properly trained.Authorized Individuals to use the Equipment. 4. If the Equipment does not operate properly.is not suitable for Customer's intended use,does not have operating and safety instructions or Customer has any questions regarding use of the Equipment.Customer shall not use the Equipment and shall contact Sunbelt immediately. 5. Equipment misuse or using damaged or malfunctioning Equipment may result in serious bodily injury or death and Customer agrees that Customer til assumes all risk associated thereunder,and(ii)indemnifies Sunbelt Entities for all claims or damages as a result of misuse or use of damaged or malfunctioning Equipment. 6. Customer has received,read,understands and agrees to the estimated charges and all the terms on this page,plus all sections on the reverse side of this Contract("Sections-).including Release and Indemnification in Section 8 and Environmental Fee in Section 16.which can also be found at www.sunboltrentals.comlrentalcontract'DeliveryiPickup Surcharge lee explanation is available at www.sunbeltrentals.comisurcharge. 7. Customer must contact Sunbelt to request pickup of Equipment,retain the Pick•Up Number given by Sunbelt and will be responsible for Equipment until actually retrieved by Sunbelt. 8. Customer waives its right to a jury trial in any dispute as set forth in Section 19. 9. At the election of Sunbelt or Customer,Customer agrees to submit every dispute to arbitration and waives any right to bring a class action as set forth in Section 20. "r on inued on the next page... www.sunbeltrentals.com" atrroeusc(Rev MTh?) Page 2 of 2 SUNBELT RENTALS SUNBELT RENTALS, INC. Pc#: 0232 9991 MEMORIAL BLVD Salesman: 023213 MORRIS, CARTER (232) PORT ARTHUR,TX 77640-1576 Typed By: LROBERTS1 409-724-7368 Job Site: QUOTE ROBERT"BOB'3401 CULT RABOCENTER DRWERS IC 1111111111111111111111111111111111111111M III PORT ARTHUR, TX 77642 5710 Contract#.. 78681597 C#: 409-983-8173 J#: 409-983-8173 Contract dt. 5/10/18 Date out.... 5/17/18 2:58 PM Customer: 3107691 Est return.. 6/14/18 2:58 PM PORT ARTHUR, CITY OF Job Loc 3401 CULTURAL CENTER DR, PORT AR ATTN ACCOUNTS PAYABLE Job No 1 ROBERT"BOB' BOW PO BOX 1089 P.O.# UPDATE/QUOTE PORT ARTHUR, TX 77641 Ordered By.. SAUNDERS, ADAM NET DUE UPON RECEIPT QTY EQUIPMENT # Min Day Week 4 Week Amount Sub-total: 3883.41 Total: 3883.41 All amounts are in USD • * Rate our rental ex•_rience www.sunbeltrentals.com/surve 4. IF THE EQUIPMENT DOES NOT WORK MULTIPLE SHIFTS OR CUSTOMER IS RESPONSBLE FOR PROPERLY,NOTIFY THE OFFICE AT ONCE OVERTIME RATES MAY APPLY REFUELING,DAMAGES AND REPAIRS 1. The total charges are an estimate based on the estimated rental period and other into,metion provided by Customer. 2. Customer assumes all risks associated with the Equipment during the Rental Period,including injury and damage to persons,property and the Equipment. 3. Customer is responsible for and shell only permit properly(rained.Authorized Individuals to use the Equipment. 4. If the Equipment does not operate property,is not suitable for Customer's intended use,does not have operating and safety instructions or Customer has any questions regarding use of the Equipment,Customer shall not use the Equipment and shall contact Sunbelt immediately. 5. Equipment misuse or using damaged or malfunctioning Equipment may result in serious bodily injury or death and Customer agrees that Customer(il assumes all risk associated thereunder,and ail indemnifies Sunbelt Entities for all claims or damages as a result of misuse or use of damaged or malfunctioning Equipment. 6. Customer has received,read,understands and agrees to the estimated charges and all the terms on this page,plus all sections on the reverse side of this Contract I-Sections"),including Release and Indemnification in Section 8 and Environmental Fee in Section 16,which ran also be found at www.sunheltrentals.comlrentalcontract.'Delivery/Pickup Surcharge fee explanation is available at www.sunbeltrentels.condsecrcha rge. 7. Customer must contact Sunbelt to request pickup of Equipment,retain the Pick-Up Number given by Sunbelt and will be responsible for Equipment until actually retrieved by Sunbelt. B. Customer waives its right to a jury trial in any dispute as sat forth in Section 19. 9. At the election of Sunbelt or Customer,Customer agrees to submit every dispute to arbitration and waives any right to bring a class action as eel forth in Section 20. Customer is declining Rental Protection Plan(see reverse side for details! (Customer Initials) Customer Signature Date Name Printed Delivered By Date "www.sunboltrentals.com" nurouh is. ovtrnrl OUnited Rentals' IIS 111111lI111111II 1111111111 RENTAL QUOTE BRANCH 228 1790 CARDINAL DR EA r # 157155105 BSAOxoxr TX 77705- 640 409-833-7902 ---- 409-833-7965 FAX Customer # : 759914 18 O Quote DstimatedeOut : 05/17/18 05:00 PM m CIVIC CENTER OF PORT ARTHUR Estimated In : 06/14/18 05:00 PM m 3401 CULTURAL CENTER DR UR Job Loc : 3401 CULTURAL CENTER 4 PORT ARTHUR TX 77642-5710 UR Job # : 13 Customer Job ID: p P.O. # : QUOTE h '4 Office: 409-983-8171 Cell: 409-983-8177 ordered By : ADAM SAUNDERS Written By : RACHEL HOLLIER Salesperson : VICTORIA CARR CITY OF PORT ARTHUR PO BOX 1089 PORT ARTHUR TX 77641-1089 This is not an invoice Please do not pay from this document RENTAL ITEMS: Qty Equipment Description Minimum Day Week 4 Week Estimated Amt. 6 3204000 LIGHT TOWER TOWABLE SMALL 99.47 99.47 241.13 528.72 3,172.32 RENTAL RATES ABOVE APPLY FOR: E HOUR DAY, 40 HOUR WEEK, 160 HOUR 4 WEEK CYCLE. OVERTIME CHARGES WILL BE ASSESED AS FOLLOWS: 0-8 HOURS PER DAY - ABOVE RATES 8-16 HOURS PER DAY - 1-1/2 TIMES ABOVE RATES 16-24 HOURS PER DAY - 2 TIMES ABOVE RATES RENTAL RATES ABOVE APPLY FOR: E HOUR DAY, 40 HOUR WEEK, 160 HOUR 4 WEEK CYCLE. OVERTIME CHARGES WILL BE ASSESED AS FOLLOWS: 0-8 HOURS PER DAY - ABOVE RATES 8-16 HOURS PER DAY - 1-1/2 TIMES ABOVE RATES 16-24 HOURS PER DAY - 2 TIMES ABOVE RATES Rental Subtotal: 3,172.32 SALES/YISCELLANEO[S ITEMS: Qty Item Price Unit of Measure Extended Amt. 1 TX UNIT PROPERTY TAX (DRSURTX/MCI] 7.264 EACH 7.26 1 DELIVERY CFARGE 163.450 EACH 163.45 1 PICKUP CHAFGE 163.450 EACH 163.45 Sales/Mise Subtotal: 334.16 Agreement Subtotal: 3,506.48 Estimated Total: 3,506.48 COMMENTS/NOTES: CONTACT: ACAM SAUNDERS CELL#: 409-651-9298 BACK OF CIVIC CENTER TO SCHEDULE ECUIPMENT FOR PICKUP, CALL 800-UR-RENTS (800-877-3687) WE ARE AVAILABLE 24/7 TO SUPPLY YOU WITH A CONFIRMATION # IN ORDER TO CLOSE THIS CONTRACT llsis proposal mos Sc s.ithdrann if not acceptaduithm 3cI dos.i hr abort refrrrncad Rental Protection Plan,msironmenul.and an charm arc ntimates and are sabjrcI In change. THIS IS NOT A RENTAL AGREEMENT.THE RENTAL OF EQUIPMENT AND ANY OTHER ITEMS LISTED ABOVE IS SUBJECT TO AVAILABILITY AND ACCEPTANCE OF THE TERMS AND CONDITIONS OF UNITED'S RENTAL AGREEMENT,WHICH MUST BE SIGNED PRIOR TO OR UPON DELIVERY OF THE EQUIPMENT AND OTHER ITEMS. Page: