HomeMy WebLinkAboutPR 21317: RENTAL OF SCALES FOR THE LANDFILL FROM NICHOLS SCALES AND MEASUREMENT it
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INTEROFFICE MEMORANDUM
Date: March 6, 2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Alberto Elefano, Public Works Director
RE: P. R. No. 21317
Introduction:
Approval of Proposed Resolution No. 21317 authorizing the rental of scales for the Landfill
from Nichols Scales and Measurement of Houston, Texas, for approximately 6 months with a
projected budgetary impact of$34,200.00.
Background:
The City's Landfill seeks the rental of a truck scale in order to measure waste in a more
efficient and cost effective manner. The Landfill is being overlooked by some clients because
the Landfill is unable to give the weight of the waste and these particular clients need to
account for waste by weight. The City will be able to attract more clients and collect more
fees if the Landfill has a scale.
The Purchasing Division issued formal bids with three vendors providing bids for the rental of
these scales. Nichols Scales and Measurement of Houston, Texas, provided the lowest and
most responsible bid.
Budget Impact:
Funds are available in the Landfill Equipment Rental account no. 403-1274-533.51-01.
Recommendation:
It is recommended that City Council authorize the City Manager to approve P. R. No. 21317,
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.21317
03/06/20 aw
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE RENTAL OF SCALES FOR THE
LANDFILL FROM NICHOLS SCALES AND MEASUREMENT OF
HOUSTON, TEXAS, WITH A PROJECTED BUDGETARY IMPACT OF
$34,200.00; FUNDS ARE AVAILABLE IN CAPITAL RESERVE FUND
EQUIPMENT REPLACEMENT SOLID WASTE ACCOUNT NO. 403-
1274-533.51-01.
WHEREAS,the City of Port Arthur has advertised P20-017 bid for a scale and scale house
on December 10, 2019; and,
WHEREAS,the City was planning on having a scale and scale house by now but no bids
came in and the Landfill is still in need of a more accurate method of measurement because the
City is losing clients to landfills that have scales; and,
WHEREAS, the City is revising the scale and scale house drawings and specifications to
attract more bidders so the City can have a permanent scale and scale house in the landfill; and,
WHEREAS, the process of revising the drawings and specifications then advertising
again, then negotiating fees can take up to six months; and,
WHEREAS, meanwhile the landfill is still in need of a scale to more accurately measure
the waste that goes in the landfill; and,
WHEREAS, the City would like to accommodate all clients in Port Arthur that needs a
scale to dispose of their waste; and,
WHEREAS, renting a scale will be able to attract more clients and offer the best service
possible to the citizens of Port Arthur; and,
WHEREAS, three vendors provided proposals; and
WHEREAS, Nichols Scales and Measurements of Houston, Texas presented the lowest
and most responsible bid in an amount of$27,550 (Exhibit"A"); and
P.R.21317
03/06/20 aw
WHEREAS, the monthly rate of two (2) months ($5,400) is added to the total of the bid
because the City is anticipating a six-month rental; and,
WHEREAS,it would be safer for the vendor to deliver on a Saturday so the regular clients
during the week are not disturbed; and,
WHEREAS, due to the Saturday delivery, an extra delivery charge of $1,250 (Exhibit
"B") is added to the cost of the rental of the scale for a final total of$34,200; and,
WHEREAS,time is of the essence to get the scale in a timely manner and the vendor just
happens to have a scale in stock otherwise the City can wait for up to 12 weeks see (Exhibit "C")
for emergency authorization; now there,
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; and,
THAT, that the City Council hereby authorizes the rental of scales for the Landfill from
Nichols Scales and Measurements of Houston, Texas with a projected budgetary impact of
$34,200.00, and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ,ADOPTED,AND APPROVED this the day of , A.D. 2020 at
a meeting of the City of Port Arthur, Texas by the following vote:
AYES: Mayor
Councilmembers:
Noes:
Thurman"Bill"Bartie
Mayor
P.R.21317
03/06/20 aw
ATTEST: APPROVED AS TO FORM:
Sherri Bellard Valecia Tizeno
City Secretary City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABLITY
OF FUNDS: l
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Ron Burton Kandy Dani
City Manager Interim Director of Finance
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Alberto Elefano Clifton Williams
Director of Public Works Purchasing Manager
Exhibit A
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Exhibit B
NIC 8 MEASUREMENT
P.O. Box 222288 Estimate
Dallas, TX 75222-2288
14850 Woodham Drive #B-135 & B-130 Page 1 of 1
Houston, TX 77073
281-445-9021 Date Number
281-445-9027 3/10/2020 177056
Bill To Address: Work\Ship Address:
City of Port Arthur City of Port Arthur
Jennifer Edwards Jennifer Edwards
Port arthur, TX Port arthur, TX
Customer Phone: 409 983-8188
Agreement# PO# Terms Due Date Sales Rep WO#
219945 Pending Approval 03/10/2020 Robert Turnquist
Item Description Quantity Price Amount
INSTALLATION ADDER for Installation on Saturday. Breakdown remains 1.00 $1,250.00 $1,250.00
during normal working hours.
Installation and certification including Lifting for offload and
setting.4500 Install/2000 Lifting At completion of rental
break down and make ready for transport and load on truck
providing crane.
Payment Terms Customer Requirements:
Customer to have a firm, unyeilding, and level surface to
locate scale at time of delivery. Customer to provide
protection and 110VAC for Truck Scale Instrument and
Printer within 20'of Truck Scale location at time of delivery.
Scale must be clean for transport. Any delays outside of of
our control will result in addition charges.
A down paymet will be required for rental with amount based
on credit approval.Typically 1st monthes rental, Freight and
Installation.
Rental will be billed monthly using rate for expected duration
of rental.
Approved by: Bob Turnquist-b.turnquist@nicolscales.com Subtotal $1,250.00
T: (281)445-9021x102-F:(281)445-9027
Prices are quoted in U.S. Dollars. Prices,Terms and Cond based on Nicol Scales& .easurement's current Sales Tax $0.00
price list,unless otherwise specified. Specifications subject to ch. ge with.,t notice •uote valid for 30 days.
FOB Factory charges will be applied to the final invoice. I . . .reilfijest :a compliance fee. Total $1,250.00
Accepted By: �`�.4_
FRM-7.1.01 Rev. A
Balance Due $0.00
Exhibit C
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INTEROFFICE MEMORANDUM
Date: February 18,2020
To: Ron Burton,City Manager
From: Alberto Elefano, Director of Public Works
RE: Installation of Temporary Truck Scale at the City of Port Arthur's Landfill
The City of Port Arthur's Landfill currently uses an estimated volume conversion factors for each type
of vehicle and/or trailer that hauls waste to the landfill and/or each type of load (e.g. C&D debris/inert debris
load) hauled to the landfill. The landfill operator identifies each vehicle and/or trailer type to determine the
amount of waste that particular vehicle holds and also does a visual inspection. Each load's length,width,and
height are measured to determine cubic feet. That number is then divided by 27 to determine the cubic yards.
The addition of a truck scale to measure tonnage is more efficient and cost effective. It will provide the
landfill with an opportunity to accurately weigh each load and to assess fees accordingly. This is most desirable
in the City's quest to bring the landfill to break-even or profitability status. There are currently opportunities
to bring in more waste to the landfill to increase current revenue,however,the generators require measuring by
tonnage as opposed to visual/measuring calculation. While the landfill's inunediate plans are to construct a
permanent scale with scale house, it has become necessary to bring in temporary scales in the interim. The
temporary scale will help make the Port Arthur Landfill a viable alternative to generators who were considering
disposal options at landfills farther away.
Currently, we have received the mandatory three quotes. Nichols Scales&Measurements of Houston,
Texas has been determined to be the lowest bidder. Securing the scale now has become an emergency since
they rentllease their scales on a first come-first served basis. They currently have two scales available. If we
are unable to secure the scale immediately, there is the possibility that it could be ten weeks or longer before
another scale becomes available. To that end,we are requesting approval for the acquisition and installation of
a temporary scale in the amount of$27,550.00 from Nichols Scales&Measurements of Houston, Texas. The
funds are available in the Capital Equipment Replacement-Solid Waste Equipment Account No. 625-1801-
533.92-00.
APPROVED: �lletA
Ron Burton
City Manager
cc: Clifton Williams, Pur• asing Manager
"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