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Home My WebLink AboutA.EMERGENCY REPAIRS-TOW TRUCK City of Port Arthur, Texas Mayor and City Council Communication DATE REFERENCE I SUBJECT: PAGE 9/17/2002 [ Equipment, Inc for a replacement engine lbr Equipment #1229 1 OF 2 RECOMMENDATION: We recmnmend that the City Council approve the payment of $10,722.92 to Smart's Truck and Trailer Equipment, Inc. of Beaumont, Texas for the purchase and installation of a remanufactured Caterpillar 3116 engine for Equipment #1229. The repair costs will be expensed to the Fiscal Year 2002 Public Works Department--Solid Waste Residential Collections Mainteuance Account Number: 403-1272- 533.43-00. BACKGROUND: Equipment #1229 is a 1996 GMC Tow Truck with trailer and grapple used by Residential Collections in daily trash collection service. The unit was purchased fi'om Smarts Track & Trailer, Inc. for $71,711.43 and was delivered on June 15, 1996. A replacement unit similarly equipped would cost approximately $88,500 if purchased today. This track has been driveu 92, 117 miles and this unit has incurred $96,657.64 in life-to-date maintenance expenses. This truck and trailer/grapple were scheduled for replacement in fiscal year 2003 but is not in the budget. On August 20, 2002 the driver reported that steam was coming out the exhaust pipe. An Equipment Services technician was dispatched to the location and verified the steam and reported a pronounced engine knock. A wrecker moved the truck to the Garage and on August 2I, 2002 moved the truck to Smarts Truck & Trailer, lnc. in Beaumout for engine diagnosis. Smarts Truck & Trailer, Inc. is the local authorized Caterpillar service vendor. Smarts Truck & Trailer, Inc. partially disassembled the engine and discovered that a fuel iujector was brokeu off and a valve had dropped into the engine cylinder. It is difficult to state exactly which happened first; the iujector tip breaking offor the valve dropping into the cyliuder. In either case, a hole was punched in the piston and severely scored the cylinder liner. With the extent of damage and the age of the equipment, replacing the engine with a remanufactured Caterpillar engine was the prudent choice. Quotes to install a remanufactured Caterpillar 3116 engiue were received from the following three (3) veudors: · Smarts Truck & Trailer, Inc. of Beaulnont, Texas ...................................... $10,441.26 · Myers Automotive Repair of Port Arthur, Texas ........................................ $11,596.37 · Scott Construction Equipmeut Co. of Lake Charles, Louisiana .................. $14,989.30 All estimates included delivery and labor charge. All vendors provided for a twelve-month, I00,000 miles parts and labor warranty. The engine damage did not prevent core usability in the remanufacturing process. The charges for these repairs were $281.66 more than originally estimated due to some additioual unforeseen component repair parts needing to be replaced. Public Works and Equipment Services staff has reviewed this eugine failure and concurred that the replacement engiae purchase proposed by Smarts Truck & Trailer, lnc. of Beaumont, Texas was the most cost effective for the City. A memorandum dated August 27, 2002 (copy attached) was sent to the City Manager regarding the ueed for emergeucy repairs. PREPARED BY: TK/rd APPROVED BY CITY MANAGER: DISPOSITION BY COUNCIL [] APPROVED [] OTHER (DESCRIBE) PROCESSED BY CITY SECRETARY DATE: City of Port Arthur, Texas Mayor and City Council Communication DATE REFERENCE [SUBJECT: PAGE NUMBER I Recommendation to approve payment to Smart's Truck and Trailer 9/17/2002 Equipment, Inc. lbr a replacement engine lbr Equipment # 1229 2 OF 2 BUDGETARY/FISCAL EFFECT: This repair cost will be expensed to the Fiscal Year 2002 Public Works Department--Solid Waste Residential Collections Maintenance Accouut Number: 403-1272-533.43-00, which was originally budgeted $402,500 aud revised to $434,750, approxilnately $41,294 being nnencumbered. STAFFING/EMPLOYEE EFFECT: No anticipated effect on staffing is expected with this action. SUMMARY: We recommend that the City Council approve tbe paylnent of $10,722.92 to Smart's Truck and Trailer Equipment, Inc. of Beaumont, Texas for the purchase and installation of a remanufactured Caterpillar 3116 engine for Equipment #1229. This repair cost will be expensed to the Fiscal Year 2002 Public Works Department--Solid Waste Residential Collections Maintenance Account Number: 403-1272- 533.43-00, which was originally budgeted $402,500 and revised to $434,750, approximately $41,294 being unencumbered. Tom Kestranek Leslie McMahen, PE Director of Transportation Director of Public Works ebecca Underfi 1, C A- ~rannon Director of Finance Purchasing Coordinator PREPARED BY: TK/rd DISPOSITION BY COUNCIL PROCESSED BY CITY SECRETARY APPROVED BY APPROVED DATE: CITY MANAGER: OTHER (DESCRIBE) Date: To: From: Subject: City of Port Arthur, Texas Memorandum August 27, 2002 Stephen B. Fitzgibbons, City Manager ~) Leslie McMahen, PE, Director of Public Works Tom Kestranek, Director of Transportation Emergency Engine Replacement for Equipmefit #1229 We request authority to start emergency repairs to replace the engine in Equipment #1229. This equipment is a 1996 GMC Tow Truck with grapple used by Residential Collections in daily trash collection service. The truck was purchased from Smarts Truck & Trailer, Inc. for $71,711.43 and was delivered on June 15,1996. A replacement truck similarly equipped would, cost approximately $88,500.00 if purchased today. This truck has been driven 92,117 miles and has incurred $96,657.64 in life-to-date maintenance expenses. This truck was scheduled for replacement in fiscal year 2003 but is not in the budget. On August 20, 2002 the driver reported that steam was coming out the exhaust pipe. An Equipment Services technician was dispatched to the location and verified the steam and reported a pronounced engine knock. A wrecker moved the truck to the Garage and on August 21, 2002 moved the truck to Smarts Truck & Trailer, Inc. in Beaumont for engine diagnosis. Smarts Truck & Trailer, Inc. is the local authorized Caterpillar service vendor. Smarts Truck & Trailer, Inc. partially disassembled the engine and discovered that a fuel injector was broken off and a valve had dropped into the engine cylinder. It is difficult to state exactly which happened first; the injector tip breaking off or the valve dropping into the cylinder. In either case, a hole was punched in the piston and severely scored the cylinder liner. This extent of damage and the age of the equipment will require replacing the engine with a remanufactured Caterpillar engine. Quotes to install a remanufactured Caterpillar 3116 engine were received from the foIlowing three (3) vendors: · Smarts Truck & Trailer, Inc. of Beaumont, Texas ................................ $10,441.26 · Myers Automotive Repair of Port Arthur, Texas ................................ $11,596.37 · Scott Construction Equipment Co. of Lake Charles, Louisiana ......... $14,989.30 All estimates include delivery and labor charge. All vendors provide for a twelve-month 100,000 miles parts and labor warranty. The engine damage will not prevent core usability in the remanufacturing process. Additionally, other repair parts and outside labor charges associated with the remanufactured engine installation may be necessary to replace worn components that were not readily apparent during the initial inspection. Public Works and Equipment Services staff has reviewed this engine failure and concur that the replacement engine purchase proposed by Smarts Truck & Trailer, Inc. of Beaumont, Texas is the most cost effective for the City. We have requested that Smarts Truck & Trailer, Inc. of Subject: Emergency Engine Replacement for Equipment #1229 Page 2 of 2 Beaumont, Texas order the remanufactured engine assembly immediately. Your concurrence with this course of action is respectfully requested. Upon completion of repairs, a Council Communication will be prepared to document the repairs and authorize approval for payment of expenses for this power component assembly. c: Rebecca Underhill, CPA, Finance Director Approved: Stephen B. Fitzgibbons City Manager Date