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Home My WebLink AboutPR 23421: PURCHASE OF ONE GRADALL XL3100 4X2 SERIES V FOR THE PUBLIC WORKS DRAINAGE DIVISION On of — _...,,.•.•._ 4 ort rthu�— Thus www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: October 25, 2023 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager �/ Oft From: Flozelle C. Roberts, EIT, MEng, MBA, Public Works Director re RE: P.R.23421 — Purchase of one (1) Gradall XL3100 4X2 Series V for the Public Works Drainage Division for $497,523.00 from Associated Supply Company, Inc. of Houston, Texas, through the Buyboard Cooperative Purchasing Program Introduction: This agenda item requests Council's approval for the purchase of one (1) Gradall XL3100 4X2 Series V for the Drainage Division. Background: The Public Works Drainage Division(Drainage)maintains over 250 miles of drain lines,ditches, canals, pump stations, and other related facilities throughout the City. Equipment such as the Gradall XL3100 4X2 Series V will allow crews to more effectively maintain the City's ditches, canals, and easements. Equipment Model No. Year Make Model Odometer Comments 1623 2006 Gradall XL 3100 Inoperable Flooded in Hurricane Harvey. In constant repair. Council approved purchasing this replacement equipment in the fiscal year ending 2024 budget's capital equipment schedule. "Remember,we are here to serve the Citizens of Port Arthur" 444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 Budget Impact: Associated Supply Company, Inc. (ASCO) of Houston, Texas, which maintains contract number 685-22 with the Buyboard Cooperative Purchasing Program, provided a competitive quote for the Gradall at $497,523.00. The Capital Reserve Fund Account, 625-21-000-8523- 00-00-000, will fund the equipment. Recommendation: The City of Port Arthur City Council is recommended to approve PR 23421 authorizing the City Manager to purchase Gradall Model XL3100 4X2 Series V for the Public Works Drainage Division from Associated Supply Company, Inc. of Houston, Texas, through the Buyboard Cooperative Purchasing Program. "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 PR 23421 10/26/2023 FCR Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE ONE (1) GRADALL XL3100 4X2 SERIES V FOR THE PUBLIC WORKS DRAINAGE DIVISION FROM ASSOCIATED SUPPLY COMPANY, INC. OF HOUSTON, TEXAS, THROUGH THE BUYBOARD COOPERATIVE PURCHASING PROGRAM, CONTRACT NO. 685-22, WITH A TOTAL BUDGETARY IMPACT AMOUNT OF $497,523.00. FUNDING IS AVAILABLE FROM ACCOUNT NO. 625-21-000-8523-00-00-000. WHEREAS, the City of Port Arthur's Drainage Division maintains over 250 miles of drain lines, ditches, canals, pump stations, and other related facilities; and, WHEREAS, Drainage Division staff actively creates and maintains effective drainage throughout the City, which requires functioning, reliable equipment such as the Gradall XL3100 4X2 Series V; and, WHEREAS, the City Council approved the purchase of the Gradall in the 2023-2024 fiscal year budget's capital equipment schedule; and, WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body,to participate in cooperative purchasing programs such as the Buyboard Cooperative Purchasing Program as an alternative to a formal bid process; and, WHEREAS,the City entered into an interlocal agreement for cooperative purchasing with the Buyboard Cooperative Purchasing Program through Resolution No. 02-341; and, WHEREAS,Associated Supply Company, Inc. of Houston, Texas, is part of the Buyboard Cooperative Purchasing Program under contract number 685-22 and submitted a competitive quote for one (1) Gradall XL3100 4X2 Series V for$497,523.00 attached hereto as Exhibit A; PR 23421 10/26/2023 FCR Page 2 of 3 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; and, THAT,the City Manager of the City of Port Arthur is hereby authorized to purchase one (1) Gradall XL3100 4X2 Series V from Associated Supply Company, Inc. of Houston, Texas, through the Buyboard Cooperative Purchasing Program for$497,523.00; and, THAT,funding for this purchase is to be charged to the Capital Reserve Account,account number 625-21-000-8523-00-00-000; and, 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 , 2023 AD, at a regular meeting of the City Council of the City of Port Arthur, Texas,by the following vote: AYES: Mayor: Councilmembers: NOES: Thurman Bill Bartie Mayor PR 23421 10/26/2023 FCR Page 3 of 3 ATTEST: Sherri Bellard, TRMC City Secretary APPROVED AS TO FORM: Valecia R. Tizeno, 9 City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton City Manager ♦ f/ lozelle I. Roberts 1 , M ng, MBA Directs Public 0 s s Clifto E. Williams,Jr., CPPB Purchasing Manager Kandy Daniel Director of Finance P.O. 7190 Exhibit A BuyBoard Quote ASSOCIATED SUPPLY COMPANY,INC. THE FOLLOWING DETAILS SHALL BE PROVIDED WITH ANY BUYBOARD PURCHASE ORDER(FAX PURCHASE ORDER TO 800-211-5454) BuyBoard Vendor: ASSOCIATED SUPPLY COMPANY,INC. Prepared By: TIMOTHY GATES Address: 6203 LONG DR,HOUSTON TX 77087 Mobile: 281-627-5148 Phone: 713-649-0940 Email: TGATES@ASCOEQ.COM Fax: 713-649-5571 Date Prepared: 10/20/2023 Government Agency: CITY OF PORT ARTHUR Ship To: CITY OF PORT ARTHUR Bill To: CITY OF PORT ARTHUR 103 HO MILLS BLVD 103 HO MILLS BLVD PORT ARTHUR,TX 77640 PORT ARTHUR,TX 77640 Contacts'Name: BRAD BROWN Phone: 409-549-0738 Email: BRAD.BROWN@PORTARTHURTX.GOV Fax: Product Description: GRADALL XL31004X2 SERIES V BuvBoard Contract: 685-22 I.Price List Dated: 1/31/2023 Base Price: $ 458,693.00 II:Base Bid Options(Itemized Below) BEACON LIGHT-UPPER-W/BRANCH GUARD $ 1,091.00 LEFT HAND REAR STEP $ 692.00 TILT STEERING COLUMN-CHASSIS $ 1,053.00 BUCKET 60"-DITCHING W/BOCE $ 5,971.00 FIXED THUMB GRAPPLE $ 11,130.00 EXTRA SET OF KEYS $ 20.00 SUB-TOTAL: $ 19,957.00 SUB-TOTAL: $ - Options List Price Total: $ 19,957.00 III.SUB-TOTAL OF I&II $ 478,650.00 IV.BuyBoard Discount: 2.00% $ 9,573.00 BUYBOARD CONTRACT PRICE: $ 469,077.00 V:NON-BASE OPTIONS Non-Base Options(%)= 0 LOCAL DELIVERY $ 800.00 FACTORY FREIGHT $ 8,500.00 MATERIAL SURCHARGE $ 19,146.00 SUB-TOTAL: $ 28,446.00 SUB-TOTAL: $ - VI:UNPUBLISHED OPTIONS ADDED TO CONTRACT PRICE(SUBTOTAL OF COL1&COL 2) $ 28,446.00 VII:TOTAL IV+VI $ 497,523.00 VIII:QUANTITY ORDERED UNITS: 1 $ 497,523.00 IX:TRADE-IN OR OTHER CREDIT(S): $ - $ - X:ADDITIONAL DISCOUNTS: TOTAL: $ 497,523.00 FAX ALL PURCHASE ORDERS TO BUYBOARD AT 800-211-5454