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Home My WebLink AboutPR 23997 AUTHORIZING REPAIRS TO THE 12M3 MOTOR GRADER City of ems:, art rthur Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: October 16,2024 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Flozelle C. Roberts, EIT, MEng, MBA, CPM, Director of Public Works RE: PR 23997—Repairs to the 12M3 Motor Grader(Unit 2112) for the Public Works—Streets Division by Mustang Caterpillar of Beaumont,Texas for $31,909.76 Introduction: The agenda item requests Council's approval for the 12M3 Motor Grader(Unit 2112)repairs for the Public Works Streets Division by Mustang Caterpillar of Beaumont,Texas. Background: The Public Works Streets Division (Streets)maintains over 685 miles of City streets,including roadways comprised of asphalt pavement. Streets staff actively improves pavement conditions through the street rehabilitation program. The 12M3 Motor Grader(Unit 2112) is primarily used for roadway construction, restoring the driving surface, and drainage attributes to roads. As street projects and maintenance have increased, repairs to the 12M3 Motor Grader (Unit 2112) are critical to the rehabilitation and remediation efforts by reducing the time needed to complete the work. Mustang Cat of Beaumont, Texas, submitted a quote for $31,909.76 through the Sourcewell Cooperative Purchasing Program to replace the fuel and hydraulic hoses and filters,regenerate the equipment, and replace various parts and panels for optimal operation. City Council approved the purchase of this equipment in the 2024-2025 fiscal year budget's capital equipment schedule. Budget Impact: Funding is available in the Public Works Streets (Streets) Equipment Maintenance Account, 001-21-053-5318-00-70-000. "Remember,we are here to serve the Citizens of Port Arthur" Recommendation: The City of Port Arthur City Council is recommended to approve PR 23997 authorizing the repairs to 12M3 Motor Grader(Unit 2112) for the Public Works— Streets Division through Mustang Caterpillar of Beaumont, Texas, for$31,909.76, through the Sourcewell Cooperative Purchasing Program. PR No.23997 10/23/2024 LLJ Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE REPAIRS TO THE 12M3 MOTOR GRADER(UNIT 2112) FOR THE PUBLIC WORKS—STREETS DIVISION (STREETS) BY MUSTANG CATERPILLAR OF BEAUMONT, TEXAS, THROUGH THE SOURCEWELL COOPERATIVE PURCHASING PROGRAM FOR $31,909.76. FUNDS ARE AVAILABLE IN FY24-25 PUBLIC WORKS STREETS (STREETS) EQUIPMENT MAINTENANCE ACCOUNT, 001-21-053-5318-00-70-000. WHEREAS, the City of Port Arthur's Streets Division actively improves and maintains over 685 miles of City streets through the streets rehabilitation program; and, WHEREAS, the 12M3 Motor Grader (Unit 2112) is primarily used for roadway construction,restoration, and drainage attributes to roads; and, WHEREAS, Unit 2112 requires repairs, including the repair of the engine compartment for leak stoppage, replacement of fuel and hydraulic hoses and filters, regeneration of the equipment, and the replacement of various parts and panels for optimal operation and safety; and, WHEREAS, Chapter 271, Subchapter D, of the Texas Government Code, allows a city, by resolution of its governing body,to participate in cooperative purchasing programs such as the Sourcewell Cooperative Purchasing Program as an alternative to a formal bid process; and, WHEREAS, per Resolution Number 13-556, the City of Port Arthur is authorized to participate in cooperative purchasing with JCB Sourcewell (formerly National Joint Powers Alliance) Cooperative Purchasing Program; and, WHEREAS, the approximate date of completion is January 6, 2025 depending on parts availability; and, WHEREAS,City Council approved the purchase of this equipment in the 2024-2025 fiscal year budget's capital equipment schedule; and WHEREAS, Mustang Caterpillar of Beaumont, Texas, is a part of the Sourcewell Cooperative Purchasing Program under JCB Sourcewell Contract Number 032119-CAT, and PR No.23997 10/23/2024 LLJ Page 2 of 3 submitted a quote to repair the 12M3 Motor Grader (Unit 2112) for $31,909.76 as delineated in Exhibit A, and the Detailed Actionable Report in Exhibit B; 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 and directed to repair the 12M3 Motor Grader (Unit 2112) by Mustang Caterpillar of Beaumont, Texas, for $31,909.76; and, THAT,funding is available in the Public Works Streets(Streets) Equipment Maintenance Account, 001-21-053-5318-00-70-000; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED this the day of , A.D. 2024, at a meeting of the City of Port Arthur, Texas,by the following vote: Ayes: Mayor: Councilmembers: Noes: Thurman Bill Bartie Mayor ATTEST: Sherri Bellard City Secretary PR No.23997 10/23/2024 LLJ Page 3 of 3 APPROVED AS T U F Roxann Pais Cotroneo, Esq. City Attorney APPROVED FOR ADMINISTRATION: , r rda. al, L...0 Ronald Burton, CPM ( p/l beha It o-Pj City Manager r 1/1/ .le 410- lozell " . Ro•ert T, ng, MBA, CPM Direc •, of Publi • ks i At Clifton . Williams, Jr., CPB Purchasing Manager S )-106-k_) 649 ,---c—i-Pfr' Lynda Doswell, ICMA-CM, MA Director of Finance F.R. No. 23997 EXHIBIT A (QUOTE) 4._ ,,,,„__ r, !,,,,,.., !iiil ' \ MUSTANG CAT' V._, _ ' ,...?" - LET'S WORK TOGETHER Customer Name: City Of Port Arthur Streets Estimate#: Q-20027 Customer#: 0588740 Estimate Date: 10/18/2024 Contact Name: Donald Bates Job/WO#: Model/Serial#: 12M2/0N9F00331 Sales Rep: Koby Box kbox@mustangcat.com Sourcewell# 032119-CAT (936)336-0046 Customer PO#: Current Hours: 1241 Mr. Bates: Thank you for considering Mustang CAT and the opportunity to provide Product Support for your machine. Our recommended solution is based on our current understanding of your requirements and is summarized below. Please contact me if your requirements have changed or if you have any questions about the products and services we are recommending. When you are ready to move forward, please sign and date on the bottom of the page and return it to me. We look forward to working with you! DESCRIPTION PARTS LABOR MISC EXTENDED Travel Time& Mileage (2 Round Trips -City $0.00 $648.00 $684.00 $1,332.00 Garage) Troubleshoot Machine- Field &Shop-All Items $0.00 $5,388.00 $0.00 $5,388.00 noted on inspection Machine Wash & Inspect $0.00 $732.00 $0.00 $732.00 Replace Centershift Pin Switch $416.00 $201.00 $0.00 $617.00 Replace Coolant Tank $740.48 $1,206.00 $0.00 $1,946.48 Replace Cab Mounts $540.80 $201.00 $0.00 $741.80 Replace Cab Steps $513.76 $402.00 $0.00 $915.76 MINI MINE IMP MIMI NMI Ili MACHINERY PEN T AL L EG EQU PMENT PAP T S&SER''CE ESE PJEY'(AT'ESE 639&2?S M_GT=N. -T cc G' Replace Monitor& Dash Panel $2,992.08 '$1,206.00 $0.00 $4,198.08 Replace Product Link& Roof Lighting Harness $1,314.56 $804.00 $0.00 $2,118.56 Replace Hydraulic Drain Valve& Hosed Clamps $222.56 $804.00 $0.00 $1,026.56 Replace Light Bulbs $75.92 $201.00 $0.00 $276.92 Replace Turbo Lines&Clamps $271.44 $402.00 $0.00 $673.44 Replace Windshield Washer Pumps& 1 Wiper $634.40 $603.00 $0.00 $1,237.40 Motor Replace Cutting Edges $1,336.40 $603.00 $0.00 $1,939.40 Replace Various Body Panels $5,114.72 $1,206.00 $0.00 $6,320.72 Replace A/C Dryer,Accumulator, Hose, seals - $588.64 $1,407.00 $0.00 $1,995.64 Continue Troubleshooting SUBTOTALS: $14,761.76 $16,014.00 $684.00 $31,459.76 *SUPPLY CHARGE IS 4%OF INVOICE TOTAL-MAXIMUM CHARGE OF$250 SUPPLY CHARGE: $250.00 *ENVIRONMENTAL FEE IS 3%OF INVOICE TOTAL-MAXIMUM CHARGE OF ENVIRONMENTAL FEE: $200.00 $200 **Subject to additional part/labor upon disassembly SALES TAX: $0.00 *Parts pricing above does not include freight charges and will be added to the final invoice This Quote is Valid for 30 Days TOTAL: $31,909.76 Accepted by: Printed Name Date Customer Signature MACHSNERY RENTAL USED EQUIPMENT PARTS&SERVICE 888 NEXT CAT'888.639 8228 MuSTANjCAT Corr P.R. No. 23997 EXHIBIT B (DETAILED ACTIONABLE REPORT) MUSTANG (CAT OFFICIAL) - Motor Grader TA1 TA1 •12 7 •51 it Inspection Number 19487640 Customer No 0588740 Serial Number N9F00331 Customer Name City of Port Arthur Make CATERPILLAR Work Order B048855 Model 12M3 Completed On 10/14/2024 12:10:48 PM Equipment Family MOTOR GRADER Inspector Hunter Barnes Asset ID 2112 PDF Generated On 10/14/2024 SMU 1925.7 Hours Location 2905 W Cardinal Dr, Beaumont,TX Coordinates 6.31603288650513,30.0373078158409,- 94.1139506054765 Technician 0 General Info&Comments • General info/Comments ACTION Comments:Oil leak on rear of machine and damage to the rear of engine compartment. CT { \L.. 0 - fit , - - , Actionable Report Serial Nirrber:I\12F00331 Asset ID:2112 Page 1 of 15 . _. . . .-.. . . , .... .,;_ . - -"-.'-,,', •:.i-‘---1 i,.--":,;11:,„=. 7.-;:?:.''''''':'-ll'' '-'''-- .'` . ,. ..',71.- .,- ,. ., # ..., .. 41110 / % '4',At;),,° • 11011141111)1 00 . Iliii" ' • ' . ' -. . • 11.111 - .. pi , v \ cr 6: . , 1 _ , . IIIF _ v -7-....--- I '• •1 , .---, „s- 0.. • ._ ; , - I • tt' I, , . --t CT 1 ...: .. .„ L ., .. , , ‘..L.,•,s; , '',I. '' - . ,•. „,,.. . • -— . • . - •.. :.-',.. .• - = ,• . . . - A AI '-14' • ';.- ,J1.1,- ''IWO , . . _ .. . . .. . „ . . .... ....- ,,,,, -' -- ' - UT' IlitEWALAK— 1' ' ,i, t* *., .- ., . . *** •. „.r. o,„w,„.„.uff . ::-7:::::: ki..4t.r._ - 1 .: A.-. ..,, ._. , . , CATERPILLAP - .............. ........ _i,, I . . . -;--,: gl 1 111 ...,, , . - __ .* ,....i...;.•,..,-. .'", 7ig''',-:' ''''..4. '''.-.--'-4.4.7.';;'' - ,- ,4,..;tr.'.• --,::-.4.r*.K.t7,7,.;.--. - MUSTANG CAT lEje . 4-:----7-71.- ,.,,4 11,11t1, :-:-- -- ' --z-- - --.' .,----i'-.7 ‘---t1=1,,,-----44-4L,:-.4,?:,z.4=4„. Actionable Rcport Serial Nrrber:Ni9F00331 Asset ID:2112 Page 2 of 15 .. J:!,it !, f, . ter: 6'- ,T 5 ,may '. :: n / k�,« ' . 7 1-.%ii - . fpi kik.. ,i,, q ,,0 tq, : A ',- i r . I li �'''1 r i, —"°"" ..4111640. T.: ' \A1111: 1"11414-1 4I\ ' ''' ' ., ilik 6 s � ^r Y `p i • f , ''. .- '• --4,c-i".,4 -,_ , .. „ ... . . „. , , , , , . , _ - ---- —lack 44:P4:--It s . 7 4 4. , Image Cor ment(s):Leak at the rear of machine Actionable Report Nirrt�er:N F00331 Asset :2112 Page 3 of 15 `, i _ - ) i ‘,7 AN 0. r �� r L4 i y ty C, , . 1 Ai 01/0 Image Comment(s):Damage to engine compartment Image Conment(s):Unplugged lift on cab Red-Prepare Machine Inspection • 1.3 Download Product Status Report(ET Download) ACTION Comments:Machine has multiple fault codes,check PSR • 1.4 Is the machine software including Product Link&VIMS Config files current NO with what is published in SIS? Comments:All ECMS require an update. • 1.5 Check Product Link NO Comments:Product link is not reporting on PSR Red-Lower-Level Inspection • 2.1 Tires and rims-MG ACTION Comments:Multiple tires have splits and chunks missing from tire Actionable Report Serial ItLrrber:PNF00331 Asset D:2112 Page 4 of 15 115F3 ‘ i • - ""' PlO • Image Comment(s):Right front Image Conment(s):Left front 4r4 I I I I‘41 ' 1;,* 1$ Image Comment(s):Rear right tandem Image Comment(s):Left front Actionable Report Serial N.irrber:NBF00331 Asset D:2112 Page 5 of 15 „or ` 1 r „., _ -,-, .. _ v' Image Comnent(s):Front right tandem Red-Middle-Level Inspection • 3.1 Work Lights-MG ACTION Comments:Lights unplugged and one light is not operating like it should. ,,k..:� r , , P (lik i • ,** ''''. iP '‘ ,./1AA"'bhp ,... """1.1.4.7 ,44P” I* — ;� 8 . 1 t Op Actionable Report Serial Njrrber:N9F00331 Asset D:2112 Page 6 of 15 gp- 10 (, .-\ J S, fi 4 " a, 'f " t .i .. GO i { .. it -\'' - - 's . ' 1: il 1:74-1 \ 1:1' -' ' ) ", -...-1,, a i _ -- i — , -• , At\ / . • 3.3 Steps&Handrails-MG ACTION Comments:Damaged step and lose mounting hardware on left side of cab. Actionable Report Serial Nirrber:N F00331 Asset D:2112 Page 7 of 15 El .§.0. / I • ' U . 4 " .c•W o !,,, ...t ..L ....r.0 ;�► r .•Jn•�.��o:. Iiiik View Video 1 f v. i. • 3.7 Cab Exterior-MG ACTION Comments:Damage to engine compartment t , I --- *I • 3.12 Hood&Platform-MG ACTION Comments:Hood mount damaged Actionable Report Serial Nbrrber:t PF00331 Asset ID:2112 Page 8 of 15 ii i . �� 1 4 f f 7.4 '''''.111011 fr ' 7:11 \ \�v��' a - #� ^«µ milimais Red-Upper-Level Inspection • 4.4 Hydraulic Tank-MG ACTION Comments:Leak coming from tank. / .4 r. .lir , if 7 • 4.5 Radiator cap-MG ACTION Comments:Tank has cracked for the coolant tank Actionable Report Serial[Writer:N241700331 Asset ID:2112 Page 9 of 15 � 4 i Red-Attachment/Implement Inspection • 5.9 Centershift Lock-MG ACTION Comments:Center shift is locked but dash says it's not locked 4 1 I rif/lir; Yellow-Lower-Level Inspection 2.2 Front Wheels&Spindles/Wheel Drives-MG MONITOR Comments:Possible sign of leak on left front spindle Actionable Report Serial N.irrber:N F00331 Asset ID:2112 Page 10 of 15 b} AA Ityf Y ' f011itai..,: µ � . �a A �`-- —"` awl - •r 1 , Actionable Report Serial NUrrber:N9F00331 Asset ID:2112 Page 11 of 15 3 M t x 2.8 Secondary Steering Pump&Motor-MG MONITOR Comments:Secondary steering not working with KOEO(key on engine off) 2.16 Rear Differential Housing-MG MONITOR Comments:Possible leak around input housing . 1:: , rn .,. n' f r -� _s Actionable Report Serial N.irrber:N3F00331 Asset HD:2112 Page 12 of 15 N k ;k Yellow-Middle-Level Inspection 3.2 Rear Brake&Directional Lights-MG MONITOR Comments:Lights are working.May need attention with the damage to engine compartment. Y'k f'` -iiiiiiii T G _'y h+ •f I.I 11111 Ze •1/1•.11•t 1•••. �_L • - 4 .)t. , •••. 1 11•11.111 •�••� < I, S. .I.I•t.NN.•1INN•1•:ef8ss1?¢ ¢f,CaH••IHiN• ', • �CdAI1N1.1.1.11, e11 i 1/4 ' - CSA•1111•.N 14 :ram• / ..• a••••..,- ,:. °' ,. r•eee•.•••. !...... 7 ee•e••11•••. , 11lIb1•.... 0.441••• . , 11• 1•N!1• af•1f11 t 1 °07��.�l1•:.•i / f rd :'/I.,.,A.:_.',N 3.6 Cab Mounts-MG MONITOR Comments: Minor cracks to cab mounts. Actionable Report Serial N.inber: NF00331 Asset ID:2112 Page 13 of 15 • 4 Aw a:>4 Yellow-Upper-Level Inspection 4.13 Pulleys, Belts,Water Pump,Compressor Clutch&Alternator-MG MONITOR Comments:C/S A/c compressor is locked up have not diagnosed it yet. • : i . , , , r - t ,.., • \ i 44 t itil 0 1 i ,, 1• I Yellow-Attachment/Implement Inspection 5.1 Moldboard& Blade-MG MONITOR Actionable Report Serial NJrrber:NF00331 Asset ID:2112 Page 14 of 15 Actionable Report Serial Nmiber:N F00331 Asset ID:2112 Page 15 of 15