The URL can be used to link to this page

Home My WebLink AboutPR 24277: CONTRACT WITH HEIL OF TEXAS FOR SOLID WASTE EQUIPMENT REPAIR City'of o r t rthu— r 7i'xrt� INTEROFFICE MEMORANDUM Date: April 11, 2025 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager 1111 From: Flozelle C. Roberts, EIT, MEng, MBA, CPM, Director of Public Works O ( RE: PR No. 24277—Authorizing the Execution of a Contract with Heil of T as Solid Waste Equipment Repair Introduction: This agenda item seeks the City Council's approval to execute a contract with Heil of Texas to repair Solid Waste equipment. Background: The Solid Waste Division collects and disposes of residential, commercial, vegetative, and bulk waste throughout the City. The Division's collection equipment operates continuously,resulting in increased wear and tear, reduced service life, higher maintenance requirements, an increased propensity for failure, and reduced efficiency. These effects have created significant challenges in maintaining optimal fleet readiness and have led to extended repair turnaround times, ultimately impacting service reliability and operational costs. Solid Waste staff consulted Heil of Texas for a monthly service contract agreement. Heil provided a quote for a base service fee of$2,300.00 per day for a 10-hour day, an additional technician fee of$2,300.00 per day for a 10-hour day, and a weekend option of$3,450.00 per day for a 10-hour day through the BuyBoard Cooperative. "Remember. NNe are here to serve the( itizeus of Port Arthur" City of nrt rtltu�_ Tc°ruti Budget Impact: Staff estimates a not-to-exceed budgetary impact of$225,000.00 for the contract year. Funding is available in the following solid waste accounts: Account Number and Amount Fiscal Year Name 403-50-300-5420-00-00-000 $40,100.00 FY25 Administration-Professional Services Account 403-50-305-5476-00-00-000 $23,150.00 FY25 Trash-Temporary Services Account 403-50-300-5420-00-00-000 $161,000.00 FY26 Administration-Professional Services Account* *Subject to the City Council's approval of the FY26 budget. Recommendation: Staff recommends that the City Council approve Proposed Resolution No. 24277 to execute a contract with Heil of Texas for solid waste equipment repair. "Remember, ice are here to serve the Citizens of Port Arthur" h v90' lir PR No.24277 04/11/2025 FCR Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH HEIL OF TEXAS FOR SOLID WASTE EQUIPMENT REPAIR. FUNDING OF $225,000.00 IS AVAILABLE IN THE SOLID WASTE ADMINISTRATION'S PROFESSIONAL SERVICES ACCOUNT, 403-50-300-5420-00-00-000 ($40,100.00 FOR FY25 AND $161,000.00 FOR FY26, SUBJECT TO FY26 BUDGET APPROVAL) AND THE SOLID WASTE TRASH TEMPORARY SERVICES ACCOUNT, 403-50-305-5476-00- 00-000 ($23,150.00 FOR FY25). WHEREAS, the Solid Waste Division collects and disposes of residential, commercial, vegetative, and bulk waste throughout the City; and, WHEREAS, the Division's collection equipment operates continuously, resulting in increased wear and tear, reduced service life, higher maintenance requirements, an increased propensity for failure, and reduced efficiency; and, WHEREAS, these effects have created significant challenges in maintaining optimal fleet readiness and have led to extended repair turnaround times, ultimately impacting service reliability and operational costs; 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,pursuant to Resolution Number 02-341,the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the BuyBoard Cooperative Purchasing Program; and, WHEREAS, Heil of Texas provided a quote for a base service fee of$2,300.00 per day for a 10-hour day for one technician, an additional technician fee of $2,300.00 per day per PR No.24277 04/11/2025 FCR Page 2 of 3 technician for a 10-hour day, and a weekend option of$3,450.00 per technician per day for a 10- hour day through the BuyBoard Cooperative Contract Number 686-22. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: THAT, the facts and opinions in the preamble are true and correct; and, THAT, the City Manager is hereby authorized and directed to execute a contract, in substantially the same form as the attached Exhibit A, with Heil of Texas for solid waste equipment repair; and, THAT, the Solid Waste Administration's Professional Services Account, 403-50-300- 5420-00-00-000 ($40,100.00 for FY25 and $161,000.00 for FY26, subject to FY26 budget approval), and the Solid Waste Trash Temporary Services Account, 403-50-305-5476-00-00-000 ($23,150.00 for FY25), will be used to fund the repairs; 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 , 2025, 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 No.24277 04/11/2025 FCR Page 3 of 3 ATTEST: Sherri Bellard, TRMC City Secretary APPROVED AS TO F • Roxann Pais Controneo, Esq. City Attorney APPROVED FOR ADMINISTRATION: Ronald Burt , C M City M ger •24' 11% / lozelle Roberts, ' ,MEng, MBA, CPM Director Public or s APPROVED AS TO FUND AVAILABILITY: ' 14r)1 d(LL) it. bDC.-1,-U el Lynda(Lyn) Boswell, ICMA-CM, MA Director of Finance 1 jp : 4./ Clifton E. illiams,Jr., CP B Purchasing Manager PR No. 24277 EXHIBIT A (Contract) CONTRACT FOR SOLID WASTE EQUIPMENT REPAIR BY HEIL OF TEXAS THIS AGREEMENT,made this day of , 2025, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas,hereinafter called "OWNER" or "CITY" and Heil of Texas a(n) Texas corporation herein acting by and through Jeffrey Davis,President, hereinafter called "CONTRACTOR" WITNESSETH: That for and in consideration of the payment terms, conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be 528 days from start date on Notice to Proceed. The City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle with ten (10) days written notice. 2. The Contractor will perform work as stated in the Contract Documents. 3. See attached scope of services,Attachment A. 4. During the term of this Contract,the Contractor will furnish at his own expense all of the materials, supplies,tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of Contractor in the Specifications. 4 The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein for the sum of $225,000.00. 6. The term "Contract Documents" means and includes the following: a) Agreement b) n avertisement f Bid c) Addenda e) Speci ications f) Bid g}-i Bend h)-Notice-ef Award i) P.,y....ent Bond j) Notice to Proceed A- 1 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 8. IN WITNESS WHEREOF,the parties hereto have executed, or caused to be executed by their duly authorized officials,this Agreement in(2 copies)each of which shall be deemed an original on the date first above written. Signed on the day of 2025 ATTEST CITY OF PORT ARTHUR BY CITY SECRETARY Signed on the day of 2025 ATTEST HEIL OF TEXAS, CONTRACTOR BY CITY SECRETARY A- 2 3/31/25 Heil of Texas Buy Board Contract #686-22 Service Maintenance Contract City of Port Arthur Monthly Service Contract Agreement: • Base Service Fee: $2,300 per day for 10hr period including travel time for agreed-upon scope of work. • Additional Technician Fee: $2,300 per day for each additional technician added to the service team, if needed. • Weekend option:Technician(s)can be made available to work weekends at$3450 per day for 10hr period. • Notice of service: 3-day notice preferred to make tech(s) available and plan workload accordingly. • Parts: Parts needed for any repairs will be in addition to the service fee*. Service truck will be stocked for most common repairs. Stock suggestions may be made to customer to minimize downtime due to parts. *Parts may be billed separate from labor if needed. • Contract Duration: Monthly Terms & Conditions: -The service fees will be based on the number of days worked during the contract term. -Cancellations of field service should be made by 2:00 PM of the previous business day. -Once dispatched, technician(s) will be assigned to the customer for the 10hr period and billed as such. Heil of Texas Hell of 5900 Wheeler St. Houston Tx, 77023 Texas coService Manager-Jorge Perez Phone-(281) 785-8680 Email-Jorgeperez@heiloftexas.com