HomeMy WebLinkAboutPR 25087: AUTHORIZING THE CITY MANAGER TO INCREASE THE AUTHORIZED PURCHASE ORDER AMOUNT WITH SUNBELT RENTALS FOR THE RENTAL OF MINI EXCAVATORS ort rthu �
INTEROFFICE MEMORANDUM
Date: August 3, 2026
To: The Honorable Mayor and City Council
Through: Ronald Burton, CPM, City Manager
From: Calvin Matthews, P.E., Water Utilities Director
RE: PR No. 25087 —Increase the Purchase Order Amount for Mini Excavators Rental
Introduction:
The intent of this Agenda Item is for the City Council's approval to amend the existing purchase
order with Sunbelt Rentals by increasing the purchasing amount beyond the $25,000.00, from
the current amount of$21,987.96 to the projected total amount of$40,051.62.
Background:
The Water Utilities Department routinely utilizes mini excavators to perform essential water and
sewer system installation,maintenance, repair, and emergency response activities. These pieces
of equipment are necessary to support the Department's ability to respond promptly to service
issues and maintain the City's water and wastewater infrastructure.
Several City-owned excavators are currently undergoing servicing and repairs. To avoid
disruptions to ongoing operations and to ensure the Department maintains sufficient equipment
to address routine and emergency work, the Department obtained rental mini-excavators from
Sunbelt Rentals.
The existing purchase order with Sunbelt Rentals is authorized for $21,987.96. Based upon the
anticipated equipment repair schedule and the Department's continued operational needs through
the remainder of Fiscal Year 2025-2026, additional rental services are necessary.
Budget Impact:
The projected budgetary impact is $18,063.66, increasing the current total purchase order
amount of$21,987.96 to $40,051.62 through the remainder of FY26 with funding in Account
410-40-215-5401-00-00-000, Rent/Lease.
Recommendation:
It is recommended that the City Council approve PR No. 25087, authorizing the City Council's
approval to amend the Purchase Order with Sunbelt Rentals in a projected budgetary impact of
$18,063.66, as discussed/outlined above.
"Remember,we are here to serve the Citizens of Port Arthur"
PR No. 25087
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Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
INCREASE THE AUTHORIZED PURCHASE ORDER
AMOUNT WITH SUNBELT RENTALS FOR THE RENTAL OF
MINI EXCAVATORS FROM $21,987.96 TO A PROJECTED
TOTAL AMOUNT OF $40,051.62, RESULTING IN AN
INCREASE OF $18,063.66 FOR THE REMAINDER OF FISCAL
YEAR 2025-2026; PROVIDING FOR FUNDING FROM
ACCOUNT NO. 410-40-215-5401-00-00-000,RENT/LEASE
WHEREAS, the City of Port Arthur's Water Utilities Department routinely utilizes mini
excavators in connection with the installation, maintenance, repair, and emergency response
activities associated with the City's water and sewer systems; and
WHEREAS,the City-owned excavating equipment is currently undergoing servicing and
repairs, necessitating the temporary rental of mini excavators to maintain operational continuity
and prevent interruptions to essential water and sewer services; and
WHEREAS, the Water Utilities Department determined that continued rental of mini
excavators through the remainder of Fiscal Year 2025-2026 is necessary to meet the Department's
operational needs and accommodate the anticipated equipment repair schedule; and
WHEREAS, the City currently has an authorized purchase order with Sunbelt Rentals in
the amount of$21,987.96 for the rental of mini excavators; and
WHEREAS, based upon the Department's anticipated equipment needs through the
remainder of Fiscal Year 2025-2026,the existing purchase order must be increased by$18,063.66,
resulting in a projected total purchase order amount of$40,051.62; and
WHEREAS, funding for the requested increase is available in Account No. 410-40-215-
5401-00-00-000, Rent/Lease; and
WHEREAS, the City Council finds that authorizing the requested increase is necessary
and in the best interest of the City to ensure the continued and uninterrupted operation,
maintenance, and emergency repair of the City's water and sewer infrastructure.
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 to increase the authorized purchase order
amount with Sunbelt Rentals for the rental of mini excavators from the current amount of
$21,987.96 to a projected total amount of$40,051.62, representing an increase of$18,063.66, for
the remainder of Fiscal Year 2025-2026; and
PR No. 25087
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THAT, the budgetary impact for the increased authorization is $18,063.66 for the
remainder of FY26 with funding from Account 410-40-215-5401-00-00-000, Rent/Lease; and
THAT, a copy of the caption of this Resolution shall be spread upon the Minutes of the
Meeting of the City Council.
READ, ADOPTED, AND APPROVED this day of , 2026
at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote:
AYES: Mayor
Councilmembers:
NOES:
Charlotte M. Moses
Mayor
ATTEST:
Christe Whitley Ned
City Secretary
PR No. 25087
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Page 3 of 3
APPROVED AS TO FORM:
Roxann Pais Cotroneo
City Attorney
APPROVE OR ADMINIS TION:
Ronald B , M
City ager
Suhail Kanwar, P.E.
Director of Public Services
/ ///
Calvin atthews, P.E. --
Water Utilities Director
APPROVED AS TO THE AVAILABILITY
OF FUND :
y (Lyn Boswel , CGFO
Finance Director
Clifton E. Williams Jr. CPPB
Purchasing Manager