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Home My WebLink AboutA.EMERGENCY REPAIRS/EQUIP #1336 CITY OF PORT ARTHUR, TEXAS MAYOR AND CITY COUNCIL COMMUNICATIONS Date: Reference No. Subject: Page I Recommendation to approve payment to Mustang Tractor & 01/24/05 Equipment of Beanmont, Texas 1 OF 2 RECOMMENDATIONS: We recommend that the City Council approve the payment of $16,294.52 to Mustang Tractor & Equipment of Beaumont, Texas for the overhaul/repairs to Landfill dozer #1336. The repair costs will be expensed to the Fiscal Year 2005 Public Works-Solid Waste Landf'ill Equipment Maintenance Account Number: 403-1274-533-43.00. BACKGROUND: Equipment #1336 is a 1999 Caterpillar D-6R Dozer used by Solid Waste-Landfill in daily operations. This equipment cost $177,775.00 when purchased new and was delivered on May 6, 1999. A replacement dozer similarly equipped would cost approximately $200,000.00 to purchase today. This equipment has operated daily at the Landfill and has accumulated approximately 8,813 hours, and has incurred $173,948.36 in life-to-date maintenance expenses. This equipment is not scheduled for replacement in Fiscal Year 2005. In early November 2004, Mustang Tractor & Equipment, Inc. was called to provide assistance in determining the probable cause for transmission to fail to pull forward or reverse. Preliminary diagnostics indicated that the transmission operating pressures were outside the normal operating range. Consequently, the dozer was picked up and transported to Mustang Tractor and Equipment, Inc. for further inspection. Upon removal and an intemai inspection of the transmission, it was determined that failure to the transmission was caused by water contamination of the transmission fluid. This cross contamination resulted in the lack of proper lubrication and cooling of the transmission disk plates, also causing failure of the transmission oil cooler and oil pump. It was determined that the water contamination entered the transmission through the magnetic screen housing, due to the corrosion of the external transmission oil cooler assembly from prolonged water/waste hnild-up inside the belly pans of the dozer. The water and/or waste that was being ret~fmed inside of the belly pans of the dozer was subsequently vacuumed into the transmission oil. Based upon the tests and inspection of the transmission the technicians from Mustang Tractor and Equipment, Inc. concluded that the transmission would required rebuilding. Since no Caterpillar factory remanufactured transmission was immediately available for this unk quotes to rebuild the unit's existing transmission were obtained fi.om the following vendors: · Mustang Tractor & Equipment, Inc. of Beaumont, Texas ............... ~ ...................... $15,070.00 · Scott Construction Equipment Co. of Lake Charles, Louisiana ............................... $15,500.00 · Bill Baker & Co. Inc. &Houston, Texas ......................................................... $19,642.85 Mustang Tractor and Equipment, Inc. indicated that the repairs could be completed within I 1 to 14 working days fi.om the time authorization was given. The transmission rebuild quoted by Mustang Tractor and Equipment, Inc. provides for a one (1) year parts and labor warranty. Other repair parts and labor cost associated with the transmission rebuild were necessary to replace worn components that were not readily apparent during the initial inspection and disassembly of the transmission. The Public Works and Equipment Services staffs has reviewed this transmission failure and concurred that the estimate by Mustang Tractor and Equipment, Inc. was the most cost effective for the City. A memorandum dated December 7, 2004 (copy attached) was sent to the City Manager for concurrence regarding the need for emergency repairs. The final cost for these repairs was $1,224.52 more than the original estimate of $15,070.00. The increase is due to the following: Prepared by:TK/kl Disposition by Council: Processed by City Secretary Approved by: _ .4..~r/f~'' ( )Approve ( ) Other (Describe) Date: CITY OF PORT ARTHUR, TEXAS MAYOR AND CITY COUNCIL COMMUNICATIONS Date: Reference No. 01/24/05 Subject: ] Page Recommendation to approve payment to Mustang Tractor & Equipment of Beaumunt, Texas 2 OF 2 repair/flush one (1) final drive ($183.00); repair throttle accelerator linkage ($233.66); replace transmission priority valve ($535.54); replace batteries and cable assembly ($250.15); and additional miscellaneous shop/garage supplies ($22.18). These items (parts/labor) were not included within their original estimate. BUDGET/FISCAL EFFECT: Funds for vehicle maintenance were approved by City Council in 2005 Fiscal Budget for various departments and divisions as Object Code 43.00, Vehicle Maintenance. This repair cost will be expensed to the Fiscal Year 2005 Public Works Department-Solid Waste Landfill Equipment Maintenance Account Number: 403-1274-533-43.00, which has a budgeted $175,000 and approximately $129,990 being unencumbered. STAFF/EMPLOYEE EFFECT: No anticipated effect on staffing is expected with this action. SUMMARY: We recommend that the City Council approve the payment of $16,294.52 to Mustang Tractor & Equipment of Beaumont, Texas for the repairs/overhaul for a transmission in Landfill dozer #1336. Funds for vehicle maintenance were approved by City Council in the 2005 Fiscal Budget for various departments and divisions as Object Code 43.00, Vehicle Maintenance. This repair cost will be expensed to the Fiscal Year 2005 Public Works Deparanent-Solid Waste Landfill Equipment Maintenance Account Number: 403-1274-533-43.00, which has a budgeted amount of $175,000 and approximately $129,990 being unencumbered. Transit/Equipment Services Manager Rebecca Underhill, CPA Director of Finance JohfiA. Comeaux, P.E. Director of Public Works Joseph"B~6uss~d Purchasing Coordinator Prepared by:TK/kl Disposition by Council: Processed by City Secretary Approved by: ( ) Approve ( ) Other (Describe) Date: Date: December 7, 2004 To: Stephen B. Fitzgibbons, City Manager rom: Works Tom Kes~ek, Tr~it~uipment Se~ices Subject:Emergency Trans~ssinn Repaks to Dozer City of Port Arthur, Texas Memorandum We request authority to start emergency repairs to overhaul the transmission in Equipment #1336, a 1999 Caterpillar D-6R Dozer used by Public Works-Solid Waste Division in daily landfill operations. This equipment cost $177,775.00 when purchased new.from Mustang Tractor and Equipment., !nc. and was delivered on May 6, 1999. A replacement dozer, similarly equipped, would cost approximately $200,000.00 to purchase today. This equipment has operated approximately 8,813 hours and has incurred. $I73,948.36 in life-to-date maintenance expenses. This equipment is not scheduled for replacement in Fiscal Year 2005. In early November 2004, Mustang Tractor and Equipment, Inc. was called to provide assistance in determining the probable cause for transmission to fail to pull forward or reverse. Preliminary diagnostics indicated that the transmission operating pressures were outside the normal operating range. Consequently, the dozer was picked up and transported to Mustang Tractor and Equipment, Inc. for further inspection. Upon removal and an internal inspection of the transmission, it was determined that failure of the transmission was caused by water contamination of the transrnission fluid. This cross contamination resulted in the lack of proper lubrication and cooling of the disk plates, also causing failure of the transmission oil cooler and oil pump. It was determined that the water contamination entered the transmission through the magnetic screen housing, due to the corrosion of the external transmission oil Cooler assembly from prolonged water/waste build-up inside the belly pans of the dozer. The water and /or waste that was being retained inside of the belly pans of the dozer was subsequently vacuumed into the transmission oil. Based upon the tests and inspection of the transnfission the technicians from Mustang Tractor and Equipment, Inc. concluded that the transmission would require rebuilding. Since no Caterpillar factory remanufactured transmission was immediately available for this unit quotes to rebuild the unit's existing transrrdssion were obtained from the following vendors: Mustang Tractor & Equipment, Inc. of Beaumont, Texas ......................... $15,070.00 Scott Construction Equipment, Inc. of Lake Charles, Louisiana ............... :..$15,500.00 Bill Baker & Co. inc. of Houston, Texas ................. ........................... $19,642.85 Mustang Tractor and Equipment, Inc. indicated that the repairs could be completed within 11 to 14 working days from the time authorization is given. The transmission rebuild quoted by Mustang Tractor and Equipment, Inc provides for a one (i) year parts and labor warranty. Other repair parts and labor associated with the transmission rebuild may be necessary to replace worn components that were not readily apparent during the initiat inspection and disassembly of the transmission. The Public Works and Equipment Services staffs have reviewed this transmission failure and concurred that the estimate by Mustang Tractor and Equipment, Inc. to rebuild the uint's existing transmission should be selected as the most cost-effective for the City. Your concurrence with this course of action is respectfully requested. Upon completion of repairs, a Council Conununication will be prepared to document the repairs and authorize approval for payment of expenses for the emergency repairs. C: Rebecca Underhill, CPA, Finance Director Approved: Stephen 1~ Fitzgibbons City Manager - Date / '/