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Home My WebLink AboutA.ENGINE FOR CITY EQUIP. #1229 CITY OF PORT ARTHUR, TEXAS MAYOR AND CITY COUNCIL COMMUNICATIONS Reference No. .Date: 03/04/05 Subject: Recommendation to approve payment to Smart's Truck and Trailer For a replacement engine for Solid Waste Trash Tow Truck #1229 Page 1 OF2 RECOMMENDATIONS: We recommend that the City Council approve the payment of$11,952.75 to Smart's Truck and Trailer of Beaumont, Texas for a replacement engine for Solid Waste Tow Truck #1229. The repair cost will be expensed to the Fiscal Year 2005 Public Works Department-Solid Waste Collection Maintenance Account Number: 403-1272-533-43.00. BACKGROUND: Equipment #1229, is a 1996 G.M.C. Top Kick Tow Truck used by the Public Works-Solid Waste Division in daily trash collection operations. This equipment cost $71,711.00 when purchased new fi.om Smart's Truck and Trailer and was delivered on June 15, 1996. A replacement mw track, similarly equipped, would cost approximately $115,000.00 to purchase today. The equipment has incurred $201,103.18 (truck and fixed grapple loader expenses) in life-m-date maintenance expenses and has operated approximately 122,077 miles since the unit was purchased new in 1996. This equipment was not scheduled for replacement is fiscal year 2005. An equipment operator initially noticed a reduction of power. A service technician from Equipment Services confirmed the loss of power and discovered metal shavings in oil. The engine failure appears to have been caused by engine fatigue due to age of unit and extreme wear on engine attributed to grapple operations. Quotes for a remanufactured Caterpillar 3116 engine were received fi.om the following tour t~) vendors: Smart's Truck and Trailer, of Beaumont, Texas ........................................................... $11,952.75 Mustang Equipment, of Beaumont, Texas .................................................................... $13,02g.24 A & J Engine Service, of Ch'oyes, Texas .............................. ; ...................................... $13,210.00 Gillespie's Engine Service, of Groves, Texas ............................................................... $13,425.00 All estimates included delivery charges. All vendors warranties were one (l) year or 100,000 miles. No other repair parts and outside labor charges associated with the remanufacmred engine installation was necessary to replace worn components that were not readily apparent during the initial inspection. The Public Works and Equipment Services staffs have reviewed this engTM failure and concurred that the replacement engine estimate proposed by Smart's Truck and Trailer of Beaumont, Texas was the most cost effective for the City. A memorandum dated February 11, 2005 (copy attached) was sent to the City Manager for concurrence regarding the need for emergency repairs. The final cost for these repairs was $71.17 less than the original estimat~ of $12,023.92. The decrease is due to lower fi.eight charges on delivery of the remanufacmred engine. 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 Departmant-Solid Waste Collections Equipment Maintenance Account Number: 403-1272-533-43.00, 3vhjch has a budgeted amount of $500,000 and approximately $328,404 being unencumbered ..... Prepared by:TK/kl Disposition by Council: Processed by City Secretary Approved by: //_.,~ ( )Approve ( )Other(Describe) Date: CITY OF PORT ARTHUR, TEXAS MAYOR AND CITY COUNCIL COMMUNICATIONS Date: Reference No. Subject: , Recommendation to approve payment to Smart s Track and Trailer 03/04/05 For a replacement engine for Solid Waste Trash Tow Truck #1229 Page 20F2 STAFF/EMPLOYEE EFFECT: No anticipated effect on staffmg is expected with this action. SUMMARY: We recommend that the City Council approve the payment of $ l 1,952.75 to Smart's Track and Trailer of Beaumont, Texas for a replacement engine for Solid Waste Trash Tow Track #1229. This repair cost will be expensed to the Fiscal Year 2005 Public Works Department-Solid Waste Collectians Equipment Maintenance Account Number: 403-1272-533- 43.00, which has a budgeted amount of $500,000 and approximately $328,404 being unencumbered. Tom Kestranek Transit/Equipment Services Manager Rebecca Underhill, CPA Director of Finance John~. Comeaux, P.E. Director of Public Works Purchasing Coordinator Prepared by:TIUkl Disposition by Council: Processed by City Secretary Approved by: ( ) Approve ( ) Other (Describe) Date: City of Port Arthur, Texas Memorandum Subject: Emergency Engine Replacement for Trash Tow Truck #1229 We request authority to start emergency repairs (parts/labor) to replace the engine ia Solid Waste Trash Tow Truck Date: To: From: w/Orapple # 1229. This truck is a 1996 GMC Top Kick Trash Tow Truck used by Public Works-Solid Waste Division in daily trash route operations. This equipment cost $71,711.00 when purchased new from Smart's Truck & Trailer and was delivered on June 15, 1996. A replacement Tow Tru~k, similarly equipped, would cost approximately $115,000.00 to purchase today. The equipment has incurred $201,103.18 (truck and fixed grapple loader expenses) in life-to-date maintenance expenses and operated approximately 122,077 miles since purchased new in 1996. This equipment is not scheduled for replacement is fiscal year 2005. An equipment operator initially noticed a reduction of power. A service technician from Equipment Services confmned the loss of power and discovered metal shavings in oil. The engine failure appeals to have been caused by engine fatigue due to age of unit and extreme wear on engine attributed to grapple operatmns. Quotes for a remanufactured Caterpillar 3116 engine was received from the following four (4) vendors: 's Truck and Trailer of Beaumont, Texas .......................................................... Smart ...... ~ u · Mustang Equipment of Beaumont Texas ....................................................... &JEn iue Service of Groves Texas .................................................................. Gillespie's Engine Service of Groves. Texas ................................. All estimates include delivery charges. All vendors warranty is one (1) year or 100,000 miles. Additionally, other repair parts and outside labor charges associated with the remanufactured engine installation may be necessary to replace worn components that were not readily apparem during the initial inspection. The Public Works and Equipment Services staffhave reviewed this engine failure and concurred thal the replacement engine and labor estimate proposed by Smart' s Truck and Trailer of Beaumont, Texas is the most cos~ effective for the City. We have requested Smart's Truck and Trailer of Beanmont, Texas re order the remanufactared engine assembly immediately. Your concurrence with this course of action is respectfully requested. Upon completion of repairs, a Council Communication ',viii be prepared to document the repairs and to anfl~orize approval for payment of expenses for this emergency power component assembly replacement. C: Rebecca Underhill, CPA, Finance Director Approved: Stephen B. F~tzg~bbons City Manager Date