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HomeMy WebLinkAboutA. J&M INDUSTRIES - LANDFILL TARPS CITY OF PORT ARTHUR, TEXAS MAYOR and CITY COUNCIL COMMUNICATION DATE REFERENCE SUBJECT: Purchase Landfill Tarps from J &M PAGE NUMBER Industries, Inc. of Poncatoula, LA for the 1/31/12 403 -1274- Amount of $10,200 for Alternate Daily Cover 1 533.92 -00 RECOMMENDATION We recommend that the City Council approve the purchase of 4 landfill tarps from J &M Industries, Inc. of Ponchatoula, LA for a total price of $10,200. Funding is available in account number 403 - 1274 - 533.92 -00. BACKGROUND Landfills are required by State and Federal law to cover with 6" of soil or an approved Alternate Daily Cover (ADC) at the end of each workday. Currently the City Landfill uses landfill tarps for the ADC to minimize airspace loss. Landfill tarps are a highly specialized material offering fire protection, rodent control, erosion control, and windblown litter control and have a life expectancy of 6 months. The tarps purchased last July need replacement at this time. Only one manufacturer of landfill tarps is approved in the City Landfill's permit and they were added in 1994, so bids are not available. A permit amendment to add other manufacturers would be at a considerable expense to the City and would take an estimated 2 -3 years to complete. BUDGETARY /FISCAL EFFECT The total cost of the 4 landfill tarps is $10,200, with funding available in account 403 - 1274 - 533.92 -00. EMPLOYEE /STAFF EFFECT This purchase will enable the landfill staff to maintain TCEQ compliance, while minimizing wasted airspace. SUMMARY We recommend that the City Council approve the purchase of 4 landfill tarps from J &M Industries, Inc. of Ponchatoula, LA for a total price of $10,200. Funding is available in account number 403 - 1274 - 533.92 -00. /1"11M. Ohted&02L Ross E. Blackketter, P.E. Deborah Echols, CPA Director of Public Works Director of Finance eVitie4 Shawna Tubbs, CPPO Purchasing Manager PREPARED BY: MT DISPOSITION BY COUNCIL: PROCESSED BY: APPROVED BY CITY SECRETARY A PP MANAGER 1 1 APPROVE [ 1 OTHER (Describe) CITY DATE Ross Blackketter From: Michael Tentrup [mtentrup ©sbcglobal.net] Sent: Tuesday, January 31, 2012 11:16 AM To: Ross Blackketter Subject: Fw: Port Arthur Landfill Attachments: J & M W9 & company change letter.pdf Forwarded Message - - -- From: Marlon Yarborough <marlon(aairspacesaver.com> To: Michael Tentrup <mtentrupPsbcglobal.net> Sent: Tue, January 31, 2012 9:55:21 AM Subject: RE: Port Arthur Landfill Hi Mike, I have attached our parent company information. This will be the billing company from now on. The price for each tarp will be $2,495. Freight is estimated at $220. For a total of four 72' x 75' tarps with 3/8" chain sewn into the perimeter pockets delivered to your site, the cost would be $10,200. I am still gathering information on a sewing machine. I have a price for the machine itself, but I like to get pricing on extra parts just in case a hook or looper breaks, you will have one on hand. Would you like a price on a case to store the machine & spare parts in? Marlon From: Michael Tentrup [ mailto :mtentrupasbcglobal.net] Sent: Monday, January 30, 2012 1:37 PM To: Marlon Yarborough Subject: Re: Port Arthur Landfill Marlon, I think since we need to get council approval, I would like to go ahead and get 4 of these tarps. Would the total cost be $10,240? Also, I need to make sure that we have the correct information for your company so we don't run into problems with the invoice again. Is it still Sassco? Mike From: Marlon Yarborough <marlonaairspacesaver.com> To: Michael Tentrup <mtentrupasbcglobal.net> Sent: Mon, January 16, 2012 11:08:50 AM Subject: RE: Port Arthur Landfill Hi Mike, I'm sorry to hear about your tarps. I would like to see a few pictures to see if I can tell what's going on with the straps coming off. We should be able to diagnose the problem and rectify it. This would also let us know if they can be fixed in the field. The price for a 72' x 75' tarp with 3/8" chain around the edges would be $2,495 each. The total for two tarps including freight would be $5,120. Please call me on my cell phone with any questions. Thanks, Marlon Yarborough J & M Industries Office - 800 - 694 -5515 1 Cell- 225 - 268 -7234 From: Michael Tentrup [mailto:mtentruo sbcdlobal.net] Sent: Friday, January 13, 2012 11:10 AM To: marlon a( airspacesaver.com Subject: Port Arthur Landfill Marlon, I need to get a quote from you for some more tarps. Before we had ordered (2) 75'X150' tarps. I think this time we should get smaller tarps. The weight of the tarps seems to be too heavy and the straps are coming unsewn. Please send me a quote for (2) 75'X75' tarps with the chain sewn into the sides. The quote needs to be a "turn key" quote with freight included. After you get me the quote I will present it to City Council for approval. Please get this to me as soon as you can. I am also wondering if the straps can be resewn in the field so that we can repair what we have. Thanks, Mike Tentrup City of Port Arthur Landfill 2 November 2, 2011 Dear Valued Customer, As you know, J & M Industries, Inc. acquired Sassco Supply several years ago. Since the acquisition, both companies operated separately under their respective divisions. We are now consolidating Sassco's operations with J & M Industries, Inc. Effective January 1 2012, all invoices, statements and other corporate correspondence will show up as J & M Industries, Inc. All remittance for purchases should be sent to J & M Industries, Inc., 300 Ponchatoula Pkwy., Ponchatoula, La. 70454. It was a pleasure to have had you as a customer through Sassco Supply, and I look forward to continuing our business relationship with you through J & M Industries, Inc. Please let me now if you have any questions about this merger. Sincerely, Al Bourgeois Sales Manager Form W -9 Request for Taxpayer Give Form to the (Rev. January 2011) Identification Number and Certification requester. Do not Department of the Treasury send to the IRS. Internal Revenue Service Name (as shown on your income lax retum) J & M INDUSTRIES, INC. N Business name /disregarded entity name, if different from above co a Check appropriate box for federal tax 0 c classification (required): ❑ Individual/sole proprietor C Corporation ❑ S Corporation ❑ Partnership ❑ Trust/estate n o ' = Limited liability company. Enter the fax classification C =C corporation, S=S corporation, P= artnershi ► ❑ Exempt payee 0 ❑ Y ( P S rp P P) C W C .E p ❑ Other (see instructions) ■ E Address (number, street, and apt. or suite no.) Requester's name and address (optional) a 300 PONCHATOULA PARKWAY • City, state, and ZIP code a PONCHATOULA, LOUISIANA 70454 List account number(s) here (optional) • Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on the "Name" line 1 Social security number to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien. sole proprietor, or disregarded entity, see the Part 1 instructions on page 3. For other - - entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. Note. if the account is in more than one name, see the chart on page 4 for guidelines on whose 1 Employer identification number number to enter. - - 7 2- 0 7 3 0 7 4 8 Part II Certification - Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or 1 am waiting for a number to be issued to me), and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. I am a U.S. citizen or other U.S. person (defined below). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax retum. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of securedproperty, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than inter and diviflt;rtds, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 4. Sign Signature of ; .. j; Here u.s. person • Date • General Instructions /r Note. If a requester gives you a form other than Form W -9 to request your TIN, you must use the requester's form if it is substantially similar Section references are to the Internal Revenue Code unless otherwise to this Form W -9. noted. Definition of a U.S. person. For federal tax purposes, you are Purpose of Form considered a U.S. person if you are: A person who is required to file an information return with the IRS must • An individual who is a U.S. citizen or U.S. resident alien, obtain your correct taxpayer identification number (TIN) to report, for • A partnership, corporation, company, or association created or example, income paid to you, real estate transactions, mortgage interest organized in the United States or under the laws of the United States, you paid, acquisition or abandonment of secured property, cancellation • An estate (other than a foreign estate), or of debt, or contributions you made to an IRA. Use Form W -9 only if you are a U.S. person (including a resident • A domestic trust (as defined in Regulations section 301.7701 -7). alien), to provide your correct TIN to the person requesting it (the Special rules for partnerships. Partnerships that conduct a trade or requester) and, when applicable, to: business in the United States are generally required to pay a withholding 1. Certify that the TIN you are giving is correct (or you are waiting for a tax on any foreign partners' share of income from such business. Further, in certain cases where a Form W -9 has not been received, a number to be issued), partnership is required to presume that a partner is a foreign person, 2. Certify that you are not subject to backup withholding, or and pay the withholding tax. Therefore, if you are a U.S. person that is a 3. Claim exemption from backup withholding it you are a U.S. exempt partner in a partnership conducting a trade or business in the United payee. If applicable, you are also certifying that as a U.S. person, your States, provide Form W -9 to the partnership to establish your U.S. allocable share of any partnership income from a U.S. trade or business status and avoid withholding on your share of partnership income. is not subject to the withholding lax on foreign partners' share of effectively connected income. Cat No 10231X Form W-9 (Rev. 1 -2011)