The URL can be used to link to this page

Home My WebLink AboutPR 17343: PURCHASE OF MINI EXCAVATORS MEMORANDUM CITY OF PORT ARTHUR UTILITY OPERATIONS DEPARTMENT TO: John Comeaux, P.E., Acting City Manager FROM: Kelly Eldridge, Director of Utility Operations DATE: October 17, 2012 RE: Proposed Resolution No. 17343 COMMENTS RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 17343 authorizing the purchase of various Mini - Excavators from Waukesha- Pearce Industries Inc. (thru BuyBoard), of Port Arthur, Texas in the total amount of $136,120.62. BACKGROUND These excavators will replace various old rubber tired backhoes from 1995 through 1998, two in the Water Distribution and two in Wastewater Conveyance. This type of equipment is used every day to excavate for water and sewer system maintenance and construction activities. These are small excavators, some small enough to fit through a standard gate to get to inaccessible locations in fenced backyards or between buildings. Waukesha - Pearce Industries Inc. is the BuyBoard vendor for this equipment and is a Port Arthur business. The BuyBoard quotes (attached) are summarized below: Qty. Model Weight HP Width Unit Price 2 PC18 -MR -3 4,090 Ib. 15 HP 39" $29,699.94 1 PC27MR -3 /A 6,460 Ib. 25 HP 61" $36,414.54 1 PC35MR -3 /A 7,909 Ib. 29 HP 69" $40,306.20 BUDGET /FISCAL EFFECT Funds are available in the Equipment Replacement Fund account #625- 1801 - 532.93 -03 ($70,006.14), and #625- 1801 - 532.93 -05 ($66,114.48). STAFFING /EMPLOYEE EFFECT Purchase of these units will allow continuity of required O &M tasks. SUMMARY I recommend that the City Council approve Proposed Resolution No. 17343. P. R. No. 17343 10/17/12 RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF MINI EXCAVATORS FOR THE UTILITY OPERATIONS DEPARTMENT FROM WAUKESHA - PEARCE INDUSTRIES INC. (THRU BUYBOARD), OF PORT ARTHUR, TEXAS, IN THE TOTAL AMOUNT OF $136,120.62. FUNDS ARE AVAILABLE IN ACCOUNT NOS. 625 - 1801 - 532.93 -03 ($70,006.14) AND 625- 1801 - 532.93 -05 ($66,114.48). WHEREAS, the Utility Operations Department routinely uses various excavators in the maintenance of the Water Distribution and Wastewater Conveyance systems throughout the City; and, WHEREAS, the City staff has solicited quotes for mini- excavators, as delineated in our Purchasing Policy; and, WHEREAS, the quotes from Waukesha - Pearce Industries Inc. (thru BuyBoard), of Port Arthur, Texas provide the lowest and best bid meeting the specifications, (attached as Exhibit "A "), NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Council hereby awards the bid for various Mini- Excavators to Waukesha - Pearce Industries Inc. (thru BuyBoard), of Port Arthur, Texas, in the total amount of ONE HUNDRED THIRTY SIX THOUSAND ONE HUNDRED TWENTY AND 62/100 DOLLARS ($136,120.62); and, THAT, an authorized representative of Waukesha - Pearce Industries Inc. shall sign this resolution agreeing to the terms as delineated in Exhibit "A "; 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 , 2012 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: P. R. No. 17343 10/17/12 Page 2 of 3 AYES: Mayor Councilmembers: NOES: • Deloris Prince Mayor ATTEST: APPROVED AS 0 FORM: Okl Sherri Bellard Valecia Tizeno City Secretary City Attorney APPROVED: FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: API% et//b/tA2,/, Floyd T. Johnson Deborah Echols City Manager Director of Finance Account No. 625- 1801 - 532.93 -03 & 05 Ross Blac etter, P.E. Director of Public Works Kelly Eldri gt (4.4 Shawna Tubbs Director of Utilities Purchasing Manager AGREED TO: Waukesha - Pearce Industries Inc. EXHIBIT "A" NY Board ° Texas Association of School Boards ameMlnr • • cospwathe Parana lag BUYBOARD Quotation Worksheet Quote Date August 27, 2012 I I Quote Request No. 1 Verbal Contract No. 345 -10 Quotation To Vendor ID I 837 Buying Agency City of Port Arthur I Waukesha - Pearce Industries Inc. Contact Kelly Eldridge 1 Construction Machinery Division Phone (409) 983 -8225 Contact Ryan Pybum Fax I Phone (409) 721 -5305 Email I Fax Email burn w i.com a pv p Pricing Based On Maunufacturer's Price List Dated: 06/01/12 Contract Discount 26.0% Factor 74.0% A. Base Unit: Brand Model No. Description List Price Net Price KOMATSU I PC18MR -3 ICategorey 21 Mini Excavator $ 36,026.00 I $ 26,659.24 Includes AII.Standard equipment & attachments as listed in attached brochures and delivery to your facility. B. Factory options and attachments INSTALLED Sales Code Description List Price I Net Price 5 9" Boom Assembly w/ Aux Hyd Piping $ 1,247.00 j $ 922.78 3' 2" Arm Assembly w Aux Hyd Piping $ 1,141.00 $ 844.34 Work Ligght Boom $ 217.00 $ 160.58 12" Rubber Tracks $ - $ - $ - $ - KOMTRAX GPS Full Service Monitoring wI 60 mt FREE access $ - $ - Sub Total $ 1,927.70 C. Non - Factory options and attachments INSTALLED Sales Code Description Net Price 18" HD Digging Bucket w/ Bolt On Teeth 1 $ 663.00 $ - $ - $ $ - $ - Sub Total $ 663.00 D. Other applicable charges. Allowances, Trade -Ins, Special Discounts, etc. Description Net Price Inbound Freight $ 450.00 $ - $ - $ - Sub Total $ 450.00 TOTAL PURCHASE PRICE: $ 29,699.94 Delivery:I Determined at Time of Order I Transmit copy of quotation with purchase order issued to WPI to: Texas Association of School Boards, BuyBoard, PO Box 400, Austin, TX 78764 -0400 email: buyboard @tasb.org Board. Texas Association of School Boards • • Ceopearthr ., BUYBOARD Quotation Worksheet Quote Date August 27, 2012 I ( Quote Request No. 1 Verbal Contract No. I 345 -10 Quotation To Vendor ID 837 Buying Agency City of Port Arthur I Waukesha - Pearce Industries Inc. Contact Kelly Eldridge I Construction Machinery Division Phone (409) 983 -8225 I Contact Ryan Pybum Fax Phone (409) 721 -5305 Email I Fax Email burn wpi.com Pricing Based On Maunufacturer's Price List Dated: 06/01/12 Contract Discount 2 .0% Factor 74.0% A. Base Unit: Brand Model No. I Description 1 List Price I Net Price 1 KOMATSU PC27MR -3 /A Categorey 21 Mini Excavator $ 42,772.00 $ 31,651.28 Includes Ali Standard equipment & attachments as listed in attached brochures and delivery to your facility. B. Factory options and attachments INSTALLED Sales Code Description List Price Net Price 7' 2" Boom Assembly w/ Aux Hyd Piping $ 1,749.00 $ 1,294.26 4' 6" Arm Assembly w Aux Hyd Piping $ 1,933.00 $ 1,430.42 Work Light Boom $ 217.00 $ 160.58 16" Rubber Tracks $ - $ - $ - $ - KOMTRAX GPS Full Service Monitoring w/ 60 mt FREE access $ - $ - Sub Total I $ 2,885.26 C. Non - Factory options and attachments INSTALLED Sales Code Description Net Price 18" HD Digging Bucket w/ Bolt On Teeth 1 $ 1,128.00 $ $ $ $ - $ - Sub Total $ 1,128.00 ■ D. Other applicable charges. Allowances, Trade -Ins, Special Discounts, etc. Description Net Price Inbound Freight $ 750.00 $ - $ - $ - Sub Total $ 750.00 TOTAL PURCHASE PRICE: $ 36,414.54 Delivery:I Determined at Time of Order I Transmit copy of quotation with purchase order issued to WPI to: Texas Association of School Boards, BuyBoard, PO Box 400, Austin, TX 78764 -0400 email: buyboard @tasb.org r 1 biwBoard' Texas Association of School Boards sessuresir • • ceop r rneMirca sas BUYBOARD Quotation Worksheet AD Quote Date August 27, 2012 I I Quote Request No. I Verbal Contract No. 345 -10 Quotation To Vendor ID I 837 Buying Agency City of Port Arthur 1 Waukesha - Pearce Industries Inc. Contact Kelly Eldridge 1 Construction Machinery Division Phone (409) 983 -8225 Contact Ryan Pybum Fax I Phone (409) 721-5305 Email I Fax Email • burn • w•i.com Pricing Based On Maunufacturer's Price List Dated: 06/01/12 Contract Discount 30.0% Factor 70.0% A. Base Unit: Brand Model No. Description I List Price Net Price KOMATSU I PC35MR -31A ICategorey 21 Mini Excavator $ 50,704.00' $ 35,492.80 Includes All Standard equipment & attachments as listed in attached brochures and delivery to your facility. B. Factory options and attachments INSTALLED Sales Code Description List Price Net Price 8' 4" Boom Assembly w/ Aux Hyd Piping $ 2,694.00 $ 1,885.80 5' 8" Arm Assembly w Aux Hyd Piping $ 1,141.00 $ 798.70 Work Light Boom $ 217.00 $ 151.90 12" Rubber Tracks $ - $ - $ - $ - KOMTRAX GPS Full Service Monitoring w/ 60 mt FREE access $ - $ - Sub Total $ 2,836.40 C. Non - Factory options and attachments INSTALLED Sales Code Description Net Price 18" HD Digging Bucket w/ Bolt On Teeth i $ 1,127.00 $ - $ - $ - $ - $ - Sub Total $ 1,127.00 D. Other applicable charges. Allowances, Trade -Ins, Special Discounts, etc. Description Net Price Inbound Freight $ 850.00 $ - $ - $ - Sub Total $ 850.00 TOTAL PURCHASE PRICE: $ 40,306.20 Delivery:I Determined at Time of Order I Transmit copy of quotation with purchase order issued to WPI to: Texas Association of School Boards, BuyBoard, PO Box 400, Austin, TX 78764 -0400 email: buyboard @tasb.org