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Home My WebLink AboutPR 18875: EMERGENCY EXPENDITURE FOR TRACK REPAIRS TO EQUIPMENT NO. 1896 D6N CATERPILLAR DOZER FOR PUBLIC WORKS LANDFILL P. R. 18875 2/18/15 aw PUBLIC WORKS DEPARTMENT COUNCIL ACTION MEMO TO: Brian McDougal, City Manager FROM: Susan Polka, P. E., Director of Public Works DATE: February 27, 2015 SUBJECT: P.R. 18875 —Emergency Track Repairs for Unit#1896 COMMENTS RECOMMENDATION: It is recommended that the City Council approve Proposed Resolution No. 18875 authorizing emergency expenditures for track repairs to Equipment No. 1896 in the amount of$31,136.17 by Louisiana Cat of Lake Charles, Louisiana. BACKGROUND: The Landfill Division has only one D6N bulldozer that is used for the clay covering at the landfill on a daily basis and is critical to the proper functioning and operations of the City's Landfill. At the time of the emergency expenditure, the D7R was overheating and did not have the power to push clay. The D7E works in the garbage and has to be cleaned before applying the clay cover, which takes approximately 3 hours. Normally the landfill staff would use a compactor while the D6N is out of service, but one of the two compactors was severely damaged in a recent fire. The right tract fell off of the D6N during the week of October 20th and needed emergency repairs. Emergency expenditure request for the repairs to the track of Equipment No. 1896 was approved in advance by the Interim City Manager, who authorized funding and deemed an emergency expenditure in the amount of$31,203.20 based on an estimate submitted from Louisiana Cat of Lake Charles, Louisiana. Pursuant to Section 252.0229(a)(1) this expenditure is authorized because of a public calamity that requires the immediate appropriation of money to relieve the necessity of the municipality's residents or to preserve the property of the municipality. Further, pursuant to Section 252.022(a)(2), a procurement necessary to preserve or protect the public health or safety of the municipality's residents. BUDGETARY/FISCAL EFFECT: Funds are available in the Public Works Landfill Division account no. 403-1274-533.43-003. EMPLOYEE/STAFF EFFECT: None. SUMMARY: It is recommended that the City Council approve Proposed Resolution No. 18875 authorizing the emergency expenditure for the track repairs to Equipment No. 1896. /aw P. R. 18875 2/18/15 aw RESOLUTION NO. A RESOLUTION AUTHORIZING THE EMERGENCY EXPENDITURE FOR TRACK REPAIRS TO EQUIPMENT NO. 1896 D6N CATERPILLAR DOZER FOR THE PUBLIC WORKS LANDFILL DIVISION FROM LOUISIANA CAT OF LAKE CHARLES, LOUISIANA, IN THE NOT-TO- EXCEED AMOUNT OF $31,136.17. PUBLIC WORKS LANDFILL ACCOUNT NO. 403-1274-533.43-00. WHEREAS, Equipment No. 1896 is a 2011 model D6N bulldozer; and, WHEREAS, this unit is critical to the proper functioning and operations of the City's Landfill; and, WHEREAS, pursuant to Section 252.022(a)(1) this expenditure is authorized because of a public calamity that requires the immediate appropriation of money to relieve the necessity of the municipality's residents or to preserve the property of the municipality; and, WHEREAS, it is further authorized pursuant to Section 252.022(a)(2) a procurement necessary to preserve or protect the public health or safety of the municipality's residents; and, WHEREAS, Louisiana CAT of Lake Charles, Louisiana, was able to provide the necessary repairs with only a one-week advance notice and presented a lower final invoice in the amount of$31,136.17; and, WHEREAS, an emergency expenditure request for the repairs to the track of Equipment No. 1896 was approved in advance by the Interim City Manager (see Exhibit "A"), who authorized funding and deemed an emergency expenditure in the amount of$31,203.20 based on an estimate submitted from Louisiana Cat of Lake Charles, Louisiana; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: P. R. 18875 2/18/15 aw THAT, the facts and opinions in the preamble are true and correct; and, THAT, the City Manager of the City of Port Arthur hereby authorizes the emergency expenditure for the track repairs on Equipment No. 1896 and authorizes payment for such services, as delineated in Exhibit "B" attached hereto, to Louisiana CAT of Lake Charles, Louisiana, in an amount not to exceed $31,136.17; and, THAT, funding is available in the Public Works Landfill Division Account No. 403- 1274-533.43-00; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes and the City Council. READ, ADOPTED,AND APPROVED this the day of , A.D. 2015 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Deloris Prince Mayor ATTEST: Sherri Bellard City Secretary P. R. 18875 2/18/15 aw APPROVED AS TO FORM: /14:( ----Th kr,t) Val Tizeno City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: Brian McDougal Deborah Echols, CPA City Manager Director of Finance - Ssan P Polka,a, P.E. Shawna Tubbs, CPPD Director of Public Works Purchasing Manager P. R. 18875 2/18/15 aw Exhibit "A" MEMORANDUM CITY OF PORT ARTHUR PUBLIC WORKS - ADMINISTRATION DIVISION TO: John A. Comeaux, P. E., City Manager FROM: Sue Polka, P. E., Director of Public Works? DATE: October 30, 2014 SUBJECT: Emergency Repairs to the Landfill's D6N Bulldozer COMMENTS The Landfill Division has only one D6N bulldozer that is used for the clay covering at the landfill on a daily basis. Currently the D7R is overheating and does not have the power to push clay. The D7E works in the garbage and has to be cleaned before applying the clay cover which takes approximately 3 hours. Normally the landfill staff would use a compactor while the D6N is out of service, but one of the two compactors was severely damaged in a recent fire. The right track fell off of the D6N during the week of October 20th and is currently not in a usable state. We have received quotes from Mustang Cat of Winnie, Texas and Louisiana Cat of Lake Charles, Louisiana. Louisiana Cat provided the low quote of$31,203.20 in addition to needing only a one-week advance notice versus the two weeks noted by Mustang Cat. Staff is recommending that Louisiana Cat provide the repairs to the D6N. Please sign below approving the emergency repairs to the Landfill's D6N Bulldozer. APPROVED: -C--0�^ s t)` 42e John A. Comeaux, P.E. City Manager cc: Shawna Tubbs, Purchasing Manager /sp "Remember, we are here to serve the citizens of Port Arthur" Louisiana Ca Port Arthur Machine: D6N Attn:Mike Tentrup Serial#: GHS781 Date: October 27, 2014 Customer: 121080 Repair: Remove and Install Links,Idlers,Track Rollers,Sprocket Segments,Reseal Track Adjusters LINE DESCRIPTION LABOR PARTS MISC TOTAL 1 Remove and Install Tracks $346.80 $346.80 2 Remove and Install Links $867.00 $15,063.58 $15,930.58 3 Remove and Install Idlers $693.70 $4,991.76 $5,685.46 4 Remove and Install Track Rollers $1,387.20 $6,576.64 $7,963.84 5 Remove and Install Sprocket Segments $86.70 $957.70 $1,044.40 6 Reseal Track Adjusters $1,040.40 $1,281.72 $2,322.12 7 Environmental and Supplies $700.00 $700.00 8 Louisiana Cat Discount -$2,790.00 -$2,790.00 TOTAL $4,421.80 $28,871.40 -$2,090.00 $31,203.20 Notes: Please schedule this with Louisiana Cat Lake Charles a minimum of one Total Before Taxes $31,203.20 week in advance to insure parts arrival and tech availability for minimized downtime. This quote is based on in-stock or stock-ordered parts from our servicing Distribution Center. It does not include emergency order service charges or freight. This quote is for Caterpillar product and contains special discounts from Caterpillar for product sold within Louisiana Cat territory. This quote is good for 30 days from the quote date. Financing options may be available,please contact your PSSR. Alex Stark-PSSR-Lake Charles Cell:337-274-2706 Email:alex.stark@louisianacat.corn • MUSTANG CAT ESTIMATE 7990 Eastex Freeway Beaumont, D( 77708 CUSTOMER: ESTIMATE#: JD102214.3 CUSTOMER NUMBER: 0588741 City of Port Arthur ESTIMATE DATE: 10/22/2014 WORK ORDER NUMBER: YOUR PO NUMBER: PRODUCT SUPPORT REP: J.D. CONTACT: MACHINE MODEL. D6N Mike Tentrup SERIAL NUMBER: GHS00781 409-749-4908 HOUR METER: 4400 mtentrup(c7sbcglobal.net EQUIPMENT #: ON YARD DATE: EXPECTED COMPLETION DATE: 6-8 Work Days ITEM DESCRIPTION PARTS LABOR AMOUNT 1 Wash Landfill Machine for shop work $744.00 $744.00 2 R&I Tracks for rail replacement $44.00 $1,120.00 $1,164.00 3 Wash Tracks for Bench work, $496.00 $496.00 4 R&I Shoes, Move shoes to new rails w/new hardware $14,707.00 $1,240.00 $15,947.00 5 R&I Idlers replace with new $3,162.00 $516.00 $3,678.00 6 R&I Top Rollers $381.00 $360.00 $741.00 7 R&I Bottom Rollers w/new hardware $5,596.00 $2,109.00 $7,705.00 8 R&I Sprockets w/new hardware $947.00 $620.00 $1,567,00 9 Re-Seal Cannons both sides $487.00 $685.00 $1,172.00 10 VIP Labor Rebate for this job being over$10,000.00 -$2,000.00 -$2,000.00 Note: R&I='s Remove&Install Please schedule this with Mustang at least two weeks prior to machine coming so we can order parts&schedule this work. ESTIMATE IS SUBJECT TO DISASSEMBLY AND INSPECTION Not Included is any Applicable Taxes, Environmental,Freight, or Service Supply Charges l Questions concerning this estimate? TOTAL I $31,214.00 Call: J.D.Jeff Dutton (409)892-8412 (409)658-1773 cell phone Approved by: PO#: PLEASE FAX SIGNED APPROVAL BACK TO MY ATTENTION AT:(409)892-6190 THANK YOU FOR YOUR BUSINESS!