Title
Consider a memorandum/resolution authorizing a Letter of Agreement for the Transfer Station Tipping Floor Fire Repair with American Restore, Inc. in an amount not to exceed $80,412.
Summary
DATE: May 2, 2023
TO: Kent Cagle, City Manager
FROM: Jeffery Reynolds, Executive Director of Public Works
SUBJECT: Transfer Station Tipping Floor Fire Repair - American Restore, Inc.
BACKGROUND AND FINDINGS:
The City of Killeen Transfer Station opened March 2007. On average, the City of Killeen Transfer Station processes approximately 500 to 550 tons of waste each day; much of which contains glass and metal pieces that gouge the floor, along with chemicals and liquids that degrade the floor. Many of these chemicals and liquids are acidic and caustic that chemically attack and break down the concrete. Therefore, there is a top surface applied to the tipping floor to protect the concrete against these chemicals.
On January 21, 2020, Council approved CCM/R 20-005R for the award of Bid No. 20-04 Transfer Station Tipping Floor Resurfacing to American Restore, Inc. American Restore has over 30 years of experience in waterproofing and repair industry. American Restore, Inc. uses a specialized, ultra-high strength resurfacing repair material called EucoFloor 404 from Euclid Chemical Company and is a specialized, Euclid trained installer for this product. This material is a high impact and high abrasion resistant specifically designed to take the wear and chemical attack of high-volume transfer stations. American Restore, Inc. and The Euclid Chemical Company supplies a five (5) year joint warranty on the product, as well as the workmanship. EucoFloor 404 continues to prove its durable reputation due to its exceptional physical properties, resistance to harsh chemicals, and ease of maintenance.
On January 15, 2023, the Transfer Station suffered damage resulting from a fire that ignited within the structure. Additionally, the heat generated by the fire caused the tipping floor to expand and contract, which created separation from the foundation. Having separation between the top surface and the concrete could allow chemicals to set between the layers, potentially causing future issues such as mold growth, deterioration of the foundation, and/or creating more separation throughout the tipping floor. American Restore, Inc. provided a quote for repairs to the tipping floor that will reduce the chances for further damage.
Single source documentation has been routed for approval as a single source provider to perform the repairs. American Restore, Inc. would be the best selection for the city in order to maintain standardization of the top surface and ensure the existing floor warranty remains in effect.
The City of Killeen Transfer Station has to stay in compliance with Texas Commission on Environmental Quality (TCEQ) rules and regulations to maintain the City of Killeen MSW Transfer Station Registration No. MSW 40209.
THE ALTERNATIVES CONSIDERED:
1. Do not authorize a letter of agreement with American Restore, Inc., potentially creating higher future costs.
2. Authorize a letter of agreement with American Restore, Inc. in an amount not to exceed $80,412.
Which alternative is recommended? Why?
Alternative two (2) is recommended to authorize a Letter of Agreement for the Transfer Station Tipping Floor Fire Repair with American Restore, Inc. to maintain standardization and not void the warranty by using a different product.
CONFORMITY TO CITY POLICY:
Sole/Single Source procurements are exceptions to normal purchasing procedures and are permitted only when the required item/service is available from a single supplier. This is required per State Law and City of Killeen’s Purchasing Policy.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The expenditure in FY 2023 is in an amount not to exceed $80,412.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
Yes, funds are available in the Solid Waste Fund Non-Departmental account 540-9501-491.44-85.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
City Council authorize the City Manager, or his designee, to execute a letter of agreement with American Restore, Inc. for the Transfer Station Tipping Floor Fire Repair in an amount not to exceed $80,412.
DEPARTMENTAL CLEARANCES:
Public Works
Purchasing
Finance
City Attorney
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Certificate of Interested Parties
Single Source
Notice of Award
Fire Report