TITLE
Consider a memorandum/resolution authorizing the award of Bid No. 19-09 to Four Seasons Equipment, LLC for purchase of a replacement crane for use at the Transfer Station.
SUMMARY
DATE: January 22, 2019
TO: Ronald L. Olson, City Manager
FROM: David A. Olson, Executive Director of Public Works
SUBJECT: Award Bid No. 19-09 for the purchase of a replacement crane for use at the Transfer Station from Four Seasons Equipment, LLC.
BACKGROUND AND FINDINGS:
The Transfer Station uses two stationary grapple cranes; one is an Apprentice180-EHC, purchased in 2007 and the other is the Builtrite Model 2100, purchased in 2015. In 2012, the Apprentice crane and parts were discontinued. Many repairs have been made to the Apprentice crane by utilizing parts from an older model that was previously replaced. However, there are no longer any salvageable parts available and the crane is a vital piece of equipment for Transfer Station operations. Due to the age of the crane and lack of repair parts, a replacement crane is needed as soon as possible.
Use of the crane in the Transfer Station is necessary to fill each trailer that leaves the Transfer Station to the maximum weight. The crane is used to compact the municipal solid waste and distribute it evenly throughout the trailer. Without the use of the crane, the delays, backups, and/or transportation costs could increase significantly.
THE ALTERNATIVES CONSIDERED:
1. Do nothing, which would cause excessive amounts of waste on the transfer station floor. This will also limit the ability to load trucks for transportation to the landfill efficiently, resulting in higher transportation costs.
2. Authorize purchase of Builtrite Model 2100 crane from Four Seasons Equipment, LLC.
Which alternative is recommended? Why?
Alternative two is recommended in order to meet the department’s mission of processing all municipal solid waste collected in the City to be transferred to the Temple Landfill for disposal.
CONFORMITY TO CITY POLICY:
Bid documents were made available through the City of Killeen Purchasing Division. Advertisements were made in the Killeen Daily Herald on December 9 and 16, 2018, and on the City’s website. At the close of the bidding process, on December 20, 2018 at 11:00 a.m., one bid was received for this project. The bid was opened and read aloud. Four Seasons Equipment, LLC submitted a bid for $249,675 for a Builtrite Model 2100 Stationary Electric Material Handling Crane with Remote Power Units and Dual Remote Operator’s Stations. After receiving the bid, Four Seasons Equipment, LLC sent a revised quote for $243,675.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Funds are allocated in the FY 2018/2019 Solid Waste CIP annual budget in the amount of $246,000 for the purchase of crane replacement at the Transfer Station.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
Yes
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line item for this expenditure?
Yes, $246,000 is available in Machinery & Equipment, account #388-3475-439.61.35.
RECOMMENDATION
City staff recommends that the City Council authorize the City Manager or his designee to execute a contract for the procurement of a replacement crane from Four Seasons Equipment, LLC and the City Manager or designee is further authorized to execute any change orders in compliance with state law and city policy.
DEPARTMENTAL CLEARANCES:
Public Works
Purchasing
Finance
City Attorney
ATTACHED SUPPORTING DOCUMENTS:
Quote
Certificate of Interested Parties