Title
Consider a memorandum/resolution authorizing a contract amendment for the purchase of a Transfer Station crane from Waste Systems Equipment, Inc., in the amount of $5,316.
Body
DATE: July 2, 2024
TO: Kent Cagle, City Manager
FROM: Jeffery Reynolds, Executive Director of Public Works
SUBJECT: Authorize Contract Amendment No. 1 with Waste Systems Equipment, Inc.
BACKGROUND AND FINDINGS:
The Transfer Station relies on two stationary grapple cranes which play a vital role in the Transfer Station's operations by ensuring that each departing trailer is loaded to its maximum capacity. They play a crucial role in compaction of municipal solid waste; ensuring uniform distribution within the trailers, which assists with clearing the tipping floor of all waste as required by Texas Commission of Environmental Quality (TCEQ).
On January 25, 2024, the Purchasing Department received three (3) bids, from two (2) companies, in response to Bid No. 24-23 for the Transfer Station Crane.
|
Bid Vendors |
Bid Amount |
|
Waste Systems Equipment, Inc. |
$310,556 |
|
National Equipment Dealers (2100) |
$388,929 |
|
National Equipment Dealers (2150) |
$436,135 |
On March 26, 2024, the City Council approved the purchase of a Robotec Optimax Stationary Crane for use at the City’s Transfer Station (RS-24-059) in an amount not to exceed $310,556.
After the selected contractor, Waste Systems Equipment, Inc., visited the site, City Staff learned that it would need to install an additional soft-start system in connection with the crane. The purpose of the soft-start system is to protect the electrical system at the Transfer System and prevent tripped circuit breakers every time the crane is used. The cost for the soft-start system is $5,316.
The City of Killeen Transfer Station must remain in compliance with TCEQ rules and regulations to maintain the City of Killeen MSW Transfer Station Registration No. MSW 40209.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
Bid documents were made available through the City of Killeen Purchasing Department. Advertisements were made in the Killeen Daily Herald on January 7 and 14, 2024, and on the City’s website. At the close of the bidding process, on January 25, 2024, at 2:00 p.m., three (3) bids were received for this project; the bids were opened and read aloud via Zoom.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
Funds are allocated in the FY 2024 Solid Waste CIP budget in the amount of $315,872 for procurement of the transfer station crane and amendment #1 to include the needed soft start system.
Is this a one-time or recurring revenue/expenditure?
One-time
Is this revenue/expenditure budgeted?
Yes, funds are available in the Solid Waste CIP Fund in account 388-8834-493.61-35.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
That the City Council authorize the City Manager, or designee, to execute Amendment No. 1 to include the soft start system with the purchase of the transfer station crane in the amount of $5,316 to Waste Systems Equipment, Inc.; for a total agreement amount of $315,872.
DEPARTMENTAL CLEARANCES:
Public Works
Purchasing
Finance
City Attorney
ATTACHED SUPPORTING DOCUMENTS:
Amendment
Certificate of Interested Parties
Presentation