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Home My WebLink AboutResolution - 2008-R0277 - Purchase Order Contract For Emergency Repair - Associated Supply Company, Inc. - 08/12/2008Resolution No. 2008-RO277 August 12, 2008 Item No. 5.22 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council of the City of Lubbock hereby authorizes and ratifies the emergency repair of a Bomag Landfill Compactor to protect the health, safety and welfare of the citizens of the City of Lubbock and hereby directs the Mayor of the City of Lubbock to execute a Purchase Order Contract by and between the City of Lubbock and Associated Supply Company, Inc., of Lubbock, Texas, for said emergency repair, which Contract and any associated documents, are attached hereto and made a part of this Resolution for all intents and purposes. Passed by the City Council this 12th day of August '2008. TOM MARTIN, MAYOR ATTEST: Retie cr Garza, City Secretanr APPROVk) AS TO CONTENT: Mar Yea od Assistant City Manager/Chief Information Officer APPROVED AS"T9 FORM: Vandiver, Assistant City DDres/AssocSuppEmergRep08 Poco n Res July 28, 2008 T0: P U R C H A S E 0 R D E R ASSOCIATED SUPPLY COMPANY INC PO BOX 3888 LUBBOCK TX 79452 CITY OF LUBBOCK ACCOUNTSPAYABLE P.O. BOX 2000 LUBBOCK, TX 79457 SHIP T0: BY: Exhibit A Page - 1 Date - 7/28/08 Order No. - 333412 000 OP Brn/Plt - 3511 CITY OF LUBBOCK AUTO PARTS WAREHOUSE 204 MUNICIPAL DRIVE LUBBOCK TX 79404 --------------------------------------------------------------------------- Ordered - 07/23/08 Freight - FOB Destination Frt Prepaid Requested - 07/23/08 Taken By - MARTA ALVAREZ Delivery - Bomag - Landfill Compactor Emergency Repair ---------------------------------------....................................... Description / Supplier Ite Bomag BC772RB Right Rear Gear Unit Repair Labor Mileage Freight Shop Supplies & Environment Fees Rental Unit Ordered UM Unit Cost UM Extension Req. Dt ........... 1.000 -- EA ----------- 32,300.0000 -- ------------ EA 32,300.00 -------- 07/23/08 1.000 EA 7,250.0000 EA 7,250.00 07/23/08 1.000 EA 240.0000 EA 240.00 07/23/08 1.000 EA 700.0000 EA 700.00 07/23/08 1.000 EA 1,610.0000 EA 1,610.00 07/23/08 1.000 EA 930.8500 EA 930.85 07/23/08 THIS PURCHASE ORDER RATIFIES THE EMERGENCY PURCHASE TO REPAIR A BOMAG LANDFILL COMPACTOR. RESOLUTION # 2008-80277 CITY OF LUBBOCK ATTEST: "000e.A� 0 Q�e�� -1�1 Tom Martin, Mayor Rebe a Garza, City Secretary Total Order ------------------------------------------------------------------------------------- Terms NET DUE ON RECEIPT 43,030.85 Page 1 of 2 REQUEST FOR EXEMPTION FROM LOCAL GOVT CODE 252 (For Expenditures Over $3,000) Name of Managing Director Submitting Request. TON �Rerbro.,oi Division : Solid'Wastel Department SQIdd,Wastt bsix:" Provide a detailed description of item(s) or service(s) exempt from the Texas Local Government Code per §252.022 and an explanation why the items(s) or service(s) are necessary. Explain what the items are, how the items will be used, who will use the items, when and where the items will be used. Tots �ioj ct WVW Ves tie reprof tfid i igIt rear'gear unto on one o r the latrtc fi ort[ag caiifi ctor§ ;Thjsi machine is cnttcal,to laridfilt -,opera( tot� as.wetlas ie aired :TC>a 3' " q , y t as outltndd in the, Site Qperatlrig gtsrt for the 222 LISW facitt} 2. Statutory exemption for (Circle one or more if applicable): (1) a procurement made 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; (In case of emergency, a contract may be awarded without competitive sealed bidding or competitive negotiation; however, such procurement shall be made with such competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. Attach Emergency Purchase Explanation Form PUR-075 to this request.) (2) a procurement necessary to preserve or protect the public health or safety of the municipality's residents; (Attach Emergency Purchase Explanation Form PUR-075 to this request.) (3) a procurement necessary because of unforeseen damage to public machinery, equipment, or other property; (4) a procurement for personal or professional services; (S) a procurement for work that is performed and paid for by the day as work progresses; (6) a purchase of land or a right-of-way; (7) a procurement of items that are available from only one source, including; (Attach Sole Source Justification Form PUR-070. Upon a determination in writing that there is only one source practicably available for that which is to be procured, a contract may be negotiated and awarded to that source without competitive sealed bidding or competitive negotiation. Please allow up to 45 days to process Sole Source Justification.) (A) Items that are available from only one source because of patents, copyrights, secret processes, or natural monopolies; (B) Films, manuscripts, or books; (C) Electricity, gas, water, and other utility services; (D) Captive replacement parts or components for equipment; (E) Books, papers, and other library materials for a public library that are available only from the persons holding exclusive distribution rights to the materials; (F) Management services provided by a nonprofit organization to a municipal museum, park, zoo, or other facility to which the organization has provided significant financial or other benefits; (8) a purchase of rare books, papers, and other library materials for a public library; (9) paving drainage, street widening, and other public improvements, or related matters, if at least one-third of the cost is to be paid by or through special assessments levied on property that will benefit from the improvements; (10) a public improvement project, authorized by the voters of the municipality, for which there is a deficiency offunds for completing the project in accordance with the plans andpurposes poses authorized by the voters; (11) a payment under a contract by which a developer participates in the construction of a public improvement as provided by Subchapter C Chapter 212; (12) personal property sold,- (4) old:(d) at an auction by a state licensed auctioneer; (B) at a going out of business sale held in compliance with Subchapter F, Chapter 17, Business R Commerce Code; PUR-010 (Rev 6/02) Page 2 of 2 (C) by a political subdivision of this state, a state agency of this state, or an entity of the federal government; or (D) under an interlocal contract for cooperative purchasing administered by a regional planning commission established under Chapter 391; (13) services performed by blind or severely disabled persons; (14) goods purchased by a municipality for subsequent retail sale by the municipality; or (15) electricity. I . Factual justification for request (Give a brief summary why this request falls within one or more of the exceptions circled in paragraph 2 above.): This setvtc� iieeded as sons pnssbi dor theoI%w±in rasgn l,';Thts e�ttptnent i� ons o�"thre� thaE pr�`c��ss`�rasli �>~ tt%� lan,�fll daily, 2,Thts equtprrleiti is ti�andatedy state'law a§ ped our Site 4erating tStnt REQUISTION : REQISITION AMOUNT: Approval must be obtained from the Fleet Services Manager when the purchase includes rolling stock (e.g., autos, trucks, off- road equipment, farm equipment, traiJe, ut' tty/service bodies, etc.). / / i`Signatwrd'ofFleet Services Manager Date I Approval must be obtained from the Manager of Information Technology when the purchase includes any computer systems, computer hardware, computer software, or computer peripherals. Signature of Manager of Information Technology Date RE OM ND ND SUBMITTED BY: Sign 7.1re of Managing Director Date EXEi TI N AP ROVED AND AUTHORIZED BY: y Signatu of P -sing Manag Date PUR-010 (Rev 2/05) CITY OF LUBBOCK Emergency Purchase Explanation Justification for Emergency Acquisition This form must be completed for emergency acquisition of goods and' services, such that the public health, welfare, or safety will be vitally affected and the City's usual acquisition procedures cannot be followed without causing financial or operational damage to the City. If more space is needed, please attach additional page(s). An emergency exists when there is an actual or potential disruption related to an essential service or other circumstances when supplies or services are needed for immediate use in work that may vitally affect the public health, welfare, or safety. Emergency purchase order/contract number assigned: on (date): Purchase order/contract number assigned by: (name & title) Material Or Services Purchased (general description): Repair of Bomag compactor wheel assembly Nature And Cause Of Emerizencv Affecting Safety, Health Or Welfare Of The Public. State the reason for the emergency acquisition by explaining what the emergency is and/or what caused the emergency situation. Be concise but describe the emergency completely: This equipment experienced a major mechanical failure in the right rear wheel planetary causing extensive damage to the wheel assembly Public Health, Welfare, or Safety and FinanciaUVperation Damage to Uity. "tate ine puotuc neaten, welfare, or safety that may be vitally affected and the financial or operational damage that will occur if needs are not satisfied immediately (do not merely state that a loss or damage will occur): Landfill is out of compliance with this machine down. Reason for Failure to Anticipate Need. State the reason(s) why the needs for the acquisition were not or could not be anticipated, so that the items could have been acquired through the City's usual procedures:\ Mechanical device Vendor name: Associated Supply Company Note: If repair work by contract using FEMA funds, 1) document that contract IS NOT with contractor listed on the List of Parties Excluded from Federal Procurement or Non -Procurement Programs, published monthly by the U.S. General Services Administration; 2) CANNOT enter into a contract that is contingent upon receiving FEMA funds; and 3) keep in mind FEMA does not fund "Cost Plus" (percentage of cost) contracts. TOTAL ACTUAI, COST OF EMERGENCY PURCHASE: $42,100.00 ACCOUNT NUMBER: 5515-8203 PREPARED BY: (NAME): JOHN COBB DEPARTMENT/DIVISION: Solid Waste Disposal DATE PREPARED: 7/21/08 ATTACH INVOICE AND ANY OTHER SUPPORTING DOCUMENTATION AND FORWARD TO PURCHASING DEPARTMENT FOR REVIEW AND APPROVAL. PUR-075 (Rev 12/04) APPROVED BY PURCHASING: DATE: 1-10-48 PLTR-075 (Rev 12/04) 111M M ppla 849LAGG14 �� Ao■rlIhM - slim- 0- eir 21MpA70R WWWAr sm "WT eaeoa iu PALM*M • het/ UMM ! » � 70MUMMOCK MAS 7.160 ComUNM FAX NOMM r PATE n rim wm.i�s nw wolf A MAML awe & MAW ,$Jell) fll llSAfBJ11S FAX. 0005.7W I't TO City of Lubbolck Landfill Attn: Marta i--QUarATJON— The AMourima suhmiteed for yo cooadauticra subject to tide terms set forth bebw: iDatie July 23, 2008 We would like to thank t e City of Lubbock for allowing us to quote the following repairs on their Bomag BC7?2RI3 1015 03311173,V05006. This unit lost the right re r gear unit. We Inspected, removed & disassembled the unit 7/12108. The complete unit will h ve to be replaced. We checked into rebuilding it but the parts cost difference Is minimal & :mag stats that no one has successfully rebuilt a gear unit yet So, the following quote is for inspection time, removal, disassembly, parts, freight, mileage, reassembly, set up time shop supplies/environmental fee & a rental lift to handle the gear unit. Parts: $32,300.00 Labor: $7,260.00 Mileage: $240.00 Freight: $700.00 shop Supplies/Enviromental Fee: $9,610.00 Rental Unit: $930.85 Please note that the ado • quote is subject to change In the event that further repairs are needed to repair the unit. We wi 1 however call & inform the customer of any further repairs if they are needed. PLUS ALL APKJCABLLE T 7M M3 Due upon r ceipt of Invoice ,A, cuee>asdoa � MP ott� pss Beat of the� pau+eiase pries wig bearrested wad s iier�eby atreed to by toloaser as A eaaeelibi urdeea- QuaW FOB ... _...._ .bion expave 10 days unkse odwrwise noted. AO used equipment quoted subject to prim sats and is n4 guaranteed. All prices, terra, and deliver dame are subject to appoval by the mana$eiaaaot o company. i Accepted ' Q M Approved, Supply Co. Sy