DATE: June 29, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator for Finance and Administration
Becky Caldwell, Sanitation and Environmental Services Director
Brad Wilson, Facilities & Project Manager
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of emergency purchase of replacement of concrete pads for solid waste transfer station pedestal transfer boom systems in the total amount of $58,531.45 for the Sanitation and Environmental Services Department
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Purpose
The purpose of this memorandum is to report the emergency purchase of replacement of the concrete pads for the two pedestal transfer boom systems located at the City’s solid waste transfer station.
Background
The City’s solid waste transfer station, as designed, constructed and opened in June of 2004, anticipated the installation of two (2) pad-mounted pedestal transfer boom systems to be used to load and pack municipal solid waste from the transfer station floor to solid waste transfer trailers. The supply, delivery and installation of this equipment was completed in November of 2015. In April, 2016, City staff noticed signs of stress on the concrete pads upon which the new equipment had been installed. These pads were original as they had been included in the original construction of the transfer station. As use of the new equipment had to be discontinued immediately, and as the efficient operation of the transfer station depends on continuing use of the new equipment, a plan for replacing the concrete pads was developed.
The following table reports the component services required to achieve the desired result:
|
Summary description of services rendered |
Service provider |
Amount |
City of Franklin Purchase Order No. |
|
Install temporary support structures for two Allied pedestal crane cabs |
BMC Metalworks, LLC |
$2,694.80 |
2427 |
|
Removal of two Allied pedestal cranes |
Scott Equipment Company, LLC |
$4,592.18 |
2429 |
|
Install framework for two replacement pads |
BMC Metalworks, LLC |
$9,336.32 |
n/a |
|
Remove and replace two concrete pads |
M.A.Y. Construction Co., Inc. |
$22,604.64 |
2430 |
|
Reinstallation of two Allied pedestal cranes |
Scott Equipment Company, LLC |
$17,096.35 |
2436 |
|
Remove temporary support structures for two Allied pedestal crane cabs; reattach original legs to towers and anchor to new concrete pads |
BMC Metalworks, LLC |
$2,207.16 |
n/a |
|
Total: |
|
$58,531.45 |
|
Regarding emergency purchases, Section K of the City’s Purchasing Procedures provides as follows:
When in the judgment of the City Administrator, the Department Head or the Purchasing Manager there exists an emergency impinging on public health, safety or welfare and a purchase valued at or greater than $10,000 is necessary, then the competitive purchasing provisions contained in this Purchasing Policy may be waived; provided, however, that if the emergency purchase is valued at or greater than $25,000 it shall be reported to the Board of Mayor and Aldermen at its next scheduled meeting.
Financial Impact
This purchase, which has been allocated to the Sanitation and Environmental Services Disposal Division of the Solid Waste Fund, was not specifically budgeted. However, staff anticipates that currently budgeted Solid Waste Fund Sanitation and Environmental Services Disposal Division funding for FY2016 is sufficient to cover this necessary expenditure.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of the emergency purchase of replacement of the replacement of the concrete pads for the two pedestal transfer boom systems located at the City’s solid waste transfer station in the total amount of $58,531.45. Purchasing Manager Brian Wilcox is of the opinion that the staff recommendation appears to be made in a fair and impartial manner based upon the information available, and that the emergency purchase appears to be justified.