Title
Consider and take action on a resolution authorizing the purchase of a Caterpillar Model 308 07A Mini Excavator from Mustang CAT through the FEMA Public Assistance Grant DR-4332 for Hurricane Harvey in an amount not to exceed $158,238.00 (Director of Public Works)
Background:
Approval of this resolution will authorize the purchase of a Caterpillar Model 308 07A Mini Excavator from Mustang CAT through the FEMA Public Assistance Grant DR-4332 for Hurricane Harvey in an amount not to exceed $158,238.00.
On April 5, 2022, the City issued Bid No. 22-019 Mini Excavator for this item. Two (2) responses were received on April 28, 2022 from: Mustang CAT ($158,237.75) and Bobcat of Houston ($118,631.99). Bobcat of Houston did not meet specification on two key features: variable angle boom and low-ground pressure tracks (wide-tracks). Further details are included in Attachment 5. These two key features are critical for access to remote/confined work areas.
In 2017 the Federal Emergency Management Agency (FEMA) made available Public Assistance funding for jurisdictions that reside in a presidentially declared disaster area. As Galveston and Harris counties have both received such a declaration, the City of League City is eligible for up to 90% of disaster related costs to be reimbursed in the form of a Public Assistance Grant. Eligible expenses include emergency protective measures, debris removal and monitoring, and permanent work for facilities and equipment damaged or lost as a direct result of the storm. The grant is designed to allow applicants to return their infrastructure to pre-storm conditions. When returning to pre-storm conditions is not possible, the grant also allows proposed recipients to submit alternate projects within the Grant’s approved criteria, subject to FEMA approval.
The City’s initial application (PW 06692/project number 9876) was written in the amount of $321,925.15, which included hazard mitigation costs of $14,828.38, for repairs to the Dallas Salmon Wastewater Treatment Plant and the Plant’s Administration Building. Further details are included in Attachment 3. The alternate project was requested because the event-related damage left the building in such a state it could not be restored to its pre-disaster condition and was therefore demolished. The alternate project selected for submission included a request for a specialized mini excavator for the City’s Stormwater Operations. The primary purpose of this mini excavator is provided enhanced mobility and access to confined/remote areas of the City’s earthen drainage system that are not conducive to the utilization of standard sized equipment.
The alternate project submitted by the City, proposed to use the approved funds for the repairs to Administration Building, referenced as Site 2 (DI 10957) of this project, to purchase a mini excavator, in lieu of expending funds on the extensively damaged building facility, that is proposed to be replaced.
On October 25, 2021, the City received a letter from the Texas Department of Emergency Management (TDEM) notifying the City of FEMA’s approval of the alternate project request in the amount of $115,286.26. The terms of the matching fund requirements, requires the City to contribute 10 percent of the approved funds ($11,528.63). The remaining cost ($42,951.49) of the $158,237.75 purchase price of the mini excavator will be City funded. Explanation of funding distribution is as follows:
Grant Award - $115,286.26
City’s Matching Contribution (10%) $11,528.63
FEMA Grant Contribution (90%) $103,757.63
Mini Excavator Cost - $158,237.75
FEMA Grant Contribution (90%) $103,757.63
Total City Contribution $54,480.12
Total City Contribution - $54,480.12
City Matching Contribution (10%) $11,528.63
City Budget Funding $42,951.49
Staff recommends approval of the proposed purchase of the mini excavator with Mustang CAT in an amount not to exceed $158,238, to enhance Public Works’ ability to serve and maintain remote areas of the City’s earthen drainage system.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. FEMA Approval Letter 10.15.21
4. TDEM Approval Letter 10.25.21
5. Support Justification Memorandum
6. Approved Grant Application Data Sheet 10.24.17
7. Manufacturer’s Quotes and Bid Tabulation
8. Vendor Report Card
FUNDING
{X} While there is ample cash in the fund, if approved this will require a budget amendment of $158,238.00 to the Hurricane Harvey Streets Equipment account #80103305-55730 which will be offset by revenue that posts to account #8010-48700 FEMA reimbursement.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #1 - Develop and Maintain our Infrastructure