April 19, 2022
Public Works
DATE: April 19, 2022
TO: Mayor Butt and Members of the City Council
FROM:
Joe Leach, PE, Director of Public Works
Dee Karnes, Fleet Maintenance Superintendent
Subject:
Approve Final Payment to Municipal Maintenance
Equipment for Repairs
FINANCIAL IMPACT: The funds are available in the Public Works Fleet Maintenance Fiscal Year 2021-2022 budget –
01235031-400501
PREVIOUS COUNCIL
ACTION:
January 21, 2020
STATEMENT OF THE
ISSUE:
Municipal Maintenance Equipment performed repairs to a
patch truck. Additional repairs were completed beyond
the initial scope.
RECOMMENDED ACTION:
APPROVE final payment to Municipal Maintenance
Equipment for repairs to a patch truck, in an amount not to exceed $12,562.48 – Public Works (Joe Leach 620-
5478).
AGENDA
REPORT
April 19, 2022
DISCUSSION:
On January 21, 2020, City Council approved a contract with Municipal Maintenance Equipment to repair a patch truck in the amount of $12,000. Two subsequent repairs were completed on the same piece of equipment for an additional $12,562.48 over the approved contract amount. The repairs were authorized by City staff that were unfamiliar with the contracting process, therefore exceeding the term and amount of the contract.
Municipal Maintenance Equipment is the sole source provider for repairs on Spaulding Mfg., Inc. equipment. A Sole Source Justification is attached.
Fleet Maintenance staff is preparing to contract with Municipal Maintenance Equipment for a term of two years to avoid this occurring again.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Approved Sole Source
Attachment 3 – Invoices