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HomeMy WebLinkAboutItem 2f - Extension to Fuel Management Extraordinary RepairsExtension to the Professional Services Agreement for Fuel Management and Extraordinary Repairs September 15, 2015 Page 1 of 2 DATE: September 15, 2015 TO: HonorableMayor and City Council FROM: Tom Tait, Public Works Services Director Dave McVey, General Services Superintendent SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH SUNWEST ENGINEERING CONSTRUCTORS, INC. FOR THE CITY'S FLEET FUEL MANAGEMENT AND EXTRAORDINARY REPAIR SERVICES IN AN AMOUNT OF $21,506.85 Recommendation: Approve SUMMARY In order to comply with the mandates set by local, state, and federal agencies for owning and operating fuel storage and dispensing facilities, the Public Works Services Department solicited services from state-certified companies to perform monthly inspections, permitting, and as-needed extraordinary repairs to the City’s underground and above ground fuel tanks and equipment. On September 16, 2014, the City Council approved a Professional Services Agreement (“Agreement”) with Sunwest Engineering Constructors, Inc. for the City’s fleet fuel management and extraordinary repair services. The contractor is reaching the end of the Agreement term and has agreed to hold their prices for an additional year. All remaining terms and conditions of the original agreement would remain in effect. Based on the excellent level of service provided by the contractor, it is recommended that the City Council authorize and direct the City Manager to execute a one year extension to the Professional Services Agreement with SunWest Engineering Constructors, Inc. for the City’s fleet fuel management and extraordinary repair services in the amount of $21,506.85. BACKGROUND The Public Works Services Department is responsible for the purchase of bulk fuels (unleaded and diesel) that are delivered and stored at its seven underground and aboveground fuel tank sites, which hold a total of 38,000 gallons of fuel. These fuel tank sites are located at Fire Stations 105, 106, and 107; the Police Department; and the Public Works Services Department. As fuel is both stored and dispensed at these sites, the City must comply with regulations mandated by Los Angeles County Extension to the Professional Services Agreement for Fuel Management and Extraordinary Repairs September 15, 2015 Page 2 of 2 Environmental Division, the South Coast Air Quality Management District, and federal environmental regulations. These mandates were established to ensure effective operation of the fuel tanks, and to protect the public and the environment from the potential release of vapor and other contaminants in the air, soil, and groundwater during the transfer and dispensing of gasoline at fuel dispensing facilities. To comply, the City must conduct monthly testing and annual permitting, inspections, and certifications to all its underground and aboveground storage tanks and equipment, including extraordinary service repairs. Extraordinary service repairs could include equipment servicing of fuel dispensers and fuel pumps; pumping water out of a fuel tank; piping repairs from tank to tank; and line pressure testing and painting. Additionally, these services must be performed by a state-certified and licensed contractor. SunWest Engineering Constructors, Inc. has been providing repair, maintenance, and inspection services to fueling system owners for almost 20 years. They have extensive experience with fueling system components, system design, installation, maintenance and operation, and regulatory compliance and reporting. They have successfully served clients in the industrial sector, commercial industry, and local government. Some of their current clients include Verizon Services Organization, Southern California Edison, and Los Angeles County Department of Public Works. FISCAL IMPACT Sufficient funds are appropriated in the Fiscal Year 2015-16 Operating Budget from each Department’s budget for fuel management and extraordinary repair services. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a one year contract extension with SunWest Engineering Constructors, Inc. for the City’s fleet fuel management and extraordinary repair services in the amount of $21,506.85. Attachment: Proposed Amendment No. 1 AMENDMENT NO. 1 TO THE AGREEMENT FOR THE FUEL MANAGEMENT & EXTRAORDINARY REPAIR SERVICES BY AND BETWEEN THE CITY OF ARCADIA AND ENGINEERING CONSTRUCTORS, INC. This Amendment No. 1 No. 1this ______ day of ______________, 2015 by and between the City of Arcadia, a municipal corporation of the State of California, and SunWest Engineering Constructors, Inc., a California Corporation, with respect to that certain Agreement between the parties dated October 8, 2014 reement). The Parties agree as follows: 1. Section 3.1.2 of the Agreement, the Term is hereby extended from October 8, 2015 to October 8, 2016 . 2. All terms and provisions of the Agreement not amended by this Amendment No. 1 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 1 on the date set forth below. CITY OF ARCADIA SUNWEST ENGINEERING CONSTRUCTORS, INC. By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: By: ATTEST: Title: Dated: City Clerk APPROVED AS TO FORM CONCUR: Stephen P. Deitsch Tom Tait City Attorney Public Works Services Director