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