HomeMy WebLinkAboutItem 11a - Fuel Management and Extraordinary Repair ServicesExtension to the Professional Services Agreement
for Fuel Management and Extraordinary Repairs
August 21, 2018
Page 1 of 3
DATE: August 21, 2018
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Tyler Polidori, General Services Superintendent
SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH
SUNWEST ENGINEERING CONSTRUCTORS, INC. FOR THE CITY'S
FUEL MANAGEMENT AND EXTRAORDINARY REPAIR SERVICES IN
THE AMOUNT OF $21,506.85
Recommendation: Approve
SUMMARY
On September 16, 2014, the City Council approved a Professional Services Agreement
(“Agreement”) with SunW est Engineering Constructors, Inc. for the City’s fuel
management and extraordinary repair services. The contractor is reaching the end of
their third extension and has agreed to hold their prices for an additional year. This will
be the contractor’s final contract extension; all other terms and conditions of the contract
will remain in effect.
Based on the excellent level of service provided by the contractor, it is recommended
that the City Council approve, and 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 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 four underground and
aboveground fuel dispensing sites in the City. These sites are located at Fire Stations
105 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 Environmental Division, the South Coast Air Quality
Management District, and federal environmental regulations. These mandates were
established to ensure effective operation of the underground fuel tanks, fuel dispensing
equipment, and to protect the public and the environment from the potential release of
Extension to the Professional Services Agreement
for Fuel Management and Extraordinary Repairs
August 21, 2018
Page 2 of 3
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 repairs. Extraordinary 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. Attached is a copy of the proposed
Amendment.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
The total contract extension cost will be set at a not -to-exceed amount of $21,506.85.
Funds are budgeted in each Department’s Vehicle Maintenance accounts in Fiscal Year
2018-19 Operating Budget. All work performed is on a time and material basis and the
contractor is only paid for work performed.
RECOMMENDATION
It is recommended that the City Council approve, and authorize and direct the City
Manager to execute ana one-year contract extension to the Professional Services
Agreement with SunWest Engineering Constructors, Inc. for the City’s fuel management
and extraordinary repair services in the amount of $21,506.85.
Extension to the Professional Services Agreement
for Fuel Management and Extraordinary Repairs
August 21, 2018
Page 3 of 3
Attachment: Proposed Professional Services Agreement Amendment No. 4
AMENDMENT NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT
FOR THE FUEL MANAGEMENT & EXTRAORDINARY REPAIR SERVICES
BY AND BETWEEN THE CITY OF ARCADIA AND SUNWEST ENGINEERING
CONSTRUCTORS, INC.
This Amendment No. 4 (“Amendment No. 4”) is hereby entered into this ______ day of
______________, 2018 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 Professional Services Agreement between the parties dated October 8,
2014 (“Agreement”), further amended by Amendment No. 1 dated September 9, 2015, further
amended by Amendment No. 2 dated September 21, 2016, and further amended by
Amendment No. 3 dated September 27, 2017.
The Parties agree as follows:
1. Section 3.1.2 of the Agreement, the Term is hereby extended from October 8, 2018 to
October 8, 2019 (“Extended Term”).
2. All terms and provisions of the Agreement not amended by this Amendment No. 4 are
hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 4 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