REPORT TO THE CITY COUNCIL
FROM: GREGORY A. BARFIELD, M.A., Director
Department of Transportation
BY: ORIE RUBALCAVA, Projects Administrator
Department of Transportation
SUBJECT
Title
Award requirements contract for CNG Station Service and Maintenance with Chart International Inc. of Ball Ground, Georgia for two years for an amount not to exceed $315,936, with five optional one-year extensions (Bid File 12400018)
Body
RECOMMENDATION
Staff recommends Council approve the award requirements contract for CNG Station Service and Maintenance with Chart International Inc. of Ball Ground, Georgia for two years for an amount not to exceed $315,936, with five optional one-year extensions (Bid File 12400018)
EXECUTIVE SUMMARY
The Department of Transportation/Fresno Area Express (FAX) owns and operates a compressed natural gas (CNG) fueling station. The CNG fueling station supports the operation of over 120 transit buses, municipal fleet, waste management fleet, and other private customers. On average this critical equipment dispenses 2.9 million therms annually into motor vehicles.
The requirements contract is for two years with five optional one-year extensions, with cost broken out under scheduled and unscheduled maintenance. After careful evaluation of the proposals, the selection committee recommends awarding the contract to Chart International Inc. The proposer meets the specifications of the solicitation and offers the best value for CNG Station Service and Maintenance.
BACKGROUND
The Department of Transportation/Fresno Area Express (FAX) owns and operates a compressed natural gas (CNG) fueling station. The CNG fueling station supports the operation of over 120 transit buses, municipal fleet, waste management fleet, and other private customers. On average this critical equipment dispenses 2.9 million therms annually into motor vehicles.
A Request for Proposals (RFP) was issued on the City’s website on October 16, 2023, and viewed by 21 prospective proposers. A pre-proposal conference was held on November 7, 2023, to permit proposers an opportunity to ask questions and view the CNG fueling station. The RFP was extended, and an additional pre-proposal conference was held on November 30, 2023, with the option for virtual meeting. The RFP was further extended and closed on January 9, 2024, with the City receiving one proposal from Chart Industries, Inc.
A single bid analysis was conducted to determine that the solicitation language was not restrictive, and that competition was adequate. Additionally, after interviews with prospective proposers, it was further determined that the solicitation language was not restrictive, and that competition was adequate.
The requirements contract is for base service of two years with five optional one-year extensions, with fixed costs for scheduled maintenance and time & material costs for unscheduled maintenance. The two-year base contract will have an initial cost of $315,936.00 for scheduled maintenance. Unscheduled maintenance time & material cost is at a labor rate of $211.00 per hour and $317.00 for overtime cost for the initial term. The time & material cost for the base service of two years has a ceiling price of $300,000. The time & material ceiling price for each option year is $100,000. If invoked, the five optional one-year extensions cost will be determined by adjusting the base pricing upwards or downwards to the Producer Price Index: Nonresidential Building Maintenance and Repair (PCU2381MR2381MR).
The City Attorney has reviewed the Agreement and approved it to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378 the award of this contract does not qualify as a “project”; therefore, it is not a project for purposes of the California Environmental Quality Act.
LOCAL PREFERENCE
Local preference was not implemented because of the use of federal funds.
FISCAL IMPACT
There is no impact to the General Fund from this action. Expenses from this contract shall be funded primarily through FTA Program 5307 funds. FAX enterprise funds will make up the required local match.
Attachments:
Evaluation Form
Committee Report
Contract