REPORT TO THE CITY COUNCIL
FROM: BRIAN BARR, Director
Department of General Services
BY: CLIFF TRAUGH, Administrative Manager
Department of General Services
SUBJECT
Title
Award a two-year Requirements Contract with three one-year extensions to West Star Environmental, Inc. of Fresno, California, for citywide fuel site maintenance, repair, and testing required to remain in compliance with the County of Fresno and San Joaquin Valley Air Pollution Control District regulations not to exceed the five-year total amount of $280,162 plus CPI adjustments (Bid File 9636) (Citywide)
Body
RECOMMENDATION
Staff recommends Council approve the award of a two-year Requirements Contract with three one-year extensions to West Star Environmental, INC. of Fresno, California, for citywide fuel site maintenance, repair, and testing required to remain in compliance with the County of Fresno and San Joaquin Valley Air Pollution Control District regulations not to exceed the five-year total amount of $280,162 plus CPI adjustments.
EXECUTIVE SUMMARY
The Department of General Services, Fleet Management Division is seeking to establish a requirements contract for the maintenance, repair, and testing of city owned fueling locations and underground petroleum storage tanks. A requirements contract gives the Fleet Management Division the ability to have fuel site and underground petroleum storage tank repairs and maintenance completed by certificated technicians for a locked hourly rate and trip charge. It also allows the Fleet Management Division to maintain operation permits and remain in compliance with the County of Fresno and San Joaquin Valley Air Pollution Control District regulations. Fuel site and underground petroleum storage tank maintenance, repairs, and testing will be funded through annual appropriations, subject to council approval. The maintenance requirements contract will be awarded through a Request for Proposals procurement process.
BACKGROUND
The General Services Department, Fleet Management Division is responsible for maintaining 2,400 active vehicles and equipment for the City of Fresno. This includes vehicle acquisition, whole life maintenance, fueling, and end of life disposal. Fleet management serves the city departments by providing reliable, like new transportation to support their needs and service responsibilities. This is done by scheduling and performing preventative maintenance, identifying, and making repairs when needed, and replacing equipment in a timely manner. The City of Fresno owns and operates 28 vehicle fueling stations that dispense unleaded and/or diesel fuel to all city owned vehicles. The City of Fresno also owns and operates underground petroleum storage tanks in the Municipal Service Center located at Building F and FAX Maintenance. The tanks include petroleum-based products such as engine oil, transmission oil, gear oil, and hydraulic oil used to maintain all City of Fresno vehicles and equipment.
A requirements contract is needed by the Fleet Management Division for the maintenance, repair, and testing of city owned fueling and underground petroleum storage tank locations throughout the City of Fresno. The requirements contract gives the Fleet Management Division the ability to have fuel site and underground petroleum storage tank repairs and maintenance completed by certificated technicians for a locked hourly rate and trip charge. It also allows the Fleet Management Division to maintain operation permits and remain in compliance with the County of Fresno and San Joaquin Valley Air Pollution Control District regulations. The division has included a $25,000 annual contingency within the not to exceed five-year total amount of $280,162, plus CPI adjustments, for emergency repairs. This is intended to mitigate the potential negative impact a long-term closure of a city owned fuel station would cause to city business.
Proposals were solicited for the city-wide maintenance, repair, and testing of all City of Fresno owned fuel sites and underground petroleum storage tanks on May 11, 2022, and advertised in the Fresno Business Journal. Three proposals were received by the June 21, 2022, opening. A review committee was held on August 11, 2022. The review committee discussed the proposer’s required certifications, proposed costs, and past performance. The review committee unanimously recommended West Star Environmental, Inc. be awarded the Requirements Contract. The Purchasing Division has approved this contract and recommends Council to approve.
The City Attorney has approved 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.”
LOCAL PREFERENCE
Local preference is applicable to this award, and West Star Environmental, of Fresno, CA is a local business pursuant to FMC 4-108.
FISCAL IMPACT
The funding to cover the service cost of fuel site and underground petroleum storage tank maintenance, repair, and testing is included in the fiscal year 2023 adopted budget for the Fleet Management Division, Department of Transportation, and Fire Department.
Attachments:
Bid Evaluation
Committee Review