Title
Proposed Amendment No. 6
Contract No. 1904562/SCN-0000082
GLWA Fuel Maintenance
O&M
Body
Agenda of: December 10, 2025
Item No.: 2025-388
Amount: Original Contract $466,560.00
Amendment No. 1 233,280.00
Amendment No. 2 233,280.00
Amendment No. 3 0.00
Amendment No. 4 116,640.00
Amendment No. 5 140,000.00
Proposed Amendment No. 6 75,000.00
Total Contract Amount $1,264,760.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: November 19, 2025
RE: Proposed Amendment No. 6
Contract No. 1904562/SCN-0000082
GLWA Fuel Maintenance
Vendor: Phoenix Environmental, Inc.
Status: Amendment/Change Order
MOTION
Upon recommendation of Cheryl Porter, Chief Operating Officer - Water and Field Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 1904562/SCN-0000082, Proposed Amendment No. 6 “GLWA Fuel Maintenance” with Phoenix Environmental, Inc., at an increased cost of $75,000.00 for a total cost not exceed $1,264,760.00 and no increase in duration for a total duration of 2,009 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA operates six fueling stations for gasoline and diesel vehicles, which require regular maintenance, repairs, and compliance with inspection regulations.
Each facility has one, 6000-gallon, two-compartment (3,000 gallons each side), fiberglass, double-contained underground storage tank, for storing diesel and unleaded gasoline. Each facility has one diesel and one gasoline dispenser, and an automatic tank gauging system. Leak detection is provided for secondary containment and monitored by one Veeder-Root TLS 350R at each location. Vehicles and employees are authorized for fuel dispensing through the EJ Ward Fuel View v4.5 system. Inventory, fuel usage, and alarms are also tracked through the EJ Ward system.
The current contract includes the following tasks:
• Inspections
• Regulatory reporting and recordkeeping
• Operational certifications and training
• As-needed maintenance and repair
JUSTIFICATION
Continued support is necessary to maintain, repair, and uphold regulatory compliance for GLWA’s fueling stations. Throughout the term of this contract, repairs and preventive maintenance activities were necessary to ensure continued reliability, regulatory compliance, and safe operation of the fueling systems. While no single invoice or major repair caused the overage, the cumulative cost of these routine and corrective maintenance tasks has surpassed the contract value. The requested amount is to cover the requirements through the end of this contract. A new contract is in place and scheduled to begin January 1, 2026.
PROJECT MANAGEMENT STATUS
Original Contract Time 730 days (07/01/2020 - 06/30/2022)
Amendment No. 1 365 days (07/01/2022 - 06/30/2023)
Amendment No. 2 366 days (07/01/2023 - 06/30/2024)
Amendment No. 3 184 days (04/01/2024 - 12/31/2024)
Amendment No. 4 181 days (01/01/2025 - 06/30/2025)
Amendment No. 5 183 days (07/01/2025 - 12/31/2025)
Proposed Amendment No. 6 0 days (07/01/2025 - 12/31/2025)
New Contract Time 2,009 days (07/01/2020 - 12/31/2025)
PROJECT ESTIMATE
Original Contract Price $466,560.00
Amendment No. 1 233,280.00
Amendment No. 2 233,280.00
Amendment No. 3 0.00
Amendment No. 4 116,640.00
Amendment No. 5 140,000.00
Proposed Amendment No. 6 75,000.00
New Contract Total $1,264,760.00
FINANCIAL PLAN IMPACT
The proposed amendment with Phoenix Environmental Inc. encompasses Operations & Maintenance expense only. Sufficient funds will be provided in the Operations & Maintenance (O&M) financial plan for this amendment related to Contractual Operating Services.
Funding Source: Operations & Maintenance (O&M) Budget 5910
Cost Center(s): Fleet Operations cost center 882422
Expense Type(s): Contractual Operating Services
Estimated Cost by Year and Related Estimating Variance: See table below.
Fiscal Year Amount
FY 2026 Budget (Prorated) $135,000.00
Financial Plan Forecast $135,000.00
Proposed Contract Amount 75,000.00
Variance (positive/ (negative)) $ 60,900.00
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on December 10, 2025.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.