Title
Proposed Amendment No. 4
Contract No. 1904562/SCN-0000082
GLWA Fuel Maintenance
O&M
Body
Agenda of: November 21, 2024
Item No.: 2024-385
Amount: Original Contract $466,560.00
Amendment No. 1 233,280.00
Amendment No. 2 233,280.00
Amendment No. 3 0.00
Proposed Amendment No. 4 116,640.00
Total Contract Amount $1,049,760.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: October 28, 2024
RE: Proposed Amendment No. 4
Contract No. 1904562/SCN-00000082
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. 4, “GLWA Fuel Maintenance” with Phoenix Environmental, Inc., at an increased cost of $116,640.00 for a total cost not to exceed $1,049,760.00 and an increased duration of 181 days for a total duration of 1,826 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 (6) fueling stations, each equipped with a 6,000-gallon, double-contained underground storage tank for diesel and unleaded gasoline. Given the regulatory environment surrounding fuel storage and distribution, our facilities must adhere to strict safety and compliance protocols. Regular maintenance and timely repairs are crucial to prevent potential leaks, ensure environmental safety, and comply with industry regulations.
JUSTIFICATION
1. Compliance and Safety: The tasks outlined in the contract-inspections, regulatory reporting, operational certifications, and maintenance-are fundamental to our adherence to federal, state, and local regulations. By engaging a qualified contractor, we ensure that all systems are regularly inspected and maintained, mitigating the risk of non-compliance and potential legal repercussions.
2. Operational Efficiency: GLWA’s existing fuel storage and dispensing systems are equipped with advanced technology such as automatic tank gauging and leak detection systems. Routine maintenance by professionals enhances the operational efficiency of these systems, ensuring accurate inventory tracking, and minimizing downtime.
3. Risk Management: The consequences of fuel leaks or system failures can be significant, both financially and environmentally. This contract includes as-needed maintenance and repair, which allows for prompt response to any issues, thereby reducing the risk of costly remediation and potential harm to the community and environment.
4. Training and Certification: Ensuring that GLWA’s personnel are properly trained and certified in operational procedures is paramount for safe fuel dispensing. The contract provides necessary training programs, ensuring our employees are well-prepared to operate within the regulatory framework and handle emergency situations effectively.
5. Cost-Effectiveness: By outsourcing these specialized services, GLWA can leverage the expertise and resources of a dedicated contractor, ultimately leading to more cost-effective operations. Regular maintenance is typically less expensive than emergency repairs or fines associated with non-compliance.
This amendment is needed to continue with the necessary services mentioned above while the new Request for Bid is processed. The solicitation advertisement is planned for November 2024.
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 (07/01/2024 - 12/31/2024)
Proposed Amendment No. 4 181 days (01/01/2025 - 06/30/2025)
New Contract Time 1,826 days (07/01/2020 - 06/30/2025)
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
Proposed Amendment No. 4 116,640.00
New Contract Total $1,049,760.00
FINANCIAL PLAN IMPACT
Summary: The proposed contract with Phoenix Environmental Inc. encompasses Operations & Maintenance expense only. Sufficient funds will be provided in the Operations & Maintenance (O&M) financial plan for this contract related to Contractual Operating Services.
Funding Source: Operations & Maintenance (O&M) Budget
Cost Center(s): Fleet Operations cost center 882422
Expense Type(s): Contractual Operating Services (617900)
Estimated Cost by Year and Related Estimating Variance: See table below.
Fiscal Year Amount
FY 2025 Budget (Prorated) $213,000.00
Financial Plan Forecast $213,000.00
Proposed Contract Amount $116,640.00
Variance (positive/ (negative)) $ 96,360.00
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on November 13, 2024. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.