R2021-84 Resolution Accepting the Quote and Authorizing the Execution of a Contract with W.J. Scott Company for Municipal Services Fuel System Improvements

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4/30/2021 Item Coversheet in Public Works DATE: 4/9/2021 MEMO: 2021-46 TO: Honorable Mayor Moore Wolfe and City Council FROM: Scot Wrighton,City Manager Matthew C.Newell,P.E.,Public Works Director Daniel D.Mendenall,Municipal Services Manager SUBJECT: Resolution Accepting the Quote and Authorizing the Execution of a Contract with W.J.Scott Company for Municipal Services Fuel System Improvements. SUMMARY RECOMMENDATION: It is recommended that the City Council approve the resolution awarding a contract to replace the Municipal Services fueling system to W.J. Scott Company in the amount of$93,055.10. BACKGROUND: The City's main fueling station is located at the Municipal Services Center and is managed by the Fleet Maintenance Section of the Public Works Department. Other governmental entities that use the City's fueling facilities include the School District(Diesel Only),the Civic Center and the Decatur Public Library. The current fueling system at the Municipal Services Center was installed when the facility was built in 1988 and is well over 30 years old. It consists of 5 fuel pumps,two underground fuel tanks and support equipment. The underground tanks are in good shape and will remain. The pumps and control equipment have exceeded their useful life and need to be replaced. The City also maintains a satellite fueling facility at the Lake near the boat house with a fuel tank and pump which are in good condition and will remain. The software that manages all fueling operations and links with our fleet management software will also be upgraded to provide better overall management of the system. System Review In 2020,the Public Works Department explored opportunities to contract out it's fueling services. Outside fueling services,able to serve a fleet with the size and diversity of the City's,ranging from large fire trucks and dump trucks,etc.,to passenger cars and lawn mowers,are difficult to find. Of the proposals received,all were found to be more expensive and less reliable than having the City continue to control its own fueling process.The staff spent considerable time evaluating whether it would be cheaper to outside the entire fueling operation to an off-site location and vendor. Once it was determined that contracting out fueling services was impractical,competitive proposals were solicited from area vendors to replace the above ground infrastructure. Project Description The Fueling Station Improvement Project will do the following: Replace the 5 fuel pumps(2 Diesel and 3 Unleaded)located at the Municipal Services Center, Install new FuelMaster software to control the system, Install new fuel distribution controller/key readers at the Municipal Services Center and the Lake. Proposal Results The project scope and specifications were prepared by the Public Works Department.A Request for Proposals was advertised on January 20,2021 and received on February 11,2021. The results are as follows: Vendor Proposal S.J.Scott Company $93,055.10 https://decatur.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=3390 1/2