TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: August 19, 2024
...Title
APPROVAL OF RESOLUTION NO. 159-24 TO AWARD AN AGREEMENT WITH JF ACQUISITION, LLC DBA JF PETROLEUM GROUP FOR ABOVEGROUND FUEL & FLUID STORAGE WITH RELATED HARDWARE, SOFTWARE AND SERVICES UTILIZING SOURCEWELL CONTRACT NO. 092920-JFA IN THE AMOUNT OF $282,535.75
Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 159-24 to award an Agreement with JF Acquisition, LLC dba JF Petroleum Group for Aboveground Fuel & Fluid Storage with Related Hardware, Software and Services utilizing Sourcewell Contract No. 092920-JFA in the amount of $282,535.75
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Background:
On August 11, 2020, Sourcewell, a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. issued Request For Proposal (RFP) No. 092920 for Aboveground Fuel & Fluid Storage with Related Hardware, Software and Services.
On January 5, 2021, Sourcewell entered into Contract No. 092920-JFA with JF Acquisition, LLC dba JF Petroleum Group (JF Petroleum). The initial term is valid through December 7, 2024. The contract may be extended up to one (1) additional one-year upon request of Sourcewell and with written agreement by the vendor.
The City of Delray Beach (City) owns and operates two (2) fuel dispensing sites at the Swinton Operations Complex (SOC) and the Police Department (PD). The fuel dispensers have exceeded life expectancy, resulting in poor performance and disruptions in reliable fuel supplies for City vehicles. Maintenance and service costs have also increased due to use beyond life expectancy. Additionally, the spill buckets at the PD are at the end of their life expectancy and were recommended for replacement before a fuel leak can occur which can cause ground contamination. The replacement of two (2) gasoline dispensers and one (1) diesel fuel dispenser at the SOC and one (1) dual gasoline dispenser and spill bucket at the PD will provide better performance and fewer interruptions to fueling the City’s fleet.
The City also owns and operates the Municipal Golf Course. The underground fuel tank that provides fuel for golf course equipment and vehicles was discovered to be leaking and requires removal. The underground tank will be replaced with an aboveground tank. Soil sampling, analysis, and reporting will also be completed due to the leaky underground tank.
The requested contract value is as follows:
|
Department |
Project |
Amount |
|
Public Works |
Fuel Dispenser Pumps & Spill Buckets (SOC & PD) |
$80,324.40 |
|
Public Works |
Contingency |
$15,000.00 |
|
Parks & Recreation |
Fuel Tank (Golf Course) |
$137,211.35 |
|
Parks & Recreation |
Contingency |
$50,000.00 |
|
TOTAL |
$282,535.75 |
Participating Entities may terminate an order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased;
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements; or
3. Vendor commits any material breach of this Contract
This motion is in accordance with the Code of Ordinances Chapter 36, Commission Approval Required and Purchasing Policies, Accessing Contracts from Other Government Agencies and Not-for-Profit Organizations.
Attachments:
1. Agreement P2024-038
2. Resolution No. 159-24
3. Legal Review Checklist
4. Quotes
5. Sourcewell Contract No. 092920-JFA Pricing
6. Sourcewell Contract No. 092920-JFA Extension
7. Sourcewell Contract No. 092920-JFA
8. Sourcewell RFP No. 092920
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source:
Funding for these projects was approved in the Fiscal Year 2024 through 2028 Capital Improvement Program Budget and is available the following sources:
|
Department |
Project |
Finance Project Code |
GL Account |
|
Public Works |
Fuel Dispensers & Spill Buckets (SOC & PD) + Contingency |
41040 |
334-90-260-519-64-90 |
|
Parks & Recreation |
Fuel Tank (Golf Course) + Contingency |
75009 |
445-75-760-575-64-90 |