Title
Consider approving Resolution No. 2024-191 authorizing the City Manager to enter into an agreement with Stovall Commercial Contractors LLC for construction services at the Justice Center through the Texas Local Government Purchasing Cooperative BuyBoard in an amount not to exceed $582,135.84; and take appropriate action.
Body
REQUESTOR:
Finance, Fleet, and Facilities Department
BACKGROUND:
The Justice Center has an underground storage tank (UST) that stores unleaded fuel. This tank was installed in 1991 and must be inspected by the Texas Commission on Environmental Quality (TCEQ) once every three years. The Justice Center fuel site only provides unleaded fuel; if diesel fuel is needed, city vehicles must go to the Senlac Service Center.
DISCUSSION:
The current agenda item proposes replacing the underground storage tank with a dual-fuel aboveground storage tank that stores both unleaded and diesel fuel. USTs have a life expectancy of 30 years. UST installed at the Justice Center is 33 years old and hence has met its life expectancy. With the current age of the storage tank, there is an increased potential for soil and groundwater contamination and degradation of the tank, leading to spills and leaks. Additionally, the Senlac Service Center is the only diesel fuel site for City vehicles. Fire Stations on the east side of town have been using public gas stations to fill up their apparatus or driving the apparatuses across town to Senlac. On average, prices at the public stations are $1 more per gallon. By adding diesel fueling capabilities to the Justice Center, the Fire Department will have savings and/or increase fueling efficiency.
The staff is also proposing an expansion of the sallyport, enclosed by an 8-foot wall, located behind the current fueling site. This secure area, used by the Police Department for transporting arrestees to the jail, is currently too small to accommodate more than a couple of vehicles, causing challenges during the transport of multiple arrestees. Additionally, the current space is too narrow for ambulances to enter, requiring EMTs to transport patients on stretchers during medical emergencies. The expansion would also provide 7 additional parking spaces. The existing wall is outdated and lacks proper security, while the proposed fence would feature a climb-resistant design with a curved top for enhanced safety.
The City of Farmers Branch has engaged Stovall Commercial Contractors (Stovall) for the maintenance of its fuel storage tanks over the past two years. Stovall's extensive knowledge of the City’s fuel system design and their licensing through the Texas Commission of Environmental Quality (TCEQ) make them uniquely qualified for this project. As a BuyBoard vendor with a proven track record, strong references, and specialized expertise, Stovall meets the City's purchasing guidelines, ensuring a reliable and cost-effective solution.
Staff pursued additional quotes from other qualified vendors. However, it became apparent that additional vendors would require detailed bid specifications specific to the City's fuel system, or the vendor could not complete the entire project with sallyport and parking improvements. Developing such specifications would necessitate hiring an external firm, leading to increased project costs. By awarding the project to Stovall, a vetted vendor with intimate knowledge of the City's fuel tank system, we avoid these added expenses, saving both time and resources. Additionally, this decision helps keep the project on track to meet ARPA requirements. Moreover, the expansion of the sallyport area near the fuel tank, handled by Stovall, ensures that this critical area remains secure-a crucial factor for the safety of the City's police officers. Combining both the fuel tank maintenance and sallyport expansion with a single contractor further enhances operational efficiency.
This project will be funded by ARPA grant funds, which must be obligated and awarded by December 31, 2024, and fully expended by December 31, 2026. Failure to meet the December 2024 deadline would result in the City returning the unspent funds to the Federal Government. Awarding this contract promptly ensures we provide a cost-effective, timely, and compliant execution of the project while safeguarding critical federal funding that ensures the safety and security of City infrastructure.
FISCAL IMPACT:
Budgeted Financial Impact of $582,135.84 from the American Rescue Plan Act (ARPA) funds.
DISTRICT:
District 4
POSSIBLE COUNCIL ACTION:
1. I move to approve Resolution No. 2024-191 as presented.
2. I move to approve Resolution No. 2024-191 with modifications.
3. I move to table the issue for further study or take no action.
ATTACHMENT(S):
1. Resolution No. 2024-191
2. Stovall Quote
3. Contractor Agreement
4. Presentation