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Home My WebLink AboutAgenda Report - April 19, 2006 E-03AGENDA ITEM -3 CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Approving Plans and Specifications; Authorizing Advertisement for Bids for Municipal Service Center (MSC) Compressed Natural Gas (CNG) Fueling Station Expansion, 1331 South Ham Lane; and Authorizing City Managerto Execute Amendment to Professional Services Agreement with T. Mitchell Engineers and Associates ($14,600) MEETING DATE: April 19,2006 PREPARED BY: Public Works Director RECOMMENDED ACTION: That the City Council adopt a resolution approving plans and specifications; authorizing advertisement for bids for the Municipal Service Center (MSC) Compressed Natural Gas (CNG) Fueling Station Expansion project at 1331 South Ham Lane; and authorizing the City Manager to execute an amendment to the professional services agreement with T Mitchell Engineers and Associates in the amount of $14,600. BACKGROUND INFORMATION: At the December 7,2005, meeting, the City Council approved specifications for the purchase of a CNG packaged electric motor drive compressor system for the Municipal Service Center (MSC) and authorized the City Manager to negotiate a contract with GreenField Compression, Inc. The equipment was ordered and will soon be ready for delivery. Staff is requesting approval of the plans and specifications to install this equipment at the MSC. In addition, at the November 2, 2005, meeting, the City Council approved a contract with T. Mitchell Engineers and Associates for work on the facility upgrades at the MSC and design and construction monitoring for the CNG Expansion project (equipmentand installation). Staff is recommending that the City Council authorize the City Manager to amend the existing agreement with T. Mitchell Engineers and Associates to add design work for a required CNG compliant heating system for the MSC shop and additional construction monitoring and administration. The CNG compliant heating system is required for the MSC shop to be able to be safely heated while CNG vehicles are being worked on (otherwise, these vehicles must be serviced outside). Staff will be returning to Council for authorization in late spring/early summer for the actual purchase and installation of the CNG compliant heating system. The additional construction monitoring and administration is required to ensure sufficient oversight of the CNG installation project. When the original agreementwas drafted, it was anticipated that City Fleet Division staff would be providing a portion of the monitoring and administration, and, therefore, the hours included in the agreement with T. Mitchell Engineers and Associates were reduced. Due to staffing changes, the expected staff oversight is no longer available, and, therefore, staff is recommending amending the contract to have T. Mitchell Engineers and Associates perform the additional work. APPROVED: Blair King, City Manager J PROJECTSITRANSMCNGSTATION%MSC_CNG_ExpansionlCConstructionPS&A_Award_TMitchell doc 4/1412006 Adopt Resolution Approving Plans and Specifications; Authorizing Advertisement for Bids for Municipal Service Center (MSC) Compressed Natural Gas (CNG) Fueling Station Expansion, 1331 South Ham Lane; and Authorizing City Manager to Execute Amendment to Professional Services Agreement with T. Mitchell Engineers and Associates ($14,600) April 19, 2006 Page 2 FISCAL IMPACT: Failure to award the contract would result in the new CNG equipment sitting in the yard, unable to be utilized. Also, the City would have no secondary backup for the fueling facility, requiring the City to look elsewhere for fuel should our system not function correctly. Failure to amend the agreement with T. Mitchell Engineers and Associates would result in the MSC shop not having a compliant heating system and would require the oversight of the equipment installation to be handled by the Fleet and Facilities staff, who do not have the manpoweror time to do so. FUNDING AVAILABLE: Funding for the installation and construction administration will be provided by a Congestion Mitigation and Air Quality (CMAQ) grant from the San Joaquin Council of Governments, using Transportation Development Act (TDA) funds as match. The design of the CNG compliant heating system will be funded from FTA Section 5307 and TDA. Y� -k . f�� Ruby P ste, Interim Finance Director I "Ok Richard C. Prima, Jr. Public Works Director Prepared by Tiffani M. Fink, Transportation Manager RCP/TMF/pmf cc Transportation Manager Fleet and Facilities Manager Tom Mitchell, T. Mitchell Engineers and Associates J \PROJECTSITRANSMCNGSTATIONIMSC_CNG_ExpansionlCConstructionPS&A_Award_TMitchell.doc 411412006 RESOLUTION NO. 2006-56 A RESOLUTION OF THE LODI CITY COU NCI L APPROVING PLANSAND SPECIFICATIONS, AUTHORIZING ADVERTISEMENT FOR BIDS FOR MUNICIPAL SERVICE CENTER COMPRESSED NATURAL GAS FUELING STATION EXPANSION, 1331 SOUTH HAM LANE; AND FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT TO THE PSOFESSIONAL SERVICES AGREEMENT WITH T. MITCHELL ENGINEERSAND ASSOCIATES WHEREAS, at the December 7, 2005, meeting, the City Council approved specifications for the purchase of a compressed natural gas (CNG) packaged electric motor drive compressor system for the Municipal Service Center (MSC) and authorized the City Manager to negotiate a contract with GreenField Compression, Inc.; and WHEREAS, the equipment will soon be ready for delivery: therefore, staff recommends approval of the plans and specificationsfor the installation of this equipment at the MSC; and WHEREAS, at the November 2, 2005, meeting, the City Council approved a contract with T. Mitchell Engineers and Associates for work on the facility upgrades at the MSC and design and construction monitoring for the CNG Expansion project (equipment and installation): and WHEREAS, staff recommends amending the existing agreement with T. Mitchell Engineers and Associates to add design work for a required CNG compliant heating system for the MSC shop and additional construction monitoring and administration. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the plans and specifications, authorizes advertisement for bids for MSC CNG Fueling Station Expansion, 1331 South Ham Lane; and BE IT FURTHER RESOLVED that the Lodi City Council hereby authorizes the City Manager to execute amendment to professional services agreement with T. Mitchell Engineers and Associates to add design work for a required CNG compliant heating system for the MSC shop and additional construction monitoring and administration in an amount not to exceed $14,600. Dated: April 19,2006 I hereby certify that Resolution No. 2006-56 was passed and adopted by the City Council of the City of Lodi in a regular meeting held April 19, 2006, by the following vote: AYES: COUNCIL MEMBERS — Beckman, Hansen, Johnson, Mounce, and Mayor Hitchcock NOES: COUNCIL MEMBERS— None ABSENT: COUNCIL MEMBERS— None ABSTAIN: COUNCIL MEMBERS— None SUSAN J. BLACKSTON City Clerk 2006-56 CITY COUNCIL CITY OF LODI SUSAN HITCHCOCK. BLAtR KING, Mayor �� y�� City Manager BOB JOHNSON, SUSAN J. BLACKSTON. Mayor Pro Tempore City Clerk JOHN BECKMAN LARRY D. HANSEN 0. STEPHEN SCHWABAUER. JOANNE MOUNCE PUBLIC WORKS DEPARTMENT City Attorney CITY HALL, 221 WEST PINE STREET / P.O. BOX 3006 RICHARD C. PRIMA, JR., LODI, CALIFORNIA 95241-1910 Public Works Director TELEPHONE (209) 333-6706 / FAX (209) 333-6710 EMAIL pwdept@lodi.gov http://www.lodi.gov April 14, 2006 Mr. Tom Mitchell T. Mitchell Engineers & Associates 5737 Thornhill Drive, Ste. 207 Oakland, CA 94611 SUBJECT: Adopt Resolution Approving Plans and Specifications; Authorizing Advertisement for Bids for Municipal Service Center (MSC) Compressed Natural Gas (CNG) Fueling Station Expansion, 1331 South Ham Lane; and Authorizing City Manager to Execute Amendment to Professional Services Agreement with T. Mitchell Engineers and Associates ($14,600) Enclosed is a copy of background information on an item on the City Council agenda of Wednesday, April 19. 2006. The meeting will be held at 7 p.m. in the City Council Chamber, Carnegie Forum, 305 West Pine Street. This item is on the consent calendar and is usually not discussed unless a Council Member requests discussion. The public is given an opportunity to address items on the consent calendar at the appropriate time. If you wish to write to the City Council, please address your letterto City Council, City of Lodi, P. O. Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the mail. Or, you may hand-deliverthe letterto City Hall, 221 West Pine Street. If you wish to address the Council at the Council Meeting, be sure to fill out a speaker's card (available at the Carnegie Forum immediately prior to the start of the meeting) and give it to the City Clerk. If you have any questions about communicating with the Council, please contact Susan Blackston, City Clerk, at (209) 333-6702. If you have any questions about the item itself, please call Dennis Callahan. Fleet and `Facilities Manager, at (209) 333-6800, extension 2690. T . Richard C. Prima, Jr. r. • Public Works Director RCP/pmf Enclosure cc: Citv Clerk J:IPROJECTSITRANSInCNGSTATIONWSC_CNG_ExpansionlNCConstructionPS&A Award_TMkcheli.doc