Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Stenstrom Petroleum Services, Inc. for the Replacement of the Fuel Management System for the Fuel Distribution Pumps Located at the Public Works Center Through the Sourcewell Purchasing Program (Formerly National Joint Purchasing Alliance) in an Amount not to Exceed $27,744.00 and Waiving the Village’s Bid Process for the Purchase.
End
Overview
Overview
The FY2018 Capital Improvement Plan includes the replacement of the existing fuel distribution system located at the Public Work Center. The new system is proposed to be purchased through the Sourcewell Joint Purchasing Program. Sourcwell (formerly National Joint Purchasing Alliance) is a program that bids products and services for members who save money because of the purchasing scale advantage they gain from being part of the cooperative.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY2018 Building Improvements Fund Budget provides $30,000.00 for this project, in account no. 3012-43790-101-540673. To date, no funds have been spent on this project.
The agreement with Stenstrom will include the NJPA/Sourcewell contract #022217-SYS amount of $26,226.00 plus the cost of a Contract Bond of $197.00 for a total amount of $26,423.00. The not to exceed amount of $27,744.00 includes a five percent (5%) contingency in the event of unforeseen work required. The contingency will not be used unless there is a need for a change order. The amount is in accordance with the purchase policy regarding change orders.
Background
This project involves the removal and replacement of the existing fuel management system. Work will include running of new CAT5 communication cables and conduit, working with the Oak Park IT Department to integrate into Oak Park’s Ethernet, as well as provides basic training on the new system and software.
Public Works staff researched options for replacement of the existing obsolete system. The current system will not update past Windows XP and it is increasingly difficult in procuring parts. All items involved in this project are original to the building from the initial construction in 2007.
The proposed FuelMaster 3505 Plus AIM Ready is recommended due to the support history and its ability to upgrade to automatically download vehicle information when the vehicle is refueled.
As noted on the attachment, Stenstrom is the only Automotive Information Module (AIM) Certified distributor in Illinois.
References for Stenstrom have been contacted and references have indicated that this contractor is qualified to complete this work in a responsible manner. They have provided similar work for the City of Naperville, The Village of Elk Grove Village and the City of Evanston.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
This project was included in the approved FY2018 Building Improvement Fund budget.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
None at this time.
Intergovernmental Cooperation Opportunities
The Village fuel system is used by all Village Departments as well as the Park District, School District 97, School District 200 and the Library.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Public Works Department for Infrastructure/Capital Programs.