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Home My WebLink About03/03/2020 06E Fuel Management System Upgrades Agreement with Mascott Equipment Company ti i..asxntntj kd ((.7g$Ag 1:itor x°'naa.x,,4n BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 6.E. For Meeting of: March 3, 2020 ITEM TITLE: Resolution approving a contract with Mascott Equipment Co. for the Public Works Fuel Management System Upgrades Project and directing the City Manager to sign contract documents SUBMITTED BY: Scott Schafer, Public Works Director Bob Desgrosellier,Acting Chief Engineer- (509) 575-6228 SUMMARY EXPLANATION: The City's Fleet Fueling System, located in four locations across the city, is in dire need of an upgraded fuel communication system, new card readers, and other miscellaneous parts to complete a changeover. Staff has identified the Petro-Vend System for use under this project since their parts are interchangeable with the existing fueling system. The procurement division advertised for bidders on February 10th and 11th and had a bid- opening on February 24th. One bid was received. Mascott Equipment Co. provided the lowest responsive bid in the amount of$201,357.73. Their bid was below the Engineer's estimate of $216,400. Attached is the contract for City Council review. The project is funded from the Environmental Fund (Fund 555). Funds in the Environment Fund are provided by the fuel surcharge applied to every gallon of gasoline and diesel distributed. These funds are set aside strictly for maintenance and operation of the Public Works fuel distribution system. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Trust and Accountability APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: Adopt Resolution ATTACHMENTS: Description Upload Date Type 2 D Resolution 212512020 Cover Memo D aviErdcl 212512020 Cover Memo 3 RESOLUTION NO. R-2020- A RESOLUTION authorizing a contract with Mascott Equipment Company for City of Yakima — Fuel Management System Upgrades, City Project No. 2512. WHEREAS, Public Works staff has identified that the City's Fleet Management Fueling System, located in four locations across the city, is in dire need of an upgrade with a fuel communication system, new card readers, and other miscellaneous parts to complete a changeover; and WHEREAS, staff has further identified that a new Petro-Vend System and related system parts are interchangeable with the City's existing fueling system; and WHEREAS, the Yakima City Council has budgeted for capital expenditures in 2019 and 2020 to rebuild the City's aging and ineffective Fuel Management System; and WHEREAS, plan specifications and contract documents were prepared for the Fuel Management System Upgrades to all current City of Yakima locations; and WHEREAS, the City of Yakima used the procedure established by Washington State law for the bidding and awarding of public capital improvement projects; and WHEREAS, Mascott Equipment Company submitted the low bid and has the ability to correctly construct and install the improvements at a cost of$201,357.73; and WHEREAS,the City's Chief Engineer has recommended awarding the contract to Mascott Equipment Company for constructing and installing the improvements; and WHEREAS, the City Council finds that it is in the best interests of the City of Yakima and its residents to enter into the contract to perform the Fuel Management System Upgrades; now, therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute the attached contract with Mascott Equipment Company, in the amount of $201,357.73 for the City of Yakima, Fuel Management System Upgrades, City Project No. 2512, for installing new Petro-Vend PV-200 terminals and all other related parts and work. ADOPTED BY THE CITY COUNCIL this 3' day of March, 2020. ATTEST: Patricia Beyers, Mayor Sonya Clear Tee, City Clerk 4 CONTRACT THIS AGREEMENT, made and entered into in triplicate, this day of ,2020, by and between the City of Yakima, hereinafter called the Owner, and Mascott Equipment Co., Inc. a Corporation, hereinafter called the Contractor. WITNESSETH: That in consideration of the terms and conditions contained herein and attached and made a part of this agreement,the parties hereto covenant and agree as follows: I. The Contractor shall do all work and furnish all tools, materials,labor and equipment for THE BID AMOUNT OF: $201,357.73 for the City of Yakima Fuel Management System Upgrades,City of Yakima Job No.2512, all in accordance with, and as described in the attached specifications and the 2018 Standard Specifications for Road, Bridge,and Municipal Construction which are by this reference incorporated herein and made a part hereof, and shall perform any alterations in or additions to the work provided under this contract and every part thereof. Work shall start within ten (10)days after the Notice to Proceed and shall be completed in six(6)working days. The first chargeable working day shall be the 11th working day after the date on which the City issues the Notice to Proceed. If said work is not completed within the time specified, the Contractor agrees to pay to the Owner the sum specified in the Standard Specifications for each and every day said work remains uncompleted after expiration of the specified time, as liquidated damages. The Contractors shall provide and bear the expense of all equipment;work and labor of any sort whatsoever that may be required for the transfer of materials and for constructing and completing the work provided for in this contract and every part thereof, except such as are mentioned in the specifications to be furnished by the City of Yakima. II. The City of Yakima hereby promises and agrees with the Contractor to employ, and does employ the Contractor to provide the materials and to do and cause to be done the above described work and to complete and finish the same according to the attached plans and specifications and the terms and conditions herein contained and hereby contracts to pay for the same according to the attached specifications and the schedule of unit or itemized prices hereto attached,at the time and in the manner and upon the conditions provided for in this contract. III. INDEMNIFICATION. The Contractor shall defend, indemnify, and hold harmless the City, its officers, dected officials, employees and agents from and against any and all claims, causes of action,damages,losses, and expenses of any kind or nature whatsoever, including but not limited to,attorney's fees and court costs,arising out of,relating to, or resulting from The Contractor's performance or non-performance of the services, duties and obligations required of it under this Agreement. IV. The Contractor for himself, and for his heirs, executors, administrators, successors,and assigns, does hereby agree to the full performance of all the covenants herein contained upon the part of the Contractor. V. It is further provided that no liability shall attach to the City of Yakima by reason of entering into this contract, except as expressly provided herein. IN WITNESS WHEREOF the parties hereto have caused this agreement to be executed the day and year first herein above written. Countersigned: CITY OF YAKIMA CONTRACTOR this day of 2020. ,a Corporation Contractor By: City Manager Attest: (Print Name) City Clerk Its: (President,Owner,etc.) Address: