Item 4BCITY OF
SOUTHLAKE
MEMORANDUM
May 15, 2012
To: Shana Yelverton, City Manager
From: Sharen Jackson, Director of Finance
Timothy Slifka, Purchasing Manager
Subject: Item 4B Authorize Purchase of Replacement Fuel Storage Tanks and
Related Fueling Equipment Utilizing a Department of Energy American
Recovery and Reinvestment Act (ARRA) Grant Facilitated through the
North Central Texas Council of Governments ( NCTCOG) in the amount of
$142,000 from Stovall Electric.
Action
Requested: Authorize the purchase of replacement fuel storage tanks and related
fueling equipment utilizing a Department of Energy (DOE) ARRA grant
facilitated through the North Central Texas Council of Governments
( NCTCOG) in the amount of $142,000 from Stovall Electric.
Background
Information: In May 2009 the City applied for a NCTCOG Alternate Fuel and
Advanced Technology Investment Grant provided through the
Department of Energy ARRA grant program. The grant request consisted
of replacement of current fuel storage tanks and equipment at Public
Works and West DPS facility„ the addition of Bio- Diesel and E85
alternate fuels and partial funding for the purchase of a Hybrid
replacement vehicle. In April 2010 the City was informed they were
selected for award of a $64,500 grant for all items requested. The Hybrid
vehicle, purchased in December 2009 to replace a current vehicle, was
eligible for $2,000 retroactively and the City has received reimbursement
for that amount. The remaining i $62,500 approved grant funds are to
offset the cost of replacement fuel storage tanks and related equipment.
Fuel storage tanks located at Public Works Operations facility are
approximately 16 years old and DPS West fuel storage tanks are
estimated at 12 years old. The lifespan of these fuel storage tanks is
estimated at 15 -20 years. This partial reimbursement grant funding will
help to offset the cost of required replacement and upgrade of current
equipment at both locations.
Financial
Considerations: Funding of $79,500 is provided through department budgets and the
remaining grant funds of $62,500 are eligible for reimbursement through
NCTCOG once project is completed. Bid and grant purchasing
requirements have been met by utilizing an interlocal purchasing
agreement with the City of Fort Worth.
Strategic Link: C5 — Promote opportunities for partnership and volunteer involvement
B2 — Collaborate with select partners to implement service solutions
F2 — Invest to provide and maintain high quality public assets
Citizen Input/
Board Review: None
Legal Review: Attorney Review of original grant documentation
Alternatives: Deny purchase, forfeit grant funds and replace tanks at a later date at full
City cost.
Supporting
Documents: Grant award and contract documents
Staff
Recommendation: Approve purchase of replacement fuel storage tanks and related
equipment utilizing City funds and grant funding provided by DOE and
NCTCOG from Stovall Electric.
North Central Texas Council Of Governments
February 27, 2012
Ms. Shana Yelverton
City Manager
City of Southlake
1400 Main Street, Suite 460
Southlake, Texas 76092
Reference: Time Extension
Project No. ARRA- DOE -08
Dear Ms. Yelverton:
In June 2010, the North Central Texas Council of Governments ( NCTCOG) executed an
Agreement with the City of Southlake for implementation of the American Recovery and
Reinvestment Act: North Central Texas Alternative Fuel and Advanced Technology Investments
Program. Since this time, the City of.Southlake has requested a time extension for implementation
of the awarded project. NCTCOG concurs with the request for an extension and authorizes the City
of Southlake to continue scope implementation through September 30, 2012. All eligible project
expenses must be expended and submitted to NCTCOG for reimbursement by September 30,
2012.
If you have any project related questions, please contact Lori Clark, Senior Transportation Planner,
at (817) 695 -9232 or IclarkQnctcoq.org If you have any Agreement related questions, please
contact Anne -Marie Stowe, Grants and Contracts Coordinator I, at (817) 695 -9145 or
astowe ,nctcoq.orc]
Sincerely,
Ken Kirkpatrick
Senior Program Manager
Transportation Department
AS:Ip
cc: Tim Slifka, City of Southlake (Electronic Copy)
Lori Clark, NCTCOG
Anne -Marie Stowe, NCTCOG
Contract File: City of Southlake — ARRA DOE (AFAT)
616 Six Flags Drive, Centerpoint Two
R O. Box 5888, Arlington, Texas 76005 -5888
(817) 640 -3300 FAX: 617- 640 -7806 ® recycled paper
www.nctcog.org
Ms. Shane Yelvertorti
City: Manager *,
City of Southlake
1400 Main 8treet," Suite 460
Southlake, Texas 76092;'
Dear Ms; Yelverton: .
r yourrev
Enclosed fo is the Agreement for implementation of the North Central Texas
Altemative Fuel and Advanced Technology Investments'Program. As the North Central Texas .
Council of.Goverr�m.ents ( NCTCOG) continues to coordinate with the City of Southlake for._
execution of this Agr"eernent'. NCTCOG requests the City of Southlake to begin implementation.of
Scope Activities outlined ; in. the. enclosed Agreement.
The City of Southlake may. seek. reirnburserrientfram NCTCOG for the following.activities
consistent with the project•guideiines, and turns• of the pending Agreement:- "
• the purchase".of one light -duty gasoline -plectric hybrid vehicle,"
• " the. upgrade one (1) existing private access refueling facility to provide"biodiesel (1320);
and
" the upgrade.of one private access refueling. facility to provide ethanol (E85) and
biodiesel (B20)
Reimbursement for these "activities shall not exceed $61,500. NCTCOG will not provide
reimbursement until the Agreement" is fully executed.
Three copies of the signature pages are. included. Please:sign all marked pages and return the
entire document to the attention of Therese Bergeon for further processing_ A fully executed
Agreement will be returned :for your files.
if you have - any:project"related questions please contact Lori Pampell- Clark, Senior Transportatio
. Planner, at (817) 696 -9232 or iclark hetco .o . If you. have any Agreement. related questions
please contact Trina Stokes,. Grants and Contracts. Coordinator 11, at (817) 695 -9285 or
tstokesO
Sincerely,
Dan Kessler
Assistant Director- of Transportation
TS:tmb
Enclosure
cc: Lori Pampe$- Clark, NCTCOG
Project "File
616 Six Flags wive; centerpoint Two
P. O. Box 5888, Arlington, T6xas. 78005.5888
(817} 640.3300 FAX: 817 -640 -7806 O recycled paper
www.nctcog•org
NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS
AMERICAN RECOVERY AND REINVESTMENT ACT;
North Central Texas Altemative Fuel and Advanced Technology Investments
Program Implementation
AGREEMENT COVER SHEET
TYPE OF AGREEMENT: Reimbursable Activities for American Recovery and Reinvestment Act:
North Central Texas Alternative Fuel and Advanced Technology Investments
CFDA # : 81.086
FEDERAL PROGRAM NAME: ARRA Conservation Research and Development
AGREEMENT PERIOD Execution Date through January 29, 2012
MAXIMUM REIMBURSEMENT: $64,500
FUNDING SOURCE: United States Department of Energy (DOE)
NCTCOG
North Central Texas Council of Governments
616 Six Flags Drive, Suite 200, Centerpoint Two
P.O. Box 5888
Arlington, Texas 76011
Staff Contact:
Lori Pampell Clark
Sr. Transportation Planner
817-605-9232
lciark nctcoc.o
Performing Party
City of Southlake
Contacts
Projoct Manager:
Carrie Reese
Program Manager
817 -808 -2353
creese - .nctcogorg
Agreement Administrator:
Trina Stokes
Grants and Contracts Coordinator 11
817- 695 -9285
tstokesftatcog-o
Agreement Coordinator
Shana Yelverton
City Manager
1400 Main Street, Suite 460
Southlake, TX 76092