HomeMy WebLinkAbout16 Shared Fueling FacilityAGENDA ITEM #16
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MEETING DATE:March 1, 2023
TO:Board of Directors
FROM:Brian Wright, General Manager
SUBJECT:Consideration to Approve the Second Amendment to
Memoranda of Understanding with the Town of Truckee for
the Use of the Town’s Fueling Facilities and Funding of a
New Fuel Tank
APPROVED BY______________________________
Brian C. Wright, General Manager
RECOMMENDATION:
Approve and authorize the General Manager to execute the Second Amendment to
Memorandum of Understanding between the District and the Town of Truckee, establishing
terms for the use of the shared fueling station and funding for the New Fuel Tank Project,
in substantially the form presented with such changes as are acceptable to the General
Manager and District Counsel.
BACKGROUND:
In July of 2020 staff began to discuss fueling options with the Town of Truckee (Town) to
develop a Memoranda of Understanding for the use of the Town’s fueling facilities. This
decision was made in an effort to resolve long term challenges with access to local fuel
supplies during winter months. Staff also identified cost saving measures by sharing
fueling facilities with the Town of Truckee and the Truckee Fire District. The Town was in
the process of converting its diesel supply from petroleum based diesel to renewable
diesel which will help the Town reach its Greenhouse Gas (GHG) reduction goals. By
sharing fueling facilities with the Town, the District will also reduce GHG emissions
footprint with the use of renewable diesel.
The District engaged in a pilot program in which it utilized the Town’s existing fueling
facility during the winter of 2021. Contingent upon the success of the pilot program and
agreement between the District, Town and Truckee Fire District to move forward with a
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long-term fuel sharing agreement, the District would pay a fair share amount towards the
cost to reimburse the Town for a portion of the Town’s existing fueling facilities, and to
purchase and install a proposed new 20,000 gallon fuel tank. Also per the MOU, the
District agreed to pay a fair share of ongoing fuel tank maintenance cost.
At the December 16, 2020 meeting the Board authorized the General Manager to execute
the MOU (Attachment 1) for the shared fuel facility and New Fuel Tank project.
In March, 2022 the Town of Truckee held a bid opening for the Public Service Center
Fueling Station Project, receiving only one responsive bid. Recognizing the single
received bid was much higher than the engineer’s estimate for the project, and the
significantly lower than expected participation rate in the competitive bidding process, due
in large part to labor shortages and stresses to supply chains, the Town made a
determination to reject all bids and postpone the rebidding process for late 2022 or early
2023.
In February, 2023 the Town held a bid opening for the Public Service Center Fueling
Station Project with the lowest responsive bid coming from LA Perks Petroleum Specialists
in the amount of $1,365,332. At the time this staff report was published, the Town of
Truckee has scheduled an item for consideration by Town Council on February 28th for
awarding a construction contract with LA Perks Petroleum Specialists in the amount of
$1,365,332 (+10% change order authorization) contingent upon approval of the MOU as
amended by both TDPUD and the Truckee Fire Protection District.
In accordance with the Second Amendment to the Memorandum of Understanding
(Attachment 2), the District’s share of the depreciated value of the existing $8,000 fuel
storage tank and the construction of the new 20,000 gallon tank facilities is estimated to be
$461,799 (25% of total infrastructure costs). Funding contributions between the three
public agencies were calculated based on estimated facility usage (annual fuel usage
projections).
ANALYSIS/BODY:
The District’s ability to provide reliable and timely critical utility services, including after
hour emergency response, maintenance and repairs to water and power facilities during
extreme weather events is highly dependent upon reliable access to local fuel supplies.
Historically, the District has experienced conditions where local fuel supplies were not
available due to prolonged power outages, infrastructure damage or supply chain
shortages due to highway closures, in some cases forcing staff to travel to Reno for
refueling of critical equipment and creating significant delays in service restorations.
Establishing a local fuel supply facility with redundant power supplies and pumping
infrastructure ensures that critical resources such as police and fire emergency services,
public works and utilities can continue operations 24/7, maintaining public health and
safety. Staff is recommending Board authorization to continue the District’s participation in
this multi-agency partnership in the interest of service reliability.
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Goals and Objectives:
This item is in support of the following goals and objectives:
District Code 1.05.020 Objectives:
1.Responsibly serve the public.
5. Manage the District in an environmentally sound manner.
Strategic Goals:
1.1. Conduct the District’s business in a legal, ethical, open, and transparent manner.
5.5 Minimize negative impact of District operations on the environment.
FISCAL IMPACT:
In accordance with the Second Amendment to the Memorandum of Understanding
(Attachment 2), the District’s share of the depreciated value of the existing $8,000 fuel
storage tank and the construction of the new 20,000 gallon fuel tank facilities is estimated
to be $461,799 (25% of total infrastructure costs). Funding contributions between the
three public agencies were calculated based on estimated facility usage (annual fuel
usage projections).
The electric utility capital reserve balance is $11.3 million is sufficient to fund this project.
The project was not a component of the FY22/23 electric 10-year capital plan, and will be
added to the 10-yr capital plan update as part of the FY24/25 budget cycle.
ATTACHMENTS:
Attachment 1: Memorandum of Understanding for Town’s Shared Fuel Facility
Attachment 2: Second Amendment to the Memorandum of Understanding