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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Patrick Preusser, Chief Operating Officer |
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PRESENTER(S): |
Andres Colman, Regional General Manager Salt Lake Service Unit |
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Dean Klebenow, Manager of Vehicle Performance Maintenance |
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Christopher Eisert, Bus Vehicle Maint Supervisor |
TITLE:
title
Contract: Depot District Compressed Natural Gas Fueling Station Operations and Maintenance Agreement (Trillium Transportation Fuels, LLC) ((( Tr
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AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve contract #24-03906 and authorize the Executive Director to execute the contract and associated disbursements with Trillium Transportation Fuels, LLC in the amount of $641,584.00 for the two-year base contract (additional option years will require future board approval).
BACKGROUND:
UTA requires the continued operation and maintenance service support of the Compressed Natural Gas fuel monitoring system and dispensing equipment for two Compressed Natural Gas bus fueling dispensers for two fueling lanes in the Fuel and Fare Collection Building of the Depot District Service Center Facility.
The current contract, UT-14-007AJH, was amended to extend the contract end date to March 1, 2025, to allow time for a new Sole Source procurement.
DISCUSSION:
Trillium Transportation Fuels, LLC, as the original service provider and original equipment manufacturer, utilizes smart station controls with proprietary software to connect to, remotely monitor, and manage UTA’s current Compressed Natural Gas (CNG) fueling system. The software is solely owned, maintained, and supported by Trillium.
UTA staff is requesting approval of the contract amount of $641,584.00 over a two (2) year period with the option to extend the initial term for up to three additional one-year option periods, for a total contract period not to exceed five (5) years. The O&M service will be for all-inclusive turnkey maintenance, which includes all preventative and remedial maintenance, warranty service support, parts, and consumables needed for the normal operations of the CNG equipment and based on UTA’s operational requirements.
This contract is only for operations and maintenance and excludes fuel. Prior to exercising out-year options, UTA staff will obtain required Board approvals.
CONTRACT SUMMARY:
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Contractor Name: |
Trillium Transportation Fuels LLC |
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Contract Number: |
24-03906 |
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Base Contract Effective Dates: |
March 1, 2025, through February 27, 2027 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
$641,584.00 over 2 years |
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Procurement Method: |
Sole Source |
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Budget Authority: |
Approved 2025 Operating Budget |
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ALTERNATIVES:
CNG fueling would need to take place off-site using P-Cards for purchase. The fueling facility was built with Trillium’s proprietary hardware and software. A different provider would require upgrading and retrofitting of equipment.
FISCAL IMPACT:
The total 2-year operations and maintenance service support is Not-To-Exceed $641,584.00. All funds will come from the Contract Services operating expense line item in the Department of BUS MAINTENANCE - CENTRAL yearly budget 3400.50400.90
2025 Estimated Expenditure: $267,326.67 (included in the Approved 2025 Operating Budget for Remaining 10 months of 2025)
2026 Estimated Budget Request: $320,792.00 (12 months)
2027 Estimated Budget Request: $53,465.33 (2 months)
Total: $641,584.00
NOTE: The two (2) year value of the contract is not-to-exceed $641,584.00. Actual expenditure may be less than the contracted value due to the nature of Trillium’s pricing structure for operations and maintenance services, where UTA is charged for these services on a per Therm basis.
The estimated calculations and averages in the contract were derived from UTA’s projected average CNG usage in Therms per month over the two (2) year period and are subject to adjustment based on UTA’s actual consumptions of CNG Fuel, but may not exceed the approved not-to-exceed contract value without appropriate approval.
ATTACHMENTS:
Contract 24-03906: Operations & Maintenance Agreement - Depot District Compressed Natural Gas (CNG) Fueling Station