DATE: April 6, 2026
TO: Mayor and Members of the City Council
President and Members of the Estero Municipal Improvement District (EMID) Board of Directors
VIA: Stefan Chatwin, City/District Manager
Marlene Subhashini, Assistant City/District Manager
FROM: Andrew Brozyna, Director of Public Works
Laura Galli, Engineering Manager
Ryan Marquez, Senior Engineer
DEPARTMENT: Public Works Department
SUBJECT: FUEL SYSTEMS IMPROVEMENTS PROJECT (CIP 301-700) –
NOTICE OF COMPLETION
RECOMMENDATION
It is recommended that the City Council/EMID Board of Directors adopt the attached resolutions (Attachments 1 & 2) authorizing acceptance of the work performed by West Star Environmental, Inc. for the construction of the Fuel Systems Improvements Project (CIP 301-700) and directing the City Clerk/District Secretary to file the Notice of Completion.
EXECUTIVE SUMMARY
CIP 301-700 includes removal and replacement of existing diesel and gasoline fueling systems at the City & District’s Corporation Yard located at 100 Lincoln Centre Drive.
At the Council/Board meeting on December 16, 2024, the Council/Board adopted City Resolution No. 2024-131 and EMID Resolution No. 3787 awarding the construction contract to West Star Environmental, Inc. in the amount of $3,147,259. The work has
been completed in conformance with the contract documents. It is recommended that the City Council/EMID Board of Directors accept the work and direct the City Clerk/District Secretary to file the NOCs and close out the project.
BACKGROUND/ANALYSIS
The project consisted of the removal and replacement of:
1. Two existing 10,000-gallon unleaded fuel tanks, with two new 10,000 gallon above ground tanks next to the Vehicle Maintenance Building inside the Yard; and
2. Two existing 5,000-gallon diesel fuel tanks, with one new 10,000 gallon tank next to the entrance gate between the lagoon pumphouse and Tank 3; and
3. One existing 210-gallon day tank for diesel fuel inside of the lagoon pumphouse with a new 300-gallon day tank.
In addition, the existing dispensers, leak detection system, and fuel management software for both the diesel and unleaded fuel systems were replaced. Additional improvements performed as part of this project included the installation of a stormwater treatment bio-detention basin, backfill of the former vault in which the diesel tanks were housed, and pavement and concrete improvements which included the material storage bin area and the City’s lagoon boat dock driveway.
In February 2021, following a competitive procurement, the City/EMID engaged TAIT Environmental Services, Inc. (TAIT), to perform a detailed analysis of the City/EMID’s existing fuel systems, prepare a conceptual engineering assessment, and develop a Technical Memorandum outlining recommendations for improvements for design.
At the Council/Board meeting on May 1, 2023, the Council/Board adopted City Resolution No. 2023-42 and EMID Resolution No. 3718 awarding a contract for professional engineering services for CIP 301-700 to TAIT for the development of project contact documents, consisting of plans, specifications, and engineer’s estimate for this project.
At the Council/Board meeting on October 21, 2024, the Council/Board adopted City Resolution No. 2024-108 and EMID Resolution No. 3779 approving the plans and specifications and authorizing the call for bids for the subject project.
At the Council/Board meeting on December 16, 2024, the Council/Board adopted City Resolution No. 2024-131 and EMID Resolution No. 3787 awarding a construction contract to West Star Environmental, Inc. (West Star) and a contract for construction management and inspection services to Consor, Inc. (Consor).
Construction began in May 2025 and after multiple instances of encountering unidentified utilities and underground conflicts, it became apparent that the project schedule would require an extension beyond the initial estimated contract calendar days. At the Council/Board meeting on October, 2025, the Council/Board adopted City Resolution No. 2025-83 and EMID Resolution No. 3822 to increase Consor’s construction management agreement and the overall project budget by $114,640 in order to align with the lengthened construction period. Work was substantially completed in January of 2026. The contractor has completed all punch list items of work and the final invoice for work was received in February 2026.
There were a total of two (2) contract change orders that were approved, totaling $239,320.51. Most of these costs were a result of underground conflicts that were not identified during the design phase of work, and unsuitable soil conditions that required additional excavation and backfill treatment for stabilization. Record drawings of previous projects incorrectly showed the location of underground facilities, leading to increased effort for redesign and construction. Other changes include increased asphalt and concrete improvements, an additional electrical breaker panel needed for the day tank in the lagoon pumphouse, and a stand to raise the day tank to be able to gravity feed the lagoon pumps. Credits totaling approximately $36,000 offset some of these costs. Given that West Star has completed its work in conformance with the contract documents, it is recommended that the City Council/EMID Board accept the work and direct the City Clerk/ District Secretary to file the Notice of Completion for the project.
CEQA
Categorically Exempt pursuant to Section 15301(b) – Existing Facilities.
FISCAL IMPACT
The table below includes the project expenditure summary:
Budget Value ($)
Vehicle Replacement Fund 327,946.00
City CIP Fund 301 2,004,374.00
Water CIP Fund 405 1,002,160.00
Wastewater CIP Fund 455 1,002,160.00
APPROVED Budget 4,336,640.00
Anticipated Expenditures Value ($)
Design and Permitting (Tait) 289,002.25
CA #1 9,600.00
Construction (West Star) 3,147,259.00
CCO #1-2 248,689.00
Construction Management & Inspection (Consor) 303,270.00 CA #1 114,640
Miscellaneous (Advertising, permitting, 3 rd party
oversight, & temporary operations)
90,000.00
Total Anticipated Project Expense 4,202,460.25
Anticipated Project Budget Balance 134,179.25
The work has been completed, and the NOC is ready to be filed. Action by the City Council/EMID Board tonight will establish the official date of completion of the work performed by West Star Environmental, Inc. formalizing the City’s acceptance of the contract work and allowing final payment to the contractor be made, and encumbered funds for construction released back to the respective originating funds.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 – City Resolution
Attachment 2 – EMID Resolution
Attachment 3 – CIP 301-700 Notice of Completion