SR-512-005 (3)~~~ ~ ~
~ ~;ty of City Council Report
Santa Monica~
City Council Meeting: July 25, 2006
Agenda Item: ~~
To: Mayor and City Council
From: Steve Stark, Chief Financial Officer
Subject: Underground Storage Tank Improvements
Recommended Action
It is recommended that the City Council award Bid #2906 and authorize the City
Manager to negotiate and execute a contract and any associated change orders with
Fleming Environmental, Inc., to provide various underground storage tank
improvements at City-owned facilities.
Executive Summary
The City maintains underground storage tanks at various facilities throughout the City.
These underground storage tanks are used to store gasoline and diesel fuel for routine
and emergency operations for the Big Blue Bus, the City Yards and Fire Stations.
Maintenance of these existing tank systems is subject to regulations imposed by the
State of California and the South Coast Air Quality Management District. Fleming
Environmental, Inc., will make improvements to City storage tank systems to comply
with these regulations in the amount of $371,725 plus a 10% contingency of $37,173 for
a total cost not to exceed $408,898.
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Discussion
The City must make significant upgrades to underground storage tank systems at Fire
Stations #1 and #5 in order to comply with current regulations imposed by the State of
California and the South Coast Air Quality Management District. These upgrades
include replacement of containment sumps, all associated piping, monitoring
equipment, and installation of an emergency day tank. Modifications, including upgrade
of manhole covers to facilitate maintenance and repair of tank systems located at Fire
Stations #2 and #3, the City Yards, and the Big Blue Bus will also be performed. In
addition, enhanced leak detection testing is required at the City Yards due to its
proximity to a drinking water well.
Vendor Selection
In January 2006, the city published Notices Inviting Bids. Bid forms were distributed to
twelve vendors and notices were advertised in accordance with the City Charter and the
Municipal Code. Four bids were received and publicly opened and read on March 1,
2006 as follows:
Vendor
Bid Amount
Fleming Environmental $371,725
EFS West
401,415
Tait Environmental Systems 505,635
MJK Construction
538,723
Due to the complexity of the technical bid specifications and number of City locations
requiring underground storage tank improvements, staff required additional time to
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review and analyze the bids received. Staff requested additional
information/clarification in writing and conducted individual oral interviews with each
bidder, which impacted the time it took to analyze the bid and make a recommendation
for bid award.
Bids were evaluated based on competitive pricing, qualifications, responsiveness to bid
requirements and references. Based upon these criteria, Fleming Environmental, Inc.,
is the best bidder to provide the required services.
Budqet/Financial Impact
Budget authority for this purchase is in the following accounts in the General, Water,
Solid Waste, Wastewater, Vehicle, and Big Blue Bus Funds:
$200,542 - C010020.589000 - "Underground Tank Upgrades"
$139,213 - C250020.589000 - "Underground Tank Management"
$9,929 - C270020.589000 - "Underground Tank Management"
$4,088 - C310020.589000 - "Underground Tank Management"
$2,491 - C540020.589000 - "Underground Tank Management"
$52,635 - C410826.589000 - "Facilities Upgrade and Renovation"
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Prepared by:
Diane Howell, Purchasing Agent
Approved:
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Steve Stark
Chief Financial Officer
Forwarded to Council:
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~mont Ewell
Manager
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