SR-022586-6DF E 6 2 5 1986
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Council Meeting: February 25, 1986 Santa Monica, California
To: Mayor and City Council
From: City Staff
Subject: Award of Contract for Professional Services to Test
and Prepare Tank Monitoring Plans for City Owned
Underground Storage Tanks
Introduction
This report requests the City Council to award a Professional
Services contract to test and provide monitoring plans for all
City owned underground tanks to Converse Consultants, Inc. in the
amount of $33,670.
Background
During the 1895-1986 budget session, the City Council
appropriated funds in the amount of $224,250 for underground tank
testing and monitoring; $150,000 for the Transportation
Department facilities and $74,250 as Phase I (of 2) for the
General Fund facilities. These funds were appropriated in order
to comply with the provisions of the Underground Tank Law, Santa
Monica Municipal Code Sections 8600 through 8614 adopted 12-13-83
and modified 12-11-84 and the Underground Storage of Hazardous
Materials Regulations and Procedures adopted in February, 1985.
These municipal environmental regulations require that all tanks
and associated piping be tested for integrity (i.e., they are not
currently leaking), that plans be developed and implemented to
test the soil for historic leakage and that a monitoring system
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be designed and installed to detect potential future leakage.
Requests for proposals were sent to seven engineering firms which
are active in the area of underground tank evaluation and
improvement. Four firms attended a job site tour on December 5
and 9, 1985, submitted proposals on December 20, 1985, and
submitted additional clarifying information on January 15, 1986.
The fees for all proposers were adjusted for an additional 12
potential retests in case of initial test failure and other
probable additional work. The adjustments are consistent within
each bidders proposal.
A review team consisting of the Toxic Chemical Coordinator,
Assistant Director of General Services and Administrative Water
Engineer, evaluated the proposals.
Three proposals addressed all issues, clearly outlined procedures
and actions to be undertaken, and described in detail the
assigned personnel. One proposal (C. E. Thomas Company) was not
responsive or thorough and left many questions as to exactly what
work could be expected; this proposal was discounted. An
evaluation of references revealed all three remaining proposers
to be qualified and capable of performing the required testing
and planning. Converse Consultants, however, proposed to complete
the required work for a substantially smaller fee.
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The successful proposer will test all of the City's underground
tanks for integrity (including retests where necessary), provide
plans for conducting leak detection investigations and
installation of monitoring equipment, and provide site by site
cost estimate for implementation of the plans.
Financial/Budget Analysis
Appropriation authority in the amount of $150,000 is available in
the Transportation Budget account number 41-750-657-000-906 and
in the amount of $74,250 in the General Fund account number
O1-760-671-000-931. Since the Transportation Fund is an
enterprise fund only costs associated with their tanks will be
charged to that fund and the following is a breakdown of the
funds required from each for this portion of the tank monitoring
program. The costs per account were derived according to the
number of tanks covered by each account. Therefore, 32% of cost
was charged to the Transportation Department while the remaining
68% was charged to the General Fund for the remaining 26 tanks.
Fund # Tanks Cost
General Fund 26 $23,037
Transportation 12 10,633
$33,670
Recommendation
It is recommended that the City Council award a contract for the -
testing of all City owned tanks and preparation of associated
tank monitoring plans to Converse Consultants, Inc. in the amount
of $33,670.
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Prepared by:
Stan Scholl, Director of General Services
Ed Lash, Utilities Manager
Jack Hoagland, Administrative
Jennifer Stone, Toxic Chemical
Water Engineer
Coordinator
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Reference Contract
No. 4646 (CCS).