SR-10-08-2013-3CCity Council Meeting: October 8, 2013
Agenda Item: "C-
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services for Removal of Two Underground Diesel Fuel
Storage Tanks at Big Blue Bus Facility
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a professional services
agreement with Charles E. Thomas Co, a California -based company, in an
amount not to exceed $383,910 (includes a 10% contingency) to provide
professional services to remove two 40,000 - gallon underground diesel fuel tanks
at Big Blue Bus facility (project).
2. Authorize the Director of Public Works to issue any necessary modifications to
complete additional work within budget authority.
Executive Summary
Big Blue Bus (BBB) is committed to sustainability and stewardship of the environment.
As technology has advanced through the years, BBB shifted its focus to natural gas
operating buses to promote and lead environmental sustainability and reduce its carbon
footprint. The Big Blue Bus will be decommissioning its last set of diesel fuel buses and
is preparing to remove all diesel fuel related systems in its bus yard. Removal of diesel
fuel storage tanks and related systems will eliminate the cost of operating and
maintaining the system resulting in annual savings. Staff recommends Charles E.
Thomas Co., to remove two 40,000 - gallon underground diesel tanks an amount not to
exceed $383,910.
Discussion
Big Blue Bus is committed to decommissioning all diesel buses, therefore does not
need to maintain and operate the diesel fuel infrastructure. BBB is scheduled to
decommission the remaining eight diesel buses. The entire BBB fleet will be running on
natural gas by the end of fall of 2013, therefore the UST removal project would start
immediately after all diesel buses are decommissioned.
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The BBB facility houses diesel fuel refilling infrastructure comprised of two 40,000 -
gallon underground storage tanks (UST), product lines, and fuel dispensers. Once the
project is complete, all the diesel fuel related equipment and infrastructure from the BBB
facility would be removed. The project requires a close coordination with BBB to
continue uninterrupted operations at the bus yard. Prior to removal of the underground
tank, the project requires a shoring system to be designed and built to protect adjacent
existing structures within the bus yard. USTs would be cleaned, decontaminated onsite,
and hauled away for destruction. Typical UST removal includes soil testing and
laboratory analysis to determine if there was any fuel discharge to the ground from the
UST. Soil testing is required as part of the UST closure report. This report would be
submitted to the Los Angeles Regional Water Quality Control Board (RWQCB) at end of
the removal activities.
The State Water Resources Control Board ( SWRCB) set up UST regulations and
delegates the responsibility to regional and local agencies. SWRCB requires periodic
maintenance and testing for the UST and its related piping. As a result of the UST
removal, all related maintenance costs, testing costs and potential adverse
environmental effects would be eliminated.
Consultant Selection
On July 2, 2013, the City issued a Request for Proposal (RFP) to provide professional
services for the Underground Fuel Tank Removal project. The RFP was posted on the
City's online bidding site. A total of 25 firms attended the pre -bid job walk held on July
9, 2013, On July 18, 2013, five proposals were received from the following firms:
Charles E. Thomas Co, CSC Targhee, Inc., Innovative Construction Solutions, Inc.,
Fleming Environmental, Inc., and Petro Builders, Inc.
Responses to the RFP were reviewed by a four person selection committee from the
Big Blue Bus, Public Works, and Fire Department. The selection criteria included
understanding of the project's scope, experience on similar projects, cost of services,
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and qualifications of the proposed staff. The top two firms were interviewed by the
selection committee on August 15, 2013. The selection committee further developed
the scope of work based on the two firms' presentations of the work approach and
issued a request for final cost proposal to the shortlisted firms. The two firms submitted
final cost proposals on September 4, 2013 as follows:
Proposer
Charles E. Thomas Co.
Innovative Construction Solutions, Inc.
Engineer's Estimate:
Proposed Amount
$349,009
$420,000
$350,000
Based on the final cost proposal, staff recommends Charles E. Thomas Co., as the best
bidder to provide professional services for this project in accordance with the City's
Request for Proposal
Charles E. Thomas Co. distinguished itself during the selection process as having
extensive experience in fuel tank and fuel systems removals. Charles E. Thomas Co.
proposed services for the full scope of the project at the lowest cost. Additionally, staff
contacted references provided by Charles E. Thomas for prior project experience,
including fuel tank removals, installations and system compliance for the Long Beach
Transit Company; Veteran's Administration Hospital in Long Beach, CA; Sam's Club in
Palm Desert, CA; and Car Max in Irvine, CA. All references reported being extremely
satisfied with the company's services.
Staff recommends executing a professional services agreement with Charles E.
Thomas Co., in the amount of $383,910 to:
• Provide tank removal work plan and obtain permits
• Provide engineering design and calculations for earth retaining system
• Provide earth retaining system
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• Investigate and test for any leakage
• Decontaminate and remove two 40,000 - gallon diesel fuel tanks
• Provide final closure report certified by Professional Engineer
• Provide surface restoration to pre - removal conditions
Financial Impacts and Budget Actions
The professional services agreement to be awarded to Charles E. Thomas Co., is for an
amount not to exceed $383,910 (includes a 10% contingency). Funds are available in
the FY2013 -14 Capital Improvement Program budget in account 0410826.589000.
Prepared by: Selim Eren, Civil Engineer
Approved:
ahu
Martin Pastucha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Agreement No. 9807
(CCS)