SR 10-10-2017 3F
City Council Report
City Council Meeting: October 10, 2017
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services
Subject: Approval of Big Blue Bus Fuel & Wash Upgrade Project Design Modification 3
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a third modification to agreement #10019 (CCS) in the amount of $73,420
(including a 10% contingency) with RNL Interplan, Inc., a California-based company, for
additional design services to replace the methane gas-detection systems at two
locations in the Big Blue Bus Campus. This will result in an amended agreement with a
new total amount not to exceed $303,121, with future year funding contingent on
Council budget approval.
Executive Summary
To serve 16 million passengers a year, the Big Blue Bus (BBB) system operates a fleet
of approximately 200 buses, all powered by renewable natural gas (RNG) harvested
from organic waste in landfills. The buses are maintained at the Big Blue Yard that
includes facilities for daily fueling and washing. The design work for the Big Blue Bus
Fuel and Wash Upgrade Project commenced in June 2016. Since then, staff has
experienced continuous failure of the outdated methane gas-detection systems located
at the existing fuel and wash apparatus and the maintenance building. These systems
are essential safety devices, and require immediate replacement to ensure safe
operation of the facilities. Staff recommends executing a third modification to agreement
#10019 (CCS) in the amount of $73,420 with RNL Interplan, Inc. for additional design
services to replace and incorporate new methane gas-detection systems with more
robust and up-to-date technology to ensure safe and reliable fueling operations at two
Big Blue Bus campus locations. This will result in an amended agreement with a new
total amount not to exceed $303,121.
Background
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The Fuel and Wash Upgrade Project would require additional design services to replace
existing fuel and wash equipment that has reached the end of its cost-effective life. This
includes replacing all brushes and components, upgrading finishes and lighting in the
building’s office spaces and restrooms, and increasing fueling dispensing capability in
response to the evolving BBB fleet as it transitions from LNG buses to CNG buses.
On January 27, 2015, Council authorized staff to execute professional services
agreement #10019 (CCS) with RNL Interplan, Inc. in an amount not to exceed $117,282
to provide design services for the Big Blue Bus Fuel and Wash Upgrade Project
(Attachment A).
On April 12, 2016, Council authorized staff to execute a first modification to professional
services agreement #10019 (CCS) with RNL Interplan, Inc. in an amount of $112,419
for design services to expand the Big Blue Bus compressed natural gas (CNG) fueling
system (Attachment B). The amended contract amount not to exceed totaled $229,701.
On November 1, 2016, staff executed a second modification to professional services
agreement #10019 (CCS) with RNL Interplan, Inc. to provide required design and
engineering services not included in previously approved scopes of work. The second
modification was within the authorized contingency and new budget authority was not
requested.
Discussion
The existing fuel and wash apparatus was installed in 2002, and the BBB maintenance
building was built in 2009. Even though the installations were about seven years apart,
both buildings had the same model of gas-detection systems made by Sierra Monitor
Corporation installed at their respective times of construction. The gas-detection
systems are designed to monitor, alert, and/or shutdown the BBB fueling system if a
hazardous condition is detected.
The gas-detection system in the maintenance building consists of approximately 54
infrared-type (IR) gas-leak sensors, and the fuel and wash apparatus is equipped with
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approximately 28 sensors. The fuel and wash system includes an emergency-shutdown
(ESD) that, when triggered, will shut down the liquefied/compressed natural gas
(L/CNG) fueling pumping and dispensing system. Neither of the two gas-detection
systems nor the ESD system can communicate with each other.
Due to the extensive use of LNG and CNG fueling at the BBB facility, the two locations
require new gas-leak detection systems to be installed on-site. Failures of the methane
detection sensors are reported frequently by staff and include erroneous gas-leak
detection and “trouble faults” where sensor malfunctions trigger false alarms. One
recent alarm event caused the entire BBB maintenance and service facility to shut
down, halting bus maintenance and fueling operations. Staff later determined that an
error in the gas-detection system caused a false alarm, which took staff several hours to
reset. This false alarm required Fire Department response with multiple apparatus.
Generally, the components and technology in a gas-detection system include sensors
and controllers, and both are outdated in the existing systems. The new scope of work
would include design of:
The leak detection and controls equipment in the fuel and wash building;
The leak detection and controls equipment in the maintenance building;
ESD push buttons in the fuel and wash building;
An Internet Protocol-based interface between the two gas-detection systems so an
event in one building would provide supervisory notification to the other building;
and
An integrated ESD system in the maintenance building so an ESD event is
indicated in both facilities.
The third modification to the BBB Fuel and Wash Upgrade Project will require additional
design services to replace and incorporate new methane gas-detection systems with
more robust and up-to-date technology to ensure safe and reliable fueling operations.
Vendor Selection
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On October 8, 2014, the City issued a Request for Proposals (RFP) for design services
for the Big Blue Bus Fuel and Wash Upgrade Project. The RFP was posted on the
City’s on-line bidding site, and notices were advertised in the Santa Monica Daily Press
on 10/22/2014 and 10/25/2014 in accordance with City Charter and Municipal Code
provisions. A total of 50 vendors downloaded the RFP. 2 firms responded:
RNL Interplan
La Cañada Design Group
Responses to the RFP were reviewed by a selection panel of staff from the Public
Works and Big Blue Bus departments. Evaluation was based on the following selection
criteria: cost, experience, qualifications and feedback from references. Based on these
criteria and criteria in SMMC 2.24.073, RNL Interplan, Inc. was selected as the best firm
to provide design services for the Big Blue Bus Fuel and Wash Upgrade Project.
Financial Impacts and Budget Actions
The third agreement modification to be awarded to RNL Interplan, Inc. is $73,420, for an
amended agreement total not to exceed $303,121. Funds are available in the FY 2017-
18 Capital Improvement Program budget in account C410826.589000.
Prepared By: Tom Afschar, Architect
Approved
Forwarded to Council
Attachments:
A. January 27, 2015 Staff Report
B. April 12, 2016 Staff Report
C. Oaks Initiative Form - RNL Design
9/12/17
pat.mckelvey@rnldesign.com 213-955-9775
REFERENCE:
THIRD MODIFICATION TO
AGREEMENT NO. 10019
(CCS)