Title
Adopt a Resolution to Approve and Authorize the City Manager to Enter into a Consulting Services Agreement with TAIT & Associates, Inc. for the PWSC Replace Fuel Tanks Project, Project No. 2020.3600 for an Amount Not to Exceed $118,512; and to Authorize the City Manager to Approve Cumulative Agreement Amendments Up to 15% ($17,777) of the Original Contract Amount
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
This City Council action will authorize the City Manager to execute a Consulting Services Agreement (CSA) with TAIT & Associates, Inc. for the PWSC Replace Fuel Tanks Project.
RECOMMENDATIONS
Staff recommends the following actions:
• Approve and authorize the City Manager to execute a CSA with TAIT & Associates, Inc. for up to $118,512 for the PWSC Replace Fuel Tanks Project; and
• Authorize the City Manager to approve contract amendments up to 15% of the original contract amount
BACKGROUND
Public Works currently has four single-walled underground service tanks containing diesel fuel and unleaded fuel located at the City’s Public Works Service Center (PWSC). These tanks pipe fuel a short distance to the four fuel pumps that serve the City’s fleet of vehicles and equipment. The State Water Board requires all single-walled tanks and connected plumbing to be permanently closed by December 2025.
This project will remove and replace existing fuel storage tanks with new tanks that meet both the applicable regulations and the current demands at the fuel station. The four existing fuel dispensers will be replaced with new, modern dispensers at the same location and configuration.
Analysis
A request for proposals for design and engineering services to complete the PWSC Replace Fuel Tanks Project was posted on the City’s website in September 2022. A pre-proposal meeting was held on October 4, 2022, and representatives from four different consulting firms attended the meeting. This effort resulted in receipt of one proposal from a consulting firm, TAIT & Associates, Inc. After staff review of the proposal, TAIT was selected as a qualified firm based on its expertise with underground storage tank facilities, deep understanding of the regulatory environment and their detailed project approach.
The scope of the agreement includes site investigation, evaluation of replacement tank options, identification of permitting needs, and preparation of plans and specifications for bidding.
This contract for $118,512 represents staff’s current understanding of the work required. Occasionally, changes to the scope of contracts are necessary to respond to new information, or to include additional items of work necessary for a complete product. To resolve these issues in a timely fashion and avoid delaying work, staff additionally requests authorization to issue contract amendments to the consultant up to a cumulative amount of 15%, or $17,777 of the original contract amount.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Applicable General Plan Policies
• Policy EH-5.1 Regulatory Compliance. Work with the appropriate county, regional, state, and federal agencies to develop and implement programs for hazardous waste reduction, hazardous material facility siting, hazardous waste handling and disposal, public education, and regulatory compliance
• Policy EH-5.3 Design of Storage and Handling Areas. Require that all hazardous material storage and handling areas are designed to minimize the possibility of environmental contamination and adverse off-site impacts. Enforce and implement relevant state and federal codes regarding spill containment facilities around storage tanks
Permits and/or Variances Granted
Permits will be obtained from the following agencies before the construction of this project:
• Building Permit from City of San Leandro Permit Center
• Underground Storage Tank (UST) Closure Package from City of San Leandro Permit Center
Environmental Review
A California Environmental Quality Act (CEQA) evaluation will be done during the design phase of this project. The project is anticipated to be categorically exempt from CEQA per Section 15301 Class 1(b) of the CEQA guidelines.
Code Compliance Review
Per Senate Bill No. 445 (SB445), the existing underground fuel storage tanks do not meet the requirements of California Health and Safety Code Section 25291(a) and must be permanently closed by December 31, 2025.
New storage tanks must meet current regulations in Title 23, California Code of Regulations.
Legal Analysis
TAIT & Associates, Inc. has agreed to the terms of the contract.
Financial Impacts
This scope is for design work only, construction will follow in a separate phase.
The total estimated design phase cost is detailed below:
Design CSA $118,512
Design Contingencies $11,851
City Staff costs $ 30,000
Total Cost: $160,363
Sufficient funds are included in the Fiscal Year 2022-2023 General Fund budget for the subject contract:
• Capital Improvement Fund, Account 210-18-152: $1,000,000
• Total $1,000,000
This Council action will not impact fund balance because there are funds available in the FY2022-2023 adopted budget.
ATTACHMENTS
Attachment A: Resolution
Attachment B: Draft CSA for PWSC Replace Fuel Tanks
Attachment C: Comp Schedule
PREPARED BY: Raymond Qi, Associate Engineer, Engineering & Transportation Department