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Home My WebLink About25D - UNDERGOUND FUEL TANKREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: July 6, 2009 TITLE: AMENDMENT TO AGREEMENT N-2008- 108 FOR UNDERGROUND FUEL TANK INSPECTION & MAINTENANCE WITH PACIFIC SYSTEMS ELECTRIC APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 15i Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For ,~ ~~~.sfi CIT MANAGER RECOMMENDED ACTION CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached amendment to the agreement with Pacific Systems Electric to extend the term for another year, and increase the amount an additional $45,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The City maintains 11 underground fuel storage tanks, located at the Corporate Yard, the Police Administration building, and Fire Stations 1 and 5. State law requires the secondary fuel containment testing be conducted every three years. In addition, the South Coast Air Quality Management District (AQMD) requires monthly testing and an annual inspection of the underground fuel tanks. The City is required to address any issues identified in the testing and inspections. On August 18, 2008, the City entered into an agreement with Pacific Systems Electric for $25,000 for the inspection, preventive maintenance and repair of the storage tanks. An inspection resulted in additional repairs, costing approximately $10,000. The recommended action will extend this contract for another year for an amount of $35,000, and pay outstanding invoices for the necessary repair work. 25D-1 Agreement for Underground Fuel Storage Inspection July 6, 2009 Page 2 FISCAL IMPACT Funds are available in the Police Department Building and Facilities account (no. 11-350-6291) Fire Department Maintenance account (no. 11-327- 6291); and Building Maintenance account (no. 73-105-6291). ~~y ~i~~~~ e `ter J~ ~ ~ `lam c~'[~ Francisco Gutierrez ~%~ Executive Director I, Finance and Management Services Agency 25D-2 AMENDMENT TO AGREEMENT THIS AMENDMENT, made and entered into this 6~' day of July, 2009, by and between Pacific Systems Electric ("Contractor") and the City of Santa Ana ("City"), collectively referred to herein as "the Parties". RECITALS: A. The Parties entered into Agreement #N-2008-108, dated August 18, 2008, hereinafter referred to as "said Agreement", for inspection and preventive maintenance of underground fuel storage tanks. B. During the term of said Agreement, Contractor performed Secondary Containment Testing of the underground tanks, as required by the state. That testing revealed necessary repairs for several of the tanks. The parties wish to amend said Agreement to provide compensation for the required testing and repairs which were not included in the scope of said Agreement. C. The Parties wish to continue the inspection program for an additional one-year term and provide funds should repairs be required during that term. WHEREFORE, in consideration of the mutual and respective covenants and promises hereinafter contained and made, and subject to all of the terms and conditions of said Agreement as hereby amended, the parties agree as follows: Section 1, ``Scope of Services", is deleted in its entirety and replaced with the following: "a. Contractor shall perform annual compliance testing and repair/replacement services for the City's Underground Storage Tanks, as set forth in Contractor's Proposal dated June 10, 2009, attached hereto as Exhibit A, and incorporated by reference. If such testing reveals that repairs are required to any UST, said repairs may be authorized, in writing, by the Executive Director of Finance and Management Services. b. Contractor has performed Secondary Containment Testing, and provided required repairs as set forth in Contractor's letter dated April 23, 2009, attached hereto as Exhibit B, and incorporated by reference. City authorized such testing prior to the provision of services and hereby authorizes payment for those services." Section 2.a, "Compensation", is deleted in its entirety and replaced with the following: "a. City agrees to pay, and Contractor agrees to accept as total payment for its annual compliance testing and repair/ replacement services, the rates and charges identified in Exhibit A. The maximum amount available for annual compliance testing and repairs shall not exceed $20,000.00, to continue the monthly and annual inspections through August 31, 2010, and provide a contingency for unanticipated repairs required during the extended term. Additionally, City authorizes payment of $25,000.00 for Secondary Containment Testing and repairs which were completed in the 2008-09 fiscal year, as set forth in Exhibit B." 3. Section 3, TERM, shall be amended to extend the term for an additional one-year period, through August 31, 2010. 4. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. /// /// 25D-3 IN WITNESS WHEREOF, the parties hereto have executed this Amendment to said Agreement the date and year first above written. ATTEST: PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: La ra Sheedy Assistant City Attorn CITY OF SANTA ANA DAVID N. REAM City Manager PACIFIC SYSTEMS ELECTRIC NAME: Title: 25D-4 June 10, 2009 CITY OF SANTA ANA 20 Civic Center Plaza M-11 Santa Ana, California 92702 Attn: Mr. Mario Ghizzi, Subject: Proposal, Annual Compliance Testing Designated Tank Owner/Operator Service Location: City of Santa Ana UST's Corporate Yard, Fire Depts., Police Dept. Dear Mr. Ghizzi, This proposal is submitted per your request to address all UST annual compliance testing to include designated tank owner/operator monthly inspection and training services required by regulation. Cost of each service is detailed by City Department location. PSE will provide the services described below for each City Department location: ANNUAL MONITORING SYSTEM CERTIFICATION To comply with the City of Santa Ana Fire Dept and the California State Water Resource Control Board regulations Pacific Systems Electric a licensed general contractor with equipment certifications qualified to conduct repairs, calibrations and installations of all system equipment will perform the annual leak detection testing and certification of equipment at each of the locations described below. Each location's leak detection monitoring system shall be tested, mechanical line leak detectors and fill spill buckets water tested as required. The State Water Resource Control Board testing report form shall be completed following the equipment manufactures testing protocol. Copies of the form shall be provided for your file and supplied to Inspector Chris Circaulo, Santa Ana Fire Dept, the local CUPA. Arrangements with SAFD to witness testing and notification will be made upon confirmation of date with the designated contact at each location. ANNUAL VAPOR RECOVERY TESTING To comply with the South Coast Air Quality Management District and the California State Air Resource Board, Pacific Systems Electric a licensed SCAQMD test company will provide Rule 461 Vapor Recovery Testing that is required once a year for the unleaded pump system at each location. PSE shall provide the required testing to include TP201.3, Leak Decay and TP201.4 Back Pressure/Blockage and all other testing required that is specific to each site configuration. Testing will also include new installed Enhanced Vapor Recovery equipment tests. PSE will notify the SCAQMD of test date and email test results to the SCAQMD as required. Copies of test results will be supplied for each locatio}~' ~f}~, c 1J LJ -J ~ pp ~ a ~_~ ~ -~ '~ 3.ar ? i ~~ : 1 DESIGNATED TANK OWNER /OPERATOR SERVICES PSE will provide monthly inspection services and annual training as Designated Operator for each location per SWRCB regulation. Each location will include the following monthly inspection protocol. Plus, a plan specific to each location will be developed to include additional inspection items at the discretion of PSE to supplement these items: 1. PSE will send a letter to the Local Agency that identifies this firm as the designated tank operator for each City Dept UST location and that the UST's are in compliance with all applicable underground storage tank requirements. 2. PSE will provide a copy to each location to be kept with the tank log records of a Certificate indicating completion of the California UST System Operator exam. 3. PSE will perform monthly visual inspections of all UST systems at each location. Results of inspection shall be recorded in a monthly inspection report form that will include the following items that will be supplemented as indicated above: A. Review alarm history report for the previous month, checking that each alarm condition was documented and responded to appropriately. A copy of the alarm history report or log, along with documentation describing action taken in response to any alarms(s), shall be attached to the monthly visual inspection record. B. Inspect for the presence of hazardous substance, water, or debris in spill containers. C. Inspect for the presence of hazardous substance, water, or debris in under dispenser containment areas, and checking that the monitoring equipment in these areas is located in the proper position to detect a leak at the earliest possible opportunity. D. Inspect for the presence of hazardous substance, water, or debris in containment sumps that, in the past month, have had an alarm for which there is no record of a service visit, and checking that the monitoring equipment in these containment sumps is located in the proper position to detect a leak at the earliest possible opportunity. E. Check that all required testing and maintenance for the underground storage tank system have been completed, and documenting the dates these activities occurred. F. Verifying that all facility employees have been trained in accordance with subdivision 2715(f) of Title 23, SWRCB regulation. 4. PSE will provide each location with a copy of each monthly inspection report, and alert the owner or operator of any condition discovered during the monthly visual inspection that may require follow up actions. 5. PSE will train the facility employees responsible for the UST operations in the proper maintenance and operation of the UST system annually as required by regulation. Newly hired facility employees shall be trained within 30 days of the date of hire. 25D-6 City of Santa Ana Corporate Yard Annual Monitoring System Certification (3) Monitor Systems $ 490.00 Annual Vapor Recovery Rule 461 Testing Veeder Root Carbon Canister Vapor Polisher EVR System $1080.00 Monthly Designated Operator Inspection Training Services $200.00/ Month $2,400.00 Total $3,970.00 City of Santa Ana Police Department Annual Monitoring System Certification $375.00 Annual Vapor Recovery Rule 461 Testing $650.00 Monthly Designated Operator Inspection Training Services $165.00/Month $1,980.00 Total $3,005.00 City of Santa Ana Fire Stations #1, 4 & 5 Annual Monitoring System Certification Each Station $325.00 $ 975.00 Annual Vapor Recovery Rule 461 Testing Healy EVR FS# 4 & 5 only Each Station $650.00 $1,300.00 City of Santa Ana Fire Stations #1, 4 & 5 Monthly Designated Operator Inspection Training Services Each Station $85.00/Month $3,060.00 Total $5,335.00 Total UST Compliance Inspections & Testing for One Year $12,310.00 Subject: Proposal, Fuel System Replacement Components Location: City of Santa Ana UST's Corporate Yard, Fire Depts., Police Dept. The items listed below are components of the leak detection systems at the various City underground fuel storage tank system locations that at some time may require replacement during normal system maintenance. Included also for your review are common vapor recovery equipment parts that may also require replacement. City of Santa Ana Corp Yard Veeder Root Leak Detection S stem Tank Interstitial Sensor $577.59 Piping Sump Sensor $228.33 VMI Mechanical Line Leak Detectgr~D_~ $354.39 Vapor Recovery System VST 7' Coaxial EVR Venturi Hose $179.55 VST Break Away Device $124.23 VST EVR Nozzle $414.48 Husky Pressure Vacuum Vent Cap 5885 $247.39 Diesel Fuel Svstem OPW Diesel Nozzle $119.06 Husky 3/a" Hose Break Away Device Diesel $125.15 Goodyear 3/4" x 9' Diesel Fuel Hose $ 62.98 Goodyear 3/4" x 6' Diesel Fuel Hose $ 44.76 Police Dept INCON Leak Detection Svstem Tank Electro-optical Sensor $378.46 Piping Liquid Sump Sensor $265.74 ya~or Recovery System Healy Standard 8' Coaxial Hose $168.25 Healy Standard 4' Coax Hose $112.91 Healy Break Away Device $144.21 Healy 900 Series EVR Nozzle $468.40 Husky Pressure Vacuum Vent Cap 5885 $247.39 Fire Station # 1 Veeder Root Leak Detection System Tank Interstitial Sensor $577.59 Piping Sump Sensor $228.33 VMI Mechanical Line Leak Detectors $354.39 Diesel Fuel Svstem OPW Diesel Nozzle $119.06 Husky 3/a" Hose Break Away Device Diesel $125.15 Goodyear 3/a" x 9' Diesel Fuel Hose $ 62.98 Goodyear 3/a" x 6' Diesel Fuel Hose $ 44.76 Fire Station # 4 Veeder Root Leak Detection System Tank Interstitial Sensor $577.59 Piping Sump Sensor $228.33 Vapor Recovery System Healy Standard 8' Coaxial Hose $168.25 Healy Standard 4' Coax Hose $112.91 Healy Break Away Device $144.21 Healy 900 Series EVR Nozzle $468.40 Husky Pressure Vacuum Vent Cap 5885 $247.39 25D-8 Diesel Fuel System OPW Diesel Nozzle $119.06 Husky 3/4" Hose Break Away Device Diesel $125.15 Goodyear 3/4" x 9' Diesel Fuel Hose $ 62.98 Goodyear 3/a" x 6' Diesel Fuel Hose $ 44.76 Fire Station # 5 Veeder Root Leak Detection S stem Steel Tank Interstitial Sensor $344.77 Piping Sump Sensor $228.33 Vapor Recovery System Healy Standard 8' Coaxial Hose $168.25 Healy Standard 4' Coax Hose $112.91 Healy Break Away Device $144.21 Healy 900 Series EVR Nozzle $468.40 Husky Pressure Vacuum Vent Cap 5885 $247.39 Diesel Fuel System OPW Diesel Nozzle $119.06 Husky 3/a" Hose Break Away Device Diesel $125.15 Goodyear 3/a" x 9' Diesel Fuel Hose $ 62.98 Goodyear 3/a" x 6' Diesel Fuel Hose $ 44.76 Labor to remove the defective component(s) with replacement and testing of new component shall be invoiced at the two hour minimum based on the technical labor rate of $66.00 per hour. Travel time will be included. Vapor recovery items are warranted by the manufacturer for one year due to defects in material and workmanship. Manufacturers warranty on leak detection components are, part shall be free of defects in material and workmanship for a period of one year. I would appreciate answering any questions regarding this proposal. Thank you for the opportunity to provide this quotation. It is always a pleasure to be of service to the City of Santa Ana! Sincerely, ,~ ~- ~ ~, Dennis Minnock 25D-9 Pacific Systems Electric, Inc, 3267D Dowling Court Winchester California 92596 California State License No. 561275 sewiciN.g the ~etroleuwc. iwdustrU s~~.ce 2989 Mr. Mario Ghiai CITY OF SANTA ANA BUILDING MAINTENANCE DIVISION 20 Civic Center Plaza Santa Ana, California 92702 CITY OF SANTA ANA UST LOCATIONS Subject: Secondary Containment Testing Status Dear Mr. Ghiai: April 23, 2009 Attached are copies of the every three year SB989 Test results for your records. We have also included invoices for each location that reflect the same cost as testing conducted three years ago. Copies of these test results were forwarded to Inspector Chris Ciraulo February 7, 2009. Also attached are copies of the estimated cost of repairs for each foci-ity for the defective items and witnessed retest with the Inspector. The City Yard Secondary components all passed with the exception of the chemical tank spill bucket that has been out of service for several years. Cos# of spill bucket replacement was included but maybe deducted as the information provided is this tank is due for future removal. The total of Secondary Containment Repairs for all locations is $14,245.00 City Yard $1,870.00 FS# 1 $3.850.00 FS#4 $2,860.00 FS#5 $4,070.00 Police Dept $1,595.00 A permit maybe required at FS#5 that will be determined with type of repair required. It required drawing/submittal cost will be addi#ional and is not included. The existing waste water will be reused at each faculty for investigative testing and testing the replaced components. Thank you for the opportunity to be of service. Please calf direct with any questions about this work at 714.713.9529, 25D-10 ~:~~e'v=~ PACIFIC SYSTEMS ELECTRIC, INC. 32670 DOWLING COURT WINCHESTER CA 92596 (9S1} 926-3200 FAX (9S1) 926-9260 BILL ro City of Santa Ana Building Maintenance Division 20 Civic Center Plaza M-I1 Attn: Mario Ghizzi Santa Ana CA 92701 DATE INVOICE NO. 4/24/2009 8875 SHIP TO Corp yard PD Fire Stations 1, 4, 5 P.O. NO. TERMS SHIP VIA FOB Net 30 ITEM DESCRIPTION QTY RATE AMOUNT Secondary Con SB989 Secondary Containment Testing 4,400A0 4,400.00 Corp Yard H-17 Drum H-17 Drum (Haz Waste) 6 55.00 330.00 Corp Yard Secondary Con SB989 Secondary Containment Testing 1,290.00 1,290.00 Police Dept H-I7 Drum. H-17 Drum (Haz Waste) 4 55.00 220.00 Police Dept ~econdary Con SB989 Secondary Containment Testing 1,290.00 1,290.00 Fire Station # 1 ' H-17 Drum H-17 Drum (Haz Waste) 2 SS.00 110.00 Fire Station # 1 Secondary Con SB989 Secondary Containment Testing 1 1,290.00 1,290.00 Fire Station #4 H-I7 Dawn H-17 Drum (Haz Waste) 4 SS.00 220.00 Fire Station #4 Secondary Con SB989 Secondary Containment Testing 1,290.00 1,290.00 Fire Station # 5 H-17 Drum H-17 Drum {Haz Waste) 3 55.00 I6S.00 Fire Station #5 PLEASE PAY FROM THIS INVOICE TAX ID EIN 06-1778938 TO~a~ $10,605.00 ~n~ bSo...-- 25D-11 MAYOR MlguetA. Putido MAYOR PRO 7EM Claudia C. Alvarez COUNCiLMEMBERS P. David Benavides Carlos Bustamante Michele Martinez Vincent F, Sarmiento Sal Tinajato May d, 2049 Mr. Mario Ghizzi 20 Civic Center Plata Santa Ana, CA 92701 Dear Mr. Ghizzi: CITY 01= SANTA ANA FIRE DEPARTMENT 1439 South Broadway Santa Ana, Cal'rfornla 92707 Ci7Y MANAGER David N. Ream CITY ATTORNEY Joseph W.fletcher CLERK OF THE COUNCIL Patricia E. Healy Subject: REQUIRED TRI-ANNUAL SECONDARY CONTAINMENT TESTING. As per our phone conversation, Santa Ana Fire Stations 1, 4 and 5 are required to perform a secondary containment test, also known as Senate Bill 9$9 or SB989, every three years. The testing for this system consists of: hydrostatic testing far sumps, spill buckets and dispenser containtent boxes, a pressure test on piping and ~a vacuum test on tank interstitial spaces. The last test for these three facilities was conducted in December of 2005. !n order to avoid violations and comply with the Title 23, California Code of Regulations, Chapter 16, section 2637, these facilities had conducted the required SB989 test by Pacific Systems Electric in December of 2008. ]f you have any questions regarding this matter, please feel free to contact Christopher Ciraulo at (714) bA7.5761. Sincerely, /l r• .~~ CIdRISTOPHER CIRAUI.O, UST INSPECTOR FIRE PREVENTION $UREAU for MARC MARTIN, FIRE CHIEF CC 25D-12