Item 17 - Agreement for City Yard Fueling Station Improvements

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Public Works Agency www.santa-ana.org/pw Item # 17 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report July 1, 2025 TOPIC: Agreement for City Yard Fueling Station Improvements AGENDA TITLE Agreement with E.J. Ward Inc. for Fueling Station Improvements (Project No. 25-6038) (General Fund) RECOMMENDED ACTION Approve an agreement with E.J. Ward, Inc. to provide fueling station improvement services in an amount not to exceed $624,416, for a term beginning July 1, 2025 and expiring June 30, 2026 (Agreement No. A-2025-XXX). GOVERNMENT CODE 84308 APPLIES: No DISCUSSION The City of Santa Ana operates a fleet of approximately 530 vehicles which utilize unleaded gasoline and diesel for their fueling needs. The Public Works Agency (PWA) oversees the City's unleaded and diesel fueling stations located at the Corporate Yard (Yard) and Santa Ana Police Department (SAPD). On Saturday, February 22, 2025, a water leak occurred inside the room that stores the fuel Veeder-Root system at the Corporate Yard, saturating it and causing it to become inoperable. The Veeder-Root system contains sensitive electronic circuits and components including sensors, probes, and control consoles that are not designed to withstand water exposure. By default, the system shuts down all fueling operations when the Veeder-Root components are non- responsive, thus not allowing any City vehicle to fuel. Staff was advised by TAIT Environmental Services, the City's existing on -call contractor for fuel system maintenance, repair, and testing, that the Veeder-Root system was beyond repair and must be replaced. At the time of the event, staff was in the process of replacing the outdated fuel management software and dispensers at the Yard and SAPD. Combining both efforts into one project will result in a complete rehabilitation and modernization of the system, while minimizing ongoing maintenance issues and the continued risk of operational failures. To mitigate the potential for water leaks in the future, the Veeder-Root system will be relocated to a secure room with no water lines inside.