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HomeMy WebLinkAbout06. Maintenance Yard-Fire Station 1 AGENDA MEMO DATE: April 22, 2008 TO: Mayor and Members of the City Council FROM: Office of the City Manager By: Brian Ragland, Director of Public Works SUBJECT:PHASE II ENHANCED VAPOR RECOVERY SYSTEM UPGRADES CORPORATE MAINTENANCE YARD (12324 BELLFLOWER BLVD) FIRE STATION #1 (12222 PARAMOUNT BLVD) RECOMMENDATION: That the City Council award a contract to Pacific Systems Electric, Inc., and appropriate $67,805 from the Equipment Fund (Fund 62) for the installation of Phase II Enhanced Vapor Recovery upgrades to the unleaded fuel dispensing systems at the City’s Corporate Maintenance Yard (12324 Bellflower Blvd.) and Fire Station #1 (12222 Paramount Blvd.). BACKGROUND: Pursuant to Rule 461 of the South Coast Air Quality Management District (SCAQMD), all unleaded gasoline dispensing facilities must be upgraded to certified Phase II Enhanced Vapor Recovery (EVR) systems no later than April 1, 2009. This rule will apply to the City’s fueling stations at the Corporate Maintenance Yard (12324 Bellflower Blvd) and Fire Station #1 (12222 Paramount Blvd). At this time, Phase II EVR upgrades are not required for the unleaded fuel dispenser at the Rio Hondo Golf Course maintenance yard fueling station. Vapor recovery systems collect gasoline vapors that would otherwise escape into the air during bulk fuel delivery (Phase I upgrades) or fuel storage and vehicle refueling (Phase II upgrades). The City completed Phase I EVR upgrades at the Corporate Yard and Fire Station #1 in 2005. The installation of EVR Phase II systems is required for all gasoline dispensing facilities by April 1, 2009. If construction the City’s EVR Phase II upgrade is not completed by October 1, 2008, a compliance plan and schedule detailing the steps that will be taken to ensure the installation of the EVR equipment by April 1, 2009 must be prepared and submitted to the SCAQMD. The compliance plan and associated fees must be submitted to the SCAQMD no later than October 1, 2008. It will be illegal to operate any vehicle fueling system without the required EVR equipment after the April 1, 2009 deadline. Failure to comply with the Phase II requirements may result in fines and the non-compliant gasoline dispensing facility will be tagged out of service, i.e., the City would be prohibited from accepting further deliveries of fuel. CITY OF DOWNEY, CALIFORNIA Mayor and Members of the City Council Phase II Enhanced Vapor Recovery System Upgrades April 22, 2008 Page 2 Even though the deadline is almost a year from now, time is of the essence. Many fuel dispensing facilities within the SCAQMD will need to obtain permits, buy EVR equipment, and arrange for installation by a certified contractor within a short period of time. This will put a high demand on installers and the agencies that issue permits, resulting in permitting and construction delays, which may not normally be expected. Deferring the decision to move forward could result in the need to pay for the compliance plan fee and higher installation costs, and in the worst case, unexpected fines and penalties, and the potential shut down of our fuel dispensing facilities. Thus, it is prudent for the City to proceed with the necessary EVR Phase II upgrades at this time, in lieu of waiting for approval of the FY 2008/09 Budget. DISCUSSION: The work will include the installation of a Clean Air Separator (CAS) plumbed into the underground fuel tank vent piping, together with a dispenser mounted vacuum pump. The CAS consists of a 400-gallon steel vapor processor vessel that contains a fuel resistant bladder to hold excess gasoline vapors that may accumulate in the gasoline storage tanks during idle periods of gasoline dispensing facility operation. The CAS and associated equipment is installed above ground, so no excavation should be necessary other than for construction of a concrete mounting pad. The work will include the preparation of all required shop drawings, obtaining permits from all regulatory authorities, system installation, and all required testing to certify the system. The City currently has an open Purchase Order with Pacific Systems Electric for all testing and regulatory compliance issues related to our fuel dispensing facilities. Pacific Systems Electric is highly qualified general engineering and electrical contractor, and has a proven track record of successfully keeping the City’s fueling stations in good operating order with minimal repair costs. Due to their familiarity with our fuel dispensing systems, Pacific Systems Electric has unique insight into what retrofit modifications are required to meet Phase II EVR requirements to complete this project. Pacific Systems Electric provided a detailed scope of work and a materials and equipment list, that would be required for the installation of the EVR Phase II system. The proposal was reviewed and was found to be comprehensive and is reasonable in terms of the associated costs. Thus it is recommended that a sole source purchase order be issued to Pacific Systems Electric for the Phase II EVR upgrades at the Corporate Yard and Fire Station #1. FINANCIAL IMPACT: When the Operating and Capital Improvement Program budgets were developed in April of 2007, the timing and scope of the Phase II EVR requirements was not known and funding for the project was not included in either budget. Therefore, in order to move forward with the project at this time, additional funding of $67,800 for this year’s budget is necessary. Project costs are summarized in the following table: Mayor and Members of the City Council Phase II Enhanced Vapor Recovery System Upgrades April 22, 2008 Page 3 PROJECT COST TOTAL EVR Upgrades at Corporate Maintenance Yard$23,217 EVR Upgrades at Fire Station #1$22,582 Permit Fees, Shop Drawings, etc.$8,446 SUBTOTAL CONTRACTOR'S PROPOSAL$54,245 Contingencies (10%)$5,425 TOTAL WORK BY CONTRACTOR$59,670 Administrative Oversight & Inspection$8,130 TOTAL PROJECT COST$67,800 FUNDING Appropriation Required: Equipment Fund (Fund 62)$67,800 TOTAL PROJECT FUNDING$67,800 Attachments: Pacific Systems Electric Proposals  S:\AgendaMemos2008\agendamemo042208\PhIIVaporRec