City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approves a professional services agreement with
Fleming Environmental for Designated Underground Storage Tank (UST) Operator
Services, environmental compliance testing, and associated UST and above-ground
storage tank (AST) repair for a three-year period in an amount not-to-exceed
$35,674.00, with a two-year optional extension in an amount not-to-exceed
$26,821.20. Services are to be performed at four (4) City fueling facilities: the
Transportation Facility; Police Department Facility; Fire Station #1 and Fire Station
#2.
BACKGROUND / DISCUSSION:
The operation, monitoring and environmental compliance testing for all USTs and
ASTs are strictly legislated by the California Air Resources Board (CARB), the State
Water Resources Control Board (SWRCB), and the regional Southern California Air
Quality Management District (AQMD) to ensure protection of groundwater resources
and air quality. All tank and fuel dispensing components are required to be
monitored and inspected by individuals certified as Designated UST Operators. All
monitoring equipment must be tested and certified annually, vapor recovery systems
must be tested annually, and secondary containment systems and components must
be tested triennially by technicians who possess special qualifications for this
Meeting Date: 12/10/2007 Item Number: C-6
AGENDA ITEM: Approve a Professional Services Agreement with Fleming
Environmental for Designated UST Operator Services, Environmental Compliance
Testing, and Associated UST and AST Component Repair at Four (4) City Fuel
Sites.
Contact Person/Dept: Jane
Leonard/Transportation
Phone Number: 310-253-6523
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No [ ]
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification:
Master Notification List via email and on the City website www.culvercity.org on
12/05/07; C.E. Thomas, Inc., Fleming Environmental, Tank Specialists, Miller Brooks
Environmental, Ami Adini & Associates, Inc., HVN Environmental, Tait Environmental
and Western Pump via email on 12/03/07.
Department Approval:
Steve Cunningham 11/28/2007
City Attorney Approval:
Carol Schwab (by H. Iker) (12/05/07)
Fiscal Impact Review:
Marlee Chang (12/04/07)
City Manager Approval:
Jerry B. Fulwood (12/05/07) City of Culver City, California
City Council Agenda Item Report
testing. In addition, all repairs on these components must be performed by certified
tank specialists.
On October 22, 2007, Staff presented the City Council with a proposal to issue a
Request for Proposal for the noted services. Staff recommended a three-year
contract term, with one optional two-year extension to reduce costs and establish
greater accountability for these services.
An RFP was released to qualified contractors on October 25, 2007, and advertised
on the City’s website and in the Culver City News. On November 15, 2007 the
following eight (8) proposals were received and announced via a public opening. A
ranking system was used to determine appropriate award. Proposal price included
all work for a three-year term, plus a two-year option, hourly rate and parts mark-up
costs; this component carried a weight of 50%. Contractor qualifications carried a
weight of 35%; responsiveness to RFP components, 15%. Proposal details are as
follows:
PROPOSER
(by rank)
3-Year
Price
Add’l
2-Year
Option
Proposal
Total
Pricing
Score
Qualif./
Respons.
Score
Overall
Rank
Fleming Environmental $ 35,674.00 $ 26,821.20 $ 62,495.20 50 50 1
Miller Brooks
Environmental
$ 37,005.00 $ 27,200.00 $ 64,205.00 45 45 2
C. E. Thomas, Inc. $ 32,835.75 $ 32,835.75 $ 65,671.50 40 50 2
Tank Specialists $ 34,922.00 $ 35,968.00 $ 70,890.00 35 35 3
HVN Environmental $ 49,190.00 $ 51,650.00 $100,840.00 25 45 3
Western Pump $ 52,426.00 $ 58,317.00 $110,803.00 20 50 3
Ami Adini &
Associates, Inc.*
$ 42,890.00 Declined $ 42,890.00 15 50 4
Tait Environmental $ 50,020.00 $ 32,025.00 $ 82,045.00 30 25 5
*Note: Ami Adini declined to quote the 2-year extension option. If this option component had not been
weighted in the proposal scoring, and only the three-year price had been considered, Ami Adini would have
received an overall rank of “3” along with two other proposers.
The proposals by the top three ranking proposers, Fleming Environmental, Miller
Brooks Environmental and C.E. Thomas, Inc., were all very competitive. However,
based on overall rank from the scoring system, Fleming Environmental submitted
the lowest priced, most qualified and most responsive proposal. Their hourly rate
and parts mark-up costs were also considerably lower than the other proposers.
City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS:
Funds for Designated UST Operator services and environmental compliance testing
have been identified in the FY07-08 and FY08-09 operational budgets for Building
Repair & Maintenance in the Police (10140900.600100), Fire (10145100.600100)
and Transportation (30868900.600100) Departments.
Any minor UST or AST modifications associated with changes in environmental
compliance legislation, performed under this contract at General Funded fuel sites
(Police Department and both Fire Stations), will be paid from funds identified in
Capital Improvement Project No. 844. Similar minor modifications to Transportation
Facility UST components will be paid from funds identified in the Transportation
Department Capital Improvement account (20368300.732120) for FY07-08 and
FY08-09.
ATTACHMENTS:
No attachments.
MOTIONS:
That the City Council:
1. Approve a three-year contract with Fleming Environmental in an amount not
to exceed $35,674.00 for Designated UST Operator Services, Environmental
Compliance Testing, and Associated Repair of USTs and ASTs at all City fuel
sites, with an optional two-year extension in an amount not-to-exceed $26,821.20
for a total of $62,495.20.
2. Authorize the City Attorney to review/prepare necessary documents and
authorize the City Manager to execute said documents on behalf of the City.