City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve a contract with JEM Industries Inc. (JEM)
for the Enhanced Vapor Recovery (EVR)-Phase II upgrades for the fueling stations at
the Transportation Facility, Police Department, and Fire Station #1.
BACKGROUND:
In March of 2000, the California Air Resources Board (CARB) approved the EVR
regulation amendments. The regulations established new standards for vapor recovery
systems to reduce emissions during storage and transfer of gasoline at gasoline
dispensing facilities or service stations. The EVR requirements began being phased in
from 2001 and will continue until 2010.
Gasoline vapor emissions are controlled during two types of gasoline transfer. Phase I
vapor recovery required collection of vapors when a tanker truck fills the service
station’s underground storage tank. Phase II vapor recovery requires collection of
vapors during vehicle refueling. Phase I and II vapor recovery equipment also help
control emissions from gasoline storage at service stations.
All four City fueling facilities (Transportation, Police Department, Fire Station #1 and
Fire Station #2) are Phase I compliant. All the fuel dispensing sites, with the exception
of Fire Station #2, must be Phase II compliant by April 1, 2009 per CARB Executive
Order VR-201-E. Fire Station #2 will be exempt from the Phase II mandates since the
Meeting Date: August 11, 2008 Item Number: C-5
AGENDA ITEM: Approval of a Contract with JEM Industries, Inc. for Enhanced
Vapor Recovery-Phase II Upgrades for Fueling Stations at the Transportation
Facility, Police Department and Fire Station #1 (P-844).
Contact Person/Dept.:
Eric Mirzaian-Public Works
Phone Number:
(310) 253-6410
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification:
Master E-Mail Notification List (08/06/08); JEM Industries, Inc.; Fleming Environmental,
Inc.; HMD Group, Inc.; Advanced Environmental Services, Inc.; via letter on August 4,
2008.
Department Approval:
Charles D. Herbertson (08/04/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/06/08)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (08/06/08)
City Manager Approval:
Jerry B. Fulwood (08/06/08) City of Culver City, California
City Council Agenda Item Report
existing underground storage tanks at this location are in the process of being replaced
with above ground tanks and Phase II mandates do not apply to above ground tanks.
DISCUSSION:
On June 23, 2008, the City Council approved the release of a Request for Proposal
(RFP) for this project. On June 26, 2008, RFP #1392 was released to qualified
contractors, and advertised on the City’s website and in the Culver City News.
On July 24, 2008, the following bids were received via a public bid opening:
JEM Industries, Inc.
Transportation without enclosure……… $28,681.09
Police Department with enclosure……$ 30,441.75
Fire Station #1 with enclosure………….$ 34,556.46
Permits……………………………………$ 8,966.10
Total $102,645.40
Advanced Environmental Services, Inc.
Transportation without enclosure………$33,003.00
Police Department with enclosure……$36,485.00
Fire Station #1 with enclosure………….$37,380.00
Permits……………………………………$6,474.00
Total $113,342.00
HMD Group, Inc.
Transportation without enclosure……$38,980.00
Police Department with enclosure……$34,980.00
Fire Station #1 with enclosure………...$38,980.00
Permits…………………………………$12,000.00
Total $124,940.00
Fleming Environmental, Inc……………………$105,000.00
Permits…………………………………$7,500.00
Total……………………………$112,500.00
*Fleming’s bid was determined to be incomplete as noted below.
Per an addendum issued to all contractors who attended the mandatory pre-bid
meeting, proposers were required to submit two bid amounts for each facility: one bid
to include enclosures for the clean air separator tank and one bid without an enclosure.
The City’s Planning Division has requested enclosures to be installed around the clean
air separator tank at the Police Department and Fire Station #1, while the clean air
separator tank at the Transportation Facility can be installed without an enclosure. The
bid submitted by Fleming Environmental, Inc. has been determined to be incomplete City of Culver City, California
City Council Agenda Item Report
since it did not indicate if it included enclosures or not. Thus, JEM is considered the
most responsive and qualified bidder for this project.
Staff has confirmed with the Contractors State License Board that JEM’s license is
current and in good standing.
FISCAL ANALYSIS:
Funding for this project has been allocated into the Capital Improvement Project Fund
account 42000844 (UST Upgrades on City Property) for the UST upgrades at the
Police Department and Fire Station #1. Funding has been included in the
Transportation Fund for the upgrade at the Transportation facility (20368300.732120).
The Transportation portion of the contract will be approximately $30,000.
Public Works staff is also recommending a fifteen percent (15%) contingency equaling
$15,500 for this project. There is sufficient funding included in P-844 and the
Transportation Fund to cover the recommended contract amount and the
recommended 15% contingency.
ATTACHMENTS:
1. Copy of proposal from JEM Industries, Inc.
MOTION:
That the City Council:
1. Approve a contract with JEM Industries, Inc. for the Enhanced Vapor
Recovery Upgrades for fueling facilities at the Transportation Facility, Police
Department and Fire Station #1 in the amount of $102,645.40; and,
2. Authorize the Director of Public Works/City Engineer to approve change
orders in an amount not to exceed $15,500 (15%); and,
3. Authorize the City Attorney to review/prepare the necessary documents; and.
4. Authorize the City Manager to execute such documents on behalf of the
City.
MEETING DATE: 8/1 1 /08
AGENDA ITEM: Approval of a Contract with JEM Industries, Inc. for
Enhanced Vapor Recovery-Phase II Upgrades for
Fueling Stations at the Transportation Facility, Police
Department and Fire Station #1 (P-844).
ATTACHMENTS|109| Copy of proposal from JEM Industries, inc.Pricing:
Prices quoted include aU labor, materials, any and all equipment used in the
performance of the work tax and applicable insurance. Sid price must remain in effect for 90 days from
bid opening date. City reserves the right to accept all or part of this scope of work, as budget allows and
to make additions/removals as necessary.
.6
A. Fees for performing the furnishing and installation of the following:
ENHANCED VAPOR RECOVERY (EVR) PHASE H UPGRADES AT THREE (3) CITY
OF CULVER CITY FUELING FACILITIES
U.VouT NcLosoree
1. Obtain Project Permitting (itensize):
ilowlsiberrsnos Viraiii-r4 ACM $ 289i. 1(0'
rolace srAmold Preamb $ 2782 .
Fiz 1A-rio, t At1,141, 7100 • 74 .
2. Transportation Facility-4343 Duquesne ilve;use
Total Cost of Equipment
Total Cost of Construction
Prepare Plans & Specifications
AQISiD Testing
Sub Total
Police Department-4040 Duquesne Amine
Total Cost of Equipment 2,367.
Total Cost Cost of Construction $ "74170.
Prepsue Plans & Spa:Madam SS-MO.
AQMD Testing $ 1 2 . ZO
Sub Total
$ 2, 14 /egg . 75
4. Fire Station No. 1-9600 Culver Boulevard
Total Cost of Equipment
$ 121%.
423
Total Cost of Construction
tisca. 3s
Prepare Plans & Specifications
-A-MO.
MAW Testing
Sub Total
$ 294014
TOTAL. PROJECT:
$ q 1 1 169 ,65
B.
Hourly rate for any additional work that does not fall Into the original scope of work as
specified, but may be desired by the City as an
addition to it:
$ /hour
C. Parts and materials mark-up
rate (1.e., cost plus 10%): - 10Pricing:
Prices quoted include all labor, materials, any and all equipment used In the
performance of the work, tax and applicable insurance. Bid price must remain In effect for 90 days from
bid opening date. City reserves the right to accept all or part of this scope of work, as budget allows and
to make additions/removals as necessary.
A. Fees for performing the furnishing and iriliallation of the following:
ENHANCED VAPOR RECOVERY (EVR) PHASE 11 UPGRADES AT THREE (3) CITY
OF CULVER CITY FUELING FACILITIES
\j\j/a.m i-1110 ENCIOSURE
1. Obtain Project Permitting (itemize):
Ivrims-PcfeTA-nof4 1 A6ILrry Nog)
POL4c. TrgO,J A60413
FitaE..STOrrtpla "241-11-3
$ 302 74
$ 13, 03
$ 'Be331,
2. Transportation Facility-4343 Duquesne Avenue
Total Cost of Equipzneut
Total Cost of Construction
Prepare Plans & Specifications
AQIVID Testing
Sub Total
$ 1 41 -16.S9
$ 16320,°°
$ S
7 CO
e2. 5a
$ 5 11 , 2, 4Z • 01
3. Police Department-4040 Duquesne Avenue
Total Cost of Equipment $ itocipq .2C
Total Cast of Construction $ Prepare Plans & Specifications $ 3'1&)
AQMD Testing $ 15 ,n3
Sub Total
$ '34) 44
4. Fire Station No. 1-9600 Culver Boulevard
Total Cost of Equipment
$ Total Cost of Consneuetion
S atai g3
Prepare Plans & Specifications
$ ."
AQMD Testing
S 11 7 .
Sub Total
$ 5 14
556,41°
TOTAL PROJECT: $ t , 1 67. qb
B. Hourly rate for any
additional work that does not fall into the original scope of work as
specified, but may be desired by the City as an addition to it
$ 41 . fhour
C. Parts and materials mark-up rate (Le., cost plus 10%): 7,0
- 10 -Payment Schedule:
Contractor may, at their choosing, submit invoices for partial work completion at a frequency not to
exceed once every 30 days after work begins. If this option is exercised, invoices will reflect a dollar
amount that is equal to or less than the percentage of the work completed for the period they cover and
are subject to verification by the City Engineer.
Discounts:
Discount for Payment of Invoice Within Days Terms less than 2% Net 10 days will not be accepted.
Federal Excise Tax:
The City is exempt from Federal Excise Tax.
It is agreed that if any option granted herein is exercised, the City shall notify the contractor during the life
of the contract and at least thirty (30) days prior to the expiration of the contract.
By signature hereto: I acknowledge that the items to be furnished will comply fully with the attached
specifications, except where specifically noted.
understa- that the City shall evaluate proposals in accordance with its Municipal Code, and that the
City rese e the right to reject any and all proposals and to waive minor irregularities.
Dated day if , Year 0---0
Signature.
Mai
Typewritten/printed Name: c= "1- k-et,K.A03
Title: :17-K1 CAIS-n2A PS )
flN\C
Business Address: kk-7 -A kkilk‘WI 95eLk-re 9,00
City, State, Zip CodeKkAV\(i\ -APV 1.-71 S.
Telephone Number:-"--(6 14c-LM DO Fax Number:it c62c6 -L-h 2-
E-Mail Address: \\i`i, (c-I5 _ A
Name of the Firm:|1013|