DATE: October 21, 2024
TO: Mayor and Members of the City Council
President and Members of the Estero Municipal Improvement District (EMID) Board of Directors
VIA: Stefan Chatwin, City/District Manager
Marlene Subhashini, Assistant City/District Manager
FROM: Andrew Brozyna, Public Works Director City/District Engineer Laura Galli, Engineering Manager
Ryan Marquez, Senior Civil Engineer
DEPARTMENT: Public Works
SUBJECT: PLANS AND SPECIFICATIONS AND CALL FOR BIDS FOR THE FUEL SYSTEMS IMPROVEMENTS PROJECT (CIP 301-700)
RECOMMENDATION
It is recommended that the City Council/EMID Board of Directors adopt the attached resolutions approving the Plans and Specifications and authorizing the call for bids for the Fuel Systems Improvements Project (CIP 301-700).
EXECUTIVE SUMMARY
The Fuel Systems Improvement Project (CIP 301-700) consists of replacing and relocating the City/District’s unleaded and diesel fuel systems, both of which have outlasted their useful life and are in need of replacement. TAIT Environmental Services (TAIT) has prepared the construction documents for the project and the project is now ready to be advertised for formal bidding for construction.
Total funding in the amount $4,000,000 is budgeted for the project of which approximately $325,000 has been encumbered for design. The City Council/Board of Directors’ action will allow staff to advertise the project for bidding. Based on the bids received, if additional funding is needed it will be requested at the time of award.
Construction is anticipated to take approximately 5-6 months with an anticipated start in late spring 2025.
BACKGROUND/ANALYSIS
The City/District has an unleaded fuel system and a diesel fuel system that provide fuel for the vehicles and equipment owned by the City and EMID. The equipment includes two lagoon pump engines and pumps, the emergency generator serving the Corporation Yard buildings, Lift Station 59, and Lift Station 25. These systems also provide fuel to the San Mateo Consolidated Fire Department.
The existing fueling systems to be replaced include:
1. Two (2) 10,000-gallon underground unleaded storage tanks (USTs) with two fuel dispensers, installed in the early 1990s at the entrance outside of the Corporation Yard on Lincoln Centre Drive. The existing tanks and fuel dispenser will be removed, and new above ground storage tanks (ASTs) and fuel dispensers will be constructed next to the Corporation Yard Vehicle Maintenance Building.
2. Two (2) 5,000-gallon ASTs, installed in the early 1990s, in an open concrete vault with canopy immediately adjacent to and west of the lagoon pump station building. The tanks provide diesel fuel for vehicles and equipment via a single fuel dispenser and for the day tank for the lagoon pump engines. The diesel fuel system also stores fuel for the emergency generators at EMID’s lift stations which is trucked to lift stations, as needed by staff. The existing tank will be removed, the vault filled in, canopy removed, and new ASTs with dispensers will be constructed adjacent to the entrance gate between the lagoon pumphouse and Tank 3.
3. One (1) 210-gallon day tank for diesel fuel, installed in the early 1960’s, inside the lagoon pump station building. The day tank provides fuel to the two lagoon pump engines and the large emergency generator serving the Corporation Yard Buildings and Pump Station 59. This tank will be replaced in the same vicinity as its current location.
In addition to replacement and relocation of the above fuel systems, the project consists of the replacement of the existing dispensers and fuel control software.
In February 2021, following a competitive procurement, the City/EMID engaged TAIT to perform a detailed analysis of the City/EMID’s existing fuel systems, prepare a conceptual engineering assessment, and develop a Technical Memorandum outlining recommendations for improvements for design.
At the Council/Board meeting on August 1, 2022, the Council/Board adopted City Resolution No. 2022-91 approving a Request for Proposal (RFP) to provide professional engineering services for CIP 301-700. One proposal was received. It was determined prudent to advertise again, to encourage more proposals.
At the Council/Board meeting on January 17, 2023, The Council/Board adopted City Resolution No. 2023-6 and EMID Resolution No. 3701 approving the issuance of the RFP to provide professional engineering services for CIP 301-700.
At the Council/Board meeting on May 1, 2023, The Council/Board adopted City Resolution No. 2023-42 and EMID Resolution No. 3718 awarding professional engineering services for CIP 301-700 to TAIT.
Plans and specifications for CIP 301-700 are complete and ready for bidding.
Construction is anticipated to begin in late Spring 2025 and will take approximately 5-6 months to complete. During construction, there is expected to be some construction staging impacts on the Corporation Yard that will be coordinated interdepartmentally to ensure continued operations. Additionally, there will be approximately 1-2 months where the City/District will not have access to pump diesel directly from the dispenser to equipment and vehicles. Staff expects to utilize local gasoline stations during that period to procure diesel fuel and dispense via a City/EMID trunk mounted dispenser. The overall project management will be provided by in-house staff while construction management and daily inspection will be provided by consultant support. A hardcopy of the plans and specifications is available for view in the City Council’s Office at City Hall.
CEQA
Categorically Exempt pursuant to CEQA Guidelines Section 15061(b)(3) and 15301(c) – Existing Facilities
FISCAL IMPACT
There is no fiscal impact with this approval.
Below is an estimate of current funding and project estimate.
Budget Funding Source Amount
Vehicle Replacement Fund (501) $ 327,946.00
CIP City (301) $2,297,054.00
Water Capital Investment (405) $ 687,500.00
Wastewater Capital Investment (455) $ 687,500.00
Total $4,000,000.00
Expense Amount
Design & Permitting (TAIT) (including contingency) $ 324,667.25 Construction Contract (including contingency) $ 3,385,000.00 Construction Management & Inspection Services
(including contingency) $ 330,000.00
Miscellaneous Budget $ 100,000.00
Total $ 4,139,667.25
Estimated Budget Shortfall $ 139,667.25
As shown above, some additional funding may be needed. The final dollar amount will depend on the bids received for this project.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 – City Resolution
Attachment 2 – EMID Resolution