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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award Contract for the Petroleum Tank Testing and Repairs Program
1. Motion authorizing the City Manager, or a designee, to execute a five-year contract with Sun West Engineering Constructors, Inc., for the Petroleum Tank Testing and Repairs Program, Specifications No. 4012, in the amount of $546,370 and approving a 10 percent contract contingency in the amount of $54,637
COUNCIL ACTION
Item Type: Consent Item
Approved for May 13, 2025 calendar
EXECUTIVE SUMMARY
The Department (PWD) is responsible for the maintenance of 34 petroleum tanks which provide fuel to city vehicles and equipment as well as to emergency backup power generators. Testing and repairs of these tank systems citywide is provided by a third-party service provider.
On April 9, 2025, two bids were received for the Petroleum Tank Testing and Repairs Program and after a thorough review, staff found the bid from Sun West Engineering Constructors, Inc., to be a responsive bid from a responsible bidder.
RECOMMENDATION
Approve the motion authorizing a five-year contract with Sun West Engineering Contractors, Inc., for the Petroleum Tank Testing and Repairs Program, in the amount of $546,370 plus a 10 percent contract contingency of $54,637.
ANALYSIS
The City of Glendale owns 34 petroleum tanks, which are subject to annual or tri-annual compliance testing. This tank infrastructure is spread across various locations and includes 9 above-ground tanks, 25 underground tanks, 23 dispensers, and 36 hoses.
The regulatory compliance program covers the following locations:
•Doran Sewer Well
•San Augustine Radio Tower
•Perkins Building Generator
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•Brand Park
•Verdugo Park
•Nine Fire Stations
•Utility Operation Center
•Police Department
•Civic Center Garage
•Public Works Corporate Yard
This program involves the regulation of tanks by the Certified Unified Program Agency, Air Quality Management District (AQMD), and the California State Water Board.
Compliance testing includes:
•Monitor Certification
•Overfill Prevention Device
•Precision Integrity Line Test
•SB989 Secondary Containment
•R461 Vapor Recovery System
•Veeder Root Tank Management System
A total of 58 tests are required annually to ensure the tanks and monitoring systems are in proper working order, and that any alarms can be promptly addressed.
On March 4, 2025, the City Council approved the release of Specification No. 4012 for the Annual Fuel Tank Testing and Repairs Program. These specifications were distributed to five qualified firms and advertised in both the local newspaper and on the city’s website. A mandatory pre-bid meeting took place on March 19, 2025, with representatives from four of the five firms in attendance.
On April 9, 2025, the city received two bids as follows:
Vendor 5-Year Base Petroleum
Tank Testing and Repairs
Program
1. SunWest Engineering
Constructors, Inc.
$546,370
2. Tait Environmental
Services, Inc.
$597,550
Sun West Engineering Constructors, Inc. submitted a complete and responsive bid, offering the lowest total five-year cost for the base testing and maintenance of the city's fuel tank inventory. The company demonstrates a strong track record, with sufficient experience, expertise, and performance in providing tank testing and maintenance services for various municipalities and other entities. The bid rates are aligned with the historical rates Glendale has paid for similar services.
Sun West Engineering Constructors, Inc. was the lowest responsive and responsible bidder among two competing firms. Follow-up reference checks with the City of Long {{section.number}}g3
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Beach, City of Pasadena, and City of Huntington Beach were all positive; each agency expressed satisfaction with the contractor's performance and confirmed they would rehire Sun West for future projects.
The proposed Petroleum Tank Testing and Repairs Program contract is for a five-year period, with a not-to-exceed amount of $546,370. This will cover scheduled testing, preventative maintenance, and minor repairs of fuel tank systems, including annual monitor certifications, vapor testing, secondary containment testing, precision line integrity testing, overfill prevention device testing, battery replacements, liquid sensor replacements, and rubber boot replacements.
In addition, staff recommends a 10% reserve for contingencies in the amount of $54,637.
The contingency is intended to address any incidental repair work, unexpected retesting at some sites or unforeseen field conditions that could be encountered during the work.
STAKEHOLDERS/OUTREACH
The testing and repair services contracts will augment PWD maintenance staff efforts to increase the reliability and conditions of all city containment systems. By combining contractors’ access to sophisticated tools and training with staff’s onsite experience and availability, Public Works is vital infrastructure and achieve regulatory compliance.
Stakeholders include City staff and visitors to City Facilities. No public outreach for this ongoing program is needed.
FISCAL IMPACT
The five-year contract with Sun West Engineering Constructors, Inc., will cost $546,370, plus a 10% contingency in the amount of $54,637, for a total not-to-exceed amount of $601,007. The cost for FY 2024-25 is approximately $10,017, which was approved as a part of the FY 2024-25 budget. No new appropriation is being requested at this time.
The City Council approved funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$10,017 43110-6010-PWD-7509-P0000 Fleet Management Fund The funding for the remaining term of the contracts will be requested as a part of the annual budget process.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item Items includes route maintenance and repair activities and therefore, not subject to CEQA review.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements. {{section.number}}g4
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ALTERNATIVES TO STAFF RECOMMENDATION
1: Do not approve the motion authoring a five-year contract for the Petroleum Tank Testing and Repairs Program. The city will fall out of regulatory compliance and be susceptible to enforcement actions and fines. Additionally, the reliability of fuel containment systems will be compromised.
2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Director of Public Works
Prepared by:
Lala Der-Bedrossian, Acting Public Works Manager
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
None.