CITY COUNCIL STAFF REPORT
Meeting Date: October 07, 2024
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___- 24 APPROVING THE
APPROPRIATION OF AMERICAN RESCUE PLAN ACT FUNDS TO
FUND ADDITIONAL PROJECT SCOPE FOR THE POLICE
DEPARTMENT UNDERGROUND STORAGE TANK REPLACEMENT
PROJECT AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO
EXECUTE A CONSTRUCTION CHANGE ORDER WITH PETROANALYTICAL, INC.
SYNOPSIS
The Police Department Underground Storage Tank Replacement Project provides for the removal and disposal of the existing, single-walled Underground Storage Tank (UST) system located at the rear parking lot and installing a new, double-walled UST in compliance with State regulations.
The purpose of this item is to consider an appropriation of available American Rescue Plan Act (ARPA) funds to pay for additional project scope and to seek authorization to execute a construction change order with Petro-Analytical, Inc. for the work.
The Budget Committee reviewed staff’s request on September 18, 2024, for an appropriation of $468,500 in available ARPA funds to complete the project and recommends the City Council adopt the proposed resolution.
DISCUSSION
Background
On September 25, 2014, the California State Senate passed Senate Bill (SB) 445, requiring all single-walled UST’s designed and constructed before January 1, 1997, to be permanently closed no later than December 31, 2025. According to the single wall (SW) UST Health and Safety Code Section 25299, all SW UST’s that are not removed by this date will be red tagged by Contra Costa Health Services (CCHS) and subject to financial penalties of $500 to $5,000 per day. The existing UST system, designed in 1996 and installed in 1997, consisted of a 12,000- gallon, single-walled tank, related piping, a fuel pump, fuel island, and overhead canopy. As such, CCHS notified the City that the UST qualified for mandatory replacement and therefore must be closed by December 31, 2025.
The City of Pleasant Hill Police Department Underground Storage Tank Replacement Project which was identified in the approved Capital Improvement Plan (CIP) FY 2022 – 2027, includes removal and disposal of the existing, single-walled UST system located at the rear parking lot, and installation of a new, double-walled UST, in compliance with State regulations. The approved CIP allocated $1,200,000 in ARPA funds for this project, and on October 16, 2023, the City Council awarded the construction contract to Petro-Analytical, Inc.
The original scope of work (See Exhibit A) included the removal and replacing of the existing 12,000-gallon tank, canopy, dispenser, and associated piping. In addition, the contract called for a new leak detection system and inventory control system. The contract documents called for the new, double-walled tank to be installed in the same location as the existing, single-walled tank.
Analysis
Unexpected, differing site conditions, encountered in the field, required revisions to the original contract scope (See Exhibit B); the resulting change order work included:
• Existing UST closure in-place
• Soil Management
• Water Management
• New UST location
• Site Restoration
During excavation for the UST removal, the contractor discovered the Police Department’s water main was 30” closer to the existing tank than was identified by CCWD, and excavation was halted due to safety concerns. In order to protect the integrity of the water main, it was necessary to adjust the original scope of work. Permits were obtained from the regulatory authorities and the project shifted to a “closure in-place” approach in lieu of the original removal and replacement concept. The existing, inert (filled with concrete) UST was cleaned, degassed, certified as clean, and left in its original location. While the City completed the closure in-place permitting process with the regulatory agencies, dewatering was required to keep the existing empty tank (prior to being filled with concrete) from floating in the continuously recharging groundwater and potentially damaging the water main.
The closure in-place of the existing tank necessitated installing the new double-walled tank in a new location. The contractor identified the area adjacent and perpendicular to the single-walled tank’s location as a suitable alternative, and the new site was excavated and shored.
Groundwater continued to recharge into the new site, requiring continuous dewatering; 21,000 gallons of groundwater were transported from the new site and properly disposed of. Additional work at the new location included the testing, transport, and disposal of the excavated soil; the installation of shoring, and a hold-down apparatus to protect the integrity of the trench and provide stability to the new tank. The excavation was then backfilled with gravel. The new tank was filled with 10,000 gallons of freshwater ballast again to keep the tank from floating in a pool of recharging groundwater.
Based on a very strong odor associated with the excavated soil and groundwater, the soil and groundwater were stockpiled onsite pending analytical results. Per our UST permit requirements, and at the direction of the Contra Costa County Environmental Health department, all excavated soil and stored groundwater was managed as “contaminated” per protocol pending analytical results. Soil and groundwater samples were obtained per code, and a laboratory analysis was performed with results evaluated by a professional geologist. All analytical results were deemed favorable with no remediation activities required by the regulatory agencies. Approximately 650 tons of excavated soil was then loaded, transported, and appropriately disposed of in Vacaville.
The new, double-walled tank was installed on August 1, 2024, and all regulatory testing is ongoing, as is the installation of all piping, the new fuel dispenser, the new canopy, and site restoration. Repaving of the rear parking lot will be completed as part of the City’s upcoming pothole repair project. All work is expected to be completed by the end of October 2024.
Staff anticipates a do-not-exceed cost of $468,500 to complete all change order work, (see attached Exhibit B) and requests the change order work be funded from available ARPA funds.
Staff has confirmed with the Finance Division that there are sufficient ARPA funds to pay for the change order work (See Exhibit C).
On September 18, 2024, the Budget Committee reviewed staff’s request for an appropriation of $468,500 in available ARPA funds to complete the project and recommended the City Council adopt the proposed resolution.
FISCAL IMPACT
There is no fiscal impact to the General Fund as this change order will be funded by available American Rescue Act Funds.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department.
The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt Resolution.
ALTERNATIVES TO RECOMMENDED ACTION
None Recommended
ATTACHMENT(S):
Proposed Resolution
Exhibit A – Original Scope of Work
Exhibit B – Change Order Request
Exhibit C – ARPA Projects and Programs Summary
Prepared by: Ann James, Public Works Director
Reviewed by: Erick Cheung, Finance Manager
Approved by: Ethan Bindernagel, City Manager