Public Works Agency
www.santa-ana.org/public-works
Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 16, 2024
TOPIC: Fire Station 75 Fuel System Replacement
AGENDA TITLE
Award a Construction Contract to Fleming Environmental, Inc. for the Fire Station 75 Fuel System Replacement (Project No. 22-6020) (General Fund)
RECOMMENDED ACTION
1.Award a construction contract to Fleming Environmental, Inc. in accordance with the base bid in the amount of $584,667, subject to change orders (not to exceed 25% of the base bid amount) in accordance with the Greenbook: Standard Specifications for Public Works Construction, for fuel system replacement at Fire Station 75 for the term beginning upon execution of the contract and ending upon project completion, and authorize the City Manager to execute the contract.
2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $818,534, which includes $584,667 for the construction contract, $87,700 for contract administration, inspection, and testing, and a $146,167 project contingency for unanticipated or unforeseen work.
3. Approve an amendment to the FY 2023-24 Capital Improvement Program to include $818,534 in construction funding approved in FY 2021-22 and 2022-23 proposed budget for the Fire Station.
4. Determine that, pursuant to the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER-2024-14 was filed for project 22-6020.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency’s Parks, Fleet, and Facilities team maintains most City facilities, including ten Orange County fire stations. After assessing the fire facilities, it was identified that the underground fuel storage tank at Fire Station 75 was in need of removal and installation of a new above ground storage tank due to the environmental condition of the subsurface soils in the vicinity of the existing underground tanks. The upgraded fuel system and tanks will meet South Coast Air Quality Management District
Fire Station 75 Fuel System Replacement
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requirements, with adherence to the most recent fire code related to setbacks and existing structures.
The scope of work includes installing one 2,000-gallon diesel fuel underground storage tank on engineering reinforced slab, install one new dispenser, design and construct a new canopy, install a new diesel exhaust fluid (def) tank and dispensing system, and remove the existing 4,000-gallon diesel/gasoline fuel underground storage tank and corresponding dispenser.
Public Outreach and Contractor Participation
To provide an opportunity for local vendors to submit bids, the City notified a total of 1,968 regional vendors via PlanetBids, several of which are Santa Ana based. A total of four bids were received. No bids were received from any Santa Ana contractors.
As legally required, a Notice Inviting Bids was advertised in the Orange County Register newspaper on February 1, 2024 and February 5, 2024. The project was also advertised in PlanetBids on January 9, 2024. Bids were received electronically via Planetbids on February 28, 2024. No bid protest was submitted by any of the bidders during the bid protest period.
Bid Results Summary
Rank Bidder’s Name Location Base Bid
1 Fleming Environmental Inc. Fullerton, CA $584,667
2 GEMS Environmental Management Services Concord, CA $746,658 3 Metro Builders & Engineers Group Newport Beach,
CA
$750,211
4 EEC Environmental Orange, CA $920,813
A total of four bids were received and all were deemed responsive. Fleming Environmental, Inc. submitted the lowest responsive base bid in the amount of $584,667 (Exhibit 2). As specified in the bid documents, the lowest bid shall be determined on the basis of the base bid. Based on the bid analysis and a contractor’s reference check, staff recommends awarding the construction contract to Fleming Environmental Inc. in the amount of the base bid totaling $584,667 (Exhibit 3). This Southern California contractor specializes in underground and above-ground storage tanks, tank compliance testing, and designated operators. They have previously constructed new propane fueling stations at the City of Santa Ana Corporate Yard and constructed the Maple Street Bike Storm Drain CDS Project.
Project Delivery
To deliver a complete project, in addition to the construction contract, the estimated total project delivery cost includes construction administration, inspection, and testing, along with an allowance for contingencies to account for unexpected or unforeseen Fire Station 75 Fuel System Replacement
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conditions. Construction administration and inspection includes construction management and implementation of the labor requirements.
As indicated in the Cost Analysis (Exhibit 4) and as summarized in the table below, the estimated total construction delivery cost of the project is $818,534.
Project Item Total
Construction Contract Bid Amount $ 584,667
Construction Administration, Inspection, Testing $ 87,700 Project Contingencies $ 146,167
TOTAL ESTIMATED CONSTRUCTION DELIVERY COST $ 818,534
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Review No. ER-2024-14 was filed for the project 22-6020.
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $818,534, which includes construction, contract administration, inspection, and testing, and authorized contingencies of $146,167. All funds are available for expenditure in Fiscal Year 2023-24, however any remaining balances not expended at the end of the fiscal year will be presented to City Council for approval of Carryovers to Fiscal Year 2024-2025.
The proposed contract enables staff to authorize change orders (not to exceed 25% of the base bid) in accordance with the Greenbook: Standard Specifications for Public Works Construction, if necessary, for contingencies. Staff expects to utilize other available Public Works appropriations if a contingency becomes necessary to complete the project. If there are no other available appropriations, then Staff will return to City Council with a project update and recommendations.
The following table summarizes the funds budgeted for expenditure to deliver construction of this project:
Fiscal
Year
Accounting
Unit
Fund
Description
Accounting Unit,
Account Description Amount
2023-24
01115330-
62300
(22-6020)
Fire
Suppression
Fire Suppression –
Contract Services -
Professional
818,534
Total $818,534
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EXHIBIT(S)
1. Location Map
2. Bid Proposal
3. Construction Contract
4. Cost Analysis
5. Capital Improvement Project Worksheet
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, Acting City Manager