CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: September 15, 2026
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Oriana Hart, Public Works Director
Department: Public Works
Subject: Award of Contract for Corporation Yard Fuel Filling Station Upgrade (CIP No. 25.03) =========================================================================================== RECOMMENDATIONS:
That the City Council authorize the City Manager to execute a contract with Stroupe Petroleum Maintenance, Inc. for the Corporation Yard Fuel Filling Station Upgrade Project, CIP No. 25.03, in the amount of $73,435, and authorize the City Manager to approve change orders up to 10% of the contract award, or $7,344, if needed PROCESS OF AGENDA ITEM:
If the item remains on the Consent Calendar, no presentation is required, and the item will be approved as part of the Consent Calendar. If the item is removed from the Consent Calendar, it will be heard as a regular agenda item and will proceed as follows:
• Presentation by staff
• Council questions and discussion
• Public comment
• Council deliberation and action
EXECUTIVE SUMMARY:
The Corporation Yard Fuel Filling Station Upgrade Project will replace the existing fuel dispensers and associated equipment at the City's Corporation Yard at 714 Johnson Street. The existing fuel station equipment is past its useful life, with parts and labor becoming increasingly difficult to obtain, and the existing facility is out of compliance with applicable California Air Resources Board (CARB) requirements. The proposed work includes replacement of two fuel dispensers, installation of new fuel filters, anti-siphon valves, dispenser containment, electrical and plumbing components, dispenser pan sensors, shear valves, and associated equipment. The work also includes removal of the existing pumps and plumbing, installation and startup of the new dispensers, calibration and functional testing, and cleanup of the work area. The City received a proposal from Stroupe Petroleum Maintenance, Inc. in the amount of $73,435. The project is included in the City's Capital Improvement Program with $85,000 in General Fund – Measure U funding.
BACKGROUND:
TheCorporation Yard fuel filling station is located at 714 Johnson Street and is used to fuelCity vehicles and equipment.
The City's Capital Improvement Program identifies the Corporation Yard Fuel Filling Station Upgrade as Project No.
25.03. The project was identified to address the age and condition of the existing fuel dispensing equipment and to bring the fueling station into compliance with current CARB requirements. The existing pumps are past their useful life, and parts and labor necessary for repairs are becoming increasingly unavailable. The project includes replacement of the existing fuel dispensers and associated equipment while maintaining the City's existing fueling station. The proposed work is intended to provide reliable fueling equipment for continued City operations while addressing the identified regulatory requirements.
DISCUSSION:
The City obtained a proposal from Stroupe Petroleum Maintenance, Inc. for the fuel station upgrade in the amount of $73,435. The proposed scope includes the replacement of two fuel dispensers and associated equipment, including fuel filters, anti-siphon valves, dispenser containment, conduit, sensors, shear valves, and miscellaneous plumbing and electrical supplies. The contractor will also remove the existing pumps and plumbing, install the replacement equipment, start up and calibrate the dispensers, validate system operation, provide a startup report, and clean up the Agenda Item Number 3 Agenda Item Number 3
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work area. The proposal includes the removal of two sections of the existing dispenser island by a subcontractor and includes the applicable Sebastopol CUPA fire permit. The proposed work is identified as a California public works project and will be subject to applicable prevailing wage and public works requirements.
The estimated project costs are summarized in Table 2 below:
Description Amount
Construction Contract Award $73,435
Construction Contingency (20%) $7,344
Total Estimated Project Cost $80,779
The Project is funded through available roadway maintenance and/or Capital Improvement Program funding sources.
Funding Programmed into the FY 26-27 CIP summarized in Table 3 below:
Funding Sources Amount
100 – General Fund – Measure U $85,000
Budget Approved in FY26/27 CIP Program $85,000
STAFF ANALYSIS:
The Corporation Yard fuel station is an operational asset that supports the City's fleet and field operations. The existing equipment has reached the end of its useful life and is increasingly difficult to maintain. In addition, the fueling station is not currently meeting applicable CARB requirements. Continuing to operate the existing system without the proposed upgrade would leave theCity with an aging fueling system and an identified regulatory compliance issue. The proposed project provides an opportunity to address both issues through a single upgrade rather than continuing to make repairs to equipment for which parts and specialized service are becoming less available. Replacing the dispensers and associated components will also provide the City with updated monitoring and safety equipment and a more reliable fueling system for ongoing municipal operations. Given the age of the existing equipment and the nature of work at an existing fueling facility, the requested contingency provides reasonable flexibility to address conditions that may not be apparent until the existing equipment is removed, while maintainingCouncil control over costs beyond the authorized contingency.
CITY COUNCIL GOALS/PRIORITIES/AND OR GENERAL PLAN CONSISTENCY:
This agenda item represents the City Council goals/priorities as follows:
• Goal 3 – Infrastructure. Maintaining high quality infrastructure, facilities and services includes repairing/ replacing outdated city facilities, improving streets, stormwater and wastewater infrastructure.
This agenda item represents the City Council General Plan Consistency (if applicable):
• Circulation CIR 1-11: Provide high quality regular maintenance for existing and future transportation facilities including streets, sidewalk, and paths.
PUBLIC COMMENT:
This agenda item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date.
COMMUNITY OUTREACH:
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This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. As of the writing of this staff report, the City has not received any public comment on this item. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of this item.
FISCAL IMPACT:
The proposed contract amount is $73,435, with authorization for change orders of up to 10% of the contract award, or $7,344, if needed. This results in a maximum construction authorization of $80,779. The project has $85,000 in General Fund – Measure U funding programmed in the Capital Improvement Program.
Construction Contract Award: $73,435
20% Construction Contingency: $7,344
Total Construction Authorization: $80,779
RESTATED RECOMMENDATION:
That the City Council authorize the City Manager to execute a contract with Stroupe Petroleum Maintenance, Inc. for the Corporation Yard Fuel Filling Station Upgrade Project, CIP No. 25.03, in the amount of $73,435, and authorize the City Manager to approve change orders up to 10% of the contract award, or $7,344, if needed to address unforeseen field conditions, quantity adjustments, or other necessary work associated with completing the project. The project will replace aging fuel dispensing equipment, improve the reliability of the City's fueling facility, and address the existing California Air Resources Board (CARB) compliance requirements identified for the Corporation Yard fuel station.
CITY COUNCIL OPTION(S):
1. Award the construction contract to DC Electric
2. Reject all bids and direct staff to rebid the Project.
3. Provide other direction to staff.
ATTACHMENT(S):
1 – Resolution
2 – Proposal
3 – CIP Sheet
APPROVALS:
Department Head Approval: Approval Date: 9/8/26
CEQA Determination (Planning): Approval Date: 9/8/26
Administrative Services (Financial) Approval Date: 9/8/26 Costs authorized in City Approved Budget: Yes ☐ No ☐ N/A Account Code (If applicable) Funds
City Attorney Approval: Approval Date: 9/8/26
City Manager Approval: Approval Date: 9/8/26
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CITY OF SEBASTOPOL
RESOLUTION NO. XXXX-2026
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH STROUPE PETROLEUM MAINTENANCE, INC. FOR THE CORPORATION YARD FUEL FILLING STATION UPGRADE PROJECT (CIP NO. 25.03) IN THE AMOUNT OF $73,435 AND AUTHORIZING CHANGE
ORDERS UP TO TEN PERCENT OF THE CONTRACT AWARD
WHEREAS, The City of Sebastopol has identified the Corporation Yard Fuel Filling Station Upgrade Project (CIP No.
25.03) to replace aging fuel dispensing equipment at the City's Corporation Yard and address applicable California Air Resources Board (CARB) compliance requirements; and WHEREAS, The existing fuel dispensing equipment is past its useful life, and parts and labor necessary for continued repairs are becoming increasingly difficult to obtain; and WHEREAS, The proposed project includes replacement of the existing fuel dispensers and associated plumbing, electrical, containment, monitoring, and safety components, as well as startup, calibration, testing, and related work necessary to place the upgraded fueling system into service; and WHEREAS, The City received a proposal from Stroupe Petroleum Maintenance, Inc. in the amount of $73,435 for the Corporation Yard Fuel Filling Station Upgrade Project; and WHEREAS, The project is included in the City's Capital Improvement Program with $85,000 in General Fund – Measure U funding; and
WHEREAS, Staff recommends authorizing a construction contingency in the amount of ten percent (10%) of the contract award, or $7,344, to provide flexibility to address unforeseen field conditions, quantity adjustments, and other necessary work associated with completing the project; and WHEREAS, The total construction authorization, including the ten percent contingency, shall not exceed $80,779; and
WHEREAS, The City Council finds that authorizing the contract will allow the City to replace aging fuel dispensing equipment, improve the reliability of the Corporation Yard fueling facility, and address the existing CARB compliance requirements identified for the facility.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sebastopol hereby authorizes the City Manager to execute a contract with Stroupe Petroleum Maintenance, Inc. for the Corporation Yard Fuel Filling Station Upgrade Project (CIP No. 25.03) in the amount of $73,435, upon receipt of the requisite contract documents, insurance, and other required documentation.
BE IT FURTHER RESOLVED that the City Council authorizes a construction contingency of up to ten percent (10%) of the total contract award, or $7,344, if needed, for unforeseen field conditions, quantity adjustments, and other necessary work associated with completing the Project, including work necessary to replace aging fuel dispensing Agenda Item Number 3
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equipment and address the California Air Resources Board (CARB) compliance requirements identified for the Corporation Yard fuel station.
The above and foregoing Resolution was duly passed, approved, and adopted at a meeting by the City Council on the 15th day of September 2026.
I, the undersigned, hereby certify that the foregoing Resolution was duly adopted by the City of Sebastopol City Council by the following vote:
VOTE:
Ayes:
Noes:
Abstain:
Absent:
APPROVED: _______________________________________
Mayor Jill McLewis
ATTEST: _______________________________________________________________ Mary Gourley, City Manager
APPROVED AS TO FORM: __________________________________________________ Alex Mog, City Attorney
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Description
SCOPE OF WORK TO BE PERFORMED:
* Supply and install the following parts for (2) dispensers:
(1) Wayne Select Fleet Single Suction Pump Dispenser with Pulse Output Interface, Explosion Proof Junction Box, 24 VDC Proportional Solenoid Valve, Hose Hanger and standard warranty (3/G7201 P/2) (1) Wayne Select Fleet Twin Suction Pump Dispenser with Pulse Output Interface, Explosion Proof Junction Box, 24 VDC Proportional Solenoid Valve, Hose Hanger and standard warranty (3/G7203P/2) (2) CimTek 400MB10 Gas Filter (70120)
(1) CimTek 4001 O Diesel Filter (70015)
(2) MR 9101000AV AntiSiphon Valve
(2) Bravo pedestal mount for Select Fleet above ground dispenser sump epoxy, galvanized steel (3) Bravo Boss mount bracket for product valves
(3) Bravo Flexible 3", 2", and 1 1/2" combination fitting, includes BR2x1 1 /2" insert (3) Bravo 3/4", 1" galvanized conduit, single sided flexible entry boot (2) Veeder Root Stand Alone Dispenser Pan Sensor
(3) 1.5" Double poppet female x female Shear Valve
(X) Miscellaneous plumbing and electrical supplies
* Arrive on site
* Secure work area
* Remove existing pumps and plumbing
* Install Bravo boxes, plumbing and dispensers
* Start up dispensers
* Purge and calibrate dispensers
* Validate function
* Submit start up report
* Cleanup work area
* Leave site
NOTE:
* Per CUPA Lance MacDonald, under dispenser containment required. * Use existing hanging hardware.
* Will add (1) Ey for solenoid valve conduit. Additional labor may be required. * This is a Prevailing wage site. Stroupe Petroleum Maintenance, Inc. understands that this is a California Public Works project and will comply with Labor Codes 1771, 1775, 1776,1777.5, 1813, and 1815 that include but are not limited to the payment of prevailing wages, certified payroll reporting, training fund contributions, and apprentice obligations. * Quote includes Sebastopol CUPA fire permit.
* Quote includes the removal of dispenser island (2 sections) by subcontractor DEPOSIT REQUIRED: $20,000
Amount
$73,435.00
Bill to
SEBASTOPOL, CITY OF
7120 BODEGA AVE
SEBASTOPOL, CA 95472
Ship to
SEBASTOPOL, CITY OF (CORP.
YARD)00002
714 JOHNSON ST
SEBASTOPOL, CA 95472
Quote #: q11457 Quote Date: 6/18/2026
Stroupe Petroleum Maintenance,
Inc
2985 Dutton Ave.
Suite 5
Santa Rosa, CA 95407
Phone: (707) 5777307
Fax: (707) 5770586
[email protected]
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This is a Prevailing wage site. Stroupe Petroleum Maintenance, Inc. understands that this is a California Public Works project and will comply with Labor Codes 1771, 1775, 1776,1777.5, 1813, and 1815 that include but are not limited to the payment of prevailing wages, certified payroll reporting, training fund contributions, and apprentice obligations. * Quote includes Sebastopol CUPA fire permit.
* Quote includes the removal of dispenser island (2 sections) by subcontractor DEPOSIT REQUIRED: $20,000
Amount
$73,435.00
Exclusions and Additions:
* Additional hours for travel and/or site time will be billed at time and materials.
* Any permits and/or reinspection.
* Any unforeseen items or parts needed.
* Any return trip to make repairs.
* Any standby time.
* All hazardous waste will be drummed, labeled and left on site. * Site is responsible for removal of hazardous waste materials. * Any equipment that will not come apart or is rusted together. * All repairs.
Pricing on this proposal will be valid for 15 days. All EXCLUSIONS AND ADDITIONS will be billed on a time and materials basis at $195.00 per hour, overtime and doubletime are applicable.
PAYMENT TERMS: All of the above scope to be completed for the total sum shown below, plus any additions or exclusions; will be paid within 15 days upon receipt of invoice. All credit card payment will incur a 3.5% financing fee.
THE TERMS AND CONDITIONS ON THE FOLLOWING PAGES OF THIS PROPOSAL ARE INCORPORTATE HEREIN.
Any alterations or deviation from the above specs involving extra cost of material or labor will be executed upon written order for same and will become an extra charge over the sum mentioned in the contract.
All agreements must be made in wriitng. Pricing on this proposal is valid for 15 days from date of proposal.
Stroupe Petroleum Maintenance,
Inc
2985 Dutton Ave.
Suite 5
Santa Rosa, CA 95407
Phone: (707) 5777307
Fax: (707) 5770586
[email protected]
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Category
Project Corporation Yard, 714 Johnson Street
City-owned Buildings & Site Projects
Project No: 25.03
Location:
Corporation Yard Fuel Filling Station Upgrade
2026-27 2027-28 2028-29 2030-31
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2029-30
FY25-26
Estimated
9000 - Estimated Actual 85,000 0
EXPENDITURE TOTALS 85,000 0
FUNDING SOURCES
100-General Fund - Measure U 85,000 0
FUNDING TOTALS 85,000 0
DESCRIPTION: Upgrade the filling station to meet new Air Resources Board (CARB) requirements. The project includes replacement of pumps with vapor capture system, monitoring system, and site lighting.
JUSTIFICATION: The existing pumps are past their useful life with parts and labor to repair becoming non-existent. The filling station is out of compliance with CARB requirements.
GENERAL PLAN Goals and Policies: City is out of compliance with State CARB regulations for fuel filling stations. 63 Agenda Item Number 3
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