HomeMy WebLinkAbout09 - Vapor Recovery System UpgradesCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. y
June 9, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Frank Tran
949 -644 -3340 or ftran @city.newport- beach.ca.us
SUBJECT: PHASE II ENHANCED VAPOR RECOVERY SYSTEM UPGRADES -
COMPLETION AND ACCEPTANCE OF CONTRACT NO. 4042
RECOMMENDATIONS:
1. Accept the completed contract work.
2. Authorize the City Clerk to file a Notice of Completion.
3. Authorize the City Clerk to release the Labor and Materials bond 35 days after
the Notice of Completion has been recorded in accordance with applicable
portions of the Civil Code.
4. Release the Faithful Performance Bond 1 year after Council acceptance.
DISCUSSION:
In 2000, the California Air Resources Board (CARB) adopted the state's Enhanced
Vapor Recovery (EVR) program to further reduce smog- forming emissions from
gasoline dispensing facilities. The program consists of two phases. Phase I, completed
in 2005, focused on capturing gasoline vapors during the transfer of gasoline from a
tanker truck to a gasoline dispensing facility's underground storage tank. Phase II will
recover gasoline vapor emissions generated during the refueling of motor vehicles and
from the storage of gasoline at a gasoline dispensing facility.
On September 23, 2008, City Council authorized the award of the Phase II Enhanced
Vapor Recovery System Upgrades Project to Tafoya & Associates ( Tafoya). Under
Contract, Tafoya upgraded the existing vapor recovery system by installing a CARB
certified Hea" vapor recovery tank at the General Services Corporate Yard and at the
Police Facility fueling stations.
Phase II Enhanced Vapor Recovery System Upgrades - Completion and Acceptance of Contract No. 4042
June 9, 2009
Page 2
Upon testing the system at the Corporate Yard, Tafoya could not complete the required
compliance test due the system's inability to maintain pressure. Tafoya was directed by
the City to perform two helium tests to locate the source of the problem. It was
discovered subsequent to the helium tests that a large piece of concrete, left over from
the initial tank installation in 1981 had torn a small hole in the top of the single -wall
fiberglass fuel tank. To implement a repair, the fuel tank was drained of fuel and a
different contractor repaired the fuel tank. The $9,400 fuel tank repair was funded by a
General Services maintenance account. After the fuel tank repair, Tafoya returned on
May 19 to perform a final compliance test which passed. The cost for the two helium
tests and the additional compliance test was $5,017.
The contract has now been completed to the satisfaction of the Public Works
Department. The construction costs were:
Original bid amount: $58,971.00
Actual amount of bid items constructed: $58,971.00
Total amount of change order: $5,017.00
Final contract cost: $63,988.00
The final construction cost of $63,988 is 8.5 percent over the original bid amount.
A summary of the project schedule is as follows:
Estimated completion date per June '08 schedule: March 11, 2009
Project award for construction: September 23, 2008
Estimated completion date at award: March 26, 2009
Actual substantial construction completion date: May 19, 2009
Total project costs were:
Tafoya & Associates $63,988.00
Fuel Tank repair (paid under a different account) $9,400.00
Incidentals $143.34
Total Project Cost $73,531.34
Environmental Review:
This project was exempt from the California Environmental Quality Act (CEQA) pursuant
to Section 15301 of the CEQA Guidelines. This exemption covers the minor alteration of
existing public facilities with negligible expansion of the facilities in areas that are not
environmentally sensitive.
Phase 11 Enhanced Vapor Recovery System Upgrades - Completion and Acceptance of Contract June 9, 2009
Page 3
Funding Availability:
Funds for construction were expended from the following account:
Account Description
Fuel System Upgrade
Vapor Recovery
Prepared by:
Frank Tran
Associate Civil Engineer
Account Number Amount
7611- C8002009 $63,988.00
Total
Submitted by:
$63,888.00
aaum
Director