HomeMy WebLinkAbout5.c. Receive Bids/Award Contract, Fule Tank Replacementj � � �
CITY OF ROSII�+iOUNT
EXECUTIVE SUMMARY FQR ACTION
CITY COUNCIL NlEETING DATE: August 3, 1993
AGENDA ITEM: Receive Bids/Award Contract AGENDA SECTION:
Fuel Tank Replacement Old Business
PREPARED BY: Ron Wasanund AGENDA 1�'C�►/1 ,j,� � �
Public Works Director/Building Official 1 1 GIYI 7t'
ATTACHI�iENTS: Bid Tabulation APP D Y:
Memo, EPA Reg's
We have prepared plans and specifications and rec ived bid for the
replacement of the fuel tanks and pumps at our maintenance facility.
Bids were received from companies certified by E.P.A. to do this work.
Their bids were opened on July 23, 1993 at 10:00 a.m. Low bid was
$71, 908 . 00 and high bid was $114, 835.00 . The bid tabulation is
attached for your review.
The 1993 C. I.P. budget includes an item for this tank removal . Based
upon earlier verbal quotes we budgeted $30, 000 for this item. There
is obviously not enough budgeted. We are required by regulation to do
something with our existing tanks. Our discussion on this item will
list alternatives for your consideration.
The alternatives that we have identified are.
1. Accept the bids and award a contract to the low bidder, Pump and
Meter Service.
2 . Accept the bids and award a modified contract to the low bidder,
Pump and Meter Service delaying portions of the wark until next
year and budget the difference in the 1994 budget .
3 . Reject all bids, solicit quotes for the removal of our existing
tanks and purchase all fuel from the pumps of a vendor such as
Dakota County.
The pros and cons of each will be discussed.
RECON�SENDED ACTION: None
COiTNCIL ACTI4N:
2
BID TABULATION �
CIN OF ROSEMOUNT,MN ..
PUBUC'WORKS VEHICLE FUELING SITE
PROJECT NO.93380
S'�.� r„4+.��,,s M;�..v.r.,t�.. ��„�� 1��..- `�J4t��-- �uC
c�ky�► ���-
ITEMt-FUELTANKREMQVAL �� 41� lQ �� �t O$�P ����
ITEM 2-CONTAMINATED SOII ' L���� G�v0� �t� (� 1 ZDO
ITEM 3-PRODUCT DISPOSAI Z O00 �(�(7 ����Q� ��Q
lTEM 4-NEW TANK INSTALLATION ��D�3� S3 �T{� �Z�6;� �'S�p
ITEM 5-PUMP ISLAND �"('�I`C� rp�� �^IZ�'� 2���
ITEM 6-AGGREGATE SUBBASE ((��� I� �$ ,C�ZZ
ITEM 7-SITE ELECTRICAL ����0 fp��j+� 1p�?� q ��
ITEM 8-CONCRETE CURBING �'��O � ��3'� l d SC�
9TEM 9-FUEL DISPENSERS �,��O � ��j�- 4'7$�' $ �,
ITEM 10-TANK MONITORING tol��0 ��rp� �"t�3 .3i g��
ITEM i t-FUEL MGMT SYSTEM l Z 0�� ����� ���� �Z�Q
FUEL TANK RfPLACEMENT MEMO
Tank Monitorina; This is the sensing points, interconnecting wiring and computer software to
detect any leaks that occur in the tanks or piping.
Fuel Manag�ment System: This is a card control system for the pumps. It consists of a
magnetic strip card reading program that turns on the pump, records the fitl and automatically
prints the usage records. This systern consists of computer hardware, software and the
necessary interconneet wiring.
The EPA and MPCA reguiations require us to replace or test our tanks this year 6ecause they
are more than 20 years old. The cost to test the tanks is approxirnately $2,500 per tank. We
have 3 tanks. If the tanks test OK we have until 1998 to do the replacement. If the tanks do
not test OK we will have 30 days to have them removed. We know they must be removed
eventually so 1 feel we should proceed with the replacement on some scale and do it at our
convenience within the required times.
The other alternatives that we have identified and the pros and cons for each of them are:
1. Accept the bids and award a contract to Pump and Meter Service #or the entire bid
system. This approach will atlow the City to be in immediate comptiance with the
regulations; it wiil allow us to install a secure system of dispensing fuel where every
gallon is recorded to an individual department and vehicle; and it will allow the fueling of
more than one piece of equipment at a time by providing access to two sides of the
pump island.
The downside of this scenario is that we will need to spend an additional $41,90$ from
C.I.P, reserves.
2. The next alternative would be to award a contract to Pump and Meter Service for the
system as bid and deduct the fuel management system. That would save 511,442 for
this year. However, we would need to budget for it in subsequent years. All of the
other benefits of a new system would apply here.
The draw back to this scenario is that it delays an autornatic recording system that we
desperately need for proper expense tracking. We now record everything by manual
entry on a log sheet. Some fiils are not recorded and some inadvertently get recorded
irnpraperly. There have been months where there was as much as 250 gatlons of fuel
pumped but not recorded.
3. The last alternative cansidered is to simply remove the existing tanks for now and
purchase fuel from Dakota County's Highway Department for an interim period. This
sounds like the mast attractive scenario based solely on budget expenditures. However,
we are not sure the County can or wiN do this. We are waiting for a response from
them. Trying to buy frorn a commercial vendor such as a local station is not practical for
large pieces ofi equipment such as the aerial fire truck, the grader or the big loaders.
2
FUEL TANK REP�ACEMENT MEMO
Their facilities are not designed for these types of vehicles.
We feel it is necessary to have a City fueling facility. The current location seems practical even
if the maintenance facility would be retocated.
We would Iike to see the bid awarded for the whole package, however, we are cognizant of the
cost and the impact an the budget. We will be able to operate without the fuel management
system but feel that we should proceed with the tank replacement now.
3
PAGc 16
�__HAT DQ YOU HAVE Tfl DO? Minimum Requirements
You must have Leak Detection,CaRosion Protection, and SpilUOvefill Prevention.
For yy�you have to add these to you�tank system,see t�e chart on the right -
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NEW TANKS • Mfontt�ly Monitoring'
2 Ct,oicas • Monthly{nventory Control and Tank Tightness Testing Every 5 Years
(You can ony use dvs.choics for 1d yea's ahsr irstaltacon.a"
� EXtSTtNG TANKS • Monthly Monitoring'
3 Cho/caa • M�nthty lnventory ConVoi and AnrtuaJ 7ank T'�ghtness 7es5nq
The chart at ttre bottom of ��'81°°a"°"h'b°�s°d�"Dl�°°°mt'°r t99e,)
iha nezf page displays • Monthly inventory Contro!and Tank Tightness TesSng Every 5 Years
these Choicas. (11'�s���4MY��f°r 10 yaars ahsr addu�g aortasion procection and
sp+'p/ov�rfiq provsncon or unn7 Dscamber 19f8,whichever data is tatsr.)'"
NEW�EXISTING • Automatic Flow Resvic:ar • Annual Line Tes�ng
PRESSURIZED PIPiNG • Automatic Shutoff Device -and- • Mon�ty'ivlcnitoring`
Cha/ca of on�from aach sat • COf1b�UCUS AI?t1T1 SyStEfl1 t°x°°P�au°°^utse sank gauqing}
N�1N� EXISTING � Monthiy Monitaring'
SUCTfON P9PINC (eueepc isromaoe ar,sc gaugin9)
3 Chalcas • Line Tes�ng Every 3 Years
• No Requirements
(if�ss system tus�e Csara::ers.ic dascibed in the tw!reguJarior+s)
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NEW TANKS • Caated and CaL`�ocic2lfy ProteCed Stee!
3 Cholcas • FibergiZss
• Steel T2nk ciad with Fibetgl25s
FJClST1NG TANKS • Same OpDons as for New T2nks
e Cholcas ' • Add Ca�odic Protec�on Sys�em
• intenor Lining
• interior Lining and CaLtioCic Pratectian
NEW PfPtNG • Ccaied and Cathcdically Prctec:ed Steel
Z ChoJcas __ ._ ( • Fbergf�5s ._
. EXISTING PIFtNG • Same Options as for New Piping
Z Choica� • Cathodic2ily Protected Steel
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ALL TANKS • Catchment Basins •and- • Automatic Shutoff Devices -or-
• Overfiil Atarms -or-
• Bali Float Valves
' Monthly Monitoring inc:udes: Au:omatic Tank Gau�ng Ground-Water Monitoring
Vaxr Monitoring C'.her Aparoved Methods
fnters�tiai Monitoring
" Very smaif tanks may also be able io use mawa!tanic ga��r.y(see pa7e 35).
. , �. .
PAGc 17
� WHEN D�J YOU HAVE TU ACT? tmportant oead��nes
" For y�}�gi you have to do,see the chart on the left.
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New Tanks and Piping' At instalfation At installation At insiaJiation •
Existing Tat�ks.. "
lnstalled: By No Later Than:
Before 1965 or unlcnown .Decembe�t989
1965-1969 December 1990
1970-1974 December 1991 December 1Q98 December 1998
1975-1�79 December 1992 ,
1980-December 1988 December 1993
:.; �
Existing Piping•. •
Pressurized De�ember 1390 December 1998 Does not�pty
SuC�on Same as ezisting December 1998 Does not a�piy
tanits
' New tanks and piping are those installed a�terDecamber 1988 '
" Existing tanks and piping are those insatted before Oecember S?88 -
tF YQU CHO�SE TANK TIGHTNESS TESTING�AT EXISTING USTs . . .
1!you don't use mon:hly monitoring at existing USTs,you musi use a combination of periodc tank
tightness tests and monthly inventory cantrol. 7his cambined method can only be used for a few
years,as the chart below disalays.
�
A Do moMhly irnentory
; Was the UST'upc,raded', Was it'upgraded' : canvol and a tank 6ghtness
which means does it have YES ; before Y�S �: tesi eve►v 5 vears unti!
- v carrosion protection and December 1988? t?98;then do monthiy
' x spilVove�ll preve�tion monitoring.
„ devices?
v x:
�
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. . � NQ �O � � . . �
� Do marthly invsntory Do monthly irnentory
� corttrol and a tank tightness - cornrol and a tank tightnass
>' test�verv vazr urrol 1998; "� tesi everv 5 vears for 10
�;; then'upgrade'. For years atter'upgra�ng'; .
'upgraded'USTs,use the :>: then do manthly monitoring.
box on tha right. ,_ �.
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