HomeMy WebLinkAbout2004-3751
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RESOLUTION NO. 2004-375
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH AND ISSUANCE OF A PURCHASE ORDER TO
GLADSTEIN, NEANDROSS AND ASSOCIATES LLC IN THE AMOUNT
OF $153,610.00 TO DESIGN A CNG/LCNG FUELING STATION FOR
THE CITY OF SAN BERNARDINO.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL
OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. Gladstein Neandross and Associates LLC is the most
responsive bidder for the design of a LNC/LCNG Fueling Station in the City of
San Bernardino. A Professional Services Agreement is awarded accordingly to
said Vendor in the total amount of $153,610.00. Such award shall be effective only
upon said agreement being fully executed by both parties. The Mayor is hereby
authorized and directed to execute said contract on behalf of the City; a copy of the
agreement is attached hereto as Amendment 1 and incorporated herein. The
Purchasing Manager is hereby authorized and directed to issue a purchase order
which references this resolution to said vendor in the amount of $153,610.00
SECTION 2. Any amendment or modification thereto shall not take effect or
become operative until fully signed and executed by the parties and no party shall
be obligated hereunder until the time of such full execution. No oral agreements,
amendments, modifications or waivers are intended or authorized and shall not be
implied from any act or course of conduct of any party. This resolution is
rescinded if the parties to the contract fail to execute it within sixty (60) days of
the passage of this resolution.
2004-375
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH AND ISSUANCE OF A PURCHASE ORDER TO
GLADSTEIN, NEANDROSS AND ASSOCIATES LLC IN THE AMOUNT
OF $153,610.00 TO DESIGN A CNG/LCNG FUELING STATION FOR
THE CITY OF SAN BERNARDINO.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by
the Mayor and Common Council of the City of San Bernardino at a i t. reg.
meeting thereof, held on the 6th day of December 2004, by the
following vote, to wit:
Council Members: AYES NAYS ABSTAIN ABSENT
ESTRADA x
LONGVILLE x
MCGINNIS x
DERRY x
KELLEY x
JOHNSON _g_
McCAMMACK x
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this 9-to day of
kill"
as to form and legal content:
James F. Penman,
h'Valles, Mayor
of San Bernardino
2004-375
PROFESSIONAL SERVICES AGREEMENT
(City of San Bernardino/ Gladstein, Neandross and Associates LLC)
1. IDENTIFICATION
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement" herein) is entered into by and between
the City of San Bernardino, a California municipal corporation ("City" herein) and Gladstein, Neandross and
Associates LLC, a California Limited Liability Corporation ("Consultant" herein).
2. RECITALS
2.1 City has determined that it requires the following professional services from a consultant:
The design of a Liqified Natural Gas to Compressed Liquified Natural Gas(LNG/LCNG) Fueling Station.
2.2 Consultant represents that it is fully qualified to perform such professional services by virtue of its
experience and the training, education and expertise of its principals and employees. Consultant further represents
that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set
forth in this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and
Consultant agree as follows:
3. DEFINITIONS
3.1 "Scope of Services": Such professional services as are set forth in Consultant's April 7, 2004
proposal to City, and the Request for Proposal to Design a Liquified Natural Gas/Liquified to Compressed Natural
Gas (CNG/LCNG)Fueling Station dated February 4, 2004, all attached hereto as Exhibit A -I and A-2, and
incorporated herein by this reference.
3.2 "Approved Fee Schedule": Such compensation rates as are set forth in Consultant's
September 2, 2004 fee schedule to City attached hereto as Exhibit B and incorporated herein by this reference.
3.3 "Commencement Date": December 10, 2004
3.4 "Expiration Date": March 31, 2006 .
4. TERM
The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall expire at
11:59 p.m. on the Expiration Date unless extended by written agreement of the parties or terminated earlier in
accordance with Section 16 below.
5. CONSULTANT'S SERVICES
5.1 Consultant shall perform the services identified in the Scope of Services. City shall have the right
to request, in writing, changes in the Scope of Services. Any such changes mutually agreed upon by the parties, and
any corresponding increase or decrease in compensation, shall be incorporated by written amendment to this
Agreement. In no event shall the total compensation and costs payable to Consultant under this Agreement exceed
the sum of S153,610.00, unless specifically approved in advance, in writing, by City.
637247.1 ATTACHMENT 1
2004-375
5.2 Consultant shall obtain a City business license and establish an office within the City of San
Bernardino prior to commencing performance under this Agreement. Consultant shall perform all work to the
highest professional standards of Consultant's profession and in a manner reasonably satisfactory to City.
Consultant shall comply with all applicable federal, state, and local laws and regulations (including the conflict of
interest provisions of Govemment Code Section 1090 and the Political Reform Act (Government Code Section
81000 et seq.)). During the term of this Agreement, Consultant shall not perform any work for another person or
entity for whom Consultant was not working at the Commencement Date if both (i) such work would require
Consultant to abstain from a decision under this Agreement pursuant to a conflict of interest statute; and (ii) City has
not consented in writing to Consultant's performance of such work.
5.3 Consultant represents that it has, or will secure at its own expense, all personnel required to
perform the services identified in the Scope of Services. All such services shall be performed by Consultant or
under its supervision, and all personnel engaged in the work shall be qualified to perform such services.
Erik Neandross shall be Consultant's project administrator and shall have direct responsibility for management of
Consultant's performance under this Agreement. No change shall be made in Consultant's project administrator
without City's prior written consent.
5.4 Substitution of Key Personnel. Consultant has represented to the City that certain key personnel
will perform and coordinate the Services under this Contract. Should one or more of such personnel become
unavailable, Consultant may substitute other personnel of at least equal competence upon written approval by the
City. In the event that the City and Consultant cannot agree as to the substitution of the key personnel, the City shall
be entitled to terminate this Contract for cause, pursuant to the provisions of Section 16.
5.5 City hereby consents to Consultant's subcontracting portions of the "Scope of Work" to the party
identified below for the functions described in Consultant's proposal. Consultant shall include in the subcontract
Agreement the stipulation that Consultant, not City, is solely responsible for payment of the sub consultant for the
amounts owing and that the sub consultant shall have no claim, and shall take no action, against City , its officers,
directors, employees or sureties for nonpayment by Consultant.
SUB CONSULTANT'S NAME/ADDRESS
Fuel Solutions, Inc.
Los Angeles, CA 90025
AMEC Earth and Environmental
Santa Barbara, CA
City & County Soil Engineering & Testing Corp.
Ontario, CA
MDC Engineers
Los Angeles, CA
DESCRIPTION OF WORK
Mechanical Systems
Environmental Documentation
Geotechnical Engineering
Electrical Engineering
Consultant shall also include in the subcontract Agreements the stipulation that the sub consultants shall maintain
adequate insurance coverage as required in Section 11.
6. COMPENSATION
6.1 City agrees to compensate Consultant for the services provided under this Agreement, and
Consultant agrees to accept in full satisfaction for such services, payment in accordance with the Approved Fee
Schedule.
6.2 Consultant shall submit to City an invoice, on a monthly basis or less frequently, for the services
performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the
637247,1 ATTACHMENT I
2004-375
billing period and the amount due. Within ten business days of receipt of each invoice, City shall
notify Consultant in writing of any disputed amounts included on the invoice. Within thirty
calendar days of receipt of each invoice, City shall pay all undisputed amounts included on the
invoice. City shall not withhold applicable taxes or other authorized deductions from payments
made to Consultant.
6.3 Payments for any services requested by City and not included in the Scope of Services shall be
made to Consultant by City on a time -and -materials basis using Consultant's standard fee
schedule.
All reports, documents or other written material ("written products" herein) developed by Consultant in the
performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use
or dissemination by City. Consultant may take and retain copies of such written products as desired, but no such
written products shall be the subject of a copyright application by Consultant.
8. RELATIONSHIP OF PARTIES
Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall
have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an
agent. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant's
employees, except as set forth in this Agreement. Consultant shall not represent that it is, or that any of its agents or
employees are, in any manner employees of City.
9. CONFIDENTIALITY
All data, documents, discussion, or other information developed or received by Consultant or provided for
performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without prior
written consent by City. City shall grant such consent if disclosure is legally required. Upon request, all City data
shall be returned to City upon the termination or expiration of this Agreement.
10. INDEMNIFICATION
10.1 The parties agree that City, its officers, agents, employees and volunteers should, to the extent
permitted by law, be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys' fees,
litigation costs, or any other cost arising out of or in any way related to the performance of this Agreement.
Accordingly, the provisions of this indemnity provision are intended by the parties to be interpreted and construed to
provide the fullest protection possible under the law to City. Consultant acknowledges that City would not enter
into this Agreement in the absence of Consultant's commitment to indemnify and protect City as set forth herein.
10.2 To the fullest extent permitted by law, Consultant shall indemnify, hold harmless and defend City,
its officers, agents, employees and volunteers from and against any and all claims and losses, costs or expenses for
any death or injury to any person and damage to any property resulting from any alleged intentional, reckless,
negligent, or otherwise wrongful acts, errors or omissions of Consultant or any of its officers, employees, servants,
agents, or sub consultants in the performance of this Agreement. Such costs and expenses shall include reasonable
attorneys' fees incurred by counsel of City's choice.
10.3 City shall have the right to offset against the amount of any compensation due Consultant under
this Agreement any amount due City from Consultant as a result of Consultant's failure to pay City promptly any
indemnification arising under this Section 10 and related to Consultant's failure to either (i) pay taxes on amounts
received pursuant to this Agreement or (ii) comply with applicable workers' compensation laws.
637247.1 ATTACHMENT 1
2004-375
10.4 The obligations of Consultant under this Section 10 shall not be limited by the provisions of any
workers' compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or
laws as to City, its officers, agents, employees and volunteers.
10.5 Consultant agrees to obtain executed indemnity agreements with provisions identical to those set
forth here in this Section 10 from each and every sub consultant or any other person or entity involved by, for, with
or on behalf of Consultant in the performance of this Agreement. In the event Consultant fails to obtain such
indemnity obligations from others as required herein, Consultant agrees to be fully responsible and indemnify, hold
harmless and defend City, its officers, agents, employees and volunteers from and against any and all claims and
losses, costs or expenses for any damage due to death or injury to any person and injury to any property resulting
from any alleged intentional, reckless, negligent, or otherwise wrongful acts, errors or omissions of Consultant's sub
consultants or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this
Agreement. Such costs and expenses shall include reasonable attorneys' fees incurred by counsel of City's choice.
10.6 City does not, and shall not, waive any rights that it may possess against Consultant because of the
acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this
Agreement. This hold harmless and indemnification provision shall apply regardless of whether or not any
insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.
11. INSURANCE
11.1 During the term of this Agreement, Consultant shall carry, maintain, and keep in full force and
effect insurance against claims for death or injuries to persons or damages to property that may arise from or in
connection with Consultant's performance of this Agreement. Such insurance shall be of the types and in the
amounts as set forth below:
11.1.1 Comprehensive General Liability Insurance with minimum limits of One
Million Dollars ($1,000,000) for each occurrence and in the aggregate for any
personal injury, death, loss or damage.
11.1.2 Automobile Liability Insurance for vehicles used in connection with the
performance of this Agreement with minimum limits of One Million Dollars
($1,000,000) per accident for bodily injury and property damage.
11.1.3 Worker's Compensation insurance as required by the State of California.
11.1.4 Professional Liability Insurance with a minimum limit of One Million Dollars
($1,000,000) per occurrence.
11.2 Consultant shall require each of its sub consultants to maintain insurance coverage that meets all
of the requirements of this Agreement.
11.3 The policy or policies required by this Agreement shall be issued by an insurer admitted in the
State of California and with a rating of at least A:VII in the latest edition of Best's Insurance Guide.
11.4 Consultant agrees that if it does not keep the aforesaid insurance in full force and effect City may
either (i) immediately terminate this Agreement; or (ii) take out the necessary insurance and pay, at Consultant's
expense, the premium thereon.
11.5 At all times during the term of this Agreement, Consultant shall maintain on file with City's Risk
Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required
amounts. Consultant shall, prior to commencement of work under this Agreement, file with City's Risk Manager
such certificate(s).
637247.1 ATTACHMENT I
rrzOOSYS,
11.6 Consultant shall provide proof that policies of insurance required herein expiring during the term
of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such
proof will be furnished at least two weeks prior to the expiration of the coverages.
11.7 The general liability and automobile policies of insurance required by this Agreement shall
contain an endorsement naming City, its officers, employees, agents and volunteers as additional insureds. All of
the policies required under this Agreement shall contain an endorsement providing that the policies cannot be
canceled or reduced except on thirty days' prior written notice to City. Consultant agrees to require its insurer to
modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail
written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice
provisions.
11.8 The insurance provided by Consultant shall be primary to any coverage available to
City. Any insurance or self-insurance maintained by City, its officers, employees, agents or
volunteers, shall be in excess of Consultant's insurance and shall not contribute with it.
11.9 All insurance coverage provided pursuant to this Agreement shall not prohibit Consultant, and
Consultant's employees, agents or sub consultants, from waiving the right of subrogation prior to a loss. Consultant
hereby waives all rights of subrogation against the City.
11.10 Any deductibles or self -insured retentions must be declared to and approved by the City. At the
option of City, Consultant shall either reduce or eliminate the deductibles or self -insured retentions with respect to
City, or Consultant shall procure a bond guaranteeing payment of losses and expenses.
11.11 Procurement of insurance by Consultant shall not be construed as a limitation of Consultant's
liability or as full performance of Consultant's duties to indemnify, hold harmless and defend under Section 10 of
this Agreement.
12. MUTUAL COOPERATION
12.1 City shall provide Consultant with all pertinent data, documents and other requested information
as is reasonably available for the proper performance of Consultant's services under this Agreement.
12.2 1n the event any claim or action is brought against City relating to Consultant's performance in
connection with this Agreement, Consultant shall render any reasonable assistance that City may require.
13. RECORDS AND INSPECTIONS
Consultant shall maintain full and accurate records with respect to all matters covered under this
Agreement for a period of three years after the expiration or termination of this Agreement. City shall have the right
to access and examine such records, without charge, during normal business hours. City shall further have the right
to audit such records, to make transcripts therefrom and to inspect all program data, documents, proceedings, and
activities.
14. NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day
of delivery if delivered by hand, facsimile or overnight courier service during Consultant's and City's regular
business hours; or (ii) on the third business day following deposit in the United States mail if delivered by mail,
postage prepaid, to the addresses listed below (or to such other addresses as the parties may, from time to time,
designate in writing).
637247A ATTACHMENT]
2004-375
If to City:
City of San Bernardino
300 North D Street
San Bernardino, CA 92418
Attention: Jim Sharer
With a courtesy copy to:
15. SURVIVING COVENANTS
If to Consultant:
Erik Neandross
Gladstein, Neandross and Associates LLC
3015 Main Street Suite 300
Santa Monica, CA 90405
The parties agree that the covenants contained in Section 9, Section 10, Paragraph 12.2 and Section 13 of
this Agreement shall survive the expiration or termination of this Agreement.
16. TERMINATION
16.1. City shall have the right to terminate this Agreement for any reason on five calendar days' written
notice to Consultant. Consultant shall have the right to terminate this Agreement for any reason on sixty calendar
days' written notice to City. Consultant agrees to cease all work under this Agreement on or before the effective
date of any notice of termination. All City data shall be returned to City upon the termination of this Agreement.
16.2 If City terminates this Agreement due to no fault or failure of performance by Consultant, then
Consultant shall be paid based on the work satisfactorily performed at the time of termination. In no event shall
Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of
the services required by this Agreement.
17. GENERAL PROVISIONS
17.1 Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in
whole or in part, without City's prior written consent, and any attempt to do so shall be void and of no effect. City
shall not be obligated or liable under this Agreement to any party other than Consultant.
17.2 In the performance of this Agreement, Consultant shall not discriminate against
any employee, sub consultant, or applicant for employment because of race, color, creed, religion,
sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or
sexual orientation. Consultant will take affirmative action to ensure that sub consultants and
applicants are employed, and that employees are treated during employment, without regard to their
race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental
handicap, medical condition or sexual orientation.
17.3 The captions appearing at the commencement of the sections hereof, and in any paragraph thereof,
are descriptive only and for convenience in reference to this Agreement. Should there be any conflict between such
heading, and the section or paragraph thereof at the head of which it appears, the section or paragraph thereof, as the
case may be, and not such heading, shall control and govern in the construction of this Agreement. Masculine or
637247t ATTACHMENT 1
2004-375
feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the
singular form and vice versa, in any place or places herein in which the context requires such substitution(s).
17.4 The waiver by City or Consultant of any breach of any term, covenant or condition herein
contained shall not be deemed to be a waiver of such term, covenant or condition or of any subsequent breach of the
same or any other term, covenant or condition herein contained. No term, covenant or condition of this Agreement
shall be deemed to have been waived by City or Consultant unless in writing.
17.5 Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by
statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for
herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of
the exercise, or the forbearance of the exercise by any party of any one or more of such rights, powers or remedies
shall not preclude the simultaneous or later exercise by such party of any of all of such other rights, powers or
remedies. In the event legal action shall be necessary to enforce any term, covenant or condition herein contained,
the party prevailing in such action, whether reduced to judgment or not, shall be entitled to its reasonable court
costs, including accountants' fees, if any, and attorneys' fees expended in such action. The costs, salary and
expenses of the City Attorney and members of his office shall be considered attorney's fees for the purpose of this
agreement. The venue for any litigation shall be San Bernardino County, California.
17.6 If any term or provision of this Agreement or the application thereof to any person or circumstance
shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to, the
extent necessary to cure such invalidity or unenforceability, and in its amended form shall be enforceable. In such
event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances
other than those as to which it is held invalid or unenforceable, shall not be affected thereby, and each term and
provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law.
17.7 This Agreement shall be governed and construed in accordance with the laws of the State of
California.
17.8 All documents referenced as exhibits in this Agreement are hereby incorporated in this
Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the
provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. This
instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated
herein. No other prior oral or written agreements are binding upon the parties. Amendments hereto or deviations
herefrom shall be effective and binding only if made in writing and executed by City and Consultant.
637247A ATTACHMENT 1
2004-375
TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute
this Agreement on the dates set forth below.
"City"
City of San Bernardino
Valles, Mayor
!a-y..c)
Attest: A
By: J&4) L
Rachel Clark, City Clerk
form and IeRal content:
am
James Penman,
"Consultant"
Gladstein, Neandross and Associates LLC
By:
Erik Neandross, Partner
Date:
637247.1 ATTACHMENT I
EXHIBIT Al
GLADSTEN, NEANDROSS & AsSOCIATES LLC Bni1So1 g an Environmentally
tally Responsible Futue
• April 7, 2004
Lynn Parker, Senior Civil Engineer
City of San Bernardino
300 North D Street, Third Floor
San Bernardino, CA, 92418
RE: Request For Proposals to Design a Liquefied Natural Gas/Liquefied to Compressed
Natural Gas (LNG/LCNG) Fueling Station
Dear Mr. Parker:
Thank you for the opportunity to provide the City of San Bernardino with a proposal to design a
liquefied natural gas/liquefied to compressed natural gas (LNG/LCNG) fueling station.
Gladstein, Neandross & Associates LLC (GNA) is a California limited liability company with its
principal office at 3015 Main Street, Suite 300, Santa Monica, CA 90405.
GNA is the nation's leading consulting firm for the development of LNG vehicle and refueling
infrastructure projects such as this. Throughout the United States, there are 64 unique LNG
projects of varying sizes. Of these 64, GNA has played an active role in the development of 32—
exactly half. GNA's most significant projects in this area include:
➢ The development of the nation's most successful planned clean fuel corridor, the
Interstate Clean Transportation Corridor;
➢ Acting as the primary consultant to the Mitsubishi Corporation on the development of an
LNG vehicle project development strategy to support the company's planned Port of
Long Beach LNG import terminal.
➢ The City of Los Angeles' only technical consultant for the development and support of
the city-wide alternative fuel infrastructure development plan. Thus far, GNA has been
involved in the development of three LNG and LNG/LCNG refueling station projects for
the City, and is now working on the fourth.
Through these projects and many others, GNA has developed a wealth of experience and
understanding of the varied and unique skill sets that will be required to bring this project to a
successful completion.
Because of both the City's and CALTRANS' unfamiliarity with LNG/LCNG refueling station
technologies, GNA understands that the City will need a contractor to act more like a "director"
for this project, instead of a "follower" that will sit back and wait for further instructions from
City staff and/or Caltrans. Continued progressive actions and persistence on the part of the
contractor selected will be the only way in which this planned refueling station will be
successfully developed.
GNA has been the prime consultant to the two other LNG refueling station projects developed
using CMAQ funding; Riverside County Waste Management Department's LNG refueling
station, and the City of Barstow's LNG/LONG refueling station. The City of Barstow's project is
extremely similar in scope to the City of San Bernardino's LNG/LONG refueling station. Both
• have a total budget of approximately $1.2 million, of which approximately $900,000 is CMAQ
funding; and both seek to develop a publicly accessible LNG/LCNG refueling station on City-
3015 Main Street, Suite 300 * Santa Monica, California 90405 * Ph: 310.314.1934 Fax: 310.314.9196 * www.giadstein.org 1J
owned land. Given GNA's experiences in Riverside and Barstow, GNA is confident that it will
be able to successfully navigate the CALTRANS process, while at the same time develop the
detailed LNG/LCNG refueling station specifications required for San Bernardino's project. 40
GNA also has extensive experience in developing very simple and straightforward LNG/LCNG
refueling stations that are capable of serving the needs of a large and diverse vehicle fleet. In the
last several years, GNA has successfully developed LNG/LCNG refueling stations for the City of
Tulare, City of Tulare, City of Redlands, City of Los Angeles, Grand Canyon National Park, and
many others. In each of these projects, the fleet served by the fueling station ranged from light -
duty passenger vehicles, to heavy-duty refuse collection and over -the -road trucks. Using the
experience gained from these projects, GNA is confident that it will be able to deliver a design
that is straightforward, efficient, cost-effective and most importantly, will meet the varied
demands of the City of San Bernardino's diverse fleet both now and in the future.
Lastly, GNA understands the extreme importance and dire need for this LNG/LCNG refueling
station as a strategic location along some of the nation's busiest heavgduty truck corridors. As
Project Director of the Interstate Clean Transportation Corridor, GNA recognizes and appreciates
the City of San Bernardino's efforts to support alternative -fuel trucks traveling along the
Interstate-215 and Interstate-10 Corridors, and the importance of this project to the City in its
continuing role as a major transportation hub in the western United States.
For this exciting project, GNA has assembled an expert team that brings together each of the
essential skill sets sought by the City of San Bernardino. GNA will be responsible for the overall
management of the project, including the development of all LNG/LCNG refueling station
specifications and plans. Fuel Solutions will assist GNA with the development of the technical
station specifications and drawing packages required for this project. AMEX Earth &
Environmental, Inc. (AMEC), based in Riverside, will be responsible for completing the
environmental review for this project, including the Environmental Assessment and Initial Study
for this project. To provide the electrical design and geotechnical investigations for this project,
GNA will retain the services of qualified firms that also meet the MBE/WBE requirements of this
RFP. City & County Soils will perform the geotechnical investigations and reporting, while
MDC Engineers will provide the electrical system design and drawings for this project.
Enclosed please find GNA's response to the City's "Request for Proposal to Design a Liquefied
Natural Gas/Liquefied to Compressed Natural Gas (LNG/LNG) Fueling Station." GNA has
attempted to provide thorough responses to each of the elements within the City's RFP. Should
you have any questions regarding the attached information, or should you desire additional
information or documentation from GNA, please do not hesitate to contact me at 310-3141934-
extension number 2.
Sincerely our/ss,,�/
Erik Neandross
0
%t►
EXHIBIT Al
1. SCOPE OF WORK •
In response to the City of San Bernardino's February 4, 2004 Request For Proposals to
Design a Liquefied Natural Gas/Liquefied to Compressed Natural Gas (LNG/LCNG)
Fueling Station, Gladstein, Neandross & Associates (GNA) has prepared the following
scope of work. For each task requested by City of San Bernardino, GNA has provided a
short summary of the work product and deliverables to be provided.
TASK 1: Analyze the site selected by the City of San Bernardino for its planned
LNG/LCNG fueling station (there are no alternative sites). Work with City of San
Bernardino staff to identify the best location of the LNG/LCNG fueling station
infrastructure on the site and obtain approval prior to proceeding to preliminary
engineering.
Task 1 - Proposed Scope of Work: Using its experience in the field, the initial design
concept being proposed, and feedback from City staff, GNA will develop an initial site
plan for this LNG/LCNG fueling station project showing equipment layout, entrance/exit
points, existing structures on the site, and other basic information. Important factors in
determining the best location will be: the location of the existing electrical power at the
site; the future locations of the natural gas dispensing points; the location of the fuel
station equipment in relation to nearby residential housing; the project budget; and other
such concerns. Conceptual drawings will be provided to the City for review and
further discussion. A final draft of the conceptual site plan will be developed and
• approved by the City prior to moving to Task 2 of this scope of work.
TASK 2: perform the preliminary engineering scope, including creation of site plan
detailing new LNG/LCNG fueling station, initial specifications of LNG/LCNG fueling
station infrastructure, and environmental documentation, to obtain City of San
Bernardino, CALTRANS, and governing body authorization to proceed with final design
and creation of construction documentation. Ascertain merits of inclusion of a recovery
system in the design to deliver boil -off post meter to the local natural gas grid
GNA believes this task to be one of the most critical for the successful completion of this
project. The key to this phase of the project will be the successful integration of the
consultant's LNG/LCNG refueling station technical expertise and understanding of the
complex and often burdensome CALTRANS process.
Because CMAQ funds are traditionally used to build roads, implement ride -share
programs, coordinate traffic signals and develop other more traditional road projects,
CALTRANS staff are often unfamiliar with LNG/LCNG refueling station technologies
and the process required to develop such a project. In fact, GNA is aware of only two
projects that have ever successfully used CMAQ funds to develop an LNG refueling
station — both of which GNA has played a lead consulting role. The first project to ever
use CMAQ funds to construct an LNG station was developed between 1998 and 2001 by
• the Riverside County Waste Management Department. The other project is an
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GLADSTEIN, NEANDROSS & ASSOCIATESLLC
LNG/LCNG station now being developed by the City of Barstow. As further detailed in •
Section 8, GNA has been the lead consultant on both of these projects. GNA feels it
important to note that the Barstow project has just recently received its Authority to
Construct from CALTRANS and will be issuing the construction RFP (using GNA's
assistance) in June 2004.
For this task, GNA has made two assumptions.
1. This project has already been entered into the Regional Transportation Plan
("RTP") by the City of San Bernardino and SANBAG.
2. The City of San Bernardino already has a Master Agreement with CALTRANS.
Should these assumptions be incorrect, GNA will be happy to assist the City with this
required first step (entering the project into the RTP). However, this work will fall
outside of the scope being proposed herein and will require either a contract amendment
or a separate agreement. Developing a Master Agreement with CALTRANS is
something that unfortunately falls beyond GNA's capabilities. Should this be required,
the continued development of this LNG/LCNG refueling station project will be halted
until such time as the San Bernardino City Council enters into such an agreement.
Task 2 - Proposed Scope of Work: In addition to the initial conceptual plan approved
by the City in Task 1 above, GNA will develop the preliminary specifications for this
LNG/LCNG refueling station. These specifications will include such information as total
bulk storage capacity, number of pumps, number of dispenses, fueling rates for each •
dispenser, etc. For this task, GNA will make use of the existing fleet turnover and
associated fuel demand data already developed by the City.
Based upon the Estimated Annual Alternative Fuel Throughput data provided by the City
in its design RFP, GNA believes that the City's LNG/LCNG refueling station will very
likely experience boil -off and venting of the fuel from the bulk tank. This will result
because the facility will initially be underutilized. While underutilized in years 1 and
maybe 2, GNA agrees with the City's minimum equipment specifications details in
Section 5.0 of the RFP that a 15,000-gallon LNG bulk storage tank will be the ideal size
for the City's fueling station, especially in years 3, 4, 5 and beyond.
To address the anticipated boil -off issue, GNA will assess the feasibility of a vapor
recovery system to be included as part of the design for this project. GNA believes that a
system designed to recover the gas and deliver it into either the local utility grid, or to the
City's fleet maintenance facility for use may provide the simplest and most cost-effective
solution to this issue. GNA's findings will be submitted to the City in a formal written
report on the topic.
Upon approval of the initial conceptual design plan by the City, the development of the
initial specifications for this refueling facility, as well as the completion of its boil -off
recovery system analysis and report, GNA will initiate the Preliminary Environmental
Study (PES) that will be required by CALTRANS to meet NEPA and CEQA. For the •
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purposes of this proposal, the PES will be referenced by its other common names, an
Environmental Assessment (EA) or Initial Study (IS).
For the development of the EA/IS, GNA will rely on the expert services of its
subcontractor, AMEX Earth & Environmental, Inc. (AMEC). GNA will closely coordinate
AMEC's activities with CALTRANS to ensure that the appropriate CALTRANS officials
are present during the official site visit, are made aware of when the required public
hearings are scheduled, and are generally kept up to date on the project's status
throughout this entire environmental review period.
PLEASE NOTE: GNA's proposed scope of work for Task 2 assumes a straightforward
environmental review and the issuance of a Negative Declaration. Should an
Environmental Impact Study (EIS), or other more comprehensive technical studies (i.e
traffic analysis, hazardous materials investigations, etc.) be required, GNA looks forward
to working with the City of San Bernardino to address such additional efforts through a
contract amendment or under a separate agreement.
GNA also anticipates that the City of San Bernardino will provide assistance during the
environmental review phase of this project. Given the City's significant experience in
these areas, and its existing relationships with SANBAG and CALTRANS, GNA
believes that any assistance provided by City staff will help to reduce the amount of
funds required to be spent on consultanting fees. Ultimately, this will allow for a larger
portion of the available grant funds/budget for this project to be spent on the purchase
• and installation of actual LNG/LCNG refueling station hardware.
Also during this phase of the project, the City of San Bernardino will be required to
execute a "Program Supplement" to its Master Agreement with CALTRANS. To assist
the City in this process, GNA will supply staff with the conceptual deign plan,
LNG/LCNG refueling station specifications, and the preliminary environmental findings.
This information must be included in a City staff report that is put before the council for
approval. GNA will support these efforts as required, however, because this is an
agreement between the City and CALTRANS, much of the responsibility for this
Program Supplement will fall to the City.
GNA anticipates that a Mitigated Negative Declaration will result from this phase of the
project and CALTRANS will thus allow the commencement of the engineering and
design phase of the project by issuing the Authorization to Proceed. It is only at this
point will the project be allowed to proceed to Task 3.
TASK 3: Develop and complete final design and Bid Package. This task includes the
creation of detailed site drawings in a DWG format, equipment specifications, general
and technical construction specifications, construction schedule timeline, construction
cost estimates, and the contract documentation for the entire fueling station development
project. The bid package shall include all plans and specifications relating to the on -
City of San Bernardino LNG/LCNG Fuel Station p. 3
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GL,4mm N, NEANDROSS & ASSOCIATES LLC
and off -site improvements, relocation of any existing permanent facilities, retrofit of
LNGILCNG dispensers in the existing gasoline and diesel fueling islands, card lock
system, future system expansion, and such as required for governing body permitting. A
complete set of the site drawings shall also be delivered to the City in an electronic DWG
format.
Task 3 - Proposed Scope of Work: GNA will develop a complete "ready to issue" bid
package for the construction phase of the project based upon the accepted design and
approvals received through this point in the project. The package will include a complete
set of site drawings in a DWG format, equipment specifications, general and technical
construction specifications, construction schedule timeline, construction cost estimates,
and the contract documentation for the entire fueling station development project. The
bid package shall include all plans and specifications relating to the on- and off -site
improvements, relocation of any existing permanent facilities, retrofit of the existing card
lock system at the site, and capacity for future system expansion. A complete list of the
drawings to be included in the bid package is provided in Section 4 of this proposal.
The bid package developed by GNA will be considerate of the following codes and
standards:
1. California Code of Regulations, Title 8, Chapter 4, Subchapter 1, Unified
Pressure Vessel Safety Orders
2. California Code of Regulations, Title 24, (California Building Code) Part 2,
Volume 2 (provisions for structural engineering design)
3. NFPA 57, Liquefied Natural Gas Vehicular Fuel Systems Code
4. NFPA 59A, Standard for the Production, Storage, and Handling of Liquefied
Natural Gas (LNG), Chapter 10
5. NFPA 52, Compressed Natural Gas (CNG) Vehicular Fuel Systems Code
6. NFPA 70, National Electrical Code
7. ASME, SECTION VIII, Pressure Vessels
The final design and construction of the City's LNG/LCNG refueling facility will
conform to the above listed codes, other design and building codes not listed here, as well
as those codes and standard incorporated by reference.
GNA is intimately familiar with the changes that were being developed for California
Code of Regulations, Title 8, Chapter 4, Subchapter 1 between 2001 and 2002. However,
CaIOSHA has recently taken a new direction in regard to these anticipated changes.
Instead of modifying this document with additional, more complicated and potentially
conflicting requirements, CalOSHA seeks to streamline the Title 8 regulation to more
closely reflect the nationally accepted NGPA 52 and NFPA 57 code requirements. GNA
believes this to be the best direction for CalOHSA and the Title 8 document. As the
City's LNG/LCNG refueling station will meet the existing CCR Title 8 requirements, as
well as NFPA 52 and 57, GNA does not anticipate any conflicts or compliance issues
with applicable current codes at the time of station commissioning,.
•
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LA
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City of San Bernardino LNG/LCNG Fuel Station p. 4
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EXHIBIT Al
GLADSTEIN, NEANDROSS & ASSOCIATES LLC
• Upon completion of the draft bid package, GNA will submit the document to the City of
San Bernardino for review and comment. Comments will be incorporated in order to
finalize the RFP package. GNA will then work closely with the City of San Bernardino
to merge the LNG/LCNG refueling station bid package into the format required for a
standard City civil works project. For the purposes of this scope of work, GNA assumes
that the standard City bid package defines the DBE, MBE, WBE, and other federal bid
requirements that will be required by CALTRANS.
•
E
Although a small item, GNA has found that one of the most important pieces of the bid
package for any LNG, LCNG, LNG/LCNG or CNG refueling station is a well defined
and clear set of performance criteria. This performance criteria not only demonstrates to
the potential bidders the minimum levels of performance that the City will expect from
their LNG/LCNG refueling station, but they also are a tremendous help during the final
walk -though and sign -off of the facility. As an example, the following performance
criteria are included within the bid package developed by GNA for the City of Los
Angeles's most recent LNG/LCNG refueling station (the fourth such facility GNA has
assisted with City of LA with).
Operation
Minimum Performance
Criteria
Offloading 10,000-gallons of LNG from tanker truck
90-minutes
Saturating 15,000-gallons of LNG fuel
60-minutes
Simultaneous LNG dispensing through all 6 nozzles
25 to 40 GPM
Simultaneous CNG dispensing through all 4 nozzles
750 SCFM and 250 SCF
LCNG pump recharge of a completely empty high-
60-minutes
pressure storage system
By-pass of CNG ground storage by priority panel system
when storage is empty and CNG fuel is required at the
N/A
dispenser
ESD push-button, methane sensor and fire -eye activation;
N/A
and, subsequent call -out to the alarm company
Successful operation of the card -reader system
N/A
California Weights & Measures Certification of the two (2)
LNG Dispensers and all CNG dispensers
N/A
City of San Bemardino LNG/LCNG Fuel Station
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GL.4mm N, NEANDROSS & ASSOCIATES LLC
The bid package developed by GNA will be very similar in nature to the bid packages •
that GNA has already developed for eight (8) other existing LNG and LCNG/LCNG
refueling station projects. These eight (8) projects include LNG stations now being
successfully operated by: Riverside County Waste Management Department; City of Los
Angeles; City of Redlands; City of Tulare; Harris Ranch; SafewayNons; Sysco Food
Services of Los Angeles; and the Grand Canyon National Park. GNA believes that
basing its bid package on these proven examples will not only provide the City of San
Bernardino with a more cost-effective approach to this project, but will also serve to
ensure similar success to the projects listed above that are already operating LNG
stations.
As an example of the type of bid package that GNA anticipates developing for this
project, the RFP package developed by GNA for the City of Redlands is included in this
proposal in Appendix A. This RFP was used to successfully solicit bids for the City of
Redland's LNG/LCNG refueling station in late 2002. This project is extremely similar in
nature to the City of San Bernardino's project in many ways.
➢ Both City's operate a mixed fleet of light-, medium- and heavy-duty vehicles that
will gradually be replaced with natural gas powered vehicles.
➢ Both projects are adding an LNG/LCNG refueling system at an existing City fleet
yard where there is existing diesel and gasoline refueling equipment.
➢ Both require that the new LNG and CNG dispensers be integrated into the •
existing diesel and gasoline refueling system (including the card reader).
➢ Both projects are using federal funding (Redlands used FIFA funding) and
therefore have to meet certain federal requirements in order to spend the money.
➢ Both projects have approximately the same budget and seek the same size fueling
station.
As can be seen in Part H — Special Provisions (pp. 48 - 76) of the Redlands RFP Package,
the fuel station specifications are specific to the equipment and performance requirements
of the City's project, demonstrate compliance with applicable codes and standards, and
are considered to be at least the minimum industry standard. GNA is always extremely
conscious to deliver specifications that do not favor one particular contractor or
equipment provider over another. For this project, GNA seeks to mimic the work it has
recently completed for the City of Redlands.
Given the available budget and the size of the LNG/LCNG refueling station requested by
the City, the bid package must be developed in such a manner as to yield competitive
bids that fall within the available grant funds for this project. GNA is aware that the City
of San Bernardino does not have any additional budget and that proposals received must
meet or fall under the amount of grant funds available. Additionally, GNA is conscious
of the fact that the budget for this design phase must also be paid for using the available
grant funds.
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City of San Bernardino LNG/LCNG Fuel Station p. 6
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GLADSTEIN, NEANDROSS & ASSOCIATES LLC
With extensive experience in assisting agencies such as the City of San Bemardino to
• develop, release, and award bids for LNG/LCNG fueling stations very similar to this,
GNA is confident that the bid package developed for this project will solicit bids that
meet the available budget. GNA is very proud of its excellent track record in this area
GNA has never assisted in the development and release of an LNG/LCNG refueling
station bid package that did not yield proposals that fell within the available project
budget. In every instance, GNA's projects have been successfully awarded to a fuel
station contractor and constructed as per the RFP package. While some projects
have required additional negotiations with the most qualified bidder, GNA has always
been able to assist in matching the client's fueling facility needs with the available
budget.
Using the Redlands project as the example again, the bids received for this job were
slightly higher than the stated budget for this project. After a thorough review of the
proposals received for this project, GNA and the City of Redlands selected the most
qualified (although not the lowest cost) bidder. A meeting was set up with the station
contractor to discuss how the project could proceed even though the contractor's quote
was above budget. Within less than one -hour, GNA was able to work with both of the
parties to slightly modify the scope of work to meet the available funding without
sacrificing the performance of the facility that was delivered to the City.
The RFP package developed by GNA will seek to solicit bids for this project using the
amount of funding available after including the cost of this design phase scope of work.
• However, due to its experience in developing similar projects to this using CMAQ
funding, GNA is aware that the CMAQ funds approved for this project ($911,859.00) can
be increased by 10 percent if required by the City. While these funds can be made
available to the City, GNA believes that the best approach is to design a fueling station
that can be built for the original grant amount not including this potential additional
$91,186.
•
The completion of this task will be signaled by the submittal of the construction RFP
package to CALTRANS. This is required in order that CALTRANS can review the RFP
and issue its Authorization to Construct. It is only at this time will the City be able to
release this RFP to potential bidders. (GNA also assumes that the City Council will have
to authorize the release of this big package following approval and Authorization to
Construct from CALTRANS.)
TASK4: It is anticipated that a Conditional Use Permit or Development Permit
shall be required as part of this project, to be issued through the City's Development
Services Department. Prepare appropriate traffic and environmental studies necessary
to support the project through the City's Design and Environmental Review process as
set forth by the City of San Bernardino's Development Services Department, and to
prepare all applications and staff reports associated with this process.
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GL4DSTEIN, NEANDROSS & ASSOCIATES LLC
Task 4a: If unable to perform within firm, obtain the services of an environmental
consultant, as a sub -consultant, to perform and prepare any environmental studies,
documents, and reports necessary to satisfy project governing body or CEQAINEPA
requirements.
Task 4- Proposed Scope of Work: Although GNA did request from the City's
Development Services Department a copy of the Conditional Use Permit application in
order that a thorough response and detailed scope of work could be provided within this
proposal, GNA was unable to secure an example application from the City. Therefore,
we are unaware of the exact kinds of technical studies (traffic, noise, environmental, etc.)
that will be required to secure this CUP and cannot commit to providing these potentially
complex and lengthy services within this proposal.
GNA does, however anticipate that a significant portion of the work completed during
Task 2 of this scope of work (EAIIS) will be able to be used to secure a Conditional Use
Permit from the City's Development Services Department. GNA believes that many of
the same requirements for securing a mitigated Negative Declaration can be also be used
during this task. GNA has included within this task the work required to utilize the
information obtained from Task 2 (EA/IS process) to prepare the necessary
documentation for presentation to the appropriate government agencies. GNA has also
anticipated that its attendance will be required at a maximum of three (3) community
meetings/public hearings.
Should more complex studies (traffic, noise, visual impact, full EIR, extensive •
community meetings, etc.) be required during this phase of the project, GNA looks
forward to working with the City of San Bernardino to address such additional efforts
through a contract amendment or under a separate agreement.
TASK 5: Support the City of San Bernardino during the construction bid process and
assist in bid evaluation and construction contractor selection including but not limited to
the preparation of bid prequalification requirements, conducting pre -bid conferences,
preparing staff reports, creating bid addenda in response to written questions, etc. This
task will require the design consultant to thoroughly review all bids received. The design
consultant will be expected to attend and provide detailed comments and insight into
each of the bids received during a one -day Bid Evaluation Meeting in the City of San
Bernardino.
Task 5 - Proposed Scope of Work: GNA will provide full support to the City of San
Bernardino during the construction bid, evaluation and award process. As shown in the
example City of Redlands RFP package, GNA always requires that all potential bidders
attend a pre -bid meeting at the City's site. Additionally, GNA requires that all bidders
meet specific requirements and have experience in the areas of LNG/LCNG refueling
station design and construction. Should the City request, GNA will prepare a pre -
City of San Bernardino LNG/LCNG Fuel Station P. 8
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GLADSTEIN, NEANDROSS & ASSOCIATES LLC
• qualification questionnaire to distribute to potential bidders before releasing the actual
RFP for the construction phase of this project.
GNA currently maintains a list of qualified vendors that will be provided notice of this
project. Additionally, as required by CALTRANS and the City's public works bid
process, a proper solicitation notice/advertisement will be placed within the San
Bernardino area newspapers and other appropriate outlets.
Following the release of the bid package for this project, GNA will coordinate and lead a
mandatory pre -bid site meeting with all vendors wishing to provide proposals for this
project.
GNA anticipates that at least one, but perhaps two bid addendums will be issued for this
project. GNA will field all questions submitted by potential bidders and prepare any and
all bid addendums for this project. Additionally, GNA will assist in the development of
the appropriate City staff reports required for and during this phase of this project.
Following the submittal of bids for this project, GNA will thoroughly review all
proposals received. GNA will complete a detailed review of each proposal and prepare
comments to share during the one -day bid evaluation meeting in the City of San
Bernardino.
GNA also suggests that the City extend invitations to participate on the bid evaluation
• team to representatives from SANBAG, other departments within the City of San
Bernardino, CALTRANS, and the South Coast Air Quality Management District. GNA
has found that using this multi -agency approach will yield the best results for this project.
To assist this team to review and evaluate the proposals received, GNA will develop and
distribute to all members a bid evaluation and scoring sheet at the time the proposals are
submitted. GNA anticipates that it will lead the discussion during the one -day bid
evaluation meeting in order to solicit input from each of the team members.
From this one -day bid evaluation meeting, a successful contractor will be selected. GNA
will work with both parties to finalize the LNG/LCNG refueling station equipment and
specifications for this project. GNA will also assist the City of San Bernardino to execute
a contract with the selected vendor for this project.
TASK 6: Subsequent to the award of the construction contract, and to conclusion of the
construction period; the design consultant will review and approve shop drawings and
test report submittals, equipment purchase orders, and observe start-up and
commissioning of completed fueling facility to certify compliance with the design plans
and specifications. Included in task, the design consultant will assist the City in change
order request evaluation and resolution.
Task 6 - Proposed Scope of Work: Throughout the entire construction period, GNA
• will provide ongoing support to the City of San Bernardino. GNA will assist the City to
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GLADSTEIN, NEANDROSS & ASSOCIATES LLC
review and approve shop drawings and test report submittals, equipment purchase orders, •
and observe start-up and commissioning of completed fueling facility to certify
compliance with the design plans and specifications. If necessary, GNA will assist the
City to evaluate and make a determination on all change orders requested for this project.
It has been GNA's experience that the combination of a well -written RFP package
(including performance criteria) and a thorough review of the proposal selected for this
project will assist in verifying compliance with the design package and the development
of a fueling station that will best serve the City's needs. This combination of factors
should also minimize or eliminate change order requests for this project.
For this task, GNA anticipates that it will perform the following specific activities:
➢ Review of preliminary design drawings and equipment specifications submitted
by the contractor.
➢ Ongoing contact with the City of San Bernardino, permitting officials and the
contractor selected for this phase of the project to assist in the facilitation of the
permitting for this project.
➢ Bi-weekly meetings with the City of San Bernardino and the contractor to monitor
project implementation and construction activities.
➢ Observance of key construction activities including the pouring of the LNG tank
containment pad; the delivery and setting of the bulk LNG storage tank; the
delivery of the LNG pump skid, dispensers, and CNG subsystem equipment; the
system cool -down; the first LNG offload event; and the system start-up. •
➢ The final walk-through and inspection of the completed LNG/L.CNG refueling
station to certify compliance with the bid package, final design plans and
specifications, and performance criteria developed for this project.
Once completed, GNA also looks forward to assisting the City of San Bernardino to
coordinate a Grand Opening/Ribbon Cutting Ceremony for this project.
City of San Bernardino LNG/LCNG Fuel Station P. 10
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GLADSTEIN, NEANDROSS & ASSOCIATES LLC
• 2. DESIGN CONCEPT
Discussion of the initial station design concept, technical rationale for the initial
proposed design and equipment selections, and the approaches proposed to address the
requirements specified in this RFP
GNA understand the sensitive nature of this project in relation to the City of San
Bernardino's experiences with the Omnitrans CNG and LCNG projects and Omnitrans'
neighbors. GNA assumes that this experience is one of the primary reasons why the City
has indicated that its primary interest in the location of this facility is Site No. 2 (per the
plan distributed at the March 4"' Bidder's Conference). While serious consideration has
been given to Site No. 2, GNA believes that the area directly to the east of Site No. 1, in
combination with our proposed design concept, will prove to be the more ideal location
for this planned facility.
Specific to Site No. 2, GNA has observed the following disadvantages:
➢ Locating an LNG storage tank in this location will displace the parking spaces on
both sides of the existing chain -link fence. This ride -share facility and many
employee parking spaces will have to be relocated to 'another location on -site. It
is not known if the City has sufficient space to accommodate these displaced
parking facilities at other locations in the fleet yard or fuelling facility. Also,
• moving these facilities will require additional planning and work be performed,
both of which will add unnecessary expense to the project budget.
➢ The presence of LNG and LCNG storage tanks and equipment in this location
will require that the overhead power lines running along the west side of the
City's yard be moved to another location, or buried underground. This will add
unnecessary expense to the project budget.
➢ Code requires that the LNG storage tank be located a minimum of 50-feet from
the large building located to the south of the existing City fueling facility. This
will require that the building, or a portion of then building be demolished. GNA
does not believe this to be an option for this project. Even if it were, such work
would add unnecessary expense to a project with an already tight budget.
➢ As an alternative, to meet the 50-foot setback requirement, the LNG bulk storage
tank and all associated process equipment can be located towards the middle of
the of the east side of the City's fueling facility. However, GNA does not believe
this to be an efficient design for this facility as it will likely create congestion and
traffic flow problems among the typically large LNG and diesel powered vehicles
trying to refuel on the same side of the City's facility. Further, locating the
station equipment in this area may require that the access driveway between the
City's fleet yard and the fueling station be eliminated. GNA does not believe this
• is a desirable option for the City
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➢ The main electrical supply panel for this site is located to the north of the City's •
fueling facility. Therefore, the positioning of the LNG/LCNG refueling station
equipment at Site No. 2 will require an unnecessary amount of civil
improvements (underground trenching, underground conduit, repaving, etc.) to
connect the fueling station with the electrical panel. This added civil work will
add unnecessary expense to the project budget.
➢ For many reasons, GNA believes that a wall -mounted LNG dispenser is the best
option for this project (see below for additional information on the wall -mounted
LNG dispenser). As such, locating the fuel station equipment at Site No. 2 will
require that heavy-duty trucks and other LNG vehicle users access the southeast
corner of the City's fueling facility. This will also be the case for the 10,000-
gallon LNG transport truck delivering fuel to the station. This tanker -truck will
need to park in this location for at least one- to two -hours to complete the fuel
offloading process. GNA does not believe this to be an efficient design from a
congestion and traffic flow perspective. Having heavy-duty LNG trucks in this
location will interfere with the traffic flow resulting from other heavy-duty trucks
existing the diesel fueling lanes located immediately to the west of Site No. 2.
GNA has reviewed the minimum equipment specifications supplied by the City in
Section 5.0 of the RFP and believes these to be an excellent starting point for the
development of this project. Looking at the Estimated Annual Alternative Fuel
Throughput figured provided in Section 3.0 of the RFP, GNA agrees that a 15,000-gallon •
LNG bulk storage tank will provide sufficient storage capacity to meet the City's long-
term fueling needs through year 5 of the City's fleet vehicle conversion plan.
Typically, the "rule of thumb" in selecting a tank size for a project is to ensure that there
is sufficient storage volume on site (when the tank is full) to provide three -days worth of
fuel to the fleet being served. Using the data provided by the City in its RFP for this
project, one can see that even in year five when the daily LNG demand is expected to be
1,627-gallons, a 15,000-gallon bulk tank will provide approximately 6.5 days worth or
storage — more than two-times this "rule of thumb" minimum requirement.
Working from this 15,000-gallon bulk storage capacity minimum equipment
specification, GNA believes that its proposed initial station design concept will best
address the requirements specified in the City's RFP and also provide the most cost-
effective and efficient approach for this project. The key element of GNA's proposed
station design concept is the use of a horizontal LNG tank as opposed to the more
traditional vertical LNG tank installation.
HORIZONTAL TANK DESIGN
GNA proposes that the City utilize a horizontal LNG bulk tank design. Such a design
will reduce the overall visual impact of the LNG station. The lower profile will help to
reduce the potential concern raised by the residents located across the street from the
•
City of San Bernardino LNG/LCNG Fuel Station p. 12
EXHIBIT Al
GLADSTEm, NEANDROSS & ASSOCIATES LLC
City's fueling station, as well as minimize the amount of "unwanted attention" the bulk
• tank may attract from vandals.
LNG bulk storage tanks having a capacity of 15,000-gallons are made in two sizes. One
size is 10-feet (diameter) x 45-feet (height). The other tank, often called a "Fat Boy" is
12-feet (diameter) x 36-feet (height). The more common of the two tanks is the 45-foot
tall tank. This is also the less expensive of the two options as it is considered the
"standard." Because a "Fat Boy" tank is not a standard tank size, they are slightly more
expensive.
Common vertical tank installations in California utilize a concrete tank pad installed
either at grade level, or approximately six -feet below grade. In either case, GNA believes
that the City will be uncomfortable with a large vertical LNG tank being clearly visible at
a minimum of 30-feet, or a maximum of 45-feet above grade. This anticipated concern is
the principal reason why GNA is proposing a horizontal design. Such a design will
virtually eliminate any concerns over the potential visual impact of the LNG tank,
without sacrificing the efficiency or operational performance of the station.
While vertical LNG tanks have been more common to date, several more recent LNG
fueling station installations have decided to utilize a horizontal design. The two most
recent examples of this design can be seen at the Santa Monica Big Blue Bus
LNG/LCNG fueling station and the Los Angeles County Sanitation District LNG/LCNG
fueling station. Both of these facilities were opened in May 2004. Other LNG and
• LCNG fueling stations that have chosen this design include the two Omnitrans LCNG
stations, as well as Waste Management's LNG station in Palmdale, California. Photos of
each of these facilities are included at the end of this section.
•
Beyond simply a horizontal tank installation for this project, GNA proposes that the LNG
tank pad and containment pit be installed six -feet below grade level. With a four -foot
concrete masonry unit (CMU) wall installed above grade, only four -feet of the LNG bulk
tank will be visible. Should the City desire, the CMU wall can easily be extended an
additional four -feet in order to completely shield the LNG bulk from view. An example
of this proposed design is included at the end of this section.
While a submerged tank pad/containment pit this will add slightly to the cost of the
project, it is not beyond the available budget for this project. GNA believes that the
benefit this will bring to the project is worth the added investment. A four -foot CMU
wall will be required for this project regardless of whether the tank pad/containment pit is
located at grade of below grade. While the added cost of extending the CMU wall an
additional four -feet is relatively inexpensive, the City may wish to include this as an
optional bid item with the construction RFP. This way, if the budget will allow, it can be
added. If the budget will not allow for this addition, the facility can still be constructed to
meet the City's operational and fueling needs.
City of San Bernardino LNG/LCNG Fuel Station p. 13
GLADSTEIN, NEANDROSS & ASSOCIATES LLC
LOCATION OF THE LNG/LCNG FUELING STATION EQUIPMENT
GNA proposes that the LNG bulk storage tank and associated LNG/LCNG equipment be •
located to the north of the City's existing fueling facility, in the area directly to the east of
Site No. 1. GNA believes that this location for the natural gas refueling equipment is
ideal for a variety of reasons when compared to other potential locations at the site.
While this location will require that the existing hazardous materials storage facility be
relocated to another location, the cost of this will be far less than the potential added costs
that would result by locating the fueling station equipment elsewhere on the site. Further,
as the City has indicated in its response to question number 17 in the March 121h
Clarification document, this storage building will be relocated by the City and will not be
a part of GNA's scope of work. Certainly this will assist to keep the overall cost of this
project down in order that funding can be spent where it is most needed — to purchase and
install the LNG/LCNG refueling station equipment.
GNA believes that the area directly to the east of Site No. 1, combined with its proposed
horizontal tank design concept, will provide a facility that maximizes efficiency and cost-
effectiveness for the City, while minimizing the potential for concern and opposition to
this project from nearby residents. A summary of the advantages of this proposed
location follows:
➢ This location is the closest to the existing main electrical panel serving the City's
site. This will minimize the required civil work, and thus costs required to pull
new power to the new LNG/LCNG refueling station control panel.
➢ This location is able to meet the 50-foot setbacks to property lines and buildings •
as required by code without significant interruption or modifications to the
existing site and buildings and structures within the site.
➢ This location is located nearest to the main utility gas line located in Pershing
Ave. In the event that a boil -off recovery system is found to have merit and be
within the budget for this project, this will minimize the civil costs required for
this connection.
➢ The wall -mounted LNG dispenser, as well as the LNG offloading panel for the
bulk storage tank will be located in the northeast corner of the City's fueling
facility. This will minimize congestion and any disruption to the existing traffic
pattern at the site as it will separate heavy-duty diesel trucks fueling at the diesel
islands from both LNG trucks refueling and from the LNG tanker -truck delivering
fuel to the station. GNA also believes that locating the LNG offloading panel in
this location will maximize maneuverability for the LNG tanker truck. This is a
critical factor when selected a site location for an LNG fuel station as NFPA code
requirements will not allow LNG tanker trucks to back-up when exiting a site.
➢ This is the closest location to the City's existing unleaded fueling lanes/canopy
structure — the proposed location for the dual -hose CNG dispenser for this project.
•
City of San Bernardino LNG/LCNG Fuel Station p. 14
EXHIBIT Al
GLADSToN, NEANDROSS & ASSOCIATES LLC
. This will require the least amount of civil work (trenching, piping, new concrete,
etc.) be completed in order to locate this dispenser at the existing islands.
➢ There are no overhead power lines in this area, therefore, there will not be any
issue in locating the LNG storage tank and associated equipment at this location.
➢ The fuel station vent stack can be located at the far end of containment structure —
away from the location of nearby residential homes. Except during the Santa
Anas, GNA believes that the prevailing winds in the area blow from west to east —
away from the location of the nearby residential homes. While an extremely
minor design factor in most LNG fueling station, GNA believes that this location
of the vent system at this facility is politically important for this project.
WALL MOUNTED LNG DISPENSER
GNA believes that a wall -mounted LNG dispenser will provide the most cost-effective
approach for the City of San Bernardino in developing this station. This wall -mounted
LNG dispenser will be tied into a new card reader to be installed at this location. This
design will allow for a dedicated fueling area for LNG vehicles. This will help to
maintain good traffic flow at the site as the LNG vehicles will be separated from the
heavy-duty diesel vehicles fueling on the other side of the City's fueling facility. As the
City of San Bernardino's fleet of LNG vehicles grows over time, a second wall mounted
LNG dispenser can be added further to the west, or, a remote island mounted dispenser
• can be added in front of the initial wall -mounted unit.
REMOTELY LOCATED CNG DISPENSER
GNA believes that most cost-effective location for the installation of the new CNG
dispenser for this project will be at the east end of the existing unleaded gasoline fueling
island, in a location that is not under the existing canopy structure. The location of this
CNG dispenser will help to facilitate the traffic flow of the site as it will be removed from
traffic and vehicles fueling at the gasoline dispensers. The CNG dispenser will be
located on its own raised concrete island. The entire island will be protected by 6-inch
concrete filled bollards. The CNG dispenser will be tied into the existing card reader
located at this fueling island.
While the City has stated its interest in having the CNG located underneath the existing
canopy structure, GNA believes the following issues will make such a location cost -
prohibitive.
➢ This will require that the existing unclassified lighting and electrical be replaced
with new properly classified electrical fixtures. This will add unnecessary cost to
this project.
➢ There is simply not sufficient room between the existing gasoline dispensers and
• card reader. Locating the CNG dispenser underneath the canopy will require that
City of San Bernardino LNG/LCNG Fuel Station p. 15
GLADSTEIN, NEANDROSS & ASSOCIATES LLC
one of the gasoline dispensers be relocated. Not only will this be expensive, but it .
potentially could initiate a host of other inspection and compliance issues related
to the City's existing gasoline and diesel refueling equipment. This potential
"Pandora's Box" is one that GNA would rather not open.
At the end of this section, GNA has included several different example drawings to
demonstrate to the City the proposed design concept. These drawings include:
➢ The site plan provided by the City with an overlay of the proposed new
LNG/LCNG refueling station equipment.
➢ A scaled drawing and elevation of the proposed horizontal LNG tank and
containment pit installation.
➢ "Cartoon -drawings" showing the proposed new LNG/LCNG fueling station
equipment, a rendering comparing the proposed horizontal design and a vertical
installation (which is not being recommended).
➢ A plan and elevation drawing of the recently construction Los Angeles County
Sanitation District LNG/LCNG refueling station — a similar installation to the
design being proposed by GNA. (Please note: NexGen has provided these
drawings are for example purposes only and is in no way associated with the
project team submitting this proposal.)
GNA believes that these examples and demonstrations of the proposed design concept for
this project will provide an excellent indication of the facility GNA believes will work
best for the City of San Bernardino in terms of cost, efficiency and ease of development. •
L J
City of San Bernardino LNG/LCNG Fuel Station p. 16
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EXHIBIT A2
REQUEST FOR PROPOSAL TO
DESIGN A LIQUEFIED NATURAL
GAS/LIQUEFIED TO COMPRESSED
NATURAL GAS (LNG/LCNG)
FUELING STATION
FEBRUARY 49 2004
CITY OF SAN BERNARDINO, CALIFORNIA
S:\_Public Works\PW Design Section\Parker\LCNG Fueling Station.doc
EXHIBIT A2
TABLE OF CONTENTS
1. Introduction
2.
Existing Site Conditions................................................................................................1
3.
Description of the Fleets to be Served..................................................................2
4.
Scope of Work Requested............................................................................................3
5.
Minimum Equipment Specifications.....................................................................5
5.1 ....Applicable Codes and Standards..........................................................5
5.2 ... LNG Bulk Storage Tank....................................................................6
5.3 ... LCNG Capability............................................................................7
6.
Consultant's Responsibilities.....................................................................................7
6.1 ....Design.........................................................................................8
6.2 ... Proposal Evaluation and Support ..........................................................8
7.
Mandatory Proposer's Conference and Questions........................................8
8. Instructions for Submitting Proposals..................................................................9
8.1 Proposal Preparation and Submission....................................................9
8.2 Technical Proposals.......................................................................10
8.3 Cost Proposal........................................................................................................13
8.4 Statement of Qualifications, References and Personnel Resumes...................11
8.5 Trade Secrets........................................................................................................14
8.6 Rejection of Proposals..........................................................................................14
8.7 Withdrawal Or Revision of Proposal Prior to Due Date......................................14
9. Proposed Schedule..........................................................................................................13
10. Proposal Evaluation Procedure and Scoring Criteria................................14
10.1 . Evaluation Procedure......................................................................14
10.2. Scoring Criteria.............................................................................14
PointsPossible....................................................................................................14
ATTACHMENTS
"A" - DBE Good Faith Effort Documentation
"B" - Professional Services Agreement
S:\ Public Works\PW Design Section\Parker\LCNG Fueling Station. doe
EXHIBIT A2
1. Introduction
The City of San Bernardino, California (City), seeks the services of a qualified consultant to
provide a design for the East Valley Regional LNG/LCNG Fueling Facility, its planned public
access liquefied natural gas and compressed (from liquefied) natural gas (LNG/LONG) fueling
station site. The design shall include complete system and site drawings and equipment
specifications for the LNG/LCNG fueling station and the associated civil and structural
improvements (i.e. the drawing package including all necessary contract specifications and/or
drawings as needed). Upon completion of the design package, it will be used to solicit a design
consultant to carry out the construction phase of the project. The successful bidder will also
assist with the subsequent construction contractor selection process and project management for
the construction phase of this LNG/LCNG fueling station project. Responders are cautioned that
the person or agency that performs the design services for which this RFP is issued may be
precluded from receiving a contract to construct the facility that they have designed. (See e.g.,
77 opinions of California Attorney General. pg. 112, dated May 13, 1994, #94-207.)
The planned LNG/LCNG fueling station will be located at the intersection of Pershing and
Redick Streets on the west side of the Municipal Service Yard in San Bernardino. In it's first
year of operation, this station will fuel approximately 73 natural gas vehicles, ranging from light -
duty vehicles to heavy-duty refuse trucks. These vehicles will be primarily City -owned vehicles.
By 2007, the City anticipates that a total of 391 natural gas vehicles will be fueling at this
facility. Additional vehicles from both public and private fleets are also expected to use this
facility.
The initial committed throughput for the proposed LNG/LCNG fueling station is estimated at
215,000 OR 120,000 LNG gallons in the first year of operation, increasing to 1.07 million OR
600,000 LNG gallons in the fifth year of operation. It is expected that additional CNG and LNG
users will utilize the fueling station; however, the resulting volume of fuel throughput cannot be
determined at this time.
San Bernardino is located in a strategic location along one of the nation's busiest heavy-duty
truck corridors, thus, the City understands the dire need for clean fuel infrastructure to be
established to support alternative -fuel trucks traveling along the Interstate-215 and Interstate-10
Corridors. Additionally, the City believes this project is important to San Bernardino in its
continuing role as a major transportation hub in the western United States. For these reasons, in
addition to providing the fueling necessary for its own fleet of natural gas vehicles, the City
wishes to proceed with the construction of an LNG/LCNG fueling station.
2. Existing Site Conditions
The property on which the LNG/LCNG station will be installed is part of the City of San
Bernardino's Municipal Service Yard, located at the intersection of Pershing and Redick Streets,
approximately one block east of Arrowhead Avenue. The proposed location is located within
three miles of Interstate 215 and five miles of Interstate-10. The proposed site is located on the
west side of the Municipal Services Yard and will be constructed on the north side of the existing
' Throughout this RFP, the terms "Bidder," "Proposer," and "design consultant" are used interchangeably.
Page 1 of 14
EXHIBIT A2
gasoline and diesel fueling station. Equipment will be located in an area of approximately 100
feet by 150 feet along the existing fence line north of the fueling area. Engineering drawings
showing the layout of the current fuel islands are included in this package.
In order to gain a full understanding of the existing site conditions potential bidders must attend
the Mandatory Proposer's Conference and site tour on March 4, 2004. (See Section 9 for
additional information). Graphic representations of the site will be provided at this Proposer's
Conference.
3. Description of the Fleets to be Served
The primary fleet user will be the City of San Bernardino, with some supplemental use by the
County of San Bernardino, Omnitrans, Cal -Trans, San Bernardino Unified School District, and
Colton School District. The facility would service light- to heavy-duty vehicles within the
respective fleets, including sedans, pick-up trucks, dump trucks, refuse collection vehicles, street
sweepers and other types of on- and off -road equipment. The following table shows the City of
San Bernardino vehicle fleet, and a proposed conversion plan for converting vehicles to
alternative fuels, starting in Calendar Year 2005:
City of San Bernardino Proposed
Projected City-
Year 1
Year 2
Year 3
Year 4
Year 5
Alternative Fuel Vehicle
owned Vehicles
Project
Project
Project
Project
Project
Replacement Schedule
in Fleet as of
AFVs
AFVs
AFVs
AFVs
AFVs
December 31,
2002
added
added
added
added
added
Automated Sideloading Refuse
42
7
7
7
7
7
Collection Trucks
Front Loading Refuse Collection
19
2
2
2
2
2
Trucks
Roll -off Collection Trucks
II
1
I
1
1
1
Rear Loader/Special Duty Refuse
4
0
0
0
0
0
Collection Trucks
Light Duty Vehicles
503
50
5o
50
50
50
Medium Duty Vehicles
33
3
3
3
3
3
Heavy Duty Vehicles
115
12
12
12
12
12
TOTAL NUMBER OF VEHICLES
727
73
73
73
73
73
EACH YEAR
Cumulative total of AFV
Vehicles
73
146
219
292
365
Page 2 of 14
EXHIBIT A2
The following table shows the City of San Bernardino Estimated Annual Alternative Fuel
through -put in units of diesel equivalent starting in Calendar Year 2005 and based upon the
above vehicle replacement schedule:
City of San Bernardino
BASE
Year 1
Year 2
Year 3
Year 4
Year 5
Diesel Fuel Usage
Year Fuel
Usage
(Gallons)
Annual Diesel Fuel Usage Displaced
408,600
40,860
81,720
122,580
163,440
204,300
Average Monthly Diesel Displacement
3,405
6,810
10,215
13,620
17,025
Annual Unleaded Gasoline Usage
352,188
35,219
70,438
105,656
140,875
176,094
Displaced
Average Monthly Gasoline Displacement
2,935
5,870
8,805
11,740
14,675
City of San Bernardino
Projected LNG Fuel
Usage
BASE
Year Fuel
Usage
(Gallons)
Year 1
Year 2
Year 3
Year 4
Year 5
LNG Consumption (from diesel
displaced)
694,620
69,462
138,924
208,386
277,848
347,310
Avg. Mo. LNG Consumption (from diesel displaced)
5,789
11,577
17,366
23,154
28,943
LNG Consumption (from gasoline
displaced)
493,063
49,307
98,613
147,918
197,225
246,532
Avg. Mo. LNG Consumption (from gasoline displaced)
4,109
8,218
12,327
16,436
20,545
TOTAL LNG CONSUMPTION
1,187,683
118,769
237,537
356,304
475,073
593,842
MONTHLY LNG CONSUMPTION
9,898
19,795
29,693
39,590
49,488
DAILY LNG CONSUMPTION
325
651
976
1,302
1,627
4. Scope of Work Requested
The scope of work for this project includes the design for the City of San Bernardino's proposed
LNG/LCNG fueling station. In their proposals, proposers are expected to expand, and provide
more complete details on each Task and sub -Task that is listed below. Information provided
should be specific enough for evaluation and scoring purposes, and for inclusion in a binding
contract. While proposals should thoroughly respond to each of the elements presented in this
RFP, the successful design consultant will be clear and concise in their responses. Detailed and
Page 3 of 14
EXHIBIT A2
lengthy responses that go beyond a simple and explicit reply to the REP are strongl
discouraged and will only serve to detract from the overall attractiveness of the proposal.
Additionally, "cut and paste" proposals or documents from other similar projects are also
stronelp discouraged. If the design consultant wishes to include such examples (training
manuals, health and safety plans, operations manuals, etc.), they should be included only as an
Appendix or Attachment and not within the main body of the proposal.
The design consultant selected to design the City of San Bernardino's proposed LNG/LCNG
fueling station will be required to complete the following tasks:
TASK 1: Analyze the site selected by the City of San Bernardino for its planned
LNG/LCNG fueling station (there are no alternative sites). Work with City of San
Bernardino staff to identify the best location of the LNG/LCNG fueling station
infrastructure on the site and obtain approval prior to proceeding to preliminary
engineering.
TASK 2: Perform the preliminary engineering scope, including creation of site plan detailing
new LNG/LCNG fueling station, initial specifications of LNG/LCNG fueling
station infrastructure, and environmental documentation, to obtain City of San
Bernardino, CALTRANS, and governing body authorization to proceed with final
design and creation of construction documentation. Ascertain merits of inclusion
of a recovery system in the design to deliver boil -off post meter to the local natural
gas grid
TASK 3: Develop and complete final design and Bid Package. This task includes the
creation of detailed site drawings in a DWG format, equipment specifications,
general and technical construction specifications, construction schedule timeline,
construction cost estimates, and the contract documentation for the entire fueling
station development project.2 The bid package shall include all plans and
specifications relating to the on- and off -site improvements, relocation of any
existing permanent facilities, retro-fit of LNG/LCNG dispensers in the existing
gasoline and diesel fueling islands, card lock system, future system expansion, and
such as required for governing body permitting. A complete set of the site
drawings shall also be delivered to the City in an electronic DWG format.
TASK 4: It is anticipated that a Conditional Use Permit or Development Permit shall be
required as part of this project, to be issued through the City's Development Services
Department. Prepare appropriate traffic and environmental studies necessary to
support the project through the City's Design and Environmental Review process as
set forth by the City of San Bernardino's Development Services Department, and to
prepare all applications and staff reports associated with this process.
Task 4a: If unable to perform within firm, obtain the services of an environmental
consultant, as a sub -consultant, to perform and prepare any
z The "entire fueling station development project" includes all necessary civil improvements (paving, landscaping,
curbing, etc.) and the complete LNG/LCNG fueling station. The City shall make available to the successful design
consultant the complete set of engineering drawings of the existing fueling facility.
Page 4 of 14
EXHIBIT A2
environmental studies, documents, and reports necessary to satisfy
project governing body or CEQA/NEPA requirements.
TASK 5: Support the City of San Bernardino during the construction bid process and assist
in bid evaluation and construction contractor selection including but not limited to
the preparation of bid prequalification requirements, conducting pre -bid
conferences, preparing staff reports, creating bid addenda in response to written
questions, etc. This task will require the design consultant to thoroughly review all
bids received. The design consultant will be expected to attend and provide
detailed comments and insight into each of the bids received during a one -day Bid
Evaluation Meeting in the City of San Bernardino.
TASK 6: Subsequent to the award of the construction contract, and to conclusion of the
construction period; the design consultant will review and approve shop drawings
and test report submittals, equipment purchase orders, and observe start-up and
commissioning of completed fueling facility to certify compliance with the design
plans and specifications. Included in task, the design consultant will assist the City
in change order request evaluation and resolution.
5. Minimum Equipment Specifications
While the City seeks a qualified company to design its planned LNG/LCNG fueling station,
some preliminary research into LNG and LNG/LCNG fueling station technologies has already
been completed. From the City's minimal experiences, it requests that the station design
incorporate the following elements:
5.1 Applicable Codes and Standards
The City's LNG/LCNG fueling station design shall conform to all applicable codes and
standards. It shall be the design consultant's responsibility to determine all applicable code and
standard requirements and to ensure conformance. The following are examples of some of the
applicable codes and standards:
1. California Code of Regulations, Title 8, Chapter 4, Subchapter 1, Unified Pressure
Vessel Safety Orders
2. California Code of Regulations, Title 24, (California Building Code) Part 2, Volume
2 (provisions for structural engineering design)
3. NFPA 57, Liquefied Natural Gas Vehicular Fuel Systems Code
4. NFPA 59A, Standard for the Production, Storage, and Handling of Liquefied Natural
Gas (LNG)
5. NFPA 52, Compressed Natural Gas (CNG) Vehicular Fuel Systems Code
6. NFPA 70, National Electrical Code
7. ASME, SECTION 8, Pressure Vessels
Note that these codes incorporate, by reference, portions of numerous other design and building
codes, which are not listed here. In the above list, and for all applicable codes and standards, the
most recent editions of the codes and standards shall apply.
Page 5 of 14
EXHIBIT A2
The design consultant shall be familiar with the changes that are currently being finalized for
California Code of Regulations, Title 8, Chapter 4, Subchapter 1. The Department seeks an
LNG/LCNG station design that will comply with the amended Title 8 regulation when the
regulation that was scheduled for adoption in early 2002. The design consultant shall be familiar
with the proposed Title 8 amendments, in order to incorporate pending amendments into the
station design, to the extent that such a design does not conflict with applicable current codes.
Each proposal shall include a description of these compliance issues detailing the upgrades
included in the project proposal (to meet draft Title 8 amendments) and discuss potential
remaining issues.
In addition to complying with all applicable codes and standards, the design consultant shall use
its best judgment to design an LNG/LCNG station that is safe, reliable, convenient to use,
incorporates current technologies, and is compliant with all code, safety and performance
requirements.
5.2 LNG Bulk Storage Tank
The station's LNG bulk storage tank, associated equipment and containment area plans must be
designed so as to meet the most current requirements of California Code of Regulations Title 8
and the NFPA. Table 2 summarizes the minimum LNG bulk tank design requirements. The
successful design consultant may propose tank design requirements different than what is
presented in Table 2, but also must present strong and convincing evidence to the City as to why
such changes should be incorporated into the station design.
Table 2. Station Bulk LNG Tank Specifications
15,000 gallons of actual (usable) LNG capacity, plus ullage volume as
Minimum Capacity
required by applicable codes.
Standard double -wall, vacuum -insulated construction with inner shell
Vessel Type
being a pressure vessel and outer jacket being capable of supporting the
weight of the full vessel.
California Code of Regulations, Title 8, Division 1, Chapter 4,
Pressure Vessel Design Code
Subchapter 1, Article 2, §455, Design and Construction of CNG and
LNG Tanks.
NFPA 59A, and California Code of Regulations, Title 24, California
Structural Design Code
Building Code), Part 2, Volume 2 Provisions for Structural Engineering
Design).
Normal Evaporation Rate
Not more than 0.5% per day.
Overfill Protection
Audible and visual alarm indicator at 90% of tank volume.
The LNG bulk storage tank and associated equipment will be secured on footings designed to
meet applicable building codes and seismic design requirements.
Page 6 of 14
EXHIBIT A2
5.3 LCNG Capability
The City requires that this station have the ability to fuel CNG vehicles from pressurized,
vaporized, and odorized LNG (i.e., LCNG). The design consultant will be required to design an
LCNG system that can be conveniently upgraded to a higher capacity in the future.
The particular LCNG high-pressure pump capacity, CNG compressor size, vapor recovery,
odorization system, CNG storage capacity and cascading/sequencing strategy will be determined
by the design consultant. The City requests a system that will be provide convenient and reliable
operation, full -fill capability, low cost, and ease of future upgrading when CNG vehicle fueling
requirements increase.
The City's existing municipal fleet will require a 6 to 8-minute fueling window for each vehicle.
Apart from the City's compressed natural gas vehicles (CNGVs) that will utilize this station,
other, outside public users will also rely on this facility for travel in, around and through the City
of San Bernardino. The station therefore will be required to have the capability to fuel on -
demand a wide range of CNGV types at any time during the day. The station will be accessible
to the customers 24 hours a day and 7 days a week. Access to the station will be controlled
through a card lock system. The card lock system to be used will be determined in conjunction
with the City of San Bernardino during the design phase.
6. Consultant's Responsibilities
The successful design consultant will be responsible for all design elements of the City of San
Bernardino's LNG/LCNG Fueling Station Development Project. The successful design
consultant will be responsible for providing the drawing package, and the detailed set of
specifications for the fueling station and civil improvements required for this project. The design
consultant will submit to the City of San Bernardino a complete construction RFP bid package to
be used to solicit proposals from construction contractors to construct the LNG/LCNG fueling
facility and associated site improvements.
Upon receipt of bids responding to the invitation to bid for construction of the facility (to be
developed as a result of this Design RFP), the design consultant will be required to assist the City
of San Bernardino with construction contractor selection. Throughout the construction phase of
the project, the design consultant may be required to assist in construction management
responsibilities. These responsibilities are outlined in Section 4.0, Task 5. Proposers are
cautioned that the person or agency which performs the design services for which this Design
Phase RFP is issued may be precluded from receiving a contract to construct the facility
which they have designed. (See e.g., 77 opinions of California Attorney General. pg. 112, dated
May 13, 1994, #94-207.) Proposers should satisfy themselves that they have sufficient
information from this document, or through communication with City of San Bernardino prior to
submitting their proposal. The City will rely on the expertise of the selected design consultant to
properly design the fueling station and also provide overall civil engineering throughout the
design phase. These responsibilities are described in more detail in the following sections.
Page 7of14
EXHIBIT A2
6.1 Design
The design consultant shall design a ready -to -operate LNG/LCNG fueling station and the
associated civil improvements required at the site. For the purpose of this document, design is
defined as the delivery of the following to the City of San Bernardino:
• Complete construction plans, technical drawings and specifications of this fueling station
development project (as defined in footnote 2 to include all necessary civil
improvements and the LNG/LCNG fueling station). Drawings shall be prepared and
delivered in a DWG format. In the Proposers response to this RFP, a discussion of
the number and kinds of drawings that will be prepared is required.
• A complete, ready to be released REP package for the construction phase of this project.
• Preparation of "as -built" construction drawings representing any field revisions
approved and implemented during the construction process.
All drawings shall require the stamp and signature of a Structural, Mechanical or Civil Engineer
currently registered with the state of California. A copy of the Registered Engineer's license
shall be submitted with the resume of the key personnel.
6.2 Proposal Evaluation and Support
Upon receipt of bids for the construction phase of this project, the successful design consultant
will be required to provide technical support to the City of San Bernardino in determining which
bids are most responsive to the invitation to bid. The design consultant will be required to
carefully review each of the bids received and provide comments, suggestions and input at the
scheduled Bid Evaluation Meeting in the City of San Bernardino. The expertise of the design
consultant will play a critical role in the selection of a construction contractor to supply the
station equipment and complete the construction of this proposed project.
7. Mandatory Proposer's Conference and Questions
A mandatory Proposer's conference will be held on Thursday, March 4, 2004 at 10:00 a.m. at
San Bernardino Fleet Division Conference Room, 182 South Sierra Way, San Bernardino.
Following this Proposer's conference, there will be a tour of the proposed site. Consultants
attending this Proposer's conference must contact the Public Services Department at 909-384-
5140 extension 3442 to provide the names and contact information for all of those who will
attend. Please note that attendance at the Proposer's conference is required in order to submit to
the City of San Bernardino a proposal for this project.
Page 8 of 14
EXHIBIT A2
All correspondence and inquiries related to this project must be directed to:
Lynn Parker,
Senior Civil Engineer
City of San Bernardino
300 North D Street, Fourth Floor
San Bernardino, CA, 92418
Phone: 909-384-5110
Fax:909-384-5573
E-mail: parker_ly@sbcity.org
All questions and comments must be in writing either via fax, letter or e-mail, to the attention of
the above. NO TELEPHONE QUESTIONS WILL BE ACCEPTED. Proposers are encouraged
to raise any questions they might have at the mandatory Proposer's conference. Proposers
should promptly notify the aforementioned in writing of any apparent inconsistencies, problems,
or ambiguities in this RFP as soon as possible, and before 5:00 p.m. Thursday, March 11, 2004
at the latest, so that all Proposers may be provided with a written response to the issues raised by
any one firm. It is the intent of the City to respond in writing to all submitted questions no later
than Monday, March 15, 2004.
8. Instructions for Submitting Proposals
ALL BIDDERS MUST SUBMIT PROPOSALS USING THE ITEMS AND ORDER IN
SECTION 8.2 AS A GUIDE BY WHICH TO ORGANIZE THE RESPONSE. PROPOSALS
NOT ORGANIZED IN THIS FORMAT MAY BE DISQUALIFIED.
While proposals should thoroughly respond to each of the elements and
specifications presented in this RFP, it is requested that the Proposers he as clear
and concise as possible in their responses.
8.1 Proposal Preparation and Submission
All Proposers must submit one (1) original proposal and five (5) copies (total of 6). The original
and all copies shall be packaged in individual 3-ring binders with the appropriate divider tabs.
Cost and pricing information shall be included in a separate envelope with the proposal
package clearly marked with design consultant's name and address and labeled the same
as below. Proposals must be plainly marked with the following information:
"SEALED PROPOSAL FOR CITY OF SAN BERNARDINO LNG/LCNG STATION
DESIGN"
ALL PROPOSALS MUST BE RECEIVED BY THE CITY OF SAN
BERNARDINO NO LATER THAN 4:00 PM ON Thursday, March
25, 2004.
Page 9 of 14
EXHIBIT A2
PLEASE NOTE THAT FAXED OR E-MAILED PROPOSALS WILL NOT BE
ACCEPTED. ALSO, PROPOSALS RECEIVED AFTER THE 4:00 PM MONDAY,
THURSDAY, MARCH 25, 2004 DEADLINE WILL NOT BE ACCEPTED OR
CONSIDERED REGARDLESS OF POSTMARK DATE. SUCH PROPOSALS WILL BE
RETURNED WITHOUT BEING OPENED.
PROPOSALS MUST BE DELIVERED TO:
Lynn Parker, Senior Civil Engineer
City of San Bernardino
Third Floor, 300 North D Street
San Bernardino, California 92418-0001
This address is appropriate for delivery by the U.S. Postal Service or overnight delivery services.
8.2 Technical Proposals
All proposals must include or describe the following items to be considered responsive:
• A detailed response to each Task and Sub -Task specified in Section 4.
• Discussion of the initial station design concept, technical rationale for the initial proposed
design and equipment selections, and the approaches proposed to address the requirements
specified in this RFP.
• Discussion of the proposed site improvements and civil work.
• Description of the drawing package to be provided.
• Discussion of the plan to complete a bid package, including a listing of the elements to be
provided within this package.
• Plan for bid evaluation assistance.
• Plan for construction management assistance.
• A statement of qualifications for the Proposer and any sub -design consultants to be used, a
list of at least three (3) references for similar projects completed by the Proposer. (See
additional details in Section 8.4, below.)
• Description and supporting documentation of "good faith effort" by consultant to meet the
Disadvantaged Business Enterprise (DBE) goal of the project. If a DBE sub -consultant must
be replaced, the replacement must be a DBE sub -consultant or the consultant must
demonstrate that it has made a "good faith effort" to find a substitute DBE sub -consultant, to
the extent needed to meet the goal.
Page 10 of 14
EXHIBIT A2
Resumes for each team member that will take part in the project, if awarded the contract, and
a description of his/her specific role on the team, such as "Project Team Manager" etc. (See
additional details in Section 8.4, below.)
A proposed milestone delivery schedule.
8.3 Cost Proposals
No cost information should be included with the technical qualifications package. All cost and
pricing data should be included in a separate, sealed, and clearly marked envelope.
Proposers shall prepare and submit a cost estimate for each of the five tasks identified in Section
4, Scope of Work. These cost estimates shall include a schedule of all labor categories, hourly
rates and number of hours to be used for both the primary and all sub -design consultants.
Proposers shall further provide an estimate of the costs for materials, outside services and travel,
if appropriate for each task. A budget breakdown showing the rate for each team member, the
number of hours budgeted for this project for each team member, the total labor amount for each
team member, and all anticipated expenses shall also be included.
Proposers shall also submit a summary cost proposal that provides a total cost for this entire
project. This summary shall list the total cost for each task, and a summation of the entire
proposed cost. Please note that the City will not pay or compensate for travel time, courier
services, mileage or reimbursement for travel to the City of San Bernardino to attend meetings or
conduct the activities necessary to complete the tasks required to be performed as part of the
consultant services.
8.4 Statement of Qualifications, References and Personnel Resumes
Each proposal must include a listing of the LNG and LNG/LCNG fueling station design projects
the Proposer has been involved with during the last 5 years (with emphasis on California
installations), together with a list of at least three (3) references including the following contact
information: name, position, telephone number and e-mail address. All references will be
thoroughly checked. The firm selected for the design of this facility must have demonstrated
expertise and experience in the design of LNG, LCNG and CNG Fueling stations. In addition,
engineering experience and expertise in the design of on- and off -site improvements necessary in
support of the alternative fueling facility shall also be demonstrated.
Proposals must identify the entire project organizational team, including key company and sub -
design consultant personnel. This listing shall include name, address, phone, fax, and email
information, and a summary description of the responsibilities of each organization and key
personnel. Resumes for each organization and key personnel must be provided. Please be
advised that the substitution of key personnel or sub -design consultants after award of contract
will require prior written approval by the City.
If a subdesign consultant has committed to working on the project, include in the
proposal a letter from the subdesign consultant(s), their name, address, their hourly or daily rate
of compensation and the number of hours or days their services will be utilized. If a subdesign
Page 11 of 14
EXHIBIT A2
consultant has not been identified, provide an estimate of their rates of compensation and number
of hours or days the subdesign consultant's services will be utilized.
The City of San Bernardino strongly encourages the use of businesses located within the City of
San Bernardino whenever appropriate. Proposers are therefore strongly encouraged, if
successful, to propose the establishment of a local, staffed office within the City of San
Bernardino, and to identify and team with sub -design consultants located in the City of San
Bernardino.
All proposals become the property of the City of San Bernardino upon submission. The City
intends to keep all proposals confidential prior to contract award. Upon contract award, all
proposals are subject to applicable public information laws.
8.5 Trade Secrets
Proposer shall designate as "Trade Secret" that specific information contained within the
proposal which constitutes a trade secret, as the term is defined in the California Government
Code Section 6254.7(d). All proposals shall remain confidential until the City of San Bernardino
Director of Public Services makes a recommendation to the Mayor/City Council. Once the
recommendation is made, all proposals shall be available for public inspection except for that
information previously designated by the Proposer to be a "Trade Secret." Proposer also shall
defend and indemnify the City in any action alleging the City, the Director of Public Services, or
the City's agents violated the California Public Records Act, California Government Code
Section 6250 et seq., with regards to public inspection of Proposer's proposal and all information
included in Proposer's Proposal designated as a "Trade Secret."
Proposers are cautioned that proposals having the words "Confidential," "Proprietary,"
"Trade Secret," or other such phrases on every page may be rejected. Proposers must be sure
to carefully select which portions of their proposals can appropriately be labeled as a "Trade
Secret. "
Cost information and the budget proposal submitted will not be considered "Confidential,"
"Proprietary," or a "Trade Secret."
8.6 Rejection Of Proposals
The City reserves the right to reschedule Proposer's Conferences, for any reason, and to reject
any or all Proposals and to waive any informality or irregularity in the Proposals without liability
for any loss or damage whatsoever. The City may reject proposals if they show any alteration of
form, additions not called for, conditional Proposals, incomplete Proposals, erasures, or
irregularities of any kind. The City reserves the right to request submission of a "Best and Final
Offer" from Proposers.
Page 12 of 14
EXHIBIT A2
8.7 Withdrawal Or Revision Of Proposals Prior To Due Date
A Proposer may withdraw or revise (by withdrawal of one Proposal and submission of another) a
Proposal, provided that the Proposer's request for withdrawal is received by the City in writing
before the due date and time specified for submission of Proposals. Postmark is not accepted.
The Proposer or a duly authorized representative shall execute the request for withdrawal.
Proposals that have been withdrawn or received after the time specified for submission of
Proposals shall be returned to the Proposers unopened.
9. Proposed Schedule
Keeping in mind the City's desire to have a complete and fully functioning LNG/LCNG fueling
station by July 2006, it is understood this project must move forward in an expedited manner. It
is expected that accomplishment of the scope of work set forth herein by the successful design
consultant must be completed by March 2005. Each proposal must therefore include a schedule
of delivery for the following major milestones:
• Submittal of draft plans, specifications and bid package to the City. (Allow 2 weeks for
review and comment by the City of San Bernardino 3)
• Submittal of second draft plans, specifications and bid package to the City of San
Bernardino. (Allow 1 week for approval of bid submittal)
• Preparation of bid package (with drawings, specifications and cost estimate) for issuance
to potential bidders for the construction phase of this project.
The following is the schedule of the proposed dates and actions relating to the schedule for
award of this project:
ACTION
DATE
Council Authorizes Release of RFP
March 18, 2002
Release of Design RFP
February 4, 2004
Mandatory Bidder's Conference
March 4, 2004
Questions due to City
March 11, 2004
Responses to questions due back to Proposers
March 15, 2004
Proposals Due to City
March 25, 2004
Agenda Deadline for 5/3/04 Council Mtg.
April 12, 2004
Council Awards Contract to Design Firm
May 3, 2004
3 If the City deems the revised Design/Drawing Package Report and/or RFP incomplete, the design consultant will be
required to make further edits/changes until the document is deemed complete by the City. Only at this point will the
design consultant be allowed to progress to the next step and issue the RFP for the construction phase of this project.
Page 13 of 14
EXHIBIT A2
Commence Contract with Design Firm/ Issue Purchase Order
May 17, 2004
Environmental Documents Completed
November 23, 2004
Completion of Design Services — Advertise for Constructions Bids
April 22, 2005
Fully functional LNG/LCNG Station
August 22, 2006
Work can begin immediately upon execution of the contract oy the t-iry or pan nernaruino anu
receipt of the notice to proceed issued from same. Proposers should indicate their delivery
schedule in terms of weeks after this project start date.
In order to expedite the contract execution process, Proposers should review the Professional
Services Agreement (PSA) included at the back of this RFP. Although this PSA is provided as
an example only, the City of San Bernardino anticipates that a very similar document will be
used once a winning proposal is selected. If Proposers believe that they would be unable to
sign a similar agreement to this PSA, the Proposer MUST make this clear in their proposal.
The Proposer should then also include suggested revisions or other language that it would feel
more comfortable with. These revisions, however, will not be considered to be a part of the
proposal or in any way binding to the City of San Bernardino.
10. Proposal Evaluation Procedure and Scoring Criteria
10.1 Evaluation Procedure
To evaluate the proposals received, an Evaluation Committee may be assembled with
representatives from, but not limited to, the following agencies: City of San Bernardino,
CALTRANS, San Bernardino Associated Governments, and the South Coast Air Quality
Management District. Each member of the Evaluation Committee will be provided at least one
(1) copy of all of the proposals received. Proposals will first be reviewed for completeness.
Proposals that are deemed incomplete or non -responsive to RFP requirements may be rejected
without further evaluation. The City of San Bernardino reserves the right to reject any and all
proposals and to waive any minor irregularities in such proposals. The Evaluation Committee
members will then evaluate the remaining proposals according to the criteria and numerical
weightings set forth below. After receipt of proposals, the Evaluation Committee will convene
to discuss the proposals and make recommendations to the City. The City will make the final
selection of the design consultant and will then negotiate a contract with the successful proposer.
10.2 Scoring Criteria
Points Possible
Reasonable effort to engage DBE sub -consultant. 5
Responsiveness to the RFP and overall clarity of the proposal. 20
Qualification and previous experience of the Proposer and proposed 35
subdesign consultants, including experience in similar projects with
other government entities.
Knowledge of LNG/LCNG technologies and systems. 25
Proposed timeline and ability of design consultant to meet or exceed 15
Page 14 of 14
EXHIBIT A2
the deadlines
TOTAL POSSIBLE POINTS
Page 15 of 14
100
EXHIBIT B
City of San Bernardino
Facilities Management
300 North D Street
San Bernardino, CA 92418-0001
Ph:909.384.5244 Fax:909.384.5012
September 9, 2004
Erik Neandross
Gladstein, Neandross & Associates
3015 Main Street, Suite 300
Santa Monica, CA 90405
Subject: Revised Fee Schedule - LNG/LCNG Fueling Station
Dear Mr. Neandross,
The City selection committee has reviewed your revised proposal submittal dated September 2, 2004 and
received by the City September 3, 2004 and offers the following for your consideration:
Task 1: Preliminary Site Design
• The City will provide GNA with a Site plan in DWG file format for the conceptual fueling design.
• The City will coordinate internal Staff meetings for required City approvals. An anticipated initia; dear
set of submittals should preclude expansive narrative or more than two revision submittals.
• The City will coordinate with supporting agencies as required.
Deduct $2,565.00 from the original GNA proposal amount.
Task 2: Environmental Review & Clearance
• Maintain estimated amount of hours/effort for coordinating the environmental review process. Do not
deduct $2,475.00.
• The City will defer a boil -off recovery study. The design will vent boil -off per regulatory and industry
standard. Reduce budget by $8,700.
Deduct $8,700.00 from the original GNA proposal amount.
Task 3: Bid Package
• The City will integrate the performance specifications developed by GNA into the City's standard bid
package.
Deduct $1,325.00 from original GNA proposal amount.
Task 4: Conditional Use Permit
Maintain estimated amount of hours/effort in original proposal with exception of City preparing radius
map, ownership list and mailing labels required by Development Services Department.
Deduct $3,750.00 from original GNA proposal amount.
LNGUNG Fueling Station Project
8/02
EXHIBIT B
-Task S: Bid Evaluation & Selection
r
• Revise as per your revised proposal submittal.
Deduct $325.00 from original GNA proposal amount.
Task 6: Construction Phase
• Instead of bi-weekly meetings, GNA will participate in meetings during key construction activities.
Including pre -construction meeting, critical milestone events, key construction activities, substantial
completion punch inspection, commissioning (start-up) and final punch inspection for final acceptance.
Deduct $8,617.00 from original GNA proposal amount.
Revised Fee Schedule:
Task :in([ Description
Task 1: Analyze Site
Original
$8,538.00
Proposed
-$2,565.00
Proposed
Budget
$5,973.00
Task 2: Preliminary engineering
$69,377.00
-$8,700.00
$60,677.00
Task 3: Final Design & Bid Package
$19,604.00
-$1,325.00
$18,279.00
Task 4: CUP or Development Permit
$13,990.00
-$3,750.00
$10,240.00
Task 5: Bid Review
$14,763.00
-$325.00
$14,438.00
Task 6 Construction Management
$40,917.00
-$8,617.00
$32,300.00
Subtotal
$167,189.00
-$25,282.00
$141,907.00
Expenses
$11,703.00
$0.00
$11,703.00
Total:
I $178,892.00
-$25,282.00
$153,610.00
Unless per revisions noted specifically above in this correspondence, all other tasks, activities, and
deliverables specified in the project LNG/LCNG Fueling Station Request for Proposal and the GNA proposal
dated April 7, 2004 shall remain unchanged.
With your written concurrence of these revisions, the City will complete the pre -award audit and submit a
request for approval to proceed with award. Please contact this office if you have any questions.
Regard
David M. Taylor
Project Manager
Facilities Management
cc. Project Team
Project File
LNULUNU rUC11IIg ataumi.0 1•
8/02
EXHIBIT B
GLADSTEIN, NEANDROSS & DISSOCIATES, LLC
Building an Environmentally & Socially Responsible Future
FAX COVER PAGE
To:
David Taylor
Company:
City of San Bernardino
Phone:
909 384-5244
Fax:
909 384-5012
From:
Phone:
Fax:
Date:
Pages including this
cover page:
Karen Sagen
310 314-1934, x3
310 314-9196
September 2, 2004
11
Comments: Greetings David,
Thank you for your patience. If you
have any questions, please contact
Erik Neandross dir ctly.
q t� �, �9 /� p ,j Environmentally EXHIBIT B
Glet]DSTE1Nt NEA;YDROSS & f�ss'V� ATES LLC Buil�allyRsponsbleFutue
September 2, 2004
David Taylor
Project Manager, Facilities Management
City of San Bernardino
300 North D Street, Third Floor
San Bernardino, CA, 92418
RE: Revised Proposal to Design a Liquefied Natural Gas/Liquefled to
Compressed Natural Gas (LNG/LCNG) Fueling Station
Dear Mr. Taylor:
On April 8, 2004, Gladstein, Neandross & Associates LLC (GNA) submitted a proposal
to design a liquefied natural gas/liquefied to compressed natural gas (LNG/LCNG)
fueling station. GNA met with City of San Bernardino's representatives on August 24,
2004 to review the proposed scope of work and project budget to identify potential cost
savings. At the request of City of San Bernardino, GNA has reviewed our proposal in
order to provide this explanation for tasks where hours could be reduced, and additional
savings that could be realized should the City of San Bernardino perform the work.
Task 1: Preliminary Site Design
GNA understands that City of San Bernardino concurs with the site plan suggested in our (
proposal. The budget for Task 1 has been reduced $2,565 under the following `
assumptions:
➢ City will provide an as -built site plan in a DWG file format to which the 1�0�'
conceptual fueling station design will be inserted. This will eliminate the need to
have a civil engineering firm to provide a site survey.
➢ Significant coordination lie. meetings, more than two sets of revisions, expansive
narrative) with City staff will not be necessary in order to obtain approval.
➢ Coordination with appropriate agencies to be lead by City of San Bernardino.
There are no additional tasks identified for which the City can complete the work and
thereby reduce the labor required by GNA's team.
Task 2: Environmental Review & Clearance
The budget for Task 2 entails a significant amount of effort for coordinating the
environmental review process. The budget for Task 2 has been reduced $2,475 under the
following assumptions:
➢ City of San Bernardino and SANBAG have already expended effort to meet with
Caltrans and begin developing the framework of communication necessary for a
successful review and approval process.
➢ City of San Bernardino will be responsible for all contractual items with Caltrans,
including Supplement to Master Agreement.
3015 Main Strew, 5u11e 300 :1 Santa Monica. California 90405 * Ph: 310.314.1034 Fas: 310.314.9196 ar www.gladsleln.org a
EXHIBIT B
Revised Proposal to Design LNG/L.CNG Fueling Station Page 2
In addition, the budget can be reduced S8,700 should the City opt for the following:
Scope of boil -off gas study shall be reduced to encompass the two most promising
scenarios. From discussions with City of San Bernardino, GNA believes that it
would suffice for the boil -off gas study to only cover returning gas to the pipeline
or using it in on -site gas -fired equipment.
➢ City of San Bernardino shall take the lead on coordination of Caltrans' review and
approval of the joint Environmental Assessment/Initials study prepared by GNA.
GNA will retain responsibility for addressing revisions and/or requests for
additional information as requested by Caltrans, but the City will be responsible
for the continuous contact anticipated for the project to move forward within the
desired timeframe.
Task 3: Bid Package
As discussed with City of San Bernardino during the August 24°i meeting, the budget for
developing the bid package is already extremely lean. While the budget for Task 3 has
been reduced $200, City of San Bernardino can decrease the contract by an additional
$1,125 if they assume responsibility for integrating the performance specifications
developed by GNA into the City's standard bid package.
Task 4: Conditional Use Permit
The initial bid made very general assumptions about the level of effort required for the
Conditional Use Permit (CUP) or Development Permit. The budget for Task 4 has been
reduced $2,810 under the following assumptions:
➢ The majority of the information and documentation required will be prepared
under Tasks 1-3.
City staff will utilize in-house resources and staff to assure smooth coordination
with Community Development Department and prepare all non -technical portions
of staff reports.
➢ Composition of GNA staff hours have been altered to reflect attdal requirements
per materials received from Community Development Department.
In addition,.the budget can be reduced $3,750 should the City opt for the following:
➢ City to prepare radius map, ownership list and mailing labels as required by City
of San Bernardino Development Services Department.
Task 5: Bid Evaluation & Selection
As with Task 3, the budget for bid evaluation and selection has little room for
negotiation. The budget for Task 3 has been reduced $325, and there are no additional
tasks have been identified for which the City can complete the work and thereby reduce
the labor required by GNA's team.
Task 6: Construction Phase
Based on conversations with City of San Bernardino, GNA anticipates that the project
can be successfully implemented with less hands-on construction management by GNA's
EXHIBIT B
Revised Proposal to Design LNG/LCNG Fueling Station Page 3
team. The budget for Task 6 has thus been reduced $8,617 under the following
assumptions:
➢ GNA will only participate in meetings during key construction activities and not
bi-weekly construction meetings as defined in our proposal.
➢ City staff will be responsible for the detailed review of the Civil plans submitted
for this project.
There are no additional tasks identified for which the City can complete the work and
thereby reduce the labor required by GNA's team.
Pursuant to your request, attached is a revised cost proposal reflecting the assumptions
made above. The total cost reduction is $18,181 for a revised total project cost of
$160,711. Furthermore, an additional S13,575 in labor has been identified as potential
work to be performed by the City of San Bernardino. Should each of the tasks be
accepted by the City, the total project cost would be $146,186.
Should you have any questions regarding the attached information, or should you desire
additional information or documentation from GNA, please do not hesitate to contact me
at (310) 314-1934 exL 2.
Since o ,
rik 'ean oss
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EXHIBIT B
•
•
GLADSTEIN, NEANDROSS
ASSOCIATES LLC
SAN BERNARDINO
LNG/LCNG FUELING
Task 1: Analyze Site
$
8,538
Task 2: Preliminary Engineering
$
69,377
Task 3: Final Design and Bid Package
$
19,604
Task 4: CUP or Development Permit
$
13,990
Task 5: Bid Review,
$
14,763
Task 6: Construction Mana ement
$
40,917
Subtotal
$
167,189
Expenses
$
11,703
TOTAL
$
178,892
STATION
APRIL 7, 2004
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