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Date: April 7, 1999 To: Whom It May Concern From: James E. Chandler, County Administrator Subject: CERTIFICATION OF EMERGENCY PURCHASE Pursuant to the provisions of Section 105.01, Chapter 105, Code of Indian River County, I, as the County Administrator of Indian River County, hereby certify that an emergency exists with the upgrading of fueling facilities located at both the Fleet operations and the Sheriffs Department. Currently, the County is under contract with Southern Petroleum Systems (SPS) to up -grade the facilities at both locations. Generally, the scope of work to be under taken by the contractor related to the fuel tanks, pumps and the lines linking the pumps with the underground tanks. The required improvements initially were to have been completed before December 31, 1998, unless the County had obtained a contract with a State certified contractor for this type work. All these requirements were to be completed effective March 31, 1999, pursuant to Chapter 62-761 Florida Administrative Code (FAC). SPS arrived the week of March 29th and proceeded to work at the County Fleet operations at Road and Bridge. On Monday April 5, 1999, the contractor, SPS, and the County were advised by representatives of Environmental Health that an upgraded leak monitoring system is now required. This requirement is the result of changes to Chapter 62-761 FAC that occurred effective July 1, 1998. The County could undertake a site suitability determination by a professional geologist (approximately $6,000) to determine whether the existing monitoring wells will suffice. After evaluation by staff and representatives of Environmental Health, it has been determined that the results most likely would prove inadequate to use the existing monitoring wells. The study would take as long as 30 days and result in negative conclusion which would require the County to install a more sophisticated Release (leak) Detection System. If the County failed to proceed with an immediate installation of a release detections system and had the contractor come back later, the cost would escalate. Currently, the work had been stopped for a determination of direction on how to proceed. Unless a decision is rendered, no further completion will occur generating more inconvenience and additional work over that which has been completed up to this point in time. Failing to authorize the installation of the release detection system at this time, will only cause further delay of the project and added costs over and beyond the new equipment and installation fees not to mention continued inconvenience to the user departments and Sheriffs Department. The estimated costs for upgrading the release detection systems for both the Fleet operation and the Sheriffs Departments is not to exceed $34,000 combined. While these addditonal costs were not initially calculated into the estimated cost of the upgrades, the costs should have been if staff had been timely advised of this new requirement. Based on the foregoing facts of necessity to avoid futher costs and delays and to insure the County is complying with all proper technical and environmental, I am hereby certifying that a true emergency exists and have authorized the purchase and installation of the necessary equipment through the contractor, Southern Petroleum Systems for an amount not to exceed $34,000 for both upgrades combined. es E. Chandler County Administrator APRIL 13, 1999 • BOOK i J fA E X31