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HomeMy WebLinkAboutStaff Report 5.B 08/06/2018Im • • • DATE: August 6, 2018 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. J4 S - Director, Public Works & Utilities Jeff S``tutsman, E. — Senior Civil Engineer, Public Works & Utilities SUBJECT: Resolution Authorizing Award of Contract for the Petaluma Community Center Concrete Floor Slab Moisture Vapor Control to JLS Environmental Services, Inc. RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing Award of Contract for the Petaluma Community Center Concrete Floor Slab Moisture Vapor Control to JLS Environmental Services, Inc. BACKGROUND This project will replace interior finishes that are beyond their useful life after thirty years of facility operation. The flooring replacement of the vinyl tile in Meeting Room A -D, and Craft Rooms 1 and 2, includes the removal of the existing floor tiles with the asbestos -containing glue, the application of a concrete slab moisture barrier, and the installation of new vinyl floor tile. The current state of the vinyl flooring is limited in its ability for an adequate repair and needs to be completely replaced to improve aesthetics. This project is complicated by the presence of asbestos and elevated moisture. Both conditions will be mitigated assuring longevity of the vinyl flooring. Based on the intended use of the facility, space alternate flooring system solutions were reviewed, and vinyl floor tile was determined to be the optimum solution. The Council approved a FY 18/19 project budget of $388,000 for multiple facility improvements at the Petaluma Community Center including interior leaks and surface finishes. DISCUSSION Three flooring contractors were consulted to estimate the costs to remove and replace the vinyl tiles. Based on the existing conditions of the tiles, all three contractors identified potential asbestos and excessive concrete slab moisture levels as challenges. An independent environmental services company determined that asbestos exists in the floor tile glue. The consultant also determined the concrete slab moisture content exceeds levels appropriate for glued -in-place vinyl floor tile, without additional concrete slab preparation. Two additional steps of asbestos abatement and moisture reduction are required to complete the flooring replacement. The environmental services company estimated the abatement work would cost approximately twenty thousand dollars for the three rooms. Since the estimate was less than the Public Bid threshold, three proposals were solicited from local abatement companies that have performed similar work for the City. The lowest cost proposal was $22,966 to remove the existing flooring with the asbestos containing glue. Once the concrete slab is cleared of the existing flooring and glue, the excessive moisture will be reduced through the application of a surface curing compound that will retard the moisture levels. The construction contract budget of $40,000 for this work was based on a square foot average provided by an architectural consultant that specializes in building repair. After the concrete slab moisture content has been reduced, the new vinyl flooring will be installed. Prior meetings with flooring contractors estimated the cost of new flooring between fifteen and twenty thousand dollars. A formal request for proposals for flooring was published to solicit competitive proposals from local companies. The Community Center has determined that all of this work will take place after the end of the 2018 summer program. The preschool programs will resume a week later than previous years so the abatement, concrete slab preparation and flooring installation can take place consecutively. The total proiect cost utilizing three separate contractors is as follows: Scope of Contractor Business Contract Contract Work Location Amount Procurement Remove Central Valley Rohnert Park, $22,966.00 Request for flooring and Environmental CA Proposal asbestos Reduce JLS Environmental Svcs, Loomis, CA $32,439.00 Public Bid concrete slab Inc. moisture Install new Craftsman Flooring Petaluma, CA $15,387.40 Request for flooring Proposal Total cost to replace flooring $70,792.40 The Notice Inviting Bids for the work was issued on June 14, 2018. The base bid included the sealing of the concrete slab in the Meeting Room A -D, Craft 1 and 2 rooms. On June 28, 2018, one (1) bid was received as follows: 0) Name of Bidder Business Location Total Base Bid JLS Environmental Services, Inc. Loomis, CA $32,439.00 Engineer's Estimate N/A $40,000.00 The lowest responsible bidder, JLS Environmental Services, Inc., has not performed work for the City of Petaluma, but has performed similar public works projects. The contractor possesses the necessary California Contractor's License, Class A, number 812780, which expires on September 30, 2018, to perform the work. It is recommended that the Council award the base -bid contract to JLS Environmental Services, Inc., for $32,439.00. Construction would be scheduled to begin August 2018 and be completed in about one week. The contract documents require project completion within five (5) working days. The project is categorically exempt from California Environmental Quality Act because it performs maintenance and minor upgrades to an existing facility project. The proposed action meets Council Goal: "Plan and Deliver Capital Improvements." FINANCIAL IMPACTS The project is included in the FY 18/19 CIP Budget as C16201304 with an approved project budget of $388,000 and funded by Transient Occupancy Taxes. The proposed action is anticipated in the CIP so there is no impact on budget. Any unused funds at contract acceptance will be returned to this project for subsequent waterproofing and interior improvement projects. ATTACHMENTS 1. Resolution 3 FY 18/19 CIP C16201304 Project Estimate Design $10,000 $2,000 Environmental Construction Contract $330,000 $32,439 Construction Management $15,000 $1,000 Contingency $25,000 $3,000 CIP Overhead $8,000 $1,000 Total $388,000 $39,439 Any unused funds at contract acceptance will be returned to this project for subsequent waterproofing and interior improvement projects. ATTACHMENTS 1. Resolution 3 Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE PETALUMA COMMUNITY CENTER CONCRETE FLOOR SLAB MOISTURE CONTROL PROJECT TO JLS ENVIRONMENTAL SERVICES, INC. WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the Project; and WHEREAS, the project was bid on June 14, 2018, and one (1) bid was received and opened on June 28, 2018, in accordance with applicable law; and WHEREAS, the responsive bid for the Project was submitted by JLS Environmental Services, Inc., from Loomis, CA for $32,439.00; and WHEREAS, staff has determined that the Contractor's bid satisfies the bidding requirements for the Project; and WHEREAS, staff has verified that Contractor possesses a valid California Contractor's License, Class A, number 812780 that is appropriate for the work to be performed for the Project; and WHEREAS, the Project is categorically exempt pursuant to California Environmental Quality Act ("CEQA") and Title 14, the California Code of Regulations ("CEQA Guidelines"), Section 15301, because the project consists of the operation, repair, maintenance or minor alteration of existing public structures involving negligible or no expansion of use beyond that previously existing. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. In accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non- conformance in the bid of JLS Environmental Services, Inc., for the Petaluma Community Center Concrete Floor Slab Moisture Vapor Control Project, and further finds that JLS Environmental Services, Inc., is the responsible bidder. 2. Awards the contract for the Petaluma Community Center Concrete Floor Slab Moisture Vapor Control Project No. C16201304 to JLS Environmental Services, Inc. in the amount of $32,439.00, the amount of the responsive bid, conditioned on JLS Environmental Services, Inc.'s timely executing the project contract and submitting all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 3. Authorizes and directs the City Manager to execute the project contract documents on behalf of the City.