Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Developipept Services/City Engineer F7 (z Todd Gutjahr, Public Works Analyst 9
FOR: City Council Meeting of February 28, 2022
SUBJECT: Award of Contract — Scherer Senior Center Improvements — Asbestos Abatement - Project No. 11164
RECOMMENDATION:
That City Council:
1. Award and authorize the Mayor to execute a contract in the amount of $11,200 with ADEP Precision Contracting of Anaheim, CA for the Scherer Senior Center Improvements — Asbestos Abatement - Project No. 11164 (Project); and
2. Approve the amount of $2,200 for construction contract contingency and the amount of $1,000 for construction contract administration, and inspection, for a total construction budget in the amount of $14,400; and
3. Authorize the City Manager, or his designee, to administer the terms of the contract; and
4. Approve the Specifications prepared for this Project.
BACKGROUND/DISCUSSION:
Over the last 18 years, the City has completed several renovations at the Scherer Community Center and Nutrition Center facilities, including painting, kitchen, and ADA upgrades, storage upgrades, plumbing upgrades, HVAC replacement, electrical system upgrades, flooring replacement, roof replacement (2004), the replacement of windows and doors (2006), parking lot improvements (2008), additional wood floor replacement in the Scherer Community Center (2017), replacement of the Nutrition Center Kitchen flooring and replacement of the commercial water heater (2020).
The approved FY2021/2022 Capital Improvement Program (CIP) includes multiple projects funded through the Community Development Block Grant (CDBG) Program. The CDBG grant program provides funding for pedestrian and transit -related improvements such as a sidewalk, ADA curb ramps, and bus stop improvements. The CDBG Grant Program also funds improvements to public facilities and public buildings. In 2020, staff recommended, and Council approved the submittal of an application requesting CDBG funding to replace the vinyl composite tile (VCT) flooring and carpet in the Nutrition Center (Center). The current flooring in the Center is over 20 years old, and -23-
City Council Meeting of February 28, 2022
Award of Contract — Scherer Senior Center Improvements — Asbestos Abatement - Project No. 11164
shows wear due to the heavy use, including cracking in the tile and ripping in the carpet. The City's application request of $40,000 in CDBG grant funding has been approved, and staff prepared the bid documents and contract specifications for the Scherer Senior Community Center — Nutrition Center flooring Improvement Project No. 11164 (Project). The Project includes the removal of the existing VCT flooring and carpet in the Center and replacing it with new VCT flooring and carpet.
At the October 19, 2021, pre-bid job walk for the flooring replacement project, it became evident that mastic possibly containing asbestos may have been used in the flooring tiles and staff determined it was necessary to further investigate this potential issue before removing and replacing the existing flooring.
On November 22, 2021, a licensed asbestos inspection company inspected the mastic and flooring at the Center and prepared a Limited Asbestos Survey Report (Report). The Report confirmed that the flooring mastic and the tiles contain asbestos. The Report identified the process and requirements for asbestos abatement required to be completed before removing the existing flooring and installing the new flooring.
On December 13, 2021, City Council awarded the Nutrition Center Flooring project to New hnage Commercial Flooring in the amount of $17,082.92 for the Project.
Based on the asbestos abatement requirements identified in the Report, bid documents and contract specifications were prepared by staff and advertised for construction bids in January of 2022. On February 15, 2022, five (5) sealed bids were received and opened from flooring contractors and opened as follows:
Bidder
Bid Amount
ADEP Precision Contracting of Anaheim, CA
$11,200.00
Brickley Construction Company, Inc. of San Bernardino, CA $18,029.00
Integrated Demolition and Remediation, Inc. of Anaheim, CA $22,000.00
Resource of Cerritos, CA
$13,500.00
Karcher Environmental, Inc. of Anaheim, CA
$1,507.12
Engineer's Estimate
$10,000.00
Karcher Environmental, Inc. of Anaheim, CA (the apparent low bidder) submitted a bid that contained a mathematical/clerical error in their bid total. As a result, Karcher Environmental, Inc. has withdrawn their bid. Staff has reviewed their bid withdrawal request, determined it valid, and has accepted their request.
The Engineer's Estimate for the Project is $10,000. ADEP Precision Contracting of Anaheim CA is the apparent responsive low bidder. Staff has reviewed the bid documents and determined that the documents meet the requirements of the contract specifications. Staff has reached out to the references provided and found their previous work completed for other agencies has been deemed satisfactory.
As a result, staff recommends that City Council award the contract to ADEP Precision Contracting in the amount of $11,200.
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City Council Meeting of February 28, 2022
Award of Contract — Scherer Senior Center Improvements — Asbestos Abatement - Project No. 11164
FISCAL IMPACT:
The FY2021/2022 CIP includes CDBG grant funding in the amount of $40,000 for the Scherer Community Center — Nutrition Center Flooring Improvement project.
The table below lists the total funding sources for the Nutrition Center Flooring project.
Funding Sources Amount
CDBG Grant Funding FY21/22 request) $40,000.00
Total Available Funding $40,000.00
The table below lists the total estimated project costs to date for the Nutrition Center Flooring project.
Description — FlooringReplacement
Costs
Contract
Contract Contingency
$17,082.92
3,400.00
Contract Administration/Staff Time/Inspection/ Testing/Survey Testing/Survey 4,500.00
Total Flooring Replacement Costs
$24,982.92
Description — Asbestos Abatement
Proposed Costs
Proposed Contract
$11,200.00
Proposed Contract Contingency
2,200.00
Proposed Contract Administration/Staff Time/Inspection/ Testing/Survey Total Proposed Asbestos Abatement Costs
Total Estimated Nutrition Center Flooring Project Cost
11000.00
$14,400.00
$39,382.92
Any remaining CDBG grant funding will be returned to the City's unallocated CDBG Grant fund balance. Staff will return to Council at a later date with a recommendation to allocate this funding to a CDBG eligible project.
Attachments: Bid Summary
Agreement
Karcher Withdrawal Letter
Approved by:
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City of Yucaipa
AGREEMENT
THIS AGREEMENT is made and entered into this 28" day of February 2022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City," and ADEP Precision Contracting located at 1818 N. Orangethorpe Contractor / Company Name Street Address
Anaheim
City
CA 92801 (949) 642-6664 Hereinafter, referred to as "Contractor." State Zip Code Phone
AWARD OF CONTRACT - SCHERER SENIOR CENTER IMPROVEMENTS - ASBESTOS ABATEMENT - PROJECT NO. 11164
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to ensure its completion in an acceptable manner (collectively, the "Contract Documents/Specifications"). The Contract Documents/Specifications are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Eleven Thousand Two Hundred Dollars and 00 cents, ($11,200.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, the Contractor shall file with the City the certificates of insurance specified in the Contract Documents/Specifications and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
Jennifer Crawford,
Assistant City Manager/City Clerk
FUNDS AVAILABLE:
Andrew Hamilton, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
David Snow, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Date David Avila, Mayor Date
CONTRACTOR:
Date ADEP Precision Contracting Date
Date
Date
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KARCHER
ENVIRONMENTAL
INC.
February 15, 2022
Re: Scherer Senior Center Improvements — — Asbestos Abatement — Project No. 11164
To Whom It May Concern,
Please accept this as a formal withdrawal of the bid as submitted by Karcher Environmental, Inc. for the above -referenced project due to a clerical error.
This clerical error has a material cost impact to the bid as submitted.
Thank you in advance for your consideration.
Respectfully,
Jason Tingley,
President
Karcher Environmental Inc.
2300 E Orangewood Ave., Anaheim, CA, 92806 (714) 385-1490 www.karcherenv.com License # 481416 DOSH 045
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