Agenda Item No. 13
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer TP Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of May 23, 2022
SUBJECT: Change Order No. 1 — Scherer Community Center — Nutrition Center Flooring Improvement — Project No. 11164
RECOMMENDATION:
That City Council:
Approve Change Order No. 1 in the amount of $9,549.90 to the contract with New Image Commercial Flooring for the Scherer Community Center — Nutrition Center Flooring Improvement — Project No. 11164 for a revised total contract amount of $26,632.82; and
2. Amend the FY2021/2022 Capital Improvement Program by adding the amount of $15,000 in additional Community Development Block Grant (CDBG) funds to the project for a total of $55,000 in CDBG funds.
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 shows wear due to the heavy use, including cracking in the tile and ripping in the carpet. The City's application request for $40,000 in CDBG grant funding has been approved. The staff prepared the bid documents and contract specifications for the Scherer Community Center — Nutrition Center -181-
City Council Meeting of May 23, 2022
Change Order No. 1— Scherer Community Center — Nutrition Center Flooring Improvement — Project No. 11164
Flooring Improvement Project No. 11164 (Project). The Project includes the removal of the existing VCT flooring and carpet in the Center and replacing them with new VCT flooring and carpet.
At the Project's October 19, 2021, pre -bid job walk, it became evident that flooring tiles and mastic might contain asbestos. Staff determined it was necessary to further investigate this potential issue before removing it 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 Image Commercial Flooring in the amount of $17,082.92 for the Project.
On February 28, 2022, City Council awarded the Asbestos Abatement project to ADEP Precision Contracting of Anaheim, CA in the amount of $11,200.
While conducting a Pre -Construction meeting for the Project on April 28, 2022, staff discussed several flooring options with contractors, including the material specified in theProject specifications vinyl composite tile (VCT) amd luxury vinyl tile/plank (LVT/P).
When staff advertised the Project for bids, the specifications included an Additive Alternative bid for the LVT/P flooring. When the contract for the Project was awarded by Council, staff did not recommend the Additive Alternative Bid for the upgraded LVT/P material due to the uncertainty of possible asbestos material in the existing tile and condition of the sub -floor, and the base bid contract for the VCT material was awarded.
With the removal of the existing tile and asbestos material, staff was able to review the existing sub - floor and further explore flooring material options. After discussions with the contractor, flooring professionals and maintenance staff, staff became aware of several benefits of LVT/P flooring material. LVT/P is easier to maintain (no need to polish or wax), has a higher PSI rating (it can handle higher static loads), is thicker and more wear resistant than VCT and it has a built-in top layer that helps it last longer than VCT. As a result, staff is recommending Council approve Change Order No. 1 in the amount of $9,549.90 to upgrade to the LVT/P flooring material, due to the high volume of foot traffic and reduction in long term maintenance costs. This amount is the bid arnount provided by the contractor in their original bid submittal for the Additive Alternative item.
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. Staff has requested additional CDBG grant funding in the amount of $15,000 from San Bernardino County Community Development and Housing (CDH) for the Project, and the City's request was subsequently approved. As a result, staff is recommending Council amend the FY2021/2022 CIP by adding the -182-
City Council Meeting of May 23, 2022
Change Order No. 1— Scherer Community Center — Nutrition Center Flooring Improvement — Project No. 11164
amount of $15,000 in additional Community Development Block Grant (CDBG) funds to the project for a total of $55,000 in CDBG funds
The table below includes the available and proposed funding sources for the Project.
Funding Sources
Amount
CDBG Grant Funding (FY21/22 request)
$40,000.00
Additional Proposed CDBG Project Funding (FY21/22)
15,000.00
Total Estimated Funding
$55,000.00
The table below lists the total proposed estimated project costs for the Nutrition Center Flooring project.
Flooring Removal and Replacement
Costs
Contract
$17,082.92
Proposed Change Order No. 1
9,549.90
Contract Contingency
3,400.00
Contract Administration/Staff Time/Inspection/ Testing/SurveyTesting/Survey 4,500.00
Total Flooring Replacement Costs
$34,532.82
Asbestos Abatement
Proposed Costs
Contract
$11,200.00
Contract Contingency
2,200.00
Contract Administration/Staff Time/Inspection/ Testing/SurveyTesting/Survey 1,000.00
Total Asbestos Abatement Costs
$14,400.00
Total Estimated Nutrition Center Floorin Project Cost
$48,932.82
With the total proposed project cost in the amount of $48,932.82 and the proposed funding shown in the table above, there is sufficient funding available to accommodate staff s recommendation.
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: Change Order No. 1
Approved by:
-183-
City of
Date:
PUBLIC WORKS DEPARTMENT
Contract Change Order No, 1
City Project No. 11164
Purchase Order No.
Contractor: New Image Flooring
Project: Scherer Community Center - Nutrition Center Flooring Improvement - Project No. 11164 Change Proposed:
Deductive:
The additive and/or deductive work as stated above is compensable as Changes In Work under the provisions of Section 3 of Standard Specifications for Public Works Construction (Latest Edition).
Deductive Additive
Adjustment of Contract Time of Completion: $0.00 $9,549.90 Agreed Contract Change Order price:
Contract Amount: S 17,082.92
Previously Approved Change Order Numbers:
Previously Approved Contract Change Order Amount: $ 17,082.92 New/Revised Total Contract Amount
Reviewed and Approved by Const. Manager:
Approved by City Engineer:
Approved by City Manager:
Accepted by:
$9,549.90
$26,632.82
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