Agenda Item No. 6
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer V:f Landon Kern, Assistant City Engineer L(I
Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of June 13, 2022
SUBJECT: Acceptance of Contract Work — Scherer Community Center — Nutrition Center Flooring Improvement — Project No. 11164
RECOMMENDATION:
That City Council:
Accept the contract work completed by New Image Flooring of Yucaipa, California for the Scherer Community Center — Nutrition Center Flooring Improvement — Project No. 11164 in the amount of $27,454.77; and
2. Approve the final payment for the Project; and
Authorize the recordation of the Notice of Completion; and
4. Accept the contract work completed by ADEP Precision Contracting of Anaheun, California for the Scherer Community Center —Nutrition CenterFlooring Improvement — Project No. 11164 for asbestos abatement in the amount of $11,200; and
5. Approve the fmal payment for the Project; and
6. Authorize the recordation of the Notice of Completion.
BACKGROUND/DISCUSSION:
Over the last 18 years, the City has completed several renovations at the Scherer Cor mmunity 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 -32-
City Council Meeting of June 13, 2022
Acceptance of Contract Work — Scherer Community Center — Nutrition Center Flooring Improvement — Project No. 11164
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 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 the Project specifications vinyl composite tile (VCT) and luxury vinyl tile/plank (LVT/P).
On May 23, 2022, City Council approved Change Order No. 1 in the amount of $9,549.90 for the installation of LVT/P flooring versus VCT and amended 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.
The construction of the overall Project has been completed. Field inspections performed by staff during the course of the work and upon completion of the work have assured that the work was completed according to the plans and specifications for this Project. As a result, staff recommends that City Council accept the contract work and direct staff to file the Notice of Completion for the Project.
FISCAL IMPACT:
The FY2021/2022 CIP included CDBG grant funding in the amount of $40,000 for the Scherer Community Center — Nutrition Center Flooring Improvement project. Staff requested additional CDBG grant funding in the amount of $15,000 from San Bernardino County Community -33-
City Council Meeting of June 13, 2022
Acceptance of Contract Work — Scherer Community Center — Nutrition Center Flooring Improvement — Project No. 11164
Development and Housing (CDH) for the Project, and the City's request was approved for a total of $55,000 it CDBG funds
The table below includes the available and proposed funding sources for the Project.
Funding Source
Amount
CDBG Grant Funding (FY21/22 request)
$55,000.00
Total Available Funding
$55,000.00
The table below lists the total proposed estimated project costs for the Nutrition Center Flooring project.
Flooring Removal and Replacement
Approved Budget
Actual Costs
Contract
$17,082.92
$17,082.92
Change Order No. 1
9,549.90
9,549.90
Contract Contingency
3,400.00
821.95
Contract Administration/Staff Time/Inspection/
Testing/Survey
4,500.00
3,303.72
Total Flooring Replacement Costs
$34,532.82
$30,758.49
Asbestos Abatement
Approved Budget
Actual Costs
Contract
$11,200.00
$11,200.00
Contract Contingency
2,200.00
0 Contract Administration/Staff Time/Inspection/
Testing/Survey
1,000.00
700.00
Total Asbestos Abatement Costs
$14,400.00
$11,900.00
Total Overall Nutrition Center Flooring Project Cost
$48,932.82
$42,658.49
With the total project cost in the amount of $42,658.49 and the funding shown in the table above, there is sufficient funding available to accommodate staffs recommendation.
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.
Attaclunents: Notice of Completions
Approved by:
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RECORDING REQUESTED BY
City of Yucaipa
WHEN RECORDED RETURN TO:
City Clerk
City of Yucaipa
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Recording Fee $0 SPACE ABOVE THIS LINE FOR RECORDER'S USE Government Code 6103
NOTICE OF COMPLETION
Pursuant to the provisions of Section 9204 of the Civil Code of the State of California, NOTICE IS HEREBY GIVEN that work on the certain project known as:
PROJECT NO. 11164
SCHERER COMMUNITY CENTER — NUTRITION CENTER FLOORING
IMPROVEMENT
No APN Number
for the City of Yucaipa was completed and accepted by the City of Yucaipa on the 13th day of June, 2022
The said work was performed by New Image Flooring of Yucaipa, CA in accordance with the terms of the written agreement dated the 13th day of December 2021.
Dated June 13, 2022,
CITY OF YUCAIPA, a Municipal Corporation, Owner
34272 Yucaipa Blvd, Yucaipa, CA 92399
Fermin G. Preciado, Director of Development Services/City Engineer A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of the document.
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
Subscribed and sworn to (or affirmed) before me on this 13th day of June 2022, by Fermin G. Preciado, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
Date
Jennifer Crawford, Assistant City Manager
/City Clerk
CAI,
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S
RECORDING REQUESTED BY
City of Yucaipa
WHEN RECORDED RETURN TO:
City Clerk
City of Yucaipa
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Recording Fee $0 SPACE ABOVE THIS LINE FOR RECORDER'S USE Government Code 6103
NOTICE OF COMPLETION
Pursuant to the provisions of Section 9204 of the Civil Code of the State of California, NOTICE IS HEREBY GIVEN that work on the certain project known as:
PROJECT NO. 11164
SCHERER COMMUNITY CENTER — NUTRITION CENTER FLOORING
IMPROVEMENT (ASBESTOS ABATEMENT)
No APN Number
for the City of Yucaipa was completed and accepted by the City of Yucaipa on the 13th day of June, 2022
The said work was performed by ADEP Precision Contracting of Anaheim, CA in accordance with the terms of the written agreement dated the 28th day of February 2022.
Dated June 13, 2022,
CITY OF YUCAIPA, a Municipal Corporation, Owner
34272 Yucaipa Blvd, Yucaipa, CA 92399
Fermin G. Preciado, Director of Development Services/City Engineer A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of the document.
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
Subscribed and sworn to (or affirmed) before me on this 13th day of June 2022, by Fermin G. Preciado, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
Date
0/1
Jennifer Crawford, Assistant City Manager
/City Clerk,
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