Loading...
HomeMy WebLinkAboutItem No. 19 - Animal Shelter Mold Abatement Project Change Order Page 1 Consent Calendar City of San Bernardino Request for Council Action Date: April 15, 2020 To: Honorable Mayor and City Council Members From: Teri Ledoux, City Manager By:Kris Jensen, Director of Public Works Subject: Animal Shelter Mold Abatement Change Order Recommendation It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-68 authorizing the City Manager to execute Contract Change Order (CCO) #1 to Project No. 1332 wi th Noble E&C, Inc. in the amount of $27,998, for a full contract not -to-exceed amount of $101,998; and authorizing the Director of Finance to record a budget adjustment in Animal Shelter Improvement Fund 124 and update the project purchase order to reflect the full, approved project cost. Background On December 4, 2019, the Mayor and City Council appropriated funding from the Animal Shelter Improvement Fund for three separate contract awards to complete roof replacement, electrical panel evaluation and up grade, mold abatement, and reconstruction to address deferred maintenance items at the City’s Animal Shelter. At that time the Mayor and City Council awarded a Construction Contract (“Contract”) for Project No. 1332 (“Project”) to Noble E&C, Inc. to perform the mold abatement and reconstruction portion of the Project. The Contract was awarded in the amount of $74,000 with a contingency in the amount of $8,000. Additional work is now needed to address facility issues discovered during the first phase of the mold abatement. Temporary office and restroom rentals are also necessary to provide adequate space for safe distancing due to the impacts of COVID - 19 while the abatement and reconstruction take place in the reception and administration areas of the facility. The total cost of all additional work and temporary rentals is $27,998, and exceeds the previously established Project contingency. Discussion The contract was awarded to address mold found on the north and south end of the facility, and included the removal and replacement of drywall in these areas. It also included cleaning wood frames in the ceiling areas, and repainting of areas impacted by abatement efforts. When Nobile E&C began mold abatement work at the shelter facility, it was discovered 6669 Page 2 that insulation existed within the walls that would also need to be removed and replaced. This was an unforeseen expense and represents work that was not included in the original contract. The mold abatement work and reconstruction work is near completi on at the south end of the facility, and Noble E&C will soon be ready to begin working in the reception and administrative area of the facility. This will require that the facility staff be moved out of the building and housed in a temporary mobile office . Due to the impacts of the COVID virus, adequate office space is essential to house staff performing critical functions at the shelter during the remaining reconstruction. Staff researched pricing options for rental of a mobile office space and portable restrooms. Noble was able provide lower pricing than other rental options, as well as, provide a shorter term rental period. Given the current condition of the facility, and the fact that shelter staff will already be relocating to accommodate the mold abatement, Public Works staff requested pricing from the contractor to expand repainting to the full interior of the facility . The interior of the facility has not been fully repainted in over 15years. Repainting serves as a protective barrier, facilitates easy cleaning of wall surfaces, and would greatly improve the aesthetics of this facility. Noble E&C has provided Contractor Change Order #1 (CCO #1) (Attachment 2) in a total change order amount of $27,998 to address all of the items described above. This amount exceeds the current contingency of $8,000 established for the Project. An additional amount of $19.998 is needed to cover the full cost of CCO #1. This change order is necessary to maintain the continuity of work flow and ensure the Project completion in May 2020. The changes contained in CCO #1 were negotiated and include the provision of labor, equipment, material required to replace insulation, repaint the interior of the entire facility and provide temporary office and restroom facilities for staff displaced during the completion of mold abatement and reconstruction in the office areas. Overall Animal Shelter Project Status At a recent meeting, the Mayor and City Council requested a status update on the shelter project. The information below is being provided in response to that request. The roof replacement portion of the project has been completed , on time and within budget. This included re-roofing the shelter office and custody areas. Skylights have been ordered and will be insta lled upon delivery. New evaporative coolers have been installed on the kennels. The first two phases of mold abatement have been completed; drywall and insulation removed and replaced, and restored areas repainted. Phase three is the upcoming remediation in the reception/administration areas. Electrical panel designs, plans and specifications are near completion and staff 6669 Page 3 expects to solicit bids for electrical panel upgrade work in April. 2020-2025 Strategic Key Targets and Goals This project is consistent with Key Target No.1d: Fiscal Sustainability - Minimize risk and litigation exposure. Completion of this project addresses long deferred maintenance at the Animal Shelter facility, reducing the spread of disease and risk of injury to animals and shelter staff. Fiscal Impact A portion of the funding for this contract change order is available through the originally approved contingency amount of $8,000. Additional funding in the amount of $19,998 is available through remaining balances in the Animal Shelter Improvement Fund No. 124, which currently has an unallocated fund balance of $68,383.94. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-68 authorizing the City Manager to execute Contract Change Order (CCO) #1 to Project No. 1332 with Noble E&C, Inc., in the amount of $27,998, for a full contract not -to-exceed amount of $101,998; and authorizing the Director of Finance to record a budget adjustment in Animal Shelter Improvement Fund 124 and update the project purchase order to reflect the full, approved project cost. Attachments Attachment 1 Resolution 2020-68: Exhibit A - Noble E&C, Inc. Contract Change Order #1 Ward: All Synopsis of Previous Council Actions: June 20, 2018 - Staff presented a proposal submitted by the County of Riverside to provide Animal Control Services for the City of San Bernardino. January 6, 2019 - Staff presented an update regarding the Animal Control Program and a report from the Animal Control Commission regarding capital improvement funding sources. February 11, 2019 - Staff presented a report exploring options to address the City’s animal service, budgetary and shelter needs including rebuilding the existing in -house program with either a new or re-purposed facility; establishing a joint powers authority agreement with public partners; and contract service opportunities was presented. March 20, 2019 - Staff presented a report exploring options to address the City’s Animal Control program needs. The Mayor and City Council directed the City Manager to negotiate and execute an agreement with the County of Riverside for field and shelter services consistent with the proposal provided by the County. 6669 Page 4 September 18, 2019 - Council appropriated funding from the Animal Shelter Improvement Fun for completion of an assessment of the shelter replacement costs and directed the City Manager to issue bids for facility repairs and develop a plan of action including a proposed budget and resources needed to effectively operate an animal shelter, field and licensing program independent of the Police Department. November 6, 2019 - The establishment of the Animal Services Department including the creation of a Director of Animal Services job classification was taken under consideration. Following discussion, the Council members present opted not to move forward with the establishment of the Animal Services Department. December 4, 2019 - The Mayor and City Council adopted Resolution 2019 -356, appropriating $314,400 from the Animal Shelter Improvement Fund for facility improvements, of which $82,000 was awarded for mold abatement and reconstruction. Resolution No. 2020-68 RESOLUTION NO. 2020-68 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT CHANGE ORDER (CCO) NO. 1 TO PROJECT NO. 1332 WITH NOBLE E&C, INC. IN THE AMOUNT OF $27,998, FOR A FULL CONTRACT NOT-TO-EXCEED AMOUNT OF $101,998; AND AUTHORIZING THE DIRECTOR OF FINANCE TO RECORD A BUDGET ADJUSTMENT IN ANIMAL SHELTER IMPROVEMENT FUND 124 AND UPDATE THE PROJECT PURCHASE ORDER TO REFLECT THE FULL, APPROVED PROJECT COST WHEREAS, staff previously identified repairs needed at the Animal Shelter that address the most immediate health and safety issues to include electrical panel design and upgrade, roof replacement, and mold abatement and reconstruction; and WHEREAS, on December 4, 2019, the Mayor and City Council awarded a Construction Contract (Project No. 1332) to Noble E&C, Inc. in the amount of $74,000 with a contingency in the amount of $8,000 to perform mold abatement and reconstruction portion of the repairs; and WHEREAS, upon beginning mold abatement work, it was discovered that additional materials must be removed and replaced in the facility, and temporary office and restrooms will be required for staff displaced by the construction work performed; and WHEREAS, Noble E&C has provided Contractor Change Order No. 1 in the amount of $27,998 to include the provision of labor, equipment, and materials required to replace insulation, repaint the interior of the entire facility and provide temporary office and restroom facilities for staff displaced during the completion of mold abatement and reconstruction in the office areas; and WHEREAS, the change order amount exceeds the contingency amount previously established for the project. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by t his reference. SECTION 2. The City Manager is hereby direct to execute Contract Change Order No. 1 to Project No. 1332 with Noble E&C, Inc., in the amount of $27,998 for a full contract not-to- exceed amount of $101,998, and attached hereto as Exhibit A, Resolution No. 2020-68 SECTION 3. The Director of Finance is hereby directed to record a budget adjustment in the amount of $19,998 from Animal Shelter Improvement Fund 124 to support costs of Contract Change Order No. 1 for Project 1332 in excess of the approved contingency for the project, and update the contract purchase order to reflect the full, approved project costs. SECTION 4. The City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 5. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 6. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the Acting City Clerk this ___ day of __________ 2020. John Valdivia, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, Acting City Clerk Approved as to form: Sonia Carvalho, City Attorney Resolution No. 2020-68 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, Acting City Clerk, hereby certify that the attached is a true copy of Resolution No. 2020-___, adopted at a regular meeting held on the ___ day of _______ 2020 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ NICKEL _____ _____ _______ _______ RICHARD _____ _____ _______ _______ MULVIHILL _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2020. Genoveva Rocha, CMC, Acting City Clerk