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HomeMy WebLinkAboutItem 13f - Community Center Partition Wall ProjectResolution No. 7375 - Contract with Advanced Equipment Corporation June 15, 2021 Page 1 of 4 DATE: June 15, 2021 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Tyler Polidori, General Services Superintendent SUBJECT: RESOLUTION NO. 7375 AMENDING THE FISCAL YEAR 2020-21 CAPITAL IMPROVEMENT PROGRAM BUDGET BY AUTHORIZING A SUPPLEMENTAL BUDGET APPROPRIATION FOR THE COMMUNITY CENTER PARTITION WALL RECOVERING PROJECT IN THE AMOUNT OF $106,450, OFFSET BY A REDUCTION IN THE CAPITAL OUTLAY FUND, AND APPROVING A CONTRACT WITH ADVANCED EQUIPMENT CORPORATION Recommendation: Adopt and Approve SUMMARY The Public Works Services Department (“PWSD”) is responsible for the maintenance of all City facilities. The PWSD has found that the fabric wall coverings on the partition walls in the banquet room at the Arcadia Community Center are heavily worn and need to be replaced. To ensure that the City is receiving the most competitive prices and quality service for this work, a formal bid was conducted and Advanced Equipment Corporation submitted the lowest responsive bid. While this project is not currently budgeted, it was originally anticipated to be included in the Fiscal Year 2021-22 budget, but the pandemic- related building closure offers an ideal time to perform the partition wall recovering without adversely affecting site operations. It is recommended that the City Council adopt Resolution No. 7375 amending the Fiscal Year 2020-21 Capital Improvement Program Budget Appropriation for the Community Center Partition Wall Recovering Project in the amount of $106,450, offset by a reduction in the Capital Outlay Fund, and approve, authorize, and direct the City Manager to execute a Contract with Advanced Equipment Corporation for the same amount. BACKGROUND The Arcadia Community Center is a highly utilized facility that houses a variety of events and programs for the Recreation & Community Services Department. The building features a large banquet room that is occupied on a daily basis for recreation classes, Resolution No. 7375 - Contract with Advanced Equipment Corporation June 15, 2021 Page 2 of 4 seminars, a senior lunch program, and private reservations that Arcadia residents can book on a paid hourly basis. A key feature of the banquet room that enables it to host numerous events simultaneously is an operable partition wall that can be extended to divide the main room into five smaller rooms. The partition wall is covered with a decorative fabric material that serves to enhance the wall’s appearance and improve acoustics inside the banquet room. The existing fabric wall coverings on the partition wall are original to the building and have become worn and damaged beyond repair. The quantity and variety of programs that are hosted in the banquet room have resulted in areas of abrasion and wear on the fabric that cannot be repaired without replacing it. There are also several stains that have occurred from roof leaks, which are unable to be removed by cleaning the fabric. The roof leaks have been repaired, but the stains are still apparent on the fabric surface. The current condition of the partition wall coverings affects the appearance of the banquet room and reduces the value and marketability of the banquet room for residents that may consider paying to book the space for an event. DISCUSSION The process of replacing the fabric wall coverings on the partition wall is a time and labor consuming endeavor. The wall sections must be removed, disassembled, stripped of their existing fabric and adhesive, and then recovered and installed. The entire recovering procedure takes approximately one month to complete. Due to the extensive use that the Community Center experiences, scheduling for a wall recovering project is extremely difficult to coordinate. The Recreation & Community Services Department normally conducts year-round programming without a significant lapse in scheduling. The COVID- 19 pandemic has forced the Community Center to shut down and cancel programs and reservations. This unfortunate circumstance lends itself to an optimal opportunity to perform the partition wall recovering project without adversely affecting the regular operations at the Arcadia Community Center. An appropriate window of time has been designated in the banquet room to accomplish this wall recovering project before private reservations or recreation programming resumes at the facility later this summer. A Notice Inviting Bids was published in the City’s adjudicated newspaper and bid packages were distributed to contractors that provide partition wall fabric recovering services. On May 25, 2021, the City Clerk publicly opened one sealed bid with the following results: Bidder Location Bid Amount Advanced Equipment Corporation Fullerton, CA $ 106,450 Partition wall fabric recovering is a niche industry with very few local contractors available to solicit for projects. A total of seven contractors were contacted and informed of the bid advertisement and mandatory pre-bid conference. Only four of the firms that were contacted attended the pre-bid conference, which was a prerequisite for submitting a bid. An inquiry was conducted into the reasons why three of the four contractors did not Resolution No. 7375 - Contract with Advanced Equipment Corporation June 15, 2021 Page 3 of 4 respond to the bid advertisement. One firm stated that they do not possess the necessary skills and knowledge to perform the specified scope of work. A second firm replied that they are extremely busy, and their estimator was not able to dedicate the time required to compile a bid. The third contractor did not respond to the inquiry. All bid documents were reviewed for content and the contractor’s ability to meet the City’s needs as described in the bid specifications. It was determined that Advanced Equipment Corporation submitted the lowest responsive bid. Advanced Equipment Corporation has performed previous work in the City of Arcadia Community Center and Museum Education Center, including the original installation of the Community Center partition wall. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA per section 15061(b)(3) of the CEQA Guidelines. FISCAL IMPACT The total cost to recover the partition walls at the Community Center is $106,450 and was not budgeted as part of the Fiscal Year 2020-21 Capital Improvement Program. Because time is of the essence to take advantage of the building being shut down, an appropriation of $106,450 from the Capital Outlay Fund is being requested. Sufficient funds are available to cover this request. RECOMMENDATION It is recommended that the City Council determine that this item is exempt under the California Environmental Quality Act (“CEQA”); and adopt Resolution No. 7375 amending the Fiscal Year 2020-21 Capital Improvement Program Budget Appropriation for the Community Center Partition Wall Recovering Project in the amount of $106,450, offset by a reduction in the Capital Outlay Fund, and approve, authorize, and direct the City Manager to execute a Contract with Advanced Equipment Corporation for the same amount. Resolution No. 7375 - Contract with Advanced Equipment Corporation June 15, 2021 Page 4 of 4 Attachments: Resolution No. 7375 Proposed Contract CITY OF ARCADIA COMMUNITY CENTER PARTITION WALL RECOVERING PROJECT BETWEEN CITY OF ARCADIA AND ADVANCED EQUIPMENT CORPORATION CONTRACT Contract - 1 CONTRACT FOR THE CITY OF ARCADIA This CONTRACT, No. ________ is made and entered into this ____ day of _______, ______, by and between City of Arcadia, sometimes hereinafter called “City,” and Advanced Equipment Corporation, sometimes hereinafter called “Contractor.” WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows: A. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project: COMMUNITY CENTER PARTITION WALL RECOVERING PROJECT The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation. B. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within 30 calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. C. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of ONE HUNDRED SIX THOUSAND, FOUR HUNDRED FIFTY DOLLARS AND NO CENTS ($106,450.00). Payment shall be made as set forth in the General Conditions. D. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Special Conditions, Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents. E. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following: Notice Inviting Bids Instructions to Bidders Bid Form Bid Bond Designation of Subcontractors Information Required of Bidders Non-Collusion Declaration Form Iran Contracting Act Certification Public Works Contractor Registration Certification Performance Bond Contract - 2 Payment (Labor and Materials) Bond General Conditions Special Conditions Technical Specifications Addenda Plans and Drawings Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9 Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents. All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties. F. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work. G. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions. H. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at dir.ca.gov and which must be posted at the job site. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] Contract - 3 IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written. CITY OF ARCADIA By: Dominic Lazzaretto City Manager ADVANCED EQUIPMENT CORPORATION By: Signature Print Name and Title Attest: By: City Clerk By: Signature Print Name and Title Approved as to Form: Stephen P. Deitsch City Attorney