REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for SMaRT Station Flooring Replacement (F18-147)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $527,977 to American Restore of Huntington Beach, California to install a replacement floor at the SMaRT station. Approval is also requested for a 10% project contingency in the amount of $52,798.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, City Council approval is required for contracts exceeding $100,000. Consistent with the provision of Sunnyvale Municipal Code Section 2.08.070(b)(4), contracts for the procurement of sole source goods or services may be exempted from the competitive bidding process.
ENVIRONMENTAL REVIEW
The project is categorically exempt under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15301(c) and (d) for the maintenance and repair of existing public facilities involving negligible or no expansion of an existing use.
BACKGROUND AND DISCUSSION
Capital Project 811250 (SMaRT Station Equipment Replacement) is for the maintenance and replacement of City-owned equipment and facilities at the Sunnyvale Materials Recovery and Transfer Station (SMaRT Station).
At the SMaRT Station, the area where the incoming refuse trucks empty to start the refuse transfer and recycling process is called the “tipping floor.” The tipping floor area is approximately 50,000 square feet. The existing floor consists of rebar-reinforced concrete which is covered by a layer of iron-reinforced epoxy concrete that provides additional strength. The combination of a continuous flow of heavy trucks and loading equipment, and the corrosive liquid that drains from the garbage causes damage to the tipping floor. This requires periodic replacement of damaged sections. Previously, repairs have occurred in 2001, 2003, 2007, and 2011. This project will repair approximately 9,000 square feet of the tipping floor.
The SMaRT Station facility is in full operation Monday through Friday; therefore, the repair project must be completed over the weekend when the facility is less busy. If repairs are incomplete by the start of business on the Monday after the work begins, the materials recovery facility and the residue compactor that loads the landfill-bound trucks will be unusable and a major portion of the rest of the floor will be occupied by contractor equipment and supplies. Remaining space for unloading garbage trucks from the three cities would soon be full. At this point, the collection trucks would need to haul directly to the Kirby Canyon Landfill to unload, a 54-mile roundtrip that would add approximately 1.5 hours of “off route” time for each truckload. Garbage collections for homes and businesses in Mountain View, Palo Alto and Sunnyvale would be delayed by up to a day, and it would likely take the remainder of that week to catch up on collections.
Due to the limited time available to complete the repairs and ensure the floor is back in operational condition by Monday, conventional concrete replacement cannot be employed. The recommended solution is to pour an additional layer of iron-reinforced cement over the existing flooring material so that the material can be installed over the weekend and ready for weekday operations. This iron-particle reinforced cement will bond with the existing floor material without the demolition, floor preparation time, and cost required with conventional concrete replacement. Staff is recommending award of this contract to American Restore, Inc. under a competitive bidding exemption as the company uses a proprietary topping material, Eucofloor 404, manufactured exclusively for them by the Euclid Chemical Company. This material is designed specifically for transfer station tipping floors and, in addition to being able to be applied over a weekend, offers greater abrasion resistance.
Prior contract awards approved by Council over the last ten years utilizing this method/vendor occurred in 2007 (RTC No. 07-271) and 2011 (RTC No. 11-030), for 2,800 and 5,000 square feet respectively.
FISCAL IMPACT
Budgeted funding for this repair is available in Capital Project 811250.
Funding Source
This project is funded by the SMaRT Station Equipment Replacement Fund. The cities of Mountain View, Palo Alto and Sunnyvale contribute to this fund based on the “capital cost” shares specified in the SMaRT Station Memorandum of Understanding:
• Mountain View 23.45%
• Palo Alto 21.27%
• Sunnyvale 55.28%
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Award a contract in substantially the same form as Attachment 1 to the report and in the amount of $527,977 to American Restore and authorize the City Manager to execute the contract when all the necessary conditions have been met; and 2) approve a 10% project contingency in the amount of $52,798.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Mark A. Bowers, Solid Waste Programs Division Manager
Reviewed by: Melody Tovar, Interim Director of Environmental Services
Reviewed by: Teri Silva, Interim Assistant City Manager
Approved by: Kent Steffens, Interim City Manager
ATTACHMENTS
1. Draft Maintenance and Repair Contract