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HomeMy WebLinkAbout7.1 RemediationProgressRptCITY CLERK File # Elmld-[A[b SUBJECT: ATTACHMENTS: AGENDA STATEMENT CITY COUNCIL MEETING DATE: April 20, 2004 Continuation of Emergency Action, Progress Report on Remediation Work, and Request for Additional Funds for Remediation at Dublin Civic Center Report Prepared by: Melissa Morton, Public Works Director 1) Resolution (requires 4/5 vote for adoption) 2) Budget Change Form RECOMMENDATION: 1) Adopt resolution approving continuation of emergency action and approve recommended increase from current budget allocation of $220,000 by $371,200. 2) Approve the Budget Change FINANCIAL STATEMENT: The cost of remediation to date is $92,200 for construction and testing (original budget allocation was $220,000 for remediation and restoration) The water intrusion analysis found several faults in major building systems responsible for the water intrusion to date. Budget allocation for remediation and restoration needs to be increased to $591,200. DESCRIPTION: On March 16, 2004, pursuant to state law, the City Council declared an emergency relative to water damage at the Dublin Civic Center and authorized the City Manager to enter into a contract for environmental remediation and restoration. Although not required by state law, a project budget was approved for an amount not to exceed $220,000. The City Council also approved an agreement with the Zahn Group, Inc., which provides for construction management services for the remediation work as well as a water intrusion investigation so that the sources of leaks can be identified for restoration. That contract was a separate agenda item on March 16 and is again the subject of a separate agenda item for tonight's meeting. A preconstruction meeting was held on Monday, March 22" d. The contractor began work on March 25th. As required by statute, the Council received a status report at its April 6 meeting and continued the declaration of emergency. At the time of writing the April 6th report, the removal of affected material and hygienist testing had been completed and Staff was awaiting the results of the testing. However, additional testing indicated the need for additional remediation work and once again, the work is complete and staff is waiting for test results. --------------------------------------------------------------- COPIES TO: John Croswhite, the Zahn Group ITEM NO. 7*1 g: lmiscprojlwater intrusionW-6-04 report to Council _ L11 The water intrusion investigation has been conducted concurrently, and there are several building systems that require work to insure that the building remediation and restoration are sustained. Staff has also examined the immediacy of the situation and the consultant has indicated that they do not recommend complete restoration until the corrections are complete. The possibility of rain continues through the end of June and, as of April 15, rain has been forecasted for the next several days. Some affected areas of the building are open and the work has not begun, so dehumidifiers will be necessary on an interim basis to insure that the remediation areas remain dry. However, dehumidifiers are a stop-gap measure that is only effective in light rain, and staff is concemed that any significant amounts of rainfall will result in a potential loss of the remediation work to date and will result in the need for further remediation. Rainfall data for the previous four years indicate the potential for significant rainfall in the coming months. The following table represents rainfall data taken at the Zone 7 offices in Pleasanton and is represented in inches of rainfall: Rain Year April May June 2000 0.79 0.0 0.0 2001 2.08 0.0 0.16 2002 0.22 0.95 0.0 2003 6.06 , 1.93 1.10 At previous meetings, Council has affirmed their concern for the staff and the public, and urged staff to insure that the remediation and related work be accomplished swiftly to insure the continued health and safety of those who work and use the Civic Center Buildings. Staff has worked with the Zahn Group to insure that the entire building was analyzed and lasting, complete solutions are implemented. The following is a list of those systems and the proposed solutions,' which will protect the building and persons who use it: WindOws: The window systems in the building have shifted and moved over time and there are significant gaps in the seals, calking, and channeling. The window system restoration would include new caulk and gasketing to insure that the window systems throughout the building cease to leak. Split-Face Block Wall: The split face block wall that is along the interior courtyard of the Police Building and portions of the Civic Building, and around much of the exterior of both buildings, leaks. A clear gel sealant will be used to seal cracks and gaps in the grouting, and a clear coating will be applied to the wall to prevent water from seeping into the building during severe or intense rain events. While the interior wall of the police building is open, the inside of that wall will be sealed as well for an added layer of protection against moisture intrusion. The coatings are all clear, and while they may appear shiny for a day or two, the look of the walls will be maintained once the work is completed. Subdrain System: The proposed process would include the installation of a subdrain system to insure that any water that drains to the base of the foundation is collected and removed. This system includes removal of vegetation within 24 inches of the foundation and the use of a heavy bituminous membrane and flashing on the foundation to seal it as well. This system will require minor excavation at the base of the foundation and will not be visible when complete. Irrigation: At several locations around the building, irrigation heads either sprinkle parts of the building or the area adjacent to the building. While the subdrain system will be an effective way to eliminate extra water at the base of the foundation, irrigation heads will be modified to insure that there is no irrigation within 24 inches of the building to minimize the risk of water intrusion. Page2 d37~5 ~ Roof: The first story roofs of both buildings have areas that leak. We are working with the consultant to identify necessary repairs and possible solutions, but there are interim steps that can be taken to seal the building against these leaks until a design can be completed to resolve these issues. They are viewed as stop gap measures and not a permanent fix, but will prevent any rain from entering the building for the remainder of the wet season. With the exception of repairs to the roof, the consultant recommends that the work be done as expeditiously as possible to avoid a recurrence of the mold, which would trigger further remediation. In other words, in order to remediate the mold, it is necessary to both remove it and to correct the cause. Because there are interim solutions to the roof leaks, the roof repair project will return to the Council for its consideration during the budget discussions. However, the other work is necessary to correct the cause of the water intrusion and, due to the time of year and likelihood of rain, must be done immediately as part of the remediation work. All of the proposed remediation and restoration maintain the architectural integrity of the building. The analysis of the building indicated no necessary repairs to the sandstone fagade of the building. Those exterior systems are functioning very well. The cost of the remediation and restoration work to date is approximately $92,200. This includes the cost of removal, cleansing, testing and restoration. The budget allocation established by the Council for this work on March 16, 2004 was $220,000. The cost to finish the remediation work required to cleanup the. mold and protect the integrity of the building until the dry season is estimated at $499,000 requiring an additional allocation of $371,000 for a total budget for the remediation and restoration work of $591,200. This includes a 35% contingency, due to the unpredictable nature of the work, and thus the total cost could be well below $591,200. The City will pursue reimbursement by the City's insurance carder. Staff recommends that the City Council adopt the resolution continuing the emergency action to the meeting of May 4, 2004 (Attachment 1) and approve budget change to increase budget allocation for remediation and restoration (Attachment 2). Page 3 ~-~ RESOLUTION NO. -04 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********************* APPROVING CONTINUATION OF EMERGENCY ALLOWING WAIVER OF COMPETITIVE BID PROCESS AND EMERGENCY CONTRACT FOR ENVIRONMENTAL REMEDIATION IN DUBLIN CIVIC CENTER, AND INCREASING BUDGET ALLOCATIONS FOR CONSTRUCTION AND DESIGN/CONSTRUCTION MANAGEMENT WHEREAS, the Dublin Civic Center sustained water intrusion during several recent rainstorms; and WHEREAS, as a result of the water intrusion, it was found that several areas of the building are harboring mold, which areas are therefore quarantined and not habitable as workspace; and WHEREAS, it is necessary to remediate this condition in order to preserve the well-being of City Staff and the public, and in order that the building become fully functional again; and WHEREAS, said environmental remediation is so urgent as to preclude the time normally allotted for solicitation of bids; and WHEREAS, the City Council adopted Resolution No. 51-04 approving a finding of emergency allowing waiver of competitive bid process and emergency contracting for mold remediation; and WHEREAS, the City Council continued the emergency action by Resolution No. 57-04, adopted April 6, 2004; and WHEREAS, the City's consultant, Zahn Group, Inc., has evaluated the causes of the water intrusion; and WHEREAS, the contractor retained to perform the remediation work has completed some of the remediation work; and WHEREAS, the City's hygienist is continuing to perform testing in the affected areas; and WHEREAS, the City's consultant has made recommendations for remediation repairs of the building; and WHEREAS, the remediation and restoration work is estimated to cost $499,000 (including a 35% contingency); and ATTACHMENT t WHEREAS, inclement weather is likely to continue for several months, making it critical t© complete the remediation and restoration repairs as quickly as possible to protect the building's interior and its occupants from a recurrence of mold if rain water were to cause further occurrences of mold within the building; and WHEREAS, said remediation and restoration repairs are accordingly so urgent as to preclude the time normally allotted for the solicitation of bids; and WHEREAS, the City Council has reviewed the actions taken by the City. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin, pursuant to Public Contract Code sections 20168 and 22050, finds that the there is a need to continue the actions approved by the City Council in Resolution No. 51-04. BE IT FURTHER RESOLVED that the City Council approves increases in the budget allocations for the remediation and restoration work to $591,200, approves the budget changes of $371,200 for such work, and authorizes the City Manager to take any actions necessary to complete such remediation and restoration work within such budgeted amount. BE IT FURTHER RESOLVED that this item is continued until the City Council meeting of May 4, 2004, at which time the City Council will review the emergency action taken. BE IT FURTHER RESOLVED that the Council finds this project to be exempt from CEQA, as an emergency project, pursuant to CEQA Guidelines, Section 15269. PASSED, APPROVED AND ADOPTED this 20th day of April, 2004. AYES: NOES: ABSENT: ABSTAINING: Mayor ATTEST: City Clerk g: Imiscprojlwater intrusion Ireso 4-20 mtg 2 CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: __X__ From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (City Council Approval Required) Other Name: Name: Building Maintenance: Contract $371,200.00 Services Account #: Account #: 001.10500.740.000 Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: Fin Mgr/ASD: _~.,0 ~-~,_, ~,)-u~4 ~ Date: Signature REASON FOR BUDGET CHANGE ENTRY: To increase funding for the remediation of environmental contamination and restoration of building systems responsible for water intrusion within the Civic Center Building. Work items included removal of contaminated building materials, decontamination of affected building areas, follow up testing for contamination, and building remediation and restoration. City Manager: r~~----~----~~ ~~ A~ Date: Signature Mayor: Date: Signature Posted By: Date: Signature formslbudgch~g ATTACHMENT 2