BOARD MEETING DATE: September 7, 2007
AGENDA NO. 12

PROPOSAL:

Appropriate Funds for Headquarters Refurbishment and Issue RFPs to Re-roof Child Care Center and Seal and Re-stripe Parking Lots

SYNOPSIS:

In FY 2006-07, the Board appropriated funds for several building refurbishment projects that, for various reasons, could not be completed. This action is to re-appropriate to the FY 2007-08 Budget $845,000 that was previously approved for building projects and to augment this appropriation by $60,000 to cover increased costs for re-roofing the child care center and refurbishing elevator cars, for a total appropriation of $905,000. This action is also to issue RFPs to re-roof the child care center and to seal and re-stripe parking lots. Funds would be appropriated from the special designation set aside for building refurbishment projects.

COMMITTEE:

Administrative, July 20, 2007, Recommended for Approval

RECOMMENDED ACTIONS:

1. Appropriate a total of $905,000 from the Fund Balance, Designated for Facilities Refurbishment; $775,000 to the Capital Outlays account in District General for re-roofing AQMD headquarters and the child care center and for upgrade of security video cameras and recording system; and $130,000 to the Services and Supplies Major Object, Building Maintenance account, in District General, for sealing and re-striping headquarters parking lots and for refurbishing elevator car interiors.
2. Issue RFP #P2008-01 to re-roof the child care center.
3. Issue RFP #P2008-04 to seal and re-stripe headquarters parking lots.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In September 2006, the Board appropriated $495,000 from the specially designated building refurbishment fund for high-priority maintenance and repair work on AQMD’s fifteen-year-old facility, and, in February 2007, $845,000 was appropriated for additional refurbishment projects. Five of the previously approved projects could not be completed during FY 2006-07 and funds for these projects need to re-appropriated to the current fiscal year budget.

Additionally, costs and project parameters for two of the previously approved projects are anticipated to be more involved than was estimated earlier. After two unsuccessful bid processes to select a contractor to re-roof the child care center within the amount initially budgeted, staff requests an additional $50,000 be allocated for this project. The additional cost is due to discovery during the bid process that, because of the way the existing roof was bonded to the structure, it cannot be removed without damaging the underlying insulation. The re-roofing project will, as a result, involve replacement of at least one of the three layers of insulation. Roofing over the existing roof is not a possibility because the original bonding did not adhere throughout and contractors have indicated they could not provide a warranty for the work. Staff also requests, based on a revised estimate, that an additional $10,000 be allocated to refurbish elevator cars.

Proposal

Staff recommends the Board authorize the expenditure of funds to undertake needed refurbishment of the Diamond Bar headquarters building. Cost estimates for two projects, re-roofing the child care center and refurbishment of elevator cars, have been revised. Other estimated costs remain the same as approved earlier by the Board, and funds for these projects are simply being reallocated to the current fiscal year budget.

Specific maintenance and refurbishment projects are:

1. Re-roof conference center, north and south towers, and laboratory
   Current roofing material was guaranteed for 10 years and is beginning to show signs of rapid deterioration, creating serious risk of leakage. Estimated cost $675,000.
    
2. Re-roof child care center buildings
   Current roofing material was guaranteed for ten years and has started to develop leaks. Roofs, along with some of the underlying insulation, need to be replaced to avoid interior water damage and to ensure tenants can continue to operate the center. Estimated cost $70,000.
    
3. Upgrade security video cameras and recording system
   The current security system does not provide adequate viewing or recording of incidents. To provide protection for staff, tenants, visitors, and property, upgrading to a digital recording system and replacement and repositioning of security cameras is needed. Estimated cost $30,000.
    
4. Seal and re-stripe parking lots
   After 15 years of heavy use, parking lots are starting to "checker" and develop pot holes. To stop the deterioration, patching, seal coating, and re-striping are needed. Estimated cost $75,000.
    
5. Refurbish elevator car interiors
   Interiors are torn and damaged and need to be refurbished. Estimated cost $55,000.

Any funds remaining after completion of these projects will be used for other needed refurbishment work. Work will be competitively bid in accordance with AQMD’s procurement process.

Staff also proposes to release RFP #P2008-01 to solicit proposals from qualified contractors to re-roof the child care center and RFP #P2008-04 to solicit proposals to seal and re-stripe parking lots.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFPs and inviting bids will be published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.

Additionally, potential bidders may be notified utilizing AQMD’s own electronic listing of certified minority vendors. Notice of the RFPs will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, the State of California Contracts Register website, and placed on the Internet at AQMD’s Web site (http://www.aqmd.gov where they can be viewed by making menu selections “Inside AQMD”/“Employment and Business Opportunities”/“Business Opportunities” or by going directly to http://www.aqmd.gov/rfp/index.html). Information is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Proposals received will be evaluated by a diverse, technically qualified panel in accordance with criteria contained in the attached RFPs.

Resource Impacts

Staff recommends the Board appropriate $905,000 from the Fund designated in the FY 2007-08 Budget for facilities refurbishment, of which, $775,000 would be appropriated to District General, Capital Outlays, for fixed asset projects, including re-roofing headquarters and the child care center and upgrading security video cameras and recording system, and $130,000 would be appropriated to District General, Building Maintenance, for maintenance projects, including sealing and re-striping parking lots and refurbishing elevator car interiors

Attachments (EXE 1.22mb)

RFP #P2008-01 – Re-roof Child Care Center
RFP #P2008-04 – Seal and Re-stripe Parking Lots