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CC - CONSENT ITEM: Approval of an Agreement with American Restore in an Amount Not-to-Exceed $196,425 to Install Concrete Overlay on the Existing Transfer Station Tipping Floor.
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Meeting Date: July 10, 2023
Contact Person/Dept: Sean Singletary/Public Works - EPO
Phone Number: 310-253-6457
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Commission Action Required: Yes [ ] No [X]
Public Notification: (E-Mail) Meetings and Agendas (07/06/2023)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (06/28/2023)
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RECOMMENDATION
Staff recommends that the City Council approve an agreement with American Restore in an amount not-to-exceed $196,425 to install a concrete overlay on the existing transfer station tipping floor.
BACKGROUND
The City owns and operates a 500 ton per day solid waste and recycling Transfer Station Facility located at 9255 Jefferson Boulevard operating six (6) days a week. The tipping floor is operational between the hours of 4:30 am and 4:00 pm, Monday through Friday, and from 5:30 am to 1:00 pm on Saturday.
All inbound collection trucks dump their loads on the upper level tipping floor and a large tractor loader pushes the material through an opening in the tipping floor and into transfer trucks parked on the lower level. Culver City also collects construction and demolition debris which is tipped on the upper level of the transfer station. Construction and Demolition debris is extremely heavy, and the loading activities wear the surface of the tipping floor. In addition, the tractor loader and newer collection vehicles are much heavier than those used 10 years ago which is contributing to the surface degradation.
Over the past year, leaks have become evident from the tipping station floor into the employee break room and storage areas below, creating odors and potentially exposing electrical equipment to water. During unprecedented rains over the 2022-23 storm season, these leaks were pronounced, and staff determined that approximately 1,300 square feet of tipping floor at the entrance and exit needs to be repaired, along with ramp replacements and deck waterproofing.
In 2017, a small portion of the west side of the tipping floor was repaired. In 2020, approximately 4,175 SF was repaired using the EucoFloor concrete overlay product.
On May 25, 2023, the City released Request For Proposals (RFP) #2342 for Culver City Transfer Station Water Intrusion and Concrete Repair. On June 22, 2023, two bids were received:
1. MMJ Contracting, Inc., $234,111
2. MLC Constructors, Inc., $399,000
Both bids exceeded the project budget, and staff re-examined the project scope. Staff elected to specify the EucoFloor product that has been used on other repairs, and solicited a quote from American Restore, the sole approved installer of this product.
American Restore is the only company in the State of California certified to install the EucoFloor product specified. Per Culver City Municipal Code Section 3.07.055.C, these services are exempt from formal competitive bid requirements as American Restore is the sole source for installation of this product. The Public Works Department has determined, in writing, after conducting a good faith review that there is only one source for the requested equipment, goods, supply or service. American Restore has provided written documentation (Attachment 1) confirming it is the only company that can provide the specifically desired installation of the EucoFloor Product, as they did previously in 2017 and 2020 when City Council approved similar action. Therefore, this contract qualifies as sole source procurement.
FISCAL ANALYSIS
Funding for this project was included in the Adopted Budget for Fiscal Year 2023-2024 in the Capital Improvement Program. There is sufficient funding for the agreement with American Restore, in the amount of $196,425 in Account #20280000.730100.PZ948 (Transfer Station Improvements).
ATTACHMENTS
1. 2023-07-10-ATT-CC-Sole_Source_Letter-American_Restore
MOTIONS
1. Approve an agreement with American Restore to install a concrete overlay on the Transfer Station floor, in an amount not-to-exceed $196,425; and
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.