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Home My WebLink AboutUnbudgeted Expenditure - Expanding Scope of Work for Renovat CITY OF HUNTINGTON BEA MEETING DATE: April 2, 2001 DEPARTMENT ID NUMBER: PW 01-033 Council/Agency Meeting Held: 04--o2.-0) Deferred/Continued to: 11-�A Approved ❑ Conditio Ily Approved ❑ Denied - Cle 's Signature Council Meeting Date: April 2, 2001 Department ID Number: PW 01-033 CITY OF HUNTINGTON BEACH REQUEST FOR ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED BY: RAY SILVER, CITY ADMINISTRATORPO&/ PREPARED BY: ROBERT F. BEARDSLEY, DIRECTOR OF PUBLIC WORKS MICHAEL P. DOLDER, FIRE CHIEF df-9 fat.--PW SUBJECT: APPROVE ADDITIONAL FUNDING FOR THE REMOVAL OF CITY HALL FIRST FLOOR ASBESTOS Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Should the current scope of work for the renovation of the first floor be.expanded to include the removal of first floor asbestos? Funding Source: Funds of $990,000 need to be transferred from the City's Unappropriated General Fund Balance to the City Hall Rehabilitation Account No. 30187012.82200. Recommended Action: Motion to: Approve an appropriation of $990,000 from the City's Unappropriated General Fund balance to the City Hall Rehabilitation Account No. 30187511.82200 cover the cost of removing asbestos from the first floor of City Hall. Alternative Action(s): Postpone removing asbestos in the areas occupied by Administrative Services and the City Treasurer's Office. This action will prohibit retrofitting the heating, ventilation and air conditioning (HVAC) systems included in the Energy Retrofit Project currently underway and will also prohibit the planned and funded installation of a new Fire Sprinkler Alarm Protection system in these areas. The estimated cost of decontaminating the entire first floor, removing the asbestos from only Public Works and re-spraying the protective coating on the steel supporting roof beams, is $660,800. 01-033 April 2 Asbestos Removal -2- 3/27/01 2:13 PM REQUEST FOR ACTION MEETING DATE: April 2, 2001 DEPARTMENT ID NUMBER: PW 01-033 Analysis: In January of 2001, the Engineering Division area of City Hall was undergoing planned, permitted renovation by the Public Works Department on a portion of the first floor. An asbestos survey report conducted in 1988 did not detect asbestos-containing materials in the first floor construction area. Previously concealed, sprayed-on fireproofing material was exposed by interior demolition activities of the suspended acoustic ceiling tile and above- ceiling HVAC ductwork. Ceiling tile demolition was performed on January 21 and 22, 2001, followed by demolition of portions of HVAC ductwork that were located above the suspended ceiling. On January 23, 2001, following up on concern expressed by the Public Works Building Maintenance Supervisor and the subcontractor, Mesa Energy Systems, which was working in the area, steps were initiated to contact an environmental testing firm. On January 24, arrangements were made with national ECON Corporation to perform testing the next day. On January 25, samples of the fireproofing material were collected and submitted for analysis of asbestos. City staff received verbal laboratory results the evening of January 26, indicating that the fireproofing material tested positive for asbestos. Independently, and unknowingly to the City staff, an employee working in an adjacent area had personally collected two samples, reportedly from the fireproofing in the construction area of the first floor, and submitted them to a laboratory for analysis of asbestos. These samples contained greater than one percent asbestos. Subsequently, Forensic Analytical was contacted and collected five fireproofing samples from the construction area of the first floor on January 30. Laboratory results indicated ten percent Chrysotile asbestos in all five samples, with one sample also containing a trace amount of Actinolite asbestos. Upon verbal receipt of positive results from the City's sampling firm, the renovation operation on the first floor of the City Hall building was halted on January 26, 2001 (coincidentally, the entire City Hall building operation was shut down the same day due to the City's electrical power interruption agreement). On the evening of January 28, Forensic Analytical was contacted regarding the situation on the first floor. Information obtained verbally at that time was unclear as to the nature and extent of materials that had been disturbed. A meeting at the site was arranged for the morning of January 29 involving various representatives of the City staff at City Hall. Based on the information presented, and an inspection of the affected area, all personnel working on the first floor of the City Hall building were relocated. The elevators, which pass through the first floor, were also shut down. The City notified both SCAQMD and Cal/OSHA by telephone on January 29 of the asbestos disturbance and the City's response. Mr. Dan Russell of SCAQMD and Mr. Paul Bartek of Cal/OSHA inspected the site the same day. The decontamination work, completed to date, has allowed the public and staff full access to the First Floor Lobby, Treasurer's Office and Administrative Services. General access to engineering area will not occur until this portion of the first floor has been completely renovated. 01-033 April 2 Asbestos Removal -3- 3126/01 3:14 PM REQUEST FOR ACTION MEETING DATE: April 2, 2001 DEPARTMENT ID NUMBER: PW 01-033 The abatement of asbestos in the engineering area began on February 27, 2001 and will take approximately four weeks to complete. The entire process will be done in accordance with our approved plan. When the abatement is complete, renovation of the area will be resumed. The actual and/or estimated cost of this additional work is summarized below: Estimated Cost Summary Description of Work Recommended Alternative Action Recommendation First Floor Decontamination $ 251,000 $251,000 Forensic Testing $115,000 $85,000 Asbestos Containment $10,000 $10,000 Air Handlers and Heat Unit Rentals $56,800 $56,800 Furniture Storage Costs $9,000 $9,000 Public Works Asbestos Removal $ 203,000 $ 203,000 Public Works Re-Spray of Fireproofing $ 46,000 $46,000 Asbestos Abatement in Administration Services/City $195,885 Treasurer's Office Including Lobby Re-Spray of Fire Proofing in Ad min istrationServices/ $44,315 City Treasurer's Office including Lobby Treasury Vault Relocation $ 5,000 Telecommunication and Information Systems Wiring $54,000 and Switches Total Additional Cost $990,000 $ 660,800 Environmental Status: N/A Attachment(s): City Clerk's Page Number No. Description 1 Fiscal Impact Statement RCA Author: RFB: MD/Id 01-033 April 2 Asbestos Removal -4- 3126101 3:14 PM ATTACHMENT # 1 •� CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION To: Ray Silver, City Administrator From: Clay Martin, Director of Administrative Services Subject: FIS 2001-30 Approve Additional Funding for the Removal of All First Floor Asbestos and the Renovation of the First Floor Areas Occupied by the Administrative Services and City Treasurer's Office Date: March 7, 2001 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Approve Additional Funding for the Removal of All First Floor Asbestos and the Renovation of the First Floor Areas Occupied by the Administrative Services and City Treasurer's Office." If the City Council approves this request (total appropriation $990,000 the estimated unreserved General Fund Balance at September 30, 2001 will reduced to $9,544,921 . Clay Ma , Direct r of Administrative Services Fund Balance-General Fund Adopted Budget Current Estimate Beginning Fund Balance 10/1/2000(unaudited) $ 11,727,000 $ 11,727,000 Plus:Estimated Revenue 127,315,000 130,815,000 Less:Estimated Expenditures (130,660,000) (129,986,000) Pending/Approved FIS's: (1,812,079) (2,021,079) Less: FIS 2001-30 (990,000) (990,000) Estimated 9/30/2001 Unreserved Balance $ 5,579,921 $ 9,544,921 Less Reserve for Economic Uncertainty (6,100,000) (6,100,000) Amt Unreserved, Undesignated (520,079)1 3,444,921 General Fund Balance 2000/2001 $10,500,000- y $9 000 00010, e1 3,444,921 $7 500 000 ,.. . ,• Unreserved $6'000'000 Undesignated $4 500 000 $3'000,000 $6,100,000 El Reserved for / r ,, Y r ,= xfa• PI Economic Uncertainity $1 500 000 $O -$1 ,500,000- Adopted Current Budget Estimate RCA *ROUTING 9HEET INITIATING DEPARTMENT: Public Works SUBJECT: APPROVE ADDITIONAL FUNDING FOR THE REMOVAL OF CITY HALL FIRST FLOOR ASBESTOS COUNCIL MEETING DATE: April 2, 2001 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorne ) Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement (Unbud et, over $5,000) Attached Bonds (If applicable) Not Applicable Staff Report (If applicable) Not Applicable Commission, Board or Committee Report (If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff ( ) ( ) Assistant City Administrator (Initial) ( ) ( ) City Administrator (initial) City Clerk ( ) EXPLANATION FOR RETURN OF ITEM: Only)(Below Space For City Clerk's Use RCA Author: RFB:CM:SF:jm hsbestos Removal Project Asbestos Removal First Floor Abatement Expansion 4 Background ➢ Planned renovation of Public Works Department area began in January ➢ Sprayed-on fireproofing material was exposed during demolition activities ➢ The entire first floor was closed to the staff and public until decontamination took place ➢ The Public Works section is closed off until abatement work is complete April 2, 2001 � 1 e , bestos Removal Project Additional Work Requests ➢ Administrative Services and Treasurer's Office were not scheduled to be renovated this fiscal year ➢ Extending the renovation would allow for removal of all asbestos containing material from the first floor );;. Affected departments would be temporarily relocated Required Unbudgeted Costs ➢ Decontamination $2511000 ➢ Testing & containment 951000 ➢ Air handlers & heat units 561800 ➢ Miscellaneous items 91000 ➢ PW asbestos removal 203,000 ➢ Fireproofing 46,000 Total $660,800 April 2, 2001 2 f,sbestos Removal ProjLt jAdditf�ion�alRenovat�ion Costs ➢ Asbestos abatement $196,000 (Administrative Services, Treasurer's Office and Lobby Area) ➢ Additional testing 30,000 ➢ Re-spray fireproofing 451000 ➢ Telecommunications/ 54,000 & info systems wiring ➢ Vault relocation 5,000 Total $330,000 5 JRecommended Actfion Appropriate $990,000 to complete asbestos abatement on the first flood of City Hall April 2, 2001 3