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HomeMy WebLinkAbout05/19/1998, C6 - DESIGN FOR POOL REPLASTERING councrl °°� s j agenda REpont CITY OF SAN LUIS OBISPO FROM: Mike McCluskey,Director of Public Wor Prepared By: Dave Smith,Building Maintenance Supervisor SUBJECT: Design for Pool Replastering CAO RECOMMENDATION 1.) Award a contract to Rowley International for design and project supervision services for pool replastering in the amount of$16,800 DISCUSSION In the last quarter of 1997,the County of San Luis Obispo Health Agency notified the City they were concerned enough with the deteriorating condition of the pool shell plaster to request replaster work be performed as soon as possible. This concern prompted Public Works staff to commission an independent report on conditions at the Swim Center to confirm the need and options for this work(attachment 1). The resulting report from Rowley International concluded the most prudent action would be to replaster within the next fiscal year(attachment 2). After reading the report,the Health Agency has reaffirmed their position with a written recommendation that the City complete replastering of the pool shell before the end of fiscal year 1998-99(attachment 3). Public Works,along with the Parks and Recreation Department,has concluded that the best window of opportunity for this project work,that creates the least inconvenience for patrons and insures work is completed outside the normal rainy season,would be to begin immediately after the end of the Labor Day weekend in September. Because of this window and the need to replaster in the next fiscal year,Public Works must immediately complete design work to meet a tight bid process timeline as shown below. SINSHEIMER POOL REPLASTER-PRELIM i4ARY SCHEDULE Approval to begin design begin May 20, 1998 Construction Documents Complete 6 weeks July 1, 1998 Submit to County Health 3 weeks July 22, 1998 Bid Period(Advertise&Bidding) 4 weeks (Bids due) August 19, 1998 Construction Starts 4 weeks September 14, 1998 Page 204.3 of the Financial Management Manual(attachment 5)references waivers of competitive bidding based on emergency purchases. To successfully meet the aggressive time line to begin construction,Public Works needs to move quickly to develop construction bid C'6-/ Council Agenda Report Design for Pool Replastering Page 2 documents. Because of this we do not have time to seek RFP's for design services. Rowley International is considered to be the leader in a very specialized field of Municipal Pool construction. In addition, Rowley International has staff available and ready to perform this needed work within the time flame required. For these reasons, it is recommended to award a sole source contract with Rowley International for design services. CONCURRENCES The Parks and Recreation Director agrees that Rowley International is qualified for this work. Furthermore, The Parks and Recreation Director and the County Health Agency are in agreement that we need to perform this work in the fall of 1998. FISCAL EMPACT The proposal for design services from Rowley International is$16,800. Including a$1200 contingency,adequate fimding for the design phase is available within existing resources, so no supplemental appropriation for this purpose is required. Appropriations for construction will be submitted as part of the 1998-99 budget process. ALTERNATIVES The City could choose to wait until the fall of 1999 to approve this work. If this option is chosen,there is a high probability the City could face pool closure at the discretion of the Health Department should the conditions of or the conditions related to the plaster worsen. Closure of the pool would impact revenue and have a substantially negative impact on the public and the image of the City. ATTACEMIENTS 1. Council Note 2. Report from Rowley International 3. Letter from County of San Luis Obispo Health Agency 4. Proposal from Rowley International 5.Page 204.3 of Financial Management Manual-Waivers of Competitive Purchases 955-mono I IJC.o®cfl Agenda RcMrtVSmsh==Pool Replwm mg ���02 COUNCIL MEMORANDUM December 9, 1997 TO: City Council VIA: John Dunn,City Administrative Officer FROM: Michael McCluskey,Public Works Director P4W-- SUBJECT: RELINING OF POOL NEEDED AT SWIM CENTER Sinsheimer Pool opened for business in 1979. Although it is desirable to periodically perform preventative maintenance on the dry plaster shell of commercial pools,the pool has never been drained to allow such action be taken. This choice was agreed upon between Recreation and Public Works due to the unusually high year round use of the facility,the cost of replacing then re-heating 750,000 gallons of water,and because diligent water quality practices have kept the clarity of the pool at a consistently high quality level. In 1988,some very limited delamination occurred and a consultant was hired to evaluate the condition. That report identified that the shell was in good shape,even though a few small patches of plaster had let go. It was determined that insufficient curing had probably occurred during construction due to wet weather conditions at the time. An attempt to make an aesthetic repair of these areas underwater was made but proved unsuccessful. Even with the unsuccessful attempt,the dela nination was so minor there was no need to drain the pool to make a successful dry repair. Starting in 1995,the health department began noting there was some new,but still limited,delamination occurring in their regular inspection reports. In this situation,they routinely recommended replastering work be done;but did not require it unless the condition got to the point that underwater ceramic tile also began to release from the shell. Up until 1997,the condition was noted but not deemed severe enough to warrant closure of the pool. Due to the slow deterioration of the pool plaster,both departments came to the conclusion that a closure of the pool would eventually be necessary and it was decided to request funding for the repair in the 1999-2001 budget. However,in 1997,a severe algae infestation occurred and was brought under control. As a result,the delamination condition of the plaster shell accelerated dramatically. Currently there is almost uniform"pocking"of the plaster over all areas of the pool bottom. Although no ceramic tile has come loose and the condition is still technically, aesthetic in nature,the health department is strongly recommending we make plans now to reline the pool in 1998. They are concerned the condition will continue to worsen to the point where it will become a heath issue and they will be forced to require repairs be made immediately. Recreation agrees that a September through November window is the least disruptive programming period for replastering work to occur. This work could take as little as one month and as long as three. Given this tight time-same,bidding must occur in such a way that construction work will be ready to begin the week after Labor Day. To be prudent,regular users are being notified now to begin reserving alternative pool sites for their fall 1998 programming needs. Staff is considering bringing in a consultant to independently evaluate the situation to determine if the County's time-line preference is the only option. Assuming the consultant verifies the need to proceed,staff will be requesting funding for this project in the 1998-1999 budget. It is anticipated there will be intense interest of users impacted by the closing of the pool therefore,updated information will be provided as this situation develops. I/councilnotm1pool C�d-3 ATTACHMENT 1 Rowley ImernationaI I n e 2325 Palos Verdes Drive West, Suite 312 Palos Verdes Estates,Califomia 902742755 Aquatic Design, Engineering & Consulting 310.377.6724 FAX:310-377-8890 April 10, 1998 98.103 Mr. Dave Smith, Building Maintenance Supervisor City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 SUBJECT: SINSHEIMER PARK POOL FACILITY EXAMINATION Dear Mr. Davis=5u t-t H It was a pleasure to meet with you and your staff to discuss the examination of the Sinsheimer Park Swimming Pool Facility. On February 19, 1998, 1 visited the pool site and met with Don Headley the Pool Operator and Deborah Smith-Cooke of the San Luis Obispo County Health Agency. The following are our/RI comments and recommendations regarding the facility: PLASTER The Pool Plaster surfaces have degraded over time and are rapidly beginning to show the signs of chemical abuse. It is quite normal for a plaster surface in a well maintained pool to last approximately 15 to 20 years. Towards the end of that time span, the plaster will begin to break up and spall on the surface. This phenomenon is due to the constantly changing chemical levels and resultant pH level shifts. The breakdown of the plaster does not, in itself, present an immediate health care concern; however, the resulting roughened surfaces can create additional concerns. At the time of the inspection, the roughened surfaces appear to have allowed algae to form and stick to the roughened surfaces. The SLO County Health Agency believes that the presence of the algae can create additional concerns but at this point, are satisfied with the City's heightened awareness and preventative measures to minimize algae growth. Our/RI concerns also include the dangers of the roughened surfaces and the potential for injuries to the feet of pool users. Don Headley stated that if the roughened surfaces prove to cause feet and toe injuries, the users could be provided with foot protection to eliminate the potential for injuries. eg-h` ATTACHMENT 2 Rowley International Inc Mr. Davis - 2 - April 10, 1998 SK►�� POOL SHELL The Pool shell does not appear to show any signs of distress or failure. It is not uncommon for pools of this vintage to begin to show some signs of rust or corrosion from either the structural rebar in the floors or walls or from other metallic features of the pool shell. This sort or corrosion may exist hidden beneath the existing plaster; however, at this point it is not very likely and the shell should continue to provide many years of service. MECHANICAL SYSTEMS The existing mechanical equipment package appears to be in a very good condition and is operating within the required turnover rates. The existing circulation pump, filter, and heating equipment, although state of the art at the time of the original installation, provide adequate water quality at a reasonable operation cost. Current trends in the Pool Industry; however, have led to more highly developed systems and equipment that now provide a great increase in operational efficiency. SOLAR HEATING The existing solar system has been shut down due to numerous required repairs. The repair costs can easily climb in value as the shutdown will likely cause addition repairs. The solar panel technology in place at the time of installation is very much behind the technology in use with modem panels. CHEMICAL SYSTEMS The existing chemical system utilizes bromine and ozone and appears to adequately serve the facility. It should; however, be noted that this combination, although highly regarded in some areas, has been blamed for skin irritations and other problems at many facilities and has subsequently been replaced at many locations. The underlying basis for these replacements comes from the fact that bromine is far more expensive yet not as effective as chlorine for disinfecting and sanitizing a swimming pool. The proper use of bromine requires many other costly steps to eliminate the possibilities of the skin problems noted above. The proper use of Bromine products should include maintaining an oxidation reduction potential (ORP) of approximately 750 to adequately sanitize the pool. ORP is the ability of the water to disinfect and sanitize the pool. In our discussion with the Operator we were told that the goal is to maintain the pool at the 750 mark; however, it had been in the lower 650 range on occasion. With the use of bromine all efforts should be made to maintain the 750 level. If the ORP level stays consistently low, health issues may arise in the form of increased bacteria counts and increased algae growth. Rowley International Inc Mr. Davis- - 3 - April 10, 1998 SKCro RECOMMENDATIONS The following are our/RI recommendations for the Sinsheimer Park Swimming Pool: PLASTER The existing plaster may continue to provide several months of continued service; however, its is in need of constant attention to keep both algae growth and rough surfaces to a minimum. We/RI highly recommend that the pool be replastered in within the next year. We understand there are certain budget issues within the City to take on such an unexpected project so it is certainly possible to stretch the'fife of the plaster another budget year. The estimated cost of the plaster replacement is approximately $100,000.00. If the City were to show a cash surplus the pool the Staff and the users would all greatly benefit from taking on the project at an earlier time. POOL SHELL There appears to be no problems with the existing pool shell. We/RI recommend taking a much closer examination at the time of the plaster replacement. At that time the Pool shell will be much more visible and any recommendations for repair can be more easily determined. The absence of telltale corrosion stains leads us/RI to believe that there are very few, if any, structural problems. Structural repairs would likely not exceed the $10,000.00 mark and an estimate of $5,000.00 is more likely. MECHANICAL EQUIPMENT The existing mechanical equipment appears to be working in good general condition. The only drawbacks appear to be in the lost efficiency of the older equipment. Probably the best procedure, in lieu of total system replacement, would be to systematically replace the existing systems one at a time as the system fails with new high efficiency equipment. The existing equipment could be expected to provide anywhere from three to seven years of additional service. The systems in question are the circulation pump and the pool heater. The circulation pump is probably operating at level approximately 15% below modem high efficiency pumps and the heater is probably operating at level approximately 30% below modem high efficiency heaters. These improvements would account for approximately $22,000.00 saving per year and a payback of approximately eighteen months. These systems can help to provide improved water quality at a reduced operational cost. L'6"� Rowley Intemational Inc Mr. Davis- - 4 - April 10, 1998 SOLAR HEATING It is very difficult to evaluate a failing solar panel system to determine the cost effectiveness of repairing such a system. The best analogy can be made by comparing it to a new installation. Probably the best example is the similarly sized pool at Cal Poly San Luis Obispo. The State of California required a Solar Feasibility Study prior to the completion of that project. As it turns out, the payback time on the installation of a solar heating system was approximately 16 years. Ironically the existing solar system at Sinsheimer is approximately the same age (see Solar Energy Feasibility Study For Cal Poly Recreation Sports, Physical Education & Event Center Swimming Pool enclosed). Therefore at the time the solar system becomes cost effective, it begins to approach the end of its useful life. Our recommendation would be to eliminate the solar system, unless government subsidies for alternative energy return to improve the cost efficiency. Installation of the new high efficiency Heaters described above would help to offset the apparent increased operational costs that would result from elimination of the solar system. CHEMICAL SYSTEMS Despite the current ozone problems, the existing chemical system appears to be working fine. Don Headley's understanding and careful operation of the system is partly responsible for the success that he achieves with the bromine system. Should the city decide to extend the life of the plaster another year it will be taxing on the existing bromine system and the staff to minimize the algae problems that will be encountered. The current pool operators knowledge of the system will be instrumental in the continued success of the bromine system. Any deviation from the current operation status should be done with extreme care. Future consideration might include a more effective chlorine system of sanitation if the bromine system isn't able to be maintained at the highest level. Please call me if you have any additional questions. Sincerely, WLEY INTERN ZONAL INC Ron J. B vo Senior Prol anager c6-� CC .4TY OF SAN LUIS OBISPO Susan G. Zepeda;Ph.D. HEALTH AGENCY Health Agency Director PUBLIC HEALTH DEPARTMENT Gregory Thomas, M.D., M.P.H. Environmental Health Division Health Officer 2156 sierra way • P.O. Box 1489 San Luis Obispo,.California 93406-1489 Curtis A. Batson, R.E.H.S. Phone: (805)781-5544 FAX: (805) 781-4211 Director April 22, 1998. Mr. Dave Smith, Building Maintenance Supervisor City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 RE: Sinsheimer Pool Plaster Report Comments Thank you for the opportunity to review and comment on the report from Rowley International Incorporated. The report appears to be a fair representation of conditions at the pool at that time. As you may be aware, Section 65535 (a) of Title 22 of the California Health and Safety Code states that: "All parts of the pool and related pool facilities and equipment shall be maintained in good repair. Floors shall be kept free from cracks and other defects...". The plaster on the pool floor and walls continues to degrade, resulting in several rough surfaces that permit continued problems with algae growth. This Department does not consider these conditions to be "good repair." Although Rowley International Inc. states that the existing plaster may continue to provide several months of continued service, it does state that the plaster is in need of constant attention to keep the algae growth to a minimum. Don Headley has succeeded in minimizing the algae growth through extensive cleaning efforts and through maintaining acceptable chemical balances. However, Don has retired and it is expected that the level of experience and consistent attention to the pool that Don provided will likely change. To facilitate ease of pool maintenance in Don's absence, and in light of the above-mentioned information, this Department strongly agrees with Rowley Internationl Inc.'s recommendation that the pool be resurfaced within the next year(by April 1999). We therefore believe it is in the best interest of the City to proceed with the resurfacing of Sinsheimer Pool between now and April 1999. Should you have further questions regarding this matter,please contact me at 781-5544. DEBORAH SMITH-COOKS,R.E.H.S. Environmental Health Specialist Consumer Health Section 0M.-pooisWasheirn W r� ATTACHMENT 3 Rowley International Inc 2325 Palos Verdes Drive west, Suite 312 Palos Verdes Estates,Califomia 902742755 Aquatic Design , Engineering & Consulting 310-377-6724 FAX,310-377-81390 April 21, 1998 98.117 Mr. Dave Smith, Building Maintenance Supervisor City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 SUBJECT: SINSHEIMER PARK POOL FACILITY EXAMINATION Dear Mr. Smith: Thank you very much for your continued interest in Rowley International Inc as the Swimming Pool Consultant for the Subject Project. As discussed during our telephone conversation on April 20, 1998 we have defined our Scope of Services to consist of the preparation of Construction Documents for the Swimming Pool Renovation at the Sinsheimer Park in San Luis Obispo,CA. The renovation will consist of replacing the existing plaster and tile surfaces as well as the Pool Heater replacement and small plumbing repairs located in the Mechanical Rooms. Our estimated Design Fee for the Project is $16,800.00. The assumed pool work construction value is approximately $140,000.00. The percentage breakdown of our fees will be as follows: Preliminary Design 15% $2,520.00 Design Development 15% $2,520.00 Construction Documents 50% $8,400.00 Construction 20% $3,360.00 Our Design Fee includes the following Scope of Services: 1. Design and Engineering for renovation of the Sinsheimer Park Swimming Pool. The renovation will consist of new plaster and tile surfaces, Pool Heater replacement and miscellaneous plumbing. repairs. 2. RI will provide Complete Construction Drawings and Specifications for the Swimming Pool Filtration Equipment, Chemical Equipment, and all Pump Equipment. 3. Approvals from the State Health Department. 4. RI will attend one (1) Preliminary Design meeting with the Clierit and the Architect. ATTACHMENT 4 Rowley Intemational Inc Mr. Smith - 2 - April 21, 1998 5. RI will prepare Preliminary and Final Cost Estimates. 6. RI will answer questions from Contractors during the Bidding and Construction Phases. 7. RI will attend three (3) Construction Administration Meetings. 8. RI will attend one (1) Final Inspection prior to start up and provide a Final Punch List for the Contractor. The above Fee does not include the following: 1. A Geotechnical Survey for the proposed site. 2. Approvals from the Local Administrative Authority. This will be the responsibility of the Architect; RI will assist. 3. Fees for review by the Health Department or Local Administrative Authority. 4. Reproduction other than for consultant coordination purposes. Note: Should any additional services beyond the agreed upon Scope of Work as set forth in this Proposal be deemed necessary such work would be billed at an hourly rate as follows: Principal $125.00 Senior Project Engineer/Architect 90.00 Project Manager 85.00 Designer 70.00 Draftsperson 50.00 Messenger 18.00 Expenses Billed at Cost Additional Services shall include but are not limited to the following: • Revisions to the design following commencement of the Construction Documents: • Revisions to the Construction Documents requiring a budget-driven change in the project, unless a fixed construction budget has previously been established for the pool and the Statements of Probable Pool Construction Cost exceed the Pool Construction Budget by more than 10%. • Preparation of front end (boilerplate) non-technical Specifications. • Revisions to the Construction Documents which result from more than one set of revision comments from the Client and Local Administrative Authority. Rowley International Inc Mr. Smith - 3 - April 21, 1998 Additional Conditions to be stipulated in our Contract are as follows: • Client shall provide all existing information necessary for the completion of our Scope of Services as outlined above. • Upon written request, and within a reasonable amount of time, Client shall execute and deliver, or cause to be executed and delivered, such additional instruments, documents, approvals, government fees, and charges which are necessary to perform the terms of the agreement. • The Scope of Services described above shall be performed as a single set of Construction Documents. Spiitting the project into more than one phase of construction or more than one project may require an increase in the Fee. • Opinions of Probable Construction Cost prepared by Rowley International Inc are approximate only and do not take into account future market conditions or contractor's bidding methods. RI Inc has no control over costs of labor, materials or equipment and RI Inc's estimates cannot be guaranteed. • Rowley International Inc is not responsible for the means, methods, sequences, techniques and procedures of construction nor for safety precautions associated with construction. • Recomendations made by Rowley International Inc include Pool Heater replacement and Solar Panel System removal. The City may elect to eliminate this portion of work from the Scope in exchange for a $2,400.00 reduction in Design Services Contract prior to the start of the Construction Document Phase. We are confident that we can provide you with engineering/design services that will meet the needs of the City of San Luis Obispo. It would be our pleasure to work with you on this project; we look forward to hearing from you. If you have any additional questions, please call. Sincerely, ROWLEY INTERNATIONAL INC Ron J. B vo Senior Pro t anager c6-�� PURCHASING CONTROL PROCEDURES 2014 subject: Elements and Waivers of Competitive Purchasing Waivers of Competitive Purchasing Although competition is required whenever practical, exceptions are permitted when competitive purchasing may not be feasible for specific commmodities, services and circumstances. EWicyees assigned purchasing authority must use professional judgment and skill in determining when a waiver of competition is appropriate, ensuring that the waiver is consistent with prescribed policies and- procedures, and documenting the exception in accordance with the instructions contained in Part 4. The conditions and circumstances for waiving competition are reasonably constant, and are defined below: 1. Emergency Purchases - Emergencies of one kind or another are the most common situations for which requirements for competition can be waived. The officials who determine that an emergency exists are limited to those in positions of high responsibility. In all cases where purchases are made outside of normal procedures, records must be maintained to indicate the types and quantities of items purchased, the vendors from whom they were purchased, and the disposition of the items. Where possible, informal quotations should be obtained and recorded. If it is not possible to obtain quotations, that fact must be recorded, even on an after-the-fact basis if necessary. The complete record of emergency purchases must be submitted to the Finance Department for a procedural post audit within forty-eight hours of the end .of the emergency situation. (Refer to Section PC-404-2 for detailed procedures) 2. Single-Source Purchases - A single-source supplier is the only acceptable vendor who is able to furnish a certain item or service. Single-source purchases are infrequent exceptions to competition, and care must be taken to avoid them because of their bias or preference for a particular product made by a particular company. In making a single-source determination, the responsible official must consider the following factors: - Is there a lack of responsible ccmpetiticn for a cc modity or service which is vital to the operation and best interest of the city? - Does the vendor possess exclusive and/or predominant capabilities? - Is the product or service unique and easily established as one-of-a-kind? . - Can department or program requirements be modified so that competitive ATTACHMENT 5 1-72 PURCHASING CONTROL PROCEDURES 2014 subject:, Elements and Waivers of Competitive Purchasing products or services may be used? - Are there patented or proprietary rights that fully demonstrate a superior patented feature not obtainable from similar products, or a product available from only one source rather than dealers and retailers from which competition could be encouraged? When a single-source purchase is justified and irpevitable, the reasons and action taken must be supported by written documentation. The written justification must be approved by the Department Head and.suhmitted, with the reg s;ticn or proposed contract, in lieu of a written tabulation/evaluation of bids or quotations.