SR-01-08-2013-3CCity Council Meeting: January 8, 2013
Agenda Item: ?)_Q___1
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Asbestos and Hazardous Materials Abatement and
Construction Demolition Services at Various City Facilities
Recommended Action
Staff recommends that the City Council award Bid #4043 for asbestos and hazardous
materials abatement and construction demolition services to Castlerock Environmental,
a California -based company, in an amount not to exceed $50,000 for FY 2012 -13, with
two one -year options to renew and a not to exceed amount of $150,000 over a three -
year period, with future funding contingent on Council budget approval.
Executive Summary
The City contracts out asbestos and hazardous materials abatement and construction
demolition services as part of planned facility remodels or to address emergent health
and safety issues. In November 2012, the City solicited bids for such services. After
reviewing the seven bids received, staff recommends Castlerock Environmental as the
best bidder to provide asbestos and hazardous materials abatement and construction
demolition services for a total not to exceed amount of $150,000 over a three -year
period.
Discussion
The City contracts out asbestos and hazardous materials abatement and construction
demolition services at various facilities as part of planned facility remodels as well as in
response to detection of substances posing a threat to health and safety including
asbestos and mold. Asbestos can be found in older ceilings, flooring, ventilation ducts,
and other building components. Mold build -up may occur in water- damaged areas or
sites lacking sufficient ventilation to eliminate moisture. Removal of these substances
requires a contractor with Asbestos (ASB) and /or Hazardous Substance Removal (HAZ)
state certifications. Associated air testing is generally performed by a second contractor
or consulting firm. Contractors ensure that waste materials are properly packaged and
labeled and transported in accordance with federal, state, and local regulations to
licensed disposal sites and /or handling facilities.
1
Vendor Selection
In November 2012, the City published Notices Inviting Bids to provide asbestos and
hazardous materials abatement and construction demolition services. The bid was
posted on the City's online bidding site and notices were advertised in the Santa Monica
Daily Press in accordance with the City Charter and Municipal Code provisions. Seven
bids were received and publicly opened on November 20, 2012 as described in
Attachment A. Bids were evaluated on price, response time, warranty on work,
possession of valid California ASB and HAZ certifications, and compliance with City
specifications. Asbestos Instant Response is the lowest qualified bidder, but does not
offer a warranty on their work. Castlerock Environmental, the second lowest qualified
bidder, offers a one year warranty, which ensures there will be no call -back charges
should any job not be performed to the City's satisfaction within the warranty period.
Based on these criteria, Castlerock Environmental is recommended as the best bidder
to provide asbestos and hazardous materials abatement and construction demolition
services. The City has used Castlerock Environmental over the past four years with
satisfactory results.
Financial Impacts & Budget Actions
The purchase order to be awarded to Castlerock Environmental is for an amount not to
exceed $50,000. The purchase order will be charged to account 01274.570060 and
expenditures will be transferred to the divisions incurring the maintenance
services. Funds are available in individual division FY 2012 -13 operating budgets.
Budget authority in subsequent years will be requested in each budget cycle for Council
approval. Future funding is contingent upon Council approval.
Prepared by: Kevin Nagata, Administrative Analyst
Approved: Forwarded to Council:
44 Cv
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: A —Bid Summary
2
ATTACHMENT
BID # F4043
CLOSING DATE: 11120/2012
DESCRIPTION: PROVIDE ASBESTOS AND HAZARDOUS MATERIALS ABATEMENT SERVICES AND CONSTRUCTION DEMOLITION WORK, AS REQUIRED BY FACILITIES MAINTENANCE
Asbestos Instant Response, Inc.
Los Angeles, CA
Castlerock Environmental, Inc.
rSanta Fe Springs, CA
National Demolition Contactors
San. Pedro, CA
- .Resource Environmental, Inc. r
Cerritos, CA
Item
Description
Unit
Price
Price
'-1 Price
Price
1
Asbestos Abatement
HR
$68.00
$71.87
$185.00
$75.00
Is
Asbestos Abatement (After Hours/OT)
HR
$68.00
$107.80
$244.00
$112.50
2
Construction Demo - Non - Hazardous Materials
HR
$68.00
$6835
$199.00
$75.00
2a
Construction Demo - Non - Hazardous Materials (After Hours /OT)
HR
$68.00
$103.20
$269.00
$112.50
3
Construction Demo- Hazardous Materials
HR
$68.00
$71.87
$199.00
$75.00
3a
Construction Demo- Hazardous Materials (After Hours /OT)
HR
$68.00
$107.80
$269.00
$112.50
4
Mold Abatement
HR
$68.00
$71.87
$185.00
$75.00
4a
Mold Abatement (After Hours /OT)
HR
$68.00
$107.80
$244.00
$112.50
Item
Description -
Response
Response
Response ;
Response
5
Oays/Times Applicable for After Hours & OT
OT rate per person after 8 hrshiftforall
shifts
sat &sun work only
After B hn, Mon-I'd 4PM-7AM, Saturday
time and a half, Sunday double time
M- F(After SPM), Sat
6
% Discou nt/Ma rk-u p for Materials
10%
591. to 20%
+/ -15%
+ / -15%
7
Minimum Call -Out Charge
$1,400.00
$1,800.00
$1,500.00
$2,500.00
8
Overhead Margin
7.59/.
30.0%
11.0%
10.0%
9
Profit Margin
7.591.
15.0%
20.0%
5.0%
10
Additional Fees
N/A
SCA4M0 Procedure S Notification Fee,
Expedite Fee, RCRA Lead Disposal
Mobilization fee of$250 for trucks to
transport material, equipment, and
workers to /from location. Workers over
40 hrs time -and -a -half. Sunday, Holiday
double time. Crew rates do not induce
overhead margin and profit margin.
1. Crew corsisib ofl foreman and(
laborer, 2. Double time not included.
11
Warranty on Service Repairs
Blank
(year
Not applicable
None
12
24/7 Services?
Yes
Yes
Yes
Yes
13
Response Time for Short- Notice Calls
2Hours
2Hours
3Hours
2Hours
14
Year Price Increase
5%
5%
0%
No Renewal Option Offered
15
Year 3 Price Increase
5%
5%
0%
No Renewal Option Offered
16
Payment Terms
2% Net 30 Days
Net 30 Days
Net 30 Days
Net 30 Days
17
Vendor Comments
Vendor did not indicate per person or per
crew for hourly rate
Vendor did not indicate per person or per
crew for hourly ate
Hourly Rates are per crew
Hourly Rates are per crew
ATTACHMENT A
BID # F4043
CLOSING DATE: 11/20/2012
DESCRIPTION: PROVIDE ASBESTOS AND HAZARDOUS MATERIALS ABATEMEI
Sun -cite Demolition-
Montebello, CA
Unlimited Environmental, Inc.
::Signal Hill, CA
Vizion's West, Inc.
Quail Valley, CA
Item
Description
Unit
Price
Price
Price
1
Asbestos Abatement
HR
$14.00
$595.50
$28.60
Is
Asbestos Abatement (After Hours /OT)
HR
$21.00
$891.75
$39.90
2
Construction Demo - Non - Hazardous Materials
HR
$14.00
$568.15
$28.60
2a
Construction Demo - Non - Hazardous Materials (After Hours /OT)
HR
$21.00
$818.50
$39.90
3
Construction Demo- Hazardous Materials
HR
$14.00
$595.50
$28.60
3a
Construction Demo- Hazardous Materials (After Hours /OT)
HR
$21.00
$891.75
$39.90
4
Mold Abatement
HR
$14.00
$595.50
$28.60
4a
Mold Abatement (After Hours /OT)
HR
$21.00
$891.75
$39.90
Item
Description
- Response
Response
Response
5
Days /Times Applicable for After Hours &OT
Sat, Sun, any shift exceeding 8 him
Say Sun, Holidays, or between SPmto
6AM
After 4:301 Weekends
6
%Discount/Mark -up for Materials
10% to 15%
+ / -8 %to 10%
+ / -18 %to 22%
7
Minimum Call -Out Charge
$1,150.00
$1,895.00
8
Overhead Margin
17.0%
15.09S
mores
9
Profit Margin
17.0%
7.0%
18.0%
10
Additional Fees
-
Priceexcludes d'mposal,AQMD
Notifications, permit fees, double time,
materials needed t perform ich,
equipment rental, heavy equipment
tre nsportatioq administrative time, show
up time, a crew is (1) supervisor and (1)
laborer f., (1) Shr shift
$7s.007rip Charge
11
Warranty on Service /Repairs
Blank
Not applicable
12
24/7 Services?
Yes
Yes
13
Response Time for Short- Notice Calls
2 t 3 Hours
2Hours
14
Year 2 Price Increase
0%
0%
lNet
Mpperson
15
Year 3 Price Increase
0%
5%
16
Payment Terms
Net 30 Days
Net 30 Days
17
Vendor Comments
Hourly Ratesare perpemon
Hourly Rates are percrew