HomeMy Public PortalAbout12) 7.K. Appropriation from the City's Undesignated General Fund Reserve for Remediation of AsbestosAGENDA
ITEM 7.K.
ADMINISTRATIVE SERVICES DEPARTMENT
DATE: April 16, 2013
MEMORANDUM
TO: The Honorable City Council
FROM: Jose E. Pulido, City Manage
By: Tracey L. Hause, Admin r tive Services Director
SUBJECT: APPROPRIATION FROM THE CITY'S UNDESIGNATED GENERAL
FUND RESERVE FOR REMEDIATION OF ASBESTOS
RECOMMENDATION:
The City Council is requested to appropriate $28,634.09 from the Undesignated Fund
Balance Reserve for the mediation of asbestos.
BACKGROUND:
1. On March 5, 2013, the City retained Andersen Environmental to perform asbestos
testing of dust found in six filing cabinets in the Administrative Services area of
City Hall.
2. On March 6, 2013, Andersen Environmental performed the testing.
3. On March 12, 2013, the City received the report from Anderson Environmental
indicating the dust tested positive for asbestos in three of the six filing cabinets.
4. On March 13, 2013, the City requested Andersen Environmental perform
additional testing to determine the extent of the asbestos contamination for clean
up purposes.
5. On March 18, 2013, Andersen Environmental submitted to the City a "Procedure 5
Abatement Workplan" detailing the suggested procedures for the clean up of the
asbestos in the Administrative Services area.
6. On March 20, 2013, the City contacted several contractors to obtain quotes for
asbestos removal services following Andersen Environmental's Procedure 5
Abatement Workplan.
City Council
April 16, 1013
Page 2
7. On March 22, 2013, Anderson Environmental performed testing in file cabinets in
the City Clerk's office as dust was also found. The dust tested negative for
asbestos.
8. On March 22, 2013, the City selected Alliance Environmental Group as their first
choice to perform the work.
9. On March 29, 2013, the City and Alliance Environmental finalized the terms of the
contract to perform the work.
10. On April 3, 2013, Alliance Environmental began the remediation.
ANALYSIS:
Due to the discovery of asbestos throughout the Administrative Services Department
offices, certain precautionary services were necessary to prevent further contamination
of asbestos throughout City Hall. Estimated costs for services related to the mediation
of the asbestos are listed in Attachment "A". Since asbestos can be absorbed into
porous material such as fabric on the desk cubicles, chairs and carpet, replacement of
these items were also necessary.
CONCLUSION:
The discovery and remediation of asbestos in the Administrative Services Department
was not anticipated in June 2012, when the Fiscal Year (FY) 2012-13 City Budget was
adopted. As a result there are not sufficient funds in operations to cover all costs
related to the remediation and an appropriation is necessary.
FISCAL IMPACT:
The total cost of the remediation is estimated to be $43,634.09. There are sufficient
funds in the FY 2012-13 City Budget in Fixed Asset in the amount of $15,000.00 to
replace carpet and purchase new office furniture. It is recommended the remaining
amount required to complete the remediation of $28,634.09 be appropriated from
Undesignated Fund Balance Reserve. The Undesignated Fund Balance Reserve at
June 30, 2013, is estimated to be $1,497,717.00. There are sufficient funds available
for this appropriation. In the event that not all funding is necessary, the remaining
balance will be returned to the Undesignated Fund Balance Reserve.
/-1 Iir_Cy:Ijd:I I15
A. Cost for Asbestos Remediation
Costs for Asbestos Remediation
Attachment "A"
Date
Tasks
Costs
March 6, 2013
Testing of 6 file cabinets in Administrative Services
$
1,858.14
March 15, 2013
Testing 8 locations in Administrative Services and Community Development and air sampling
$
2,988.14
March 19, 2013
Preparation of Procedure 5 Plan for AQMD
$
500.00
March 22, 2013
Testing of cabinets in Clerk's Office
$
3,410.00
April 3, 2013
Supervision of remediation work
$
2,250.00
April 3, 2013
Remediation of Administrative Services Offices
$
11,350.00
TBD
Post remediation testing
$
3,000.00
TBD
Replace carpet & furniture/cubicles
$
15,000.00
TBD
Replace office supplies
$
1,200.00
Sub-total(Estimate)
$
41,556.28
Contingency @ 5%
$
2,077.81
Total (Estimate)
$
43,634.09