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HomeMy Public PortalAbout10. Agreement with Stanley Steemer - Youth Activity Center Improvements ProjectClaremont City Council Agenda Report File #: 4939 Item No: 10. TO: ADAM PIRRIE, CITY MANAGER FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR DATE: NOVEMBER 28, 2023 Reviewed by: City Manager: AP SUBJECT: AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH STANLEY STEEMER OF LOS ANGELES AND APPROPRIATION OF FUNDS FOR THE YOUTH ACTIVITY CENTER IMPROVEMENTS PROJECT (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND) SUMMARY The Youth Activity Center (YAC) is in need of several improvements, including new flooring, restroom partitions, restroom fixtures, light fixtures, and a new bottle filling station. These improvements are necessary to meet Americans with Disability Act (ADA) accessibility requirements and to replace dated fixtures, flooring, and sinks, which are in need of repair. In addition, the YAC has a rodent problem that needs to be addressed. Staff has gathered the estimated costs to make the proposed improvements, and the total cost of the proposed project is estimated at $55,000. Staff recommends entering into an agreement with Stanley Steemer of Los Angeles for new flooring in the game room and entryway of the YAC. The other, smaller improvements will be bid through the City's regular process as required under the City's Purchasing Policy. If approved, the flooring portion of the project will take place while the YAC is closed for winter break. Staff recommends appropriating $55,000 from the American Rescue Plan Act (ARPA) Fund to fund the improvement project in full. RECOMMENDATION Staff recommends that the City Council: A. Authorize the City Manager to enter into an agreement with Stanley Steemer of Los Angeles in an amount not to exceed $27,240 for new flooring in the game room and entryway; and B. Appropriate $55,000 from the American Rescue Plan Act Fund to fully fund the installation of flooring and other elements of the Youth Activity Center Improvement Project. CLAREMONT Page 1 of 4 Printed on 11/22/2023 ALTERNATIVE TO RECOMMENDATION In addition to the recommendation, there is the following alternative: • Request additional information from staff. FINANCIAL REVIEW The total estimated cost of the Youth Activity Center Improvement Project is $55,000. Below is a breakdown of costs associated with the project. It should be noted that these costs are estimates and may fluctuate through any necessary bid process. The project will be completed as funding allows and will not exceed the total estimated cost of $55,000. Components of the project will be bid as necessary following the City's Purchasing Policy. Youth Activity Center Improvement Project Description Cost Restroom Partitions $ 8,750 Restroom Paint $ 500 Restroom Lights $ 400 Restroom Fixtures $ 2,000 Storage Cabinet $ 300 Light Fixtures $ 400 Bottle Filling Station $ 1,000 Snack Bar Sink $ 450 Rodent Control $ 12,000 Flooring - Entryway and Ga $ 27,240 Misc. Repairs $ 1,960 Total $ 55,000 The City of Claremont is a member of SourceWell, a member cooperative that entitles the City to access competitively -bid national contracts. SourceWell has an existing contract with Stanley Steemer for flooring services. The pricing included in the proposed agreement is based upon the SourceWell contract pricing. Utilizing the SourceWell contract enables the City to save off the list price for flooring services. The proposed agreement with Stanley Steemer for the installation of new flooring includes removal, disposal, and installation of new flooring for a total of $27,240. The staff cost to prepare this report is estimated at $1,406 and is included in the operating budget of the Community Services Department. ANALYSIS The Youth Activity Center (YAC) is a drop -in afterschool center for high school students. Claremont students can drop in for a game of pool or table tennis, listen to music, work on art projects, or hang out with their peers. The YAC also provides free workshops and events for teens in the community. Staff has identified several needs for improvement at the YAC, including improvements to better CLAREMONT Page 2 of 4 Printed on 11/22/2023 )GvN¢>ic>ri by I egis[ai comply with Americans with Disabilities Act (ADA) requirements, and to address aging light and restroom fixtures, flooring, and rodent abatement. Recommended Improvements: • Restroom partitions: Damaged beyond repair and not ADA accessible. Estimated cost: $8,750 • Restroom paint: Repaint inside restroom prior to partition install. Estimated cost: $500 • Restroom lights: Aged and mismatched. Estimated cost: $400 • Restroom fixtures: Sinks, paper towel dispensers, and trash cans are aged, damaged, and sinks leak. Paper towel dispensers and trash cans are not placed in a manner easily accessible to restroom users. Estimated cost: $2,000 • Women's restroom cabinet: Install new cabinet in women's restroom for storage. Estimated cost: $300 • Hanging light fixtures: Existing fixtures in the lobby and computer lab are aged and in disrepair. Estimated cost: $400 • Bottle filling station: Drinking fountain is broken and irreparable. Install new bottle filling station. Estimated cost: $1,000 • Snack bar sink: Replace existing sink that is stained, aged, and experiences frequent back- ups. Estimated cost: $450 • Rodent control: Address current rodent issues inside the building; monitoring and abatement for 10 years. Estimated cost: $12,000 • New flooring: Remove and replace flooring in game room and entryway that is aged and difficult to keep clean. New flooring will be vinyl wood flooring that is durable and easy to clean. Estimated cost: $27,240 • Miscellaneous repairs, equipment, supplies. Estimated cost: $1,960 • Total estimated cost: $55,000 In addition to the contract with Stanley Steemer, Community Services Department staff will purchase and install many of the items, such as new lighting and restroom fixtures, and perform the painting of the restrooms. The remaining project components will be bid separately following the City's Purchasing Policy. The improvement project will take place while the YAC is closed for winter break. RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, the 2022-24 Budget, and the Youth and Family Master Plan. CEQA REVIEW This item is not subject to environmental review under the California Environmental Quality Act (CEQA). PUBLIC NOTICE PROCESS The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office. CLAREMONT Page 3 of 4 Printed on 11/22/2023 )GvN¢>ic>ri by I egis[ai Submitted by: Jeremy Swan Community Services Director Prepared by: Cari Dillman Community Services Manager CLAREMONT Page 4 of 4 Printed on 11/22/2023 )GvN¢>ic>ri by I egis[ai