Loading...
HomeMy WebLinkAboutResolution 03-11RECORD OF RESOLUTIONS Inc.. F. N.. 30045 03 -11 Resolution No. Passed 20 A RESOLUTION WAIVING COMPETITIVE BIDDING REQUIREMENTS, PURSUANT TO SECTION 8.04 (`CONTRACTING PROCEDURES'), PARAGRAPH (C) ( "WAIVER OF COMPETITIVE BIDDING ") FOR THE DUBLIN COMMUNITY RECREATION CENTER LEISURE POOL DECK RESURFACING PROJECT BASED ON THE PRODUCT BEING AVAILABLE FROM A SINGLE SOURCE AND AWARDING A CONTRACT TO PEBBLE FLEX SERVICES. WHEREAS, Section 8.04(c) of the Revised Dublin Charter authorizes City Council, by a vote of no less than five (5) members, to waive competitive bidding requirements if Council determines that an item is available and can be acquired only from a single source or when it is in the best interest of the City to do so; and WHEREAS, the need has been identified to resurface the Dublin Community Recreation Center leisure pool deck to minimize slips and falls in the pool area; and WHEREAS, staff has researched several options for resurfacing and has identified a specific material, Aqua Flex, as the preferred resurfacing material and this material is only manufactured and installed by Pebble Flex Services; and WHEREAS, Council has determined that it is in the best interest of the City to waive competitive bidding for the project to provide an appropriate pool deck surface; and WHEREAS, Council has determined that the quote submitted by Pebble Flex Services in the amount of approximately $97,500 is fair and appropriate. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, � of the elected members concurring: Section 1. That competitive bidding requirements are hereby waived for the procurement of material for and installation of a new deck surface for the Dublin Community Recreation Center leisure pool project. Section 2 . That the City Manager is hereby authorized to enter into an agreement with Pebble Flex Services for purchase and installation of pool deck resurfacing material in the amount of approximately $97,500. Section 3. That this Resolution shall take effect upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this W4f� day of 2011. Mayor - Presid Officer ATTEST: (Yldlt Clerk of Council Office of the City Manager 5200 Emerald Parkway, Dublin, Ohio 43017 CITY of oaeLiN Phone: 614 - 410 -4400 To: Dublin City Council From: Marsha Grigsby, City Manager�� Date: February 10, 2011 Initiated by: Michelle Crandall, Director of Administrative Services Re: Resolution 03 -11 - DCRC Leisure Pool Resurfacing Memo Summary Resolution 03 -11 requests that Council waive competitive bidding for the materials and installation of a specific resurfacing material for the Dublin Community Recreation Center (DCRC) leisure pool deck surface. The material, Aqua Flex, is only manufactured and supplied by one company -- Pebble Flex Services. No similar type of material is available on the market. Attached is a detailed memorandum, provided to Council on January 20, 2011, explaining the research that City staff has conducted to identify the best solution to resolve slip /fall issues at the DCRC leisure pool. The Aqua Flex product would be installed over the entire pool deck surface of approximately 6,800 square feet. The estimate provided by Pebble Flex Services for materials and installation was $97,500 (S 14.34 /square foot). A portion of the funding for this project (520,000) was identified in the 2011 operating or capital budget. Staff will evaluate and re- prioritize budgeted projects and use existing funds to complete this project. Should Council approve this project, installation will take place at the end of February. Accommodations related to program scheduling in the leisure pool have already been addressed in anticipation of this project moving forward. Should you have any questions regarding this memorandum, please contact Michelle Crandall at 410 -4403 (office) or 206 -4886 (mobile). Recommendation Staff recommends adoption of Resolution 03 -11 at the February 14 Council meeting, waiving competitive bidding for this project and authorizing the City Manager to enter into a construction contract with Pebble Flex Services for installation of the Aqua Flex material in the DCRC leisure pool. CITY of DUBLIN Office of the City Manager 5200 Emerald Parkway, Dublin, Ohio 43017 Phone: 614 - 410 -4400 To: Members of Dublin City Council From: Marsha Grigsby, City Manager V Date: January 20, 2011 Initiated By: Michelle Crandall, Director of Administrative Services Re: DCRC Leisure Pool Resurfacing Memo Summary To address ongoing concerns with slips and falls that have occurred on the tile deck surface surrounding the Dublin Community Recreation Center (DCRC) leisure pool, staff has researched and examined several options to provide a more slip - resistant surface. The following is a brief summary of staff s research and findings to date, along with a preferred solution. To immediately address growing safety concerns, mats were placed at the entrance to the leisure pool and extending along the north and west portions of the pool deck. These areas are locations where a majority of falls had been reported and where children were most likely to run. This temporary solution has resulted in fewer slips and falls being reported. Additionally, cleaning products and cleaning processes were examined to determine if either was contributing to the pool deck conditions. In July 2010, the City contracted with Moody - Nolan, Inc. to conduct an in -depth analysis of existing conditions and offer solutions to address the slip /fall issue. Moody - Nolan's report, which was completed in August 2010 is attached. In brief, according to this report, several items have been contributing factors to slips and falls, including the following: • Shape and size of tiles • Glaze finish on tiles • Strollers, wagons and shoes that track in oils and debris • Need for increased awareness and enforcement of "no running" rule Moody -Nolan also examined several possible solutions, including the following: • Restoration of tile and grout by removing glaze treatment • Applying non -slip treatment to existing grout and tile • Re- grouting • Tile replacement: full pool deck or partial deck Staff had not completely analyzed all of the options presented in the Moody -Nolan report prior to the 2011 -2015 CIP budget process. Therefore, $20,000 was requested in the 2011 CIP with the assumption that staff would attempt removal of the existing glaze treatment. The only other viable alternative appeared to be complete surface replacement with either tile or concrete at a projected Memo re. DCRC Leisure Pool Resurfacing January 20, 2011 Page 2 of 2 cost of $260,000. However, since August, another surface replacement solution has been identified, which staff believes would be the best alternative to pursue. In November 2010, staff visited the Cameron Wellness Center in Washington, Pennsylvania to view and discuss a non - porous, thermoplastic surface application manufactured by Pebble -Flex, a company that provides surfaces for outdoor and indoor playgrounds and pools. Cameron Wellness Center had installed an Aqua -Flex NP (non - porous) surface that bonds directly to the existing tile base with an epoxy primer. The facilities manager at the Cameron Wellness Center noted that they had installed the Aqua -Flex product to address slips and falls that had occurred with their previous tile surface, a tile similar to the tile in Dublin's leisure pool. Subsequent to installation of Aqua -Flex in the spring of 2010, no slip or fall incidents have occurred, and they have been pleased with the product in terms of aesthetics and ease of care /cleaning. A photo of the Cameron Wellness Center pool is attached, along with a photo showing the Aqua -Flex product.' After receiving similar positive feedback from other sites that had installed Aqua -Flex, staff obtained a quote for installation of this product for the 6,800 - square -foot leisure pool deck area. Pebble Flex Services, a subsidiary of Pebble Flex, which manufactures, installs and warranties the Aqua Flex product for all municipal contracts, provided a quote for materials and installation of $97,500 ($14.34 /square foot). This would include a three -year warranty. Due to the fact that Pebble Flex Services is the sole provider of the Aqua Flex product and installation for municipalities, staff would need to prepare a resolution for Council's consideration, waiving competitive bidding for this project. The sole source nature of this product and installation has been reviewed and confirmed by legal staff. Aside fi•om the slip - reducing surface of the Aqua -Flex product, other attributes include the following: • Non - porous • Chlorine and chemical resistant • Softer surface than tile or concrete (fall height ratings provided) • Easier to clean than existing tile surface • Made of a minimum of 20% recycled product • Can be applied directly over existing surface Based on all information obtained regarding the Aqua -Flex product, staff believes this product is the best long -term solution to address slip /fall issues on the leisure pool deck. Recommendation Staff will prepare a resolution for Council's consideration at the February 14 meeting requesting that competitive bidding be waived for this project. Should you have any questions, please contact Michelle Crandall at 410 -4403 (office) or 206 -4886 (mobile). MOODY NOLAK INC. a«l. , I "A>ne e l ... ,Ta ,. DRAFT - FOR REVIEW Dublin Community Recreation Center Leisure Pool Deck Flooring Finish Evaluation The diagram below IS the slip and trip potential model used by the Health and safety Executive of Great admen. This is government agency which provides information related to work safety conditions and measures to avoid accidents and limit liability. The bubbles highlight the main factors that an playa part in contributing to a slip or trip a colds of One or more may playa pad In any situation or accident. CRaMng Flooring { i `— Environment 1 People Contamination Footwear one omtmea n efmh to it what factors are most greatly contributing to the slip and trip, or slip fall led lAy am cc ofthe Onb]m community Recreation canter, we Nava stunted the Flooring, People & Footwear, Cc maminanon, as nsideredtha Env Henmetit a no aaanmg Pro du stsof your po of da W. D uring this process we bay so Its me porcelain t a it s he me note du r, inslauanon and memtenancc experts applied aoormg prod net representatives and a pool design consultant to discuss which of these factors are contributing, and to what extent they contribute to the sop resistance cc nams auba Dublin Cammuniy Recreation canter Lie sore Pe m. FLOORING To a unglazed mosaic po cold in the for use In pools Is Inherently safe as a result of a number of factors we together 1. Tile Shape: The the Is a biscuit shape, which allowsthe grout to be at a lower elevation than the top of the tile. This groove effect Iswhat allowsthe holding or run -off of the water, minimally, but spread out over the entire floor, keeps waterfront pooling on the higher walking surface. 2. Tile Size: The 1 "x 1 i the preferred the size around pools. This smaller size allowsfor more grout, which as described above, ellowsfor more water on the pool deck In the gmutjolnt depresionsthan a 2" x2 ". It Is understanding, dating back to the original design of this facility that while the 1 "x i "tile was our pedtied that for value engineering reasons, the owner approved a contactor suggested larger 2" x2" tile size We feel this alone is not the cause for the slip resistance hies, but In the larger picture does contribute to the slip Issues we have been asked to evaluate. 3. Tile Finish: One important fact is that the more textured a tile is, the more slip resistant characteristics is possesses. Therefore polished or highly polished tiles are not recommended for high traffic areas or for commercial sites with children and the elderly. The unglazed micro - texture is what helps with traction and preventing slip -fall conditions. While it is true that unglazed porcelain tile is technically absorptive, it has a moisture absorption rating of less than 0.5 %. This is so low that it is able to be used outdoors in extreme climates and not wear or crack as a result of freeze/thaw cycles. This absorption rate would not effect cleaning or maintenance greatly and does not require sealing for either ease of cleaning or for anti - bacterial reasons in a pool area, where the water is treated, but also in other use -areas including hospitals or restroom uses. Sealing the tile changes the matte micro - textured surface of the porcelain tile to something more akin to a semi - polished tile. Too often micro - texture is what causes some to draw the incorrect assumption that the tile is porous, thus harbors dirt and bacteria. While sealing the tile does not help or hurt with regard to maintenance it does result in effecting the surface texture, causing a smoother, more polished effect, thus increasing slip -fall conditions. In addition to considering the properties in the existing 2" x 2" porcelain tile flooring, it is our contention that additional factors have contributed to adding increased slip to the floor surface. These factors include: PEOPLE & FOOTWEAR We have seen patron strollers, wagons and shoes track in oils from exterior surfacing. Unglazed porcelain tile is susceptible to losing its slip resistant qualities when exposed to oils. It is our recommendation that strollers and wagons be staged outside the pool area and that only water shoes or bare feet are allowed in the pool area. We also observed lack of staff enforcement of the no running policy as displayed in the pool area and certainly that increases the likelihood for slip -fall accidents. Increased rule enforcement for the people - related factors would be beneficial to heightening patron awareness, thereby reducing accidents. : 01L1kIMLyiIlL1 /et1[0L Sealing the grout and tile using SaniGlaze has filled the micro - textured surface of the particular tile type used in the DCRC facility. While this product may be helpful for maintenance reasons, it creates a more slippery tile surface than the untreated tile, thereby increasing slip /fall conditions. It is also our understanding that SaniGlaze was applied to the tile some years ago, and while it may be the City of Dublin's contention that it has worn -off over the years, SaniGlaze's own literature describes the product as: "Long- Lasting / Permanent" further indicating that "The protective coating in the SaniGLAZE process prevents contaminants from getting into the porous grout and tile surfaces and keeps your floor looking new for years. " Additional literature reinforces our contention that the tile is no longer micro - textured: "The SaniGLAZE process restores grout to brand -new condition and seals out mold, dirt and future contaminants for the life of the floor. SaniGLAZE's restorative bonding technology provides the only cost - effective permanent solution to ceramic tile maintenance. For commercial installations, SaniGLAZE's grout bonding components are designed to last for years. " While Coefficient of Friction (CoF) data can help give an idea of how slippery a surface might be, it is not the best test for a pool -use area. This does not test for materials in standing water areas, nor does it test for barefoot users or sloped (to drains) flooring in wet areas. All tile rated for commercial use will pass the minimum CoF for use in commercial spaces as defined by ADA. This includes even highly polished tiles. We know however that highly polished tile would be an unsafe solution for pool decks. Using only the SaniGlaze CoF testing data as they do can be misleading: "SaniGLAZE's process actually improves the coefficient of friction on both wet and dry surfaces, producing a safer floor." This is an inaccurate blanket statement, this manufacturer cannot justify the safety of this product on all floors, wet or dry in any conditions by sighting only the CoF. Pool decks are subject to pooling and standing water, on a sloped surface with barefoot users. CoF is not the appropriate test to determine if these heightened conditions will result in a non - slippery flooring surface. It should be noted that in August of 2008 another topical treatment was applied to the tile pool deck. This product is Safe - Stride of the Ozarks, Non -Slip Floor Treatment. This company has since been sold to the Secure Risk Corporation who has re -named this product "No Slippin Way ", and contends that "No Slippin Way does NOT work on epoxy coated surfaces, vinyl, fiberglass, plastic, painted surfaces, metal, wood or clear coated surfaces. Coated surfaces must be removed before No Slippin Way treatment can be effectively utilized." Since we know that SaniGlaze is in fact a poly -based resin which is in effect a type of epoxy, it is likely that the complaints of the Rec Center in regard to this product's ineffectiveness may be due to the fact it was installed on what the manufacturer deems inappropriate, unprepared surface. ENVIRONMENT We are aware that an indoor pool environment can be challenging with regard to humidity and chemical exposure, however porcelain tiles are an ideal flooring solution in these areas. We should note that this is a pool area and continuing use of the rubber safety mats, while not ideal will help reduce slips and falls, by disallowing pooling water to be stepped in by patrons. To expand on the obvious issue of water ponding, which the staff currently works to remove as needed, and should continue to work to regularly remove using squeegees, the center may also want to consider adding the use of drying mops to help further reduce the hazardous slip conditions of the surface water. However, our study did not determine that there are any additional non -use related environmental factors increasing slip resistance of the tile. Cleaning solutions and processes can improve or degrade flooring surfaces. It is our understanding the DCRC uses Super HDQL10. This is a PH- neutral, Non - Alkaline product which leaves no film and is highly effective at resisting bacteria, viral, fungal and other disease causing pathogens. We do not feel this cleaner has abraded or stripped the SaniGlaze product. It is an effective cleanser in this harsh environment but still safe for use in high - traffic public areas such as your leisure pool. POSSIBLE SOLUTIONS Regarding solutions, it may be that there are intermediate and more cost - effective measures that should be tried and tested prior to moving on to the most extreme measure — total deck replacement. As part of our scope we are providing a number of alternate solutions, but it is the responsibility of the City of Dublin in conjunction with the Recreation Center to determine which solutions are most appropriate for this facility, considering budget, schedule, public access and patron needs. The solutions that follow are a result of on -site discussions and evaluation of the flooring as we have been able to experience during our somewhat limited time on site, observation at irregular intervals with varying factors and conditions. We recommend that if possible, options under consideration first be tested in a limited area for better expectations of final results. Restoration of Existing Tile and Grout Remove the SaniGlaze. If the SaniGlaze product can be successfully stripped, it may be possible to restore the original tile texture, one of the factors contributing to the slip resistance of the tile. We are unsure whether the SaniGlaze product can be removed successfully enough to restore the texture, but in our discussions with the manufacturer's rep it was suggested that by using SaniGlaze company's "Sani- Strip" product they are able to remove the poly -based resin product from the tile only, or from both the tile and grout. However, they could not guarantee a texture restoration. Approximate cost for removal is estimated to be $7 /SF to remove the coating from the tile only, $8 /SF to strip the coating from both the grout and tile. Surface Applied Non -slip Treatment SaniGlaze does offer the option to add dry solids to the poly -based resin formula. The manufacturer's representative claims that this additive is what adds additional grip, helping to increase slip resistance. It was the understanding of the representative that the DCRC did not use this additive in the previous installation of the product in the pool area, and readily conceded that with amounts of water consistent with an indoor pool the SaniGlaze product would decrease slip resistance qualities of a tile installation. If the City of Dublin would like to evaluate this solution further, it should be noted that it would be required to strip the existing coating, prepare and re- install a new coating including the dry solids additives. The cost to strip and re- install with additives is approximately $16.25/SF. Another topical non -slip treatment recommended by the tile manufacturer is called Invistatread, which may improve slip resistance. Invistatread is a surface applied, clear coat, non -slip finish. It is not a product Moody-Nolan, Inc. is familiar with but was a recommendation during the evaluation process from the local American Olean representative. If this option is considered we recommend further discussion with the product manufacturer's representative and certainly testing a small area prior to full application. The cost of this product is nominal at approximately $435 retail for 5 gallons of material, which covers approximately 2000 SF of area plus additional labor costs for application, unless applied by maintenance staff. It does appear to be easy to apply based on literature, however we are unsure of the actual effectiveness of this product, though it is designed for use specifically around indoor and outdoor pool decks. It also appears to be less permanent a solution than the SaniGlaze and require reapplication more regularly. Yet another topical option is 'No Slippin Way' a product which was previously applied under the name "Safe- Stride of the Ozarks, Inc" and the effectiveness of the previous application has been in question. However, this study has brought to light that this product was applied on a poly -resin surface for which the manufacturer does not recommend it be used on. Whether the issue is that the Safe - Stride /No Slippin Way representative was unaware of the previously applied coating or the owner's knowledge of the previous product was such that it was not deemed to be important to share at the time of the secondary application, we feel we have evidence that this product would not have been effective due to the existing condition of the flooring at the time of the application. With a new owner and product name, compelling data and new knowledge of the issues in this facility, it may yet be a viable solution, but only after the SaniGlaze has been removed should this product be applied for testing /use. This product is estimated to cost $2 /SF (after the SaniGlaze removal, prices as above). Re- Grouting During our evaluation, we discussed the existing conditions with a pool consultant who recommended re- grouting to renew the slip resistance of the grout, which they contend is integral to the slip resistance of the flooring. If re- grouting we suggest using an epoxy grout product to mitigate cleaning concerns of the facilities staff. Re- grouting however, was thought not to be a solution from the installation experts, who felt the biscuit shape of the tile depresses the grout such that it does not add slip resistance. In developing budget costs it also proved to be the most costly option at approximately $130 per square foot. The installer providing this budget number clarified that due to the labor intensive work required to remove existing grout without damage to the tile, performing evening hours work to allow the facility to remain open, working only limited areas at a time, and then the re- grouting labor and materials all contribute to the high cost. It is our contention this will not be the most successful solution and would be the highest cost solution. We contend, as do the tile manufacturer and topical product reps, that the grout surface is below the tile surface and while the more the grout surface does provide better slip resistance it is not a factor of the grout itself, rather the water on the flooring surface being mitigated by the grout joint depressions, as stated previously in this evaluation. Tile Replacement, Limited Area or Full Deck Replacement If restoration of the tile is unsuccessful, and tile replacement is preferred as a more probable and permanent solution, the City can consider replacement of only a limited amount of tile in highest- traffic areas. We have provided a drawing indicating areas we estimate should be minimally replaced for this solution. See Attached. Replacement of the tile, including demolition of existing mortar bed and tile, installation of new mortar bed and tile in the preferred 1" x 1" format, in a one color scheme with simplistic or no patterning and new not - modified epoxy grout will cost approximately $31 per square foot. More decorative patterns and tiles would increase costs marginally, not exceeding $40 per square foot. If considering replacement of only a limited area as shown on the attachment, we estimate approximately 1500 SF of new tile area for a total estimate of $46,500. If replacing the full pool deck we estimate approximately 6,500 SF of new tile is required for a total estimated cost of $260,000. Please Note: These SF take -offs are based on conservative approximations and should be verified by an installer for more accurate quantities and costs. Clam J - ' __ WeDlaew Oelatu IJIW7 u i / //11111 l 'llllllllll !_ Aqua -Flex Non - pervious Surface