Title
Recommendation to Authorize the City Manager to Execute a First Amendment to the Agreement with Restoration Management Company, in an Amount Not-To-Exceed $125,100, for Storm Related Expenses Already Incurred for Dry Down Services at the Mastick Senior Center for a Total Compensation Amount Not-To-Exceed $200,000.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities). (Public Works)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Mastick Senior Center, a division of the Alameda Recreation & Parks Department (ARPD), is used year-round and provides a variety of health, education and recreational programs to adults aged 50 and older. The buildings comprising the Senior Center facility, including two residential units, are nearly 100 years old and while the City of Alameda (City) has made continual investment in the facility, much of the existing construction is not to modern standards. Two significant rain events earlier this winter caused water intrusion into multiple buildings despite waterproofing measures installed during the Mastick Senior Center Roof Replacement project. To minimize additional damage and to maintain safe living, recreational and working spaces, staff immediately deployed Restoration Management Company (RMC) for dry down services. This is a process for removing excess moisture from a structure after a water damage event, using specialized dehumidifiers and air movers to completely dry out affected areas, preventing further damage, such as mold, and facilitating necessary repairs.
After the first storm event on November 22, 2024, the City Manager authorized restoration services with RMC not to exceed $74,900. However, before the dry down services from that storm event were complete, another storm hit in December demanding the equipment remain deployed longer than originally anticipated. While staff worked diligently to get information from RMC on the total anticipated expenses, the total amount was confirmed after the City Manager authorized amount was exceeded due to delayed information from RMC. The City has paid RMC the amount of $74,900 as authorized by the City Manager for the original Agreement, however there are remaining expenses for services already rendered that have not been paid, pending City Council approval. A First Amendment to the Service Provider Agreement with RMC in an amount not-to-exceed $125,100 is required to pay for the additional dry down services that were immediately required to keep the building safe, open and operational for staff, the public who are seniors members, and the apartment unit renters. Staff recommends City Council authorize the City Manager to execute the First Amendment to the RMC agreement bringing the total not-to-exceed compensation to $200,000.
BACKGROUND
On October 2, 2024, City Council awarded an agreement to Roofing & Solar Construction, Inc. (RSC) to replace the roof at the Mastick Senior Center. The need for this work was partly identified by the history of water leaks at the Mastick Senior Center. The amount of rainfall during the storm exceeded normal rainfall for the month in a single 24-hour period. Although this work was underway when a historic storm event affected the City, the contractor had waterproofing measures in place where they were working. Despite roof waterproofing measures, the storm event caused water intrusion at the Mastick Senior Center. To protect residents in the two apartment units on site, staff and visitors, as well as building structures, staff immediately mobilized RMC to begin dry down services. This is a process for removing excess moisture from a structure after a water damage event, using specialized dehumidifiers and air movers to completely dry out affected areas, preventing further damage and facilitating necessary repairs.
RMC made significant progress in drying the facility when another significant rain and windstorm occurred between December 12 and December 16. While the roofing contractor had increased their waterproofing measures after the last event and had made progress in the installation of permanent waterproofing layers of the roof, this storm caused additional water intrusion in several areas that had been dried, as well as introduced water intrusion in other locations. RMC was asked to respond since they were already mobilized with equipment on site, which expedited the response. A quick response was necessary to minimize disruptions to Mastick Senior Center’s programming and operations as well as maintain safe conditions for the two apartment rental units. RMC completed their work on January 13, 2025 and was demobilized from the site. The City has paid RMC for their work up to the amount of $74,900 as authorized by the City Manager and the remaining invoices are pending City Council approval of the First Amendment to the Agreement for a total amount not-to-exceed $200,000.
DISCUSSION
Mastick Senior Center, like other older City facilities, has a history of water-related issues during storm seasons. An immediate and professional response to such incidents is critical to preventing extensive property damage, reducing operational disruptions, and safeguarding facility users. RMC is a vendor staff has used before and provided high quality equipment, prompt response and extensive regular reports of moisture readings so it can be objectively determined if the facility is dry.
During the roofing project, it was observed that building drains at Mastick are installed interior to the building walls, likely part of the original building construction, and are of unknown age and condition. While RMC was successful in bringing nearly all areas back to normal standards, several weeks past the last storm, there were isolated affected areas that had remained unchanged. Due to the location and the interior construction of the drains, it is likely that the drainage system is contributing to water leaks at the center. Faulty interior drains can lead to substantial property damage, particularly in materials like wood, plaster and drywall, like those at Mastick. Current construction best practice would be to install the drains exterior to the building.
Ninyo and Moore, a firm specialized in materials testing, was also mobilized to the site to conduct testing to verify that no mold had grown during the dry down period. The results provided in January indicated that no concerning mold growth had been detected inside the buildings.
Staff recommends City Council authorize the City Manager to execute a first amendment to the RMC agreement, making the total not-to-exceed compensation $200,000 to pay outstanding invoices for dry down services and associated reporting.
ALTERNATIVES
• Authorize the City Manager to execute the First Amendment as proposed.
• Do not authorize the City Manager to execute the amendment and identify an alternative means of paying the outstanding costs to RMC.
FINANCIAL IMPACT
General Funds previously appropriated in the City’s capital budget, Project C41000 City Buildings, can be used for this work; however, staff will return with a General Fund budget request as part of the Fiscal Year 2024-25 Mid-Year Budget process for project funding to replace the building drains and move them to the exterior of the building to minimize risk of additional water intrusion.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the City’s Strategic Plan priorities to enhance community safety and services and invest in City infrastructure. This action does not affect the Alameda Municipal Code.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities).
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with this action.
RECOMMENDATION
Authorize the City Manager to Execute a First Amendment to the Agreement with RMC, in an amount not-to-exceed $125,100, for storm related expenses already incurred for dry down services at the Mastick Senior Center for a total compensation amount not-to-exceed $200,000.
Respectfully submitted,
Erin Smith, Director of Public Works
By,
Chandni Patel, Facilities Project Manager I
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Agreement
2. First Amendment