CM-2014-637 - 12/5/2014City of Round Rock
ao gssaoac Agenda Item Summary
Agenda Number:
Title: Consider executing an approval of Purchase Order for shot blast of
existing concrete and application of Ardex MC Rapid Moisture remediation
to the Clay Madsen Recreation Center.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 12/5/2014
Dept Director: Rick Atkins, Parks and Recreation Director
Cost: $15,428.50
Indexes:
Attachments: Rubber_Flooring_Systems_Purchase_Order.pdf
Department: Parks and Recreation Department
Text of Legislative File CM -2014-637
CXy of Rauntl Reck Page 1 Pnnled on 1L1912010
Change Order Request
`'RFS al
Rubber Roodng Systems 1r
375 Columbia Memorial Pkwy, Kemah, TX 77567-3187
Phone(281)334-6800 Fax(281)535-1959
Date: December 3, 2014
Project: Clay Madsen Rec Center
Davidson
Work Unit Price I Total Price•
REQUEST: Moisture
RFS, Inc.
Katie Lamb
Operations
e,kk-aa,f - te3-I
TOTAL THIS REQUEST: $ SSp28.50
Contractprice:
$
Shot Blast existing concrete and Apply Ardex MC Rapid moisture
Change by this request:
5,230
SF
$ 2.95
$ 15,428.50
77,219.10
remediation
RFS, Inc.
Katie Lamb
Operations
e,kk-aa,f - te3-I
TOTAL THIS REQUEST: $ SSp28.50
Contractprice:
$
61,790.60
Change by this request:
$
15,428.50
New contract amount:
$
77,219.10
Acceptance:
Sara White
From:
Trish DeLaTorre
Sent:
Friday, December 05, 2014 3:09 PM
To:
Sara White
Subject:
FW: Moisture
Attachments:
COR#1- Clay Madsen Rec Center- REV120414.pdf
From: Ron Hunter
Sent: Thursday, December 04, 2014 2:22 PM
To: Chad McDowell; David Buzzell; Pete Dominguez
Cc: Ric Bowden; Jodi Rhodes; Michael Schurwon; Deborah Knutson; Rick Atkins; Reggie Davidson; Trish DeLaTorre; Lynn
Olsen; Jodi Rhodes; Olivia Riley
Subject: RE: Moisture
Good afternoon.
Reggie has itemized the quote for the $15,428.50. Trish, please prepare a POCN and reference Purchase Order
20141567. 1 spoke to Legal to verify and we can proceed with City Manager approval on this added $15,428.50, since the
original Purchase Order was approved by City Council in the amount of $61,790.60. Trish/Mike, please ensure that
documentation is included with the POCN to indicate that Ms. Hadley has approved this amendment. Lynn, we are good
to go on the funding stream.
Main Terms/Miscellaneous
Depl/L6c
19002
GL effect ive date
00/21/2014
FiKal year
2014, Penod 11
PO number
20141567
General commodity
360
General desorption
MS - FLOOR COVERING INSTALL -
09 Notes
ud�Rccmvinp L'i
Vendor 60460 Committed
Name RUBBER FL0DR] NG SYSTFNIS
PO mailing; 0
375 COLUMBIA MEMORIAL PKWY
I
Buyer Michael Schurwon
Project accounts applied
w Three way match required
Inspection required
Inspector
Ship 10 19GEN
LEMAH
l ITX �. 77565
Reference
GENERAL SERVICES 8CFM
CRY OF ROUND ROCK.
2:7 ( JMMERCE BOULEVARD
ROUND ROCK TX
Line Ordered Amount Liquidated Balance 1st Project Account
1 61,79D.60 0.00 61,790.6D E FMAP -550-IMPV-PARD
Looking at DPR 627 for the $1,000.00, it is being charged to 10023007 16121.
6121 is a Capital (Building and Improvement) Object Code and not listed in the Capital Outlay approved purchases. We
will need clarification on this account (or a corrected account number).
Olivia, this is the DPR that Deborah e-mailed you about yesterday afternoon.
Reggie, do you have an itemized updated quote for the stripping of the two each 15 rung ladders and hash marks along
the sides of the track? If so, please forward.
2
Dept/Loc 23007 PARD CLAY MADSEN REC CENTER Status
Fiscal year 2015! Current... Next Needed
Requisition number 627 Entero
General Commodity 630 J ... PAINT, PROTECTIVE COATINGS, VARNISH, WAL
General Description PAINT, PROTECTIVE COATINGS, VARNISH,
I p'General Notes
Vendor 60450, QjI Committed Ship To
Name RUBBER FLOORING SYSTEMS Address
PO Mailing 0�..-
DelweryMethod - Print Fax '..✓ E -Mail E -Procurement
Remd 1 (A3 RUBBER FLOORING SYSTEMS
Ship To Email
Address 375 COLUMBIA MEMORIAL PKWY
Reference
'.KEMAH_-- LTX 1 177565
IBVendor/Sourcing Notes I IQ;Vendor Quotes (0)
3
Fiscal year 2015. Numbe, . 627. Line 1
r
Quantity 1.00
Commodity ..63066 (3
Description Striping - 2 - 15 rung ladder drills and hash marks
'.along sides of track.
Bid
;'Add'l Desc/Notes
Requested by
Employee
Sell Ong Obi Project
01 10023007
Thank you,
Ron
6121
0
Description
Buildings & Improvements
Unit pnce 1,000.0,
UOM EACH
GROSS L_ _ 1,0
Freight I__.
Discount l._. .00
Credit L..
TOTAL I l,C
Amount justification: Not Needed
Amount
GL Bud
1,000.00
D
From: Chad McDowell
Sent: Thursday, December 04, 2014 6:49 AM
To: David Buzzell; Ron Hunter; Pete Dominguez
Cc: Ric Bowden; Jodi Rhodes; Michael Schurwon; Deborah Knutson; Rick Atkins; Reggie Davidson; Trish DeLaTome
Subject: RE: Moisture
Morning all,
4
I approve!
From: David Buzzell
Sent: Wednesday, December 03, 2014 6:58 PM
To: Ron Hunter
Cc: Ric Bowden; Jodi Rhodes; Michael Schurwon; Deborah Knutson; Rick Atkins; Chad McDowell; Reggie Davidson; Trish
DeLaTorre
Subject: Re: Moisture
First, thank you all for your assistance with this issuell
Reggie has contacted the vendor to revise the proposal to just include the floor prep (—$15k). I spoke with Chad earlier
and he approves of using his bucket funds for the CO (same fund used for the original PO). Chad, please confirm. Rick
has contacted Laurie and, if she approves, we will submit it to be approved this Friday due to the time sensitivity of
item. Rick to confirm once he hears back from Laurie. If approved on Friday, Reggie/Trish will work with Purchasing to
amend the PO for this change.
Please let us know if we need to do anything else.
Thanks again,
David
Sent from my iPad
On Dec 3, 2014, at 3:37 PM, "Ron Hunter"<ronhunter(olroundrocktexas.eov> wrote
David, first off thanks for calling and checking on this. It is in my opinion that we get City Council to
approve any changes to a contract original approved by City Council.
I understand that we have some very sensitive time constraints and the remediation could not be
forecasted, due to hidden repairs. For that reason, I agree that this approval may go to City Manager for
approval. This CM approval is a cost savings determination that will ultimately save funds, due to the
timing, closure of the facility and the immediate need.
Once Ms. Hadley approves the added funds, please forward the approval to purchasing and we can
amend the original PO, generate a change order and add the additional funds to the PO.
I am copying Ric Bowden, Jodi Rhodes and Purchasing on this e-mail for fyi and to speed the process.
Please keep me informed.
Thank you,
Ron
From: David Buzzell
Sent: Wednesday, December 03, 2014 3:03 PM
To: Ron Hunter
Subject: Fwd: Moisture
See below.
Sent from my iPhone
Begin forwarded message
From: Katie Lamb <katie@teamrfs.com>
Date: December 3, 2014 at 8:12:17 AM CST
To: 'Reggie Davidson'<rdavidson@roundrocktexas.eov>,'Dan Rudkin'
<Dan@teamrfs.com>
Cc: <david@teamrfs.com>,'David Buzzell' <dbuzzell@roundrocktexas.eov>, ."Mary
Hemenes"' <mhemenes@roundrocktexas.zov>, <ionathan@teamrfs.com>
Subject: RE: Moisture
Reggie & Team,
Attached is the change order request for the Moisture Remediation and the Striping
that you said you want to add in.
Please let me know if there are any questions or concerns.
We will need a revised 130#20141567-00 or an additional PO to schedule this work
Thank you,
Katie
From: Reggie Davidson rmailto:rdavidson@roundrocktexas.aovl
Sent: Tuesday, December 02, 2014 5:46 PM
To: Dan Rudkin
Cc: david@teamrfs.com; Katie lamb; David Buaell; Mary Hemenes
Subject: Re: Moisture
Dan,
This is something that's an unexpected expense. Please provide me with a goute
as soon as possible. I will have to review it with the team to discuss options
since this additional cost wasn't in our budgeted.
I copied members from my team on this message. They will need to be included
on any further correspondence.
Reggie
Reggie Davidson
Recreation Manager
----- Reply message -----
From: "Dan Rudkin" <Dan@teamrfs.com>
To: "Reggie Davidson" <rdavidsonProundrocktexas.eov>
Cc: "david@teamrfs.com" <daviclPteamrfs.com>, "katie@teamrfs.com"
<katie@teamrfs.com>
Subject: Moisture
Date: Tue, Dec 2, 2014 5:38 PM
Reggie,
We were out on Monday to do our moisture test on your slab and we have run into a
higher moisture then required by Mondo's installation guidelines which is 85rh. Prior to
any installation this is required to make sure that we will not have an issue with the
installation. I know that you have a time crunch and we do not want to delay this
installation. What we recommend is that we shot blast the slab and apply MC Rapid by
Ardex to correct the high moisture in the slab. This process is a little under $3.00 per
square foot, if you would like us to send you a formal quote I can have that to you
tomorrow.
W�Im
Regional Sales Manager
Rubber Flooring Systems, Inc.
402 Soren Dr.
Murphy, TX75094
Office: 281-334-6800
Cell: 972-571-0712
danCdteamrfs.com
<COR#1- Clay Madsen Ree Center- 120314.pdf>
Sara White
From:
Trish DeLaTorre
Sent:
Friday, December 05, 2014 3:09 PM
To:
Sara White
Subject:
FW: Moisture
This just came through...
From: Ron Hunter
Sent: Friday, December 05, 2014 3:08 PM
To: Michael Schurwon; Trish DeLaTorre; Lynn Olsen
Cc: Deborah Knutson
Subject: RE: Moisture
I spoke to Reggie in PARD. Reggie said Atkins was to have Ms. Hadley sign off on Monday of next week on the added
$15,428.50 to the original Purchase Order 20141567 (listed below). Once approved, I asked Reggie to forward all
paperwork to Trish, so she can prepare the POCN and we amend this original PO. We must have CM approval, prior to
processing the POCN and amending the PO.
Thank you,
Ron
From: Ron Hunter
Sent: Thursday, December 04, 2014 2:22 PM
To: Chad McDowell; David Buzzell; Pete Dominguez
Cc: Ric Bowden; Jodi Rhodes; Michael Schurwon; Deborah Knutson; Rick Atkins; Reggie Davidson; Trish DeLaTorre; Lynn
Olsen; Jodi Rhodes; Olivia Riley
Subject: RE: Moisture
Good afternoon.
Reggie has itemized the quote for the $15,428.50. Trish, please prepare a POCN and reference Purchase Order
20141567. 1 spoke to Legal to verify and we can proceed with City Manager approval on this added $15,428.50, since the
original Purchase Order was approved by City Council in the amount of $61,790.60. Trish/Mike, please ensure that
documentation is included with the POCN to indicate that Ms. Hadley has approved this amendment. Lynn, we are good
to go on the funding stream.
Mann TermslMscallaneous
Dept/Loc
GL effective date
Fiscal year
PO number
General commodity
General description
19002
08/21/2014
2014 Period 11
20141567
1360 1
,.FIS - FLOOR COVERING INSTALL -
ggy Notes Ij &'Receiving I &Invoices
Vendor 60460 Committed
Name RUBBER FLOORING SYSTEMS
PD mailing( 01
11375 COLUMBIA MEMORIAL PKWY
I
IKEMAH ITX 1 77565
Renvl i SI
Line Ordered Amount �yLiquidated
1 61,790.60
Buyer ,Michael Schurwon
Project accounts applied
Three way match required
Inspection required
Inspector
Ship to 19GEN
GENERAL SERVICES BCFM
CITY OF ROUND ROCK
212 COMMERCE BOULEVARD
ROUND ROCK TX
Reference
Balance 1st Project Account
0.00 61,790.60 E FMAP-550-IMPV-PARD
Looking at DPR 627 for the $1,000.00, it is being charged to 10023007 / 6121.
6121 is a Capital (Building and Improvement) Object Code and not listed in the Capital Outlay approved purchases. We
will need clarification on this account (or a corrected account number).
Olivia, this is the DPR that Deborah e-mailed you about yesterday afternoon.
Reggie, do you have an itemized updated quote for the stripping of the two each 15 rung ladders and hash marks along
the sides of the track? If so, please forward.
2
Dept/Loc
Fiscal year
Requisition number
General Commodity
General Description
dGencral Notes
Vendor
Name
PO Mailing
Delivery Method
Remit
Address
I pVendor/Sourcing Notes
23007 PARD CLAY MADSEN REC CENTER
2015; Current.- Next
627
630 PAINT, PROTECTIVE COATINGS, VARNISH, WAL
PAINT, PROTECTIVE COATINGS, VARNISH,
60460 L'S '.. Committed Ship To
RUBBER FLOORING SYSTEMS Address
0
Print Fax J E -Mail E-Proaurnment
11 _ ROBBER FLOORING SYSTEMS
375 COLUMBIA MEMORIAL PKWY
__._—jII
KEMAH _)
IT, 177565
Vendor Quotes(0)
3
Ship To Email
Reference
Status
Needed
Entarec
Fiscal year 2015, Nvmher, 627 Line I
Quantity 1.00..
Commodity 163066 ... f3
Unit price 1,000.0
LOM (EACH
Description Stnpmg 2- 15 rung ladder drills and hash marks • GROSS 1,C
along sides of track. j r— ----
Freight I
'Add'I DesdNotes � Discount L--.00
Credit _
TOTAL
Amount justification: Not Needed
Bid 1j3 ,Requested by
Employee 0
Seq Org Obj
O1 10023007 6121
Thank you,
Ron
Project Description Amount GL Bud
Buildings B Improvements 1,000.00 U
From: Chad McDowell
Sent: Thursday, December 04, 2014 6:49 AM
To: David Buzzell; Ron Hunter; Pete Dominguez
Cc: Ric Bowden; Jodi Rhodes; Michael Schurwon; Deborah Knutson; Rick Atkins; Reggie Davidson; Trish DeLaTorre
Subject: RE: Moisture
Morning all,
4
I approve!
From: David Buuell
Sent: Wednesday, December 03, 2014 6:58 PM
To: Ron Hunter
Ce: Ric Bowden; Jodi Rhodes; Michael Schuman; Deborah Knutson; Rick Atkins; Chad McDowell; Reggie Davidson; Trish
DeLaTome
Subject: Re: Moisture
First, thank you all for your assistance with this issuel I
Reggie has contacted the vendor to revise the proposal to just include the floor prep (`$15k). I spoke with Chad earlier
and he approves of using his bucket funds for the CO (same fund used for the original PO). Chad, please confirm. Rick
has contacted Laurie and, if she approves, we will submit it to be approved this Friday due to the time sensitivity of
item. Rick to confirm once he hears back from Laurie. If approved on Friday, Reggie/Trish will work with Purchasing to
amend the PO for this change.
Please let us know if we need to do anything else.
Thanks again,
David
Sent from my Wad
On Dec 3, 2014, at 3:37 PM, "Ron Hunter" <ronhunterProundrockteuas.eov> wrote
David, first off thanks for calling and checking on this. It is in my opinion that we get City Council to
approve any changes to a contract original approved by City Council.
I understand that we have some very sensitive time constraints and the remediation could not be
forecasted, due to hidden repairs. For that reason, I agree that this approval may go to City Manager for
approval. This CM approval is a cost savings determination that will ultimately save funds, due to the
timing, closure of the facility and the immediate need.
Once Ms. Hadley approves the added funds, please forward the approval to purchasing and we can
amend the original PO, generate a change order and add the additional funds to the P0.
I am copying Ric Bowden, Jodi Rhodes and Purchasing on this e-mail for fyi and to speed the process
Please keep me informed.
Thank you,
Ron
From: David Bunell
Sent: Wednesday, December 03, 2014 3:03 PM
To: Ron Hunter
Subject: Fwd: Moisture
See below.
Sent from my iPhone
Begin forwarded message
From: Katie Lamb <katie@teamrfs.com>
Date: December 3, 2014 at 8:12:17 AM CST
To: 'Reggie Davidson' <rdavidson@roundrocktexas.eov>,'Dan Rudkin'
<Dan@teamrfs.com>
Cc: <david@teamrfs.com>,'David Buzzell' <dbuzzell@roundrocktexas.eov>, "Mary
Hemenes"' <mhemenes@roundrocktexas.¢ov>, <lonathan@teamrfs.com>
Subject: RE: Moisture
Reggie & Team,
Attached is the change order request for the Moisture Remediation and the Striping
that you said you want to add in.
Please let me know if there are any questions or concerns.
We will need a revised POp20141567-00 or an additional PO to schedule this work
Thank you,
Katie
From: Reggie Davidson [mailto:rdavidson@roundrocktexas gov]
Sent: Tuesday, December 02, 2014 5:46 PM
To: Dan Rudkin
Cc: david@teamrfs.com; Katie Lamb; David Buaell; Mary Hemenes
Subject: Re: Moisture
Dan,
This is something that's an unexpected expense. Please provide me with a qoute
as soon as possible. I will have to review it with the team to discuss options
since this additional cost wasn't in our budgeted.
I copied members from my team on this message. They will need to be included
on any further correspondence.
Reggie
Reggie Davidson
Recreation Manager
----- Reply message -----
From: "Dan Rudkin" <Dan@teamrfs.com>
To: "Reggie Davidson" <rdavidson@roundrocktexas.eov>
Cc: "david@tearrrfs.com" <davidgteamrfs.com>, "katie@teamrfs.com"
<katie0teamrfs.com>
Subject: Moisture
Date: Tue, Dec 2, 2014 5:38 PM
Reggie,
We were out on Monday to do our moisture test on your slab and we have run into a
higher moisture then required by Mondo's installation guidelines which is 85rh. Prior to
any installation this is required to make sure that we will not have an issue with the
installation. I know that you have a time crunch and we do not want to delay this
installation. What we recommend is that we shot blast the slab and apply MC Rapid by
Ardex to correct the high moisture in the slab. This process is a little under $3.00 per
square foot, if you would like us to send you a formal quote I can have that to you
tomorrow.
romwimin
Regional Sales Manager
Rubber Flooring Systems, Inc.
402 Soren Dr.
Murphy, TX 75094
Office: 281-334-6800
Cell: 972-571-0712
danro'tteamrfs.com
<COR#1- Clay Madsen Ree Center- 120314.pdfl
F �
375 Columbia Memorial Pkwy, Kemah, TK 77565-3187
Phone(281)334-6800 Fax(281)535-1959
Date: July 14. 2014
TERRITORY
TEX-50
pmew.
TEXASBU}BOARD #391-12
jProjea:1
Clay Madsen Rec Center
To:
Reggie Davidson Phone:
Email:
rdavidsontDroundrocktexas
o,
Site Measured by Dan Rudkin
Quantity
units
I Scopeof Work
Unit Price
Total Price*
4,980
SF
Remove and Dispose of existing track surface around Basketball court
$ 1.22
$ 6,075.60
5,230
SF
Provide and Install Mondo 8mm Super X, Including painted sMpe of
perimeter
$ 10.50
$ 54,915.00
400
LF
Standard 4" Cove Base
$ 2.00
$ 800.00
0
LF
Transitions
$ 200
$
0
EA
SaloTax,
EXEMPT
$
$ 61,790.60
Sales:
Dan Rudkin
DanfflDteamrfs com Signature of Acceptance:
Phone:
(972) 571-0712
Service:
Katie Lamb
Katlehateamrfs (281)334-61500 Date:
Exclusions, moisture remediation. Prep aodleve1ingofsuIumnebayond1/89n 10fee1. 16'.1otac0on ofworkafterinnallatlon.Pncels
subleatochange should there be Prevailing wage or union wage requirements
Terms; 50%due upon PO or signed quote arld remaining balance due upon completlon. All orders paidwlth a credit card will beassessed a 2.5%
convenience fee atthe time of tmoicing. All accounts with a balance after30days from Invoke will be assessed 1.5%Interestevery 30days.
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