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Home My WebLink AboutHA35180 - Deck Improvements at Candlewood ApartmentsREQUEST: PALM DESERT HOUSING AUTHORITY STAFF REPORT AUTHORIZE STAFF TO NEGOTIATE WITH RYDER INC. FOR CONTRACT NO. HA-35180 FOR DECK IMPROVEMENTS AND RELATED SERVICES AT CANDLEWOOD APARTMENTS SUBMITTED BY: Veronica Tapia, Management Analyst II CONTRACTOR: Ryder, Inc. 1950 Compton Avenue, Suite 113 Corona, CA 92881 DATE: May 12, 2016 CONTENT: Ryder, Inc.'s Proposal dated May _, 2016 Water Analysis Report dated April 27, 2015 Location Map Recommendation By Minute Motion, that the Authority Board, 1. Authorize staff to negotiate with Ryder, Inc. for Contract No. HA-35180 for deck improvements and related services at Candlewood Apartments. Monies are available in the FY 2015/2016 Palm Desert Housing Authority's replacement reserve budget. Housing Commission Recommendation The Housing Commission will review this item at its meeting of May 11, 2016. A verbal report will be provided. Strategic Plan Obiective This request does not apply to a specific strategic plan goal. Executive Summary The decks at Candlewood Senior Apartments are a major deferred maintenance item that needs to be addressed immediately. Listed on the 2009 reserve study as a project to be completed in 2009, it is a priority to complete now that we have the authority to do so. Monies have been set aside in the capital replacement fund specifically for this purpose. Backaround The Reserve Study done by Association Reserves, Inc. in 2009 for the Palm Desert Housing Authority identified several improvements that needed to be made immediately at Candlewood Apartments to catch up on deferred maintenance inherited with the purchase of the senior community. Soon after their recommendation, the redevelopment agency was eliminated along with our ability to let any new contracts. In the interim, the management company has been arduously repairing items as needed; however the condition of the decks has deteriorated greatly. In November, 2014, the management company, housing staff, and a city building inspector walked the property to determine the severity and extent of the scope of the project. The deterioration of the decks in many places throughout the property were obvious, but what lay beneath was in question. Since this was STAFF REPORT Palm Desert Housing Authority — Negotiate Contract with Ryder, Inc. May 12, 2016 Page 2 CONTRACT NO. HA-35180 flagged as a potential Health and Safety issue, the Executive Director authorized staff to hire a professional services consultant to design plans in order to ensure all requirements were being met and all issue were being addressed with the best solution possible. The plans were drawn and submitted for approval to the Building Department. Plans were approved in October, 2015. With the new laws going into effect soon after regarding the Department of Industrial Relations (DIR) registration and prevailing wage requirements; staff worked diligently alongside legal counsel to develop bid documents specific to the Housing Authority's needs and requirements and were able to complete that process in March, 2016. On April 1 and 5, 2016, staff published a notice in the Desert Sun requesting sealed bids for the deck improvements. Bids were to be opened on April 22, 2016. There were five parties on the plan holders list, nonetheless, no bids were received. Ryder, Inc (formerly Woods Construction, Inc.) did not submit a bid because they were informed prior to the close of bidding that any bid could be subject to rejection. Because of Ryder's initial work, Ryder's bid could potentially give Ryder an unfair advantage over the other bidders. However, since there were no other bidders, there is no further issue with hiring Ryder. Staff has confirmed that Ryder has maintained its interest in performing the work at Candlewood. Ryder, Inc. has done work with the Housing Authority in the past to our satisfaction. Therefore, staff believes it to be in the best interest of the senior community and the project to proceed with negotiations to complete the deck improvements at Candlewood Apartments. The project is expected to commence upon the successful negotiation with Ryder. Staff will bring back a request to approve a contract for this work. Fiscal Analysis The fiscal impact of this contract is the cost of the contract itself plus 10% contingency (for unforeseen conditions and permit fees). Although currently unanticipated, there may also be minimal costs associated with temporary relocation of tenants during construction. Sub ed by: Veronica Tapia, Management Analyst II Approval: stin McCarthy, Executiv Department Head: Moore, Director •f H• (1 BY HOUSG AUTH ON_T h 1 'I tor VERIFIED BY:.02.`ki lJ Original on file kivith City Clerk's OfficF �1vi6 .-1(IMik,joyd-1iti1,Tanner, CL-04U,�I,� *Gs " &Ion e_ G \rda\Veronica Tapia\Word Files\PDHA\Candlewood Decks\2016 Award Contract HA_ to Ryder, Inc for CDI 5-12-16 Rev by BBK.doc Weather Impact and Water Infiltration Analysis Report Candlewood Apartments Palm Desert, California Prepared for: Woods Construction 1950 Compton Avenue, Suite 113 Corona, California 92881 Ph: (951) 371-8368 Contact: Mark Woods Prepared by: WJRB Consulting & Design P.O. Box 1877 Rancho Cucamonga, California 91729 Ph: (909) 215-0955 Contact: Wayne J. R. Bowser April 27, 2015 Table of Contents Section 1: Executive Summary 1 1.1- Purpose and Methods of Analysis 1 1.2 - Project Summary 1 1.3 - Standard Building Practices 1 Section 2: Locale and Environmental Conditions 2 2.1- Project Location 2 2.2 —Weather 2 Section 3: Impact Analysis 2 3.1— Findings 2 3.2 — Recommendations 3 Section 4: Photographs 4 4.1- Damaged Surface 4 4.2 - Guardrail Attachments 5 4.3 - Ponding Water 6 4.4 - Exposing Structure 7 4.5 - Weathered Beams 9 4.6 — Flashing 9 i 1 EXECUTIVE SUMMARY 1.1 PURPOSE AND METHOD OF ANALYSIS This weather impact and water infiltration analysis was prepared to determine what extent of damage has been caused to the exterior wood framed members of the complex and what corrective measures could be implemented, along with remedies to repair weather and water rotted structural elements, and to prioritize the needed repairs. The assessment was conducted on April 12, 2015 under the direction of Mark Woods, General Contractor, license #678131, who supervised the demolition and removal of building components, and Peter Vander Meyden, Professional Engineer, license #C-35611, who observed and documented, along with Wayne J. R. Bowser, who documented with dimensions and photographs. Several areas of the common elevated walkways had stucco, sheathing, and or, decking removed to expose the structural elements for evaluation of their conditions. Not all structural elements of the complex were exposed. 1.2 PROJECT SUMMARY It was determined that a majority of the common elevated walkways and their associated structural elements had significant damage caused by years of water infiltration and replacement of said structural elements are recommended. It was also determined that attempts had been made to correct said water damage by adding additional layers of sheathing, and/or, bituminous material on top of the existing decking and common elevated walkways, which initially may have solved some issues, but seemingly created other problems where water ponding eventually developed, causing further means for standing water to infiltrate into the structural elements already impacted by the weather. Several areas of concern were also identified, which did not pertain to the walking surfaces, but rather the roof structures over the stairs. The exposed wood beams showed considerable weather damage. 1.3 STANDARD BUILDING PRACTICES There are numerous methods, and materials used to construct a building similar the subject property, but because this was built of wood and stucco, the variables only occur depending in which time period it was built. It is presumed that the buildings were constructed over 40 years ago, and building practices have changed tremendously, particularly accounting for seismic activity, and more recently, weather protection. It is unknown whether or not the addition of new weatherproofing, as mentioned above, was inspected by a third party, but it is clear that standard flashing and the implementation of weep screeds at the base of the stucco walls, for instance, were not utilized, as were common practices even 40 years ago. It has become standard practice only recently, however, to eliminate, as much as possible, the attachment of any guardrail directly to the deck, thus penetrating the weatherproofing. This penetration ultimately causes water infiltration, and in the case of every elevated walkway, the direct connection of the guardrail support members to the deck has caused a damming effect, and thus water remains upon its surface in numerous locations along said elevated walkway. 1 2 LOCAL AND ENVIRONMENTAL CONDITIONS 2.1 PROJECT LOCATION The Candlewood Apartments are located at 74000 Shadow Mountain Drive in the City of Palm Desert, California. The property is the southern portion of the city, on 1.32 acres, south of Highway 111. The nearest major cross street is Portola Avenue and Highway 111. 2.2 WEATHER CONDITIONS Palm Desert has an arid climate with an average high temperature of 89 °F (32 °C) and average annual low of 62 °F (17 'C). The area is comprised of a gently south -sloping valley, surrounded by high mountain ranges on three sides. This creates a unique micro -climate which keeps the average night-time temperatures in the winter significantly warmer than most desert around the world. Summer time highs are commonly above 108 °F (42 °C) and sometimes exceed 120 °F (49 °C). Average precipitation is under 5 inches (130 mm), with over 348 days of sunshine. Due to these above normal high temperatures throughout the year, day and night, common building materials expand more frequently and become pliable to the extent that water, even though rainfall is at a minimum, has more opportunity to infiltrate areas that typically remain sealed for a longer period of time. 3 IMPACT ANALYSIS 3.1 FINDINGS 3.1.1 Decks / Elevated Walkway Surfaces A. All deck surfaces show signs of wear, and in several places the deck is cracking and missing the top layer of bituminous material, causing water infiltration within the structure. B. The entire leading edge surface, or drip edge, lacks any kind of metal drip flashing, or has been covered over by stucco, causing water to infiltrate into the stucco and the structure. C. The leading edge surface, or drip edge, which has the guardrail support bolted through it, is causing water to sit behind it and potentially seeps in through the decking. D. There are several low spots causing water to pool. Although this generally does not adversely impacts the structural integrity, unless it is near one of the aforementioned cracks, or missing surface material, it does pose a nuisance to the residents, and a potential slipping hazard. E. In all situations where the decking material meets the front door of the residences, the threshold has had to be modified to accommodate the additional height, where the top surface of the decking now appears to be higher than the finish floor of the individual dwelling unit. F. Where the decking surface extends beyond the 5 to 5-1/2 foot wide elevated walkway, and into what appears to be a somewhat individual front porch for each unit, and where the decking surface meets the abutting wall surface, the stucco screed is non-existent, or covered 2 up, resulting in very little flashing area to screed water away from the wall, resulting in potentially a situation where water can infiltrate the structure. 3.1.2 Beams and Structural Members A. All beams along the outer perimeter of the elevated walkways and bridges appear to have some level of water damage, however, these beams were not all exposed during our site assessment. B. Several locations where the decking material and sub -flooring were removed and the structure exposed, it was discovered that there was some water damage to the structural members that join the elevated walkway, and bridge structure to the support beams. C. The double beam supports for the roof structure over each of the three stairways showed severe weathering due to exposure and lack of maintenance. 3.2 RECOMMENDATIONS (TO FINDINGS IN SECTION 3.1) 3.2.1 Decks / Elevated Walkway Surfaces A. All deck and elevated walkway surfaces shall be removed down to the last two layers of Y2" plywood sub -floor and a new waterproof surface applied, which shall be sloped to provide positive drainage of any water along the surface. B. Apply 26 gauge metal drip flashing and counter -flashing along edges of elevated walkways, decks and bridges. C. All existing guardrail shall be removed and a new guardrail design implemented to eliminate the attachment of vertical supports to the top surface of the elevated walkways and decks. D. All deck and elevated walkway surfaces shall be removed down to the last two layers of /2" plywood sub -floor and a new waterproof surface applied, which shall be sloped to provide positive drainage of any water along the surface. E. All deck and elevated walkway surfaces shall be removed down to the last two layers of Y:" plywood sub -floor and a new waterproof surface applied, which shall be sloped to provide positive drainage of any water along the surface. Remove and replace threshold as necessary to accommodate new deck surface. F. All deck and elevated walkway surfaces shall be removed down to the last two layers of/2" plywood sub -floor and a new waterproof surface applied, which shall be sloped to provide positive drainage of any water along the surface. Install new 26 gauge metal flashing along wall, where new deck surface meets wall. 3.2.2 Beams and Structural Members A. Beams with noticeable water damage and/or rot shall be replaced. B. Structural members with noticeable water damage and/or rot shall be replaced C. All beams shall be removed and replaced with one single beam at each of the three stair locations, and fastened to the existing columns with beam hangers welded in place. 3 STRUCTURAL GUARD RAIL CALCULATIONS. CANDLEWOOD APARTMENTS, PALM DESERT, CA 4/21/15 DESIGN LOADS CODE GUARD RAIL REQUIREMENTS 200 LB ANY WHERE 50 PLF ALONG LENGTH OF GUAF PROJECT ADDITIONAL REQUIREMENT. RAIL SYSTEM NOT DROOP OVER TIME DUE TO DEAD LOAD ADDED A CENTER POST TO REDUCE THE SPAN OF EACH SECTION EST WT OF RAILING IS 30 PLF PROJECT DESIGN DICTATED A 3" TO 3-1/2" WIDE SECTION AN HSS 3 X 2 X 1/8 SECTION WAS SELECTED FOR USE AS BOTH THE TOP AND BOTTOM RAIL HSS SECTION PROPERTIES Ix = 1.30 Sx = 0.866 Iy = 0.692 Sy = 0.692 Fy = 36 KSI Fb = 21.6 KSI E = 2900 KSI RAIL SPAN 14.75'/2 = 7.4' 200 LB LOAD M = 370 FT -LB 50 PLF LOAD M = 342 FT -LB 30 PLF LOAD M = 205 FT -LB REQUIRED SECTION Sx = 0.205 OK Sx = 0.190 OK Sy = 0.113 OK CHECK DEFLECTION GOVERNING LOADS 50 PLF LOAD DEFL = 0.096" OK TOP RAIL ONLY (Ix) 30 PLF LOAD DEFL = 0.054" OK BOTH RAILS (Iy) POST LOAD @ TOP 50 PLF LOAD 200 LB LOAD P = 370 LB GOVERNS P = 200 LB POLE HT = 3.5' M = 1295 FT -LB TRY HSS 3 X 3 X 1/8 Sx = 1.19 Ix = 1.78 CHECK POLE DEFLECTION 50 PLF LOAD DEFL = 0.177" OK REQUIRED SECTION Sx = 0.719 OK 4 PHOTOGRAPHS 4.1 DAMAGED SURFACE The elevated walking surface is cracked in several places and missing pieces of the bituminous material. 4 4.2 GUARDRAIL ATTACHMENTS The guardrail supports are attached directly, causing water to dam and penetrate the walking surface. 5 4.3 PONDING WATER The residual effects of standing water causes further damage and potentially creates a slipping hazard. 6 4.4 EXPOSING STRUCTURE The stucco and surface material was removed to reveal structural damage due to water infiltration. 7 4.5 WEATHERED BEAMS The structural members at each of the three stairs shows obvious signs of damage caused by exposure. 4.6 FLASHING Lack of flashing and proper installation methods is causing additional water damage to develop over time. 9 LARREA ST SHADOW ``G \Z sp A CHICORY ST CHICORY ST 3AV VNVII • LARREA ST 1011 CANDLEWOOD ST b' VNV1NV7 Candlewood Deck Improvements 7 CHICORY ST ohm EP VICINITY MAP Candlewood Deck Improvements VICINITY MAP