CITY OF GLENDALE CALIFORNIA REPORT TO CITY COUNCIL. A Report on proposal received to restore and preserve City Hall's historical lobby tile.

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1 FORM CM-36 CITY OF GLENDALE CALIFORNIA REPORT TO CITY COUNCIL June 15, 2010 AGENDA ITEM A Report on proposal received to restore and preserve City Hall's historical lobby tile. (1) Resolution of th e Council of the City of Glendale, California, Dispensing with Competitive Bidding and Authorizing an Agreement for the Restoration and Preservation of Concrete Tile in the City Hall Lobby. COUNCIL ACTION Public Hearing [ J Ordinance [ J Consent Calendar [ x J Action Item [ J Report Only [ J Approved for June 15, 2010 calendar ADMINISTRATIVE ACTION Submitted Stephen M. Zurn, Director of Public Works. Prepared John B. Hickman, Facilities Services Superintendent... ~:~~~V:.dStarbird, City Manager ~t~~~~;;;;;;;;,;:=- Reviewed ~ ~ Christina R. Sansone, General Council, Public Works... "'---'~""'''''''''i<'''''''~'''''''''==:: RECOMMENDATION It is respectfully recommended that the City Council authorize the City Manager to dispense with competitive bidding and authorize an agreement to restore and preserve City Hall's historic lobby tile floor. S E

2 SUMMARY During the current City Hall refurbishment, the original historic concrete tile floor was uncovered. City Hall was designed in three buildings with the center building known as the Historical Center Building which included a cement tile mural that covered the entire first floor of the building. After an assessment by a historic flooring expert and discussion among staff, the decision was made to restore and preserve this unique and historic feature of the building. Staff contacted Preservation Arts which specializes in restoring and preserving historic masonry. They have worked with several government entities to preserve historical flooring in governmental buildings including the Glendale Main Post Office. Because different techniques and materials were used in the manufacture of hand-made cement tiles, the restoration of these tiles require a unique combination of experience, knowledge and technique, The restoration work will resurface the top layer of the tile using chemical and mechanical means. 427 damaged tiles will be replaced and the entire floor area will be re-grouted. A color enhancing product will be applied and multiple layers of surface coating will be applied to protect and preserve the tile. This proposed work will result in a complete restoration of the original historic mural floor to its original appearance. The total proposed cost to restore the lobby tile floor is $64, A purchase order to clean and resurface the tile for the amount of $22,775 has been issued to Preservation Arts. The remaining work for a complete restoration is the tile replacement, re-grouting and finish work for a cost of $42, 145. Time is of the essence. The process of replicating hand-made cement tiles using the same techniques and materials used in manufacturing the original tiles will take 3-4 months to complete and the installation will take another 30 days. The restoration of historic floors requires a unique combination of specialized knowledge and experience and Preservation Arts has demonstrated they have the ability to restore and preserve this valuable and historic resource. Staff recommends dispensing with a competitive bid and authorizing an agreement in the amount of $42,145 to Preservations Arts, Inc. for the restoration of the City Hall Lobby Floor. FtSCAL IMPACT The proposed cost to restore the City Hall historic mural floor is $64,920 and staff is recommending a 15% contingency of $6, for a total project of $71, The initial cleaning and resurfacing in the amount of $22,775 has been authorized by a purchase order and will be funded by Public Works account Funds are available in that account for the remaining work in the amount of $42,145 along with the contingency amount of $6,300 for a total amount of $48,445. BACKGROUND The current City Hall building was originally designed in 1940 as three separate buildings-the Historical Center Building, Administrative Building and Legislative Building. Construction of the three buildings occurred simultaneously and was complete in The building known as the Historical Center Building consisted of the center lobby portion of City Hall, called the foyer, along with the basement (former Credit Union), a mezzanine area and second floor offices." What was originally known as the second floor is referred to as the third floor today. The feature of the Historical Center Building was what the architect referred to as the "Historical Mural" which was the uniquely patterned and colored cement tile floor that covered the entire first floor of this building. The first floor foyer watts were finished with what was referred to as an "imitation marble" which was a faux marble product made by adhering a multi-colored Bakelite

3 plastic material to hardboard. The imitation marble walls were destroyed during the renovation in the 1970's and could not be restored during this recent refurbishment. However, during the removal of the parquet and carpet, the original cement tile floor was revealed to be potentially restorable and the decision was made to restore and preserve it. Staff immediately contacted California Pottery and Tile, which is one of very few companies specializing in the replication of historic tiles using techniques and materials similar to the original. California Pottery and Tile experts assessed the lobby flooring and recommended a preservation contractor, Preservation Arts. This contractor is unique in that it specializes in restoring and preserving historic masonry and other media. They have worked with several government entities to preserve historical flooring in governmental buildings including the Glendale Main Post Office, the Broadway State Office Building in Los Angeles, the Santa Monica Community Center, the Raymond Theatre in Pasadena, the Oakland City Hall and the Los Angeles Central Library. Because different techniques and materials were used in the period from 1930 to 1940 to manufacture these hand-made cement tiles, the restoration of these tiles requires a unique combination of experience, knowledge and restoration techniques and products. Staff contracted with Preservation Arts to resurface and restore a small sample area and determined that the quality of that restoration would be sufficient for the entire floor. The restoration work will resurface the top layer of the tile using chemical and mechanical means. 427 damaged tiles will be replaced and the entire floor area will be re-grouted. A color enhancing product will be applied and multiple layers of surface coating will be applied to protect and preserve the tile. This proposed work will result in a complete restoration of the original historic mural floor to its original appearance. The total proposed cost to restore the lobby tile floor is $64, A purchase order to clean and resurface the tile for the amount of $22,775 has been issued to Preservation Arts. The remaining work for a complete restoration is the tile replacement, re-grouting and finish work for a cost of $42, 145. Because the tiles must be hand-made to match the existing, there is a manufacturing time of 3A months before the tiles are available for installation which will take an additional 30 days to complete. Because time is of the essence in starting the manufacturing process, staff is recommending that Council dispense with competitive bidding and authorize an agreement with Preservation Arts for this work. In addition, there are very few preservation contractors experienced and specializing in historic floor restoration and a competitive bid process would be overly time-consuming and burdensome in that any qualifying contractor would be required to finish a sample area in order to determine if the company had the ability to achieve the quality of restoration required by the City for this historic floor. Staff recommends awarding an agreement to Preservation Arts, Inc. for the restoration and preservation of the original concrete tile in the City Hall lobby. EXHIBIT 1. Proposal from Preservation Arts.

4 Gtendale City Hall PROPOSAL MEMO TO: FROM: DATE: PROJECT: SUBJECT: John Hickman I City of Glendale Charles Kibby May 10, 2001 City Hall Entry Floor Tile Restoration Proposal - Phase I 0 fax 0 mail PRESERVATION Sent via -flrts Dear Mr. Hickman: Thank you for the opportunity to submit our proposal for the restoration of existing tile flooring at th e entry to Glendale City Hall. Our proposal is separated by line item per each area of material or restoration work. Phase 1: Clean, Resurface Tile Entry Area (Approximately 1200 sq.ft.) Preliminary resurfacing of existing floor to rem ove bulk of residual stain marks from previous floor covering system Acid wash all tile to complete removal of old stains Application of a color~ enhancjng penetrating sealer to bring out inherent ti le colors and protect the tile surface during the new tile production period Selective removal of up to 15 individual tiles to submit to manufacturer for color matching process. Installation of 15 temporary non-matching tiles to fill holes from selective removal. PRICE: $22,775 Included in this proposal are the following items: A) Scope of Work per line item, including all labor al1d materials necessary to perform scope 8 ) Material submittals, samples, and mock-ups to be included in completed work C) Coordination with other trades as required 0) Photographic documentation (digital) of repair processes for archival purposes E) Insurance, limited to two million (2,OOO,OOO) dollars per occurrence, four million (4,000,000) dollars aggregate F) Runoff from masonry cleaning activities will be collected and disposed of in a legal manner, complying with local requirements Anticipated duration of this scope of work is 2-3 weeks. CK Arts, Inc. DBA Preservation Arts 8600 Venice Blvd. Los Angeles, Ca Tel: Fax: license

5 Glendale City Hall This proposal specifically excludes: A) Power, on-site water source, 8) Bonding costs - previous projects' costs have averaged between two (2) and three (3) percent C) Parking supplied by the City of Glendale 0) Any work not specifically outlined in this proposal is excluded. Pricing: All pricing is based upon a forty (40) hour work week. All prices are for day work, Monday through Friday, using non-union labor at non - prevailing wage rates. Pricing is based upon one (1) phase of continuous site work and does not include fees for remobhization(s) or weekend work. Pricing is valid for ninety (90) days from proposal date. Quality Assurance: Preservation Arts certifies that all work will be carried out in accordance with the Secretary of the Interior's Standards for Rehabilitation. If I can answer any further questions, please feel free to call. Sincerely, Charles Kibby CK Arls, Inc. DBA Preservation Arts 8600 Venice Blvd. Los Angeles, Ca Tel: Fax: license #790511

6 Glendale City Hall PROPOSAL MEMO TO: FROM: DATE: PROJECT: SUBJECT: John Hickman I City of Glendale Charles Kibby May 10, 2001 City Hall Entry Floor Tile Restoration Proposal - Phase II 0 fax 0 mail PRESERWITION Sent via --AWS Dear Mr. Hickman: Thank you for the opportunity to submit our proposal for the restoration of existing tile flooring at the entry to Glendale City Hall. Our proposal is separated by line item per each area of material or restoration work. Phase II: Install New Tiles, Complete Resurfacing (Approximately 1,200 sq.ft.) Demo existing damaged cement tiles in center area and at perimeter; demo at front door area of concrete threshold. Carefully cut out all other remaining existing grout in tile joints to a minimum depth of %" Supply and install new matching cement tiles; Allowance made for 375 monochrome and 52 polychrome tiles Install new grout in all joints Final resurfacing of all tile to yield a uniformly prepared surface Second application of a color-enhancing penetrating sealer to bring out inherent tile colors; Application of three coats of acrylic coating to complete restoration process. PRICE: $42,145 Included in this proposal are the following items: A) Scope of Work per line item, including all labor and materials necessary to perform scope 8) Material submittals, samples, and mock-ups to be included in completed work C) Coordination with other trades as required 0) Photographic documentation (digital) of repair processes for archival purposes E) Insurance, limited to two million (2,000,000) dollars per occurrence, four million (4,000,000) dollars aggregate F) Runoff from masonry cleaning activities will be collected and disposed of in a legal manner, complying with local requirements Anticipated duration of this scope of work is 3-4 weeks. CK Arts, Inc. DBA Preservation Arts 8600 Venice Blvd, Los Angeles, Ca Tel: Fax: License #790511

7 Glendale City Hall This proposal specifically excludes: A) Power, on-site water source, B) Bonding costs - previous projects' costs have averaged between two (2) and three (3) percent C) Parking supptied by the City of Glendale D) Any work not specifically outlined in this proposal is excluded. Pricing: All pricing is based upon a forty (40) hour work week. All prices are for day work, Monday through Friday, using non-union labor at non - prevailing wage rates. Pricing is based upon one (1) phase of continuous site work and does not include fees for remobilization(s) or weekend work. Pricing is valid for ninety (90) days from proposal date. Quality Assurance: Preservation Arts certifies that all work will be carried out in accordance with the Secretary of the Interior's Standards for Rehabilitation. If I can answer any further questions, please feel free to call. Sincerely, Charles Kibby CK Arts, Inc. DBA Preservation Arts 8600 Venice Blvd. los Angeles, Ca Tel: Fax: License #

8 RESOLUTION NO, A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA, DISPENSING WITH COMPETITIVE BIDDING AND AUTHORIZING AN AGREEMENT FOR THE RESTORATION AND PRESERVATION OF CONCRETE TILE IN THE CITY HALL LOBBY WHEREAS, during the current City Hall refurbishment, the original historic concrete tile floor was uncovered and the decision was made to restore and preserve this unique and historic feature of the City Hall; and WHEREAS, because different techniques and materials were used in the manufacture of hand-made cement tiles, the restoration of these tiles requires a unique combination of experience, knowledge and technique; and WHEREAS, time is of the essence because the process of replicating hand-made cement tiles using the same techniques and materials used in manufacturing the original tiles will take three to four months to complete and the installation will take an additional 30 days; and WHEREAS, Preservation Arts is a unique preservation contractor in that it specializes in restoring and preserving historic masonry and other media, having the requisite unique combination of knowledge and experience restoring and preserving historical flooring in governmental buildings, including the Glendale Main Post Office and the Los Angeles Public Library, among others; and WHEREAS, Glendale City Charter, Art. VI, Sec. 9, provides for an exemption to competitive bidding where the contract for labor, material, supplies or services are available from only one vendor and when the council determines that it is in the best interests of the city so to do. 5 E 1

9 NOW THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE: 1. That th e foregoing facts are deemed to be true and correct and a basis for dispensing with competitive bidding and authorizing the execution of a purchase agreement with a single source vendor. 2. That there is a need for a preservation contractor to restore and preserve the unique historical floor within the City Hall. 3. That the City Manager is hereby authorized to execute a purchase agreement with Preservation Arts, Inc., subject to approval by the City Attorney, in the amount of $42,145 plus a contingency in the amount of $6, Adopted this day of, ATTEST: City Clerk STATE OF CALIFORNIA ) ) SS COUNTY OF LOS ANGELES ) Mayor I, Ardashes Kassakhian, Clerk of the City of Glendale, certify that the foregoing Resolution No. was adopted by the Council of the City of Glendale, California, at a regular meeting held on the day of,2010, and that same was adopted by the following vote: Ayes: Noes: Absent: Abstain: