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Home My WebLink AboutStaff Report Item 3.F 10/7/2013 A �ef :d a'Ite iti*. 3 .'i c�Lr'a 7, 1860 DATE: October 7, 201-3 TO Honorable.Mayor and Members.of the City Council.through City.Manager FROM: Dan S �;C&SCE — Director, Public Works & Utilities SUBJECT: Resolution Authorizing Award.of Contract for the..Community Center Roof Overlay Phase-2, RECOMMENDATION It is recommended that the City:Council adopt the attached Resolution authorizing award of contract for the CommunityCentel-Roof Overlay Phase 2 projectto, Stronger Building Services. BACKGROUND The existing Community:Centerroof hasseached the end Of its useful life,and needs to be rehabilitated. ,Approximately half ofthe existing;roof has been-overlaid;using prior fiscal year funds. The remainder ofthe:roofwill berepaired,in sections as funds become available. The Council approved$57,000 towards thisTffort.in the FY 13/14 budget. DISCUSSION This project involves installation'-of 60•rnil`thermoplastic polyolefin.(TPO)'single-ply membrane over existing,roof sections and 45 mil TPO single-ply membrane_on parapet walls of selected roof areas. This project will repair failing roof sections and will reduce;repair and maintenance costs during winter rains. Construction isscheduled for October 2013.. The Notice Inviting.Bids was issued on July 25, 2013. On August 14, 2013, seven bids were • received as follows: Name.ofBidder Bid Total Best Contracting'Services $39,780.60 Bid Withdrawn* Stronger Building,Services $57 000.00 Lowest:Responsive Bidder Henris Roofing3Company $57,026.00 .Cool,RoofingSystem`S;iInc. $59,380:00. California-`Single Ply, Inc. $60,356:00 WedgerRoofing $64,125'00 Solano'CountyRoofing, Inc: $67,324:00 . . _ Engineer's Estimate $50,500;00 Agenda Review: nQ City Attorney > Finance•Director City Manager • • \ * BesVContracting Services,,,the,apparent low bidder forahe1Project,. requested that their bid be • withdrawir:due'toclerical errors per„letter'dated August 1'5, 2011. The lowest;responsive bidder, Stronger Building Services`has performed similar projects for the Tamalpias School District, Bay, Area-Rapid Transit and the City of Vallejo. Staff verified that Stronger Building Services possesses a valid Class C 39'California'Contractor's License, license number 955618, which expires on 1 2/31/14, that qualifies Stronger'Building Services to perform the work.. The proposed action meets Council Goal: "Plan for and implement priorit •capital projects as funding-permits”. FINANCIAL IMPACTS The project is included-in the,2013 2014 GIP (Cl 6201306),fdrinplementation in the current fiscal'year with an approved project/budget of 557,000. Since;the`award amount is equal to the budgeted amount theretis no contingency within the project budget. Any cost overruns or change orders.will be paid out:bf the Building Maintenance Operating Budget and will not exceed 15%, or-$8550.00 without Council approval!: ATTACHMENTS 1. Resolution 2. Lodation:Map 3. Best Contracting Services,Letter of Withdrawal 8.1513 • 2 Attachment 1 RESOLUTION AUTHORIZING,AWARD OF°CON,TRACT FOR COMMUNITY CENTER ROOF OVERLAY,PHASE 2 CITY PROJECT'NUMBER'C16201306 WHEREAS, City staff hasprepared construction bid documents and advertised for construction of this Project; and. WHEREAS; in accordance with the City of Petaluma Charter and Municipal Code, California Public-Contract Code Section 20162 and other applicable-law,.City staff solicited bids for the Project; and WHEREAS, the project:was bid,on July 25, 2013, and seven (7) bids were received and opened on August 14 2013 in accordance with applicable law;-,and • WHEREAS, the apparent,low bid for the Project by Best Contracting Services $39,780.60; and subsequently withdrawn due to clerical errors per letter dated August 15, 2013; and WHEREAS, the lowest responsive bid for the Project Was'submitted by Stronger Building-Services from Hayward, CA for $57,000; and WHEREAS, staff has determined that the Contractor's bid satisfies the bidding requirements for the Project;and WHEREAS, staff has verified•that Contractor possesses a valid California Contractor's License;Class C-39„numbef955618that qualifies Contractorto perform the Project; and WHEREAS, the Project is categorically exempt.pursuant;to California Environmental Quality Act ("CEQA");and Title 14, the'California Code of Regulations ("CEQA Guidelines"), Section 15301, because the project consists of the operation, repair; maintenance or minor alteration of existing public structures involving negligible or'•no expansion of use beyond that previously existing. NOW, THEREFORE, BE IT'RESOLVED that,the City of the City hereby: 1. In accordance with the•City•of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and.otherapplicable law, waives any,and all non- conformance•rn!the bid Building,Servicesfor the Community Center Roof Overlay Phase 2, Project No 016201306,•finds the"bid of$57,000 to,be:the lowest, responsive.bidi:and'further find's"that Stronger Building:Services is the lowest responsible bidder. 2. The City Council accepts the withdrawal of Best Contracting Services Bid of$39,780.60 per their-request on August 15, 201.3, due ta•clerical errors. 3 3. Awards the.'contractfor the Cornniumty Center Roof f Overlay;Phase'2, Project No. C16201306 to•Stronger-,Buildmg4Services.m,the.amount of$57,000,.the amount of the lowest responsive bid;,conditioned:on Stronger Building Services'stimelyexecuting`the project contract and;submitting,all required:documents;,including°but;not limited to, executed.bonds,'certificates of insurance, and endorsements, in;accordance with the project bid documents_. 4. Directs staff to•issue,a notice of award to Stronger BuildingiServices. 5. Authorizes and&directs theccity!Manager to execute the.project contract on behalf of the Cityof Petaluma'upon timely•submission by Stronger Building Services of:the,signed project contract,andalLother•required document, includmgibut:netlimited to, executed bonds, certificates of insurance;;and endorsements,;imaccdrdance with°the project bid documents. • 4 Attachment 2 • . 'OOMMUNITY CENTER ROOF-OVERLAY' PROJECT NO ,CM20.130*6 LOCATION MAP . \. - 41! \. ' 72 --(-:- -scill • - I ' 1 <Rroject Site , ■ir gip, - - . 4 go 7 LUCCHESI _ . 0 , At Nay cENTER Q . ) 1 - 1 . , ,43- 4, / . -- • — - -- . ( / , . - 4, 7 i. - • 7 41S4,07 =2 - 1 , 7, L/2"/IINQHfritt -•< ' 4 \ - 4 il 7l • ,, - n N w*.E . • S 08/201 5 2 ,, • • Attachment 3 •-2,4?,..4 Sit ti,centiclai697serfleeii.; 40ec. ope - Jona Est! ng in the aultcglig rAilguSt 5,.20 13 Via Ethail to:„PGOTHAR D @crpetaluma.ca:us and USMaiI • City irk Petriltintit, Public Work&&Utilities, ' mcpowo.:13jvd. -petaituna cA.04.41S4. Attn:'PritrieliA.,Crightiurd,KE.—Si;CiAl Eogineet Project Tiller Community Center Roof Overlay Project Phasi 2 trirlirojeCtStin;bett • Subject: otWithdiraWat of Our Pnciig . . , Td Whoiti It'May Concern: Please bc.adviserithai,upontevie*of our bidSithniittedifor the above referenced project we discoyered;a:signifiCan(clerical error in the preparation of thwbid documents whichltenderedOOr pneingincorrect. his therefore my unpleasaritlaskthiinforrn:yon that BEST:Cann:eatingServices,hic,dOestiereby regretfully Withdraw,itspricing'„subMittpd for the above referencedProject. On,behalf of BEST ContrathtiritSerVites,,bie,,pleaSe:acceptOueitlicerelancilogies.for any inconvenience.that.thicroayliaveeaused. • -Respectfully Submitted, B o t.r.' :"MServices, ' • dao. ‘4C"friff. • e • 19027S;HiimiltoirAvenue;Gardena,Ck902:48 ' Tel (310)328 6969 Fax (319)328.-9176 www.biStcontracring.com j.iiifo@bestcontracting:Corti, 'GSA An Erinal:OpporpoiiiyEa*10ef Approved Contracior • 6