HomeMy WebLinkAboutStaff Report 3.D 08/03/2015DATE: August 3, 2015
Agenda Item #3.D
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan t SCE — Director, Public Works & Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Police Department Roof
Overlay Project to Henris Roofing Company and Authorizing a Budget
Adjustment
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing Award of
Contract for the Police Department Roof Overlay Project to Henris Roofing Company and
Authorizing a Budget Adjustment.
BACKGROUND
The existing Police Department roof has reached the end of its useful life and needs to be
rehabilitated. The existing roof has been repaired over the past few years to reduce the amount of
leaking during the rainy season. The roof will be completely overlaid in this project and should
eliminate all leaks.
DISCUSSION
This project involves installation of 60 mil thermoplastic polyolefin (TPO) single -ply membrane
over the entire roof area. This project will reduce the ongoing repair and maintenance costs and
eliminate leaks during winter rains. Construction is scheduled for September 2015.
The Notice Inviting Bids was issued on July 6, 2015. On July 22, 2015, six (6) bids were
received as follows:
Name of Bidder
Henris Roofing Company
Cornerstone Roofing
Joseph Murphy Construction, Inc.
Stronger Building Services
California Single Ply
Bid Total
$ 79,944.00
$107,480.00
$126,000.00
$128,000.00
$128,850.00
Lowest Responsive Bidder
Best Contracting $142,289.00
Engineer's Estimate $ 92,085.00
The lowest responsive bidder, Henris Roofing Company, has performed similar projects for the
Windsor Library and Community Center, Dunbar Elementary School, and Tomales High School.
Staff verified that Henris Roofing Company possesses a valid Class C -39 California Contractor's
License, license number 220964, which expires on 8/31/2017, which qualifies Henris Roofing
Company to perform the work.
The current budget, as approved in the FY 15/16 CIP Budget of $70,000, was based on a square
foot average of a similar project. However, the conditions for this specific roof resulted in higher
costs based on the actual roofing contractor bids. An additional $38,000 is requested to complete
the construction contract.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits ".
FINANCIAL IMPACTS
The project is included in the 2015 -2016 CIP (C11201602) for implementation in the current
fiscal year with an approved project budget of $70,000. The award amount plus inspection and
administration is greater than the budgeted amount. Therefore it is recommended that an
additional $38,000 be transferred from General Fund Reserve to the project. This amount was set
aside from the FY14 /15 Facilities Maintenance Cost Center specifically for this project.
Any.remaining funds will be returned to the General Fund upon project
completion.
ATTACHMENTS
1. Resolution
FY 15/16 CIP
Project Budget
Revised
Project Budget
Design
$5,000
$6,000
Construction Contract
$60,000
$79,944
Construction Management
$5,000
$6,000
Contingency
$16,0056
Total
$70,000
$108,000
Any.remaining funds will be returned to the General Fund upon project
completion.
ATTACHMENTS
1. Resolution
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR
POLICE DEPARTMENT ROOF OVERLAY PROJECT
AND AUTHORIZING A BUDGET ADJUSTMENT
WHEREAS, City staff has prepared 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 6, 2015, and six (6) bids were received and
opened on July 22, 2015 in accordance with applicable law; and
WHEREAS, the lowest responsive bid for the Project was submitted by Henris Roofing
Company from Petaluma, CA for $79,944.00; 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, number 220964 that qualifies Contractor to 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; and
WHEREAS, the estimated project cost based on the low bid is $38,000.00 higher than
estimated in the FY 15/16 Capital Improvement Program budget, and
WHEREAS, the General Fund reserved unexpended funds from the FY 14/15 Facilities
Maintenance budget to pay the overage.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
Awards the contract for the Police Department Roof Project, Project No. C11201602 to
Henris Roofing Company in the amount of $79,944.00, the amount of the lowest
responsive bid, conditioned on Henris Roofing Company's timely executing 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.
2. Directs staff to issue a Notice of Award to Henris Roofing Company.
3. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by Henris Roofing Company of the signed
project contract and all other required documents, including but not limited to, executed
bonds, certificates of insurance, and endorsements, in accordance with the project bid
documents.
4. Authorizes $38,000 from the General Fund designated fund balance to be transferred into
the CIP Project in conjunction with the next mid -year Budget Adjustment.
VI