HomeMy WebLinkAboutStaff Report 3.B 11/16/2015Agenda Item #3.B
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DATE: November 16, 2015
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan S J CE — Director, Public Works & Utilities
Larry Zi P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Accepting Completion of the Police Department Roof Overlay Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Police Department Roof Overlay Project,
BACKGROUND
The existing Police Department roof had reached the end of its useful life and was requiring
repairs every year to reduce leaks. The project completely overlaid the roof and all roof
penetrations have been sealed which should eliminate leaks and future costly repairs.
DISCUSSION
This project installed 60 mil thermoplastic polyolefin (TPO) single -ply membrane over the entire
roof area. Construction began on September 2, 2015 and was completed in fourteen business
days.
The Notice Inviting Bids was issued on July 6, 2015. On July 22, 2015, six (6) bids were
received. Henris Roofing Company, located in Petaluma, was the lowest responsive bidder with
a bid of $79,944.00.
The final construction contract cost is $86,923.87, which includes change orders totaling
$6,979.87. The approved project budget established a change order contingency of $16,056 for
unforeseen conditions. The project change orders included raising the curbs on three of the
skylights by two inches to meet current code, replacing a single skylight completely for a modern
one with extended flashing and installing a durable walkway material on top of the roofing
material so routine maintenance of the HVAC equipment does not cause premature wear. These
additional changes will preserve the roof during its useful life and prevent storm water from
getting into the building. There are no disputed claims and the project was completed without
any significant incidents.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits ".
FINANCIAL IMPACTS
The Police Department Roof Overlay Project, Project Number 011201602, was approved for
$70,000 in the FY 15/16 CIP Budget, as based on costs for similar projects and included staff
time for contract preparation, project management, and construction management. However, the
conditions for this specific roof resulted in an actual roofing bid that was higher than budgeted.
Therefore, an additional $38,000 was approved when Council awarded the construction contract.
The total cost for the project is summarized in the table below:
ATTACHMENTS
1. Resolution
0)
FY 15/16 CIP
Project Budget
Revised
Project Budget
(8/3/2015)
Final Project
Cost (11/16/15)
Design
$5,000
$6,000
$6,000
Construction Contract
$60,000
$79,944
$86,924
Construction Management
$5,000
$6,000
$6,000
Contingency
$16,056
$0
Total
$70,000
$108,000
$98,924
ATTACHMENTS
1. Resolution
0)
RESOLUTION ACCEPTING COMPLETION OF THE
HENRIS ROOFING COMPANY CONTRACT FOR THE POLICE DEPARTMENT
ROOF OVERLAY, PROJECT NO. C11201602
WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma Charter,
Section 20162 of the California Public Contract Code and other applicable law, the City of
Petaluma solicited bids for the Police Department Roof Overlay project ( "Project "); and
WHEREAS, bids for the Project were opened on July 22, 2015, in accordance with
California Public Contract Code Section 4104.5 and other applicable law; and
WHEREAS, the apparent low bid for the Project was the bid of Henris Roofing
Company in the amount of $79,944.00; and
WHEREAS, by Resolution No. 2015420 adopted August 3, 2015, the City Council of
the City of Petaluma found the bid of $79,944.00 for the Project to be the lowest responsive bid
and awarded the Project to Henris Roofing Company in the amount of $79,944.00 conditioned
on Henris Roofing. Company's timely executing the Project contract and submitting all required
documents and authorized and directed the City Manager to sign the Project contract on behalf of
the City upon such timely submission and to execute on behalf of the City any change orders and
other amendments to the Project contract that are necessary to effectively complete the project
and /or to realize the Project and /or cost benefits for the City so long as such change orders or
amendments do not result in an increase in excess of 20 percent of the total Project amount; and
WHEREAS, the following change orders affecting the Project amount have been
approved:
Change Order
Number Description Amount
CCO #1 Raise skylight curbs and replace one skylight $1,729.87
CCO #2 Install roof walkway $5,250.00
Total Change Orders: $6,979.87; and
WHEREAS, the final contract amount as amended including all change orders is
$86,923.87; and
WHEREAS, City staff have inspected the Project and determined that it has been
completed in accordance with the contract requirements subject to the Contractor's continuing
warranty and other obligations pursuant to the contract; and
WHEREAS, based on the foregoing, staff recommends acceptance of the Project on
behalf of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
1. The contract entitled Police Department Roof Overlay, Project No. C11201602 with a
final contract amount of $86,923.87 is accepted as complete subject to the Contractor's
continuing warranty and other obligations pursuant to the contract.
2. The City Clerk/Recording Secretary is hereby authorized and directed to file a Notice of
Completion concerning the Project with the Sonoma County Clerk's Office within ten
(10) days of the date of this Resolution.
3. Staff is hereby authorized and directed to release all undisputed retention not subject to
pending change orders within sixty (60) days of the date of this Resolution and in
accordance with the terms of the Project contract, the Petaluma City Charter, California
Public Contract Code Section 7107 and applicable law.
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