HomeMy WebLinkAboutStaff Report 3.D 10/17/2017Agenda Item #3.D
DATE: October 17, 2016
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. John, F.ASCE — Director, Public Works & Utilities (_
Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Authorizing Approval of a Contract Change Order to the
Community Center Roof Overlay and HVAC Replacement Project to Overlay
Fire Station 2 Roof
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing Approval of
a Contract Change Order to the Community Center Roof Overlay and HVAC Replacement
Project to Overlay Fire Station 2 Roof.
BACKGROUND
The adopted fiscal year 2016 -2017 CIP budget includes funding for roof overlays on the
Community Center, all three fire stations, and City Hall. On August 1, 2016, the City Council
awarded the construction contract to Henris Roofing Company and authorized a budget
adjustment for the Community Center Roof Overlay and HVAC Replacement Project
C16201306, which is about to begin.
The contract documents for the other roof overlays are advertised for bid; however, timing is
such that the rainy weather is likely to start before the contract is awarded. Because Fire Station
2 has the most significant leaks it would be advantageous to complete the roof overlay prior to
the winter rains.
The roof overlay projects for both the Community Center and Fire Station 2 involve the
installation of a 60 -mil thermoplastic polyolefin single -ply membrane over the roof area and
parapet walls. The overlay will eliminate leaks during winter rains and reduce the ongoing repair
and maintenance costs.
The lowest, and only, responsive bidder to the Community Center project, Henris Roofing
Company, has performed similar projects for the City of Petaluma, including a previous phase of
the Community Center and the Police Department. The Community Center Roof Overlay and
HVAC Replacement project bid was higher than estimated due to HVAC costs, but it was
determined that the roofing costs were very close to the engineer's estimate. The Council
approved the transfer of funds from the Community Center Interior Repairs project, with the
understanding that staff would attempt to reduce the HVAC cost if possible. The not yet
scheduled interior repairs are necessary due to water damage from the prior roof leaks and
therefore it was determined appropriate that some of these funds be expended to assure that the
existing leaks stop. Following the award of contract, City Staff negotiated the HVAC costs for
the Community Center and reduced the contract total by approximately $55,000.
DISCUSSION
There is clear benefit to overlaying the Fire Station 2 roof prior to this season's rain to prevent
potential water damage. Since the roof overlay material and placement process is identical to the
work already awarded, and due to the negotiated cost savings in the Community Center Roof,
project staff requested a quote from the roofing contractor to overlay the Fire Station 2 roof by
contract change order.
Henris Roofing has submitted a proposal for $43,444.00 to overlay the roof of Fire Station 2.
The bid cost that Henris Roofing submitted for the Community Center is $9.15 per square foot.
The per square foot cost proposed for the Fire Station 2 overlay is $8.07 since there are fewer
roof sections and obstructions to work around.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits ".
FINANCIAL IMPACTS
The Fire Station 2 Roof Overlay project is included in the FY 16/17 CIP Budget as C11201707
in the current fiscal year with an approved total project budget of $70,000. The Community
Center Roof Overlay and HVAC Replacement Project C 162013 06 total project budget is
$214,000, but because of the higher than expected HVAC costs, the Council has approved
$121,000 to be transferred from the Community Center Interior Repairs project, 016201304, to
this project. Since staff has negotiated the costs of the HVAC equipment lower than originally
bid, the Community Center Roof Overlay and HVAC Replacement project is projected to return
$55,000 to the Community Center Interior Repairs project. The Fire Station 2 roof overlay is
proposed to cost $43,444.00, for construction cost only, so the change order to the Community
Center Roof Overlay and HVAC Replacement project shall fit within the construction contract
awarded amount and no budgetary action is required along with approval of this change order.
2
Community Center
Community Center
Project
Roof Overlay and
Fire Station 2 Roof
Interior Repairs
HVAC Replacement
Overlay C 11201707
C 162013 04
C16201306
Total Budget FY
$214,000
$70,000
$514,000
16/17
Change Per 8/1/16
$121,000
-
- $121,000
Resolution
2
Current Total Budget
$335,000
$70,000
$393,000
Estimated Expenses at
$278,000
$61,000
unknown
Project Completion
Estimated Budget
$57,000
$9,000
Remaining at Roofing
Project Completion
Budget Transfer from
- $57,000
- $9,000
+$66,000
Roofing Projects to
Community Center
Interior Repairs
Estimated Project
$459,000
Balance at
Completion
When both the Community Center and Fire Station #2 roofing projects are complete, the
construction costs specifically for the Fire Station 2 along with the remaining funds in the
Community Center Roof and HVAC project shall be transferred to the Community Center
Interior Repairs project. Staff time will be charged directly to the Community Center or Fire
Station 2 projects respectively.
ATTACHMENTS
1. Resolution
2. Change Order
Attachment 1
RESOLUTION AUTHORIZING APPROVAL OF A CONTRACT CHANGE
ORDER TO THE COMMUNITY CENTER OVERLAY AND HVAC REPLACEMENT
PROJECT TO OVERLAY FIRE STATION 2 ROOF
WHEREAS, Henris Roofing Company has been awarded the contract to overlay the
Community Center roof, and
WHEREAS, the City of Petaluma desires to add a second roof overlay at Fire Station 2;
and
WHEREAS, the materials and methods to overlay the Fire Station 2 roof to be added by
change order is identical to the materials and methods to overlay the Community Center roof;
and
WHEREAS, Section 68 of the Charter of the City of Petaluma requires public works
projects that exceed a cost of $25,000 to be competitively bid; and
WHEREAS, the purpose behind competitive bid requirements is to obtain the best
economic result for the public and to protect against favoritism, corruption, waste of public funds
(see e.g., Cal. Pub. Cont. Code, § I00); and
WHEREAS, there is a well- established rule that competitive bidding will be excused
where competitive bids "work an incongruity and are unavailing as affecting the final result" or
"do not produce any advantage" (Graydon v. Pasadena Redevelopment Agency (1980) 104
Cal.App.3d 631, 636); and
WHEREAS, delaying the Fire Station 2 roof overlay may cause additional interior
damage; 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, City staff negotiated an acceptable cost and schedule to overlay the Fire
Station 2 in lieu of bidding the project during the current unfavorable bid timing to the existing
construction contract to take advantage of a favorably negotiated price; and
WHEREAS, the City has negotiated a Contract Change Order to overlay the second
roof at Fire Station 2 for a cost of $43,444.00 which represents a decrease in the unit price
per square foot of roof overlay from $9.15 per foot for the Community Center to $8.07
per square foot for Fire Station 2; and
WHEREAS, the FY 16/17 budget for the Community Center Roof Overlay and HVAC
Replacement Project, project C16201306, has sufficient funds to pay the change order.
rd
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
Incorporates the foregoing recitals herein as findings.
2. Directs staff to issue a Notice of Award to Henris Roofing Company.
3. Authorizes the City Manager to execute all necessary documents for the approval of a
contract change order for $43,444 to overlay a second roof at the Fire Station 2 site
to the project.
CITY OF PETALUMA
PUBLIC WORKS AND UTILITIES DEPARTMENT
CONTRACT NO. C16201306
CONTRACT CHANGE ORDER NO. 2
PROJECT NAME: Petaluma Community Center Roof Overlay and HVAC Replacement
To: Henris Roofing Company
741 Petaluma Boulevard South
Petaluma, CA 94953 -0138
Sheet [1 ] of [1 ]
You are hereby directed to make the herein described changes to the plans and specifications or do the following described
work not included in the plans and specifications on this contract. Upon execution by representatives authorized to bind the
parties, this Change Order will become a part of the contract. The consideration specified in this Change Order (whether an
adjustment of the contract price, an adjustment of time, and /or other consideration) is the full and sole compensation owed to
the contractor as a result of the changes and issues described in this Change Order. Such consideration includes, but is not
limited to, any and all direct and indirect costs incurred by the contractor as a result of the changes and issues described in this
Change Order for any labor, equipment, materials, overhead (additional, extended, field and home office), profit, or time
adjustments. By signing this Change Order the contractor waives and releases the owner from any and all claims for additional
compensation concerning any of the changes and issues specified in this Change Order.
NOTE: This Change Order is not effective until approved by the Director.
To follow is the description of work to be performed, estimate of quantities and prices to be paid, segregated
between additional work at contract price, agreed price and force account. Unless otherwise stated, rates for rental
of equipment cover only such time as equipment is actually used and no allowance will be made for idle time.
Change requested by City.
SCOPE OF WORK:
This change order provides for the full roof overlay, including parapet walls, for the Fire Station 2 roof per the
attached detailed Technical Specification Section IV as included in the Community Center Roof Overlay and HVAC
Replacement Project C16201306. This change order also includes the removal of the west facing wall of the
equipment enclosure and the installation of two hundred (200) linear feet of walkway pad. Contractor's summary of
change order work and costs are attached as Henris Roofing Company proposal dated September 20, 2016. The
agreed upon lump sum price includes all costs directly and indirectly related to complete Fire Station roof overlay
and no additional payment will be made therfor.
METHOD OF PAYMENT: Options: ® Lump Sum, ❑ Extra Work at Force Account, ❑ Increase Unit Price,
❑ Decrease Unit Price, ❑ Agreed Unit Price
Estimated Cost: Decrease $ or Increase $ 43,444.00
By reason of this order, the time of completion will be adjusted as follows: twenty (20) days
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this
proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted
above, and perform all services necessary for the work above specified, and will accept as full payment the prices
shown above.
By: Title: Date:
Contractor
Prepared by: Project Manager; Date:
Approval Recommended by: Division .Manager; Date:
[PW, Parks, other] Funding Authorized by: [Other Funding Dept] Date:
Approved by (up to $20,000): Dept. Director; Date:
Approved by (over $20,000): City Manager; Date:
Originals: Contractor, City Clerk
cc: City Manager
S:\CIP\Projects \Community Ctr Roof C16201306 \Construction \05.02 FS2 roof
Contract Change Order
(iManage #1158738) March 2013