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HomeMy WebLinkAboutStaff Report 5.A 11/07/2016DATE: November 7, 2016 Agenda Item #5.A 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 Award of Contract for the City Hall West Wing and Fire Station 3 Roof Overlay to Cornerstone Roofing, Inc. RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing Award of Contract for the City Hall West Wing and Fire Station 3 Roof Overlay to Cornerstone Roofing, Inc. BACKGROUND The existing roofs on the West Wing of City Hall and Fire Station 3 have reached the end of their useful life and need to be rehabilitated. The Council approved $94,000 towards the City Hall West Wing and $59,000 towards Fire Station 3 Roof Overlay, project numbers C11201704 and C11201708, respectively, in the FY 16/17 budget. DISCUSSION These projects involve installation of a 60 -mil thermoplastic polyolefin (TPO) single -ply membrane over the total roof area of both locations and on parapet walls at Fire Station 3. These projects will reduce the ongoing repair and maintenance costs and eliminate leaks during winter rains. Staff prepared contract documents to bid the roof overlay. The Notice Inviting Bids for the work was issued on September 22 and 29, 2016. On October 6, 2016, four (4) bids were received as follows: Bids were ranked in accordance with the specifications by the base bid amount. The base bid includes the roof overlay on City Hall West Wing and the roof overlay of Fire Station #3. The lowest responsible bidder, Cornerstone Roofing Inc., has not performed work for the City of Petaluma, but has performed similar public works projects. Staff verified that Cornerstone Roofing Inc. possesses the necessary California Contractor's License, Class C -39 number 909400, which expires on 1/31/2018. The bid broke out three additive alternate bid schedules to allow the City to maximize additional improvements if funding permitted and to retain a contingency on each project for unforeseen conditions. The Bid Alternate 1 for the City Hall West Wing would replace the gutters and downspouts around the west wing perimeter. This bid alternate is recommended. The Bid Alternates 2 and 3 for Fire Station #3 included the removal of a portion of the roof top equipment screen and the replacement of the asphalt shingles on the mansard portion of the roof. Facilities maintenance staff have requested selective removal of two of the four equipment screen sides to ease the maintenance process on the HVAC equipment. The screen sides will remain on the street view sides to obscure general view. Construction is tentatively scheduled to begin at the end of November if the weather is dry enough to complete one facility. Otherwise, the project will be postponed until dry weather is forecasted. The contract documents allow a Winter Shut -Down period from December 1, 2016 to March 15, 2017 if needed due to weather. Once begun, the work will be completed within forty (40) working days per the contract documents. It is recommended that the City Council authorize the City Manager to execute a contract for the City Hall West Wing and Fire Station 3 Roof Overlay Project with the apparent low bidder, Cornerstone Roofing Inc. for the base bid and the Bid Alternates 1 and 2 to replace gutters and downspouts at City Hall and to remove a portion of the equipment screen at Fire Station 3. 2 Bid Alternates 2: Fire 3: Fire l: Replace Station #3 Station #3 City Hall Remove Replace Business Total Base Gutters and Equipment Mansard Name of Bidder Location Bid Downspouts Screen Roof Cornerstone Sebastopol $88,701.00 $9,752.00 $2,571.00 $7,563.00 Roofing Inc. Henris Roofing Petaluma $113,370.00 $30,744.00 $910.00 $16,225.00 Company Andy's Roofing San $146,935.00 $22,900.00 $3,250.00 $24,965.00 Company, Inc. Leandro Roofing and Solar Hayward $206,205.00 $8,664.00 $2,000.00 $15,200.00 Construction Engineer's Estimate N/A $105,000.00 $4,000.00 $2,000.00 $4,000.00 Bids were ranked in accordance with the specifications by the base bid amount. The base bid includes the roof overlay on City Hall West Wing and the roof overlay of Fire Station #3. The lowest responsible bidder, Cornerstone Roofing Inc., has not performed work for the City of Petaluma, but has performed similar public works projects. Staff verified that Cornerstone Roofing Inc. possesses the necessary California Contractor's License, Class C -39 number 909400, which expires on 1/31/2018. The bid broke out three additive alternate bid schedules to allow the City to maximize additional improvements if funding permitted and to retain a contingency on each project for unforeseen conditions. The Bid Alternate 1 for the City Hall West Wing would replace the gutters and downspouts around the west wing perimeter. This bid alternate is recommended. The Bid Alternates 2 and 3 for Fire Station #3 included the removal of a portion of the roof top equipment screen and the replacement of the asphalt shingles on the mansard portion of the roof. Facilities maintenance staff have requested selective removal of two of the four equipment screen sides to ease the maintenance process on the HVAC equipment. The screen sides will remain on the street view sides to obscure general view. Construction is tentatively scheduled to begin at the end of November if the weather is dry enough to complete one facility. Otherwise, the project will be postponed until dry weather is forecasted. The contract documents allow a Winter Shut -Down period from December 1, 2016 to March 15, 2017 if needed due to weather. Once begun, the work will be completed within forty (40) working days per the contract documents. It is recommended that the City Council authorize the City Manager to execute a contract for the City Hall West Wing and Fire Station 3 Roof Overlay Project with the apparent low bidder, Cornerstone Roofing Inc. for the base bid and the Bid Alternates 1 and 2 to replace gutters and downspouts at City Hall and to remove a portion of the equipment screen at Fire Station 3. 2 The proposed action meets Council Goal: "Plan for and implement priority capital projects as funding permits ". FINANCIAL IMPACTS The projects are included in the FY 16/17 CIP Budget as 011201704 and C11201708 with an approved combined total project budget of $153,000. The following table shows the existing FY 16/17 CIP Budgets for the subject project compared to the revised estimate based on the recommended bid. ATTACHMENTS 1. Resolution 3 FY 16/17 CIP Revised FY 16/17 CIP Revised 011201704 of Project C11201708 Project the West Wing Estimate Fire Station 3 Estimate City Hall Roof Roof Project Budget Replacement Project Budget Design $6,000 $6,000 $6,000 $6,000 Administration $0 $0 $1,000 $1,000 Construction Contract $70,000 $64,059 $40,000 $36,965 Construction Management $6,000 $6,000 $6,000 $6,000 Contingency $10,000 $10,000 $4,000 $4,000 CIP Overhead $2,000 $2,000 $2,000 $2,000 Total $94,000 $88,059 $59,000 $55,965 ATTACHMENTS 1. Resolution 3 Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR CITY HALL WEST WING AND FIRE STATION 3 ROOF OVERLAY AND HVAC REPLACEMENT PROJECT, REVISING THE PROJECT BUDGET, AND AUTHORIZING THE TRANSFER OF FUNDS 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 September 22 and 29, 2016, and four (4) bids were received and opened on October 6, 2016 in accordance with applicable law; and WHEREAS, the lowest responsive bid, with Bid Alternates 1 and 2, for the Project was submitted by Cornerstone Roofing Inc. from Sebastopol, CA for $101,024.00; 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 909400 that is appropriate for the work to be performed for 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 FY 16/17 budget for the City Hall West Wing And Fire Station 3 Roof Overlay, projects C11201704 and C11201708, has sufficient funds for this project. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: Awards the contract for the City Hall West Wing and Fire Station 3 Roof Overlay, Project No. C11201704 and C11201708 to Cornerstone Roofing Inc. in the amount of $101,024.00, the amount of the lowest responsive bid, conditioned on Cornerstone Roofing Inc.'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 Cornerstone Roofing, Inc. in 3. Authorizes and directs the City Manager to execute the project contract on behalf of the City of Petaluma upon timely submission by Cornerstone Roofing Inc. 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.