HomeMy WebLinkAboutStaff Report 3.A 02/27/2017LU
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DATE: February 27, 2017
Agenda Item #3.A
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: D St. ASCE — Director, Public Works & Utilities
Larry Zimmer, P.E. — Deputy Director, Public Works & Utilities
SUBJECT: Resolution Accepting Completion of the Petaluma Community Center Roof
Overlay and HVAC Replacement Project and Authorizing the Transfer of Funds
RECOMMENDATION
It is recommended that the City Council adopt, the attached Resolution Accepting Completion of
the Petaluma Community Center Roof Overlay and HVAC Replacement Project and Authorizing
the Transfer of Funds.
BACKGROUND
The Community Center roof had reached the end of its useful life and needed to be rehabilitated.
Approximately two - thirds of the existing roof had been overlaid in prior fiscal years. The roof
replacement project for the remaining six sections of the roof directly over the lobby and
auditorium areas had been on hold waiting for sufficient funding since the work would require
replacement of five HVAC during the re- roofing work. The HVAC units were original to the
building 28 years ago, were inefficient, and had exceeded their useful life.
This project involved the installation of a 60 -mil thermoplastic polyolefin (TPO) single -ply
membrane over the existing roof and parapet walls and the replacement of five rooftop HVAC
units. This project will reduce the ongoing repair and maintenance costs and eliminate leaks
during rains. Staff prepared contract documents to bid the roof overlay and the replacement of
the HVAC units along with related duct, conduit, and electrical connections.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The Notice Inviting Bids for the work was issued on June 9 and 16, 2016. On June 23, 2016, one
(1) bid was received, from Henris Roofing Company for $278,768.00. The Engineer's Estimate
was $167,000.00. Upon review of the higher than anticipated bid, it was determined that the
roofing costs were very close to the engineer's estimate but the HVAC costs were more than
double the estimate. It was recommended that the City negotiate a lower cost, adjust the project
budget, and award the full contract. Additional funding was transferred from the Community
Center Interior Project C16201304, and the project proceeded.
The contractor provided several options to lower costs, and the most advantageous one was
implemented through a change order. This option completed the roof replacement, thus
preventing further leaks and building damage, and replaced the five HVAC units, which
increases energy efficiency and assures consistent and more efficient heating and cooling for the
multi - purpose room and lobby.
In the course of work, soft spots were discovered on the roof deck under one of the HVAC units.
The contractor was directed to remove the existing rotted sections of roof materials, and replace
the sections with plywood sheeting. The dry rot in one area extended into a ceiling joist and was
cracked beyond repair. A specialty contractor outside the general contractor replaced the joist.
The FY 16/17 CIP included a roof overlay project at Fire Station #2 project which, after the
Community Center, leaked the worst of City facilities. To expedite this project, a change order
was negotiated to overlay the Fire Station #2 roof before the winter rains. On October 17, 2016,
Council authorized the change order to the Community Center project to include the overlay of
Fire Station #2, with Resolution 2016 -166 N.C.S.
The final construction contract amount is $278,768.00, which includes a net change order total of
$0.00. The three change orders are - $55,190 for the cost reduction for the HVAC units; $43,444
for the roof overlay of Fire Station #2; and $11,746 to remove the existing built -up roof on the
HVAC section to replace dry rot and install new underlayment. There is an additional change
order for $4,998.00 to replace the roof joist. There are no disputed claims and the project was
completed without any significant incidents.
FINANCIAL IMPACTS
The FY 16/17 budget included construction for the Community Center Roof Overlay and HVAC
Replacement Project, Project No. C16201306, with a project budget of $167,000. At time of
award, Council approved a total project budget is $214,000 because of the higher than expected
HVAC costs, and $121,000 was transferred from the Community Center Interior Repairs Project,
Project No. C16201304. Funding not spent on the HVAC from this project will be transferred
back to the Community Center Interior Project C16201304.
The Fire Station #2 roof overlay material and contractor work along with some select roof wall
coping cap replacement is included in change orders to the Community Center Roof Overlay and
HVAC Replacement project C16201306. Planning, design, construction management and CIP
overhead costs will be charged directly to the Fire Station #2 Roof Overlay Project C11201701.
The total cost for the project is summarized in the table below:
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Uses
Community
Center
Contract
•Award
Community
Center --
Contract
Aece fence
Fire Station #2'
FY>16117 CIP
Budget
Eire Station #2
Project Expenses
Design
$6,000
$6,000
$6,000
$6,000
Legal
$0
$0
$0
$0
Planning /Environmental
$0
$0
$1,000
$1,000
Construction Contract
$279,000
$278,768
$50,000
$43,444
Construction
Management
$13,000
$15,000
$6,000
$6,000
Project Contingency
$27,000
$5,000*
$5,000
$0
Administration
$2,000
$2,000
$0
$0
CIP Overhead @ 2.4%
$8,000
$7,232
1 $2,000
$2,000
TOTAL
$335;000
$314;000'
$'70,000
$58;444
*for Giovacchini Construction to repair the roof joist
FUNDING TRANSFERS
ATTACHMENTS
1. Resolution
Community
Community
Fire Station #2
Risk Management
Center
Center Roof
Roof Overlay
7400.74010.54151
Interior
Overlay and
C11201707
C16201304
HVAC
Replacement
C16201306
Authorized August 1,
(- $121,000)
+$121,000
2016
Proposed February 27,
+$20,000
(- $20,000)
2017
Proposed February 27,
+$43,444
(- $43,444)
2017
Proposed February 27,
(- $4,998)
+$4,998
2017
TOTAL TRANS °FERS
+$63,444
(- $24;998)
(= $43,444)
+$4,998
ATTACHMENTS
1. Resolution
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF THE PETALUMA COMMUNITY
CENTER ROOF OVERLAY AND HVAC REPLACEMENT AND AUTHORIZING
TRANSFER OF FUNDS
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 Petaluma Community Center Roof Overlay and HVAC
Replacement project ( "Project "); and
WHEREAS, bids for the Project were opened on June 23, 2016, 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 $278,768.00; and
WHEREAS, by Resolution No. 2016 -126 adopted August 1, 2016, the City Council of
the City of Petaluma found the bid of $278,768.00 for the Project to be the lowest responsive bid
and awarded the Project to Henris Roofing Company in the amount of $278,768.00 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 HVAC Modification ($55,190.00)
CCO #2 Fire Station #2 Roof Overlay $43,444.00
CCO #3 Deck removal and installation ofunderlayment $11,746.00
Net Change Orders: $0.00; and
WHEREAS, the final construction contract amount as amended including all change
orders is $278,768.00; and
WHEREAS, City staff have inspected the Project and determined that it has been
completed in substantial 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, it is recommended that Council accepts the Project
on behalf of the City; and
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WHEREAS, unused funds transferred from the Community Center Interior Repairs
project C16201304 to the subject project to complete construction can be returned to the Interior
Repairs project; and
WHEREAS, the Fire Station #2 roof overlay was completed with funding transferred
from the Community Center Interior Repairs project 016201304 and the Fire Station #2 Roof
Overlay Project C11201707 budget shall reimburse Community Center Interior Repairs project;
and
WHEREAS, the Risk Management Fund paid for the emergency work by Giovacchini
Construction and shall be reimbursed by the subject project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
1. The contract entitled Petaluma Community Center Roof Overlay and HVAC
Replacement, Project No. C16201306 with a final construction contract amount of
$278,768.00 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.
4. Authorize $20,000.00 in unused funds from the subject CIP Project budget to be
transferred into to the Community Center Interior Repairs, project C16201304, in
conjunction with the next Budget Adjustment.
5. Authorizes $43,444.00 from the Fire Station #2 Roof Overlay project budget to be
transferred into to the Community Center Interior Repairs, project 016201304, in
conjunction with the next Budget Adjustment.
6. Authorizes $4,998.00 from the CIP Project budget for the subject project to be transferred
into to the Risk Management Department Operating Budget, fund 7400.74100.54151, in
conjunction with the next Budget Adjustment.
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