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Home My WebLink AboutStaff Report 3.H 08/07/2017Agenda Item #3.H f DATE: August 7, 2017 TO: Honorable Mayor and Members of the City Council through City Manager f FROM: D4an. Jb .ASCE — Director, Public Works & Utilities Lay Z er, P.E. — Deputy Director, Public Works & Utilities SUBJECT: Resolution Accepting Completion of the Petaluma City Hall West Wing and Fire Station #3 Roof Overlay Projects and Authorizing the Transfer of Funds RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Accepting Completion of the Petaluma City Hall West Wing and Fire Station #3 Roof Overlay Projects and Authorizing the Transfer of Funds. BACKGROUND The existing roofs on the West Wing of City Hall and Fire Station 3 had reached the end of their useful life and needed rehabilitation. The City Council approved $94,000 and $59,000 respectively for these projects in the FY 16/17 budget. Funding allowed installation of 60 -mil thermoplastic polyolefm (TPO) single -ply membrane over the entire roof area in both locations and on parapet walls at Fire Station 3. These improvements will reduce ongoing repair and maintenance costs and eliminate leaks during rains. 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 September 22" d and 29th, 2016. On October 6, 2016, four (4) bids were received. Cornerstone Roofing, Inc., located in Sebastopol, was the lowest responsive bidder with a base bid of $88,701.00. The final construction contract cost is $106,583.51, which includes two alternate bid items, two change orders and a deduction for an allowance that was not used. The alternate bid items were $9,752.00 for the replacement of the City Hall gutters and downspouts, and $2,571.00 for the partial removal of the HVAC equipment screen on the Fire Station #3 roof. The base bid included a minor roof repair allowance for $4,200, which was not used because the roof repairs were more extensive and were addressed by change order. The two change orders total $9,759.51. Change Order #1 for $4,595.00 compensated the contractor for additional roofing layers of underlayment material to address standing water from a rainstorm that had not drained nor evaporated within the week of dry weather. Change Order #2 for $5,164.51 compensated the contractor for removing rotted sections of roof materials, and replacing it with new joists and plywood sheeting where soft spots were discovered on the roof deck in the North West corner of City Hall. The dry rot extended into the roof joists and fascia board. The Fire Station was completed in early March, and City Hall a month later. Both projects took about one month to complete. The contractor performed satisfactorily, and there are no disputed claims and the project was completed without any significant incidents. Under a separate contract for $4,900.00, Executive Painters painted the fascia board on both the east and west wings of City Hall, which had peeled and flaked since the previous exterior painting. FINANCIAL IMPACTS Both projects were completed within budget with approximately $18,500 to spare. Both project budgets included staff time for contract preparation, project management, construction management, and the City's overhead and administrative charge. The total cost for the projects are summarized below: Uses City Hall Contract Award City ;Hail Contract Acce Lance Fire Station #3 FY` 417' CIP Budget Fire Station #3 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 $70,000 $67,123.51 $40,000 $39,460 Painting Contract $0 $4,900 $0 $0 Construction Management $6,000 $3,000 $6,000 $3,000 Project Contingency $10,000 $0 $4,000 $0 Administration $0 $0 $0 $0 CIP Overhead @ 2.4% $2,000 $2;000 $2,000 $2,000 TOTAL $94;000 $83,023:51 $59;000 1 $51,460 The FY 17/18 budget includes construction for the Fire Station #1 roof overlay project with a project budget of $81,000. Preliminary cost estimating for this project indicates that the project is underfunded by nearly $30,000, though final costs cannot be determined until design is completed. It is recommended that the budget savings from the two subject projects be transferred to the Fire Station #1 Roof project to partially address the projected shortfall as follows: 14 FUNDING TRANSFERS From City Hall West Wing Roof C11201704 From Fire Station 3 Roof C11201708 To Fire Station #1 Roof Overlay C11201706 (- $10,976.49) (- $7,540) +$18,516.49 ATTACHMENTS 1. Resolution Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE PETALUMA CITY HALL WEST WING AND FIRE STATION #3 ROOF OVERLAY PROJECTS AND AUTHORIZING THE 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 City Hall West Wing and Fire Station #3 Roof Overlay projects ( "Project "); and WHEREAS, bids for the Project were opened on October 6, 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 Cornerstone Roofing Company in the amount of $88,701.00; and WHEREAS, by Resolution No. 2016 -174 adopted November 7, 2016, the City Council of the City of Petaluma found the bid of $88,701.00 for the Project to be the lowest responsive bid and awarded the Project to Cornerstone Roofing Company in that amount; and WHEREAS, the following change orders affecting the Project amount have been approved: Change Order Number Description Amount CCO #1 Additional underlayment for drainage $4,595.00 CCO #2 Repair dry rot at City Hall $5,164.51 Net Change Orders: $9,759.51; and WHEREAS, the final construction contract amount as amended including all change orders and the deletion of an unused allowance for minor roof repairs is $106,583.51; 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 il WHEREAS, unused funds in the amount of approximately $10,976.49 from the City Hall West Wing Roof Overlay project 011201704 could augment the CIP budget for the Fire Station #1 Roof Overlay project; and WHEREAS, unused funds in the amount of approximately $7,540 from the Fire Station #3 Roof Overlay project Cl 1201708 could augment the CIP budget for the Fire Station #1 Roof Overlay project. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows: 1. The contract entitled Petaluma City Hall West Wing Roof Project No. 011201704 and Fire Station 3 Roof Replacement Project No. C11201708 with a final construction contract amount of $106,583.51 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 $10,976.49 in unused funds from the City Hall West Wing Roof Project No. C11201704 budget to be transferred into to the Fire Station #1 Roof Overlay project C11201706, in conjunction with the next Budget Adjustment. 5. Authorizes $7,540.00 in unused funds from the Fire Station 3 Roof Replacement Project No. C11201708 budget to be transferred into to the Fire Station #1 Roof Overlay project C11201706, in conjunction with the next Budget Adjustment.