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HomeMy WebLinkAboutStaff Report 4.E 05/21/2018TT I DATE: May 21, 2018 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. John, F.ASCE — Director, Public Works & Utilities X-(- Jeff '(Jeff Stutsman, P.E. — Senior Civil Engineer, Public Works & Utilities SUBJECT: Resolution Authorizing Award of Contract for the Fire Station 1 Roof Overlay and Replacement Project to Henris Supply, Inc. RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing Award of Contract for the Fire Station 1 Roof Overlay and Replacement Project to Henris Supply, Inc. BACKGROUND The existing roof on Fire Station 1 has reached the end of its useful life and needs to be rehabilitated. The Council approved a FY 17/18 project budget of $119,000. DISCUSSION Because Fire Station 1 is more than fifty years old and is considered historic, the aesthetics of the building from the roadway level must be maintained. To accomplish this, the existing shingles on the visible peaked portion of the roof will be removed and replaced with fiberglass shingles very similar to what is currently on the roof. Because the flat roof areas are not visible from the roadway, they will be overlaid with 60 -mil thermoplastic polyolefin (TPO) single -ply membrane. A walkway pad will be installed from the roof access hatch to the HVAC equipment to protect the TPO membrane. This project will reduce the ongoing repair and maintenance costs and eliminate leaks during winter rains. Contract documents were prepared by staff and the Notice Inviting Bids for the work was issued on April 5, 2018. The base bid included the majority of the work on the peaked and flat sections of roof. An additive alternative was included in case favorable bids allowed sufficient funding to replace the counter flashing at the building perimeter. On April 26, 2018, five (5) bids were received as follows: Name of Bidder Business Location Total Base Bid Henris Supply, Inc. Petaluma, CA $107,375.90 I & A Contractor, Inc. Redwood City, CA $142,000.00 Andy's Roofing Co., Inc. San Leandro, CA $142,650.00 Pioneer Contractors, Inc. San Francisco, CA $150,500.00 Stronger Building Services San Leandro, CA $161,500.00 Engineer's Estimate N/A $100,000.00 Bids were ranked by base bid amounts. The lowest responsible bidder, Henris Supply, Inc., has performed work for the City of Petaluma, and has performed similar public works projects. The contractor, Henris Supply, Inc., possesses the necessary California Contractor's License, Class C-39, number 220964, which expires on August 31, 2019, to perform the work. It is recommended that the Council award the base -bid contract only to Henris Supply, Inc., for $107,375.90. Construction would be scheduled to begin August 2018 and be completed in about one month. The contract documents require completion within twenty (20) working days. The project is categorically exempt from California Environmental Quality Act because it perfoinns maintenance and minor upgrades to an existing facility project. The proposed action meets Council Goal: "Plan and Deliver Capital Improvements: Renovate and Expand Fire Stations 2 and 3." FINANCIAL IMPACTS The project is included in the FY 17/18 CIP Budget as C11201706 with an approved project budget of $119,000 and funded by Transient Occupancy Taxes. The construction contract budget of $100,000, was based on a square foot average of the City's recent roofing projects. However, the conditions for this specific roof resulted in higher costs based on the actual roofing contractor bids. Because Fire Station 1 is considered historic and the currect aesthetics of the building must be maintained staff anticipated higher roofing costs as compared to recent roofing overlays at Fire Stations 2 and 3 and City Hall. The unused funds from these three previous roofing projects were transferred to the Fire Station 1 Roof Overlay and Replacement project Construction Contract budget item. 0) FY 17/18 CIP C11201706 Revised Project Estimate Design Environmental Construction Contract $100,000 $128,752 Construction Management $6,000 $6,000 Contingency $10,000 $10,000 CIP Overhead $3,000 $3,000 Total $119,000 $147,752 0) Any unused project funds at contract acceptance will be returned to the Transit Occupancy Tax fund. ATTACHMENTS 1. Resolution Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE FIRE STATION 1 ROOF OVERLAY AND REPLACEMENT PROJECT TO HENRIS SUPPLY, INC., 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 April 5, 2018, and five (5) bids were received and opened on April 26, 2018, in accordance with applicable law; and WHEREAS, the lowest responsive bid for the Project was submitted by Henris Supply, Inc., from Petaluma, CA for $107,375.90; 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 220964 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 .19 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. In accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non- conformance in the bid of Henris Supply, Inc., for the Fire Station #1 Roof Overlay and Replacement Project, finds the bid of $107,375.90 to be the lowest, responsive bid and further finds that Henris Supply, Inc., is the lowest responsible bidder. 2. Awards the contract for the Fire Station 1 Roof Overlay and Replacement Project No. C11201706 to Henris Supply, Inc., in the amount of $107,375.90, the amount of the lowest responsive bid, conditioned on Henris Supply, 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. 3. Authorizes a construction contract contingency of $10,000. 4. Authorizes and directs the City Manager to execute the project contract documents on behalf of the City.