HomeMy WebLinkAboutStaff Report 3.D 02/25/2019Inw
DATE: February 25, 2019
TO: Honorable Mayor and Members of the City Council through City Manager
a
FROM: Dan lStJ,{ ASCE — Director, Public Works & Utilities
Jason geatty, P.E. — Assistant Director, Public Works & Utilities
SUBJECT: Resolution Accepting Completion of the Public Works and Utilities Department
Field Office Roof Overlay and Replacement Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
the Public Works and Utilities Department Field Office Roof Overlay and Replacement Project.
BACKGROUND
The existing roof on the Public Works and Utilities Department Field Office failed and needed to
be replaced. The building was constructed in 2005 with a thermoplastic polyolefin (TPO) single -
ply membrane roof manufactured by Stevens Roofing Systems. The roof started leaking in 20t2
and staff pursued a warranty repair only to learn months later that the original manufacturer had
been sold to the Dow Chemical Company. The City pursued warranty repair with Dow and also
contracted independently for limited roof repairs and overlays to keep rain water from entering
the building. A complete roof replacement was needed as contractors indicated that continued
patching was no longer possible since the material had failed completely. The contract work has
been completed and the subject action allows the project to be accepted and closed.
Staff will make a final warranty claim to Dow based on the final costs of this project, requesting
reimbursement for the new roof installation.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The exisiting thermoplastic polyolefin (TPO) roof was removed and replaced with 60 -mil TPO
single -ply membrane. A walkway pad was installed from the roof access hatch to the HVAC
equipment to protect the TPO membrane. This project will reduce ongoing repair and
maintenance costs and eliminate leaks during winter rains.
On August 6, 2018 the City Council adopted Resolution No. 2018-133 N.C.S. awarding the
contract to the lowest responsive bidder, MCM Roofing, Inc. for $85,362.00. The base bid
included a minor roof repair allowance of $2,000, and an insulation replacement allowance of
$950.00. Neither allowance was used because roof inspection during the project showed that,
despite five years of leaks, the metal roof deck and rigid building insulation are still in good
condition.
The final construction contract is $85,282.00, including one change order for the removal and
replacement of caulking on the metal top cap and vertical wall board seams. The change order
for $2,870.00 removed the original caulk sealing from all rooftop joints and the additional tape
and sealant placed over the years intending to stop the building leaks. The contractor performed
satisfactorily, there are no disputed claims, and the project was completed without any
significant incidents.
FINANCIAL IMPACTS
CIP Project Cl 1201912 was included in the FY 18/19 budget with a budget of $115,000 funded
by Water Capital. The project was completed within the approved budget. The total cost for the
project is summarized below:
CIP C11201912
PW&U Field Office Roof
Replacement
Total Project
Budget
Final Project
Budget
Uses
Design
$ 10,000
$ 8,000
Construction Contract
$ 86,000
$85,282
Construction Management
$ 5,000
$ 492
Contingency
$ 9,000
$ 0
CIP Overhead
$ 5,000
$ 2,344
Total Uses
$115,000
$96,118
Sources
Water Ca ita1
$115,000
$96,118
Total Sources
$115,000
$96,118
ATTACHMENTS
1. Resolution
2
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF
THE PUBLIC WORKS AND UTILITIES DEPARTMENT FIELD OFFICE ROOF
OVERLAY AND REPLACEMENT PROJECT
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 Public Works and Utilities Department Field Office Roof Overlay
and Replacement Project ("Project"); and
WHEREAS, bids for the Project were opened on July 12, 2018, 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 MCM Roofing, Inc., in
the amount of $85,362.00; and
WHEREAS, by Resolution No. 2018-133 adopted August 6, 2018, the City Council of
the City of Petaluma found the bid of $85,362.00 for the Project to be the lowest responsive bid
and awarded the Project to MCM Roofing, Inc., in that amount; and
WHEREAS, the following change orders affecting the Project amount have been
approved:
Change Order
Number Description Amount
CCO#1 Replace roof joint caulking $2,870.00
Net Change Orders: $2,870.00; and
WHEREAS, the final construction contract amount, as amended including all change
orders and the deletion of an unused allowance for minor roof repairs and insulation
replacement, is $85,282.00; 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.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
1. The contract entitled Public Works and Utilities Department Field Office Roof Overlay
and Replacement Project No. C11201912 with a final construction contract amount of
$85,282.00 is accepted as complete subject to the Contractor's continuing warranty and
other obligations pursuant to the contract.
2. The City Clerk 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.
M