HomeMy WebLinkAboutStaff Report 3.B 10/21/2019DATE:
TO:
FROM:
SUBJECT
Agenda Item #3.B
October 21, 2019
Honorable Mayor and Members of the City Council through City Manager -
Dan St. John, F.ASCE — Director, Public Works & Utilities
Jason Beatty, P.E. — Assistant Director, Public Works & Utilities
Resolution Rejecting all Bids for the Petaluma Community Center Gutter
Replacement and Modification Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Rejecting all Bids for the
Petaluma Community Center Gutter Replacement and Modification Project.
BACKGROUND
The City's Community Center is an important community resource that provides meeting space
for many community groups, houses the Parks and Recreation management offices, one of
Petaluma's most affordable pre-schools, and is the community's emergency shelter and cooling
center. The Community Center Repair Project, C16201304, was established to address interior
finishes degraded after thirty years of facility operation. While finishes are impacted daily
through the variety of interior uses, which is normal for a community facility, much of the
degradation of finishes is the result of water intrusion over the years through the flat roof
sections, roof slope transition areas, and leaks in the window assemblies. While the initial driver
of this project was to improve the interior of the facility, the majority of the work on this project
will be used to stop the water intrusion through the roof and windows. Replacing the interior
finishes prior to addressing the water intrusion issues is not recommended.
In 2012-2016, a series of projects overlaid the flat roof sections with new material addressing
many of the roof leaks. The peaked roof sections of the building are standing metal seam, appear
to have 15 to 20 years of estimated life span remaining, and are not suspected as the source of the
building leaks. This contract's scope was to address the last known issues with the roofing
system with the gutter and flashing where the peak roof sections of the building meet the flat
roof sections and the uncovered "reveal" around the perimeter of the Club Room. The project
work will continue to be phased to keep this valuable community facility open continuously by
planning construction around facility events and operations.
DISCUSSION
After all the flat roof sections were overlaid with new roofing material and certain seasonal leaks
returned, an architectural consultant, Richard Avelar & Associates, was retained to pinpoint the
rainwater point of entry. The architect tested certain areas that staff reported frequent leaks,
analyzed the structure, and reviewed the original construction drawings and then provided design
building modifications to prevent rainwater entry.
This design and scope of work was previously advertised the first time in February 2019 and
received zero bids, this is attributed to the season and a higher than normal construction activity
in the market place. The project was advertised this second time with the Notice Inviting Bids
being issued on July 25, 2019. The base bid included the replacement of the gutter on the roof of
the Multi -Use Room and the modification of the exterior flashing on the Club Room. On August
13, 2019, one (1) bid was received as follows:
Name of Bidder
A Plus Painting, Inc.
Engineer's Estimate
Business Location
Roseville, CA
Total Base Bid
$184,000.00
$150,000.00
In the course of evaluating the bid, staff revisited the alternative of a full roof replacement of the
peaked roof and determined that it may be possible to replace the sloped roof and gutters for the
same amount as the low bid received. With this new information, the staff recommends
rejecting all bids. The project scope and design will be reviewed, modified, and rebid likely to
include roof and gutter replacement with standard commercially available products.
A temporary repair is being pursued for the upcoming winter season, so rainwater is directed
towards the roof drains and does not leak into the building. The work under this project will not
affect daily operations as it is on the exterior of the facility.
The project is categorically exempt from California Environmental Quality Act because it
performs maintenance and minor upgrades to an existing facility project.
The proposed action supports City Council Goals #74, #77, and #116— "Evaluate all city
facilities, including police and fire stations, and corporation yard facilities, and develop
maintenance and replacement recommendations; Assist the community, with special focus on
those with special needs, through outreach and training, to ensure resiliency and emergency
preparedness. Plan for natural disasters and all emergencies by providing safe places for the
community to shelter (e.g. fairgrounds, faith community/churches, city facilities) and Maximize
use of current parks and recreation infrastructure, and other City -owned facilities and properties
for the hosting of recreational, sports, cultural and entertainment events that attract visitors
to Petaluma."
PUBLIC OUTREACH
On July 25, 2019, the Notice Inviting Bids was posted in the Argus Courier. Plans and
specifications were emailed to the local Building Exchanges and posted on the City's website.
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This agenda item appeared on the City's tentative agenda document on Monday, August 5, 2019,
which was a publicly -noticed meeting.
FINANCIAL IMPACTS
It is anticipated that modifying the scope of the project for roof and gutter replacement will result
in a more cost-effective project that provides more exterior waterproofing for approximately the
salve value as the recently opened bid.
The CIP project C16201304 was established in FY 17/18 with a total budget of $516,000. The
budget spent to date through FY 19, replacing laminate flooring in several rooms, asbestos
abatement, and investigation and design work for window assembly and roof repairs for
approximately $174,000. The FY 19/20 CIP Budget has an approved project budget of $155,000
that is funded by Transient Occupancy Taxes. The project budget will be adjusted with the first
quarter budget adjustments to, in effect, move unused funds from the FY 18/19 budget for the
project into FY 19/20. The remaining funds of the project are expected to fund window
replacement to address water intrusion through the window assemblies and replacement of
interior doors. An additional $315,000 is estimated to be needed for carpet replacement, lighting
upgrades, ceiling tile replacement, and HVAC system repairs. Funding for these needs have not
been identified at this time.
ATTACHMENTS
1. Resolution
Attachment 1
RESOLUTION REJECTING ALL BIDS FOR
THE PETALUMA COMMUNITY CENTER GUTTER REPLACEMENT AND
MODIFICATION PROJECT
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 July 25, 2019, and one (1) bid was received and
opened on August 13, 2019, in accordance with applicable law; and
WHEREAS, the bid received for the project exceeded the budgeted amount by 23%; and
WHEREAS, the bid exceeds the engineer's estimate of market costs for construction.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Rejects all bids for the Petaluma Community Center Gutter Replacement and
Modification Project.
2. Directs staff to review scope and design and rebid the project.
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