HomeMy WebLinkAboutStaff Report 3.B 06/01/2020w�p,LU Agenda Item #3.B
rs5$
DATE: June 1, 2020
TO: Honorable Mayor and Members of the City Council through City Manageri"
FROM: Jason Beatty, P.E. — Director of Public Works, Public Works and Utilities
SUBJECT: Resolution Authorizing Award of Contract for the Cavanagh Roof Replacement
Project to Henris Roofing, Inc.
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing Award of
Contract for the Cavanagh Roof Replacement Project to Henris Roofing, Inc.
BACKGROUND
The Cavanagh Center building was originally constructed in 1952. Although the current roof is
not assumed to be original, it is beyond its' service life. The wood plank eaves on the western
end of the building, over the pool deck, have been deteriorating over the past few years and have
rotted through in a small section. The gymnasium and office areas experience leaks during the
rainy season which impacts the programs. Maintenance to mitigate leaks has increased has over
the past few years and water damage is evident within the facility.
The swimming pool and rest room buildings were replaced at the site in 1991 and the project
plan notes include the reconnection of the existing solar hot water system. This indicates that
pool heating through solar has been in place for a long time. The age of the current system is not
known, although it is not the original system.
DISCUSSION
This project intends to replace the roof at the Cavanagh Center at 426 8th Street. This project will
replace the dry rotted eaves and roof deck over the pool area and select areas of the fascia
boards, along with replacement of the gutter and downspouts.
City staff prepared design documents and specifications for the project. The Notice Inviting Bids
for the construction contract was issued on March 19, 2020. On April 28, 2020, six (6) bids were
received as follows:
Name of Bidder Bid Total
Henris Roofing, Inc. $ 76,600 Lowest Responsible Bidder
Andy's Roofing, Inc. $ 93,485
California Single Ply
$ 104,500
I & A Contractor, Inc.
$ 120,000
Stronger Building
$ 126,875
Pioneer Contractors
$ 128,400
Engineer's Estimate
$ 143,000
The lowest responsible bidder, Henris Roofing, Inc., has performed similar projects for the City
of Petaluma. Staff verified that the Contractor possesses a valid C-39 California Contractor's
License, license number 220964, which expires on August 30, 2021 that qualifies the Contractor
to perform the work. It is recommended that Council adopt the resolution awarding the contract
to the lowest and responsive bidder, Henris Roofing, Inc.
The project bid included Bid Alternates for roof replacement and gutter and downspouts on the
clubhouse building. Staff had the opportunity to increase the project scope within the approved
budget to include exercising these alternatives. At this time, staff recommends awarding the
contract for $145,760.00 for roof replacement over the gymnasium building including the bid
alternate for the replacement of the gutter and downspouts and roof replacement on the
clubhouse building. The recommended award also includes roof replacement and new gutters
and downspouts on the clubhouse building. Staff is aware of additional areas of dry rot on the
roof deck, fascia boards and rafter tails that require replacement during the project. Retaining a
higher than typical contingency will allow staff to work with the contractor to plan the necessary
repairs.
An additional consideration within this project is the reinstallation of the solar hot water system.
This system was removed from the roof in January 2019 to snake roof repairs related to the leaks
in the gym. The system has been in storage for over a year and is assumed to be in usable
condition after a few component replacements. Reinstallation of the system is estimated to be
$20,000.
Award of the contract will require a budget amendment to the CIP budget to reinstall the solar
hot water system and increase contingency to make expected repairs to areas of rot on the roof
deck, fascia, and rafter tails as discussed in the financial section below.
Construction is scheduled to begin before the rainy season at a time mutually beneficial to the
programs run by Mentor Me and Swim America. The project is expected to have minimal impact
to roadway traffic in the area, as a majority of the work will take place on the roof of the
Cavanagh Center. Construction management and inspection services will be conducted by City
staff.
PUBLIC OUTREACH
Public outreach will include notification to all stakeholders within the project area prior to
construction, social media notifications including Facebook and NextDoor, and frequent updates
to the City's website for project information.
N
COUNCIL GOAL ALIGNMENT
The proposed action supports City Council Goals and work plan items:
• Workplan Item #74: "Evaluate all city facilities, including our police and fire stations,
and corporation yard facilities, and develop maintenance and replacement
recommendations."
• Workplan item #116: "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."
• Workplan item #138: "Capital maintenance and upgrades to City facilities to provide
places and spaces for community dialogue, public meetings, and customer service."
CLIMATE ACTION/SUSTAINABILITY EFFORTS
This proposed action supports the above goal. Heating and cooling buildings are a significant
source of greenhouse gas emissions in the United States and the installation of a light colored
"cool roof' will help reflect sunlight which contributes to building heat. The reconnection of the
solar hot water heating system will reduce natural gas use for pool heating.
ALTERNATIVES
If council does not authorize this resolution, the Cavanagh Gym roof will remain in its current
state, will continue to leak, and appear unattractive to facility users. The solar hot water system
will not be reconnected, and pool heating will rely on natural gas.
10 12 12 101 X3u'-
The total revised budget for the Cavanagh Gym Roof Replacement Project (C 11202014) is
$213,760, an increase of $27,760 over the adopted FY 2019/20 CIP Budget. This revised budget
requests additional funds of $27,760 from the General Fund. It is anticipated that installing solar
will result in energy savings to the General Fund offsetting the upfront cost shown below. The
remainder of the project is funded primarily through the Transient Occupancy Tax.
The following is a breakdown of the approved and revised CIP budget:
Approved FY
Revised FY 19/20
19/20
CIP Budget
CIP Budget
Construction Contract (low bid)
$ 143,000
$145,760
Construction Contract (solar)
$ 0
$ 20,000
Design and Planning
$ 8,000
$ 8,000
Administration
$ 5,000
$ 5,000
Construction Management
$ 10,000
$ 10,000
CIP Overheads
$ 5,000
$ 5,000
Contingency
$ 15,000
$ 20,000
TOTAL
$ 186,000
$213,760
ATTACHMENTS
1. Resolution
2. Location Map
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE CAVANAGH
GYM ROOF REPLACEMENT PROJECT
WHEREAS, City staff has prepared construction bid documents and advertised for
construction for the Cavanagh Gym Roof Replacement Project C11202014 ("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 March 19, 2020, and Six (6) bids were received and
opened on April 28, 2020 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by Henris Roofing,
Inc. from Petaluma, CA for $76,600.00; and
WHEREAS, staff has determined that the Contractor's bid satisfies the bidding
requirements for the Project; and
WHEREAS, staff has verified that Henris Roofing, Inc. possesses a valid California
Contractor's License, Class C-39, number 220964 that qualifies Contractor to perform 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 15302, because the Project consists of replacement and reconstruction of existing
systems and/or facilities involving negligible or no expansion of capacity; and
WHEREAS, the FY 19/20 CIP budget requires amendment of $27,760 from TOT funds
to complete the project.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
Approves the revised project budget for the Cavanagh Gym Roof Replacement Project.
2. 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-
confonnance in the bid of Henris Roofing, Inc. for the Cavanagh Gym Roof Replacement
Project, Project No. C11202014, finds the bid of $76,600.00 to be the lowest, responsive
bid and further finds that Henris Roofing, Inc., is the lowest responsible bidder.
5
3. Awards the contract for the Cavanagh Gym Roof Replacement Project, Project No.
C11202014 to Henris Roofing, Inc., in the amount of $145,760.00, amount of the lowest
responsive bid and two bid alternates, conditioned on Henris Roofing, 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.
4. Authorizes and directs the City Manager to execute the project contract on behalf of the
City of Petaluma upon timely submission by Henris Roofing, Inc., of the signed project
contract and all other required document, including but not limited to, executed bonds,
certificates of insurance, and endorsements, in accordance with the project bid
documents.
5. Approves a construction contract contingency of $20,000.
6. Authorizes staff to prepare a mid -year budget adjustment for the CIP project as outlined
in the Financial Impact Section.
I
Attachment 2
CAVANAGH ROOF REPLACEMENT
PROJECT NO. C11202014
LOCATION MAP
r�