HomeMy WebLinkAbout07/20/2010, C8 - CITY HALL ROOF REPAIRS, SPECIFICATION NO. 90778 council ti6,Dluly 20,20 10
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CITY OF SAN LUIS OBISPO
FROM: Jay D. Walter, Director of Public Work r
Prepared By Michael J. McGuire, Engin e//��t�
r III
SUBJECT: CITY HALL ROOF REPAIRS, SPECIFICATION No. 90778
RECOMMENDATIONS
1. Award a contract to Tecta America Sacramento Inc. for the "City Hall Roof Repairs,
Specification No. 90778"and authorize the City Manager to execute the agreement.
2. Approve a transfer of$15,000 from the project construction management account to the project
construction account.
3. Approve a transfer of $5,000 from the General Fund CIP Reserves account to the project
construction account.
4. Authorize the Director of Public Works to record the Notice of Completion within five days of
completion of the project.
DISCUSSION
Background
Over the past several years, there have been numerous water leaks in City Hall that have caused
damage to various wall and ceiling areas. After the San Simeon earthquake in December 2003, the
water leaks became more pronounced and frequent. A Roof Leak Analysis Report was prepared
that revealed the current roofing system is inadequate to provide correct protection for the building
and discovered some problems with the roofing components, which resulted in the advanced
deterioration of the roof and subsequent water intrusion into the City Hall building. Staff
determined from this report that the roof would require complete replacement.
On June 1, 2010, the City Council authorized inviting bids for the "City Hall Roof Repairs,
Specification No. 90778". Bids were opened on July 1, 2010 and five bids were received. Only
one bid was lower than the Engineer's Estimate of $250,000, with Wicks Roofing of San Luis
Obispo being the lowest bidder at$178,169. On July 7, 2010, Wicks Roofing notified the City that
they were withdrawing their bid due to clerical errors in their bid price. The next apparent lowest
bidder was Tecta America Sacramento Inc. at $299,500, exceeding the Engineer's Estimate. Staff
is satisfied with this bid as it is within 5% of the three middle bidders and reflects recent materials
cost increases. Also, Tecta America is one of the largest commercial roofing contractors in the
United States.
Bidder Bid Price
Engineer's Estimate $250,000
Wicks Roofing 178,169
Tecta America Sacramento Inc. 299,500
F. Rodgers Specialty Contractor 309,718 C��1
Cool Roofing Systems,Inc. 313,116 l.0
Best Contracting Services, Inc. 389,000
C C
City Hall Roof Repairs-Spec No.90778 Page 2
FISCAL IMPACT
The 2007-09 Financial Plan, Appendix B, pages 3-528 to 3-532, originally identified $360,000
for construction and $20,000 for construction management for this repair project. When this
project was starting the design phase in 2009, the funds in the construction management account
were transferred into the design account to fully fund design consultant fees. At the time of
advertising this project, $50,000 was transferred from the construction account back into the
construction management account as it was determined that inspection for the project could not
be done by in-house staff due to a large and demanding construction schedule this summer.
Since that transfer of funds, Public Works has received a proposal from one of the City's
construction management consultants identifying the cost of this construction management work
at $35,000 and the therefore the remaining $15,000 is available to be transferred back into the
construction account. To fully fund the project construction, $5,000 is needed from the General
Fund CIP Reserves account. Currently, there is $482,013 in the General Fund CIP Reserves
account but with the June 15, 2010 Council adopted budget, $442,100 of this funding has been
identified to help balance the General Fund budget gap, leaving $39,913 to support this request
of$5,000.
Project Budget $ 360,000
Construction: $ 299,500
Construction Contingencies: 30,000
Total for Construction: $329,500
j Printing/Advertising. $__500
Construction Mgmt& Inspection: 35,000
Total for other costs: $ 35,500
Total Cost of Project 5365,000
ALTERNATIVE
Deny approval for award. The City Council could choose to deny the approval for award. Staff
does not recommend this alternative. Should the approval for award be denied or deferred, roof
repairs for City Hall will be delayed and subject to additional water leakage into the building during
the rainy season, resulting in water damage to the building's contents, lost work productivity of the
staff and continued use of maintenance staff for repair and cleanup.
ATTACHMENTS
1. Council Agenda Report, authorizing advertising.
2. Contract Agreement, Tecta America Sacramento Inc.
77
T:\Coundl Agenda Reports\Public Works CAR\2010\CIP\90778 City Hall Roof Repairs\90778 CAR Award.doc
Attachment 1
council MTiND1une 1,20 10
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CITY O F SAN LUIS O B I S P O
FROM: Jay D. Walter, Director of Public Works 9D'W
Prepared By: Michael J. McGuire, Engineer III
SUBJECT: CITY HALL ROOF REPAIRS, SPECIFICATION No. 90778
RECOMMENDATIONS
1. Approve plans and specifications for "City Hall Roof Repairs, Specification No. 90778".
2. Authorize staff to advertise for bids.
3. Authorize the City Manager to award a construction contract if the lowest responsible bid is
less than the Engineer's Estimate of$250,000.
4. Approve a transfer of$50,000 from the project construction account to the project construction
management account.
DISCUSSION
Background
Over the past several years, there have been numerous water leaks in City Hall that have caused
damage to various wall and ceiling areas. After the San Simeon earthquake in December 2003, the
water leaks became more pronounced and frequent. To assist in determining the best approach to
address the problems, staff hired a roofing consultant, Architectural Roof Design Group (ARDG),to
investigate and report their findings. The Roof Leak Analysis Report, prepared by ARDG, revealed
that the current roofing system is inadequate to provide correct protection for the building and
discovered some problems with the roofing components, which resulted in the advanced
deterioration of the roof and subsequent water intrusion into the City Hall building.. Staff determined
from this report that the roof would require complete replacement.
ARDG was retained as design consultant for roof repairs to City Hall and have prepared plans and
specifications that include the removal of the existing clay tile roofing, placement of new
membranes and coatings for proper sealing of the roof deck and mechanical equipment and a more
secure hold-down for the clay tiles.
CONCURRENCES
This project has been determined to be Categorically Exempt under the California Environmental
Quality Act(CEQA)by the Community Development Department.
FISCAL IMPACT
The 2007-09 Financial Plan, Appendix B, pages 3-528 to 3-532, originally identified $360,000
for construction and $20,000 for construction management for this repair project. Currently,
there is only $360,000 available in the construction account. When this project was starting the
CF-3
Attachment 1
City Hall Roof Repairs—Spec No.90778 Page 2
design phase with ARDG in 2009, the funds in the construction management account were
transferred into the design account to fully fund design consultant fees. As part of departmental
budget reduction measures, it was intended that inspection for the project would be done by in-
house staff.
It is anticipated there will be a large and demanding workload for the Public Works Inspection
Division this summer, such that consultant construction management services will be needed to
provide sufficient construction inspection for this project. Staff is recommending that $50,000
be transferred from the construction account into the construction management account to fully
fund construction management and inspection services. Due to the ongoing favorable bid
climate, staff believes that the remaining funding of$310,000 in the construction phase will be
adequate to fund the construction contract.
City Hall Roof Repairs BUdget
Construction Budget $ 360,000
t
Construction: $ 250,000
Construction Contingencies 25,000
Total for Construction: — $275,000
Printing_._._._._....-- — $ 1,000..1
Construction Mgmt& Inspection: 50,000
Total for other costs: $ 51,000
i
3
Total Cost of Project $326,000
ALTERNATIVE
Deny approval for advertising. The City Council could choose to deny the approval for advertising.
Staff does not recommend this alternative. Should the approval to advertise be denied or deferred,
roof repairs for City Hall will be delayed and subject to additional water leakage into the building
during the rainy season, resulting in water damage to the building's contents, lost work productivity
of the staff and continued use of maintenance staff for repair and cleanup.
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
Plans & Specifications.
T:\Council Agenda Reports\Public Works CAR\2010\CiP\90778 City Hall Roof Repairs\90778 CAR Adver[ise.doc
CF
- Attachment 2
CITY OF SAN LUIS OBISPO
CALIFORNIA
AGREEMENT
THIS AGREEMENT, made on this day of 2010, by and between the City
of San Luis Obispo, a municipal corporation and charter city, San Luis Obispo County, California,
hereinafter called the Owner, and Tecta America Sacramento Inc., hereinafter called the
Contractor.
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be
performed, shall provide and furnish all of the labor, materials, necessary tools, expendable
equipment, and all utility and transportation services required to complete all the work of
construction of
City Hall Roof Repairs,Specification No. 90778
in strict accordance with the plans and specifications therefore, including any and all Addenda,
adopted by the Owner, in strict compliance with the Contract Documents hereinafter enumerated.
It is agreed that said labor, materials, tools, equipment, and services shall be furnished and said
work performed and completed under the direction and supervision and subject to the approval of
the Owner or its authorized representatives.
ARTICLE H, CONTRACT PRICE: The owner shall pay the Contractor as full consideration
for the faithful performance of this Contract, subject to any additions or deductions as provided in
the Contract Documents,the contract prices as follows:
Item Total
(in figures)
Roofing replacement and repairs of the existing City $299,500.00
Hall building per the Contract Documents.
CONTRACT TOTAL $299,500.00
Payments are to be made to the Contractor in accordance with and subject to the provisions
embodied in the documents made a part of this Contract:
CR ��
- Attachment 2
Should any dispute arise respecting the true value of any work omitted, or of any extra work which
the Contractor may be required to do, or respecting the size of any payment to the Contractor,
during the performance of this Contract, said dispute shall be decided by the Owner and its
decision shall be final,and conclusive.
ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The full, complete and
exclusive contract between the parties hereto shall consist of the following identified documents
(the "Contract Documents") all of which are as fully a part thereof as if herein set out in full, if not
attached, as if hereto attached: Notice to Bidders, Instructions to Bidders, Information Available
to Bidders, Proposal Form, Listing of Subcontractors, Non-Collusion Declaration, Bidder's
Bond, this Agreement, Escrow Agreement for Security Deposits in Lieu of Retention,
Performance Bond, Payment Bond, Insurance Requirements, Guarantee of Work, Release,
General Conditions, Specifications, Standard Specifications, Engineering Standards drawings,
any addenda, and any change orders, field orders or directives issued pursuant to and in
accordance with this Agreement.
ARTICLE IV, CONFLICTS: It is further expressly agreed by and between the parties hereto
that should there be any conflict between the terms of this instrument and the bid or proposal of
said Contractor, then this instrument shall control and nothing herein shall be considered as an
acceptance of the said terms of said proposal conflicting herewith.
ARTICLE V, BINDING AGREEMENT; ASSIGNMENT: Contractor, by execution of this
Agreement and the other Contract Documents, understands them, and agrees to be bound by their
terms and conditions. The Contract Documents shall inure to the benefit of and shall be binding
upon the Contractor and the Owner and their respective successors and assigns.
ARTICLE VI, SEVERABILITY: If any provision of the Contract Documents shall be held
invalid or unenforceable by a court of competent jurisdiction, such holding shall not invalidate or
render unenforceable any other provision hereof.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this year
and date first above written.
CITY OF SAN LUIS OBISPO,
A Municipal Corporation
Katie Lichtig, City Manager
APPROVED AS TO FORM: CONTRACTOR
J. Christine Dietrick Michael McClain, President
City Attorney Tecta America Sacramento Inc.
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