The Civic and Cultural Center Roof Replacement Project 7928, (Project), was approved for construction as part of the Capital Improvement Program (CIP). The Project consists of repairing and replacing sections of the 37 year old existing roof system with City furnished roofing material to the existing Civic Center main building, Conference Center, and Curtis Theater buildings in accordance with the current building code requirement.
On October 13, 2015, staff received four (4) informal bids from the following contractors; Chapman Coast Roof Co., Inc., Letner Roofing Co., Best Contracting Services, Inc. and Commercial Roofing Systems, Inc. The low bid amount was $250,436.00. Unfortunately, the low bid amount exceeded the informal bidding threshold allowed ($175,000) and there were insufficient funds to fully fund the Project (remaining budget was $218,000 for construction after the purchase of material). In an effort to minimize the impact of El Nino weather forecasted that year, staff decided to break the project into two phases. Phase 1 scope pertained to the re-roof of the Civic Center main building and Phase 2 included the re-roof of the Conference Center and Curtis Theater buildings. Given the timing and budget considerations, it was decided to re-bid Phase 1 first.
On November 02, 2015, six (6) informal bids were received for Phase I. The lowest responsive bidder was Chapman Coast Roof Co., Inc. with a bid of $173,353.00. The informal contract was then awarded to Chapman Coast Roof Co., Inc. to complete the re-roofing of the Civic Center main building. Chapman Coast Roof Co., Inc. completed Phase 1 of the Project on February 12, 2016 with a final cost of $173,994.83, including contract change orders amounting to less than a half of one percent. After completion of Phase 1, the remaining balance in the Project budget was approximately $35,000. In April 2016, staff requested an additional $75,000 for a revised budget of approximately $110,000. The additional $75,000 for the Phase 2 Project budget was recommended by the consultant based on the previous bids received in October 2015 for the two remaining roofs.
On July 7, 2016, staff received five (5) informal bids for Phase 2 with the lowest bid in the amount of $153,376.00 from Commercial Roofing Systems, Inc. In speaking to the contractors, the high bids were due to an enormous workload demand of the contractors in the roofing industry. As a result, after purchasing the roofing material directly from the roofing manufacture/supplier (The Garland Company, Inc.) for Phase 2, there was approximately $69,000 remaining in the Project budget.
On April, 17, 2017, staff received five (5) in-formal bids for Project 7928 Phase 2 with the following results:
| 1. |
Commercial Roofing, Inc. |
$116,278.00 |
| 2. |
Western States Roofing, Inc. |
$128,935.40 |
| 3. |
Chapman Coast Roof Co., Inc. |
$132,862.00 |
| 4. |
Best Contracting Services, Inc. |
$156,300.00 |
| 5. |
Tecta America, Inc. |
$187,000.00 |
The apparent lowest responsible bidder was Commercial Roofing Systems, Inc. of Arcadia, California in the total amount of $116,278.00, which is under the informal bid threshold of $175,000. However, the bid amount exceeds the remaining Project budget balance by approximately $47,000 without a contingency. Therefore, an additional budget appropriation will be required in order to proceed with the contract award. The company has a valid contractor’s license and has been in the construction business for 27 years. Commercial Roofing Systems, Inc. has been prequalified with The Garland Company, Inc., to use their product. If awarded, construction could begin in late May 2017, and take approximately two (2) months to complete or by August 2017.
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| The total approved budget for the Project is $425,000 with funding coming from the Fixed Asset Replacement Program, FARP (Fund 182). The remaining budget amount is approximately $69,000. Therefore, in order to award the contract to Commercial Roofing, Inc. ($116,278), with a recommended 15% Contract Change Order contingency ($17,442), and construction engineering support ($20,058), staff is requesting City Council consider an additional $85,000 from the FARP Fund (Fund 182). A Resolution appropriating the added funds from the FARP Fund (Fund 182) to the Project is attached for City Council consideration and approval (see Attachment ‘B’ for Resolution). Based on the available funds within Fund 182, there will be no General Fund impact from this action. The following table provides a breakdown of the construction and construction engineering budget with the requested additional funds:
| Project Expenditure |
Total |
| Phase 2 – Construction Contract |
$116,278 |
| Contingency (15%) |
$17,442 |
| Subtotal |
$133,720 |
| Construction Engineering (15%) |
$20,058 |
| Total Construction Cost |
$153,778 |
| Remaining Budget |
$69,000 |
| Budget Shortfall |
$84,778 |
| Requested Funds |
$85,000 |
The Project will repair and replace sections of the Civic Center Main, Conference Center and Curtis Theater buildings. Due to budget constraints, this Project phased. Phase 1, the Civic Center Main Building Re-roof, was completed in February 2016. Phase 2 consists of the re-roofing of the Conference Center and Curtis Theater buildings. Five (5) bids for Phase 2 were received on April 17, 2017. The apparent lowest responsive bidder was Commercial Roofing Systems, Inc. in the amount of $116,278.00, as depicted on page C-3 of their proposal (see Attachment “A” for Proposal).
As depicted in the budget summary, staff is requesting that City Council adopt a Resolution to appropriate an additional $85,000 from FARP to fully fund Phase 2. In addition, staff is requesting that City Council consider proceeding with the informal bid award process with the Public Works Director awarding a Construction Contract to Commercial Roofing Systems, Inc in the amount of $116,278.00. Additionally, staff is recommending City Council authorize the Public Works Director or his designee to issue Contract Change Orders up to a “not to exceed” amount of 15% of the Contract amount. |