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6.
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| Finance Committee |
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| Subject: |
| Fire Station No. 3 Roof Replacement Project 7941 |
| RECOMMENDATION |
- Adopt Resolution to appropriate an additional $106,000 from the Fixed Asset Replacement Fund, FARP (Fund 182) for Project Construction, Contingency, and Administration.
- Approve plans and specifications, receive bids; and
- Award Contract to Garland Company, Inc. in the amount of $104,815.27, and authorize Public Works Director or his designee to approve Purchase Order Change Orders up to a “not to exceed” amount of 5% of the Contract; and
- Award a construction contract to Best Contracting Services, Inc. in the amount of $255,122.00, and authorize Public Works Director or his designee to issue Contract Changes up to a “not to exceed” amount of 10% of the Contract.
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| BACKGROUND/DISCUSSION |
The Fire Station No. 3 Roof Replacement Project 7941 (Project), was approved as part of the Fiscal Year (FY) 2019-2020 Capital Improvement Program (CIP) budget. The Project consists of repairing and replacing the original metal roof components and skylight of the 33-year-old existing roof system at the Fire Station No. 3, located on the northeast corner of Kraemer Boulevard and Lambert Road. City furnished roofing material is proposed with construction to be in accordance with the current building code requirements.
To ensure the most cost effective delivery method, this Project will be split into two portions, construction and the purchase of roofing material. The construction will follow the Public Contract Code and the roofing material is being requested to be procured through the California Multiple Award Schedules (CMAS). By separating the construction and materials portion, this ultimately controls the cost of materials, avoids contractor markups, overruns and costly change orders. This process has been proven to be beneficial for the City as the Civic and Cultural Center Roof Replacement Projects 7928, Phase 1 and Phase 2, were recently completed utilizing this practice and were finished in a timely manner and within the total budget.
During the design of the Project, it was determined that there were several options to provide value engineering and past experiences. As seen in the Project bid schedule there were three options;
- Schedule A which included the removal and the replacement of the metal roof sections,
- Schedule B which included the removal and the replacement of the skylight, and
- Schedule C which included the removal of the skylight and replacement of the skylight area with metal roofing.
CONSTRUCTION
On August 6, 2019, four (4) bids were received with the following results:
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Contractor |
Schedule A |
Schedule B |
Schedule C |
Total |
| 1. |
Best Contracting Services, Inc. |
$198,872.00 |
$97,500.00 |
$56,250.00 |
$352,622.00 |
| 2. |
Commercial Roofing Systems, Inc. |
$224,529.00 |
$98,850.00 |
$86,660.00 |
$410,039.00 |
| 3. |
CIS Services, Inc. |
$211,605.00 |
$115,543.00 |
$97,990.00 |
$425,138.00 |
| 4. |
ADCO Roofing & Waterproofing |
$251,251.00 |
$113,643.00 |
$60,787.00 |
$425,681.00 |
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Engineer's Estimate |
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$230,000.00 |
The lowest responsible bidder was determined based on the total of the Base Bid which included Schedule A, Schedule B, and Schedule C.
As seen above, the lowest responsive bidder is Best Contracting Services, Inc. of Gardena, CA in the amount of $352,622.00. Best Contracting Services, Inc. has a valid contractor’s license and has been in the construction business for 12 years. Best Contracting Services, Inc. has complete similar projects for the Cities of Murrieta, South Gate, and Stockton. If awarded, the Project is anticipated to commence early September 2019 and expected to be completed in November 2019, weather permitting.
After deliberation and review of the bids received, staff is recommending to award Best Contracting Services, Inc. Schedule A and Schedule C for a total amount of $255,122. Schedule B was not selected primarily to avoid continuous leaks experienced around the existing skylights and a project savings of over $40,000 in replacing the skylights with a continuous roof. By eliminating the skylights, the project will install high efficiency Light Emitting Diode (LED) lighting at minimal cost.
ROOFING MATERIALS
The City’s purchasing and contract policies are set forth in the City Municipal Code. The cost for goods or services to be purchased dictates how they are to be procured through an informal or formal bidding process. The City Municipal Code lists certain exemptions from the bidding process, including for purchases of a commodity that can be obtained only from one vendor. “Piggy-back” is a commonly used term to competitively bid contracts awarded by other public agencies to ensure the best pricing for purchases. The roofing materials needed for this project were available through the supplier, Garland Company, Inc. (GARLAND), from the California State Bid List under the California Multiple Award Schedules (CMAS) program. GARLAND has submitted a proposal per California Contract No. 4-01-56-0006A in the amount of $104,815.27. By adding an estimated 5% contingency of $5,240.76 to the GARLAND proposal of $104,815.27, it yields approximately $110,000.00. A not-to-exceed $110,056.03 purchase order is requested to procure the roofing materials.
In combining both the construction/contingency cost of $280,634.20 from Best Contracting Services, Inc. and the roofing materials/contingency cost of $110,056.03 from GARLAND, the total amounts to $390,690.23. |
| SUMMARY/FISCAL IMPACT |
The total approved budget for the Project is $300,000 with funding coming from the Fixed Asset Replacement Program, (FARP Fund 182). The roofing material necessary for this Project is available through the supplier Garland Company, Inc. (GARLAND) from the California State Bid List under the CMAS program. GARLAND has submitted a proposal in the amount of $104,815.27. With the purchase of the material through GARLAND and the construction contract of $255,122.00, the total construction amount is $359,937.27. Therefore, with the addition of the respective contingencies, an additional $106,000 appropriation is necessary to complete the Fire Station No. 3 Metal Roof Replacement, CIP Project No. 7941. The following table provides a breakdown of the project costs:
| Estimated Total Project Costs |
Total |
| Design/Staff Time |
$5,258.85 |
| Construction Contract |
$255,122.00 |
| Construction Contract Contingency (10%) |
$25,512.20 |
| Material Contract |
$104,815.27 |
| Material Contract Contingency (5%) |
$5,240.76 |
| New LED Lighting |
$10,000.00 |
| In-House C.M. and Inspection Services |
$0.00 |
| Expenditure Total |
$405,949.08 |
| Adopted Project Budget |
$300,000 |
| Shortfall (Grand Total - Expenditure Total) |
$(105,949.08) |
| SAY |
$(106,000.00) |
As seen above, the shortfall for the Project is found to be approximately $106,000. Since the original budget was prepared, material has seen an increase in price due to the country’s economic state which has contributed to the increase in cost. It is anticipated that $106,000 from Fund 182 – Fixed Asset Replacement Fund will provide the additional funding needed. Therefore, there will be no General Fund Impact.
Staff is recommending to approve plans and specifications, receive bids, adopt attached resolution authorizing additional funding in the amount of $106,000; award a contract to Garland Company, Inc. for the purchase of the necessary roofing material in the amount of $104,815.27 and authorize the Public Works Director, or his designee, to issue Purchase Order Change Orders up to a "not to exceed" amount of 5% of the contract amount; and award a construction contract to Best Contracting Services, Inc. in the amount of $255,122.00, and authorize Public Works Director or his designee to issue Contract Changes up to a “not to exceed” amount of 10% of the Contract. |
| RESPECTFULLY SUBMITTED |
William Gallardo, City Manager
Prepared by: Raymond Contreras, Associate Engineer
Concurrence: Michael S. Ho, P.E., Deputy Director of Public Works/City Engineer
Tony Olmos, P.E., Public Works Director |
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