HomeMy WebLinkAbout15- Facilities Management ORIGINAL
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL
ACTION
From: Debra Kurita, Assistant City Subject: Resolution of the Mayor and Common Council of
Manager/Acting Director of the City of San Bernardino authorizing the execution of an
Facilities Management agreement and issuance of a purchase order to Commercial
Roofing Systems, Inc. for the Roof Replacement at the
Police Department Annex `B".
Dept: Facilities Management
Date: April 26, 2010
M/CC Meeting Date: May 17 2010
Synopsis of Previous Council Action:
None
Recommended Motion:
1. Find the bid from ADCO Roofing, Inc. non-responsive because the wrong bid sched a was used.
2. Adopt Resolution.
ebra Kurita, Assistant City
Manager/Acting Director of Facilities Management
Concu�/��
Keith Kilmer, Police Chief
Contact person: Tony Frossard Phone: 384-5244
Supporting data attached: Staff Report, Resolution Ward(s): 1
FUNDING REQUIREMENTS: Amount: $88,516
Source:: 001-325-5507
Barbara Pachon
Director of Finance
Council Notes:
Esd 20/0—//7
Agenda Item No.
x - 11- 1
p2placement-Page
CITY OF SAN BERNARDINO— REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
execution of an agreement and issuance of a purchase order to Commercial Roofing Systems,
Inc. for the Roof Replacement at the Police Department Annex`B".
BACKGROUND
The Police Department Annex `B" houses a portion of the Police Property and Evidence
storage unit, approximately 5,000 square feet, used to store evidence and other property.
Currently there are approximately 100,000 items of evidence stored in the building. Most of
this is related to homicides, attempted homicides, death investigations and other major crime
investigations. These items are for long term storage, 10-50 years or longer, in the event of
DNA request, court order reviews, appeals cases, etc.
The Police Department Annex `B" has three different roof levels, both the east and west
portions cover two store office spaces with the center portion covering only a single level
storage area. The center section is the only portion of roof being replaced at this time.
On March 25, 2010, a request for quotations (RFQ) for the Roof Replacement at the Police
Department Annex `B" was advertised. This RFQ was faxed to local roofing contractors,
published in the Sun newspaper, and placed on the City's website. Eight bids were received
on April 15, 2010 from roofing contractors. The initial apparent lowest bidder ADCO
Roofing failed to use the appropriate bid schedule and therefore staff recommends that this
bid be found non-responsive. During review of Commercial Roofing Systems, Inc. bid a
mathematical error was discovered. After this error was corrected the base bid total is
$84,301 making it the lowest bid.
City staff has reviewed the bids and has determined Commercial Roofing Systems, Inc. is the
lowest responsible bidder for the project. Staff has confirmed the contractor's license and
references with positive results.
Name of Bidder City qBid Commercial Roofin S stems, Inc. Arcadia ADCO Roofm , Inc. North Holl ood Cabral Roofin & Wate roofin Co . Montebello Huffman Roof Co. Riverside BestContractin Services Gardena
Tecta America Southern California, Inc. Santa Ana $106,000.00
Letner Roofing Co. Orange $125,538.00
RGSLA, Inc. Whittier $144,735.00
Staff also acknowledges that various unforeseen conditions may arise in this project. A
contingency budget of percent(5%) is requested at this time.
Base bid amount $84,301
Contingency(5a/o) 4,215
Total Estimated Project Cost $88,516
FINANCIAL IMPACT
The total estimated project cost for the Roof Replacement at the Police Department Annex`B"
is $88,516. These funds are budgeted in the Facilities Management account no. 011-325-
5507.
Account Budgeted Amount:$90,000 Balance as of May 10,2010: $88,700
Balance after approval of this item: $184
Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring
expenses or expenses incurred but not yet processed
RECOMMENDATION
1. Find the bid from ADCO Roofing, Inc. non-responsive because the wrong
bid schedule was used.
2. Adopt Resolution
1
RESOLUTION NO. COPY
_ 2
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
4 AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO
COMMERCIAL ROOFING SYSTEMS, INC. FOR THE ROOF
5 REPLACEMENT AT THE POLICE DEPARTMENT ANNEX"B".
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
7 CITY OF SAN BERNARDINO AS FOLLOWS:
8
SECTION 1. Commercial Roofing Systems, Inc. is the lowest responsible and
9
10 responsive bidder for the Roof Replacement at the Police Department Annex `B" in the
11 City of San Bernardino. An Agreement for Services is awarded accordingly to said
12 Contractor in the total amount of$84,301.00 with a contingency amount of$4,215.00.
13 Such award shall be effective only upon said agreement being fully executed by both
14
parties. The Mayor and Common Council hereby authorize the City Manager to execute
-- 15
on behalf of the City the Agreement for Services, on file in the City Clerk's Office and
16
17 incorporated herein by reference. The Finance Department is hereby authorized and
18 directed to issue a Purchase Order which references this resolution to said Contractor in
19 the amount of$88,516.00.
20
SECTION 2.Any amendment or modification thereto shall not take effect or become
21
22 operative until fully signed and executed by the parties and no party shall be obligated
23 hereunder until the time of such full execution. No oral agreements, amendments,
24 modifications or waivers are intended or authorized and shall not be implied from any
25 act or course of conduct of any party. The authorization to execute the Agreement is
26 rescinded if the parties to the contract fail to execute it within sixty(60)days of the
27 passage of this Resolution.
28
1
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO
3 COMMERCIAL ROOFING SYSTEMS, INC. FOR THE ROOF
4 REPLACEMENT AT THE POLICE DEPARTMENT ANNEX`B".
5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
6
Mayor and Common Council of the City of San Bernardino at a
meeting thereof,held on the day of 2010,by the
7 following vote,to wit:
8
Council Members: AYES NAYS ABSTAIN ABSENT
9
10 MARQUEZ
11 DESJARDINS
12 BRINKER
13 SHORETT
14 KELLEY
15 JOHNSON
16 McCAMMACK
17
18 Rachel G. Clark,City Clerk
19 The foregoing resolution is hereby approved this day of
20 2010.
21
22 Patrick J. Moms, Mayor
City of San Bernardino
23
24 Approved as to form:
25
26
Wes F. Penman, City Attorney
2
28