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HomeMy WebLinkAbout22- Public Works ORICINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTIO From: Nadeem Majaj, Director of Public Subject: Authorize the City Manager to Works execute an Amendment to Commercial Roofing Systems, Inc. for unforeseen costs Dept: Public Works—Building Maintenance related to the Roof Replacement at the Police Department Annex "B" project. Date: November 10, 2010 Meeting date: November 15, 2010 Synopsis of Previous Council Action: 05-17-10 Adopted Resolution No. 2010-117 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". Recommended motion: Authorize the City Manager to execute Contract Change Order No. One with Commercial Roofing Systems, Inc. for the additional repairs at the Police Department Annex `B" project. Signa re Contact person: Tony Frossard, Project Manager Phone: 384-5122 Supporting data attached: Staff Report and Ward: 1 and Change Order No. One FUNDING REQUIREMENTS: Amount: $8,400 Source: (Acct. Nos.) 001-400-5507-0000-0037 Acct. Description: Facilities Services Finance: Council Notes: Agenda Item No. CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION Staff Report Subject: Authorize the City Manager to execute an Amendment to Commercial Roofing Systems, Inc. for unforeseen costs related to the Roof Replacement at the Police Department Annex "B"project. Background: On May 17, 2010, per Resolution 2010-117, the Mayor and Common Council of the City of San Bernardino authorized the execution of an agreement and issuance of a purchase order in the amount of$88,516 to Commercial Roofing Systems, Inc. for the Roof Replacement at the Police Department Annex "B". After the contractor started the project, additional damage to the air conditioning unit platforms and plywood was identified. Staff inspected the areas of concern and confirmed the damages. The cost of addressing the damage discovered, which was not part of the original cost of the project, is approximately $8,400. The proposed action will authorize approval of Contract Change Order No. One in order to complete the roof replacement project at the Police Department. This project will be completed by November 30, 2010. Financial Impact: The revised estimated project costs are as follows: Total Original Contract Amount $ 84,301 Contract Change Order No. One $ 8,400 Revised Construction Contract Cost (Total) $ 92, 701 Contingency funds in the amount of$4215 were allotted in the original Council Action, May 17, 2010. For the remaining funding required, funds are available and have been budgeted in the FY 2010-11, Public Works, Building Maintenance account for Facilities Services Budget (account number 001-400-5507-0000-0037) in the amount of$4,200. Account Number: 001-400-5507-0000-0037 Budgeted Amount: $281,400. Balance as of October 20, 2010: $4,200 Balance after approval of this item: $0. 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: Authorize the City Manager to execute Contract Change Order No. One with Commercial Roofing Systems, Inc. for the additional repairs at the Police Department Annex "B"project. Attachments: Change Order No. One 1 PUBLIC WORKS DEPARTMENT 300 North"D"Street• San Bernardino • CA 92418-0001 Engineering 909.384.5111•Fax: 909.384.5155 Facilities 909.384.5244 •Fax: 909.384.5155 www.sbcity.org San Bernar ino CONTRACT CHANGE ORDER NO. ONE PLAN NO. 12551 P.O. NO. 303549 DATE: NOVEMBER 1, 2010 PROJECT: ROOF REPLACEMENT AT THE POLICE DEPARTMENT ANNEX"B" 765 NORTH E STREETS, SAN BERNARDINO, CA 92404 TO: COMMERCIAL ROOFING SYSTEMS, INC. 11735 GOLDRING ROAD ARCADIA, CA 91006 GENTLEMEN: You are hereby compensated for performing the additional work as follows: ITEM NO: DESCRIPTION OF CHANGE COST 1-1 AC Platform Construction $ 6,000.00 1-2 Replacement of Roof Sheeting $ 2,400.00 TOTAL COST CCO#1 $ 8,400.00 JUSTIFICATION: AC Platform Construction Item The contractor was directed to remove and replace the platforms that support the air No. 1-1 conditioning units. It was unknown to staff that the existing platforms were substandard because they were covered entirely with existing foam roof. This request was not originally anticipated and was not included in the original bid. Replacement of Roof Sheeting The contractor was directed to replace the roof sheeting damaged by dry rot for safety 2-2 purposes. The job required a larger quantity of roof sheeting replacement than was anticipated. A square footage price was included in the original bid, however, with the large amount of replacement the contractor gave the City a discounted price based on the volume. FACILITIES DIVISION SUMMARY OF CONTRACT COSTS The estimated revised contract cost is as follows: Original Bid Amount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ........................$ 84,301.00 Contract Change Order No. One . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ........$ 8,400.00 Revised Construction Contract cost . . . . . . . . . . . . . . . . . . . . . . . . . . ....................S92,701.00 Additional time to complete Contract due to this Change Order.......................... 0 Working Days The net contract change represents an increase of 9.96%of the original contract amount. COMMERCIAL ROOFING SYSTEMS,INC. CITY OF SAN BERNARDINO CONTRACTOR PUBLIC WORKS DEPARTMENT Accepted Approved By: By: NADEEM MAJAJ Title: Director of Public Works Date: Date: Approved By: CHARLES E. McNEELY City Manager Date: November 1, 2010 Item No. FACILITIES DIVISION - ATTACHMENT"1" AGREEMENT CITY OF SAN BERNARDINO THIS AGREEMENT is made and concluded this /7"'day of 121-X�! , 20/D , between the City of San Bernardino (owner and hereinafter "CITY"), and Commercial Roofing Systems, Inc. (hereinafter "CONTRACTOR"). 1. For and in consideration of the payments and agreements hereinafter mentioned,to be made and performed by the CITY, and under the conditions expressed in the bond as deposited with the CITY, receipt of which is hereby acknowledged, the CONTRACTOR agrees with the CITY, at the CONTRACTOR's own proper cost and expense in the Special Provisions and Technical Specifications to be furnished by the CITY, to furnish all materials, tools and equipment and perform all the work necessary to complete in good workmanlike and substantial manner the ROOF REPLACEMENT AT THE POLICE DEPARTMENT ANNEX"B" 765 NORTH E STREET SAN BERNARDIN09 CA 92404 in strict conformity with Special Provisions No. 12712, and also in accordance with Standard Specifications for Public Works/Construction, 2008 Edition and the Uniform Building Code, latest edition, on file in the Office of the City Engineer,Public Works Division, Department of Development Services, City of San Bernardino, which said Special Provisions and Technical Specifications are hereby especially referred to and by such reference made a part hereof. 2. CONTRACTOR agrees to receive and accept the prices as set forth in the Bid Schedule as full compensation for furnishing all materials and doing all the work contemplated and embraced in this agreement; also for all loss or damage arising out of the nature of the work aforesaid or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of the work and for all risks of every description connected with the work; also for all expenses incurred by or in consequence of the suspension or discontinuance of work,and for well and faithfully completing the work and the whole thereof, in the manner and according to the Special Provisions, and requirements of the Engineer under them. 3. The CONTRACTOR herein covenants by and for himself or herself, his or her heirs, executors, administrators, and assigns, and all persons claiming under or through them,that there shall be no discrimination against or segregation of,any person or group of persons on the basis of race,color,national origin,religion, sex, marital status, or ancestry in the performance of this contract, nor shall the CONTRACTOR or any person claiming under or through him or her, establish or permit any such practice or practices of discrimination or segregation with reference to the selection of subcontractors, vendees, or employees in the performance of this contract. Failure by the CONTRACTOR to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as recipient deems appropriate. ATTACHMENT "1" AGREEMENT: ROOF REPLACEMENT AT THE POLICE DEPARTMENT ANNEX"B" 765 NORTH E STREET SAN BERNARDINO, CA 92404 4. CITY hereby promises and agrees with the said CONTRACTOR to employ, and does hereby employ the said CONTRACTOR to provide the materials and to do the work according to the terms and conditions herein contained and referred to, for the prices aforesaid, and hereby contracts to pay the same at the time, in the manner, and upon the conditions above set forth; and the same parties for themselves, their heirs, executors,administrators,and assigns,do hereby agree to the full performance of the covenants herein contained. 5. 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 of said CONTRACTOR, then this instrument shall control and nothing herein shall be considered as an acceptance of said terms of said bid conflicting herewith. IN WITNESS WHEREOF, the parties of these presents have executed this contract in four (4) counterparts, each of which shall be deemed an original in the year and day first above mentioned. COMMERCIAL ROOFING SYSTEMS,INC CITY OF SAN BERNARDINO Name of Firm: /) 64Z J. ) ;c zzz_ BY: City Manager City of San Bernardino BY: TITLE: L ATTEST: MAILING ADDRESS: 11735 Golding Road b. ft4A'h_ RACHEL G. CLARK Arcadia CA 91006 City Clerk PHONE NO.: ( 626 )359-5354 APPROVED AS TO FORM: ATTEST: AMES F.PENMAN, City Attorney Secretary NOTE: Secretary of the Owner should attest. If Contractor is a corporation,Secretary should attest.