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HomeMy WebLinkAboutItem No. 22 - Award of a Construction Contract for City Yard Roof Replacement Consent Calendar City of San Bernardino Request for Council Action Date: June 17, 2020 To: Honorable Mayor and City Council Members From: Teri Ledoux, City Manager By:Kris Jensen, Director of Public Works Subject: Award of a Construction Contract for the CityYards Roof Replacement Recommendation It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-122: 1. Amending the FY 2019/20 Capital Improvement Plan (CIP) to include City Yard 2. Approving a total project budget in the amount of $308,017 for the construction contract in the amount of $279,517 and project contingencies in the amount of $28,500; and 3. Approving the award of a Construction Contract with Bligh Roof Co. DBA Bligh Pacific of Santa Fe Springs, California in the amount of $279,517; and 4. Authorizing the Director of Finance to amend the FY 2019/20 adopted budget to transfer a total of $308,017 from Public Works Building Maintenance accounts 001-400-0037-5172 (Equipment Maintenance) and 001-400-0037-5502 (Professional Contractual services) to Capital Improvement Project Fund 001- 160-8774 in support of the Project; and 5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project. Background The Public Works Department Fleet and Building Maintenance Division is responsible for maintaining the City Yard located at 187 S. Pershing Avenue, San Bernardino. The existing roof of the vehicle maintenance Shop at City Yard is about 30 years old and has exceeded its useful life and is no longer serviceable. The facility roof has been patched numerous times over the last few decades, and the facility has incurred water damage due to this over the years. Additional roof leaks could further damage the replaced. Page 1 6743 Staff prepared plans and specifications for the roof replacement project. Theproposed scope of work includes removing and disposing of the existing roof, installation of adhered thermoplastic (PVC) feltback membrane roof system, installation of polysocyanurate roof insulation, gypsum cover boards, PVC fascia, and other components to comprise a water tight roof system as a base bid. Staff included replacement of existing gutters and downspouts as an alternate bid item. Determination of the lowest responsible bid was based on the total base bid. The alternate bid item was not considered in determining the lowest responsible bidder. This project is proposed to be funded with savings realized in FY 2019/20 Public Works Building Maintenance Division operating budgets. Discussion City Yard Roof Replacement (Project No 13395) to provide roof repairs, was advertised for public bidding on April 17, 2020 and April 24, 2020 in the San Bernardino County Sun Newspaper, F. W. Dodge, Construction Bid Board, High Desert Plan Room, San Diego Daily Transcript, Sub-Hub Online Plan Room, Reed Construction Data, Bid Bernardino Area Chamber of Commerce. Sealed bids were received and opened on May 14, 2020. The City received five bids as follows: BIDDER CITY BASE BID ALTERNATE TOTAL BID BID Bligh Roof Co. DBA Santa Fe $227,810 $51,707 $279,517 Bligh Pacific Springs Best Contracting Gardena $285,850 $42,200 $328,050 Services, Inc. San Marino Roof Co., Orange $304,981 $43,438 $348,419 Inc. Danny Letner Inc. DBA Orange $349,200 $37,550 $386,750 Letner Roofing Co. Courtney, Inc. Irvine $378,680 $46,840 $425,520 The City has reviewed the bid package and confirmed that Bligh Roof Co. DBA Bligh Pacific of Santa Fe Springs, California, is the lowest responsible and responsive bidder, with a base bid amount of $227,810 and a total bid amount of $279,517. Based on available funding, staff is recommending award of the total bid amount of $279,517 (base bid plus alternate). In addition to construction costs, staff anticipates the need for a construction contingency to provide for any unforeseen work that is related to the project and estimated staff costs required to support engineering inspections of the project. At this Page 2 6743 time, the estimated full project cost is at $308,017 which includes the lowest responsive construction bid, project contingencies, and engineering inspections. The breakdown of the total project costs are as follows: Cost Items Amount Bid (Including Alternate Bid) $ 279,517 Construction Contingency $ 28,500 Estimated Total Project Cost $ 308,017 If awarded by the Mayor and City Council, construction work on the City Yard Roof Replacement is anticipated to begin in August 2020 and be completed by October 2020. 2020-2025 Key Strategic Targets and Goals This project aligns with Key Target No. 1e: Create an asset management plan as it will address a long deferred maintenance item for a City owned facility and will help preserve the facility asset for use continued use by the Public Works Department for many years into the future. Fiscal Impact Funding in the total amount of $308,017 is available for this project through General Fund savings realized in FY 2019/20 Public Works Building Maintenance Operating Budgets in account 001-400-0037. Savings in an amount of $93,017 is available in 001-400-0037-5172 (Building Equipment Maintenance) and $215,000 in savings is available through 001-400-0037-5502 (Professional Contractual Services). A budget adjustment is required to transfer the total Project budget of $308,017 to City Yard Replacement Project. No 001-160-8774 as shown in the table below. From Account To Account Amount Cost Item 001-400-0037-5172 001-160-8774-5504 $ 93,017 Construction Professional Services CIP Construction 001-16 0-8774-5504 001-400-0037-5502 $ 215,000 Construction Equipment Maint. CIP Construction TOTAL $ 308,017 The Building Maintenance Division operating budgets include budgets for emergency maintenance of equipment such as elevators, fire sprinkler systems, and roll up doors. During FY19/20 fewer than expected equipment maintenance expenditures were incurred, resulting in a savings in this budget category. Additionally, the Division budgets annually for Professional Contractual Services to assist with major construction repair requests. Because staff was able to address the bulk of these types of repair requests in-house, savings were realized in this budget category in FY2019/20, as well. Page 3 6743 Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-122: 1. Amending the FY 2019/20 Capital Improvement Plan (CIP) to include City Yard 2. Approving a total project budget in the amount of $308,017 for the construction contract in the amount of $279,517 and project contingencies in the amount of $28,500; and 3. Approving the award of a Construction Contract with Bligh Roof Co. DBA Bligh Pacific of Santa Fe Springs, California in the amount of $279,517; and 4. Authorizing the Director of Finance to amend the FY 2019/20 adopted budget to transfer a total of $308,017 from Public Works Building Maintenance accounts 001-400-0037-5172 (Equipment Maintenance) and 001-400-0037-5502 (Professional Contractual services) to Capital Improvement Project Fund 001- 160-8774 in support of the Project; and 5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project. Attachments Attachment 1 Resolution No. 2020-122; Exhi Attachment 2 Bid Tabulation for City Yard Roof Replacement Attachment 3 Lowest Bid Form for City Yard Roof Replacement Attachment 4 Location Map Ward: Ћ Synopsis of Previous Council Actions: bƚƓĻ Page 4 RESOLUTION NO. 2020-122 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AMENDING THE FY 2019/20 CAPITAL IMPROVEMENT PLAN (CIP) TO INCLUDE CITY YARD ROOF REPLACEMENT PROJECT 13395 APPROVING A TOTAL PROJECT BUDGET IN THE AMOUNT OF $308,017 FOR THE CONSTRUCTION CONTRACT IN THE AMOUNT OF $279,517 AND PROJECT CONTINGENCIES IN THE AMOUNT OF $28,500; AND APPROVING THE AWARD OF A CONSTRUCTION CONTRACT WITH BLIGH ROOF CO. DBA BLIGH PACIFIC OF SANTA FE SPRINGS, CALIFORNIA IN THE AMOUNT OF $279,517; AND AUTHORIZING THE DIRECTOR OF FINANCE TO AMEND THE FY 2019/20 ADOPTED BUDGET TO TRANSFER A TOTAL OF $308,017 FROM PUBLIC WORKS BUILDING MAINTENANCE ACCOUNTS 001-400- 0037-5172 (EQUIPMENT MAINTENANCE) AND 001-400- 0037-5502 (PROFESSIONAL CONTRACTUAL SERVICES) TO CAPITAL IMPROVEMENT PROJECT FUND 001-160- 8774 IN SUPPORT OF THE PROJECT; AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXPEND THE CONTINGENCY FUND, IF NECESSARY, TO COMPLETE THE PROJECT WHEREAS, the City of San Bernardino Public Works Department is responsible to maintain facilities at the City Yard located at 187 S. Pershing Avenue, San Bernardino; and WHEREAS, staff has administered a competitive bid process to secure a construction contract to perform the City Yard Roof Replacemen; and WHEREAS, the City received five bids on May 14, 2020, and Bligh Roof Co. DBA Bligh Pacific of Santa Fe Springs, California, has been determined to be the lowest responsive, responsible bidder; and WHEREAS, the total Project budget is estimated at $308,017 including construction costs and contingencies; and WHEREAS, the City now wishes to enter into a construction agreement with Bligh Roof Co. DBA Bligh Pacific to perform the Project work; and WHEREAS, the funding for the project is available through savings realized in previously approved FY 2019/20 Building Maintenance Operating Budgets. Resolution No. 2020-122 BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The Director of Finance is authorized to amend the FY 2019/20 CIP to include the City Yard roof Replacement Project 13395 in a total project amount of $308,017. SECTION 3. The City Manager is authorized and directed to execute a construction agreement followiAttorney with Bligh Roof Co. DBA Bligh Pacific in the amount of $279,517 with a contingency in the amount of $28,500 for the City Yard Roof Replacement, attached hereto and incorporated as Exhibit A. SECTION 4. The City Manager or designee is hereby authorized to execute all documents in support of the City Yard Roof Replacement Project 13395 on behalf of the City. SECTION 5. The Director of Finance is authorized to amend the FY 2019/20 adopted budget to transfer funds from General Fund Building Maintenance Account No. 001-400-0037- 5172 ($93,017) and 001-400-0037-5502 ($215,000) to CIP Account No. 001-160-8774. SECTION 6. The City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 7. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 8. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the Acting City Clerk this ___ day of __________, 2020. John Valdivia, Mayor City of San Bernardino Attest: __________________________________ Genoveva Rocha, CMC, Acting City Clerk Approved as to form: _________________________________ Sonia Carvalho, City Attorney Resolution No. 2020-122 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, Acting City Clerk, hereby certify that the attached is a true copy of Resolution No. _____, adopted at a regular meeting held at the ___ day of _______, 2020 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ NICKEL _____ _____ _______ _______ RICHARD _____ _____ _______ _______ MULVIHILL _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2020. ______________________________ Genoveva Rocha, CMC, Acting City Clerk A G R E E M E N T CITY OF SAN BERNARDINO THIS AGREEMENT is made and concluded this _____ day of _______________, 20___, between the City of San Bernardino (owner and hereinafter "CITY"), and Bligh Roof Co. DBA Bligh Pacific (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 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 CITY YARD ROOF REPLACEMENT Project No. 13395 in strict conformity with Plans and Special Provisions No. 13395 , and also in accordance with Standard Specifications for Public Works/Construction, latest edition in effect on the first on file in the Office of the City Engineer, Public Works Department, City of San Bernardino, which said Plans and Special Provisions and Standard Specifications are hereby especially referred to and by such reference made a part hereof. 2. The 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 Plans and 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. A-1 AGREEMENT: CITY YARD ROOF REPLACEMENTProject No. 13395 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. CONTRACTOR CITY OF SAN BERNARDINO NAME OF FIRM: Bligh Roof Co. DBA Bligh Pacific BY: ___________________________________ TERI LEDOUX City Manager BY: _______________________________ Robert Bligh TITLE: President ATTEST: MAILING ADDRESS: 11043 Forest Place _______________________________ Genoveva Rocha, CMC _____Santa Fe Springs, Ca 90670_______ Acting City Clerk PHONE NO.: (562) 944-9753______________ APPROVED AS TO FORM: ATTEST: _______________________________ SONIA CARVALHO, City Attorney ____________________________________ Secretary NOTE: Secretary of the Owner should attest. If Contractor is a corporation, Secretary should attest. A-2 ATTACHMENT NO. 4 LOCATION MAP 187 S Pershing Avenue