HomeMy WebLinkAboutItem 10h - Reject Roof Restoration ProjectsReject Roof Restoration Project
December 20, 2022
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DATE: December 20, 2022
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Dave McVey, Acting General Services Superintendent
SUBJECT: REJECT ALL BIDS RECEIVED FOR THE CHAMBER OF COMMERCE,
COUNCIL CHAMBER, AND COMMUNITY CENTER ROOF
RESTORATION PROJECT AND DIRECT STAFF TO RE-PROGRAM IN
THE FISCAL YEAR 2023-24 CAPITAL IMPROVEMENT PROGRAM
BUDGET
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The Fiscal Year 2019-20 and Fiscal Year 2022-23 Capital Improvement Plan provides for
roof restoration and replacements at the Chamber of Commerce, Council Chambers, and
Community Center. To ensure that the City is receiving the most competitive pricing for
restoration and preventative maintenance services, a formal bid process was conducted.
All bids received exceeded the estimated budget. It is recommended that the City Council
reject all bids received for the Chamber of Commerce, Council Chamber, and Community
Center Roof Restoration Project and direct staff to re-program in the Fiscal Year 2023-24
Capital Improvement Program.
BACKGROUND
The Fiscal Year 2019-20 Capital Improvement Plan provides for the re-roofing of the
Chamber of Commerce building. The current roof system at the Chamber of Commerce
is 53 years old and has never been replaced.
The Fiscal Year 2022-23 Capital Improvement Plan provides for the re-roofing of the flat
roof areas of the Community Center that supports HVAC equipment and provides for roof
restoration of the Council Chambers building. The Community Center flat roofing area
that supports the HVAC equipment was previously restored, but never replaced, and is
now failing. The existing top layer roof cap sheet is deteriorating and has begun to bubble
and develop “mole runs”, which results in cracking, seam separation, and leaks.
Additionally, the base flashings and cap sheets are starting to pull away from the parapet
walls creating open gaps for water to infiltrate the building.
Reject Roof Restoration Project
December 20, 2022
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The Council Chambers will need full roof restoration. Performing restorative and
preventative maintenance work on the Council Chambers roof will enable the roof
membrane to stay intact without the expense of completely replacing the roof and
underlying insulation. The restoration project will include repairs to all imperfections in the
roof system such as blisters, mole runs, splits, and tears with a three-course application
of mesh and mastic. The roof will then be top coated with a LEED certified Garland brand
“White Star” polyuria Coating and 3/8-inch gravel.
DISCUSSION
A Notice Inviting Bids was published in the City’s adjudicated newspaper, and bid
packages were provided to local vendors who provide roof restoration and preventative
maintenance services. On November 8, 2022, the City Clerk received five bids with the
following results:
Bidder Location Base
Bid Amount
Western States Roofing Inc. Northridge, CA $ 412,625
Chapman Coast Roof CO., Inc. Fullerton, CA $ 801,681
Best Contracting Services, Inc. Gardena, CA $ 919,700
FC And Sons Roofing Inc. Bell Gardens, CA $ 924,972
Letner Roofing CO. Orange, CA $ 969,600
On the day of the bid opening, the Public Works Services Department (“PWSD”) received
a letter from Western States Roofing, Inc. requesting their bid to be withdrawn due to a
pricing error. All other bids were reviewed and were considerably higher than budgeted.
Material and labor costs have significantly escalated since the projects were originally
budgeted. The cost of construction materials alone has greatly increased due to limited
manufacturing and warehouse shortages. Labor costs have also increased overall, due
to the shortage of qualified personnel for the trades needed to complete this work. Also,
when these projects were originally budgeted, asbestos testing was not included in the
scope. After the asbestos testing was performed, it was determined that two roofs will
require asbestos remediation before the contractors can safely start the project. The
additional cost of testing and removal was not factored into the original budget. PWSD
staff will review the project scope and specifications and make the necessary changes.
The project will be re-programed in the Fiscal Year 2023-24 Capital Improvement
Program budget.
ENVIRONMENTAL ANALYSIS
This project is categorically exempt per the California Environmental Quality Act (“CEQA”)
as an existing facility, Section 15301 of the CEQA guidelines.
Reject Roof Restoration Project
December 20, 2022
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FISCAL IMPACT
Funds in the amount of $650,000 for both labor and materials have been budgeted in the
Fiscal Year 2019-20 and 2022-23 Capital Improvement Budgets for this project. Bids
received were considerably higher than budgeted. Staff will review the project scope and
specifications and re-program this project in the FY 2023-24 Capital Improvement
Program, adjusting the project scope and/or funding as needed. To get the best price
possible, the City plans on purchasing roof materials under a separate contract. The roof
replacement and restoration project will be performed by a licensed roofing contractor
using the roofing materials purchased and supplied by the City. This construction method
will assist in reducing the total project cost by eliminating a material price markup from
contractors.
RECOMMENDATION
It is recommended that the City Council reject all bids received for the Chamber of
Commerce, Council Chamber, and Community Center Roof Restoration Project and
direct staff to re-program in the Fiscal Year 2023-24 Capital Improvement Program.