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HomeMy WebLinkAboutItem 10h - Reject Roof Restoration ProjectsReject Roof Restoration Project December 20, 2022 Page 1 of 3 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 Page 2 of 3 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 Page 3 of 3 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.