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HomeMy WebLinkAboutItem 10e - Reroof at Various City Facilities ProjectAward Roof Restoration Project December 19, 2023 Page 1 of 3 DATE: December 19, 2023 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: CONTRACT WITH R&R ROOFING & WATERPROOFING, INC. FOR THE REROOF AT VARIOUS CITY FACILITIES PROJECT IN THE AMOUNT OF $846,440, WITH A 10% CONTINGENCY CEQA: Exempt Recommendation: Approve SUMMARY The Fiscal Year 2023-24 Capital Improvement Program (“CIP”) provides for a roof restoration at the Police Department and roof replacements at the Chamber of Commerce, City Council Chambers, and Community Center. To ensure the City is receiving the most competitive pricing for roof restoration and replacement services, the Public Works Services Department (“PWSD”) conducted a formal bid. R&R Roofing & Waterproofing, Inc. submitted the lowest responsive bid. It is recommended that the City Council approve, authorize, and direct the City Manager to execute a contract with R&R Roofing & Waterproofing, Inc. for the Reroof at Various City Facilities Project in the amount of $846,440, with a 10% contingency. BACKGROUND The Fiscal Year 2023-24 CIP provides for the reroofing of the Chamber of Commerce, City Council Chambers, and Community Center buildings as well as a roof restoration at the Police Department. This work was budgeted in prior fiscal years but was ultimately put on hold due to substantial industry price increases in materials and labor. These projects were re-programmed as part of the Fiscal Year 2023-24 Capital Improvement Program. Chamber of Commerce The current wood shake roof system at the Chamber of Commerce is 54 years old and has never been replaced; it requires a full roof replacement. The shingles are brittle and starting to deteriorate, creating a higher fire risk for the building. The existing wood shingles will be replaced with an approved polymer wood shingle style covering. Award Roof Restoration Project December 19, 2023 Page 2 of 3 City Council Chambers The monolithic roofing system at the City Council Chambers has started to break down and deteriorate due to years of sun exposure and environmental conditions. The existing roofing material is becoming brittle and is currently experiencing blisters, mole runs, splits, and tears, which will lead to cracks and leaks. A reroof of the City Council Chambers is required to address the poor condition of the existing roof. The roof replacement will include an asphalt primer coating, with a topcoat that will offer more protection and help lower interior temperatures by reducing heat absorption. Community Center The Community Center is over 25 years old and the roof has begun to deteriorate and fail. The existing top layer roof cap sheet has begun to bubble and develop mole runs, which has resulted 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. The entire flat roof will be replaced, and tile areas will be repaired, as needed, to provide a leak-free roof system. Police Department The main roof at the Police Department is over 20 years old and has numerous leaks and is in poor condition. There are cracks around the pipes and vent protrusions, which have allowed water to seep into the building during the rainy season. The existing roof has also lost much of its protective granules in certain areas. A roof restoration is needed to prevent these issues from worsening and leading to more building damage. The roof replacement and restoration project will be performed by a licensed roofing contractor using materials that are purchased and supplied by the City. This construction method will reduce the total project cost by eliminating a material price markup from the contractor. On November 7, 2023, the City Council approved a purchase order with The Garland Company, Inc. for the purchase of roofing materials in the amount $142,709.94. DISCUSSION A Notice Inviting Bids was published in accordance with City Council Resolution No. 7483, and bid packages were distributed to contractors that perform roof restoration and replacement services. On November 21, 2023, the City Clerk received six bids with the following results: Rank Bidder Location Base Bid 1. R&R Roofing & Waterproofing, Inc. Lake Elsinore, CA $ 814,200 2. Western States Roofing, Inc. Northridge, CA $ 838,000 3. Best Contracting Services, Inc. Gardena, CA $ 942,946 4. Chapman Coast Roof Co., Inc. Fullerton, CA $ 971,482 5. Commercial Roofing Systems, Inc. Arcadia, CA $ 1,152,005 6. F.C. and Sons Roofing, Inc. Bell Gardens, CA $ 1,216,593 Award Roof Restoration Project December 19, 2023 Page 3 of 3 The bid documents were reviewed for content and the contractors’ background and recent projects were investigated for competency. R&R Roofing & Waterproofing, Inc. was determined to be the lowest responsive bidder that can provide roof restoration and replacement services. R&R Roofing & Waterproofing, Inc. has successfully provided similar re-roofing services for several municipal agencies and school districts in the Southern California region, including the City of Compton and the University of Redlands. The bid documents included a request for pricing for the Police Department roof restoration work as an alternate bid item. This work was included as a bid alternate, and not in the base bid, due to pricing concerns that might have led to bids coming in over the project’s budget. Fortunately, the bids received were much lower than expected and all were under budget. R&R Roofing & Waterproofing, Inc.’s cost for the Police Department roof restoration is $32,240. The total labor cost is $846,440, which includes the base bid of $814,200 and the bid alternate item of $32,240. Per the contract documents, the City shall award the contract to the lowest responsible Bidder as determined by the City. ENVIRONMENTAL ANALYSIS This project is considered a Class 1 exemption as defined in Section 15301(d) “Existing Facilities” projects of the California Environmental Quality Act (“CEQA”), which exempts projects consisting of the repair and maintenance of existing public structures. FISCAL IMPACT Funds in the amount of $1,500,000 for both labor and materials have been budgeted in the Fiscal Year 2023-24 CIP for the Reroof of Various City Facilities Project. The labor cost for this project is $846,440, including the alternate bid item and the cost for roofing materials, which is being purchased under a separate contract for $142,709.94. The total project cost is $989,149.94 plus a 10% contingency, bringing the total project budget to $1,073,793.94. Therefore, sufficient funds exist for this work. RECOMMENDATION It is recommended that the City Council determine that this project is exempt per Section 15301(d) of the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a contract with R&R Roofing & Waterproofing, Inc. for the Reroof at Various City Facilities Project in the amount of $846,440, with a 10% contingency. Attachment: Proposed Contract CITY OF ARCADIA REROOF AT VARIOUS CITY FACILITIES PROJECT BETWEEN CITY OF ARCADIA AND R & R ROOFING & WATERPROOFING, INC. CONTRACT Contract - 1 CONTRACT FOR THE CITY OF ARCADIA This CONTRACT, No. ________ is made and entered into this ____ day of ___________, 2024, by and between City of Arcadia, sometimes hereinafter called “City,” and R & R Roofing & Waterproofing, Inc., sometimes hereinafter called “Contractor.” WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows: A. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project: Reroof at Various City Facilities Project The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation. B. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within Sixty (60) Calendar Days calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. C. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of EIGHT HUNDRED FORTY- SIX THOUSAND, FOUR HUNDRED FORTY DOLLARS AND NO CENTS ($846,440.00). Payment shall be made as set forth in the General Conditions. D. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Special Conditions, Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents. E. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following: Notice Inviting Bids Instructions to Bidders Bid Form Bid Bond Designation of Subcontractors Information Required of Bidders Non-Collusion Declaration Form Iran Contracting Act Certification Public Works Contractor Registration Certification Contract - 2 Performance Bond Payment (Labor and Materials) Bond General Conditions Special Conditions Technical Specifications Addenda Plans and Drawings Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9 Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents. All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties. F. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work. G. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions. H. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at dir.ca.gov and which must be posted at the job site. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] Contract - 3 IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written. CITY OF ARCADIA By: Dominic Lazzaretto City Manager R & R ROOFING & WATER PROOFING, INC. By: Signature Print Name and Title Attest: By: City Clerk By: Signature Print Name and Title Approved as to Form: Michael J. Maurer City Attorney