CA Review GH
Meeting Date:
To:
From:
Staff Contact:
Subject:
District:
July 25, 2023
M
ayor and City Council
Scott Chadwick, City Manager
Molly Amendt, Senior Engineer
[email protected], 760 -573-3368
Acceptance of Bids and Award of Contract to A. Perman Roofing, Inc., for the Senior Center Roof Replacement Project
1 Recommended Action
Adopt a resolution accepting the bids and awarding a contract to A. Perman Roofing, Inc., for the roof replacement as part of the Senior Center Repairs and Roof Replacement Project, Capital Improvement Program Project No. 4738, in an amount not to exceed $2,099,900.
Executive Summary
The Senior Center, at 799 Pine Ave. was inspected and determined to require a roof replacement. The scope of the project includes replacing the existing low-slope roofing with a single-ply membrane, replacing the clay tile roofing with standing seam metal roofing and replacing the rooftop mechanical equipment.
Staff have determined A. Perman Roofing, Inc. is the lowest responsive and responsible bidder with a bid in an amount of $2,099,900.
Carlsbad Municipal Code sections 3.28.080(C) and 3.28.080(I)(6), which govern purchasing for construction contracts, require the City Council’s approval for all formally bid contracts when the value exceeds $200,000, making the project subject to this requirement.
Explanation & Analysis
The City Council approved the project’s plans and specifications on May 9, 2023, authorizing staff to advertise for construction bids. (Resolution No. 2023-120) The project was then advertised using the city’s formal bidding procedures.
Staff received five bids for construction of the project on June 8, 2023. Staff completed their review of the bid documents and determined that A. Perman Roofing, Inc. was qualified to perform the requested services and offered the best value to the city.
Fiscal Analysis
Capital Improvement Program, Project No. 4738 has included other repair work at the Senior Center since 2018, including interior finishes. It is funded by the Infrastructure Replacement Fund. There are sufficient funds available in the CIP Project No. 4738 to complete the project:
July 25, 2023
Item #2 Page 1 of 6
Senior Center Repairs and Roof Replacement Project
Capital Improvement Program Project No. 4738
Total appropriation to date $3,158,000
Total expenditures/encumbrances to date -$539,344
Total available funding $2,618,656
Additional project costs
Construction contract – A. Perman Roofing, Inc. -$2,099,900 Construction contingency (estimated) -$210,000
Construction management, inspection and testing (estimated) -$122,000 Total estimated construction costs -$2,431,900
Remaining balance $186,756
CMC Sections 3.28.040(C)(5) and 3.28.090(B) allow for the City Council to authorize the City Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which for this project is $210,000.
Options
Staff provide the following options for the City Council’s consideration:
1. Adopt a resolution accepting the bids and awarding a contract to A. Perman Roofing, Inc. in an amount not to exceed $2,099,900 for the Senior Center Roof Replacement Project
Pros
• A. Perman Roofing, has been determined to be the lowest responsive and responsible bidder
• Construction can start upon award of the contract and issuance of the notice to proceed
• Sufficient funding is available for the contract
Cons
• None identified
2. Do not adopt a resolution accepting the bids and awarding the contract to A. Perman Roofing, Inc. in an amount not to exceed $2,099,900 for the Senior Center Roof Replacement Project
Pro s
• None identified
Cons
• Delays start of construction
• The roof and mechanical system deficiencies identified in the project scope of work would continue to deteriorate and could result in operational downtime of the facility and possible damage to the interior of the building • Potential increase in construction costs due to delay in contract award July 25, 2023
Item #2 Page 2 of 6
Staff recommend Option 1 for the City Council’s approval.
Next Steps
Once the City Council accepts the bids and awards the construction contract to A. Perman Roofing, Inc., staff will issue a purchase order, schedule a pre-construction meeting with the company and issue a notice to proceed for construction of the project, which is expected to start in summer 2023.
The duration of the construction contract is approximately seven months, not including rain days and delays from change orders that may extend the contract duration. The contract duration was established to allow for the long lead time associated with the procurement of certain items, such as mechanical equipment. Once the project is completed, which is expected to be in early 2024, a notice of completion to release bonds issued for the project will be recorded.
Environmental E valuation
The City Planner, through the process outlined in CMC Section 19.04.060, has determined that the project to replace the Senior Center roof belongs to a class of projects that the California Secretary for Natural Resources has found do not have a significant impact on the environment, and it is therefore categorically exempt from the requirement for the preparation of environmental documents pursuant to Section 15301(d), Class 1 of the CEQA Guidelines.
In making this determination, the City Planner has found that the exceptions listed in Section 15300.2 of the CEQA Guidelines do not apply to this project. The project is consistent with 15301(d), Class 1 because it consists of maintenance of public facilities, such as restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety.
Exhibits
1. City Council resolution
2. Location map
July 25, 2023
Item #2 Page 3 of 6
RESOLUTION NO_. 2023-208
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING THE BIDS AND AWARDING A CONTRACT TO A.
PREMAN ROOFING, INC. FOR THE ROOF REPLACEMENT AS PART OF THE
SENIOR CENTER REPAIRS AND ROOF REPLACEMENT PROJECT, CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 4738, IN AN AMOUNT NOT TO EXCEED $2,099,900
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to construct the Senior Center Roof Replacement, Capital Improvement Program Project No. 4738, or Project; and
WHEREAS, on May 9, 2023, the City Council adopted Resolution No. 2023-120, approving the plans and specifications and authorizing advertisement of the Project for construction bids; and WHEREAS, on June 8, 2023, staff received five bids for the construction of the Project; and WHEREAS, A. Preman Roofing; Inc. submitted the lowest responsive and responsible bid to construct the Project, in an amount not to exceed $2,099,900; and WHEREAS, sufficient funding from the Infrastructure Replacement Fund is available to complete the Project; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.080(() and 3.28.080(1)(6) require the City Council to award all formally bid contracts when the value exceeds $200,000, and therefore, the Project is subject to this requirement; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C)(S) and 3.28.090(B) authorize the City Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which is $210,000 for the Project; and WHEREAS, the City Planner has determined that the Project is exempt from the California Environmental Quality Act, or CEQA, under CEQA Guidelines Section 15301(d), Class 1 because it consists of maintenance of public facilities, such as the restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety.
Exhibit 1
July 25, 2023 Item #2 Page 4 of 6
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the low bid of $2,099,900 submitted by A. Preman Roofing, Inc. for the roof replacement as part of the Senior Center Repairs and Roof Replacement Project is accepted, and the Mayor is hereby authorized to execute the contract for the Project.
3. That the City Manager or designee is hereby authorized to approve construction change orders up to $210,000 for this Project.
4. That the award of this contract is contingent upon A. Prem an Roofing, Inc. executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 calendar days after adoption of this Resolution. The City Manager may grant reasonable extensions of time to execute the contract and assemble the required bonds and insurance policies.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 25th day of :!..ld.!Y, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Luna.
None.
None.
None.
Ir
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL)
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July 25, 2023 Item #2 Page 5 of 6
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Exhibit 2
July 25, 2023
Item #2 Page 6 of 6
July 25, 2023
To:
From:
Via:
Council Memorandum
Geoff Patnoe, Assistant City Manage
{_city of
Carlsbad
Re:
Honorable Mayor Blackburn and Members of the City Council Paz Gomez, Deputy City Manager, Put!r Works
Additional Materials Related to Staf · ~pt>rt Item No. 2 - Acceptance of Bids and Award of Contract to A. Preman Roofing, Inc., for the Senior Center Roof Replacement Project (District 1)
This memorandum provides a correction to the staff report and resolution for the July 25, 2023, City Council Meeting Item No. 2 - Acceptance of Bids and Award of Contract to A. Preman Roofing, Inc., for the Senior Center Roof Replacement Project.
An administrative error was found on both the staff report and the resolution. The contractor's name was listed as A. Perman Roofing, Inc. throughout both documents. The correct name is A.
Preman Roofing, Inc. Attachment A provides a revised City Council resolution as Exhibit 1.
Attachment: A. Revised Exhibit 1 City Council resolution cc: Scott Chadwick, City Manager
Cindie McMahon, City Attorney
Gina Herrera, Deputy City Attorney
John Maashoff, Public Works Manager
Molly Amendt, Senior Engineer
Public Works Branch
Fleet & Facilities Department
1635 Faraday Avenue I Carlsbad, CA 92008 I 442-339-2730 t Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING THE BIDS AND AWARDING A CONTRACT TO A.
PREMAN ROOFING, INC. FOR THE ROOF REPLACEMENT AS PART OF THE
SENIOR CENTER REPAIRS AND ROOF REPLACEMENT PROJECT, CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 4738, IN AN AMOUNT NOT TO EXCEED $2,099,900
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to construct the Senior .Center Roof Replacement, Capital Improvement Program Project No. 4738, or Project; and
WHEREAS, on May 9, 2023, the City Council adopted Resolution No. 2023-120, approving the plans and specifications and authorizing advertisement of the Project for construction bids; and WHEREAS, on June 8, 2023, staff received five bids for the construction of the Project; and WHEREAS, A. Preman Roofing, Inc. submitted the lowest responsive and responsible bid to construct the Project, in an amount not to exceed $2,099,900; and WHEREAS, sufficient funding from the Infrastructure Replacement Fund is available to complete the Project; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.080((} and 3.28.080(1)(6) require the City Council to award all formally bid contracts when the value exceeds $200,000, and therefore, the Project is subject to this requirement; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the City Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which is $210,000 for the Project; and WHEREAS, the City Planner has determined that the Project is exempt from the California Environmental Quality Act, or CEQA, under CEQA Guidelines Section 15301(d), Class 1 because it consists of maintenance of public facilities, such as the restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the low bid of $2,099,900 submitted by A. Preman Roofing, Inc. for the roof replacement as part of the Senior Center Repairs and Roof Replacement Project is accepted, and the Mayor is hereby authorized to execute the contract for the Project.
3. That the City Manager or designee is hereby authorized to approve construction change orders up to $210,000 for this Project.
4. That the award of this contract is contingent upon A. Prem an Roofing, Inc. executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 calendar days after adoption of this Resolution . The City Manager may grant reasonable extensions of time to execute the contract and assemble the required bonds and insurance policies.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the_ day of ___ _, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL)