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November 12, 2024
ITEM TITLE
Roof Maintenance and Replacement: Approve a First Amendment with Garland DBS, Inc. to Extend the Term of the Contract and Increase the Maximum Not-to-Exceed Amount to Address the Needs at City Hall, Public Works, Fire Stations, and Recreation Centers
Report Number: 24-0284
Location: No specific geographic location
Department: Public Works
G.C. § 84308: Yes
Environmental Notice : The Project qualifies for a Categorical Exemption pursuant to the California Environmental Quality Act State Guidelines Section 15301 Class 1 (Existing Facilities).
Recommended Action
Adopt a resolution approving the first amendment to the agreement with Garland DBS, Inc., for roof replacement, repair, and maintenance services to extend the contract term and increase the maximum not - to-exceed contract amount from $2,000,000 to $6,000,000 over the term of the agreement.
SUMMARY
On June 17, 2024, the City entered into a cooperative agreement for Citywide roof replacement, repair, and maintenance services with Garland DBS, Inc. (Agreement 2024 -068). Approval of this item will (1) extend the term of the agreement through the end of the cooperative contract’s term ( June 30, 2029) and (2) increase the maximum not-to-exceed contract amount from $2,000,000 to $6,000,000. This would allow the City flexibility to continue using Garland DBS’ services to replace, repair, and maintain roofs at City facilities throughout the term of the contract.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to State CEQA Guidelines Section 15301 Class 1 (Existing Facilities), because the proposed project would not result in a significant effect on the environment, create a cumulative impact, damage a scenic P a g e | 2
highway, or cause a substantial adverse change in the significance of a historical res ource. Thus, no further environmental review is required.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
On June 17, 2024, the City entered into a cooperative agreement for Citywide roof replacement, repair, and maintenance services with Garland DBS, Inc. (Agreement 2024 -068). Services that the City may require include, but are not limited to:
A. Roof replacements
B. Roof Maintenance
C. Roof Repairs
The initial term of the agreement was through June 17, 2026 and included a not-to-exceed amount of $2,000,000. Since approval of the initial agreement with Garland DBS, City Staff has been satisfied with the performance of Garland DBS, Inc. and is recommending further extending the contract through the end of the term of the cooperative agreement. With this change, the contract will now end June 30, 2029.
During the initial months of the agreement, the City utilized approximately $1,600,000 of the contract amount for roof replacements at Heritage, Lauderbach, Montevalle and Salt Creek Community Centers, and Fire Station #7, and roof maintenance and repairs. The City anticipates reaching the current maximum not- to-exceed limitation within the current set of projects. However, those projects do not reflect roofing repair and replacement needs at City Hall, the Public Works building, other fire stations, and recreation centers.
Funding is allocated within the Measure P expenditure plan for further roofing work, but the contract needs to be modified to allow additional spending capacity. Due to the number of roofs that still require work, and Garland’s satisfactory performance, staff recommends extending this contract and amending the not -to- exceed amount.
Staff is requesting that the not -to-exceed amount be increased to $6,000,000. This would allow the City flexibility to continue using Garland DBS’ services to replace, repair, and maintain roofs at City facilities throughout the term of the contract over the next five years. The actual spend on the contract will depend on available funding.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by Council member, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
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CURRENT-YEAR FISCAL IMPACT
The fiscal year 2024-25 Public Works Department budget and Measure P Sales Tax Fund include funding for this contract. There is no additional current fiscal year impact as a result of approval of the resolution.
ONGOING FISCAL IMPACT
Funding for the contract will be included in the annual budgets for the Public Works Department and the Measure P Sales Tax Fund as part of the annual budgeting process.
ATTACHMENTS
1. Original Cooperative Purchasing Agreement between City of Chula Vista and Garland DBS Inc. for Roof Replacement, Repair, and Maintenance on City Facilities
2. Proposed First Amendment to the Agreement between the City of Chula Vista and Garland DBS Inc. for Roof Replacement, Repair, and Maintenance on City Facilities Staff Contact: Angelica Aguilar, Assistant Director of Public Works David White, Building Services Manager
Tessa Nguyen, Principal Management Analyst
Matthew Little, PE, Deputy City Manager /Director of Public Works