Agenda #: 5.6
Meeting Date: May 7, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PUBLIC WORKS AGREEMENT WITH RITE-WAY ROOF
CORPORATION FOR CITY HALL ROOF REHABILITATION PROJECT
(FP 24505).
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Determine that the Project is exempt from the California Environmental Quality Act pursuant to Section 15301 of the CEQA Guidelines;
B. Appropriate an additional $225,600 from the General Fund, for a total construction budget, including contingency, of $671,600;
C. Approve the proposed adjustment to the CIP budget and establish a Project Payment Account containing sufficient funds from the current fiscal year budget; and D. Approve, and authorize the City Manager to sign, the Public Works Agreement with Rite-Way Roof Corporation in the amount of $584,000, plus a contingency amount of $87,600 (15%) for contract change orders to be approved by the City Manager, for a total authorization amount of $671,600.
FINANCIAL IMPACT:
The FY2023/24 Capital Improvement Program includes $470,000 for this Project with an available balance of $446,000. An additional amount of $225,600 is required to be appropriated from the General Fund to cover the not-to-exceed amount of the Construction Agreement of $584,000, plus a contingency of $87,600 (15%), for a total approved budget of $671,600.
City Hall Roof Rehabilitation/Solar
System Removal and
Reinstallation (Construction)
(CIP# FP24505)
Budget Encumbrance/
Expenses
Balance
General Fund $470,000 $470,000
Removal of nonfunctional solar
system (completed)
($24,000) $446,000
New Request: General Fund $225,600 $671,600
Construction Cost (Agreement
with Rite-Way Roof Corporation)
($584,000) $87,600
Contingency (15%) ($87,600) $0
The total contingency amount of $87,600 will only be used if unforeseen circumstances warrant a contract change order.
BACKGROUND:
The City Hall roofing system (approximately 22,500 sq ft) is original to the building, which was constructed in 1999 and has now reached the end of its operational life. The roof rehabilitation work includes installing new roof hatch and safety railing, installing safety cages over skylights, installing new counterflashing and wind clips, sealing coping joints, restoring roof drains and metal components, and a new surface coating system. The roof-mounted solar system was removed as a separate task from the subject roofing project by a solar company to limit the number of trades resulting in some nominal savings.
An analysis of the roof-mounted solar system was prepared which found the system to be nonfunctional. The analysis determined that the system had reached the end of its operational life and did not warrant any further fiscal investments. In addition, the roof mounted design that was used, prohibited maintenance activities from being completed underneath the solar panels.
This CIP Project originally envisioned the reinstallation of the solar panels on the roof.
However, based on the analysis conducted that found the existing solar system to be nonfunctional, the reinstallation of solar panels will need to be deferred at this time to explore more comprehensive energy solutions for the Civic Center. Being recommended in the proposed FY 24/25 operation budget is $150,000 for a Civic Center Sustainability Study (Grant Funding by the US Department of Energy $114,980 & General Fund $35,020). This Study will analyze the Civic Center's current electrical system and develop a plan to address the future energy needs, such as EV fleet and public vehicle chargers, carport-mounted solar panels, electrical meter/panel upgrades, and parking lot ADA compliance, etc.
ANALYSIS:
On February 2, 2024, the Public Works Department opened the bid for the City Hall Rehabilitation Project, with a closing date of February 28, 2024. The City received ten (10) bids ranging from $584,000 to $1,079,000, with Rite-Way Roof Corporation meeting all of the requirements and being the lowest responsive bidder.
The bids received are as follows:
• Rite-Way Roof Corporation $584,000
• Best Contracting Services, Inc. $591,000
• Courtney Inc. $677,769
• AME Builders Inc. $714,200
• Exclusive Metal Inc. $731,690
• Chapman Coast Roof Co., Inc. $812,869
• Letner Roofing Company $827,000
• Commercial Roofing Systems Inc. $837,157
• F C And Sons Roofing Inc. $857,308
• 4 Seasons Roofing Inc. $1,079,000
The tentative construction schedule is as follows:
• Issuance of Notice to Proceed: May 8, 2024
• Start of Construction: May 13, 2024
• Anticipated Completion Date: June 28, 2024
ENVIRONMENTAL REVIEW:
Staff has determined that this Project is exempt from the California Environmental Quality Act (CEQA) provisions pursuant to the California Code of Regulations, guidelines for the implementation of the CEQA, Section 15301, Existing Facilities.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.6.a Agreement with Rite-Way Roof Corporation