Fremont City Council Meeting: 09/12/23 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4992) DOC ID: 4992
Updated: 9/8/2023 8:33 AM by Alberto Quintanilla Page 1 CITY HALL ROOF REPLACEMENT - Approval of Plans and Specifications and Award of Contract to Diablo Roofing, Inc. in the amount of $3,318,210 (including 15% Contingency) for the City Hall Buildings A & B Roof Replacement Project (PWC9095); Exempt from Environmental Review per CEQA Guideline Section 15301 (Existing Facilities)
Contact Persons:
Name: Jimmy Chen Hans Larsen
Title: Facilities Manager Public Works Director
Div/Dept: Public Works Public Works
Phone: 510-494-4715 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate replacing the roof at City Hall Buildings A and B.
BACKGROUND: The City Hall Buildings A and B are located at 3300 Capitol Avenue, and they provide approximately 90,000 square-foot of office space for various City functions including the City Council Chambers, City Manager’s Office, City Attorney’s Office, City Clerk’s Office, and the departments of Community Services, Economic Development, Finance, Human Resources, Human Services and Information Technology. The existing roof system has reached end of its life cycle and needs to be replaced. Funding for the project was approved by the City Council in June 2023 as part of the Capital Improvement Program.
DISCUSSION/ANALYSIS: The proposed roof replacement will improve the water tightness of the structure and will reduce the high demand for maintenance staff services in response to roof leaks. The project scope also includes the installation of fall protection systems to improve safety for roof top maintenance activities and to comply with building codes. Construction is scheduled to begin in October 2023 and will be completed based on supportive weather conditions.
Bid Results: The project was advertised in the Tri-City Voice on July 17, 2023. The Engineer’s Estimate is $3,000,000. Twelve bids were received and opened on August 9, 2023, as shown below:
Bidder Bid Amount
1. Diablo Roofing, Inc. $2,885,400
2. Andy’s Roofing Company $3,113,400
3. I & A Contractors $3,295,000
4. ALCAL $3,304,307
5. California Roofing $3,355,012
6. Courtney Roofing $3,592,169
7. State Roofing Systems $3,612,800
8. Best Contracting Services $3,627,713
9. San Francisco Roofing Services $3,699,000
10. Pioneer Contractors $3,860,000
11. Western Roofing $3,887,435
Council Staff Report (ID # 4992) Meeting of September 12, 2023 Updated: 9/8/2023 8:33 AM by Alberto Quintanilla Page 2
12. Stronger Building Services $5,361,850
The low bidder Diablo Roofing, Inc. submitted a responsive bid and all documents are in order. The contractor is a responsible bidder experienced in this type of work and has satisfactorily completed contracts of a similar nature with other nearby agencies.
Project Cost and Funding:
Estimated Project Costs:
Construction Contract – Low Bid $2,885,400
Construction Contingency (15%) 432,810
Construction Inspection and Administration 144,270 Estimated Total Project Costs: $3,462,480
Source of Funding
PWC9095, Fund 501 – City Hall Building Rehabilitation – Capital Replacement $4,200,000
Total Available Funds $4,200,000
Based on the contract amount and the project cost estimates, there are sufficient funds budgeted for this project.
FISCAL IMPACT: As part of the FY 2023/24-2027/28 Capital Improvement Plan, the City Council appropriated a total of $4,200,000 for this project in FY 2023/24 and FY 2024/25.
ENVIRONMENTAL REVIEW: The project is categorically exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA guidelines section 15301, as the proposed roof replacement is a repair, maintenance or modification of an existing facility that involves no or negligible expansion of use beyond that which presently exists.
ATTACHMENTS: None.
RECOMMENDATION: Approval of the following actions related to the City Hall Buildings A & B Roof Replacement Project (PWC9095):
1. Find the project is exempt from CEQA review pursuant to CEQA Guideline Section 15301 as a repair or modification of an existing facility involving negligible or no expansion of use.
2. Approve Plans and Specifications for the City Hall Buildings A & B Roof Replacement Project.
3. Accept the Bid and award the construction contract to the lowest responsive and responsible bidder Diablo Roofing, Inc. in the amount of $2,885,400 and allocate a 15% contingency in the amount of $432,810 for a total construction contract amount of $3,318,210 and authorize the City Manager or designee to execute the contract.