CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
6/26/2023
1 SUBJECT:
Community Center Roof Coating Project
RECOMMENDED ACTION:
Approve the Resolution entitled "A Resolution of the City Council of the City of Pacifica Approving (upon approval of the FY 2023-24 budget) the Construction Contract with Pacific Polymers Inc. in an amount not to exceed $464,196.60; Authorize a budget authority in the amount of $533,826.09, which includes contingencies in an amount not to exceed fifteen percent (15%) of the Construction Contract amount; Authorize staff to Execute Future Change Orders not to exceed the contingency amount; and Authorize the City Manager to execute all documents related to the Community Center Roof Coating Project.” STAFF CONTACT:
Raymund Donguines, P.E., Senior Civil Engineer
(650) 738-3768
[email protected]
Roland Yip, P.E., DPW Deputy Director
(650) 738-3771
[email protected]
Lisa Petersen, P.E., DPW Director
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The City Council approved the FY 2022-2027 Capital Improvement Program (CIP) in June of 2022. The CIP included the Community Center Roof to upgrade the deteriorated roof and allow for new solar panel installation on the roof from Peninsula Clean Energy (PCE). The Pacifica Community Center Roof Coating Project consists of performing thermal scan of the roof, power wash of the roof surface, removal of all loose debris, removal of all walk pads, repair of all blisters, install Liquitec base coat, install Liquitec top coat, broadcast dry roof granules into wet coating, and back roll.
The Project was advertised on April 12, 2023, and April 19, 2023 and a mandatory pre-proposal meeting was held on April 26, 2023. Eighteen (18) companies requested plans and specifications and seven (7) companies submitted bids. On May 4, 2023, the bid opening was held via Zoom by the City Clerk and the result is as follows:
Pacifica City Council 2
June 26, 2023
Company Base Bid
Pacific Polymers Inc, dba American Foam Experts $464,196.60 Stronger Building Services $522,780.00
Andy’s Roofing Company Inc. $567,178.50
Waterproofing Associates $579,485.64
Best Contracting Services $625,485.00
I & A Contractor Inc. $683,980.00
San Francisco Roofing Services, Inc. $685,345.00
The apparent low bidder is Pacific Polymers Inc., dba American Foam Experts with a base bid amount of $464,196.60. This is approximately 15% over the Engineer’s Estimate; Staff found the bid reasonable based on the current construction industry market and high inflation rates.
The City Manager recommends the award of contract (Attachment "A") to the apparent low bidder, Pacific Polymers Inc. In addition, a 15% contingency is recommended to allow enough funding to handle any unforeseen conditions and/or additional improvements that are identified during construction.
ALTERNATIVE ACTION:
Council may choose not to adopt the resolution and not approve the construction contract.
However, this will result in project delays and possible increase in construction cost. Staff does not recommend this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the construction contract is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. This construction project will improve the existing Community Center Roof and allow for installation of solar panels by PCE.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Total Project Source and Use of Funds
FY 22-23 General Fund $325,000.00
Disaster Accounting Fund (in FY 2023-24
budget approval recommendation)
$210,000.00
Total Source of Funds $535,000.00
Community Center Roof Coating
Project
$533,826.09
Total Use of Funds $533,826.09
Project End Balance $1,173.91
Pacifica City Council 3
June 26, 2023
The 2022-2023 Adopted Budget appropriated $325,000 from General Fund for the coating of the Community Center roof. The recently received bids went over the previously appropriated budget by $210,000. Adding this additional budget was discussed with the Council during the budget agenda item on June 12, 2023. During this discussion, additional funds in the amount of $210,000 were recommended to be transferred from the Disaster Accounting Fund and appropriated to the project budget for a total budget authority of $535,000, upon approval of the FY 2023-24 budget. Contingencies will be used to repair unforeseen conditions, such additional repair of any structural damage in the roof. Approval of this transfer will occur upon approval of the FY 2023-24 budget at the end of the June 26, 2023 Council meeting.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment 1-PACIFIC POLYMERS CONSTRUCTION SERVICES AGREEMENT SIGNED (PDF)
Pacifica City Council 4
June 26, 2023
RESOLUTION NO. __-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING (UPON APPROVAL OF THE FY 2023-24 BUDGET) THE CONSTRUCTION CONTRACT WITH PACIFIC POLYMERS INC. IN AN AMOUNT NOT TO EXCEED $464,196.60 AUTHORIZE A BUDGET AUTHORITY IN THE AMOUNT OF $535,000, WHICH INCLUDES CONTINGENCIES IN AN AMOUNT NOT TO EXCEED FIFTEEN PERCENT (15%) OF THE CONSTRUCTION CONTRACT AMOUNTS; AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS NOT TO EXCEED THE CONTINGENCY AMOUNT; AND AUTHORIZE
THE CITY MANAGER TO EXECUTE ALL DOCUMENTS RELATED TO THE COMMUNITY CENTER ROOF COATING PROJECT.
WHEREAS, consistent with the City of Pacifica’s Bidding Procedures for Public Projects (Municipal Code Title 3 Chapter 15) the City of Pacifica advertised the Request for Bids for Community Center Roof Coating Project on April 12, 2023 and April 19, 2023; and WHEREAS, the low bidder was Pacific Polymers Inc, dba American Foam Experts; and WHEREAS, the work is needed to repair the Community Center Roof and allow for installation of solar panels by Peninsula Clean Energy (PCE).
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Pacifica authorizes the City Manager to execute all documents related to the Community Center Roof Coating Project.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 26th day of June, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney