TO:
FROM:
Honorable Mayor and City Council
Department of Public Works
August 15, 2022
SUBJECT: CONTRACT AWARD TO CHAPMAN COAST ROOF CO., INC. FOR
VICTORY PARK RECREATION CENTER ROOF REPLACEMENT FOR
AN AMOUNT NOT-TO-EXCEED $120,470'
RECOMMENDATION:
It is recommended that the City Council:
1. Find the contract proposed herein to be categorically exempt under the California Environmental Quality Act .(CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1 - Existing Facilities, and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances; and
2. i) Accept the bid dated July 14, 2022, submitted by Chapman Coast Roof Co., Inc. in response to the plans and specifications for the Victory Park Recreation Center Roof Replacement Project, ii) reject all other bids, and iii) authorize the City Manager to enter into a contract for an amount not-to-exceed $120,470, which includes the base contract amount of $96,376 and a contingency of $24,094 to provide for any necessary change orders.
BACKGROUND:
A building assessment of Victory Park Recreation Center (Victory Park) was performed as part of the Citywide Building Assessment to identify and prioritize building system deficiencies requiring maintenance or replacement. During this assessment, the Recreation Center roof at Victory Park was identified as being in poor condition and in need of replacement. The existing roof system requires continual maintenance repairs to reduce damage after rain events. The project scope of work includes removing debris from the existing roof, repairing sections of the roof's damaged substrate, and installation of new roofing system.
The Department of Public Works Engineering Division, in coordination with staff from Public Works Building Systems and Fleet Management Division (BSFMD), prepared plans and specifications for the subject contract. Bids were requested and received in MEETING OF 08/15/2022 AGENDA ITEM NO. ~-l-.....,,...-.. ______ Contract Award for Victory Park Recreation Center Roof Replacement August15,2022
accordance with Section 4.08.070 of the Pasadena Municipal Code. On June 9, 2022, a Notice Inviting Bids for Victory Park Recreation Center Roof Replacement project was published in the local paper as well as posted on PlanetBids. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 31 vendors downloaded the specifications, of which 13 were local. A total of six bids were received by the bid opening date, none of which were from local vendors.
Following advertising, bids were electronically received on July 14, 2022 and are as follows:
Bidder
1. Chapman Coast Roof Co., Inc., Fullerton
2. Best Contracting Services, Inc., Gardena
3. Rite-Way Roof Corporation, Fontana
4. 4 Seasons Roofing, Inc., Montebello
5. FC & Sons Roofing, Inc., Bell Gardens
6. McDonnell Roofing, Riverside
Engineer's Estimate
Amount($)
$ 96,376
$ 99,250
$114,612
$143,050
$149,492
$154,000
$100,000
The lowest responsible and responsive bid received is four percent lower than the Engineer's Estimate. The Engineer's Estimate was derived from escalated unit costs for materials, as experienced on other similar projects in the past year due to the pandemic.
It is recommended that Chapman Coast Roof Co., Inc. be awarded the contract for this project as they are the lowest responsive and responsible bidder. The proposed contract with Chapman Coast Roof Co., Inc. fully complies with the Competitive Bidding and Living Wage Ordinances. In addition, the proposed contract fully complies with the Prevailing Wage Law (Senate Bill 7) per Resolution 9406 adopted by the City Council on December 14, 2014.
The contractor has indicated that the award of this contract will result in no new hires to the present work force. This contract is consistent with the City's goal to promote local business participation and its local hiring program. In accordance with Local Preference provisions of the contract, the contractor is encouraged to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions generated from this contract.
The contract will be set up as follows:
Base Bid
Contingency Allowance
Contract Not-to-Exceed Amount
$ 96,376
$ 24,094
$ 120,470
A contingency of 25 percent is allocated to this contract given possible unforeseen conditions that may be encountered once roof substrate is revealed. It is anticipated Contract Award for Victory Park Recreation Center Roof Replacement August15,2022
that construction will begin in October 2022 and the work will be completed in November 2022. The proposed dates include the material lead time required for manufacturing and delivery of items.
COUNCIL POLICY CONSIDERATION:
This contract is consistent with the City Council's goal to improve, maintain, and enhance public facilities and infrastructure.
ENVIRONMENTAL ANALYSIS:
The contract award has been determined to be categorically exempt under CEQA Guidelines in accordance with Public Resources Code §21080(b)(9); Administrative Code, Title 14, Chapter 3, §15301, Class 1, minor alterations of existing public facilities involving negligible or no expansion of use beyond that previously existing at the time of the lead agency's determination. The proposed roof repairs and replacement constitute as minor alterations to support Victory Park Recreation Center operations. There are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances.
Contract Award for Victory Park Recreation Center Roof Replacement August15,2022
FISCAL IMPACT:
The total cost of this construction contract including contingency is $120,470 and the total cost of this action is expected not-to-exceed $138,770. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Roof Replacements - Hill Avenue Library and Victory Park Recreation Center (71916) Capital Improvement Program project. It is anticipated all costs will be expended in FY 2023.
The following table represents a project summary.
Base Bid
Contingency
Contract Adm in istration/1 nspection
$
$
$
Total Fiscal Impact $
Respectfully submitted,
T~
96,376
24,094
18,300
138,770
Director of Public Works
Prepared by:
ld1LL
Kris r<tlarkarian, P .E.
City Engineer
Approved by: