TO:
FROM:
Honorable Mayor and City Council
Department of Public Works
September 12, 2022
SUBJECT: CONTRACT AWARD TO MCDONNELL ROOFING INC. FOR ROOF
REPLACEMENT AT LINDA VISTA BRANCH LIBRARY FOR AN
AMOUNT NOT-TO-EXCEED $143,445
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) Guidelines in accordance with Title 14, Chapter 3, Article 19, 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 26, 2022 submitted by McDonnell Roofing _Inc. (McDonnell Roofing), in response to the specifications for a roof replacement at Linda Vista Branch Library, ii) reject all other bids, and iii) authorize the City Manager to enter into a contract for an amount not-to-exceed $143,445, which includes a $18,710 contingency.
BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division is charged with maintaining and making needed repairs to City buildings. The roof at Linda Vista Branch Library is a flat roof system that has undergone multiple repairs over the course of its lifetime and is in poor condition. The current roof system has reached the end of its life cycle and it is no longer advisable to maintain, and therefore requires a complete replacement.
On June 22, 2022, a Notice Inviting Bids for a roof replacement at Linda Vista Branch Library was posted on PlanetBids, and was. published in the local paper on June 30, 2022. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. Staff referenced a list of local vendors in the City's business license database as well as online web searches in an attempt to reach potential local vendors that can provide the scope of work detailed in the solicitation. Nine local roofing companies were identified and contacted by phone and 09/12/22 AGENDA fTEM NO. ___ a ___ _
Contract Award to McDonnell Roofing, Inc.
September 12, 2022
sent an email notifying them of the bid opportunity as well as providing information on how to register with the City of Pasadena for existing and future bid opportunities. Only one company responded as requested.
A total of 40 vendors downloaded the specifications of which none were local. A job walk was held on July 14, 2022, and was attended by eight prospective bidders, none of which were local.
BID RESULT:
Four non-local bids were received by the July 26, 2022, bid opening date, of which one was non-responsive. The bid results are as follows:
Bidder
1. McDonnell Roofing, Inc.
2. FC & Sons Roofing, Inc.
3. Best Contracting Services, Inc.
4. Energy Roofing
Riverside, CA
Bell Gardens, CA
Gardena, CA
Calabasas, CA
Amount($)
$124,735
$127,516
$143,788
Non-Responsive
Staff recommends that McDonnell Roofing be awarded the contract for this project as they are the lowest responsive and responsible bidder. The proposed contract with McDonnell Roofing fully complies with the Competitive Bidding and Living Wage Ordinances. In addition, the proposed contractfully complies with the Prevailing Wage Law. Energy Roofing bid was non-responsive as they failed to submit the required documents set out in the bidder's checklist. McDonnell Roofing has not done business with the city in the past. McDonnell Roofing has been in business over 30 years, and in the last 18 months has replaced roofs for Smart & Final, Caltrans, Barstow Unified School District, and replaced multiple roofs at Pacific Grove Unified School District.
WeatherWeld, which certifies companies using the materials and equipment set out in the bid specifications, confirmed that McDonnell Roofing is one of their top certified roofers.
The following table represents the contract summary:
Base Bid
15% Contingency
Total Contract "Not-to-Exceed" Amount
$124,735
$ 18,710
$143,445
Construction is expected to begin in October 2022 and be completed in November 2022. Start and end dates of project may vary depending on weather conditions. Linda Vista Branch Library will close for the duration of the project. Ubrary staff will be relocated to other branch libraries until the project has been completed.
Contract Award to McDonnell Roofing, Inc.
September ·12, 2022
COUNCIL POLICY CONSIDERATION:
This project addresses City Council's goals to maintain fiscal responsibility and stability; improve, maintain and enhance public facilities and infrastructure; and ensure public safety.
ENVIRONMENTAL ANALYSIS:
This proposed project is exempt from CEQA pursuant to State CEQA Guidelines in accordance with Title 14, Chapter 3, Article 19, 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.
FISCAL IMPACT:
The total cost of this contract is $124,735 and the total cost of this action is $143,445.
Funding for this project will be addressed by utilization of existing budgeted appropriations in the Building Maintenance FY2021 - 2025 (71903) CIP project. There is no anticipated impact to other operational programs or capital projects as a result of this action.
Prepared by:
Mark McCullough
Public Works Administrator BSFMD
Approved by:
~JL:,_) ~
Ml~MARQUEZ
City Manager
Respectfully submitted,
TOh~
Director of Public Works