TO:
VIA:
FROM:
DATE:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE FEBRUARY 20, 2024
SUBJECT: ACCEPTANCE OF CONSTRUCTION WORK AND NOTICE OF COMPLETION
FOR THE FIRE STATION ROOF REPLACEMENT PROJECT, CITY PROJECT NO. 24501
FISCAL
IMPACT: EXPENSE: $ 234,555 ORIGINAL CONSTRUCTION CONTRACT $ 15,081 CONTRACT CHANGE ORDER NO. 1
$ 249,636 TOTAL CONSTRUCTION COST
BUDGETED: $ 250,000 FY 2023-24 CIP BUDGET (799800-6850-24501) SUMMARY:
On July 11, 2023, the City Council approved a contract for replacement of the roofs at both City fire stations. Staff solicited bids for this project and received three (3) bids from qualified contractors. Letner Roofing Company was determined to be the lowest, responsive, and responsible bidder. City Council awarded a contract to Letner Roofing Company for the work in an amount not -to -exceed $234,555.
The work has been completed to the satisfaction of the City. The recommended actions conclude the Project and authorize filing a Notice of Completion with the Orange County Clerk -Recorder's Office in the amount of $249,636.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Accept the work performed by Letner Roofing Company, for the removal of the membrane roofing system and installation of a new Ketone Ethylene Ester roofing system and ancillary work, for a total amount of $249,636; and
2. Authorize the City Administrator to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and
3. Authorize the City Administrator to release retention funds in accordance with the terms of the contract.
1.e.
Feb 20, 2024
City Council Agenda
February 20, 2024
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Planning objective or goal associated with this agenda item.
DISCUSSION:
On July 11, 2023, the City Council approved a contract for replacement of the existing roofs at both City fire stations. The improvements included replacement of the roofs at Fire Stations #1 and #2. The existing membrane roofs were in poor condition and reached the end of their useful service lives. The project included removal and reinstallation of counter flashing and coping metal, installation of a new 1/4 inch deck dens and a Tremco Thermoplastic, Tri -Polymer Alloy single -ply system, and seal seams at the duct drops into the roof system.
During the project, unforeseen conditions were encountered that resulted in additional work to include the removal and replacement of rotted wood fascia, applying stucco, additional plywood to match elevation on a wall adjacent to the roof at Fire Station 2 to form a complete seal and the installation of plywood and membrane on an existing tile parapet wall. As a result, a change order was issued for this project that totaled $15,081, which was Tess than 10% of the total contract amount and was approved by the City Administrator under his administrative approval limit.
The total construction cost of this work amounts to $249,636. This amount includes the contract by Letner Roofing Company in the amount of $234,555 and a change order in the amount of $15,081.
This recommended action concludes the Project and authorizes filing a Notice of Completion with the Orange County Clerk -Recorder's Office in the amount of $249,636 and starts the 30 -day window to file claims against the contractor's retention payment.
FISCAL IMPACT:
The final construction cost amounts to $249,636. This cost consists of the contract amount with Letner Roofing Company, in an amount not -to -exceed $234,555 and an additional $15,081 in approved contract change orders. Sufficient funds were budgeted and available within the Fiscal Year (FY) 2023-24 Capital Improvement Program Budget to cover the expenses. As such, sufficient funds exist for the recommended actions.
Prepared by:
SagAicuitt6 f7h6(L6L
Samantha Byfield
Public Works Manager
Reviewed and approved:
JennifJr La"mpman
Director of Finance
City Council Agenda
February 20, 2024
Reviewed and app . ed Reviewed and approved:
i
Luis Estevez V Damien R. Ar . :---,
City Administrator
Deputy City Administrator
Attachment:
Notice of Completion — Letner Roofing Company, Inc.