Agenda Item No: 1.g
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: April 1, 2025
Submitted by: Madelinne Villapando
From: Community Services
Subject:
Public Works Agreement with Chapman Coast Roof Co., Inc. for Award of RFP for Roof Replacement for Tynes Gym
Financial Impact:
Fiscal Impact:
Expense: $150,000 Park Impact Fees
Contingency 10%: 15,000 Park Impact Fees
Total Project Budget: $165,000 Park Impact Fees
Summary:
Tynes Gym is located at Tuffree Hills Park and is utilized by sports user groups year-round in addition to the City's Placentia Youth Basketball and Open Gym programs. In recent years, Tynes Gym has had numerous roof leaks in various parts of the building. These roof leaks have damaged the roof, ceiling tiles, and stained walls within the building and on the outside of the facility. As a high-use facility that brings in annual revenue to the City of Placentia, the full replacement of the roof is vital for ongoing programming.
In order to extend the life of the roof to better fit programming and financially benefit the City, a full roof replacement is recommended. The roof replacement would come with a 30-year warranty and can be completed with the funds provided by the Park Impact Fund.
Recommendation:
Recommendation:
It is recommended that City Council take the following actions:
1. Approve the Public Works Agreement with Chapman Coast Roof Co., Inc. for the Award of the RFP for Roof Replacement for Tynes Gym for a not-to-exceed amount of $165,000; and
2. Authorize the Interim City Administrator to approve a 10% contingency for contract change orders not-to-exceed the amount of $15,000; and
3. Approve Resolution No. R-2025-11, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2024-25 in compliance with the City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
4. Authorize the Interim City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
1 Strategic Plan Statement:
This item is consistent with the Strategic Plan Goal 4 to replace roof of Tynes Gym that would increase community engagement. This project meets this goal by providing a new roof that no longer leaks which will increase the sports user groups and/or community members that rent the facility.
Discussion:
The City of Placentia released a Request for Proposals (RFP) for Roof Replacement for Tynes Gym. The RFP was released on Thursday, December 19, 2024, the City received thirteen (13) bid responses. The bidders were asked to provide the cost for both the restoration and replacement of the gym roof to allow the City to decide how to proceed.
Due to the age and structure of the building, the roof restoration was determined to be more expensive than to do a full roof replacement on the facility. The City has decided to move forward with the lowest responsible bidder Chapman Coast Roof Co., Inc. to complete the project.
Bidders:Cost for Roof Replacement: Cost for Roof Restoration:
C.I. Services, Inc.Withdrew Bid Withdrew Bid
Chapman Coast Roof, Co.,
Inc.$150,000 $239,885
Best Contracting Services, Inc.$188,325 $228,485
Bishop $188,948 $237,345
Rite-way Roof Corporation $188,856 $238,787
ACCI Roofing Services $211,690 $221,690
AME Builders Inc.$206,500 $228,600
Commercial Roofing Systems,
Inc.$233,304 $247,312
Southland Roofing Inc.$244,132 $249,154
Boyces Roofing $219,670 $274,264
Courtney Inc - Roofing $230,000 $264,000
Chambers Inc. dba Roof
Construction $230,775 $280,250
Danny Letner, Inc.$271,500 $327,900
We have confirmed with the City's ADA Consultant and our roofing expert that there will be no structural changes to the building. Since there will be no structural changes to the facility, no ADA improvements need to be completed to the facility or surrounding facility entries.
Fiscal Impact Summary:
The proposed Grant agreement and Resolution No. R-2025-11 for the Tynes Gym Roof Replacement will require a budget amendment to be made to reflect the project expenditure in Fiscal Year 2024-2025 Park Impact Fees fund. The following table summarizes the costs associated with the award of this contract:
2 Construction Contract Amount: $150,000
Construction 10% Contingency Amount: $15,000
Total Project Cost: $165,000
Attachments
Public Works Agreement with Chapman Coast Roof - Signed.pdf Scope of Work.pdf
Budget Amendment Resolution- Tynes Roof Replacement FY 24-25.pdf 3 4
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75 Resolution R-2025-11
RESOLUTION NO. R-2025- 11
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PLACENTIA, CALIFORNIA AUTHORIZING A BUDGET
AMENDMENT IN FISCAL YEAR 2024-25 IN COMPLIANCE
WITH CITY CHARTER OF THE CITY OF PLACENTIA §§ 1206
AND 1209 PERTAINING TO APPROPRIATIONS FOR
ACTUAL EXPENDITURES.
A. Recitals.
(i). The adopted budget for the 2024-25 Fiscal Year sets out estimated appropriations for City expenses throughout the year.
(ii). From time to time the adopted budget must be adjusted when precise expenditures are finally determined or when estimated expenditures exceed projected costs allocated.
(iii). City Charter of the City of Placentia § 1206 authorizes the City Council to amend or supplement the budget by motion adopted by the affirmative votes of at least three members so as to authorize the transfer of unused balances appropriated for one purpose to another purpose, or to appropriate available revenues not included in the budget. All other legal prerequisites to the adoption of this Resolution have occurred.
B. Resolution.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLACENTIA DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
1. In all respects as set forth in the Recitals, Part A., of this Resolution.
2. The adopted budget for Fiscal Year 2024-25, Resolution No. R-2025-11, is hereby amended to reflect the following expenditure of funds from the Account specified to the Account specified:
Fund Description Department GL Account Amount Type
Park Impact Fees Tynes Gym Roof
Replacement
Community Services 635510-6850 $165,000 Expense
3. The Mayor shall sign this resolution, and the City Clerk shall attest and certify to the passage and adoption thereof.
76 Resolution R-2025-11
PASSED, ADOPTED AND APPROVED THIS 1ST DAY OF APRIL 2025.
_____________________________
Kevin Kirwin, Mayor
ATTEST:
____________________________
Robert McKinnell, City Clerk
STATE OF CALIFORNIA
COUNTY OF ORANGE
I, Robert McKinnell, City Clerk of the City of Placentia, do hereby certify that the foregoing resolution was adopted at a regular meeting of the City Council of the City of Placentia held on the 1ST day of April 2025 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Robert McKinnell, City Clerk
APPROVED AS TO FORM:
______________________________
Christian Bettenhausen, City Attorney
77