CITY COUNCIL STAFF REPORT
Meeting Date:June 2, 2025
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
TITLE: DECLARING AN EMERGENCY, AUTHORIZING THE TRANSFER
OF AVAILABLE PEDESTRIAN AND BICYCLE PROGRAM FUNDS
TO THE POLICE DEPARTMENT ROOF REPLACEMENT
PROJECT, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE A CONSTRUCTION CONTRACT WITH STATE
ROOFING, INC.
SYNOPSIS
The City of Pleasant Hill Police Department Roof Replacement Project will remove and replace the existing roof at the Police Department facility. The purpose of this item is to consider declaring this project an emergency project; authorize the transfer of available FY 2024/2025 Pedestrian and Bicycle Program funds to the Police Department Roof Replacement Project; and to seek authorization to award the construction contract to State Roofing, Inc.
DISCUSSION
Background
In 2018, the City hired an outside consultant to perform a roof survey at the Police Department building. The study determined that the Police Department facility’s roof, constructed in 1981, had 0-2 years of service life left, and would need to be replaced. The City of Pleasant Hill Police Department Roof Replacement Project was subsequently identified as a funded project in the approved Capital Improvement Plan FY 2024/2029 (CIP) and $300,000 of Measure K funds were approved for the construction of this project. In an effort to save City resources, the project was originally identified as a re-roof, or the addition of a second layer of roofing to the building; a complete removal and replacement, which is more expensive, was not expected at the time the project was funded and approved.
In April 2025, a termite infestation was discovered in the ceiling of the Investigations area on the second floor of the Police Department. Wallace Termite was hired in early May 2025 to inspect the building for termites and abate them at the point of the infestation. The Police Department building is a designated Emergency Services Building, and as such, cannot be vacated to “tent” the structure for termite fumigation; therefore, Wallace Termite only completed a spot fumigation in areas where the termites were readily visible. During the initial fumigation work, the contractor discovered termites had also infested the roof sheeting for the building. The City’s Chief Building Official advised that the termites should be fumigated immediately, as once they infiltrate a structure, the infestation will continue to spread, continuing to damage the structural integrity of the roof, and if left unabated, potentially the entire Police Department building.
Environmental Review
Pursuant to section 15301 of the Guidelines for Implementation of the California Environmental Quality Act (CEQA) of 1970, as amended, the Zoning Administrator has determined that this project is determined to be a Class 1 (Existing Facilities) categorical exemption because the project includes the repair of an existing facility.
Analysis
Staff is requesting that the City Council declare this project an Emergency Project pursuant to Public Contract Code, Section 22035 and 22030 based on the Chief Building Official’s informed conclusion of the damage to the Police Department’s roof and potential damage to the structure in its entirety if the termites are not eradicated.
Staff has requested pricing from three local contractors known to do this type of work: State Roofing, Inc., Pioneer Roofing, and San Fransico Roofing Services. In response, only State Roofing, Inc. submitted a complete project proposal and indicated they could start the work immediately. Pioneer Roofing and San Francisco Roofing Services would not submit a cost proposal, as neither could commit resources to the project until September 2025 at the earliest.
State Roofing, Inc. has completed previous small roofing projects for the City, and staff believes they have the necessary qualifications to complete the work. A detailed analysis of their bid (attached) revealed that the bid price is reasonable for this type of project.
The cost of construction is $507,780. This includes removing the roof in its entirety, replacing the infested roof sheeting, and replacing the roof. It is reasonable to include a 10% contingency ($50,778) to address any issues that may arise during construction, bringing the total cost of construction for the project to $558,558. The Police Department Roof Replacement Project is identified in the FY 2024/2025 CIP and City Council had previously appropriated $300,000. Staff is requesting the transfer of an additional $258,558 of available FY 2024/2025 Pedestrian and Bicycle funds to the Police Department Roof Replacement Project to pay for the project. Upon project completion, any remaining balance will be transferred back to the Measure K fund.
The Building Division will inspect this work for conformance with the Building Code.
The project, if declared an emergency, would commence immediately upon the approval of the project and the construction funds.
Declaring this project an emergency project requires a 4/5 vote of the Council and requires staff to report on the status of the emergency at every council meeting until the project is complete.
FISCAL IMPACT
The total authorized amount is $558,558, and the project is being funded from the Police Department Roof Replacement Project, as identified in the CIP, and available FY 2024/2025 Pedestrian and Bicycle Program funds. The Finance Division has confirmed that sufficient funds are available for the construction of this project.
PUBLIC CONTACT
Public Contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt Resolution
ALTERNATIVES TO RECOMMENDED ACTION
None Recommended
ATTACHMENT(S)
Proposed Resolution
Exhibit A - State Roofing, Inc. Bid Analysis
Prepared by: Ann James, Public Works Director
Approved by: Ethan Bindernagel, City Manager