CITY COUNCIL STAFF REPORT
Meeting Date: August 18, 2025
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
TITLE: ADOPT RESOLUTION -25 TERMINATING THE EMERGENCY AND
ACCEPTING WORK FOR THE CITY OF PLEASANT HILL POLICE
DEPARTMENT ROOF REPLACEMENT PROJECT AND AUTHORIZING
THE PUBLIC WORKS DIRECTOR TO ISSUE A NOTICE OF
COMPLETION
SYNOPSIS
The City of Pleasant Hill Police Department Roof Replacement Project removed and replaced the existing roof at the Police Department facility. This project was declared an emergency after staff discovered that termites had infested the roof sheeting for the building. The project is now complete.
The purpose of this item is to terminate the emergency condition, accept the City of Pleasant Hill Police Department Roof Replacement Project as complete, and authorize the issuance of a Notice of Completion.
DISCUSSION
Background
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 the termites 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. Inspection during the initial fumigation work revealed that termites had also infested the roof sheeting for the building. Staff consulted the Chief Building Official, who advised that the termites should be fumigated immediately because once they infiltrate a structure, the infestation will continue to spread and damage the structural integrity of the roof. If left unabated, infestation could potentially affect the entire Police Department building.
Staff requested pricing from three local contractors known to perform 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
On June 2, 2025, the City Council approved Resolution No. 19-25 declaring an emergency and authorizing the City Manager to execute a construction contract with State Roofing, Inc. to remove and replace the existing roof at the Pleasant Hill Police Department facility.
Once the demolition of the existing roof was completed, Wallace Termite, Inc. reinspected the roof structure and determined that there was no additional termite activity noted in the roof structure, at which point State Roofing then completed the work.
Analysis
Construction began on June 23, 2025, and was substantially complete on July 30, 2025. City Council approved $558,558 for the construction budget, including a 10 percent contingency. The project's final contract cost is $507,780, and the City will retain 5 percent ($25,379) from State Roofing to ensure that all subcontractors and suppliers are paid. The procedure for releasing the retainer requires the City Council to formally accept the work and then authorize the Public Works Director to issue and record the Notice of Completion. If there are no claims filed within 30 days of posting the notice, the City will make final payment of the retained amount to State Roofing, Inc..
The remaining project funds in the amount of $50,780 will be returned to the Bicycle and Pedestrian Program.
FISCAL IMPACT
The total project construction cost is $507,780. The project was funded by the Police Department Roof Replacement Project ($300,000), as identified in the FY24/29 CIP, and $207,780 in available FY24/25 Pedestrian and Bicycle Program funds.
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
Prepared by: Ann James, Public Works Director
Reviewed by: Erick Cheung, Chief Financial Officer
Approved by: Ethan Bindernagel, City Manager