DATE: APRIL 4, 2023
DEPARTMENT: PUBLIC WORKS, FIRE, COMMUNITY DEVELOPMENT
FROM: JIM PIA, ASSISTANT CITY MANAGER
DAVID JACOBS, PE, PLS, DIRECTOR
BY: JONATHAN ESTEBAN, ASSISTANT ENGINEER
ADRIANA ROBLES, PE, CFM, CITY ENGINEER
TITLE: CITY HALL EMERGENCY ROOF REPAIR
RECOMMENDED MOTION:
A motion to approve a Resolution authorizing procurement by negotiated contract pursuant to City Code Section 12-27 for the Salinas City Hall Emergency Roof Repair and authorize the City Manager to execute a construction contract with an authorized WeatherWeld installer in the amount of $646,271.00.
BACKGROUND:
Recent storms have amplified the extensive deferred maintenance of the City Hall roof, requiring emergency repair to halt further damage. City staff have reported nearly a dozen leaks throughout City Hall impacting workplace conditions and causing damage to ceiling tiles, walls, flooring, and electronic equipment. With the extensive winter rain this season, the urgency to get the roof repaired has turned into a significant emergency. Staff members have been relocated based on damages within City Hall, and some areas now cannot be fully occupied without further environmental testing, including asbestos testing and mold elimination. It is important for the roof to be scheduled for repair immediately.
Immediately after the emergency roof repair, scheduling will be made to remediate the environmental hazards that continue to exist within the building, as well as work to include other building upgrades, including the heating, ventilating, and air-conditioning (HVAC) systems, as well as an effort to improve building safety.
In response, staff contacted the four (4) local contractors and one (1) specialty company to provide estimates to repair the entire 1st floor and 2nd floor roof at City Hall.
Scudder Roofing
Prestige Roofing
Primo Roofing
Knox Roofing
WeatherWeld
Of the listed companies, Scudder Roofing, Prestige Roofing, and WeatherWeld provided quotes. The quotes provided by Scudder Roofing and Prestige Roofing did not meet the scope requirements. WeatherWeld provides a specialty product for a seamless roof membrane to prevent leaks with minimal maintenance and a 40-year warranty which will reduce cost of future maintenance. Cracks or damage to the membrane will also be visible unlike the existing tar and gravel roof that conceals cracks making locating leaks nearly impossible.
City staff received proposals from three (3) WeatherWeld authorized installers including McDonnell Roofing Inc, 4 Seasons Roofing Inc, and FC & Sons Roofing Inc.
WEATHERWELD PROPOSALS
AUTHORIZED CONTRACTOR
PROPOSAL COST
McDonnell Roofing Inc.
$788,500.00
4 Seasons Roofing Inc.
$795,980.00
FC & Sons Roofing Inc.
$646,271.00
Based on the proposals received, staff recommends FC & Sons Roofing Inc. in the amount of $646,271.00.
Given the emergency nature of the current condition, particularly the effects on employees and visitors to City Hall and the potential for harm to their health caused by the leaks and attendant mold growth, the response from contractors and pursuant to Salinas Municipal Code Section 12-27 staff is requesting approval by negotiated contract without low-bid competitive pricing to WeatherWeld as this is more likely to serve the best interest of the City and yield the best value to the City for the required work.
CEQA CONSIDERATION:
The City of Salinas has determined that the proposed action is categorically exempt from environmental review under the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15301).
STRATEGIC PLAN INITIATIVE:
This project addresses the current City Council’s Goals of Operational Efficiency and Public Safety.
DEPARTMENTAL COORDINATION:
The Public Works Department is collaborating with Legal, Administration and Finance Departments during this emergency procurement process.
FISCAL AND SUSTAINABILITY IMPACT:
The total project funding for 3911.50.8170 – Adaptations to City Hall is $4,952,918.00.
ANTICIPATED COSTS
Description
Anticipated Expenditure
WeatherWeld Approx. Cost
$646,271.00
Contingency (15%)
$96,941.00
Direct Project Cost Subtotal
$743,212.00
Inspection (5%)
$32,314.00
Administrative Overhead
$50,000.00
City Staff Project Management and Admin. (5%)
$32,314.00
Soft Project Cost Subtotal
$114,628.00
Project Direct Costs
$753,212.00
Project Soft Costs
$114,628.00
TOTAL PROJECT COSTS
$857,840.00
Based on the tabulation above, sufficient funds will be available to proceed with the construction for this project. The money to be used for this emergency expenditure will come from the Council-designated American Rescue Plan Act federal funding (ARPA).
ATTACHMENTS:
Resolution
RESOLUTION NO.____________(N.C.S.)
A RESOLUTION AUTHORIZING CITY HALL EMERGENCY ROOF REPAIR WHEREAS, maintenance to the City Hall roof has been deferred for many years and damage to it has been amplified by recent storms; and WHEREAS, the multitude of leaks throughout Salinas City Hall impacts workplace conditions and causes additional damage to existing facilities and equipment; and WHEREAS, staff contacted four (4) local companies and one (1) specialty company to provide estimates to repair the entire 1st floor and 2nd floor roof at City; and WHEREAS, of the responsive companies, the WeatherWeld product was viewed to yield the best value for the City; and WHEREAS, negotiating a contract with an authorized WeatherWeld installer will best serve the emergency situation and be in the best interests of the City; and WHEREAS, City received three (3) proposals from authorized WeatherWeld installers including McDonnell Roofing Inc, 4 Seasons Roofing Inc, and FC & Sons Roofing Inc in the amounts of $788,500, $795,980, and $646,271, respectively; and WHEREAS, City staff recommends FC & Sons Roofing Inc to perform the work, the lowest of the three authorized WeatherWeld installers; and WHEREAS, City Code Section 12-27, allows procurement by negotiated contract with City Council approval.
NOW, THEREFORE, BE IT RESOLVED that the Salinas City Council authorizes procurement by negotiated contract pursuant to City Code Section 12-27 for the Salinas City Hall Emergency Roof Repair; and BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed on behalf of the City of Salinas to execute a contract with FC & Sons Roofing Inc., an authorized WeatherWeld installer, for said work.
PASSED AND APPROVED this 4th day of April 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
______________________________
Kimbley Craig, Mayor
ATTEST:
_______________________________
Patricia M. Barajas, City Clerk
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