DATE: OCTOBER 10, 2023
DEPARTMENT: PUBLIC WORKS DEPARTMENT
FROM: DAVID JACOBS, P.E., L.S., PUBLIC WORKS DIRECTOR
BY: JONATHAN ESTEBAN, ASSISTANT ENGINEER
TITLE: CITY HALL EMERGENCY ROOF REPAIR, PROJECT NO. 8170 RECOMMENDED MOTION:
A motion to approve a Resolution to:
Authorize the City Manager to execute Contract Change Order No. 4 to F C & Sons Roofing, Inc. for the City Hall Emergency Roof Repair Project, CIP No. 8170, in the amount of $748,122.00 and authorize the City Manager to execute all necessary documents related to Contract Change Order No. 4; and Authorize 20% of the new contract amount for construction contingencies ($370,332.80) for the City Hall Emergency Roof Repair Project, CIP No. 8170.
EXECUTIVE SUMMARY:
On April 4, 2023, City Council approved Resolution 22627 awarding an emergency construction contract to F C & Sons Roofing, Inc. for the City Hall Emergency Roof Repair Project, CIP No. 8170 in the amount of $646,271.
On June 13, 2023, City Council approved Resolution 22698 authorizing approval of Contract Change Order No. 1 for the abatement of asbestos within City Hall in the amount of $412,031.
During roof tear off, the existing metal roof deck was exposed and determined to be compromised due to rust in significant portions of the roof. City staff consulted with a structural engineer and determined that the metal deck would require replacement prior to installing the new roof. Contract Change Order No. 2 was authorized in the amount of $22,120.00 for installation of a layer of 6-mil plastic (poly) on the metal roof to cover holes over the abatement space. Contract Change Order No. 3 was authorized in the amount of $23,120.00 to lower roof drains and install 10-mil poly to prevent rain from entering the building from the roof.
Contract Change Order No. 4 for replacement of metal roof deck and all ancillary work including additional abatement work and removal of lighting and ducting supported by the deck in the amount of $748,122.00 is above the authorized 20% construction contingency ($211,660.20) and requires council approval, per Policy 75-1.
BACKGROUND:
On April 4, 2023, City Council approved Resolution 22627 awarding an emergency construction contract to F C & Sons Roofing, Inc. for the City Hall Emergency Roof Repair Project, CIP No. 8170 in the amount of $646,271.00. The contract was awarded to resolve the immediate issue of roof leaks causing disturbance to staff and damage to equipment within City Hall. It was intended abate, remediate, repair, and make the needed building improvements after roof leaks were repaired. However, following execution of the contract and during pre-construction of the project, the Contractor discovered that the existing asbestos-containing fireproofing below the roof deck was friable and would be disturbed during the emergency roof repair activities, creating a potential hazard to staff below the first-floor roof. It was recommended that the asbestos-containing fireproofing spray within the first-floor roof be abated prior to emergency roof repair work.
On June 13, 2023, City Council approved Resolution 22698 authorizing approval of Contract Change Order No. 1 in the amount of $412,031.00 to perform asbestos abatement necessary within first floor of City Hall to safely perform roof repairs. Following removal of the lightweight concrete, the existing metal roof deck was exposed and determined to be compromised due to rust in significant portions of the roof. City staff consulted with a structural engineer and determined that the metal deck required replacement prior to installation of the new roof system.
Contract Change Order No. 2 was authorized by the City Engineer in the amount of $22,120.00 to install one layer of plastic (poly) sheeting on the metal roof to cover holes over the abatement space as required by Air District.
Contract Change Order No. 3 was authorized by the City Engineer in the amount of $23,120.00 to lower roof drains and install a layer of 10-mil poly to prevent any rain from entering the structure prior to the installation of the new roof.
Contract Change Order No. 4 (CCO 4) directs the contractor to perform additional abatement above the Fire TI space and to replace the metal decking in-kind in the amount of $748,122.00. The scope includes removal and disposal of existing metal deck, removal and disposal of anything supported by the metal deck including interior lighting and ductwork, installation of scaffolding and containment on roof for removal of metal deck where asbestos fireproofing cannot be removed from below, removal and disposal of existing parapet wall and roof section around the perimeter of roof, and installation of new metal decking.
Pursuant to Department Policy 75-1, City Council approval and authorization is required for Contract Change Orders exceeding $100,000, or when the cumulative total of Contract Change Orders exceeds 10% of the original contract amount. On June 13, 2023, Resolution No. 22698 authorized 20% of new contract amount for construction contingencies for an amount of $211,660.00. However, this amount of authorized contingency is insufficient to cover CCO 4 in the amount of $748,122.00.
Staff is seeking Council approval of Contract Change Order No. 4 to replace the compromised metal deck including ancillary abatement work and approval of an additional 20% construction contingencies of the new contract amount, $370,332.80. If approved, the new contract amount will be $1,851,664.00 with CCO 4 and the new total not to exceed amount for construction will be $2,221,996.80. See table 1 below for a breakdown.
Table 1: Construction Cost Request Breakdown
Description
Contract Amount
Total Contract Allocation*
Original Contract
$646,271.00
$743,211.65
Change Order No. 1
$412,031.00
$1,269,962.40
Change Order No. 2
$ 22,120.00
Change Order No. 3
$ 23,120.00
Change Order No. 4
$748,122.00
$2,221,996.80
TOTAL
$1,851,664.00
*Total Contract Allocation includes contract allocations along with construction contingencies.
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.
FISCAL AND SUSTAINABILITY IMPACT:
There are sufficient funds within the project CIP 8170 to approve Contract Change Order No. 4, $748,122.00, and authorize an additional 20% of the new contract amount, $370,332.80, for construction contingencies.
ATTACHMENTS:
Resolution
Page | 3
Page | 1
CITY OF SALINASCOUNCIL STAFF REPORTCITY OF SALINASCOUNCIL STAFF REPORT
CITY OF SALINAS
COUNCIL STAFF REPORT
CITY OF SALINAS
COUNCIL STAFF REPORT