City Council
Report
City Council Meeting: October 10, 2023
Agenda Item: 5.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Facilities Maintenance Subject: Approval of First Modification of Agreement with Best Contracting Services, Inc. for Citywide Roofing Services
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities), of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a first modification to agreement 10854 in the amount not to exceed $854,620 with Best Contracting Services, Inc., for citywide roofing contractor services. This would result in a seven-year amended agreement through September 26, 2026, with a new total amount not to exceed $1,229,620, with future funding contingent on Council budget approval.
Summary
The City of Santa Monica’s Public Works Department contracts out roofing repair and replacement services to maintain the structural integrity, safety, and appearance of City facility roofs. On June 11, 2019, Council authorized the City Manager to split the award of bid 4377 to Best Contracting Services, Inc., Letner Roofing, Inc., and Maverick Roofing, Inc. Staff recommended a split award to ensure the City had access to the best pricing, prompt response times, and applicable project expertise. However, Letner Roofing and Maverick Roofing have been unresponsive to the City’s roofing repair requests. Therefore, staff will terminate the agreements with Letner Roofing (agreement 10855) and Maverick Roofing (agreement 10856) and, upon approval of this item by Council, would negotiate a first modification of agreement 10854 with Best Contracting 2 of 4
Services, Inc. This first modification would result in a seven-year amended agreement through September 26, 2026, with a new total amount not to exceed $1,229,620.
Discussion
The Public Works Department contracts out approximately 30 roofing projects annually.
These projects include roof repairs and replacements, leak mitigations, and installations of coatings, gutters, roof drains, and skylights. It is necessary to contract out these projects as City staff do not possess the required equipment, specialized skills, training, and licensing.
On June 11, 2019 (Attachment A), Council authorized the City Manager to split the award for bid 4377 and execute agreements as follows: 1) agreement #10854 with Best Contracting Services (Attachment B) as the primary contractor for roofing projects that contain a waterproofing component for a total amount not to exceed $375,000 over a five-year period; 2) agreement #10855 with Letner Roofing (Attachment C) as the primary contractor for large-scale roofing repairs and replacements for a total amount not to exceed $580,650 over a five-year period; and 3) agreement #10856 with Maverick Roofing (Attachment D) as the primary contractor for minor and urgent repairs for a total amount not to exceed $275,000 over a five-year period. The total authority for all agreements would not exceed $1,230,650.
Since the agreements were executed, Letner Roofing and Maverick Roofing have been unresponsive to staff’s roofing repair requests while Best Contracting Services, Inc. has been highly responsive. Agreement #10855 was executed on October 30, 2019 with Letner Roofing and they have responded to one out of 20 project requests. On November 11, 2022, staff received e-mail correspondence from Letner Roofing requesting that the agreement be terminated. Agreement #10856 was executed on August 29, 2019 with Maverick Roofing and they have not responded to any of the 17 project requests sent to them. Staff has attempted to contact Maverick Roofing but have been unsuccessful. Agreement #10854 was executed on September 26, 2019, with Best Contracting Services and they have satisfactorily provided roofing contractor services for over 100 projects.
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Due to the unresponsiveness of the above-mentioned contractors, staff has expended the total amount not to exceed with Best Contracting Services. Staff recommends increasing contract 10854 by $854,620 and extending the contract by an additional two years. This will ensure that staff has continued access to a dependable roofing contractor to protect the City’s infrastructure. This recommendation would result in a first modification of agreement 10854 in the amount of $854,620 with Best Contracting Services, Inc. for a new total amount not to exceed $1,229,620 over a seven-year period.
Environmental Review
The awards for roofing contractor services are categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301. Section 15301 of the CEQA State Guidelines provides Class 1 (exiting facilities) exemption for projects that consists of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. The awards for the roofing contractor services would not result in any modifications to existing facilities. The existing facilities would be maintained and repaired with roofing contractor services and the award of services would not expand or materially change existing facilities or operations. Furthermore, none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2, apply to this exemption. Therefore, the project is categorically exempt as set forth in Section 15301 of the CEQA State Guidelines.
Past Council Actions
Meeting Date Description
06/11/19 (Attachment A) Award Agreement for Citywide Roofing Contractor Services
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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from various funds to increase the amount of agreement 10854 with Best Contracting Services, Inc. for citywide roofing contractor services. Future year funding is contingent on Council budget approval.
Agreement Modification Request
Agreement # Current Authorized
Amount
Request
Amount Dept Account # Total Revised Contract Amount
10854 $375,000 $854,620 Various Accounts $1,229,620
Prepared By: Kyla Johnson, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Staff Report_June 11, 2019
B. Best Contracting Services_Agreement 10854
C. Letner Roofing_Agreement 10855
D. Maverick Roofing_Agreement 10856
E. Best Contracting OAKS