8N
Date: November 19, 2024
To: Honorable Mayor and Members of the City Council
From: Shant Megerdichian, General Services Director
By: Milton Sanabria, Administrative Services Manager | [email protected] Subject: General Services – Adopt California Environmental Quality Act (CEQA) Categorical Exemption Pursuant to Section 15301 and Approve Contract Services Agreements for On-Call Roofing Services at Various City Facilities. Expenditure: $4,500,000 (General Fund: Not-to-Exceed $500,000 Annually Per Contract).
RECOMMENDATION
Recommendation of the General Services Director that City Council:
1) Adopt a California Environmental Quality Act (CEQA) Categorical Exemption pursuant to Section 15301 (Existing Facilities); and
2) Approve a contract services agreement with Rainy Day Roofing, Inc of Rancho Cucamonga, CA in the amount of $1,500,000 for on-call roofing services for a period beginning November 19, 2024 and ending June 30, 2027; and 3) Approve a contract services agreement with Bazan Roofing, Inc. of Azusa, CA in the amount of $1,500,000 for on-call roofing services for a period beginning November 19, 2024 and ending June 30, 2027; and
4) Approve a contract services agreement with Rite-Way Roofing Corp. of Fontana, CA in the amount of $1,500,000 for on-call roofing services for a period beginning November 19, 2024 and ending June 30, 2027.
FUNDING
Funding is available in Fiscal Year (FY) 2024-25 Amended Capital Improvement Plan or General Fund operating budget, depending on scale and scope of services requested, and it is expected to be available in the subsequent fiscal years.
DISCUSSION
In June 2024, the City issued a Request for Quotes (RFQ) seeking qualified contractors for On- Call Roofing Services to perform unplanned repairs and replacements and to provide services during emergencies and peak work overload. Qualified contractors were placed on a prequalified list under a master agreement with guarantee of work and for a not-to-exceed contract amount.
Beyond emergency roofing repairs, this contract also supports the City’s Capital Improvement Plan by offering extensive, technical, and expedited roofing inspections, repairs, servicing, replacements, and installations. The City can effectively manage repairs and roofing improvements on the Capital Improvement Plan by accessing a pre-approved list of roofing City Council
November 19, 2024
vendors.
In June 2024, the City of Torrance issued a Request for Quotes (RFQ) for On-Call Roofing Services. A total of three (3) quotes were received by the submission deadline on July 29, 2024.
The RFQ included a set of defined and weighted criteria to evaluate each quote. An evaluation team consisting of three (3) individuals independently assessed and rated each quote, assigning up to 100 points per quote. The individual scores were then averaged to determine the final rankings.
Below are the evaluation criteria established for the request for quotes and rankings for the on- call roofing services. Upon completion of the RFQ process, all roofers were deemed qualified to provide Roofing Services for the City of Torrance.
Vendors
EVALUATION
CRITERIA
Rainy Day Roofing,
Inc.
Bazan Roofing,
Inc.
Rite-Way Roofing
Corp. Total
References 30 30 30 30
Qualifications/Lice
nsing 30 20 10 30
Quality of Goods
and Equipment 25 25 25 25
Value of Quote 13 10 15 15
Total 98 85 80 100
The final ranking is as follows,
RANKIN
G
VENDOR NAME CITY STAT
E
EVALUATION
SCORE
LUMPSUM HOURLY
RATE QUOTE PRICE*
1 Rainy Day Roofing, Inc.
Rancho
Cucamong
a
CA 98/100 $290
2 Bazan Roofing, Inc. Azusa CA 85/100 $340
3 Rite-Way Roofing Corp. Fontana CA 80/100 $258
* Quote cost based on a lump sum for the hourly rates of 2 comparable positions.
The RFQ results, posted on PlanetBids, consisted of three vendors, Rainy Day Roofing, Inc., Bazan Roofing, Inc., and Rite-Way Roofing Corp. The RFQ was issued for a master agreement of $250,000; however, upon further evaluation the recommended master agreement amount is $500,000 for the city to address the increasing need for roofing services due to aging city building roofs. With council approval all three qualified vendors will be issued a master agreement for a not-to-exceed annual amount of $500,000.
City Council
November 19, 2024
The General Services Department successfully completed various projects with the selected roofers. The completed projects include Human Resources Office Building Roof Repairs, Historical Museum Roof Replacement, and East Annex Roof Repairs. Anticipated and in progress projects include Russ Nolte Roof Repairs, El Nido Park Roof Replacement, Nakano Theatre Roof Replacement, and West Annex Roof Replacement. In addition to the current fiscal year’s planned projects, the Capital Improvement Plan outlines a five-year projection that identifies essential roof repairs and replacements for facilities, including Delthorne Park, Paradise Park, and various structures within the Civic Center, Recreation, Parks, and Cultural Arts Center.
To capture the cost of current and upcoming capital projects under the city's more competitive pricing terms, it was decided that the contract amount for Roofing Services would be requested at $500,000. This adjustment aimed to ensure that the city could leverage competitive pricing while effectively managing the costs of both current and future projects. In addition, as part of the master agreement, the City reserves the right of additional price solicitation to verify price competitiveness throughout the contract term.
Lastly, securing a larger contract with Roofing Services vendors will provide readily available services for emergency repairs. This approach benefits the city by ensuring a more efficient allocation of resources, enhancing the city's ability to quickly address unexpected roofing issues, reducing downtime and potential damage to city facilities. The General Services Director recommends that the City Council approve the contract amount of $500,000 with all roofing vendors.
ENVIRONMENTAL FINDINGS
The proposed action qualifies for exemption from review under the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15301. This exemption applies to activities that involve the operation, repair, maintenance, permitting, leasing, licensing, or minor alterations of existing public or private structures, facilities, mechanical equipment, or topographical features, provided there is negligible or no expansion of use beyond what was in place at the time of the lead agency's determination. It includes interior or exterior modifications, such as installing interior partitions, plumbing, and electrical conveyances; maintenance of existing infrastructure like highways, streets, sidewalks, gutters, and trails; and the restoration or rehabilitation of deteriorated or damaged structures or equipment to meet current public health and safety standards, unless substantial damage from environmental hazards, like earthquakes or landslides, is identified.
ATTACHMENTS
1. Contract Services Agreement for Rainy Day Roofing, Inc.
2. Original RFQ for Roofing Services
3. Bid Results for Rainy Day Roofing, Inc.
4. Contract Services Agreement for Rite-Way Roof Corp
5. Bid Results for Rite-Way Roof Corp
6. Contract Services Agreement for Bazan Roofing, Inc.
7. Bid Results for Bazan Roofing, Inc.