City Council Agenda Report
Meeting Date: April 2, 2024
From: Daniel S. Wall, P.E., Director of Public Works
Department: Public Works
Submitted by: Carlos Velazquez, Engineering Aide
Subject
Contract with Southland Roofing Inc. for City Hall Roof Replacement - Contract No. 20240038 Recommendation
A. Find that the proposed action is categorically exempt from California Environmental Quality Act (CEQA) review, in accordance with CEQA Guidelines § 15301, because the project consists of the repair and maintenance of the existing City Hall Roof and involves negligible or no expansion of an existing use;
B. Accept the bid proposal from Southland Roofing Inc. as the lowest responsive and responsible bidder and reject all other bids;
C. Approve and authorize the City Administrator to execute a contract with Southland Roofing Inc, in substantially the same form as submitted, for the City Hall Roof Replacement Project in an amount not-to-exceed $411,500; and
D. Authorize a contingency amount of ten percent (10%) or $41,150 in the event of an unexpected changed condition in the project and grant authority to the City Administrator to issue change orders for an amount up to the contingency amount, if necessary.
Background
The existing roofing system on the east wing of City Hall is in extremely poor condition leading to significant leaks in various areas of the east wing during rainstorms. Originally installed in 2004, the roofing system is due for replacement in order to prevent further leaks and water damage to the building. Accordingly, Public Works staff determined the specifications for replacing the roof on the east wing of City Hall. The project consists of furnishing all labor, materials, equipment, and services as necessary to remove the existing roof system down to the insulation layer and install a new roof. The installation of TREMCO (Spec # 075216.12) SBS Modified Bituminous roof system will guarantee a twenty (20) year manufacturer’s warranty that will cover approximately 17,800 square feet or the entire east wing of City Hall.
Accordingly, on August 7, 2023, staff advertised the Notice Inviting Bids (NIB) for Contract No. 20240038 City Hall Roof Replacement Project in accordance with Vernon Municipal Code Section 3.32.070 (A) for competitive bidding. The NIB was posted on the City’s Planet Bids website. Staff utilized the template Notice Inviting Bid form documents and contract template approved by City Council. The bids for Contract No. 20240038 City Hall Roof Replacement were received and opened on August 29, 2023. The calculated results were as follows:
1. Southland Roofing Inc. $411,500
2. BEST Contracting Services Inc. $591,476
3. FC And Sons Roofing Inc. $608,096
4. Rite-way Roof Corporation $609,209
5. AME Builders Inc. $750,700
6. Commercial Roofing System Inc. $774,695
7. Letner Roofing Co. $935,000
Staff reviewed the bids and deemed that the bid received by Southland Roofing Inc. was the lowest responsive and responsible bid. Based on a thorough bid evaluation, staff recommends the award of the proposed Construction Contract to Southland Roofing Inc.
The proposed contract has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
The fiscal impact is not-to-exceed $452,650, including a contingency amount of ten percent.
Sufficient funds are available in the General Fund, Public Works Department, Facilities Maintenance Division, Capital Outlay Account No. 011-040-415-660000 for the current fiscal year.
Attachments
1. Contract with Southland Roofing Inc.