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Home My WebLink About10/4/2017 - STAFF REPORTS - 1.C.DATE: October 4, 2017 Citv Council Staff Report CONSENT CALENDAR SUBJECT: APPROVE CONTRACT CHANGE ORDER NO. 1 TO AL MILLER & SONS ROOFING COMPANY, INC., A CALIFORNIA CORPORATION, IN THE AMOUNT OF $175,900 FOR THE PALM SPRINGS ROOF REPAIR AND REPLACEMENT PROJECT, CITY PROJECT NO. 16-05 FROM: David H. Ready, City Manager BY: Engineering Services Department SUMMARY During the recent rain storm of September 9, 2017, the roofing system failed and flooding occurred in areas of the Police Department. As part of a separate action, the City Council will be considering award of a contract to remodel the Police Department, and staff recommends that the City Council add by Contract Change Order roof repairs to the Police Department to the Palm Springs Roof Repair and Replacement Project, City Project No. 16-05. Approval of Contract Change Order No. 1 will allow the City to proceed with roof repairs/replacement of the Police Department, at an agreed fixed cost of $175,900. RECOMMENDATION: 1. Approve Contract Change Order No. 1 in the amount of $175,900 to the construction contract (Agreement No. A7024) with Al Miller & Sons Roofing Company, Inc., to add the Police Department scope of work as part of the Palm Springs Roof Repair and Replacement Project, City Project No. 16-05; 2. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: As part of the Fiscal Year 2016/17 budget, the City Council appropriated $275,000 as budget through Measure J Capital Project Fund for the Palm Springs Roof Repair and Replacement Project, City Project No. 16-05 (the "Project"). On September 28, 2016, in accordance with their on -call agreement, the City Manager authorized Harris & Associates (Harris) to proceed with preparation of design plans and ITEM NO. �- • C City Council Staff Report October 4, 2017 -- Page 2 Approve CCO#1 — CP 16-05 specifications for the Project. A total of $22,350 has been budgeted to Harris for the design phase. The Project includes the repair and replacement of existing roof systems located at five critical city facilities, selected for those with the worst condition roof systems. The scope of work includes removing and reinstalling utilities and equipment, surface preparation, roof installation (fibertitie membrane), roof accessories, substrate, wood beam cap, repairs, and inspections and all appurtenant work. Below are images from the construction drawings prepared through the design phase shown in Figures 1 through 5. . M ' 7• OPEN M i City Hall Figure 1 go 02 City Council Staff Report October 4, 2017 -- Page 3 Approve CCO#1 — CP 16-05 1 i Swim Center Figure 2 . . —zr-- OPEN/ 020 � 808 TYP. Z.. Y a �{i •�.1'i3 .rt. ti S TYP. Leisure Center Figure 3 803 003 TYP. TYP. 1 03 City Council Staff Report October 4, 2017 -- Page 4 Approve CCO#1 — CP 16-05 020 �. . it 1 020 — B ,020 Pavilion Figure 4 Demuth Community Center Location 5 04 City Council Staff Report October 4, 2017 -- Page 5 Approve CCO#1 — CP 16-05 The contract documents (plans and specifications) prepared by Harris have been reviewed and approved by the City's Building Department. The project has also been reviewed by the City's Planning Department under its Minor Architectural Review procedures. The Planning Department has determined the architectural changes to the roof repair and replacement are appropriate and has issued approvals through Case No's. 3.3613, 3.3377, and 5.0793. On June 7, 2017, the City Council approved the contract documents and authorized the release for bidding. As the Project involves five various city facilities, staff separated the working into five separate Bid Schedules; the scope of each Bid Schedule is provided here: Bid Schedule A (Location — City Hall): The scope of work shall include, but is not limited to; demolition of existing roof accessories; installation of new roof membrane (FiberTite or approved equal); installation of roof membrane accessories; removing and reinstalling existing mechanical units; replacing electrical conduit sleepers with new supports; miscellaneous conduit repair; replacing metal parapet caps; wall and edge (lashings; expansion joints; new equipment curbs; surface preparation; inspection; warranty; and all appurtenant work. Bid Schedule B (Location — Swim Center): The scope of work shall include, but is not limited to; demolition of existing roof accessories; installation of new roof substrate; installation of new wood beam cap; installation of new roof membrane (FiberTite or approved equal); installation of roof membrane accessories; replacing electrical conduit sleepers with new supports; miscellaneous conduit repair; replacing metal parapet caps; roof drains; new grates; surface preparation; inspection; warranty; and all appurtenant work. Bid Schedule C (Location — Leisure Center): The scope of work shall include, but is not limited to; demolition of existing roof accessories; installation of new roof substrate; installation of new roof membrane (FiberTite or approved equal); installation of roof membrane accessories; replacing electrical conduit sleepers with new supports; miscellaneous conduit repair; miscellaneous roof patching; replacing metal parapet caps; edge flashings; mechanical fasteners; surface preparation; inspection; warranty; and all appurtenant work. Bid Schedule D (Location — Pavilion): The scope of work shall include, but is not limited to; demolition of existing roof accessories; installation of new roof substrate; installation of new roof membrane (FiberTite or approved equal); installation of roof membrane accessories; removing and reinstalling existing hatches; replacing electrical conduit sleepers with new supports; miscellaneous conduit repair; miscellaneous roof repairs; new equipment curbs; surface preparation; inspection; warranty; and all appurtenant work. 05 City Council Staff Report October 4, 2017 -- Page 6 Approve CCO#1 — CP 16-05 Bid Schedule E (Location — Demuth Community Center): The scope of work shall include, but is not limited to; demolition of existing roof accessories; installation of new roof membrane (FiberTite or approved equal); installation of roof membrane accessories; removing and reinstalling existing mechanical units; replacing electrical conduit sleepers with new supports; miscellaneous conduit repair; replacing metal parapet caps; roof drain and ridge repairs; new equipment curbs; surface preparation; inspection; warranty; and all appurtenant work. On June 8, 2017, the Notice of Inviting Bids was released to the general contracting community and was published in the Desert Sun on June 10th and 17th in accordance with the City's bidding procedures. Subsequently, on July 20, 2017, the Procurement and Contracting Division received four construction bids from the following contractors: Company Location Bid Amount Al Miller & Sons Roofing Company, Inc. Cathedral City, CA $528,310.00 Best Contracting Services, Inc. Gardena, CA $775,937.00 Commercial Waterproofing Systems San Clemente, CA $997,184.00 Commercial & Industrial Roofing Co., Inc. Spring Valley, CA $1,049,317.00 The basis of award was Bid Schedule A through Bid Schedule E. On that basis, Al Miller & Sons Roofing Company, Inc., a California corporation, submitted the lowest bid in the amount of $528,310. A full bid summary is included as Attachment 1. The lowest bid submitted from Al Miller & Sons Roofing Company, Inc., includes the following costs for each separate scope of work: Bid Schedule A (Location — City Hall): $336,900 Bid Schedule B (Location — Swim Center): $32,200 Bid Schedule C (Location — Leisure Center): $29,300 Bid Schedule D (Location — Pavilion): $17,710 Bid Schedule E (Location — Demuth Communitv Center): $112,200 Basis of Award: $528,310 On September 6, 2017, the City Council awarded a construction contract to Al Miller & Sons Roofing Company, Inc. On September 9, 2017, the Police Department experienced roof failures and significant leaking due to the flash flood, which caused damage to certain areas of the Police Department. In light of the future remodeling of the Police Department, staff recommends that the City Council approve a change order and include the roof repairs/replacement of the Police Department to the scope of the contract awarded to Al ff 6 City Council Staff Report October 4, 2017 -- Page 7 Approve CCO#1 — CP 16-05 Miller & Sons Roofing Company, Inc., in accordance with its proposal included as Attachment 1. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of repair, maintenance, or minor alteration of existing public facilities involving negligible or no expansion; therefore, the Palm Springs Roof Repair and Replacement Project, City Project No. 16-05, is considered categorically exempt from CEQA, and a Notice of Exemption has been prepared and filed with the Riverside County Clerk. FISCAL IMPACT: Sufficient funding for the additional cost of $175,900 is available in the 2016/17 Fiscal Year "capital carryover balance." SUBMITTED: Thomas Garcia, P.E. City Engineer David H. Ready, Esq., Ph.B!' City Manager Attachments: 1. Police Department Roof Repair Proposal /Vvl A Marcus l-. Fuller, MPA, P.E., P.L.S. Assistant City Manager 07 ATTACHMENT 1 AL MILLER AND SONS ROOFING CO., INC. BETTER ROOFS FOR BETTER LIVING" 68-760 SUMMIT DRIVE, CATHEDRAL CITY, CA 92234 PH. (760) 346-1214 FAX. (760) 321-7097 LICENSE # 336547 PROPOSAL AND CONTRACT Contractor: City Of Palm Springs Project: Palm Springs Police Department Address: 3200 Tahquitz Canyon Way Address:200 S Civic Dr. City: Palm Springs, CA 92262 City: Palm Springs, Ca Phone: 323 8167 Fax 322-5581 WE PROPOSE TO FURNISH THE FOLLOWING MATERIALS AND PERFORM ALL LABOR TO ROOF THE ABOVE LOCATION. Roof Onlv Scone of Work Fibertite single olv roofsystem: Roofing contractor will remove loose debris from roof and haul away. Roofing contractor will then install a Fibertite roof system using the following materials. One (1 ) laver 45 Mil Fibertite single Div roofing mechanically fasten over existin roof to metal roof deck. Price includes new edge metal for too of wall area. Roofing contractor will SUDDly and install all other materials need to comDlete roof Der manufacturers specification. Price includes Drevailingwages and 20 Year manufacturers warrantv. Section # 1 Roof Price: S 125.600.00 Section # 2 Roof Price: S 42.700.00 Section # 3 Roof Price: S 7.600.00 Total Roof Price: S 175.900.00 Exclusions: ANY WORK NOT INCLUDED ABOVE. TWO DECK THAT HAVE FIBERTITE ON AL READY Terms: Net Cash on Completion ATTENTION Section 7018 of the Contractors License Law provides that starting July 1, 1966, everyone licensed by the Contractor's License Board shall give a copy of the following notice to the payor prior to receiving from the owner of the property or his agent any payment for work which a contractor's license is required. NOTICE "Under the mechanics' Lien Law , any subcontractor, laborer, supplier or other person who helps to improve your property but is not paid for there work or supplies, has a right to enforce a claim against your property. This means that, after a court hearing, your property could be sold by a court officer for the proceeds of the sale used to satisfy the indebtedness. This can happen even if you have paid your own contractor in full, if the subcontractor, laborer, or supplier remained unpaid." Al Miller & Sons Roofing Co., Inc. Agrees to furnish its regular form GUARANTEE for _5_Years after completion of its said work. Said guarantee to cover defects in material and workmanship only and not to extend to damage to roofing caused by the elements, other unusual Acts of God and shall not cover any liability for damage to interiors fixtures, decorations, walls, contents of building or other parts of structure not to damage of faulty construction. It is also understood and agreed that the above guarantee shall be made and remain only when and if payment is made as agreed in this contract. Al Miller & Sons is not responsible for TV antennas. We are fully covered by Workmen's compensation and public liability insurance. Carriers' names and policy numbers are available on request. Any alterations or deviations from the above specifications involving extra cost of material or labor will only be executed upon written orders for same, and will become an extra charge over sum mentioned in this proposal. All agreements must be made in writing. This offer is valid for one week from the date of estimate and is based on free access to building for direct loading from our truck. Prices are based on current cost of material and labor, increases or decreases will be reflected at time of signing of contract. Al Miller & Sons Roofing Co., Inc. not responsible for any damage to sidewalks, curbs or driveways. Respectfully submitted, AL MILLER & SONS ROOFING., INC. Accepted: Date: By: Russell E Miller, Estimator Date: 8/10/17 c= s 4 I ()