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HomeMy WebLinkAboutPW City Hall & TLCC Re-roofSAN RAFAEL THE CITY WITH A MISSION Agenda Item No: 4.c Meeting Date: September 18, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, City Manager Approval: Director of Public Works File No.: 06.01.237 TOPIC: CITY HALL AND TERRA LINDA COMMUNITY CENTER ROOF REPLACEMENT SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ACCEPTING THE BID FROM SOUTHWEST CONSTRUCTION & PROPERTY MANAGEMENT IN THE AMOUNT OF $502,700, AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONSTRUCTION CONTRACT FOR THE CITY HALL AND TERRA LINDA RECREATION CENTER ROOF REPLACEMENT PROJECT, CITY PROJECT NO. 11316, IN AN AMOUNT NOT TO EXCEED $583,950 RECOMMENDATION: Adopt the resolution accepting the bid from Southwest Construction & Property Management in the amount of $502,700 and authorizing the City Manager to enter into a construction contract for the project in a total not -to -exceed amount, including contingency funds, of $583,950. BACKGROUND: The winter storms in early 2017 brought enormous rainfall totals to San Rafael, which resulted in flooding, landslides, and leaking buildings. City infrastructure, including City Hall and the Terra Linda Recreation Center, sustained considerable leaking as a result of the rain and the age of the previous roofing systems. It is imperative that the roofs to both buildings be replaced to insure public services are not disrupted. In July 2017, the City hired Simpson, Gumpertz & Heger, Inc. (SGH), an Engineering firm, to assess the existing conditions of the roofs, perform preliminary materials testing, and develop plans for roof replacement. SGH completed their assessment and provided the City with plans and specifications for the project. The general findings from the City Hall assessment are as follows: • Cracked and damaged mortar joints and bricks at each of the brick walls at roof level; • Roof delamination at points on parapets and concrete walls, such as the elevator shaft; and • Various points of roof patching that no longer appear to be functioning. General findings from the Terra Linda Recreation Center are as follows: • The overall roofing is aged and has reached the end of its lifespan; FOR CITY CLERK ONLY File No.: 4-1-714 Council Meeting: 09/18/2017 Disposition: Resolution 14392 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pale: 2 Screening walls surrounding mechanical units have rotted wood panel siding and failing metal coping caps; and • Penetrations in the roof are leaking. The project was advertised in accordance with San Rafael's Municipal Code on August 18, 2017 and on September 5, 2017 the following bids were received and read aloud: BASE BID NAME OF BIDDER AMOUNT Southwest Construction & $502,700 Property Management Best Contracting Services, Inc. $610,056 ANALYSIS: Following a thorough review of the bids by Public Works staff, Southwest Construction & Property Management was found to be the most responsible and responsive bidder. Therefore, Public Works staff recommends accepting the Southwest Construction & Property Management bid of $502,700. The roof repairs do not include interior improvements associated with the damage caused during last winter's storm events. Staff requests that a contingency, as noted in the table above, be added to the construction budget to address unforeseen conditions and other changes required to complete the construction. Such change - orders will be administered and approved by the Director of Public Works, or his expressed designees. Therefore, staff recommends that the City Manager be authorized to enter into a construction contract with Southwest Construction & Property Management for the bid amount along with a contingency for change orders in the amount of $81,250 (approximately 15%), to be administered by the Director of Public Works. The contract total would not exceed $583,950. PUBLIC OUTREACH: The following public outreach actions will be taken to ensure notification: • Public Works will communication with all City staff and customers of City Hall and the Terra Linda Recreation Center regarding upcoming construction impacts, including but not limited to, noise, odor, parking impacts, etc., through appropriate signage, email notification. Additionally, we will conduct outreach in the Terra Linda community and with the North San Rafael Coalition of residents to ensure they are informed of upcoming constructions impacts as well. FISCAL IMPACT: During field work and the design work, SHG, determined the need for significantly more complex work on both projects than was initially anticipated, including additional underlayment that needs to be removed, and flashing and structural damage requiring replacement. SHG's estimate for construction following the initial field work was $450,000. The bid from Southwest Construction & Property Management came in slightly over by approximately $52,000. Project Budget: Project Funding Sources Allocation Building Fund #603 $695,000 Total Available Funds $695,000 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pale: 3 Expenses: Category Amount Already Charged Expenses Design $103,930 Remaining Expenses Construction Bid Amount $502,700 Construction Contingency (15%) $81,250 Construction Materials Testing $7,120 Total Estimated Expenses* $695,000 *Construction and inspection of this project will be mar gaged by Public Works engineering staff. There are sufficient funds available in the Building Fund (#603) for the $695,000 needed to fund this project; $425,000 was set aside in the CIP as a rough order or magnitude cost and the additional $270,000 is available in the Building Fund to fully fund both re -roof projects. OPTIONS: 1. Adopt the resolution accepting the bid of Southwest Construction & Property Management and authorizing a construction contract for the work at the bid prices stated plus a contingency amount for a total not -to -exceed amount of $583,950. If this option is chosen, a contract will be executed as soon as possible. 2. Do not accept the bid and direct staff to rebid the project. If this option is chosen, rebidding will delay construction and may result in the re -roofing not being complete before the next rainy season. 3. Do not accept the bid and direct staff to stop work on the project. ACTION REQUIRED: Adopt the resolution accepting the bid of Southwest Construction & Property Management in the amount of $502,700 and authorizing the City Manager to enter into a contract for the reroofing projects at the unit prices stated in the bid, and in a total amount not to exceed $583,950. ATTACHMENTS: 1. Resolution RESOLUTION NO. 14392 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ACCEPTING THE BID FROM SOUTHWEST CONSTRUCTION & PROPERTY MANAGEMENT IN THE AMOUNT OF $502,700, AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONSTRUCTION CONTRACT FOR THE CITY HALL AND TERRA LINDA RECREATION CENTER ROOF REPLACEMENT PROJECT, CITY PROJECT NO. 11316, IN AN AMOUNT NOT TO EXCEED $583,950 WHEREAS, on the 18th day of September, 2017, pursuant to due and legal notice published in the manner provided by law, inviting sealed bids or proposals for the work hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly open, examine, and declare all sealed bids or proposals for doing the following work in said City, to wit: "City Hall and Terra Linda Recreation Center Roof Replacement" City Project No. 11316 in accordance with the plans and specifications therefore on file in the office of said City Clerk; and WHEREAS, the bid of $502,700 from Southwest Construction & Property Management at the unit prices stated in its bid, was and is the lowest and best bid for said work and said bidder is the lowest responsible bidder, and; WHEREAS, there is sufficient fund balance in the Building Maintenance Fund, Fund 603; and WHEREAS, an additional $270,000 shall be appropriated to City Project No. 11316 from Fund 603 for the purposes of this project. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The plans and specifications for the City Hall and Terra Linda Recreation Center Roof Replacement project, City Project No. 11316, on file in the office of the City Clerk, are hereby approved. 2. The bid of Southwest Construction & Property Management is hereby accepted at the unit prices stated in its bid. 3. The City Manager and the City Clerk are authorized and directed to execute the contract for the project, in a form approved by the City Attorney, with Southwest Construction & Property Management at the bid prices stated in its bid, and with a change order contingency amount of $81,500 (approximately 15 percent of the contract value) to address unforeseen conditions and other changes requested by the contractor or required by the City, and to return the bidder's bond upon the execution of the contract. 4. The City Council approves and appropriates $583,950 in the Building Fund (#603) to cover the expenses for this project, which includes the change order contingency. Change orders may be administered and approved by the Department of Public Works Director or his expressed designee. 5. The City Manager is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 18th day of September, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk City of San Rafael ♦ California Form of Agreement For City Hall and Terra Linda Recreation Center Roof Replacement City Project No. 11316 This Agreement is made and entered into this /$70 day of�CpTE t -f k, by and between the City of San Rafael (hereinafter called "City") and Southwest Construction & Property Management, a California corporation (hereinafter called "Contractor"). Witnesseth, that the City and the Contractor, for the considerations hereinafter named, agree as follows: I - Scope of the Work The Contractor hereby agrees to furnish all of the materials and all of the equipment and labor necessary, and to perform all of the work described in the plans and specifications for the project entitled: City Hall and Terra Linda Recreation Center Roof Replacement, City Project No. 11316, all in accordance with the Specifications and Contract Documents dated August 18, 2017, which are hereby made a part of this Agreement. II- Time of Completion (a) The work to be performed under this Contract shall be commenced within Five (5) Working Days after the date of written notice by the City to the Contractor to proceed. (b) All work shall be completed, including all punchlist work, within Thirtv three (33) Working Days and with such extensions of time as are provided for in the General Provisions. III - Liquidated Damages It is agreed that, if all the work required by the contract is not finished or completed within the number of working days as set forth in the contract, damage will be sustained by the City, and that it is and will be impracticable and extremely difficult to ascertain and determine the actual damage which the City will sustain in the event of and by reason of such delay; and it is therefore agreed that the Contractor will pay to the City, the sum of $1,000 for each and every calendar day's delay in finishing the work in excess of the number of working days prescribed above; and the Contractor agrees to pay said liquidated damages herein provided for, and further agrees that the City may deduct the amount thereof from any moneys due or that may become due the Contractor under the contract. IV - The Contract Sum The City shall pay to the Contractor for the perforniance of the Contract the amounts detennined for the total number of each of the units of work in the following schedule completed at the unit price stated. The number of units contained in this schedule is approximate only, and the final payment shall be made for the actual number of units that are incorporated in or made necessary by the work covered by the Contract. ITEM DESCRIPTION City Hall Roof Demolition and Replacement Terra Linda Roof Demolition and Replacement ESTIMATED UNIT QUANTITY LS UNIT PRICE u $363,600.00 = TOTAL PRICE $363,600.00 LS @ $139,10.00 = $139,100.00 GRAND TOTAL BID $502,700.00 V - Progress Payments (a) On not later than the 6th day of every month the Public Works Department shall prepare and submit an estimate covering the total quantities under each item of work that have been completed from the start of the job up to and including the 25th day of the preceding month, and the value of the work so completed determined in accordance with the schedule of unit prices for such items together with such supporting evidence as may be required by the City and or Contractor. (b) As soon as possible after the preparation of the estimate, the City shall, after deducting previous payments made, pay to the Contractor 951 o of the amount of the estimate as approved by the Public Works Department. Pagel of 3 L-1- I--]I� (c) The Contractor may elect to receive 100% of payments due under the contract from time to time, without retention of any portion of the payment by the public agency, by depositing securities of equivalent value with the public agency in accordance with the provisions of Section 22300 of the Public Contract Code. Such securities, if deposited by the Contractor, shall be valued by the City's Finance Director, whose decision on valuation of the securities shall be final. VI - Acceptance and Final Payment (a) Upon receipt of written notice that the work is ready for final inspection and acceptance, the Engineer shall within 5 days make such inspection, and when he finds the work acceptable under the Contract and the Contract fully performed, he will promptly issue a Notice of Completion, over his own signature, stating that the work required by this Contract has been completed and is accepted by him under the terms and conditions thereof, and the entire balance found to be due the Contractor, including the retained percentage, shall be paid to the Contractor by the City within 15 days after the expiration of 35 days following the date of recordation of said Notice of Completion. (b) Before final payment is due the Contractor shall submit evidence satisfactory to the Engineer that all payrolls, material bills, and other indebtedness connected with work have been paid, except that in case of disputed indebtedness or liens the Contractor may submit in lieu of evidence of payment a surety bond satisfactory to the City guaranteeing payment of all such disputed amounts when adjudicated in cases where such payment has not already been guaranteed by surety bond. (c) Contractor shall provide a "Defective Material and Workmanship Bond" for 50% of the Contract Price, before the final payment will be made. (d) The making and acceptance of the final payment shall constitute a waiver of all claims by the City, other than those arising from any of the following: (1) unsettled liens; (2) faulty work appearing within 12 months after final payment; (3) requirements of the specifications; or (4) manufacturers' guarantees. It shall also constitute a waiver of all claims by the Contractor, except those previously made and still unsettled. (e) If after the work has been substantially completed, full completion thereof is materially delayed through no fault of the Contractor, and the Engineer so certifies, the City shall, upon certificate of the Engineer, and without terminating the Contract, make payment of the balance due for that portion of the work fully completed and accepted. Such payment shall be made under the terms and conditions governing final payment, except that it shall not constitute a waiver of claims. VII - Assignment of Warranties; Waiver of Subrogation (a) Contractor hereby assigns to City all warranties, guarantees, or similar benefits such as insurance, provided by or reasonably obtainable from the manufacturers or suppliers of equipment, material or fixtures that Contractor has installed or provided in connection with the work performed tinder this Agreement. (b) Contractor hereby agrees to waive and arrange by contract for its subcontractors to waive any subrogation rights which any insurer of Contractor or its subcontractors might otherwise acquire in connection with the insurer's payment to Contractor or its subcontractors of any insured loss with respect to work performed under this Agreement. Contractor further agrees to obtain and to arrange for its subcontractors to obtain for City's benefit any endorsements from insurers that may be necessary to effect such waiver of subrogation. Specifically, any worker's compensation insurance policies of the Contractor or its subcontractors shall be endorsed with a waiver of subrogation in favor of City for any work performed by Contractor or its subcontractors under this Agreement, and copies of such endorsements shall be provided to City. IN WITNESS WHEREOF, City and Contractor have caused their authorized representatives to execute this Agreement the day and year first written above. Page 2 of 3 ATTEST: Esther C. Beirne City Clerk J D AS TO FORM: AEpsteinney File No.: 06.01.237 Page 3 of 3 CITY OF SAN RAFAEL: 7 ht;y..N z ager Southwest Construction & Property Management By: / Printed arae: IoLmeS T. Gar d in,e r Title o rporate Officer: \J Z Le �c�esi�en CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: David Nicholson Extension: 3454 Contractor Name: Southwest Construction and Property Management Contractor's Contact: James Gardner Contact's Email: iames.eardner southWgq TpDm.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 9/7/2017 ❑x DN 9/6/2017 b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org (] DIJ 2 City Attorney a. Review, revise, and comment on draft agreement 9/21/2017 ❑X LAG and return to Project Manager 9/21/2017 Q LAG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to 9/22/2017 ❑X pl� contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement ❑ N/A agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Or ,, I ®�N Public Works Contract > $125,000 9/18/2017 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 101411% Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed 10 �I� 1 agreement 01 q �, 1), fl V -PQ V"� 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager/ Mayor Agreement executed by Council authorized official I 9 City Clerk Attest signatures, retains original agreement and ' forwards copies to Project Manager/3 . 4 IftSAN RAFAEL STAFF REPORT APPROVAL THE CITY WITH AMISSION ROUTING SLIP Staff Report Author: David Nicholson/ KM Date of Meeting: 09/18/2017 Department: Public Works Topic: City Hall and Terra Linda Recreation Center Roof Replacement Subject: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING a CONSTRUCTION CONTRACT FOR THE CITY HALL AND TERRA LINDA RECREATION CENTER ROOF REPLACEMENT PROJECT, CITY PROJECT NO. 11316, TO SOUTHWEST CONSTRUCTION & PROPERTY MANAGEMENT IN THE AMOUNT OF $502,700.00. Type: (check all that apply) X❑ Consent Calendar ❑ Public Hearing ❑ Discussion Item © Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Informational Report *If PSA, City Attorney approval is required prior to start of staff report approval process Was agenda item publicly noticed? ❑ Yes X❑No I Date noticed: I ❑Mailed ❑Site posted ❑Marin IJ Due Date Responsibility Description CompletedDate Initial / Comment DEPARTMENT REVIEW FRIDAY Director Director approves staff 9/5/2017 ❑X noon report is ready for ACM, KM 9/1 City Attorney & Finance review. CONTENT REVIEW , TUESDAY Assistant City Manager ACM, City Attorney & Click here to D morning Finance will review items, enter a date. 9/5 make edits using track City Attorney changes and ask questions 9/12/2017 D using comments. Items will LG be returned to the author 9/7/2017 0 Finance by end of day Wednesday. Van Bach DEPARTMENT REVISIONS FRIDAY Author Author revises the report Click here to 0 noon based on comments enter a date. 9/8 receives and produces a final version (all track changes and comments removed) by Friday at noon. ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL MONDAY Assistant City Manager ACM, City Attorney & Click here to morning Finance will check to see enter a date. 9/11 their comments were City Attorney adequately addressed and Click here to sign -off for the City enter a date. LG Manager to conduct the Finance final review. 9/11/2017 0 Van Bach TUES City Manager Final review and approval 9/13/2017 0 noon Jim 9/12