HomeMy WebLinkAboutPW City Hall & TLCC Re-roof Increase____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-1-714
Council Meeting: 11/20/2017
Disposition: Resolution 14417
Agenda Item No: 4.e
Meeting Date: November 20, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: ____________
File No.: 06.01.237
TOPIC: CITY HALL AND TERRA LINDA COMMUNITY CENTER ROOF REPLACEMENT
SUBJECT: A RESOLUTION INCREASING THE PROJECT BUDGET AND AUTHORIZING ADDITIONAL
CONTINGENCY IN THE AMOUNT OF $70,000 FOR THE CITY HALL AND TERRA LINDA COMMUNITY
CENTER ROOF REPLACEMENT PROJECT
RECOMMENDATION: Adopt the resolution
BACKGROUND: In July 2017, the City of San Rafael hired Simpson, Gumphertz & Heger, Inc (SGH), an
Engineering firm, to assess the existing conditions of the City Hall and Terra Linda Community Center
rooves and develop plans, specifications, and estimates for their replacement. On September 18, 2017,
the City Council awarded a construction contract to Southwest Construction and Property Management
(SWH), with a project budget of $695,000, including an $81,250 contingency.
Construction began on October 17, 2017 and is scheduled for completion within the first week of
December 2017. Currently, the Terra Linda Community Center roof is nearing completion, and the City
Hall work commenced the week of November 6. Both of these structures experienced significant leaks
because of the rains last year and the age of the existing roofing systems. It is imperative that the
rooves be replaced before this coming winter to insure public services are not disrupted.
ANALYSIS: While the roof at the Terra Linda Community Center was being replaced, significant dry rot
and deterioration of the structural systems that support the roof were discovered and replaced. In
addition, the City Hall has a flat roof system, which allows for water to pool and exacerbates the
deterioration of the roof material, which essentially shortens the life span of the roof. Installing
additional insulation material on the City Hall roof to increase the slope will minimize future pooling of
water and increase the life of the roof material. The insulation also brings energy efficiency in both the
winter and summer months. The original design was developed to replace the existing roof system and
did not include insulation. The addition of sloping insulation is an addition that was not originally
anticipated but is needed to improve the longevity of the roof. The dry rot at Terra Linda and the
addition of insulation at City Hall have utilized a majority of the original contingency funds.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Staff is seeking to supplement the nearly exhausted contingency with an additional $70,000. The work
at City Hall is recently underway. Since the City Hall roof is a concrete slab, there may be unforeseen
conditions related to flashing and sealing the corner areas. Similar projects of this age and size tend to
have unknown conditions arise as the existing roof is removed. Additional flashing and connections
tend to arise as the existing roof is exposed. Staff will use the additional contingency only as needed to
address problems if they arise.
FISCAL IMPACT: Based on these unforeseen conditions, staff recommends increasing the budget for this
project and authorizing an additional $70,000 in contingency for this project. Sufficient funds are
available in the building Fund 603 to support this action.
OPTIONS: The City Council may choose to:
1. Approve the Resolution increasing the project budget and authorizing additional contingency
for the project.
2. The Council may choose to not increase the project budget and authorizing additional
contingency for the project, which may delay the completion of the project if unforeseen
conditions arise.
RECOMMENDED ACTION: Approve the Resolution increasing the project budget and authorizing
additional contingency for the City Hall and Terra Linda Community Center Roof Repair Project.
ATTACHMENTS:
1. Resolution
RESOLUTION NO. 14417
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
INCREASING THE PROJECT BUDGET AND AUTHORIZING ADDITIONAL
CONTINGENCY IN THE AMOUNT OF $70,000 FOR THE SOUTHWEST
CONSTRUCTION & PROPERTY MANAGEMENT CONTRACT FOR THE CITY
HALL AND TERRA LINDA COMMUNITY CENTER ROOF REPLACEMENT
PROJECT, CITY PROJECT NO. 11316
WHEREAS, on the 18th day of September, 2017, the City Council of the City of San
Rafael awarded the contract for the City Hall and Terra Linda Community Center Roof
Replacement, City Project No. 11316, to Southwest Construction and Property Management in
the amount of $502,700; and
WHEREAS, the City Council authorized an initial contingency in the amount of $81,250
for this project that has nearly been depleted; and
WHEREAS, deteriorated support systems at the Terra Linda Community Center from
dry rot were discovered after the project was awarded; and
WHEREAS, additional material is needed to increase the roof slope on the City Hall
roof to minimize future ponding, which was not included in the awarded contract; and
WHEREAS, the repair of the dry rot at the Terra Linda Community Center and the
additional material to increase the slope on the City Hall has utilized the majority of the original
contingency; and
WHEREAS, additional contingency funds in the amount of $70,000 are necessary for
any additional unforeseen items encountered during construction; and
WHEREAS, there are sufficient funds in the Building Fund No. 603 to support this
allocation.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
1. Increase the budget for City Project No. 11316 from $695,000 to $765,000 to
account for the additional $70,000 contingency needed for this project with funds
appropriated in the Building Maintenance internal service fund.
2. The Director of Public Works is hereby authorized to take any and all such
actions, make changes, and issue such change orders 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 20th day of November, 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
STAFF REPORT APPROVAL
ROUTING SLIP
Staff Report Author: David Nicholson/ KM Date of Meeting: 11/20/2017
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 INCREASING THE PROJECT
BUDGET AND AUTHORIZING ADDITIONAL CONSTRUCTION CONTINGENCY FOR THE CITY HALL AND TERRA
LINDA COMMUNITY CENTER ROOF REPLACEMENT PROJECT, CITY PROJECT NO. 11316
Type: (check all that apply) ☒ 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 ☒No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ
Due Date Responsibility Description Completed
Date Initial / Comment
DEPARTMENT REVIEW
FRIDAY
noon
11/3
Director Director approves staff
report is ready for ACM,
City Attorney & Finance
review.
☒
CONTENT REVIEW
TUESDAY
morning
11/7
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will review items,
make edits using track
changes and ask questions
using comments. Items will
be returned to the author
by end of day Wednesday.
11/9/2017
11/8/2017
11/9/2017
☒
RW
☒
LG
☒
MM
DEPARTMENT REVISIONS
THURSDAY
noon
11/9
Author Author revises the report
based on comments
receives and produces a
final version (all track
changes and comments
removed) by Friday at
noon.
Click here to
enter a date.
☒
ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL
MONDAY
morning
11/13
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will check to see
their comments were
adequately addressed and
sign-off for the City
Manager to conduct the
final review.
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enter a date.
Click here to
enter a date.
11/13/2017
☒
☒
☒
Van
TUES
noon
9/14
City Manager Final review and approval 11/15/2017 ☒
JS