Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services Agreement with Garland/DBS, Inc. for Roof Restoration Projects for Fiscal Year 2024-2025 for $1,159,072 and to Negotiate and Approve Cumulative Change Orders up to 10% or $115,908 of the Original Contract Amount, for a Total Not-to-Exceed Amount of $1,274,980
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
The project for Fiscal Year 2024-2025 will restore the roof at the San Leandro History Museum and restore and replace several roofs at the Public Works Service Center.
RECOMMENDATIONS
Staff recommends that the City Council adopt a resolution to approve and authorize the City Manager to execute a Non-Professional Services Agreement (NPSA) with Garland/DBS, Inc. (Garland) for roof restoration projects for fiscal year 2024-2025, which includes authorization to negotiate and approve cumulative change orders up to 10% or $115,908 of the original contract amount, for a total not-to-exceed amount of $1,274,980
.
BACKGROUND
The public works service center contains an administration building, a garage, and six metal buildings. The roofs on the administration building and garage are 20 years old and at the end of their life. The roofs on the metal buildings are 30 years old and at the end of their lives. All the buildings are due for roof replacement; however, current funding only covers a portion of the work. The work on the metal buildings will be deferred as leaks are least likely to damage the interior of these buildings. New roofs will have a 30-year warranty.
The History Museum building was purchased by the City in 2002 and subsequently renovated including installation of new roof. The roof is over 20 years old and in need of renovation. The life of the roof can be extended by replacing parapet flashing and shingles in combination with recoating the built-up roof.
Analysis
The City can issue a public call for bids or use a Cooperative purchasing agreement to obtain roof work. A public call for bids requires explicit plans and specifications, typically prepared by an architect and the contract is awarded to the lowest responsive bidder. A cooperative purchasing agreement contains pricing established by lowest bids received for a generic scope of work. Cooperative purchasing reduces staff time, eliminates architectural fees, and satisfies the City’s procurement policy as well as obligations under the public contract code.
Garland has a cooperative purchasing agreement for roof work. They have successfully performed roof repairs for the City on several buildings. Garland is the roof material manufacturer, and they have obtained three competitive bids for each roof installation with the fee based on the lowest bids.
The contractor has agreed to comply with the requirements of the community workforce agreement, has reviewed the NPSA and will execute it upon approval by Council.
Financial Impacts
Sufficient funds are available with anticipated FY 2023-2024 carryover and FY 2024-2025 budget appropriations:
• Capital Projects Fund 210-18-155: $131,529
• Capital Projects Fund 210-18-142: $415,857
• Capital Projects Fund 210-18-147: $226,475
• Capital Projects Fund 210-18-149: $142,883
• Internal Service Fund 687-18-001: $366,000
• Capital Projects Fund 210-18-157: $209,000
Total $1,491,744
This Council action will not impact fund balance as adequate funds were previously appropriated.
ATTACHMENTS
Att A: Resolution for NPSA with Garland/DBS for Roof Projects for Fiscal Year 2024-2025
Att B: Scope of Services and Price for Roof Projects
PREPARED BY: Sarah Holguin, Administrative Specialist III, Public Works