Title
Adopt a Resolution to Approve and Authorize the City Manager to execute Amendment No. 1 to a Non-Professional Services Agreement with Garland/DBS, Inc. for roof restoration projects for fiscal year 2024-2025 for $219,879 for a total not-to-exceed amount of $1,378,951
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
This action will approve an amendment to add repairs to roofs of two buildings at the Public Works Service Center to an existing contract.
RECOMMENDATIONS
Staff recommends that the City Council adopt a resolution to approve and authorize the City Manager to execute Amendment No.1 to 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 $21,987 of the requested additional contract amount.
BACKGROUND
The Public Works Service Center contains an administration building, a garage, and six metal buildings. The roofs on the administration building and garage will be replaced under an existing contract with Garland. The roofs on the six metal buildings are 30 years old and at the end of their lives. This amendment will repair the roofs of two metal buildings, the Urban Forestry Building, and the Facilities/Streets/Street Services Shop Building. New roofs will have a 30-year warranty.
City Council authorized the City Manager to negotiate and execute change orders up to 10% of the original contract amount to address unforeseen conditions.This amendment is an increase of scope and exceeds the amount the City Manager is authorized to approve. Additional change orders of up to 10% of the proposed requested additional contract amount may still be required if unforeseen conditions are encountered.
Analysis
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 amendment and will execute it upon approval by Council.
Previous Actions
On July 15, 2024 by Resolution No. 2024-095 the City Council approved a contract with Garland for roof repairs on three buildings.
Permits
The work will be done under a permit issued by the Community Development Department.
Environmental Review
Repair of existing facilities with no expansion in use is exempt from environmental review per CEQA Guidelines section 15301. This is routine work; no notice will be filed with the County.
Financial Impacts
Sufficient funds are available within the anticipated Fiscal Year 2023-2024 carryover in account:
• Capital Projects Fund 210-18-156
This Council action will not impact fund balance as adequate funds were previously appropriated.
ATTACHMENTS
Att A: Reso for additional PWSC roofing repairs
Att B: Scope and Fee
PREPARED BY: Sarah Holguin, Administrative Specialist III, Public Works