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 2025-2026 for $1,458,184; and to Negotiate and Approve Change Orders up to 4.5% or $65,619 of the Original Contract Amount
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
The project for FY 2025-2026 will replace the roofs at the Manor Library and Fire Station 11 and restore several roofs at the Public Works Service Center.
RECOMMENDATIONS
Staff recommend 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 FY 2025-2026, and to negotiate and approve cumulative change orders up to 4.5% or $65,619 of the original contract amount.
BACKGROUND
The Public Works Service Center contains an administration building, a garage, and six metal buildings. The roofs on four of the metal buildings are 30 years old and at the end of their lives. The FY 2025-2026 roof work at the Public Works Service Center will include: Restore Roofing on Shop 1 (parks), Shop 2 (traffic), Building 3 (parks parking), and Shop 4 (facilities and streets) including fuel canopy.
The Manor Library building was constructed by the City in 2005. The roof is over 20 years old and the flat portion of the roof needs replacement. The new roof will have a 31-year warranty.
Fire Station 11 was constructed by the City in 2002. The roof is over 20 years old and in need of renovation. The new roof will have a 31-year warranty.
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 California Public Contract Code.
Garland has a cooperative purchasing agreement for roof work. Garland successfully performed roof repairs for the City on several buildings. Garland is the roof material manufacturer, and Garland obtained three competitive bids for each roof installation with the fee based on the lowest bids.
The contractor agreed to comply with the requirements of the community workforce agreement, reviewed the NPSA and will execute it upon approval by Council.
Contractor will be working on existing buildings; existing roofing and finishes obscure the underlying conditions. During performance of the work unforeseen conditions may be exposed. Change Orders to respond to unexpected conditions are a normal aspect of public contracting and construction. To deliver high quality public works projects on schedule and within budget, authorizing the approval of Change Orders is in the best interest of public health, safety, and welfare.
Financial Impacts
The anticipated project costs are as follows:
• Roofing Contract: $1,458,184
• Contingency: $65,619
Total: $1,523,803
Sufficient funds are included in the FY 2024-2025 CIP carryover and FY 2025-2026 CIP Budget appropriations for Building Maintenance services:
• Capital Projects Fund, Account 210-18-104: $927,500
• Capital Projects Fund, Account 210-18-157: $600,000
Total: $1,527,500
This Council action will not impact fund balance because there are funds available in the FY 2024-2025 and FY 2025-2026 CIP budgets.
ATTACHMENTS
A: Resolution for NPSA with Garland/DBS for Roof Projects for Fiscal Year 2025-2026
B: Scope of Services and Price Schedule for Roof Projects
PREPARED BY: Sarah Holguin, Administrative Specialist III, Public Works