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 at the Water Pollution Control Plant for Fiscal Year 2024-2025 for $1,009,344 and to Negotiate and Approve Cumulative Change Orders up to 8% or $80,748 of the Original Contract Amount, for a Total Not-to-Exceed Amount of $1,090,092 and to Appropriate $1,090,000 From the Water Pollution Control Fund to Account 593-52-113
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
The project for Fiscal Year 2024-2025 will replace multiple roofs at the Water Pollution Control Plant, including a covered storage structure, the Maintenance Shop, the Old Headworks Building, the Electrical Building and the building at 2512 Davis Street.
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 at the Water Pollution Control Plant for fiscal year 2024-2025, which includes authorization to negotiate and approve cumulative change orders up to 8% or $80,748 of the original contract amount, for a total not-to-exceed amount of $1,090,092. In addition, staff recommend that the City Council appropriate $1,090,000 from the Water Pollution Control Fund balance to account 593-52-113
BACKGROUND
There are fourteen roofs at the Water Pollution Control Plant, including building roofs and covered structures. In spring 2024, all roofs were assessed to determine their remaining useful life and set a schedule for replacement. It was found that five roofs were at the end of their useful life and in need of replacement. The remaining roofs are scheduled for restoration or replacement in future years. New roofs will have a 30-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 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 bid.
The contractor has reviewed the NPSA and will execute it upon approval by Council.
Financial Impacts
An additional appropriation of $1,090,000 from the Water Pollution Control Enterprise Fund to account 593-52-113, WPCP Renewal and Replacement, is requested for this project. There is sufficient undesignated fund balance to support the appropriation without negatively affecting cash flow.
ATTACHMENTS
A: Resolution for NPSA with Garland/DBS for Roof Water Pollution Control Plant Projects for Fiscal Year 2024-2025
B: Scope of Services and Price for Roof Projects
PREPARED BY: Hayes Morehouse, Water Pollution Control Manager