HomeMy WebLinkAboutStaff Report 12329
City of Palo Alto (ID # 12329)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/21/2021
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Summary Title: Approval of a Contract for Municipal Service Center A, B, & C
Reroof
Title: Approval of Construction Contract Number C21181691 With Best
Contracting Services, Inc. in the Amount of $1,710,000, and Authorization for
the City Manager to Negoti ate and Execute Change Orders up to a Not -to-
Exceed Amount of $171,000, for the Municipal Service Center A, B, & C Roof
Replacement Project, Capital Improvement Program Project PF -17000
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that the City Council:
1. Approve and authorize the City Manager or their designee to execute a construction
contract with Best Contracting Services Inc. (Contract No. C21181691) in the amount of
$1,710,000 for Municipal Service Center A, B, & C Roof Replacement, Capital
Improvement Program Project PF-17000; and
2. Authorize the City Manager or their designee to negotiate and execute one or more
change orders to the construction contract with Best Contracting Services, Inc. for
related, additional but unforeseen work which may develop during the project, the total
value of which shall not exceed $171,000.
(The contract is linked for ease of reference due to the volume of pages.)
Background
The existing Municipal Service Center roofs on Buildings A, B, & C have been in service for 25
years and are exhibiting signs of severe wear, including leaks. To avoid the potential for more
serious leaks than experienced to date, structural damage to the buildings, and the potential
need for a complete roofing system replacement, staff has determined that the roofs must be
rehabilitated.
Discussion
The existing bituminous roof is nearing the end of its useful life and needs to be rehabilitated.
The project will place a fluid, reinforced waterproofing application over the existing roofs. If
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the existing roof deteriorates beyond a certain point, the fluid applied system cannot be
utilized, and a full removal and replacement of the roofing system would be required at a
greater cost. The application meets current cool roofing codes to optimize energy efficiency
and is expected to extend the useful life of the roof for approximately 25 years.
Bid Process
On May 11, 2021, a notice inviting formal bids for the Municipal Service Center A, B, & C Roof
Replacement project was posted on the PlanetBids website. The bidding period was 23 days.
Bids were received from eight qualified contractors on June 2, 2021, as listed on the attached
Bid Summary (Attachment A).
Table 1: Summary of Bid Process
BID NAME/NUMBER
MUNICIPAL SERVICE CENTER A, B, & C ROOF
REPLACEMENT PROJECT, CAPITAL IMPROVEMENT
PROGRAM PROJECT PF-17000 /IFB #181691
PROPOSED LENGTH OF PROJECT 120 calendar days
NUMBER OF BIDS MAILED TO
CONTRACTORS 26
NUMBER OF WEBSITES 1 (PlanetBids)
NUMBER OF BIDS MAILED TO BUILDER’S
EXCHANGES 8
TOTAL DAYS TO RESPOND TO BID 23
MANDATORY PRE-BID MEETING May 20, 2021 at 9:30 A.M.
NUMBER OF COMPANY ATTENDEES AT
PRE-BID MEETING 19
NUMBER OF BIDS RECEIVED: 8
BID PRICE RANGE $1,700,000 – $2,380,500
Staff has reviewed all bids submitted and recommends that the base bid of $1,700,000
submitted by Best Contracting Services, Inc. be accepted and that Best Contracting Services,
Inc. be declared the lowest responsible bidder. The low bid is six percent below the engineer's
estimate of $1,800,000. Staff also recommends awarding additive alternates 1, 2, and 3 totaling
$10,000. The change order amount of $171,000 (which equals 10 percent of the total contract)
is requested for related, additional but unforeseen work which may develop during the project.
Staff confirmed with the Contractor's State License Board that the contractor has an active
license on file. Staff also contacted the listed references for Best Contracting Services, Inc. and
found that they have performed satisfactorily on past construction projects for other clients.
This contract is on the City’s construction contract template, which permits the City to
terminate without cause/for convenience by providing written notice to the contractor. In the
event the City finds itself facing a challenging budget situation, and it is determined that City
resources need to be refocused elsewhere, the City can terminate for convenience. Other
options include termination due to non-appropriation of funds or amending the contract to
reduce the cost, for example, by reducing the scope of work.
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If not awarded, staff would not pursue this work and the facility roofing would continue to
deteriorate, making this strategy unavailable when the roof reaches a state of greater disrepair.
This would result in the need to complete a full replacement, which is expected to cost more
than this approach as noted earlier.
Timeline
Once the contract is approved, the Notice to Proceed will be issued. Staff anticipates the
installation process to take approximately four months.
Resource Impact
Funding for the Municipal Service Center A, B, & C Roof Replacement Project is available in the
Fiscal Year 2021 Adopted Budget for the Capital Improvement Program p roject PF-17000.
Policy Implications
This project aligns with the City’s Policy C-3.2 to reinvest in aging facilities to improve their
usefulness and appearance.
Stakeholder Engagement
The Municipal Service Center A, B, & C Roof Replacement Project has been coordinated with
the user groups at the MSC: Utilities, Public Works, Administrative Services, and Community
Services Departments.
Environmental Review
This project is categorically exempt from the provisions of the California Environmental Quality
Act (CEQA) under Section 15301 of the CEQA Guidelines as repair, maintenance and/or minor
alteration of existing facilities and no further environmental review is necessary.
Attachments:
• Attachment A - Bid Summary
BID ITEM DESCRIPTION Unit of
Measure
Qty AlCal Specialty
Contracting,
Inc.
Andy's
Roofing Co,
Inc.
Best Contracting
Services, Inc.
(Lowest
Responsible
Bidder)
Courtney,
Inc.
ERC
Roofing
Pioneer
Contractors,
Inc.
State
Roofing Co,
Inc.
Stronger
Building
Services, Inc.
Base Bid Buildings A, B, & C as a Turn-Key
Project
LS 1 $2,202,545 $1,902,600 $1,700,000 $2,232,944 $2,166,000 $2,304,500 $2,160,358 $2,380,500
Engineer Estimate LS 1 $1,800,000 $1,800,000 $1,800,000 $1,800,000 $1,800,000 $1,800,000 $1,800,000 $1,800,000
Percent Difference 18%5%-6%19%17%22%17%24%
Additive Alternate Bids
1 Remove & Repair Unused Curbs LS 1 $15,502 $31,106 $2,500 $14,805 $49,000 $8,400 $4,988 $50,000
2 Roof Under Wood Sleepers LS 1 $7,832 $8,241 $1,500 $8,750 $15,000 $9,200 $3,796 $30,000
3 Use KnuckleHead Supports LS 1 Excluded $9,995 $6,000 $5,400 $42,000 $15,800 $16,485 $48,000
$23,334 $49,342 $10,000 $28,955 $106,000 $33,400 $25,269 $128,000
Deductive Alternate Bids
1 Building A LS 1 $714,008 $552,800 $453,000 $709,800 $678,000 $706,000 $666,706 $793,500
2 Building B LS 1 $603,836 $501,600 $545,000 $637,720 $589,000 $657,800 $600,847 $621,000
3 Building C LS 1 $884,701 $848,200 $702,000 $885,424 $899,000 $940,700 $892,805 $966,000
$2,202,545 $1,902,600 $1,700,000 $2,232,944 $2,166,000 $2,304,500 $2,160,358 $2,380,500
Notes: 1. Determination of Lowest Bid - The lowest bid shall be the lowest Base Bid without consideration of the prices on the Additive and Deductive Alternate items.
ATTACHMENT A - BID TABULATION
BID RESULTS FOR MUNICIPAL SERVICE CENTER BUILDINGS A, B, & C ROOF REPLACEMENT PROJECT (IFB 181691)
INVITATION FOR BID (IFB) ISSUED ON 05/11/2021
BID DUE ON 06/2/2021 3:00 PM PST