HomeMy WebLinkAboutStaff Report 2504-4462CITY OF PALO ALTO
CITY COUNCIL
Monday, June 02, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
10.Approval of Construction Contract No. C25193583 with Stronger Building Services in the
Not-to-Exceed Amount of $440,250 for the Lucie Stern Community Center Theater Roof
Underlayment Replacement Project as part of the Roofing Replacement Program,
Capital Improvement Program PF-00006 and Authorization for the City Manager or Their
Designee to Negotiate and Execute Change Orders for Related Additional but
Unforeseen Work that May Develop During the Project Up to a Not-to-Exceed Amount
of $44,025; CEQA status - Exempt under CEQA Guideline Sections 15301 and 15302
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: June 2, 2025
Report #:2504-4462
TITLE
Approval of Construction Contract No. C25193583 with Stronger Building Services in the Not-to-
Exceed Amount of $440,250 for the Lucie Stern Community Center Theater Roof Underlayment
Replacement Project as part of the Roofing Replacement Program, Capital Improvement
Program PF-00006 and Authorization for the City Manager or Their Designee to Negotiate and
Execute Change Orders for Related Additional but Unforeseen Work that May Develop During
the Project Up to a Not-to-Exceed Amount of $44,025; CEQA status - Exempt under CEQA
Guideline Sections 15301 and 15302
RECOMMENDATION
Staff recommends that the City Council:
1. Approve and authorize the City Manager or their designee to execute construction
contract number No. C25193583 with Stronger Building Services in the amount of
$440,250 for the Lucie Stern Community Center Roof Underlayment Replacement
Project, part of the Roofing Replacement project (PF-00006); and
2. Authorize the City Manager or their designee to negotiate and execute one or more
change orders to the contract with Stronger Building Services for related, additional
but unforeseen work which may develop during the contract period, the total value
of which shall not exceed $44,025.
BACKGROUND
The existing Lucie Stern Community Theater roof (which is adjacent to Lucie Stern Community
Center) has been in service since the building’s original construction in 1934. While the Spanish
clay tiles remain in good condition, the underlayment has reached the end of its life and has
required multiple repairs over the years in various locations. To prevent further water intrusion
and potential structural damage to the building, staff has determined that a full replacement of
the roof underlayment is necessary. Lucie Stern Community Center roof underlayment
replacement was completed in 2023.1
ANALYSIS
Scope Overview
The project includes the removal and reinstallation of the existing Spanish clay tile roofing. The
existing gutters will be removed, with the copper gutters salvaged for reuse. The old
underlayment will be removed and properly disposed of. Any dry rot discovered on the roof
surface or fascia boards will be repaired. A new underlayment system will be installed, followed
by the reinstallation of the rain gutter system. The original Spanish clay tiles will be reinstalled,
supplemented by new matching tiles to replace those that are broken or damaged during
removal. All fascia boards, along with any new exposed eave boards, will be repainted to
ensure a uniform appearance.
Bid Process
On February 19, 2025, a notice inviting formal bids for the Lucie Stern Community Theater Roof
Underlayment Replacement Project was posted on the OpenGov Procurement website. The
bidding period was 30 days. Bids were received from six qualified contractors on March 20,
2025, as listed on the attached Bid Summary (Attachment A).
Summary of Bid Process
Bid Name/Number
Lucie Stern Community Theater Roof Underlayment
Replacement Project/IFB #193583
Proposed Length of Contract In Days
75
Total Days to Respond to Bid
30
Number of Bids Received
6
Bid Price Range
$440,250 to $1,200,800
Staff has reviewed the submitted bids and recommends that the bid of $440,250 submitted by
Stronger Building Services be accepted and that Stronger Building Services be declared the
lowest responsible bidder. The low bid is 48.2% below the engineer’s estimate of $850,000. A
total of six bids were received, ranging from $440,250 to $1,195,800. The engineer’s estimate
falls near the median of all submitted bids, reflecting a reasonable expectation of market
pricing. The award of contract includes the base bid. The change order amount of $44,025
(which equals 10% of the total contract value) is requested for related additional but
1 City Council, August 14, 2023, Agenda Item #4; SR #2306-1707,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82490
unforeseen work which may develop during the contract term. Staff confirmed with the
Contractor's State License Board that the contractor has an active license on file. Staff also
confirmed with the California Department of Industrial Relations (DIR) that the contractor has
an active DIR registration. Staff recommends approval of the construction contract. 2
FISCAL/RESOURCE IMPACT
Funding for the Lucie Stern Community Theater Roof Underlayment Replacement Project
contract is available in the Fiscal Year 2025 Adopted Capital Improvement Fund Roofing
Replacement project (PF-00006). The reduced cost of the project due to the lower than
anticipated construction bid will be considered as staff evaluates capital budget expense
reductions in light of the FY 2026 budget discussions.
STAKEHOLDER ENGAGEMENT
The Lucie Stern Community Theater Roof Underlayment Replacement Project was coordinated
with the Community Services staff working at the Community Center. Coordination was also
done with the theater groups. Theater shows are in the evenings so this project will not impact
performances. Notices will be placed at the Community Center and Community Theater
announcing this upcoming project.
ENVIRONMENTAL REVIEW
This contract is categorically exempt from the California Environmental Quality Act (CEQA)
under Sections 15301 and 15302 of the CEQA guidelines as an alteration to an existing facility
and no further environmental review is necessary.
ATTACHMENTS
Attachment A: IFB #193583 Bid Summary
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
2 Stronger Building Services Construction Contract LSCC Phase II Roof Underlayment Replacement Project
C25193583; https://www.paloalto.gov/files/assets/public/v/1/public-works/public-services/contracts/c25193583-
lscc-roof-underlay-final-contract-updated.pdf
Bid Summary
Lucie Stern Community Center Phase 2 Roof Underlayment Replacement Project
IFB193583
Vendor Name Bid Amount
Stronger Building Services $440,250.00
Enterprise Roofing Service $567,820.00
Andy’s Roofing Company, Inc. $630,300.00
Alcal Specialty Contracting, Inc. $919,981.200
Waterproofing Associates $1,093,848.00
Best Contracting Services, Inc. $1,195,800.00