HomeMy WebLinkAbout15 - Police Headquarters and Fire Station No. 3 Roofing Project — Award of Contract No. 8211-1 (17F02)P- CITY OF
NEWPORT BEACH
FoP City Council Staff Report
October 25, 2016
Agenda Item No. 15
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Peter Tauscher, Civil Engineer, ptauscher@newportbeachca.gov
PHONE: 949-644-3316
TITLE: Police Headquarters and Fire Station No. 3 Roofing Project —
Award of Contract No. 8211-1 (17F02)
ABSTRACT -
Staff is requesting approval to purchase and install a new roof at the Police
Headquarters and Fire Station #3, a project through U.S. Communities, a nonprofit
government purchasing cooperative program, Master Intergovernmental Cooperative
Purchasing Agreement (MICPA) contract #14-5903. Staff requests authorization to
award the contract to The Garland Company, Inc.
RECOMMENDATIONS:
a) Staff recommends the City finds this project exempt from the California
Environmental Quality Act (CEQA) pursuant to Section 15302(c) (replacement or
reconstruction of existing utility systems and/or facilities involving negligible or no
expansion of capacity) of the CEQA Guidelines, because it has no potential to have
a significant effect on the environment;
b) Award Contract No. 8211-1 to The Garland Company, Inc. (Garland) for the amount
of $944,703.00, and authorize the Mayor and City Clerk to execute the contract; and
c) Include in the project construction contract contingency an allocation of $93,997.00
(approximately 10 percent of the total bid) to cover unforeseen conditions, extra
work and/or material quantities.
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Police Headquarters and Fire Station No. 3 Roofing Project — Award of Contract No.
8211-1 (17F02)
October 25, 2016
Page 2
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient funding for this project. The following
fund will be expensed:
Account Description Account Number Amount
Facilities Maintenance Master Plan 57101-980000-17F02 $ 1,040,700.00
Total: $ 1,040,700.00
Proposed fund uses are as follows:
Vanrinr
The Garland Company, Inc.
The Garland Company, Inc.
Various
DISCUSSION:
Purpose
Construction Contract $
Construction Contingency $
Printing & Incidentals $
Total: $
Amount
944,703.00
93,997.00
2,000.00
1,040,700.00
As part of the Facilities Maintenance Master Plan (FMMP), City facilities were recently
inspected and scheduled for necessary capital maintenance. Both the Police
Headquarters and Fire Station #3 roofs were identified for replacement. Initially,
individual bids were obtained independently from the Garland Company, Inc. for these
two separate projects using U.S. Communities contract pricing. After further
discussions with the Garland Company, staff was able to combine the work under one
single contract. By combining the Police Department Headquarters and Fire Station #3
projects as a single contract with the Garland Company, the City was able to take
advantage of economic scale and mobilization cost reductions and obtain additional
overall savings.
The roofs for each building were installed 40 years ago and are at the end of their
serviceable lives. This contract will consist of removing and disposing of existing
roofing; installing new roof systems; and completing other incidental items in place as
required by the contract documents. Upon completion of the contract, the entire roofing
systems will be replaced and provided a 30 -year warranty. The Contractor will have 80
consecutive working days to complete the work. Garland possesses a California State
Contractors License Classification "B" as required by the project.
Replacing a roof on the Police Headquarters is an especially complex task. The
building is staffed at all times and cannot be closed during construction; all personnel
working on site must have a background check; the roof has approximately 145
penetrations consisting of HVAC units, roof drains, and vents; maintains a 2,000 square
foot helideck; supports established duct and conduit assemblies; incorporates a 560
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Police Headquarters and Fire Station No. 3 Roofing Project
— Award of Contract No.
8211-1 (17F02)
October 25, 2016
Page 3
foot site screen around the building and serves several radio transmitting structures. All
these items add to the complexity of this project and ultimately the cost.
Instead of the traditional design -bid -build project delivery approach, staff determined
that it would be more economical and efficient to select a contractor using a U.S.
Communities government purchasing agreement. U.S. Communities is a nonprofit
government purchasing cooperative that reduces the cost of goods and services by
combining the purchasing power of public participating agencies. This is accomplished
through the award of competitively solicited contracts for products and services.. The
contracts provide for use not only by the lead public agency, but also by other public
agencies participating in U.S. Communities.
Public agencies accessing U.S. Communities consent to a Master Intergovernmental
Cooperative Purchasing Agreement with the various lead public agencies that have
competitively solicited and awarded available contracts. The City benefits from the
reduced pricing made possible by these large volume, national contracts and has
successfully used this type of purchasing mechanism for several products and service
purchases. The proposal for this contract was determined using unit pricing from the
US Communities contract.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California
Environmental Quality Act (CEQA) pursuant to Class 2 Section 15302(c) (replacement
or reconstruction of existing utility systems and/or facilities involving negligible or no
expansion of capacity) of the CEQA Guidelines, California Code of Regulations, Title
14, Chapter 3, because it has no potential to have a significant effect on the
environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Location Map
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ADQUARTERS.
FIRE STATIO
#3
POLICE HEADQUARTERS AND
FIRE STATION #3 ROOFING PROJECT
(17F02)
LOCATION MAP
ATTACHMENT A
NOT TO SCALE
PROJECT LIMITS
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
C-8211-1 10/25/16
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