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Home My WebLink About11 - Lifeguard Headquarters Roof ReplacementCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 11 September 28, 2010 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Fong Tse, Principal Civil Engineer 949 - 644 -3321 or ftse @newportbeachca.gov SUBJECT: LIFEGUARD HEADQUARTERS ROOF REPLACEMENT —AWARD OF CONTRACT NO. 4599 ISSUE: Staff requests City Council approval to award the Lifeguard Headquarters Roof Replacement Project to All Weather Roofing. RECOMMENDATIONS: Approve the project specifications. 2. Award Contract No. 4599 to All Weather Roofing for the Total Bid Price of $36,350.00 and authorize the Mayor and the City Clerk to execute the contract. 3. Establish an amount of $10,000.00 to cover the cost of unforeseen work. 4. Appropriate future California Emergency Management Agency (Cal EMA) grant revenues up to $47,350.00 into 2355 -489C to reimburse Fire /Lifeguards for the roof replacement costs. DISCUSSION: The Lifeguard Headquarters facility is currently protected from rain storms by a flat roof over the center portion of the building, a shingle roof over the remaining second floor, and a rock - on -tar roof over the first floor flat roof. While the existing shingle and rock -on -tar roofs continue to waterproof the building, the approximately 20 -year old flat roof has passed its service life. Said roof for a number of years has allowed storm water to penetrate through the building ceilings, forcing staff to deploy buckets and ice chests at numerous locations throughout both building floors to intercept and collect the rain water for disposal. Lifeguard Headquarters Roof Replacement Project Award of Contract No.4599 September 28, 2010 Page 2 Although this project is not a part of the FY10 -11 Capital Improvement Program, Fire Department and Public Works staffs moved forward with the contract documents and advertised the work for bids so that the building and staff will be protected against inclement weather. At 9:00 AM on September 9, 2010, the City Clerk opened and read the following bids for this project: BIDDER TOTAL BID AMOUNT Low All Weather Roofing $36,350.00 2 CABRAL Roofing & Weatherproofing $52,395.00* 3 Hanmi Building Services $55,850.00 4 Pacific Builders & Roofing $59,200.00 *The bid was read as $42,405.00 at bid opening The low total bid amount is approximately 34% lower than the Engineer's Estimate of $55,00.00 while the other received bids approximate the Engineer's Estimate. The low bidder, All Weather Roofing, possesses a California State Contractors License Classification "C39" as required by the project specifications. A check of All Weather's references indicates satisfactory completion of similar projects for other Southern California public agencies. This contract provides for roofing mastic asbestos abatement, making flat roof modifications for positive drainage, repairing water damaged framing and roof structures, installing a new 20 -year flat roof, replacing all existing shingle ridge caps, and making select (missing shingle) roof repairs for the Harbor Resources Division buildings on Harbor Island Drive. Pursuant to the Contract Specifications, All Weather has fifteen (15) consecutive working days to complete the work, but no later than November 30, 2010. If work completion is delayed beyond the November 30, 2010 deadline, the Contract stipulated a liquidated damages assessment in the amount $2,000 per calendar day. To ensure the building has been made water - tight, the Contract stipulated that the retention payment shall not be released until after one rain season has passed. Given that the Lifeguard Headquarters facility has experienced recurrent roof leaks for several years; the unknown extent of the sub - surface damages caused by said leaks; and staff's inability to remove the existing roofing materials to identify the scope of work required to repair said damages, staff requests City Council approval to establish an amount of $10,000.00 to cover the cost of unforeseen work. While a 10% contingency amount is sufficient for most construction projects where the scope of the work was well defined, staff feels that the uncertainties presented by this project could easily surpass the 10% threshold. Lifeguard Headquarters Roof Replacement Project Award of Contract No.4599 September 28, 2010 Page 3 ENVIRONMENTAL REVIEW AND PERMIT: This project is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 of the CEQA Guidelines. This exemption covers the minor alteration of existing public facilities with negligible expansion of the facilities in areas that are not environmentally sensitive. PUBLIC NOTICE: The Notice Inviting Bids was advertised in the City's official publication and in construction industry publications. Prior to starting work, two -City prepared notices will be distributed by the Contractor to residents within the project vicinity. The first notice will be distributed ten days before work in the area and the second notice 48 hours prior to starting work in the area. FUNDING AVAILABILITY: On January, 21, 2010, Acting Governor Edmund G. Brown Jr. proclaimed a state of emergency in Los Angeles, Orange, Riverside, San Francisco, and Siskiyou counties, due to a series of winter storms that brought high winds and significant amounts of precipitation statewide. The signed declaration makes state and local agencies, as well as certain private non- profit organizations in the declared counties, eligible to apply for state reimbursement for costs related to the implementation of emergency protective measures, debris removal, and the repair and restoration of public facilities damaged by the storms. The City of Newport Beach sustained over $400,000 in storm damage - related costs. Under current state law, the State of California covers up to 75 percent of the non - federal share for local government agencies. Local government agencies are responsible for the remaining 25 percent. The City's Emergency Services Coordinator applied for cost reimbursement for all eligible projects under this declaration, including the replacement of the Lifeguard Headquarters roof. We have received pre- authorization from the California Emergency Management Agency (Cal EMA) to replace the roof. Once the project is complete, we will submit all expenses related to the roof to Cal EMA for reimbursement to replenish the Fire - Lifeguards budget accounts used to pay for the work. Sufficient funds are available in the following account for this project: Account Description Fire /Lifeguards - Repairs /Maintenance Fire Operations - Repairs /Maintenance Proposed uses are as follows: Account Number Amount 2360 -8040 $ 31,000.00 2320 -8040 $ 16,350.00 Total: $ 47,350.00 Vendor Purpose Amount All Weather Roofing Construction Contract $ 36,350.00 All Weather Roofing Construction Contingency $ 10,000.00 Various Construction Support, Printing and Incidentals $ 1,000.00 Total: $ 47,350.00 Lifeguard Headquarters Roof Replacement Project Award of Contract No.4599 September 28, 2010 Page 4 Subm Fong;fse / / t' . Badum Principal i it Engineer ' P tc Works Director Attachments: Project Location Map 0� r A F � MCF PACED EN A, 9 T� G,pT ht 9p��fVgRa ry PROJECT LOCATION pq,AN LOCATION MAP NOT TO SCALE LIFEGUARD HEADQUARTERS ROOF REPLACEMENT C -4599