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Home My WebLink About2016-02-23; City Council; 22221; Ratify advertisement for bids for Dove Library roof repair, accept bids and award contract, Project No. 4030, to Commercial Waterproofing Systems, Inc. dba ERC Roofing and Waterproofing, in the amount of $326,600 CITY OF CARLSBAD AGENDA BILL AB# 22,221 RATIFY ADVERTISEMENT FOR BIDS FOR DOVE LIBRARY ROOF REPAIR AND ACCEPT BIDS AND AWARD CONTRACT FOR THE DOVE LIBRARY ROOF REPAIR, PROJECT NO. 4030, TO COMMERCIAL WATERPROOFING SYSTEMS, INC. DBA ERC ROOFING AND WATERPROOFING, IN THE AMOUNT OF $326,600. DEPT. DIRECTO rr MTG. 2-23-16 CITY ATTY. DEPT. PW-PEM CITY MGR. RECOMMENDED ACTION: Adopt Resolution No. 2016-035 ratifying the advertisement for bids for the Dove Library roof repair and accepting bids and awarding a contract to Commercial Waterproofing Systems, Inc. dba ERC Roofing and Waterproofing, in the amount of $326,600 for the Dove Library Roof Repair, Project No. 4030. ITEM EXPLANATION: City Council adopted Resolution No. 2015-309 on Dec. 15, 2015, approving the plans and specifications for the construction of various roof replacement/repair projects and authorizing the bid advertisement for this work. This work was identified in the FY2015-16 Capital Improvement Program as necessary at the Dove Library, Safety Center, Faraday Building and City Hall. At that time, staff intended to advertise the four projects together and award them to a single contractor, as stated in Agenda Bill 22,168. Since then, it has become apparent that some of the plans and specifications previously presented as being complete require further revisions to the necessary scope of work at each building. Additionally, construction work which has been proceeding under a separate contract for the interior renovation of the Cole and Dove Libraries has proceeded steadily toward completion at the Cole Library and is starting this month at the Dove Library. Given the urgency for proceeding with the roof repair work at the Dove Library while the library is still temporarily shut down, staff issued a request for bids on Jan. 7, 2016, in order to proceed only with the Dove Library roof repair work. Staff therefore requests that council ratify this change to their previous authorization of the plans and specifications for the four roof projects to be advertised for bid as one project. Staff intends to also advertise the other three roof replacement/repair projects (Safety Center, Faraday Building, and City Hall) independently, and to present them to council via separate Agenda Bills. These Agenda Bills will be created to accept the bids and award each roof repair/replacement DEPARTMENT CONTACT: Steven Stewart 760-602-7543 Steven.StewartPcarlsbadca.gov FOR CLERK USE. COUNCIL ACTION: APPROVED DENIED 0 CONTINUED 0 WITHDRAWN 0 AMENDED 0 CONTINUED TO DATE SPECIFIC 0 CONTINUED TO DATE UNKNOWN 0 RETURNED TO STAFF 0 OTHER— SEE MINUTES 0 REPORT RECEIVED 0 1 Dove Library Roof Repair Award of Contract 2/23/16 Page 2 of 3 project because there is other construction work that has been authorized and must be coordinated at each building that involves roof top ventilation equipment and/or roof access. It is more prudent to coordinate construction work on a building/site specific basis rather than on a work trade specific basis when there is other significant construction work to be done. At the Dove Library, the top surface of the existing roofing system is showing signs of deterioration, as pointed out in an independent roofing evaluation. Since the roof is still in good condition underneath the top surface, the scope of this project is to apply a new roof membrane system without removing the existing roofing system. This approach has been recommended by the roofing material manufacturer as a means to achieve a roofing system that will be warranted for 20 years, at the least cost to the city. An Engineer's Estimate of the construction cost for the Dove Library roof repair was prepared by the Cummings Corporation and totaled $402,000. On Feb. 8, 2016, eight sealed bids were received for the construction of the project as shown on the following table. CONTRACTOR TOTAL BID 1. ERC Roofing and Waterproofing $326,600 2. A Good Roofer, Inc. $369,190 3. Best Contracting Services, Inc. $376,200 4. Letner Roofing Company $376,933 5. Roof Construction Chambers $393,428 6. Universal Coatings, Inc. $449,900 7. Brazos Urethane $473,069 8. Western Specialty Contractors $599,500 Commercial Waterproofing Systems, Inc. dba ERC Roofing and Waterproofing (ERC) submitted the lowest bid in the amount of $326,600. Staff have completed their review of the contract documents and have determined that ERC is the confirmed low bidder and their bid documents are responsive. Though there was a discrepancy in that the contractor acknowledged receipt of Addendum 2 but not Addendum 1, staff believes this discrepancy to be inconsequential because Addendum 1 made minor changes to the project such as changing the title from "Dove Library Roof Replacement" to "Dove Library Roof Repair," and amending related technical specifications that would not affect the project cost. ERC's bid substantially conformed to the requirements in the advertisement for bids and the variance did not affect the amount of ERC's bid or give ERC an advantage or benefit not allowed to other bidders. Thus, staff recommends that City Council waive this minor irregularity pursuant to Carlsbad Municipal Code section 3.28.080(G)(3) and that ERC be awarded the contract. 2 Dove Library Roof Repair Award of Contract 2/23/16 Page 3 of 3 FISCAL IMPACT: The following table shows a breakdown of the project costs including the current status of the funding sources: TABLE 1— PROJECT CONSTRUCTION COST ESTIMATE ESTIMATED COSTS DOVE LIBRARY ROOF REPAIR PROJECT, PROJECT NO. 4030 Construction Contract $326,600 Construction Contingency $42,000 Construction Management, Inspection, and Material Testing $33,400 TOTAL ESTIMATED CONSTRUCTION COSTS $402,000 Current Appropriation (General Capital Construction Fund) $402,000 Current Expenditures/Encumbrances $0 TOTAL AVAILABLE DOVE LIBRARY RENOVATION PROJECT, PROJECT NO. 4030 $402,000 ADDITIONAL APPROPRIATION REQUIRED None There are sufficient funds available to complete the roof repair project, as shown above. The funds to be used on this project are available in the Dove Library Renovation Project, as part of the Capital Improvement Program for FY 2015-16. ENVIRONMENTAL IMPACT: The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(d) — restoration of rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety, involving negligible or no expansion of use. PUBLIC NOTIFICATION: None required. EXHIBITS: 1. Resolution No. 2016-035 ratifying the advertisement for bids for the Dove Library Roof Repair and accepting bids and awarding a contract to Commercial Waterproofing Systems, Inc. dba ERC Roofing and Waterproofing, in the amount of $326,600 for the Dove Library Roof Repair, Project No. 4030 2. Location Map 3 Ii RESOLUTION NO. 2016-035 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, RATIFYING THE ADVERTISEMENT FOR BIDS FOR DOVE LIBRARY ROOF REPAIR AND ACCEPTING BIDS AND AWARDING THE CONTRACT TO COMMERCIAL WATERPROOFING SYSTEMS, INC. DBA ERC ROOFING AND WATERPROOFING IN THE AMOUNT OF $326,600 FOR THE DOVE LIBRARY ROOF REPAIR, PROJECT NO. 4030. WHEREAS, the City Council of the City of Carlsbad, California has determined that it is necessary, desirable, and in the public's best interest to repair the roofing system at the Dove Library; and WHEREAS, on Dec. 15, 2015, the City Council of the City of Carlsbad approved plans and specifications for the repair of the roofing system at the Dove Library, Project No. 4030, and authorized the advertisement for bids on that project along with roof repair/replacement projects at the Safety Center (Project No. 4715), Faraday Building (Project No. 4720), and City Hall (Project No. 4718); and WHEREAS, since Dec. 15, 2015, construction work under a separate contract for the interior renovation of the Cole and Dove Libraries has proceeded steadily toward completion at the Cole Library and is starting this month at the Dove Library, in coordination with a specific window of time for the library to be shut down, staff therefore issued a request for bids on Jan. 7, 2016, for the Dove Library roof repair; and WHEREAS, eight sealed bids were received on Feb. 8, 2016 by the City of Carlsbad for the Dove Library Roof Repair, Project No. 4030; and WHEREAS, the lowest responsive and responsible bid to construct said project was submitted by Commercial Waterproofing Systems, Inc. dba ERC Roofing And Waterproofing (ERC) in the amount of $326,600; and 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 WHEREAS, ERC's bid contained a minor irregularity in failing to acknowledge receipt of Addendum 1, which made minor changes to the project such as changing the title of the project from a roof replacement to repair, and amending related technical specifications that would not affect project cost, such that ERC's bid substantially conformed to the requirements in the advertisement for bids and the minor irregularity did not give ERC an advantage over other bidders; and WHEREAS, there are sufficient funds available in the Capital Improvement Program to complete the project; and WHEREAS, subsection 3.28.040(C)(5) of the Carlsbad Municipal Code authorizes the City Manager to approve change orders in the amount equal to the contingency set at the time of project award. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the advertisement for bids for the Dove Library Roof Repair, Project No. 4030, on Jan. 7, 2016, is ratified. 3. That the minor irregularity in the low bid of failing to acknowledge Addendum 1 is waived pursuant to Carlsbad Municipal Code section 3.28.080(G)(3). 4. That the low bid of $326,600 submitted by Commercial Waterproofing Systems, Inc. dba ERC Roofing And Waterproofing for the Dove Library Roof Repair, Project No. 4030 is accepted and the Mayor is hereby authorized to execute a contract for this project. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 5. That the City Manager is hereby authorized to approve construction change orders up to $42,000 for the Dove Library Roof Repair, Project No. 4030. 6. That the award of this contract is contingent upon the bidder submitting the lowest responsible bid, executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 days of adoption of this resolution. The City Manager may grant reasonable extensions of time. 1 2 3 4 5 6 7 8 // 9 /- 10 /1 11 /- 12 /- 13 /- 14 /I 15 /I 16 /- 17 /- 18 /- 19 /- 20 /- 21 /- 22 /- 23 /- 24 /I 25 /I 26 /- 27 /- 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 23rd day of February 2016, by the following vote to wit: AYES: Council Members Hall, Wood, Schumacher, Blackburn, Packard. NOES: None. ABSENT: None. 417 MATT ALL, Mayor ATTEST: BARBARA ENGLESON, C Clerk (SEAL) 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 DOVE LIBRARY SITE EXHIBIT COLE LIBRARY LIBRARY SITE X\cS\ PKWY. \. CITY OF OCEANSIDE HIGHWAY 78 COLE LIBRARY SITE NOT TO SCALE 41:4016 044 VhilACPINITY NOT TO SCALE V.110111k CITY OF VISTA 8144p litAlig. 44 1 SP CITY OF ENCINITAS DOVE LIBRARY SITE PACIFIC OCEAN CITY OF SAN MARCOS PROJECT NAME DOVE LIBRARY RENOVATIONS AND COLE LIBRARY RENOVATIONS PLOTTED BY. son EVANS PLOT DATE 647/14 PATH: D: ISCELLANEOUS\LOCA TION MAPS\40301_40201-DOVE-COLE.DWG PROJECT NUMBER 40301, 47061 (DOVE) 40201, 47051 (COLE)