HomeMy WebLinkAbout2020-09-22; City Council; ; Acceptance of Bids, Award of Contract to SD Remodeling, Inc., and Additional Appropriation of Funding for the New Village Arts Building Roof and Exterior Refurbishment PrMeeting Date: Sept. 22, 2020
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: John Maashoff, Public Works Manager
John.maashoff@carlsbadca.gov, 760-802-7807
Subject: Acceptance of Bids, Award of Contract to SD Remodeling, Inc., and
Additional Appropriation of Funding for the New Village Arts Building Roof
and Exterior Refurbishment Project
Recommended Action
Adopt a resolution accepting bids, awarding a contract to SD Remodeling, Inc. in an amount not
to exceed $177,800 and authorizing additional appropriation in an amount of $60,000 for
construction of the New Village Arts Building Roof and Exterior Refurbishment Project, Capital
Improvement Program Project No. 4739.
Executive Summary
This project will replace the asphalt shingle roof and exterior siding on the west wall of the city-
owned property at 2787 State Street. The city currently leases the building to New Village Arts,
a nonprofit theater group that has operated a theater in the city-owned property since 2006.
Carlsbad Municipal Code sections 3.28.080(C) and 3.28.080(I)(6) require the City Council to
award all formally bid contracts when the value exceeds $200,000. The construction contract,
including authorized contingency, is in an amount not to exceed $227,800, so this project is
subject to this requirement.
Staff recommends accepting these bids and awarding a contract to SD Remodeling, Inc.
Discussion
The building roof consists of a flat built-up roof and a pitched asphalt shingle roof. A 2012
assessment of the building’s condition done by the Faithful+Gould consulting firm
recommended the city schedule replacing the flat built-up roof in 2014 and the pitched asphalt
shingle roof and skylights in 2020. The flat built-up roof was refurbished in 2016, and the
pitched asphalt shingle roof was last refurbished around 1995.
Recent roof leaks during rain storms and recent annual roof inspections and condition
assessments performed by Weatherproofing Technologies, Inc. under contract with the city
confirmed the existing asphalt shingle roof has reached the end of its useful life and needs
replacement.
The City Council approved plans and specifications for the project on July 28, 2020, and
authorized staff to formally offer it for bids. The request for bids was posted on July 31, 2020,
and a mandatory pre-bid meeting was held on Aug. 11, 2020. On Aug. 31, 2020, the bid closing
date, staff received nine bids from prospective contractors. Staff have completed review of the
CA Review RMC
Sept. 22, 2020 Item #5 Page 1 of 6
bid documents and determined that SD Remodeling, Inc. is the lowest responsive and
responsible bidder. SD Remodeling’s bid meets the requirements of the bidding documents and
the company submitted a list of similar projects to show its capability and qualification to
perform the specified work.
The contract documents for construction contain general performance standards and reference
technical specifications, which if not met, allow the city to withhold payment. The contract
documents also require the contractor to provide the city with a one-year warranty period for
the work performed.
Fiscal Analysis
A summary of estimated construction costs and available funds is shown below:
NEW VILLAGE ARTS BUILDING ROOF AND EXTERIOR REFURBISHMENT,
CIP PROJECT NO. 4739
Project appropriation to date - Infrastructure Replacement Fund $253,626
Project expenditures/encumbrances to date $49,570
TOTAL AVAILABLE FUNDING - CIP PROJECT NO. 4739 $204,056
Construction contract $177,800
Construction contingency (estimated) $50,000
Construction management, inspection, material testing and
communications services (estimated) $36,256
TOTAL ESTIMATED CONSTRUCTION COSTS - CIP PROJECT NO. 4739 $264,056
PROJECT ESTIMATED REMAINING BALANCE ($60,000)
ADDITIONAL APPROPRIATION NEEDED $60,000
Staff anticipates an additional $60,000 will be needed to complete the project. These additional
funds will pay for construction costs and consultant services in construction management,
inspection, materials testing, engineering and associated staff support. This additional funding
is available in the Infrastructure Replacement Fund.
Next Steps
Once contract documents are fully executed, staff will issue a purchase order, schedule a pre-
construction meeting with SD Remodeling and issue a notice to proceed with construction of
the project. Construction is scheduled to begin in late fall 2020. The duration of the
construction contract is 60 working days, exclusive of rain days and change orders that may
extend the contract duration. Construction will be coordinated with New Village Arts’
performance schedule, as necessary.
Environmental Evaluation (CEQA)
The Project is exempt from the California Environmental Quality Act under State CEQA
Guidelines Section 15301(a), which exempts projects involving negligible or no expansion of use
including exterior alterations.
Sept. 22, 2020 Item #5 Page 2 of 6
Public Notification
Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was
available for public viewing and review at least 72 hours before the scheduled meeting date.
Before the start of construction, the public will be notified of construction activities through
signage, email messages, the city’s website and other city communication channels. The
construction contractor will also be required to notify the public of construction activities via
door hangers, as necessary.
Exhibits
1. Resolution
2. Location map
Sept. 22, 2020 Item #5 Page 3 of 6
Sept. 22, 2020 Item #5 Page 4 of 6
RESOLUTION NO. 2020-192
A RESOLUTION OF THE CllY COUNCIL OF THE CllY OF CARLSBAD,
CALIFORNIA, ACCEPTING BIDS, AWARDING A CONT~ACT TO SD
REMODELING, INC., AND AUTHORIZATION FOR ADDITIONAL
APPROPRIATION FOR CONSTRUCTION OF THE NEW VILLAGE ARTS (NVA}
BUILDING ROOF AND EXTERIOR REFURBISHMENT PROJECT, CAPITAL
IMPROVEMENT PROGRAM (CIP} PROJECT NO. 4739 (PROJECT}.
WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary,
desirable and in the public interest to construct the Project; and
WHEREAS, on July 28, 2020, the City Council adopted Resolution No. 2020-160 approving plans
and specifications and authorizing advertisement for bids for construction of the Project; and
WHEREAS, on Aug. 31, 2020, nine sealed bids were received for construction of the Project; and
WHEREAS, SD Remodeling, Inc., submitted the lowest responsive and responsible bid to
construct the Project in an amount of $177,800; and
WHEREAS, the anticipated construction costs exceed the project amount currently
appropriated and an addition_al appropriation in the amount of.$60,000 is necessary to complete the
Project; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C)(5} and 3.28.090(8} authorize the city
manager to approve change orders in an amount equal to the contingency set at the time of Project
award; and
WHEREAS, the Project is exempt from the California Environmental Quality Act (CEQA) per State
CEQA Guidelines Sections 15301(a) which exempts projects involving negligible or no expansion of use
including exterior alterations.
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 low bid of $177,800 submitted by SD Remodeling, Inc., for construction of the
Project, is accepted and the mayor is hereby authorized to execute a contract for the
Project.
3. That the Project is exempt from the California Environmental Quality Act (CEQA) per
State CEQA Guidelines Sections 15301{a) which exempts projects involving negligible or
no expansion of µse including exterior alterations.
Sept. 22, 2020 Item #5 Page 5 of 6
4. That the deputy city manager, administrative services, or designee, is hereby authorized
and directed to appropriate additional funds to the Project in the amount of$60,000.
5. That the city manager or designee is hereby authorized to approve construction change
orders up to the amount of $50,000 for the Project.
6. That the award of this contract is contingent upon SD Remodeling, Inc., 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.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 22nd day of September 2020, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher.
NAYS: None.
ABSENT: None.
MATT HALL, Mayor
.r, cJtf~, /iedor G,mez O,,pv,-,,
r,r BARBARA ENGLESON, cfty Clerk / C; j v
(SEAL} CI t!',<
NEW VILLAGE ARTS ROOF AND
EXTERIOR REFURBISHMENT PROJECT 4739 2
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Exhibit 2
Sept. 22, 2020 Item #5 Page 6 of 6
LOCATION MAP
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NOT TO SCALE
PROJECT NAME PROJECT EXHIBIT
NUMBER
PLOTTED BY: SCOTT EVANS PLOT DATE:6/J0/20 PA1H:D: \IDIPORARY\47J9.DM.
John Maashoff, Public Works Manager
September 22, 2020
New Village Arts Building Roof and
Exterior Refurbishment Project
1
Recommendation
Adopt a resolution:
•Accepting Bids
•Award a contract to SD Remodeling, Inc. in an amount not to
exceed $177,800
•Authorizing additional appropriation in an amount of $60,000
for construction of the New Village Arts Building Roof and
Exterior Refurbishment Project, Capital Improvement Program
Project No. 4739.
Background
•City-owned building located at 2787 State Street
•Leased to New Village Arts, a California tax-exempt nonprofit public benefit corporation
•The building contains two types of roofing materials, a flat membrane roof and a sloped asphalt shingle roof. The building siding is a combination of wood and corrugated metal
3
Background
4
Background
•A 2012 facility condition assessment identified the probable need to replace the asphalt shingle roof in 2020
•Annual inspections, and observed leaks during weather events, confirm the roof and west wall siding are in need of replacement
•Capital Improvement Program (CIP) Project No. 4739 was authorized in the fiscal year 2017-18 budget
5
Project Status
•The scope of the project included into the CIP was to re-roof and refurbish the west and south side of the building
•Refurbishment of south side of the building was deferred per discussions with New Village Arts
•Permit ready plans and specifications to replace the roof and siding on the west side of the building are complete
6
Project Status
•On July 28, 2020, Council adopted Resolution 2020-160 approving the project plans and specifications and authorizing the clerk to advertise for bids
•The project was advertised for bid on July 31, 2020
•Staff received nine bids on August 11, 2020, the bid closing date
•SD Remodeling, Inc., has been identified as the lowest responsive and responsible bidder
7
Fiscal Analysis
•Current Available funding $204,056
•Estimated construction costs including inspection,
testing and contingency $264,056
•Staff is requesting an additional appropriation of $60,000 (Infrastructure Replacement Fund)
8
Recommendation
Adopt a resolution:
•Accepting Bids
•Award a contract to SD Remodeling, Inc. in an amount not to
exceed $177,800
•Authorizing additional appropriation in an amount of $60,000
for construction of the New Village Arts Building Roof and
Exterior Refurbishment Project, Capital Improvement Program
Project No. 4739.
Thank you
10