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Home My WebLink About2023-10-10; Municipal Water District; ; Accept Bids and Award Contract to Sylvester Roofing Company, Inc. for the Carlsbad Water Recycling Facility Roof Replacement ProjectCA Review GH Meeting Date: Oct. 10, 2023 To: President and Board Members From: Scott Chadwick, Executive Manager Staff Contact: Molly Amendt, Senior Engineer molly.amendt@carlsbadca.gov, 760-573-3368 Dave Padilla, District Engineer dave.padilla@carlsbadca.gov, 442-339-2356 Subject: Accept Bids and Award Contract to Sylvester Roofing Company, Inc. for the Carlsbad Water Recycling Facility Roof Replacement Project District: 3 Recommended Action Adopt a resolution accepting the bids and awarding a contract to Sylvester Roofing Company, Inc. for the Carlsbad Water Recycling Facility Roof Replacement Project in an amount not to exceed $387,931 and appropriating $168,024 from the Recycled Water Replacement Fund to Capital Improvement Program Project No. 4749. Executive Summary The Carlsbad Water Recycling Facility, at 6220 Avenida Encinas, as shown in Exhibit 2, requires a new roof. Plans and specifications for the Carlsbad Water Recycling Facility Roof Replacement project, Capital Improvement Program Project No. 4749, were formally bid, and staff have determined Sylvester Roofing Company is the lowest responsive and responsible bidder with a bid in an amount of $387,931. Staff request the Carlsbad Municipal Water District, or CMWD, Board of Directors’ acceptance of bids and award of contract to Sylvester Roofing Company, Inc. Carlsbad Municipal Code Section 3.28.080(C) and Section 3.28.080(I)(6), which cover purchasing for construction contracts, require the CMWD Board’s approval for all formally bid contracts when the value exceeds $200,000, making the project subject to this requirement. Explanation & Analysis On July 25, 2023, the CMWD Board adopted Resolution No. 1713, approving the plans and specifications and authorizing advertising for construction bids. The project was then advertised using the water district’s formal bidding procedures. Oct. 10, 2023 Item #3 Page 1 of 6 The scope of the project includes replacing the existing low-slope roofing with a single-ply membrane, replacing the existing standing seam metal roof with a new standing seam metal roof and replacing rooftop electrical equipment and mechanical ductwork. Staff received seven bids for construction of the project on Aug. 24, 2023. Staff completed review of the bids received and determined that Sylvester Roofing Company, Inc. is the lowest responsive and responsible bidder with a bid amount of $387,931. Staff recommend accepting the bids and awarding the construction contract to Sylvester Roofing Company, Inc. for the project in an amount not to exceed $387,931. Additionally, staff recommend that the CMWD Board authorize the City Manager or designee to appropriate an additional $168,024 from the Recycled Water Replacement Fund to cover the remaining costs. Fiscal Analysis Capital Improvement Program Project No. 4749 is funded by the Recycled Water Replacement Fund. The total cost of project is estimated to be $456,931. An additional appropriation in the amount of $168,024 from the Recycled Water Replacement Fund is necessary to complete the project. Sufficient funds are available in the fund to support the requested action. Carlsbad Water Recycling Facility Roof Replacement Project Capital Improvement Program Project No. 4749 Total appropriation to date $381,000 Total expenditures/encumbrances to date -$92,093 Total available funding $288,907 Additional project costs Construction contract – Sylvester Roofing Company , Inc. -$387,931 Construction contingency (estimated) -$39,000 Construction management, inspection and testing (estimated) -$30,000 Total estimated construction costs -$456,931 Additional appropriation requested $168,024 Carlsbad Municipal Code sections 3.28.040(C)(5) and 3.28.090(B) allow for the CMWD Board to authorize the Executive Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which for this project is $39,000. Next Steps Once the CMWD Board accepts the bids and awards the construction contract to Sylvester Roofing Company, Inc., staff will issue a purchase order, schedule a pre-construction meeting with the company and issue a notice to proceed for construction of the project. Oct. 10, 2023 Item #3 Page 2 of 6 The duration of the construction contract is approximately three months, not including rain days and delays from change orders that may extend the contract duration. Once the project is completed, which is expected to be in early 2024, a notice of completion to release bonds issued for the project will be recorded. Environmental Evaluation The City Planner, through the process outlined in Carlsbad Municipal Code Section 19.04.060, has determined that the project to replace the Carlsbad Water Recycling Facility roof belongs to a class of projects that the state Secretary for Natural Resources has found do not have a significant impact on the environment, and it is therefore categorically exempt from the requirement for the preparation of environmental documents in accordance with Section 15301 (d) of the California Environmental Quality Act Guidelines. In making this determination, the City Planner has found that the exceptions listed in Section 15300.2 of the state CEQA Guidelines do not apply to this project. The project is consistent with the Class 1 exemption in Section 15301 (d) because it consists of maintenance of public facilities, such as the restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety. Exhibits 1. CMWD Board resolution 2. Location map Oct. 10, 2023 Item #3 Page 3 of 6 RESOLUTION N_O. 1718 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING THE BIDS AND AWARDING A CONTRACT TO SYLVESTER ROOFING COMPANY, INC. FOR THE CARLSBAD WATER RECYCLING FACILITY ROOF REPLACEMENT PROJECT IN AN AMOUNT NOT TO EXCEED $387,931 AND APPROPRIATING $168,024 FROM THE RECYCLED WATER REPLACEMENT FUND TO CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 4749 WHEREAS, the Carlsbad Municipal Water District, or CMWD, Board of Directors of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to construct the Carlsbad Water Recycling Facility Roof Replacement, Capital Improvement Program Project No. 4749, or project; and WHEREAS, on July 25, 2023, the CMWD Board adopted Resolution No. 1713, approving the plans and specifications and authorizing advertisement of the project for construction bids; and WHEREAS, on Aug. 24, 2023, staff received seven bids for construction of the project; and WHEREAS, Sylvester Roofing Company, Inc., submitted the lowest responsive and responsible bid to construct the project in an amount not to exceed $387,931; and WHEREAS, the Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(1)(6) require the CMWD Board to award all formally bid contracts when the value exceeds $200,000, and therefore, the project is subject to this requirement; and WHEREAS, the Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(8) authorize the Executive Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which is $39,000; and WHEREAS, the project requires an additional appropriation of $168,024 from the Recycled Water Replacement Fund; and WHEREAS, the City Planner has determined that the project is exempt from the California Environmental Quality Act, or CEQA, under CEQA Guidelines Section 15301(d) Class 1 because it consists of maintenance of public facilities, such as the restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety. Exhibit 1 Oct. 10, 2023 Item #3 Page 4 of 6 NOW, THEREFORE, BE IT RESOLVED by the CMWD Board of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That the low bid of $387,931 submitted by Sylvester Roofing Company, Inc., for the Carlsbad Water Recycling Facility Roof Replacement project is accepted, and the Board President is authorized and directed to execute the contract for the project. 3.That the Executive Manager or designee, is authorized and directed to appropriate and transfer $168,024 from the Recycled Water Replacement Fund to the Carlsbad Water Recycling Facility Roof Replacement Project, CIP Project No. 4749. 4.That the Executive Manager or designee is hereby authorized to approve construction change orders up to $39,000 for this project. 5.That the award of this contract is contingent upon Sylvester Roofing Company, Inc., executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 calendar days after adoption of this Resolution. The Executive Manager may grant reasonable extensions of time to execute the contract and assemble the required bonds and insurance policies. PASSED, APPROVED AND ADOPTED at a Special Meeting of the Board of Directors of the Carlsbad Municipal Water District of the City of Carlsbad on the 10th day of Oct., 2023, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: Blackburn, Bhat-Patel, Acosta, Burkholder. None. None. Luna. ,,,,,1111,,,,, ,,' c,\PAL i.. ,,, ,' �� ... •······'!,f� .,., :: � .. /�o � ;:• •. � "-:. -,... .� '<;' .-,. ; --:<3 ... \C); -:�:er:i:m= ::. �:.o :;;J = -:. �:-.. " ,._,-/;::-::: ".-., �•• •.• ◄llFOI'":.••· "', .:: ;, " ••····••• ,,' ,, ,, ,,,,,, .. ,,,,,, l KEITH BLACKBURN, President SHERRY FREISINGER, Secretary (SEAL) � Oct. 10, 2023 Item #3 Page 5 of 6 A V E N I D A E N C I N A S 6220 AVENIDAENCINAS Copyright nearmap LOCATION MAP $!Å **#5$ **#5$·|}þ78 VISTA ENCINITAS SAN MARCOS S.D.COUNTYOCEANSIDE PACIFICOCEAN PAL OMARAIRPO R T R D T AMARA C KAV LA COSTA AV P OINS ETTIA LN MELROS E D R C A R L S B A D B L ELCAMI N O REAL C ARLS B A D VILLAGEDR RA N CHOSANT A FERD FARAD A YAV C O LLEG E BL AL G A R D CAN N ON R D SITE LOCATION $!Å Exhibit 2 PROJECT NAME EXHIBIT2CARLSBAD WATER RECYCLINGFACILITY ROOF REPLACEMENT Created By: Sara Jadhav 4/3/2023 J:\SaraJadhav_Customers\MollyAmendt\FacilitiesProjects\LocationMap-4749.mxd PROJECTNUMBER4749 Oct. 10, 2023 Item #3 Page 6 of 6