HomeMy WebLinkAbout2024-05-21; City Council; ; Purchase of Roofing Materials, Acceptance of Bids and Award of a Contract to Commercial & Industrial Roofing Co. Inc. for the Las Palmas Roof Replacement Project and AddiCA Review GH
Meeting Date: May 21, 2024
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: John Maashoff, Public Works Manager
john.maashoff@carlsbadca.gov, 442-339-2856
Subject: Purchase of Roofing Materials, Acceptance of Bids and Award of a
Contract to Commercial & Industrial Roofing Co. Inc. for the Las Palmas
Roof Replacement Project and Additional Appropriation
District: 2
Recommended Action
Adopt a resolution authorizing the purchase of roofing materials from Weatherproofing
Technologies, Inc., and accepting bids and awarding a contract to Commercial & Industrial
Roofing Co. Inc. for construction of the Las Palmas Roof Replacement Project, in an amount not
to exceed $294,952 and authorizing an additional appropriation in the amount of $130,000
from the Infrastructure Replacement Fund for construction of the project.
Executive Summary
The Las Palmas building, located at 2075 Las Palmas Drive, as shown in Exhibit 2, is a city-owned
property leased to Mira Costa College for its Technology Career Institute programs. The five-
year lease agreement was entered into on Sept. 22, 2021.
Built in 1986, the Las Palmas building’s roof is now leaking and is in need of replacement. This
action would authorize the purchase of roofing materials necessary to replace the roof, accept
bids and award a construction contract to the lowest responsive and responsible bidder,
Commercial & Industrial Roofing Co. Inc. in an amount not to exceed $294,952, and authorize
an additional appropriation in the amount of $130,000 for construction of the project.
City Council approval is required for purchase of the roofing materials under Carlsbad Municipal
Code Section 3.28.050(D) because the cost of the materials is greater than $100,000.
Explanation & Analysis
The Facilities Maintenance Division coordinates routine preventive maintenance inspections on
all city facility roofs twice a year. In early 2020, the Las Palmas facility roof was found to have
chronic deficiencies and in need of replacement.
May 21, 2024 Item #2 Page 1 of 30
Staff have identified an opportunity to save on the cost of roofing materials by procuring them
directly from the manufacturer at a discounted price using a cooperative purchase agreement.
(California Multiple Award Schedules Offering No. 4-21-03-1001).1
The city’s Purchasing Officer has the authority under Carlsbad Municipal Code Section 3.28.100,
to join with other public or quasi-public agencies for purchase of goods when doing so would be
in the city’s best interest.
The Purchasing Officer has determined that it is in the city’s best interest to procure the roofing
materials through a cooperative agreement and approved a bidding exemption in a
memorandum dated March 25, 2024 (Exhibit 3).
The quote for materials from Weatherproofing Technologies attached to the Purchasing
Officer’s determination as Attachment 2, is based on the California Multiple Award Schedules
contract pricing and provides most of the products necessary to complete the project, resulting
in an estimated 25% savings in material costs. A copy of the contract is also in Exhibit 3.
Bidding process
•The City Council approving plans, specifications and construction documents for the Las
Palmas Roof Replacement Project on Nov. 14, 2023, and authorized the City Clerk to
publish a notice to contractors inviting bids for construction of the project. (Resolution
No. 2023-270)
•Staff advertised the project on Feb. 13, 2024, inviting bids using the city’s formal bidding
procedures.
•Staff received six bids for construction of the project on March 19, 2024.
•Staff reviewed the bid documents and determined that Commercial & Industrial Roofing
Co., Inc. is the lowest responsive and responsible bidder, with a bid in an amount of
$294,952.
Commercial & Industrial Roofing Co., Inc. was found to be responsive because its bid met the
requirements of the bidding documents, and responsible because it submitted a list of similar
projects to show its capability and qualifications to perform the specified work.
The bid from Commercial & Industrial Roofing Co., Inc., was found to have two minor
irregularities. The contractor acknowledged one addendum in the city’s notice inviting bids
(Addendum No. 1) but failed to include the bid form issued with the addendum, so the sum of
the individual bid items was $44.80 lower than the listed bid total. The bid form has since been
corrected. Both of the irregularities did not materially affect the company’s bid, and therefore
can be waived by the City Council.
Fiscal Analysis
The total cost of the project is estimated to be $629,582. An additional appropriation in the
amount of $130,000 from the Infrastructure Replacement fund is needed to complete the
project, as shown in the table below.
1 Cooperative purchasing is when an agency uses an existing procurement contract from another agency as the
justification and documentation to create its own contract to purchase the same or similar items or services
directly from the vendor. Government agencies often use such cooperatives to reduce their costs of procurement.
May 21, 2024 Item #2 Page 2 of 30
Las Palmas Roof Replacement Project
Capital Improvement Program Project No. 4752
Total appropriation to date $500,000
Total expenditures/encumbrances to date -$60,068
Total available balance $439,932
Construction contract – Commercial & Industrial Roofing Co. Inc. -$294,952
Construction contingency (15%) -$44,045
Construction materials– Weatherproofing Technologies Inc. -$220,517
Soft costs (estimated) – staff costs, material procurement & testing -$10,000
Remaining balance -$129,582
Additional appropriation requested (rounded) $130,000
Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the City 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 $44,045.
Next Steps
Once the City Council accepts the bids and awards the construction contract to Commercial &
Industrial Roofing Co., Inc., staff will issue a purchase order for procurement of the materials
and for the construction contract, schedule a pre-construction meeting, and issue a notice to
proceed for construction of the project, which is expected to commence in June 2024.
Delivery of the roofing materials is expected to take two months with an estimated delivery
date of mid-June 2024. The construction contract provides for four months to complete the
project. Upon successful completion of the project, which is expected to be by October 2024, a
notice of completion will be recorded to release bonds issued for the project.
Environmental Evaluation
The City Planner, through the process outlined in Carlsbad Municipal Code Section 19.04.060,
has determined that the project 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 California Environmental Quality Act
guidelines, which applies to the, restoration or rehabilitation of deteriorated or damaged
structures, facilities, or mechanical equipment.
In making this determination, the City Planner has found that the exceptions listed in Section
15300.2 of the 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.
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Exhibits
1.City Council resolution
2.Location map
3.Purchasing Officer’s memorandum dated March 25, 2024
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WHEREAS, on March 19, 2024, staff received six bids for construction of the project; and
WHEREAS, Commercial & Industrial Roofing Co. Inc. submitted the lowest responsive and
responsible bid to construct the project, in an amount of $294,952; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(1)(6), covering
purchasing in construction contracts, require the City Council to award all formally bid contracts when the
value exceeds $200,000; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.040{C)(5) and 3.28.090(B) authorize the
City Manager or designee to approve change orders in an amount equal to the contingency set at the
time of project award, which is $44,045 for the project; and
WHEREAS, an additional appropriation in the amount of $130,000 from the Infrastructure
Replacement Fund is requested for construction of the project; and
WHEREAS, the City Planner has determined that the project is exempt from the California
Environmental Quality Act, or CEQA, Guidelines Section 15301(d), which applies to the restoration or
rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet
current standards of public health and safety, and that no exception to the exemption as set forth in
CEQA Guidelines Section 15300.2 applies.
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 an exemption from the Purchasing Ordinance's competitive bidding requirements
for the purchase of project roofing materials per Carlsbad Municipal Code Section
3.28.100 is approved.
3. That the Mayor is authorized and directed to approve the procurement of the project
roofing materials from Weatherproofing Technologies, Inc. in the amount of $220,517
based on California Municipal Award Schedules Offering No. 4-21-03-1001 contract
pricing.
4. That the lowest responsible and responsive bid of $294,952 submitted by Commercial
& Industrial Roofing Co. Inc. for construction of the Las Palmas Roof Replacement
project is accepted, and the Mayor is hereby authorized to execute the contract for the
project.
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SITE LOCATION2075 Las Palmas Dr
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2075Las Palmas Drive
Exhibit 2
May 21, 2024 Item #2 Page 8 of 30
Exhibit 3
Public Work Branch
Fl t & Faciliti D partm nt
1635 Faraday Avenue ï Carlsbad, CA 92008 ï 442-339-2730 t
Memorandum
March 25, 2024
To: Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer
From: Steven Stewart, Municipal Projects Manager, Public Works
R : R qu t to Participat in Coop rativ Purcha ing Agr m nt with Cali ornia
D partm nt o G n ral S rvic Cali ornia Multipl Awarf Sch ful (CMAS)
The purpose of this memorandum is to request approval from the Finance Department to
participate in Cooperative Purchasing Agreements for the procurement of roofing materials in
the amount of $220,516.68 from Weatherproofing Technologies, Inc. for the Las Palmas Roof
Replacement CIP Project No. 4752 (Project).
Rational :
Carlsbad Municipal Code Section 3.28.100 allows for the city’s purchasing officer to join with
other public or quasi-public agencies in cooperative purchasing plans or programs for the
purchase of goods and/or services by contract, arrangement or agreement as allowed by law and
as determined by the purchasing officer to be in the city’s best interest. The roofing materials to
be used in the replacement of the Las Palmas roof are available for purchase through a
Cooperative Purchasing Agreement that was competitively sourced through the CMAS contract
No. 4-21-03-1001.
A copy of the CMAS contract is attached hereto as Attachment 1. The list of products and quoted
pricing dated January 31, 2024, revised March 7, 2024, is attached hereto as Attachment 2.
N xt St p :
With Finance Department approval, staff will seek City Council authorization to purchase most of
the roofing materials needed to complete the Project.
Approval to Proceed
________________________________________ ________________
Roxanne Muhlmeister, Date
Assistant Finance Director/Purchasing Officer
CC: Shea Sainz, Senior Contract Administrator
Eleida Felix Yackel, Senior Contract Administrator
3/25/2024
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Attachment 1
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Effective 1.1.2023
WEATHERPROOFING TECHNOLOGIES, INC. LINE ITEM PRICING Contract #4-21-03-1001 Supplement #3
CITY OF CARLSBAD LAS PALMAS BUILDING ROOF REPLACEMENT
QUOTE # 5056829
DATE: 1/31/2024 REVISED 3/7/2024
Bid Item
Number Description of Cost Factors Unit of Measure Price Quantity Project Amount
8533660FB503 TREMPLY KEE FB 60 MIL 72" x 80'ROL 2,596.27$ 51 132,409.77$
8533260 503 TREMPLY KEE 60 MIL 37" X 80'ROL 1,252.24$ 7 8,765.68$
8533180 501 TREMPLY KEE STRIP-IN 6" x 100'ROL 335.14$ 3 1,005.42$
8533222 805 TREMPLY KEE FB WB II BONDING ADHESIVE 5 EA 491.89$ 38 18,691.82$
8533200 805 TREMPLY KEE LV BONDING ADHESIVE 5 GL EA 520.47$ 3 1,561.41$
8533170 501 TREMPLY KEE T-JOINT COVERS 100/CS CS 277.99$ 2 555.98$
8533120 501 TREMPLY KEE UNIVERSAL CORNERS 20/CS CS 376.71$ 5 1,883.55$
8533110 501 TREMPLY KEE PIPE FLASHING 1"-6" 8/CS CS 531.72$ 1 531.72$
8533160 503 TREMPLY KEE 60 MIL NON-REINFD 24"X50'ROL 1,118.01$ 1 1,118.01$
876450 309 TREMSEAL PRO WHITE - 30 CTG/CS CS 405.29$ 2 810.58$
8533145 503 TREMPLY KEE PROTECT WALKWAY 30"X100' YLW ROL 3,420.70$ 3 10,262.10$
362300 304 LOW RISE FOAM INSULATION ADHESIVE 4/CS CS 382.77$ 50 19,138.50$
110001C SOLARGARD ACRYLIC SEALER 1 GAL EA 116.04$ 1 116.04$
8533200 805 TREMPLY KEE LV BONDING ADHESIVE 5 GL EA 520.47$ 3 1,561.41$
8533660 503 TREMPLY KEE 60 MIL 74" x 80'ROL 2,495.81$ 2 4,991.62$
8533260 503 TREMPLY KEE 60 MIL 37" X 80'ROL 1,252.24$ 1 1,252.24$
400 Additional and occasional services Roofing supplies Discount off Retail Price List % of Discount 13.4%204,655.85$
SUBTOTAL:204,655.85$
FREIGHT PREPAID & ADD:N/A
SUBTOTAL WITH FREIGHT ADDED:204,655.85$
STATE TAX 6.250%12,790.99$ COUNTY TAX 1.000%2,046.56$ LOCAL TAX 0.500%1,023.28$
**TOTAL PROJECT COST 220,516.68$
* Multiple proposals may not be combined into one Purchase Order or Contract due to Prevailing Wage laws.
Valid for 60 days. After that time, project conditions are subject to reassessment.
* The pricing contained in this proposal is based in part on site-specific conditions and unique circumstances presented on each individual project.
Attachment 2
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