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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. May 21, 2024 Item #2 Page 3 of 30 Exhibits 1.City Council resolution 2.Location map 3.Purchasing Officer’s memorandum dated March 25, 2024 May 21, 2024 Item #2 Page 4 of 30 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. May 21, 2024 Item #2 Page 6 of 30 AMBRO S IA L N CORTE DE LA PINA CORTE DE L A B E T O CASSIA RD CORTEDELNOGAL O W E N S A V LAS PALMAS DR C A M I N O V I D A R O B L E PALO M A R A I R P O R T R D YA R R O W D R Copyright nearmap LOCATION MAP PROJECT NAME EXHIBIT 3LAS PALMAS ROOF REPLACEMENT PROJECT $!Å **#5$ **#5$·|}þ78 VISTA ENCINITAS SAN MARCOS S.D. COUNTY OCEANSIDE PACIFICOCEAN T A M ARACKAV LACO STAAV POIN S E T TI A L N C A R L S B A D B L ELCA MIN O REALA V I A R APY ALGA R D CANNON R D Created By: Sara Jadhav 8/7/2023 J:\SaraJadhav_Customers\BrianBacardi\LasPalmasRoofReplacement\LocationMap-4752.mxd SITE LOCATION2075 Las Palmas Dr $!Å PROJECTNUMBER4752 2075Las Palmas Drive Exhibit 2 May 21, 2024 Item #2 Page 8 of 30 Exhibit 3 Public Work Branch Flt & Faciliti Dpartmnt 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: Rqut to Participat in Cooprativ Purchaing Agrmnt with Caliornia Dpartmnt o Gnral Srvic Caliornia Multipl Awarf Schful (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. Nxt Stp: 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 May 21, 2024 Item #2 Page 9 of 30 Attachment 1 May 21, 2024 Item #2 Page 10 of 30 May 21, 2024 Item #2 Page 11 of 30 May 21, 2024 Item #2 Page 12 of 30 May 21, 2024 Item #2 Page 13 of 30 May 21, 2024 Item #2 Page 14 of 30 May 21, 2024 Item #2 Page 15 of 30 May 21, 2024 Item #2 Page 16 of 30 May 21, 2024 Item #2 Page 17 of 30 May 21, 2024 Item #2 Page 18 of 30 May 21, 2024 Item #2 Page 19 of 30 May 21, 2024 Item #2 Page 20 of 30 May 21, 2024 Item #2 Page 21 of 30 May 21, 2024 Item #2 Page 22 of 30 May 21, 2024 Item #2 Page 23 of 30 May 21, 2024 Item #2 Page 24 of 30 May 21, 2024 Item #2 Page 25 of 30 May 21, 2024 Item #2 Page 26 of 30 May 21, 2024 Item #2 Page 27 of 30 May 21, 2024 Item #2 Page 28 of 30 May 21, 2024 Item #2 Page 29 of 30 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 May 21, 2024 Item #2 Page 30 of 30