Rancho Palos Verdes City Council
   

APRIL 5, 2005 AUTHORIZATION FOR COUNCIL TO AWARD A CONTRACT FOR ROOFING REPLACEMENT PROJECT AT CITY HALL AND RYAN PARK TO LAVEY ROOFING SERVICES, INC. APRIL 5, 2005 AUTHORIZATION FOR COUNCIL TO AWARD A CONTRACT FOR ROOFING REPLACEMENT PROJECT AT CITY HALL AND RYAN PARK TO LAVEY ROOFING SERVICES, INC.

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: APRIL 5, 2005

SUBJECT: AUTHORIZATION FOR COUNCIL TO AWARD A CONTRACT FOR ROOFING REPLACEMENT PROJECT AT CITY HALL AND RYAN PARK TO LAVEY ROOFING SERVICES, INC.

Staff Coordinator: Anne Zaworski P.E., Sr. Engineer

RECOMMENDATION:

  1. Award a contract for the replacement of roofs at City Hall and Ryan Park to Lavey Roofing Services, Inc. for an amount not to exceed $115,500 and authorize staff to spend an additional $11,550 for potential change orders which may result from unforeseen conditions for a total authorization of $127,050.
  2. Authorize the Mayor and City Clerk to execute a contract with Lavey Roofing Services, Inc.
  3. Authorize the expenditure of up to $2,000 for inspection services with Charles Abbott Associates, Inc. under their on-call services contract.
  4. Authorize the expenditure of up to $2,000 for containment services with Controlled Environmental Solutions (CES).
  5. Adopt Resolution 2005-___, a resolution of the City Council for the City of Rancho Palos Verdes, amending Resolution 2004-45, the budget Appropriation for fiscal year 2004-2005, for a budget adjustment to the Cityís Building Replacement Fund.

BACKGROUND

In February 2002, the Garland Company (a manufacturer/distributor of high-performance roofing for commercial, industrial and public properties) inspected and assessed all of the roofs of City owned buildings. On March 11, 2002, the City Council accepted the Roof Inspection Report prepared by the Garland Company and authorized staff to implement a Five-Year Roof Repair and Replacement Plan. Funding is programmed annually to implement this Five-Year Plan.

In January 2005 (FY04/05) staff reviewed the Five Year Plan and ascertained that the replacement of City Hallís (Administration/Public Works/Parks & Recreation and Building/Planning) roofs and Ryan Parkís (Admin and Maintenance Shed) roofs within this fiscal year, are the roofs currently scheduled for replacement. Staff then requested the Garland Company to re-inspect the aforementioned roofs to ensure that Garlandís original recommendations were still valid three years later and to update the estimated costs.

DISCUSSION

The plan includes the following locations and estimated program costs.

Estimated Cost for 2004/2005 Roof Replacement Plan

Location

Description of Required Work

Estimated Cost

City Hall (Admin/PW)

Replacement

$56,700

City Hall (Bldg/Planning)

Replacement

$30,000

Ryan Park (Admin)

Replacement

$15,330

Ryan Park (Maint. Shed)

Replacement

$ 4,200

   

Estimated Construction Costs

$106,230

10% Construction Contingency Budget

$10,623

Contract Administration & Inspection

$5,000

Estimated Total Costs for 2004/2005 Plan

$121,853

Bid Summary Results for 2004/2005 Plan

On March 16, 2005, staff received the following four bids for the 2004/2005 Roof Replacement Plan. The base bid included replacing the existing roofs on both Ryan Park buildings and on City Hallís Admin/PW building. The additive alternate bid item covers the roof replacement on City Hallís Building/Planning building.

Contractor

Base Bid Amount

Additive Alternate

Total

       

Lavey Roofing Services

$88,500

$27,000

$115,500

Commercial Roofing

$90,325

$29,375

$119,700

Best Roofing

$100,047

$37,496

$137,543

Coast Roofing

$116,893

$35,945

$152,838

Staff recommends that a contract for the replacement of both city roofs at City Hall and at Ryan Park (base bid and additive alternate) be awarded to Lavey Roofing Services,

Inc. for an amount not to exceed $115,500 and that staff be authorized to spend an additional $11,550 for possible extra work for a total authorization of $127,050.

The replacement of these roofs (which will take up to 5 weeks) will require periodic inspections. The firm of Charles Abbott Associates, Inc has been retained by the City to provide professional services including on-site inspections and is willing to assume this responsibility at a cost not to exceed $2,000. Therefore, staff recommends that Charles Abbott Associates be authorized to provide the necessary inspections for this project. In addition, one of the complimentary services offered by the Garland Company includes at least 4 job site inspections per week.

Due to concerns raised by the Cityís IT Department with respect to the potential ill-effects of dust entering the equipment in the three IT rooms (Server, Planning, Recreation and Parks) at City Hall during the planned replacement of the City Hall roofs; staff agreed to retain the services of Controlled Environmental Solutions (CES) to provide containment services within these three rooms during the entire construction period. These containment services involve the installation of heavy duty polythene at ceiling level to catch and retain any dust that may drop from the ceiling during the replacement. CES has fifteen years of experience performing every type of abatement across a wide range of projects.

The total cost of this project, as recapped below, is $131,050.

Construction Cost For 2004/2005 Roof Replacement Plan

Cost Description

Amount

Construction Contract

$115,500

Budget for potential unanticipated extra work

$11,550

On-site inspections

$2,000

Containment Services

$2,000

Total Cost

$131,050

The 2004-2005 approved budget for this work is $113,400. The final estimated cost is $131,050. The five-year plan concluded that all the roof repairs included in this yearís work are necessary and cannot be delayed. The proposed project cannot be completed without additional funding of $17,650.

Sufficient funds are available in the Cityís Building Replacement Fund to cover the shortfall of $17,650. Therefore, staff recommends that Council adopt Resolution 2005-___, a resolution of the City Council for the City of Rancho Palos Verdes, amending Resolution 2004-45, the budget Appropriation for fiscal year 2004-2005, for a budget adjustment to the Cityís Building Replacement Fund.

CONCLUSION

Adopting the staff recommendation will result in the replacement of all City roofs per years two and three of the five-year plan.

FISCAL IMPACT

Per the FY04/05 Midyear Financial Report presented to the City Council on February 15, 2005, the estimated June 30, 2005 Building Replacement Fund balance will be $1,386,411 and $17,650 will be spent from that amount.

Respectfully Submitted,

Dean E. Allison P.E.

Director of Public Works

Reviewed,

Les Evans P.E.

City Manager

Attachments:

Resolution No. 2005-

RESOLUTION NO. 2005-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY RANCHO PALOS VERDES AMENDING RESOLUTION NO. 2004-45, THE BUDGET APPROPRIATION FOR FISCAL YEAR 2004-2005, FOR A BUDGET ADJUSTMENT TO THE CITYíS BUILDING REPLACEMENT FUND.

WHEREAS, Section 3.32 of the City of Rancho Palos Verdes Municipal Code

provides that all expenditures in excess of budgeted allocations must be by supplemental

appropriation of the City Council; and

WHEREAS, on June 1, 2004, the City of Rancho Palos Verdes adopted

Resolution 2004-45, approving a spending plan and authorizing a budget appropriation

for the 2004-2005 fiscal year; and

WHEREAS, it is necessary for the City to allocate additional funds to Roof Repair/Replacement Project; and

WHEREAS, a budget increase in the Building Replacement Fund is necessary to authorize the expenditure of additional funds for the project.

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

That the following adjustment be made to the Building Replacement Fund:

 

Improvements other than Buildings

686-3086-461-73-00

$17,650

 

PASSED, APPROVED, AND ADOPTED THE 5th day of April, 2005.

 

ATTEST:

MAYOR

CITY CLERK

State of California )

County of Los Angeles ) ss

City of Rancho Palos Verdes )

I, CAROLYNN PETRU, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2005-___ was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on April 5th, 2005.

________________________

City Clerk

State of California )

County of Los Angeles ) ss

City of Rancho Palos Verdes )