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HomeMy Public PortalAbout12. Award of Contract to Roofing Standards Inc. for the Wheeler Park Roof Replacement Project1►0 ,E 1997 - File #: 4301 Claremont City Council Agenda Report TO: ADAM PIRRIE, CITY MANAGER FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR DATE: J U LY 26, 2022 SUBJECT: Item No: 12. Reviewed by: City Manager: AP AWARD OF CONTRACT TO ROOFING STANDARDS, INC. FOR THE WHEELER PARK ROOF REPLACEMENT PROJECT (FUNDING SOURCE: GENERAL FUND) SUMMARY The existing Wheeler Park building roof is aged, in a state of disrepair and in need of replacement. To ensure competitive pricing and high -quality service, staff issued a Notice Inviting Bids (NIB) in June 2022 for the replacement of the roof. Five bids were received: Roofing Standards, Inc., Best Contracting Services, Bligh Pacific, Rite -Way Roof, and ERC Roofing & Waterproofing. Bids ranged from $30,800 to $98,800. Staff reviewed the bids and found Roofing Standards, Inc. to be the lowest responsive bidder at $30,800. Funding for the project was allocated from the Equipment and Facility Revolving Reserve, which was approved by City Council in April 2022. RECOMMENDATION Staff recommends that the City Council award a contract to Roofing Standards, Inc. in an amount not -to-exceed $30,800 for the replacement of the roof at the Wheeler Park building and authorize the City Manager to enter into an agreement for services. ALTERNATIVES TO RECOMMENDATION In addition to the recommendation, there are the following alternatives: A. Reject all bid proposals and direct staff to solicit new proposals. B. Request more information from staff. CLAREMONT Page 1 of 3 Printed on 7/21/2022 FINANCIAL REVIEW In April 2022, the City Council approved an allocation of $225,000 from the Equipment and Facility Revolving Reserve to address ongoing equipment and facility repair and/or maintenance needs. Replacement of the Wheeler Park building roof was included on this list of maintenance needs. In June 2022, staff issued a Notice Inviting Bid for the replacement of the roof at Wheeler Park. Five bids were received as part of the NIB process and bids ranged from $30,800 to $98,800. Roofing Standards, Inc. provided the lowest responsive bid at a cost of $30,800. The staff cost to prepare this report and administer this project is estimated at $1,186 and is included in the operating budget of the Community Services Department. ANALYSIS The Wheeler Park building is approximately sixty years old. The building is home to Claremont After - School Programs (CLASP) during the school year and Camp Claremont during the summer months. Other than a patch that was installed approximately fifteen years ago, the existing roof is believed to be the original roof of the building. The existing roof is in a state of disrepair and leaks during rain events; therefore, it is necessary to replace the entire roof at this time. The Equipment and Facility Revolving Reserve was established several years ago to fund ongoing equipment and facility repair and/or maintenance, and/or the acquisition of needed amenities for City programs. Staff keeps an ongoing deferred maintenance list that includes equipment and/or facility repairs that are necessary, but unfunded. In April 2022, the City Council allocated $225,000 to address several of the items on the list. Replacement of the Wheeler Park building roof is included on the list. In June 2022, a Notice Inviting Bids was released for the Wheeler Park Roof Replacement Project. At the close of the bid period, five bids were received from: Roofing Standards, Inc., Best Contracting Services, Bligh Pacific, Rite -Way Roof, and ERC Roofing & Waterproofing. Roof Standards, Inc. submitted the lowest responsive bid of $30,800, while ERC Roofing & Waterproofing submitted the highest bid of $98,800. Staff recommends that the City Council award a contract to Roofing Standards, Inc. in an amount not -to -exceed $30,800 and authorize the City Manager to enter into an agreement for services. RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainability Plan, Economic Sustainability Plan, General Plan, and the 2022-24 Budget. CEQA REVIEW In accordance with the California Environmental Quality Act (CEQA), the maintenance of an existing building is categorically exempt pursuant to CEQA Guidelines Section 15301. This Class 1 exemption allows for the maintenance of topographical features with negligible or no expansion. Additionally, none of the exceptions to the categorical exemptions set forth in CEQA Guideline Section 152300.2 applies to the proposed project because the proposed project: (1) is not located in a uniquely sensitive environment, (2) is not located within a highway officially designated as a state scenic CLAREMONT Page 2 of 3 Printed on 7/21/2022 highway, (3) is not located on a hazardous waste site, (4) would not have a cumulative impact, and (5) would not have a significant substantial adverse change in the significance of a historical resource. Therefore, no further environmental review is required. PUBLIC NOTICE PROCESS The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office. Submitted by: Jeremy Swan Community Services Director Prepared by: Cari Dillman Community Services Manager CLAREMONT Page 3 of 3 Printed on 7/21/2022