HomeMy Public PortalAbout04. Award of Contract to Bishop Inc. - City Hall Roof Replacement ProjectClaremont City Council
Agenda Report
File #:4913 Item No:4.
TO:ADAM PIRRIE, CITY MANAGER
FROM:JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE:NOVEMBER 14, 2023
Reviewed by:
City Manager:AP
SUBJECT:
AWARD OF CONTRACT TO BISHOP,INC.FOR THE CITY HALL ROOF REPLACEMENT
PROJECT AND APPROPRIATION OF FUNDS (FUNDING SOURCE:EQUIPMENT AND FACILITY
REVOLVING RESERVE)
SUMMARY
In September 2023,staff solicited bids for the replacement of the clay roof sections at City Hall.The
clay roof at City Hall is aged beyond repair.Some portions of the roof are original,while other
sections were replaced during a previous remodel.The roof as it stands today has several major
leaks and damage due to rodent activity.
At the close of the bid period,four bids were received,ranging from $313,251 to $614,025.Based on
the proposals received,staff recommends awarding a contract to Bishop,Inc.for the City Hall Roof
Replacement Project,and appropriating funds from the Equipment and Facility Revolving Reserve
fund to fully fund the project.Due to anticipated weather delays and availability of materials,the
project is expected to be completed by March 31, 2024.
RECOMMENDATION
Staff recommends that the City Council:
A.Award a contract to Bishop,Inc.in the amount of $313,251 for the City Hall Roof Replacement
Project,authorize a ten percent contingency in the amount of $31,325,for a total amount not
to exceed $344,576, and authorize the City Manager to execute the agreement; and
B.Appropriate $344,576 from the City’s Equipment and Facility Revolving Reserve Fund to fund
the full cost of the project, including contingency.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
·Request additional information from staff.
·Reject all bids and direct staff to rebid the project.
FINANCIAL REVIEW
The cost for Bishop,Inc.to remove and replace the clay roof at City Hall is $313,251.Staff
recommends including a ten percent contingency of $31,325,for a total amount not to exceed
$344,576.Staff recommends appropriating funds from the Equipment and Facility Revolving Reserve
for the project.The current balance in the Equipment and Facility Revolving Reserve is $943,406.
The appropriation of $344,576 for the replacement of the City Hall roof will reduce the balance to
$598,830.
This purchase complies with all City purchasing guidelines,and bid and contract documents are
available for review in the City Clerk’s Office.
The cost to prepare this report and administer this project is estimated at $1,760 and is included in
the operating budget of the Community Services Department.
ANALYSIS
The roof at City Hall has portions that are clay tile and others that are flat roof material.While
portions of the clay tile have been replaced over the years,the majority of the roof is original material.
At this time,the roof is aged beyond repair and requires replacement.There are several areas with
significant leaks causing damage to the interior of the building.Additionally,the damaged areas of the
roof allow rodents to access the inside of the building.
City staff worked with Claremont Heritage to determine the material that would best preserve the
heritage style of City Hall.It was determined that two-piece clay tile would be the best material to use
as it makes up the majority of the existing tile.The scope of work includes saving and preserving as
much of the existing material as possible to be incorporated into the new roof.Additionally,the scope
of work specifies that the roof to be installed match the existing,including the cement accents.The
type of material selected is costly and requires more intricate installation,which causes the cost of
the project to be higher.
In September 2023,staff solicited proposals for the replacement of the roof at City Hall.The scope of
work includes removal and replacement of the clay tile,underlayment,and accessories.To keep the
historical look of the building,the new clay tile will match the existing.The new roof will be under
warranty for ten years on all workmanship and materials.
At the close of the bid period,four bids were received,ranging from $313,251 to $614,025.Bishop,
Inc.was the lowest responsive bidder.Staff recommends that the City Council award a contract to
Bishop,Inc.in the amount of $313,251,plus a ten percent contingency of $31,325,for a total amount
not to exceed $344,576.Staff conducted reference checks for Bishop,Inc.,and all references came
back with positive remarks.Bishop,Inc.has completed similar work for the Chino Valley Fire District,
Huntington Beach City School District, and Calleguas Municipal Water District.
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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,Sustainable City
Plan, Economic Sustainability Plan, General Plan, and the 2022-24 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act
(CEQA).
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:Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager
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