SR-900-001 (9)
GS:SES:JAS - 7/22/87
Council Meeting: July 28, 1987
Santa Monica,
California
6-11
JUL 2 8 1987
TO:
Mayor and City Council
FROM:
City staff
SUBJECT:
Award Contract for Repairing or Replacing Roofs at
Marine Park and the Traffic Operations Maintenance
Shop at the city Yard
Introduction
This report requests that the city Council award a contract for
repairing or replacing roofs at Marine Park and the Traffic
Operations Maintenance Shop at the City Yard to Rey-Crest Roofing
& waterproofing Company, the lowest responsible bidder, in the
amount of $65,200.
Background
In the FY 1986-87 budget, the city Council approved $14,000 to
replace the Marine Park Roof, $18,900 to repair or replace
portions of the City Hall Roof, and $18,900 to replace the roof
and repair the skylights of the Traffic Operations Maintenance
Shop at the City Yard.
staff combined the projects to obtain a
more competitive bid.
A Notice Inviting Bids was published on April 21 and 22, 1987, in
the Evening Outlook, four construction journals, and sent to
seven minority/women associations. Plans and specifications were
issued to thirteen contractors.
Bids were opened and read
publicly on May 18, 1987, by the Deputy City Clerk.
~-II
JUl 2 8 1987
- 1 -
GS:SES:JAS - 7/22/87
Council Meeting: July 28, 1987
Santa Monica, California
Seven bids were received as follows:
Marine City Traffic
Park Hall Operations Total
Hared Construction Co. $19,500 $ 8,000 $18,500 $46,000
Rey-Crest Roofing &
Waterproofing Co. $16,448 $23,973 $25,358 $65,200
Nelson Roof Inc. $16,777 $21,770 $27,377 $65,924
Center state Roofing $18,900 $26,300 $28,900 $71,000
West Coast Roofing $19,500 $22,800 $42,700 $85,000
Heetland Roofing Co. $23,217 $21,087 $41,387 $85,691
Bryant Roofing $21,200 $23,511 $44,000 $88,711
Immediately following the bid opening, Hared Construction
Company, the apparent low bidder, requested that it be released
from its bid because of a company error in bid preparation.
Hared claimed that the City Hall roof bid should have read
$28,000, not $8,000, and that it would not be able to perform the
job for $46,000.00.
The City Engineer determined that the
contractor should be relieved of its bid, in accordance with the
Special Provisions, because:
(a) A mistake was made.
(b) He or she gave the public entity written notice within
five days after the opening of the bids of the mistake,
specifying in the notice in detail how the mistake
occurred.
- 2 -
GS:SES:JAS - 7/22/87
Council Meeting: July 28, 1987
Santa Monica, California
(c) The mistake made the bid materially different than he or
she intended it to be.
(d) The mistake was made in filling out the bid and not due to
error in judgment or to carelessness in inspecting the
site of the work,
or in reading the plans or
specifications.
since available funds for this project are $61,858.27, the City
Engineer decided to delete the City Hall roofing item and to
proceed with the roof repairs to Marine Park and the Traffic
operations Maintenance Shop at the ci ty Yard.
Of the three
projects, the City Hall roof is in the best condition. The
revised bids are:
Marine Traffic Total
Park Operations
Rey-Crest Roofing & $16,448 $25,358 $41,806
Waterproofing Co.
Nelson Roof Inc. 16,777 27,377 44,154
Center state Roofing 18,900 28,900 47,800
West Coast Roofing 19,500 42,700 62,200
Heetland Roofing 23,217 41,387 64,604
Bryant Roofing 21,200 44,000 65,200
The lowest responsible bidder is Rey-Crest Roofing and
Waterproofing Company with a bid of $41,806.
Rey-Crest has
- 3 -
GS:SES:JAS - 7/22/87
Council Meeting: July 28, 1987
Santa Monica, California
successfully completed other City projects.
In addition,
Rey-Crest is a minority-owned firm.
BUdget/Financial Analysis
FUNDS REQUIRED
Contract
$41,806
Contingencies
5,000
Total
$46,806
Appropriation authority is available in the following accounts:
Marine Park
01-740-511-000-960
$13,504.00
City Hall
01-710-451-000-925
19,454.27
Traffic
Operations
01-710-451-000-932
18,900.00
Total
$61,858.27
Recommendations
It is recommended that the City Council:
1. Decrease appropriation authority at Account No.
01-710-451-000-925 by $14,402 and increase
appropriation authority at Account No.
01-710-451-000-932 by $11,402 and at Account No.
01-740-511-000-960 by $3,000.
2. Relieve Hared Construction Co. of its bid for
repairing and replacing roofs at Marine Park, portions
of the City Hall roof, and the Traffic Operations
- 4 -
GS:SES:JAS - 7/22/87
Council Meeting: July 28, 1987
Santa Monica, California
Maintenance Shop at the City Yards because of an error
in its bid preparation.
3. Award a contract for repair and replacement of roofs
at Marine Park and the Traffic Operations Maintenance
Shop at the City Yard to Rey-Crest Roofing &
Waterproofing Company, the lowest responsible bidder,
in the amount of $65,200; and
4. Authorize the City Engineer to issue any necessary
change
orders
to
complete
additional
work
in
conformance with the Administrative Instructions.
Prepared by:
Stan Scholl, Director of General Services
Jean Stanley, Administrative Analyst
roofs
- 5 -