SR-11-27-2012-3GCity Council Meeting: November 27, 2012
Agenda Item:.- 22�-1
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Waterproofing Services at Various City Facilities
Recommended Action
Staff recommends that the City Council award Bid #4037 to Surfside Restoration &
Waterproofing, a California -based company, as the primary contractor; and Allstate
Engineering, a California -based company, as the secondary contractor, in a cumulative
amount not to exceed $75,000 for FY 2012 -13, with two one -year options to renew, for
a cumulative not to exceed amount of $225,000 over a three -year period.
Executive Summary
The City contracts out waterproofing services to prevent leaks and associated water
damage to buildings and concrete decking through the performance of water tests;
application of coatings, grouts, sealants and membranes; and various repairs involving
concrete, curbs /flashings, drainage modifications, drywall, metal and other work. In
September 2012, the City solicited bids for such services. After reviewing the four bids
received, staff recommends Surfside Restoration & Waterproofing as the primary
contractor and Allstate Engineering as the secondary contractor to provide
waterproofing services for a total not to exceed amount of $225,000 over a three -year
period. Due to the number of work requests received, staff recommends awarding this
bid to multiple contractors.
Discussion
The City contracts out waterproofing services at various facilities to prevent, detect, and
repair water leaks in order to minimize damage to property and reduce the risk of mold.
Contractors apply coatings, grouts /caulking, membranes and sealants; and perform
various repairs involving concrete, curbs /flashings, drainage modifications, drywall,
metal and other work to protect against water damage. Diagnostic water testing may
also be performed to determine the source(s) of leaks and assess vulnerable areas in
buildings and concrete decking. Approximately 20 waterproofing jobs are performed
each year; therefore, awarding this bid to multiple contractors is recommended. A
single contractor may not have the necessary resources to provide support on a timely
basis to prevent water damage at City facilities. It is important for the City to have a
1
second contractor in place that could commence work on short notice.
Vendor Selection
In September 2012, the City published Notices Inviting Bids to provide waterproofing
services. The bid was posted on the City's online bidding site and notices were
advertised in the Santa Monica Daily Press in accordance with the City Charter and
Municipal Code provisions. Four bids were received and publicly opened on October 9,
2012 as described in Attachment A. Bids were evaluated on price, response time,
warranty on repair work, and compliance with City specifications. Based on these
criteria, Surfside Restoration & Waterproofing (best per - person labor rate) is
recommended as the primary contractor and Allstate Engineering (second best per -
person labor rate) is recommended as the secondary contractor to provide
waterproofing services as they are the lowest price bidders that are able to meet City
specifications.
Financial Impacts & Budget Actions
The purchase orders to be awarded to Surfside Restoration & Waterproofing and
Allstate Engineering will cumulatively not exceed $75,000. Payments will be made
using the Facility Renewal Program account M010085.589000 and expenditures will be
transferred to the divisions incurring the maintenance services. Funds are available in
individual division FY 2012 -13 operating budgets. Budget authority in subsequent years
will be requested in each budget cycle for Council approval. Future funding is
contingent upon Council approval.
Prepared by: Kevin Nagata, Administrative Analyst
Approved:
Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: A — Bid Summary
2
ATTACHMENTA
BID M F4037
CLOSING DATE: 10/9/2012
DESCRIPTION: PROVIDE WATERPROOFING CONTRACTOR SERVICES AS REQUIRED BY FACILITIES MAINTENANCE
Allstate Engineering
Los Angeles, CA
Angelus Waterproofing & Restoration
Huntington Beach, CA
Howard Ridley Co. Inc.
Chino, CA
Surfside Restoration
Huntington Beach, CA
.:Item
Description
Pricing
Pricing;
Proving '.
Pricing
1
Hourly Labor Rate
$16.72 /Hour
$79.27 /Hour
$90.00 /Hour
$16.00 /Hour
2
OT /After -Hours Hourly Labor Rate
$25.08 /Hour
$100.10 /Hour
$110.00 /Hour
$21.00 /Hour
3
Days/Times Applicable to After -Hours Rate
SPM -7AM, Saturdays & Sundays
M -F 3:30PM -7AM, Saturday
Mon -Fri 4PM -6AM, Saturday & Sunday,
Holidays (Christmas, Thanks ivin
N/A
4
Labor Clock Begins Upon
Arrival at Customer Location
Arrival at Customer Location
Departure from Vendor Location
Arrival at Customer Location
5
Labor Clock Ends Upon
Departure from Customer Location
Departure from Customer Location
Departure from Customer Location
Departure from Customer Location
6
% Discount/Mark -up Offered on Materials
0%
15% overhead plus, 10% Mark -up
20% Mark-Up
15% to 20%
7
Minimum Call -Out Charge
$100.00
$488.00 (4 Hours)
$600.00
$500.00
8
Overhead Margin
10%
15%
20%
15%
9
Profit Margin
10%
10%
18%
15%
10
Additional Fees & Charges
Double -Time for Holidays
Equipment Rental 15% mark-up,
Consulting /Engineering TBO, Double Time
(Over 12 hours in a given day & Sunday all
day) $120.58 /man hour
Double Time begins after 2PM on Sat &Sun
until the end ofthe day.
N/A
11
Years of Experience
7
29
62
22
12
Contractors License Number & Types
883852; A, B, D12, C10
461100; C61, D51, B, C33, C39
304198; A, B, C39, C33, C61 /D06, C61 /D32
711566; A, B, C
13
Warranty on Repair Work
Repair Work- 2 Years, Additional Years may
be added
3 Year Labor and Material
1Year
5Years
14
24/7 Services?
Yes
Yes
Yes
Yes
15
Reponse Time for Short- Notice Calls
9Hours
24 Hours
4Hours
SHOUT
16
Year 2 Price Increase
2%
5%
5%
0%
17
Year 3 Price Increase
2%
No Renewal Option Offered
5%
0%
18
Payment Terms
2 %0 Days, 1% 7 Days, Net 30 Days
2% 10 Days, Net 30 Days
2% Net 10 Days
3% Net 20 Days