SR-01-22-2013-3P0
City of
Santa Monied
City Council Report
City Council Meeting: January 22, 2013
Agenda Item: 13F
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Roofing System Replacements at Fairview Library, Fire
Station #3 and the Woodlawn Cemetery Maintenance Building
Recommended Action
Staff recommends that the City Council award Bid #4045 for replacement of roofing
systems at the locations listed to the following vendors:
1. Cabral Roofing & Waterproofing, a California -based company, to replace
roofing systems at Fairview Library and the Woodlawn Cemetery
Maintenance Building, in the amount of $96,658 (includes a 15%
contingency).
2. Eberhard, a California -based company, to replace the roofing system at Fire
Station #3, in the amount of $43,217 (includes a 15% contingency).
Executive Summary
The City contracts out roofing system replacements for facilities with deteriorating or
damaged roofs where leaks cannot be adequately patched or repaired. In November
2012, the City solicited bids to replace roofing systems at Fairview Library, Fire Station
#3 and the Woodlawn Cemetery Maintenance Building. After reviewing the three bids
received, staff recommends Cabral Roofing & Waterproofing as the best bidder to
replace roofing systems at Fairview Library and the Woodlawn Cemetery Maintenance
Building for a total not to exceed amount of $96,658; and Eberhard as the best bidder to
replace the roofing system at Fire Station #3 for a total not to exceed amount of
$43,217.
Discussion
The City contracts out roofing system replacements at facilities where leaks cannot be
adequately patched or repaired due to roof deterioration or damage. The citywide
Facilities Assessment Study performed by Faithful +Gould in FY 2010 -11 recommended
roof replacement at Fire Station #3 in 2013; staff concurs with this recommendation.
Roofing membrane leaks at heating, ventilation & air conditioning (HVAC) equipment
1
penetrations and planned HVAC equipment modifications at Fairview Library and
Woodlawn Cemetery cannot be properly addressed without replacing the roofing
system membranes. While less expensive in the short run, temporary patches and
repairs generally only last a year or two. Deferring roof replacements would put the
facilities at greater risk for water leaks, potentially leaving the City responsible for
expensive repairs to remediate resultant property damage.
Vendor Selection
In November 2012, the City published Notices Inviting Bids to provide roofing system
replacements at Fairview Library, Fire Station #3 and the Woodlawn Cemetery
Maintenance Building. 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. Three bids were received and publicly opened on
November 26, 2012 as described in Attachment A. Bids were evaluated on price,
warranty, possession of a valid C -39 Roofing California state contractor's license, and
compliance with City specifications.
Cabral Roofing & Waterproofing was the lowest bidder for Fairview Library and the
Woodlawn Cemetery Maintenance Building. Eberhard was the lowest bidder for Fire
Station #3. Both contractors have provided similar services at City facilities and have a
good standing relationship with the City. References listed in the bid package were
contacted and all respondents reported that work performed by Cabral Roofing &
Waterproofing and Eberhard were completed in a timely and cost- effective manner
while maintaining consistent quality. Staff also verified with the California Contractors
State License Board that Cabral Roofing & Waterproofing's and Eberhard's license is
current, active, and in good standing. Based on these criteria, Cabral Roofing &
Waterproofing is recommended as the best bidder to provide roofing system
replacements at Fairview Library and the Woodlawn Cemetery Maintenance Building;
and Eberhard is recommended as the best bidder to provide roofing system
replacement at Fire Station #3.
2
The recommended contractors would provide and install mechanically attached Sarnafil
S327 -60 mil polyvinyl chloride (PVC) EnergySmart white reflective roof membranes with
20 -year warranties at:
1) Fairview Library: 2101 Ocean Park Blvd.; 9,300- square -foot roof
o Recommended vendor: Cabral Roofing & Waterproofing
o Bid Amount: $56,892 + $8,534 (15% contingency) _ $65,426 purchase order
2) Fire Station #3: 1302 19th Street; 6,200- square -foot roof
o Recommended vendor: Eberhard
o Bid Amount: $37,580 + $5,637 (15% contingency) _ $43,217 purchase order
3) Woodlawn Cemetery Maintenance Building: 1847 14th Street; 4,400- square -foot
roof
o Recommended vendor: Cabral Roofing & Waterproofing
o Bid Amount: $27,158 + $4,078 (15% contingency) _ $31,232 purchase order
A 15% contingency is requested due to the high probability of additional roof repairs
associated with HVAC unit and enclosure modifications. The scope of repairs cannot
be precisely determined until HVAC equipment and roofing materials have been
removed.
Splitting the bid award between Cabral Roofing & Waterproofing and Eberhard would
save the City $14,494 (excluding contingency) versus awarding all three jobs to a single
contractor. If approved, it is anticipated that replacements would be scheduled in spring
2013.
3
Financial Impacts & Budget Actions
The purchase order to be awarded to Cabral Roofing & Waterproofing is for an amount
not to exceed $96,658. The purchase order to be awarded to Eberhard is for an
amount not to exceed $43,217. The total award amount will not exceed $139,875.
Funds are available in the FY 2012 -13 Capital Improvement Program budget in account
M010085.589000.
Prepared by: Kevin Nagata, Administrative Analyst
Approved:
k A�Dd�z __
Martin Pastucha
Director of Public Works
Attachments: A —Bid Summary
V
Forwarded to Council:
Rod Gould
City Manager
ATTACHMENT A
Bid No.: F4045
Closing Date: 11/26/12
Description: Provide and install mechanically attached PVC roofing systems, as required by Facilities Maintenance.
Best Contracting Services
Gardena, CA
Cabral Roofing &Waterproofing
Montebello, CA
Eberhard
Van Nuys, CA
Description
Price
Price
Price
Location #1- Fairview Library
Materials
$28,700.00
$33,909.00
$16,301.00
Tax (9.25 %)
$2,047.00
$1,981.00
$1,507.00
Labor
$30,160.00
$21,002.00
$43,244.00
Other
$9,093.00
$0.00
$0.00
Total
$70,000.00
$56,892.00
$61,052.00
Estimated Days to Complete (ARO)
15 Days
5 Days
11 Days
Location #2 ='Fire Station #3
Materials
$21,900.00
$27,886.00
$11,181.00
Tax (9.25%)
$1,524.00
$1,707.00
$1,034.00
Labor
$29,000.00
$22,481.00
$25,365.00
Other
$1,576.00
$0.00
$0.00
Total
$54,000.00
$52,074.00
$37,580.00
Estimated Days to Complete (ARO)
12 Days
6 Days
7 Days
Location #3 - Woodlawn Cemetery
Materials
$14,500.00
$16,575.00
$10,140.00
Tax (9.25%)
$1,544.00
$1,007.00
$938.00
Labor
$24,600.00
$9,576.00
$27,627.00
Other
$2,356.00
$0.00
$0.00
Total
$43,000.00
$27,158.00
$38,705.00
Estimated Days to Complete (ARO)
10 Days
3 Days
9 Days
General
Additional fees
Vendor did not describe their "other
costs" indicated in their cost proposal.
"Vendor indicated multiple exclusions
ail acceptable to the City. Please refer to
hardcopy of bid submittal.
$275 per 1/2" Plywood sheet (if
needed), $40 per Ln Ft of 2x4 or 2x6
(if needed ), permits cost to be waived.
Brand /Specification Quoted
Sarnafil
Sarnafil
Sarnafil
Warranty
20 Yr Mfr Warranty,
2 Yr Contractor Warranty
20 Yr Mfr Warranty,
2 Yr Contractor Warranty
20 Yr Mfr Warranty,
2 Yr Contractor Warranty
Payment Terms
Net 30 Days
Net 30 Days
Net 30 Days