SR-10-08-2013-3DCity Council Meeting: October 8, 2013
Agenda Item: _ (.)
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award and Establishment of a Pre - Qualified Vendor List for Roofing
Contractor Services
Recommended Action
Staff recommends that the City Council award Bid #4097 for roofing contractor services
to a pre - qualified list of three contractors: Apex Roofing Contractors, Best Contracting
Services, and TECTA America Southern California, which are all California -based
companies, in a cumulative amount not to exceed $325,000 for FY 2013 -14, with two
one -year options to renew, for a total not to exceed amount of $975,000 over a three -
year period.
Executive Summary
The City contracts out roof replacements and leak repairs to prevent water and rain
damage at various City facilities. In July 2013, the City solicited bids for such services.
After reviewing the three bids received, staff recommends Apex Roofing Contractors,
Best Contracting Services, and TECTA America Southern California be pre - qualified to
provide roofing contractor services for a total not to exceed amount of $975,000 over a
three -year period. Establishment of a pre - qualified vendor list for various types of
facilities maintenance contractors is a new policy designed to allow staff flexibility in
obtaining contractor services on a timely basis, while ensuring a competitive bid process
is followed for individual jobs greater than $5,000 per Municipal Code provisions. Bids
will be solicited from all pre - qualified vendors for roof work greater than $5,000.
Discussion
The City requires contractual services for tearing down existing old or damaged roof
systems, disposing of materials, installing new roof systems including associated
materials, repairing water leaks, and replacing broken gutters and downspouts at
various City facilities. Approximately 50 roof repair and replacement jobs are performed
each year; therefore, awarding this bid to a pre - qualified short list of three contractors is
recommended. A single contractor may not have the necessary resources to provide
support on a timely basis or qualifications to repair /install specialized roofing materials
1
(Sarnafil, etc.) to prevent damage at City facilities. It is important for the City to have
multiple contractors in place able to commence work on short notice, especially on rainy
days when roofing contractors are in high demand
In July 2013, Finance and Public Works staff recommended that instead of awarding
bids to a primary contractor (and, if necessary, back -up contractors), facilities
maintenance contractor bid awards be made to a short list of pre - qualified vendors
(similar to other Public Works design and engineering services vendor selections).
Establishment of a short list will allow staff to obtain the services of a contractor with the
required expertise to repair /replace facility equipment and systems on a timely basis,
but still ensure that individual jobs over $5,000 will be competitively bid as required by
Municipal Code provisions. Prior to each roofing job valued at more than $5,000, staff
will obtain bids from each pre - qualified contractor and award a purchase order to the
best bidder based on price, response time, roofing material expertise, warranty and
other factors. For roofing jobs valued at $5,000 and under, City maintenance staff will
select a pre - qualified roofing contractor in accordance with City Purchasing guidelines.
Vendor Selection
In July 2013, the City published Notices Inviting Bids for roofing contractor services.
The bid was posted on the City's online bidding site in accordance with City Charter and
Municipal Code provisions. Thirty four vendors downloaded the bid. Three bids were
received and publicly opened on July 29, 2013 per Attachment A. The bids were
evaluated based on price, previous experience, roofing material expertise and
compliance with City specifications. Based on these criteria, a pre - qualified list of three
vendors is recommended as best bidders to provide roofing contractor services: Apex
Roofing Contractors, Best Contracting Services, and TECTA America Southern
California. Bids will be solicited from all pre - qualified contractors prior to performing roof
work valued at more than $5,000.
Staff has previously used Apex Roofing Contractors and Best Contracting Services for
roofing repairs and replacements with satisfactory results at reasonable cost. Staff
ICA
contacted references provided by Tecta America Southern California for roofing projects
at Mount San Jacinto College, Long Beach Community College and Compton Unified
School District. Reference agencies reported that work was completed in a timely and
cost - efficient manner while maintaining consistent quality. Staff also verified with the
Contractors State License Board that licenses for Apex Roofing Contractors, Best
Contracting Services and Tecta America Southern California are current, active, and in
good standing.
Financial Impacts & Budget Actions
Roofing contractor services not to exceed $325,000 in FY 2013 -14 are funded from
various budgets, including operating and capital improvement program accounts
managed by divisions incurring the maintenance services. Roofing contractor services
will only be performed if funds are available in the appropriate account. Budget
authority for 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
Attachments: A — Bid Summary
0
Forwarded to Council:
Rod Gould
City Manager
Bid No. 4097
Bid DescOption: Roofing Contractor Seavlore
Bid Closing Date: July 29, 2013
TECTA America Southern California, Inc.
Apex Roofing Contractors, Inc.
Best Contracting Services, Inc.
Santa Ana, CA
Toronto, CA
Contain, CA
It..
Description
Response
Response
Response
1
Materials
$117,90D.00
$39,232.00
$107,000.00
2
Tax( 5%)
$10,900.00
$31727.00
$9,000,00
3
Labor
$39,200.00
$48,000.00
$48,00000
4
Other
N/A
$20,550.00
$75,000.00
5
Total Price
S168,000.00
$illsoqao
$189,000.00
Any charges marked as "Other"
N/A
Subcontractor
Equipment, Sub Tear Off, Freight
6
7
The bramall model of windows quoted
N/A
N/A
N/A
8
Indicate manufacturer's warranty on the windows quoted
N/A
N/A
N/A
Item
Description
Response
Rex,me.
Ric,mac.
I
Hourly Labor Rate
$95.00 (par an)
$75.00 (par hour)
$110.00 fear hour)
2
OT/After Hours -Hourly Rate
$142.50 (par man)
$125.00 (par hear)
$135.00 Hpar hour)
Days and Times which the OT/After
Friday Spot through Monday Door
After 6pm- Mon-Fri Set- After 3
Mon-Fri Spm12mm Sat-Sun 7am-
3
Hours Rate Apply
San- All Day
Spa
4
Labor Clock Begins UEco
Departure from vendor location
Arrival at customer location
Departure from vendor location
5
Labor Clock Ends Upon
Departure from c.sharm, location
Departure from customer
Departure from customer
I.Catkan
location
6
The % Dlscount/Mark-Up Offered on
(.)15%
(+)25%-35%
1-) Mark., 15% to 0% Discount
Materials
Minimum Call-Out charge
$440.00 H.&M .2 an approximate based a
$175.00
$350.00
7
1
2 bra)
8
Overhead Margin
15%
BY.
15%
9
Profit Margin
10%
12%
10%
Any additional fees and changes of
Bords, rental equipment, specialty material,
Plywood $3.20/SF
Double time Saturday and
10
covered above (vehicle charges,
double time applies at 13th hour of day,
2xG T&G $7.95/LF
Sunday Stan to 7am $4.60 - per
mileage/fuel surcharges, domble-
labor rate increase If prevailing wage
man, per hour
time att)
recalrearent.
It..
Description
Description
Response
Response
Response
1
Years of experience performing
33 years
5 years
31 years
moring contractor services
List your Caflfiornka State Contrador
Number
#811111
#915421
#456263
Type(s)
C39- B Roofing General
C-39
A,B,C10,C17,C20,C39,C43
License Number and Indicate the
2
of license(,) You, firm
1p.�aaa,rss
Indicate ad attach any certifications
Firestone, GAF, Garland, Johns Manville KM
N/A
Please to Bid
your firm possesses to work with
Coatings, Male ropy, Site Saricafil Sidist,
3
various materials Including Sareafil or
Western Colloid
equivalent products
4
List Your firm's Business Tax ID
#01-0629153
26-3152876
95-3781209
Indicate the typeds) of work your firm
Roofing
N/A
yes
Yea
Is qualified for and Interested In
Replacement-
performing:
PVC/Sturrarfil
R.mfia,
N/A
yes
Yes
5
R.Pl.c.ruent-All
.tha,t,,a,
Roof Reprina/Leak
IN/A
yes
Yes
Rapers (short
rout,
1
6
Indicate your firm's warranty on roof
I Yet,
2 Years
1 yes,
epxir work
Indicate your firm's warranty on roof
2-5 Yeefis) Contractor Warranty 20-30
5 Year(c) Contractor Warranty 12
1 Yea r Contractor Warranty 5
7
replacements or If only a
Manufacturer's Warranty Only
Manufacturer's Warranty Only
Manufactuer's Womanly Only
manufacturer's warranty Is offered:
8
Does your firm provide 24/7
Yes
Yes
Yes
,arna,N7
Response time for shoD-notfoo calls.
Critical 4 Hours 24o - emergency 48o - routine
24 Hours
2 Hours
9
Please indicate how soon your firm
Company safe By regulations- *0 tile or metal
can be on-site at a Santa Monica
roofs during rain.
location ft., Initial notification
It..
Ra�pmnx.
x onse
11
2�Man
Terms
iN 00firemdayoftneore
I V
/A
Me
2
Renewal Option Period 2
10% Increase If possible a chance for us to
Same price, terms, and
Same price, terms and conditions
I
I maintain current pricing
lto
I offered
31
Renewal Option Period 3
1
IN.
IN/A
15-A Increase