SR 08-09-2016 3F
Ci ty Council
Report
City Council Meeting : August 9, 2016
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Facilities Maintenance
Subject: Contract for Airport Building Roof Replacement
Recommended Action
Staff recommends that the City Council:
1. Award RFQ#51509 -OR to Best Contracting Servic es, Inc., a California -based
company, for providing roof replacement services at the Santa Monica Airport;
2. Authorize the City Manager to negotiate and execute a contract with Best
Contracting Services, Inc. in an amount not to exceed $515,680 (including a 10%
contingency); and
3. Authorize the Director of Public Works to issue any necessary change orders to
complete the additional work within budget authority.
Executive Summary
The b uilding , located at 2772 -2800 Donald Douglas Loop North at the Santa Monica
A irport , is in need of a roof replacement. The existing roof is approximately 30 years old
and has required various repairs throughout the past year due to leakage, deteriorated
sealants and roof coating. In March 2016, the City solicited quotes for roof replacement
services at the Santa Monica Airport. After reviewing the two quotes received, staff
recommends Best Contracting Services, Inc. as the best vendor for a total amount not
to exceed $515,680 (including a 10% contingency).
Discussion
The City co ntracts out roof replacements and leak repairs at various City facilities. Such
services include tearing down aged or damaged roof systems, disposing of roofing
materials, installing new roof systems and associated materials, repairing water leaks,
and re placing broken gutters and downspouts.
The 2772 -2800 Donald Douglas Loop North building , located at the Santa Monica
Airport , is a three -story building occupied by business tenants who utilize the space as
office s . Tenants include Atlantic Aviation, Vo lkswagen Group of America, and the City
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is currently under negotiations to lease the remaining vacant space to Snapchat.
In July 2015, staff determined that the building was in need of a roof replacement .
Specifically, the existing roof is approximatel y 30 years old and its poor condition
consisted of, but was not limited to: water leak s in various locations including the first
floor in the southwest corner, the third floor under the expansion joint, the north section
of the building office rooms, the s torage room, and hallways; deteriorated sealants at
the base of the roof penetrations; deteriorated roof coating on the outside corners of the
mechanical curbs; holes in the rubber of the expansion joint flashings; and stagnant
water around several roof dr ains due to incorrect roof slopes.
The total area of the roof being replaced is approximately 10,500 square feet. A roof
replacement of this magnitude is expected to take approximately two months to
complete ; c oupled with time needed for the bid proces s and execution of contract , the
roof replacement w ould have occurred in October to November 2015 , which is the
beginning of the rainy season .
S taff decided that it would be best to perform minor repairs to the roof to alleviate the
water intrusion issu es for the tenants and then return after the rainy season to bid the
project and select a contractor to perform this work.
All tenants would be able to stay in the l ocation throughout the duration of the project.
The portion of the work that would gene rate most noises would be scheduled to occur
during the weekends and non -business hours to minimize the impact on tenants.
During the re -roofing installation phase of the project, the contractor would determine
whether it would be necessary to disconnect several large industrial -sized air
conditioning units from the roof using a crane and subsequently reinstall them. The size
of the roof area to be torn down and replaced, the usage of a high quality sustainable
roofing material, and the labor and equipmen t associated with the potential
disconnection and reinstallation of several large industrial air conditioning units all
contributed to the cost of this project.
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Vendor Selection
On March 24, 2016, the City issued a Request for Quotations (RFQ) to provid e building
roof replacement at the Santa Monica Airport in accordance with City specifications.
The RFQ process was selected based on staff ’s estimate of the project to come in
under $175,000, thus falling under the informal purchasing guidelines. Staff’s estimate
was based on replacing the roof with an “in kind” or same type of roofing membrane
currently used. The RFQ requested pricing for an “in kind” roofing membrane as well as
an option for cool roofing membrane, compliant with Title -24 of the Buildi ng Energy
Efficiency Standards , which requires “cool roof material” when either 50% of the roof
area or more than 1,000 square feet, whichever is less, will be replaced. The cool roof
membrane is substantially more expensive than “in kind” membrane and al so requires
HVAC and other associated components to be disconnected and reconnected. The
RFQ was posted on the City's on -line bidding site, in accordance with City Charter and
Municipal Code provisions. A total of twenty -six vendors downloaded the RFQ. T wo
vendors responded, per Attachment A. Responses to the RFQ were reviewed by staff
from the Public Works Department.
Evaluation was based on the criteria in SMMC 2.24.072 , including price, previous
experience, ability to deliver, quality of product, a nd compliance with City specifications.
Best Contracting Services, Inc. was not the lowest priced contractor , but it offered a
comprehensive package that addressed in detail the specifications of the job and the
usage of quality materials. Specifically, Best Contracting Services, Inc. proposed
furnishing all labor, materials, tear down, and disposal of existing roof materials plus
using a brand name green roofing product known as GAF that comes with a 20 -year
warranty for materials and labor. Staff recom mends utilizing quality roofing materials in
order to optimize the performance and longevity of the roof . In the long run, this would
be more cost efficient, since GAF decreases the frequency of future roof repair jobs and
associated costs. Based on thes e criteria, staff recommends Best Contracting
Services, Inc. as the best qualified contractor to provide roof replacement services at
the Santa Monica Airport.
Financial Impacts and Budget Actions
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The contract to be awarded to Best Contracting Services. I nc. is for an amount not to
exceed $515,680 (including a 10% contingency). Funds are available in the FY 2016 -
17 Capital Improvement Program budget . The contract will be charged to account
M339088.589000 Airport Building/Facility Refurbishment .
Prepared By: Yvonne Yeung, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Evaluation Summary
RFQ#: 51509 ‐OR
RFQ Title: Airport Building Roof Replacement
Close date: 4/4/2016
PROPOSAL COST$415,440 $468,800
ATTACHMENT A
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OVERALL RANKING
EVALUATION SUMMARY
CRITERIA
CITY'S PRE ‐QUALIFIED ROOFING VENDOR LIST
REFERENCESNONEVERY GOOD
YESYES
QUOTE PACKAGE CONTENT AND PRESENTATION
ADDITIONAL COST
FAIRVERY GOOD
MAINTENANCE REQUIRED
$3,200 EVERY 5 YEARS NONE
QUALITY OF MATERIALS USEDFAIR VERY GOOD
TORRANCE, CAGARDENA, CA
APEX ROOFING CONTRACTORSBEST CONTRACTING SERVICES VENDORS PROVIDING QUOTES
Reference:
Contract No. 10351
(CCS)