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SR 10-10-2017 3D City Council Report City Council Meeting: October 10, 2017 Agenda Item: 3.D 1 of 4 To: Mayor and City Council From: Susan Cline, Director, Public Works, Architecture Services Subject: Construction Contract for Airport Roof Acrylic Application Recommended Action Staff recommends that the City Council: 1. Award Bid #SP2515 to Best Contracting Services, Inc., a California-based company, to provide roofing repairs to facilities located 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 $1,960,123 (including a 10% contingency) over a 90 day period; 3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority. Executive Summary As owner, the City is responsible for maintenance and repair of the 603,532 square feet of buildings at the Santa Monica Airport (SMO). As the City eliminates sub-leasing at the Airport, it is necessary to address deferred maintenance issues, using the increased funds generated by the new policy of direct leasing. The Airport Roof Acrylic Application Project would address roofing leaks throughout the Airport at various facilities. Approximately 75% of the facilities are affected by roofing leaks, and to remedy this, the City would apply either elastomeric acrylic coating or completely replace the existing roofing systems with polyvinyl chloride (PVC) single-ply systems for office spaces and hangars depending on the severity. Staff recommends executing a contract with Best Contracting Services, Inc. for construction services at SMO in an amount not to exceed $1,960,123. Background 2 of 4 Due to heavy rains in early 2017, SMO experienced various leaks at a large number of facilities and tenant spaces. In an attempt to address the leaks without re-roofing all facilities at the Airport, staff contacted different waterproofing manufacturers for solutions. SMO and Architecture Services staff decided that a combination of single ply and elastomeric acrylic coatings over current offices and hangar roofs would be the most practical and cost efficient solution. Discussion The Airport Roof Acrylic Application Project would replace the existing non-metal roofing systems with polyvinyl chloride (PVC) single-ply systems on a total of 6,700 square feet of office spaces and apply elastomeric acrylic coating on a total of 113,000 square feet of both office space and hangar metal roofs (refer to Attachment A for an aerial map of the proposed work). Being that all hangars, and a few office spaces, have metal roofs, the acrylic coating was selected for its ability to better coat and waterproof the roofs than single ply PVC. Tasks for this project include replacing downspouts and gutters, sealing existing coping seams, removing and replacing defunct HVAC equipment as needed and sealing the abandoned vents left behind by the removed equipment. Locations:  3000 31st Street  3100 Donald Douglas Loop North  3221 Donald Douglas Loop South  3159 Donald Douglas Loop South  2701 Airport Avenue  2501 Airport Avenue  2901 25th Street Vendor Selection On July 24, 2017, the City published Notices Inviting Bids to provide acrylic roofing repairs (base bid) and new PVC single-ply roofing systems (additive alternate bid) to facilities located at SMO in accordance with City specifications. The bid was 3 of 4 posted on the City’s on-line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with the City Charter and the Municipal Code. A total of 25 vendors downloaded the bid. Five bids were received and publicly opened on August 21, 2017. Contractor Base Bid Base Bid & Additive Alternate Bid Best Contracting Services, Inc. $1,365,825 $1,781,930 Exbon Development, Inc. $1,381,000 $2,080,000 Universal Coatings, Inc. $1,575,760 $2,162,010 Letner Roofing Co. $1,857,000 $2,711,000 Cook Coatings, Inc. $4,417,647 $5,843,647 Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, ability to deliver, quality of product and compliance with City specifications. Best Contracting Services, Inc. offered a comprehensive package that addressed in detail the specifications of the job and the usage of high-quality materials. Best Contracting Services, Inc. specifically proposed furnishing all labor, materials and disposal of existing roof materials, plus a brand-name roofing system and a 20-year warranty for materials and labor. Using high-quality roofing materials optimizes the performance and longevity of the facility roofs at the Airport, and over time is a more cost-effective option that decreases the frequency and associated costs of future roofing repairs. Based on these criteria, Best Contracting Services, Inc., the lowest bidder, is recommended as the best bidder. Financial Impacts and Budget Actions The contract to be awarded to Best Contracting Services, Inc. is for an amount not to exceed $1,960,123 (including a 10% contingency). Funds are available in the FY 2017-18 Capital Improvement Program budget in account M339088.589000. The source of funding for this CIP project is the Airport Fund which in the past two years has seen a positive increase in revenue from changes to the leasing policy, 4 of 4 going from $5.8 in annual rent revenue to more than $13 million in projected revenue in the coming year. Prepared By: Phillip Ticun, Construction Specialist Approved Forwarded to Council Attachments: A. Aerial Map - Roof Replacement B. Oaks Initiative Form - Best Contracting 8-21-2017 2 3 R D S T AIRPORT AVE OCEAN PARK BLVD 2 8 T H S T HILL ST OAK ST PIER AVE ASHLAN D AV E HI LL P L NORTH P IER PL NORTH 2 4 T H S T 2 5 T H S T D O N A L D D O U G L A S L O O P S O U T H ASHLAND PL N ORTH C E N T I N E L A A V E MARINE PL NORTH 2 9 T H S T 3 0 T H S T 3 1 S T S T OC EAN PARK P L S OUTH 3 2 N D S T 2 3 R D C T DONALD DOUGLAS LO OP NORTH 3 3 R D S T 3 4 T H S T 2 4 T H C T 2 6 T H S T C L O V E R S T C L O V E R F I E L D B L V D OCEAN PARK PL NO RT H C L O V E R F I E L D C T 3 1 S T S T C E N T I N E L A A V E DONAL D DOUGLAS LOOP N ORTH 2 5 T H S T B U N D Y D R DEWEY ST STANWOOD DR G R A N D V I E W B L V D A R M A C O S T A V E WARRENAVE M O U N T A I N V I E W A V E STANWOOD PL ROSE AVE OCEAN PARK BLVD C E N T I N E L A A V E N A V Y S T NATIONALBLVD S T E W A R T A V E W A L G R O V E A V E M A R I N E S T IVYPL S U N S E T P ARK WAY R O SEWOODAVE C A B R I L L O B L V D G L E N A V O N A V E CLARKSONROAD SARDISAVE E V E N S O N G D R MALONE ST M A P L E W O O D A V E CLOVER AVE W A D E S T D A H L G R E N A V E NAVY ST MARINE ST D E W E Y S T S T A N W O O D D R DEWEY ST C E N T I N E L A A V E Information Systems Department. Geographic Information System. 2015 © City of Santa Monica. All Rights Reserved. Roof Replacement 20 Year Warranty (Acrylic) - 20 Year Warranty (Single Ply) - 10 Year Warranty (Acrylic) - 10 Year Warranty (Single Ply) - 10 Year Warranty (Acrylic) - Alternative Bid 5 Year Warranty (Acrylic) - Alternative Bid Building 3100 13,000SF Building 3000 47,500SF 2901 25th Street 5,600SF Hangar 2701 7,800SF Building 3221 1,400SF Building 3159 33,300SF Office 2701 1,600SF Hangar 2501 5,200SF Building 2501 3,700SF 3100 Hangars 67,873SF 3000 Hangars 60,242SF 2501 Hangars 29,232SF REFERENCE:    CONTRACT NO. 10560 (CCS)