SR 06-11-2019 3D
City Council
Report
City Council Meeting: June 11, 2019
Agenda Item: 3.D
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Award Agreement for Citywide Roofing Contractor Services
Recommended Action
Staff recommends that City Council:
1. Award Bid #4377 to Best Contracting Services, Inc., Danny Letner Inc., dba
Letner Roofing and Maverick Roofing, Inc., all California-based companies, for
roofing contractor services for the Public Works Department;
2. Authorize the City Manager to negotiate and execute an agreement with Best
Contracting Services, Inc. in an amount not to exceed $150,000 for two years,
with one additional three-year renewal option in the amount of $225,000, on the
same terms and conditions, for a total amount not to exceed $375,000 over a
five-year period, with future year funding contingent on Council budget approval;
3. Authorize the City Manager to negotiate and execute an agreement with Letner
Roofing, Inc., in an amount not to exceed $200,000 for two years, with one
additional three-year renewal option in the amount of $380,650, including a 15%
increase for year three and a 10% increase for years four and five, for a total
amount not to exceed $580,650 over a five-year period, with future year funding
contingent on Council budget approval;
4. Authorize the City Manager to negotiate and execute an agreement with
Maverick Roofing, Inc., in an amount not to exceed $110,000 for two years, with
one additional three-year renewal option in the amount of $165,000, on the same
terms and conditions, for a total amount not to exceed $275,000 over a five-year
period, with future year funding contingent on Council budget approval.
Summary
To maintain the structural integrity, safety and appearance of City facility roofs, the
Facilities Maintenance Division contracts out roofing repair and replacement services.
Staff recommends a split award for Bid #4377 as follows: Best Contracting Services,
Inc., would be the primary contractor for roofing projects that contain a waterproofing
component for a total amount not to exceed $375,000 over a five-year period; Letner
Roofing would be the primary contractor for large-scale roofing repairs and
replacements for a total amount not to exceed $580,650 over a five-year period; and
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Maverick Roofing Inc., would be the primary contractor for minor a nd urgent repairs, for
a total amount not to exceed $275,000 over a five-year period.
Discussion
The Facilities Maintenance Division contracts out approximately 30 roofing projects
annually. These projects include repairs, replacements, leak mitigation, and installing
coatings, gutters, roof drains and skylights. It is necessary to contract out these jobs as
in-house staff do not possess the necessary equipment, specialized skills, training and
licensing.
To ensure the City has access to the best pricing, prompt response times and
applicable project expertise, staff recommends splitting the award between Best
Contracting Services, Inc., Letner Roofing and Maverick Roofing, Inc. Best Contracting
Services, Inc. would primarily provide roofing services such as leak mitigation and
waterproofing as Best Contracting has satisfactorily provided such services for the City
over the past three years. Based on Letner Roofing’s extensive experience with multi-
million dollar projects, Letner Roofing would provide services for the City’s large-scale
projects that are often long-term, intricate and require a large workforce. Maverick
Roofing, Inc. has the lowest minimum call-out charge and fastest response time, thus
Maverick Roofing would perform urgent and minor repairs that require a prompt
response time and are small-scale in nature.
Vendor/Consultant Selection
Bid Data
Bid
Posting
Date
Bid Posted
On
Bid Advertised In (City
Charter & Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
1/31/2019 City's Online
Bidding Site Santa Monica Daily Press 28 5 2/22/2019
Submittals Received Selection Criteria
Best
Contracting
Services, Inc.
$85.00/hour
Municipal
Code
SMMC 2.24.072
$160.00/hour (OT)
Commercial
Roofing
Systems, Inc.
$109.00/hour
Evaluation
Criteria
Price, previous experience, ability to
deliver, quality of product, and
compliance with City specifications. $153.00/hour (OT)
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Concrete
Construction
$130.00/hour
Best and
Lowest
Bidders
Best Contracting Services, Inc., Letner
Roofing and Maverick Roofing, Inc. $177.00/hour (OT)
Letner
Roofing
$104.84/hour
$137.45/hour (OT)
Maverick
Roofing, Inc.
$55.69/hour
$72.88/hour (OT)
Best Bidder Justification
Best Contracting Services, Inc. has satisfactorily provided roofing contractor services for
the City for the past three years. In addition, Best Contracting Services, Inc. has
continued to provide competitive pricing and dependable service. Letner Roofing was
the most experienced bidder by over 20 years, and their bid submittal yielded impressive
references. Letner Roofing has successfully completed multi-million-dollar projects for
the University of Southern California, Cedars-Sinai Medical Center, Irvine School District
and the University of California, Los Angeles. These organizations confirmed that Letner
Roofing provided satisfactory work and remained budget-conscious. Maverick Roofing,
Inc. has provided roofing contractor services for the City, as a sub contractor, for the past
year. Maverick Roofing has provided fast response times and the most competitive
pricing. Based on these criteria, Best Contracting Services, Inc., Letner Roofing and
Maverick Roofing, Inc., are recommended as the best bidders.
*Lowest bids were based on the general pricing total (regular time and overtime)
Financial Impacts and Budget Actions
Staff seeks authority to award agreements with Best Contracting Services, Inc., Letner
Roofing and Maverick Roofing, Inc. for roofing contractor services.
Agreement Requests
Contractor
Request
Amounts
FY 2019-20 Budget
Public Works Department
Account #
Total
Contract
Amounts
Best Contracting Services, Inc. $75,000 01500020.529480 $375,000
Letner Roofing $100,000 01500020.529480 $580,650
Maverick Roofing, Inc. $55,000 01500020.529480 $275,000
Future year funding is contingent on Council budget approval
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Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Best Contracting Services Oaks Initiative Disclosure Form
B. Letner Roofing Co. Oaks Initiative Disclosure Form
C. Maverick Roofing Oaks Initiative Disclosure Form
REFERENCE:
Contract No. 10854 - 10856
(CCS)