REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW15-08 for Roof Replacement at Fire Station Nos. 1, 3, 4 and 6, and Finding of CEQA Categorical Exemption
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in the amount of $369,355 (base bid of $280,290 and additive alternate of $89,065) to Alcal Specialty Contracting, Inc. of Fremont for Roof Replacement at Fire Station Nos. 1, 3, 4 and 6 (Public Works Project No. PR-14/04-15). Approval is also requested for a 10% construction contingency in the amount of $36,936.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) determination or this project is a categorical exemption pursuant to Class 1 Section 15301 (d), for the restoration or rehabilitation of deteriorated or damaged structures.
BACKGROUND AND DISCUSSION
Capital Project 818100 (Public Safety Buildings - Roofs) provides for roof replacement at the Public Safety and Fire Station Buildings. Replacement of the Public Safety Building Headquarters roof (700 All America Way) was completed in FY 2011/12. The next phase of the project is the replacement of the tar and gravel roofs for five fire stations (Nos. 1 through 4, and 6) with more energy efficient and long lasting roofing material.
Work to replace the fire station roofs began with evaluation and design in FY2013/14. In September, roof evaluations were performed for the five fire stations, with signs of leakage being observed in several of the buildings. This assessment identified that there was insufficient funding to do all the planned roof replacements. Therefore, roof replacement is planned for completion in two phases, with the current project budget addressing the first phase, which will replace roofs at Station Nos. 1, 3, 4 and 6. The second phase will replace the roof at Fire Station No. 2 after the beginning of the next fiscal year. Staff has included a request for funding of the replacement of the roof at Fire Station No. 2 with the FY 2015/16 Recommended Budget and will complete that work under a separate contract if funding is approved by Council.
Bid Specifications were prepared by Public Works and Purchasing staff. The Invitation for Bids (IFB) was structured as a base bid including Fire Stations 1, 3, and 4, with Station No. 6 as an Additive Alternate. Station 6 was included as an additive alternate in case the bids came in higher than anticipated.
The project was bid as follows:
Bid Notice: Advertised in The Sun on February 13, 2015;
Provided to 18 Bay Area Builder's Exchanges;
Posted on Onvia Demandstar public procurement network; and
Published on the City's website.
Bid Response 11 contractors requested bid documents.
Bid Results: Sealed bids were publicly opened on March 4, 2015
Eight (8) responsive bids were received
The lowest responsive and responsible bid was from Alcal Specialty Contracting, Inc. in the amount of $280,290 (base bid). The bid amount is approximately 30% below the engineer's estimate of $405,420. The Bid Summary is attached. Staff recommends accepting the base bid and additive alternate from Alcal Specialty Contracting, Inc., the lowest responsive and responsible bidder. Staff also recommends the award of a 10% construction contingency for the project.
FISCAL IMPACT
Project costs are as follows:
Construction (base bid) $280,290
Construction (additive alternate) $89,065
Construction contingency (10%) $36,936
Total cost $406,291
Budgeted funds are available in Capital Project 818100 (Public Safety Buildings- Roofs), funded by the General Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Make a finding of CEQA categorical exemption pursuant to Class 1 Section 15301 (d) for the restoration or rehabilitation of deteriorated or damaged structures; 2) Award a contract, in substantially the same format as Attachment 2 to the report and in the amount of $369,355 (base bid of $280,290 and additive alternate of $89,065) to Alcal Specialty Contracting, Inc. for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; and 3) Approve a 10% construction contingency in the amount of $36,936.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft General Construction Contract