HomeMy WebLinkAbout4.5 Bidding Exception Requirement Sr. Ctr Roof 06-36
CITY OF DUBLIN
AGENDA STATEMENT
City Council Meeting Date: December 21, 1989
SUBJECT: Exception to Competitive Bidding Requirement
Senior Center Roof Repair
(Report by Public Works Director Lee Thompson)
EXHIBITS ATTACHED: 1) Copy of Purchasing Ordinance
2) Quotes from roofing companies
RECOMMENDATION: 1) Waive competitive bidding requirement of
QCY purchasing ordinance and authorize Staff to
negotiate a contract with Dolin and Son Roofing.
2) Approve transfer of funds from unallocated
reserves in the amount of $14,000.
FINANCIAL STATEMENT: Lowest informal bid received is $13,250 to install the
roof. If dry rot is found, it will be repaired as
extra work. Allowing $750 for repair, the estimated
contract cost is $14,000. A minor amount of building
department staff time will be required to inspect the
installation.
DESCRIPTION:
In 1988, at the time that the Senior Center Renovation Capital Improvement
Project was in progress, a change order was approved to repair a portion of
the roof which was leaking. After the heavy rains in mid-October, Staff
discovered that other portions of the roof were leaking and need to be
repaired or replaced. Since this building is nearly 30 years old, the need
for roof repair is not unusual.
The City's purchasing ordinance requires that the competitive bid process be
used for purchases or contracts estimated to be over $5,000; however, the City
Council may waive the formal bid process in emergency situations. Since the
rainy season has already begun, Staff feels that the roof repairs should not
wait the six to eight weeks needed to develop specifications and solicit
sealed bids. Staff has informally requested written quotations from three
roofing companies, the lowest of which is $13,250 for a Class A roof from
Dolin and Sons Roofing. The contractor has stated that an additional charge
of $25 per sheet of plywood will be added if dry rot repair becomes necessary.
The other quotations received were from Sierra Roofing ($14,987 for Class B or
$15,852 for Class A) and Altamont Roofing ($19,750) . These bids also excluded
any dry rot repair.
Both Class A and B roofs are rated as fire retardant. Commercial buildings
must be either Class A or B as rated by Underwriters Laboratories, Class A
being the highest rated for longevity.
The maintenance operating budget for the Senior Center does not contain
sufficient funds to pay for the roof repair. If the City Council waives the
competitive bid requirement and authorizes Staff to contract with Dolin and
Sons for repair of the roof, a budget transfer in the amount of $14,000 from
unallocated reserves would be needed.
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ITEM NO. COPIES TO: Bidders
ORDINANCE NO. 16 - 83
AN ORDINANCE OF THE CITY OF DUBLIN
ESTABLISHING PROCEDURES FOR THE
PURCHASE OF GOODS AND SERVICES
THE CITY COUNCIL OF THE CITY OF DUBLIN DOES ORDAIN AS FOLLOWS:
Section 1. ADOPTION OF A PURCHASING SYSTEM
A purchasing system is hereby adopted in order to establish
efficient procedures for the purchase of supplies, services and equipment to
secure for the City supplies, services and equipment at the lowest possible
cost commensurate with the level of quality required, to exercise financial
control over purchases, and to clearly define authority for the purchasing
function.
Section 2 . PURCHASING AGENT
The City Manager is hereby designated as Purchasing Agent. The
City Manager may delegate. all or a portion of the purchasing duties to any
City Staff member. The Purchasing Agent shall have the authority to:
• (a) Purchase or contract for supplies, services and equipment
required by the City, in accordance with purchasing procedures
outlined in this ordinance.
(b) Negotiate and recommend execution of contracts for the
purchase of supplies, services and equipment.
(c) Act to procure for the City the necessary quality in supplies,
services, and equipment at -the lowest cost to the City.
(d) Prepare and recommend to the City Council revisions and
amendments to the purchasing rules.
(e) Establish and maintain such forms as reasonably necessary to
the operation of purchasing guidelines .
(f) Supervise the inspection of all supplies, services , and
equipment purchased to insure conformance with specifications .
(g) Recommend the sale or disposal of all supplies and equipment
which cannot be used by the City, or which have become
unsuitable for City use .
(h) Maintain a bidder' s list and other records necessary for the
efficient acquisition of goods and services .
,
PURCHASING ORDINANCE Page 1
Section 3 . Purchase of $5 , 000 . 00 or more made by City Council
through Competitive Bid
rvnen the amount or value involved is at least Five Thousand dollars
( $5, 000 . 00 ) , the purchase or disposal shall be made by the City Council
through competitive bid as outlined below:
(a) Notice inviting bids shall include a general description of the
services and/or articles to be purchased or sold, where bid blanks
and specifications may be obtained,. the time and place for bid
openings, and whether bid deposit or bond and faithful performance
bond will be required.
(b) Notice inviting bids shall be posted in at least three ( 3 ) public
places in the City that have been designated by ordinance as -the
, place for posting public notices, at least ten ( 10) days before the
date of opening the bids .
(c) The Purchasing Agent shall also solicit sealed bids from all
responsible prospective suppliers whose names are on the bidder' s
list and may advertise the notice inviting bids in applicable
publications .
(d) When deemed necessary by the Purchasing Agent or City Council, any
bidder may be required to submit a bid deposit or bond in an amount
. determined by the Purchasing Agent or City Council . A successful
bidder (and his surety, if a bond is furnished) shall be liable for
any damages upon the bidder' s failure to enter into a contract with
the City or upon the bidder' s failure to perform in accordance with
the tenor of his bid.
(e) When deemed necessary by the Purchasing Agent or City Council, any
person or entity entering into a contract with the City may be
required to furnish a faithful Rerformance deposit or bond in an
amount determined by the Purchasing Agent or Council .
(f) Bids shall be opened in public at the time and place stated in the
public notices . A 'tabulation of all bids received shall be open
for public inspection during regular business hours for a period of
not less than thirty (30 ) calendar days after the bid opening.
(g) At its discretion, the City Council may reject all bids presented
and readvertise for bids .
(h) Contracts shall be awarded by the City Council to the lowest
responsible bidder, except as otherwise provided herein.
( i) If two or more bids received from responsible bidders are for the
same total amount or unit price, quality and service being equal ,
preference shall be given to the local vendor, or the City Council
may accept the lowest bid made by negotiation with the tie bidders
and the Purchasing Agent at the time of the bid opening.
PURCHASING ORDINANCE Page 2
Section 4 . FACTORS SUPPORTING PURCHASING AWARD
rchases shall be awarded after consideration of the following factors:
(a) The amount of bid price.
(b) The ability, capacity and skill of the bidder to perform the
contract or provide the service required.
(c) The ability of the bidder to perform the contract or provide the
service promptly, or within the time specified, without delay or
interference.
(d) The reputation and experience of the bidder.
(e) The previous experience of the City with the bidder.
(f) The previous and existing compliance by the bidder with the laws
and ordinances .
(g) The sufficiency of the financial resources and ability of the
bidder to perform the contract or provide the service.
(h) The quality, availability, and adaptability of the supplies or
contractual services to the particular use required.
(i ) The ability of the bidder to provide future maintenance and service
for the use of the subject of the contract.
(j ) The number and scope of conditions attached to the bid.
Section 5 . EXCEPTIONS TO COMPETITIVE BIDDING REQUIREMENTS
The provisions of this ordinance requiring competitive bidding shall not
apply to the following:
( a) Contracts involving the acquisition of professional or
specialized services, such as, but not limited to, services
rendered by architects, attorneys, engineers, and other
specialized consultants .
(b) Where the City ' s requirements can be met solely by a single
patented article or process .
(c) To situations where no bids have been received following bid
announcements under other provisions of this ordinance .
(d) When the amount involved is less than two hundred dollars
( $200 . 00 ) .
(e ) When an emergency requires that an order be placed with the
nearest source of supply.
PURCHASING ORDINANCE Page 3
1
(f) When a purchase involves goods of a technical nature, where it
would be difficult for a Vendor to bid on a standard set of
specifications, the Purchasing Agent shall undertake a
thorough review of known products and a comparison of features
which would most closely meet the City' s needs at the least
cost.
When the procurement falls into any of the categories listed above, the
Purchasing Agent may authorize contracts made by negotiation, provided that
the amount does not exceed five thousand dollars ( $5 , 000 . 00) . When the
amount exceeds Five Thousand dollars ($5 , 000 . 00 ) , the action must be
authorized by the City Council .
Any request for an exception under this section shall include the nature of
the contract, amount of the contract, and the reasons why competitive bidding
is not feasible .
Section 6 . INFORMAL PROCEDURES/LIMITS
Where the amount or value involved is more than two hundred dollars
( $200 . 00 ) , but less than Five Thousand Dollars ( $5, 000 ) , the purchase or
disposal may be made by the Purchasing Agent, without written bid, and by
informal price checking through telephone or mail inquiry, comparison of
prices on file or otherwise . Every attempt shall be made to receive at least
three (3 ) price quotations . At the discretion of the Purchasing Agent, the
acquisition of goods and services where the value is at least Two Hundred but
less than Five Thousand Dollars , the formal competitive bid process may be
ed.
Section 7 . PURCHASE ORDERS
All purchases shall be documented by a purchase order prepared by the
Purchasing Agent. The original copy shall- be directed to the vendor and one
copy shall be retained for the purchase order file . The final copy shall be
directed to the department for whose benefit the purchase is being made to be
used as a receiving report.
Section 8 . AVAILABILITY OF SUFFICIENT FUNDS
No purchase order shall be issued until it has been ascertained that there is
to the credit of the department of the City for whose benefit such purchase
-is to be made, a sufficient unappropriated balance in excess of all unpaid
obligations to defray the amount of, such order.
Section 9 . INSPECTION AND REVIEW
The purchasing agent shall require the inspection of supplies and equipment
delivered, and contractual services performed, to determine their conformance
with the specifications and requirements set forth in the order or contract.
PURCHASING ORDINANCE Page 4
Section 10 . SURPLUS SUPPLIES AND EQUIPMENT
such times as determined by the Purchasing Agent, reports shall be
prepared showing all supplies and equipment which are no longer used or which
have become obsolete or worn out. The Purchasing Agent shall have the
authority to sell, trade or exchange all said supplies and equipment. Such
sales will be made pursuant to Section 3 or Section 6 of this ordinance,
whichever is applicable .
Section 11 . SPLITTING ORDERS
It shall be unlawful to split or separate into smaller orders the purchase of
supplies, materials, equipment or services for the purpose of evading the
competitive bidding provisions of this chapter.
Section 12 . PUBLIC PROJECTS EXCEPTED
This ordinance is expressly made inapplicable to bids for public projects as
defined by Government Code Section 37901 and where the expenditure required
for the public project exceeds the limit set by Government Code Section
37902 . The provisions contained in Government Code Section 37901 et. seq. ,
establish contract procedures the City shall follow regarding public
projects .
Section 13 . POSTING OF ORDINANCE
The City Clerk of the City of Dublin shall cause this ordinance to be posted
1 at least three (3 ) public places in the City of Dublin in accordance with
„zction 36933 of the Government Code of the State of California.
PASSED AND ADOPTED by the City Council of the City of Dublin on
this 12th day of December, 1983 , by the following votes :
AYES : Councilmembers Drena, Hegarby, Jeffery, Moffatt and Mayor
Snyder
NOES : None
ABSENT: None
b ayor
ATTEST: ,
City Cler
PURCHASING ORDINANCE Page 5
A SATISFIED CUSTOMER IS 6001) BUSINESS
DATE 1 3 Der•'R9
SAN JOSE, CA DOLIN&SON ROOFING FREMONT, CA
(408)263-3800 AND (415)657-6777
CONCORD, CA INSULATION, INC. HAYWARD, CA
-.(415) 685-0711 (415)471-6788
P.O. Box 1729
Contract Lic. No.453264 Fremont, CA 94538 Comp. Ins.:Co. No. 267870. .
"Contractors are required by to be licensed and regulated by the Contractor's State License Board."Any questions
concerning a contractor may be referred to the registrar of the board whose address is:
Contractor's State License Board 1020'N'Street Sacramento,CA 95814
IAve the owner(s)of the premises described below request and authorize you to furnish all necessary materials,labor and workmanship,and permit
delivery and placement,to install and construct the Improvements according to the following specifications,terms,and conditions on the premises
described below,as job address.
Owner's Name M.C.E/ Attn: Steve Lowrey Phone 828-0428
Owner's Address 100 Civic Plaza City Dublin State Ca
Job Address 7437 Larksdale Ave City Dublin State Ca
Tear off the -existing tar & gravel roofing. Install 1 ply of glass base
and 2 plies"-of celo 'glass IV ply- hot mopped between each ply. ''-Apply a
4th plv of AB20 finishing felt 'on perimeter of roof. Flood coat 'entirP
roof -area with h6t 'asphAlt and apply a standard grey gravel nn rnnf
Surface-.: Install new' metal' gravel stop on roof edges Tnctall new sheet
metal heating and plumbing vents and flashing Rensp all special "vents_
Seal tape , and paint all pinp vents with aluminum paint r1RAn 3nh citp
of all roofing debris `Owner to cover all val ,ahl s in hc)usp and/or
g�a9P -
TOTAT TTT TAxpc; TNrTTir)Fn UPPER ROOF ONLY $1 -4.9,;o 00
SPECIAL NOTE ANY DRY ROT-DISCOVERED AT -TIME OF REROOFING WILL
BE REPAIRED ONLY AT ADDITIONAL CUSTOMER EXPENSE $25 110 per 4X8
The above work shall be guaranteed against defects of workmanship and materials for a period of Three years
and shall not cover faulty chimneys,flashing or Carpenter Work,or conditions beyond our control.Dolin Roofing will not be responsible for roof
damage or failure at areas where water stands,for damage to the system due to standing water,or for interior damage. ............__.._.._
i
This bid is subject to acceptance by contractor within 2 0 days,and when signed by both parties,or their authorized agents,shall become
a binding subcontract in accordance with the above terms and conditions.
Contractor agrees to perform all work in a good and workmanlike manner.
Contractor shall,at its own expense,carry Public Liability Insurance for protection of both Contractor and Purchaser.
Any and all additional work to be performed by Contractor and not herein specified shall constitute extra work and Purchaser agrees to pay therefore
the cost of Contractor thereof,plus overhead and profit of 10%.
The Contractor shall not be responsible for delays or damages due to strikes,fires,accidents,or other causes beyond his reasonable control.
All payments on this contract must be made direct to Contractor as work progresses to the value set forth in contract.In the event of default
in payment any of said installments,or of any note,the Contractor may declare the whole sum immediately due and payable.Any action or suit
to enforce any of the terms of this contract,the Purchaser agrees to pay interest,together with reasonable attorney's fees caused by such action.
The undersigned acknowledges receipt of a true copy of this agreement,there being no covenants,promises or agreements,either written or
oral except as herein set forth,this being the entire agreement.
Contractor to obtain all permits.
Notice to owner-(Section 7019-Contractors License Law)-Under the Mechanics Lien Law,any contractor,subcontractor,laborer,materialman
or other person who helps to improve your property and is not paid for his labor,services or material,has a right to enforce his claim against your property.
Under the law,you may protect yourself against such claims by filing,before commencing such work of improvement,an original contract for
the work of improvement or modification thereof,In the office of the county recorder of the county where the property is situated and requiring
that a contractor's payment bond be recorded in such office.Said bond shall be in an amount not less than fifty percent(50%)of the contract price
and shall,in addition to any conditions for the performance of the contract,be conditioned for the payment in full of the claims of all persons fur-
nishing labor,services,equipment or materials for the work described in said contract
Verbal understandings and agreements with representatives shall not be binding.All understandings and agreements must be set forth in writing
in this Estimate and Proposal.Additional provisions are stated on reverse side and are part of this ESTIMATE AND PROPOSAL.
This Proposal and the agreement for credit,if any,shall constitute the entire agreement between the parties,which entire agreement and specifica-
tions shall not be altered or modified except by written agreement between the parties hereto.
IN THE EVENT THIS PROPOSAL IS NOT APPROVED BY THE CONTRACTOR'S ESTIMATING,INSTALLATION AND CREDIT DEPARTMENTS
ANY PAYMENT MADE HEREUNDER SHALL BE REFUNDED TO THE CUSTOMER AND THIS PROPOSAL SHALL BE NULL AND VOID AND
OF NO EFFECT.CONTRACTOR IS NOT RESPONSIBLE FOR EXISTING STRUCTURAL DEFECTS DRY ROT OR CODE VIOLATIONS.NO REPAIR-
ING PLASTERING,CARPENTRY OR DECORATING IS INCLUDED UNLESS SPECIFICALLY CHARGED FOR AND SPECIFIED.
All accounts due and payable within 10 days unless otherwise specified in writing.Delinquent accounts will be subject to interest at 11F2%per
month.All collection costs and attorney fees will be charged.
CASH PRICE for labor and materials$ 13,250.00 Down Payment$ 1,250.00 Balance 12.000.00
TERMS: CASH IN CREDIT ❑ UPON COMPLETION OF TOB
You as owner or tenant have the right to require the contractor to have a performance and payment bond or funding control.
IN WITNESS WHEREOF the parties have hereunto signed their names this day of 19
John Brown
Representative
You are entitled to cancel this agreement before midnight of the third Signed
day(excluding Sunday)after the date of your signature.See the Buyer's Owner
Right to Cancel contained in this agreement.
Signed
Owner
MANUFA�._JRER: JOHNS MANVILLE
SPEC# 3-GNC 7 CLASS "A"
❑ MANUFACTURER: GAF
SPEC# N-B-3G CLASS "A"
POO Mal
❑
SYSTEMS
December 7, 1989
Dublin Civic Center
100 Civic Plaza
Dublin, .;CA 94568
ATTN: Steve Lowry
This letter is in reference to your request for an estimate on the property at
7437 Larkdale, Dublin.
FULL FIBERGLASS BUILT-UP ROOF SYSTEM WITH AGGREGATE
WORK PROPOSED:
1 . All existing built-up roofing will be removed from structure and site.
2. The sub-straight will be inspected for dry-rot or damage.
3. The application of a full fiberglass system will begin with the nailing
of a fiberglass base sheet to deck.
4. .A.wood fibered cant strip will be installed at high stress areas, such as
perimeter curb, chimney, etc. This will relieve the stress of expansion and
contraction of the roof system. It also helps to make the transition smoother.
5. -- Then two plys of fiberglass finishing felts will be applied in even moppings
...Of Type III.Hot Asphalt. This will -be at a rate of 25 Lbs. per every
1 00 .:square feet.
" 6. All roof jacks and metal roof vents will be replaced ascneeded.: .
7. All perimeter metal will be replaced with new stock, (if applicable) .
8. All sump drains will be inspected, cleaned, and coated. This is to ensure
Proper drainage.
9. The roof surfacing will be gravel applied at a rate of approximately 300 Lbs..'
per every 100 square feet.
10. All trash and debris will be removed from roof .and grounds.
RE-ROOFING:
...;When• replacement of an existing. roof is considered, complete removal of old roofing
.. and roof insulation is recommended to avoid trapped moisture. Each re-roofing
application has a specific set of requirements which are unique to that roof alone.
Therefore, it is impossible to write a standard re-roofing specification.
Due to the nature of the problems, there is a chance of dry-rot on sub-straight.
. We are a licensed contractor to repair such problems, (if they do in fact exist) ,
on a "Time and Materials" basis.
21650 Redwood Rd. Castro Valley, 94546 •
y' (415) '889-7208
State L1c. No. 354508
o �(
0
SYSTEMS
*This roof system with gravel aggregate will add approximately 8 1/2 tons of
extra weight, compared to a smooth built-up system_
TOTAL INVESTMENT:
$15,852.00
Warranty on Workmanship is Five (5) Years.
Thank you for considering Sierra Roofing Systems for your new roof. Should you have
any questions regarding the above specifications, roofing procedures, or the
products we use, please feel :free to contact myself or Daniel Rich at any time..
Since ely.,
Car�Milichichi
CM/lr
21650 Redwood Rd. Castro Valley, CA 94546 (415) 889-7208
State Lic. No. 354508
R + .:
MANUFACTURER: JOHNS MANVILLE
m<i :❑ SPEC# 3-GNS CLASS "B"
f I MANUFACTURER: GENSTAR
Q i SPEC HP-2-AW-2 _ CLASS "B"
r,,3 ❑ MANUFACTURER: GAF
Voo(OV U in • SPEC# N-B-3C CLASS "B"
s SYSTEMS
December 12, 1989
Dublin Civic Center
-1;b0 Civic Plaza
Dublin, CA 94568
ATTN: Steve Lowree
This letter is in regards to
g your request for an estimate on the property at
2 7437 Larkdale Avenue, Dublin.
` d. a R3 i•' '
FULL FIBERGLASS BUILT-UP ROOF SYSTEM WITH FIBRATED EMULSION GLAZE COAT & ALUMINUM COATING
J7 ;
ti WORK PROPOSED:
}1 1'. All existing built-up roofing will be removed from structure and site.
M 2. The 'sub-straight will be inspected for dry-rot or damage.
3. The application cf a full; heavy, fiberglass system will begin with the nailing of a fiberglass base sheet to roof deck.
4�.`. A wood-fibered cant strip will be installed at high stress areas, such as
t, perimeter curb,. chimne
y, etc. This will relieve the stress of expansion
{ and contraction of the roof system. It also helps to make the transition
much smoother.
5'. Then.two 1 s of fiberglass' finishing felts will be applied in even moppings
P. .Y g . g
y± of Type III Hot Asphalt. This will be at-.a rate of 25 Lbs. per every
100 square feet. .
6. All roof jacks and metal roof vents will be replaced as needed.
7. All perimeter metal will be replaced with new stock, (if applicable) .
8. All sump drains will be inspected, cleaned, and coated. This is to ensure
proper drainage.
9. Roof surface will be emulsion at a rate of 3 gallons per every 100 square feet.
10. This will be followed by an aluminum coat.
11•. All -trash •and debris will be removed from roof and grounds.
RE-ROOFING: :?
When replacement of an existing roof is considered, complete removal of old roofing
and roof insulation is recommended to avoid trapped moisture. Each re-roofing
application has a specific set of requirements which are unique to that roof alone.
Therefore, it is impossible to write a standard re-roofing specification.
Due to the nature of the problems, there is a chance of dry-rot on sub-straight.
We are licensed contractor to repair such problems, (if they do in fact exist)
on a "Time and Materials" basis.
21650 Redwood Rd. Castro Valley, CA 94546 (415) 889-7208
States 1 ;r Nn RF;dF;np
SYSTEMS
*One of the many benefits of using a built-up system with an emulsion coat,
and aluminum coating is the weight factor. This system will relieve approximately
8 11 tons of excess weight.
TOTAL INVESTMENT:
$14,987.00
Warranty on Workmanship is Five (5) Years.
Thank you for considering Sierra Roofing Systems for your new roof. Should you -
have any questions regarding the ,above specifications, roofing procedures, or
the products .we use, please feel free to ccntact myself or Daniel Rich at any time.
Sincerely,
Cary Milichichi
CMjlr
21650 Redwood Rd. • Castro Valley, CA 94546 • (415) 889-7208
B11? CONFIRMAIION
From: To: Mr. STEVE LOWREY
(NAME)
7437 Larkdale
!n (ADDRESS)
1M Altatnianf Roafieg Dublin, CA 94568
3610 Old Santa Rita Road (CITY,STATE AND ZIP)
P.O. Box 565 828-0428
Pleasanton, CA 94566
415-460-0288 • 443-8010 • 935-1858 Project: same as above
( )
Contr. License #360176
(ADDRESS)
(CITY,STATE AND ZIP)
The bid price is: A $19,750.00 B C D
The bid INCLUDES the following: Complete tear-off of original surface to obtain clean
(DESCRIBE LABOR,MATERIALS,EQUIPMENT,ETC.,TO BE FURNISHED)
bondable surface, re-roofing as follows:
Apply one layer 264 base sheet; 2 ply 116 glassply;
intermoppings with hot asphalt, flood coat, re-gravel.
Apply new flashines and counterflashings as needed. Re-seal
and paint all vents, Complete clean-up and hauling away
of all debris caused by this work.
WORKMANSHIP GUARANTEED* 9 YEARS
2T ank,you for the opportunity to serve you, If I can be of further assistance please do not hesitate to calf
The bid specifically EXCLUDES: dry rot, delaminated plywood
l
If there is any misunderstanding as to the content,terms,or conditions of thFbid, ple ;contac e diately.
Date: October 9, 1989
Bid Expires: 30 days OHN A.TORRES)