HomeMy WebLinkAboutItem 4.07 Civic Ctr Roof Maint
CITY CLERK
File # D[b][Q]lm-~~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 2, 2007
SUBJECT:
Award of Bid - Contract 07-11, Civic Center Roof Maintenance
R1)eport Prepared by Melissa Morton, Public Works D~
Budget Change Form
2) Resolution
ATTACHMENTS:
RECOMMENDATION:
~
1)
2)
Approve the budget change in the amount of $2,785 and
Adopt the resolution awarding Contract 07-11, Civic Center
Roof Maintenance, to American Services Co.
FINANCIAL STATEMENT:
One bid was received from American Services Co. in the amount of
$23,845. The construction budget for the project is $23,400. While
it is not expected that the total cost of work will exceed the actual
bid amount, Staff recommends a budget adjustment for a 10%
contingency, or $2,340, plus the $445 overage, for a total of$2,785.
DESCRIPTION: Several years ago, the original built-up roof of the Civic Center
building was replaced by a polyurethane foam roof for purposes of longevity and energy savings. The
roof has a 20-year warranty; however, since the roof was installed, some damage has occurred as a result
of various contractors walking on the roof to service HV AC (heating, ventilation, and air conditioning)
equipment and provide other services that are accessed from the roof.
The roof material manufacturer and an authorized warranty repair vendor recommend the installation of
"walk pads," which would protect the roof surface. This project would repair the damage that has
occurred to the roof and provide the walk pads to preclude further damage from occurring.
Because of the warranty, contractors able to bid on this project were limited to those who are certified by
the manufacturer to work on the roof. Staff was advised by the manufacturer that use of an unauthorized
contractor could void the warranty and cause the City to pay for any repairs in the future that would
otherwise be covered by the warranty. The manufacturer provided three potential local contractors that
COPY TO: Bidders
ITEM NO.
'-/-.7
Page 1 of2
G:\CIP\Civic Center Roof Maintenance\agenda statement award. doc
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would be certified to do the work, and the project was also advertised in the local newspaper and through
several construction exchanges.
One bid was received from American Services Co. in the amount of $23,845. Of the other two
contractors listed by the manufacturer, one contractor did not express any interest in the work, and the
other was out of the office for the time period that the project was advertised and did not read the bid
notice. The bid price is $445 higher than the construction budget; the cost difference between the original
estimate and the price bid was caused by the cost of obtaining the required bonding.
As noted in the Financial Statement, Staff recommends a budget adjustment for a 10% contingency
($2,340) plus the $445 overage for a total of $2,785. While it is not expected that the cost of the work
will exceed the actual bid price, putting this adjustment in place now would preclude having to return to
the City Council midway through the project if a change order becomes necessary.
Staff recommends that the City Council 1) approve the budget change in the amount of $2,785 and
2) adopt the resolution awarding Contract 07-11, Civic Center Roof Maintenance, to American Services
Co.
Page 2 of2
CITY OF DUBLIN
BUDGET CHANGE FORM
11; Z-
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
X From Unappropriated Reserves
(If Other than General Fund, Fund No -
From New Revenues
From Budgeted Contingent Reserve (10800-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
Name:
Name: General Fund - Civic Center Roof
Maintenance Project - hnprovements
$2,785.00
Account #:
Name:
Account #: 001-93931-750-050
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Account #:
ASDlFin Mgr
c?t;J ~,~
Signature
Date:
e; /20/0 T
REASON FOR BUDGET CHANGE ENTRY: The 2007/2008 Budget included an appropriation for a roof
maintenance project at the Civic Center. Based on the low bid received including a 10% contingency, an
additional appropriation of $2,785 is necessary to fund the project.
City Manager:
Date:
Signature
As approved at the City Council Meeting on: Date:
10/2/2007
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Mayor:
Date:
Signature
Posted By:
Date:
H: 'CC-FORMSIl'ORM-budg.t chang..,Ioc
Signature
!{J -2-07 417
ATTAUIIDNT I.
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RESOLUTION NO. - 07
A RESOLUTION OF THE CITY COUNCll..
OF THE CITY OF DUBLIN
**********************
AWARDING CONTRACT NO. 07-11,
CMC CENTER ROOF MAINTENANCE
TO AMERICAN SERVICES CO.
WHEREAS, the City of Dublin did, on September 19,2007, publicly open, examine, and declare
all sealed bids for doing the work described in the approved Plans, Specifications, and Modifications for
Contract No. 07-11, Civic Center Roof Maintenance, which Plans, Specifications, and Modifications are
hereby expressly referred to for a description of said work and for all particulars relative to the proceedings
under the request for bids; and
WHEREAS, said bids were submitted to the Public Works Director, who has recommended that
the bid hereinafter mentioned is the lowest and best bid for doing said work;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby award City of Dublin Contract No. 07-11 to the lowest responsible bidder therefor, to wit,
American Services Co., at a bid of Twenty Three Thousand Eight Hundred Forty-Five Dollars ($23,845),
the particulars of which bid are on file in the Office of the Public Works Director.
BE IT FURTHER RESOLVED that the Mayor is authorized to execute the Agreement.
PASSED, APPROVED AND ADOPTED this 2nd day of October, 2007.
AYES:
NOES:
ABSENT:
ABSTAINING:
Mayor
ATTEST:
City Clerk
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