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CC - CONSENT ITEM: (1) Award of a Construction Contract to Southland Roofing Inc. as the Lowest Responsive and Responsible Bidder, in the Amount of $280,440 for the Ivy Substation Roof Replacement Project; and (2) Authorization to the Public Works Director/City Engineer to Approve Change Orders to the Contract in an Amount Not-to-Exceed $70,000 to Cover Contingency Costs.
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CC - CONSENT ITEM: (1) Award of a Construction Contract to Southland Roofing Inc. as the Lowest Responsive and Responsible Bidder, in the Amount of $280,440 for the Ivy Substation Roof Replacement Project; and (2) Authorization to the Public Works Director/City Engineer to Approve Change Orders to the Contract in an Amount Not-to-Exceed $70,000 to Cover Contingency Costs.
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Meeting Date: September 8, 2025
Contact Person/Dept: Joe Susca/Public Works-Administration
Phone Number: (310) 253-5636
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (09/04/2025); Southland Roofing, Inc. (08/14/2025); Estate Design & Construction (08/14/2025); AME (08/14/2025); Letner Roofing (08/14/2025); Best Contracting (08/14/2025)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (08/14/2025)
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RECOMMENDATION
Staff recommends the City Council: (1) award a construction contract with Southland Roofing Inc. as the lowest responsive and responsible bidder in the amount of $280,440 for the Ivy Substation Roof Replacement Project; and (2) authorize the Public Works Director/City Engineer to approve up to $70,000 in change orders to cover contingency costs.
BACKGROUND
On June 8, 1987, the City of Los Angeles and the former Culver City Redevelopment Agency executed a 40-year lease for the Ivy Substation ("Lease") with a 10-year option. The Lease will expire in 2037 if the 10-year option is exercised. In 2012, the Lease was taken over by the Successor Agency to the Culver City Redevelopment Agency pursuant to AB26 and AB1484 and subsequently conveyed to the City in early 2020.
Since 2005, The Actor's Gang, a live performance theater, has had a license to occupy the space that expires in 2027, however, they have a 10-year option to extend the license through 2037.
In early 2017, the City contracted with Walker Consultants to assess the building's condition and to recommend necessary improvements. The Maintenance Plan they prepared identifies the need for approximately $700,000 in structural and aesthetic improvements over 10 years, including replacing the roof. Four amendments to the Walker Consultants agreement were then executed to prepare building repair construction documents and to provide engineering and construction management services for various improvements contained in the Maintenance Plan.
At their meeting of May 26, 2025, City Council approved the final plans and specifications that Walker Consultants had prepared to replace the roof and approved publishing a Notice Inviting Bids
DISCUSSION
On June 26, 2025, Notice Inviting Bids No. 2631 was released to competing firms via PlanetBids, and the following five responses were received:
Southland Roofing $280,440
Estate Design & Construction $489,700
AME $505,817
Letner Roofing $550,000
Best Contracting $573,332
Staff reviewed the bid documents and determined Southland Roofing submitted the lowest responsive bid. Southland's bid proposal was responsive and complete and its bond, contractor's license, and worker's compensation insurance were reviewed and determined to meet City requirements. Southland Roofing is located in Los Angeles and has performed a significant amount of work similar to this project. Their references are excellent and staff recommends hiring Southland Roofing to complete the roof replacement.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2025-2026 includes $768,086 in CIP No. PF-029 (Ivy Substation Building Improvements), which can be found in the Capital Improvements section of the budget book under General Fund Facility Planning Reserve (Fund 420F).
Expenditures programmed to complete various improvements at the Ivy Substation include:
Walker Consultants $ 71,175
Southland Roofing $350,440 (with contingency)
Staff will use the remaining funds in CIP PF-029 to complete other improvements contained in the Maintenance Plan at a later date.
MOTIONS
That the City Council:
1. Award a construction contract to Southland Roofing, Inc. as the lowest responsive and responsible bidder, in the amount of $280,440 to implement the Ivy Substation Roof Replacement Project; and,
2. Authorize the Public Works Director/City Engineer to approve change orders to the Southland Roofing contract in an amount not-to-exceed $70,000 to cover unanticipated costs; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.