City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council award a construction contract to Hull Brothers
Roofing Co., as the lowest responsive and responsible proposer to complete the
necessary work for roofing improvements in conjunction with the Teen Center
Remodel Project, P-819.
BACKGROUND:
This year’s Capital Improvement Budget includes the Teen Center Remodel Project,
P-819 (Project).
On January 13, 2003 the State authorized use of the Murray-Hayden Urban Parks
and Youth Service Grant in the amount of $262,500 for the Teen Center remodel
Project. The grant required the City to provide matching funds of an additional
$112,500, which were authorized from the General Fund. The total Project
allocation was $375,000.
In 2005, staff determined the roof of the Teen Center was failing and could ultimately
leak into the Teen Center rooms. The project scope was revised to include roof
improvements and was added to Fiscal Year 05-06 Capital Improvement Budget and
approved by City Council. With the $60,000 for roof improvements, the total
approved project costs were increased to $435,000.
The Teen Center Remodel Project has been under construction since October 17,
2005. The interior remodel is significantly complete and the construction punch lists
Meeting Date: 02/27/06 Item Number: C-8
AGENDA ITEM: Consideration to Award a Construction Contract to Hull
Brothers Roofing Company for Roofing Improvements in conjunction with the
Teen Center Remodel Project
Contact Person/Dept.: John Rivera,
PW/Admin.
Phone Number: 310-253-6423
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification:
Master Notification List emailed on February 22nd; Royal Roofing Company, Best
Roofing Incorporating and Hull Brothers Roofing Company by Fax on February 22
nd
.
Department Approval:
Charles D. Herbertson 2/16/06
CAO Approval:
Martin Cole for Jerry B. Fulwood( 2/21/06)
City Controller Approval:
Marlee Chang (2/21/06)City of Culver City, California
City Council Agenda Item Report
are being prepared and addressed. It is anticipated the Project will be completed in
early Spring 2006. As the Project moved along it was discovered that there were
additional items regarding the Project that were not anticipated during the initial
bidding processing. Subsequently on December 5, 2005 and January 30, 2006, the
Council approved an action amending the budget in order to allocate $50,000 of
Proposition 40 Per Capita Funds to the Project for the roofing improvements in order
to reallocate Project funds to address the unanticipated needed changes, upgrades
and to not delay the project.
DISCUSSION:
Public Works Department staff have solicited proposal from three roofing contractors
to the complete the proposed roofing improvements. The three contractors
responded with the following bid amounts:
Contractors Base Bid Total
Alternate
Bids
Total
Bids
Royal Roofing
Company
$28,800 $1,300 $30,100
Hull Brothers
Roofing Co.
$43,600 $6,400 $50,000
Best Roofing
Incorporating
$50,445 $6,785 $57,230
Staff reviewed the proposals and all three companies were responsive to the basic
project specifications. However, the Hull Brothers Roofing Co. (Hull Brothers)
proposal is more detailed and in fact identified and includes additional work to
supplement the project specifications in order to help comply with the manufacturer’s
written materials specification, comply with good roofing industry practices and to
more accurately represent the full scope of the work they believe is necessary to
complete the project. Staff from the Public Works Department/Maintenance
Operations Division has reviewed the specification, the proposal and concurs with
the proposed additional work included in the Hull Brothers proposal. Hull Brothers
will provide the standard bonding and insurance to meet City requirements. Hull
Brothers is located in Culver City and has done work in and for the City. The City’s
past experiences with Hull Brothers have been positive.
In addition to the basic work scope and bid alternate, Hall Brothers also included in
their proposal a bid alternate for a new roof system on the shed roof of the attached
Teen Center kitchen office area. This alternate was not requested of the other City of Culver City, California
City Council Agenda Item Report
bidders. The Hull Brothers’ bid alternate for the new roof system on the kitchen
office is for $1,800. Staff believes this is a reasonable price for the kitchen office bid
alternate. Addition of this alternate would bring the total anticipated project cost to
$51,800.
Asbestos remediation work on the roof is also required and will be accomplished
under separate contract by the asbestos contractor who preformed the interior
abatement work on the Project.
The asbestos remediation is scheduled to begin March 1
st
and the roof improvement
work will begin following the remediation. The roofing improvements, including
asbestos remediation, are expected to be completed within approximately 25
calendar days.
FISCAL ANALYSIS:
There are sufficient funds in the budget to construct the roofing improvements
(including a 10% construction contingency).
As stated previously, the City received a Murray-Hayden Urban Parks and Youth
Service Grant under the Proposition 12 grant process. The grant is a $262,500
reimbursement grant, with an additional $112,500 in City matching funds. The City
has allocated funds in the Capital Improvement Program (CIP) Budget as the Teen
Center Remodel Project P-819, Accounts No. 41900819 and No. 42300819. The
total Project allocation is $375,000. In 2005, the City Council approved $60,000
(Account No. 41900819) for roof improvements for the Project and added it to the
Fiscal Year 05-06 Capital Improvement Budget increasing the total approved project
costs to $435,000. On January 30, 2006, the Council approved a budget
amendment to allocate $50,000 of the Proposition 40 Per Capita Funds to the
Project for the roofing improvements in order to reallocate other Project funds in
order to address unanticipated needed changes, upgrades and to not delay the
project, increasing the total approved project costs to $485,000. This is
demonstrated by the table below:City of Culver City, California
City Council Agenda Item Report
The Proposition 12 grant requires that all construction be complete and
reimbursement paperwork finalized no later than June 30, 2009.
Asbestos remediation work on the roof will cost $5,785.00 and will be funded by
Building Repairs P-132, project funds (#42000132).
MOTION:
That the City Council:
1) Award a construction contract to Hull Brothers Roofing Co, for roofing
improvements in conjunction with the Teen Center Remodel Project, P-819,
based on its total bid amount of $51,800;
2) Authorize the Public Works Director/City Engineer to approve change orders for
unanticipated conditions in an amount not to exceed ten-percent (10%) of the
original roofing improvements contract; and
3) Direct the City Attorney to prepare the necessary documents and authorize the
Chief Administrative Officer to approve the documents.
Funding Description Amount Project Description
Murray-Hayden Urban
Parks Grant
$262,500 Remodel of Teen Center Interior
General Fund Grant
Matching Funds
$112,500 Remodel of Teen Center Interior
Proposed Prop 40 Per
Capita Funds
$50,000 Additional funds for Teen Center
Roofing Project
Park Facilities Fund
(#41900819)
$60,000 Additional funds for Teen Center
Flooring, Janitor Closet Relocation
and contingency.
TOTAL PROJECT
COSTS:
$485,000