CITY OF CARMEL-BY-THE-SEA

Council Report
August 4, 2015
To:

Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

From:

Andy Vanderford, Public Works Project Manager

Subject:

Consideration of a resolution awarding a Construction Contract to

Legacy Roofing, the Lowest Responsible Bidder, for the Roof
Replacement at Bach Building (Sunset Center) and Roof Repair and
Waterproofing of Main Building Project for a Not to Exceed Amount
of $78,338.00 and Approving a Not to Exceed Amount of $15,000.00
for Project Contingency

RECOMMENDATION: Adopt a resolution awarding a construction contract to Legacy Roofing,

the lowest responsible bidder for the Replacement at Bach Building (Sunset Center) and Roof
Repair and Waterproofing of Main Building project, for a not to exceed amount of $78,338.00
and approving a not to exceed amount of $15,000.00 for project contingency.
EXECUTIVE SUMMARY: On July 10, 2015, two bids were submitted to the City for the Roof
Replacement at Bach Building and Roof Repair and Waterproofing of Main Building Project
(located at the Sunset Center). The project primarily consists of re-roofing the Bach Building,
and roof repair and waterproofing of the Main Building. Per Carmel Municipal Code 3.12.420,
public works contracts for more than $24,999 shall be let by formal written contract approved
by resolution of City Council. Therefore, this item is on the agenda for Council to award the
contract and authorize the City Administrator to execute the contract documents.
ANALYSIS/DISCUSSION:
The bids received included:
Contractor
Legacy Roofing
Best Contracting Services

Bid
$78,338.00
$116,560.00

Both bids were responsive to the Citys request for proposals. It is therefore recommended that
the contract be awarded to Legacy Roofing for a contract total of $78,338.00. It is further
recommended that a contingency not to exceed $15,000.00, be included as part of the award.
The anticipated start date for the project would be September 2015, with completion anticipated
in October 2015, prior to the start of the rainy season.
FISCAL IMPACT:
Council Meeting Date: 8/3/15
Item #7.F
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The Fiscal Year 2014-15 adopted City budget included $75,332 for the Sunset Center Roof
Repair (main building). To date, about $8,000 has been spent on engineering design and
advertising, with about $67,000 remaining to be used toward the construction costs. The Bach
Building Roof Repair Project has been identified as a capital improvement plan within the City's
2014-2019 5-year Capital Improvement Program, but not funded in Fiscal Year 2014-15.
However, to prevent potential damage to the facility due to forthcoming rain, as well as to
achieve economies of scale by bidding one master project at the Sunset Center campus, the
Bach Building repair was included within the Sunset Center Roof Repair Project's scope. The
entire project cost, including design , construction and a project contingency, is set for a not to
exceed amount of $104,504. Additional funding of up to $29,152 will come from Measure D
prior year fund balance.
Budgeted (yes/no)

Funding Source

$75,332 funded for the Main Building

from a designated funding source from a
settlement from prior roof repairs;
additional project funds not to exceed
$29,152 will come from reservesMeasure D prior year fund balance

PREVIOUS COUNCIL ACTION/DECISION HISTORY:

Council approved the Fiscal Year 2014-15 budget on June 10, 2014 and approved the carryover
of FY 14-15 projects and their associated fund balances as part of the Fiscal Year 2015-16
budget on June 15, 2015.
ATTACHMENTS:

Attachment 1- Resolution

APPROVED:

Date:

d:lf'~ ~s-

Council Meeting Date: 8/3/15

ltem#7.F
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ATTACHMENT - 1

RESOLUTION 2015-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AWARDING THE ROOF REPLACEMENT AT BACH BUILDING AND ROOF REPAIR
AND WATERPROOFING OF MAIN BUILDING PROJECT CONSTRUCTION
CONTRACT TO LEGACY ROOFING IN AN AMOUNT NOT TO EXCEED $78,338.00
AND APPROVING UP TO $15,000.00 FOR PROJECT CONTINGENCY

WHEREAS, the Replacement at Bach Building and Roof Repair and

Waterproofing of Main Building (located at the Sunset Center) is to re-roof the Bach
Building, and roof repair and waterproofing of the Main Building; and
WHEREAS, the re-roofing of the Sunset Center Bach Offices has been previously
identified as a capital improvement project and the Sunset Center Roof Repair has also
been an identified as a capital improvement project with a designated funding source of
$75,332 as approved within the Fiscal Year 2014-15 budget; and
WHEREAS, for project efficiency and to prevent future damage to the Sunset Center
campus, the repair and replacement of roofing of both buildings were combined into one
project; and
WHEREAS, the Roof Replacement at Bach Building and Roof Repair and
Waterproofing of Main Building project was advertised in the Monterey Herald on June
25 and 30, 2015; and
WHEREAS, the Roof Replacement at Bach Building and Roof Repair and
Waterproofing of Main Building project bid documents were advertised through four
builders exchanges; and
WHEREAS, Staff performed bidder outreach by phone to forty local and one nonlocal roofing contractors for the Roof Replacement at Bach Building and Roof Repair and
Waterproofing of Main Building project; and
WHEREAS, four roofing contractors participated in the mandatory pre-bid
conference for the Roof Replacement at Bach Building and Roof Repair and
Waterproofing of Main Building project; and
WHEREAS, two bids for the project were received on July 10, 2015, and Legacy
Roofing was determined to be the lowest responsible bidder.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE
CITY OF CARMEL-BY-THE-SEA DOES:
1. Award a contract for the Roof Replacement at Bach Building and Roof
Repair and Waterproofing of Main Building project to Legacy Roofing in the

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Council Meeting Date: 8/3/15
Item #7.F
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amount of $78,338.00, subject to the provisions of the documents and

certifications set forth in the plans and specifications applicable to the
project and as required by California law.
2. Authorize the City Administrator to execute the construction contract upon
the return of the contractors executed contract documents and the review
and approval of the City Attorney.
3. Approve a contingency in the not to exceed amount of $15,000.00 and
authorize the City Administrator to approve change orders in an amount not
to exceed $15,000.00.
4. Authorize the transfer of an amount not to exceed $29,152 from Measure D
Prior Year Fund Balance to Account 13-70906.

PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF

CARMEL-BY-THE SEA this 4th day of AUGUST 2015, by the following vote :
AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

ABSTAIN:

COUNCIL MEMBERS:

SIGNED,

_________________________
Jason Burnett, Mayor

ATTEST:
_________________________
Lee Price, MMC
Interim City Clerk

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Council Meeting Date: 8/3/15
Item #7.F
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