REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Allana Buick & Bers, Inc. for Citywide As-Needed Roofing Consulting Services
Report
BACKGROUND
The Department of Public Works (DPW) is responsible for maintaining and repairing approximately 1,100,000 square feet of City facilities. To effectively handle the required workload for maintaining these facilities, DPW contracts with specialized vendors for a range of maintenance, repair, and consulting services, including as-needed roofing consulting services.
The City owns and operates approximately 100 buildings that periodically require roof repair or replacement. While minor repairs are performed through existing as-needed roofing contracts, more extensive work often requires professional consulting services to assess roof conditions, develop repair or replacement recommendations, and prepare technical specifications and drawings. Engaging a qualified roofing consultant ensures that repairs and replacements are efficient, cost-effective, and in accordance with building standards.
DISCUSSION
Pursuant to City Code Section 2.105.140(c) and State laws governing procurement of architectural and engineering services, the City followed a qualifications-based selection process whereby proposers are evaluated and the most qualified is selected, subject to negotiation of fair and reasonable compensation.
On July 18, 2025, staff published a Statement of Qualifications (SOQ) for Citywide Roofing Consulting Services on the City’s e-procurement platform. A total of eight proposals were received from the following firms:
1. Allana Buick & Bers, Inc.
2. AVELAR
3. BEAM Professionals
4. Skyline Engineering, Inc.
5. Stantec Consulting Services, Inc.
6. Terracon Consultants, Inc.
7. Walker Consultants, Inc.
8. Walter P. Moore and Associates, Inc.
Proposals were independently evaluated based on several criteria, including firm experience, qualifications, technical capabilities, and responsiveness to the SOQ requirements. Allana Buick & Bers, Inc. (ABB), Stantec Consulting Services, Inc., and Walter P. Moore and Associates, Inc. were invited to participate in oral interviews.
Following the evaluation and interview process, staff recommends awarding an agreement to ABB as the highest-ranked under the qualifications-based selection process. ABB has extensive roofing consulting experience and has the capacity and technical expertise to perform the required services.
Under the proposed agreement, ABB will provide as-needed roofing consulting services for City facilities. The scope includes conducting roof assessments, developing repair or replacement recommendations, assisting with permits, preparing roof specifications and drawings, and providing project management and related consulting support as needed.
Rates are fixed for the initial one-year term with maximum compensation at $150,000. After the initial term, rate adjustments may be considered if properly substantiated by the consultant and approved by the City. The agreement includes four one-year options for a total aggregate maximum compensation of $750,000 over the potential five-year term.
Under the agreement, ABB will perform services either on a fixed-fee or hourly basis, depending on the type and scope of work required. Fixed fees apply primarily to standard roof assessment services, while a detailed schedule of hourly labor rates is included to cover professional, technical, and administrative personnel services.
Prevailing wages requirements are included in the agreement.
ENVIRONMENTAL REVIEW
The action being considered is exempt for the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agencies determination.
FISCAL IMPACT
The not-to exceed amount to be paid to the Consultant over the initial one-year term is $150,000. This amount is an estimate based on past years’ expenditures for as-needed services, as well as planned projects to be completed during the initial one-year term. The total aggregate not-to-exceed amount to be paid to the Consultant for all option years is estimated to be $750,000, inclusive of compensation increases consistent with market conditions. Most costs will be charged to the relevant departments and use their respective funding sources based on the locations where the services are rendered. Sufficient budget is available to fund anticipated Citywide As-Needed Roofing Consulting Services in FY 2025/26. Costs beyond FY 2025/26 are subject to appropriation of funds by the City Council.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine that the proposed actions are exempt from CEQA pursuant to Section 15301 (Existing Facilities) of Title 14 of California Code of Regulations;
2. Authorize the City Manager or designee to execute an Agreement with Allana Buick & Bers, Inc. for Citywide As-needed Roofing Consulting Services for an initial one-year term with a maximum amount not-to-exceed $150,0000, in substantially the form presented, subject to the appropriation of funds and approval of final form by the City Attorney; and
3. Authorize the City Manager or designee to take any actions as necessary to implement and administer the Agreement, and to (a) exercise up to four one-year options to extend the term, (b) increase the maximum compensation by up to $600,000 for a total aggregate not-to-exceed amount of $750,000 over the full five-year term of the Agreement, (c) add or delete services consistent with the scope of services, (d) adjust future rates based on market conditions, and (e) make de minimis changes, subject to the appropriation of funds and approval as to form by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agreement with Allana Buick & Bers, Inc.