REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Orders to Andy’s Roofing Co. Inc. and Rainy Day Roofing, Inc. for Citywide As-Needed Roofing Repairs
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) Facilities Division oversees maintenance and repairs for approximately 1,100,000 square feet of buildings throughout the City. In order to provide services in a timely and efficient manner, DPW periodically uses various vendors to assist with the workload. City buildings such as the Old Courthouse, City Hall, Police Department, Central Library, Northside Library, Senior Center, Triton Museum and Fire Stations have roofs that need maintenance and repair services.
DISCUSSION
Pursuant to City Code Section 2.105.140(d), a formal Request for Bids (RFB) was conducted as the solicitation method for this procurement with award to the lowest responsive and responsible bidder(s).
On October 23, 2023, staff published the RFB for citywide as-needed roofing repairs on the City’s e-procurement platform. Three responsive bids were received by the deadline. Bidders were required to submit their hourly rates and a percentage markup for materials. The low bid is determined by multiplying the rates by DPW’s estimated annual usage. The estimated annual total for each bidder is listed below.
|
Bidder Name |
Estimated Annual Total |
|
Andy's Roofing Co. Inc. |
$150,100 |
|
Rainy Day Roofing, Inc. |
$153,500 |
|
RK Roofing & Construction, Inc. |
$343,400 |
To ensure service availability, staff recommends awarding Purchase Orders (PO) to both Andy’s Roofing and Rainy Day Roofing as the lowest responsive and responsible bidders. When work is required, staff will first obtain quotes from Andy’s Roofing as the lowest bidder. Staff will only utilize Rainy Day’s services if Andy’s Roofing is unable to perform the required services within the City’s specified time frame. The RFB allowed the City to make multiple awards at its sole discretion if determined to be in the City’s best interest.
While the lowest bid is $150,100, staff is seeking authorization to execute POs for a total aggregate amount not to exceed $200,000, in case DPW’s estimated annual usage exceeds this amount.
The compensation under each PO will be on a time and materials basis. The hourly rates will be fixed for the initial one-year term and materials will be at cost, plus markup. After the initial term, adjustments to the hourly rates will be considered if properly substantiated by the vendors and approved by the City. In addition, there are four, one-year options to extend the term of the Purchase Orders for a total of five years, assuming all options are exercised.
Prevailing wages will be paid under these Purchase Orders.
ENVIRONMENTAL REVIEW
This project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301(c), “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing, and specifically includes the repair of existing highways and streets.
FISCAL IMPACT
The amount to be paid to contractors over the initial one-year term shall not exceed $200,000. The estimated cost of as-needed services is based on past expenditures as well as future anticipated repairs. The majority of costs will be charged to the relevant departments and their respective funding sources based on the locations where the services are rendered. Sufficient budget is available to fund anticipated roofing repair services in FY 2023/24. Costs beyond FY 2023/24 are subject to appropriations 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 <mailto: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 to execute Purchase Orders with Andy’s Roofing Co. Inc. and Rainy Day Roofing, Inc. for Citywide As-Needed Roofing Repairs with a total aggregate amount not to exceed $200,000 for the initial one-year term, subject to the appropriation of funds, in final forms approved by the City Attorney; and
3. Authorize the City Manager to exercise up to four additional one-year options to extend the term of the Purchase Orders, adjust the hourly rates consistent with applicable market indices, and increase the total aggregate amount approved by the City Council in the City’s operating budget for the fiscal year, in final forms approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager