CC 2015-11-10_09f Award Contract_Reservoir No 2_Roof Recoating ProjectTO:
FROM:
BY:
MEMORANDUM
CITY COUNCIL
GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
SHANE TAYLOR, UTILITIES MANAGER
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO FLUID
RESOURCE MANAGEMENT FOR CONSTRUCTION OF THE
RESERVOIR NO. 2 ROOF RECOATING PROJECT, PW 2015-13
DATE: NOVEMBER 10, 2015
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for the Reservoir No. 2 Roof Recoating project to Fluid
Resource Management in the amount of $47,718.94;
2. Authorize the City Manager to approve change orders for 10% of the contract
amount, $4,771.89 for unanticipated costs during the construction phase of the
project (total construction costs= $47,718.94 + $4,771.89 = $52,490.83); and
3. Direct the City Clerk to file a Notice of Exemption.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The current 2015/2016 Capital Improvement Program Budget includes $80,000 for the
subject project. The engineer's estimate for the project was $60,000. The total cost of
the project including contingencies is $52,490.83.
BACKGROUND:
The project involves all preparation, minor surface repairs and re-coating of the roof and
vent and railing of the existing 1,000,000 gallon above ground steel water Reservoir No.
2, located on Hillcrest Drive. During the tank's annual inspection, it was determined that
the roof was in need of repair and repainting. The roof was last painted in 1998 and is
not listed in the City's Water Master Plan.
Staff required a mandatory on-site pre-bid meeting to ensure that all potential bidders
witnessed the current condition of the Reservoir No. 2 roof and exterior coating, the
potential conditions and obstacles that may be present, and have an opportunity to ask
questions and/or provide suggestions for improvements to the plans and specifications.
The design had specified a coating system that was subsequently determined to be
unavailable for several months due to an expiration of its Underwriters Laboratories
Item 9.f. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO FLUID RESOURCE
MANAGEMENT FOR CONSTRUCTION OF THE RESERVOIR NO. 2 ROOF
RECOATING PROJECT, PW 2015-13
NOVEMBER 10, 2015
PAGE2
(UL) listing. An alternative equal coating system was specified by the design engineer
and staff informed all the plan holders of the change via the issuance of an addendum.
ANALYSIS OF ISSUES:
On November 3, 2015, five bids were opened for the Reservoir No. 2 Roof Recoating
project. The lowest bid, $47,718.94 from Fluid Resource Management was deemed
responsive and staff recommends award of a construction contract to Fluid Resource
Management accordingly.
The contract time is 30 calendar days. Work is expected to begin in November and be
completed in December.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve staff's recommendation to award a construction contract to Fluid
Resource Management for the Reservoir No. 2 Roof Recoating project;
2. Do not award a construction contract for the project; or
3. Provide direction to staff.
ADVANTAGES:
Recoating of steel above ground reservoirs is a critical maintenance operation to ensure
the structural integrity and continuing operation of expensive City infrastructure.
DISADVANTAGES:
There are no disadvantages identified at this time.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Section 15301 (b).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted at City Hall on Thursday, November 5, 2015. The agenda and
staff report were posted on the City's website on Friday, November 6, 2015. No public
comments were received as of the time of preparation of this report.
Attachment:
1. Bid Opening Log Sheet
2. Notice of Exemption
Item 9.f. - Page 2
CITY OF ARROYO GRANDE
BID OPENING LOG SHEET
Attachment 1
DEADLINE: TUESDAY, NOVEMBER 3, 2015 -2:00 PM
PROJECT NAME: RESERVOIR NO. 2 ROOF RECOA TING PROJECT
PROJECT NO. PW 2015-13
SUBMITTED BY:
Fluid Resource Management
, Arroyo Grande, CA
Paso Robles Tank
Laguna Hills, CA
NIS, Inc.
Bakersfield, CA
Crosno Construction, Inc.
Arroyo Grande, CA
Industrial Coating
Oceanside, CA
c: Director of Public Works
Capital Projects Engineer
City Manager
ENGINEER'S EST/MA TE: $60,000
TOTAL
$47,718.94
$63,000.00
$49,000.00
$65,000.00
$58,000.00
Item 9.f. - Page 3
Attachment No. 2
Notice of Exemption
To: Office of Planning Research
1440 Tenth Street, Room 121
Sacramento, CA 95814
From: (Public Agency) City of Arroyo Grande
[!] County Clerk
County of San Luis Obispo
County Government Center
San Luis Obispo, CA 93408
300 East Branch Street
Arroyo Grande, CA 93420
Project Title: Reservoir No. 2 Roof Recoating Project, PW 2015-13
Project Location -Specific: --=O .... n"""H'-'=ill=cfi-=e=s:....:t D=r,'-'-iv=-=e'-----------------------
Project Location -City: Arroyo Grande Project Location -County: San Luis Obispo
Description of Project: Preparation, mrnor surrace repairs and re-coating of the roof and vent and railing of an
existing 1, 000. 000 gallon above ground steel water reservoir
Name of Public Agency Approving Project: City of Arroyo Grande -Pub/re Works Department
Name of Person or Agency Carrying Out Project: Geoff English, Director of Public Works
Exempt Status: (check one)
D Ministerial (Section 12080(b)(1); 15268);
D Declared Emergency (Sec. 21080(b)(3); 15269(a));
D Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
[!] Categorical Exemption. State type and section number: ~S~ec~t~io~n~1~5~3~0~1=(b~) ___________ _
D Statutory Exemptions. State code number:-----------------------
Reason Why Project is Exempt: Maintenance of an existing publicly owned utility facility
Lead Agency
Contract Person: Shane Tavtor. Utilities Manager Area Code/Telephone/Extension: (805) 473-5464
If filed by Applicant:
1. Attach a certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project? [!]Yes D No
Signature:----------------Date.------------
Teresa McC/ish
Director of Community Development
[!] Signed by Lead Agency
D Signed by Applicant
D Date received for filing at OPR:
Item 9.f. - Page 4