Body
Department of Utilities
Reference: A Resolution of the City Council of the City of Brighton, Colorado, Acting By and Through Its Water Enterprise, Accepting the Bid of Advanced Roofing Technologies and Awarding the Contract for the Roof Replacement Services - RO and Greensand Plants, Bid #15-015, to Advanced Roofing Technologies in an Amount not to exceed One Hundred Seventy-Five Thousand Nine Hundred and Forty-Six Dollars ($175,946), Authorizing the Mayor to Sign the Contract on Behalf of The City, Authorizing a Supplemental Budget Appropriation of Eighteen Thousand Five Hundred Dollars ($18,500), and Authorizing the City Manager to Approve Changes to the Contract Amount up to Ten Percent (10%) of the Contract amount.
To: Mayor Richard N. McLean and Members of City Council
Through: Manuel Esquibel, City Manager
Prepared By: Utilities Department
Information Technology and Facilities Department
Finance Department
Through: Curtis Bauers, Utilities Director
CC: Dan Frelund, Finance Director
Margaret Brocklander, IT and Facilities Director
Date Prepared: April 30, 2015
PURPOSE
Authorizing a supplemental budget appropriation of $18,500 and authorizing the City Manager to approve changes to contract amount up to 10% of the contract amount.
Requesting City Council approval of a formal bid for the Reroofing of the RO and Greensand Plants Project to the lowest most responsive and responsible bidder, and approving the resolution giving the Mayor authority to sign the contract. Municipal Code Section 3.08.090, ". . . . All bids and proposals in excess of $50,000 shall be awarded through formal written procedures by the city council."
BACKGROUND
The Reverse Osmosis Plant was constructed in 1993 and the Greensand Plant was constructed in 2001. Both buildings have low slope roofs that have experienced water leaks for many years. Facilities staff has provided their expertise to assist the Utilities Department in procuring appropriate professional review of existing and proposed conditions. This analysis was completed prior to the formal bid for construction. Based on this analysis and the deteriorating conditions of the existing roofs, staff recommends the replacement of both roofs with a thermal plastic roof system. Facilities staff is familiar and confident in this system and similar installations have been approved by Council on five other City buildings since 2011.
Formal bids were received from qualified Contractors for the Reroofing of the RO and Greensand Plants Project on April 20, 2015 at 10:00 AM. All bids received were opened and read into record by the Procurement & Contracts Supervisor at a public bid opening.
Firms submitting bids:
· Advanced Roofing Technologies
· Front Range Roofing Systems, LLC
· D&D Roofing, Inc.
Advanced Roofing Technologies was the lowest responsive and responsible bidder with a bid of $175,946.
CRITERIA BY WHICH COUNCIL MUST CONSIDER THE ITEM
FINANCIAL IMPACT
Funding was approved in the 2015 budget for this project. Remaining budget for this project is $175,200, slightly under the needed funding for the bid of $175,946. Additionally, there are added complexities to this project because these roofs will be constructed over expensive equipment and above plant filters. For this reason, staff is requesting Council authorize the City Manager to approve changes in the contract amount up to 10% of the contract amount to minimize the financial and time impacts of unforeseen conditions.
To cover the slight overage in cost and to ensure there is adequate funding to efficiently manage any unexpected project conditions, staff is requesting a supplemental budget appropriation of $18,500.
The amount of $18,500 would be transferred from the Water Enterprise Fund Balance to the RO Plant and Greensand Plant roof replacement project, Project No. 93111. There are sufficient funds available in the Water Enterprise Fund Balance for this transfer.
STAFF RECOMMENDATION
Staff recommends the contract be awarded to the lowest responsive and responsible bidder - Advanced Roofing Technologies for an amount of $175,946 for the Reroofing of the RO and Greensand Plants.
OPTIONS FOR COUNCIL CONSIDERATION
· Approve the Resolution as presented
· Reject the Resolution as presented
· Postpone consideration of the Resolution
ATTACHMENTS
· Resolution
· Bid Abstract