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HomeMy WebLinkAboutAgenda Report - October 15, 2014 C-12AGENDA ITEM c-lz Crrv on Lopr CouNcIr, CovTMUNICATIoN TM AGENDA TITLE: MEETING DATE: October 15,2014 PREPARED BY: Public Works Director Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with Garland/DBS, lnc., of Cleveland, Ohio, for Hutchins Street Square Roof Repair Project ($49,976) RECOMMENDED AGTION Adopt resolution authorizing City Manager to execute Professional Services Agreement with Garland/DBs, lnc., of Cleveland, Ohio, for Hutchins Street Square Roof Repair Project in the amount of $49,976. BACKGROUND INFORMATION: Hutchins Street Square (Facility) was last renovated in 1998. The flat roof areas of the Facility total approximately 50,000 square feet. This portion of roofing covers the Adult Day Care Center to Kirst Hall, and is more than 20 years old. The existing flat area roofing system consists of a single-ply, PVC membrane that is in poor condition and subject to occasional leaks requiring isolated repairs. ln November 2013, the City requested the Garland Company perform a roof evaluation of the Facility to determine its condition and to provide alternatives for addressing deficiencies. The report suggests the following two alternatives: 1) restore the entire flat roof system over five phases (five budget years) at a total cost of $350,000 or 2) replace the entire flat roof system over three phases (three budget years) at a total cost of $750,000. The recommended restoration alternative is available because the existing roof membrane, while in poor condition, is a good candidate for this type of roof treatment. The restoration material is manufactured by the Garland Company and utilizes a urethane and polyester compound to provide a protective coating on the existing roof membrane. The final product would provide the City with a 1O-year warranty on the existing roofing system. The work associated with the restoration alternative can be spaced out over five phases. This alternative allows for a phasing schedule that matches a more realistic funding stream. The Garland Company was the successful bidder for U.S. Communities Contract No. 10330 for competitively bid roofing services. Using the U.S. Communities line item cost, the bid price of $60,210 is the maximum price an agency would be charged for the restoration services. To assure the lowest price possible, Garland administered a local competitive bid process to compare the U.S. Community price with the local bid environment. For this project, the Garland Company will subcontract roof restoration services. As shown on the attached proposal (Exhibit A), three local roofing companies submitted bids, including Baker Roofing, from Lodi. The low bid of $49,976 was submitted by Legacy Roofing, of Sacramento, and reflects the lowest overall bid price when compared to the U.S. Communities line item costs. The low bid includes project delivery services and a 1O-year roof system that is warranted by the Garland Company. Schwabauer APPROVED: 1.doc Manager 101612014 Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with Garland/DBS, lnc., of Cleveland, Ohio, for Hutchins Street Square Roof Repair Project ($49,976) October 15,2014 Page 2 By using the U.S. Communities contract, the formal bidding process has already been performed, allowing staff to more efficiently procure labor and materials for specialty type work (such as roofing) while maintaining compliance with purchasing requirements. The Professional Services Agreement includes all insurance and bonding requirements included in City construction contracts. The Garland Company has performed similar roof restoration work for other California public entities (Le Grand High School District, Ceres Unified School District). ln checking these references, staff received favorable comments regarding Garland's performance. The replacement alternative, which is not recommended, requires removal of the existing roof, performing any repairs to the flashing, HVAC penetrations and materials that lie under the roofing material, followed by the installation of a new, built up flat roof as was installed on the City Hall Annex jail and carport areas in 2012. This would be a substantial undertaking of considerable expense for this facility. lt is suggested the work take place in three phases due to the size and configuration of the facility roof elements. Breaking the project up into additional phases would result in a loss of efficiency and create more difficult tie in points with the other roof elements. The final product would provide the City with a 3O-year warranty of the roofing system. Per Lodi Municipal Code Section 3.20.045, State and LocalAgency Contracts, the bidding process may be waived when it is advantageous for the City, with appropriate approval by City Manager and City Council, to use contracts that have been awarded by other California public agencies, provided that their award was in compliance with their formally-adopted bidding or negotiation procedures. Staff recommends Council adopt a resolution authorizing the City Manager to execute a Professional Services Agreement with Garland/DBS, lnc., of Cleveland, Ohio, for the Hutchins Street Square Roof Repairs, in the amount of $49,976. FISCAL IMPAGT:Restoring leaky roofs will reduce repair costs for the interior spaces damaged by water. FUNDING AVAILABLE: Facilities Capital Outlay Fund (1211000) ,--\ ^-J"*Xal--loìdfiltfers t Deputy City Manager/lnternal Services Director F n Public Works Director Prepared by Charles E. Swimley, Jr., City Engineer/Deputy Public Works Director FWS/CES/pmf Attachment K:\WP\PROJEGTSVVIISC\C¡tyHallCarportPSBJa¡l_Reroof\CPSA_garland_hss_phasel.doc 101612014 1 AGREEMENT FOR PROFESSIONAL SERVICES ARTICLE 1 PARTIES AND PURPOSE Section 1.1 Parties THIS AGREEMENT is entered into on ____________________________, 2014, by and between the CITY OF LODI, a municipal corporation (hereinafter “CITY”), and GARLAND/DBS, INC. (hereinafter “CONTRACTOR”). Section 1.2 Purpose CITY selected the CONTRACTOR to provide the services required in accordance with attached Scope of Services, Exhibit A, attached and incorporated by this reference. CITY wishes to enter into an agreement with CONTRACTOR for Hutchins Street Square Roof Restoration (hereinafter “Project”) as set forth in the Scope of Services attached here as Exhibit A. CONTRACTOR acknowledges that it is qualified to provide such services to CITY. ARTICLE 2 SCOPE OF SERVICES Section 2.1 Scope of Services CONTRACTOR, for the benefit and at the direction of CITY, shall perform the Scope of Services as set forth in Exhibit A. Section 2.2 Time For Commencement and Completion of Work CONTRACTOR shall commence work pursuant to this Agreement, upon receipt of a written notice to proceed from CITY or on the date set forth in Section 2.6, whichever occurs first, and shall perform all services diligently and complete work under this Agreement based on a mutually agreed upon timeline or as otherwise designated in the Scope of Services. CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other work products as may be designated in the Scope of Services. CONTRACTOR shall not be responsible for delays caused by the failure of CITY staff to provide required data or review documents within the appropriate time frames. The review time by CITY and any other agencies involved in the project shall not be counted against CONTRACTOR’s contract performance period. Also, any delays due to weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall 2 remain in contact with reviewing agencies and make all efforts to review and return all comments. Section 2.3 Meetings CONTRACTOR shall attend meetings as may be set forth in the Scope of Services. Section 2.4 Staffing CONTRACTOR acknowledges that CITY has relied on CONTRACTOR’s capabilities and on the qualifications of CONTRACTOR’s principals and staff as identified in its proposal to CITY. The Scope of Services shall be performed by CONTRACTOR, unless agreed to otherwise by CITY in writing. CITY shall be notified by CONTRACTOR of any change of Project Manager and CITY is granted the right of approval of all original, additional and replacement personnel at CITY’s sole discretion and shall be notified by CONTRACTOR of any changes of CONTRACTOR’s project staff prior to any change. CONTRACTOR represents it is prepared to and can perform all services within the Scope of Services (Exhibit A) and is prepared to and can perform all services specified therein. CONTRACTOR represents that it has, or will have at the time this Agreement is executed, all licenses, permits, qualifications, insurance and approvals of whatsoever nature are legally required for CONTRACTOR to practice its profession, and that CONTRACTOR shall, at its own cost and expense, keep in effect during the life of this Agreement all such licenses, permits, qualifications, insurance and approvals, and shall indemnify, defend and hold harmless CITY against any costs associated with such licenses, permits, qualifications, insurance and approvals which may be imposed against CITY under this Agreement. Section 2.5 Subcontracts Unless prior written approval of CITY is obtained, CONTRACTOR shall not enter into any subcontract with any other party for purposes of providing any work or services covered by this Agreement. Section 2.6 Term The term of this Agreement commences on October 20, 2014 and terminates upon the completion of the Scope of Services or on April 20, 2015, whichever occurs first. 3 ARTICLE 3 COMPENSATION Section 3.1 Compensation CONTRACTOR’s compensation for all work under this Agreement shall conform to the provisions of the Fee Proposal, attached hereto as Exhibit B and incorporated by this reference. CONTRACTOR shall not undertake any work beyond the scope of this Agreement unless such additional work is approved in advance and in writing by CITY. Section 3.2 Prevailing Wage The Contractor agrees to conform to the provisions of Chapter 1, Part 7, Division 2 of the Labor Code. The Contractor and any Subcontractor will pay the general prevailing wage rate and other employer payments for health and welfare, pension, vacation, travel time, and subsistence pay, apprenticeship or other training programs. The responsibility for compliance with these Labor Code requirements is on the prime contractor. Section 3.3 Contract Bonds CONTRACTOR shall furnish two good and sufficient bonds: 1. A faithful performance bond in the amount of one hundred percent (100%) of the contract price; and 2. A labor and materials bond in the amount of fifty percent (50%) of the contract price. These bonds will be required at the time the signed contract is returned to the City. Section 3.4 Method of Payment CONTRACTOR shall submit invoices for completed work on a monthly basis, or as otherwise agreed, providing, without limitation, details as to amount of hours, individual performing said work, hourly rate, and indicating to what aspect of the Scope of Services said work is attributable. CONTRACTOR’s compensation for all work under this Agreement shall not exceed the amount of the Fee Proposal. Section 3.5 Costs The Fee Proposal shall include all reimbursable costs required for the performance of the Scope of Services. Payment of additional reimbursable costs considered to be over and above those inherent in the original Scope of Services shall be approved in advanced and in writing, by CITY. Section 3.6 Auditing 4 CITY reserves the right to periodically audit all charges made by CONTRACTOR to CITY for services under this Agreement. Upon request, CONTRACTOR agrees to furnish CITY, or a designated representative, with necessary information and assistance needed to conduct such an audit. CONTRACTOR agrees that CITY or its delegate will have the right to review, obtain and copy all records pertaining to performance of this Agreement. CONTRACTOR agrees to provide CITY or its delegate with any relevant information requested and shall permit CITY or its delegate access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this requirement. CONTRACTOR further agrees to maintain such records for a period of three (3) years after final payment under this Agreement. ARTICLE 4 MISCELLANEOUS PROVISIONS Section 4.1 Nondiscrimination In performing services under this Agreement, CONTRACTOR shall not discriminate in the employment of its employees or in the engagement of any s ub CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital status, national origin, ancestry, age, or any other criteria prohibited by law. Section 4.2 ADA Compliance In performing services under this Agreement, CONTRACTOR shall comply with the Americans with Disabilities Act (ADA) of 1990, and all amendments thereto, as well as all applicable regulations and guidelines issued pursuant to the ADA. Section 4.3 Indemnification and Responsibility for Damage CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold harmless CITY, its elected and appointed officials, directors, officers, employees and volunteers from and against any claims, damages, losses, and expenses (including reasonable attorney’s fees and costs), arising out of performance of the services to be performed under this Agreement, provided that any such claim, damage, loss, or expense is caused by the negligent acts, errors or omissions of CONTRACTOR, any subcontractor employed directly by CONTRACTOR, anyone directly or indirectly employed by any of them, or anyone for whose acts they may be liable, except those injuries or damages arising out of the active negligence, sole negligence, or sole willful misconduct of the City of Lodi, its elected and appointed officials, directors, officers, 5 employees and volunteers. CITY may, at its election, conduct the defense or participate in the defense of any claim related in any way to this indemnification. If CITY chooses at its own election to conduct its own defense, participate in its own defense, or obtain independent legal counsel in defense of any claim related to this indemnification, CONTRACTOR shall pay all of the costs related thereto, including without limitation reasonable attorney fees and costs. The defense and indemnification obligations required by this Agreement are undertaken in addition to, and shall not in any way be limited by the insurance obligations set forth herein. Section 4.4 No Personal Liability Neither the City Council, nor any other officer or authorized assistant or agent or City employee shall be personally responsible for any liability arising under this Agreement. Section 4.5 Responsibility of CITY CITY shall not be held responsible for the care or protection of any material or parts of the work described in the Scope of Services prior to final acceptance by CITY, except as expressly provided herein. Section 4.6 Insurance Requirements for CONTRACTOR CONTRACTOR shall take out and maintain during the life of this Agreement, insurance coverage as set forth in Exhibit C attached hereto and incorporated by this reference. Section 4.7 Successors and Assigns CITY and CONTRACTOR each bind themselves, their partners, successors, assigns, and legal representatives to this Agreement without the written consent of the others. CONTRACTOR shall not assign or transfer any interest in this Agreement without the prior written consent of CITY. Consent to any such transfer shall be at the sole discretion of CITY. Section 4.8 Notices Any notice required to be given by the terms of this Agreement shall be in writing signed by an authorized representative of the sender and shall be deemed to have been given when the same is personally served or upon receipt by express or overnight delivery, postage prepaid, or three (3) days from the time of mailing if sent by first class or certified mail, postage prepaid, addressed to the respective parties as follows: To CITY: City of Lodi 221 West Pine Street P.O. Box 3006 Lodi, CA 95241-1910 Attn: Charlie Swimley, City Engineer/Deputy PW Director 6 To CONTRACTOR: Garland/DBS, Inc. 3800 East 91st Street Cleveland, OH 44105 Section 4.9 Cooperation of CITY CITY shall cooperate fully and in a timely manner in providing relevant information it has at its disposal relevant to the Scope of Services. Section 4.10 CONTRACTOR is Not an Employee of CITY CONTRACTOR agrees that in undertaking the duties to be performed under this Agreement, it shall act as an independent contractor for and on behalf of CITY and not an employee of CITY. CITY shall not direct the work and means for accomplishment of the services and work to be performed hereunder. CITY, however, retains the rig ht to require that work performed by CONTRACTOR meet specific standards without regard to the manner and means of accomplishment thereof. Section 4.11 Termination CITY may terminate this Agreement, with or without cause, by giving CONTRACTOR at least ten (10) days written notice. Where phases are anticipated within the Scope of Services, at which an intermediate decision is required concerning whether to proceed further, CITY may terminate at the conclusion of any such phase. Upon termination, CONTRACTOR shall be entitled to payment as set forth in the attached Exhibit B to the extent that the work has been performed. Upon termination, CONTRACTOR shall immediately suspend all work on the Project and deliver any documents or work in progress to CITY. However, CITY shall assume no liability for costs, expenses or lost profits resulting from services not completed or for contracts entered into by CONTRACTOR with third parties in reliance upon this Agreement. Section 4.12 Confidentiality CONTRACTOR agrees to maintain confidentiality of all work and work products produced under this Agreement, except to the extent otherwise required by law or permitted in writing by CITY. CITY agrees to maintain confidentiality of any documents owned by CONTRACTOR and clearly marked by CONTRACTOR as “Confidential” or “Proprietary”, except to the extent otherwise required by law or permitted in writing by CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California Public Records Act. Section 4.13 Applicable Law, Jurisdiction, Severability, and Attorney’s Fees This Agreement shall be governed by the laws of the State of California. Jurisdiction of litigation arising from this Agreement shall be venued with the San Joaquin County Superior Court. If any part of this Agreement is found to conflict with 7 applicable laws, such part shall be inoperative, null, and void insofar as it is in conflict with said laws, but the remainder of this Agreement shall be in force and effect. In the event any dispute between the parties arises under or regarding this Agreement, the prevailing party in any litigation of the dispute shall be entitled to reasonable attorney’s fees from the party who does not prevail as determined by the San Joaquin County Superior Court. Section 4.14 City Business License Requirement CONTRACTOR acknowledges that Lodi Municipal Code Section 3.01.020 requires CONTRACTOR to have a city business license and CONTRACTOR agrees to secure such license and pay the appropriate fees prior to performing any work hereunder. Section 4.15 Captions The captions of the sections and subsections of this Agreement are for convenience only and shall not be deemed to be relevant in resolving any question or interpretation or intent hereunder. Section 4.16 Integration and Modification This Agreement represents the entire understanding of CITY and CONTRACTOR as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may not be modified or altered except in writing, signed by both parties. Section 4.17 Contract Terms Prevail All exhibits and this Agreement are intended to be construed as a single document. Should any inconsistency occur between the specific terms of this Agreement and the attached exhibits, the terms of this Agreement shall prevail. Section 4.18 Severability The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Section 4.19 Ownership of Documents All documents, photographs, reports, analyses, audits, computer media, or other material documents or data, and working papers, whether or not in final form, which have been obtained or prepared under this Agreement, shall be deemed the property of CITY. Upon CITY’s request, CONTRACTOR shall allow CITY to inspect all such documents during CONTRACTOR’s regular business hours. Upon termination or completion of services under this Agreement, all information collected, work product and documents shall be delivered by CONTRACTOR to CITY within ten (10) calendar days. 8 CITY agrees to indemnify, defend and hold CONTRACTOR harmless from any liability resulting from CITY’s use of such documents for any purpose other than the purpose for which they were intended. Section 4.20 Authority The undersigned hereby represent and warrant that they are authorized by the parties to execute this Agreement. Section 4.21 Federal Transit Funding Conditions If the box at left is checked, the Federal Transit Funding conditions attached as Exhibit D apply to this Agreement. In the event of a conflict between the terms of this Agreement or any of its other exhibits, and the Federal Transit Funding Conditions, the Federal Transit Funding Conditions will control. IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Agreement as of the date first above written. CITY OF LODI, a municipal corporation ATTEST: JENNIFER M. ROBISON STEPHEN SCHWABAUER City Clerk City Manager APPROVED AS TO FORM: GARLAND/DBS, INC. JANICE D. MAGDICH, City Attorney By: By: Name: Title: Attachments: Exhibit A – Scope of Services Exhibit B – Fee Proposal Exhibit C – Insurance Requirements Exhibit D – Federal Transit Funding Conditions (if applicable) Funding Source: 1211800.1825.2400 (Business Unit & Account No.) Doc ID:WP\Projects\PSAs\2014\GarllandDBS CA:Rev.07.2014 RESOLUTION NO. 2014-191 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH GARLAND/DBS, lNC., oF CLEVELAND, oHlo' FoRHUTCHINSSTREETSQUARERooFREPAIRPRoJECT ======================================================================== WHEREAS, the existing 2Q-year old roof at Hutchins Street Square is in poor condition and subject to occasional leaks requiring isolated repairs; and WHEREAS, following an assessment by Garland/DBS, lnc., staff recommends a roof restoration project that will piovide a 1O-year warranty on the existing roofing system; and WHEREAS, Garland/DBS, lnc., was the successful bidder for U.S. Communities Contract No. 10330 for competitively-bid roofing services; and WHEREAS, Garland/DBS, lnc., administered a local competitive bid process to compare the U.S. Community price with the local bid environment and will subcontract roof restoration services with Legacy Roofing, of Sacramento; and WHEREAS, per Lodi Municipal Code Section 3.20.045, State and Local Agency Contracts, the bidding process may be waived when it is advantageous for the City' with appropriate approval Oy City Manãger and City Council, to use contracts that have been awarOeO Oy oitrer California óublic agencies, provided that their award was in compliance with their formally-adopted bidding or negotiation procedures. NOW, THEREFORE, BE tT RESOLVED that the Lodi city council does hereby authorize the City Manager to execute a Professional Services Agreement for the Hutchins Street Sqúare Roof Repair Project with Garland/DBs, lnc., of Cleveland, Ohio, in the amount of $49,976. Dated: October 15,2014 -----=:-- I hereby certify that Resolution No. 2014-191 was passed and adopted by the City Council of the City of [odi in a regular meeting held October 15, 2014, by the following vote: AYES: NOES ABSENT ABSTAIN COUNCIL MEMBERS - Hansen, Johnson, Mounce, and Mayor Katzakian COUNCIL MEMBERS - None COUNCIL MEMBERS - Nakanishi COUNCIL MEMBERS - None NIFER City Clerk 2014-191 BISON Sxtwtt'-,