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CC - 2012-17 - Contracting for Roof Replacement and Award of Contract to Letner Roofing Company at Rosemead Community Recreation CenterRESOLUTION NO. 2012 -17 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD REGARDING CONTRACTING FOR ROOF REPLACEMENT AND AWARD OF CONTRACT TO LETNER ROOFING COMPANY AT THE ROSEMEAD COMMUNITY RECREATION CENTER WHEREAS, the City of Rosemead desires to complete upgrades of the Roofing Materials at Rosemead Community Recreation Center utilizing approximately $150,000 from the Energy Efficiency and Conservation block Grant, as a part of the American Recovery and Reinvestment Act of 2009; and WHEREAS, the City of Rosemead has competitively bid this project, consistent with state public contracting law, to award a contract for the completion of the improvements, and subsequently rejected all bids because the bids came in beyond the allotted Grant funds for the project; and WHEREAS, the terms of the Energy Efficiency and Conservation Block Grant require the awarding of a contract and encumbering of funds by March 19, 2012 in order to prevent the forfeiture of the awarded funds; and WHEREAS, the City of Rosemead Municipal Code section 3.24.090(H) provides that the City Council, on recommendation of the City Manager, may determine that an alternate procedure will be in the best interests of the City, the City may follow another process to award a contract; and WHEREAS, the City of Rosemead Purchasing Policy also provides that where unique costs savings can be obtained, the City may use of alternative bid and award measures under certain circumstances: and WHEREAS, in order to avoid the forfeiture of the Grant funds, the City of Rosemead conducted a shortened proposal process in which the notice, plans and specifications for the project were publically posted on the City's website and ten (10) qualified contractors were invited to participate in the proposal process, and the City received said proposals on February 23, 2012 NOW THEREFORE BE IT RESOLVED that the City Council of the City of Rosemead hereby declares and finds the following: Section 1. The above recitals are hereby incorporated. Section 2. The Rosemead City Council acknowledges and accepts the extenuating circumstances related to this project and that in order to avoid the loss of the Grant funds and in the best interest of the City Council finds that it is necessary to use the shortened bidding process for the award of the project to Letner Roofing Company. Section 3. The City Clerk shall certify as to the adoption of this Resolution. A� ATTEST: Gloria Molleda City Clerk APPROVED AS TO FORM: / i Rachel 'c City Attorney a STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS. CITY OF ROSEMEAD ) I, Gloria Molleda, City Clerk of the City of Rosemead, do hereby certify that the foregoing Resolution No. 2012 -17 being: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD REGARDING CONTRACTING FOR ROOF REPLACEMENT AND AWARD OF'CONTRACT TO LETNER ROOFING COMPANY AT THE ROSEMEAD COMMUNITY RECREATION CENTER was duly and regularly approved and adopted by the Rosemead City Council on the 28th of February, 2012, by the following vote to wit: Yes: Alarcon, Armenta, Clark, Low, Ly No: None Abstain: None Absent: None Gloria Molleda City Clerk PUBLIC WORKS SERVICE DEPARTMENT/ENGWEERING DIVISION CITY OF ROSFPAEAO REPLACEMENT OF COMMUNITY CENTER ROOF PROJECT NO. PS1002 -2 BID ANALYSIS BID SUBMITTAL: FEBRUARY 23 2012. LETNER ROOFING CO BASE BID PRICE #1 J. CAB & SONS ROOFING, ING BASE BID PRICE #2 ITEM;IQESGRIPTION`.`43 '*,,: -. lSi:;.7d' $�' r l;f? r .5 h4 WP.. 7 79u I- : ''OTY LUNIT.I1;UNIT PRICE,A 'z 7' ';TOTAL.` 1 !CLEARING AND GRUBBING. 1.00 1 LS I $ 1000001 $ 1,000.00 2 IPLYWOOD SHEATHERING REPLACEMENT 800.00 SF I $ 2.75 1 $ 2,200.00 3 ('ROOF PATCHING INCLUDING FLASHING, SHEET METAL, AND SEALANTS 1.00 LS 1 $ 7,000.00 I I S 7,000.00 4 REPLACE ENTIRE ROOFING WITH A PVC THERMOPLASTIC MEMS, E, MEC HANICALLY ATTACHED 1.00 LS $ 100,000.00 $ 100,000.00 5 ASBESTOS ABATEMENT 1.00 LS $ 6,300.001 $ 6,300.00 6 LEAD PAINT ABATEMENT 1.00 LS $ 3,500.001 $ 3,500.00 !TOTAL BASE BID PRICE 1 $ 120,000.00 . J. CAB & SONS ROOFING, ING BASE BID PRICE #2 ITEM;IQESGRIPTION`.`43 '*,,: -. lSi:;.7d' $�' r l;f? r .5 h4 WP.. 7 79u I- : ''OTY LUNIT.I1;UNIT PRICE,A 'z 7' ';TOTAL.` 1 ';CLEARING AND GRUBBING. 1.00 LS $ 1$ 2 PLYWOOD SHEATHERING REPLACEMENT 1 800.00 SF S 3.98 $ 3,184.00 3 ROOF PATCHING INCLUDING FLASHING, SHEET METAL, AND !SEALANTS 1 1.00 LS S $ 4 REPLACE ENTIRE ROOFING WITH A PVC THERMOPLASTIC l MEMBRANE, MECHANICALLY ATTACHED 1.00 LS $ 12800000 S 128,000.00 5 1ASBESTOS ABATEMENT 1.00 i LS I $ 8,910.00 S 8,910.00 6 LEAD PAINT ABA I EMENT 1.00 LS $ 603.00 $ 603.00 170TAL BASE BiD PRICE 1 is 140,697.00 STONE ROOFING BASE BID PRICE #3 ITEW DESCRIPTION : 1 CLEAR IN G A" D GRUBBING. 1.00 LS $ $ 2 PLYWOOD SHEATHERING REPLACEMENT 800.00 SF $ 3.25 $ 2,600.00 3 ! ROOF PATCHING INCLUDING FLASHING, SHEET METAL, AND SEALANTS I 1.00 LS S $ 4 IREPLArE ENTIRE MEMBRANE, MECHANICALLY ITTACHED THERMOPLASTIC 1,00 LS $ 137.385.00 $ 137,385.00 5 !,ASBESTOS ABATEMENT 1.00 1 LS I S 8,375.00 S 8,375.00 6 1 LEAD PAINT ABATEMENT 1.00 LS $ $ (TOTAL BASE BID PRICE 1 I $ 148,360.00 ALL INAF_THER ROOFING BASE BID PRICE #4 v M012 PAGE 1 I CLEARING AND GRUBBING, 1.00 1 LS I $ $ 2 PLYWOOD SHEATHERING REPLACEMENT 800.00 SF $ 5.00 $ 4,000.00 3 ROOF PATCHING INCLUDING FLASHING, SHEET METAL, AND SEALANTS 1.00 LS $ 7,500.00 $ 7,500.00 4 REPLACE ENTIRE ROOFING WITH A PVC THERMOPLASTIC MEMBRANE, MECHANICALLY ATTACHED 1.00 LS $ 130,000.00 $ '130,000.00 5 JASSESTOS ABATEMENT 1.00 LS $ 8,375.00 1 $ 8,375.00 6 !LEAD PAINT ABATEMENT 1.00 LS $ 2,000.00 T $ 2,000.00 ITOTAL BASE BID PRICE 1 1$ 151,875.00 v M012 PAGE PUBLIC WORKS SERVICE OEPARTMENTi NGINEERING DIVISION TECTA AMERICA SO CAL, INC. BASE BID PRICE ITEM I DESCRIPTION ' - P - a` ? , -: T rw � :- 'SQTY� —'UNITE PRICE! UNIT. PRICE '- J TOTAL - ;,; : . t 1 !CLEARING AND GRUBBING. 1.001 LS I S $ 2 !PLYWOOD SHEATHERING REPLACEMENT 800.00 1 SF S 5.00 S 4,000.00 3 ROOF PATCHING INCLUDING FLASHING, SHEET METAL, AND SEALANTS 1.00 LS S $ 4 REPLACE ENTIRE ROOFING WITH A PVC THERMOPLASTIC MEMBRANE, MECHANICALLY ATTACHED 1.00 LS $ 161,500.00 $ 161,500.00 5 JASBESTOS ABATEMENT 1.00 LS $ $ 3,500.00 6 ILEAD PAINT ABATEMENT 1.001 LS $ $ TOTAL BASE BID PRICE $ 169,000.00 CABRAL ROOFING BASE BID PRICE ITEM„ I DESCRIP.TION;.1;.':'� TV'7.14h70 Z7QTY.`- 7 UNITllUNIT - PRICE! n$",G,'.TOTAL:'V:` 1 CLEARING AND GRUBBING. 1.001 LS 1 $ $ 2 PLYWOOD SHEATHERING REPLACEMENT 800.00 SF $ 3.75 $ 3,000.00 3 I ROOF PATCHING INCLUDING FLASHING, SHEET METAL, AND 1 00 I LS $ $ 4 REPLACE ENTIRE ROOFING WITH A PVC THERMOPLASTIC MEMBRANE, MECHANICALLY ATTACHED 1.001 LS $ 153,273.00 $ 153,273.00 5 1ASBESTOS ABATEMENT 1 1.001 LS S 12,000.00 $ 12,000.00 6 LEAD PAINT ABATEMENT 1.001 LS $ 14,000.00 $ 14,000.00 TOTAL BASE BID PRICE 1 $ 182,273.00 2232012 PAGE2 BIDDER: Danny Letner Inc. dba/Letner Roofing Co. BID SCHEDULE SCHEDULE OF PRICES FOR ROSEMEAD COMMUNITY RECREATION CENTER ROOF REPLACEMENT PROJECT PROJECT No, 31002 -2 ROOF BID SCHEDULE TOTAL BASE BID PRICE (SCHEDULE BID PRICE):$ One Hundred Thousand Dollars Dollar amount in written form CBF -1 UNIT OF EST. UNIT ITEM NO. ITEM DESCRIPTION MEASURE QTY. PRICE COST i Clearing and Grubbing LS 1 $1,000 $1,000 2 Plywood Sheathing Replacement, SF 800 $2.75 $2,200 allowance 800 square feet 3 Roof Patching, Including Flashing, LS 1 $7 000 $7,000 Sheet Metal, and Sealants 4 Replace Entire Roofing with a LS 1 $100,000 $100,000 PVC Thermoplasbc Membrance, Mechanically Attached, 5 Asbestos Abatement SF 300 $21.00 $6,300 6 Lead Paint Abatement SF 1,000 $3.50 $3,500 TOTAL BASE BID PRICE (SCHEDULE BID PRICE):$ One Hundred Thousand Dollars Dollar amount in written form CBF -1 BIDDER: Danny Leiner Inc. dba/Letner Roofing Co. Note: The City of Rosemead reserves the right to reduce or increase the quantities of any items in the schedule of bid items above, within the limits define in Section 3 -2.2.1 of the Standard Specifications, to stay within the budgeted amount of this project. The undersigned agrees that these Contract Bid Forms constitute a firm offer to the Owner which cannot be withdrawn forthe number of Working Days indicated in the Notice Inviting Bids from and after the bid opening date, or until a Contract for the Work is fully executed bythe Owner and .a third party, whichever is earlier. The undersigned also agrees that it there is a discrepancy between the written amount of the Bid Price and the numerical amount of the Bid Price, the written amount shall govern. Attached hereto is a certified check, a cashier's check or a bid bond in the amount of T welve Thousand Dollars ($12,000 ) said amount being not less than ten percent (10 %) of the Total Bid Price. The undersigned agrees that said amount shall be retained by the Owner if, upon award, we fail or refuse to execute the Contract and furnish the required bonds, certificates and endorsements of insurance and other certifications within the time provided. If awarded a Contract, the undersigned agrees to execute the formal Contract, which will be prepared by the Owner for execution, within five (5) Calendar Days following the Letter of Award for the Contract, and will deliver to the Owner within that same period the necessary original Certificates of Insurance, Endorsements of - Insurance, Performance Bond, Payment Bond and all other documentation and certification required by the Contract. The undersigned offers and agrees that if this bid is accepted, it wifl assign to the purchasing body all rights title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Section 15) or under the Cartwright Act (Chapter 2 of Part 2 of Division 7 of the Business and Professional Code), arising from purchases of goods, materials or services by the Bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to he Contractor. Bidder understands and agrees that, when requested by Owner, he shall provide: (1) evidence satisfactory to the Owner of Bidder's California contractor's license(s) in good standing; (2) evidence that the person signing this Bid is authorized to bind Bidder to this Bid and to a contract resulting therefrom; and (3) any other information and documentation, financial or otherwise, needed by Owner to award a Contract to the lowest responsible and responsive bidder. Bidder understands and agrees that liquidated damages shall apply to this Contract in the amounts of five hundred dollars ($500.00) if project is not completed in forty -five (45) calendar days. The Contract Time will begin to run ten (10) Working Days from the date of the Notice of Proceed and subject to the terms and conditions described in the Contract Form and the Contract Documents. Bidder acknowledges that data submitted with its Contract Bid Forms which it requires to be incorporated into a Contract arising out of this Submittal has been so identified by Bidder. Bidder further acknowledges that the Owner may, at its discretion, incorporate any of the remaining data submitted herewith into a contract arising out of this Bid. The undersigned acknowledges receipt, understanding and full consideration of the following addenda to the Contract Documents. Addenda Nos. ONE CBF -2 BIDDER: Letner Inc. dba/Letner Roo fing Co. The Bidder understands and agrees that the Total Bid Price is inclusive of alt labor, materials, and equipment or supplies necessary to complete the Work as described in the Bid Documents. If this _ bid is accepted, the undersigned Bidder agrees to enter into and execute the Contract with the necessary bonds and accept the Total Bid Price as compensation in full for all Work under the contract. CBF -3 ov Signature Dennis Olson TvDe or Print Name President BIDDER: Danny Letner Inc. dba&etner Roofing Co. 1490 N. Glassell Street Business Street Address Orange, CA 92867 City, State and Zip Code 7141633 -0030 Telephone Number Bidder's /Contractor's State of Incorporation: California Partners or Joint Venturers: Bidders License Number(s): 689961 NOTES: 1) By its signature on this Bid, the Bidder certifies under penalty of perjury the accuracy of the representations made on the Contract Bid Forms. 2) If Bidder is a corporation, enter State of Incorporation in addition to Business Address 3) If Bidder is a partnership or joint venture, give full names of all partners or joint venturers. As further discussed in the Instructions to Bidders, Bidder will be require to provide evidence that the person signing on behalf of the corporation, nartnershin or ioint venture has the authority to do so. CBF -4 BIDDER: Danny Letner Inc. dba/Letner Roo fing Co. SECTION 2 BID DATA FORMS CBF -5 BIDDER: Letner Roofing Compan Bidder shall submit its Bid data in accordance with the format shown on each of the following Bid Data Forms. Bidders shall prepare and use as many sheets as are necessary to adequately provide the.information required. Bidder shall ensure that every page of Its Bid Data Forms are properly identified with the Bidder's name and page number. 2.A BiD BONd KNOW ALL MEN BY THESE PRESENTS: THAT — Principal W49 as as Surety, are held firmly bound unto the CITY OF ROSEMEAD (hereinafter called the OWNER) in the sum of TEN PERCENT of the total amount of the bid ($ ) , being not less than ten percent (10 %) of the Total Bid Price; for the payment ofwhich sum will and truly to be made, we bind ourselves, our heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these presents. WHEREAS, said Principal has submitted a bid to the OWNER to perform all Work required for the Rosemead Community Recreation Center ROOF Replacement Project as set forth in the Notice Inviting Bids and accompanying Bid Documents, dated Fi-hrliArV 23 9017 NOW, THEREFORE, if said Principal is awarded a Contract for the Work by the OWNER and, within the time and in the manner required by the above- referenced Bid Documents, enters into the written form of Contract bound with said Bid Documents, furnishes the required bonds (one to guarantee faithful performance and.the other to.guarantee payment for labor and materials) fumishes the required insurance certificates and endorsements, and furnishes any other certifications as may be required by the Contract, then this obligation shall be null and void; otherwise it shall remain in full force and effect. In the event suit is brought upon this bond by the OWNER and judgment is recovered, said Surety shall pay all costs incurred by the OWNER in such suit, including reasonable attorneys' fees to be fixed by the court. SIGNED AND SEALED, this 21st day of _ LETNER ROOFING.COMPANY (SEAL) \ Principal 13 By: Signature Dennis Olson, President ARCH I 2012 ey -in -Fact CBF -6 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT State of California County of Los Angel es On February 21, 2012 beforeme, Daravy Mady, Notary Public Insect name and title of officer here personally appeared Martha J. Chase who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is /are subscribed to the within instrument and acknowledged to me that he /she /they executed the same in his/her /their authorized . capacity(ies), and that by his/her /their signatures(s). on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. 1 DARAVY MADY COMM. #1839912 z WITNESS my hand and official seal, z. ac NotaryPublic - California o Los Angeles County • My Comm. Ex iresMac9,2013 (Notary Sea]) Signature of Notary Public INFORMATION BELOW IS RECOMMENDED BUT NOT REQUIRED TITLE /DESCRIPTION OF THE ATTACHED DOCUMENT. DOCUMENTDATE NUMBER OF PAGES Additional Information CAPACITY CLAIMED BY SIGNER ❑Individual(s) ❑Partner(s) ®Attorney -in -Fact ❑Trustee(s) ❑ Corporate Officer ❑Other T 2oo8 CA s::: lism dill AIC 0000028363 I IS POWER OFATTORNEYI ALID UNLESS IT IS PRINTED ON BLUE BACKGROUND. ._.. � '( l v e`�r 4- tre rney limits th �t e 1 in, and th at'- irav ®o�fh hind the Comp ,e r ' mollifier ana to the extent herein ` t i s d for Mortgage, Note,�an O er Credit Bank Daposl una�ia� Rate, Interest Rate or Residential Value Guarantees- cos gp�MMR OF ATT,0J _- A Po ons By These Presen --- - � That the Arch Insurance Company, a corporation organized and existing under the laws of the State of Missouri, having Its principal administrative office in Jersey City, New Jersey (hereinafter referred to as the "Company' doe here appoint: hZil dose os Angeles, its true and lawful Attomey(s)in -Fact, to make, execute, seal, and deliver from the date of issuance of this power for and on its behalf as surety, and as its act and deed: a s hob nd~. dertakings, r °� - P rZt&r�rety obligatio e 000 000 s t *ding " illlrini 9olers ($90 �. This authority does not permit the same obligation to be split into two or more bonds In order to bring each such bond within the dollar limit of authority as set forth herein. fsech bonds, un and other surer zz air s# pc cremce of these p e4�iall. brill aid Company a I intents and gir os , � MIMERme had been duly,.e�cecu('Bd a fie d$y its regularly elect I lts n al administrative o c- e inse✓sey C y, w Jersey. This Power of Attorney is executed by authority of resolutions adopted by unanimous consent of the Board of Directors of the Company on September 15, 2011, true and accurate copies of which are hereinafter set forth and are hereby certified to by the undersigned �socetary �s full force and-effew' W — = moo, Rc. , T5 r Chairman of tha rd�ke�reM the Executive VeS5)t enior sineVice Presidegf; gDb� Buss Division, or their ap es d pointeesignated in writing and filed with tary, or the Secretary shall haWthe power and authority to appoint agents and attomeys -in -fact, and to authorize them subject to the limitations set forth in their respective powers of attorney, to execute on behalf of the Company, and attach the seal of the Company thereto, bonds, undertakings, recognizances and .qth s ur fto obligatory in the n ure there d any such officers of %e -Qom n nt.,,,�„ appoint agents for acceptanc� �Th9a�fsowei of Atto �t�on mey is signed, s I I ed by facsimile under aab- y aty 3f the following resolution- adop� unanimous consent of the Board of Directors of the Company on September 15, 2011: VOTED, That the signature of the Chairman of the Board_the Preside n.e +fit u� ess Division,�r t n' nated in V eere el f the Compariy�aodrtt Sacreta �exeo�dsiant to the resolution lard of Direct sealed and certified with respect to any bond or undertaking to whit Company. OOMLOO13 00 03 03 Q ��� . nt, or the Executive Vice sident, or any Senior V ice President t etary, and ttP ry, g7on any powerattomayRtt ors o Se to 15, 1 and any such poatef siJAutad In It is attached, shall continue to be valid and binding upon the Page 1 of 2 1, Printed in U.S.A. BIDDER: Lefler Inc. dba /Letner Roofi Co. 2.8 LIST OF PROPOSED SUBCONTRACTORS In compliance with the "Subletting and Subcontracting Fair Practices Act," Sections 4100 through 4114 of the California Public Contract Code, and any amendments -thereto, each Bidder shall provide the information requested below for each subcontractor who will perform work, labor or render service to Bidder in or about the construction of the Work in an. amount in excess of one -half of one percent (greater than 0.5 %) of the Bidder's Total Bid Price, or, in the case of bids or offers for the construction of streets or highways, including bridges, in excess of one -half of 1 percent of the Contractor's total bid or ten thousand dollars ($10,000), whichever is greater, and shall further set forth the portion of the Work which will be done by each subcontractor. Bidder shall list only one subcontractor for any one portion of the Work. Pursuant to Public Contract Code Section 4104, the Owner has determined that it.will allow Bidders twenty -four (24) additional hours alter the deadline for submission of bids to submit the information requested by the Owner about each subcontractor, other than the name and location of each subcontractor. If the Bidder fails to specify a subcontractor for any portion of the Work to be performed under the Contract, it shall be deemed to have agreed to perform such portion itself, and shall not be permitted to subcontract that portion of the Work except under the conditions hereinafter set forth below. Subletting or subcontracting of any portion of the Work in excess of one half of one percent (greater than 0.5 %) of the Total Bid Price or, in the case of bids or offers for the construction of streets or highways, including bridges, In excess of one -half of 1 percent of the Contractor's total bid or ten thousand dollars ($10,000), whichever is greater, for which no .subcontractor was designated in the original bid shall only be permitted in cases of public emergency or necessity, and then only after Owner approval. CBF -7 BIDDER: Danny Letnerinc. dba/Letner Roofing Co ZB LIST OF PROPOSED SUBCONTRACTORS (continued) r0uprmato Next 2 Pago if needed fo<0.vting addilional subconu=wre. "I Name and Location GAMA Contracting Services Description of Work Asbestos Removal of Subcontractor 780316 to be Subcontracted Lead Removal Name: GAMA Contracting Services Address: 1844 TylerAve, S. El Monte, CA Name and Location Description of Work of Subcontractor to be Subcontracted Name: Address: Name and Location Description of Work of Subcontractor to be Subcontracted Name: Address: Name and Location Description of Work of Subcontractor to be Subcontracted Name: Address: 0 Name and Location of Subcontractor Name:. Address Description of Work to be Subcontracted BIDDER: Danny Letner Inc. dba/Letner Roofing Co. 2.0 REFERENCES The following are the names, addresses and telephone numbers for three public agencies for which BIDDER has performed similar work within the past two (2) years: i. Los Angeles Unified School District, 1545 Wilshire Blvd. Los Angeles, CA 90017 Name and Address of Owner Martin person $758,000 Single Ply Roofing 111302010 Contract amount Type of Work Date Completed 2, City of Hawaiian Gardens, 21815 Pioneer Blvd, Hawaiian Gardens, CA 90716 Name and Address of Owner Steve Ste ( 562) 420 -2641 Name and telephone number of person familiar with project $220,000 Waterproofing 4110110 Contract amount Type of Work Date Completed 3, Central Cost Stainless. 3863 Wentwoth Drive, Hemet, CA 92546 Name and Address of Owner Candice Juhnke (951) 925 -2288 Name and telephone number of person familiar with project $ _ Single Ply Roofing 115112 Contract amount Type of Work Date Completed 4, El Camino Community College District, 16007 Crenshaw Blvd., Torrance, CA 90506 Name and Address of Owner Jonathan Wong (310)767 -1541 Name and telephone number of person familiar with project $250,000 Single Ply Roofing 31112009 Contract amount Type of Work Date Completed CBF -9 BIDDER: Danny Lefler Inc. dba /Letner Roo fing Co. SECTION 3 NON - COLLUSION AFFIDAVIT CBF -10 BIDDER: Danny Letner Inc. dba /Letner Roo fing Co. NON - COLLUSION AFFIDAVIT In accordance with Public Contract Code Section 7106, the undersigned, being first duly sworn, deposes and says that he or she holds the position listed below with the bidder, the party making the foregoing bid, that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, orcorporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with. any bidder or anyone else to put in a sham bid, or that anyone shall retrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his;or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. ------ ------ Signature Dennis Olson Typed or Printed Name President Title Danny Letner Inc. dba/Letner Roofing Co. Bidder Subscribed and sworn before me This 23 day of February 2012 (Seal) Notary Public in and fi the State of California My Commission CBF -11 Jurat State of California County of Orange Subscribed and sworn to (or affirmed) before me on this 23rd day of February I 20 12 by D ennis O lson proved to me on the basis of satisfactory evidence to be the person( who appeared before me. Gam! Signature iota y seat) M RE SERRATO COMMA jW921Nj z• NOTARY PUBLIC• CAL" ORANGE COUNTY My comm. Espires Sept. 14, 20 OPTIONAL INFORMATION DESCRIPTION OF THE ATTACHED DOCUMENT Non Collusion Affidavit (Title or description of attached document) (Title or description of attached document continued) Number of Pages Document Date (Additional information) INSTRUCTIONS FOR COMPLETING THIS FORM The wording of all Jurats completed in California after January 1, 2008 must be in the form as set forth within this Jural. There are no "Minions. ffa Jurat to be completed does not follow ibis form, the notary must correct the verbiage by using a jurat stamp containing the correct wording or attaching a separate jurat form such as this one which does contain proper wording. In addition, the notary must require an oath or affirmation from the document signer regarding the truthfulness of the contents of the document, The document must be signed AI78R the oath or affirmation. If the document was prevlousty signed it must be re- signed in front of the notary public during the jurat process. • State and County information must be the Stone and County where the document signer(s) personally appeared before the mury public. • Date of notarization must be the date that the signeT(s) personally appeared which must also be the same date Ihejurat process is completed. • Print the names) of document signer(s) who personally appear at the time of notarization. • Signature of the notary public must match the signature on file with the office of the county clerk. • The notary seal impression must be clear and photographically reproducible. Impression must not cover text or lines. If seal impression smudges, re-seal if a sufficient area permits, otherwise complete a different jurat form. • Additional information is not required but Could help to ensure this jurat is not misused or attached to a different document. • Indicate title or type of attached document, number of pages and date. • Securely attach this document m the signed document 2008 Version CAPA v1.9.07 800 - 873 -9865 www.NotaryC]asses.com MAYOR: STEVEN LY MAYOR PRO TEM: SANDRA ARMENfA COUNCIL MEMBERS BILL ALARCON MARGARET CLARK POLLY LOW osextcad 8838 E. VALLEY BOULEVARD • P.O. BOX 399 ROSEMEAD, CALIFORNIA 91770 TELEPHONE (626) 569 -2100 FAX (626) 377 -9218 CITY OF ROSEMEAD ROSEMEAD, CALIFORNIA ADDENDUM NUMBER To all prospective bidders under Bid Documents for the ROSEMEAD COMMUNITY RECREATION CENTER ROOF REPLACEMENT PROJECT Project No. P31002 -2 1. You are hereby informed that all items included in the attached Asbestos and Lead reports, relevant to the Roof and Rooftop HVAC units, are now under the scope of above named project. Roof replacement contractor, or their subcontractor, will be required to complete all asbestos and lead abatement as set forth in the attached report and specifications and shall be included in the proposal. 2. The rest of Bid Documents as originally issued shall be used in submitting bids, and an acknowledgement of receipt of this Addendum Number 1 shall be entered on the page CBF — 2 of the Contract Bid Forms. Failure to provide such acknowledgement shall render the bid as non - responsive and subject to rejection. BY ORDER OF THE CITY OF ROSEMEAD Date: February 21, 2012. B Y Rafa I Fajardo Associate Civil Engineer ROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: JEFF ALLRED, CITY MANAGER AW DATE: FEBRUARY 28, 2012 SUBJECT: ROSEMEAD COMMUNITY CENTER ROOF REPLACEMENT - AWARD OF CONTRACT SUMMARY As a part of the City's Capital Improvement Program, the City Council approved a project titled, "Citywide Energy Efficiency Program ", which consists of several modernization projects of existing infrastructure and systems at City facilities. This project includes the replacement of the existing Roof with an energy efficient "Cool Roof' at the Rosemead Community Recreation Center. Grant funding, through the Energy Efficiency and Conservation Block Grant, is available for this project. On January 24, 2012, following a formal bidding process, the City Council rejected all bids received for the project and directed staff to pursue other means of completing the scope of work. This was the second time in the last three months that a bid was rejected for an HVAC /Mechanical project due to high bid prices. In continuing this project, the initial project was split from one project encompassing both Roof and HVAC replacement to two distinct projects based on the specific trades, as this was determined to be the best manner of working within the estimated costs. In order to meet a Department of Energy grant obligation deadline of March 19, 2012, a shortened bid process was conducted and new bids were received. Plans, specifications and notices were posted on the City's website and ten (10) qualified Roofing contractors were contacted and invited to participate in the bidding process. On February 23, 2012, informal bids were accepted and analyzed. Staff Recommendation It is recommended that the City Council: 1. Approve the plans and specifications for the Replacement of Roof for Rosemead Community Recreation Center Project; and 2. Authorize the City Manager to enter into a contract with Letner Roofing Company in the amount of $120,000 and establish a contingency in the amount of 20% of bid ($24,000) to cover any unforeseen construction expenses. 3. Approve Resolution No. 2012 -17, Regarding Contracting for Roof Replacement at Rosemead Community Recreation Center. APPROVED FOR CITY COUNCIL AGENDA: ITEM NO. l�' City Council Meeting February 28, 2012 Page 2 of 3 DISCUSSION The City's purchasing policy allows for projects to be awarded outside of the traditional bidding process in situations with extenuating circumstances. Based on the rejection of all initial bids on this project and the Department of Energy time constraints on the grant, staff believes this is the best means of proceeding with this project. Failure to award a contract and encumber the money for the project prior to the March 19 deadline may result in the forfeiture of the Energy Efficiency and Conservation Block Grant funds. Staff proceeded with a shortened bid process. Plans, specifications and a notice inviting bids were also posted on the City's website and 10 qualified Roofing contractors were contacted and invited to participate in the bidding process. A pre- bid /job walk meeting was held on February 21, 2012 at 9:00 a.m. and nine (9) qualified contractors attended. At 11:00 AM on February 23, 2012, the City Clerk received and opened six (6) sealed informal bids with the following results: RANK CONTRACTOR LOCATION BID AMOUNT 1 Letner Roofing Co. Orange, CA $120,000.00 2 J. Cab & Sons Roofing Commerce, CA $140,697.00 3 Stone Roofing Azusa, CA $148,360.00 4 All Weather Roofing Upland, CA $151,875.00 5 Tecta America - 'Santa Ana, CA $169,000.00 6 Cabral Roofing Montebello, CA $182,273.00 Staff has reviewed the bid documents for completeness and investigated the contractor's background and recent projects for competency. Staff has concluded that Letner Roofing is the lowest responsive bidder to perform the construction of this project. Letner Roofing has satisfactorily completed similar projects for other public agencies, including Los Angeles Unified School District, El Camino Community College District, and the City of Hawaiian Gardens. TIMELINE If directed to move forward, staff will work to complete this project according to the following schedule: February 28 — City Council Awards Contract , April 1 St — May 31 St — Tentative Construction Schedule June 1 Tentative Project Completion City Council Meeting February 28, 2012 Paoe 3 of 3 FINANCIAL REVIEW The funding for this project has been allocated in the City's approved Capital Improvement Program Budget with funding through the Energy Efficiency Conservation Block Grant. The total appropriation needed to award this project is $144,00, which includes a 20% contingency amount ($24,000) for unforeseen construction expenses. The contingency amount is within the limits established in the City Purchasing Policy. ENVIRONMENTAL REVIEW The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (a) of the CEQA Implementing Guidelines. LEGAL REVIEW The initial bid rejection and the subsequent informal bid process was reviewed and approved by the City Attorney. PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. Prepared by: Sean Sullivan Management Analyst Submitted By: ko-e Chns Marcarello Director of Public Works Attachments: (1) Resolution No. 2012 -17 (2) Bid Summary (3) Accepted Bid (4) Project Specifications (Available in City Clerk's Office)