HomeMy WebLinkAboutHA23590 - Reject Sole Bid for Re-Roof Carports @ One Quail PlacePALM DESERT HOUSING AUTHORITY
STAFF REPORT
REQUEST: REJECT SOLE BID AS NON -RESPONSIVE AND AUTHORIZE STAFF TO
NEGOTIATE WITH BIDDER UPTO THE ORIGINAL BID AMOUNT NOT -TO -
EXCEED $464,362.00 PRESENTED AT THE BID OPENING AND CALL
FOR CONTRACTOR TO PROVIDE ALL CONTRACTUAL REQUIREMENTS
FOR THE RE -ROOFING OF ALL CARPORTS LOCATED AT THE
HOUSING AUTHORITY PROPERTY KNOWN AS ONE QUAIL PLACE
SUBMITTED BY: JAMES CONWAY, PROJECT COORDINATOR
CONTRACTOR: PETRONELLA ROOFING
68-314 KIELEY ROAD
CATHEDRAL CITY, CA 92234
DATE: OCTOBER 27, 2005
Recommendation:
By Minute Motion, that the Palm Desert Housing Authority:
1) Reject bid for non -responsiveness as a result of non-compliance with
requirements set out in the bid documents which require a bid bond or
cashier's check;
2) Authorize staff to negotiate with the sole bidder (Petronella Roofing) to
secure contractual requirements up to the original bid amount of
$464,362.00; and
3) Authorize Chairman to execute all necessary documents to facilitate the
negotiated contract, including appropriate contingencies. (Contract No. HA23590)
Committed funds are available in 2005-2006 Capital Budget Account No. 871-8660-466-4001.
Executive Summary:
Approval of this request will authorize the removal and replacement of the current substandard
roofing system on the carports at One Quail Place with a new 4-ply hot mop rock gravel system.
The existing system is deteriorating rapidly and is difficult to maintain. Failure to re -roof will cause
dry rot to spread ultimately impacting the supporting structure.
Discussion:
In March 2005, staff received authorization from the Housing Authority to go out for bid on the One
Quail Place re -roof carport project. Staff conducted an extended bid period from September 20
through October 10, 2005. Early into the bid process, it became apparent that bid packets were not
being requested. Staff forwarded notices to as many roofing contractors as possible and followed
up with phone calls, but most of them were either too busy or not interested. Four bid packages
were distributed, but only one bid was received. The bid failed to meet the bid bond requirements,
STAFF REPORT
Reject Sole Bid as Non -Responsive and Authorize Negotiations with Petronella Roofing
Page 2 Of 2
October 27, 2005
requiring that we reject all bids; however, the overall price was in line with the estimates. Staff would
like to receive authorization to negotiate with the contractor to contract for the submitted amount.
The One Quail Place apartment complex was constructed in the 1980's. The original carport roof
systems have failed and substantial dry rot has set into the sheathing due to the roof membrane's
Tong -term exposure to our harsh desert conditions. Staff had a structural engineer evaluate the
condition of the supporting structure, in addition to having asbestos and termite inspections
conducted by qualified professionals to ensure the carports can both warrant and support the new
roof system.
Work to be performed will consist of a complete tear off and proper disposal of the original built-up
roofing membrane. This will expose all compromised roof sheathing. Twenty percent of the
sheathing will be replaced based on estimates established by inspections of both staff and a
structural engineer. An allowance for identifying stressed substandard rafters will ensure sheathing
is properly supported. All perimeter fascias will be replaced prior to the sheet metal and built-up
rock gravel roofing. This will strengthen and straighten the outer edge providing a clean watertight
canopy.
Staff recommends negotiating with the qualified Petronella Roofing for the re -roofing services as
called out within our contract documents.
Submitted by:
Project Coo
Department Head:
David Y�i•. �n
Director : Redevelopment/Housing
Approval:
Division Head:
J net oore
Housing Authority Administrator
Approval:
n McCarthy
Redevelopment
Afrze
Carlos L. Orte, Executive Director Paul S. Gibson, Director of Finance
G'RDA\JAMES CONWAY\WORD DATA0HOUSING PROPERTIES \STAFFREPORTS\AWARDCONTRACTQUAILCARPORTSt02705 DOC