HomeMy WebLinkAboutHA34740A - Deck, Roof, Repair -Garland/DBSPALM DESERT HOUSING AUTHORITY
STAFF REPORT
REQUEST: APPROVE AMENDMENT NO. 1 TO CONTRACT NO. HA34740A WITH
GARLAND/DBS, INC., FOR DECK AND ROOF REPAIR AND/OR
REPLACEMENT AND RELATED SERVICES IN THE TOTAL AMOUNT
NOT TO EXCEED $146,704.80
SUBMITTED BY: Jessica Gonzales, Management Analyst - Housing
CONTRACTOR: Garland/DBS, Inc.
3800 East 91st Street
Cleveland, Ohio 44105
DATE: March 24, 2016
CONTENTS: Amendment No. 1
Garland/DBS, Inc. Deck Proposal for Sagecrest (dated March 16, 2016)
Garland/DBS, Inc. Roof Proposal for Sagecrest (dated March 9, 2016)
Recommendation
By Minute Motion, that the Housing Authority Board,
1) Approve Amendment No. 1 to Contract No. HA34740A with Garland/DBS, Inc.,
increasing the contract in the total amount not to exceed $39,561.50 (includes:
proposed work in the amount of $35,965.00, plus 10% contingency in the amount
not to exceed $3,596.50 for permit fees and unforeseen conditions) for deck
replacement and related services at Sagecrest Senior Apartments pursuant to
VeriClaim File 1454708640 approval; and
2) Approve Amendment No. 1 to Contract No. HA34740A with Garland/DBS, Inc.,
increasing the contract in the total amount not to exceed $107,143.30 (includes:
proposed work in the amount of $97,403.00, plus 10% contingency in the amount
not to exceed $9,740.30 for permit fees and unforeseen conditions) for roof
repair and/or replacement and related services at Sagecrest Senior Apartments
pursuant to VeriClaim File 1454708640 approval; and
3) Authorize the Executive Director to select the proper roof option after insurance
provider approval and provide contractor in writing the same; and
4) Authorize the Executive Director and/or the Chairman to execute Amendment
No. 1 and any documents necessary to effectuate the actions taken herewith.
Monies are available in the FY 2015/2016 Palm Desert Housing Authority's ("Authority")
budget, however, this item is subject to an insurance claim and is expected to be
reimbursed Tess the deductible.
Housina Commission Recommendation
The Housing Commission will receive the recommendation as informational at its regular
Staff Report
Approve Amendment No. 1 to Contract No. HA34740A - Garland
March 24, 2016
Page2of3
meeting of April 13, 2016.
Strategic Plan Obiective:
This request does not apply to a specific strategic plan goal.
Executive Summary
Approval of this request will allow Garland/DBS, Inc. ("Garland") to include deck and roof repair
and/or replacement and related services at an additional Palm Desert Housing Authority
("Authority") owned rental property, Sagecrest Senior Apartments ("Sagecrest").
On January 14, 2016, the Authority Board authorized the award of contract to Garland for deck
replacement and related services at Palm Village Apartments ("Palm Village") in the total
amount of $164,935.00. Garland will perform deck and roof repair and/or replacement and
related services for both Palm Village and Sagecrest as required by the Specifications and
Contract Documents pursuant to the existing Authority Contract No. HA34740A ("Contract") and
as approved by the Authority's insurance provider claim flle no. 1454708640.
Background
On September 10, 2015, the Palm Desert Authority Board ("Authority Board") authorized the
use of Garland/DBS, Inc. ("Garland") for deck and roof management assessment and related
services for the Palm Desert Housing Authority ("Authority") owned residential rental properties.
Garland was contacted to assess the condition of Sagecrest after several of the residents
reported leaks affecting the interior of units to property manager (this was in January after a rain
storm). Garland found that the decks and roofs required substantial repairs to address the
cause of the leaks. After further review, the report was submitted to the Authority's insurance
provider for consideration as an insurance claim which was approved.
Garland procured bids for the project specific labor from three southern California area certified
subcontractors to complete the scope of work at Sagecrest in order to address the cause of the
Teaks including the roof (the "Project"). Garland along with, Best Contracting Services, Inc.,
subcontracting deck company, of Gardena, California, and Commercial Roofing Systems, Inc.,
subcontracting roof company, of Arcadia, California submitted a bid to complete the Project in
the amount of $35,965.00 and $97,403.00, respectively, not including permit fees. The
Authority's insurance provider has approved the deck proposal along with any other necessary
repairs necessary to address the deck Teaks, and is in the process of reviewing the roof repair
and/or replacement proposal for approval. The Authority's insurance provider has requested
Authority staff to proceed in authorizing the work to be performed. In order for the Authority to
proceed, a contract for the scope of work must be secured.
The Authority's current Contract HA34740A with Garland was awarded to perform deck
replacement and related services at one (1) Authority owned rental property, Palm Village. The
Contract allows for amendments as long as they are in writing and approved by the Executive
Director and/or Authority Board. At the recommendation of the Authority's legal counsel, the
Authority may amend the current Contract to include deck and roof repair and/or replacement
and related services at two (2) Authority owned rental properties to include Sagecrest. The
Authority may dispense with formal bidding where it will not produce a competitive advantage to
the city or will not affect the final result. (Graydon v. Pasadena Redevelopment Agency (1980)
Staff Report
Approve Amendment No. 1 to Contract No. HA34740A - G land
March 24, 2016 original on ile with City
Page 3of3
lerk's OfficF
104 Cal.App.3d 631.) Here, given that Garland is already mobilized in the area, and that the
costs of repair will be paid out of insurance proceeds, formal bidding is not likely to serve any
public benefit as it may result in costs beyond the insurance proceeds. Additionally, because the
repairs are related to leaks in residential units, the need for a quick response outweighs any
interest served by formal bidding.
Amendment No. 1 will incorporate the necessary deck and roof repair and/or replacement and
related services for Sagecrest as provided by Garland in the deck proposal dated March 9, 2016
in the amount $35,965.00 and the roof proposal dated March 9, 2016 in the amount of
$97,403.00. In addition to the standard contract amount there is a provision for a contingency
amount not -to -exceed 10% of the contract for permit fees and unforeseen conditions, which is
also being requested to be increased by $13,336.80. Any costs incurred to address the leaks at
Sagecrest that are approved by the Authority's insurance provider with the exception of the
deductible in the amount of $5,000.00 will be reimbursed to the Authority.
The following summarizes the Contract including the consideration of Amendment No. 1:
CONTRACT
Initial Contract
Amendment No. 1
SCOPE OF WORK
Palm Village, Deck Replacement
Sagecrest, Deck Replacement
Sagecrest, Roof Replacement
CONTRACT TOTAL
*Pending Authority Insurance Provider Approval.
BY HOUSG AUTH
VERIFIED [3Y: v�
CONTRACT AMOUNT
$149,941.00
$35,965.00
$97,403.00*
$ 283,309.00
CONTINGENCY
$14,994.00
$3,596.50
$9,740.30*
r--
TOTAL
$164,935.00
$39,561.50
$107,143.30*
$ 28,330.80 $ 311,639.80
The Authority with approval will be able to provide deck and roof repair and/or replacement and
related services through the existing Contract for both properties, Palm Village and Sagecrest.
Staff recommends approval of the proposed additional scope of work as Amendment No. 1 to
Contract No. HA34740A with Garland increasing the contract in the amount of $133,368.00 for
contract services plus contingency in the amount not to exceed $13,336.80 for the existing
contract.
Fiscal Analysis
The fiscal impact is the cost of Amendment No. 1 which will be by insurance with the exception
of the deductible in the amount of $5,000.00 which will be paid from the FY 2015/2016 Housing
Authority's budget.
Dep ment Head:
a Gonzales, Mpnagee Trent Analyst — Housing Janet Njbore, Director of Housing
Finan partment:
l
Paul . Gibson, Director of Finance
Appreval:
. Wohlmuth, Executive Director
PALM DESERT HOUSING AUTHORITY
CONTRACT AMENDMENT NO. 1
Contract Purpose
Consultant's Name
Address:
Sagecrest Deck and Roof Repair and/or
Replacement and Related Services
Garland/DBS, Inc.
3800 East 91st Street
Cleveland, Ohio 44105
Contract # / P.O. #
Amendment/
Change Order No.
Contingency:
Account No.
Project No.
Vendor No.
HA-34740A I n/a
1
YES I NO X
871-86**-466-3310
You are hereby requested to comply with the following changes from the contract plans and specifications:
DECREASE INCREASE
DESCRIPTION OF CHANGES In Contract Price In Contract Price
Increase to the Contract by $133,368.00
For inclusion of deck replacement and related services at $35,965
Sagecrest Senior Apartments pursuant to VeriClaim File 1454708640
AND
For inclusion of roof repair and/or replacement and related services at $97,403
Sagecrest Senior Apartments pursuant to VeriClaim File 1454708640
$13,336.80
Increase the Contingency by $13,336.80
For inclusion of Sagecrest Senior Apartments permit fees and
unforseen conditions related to scope of work as provided by Contract
and Amendment No. 1
Period of performance for the completion of the Sagecrest is twenty-one (21)
calendar days (excluding City observed holidays) for each scope of
work (Deck and Roof)
TOTALS:
NET CHANGE IN CONTRACT PRICE:
146,704.80
146,704.80
JUSTIFICATION: The Authority may dispense with formal bidding where it will not produce a competitive advantage
to the city or will not affect the final result. (Graydon v. Pasadena Redevelopment Agency (1980) 104 Cal.App.3d 631.)
Here, given that Garland is already mobilized in the area, and that the costs of repair will be paid out of insurance
proceeds, formal bidding is not likely to serve any public benefit as it may result in costs beyond the insurance
proceeds. Additionally, because the repairs are related to leaks in residential units, the need for a quick response
outweighs any interest served by formal bidding.
TOTAL BUDGET FOR PROJECT: + 311,639.80
Less: Expend. & Encumb. To Date: 164,935.00
Less: This Change Order Amount: 146,704.80
BALANCE OF BUDGET
REMAINING FOR PROJECT:
CONTINGENCY:
Amount Approved by Council:
Less: Prior Amendment(s):
Less: This Amendment:
Balance Remaining of Contingency.
The amount of the Contract will be increased by the Sum of: One Hundred Fortv-six Thousand Seven
Hundred Four Dollars and Eighty Cents ($146,704.80).
G:\HOUSING\Jessica Gonzales\STAFF REP0RTS12016\Garland Amendment No. 1- HA34740A - Contract Amend doc
Page 1
Contract HA-34740A Amendment No. 1 Continued from Page 1
This Contract Amendment covers changes to the subject contract as described herein. The consultant shall perform
all work as necessary or required to complete the Contract Amendment items for a lump sum price agreed upon
between the Consultant and the Palm Desert Housing Authority, otherwise referred to as Owner.
Contract Time Extension
-0- Days.
Revised Contract Total $283.309.00 plus 10% continaencv in the amount not -to -exceed $28,330.80.
The undersigned Consultant approves the foregoing Contract Amendment # 1 as to the changes, if any, in the
contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to
the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said
Contract Amendment # 1. The Consultant agrees to furnish all labor and materials and perform all other necessary
work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Contract
Amendment items. This document will become a supplement of the contract and all provisions will apply hereto. It is
understood that the Contract Amendment shall be effective when approved by the Owner.
Execution of this Contract Amendment by the Consultant constitutes a binding accord and satisfaction that fully
satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity,
arising out of or related to the subject of the Contract Amendment, whether known or unknown, including but not
limited to direct and indirect costs and/or damages for delay, disruption, acceleration, and loss of productivity, as well
as any and all consequential damages.
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above
must have required signatures as per the purchase resolution.
1. REQUESTED BY: 2. ACCEPTED BY:
DEPARTMENT HEAD CONTRACTOR
3. REVIEWED BY: 4. APPROVED BY:
FINANCE DIRECTOR ROBERT SPIEGEL, CHAIRMAN Date Approved
NOTE: No Extra Work is to be completed
without prior written approval by both
parties
EXECUTIVE DIRECTOR Date Approved
CAROUSING \Jessica Gonzales\STAFF REPORTS \2016\Garland Amendment No 1- HA34740A - Contract Amend.doc
r
C,AR1 AND
since 1 895
Garland/DBS, Inc.
3800 East 91st Street
Cleveland, OH 44105
Phone: (800) 762-8225
Fax: (216) 883-2055
ROOFING MATERIAL AND SERVICES PROPOSAL
Palm Desert Housing Authority
Sage Crest Apartment
Date Submitted: 3/16/2016
Proposal #: 25-CA-160096
MICPA # 14-5903
General Contractor License #: 878971
DBS
Please Note: The following budget/estimate is being provided according to the pricing established
under the Master Intergovernmental Cooperative Purchasing Agreement (MICPA) with Cobb County,
GA and U.S. Communities. This budget/estimate should be viewed as the maximum price an agency
will be charged under the agreement. Garland/DBS, Inc. administered a competitive bid process for
the project with the hopes of providing a lower market adjusted price whenever possible.
Scope of Work: Durawalk Pedistrian Coating
1 Sand, grind or bead blast to remove existing coating, dirt and debris to get to smooth
workable surface, then powerwash deck clean.Per provided concrete preperation
specification
2 Repair concrete spalling areas sqft cost basis,
3 Caulk all cracking per Joint Sealant Specification. Saw cut all cracks exceeding 26". At all
projections such as rails, pipes, etc., apply a bead of joint sealant
4 Install Primer/ Sealer at all base flashings at 1/2 gal/ Sq,
5 Install Tufflex Base Coat at 2- Gal/ Sq.
6 Install Durawalk Wear Coat Coat at 1 - 2 Gal/ SQ allowed to dry.
7 Install Durawalk Top Coat at 1 Gal/ SQ.
8 Run perimeter flashing up wall per detail.
Line Item Pricing
Item # Item Description
FLUID APPLIED WATERPROOFING MEMBRANE
SYSTEM BASE ON POLYURETHANE RESINS -
18.21.14 CONCRETE SURFACE REPAIRS &
PREPARATION: SAND BLASTING
Sand blast an existing coating
Unit Price Quantity Unit Extended Price
$ 1.89 1380 SF $ 2,608
FLUID APPLIED WATERPROOFING MEMBRANE
SYSTEMS WITH POLYURETHANE RESIN
COATINGS: FLUID APPLIED WATERPROOFING
MEMBRANE SYSTEM BASE ON POLYURETHANE
18.21.06 RESINS - CONCRETE SURFACE REPAIRS &
PREPARATION - CONCRETE REPAIRS TO
HORIZONTAL SURFACES: 2"-4" DEPTH
Removal and replacement of damaged concrete to
exclude substrate repair / re -installation
18.11.03
$ 28.70 1,380 SF $ 39,600
Caulking of Joints $ 4.03 650 LF $ 2,620
POLYURETHANE COATINGS DIRECT TO
PRIMED CONCRETE SUBSTRATE (INCLUDE
PRIMER FOR CONCRETE SUBSTRATE) FLUID
APPLIED MEMBRANE SYSTEM: Three Coat
Reinforced System
Sub Total Deck Waterproofing
$ 9.00 1,380 SF $ 12,420
Base Bid Total Maximum Price of Line Items under the MICPA:
Garland/DBS Price Based Upon Local Market Competition:
Best Contracting Services
CI Services
WICR Waterproofing Non Responsive
Bid Breakdown (Best Contractinal:
Labor & Non Garland Mat. $ 24,810
Garland Materials $ 5,880
Freight $ 1,896
Insurance $ 465
Bonds $ 360
General Conditions $ 2,554
`General Conditions include: Engineering, Overhead and Profit
Square foot cost to repair existing concrete substrate $798.00
$ 57,248
$ 57,248
$ 35,965
$ 56,941
$
Potential issues that could arise during the construction phase of the project will be addressed via unit
pricing for additional work beyond the scope of the specifications. This could range anywhere from wet
insulation, to the replacement of deteriorated wood nailers. Sales Tax on material is included.
If you have any questions regarding this proposal, please do not hesitate to call me at my number listed
below.
Respectfully Submitted,
Roo 2Ueouyet
Ron Wenger
Garland/DBS, Inc.
since 1 895
Garland/DBS, Inc.
3800 East 91st Street
Cleveland, OH 44105
Phone: (800) 762-8225
Fax: (216) 883-2055
ROOFING MATERIAL AND SERVICES PROPOSAL
Sagecrest Apartments
Palm Desert Housing Authority
73-510 Fred Waring Drive
Palm Desert, CA 92260
Date Submitted: 03/09/2016
Proposal #: 25-CA-160223
MICPA # 14-5903
California General Contractor License #: 949380
DBS
Please Note: The following budget/estimate is being provided according to the pricing
established under the Master Intergovernmental Cooperative Purchasing Agreement (MICPA) with
Cobb County, GA and U.S. Communities. This budget/estimate should be viewed as the
maximum price an agency will be charged under the agreement. Garland/DBS, Inc. administered
a competitive bid process for the project with the hopes of providing a lower market adjusted price
whenever possible.
Scope of Work: (White Knight Coating)
1. Power wash the entire roof system making sure the drainage system is in working order.
If the drainage is not working correctly report it to the Housing Authority to correct at that
time.
2. Install White Knight Plus WC Base Coat at 2 gallons a square over entire roof surface.
3. Install Polyester Soft directly into the wet base coat at all drainage and valley way
locations.
4. Allow the base coat to dry 24-48 hours before installing White Knight Plus WC Top Coat
at 2 gallons a square.
5. HVAC Contractor to raise units and duct work, install walk pad material under the HVAC
units.
6. Seal all the duct work with White Knight Plus WC top coat and polyester.
7. Clean up.
8. Provide the Housing Authority with a (2) Two Year Warranty.
Scope of Work: (Torch Applied)
1. Mechanically fasten ' Primed Densdeck over the Foam Roof system.
2. Cut the foam roof system out at the drainage locations (1) One foot around. Install Base
Sheet, 4Ib primed lead, and roof in with Torch Base and Torch Cap.
3. Replace all pipe flashings with new lead flashings and all old T Tops with new T Tops.
4. Install HPR Torch base Sheet.
5. Install StressPly IV Mineral Cap Sheet.
6. HVAC Contractor to raise units and duct work, install walk pad material under the HVAC
units.
7. Seal all the duct work with White Knight Plus WC top coat and polyester.
8. Install White Star (2) Two gallons a square and minerals at all drainage locations, (1)
one square per locations.
9. Install Pyramic Title 24 Cool Roof coating at 1.5+1.5 gallons a square for a total of 3
gallons a square over the entire roof system.
10. Clean up.
11. Provide the Housing Authority with a (2) Two Year Warranty.
12. Garland to provide the City with (30) Year Warranty.
Garland/DBS Price Based Upon Local Market Com • etition: White Kniaht Coatina
C.I. Services Inc.
Tecta-America So. Ca., Inc.
$ 63,547
$ 67,038
Garland/DBS Price Based Upon Local Market Competition: Torch Applied
C.I. Services Inc.
Tecta-America So. Ca., Inc.
$ 109,509
$ 146,203
Potential issues that could arise during the construction phase of the project will be addressed via
unit pricing for additional work beyond the scope of the specifications. This could range anywhere
from wet insulation, to the replacement of deteriorated wood nailers. Proposal pricing valid through
12/31/2016.
Clarifications/Exclusions:
1. Sales and use taxes are included. Please issue a Tax Exempt Certificate.
2. Permits are excluded.
3. Bonds are included.
4. Plumbing, Mechanical, Electrical work is excluded.
5. Masonry work is excluded.
6. Temporary protection is excluded.
7. Any work not exclusively described in the above proposal scope of work is excluded.
If you have any questions regarding this proposal, please do not hesitate to call me at my number
listed below.
Respectfully Submitted,
Steve Rayed
Steve Rojek
Garland/DBS, Inc.
(216) 430-3613