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HomeMy WebLinkAboutAGENDA REPORT 2019 0116 REG CCSA ITEM 10GCITY OF MOORPARK, CALIFORNIA City Council Meeting of 1.16.2019 ACTION Pulled from the Consent Calendar BY M. Benson G. Consider Amendment No. 2 to Agreement with All American Roofing, Inc. for Roofing Services at City Facilities and Resolution Amending Fiscal Year 2018/19 Budget. Staff Recommendation: 1) Approve Amendment No. 2 with All American Roofing increasing the contract annual amount from $75,000 to $125,000 for the term ending June 30, 2019, and authorize the City Manager to execute the Amendment, subject to final language approval of the City Manager; and 2) Adopt Resolution No. 2019-____, amending FY 2018/19 Budget to fund roofing repairs at 18 High Street and 50 Moorpark Avenue. ROLL CALL VOTE REQUIRED Item: 10.G. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jessica Sandifer, Community Services Manager DATE: 01/16/2019 Regular Meeting SUBJECT: Consider Amendment No. 2 to Agreement with All American Roofing, Inc. for Roofing Services at City Facilities and Resolution Amending Fiscal Year 2018/19 Budget BACKGROUND In March 2017, the City Council approved an agreement with All American Roofing, Inc. for miscellaneous roofing services at City facilities. The Agreement was for $75,000 annually with additional extension terms as agreed to in writing by the parties. In June 2018, the Agreement was extended for one additional year with a contract value of $75,000 for the term. DISCUSSION Several City facilities are in need of roofing repairs for a total cost of $122,000. The facilities and the individual costs are noted below: • 61 High Street $33,275 • Community Center $24,170 • High Street Arts Center $48,065 • 18 High Street $5,825 • 50 Moorpark Avenue $10,000 (estimate) The repairs at several of the facilities were intended to be done during the prior contract term; however, the roofing repair at the Chamber of Commerce was more costly than expected and some other unexpected leak repairs at the Community Center and Annex buildings utilized a large portion of the annual contract amount, requiring the projects to be budgeted in the current fiscal year. Staff is requesting an amendment to the All American Roofing contract to increase the annual amount for the current term from $75,000 annually to $125,000 annually to allow for the repair of all of the identified Item: 10.G. 735 Honorable City Council 01/16/2019 Regular Meeting Page 2 facilities during this contract term. The total contract value will be $200,000 inclusive of both terms of the Agreement. FISCAL IMPACT Sufficient funding has been budgeted in the General Fund (1000) in the FY 2018/19 budget for the repairs at 61 High Street (L0069), Community Center (F0001) and High Street Arts Center (L0005). Funds have not been allocated for the repairs at 18 High Street (L0039) and 50 Moorpark Avenue (L0053). An aggregate budget amendment of $16,000 from the General Fund (1000) and the LA AOC Fund (2014)is being requested to fully fund repairs at these two locations. . STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED) 1.) Approve Amendment No. 2 with All American Roofing increasing the contract annual amount from $75,000 to $125,000 for the term ending June 30, 2019, and authorize City Manager to execute the Amendment, subject to final language approval of the City Manager; and 2.) Adopt Resolution No. 2019-____, amending FY 2018/19 Budget to fund roofing repairs at 18 High Street and 50 Moorpark Avenue Attachments: 1 - Amendment No. 2 2 - Resolution 2019-____ 736 ATTACHMENT 1 AMENDMENT NO. 2 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND ALL AMERICAN ROOFING, INC. FOR ROOFING SERVICES AT VARIOUS CITY FACILITIES AND CITY PARKS This Amendment No. 2 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and All American Roofing, Inc., a corporation (“Contractor”), for roofing services at various City facilities and City parks (“Agreement”), is made and entered into the ________ day of _______________________, 2018. RECITALS WHEREAS, on May 5, 2017 the City and Contractor entered into an Agreement to have the Contractor provide roofing services at various City facilities and City parks; and WHEREAS, on May 2, 2018, the City and Contractor amended the Agreement to extend the term for one additional year and increase the compensation for services to be performed by Contractor from seventy-five thousand dollars ($75,000), to a total contract value of one hundred fifty thousand dollars ($150,000); and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor from one hundred fifty thousand dollars ($150,000), by a value of fifty thousand dollars ($50,000), for a total contract value of two hundred thousand dollars ($200,000), and document said agreement to amend by jointly approving Amendment No. 2 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 1, TERM, is amended by deleting paragraph two of this section as follows: “The term of this Agreement shall be from the date of execution and will expire on June 30, 2019, unless this Agreement is terminated or suspended pursuant to this Agreement.” II. Section 2, SCOPE OF SERVICES, is amended by replacing paragraph two in its entirety as follows: “Contractor shall perform the tasks described and set forth in Exhibit C. Compensation for the services to be performed by Contractor shall be in accordance with Exhibit D and Exhibit E. Compensation shall not exceed the total rates or contract value of two hundred thousand dollars ($200,000) during the term of the Agreement without a written 737 amendment to the Agreement executed by both parties. Payment by City to Contractor shall be in accordance with the provisions of this Agreement” III. Section 5, PAYMENT, is amended by replacing paragraph two in its entirety as follows: “The City agrees to pay Contractor monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit D and Exhibit E, based upon actual time spent on the above tasks. This amount shall not exceed the total rates or contract value of two hundred thousand dollars ($200,000) during the term of the Agreement unless additional payment is approved as provided in this Agreement.” IV. Remaining Provisions: Except as revised by this Amendment No. 2, all of the provisions of the Agreement shall remain in full force and effect. In W itness W hereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK ALL AMERICAN ROOFING, INC. _______________________________ _______________________________ Troy Brown City Manager John Tescher President Attest: _______________________________ Maureen Benson, City Clerk Amendment No. 2 to Agreement between City of Moorpark and Page 2 All American Roofing, Inc. 738 PROPOSAL/CONTRACT Job No.: Map Coordinate: Source: Date: 11-29-18 Name: City of Moorpark Att: Al Walter Job Location: 18 High St Moorpark Carport Street: 799 Moorpark Ave City: Moorpark State: CA ZIP: 93021 Phone: 304-1901 Todd Alt. or Color: White Approx. Start Date: Approx. Comp. Date: It is mutually agreed as follows: 1. CONSTRUCTION: All American Roofing will furnish the necessary labor, material, equipment and agrees to perform in a workmanship like manner and complete for the owners, the following work as detailed under Specification. 2. SPECIFICATION: 36 mil Fibertite Kee single ply roof system Title 24 compliant: •Tera off existing roofing 1 Layer (Extra layers are found a charge of $100.00 per 100 sq ft) •Install new ½” plywood and replace 1 rotted sheet of plywood •Install new fascia as needed •Install 1 layers of Fire Sheet •Install 36 mil Fibertite KEE Single Ply •Install 26 gauge metal counter flashing at wall •Install term bar as needed at vertical areas •Clean up all debris generated by roof work 3. DRY ROT REPLACEMENT: If found is extra unless otherwise noted. • 4. DISCLOSURES: A. All American Roofing is not responsible for any dry rot or termite dam age not found in existing roof structure unless noted in specifications. B. Any additional work that may be required by your local building officials is not inclusive of this contract unless otherwise noted in the specifications. Any additional work or pre-existing conditions beyond All American Roofing’s control are to be completed at the Owners expense. No monies shall be withheld from All American Roofing due to circumstances beyond our control. 5. PRICE AND PAYMENT TERMS: Owner promises to pay or cause to be paid to All American Roofing in consideration therefore, the sum of Five thousand eight hundred twenty five dollars, ($5,825.00). Payments are to be made as follows. Progress payments 6.WARRANTY: Contractor shall provide a transferable workmanship warranty for a period of 5 years upon substantial completion and a manufacturer’s material warranty of 20 years. NOTE: This proposal may be withdrawn by All American Roofing if not accepted within ten (10) days. PERFORMANCE AND PAYMENT BOND. OWNER HAS THE RIGHT TO REQUIRE CONTRACTOR TO HAVE A PERFORMANCE AND PAYMENT BOND COVERING THE WORK HEREUNDER; however, the cost thereof shall be added to the total contract price. All work to commence within (20) twenty days of approximate starting date. Acknowledgement: Owner acknowledges that he/she has read and received a legible copy of this agreement including all terms, standard provisions and notices to owner on the back hereof before any work was done and he/she has read and received a legible copy of every other document that buyer has signed during this negotiation. I/we hereby acknowledge under penalty of perjury that I/we am/are the legal owners and a m/are authorized to sign this contract as an agent of the legal owner. (Initial) Acceptance: The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will also be as outlined above. You, the buyer, may cancel this transaction at any time prior to midnight of the third business day after the date of this transaction. See the attached notice of cancellation form for an explanation of this right. (Initial) All American Roofing Inc. Buyer By: John P. Tescher REPRESENTATIVE’S SIGNATURE BUYER’S SIGNATURE ACCEPTANCE DATE Date: November 29, 2018 Exhibit E - 1 of 4 739 Repair Contract Job No.: Map Coordinate: Source: Date: 11-29-18 Name: City of Moorpark Job Location: 50 Moorpark Ave Moorpark Street: 799 Moorpark Ave City: Moorpark State: Ca ZIP: 93021 Phone: 304-1901 Todd Alt. or Fax: Color: Approx. Start Date: Approx. Comp. Date: It is mutually agreed as follows: 1. CONSTRUCTION: All American Roofing will furnish the necessary labor, material, equipment and agrees to perform in a workmanship like manner and complete for the owners, the following work as detailed under Specification. 2. SPECIFICATION: Our rates for NON emergency service calls (during regular business hours, no weekends or holidays) are as follows: Journeyman $75.00 per hour Materials are at cost plus 25%. We estimate 5- man days Repair valleys SPECIAL REMARKS: No warranty expressed or implied. THE REPAIRING OF LEAKS MAY OCCASIONALLY REQUIRE SEVERAL ATTEMPTS; THEREFORE, ALL AMERICAN ROOFING CANNOT BE LIABLE FOR ANY DAMAGE SUSTAINED TO THE INTERIOR, DECORATIONS, FURNISHINGS OR ITS CONTENTS. ALL AMERICAN ROOFING IS NOT RESPONSIBLE FOR ANY DRY ROT OR TERMITE DAMAGE NOT FOUND IN EXISTING ROOF STRUCTURE UNLESS NOTED IN SPECIFICATION. Owner promises to pay or cause to be paid to All American Roofing in consideration therefore, the sum of dollars, ($.00). Payment in full due when services rendered unless otherwise noted. NOTE: This proposal may be withdrawn by All American Roofing if not accepted within ten (10) days. PERFORMANCE AND PAYMENT BOND. OWNER HAS THE RIGHT TO REQUIRE CONTRACTOR TO HAVE A PERFORMANCE AND PAYMENT BOND COVERING THE WORK HEREUNDER; however, the cost thereof shall be added to the total contract price. All work to commence within (20) twenty days of approximate starting date. Acknowledgement: Owner acknowledges that he/she has read and received a legible copy of this agreement including all terms, standard provisions and notices to owner on the back hereof before any work was done and he/she has read and received a legible copy of every other document that buyer has signed during this negotiation. I/we hereby acknowledge under penalty of perjury that I/we am/are the legal owners and a m/are authorized to sign this contract as an agent of the legal owner. (Initial) Acceptance: The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will also be as outlined above. You, the buyer, may cancel this transaction at any time prior to midnight of the third business day after the date of this transaction. See the attached notice of cancellation form for an explanation of this right. (Initial) All American Roofing, Inc. Homeowner/Buyer By: John P. Tescher REPRESENTATIVE’S SIGNATURE BUYER’S SIGNATURE ACCEPTANCE DATE Date: November 29, 2018 BUYER’S SIGNATURE ACCEPTANCE DATE Representative’s State License No.: This Agreement is not binding until accepted by the office management. No charge or addition to this agreement shall be effective until accepted in the same way. Exhibit E - 2 of 4 740 PROPOSAL/CONTRACT Job No.: Map Coordinate: Source: Date: 03-04-17 Name: City of Moorpark Att: Al Walter Job Location: 61 High St Moorpark Street: 799 Moorpark Ave City: Moorpark State: CA ZIP: 93021 Phone: 304-1901 Todd Alt. or Color: White Approx. Start Date: Approx. Comp. Date: It is mutually agreed as follows: 1. CONSTRUCTION: All American Roofing will furnish the necessary labor, material, equipment and agrees to perform in a workmanship like manner and complete for the owners, the following work as detailed under Specification. 2. SPECIFICATION: 36 mil Fibertite Kee single ply roof system Title 24 compliant: •Tera off existing rock roofing 1 Layer (Extra layers are found a charge of $100.00 per 100 sq ft) •Install 2 layers of Fire Sheet Class A fire rating •Install 36 mil Fibertite KEE Single Ply •Install new chimney metal •Install 2 new skylights •Install double glue at walls •Install new coping metal •Install term bar as needed at vertical areas •Install Fibertite pipe boots with stainless steel clamp ring •Clean up all debris generated by roof work 3. DRY ROT REPLACEMENT : If found is extra unless otherwise noted. •Plywood $65.00 per sheet 4. DISCLOSURES: A. All American Roofing is not responsible for any dry rot or termite damage not found in existing roof structure unless noted in specifications. B. Any additional work that may be required by your local building officials is not inclusive of this contract unless otherwise noted in the specifications. Any additional work or pre-existing conditions beyond All American Roofing’s control are to be completed at the Owners expense. No monies shall be withheld from All American Roofing due to circumstances beyond our control. 5. PRICE AND PAYMENT TERMS: Owner promises to pay or cause to be paid to All American Roofing in consideration therefore, the sum of Thirty three thousand two hundred seventy five dollars, ($33,275.00). Payments are to be made as follows . Progress payments 6.WARRANTY: Contractor shall provide a transferable workmansh ip warranty for a period of 5 years upon substantial completion and a manufacturer’s material warranty of 20 years. NOTE: This proposal may be withdrawn by All American Roofing if not accepted within ten (10) days. PERFORMANCE AND PAYMENT BOND. OWNER HAS THE RIGHT TO REQUIRE CONTRACTOR TO HAVE A PERFORMANCE AND PAYMENT BOND COVERING THE WORK HEREUNDER; however, the cost thereof shall be added to the total contract price. All work to commence within (20) twenty days of approximate starting date. Acknowledgement: Owner acknowledges that he/she has read and received a legible copy of this agreement including all terms, standard provisions and notices to owner on the back her eof before any work was done and he/she has read and received a legible copy of every other document that buyer has signed during this negotiation. I/we hereby acknowledge under penalty of perjury that I/we am/are the legal owners and a m/are authorized to sign this contract as an agent of the legal owner. (Initial) Acceptance: The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as spec ified. Payment will also be as outlined above. You, the buyer, may cancel this transaction at any time prior to midnight of the t hird business day after the date of this transaction. See the attached notice of cancellation form for an explanation of this right. (Initial) All American Roofing Inc. Buyer By: John P. Tescher REPRESENTATIVE’S SIGNATURE BUYER’S SIGNATURE ACCEPTANCE DATE Date: February 17, 2018 Exhibit E - 3 of 4 741 PROPOSAL/CONTRACT Job No.: Map Coordinate: Source: Date: 02-01-18 Name: City of Moorpark Att: Al Walter Job Location: Community Development building Street: 799 Moorpark Ave City: Moorpark State: CA ZIP: 93021 Phone: 304-1901 Todd Alt. or 517-6360 Allen Color: White Approx. Start Date: Approx. Comp. Date: It is mutually agreed as follows: 1. CONSTRUCTION: All American Roofing will furnish the necessary labor, material, equipment and agrees to perform in a workmanship like manner and complete for the owners, the following work as detailed under Specification. 2. SPECIFICATION: •Clean area to receive coating •Apply a test area to make sure the coating will hold to the metal roof and cap sheet roof •Patch any splits and cracks prior to applying coating •Install primer as needed •Install at seams, coating and polyester •Install butter grade silicone to cracks •Install Hidro-Coat Silicone coating •Clean up all debris generated by roof work 3. DRY ROT REPLACEMENT: If found is extra unless otherwise noted. •Plywood $65.00 per sheet 4. DISCLOSURES: A. All American Roofing is not responsible for any dry rot or termite damage not found in existing roof structure unless noted in specifications. B. Any additional work that may be required by your local building officials is not inclusive of this contract unless otherwise noted in the specifications. Any additional work or pre-existing conditions beyond All American Roofing’s control are to be completed at the Owners expense. No monies shall be withheld from All American Roofing due to circumstances beyond our control. 5. PRICE AND PAYMENT TERMS: Owner promises to pay or cause to be paid to All American Roofing in consideration therefore, the sum of Twenty four thousand one hundred seventy dollars, ($24,170.00). Payments are to be made as follows. progress 6.WARRANTY: Contractor shall provide a transferable workmanship warranty for a period of 2 years upon substantial completion and a manufacturer’s warranty of 10 years. NOTE: This proposal may be withdrawn by All American Roofing if not accepted within ten (10) days. PERFORMANCE AND PAYMENT BOND. OWNER HAS THE RIGHT TO REQUIRE CONTRACTOR TO HAVE A PERFORMANCE AND PAYMENT BOND COVERING THE WORK HEREUNDER; however, the cost thereof shall be added to the total contract price. All work to commence within (20) twenty days of approximate starting date. Acknowledgement: Owner acknowledges that he/she has read and received a legible copy of this agreement including all terms, standard provisions and notices to owner on the back hereof before any work was done and he/she has read and received a legible copy of every other document that buyer has signed during this negotiation. I/we hereby acknowledge under penalty of perjury that I/we am/are the legal owners and am/are authorized to sign this contract as an agent of the legal owner. (Initial) Acceptance: The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will also be as outlined above. You, the buyer, may cancel this transaction at any time prior to midnight of the third business day after the date of this transaction. See the attached notice of cancellation form for an explanation of t his right. (Initial) All American Roofing Inc. Buyer By: John P. Tescher REPRESENTATIVE’S SIGNATURE BUYER’S SIGNATURE ACCEPTANCE DATE Date: February 5, 2018 Exhibit E - 4 of 4 742 ATTACHMENT 2 RESOLUTION NO. 2019-____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2018/19 BUDGET TO APPROPRIATE $6,000 FROM THE GENERAL FUND (1000) FOR ROOFING REPAIRS AT 18 HIGH STREET (L0039) AND $10,000 FROM THE LOS ANGELES AVENUE AREA OF CONTRIBUTION (LAAOC) FUND (2014) FOR ROOFING REPAIRS AT 50 MOORPARK AVENUE (L0053) WHEREAS, on June 20, 2018, the City Council adopted the Operating and Capital Improvement Budget for Fiscal Year 2018/19; and WHEREAS, a staff report has been presented to requesting an Amendment to All American Roofing’s Agreement to increase the total compensation for repairs at various City facilities noted in the report; and Whereas, funds for the roofing repairs at 18 High Street (L0039) and 50 Moorpark Avenue (L0053) have not been allocated in the FY 2018/19 budget; and WHEREAS, an budget expenditure increase of $6,000 is requested from the General Fund (1000) and $10,000 is requested from the LAAOC Fund (2014) to fund these obligations, for a total aggregate budget amendment request of $16,000; and WHEREAS, Exhibit “A” hereof describes said budget amendment and its resultant impact to the budget line items. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. An aggregate budget amendment of $16,000 from the General Fund (1000) and LAAOC Fund (2014) to fund roofing repairs at 18 High Street (L0039) and 50 Moorpark Avenue (L003), respectively, as more particularly described in Exhibit A, attached hereto, is hereby approved. 743 Resolution No. 2019 - Page 2 SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 16th day of January, 2019. __________________________ Janice S. Parvin, Mayor ATTEST: ___________________________________ Maureen Benson, City Clerk Attachment: Exhibit A – Budget Amendment 744 Resolution No. 2019 - Page 3 EXHIBIT A BUDGET AMENDMENT FOR GENERAL FUND AND LA AOC FUND TO ALLOCATE FUNDS FOR ROOFING REPAIRS AT 18 HIGH STREET (L0039) AND 50 MOORPARK AVENUE (L0053) FISCAL YEAR 2018/19 FUND BALANCE ALLOCATION: Fund Title Fund Account Number Amount General Fund 1000-000-00000-33990 6,000.00$ Los Angeles Avenue Area of Contribution 2014-000-00000-33990 10,000.00$ Total 16,000.00$ EXPENDITURE APPROPRIATION: Account Number Current Budget Revision Amended Budget 1000-172-L0039-53000 4,173.00$ 6,000.00$ 10,173.00$ 2014-172-L0053-53000 3,000.00$ 10,000.00$ 13,000.00$ -$ -$ -$ -$ -$ Total 7,173.00$ 16,000.00$ 23,173.00$ 745