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APPROVE MOTION TO AWARD A SERVICE CONTRACT TO WEATHERPROOFING TECHNOLOGIES, INC. FOR ROOF MAINTENANCE AND LEAK RESPONSE SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a three-year Service Contract not to exceed the amount of $526,837 to Weatherproofing Technologies, Inc. of Beachwood, OH, for the Roof Maintenance and Leak Response Services, Project No. OM-17-031.
2. Authorize the City Manager to execute up to two one-year extensions to this contract, at an annual cost of $198,667 and $204,990, respectively, for a cumulative contract total not to exceed the amount of $930,504.
3. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The City maintains approximately 858,000 square feet of roofing. The City contracts for regular inspection and general cleaning of city roofs to maximize useful life and to prevent water intrusion. On December 30, 2016, the City advertised a Request for Proposals for Roof Maintenance and Leak Response Services, Project No. OM-17-031.
Two firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Weatherproofing Technologies, Inc. of Beachwood, OH, to be the most qualified and highest ranked firm.
It is recommended that Council approve a motion authorizing the City Manager to execute a three-year Service Contract with set annual rates not to exceed the amount of $526,837 with Weatherproofing Technologies, Inc. (Attachment A). Contracted services will begin November 1, 2017, and expire June 30, 2020, with the option of two one-year extensions. With the extensions, at an annual cost of $198,667 and $204,990, respectively, the cumulative total not to exceed contract amount is $930,504. The contract will be funded from Public Works and Municipal Utilities Departments' Operating Budgets.
DISCUSSION
Background
The City maintains approximately 858,000 square feet of roofing. The City does not have the internal resources to perform roof maintenance services and contracts for regular inspection and general cleaning of city roofs to maximize useful life and to prevent water intrusion.
On November 3, 2015, the City entered into a contract with Weatherproofing Technologies, Inc. for annual roof maintenance utilizing a competitively bid Monterey County Office of Education Cooperative Agreement with the Association of Educational Purchasing Agencies. This contract expired on February 26, 2017.
Present Situation
On December 30, 2016, the City advertised a Request for Proposals (RFP) for the Roof Maintenance and Leak Response Services project. On January 27, 2017, two proposals were received from the following firms:
• Weatherproofing Technologies, Inc. (Beachwood, OH)
• MCM Roofing Company, Inc. (McClellan, CA)
A Selection Committee comprised of Public Works staff evaluated and ranked all proposals based on each firm’s experience, qualifications of staff, quality control, communication, referrals, and cost. Weatherproofing Technologies, Inc. received the highest ranking based on the noted criteria and was determined to be the most qualified firm for this project. The fixed fee provides services for annual preventative maintenance, on-call leak response, minor leak repairs, and annual inspections.
Staff recommends Council approve a motion to award a three-year Service Contract with set annual rates not to exceed the amount of $526,837 with Weatherproofing Technologies, Inc. for the Roof Maintenance and Leak Response Services, Project No. OM-17-031 (Attachment A). Contracted services will begin November 1, 2017, and expire June 30, 2020, with the option of two one-year extensions. With the extensions, the total not to exceed aggregate contract amount is $930,504.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have staffing available to perform roof maintenance services.
2. Use of the RFP process is appropriate for this Service Contract because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of this criteria helps ensure selection of a vendor that will provide the highest quality professional service which is in the public interest.
3. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
The contract is proposed to be funded at the set fees listed below and in accordance with the scope of work in the Service Contract:
|
Original Three-Year Term |
Annual Cost |
|
November 1, 2017 - June 30, 2018 |
$148,883 |
|
July 1, 2018 - June 30, 2019 |
$186,184 |
|
July 1, 2019 - June 30, 2020 |
$191,770 |
|
TOTAL |
$526,837 |
|
Optional Two One-Year Extensions |
Annual |
|
July 1, 2020 - June 30, 2021 |
$198,677 |
|
July 1, 2021 - June 30, 2022 |
$204,990 |
|
TOTAL |
$403,667 |
|
Total with Contract Extensions |
$930,504 |
Funding is available for expenditures in the first one-year term of the contract through June 30, 2018. The contract will be funded from Public Works and Municipal Utilities Departments' Operating Budgets. Funding for the remaining years of the contract will be contingent on future annual budget appropriations. The funding split will remain the same over the life of the contract as outlined in the table on the following page.
|
ACCOUNT NAME |
ACCOUNT NUMBER |
FY 2017-18 AMOUNT |
FY 2018-19 AMOUNT |
FY 2019-20 AMOUNT |
|
Public Works Facilities Maintenance, Admin. Maintenance, and Repair |
010-3091-540.20-25 |
$122,101 |
$152,671 |
$157,252 |
|
MUD Treatment Plants, Maintenance, and Repair |
431-4331-575.20-25 |
$19,326 |
$24,204 |
$24,930 |
|
MUD Storm Pump Stations, Maintenance, and Repair |
441-4432-575.20-25 |
$3,106 |
$3,723 |
$3,835 |
|
MUD Sanitary Pump Stations, Maintenance, and Repair |
431-4333-575.20-25 |
$4,350 |
$5,586 |
$5,753 |
|
TOTAL |
$148,883 |
$186,184 |
$191,770 |
If the contract is extended the extensions will be funded as follows:
|
ACCOUNT NAME |
ACCOUNT NUMBER |
FY 2020-21 AMOUNT |
FY 2021-22 AMOUNT |
|
Public Works Facilities Maintenance, Admin. Maintenance, and Repair |
010-3091-540.20-25 |
$162,916 |
$168,092 |
|
MUD Treatment Plants, Maintenance, and Repair |
431-4331-575.20-25 |
$25,828 |
$26,649 |
|
MUD Storm Pump Stations, Maintenance, and Repair |
441-4432-575.20-25 |
$3,973 |
$6,149 |
|
MUD Sanitary Pump Stations, Maintenance, and Repair |
431-4333-575.20-25 |
$5,960 |
$4,100 |
|
TOTAL |
|
$198,677 |
$204,990 |
There is no additional impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Service Contract with Weatherproofing Technologies, Inc.