HomeMy WebLinkAbout03-17-21 F&A Committee Packet 1
OTAY WATER DISTRICT
FINANCE AND ADMINISTRATION
COMMITTEE MEETING
and
SPECIAL MEETING OF THE BOARD OF DIRECTORS
BY TELECONFERENCE
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA
WEDNESDAY
March 17, 2021
11:30 A.M.
This is a District Committee meeting. This meeting is being posted as a special meeting
in order to comply with the Brown Act (Government Code Section §54954.2) in the event that
a quorum of the Board is present. Items will be deliberated, however, no formal board actions
will be taken at this meeting. The committee makes recommendations
to the full board for its consideration and formal action.
AGENDA
1. ROLL CALL
2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE COMMITTEE ON ANY SUBJECT MATTER WITHIN THE
COMMITTEE'S JURISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
This meeting is being held via teleconference. Members of the public may submit their
comments on agendized and non-agendized items by either of the following two meth-
ods:
a) No later than a half hour before the start of the meeting, complete and submit a
Request to Speak Form. Your request to speak will be acknowledged during
the “Public Participation” portion of the meeting when the committee will hear
your public comment. When called to speak, please state your Name and the
City in which you reside. You will be provided three minutes to speak.
OR
b) No later than a half hour before the start of the meeting, email your comment to
BoardSecretary@otaywater.gov and it will be read aloud during the “Public Par-
ticipation” portion of the meeting. Please provide your Name and the City in
which you reside, with your comment. Your comment must not take more than
three minutes to read.
The District’s meeting is live streamed. Information on how to watch and listen to the
District’s meeting can be found at this link: https://otaywater.gov/board-of-
directors/agenda-and-minutes/committee-meetings/
2
DISCUSSION ITEMS
3. AWARD A CONTRACT TO A. PREMAN ROOFING, INC. FOR THE RALPH W.
CHAPMAN WATER RECLAMATION FACILITY ROOF AND SKYLIGHT
REPLACEMENT AND REPAIR PROJECT IN AN AMOUNT NOT-TO-EXCEED
$168,355.00 (PAYNE) [5 minutes]
4. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Mark Robak, Chair
Jose Lopez
All items appearing on this agenda, whether or not expressly listed for action, may be delib-
erated and may be subject to action by the Board.
The Agenda, and any attachments containing written information, are available at the Dis-
trict’s website at www.otaywater.gov. Written changes to any items to be considered at the
open meeting, or to any attachments, will be posted on the District’s website. Copies of the
Agenda and all attachments are also available by contacting the Acting District Secretary at
(619) 670-2253.
If you have any disability which would require accommodation in order to enable you to par-
ticipate in this meeting, please call the Acting District Secretary at 670-2253 at least 24 hours
prior to the meeting.
Certification of Posting
I certify that on March 12, 2021 I posted a copy of the foregoing agenda near the regu-
lar meeting place of the Board of Directors of Otay Water District, said time being at least 24
hours in advance of the meeting of the Board of Directors (Government Code Section
§54954.2).
Executed at Spring Valley, California on March 12, 2021.
/s/ Tita Ramos-Krogman, Acting District Secretary
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: April 7, 2021
PROJECT: DIV. NO.
SUBMITTED BY: Kent Payne, Purchasing & Facilities Manager
APPROVED BY: Adolfo Segura, Chief of Administrative Services
Jose Martinez, General Manager
SUBJECT: Award a Contract to A. Preman Roofing, Inc. for the Ralph W.
Chapman Water Reclamation Facility Roof and Skylight
Replacement and Repair Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board) award
a contract to A. Preman Roofing, Inc. (Preman) and authorize the General
Manager to execute an agreement with Preman for the Ralph W. Chapman
Water Reclamation Facility (RWCWRF) Roof and Skylight Replacement and
Repair Project in an amount not-to-exceed $168,355.00.
COMMITTEE ACTION:
Please see “Attachment A”.
PURPOSE:
To obtain Board authorization for the General Manager to enter into a
contract with Preman for the RWCWRF Roof and Skylight Replacement and
Repair Project in an amount not-to-exceed $168,355.00.
ANALYSIS:
The District engaged Westcoast Roof Consulting (Westcoast) in May 2019,
through a solicitation process, to conduct a survey of roof conditions
at the District’s main facilities and pump stations. The survey detailed
each building’s roof system condition, year built, deficiencies, and
remaining life expectancy. Included in the survey are recommendations,
schedules, and estimated budgets to extend the current life where
possible and to anticipate the eventual replacement of each roof system.
AGENDA ITEM 3
The survey at RWCWRF indicated that the two main building roof systems
had reached their useful life and that replacement was required, while
the roofs at the Admin Trailer and Equipment Warehouse needed repairs.
District staff directed Westcoast to develop bid specifications and to
provide an estimate from which to solicit bids. The estimate was
$193,250 and the general scope of work consists of the following (see
Attachment B):
Building 1 & 2: Replace low sloped and mansard roofs and skylights.
Admin Trailer: Minor repairs with patching and sealing.
Warehouse: Metal roof coating and skylight replacement.
On January 21, 2021, the project was publicly advertised for bid using
Periscope Source (formerly BidSync), the District’s online bid
solicitation portal, via the District’s website, and in the Daily
Transcript. An online Zoom Pre-Bid Conference was held on February 4,
2021; followed by two contractor site visits. Bids were received via
Periscope Source and publicly opened February 18, 2021, via Zoom with
the following results:
A thorough submittal review was performed by District staff, along with
reference and background checks, and determined that Preman was the
lowest responsive and responsible bidder. Preman is registered with the
Department of Industrial Relations, holds a B (General Building
Contractor) and C-39 (Roofing) Contractor’s License, which are valid
Contractor Total Bid Amount
1 A. Preman Roofing, Inc.
San Diego, CA $168,355.00
2 Weather-Tech Roofing Inc.
El Cajon, CA $169,990.00
3 A Good Roofer, Inc.
Lakeside, CA $176,632.00
4 Chambers Inc. dba Roof Construction
Escondido, CA $182,350.00
5 Greencal Construction Inc.
Carson, CA $189,000.00
6 Sylvester Roofing Company, Inc.
Escondido, CA $195,000.00
7 Commercial & Industrial Roofing Company, Inc.
Spring Valley, CA $221,097.00
8 ACCI Roofing Services
Lakeside, CA $229,469.00
9 Commercial Waterproofing Systems, Inc. dba
ERC Roofing & Waterproofing
Santa Ana, CA $248,500.00
10 Best Contracting Services, Inc.
Gardena, CA $319,000.00
11 Danny Letner Inc. dba Letner Roofing Company
Orange, CA $345,000.00
through October 31, 2022. A review of the company’s background and
safety questionnaires revealed no issues of concern.
Weather-Tech Roofing Inc., the second lowest bidder, submitted a protest
stating that “The Bid Security Bond submitted by A. Preman Roofing,
Inc., does not specify a dollar amount. On their Bid Security Bond form,
the "sum not to exceed" field contains only the following language:
"Ten Percent (10%) of Total Bid".
After careful review and consultation with District Counsel, staff
determined that the irregularity is minor as Preman’s bid includes a
completed Bid Security Bond that satisfies all the Instructions to
Bidders’ Bid Security requirements; that Nationwide Mutual Insurance
Company does guarantee payment of ten percent of the bid amount; that
the irregularity does not “[1] affect the amount of the bid or [2] give
a bidder an advantage or benefit not allowed other bidders” (Konica
Business Machines v. Regents of University of California (1988) 206
Cal. App. 3d 449,454); and, that the District expressly reserves the
right “to waive any irregularities and informalities” and can therefore
award the contract to Preman.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
CIP’s R2144 and S2067 RWCWRF Roofing Replacement and Natural Light
Enhancement were established to cover the expenditures including this
contract in the amount of $168,355.00, plus as-needed damage repairs.
Based on a review of the financial budget, the Project Manager
anticipates that the budget for CIP’s R2144 and S2067 is sufficient to
support the Project.
The Finance Department has determined that, under the current rate
model, 100% of the funding is available from the Replacement Fund.
STRATEGIC GOAL:
Supports the Districts Strategy: “Ensure financial health through
formalized policies, prudent investing, and efficient operations”.
LEGAL IMPACT:
None.
Attachments:
Attachment A - Committee Action Report
Attachment B – Picture of Replacement/Repair Project
ATTACHMENT A
SUBJECT/PROJECT:
Award a Contract to A. Preman Roofing, Inc. for the Ralph W.
Chapman Water Reclamation Facility Roof and Skylight
Replacement and Repair Project
COMMITTEE ACTION:
The Finance & Administration Committee reviewed this item at a meeting
held on March 17, 2021. The Committees supports presentation to the full
Board for their consideration.
NOTE:
The “Committee Action” is written in anticipation of the Committee moving
the item forward for board approval. This report will be sent to the
Board as a committee approved item or modified to reflect any discussion
or changes as directed from the committee prior to presentation to the
full Board.
Ralph W. Chapman Water Reclamation Facility
Roof and Skylight Replacement and Repair Project
Building 1 & 2: Replace low sloped and mansard roofs and skylights.
Admin Trailer: Minor repairs with patching and sealing.
Equipment Warehouse: Metal roof coating and skylight replacement.