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Home My WebLink About03-17-21 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.