O-2020-3781 Amendment to the City's Fiscal Year 2019-20 Budget

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REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: January 13, 2020 Requested By: Rosalyn E tin , Director Department: Parks & Recreation t* Report C Resolution (" Ordinance Exhibits: Bid Tabulation Access Report, and Lessman Roofing Bid Appropriation Source of Funds: General Fund CIP Account Number: 015-8080-552.11-00 Amount Budgeted: $500,000 Amount Requested: $205,455.13 Budgeted Item: +` Yes f No SUMMARY The Recreation & Fitness Center roof has outlived its useful life, and we are experiencing leaks in multiple areas. Upon inspecting the roof, we will not be able to make spot repairs; therefore, replacement is necessary. As you may be aware, the City is in the process of a needs assessment for this facility. Regardless of the outcome of this assessment, there will be a plan for future use of this facility. The consultant is aware that we will be putting on a new roof and the new roof is imperative to maintain the building's structure for future uses. Bid # 20006 for the Recreation & Fitness Center Roof Replacement was opened and read on December 12, 2019. Four (4) bids were received. The 'Notice to Bidders' was advertised in the November 141h & 2151 editions of the Bay Area Observer, posted on Public Purchase and the City's website. Thirty-eight (38) vendors downloaded the bid documents. Lessman Roofing and Sheetmetal LLC submitted the lowest bid in the amount of $186,777.13. References have been checked, and all are favorable. The new roof would carry a 20-year manufacturer's warranty and a two (2) year workmanship warranty. The project schedule will be determined during the pre -construction meeting. This is a lump sum bid; therefore, the contractor will not receive payment until the project is completed. Funding for this project will come from the $500,000 of Economic Development Corporation (EDC) Funds that were set aside in fiscal year 2018 for design of the Recreation & Fitness Center Renovation project. The funds for this project were transferred from the EDC Fund to the General Capital Improvement Project Fund. Of the $500,000 that is budgeted, $92,661.50 has already been used for design fees, the needs assessment, and a roof engineer. There is $407,338.50 remaining in this budget. Staff recommends awarding Bid #20006 to Lessman Roofing and Sheetmetal LLC in the amount of $186,777.13 and allow a 10% construction contingency of $18,678, Total authorization for the replacement of the Recreation and Fitness Center roof will be $205,455.13. RECOMMENDED MOTION