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To:	Contra Costa County Housing Authority Board of Commissioners
From:	Joseph Villarreal, Housing Authority
Date:	November 13, 2018

Contra

Costa

County

Subject:

AWARD OF CONSTRUCTION CONTRACT FOR ROOF AND HVAC REPLACEMENT PROJECT, 2870 HOWE ROAD, MARTINEZ (MASTER AGREEMENT 14-5903)

Action of Board On: 11/13/2018

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, Commissioner
Candace Andersen, Commissioner
Diane Burgis, Commissioner
Karen Mitchoff, Commissioner
Federal D. Glover, Commissioner
Jannel George-Oden, Commissioner

Contact:

925-957-8028

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: November 13, 2018
,

BY:	, Deputy

RECOMMENDATIONS

(1) APPROVE plans, specifications, and design for the Roof and HVAC Replacement Project, 2870 Howe Road, Martinez ([insert contract number]).




(2) APPROVE the above project and take related actions under the California Environmental Quality Act (CEQA).

RECOMMENDATIONS (CONT'D)

(3) DETERMINE the project is a CEQA ministerial exemption, pursuant to Section 21080(b)(1) of the Public Resources Code and Article 18, Section 15268 of the CEQA Guidelines.

(4) AWARD the construction contract for the above project to Garland/DBS, Inc. ("Garland") in the amounts listed in Garland's proposal ($749,459 total, including Add Alt 1 and Add Alt 2) and DIRECT that Garland shall present two good and sufficient surety bonds contractor shall present two good and sufficient surety bonds (performance and payment) in the amount of $749,459 each and that the Executive Director, or designee, shall prepare the contract.

(5) AUTHORIZE the Executive Director, or designee, to approve construction change orders, as needed, up to a maximum total of 10% ($74,946), which is in addition to the contract award amount.

(6) ORDER that, after the contractor has signed the contract and returned it, together with the bonds as noted above, certificates of insurance, and any other required documents, and the Executive Director has reviewed and found them to be sufficient, the Executive Director, or designee, is authorized to sign the contract for this Board.

(7) ORDER that the Executive Director, or designee, is authorized to sign any escrow agreements prepared for this project to permit the direct payment of retentions into escrow or the substitution of securities for moneys withheld by HACCC to ensure performance under the contract, pursuant to Public Contract Code Section 22300.

(8) DELEGATE, pursuant to Public Contract Code Section 4114, to the Executive Director, or designee, the Board’s functions under Public Contract Code Sections 4107 and 4110.

(9) DELEGATE, pursuant to Labor Code Section 6705, to the Executive Director, or to any registered civil or structural engineer employed by HACCC, the authority to accept detailed plans showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection during trench excavation covered by that section.

(10) DIRECT the County Director of Conservation and Development to file a Notice of Exemption with the County Clerk and AUTHORIZE the Executive Director, or designee to arrange for payment of a $25 fee to Conservation and Development for processing and a $50 fee to the County Clerk for filing the Notice of Exemption.

BACKGROUND

For the past two years, the Section 8 Office Building, located at 2870 Howe Road in Martinez, has been experiencing roof leaks and HVAC problems. The roof leaks, which have been increasing in frequency and severity, have been temporarily addressed with patching and other repairs. However, the roofing and the HVAC units installed on the roof are both at the end of their useful lives and require permanent replacement. In addition, there is dry rot damage underneath the roofing that is in need of prompt repair.

Starting with drawings and specifications developed by staff, HACCC solicited a quote for the roof and HVAC replacement work from Garland/DBS, Inc. (Garland), piggy-backing off of an existing Master Intergovernmental Cooperative Purchasing Agreement between Garland and Cobb County, GA and U.S. Communities (MICPA #14-5903). On September 27, 2018, Garland submitted a proposal to perform the roof and HVAC replacement project for $749,459, which includes Add Alt 1 (provide mechanical and structural engineering) and Add Alt 2 (install split-system heat pump in upstairs office). Staff has reviewed the bid price, which reflects the same pricing as the Master Agreement, and is satisfied it is a reasonable price for the substantial work involved. As a part of their proposal, Garland also submitted drawings, specifications, details, and reports prepared by qualified engineers and other experts detailing the requirements for the roof and HVAC replacement project.

To enable the roof and HVAC replacement project to be completed this construction season before the rainy season shuts down construction, the Executive Director recommends that the Board take the following actions:

(1) Approve the project design, plans, and specifications, which approval will give design immunity to the Housing Authority.

(2) Determine that the roof and HVAC replacement project qualifies as a ministerial exemption under Section 21080(b)(1) of the Public Resources Code and Article 18, Section 15268 of the Guidelines for the California Environmental Quality Act (CEQA). See the Notice of Exemption attached to this Board order.

(3) Award the construction contract for the above project to Garland for $749,459, direct the Executive Director to prepare the contract, and authorize the Executive Director to sign the contract following his review and approval of the signed contract, bonds, and insurance from Garland.

(4) Take the additional related actions listed in the Recommended Actions above.

FISCAL IMPACT

The construction contract will be funded 100% by HUD.

CONSEQUENCE OF NEGATIVE ACTION