CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2016-1202
November 1, 2016
Consent Agenda
TO:

Honorable Mayor and City Council Members

SUBMITTED BY:

Rob Mullane, AICP, Public Works Director

Sharon Friedrichsen, Director of Budget and Contracts

APPROVED BY:

Chip Rerig, City Administrator

SUBJECT:

Authorization of the City Administrator to execute an agreement with SSB Construction

for the Vista Lobos Community Room Roof Project in a Total Amount Not to Exceed
$30,000

RECOMMENDATION
Adopt the resolution authorizing the City Administrator to execute a construction agreement with SSB
Construction for the Vista Lobos Community Room Roof Project in an amount not to exceed $30,000.
BACKGROUND / SUMMARY
The Fiscal Year 2016-17 adopted budget includes funding of $70,000 for the Vista Lobos Community Room
Roof Project. This project involves overlaying the exisitng membrane of the roof, which has surpassed its
useful life and is no longer watertight. Initially, the Public Works Department sought to utilize a procurement
method known as job order contracting. The estimated cost of the project (labor only) utilizing this method was
$21,000. However, the Department wished to solicit bids from the local community and commenced with an
informal bid process based on the estimated cost of the project.
The Department issued a solicitation for proposals to seven roofing vendors on October 11, 2016 and
conducted outreach to ensure receipt of the solicitation and to remind the vendors of the proposal deadline.
However, only one vendor, SSB Construction based in Salinas, responded by the deadline. With the rainy
season at hand, staff recommends moving forward with this bid and vendor.
The SSB bid amount is $27,195 ($20,832 for labor and $6,342 for materials). While the Department may
purchase the materials directly, having the vendor purchase and install the materials ensures the vendor is
repsonsible for all aspects of the project and for product warrant. It is also recomended that about ten percent
contingency be included in the not to exceed amount of the agreement ($2,719) for any unforeseen issues that
may arise during construction. The new roof membrane being provided incldes a 15 year warranty. This item
is before Council as the total agreement amount exceeds $24,999 and requires Council adoption by resolution
in accordance with the Citys Municipal Code.
Should Council adopt this resolution, work will commence immedately upon execution of the agreement and
should be completed within one month. However, Council has the option to fund only the labor portion or to
reject the bid in its entirety and direct staff to resolicit bids.
FISCAL IMPACT
Of the $70,000 of funds allocated to this project, about $62,000 is available for use. The construction cost of
$30,000 is well within the adopted budget for this project.

ATTACHMENTS
02,300)
1. Resolution Authorizing Agreement with SSB Construction

Attachment 1
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2016 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT WITH SSB
CONSTRUCTION FOR THE VISTA LOBOS COMMUNITY ROOM ROOF PROJECT FOR AN
AMOUNT NOT TO EXCEED $30,000.00
WHEREAS, the Vista Lobos Community Room is used by the City and the community
for meetings and other events and its existing roof membrane has surpassed its useful life; and
WHEREAS, the City Council has included funding of $70,000 for this project within its
adopted Fiscal Year 2016-2017 2016-17 budget; and
WHEREAS, the City estimated the value of the project to be $20,000 and issued a
solicitation for proposals to seven vendors on October 11, 2016 and received one responsive
proposal by SSB Construction by the stated deadline; and
WHEREAS, the amount of the bid is $27,195, to purchase and install a membrane with a
fifteen year warranty, and the City wishes to add a project contingency for unforeseen issues; and
WHEREAS, the City wishes to award the agreement for the Vista Lobos Roof to SSB
Construction in the not to exceed amount of $30,000 and the Carmel Municipal Code requires
contracts of $25,000 or more to be approved by Council resolution.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA DOES:
1. Authorize the City Administrator to execute an agreement with SSB Construction for the
Vista Lobos Roof Project (13-70918) in an amount not to exceed $30,000, which
includes $2,805 of project contingency.
2. Authorize the City Administrator to execute change orders up to $2,805 as contingency.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 1st day of November, 2016, by the following roll call vote:
AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS

SIGNED:

ATTEST:

_______________________
Steve G. Dallas, Mayor

Ashlee Wright, City Clerk