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Report regarding a resolution awarding a construction contract to Roofing Constructors Inc., dba Western Roofing Services of San Leandro, California for the Corporation Yard Roofing Project (Project No. pf2202; Bid No. 2704) in an amount not to exceed $1,586,100 and authorizing a total construction budget of $1,744,710. (Jacob Gilchrist, Director of Capital Projects)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution awarding a construction contract to Roofing Constructors Inc., dba Western Roofing Services of San Leandro, California for the Corporation Yard Roofing Project (Project No. pf2202; Bid No. 2704) in an amount not to exceed $1,586,100 and authorizing a total construction budget of $1,744,710
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BACKGROUND/DISCUSSION
In 2021, when the bids for the new Library | Parks and Recreation building came in much lower than expected, the City Manager recommended to Council that $2 million in bond funds be set aside for a roof and photovoltaic system project at the Corporation Yard. The intent was to spend money on the roof and solar project once it was clear that the LPR project was not going to require additional funding. Over the last 18 months, staff worked with our project managers at Kitchell to assemble scopes of work for the roof and solar project.
Initially, the project was to involve patching the existing Corporation Yard roof and then installing a solar panel array atop the rehabilitated roof. Staff soon changed direction due to two factors: the condition of the existing roof was much worse than expected, and our partner at Peninsula Clean Energy developed a plan to install roof canopies over the parking areas at the Corporation Yard. The canopies have an additional benefit of protecting the City vehicle fleet. As included in the December 13, 2023 City Council meeting, the City Manager has directed staff to proceed with installation of solar panels at the Corporation Yard and that work is scheduled to commence in September 2025.
The Corporation Yard is a critically important facility in the daily operation of the City. It is the home base of all Public Works, Parks, and Facilities crews and also houses the vehicle repair shop for the City. The roof is in dire need of replacement, recently experiencing areas of failure.
Procurement Process:
In 2024, Staff explored using a cooperative purchase agreement for the roof installation. However, the proposals received seemed much higher than expected, generally in the range of $2.1 million to $2.5 million. Following that, staff retooled the scope with the intent of executing a more traditional design-bid-build contract.
On Tuesday June 10, 2025, staff advertised the project, seeking electronic bids for the roofing project. On Friday June 13, 2025, the bid package was released via the <http://procurement.opengov.com> website requesting bids to be submitted by July 1, 2025. The construction manager, Kitchell (KCEM) scheduled and managed two separate mandatory site walks for the roofing contractors. 18 contractors visited over the course of the two site walks.
On July 1, 2025, the City received nine bids from qualified roofing contractors who had attended the mandatory site visit. KCEM reviewed all the bids for completeness and compared the bids.
Nine roofing contractors from the list of attendees submitted bids. The nine roofing contractors are:
1. Western Roofing Services $1,586,100
2. Best Contracting Services, Inc. $1,645,990
3. Courtney Inc. $1,691,484
4. Stronger Building $1,695,000
5. Diablo Roofing Inc. $1,697,400
6. Andy’s Roofing $1,930,000
7. I & A Contractor Inc. $1,988,000
8. Pioneer Contractors Inc. $2,025,436
9. San Francisco Roofing $2,065,000
Metrics: Based on bid numbers received, there is a 2.78% delta between #1 and #2, with bidders #3, and #4 coming in at 7.76% and 8.41% respectively from lowest responsible bidder.
Construction Contingency:
The construction contingency will be used for additional costs related to unforeseen conditions requiring design changes during the construction operations. The contingency will not be used to add additional scope beyond what is necessary to accomplish the intent of the base bid contract. This project is removal of existing roofing and installing new roofing. There are a few unknowns due to the nature of a roofing project over an existing plywood structure. The project team is confident that a 10% ($158,610) construction contingency is adequate.
By approving this contract, work can begin the first week of September and will be done with the roofing by October 2025 before the rainy season begins.
FISCAL IMPACT
The project is a named project within the 2021A Series Lease Revenue Bonds. The $2 million dollar bond appropriation will cover the costs of the project. Any unused funding will be returned to the portion of the Capital Improvement overall budget funded by Bond Series 2021A.
RELATIONSHIP TO STRATEGIC PLAN
Approval of this action will contribute to the City’s Strategic Plan. It aligns with Priority #2, which is focused on enhancing quality of life by building and maintaining a sustainable city, making our city a great place to live, work, learn, and play.
CONCLUSION
Staff recommends awarding the construction contract to Roofing Constructors Inc., dba Western Roofing Services of San Leandro, California for the Corporation Yard Roofing Project.
Attachments:
1. Bid tabulation
2. Contractor Bid Proposal (Roofing Constructors Inc., dba Western Roofing Services)