HomeMy WebLinkAbout13 Roof Repair Resolution Agenda Item # 13
Memorandum
To: Board of Directors
From: Peter Holzmeister
Date: July 11, 2002
Subject: Roof repair resolution
We have had a contractor re-coating the roof over the warehouse. However, we have
developed a severe leak over another portion of the headquarters building roof. We
need to have this repaired before rain returns. If you adopt the attached resolution you
will have declared this catastrophic roof failure to be an emergency and authorized us to
enter into a contact with the current contractor to repair the roof.
If we get a heavy rain before the roof is repaired we will experience additional property
damage. We really need to repair this leak quickly.
RECOMMENDATION: I recommend that the board adopt the resolution finding that an
emergency exists with respect to the roof of the District's headquarters building and
directing that competitive bidding be dispensed with in connection with awarding a
contract for repair of the roof.
Resolution No. 2002
A RESOLUTION OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT
FINDING THAT AN EMERGENCY EXISTS WITH RESPECT TO
THE ROOF OF THE DISTRICT'S HEADQUARTERS BUILDING
AND DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH
IN CONNECTION WITH AWARDING A CONTRACT
FOR REPAIR OF THE ROOF
WHEREAS, the Truckee Donner Public Utility District ("District") owns a building located
at 11570 Donner Pass Road (the "Building"), which is used as the District's
headquarters; and
WHEREAS, earlier this year the District decided to award a contract for work on the roof
of the Building, and established a deadline of May 2nd for bids to be received; and
WHEREAS, on May Vt a serious and previously unsuspected leak was discovered in
the roof of the Building, which will necessitate significant repairs which were not included
in the original bid specifications; and
WHEREAS, the discovery of the new leak the day before the deadline for submission of
bids for work on the roof did not leave enough time for the request for bids to be revised
and revised bids submitted prior to the bid deadline; and
WHEREAS, whereas the unpredictable nature of weather in Truckee necessitates
accomplishing the repairs on the Building's roof as soon as possible to prevent further
leaks and resulting damage to the Building and its contents; and
WHEREAS, awarding a contract for the additional necessary work through the
competitive bidding process would cause commencement of the repairs to be delayed
until approximately mid-August, if not later, due to delays arising from assembling a bid
package, circulating a bid package, and mobilizing a new contractor; and
WHEREAS, the District has received a bid to perform the repairs from Advanced Roof
Design, the contractor which was awarded the original roof contract on May 15`", and the
bid appears to be fair and competitive; and
WHEREAS, Public Contract Code sections 20205.1 and 22050 provide that in the case
of an emergency, a public utility district pursuant to a four-fifths vote of the governing
body, may repair or replace a public facility, take any directly related and immediate
action required by that emergency, and procure the necessary equipment services, and
supplies or those purposes, without giving notice for bids to let contracts; and
WHEREAS, the District's unexpected and suddenly discovered need to perform
substantial repairs in the Building's roof has created a great emergency which, pursuant
to Public Contract Code sections 20205.1 and 22050, is justification for the District to
dispense with competitive bidding procedures for the repair of the Building's roof; and
WHEREAS, the remainder of all the necessary repairs to the Building's roof will be
performed by the Advanced Roof Design pursuant to the contract it was awarded on
May 15`h after completion of the competitive bidding process;
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Truckee
Donner Public Utility District adopts the above recitals as its findings; and
BE IT FURTHER RESOLVED by the Board of Directors that for the reasons set forth
above, the condition of the Building's roof and the need to undertake repairs immediately
has created an emergency and that the emergency will not permit a delay resulting from
a competitive solicitation for bids, and that the immediate repair of the roof is necessary
to respond to the emergency and prevent further damage to the Building and its
contents.
BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive
bidding for the repair of certain portions of the Building's roof which will not be repaired
pursuant to the contract awarded on May 15t
h.
BE IT FURTHER RESOLVED that the District shall award a contract to Advanced Roof
Design in the amount of $21,390 for the repairs to the roof, and that the Board of
Directors shall review the emergency action at its next regularly scheduled meeting and,
at every regularly scheduled meeting thereafter until the action is terminated to
determine whether there is a need to continue the action.
PASSED, APPROVED AND ADOPTED this 171h day of July, 2002 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By
Nelson Van Gundy, President
ATTEST:
Peter L. Holzmeister, Clerk of the Board