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Home My WebLink About9 Warehouse Roof Recoat TDPUD MEMORANDUM June 27, 2002 TO: Board of Directors FROM: Kathy Neus, Support Services Manager SUBJECT: WAREHOUSE ROOF RECOAT / MAINTENACE CHANGE ORDER #1 AGENDA # 9 BACKGROUND: The Board of Directors recently awarded the Contract for the recoat/maintenance of the District's warehouse roof to Advanced Roof Design. The project is nearing completion. I am requesting a Change Order to the Contract for additional work to another roof in need of maintenance and recoat. The lower south facing roof has had no maintenance since the building was built other than leak repair (the roof still has a few minor leaks). This roof is in need of maintenance; since this is a hot mopped roof a slightly different type of maintenance is necessary. On May 1st a rain snow shower passed through our area, an unexpected severe leak developed in the upstairs school area and in Jim Wilson's office area. The leak was so substantial that we were attempting to collect the water in a 55 gallon trash can. I have had a local roofer come in twice to stop the leak and all that has been accomplished is to slow the leak down. Unfortunately bids for the warehouse roof recoat/maintenance were to be opened on May 2nd so there was no chance to change the original bid. Since the leak is still present I am requesting that the situation be declared an emergency and to dispense with bidding and sign a contract with Advanced Roof Design, the company currently doing work on the warehouse roof. RECOMMENDATION: I recommend that the Board authorize Contract Change Order #1, in the amount of a $6,864.00 to Advanced Roof Design. Also to declare the additional roof an emergency, dispense with bidding and sign a contract with Advanced Roof Design. Attachment-Contract Change Order #1 Page 1 Change Order Contract Name: District Warehouse Roof Recoat Contract Change Order No: 1 Orig, Contract Amt. $ 47,409.00 Days NA Date: June 28,2002 Prev. Apprd Changes $ 0.00 Days NA Contractor: Advanced Roof Design This Change$ 6864,00 Days NA Revised Contract Amt. $ 6864.00 Days NA This Change Order covers changes to the subject Contract as described herein. The Contractor shall furnish equipment and materials, and perform all work as necessary or required to complete the Change Order Items for a lump sum price agreed upon between the Contractor and District. Increase in (Decrease) Contract Time Contract in Contract Extension Description of Changes Amount $ Amount $ (days) 1) Wash, repair, prime and recoat the south flat roof $6864.00 NA Totals $6864.00 Net change in contract amount(increase or decrease) $6864.00 The amount of the Contract will be increased by the sum of $6864.00 and the Contract Time shall not be extended. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of the directly or indirectly related to the approved time extension, required to complete the Change order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the District. Accepted: t�f /Contractor Date: (_, C (Signature) Approved:Approved: /District Date: (Signature) Page 1 RESOLUTION NO. 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 I" 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 151', 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 15s' 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 15th. 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 3rd day of July, 2002 by the following vote: AYES: NOES: ABSENT: ABSTAIN: