Council authorizes mayor to negotiate new roof contract for town facilities, caps spending at $255,000

The Hollywood Park City Council on April 15 authorized Mayor Drash to negotiate and execute a contract to replace failing flat roofs at town facilities, directing staff to pursue an agreement with the low bidder and setting a not-to-exceed cap of $255,000.

Council acted after receiving an engineering assessment and two bids for reroofing the town administration, police and fire station areas. The city engineer, Frank Jasper, said the flat roof areas are leaking widely and that tests by Terracon identified ponding and other failures requiring removal of the built-up roof down to the metal deck, installation of insulation, and a membrane roof (TPO) with flashings and repaired slope where needed. Jasper said the flat roof area of interest is roughly 6,800–9,000 square feet depending on how the bid measurements were interpreted.

Council members said the work has been delayed by prior budgeting and by a limited number of bidders responding after three solicitations. The apparent low bidder — identified in the bid packet as Rhino (listed as “Rhino Roofing” in the procurement documents) — offered the lowest price, and the city engineer recommended negotiating a contract with that company. Council discussed contingency planning for potential change orders if rotten decking or other concealed damage is discovered once tear-off begins.

"When they pull it off, that's where you want to put eyes on it because you want to make sure that the substrate is not the metal deck is not rusted out," Jasper said during the meeting.

Council member (mover not specified in the public record) moved to authorize negotiations and execution of a contract with Rhino Roofing for no more than $255,000; another council member seconded. The motion passed on a voice vote; the minutes record an affirmative vote by all members present.

The resolution directs the mayor and city engineer to finalize contract scope and to attempt value engineering where possible before executing the contract. The contract will require tear-off of the built-up roofing, removal of asphalt and gravel finish, repair or replacement of the structural deck where necessary, addition of insulation and new TPO membrane, and testing/inspection during construction. Staff said they will require a manufacturer's warranty (the bid packet references a 20-year manufacturer's warranty and a 15-year contractor warranty) and contractor performance inspection during the build.

Council and staff also discussed funding sources for the work; the council acknowledged the bid exceeds the line-item estimate in the current budget and will be covered by a transfer from reserves and available capital funds. Mayor Drash and the city engineer said they will seek to reduce scope or cost where possible, but emphasized the need to replace the roof comprehensively rather than continuing to patch.

Votes at a glance: The motion to authorize the mayor to negotiate and execute a roofing contract with Rhino Roofing with a not-to-exceed amount of $255,000 passed by voice vote; all six council members present voted in favor.

The town will return to council if large change orders are required or if the negotiated contract materially exceeds the authorized cap.