CC SR 20251118 D - Hesse Park Roof Replacement NOC
CITY COUNCIL MEETING DATE: 11/18/2025
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consider filing a Notice of Completion for the Hesse Park Roof Replacement Project
RECOMMENDED COUNCIL ACTION:
(1) Accept the Hesse Park Roof Replacement Project construction contract as
complete;
(2) Authorize the City Clerk to file a Notice of Completion for the project with the Los
Angeles County Registrar-Recorder’s Office; and if no claims are filed within 35
days after recordation, send a notice to the surety company to exonerate the
Performance Bond; and,
(3) Authorize the Director of Public Works to release the 5% construction retention
payment to Chapman Coast Roof Company, Inc., 35 days after recordation of the
Notice of Completion by the Los Angeles County Registrar-Recorder’s Office,
contingent upon no claims being filed on the project, and the contractor posting an
acceptable warranty bond with the City.
FISCAL IMPACT: The construction cost for Chapman Coast Roof Company’s work was
$437,357.29, which is $26,776.71 under budget. The budget amount
listed below is inclusive of the entire Facilities Maintenance Program
for Fiscal Year 2024-25 including design and construction costs of
the entire program for the fiscal year, of which the Hesse Park Roof
Replacement construction is only one component among others. A
summary of the entire project cost is included in the “Discussion”
section of this report.
Amount Budgeted: $825,000
Additional Appropriation: N/A
Account Number(s): 330-400-8509-8802 VR (CIP-Facilities Asset Management Program-Other Improvements)
ORIGINATED BY: David Copp, Public Works Deputy Director
REVIEWED BY: Ramzi Awwad, Public Works Director
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Notice of Completion (page A-1)
B. Staff Report Awarding Construction Contract (Linked)
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BACKGROUND:
The Public Works Department initiated a Facilities Maintenance Program (FMP) as part
of the Capital Improvement Program (CIP) in 2022 with the goal of conducting high -level
condition assessments of the City’s facilities and preparing a report with prioritized
recommendations for repairs, maintenance, and upgrades. The FMP , prepared by
Bureau Veritas in 2023, assessed Fred Hesse Community Park (Hesse Park), which
includes an 8,900 square foot multi-purpose facility constructed in 1981. The facility is
used for hosting public and private events, such as City Council and other City advisory
board and commission meetings. The FMP report also provided a forecast for upgrading
or replacing the Hesse Park building components based on their estimated remaining
useful lifespans and conformance to relevant building codes.
The report forecasted the need to replace the flat, four-section modified bitumen roof over
the Hesse Park multi-purpose facility by 2025. During heavy rainfall in February 2024,
sections of the roof experienced leaks that damaged mechanical and electronic
equipment inside the building. As a temporary measure, immediate spot repairs were
made to the roof that have prevented further leaking during successive wet weather
events. In response, Staff contracted with Harris & Associates (Harris) to conduct a
detailed inspection of the roof’s condition. The outcome of the inspection concluded that
the roof, including all skylights and flashing, should be replaced.
Public Works then implemented a project to replace the modified bitumen roof system
with a polyvinyl chloride roof system, which in comparison provides increased durability,
weather resistance, energy efficiency, and fire resistance. The project scope all included
replacing all skylights and constructing integrated fall protection cages and fall protection
railing along the perimeter of the slatted roof located at the southwest section of the
building. Anti-slip walkways were also installed on each section of the roof to improve the
safety of building maintenance activities requiring roof access.
DISCUSSION:
Following a competitive bid process, the City Council, on February 4, 2025, awarded a
construction contract for the Hesse Park Roof Replacement Project to Chapman Coast
Roof Company, Inc. in the amount of $421,940 (Attachment B) with a contingency of
$42,194 for unforeseen conditions. Construction by Chapman Coast Roof Company, Inc.
was successfully completed in August 2025 for a total cost of $437,357.29, which was
$26,776.71 under the total construction budget inclusive of contingency. This amount
included two minor change orders in a total amount of $25,417.29; 1) repairing
deteriorated sections of plywood roof substrate not visible until construction started and
2) installing anti-slip walkways not previously thought to be needed.
The contract includes a 2-year warranty period requiring the contractor to remedy any
defective work. The project area will be monitored for the duration of the warranty period.
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Figure 1: Hesse Park Roof Replacement Project - Before (Left) and After (Right) Construction
Filing the Notice of Completion allows the City to close out its contract with Chapman
Coast Roof Company, Inc. and release the associated retention within a reasonable
timeframe relative to the date all construction contract work was completed and when the
City took beneficial use of the facility. The total project was completed under budget by
$26,416.68 for construction (including ancillary work by another construction contractor),
$4,639 for design, and $3,863 for construction management and inspection; for a total of
$34,919 under budget. A financial summary of the entire project is shown in Table 1.
Table 1: Hesse Park Roof Replacement Project Financial Summary
8509 - Facilities Asset Management Program
Project Budget Fund Budget Notes
330 825,000.00
825,000.00
Project Cost Summary Fund Budget Actuals
Remaining
Balance
Hesse Park Roof Replacement
8001 Professional/Technical 330 57,110.50 53,247.38 3,863.12
8005 Engineering Design 330 18,985.00 14,345.62 4,639.38
8006 Inspection Services 330 42,635.50 42,635.50 -
8802 Other Improvements 330 491,329.00 464,912.32 26,416.68
Hesse Park Roof Rplc, Sub-total 610,060.00 575,140.82 34,919.18
PVIC Drainage Improvements
8006 Professional/Technical 330 9,200.00 2,505.00 6,695.00
8802 Other Improvements 330 66,000.00 65,882.50 117.50
PVIC Drainage Imps, Sub-total 75,200.00 68,387.50 6,812.50
PVIC Native Garden
8802 Other Improvements 330 25,022.22 27,306.80 (2,284.58)
Facilities Assessments
8001 Professional/Technical 330 9,750.00 7,800.00 1,950.00
Project Total 720,032.22$ 678,635.12$ 41,397.10$
Adopted Budget FY24-25
Budget Total
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CONCLUSION:
The construction contractor, Chapman Coast Roof Company, Inc., has completed all work
in accordance with the plans, specifications, and construction contract. Therefore, Staff
recommends accepting the project as complete and filing a Notice of Completion with the
Los Angeles County Registrar-Recorder’s Office (Attachment A). If no claims are filed
within 35 days after recordation, the City will release the 5% retention, and upon the
contractor posting an acceptable warranty bond, notify the surety company to exonerate
the Performance Bond.
ALTERNATIVES:
In addition to Staff recommendation, the following alternative action s are available for the
City Council’s consideration:
1. Direct Staff not to file the Notice of Completion for the Hesse Park Roof
Replacement Project.
2. Take other action, as deemed appropriate.
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Revised 05/2019
To be recorded with County Recorder
within 15 days after completion.
No recording fee.
RECORDING REQUESTED BY:
City of Rancho Palos Verdes
Attn: City Clerk
30940 Hawthorne Blvd
Rancho Palos Verdes, CA 90275
AND WHEN RECORDED MAIL TO:
Same as above
THIS SPACE FOR RECORDERS USE ONLY
NOTICE OF COMPLETION
(CA Civil Code 9204- Public Works)
Notice is hereby given by the undersigned owner, a public entity of the State of California, that a
public work of improvement has been completed, as follows:
Project title or description of work:
Date of completion:
Nature of owner:
Interest or estate of owner:
Address of owner:
Name of contractor:
Address of contractor:
Street address or legal description of site:
Dated: ___________________________ Owner: City of Rancho Palos Verdes
(Name of Public Entity)
By:
Title:
____________________________
Ara Mihranian, AICP, City Manager
State of California )
County of Los Angeles ) ss
City of Rancho Palos Verdes )
I am the City Clerk of the City of Rancho Palos Verdes, the public entity which executed the foregoing
notice and on whose behalf I make this verification; I have read said notice, know its contents, and the
same is true. I certify under penalty of perjury that the foregoing is true and correct.
, California on (Date) Executed at Rancho Palos Verdes
By:
Title: Teresa Takaoka, City Clerk A-1