R2007-217 ACCEPTING THE BID AND AUTHORIZING A CONTRACT

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y ENGINEERING & INFRASTRUCTURE MEMORANDUM NO. 2007-67 November 9, 2007 TO: Honorable Ma r Osborne and City Council FROM: Steve Garman 'ty Manager �`ti� � ; Matthew J. Se ky, Fire Chief� � Richard G. Marle , P.E., Director of Engineering & n rastruc � SUBJECT: Firehouse#1 Reroofing Project, City Project 07-30 SUMMARY RECOMMENDATION: Staff recommends that City Council approve the attached resolution awarding a contract for the Firehouse#1 Reroofing Project in the amount of$195,300 to Craftmasters, Inc. of Decatur as the lowest responsible bidder, and that the Mayor be authorized to execute the contract, and the City Clerk to attest. The contract will provide for removal of the existing roof material from all areas of the roof and installation of a new roof with a 30 year guarantee. BACKGROUND: Firehouse#1 was constructed in 1993-94. The original roof was specified with a 10 year guarantee and it has lasted 13 years. Over the life of the roof, there have been numerous leaks. Many attempts have been made to repair the leaks with mixed success. The roof over the dormitory area is now leaking, causing damage to the ceiling tiles below. Furniture and bedding have been relocated to avoid leaking areas. Due to the history of many roof leaks, the metal roof deck may have suffered corrosion damage. Its condition can not be known until the existing roof inembrane and insulation is removed. The project includes a pay item to repair up to 500 square feet of damaged roof deck if necessary. The contractor will be authorized to perform roof deck repair only after inspection. Payment for roof deck repair will be based on measured quantities of work performed. Project Schedule: The contract requires the contractor to complete work on the roof above the dormitory and hose tower within 30 days after notice to proceed. Due to the lateness of the construction season, the contractor has agreed to consult with the Fire Chief and the City's architect prior to starting work on the dorm area. Before work will be authorized to start, a sufficient duration of weather conditions suitable for roofing work must be forecasted. After the dormitory roof is completed, the contractor has 6 months to complete the project. If weather conditions permit, the work may be completed yet in 2007. Howeve�, if winter weather prevents roofing work, the contractor will have until late May 2008 to complete the project. Alternate Bids: The project plans were prepared with several alternates to enable price comparison for performing all or portions of the work. Prices were obtained for roofs with 20 and 30 year guaranteed useful life. A final alternate was added to determine the cost of providing a hail damage protection in addition to a 30 year life. The cost of providing hail damage protection was reviewed from a risk management perspective. Given the relatively low risk of significant hail damage this optional item is not judged to be a good value for the City. For all bidders the 30 year life without the extra cost of hail damage protection provides the best value.