HomeMy WebLinkAbout10.F.1. Bid Results and Contract Award for Community Center Roof-Res. No. 7190 lo . �� i .
Ciry of Shakopee
MEMORANDUM
TO: Mayor and City Council
Mark McNeill, City Administrator
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FROM: Kris Wilson, Assistant City Administrato��,��'
SUBJECT: Community Center Roof Replacement
DATE: April 13, 2012
Introduction
The City Council is asked to adopt Resolution No. 7190, a resolution accepting the bids and
awarding a contract for replacement of the Community Center roof.
Background
On March 6, Council voted to advertise for bids for the replacement of the Community Center
roof. Bids were opened on April 12, 2012 and a total of eight bids were received.
With the base bid and three bid alternates, pricing was sought for a total of four different roof
types:
Base Bid -- A Built-Up Roof System with a 25-year warranty.
Bid Alternate #1 -- An 80 mil PVC Roof System with a 20-year warranty.
Bid Alternate #2 -- An 80 mil TPO Roof System, also with a 20-year warranty.
Bid Alternate #3 -- A Single Ply Ballasted Membrane roof with a 15-year warranty.
Bid alternate #3 results in a like-for-like replacement of the existing roof and was expected to be
the least expensive; while the base bid represents the best-quality, longest-lasting roof option and
was expected to have the highest price. After reviewing the bids, the base bid does indeed have
the highest cost, but the difference between it and bid alternate #3 is not nearly as large as was
expected.
Of the eight bids received, the total price for the base bid ranged from $1,029,548 to $1,433,400
while the total price for bid alternate #3 ranged from $813,400 to $1,397,000.
If the Council wishes to proceed with bid alternate #3, a like-for-like replacement of the existing
roof, it should note that the low bidder — Schwickert's Roofing — submitted notice shortly after
the bid opening that they had made an error in their bid for this option and wished to withdraw
their bid without loss of their bid bond. Schwickert's indicated that they had neglected to
include certain material and labor costs resulting in their bid being $179,835 too low.
Schwickert's request to withdraw their bid for bid alternate #3 is attached.
It is up to the Council to determine whether the City will grant Schwickert's request to withdraw
their bid. If this is allowed, the lowest bid for bid alternate #3 would then be $1,013,953 from
McPhillip's Brothers Roofing, which is also the low bidder for the other three roof types.
Bid Results
Roo T e Low Bid Bidder
Base Bid Built-U Roof $1,029,548 McPhilli s Brothers Roofing
Bid Alternate #1 80 mil PVC Roof $990,853 McPhilli s Brothers Roofin
Bid Alternate #3 80 mil TPO Roof $990,853 McPhilli s Brothers Roofin
Bid Alternate #4 Single-Ply Ballasted Roof $813,400 Schwickert's Roofing OR
$1,013,953 McPhilli s Brothers Roofin
The scope of the project includes tear off and replacement of the entire roofing surface and
underlying insulation as well as the installation of an interior access to the roo£ A lengthy gas
line and the ice arena's cooling tower will both have to be removed from the eXisting roof
surface and reinstalled on the new roof.
During the bidding period, Council members received an email from a local resident criticizing
the specifications for the project, which call for the addition of more tapered insulation to bring
the roof slope to a total of'/4 inch per foot. While acknowledging that the'/4 inch per foot slope
is necessary to meet the building code, the resident argued that it added unnecessary cost to the
project and suggested that exceptions were available for roof replacement projects where a lesser
slope had proven to be sufficient and/or there was positive drainage. The problem with the
resident's suggestion is that the 1/8-inch per foot slope of the Community Center's existing roof
has not proven to be sufficient as we currently experience water ponding and multiple leaks after
heavy rainfalls due to the fact that the water does not drain away well enough. Additionally, as
the enforcer of the building code, the City should strive to set a good example and bring its own
buildings up to code during projects such as these.
Secondly, when the ice arena cooling tower is reinstalled on the new roof it is recommended that
it be lifted up off of the roof surface in some way. The base bid calls for it to be reinstalled on an
elevated platform. Bid alternate #4 asks for a deduct amount for installing it on a raise steal curb
instead. Both options will achieve the desired outcome, but the raised curb is preferred by ice
arena staff for ease of maintenance and is also slightly less expensive. Therefore, staff
recommends that the City accept bid alternate #4.
Budget Impact
This project is to be paid for out of the City's Building IS Fund, which has a current balance of
approximately $7.1 million. While this project has a very large price tag and came in
approximately $72,000 or 7.6% above the projected cost of $957,200, the building definitely
needs a new roof and projects like these are exactly the reason why the City puts money into the
Building Fund every year. A majority of the bids received were closely grouped together, and
the prices for the four different types of roofs did not vary all that much, suggesting that this is
simply the going market price for a quality roof of this size.
Relationship to Vision
This is a housekeeping item.
Recommendation
To begin with, staff recommends that Council grant Schwickert's request to withdraw their bid
for bid alternate #3. While in principle it is in the City's best interest to hold bidders to their
submitted bids, our experience working on the new fire station for the past year suggests that
having a contractor who is losing significant money on a project does not yield the best possible
outcome. While it might save the City some money up front, accepting Schwickert's bid and
trying to require them to complete the project at a loss of $180,000 is not in the best interest of
the project and seems likely to cost the City in the long run.
Secondly, staff recommends that Council select the base bid (a four-ply built-up roo� plus bid
alternate #4 and award the contract to low bidder McPhillips Brothers Roofing, at a cost of
$1,026,548. Given the relatively modest cost difference between the four roofing options, the
four-ply built-up roof system is recommended due to the fact that it provides the best quality roof
and has a 25-year no-dollar-limit warranty, whereas the other options have only 15 or 20-year
warranties.
The attached Resolution has been prepared to reflect this recommendation.
Requested Action
1. The Council is asked to offer Resolution No. 7190, a resolution accepting the bids and
awarding a contract for replacement of the Community Center Roof, and move its adoption.
2. Approve a 5% contingency fund far use by the Assistant City Administrator in authorizing
change orders.
Resolution No. 7190
A Resolution of the City of Shakopee, MNAccepting Bids and
Awarding a Contract for Replacement of the Community Center Roof.
WHEREAS, pursuant to an advertisement for bids for the replacement of the Community Center
roof, bids were received, opened on April 11, 2012 and tabulated according to law, and
WHEREAS, the following bids were received complying with the advertisement:
Bidder Base Bid Alt. #1 Alt. #2 Alt. #3 Alt. #4
B&B Roofmg $1,433,400 $1,524,000 $1,489,000 $1,397,000 -$12,000
Central Roofing $1,103,120 No bid No bid $1,086,680 -$17,320
Dalbec Roofmg $1,133,420 No bid No bid $1,072,950 -$9,000
Harizon Roofmg No bid $1,224,949 $1,209,590 $1,151,133 -$17,320
J.A. Dalsin & Son Roofmg $1,214,000 No bid No bid No Bid 0
McPhilli s Brothers Roofm $1,029,548 $990,853 $990,853 $1,013,953 -$3,000
Palmer West Roofmg $1,177,700 $1,218,200 $1,178,800 $1,149,460 -$2,000
Schwickert's Roofmg $1,095,780 $999,420 $998,200 $813,400 0
WHEREAS, Schwickert's Roofing has requested permission to withdraw their bid for bid
alternate #3 due to an error; and
WHEREAS, the City desires to proceed with replacement of the Community Center roof
according to the plans and specifications for the base bid with bid alternate #4, and herby
declines bid alternates #1, 2 and 3; and
WHEREAS, it appears McPhillips Brothers Roofing is the lowest responsible bidder for the
desired Community Center roof replacement;
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Shakopee, MN
hereby accepts all bids and grants the request of Schwickert's Roofing to withdraw their bid in
the amount of $813,440 for bid alternate #3, and
BE IT FURTHER RESOLVED, that the appropriate City officials are hereby authorized to enter
into a contract with McPhillips Brothers Roofing for their base bid plus bid alternate #4, in the
amount of $1,026,548, for the replacement of the Community Center roof in accordance with the
plans and specifications approved by the City Council and on file in the City Clerk's office, and
BE IT FURTHER RESOLVED that the City Clerk is hereby authorize to return forthwith to all
bidders the deposits made with their bids, except that the deposits of the successful bidder and
the next lowest bidder shall be retained until a contract has been signed.
Adopted in adjourned regular session of the City Council of the City of Shakopee, MN this 17
day of April, 2012.
Brad Tabke, Mayor
ATTEST:
Julie Linnihan, City Clerk
4/13/12 City of Shakopee Mail - FW: Shakopee Community Center Alt#3
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FW: Shakopee Community Center Alt#3
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RODNEY SCHALESKY <skyline1221@msn.com> Thu, Apr 12, 2012 at 10:21 AM
To: Kris Wilson at City of Shakopee <kwilson@ci.shakopee.mn.us>, mmcneill@cishakopee.mn.us, Duane Toenyan
at City of Shakopee <dtoenyan@ci.shakopee.mn.us>
Please note the message below from Schwickerts requesting that their Ballasted EPDM Bid be pulled and the
attachment; I will make note of this on the Bid Matrix and on the Recommendation Letter to the City.
Rodney A. Schalesky
Civil Engineer / Project Manager
Skyline Building En�lope Consultants
15050 Cedar A�e S. / Suite #116 - 333
Apple Valley, MN. 55124
Office #: 952-303-4824
Fax #: 952-405-6060
Cell Phone: 952-210-7803
Subject: Shakopee Community Center Alt#3
Date: Wed, 11 Apr 2012 17:00:58 -0500
From: tgehrke@schwickerts.com
To: skyline1221@msn.com
CC: kpalmer@tectaamerica.com
To whom it may concem,
I would like to acknowledge a mathematical error in my bid template that led to an omission of labor and
materials for applying the polyisocyanurate tapered insulation as specified. Costs for asphalt and miscellaneous
accessories such as mop heads LP gas and freight amounts to a total of $58,480.00. The labor for installation as
specified in the contract documents is $121,355.00. I apologize for any incon�nience this may ha� caused and
respectfully request that our bid bond be returned due to this error.
Respectfully
Tom Gehrke
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I I'C 1�r1 ;'1f��11'E;.J{:,�1
Tom Gehrke
Sales Consultant/Project Manager
Schwickert's Tecta America, LLC
P hone: 507-386-4186
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