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HomeMy WebLinkAbout13.F.1. Ordering Plans & Specifications for Community Center Roof ReplacementCity of Shakopee MEMORANDUM TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator SUBJECT: Ordering Plans & Specifications for Community Center Roof Replacement UPDATED DATE: August 15, 2011 Introduction i3. P. I. u pda , k,d The Council is asked to order plans and specifications for a new roof for the Community Center and authorize the hiring of a consultant to prepare these items and assist with the bidding process. Background Staff has met with and received proposals from three roofing consultants interested in assisting us with the design, bidding and installation of a new roof at the Shakopee Community Center. The three options are as follows: 1. Tremco. Tremco is a manufacturer of roofing products and also has a service division that is currently under contract with the City to respond to and repair leaks at the Community Center. They would design, assist with bidding and provide construction inspection services at no direct cost to the City. In return, the City would commit to purchasing Tremco roofing materials for the project directly off of a purchasing contract (like the State Purchasing Contract). Under this scenario, the portion of the project that would be competitively bid would be the labor and Tremco would provide an inspector to ensure that the Tremco products are properly installed and then warranty the new roof. 2. Inspec. Inspec is an independent engineering / architectural firm focusing on roofs, walls, pavements and waterproofing systems. The architecture firm of BKV introduced us to them a few years ago while trying to solve some water leakage problems at the Library. They have quoted us a design and bidding price of $15,200 to $17,200, depending on the costs associated with a structural engineer needed to design the new roof access. While the roof is being installed, they would provide on -site inspection three times a week for three hours pervisit for a cost of $9,500. 3. Skyline Building Envelope Consultants. This firm comes to us highly recommended by Shakopee Public Schools who has worked with them numerous times on various school building projects. Skyline will provide design and bidding services for $16,000 and project management, including a full -time onsite inspector during the roof installation, for an additional $12,000. Budget Funding for these design and engineering services would be taken from the City's Building IS Fund as part of the overall project cost. Using a conservative estimate of $400,000 for the cost of a new roof, these services would total approximately 7 percent of the construction cost. Recommendation Staff recommends that the City hire one of the independent consultants, rather than automatically tying the City to Tremco products. Based on our meetings with the two independent consultants, their proposals and the recommendation from the school district, staff recommends that the City accept the proposal from Skyline Building Consultants for design and project management services not to exceed $28,000. Relationship to Vision: This is a housekeeping item (F). Requested Action: If the Council concurs, it is asked to order plans and specifications for a new roof for the Shakopee Community Center and to accept the proposal from Skyline Building Envelope Consultants for design and project management services not to exceed $28,000. SKYLINE BUILDING ENVELOPE CONSULTANTS ADVANCED CONSULTING & PROJECT MANAGEMENT SERVICES FOR FACILITIES MANAGEMENT WHICH INCLUDE: ALL TYPES OF ROOFING & WATERPROOFING, BUILDING ENVELOPE & FACADE EVALUATIONS & RESTORATION, PARKING GARAGE EVALUATIONS & RESTORATION, FORENSIC EVALUATIONS. August 12, 2011 Ms. Kris Lyndon Wilson Assistant City Administrator City of Shakopee, MN. 129 Holmes St. South Shakopee, MN. 55379 Mr. Duane Toenyan Facility Operations Supervisor City of Shakopee, MN 129 Holmes St. South Shakopee, MN. 55379 Reference: Proposal for Design & Project Management of the Roof Replacement on eight (8) roof levels (approximately 58,188 sq. ft.) of your Civic Center Facility within the City of Shakopee. Dear Kris and Duane, Skyline Building Envelope Consultants' fees for the Reroofing Design & Project Management (which means Skyline BEC will have a Full Time Inspector on site during the entire project until completion), for complete project at the Civic Center facility, our fees would include: -All preliminary meetings with City of Shakopee Administrators and Building Manager to discuss overall project, various options for all aspects of this project, etc.. - Preparation of the Advertisement for newspapers and Builder's Exchange. - Includes the preparation of all Specification Documents, Drawings, Details and Bid Submittal Form for the reroofing of the Civic Center facility (Reroofing, Mechanical, Electrical, Structural for exterior & interior roof access ladders or ships ladders, etc.). SPECIAL. NOTE: Preparation of the Bid Documents, will spell out "Good, Better, Best Reroofing Options — at least three different roofing systems for City Administrators and the City Council to choose from. - Revisions to the Scope of Work by way of Addendum # 1 & 2 (if necessary), - Conducting jobwalk with contractors. - Review of the Contractors Bids as submitted, with City Administrators. -Type all AIA Contract Documents for the City of Shakopee with successful bidding contractor. - Project site visits to verify compliance with Specs & Drawings by Skyline BEC's Rod Schalesky. -Full Time Inspection by Skyline BEC's project inspector, which includes weekly Reports with progress photos. 1 -All project site photos to be given to City of Shakopee in the form of CDs. - Conduct either weekly or biweekly project progress meetings to be held with all parties involved. -The generation of all punchlists for all contractors involved on the project. -The final inspection with City Administrators, Facility Manager and contractors to verify that all items for each firm has been completed per specifications. Summary of above Fees are as follows: Reroofing Design Fees = $16,000 Project Management Fees = $12,000 We at Skyline Building Envelope Consultants continue to look forward to building a strong business relationship with you your City by helping to solve your roofing and waterproofing problems, by combining knowledge and experience with excellent services, along with guidance on specifying the best products and systems available in the market place. Please, continue to consider Skyline Building Envelope Consultants to be a part of your management team. Respectfully Submitted, �ac, l 'ye 1 �0 74 se'4alesle Rodney A. Schalesky Civil Engineer / Project Manager Skyline Building Envelope Consultants ACCEPTED BY: PURCHASE ORDER #: DATE OF AUTHORIZATION: 15050 CEDAR AVE. S/ SUITE 116-333/ APPLE VALLEY, MN. 55124 OFFICE: 952 - 303 -4824 OFFICE FAX: 952- 405 -6060 MOBILE: 952/210 -7803 WWW.SKYLINEBEC.COM SKYLINE1221(),MSN.COM OR