CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement #23-224, Meeting House Metal Roof Replacement, to Garland/DBS Inc. for an amount not to exceed $161,415, plus a 5% contingency
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DEPARTMENT: Naper Settlement
SUBMITTED BY: Harriet M. Pistorio, Chief Operating Officer
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
A two-time nationally accredited outdoor history museum, Naper Settlement maintains its ongoing commitment to high-quality collection, preservation and display of historical objects and buildings for the community through its careful selection of maintenance services programs.
CIP Project NS064, Meeting House Metal Roof Replacement at Naper Settlement, was established and approved for CY2023 as a planned cyclical project to replace the aged metal roof system at the historic 1840s built Meeting House. This restoration repair is part of a comprehensive and ongoing cyclical maintenance directive forecasted by the Settlement’s Buildings & Grounds Department, which is responsible for the maintenance, repairs, and preservation of Settlement facilities and assets including building envelopes and roofing systems.
During the prior 4+ years minor metal roof repairs were applied to temporarily suspend water infiltration caused by the pitted, deteriorated metal flat panel & standing seam roof system. The existing metal roofing system is over 53 years old and requires maintenance that grows annually and more costly with each budget season. The aged roof system allows access of outside elements that can damage the historic building envelope and left unchecked the metal roof deterioration will only worsen over time and become more costly in future years.
The lifespan of the existing roof system is ended as evidenced by the deteriorating roof presentation and through a recent architectural roof assessment. An Existing Building Condition Assessment report completed in June 2023 by the architecture firm Charles Vincent George (CVG), identifies this project’s current roof conditions, completed a structural analysis, and recommends a historically acceptable replacement flat panel and standing seam metal roof system. CVG Architects developed the construction drawings using the building condition report findings and recommends the approved roof system. Buildings & Grounds Department approves the scope to remove and replace the existing metal roof system, gutters, and downspouts, and replace with a new metal roof system, gutters, and downspouts, installing a new protective roofing system with a forecasted life expectancy of 35 years or more.
DISCUSSION:
Naper Settlement issued bid 23-173, Meeting House Metal Roof Replacement, on June 30, 2023, to secure new roof replacement costs and hire a qualified contractor to implement the specified Meeting House replacement metal roofing system as designed and directed by CVG. The bid was broadcast to 335 entities, 28 supplemental suppliers, and had 30 plan holders. Naper Settlement provided a preferred vendor list referencing 26 vendors for inclusion in the bid broadcast. A non-mandatory pre-bid meeting was held July 12, 2023 and twelve vendors attended. One bid was received on the July 24, 2023 bid due date. Purchasing obtained (6) No-Bid responses that indicated no capacity to attend pre-bid, or complete work, project was too small, saw a shortage of supplies and/or labor, or could not complete on time, which deterred their participation in the bid process.
The one bid submitted by Renaissance Historic Exteriors and was 150% over NS budget and exceedingly higher than the Architect’s average values obtained from Marshall and Swift, an industry cost estimator used to generate costs for the proposed scopes of work for this project. This cost information was further confirmed by the lower budget pricing provided by several roofing contractors during the Architect’s preliminary design process. CVG and Naper Settlement recommended rejecting this bid response as it is not consistent with typical costs for work of the intended scope and is over extremely over-budget and not acceptable by Naper Settlement.
Naper Settlement Staff and CVG reviewed the project’s work scope for possible adjustments for consideration to move forward again with a potential 2nd bid. However it was determined that the original roof replacement scope of work must remain as is specified and designed by CVG in order to achieve the intended, approved project goals for this historic Meeting House metal roof replacement project.
Naper Settlement Staff has identified an approved Cooperative Contract, OMNIA Partners Government Cooperative Contract #PW1925 through Garland/DBS, Inc. to complete the Meeting House metal roof project designed by CVG. Garland/DBS Inc. has performed other roofing repair projects at Naper Settlement in recent years and their work easily met expectations, stayed within project budgets, and were completed on time.
Naper Settlement met with Garland/DBS, Inc. and received an acceptable within-budget project proposal. This project is associated with CIP NS064, Meeting House Metal Roof Replacement, for which $185,000 has been budgeted and approved in 2023. The requested award of $161,415 is within the budgeted amount for this expense. Naper Settlement recommends moving forward with Garland/DBS, Inc. who is immediately available to implement this work within the 2023 required timeframe.
The CIP NS064 construction substantial completion date is 12/31/2023. The contract close-out date is 12/15/2024.
FISCAL IMPACT:
CIP #: NS064
The Meeting House roof replacement is expensed to the Building Improvements account listed below. The 2023 budget includes $185,000 for this capital project. The recommended award is within the amount budgeted.
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Account Number |
Fund Description |
Total Budget Amount |
|
51342200-551500 |
Naper Settlement |
$2,269,000 |
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|
|
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*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.