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HomeMy WebLinkAbout2016 02 22 Consent 300 Public Safety Building Roof ReplacementCOMMISSION AGENDA ITEM 300 REQUEST: Informational Consent X Public Hearings Regular February 22, 2016 KS KL Regular Meeting City Manager Department The Public Works Department requesting authorization to enter into a contract agreement with Atlas Apex Roofing, LLC for the Public Safety Building Roof Replacement in the amount of $341,000.00 plus a 10% contingency. SYNOPSIS: The Public Safety Building was constructed in 1996 and a recent professional evaluation of the 20,100 square foot roof recommended replacement. Atlas Apex was the lowest bid at $341,000. Work is scheduled to be complete by June 2016. CONSIDERATIONS: The replacement of the Public Safety Building roof is needed because it has reached the end of it's useful life based on an evaluation performed in April 2015 by our roofing consultant, A/R/C Associates. A/R/C was retained to prepare plans and specifications for bidding. Bid #ITB /001 /16/KL was advertised January 10, 2016 and bids were opened on February 3, 2016. Four bidders submitted qualified bids for the work. The low bidder was Atlas Apex Roofing, LLC of Fort Lauderdale with a bid of $341,000. The project estimate was $345,000. A/R/C reviewed the bid and has previous positive experience with the low bidder. A/R/C's bid recommendation is attached. The project scope of work includes removal of the existing 20,100 square roof membrane down to the metal deck, 4" of insulation, two interplies of modified bitumen, new coping, new counterflashing, new scuppers, and new supports for the conduit/condensate lines. Consent 300 PAGE 1 OF 2 - February 22, 2016 Construction is anticipated to begin in March 2016 with a completion date of June 2016. A/R/C will be retained to provide construction oversight and management at a cost of up to $23K. This budget will allow for an inspector on site 3 days per week and allow for additional inspections during critical installation periods. FISCAL IMPACT: The construction project cost is $341,000.00 plus a 10% contingency for a total authorization of $375,100.00. Construction management over sight will cost up to an additional $23,360.60. Sufficient funds for this project are available in the 3rd Gen Infrastructure Surtax Fund #121 - 0000 - 34130 - 560650. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends that the City Commission approve Atlas Apex Roofing, LLC for the Public Safety Building Roof Replacement in the amount of $341,000.00 plus a 10% contingency funded from the 3rd Gen Infrastructure Surtax Fund #121- 0000- 34130- 560650 and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: 1. Bid #ITB 001 /16/KL Tabulation (1 page) 2. A/R/C Letter of Recommendation (2 pages) 3. A/R/C Proposal for Const. Observation & Admin. (2 pages) Consent 300 PAGE 2 OF 2 - February 22, 2016 Attachment No. 1 BID # ITB /001/16/KL February 3, 2016 Bidder Base Bid Unit Price A Unit Price B Unit Price C Building Permit Allowance Total Bid (as written) Comments Atlas Apex Roofing, LLC $328,950.00 $5.00 $8.00 $15.00 $7,000.00 $341,000.00 R.F. Lusa & Sons $340,000.00 $8.00 $10.00 $10.00 $7,000.00 $347,000.00 Did not add in the unit cost allowance; bid would be $352,700 adjusted Ryman Commercial Roofing $358,150.001 $8.001 $9.001 $5.001 $7,000.001 $370,000.00 Southern Roofing Company, Inc. $467,763.00 $2,400.00 $700.00 $2,500.00 $7,000.00 $480,363.00 Architecture Roof Consulting Construction Technology AA C000932 A /R/C Associates Incorporated February 4, 2016 Mr. Kipton D. Lockcuff, P.E. Utilities /Public Works Director City of Winter Springs 1126 SR 434 Winter Springs, Florida 32708 Attachment No. 2 601 North Fern Creek Avenue Suite 100 Orlando, Florida 32803 -4899 (407) 896 -7875 FAX (407) 898 -6043 Re: Bids Received for the Roof Replacement of the City of Winter Springs Public Safety Building, 300 North Moss Road, Winter Springs, Florida 32708 A /R /C Project No. 15002.02 Dear Mr. Lockcuff; We received copies of the bids opened on February 3rd, 2016 for the referenced project. Having reviewed both bids, we submit the following. The apparent low bidder is Atlas -Apex Roofing in the amount of $341,000. The second bid received is R.F. Lusa & Sons in the total amount of $352,700. Our estimated construction cost was $345,565. We feel that their bid coming in beneath our construction cost estimate, coupled by the next highest bid coming in so close, reflects an accurate cost estimate coupled by two very competitive bids. We recommend award of this project to Atlas -Apex Roofing for the bid sum of $341,000 with the provision that they verify that their bid price is based on the contract documents and they fully intend to proceed without substitution for other materials, processes, and /or working conditions. We have spoken with them about their bid, and they have provided the attached letter. Please contact me personally should you require further information or clarification of the preceding. Sincerely, A /R/C Associates, Incorporated Tyler Hall, Project Manager Architecture Roof Consulting Construction Technology.'..:: AA C000932 A /R /C Associates Incorporated February 5, 2016 Mr. Kipton D. Lockcuff, P.E. Utilities /Public Works Director City of Winter Springs 1126 SR 434 Winter Springs, Florida 32708 Attachment No. 3 601 North Fern Creek Avenue Suite 100 Orlando, Florida 32803 -4899 (407) 896 -7875 FAX (407) 898 -6043 Re: Proposal for Construction Observation and Administration for the Roof Replacement of the City of Winter Springs Public Safety Building, 300 North Moss Road, Winter Springs, Florida 32708 A /R/C Project No. 15002.02 Dear Mr. Lockcuff; This letter is sent in response to your recent request for a proposal to provide project oversight, administration, and inspections for the Roof Replacement of the City of Winter Springs Public Safety Building. We would like to provide you with the following services: 1. Review project submittals for conformance with the contract documents. 2. Attend a Pre - construction Conference. 3. Review construction obseivation at the site three (3) times a week (on average) for a 90 day construction time (39 site visits total not including substantial and final inspections). 4. Provide construction administration in the architect's office for a 90 day construction time to answer questions raised by the Contractor and issue additional supplemental information as may be required. We would also review and approve the applications for payment. 5. Conduct a substantial completion inspection. 6. Conduct a final inspection. 7. Receive, review, and deliver to the Owner the project closeout documents along with processing the final application for payment. Our proposed cost will be $23,360.60 (see attached man-hour and fee estimate). Please contact me personally should you require further information regarding the services proposed. Sincerely, A/R/C Associates, Inco orat d Tyler Hall, Project Manager Attachment: Manhour and Fee Estimate Worksheet Architecture 601 North Fern Creek Avenue Roof Consulting T . Suite 100 Construction Technology Orlando, Florida 32803 -4899 AA C000932 (407) 896 -7875 FAX (407) 898 -6043 A/ R/C Associates Incorporaeed Man -Hour Estimate for Basic Services Project Name: Public Safety Building Project No. 15002.02 Description: Roof Replacement - Construction Phase Services Draft No. Two Client: The City of Winter Springs Date 2/5/2016 Contact: Kip Lockcuff, P.E., Utilities /Public Works Director TOTAL Principal Hours Project Mgr Hours Technical Hours Quality Assurance Hours Clerical Hours Hours Cost for Activity Running Total $150.00 $80.00 $50.00 $85.00 $50.00 Phase 1 -Field Investigation Measure and photograph conditions for design. $0.00' Present findings from the field investigation $0.00' Produce the contract documents (Plans and Specifications) $0.00' Bid phase, PreBid Conf., Bid Review and Recomm., Submittal review $0.00' Construction Oversite, Inspection, and management for a 90 day period $23,360.60' $23,360.60' Investigation 0 $0.00 Project Admin /Management 0 $0.00 Miscellaneous Expense Travel 6 Meals & Lodging Phase 2- Design Development TOTALS 0 $0.00 Design Development Stmnt 0 $0.00 Project Admin /Management 0 $0.00 Miscellaneous Expense Travel 6 Meals & Lodging Phase 3- Contract Documents TOTALS 0 $0.00 Construction Drawings 0 $0.00 Specifications 0 $0.00 Quality Control Review Project Admin /Management 0 0 $0.00 $0.00 Miscellaneous Expense Travel Meals & Lodging Phase 4- Bidding & Negotiation TOTALS 0 $0.00 Bid Phase Services 0 $0.00 Project Admin /Management 0 $0.00 Miscellaneous Expense Travel Meals & Lodging Phase 5- Construction Admin TOTALS 0 $0.00 Site Visits (39 Total) 156 39 195 $15,210.00 Substantial 4 1 5 $390.00 Final Project Admin /Management 20 52 4 1 5 72 $390.00 $7,160.00 Miscellaneous Expense Travel $210.60 Meals & Lodging Consultant Fee (Mechanical, Electrical, Structural) TOTALS 277 $23,360.60