HomeMy WebLinkAbout2017 01 09 Consent 300 City Hall Roof Replacement Bid AwardCOMMISSION AGENDA
ITEM 300
REQUEST:
Informational
Consent
X
Public Hearings
Regular
January 09, 2017 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 City Hall Roof Replacement in the amount of
$409,060.00 plus a 10% contingency.
SYNOPSIS:
The City Hall building was constructed in 1985. The last significant roof repairs were done
around 1995 and leaks are now common after every rain event. In 2015, staff hired an
architect to perform a professional evaluation of the 26,600 square foot roof and
a replacement was recommended. The project was designed and bid and Atlas Apex was
the lowest responsible bid at $409,060.00. Work is scheduled to be complete by May 2017.
CONSIDERATIONS:
The replacement of the City Hall 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 /17/KL was advertised November 6, 2016 in the Orlando Sentinel and bids were
opened on November 30, 2016.
Six bidders submitted bids for the work which was estimated by the architect at $390k plus
building permit and solid waste allowances of $17K. The apparent low bidder was Long
Lasting Roofing of Medley, FL with a bid of $324,336 which was 25% below the architects
estimate. Long Lasting Roofing was contacted to review their bid for compliance with the
contract specifications and after visiting the site, they recognized an error had been made
and asked to withdraw their bid.
Consent 300 PAGE 1 OF 3 - January 09, 2017
The 2nd bidder was Atlas Apex Roofing, LLC of Fort Lauderdale with a bid of
$409,060.00. Atlas Apex recently successfully completed the replacement of the Public
Safety Building roof. A/R/C's bid recommendation is attached.
The project scope of work includes removal of the existing 26,600 square roof membrane
down to the lightweight concrete insulating the roof deck. Any necessary repairs to the base
will be made and then a base sheet, rigid insulation, gypsum board and three layers of
modified bitumen roofing will be added. The roof drainage system will be modified, coping
replaced, expansion joint replaced, and the skylights in the commission chambers removed.
Construction is anticipated to begin in March 2017 with a completion date of June 2017.
A/R/C will be retained to provide construction oversight and management at a cost of
approximately $15K. 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 $409,060.00 plus a 10% contingency for a total
authorization of $449,966.00. Construction management over sight will cost
approximately an additional $15K. Sufficient funds for this project are available in the 3rd
Gen Infrastructure Surtax Fund #121 - 0000 - 34130 - 560650 and the 3rd Gen list should be
amended to add this project.
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 six (6) 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 the award of Bid #ITB /001 /17/KL to
Atlas Apex Roofing, LLC for the City Hall Roof Replacement in the amount of
$409,060.00 plus a 10% contingency funded by amending the 3rd Gen Infrastructure Surtax
Fund #121 - 0000 - 34130 - 560650 project list and authorize the City Manager and City
Attorney to prepare and execute any and all applicable documents.
Consent 300 PAGE 2 OF 3 - January 09, 2017
ATTACHMENTS:
1. Bid #ITB 001 /17/KL Tabulation (1 page)
2. A /R /C Letter of Recommendation (2 pages)
Consent 300 PAGE 3 OF 3 - January 09, 2017
Attachment No. 1
BID # ITB /001/17/KL
November 30, 2016
Bidder
Location
Base Bid
Unit Price
A
Unit Price
B
Unit Price
C
Unit Price
D
Building Permit
Allowance
Solid Waste
Allowance
Total Bid (as
written)
Comments
Long Lasting Roofing
Medley, FL
$303,912.00
$2.20
$4.20
$6.50
$3.70
$7,000.00
$10,000.00
$324,336.00
Atlas Apex Roofing, LLC
Fort Lauderdale, FL
$387,000.00
$4.00
$9.00
$8.00
$3.00
$7,000.00
$10,000.00
$409,060.00
R.F. Lusa & Sons
Lakeland, FL
$443,410.00
$8.00
$10.00
$10.00
$10.00
$7,000.00
$10,000.00
$465,000.00
Advanced Roofing
Sanford, FL
$477,540.00
$4.50
$5.50
$9.00
$3.50
$7,000.00
$10,000.00
$494,550.00
Did not include unit costs -
actual bid $498,885
Ryman Commercial Roofing
Zephyrhills, FL
$631,000.00
$3.00
$8.00
$9.00
$2.50
$7,000.00
$10,000.00
$648,000.00
Did not include unit costs -
actual bid $652,550
Acme Roofing
Dothan, AL
$930,000.00
$3.00
$8.00
1 $3.00
$1.75
$7,000.00
$10,000.00 1
$950,675.00
Architecture
Roof Consulting
Construction Technology
AA C000932
A /R/C
Associates
Incorporated
December 8, 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 City Hall, 1126 SR 434,
Winter Springs, Florida 32708
A /R /C Project No. 15002.03
Dear Mr. Lockcuff;
We received copies of the bids opened on November 30`h, 2016 for the referenced project. Having
reviewed both bids, we submit the following.
The apparent low bidder was Long Lasting Roofing in the amount of $324,336. The second bid
received is Atlas -Apex Roofing in the total amount of $409,060. Our estimated construction cost was
$390,640. The low bid was lower than our cost estimate, and the next highest bid. We were concerned
with this spread and contacted the low bidder to verify their bid's accuracy. A /R /C reviewed the bid
documents with them to ensure accuracy, and gave the bidder time to review their bid. After Long
Lasting gained access to the roof area and reviewed their bid, they realized their numbers were
incorrect and asked to withdraw their bid.
We recommend withdrawing Long Lasting Roofing's bid since their number is incorrect. Holding them
to this low number would result in a difficult construction phase and would be overall problematic. We
then recommend awarding this project to Atlas -Apex Roofing for the bid sum of $409,060 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