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Home My WebLink About99-197 Resolution No. 99-197 RESOLUTION ACCEPTING THE PROPOSAL OF ILLINOIS ROOF CONSULTING ASSOC. , INC. FOR DESIGN AND CONSTRUCTION INSPECTION SERVICES FOR ROOFING AND ROOF REPAIRS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, be and is hereby authorized and directed to accept the proposal on behalf of the City of Elgin of Illinois Roof Consulting Assoc . , Inc . for design and construction inspection services for roofing and roof repairs at the Slade Avenue Water Plant, Fire Station No. 1 and Lords Park Maintenance Building, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: July 28, 1999 Adopted: July 28, 1999 Omnibus Vote: Yeas 5 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk . . Roof Proposal For Mr. Rich Hoke City of Elgin Consulting Services Regarding Roof Evaluations and Reports for - Old Main - Fire Museum - Hemmens Auditorium - Lord's Park Pavilion Proposal From Illinois Roof Consulting Associates, Inc. William B. Early RRC,CCS Date July 8, 1999 Illinois Roof IRCAConsulting Assoc., Inc. 4302-G Crystal Lake Road McHenry, Illinois 60050 (815) 385-6560 FAX(815)385-3581 July 8, 1999 Mr. Rich Hoke City of Elgin 150 Dexter Court Elgin, IL 60120 RE: Roof Evaluations, Various Structures Dear Rich: Please accept this letter and attachment as our bid to provide roof consulting services for the referenced project. Illinois Roof Consulting Associates, Inc. (IRCA) proposes to perform visual examinations of roofing and to provide written reports of our findings, evaluations, and recommendations. A Roof Sketch, repair lists, budget projections, and photographs would accompany the reports. Should this proposal be acceptable, please authorize us to proceed by signing below and returning one of the two enclosed copies. We will provide a Certificate of Insurance at no charge and upon request. For "additional insureds", we would increase our fee only by the amount of expense incurred to provide the listing you specify. If you have any questions, please call me. I am looking forward to working with you on this project. Sincerely, ILLINOIS ROOF CONSULTING ASSOCIATES, INC. William B. Early RRC,CCS Principal Accepted By: ` (J aft__ Printed Name: Joyce A. Parker Title: City Manager WBE/rr For: City of Elgin elein-6.pro Date: f� �y ROOF CONDITION EVALUATIONS I. SCOPE A. Structures to be Evaluated: 1. Old Main. 2. Fire Museum. 3. Hemmens Auditorium. 4. Lord's Park Pavilion. B. Visual Examinations: 1. Roof fields and surfacing or shingles and attachment. 2. Flashings and sheet metal. 3. Drainage. 4. Roof top equipment and penetrations. 5. Associated masonry. 6. Roof assembly investigation. C. Findings: 1. Conditions of systems' components. 2. Anomalies. 3. Functioning/dysfunctioning of existing systems. D. Evaluations: 1. Maintenance and repair recommendations. 2. Replacement recommendations. 3. Budget projections. II. FEES A. Lump Sum = $1,350. B. Fees are applicable through Fall, 1999. Resolution No. 99-198 RESOLUTION ACCEPTING THE PROPOSAL OF ILLINOIS ROOF CONSULTING ASSOC. , INC. FOR ROOF EVALUATIONS AND REPORTS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, be and is hereby authorized and directed to accept the proposal on behalf of the City of Elgin of Illinois Roof Consulting Assoc. , Inc. for roof evaluations and reports for Old Main, the Fire Museum, Hemmens Auditorium and Lord' s Park Pavilion, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: July 28, 1999 Adopted: July 28 , 1999 Omnibus Vote : Yeas 5 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk Proposal For Roof Mr. Rich Hoke City of Elgin Consulting Services Regarding Design & Construction Inspection Services for Roofing & Roof Repairs at Slade Avenue Water Plant, Fire Station No. 1, and Lord's Park Maintenance Building Proposal From Illinois Roof Consulting Associates, Inc. William B. Early RRC,CCS Date July 8, 1999 Illinois Roof INCAConsulting Assoc., Inc. 4302-G Crystal Lake Road McHenry, Illinois 60050 July 8, 1999 (815)385-6560 FAX (815) 385-3581 Mr. Rich Hoke City of Elgin 150 Dexter Court Elgin, IL 60120 RE: Design & Construction Inspection Services for Roofing & Roof Repairs at Slade Avenue Water Plant, Fire Station No. 1, and Lord's Park Maintenance Building Dear Rich: Please accept this letter and attachment as our bid to provide roof consulting services for the referenced project. Illinois Roof Consulting Associates, Inc. (IRCA)proposes to prepare necessary roof construction and roof repair documents, coordinate the bidding process, and assist in contract execution. We would also provide review on-site at the midpoint of construction and would conduct an inspection upon project completion. Should this proposal be acceptable, please authorize us to proceed by signing below and returning one of the two enclosed copies. We will provide a Certificate of Insurance at no charge and upon request. For "additional insureds", we would increase our fee only by the amount of expense incurred to provide the listing you specify. If you have any questions, please call me. I am looking forward to working with you on this project. Sincerely, ILLINOIS ROOF CONSULTING ASSOCIATES, INC. Itgr , William B. Early RRC,CCS Principal �) / Accepted By: (� (� Printed Name: Joyce A. Parker Title: City Manager WBE/rr For: City of Elgin elgin-7.pro Date: 7/109 CONSTRUCTION PROJECT SERVICES I. DESIGN PHASE AND BIDDING PHASE A. Site research. B. Review of existing plans and specifications. C. Roofing project manual design, production and distribution. D. Bidding coordination including one meeting with the Maintenance Supervisor, a pre-bid site meeting and verification of low bids. E. Attendance at bid opening. F. Assistance in executing the contract documents. II. SITE VISITS A. During roofing, one mid-point site visit by IRCA project staff. B. Certification inspection at final completion. C. Letter report summarizing observations. III. FEE SCHEDULE A. Design and Bidding Phases: Lump sum = $5,150. B. Site Visits: 1. $75.00 per hour portal-to-portal 2. Maximum roundtrip mileage charge, $10. C. Approved Project staff time and expenses other than specified: 1. Project Manager: $75.00 per hour portal-to-portal. 2. Project Coordinator: $55.00 per hour portal-to-portal. 3. Mileage: $0.31 per mile. 4. Authorized reimbursable expenses: Cost plus 10%. D. Fees are applicable through Summer, 1999. IV. AGGREGATE FEE ESTIMATE, $6,300 This estimate is based upon anticipated fees and expenses during: A. Design and Bidding Phase, $5,150 (Site research, Base Bid, two Additives). B. Construction Phase, $1,150: 1. Slade Avenue Water Plant mid-point inspection. 2. Fire Station No. 1 repair start-up. 3. Lord's Park Maintenance Building mid-point inspection. 4. Final inspection at all three sites. �;�JF (P) `' a S City of Elgin Agenda Item No. G , July 2, 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Professional Services for Roof Repair Specifications and Inspection Services PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider the award of a professional services contract with Illinois Roof Consulting Assoc . , Inc. (IRCA) for the preparation of specifi- cations, bidding and limited project management relating to the replacement and repairs to roofing on three City build- ings and also provide additional roof evaluation services at four locations . BACKGROUND rft. Three roofs were budgeted for repairs in 1999 . The roofs scheduled for repairs include the fire station on Summit Street, the north half of the Slade Avenue water plant and the Lords Park maintenance building. The professional servic- es would provide for the preparation of bid specifications, bidding-related services, pre-construction meeting, site visit during the project and final inspection and report on the project . Two firms were asked to submit proposals for the roof specifi- cation work and inspections of four additional roofs . Cruse Consulting and IRCA submitted proposals for $6 , 300 and $6, 450, respectively. Earlier in the year, each of the two firms were given the task of performing condition evaluations on similar groups of roofs . The price for the services was basically the same but the quality and completeness of the report received from IRCA was much more comprehensive than the report submitted by Cruse Consulting. Staff, therefore, selected IRCA for the subject work. Upon selection, staff negotiated the price of the IRCA propos- al down to $6, 300, citing no significant difference in the scope submitted by each firm. IRCA has agreed to the adjust- ed cost . IRCA' s proposal is attached for your review. IRCA has provided this type of service for the City of Elgin in '" the past, including the re-roof of City Hall, the partial re-roof of the Parks office and the roofing over the exhibi- tion hall at the Hemmens Auditorium and has provided satisfac- tory service. U rofessional Services/Roof Repair July 2, 1999 Page 2 In addition to the repair project, there are additional roofs that need to have condition evaluations performed so future repairs and replacement can be budgeted and scheduled. Four evaluations have been included in the proposal to complete roof surveys at Old Main, Fire Museum, Hemmens Auditorium and the Lords Park Pavilion for an additional cost of $1, 400 . The $1, 400 cost for the evaluations is consistent with the costs of the evaluations previously completed by both firms. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None . FINANCIAL IMPACT p The total price for both projects submitted by IRCA equals $7, 850 ($6, 450 + $1, 400) . Funding of $82, 000 is available for these projects within the 1999 budget. Lords Park mainte- nance building roof repair in account number 010-3701-742 . 93-36, project number 379511, Slade Avenue Water Plant roof repairs in account number 401-4002-771. 93-36, project number 379518, Fire Station #1 roof repairs in ac- count number 010-3701-742 . 93-36, project number 379514, roof surveys in account number 010-3701-742 . 93-36, project number 379515 . LEGAL IMPACT *None. ALTERNATIVES None. RECOMMENDATION It is recommended that the Mayor and members of the City Council award a contract for the preparation of specifica- tions, bidding and project management services, as outlined in the proposal, to Illinois Roof Consulting in the amount of $6, 300 . It is also recommended that Illinois Roof Consulting be contracted to continue roof evaluations on City buildings at a cost not to exceed $1, 400, beginning with the four roofs listed in the proposal . Respectfully submitted Jo e A Parker City Manager RH:amp Attachments