99-197 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: `
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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