HomeMy WebLinkAbout5H Maint Center Roof Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: MAY 22, 2017
AGENDA #: 5H
PREPARED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT
PRESENTED BY: JAKE THEISEN
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS,
AWARDING CONTRACT AND AUTHORIZING THE EXECUTION OF
THE CITY’S STANDARD CONSTRUCTION CONTRACT FOR THE
REPLACEMENTOF THE MAINTENANCE CENTER ROOF
DISCUSSION: Introduction
The purpose of the agenda item is to seek City Council authorization to
enter into the City’s standardized Construction Contract with Ballman
Roofing to remove and replace the roof on the City’s Maintenance Center.
History
Each year the City Council adopts the Capital Improvement Program (CIP)
which involves funding for various improvement projects. Within this
allocation, the replacement of the roof of the Maintenance Center was
identified since the building was constructed in 1999 or 17 years ago.
The current roof has many areas that leak water into the working area of
the maintenance shop and the office area when it rains or snows.
Current Circumstances
Jeff Oertel, the original architect for the Maintenance Facility was chosen
as the architect for this project. Specifications were developed and
advertised for bid. A mandatory pre-bid meeting was held on April 26 with
19 vendors attending. The base bid includes all demolition, coordination,
building systems, temporary conditions, permits, fees and related items for
a complete job. The alternate was to replace the insulation membrane.
On May 4th, 6 bids were received and publicly opened and tallied as
follows:
Company Base Bid Alternate 1 Total
Ballman Roofing $211,278 $148,479 $359,757
GAG Sheet Metal $243,800 $350,950 $594,750
Thomas Finn Co $459,904 $155,509 $615,413
Commercial Roofing $285,575 $121,880 $406,455
Nieman Roofing $266,000 $194,000 $460,000
McPhillips Roofing $325,000 $95,000 $420,000
Conclusion
2
Staff is recommending that the City Council accept the bids and award the
project including the base bid and alternate 1 to Ballman Roofing and
approve the resolution to authorize the execution of the City’s standard
construction contract for the Roofing Project at the Maintenance Center.
A letter of recommendation from Oertel Architects has been included with
this report.
ISSUES: The City does not have the resources or the equipment to complete the
removal and replacement of the new roof.
FINANCIAL
IMPACT:
The CIP reserved $650,000 for the roof replacement. Funding for this
project will be taken from account # 440-49400.00-55520.00
ALTERNATIVES: 1. Motion and a second as part of the consent agenda to adopt a
resolution accepting bids and authorizing the Mayor and City
Manager to execute the City’s Standardized Construction Contract
with Ballman Roofing for the roof replacement at the City’s
Maintenance Center
2. Motion and second to remove this item from the consent agenda for
additional discussion.
RECOMMENDED
MOTION:
Alternative #1
ATTACHMENTS: Letter of recommendation from Oertel dated May 9, 2017
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 17-___
A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE EXECUTION OF THE CITY’S
STANDARD CONSTRUCTION CONTRACT FOR THE PURCHASE AND INSTALLATION OF
THE MAINTENANCE CENTER ROOF
Motion By: Second By:
WHEREAS, The Maintenance Center roof project was identified in the 2017 Capital Improvement
Program; and
WHEREAS, The City received bids from six qualified vendors
Company Base Bid Alternate 1 Total
Ballman Roofing $211,278 $148,479 $359,757
GAG Sheet Metal $243,800 $350,950 $594,750
Thomas Finn Co $459,904 $155,509 $615,413
Commercial Roofing $285,575 $121,880 $406,455
Nieman Roofing $266,000 $194,000 $460,000
McPhillips Roofing $325,000 $95,000 $420,000
; and
WHEREAS, Ballman Roofing is a qualified vendor and has been recommended by Oertel Architects, the
architect for the project, and;
WHEREAS, City Staff recommends award of the City’s Standardized Construction
Contract to Ballman Roofing, for the City’s Maintenance Center Roof Replacement
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1.The recitals set forth above are incorporated herein.
2.The Mayor and the City Manager are authorized to execute the City’s Standardized Construction
Contract with Ballman for an amount of $ 359,757.00.
3.Funding for these services will be drawn from Account # 440-49400.00-55520.00
Passed and adopted by the Prior Lake City Council this 22nd day of May, 2017
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐☐ ☐ ☐ ☐
Absent ☐☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager
Please note the following relative to the bids:
As you know, bids were received for the project on Thursday, May 4, 2017. A total
of 6 bids were received for the project, which was a good number considering the
current bidding climate with much work out for bid. The bid results for the project
had a wide range with the low bid at $211,278 and the high bid at $459,904 for
the base bid. While there was a range in bids, the main grouping of bids was right
in the range of estimates. The low bidder was Ballman roofing at $211,278.00 for
base bid.
There was one bid alternate and one unit price. Based on bid results and the Cities
input, the bid alternate #1, for a fully adhered roof and full insulation replacement
will be accepted. Considering the inclusion of alternate #1 Ballman Roofing is still
low bidder with a bid of $359,757.00.
I have had an opportunity to discuss the project with the low bidder, Ballman
Roofing, and we walked through the roofing system being used and various sub
components and it appears they have all the items in the bidding documents
covered and have all the insurance requirements, etc. and are comfortable
proceeding. They are able to proceed soon after the contract is awarded by the
City Council the end of May with proposed start date in the beginning of June.
Given the above information, I think we have an engaged contractor who is ready
to begin work. I see no reason not to proceed with the low bidder.
Please let me know if you have any questions.
Thank You,
Ron Betcher
Oertel Architects
DATE:
May 8, 2017
To:
Jake Theisen
Maintenance Superintendent
City of Prior Lake
RE:
Public Works Reroof – Bid Results
Attachments:
None