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01 W. ?lYW Report Number 09-127 <br />??NmIMN Agenda Section VI-4 <br />the city that works for you Council Meeting Date May 26, 2009 <br />REQUEST FOR COUNCIL CONSIDERATION <br />ITEM DESCRIPTION: RESOLUTION TO ACCEPT PROPOSAL FOR ENGINEERING <br />SERVICES FOR 2009 ROOF MANAGEMENT PROGRAM <br />DEPARTMENT HEAD'S APPROVAL: <br />CITY MANAGER'S APPROVAL: <br />No comments to supplement this report 0 Comments attached <br />Recommendation: To adopt the attached resolution to enter into an agreement for engineering services for 2009 <br />Roof Management Program in an amount not to exceed $19,800. <br />Legislative History: This item was presented at the May 4, 2009 Council Worksession. <br />Financial Impact: The total cost for all of these services is estimated to be $19,800. The attached proposal is for <br />evaluating the 19 larger roof areas totaling 138,144 square feet with a replacement value of well over $1,000,000. <br />The City has asked that 30 of the 49 roofs not be evaluated since they are less than 1,000 square feet in size. <br />Explanation: Upon the City Council's request, Inspec, Inc. provided a proposal for engineering services to <br />start a roof management program. Attached is the May 6, 2009 proposal from INSPEC, INC. for a roof <br />management program of 19 of the 49 City owned structures with roofs. Roofs have a finite life cycle and will <br />require periodic maintenance and eventually total replacement. The City has a variety of different roofs (i.e., <br />sloped or flat with steel, built-up, EPDM, shingles, etc.) each with a different remaining service life. The <br />proposal includes the following basic services (refer to the proposal for further detail): <br />1. Meet with City and obtain historical and present information regarding the roofs. <br />2. Develop a sketch of all roof areas. <br />3. Provide a visual evaluation. <br />4. Analyze the information gathered to determine estimated remaining service life. Current age, type and <br />condition of the roof are taken into consideration when determining the remaining service life. <br />5. Provide final report. <br />The goal is to maximize the service life of the roofs by performing necessary maintenance and upkeep as <br />recommended in the final report. <br />Costs and Funding: The responsibility for the roofs lies with specific departments, the total cost is $19,800 to be <br />funded from the following budgets: <br />City Hall: Fund 101-41119-3300, $1,500 Garage: Fund 101-46134-3300, $3,700 <br />Police: Fund 101-45121-3300, $1,000 Fire: Fund 101-45129-3300, $1,000 <br />Parks: Fund 101-44141-3300, $6,400 Golf Course: Fund 741-44721-3300, $1,400 <br />Water: Fund 701-46711-3300, $1,000 Army: Fund 206-40000-3300, $2,800 <br />Storm Water: Fund 703-49500-3300, $1,000 <br />These budgets should be amended to reflect the appropriate financing for this new program. <br />?"u"m tv- <br />Grant M. Wyffels, P.E. <br />Director of Public Works <br />Attachments Resolution <br />May 6, 2009 Proposal <br />Map