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Item No: 7F Meeting Date: October 10, 2011 Type of Business: Council Business Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Nick DeBar, Public Works Director Item Title/Subject: Resolution 7837, Authorizing INSPEC, Inc. to Perform Engineering Design and Prepare Bidding Documents for the 2012 Reroofing of Community Center and Water Treatment Plant No. 1 Project Background: In response to aging and leaky roof issues the past several years, a comprehensive roof management program (Program) was prepared last year for all sixteen City-owned buildings. The Program included detailed inspection, evaluation, costs, and schedules for repairs and replacement for each individual roof section. The recommended immediate repairs were complete earlier this year, and replacement of two roof sections of City Hall and the entire roofs at Water Treatment Plants No. 2 and 3 (Well No. 5 and 6, respectively) is now just wrapping up. Discussion: The Roof Management Program recommends that full reroofing for the Community Center and Water Treatment Plant No. 1 occur in 2012. A roof section over the kitchen at the Community Center was recommended to be replaced in 2011, but City staff consulted with INSPEC (the City’s roofing engineering consultant) who indicated that this section could be performed in 2012. In addition, a section of the Public Works Maintenance Facility (over the original building) is also recommended to be replaced next year, however, City staff is recommended a “repair as needed” approach since the Capital Improvement Program includes demolition and reconstruction of this building in 2016. The Program estimates reroofing costs of $546,396 for the Community Center and $42,888 for WTP No. 1. (A 5-year roof budget summary and roof inventory summary for the various replacement schedules and costs are attached for reference). The estimate for the Community Center is not current and most likely off by a factor of 2. Based upon the actual costs per square foot for the City Hall project ($5.46/sq. ft.), the Community Center costs will likely be closer to $250,000. The proposed 2012 Budget includes $250,000 under Special Projects (280-4180-7050) for Community Center reroofing and $50,000 under the Water Enterprise Fund (700-4823-7050) for WTP No. 1 reroofing. City staff received a professional services proposal from INSPEC for reroofing of the Community Center and WTP No. 1. The proposal phases and fees were broken down as follows: Design ($11,500), preparing plans/specifications ($13,700), bidding ($900), and construction observation/testing ($12,000-$14,000) for a total estimated project fee of $38,100 to $40,100. However, at this time only design and preparation of plans/specifications (bidding documents) are needed (total $25,200). City staff will discuss more accurate fees with INSPEC for the bid and construction after design progresses and bid documents are developed. A copy of INSPEC’s proposal showing scope of work is attached to end of this report. The estimate project costs for the 2011 Reroofing total $203,600 ($183,800 for construction and $19,800 for engineering). The 2011 adopted Budget has $240,000 programmed for these improvements ($175,000 from Special Projects and $65,000 from Water Enterprise Fund) leaving a balance of approximately $36,400 for any design work associated with the 2012 Reroofing project. The proposed 2012 funding aligns with the 2011 funding sources.