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Item No: 7C Meeting Date: October 25, 2010 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 7684 Authorizing INSPEC, Inc. to Prepare a Roof Management Program and Perform Roof Repair Administration Services Background: Public Works has been investigating the reoccurring roof issues this past year, including a comprehensive roof management program proposal for all City-owned buildings. This proposal was presented and discussed at the October 4, 2010 work session and considered for approval at the October 11, 2010 regular Council meeting. The Council seems to be on-board with the proposal, but the City Attorney had a concern with the dispute/resolution article of the consultant-supplied agreement being considered. The Council instructed staff to work with the City Attorney to revise the INSPEC agreement or draft an entirely separate agreement similar to the City Forestry consultant agreement. Discussion: Attached to this report for Council review and consideration is an independent contractor agreement drafted by staff and the City Attorney. This agreement is similar to what was drafted for the City Forestry services. In short, the following is a background synopsis for the resolution: 1. The City has never had a comprehensive roof management program. 2. The City received two proposals by qualified consultants in fee amounts of $8,900 and $13,400. The lowest fee proposal was received by INSPEC, Inc. of Minneapolis, Minnesota. 3. INSPEC also included a separate fee for $2,500 to prepare a maintenance report for the priority repairs needed this year, which will be used for quote solicitations by qualified roofing contractors. This repair administration fee includes quote solicitation, quote evaluation/recommendation, repair coordination, inspection, and pay request review. 4. The Roof Management Program was not budgeted for, but several roofing projects were that won’t happen this year. In addition, $120,000 was included in the 2010 budget under Special Projects (280-4180-7050) for intermediate rehabilitation work to the Public Works Facility. With the potential demolition and construction of a new facility at some point in the future, it is recommended that the City limit the amount of money spent on improvements to the facility. City staff recommends that the City Council re-program monies to cover Roof Management Program and Repair Administration costs from 280-4180-7050 to 280-4180-3030. Recommendation: City staff recommends that the City Council consider adopting Resolution 7684 authorizing INSPEC to prepare a Roof Management Program and perform roof repair administration services for the higher priority repairs stemming from the Program evaluation. The total fee proposal is $11,400, however, this fee does not include any non-destructive testing that might be required for some roof evaluations. A 10% contingency ($1,100) is recommended to be added to this amount for a budget amount not to exceed $12,500. Respectfully submitted, Nick DeBar - Public Works Director Attachments: Resolution 7684 Independent Contractor Agreement for Roof Management Program/Repair Administration