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Item No: 7G Meeting Date: December 13, 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 7713, Authorizing INSPEC, Inc. to Design and Prepare Bidding Documents for 2011 Roof Replacement Projects Background: Public Works has been investigating the reoccurring roof issues over the past year, including a comprehensive roof management program proposal for all City-owned buildings. The City Council authorized INSPEC, Inc. to perform a roof management program on October 25, 2010 (Res. 7684). INSPEC completed the evaluation and submitted the roof management program to the City on November 17, 2010. Discussion: Roof Evaluation: In general, the conditions of the roofs range from poor to fair to good. While some roofs only require simple repairs or maintenance to extend their service life, others do not. The most important roofs of concern are primarily the older assemblies that are close or have reached their life expectancies. A roof section inventory is attached summarizing the individual facilities and broken down further into roof sections for each facility. Also attached is a 5-year roof budget summary. INSPEC is recommending roof replacement in 2011 for the following facilities with estimated costs: 1. City Hall, sections A (1960 original building) & B (1975 addition): $282,132. Section C (2006 addition) is not needed. 2. Community Center, section C only (above kitchen): $12,708. All the other roof sections are recommended to be replaced in 2012. 3. Well No. 5 (Long Lake Road/Woodcrest): $22,440 4. Well No. 6 (Bronson Drive/Groveland): $22,440 Total combined estimated cost: $339,720 Other roofs evaluated and indicating signs of replacement in 2011 include the Lambert Park building and Well No. 4 (Hillview/Edgewood). These roofs are not being recommended for replacement since the Lambert Park building is considered for replacement in 2011 and Well No. 4 has been out of commission for years and not in use. Design Phase: The next step to roof replacement is to perform design and prepare bidding documents. Since the total construction cost is estimated to be over $100,000, the project will need to be publicly bid. INSPEC has provided a professional services proposal for design ($6,500), preparing plans/specifications ($5,700), bidding ($900), and construction observation/testing ($6,700). However, at this time only design and preparation of plans/specifications (bidding documents) are needed (total $12,200). Once design and bidding documents are complete, the Council will still need to approve the plans/specifications and authorize advertisement for bids, as well as award the construction contract with the successful bidder before any construction can begin.