HomeMy WebLinkAboutItem 17 - Roof Preventative Maintenance C � ���� � _ �`�
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER ��
MEETING DATE: NOVEMBER 18, 2008
SUBJECT: APPROVAL TO RENEW AN ANNUAL CONTRACT FOR
ROOF PREVENTATIVE MAINTENANCE AND REPAIRS
THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT
WITH THE COOPERATIVE PURCHASING NETWORK
RECOMMENDATION:
City Council to consider renewal of an annual preventative maintenance contract with
Tremco, Inc. for preventative maintenance to City facility roofs and for repair and
replacement under the program as necessary. Expenditures under this contract will be
limited to the budgeted amount for this service.
FUNDING SOURCE:
Funds are available in accounts:
174-74004-012-000 Capital Replacement/Miscellaneous Projects/Roof Program
210-43350-340-1 Lake Enterprise Fund/Building Maintenance/Golf Course
200-43350-530-2 Utility Enterprise Fund/ Billing and Collections/Water Treatment
200-43350-531-2 Utility Enterprise Fund/Wastewater/Wastewater Treatment
BACKGROUND:
This c�ntract will be established in accordance with Title 7, Chapter 791, Sub Chapter C
of the State Government Code under an interlocal agreement with the Cooperative
Purchasing Network (TCPN). Purchasing under cooperative purchasing agreements
satisfy State bidding requirements and are of value to the City because of substantial
savings through volume purchasing and elimination of administrative costs. TCPN
Membership now includes nine states and 1,792 members. Council approved
participation in the cooperative on May 16, 2000.
TCPN has an established contract under contract number R4612 with Tremco, Inc. for
preventative maintenance and roof repair or replacement services. The current contract
will expire on September 30, 2009 with three additional one-year options to renew.
Currently, the City has 308,570 SF of facility roofing. This contract will provide a
preventative maintenance program to extend the life of the roof before a complete
replacement is required. Roof services are completed on an as-needed basis as
determined by customer leak complaints. Without a comprehensive roof program,
replacement and repair decisions can be costly to the City. A comprehensive roof
' November 12,2008 (11:40AM)
program is designed to maximize the life of the roof, decrease repair expenses, and
accurately forecast capital needs for roof replacements. The preventative maintenance
' `" program would include initial inspection and evaluation to identify maintenance, repair or
replacement requirements. The program includes a database reporting system allowing
City Staff to accurately forecast and budget for current and future repair and replacement
needs.
Under the current TCPN contract, the cost of the preventative maintenance program is
$0.08 per square foot or $24,685.60/annually. This cost will include roof inspections and
evaluations to identify roof conditions and continue the current preventative maintenance
program. Repair costs are $637.44 per day for normal repairs and will include minor
repair materials. Repairs that require a significant amount of material over and above
normal repairs will be quoted on a per job basis.
Staff recommends renewal of a contract to establish a preventative maintenance
program for City facility roofs with Tremco, Inc. in the total annual amount of $24,685.60
and authorize repairs as needed.
CD
November 12, 2008 (11:40AM)