HomeMy WebLinkAboutItem 06 - Roof Preventative Maintenance and Repairs I
ITT
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER 6&-
MEETING DATE: JANUARY 5, 2010
SUBJECT: APPROVAL TO RENEW AN ANNUAL CONTRACT FOR ROOF
PREVENTATIVE MAINTENANCE AND REPAIRS THROUGH AN
ESTABLISHED INTERLOCAL AGREEMENT WITH THE TEXAS
COOPERATIVE PURCHASING NETWORK INCLUDING REPLACING
AND REPAIRING CURRENT FACILITIES.
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 which would include replacing the roof at the Senior Activities
Center and repairing existing long-term building leaks within City Hall under this contract.
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 contract 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.
TC,PN has an established contract under contract number R4812 with Tremco, Inc. for
preventative maintenance and roof repair or replacement services. The current contract will
expire on September 30, 2010 with two additional, one-year options to renew.
December 29,2009(4:01 PM)
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 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 SF or $24,685.60Iannually. 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.
During the annual 2008 roof inspection, the roof at the Senior Activities Center was
recommended for replacement. This is due to the use of perlite insulating board installed
above the deck. This installation is against the NRCA (National Roofing Contractors
Association) recommended installation for sloped roofs. This has lead to the backing out of
fasteners and loss of shingles. Cost of this project will be $35,641.74. (See attached.)
This contract will also allow for repairs of building leaks at City Hall to be resolved. These
leaks have been affecting the Mayor/Council Office and the Finance Department long-term.
Cost of this project will be $50,550.34. (See attached.)
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.
GR
December 29,2009(4:01PM)
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