To: Honorable Mayor and Members of Town Council
From: Jeff Brauer, Director, Parks and Recreation
Mike Kilman, Recreation Manager
Title
Resolution Approving the Third Amendment to Town of Castle Rock Equipment and Services Acquisition Agreement with Colorado Commercial Roofing Inc. for the Community Recreation Center Metal Roof Replacement
Body
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Executive Summary
The purpose of this agenda item is to present a third amendment to Equipment and Services Acquisition Agreement with Colorado Commercial Roofing Inc. for the replacement of the Community Recreation Center metal roof. Town staff is recommending approval of the amendment.
The project is important because the problems associated with the damaged roof is causing both operational and safety concerns. The issues are increasing in severity, and if not addressed, will continue to negatively impact revenue and attendance and put the Town and Parks and Recreation Department in a vulnerable position if an incident due to the damaged roof were to occur.
Colorado Commercial Roofing began work on the Recreation Center roof in November of 2015. The original replacement was expected to take between two to three months for completion but was delayed due to weather on several occasions.
In March, during the course of completing the initial scope of work, Colorado Commercial Roofing discovered wet insulation and decking materials in several areas of the roof. A stoppage of work was ordered to further investigate the cause of the issue and determine a solution for repairing damaged areas prior to completing the roof replacement as contracted.
Colorado Commercial Roofing hired a consultant, Bodis Group Inc., who confirmed there was saturated insulation and decking in several areas of the roof. Both core sampling and thermal imagery were used to help confirm the damaged areas of the sub roof, which total about 8,000 square feet. Bodis offered solutions to correct these conditions (Exhibit A), which Colorado Commercial then provided pricing for the additional scope of work (Exhibit B). The total price for the needed repairs was quoted as $215,971. Town staff also recommend a 10% contingency be added in the amount of $21,500. The total adjustment would be $237,471.
Due to the amount of the repairs, staff in April completed additional due diligence by hiring a second, independent consultant, White Mountain Weatherproofing (WMW). WMW affirmed that the scope of work identified by Bodis was appropriate and necessary to resolve the roof issues (Exhibit C).
If approved, Colorado Commercial Roofing will begin the roof repairs immediately and complete the entire project in one to two months.
Budget Impact
Funding for the project is identified from the Community Center Capital Reserve Fund (85%) and unobligated Reserves in the General Long Term Planning Fund (15%). The Finance Department has reviewed the budget and has determined that these funds have sufficient expenditure appropriation for 2016 to enter into the contract for this amendment. However, since this is an unbudgeted amendment for 2016, a budget amendment will be required to accommodate the expenditures.
Community Center Capital Reserve Fund - 216-5175-451.70-20 - $201,850
Unobligated reserves in the General Long Term Planning Fund -136-1875-418.70-20 - $35,621
Staff Recommendation
Staff recommends approval of the amendment by Town Council for the Town of Castle Rock Equipment and Services Acquisition Agreement with Colorado Commercial Roofing Inc. for the Community Recreation Center roof repairs.
Proposed Motion
“I move to approve A Resolution Approving the Town of Castle Rock Equipment and Services Acquisition Agreement with Colorado Commercial Roofing Inc. for the Community Recreation Center Roof Repairs and to direct staff to include the required additional appropriations in the third quarter budget amendment.”
Attachments
Attachment A: Resolution
Exhibit 1: Amendment
Exhibit A: Bodis Group report
Exhibit B: Colorado Commerce Roofing Estimate
Exhibit C: White Mountain Weatherproofing report