To: Honorable Mayor and Members of Town Council
From: Jeff Brauer, Interim Director, Parks and Recreation
Eileen Matheson, Recreation Manager
Title
Resolution: A Resolution Approving the Town of Castle Rock Equipment and Services Acquisition Agreement with Colorado Commercial Roofing Inc. for the Castle Rock Community Recreation Center Metal Roof Replacement
Body
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Executive Summary
The purpose of this agenda item is to present an 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 project for the 2015 budget year.
The roof on the Recreation Center has had several damaged areas over the past few years, but, within the last year this has increasingly worsened and caused several problems. The metal standing seam roof with vertical faces and gutters and snow slides is 27 years old and is in need of replacement.
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.
The new roof will include replacing all metal areas and underlying material with a similar grade material that includes vertical faces, gutters and snow slides and be designed for high wind loads. The replacement of the metal roof will eliminate water leakage and damage that occurs in inclement weather.
Funding for the project is identified from the unobligated Community Center Reserve Fund. The Finance Department has reviewed the budget and has determined that this fund has sufficient expenditure appropriation for 2015 to enter into the contract for this project. However, since this is an unbudgeted project for 2015, a budget amendment will be required to accommodate project expenditures.
The Town of Castle Rock competitively bid the project through the Rocky Mountain e-Purchasing Systems web site and received four bid quotes submitted on August 12, 2015. The most comprehensive and thorough bid, meeting the stated requirements in the RFQ was supplied by Colorado Commercial Roofing Inc. in the amount of $324,988. Staff recommends that Town Council approve a resolution for the Equipment and Services Acquisition agreement with Colorado Commercial Roofing Inc. for $324,988 for the Community Recreation Center metal roof replacement.
If approved, Colorado Commercial Roofing will begin the roof replacement project in mid to late October and complete the project in two to three months.
Discussion
The Recreation Center roof is 27 years old and is in need of replacement. The damaged areas have gotten worse in the past year and continue to be an issue that have a negative impact on operation and safety requirements.
While facility maintenance staff and recreation staff have tried to mitigate the problems when there is adverse weather conditions (rain, snow etc.), the inadequacy of the roof becomes evident and negatively impacts operations, poses safety concerns, provides for poor working conditions and creates an aesthetically unappealing and unpleasant experience for our customers. Staff receives numerous comments from customers expressing their displeasure and in some cases have requested refunds due to the impact of the roof leaking.
The following are the areas within the Recreation Center that have severe leaks and the impact these leaks have had.
• Location: Administrative office entrance and area (i.e., manger on duty desk, copy area, meeting/break room)
Impact: Relocation of personnel from offices has occurred, loss of equipment due to damage and replacement needed, unusable space which has hindered staff from performing job duties, repainting of damaged walls has been completed numerous times, moisture mitigation needed
• Location: New Mind/Body Studio
Impact: Tile and carpet damage has caused an unfavorable experience for participants, which has caused a decrease in class participants
• Location: Main lobby area
Impact: Creates an uninviting atmosphere and front desk operations have had to be altered to work around the leaks, which does not allow for the most positive customer service experience
• Location: Pro Shop area
Impact: Over $1,000 of pro shop supplies have been lost and inventory has had to be moved due to leaks coming down walls and the ceiling
• Location: Youth Specialist office-entire ceiling
Impact: Unacceptable working conditions for employee and replacement of office equipment including computer has occurred
• Location: Upstairs customer access hallway to program areas
Impact: Safety concerns for program participants
• Location: Preschool room and restrooms
Impact: The ceiling, carpet and floor tile damage has increasingly gotten worse and could lead to violations on our Colorado State license for Adventure Club programs
• Location: Upstairs meeting and program rooms
Impact: Revenue decrease due to cancelation of programs and reduced rentals has occurred
• Location: Senior Center entrance and main lobby
Impact: Safety concern for individuals utilizing this entrance, main portions of the lobby area unusable during heavy storms
• Location: Circuit training area
Impact: Machines have had to be cordoned off and are unavailable for use by our participants causing lower attendance and revenue
While this information outlines the major areas of concern, there is also many minor leaks throughout the facility as well. The roof issue at the Recreation Center needs to be addressed. We have been dealing with the issue for years and minor leaks that originally did not cause problems have progressed and the severity and number of problem areas has increased.
Bid Results
This project was distributed for competitive bidding through the Rocky Mountain e-Purchasing Systems web site in July. A mandatory pre-bid walk through was conducted and bid quotes were submitted on August 12, 2015. Four roofing companies submitted bid quotes ranging from a high of $642,587 to a low bid of $179,160. Colorado Commercial Roofing Inc. was the second lowest bid quote at $324,988. While this was not the lowest bid, it was the most comprehensive and addressed all the criteria outlined in the RFQ. It addressed the removal and disposal of material, products were specified, permit, bond and inspection fees were included in the quote, actions for vertical faces, gutters and snow slides was outlined, ice and water shield was included, the warranty was for workmanship, film integrity and chalk fade and none of the work would be subcontracted out.
Budget Impact
Funding for the project is identified from the Community Center Reserve Fund. The Finance Department has reviewed the budget and has determined that this fund has sufficient expenditure appropriation for 2015 to enter into the contract for this project. However, since this is an unbudgeted project for 2015, a budget amendment will be required to accommodate project expenditures.
Fund Amount
Unobligated Community Center Fund Balance 216-5175-451.70-20 $324,988
Staff Recommendation
Staff recommends approval of a resolution by Town Council for the Town of Castle Rock Equipment and Services Acquisition Agreement with Colorado Commercial Roofing Inc. for the Community Recreation Center metal roof replacement.
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 Metal Roof Replacement”
Attachments
Attachment A Resolution
Exhibit 1: Agreement