HomeMy WebLinkAboutAgenda - 03-04-1998 - 9cORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. 9-C
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 4, 1998
SUBJECT: Roof Appraisal approval
DEPARTMENT: PURCHASING AND Public Hearing: No
CENTRAL SERVICES Budget Amendment Reqd? No
ATTACHMENT(S): INFORMATION CONTACT:
Wilbert McAdoo; ext 2626
Pam Jones, ext. 2650
Summary of proposals
Telephone Number-
Hillsborough 732-8181
Chapel Hill 967-9251
Mebane 227-2031
Durham 688-7331
PURPOSE: To consider approving a contract with CTL Engineering to conduct an
appraisal of roofs on all County buildings.
BACKGROUND: The Board had previously considered retaining a irm to conduct a
roof appraisal for a sum of $23,040. Encouragement from the Board prompted a
broader solicitation for this service.
A summary of the proposal results and the corresponding scopes of work is attached.
Major factors considered in this recommendation include:
• CTL Engineering offers a scope of work which includes subsurface testing within the
base proposal costs; and
• TFTe bad proposal cost, $16,900, is the lowest cost of all proposals received; and
• While CTLEngineering has over 30 years experience in evaluating roofs and roofing
system, they are also an engineering firm. This provides the County with abroad
base of•expt~rtlse-as the County's buildings are assessed.
• As with all proposers, CTL Engineering will present our information in an easy to
understand and operate, automated format that will serve as a valuable tool for
Public Works as they plan for future roof repairs and replacements.
• CTL will provide recommendations for aten-year maintenance/replacement program
which will serve as a basis for future funding requests as well.
• References for previous services offered by this firm have indicated that the firm is
very able to do the work and produces the quality results the County is seeking.
• CTL Engineering can complete the work within the timeframe established by the
Public Works Department.
• The Public Works Director spoke to some of the references listed in the proposal.
Without fail, CTL was reported to fulfill the contract in an exceptional manner and to
provide accurate budgetary estimates. In addition to numerous large corporations,
references included several school districts including Durham and Wake County.
RECOMMENDATION: The Manager recommends that the Board approve CTL
Engineering to conduct a roof appraisal on all County buildings commensurate with the
proposal submitted dated January 21, 1998; and authorize the Purchasing Director to
execute incidental paperwork necessary to complete this process.
Associates, P.A.
Novtmber 4, 1997
Mr. Wilbert J. McAdoo
Director of Public works.
Highway 86 North
Hillsborough, NC 27278
Dear Mr. McAdoo:
Re: Visual Roof Analysis
Shingled Roof Areas
As a Profesabnal EnBmeaing fi>sn sped in the specific areas of Roof Diagnostiq, F,ngioeering,
Design,. and Project Mansgemr~nt, we respectfully request Your consideration of the folbwing
ln'opo~-
we propose to pe~ovide our Roof Engineering expertise as listed bebw for the above
referenced project.
1. Visaat Aaatv>da
A visual ia~pection shaa be pearBormed of the roof surfe~x area w bcate, ident~r, and document
the surface deficiencies, iochdmg those relating to currenot or anlticipated water entry.
2.
A staterne~t to the roofs current state of condition and relative problems shall be
made, 60 bir a star~n>Ieot di,cusaiog the various ~ of viable corrective actions.
3. Bndget Cow
A prel'mmary esti~a of contractor's labor and material costs for the recommended conrctive
act~ns shall be Galculsted.
Root Engineering Technology, Diagnostics 8 Design
550x117 Exacutiw Canter Drive • Charl~te, NC 28212-8821 • 704.536.3322 Fax 704.536.4233
Fort HAiN, SC • Isle of Palms. SC
4
NAME: Mr. Wilbert J. McAdoo, Director of Public Works Orange County
PROJECT: Visual Roof Analysis, Shingled Roof Areas
DATE: November 4, 1997
An Eaaecutive Simamry IettH addressing the condition of each shingled roof area will be provided
and will iachide the Solbaring
1. Ea3ecutive 3ummsry
2. Facdity Ddc~tion
4. Statement Addressing the State of Condition
S. Ra:ommmdstioad >S~r Contctive Action
6. ConnctiNe Action Budget Projection.4
SCOPE OF WORK ROOF AREA FOR THE 3UM OF:
~ sr~
Shelter, Chapel Hdl
Near Court House, Hillsborough
E1bL4-91 I, Chapel H~7I
Southern Human Services
Public Words Administration
Homestead Com®unity Center
Sheriff Administration
JaF
EBmd Commavaity Cuter
Govemns9rt Services Anneac
Dic]ca~son House (Cedar, Hi~toricsi)
{~~-~ TOTAL SQUARE FOOTAGE
~g
~7,16Z 3.F. S3,8S0.00
Inclt~g Travel
~ Per Dite~nr
Roof Engineering Technology, Diagnostics ~ Design
5500 Exacutlve CantN Oriw. Suite 117• Charbtta, NC • 28212-8821 704.538.3322 Fax 704.536.4233
Associates, P.A.
NAME: Mr. Wilbert J. McAdoo, Director of Public Works Orange County
PROJECT: Visual Roof Analysis, Selected Roof Areas
DATE: November 4, 1997
~Q,'~; Addmatd se~vias provided on t~ris project by RTD Associates at the request of the Owner
which exceed the Scope of Work ag listed herein will be invoiccd at the appropriate rate.
All services provided by RTD Associates shall be performed by our staff of profmsionai, experienced,
and qualified 'individuals in order to pmvide you with not only a successfully completed project, but
an opportunity of joining our vahyod list of satisfied clients.
On behalf of our entire staff; tare thank you f+or the oppommity of presenting this proposal and your
coa~ideration of albaiog ~ to become a vital part of this project.
Respcctfully suhoaRted,
RTD ASSOCIA Sf P.A.
Tomm4r Hooter
Business DeMebpo~
cc:BB
oiur+aet.vrs
Tale:
Date:-
Roof Enginsar~tg Technology, Diagnostics 3 Design
5500 E'sxeaaliv~ Cantat D~tw, Braila t LT • Cft•tlOta. NC • 28212-8821 704.536.3322 Fax 704.536.4233
Associates, P.A.
Associates, P.A.
November 4, 1997
Mr. Wilbert J. McAdoo Re: Roof Analysis
Director of Public Works. Selected Roof Areas
Highway 86 North
Hillsborough, NC 27278
Dear Mr. McAdoo:
As a ProSessional Fn~g Sian sped in the specific areas of Roof Diagnostics, Engineering.
Design, and Project Managemeait, we respectfully request your consideration of the folbwing,
PmPo~ .
We propose to provide our specialmed Roof Engineering expertise as listed bebw for the abovo-
referenced Project.
1. Visrs;i A~ah~sis
A thorough visud iospectbn shall be performed of the roof surfacx area to bcate, identify,
and photograptricaIIyr doctmseotthe surface deficiencies, including those relating to current
or anticipated water emir.
z.
A con~ii8 and su~aface moisture evah>Iation shalt be performed using infra-red
12 sod mctear hydrogen detectbn Alt areas of sul>~surfsce moisture
or wet ioeuletioss stirs 6e bcaDed and confamed by galvanic moisture probing or core sample.
The anomaly (snl~surface moisture) will be delineated onto the roof surface and pbttcd by
sin on an arccoa~aayiog roof plan. Written and photographic documentation wilt also be
provided to support all i~ormstion gathered and evah>lated.
Roof Engineering Technology, Diagnostics ~ Design
5500.117 Executive Center Drive • ChaAotte, NC 28212-8821 • 704.538.332? Fax 704.538.4233
FoR MCI, SC • Isle of Pa1rrK. SC
NA1ti1E: Mr. Wilbert J. McAdoo, Director of Public Works Orange County
PROJECT: Roof Analysis, Selected Roof Areas
DATE: November 4, 1997
3. Core 3u~nk Aaa sis
Corr samples of the roof assembly shall be taken and evaluated to determine:
a. The type, quantities, and condition of the various materials which are contained witl>m
the roof assembly..
b. 'The condition of roof substrate (deck) shall be dctermined and documented at the
location of the core sample taken.
Written and p~hotogrsphic documentation shall be provided to illustrate the above factors.
4.
a. Aa examination and calculation of the existing drainage integrity and capacity small
be made and compered with the actual existing requirements,
b. Calculated documwtatbn of any dead load contnbution by ponding water sha11 be
performed. A roof plan lag approximate sme and location of drainage
deflcimcies shell be inch>ided.
5. Ea__L~' Loan Evala>atlos}
A formatted con>~on of the ss-d~si~o~ed "R" Vahx with the a "R" Vahx shall be
compiled to reflect, in douses, aay eaargy loss due to sub-surface moisture or wet insulation.
6. ~
A mathematical caia>ktioa wdt be performed to illustrate the bngevity, as affected by the
compouodi<eg one of ai~eting roof pinobkms or deficiencies. A lineal chart wdl be provided
to giephically ilhas;eate the anticipated e$ective roof service life remsmbg.
~.
A stail~meat peataa~ to the roofs cun~ent state of condition and relative problems shall be
msdet;.~~Med bg a staoament the various alternatives of viable cortec~tive actions.
8. Bad
A preliminary estimate of contractors labor and material costs for the recommended
corrective actions shell be calculated„ A roof service liSe chart will also be iachrded to
illustrate the pr+o-rated IiSe cy+ck costs of maintenaa~ce costs versus replacement costs and
potential extended service life through maintenatice.
Roof Enginesring Technology, Diagnostics d~ Design
5500 Exacutlvs Cantor Drive, Suits 117 • t~arbtta, NC • 28212-8821 704.538.3322 Fax 704.536.4233
Associates. P.A.
YAME: Mr. Wilbert J. McAdoo, Director of Public Works Orange County
PROJECT: Roof Analysis, Selected Roof Areas
DATE: November 4, 1997
A compc~i~:written and photographic report shall be provided to document and subee our
findings. This report shall inchide:
1. Executive Suasamtyr
2. Facility Dexriptioa
3. Sub~Surfaoa Moisture Documeaotatiaa
(a} Infra-Red T'hermogtama of Anomalies
(b) Actual Cobs Photographic Documentation
(c) Ammsly Dex~tion and Cau.9es
(d} Nuclaa Hydrogen Cotmt Documentation
(e} Galvanic Moisture Probe Rewlts
(fl Ammaly-
(g} Roof Plm with Ammaly Locatioffi as Delineated on Roof SurSrcx
4. Surface DeRciencies~
(a} Photographic Doatmeatatioa
(b} DeBcidscy Damon, Cauca, and Ef£cct
S. Internal Components Breakdown and Analysis (Core Samplas}
(a} Photographic Documantation
(b} .Don of Components
(c) Evahtation ResuitsR
6. Roof Drainage Pro$ie A~lysis
(a}
(b) Pondiog Load Contnbution Study
(c) Drainage Rata Study
(d) Phatogtapi~uc Documentation
(e) Roof P1es with Pondmg I,ocatioas Identised
7. Roof Los 8vaiastiion
(a} ., y As-New Study
(b~ P.nee~Bti$cieocy C~are>atly Eadsting
8. Serviceability Forecast
(a) Serviceability Forecast Chart
(b) Roof Service Life Curvy
(c) Ecomnric Fly
(d} LiEo-Cy~cla Coating
Roof Ettginesting Technology, Diagnostip 8~ Design
5500 Executlv~ CantK O~iw, SuiEa t 17 • diarloth, NC • 28212-8821 704.538.3322 Fax 704.538.4233
Associates. P.A.
YAME: Mr. Wilbert J. McAdoo, Director of Public Works Orange County
• PROJECT: Roof AnatYsis, Selected Roof Areas
DATE: November 4, 1997
9. Cone Adg the State of Condition
10. Recommendations fnr Corrective Action
11. Contietiv~e Action Budget Analysis
score: o~ woi~ RooF AxEw
~ BUII..T UP ROOF
- 9
New Court House
Whiffed Human Services Centetr
Northern Human Services, Cedar Grave
Southern Human Services, Chapel Hffi
Rectestion tit Parks, FL'llsborough
Sheriff Admioisttatiun
Jai
Government Services
Court Street Armex
Animal Control Office
SOl West Franklin Street
503 Wpt Franklin Street
TOTAL SQUARE FOOTAGB
115,937 S.F. 510,208.00
Incltd~ng Travel
c$ Per I33t~
~.
sesvioes provided on this project by RTD Associates at the request of the
`E'!ar>~which`e~axed the Scope of Work as listed ht;trein w91 be invoiced at the
~~
Roof Erxfinesring Technology, Diagnostics 8 Dear
5500 Executive t.antar Drhre, Seib 1i7• CftatbW. P1C • 28212-8821 704.538.332? Fax 704.538.4233
Associates. P.A.
YAME: Mr. Wilbert J. McAdoo, Director of Public Works Orange County
PROJECT: Roof Analysis, Selected Roof Areas
DATE: November 4, 199'7
10
All services provided by RTD A.geociates shall be per6~rmed by our staff of professional, e~
and qualified individuals in order to provide you (our client) with nut only a successfully completed
project, but an opportunity of joimr~ our vah~~ed list of satisfied clie~s.
On behalf of our entire staff we thank you for tl>Ie opporhmity of presenting this proposal and your
coon of albwing us to become a vital part of this project.
Respectfiilly submitted,
RTD ASSOCIATES, P.A.
Tommy
Business Developime~nt
cc:BB
Title:
Darter
Roof Engineering Technology, Diagnostics ~ Desi~
5500 lex~cutiv~ Gnt~r thtw, Suib 117• Charbtt•, MC • 28212-8821 704.538.3322 Fex 704.538.4233
Associates. P.A.
Associates, P.A.
November 4, 199?
Mr. Wilbert J. McAdoo
Director of Public Works
Highway 86 North
Ht7lsborough, NC 2727$
Dear Mr. McAdoo:
Re: Visual Roof Analysis
Selected Roof Areas
11
As a Pro>i~sional F~ngbeariog firm sped ~ the speck at+eas of Roof Diagnostics, Engmeering,
Design, and Project Manegeioaenit, we my request your considdation of the folbwing
1~Po~•
We propose to provide our specislmed Roof Engineering expertise as listed bebw for the above
referenced project.
1. Visual Ae>tl
A thoroughvisual impectbn shell be performed of the roof surfsoe area to bcate, identify, and
photocally doeumeat the surFsce deficiencies, iacbdmg those re)etmg to curre~ or
~~ ~--
2.
A statetmea~ p to the roofs current state of condition and relative problems shall be
made, fi~Boslwd 6~ a statemeiot dixuasiog the various alternatives of viable corrective action4.
3. Budgg~Earlrr~. _
A prel®ary eat~ste of corrector's labor and material costs for the recommended corrective
actions shall be calculated. A roof service life chart will aL~o be inch>ided to ilh~ate the pro-
rated lifee cycle costs of meiaoteneooe costs versus replacement costs and potential extended
service life through maiotenancx
Rooi Engineering Technology, Diagnostics 8 Design
5500.117 Exewtive Center Oriw • Charlotte, NC 28212-8821 • 704.536.3322 Fax 701.538.4233
FoR f1AlM, SC • lak of Palms, SC
12
NAME: Mr. Wilbert J. McAdoo, Director of Public Works Orange County
PROJECT: Visual Roof Analysis, Selected Roof Areas
DATE: November 4, 1997
A coniv~e written and photographic report shell be provided to document and substantiate our
findings. This report wall inch~de:
1. Executive Sumoasry
2. Fac~itjr Description
3 Master Roof Plan
4. Conchnions Addressnsg the State of Condition
S. Reoommmdationa £or Corrective Action
6. Corrective Action Budget Analysis
AD ~TAL ROOFS
Old Court House Hillsborough
Orange Enterpri.9es
Plsoomg ~ Agricultural Center
Public Works Storage
(3overameat Services Center
Court Stmt Annex
Aaiiosl Control Oficx
Old Motor Pool Facfiity
,$~,ATE ROOFS
Ja0
SOl West Franklin Strxt
' 503 West Franklin Street
TOTAL SQUARE FOOTAGE
53,161 S.F.
~~ ll : ~ lu ~
ss,lsz.oo
Including T3-avel
~ Per Dien
Roof Engineering Technology, Diagnostics 8~ Design
5500 Exacutlv~ Canter OrN~, Suit 117 • Charbtte, NC • 28212-8821 704.538.3322 Fax 704.535.4233
Associates. P.A.
YAME: Mr. Wilbert J. McAdoo, Director of Public Works Orange County
PROJECT: Visual Roof Analysis, Selected Roof Areas
DATE: November 4, 1997
13
~Q~; Additbnsl services provided on tiro project. by RTD Associates at the request of the Owner
which exceed the Scope of Work as listed herein will be im+oiced at the appropriate rate.
AIl services pa+ovided by RTD Associates shall be pezfonmed by our staff of professional, experienced,
and qualified individuab in order to provide you with not only a successfully completed project, but
an opportunity of joiamg our valued list of satis5ed clients.
On behalf of our entiine staff we thaak you for the opportunity of presenting this proposal and your
consideration of aibvaring ua to become a vital pert of this project.
cc:BS
o~+rioai.vrs
A,cctpted 13y:
Tito:
Date:
Roof Enginesritig Technology, Diagnostics 8 Dear
5500 Exacutlv~ CaMar Dfi-s. Suit 117 • CharlotEa, NC • 28212-8821 704.538.3322 Fan 704.538.4233
Associates. P.A.
Cn ~, U1C.
1500 E Ctub 81rd..Durham. North Carolina 277tk-3404
Ptwne: 919/2'20.7892 • Fax: 919/220-0729
e•+nail: ctlncr @ interpath. com
Consulting Engineers • Testing • Inspection Services • Analytical Laboratories
January 30, '199
Mr. Wilbert J. McAdoa
Director of Public Works, Orange. County
Highway 86 North
Hillsborough, NC 27278---
RE: Roof Condition Survey and Asset Management Program
25 Facilities
Orange County
CTL Proposal No. 98-070005
Dear Mr. McAdoo:
14
CL
Es1a6Nshad 1927
We are pleased to provide this proposal for pertorming a condition survey of the goof of
each of the facilities referenced. In addition to conducting a condition survey other
objectives to be accomplished include:
*Establishment of a,prioritized maintenance and replacement schedule
'Itemization of remedial action and development of a scope of work
"Development of budgets
"Development and implementation of a Roof Asset Management Program
(RAMP) database for managing, tracking, and projecting needs and costs
In order to gain insight as to the location, size and type of roof of each facility to be
included as a part of this project, we visited each site. During our visit we also briefly
noted the genera! condition of the roof. As a part of this proposal we have included a
listing of each of ttt~ facilities, the roof type, and a notation regarding the condition of
the roof. 1't~el• t~nditiort is reflected as a scale from 1 (poor) to 5 (excellent). Please
note that therm conditiotrt is based on a very brief visual observation only. An in
depth surveyi°~€ rle~ded in order to determine the general condition of the roof and may
greatly efFea~~ ti~cn scale notation.
Otfices: Ohio, North Carolina, Pennsylvania, Virginia. West Virginia
15
Mr. Wilbert J. McAdoo
Roof Condition Survey and Asset Management Program
CTL Proposal No, 98-070005
January 30, 1998
Page 3
ROOF ENGINEERING SERVICES
Our services will include:
Conducting a thorough visual examination of the roof systems. The examination
will note deficiencies in the roof systems including field membrane,
baseflashings, roof, penetrations, perimeters and other roof related items. All
physical features will also be noted including drainage.
2, Performing anon-destructive survey to detect the possible presence of moisture
within the roof system. The survey will be performed utilizing nuclear, infrared,
or capacitance testing equipment and methodology. Areas suspected of
containing moisture (known as anomalies) will be confirmed through the use of
secondary testing methods which may include core sampling and laboratory
analysis. Confirmed anomalies will be delineated on the roof surface.
Please note that non-destructive surveys are generally performed on low sloped,
or flat, roof areas of appropriate type e.g. built-up, single ply membrane which
incorporate insulation into the system. Steeply sloped roofs such as shingles,
slate, metal, tile, etc. are generally considered not to be appropriate for non-
~.
destructive surveys.'
3. Evaluating core samples to determine the type, quantities, and condition of the
various materials contained within the roof system.
Taking record photographs of each roof area and typical deficiencies.
Preparing a plan of each roof showing major roof top equipment and features.
caring a written report summarizing our actions, observations, conclusions,
pohntia!' costs of any remedial work. As a part of that report we will include
rdpti~otographs and a sketch of the roof delineating major defects.
__r: ~ .
wilt include but not necessarily be limited to commentary regarding
g items-
analysis
survey results
fA6//EfA/~l6~+
16
1
Mr. Wilbert J. McAdoo
Roof Condition Survey and Asset Management Program
CTL Proposal No, 98-070005
January 30, 1998 __ .
Paget
The facilities ttt be included in the roof
program are as follows:
condition survey and asset management
Facili Roof Tvpe Condition Scale (1 to 51
1 -poor 5 -excellent
New Court House EPDM 4.0
Shingles 3.5
Whiffed Human Services Built-up 2.5
Northern Human Services Built-up 2.5
Southern Human Services EPDM 4.0
Southern Human Services (O ldj Shingles 2.0
Recreation and Parks Built-up 3.5
Sheriff Administration EPDM 2,0
Shingles 4.0
Jail Built-up 2.0
Shingles 3.0
Slate 2.0 -
Government Services
EPDM _
4.0
Metal 3.5
Court Street Annex Built-up 2.5
EPDM ~ 3.5
Animal Control Office Built-up 2.C~
Metal 2.5
501 West Franklin EPDM 3.0
Slate 1.5
503 West Franklin EPDM 3.0
Slate 1.5
EMS-911 Shingles 3.5
Animal Shelter Shingles 2.5
Public Works Administration .Shingles 4.0
Homestead. Community Center Shingles 3.0
Goverrf~nt Services Annex Shingles 2.5
Metal 3.5
Built-up 2.0
Dickerson tibu~ Cedar Shingles 2.0
Efland Community Center Shingles 3.0
Old Court House Copper 3.5 -
Orange Enterprises Metal 3.0
Planning ~ Agriculture Center Metal 2.0
Public Works Storage Metal - _ 3.0
Old Motor Pool Facility -Metal 3.D
~~~s~r
17
Mr. Wilbert J. McAdoo
Roof Condition Survey and Asset Management Program
CTL Proposal No, 9&070005
January 30, 1998 - -
Page 4
C. Serviceability forecast
D. Projected budgetary requirements
E. Conclusions and recommendations
7. Providing a Roof Asset Management Program (RAMP) database to include all
data noted herein for use by Orange County. We will set up the program, input
all data initially, then provide training to Orange County personnel regarding
retrieval and input~of information.
ASSISTANCE REQUESTED OF ORANGE COUNTY PUBLIC WORKS
We request your assistance in performing the requested services as follows:
1. Arranging. for safe access to each roof by way of ladders, a roof hatch, or
stairway and authorizing access during the hours of darkness should we need to
perform moisture surveys utilizing infrared methodology.
2. Arranging for access to the interior of each facility to ,allow examination of the
underside of the roof deck and observe for possible areas of leakage and water
damage.
3. Providing copies of plans, specifications, reports, etc for our use in performing
the requested services:
4. Granting permission to take record photographs.
5. Granting permission to make and repair test cores. Please note that test. cores
involve cutting. through the membrane, insulation and vapor retarder down to the
roof deck for the purpose of extracting samples and making observations. We
wilt ma[cs~ repairs using generally accepted roofing materials and practices,
however due to anticipated deterioration and the otherwise unknown physical
conditi-oL~ existing materials, we cannot assume responsibility for the
watertight irrtegrity of the roof system nor any resulting damages. Additionally,
should a roof be under warranty please arrange for and authorized roofing
contractor to witness and repair the test cut or provide written documentation to
the effect that our actions will not invalidate the warranty.
6. Advising us of your representative with whom we should contact with regard to
'~ performance of the requested services.
fiY~YffA/~Y6i'
18
Mr. Wilbert J. McAdoo
Roof Condition Survey and Asset Management Program
CTL Proposal No, 98-070005
January 30, 1998
Page 5
TIMING
We propose to begin the requested services upon receiving your written authorization
to proceed and will complete the work within a mutually agreed upon time frame.
COST - " "
We propose to charge for the services outlined herein a lump sum fee of
SIXTEEN THOUSAND NINE HUNDRED ($16,900.00)
AUTHORIZATIO(
Upon your review and. approval please indicate your acceptance of this proposal and
our authorization to proceed by signing below and returning to our office. If a purchase
order is to be issued, please reference this proposal in your purchase order.
Should you have any questions please contact our office at your convenience. We
look forward to working with you on this project.
Sincerely,
CTL Engineering, Inc.
J~.
Jeffrey . Sp , RR ,
Manager, R Iineerir-g Services
,~;-~t .
JLS/Iw -~
fiY~iiffi~/il'6~
19
January 22, 1998
Mr. V~ilbert J. McAdoo
Director of Public Works
PO Box 8181
Hillsborough, NC 27278
Dear Mr. McAdoo
Thank you for your~interest in our Tremco Roof Information Managemerrt (TRTi1~
program. As t mentioned on the telephone this morning ,in our rush to get you a proposal as
quickly as possible we described our TRIM program, but we may not have provided you with
enough details about how TRIM is the starting point of a good roof management program.
Our mission statement is: To Provide Our Customers with "Roofing Peace of Mnd". You
might ask "How do you provide that Peace of Mnd?" We start by keeping "Good Roofs Good".
The bottom line. way for Orange County to get the most out of its investment in root's is to start
with a complete inspection (Rfiich is included in TRIM). -_
After assunilating the inspection data, it is categorized by urgency. Replace (early and
delay), Restore (early and delay), Repair, good condition are the six categories. From these
categories we help.}-ou establish budgets. Tremco routinely helps clients (at no charge) fine tune
and prioritize their roofing budgets by suggesting proper repair and replacement methods. ~'Ve
have our certified and approved contractors look at pvterrtial repair, restoration and replacement
roofs to pro~zde you with the best solutions for your situation. A'e assist in preparing
specifications so you get apples to apples bidding. As the county completes projects this
information is emered i~o TRIM in the budgeting /actual and note sections so you always have
an accurate assessment and currerrt knowledge about your roofs. it becomes easy justify where
money has been spent and where money wdl need to be spent in the future. TRIM will also allow
you to show why money was spent or is needed in an organized and expedierrt manner.
The typical sceoariio is for a roofing program's cost to be a declining graph until eventually
it levels out point where the client's leak sensiti~itS~ and budget limitations intersect.
Initially most:odom have. to spend money on remedial repairs, preventative maintenance,
and roof re~p1s: As preventative maintenance starts lowering the need for remedial repairs
and poor roofs are replaced with quality maintainable roofs the annual cost decline.
When Tremco prepares a set of specifications, contractors are required to include
inspection days by our Technical Service Departmem (the number of days depends on the size of
the job). Our technical inspectors act as your agent to insure you. are getting the details and roof
that was specified and it is being installed according to good roofing practice. 1 visit all on going
jobs twice a week At the end of all project you are provided with a job close out manual that
includes specifications, inspection reports from our technical inspector, inspection reports from
20
my visits, photographs of the job in progress and a copy of our quality assurance warranty.
Because we Icnav~-that roofs must be maintained as part of our quality- assurance warranty your
new Tremco rot would be inspected 'during the second and fifth year. Any problems will be
brought to your attention and the responsible party Tremco, the contractor or Orange County will
be notified of needed repairs.
1 am proud to work for a company that expends so much time and effort insuring that its
products are of high quality and its services of value. This helps us to build long term relationships
with clients like Orange County. T hope you will give us the opportunity to be of service. Tf you
.have any questions about this letter or arty part of our proposal, please do not hesitate to call.
Sincerely,
Bill Paynter
Tremco, Field Advisor
_;
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January 21, 194
Mr. Wilbert J. McAdoo
Director of Public Works
Orange County
Highway 86 North
Hillsborough, NC 27278
=~
REF: Roof Management Inspection and Roof Information Management Interactive Software
Program
Dear Mr. McAdoo: ~ -
Per your request, listed below are the sites, category of roofs, and number of roofs to be
inspected for Orange County interactive roof information management program. :.
Categories & number of Roofs
Sites to be Inspected LSR /BUR Metal. & Slate Shingle
Animal Control Officc , . 1 2
Animal Shelter, CH 2
Court House (new) , H 4 1
Court House (old), H 1
Court Street Annex 2
Dickerson House 3
Efland Communes Center 1
EMS - 91 1, C~:- 1
Government Service Center f S 1
Government Service Annex ~ • 2 1 .
Homestead Community Center - „ 1
I
22
Sites to be Inspected LSR /BUR Metal. & Slate Shingle
Jail _ 5 1 slate 2
* 1 metal.
Motor Pool Fac~'itp (olds 1
Northern Human Service, CG 7
Orange Enterprises ~ 2
Planning & Agricultural Center 2
Public Works Administration 1
Public Works Storagt 1
Recreation & Parks, H 1
Sheriffs Administration 1 1
Southern Human Services, CH 4 2
SO1 West Franklin Street, CIS 2 ~ 1
503 West Franklin Streit, CH ~ 6 1
'Whiffed Human Service Ce~ec 6
TOTAL ROOFS to be s<rrveyed (763 46 14 16
LSR /BUR Metal 8t Slate Shingle
* Not included in original list of roof to be
inspected, observed and added
We propose to provides our RooF Inspection expertise as listed below for the above referenced
project.
Objectives:. To divdop and implenrart a Roofing Information Management Interactive Software
program for tracking, managing, and projecting roof repairs, restoration ~ and
replacement needs with budget costs.
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Scone of Work:
1. To develo~t an operational Interactive Roof Management Database software grogram with
information entries based upon roof condition survey and reports in the following specific
areas.
a. Facility
b. Roof sections
c. Roof assembly components
d. Details
e. Surface condition with problem identification, location, and quantities
f. Sub-surface condition with problem identification, location, and quantities on
designated Low Slope Roof
g. Roof design and installed details including Warranty infonmation
h. Leaklproblem repair history
i. Projected repairs, restoration and replacement requirements
j. Legend and recommendation options for corrective action
k. Roof section diagrams in CARD format
1. Ten• year maintenance, repair, restoration and replacement projection with
budget costs
m. Works management with the ability to sort roofing data
n. Financial management with budget for capita! and expense with actual cost
s
2. Software program report print-out capabilities:
a. Building and roof section inventory
b. Building information (General)
c. Roof section information (General)
d. Roof section repair history from actual cost incurred.
e. Annual visual inspcction update information from notes
f. Annual Subsurface moisture update information
g. Inspection schedule from query
h. Deficiency (Distress Analysis) type, location, and quantity information
i. Maintenance, repair, restoration and replacement analysis from budget
j. Msintmance, repair, restoration and replacement analysis summary
lt, ~- Roof condition index and frequency with ability to sort information into
categories
~:~ .Ten y+~ar budget plan and actual cost
nt Quesy development section so Orange County can set up data base and sort
in arty method pertaining to their management needs. This data base can be
downloaded in ASCII II text files or in the worksheets Nf~crosoft Excel, Lotus
123, Lotus Symphorry,lVficrosoft Multiplan and Visicaic Data Interchange.
24 ~
3. Deliverables: To provide the master loading program, 3.5" diskettes and CD Rom with data
entered, and training of personnel with system operation.
ion Complete Inspection including sub-surface condition of all Low Slope Roofs (LSR)
for the SUM of $ 21.742.55
i n Complete Inspection including sub-surface condition for roofs that may be insulated
for the SUM of $ 20.518.92
Option III Complete Inspection without sub-surface condition inspected
for the SUM of S 17.990.00
NOTE: Wa nxommend Option III based upon the fact that roofs that have failed or are not
insulated and of a very small size and have no reason to have asub-surface inspection.
Their condition will categorize them. Only those roofs that qualify for repair or
restoration should be surveyed.to determine if they stay in those categories:
We will be able to start inspection within three weeks after receipt of purchase order. It will
take a minimum of 12 dry working days for inspection to be completed. Therefore, we would
estimate a turn around time of 30 working days to complete project.
Respectfully submitted,
H. Hamblen
Tremco
CC: Pamela I~.7ones; Director
Oranga F ~ G Services
Bill PayrKer; 'F`rees--