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Home My WebLink About2006 S Purchasing - Contract for Roof Asset Management Program Updatea ~MACTEC January 19, 2006 Mr. Wayne Fenton Acting Director, Public Works, Orange County Highway 86 North Hillsborough, NC 27278 RE: Roof Condition Survey and Asset Management Program. Orange County MACTEC Proposal No. 06RAIL030 Dear Mr. Fenton: We are pleased to provide this proposal far performing a roof condition survey of County-owned facilities. We understand that the County is interested in gaining insight into the current condition of existing roof systems as well as updating an existing database for roof asset management. We understand that approximately 33 facilities are to be included in the survey including but not necessarily limited to the following: New Court House Northern Human Services Southern Human Services (Old) Sheriff Administration Government Services Animal Control. Office 503 West Franklin Animal Shelter Homestead Community Center Dickerson House Old Court House Planning & Agriculture Center Old Motor Pool Facility Whitted Human Services Southern Human Services Recreation and Parks Jail Court Street Annex 501 West Franklin EMS-911 Public Works Administration Government Services Annex Efland Community Center. Orange Enterprises Public Works Storage Scope of Services Our services will include: 1. 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. Taking record photographs of each roof area and typical deficiencies. Mr, Wayne Fenton Roaf Condition Survey and Asset Management Program MACTEC Proposal IVa 06I2AIL030 January l9, 2006 Page 2 3. Updating existing plans of each roof showing major roof top equipment and features. 4. Providing a Roof Asset Management Program database utilizing Vertex to include all data noted herein for use by Orange County. We will set tip the program, input all data initially, then provide training to Orange County personnel regarding retrieval and input of information. Vertex is specifically designed for multi-facility Owners such as Orange County and can be accessed via Internet connection for easy review of data, reporting, costing analysis, etc. Vertex provides the ability to: • Quantify distresses and defects per asset • Calculate a condition index for all assets • Forecast assets' remaining useful service life based on Engineering standards NOT subjective opinion • Predict the future condition of an asset • Three levels of survey for appropriate & efficient modeling of ail assets (detail, sample & genetal) • Track warranties & estimates repair costs • Update assets' condition following repair or replacement activities • Track actual repair costs Vertex provides financial modeling of assets to include: • Prioritizing projects based on Return on Investment (ROI} • Modeling Owner's planning methods, strategic goals and Maintenance, Repair, and Replacement (MR&R) triggers • Development of optimized 1 to n year capital & expense budgets for maintenance, repair and replacement projects • Supporting unlimited "what if" modeling for developing funding scenarios • Quantifying deferred maintenance costs • Prioritizing spending across departments, sites, facilities and asset components Results of utilizing Vertex include: • Reducing annual Cap/Ex MR&R costs 10 - 20% • Extending asset useful service life • Improving facility condition -reduced maintenance tickets • Increasing operational reliability • Quantifying deferred maintenance costs • Developing defendable budget business cases • Providing auditable stewardship metrics (Sarbanes-Oxley, etc.) • Establishing a baseline to evaluate the effectiveness of planned MR&R activities • Providing an ongoing facility management program, not a snap shot o~ MACTEC Engineering anJ Consulting, lnc. 330( Atlantic Avenue, Raleigh, NC 27604 9t9-876-0416 Fax: 919-831-$136 Mr. Wayne Fenton O Roof Condition Survey and Asset Management Program MACTEC Proposal No oGRAfL03(1 January 19, 2WG Page 3 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 byway of ladders, a roof hatch, or stairway. 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 will make repairs using generally accepted roofing materials and practices, however, due to anticipated detez•ioration and the otherwise unknown physical condition of existing materials, we cannot assume responsibility for the watertight integrity 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. Fees We propose to charge for the services outlined herein a lump sum fee of $13,900. Schedule We propose to begin the tequested services upon receiving your written authorization to proceed and will complete the work within a mutually agreed upon time fi•ame. Authorization Should you accept our proposal, please execute the attached Proposal/Work Acceptance Sheet and return it to our office fot• countersigning, after which we will return it to you. To expedite our commencement of this project, you may fax the signed proposal to us at (919) 831-8136. Please note that our invoice is payable on receipt. MACTEC Engi»ecring an<t Cansuliing, [nc. 330{ Atlantic Avenue. Raleigh, NC 27GU4 919-876-0416 Fax: 919-831-8136 Mr. Wayne Fenton Roof Condition Survey and Asset Management Program MACTEC Proposal No 06RAIL030 January 19.2006 Page 4 o We appreciate the opportunity to submit this proposal and look forward to working with you on this project. Should you have any questions or need additional information, please advise. Sincerely, MACTEC Engineering and Consulting, Inc. r Jeffrey L. pady, RC Dan D. Blair, Jr. PE Director, Faciliti s Group Principal Engineer ~~~ (~ ~~is~t~ MACTEC tinginecring and Consulting, inc. 3301 A[lantic Avenue, Raleigh. NC 2760a 919-876-041G Fax:919-R31-8136