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HomeMy WebLinkAboutAgenda - 03-23-1993 - III-B 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. .27:r-B ACTION AGENDA ITEM ABSTRACT Meeting Date: March 23, 1993 SUBJECT: CONTRACT APPROVAL; ENGINEERING DESIGN FOR NEW COURTHOUSE ROOF REPAIRS DEPARTMENT: PURCHASING AND CENTRAL SERVICES PUBLIC HEARING: YES: NO:XX ATTACHMENT(S): INFORMATION CONTACT: PAM JONES, ext. 2650 Agreement from RTD Associates or WILBERT MCADOO ext 2626 Telephone Numbers- Hillsborough 732-8181 Chapel Hill 967-9251 Mebane 227-2031 Durham 688-7331 PURPOSE: To consider an agreement with RTD Associates for design of roof replacement system at the New Courthouse, Hillsborough, NC. BACKGROUND: We have recently observed evidence of leaks in the Superior Courtroom. Inspection of the roof above that area indicated deterioration of the roof. At our request, RTD Associates did a preliminary analysis and have recommended replacement of the built up portions of the roof. This includes approximately 5600 square feet of roof. RTD Associates worked with us to replace the roof at the Central Recreation Center in Hillsborough, with very satisfactory results. They have demonstrated strong expertise in the design and installation of roofing systems and have worked with us to bring the project in within the budget allocated. For these reasons, we are recommending that the Board accept their attached proposal for design engineering and contract administration services in an amount of $3,275. Funds to replace the roof are included in the Capital Improvements Plan ($50,000). It is anticipated that the bids for roof replacement will be solicited within the next 60 days. RECOMMENDATION: The Manager recommends approval of an agreement with RTD Associates,for engineering design and contract administration services for the New Courthouse roof, in an amount not to exceed $3,275; and authorize the Chair to sign on behalf of the Board. Roof Engineering Technology R D Diagnostics and Design 5500 Executive Center Dr., Suite 117 Associates, Pal. Charlotte, NC 28212 704-536-3322 ,. 1"- 2 February 25, 1993 MAR -3 1 pin r : . j Mr. Wilbert J. McAdoo Re : New County Courthouse Orange County Hillsborough, NC P.O. Box 8181 Hillsborough, NC 27278 Dear Mr. McAdoo: As a Professional Engineering firm specializing in the specific area of Roof Diagnostics, Engineering, Design and Project Management, we respectfully request your consideration of the following proposal . We propose to provide our specialized Roof Engineering expertise as listed below for the above-referenced project. ENGINEERING DESIGN AND CONTRACT ADMINISTRATION SERVICES Phase # 1 : Project Planning and Staffing A Project Manager shall be selected within our firm to work closely with the Owner 's representative from inception to successful completion of the project. Phase # 2 : Project Requirements Review A careful and methodical study of the previously prepared Roof Diagnostic Report (as prepared by our firm) shall be performed to correlate the existing conditions, problems and viable solutions for corrective action. Phase # 3 : Project Scheduling We shall prepare a tentative work sequence schedule for the Owner's representative, to establish time frames for all phases of Engineering, Design, and Construction work to be performed. Phase # 4 : Performance Criteria Analysis Due to the sensitive and reactive nature of the roofing systems available today, a Performance Criteria Analysis shall be developed in order to determine the actual requirements of the roof membrane, insulation, attachment procedure, drainage, customized details, etc. COMPANY NAME: Orange County Page 3 PROJECT NAME : New County Courthouse LOCATION: Hillsborough, North Carolina Phase # 4 : Performance Criteria Analysis Cont 'd. This Performance Criteria shall consist of a site visit to evaluate all conditions which must be considered during the roof system selection process, in regard to building and Owner requirements . Phase # 5 : Roof System Evaluation and Selection Once the Performance Criteria has been established, research shall be performed to determine which of the many systems available have technical capabilities which are strictly compatible with this criteria. The significance and importance of this phase is to properly select the right system, which will provide our client a successful roof system with maximum longevity, minimum annual maintenance costs, and maximum return on investment. Phase # 6 : (Schematic) Roof Engineering and Design A preliminary engineering and design shall be performed to establish the requirements for the various components of the roofing system, such as membrane, insulation, attachment procedure, associated details , etc. , and to organize the content and format of the technical portion of the design specifications, which will become an integral part of the Contract Documents . This technical section dictates the standard of quality in materials and workmanship. It also outlines the existing conditions, scope of work, materials to be used, and execution of work to be performed. Phase # 7 : (Schematic) Drawings and Customized Detail Design Documentation During the site visit referred to in Phase #4, the Project Manager will evaluate each and every different detail requirement such as base flashings, edge flashing, vent pipes, equipment curbs, etc. , for customized detail development and illustration. Also, a comprehensive roof plan will be developed to show local placement of equipment, drainage dimensions and other pertinent data for final working drawings development. RTD Roof Engineering Technology Diagnostics and Design 5500 Executive Center Dr..Suite 117 Associates.PA. Charlotte,NC 28212 704.506-3322 COMPANY NAME: Orange County Page * PROJECT NAME : New County Courthouse LOCATION: Hillsborough, North Carolina Phase # 8 : Front-end Portion of the Bid Document Development In the best interest of the Owner, it is imperative that the total bid document package contain legalities pertaining to general conditions of the project, insurance requirements, job-site use and behavior by Contractor, time of completion, liquidated damages, quality control statements, Performance and Payment Bonds, etc. , to ensure all parties have a clear understanding of who is responsible for what. An interview with the Owner's representative will be conducted by the Project Manager, to discuss the various items necessary for the front-end documents, in order to comply with professional contracting practices and your organizational policies . Also, certain times, dates and places will be established within these front-end documents for the bid advertisement, pre-bid meeting, bid receipt and contract award, etc. Phase # 9 : Final Engineering, Design, Drawings/Details , and Specification Development (Bid Package) Under this phase, the completion, correlation and merging of all comprehensive components of the bid documents shall be completed and submitted to the Owner 's representative for approval . The Bid Package shall include: ( 1) Invitation to Bid (2 ) Statement re General Conditions (AIA - A201 ) ( 3) Supplementary General Conditions (4 ) Statement re Instructions to Bidders (AIA - A701 ) ( 5) Supplementary Instructions to Bidders ( 6) Form of Proposal. (7 ) Bid Bond ( 8) Statement re Form of Agreement (AIA - A101 ) (9 ) Performance Bond ( 10) Payment Bond ( 11) Division 7 - Roofing Technical Specifications ( 12 ) Working Drawings and Customized Details NOTE: 10 sets of Contract Documents shall be provided for Owner and Contractor use. RTC Roof Engineering Technology Diagnostics and Design 5500 Executive Center Dr.,Suite 117 Associates,PA. Charlotte.NC 28212 704.596-3322 COMPANY NAME: Orange County Page 4 PROJECT NAME: New County Courthouse LOCATION: Hillsborough, North Carolina Phase #10 : Contractor - e-•ualification Investiga ve research sh. be performed 'ithin the t j roof in. contracting co ' •nity to determ' -e and select 0 • qual ' y roofing con- actors who - e suited and qua ified for this r oject. e desired qu. ifications sh. 1 include: rack record, size, = perience, manp• er, financial tatus, c),,OP‘ approved appl ' cator of the sys em specified, ility to perform wor. within the stir lated time pe iods, etc. Phase #11 : Invitation to Bid Upon receipt of your approval of the Bid Documents, the pre-qualified, selected roofing contractors will be contacted and forwarded a complete set of the Bid Documents for bid preparation. it is the intent to invite a sufficient number of contractors to bid in order to receive a minimum of three bids on the project. Phase #12 : Pre-bid Conference On the pre-established date, the Pre-bid Conference will be conducted by the Project Manager at the project site. This meeting shall be attended by the Owner's representative and invited contractors . The Pre-bid Meeting shall be divided into two sessions: 1st Session: Inside the facility, preferably a Conference Room. During this session, the contents of the Bid Documents shall be discussed and any questions answered, in order to thoroughly explain and clarify the full scope of work to ensure comparable bidding understanding. 2nd Session: On the roof. All parties shall be given the opportunity to tour the roof to verify existing conditions and scope of work involved. Minutes of the meeting shall be recorded and will become an integral part of the Project Manual. Roof Engineering Technology RTD Diagnostics and Design 5500 Executive Center Dr.,Suite 117 Associates.PA. Charlotte,NC 28212 704.536.3322 COMPANY NAME: Orange County Page 5 PROJECT NAME: New County Courthouse LOCATION: Hillsborough, North Carolina Phase #13 : Receipt and Tabulation of Bids On the pre-established time, date and place, the Project Manager shall assist the Owner's representative in receiving, opening, and tabulating the contractors ' bids. A careful review of each bid shall be performed to verify the completeness, and extent of each bid as required by the bid package. The bids shall be tabulated to determine the apparent low bidder. Phase #14 : Contract Administration Upon confirming the bids to be in strict compliance with the bid documents and project requirements, a recommendation for award shall be made to the Owner. After receiving approval by the Owner, the Contract Documents shall be prepared by the Project Manager, in triplicate, to be executed by the Contractor and then the. Owner. During the Contract execution process, a Letter of Intent shall be issued to the Contractor (with Owner's authorization) , so that the Contractor can proceed with his scheduling. Once all three copies of the Contract have been executed, the Owner, the Contractor and RTD Associates will maintain a copy for their record. PROJECT MANAGEMENT SERVICES Phase #15 : Pre-Construction Conference On the pre-established time, date and place, the Pre- Construction Conference shall be conducted by the Project Manager. During this meeting, the full scope of work shall be reviewed by all parties present. Other pertinent project requirements shall be discussed and agreed upon such as : staging areas, schedules, pay requests, communication channels, use of facilities, submittals, etc. Minutes of this meeting shall be recorded and will become an integral part of the Project Manual . RTD Roof Engineering Technology Diagnostics and Design 5500 Executive Center Dr..Suite 117 Associates.PA. Charlotte,NC 28212 704.596.3322 COMPANY NAME: Orange County Page 6 PROJECT NAME: New County Courthouse LOCATION: Hillsborough, North Carolina Phase #16 : Submittal Review and Approval Upon receipt of the submittal package, as provided by the Contractor, the Project Manager shall carefully review all material samples, material technical data, etc. , to confirm compliance with the requirements of the Specifications and Bid Documents . Phase #17 : Verification of Material Delivery and Proper Storage The Project Manager shall visit the project site to inspect and verify the type, condition and quantities of materials stored are in compliance with the material requirements as specified. The type and quality of storage facility, covers, etc. shall be inspected to verify proper protection from damage and weather as specified. Phase #18 : On-site Inspection The Project Manager shall visit the project site at such intervals as stipulated by the agreement between RTD Associates and the Owner. During the on-site inspection, the quantities and quality of application shall be carefully inspected to verify strict compliance with the contract specifications. Progress update reports shall be provided to the Owner as required and shall consist of written and photographic documentation of work performed to date. Upon request, RTD Associates will be available during and after project completion to assist the Owner with additional services beyond the scope of this agreement, i.e. , quality assurance, non-destructive moisture tests, warranty enforcement, warranty inspections, trouble shooting and moisture intrusion identification. Phase #19 : Pay Request Review, Verification and Approval Upon receipt of the Contractor's Pay Request, the Project Manager shall review, verify and approve properly substantiated payments due and forward to the Owner for payment. 1 RTD Roof Engineering Technology Diagnostics and Design 5500 Executive Center Dr.,Suite 117 Associates.PA. Charlotte,NC 28212 704.506-0022 COMPANY NAME: Orange County Page 7 PROJECT NAME: New County Courthouse LOCATION: Hillsborough, North Carolina Phase #20 : Final Inspection and Project Compliance Verification Upon notification by the Contractor that all work has been completed, the Project Manager shall perform a final inspection to verify that all project and contract document requirements have been successfully satisfied and completed. Phase #21 : Assembly and Submission of Project Close-out Documents The Project Manager shall co-ordinate and assemble all project close-out documents, such as Warranties, Certificates of Compliance, etc. , to be forwarded to the Owner, along with the approved final Contractor pay request. RTD Roof Engineering Technology Diagnostics and Design 5500 Executive Center Dr.,Suite 117 Associates,PA Charlotte,NC 28212 704536.3322 COMPANY NAME: Orange County Page 8 PROJECT NAME: New County Courthouse LOCATION: Hillsborough, North Carolina SCOPE OF WORK AREA (SF) FOR THE SUM OF: Engineering, Design & Built-up Contract Administration Roof Areas Project Management Services Phases 1-17, 19-21 On-Site Inspections Phase 18 (includes 2 inspections : 1 project startup and 1 interim) Total $ 3,275 . 00 Includes Travel and Per Diem NOTE: Additional services provided on this project by RTD Associates at the request of the Owner which exceed the Scope of Work as listed herein will be invoiced at the appropriate rate. All services provided by RTD Associates shall be performed by our staff of professional, experienced and qualified individuals in order to provide you (our client) with not only a successfully completed project, but an opportunity of joining our valued list of satisfied clients. On behalf of our entire staff, we thank you for the opportunity of presenting this proposal and your consideration of allowing us to become a vital part of this project . Respectfully submitted, RTD ASSOCI� ES, P.A. /,/,,ni Bob 0. Bryn, P.E. President BB: 11 Accepted B : P Y \_ Title: �.�.. -(//'� Date: RTDf Engineering Technology Diagnostics and Design 5500 Executive Center Dr.,Suite 117 Associates,PA. Charlotte,NC 28212 704-536-3322 TERMS OF PAYMENT & GENERAL CONDITIONS 1 . Roof Analysis : 50% upon initiation of contract, 50% upon delivery of report. Specifications : 50% upon initiation of contract, 50% upon completion of specification pkg. On-Site Inspection: 50% upon initiation of contract. Balance paid in proportion to progress of work. 2 . Finance charges of 1 1/2% per month will be assessed on all unpaid balances beyond the terms outlined above. 3 . The owner shall be responsible for providing: (A) Access to the job-site and the roof; (B) Removal of sny ponding water on the roof surface. 4 . We require a letter of acceptance, a signed copy of this proposal or a written purchase order from your company, prior to performing this work. 5 . RTD Associates, P.A. reserves the right to invoice for any additional area, over and above the specified area and any services performed that are not included in this proposal such as warranty enforcement ( $52/Hr. ) consultations ( $52/Hr. ) , per diem ( $75/Day) , travel expenses ( $ . 35/Mi. ) , or any other related costs above and beyond the herein listed scope of work. Duplicated copies of diagnostic report - $150; photocopies of diagnostic report - $25-$50 (depending on size and nature of report) ; extra copies of specs, plans & contract documents - $50 . 6 . Please note that this proposal may be withdrawn if not accepted within ( 30 ) days from the date on the proposal . 7 . A Certificate of Insurance will be furnished upon request. 8 . Delay Clause: Should the work be delayed of no fault of RTD Associates, the additional time shall be invoiced at the rate of $52 . 00/hour. 9 . Should the roof be under warranty, all core cuts and moisture probes shall be performed by the warranty issuer or contractor. Any charges for core cuts or probes shall be the responsibility of the owner or contractor. 10 . The drawings, specifications and other documents furnished by RTD Associates are instruments of service and shall not become the property of the Owner whether or not the Project for which they are made is commenced. Drawings, specifications and other documents furnished by RTD Associates shall not be used by the Owner on other projects, for additions to this Project, for completion of this Project by others, except by written agreement relating to use, liability and compensation.