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Home My WebLink AboutAgenda - 01-24-2006-5pORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: January 24, 2006 Action Agenda Item No. SUBJECT: Contract for Roof Asset Management Program Update DEPARTMENT: Public Works/ Purchasing PUBLIC NEARING: (YIN) No ATTACHMENT(S): Proposal for Roof Condition Survey and Asset Management Program INFORMATION CONTACT: Pam Jones, Purchasing Director, 919-245-2652 Wayne Fenton, Acting Public Works Director, 919-245-2628 PURPOSE: To consider approval of a contract for the assessment of the condition of roofs on all County buildings, and preparation of roof asset management software for those roofs. BACKGROUND: Beginning in 1997, Orange County contracted with CTL Engineers for completion of a Roof Asset Management Program (RAMP). This program included collection of relevant data for the roofing on all County buildings, including a professional assessment of the condition of each roof sector at the time, and cost estimates for repairs and/or replacements for a five-year period. Assessments and data collection were completed early in 1998. CTL used these data to prepare a five-year recommended repair and replacement schedule with cost estimates. The Board of Commissioners received the report in spring 1999. Staff has used the RAMP recommendations for roof replacements as a guideline each year in prioritizing roof replacement projects to be included in the County's annual Capital Investment Plan update. The original Roof Asset Management information and database was updated in 2000. No updates have been performed since that time. The evaluation of roof conditions should be updated periodically to verify conditions and repair and/or replacement priorities. The database also needs to be updated periodically to include buildings added since previous updates, Several buildings have been added to the County's inventory since the last update in 2000, with several more to be added in upcoming months. CTL is no longer offering roofing related consulting services, Jeff Spady, the project manager for the excellent work performed by CTL in the past for Orange County, is now with MACTEC Engineering and Consulting, Inc, Mr. Spady has provided the accompanying proposal at a quotation of $13,900 for performing the condition assessment, repair and replacement estimates, and needed software updating work, FINANCIAL IMPACT: The County's Capital Investment Plan includes monies to complete this project during 2005-06, at a cost of $13,900. 2 RECOMMENDATION(S): The Manager recommends that the Board of County Commissioners: 1) authorize the Purchasing Director to develop a contract, subject to final review by staff and the County Attorney, in the amount of $13,900 and based on the accompanying proposal from MACTEC Engineering and Consulting, Inc. for performing updated roof asset condition assessments and updating the County's roof asset management system; and 2) authorize the Chair to sign the contract. $ I//I 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 for 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 Ef'land Community Center Orange Enterprises Public Works Storage Scope of 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. Taking record photographs of each roof area and typical deficiencies. Mr Wayne Penton Roof Condition Survey and Asset Management Program NIACTEC Proposal No 06RAIL030 January 19. 2006 Page 2 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 up 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: 0 • 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 all assets (detail, sample & general) • 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 (Saibanes-Oxley, etc ) • Establishing a baseline to evaluate the effectiveness of planned MR&R activities • Providing an ongoing facility management program, not a snap shot MACTEC Engineering and Consulting, Inc 3301 Atlantic Avenue Raleigh, NC 27604 919.876-0416 Pax: 919-831 8136 Mr. Wayne Fenton O Roof Condition Survey and Asset Management Program MACTEC Proposal No 06RAIL.030 January 19, 2006 Page 3 Assistance Requested of Orange County Public Works We request your assistance in performing the requested services as follows: Arranging for safe access to each roof by way of ladders, a roof hatch, or stairway. I 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. 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, clue to anticipated deterioration and the otherwise unknown physical condition of existing materials, we cannot assume responsibility for the watertight integrity of the roof system not 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. Pees We propose to charge for the services outlined herein a lump sum fee of $13,900. Schedule 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. Authorization Should you accept our proposal, please execute the attached Proposal/Work Acceptance Sheet and return it to our office for 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 Engineering mnl Consulting, Inc 3301 Atlantic Avenue. Raleigh. NC 27604 919-876-0416 Fax; 919-831-8136 Mr. Wayne Penton ?../ Roof Condition Survey and Asset Management Program MACTEC Proposal No 06RAIL030 January 19,2006 Page 4 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. Jeffrey L. SpE Director, Faci Group Dan D- Blair, Jr- PE Principal Engineer 17,E ??,Nith ?tYnisttlcy? MACK lingineering and Consulting, Inc 3301 Atlantic Avenue, Raleigh, NC 27604 919-376-0416 Fnx: 919-931-3136