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Home My WebLink About05-08-2023 Work Session MinutesSTATE OF ALABAMA COUNTY OF BALDWIN ) ( ) ( The City Council met in a Work Session at 4:30 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 8 May 2023. Present were Council President Jay Robinson (arrived at 4:45 p.m.), Councilmembers : Jack Burrell, Jimmy Conyers, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks . Councilmember Corey Martin was absent. Council President Jay Robinson called the meeting to order at 4:45 p.m. The following topics were discussed: • The first item on the agenda was the Discussion to Repair and Replace Roof at City Hall/Civic Center. Public Works Director Richard Johnson presented a Power Point Presentation and explained the need for the repairs. (See attached handout) Mr. Johnson said there were no hard A&E costs, and Public W arks will manage the project. Councilmember Burrell said Mr. Johnson did a phenomenal job . Councilmembers Conyers and Boone said be did a great job . Mr. Johnson stated this was a group effort ; and thanked Assistant Public Works Director George Ladd . Council President Robinson commented this will prompt us to say what is next for the building ; and also said be did a great job . ., Public Works Director Richard Johnson began the Discussion of Clock Corner Project. He said City staff will do all electrical, irrigation , and plantings. Mr. Johnson said the pedestrian crossings need signals ; and he will come back at a later date to discuss those . After contracts are signed, the timeline to start will be around mid- June. He said the total price is $282,011 .00 with RH Deas Building, LLC being the lowest responsive bidder. • Councilmember Burrell commented the Airport Authority meets tomorrow . • Council President Robinson said the Historic Preservation Committee met; and discussed the draft Historic Preservation Ordinance . Council President Robinson briefly went through the Agenda Items and who would explain if needed. • Public Works Director Richard Johnson addressed the City Council and explained Agenda Items No . 6, No. 12 , No. 13, No. 15 and No . 16; and answered any questions if needed . He explained No. 15 in detail with the two additional options for the drainage pipe. Council President Robinson questioned how to handle overage in the future. Mr. Johnson replied he thought this was covered in the budgeted amount. Councilmember Boone explained the reason for the additives and the need to move forward . Monday , 8 May 2023 Page -2- • Recreation Director Pat White addressed the City Council regarding Agenda Item No. 14 ; and answered any questions if needed . • Golf Director Bobby Hall addressed the City Council regarding Agenda Item No . 5; and answered any questions if needed . • Assistant Wastewater Superintendent Tim Manuel addressed the City Counci l regarding Agenda Items No . 9, No . 10 , and No . 17; and answered any questions if needed . • Human Resources Director Cory Pierce addressed the City Council and gave a snapshot for January 1, 2023 through May 1, 2023 at Worker's Compensation and we have a savings of $97 ,000 .00. Mr. Pierce stated that he and Wes Boyett would be going to Robertsdale for internship program for Gas Department. He commented they have two great candidates . • Community Development Director Paige Crawford and Lieutenant Shane Nolte addressed the City Council regarding Agenda Item No . 18 ; and answered any questions if needed. Ms . Crawford stated the majority of the business owners are in favor of closing Fairhope Avenue. Lt. Nolte commented they checked alcohol and electricity but alcohol is not allowed outside the business . Council President Robinson said he heard . a little on both sides ; and signatures need to be the business owners. Councilmember Burrell stated that Bone and Barrell was a strong no . Council President Robinson said he was not convinced this will be long tenn due to Fairhope Avenue being a thoroughfare through downtown . Mayor Sullivan suggested trying for three months . Ms. Crawford said we need to see if De La Mare is still an issue during the event. • Lieutenant Shane Nolte addressed the City Council regarding Agenda Item No . 19; and answered any questions if needed. • Public Works Director Richard Johnson addressed the City Council regarding the City Landfill Drop Off Policy and explained the updates to same. Councilmember Conyers questioned the landfill and need to close . Mr. Johnson stated we will close our business when the landfill is closed; and commented C & D landfills are now limited . Councilmember Burrell questioned paint drop off and possibly needs to be revised . There being no further business to come before the City Council, the meeting was duly adjourned at 5:57 p .m. ~~ City Clerk FY2023 Repair and Replacement of Roof System -City Hall/Civic Center • Background • Options for Building Roof Replacement • Initial Project Plans and Specifications • Bid Process, Code Compliance and Addendums • Resultant Bid for Roof Replacement Background • In advance of the FY23 Budget the City engaged an A&E firm to look at the Roof System and provide options and recommendations • Part of the A&E process was a thorough moisture survey of the entire roof field • ± 47,854 square feet of Mod Bit roof area & + 11,790 square feet of Gravel roof area • Provided reports, repair recommendations and budget estimates 25,350 Sq. Ft. of saturated (compromised) roof -42. 5% of the entire field i t.1) . I .l.. 12 I CORP. D AT A : MOD BIT CORE DATA: GRAVEi, WET LOCATIONS: GYPSUM DECK METAL DECK MODII IT Jl'LY MOD Br!' 2" PERLIE HOT MOPPED 2PLY FEU 'S 1 12,068 SQ. l ·T. GRJ\ VEL SU!li'ACE 2 592 SQ. TT. ~--------------<) 597 SQ. FL 4 162 SQ. TT. 5 16 SQ. v r. 6 125 SQ.Ff. 9 10 11 WJ-:'I' 1.OCATIONS: GR ,\VJ-:1. 1863 SQ. I •"I'. 1925 SQ. TT. 2673 SQ. l •T. 2565 SQ. TT . 22 14 SQ. 1:r. TOT AL: 13,5 60 SQ. TT. TOTAL: 11,420 SQ. TT. CHhC ., Sf ll~liT A -1 A&E Budget Estimates -Roof System $1,000,000.00 & A&E Fees $200,000.00 Clie nt: Facility : Updated : Goodwin Mill s and Cawood/ City of Fa irhope Roof Management Plan 4/7/2022 Fai rhope Civ ic Center Re commended 5-Yea r Maintenance & Capital Plan 2022 2023 2024 2025 Roof Section Roof Typ e TOTAL SF Cost Scope Cost Scope Cost Scope eo,t RoofSecUon A MB Smooth lS,996 $343,924 Replace Roof Roof Section B MBSm<X>th 1,898 $37,386 Restore Roof Roof Section C M B Smooth 14,794 $21,800 Repair Roof $118,352 Resto re Roof Roof Section D MB Smooth 1,128 $20,331 Restore Roof Roof Section E MB Smooth 2,135 $17,080 Restore Roof Roof Section F MB Smooth 16,785 $134,280 Restore Roel Roof Section G Gravel MB 2,092 $50,233 Replace Roof Roof Section H Gravel MB 2,130 $51,SSS Replace Roof Roof Section I Gravel MB 2,952 $71,384 Rep lace Roof Roof Section J Gravel MB 2,844 $68,740 Rep lace Roof Roof Section K Gravel MB 2,468 $59,487 Replace Roof jAnnual Totals 1 s 423 ,441 I 1 s 269.112 1 1 s 301.399 I I s JTotal Budget 994.ssz I Notes; 1. •Reroof"; replace existlne waterproofinc materials with new. 2. ·Repair"; repa ir or maintenance to exlstlne waterproofinc materials. 3. •Restoration"; extensive repairs and maintenance to exlstlne waterproofine materlals that substantialtv extends the asset life. 4. •Recoat"; mld•llfe resurfac ing performed for a 30 year warranty roof system. 5. Inflation not Included , Influenced by enerey, labor, Insurance, transportaUon and material cost stability. Recommended to request Inflation updates for this plan every 2 years. Scope I s 2026 20ll Cost Scope Cost Scope I s Page 18 • Discussed at WS with Council and lower cost options were requested • PW met with various Roof Contractors and Manufacturers • As a cost savings option PW, brought the project "in house'' for design, specifications, bidding and letting • Key Roof Performance Goals: Warranty, Wind & Fire Code Compliant Project Details • Degraded Gypsum (3") Roof Deck -+ 13,560 square feet -cut out install B deck and cap with Polyiso Insulation • Heated and Cooled Areas Roof System: GAF EverGuard® TPO (Thermoplastic polyolefin)-60 mil Membrane • Canopy: Clean, strip, install fanfold insulation and cap with GAF EverGuard® TPO (Thermoplastic polyolefin)- 60 mil Membrane • Work included the installation of all flashings, curb· walk pads, parapet wall treatments and all other appurtenances necessary for a sealed roof env Bid & Addend urns • Large attendance at the mandatory pre-bid meetin • Wind code compliance became challenging • Multiple request for equivalency of manufacturers products and systems. Systems approved (pre-bid): • GAF EverGuard® Fleece-back TPO Ultra 60-mil Membrane • Versiweld Thermoplastic Membrane (TPO) -60 Mil TPO Roofing System • Dura-Last® PVC Sheet Roofing -Dura-Last® Dura-Tuff 60-Mil (DT60) membrane • Three addenda were issued Bid Results • Five (5) Responsive Bidders • Three different roof systems that all meet: • Warranty -5-yr workmanship & 15-yr material • Fire and Wind Code • Low Bid (PVC) System -$522,110.00 Base Bid • Unit Price for additional Gypsum Decking replacement $16.00/SF • 15% of base as budget holder -$32,544.00 • No hard A&E Costs -PW will Project Manage and conduct Construction Inspection in conjunction · Building Department Bid Results City of Fa ir h ope Bid Tabulation Bi d No. 23-022-2023 •PW-0 10 Repair and Replacem ent o f Modified Bitumi nous an d G ravel Roof Opened April 25, 2023 al 10:00 A.M. Revl-and &-ved u Eaulvalent Roof,..,....., Bid Dacuments Addendum Bid Bond/ Signed/ 1/11/11 TPO PVC TPO (Veraiwald) Vendor Ceftiflcate Lump Sum Price Lump sum Price Lump Sum Price N-ed Acknowted_ged (Y/N) (YIN) (YIN) Alabama Roofing & Sheet Metal Co .. Inc. y y y No Bid on System No Bid on System $604,500 00 GC License #13963U E. Cornell Malone Corporation y y y S1 ,125,000.00 No Bid on System No Bid on System GC License #41604 Finishing Solutions $522,1 10.00 No Bid on System y y y No Bid on System GC License #48603 Mid ... Westem Commercial Roofers. Inc. y y y S757 ,720.00 $732,270 .00 No Bid on System GC License #25723-Unllmited Roof Doctors of Alabama No Bid on System y N y S578 ,800.00 No Bid on System GC License #24205 Recommen dation : .t\{u.(Z-3 ""s;g,.,.· -na-lu-re-------+---~,----- Ric hard Johnson, Public Works ~s{;""""'a1ure_:)=---~--==~~~<>--~'--\~r a-~ I ADA 3 Erin Wolfe, P urch asing Manager Gypsum Decking 15% of 13,580 SF Repair Overage Co9t Per Square Contigency Foot $13.50 $27,459.00 $2000 $40.680.00 $16.00 $32,544 .00 $20.00 S40 ,680.00 $60.00 $122,04 0.00 TPO Membrane Total Bid Installation Syatem Not lo Exceed PropoNd MechanicaUy $631 .959.00 AUached Adhered (Glued) $1 ,165 680.00 RhlnoBond Adhered (Glued) $554,654.00 Adhered (Glued) O\Jrolast -Fleeceback $772 ,950.00 Adhered (Glued) $700,840.00 Mechanically Attached