HomeMy WebLinkAbout10/01/2013 Shingle Roof & Gutter Replacement at Police & Fire BuildingMount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: SUPERINTENDENT OF STREETS & BUILDINGS
DATE: SEPTEMBER 24, 2013
SUBJECT: SEALED BID RESULTS FOR SHINGLE ROOF AND GUTTER
REPLACEMENT AT THE POLICE & FIRE HEADQUARTERS BUILDING
(NOT TO EXCEED $339,000)
BACKGROUND
In 2010, the Village secured the services of a roofing consultant to provide assessment of the Police and
Fire Building (112 East Northwest Highway) roofing system. The consultant recommended removal and
replacement of the shingle roof and increasing the size of the gutter system to a larger industrial size.
The shingle roof which is 20 years old has had several leaks which have been repaired over the last 5
years. The gutters are also being replaced at the same time as they have seams leaking over doorways
and are undersized for the size of the roof capacity. The roof replacement also includes removal and
replacement of any plywood which has been damaged due to past leaks. This system will be tied into the
new roof recently replaced under the new 1 VAC systems.
The bid also includes finishing the flashing on the outside face of the 14VAC screen walls with metal
siding to match the inside of the walls and replacing the two small flat EPDM membrane roof areas over
the west stairwell and hose tower. This work will totally complete the entire roofing and gutter system at
the Police and Fire Building.
In July 2013, the Village hired The Hutchinson Design Group, Ltd. of Barrington, Illinois to prepare the
bid documents, oversee the bidding, and supervise construction of the project.
BID RESULTS
Sealed bids were opened at 1:00 P.M. on Monday, September 23, 2013 for proposed roof and gutter
replacement. Five (5) invitational bids were mailed and a bid notice was placed in the local paper. Six
(6) companies attended the mandatory pre -bid meeting.
Four (4) bids were received. The results are as follows:
Bidder
Smart Roofing, Inc.
All American Exterior Solutions
Sullivan Roofing
Bennett & Brosseau Roofing
Bid Price
$339,000
$409,200
$436,000
$460,000
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Sealed Bid Results for Shingle Roof and Gutter Replacement at the Police and Fire Headquarters Building ($339,000)
September 24, 2013
DISCUSSION
Staff has evaluated all bids and determined that the bids received are responsive to the request. All
bidders submitted the required bid securities. All submitted bids meet the pre -bid contractor
qualification which includes five (5) years continuous experience and five (5) projects of similar size.
The pre -bid contractor qualification requirements also stipulated that all bidders must be master certified
in the specified roofing systems.
Smart Roofing, Inc., of Chicago, Illinois is the apparent low bidder and has provided all necessary
material as outlined in the bid documents. Smart Roofing, Inc. has not performed any roofing work for
the Village. However, they are known to our roofing consultant, Hutchinson Design, as an excellent
contractor who has successfully completed several similar projects.
After the bid opening, the president of Smart Roofing, Inc. presented the Village with verbal and written
requests to withdraw his bid. He stated that he omitted certain costs from his submittal including wall
flashing side panels, sections of flat roof, and the payment of prevailing wages.
However, the contract documents contain the following provision regarding the withdrawal of bids:
A written request for the withdrawal of a bid, or any part thereof, may be granted if the request
is received by the Director of the requesting department prior to the specified time of opening.
After the opening, the bidder cannot withdraw or cancel his bid for a period of ninety (90)
calendar days, or such longer time as stated in the bid documents.
Furthermore, all of the cited bid deficiencies (side panels, flat roof, and prevailing wages) were
thoroughly and explicitly described in the bid documents. They were also discussed at the mandatory
pre -bid meeting.
Consequently, it is the opinion of staff that the Smart Roofing bid cannot be withdrawn. It is also the
expectation of staff that if awarded the work, Smart Roofing will execute the contract documents or
sacrifice their bid security ($33,900).
RECOMMENDATION
Staff recommends accepting the lowest cost proposal as submitted by Smart Roofing, Inc. of Chicago,
Illinois for the repair to the asphalt shingle and gutter replacement at the Police & Fire Headquarters
Building in an amount not to exceed $339,000. An adequate contingency is included in the bid
quantities. Sufficient funds for this proposed project exist in the current budget.
Paul Bures
Superintendent of Streets & Buildings
I concur:
Sean'P -- Dorsey
Director of Public Works