HomeMy WebLinkAbout10/15/2013 Disposition of Contract Award for Shingle Roof & Gutter Replacement at Police & Fire BuildingMount Prospect Public Works Department
t INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: SUPERINTENDENT OF STREETS & BUILDINGS
DATE: OCTOBER 10, 2013
SUBJECT: DISPOSITION OF CONTRACT AWARD FOR SHINGLE ROOF & GUTTER
REPLACEMENT AT THE POLICE & FIRE HEADQUARTERS BUILDING
(NOT TO EXCEED $409,200)
BACKGROUND
On October 1, 2013, the Village Board awarded a contract to replace the shingle roof and gutter system
at the Police & Fire Headquarters Building to Smart Roofing of Chicago, Illinois in an amount not to
exceed $339,000. The scope of this award also included a small portion of flat roof replacement.
The bid results presented at the October 1 Village Board meeting are summarized in the table below:
Bidder
Smart Roofing, Inc.
All American Exterior Solutions
Sullivan Roofing
Bennett & Brosseau Roofing
Bid Price
$339,000
$409,200
$436,000
$460,000
On October 2, 2013, staff issued a notice of award to Smart Roofing. This notice included written
instructions to return signed contract documents, certificates of insurance, and a performance bond
within 10 calendar days.
On October 4, 2013, our roofing consultant, Tom Hutchinson of Hutchinson Design Group, received
notice from Smart Roofing that they refuse to sign the contract documents and intend to forfeit their bid
security in the amount of $33,900 (10% of bid amount). The Village Attorney has reviewed this
communiqu6 and determined it constitutes adequate notice of their intent.
DISCUSSION
Staff is satisfied that Smart Roofing has no intention of executing the contract documents or prosecuting
the proposed work. Consequently, it is the opinion of staff that the October 1 award should be rescinded
and the bid security permanently retained.
Additionally, due to the fact that all bidders were pre - qualified prior to bidding, staff is satisfied that
remaining bids are responsive. Pre - qualification requirements stipulated that all bidders demonstrate five
(5) years of appropriate continuous roofing experience, provide five (5) reference projects of similar size
Page 2 of 2
Disposition of Contract Award for Shingle Roof & Gutter Replacement at Police and Fire Headquarters Building
(not -to- exceed .$409,200)
October 10, 2013
and scope, and be master certified in the specified roofing systems. In addition, all bidders were required
to attend a mandatory, on -site, pre -bid meeting to review the project scope, site conditions, and bid
requirements.
The second - lowest qualified bid was submitted by All American Exterior Solutions of Lake Zurich,
Illinois, (All American) in an amount not to exceed $409,200.
Staff has contacted All American and they have verbally confirmed they would accept an award at the
bid price and would substantially complete the work at or near the end of the calendar year.
RECOMMENDATION
Staff recommends rescinding the October 1, 2013 award to Smart Roofing in an amount not to exceed
$339,000 because of failure to execute contract documents.
Staff also recommends awarding the contract for Police & Fire Headquarters Building Shingle Roof and
Gutter Replacement to the second - lowest qualified bidder, All American Exterior Solutions of Lake
Zurich, Illinois in an amount not to exceed $409,200. There are sufficient funds in the current budget for
this proposed expenditure.
Paul Bures
Superintendent of Streets & Buildings
Director of Public Works