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Home My WebLink About7. Village Manager's Report 02/04/2014Prospect Mount Prospect Public Works Department l INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJ: VILLAGE MANAGER MICHAEL E. JANONIS DIRECTOR OF PUBLIC WORKS JANUARY 30, 2014 % B4,6. 1 64 4 1 4 .,4_ 1 RESTORATION COSTS ASSOCIATED WITH VILLAGE HALL FIRE SPA SYSTEM FAILURE ($171,343.47) Backeround At approximately 11:30 PM on January 7, 2014, a fire sprinkler head installed above the ceiling adjacent to the west wall of the Executive Conference Room on the third floor of the Village Hall broke due to exposure to extreme cold weather. The sprinkler head was installed near the exterior envelope of the building and was particularly susceptible to the cold weather and wind gusts. The break subsequently triggered activation of the fire pump resulting in a prolonged pressurized water discharge that inundated the Executive Conference Room, adjacent hallway, and a portion of the Village Board Room. Water from the sprinkler system also traveled down the west stairwell and through floor joints to damage office spaces, storage rooms, and hallways on the second floor (Human Services Department) and first floor (Finance Department). Water also reached the bottom of the west stairwell and caused limited damage to the carpeting in the Information Technology Division main office space. Public Works and Fire Department personnel responded to the fire sprinkler activation alarm and extinguished flow. Subsequently, staff contacted QCi Restoration of Elgin, Illinois to provide emergency water damage mitigation services. The scope of work related to QCi's mitigation services included labor, material, and equipment to dry surfaces inundated by sprinkler system water. The total cost of these emergency services was $14,008.72. Restoration Proposals QCi has also provided a proposal for restoration work related to this incident. This proposal was prepared based on QCi's recommendation to replace all soft surfaces damaged by water. Soft surfaces include all carpet, drywall, and ceiling tiles. The total cost of this work, as estimated by QCi, is $106,459.73. QCi's restoration proposal includes the replacement of drywall that had contact with sprinkler water. Generally, the extent of this work is limited to the bottom 2 feet of affected walls. However, the exterior wall in the Executive Conference Room will require more extensive replacement due to its Page 2 of 4 Restoration Costs Associated with Village Hall Fire Sprinkler System Failure ($171,343.47) January 30, 2014 proximity to the sprinkler system leak. Likewise, the auditor's office in the Finance Department, all levels of the west stairwell, and the large storage room in the Human Services Department may also need additional drywall replacement. The actual limits of drywall replacement will be determined by moisture readings and visual inspection during the replacement process. The drywall quantities in QCi's proposal are based on a worst -case scenario. QCi's cost estimate for this work is $18,885. The largest portion of QCi's restoration estimate is carpet replacement. They have allotted approximately $87,575 for carpet replacement. This estimate is based on carpet replacement limits that they determined. The estimate includes an unspecified medium -high end carpet tile, existing carpet removal, floor preparation, furniture "manipulation ", and new carpet install costs. QCi has provided limits for carpet replacement that are based on their understanding of generally accepted insurance industry practices. Notably, they posit that doorways provide logical termination points. Therefore, their estimate does not include complete carpet replacement in the Human Services Department or the Finance Department. However, it does include replacement of all the carpet in the main office area of the IT Division despite the fact that only a small portion of the carpet near the electrical gear room and stairwell was damaged. Alternatively, Public Works has also obtained cost estimates for complete carpet replacement in the Village Board Room suite (board room, conference room and hallway included), Human Services Department, and the Finance Department. Staff recommends complete carpet replacement because the existing carpet is 10 years old and is exhibiting wear; it will likely need to be replaced within the next five (5) years. Additionally, the existing carpet(s) are no longer manufactured and there is insufficient attic stock to replace all damaged areas. Consequently, replacement carpet will not match existing carpet. Staff estimates are based on specified Mohawk and Shaw carpet tiles. The cost for materials is $54,550 on the National Joint Purchasing Agreement (NJPA). These carpet tiles are of a quality and style similar to the carpet installed at the Emergency Operations Center. Delivery is 4 -6 weeks. The Village Attorney has determined that the NJPA satisfies Village Purchasing Policy requirements for public bidding. Furthermore, the Village has successfully made previous purchases utilizing this agreement including generators, vehicles, and snow removal equipment. The cost for existing carpet removal and new carpet installation utilizing a local contractor (Flooring Resources Corporation of Elk Grove Village, Illinois) is estimated at $40,400. This cost assumes the carpet work on the second and third floors can be performed during normal business hours. It also includes a surcharge to replace the Finance Department carpet at night or over a weekend. It is the opinion of staff that after -hours work is necessary in the Finance Department space in order to avoid substantial disruption of business operations. This cost also includes a 10% contingency. Staff's total cost for carpet replacement is $94,950 ($54,550 for material and $40,400 for installation). This cost is comparable to the QCi carpet replacement proposal in the amount of $87,575. However, it is the opinion of staff that this alternative carpet replacement solution will yield a higher quality, longer - lasting carpet and a less disruptive installation process. Page 3 of 4 Restoration Costs Associated with Village Hall Fire Sprinkler System Failure ($171,343.47) January 30, 2014 Additionally, Public Works has obtained cost estimates to improve the fire sprinkler system so that it is less susceptible to freezing temperatures. These improvements include disconnecting the Executive Conference Room sprinklers installed above the windows from the "wet" system and connecting them to the "dry" system installed in the high attic. They also include repairs to a riser (leaking valve) in the east stairwell that feeds the fire department hose connections. The cost of these improvements is approximately $9,000. Finally, we have identified a number of repairs not included in the QCi proposal including replacement of lighting and fire alarm components that got wet and are likely to fail; additional painting to compliment the repair work performed by QCi; window replacement and additional insulation in the Executive Conference Room; and drywall /insulation work around the east stairwell fire department hose connection riser. The cost of this work is estimated at $31,000. Public Works has already contracted with Nova Fire Protection to pressure test the fire sprinkler system and insert an isolation valve upstream of the east stairwell fire department hose connection riser. The cost of this work is $3,500. The total cost of anticipated work is summarized in Schedule A (attached). It is relevant to note that this schedule does not include any carpet replacement work in the south wing of the Village Hall (Village Manager's Office and Community Development Department). it also does not include any carpet replacement in the IT Division (basement level of west wing). Staff estimates that the future cost to replace these carpets will range between $100,000 - $120,000. Re commendations Staff recommends Village Board ratification of the expenditure to Nova Fire Protection of Schaumburg, Illinois for Fire Sprinkler Testing & Repairs in an amount not -to- exceed $3,500 (see Schedule A Item #1). Staff recommends Village Board authorization of the proposed expenditure for Fire Sprinkler Improvements in an amount not -to- exceed $9,000 (see Schedule A Item #2). Staff recommends Village Board authorization of the proposed expenditures for Miscellaneous Restoration & Improvements as outlined in Schedule A in a cumulative amount not -to- exceed $31,000. Necessary procurements will be made consistent with the Village Purchasing Policy (see Schedule A Item #3 (a -h)). Staff recommends Village Board acceptance of the National Joint Purchase Agreement (NJPA) price for specified replacement carpet tiles in an amount not -to- exceed $54,550 (see Schedule A Item #4). Staff recommends that the Village Board waive public bidding requirements and accept the proposal for Village Hall carpet removal and installation submitted by Flooring Resources Corporation of Elk Grove Village, Illinois in an amount not -to- exceed $40,400 (see Schedule A Item #5). Staff recommends Village Board ratification of the expenditure to QCi Restoration, Inc. of Elgin, Illinois for emergency water damage mitigation services in an amount not -to- exceed $14,008.72 (see Schedule A Item #6). Page 4 of 4 Restoration Costs Associated with Village Hall Fire Sprinkler System Failure ($171,343.47) January 30, 2014 Staff recommends Village Board authorization of the proposed expenditure to QCi Restortoration, Inc. of Elgin, Illinois for water damage Restoration & Drywall Services in an amount not -to- exceed $18,884.75 (see Schedule A Item #7). The Village maintains a property insurance policy on all Village -owned buildings. A claim for all of the expenses noted in Schedule A has been submitted to the insurance company. The insurance company has not yet made a decision with respect to disposition of this claim. The policy carries a $25,000 deductible. This deductible, along with any expenses noted in Schedule A not remunerated by the insurance company will be paid utilizing existing fund balance in the Risk Management Fund. ' Sean P. Dorsey Cc: Assistant Village Manager David Strahl Director of Finance David Erb Deputy Director of Public Works Jason Leib Streets /BuildingsSuperintendent Paul Bures Buildings Foreman Paul Fahey File 1 Fire Sprinkler Testing & Repairs $ 3,500.00 2 Fire Sprinkler Improvements $ 9,000.00 3 Miscellaneous Restoration & Improvements 3a Additional Drywall Repairs and Painting $ 400 3b Install Baseboard Heating Fins on West Wall of Exec. Conf. Room $ 3,000 3c Replace Windows in Exec. Conf. Room $ 8,000 3d Install Additional Insulation in Exec. Conference Room Ceiling $ 3,500 3e Replace Fire Alarm Devices in West Stairwell $ 1,200 3f Replace Light Fixtures in West Stairwell $ 400 3g Install Additional Insulation in Finance Department Ceiling $ 2,500 3h Install Drywall and Insulation Around East Stairwell Riser $ 12,000 $ 31,000.00 4 Carpet Material $ 54,550.00 5 Carpet Labor $ 40,400.00 6 QCi Mitigation Services $ 14,008.72 7 Qci Restoration & Drywall Services $ 18,884.75 ITotal Costs: $ 171,343.47_1 Item No. Item D Cost Estimate