#3 Award of contract 2011-13 (Tallman House roof, soffit & chimney historic restorations)
DEPARTMENT OF PUBLIC WORKS MEMORANDUM
1 July 2011
TO: City Council
FROM: Mike Payne, Engineering Manager
SUBJECT:
AWARD OF BID SCHEDULE “C” – 2011
CONTRACT 2011-13, TALLMAN HOUSE
ROOF, SOFFIT & CHIMNEY HISTORIC RESTORATIONS
Summary
Bids for the one contract under Public Works Bid Schedule “C”-2011, 2011-13, Tallman
House Roof, Soffit & Chimney Historic Restorations, were opened on Wednesday, June
22, 2011. The low bid was found to be responsive and acceptable.
Recommendation
Following review by the Council, the Engineering Division recommends award of
Contract 2011-13 base bid and all alternates to the low bidder and that the City Council
express their intent to include funding in the 2011 Note Issue for a portion of this project.
City Manager Recommendation
The City Manager recommends approval of the low bid.
Suggested Motion
I move to award Contract 2011-13 base bid and all alternates to the low bidder and
express an intent to include funding in the 2011 Note Issue for a portion of this project.
Background
Contract 2011-13, Tallman House Roof, Soffit & Chimney Historic Restorations
This project includes work necessary for repair and restoration of chimneys, soffits,
friezes, new downspouts, and replacement of three roofs and built-in gutter systems at
the Tallman House. The new prefinished standing seam metal roofs will be replaced
with a colonial red color which is historically accurate to the property. The State
Historical Society is aware of the project details and the Rock County Historical Society
supports the project and the red roof. The Tallman House structure has three separate
roofs – upper, mid level, and lower. The upper roof covers the main house.
The base bid includes repair of all 5 chimneys above the roof line, repair and restoration
of the soffit, provides new downspouts, reconstructs the internal gutter, and
replacement of the leaking terne coated iron plate roof for the Cupola and upper roof
only. There were three alternate bids for this project as described below:
AWARD OF PUBLIC WORKS BID SCHEDULE “C” – 2011
1 JULY 2011 – PAGE 2.
Alternate Bid Item A – repair and restoration of the frieze, brackets, and windows
on the UPPER ROOF LEVEL only. The frieze is the vertical wooden portion
immediately below the soffit. The frieze and brackets include wood and metal
ornamental components.
Alternate Bid Item B – replacement of the leaking roof, reconstruction of the
internal gutter, repair and restoration of the fascia and soffit, and repair and
restoration of the frieze and brackets of MID LEVEL ROOF only.
Alternate Bid Item C – replacement of the roof, reconstruction of the internal
gutter, repair and restoration of the fascia and soffit, and repair and restoration of
the frieze and brackets of the LOWER ROOF LEVEL only.
Although we contacted and spoke with twelve general contractors capable of performing
this work, we only received two (2) bids for this project, with Gilbank Construction, Inc.
providing the low bid. The bids are within the estimates included in the Tallman House
Conditions Report prepared by Engberg Anderson. The Engineering Division is
recommending award of the base bid and all alternates for this contract to Gilbank
Construction, Inc., Clinton, Wisconsin, in the amount of $696,000. The bids received are
shown below:
2011-13 TALLMAN HOUSE ROOF, SOFFIT
& CHIMNEY HISTORIC RESTORATIONS
Gilbank Construction, Inc. Base Bid: $397,000
301 Scot Drive, P.O. Box 718 Alternate Bid A: $73,000
Clinton, WI 53525 Alternate Bid B: $115,000
Alternate Bid C: $111,000
Eugene Matthews, Inc. Base Bid: $690,315
2600 S. 25th Avenue Alternate Bid A: $127,083
Broadview, IL 60155 Alternate Bid B: $207,661
Alternate Bid C: $210,636
Property Conditions Report
Engberg Anderson was hired in 2008 to prepare a Conditions Report of the Tallman
House Structure. A final report was submitted to the City in February 2009 which
outlined an estimated $2.84 million of necessary repairs to the structure including a 15%
contingency. Engberg Anderson strongly recommends a 15% contingency be included
for Tallman House Improvements due to the age of the structure and the unexpected
conditions that may be uncovered once the project begins.
Based on a similar scope of work for the items bid in this contract, the table below
compares the conditions report estimate with the low bid received:
AWARD OF PUBLIC WORKS BID SCHEDULE “C” – 2011
1 JULY 2011 – PAGE 3.
2009 Conditions Report 2011 Low Bid Received
Contract Scope of Work $738,853 $696,000
15% contingency $110,900 $104,000
$849,753 $800,400
Since the completion of the report in 2009, approximately $85,000 worth of
improvements have been completed at the Tallman House using public and private
funds. Following completion of this contract base bid and all alternates, the remaining
work is estimated to cost $1.5 million over the next 6 years. This estimate does not
include an additional $500,000 included in the conditions report relating to interior
aesthetics and temporary repairs which are not anticipated to occur.
Fiscal Impacts
Tallman House Funding
Tallman House Capital Projects Fund Balance $518,000
Proposed 2011 Note Issue $200,000 ($500,000 in budget)
Rock County Historical Society $75,000
$793,000
Tallman House Expenses
Base bid and all alternates $696,000
15% contingency $105,000
Balance of A/E fees (total fees = $46,400) $16,740
Estimated value engineering from contractor - $30,000
$787,740
Funding for Contract 2011-13 comes from several sources including previous Note
Issues, Rock County Historical Society, and the 2011 Note Issue. The 2011 Capital
Improvement Program anticipated $500,000 for Tallman House Improvements. After
bids were opened, Engineering staff talked with the designer and low bidder about
several concepts to make the project more economical. These discussions are
ongoing, but based on input from the contractor and concurrence from the designer, it
appears there could be approximately $30,000 in savings from substituting materials or
modifying the construction methods. Engineering and the contractor intend to execute a
change order following award of the contract base bid and all alternates resulting in a
savings to the project.
cc: Eric Levitt
Jay Winzenz
Carl Weber