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Item 4D - MemoCITY OF SOUTHLAKE MEMORANDUM (October 6, 2020) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4D Subject: Authorize expenditures with Weatherproofing Services for providing preventative and corrective maintenance on all City facilities as needed, in an amount not to exceed $250,000. Action Requested: Authorize expenditures with Weatherproofing Services for providing preventative and corrective maintenance on all City facilities as needed, in an amount not to exceed $250,000. Background Information: The City of Southlake contracts with Weatherproofing Services to complete preventative and corrective maintenance on City facilities as needed. Facility maintenance projects include leak investigation and repairs; roof maintenance; parking garage concrete work; and concrete joint sealing. Weatherproofing Services has previously completed various preventative and corrective maintenance projects for the City such as repairs to the expansion joint at the Department of Public Safety Headquarters (DPS HQ) parking garage and leak investigations and repairs to various City facilities. In the FY 2021 adopted budget, City Council allocated funds to complete the exterior restoration of the Town Square West Parking Garage; the estimated cost of this project is $200,000. The exterior parking garage restoration project is a continuation from FY 2020 project with the restoration of Town Square East Parking Garage. Like the East Parking Garage restoration, this project includes addressing defects to the exterior EFIS walls and brick wall and power wash and seal the exterior EFIS walls and brick wall. These improvements were also recommended in the Parking Structure Assessment Report dated March 15, 2018. In recent years, the City has spent the following with Weatherproofing Services to complete various improvements of the Town Square parking garages. These large expenditures, though Page 1 of 3 Item 4D not customary on a yearly basis, were necessary to maintain the structural integrity of the parking garages. Fiscal Year Project Cost FY 2018 Ramp joint sealing repairs — East $ 40,539 Parking Garage Spalding and joint sealing repairs — $ 75,367 FY 2019 West Parkin Garage Spalding repairs — East Parking Garage $ 17,911 Exterior restoration — East Parking $ 171,182 FY 2020 Garage Column repairs — East Parking Garage $ 10,940 Financial Considerations: The City's purchasing policy for these services is met through a government purchasing agreement Choice Partners. Choice Partners is a division of Harris County Department of Education (HCDE), a governmental entity of the State of Texas. Weatherproofing Services was selected through a rigorous RFP process and selection committee. The following City facility maintenance projects are planned for FY 2021 with Weatherproofing Services: Facilities Maintenance Projects Cost (est.) SLTS West Parking Garage Restoration $ 200,000 SLTS Parking Garage Maintenance As Needed $ 20,000 Annual Leak Testing and Repairs As Needed $ 15,000 Facility Roof Maintenance As Needed $ 15,000 Total $ 250,000 RPAI Southwest Management reimburses the City for 91.75% of maintenance expenses associated with the Town Square parking garages. Funding for preventative and corrective maintenance on all City facilities is provided in the FY 2021 Facilities Operating Budget and the TIF Operating Fund Budget. Expenditures will not exceed budgeted funds. Strategic Link: This item links to the City's Strategy Map strategic focus areas of Infrastructure and Performance Management & Service Delivery. It specifically relates to the City's Corporate Objectives, B2: Collaborate With Select Partners to Implement Service Solutions, and F2: Invest to Provide & Maintain High Quality Public Assets. Page 2 of 3 Item 4D Citizen Input/ Board Review: None. Legal Review: None. Alternatives: The City Council may approve or deny the request. Staff Recommendation: Authorize expenditures with Weatherproofing Services for providing preventative and corrective maintenance on all City facilities as needed, in an amount not to exceed $250,000. Supporting Documents: Attachment A: Contract #17/038CG-16 Renewal Letter Attachment B: Quote — West Parking Garage Restoration Staff Contact: Rob Cohen, Director of Public Works Hunter Harris, Project Manager Page 3of3 CPCHOICE" PARTNERS rf,, ,1 ,0M Novi 40 W ra July 30, 2020 Subject: Contract Renewal for #17/038CG for job Order Contracting (JOC) for IDIQ Roofing, Building Envelope and Waterproofing for Harris Department of Education (HCDE)/Choice Partners Cooperative Dear CP Vendor Partner: Your contract with Choice Partners (CP), a division of Harris County Department of Education (HCDE) is scheduled to expire October 17, 2020. This contract has two (2) one-year annual renewal options remaining before final expiration. Choice Partners values this contract and is exercising the option to extend this contract for one (1) year beginning October 18, 2020, If you agree to renew this contract, please complete, sign and attach this letter under the "Response Attachments" section of the Choice Partners eBid System http;//www.choicel2artnerS.Grg/vendor-login.12hP August 13, 2020 at 2:00 p.m. central time. In addition, provide any updated pricing and/or discounts for your contract and attach a current copy of your certificate of insurance (if applicable) and any forms that may have changed since the original proposal was submitted. If you have any questions or concerns, or need to discuss this contract renewal please contact Cora Day at 713- 696-8208 or e-mail to coraC@choicepartners.org. Sincerely, Jeff Drury, Dike for Jesus 1. Amezcua, PhD., CPA, RTSBA Choice Partners Assistant Superintendent for Business Services A division of Harris County Department of Education Harris County Department of Education The individual signing below has authority to enter into this agreement on behalf of the Vendor. Corporate Name: Weatherproofing Services Authorized Signature: Print Name: t 0.*�,Yve_ Title: President Date: t� <9! a o c � Address: 2336 Oak Grove Lane City, State, Zi2 Code: Aubrey, TX 76227 Phone: 972-731-8222 Email Address: service@wstexas.com Division of Harris County Department of Education 6005 Westview Dr., Houston, TX 77055 713,696.2122 877.696.2122 www.ChoicePartners.org CPCHOICE" PARTNERS T�. lfibf P�Q!"! lli'f :' September 6, 2019 Gary Place, II Vice President Weatherproofing Services 2336 Oak Grove Lane Aubrey, Texas 76227 Subject: Contract Renewal for #17/038CG-16 for IDIQ Roofing, Waterproofing & Moisture Control for Harris County Department of Education (HCDE)/Choice Partners, School Districts, Institutions of Higher Learning, Government Agencies, and Nonprofit Entities in Texas Dear Mr. Place: Congratulations! On August 21, 2019 the Harris County Department of Education Board of Trustees approved a contract extension for your services to cover the contract period October 18, 2019 through October 17, 2020. We are looking forward to working with you. If you have any questions concerning this renewal, please contact your contract manager Joann Nichols at 713.696.2122. Sincerely, Jeff Drury, Director Choice Partners A division of Harris County Department of Education Division of Harris County Department of Education 6005 Westview Dr., Houston, TX 77055 713.696.2122 877.696.2122 www.ChoicePartners.org CPCHuIcE PARTNERS July 9, 20iv Subject; Con&xaULRenewaizorWi-i/038CG for )ob Order Cuuurraczing (jOC) for IDIQ Roofing, nuiiQing Envelope and WaLerprvofing rornarrisDepartmentof Education (HMFj-/Mice Partners Coopa—ative Dear CP Vendor raraner: Your conwam wiui Coke Partners LCP), a division of Harris County ueparanenr of Education (ACDE) is scheduietl to expire Omer 17, 2019. This cone dR has three 13j one-year annual renewal opL;ons remaining before nnFu expir no.—� Choice Partners values this conu-aR anti is exercising ins option to extend this com da for one 11J year beginning October 18, 2019. it you a. ee to ,anew this cones aco, pl�e complet,e, sign ana armch this letter ...,der the `Response Attachments- saction of the Choice Partners eaiQ nysrem i r Iujy 19.2019 at 2:00 p.m. cautral time. i.. aadition, provide any updatcd pricing and/or th3counz :or, our Mntract and attach a current, copy of your certifit-te of insurance (if applicable) and any corms mat may have changed since the original proposal was submitted. it you have any questions or concei m, or need to discuss uus contract renewal 696-ec08 or e-mail to coratMcheieepartnemQrF, ainceray, ,rrury, VVeE ice rarmv. , vision of na. a:, County Departmen4 of Educadon ; icon Co Day av i i3- 103usj. cna, Phi., CPA, TSBA -mssGsra.-.TSuy.rintenden,.fo Business Services narris Cary Department of Education indlvidui signing Denov. has authority to enter inLu this agreement, on n�naif of the Weatlimproo&ig Services W/ i iue: Vice P e dent, nft. 7/23/19 �W6 Oak Grove Lane Cade: .&. ter- TX 76227 ?gib-isi-SELL licuYUw Ic .com 15mmon of F—MM MMtY ovW t W# of Education 6005 M L+IOW Dr., , iA (IUM 713.696.2122 8r r 3j3.c icc \/LATHERPROOFING- ERVICES PROPOSAL NUMBER: 170404-102-01 TO: Southlake Headquarters 600 State Street Southlake, Texas 76092 ATTENTION: Kurt Ackerman DATE: 09/28/2020 JOB SITE: West Parking Garage 351 State Street Southlake, Texas 76092 RE: Parking Garage Exterior Restoration We propose to furnish equipment, labor and materials to complete the following scope: EXTERIOR EFIS WALLS - - Setup safety and staging equipment - Patch holes, cracks and other defects (as necessary) - Power wash to remove loose texture, dirt and debris - Cut out and re -caulk vertical control joints per the manufactures specification - Cut out and re -caulk horizontal perimeters per the manufactures specification - Cut out and re -caulk perimeters and penetration per the manufactures specification - Cut out and re -caulk control joints in sidewalk per the manufactures specification - Clean, prepare surface and apply sealant at windows where glass meets frame and frame to frame junctions - Clean, prepare surface and apply sealant at windows where glass meets frame and frame to frame junctions - Apply BASF HB Primer coat per the manufacturers specification - Apply BASF HB 200 protective and waterproof coating per the manufacturers specification EXTERIOR BRICK WALL - - Setup safety and staging equipment m - Power wash to remove dirt, debris and efflorescence - Spot point as necessary (if necessary) - Cut out and re -caulk vertical control joints and perimeters per the manufactures specification - Cut out and re -caulk horizontal perimeters per the manufactures specification - Cut out and re -caulk perimeters and penetration per the manufactures specification - Cut out and re -caulk control joints in sidewalk per the manufactures specification - Clean, prepare surface and apply sealant at windows where glass meets frame and frame to frame junctions - Apply penetrating sealer per the manufacturers specification Certified V/13EN(&HUB Schedule JW CHOICE PARTNERS 2336 Oak Grove Lane, Crossroads, Texas 76227 * 972-731-8222 * 972-731-8225 FAX Website: www.WsTexas.com * Email: Service(a)WsTexas.com \1L ATHER PROOFING ERVICE v EXTERIOR CONCRETE WALL PANELS and COLUMNS - - Setup safety and staging equipment - Power wash to remove loose paint, dirt and debris - Cut out and re -caulk vertical control joints and perimeters per the manufactures specification - Cut out and re -caulk horizontal perimeters per the manufactures specification - Cut out and re -caulk perimeters and penetration per the manufactures specification - Cut out and re -caulk control joints in sidewalk per the manufactures specification - Clean, prepare surface and apply sealant at windows where glass meets frame and frame to frame junctions - Apply BASF HB Primer per the manufacturers specification - Apply BASF HB 200 protective and waterproof coating per the manufacturers specification Price............................................................................ $199,654 Add 3% for Payment and/or Performance Bond (if necessary) Choice Partners Contract #: 17/038CG All work to be done in a good workmanship like manner with daily removal of debris. Approved by: (Signature) Date (Print Name) Estimated By: Gary Place Certified V413ENC I WiUB Schedule CHOICE W 'B"i-"E""`p"" PARTNERS 2336 Oak Grove Lane, Crossroads, Texas 76227 * 972-731-8222 * 972-731-8225 FAX Website: www.WsTexas.com * Email: Service(a)WsTexas.com