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Item 4H - MemoCITY OF SOUTHLAKE MEMORANDUM (October 5, 2021) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4H Subject: Authorize expenditures with Weatherproofing Services for providing preventative and corrective maintenance on all City facilities as needed, in an amount not to exceed $165,000. 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 $165,000. 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 brick at the East Parking Garage, sealing of the elevator pit at the West Parking Garage, and leak investigations and repairs to various City facilities. In the FY 2022 adopted budget, City Council allocated funds to complete the exterior restoration of the DPS Headquarters parking garage; the estimated cost of this project is $110,000. Previous exterior parking garage restoration projects include the Town Square East Parking Garage completed in FY 2020, and the Town Square West Parking Garage completed in FY 2021. The DPS Headquarters parking garage project includes power wash, re - caulk, clean, and apply protective/waterproof coating to deck wall panels and columns. In recent years, the City has spent the following with Weatherproofing Services to complete various improvements to City facilities. These large expenditures, though not customary on a yearly basis, were necessary to maintain the structural integrity of these City facilities. Page 1 of 3 Item 4H Fiscal Year Project Cost Spalding and joint sealing repairs — $ 75,367 FY 2019 West Parking Garage Spalding repairs — East Parking Garage $ 17,911 Exterior restoration — East Parking $ 171,182 FY 2020 Garage Column repairs — East Parking Garage $ 10,940 Exterior restoration — West Parking $ 199,654 Garage French drain install — Champions Club $ 23,270 FY 2021 Patching — East and West Parking $ 4,400 G Garages Leak repair — DPS HQ Planter #7 $ 5,810 Financial Considerations: The City's purchasing policy for these services are 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 facilities maintenance projects are planned for FY 2022 with Weatherproofing Services: Facilities Maintenance Projects Cost (est.) DPS Headquarters Parking Garage Restoration $ 110,000 Contingency $ 5,000 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 $ 165,000 Funding for preventative and corrective maintenance on all City facilities are provided in the FY 2022 Facility Maintenance Fund and the Facilities Operating Budgets. Expenditures will not exceed budgeted funds. Page 2of3 Item 4H 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, 132: Collaborate With Select Partners to Implement Service Solutions, and F2: Invest to Provide & Maintain High Quality Public Assets. 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 $165,000. Supporting Documents: Attachment A: Contract #17/038CG-16 Attachment B: Quote — DPS HQ Parking Garage Restoration Staff Contact: Rob Cohen, Director of Public Works Jack Thompson, Deputy Director of Public Works - Operations Page 3of3 6/15/2021 Weatherproofing Services I Choice Partners I Choice Partners Cooperative Attachment A CP,CHOICE Choice Partners national purchasing coopera offers quality, legal procurement and contra( PARTNERS solutions to meet government purchasing The Fight Resources. Right Now. . requirements. We also meet all of the EDGAR/Uniform Guidance/2 CFR 200 requirements! Search... r Dashboard Home * Members Dashboard > Available Contracts * Weatherproofing Services Print info. Weatherproofing Services Contract Category: Roofing (JOC-IDIQ) Contract Number: 17/038CG-16 Contract Terms: Initial Award Date: October 18, 2017 1st Renewal Start Date: October 18, 2019 2nd Renewal Start Date: October 18, 2020 Current Expiration Date: October 17, 2021 Contract Partner: Weatherproofing Services AIE RPRUJF N ,_ Contract Partner Web Site: http://www.wstexas.cor Approved Market Area: TX Texas Regional Centers: Region 10 Primary https://www.choicepartners.org/vendors/weatherproofing-services-2 1 /3 6/15/2021 Weatherproofing Services I Choice Partners I Choice Partners Cooperative Renewal Options Remaining: 1 CP Contract Manager: Joann Nichols joannchoicepartners.org 713-696-2122 APPROVED PRODUCT OR SERVICE: Roofing and Waterproofing Services and Construction TO PLACE AN ORDER: Contact the vendor for all your pricing needs, stating you are using CP contract and send us the confirmation only Purchase Order copy. All contracts are EDGAR compliant! PRICING: Is according to the contract on file with CP. Send all PO copies to ecatalog@choicepartners.org Freight Terms: - HUB Status: Yes MWBE Status: No SBE Status: No DUE DILIGENCE: Download ABOUT THIS PARTNER: https://www.choicepartners.org/vendors/weatherproofing-services-2 2/3 6/15/2021 Weatherproofing Services I Choice Partners I Choice Partners Cooperative M— CONTACT INFO For SALES Gary Place II, VP 2336 Oak Grove Lane Aubrey, Texas 76227 Phone : 972-731-8222 Ext: 102 Cell Phone : 281-876-7572 Fax : 972-731-8225 gary_(dwstexas.com For SALES Gary Place 2336 Oak Grove Lane Aubrey, Texas 76227 Phone : 972-731-8222 Fax : 972-731-8225 gary_�gwstexas.com https://www.choicepartners.org/vendors/weatherproofing-services-2 3/3 CPCHOICE- PARTNERS 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 httR//www.choicepartners.org/vendor-login.ph12 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 cora(d)choicenartners.ore. Sincerely, Cs;)P� 4 �_,_ Jeff Drury, D�e)tor Jesus J. 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: \, —, V11. I&_ President Date: IDS` %() Cd U rk 2336 Oak Grove Lan State, Zip Code: Aubrey, TX 76227 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 Thy Ror RHmLvc.9.K A, hr Now.. 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 CPCHOICE " PARTNERS July 9, 2019 Subject: Contract Renewal for ##17/038CG for Job Order Contracting (10C) for ID1Q 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, 2019. This contract has three (3) 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, 2019. 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 htm-/.limmchoicepartners.org/vendor-login-nhn )uhy 1% 2019 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 pl con ... Co Day at 713- 696-8208 or a -mail to ora hot=2rtners.org. Sincerely, j Drury, r Jesus J. a, Ph ., CPA, ,SBA olce Partners Assistant Superintendent fo Business Services vision of Harris County Department of Education Harris County Department of Education e individual signing below has authority to enter Into this agreement on behalf of the Vendor, Co orate Name: Weatherproo&ig Services I Authorized Si ature: C-V Print Name: "e., Title: Vice President Date. 7/23/19 Address: 2336 Oak Grove Lane Ci , State, Zip Code: Aubrey, TX 76227 Phone: 972-731-8222 Email Address: 9`rY@'st="•c0m Division of Harris County Department of Education 6005 WwMew Dr., Housion. TX 77055 713.6962122 877.6962122 Attachment B \./t AT HER PROOF IN G RVICE v PROPOSAL NUMBER: 203003-102-01 TO: Headquarters Building 601 State Street Southlake, Texas DATE: 10/01 /2021 JOB SITE: DPS Headquarters - parking garage ATTENTION: Kurt Akermann RE: Parking Garage Restoration We propose to furnish equipment, labor and materials to complete the following scope: 2336 Oak Grove Lane, Cross Roads, Texas 76227 * 972-731-8222 * 972-731-8225 FAX Website: www.wstexas.com * Email: service@wstexas.com I Scope of Work - r THERPPOaPI I ER I ES EXTERIOR CONCRETE WALL PANELS and COLUMNS - - Setup safety and staging equipment - Power wash to remove loose paint, dirt and debris - At Columns, remove loose concrete and patch with new concrete patching material - 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 - 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 Total Price.....................................................................$109,835 Choice Partners Contract # 17/038CG-16 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 Weatherproofing Services LLC will NOT be responsible for the possibility of nor the presence of mold and/or mildew resulting from water and/or other sources. This includes any contamination prior to or after work was completed by Weatherproofing Services LLC. This exclusion also pertains to microorganisms, biological organisms and/or organic contamination. 2336 Oak Grove Lane, Cross Roads, Texas 76227 * 972-731-8222 * 972-731-8225 FAX Website: www.wstexas.com * Email: service@wstexas.com