Item 5DMEMORANDUM
June 21, 2005
To: Shana Yelverton, City Manager
From: Chuck Kiefer, Interim Deputy City Manager
Subject: Professional Services Agreement with Roof Technical Service, Inc.
Action Requested:
Approve a Professional Services Agreement with Roof Technical Service, Inc. to
provide final design, bidding and construction administration services for water
proofing Town Hall.
Background Information:
The construction phase of Southlake Town Hall was completed in November
2000. Immediately after the move into the building, staff noted extensive moisture
penetration from the roof and the building's exterior. The Project Contractor,
Beck, has since made several attempts to correct the problem with limited success.
Last year Tarrant County contracted with Roof Technical Services, Inc. (RTS) to
investigate and identify the sources of moisture penetration at Town Hall. A
report was issued in November 2004. The City subsequently authorized RTS to
conduct a preliminary engineering assessment of the scope of work required to
correct the moisture penetration problems and a preliminary estimate of the cost of
doing so. The work was completed and a report was issued in April of 2005.
Following the issuance of this report, the City, in order to maintain continuity on
the project, requested that RTS submit a proposal for a scope of work that
included a water test of exterior windows, final design, bidding and construction
administration services associated with correcting the moisture problems at Town
Hall.
Financial Consideration:
The total cost of the professional services included in this agreement is
$68,750.00. Funds for this project are available from account 100 - 105 -5- 230.00.
Citizen Input /Board Review:
None
Legal Review:
The City Attorney's office has reviewed and approved this agreement.
Alternatives:
The Council may approve or deny this proposal. If corrections are not made,
Town Hall will continue to receive moisture from outside and continue to
compound damage on the building interior.
Support Documents:
Roof Technical Services, Inc.'s Proposal
Staff Recommendation:
Approve the agreement
Staff Contact:
lss
Chuck Kiefer, Interim Deputy City Manager
Pedram Farahnak, Public Works Director
Charlie Thomas, Public Works City Engineer & Deputy Director
PROPOSAL FOR CONSULTING SERVICES #04- 276 /PAGE 2
ROOF TECHNICAL SERVICES, INC.
ROOFING SPECIALISTS
1944 Handley Drive, Fort Worth, Texas 76112
(817) 496 -4631 or Metro 429 -8256 Fax 457 -9946
PROPOSAL FOR PROFESSIONAL SERVICES
June 9, 2005
Mr. Charles R. Kiefer
Interim Deputy City Manager
City of Southlake
1400 Main Street, Suite 460
Southlake, Texas 76092
ckiefer @ci.southlake.tx.us
Re: Letter of Proposal for Professional Services (REVISED)
Project: Southlake Town Hall
Waterproofing Project
RTS No. 04 -276
Dear Mr. Kiefer:
WE PROPOSE TO PROVIDE THE FOLLOWING PROFESSIONAL SERVICES:
WATERTEST AT EXTERIOR WINDOWS
• Rooftech will conduct a water test on approximately two (2) window sections in order to further
determine the cause of leaks at the windows and to further determine design for repair. The water
test will be performed during weekend hours in order to reduce interruption of city activities. The
proposed cost of the water test does not include the cost for City Maintenance Personnel to
provide access to the interior of the building /offices during the water test.
• Deliverables will include:
- Report describing findings and design solutions.
- We anticipate 2 weeks to complete this phase of the project.
FINAL DESIGN PHASE
• Provide a Roof Plan, Elevations and Details for each general condition addressing
recommendations for repair as per Pre - Design Report, dated April 29, 2005. The drawings will
address repairs to the following issues as listed in the Pre - Design Report
1. Concealed Gutters: Re- design of concealed gutters at metal roof.
2. Exterior Waterproofing: Repair of exterior waterproofing problems (walls /weep
holes, windows, stone copings, stairway waterproofing, etc.)
PROPOSAL FOR CONSULTING SERVICES #04- 276 1PAGE 3
3. Small Flat Roof — North of Cooling Tower: Replace roof with roofing and
flashing that conforms to industry standards. Design will incorporate positive
roof drainage.
4. Storm Drain Downspouts: Re- routing of storm drain downspouts to by -pass
existing storm drainage system.
5. Trench Drain: Enlarging existing trench drain at vestibule area on West lower
level.
• Provide specifications describing the scope of work, materials, and the standards. Performance
Specifications will not be used for any portion of the scope of work.
• Provide a 50% and a 95% review package to City of Southlake. Provide 4 sets of documents.
Attend meeting and provide meeting notes.
• Provide standard contract forms including a Warranty Bond, Project Advertisement, Notice to
Bidders, Proposal Form, Standard Form of Agreement, Payment Bond Form, Performance Bond
Form, Standard General Conditions, and Special Conditions modifying the General Conditions to
conform to special roofing /waterproofing requirements.
• Meet with Owner to review the progress of the drawings at 75% completion.
• Develop Maintenance Worksheet for Owner addressing annual maintenance.
• We anticipate 6 weeks to complete this phase of the project.
BIDDING AND /OR NEGOTIATION PHASE
• Invite qualified Contractors and assist Owner in advertising for bids.
• Conduct a Prebid Conference with the Contractors.
• Make clarifications and modifications in ADDENDUM form.
• Provide a Bid Review summarizing the bids and making recommendations.
• Assemble and distribute contract between Owner and Contractor.
• We anticipate 4 weeks to complete this phase of the project.
CONSTRUCTION ADMINISTRATION PHASE
• Conduct a Preconstruction Conference at the Jobsite.
• Review and approve submittals.
• Provide project management services including coordination between Owner and Contractor.
• Provide a full -time observer on the project for eight (8) weeks (40 -hour week) and provide a daily
observation report.
• Provide two (2) periodic observations during the course of the project (1 /month) and provide a
report with color photographs.
• Approve payment requests and process modifications.
• Provide a Certificate of Substantial Completion with a punch list and color photographs.
• Provide a Final inspection and a report.
• Provide a Warranty Inspection and report no later than eleven months after system acceptance.
• We anticipate 12 weeks to complete this phase of the project.
WE PROPOSE TO PROVIDE THE SCOPE OF WORK DESCRIBED ABOVE FOR THE FOLLOWING FEE
SCHEDULE:
PROPOSAL FOR CONSULTING SERVICES #04- 276 1PAGE 4
Work to be provided for a lump sum fee' equal to Sixty -eight Thousand, Seven Hundred and Fifty Dollars
and No /100's ($ 68,750.00)' including reimbursable expenses. The fee shall be paid based upon the following
schedule:
Water Test
Final Design
Bidding & Negotiation
Construction Administration
Billed upon completion
Billed monthly
Billed upon completion
Billed monthly
Water Test Phase
Final Design Phase
Bidding & Negotiation Phase
Construction Administration Phase
Total
4,750.00
26,500.00
2,500.00
35,000.00
$ 68,750.00
PROPOSAL FOR CONSULTING SERVICES #04- 276 1PAGE 5
Footnotes:
1. a. The design fee shall be based on the total amount of work designed including all deductive or additive alternates, but
excludes all project contingencies.
2. a. The design fees are for the roof /waterproofing design only. No structural or mechanical engineering costs are
anticipated or included.
b. In the event the work is terminated before the project is bid, the fee will be based upon the latest cost estimate
prepared by the Engineer. An estimate of completed work must be agreed upon between the owner and engineer
based on demonstrated completed work.
3. a. If the actual construction time exceeds the construction time for completion of the project, additional observations and
general services will be performed as "Additional Services" (see Conditions of the Contract, Section 10).
b. The Construction Administration fee must be paid in full upon final acceptance of the project prior to Contractor
providing closeout documentation. The Contractor will not be paid in full until all warranties; closeout documents, etc.
are received.
ADDITIONAL SERVICES
If additional services are required, with prior authorization from Owner, the services will be billed on an hourly
rate plus reimbursable expenses. See Conditions of the Contract, Section 10 for these rates.
Thank you for considering Roof Technical Services, and we look forward to working with you in solving your
roofing problems. Please read the attached Conditions of the Contract before signing this Proposal.
Respectfully Submitted By
Cindy L. Chadwell, AIA, RRC
ROOF TECHNICAL SERVICES, INC.
President /CEO
Accepted this _ day of , 2005.
By:
Company:
Address:
Phone & Fax:
PROPOSAL FOR CONSULTING SERVICES #04- 276 1PAGE 6
List of Developer Agree
CONDITIONS OF THE CONTRACT
1. Cost estimates are made on the bases of experience and represent our best estimates. Roof
Technical Services Inc., cannot, and does not, guarantee that proposals, bids or actual Project or
Construction Costs will not vary from opinions of probable cost prepared by us.
2. All documents, including Drawings and Specifications, prepared by Roof Technical Services, Inc.
are instruments of service in respect to this Project and are not intended, or represented to be
suitable for reuse by Owner or others on extensions of the Project or any other project.
3. Roof Technical Services, Inc., shall not be responsible for the means, methods, techniques,
sequences or procedures of construction selected by Contractor(s) or the safety precautions and
programs incident to the work of the Contractor(s).
4. Jobsite observations shall be made as specified within this document. During such observations,
Roof Technical Services, Inc., shall keep the Owner advised as to the progress, shall endeavor
to guard Owner against defects and deficiencies in such work, and may disapprove or reject
work failing to conform to the Contract Documents. Roof Technical Services, Inc. shall not be
responsible for the failure of the Contractor(s) to perform the work in accordance with the
Contract Documents.
5. Roof Technical Services, Inc. shall not be responsible for the acts or omissions of any
Contractor, or subcontractor, or any of the Contractor(s)' or subcontractor(s)' agents or
employees or any other persons (except Roof Technical Services' own employees and agents).
6. DELETE
7. DELETE
8. Reimbursable Expenses shall be billed on a cost plus 10% basis. Below are the costs for our
standard reimbursable expenses:
REIMBURSABLE EXPENSES
Digital Photographs
0.75 per each
Copies
0.10 per page
Color Copies for Reports
2.00 per page
Blue Prints
0.32 per square foot
Mylar Sepias
1.60 per square foot
Plotting Bond
1.50 per square foot
Plotting Vellum
2.00 per square foot
Fax
0.50 per page
Travel
0.405 per mile
Long Distance Fax or Phone
Direct Cost
Air Fare
Direct Cost
Parking
Direct Cost
Taxi
Direct Cost
Car Rental
Direct Cost
Hotel
Direct Cost
Meals
Direct Cost
Express Mail /Courier
Direct Cost
Postage
Direct Cost
Core Repair
Direct Cost
Outside Consultants /Engineers /Architects
Direct Cost
Other Outside Services
Direct Cost
N
The cost of the work provided shall be based upon the following rates:
HOURLY RATES*
Principal Engineer
150.00 dollars per hour
Principal Architect
150.00 dollars per hour
Sr. Construction Consultant
125.00 dollars per hour
Designer
100.00 dollars per hour
Project Manager
90.00 dollars per hour
Laboratory Manager
90.00 dollars per hour
Construction Administrator
75.00 dollars per hour
Junior Designer
70.00 dollars per hour
Field Observer
60.00 dollars per hour
Cad Drafting
55.00 dollars per hour
Full -Time Field Observer
50.00 dollars per hour
Clerical
50.00 dollars per hour
Report Processor
50.00 dollars per hour
*These rates are based upon 8 -hour workdays and 40 -hour workweeks, including travel time.
Overtime shall be charged in the event that either the 8 -hour workday or the 40 -hour workweek
is exceeded. Overtime shall be charged in the amount of 1.5 times the hourly rate and for
services performed on Saturdays. Overtime shall be charged in the amount of 2.0 times the
hourly rate for services performed on Sundays and on holidays. The overtime rate shall be
applied to all time exceeding either 8 hours per day or 40 hours per week, including travel time.
A minimum of 4 hours shall be billed for any observation time or consulting works out of the
office. A minimum of 2 hours shall be billed for report preparation. Rates for Expert Witness
Services shall be charged at a higher rate. A new proposal shall be issued.
LABORATORY SERVICES
10
ASTM D3617 Built -up Roof Test Cut
ASTM D2829 Built -up Roof Test Cut
Modified Desaturation
ASTM D2398 Softening Point
ASTM D1863 Gradation of Roofing Gravel
Moisture Content - Oven Drying Method
Infrared Photography /Impedance Testing
FM Wind Uplift Testing
Fastener Pull Test
200.00 dollars per each
250.00 dollars per each
300.00 dollars per each
65.00 dollars per each
45.00 dollars per each
35.00 dollars per each
.06 cents per square foot
$2,000 minimum or $150
per hour for a
thermographer and
camera
250.00 dollars set up and
250.00 dollars per test
750.00 dollars minimum
35.00 dollars per pull
Additional services, beyond the original agreed upon Scope of Work, shall be provided based on
the reimbursable expenses and hourly rates provided in Sections 8 and 9 listed above.
11. Our anticipated turn around for this type report is 7 working days following the roof investigation.
If your schedule requires a quicker response you must notify Rooftech immediately. Verbal
representation contrary to this by on -site Rooftech personnel is non - binding. You will be billed
$250 to process the rush report in addition to the standard rate quoted above.
PROPOSAL FOR CONSULTING SERVICES #04- 276 1PAGE 8
12. Invoices shall be submitted monthly, and payment is due 30 days from receipt of the Invoice.
The Owner agrees to pay Interest in the amount of 1% per month for all fees, which have not
been paid within 30 days from the date of the invoice. Interest beyond the 30 -day limit shall be
based on the applicable regulations in effect at the time of billing.
13. This Agreement may be terminated by either Party upon 7 days
written notice. The Owner agrees to pay for all Services rendered to the
date of termination including all Reimbursable Expenses and Termination
Expenses.
14. Severability and Survival: If any of the provisions contained in this Contract are held for any
reason to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality or
unenforceability will not affect any other provision, and this Contract will be construed as if such,
invalid, illegal or unenforceable provision had never been contained herein.
PROPOSAL FOR CONSULTING SERVICES #04- 276 1PAGE 9