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HomeMy WebLinkAboutresolution.council.054-14 RESOLUTION #54 (Series of 2014) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO, APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN AND ARAPAHOE ROOFING & SHEET METAL INCORPORATED AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF ASPEN, COLORADO. WHEREAS, there has been submitted to the City Council a contract for Marolt Ranch Employee Housing Buildings 200, 300, 400, 500 Roof Replacements and Repair, between the City of Aspen and Arapahoe Roofing & Sheet Metal Incorporated, a true and accurate copy of which is attached hereto as Exhibit "A"; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO, That the City Council of the City of Aspen hereby approves that Contract for Marolt Ranch Employee Housing Buildings 200, 300, 400, 500 Roof Replacements and Repair, between the City of Aspen and Arapahoe Roofing & Sheet Metal Incorporated, a copy of which is annexed hereto and incorporated herein, and does hereby authorize the City Manager to execute said agreement on behalf of the City of Aspen. INTRODUCED, READ AND ADOPTED by the City Council of t ^City of Aspen on the 28t` day of April 2014. Steven Skadron, Mayor I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a true and accurate copy of that resolution adopted by the City Council of the City of Aspen, Colorado, at a meeting held, April 28, 2014. athryn S. Koch, City Cler 2014 PROCUREMENT CONTRACT ROUTING SLIP A"CHECK LIST Insiructions: This form should be completed at each step of the procurement process and should follow each request for review or approval. Contracts under $10,000 require only Department Head approval. Contracts over $10,000 require City Manager approval. They do not require competitive bids but require documentation of source selection process. Contracts over$25,000 require City Attorney and City Manager approval,competitive bidding process is required,and City Council approval. ALL CONTRACTS Procurement Description: Marolt Housing Roof Replacement—Contract Amendment Ptoject u: 2013-060 Budget estimate for this project: s258,616,00 Capital Director's Review Account Code: Project Manager: Kai Ramsey Is proposed expenditure approved in the Department's budget? Yes No Explain process for vendor selection, SQIC Source Contract Amendment- Arapahoe Roofing&Sheet Metal wont the bid to replace the Marolt Housing roofs on Buildings 700 and 800. Arapahoe will replace the roofs on buildings 200 300 400 and 500 for the same unit cost and will be able to complete the work on all buildings this year saving the City time and$55,520. See the attached for more detail. Dept.Head approval of proposal: _- City Manager Approval _ _ _ City Attorney Approval __.- CONTRACTS OVER$10,000 AND UNDER$25,000 Competitive Quotes: -- (Attach Quotes) $ _ Contractor/Vendor Selected: —_ - Dept.Head approval: City Manager Approval: City Attorney Review: Original sighed contract documents to City Clerk,Department and to Vendor/Contractor CONTRACTS OVER$25,000 RFP or ITB Completed: — RFP or rrB Reviewed by City Attorney: _ 1°Advertisement 2nd Advertisement (Attach Advertisement) Bid Opcning: Contractor/Vcndor Selected: _ ---If a Capital Project over$25K,Capital Asset Approval Dept.Head approval Award letter sent: 3 signed contracts returned by vendor/contractor _ Performance and Payment Bonds received Certificate of insurance received CONTRACTS OVER$25,2LO If over$25,000,prepare a cover memo and resolution for City Council Approval Date City Council Approves __. Notice to Proceed— We're working on it....... Rebecca Hodgson Assistant to the City Manager I Purchasing City of Aspen 130 S.Galena Street Aspen,Colorado 81611 970-920-5079 From:Kai Ramsey Sent:Friday,April 11,2014 4:24 PM To:Scott Miller; Rebecca Hodgson Cc:Tom McCabe;Cindy Tucker-Davis;Don Pergande Subject:Marolt roofs Scott/Rebecca The roofs over the 700 and 800 buildings were scheduled to be replaced last year,but were postponed due to staff turnover.We had planned on resuming this project this spring and have set a start date of April 21"with the contractor. After our project kick off meeting this last Wednesday,the contractor and I viewed the remaining roofs and noted curling shingles and discoloration throughout.I asked for a proposal for the rest of the project and the contractor submitted a change order which would complete the project. To date,two of the eight buildings at Marolt have been re-roofed.After the 700&800 buildings are complete,we will be half way through.This project has been put off for many years and the condition of the roofs are deteriorating. During the carry forward process this past January,Don Pergande and I discussed what it would take to complete all roofs this budget year. Budget authority was granted and it was decided that we would proceed with the remaining four buildings. 2013 700/800 contract: $157,434 (already approved) 2014 200/300/400/500 : $258,616 (proposed change order) Project total: $416,050 Carry forward: $317,570 2014 roof budget: $154,000 2014 budget authority:$471,570 Savings: $55,520 With budget authority in place, I would like to proceed with the remaining buildings.Can you authorize the attached change order or help get this project approved without having to go out to bid again?Could this be considered a sole source purchase?Please let me know how you would like to proceed. Thanks, Kai Ramsey Property Manager APCHA 2 City of Aspen Contract Amendment Contract Amendment to the Construction Contract between the City of Aspen and Arapahoe Roofing&Sheet Metal Incorporated,signed and dated June 10,2013,for the Marolt Ranch Employee Housing Buildings 700 and 800 Roof Replacement project. Both the City of Aspen and Arapahoe Roofing&Sheet Metal Incorporated agree to the addition of Buildings 200,300,400 and 500 roof replacement and repairs. Work shall be completed to the specifications listed in the report prepared by WJE and the original contract documents by November 1,2014. Both the City of Aspen and Arapahoe Roofing& Sheet Metal Incorporated agrees to perform the additional work described in the specifications and report prepared by WJE for a sum not to exceed Two Hundred Fifty Eight Thousand Six Hundred Sixteen($258,616.00)Dollars. Buildings 300 and 400 $157,434.00 Asphalt shingle and roof fleshings EPDM roofing and flashings Wood and siding repairs Buildings 200 and 500 $101,182.00 Asphalt shingle and roof flashings EPDM roofing and roof flashings Wood and siding repairs Total Sum $258,616.00 Signatures on the next page ATTESTED BY: CITY OF ASPEN, COLORADO By. Title: 7Y R f c T 0 i 2 : Aj�14 � Date: _ ti^T!T ATTESTED BY: ARAPAHOE ROOFING & SHEET METAL INC By i Title: U� /�/�i✓ Date: Bl® PROPOSAL FORM at�.dn�,pn� b.Ldg.3;Q.�".�.:4.0Q.•<. Project No. 2013-060 BID DATE: April 30,2013 PROJECT: MAROLT RANCH EMPLOYEE HOUSRJG BUILDINGS 3 0'uld q p 0 ROOF REPLACEMENT PROPOSAL SUBMITTED BY: Arapahoe Roofing & Sheet Metal, Inc. CONTRACTOR'S PROPOSAL TO: The Governing Body of the City of Aspen,Colorado The undersigned responsible bidder declares and stipulates that this proposal is inade in good faith, without collusion or connection with any other person or persons bidding for the same work, and that it is made in pursuance of and subject to all the terms and conditions of the t advertisement for bid, the invitation to bid and request for bid, all the requirements of the bid documents including the plans and specifications for this bid, all of which have been read and examined prior to signature. The bidder agrees to keep this bid open for Sixty (64) consecutive calendar days from the date of bid opening. The Contractor agrees that construction shall start irnrnediately following a mandatory pre- construction conference held by the Engineering Department, which also constitutes the Notice to Proceed. Submission of this proposal will be taken by the City of Aspen as a binding covenant that the Contractor will fuiish construction within the time specified in the Special { Conditions of this contract docwnent. The City of Aspen reserves the right to make the award on the basis of the bid deemed most favorable to the City, to waive any informalities or to reject any or all bids. The City shall not pay the Contractor for defective work and/or for repairs or additional work ' required for successful completion of the project. All work not specifically set forth as a pay ! item in the bid form shall be considered a subsidiary obligation of the Contractor and all costs in connection therewith shall be included in the prices bid for the various items of work. Prices shall include all costs in connection with furnishing the proper and success completion of the work, including firmishing all materials, �gtriprnent and tools, and performing all labor and supervision to fully complete the work to the City's satisfaction. Poor quality and workmanship shall not be paid for by the City. Such work product must be removed immediately and replaced properly at no cost to the City. All quantities stipulated in the bid form at unit prices are approximate and are to be used only as a basis for estimating the probable cost of work and for the purpose of comparing the bids submitted to the City. The basis of payment shall be the actual amount of materials furnished and work done. The Contractor agrees to make no claims for damages, anticipated profit, or otherwise on account of any differences between the amount of work actually performed and materials actually furnished and the estimated amount of work. The City reserves the right to increase or decrease the amount of work to be done on the basis of the bid unit price and up to plus or minus Twenty Five(23)Percent of the total bid. I hereby acknowledge receipt of ADDENDUM(s)numbered_N 14 through N/A ESTIMATED QUANTITYLIS'T UNrr TOTAL BIDITr.M i.�F4C'RiPT>((�N IiVTT QIJA_NTTTY �� haphalt shingles S roof flashings 123 squares $7$.6.,-69 $9 762,00 EPnM roofing & roof flashings 44 squares $1372.00 $60672.00 Wood and siding repairs $ $innluded $ $ TOTAL BID IN NUMBERS; $15 7 4 3 4.0 0 B1D PROPOSAL FORM . t Project No. 2013-060 BID DATE: April 30,2013 PROJECT: MAROLT RANCH EMPLOYEE HOUSING BUILDING3•r,0M.end -1.0•p'll`OOF REPLACEMENT PROPOSAL SUBMITTED BY: birapahoe Roofing & Sheet Metal, Inc. CONTRACT OR'S PROPOSAL TO: The Govenfing Body of the City of Aspen,Colorado The undersigned responsible bidder declares and stipulates that this proposal is made in good faith, without collusion or connection with any other person or persons bidding for the same work, and that it is made in pursuance of and subject to all the terns and conditions of the advertisement for bid, the invitation to bid and request for bid, all the requirements of the bid documents including the plans and specifications for this bid, all of which have been read and examined prior to signature. The bidder agrees to keep this bid open for SixtV (60) consecutive calenda7•days from the date of bid opening. The Contractor agrees that construction shall start immediately following a mandatory pre- construction conference held by the Engineering Department, which also constitutes the Notice to Proceed. Submission of this proposal will be taken by the City of Aspen as a bindi.rrg covenant that the Contractor will finish construction within the time specified in the Special Conditions of this contract document. i The City of Aspen reserves the right to make the award on the basis of the bid deemed most favorable to the City, to waive any informalities or to reject any or all bids. i The City shall not pay the Contractor for defective work and/or for repairs or additional work required for successful completion of the project. All work not specifically set forth as a pay 1 item in the bid form shall be considered a subsidiary obligation of the Contractor and all costs in 4 connection therewith shall be included in the prices bid for the various items of work. Prices shall include all costs in connection with furnishing the proper and success completion of the work, including furnishing all materials, equipment and tools, and perfornring all labor and supervision to fully complete the work to the City's satisfacti on. Poor quality and workmanship shall not be paid for by the City. Such work product must be removed it unediately and replaced properly at no cost to the City. 1 i All quantities stipulated in the bid form at unit prices are approximate and are to be used only as a basis for estimating the probable cost of work and for the purpose of comparing the bids submitted to the City. The basis of payment shall be the actual amount of materials fiumished and work done. The Contractor agrees to make no claims for damages, anticipated profit, or otherwise on account of any differences between the amount of work actually performed and materials actually fiunished and the estimated amount of work. The City reserves the right to increase or decrease the amount of work to be done on the basis of the bid unit price and up to plus or minus Twenty Five(ZS)Percent of the total bid. I hereby acknowledge receipt of ADDENDUM(s)numbered N/A , through N/A ESTIM4TED 4UA.NTITYLRS UNIT ITEM TOTATOTAL BID DESCRIPTION i! l O TATy Asphalt shingles $ roof flashings 82 squares $786.69 $_.y9'508.00 FPOM roofing & roof £lashings 27squares $117cjDo $. 37,233-00 Wood and siding repairs $ $'ne uded TOTAL BED IN NUMBERS: _$"1 D9 .7 41 0 0 ' 1 TOW Bid in �01'dS:.pre Hundred One Thousand Seven Eiundred Forty one and 00/100 Dollars I acknowledge that in submitting this bid it is understood that the right to reject any and all bids has been reserved by the owner, Authorized Officer:- Mark aa11 i t t —,Title: vi r_ pr a de Full name signature: Company address: 1 501 Smyth Arthur avenue T.ouigvil]ei cn 6(1027 Telephone number: 3 03-472-5 38 s Email Address: ��rktsarA �hoeroof na_f!c�m Attested by: Subcontractor&Material Supplier List Name: Roofing S211nn�1 y_n_f C01 0MR.A0 __« Ph011e#: 303.307 001 Address: 11219 F_ 3J h Av _, nnnvPr., ro 80239 Service or Product. R.Ofing materials Suppliar Name: Phone#: Address: Service or Product. Nam: Phone#: .Address: Service or Product: Name: _,Phone#: