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Home My WebLink AboutCS 25-19--. Ci/J {Jf--P 1 (KER J NG From: Marisa Carpino Director, Community Services Subject: Council Chamber Flat Roof Replacement -Emergency Purchase -File: A-1440 Recommendation: Report to Council Report Number: CS 25-19 Date: March 25, 2019 1. That Council is notified of the quote submitted by Foran's Roofing and Sheetmetal Limited in the amount of $113,300.00 (HST excluded) in accordance with Section 12.01 Emergency Purchase of the Purchasing Policy; 2. That the total gross project cost of $166,449.00 (HST included), including the amount of the quotation, contingency and other associated costs, and the total net project cost of $149,892.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $149,892.00 as provided for in the 2019 Civic Complex Capital Budget, to be funded from a 15-year internal loan; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The existing flat roof around the metal dome of the Council Chamber at the Pickering Civic Complex was installed as part of the original construction of the building in 1992. Several leaks were observed throughout 2018, resulting in multiple repairs and prompting more detailed investigations. A report provided by IRC Building Sciences Group Inc. in December 12, 2018 confirmed that the flat roof membrane had failed and required replacement, and recommended installation of a permanent walkway and safety lines for maintenance access. The adjoining flat roof over City Hall was replaced in 2017 by Foran Roofing and Sheetmetal Limited. That work remains under warranty. Installation of a new maintenance walkway will require cutting into the City Hall roof to securely anchor the new bridge, and must be completed by the same company to avoid voiding their warranty. Foran Roofing and Sheetmetal Limited submitted a price of $128,029.00 (HST included), which was accepted in accordance with the Purchasing Policy, Section 12.01 Emergency Purchase. The total gross project cost is estimated to be $166,449.00 (HST included) and the total net project cost is estimated at $149,892.00 (net of HST rebate). cs 25-19 Subject: Council Chamber Flat Roof Replacement Financial Implications: 1. Quotation Amount Quotation by Foran Roofing and Sheetmetal Limited HST (13%) Total Gross Quotation Cost 2. Estimated Pro·ect Costin Summar Quotation by Foran Roofing and Sheetmetal Limited Contingency Sub Total HST (13%) Gross Project Costs HST Rebate (11.24%) Total Net Project Costs 3. Approved Source of Funds 2019 Capital Budget-Civic Complex Description Account Code Source of Funds Council Chamber 5700.1906.6500 Internal Loan Flat Roof (15-years) Replacement Total Funds I Project Cost under (over) approved funds by Budget $150,000.00 $150,000.00 March 25, 2019 Page 2 $113,300.00 14,729.00 $128,029.00 $113,300.00 34,000.00 $147,300.00 19,149.00 $166,449.00 (16,557.00) $149,892.00 Required $149,892.00 $149,892.00 $108.00 The Purchasing Policy (PUR 010), Section 12.01 permits staff to obtain such goods and services as are necessary to respond to the emergency. If the purchase amount exceeds $50,000.00, the Director must notify the Treasurer and CAO and the Director shall submit a report of the incident to the appropriate Committee and Council at the earliest possible time. The existing roof membrane failed in multiple locations and requires immediate replacement. A connecting walkway must be provided for safe access from the main flat roof of City Hall to the Council Chamber roof. The walkway must be anchored to the City Hall roof, which was replaced in 2017 and remains under warranty. By awarding this work to Foran Roofing and Sheetmetal Limited, who replaced the City Hall roof, the City will also avoid voiding that warranty. In accordance with section 12.01 of the Purchasing Policy, purchase amounts exceeding $50,000.00 must be reported to Council. cs 25-19 Subject: Council Chamber Flat Roof Replacement March 25, 2019 Page 3 A larger contingency has been included to allow for concealed conditions that could affect the work while connecting to the Council Chamber metal dome roof and skylights over the City Hall lobby, both of which will remain in place. Unexpended funds will be returned to source. Discussion: The flat roof surrounding the Council Chamber's metal dome roof is original to the building, installed in 1992, and is at the end of its serviceable life. Early drafts of the 2019 Capital Budget projected its replacement in 2020. This timeline had to be advanced based on recent, progressive degradation. Staff observed and repaired multiple leaks in the flat roof over the Council Chamber throughout 2018, requiring repeated repairs. The leaks returned in new locations after each repair, suggesting a broader problem with the roof. IRC Building Sciences Group Inc. were retained by the City to undertake a detailed condition assessment. Their report, dated December 12, 2018, confirmed that the inverted roof assembly and membrane had failed and required replacement. It also identified a need to provide permanent access and safety lines for maintenance access to this roof, which is the only way to reach the upper levels of the Council Chamber dome. In addition to the urgency of the roof repairs, provision of a new maintenance access bridge requires physical anchoring on both sides of the skylights separating the flat roof around the Council Chamber from the main flat roof over City Hall. The roof over City Hall was replaced in 2017, by Foran's Roofing and Sheetmetal Limited, and remains under warranty provided by them as the installers. Retaining the same contractor who completed this work avoids voiding their warranty. The Community Services Department is notifying Council as per Purchasing Policy, Section 12.01 of the work being completed by Foran Roofing and Sheetmetal Limited in the amount of $128,029.00 (HST included), and the total net project cost of $149,892.00. Attachments: 1. CAO Memorandum (CAO 02-19) dated January 8, 2019 cs 25-19 Subject: Council Chamber Flat Roof Replacement Vince Plouffe, OAA, RAIC Manager, Facilities Capital Projects MC:vp Recommended for the consideration of Pickering City Council March 25, 2019 Page 4 Approved/Endorsed By: rpino, MA ommunity Services Ray Rodrigues, CPPB Manager, Supply & Services Stan Karwowski, MBA, C.Pfa.-;-e -Director, Finance & Treasurer ~ f/a,t_. / Z, 2.0t1 Tony Prevedel; P.Eng. Chief Administrative Officer --Cl/Jo/--p](KERJNG To: From: Copy: Mayor Ryan and Members of Council Tony Prevedel Chief Administrative Officer Director, Community Services Division Head, Operations Manager, Facilities Capital Projects Subject: Council Chamber Roof Repairs Flat Roof Leaks File: 0-8320 ATTACHMENT# j_ TO REPORT #1J2 :J5-/ CJ CAO 02-19 Memo January 8, 2019 Several leaks have developed in the flat roof around the dome over the Council Chamber at City Hall. Several repairs were undertaken throughout 2018, but the leaks continue to migrate. This roof is at end of life and had previously been identified for replacement in 2020. As a result, the replacement of this flat roof will proceed immediately and in advance of Council's approval of the 2019 Capital Budget in order to maintain continuity of service. The roof is quite narrow and difficult to access, and will require a metal walkway and safety lines to also be installed for worker safety. Please note that this project budget estimated at $150,000 is subject to the approval of the Manager, Director, Treasurer and CAO, as per section 06.11 (b) of the City's Purchasing Policy.