Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Approved

Agenda Title:

Council action is requested to approve a contract with The Wilson Group, Inc., in the amount of $397,852.00 for the Sermon Community Center Window Restoration Project (No. 6503-6401).
Recommendations:

The Public Works Department recommends approval.
Background:

In April 2015 a window assessment took place on the 23 large steel-framed exterior windows at the Roger T. Sermon Community Center. Over time the original steel window frames had deteriorated and rusted, glass panes were damaged and replacement glass no longer matched the original glass, and operable ventilators were unusable and no longer sealed properly causing heating and cooling losses throughout the building. It was also identified that lead paint and window glazing containing asbestos would have to be abated as part of the project. At this same time a preliminary cost opinion was formulated which anticipated that the cost for the project on the high end would be $226,000.00. Due to the lack of identified funding for the project, it was proposed to divide the cost for the project over several years.

In FY 15-16, $75,000.00 was budgeted for the project. An additional $75,000.00 was budgeted in the FY 16-17 budget, and $150,000.00 in the FY 17-18 budget, making a total of $300,000.00 available for the project. The original anticipated start date for the project was when the total funding was available with the start of the FY 17-18 budget year, which is after July 1, 2017.

 

An architectural firm was hired in November 2016 to prepare bid documents and an updated cost estimate. This new cost estimate for restoring all 23 windows totaled $440,105.00. Bid documents were prepared for the project and bids were opened on May 26, 2017. The Wilson Group, Inc. was the only bidder with a base bid price of $597,800.00.

 

Over the last several weeks, City staff has been in discussions with The Wilson Group, Inc., in an endeavor to keep the project moving forward despite being over budget. The Wilson Group proposed an option to perform this work under a national cooperative contract that was issued by the National Joint Powers Alliance (NJPA).

 

Options included:
• Repair 13 windows and 3 doors - $362,211.00
• Replace 13 windows and 3 doors - $397,852.00

 

These 13 windows and 3 doors are located on the west and south sides of the building at the gymnasium. After review by City staff, it was determined that although the replacement windows were more expensive, they would provide a more efficient long-term solution for the building. The replacement windows will replicate the historic profiles and grid lines of the original windows but will also provide greater energy efficiency for the building. Materials used for the replacement windows will also reduce the need for maintenance in the future. Another benefit of the replacement option as opposed to the repair option is that the time spent on site performing the construction work will be drastically reduced which will allow for less interrupted use of the building.

 

The Wilson Group has successfully completed other projects in the past and has a favorable track record with the City.

 

Approval is requested for a contract for the Sermon Community Center Window Restoration Project (No. 6503-6401).




Fiscal Impact:

Funding for this project will come from previous encumbered project funds of $150,000.00 and from $150,000.00 budgeted in the FY 17-18 budget. The remaining balance for the contract will be from savings in the FY 16-17 Public Works budget.



Department:          Public WorksContact Person:          Tim Gramling


REVIEWERS:
DepartmentAction
Public Works DepartmentApproved
Finance DepartmentApproved
Finance DepartmentApproved
Law DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:         

ATTACHMENTS:
Description
Contract