Loading...
HomeMy WebLinkAboutPACKET Public Works, Utilities and Public Safety 2015-11-12 Thursday, November 12, 2015 Public Safety, Utilities 8:00 a.m. & Public Works Committee Town Board Room * Revised 11/06/15 1. PUBLIC COMMENT 2. PUBLIC SAFETY a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Verbal Updates and Committee Questions. 3. UTILITIES a) RECOMMENDATIONS TO THE TOWN BOARD i. Purchase of Utility Box for L&P Duty Truck. Supt. Lockhart b) REPORTS i. Verbal Updates and Committee Questions. 4. PUBLIC WORKS a) RECOMMENDATIONS TO THE TOWN BOARD i. Elm Road Landfill Leachate Mitigation Project Contract Award. Mgr. Ash ii. Visitors Center Restroom Addition Contract Award. Mgr. Landkamer iii. Conference Center Interior Repairs Contract Award. Mgr. Landkamer iv. Replacement of G39A Jeep Cherokee & G68A GMC Pickup. Mgr. McEachern v. Fleet Tire Changer Replacement. Mgr. McEachern vi. Transit Facility Project Management Contract Award. Dir. Muhonen vii. 2015 Overlay Program Change Order Approval. Eng. Stallworth viii. 2013 Flood Repair Construction Management Contract Dir. Muhonen Change Order Approval. ix. Event Center & Pavilion Roof Snow Guard. Mgr. Landkamer b) REPORTS i. Verbal Updates and Committee Questions. 5. ADJOURN AGENDA * Light & Power Department Memo To: Public Safety, Utilities and Public Works Committee Town Administrator Lancaster From: Joe Lockhart, Light & Power Superintendent Date: November 12, 2015 RE: Purchase of Utility Box for L&P Duty Truck Objective: Obtain approval for the purchase of a utility bed for the L&P duty truck known as Truck 24. Present Situation: At the August PUP Committee and Town Board meetings, approval was given to replace the 2001 Ford 3500 F-250 4x4 Light & Power duty truck, the truck/frame only. Light & Power is now requesting approval to purchase the utility bed for the truck. Quotes were received from two vendors as shown below and are as follows: Frontier Truck Equipment 7167 E. 53rd Place Commerce City, CO 80022 303-289-4311 Utility Box: $51,999 Auto Truck Group 2425 E. Platte Place Colorado Springs, CO 80909 719-567-0400 Utility Box: $40,660 Proposal: Staff proposes acceptance of the low bid for the utility box from Auto Truck Group. Advantages: The new truck and utility box will improve reliability of the equipment and the work efficiency of our line crew. Disadvantages: None. Action Recommended: Staff recommends approval of the purchase of the utility box from Auto Truck Group for the base price of $40,660.00. Budget: $89,822.00 was budgeted in the 2015 Vehicle Replacement Fund (635-7000-435.34- 42) for the replacement of Truck 24. Cost for the purchase of the truck and frame: $46,839.00 Proposed cost for purchase of utility bed: +40,660.00 $87,499.00 Level of Public Interest Low, as not many of our customers follow the types of trucks L&P uses for power line construction and repair. Recommended Motion: I recommend acceptance of the bid from Auto Truck Group, to purchase the utility bed for the Light & Power duty truck, to the Town Board, to be included on the Consent Agenda at the November 24, 2015, Town Board meeting. ENGINEERING Memo To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Kevin Ash, PE, Public Works Engineering Manager Greg Muhonen, PE, Public Works Director Date: November 12, 2015 RE: Elm Road Landfill Leachate Mitigation Project Construction Contract Award Objective: To receive Town Board approval to authorize a construction contact and construction management contract for the Elm Road Landfill Leachate Mitigation Project. Present Situation: As a result of an action letter to the Town issued by the Colorado Department of Public Health and Environment (CDPHE) – October 17, 2011, the Town was required to improve the drainage system that existed around the Elm Road Landfill. The Town entered into a contract with Stewart Environmental Consultants on October 22, 2013 to cover services for the engineering of a treatment system that would collect and treat the landfill seepage, explore transfer of the wastewater to the UTSD, and work with CDPHE to correct all issues. Stewart has completed a design for the drainage system improvements. The plans and specifications have been reviewed and approved by the State Health Department and the Town of Estes Park and the next phase is construction of the improvements. The improvements include a concrete swale installed along the north side of the Old Light and Power Building. This swale will catch surface runoff from the upstream properties to the north. This runoff will be conveyed along the east side of the Landfill in a 42” concrete pipe south to Moraine Avenue. The CDOT Highway will be crossed and the drainage will connect to a new drainage pipe installed by Osmun as part of the 2013 Town Flood Damage Repair Project. A project map and description is included with this Memo. Proposal: On October 6, 2015, Public Works advertised a Request for Bid that detailed a project scope that would install a drainage slope across the Town yard and install 1,315 of drainage swale and pipe from the North side of the Town Light and Power Building along the east side of the Town yard and across Moraine Avenue. Advertisements were done on the Town website, in the local paper and in the Fort Collins Coloradoan. After 4 weeks of advertising, two companies submitted a bid for construction. The bids were opened on November 4th. The following table contains the bids for each company: COMPANY CITY BASE BID ALT 1 C & H Excavation Ault $517,583.99 No Bid Connell Resources Inc. Windsor $637,235.40 $199,300 C & H submitted the lowest bid. Their bid, qualifications and references have been checked and Public Works considers them the lowest responsible bidder. There is only one proposed subconsultant on the bid and that is Martin Marietta for the asphalt crossings. An alternate bid item was included at CDOT’s request – as they wanted the Town to evaluate a bore across Moraine Avenue (instead of open cut). This adds significant cost, utility interruptions and safety concerns to the project. C & H Excavation was not able to provide this alternate option to the project and it is not supported by the Town, the design consultant or the contractor. Town Staff and its consultant have finalized the bid evaluation and recommend C & H Excavation as the Elm Road Landfill Leachate Mitigation Project construction company. In addition to the construction contract, Public Works would recommend award of a construction management contract to Stewart Environmental Consultants. Stewart’s expertise has been heavily relied upon since the project began back in 2011. They have guided the Town successfully through the State Health Department’s mitigation process. They have on-staff construction managers who are experienced in the State Health Department construction requirements and have worked on this project directly in the design phase. Stewart has provided the Town with an estimate of $1,000/day that the contractor is working. Due to the unique nature of the project requirements, expertise and project history, Public Works recommends sole sourcing this contract to Stewart. Advantages:  This project will bring the surface drainage in compliance with the State Health Department mandate.  Project can be constructed during winter months and minimize impacts to adjacent properties.  Project will provide a drainage runoff crossing Moraine Avenue to the river.  Surface drainage across the Town yard will be improved. Disadvantages:  Construction activities will occur around the outside edge of the landfill and there is a risk of trash exposure and methane gas.  Construction activity across Moraine Avenue will create traffic congestion. Schedule: The bid documents require this project to be substantially complete within 90 calendar days from the Notice to Proceed. C & H Excavation submitted a 44 working day schedule to complete the project. Public Works expects to issue a Notice to Proceed with construction after the November 24th Town Board meeting. We anticipate this project being complete early February, but have flexibility for the contractor built into the schedule should it extend to the end of February. Action Recommended by Staff: To advance the Elm Road Landfill Leachate Mitigation Project, Staff recommends awarding a construction contract to C & H Excavation in the amount of $517,583.99. Staff also recommends awarding a construction management services contract to Stewart Environmental Consultants in the amount of $44,000. Budget: This project will be funded from the Community Reinvestment Fund. To allow expedient administrative approval of potential construction change orders, staff recommends a 10% contingency be included in a budget encumbrance of $570,000 for the construction contract with C & H Excavation. Similarly, a budget encumbrance of $50,000 is recommended for the construction management contract with Stewart Environmental Consultants. The total funds requested are $620,000. The project budget line item has $310,000 remaining. The anticipated shortfall is $310,000. These funds are requested from the General Fund reserve account. Level of Public Interest Public Interest on this project is expected to be moderate. This project directly impacts properties surrounding and downstream of the Elm Road Landfill. This includes the Town Public Works and Utilities Departments, the Fire District Training Facility and Waste Management. Sample Motion: I move to recommend/not recommend the Town Board authorize the Mayor to sign a construction contract for the Elm Road Landfill Leachate Mitigation Project with C & H Excavation in the amount of $517,583.99. Public Works staff has budget authorization to spend up to $570,000 if necessary for this work. I move to recommend/not recommend the Town Board authorize the Mayor to sign a construction management services contract for the Elm Road Landfill Leachate Mitigation Project with Stewart Environmental Consultants in the amount of $44,000. Public Works staff has budget authorization to spend up to $50,000 if necessary for this work. These 2 contracts are to be included as Action Items on the agenda for the November 24th Town Board meeting. Attachment Invitation to Bid Project Description and Project Map Elm Road Landfill Leachate Mitigation Section 001110 - 5 Town of Estes Park Invitation to Bid BID FORM AND INSTRUCTIONS September 28, 2015 SECTION 001110 INVITATION TO BID The Town of Estes Park is soliciting bids for the Elm Road Landfill Leachate Mitigation – Drainage Swale, Grading & Pipeline Construction project. The project will involve the implementation of stormwater run-on and run-off control mechanisms designed to reduce the amount of stormwater infiltrating the Elm Road Landfill, located at 666 Elm Road in Estes Park, CO (Southeast ¼ of section 26, Township 5 North, Range 73 West of the 6th Principal Meridian in the Town of Estes Park, Colorado). These stormwater control mechanisms include, but not limited to, a concrete swale, grading, and storm sewer utilized to reduce infiltration into the landfill. See map below for site location. PUBLIC WORKS Memo To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Jon Landkamer, Public Works Facilities Manager Greg Muhonen, Director of Public Works Date: November 9, 2015 RE: Visitors Center Restroom Addition Objective: It has been identified that there is a need for additional restrooms at the Visitors Center. There is also anticipation of more parking in the area which will increase demand even further. Present Situation: The Visitors Center is a hub of activity and information as well as the focal point of our transportation system. It is the first stop for many visiting Estes Park and is therefore a first impression of the Town and what we have to offer. Many times throughout the summer there are significant lines to use the restroom, particularly the women’s restroom. To help alleviate this situation, there has been a need for additional restrooms identified. Rarely is there a line for the men’s room so the focus is on additional stalls for the women. There is an ADA stall in each existing restroom, however it is very tight to get in and out. To accommodate a wider variety of those with special needs, a family restroom would be very beneficial. Proposal: We are recommending that an additional six stalls be added for the women’s restroom. To help us meet our goal of proactively addressing ADA issues as well, we are also recommending that we add a family restroom to assist those guests with special needs and/or assistance needs. Public Works advertised this project in the local paper, as well as on our website. We have received interest from two contractors, and both contractors attended the mandatory pre-bid site walk. Public Works has received two proposals to perform the work to add restrooms to the Visitors Center. Company Contact City Total Bid Heath Construction Travis Warner Fort Collins $196,446 Growling Bear Co. Gary Shironaka Greeley $No Bid Advantages:  Improved first impression of many visitors throughout the year.  Fewer lines and more guest served in a timely fashion.  More efficient operation of the facilities through improved fixture function.  Increased ADA compliance with the addition of a family restroom. Disadvantages:  Disruption of Visitors Center operations during construction.  Narrowing of the sidewalk approach from the east parking lot. Action Recommended by Staff: Public Works is recommending that Heath Construction be awarded the project. They could start as early as November 30th, 2015, with a completion date of no later than May 2nd, 2016. Actual construction time will likely be less, and the contractor will be asked to compress the schedule as much as possible for operational efficiency of the Visitors Center. Budget: The preliminary budget for this project was set at $200,000, with $10,500 encumbered for conceptual design and construction documents. The money for this project was allocated from the Community Reinvestment Fund. There will be some need for materials testing that is initiated by Town of Estes Park staff, and we have included a budget of $1,500 for these services. Since the project is slightly over budget, we have reached out to Heath Construction to assist us with some value engineering discussions in an attempt to bring the budget down to the $200,000 level. Likely items to get deleted would be the automatic entrance door, the drinking bottle fill station added to the drinking fountains, and possibly some plumbing fixture specification evaluation. Company Contact City Total Bid Basis Architecture Steve Lane Estes Park $10,500 Heath Construction Travis Warner Fort Collins $196,446 Landmark $1,500 Total Project $208,446 To be able to provide contingency for this project, we have started negotiations with Heath Construction to obtain more detail on their proposal. Specifically we are asking for them to provide us with the cost of the family restroom and relocation of the janitors closet, and this will be our contingency should we need to reduce costs further. Company Contact City Total Bid Basis Architecture Steve Lane Estes Park $10,500 Heath Construction Travis Warner Fort Collins $176,801.40 Value Engineering Travis Warner Fort Collins $(9,000) Contingency 10% $20,000 Landmark $1,500 Total Project $199,801.40 Level of Public Interest: Moderate This repair will have a direct impact on the operation of this facility, and on the first impression for many of our visitors. This first impression of the Visitors Center will continue to be highlighted as expansion of the parking in the south lot proceeds with the new parking structure. Sample Motion I move to recommend/not recommend authorizing a $200,000 budget for the Public Works Department to proceed with the addition of women’s restroom facilities to the Visitors Center, and award of contract to Heath Construction for approximately $176,801.40, to be included on the consent agenda for the November 24, 2015 Town Board meeting. Attachments: Floor Plan PUBLIC WORKS Memo To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Jon Landkamer, Public Works Facilities Manager Greg Muhonen, Director of Public Works Date: November 9, 2015 RE: Conference Center Interior Repairs 2015 Objective: Repair and replace interior finishes and fixtures, in the Conference Center, that were damaged by water due to the roof leaks of the last couple of years. Present Situation: The Conference Center roof had been leaking in multiple places and caused damage to the interior of the building. This damage has resulted in numerous stained and replaced (mismatched) ceiling tiles and also damage to the drywall, sound fabric, and light fixtures in two significant locations. The roof has been repaired and has performed well during recent precipitation events. Proposal: Public Works advertised this project in the local paper, as well as on our website. We received interest from one local contractor, and had one local contractor attend the mandatory pre-bid site walk. Public Works has received one proposal to repair and replace the interior damage to the Conference Center with similar, or better, quality building materials. 1. B&E Builders, of Estes Park, was the only contractor to submit a bid on this project, for a not-to-exceed price of $67,238.20. This bid proposal includes the initial scope of repairs and replacement of items within the ballroom ($39,804.95), and the additional option of replacing the ceiling tiles throughout the lobby area as well ($27,433.25). Advantages:  Increased visual impact of the facility.  Fully functioning lighting.  Better acoustics for the room with the new ceiling tiles.  Ceiling tiles that are readily available for future replacement. Disadvantages:  The Conference Center will need to be closed for most of this project. Action Recommended by Staff: Public Works is recommending that B&E Builders be awarded the project, with a modified option of salvaging good ceiling tiles to replace damaged or stained ceiling tiles throughout the Conference Center lobby areas. Budget: There was an insurance claim to CIRSA for interior damage in 2013 that resulted in a settlement of $49,709.49, which has been disbursed by CIRSA to the Town of Estes Park. Public Works is recommending a total project budget of $49,709.49. Company Contact City Total Bid B&E Builders Eric Kilbourn Estes Park $39,804.95 B&E Builders Salvage option $4,933.59 Contingency 10% $4,970.95 Total Project $49,709.49 Level of Public Interest - Low This repair will have a direct impact on the interior operation of this facility. Many groups using this facility, had disruption is their use during the rainy May we encountered. The Conference Director for Rocky Mountain Park Inn has been avoiding using the areas impacted as much as possible, which is not an ideal operating system for them. Sample Motion I move to recommend/not recommend authorizing a $49,709.49 budget for the Public Works Department to proceed with repairing the interior water damage in the Conference Center, with award of contract to B&E Builders for up to $44,738.54, to be included on the consent agenda for the November 24, 2015 Town Board meeting. Attachments: Attached with this memo are project pictures submitted for information purposes only. Stained and mismatched ceiling tiles, and staining of the drywall and sound fabric. Bowing and stained ceiling tiles, can lights damaged and not being used, drywall damage PUBLIC WORKS Memo To: Public Safety, Utilities and Public Works Committee Town Administrator Lancaster From: Kevin McEachern, Public Works Operations Manager Greg Muhonen PE, Public Works Director Date: November 12, 2015 RE: Replacement of G39A Jeep Cherokee & G68A GMC Pickup Objective: The Public Works Department is scheduled to replace a 2001 Jeep Cherokee (Street Division Unit G39A) and a 2000 GMC K-1500 pickup (Fleet Division Unit G-68A). These vehicles will be replaced with a 2016 Subaru Outback and a 2016 Subaru Forester. The new vehicles will be used for Public Works Department operations. The Outback will be issued to the Engineering Division and the Forester will be issued to the Facilities Division. The 2000 GMC pickup will be retained and shared by the Fleet, Street and Parks Divisions. The 2001 Jeep Cherokee will be sold or traded in. Present Situation: The Street Division proposes to purchase the new Subaru Outback and the Fleet Division proposes to purchase the new Subaru Forester with funds budgeted for this purpose in the 2015 Vehicle Replacement Fund. Quotes were received from three vendors as follows: 1) Valley Nissan-Subaru of Longmont, 1005 Ken Pratt Blvd., Longmont, CO 80501 Price no trade, 2016 Outback 2.5i CVT, $23,026.00 Price no trade, 2016 Forester 2.5i CVT, $21,929.00 2) Subaru of Loveland, 3930 Byrd Dr. Loveland, CO 80538 Price no trade, 2016 Outback 2,5i CVT, $23,748.00 Price no trade, 2016 Forester 2.5i CVT, $22,877.00 3) Dellenbach Motors, 3111 S College Ave., Fort Collins, CO 80525 Price no trade, 2016 Outback 2.5i CVT, $24,800.50 Price no trade, 2016 Forester 2.5i CVT, $22,139.50 Proposal: Public Works proposes to accept the low bid of $23,026.00 for the Outback and $21,929.00 for the Forester from Valley Nissan-Subaru of Longmont. Advantages:  New vehicles  More efficient fuel economy  Lower maintenance costs due to high reliability ratings  Top safety ratings in the industry  8.7” ground clearance matches Jeep Cherokee Disadvantages:  Compact size is less accommodating for large passenger loads. Action Recommended: Staff recommends purchase of both the Subaru Outback and Forester for the combined price of $44,955.00 for Public Works Department. Approximately $3000 per vehicle will also be spent to equip these new vehicles with appropriate emergency strobe lights. Budget: G39A--$26,232.00--635-7000-435-34-42 / Vehicle Replacement Fund G68A--$26,150.00--635-7000-435-34-42 / Vehicle Replacement Fund Total $52,382.00 Less $44,955.00 combined cost of the Subarus $ 6,000.00 emergency strobe lights $1,427.00 savings Level of Public Interest This is a routine vehicle replacement purchase of low public interest. Recommended Motion: I move to recommend/not recommend the Town Board authorize the Town Administrator to sign the Purchase Order in the amount of $44,955.00 with Valley Nissan-Subaru of Longmont for the new Subaru Outback and Forester. This purchase is to be included as a consent item on the agenda for the November 24th Town Board meeting. PUBLIC WORKS Memo To: Public Safety, Utilities and Public Works Committee Town Administrator Lancaster From: Kevin McEachern, Public Works Operations Manager Greg Muhonen PE, Public Works Director Date: November 12, 2015 RE: Fleet Tire Changer Replacement Objective: Reallocate funds ($20.000.00) for two storage containers in the Fleet Fund that were approved in the 2015 budget. Present Situation: The Public Works Fleet Division planned to purchase a vehicle lift with the funds provided by Capital Funds (612-4300-610-33-98). The Fleet Division was able to trade an existing lift asset that was not being utilized because of safety issues for the same price as the new vehicle lift. At the March 12, 2015 PUP Committee meeting these funds were reallocated to use for two storage containers for the Fleet division. At present the existing tire changer in Fleet has safety issues and is a higher priority for replacement. Proposal: Reallocate and utilize the 2015 fund amount in the Capital Fleet Fund to purchase a replacement tire changer for the Fleet Division. This will improve the safety and efficiency of the Fleet tire changing operations. Advantages:  Enhanced safety in the work environment.  Enhanced equipment with more options. Disadvantages:  Purchase of storage containers is delayed. Action Recommended: I recommend the reallocation of funds budgeted for two storage containers (Capital Item, $20,000.00), in the Fleet Fund. Budget: $20,000.00 / 612-4300-610-33-98 / Capital Fleet Fund Level of Public Interest: Low. Recommended Motion: I move to recommend/not recommend the Town Board reallocate $20,000 budgeted for two storage containers to be used to replace the Fleet Division’s tire changing equipment, and authorize the Town Administrator to sign the Purchase Order for an amount not to exceed $20,000 with a vendor to be selected by the Public Works Department. EQUIPMENT PROPOSAL / SALES AGREEMENT Prepared on 10/22/2015 Submitted to:Quoted through: Town of Estes Park 575 Elm RD Estes Park, CO 80517 9705773609 MCGEE CO 1140 SOUTH JASON ST DENVER, CO 80223 TCA34W (Mfr. sug. price: $25,809.00)20,073.67 Leverless Tire Changer - Leverless Tool Head - Handle difficult combinations with ease - Reduce risk of damage to wheel - Single tech can handle all sizes - 10” to 34” Range, Certified RunFlat Compliant - Gently rolls bead from rim - Bead press arm helps push sidewalls of difficult tires - 220V Variable Speed Reversing Electric Motor - Ergonomic Adjustable Work Height (3 Level) - Integrated Blast Inflator - Pick and Place Wheel Lift - Factory Installation & Setup - On-Site Training Prices subject to change without notice.Subtotal$20,073.67($25,809.00 MSRP) This proposal is good through11/21/2015 + freight (estimated)$485.00 Total investment$20,558.67 Proposal includes installation and on-site training by a Hunter Technical Representative. Electrical and compressed air connections to equipment are not included on this quotation. Estimated delivery: ENGINEERING Memo To: Public Safety, Utilities, Public Works Committee (PUP) Town Administrator Lancaster From: Kelly Stallworth, EI, Public Works Pavement Manager Greg Muhonen, PE, Public Works Director Date: November 12, 2015 RE: 2015 Street Overlay Program – Coulson Excavating Co., Inc. Change Order Objective: Coulson Excavating Co., Inc. was retained by the Town of Estes Park to provide construction services related to the 2015 Street Overlay Program. The Town entered into a contract with Coulson Excavating Co., Inc. on October 13, 2015 to cover services for the overlay of Scott Avenue and Stanley Avenue. In the course of construction, additional materials and labor were necessary to satisfactorily complete the work. This work was completed under the executed contract and needs to be formalized with a Change Order. The additional time and materials resulted in a cost of $13,090.28 (about 6% of the original construction contract amount). Present Situation: Work has been completed at both Scott Avenue and Stanley Avenue. Due to variation in estimated quantities and actual quantities necessary to complete work, the following Change Order is needed: 1. Change Order #1 - $13,090.28. This Change Order accounts for the difference in estimated at final quantities during the paving at Scott Avenue and Stanley Avenue. The original contract had a dollar amount of $206,448.97. Approval of Change Order 1 will add an additional $13,090.28 to the project budget and a new total of $219,539.25. Advantages:  Coulson Excavating Co., Inc. was awarded the initial contract and is the most logical provider of this additional work. Disadvantages:  None Action Recommended by Staff: Public Works has evaluated the submitted change order and determined the quantities provided were necessary and equitable to the intent of the project with the Town. Staff recommends approval of Change Order 1 as presented. Budget: This project will continue to be funded from the Street Improvement Fund. Level of Public Interest Public Interest on this change order is expected to be low. Many compliments have been received on the completed work. Sample Committee Recommendation: I move to recommend/not recommend the Town Board authorize the Mayor to sign Change Order No.1 to the construction agreement for 2015 Street Overlay to Coulson Excavating Co., Inc. for an additional project cost of $13,090.28. This is to be included as a consent item at the November 24, 2015 Town Board Meeting. PUBLIC WORKS Memo To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Jon Landkamer, Public Works Facilities Manager Greg Muhonen, Director of Public Works Date: November 6, 2015 RE: Event Center and Pavilion Snow Guard Objective: Install proper snow guard protection for both the Event Center and the Pavilion. Present Situation: The Event Center has snow guards on the roof to prevent snow from shedding off in mass, which will prevent damaging the rain gutter system, and potentially harming pedestrians or equipment in the path of the snow slide. The Pavilion did not get snow guard protection, and has sustained gutter damage in snow storms earlier this year. Neither building has protection for the roof penetrations that are present for the heat system. These penetrations are potentially damaged during snow events, when the snow piles up and pushes against them causing them to bend over, or shear off. These vents are exhaust vents for the heating system, so if they are damaged, there is the real potential to be venting carbon monoxide directly into the facility. Proposal: Public Works is asking to hire a contractor to fix this situation and hopefully avoid more damage from snow this winter. The scope would include approximately 16 snow diverters to protect all pipe penetrations on the Event Center, and repair two areas where the penetrations were moved from their original installation ($6,930). The Pavilion needs approximately 28 snow diverters to protect all pipe penetrations. It also needs damaged screws replaced where the two roofs tie-in, approximately 185 linear feet. The Pavilion also needs approximately 340 linear feet of snow retention system installed 30 inches up from the gutter. The damaged gutters would also be repaired/replaced as necessary ($25,627). RTN Roofing is the only roofing contractor that I have been able to get to respond and provide a quote for this work. Company Contact City Total Bid RTN Roofing Nick Navarette Loveland $32,557 Apex Roofing Kevin Christopher Estes Park $Declined Gold Roofing Neil Loveland $Month out JP Erectors Dohn Construction Fort Collins $Declined Advantages:  Prevention of damage to the roof penetrations and gutters.  Proper operation of the roofing system and control of leaks.  Increased safety by prevention of significant snow slides coming off the roof all at once.  Increased safety by prevention of damage to the exhaust vents, which could cause carbon monoxide to enter the building. Disadvantages:  Could have an impact on warranty since the original contractor has declined to install the rest of the system.  We are running out of time and weather to install the snow guard protection, so the project could be delayed even if it is approved. Action Recommended by Staff: Public Works is recommending that RTN Roofing be awarded the contract to add snow guard protection to the Pavilion, add snow diverters to protect the pipe penetrations, and repair/replace the gutters as necessary. We are also recommending that snow diverters be added to the Event Center to protect the pipe penetrations on this building as well. Budget: The budget for this project could be taken from the remaining construction budget set aside to complete the Event Center and Pavilion project. Since this project is starting late in the season, Public Works staff is asking for budget authorization to spend up to $35,000 if necessary for this work. This would allow some flexibility if there are delays due to weather or unforeseen circumstances. Level of Public Interest: Low This project does not have great public interest, however, it is vital to the continued operation of the facility. There is debate on whether or not this should have been included in the original scope and therefore still a part of the original construction. Public Works has not been able to determine the status of this detail and if it was included in the scope and removed, or never included in the scope. The bottom line is that it needs to get done to protect the roof penetrations or we will continue to spend money to fix the vent pipes after every moderate snow storm. Sample Motion: I move to recommend/not recommend authorizing a $35,000 budget for the Public Works Department to proceed with the repairs and addition of snow guard protection to the roofs of the Event Center and Pavilion, with the award of contract to RTN Roofing for $32,557, to be included on the consent agenda for the November 24, 2015 Town Board meeting. Attachments: Proposal from RTN Roofing.