Subject:
Title
Request formal approval to increase the current purchase order with Vertex Roofing Contractors, Inc. by $12,000 for the Bowman House Roof replacement.
Body
EXPLANATION AND SUMMARY:
The Department of Parks and Recreation requests approval to increase existing purchase order #20220090, with Vertex Roofing Contractors, in the amount of $12,000 for the Bowman House Roof replacement due to the change in color and specification of the roof. The roof specifications were changed from the adopted request award of IFB 21-05 for the Bowman House roof replacement. The roof color revision was approved by the Board of Architectural Review on Sept. 16, 2021. The increase in cost is a direct result of the change in color and specifications for the police station roof. The police station and the Bowman House will have the same type of roof and color. The Bowman House is located next to the construction site of the new police station on Center Street, South. Because the change in materials, gauge size, dimension size, color and manufacturer, coupled with the availability of those materials, Vertex Roofing Inc. will incur an increase in cost ($12,000) that was not a part of the original IFB (21-05) that was awarded. The same supplier will be used for both the Police Station and Bowman House roof.
In the interest of getting the materials ordered so that they arrive in a timely manner and since the cost exceeds the original purchase order totaling $72,767.13, an email from the Town Manager was sent to council on Nov. 20, 2021 requesting authorization to increase purchase order #20220090 to $84,767.13. On Nov. 23, 2021, five Councilmembers responded to the Town Manager favoring the measure to authorize the increase of $12,000 to purchase order #20220090 to Vertex Roofing Contractors for a total of $84,767.13. This allowed staff to place the order and then come before council on Jan. 3, 2022 to request formal approval to increase the existing purchase order for the Bowman House Roof replacement.
Strategic Plan Initiative: Vienna is a complete community.
Board or Commission of Interest:
Departmental Recommendation: Recommend approval
Finance Recommendation: Recommend approval
Purchasing Recommendation: Recommend approval
Town Attorney Recommendation: The Town Council may approve the proposes expenditure of funds in its discretion.
Town Manager's Recommendation: The Town Manager recommends Town Council approve the increase to the purchase order to the amount required to replace the Bowman House roof.
Cost and Financing: $84,767.13
Account Number: 300-000-0000-39420-48803
Decision Needed by This date: Jan. 3, 2022
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve the increase to the current purchase order with Vertex Roofing Contractors for the Bowman House roof replacement bringing the total cost for the project to $84,767.13"
Or
Other action deemed necessary by Council.
Request formal approval to increase the current purchase order with Vertex Roofing Contractors, Inc. by $12,000 for the Bowman House Roof replacement.