Funding is provided in the FY 2017-18 Facilities Maintenance Fund for a comprehensive cleaning to the Eddy Arnold amphitheater roof. The existing roof was installed 15 years ago and is expected to have a life in excess of 20 years if maintained properly.

In FY 2011-12, the City also did a “mid-life” comprehensive cleaning with minor repairs. At that time the City Commission waived the competitive bidding process and accepted the quotation for services from Architen Landrell Manufacturing, LTD, a British company, to undertake the work.  Since Architen Landrell was the company that originally installed the unique tensile roof, staff believed the company's expertise and knowledge of this facility and the proper way to repair and clean the roofing material made it the best choice at that time.

Since this year’s project consisted only of cleaning the topside of the roof and steelwork, staff expected other companies to be interested in the project. Staff solicited bids to be opened on January 6, 2017. Unfortunately, no bids were received on that date. However, staff was informed by Architen Landrell that it was submitting a bid by DHL Express, with delivery expected by the bid deadline.  (See attached email confirmation.)  On Friday January 6, the Middle Tennessee area was unexpectedly hit with a snowstorm, causing a delay in that delivery. On Monday January 9, the bid was received and opened. Staff is recommending acceptance of the bid because of the unusual circumstances that occurred with the delivery process and since no other bids were received.

The total cost of the proposal from Architen Landrell is $33,215.00.  (See attached bid/proposal.) Please note that the bid included items that were not included in the base specifications, but were items included in the 2010 project that may or may not be needed again. Their price for the base specifications was $19,794.00. The options allow for some

additional work if it is determined to be needed during the course of the project. In consideration of the potential additional work that may be needed, staff is requesting approval of the base bid amount of $19,794 plus authorization of a contingency allowance of $6,710, for potential  maximum amount of $26,504.  This will allow staff to approve any additional work in a timely fashion while this internationally based company is on-site. No additional funds will be expended without staff approval.  Note that the original budget for the project was set at $25,000.

Since Architen Landrell was the company that originally installed the unique tensile roof, staff believes its expertise and knowledge of this facility and the proper way to clean the roofing material makes this company the best choice again. If approved, the United Kingdom based company is expected to complete work at the Eddy Arnold Amphitheater by May 15, before the concert season begins.

Attachments include contract, bid specifications, emails, bid sheet with proposal and bid tabulation.

Please contact the Parks and Recreation Director if you have any questions.