The John P. Holt Brentwood Library was opened in 1998 and expanded by 12,000 sq.ft. in 2009.   Both the original and expansion portions of the building include a combination of flat and pitched roofs.  The flat sections are ballasted EPDM (synthetic rubber membrane held down by gravel) and the pitched sections are covered with asphalt shingles.  With some areas now 20 years old, the roof is experiencing an increasing number of leaks, necessitating more frequent repairs.  Substantial preventative maintenance is required for the older sections to reduce the incidence of leaks and prolong the life of the roof.  

An initial evaluation of the roof was conducted that included visual inspection of the entire roof, as well as a nuclear scan of the flat roof sections to determine the extent of any moisture intrusion into the insulation.  The flat roof was determined to be in relatively good condition, with the scan revealing little to no moisture accumulation  There are areas where the membrane requires repair, but the overall condition indicates a full replacement is not warranted at this time. The likely sources for most roof leaks are the seams at walls, flashings, vents, curbs, and roof penetrations.  The pitched roof sections are showing their age, with shingles having moderate granule loss and cracking, and roof vents needing occasional repairs.  However, because these areas are not experiencing significant leaks, it was determined that 3 to 5 years of life remain and the City can reevaluate the areas annually to determine the appropriate timing of replacement.

Staff examined the options available to rehabilitate the older sections of flat roof and settled on the Garland restoration solution available via U.S. Communities Government Purchasing Alliance Master Agreement #14-5903.  The provider, Garland/DBS, Inc. is a full-service roofing system manufacturer that provides turn-key project delivery including roof evaluation, scanning, specification development, bidding, inspections, and oversight - all provided by the manufacturer of the product.  Similar projects have been performed by Garland for Williamson County, City of Franklin, Metro Nashville Public Schools, and Wilson County.  Reference checks indicate a high degree of satisfaction with Garland/DBS, Inc

The attached proposal from Garland/DBS., Inc. provides for patching up to 150 EPDM membrane puncture locations, reinforcing and applying a urethane coating to all seams within 24 inches of susceptible locations (walls, roof penetrations, etc.), and installation of walk pads in all areas that receive foot traffic.  All flashings, EPDM walls, and EPDM membranes that are exposed will receive a second urethane coat as well.  The finished product would come with a 5-year limited warranty that covers labor and materials for leaks arising from deficiencies in materials or workmanship. 

The U.S. Communities contract provides an alternative pricing method for projects where the solution is custom designed for the particular application.  Such is appropriate for repair jobs such as this where quantities are not as easily identified.  Garland bid the project to three local roofing companies: Water Control Roofing Company, Tim Leeper Roofing, and Southern Roofing Company.  The pricing from Tim Leeper Roofing of Old Hickory, TN proved the most favorable at $82,958.  Including the additive alternate for walking pads in all traffic areas ($17,392), the total proposed cost is $100,350.

A total of $230,000 was budgeted in the Facilities Maintenance Fund for this purpose.  In addition to the $100,350 contract, staff recommends approval of an owner's contingency of $5,000 (5%) so that hidden conditions do not cause delays in the project. The project total, including contingency, would be $105,350.  If awarded, work will be completed by the middle of June.

If the restoration system only lasts as long as the 5 year warranty, the amortized value will be $16,600 per year.  Full replacement of the roof is estimated at $350,000, which amortized over 15 years is approximately $23,300 per year. This preventative maintenance should add value and extend the life of the roof.  It should be noted that full replacement will still be required somewhere in the 5 to 7 year horizon. 

Please contact Assistant City Manager Jay Evans with any questions.