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Consent 5.
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| Brentwood City Commission Agenda |
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| Information |
| Subject |
| Resolution 2023-60 - Approval of an Agreement with Mid South Restorations, LLC for Window Replacement at the Boiling Spring Academy |
| Background |
As part of a facility review in late 2022, it was identified that the windows of the historic Boiling Spring Academy (BSA) have deteriorated and are in need of replacement. Significant wood rot is present likely due to moisture intrusion and possibly insect damage. Additionally, the windows are not counterbalanced and are difficult to open and keep open, making them somewhat hazardous to operate. There are 13 windows on the building, with six panes over six panes each. The dimensions of 12 of the windows are 42 x 80 inches, with one being a slightly different size. Each pane is approximately 12 x 18 inches, and there are 156 panes in total.
To assist with pricing and specifications of the project, staff solicited the assistance of Pella Windows and Doors of Franklin. They provided specifications and a quote for $166,500, which included installation but did not include ancillary brick masonry work (likely to be required as a result of removing the windows), painting, or shipping costs. It was not a turn-key proposal.
Staff then reached out to Mid South Restorations, LLC, a contractor that has conducted a number of historic structure repairs for the City. We received a proposal for the same work, only including brick repairs and painting, making it turn-key. The price for that proposal was $158,241, though they indicated price increases were likely in the near future. It was during this time that staff received assistance from the Brentwood Historic Commission, and in particular Mr. Joe Grosson, a retired multidisciplinary engineer. He provided his expertise in evaluating the condition of the windows and sills, made recommendations for specifications, and assisted with contractor discussions. Mr. Grosson was in agreement with staff that Mid South Restorations would likely deliver the best product due to the inclusion of painting and brick work, as well as the City's positive experience with their work product.
The Brentwood Historic Commission voted unanimously on February 17 to recommend the City proceed with replacement of the windows with Mid South Restorations. It was agreed at that time that the option to include antique/wavy replica glass would not be pursued due to cost. The attached contract with Mid South includes revised pricing of $165,468.00, inclusive of shipping. The lead time on window delivery is expected to be 14 to 16 weeks, and installation is anticipated to take 30 to 45 days. The agreement provides for completion no later than November 30, 2023. Mid South's work will be scheduled to provide minimal impact on programming at BSA.
Because of the sensitive nature of the City's historic properties, staff recommends waiver of competitive selection and awarding the contract to Mid South Restorations, LLC. Staff also requests a contingency of $9,632 be authorized such that minor unforeseen conditions that require additional work do not delay project completion.
Please contact the Assistant City Manager with any questions. |
| Staff Recommendation |
| Staff recommends approval of the attached resolution authorizing an agreement with Mid South Restorations, LLC for window replacement at the Boiling Spring Academy for $165,368.00, as well as a $9,632 contingency. The total, including contingency, is $175,000.00. |
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| Fiscal Impact |
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| Fiscal Impact: |
| A total of $175,000 is included in the Facilities Maintenance Fund component of the draft FY 2024 Annual Budget for this purpose. A 50% deposit will be required upon execution of the contract. |
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