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Home My WebLink About182-18 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 182-18 File Number: 2018-0420 REPEAL RESOLUTION NO. 150-18 AND RESCIND THE CONTRACT WITH MODERN EXTERIORS: A RESOLUTION TO REPEAL RESOLUTION NO. 150-18 AND RESCIND THE CONTRACT WITH MODERN EXTERIORS OF SPRINGFIELD FOR THE CONSTRUCTION OF A SUNROOM ENCLOSURE AT THE WALKER PARK SENIOR ACTIVITY AND WELLNESS CENTER WHEREAS, Resolution No. 150-18, passed on July 3, 2018, authorized Mayor Jordan to sign a contract with Modern Exteriors of Springfield for the construction of a sunroom enclosure at the Walker Park Senior Activity and Wellness Center; and WHEREAS, the vendor has acknowledged misreading the drawings and bid documents and has withdrawn its bid. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby repeals Resolution No. 150-18 and rescinds the contract with Modern Exteriors of Springfield for the construction of a sunroom enclosure at the Walker Park Senior Activity and Wellness Center. PASSED and APPROVED on 8/21/2018 Page 1 Attest: T F?e Y �r Sondra E. Smith, Cit Clerk Trea F-•' • • • • • • �[Yp •�i. City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2018-0420 Agenda Date: 8/21/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 9 REPEAL RESOLUTION NO. 150-18 AND RESCIND THE CONTRACT WITH MODERN EXTERIORS: A RESOLUTION TO REPEAL RESOLUTION NO. 150-18 AND RESCIND THE CONTRACT WITH MODERN EXTERIORS OF SPRINGFIELD FOR THE CONSTRUCTION OF A SUNROOM ENCLOSURE AT THE WALKER PARK SENIOR ACTIVITY AND WELLNESS CENTER WHEREAS, Resolution No. 150-18, passed on July 3, 2018, authorized Mayor Jordan to sign a contract with Modern Exteriors of Springfield for the construction of a sunroom enclosure at the Walker Park Senior Activity and Wellness Center; and WHEREAS, the vendor has acknowledged misreading the drawings and bid documents and has withdrawn its bid. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby repeals Resolution No. 150-18 and rescinds the contract with Modern Exteriors of Springfield for the construction of a sunroom enclosure at the Walker Park Senior Activity and Wellness Center. City of Fayetteville, Arkansas Page 1 Printed on 8/22/2018 City of Fayetteville Staff Review Form 2018-0420 Legistar File ID 8/21/2018 City Council Meeting Date - Agenda Item Onll N/A for Non -Agenda Item Wade Abernathy 8/3/2018 Submitted By Submitted Date Action Recommendation: FACILITIES MANAGEMENT (140) Division / Department Rescind resolution 150-16 for the Contract with Modern Exteriors at the Walker Sr. Activity Center 2180.642.4990-5390.54 Account Number N/A Project Number Budgeted Item? NA Does item have a cost? NA Budget Adjustment Attached? NA Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: CDBG-Public Facilities Fund N/A Project Title $ 100,000.00 $ 100,fl00.t10 Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget 100,000.00 Previous Ordinance or Resolution # 150-18 Approval Date: 180321 CITY OF FAYETTEVILLE ARKANSAS MEETING OF AUGUST 21, 2018 TO: Mayor and City Council CITY COUNCIL MEMO THRU: Don Marr, Chief of Staff Paul Becker, Chief Financial Officer Connie Edmonston, Parks & Recreation Sr. Director FROM: Wade Abernathy, Facilities Management/building Construction Manager DATE: 8/3/2018 SUBJECT: Rescind resolution 150-18 Contract with Modern Exteriors at the Walker Sr. Activity Center RECOMMENDATION: Staff recommends rescinding resolution 150-18 contract with Modern Exteriors in the amount of 23,830.89. BACKGROUND: Resolution 150-18 was passed 7/3/2018 for a contract with Modern Exteriors of Springfield Missouri to provide and install a sunroom enclosure at the Sr. Center. DISCUSSION: On July 27, 2018 while meeting with the vendor on site for field measurements, the vendor acknowledged at that time that he had not read the drawings correctly, and therefore did not include the glass roof portion of the sunroom. Therefore, he was going to have to increase his bid. With the added price, his company would no longer be the low bid. He also had concerns about the installation application and said his company could not warranty the install. He consequently withdrew his bid via e-mail. Other bids that staff received had no issue with interpretation of the drawing, or warranty issues. CDBG funding for this item is time sensitive, therefore Facilities and Parks made the decision to revise the scope of this project to only enclose the porch. Staff has since received 3 bids on this scope with Four Season Sunrooms in Springdale being the low bidder in the amount of $14,936. BUDGET/STAFF IMPACT: N/A Attachments: Withdraw e-mail from Modern Exteriors Four Seasons Sunrooms Bid Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Abernathy, Waylon From: John Cooke <modernexteriors@icloud.com> Sent: Friday, July 27, 2018 4:31 PM To: Abernathy, Waylon Subject: Senior center Wade, I want to apologize for any misunderstandings in regards to the project. I have been bidding jobs for our company over 17 years and am very detailed in my quotes. I have reviewed every email that we corresponded and there was never any mention of a glass roof addition. I can see how we were awarded the bid. I'm sure our quote was considerably lower than others that you had received (with a roof extension). The additional cost for a glass solarium roof would be $9,800.00. Over the years, I have seen nothing but problems from these glass roof systems. They all leak over time, due the expansion and contraction difference between aluminum and glass. In addition, They magnify the heat and will eventually seal fail the glass. Over the years, Our company has repaired and torn down many of these glass solariums. We decided years ago to never offer them to our clients knowing they would have issues with them in the future. The proper thing to do is add an insulated roof system with an overhang to that extension. The additional cost to do so would be $4,880.00. Since you are insisting on a glass solarium roof, I am going to back our company out of the bidding process. I just cannot put our company in that type of exposure knowing the problems that will occur. Once again, thank you for your time and I apologize for any misunderstandings. John Cooke- Modern Exteriors Sent from my iPad B ILD BEST Ong FOURQSEASONS' SUNROOMS InduPendentlr Owned & oper it, dd Ozark Sunrooms & More, Incorporated 850 East Henri de Tonti Blvd Springdale, AR 72762 (888) 487-9900 (479) 306-9900 Fax (479) 361-9591 lett :llwww.ozark unrooms.cOm July 31, 2018 Mr. Wade Abernathy Facilities and Building Projects Manager City o` Fayetteville Dear Wade; MfES.f[L' E3YFR&1F.5i'AA Email: info oxarksunrooms.com Please use this letter as Ozark Sunrooms 8 Mores' quote to build a Four Seasons Sunroom Wall System at 945 S. College, Fayetteville, AR 72701, The specifics are listed below: • One 10' wide wall that is 9' tall. It will have glass kicks, windows that slide open with screens and dual locks, and glass transoms (see drawing attached). One 14' wide wall that is 9' tall. It will have two (2) 4' narrow windows that slide open with screens and dual locks. It will also have one 6' wide French door that out -swings with a triply lock eystorn. There will be glass kfcks under the two windows and glass transoms above the windows and door (see drawing attached). + We wlll Instalf a PTAC that the city provides • No wiringls included In this bid. • Price for this project Is $14,938.00. Price includes labor, shipping, taxes, and material. Please let me know if you have any questions. Regards, 6,t -u Bill Boss Owner pkc