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TO:

Honorable Mayor and Members of the Common Council

FROM:

Jon Urben, General Services Manager

DATE:

August 14, 2024

SUBJECT:

Emergency Purchase of Roof Repairs from Kaschak Roofing Inc. for the Public Library ($34,380.00)

BACKGROUND

Facilities Maintenance and our roofing consultant from Specialty Engineering Group (SEG) identified the Public Library roof as the top roof replacement project for 2024. Annual roof and HVAC replacement projects are funded from the HVAC/Roofing CIP, which was allocated $600,000.00 in 2024. The project consisted of replacement of roof areas 4-9, covering the 1993 addition to the original library building. The roof systems covering that addition were installed in 1993 and have been in service approximately 30 years, well beyond the 18–20-year normal anticipated service life for the existing stone ballasted ethylene propylene diene terpolymer (EPDM) roof system. Purchasing solicited bids for the roof replacement and at their January 23, 2024, meeting the Common Council awarded the project to Kaschak Roofing Inc. for $197,900.00.

ANALYSIS

Work began on the project this past June. As the project was completed, it was determined that another adjacent roof area (area 2) was also leaking. This leak was also contributing to water penetrating the interior of the building. In light of this unforeseen leak and that normal procurement methods would take several additional weeks, adding to the detrimental impact of this water on the library interiors, the City Manager approved expediting the repair.

FISCAL IMPACT

SEG quickly solicited quotes from qualified roofers to perform this roof repair. Kaschak Roofing Inc. provided the low quote of $34,380.00. There are sufficient funds within the HVAC/Roofing CIP for this additional repair. With approval from the City Manager, this repair was charged to A/N# 03230130 7214 63035 (HVAC/Roofing Replacement Program. Kaschak Roofing Inc. began the repairs on July 29th and expects to be completed within a few days.

RECOMMENDATION

Chapter 12-14(1) of the Municipal Code of the City of Oshkosh provides that, subject to the approval of the City Manager and without separate approval from the Common Council, the City’s Purchasing Authority or City Departments or Divisions may enter into agreements without following a competitive bidding or quotation process for purchases when warranted by an emergency situation that threatens the public health, safety, or welfare and all the following conditions exist: was unforeseen, calls for immediate action, and cannot be responded to using established procurement methods. In accordance with Section 12-14(1) of the Code, I am hereby submitting this report. Please contact me if you have any questions about this agreement.