S T A T E O F M I C H I G A N BOARD OF COMMISSIONERS OF THE COUNTY OF ALLEGAN. September 17, 2009

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1 S T A T E O F M I C H I G A N BOARD OF COMMISSIONERS OF THE COUNTY OF ALLEGAN September 17, 2009 FACILITIES MANAGEMENT AWARD BID AND APPROVE JAIL ROOF REPAIR PROJECT WHEREAS, an RFP was posted for the Jail Roof Replacement Project; and WHEREAS, the RFP included a required base bid proposal and two (2) alternatives; and WHEREAS, the required base bid proposal was for a portion of the jail roof area of approximately 7,190 square feet; and WHEREAS, the alternatives were: to provide the same scope of work as listed in the required base bid, but for the entire roof area of approximately 23,261 square feet to provide a mechanically fastened EPDM solution for the entire 23,261 square foot roof area ; and WHEREAS, to award the bid for the base bid partial roof replacement to Great Lakes Systems, Inc. of 2286 Port Sheldon Court, Jenison, MI in the amount of $23,400 would be within the $25,000 approved for Capital project ; and WHEREAS, to award the bid for alternative 1, the whole roof replacement, to Great Lakes Systems, Inc. of 2286 Port Sheldon

2 Court, Jenison, MI for an amount not to exceed $71,300 would be a better solution cost per square foot and would eliminate further piecemeal replacement to complete the project. THEREFORE BE IT RESOLVED that the Allegan County Board of Commissioners hereby approves recommendation from the Facilities Management Director to approve the alternative to provide the same scope of work as listed in the required base bid, but for the entire roof area of approximately 23,261 and to include the voluntary alternate 15 year warranty for an amount not to exceed $72,200; and BE IT FUTHER RESOLVED that an additional appropriation in the amount of $47, be made from the Infrastructure CIP Fund balance to fund the cost difference to repair the entire 23,261 square foot roof area; and BE IT FINALLY RESOLVED that the Board Chairman and the County Administrator are authorized to sign the necessary documents on behalf of the County and that the Budget and Finance Director is authorized to make the necessary budget adjustments to complete this action.

3 Work Orders Dates displayed in Eastern Daylight Time 9/4/ :04:48AM Work Order Summary Requestor Requestor Call Back Number Department Location Assigned Technician Priority Date Completed Status Approve award of bid for Capital project to Great Lakes Systems Inc. Bob Wakeman Type Admin / Board RFA 2662 Asset ID Facilities Management Department Number 265 County Services Building Date Entered 8/14/2009 3:49:05PM Becky Blaine Date Assigned 9/3/2009 2:04:42PM 4 - within 5 business days Expected Completion Date 9/24/ :01:48AM Charge - Hours Work Order Description 8/17/2009 2:32:46PM JNANCE Award base bid of $23,400 for partial roof replacement or Alt.#1 for whole roof of $71,300 to Great Lakes System Inc. of Jenison,Mi.. Base bid would be under the $25,000 budgeted but Alt. #1 would not be but would be a better solution cost per Square foot and would eliminate further piecemeal replacement to complete the project. Technician 9/4/ :02:02AM BBLAINE Placed on agenda and notified requestor 9/1/2009 8:57:15AM DSTAN 9/1/09 ET - approved capital project as budgeted; if determined to expand project for entire roof, need RSarro's input how gets presented to board. This will need an additional appropriation. 8/25/ :35:43AM DSTAN 8/25/09 ET Review - DBV reviewed and has questions on whether entire or partial roof project for jail; would like RSarro input; also left call back for BWakeman. 8/18/ :52:52AM DSTAN Assigned to DBV for his review and recommendation. I'll add to 8/25 ET agenda for discussion since it might be needed. 8/18/2009 9:11:25AM BBLAINE Will hold on placing BOC agenda until decision is made. Assigned to DStan to begin the internal review process. Please advise. 8/17/2009 4:34:30PM JNANCE Attached summary RFP Approved capital improvement project funds ( ) would cover the cost a partial roof replacement for the jail. The requester states the alternative for the whole roof replacement is a better solution, but that would require approval of an additional appropriation of funds. Assign to B Blaine for ET review. Dependent upon the choice to approve the partial roof replacement or the whole roof replacement, the request may be appropriate for internal approval. Attached a draft resolution in the event that a decision is made to request additional funds for the whole roof replacement. Resolution 9/3/2009 2:04:38PM DSTAN 9/3/09 - RSarro reviewed and approved to place on 9/10/09 BOC agenda for discussion with recommended action. Assigning to BBlaine to complete process; notify requestor. Powered by Track-It! Page 1 of 2

ALLEGAN COUNTY REQUEST FOR ACTION FORM RFA#: Date: 62-615 8/14/09 Request Type Department Requesting Submitted By Contact Information Item(s): Purchases - Capital Budget Facilities Mgmt Bob Wakeman

4 ALLEGAN COUNTY REQUEST FOR ACTION FORM RFA#: Date: /14/09 Request Type Department Requesting Submitted By Contact Information Item(s): Purchases - Capital Budget Facilities Mgmt Bob Wakeman Ext.2662 Approve bid for Jail roofing project to Great Lakes Systems Inc Port Sheldon Court, Jenison, Mi. for base bid of $23,400 or alternate # one to do whole building for $71,300. to be paid from project capital funds. Total Bid Price $23, Budgeted? Yes No No. Bids Sent No. Bids Received Prebid or Qualifications: Recommendation of Award: Award bid to Great Lakes Systems Inc.,Jenison Mi. Equipment / Service / Supplies: Replace roofing on section A of Jail roof or whole roof if chosen. Where it was advertised Grand Rapids Press, Allegan County Website PAGE 1 of 1

10 (Form is to be completed by FINANCE Department) RFA Presentation Bid Form Department: Facilities Management Date_8/5/2009 Item(s):_Jail Roof Replacement Project RFP # Purchasing Process: 1.) Advertised: Yes / No If Yes, where: Grand Rapids Press Allegan County Web-site 2.) Number of Vendors bid package was sent to: 16 How many in Allegan County: 3 How many in West Michigan: 14 3.) Was there a Mandatory Pre-Bid meeting: Yes / No If Yes, how many attended: 16 4.) Number of bids received: 5 5.) Total Bid Amount:_$23, ) Bid Tab Sheet attached 7.) Amount budgeted: _$25,000 Difference:_$1, over / under If Over explain where the money will be coming from: 8.) What was the criteria for awarding the bid: evaluation criteria, warranty, pricing and reference 9.) Recommendation of Award: _Great Lakes Systems Inc 10.) References supplied and checked: Yes / No If No, why? Other Comments:

11 Bid Proposal Tab for RFP # Item: Jail Roof Replacement Project Proposal Opening Date: July 31, 4:00 pm VENDORS: East Muskegon Roofing and Sheet Metal Inc Great Lakes Systems Inc Mikalan Roofing Inc Modern Roofing Inc Professional Roofing Services Inc 1665 Holton Rd 2286 Port Sheldon Court 9458 Adams St th St 1359 Flushing Rd Muskegon, MI Jenison, MI Zeeland, MI Dorr, MI Flushing, MI Benjamin Kanaar David Postma Steve Groen John Stein Brad Stephenson 1.0 BASE BID PROPOSAL Amount $ 21, $ 23, $ 26, $ 31, $ 39, Alternatives: 2.0 Alternative 1: areas A thru E (no PLM Bond Cost) Amount $ 88, $ 71, $ 81, $ 92, $ 108, (add $1,000 for PLM bond) (includes $ PLM Bond) 3.0 Alternative 2: Fastened EPDM Amount n/a $ 116, $ 106, $ 129, $ 138, (includes $1, PLM Bond) Other: 4.0 Other services or costs $ 1, $ n/c n/c $ 1.50 PLM bond cost if alternative is accepted Add additional cost for a 15 year warranty for Alternate 1 or 2 in lieu of the 10 year offered a credit of $7.00 per hour if we used inmate labor per sq ft to remove & replace any wet/deteriorated insulation per 1" thickness Warranty (labor & installation) 2 years 10 years 10 years 10 years 10 years Warranty (materials) 10 year 10 years 10 years 10 years + 2 year workmanship warranty 10 years Completion Date 10 days 9 days not including delay from weather within 45 days of award within 20 days of award 2 weeks for Base bid Payment Terms: Net 30 Net 60 Net 30 Net 30 Progress Payments Page 1 of 1

S T A T E O F M I C H I G A N BOARD OF COMMISSIONERS OF THE COUNTY OF ALLEGAN. December 17, 2009

DRAFT 66-489 S T A T E O F M I C H I G A N BOARD OF COMMISSIONERS OF THE COUNTY OF ALLEGAN December 17, 2009 FACILITIES MANAGMENT AWARD CUSTODIAL SERVICES AND SUPPLIES BID BE IT RESOLVED that the Allegan