Consideration of and action on authorizing execution of a Contract with F.W. Walton, Inc., in the amount of $32,191.00 for Hurricane Harvey-related exterior building repairs.

The Facilities Management Division of the Environmental and Neighborhood Services Department is charged with the repair and maintenance of all municipal buildings. During Hurricane Harvey, some city facilities experienced exterior damages due to water penetration through roofs and building envelopes. As such, the Division worked with the City's Risk Management and Emergency Management Divisions to file subsequent claims/projects with the Texas Municipal League Intergovernmental Risk Pool (TMLIRP) and the Federal Emergency Management Agency (FEMA) for repairs to these buildings.

After site inspections by the TMLIRP representative, two claims were approved, both related to roof damages. Repairs associated with these claims have been completed. The remaining damages were filed with FEMA for reimbursement.

In order to address the exterior roof and building envelope repairs, the Facilities Division contracted with a consultant to assess the exterior of our buildings and develop a scope of work for the Harvey-related repairs. The exterior repairs to the affected facilities include, but are not limited to, damaged mortar joints, stone tile shingles, stone coping joints, window glazing and metal roof fasteners. A summary of Hurricane Harvey-related building damages is included below:

In order to efficiently manage these repairs, the bid was grouped into four separate categories as outlined below:

On May 16 and 24, 2018, an Invitation to Bid was advertised. The City received only one bid on May 24, 2018. Since only one bid was received, the Facilities Division reached out to vendors who did not submit a bid, and the collective response indicated there was insufficient time to draft the submittal and meet the submission deadline. The bid was rejected at the City Council meeting on June 19, 2018. Staff immediately initiated rebidding of this project and extended the Invitation to Bid process to allow adequate time to obtain submittals.

On June 20 and 27, 2018 and July 4 and 11, 2018, an Invitation to Bid was advertised in the newspaper. The City received four (4) bids on July 25, 2018. One of the bids was considered non-responsive, as the vendor did not meet the bid bond requirement. All bids came in lower than anticipated, with F.W. Walton Inc. as the apparent low bidder on the Category B repairs.

Throughout this process, the City has operated with the understanding that these repairs would be FEMA reimbursable. FEMA has recently begun reviewing the eligibility of the facility repairs for reimbursement and has indicated that they are relying heavily on the TMLIRP claim denials. We are currently unsure as to whether or not FEMA will reimburse the City for these repairs, but the Facilities, Emergency Management and Risk Management Divisions continue to pursue reimbursement. The Environmental and Neighborhood Services Department has worked with the City's Purchasing and Legal Departments to ensure the projects meet all FEMA requirements. However, with uncertainty in the FEMA reimbursement process, the Facilities Division has worked with the Budget Office to identify an alternative funding source for these projects. At this time, funding for the Hurricane Harvey exterior facility repairs will be funded with Facilities Rehabilitation funding in the General Fund operating budget.

The Environmental and Neighborhood Services Department recommends approval of a contract with F.W. Walton, Inc., for Hurricane Harvey-related exterior building repairs for a total amount of $32,191.