Don’s Notes of Special Board Meeting of July 11, 2007

 

Board members present: Speedy Watson, Marilyn Helgeson, Richard Jark, Mory Bonakdar and Jason Mitchell.

 

Board members absent: (None)

 

Management representative present: Nataliee Ross.

 

Others present: Bill Zeldow, Lenny Septoff, Don Appleby, Jessica Mitchell, Virginia Glazer, Andrea Vogt  and Don Friedman.

 

The meeting was called to order at 7:01 pm by Speedy Watson, President.

 

Speedy Watson reviewed our roofer selection process.  It was to select a roofer after a one-year process. We hired a consultant, paid him to give us a specification for the work to be done to which all roofers had to conform. They obtained qualified bidders numbering 13 to which the specification was sent, of which 9 firms submitted proposals. Board members met with those 9 firms’ representatives. Speedy Watson met 1-on-1 with the final three selected by the Board for determination of their final proposals. Tonight the Board will choose one, and then have our consultant draw up the contract. It will take 60-90 days to complete the roofing process. The roofing work will take as long as up until November.

 

The bids obtained are for our three buildings, numbers 576, 564 and 412.

 

The final three bids were by the firms Bienek, Petronella and Pride.

 

Pride and Petronella will give follow-up maintenance. Petronella will take over maintenance with 2-inspections per year at no cost (included in their bid) for 5-years. Otherwise the charge for such maintenance would cost about $9,000.  The $9,000 figure for roofing maintenance is currently for all of our buildings, so if we replace half of the roofs that cuts the cost, roughly in half, to about $4500 over the course of five years or roughly $22,500 in saved maintenance costs.

 

1. One bid was $1,093,000 (at $1,050,000 with discount) by Bienek.

 

Richard Jark discussed problems that will cost extra beyond these bids.

1. They include making the ‘crickets’ framework. The crickets keep the roof’s 20-year manufacturer’s warranty from being voided by keeping water off of the roof.
2. The warranty requires that in the 10^th year we must recoat with a white roofing coating as part of the required maintenance for the warranty. 
3. Cross-over plumbing is another cost to change.
4. Termite inspection will be separate cost.
5. Air conditioners must be moved in order to put roofing down under them and to put them on (box-out) stands. This last is in the bids for the roofing. 
6. Correction of flashings is included in the roofing bids. 

 

All of these extra work items are included in bids unless otherwise noted. 

 

All bidding roofers will be using closed funnel chutes for removal of debris.  All bidders are General Contractors too.

 

Bids also include screwing down all plywood new and old and new sheet metal flashings throughout.

 

Richard Jark commented that the three buildings we are doing now (576, 564 and 412) were done after the ones to be done next year (552, 448, 464 and 426).

 

2. A bid was made by Petronella of $1,000,755 ($980,739 including the 2% discount). Their final bid came down about $29,000 from their original bid, with a 2% reduction for early payment.  Marilyn liked the scaffolding of stairways for 30-40 people going up stairs everyday, rather than through our hallways.

 

3. Pride’s bid was $909,000 (they did not change their bid in the negotiating process). Their firm is not doing some things that the other firms agreed to do.

 

Mory Bonakdar was impressed with Pride’s presentation. A parapet wall in building 576 that is leaning several inches was noted by them and for an extra cost they are willing to correct it but indicated they will pay for if it is not a defect.  Also there was another defect they pointed out. Mory Bonakdar didn’t like fact they weren’t sure how their workers would get onto the roof if not by our hallways, stairs or elevators.  Their Headquarters is located in San Diego so it may be too much for their crews to travel daily to Long Beach.

 

Our roofing consultant has not worked with Pride but they are satisfied with their credentials.

 

Mory Bonakdar thinks we can go with Petronella, so does Richard Jark, Marilyn Helgeson, Speedy Watson and Jason Mitchell.

 

Mory Bonakdar made a motion to approve the bid of Petronella for $1,000,755 ($980,739 including the 2% discount).   The motion was seconded by Richard Jark and it passed unanimously.

 

Richard Jark added comments about our consultant’s supervision by their daily presence on the job site.  We have not paid for this part of their work yet and it is estimated at about $700 per day or $60,000. 60 days at $700 each would be $42,000.

 

The termite inspector firm is yet to be determined, as is the cost for their work. We have two weeks to determine if Richland or someone else will do the termite inspections.  Some termite work may have to be done during the roofing work to correct problems.  Or tenting may be required if found to be necessary by the inspector.

 

Any required tenting will be done after the roofing is completed.

 

Air conditioners will be tested by the roofer to see if they work (this testing is included in bid price) and it can be determined without intervention by the owners.

 

Roofing openings will be covered overnight during construction.

 

Satellite dishes on the roof will be removed and warehoused because they are illegal.  Not all of the existing satellite dishes are illegal.

 

The meeting was adjourned at 7:37 pm

 

Additional comments and questions by the owners present and answered by Board members:

 

Speedy Watson cautioned that the roofing work is going to be messy and smelly so we should prepare ourselves for it.

 

The roofing work will start in August. Notices will be given by both the Association and by the roofer.  The work may start with building 576.  Roofing is hopefully to begin the first week of August and take roughly 60 Working Days to finish.

 

Defects issues raised by the Pride firm will be discussed with the winning bidder.

 

Richard Jark discussed any necessary financing of roofing and alternatives for that financing between increased regular assessments or special assessments.