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Payment DocumentsL.) To: L PI CHASE ORDER OF OKEECHOBEE 5 S.E. THIRD AVENUE OKEECHOBEE, FLORIDA 34974-2903 Tel: 863/763-3372 Fax: 863/763-1686 Southern Coatings Inc 2241 NW 22nd Street Pompano Beach, FL 33069 THIS ORDER SUBJECT TO CONDITIONS ON FACE. NO CHANGES MAY BE MADE WITHOUT WRITTEN PERMISSION OF PROCUREMENT MANAGEMENT. 4545 IMPORTANT: THIS NUMBER MUST BE SHOWN ON ALL INVOICES, PACKAGES, CASES, TICKETS AND CORRESPONDENCE. SHIP TO: City of Okeechobee 55 SE 3rd Avenue Okeechobee. F1. 34974 L INVOICE IN DUPLICATE: i..;ity of Okeechobee 55 SE 3rd Avenue Okeechobee. FL 34974 L DATE - =n VENDOR NO. DELIVERY DATE SHIP VIA BEST WAY F.O.B. DESTINATION TERMS ITEM NO. ACCT. NUMBER QUANTITY UNIT DESCRIPTION UNIT AMOUNT 304-521-6400 PVV 01-00-04-18 Okeechobee Police $97.777.00 Department Roof Replacement. Bid awarded by City Council 6/5/18 2 ' 304-521-6400 10% contingency should additional $9,777.70 unexpected funds be needed. Approved by City Council 6/5/18 TOTAL S107,554.70 e,tarnent fOl adauioi di funds w 117,600.00 'rawdowns AMENDED TOTAL _ ; 25,154.70 CITY OF OKEECHOBEE IS EXEMPT FROM FEDERAL EXCISE AND TRANSPORTATION TAXES AND STATE SALES TAX. DO NOT INCLUDE THESE TAXES IN YOUR INVOICE. EXEMPTION CERTIFICATE WILL BE SIGNED UPON REQUEST STATE SALES TAX EXEMPTION 85-8012621656C-6 FEDERAL I.D. 59-6000-393 AUTHORIZED SIGNATURE bra. No. ► \-1 -18 :550q.uo OrcuN o. 8-31-18 IDS 6 0,30 -FInoJtrail) q-1/0-lB 1153710 RECEIVING RECORD 8'1'155. 10 ;7\13 16.0 CfriTh)\1.1 PARTIAL ❑ FINAL ❑&u,Thern CIo+t 14545 PURCHASE REQUISITION CITY OF OKEECHOBEE 55 S.E. Third Avenue Okeechobee, FL 34974-2903 Tel: 863-763-3372 Fax: 863-763-1686 Southern Coatings, Inc. 2241 NW 22nd Street Pompano Beach, FL 33069 954-984-0100 THIS ORDER SUBJECT TO CONDITIONS ON FACE. NO CHANGES MAY BE MADE WITHOUT WRITTEN PERMISSION OF PROCUREMENT MANAGEMENT. Req. No. 16418 Important: This number must;: be shown on all invoices, packages, cases, tickets and correspondence. SHIP TO: City of Okeechobee 55 SE Third Avenue Okeechobee, FL 34974 INVOICE IN DUPLICATE: DATE VENDOR NO. DELIVERY DATE SHIP BEST F.O.B. DEST. TERMS 06/06/18 N/A N/A N/A N/A NET 30 ITEM NO ACCT. NUMBER QTY UNIT DESCRIPTION AMOUNT 1 a�-5�1��4Cd 304-521-6400 PW 01-00-04-18 Okeechobee Police Department Roof Replacement Bid awarded by City Council on 6/5/18 10% contingency should additional unexpected funds be needed. Approved by City Council on 6/5/18 TOTAL $97,777.00 $9,777.70 $107,554.70 CITY OF OKEECHOBEE IS EXEMPT FROM FEDERAL EXCISE AND TRANSPORTATION TAXES AND STATE SALES TAX. DO NOT INCLUDE THESE TAXES IN YOUR INVOICE. EXEMPTION CERTIFICATE WILL BE SIGNED UPON REQUIEST. STATE SALES TAX EXEMPTION NO. 85-8012621656C-6 FEDERAL I.D. NO 59-6000-393 AUTji RIZED SIGNATURE RECEIVING RECO 67 111 PARTIAL X FINAL Patty Burnette From: Sent: To: Subject: Patty Burnette Wednesday, June 06, 2018 12:06 PM India Riedel RE: Account Number needed Thank you India. Yes I spoke to Marcos this morning. Just checking ahead of time so I know. Thank you again. Pa4 ty M. 6 r- -e e-' General Services Coordinator City of Okeecho1ee 55 Southeast 3rd Avenue OI eecho6ee, EL 34974 Tel 863-763-3372 Direct: 863-763-982o Tax: 863-763-1686 e-mail yhurnette@cityofoI eechohee.corn we6site: www.cityofokeecho6ee.com NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. From: India Riedel Sent: Wednesday, June 06, 2018 11:50 AM To: Patty Burnette Cc: India Riedel Subject: RE: Account Number needed Patty: Yes all amounts should list the account code 304-521-6400. I would not list the 10% contingency on the Purchase Order initially because I would think the Administrator needs to sign off of any increase in the contract price. Thank You. 1 India From: Patty Burnette Sent: Wednesday, June 6, 2018 11:44 AM To: India Riedel <iriedel@cityofokeechobee.com> Subject: Account Number needed India -I will be preparing the purchase requisition for the Police Department Roof Bid. I see that 70,000 is budgeted for 304-521-6400. The awarded amount is 97,777. Am Ito use that account number for the total amount and also there was a 10% contingency that also was approved in case some other costs come up. Do I put that amount to the same account number as well? Thank you for your assistance. Pao 9 M. r3wr LA-rya/HT, general -Services Coordinator City of Okeechobee 55 Southeast 3rd Avenue Okeechobee, EL 34974 `del 863-763-3372 Direct: 863-763-9820 Tax: 863-763-1686 e-mail yburnette@cityofoIeecho6ee.corn -website: www.cityofokeechobee.corn NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. 2 31 to JUNE 5 201 - REGULAR MEETING - PAGE 7 OF 9 AGENDA COUNCIL ACTION - DISCUSSION - VOTE IX. NEW BUSINESS CONTINUED A.2.b) Public comments and discussion for Ordinance No. 1169. c) Vote on motion. B. Motion to award a bid in the amount of $97,777.00, plus 10 percent contingency ($107,554.70), to Southern Coatings, Inc. for the police department roof replacement - City Administrator (Exhibit 4). C. Motion to appoint Josh Sanders as an Alternate to the City Grievance Committee, replacing Mike Skipper, term being June 6, 2018 to January 31, 2020, or until their successor is appointed - City Clerk. Council Member Clark suggested, for consistency, to remove the word permit from the Whereas clauses of the urdinance as the Uitys actual term is business tax receipt ano it could be misconstrued to rnear, a ouliding permit fee. She read a portion of Florida Statute Section 205.055 as follows: "The following persons are entitled to an exemption from a business tax and any fees imposed under this chapter..." This shows the word permit was not included in the amended section of the Statute. Attorney Cook clarified the Whereas clauses of Ordinances are not law, just statements that provide explanations on the need for ordinance adoption. Motion and second by Council Members Clark and Ritter to amend the motion to approve the first reading of proposed Ordinance No. 1169 by removing the word permit from the first and second Whereas clauses of the Ordinance. VOTE ON MOTION TO AMEND: WATFORD — YEA CHANDLER — YEA CLARK — YEA RITTER — YEA MOTION TO AMEND CARRIED. VOTE ON MOTION AS AMENDED: WATFORD — YEA CHANDLER — YEA CLARK — YEA RITTER— YEA MOTION CARRIED AS AMENDED. Council Member Ritter moved to award a Bid [No. PW 01-00-04-18] in the amount of $97,777.00, plus 10 percent contingency ($107,554.70), to Southern Coatings, Inc. of Pompano Beach for the Police Department Roof Replacement; seconded by Council Member Clark. Bid No. PW 01-00-04-18 was let on April 29, 2018. The mandatory Pre -Bid meeting was held on May 10, 2018 with three company representatives attending. However, only one submittal was received by the May 22, 2018 bid opening. Administrator MontesDeOca explained the Bid came in higher than what was budgeted but there are reserves to cover the additional amount. Building Official Newell will be performing the appropriate inspections. Mayor Watford expressed his reservations on hiring an out of town roofing contractor and that references needed to be checked thoroughly by Staff. VOTE: WATFORD — YEA CHANDLER — YEA CLARK — YEA RITTER — YEA MOTION CARRIED. Council Member Chandler moved to appoint Josh Sanders as an Alternate to the City Grievance Committee, replacing Mike Skipper, term being June 6, 2018 to January 31, 2020, or until their successor is appointed; seconded by Council Member Clark. The Mayor and Council thanked Mr. Sanders for his willingness to serve. I CITY OF OKEECHOBEE, -t.A3LlC WORKS Exhibit 4 ilem O June 5, 2018 To: Marcos Montes De Oca, City Administrator From: David Allen, Public Works Directorly-'-- Date: 5/24/2018 Re: Police Department Roof Replacement The Public Works Department recommends awarding the contract for the replacement of the Police Department Roof to Southern Coatings Inc ,in the amount of $97,777.00. The bid amount for the roof replacement is higher than originally anticipated but given the current conditions of the roofing market, the bid price is consistent with the very high demand for roofing services after hurricane Irma. Only three companies attended the mandatory pre-bid meeting and only one of the three, Close Construction is a local company. Prior to the pre-bid meeting, the other local, companies that a.re. registered with the City were contacted informing them of the project. Sothern Coatings Inc was the only company to submit a bid for the project. The other two companies that attended the pre-bid meeting were from the West Palm Beach and Pompano Beach area. Given the current market conditions, it is doubtful that we would be able to obtain a lower bid if we were re -bid the project at this time. The Police Department Roof has been delayed for several years, there were issues with the roof five years .ago when I came to work for the City. The Public Works Department has made temporary repairs to the roof over the last few years. In inspecting the roof as part of the bid process, some soft areas that indicate problems with the underlying decking were discovered. Delaying the project would potentially result in continued deterioration of the decking which would increase the cost of the project later. Given the probability of issues with the underlying decking, the bid contract included pricing for deck replacement and other minor repairs to assure that the City would not be over charged if the additional. services are discovered after the current roof is removed in the replacement process. Given that there is a possibility that there may be a need for the additional services, it would be wise to request a 10% contingency authorization be made by the City Council to allow us to authorize the additional work without having to return to the council for approval of a change order. BID UNIT PRICE SCHEDULE PW 01-00-04-18 OKEECHOBEE POLICE DEPARTMENT ROOF REPLACEMENT SEGMENT NO. DESCRIPTION UNIT MEASURE EST. QTY. UNIT PRICE AMOUNT 1 RE -ROOF EXISTING OKEECHOBEE POLICE DEPARTMENT ROOF INCLUDING: 1. REMOVAL OF EXISTING DRIP EDGE FROM PERIMETER AND PREPARATION FOR NEW ROOF. 2. INSTALL A'''A" INSULATED TAPERED SYSTEM ON ENTIRE ROOF. FASTENERS #12 DECK SCREWS AND 3" STRESS PLATES. 3. USING HOT ASPHALT APPLY ON LAYER OF 7411 BASE SHEET ALONG WITH TWO PLY'S OF TYPE IV FIBERGLASS FELT. 4. ALSO USING HOT ASPHALT PROPERLY INSTALL ONE LAYER OF MODIFIED BITUMEN. COLOR: WHITE GRANULATED WARRANTY: FIFTEEN (15) YEARS 5. INSTALL PROPER DRIP EDGE AROUND PERIMETER AND PAINT TO MATCH EACH 1 $ 97,777.00 2 REPLACE ROTTED ROOF SHEATHING AS REQUIRED WITH SQFT TBD $ 4.50 TBD 3 REPLACE ROTTED FACIA AS REQUIRED LF TBD $ 15.00 TBD 4 REPLACE 2" PRESSURE TREATED DRIP EDGE AS REQUIRED LF TBD $ 12.00 TBD TOTAL BID AMOUNT (Based on Bid Unit Prices & Estimated Quantities) $ 97 777.00 Bidders Company Name Southern Coatings, Inc. NOTE: This Bid is on a unit price basis. The total estimated amount is for Bid comparison purposes only. The Contractor should field verify the actual site conditions prior to time of bidding and before submitting the Bid proposal. The Contractor should read the special conditions and the requirements for insurance before submitting a Bid proposal. The Contractor should verify the quantities to be included in the construction contract. The Contractor shall furnish the City of Okeechobee with a Payment and Performance Bond in 100 percent (100%) of the total estimated amount of the contract. The Payment and Performance Bond shall continue in effect for one (1) year after completion and acceptance of the work as guarantee against construction defects. The Contractor in his Bid shall include the cost of said bond. Density testing shall be at the expense of the City of Okeechobee, except for failing tests, which shall be charged to the Contractor. I have attached the required 5 percent (5%) Bid Security to this Bid. City of Okeechobee Project No. PW 01-00-04-18 Public Works Department 6 Bidder Southeern Coatings, Inc. (Company Name) By (signal ) Scott Biederman Email scott@southerncoatings, Inc. Date 5/20/18 Title President (Printed Name) Mailing Address: 2241 NW 22nd Street Pompano Beach, Fl. 33069 Office Number: 954 984 0100 Fax Numbs': 954 984 0119 City of Okeechobee Project No. PW 01-00-04-18 Public Works Department 7 ti Okeechobee Police Department Company Confact•Persah !hone.Nunibei c.Q-A— 10.SS AWL W\ (�t- ►Clew c1 -1.0184 -Oto3 Fax; Number E-mail WI (--e-kw eS�v-Cl�-e l c SCS v 2 ( D tv 'ion LLC (',heiS DSsi N6.1101.05I i PURCHASE REQUISITION CITY OF OKEECHOBEE 55 S.E. Third Avenue Okeechobee, FL 34974-2903 Tel: 863-763-3372 Fax: 863-763-1686 Southern Coatings, Inc. 2241 NW 22nd Street Pompano Beach, FL 33069 954-984-0100 THIS ORDER SUBJECT TO CONDITIONS ON FACE. NO CHANGES MAY BE MADE WITHOUT WRITTEN PERMISSION OF PROCUREMENT MANAGEMENT. FINANCE Req. No. 16419 Important: This number must be shown on all invoices, packages, cases, tickets and correspondence. SHIP TO: City of Okeechobee 55 SE Third Avenue Okeechobee, FL 34974 INVOICE IN DUPLICATE: DATE VENDOR NO. DELIVERY DATE SHIP BEST F.O.B. DEST. TERMS 08/22/18 N/A N/A N/A N/A NET 30 ITEM NO ACCT. NUMBER QTY UNIT DESCRIPTION AMOUNT 1 304-521-6400 Change of Scope Amendment No. 1 to PO #4545 additional funds needed for repairs to the Okeechobee Police Department Roof PW 01-00-04-18 Agreement approved by City Council August 21, 2018 Drawdowns TOTAL $17,600.00 $17,600.00 CITY OF OKEECHOBEE IS EXEMPT FROM FEDERAL EXCISE AND TRANSPORTATION TAXES AND STATE SALES TAX. DO NOT INCLUDE THESE TAXES IN YOUR INVOICE. EXEMPTION CERTIFICATE WILL BE SIGNED UPON REQUIEST. STATE SALES TAX EXEMPTION NO. 85-8012621656C-6 FEDERAL I.D. NO 59-6000-393 AUTHORIZED SIGNATURE RECEIVING RECORD ❑ PARTIAL X FINAL #AIA Document G701" - 2001 Change Order PROJECT (Name and address): CHANGE ORDER NUMBER: 00( City of Okeechobee Polige Station Re -Roof Project 55 SE Third Avenue Okeechobee. Florida 34974 TO CONTRACTOR (Name and address): Southern Coatings, Inc 2241 NW 22nd Street Ste 104 Pompano Beach, FL 33069 DATE: 08/20/18 OWNER 3 PROJECT NUMBER: PW 01-00-04-18 CONTRACT DATE: 06/28/18 =TRACT FOR: Roofing OWNER: X CONTRACTOR: X FIELD: ❑ OTHER: ❑ THE .GQNTRACT IS CHANGED AS FOLLOWS: (Include, where applicable, any undisputed aiununt attributable to previously e.tecuted Construction Change Directives) Unforeseen Conditions Remove approximately 5.020 sq.tt. of lightweight concrete from the existing 7.750 sq.tt. root. Owner to provide dump trucks as necessary to cart the lightweight concrete off site. Owner to provide carting to an off site location of their choice a t no cost to SCI. SCI will cor nue to provide all other calling and removal per contract. The original Contract Sum was The net change by previously authorized Change Orders The Contract Sum prior to this Change Order was The Contract Sum will be increased by this Change Order in the amount of the New Contract Sum including this Change Order will be 97.777.00 0.00 97.777.00 17.600.00 115.377.00 The Cnatract Time will be increased by 5 days. The date of Substantial Completion as of the date of this Change Order therefore is September 22. 2018 NOTE: This Change Order docs not include changes in the Contract -Sum -Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and the Contractor, in which case a Change Order is executed to supersede the Construction Change Directive. NOT VALID UNTIL SIGNED BY THE OWNER AND THE CONTRACTOR. Cit of Okeechobee Southern Costin>:ts. Inc. OWNER 55 SE THIRD AVENUE Okeechobee, Florida 34974 BY; (signature) 1020.-w WeR-43' 161 (iyped game) g -2.x-1 DATE CONTRACTOR 2241 NE 22nd STREET Pompano Beach, Florida 33069 ADDRESS �-.. BY: (signature) Scott Biederman (lypcxyIra yme) 210 DATE f Al A OOGimenl G701 rM - 2001. Copyright © 1979, 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. N produced by AIA software al 10:4925 on 06/0912016 under Order No,2392332285_1 which expires on 10/1112016, and is not for resale User Notes: This document was 11148612431) MEMORANDUM To: Mayor and City Council From: Marcos Montes De Oca, City Administ Subject: August 21, 2018 City Council Additional Agenda Item Date: August 21, 2018 Please add the following item to the August 21, 2018 City Council Regular Meeting and First Budget Workshop Agenda: NEW BUSINESS E. Motion to approve Southern Coatings, Inc. Change of Scope No. 1 in the amount of $17,600.00 and a contract extension time of five days for additional repairs to the Police Department Roof, Project No. PW 01-00-04-18 — Public Works Director (Exhibit 6). C'ct 06 Okeechobee FLORIDA • Founded 1915 CITY OF OKEECHOBEE, PUBLIC WORKS Memo Exhibit 6 Aug 21, 2018 To: Marcos Montes De Oca, City Administrator From: David Allen, Public Works Director Date: 8/21/2018 Re: Police Department Roof Change Order Construction was started on the replacement roof for the police Department today and unfortunately it was determined that there is a different roof structure present on a portion of the roof that was not anticipated. The PD building was built with an initial phase and then years later an addition was added. Different roof construction was used in the two areas and when the contractor began construction they encountered different conditions that were not anticipated. The older portion of the roof, approximately 2/3 of the entire roof area utilized lightweight concrete layer over the metal roof decking (See photo below). Roof Structure using lightweight concrete The lightweight concrete used in the construction has been subject to repeated wet/dry conditions over the years which has resulted in the material breaking down until it crumbles to the touch and it is no longer sound (See photo below). For the new roof structure to be anchored securely, the layer of lightweight concrete will need to be removed prior to installation of the new roof. The cost of the additional labor to remove the lightweight concrete is $17,600.00 and a contract extension time of 5 additional days, extending the contract to September 22, 2018. A copy of the change order is attached. Original Contract Amount Original Contingency Amount (%10) Change Order Total Amount Approved $ 97,777.00 $ 9,777.00 $ 17, 600.00 $125,154.00 Roof structure using lightweight concrete showing deterioration AIA Document G701" - 2001 Change Order PROJECT (Name and address): CHANGE ORDER NUMBER: 001 City of Okeechobee Police Station Re -Root Project 55 SE Third Avenue Okeechobee. Florida 34974 TO CONTRACTOR (Name and address): Southern Coatings, Inc 2241 NW 22"d Street Ste 104 Pompano Beach, FL 33069 DATE: 08/20/18 OWNER 3 PROJECT NUMBER: PW 01-00-04-18 _CONTRACT DATE: 06/28/18 =TRACT FOR: Roofing OWNER: X CONTRACTOR: X FIELD: ❑ OTHER: El THE -G,QPJTRACT IS CHANGED AS FOLLOWS: (Include, where applicable, any undisputed amount attributable to previously executed Construction Change Directives) Unforeseen Conditions Remove approximately 5.020 sq.tt. of lightweight concrete from the existing 7.750 sq.tt. root. Owner to provide dump trucks as necessary to cart the lightweight concrete ort site. Owner to provide carting to an oft site location of their choice a t no cost to SCI. SCI will continue to provide al I other ratting and removal per contract. The original Contract Sum was $ 97.777.00 The net change by previously authorized Change Orders $ 0.00 The Contract Sum prior to this Change Order was $ 97.777.00 The Contract Sum will be increased by this Change Order in the amount of the New Contract Sum including $ 17.600.00 this Change Order will be $ 115377.00 The auttract Time will be increased by 5 days. The date of Substantial Completion as of the date of this Change Order therefore is September 22. 2018 NOTE: This Change Order docs not include changes in the Contract -Sum -Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and the Contractor, in which case a CllangeOrder is executed to supersede the Construction Change Directive. NOT VALID UNTIL SIGNED BY THE OWNER AND THE CONTRACTOR. City of Okeechobee Southern Coatings. Inc OWNER CONTRACTOR 55 SE THIRD AVENUE 2241 NE 22nd STREET Okeechobee, Florida 34974 Pompano Beach, Florida 33069 ADDRESS ADDRESS BY: (signature) (typed name) DATE BY: (signature) Scott Biederman (lyfxd ita/Nc) • -0/ter- DATE AIA Document G7011' - 2001. Copyright © 1979, 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. produced by AIA software al 10:49:25 on 06/09/2016 under Order No 2392332285_1 which expires on 10/11/2016. and is not for resale User Notes: This document was (1148612431) Patty Burnette From: Jimmy Van Hook <Jimmy@southerncoatings.net> Sent: Monday, August 20, 2018 4:52 PM To: David Allen Cc: Patty Burnette; Scott Biederman; Heidi Biederman Subject: OPD Roof Project PW 01-00-04-18 Lightweight Concrete Removal Signed Change Order Attachments: SCI Executed OPD CO 001.pdf Dear Mr. Allen, Attached please find the requested change order executed on our behalf for your meeting this evening. Please feel free to call me with any questions you might have. Best Regards, Jimmy Van Hook Senior Project Manager Southern coaTiogs, inc. PPM Roofing onrr7 2241 NW 22nd Street Pompano Beach, Florida 33069 office: (954) 984-0100 fax: (954) 984-0119 cell: (904) 600-1538 888 -SCD ROOF F jimmy@southerncoatings.net www.saROOF.com 1 AUGUST 21, 2018 - REGULAR MEETING - PAGE 5 OF 12 AGENDA J COUNCIL ACTION - DISCUSSION - VOTE IX. NEW BUSINESS CONTINUED C. Motion to approve Supplemental Service Agreement, Appendix B, with Carr, Riggs & Ingram, LLC, based on the new GASB Statement No. 75 (OPEB-Other Pensionable Employee Benefits) - Finance Director (Exhibit 3). D. Motion to approve extending the existing Carr, Riggs & Ingram, LLC Audit Services, including the additional GASB Statement No. 75 and a modest cost of living increase - Finance Director (Exhibit 4). ITEM ADDED TO AGENDA: E. Motion to approve Southern Coatings, Inc. Change of Scope No. 1 in the amount of $17,600.00 and a contract extension time of five days of additional repairs to the Police Department Roof Project No. PW 01-00-04-18 - Public Works Director (Exhibit 6). Motion and second by Council Members Ritter and Clark to approve Appendix B, Supplemental Service Agreement [to the Contract ending September 30, 2018] with Carr, Riggs & Ingram, LLC, to comply with GASB Statement No. 75. As previously explained in the above item, this Supplemental Service Agreement is providing services to audit the Statement No. 75 Report to be provided by Gabriel, Roeder & Smith. The fee for services is $1,000.00 for the FY ending September 30, 2018. VOTE: WATFORD—YEA ABNEY — YEA CHANDLER — YEA CLARK—YEA RITTER—YEA MOTION CARRIED. Council Member Clark moved to approve extending the existing Carr, Riggs & Ingram, LLC Audit Services [Contract that expires September 30, 2018], including the additional GASB Statement No. 75 and a modest cost of living increase [to $31,000.00 per year]; seconded by Council Member Ritter. Finance Director Riedel is requesting the Council approve the extension of the existing Contract for audit services with Carr, Riggs & Ingram, LLC for an additional three years in lieu of the formal bidding process. The previous Contract fee was $29,300.00 per year. Attorney Cook added the current Contract does have renewal provisions. VOTE: WATFORD — YEA ABNEY — YEA CHANDLER — YEA CLARK—YEA RITTER—YEA MOTION CARRIED. Council Member Ritter moved to approve Change of Scope No. 1 for Project No. PW 01-00-04-18 in the amount of $17,600.00 and a contract extension time of five days for additional repairs to the Police Department Roof; seconded by Council Member Clark. Administrator MontesDeOca explained this second Change of Scope is for the labor to remove approximately 5,500 square feet of decaying light -weight concrete found during the demolition process. This concrete is preventing the metal rods from attaching to the original metal beam of this portion of the roof. Public Works Director Allen explained once the concrete is removed, the roof will be leveled with foam panels and then a pitch will be built in the center with pre -formed foam panels to prevent water from pooling on the roof's surface in the future. VOTE: WATFORD — YEA ABNEY — YEA CHANDLER — YEA CLARK — YEA RITTER — YEA MOTION CARRIED. 4,1iG 2 :! 2018 APPLICATION AND CERTIFICATION FOR PAYMENT FINANCE 843-i 6 AIA DOCUMENT G702 P011--q59-5o$35taa•oo retia kb . � e. Rr;.;.net-tz 843-tS TO CLIENT: City of Okeechobee 55 Southeast 3rd Avenue Okeechobee, Florida 34974 FROM CONTRACTOR: Southern Coatings, Inc. 2241 NW 22nd Street, # 104 Pompano Beach, FL 33069 0: 954-984-0100 / F: 954-984-0119 CONTRACT FOR: Roof Replacement PROJECT: Okeechobee F Police Station 50 SE 2nd Avenue Okeechobee, Florida 34974 APPLICATION NO: APPLICATION DATE: PERIOD TO: 1 8/16/18 8/16/18 PROJECT NO.: PW 01-00-04-18 Distribution to: OWNER: ARCHITECT CONTRACTOR CONTRACT DATE: 6/11/2018 CONTRACTORS APPLICATION FOR PAYMENT Application is made for payment, as shown below, in connection with the Contract. Continuation Sheet, AIA Document G703, is attached. 1. ORIGINAL CONTRACT SUM 2. Net change by Change Orders 3. CONTRACT SUM TO DATE (Line 1 *2) 4. TOTAL COMPLETED & STORED TO DATE (Column I on G703) 5. RETAINAGE: a. 10 % of Completed Work (Column L on G703) b. % of Stored Material Total Retainage (Lines 5a + 5b or Total in Column L of 0703) 6. TOTAL EARNED LESS RETAINAGE (Line 4 Less Line 5 Total) 7. LESS PREVIOUS CERTIFICATES FOR PAYMENT (Line 6 from prior Certificate) 8. CURRENT PAYMENT DUE 9. BALANCE TO FINISH, INCLUDING RETAINAGE (Line 3 less Line 6) S 97,777.00 V' S 0.00 $ 97,777.00 $ 39,110.00 S 3,911.00 The undersigned Contractor certifies that to the best of the Contractor's knowledge, information and belief the Work covered by this Application for Payment has been completed in accordance with the Contract Documents, that all amounts have been paid by the Contractor for Work for which previous Certificates for Payment were issued and payments received from the Owner, and that current payment shown herein is now due. CONTRACTOR: Southern Coatings, Inc. State of. Florida Subscribed and swoylt to before me his. 16,0 day of Notary Public: My Commission expires: \, 3,911.00 CONTRACTOR'S CERTIFICATE FOR PAYMENT: $ 35,199.00 S 0.00 35,199.00 S 62,578.00 ./ CHANGE ORDER SUMMARY ADDITIONS DEDUCTIONS Total changes approved in previous months by Owner Total approved this Month TOTALS $0.00 NET CHANGES by Change Order $0.00 DATE:/04[5 County of: Broward August 2018 CHERYL DUNCAN rk :I MY COMMISSION # GG033600 EypIPF.-coptortber 26, 2020 In accordance with the Contract Documents, based on on-site observations and the data comprising the application, the Architect certifies to the Owner that to the best of the Architect's knowledge, information and belief the Work has progressed as indicated, the quality of the Work is in accordance with the Contract Documents, and the Contractor AMOUNT CERTIFIED $ 36 I lqq0 (Attach explanation i, f amount certified differs from the amount applied Initial all figures on this Application and on the Continuation Sheet that are changed to conform with the amount certified.) CITY OF 0 By: Date: e -z- i r Date: /, //; CONTINUATION SHEET AIA DOCUMENT G703 AIA Document 6702, APPLICATION AND CERTIFICATION FOR PAYMENT Application No.: 1 Project Name: Application Date : 8/16/18 Southern Coatings, Inc. Okeechobee Police Department Roof Replacement Period To : 8/16/18 2241 NW 22nd Street, # 104 50 SE 2nd Avenue Project #: PW 01-00-04-18 Pompano Beach, FL 33069 Okeechobee, Florida 34974 Ofc: 954-984-0100, Fax: 954-984-0119 A B C D E F I G H I J K L ITEM NO. DESCRIPTION OF WORK SCHEDULED VALUE CHANGE ORDERS REVISED SCHEDULE VALUE WORK COMPLETED MATERIALS PRESENTLY STORED (NOT IN F or G) TOTAL COMPLETED AND STORED TO DATE (F+G+H) % (I + E) BALANCE TO FINISH (E - I) RETAINAGE (IF VARIABLE RATE) FROM PREVIOUS \PPLICATIOr WORK IN PLACE 1 2 3 4 5 6 7 8 9 10 11 12 25 26 27 28 29 CONTRACT $ 97,777.00 $ 97,777.00 39,110.00 39,110.00 40% 58,667.00 3,911.00 Removal and Replacement of approx. 7750 sq. ft. of a tapered, 3 -ply roof system as per bid sheet dated 5/20/18 and project specifications GRAND TOTALS 97,777.00 0.00 97,777.00 0.00 39,110.00 0.00 39,110.00 40.00% 58,667.00 3,911.00 CONDITIONAL PARTIAL WAIVER OF LIENS AND CLAIMS The undersigned, in consideration of a progress payment in the amount of $ 35,199.00 thirty five thousand one hundred ninety nine ("Progress Payment" #1), hereby waives and releases all claims, liens, demands, claims of lien and rights of lien which it now has or may have in the future against The City of Okeechobee, their respective partners, members, officers, owners, successors, and assigns (collectively as the, "Owner"), and the property located at 50 SE 2"d Avenue, Okeechobee, Florida 34974 ("Subject Project") on account of labor, materials and equipment, furnished on or before 8/16/18 in connection with the Subject Property, and the improvement thereof, with the exception of amounts reserved in written proposed Change Orders previously submitted by the undersigned to Owner or written Change Directives previously issued by Owner to the undersigned. The undersigned further represents and warrants to Owner that it has fully paid all persons and entities under the direct contract that furnished labor, materials and equipment to it on or before the Waiver Date for the improvement of the Subject Property, except for amounts not yet invoiced and/or withheld for retainage. This waiver is conditioned upon the undersigned's receipt of the Progress Payment and the Progress Payment clearing the undersigned's bank. CONTRACTOR NAME By: Scott Biederman c/o Southern Coatings, Inc. Its: President/Owner STATE OF FLORIDA COUNTY OF ,.y.ni(c The foregoing instrument was acknowledged before me this —21st_ day of —August_, 2018, by Scott Biederman__ as Title of President ., a corporation, on behalf of the corporation. He/sheG personally known to me. t.�I{,'iL. � ((.(,;'�f, t_ Name typed/printed: eYvi l , Y'1C'A Notary Public, State of Florida Commission No.: My Notary Commission Seal: �;ai�:P�o •. CHERYL DUNCAN a MY COMMISSION # GG033600 Y EXPIRES September 26, 2020 ,6j11 E- OOOPVI To: DAV/8 finfl-ROOS P Burnette From: Jimmy Van Hook <Jimmy@southerncoatings.net> Sent: Thursday, August 16, 2018 5:52 PM To: Patty Burnette Cc: Scott Biederman; Heidi Biederman; Mark Klein Subject: Okeechobee Police Station Roof Replacement Requisition No.1 Attachments: ATA Req No.l.pdf Hi Patty, It was a pleasure speaking with you this afternoon. Attached is our first of what will be 3 requisitions for the project from what I can see in the agreement. According to what I found it looks like 40% on mobilization, 50% on completion with 10% retainage and then a final retainage release upon proper closeout documentation. Please have David review and approve. You mentioned two people sign off on it for payment so I went ahead and added a second signature line in the approval section on the G702. Let me know if you anything changed or have any questions tomorrow, and as we discussed I will send the hard copy up Monday with the crew for you. Have a great evening. Best Regards, Jimmy Van Hook Senior Project Manager Southern Coatings, Inc. (SCI) Roofing 2241 NW 22nd Street Pompano Beach, Florida 33069 office: (954) 984-0100 fax: (954) 984-0119 cell: (904) 600-1538 888-SaIsr;;, :.a- jimmy@southerncoatings.net www.SCOROOF.com 1 Patty Burnette From: Jimmy Van Hook <Jimmy@southerncoatings.net> Sent: Tuesday, August 21, 2018 5:29 PM To: Patty Burnette; David Allen Cc: Heidi Biederman Subject: Conditional Partial Waiver of Lien for the Police Station Roof Project PW 01-00-0448 Attachments: 3778_001.pdf Patty, Attached is our partial waiver of lien as discussed earlier today. Please feel free to call me with any questions you might have. Thank you. Best Regards, Jimmy Van Hook Senior Project Manager Southern Coatings, inc. (SC!) Fco 'aadq 2241 NW 22nd Street Pompano Beach, Florida 33069 office: (954) 984-0100 fax: (954) 984-0119 cell: (904) 600-1538 888-30 jimmy@southerncoatings.net www.:3,01ROOf'ocom From: Mark Biederman Sent: Tuesday, August 21, 2018 6:24 PM To: Jimmy Van Hook Subject: Attached Image 1 Riot q -&-is �� 1}545 3oP�l, -� �-4-0, 3c Draw* Pay{ �S c� DOCUMENT G702 APPLICATION AND CERTIFICATION FOR PAYMENT TO CLIENT: City of Okeechobee 55 Southeast 3rd Avenue Okeechobee, Florida 34974 FROM CONTRACTOR: Southern Coatings, Inc. 2241 NW 22nd Street, # 104 Pompano Beach, FL 33069 0: 954-984-0100 / F: 954-984-0119 CONTRACT FOR: Roof Replacement PROJECT: (• LJ ►u pp Okeechobee F Police Station Q- I ")'I 50 SE 2nd Avenue Okeechobee, Florida 34974 fuituttL APPLICATION NO: APPLICATION DATE: PERIOD TO: 2 8/30/18 8/31/18 PROJECT NO.: PW 01-00-04-18 Distribution to: OWNER: ARCHITECT CONTRACTOR CONTRACT DATE: 6/11/2018 CONTRACTOR'S APPLICATION FOR PAYMENT Application is made for payment, as shown below, in connection with the Contract. Continuation Sheet, AIA Document G703, is attached. 1. ORIGINAL CONTRACT SUM 2. Net change by Change Orders 3. CONTRACT SUM TO DATE (Line 1 t 2) 4. TOTAL COMPLETED & STORED TO DATE (Column I on G703) 5. RETAINAGE: a. 10 %of Completed Work (Column L on G703) b. % of Stored Material Total Retainage (Lines 5a + 5b or Total in Column L of G703) 6. TOTAL EARNED LESS RETAINAGE (Line 4 Less Line 5 Total) 7. LESS PREVIOUS CERTIFICATES FOR PAYMENT (Line 6 from prior Certificate) 8. CURRENT PAYMENT DUE 9. BALANCE TO FINISH, INCLUDING RETAINAGE $ (Line 3 less Line 61 S 97,777.00 S 17,600.00 $ 115,377.00 S 115,377.00 $ 11,537.70 / $ $ 11,537.70 $ 103,839.30 ✓ 35,199.00 $ 68,640.30 •- 11,537.70 1 CHANGE ORDER SUMMARY ADDITIONS DEDUCTIONS Total changes approved in previous months by Owner Total approved this Month 17,600.00 TOTALS $17,600.00 NET CHANGES by Change Order $17,600.00 The undersigned Contractor certifies that to the best of the Contractor's knowledge, information and belief the Work covered by this Application for Payment has been completed in accordance with the Contract Documents, that all amounts have been paid by the Contractor for Work for which previous Certificates for Payment were issued and payments received from the Owner, and that current payment shown herein is now due. CONTRACTOR: Southern Coatings, Inc. State of: Florida Subscribed and sworn to before me this Notary Public: My Commission expires: CONTRACTOR'S CERTIFICATE FOR PAYMENT: =%V,t,.� In accordance with the Contract Documents, based on on-site observat ons 8t°8 comprising the application, the Architect certifies to the Owner that to tttetestofthe Architect's knowledge, information and belief the Work has progressed as indicated, the quality of the Work is in accordance with the Contract Documents, and the Contractor DATE:g°— 2A - County of: Broward 30th day of August 2018 .40.g`:;:11‘••_,: CHERYL DUNCAN ,;rGG033600 tits EXPIRES September 26, 2020 AMOUNT CERTIFIED (Attach explanation Ifamount certified differs from the amount applied. Initial all figures on this Application and on the Continuation Sheet that are changed to conform with the amount certified) CITY OF O ' CHOB E s Cfp 3,Cp40.30 By: Date: /—)✓ "11 Date: CONTINUATION SHEET DOCUMENT G703 Document G702, APPLICATION AND CERTIFICATION FOR PAYMENT Application No.: 2 Project Name: Application Date : 8/30118 Southern Coatings, Inc. Okeechobee Police Department Roof Replacement Period To : 8/31/18 2241 NW 22nd Street, # 104 50 SE 2nd Avenue Project #: PW 01-00-04-18 Pompano Beach, FL 33069 Okeechobee, Florida 34974 Ofc: 954-984-0100, Fax: 954-984-0119 A B C D E F G H I J K L ITEM NO. DESCRIPTION OF WORK SCHEDULED VALUE CHANGE ORDERS REVISED SCHEDULE VALUE WORK COMPLETED MATERIALS PRESENTLY STORED (NOT IN F or G) TOTAL COMPLETED AND STORED TO DATE (F+G+H) % (I + E) BALANCE TO FINISH (E - I) RETAINAGE (IF VARIABLE RATE) FROM PREVIOUS 4PPLICATIOI, WORK IN PLACE 1 2 3 4 5 6 7 8 9 10 11 12 25 26 27 28 29 CONTRACT $ 97,777.00 17,600.00 $ 97,777.00 $ 17,600.00 39,110.00 58,667.00 17,600.00 97,777.00 17,600.00 100% 100% 0.00 0.00 9,777.70 1,760.00 Removal and Replacement of approx. 7750 sq. ft. of a tapered, 3 -ply roof system as per bid sheet dated 5/20/18 and project specifications Change Order 001: Ligthweight Concrete Removal GRAND TOTALS 97,777.00 17,600.00 115,377.00 39,110.00 76,267.00 0.00 115,377.00 100.00% 0.00 11,537.70 WAIVER & RELEASE UPON FINAL PMT WAIVE AND RELEASE OF LIEN UPON FINAL PAYMENT (Section 71 3.20(5) Florida Statutes) This instrument Prepared by: JAMES COSTON SPEC BUILDING MATERIALS CORP ATTN:MELINDA MILES 1440 MASSARO BLVD TAMPA FL 33619 53SOUCO/OKEEC Page 1ofI The undersigned lienor, in consideration of the final payment in the amount of $10.00, hereby waives and releases its lien and right to claim a lien for labor, services or materials furnished to SOUTHERN COATINGS INC (customer) on the job of CITY OF OKEECHOBEE (owner), to the following described property: 50 SE 2ND AVENUE OKEECHOBEE FLORIDA BID NO PW01000418 AND BEING MORE PARTICULARLY DESCRIBED IN BOND NO 72046156 PUBLIC RECORDS OKEECHOBEE COUNTY FLORIDA DATED on SEPTEMBER 13, 2018 SPEC BUILDING MATERIALS CORP ATTN:MELINDA MILES 1440 MASSARO BLVD TAMPA FL 33619 By: JAMES-CSTO: SOUTI AST REGIONAL VP Before me, personally appeared, JAMES COSTON, the SOUTI-IEAST REGIONAL VP of PVC BUILDING MATERIALS CORP, who produced ,j,�f ,l' , as. identification or is herst itI I known tie me, and who did take an oath, and acknowledged to and beforetmc that he/she executed this instrument t'oi the purposes therein expressed on behalf of said entity, this 13 day of SEPTEMBER, 2018 MELINDA MILES Commission # GG 160026 ." Expires December 20, 2021 „ Bonded ThruTrey Fain Insurance 80438r7019 Notary Public; State of Florida: My Commission Expires: https://www.nacmtampa.com/webwiz/wwiz.asp 9/13/2018 li7fig eopgtrrai &JD CiA2f121c1a" WARNING! FLORIDA'S CONSTRUCTION LIEN LAW ALLOWS SOME UNPAID CONTRACTORS, SUBCONTRACTORS, AND MATERIAL SUPPLIERS TO FILE LIENS AGAINST YOUR PROPERTY EVEN IF YOU HAVE MADE PAYMENT IN FULL. UNDER FLORIDA LAW, YOUR FAILURE TO MAKE SURE THAT WE ARE PAID MAY RESULT IN A LIEN AGAINST YOUR PROPERTY AND YOUR PAYING TWICE. TO AVOID A LIEN AND PAYING TWICE, YOU MUST OBTAIN A WRITTEN RELEASE FROM US (Lienor) EVERY TIME YOU PAY YOUR CONTRACTOR. 9407114902070595548411 AUGUST 7, 2018 9407114902070595548411 To: (Owner) 9407114902070595548411 CITY OF OKEECHOBEE 55 SE THIRD AVENUE OKEECHOBEE FL 34974 NOTICE TO OWNER / NOTICE TO CONTRACTOR The undersigned hereby informs you that he or she has furnished or is furnishing services or materials as follows: ROOFING AND/OR OTHER BUILDING MATERIALS for the improvements of real property identified as 50 SE 2ND AVENUE OKEECHOBEE FLORIDA BID NO PW01000418 AND BEING MORE PARTICULARLY DESCRIBED IN BOND NO 72046156 PUBLIC RECORDS OKEECHOBEE COUNTY FLORIDA under an order given by SOUTHERN COATINGS INC. Florida law prescribes the serving of this notice and restricts your rights to make payments under your contract in accordance with Section 713.06, Florida Statutes. In the event that the contract for improvement is bonded, pursuant to Section 255.05, 713.23, 713.245 or 337.18 Florida Statutes, Title 40 USC Section 3131, et seq., or any other form of bond, the undersigned intends to look to that bond for protection and payment. The undersigned requests a copy of the payment bond and a copy of any direct contracts pertaining to the improvements for this project and agrees to pay reasonable copy costs for such copy. IMPORTANT INFORMATION FOR YOUR PROTECTION Under Florida's laws, those who work on your property or provide materials and are not paid, have a right to enforce their claim for payment against your property. This claim is known as a construction lien. If your contractor fails to pay subcontractors or material suppliers or neglects to make other legally required payments, the people who are owed money may look to your property for payment, EVEN IF YOU HAVE PAID YOUR CONTRACTOR IN FULL. PROTECT YOURSELF: - -RECOGNIZE that this Notice to Owner may result in a lien against your property unless all those supplying a Notice to Owner have been paid. - -LEARN more about the Construction Lien Law, Chapter 713, Part I, Florida Statutes, and the meaning of this notice by contacting an attorney or the Florida Department of Business and Professional Regulation. COPIES TO: (Under an order given by) SOUTHERN COATINGS INC 2241 NW 22ND ST POMPANO BEACH FL 33069 RAilit'ie 2018 By: 41,4, JOY'BODOH / NACM Services Corp. Any demand made pursuant to Section 713.16, Florida Statutes, must be directed to the attention of the Lienor's representative at the address of the Lienor shown below, As Authorized Agent for Lienor: SPEC BUILDING MATERIALS CORP ATTN:MELINDA MILES 1440 MASSARO BLVD TAMPA FL 33619 (Ref#: 53SOUCO/OKEEC) SPEC BUILDING MATERIALS CORP ATTN:MELINDA MILES 1440 MASSARO BLVD TAMPA FL 33619 Address Service Requested (Ref:53S000O/OKEEC) USPS CERTIFIED MAIL i i i 9407 1149 0207 0595 5484 11 IIIIIIIIIIIIIIIIIIIIIIIIIIII IIIIIIIIIIIIIIIIIIIIIII1IIIIIIIIIIIII CITY OF OKEECHOBEE 55 SE THIRD AVENUE OKEECHOBEE FL 34974 WHAT IS A NOTICE TO OWNER ? You have just received a Notice to Owner from NACM Services Corporation. Perhaps you are asking these questions... what is a Notice to Owner, and why was I sent this document? Those are both good questions. This short summary will attempt to answer them. Florida Law prescribes that anyone who supplies labor, services or material to your contractor on your construction job must send you a Notice to Owner. THE NOTICE TO OWNER IS NOT A LIEN ON YOUR PROPERTY. It DOES NOT mean that your contractor has failed to pay the company who has given this notice. It merely informs you that the company identified in the Notice to Owner is on your job and gives you a general description of the type of materials they are supplying or the type of work that they will be performing. Before paying your contractor, you must make sure that the person who has given this Notice to Owner has been paid by the contractor. You do this by obtaining a Lien Wavier, through your Contractor, from the person identified in the Notice to Owner (Lienor's Name and address). If you have a construction lender and the lender is paying the contractor directly, the lender is responsible for getting the necessary lien waivers. You may wish to check with your lender to verify that they will be managing these documents in connection with each payment to the contractor. This is a very general description of the owner's obligation under the Construction Lien Law. For further information on managing your construction project, please go to: www.BuildLienFreeFlorida.com. Patty Burnette From: Jimmy Van Hook <Jimmy@southerncoatings.net> Sent: Thursday, September 13, 2018 1:29 PM To: Patty Burnette Cc: Heidi Biederman Subject: Fw: Final Waiver from SPEC materials Attachments: Scan10003.PDF Patty. Hi, attached is the waiver from our supplier as required. Thank you for everything and let me know if you need anything else. Best Regards, Jimmy Van Hook Senior Project Manager Southern Coatings, Inc. (SCI) Roofing 2241 NW 22nd Street Pompano Beach, Florida 33069 office: (954) 984-0100 fax: (954) 984-0119 cell: (904) 600-1538 888- c0]I,'3r_)(0 Lmmy@southerncoatings.net www.CCIIROOF.com From: Heidi Biederman Sent: Thursday, September 13, 2018 12:34 PM To: Jimmy Van Hook Subject: FW: From: Melinda Miles [mailto:m.miles@speccorp.com] Sent: Thursday, September 13, 2018 11:49 AM To: HeidiPsciroof.com Subject: See attached 'lchec' execccuted final' waiver, We appreciate your business. ZE68-9T€-S1z8 6119 "1 `DdWvl pAle ®acossow O 1[ (Leo siv!.ad4D 6as:gang Dads sauw DPu!03W Patty Burnette From: Patty Burnette Sent: Tuesday, August 21, 2018 11:58 AM To: 'Jimmy Van Hook' Cc: Heidi Biederman Subject: RE: Okeechobee Police Station Roof Replacement Requisition No.1 Good Afternoon Jimmy. I spoke with the Adrriinistrator and we will require the release with this Notice to Owner along with the next draw. Thank you for responding back so quickly. Have a great day, Patty Pavy M. 6wrr - Cj. enera( Services Coordinator City of Okeechobee ss Southeast 3rd ilvenue Okeechobee, TL 34974 T'ek 863-763-3372 Direct: 863-763-982o 'Fax: 863-763-1686 e-mail: yburnette@cityofokeecho!ee.com website: www.cityofokeecbobee.com NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. From: Jimmy Van Hook [mailto:Jimmy@southerncoatings.net] Sent: Friday, August 17, 2018 11:40 AM To: Patty Burnette Cc: Heidi Biederman Subject: Re: Okeechobee Police Station Roof Replacement Requisition No.1 1 Good Morning Patty, Sure thing. I will get with my Controller and get working on it. I haven't seen an invoice from that supplier as of yet to approve, but we are on 30 day terms with them so chances are they haven't even invoiced us yet. Typically, this being the first payment from you, we would issue a partial release from us for the payment amount and then upon receipt of payment, pay any vendors involved and/or entitled to payment from that draw. We then have them issue a waiver, partial or full and submit that prior to or along with the next requisition. In this case, it would be the 60% payment minus the 10% retainage. If you would look into the terms I mentioned above and if that works let me know. In the meantime let me look into it on this end and I will get back to you today. Either way, what I will do is execute a Partial Release of Lien from us for processing along with our Requisition, and together let's find out what works out best for all of us involved. It is a relatively small project and a quick turnaround which should help keep it simple. Thank you and have a great day. I will give you a call after I speak with our Supplier. Best Regards, Jimmy Van Hook Senior Project Manager Southern CoirJ100llgs,, l63tco /'ouf awCJ 2241 NW 22nd Street Pompano Beach, Florida 33069 office: (954) 984-0100 fax: (954) 984-0119 cell: (904) 600-1538 888-SClROOF jimmv@southerncoatings.net www.SClROOF.com From: Patty Burnette<pburnette@cityofokeechobee.com> Sent: Friday, August 17, 2018 9:22 AM To: Jimmy Van Hook Subject: RE: Okeechobee Police Station Roof Replacement Requisition No.1 Good Morning Jimmy. Attached is a Notice to Owner that the City received. We will need a Release of Lien from them. Thank you, Patty 2 Pcvfty M. 6tti-we4-t ' general Services Coordinator City of Okeechobee 55 Southeast 3rd Avenue Okeechobee, TL 34974 Teh 863-763-3372 Direct: 863-763-9820 Tax: 863-763-1686 e-mail? yburnette@cityofokeechobee.com website: www.cityofokeechobee.com NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. From: Jimmy Van Hook[mailto:Jimmy(asoutherncoatings.net] Sent: Thursday, August 16, 2018 5:52 PM To: Patty Burnette Cc: Scott Biederman; Heidi Biederman; Mark Klein Subject: Okeechobee Police Station Roof Replacement Requisition No.1 Hi Patty, It was a pleasure speaking with you this afternoon. Attached is our first of what will be 3 requisitions for the project from what I can see in the agreement. According to what I found it looks like 40% on mobilization, 50% on completion with 10% retainage and then a final retainage release upon proper closeout documentation. Please have David review and approve. You mentioned two people sign off on it for payment so I went ahead and added a second signature line in the approval section on the G702. Let me know if you anything changed or have any questions tomorrow, and as we discussed I will send the hard copy up Monday with the crew for you. Have a great evening. Best Regards, 3 Jimmy Van Hook Senior Project Manager �iCJW rd1�en �UC41 OG��Q�� Paco (r(C11 Ro(ojilid�r, 22411 NW 22nd Street Pompano Beach, Florida 33069 office: (954) 984-0100 fax: (954) 984-0119 cell: (904) 600-1538 888-CROOF jimmy@southerncoatings.net www.SaROOF.com 4 Patty Burnette From: Jimmy Van Hook <Jimmy@southerncoatings.net> Sent: Monday, September 10, 2018 11:57 AM To: Patty Burnette Cc: Heidi Biederman Subject: Re: Police Dept. Roof Payment No. 2 Attachments: Notice to Owner.pdf Good Morning Patty, Yes, we are working on collecting the release of lien from SPEC materials. I met with our sales rep and Heidi Beiderman, our Office Manager after we spoke to put it into motion. Either Heidi or I will get it up to you once we receive it. Thank you for your follow up and have a great day. Best Regards, Jimmy Van Hook Senior Project Manager Southern Coatings, inc. OCi)ke,)1L, 2241 NW 22nd Street Pompano Beach, Florida 33069 office: (954) 984-0100 fax: (954) 984-0119 cell: (904) 600-1538 888_3CkDx jimmy@southerncoatings.net www.: IROOF.corn From: Patty Burnette<pburnette@cityofokeechobee.com> Sent: Monday, September 10, 2018 8:41 AM To: Jimmy Van Hook Subject: Police Dept. Roof Payment No. 2 Good Morning Jimmy. Eliseo Cruz brought by the next payment authorization for the Police Department Roof. I am needing to get a Release of Lien for the attached Notice to Owner that we had spoken about last time and then your Release of Lien as well. Thank you, Patty 1 Patty M. 13wt-we'fte, GeneraCServices Coordinator City of Okeechobee SS Southeast 3rd Avenue Okeechobee, Ti: 34974 eh 863-763-3372 Direct: 863-763-9820 'Fax: 863-763-1686 e-mail: yburnette@cityofokeechobee.com -website: www.cityofokeechobee.com NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. 2 Reed. N?48�+5 �PO 45 nat�y}�- I 15 37.1 o APPLICATION AND CERTIFICATION FOR PAYMENT DOCUMENT G702 FINANCE q -2q -f8 TO CLIENT: PROJECT: City of Okeechobee 55 Southeast 3rd Avenue Okeechobee, Florida 34974 FROM CONTRACTOR: Southern Coatings, Inc. 2241 NW 22nd Street, # 104 Pompano Beach, FL 33069 0: 954-984-0100 / F: 954-984-0119 CONTRACT FOR: Roof Replacement Okeechobee F Police Station 50 SE 2nd Avenue Okeechobee, Florida 34974 APPLICATION NO: APPLICATION DATE: PERIOD TO: 3 9/26/18 9/26/18 PROJECT NO.: PW 0140-04-18 Distribution to: OWNER: .\RCIII'i'ECT CONTRACTOR X X CONTRACT DATE: 6/11/2018 CONTRACTOR'S APPLICATION FOR PAYMENT Application is made for payment, as shown below, in connection with the Contract Continuation Sheet, AlA Document G703, is attached 1 ORIGINAL CONTRACT SUM 2 Net change by Change Orders 3 CONTRACT SUM TO DATE (Line I ± 2) 4 TOTAL COMPLETED & STORED TO DATE (Column 1 on G703) 5 RETAINAGE: a 0 % of Completed Work (Column L on 6703) b % of Stored Material r. S Total Retainage (Lines 5a + 5b or Total in Column L of G703) TOTAL EARNED LESS RETAINAGE (Line 4 Less Line 5 Total) LESS PREVIOUS CERTIFICATES FOR PAYMENT (Line 6 from prior Certificate) CURRENT PAYMENT DUE BALANCE TO FINISH, INCLUDING RETAINAGE (l.mc 3 less Line 61 $ 97,777 00 1./ $ 17.600 00 t�' $ 115,377.00 115,377.00 $ 0.00 S S S $ 000 115,377.00 103,839 30 11.537 70 0.00 CHANGE ORDER SUMMARY ADDITIONS DEDUCTION S Total changes approved in previous months by Owner Total approved this Month 17,600 00 TOTALS $17,600 00 NET CHANGES by Change Order $17,600.00 The undersigned Contractor certifies that to the best of the Contractor's knowledge, information and belief the Work covered by this Application for Payment has been completed in accordance with the Contract Documents, that all amounts have been paid by the Contractor for Work for which previous Certificates for Payment were issued and payments received from the Owner, and that current payment shown herein is now due CONTRACTOR Southern Coatings, Inc. By: 1{' /2 DATE: State of Florida County of Broward Subscribed :Ind sworn to beton; tne,lhie 26th day of September 2018 Notary Public _ V4.....\1-- 41-4-j My Commission expires: 1 - alp as . CONTRACTOR'S CERTIFICATE FOR PAYMENT: In accordance with the Contract Documents, based on on-site observations and the data comprising the application, the Architect certifies to the Owner that to the best of the Architect's knowledge, information and belief the Work has progressed as indicated, the quality of the Work is in accordance with the Contract Documents, and the Contractor AMOUNT CERTIFIED $ // fJ 772- �� v (Attach explanation if amount certified differs from the amount applied Initial allfiigure-son" this Application and on the Continuation Sheet that are changed to conform with the amount certified.) CITY OF OKEECHOBEE By: Date: `V//5 By: _ Date: 1 CONTINUATION SHEET DOCUMENT G703 Document G702, APPLICATION AND CERTIFICATION FOR PAYMENT Application No.: 3 Project Name: Application Date : 9/26/18 Southern Coatings, Inc. Okeechobee Police Department Roof Replacement Period To : 9/26/18 2241 NW 22nd Street, # 104 50 SE 2nd Avenue Project #: PW 01-00-04-18 Pompano Beach, FL 33069 Okeechobee, Florida 34974 Ofc: 954-984-0100, Fax: 954-984-0119 A 8 C D E F G H I J K L ITEM NO. DESCRIPTION OF WORK SCHEDULED VALUE CHANGE ORDERS REVISED SCHEDULE VALUE WORK COMPLETED MATERIALS PRESENTLY STORED (NOT IN F or G) TOTAL COMPLETED AND STORED TO DATE (F+G+H) % (I + E) BALANCE TO FINISH (E - I) RETAINAGE (IF VARIABLE RATE) FROM PREVIOUS MPLICATIOl• WORK IN PLACE 1 2 3 4 5 6 7 8 9 10 11 12 25 26 27 28 29 CONTRACT $ 97,777.00 17,600.00 $ 97,777.00 $ 17,600.00 97,777.00 17,600.00 0.00 0.00 97,777.00 17,600.00 100% 100% 0.00 0.00 0.00 0.00 Removal and Replacement of approx 7753 sq. ft of a tapered, 3 -ply roof system as per bid sheet dated 5/20/18 and project specifications Change Order 001: Ligthweight Concrete Removal GRAND TOTALS 97.777 00 17.600 00 115.377.00 115.377.00 000 0.00 115,377.00 100.00% 0.00 0.00 CONDITIONAL FINAL WAIVER OF LIENS AND CLAIMS The undersigned, in consideration of a progress payment in the amount of $ 11,537.70, eleven thousand five hundred thirty seven dollars and 70 cents ("Final Payment"), hereby waives and releases all claims, liens, demands, claims of lien and rights of lien which it now has or may have in the future against The City of Okeechobee, their respective partners, members, officers, owners, successors, and assignees (collectively as the, "Owner"), and the property location at: 50 SE 2nd Avenue, Okeechobee, Florida 34974 ("Subject Project") on account of labor, materials and equipment, furnished on or before 9/26/18 in connection with the Subject Property, and the improvement thereof, with the exception of amounts reserved in written proposed Change Orders previously submitted by the undersigned to Owner or written Change Directives previously issued by Owner to the undersigned. The undersigned further represents and warrants to Owner that it has fully paid all persons and entities under the direct contract that furnished labor, materials and equipment to it on or before the Waiver Date for the improvement of the Subject Property, except for amounts not yet invoiced and/or withheld for retainage. This waiver is conditioned upon the undersigned's receipt of the Final Payment and the Final Payment clearing the undersigned's bank. SOUTHERN COATINGS, INC. BY: STATE OF FLORIDA COUNTY OF BROWARD I Scott Biederman o outhern Coatings, Inc. Its: President/Owner The foregoing instrument was acknowledged before me this 26th day of September 2018, by Scott Biederman, as President, on behalf of the corporation. He/she is personally known to me. Name typed/printed: Notary Public, State of Florida Commission No.: My Notary Commission Seal: •4:1V4P. CHERYL DUNCAN MY COMMISSION # GG033600 , P s, EXPIRES September 26, 2020 '•'Fresh View Transaction Printable View Close Window SuNTRusr View Transaction Printable View Front and Back of Check Views: Front Back Front and Back •-:,7-..rrarm•rwm,:mrgmwa,reTT,:rgrYm7777.7.71.-rotrirmartirms-7-• ^. I CITY OF OKEECHOBEE orgliPROJECTSFUND SM.= AVENUE •OICEEM00EE,F134974 PAY MCUARSAA0 Eeven Thousand Five Hundred Thirty Seven and 70/100 Dollars" TOTHEOROBI or Southern Coatings, Inc. 2241NW 22nd Street Pompano Beach, FL 33069 1"‘ A. r0016951 106311321524089300103232111 summeux aemmemea liSSIMITIMUE. KEW= P.M 001695 1695 9/28/18 $11,537.70 CITY OF OKEECHOBEE Enlarge Save Deposit Transaction Detail Account: Transaction: Customer Reference Number: Date/Time Cleared: Amount: Date/Time Initiated: FI Reference Number: Description: Enlarge Save Public Funds Index NOW S/L - **************2321 Debit with image 1695 1695 10/01/2018 00:00 $(11,537.70) 10/01/2018 00:00 2018100100000001153770000000016951 CHECK Print Screen Page 1 of 1 https://ocm.suntrust.com/sunt/retail/protected/printPage?0WASP_CSRFTOKEN=7GW4-5... 2/4/2019