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FEAP-UG-FM-94/06 April 1994

FACILITIES ENGINEERING APPLICATIONS PROGRAM

USER GUIDE

User Guide for the ROOFER Engineered Management System

by David M. Balley

U.S. Army Construction Engineering Research Laboratories Champaign, IL 61826-9005

Approved for Public Release; Distribution Is Unlimited .

•• U.S. Army Engineering and Housing Support Center Fort Belvoir, VA 22060-5516

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Innovative Ideas far the Operation, Maintenance, & Repair of Army Facilities

The contents of this report are not to be used for advertising, publication, or promotional purposes. Citation of trade names does not constitute an official endorsement or approval of the use of such commercial products. The findings of this report are not to be construed as an official Department of the Army position, unless so designated by other authorized documents.

DESTRO}' TIIIS REPORT Wl/EN IT IS NO LONGER NEEDED

DO NOT RETURN IT TO THE ORIGINATOR

* U.S.Governaent Printing Office 1994 - 547-861

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1 EXECUTIVE SUMMARY ...

2 TECHNOLOGY DESCRIPTION Network Inventory

CONTENTS

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Inspections and Condition Evaluation Data Base Network-level Management Project-level Management ROOFER Implementation Process

3 PRE-IMPLEMENTATION .....•.. Get Commitment From Top Management Designate a ROOFER Manager Establish a User Group Determine the Implementation Method Develop the Implementation Plan Establish the Steering Committee Establish System Location and Responsibilities

4 IMPLEMENTATION .•••.•••.•.•.••.•.. Develop a Preliminary System Demonstrate the System Achieve Full-Scale Implementation

5 POST-IMPLEMENTATION ROOFER Support Routine Operation Data Base Maintenance

REFERENCES

APPENDIX A: Specifications APPENDIX B: FEAP Ad Flyer for ROOFER

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USER GUIDE FOR THE ROOFER ENGINEERED MANAGEMENT SYSTEM

1. EXECUTIVE SUMMARY

Roofing managers need a dedsion support tool for managing low-slope roofing systems. The ROOFER Engineered Management System is designed to help Directorates of Engineering and Housing (DEHs) and Directorates of Public Works (DPWs) manage the maintenance and repair (M&R) oflow-slope roofing. ROOFER provides a systematic approach for inspecting roofs, assessing roof condition, and planning and prioritizing both short- and long-range M&R plans.

Points of Contact:

David M. Bailey U.S. Army Construction Engineering

Research Laboratories (USACERL) A'ITN: CECER-FM P.O. Box 9005 Champaign, IL 61826-9005 217/352-6511 ext 7480 FAX: 217/373-6732

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Al Knehans U.S. Army Center for Public Works A'ITN: CECPW-EB 7701 Telegraph Road Alexandria, VA 22310-3862 703/806-5990 FAX: 703/806-5992

2. TECHNOLOGY DESCRIPTION

The U.S. Army Construction Engineering Research Laboratories (USACERL), with the assistance of the U.S. Army Cold Regions Research and Engineering Laboratory (USACRREL) and the U.S. Army Center for Public Works (USACPW) has developed ROOFER, an engineered management system (EMS) for built-up roofs (BUR) and single-ply membrane (SPM) roofing systems. ROOFER combines maintenance engineering concepts with data base management technology to provide roofing managers for military installations, government agencies, and private buildings with a decision support tool for managing roofs. The system provides a microcomputer-based, systematic approach to assessing roof condition, selecting repair and replacement needs, and prioritizing work based on maximizing benefits and minimizing costs.

The following components comprise the ROOFER system: network inventory, inspections and condition evaluation, data base, network-level management, and project-level management. •1

Network Inventory

The first step in managing a facility is to determine what is being managed. For ROOFER this means developing an inventory of all the low-slope roofs the installation or agency is responsible for maintaining. The roofs are divided into smaller units called "roof sections." A roof section represents the management unit for which all repair and replacement decisions are made.

Physical and historical information about each roof section is collected, including the section's physical dimensions, material types for each roof component (e.g., deck, insulation, membrane, surfacing, flashing) and construction characteristics. Collecting the network inventory information is a fundamental step in establishing the foundation for the ROOFER system.

Inspections and Condition Evaluation

The inspections and condition evaluation procedures are the most critical components of ROOFER. To assess condition reliably, an objective and repeatable rating system for identifying the roofs present condition has been developed and incorporated into ROOFER.

In the ROOFER system, the membrane, flashing, and insulation components are inspected and evaluated independently. Treating each component separately provides an accurate assessment of the component condition, waterproof integrity, and repair needs. To obtain the objectivity and repeatability required, individual component condition indexes are used; the flashing condition index (FCI), the membrane condition index (MCI), and the insulation condition index (ICI). These numerical indexes range from O for failed to 100 for perfect condition.

USACERL Technical Reports are available from the National Technical Information Service, 5285 Port Royal Road, Springfield, VA 22161 (703/487-4650).

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The FCI and MCI are determined from a visual inspection of existing roof distresses using established techniques and procedures. The ICI is determined from a roof moisture survey using a method such as infrared scanning or nuclear meter, to identify areas of potentially wet roof insulation. The amount of the wet area, type of insulation, and the moisture content (determined through core sample analyses) are used to calculate the ICI.

The three component condition indexes are combined to produce a roof condition index (RCI). The RCI uses the same O to 100 scale used for the component indexes and provides an overall roof section condition rating that can be used for planning and prioritization.

Data Base

Without an efficient filing system, massive data collection can lead to confusion and a waste of resources. The ROOFER system uses a standard set of procedures to store and manage information in the data base. The microcomputer application, Micro ROOFER, stores inventory and inspection information, performs condition index calculations, analyzes data, and generates customized management reports.

Network-level Management

After the data base has been established and the condition of the roof network is known, the agency can perform network management tasks. These tasks include determining when individual roof sections should be repaired or replaced (within budgetary constraints), devising strategies to maintain the roof network to meet specified performance levels, and preparing short- and long-range work plans. The Micro ROOFER program allows managers to access the data base and generate several summary reports that greatly reduce the time and effort necessary to accomplish these management tasks.

Project-level Management

At the project level, each roof section identified in the network-level analysis as a candidate work project is evaluated based on specific distress information collected during the condition inspections. By using the Micro ROOFER program, managers can compare repair and replacement alternatives on a life-cycle cost basis to determine the optimal strategy. ROOFER can generate the supporting documentation needed to substantiate and develop project requirements.

ROOFER Implementation Process

Establishing the ROOFER system within the agency involves three distinct phases: pre-implementation, implementation and post-implementation. The necessary steps for this process are common to any EMS and have been described for the PA VER pavement

• management system.2 These steps were developed and adapted based on field experience with PAVER.3

Before ROOFER can be successfully implemented at the installation, top management must be committed to the system and a user group must be established. During the pre-

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implementation phase, the user group is responsible for establishing the roof network and developing the implementation plan, including the method of accomplishment, work schedule, and cost estimates.

The implementation phase involves acquiring the necessary computer hardware and ROOFER software, and executing systematic procedures to obtain the inventory and inspection data. The data is first collected on an initial group of-buildings and entered into the Micro ROOFER software program to establish a partial, structured data base. This data base should be tested and verified for accuracy and completeness, and local operating procedures (software updating and management) should be established. The implementation process is then completed for the remainder of the roof network.

For the ROOFER system to be fully effective after initial implementation is complete, the system should be maintained regularly. In the post-implementation phase, a continual inspection program should be established. Inventory information must also be updated as repair and replacement work is accomplished on the roof network.

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3. PRE-IMPLEMENTATION

Get Commitment From Top Management

The implementation process should not be initiated until top management is committed to ROOFER and is convinced that benefits can be gained. For ROOFER to be successful, time and money must be allocated to ROOFER, both for the initial implementation and afterward. The lack of commitment can lead to problems during implementation and can result in the system not being used, due to lack of resources to operate and maintain it. Also, for ROOFER to be used effectively, a commitment to the idea of managing roof maintenance is required. Lack of dedication to the basic philosophies of inspection, work planning, and efficient resource allocation will result in ROOFER not being beneficial, even if the system is fully capable. Commitment from top management will help ensure that ROOFER is integrated into the current facilities management activities.

Designate the ROOFER Manager

One person, designated by top management as the ROOFER manager/coordinator, should ensure that there is proper office coordination for system updates and report generation for ROOFER, and that the data base is kept current and accurate. This person should be the point of contact for the system and should serve as chairman of the user group.

Establish a User Group

After a commitment has been made to implement ROOFER, a local user group needs to be established. The size of this group depends on the organization, but the membership should include representatives from the various branches, divisions, or offices that will integrate ROOFER into their management activities. The ROOFER manager should serve as the chairman. Although the main purpose of the group is to plan the implementation, it will also serve as a working group after implementation to coordinate the ongoing use of ROOFER and resolve problems.

Determine the Implementation Method

To plan an effective implementation, the agency must determine how the work will be accomplished. The needed manpower can be contractor personnel, in-house personnel, or a combination of the two labor sources.

Because initial implementation is very labor intensive, it is difficult for agencies such as Army installations that manage hundreds of building roofs to perform implementation activities using in-house labor. For these agencies, implementation by contracting has been the most common method. A contractor knowledgeable in ROOFER can (1) provide the

• resources to develop the network inventory, (2) perform the condition surveys, and (3) ensure that the collected information is properly coded into the data base. An experienced contractor can work very efficiently in completing these tasks; inexperienced installation personnel less familiar with the implementation process may be less efficient. On-site training for installation personnel can be provided by the contractor during and after the implementation.

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Even though a contractor can provide an invaluable service, it is strongly recommended that an installation representative, preferable the ROOFER manager, be thoroughly involved with the implementation to ensure an effective system turnover when the contractor's work is completed. If desired, the contractor can begin some of the management activities once the data base has been established. This helps installation personnel get a head start on proper system management.

If the implementation is accomplished by contract, it should be performed by a reputable engineering firm knowledgeable in roofing technology and facilities management. The preferred contract type is an open-ended Architect and Engineering (A&E) or Engineering Services (ES) contract that permits contractor selection based on qualifications. After contractor is selected, a fee is negotiated.

For agencies with a small roof network to manage, in-house implementations may be desirable. If enough personnel are available and adequately trained, the implementation can be successful at a lower cost than a contracted effort. Temporary personnel, such as summer-hire college students, can provide an excellent supplemental work force.

A combination implementation may ensure the smoothest transition to using ROOFER. In this method, some tasks are performed by a contractor and others by in-house personnel. The agency would determine specific tasks to be accomplished in-house. Good candidates for in-house tasks are collecting some or all of the inventory information and developing the roof section plans. These tasks require less expertise and agency personnel are likely to be more familiar with how to obtain existing plans, records, and drawings when gathering the necessary information. The ROOFER condition surveys require more expertise and time, and often can be performed more efficiently by experienced inspectors.

Develop the Implementation Plan

The first step in developing an implementation plan is to establish the roof network. Procedures for identifying the building roofs to be managed and dividing them into individual roof sections are presented in USACERL Technical Report M-90/04 ROOFER: An Engineered Management System (EMS) for Bituminous Built-up Roofs. Informational sources such as building records, project drawings and specifications, installation maps, and aerial photos will be helpful in performing this task. Identifying the buildings, the number of roof sections, and the total roof area are all necessary for developing the implementation plan and contract specifications.

The implementation plan should include the following tasks: (1) collect inventory data and develop roof section plans, (2) conduct visual inspections, (3) conduct roof moisture surveys, and (4) establish the Micro ROOFER data base. These tasks must be well planned and include resource requirements, cost estimates, schedules, and milestones. With contractor implementations, the contractor may be required to provide the added task of generating annual and long-range work plans, once the data base is established.

Experience has shown that the first two tasks can be accomplished more effectively by scheduling them to be completed at the same time for each roof section. The inspection team can obtain the necessary inventory information, complete the roof section drawing, and conduct the visual inspection with one visit. Supplemental information such as construction dates can be obtained at another time.

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For agencies having large roof networks, such as Army installations, aerial infrared scanning is the most cost-effective method for conducting the roof moisture surveys. Using a helicopter or fixed wing aircraft, the entire roof network can be surveyed in one night. Aerial photos obtained during a daytime flight also can be helpful in establishing the individual roof sections. For this reason, it is desirable to conduct the roof moisture survey before establishing the roof network.

The implementation process is labor intensive and will take several weeks or months, depending on the size of the roof network. For large networks, it may be desirable to conduct the implementation in increments by dividing the network into logical groupings (e.g., geographical location, building type, building use, etc.) and performing the implementation tasks on each group, one at a time. There is a steep learning curve associated with implementing ROOFER, and lessons learned on one group will carry over to the remaining groups. Also, by incrementing the implementation, management activities can begin much sooner for the first parts of the network to be surveyed.

An initial "phase" is strongly recommended for all ROOFER implementations, and should be limited to approximately 10 buildings. This phase is crucial for testing the plan and making the necessary adjustments before proceeding. The result will be an efficient, cost-effective implementation for the network as a whole.

Establish the Steering Committee

A ROOFER steering committee should be established, independent of the user group. The members should be senior facilities managers; the size of the committee will depend on the organization. For example, the committee members could be branch or division chiefs of the people serving on the user group. A senior person in the organization, such as the Directorate of Engineering and Housing (DEH) or Director of Public Works (DPW) would be a likely candidate for chairman. A member of the user group, probably the ROOFER manager, should also serve on the committee as a liaison.

The primary functions of the steering committee are to provide guidance to the user group and assist with planning and implementation problems that may arise. The committee should also give final approval to the implementation plan. Another essential purpose is to ensure that senior managers who establish maintenance policies and work procedures are fully apprised of ROOFER implementation and use. Successful implementation and use of ROOFER rely equally on the commitment of top management and the establishment and activities of the steering committee.

Establish System Location and Responsibilities

The responsibility for the management of the ROOFER program must reside somewhere in the organization. A logical location would be with the ROOFER manager. This person will function as a caretaker for the Micro ROOFER program. The manager will be responsible for maintaining the data base and ensuring that data entry is done properly. The ROOFER manager should also be responsible for providing data base reports on request or as scheduled, based on the needs of the organization. It is important that this person receive formal training on the ROOFER system.

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4. IMPLEMENTATION

Develop a Preliminary System

The field implementation process begins with executing the tasks defined in the implementation plan for the roofs that make up the initial phase. The inventory, visual inspections, and roof moisture surveys are conducted according to the procedures defined in USACERL Technical Report M-90/04 ROOFER: An Engineered Management System (EMS) for Bituminous Built-up Roofs, USACERL Technical Report M-87/13 Membrane and Flashing Condition Indexes for Built-up Roofs Volume II: Inspection and Distress Manual,4 and USACERL Technical Report FM-93/11, ROOFER: Membrane and Flashing Condition Indexes for Single-Ply Membrane Roofs-Inspection and Distress Manual." It is important that the collected inventory information be as complete as possible; missing data will make analyses and planning difficult. The visual inspections and roof moisture surveys must rigorously follow the prescribed procedures and guidelines to obtain meaningful and repeatable results.

After being verified through spot checks by knowledgeable people, the collected data is entered into the Micro ROOFER data base. This effort should be directed by the ROOFER manager. The minimum hardware requirements for running Micro ROOFER include an IBM/XT-compatible microcomputer with MS-DOS version of 3.0 or higher, with a minimum of 640K memory (the program requires approximately 590K of free memory), a hard disk with 5MB available for the program and data base, and a printer. Higher power machines, such as 80386 and 80486 processors, larger hard drives, and extra memory are all helpful.

The Micro ROOFER data base must be checked for accuracy before proceeding with use, regardless of whether the data was collected by contractor or in-house personnel. Various reports can be generated by the program and cross-checked to verify that the information is complete and accurate.

The implementation process for the initial phase should be reviewed by the user group. All procedural problems identified must be corrected before continuing proceeding with the full-scale implementation.

Demonstrate the System

Once the field work for the initial phase has been completed and the data base verified, management of these roof sections can begin. This phase is a significant accomplishment and results should be demonstrated to the steering committee and other interested parties to show that the efforts involved in implementing ROOFER will provide payoffs, and that implementation is progressing as planned. The demonstration will also show what the system can and cannot do, thereby avoiding over-expectations of ROOFER's role in roof management.

Achieve Full-Scale Implementation

At the point of full-scale implementation, all appropriate personnel should be well versed in ROOFER operations. The experience gained during the initial phase will help avoid problems in completing the ROOFER implementation.

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The inventory and inspection data collection are completed for the remainder of the roof network in accordance with the implementation plan. Once a complete data base has been established in Micro ROOFER, the roofing manager can begin network- and project-level management through use of the data analyses and reports capabilities.

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5. POST-IMPLEMENTATION

ROOFER Support

Strategic Support Center (SSC) Assistance

A Strategic Support Center (SSC) for the ROOFER program has been established at the University of Illinois, Urbana-Champaign (217 /333-2882). The SSC serves as the chief agent for distributing and supporting the computer software program, Micro ROOFER. An annual membership fee is charged by the SSC for each user. The Center provides the most current version of Micro ROOFER, a software user manual, and technical assistance for the software. In addition, they will provide software program updates as they become available and will notify members of upcoming short courses for the ROOFER program.

USACPW Assistance

USACPW is a vital part of the ROOFER support network for Army installations, by serving as the Army field user's link to USACERL researchers, by distributing information about the system, and by assisting Army installations with the implementation and data base maintenance process on a reimbursable basis. One of the most valuable tools that USACPW can provide is access to an established open-ended contract with a knowledgeable architect and engineering (A&E) firm. Army installations can use the USACPW contract to obtain services for ROOFER implementations and follow-up inspections. USACPW has also prepared contract guide specifications (Appendix A) agencies can use to develop implementation contracts locally. In addition, USACPW can conduct aerial photo missions and aerial infrared (IR) roof moisture scans, using either a UH-1 (HUEY) or UH-60 (Blackhawk) helicopter, to support the implementation of the ROOFER program.

Training

Well trained personnel are essential to a successful roof management program. Attendance at a formal ROOFER short course is recommended for key personnel; at least one person from an agency should attend a ROOFER short course before any formal implementation plans are made. Personnel at CECPW (703/806-5990) or CECER-FM (217-352-6511, ext 7480) can provide the time and location of ROOFER training courses.

For implementations where contractors are involved, the contractor may provide supplemental training to agency personnel. On-site instruction of ROOFER inventory and inspection procedures and Micro ROOFER use, can be easily provided if dedicated training time is allotted.

Routine Operation

It is vital to make the transition from initial implementation and training to long-term operation and use of the system. Since the condition of the roof network is continually changing, and maintenance, repair, and replacement work is being accomplished, roofing inspection information must be updated regularly. ROOFER inspections should be performed every 3 to 5 years, independent of regular maintenance inspections, which should be conducted annually as a minimum. The follow-up ROOFER inspections can be performed at

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one time, as was done for the initial implementation. However, to level out funding and resource requirements; it may be desirable to conduct the inspections over several years. The inspection scheduling can be accomplished using the Micro ROOFER program.

Most importantly, management of the roof network must be an ongoing process. The various Micro ROOFER reports should be used to develop sound, justifiable long-range work plans and budget requirements that can be updated continually. Repair and replacement projects should be identified on a life-cycle cost basis using the program's data analyses capabilities. For roof sections recommended for repair, work orders should be generated. Only by implementing a sound roof repair program, thereby increasing the service life of roofs, can all the benefits of the ROOFER system be realized. By making full use of ROOFER's capabilities, the manager can do a better job of managing roofs, and can also ensure that ROOFER is seen as a useful part of the management process.

Data Base Maintenance

The ROOFER data base must be kept current. In addition to the ongoing tasks of inspection and data entry, other elements also must be updated. Inventory information usually will not change until the roof section is replaced. However, major roof repair work will require updating of the roof condition and may change inventory items as well as the roof section plan. Other data base information (cost) also should be updated periodically. The ROOFER manager should examine the data base regularly to determine if any of the data are obsolete. Updating may be accomplished du.ring periods of lower work loads.

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REFERENCES

1. Bailey, David M., Donald E. Brotherson, Wayne Tobiasson, and Al Knehans, ROOFER: An Engineered Management System (EMS) for Bituminous Built-Up Roofs, TR M-90/04/ADA218529 (U.S. Army Construction Engineering Research Laboratories [USACERL], December 1989).

2. Uzarski, D. R, and R. C. Soule, The Practical Use of PAVER in Planning, Programming, and Developing Projects for Pavement Maintenance and Repair, TR M-86/04/ADA167312 (USACERL, March 1986).

3. Shahin, M. Y. and J. A. Walther, Pavement Maintenance Management for Roads and Streets Using the PAVER System, TR M-90/05/ADA227464 (USACERL, July 1990).

4. Shahin, M. Y., David M. Bailey, and Donald E. Brotherson, Membrane and Flashing Condition Indexes for Built-Up Roofs Volume II: Inspection and Distress Manual, TR M-87/13/ADA190368 Vol II (USACERL, September 1987).

5. Bailey, David M., Donald E. Brotherson, Wayne Tobiasson, Stuart D. Foltz, and Al Knehans, ROOFER: Membrane and Flashing Condition Indexes for Single-Ply Membrane Roofs-Inspection and Distress Manual, TR FM-93/11/ADA272573 (USACERL, April 1993).

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APPENDIX A:

Specifications

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.. .. . .

S P E <C I F I C A T i ·1·• b ·N . . s·

.. ' , . . , ' ··.··· · · · ·:.·.·,· ._._._.. _. _. .. _._._. _·:.-·: .- · . .-.-. .- .- .-· .-.- .- . :. ·: ·· .- .·. : · , ., ·.- .·.·.·: . . ·,:···· . " . .... ' " ' .. . . . ' " .... . .. .. .. , ". .. · ···• ... ... . ·· ·• ... ...... .. . .. . . ".. . " . . . . .... . .. . . . . . . . ···•· . . . .. .

FQRTHE IMPLEMENTATIONOE'fHE .• ·••·· ROOFING. MAINTENANCE MANAGEMENT

PROGRAM

. ROOFER . . .. . . . . .

. . · . .-:· ·:·.: -:-. -:-·. _.:: .... : . . ·... . .. ·.· · .. : . : . " . . .. ' ... " . . . .. ' ." .. . , - · . .. . . . . .' .' .' ·.:-.-:--_--:-:. :· ,. :::-:- .. :·.- . .. .- · . .-: .. . .. . . . . ..... , . . .... . . .. .. .. .. ' .. .. . .. . ... . .. ... .. . .. . .... . .. . ... . . .. ... . . . . ... .

FOR THE liUII,,T-UP (BUR) AND SINGLE-PLY wfE~IBRANE (SPM) . . < •>< ••> < <<ROOFING SYSTEl\1S

(INSTALLATION)

PREPARED BY: _______ _

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TABLE OF CONTENTS

SECTION

1.0 1.1

1.2 1.3 1.4 1.5 1.6 1.7 1.8

1.9

1.10

1.11

1.12

1.13

1.14

1.15

1.16

1.17

1.18

1.19

1.20 2.0 2.1

General

Applicable Publications.

Explanation of Tenns.

Synopsis of Work ...

Attend One Day Coordination Meeting .

Develop Roof Section Identification (ID) Worksheets

Develop Building Identification (ID) Worksheets ...

Develop Roof Section Plans and Headings for Roof Inspection Worksheets

Complete Roof Section Plans (for Customer Provided Roof Section Plans).

Measure Roof Dimensions (for Customer Provided Roof Section Plans) .

Inspect Roofs of Regular Sized Buildings. . . . . . . . . . . . . . . .

Inspect Roofs of Small Sized Buildings (for Buildings with Roof Areas of <1000 SF) ............................. .

Inspect Roofs of Large Sized Buildings (for Buildings with Roof Areas of 100,000 SF or greater) ................. .

Take, Analyze, and Repair Dry Core Samples .

Take, Analyze, and Repair Wet Core Samples .

Input Data from the Building and Section ID Worksheets

Input Data from the Roof Inspection Worksheets.

Develop Ten Year Budget Program.

Develop Work Requests .

Develop Swnmary Report

Conduct Final Briefing and Training .

Contractor's Computer and Data Input Responsibilities.

Project Management . . . . . . . . . . . . . . . . . .

Appendix A

Appendix B-1

Appendix B-2

Appendix B-3

Appendix C

Appendix D

Appendix E

List of Government Furnished Materials and Information

List of Regular Sized Buildings to be Surveyed

List of Small Sized Buildings to be Surveyed.

List of Large Sjzed Buildings to be Surveyed.

Installation Maps . . . . . . . . . . . . . . .

Implementation Schedule for the ROOFER Program .

Ten Year Budget Progam for Built-up and Single-ply Membrane Roofs .

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1.0 GENERAL

1.1 APPLICABIB PUBLICATIONS: The publications listed below fo:rm a part of this specification to the extent referenced. The publications are referred to in the text by paragraph designation. Reference material provided by the government is listed in Appendix A.

1.1.1 Headquarters, Department of Anny

1.1.1.1 Anny Regulation AR 420-70, 29 May 1992

1.1.1.2 Technical Manual ™ 5-617 (DRAFT)

1.1.1.3 Army Regulation AR 420-90, 15 Feb 1985

Facilities Engineering, Buildings and Structures

Inspection, Maintenance, and Repair of Roofing Systems

Facilities Engineering, Fire Protection

1.1.2 US Anny Construction Engineering Research Laboratory (CERL)

1.1.2.1 USACERL Technical Report M-87/13, September 1987

1.1.2.2 USACERL Technical Report FM-93/11, April 1993

1.1.2.3 USACERL Technical Report December 1989

~rane and Flashing Condition Indexes for Built-Up Roofs, Volume II, Inspection and Distress Manual

M:mibrane and Flashing Condition Indexes for Single-ply M:mibrane Roofs, Inspection and Distress Manual

ROOFER: An Engineered M-90/04, Management System (EMS) for Bituminous Built-Up Roofs

1.1.3 Arrerican Society of Testing and Materials (AS™)

AS™ Cll53-90, undated A standard practice for the location of moisture on insulated roofing systems using infrared imaging

1. 2 EXPLANATION OF TERMS; See "Applicable Publications", Section 1. 1.

1.3 SYNOPSIS OF WORK:

1.3.1 General Requirements: The Contractor shall furnish all labor, materials, and equipnent to perform all services required to develop a roofing maintenance management program (herein identified as ROOFER) as specified in these detailed specifications for

---=-=-----,---,-----,,,.........,,----e----,--e--,-,----,--,----,.. All the BUR and SPM roofing sections of the buildings listed in Appendixes Bl-B3 are to be included. Maps showing the location of the installation and the buildings to be surveyed are contained in Appendix C. Work shall be accorrplished in accordance with the references listed in section 1.0 "General", except as modified elsewhere in this specification.

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1.3.2 Specification Requirerrents: The specific requirements for the corrpletion of this contract includes the following functions:

1.3.2.1 Attend one day coordination meeting

1.3.2.2 Develop roof section identification (ID) worksheets

1.3.2.3 Develop building identification (ID) worksheets

1.3.2.4 Develop roof section plans and headings for roof inspection worksheets

1.3.2.5 Corrplete roof section plans (for customer provided roof section plans)

1.3.2.6 M=asure roof dimensions (for customer provided roof section plans)

1.3.2.7 Inspect roofs of regular sized buildings

1.3.2.8 Inspect roofs of small sized buildings (for buildings with roof areas <1000 SF)

1.3.2.9 Inspect roofs of large sized buildings (for buildings with roof areas 100,000 SF or greater)

1.3.2.10 Take, analyze & repair dry core sarrples

1.3.2.11 Take, analyze & repair wet core sarrpl~s •

1.3.2.12 Input data from the building and section ID worksheets

1.3.2.13 Input data from the roof inspection worksheets

1.3.2.14 Develop ten year budget program

1.3.2.15 Develop work requests

1.3 .2 .16 Develop sumnary report

1.3.2.17 Conduct final briefing and training

1.4 ATTEND ONE DAY COORDINATION MEETING

A maximum of two (2) contractor ·personnel involved in the accorrplishment of this contract shall attend a one (1) day coordination meeting at -----. The meeting will be held in bldg ___ at a time and -=cia_t_e_t_o___,..be-...,de=--t-e_rm.J...n____,.., -ed after the award of this contract.

1.5 DEVELOP ROOF SECTION IDENTIFICATION (ID) WORKSHEETS

During the visual inspection of each roofing section listed in Appendixes Bl-B3, the contractor shall corrplete sections 11 (perimeter), 12 (access), 21 (type structural frame), 33 (slope), 34 (drainage), 66 (walkways), and 71 through 80 (flashing and remarks) of the roof section identification worksheet. Contractor shall fill in all other required data.

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1. 6 DEVELOP BUIIDING IDENTIFICATION (ID) WORKSHEETS

Contractor shall develop the building identification worksheet to include providing a building plan with all sections identified as per figure 2, publication referenced in section 1.1.2.3.

1.7 DEVELOP ROOF SECTION PLANS AND HEADINGS FOR ROOF INSPECTION WORKSHEETS

Contractor shall complete the heading and develop a scaled roof section plan, with roof dimensions shown, on the roof inspection worksheet for each roof section surveyed. Each roof section shall show all roof mounted equipment, roof penetrations such as vents, drains, pitch pans, access ladders, walkways, piping, ductwork and other items located on the roof and adjacent roof sections. When applicable, symbols used to identify roof top features, will be in accordance with figure 3, Volume II, of the publication referenced in section 1.1. 2 .1. If other symbols are used, their meanings will be identified on the worksheet.

1.8 COMPIBTE ROOF SECTION PLANS: (for customer provided roof section plans)

During the visual inspection of each roof section listed in Appendixes Bl-B3, contractor shall identify and sketch on the customer provided roof section plans; the approximate size, shape, and location of all roof top features not shown on the section plans provided. Additional items could include: penthouses, roof mounted equipment, expansion joints, vents, drains, gutters, scuppers, access ladders, doors or hatches, walkways, piping, solar panels, antennas, and any other items permanently or terrporarily mounted on the roof surface. A copy of the updated section plans, which does not show roof defects, will be provided to the customer. When applicable, symbols used to identify roof top features, will be in accordance with figure 3, of Volume II of the publication referenced in section 1.1.2.1. If non-standard symbols are used, their meanings will be identified on the worksheet.

1.9 MEASURE ROOF DIMENSIONS: (for customer provided roof section plans)

During the visual inspection of each roof section listed in appendixes Bl-B3, the contractor shall measure two (2) segments of the roof perimeter and record on the roof section plan, using red ink or pencil. The segments measured should extend from one identifiable point on the perimeter to another point, so that at least three points along the perimeter are identified. Each segrrent should be at approximately right angles to each other and be measured to the nearest foot. M:asurements shall be shown on the completed roof section plans that are provided in section 1.8.

1.10 INSPECT ROOFS OF REGULAR SIZED BUIIDINGS

1.10.1 General: The contractor shall visually inspect all the built-up and single-ply membrane roofing sections of the regular-sized buildings listed in Appendix B-1. The visual inspection shall be accomplished in accordance with the procedures stated in reference sections 1.1.2.1 and 1.1.2.2. The results shall be recorded on the "Roof Inspection Worksheet."

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1.10.2 Visual Inspection: The visual inspection of each roofing system will consist of:

1.10.2.1 A visual inspection of the surface of each roof section to identify all distresses, defects, and quantities that are present in the membrane and flashing components of the roofing system. Results will be recorded on the "Roof Inspection Worksheet." Flashing an membrane distresses are defined in reference sections 1.1. 2 .1 and 1.1. 2. 2. Distresses are identified by type of severity level (high, medium, low), by defect, and by quantity. Defects identify specific problems within each distress category and are to be identified by the numerical designator shown in figure 10, Ref: 1.1. 2. 3 and figure on page 97, reference section 1.1. 2. 2 .

1.10.2.2 Inspection Teams: For safety reasons, each contractor inspection team should consist of two personnel.

1.11 INSPECT ROOFS OF $MALL SIZED BUILDINGS (for buildings with roof areas of <1000 SF)

The contractor shall visually inspect the roof sections of all the buildings listed in Appendix B-2. These buildings have a maxirm.lm of 1,000 square feet of roof area. The inspection shall be accomplished in accordance with the procedures stated in section 1.10.

1.12 INSPECT ROOFS OF LARGE SIZED BUILDINGS (for buildings with roof areas of 100,000 SF or greater)

The contractor shall visually inspect the roof sections of all the buildings listed in Appendix B-3. These buildings have a total roof area of 100,000 square feet or greater. The inspection shall be accomplished in accordance with the procedures stated in section 1.10.

1.13 TAKE, ANALYZE AND REPAIR DRY CORE SAMPLES

1.13.1 General: The contractor shall take, analyze, and repair roof core samples (minimum size: 1 3/4 inches in diameter) as per the following:

1.13.1.1 Take and analyze dry core samples: The contractor shall take dry core samples as per the schedule in Appendixes Bl-B3. The contractor shall analyze each dry core sample in accordance with the following elements of the Roof Section Identification Worksheet: items 31 (type of roof deck), item 41 (type of vapor retarder), items 51-54 (type, physical properties, R-value, and attachment of insulation), items 61-64 (product, type, attachment, and reinforcement of membrane), and item 65 (type of surfacing) • Record data on Roof Section Identification Worksheet. Enter in item 80 (remarks) , any additional features noted during the analysis, such as a roof that has been placed over an existing roof, deteriorating deck, and other indications of interior and exterior roof or roof related problems.

1.13.1.2 Repair of core sample areas: Contractor shall repair all core sample locations in a manner which will not impair the waterproof integrity of the roofing system. Patches will be compatible with the existing membrane.

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1.14 TAKE, ANALYZE, AND REPAIR WET CORE SAMPLES

1.14.1 General: The contractor shall take and repair wet core samples (minimum size: 1 3/ 4 inches in diameter) and complete the analysis of the core samples in accordance with the following schedule:

1.14.1.1 Take and analyze wet core samples: A thorough moisture analysis shall be made of all core samples taken in suspected areas of wet roof insulation. Moisture content of the insulation contained in the cores shall be given as a percent by weight of the dry insulation. ( See ref: 1. 1. 2. 3) . Estimated number of wet core samples to be taken, repaired, and analyzed are shown in Appendixes Bl-B3 . The locations where core samples re to be taken and the size of each are suspected of containing wet roof insulation, will be shown in the roof section plans or aerial photos as provided by the government. Contractor shall record all confirmed areas of wet roof insulation on the roof inspection worksheet as "IN-H-1" and quantity associated with each core sample.

1.14.1.2 Repair of core sample areas: Contractor shall repair all core sample locations in a manner which shall not impair the waterproof integrity of the roofing system. Patches shall be compatible with the existing membrane. The core cavity shall be filled with compatible filler material.

1.15 INP1JI' DATA FROM THE BUIIDING AND SECTION ID WORKSHEETS

The contractor shall input all data from each building and roof section identification worksheet into the ROOFER database as per the criteria stated in section 2.0.

1.16 INPUT DATA FROM THE ROOF INSPECTION WORKSHEETS

The contractor shall input all data from the roof inspection worksheet including areas of wet insulation and their respective insulation moisture contents as per section 1.14.1.1 (if applicable), into the ROOFER database as per the criteria stated in section 2.0.

1.17 DEVELOP TEN YEAR BUDGET Pro:;;RAM

Contractor shall develop a ten year budget program (see Appendix E for sample) for the installation based upon the recorrrnended corrective actions and costs that are developed in the ROOFER database.

1.18 DEVELOP WORK REOUE.fil§

Contractor shall fill out a work request for each building surveyed. Attached to each work request shall be the completed roof section inspection wor-ksheet, corrective action requirement sheet, and an economic ~valuation sheet for each roof section associated with the building. work request shall be developed using DA form 4283, ESHC form 4283-1, or EWS form 1168, "Facilities Engineering Work Request," (provided by the government).

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1.19 DEVELOP Sl.JM.1ARY REPORT

1.19.1 The contractor shall develop a summary report containing a copy of all the network analysis data for the installation. The contents shall include: the ten year budget plan, building list report, section inventory report, RCI report (sorted by RCI value), RCI report (sorted by building number), RCI frequency reports and plots, and a table of contents.

1.19.2 The summary report shall be bound with a durable cover. As a mun.mum, the cover shall contain the type of report, location of the facility inspected and the date inspected.

1.20 CONDUCT FINAL BRIEFING AND TRAINING

Contractor shall develop and present a one to two hour exit briefing to installation personnel summarizing the findings and results of the survey. The contractor shall also conduct a four hour training session of the "ROOFER" system to DEH/DPW personnel. The training session will include, but not be limited to the following:

* Corrputer hardware set-up

* Sign-on

* Section verification

* Condition inspection

* Data entry

* Data correction

* Report generation

* Identification of roof sections requiring M&R

* Identification of roof sections requiring total or partial replacerrent

* Developnent of corrective action requirements sheets

* Preliminary design

* Sign-off

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2.0 CONTRACTOR'S COMPUTER AND DATA INPITT RESPONSIBILITIES:

2.0.1 Contractor shall enter all applicable data into the ROOFER database. The Contractor shall ensure and verify that the data stored in the database corresponds with the field data. Care shall be taken to insure that data input into the data base follows a sequence that avoids duplication or omissions and provides a finished and error free data base ready for ROOFER management operations.

2.0.2 The Contractor shall utilize its own computer equipment to enter data into the ROOFER database.

2.0.3 The contractor shall provide two (2) copies of the completed installation ROOFER database during the training phase.

2.1 PROJECT MANAGEMENT · 2 .1.1 Contractor's Project Supervisor: The contractor' s project supervisor shall serve as a single point of contact and liaison for all work required under this contract. Upon award of the contract, the supervisor and an alternate shall be immediately designated in writing by the Contractor.

2.1.2 Installation Assistance: The Director of Public Works (DPW) representative will serve as the point of contact (POC) for obtaining available information and assisting in establishing contacts with the proper individuals and organizations, as necessary, for the accomplishment of the work required under this contract. The DPW POC is: , -------------· office: ______ , Bldg __ , Tel: ( __ ) _____ ., FAX: ( __ ) _____ _

2.1.3 Public Disclosures: The Contractor shall make no public announcements or disclosures relative to infonnation contained or developed in this contract, except as authorized by the Government's COR.

2.1.4 Qualifications: Field inspection shall be performed by technically trained personnel experienced in evaluating roofing distresses as defined in the publications referenced in section 1.1.2.

2.1.5 Scheduling: The Contractor shall, at the start of the contract, sul:mit an overall implementation schedule, for approval by the Government's COR, covering all phases, using the format shown in Appendix D of this specification.

2.1.6 Safety: The Contractor shall conduct all work effort in a safe manner at all times. Minimum safety provisions shall include wearing of protective equiµnent and safety discussions.

2.1.7 Fire Prevention: The contractor shall comply with the provisions stated in the AR 420-90, Fire Protection, and the installation's fire prevention regulations.

2.1.8 Security, Vehicle and camera Registration, and Special Conditions: The contractor shall comply with all the security, vehicle and camera registration, and any special conditions associated with the installation.

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2.1.8 Installation Work Hours: The normal hours of operation at the installation are from ----,-- to ____ Monday through Friday. Special site conditions or security requirements may necessitate the required field work to be performed outside of the normal hours of operation.

2.1.9 Contract Duration: The contract completion date shall be days after the Notice to Proceed has been received.

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calendar

APPENDIX A

LIST OF GOVERNMENT FURNISHED MATERIALS AND INFORMATION

US Anny Construction Engineering Research Laboratory (CERL)

Technical Reports as referenced in section 1.1.2

Amarican Society of Testing and Materials · (AS'IM)

AS'IM Cll53-90

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A standard practice for the location of moisture on insulated roofing systems using infrared imaging

SUBTOTAL:

TOTAL:

APPENDIX B-1

LIST OF REGULAR SIZED BUIIDINGS TO BE SURVEYED

BUIIDING NUMBER

ESTIMATED SQUARE FOOT OF ROOF AREA

*

ESTIMATED NUMBER OF ROOF SECTIONS

*

ESTIMATED NUMBER OF CORE SAMPLES: DRY WET

*

* A __ % adjustment factor has been added to corrpensate for differences that may occur in the actual square footage of roof area, the number of roof sections surveyed, and the dry core sarrples taken in the field.

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APPENDIX B-2

LIST OF SMALL SIZED BUILDINGS TO BE SURVEYED (for buildings with a roof area of <1000 SF)

BUILDING NUMBER

SUBTOTAL

TOTAL

ESTIMA.TED SQUARE FOOT OF ROOF AREA

*

ESTIMATED NUMBER OF ROOF SECTIONS

*

ESTIMATED NUMBER OF CORE SAMPLES: DRY m

*

* A __ % adjustment factor has been added to coopensate for differences that may occur in the actual square footage of roof area, the number of roof sections surveyed, and the dry core samples taken in the field.

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SUBTOTAL:

TOTAL:

APPENDIX B-3

LIST OF LARGE SIZED BUIIDINGS TO BE SURVEYED (for buildings with a roof area of 100,000 SF or greater)

BUIIDING NUMBER

ESTIMATED SQUARE FOOT OF ROOF AREA

*

ESTIMATED NUMBER OF ROOF SECTIONS

*

ESTIMATED NUMBER OF CORE SAMPLES: DRY WET

*

* A __ % adjustment factor has been added to compensate for differences that may occur in the actual square footage of roof area, the number of roof sections surveyed, and the dry core samples taken in the field.

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APPENDIX C

INSTALI.ATION MAPS

Installation maps showing all the buildings to be sw:veyed will be provided during the coordination meeting.

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APPENDIX D

IMPLEMENTATION SOIEDUI.E FOR ROOFER PRCGRAM

INSTAIJ.ATION: DA'IE PREPARED: ------------ ---------CONTRACTOR: CONTRACT NUMBER: ------------- --------DELIVERY ORDERS: ------

FUNCTION NO.

COORDINATION 1

VISUAL INSPECTION 2 ( 35% COMPLETED)

VISUAL INSPECTION 3 ( 65% COMPLETED)

VISUAL INSPECTION 4 (100% COMPLETED)

COMPLE'IE INPU'ITING 5 FIEI.D DATA INTO ROOFER PRCGRAM

COMl?LE'IE WORK 6 REQUESTS

COMPLE'IE SUM1ARY 7 REPORT

EXIT BRIEFING/ 8 TRAINING

0 30 60 90 120 150 180 210 +

Calendar Days from Contractor's Notice to Proceed.

NO'IE:

Items 2-4 (visual inspection) will include all related functions, i.e.: corrpletion of roof section identification worksheets, corrpletion of roof section plans, measurement of roof dimensions, taking, repair and analysis of wet and dry core sarrples, and corrpletion of roof inspection worksheet.

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APPENDIX E

RCXlFER.

TEN YEAR BUDGET PRCGRAM FOR BUILT-UP & SINGLE-PLY MEMBRANE ROOFS

(COST = $000 IN FY

INSTALI.ATION: NUMBER OF BLDG: NUMBER OF SECT:

FUNDS)

INSPECTION DATES: AREA (SF):

FUNCTION NOTES FY fX fX FY FY FY .U fX E( FY TOTAL COST/SF

Il41ED REPAIRS 1

OTHER REPAIRS 2

REPLACE PROJECTS 3

IM&R 4

ROOF M)IST SCAN 5

VISUAL INSPECT 6

TOTALS

NOTES:

1. Includes all repairs that should be imnediately corrected.

included w/repairs

$5.25/SF

$0.02/SF

$0.01/SF

$0.03/SF

2. Includes all other repairs that need to be acconplished. Cost of repairs for sixth year are estimated.

3. Includes all roofs that should be replaced each fiscal year.

4. A semi-annual Inspection, Maintenance, and Repair (IM&R) program must be acconplished between ROOFER inspections. Estimate cost at $.02/SF/YR

5. A new aerial infrared (IR) roof moisture scan should be conducted every fifth year. Estimate cost at $. 01/SF

6. A visual reinspection using the ROOFER criteria should be conducted every fifth year. Estimate cost at $.03/SF

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APPENDIXB:

FEAP Ad Flyer for ROOFER

..

35

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•

..

Innovative Ideas for the Operation, Maintenance, & Repair of Army Facilities

ROOFER Engineered Management System

NETIIVORK INFO CONDITION ASS[SSMLNT

ECONOMIC ANAi YSIS

ROOFER (right) combines information from field visual inspections (left) and aerial infrared (IR) roof moisture scans with evaluation and maintenance planning to help manage roofs.

PROBLEM:

TECHNOLOGY:

DEMO SITE:

BENEFITS:

ROOFER Extends Roof Life While Saving Dollars Facility managers face a difficult challenge in inspecting, evaluating, selecting repair and replacement options, and prioritizing the budget for the management of their roofs.

ROOFER Engineered Management System (EMS) -- an automated decision-support tool that helps users develop, schedule, and budget a cost-effective program for managing roofs.

Fort Meade, MD -- FY89; currently implemented at 12 Army installations for 21 million square feet of roof area.

• provides complete inventory of agency's roofs • allows objective, consistent roof condition evaluation • provides systematic, documentable engineering basis for determining

repair/replacement requirements and priorities • identifies budgeting requirements for repair/replacement projects • saves over $150,000/year for an agency managing 2,000,000 square

feet of roofs

BD-71Jul 92

Use ROOFER to Manage Roofs Allocate Scarce M&R Dollars Effectively

The U.S. Army has over 300 million square reet of built-up roofing. Directorates of Engineering and Housing (DEHs) spend a major portion of their infrastructure maintenance dollars repairing and replacing the large inventory of these roofs. The DEHs need a systematic way of evaluating the roofs to make the best use of roof maintenance and repair (M&R) funds.

The ROOFER Engineered Management System (EMS) is a decision-support tool that provides a consistent method of assessing roof condition, selecting repair and replacement options, and prioritizing work based on maximized benefits and minimized costs. ROOFER includes procedures for:

• collecting inventory and inspection data • evaluating the roof through a Roof Condition

Index (RCI) • identifying repair/replacement options • prioritizing projects • developing work requests and a 10-year budget

program.

ROOFER Implemented Successfully

After partial FEAP demonstrations at Fort Meade, MD; Fort Lee, VA; and New Cumberland Army Depot, PA, the program was fully implemented at Fort Meade during FY89 as a FEAP demo. Since Fort Meade came online, ROOFER has been implemented at 12 other Army installations including Fort Sill, OK; Fort Riley, KS; Fort Leonard Wood, MO; and Aber-deen Proving Ground, MD. These implementations involve almost 21 million square feet of roof area.

Costs and Benefits

The 1992 cost of implementing ROOFER at an Army installation having 2 million square feet of built-up roof may vary from $80,000 to $300,000 at a unit cost of $0.04 - $.15/square foot, depending on how much of the work is performed in-house, by the U.S. Army Engineering and Housing Support Center (USA-EHSC) and by contract. Army policy recommends that built-up roofs be reinspected every 3 - 5 years using ROOFER criteria. The reinspection will probably cost only $0.03 - $0.06/square foot, as inventory and roof plans will have been developed during the implementa-tion. During the interim period between formal ROOFER inspections, it is recommended that the user

have an ongoing annual inspection and preventive maintenance program to minimize roof problems while increasing service life.

In the long term, ROOFER helps produce maximum benefits for each roofing dollar spent. Some of the key benefits of using the program include:

• an average annual savings of more than $150,000 at a typical installation

• an up-to-date roof inventory • objective, consistent condition evaluation of roofs • a systematic, documented engineering basis for

determining needs and priorities • identification of budgeting requirements for main-

taining your roofs • cost analysis technique for selecting repair and

replacement alternatives • rapid access to stored information • work requests to document requirements.

Procurement

ROOFER is available through the ROOFER Support Center at the University of Illinois. Subscribers to ROOFER receive the most current version of Micro ROOFER, a user's manual, membership to the ROOFER User's Group, technical assistance, and updates as they are available at no additional charge. In addition, they are notified regularly of upcoming short courses for the ROOFER program.

The annual subscription fee for the Support Center is $350 for the first year and $200 for each renewal year.

ROOFER courses are given at the University of Illinois at Urbana-Champaign every six months. Contact Jeff Sands for details, 217-333-2881.

Points of Contact

Dave Bailey, U.S. Army Construction Engineering Research Laboratories, P.O. Box 9005, Champaign, IL 61826-9005, COMM 217-398-5216 or toll-free 800-USA-CERL (out-side IL), 800-252-7122 (within IL); Lynn Padilla, ROOFER Support Center, University of Illinois, Conferences & Institutes, 302 E. John, Suite 202, Champaign, IL 61820, COMM 217-244-7659; Al Knehans or Jim Ledford, USA-EHSC, COMM 703-704-1581.

Issued by USAEHSC, Fort Belvoir, VA, JAW AR 25-30. Additional copies are available from the FEAP Information Center, P.O. Box 9005, Champaign, IL 61826-9005, 217-352-6511, ext. 386.

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