Fort Walton Beach Council agenda — 06-30-05 — reading text

CITY COUNCIL MEETING June 30, 2005 a Consent Agenda Consideration of Award of Bid #05-122 Liza Jackson Restroom Repairs to Whitfield Associates of Fort Walton Beach, FL (Parks and Recreation Director/Purchasing Director) Council Action 1st 2nd Vote: a Agenda Item Number: CA -2 CITY OF FORT WALTON BEACH MEMORANDUM Date: June 21, 2005 To: Joyce Shanahan, City Manager From: Gene Peters, Parks & Recreation Director SUBJECT: REQUEST TO AWARD BID #05-122 REPAIR/RENOVATION OF TWO RESTROOM FACILITIES AT LIZA JACKSON PARK (HURRICANE IVAN) REQUEST Pursuant to Chapter 2, Section 2-266, Purchasing Policies and Procedures, Fort Walton Beach Code of Ordinances, request authorization to award Bid #05-122, Liza Jackson Park Restroom Repairs, to the lowest responsive, responsible bidder, Whitfield Associates of Fort Walton Beach Florida, in the amount of $78,775, for damages resulting from Hurricane Ivan. DISCUSSION At their March 22, 2005 meeting, Council rejected the sole bid received from Champion Construction, in the amount of $103,000, and directed staff to re-bid the Liza Jackson Park Restroom renovations. The Purchasing Department solicited bids from sixteen (16) construction firms with three (3) responsive bids submitted with the lowest responsive, responsible bid received from Whitfield Associates of Fort Walton Beach, in the amount of $78,775. Damage to both restroom facilities included the replacement of six (6) exterior doors, all interior partitions, all interior electrical & plumbing elements and all interior restroom components. One interior block wall will also be replaced in the west side restroom. Funding is provided in Hurricane account # 001-1500-519-4939. RECOMMENDATIONS 1. Request authorization to award Bid 405-122 for the repairs and renovations to both restroom facilities at Liza Jackson Park to lowest responsive, responsible bidder, Whitfield Associates of Fort Walton Beach in the amount of $78,775. 2. Request authorization for the City Manager to amend the contract, in an amount not to exceed $12,000, for miscellaneous repairs and supplies as needed. LA#HZ —_ o_o ror nr SST SS Se a SS SSS a — i ——— i — deen DEPARTMENT: Parks & Recreation DIVISION: Administration FUND: General Fund ACCOUNT #001-1500-519-4939 ACCT. DESCRIPTION: Hurricane Ivan FY BUDGET: N/A AMOUNT BUDGETED: N/A GRANT FUNDS: YES NO_XX__ AMOUNT FUND TRANSFER: YES NO xX AMOUNT FROM ACCT: N/A 11. TO ACCT: N/A 12. REASON FUNDS AVAILABEL FOR TRANSFER: N/A 13. PRICE ANALYSIS: ATTACHED X ADD’L MAT FDR NONE OY Ora oO & WN FE a Oo . 14. Description: Labor & materials to renovate two restrooms at Liza Jackson Park 15. SUPPLEMENTAL MATERIAL: ATTACHED X_ ADD‘L MAT FDR 16. # BID INVITATIONS SENT:16 17. # BIDS RECEIVED: 3 18. # RESPONSIVE BIDS:3 19. RECOMMENDED VENDOR: Whitfield Associates of Fort Walton Bch 20. BID AWARD AMOUNT: $78,775 21. COMMENTS: N/A 22. ESTIMATED QUANTITY TO BE PURCHASED: N/A 23. ESTIMATED PURCHASE AMOUNT: $78,775 24. BID TABULATION ATTACHED: YES X_ NO ADD’L MAT FDR___ 25. TERM OF CONTRACT: 60 days 26. BID PRICE VALID FOR TERM OF CONTRACT: YES _X_ NO 27. WARRANTY PERIOD: One year Labor & Materials 28. DELIVERY TIME: 60 days 29. STATE CONTRACT: YES NO X 30. CONTRACT #: N/A 31. CO-OP PURCHASE: YES NOX 32. AGENCY: N/A 33. EXPECTED LIFE OF ITEM: N/A 34, ITEM DEMO’D: YES NO_N/A 35. REFERENCES CHECKED: YES_X_ NO N/A 36. CONTRACT: ATTACHED ADD’L MAT FDR N/A_X__ 37. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO X 38. CURRENT VENDOR:N/A > . Prepared and Submitted by: C2. Ct G-Zl-o + Gene Peters Date Parks & Recreation Director Reviewed and Concur: . Docpe Cir, 623-06 wure e ‘Shanahan Date y Manager Comments: City of Fort Walton Beach MEMORANDUM DATE: June 22, 2005 TO: Gene Peters Parks & Recreation Director FROM: Michael C. Tatum LS Purchasing Director SUBJECT: Repair / Restore Two (2) Restroom Facilities at Liza Jackson Park Bid #05-122 The referenced bid tabulation is forwarded for your review. Please take the necessary action to prepare the Memorandum for Approval by the City Manager and Council. The bid file is available for review at the Purchasing Department. The following information is furnished for those items applicable to Purchasing on the Request To Award Bid Memorandum: ITEM NO./DESCRIPTION RESPONSE 16. Number of Bids Solicited 15 17. Number of Bids Received 3 18. Number of Responsive Bids 3 24. Tabulation Attached Yes 30. State Contract No MCT/mhj BID TABULATION Repair/Restore Two (2) Restroom Facilities at Liza Jackson Park June 21, 2005 Bid #05-122 Crestview Carpentry Whitfield Assoc. Construction | Chandler Construction Co. Crestview, FL Fort Walton Beach, FL Freeport, FL Item No. | Qty./Unit |Description Total Total Total 1 1|Job |Labor, materials and supervision to repair/restore two restroom /caris00 facilities at Liza Jackson Park: $88,650.00 $78,775.00 $133,790.00 Total Bid: $88,650.00 \. $78,775.00 / $133,790.00 i ae Performance Period: 60 Days 60 Days 90 Days Warranty on Labor: 3 Years 1 Year 1 Year Warranty on Materials: Mfg. Standard Mfg. Standard 1 Year Bid Expires: 60 Days 60 Days 60 Days Payment Terms Net Net Net 10 References: Yes Yes Yes Drug Free: Yes Yes Yes State Contract: No No No CITY COUNCIL MEETING June 14, 2005 a June 30, 2005 Consideration Award of Contract for Additional Housing Rehabilitation Work at 118 Carson Drive SE to Ponderosa Builders, Inc. (CDS Director/Purchasing Director) Council Action 1st 2nd Vote: a Agenda Item Number: | CA-3 CITY OF FORT WALTON BEACH, FLORIDA MEMORANDUM DATE: June 15, 2005 TO: Joyce Shanahan, City Manager THROUGH: Peggy Fowler, Planner 1Q¢ FROM: Missy McKim, CDS Direct SUBJECT: Residential Rehabilitation Change Order Request for 118 Carson Drive SE BACKGROUND: On February 22, 2005, the City Council awarded a bid of $12,696 to Ponderosa Builders, Inc., to rehabilitate a single-family residence at 118 Carson Drive SE. The contractor’s bid price was based on a work write-up prepared by A+ Home Inspection who is under contract as the City’s housing rehabilitation specialist. On April 22, 2005, Ponderosa Builders, Inc. submitted a change order for additional expenses necessary to complete one of the work items. The City’s building inspector concurred with Ponderosa Builders that the additional work needed to be done in order to complete the work item. The City’s Rehabilitation Policies and Procedures Manual allows for the City Manager to approve change orders that cost less than 10% of the total rehabilitation contract cost. The change order requested on April 22 in the amount of $1,265.00 was approved by the City Manager. DISCUSSION: During the course of finalizing the rehabilitation in May 2005, Ponderosa Builders, Inc., encountered additional problems that were unforeseen when the original write-up was conducted in August 2004 and in the construction work to date. On May 23, 2005, the contractor submitted an additional “Rehabilitation Specification Work Write-up” to describe the additional work items they have completed (because it was necessary for work underway) or would need to complete to finish the required work in the proper manner. Ponderosa Builders, Inc. has submitted a quote of $3,185.00 to complete this work item as described in the additional Rehabilitation Specification Work Write-Up. The current cost of rehabilitating the property is $13,961.00 (adding the figures for the original bid amount of $12,696.00 and the approved change order for $1,265.00). The additional cost to complete the project properly is $3,185.00, which is in line with recent quotes and estimates submitted for other rehab projects. This would bring the total cost of the rehabilitation to $20,331.00, which is under the maximum amount of $30,000 allowed for a residential rehab in the CRA. LY Bet? The City’s Rehabilitation Policies and Procedures Manual allows for the City Manager to approve change orders that cost less than 10% of the total rehabilitation contract cost. An amount greater than10% must be approved by City Council. If approved, sufficient funds are available from account #109-2000-552-6997. RECOMMENDATION: Staff recommends that City Council approve the waiver of the formal bid process and award the additional funds to Ponderosa Builders, Inc. to complete the project properly. 1 DEPARTMENT: Community Development Services 2. DIVISION: Planning & Zoning 3. FUND: CRA Special Revenue Fund 4 ACCOUNT #: 109-5068-552-6997 5 ACCT. DESCRIPTION: CIP #5068—-Residential Improvements Program 6. FY BUDGET: 2004/2005 7. AMOUNT BUDGETED: $75,000 (2004/2005) 8. GRANT FUNDS: YES NO X AMOUNT 9. FUND TRANSFER: YES NO xX AMOUNT 10. FROM ACCT: N/A 11. TO ACCT: N/A 12. REASON FUNDS AVAILABEL FOR TRANSFER: N/A 13. PRICE ANALYSIS: ATTACHED 14. DESCRIPTION OF BID ITEM: Rehabilitation of the residence at 118 Carson Drive SE. 15. SUPPLEMENTAL MATERIAL: ATTACHED 16. # QUOTES SENT: 1 17. # QUOTES RECEIVED: 1 18. # RESPONSIVE QUOTES: 1 19. RECOMMENDED VENDOR: Ponderosa Builders Inc. 20. BID AWARD AMOUNT: Not to exceed $3,185.00 21. COMMENTS: -- 22. ESTIMATED QUANTITY TO BE PURCHASED: N/A 23. ESTIMATED PURCHASE AMOUNT: N/A 24. BID TABULATION ATTACHED: YES NO_X 25. TERM OF CONTRACT: Completion of services. 26. BID PRICE VALID FOR TERM OF CONTRACT: YES xX NO 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. WARRANTY PERIOD: One year—labor; materials per manufacturer’s warranty. DELIVERY TIME: 20 days STATE CONTRACT: YES NO xX CONTRACT #: N/A CO-OP PURCHASE: YES NO X AGENCY: N/A EXPECTED LIFE OF ITEM: N/A ITEM DEMO’D: N/A REFERENCES CHECKED: YES X_ NO N/A___ CONTRACT: N/A CONTRACT APPROVED FOR LEGAL SUFFICIENCY: N/A CURRENT VENDOR: N/A CURRENT PRICE: N/A REPORT PREPARED BY: <> wa C VEVLEX Pegg Fofler’ Date REVIEWED & SUBMITTED BY: Missy McKim Date CDS Director aa REVIEWED AND CONCUR: oun An dh Uo/ 227 OD, ycR Shanahan Date” ty Manager @5/@6/2085 12:15 858-2434848 PONDEROSA BLDRS PAGE PONDEROSA BUILDERS, INC. 648 LOVEJOY ROAD P. O. BOX 987 FT. WALTON BEACH, FL, 32549 (850) 243-7696 FAX (850) 243-4848 FLORIDA STATE LICENSE CB C058636 May 23, 2005 June 3, 2005 City of Ft. Walton Beach FAX 833-9926 RE: John Baker 118 Carson Drive Ft, Walton Beach, Fl. 32548 To whom it may concern: Please find enclosed an additional Rehabilitation Specification Work Write-up based upon items that were unforeseen when the first walk thru was done. A plaster wall in the dining room area was scheduled for repair. Additional work is needed on the walls in the living room, kitchen, laundry and hall. These areas were covered up with contents. Unable to see all of the damage until furniture was moved and the ceilings repaired. Bid to repair plaster walls and paint walls in living room, dining room, hall, kitchen, and laundry......... $ 1,800.00 (this is only if the plaster does not come off when we are rolling on the new paint as the plaster appears to be flaking and loose in numerous areas) The dryer vent was to be vented through the laundry room wall and a piece of glass replaced in the window where the dryer vent is now vented. The house has a stucco finish on it and we cannot determine if the block behind the stucco in this area is solid or hollow. Either way there may be a problem. Alternate repairs may consist of the following: Cut hole in wood floor. Attach schedule 40 pipe to back of dryer and run piping under the Continued page 2 @2 45/66/2085 12:15 858-2434848 PONDEROSA BLDRS PAGE 43 PONDEROSA BUILDERS, INC. Baker renovations Page 2 of 2 house between floor joists and out back side of house near doorway. (solid block tn other areas) Bid price ..... $250.00 Specifications called for correcting over pressurization vent pipe from the water heater and to install a drain pan under the water heater. The existing water heater is 10 years old. When we went to remove & reinstall the water heater, the plumber found out that the electrical