Fort Walton Beach Council agenda — 02-12-02 regular Council agenda — reading text

00 CJ\ z  CITY OF FORT WALTON BEACH COMMUNITY DEVELOPMENT SERVICES DEPARTMENT MEMORANDUM DATE: January 23, 2002 TO: Reid Silverboard, City THROUGH: Missy McKim, Director Commwnty Development Services Department FROM: Mary Cox, CDBG Specialist SUBJECT: REQUEST AUTHORIZATION TO AWARD A BID FOR RESIDENTIAL REHABILITATION PROJECT - 112 THIRD AVENUE BACKGROUND: The scope of work and renovation specifications were provided by A +Home Inspection Services in accordance with the contract with the City. Ponderosa Builders submitted the low bid of $16, 260. 00 for the on labor scope of services. Ponderosa Builders performance period is 60 days 'with a one- year \varranty and materials SUMMARY: Pursuant to Chapter 2, Section 22- 226, Fort Walton Beach Code of Ordinances, Purchasing Policies and Procedures, staff request authorization to award a bid for residential rehabilitation of 112 TInrd Avenue, to the lowest responsive, responsible bidder, Ponderosa Builders. The contract alllOtUlt is not to exceed 16, 260, 00. TIns property is being rehabilitated wIder the City' s COnl111wnty Development Block Grant Program, ( FY 2001- 2002). The City allocated $ 125,950. 00 of CDBG (FY-2002) fimds to pay for residential rehabilitation projects. Below is a description of the property: NAME: Tony Lovelace ADDRESS: 112 TInrd Avenue REHABILITATION COST ESTIMATOR (A+ HOME INSPECTION): $ 13,930. 00 PONDEROSA BUILDERS: $ 16, 260. 00 Staff followed the Rehabilitation Policies and Procedures ( adopted by Resolution # 81- 7, on February 24, 1981), for preparing, processing and approving the application for Rehabilitation Grant. Staff followed the policies and procedures and performed the following: Interview and advised grant applicant; Advised prospective applicants on the availability and benefits of a rehabilitation grant; Advised applicantsconcerning the specific conditions under wInch a grant is awarded; Coordinated work write-ups using a Rehabilitation Cost Estimator. TIle cost estimator is a certified contractor that is selected through the bidding process. TIle cost estimator detennines what eligible work should be perfonned to bring the homes up to standard conditions Coordinate the solicitation of bids from qualified contractors. t2-  The nex1 step is to receive City Council approval. Follmving COlUlcil approval, staff will: Prepare constmction contract documents; Inspect rehabilitation work on a regular basis to see that all code violations are rectified and to assure that all work is done according to code; Make final inspection of rehabilitation work and issue certificate of final approval of all \york perfonl1ed; Obtain from contractor, all warranties, release of liens, fmal invoices, and warranties from the general contractor prior to final payment for rehabilitation work; Make periodic follow-up inspections on work to make sure it is maintained. As seen on the Bid Tabulation Sheet, Ponderosa Builders was the only bidder to bid on the above project. Based on input from the cost estimator, Ponderosa Builders bid at $ 16, 260. 00 appears appropriate. FINANCIAL DATA 1. DEPARTMENT: Conu11lmity Development Services 2. DIVISION: NA 3. FUND: Conullunity Development Block Grant 4. ACCOUNT: 107- 1930- 554- 5207 5. ACCOUNT DESCRIPTION: Residential Rehabilitation 6. FISCAL YEAR BUDGET: FY 2001- 2002 7. AMOUNT BUDGETED: $ 125, 950. 00 8. GRANT FUNDS: YES X NO AMOUNT $ 16, 260. 00 9. FUND TRANSFER: YES_ NO X AMOUNT NA 10. FROM ACCOUNT #: NA 11. TO ACCOUNT #: NA 12. REASON FUNDS AVAILABLE FOR TRANSFER: NA 13. PRICE ANALYSIS: ATTACHED X ADD' LMATFDR_ NONE BID ITEM DATA 14. DESCRIPTION OF BID ITEM: Rehab single-family residence 112 Third Avenue 15. SUPPLEMENT MATERIAL: ATTACHED X ADD' L MAT FDR NONE 16. # BID INVITATIONS SENT: 20 17. # BID RECEIVED: 2 18. # RESPONSIVE BIDS: 2 19. RECOMMEND VENDOR: Ponderosa Builders 20. BID AWARD AMOUNT: $ 16,260. 00 21. COMMENTS: NA 22. ESTIMATED QUANTITY TO BE PURCHASED (BULK ITEMS): NA 23. ESTIMATED PURCHASED AMOUNT: NA 24. BID TABULATION ATTACHED: YES ~ NO_ ADD' L MAT FDR 25, TERM OF CONTRACT: NA 26. BID VALID TO: NA 27. BID PRICE VALID FOR TERM OF CONTRACT: YES_ NO NA X 28, WARRANTY PERIOD: ONE YEAR 29. TIME NEEDED FOR JOB COMPLETION: 60 Days 30. STATE CONTRACT: YES NO ~ 31. CONTRACT #: NA 32. CO- OP PURCHASE: YES NO ~ 33. AGENCY: NA 34. EXPECTED LIFE OF ITEM: NA 34. EXPECTED LIFE OF ITEM: NA 35. ITEM DEMO' D: YES_ NO ~ 36. REFERENCES CHECKED: NO 37. CONTRACT: ATTACHED_ ADD' LMATFDR_ NA X APPROVED FOR LEGAL SUFFICIENCY: YES NO_ NA X 38, CONTRACT 39. CURRENT VENDOR: NA 40. CURRENT PRICE: NA RECOMMENDATION Staff recommends that Ponderosa Builders be awarded the bid. Attacluuents: MEMO FROM PURCHASING BID TABULATION SHEET WORK WRITE- UPS REPORT PREPARED BY: '- Il1~ (~ D te h. s- Mary Cox, C G S cialist REVIEWED AND SUBMITTED BY: - In I m e(~ gz-.>/ te / o ~ Missy McKim, Director 0 9'3~ t: n /I f) j ( ) r.~ 2.. 7 REVIEWED AND CONCUR: I~ J~ Reid Silverboard, City Manager Comments:  City of Fort Walton Beach MEMORANDUM DATE: January 16, 2002 TO: Missy McKim CDS Director FROM: Michael Tatum / tt Purchasing Director J { 7 SUBJECT: Rehabiliate Six ( 6) Residences Bid # 02- 106 for your review. Please take the necessary The referenced bid tabulation is forwarded for Approval by the City Manager and action so that we may prepare the Memorandum Council. The bid file is available for review at the Purchasing Department. to Purchasing on the for those items applicable The following information is furnished Request To Award Bid Memorandum: NO.lDESCRIPTON RESPONSE ITEM 20 16. Number of Bids Solicited 2 17. Number of Bids Received 2 18. Number of Responsive Bids Yes 24. Tabulation Attached No 30. State Contract MT Ime  N o o N iG r. ri' C"'" 0 S 1/1 ns 0 s J c ra c I ii 0 1/1 0 J c I en en " LO 0 co 0 C") (],) (],) ro E ~ I 0 0 0 ..- ro (],) 0 ~ 0 co C") s-o ... ro ro - >- >- 0 >- u.. a 0 (],) " 0) 0 r-- cO 0) I. iC'. 0 c: en . c ii co co co LO I'- 0) ..-0 0 Z ro ...... 0) N N_ N_O) co co - Q) ro 0