Okaloosa County BOCC — August 24, 2013 — West Hangar Area Public Parking and ECA Terminal Development Internal Coordination Sheet_Tabulation of Bids_Recommendation of Award Letter — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: Tracking Number: MIL] Contractor/Lessee Name: Birkshire Johnstone, LLC. Grant Funded: YES_X_ NO___ Purpose: Award the construction contract with Birkshire Johnstone, LLC. Date/Term: 1. BX} GREATER THAN $50,000 Amount: $580,269.93 2. L.) GREATER THAN $25,000 Department: Bob Sikes CEW 3. L] $25,000 OR LESS Dept. Monitor Name: Sunil Harman Document has been reviewed and includes any attachments or exhibits. Purchasing Review Procur ir¢ments are met: Date: 08-(r-|% Purchasing Director or designee Risk Management Review Approved as written: Date: Risk Manager or designee County Attorney Review Approved as written: Date: County Attorney Following Okaloosa County approval: Contract & Grant Document has been received: Date: Contracts & Grants Manager FULL SERVICE FBO FACILTIES | Aversft Me PRLS August 7, 2013 Tracy Stage Deputy Director of Airports Okaloosa County 1701 State Road 85 North Fort Walton Beach, FL 32542 Dear Mr. Stage, This letter serves as an expression of my understanding of our path forward on the Bob Sikes Airport West Hangar Area Public Parking and ECA Terminal Development Project. As verbally discussed, I have awarded Schedule C to Robert Cadenhead, a local Crestview contractor. Mr. Cadenhead’s quote and our contract have previously been provided to you as courtesy copies. I feel confident in Mr. Cadenhead’s ability to undertake and successfully complete this project at a competitive cost, but most importantly I enjoy that he is a local contractor utilizing local subcontractors. Supporting my local economy is very important to me. As far as Schedule B, I do commit to the award to Birkshire Johnstone, LLC under the name Okaloosa County for a grand total of $37,170.00. I will reimburse Okaloosa County this amount at the completion of the project. As we both agree, this is the best solution as far as efficiency is concerned. I am much aware and appreciative of the hard work and many hours you’ve spent to get us this far on this project. I look forward to breaking ground and celebrating a successful project with Okaloosa County in a few months’ time. Regards, Tom Rimkus on behalf of Jonathan Dunn President/Owner 850-951-3616 Hran On cr Bob Sikes Airport, KCEW 5445 Jobe Gwers Road, Crestwiew FL 32539 A450 3GR A7EG AVCON, INC. ENGINEERS & PLANNERS 320 Bayshore Drive, Suite A Niceville, Florida 32578 Phone: (850) 678-0050 Fax: (850) 678-0040 www.avconinc.com 2010.050.08/Recommendation of Award 6-12-13 June 12, 2013 Mr. Tracy Stage, A.A.E. Deputy Airports Director Okaloosa County Airports 1701 State Road 85 North Eglin Air Force Base, FL 32542 Reference: Tabulation of Bids and Recommendation of Award West Hangar Area Public Parking and ECA Terminal Development Bob Sikes Airport, Crestview, Florida Dear Mr. Stage: On Thursday, April 30, 2013 at 3:00 p.m. local time, bids were received at the Okaloosa County office at 302 N. Wilson Street in Crestview for the West Hangar Area Public Parking and ECA Terminal Development project at Bob Sikes Airport (CEW). A total of five bids were received and a tabulation of the bids is enclosed herein as Attachment A for your reference. The total bid amounts, including Schedules A, B, and C, are summarized as follows: Bidder Total Bid Schedule A Schedule B Schedule C 1. Birkshire Johnstone, LLC $1,513,712.13 $550,269.93 $53,442.20 $ 910,000.00 2. _RAM Construction and Dev., LLC $1,541 ,426.93 $640,394.71 $61,739.05 $839,293.17 | Engineer's Opinion of Probable Cost —_$1,584,235.50 $532,355.50 $51,880.00 $1,000,000.00 | 3. Speegle Construction, Inc. $1,659,729.72 $622,905.02 $52,824.70 $ 984,000.00 4, Lord and Son Construction, Inc. $1,679,117.25 $777,307.25 $45,210.50 $ 856,600.00 5. Anderson Columbia Co., Inc. $2,153,951.05 $989,266.87 $77,934.18 $1,086,750.00 As stated in Item 10, Page BF-Page 4 of 6, “the Basis of Award shall be the Total Bid Amount, price and other factors considered.” Based on our review of the submittals by the five bidders, Birkshire Johnstone, LLC appears to be a responsible contractor with the lowest Total Bid Amount. We have reviewed the scope of work and DBE goals with Birkshire Johnstone and have confirmed their understanding of the project. The Total Bid Amount by Birkshire Johnstone is approximately 4.5% less than the Engineer’s Estimate; therefore, we believe that the bid amount submitted for this project is reasonable for the proposed work. Based on our previous coordination, we understand that it is in the County’s best interest to award all work within any identified funding limitations. As you are also aware, the work contained in Schedules B and C, which include the ECA Terminal Building and associated site work improvements, is being funded by Emerald Coast Aviation, Inc. and may or may not be awarded for this project. Therefore, we recommend that the original contract amount to be awarded reflect Schedule A, which includes the West Hangar Area Public Parking improvements, and that the County withhold awarding Schedules B and C until it is determined whether this work will be awarded. CIVIL & STRUCTURAL ENGINEERING & AIRPORT & AVIATION CONSULTING ® TRANSPORTATION DESIGN & PLANNING Mr. Tracy Stage, A.A.E. June 12, 2013 Page 2 of 2 A review of the bid proposals indicated a potential discrepancy between the written unit price and the extended bid price (in numerals) associated with Item No. 425-2, Type F DBI, of Schedule A for the bid submitted by Birkshire Johnstone. The written about is “three thousand five hundred seventy thousand” and the numerical value shown under the Unit Price column is “$3,570.00.” This appears to be a typographical error and the intended written amount was “three-thousand, five-hundred seventy.” Item No. 430-1, 18” RCP, Class III, of Schedule A submitted by Birkshire Johnstone also included a potential discrepancy. The written amount is “thirty two” and the numerical value shown under the Unit Price column is “$32.48.” As stated in Section 17.1 Instruction to Contractors of the bidding documents, discrepancies between words and figures will be resolved in favor of the words; therefore, the unit price included in the bid tabulation for Item No. 430-1 includes the unit price written in words ($32.00). The unit price included in the bid tabulation for Item No. 425-2 includes the numerical value written in the Unit Price column due to the obvious typographical error. Several of the remaining contractor’s bids included minor discrepancies which appear to have no direct bearing on our recommendation of award provided herein, but may require County legal review in the event that the project is ultimately awarded to a firm other than Birkshire Johnstone who provided the apparent low bid. The Disadvantaged Business Enterprise Program form (OC-10) submitted by Birkshire Johnstone includes subcontractors for electrical, mechanical, and painting but does not include estimated amounts for each subcontractor or a total estimated DBE participation percentage. We reviewed the DBE requirements of the bidding documents with Birkshire Johnstone and they confirmed that the 4.03% DBE participation requirement is reasonable and will be achieved for this project. Notwithstanding the County’s final review of the complete project documents and legal review of bid forms, we recommend award of Schedule A for the West Hangar Area Public Parking and ECA Terminal Development contract to Birkshire Johnstone, LLC at the bid amount of $550,269.93, subject to available funding and concurrence by FDOT. We stand ready to assist the Airport in the implementation of this project based on your determination of the desirability of the award at this time. Should you have any questions or require additional information, please do not hesitate to contact us at your convenience. Sincerely, AVCON, INC. John Collins, P.E. Project Manager Enclosures as list below: 1. Attachment A—Bid Tabulation BIO TABULATION ‘West Hangar Area Public Parking and EAC Terminal Development Bob Sikes Aicpor, yw, Floris BID OPENING: May 30, 2013 AT 3:00 PML ATTACHMENT "A" MBIA CO. INC. ITEM DESCRIPTION ENGINEERS ESTIMATE te wwe. EXTENDED =z EXTENDED TxTEROED EXTENDED Jovetfounenry] usr once | Protas ror. fom | erence | Porat Tora SRPERICES Tololatatatotctotet Sena _ 7 xa FRE 7 A Oe TROT” iz EATERENT OF EROSION NO WATER POULUTIN + aes TH in mE CE ane REMOVAL AAD PERLATTNG 5 SECURE ENC UATON DAD EISASERT iH Zi ne ; n ; t Cae 75 a “ 35 3 ame CONCRETE BUMPS TEN PAD-ENCLOSURE KIO APRON : : : [VEHICULAR PAVEMENT MARKINGS. WHITE. 7000 _| = Ema Se ERC 0G CENTER EARNS : : ae Ts 513,156.00 SST Soe nSTearE WAR UNG RETUGNG AL VALVES TEES MO FITINGE at ee ier Sencar aE Se a a a ce (ATERRE WITT STOS UEC WATER METER MOREE me See [P omnect euRmeD Beers aH Se OP AMAT SILO WTOP = oie [eo SaMARY Sone a Sias3 [eo SANT SEVER me SEspa — SUTaaY SonER EARLE aE Fe Oe ae esata NCE WADI. TT ERSED WARE ATTAIN a FE Re RRIGUATE GATE WIRED ates Tee area Stor at Fe REA Den COMPLETE Tas Set — at? PER LOWRIE RT SRLS OS AONE oa RCE 7 : ma 1s mH ise g 3201S To oT 7 3 oH ats 100 " 3-1 ; B Ty eS ET Wooo |S sssess |S Soares 7] $535 00000] Semone ieee aan Teisess amen § 438458 $ tsnzess § nse steerer $ 2,152,95105