Title
MOTION TO AWARD IFB # RE-25-04 "LOADING DOCK MODIFICATION AT THE CHARLES F. DODGE CITY CENTER" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ABBOT CONSTRUCTION, INC., IN THE AMOUNT NOT TO EXCEED $31,600.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.”
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.”
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On April 2nd, 2025, the City Commission authorized the advertisement of IFB # RE-25-04 “Loading Dock Modification at the Charles F. Dodge City Center”, which was advertised on April 8th, 2025.
2. The purpose of the solicitation was to modify the existing loading dock at the Charles F. Dodge City Center, in accordance with the terms, conditions, and specifications contained in the solicitation.
The Charles F. Dodge City Center has long been a hub for events, conferences, and community gatherings, designed to accommodate a wide range of needs for residents and visitors. However, one critical aspect of the facility, the loading dock, has presented an operational challenge.
Currently, the loading dock features a steep grade that is incompatible with standard truck access. The City alongside a professional engineer, proposes to modify the existing graded loading dock and regrade it to a flat surface designed to accommodate standard trucks.
3. On May 6th, 2025, the City opened proposals from the following three (3) vendors listed in ascending order:
|
|
Vendor |
Total Cost |
|
|
Atlas Wrecking |
$14,951.00 |
|
|
Abbot Construction, Inc. |
$31,600.00 |
|
|
FSV Construction Company |
$150,000.00 |
4. As standard practice, the Procurement Department requested a Schedule of Values from Atlas Wrecking to assess their proposal. Atlas Wrecking responded by stating that their proposal only included demolition, and not the construction of a new ramp, as requested in the scope of work.
As a result of this omission, the Procurement and Public Services Departments determined that the bid did not meet the project requirements and deemed Atlas Wrecking unresponsive.
5. The Public Services Department proceeded to the next lowest vendor, Abbot Construction, Inc., and requested their Schedule of Values. The Schedule of Values confirmed the proposal was complete, and all the elements of the scope were addressed. As a result, Abbot Construction, Inc. was deemed the most responsive/responsible bidder.
6. In addition, Abbot Construction Inc. has completed the Equal Benefits Certification Form and has stated “Contractor currently complies with the requirements of this section.”
7. Request Commission to award IFB # RE-25-04 "Loading Dock Modification at the Charles F. Dodge City Center" to the most responsive/responsible bidder, Abbot Construction, Inc., in the amount not to exceed $31,600.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $31,600.
b) Amount budgeted for this item in Account No: Funds are available in account # 001-573-7010-663000-0000-000-0000-00340 (Improvement Other than Bldg)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.