Title
MOTION TO APPROVE THE AGREEMENT WITH WEEKLEY ASPHALT PAVING, INC. FOR MILLING AND RESURFACING OF CHAPEL LAKE ESTATES, UTILIZING PRICING ESTABLISHED IN BROWARD COUNTY'S BID # PNC2124420B1, FOR A TOTAL AMOUNT NOT TO EXCEED $689,289.04, WHICH INCLUDES THE COST OF PAYMENT AND PERFORMANCE BONDS, AND A 10% OWNER'S CONTINGENCY IN THE AMOUNT OF $62,662.64, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) of the City’s Code of Ordinances, “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- 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. The Engineering Division has identified the need to mill and resurface Chapel Lake Estates due to asphalt degradation in the neighborhood.
2. On June 30, 2022, Broward County advertised Bid # PNC2124420B1 "Pavement Resurfacing and Repair Services," and on October 4, 2022, Broward County accepted the solicitation response by Weekley Asphalt Paving, Inc. for services on an as-needed basis, for an initial one-year term, with two additional one-year renewal options. The current agreement is in effect until October 3, 2024, and has one remaining one-year renewal option.
3. Weekley Asphalt Paving, Inc. has provided a quote to mill and resurface Chapel Lake Estates in the amount of $626,626.40, utilizing pricing established on Broward County's Bid # PNC2124420B1.
4. Pursuant to Florida Statute 255.05, a payment and performance bond is required for construction projects over $200,000.
5. Broward County Highway Construction & Engineering Division Bid # PNC2124420B1 states that the "bonding cost is incidental to the unit price of each pay item." The City confirmed with Broward County that there is no separate line for payment and performance bond in their solicitation and the cost was built into the line items. As a result, Weekley Asphalt Paving, Inc. will provide 100% payment and performance bonds at no additional cost to the City.
6. If approved, Weekley Asphalt Paving, Inc. will complete the milling and resurfacing project within 90 days.
7. The Engineering Division would like to add a 10% owner's contingency, in the amount of $62,662.64, for a total amount of $689,289.04.
8. Staff recommends City Commission to approve the agreement with Weekley Asphalt Paving, Inc. for milling and resurfacing of Chapel Lake Estates, utilizing pricing established in Broward County's bid # PNC2124420B1, for a total amount not to exceed $689,289.04, which includes the cost of payment and performance bonds, and a 10% Owner's Contingency in the amount of $62,662.64, pursuant to section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $689,289.04, which includes the cost of payment and performance bonds, and a 10% Owner's Contingency in the amount of $62,662.64.
b) Amount budgeted for this item in Account No: Funds are available in Account # 100-6002-546164-0000-000-0000 (R&M Resurfacing).
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.