Title
MOTION TO AWARD IFB # PSPW-23-05 "ACADEMIC VILLAGE CAMPUS / FSU ELEMENTARY CAMPUS - PARKING LOT RENOVATIONS AND RESTORATION" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, WEEKLEY CONSTRUCTION, INC., IN THE AMOUNT NOT TO EXCEED $758,753, WHICH INCLUDES A 5% OWNER’S CONTINGENCY IN THE AMOUNT OF $35,717, AND $8,700 TO PROVIDE A PAYMENT AND PERFORMANCE BOND.
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 February 1, 2023, the City Commission authorized the advertisement of IFB # PSPW-23-05 “Academic Village Campus / FSU Elementary Campus Schools - Parking Lot Renovations and Restoration", which was advertised on February 9, 2023.
2. The purpose of the solicitation was to seek proposals from qualified firms to complete parking lot renovations at various Charter School locations, in accordance with the terms, conditions, and specifications contained in this solicitation. FSU Campus needs parking lot renovations in order to flow properly with the new security offices and fencing layouts. Academic Village parking lot renovations are needed to correct violations being cited by Broward County at the bus loop area (current pedestrian conditions are a safety hazard and do not meet current engineering standards) and to create a two-way traffic flow pattern at the school’s main entrance. Academic Village and FSU schools are in need of sealcoating and restriping due to safety issues as current markings are no longer visible and others do not meet current engineering standards
3. On April 18, 2023, the City opened four (4) bids from the following vendors, listed in order from lowest to highest price, including the cost to provide payment and performance bonds:
|
Bejar Construction, Inc. |
$525,481.00 |
|
Weekley Asphalt Paving, Inc. |
$714,336.00 |
|
Florida Blacktop, Inc. |
$723,500.15 |
|
Conengineers Builders LLC |
$938,446.69 |
4. On April 24, 2023, during a meeting with Procurement Department and the Public Services Department to discuss the schedule of values, Bejar Construction, Inc. informed the City that they will have to withdraw their bid due to an error in their submittal.
5. On April 25, 2023, Procurement Department and the Public Services Department contacted Weekley Construction, Inc. to review their schedule of values. After the meeting, the Public Services Department deemed Weekley Construction, Inc. to be the most responsive/responsible bidder.
6. Weekley Construction, Inc. has completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
7. Request Commission to award IFB # PSPW-23-05 "PSPW-23-05 “Academic Village Campus / FSU Elementary Campus Schools - Parking Lot Renovations and Restoration" to the most responsive/responsible bidder, Weekley Construction Inc., in an amount not to exceed $758,753, which includes a 5% owner’s contingency in the amount of $35,717, and $8,700 to provide a payment and performance bond.
Reviewed Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $758,753
b) Amount budgeted for this item in Account No: 320-519-6001-663161-0000-000-0000-00672 - Parking Lot
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