COUNCIL AGENDA ITEM
SUBJECT:
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Requesting approval to award a contract for the ITB 23-PR-11 - YMCA Building Retro Fit Project - Roof, Windows and Doors - Rebid #3 in the amount of $810,546.00 to Clyde Johnson Contracting & Roofing, Inc. and the associated budget amendment.
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DEPARTMENT:
Finance
SUMMARY:
The City of Edgewater issued an Invitation to Bid (ITB 23-PR-11 - YMCA Building Retro Fit Project - Roof, Windows and Doors - Rebid #3) on September 1, 2023 with the sole purpose and intent of obtaining Bids from qualified and licensed State of Florida Contractors to provide all permits, insurance, manpower, material and supervision for the FEMA Hazard Mitigation Grant Program (HMGP) funded YMCA Wind Retrofit Project As detailed in the ITB documents Scope of Work.
The ITB was broadcast on the City’s bidder notification service, the State of Florida Office of Supplier Diversity website, the City’s website as well as advertised in Daytona Beach News Journal. This was the 3rd Rebid for this project. Details of the first three bids can be found in the attached Project Summary
Nine vendors from six companies attended the Non-Mandatory pre-bid meeting held on September 14, 2023.
On October 6, 2020 one single bid was received and deemed responsible/responsive from Clyde Johnson Contracting & Roofing, Inc. (CJC) in the amount of $810,546.00. The City also received a “No-Bid” email from another vendor (attached).
Per Section VII of the Purchasing Policy, “Where only one response is received to a solicitation, an award may be made to such respondent if the City determines: (1) that the price submitted is fair and reasonable; (2) that other prospective respondents had a reasonable opportunity to respond; and (3) that it is in the best interest of the City to proceed with award. Otherwise, a single response to a solicitation may be rejected pursuant to Section VII, and the Purchasing Specialist may: (1) cancel the proposed procurement; (2) solicit new bids, proposals, or sealed replies; or (3) proceed with procurement as otherwise provided in this Manual.”
Based on discussions with our representative from the Florida Department of Emergency Service staff and based on the history of previous solicitations, staff was authorized to move forward with a recommendation to award with a single bidder.
The pricing breakdown is attached, as well as the recommendation of the City’s Engineering Consultant Firm.
The original approved budget for this project was $634,704.00 (FEMA Grant $453,360.00, City Match $181,3444). Based on the submitted bid, staff has identified additional funding to cover the increased City Match amount of $175,842.
BUDGETED ITEM: ☒ Yes ☐ No ☐ Not Applicable
BUDGET AMENDMENT REQUIRED: ☒ Yes ☐ No ☐ Not Applicable
See attached Budget Amendment document
RECOMMENDED ACTION:
Staff recommends that City Council approve the award of contract and budget amendment for the ITB 23-PR-11 - YMCA Building Retro Fit Project - Roof, Windows and Doors - Rebid #3 in the amount of $810,546.00 to Clyde Johnson Contracting & Roofing, Inc., and authorize the City Manager to sign the necessary contracts and amend the budget accordingly.