COUNCIL AGENDA ITEM
SUBJECT:
title
Request to reject the award of contract to the sole bidder for ITB 20-PR - YMCA Wind Retrofit project and instruct staff to rebid the project.
body
DEPARTMENT:
Finance
SUMMARY:
The City of Edgewater issued an Invitation to Bid (ITB 20-ES-004 - YMCA - Wind Retrofit Project) on August 5, 2020 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 that includes the removal of existing exterior windows, doors and louvers at this facility, and the installation of hurricane rated windows, doors and louvers as specified. This proposal also includes the removal of the existing roof and the installation of a metal roof system in compliance with current Code.
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.
Five vendors attended the Non-Mandatory pre-bid meeting held on August 18, 2020 and completed a walk thru of the facility.
On October 6, 2020 one single bid was received and deemed responsible/responsive.
The bid is as follows:
Bidder Total Base Bid
A.G. Pifer $399,900.00
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 believes that in an effort to minimize the risk of potential deobligation, it is not in the best interest of the City to move forward with the sole bid. Staff further reached out to the Contractors that were in attendance at the pre-bid meeting, but did not submit a bid and determined that there is a better likelihood of additional submissions, it the Invitation to Bid was reissued options to bid on the roof and the windows/doors as separate items including the possibility of award to multiple contractors.
BUDGETED ITEM: ☒ Yes ☐ No ☐ Not Applicable
BUDGET AMENDMENT REQUIRED: ☒ Yes ☐ No ☐ Not Applicable
RECOMMENDED ACTION:
Motion to reject the award of contract to the sole bidder for ITB-20-PR - YMCA Wind Retrofit project and instruct staff to rebid the project.