LEGISLATIVE ACTION ITEM
SPONSOR: Ashton J. Hayward, III, Mayor
SUBJECT:
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AWARD OF CONTRACT- Bid #18-035 BAYVIEW COMMUNITY RESOURCE CENTER
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RECOMMENDATION:
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That City Council award a contract for Bid # 18-035 Bayview Community Resource Center to Hewes & Company, LLC., the lowest and most responsible bidder for construction of the new Bayview Community Resource Center, with a base bid of $5,991,000, plus Additive Alternates #1 - #7 of $364,000 plus a 6.42% contingency of $407,784 for a total amount of $6,762,784. Further, that Council authorize the Mayor to execute the contract and take all actions necessary to complete the project.
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HEARING REQUIRED: No Hearing Required
SUMMARY:
As a result of flooding throughout the City on April 30, 2014, the Bayview Resource Center was significantly damaged. The extent of the damages required the demolition of the building in December 2015. In response to the loss of the City-wide community asset, in February of 2016 City Council approved the concept of building a new Bayview Community Resource Center with funding from Local Option Sales Tax (LOST) series IV revenue.
In April 2016 the City issued a Request for Qualifications (RFQ) for Architectural and Engineering Services for the new resource center. City Council awarded a contract to Caldwell Associates Architects, Inc. at its January 12, 2017 meeting. In that meeting, the City’s Chief Financial Officer confirmed that the Bayview project was estimated to cost $8.25 million, but that the actual cost would not be known until the City received bids for construction.
At the June 14, 2018 City Council meeting, City Council limited the total cost of the Bayview project to a maximum of $8,250,000. Later in that same meeting, a recommendation was to have been presented for consideration to award a contract to Green-Simmons Company, Inc. for Bid #18-009 for construction of the Bayview Community Resource Center. This recommendation was never considered, as the total recommended award amount of $8,247,653 would cause the entire project cost to exceed $8,250,000.
In an effort to re-bid the project and stay within the $8.25 million project limit, staff presented a revised project cost breakout for approval by City Council at their August 9, 2018 meeting. The cost break-out included additional money for the architect to redesign the project to bring the estimated construction costs down to $6.4 million or less.
On October 8, 2018 the City opened the new bids for construction of the Bayview Community Resource Center. The lowest bid was received from Hewes & Company, LLC., in the amount of $5,991,000 plus Additive Alternatives #1 - #7 in the amount of $364,000. It is recommended that Council award the contract to Hewes & Company, LLC. for the construction of the new Bayview Community Resource Center. Hewes & Company, LLC. is a SBE vendor and is providing 1.2% MBE participation of the 10% goal.
PRIOR ACTION:
February 11, 2016- City Council authorized funding for the rebuilding of Fire Station #3 and Bayview Community Resource Center from the One-Cent Local Government Infrastructure Surtax extension from January 1, 2018 through December 31, 2028 (Lost Series IV).
January 12, 2017- City Council awarded a contract to Caldwell Associates Architects, Inc. of Pensacola for RFQ# 16-024 for Architectural and Engineering Services for the Construction of a Community Resource Center at Bayview Park, for the agreed upon fee of 7% of construction costs.
September 20, 2017- City Council approved the Fiscal Year 2018 budget with included LOST funding in the amount of $8.25 million for the Bayview Community Resource Center.
October 12, 2017- City Council approved Resolution No. 17-65 authorizing financing in the principal amount of $25,000,000 to finance capital improvements eligible to be financed from the local government infrastructure surtax.
June 14, 2018- City Council set a maximum expenditure for the Bayview Community Resource Center at $8.25 million, requiring Caldwell Associates Architects to design to build not to exceed that amount and requested that a modified contract be presented for approval.
August 9, 2018- City Council approved a proposed project cost breakdown for Bayview Community Resource Center, including additional fees for the architect to redesign the proposed community center so that the construction costs would be within project limits.
FUNDING:
Budget: $8,250,000.00 Bayview Resource Center - LOST IV
Actual: $5,991,000.00 Base Bid - Construction Cost
364,000.00 Additive Alternates # 1 - #7
407,784.00 Project Contingency
687,263.88 Design Fee and Reimbursable Amounts Paid Prior To Addendum 1
574,952.00 Addendum 1 - A&E Services & Soft Costs
225,000.00 Furniture, Fixtures & Equipment (FF&E)
$8,249,999.88
FINANCIAL IMPACT:
Funds have been approved for the Bayview Community Resource Center project in the Local Option Sales Tax Fund.
CITY ATTORNEY REVIEW: Yes
10/8/2018
STAFF CONTACT:
Keith Wilkins, City Administrator
Richard Barker, Jr., Chief Financial Officer
Brian Cooper, Parks and Recreation Director
ATTACHMENTS:
1) Bid Tabulation
2) Final Bidders Reference List
PRESENTATION: No end