ADD-ON LEGISLATIVE ACTION ITEM
SPONSOR: Grover C. Robinson, IV, Mayor
SUBJECT:
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REVISED - ADD-ON: AWARD OF CONTRACT FOR INVITATION TO BID (ITB) #21-018 BAYVIEW PARK AND PIER REPAIRS - HURRICANE SALLY PROJECT
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RECOMMENDATION:
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That City Council award a contract to DKE Marine Services, Inc., the lowest and most responsible bidder, for ITB 21-018 Bayview Park and Pier Repairs - Hurricane Sally for $489,316.31 and a 20% contingency of $97,863.26 for a total amount of $587,179.57. Further that City Council authorize the Mayor to take all actions necessary to execute the contract and complete the project.
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HEARING REQUIRED: No Hearing Required
SUMMARY:
On June 11, 2021, the City issued an invitation to bid on the Bayview Park And Pier Repairs project due to Hurricane Sally. The bid of $489,316.31 includes repairing and replacing facilities on the waterside, including the large pier, railing, lights, two boat ramp piers and a floating dock that were damaged by Hurricane Sally.
The current Project Worksheet (PW) filed with FEMA was for a total amount of $422,105.11 with 75% provided by the Federal Emergency Management Agency (FEMA), 12.5% provided by the Florida Division of Emergency Management (FDEM) and the remaining 12.5% from the City of Pensacola. However, the bids came in higher than the original PW amount. Therefore, since this is a large project, FEMA should approve the additional costs, provided the scope of the work done is the same as what was specified in the PW. It has been discovered, however, that the bid document as well as the bid submittals did contain three elements that were not approved in the PW obligated by FEMA. Those items include:
1. Removal of 38.5 feet of pier
2. Replacement of a 13 ft. x 8 ft. deck
3. Repairs to the pavilion
The repairs to the pavilion will not be made on this contract but will be done at a later date on a different contract. However, it is not known at this time whether or not FEMA will allow any funding for this project with the bid document and submittals including these items, regardless of what is or isn’t done on this contract. Therefore, once the City request a closeout of this particular PW, FEMA may come back and either deny partial funding for these elements or they may deny total funding of this project and de-obligate the PW in its entirety. If that occurs, additional funding will need to be found from a different source.
PRIOR ACTION:
December 10, 2020 - City Council adopted Supplemental Budget Resolution No. 2020-59 that assigned $1.8 million in the General Fund for the City’s 12.5% portion of Hurricane Sally expenses.
FUNDING:
Budget: $316,578.74 Federal FEMA 75% Funding - Natural Disaster Fund
143,159.69 Additional FEMA 75% Funding To Be Requested
52,763.13 State of Florida 12.5% Funding - Natural Disaster Fund
23,859.94 Additional State of Florida 12.5% Funding - To Be Requested
76,623.07 City of Pensacola 12.5% Funding
$612,984.57
Actual: $489,316.31 Contract Amount
97,863.26 20% Contingency
25,805.00 Architectural & Engineering Costs
$612,984.57 Total Estimated Cost of Project
FINANCIAL IMPACT:
FEMA has obligated a PW in the amount of $422,105.11 with 75% provided by the Federal Emergency Management Agency (FEMA), 12.5% provided by the Florida Division of Emergency Management (FDEM) and the remaining 12.5% from the City of Pensacola. When the City requests FEMA to close out this PW, if the additional amount is obligated by FEMA, then 75% of the additional amount of $190,879.46 will be reimbursed from FEMA, 12.5% from FDEM and 12.5% from the City of Pensacola. The City of Pensacola’s portion of 12.5% will be $76,623.07 and will come from the $1.8 million designated in the General Fund for the City’s share of Hurricane Sally expenses.
Should FEMA determine that, based on the difference in the bid specifications and bid submittals, they will de-obligate the entire project, then additional funding will need to be identified and a supplemental budget resolution will be brought before City Council for consideration.
LEGAL REVIEW ONLY BY CITY ATTORNEY: Yes
7/14/2021
STAFF CONTACT:
Keith Wilkins, City Administrator
Kerrith Fiddler, Deputy City Administrator - Community Development
Brian Cooper, Parks and Recreation Director
ATTACHMENTS:
1) Tabulation Sheet
2) Final Vendor Reference List
PRESENTATION: No end