LEGISLATIVE ACTION ITEM
SPONSOR: Grover C. Robinson, IV, Mayor
SUBJECT:
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AWARD OF CONTRACT TO HYDRA ENGINEERING & CONSTRUCTION, LLC FOR INVITATION TO BID (ITB) #21-032 SANDERS BEACH HURRICANE SALLY RESTORATION
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RECOMMENDATION:
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That City Council award a contract to Hydra Engineering & Construction, LLC for ITB 21-032 Sanders Beach Hurricane Sally Restoration for $463,392.19 plus a 20% contingency of $92,678.44 for a total amount of $556,070.63. Further, that City Council authorize the Mayor to take all actions necessary to execute all contracts, related documents and to complete the project.
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HEARING REQUIRED: No Hearing Required
SUMMARY:
On July 9, 2021, the City issued an invitation to bid on the Sanders Beach Hurricane Sally Restoration project. The bid of $463,392.19 includes repairs to Hurricane Sally damage at Sanders Beach, including piers, boardwalks, sidewalks, fencing, lighting, irrigation, and sod.
The current Project Worksheet (PW) filed with FEMA was for a total amount of $534,218.11 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 one element that was not approved in the PW obligated by FEMA. That item is replacing sod which is needed to prevent further erosion.
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 this item, regardless of what is or isn’t done on this contract. Therefore, once the City requests a closeout of this particular PW, FEMA may come back and either deny partial funding for this element 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: $ 400,663.58 Federal FEMA 75% Funding - Natural Disaster Fund
47,675.64 Additional FEMA 75% Funding To Be Requested
66,777.26 State of Florida 12.5% Funding - Natural Disaster Fund
7,945.94 Additional State of Florida 12.5% To Be Requested
74,723.21 City of Pensacola 12.5% Funding
$ 597,785.63
Actual: $ 463,392.19 Contract Amount
92,678.44 20% Contingency
41,715.00 Architectural and Engineering Costs
$ 597,785.63 Total Estimated Cost of Project
FINANCIAL IMPACT:
FEMA has obligated a PW in the amount of $534,218.11 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 $63,567.52 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 $66,777.27 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.
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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