LEGISLATIVE ACTION ITEM
SPONSOR: Grover C. Robinson, IV, Mayor
SUBJECT:
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AWARD OF BID #21-044 - COMMUNITY MARITIME PARK HURRICANE SALLY RESTORATION PROJECT
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RECOMMENDATION:
recommendation
That City Council award Bid #21-044 - Community Maritime Park (CMP) Hurricane Sally Restoration Project to Bear General Contractors, LLC of Pensacola, Florida with a base bid of $934,201.04 plus a 20% contingency in the amount of $186,840.21 for a total amount of $1,121,041.25. Further, that City 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:
On September 20, 2021, the City issued an invitation to bid on the CMP Hurricane Sally Restoration Project. The bid of $934,201.04 includes repairs to Hurricane Sally damage at the park and returning the park to pre-storm condition. Project scope includes concrete work, paver installations, lighting, irrigation, landscaping, etc.
The current Project Worksheet (PW) filed with FEMA was for a total amount of $640,206 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 considered a large project by FEMA, it is expected that the additional costs will be covered by FEMA, provided that the work completed adheres to the scope outlined in the PW.
It has been discovered, however, that the bid document including the bid submittals included sod replacement that was not approved in the PW obligated by FEMA. It is not known at this time whether or not FEMA will fund the sod replacement, which is necessary for erosion control. Therefore, once the City requests a closeout of this particular PW, FEMA may approve or 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:
None
FUNDING:
Budget: $ 480,154.50 Federal FEMA 75% Funding - Natural Disaster Fund
393,636.29 Additional FEMA 75% Funding To Be Requested
80,025.75 State FDEM 12.5% Funding - Natural Disaster Fund
65,606.05 Additional State of Florida 12.5% Funding - To Be Requested
80,025.75 City of Pensacola 12.5% Funding - Community Maritime Park Fund
65,606.05 Additional City of Pensacola 12.5% Funding - Community Maritime Park Fund
72,276.87 Landscaping - Community Maritime Park Fund
$1,237,331.26
Actual: $ 934,201.04 Contract Amount
186,840.21 20% Contingency
116,290.01 Architectural and Engineering Cost
$1,237,331.26
FINANCIAL IMPACT:
FEMA has obligated a PW in the amount of $640,206 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. While this is a large project and upon closeout the City will request additional funds from FEMA and FDEM based on actual project cost, the bid includes landscaping in the amount of $72,276.87 which is not eligible under the FEMA funding project and therefore the amount available from FEMA and FDEM will be $72,276.87 less then what is spent on the project. The City of Pensacola’s portion of 12.5% as well as the additional City landscaping funding will be funded by the City’s Community Maritime Park Fund.
Once final project costs are determined, a supplemental budget resolution will be brought to Council to appropriate the transfer from the Community Maritime Park Fund to the Natural Disaster Fund to cover the City’s 12.5% match as well as the cost of landscaping. Funding in the Community Maritime Park Fund will come from the $534,000 received from the American Recovery Plan Act.
LEGAL REVIEW ONLY BY CITY ATTORNEY: Yes
11/8/2021
STAFF CONTACT:
Kerrith Fiddler, City Administrator
David Forte, Deputy City Administrator - Community Development
Brian Cooper, Parks & Recreation Director
ATTACHMENTS:
1) Bid Tabulation, Bid No. 21-044
2) Final Vendor Reference List, Bid No. 21-044
PRESENTATION: No end