Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Ratifying The City Manager’s Approval Of A Purchase Order To Provincial South, Inc., d/b/a PSI Roofing, For Emergency Roof Replacement At Fire Station Number 105 In An Amount Up To $290,500.00, In Accordance With Section 38.41(C)(1) Of The Procurement Code (Emergency Purchases), Based Upon The Interlocal Purchasing System Request For Proposal And Contract Number 211001 For Trades, Labor And Materials, All In Accordance With Section 38.41(C)(5) Of The Procurement Code. (Piggyback)
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The Fire Department has an urgent need for the replacement of the roof on Fire Station 105. There is evidence of extensive failure in the roofing system, as one walks through the fire station there are multiple stains and evidence of leaks throughout the building. The wood fascia around the building is deteriorating. On the roof surface there is evidence of several cracked and broken tiles throughout the roofing assembly. There are soft spots on the tile roofing system which are signs of degradation in the plywood decking. There is evidence of several repair attempts at roof terminations and wall flashings. Due to the extent of roof failure, it is not recommended to further try and repair.
Prior to the rain events on April 12th and 13th 2023, there were numerous active leaks during regular rainstorms. During the rain events on April 12 and 13 there was additional, significant damage throughout the fire station due to water intruding into the building. The intrusion was a continuous flow of water, not just a leak. Fire personnel contacted our Public Works department for temporary repairs while this contract is being routed.
The services/supplies are needed in support of 24/7 fire operations at this Fire Station. The Fire Station has active and major leaking throughout the station which is creating a hazardous condition in which our fire personnel live and operate from.
Section 38.41(C)(1) of the Procurement Code exempts from competitive bid and competitive proposal requirements, emergency purchases that receive prior administrative approval except for the most urgent situations presenting a clear and present substantial threat to life or property where immediate action is required. The City Manager via Memorandum PR-23-134 authorized the issuance of a Purchase Order to Provincial South, Inc., dba PSI Roofing (“PSI Roofing”). The agreement in this memorandum was for the proposal amount of $287,600.00.
A competitive process was done through The Interlocal Purchasing System (“TIPS”) RFP and contract number 211001 for Trades, Labor and Materials. The TIPS System issued contract number 211001 to PSI Roofing for the period from January 27, 2022 to January 27, 2024. The TIPS System has agreed to allow the City to piggyback on contract 211001 under the same terms, conditions, and pricing. TIPS is a national purchasing cooperative that offers access to competitively procured purchasing contracts to its membership.
Due to the urgent nature of this project, it was agreed upon to approve this TIPS contract initially by Emergency Memo, followed by official Commission approval.
While procuring materials for the project, it became known that the original selected roofing tile had a lead time of 25 weeks and would delay the start of the project. In order to minimize that timing, the City requested that PSI Roofing find an alternate roofing tile of the same quality and appearance with a shorter lead time. A new tile was selected that will add an additional $2,900.00 to the contract, but is reduced to a 15-week lead time. Due to this change order, the new purchase order for the project is $290,500.00.
Fiscal Impact:
Funding for this Purchase Order was included in the amended FY 2024 Capital Improvement Plan and is available in account numbers 117.509901.51900.563010.001503.000.000 and 117.215101.51900.546360.001660.000.000.
Recommended for inclusion on the agenda by:
Jose Cortes, Director, Design and Construction Management
Gus Zambrano, AICP, Assistant City Manager/Sustainable Development