Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Rejecting The Award Of Bid For Pembroke Road Wall Maintenance And Repair Project Bid Number F4430-14-RD And For Pembroke Road Wall Replacement Project Bid Number EN-14-014; Authorizing The Appropriate City Officials To Execute The Attached Contract Between Sagaris Corp. And The City Of Hollywood For The Replacement Of The Pembroke Road Wall Project Bid Number EN-14-014A From South 25th Avenue To South 27th Avenue In The Amount Of $184,445.00; Approving An Amendment To The Approved Fiscal Year 2015 Capital Improvement Program To Reallocate Funds For The Pembroke Road Wall Replacement Project As Set Forth In Exhibit A, Authorizing The Establishment Of Necessary Accounts And The Transfer Of Funds, And Providing An Effective Date.
Body
Staff Recommends: Approval of the Attached Resolution
Explanation:
An existing concrete slat wall along Pembroke Road between South 25th Avenue and South 27th Avenue has been deteriorated over time from concrete failures and damages from traffic accidents. A decision was made by the City Commission at the September 17, 2014 Commission Meeting to replace the existing wall with a new wall to be constructed by the City.
At the abovementioned Commission Meeting, Resolution Number R-2014-276 considering contract award of Bid Number F4430-14-RD for maintenance and repair of the subject existing slat wall was withdrawn from the agenda by the City Manager in light of the Commission's direction to pursue wall replacement. Plans and specifications for the Wall Replacement project were prepared by City staff and bidders were provided the option to submit a bid for one or both of the options listed:
Option 1
A Precast Concrete Wall System
Option 2
A Concrete Masonry Units/Block Wall
The project was electronically advertised via BidSync in accordance with the City's Purchasing Ordinance, Section 38.42 (A) on November 12, 2014. A pre-bid field meeting was held on November 21, 2014 with nine potential bidders attending, bids were publicly opened on Tuesday, December 2, 2014. Two bids were received; the bid from Solo Construction was determined non-responsive because the bid was not received within the specific deadline.
City staff reviewed the bid submitted by Sagaris Corp. for each of the two options. The base bid for the precast option was consider non-responsive because the bid included specifications for a slat wall system which is not an approved equal for the specified precast wall option. The base bid for the masonry units/block option was in the amount of $126,625.50. In review of the bids, staff felt that it was in the best interest of the City to re-advertise and re-bid the project to obtain more competitive bids for both options. Additionally, at the time, we had only obtained 5 of the 18 required executed easement documents, and therefore had the additional time to re-bid the project. The project was electronically re-advertised via BidSync in accordance with the City's Purchasing Ordinance, Section 38.42 (A) on December 11, 2014. As part of the re-bid, the neighborhood signage element was added to the project. A pre-bid meeting was held on December 17, 2014 with six potential bidders attending. Bids were opened at 9:00 a.m. on Tuesday, December 30, 2014, resulting in the five responses. The bid from Olympus Painting Contractors Inc. was determined non-responsive because the bid submitted did not include the required bid submittal documents. The responsive bids are listed in the attached Bid Tabulation. City staff has reviewed the bid submitted for each of the two options. The low bid for the precast concrete option was submitted by JZT Utilities, Inc. in the amount of $191,730.00 and for the masonry units/block option, it was submitted by Sagaris Corp. in the amount of $199,457.50. Staff believes prices for both Options 1 and 2 were high. Staff then negotiated with the lowest bidder for each of the options for a lower price. The price for the precast option remained the same at $191,730.00 and the price for the masonry units/block option was reduced to $184,445.00 from $199,457.50 (reduction of $15,012.50). Staff recommends the award of this contract to Sagaris Corp. for the Masonry Units/Block Wall (Option 2) in the amount of $184,445.00.
The total budget for the project in the amount of $195,000.00 also includes the implementation of irrigation and low level landscaping, which is not a part of this contract and will be implemented separately concurrent with the wall project. The item addresses a budget amendment to reallocate funds for the project shortfall as set forth in Exhibit A.
The existing wall replacement requires execution of easement documents for a 5-foot wall easement from the property owners of the 18 properties on which the wall lies, between the 2500 and 2700 blocks of Fletcher Street. 16 of the easements have been executed and received. City staff was not successful in obtaining the remaining two because owner is deceased or occupants at the property not being forthcoming with owner contact information. The addresses of the two properties are 2502 and 2646 Fletcher Street. Staff recommends moving forward with the wall installation; recognizing the possibility that these property owners have the rights to dispute the wall installation. The City Attorney is in concurrence with moving forward without the remaining two easements, because it is a wall replacement in the same location. Acceptance of the easements received from owners of 16 of the 18 affected properties by the City Commission is included in this item.
This item also addresses rejection of all bids previously received through the previous two bid solicitation to appropriately close the record.
Recommended for inclusion on the agenda by:
Wazir Ishmael, Ph.D., City Manager
Sylvia Glazer, Director, Public Works
Jonathan Vogt, City Engineer/Deputy Director