Submitted By: Dwain Thomas
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Presentation By: Sean Lanier
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Department: Engineering
STAFF RECOMMENDATION (Motion Ready):
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Approve award of contract to Southern Times Service, LLC for the NE 16th Avenue drainage improvement project in the amount of $475,606, plus a contingency of $23,781 for a total expenditure not to exceed $499,387
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Quality of Place
PROOF OF PUBLICATION:
Bid released to public:11/21/2023; Newspaper Ad Posted: 1/24/2024.
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BACKGROUND:
This project consists of constructing a new drainage retention area at 1613 NE 16th Avenue and elevating NE 16th Avenue to divert runoff to a new pond.
This project is partially funded by the Florida Division of Emergency Management Hazard Mitigation Grant program (HMGP), FEMA- 4337-376-R- received on September 11, 2018. The grant provides federal funds of up to $230,854.75 with a required twenty five percent match from the City of Ocala.
FINDINGS AND CONCLUSIONS:
On November 21, 2023, the City of Ocala issued Invitation to Bid (“ITB”) No. CIP 240158 for the provision of the NE 16th Avenue drainage improvement. On January 11, 2024, four vendors responded to the solicitation on a unit price bid as follows:
Southern Times Service, LLC, was the low bidder with a bid of $475,606.10. Staff requests a 5% percent contingency in the amount of $23,780.31 to allow the City Engineer to issue change orders to cover unforeseen conditions and other conflicts which may arise during construction. With the contingency, the total project budget is not to exceed $499,386.41.
Procurement reviewed past projects and found Southern Times Service, LLC’s work to be acceptable. Staff recommends award of the contract to Southern Times Services, LLC, for the construction of the NE 16th Avenue drainage improvement project.
Due to the lowest bid exceeding the estimated project cost, an additional budget request of $194,414.00 was submitted to the Florida Division of Emergency Management on February 19, 2023. The budget request was determined to be cost effective and recommended for approval by the Bureau of Mitigation.
Due to the grant deadline, bid expiration deadline, and protracted lead times for materials, staff requests approval to award the bid and assume the risk of the difference between the bid and the grant agreement project budget of $304,973.00 until the new HMGP contract revision is executed.
FISCAL IMPACT:
Funding for this contract is budgeted as follows:
158-020-330-538-69-65010 $268,532.00
158-050-330-538-69-65010 $230,855.00
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny