AGENDA MEMORANDUM

 

 

Meeting Date:           June 27, 2011

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Purchase request 43773 to Mark Cook Builders, Inc. for the installation of a new metal roof on the Electric Department transformer shop.

 

 

Staff Recommendation:

Staff recommends approval of the purchase request to Mark Cook Builders, Inc. for a total amount of $29,148.00.

 

Analysis:

This project is necessary to remove and replace a metal roof on the transformer shop building at the Electric Department.  The roof has deteriorated to a point where leaks occur during rain events.

 

The specifications call for removing the existing 26 gauge metal roof and replacing it with a new roof using 26 gauge metal Purlin Bearing Rib Panel (PBR).  The new roof will be installed with a 20-year warranty on materials.  The roof to be replaced is approximately 8,800 square feet.

 

The total amount of $29,148.00 includes an owner contingency of $2,000.00 for replacement of insulation.  This amount will be used to replace any insulation that has been damaged from leaks.

 

Procurement Analysis:

The Public Works department estimated this project would not exceed $25,000.00.  Therefore, they proceeded with the creation of specifications and inviting qualified contractors to submit quotes for the work.

 

They invited the following contractors to perform a site visit and submit quotes:

 


On June 9, 2011 at 10:00 AM, Public Works received the following quotes from the responding contractors:

 

Vendor Name

Location

Base Bid

Additive Alternate

Insulation

Mark Cook Builders, Inc.

Leesburg, FL

$27,148.00

$0.70/sq. ft.

UNIQCO, LLC

Groveland, FL

$27,500.00

$3.50/sq. ft.

Guilfoil Construction, Inc.

Summerfield, FL

$46,000.00

$1.75/sq. ft.

 

While Public Works conducted this Request for Quote independently of the Purchasing Division, there is no reason to cancel their Request for Quotation and issue a formal solicitation.

 

While the $25,000.00 formal solicitation threshold was exceeded, the need for advertising per Florida Statute 255.0525 was not activated.  Public Works acted in accordance with the procurement policy and procedure of the City; however, the price quotes received were higher than staff estimated.  Reissuing this procurement as a formal solicitation would provide no additional benefit to the City.  It would most likely delay the needed work and create the potential for further damage to the roof and structure. 

 

Options:

1.  Approve the purchase to Mark Cook Builders, Inc. for a total amount of $29,148.00

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

This repair was not included in the current budget, but adequate Renewal and Replacement funds are available to cover this expense.  A budget adjustment will be necessary to add the funds to the Electric budget.

 

Submission Date and Time:    6/22/2011 5:58 PM____

 

Department: _Public Works____________

Prepared by:  _Mike Thornton__________                     

Attachments:         Yes____   No __X___

Advertised:   ____Not Required __X___                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. ______JB__________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _041-1099-531.62-10___

 

Project No. __410013____________

 

WF No. _____WF0731447 / 1_____

 

Budget  _____0_______________

 

Available ____0________________