Item D20
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 16, 2006
Division:
Public Works
Bulk Item: Yes ~
No
Department: Facilities Maintenance
Staff Contact Person:
Bob Stone
AGENDA ITEM WORDING: Approval to reject all bids and to re-advertise for sealed bids to repair
the roof at the Monroe County Detention Facility on Stock Island due to Hurricane Wilma
ITEM BACKGROUND: Two bids for the Roof Repair at the Monroe County Detention Center were
received and opened on July 13th. One bid was for $39,875.00 which is in line with the estimated cost
and the other bid was for $153,400.00. The low bidder did not submit required documentation and the
bid bond was insufficient. The second bidder's amount is three times the estimated cost of this work,
therefore, the recommendation to reject all bids and re-advertise.
PREVIOUS RELEVANT BOCC ACTION: At the May 16,2006 Board of County Commissioners
meeting, approval was received to advertise for sealed bids to repair the roof at the Monroe County
Detention Facility
CONTRACTIAGREEMENTCHANGES: N~
STAFF RECOMMENDATIONS: Approval as stated above
TOTAL COST:
Approx. $800 to advertise
BUDGETED: Yes ~ No
COST TO COUNTY:
same
SOURCE OF FUNDS: ad valorem
REVENUE PRODUCING: Yes
NolL AMOUNTPERMONTH_ Year
APPROVED BY: County Atty. _ OMB/Purchasing _ Risk Management _
DIVISION DIRECTOR APPROVAL:
([)ent Pierce
DOCUMENTATION:
Included x
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 1/03
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MEMORANDUM
DATE:
JULY 26, 2006
TO:
FROM:
RE:
DENT PIERCE, PUBLIC WORKS DIVISION DIRECTOR
BOB STONE, MIDDLE KEY OPERATIONS DIRECTOR
AGENDA ITEM SUMMARY - ROOF REPAIR - MCDC
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Hurricane Wilma damaged approximately five thousand square feet of
roofing membrane at the Monroe County Detention Center. The
damaged area is above Housing Unit Alpha of which houses the
majority of lock-down inmates in the jaiL A temporary roof was
installed in November and has since been coated to extend its life.
In working with the roofing membrane Manufacture's representative, a
scope of work and specification was developed. Proposals were then
requested from Contractor's certified by the Manufacture. Only one
proposal was received with the Contractor indicating that he could
start the work two to three weeks after a notice to proceed. The other
Contractor's that were approached either did not respond, were to
busy to provide a proposal or it would be months before they would be
able to start the work. A request was made April 21, 2006 for BOCC
approval of an emergency purchase order to commence repairs but
was deemed inappropriate; therefore, approval from the BOCC was
requested and provided on May 16, 2006 to advertise for sealed bids
for this repair.
A bid package was developed with the earliest bid opening date of July
13, 2006. Two bids were received and opened on that date. One from
the low bidder, a local Contractor that had provided the earlier
proposal and the other a Contractor from Maryland at three times the
estimated cost. Unfortunately, the low bidder is considered non-
responsive due to not submitting required Tabbed Sections Tab 1, Tab
2, Tab 3 or Tab 4 as noted under Section 1, Para. 10 of the Bid
Documents. In addition, the low bidder submitted a cashier's check
as his bid bond for $200.00 when it should have been for $1,993.75.
Even though this roof repair may be considered an emergency, after
conferring with the County Attorney's Office and not being able truly
to justify spending $100,000.00 more than the County should, it is
with regret to recommend rejection of the two bids and re-advertise.