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Res 71-14 I I RESOLUTION NO 71-14 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, APPROVING AN AWARD OF CONTRACT TO ADVANCED ROOFING, INCORPORATED; DECLARING BY A FOUR-FIFTHS AFFIRMATIVE VOTE THAT THE CITY'S SEALED COMPETITIVE METHOD OR WRITTEN QUOTATIONS PROCUREMENT METHOD FOR THE PURCHASE IS NOT IN THE BEST INTEREST OF THE CITY;PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Environmental Services Department seeks approval to contract with Advanced Roofing, Incorporated for the Pompey Park Community Center Modifications and Reroofing project in the base bid amount of$274,725,00; and WHEREAS, bids were publicly opened on June 3, 2014, post bid opening the apparent low bidder subsequently withdrew their bid (bidder option); staff received direction to rebid the project in lieu of award to q y � P ) second lowest bidder Advanced Roofing, Incorporated (City Manager option); and i WHEREAS, rebids were publicly opened on October 8rh 2014, only one bid was received by the Purchasing Department, an evaluation of the bid lead to the discovery that the sole bidder did not attend the mandatory prebid meeting, the only irregularity with the bid; and WHEREAS, staff recommends City Commission waive the mandatory prebid and award to the sole bidder Advanced Roofing Incorporated,in the base bid amount of$274,725.00. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DELRAY BEACH,FLORIDA,AS FOLLOWS: j Section 1. That the foregoing "WHEREAS" clauses are ratified and confirmed as being true and correct factual findings and are made a specific part of this Resolution. Section 2. The City Commission of the City of Delray Beach hereby declares, by a minimum four- fifths affirmative vote, that the results of City's Sealed Competitive Method or Written Quotations Procurement Method is not in the best interest of the City. The City Commission declares that the award of contract to Advanced Roofing, Incorporated in the base bid amount of$274,725.00, attached as Exhibit"A",is in the best interest of the City. I ' I � i i i Manager is authorized to do all thin necessary and expedient to c out the Section 3. The C g things y xp airy City aims of this Resolution. Section 4: This Resolution shall take effect immediately upon adoption. PASSED AND ADOPTED by the City Commission of the City of Delray Beach this the 9'' day of December, 2014. OR ATTEST: City Cletk I � I Coversheet Page I of 2 r MEMORANDUM TO: Mayor and City Commissioners FROM: Bob Diaz, Construction Manager Rafael Ballestero, Deputy Director of Construction Randal Krejcarek, P.E., Director of Environmental Services Department THROUGH: Terry Stewart, Interim City Manager DATE: November 13, 2014 SUBJECT: AGENDA ITEM 9.E. - REGULAR COMMISSION MEETING OF DECEMBER 9. 2014 RESOLUTION NO. 71-14/BID AWARD TO ADVANCED ROOFING, INC. BACKGROUND Consider an award to Advanced Roofing Incorporated in the base bid amount of $274,725.00 for the Pompey Park Community Center modifications and reroofing. The Pompey Park Community Center has reoccurring issues with an existing flat roof system. Consultants narrowed down the source of the water intrusion to a walled in area that is commonly referred to as a mechanical pit. The 2,500 square foot area contains all of the heating, ventilation and air conditioning equipment for the building. During heavy rain events, the flat roof system overwhelms the roof drains, water seeps past the air conditioning condenser support stands (that are structurally welded to the bar joints below) then soaks into the permadeck roof system. The base bid focused on the mechanical pit area, the most critical location at this time. Bids were publicly opened by the Purchasing Department on June 3, 2014. The apparent low bidder was All Phase Roofing & Construction Incorporated with a base bid amount of $249,665.00; Advanced Roofing, Inc. was the second lowest bidder at $274,725.00. Just before the August 19th 2014 City Commission meeting, All Phase Roofing elected to withdraw their bid based on the 60 calendar day time frame that had lapsed between the bid opening and the contract award date; apparently subcontractors would not honor their proposals. The rebid process began by updating the term that bidders are required to hold their bids from 60 calendar days to 90 days; soon after the rebid process began. Rebids were publicly opened on October 8th 2014; only one bid was received by the Purchasing Department, which was from Advanced Roofing in the amount of $274,725.00. An evaluation of said bid lead to the discovery that the sole bidder did not attend the mandatory prebid meeting; the only irregularity with the bid. http://agendas.mydelraybeach.com/Bluesheet.aspx"ltemID=8615&MeetingID=540 12/11/2014 Coversheet Page 2 of 2 Staff recommends City Commission waive the mandatory prebid requirement and award of Rebid No. 2014-47 to Advanced Roofing, Inc. in the base bid amount of$274,725.00. FINANCIAL DEPARTMENT REVIEW The Finance Department recommends approval. DISCUSSION This is a request for City Commission to waive mandatory prebid requirement and approve Resolution No. 71-14 awarding a bid to Advanced Roofing, Inc. in the base bid amount of $274,725.00. TIMING OF THE REQUEST This is a time sensitive item. Staff continues to be exposed to random inundations of rain. Repairs to the facility before the rainy season will minimize impacts to activities held at the location. FUNDING SOURCE Funding is available from 334-4127-572-62-10 (General Construction Fund: Parks & Recreation/Buildings). RECOMMENDATION By motion, approve Resolution No. 71-14 waving the mandatory prebid requirement and by motion award a contract to Advanced Roofing, Inc. in the base bid amount of$274,725.00. http://agendas.mydelraybeach.com/Bluesheet.aspx"ltemID=8615&MeetingID=540 12/11/2014 n � � � � � LK r4 k V4 r4 P a � U W z z � � > � 4 0 _§ Q G � ■ o � � 2 Z 0 _ / o \ % vi- M k U) � - - k ■ § O_ Lu a 2¢ 2 Co . \ E L m c 2 a F- 0 ' � � � I � � � � � • J -j -j q -j J -i 2 § a 2 T I C 2 2 I uj u 'o ?� la k k 1 a g k � 0 7 / $ u ¥ cc k w z 2 v TA 2 2 LA a � �_ 2 2 m 0 § § o LU LL O LL « � k 06 LU LU S 2 o � R §L6 LU� O k E 2 Cr 2 k C13 o k k k 2 / § « 2 2 2 2 2 Lu � / E « Ct z b LU L LU L k z 2 z L6 O O ° 0 � LU C o o g o -Y O Co a O z Q m o Q Co CL m m Co C m « a « C3 In m m « m u O \ § � i � � � � 2 L t & } § IL \ -� ■ E & E { _ -3 ® ] \ � E Lu 2 N6 IL $ LU o ® LU . ® z 2 g um D © IL cm C4 N z ■ @ in e IL . 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