TO: Mayor and City Commission
FROM: Samuel A. May, Interim City Manager
DATE: May 17, 2017
Title
RESOLUTION - REJECTING THE BID SUBMITTED BY FLAMINGO FLOORING FOR BID NO. 2017-013 SUPPLY AND INSTALL VINYL COMPOSITION TILE FOR SENIOR CENTER; AUTHORIZING WAIVING OF BIDDING AND ACCEPTANCE OF THE PROPOSAL FROM FLAMINGO FLOORING DATED FEBRUARY 9, 2017 TO PROVIDE THE SAME MATERIALS AND PERFORM THE SAME SCOPE OF WORK AS OUTLINED IN THE REJECTED BID; NOT TO EXCEED $17,564.67.
BACKGROUND:
The City requested and received written proposals from two local contractors for the Senior Center Vinyl Composition Tile (VCT) replacement project. Both written proposals came in higher in cost than the City’s current formal bid threshold. Therefore, the City publicly advertised the project for formal bids. Formal bid packages were then provided to six potential bidders, but only one bid response was received. The square foot pricing submitted on that bid response caused the submitted bid pricing to exceed the City’s budgeted funds for the project.
The sole responding bidder, Flamingo Flooring, was one of the contractors that submitted a written proposal prior to the project being formally put out for bids. When the contractor was subsequently informed and questioned about the abnormally high formal bid submission, he acknowledged a Scrivener’s error in his bid submission which is based on a single price per square foot for all materials, labor, transportation, etc. necessary for the work rather than individual itemized pricing for those categories as his initial written proposal had been formatted.
The scope of work and pricing on the initial proposal from Flamingo Flooring is more inclusive and lower in cost than the written proposal received from another local contractor prior to formal bidding. Also, Flamingo Flooring is still willing to honor its initial written proposal pricing and scope of work. Therefore, this request is to reject the formal bid received from Flamingo Flooring and authorize the waiving of bidding and acceptance of that firm’s initial written proposal dated February 9, 2017; not to exceed $17,564.67.
RECOMMENDATION:
APPROVE
FISCAL IMPACT:
Account No.: 334-6517-539.65-81
Amount: $17,564.67
CONTACT PERSON:
Spencer L. Shambray, CPPB, Purchasing Manager