From: Laurie & Fred Swanson <xxxx@yahoo.com>
To: City Clerk - Key Colony Beach <xxxx@keycolonybeach.net>
Sent: Wednesday, June 28, 2023 at 11:18:37 AM EDT
Subject: Bid Evaluation Sheets with explanation
Dear Silvia,
Please send the bid evaluation sheets with an explanation or key that explains what each evaluation number means. Please also send the names of the people at the table, their relationship to KCB and relationship to the project.
Also, please send me an email notice of all meetings that take place in KCB. Yesterday, I was unable to find the notice at the Post Office nor was it listed on the city website. Please add a place on the city website for all meetings that affect the community in any way to be listed.
We are for complete transparency.
Thank you for your time and attention.
Fred & Laurie Swanson
Key Colony Beach
June 28, 2023
Click Here for Notes from the Bid Review Meeting.
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To: Commissioners of Key Colony Beach: Mayor Patricia Trefry, Vice Mayor Beth Ramsay-Vickrey, Secretary/Treasurer Tom Harding, Commissioner Freddie Foster, Commissioner Joey Raspe
Silvia Gransee, City Clerk, Key Colony Beach
I attended the bid evaluation public meeting held on June 28th for the KCB City Hall. I urge you to resolicit bids on this project based on the following:
• Only one bid for this project was deemed acceptable. We did not get a competitive process.
• While the remaining bid was the lower of the two bids submitted and in-line with the monetary expectation of the commission, the large difference between the two bids was unexplained and not addressed by the evaluation team.
• The bid from Persons Services Corporation (PSC) is about 50% higher than the bid submitted by Hands on Builders, LLC (HOB). Some comments were made on the size and experience of the two bidders HOB has not had a project of this mmagnitude (largest job to date around one million dollars?). And HOB's expertise is in interior finishing and commercial/municipal building construction normally costs more than residential construction. It was also noted that the error on PSC's Bid Form would not explain the higher value of their bid.
• There is an error on the Bid Form of the PSC submittal. The "finishes" numbers are incorrect wway high (not sure what that means). Both Terrence Justice and Lazaro Cabezon agreed that any error on the Bid Form should disqualify the bidder as "nonresponsive."
• Had we received several valid bids, this rejection would not be an issue, but we did not resoliciting the project for bids is the preferred course.
• In the conservation about the bids, it was mentioned that two additional bidders had requested additional time to make their submittals one week. This was denied (not sure who madde that decision). This indicates that we can expect additional bids if we resolicit.
• Apparently from the conversation, HOB's bid had addendums that could add to their costs. This was not discussed.
• It was stated that the electrical design in the bid package was somewhat unclear resulting in uncertainty on how each bidder estimated the electrical cost. Clarification will be required prior to accepting a bid.
• The final recommendation from Lazaro Cabezon was to put the project out for re-bid, but if the commission decides to proceed based on the current bid, only HOB's bid remains. Terrence Justice reversed the order of the recommendation.
• Terrence Justice further recommended that "The city would be very ill advised not to provide owner's representative/project management day to day on site." He also recommended that a performance bond be mandatory for the project to proceed. These are significant additional costs for proceeding with the project.
• The draft New City Hall Construction Financing Plan should be updated based on the additional information (including the expectation of available state grants applicable to the project).
Thank you for your attention on these issues. While the recommendation of the bid evaluation team transmitted to you is accurate, it does not contain all of the elements of the discussion which, I believe, are germane to making the best decision going forward.
Frederick J. Swanson
Key Colony Beach, FL
July 10, 2023
