CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: February 11, 2009
SUBJECT/TITLE: Approval of Bid by Council Contracting from City-wide General Contractor Services Contracts (#1813) for Renovations at the Tallahassee Senior Center
TARGET ISSUE: Health and Human Services

STATEMENT OF ISSUE
On July 9, 2008, the City Commission authorized an agreement between the City and the Tallahassee Senior Citizens Foundation following the Foundation’s successful application for a Senior Center Fixed Capital Outlay grant from the State of Florida Department of Elder Affairs to make repairs and improvements to the Senior Center in the amount of $249,661.00. The agreement stipulated that the City would administer the improvements and repairs to the Senior Center. Moreover, the City will be providing the Foundation with periodic invoices as work progresses so the Foundation can submit to the Florida Department of Affairs payment requests in order to reimburse the City.

On October 30, 2008, ECD, through the Procurement Division, solicited City general contractor firms under existing contract and received one bid from Council Contracting, Inc. for the renovations of the kitchen task in the amount of $64,732.00. This is one of the improvement items included in the state grant.

RECOMMENDED ACTION
Approve Option 1: Approve the bid received by Council Contracting in accordance with pricing, terms and conditions of Citywide General Contractor Services Term Contract #1813 in the amount of $64,732.00 and authorize ECD to execute a contract with the company.

FISCAL IMPACT
Per the agreement with the Senior Center Foundation approved by the City Commission on July 9, 2008, the City will be reimbursed by the Foundation for the expenses incurred for the Center improvements. The Office of Budget and Policy has reviewed this items and it meets budgetary guidelines.

Thomas H. Lewis, Economic & Community Development

Anita Favors Thompson, City Manager

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
The Tallahassee Senior Citizens Foundation was created to foster and support programs and services for the senior population. One of the roles of the Foundation is to support the programs at the Tallahassee Senior Center. The Foundation works closely with the City’s Senior Services staff and provides resources to improve and expand the programs offered at the Senior Center. The Foundation has successfully applied for a $249,661 grant from the State of Florida Department of Elder Affairs.

On July 9, 2008, the City Commission authorized an agreement between the City and the Tallahassee Senior Citizens Foundation following the Foundation’s successful application for a Senior Center Fixed Capital Outlay grant. The agreement stipulated that the City would administer the improvements and repairs to the Senior Center, and the City would be reimbursed by the Foundation through the grant. The July 9 action also approved the allocation of $249,661 from the Capital Projects Fund to provide the budget authority to incur the expenses, which will be reimbursed through the grant agreement.

On October 30, 2008, ECD received a bid through the Procurement Division from Council Contracting, Inc. for the renovations of the kitchen, one of the improvements outlined in the grant, in the amount of $64,732.00. The bid was solicited through the list of contractors with whom the City has annual contracts.

CHARITABLE CONTRIBUTIONS
The current contract previously approved by the Commission included charitable contribution language. Charitable contributions were included in RFQ No. 0088-08-ER-RC from which this contract resulted and was previously approved by the City Commission on September 24, 2008.

OPTIONS

Option 1: Approve the bid received by Council Contracting in the amount of $64,732.00 and authorize ECD to enter a contract with the company.

Pros:
· Will provide for improvements to the Senior Center that will enhance the amenities offered by the Center.
· Will allow the City to leverage state funds to pay for needed improvements.

Con:
· Will require the City to award and oversee construction contract.

Option 2: Do not authorize the bid award and the proposed allocation.

Pro:
· City will not be responsible for management and oversight of construction contract.

Cons:
· Needed improvements for Senior Center will not proceed.
· State grant funds allocated for these improvements will not be utilized.

Option 3: Provide alternative direction.

ATTACHMENTS/REFERENCES

Attachment 1: Bid documents received by Procurement
Attachment 2: July 9, 2008 City Commission agenda item