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Construction Contract With Property Services GC for Veterans Memorial Monument Project for Parks and Recreation Department and Associated Budget Resolution (Contract No. 24/CG00852/EK; Amount: $848,982.50)
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BRIEF OVERVIEW
On August 21, 2024, the Procurement Department issued an Invitation to Bid (No. 24-CG00852/EK) for services related to the Construction of Veterans Memorial Monument at the request of the Hernando County Parks and Recreation Department.
The Procurement Department staff placed the legal advertisement in the Hernando Sun on August 23, 2024, and the OpenGov website on August 21, 2024.
The solicitation was sent to three thousand three hundred eighty-six (3,386) vendors including a combination of one thousand thirty-nine (1039) Certified Small Business, Minority Business Enterprises, and was downloaded by thirty-three (33) potential proposers.
Two (2) replies to the Invitation to Bib received by the Bid Due Date of September 23, 2024, from the following firms:
• KM2H, LLC, Tarpon Springs, Florida, $903,118.27
• Property Services GC, Spring Hill, Florida $848,982.50
Bids were reviewed and evaluated by the Procurement Department to determine if they were responsive and responsible. The bids were then reviewed and evaluated by the Hernando County Parks and Recreation Department staff for award recommendation based on price, conformance with specifications and the Bidder’s ability to perform the contract in accordance with the terms, conditions and specifications required.
A Notice of Intent to Award the contract to Property Services GC, LLC dated November 1, 2024, was posted to the OpenGov website. No challenges to the Notice of Intent to Award were received.
FINANCIAL IMPACT
The funding for this project is split between grant funding and GF Parks & Rec funding, as summarized below. The project was budgeted in FY24; however, it was rebid to try to get more favorable bid amounts. Because of that, the project purchase order wasn’t initiated at the end of FY24.
The attached “VP Memorial Funding Summary” shows the breakdown of the funding between FY24 & FY25. The green box total of $660,983 is the total budgeted in FY24 for the project. The orange box of $848,983 is the bid total needed for FY25 for the project, which is a difference of the blue box of $188,000. The $188,000 is the true amount that would be needed from reserves in FY25, after the True Up rolls the FY24 budget amounts forward.
The current, attached, FY25 budget shows $605,000 available in Fund: 0011 - General Fund, Department: 04441 - PARKS & RECREATION, Account: 5606301 - IMPROV (GRTR THAN 50,000). That amount is currently allocated to:
• CIP 111906 - Linda Pederson Tower Removal (Identification) $50K,
• CIP 111908 - Pine Island Playground Replacement (Construction) $280K,
• CIP 112077 - Delta Woods Tennis Court Conv - Pickle Ball (Construction) $175K,
• CIP 112088 - Parks Admin Building -Office Remodel (Construction) $100K
Those projects combine to equal the $605,000; hence, there isn’t any current budget available in FY25 for the Veteran’s monument in the current budget.
The funding summary needed is summarized below.
Grant Funding:
Funding in the amount of $251,400 is available in Fund: 0011 - General Fund, Department: 37265 - PARKS-VETERANS MONUMENT, Account: 5606301 - IMPROV (GRTR THAN 50,000)
GF Parks & Rec Funding:
Funding in the amount of $597,583 will be available in Fund: 0011 - General Fund, Department: 04441 - PARKS & RECREATION, Account: 5606301 - IMPROV (GRTR THAN 50,000, with the approval of the attached Budget Resolution. The resolution pulls the full amount needed from reserves in FY25 to ensure the total budget is available to get the project moving; however, the non-grant funding that wasn’t spent in FY24 in the amount of $409,583 will come forward via the True Up to replenish all but $188,000 of that total.
LEGAL NOTE
The Board is authorized to act on this matter pursuant to Chapter 125 and Section 129.06, Florida Statutes.
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RECOMMENDATION
It is recommended that the Board approve and authorize the Chairman’s signature on the attached agreement to Property Services GC, for Contract No. 24-CG00852/EK for the construction of the Veterans Memorial Monument in the amount of $848,982.50. It is further recommended that the Board approve and authorize the Chairman’s signature on the attached associated resolution.
Furthermore, it is recommended that the Board authorize the Chief Procurement Officer to approve change orders up to allowable budget amount as they become necessary and required.