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U PAVILIONBEHIND STATTONNO. 2 - A UTHORIZATTON TO WAIVE FORMAL BID PROCESS AND UTILIZE LOWEST O DOTE RECEIVED TO REPLACE - DoNALD Dupuis GENERAL CONTRACTOR The Board reviewed a Memorandum of September 10, 1997: TO: Honorable Board of County Commissioners THROUGH: Jim Chandler, County Administrator FROM: Doug Wright, Director Emergency Services C! DATE: September 10, 1997 SUBJECT: Authorization To Waive Formal Bid Process and Utilize Lowest Quote Received To Replace Pavilion Behind Station No. 2 Damaged By Wind On August 27, 1997, a late afternoon thunderstorm with strong winds moved through the Vero Beach area causing many lightning strikes and wind damage to area structures including collapsing a picnic shelter or pavilion located behind Station No. 2. The structure was erected in 1959 as part of the construction of the "Beach Fire Station" by the Vero Beach Volunteer Fire Department and is still used by the volunteers to raise funds which benefit the Department of Emergency Services and the community as a whole. After the damage occurred, staff routinely notified the Risk Manager who advised that funding from the county self insurance fund would replace the structure. However, after talking with officials from the City of Vero Beach and the Building Department as well as obtaining two bids, it was learned that the replacement structure would have to conform to the new building code standards which considerably increased the cost. Staff obtained price proposals from two local building contractors based on construction of the pavilions in compliance with today's code as follows: Sharfranski Construction, Inc. $6.918 Donald G. Dupuis General Contractor $6,500 Since a new site plan for replacement of the Pavilion was required, staff obtained permission from the City of Vero Beach to use the specifications of the pavilions which were prior approved and constructed at Riverside Park and MacWilliams Park in order to reduce the administrative costs of developing new plans. The volunteer firefighter's annual fish fry is scheduled for October 18, 1997, and invitations were mailed to 30,000 residents of Indian River County. These invitations are sent to individuals who donate funds to the volunteers, which benefits several charities, children, the Department, and the community. Without a pavilion, the fish fry possibly will not be held. If this project goes out to bid, the pavilion could not be completed in time for the fish fry. Staff is seeking authorization to waive the formal bid process for construction projects over $5,000 and award the construction of the shelter to Donald G. Dupuis General Contractor based on the earlier quote submitted when the project was anticipated to be less than $5,000. RECOMMENDATION: Staff recommends the Board waive the formal bid process and award the construction project to Donald G. Dupuis General Contractor in the amount of $6,500, the lowest price quote received. Funding for the construction will come from the self insurance fund. SEPTEMBER 16, 1997