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08-10-2021 CC Agenda
'IT) iV ELAS HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING AGENDA TUESDAY, AUGUST 10, 2021 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA ALL AGENDA ITEMS MAY BE INSPECTED IN THE OFFICE OF THE CITY CLERK OR ON THE CITY'S WEBSITE 1. CALL TO ORDER 2. INVOCATION 3. PLEDGE OF ALLEGIANCE - Led by Vice Mayor Hill 4. ROLL CALL 5. AGENDA MODIFICATIONS Modifications for additions require a unanimous vote of City Council 6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS Presentations of proclamations, certificates and awards, and brief timely announcements by Council and Staff. No public input or actions under this heading. pg 4 A. Presentation of Certificate of Completion to Council Member Nunn for the Institute for Elected Municipal Officials Training Sponsored by John Scott Dailey Florida institute of Government and Florida League of Cities Brief Announcements: August 13 — Sebastian River Area Chamber of Commerce Grill Out Night — Polynesian is the Theme, Coconut is the Fruit! - 5:30 pm - 8:00 pm 7. PUBLIC INPUT The heading on Regular Meeting agendas Public Input" provides an opportunity for individuals to bring NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE PREPARED AGENDA. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are asked to provide copies of materials for Council one week prior to the meeting if they intend to refer to specific material. City Council will not debate an issue during Public Input but may by consensus direct a Charter Officer in regard to the item if necessary or place a requested item on a future agenda. 8. CONSENT AGENDA All items on the consent agenda are considered routine and will be enacted by one motion. There will be no separate discussion of consent agenda items unless a member of City Council so requests; in which event, the item will be removed and acted upon separately. If a member of the public wishes to provide input on a consent agenda item, he/she should request a Council Member to remove the item for discussion prior to start of the meeting or by raising his/her hand to be recognized. pgs 5-12 A. Approval of Minutes - July 28, 2021 Regular City Council Meeting pgs 13-16 B. Approve Alcoholic Beverages for the Dexter Family Event at the Community Center on August 29, 2021 from 10:00 a.m. to 2:00 p.m. - Permittee DOB Verified (Transmittal, Application, Receipt) 1 of 32 pgs 17-19 C. Approve Alcoholic Beverages for the Carver Family Event at the Community Center on September 18, 2021 from 4:30 p.m. to 10:30 p.m. — Permittee DOB Verified (Transmittal, Application, Receipt) pgs 20-22 D. Approve Alcoholic Beverages for the Creamer Family Event at the Yacht Club on October 2, 2021 from 5:00 p.m. to 11:00 p.m. — Permittee DOB Verified (Transmittal, Application, Receipt) 9. COMMITTEE REPORTS & APPOINTMENTS City committee reports and Council Member regional committee reports. No public input or action except for City committee member nominations and appointments under this heading. 10. PUBLIC HEARINGS 11. UNFINISHED BUSINESS 12. NEW BUSINESS pgs 23-32 A. Award the Invitation to Bid (#21-08) Rebid of CDBG Housing Rehabilitation Project for Six Single -Family Home Units to Island Harbor Custom Builders, KIB Construction Corp., and De La Hoz Builders, Inc. in Amount Not to Exceed $101,676.00 (Transmittal, Bid Tab, Exhibits A-D) 13. CITY ATTORNEY MATTERS 14. CITY MANAGER MATTERS 15. CITY CLERK MATTERS 16. CITY COUNCIL MATTERS A. Council Member McPartlan B. Council Member Nunn C. Mayor Dodd D. Vice Mayor Hill E. Council Member Jones 17. ADJOURN (All meetings shall adjourn at 9:30 pm unless extended for up to one half hour by a majority vote of City Council) NO STENOGRAPHIC RECORD BY A CERTIFIED COURT REPORTER WILL BE MADE OF THE FOREGOING MEETING. ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE BY THE CITY COUNCIL, BOARD OR AGENCY WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING OR HEARING WILL NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE HEARD. (F.S.286.0105) IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA) OF 1990, ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 388- 8226 AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING. HEARING ASSISTANCE HEADPHONES ARE AVAILABLE IN THE COUNCIL CHAMBERS FOR ALL GOVERNMENT MEETINGS. 2 of 32 ZOOM INFORMATION Please click the link below to join the webinar: https:Hus02web.zoom.us/j/88486921 880 Or One tap mobile: US: +13126266799„88486921880# or +19294362866„88486921880# Or Telephone: Dial(for higher quality, dial a number based on your current location): US: 4-1 312 626 6799 or +1 929 436 2866 or +1 301 715 8592 or +1 346 248 7799 or +1 669 900 6833 or +1 253 215 8782 Webinar ID: 884 8692 1880 International numbers available: https://us02web.zoom.us/u/kdfgSsGoL . [ . 11 . Y . 11 . ■ . 1 . 11 . ■ . ■ . a . It . ■ . ■ • Al PROCEDURES FOR PUBLIC INPUT IN ACCORDANCE WITH RESOLUTION NO. R-20-34 Regular Citv Council Meetings Public input is ALLOWED under the heading: Consent Agenda Public Hearings v Unfinished Business New Business Public Input Public Input is NOT ALLOWED under the headings: Proclamations, Awards, Brief Announcements (except for individuals giving or accepting proclamations or awards); Committee Reports and Appointments (except for committee members giving reports and applicants being interviewed for committee appointments); City Council Matters Charter Officer Matters Council may, by majority vote, call upon an individual to provide input if desired. Workshops and Special Meetings Public input is limited to the item on the agenda Time Limit Input on agenda items where public input is permitted on agendas is FIVE MINUTES; however, City Council may extend or terminate an individual's time by majority vote of Council members present. Input Directed to Chair Speakers shall address the City Council IMMEDIATELY PRIOR TO CITY COUNCIL DELIBERATION of the agenda item and ALL INPUT SHALL BE DIRECTED TO THE CHAIR, unless answering a question of a member of City Council or City staff. Individuals shall not address City Council after commencement of City Council deliberation on an agenda item after public input has concluded, providing, however, the Mayor and members of City Council may recall an individual to provide additional information or to answer questions. Certain Remarks Prohibited Personal, impertinent, and slanderous remarks, political campaigning, and applauding are not permitted and may result in expulsion from the meeting. The Chair shall make determinations on such remarks, subject to the repeal provisions below. Appealinq Decisions of Chair Any member of Council may appeal the decision of the Chair to the entire Council. A majority vote of City Council shall overrule any decision of the Chair. Public Input Heading on Agenda The heading on Regular Meeting agendas "Public Input" provides an opportunity for individuals to bring NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE PREPARED AGENDA. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are asked to provide copies of material for Council one week prior tb the meeting if they intend to refer to speci is terial. City Council will not debate an issue during Public Input but may by consensus direct a Ch r fficer in regard to the item if necessary or place a requested item on a future agenda. i LC UNIVERSITY Certificate of Completion June 4-7, 2021 • Palm Beach Gardens, FL Presented to Christopher Nunn Councilmember City of Sebastian -� ` L FLORIDA LEAGUE OF CITIES 0n.r SEBASTIAN HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING MINUTES WEDNESDAY, JULY 28, 2021 — 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor Dodd called the Regular meeting to order at 6:00 p.m. 2. Father Dave Newhart, Episcopalian (Ret.), gave the invocation. 3. Council Member McPartlan led the Pledge of Allegiance. 4. ROLL CALL Mayor Ed Dodd Vice Mayor Jim Hill Council Member Fred Jones Council Member Bob McPartlan Council Member Chris Nunn Staff Present: City Manager Paul Carlisle City Attorney Manny Anon, Jr. City Clerk Jeanette Williams Administrative Services Director/CFO Ken Killgore Asst. Administrative Services Director Cindy Watson Police Lt. Rob Vafiades 5. AGENDA MODIFICATIONS - None 6. PROCLAMATIONS. AWARDS. BRIEF ANNOUNCEMENTS 21.099 A. Presentation by the Treasure Coast Reaional Plannina Council (TCRPC) — Stechanie Heidt. AICP - Economic Development & Interaovernmental Proarams Director Ms. Heidt introduced herself and announced the TCRPC has set up an on-line survey to determine where there are gaps in access to capital for small businesses; and what is available by lenders to fill those gaps. She also said the Economic Development Administration has released their funding opportunities for the American Rescue Plan dollars and the TCRPC is planning a webinar to explain what they do and how they can help with various plans and initiatives. Mayor Dodd urged all Sebastian businesses to fill out the survey at tcrpc.org because it is a once in a lifetime opportunity to use federal money to solve problems. 5of32 Regular City Council Meeting July 28, 2021 Page 2 21.100 B. Presentation by the Indian River Countv Veterans Advisory Council - Martin Zickert. Chairman. Colonel. USAF (Ret) and Jim Romanek. USAF (Ret) Executive Director Mr. Romanek introduced himself and invited residents to visit the designated veteran parking signs unveiled in the City's parking lot earlier in the evening. He said the Council has been providing emergency basic living expense support for qualified discharged veterans and their families through their Upward American Veterans Program since 2012 and there are additional programs to help veterans that aren't required to be paid back. He said he wanted the public to know they are there for the veterans who are honorably discharged or retired. Mr. Romanek said the Council works with the Treasure Coast Homeless Services Organization to locate and provide services to the homeless veterans. Council Member McPartlan confirmed the Treasure Coast Homeless Coalition does conduct an annual Point in Time Count to find veterans. 21.101 C. Presentation by the Children's Trust of Indian River Countv - Lisa Kahle, Proiect Facilitator Ms. Kahle introduced herself and presented a PowerPoint presentation outlining the history of the idea for the children's trust. She explained there were many programs developed and implemented but too few children were being reached. When the Children's Services Advisory Council funding was reduced in 2008 and not increased until 2017, the community was willing to take a look at adequate and sustainable funding for children's services and what solutions could be developed to address those needs. An exploratory committee was formed who reached the consensus that the current funding model did not provide adequate, sustainable funding to meet the needs of the children and investing in evidence based resources for children and families would provide measurable returns for the community. She further explained the committee explored funding models and determined a hybrid model to create a dedicated funding structure which would fall under the County government would be the most efficient funding source. It was unanimously supported by the Indian River County Commission and now must be approved by each municipality through a resolution for ballot referendum in 2022. Michael Kent, retired CEO of the United Way, shared data indicating the challenges the community is facing and the millage rate that will support the activities of the trust for the following twelve years as well as the return on the dollars. Meredith Egan, CEO of the United Way, said the funding will expand the established programs that are in other parts of our community to the children in Sebastian and bring them to scale. She asked Council to allow the voters to decide on the future of the children's trust. 6of32 Regular City Council Meeting July 28, 2021 Page 3 Jeff Smith, Indian River County Clerk of the Circuit Court and Comptroller, said the hybrid method was picked to allow his office to do the accountability studies, review the outcomes and audit the expenses. He said his office was ready to act upon voter approval. He said, as the Clerk to the Court, he could tell first-hand how expensive it is for law enforcement, social programs, and the government to intervene later in the children's lives. If more intervention was done early, the return to the taxpayers would be phenomenal. Mayor Dodd thanked the committee's members for their presentation and advised that Council discussion would take place later in the agenda. 7. PUBLIC INPUT Bill Simmons, Drawdy Way, said he would have assumed that some Council Members are aware of agenda items prior to publication and the issue related to the American Rescue Plan wouldn't have even been brought up. John Christino, Sebastian, said last year the residents paid a 12.5% tax increase so the City employees could receive a 2% increase, noting residents had a difficult last year too. He said he would like to see the American Rescue Plan money go to projects and asked that a workshop be scheduled as soon as possible. Vice Mayor Hill noted the agenda is set by the City Manager and discussion on any items on the agenda are done at the meetings. Ryan Blade, Sebastian, said he supports using the American Rescue Plan monies for infrastructure projects, such as Crab E. Bills which is an important building; and if employee bonuses are given out, it should be determined if there were other bonuses given. Bill Flynn, Sebastian, said he hasn't heard of anybody supporting bonuses across the board but return the sick leave or vacation time used for COVID. He said he would like to focus on the immediate needs such as Crab E. Bills, the Harbor Lights Motel and drainage issues and feels a workshop is necessary. Clint Phipps said he supports having a workshop to decide what the grant money should be used for. Mayor Dodd said the American Rescue Plan issue was blown out of proportion. The City Manager provided a beginning document to discuss what to do with the money and it was not a final proposal. He asked people to understand what they are talking about before they post on social media. He said there wouldn't be a workshop until the budget is finalized. 8. CONSENT AGENDA A. Approval of Minutes — July 14, 2021 Regular City Council Meeting 7of32 Regular City Council Meeting July 28, 2021 Page 4 21.042 B. Resolution No. R-21-12 - Accepting the 3d Quarter Financial Report and Recognizing Necessary Amendments and Adjustments to the FY 2020-2021 Annual Budget (Transmittal, R-21-12, Report) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA RECOGNIZING CERTAIN ADJUSTMENTS TO THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2020 AND ENDING SEPTEMBER 30, 2021 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. 21.102 C. Resolution No. R-21-15 - Parking -in -Lieu Purchase Program for 1623 U.S. Highway #1, Unit A-3, Sebastian Executive Building (Transmittal, R-21-15, LDC Sec., Request) A RESOLUTION OF THE CITY OF SEBASTIAN, FLORIDA, APPROVING PARTICIPATION FOR PROPERTY OWNERS TIMOTHY C. McNAMEE AND PATRICIA ZAMBELLI IN THE PARKING -IN-LIEU PURCHASE PROGRAM, LIEN AGREEMENT AND COVENANT RUNNING WITH THE LAND, FOR PROPERTY LOCATED AT 1623 U.S. HIGHWAY #1, UNIT A-3, SEBASTIAN, FLORIDA; PROVIDING FOR CONFLICTS, SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. 21.080 D. Approve Agreement between the Sebastian Charter Junior High, Inc. and the City of Sebastian for a School Resource Officer and Authorize the Mayor ito Execute the Appropriate Documents (Transmittal, Agreement) MOTION by Vice Mayor Hill and SECOND by Council Member McPartlan to approve consent agenda items A-D. Roll call: Vice Mayor Hill - aye Council Member Jones - aye Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd - aye Motion carried. 5-0 9. COMMITTEE REPORTS & APPOINTMENTS 21.086 A. Planninq & Zoninq Commission - Interview. Unless Waived, Submit Nominations for One Unexpired, Alternate Member Term - Term will Expire November 1, 2022 (Transmittal, Application, Advertisement, Member List) Vice Mayor Hill and Council Member Nunn nominated Ms. Jordan. Ms. Jordan introduced herself. By unanimous consent Ms. Jordan was appointed as an alternate member to the Planning and Zoning Commission. 21.103 B. Appoint Council Representative to Attend the Indian River Countv Redistrictinq Meetings (County Attv Memo) 8of32 Regular City Council Meeting July 28, 2021 Page 5 The City Manager said the County is required to balance the census tract as much as possible and it would be beneficial to have a Council Member attend those meetings to ensure Sebastian is well represented. Vice Mayor Hill nominated Mayor Dodd. Council Member Nunn seconded the nomination. It was the consensus of Council, to have Mayor Dodd represent the City at the meetings. 10. PUBLIC HEARINGS - None 11. UNFINISHED BUSINESS - None 12. NEW BUSINESS 21.101 A. Citv Council to Provide Direction on How to Proceed with the Consideration of the Proposed Children's Trust of Indian River Countv (Transmittal. PPT. Draft Resolution, Draft Agreement, IRC Draft Ordinance, F.S.125.01(5)(a)) Mayor Dodd said everything the committee members are saying that needs to be done, certainly needs to be done but he didn't understand why more isn't being done by existing agencies such as the school board with pre -kindergarten. Ms. Egan said it is being done but it's not to scale and there are only so many slots for what is available. Mayor Dodd said he would like to schedule a public workshop to give the citizens ,an opportunity to discuss a millage increase in a public workshop setting with the committee members present. Council Member McPartlan disclosed that he is the Community Development Administrator for the Department of Children's and Families (DCF) for the Treasure Coast and Okeechobee County. He also sits on the Martin County Children's Services Council, Okeechobee County Children's Services Council and the Indian River Children's Children Services Advisory Committee (CSAC). He said that he was a member of CSAC when the County wasn't funding the full millage percent and the County challenged the community to come up with $250,000 a few years ago. He said there are a lot of needs in the Community and this funding could prevent a lot of issues; Ms. Kahle's committee was looking for a resolution to place a dedicated millage rate on the ballot and then they will have public workshops. He said speaking not only as a DCF administrator but as a resident, this is much needed and beneficial for the whole community. Vice Mayor Hill thanked the committee and said the investment in children is paramount to the future of Indian River County. He said they are not being asked to levy a millage on the residents but that it would be open for discussion until the 2022 election where the citizens would have the right to decide. He said he did not have a problem supporting a resolution. 9of32 Regular City Council Meeting July 28, 2021 Page 6 Council Member Jones said he is all for the children but he does not want to vote for resolution until hearing from the citizens. Vice Mayor Hill asked him if there was a meeting with the opportunity for residents to voice their concerns on the resolution, would that be okay. Council Member Jones said it would, as long as it was advertised in advance. Indian River County Commissioner Susan Adams said that has been the process the committee has followed with the other municipalities. Council Member Nunn clarified this was an open discussion to bring an agenda item to a future meeting to discuss a possible millage increase to be put on the ballot for the citizens to decide. It was the consensus of Council to put the resolution on the August 25 Council agenda for discussion. Ms. Kahle said the committee is looking forward to engaging the community. Ray Miller verified it would not be an ordinance but a resolution. 21.023 B. Set Proposed Millaae Rate for FY21122 - Submission of DR420 to Property Appraiser (Transmittal, PPT, Draft Budget: htlps:llwebiink.citvofsebastian.ora/WebLinkldocView.asr)x?id=242177&dbid-0&reao=Citv&cr-1 Forms DR-420, DR-420TIFs, DR-420MM-P) The Administrative Services Director/CFO said the proposed millage rate they were about to discuss would need to support the expenditures of the general fund for next year. He said the increase of the operating account was due to the higher cost of the election. He said staff has drafted a budget assuming a rolled -back rate of 3.0043 giving a $200,000 homesteaded property a tax decrease of about $16.00. (See attached PowerPoint presentation.) He said the Budget Review Advisory Committee has voted to submit a proposed millage rate of 3.1514 with the possibility of dropping to the rolled -back rate if nothing extraordinary happens by the time the budget is adopted in September. Mayor Dodd said this was standard procedure to put the higher amount. MOTION by Vice Mayor Hill and SECOND by Council Member Jones to set the proposed millage rate at 3.1514 and direct the City Manager to execute and transmit the required forms. Bill Simmons asked that if there was a shortfall on the expense side, would there be coverage by the American Rescue Plan. Mayor Dodd explained that they could not use the Plan to make up for budget deficits. Mr. Simmons said he hoped to keep the millage at the rolled -back rate. John Christino said if the tax base grew by $32M, he asked how much more that has contributed to tax coffers. The City Manager responded that with the rolled -back rate, the additional revenue will be $95,342 Ryan Blade said he supported lower taxes. 10 of 32 Regular City Council Meeting July 28, 2021 Page 7 Council Member Nunn said they are supporting the same tax rate as last year and they still wish, and hope, to roll it back to a lower tax rate but it will take a little more out of people's pockets because the values have gone up. The motion to set the proposed millage rate at 3.1514 passed with a unanimous voice vote. (5-0) 21.012 C. Resolution No. R-21-13 - Federal Aviation Administration (FAA) Airport Improvement Program (AIP) Grant Agreement # 3-12-0145-018-202.1 to Construct a Taxi Lane and Reconstruct a Distressed Portion of Taxiway Alpha at the Sebastian Municipal Airport in the amount of $614,422.00 (Transmittal, Grant. R-21-13) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, AUTHORIZING THE CITY MANAGER AND CITY ATTORNEY TO EXECUTE AN AIRPORT IMPROVEMENT PROJECT (AIP) GRANT AGREEMENT WITH THE FEDERAL AVIATION ADMINISTRATION RELATING TO THE FUNDING THE CONSTRUCTION COST OF FM445871-1-94-01 "CONSTRUCTION OF TAXI LANE" AT THE SEBASTIAN MUNICIPAL AIRPORT; PROVIDING FOR CONFLICT; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR CONFLICT. The City Manager said this was a grant for Taxiway A and the proposed Square Hangars and asked Council for approval. Vice Mayor Hill said this was another excellent job by the Airport Director Scott Baker with minimum output by the City of Sebastian. MOTION by Vice Mayor Hill and SECOND by Council Member Jones to approve Resolution No. R-21-13 The City Manager cited the chronological receipt of grant monies for the development of the Square Hangars. (See attached) Ray Miller asked if both phases would be done by the same trucking company; and where in the budget was the money coming from. Mayor Dodd said the City's percentage was coming from the discretionary sales tax fund. The construction has not been bid yet. Roil call: Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd - aye Vice Mayor Hill - aye Council Member Jones - aye Motion carried. 5-0 13. CITY ATTORNEY MATTERS - None 14. CITY MANAGER MATTERS The City Manager announced the Indian River Legislative delegation will be meeting September 26 and asked Council to let him know their legislative priorities. 11 of 32 Regular City Council Meeting July 28, 2021 Page 8 15, CITY CLERK MATTERS - None 16. CITY COUNCIL MATTERS A. Council Member Jones - None B. Council Member McPartlan - None C. Council Member Nunn said as an interesting note, the City of Jacksonville has 19 Council Members and spends two to three days having Council meetings. D. Mayor Dodd noted Florida is now the epicenter of the earthquake known as COVID 19; hospitals in Florida are being inundated and he asked people to please get vaccinated. E. Vice Mayor Hill thanked staff and the Council Members for their hard work and asked the citizens to do their research before posting social media statements. 17. Being no further business, Mayor Dodd adjourned the regular City Council meeting at 7:34 p.m. Approved at the August 10, 2021 Regular City Council meeting. Mayor Ed Dodd ATTEST.• Jeanette Williams, City Clerk 12 of 32 CA Lf ZW HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meeting Date: August 10, 2021 Agenda Item Title: Alcohol Beverage Approval Recommendation: Approve alcoholic beverages for the ❑exter Birthday Party at the Community Center. Background: Wesley Dexter is seeking Council approval to serve alcoholic beverages at the Community Center on Sunday, August 29th, 2021 from 10:00am to 2:00pm. Staff has verified applicant's bate of birth. They are expecting 40 people. If Agenda Item Requires Exnenditure of Funds: NIA Budgeted Amount: Total Cost: Funds to Be Utilized for Appropriation: Attachments: 1. Rental Permit Application 2. Payment Receipt Administrative Services Department Review: City Attorney Review. - Procurement Division Review, if applicable: City Manager Authorization Date: il-11-1 NIA NIA N/A 13of32 ,. HOME OF PELICAN ISLAND � �.. <� ik i , � t:/7, C .# CITY OF SEBASTIAN FACILITY RENTAL PERMIT APPLICATION 1225 Main Street Sebastian, FL 32958 Parks Phone: (772) 228-7054 FAX: (772) 388-8249 * For emergency purposes ON1y, please d1o1772.473.0454* Date: ON %f Community Center Name of Permittee (permlt�may only be issued to an adult) '— , Physical Address ❑ Yacht Club Name of Organization (if applicable) Mailing Address (if different) City State Zip Phone c'f 0 id Reason for Rental -- Type o� Function IT 1 Mali Anticipated Number of Attendees if more than 75 attendees, police services are required by R-10-15) Requested Dates Please answer the following yes or no: 1) Are you a resident of Sebastian? 2) Will there be an admission charge or door charge? 3) Will alcoholic beverages be served? If yes, please provide govt. issued ID proof of age Time; From To V vI g I Date of Birth Verified by Wi + 0 ihp imdPr,0nP.r1 arknnwfPdnP. thnt I nm the annlir..Rnt nr aijthnri7.Pd went of the above referenced organization, that I am aware of the provisions of the City of Sebastian Codes and Resolutions in respect to this application and use of City facilities for which I have applied and agree to abide by all rules and regulations set out for use of City facilities. I understand that the S250.00 security deposit will be refunded if the building is left clean and undamaged, however, failure to clean the facilities immediately after the use, or causing any damage to the facility will result in forfeiture, in part or full, of the security deposit. r Signature of Applicant 14of32 CITY OF SEBASTIAN LEISURE SERVICES RECEIPT Name y I Date I 001001 208001 Sales Tax 001001 220000 Security Deposit 001501 362100 Taxable Rent U Cash I,Check # � 0 �"C i_] Credit 001501 362150 Non -Taxable Rent 001501 342100 Police Security Services 001501 366150 Brick Pavers 001501 366000 Memorial Benches 001501 369400 Reimbursement Services Amount Paid Joe: Lp a-P. Total Paid Initials White - Dept. of Origin • Yellow - Admin. Svcs. - Pink - Applicant 15of32 CITY OF SEBASTIAN LEISURE SERVICES RECEIPT z 5 Name Date '7 ij 1. Irk Al �1�s 001001 208001 4ales Tax 001001 220000 Security Deposit 001501 362100 Taxable Rent 001501 362150 Non -Taxable Rent ❑ Cash Z-£heck # � '"! i ❑ Credit 001501 342100 Police Security Services 001501 366150 Brick Pavers 001501 366000 Memorial Benches 001501 369400 Reimbursement Services Inirtials Amount Paid Total Paid. White - Dept. of Origin • Yellow - Admin. Svcs. ' Pink - Applicant 16of32 Council Meeting Date: August 10, 2021 Aqenda item Title: Alcohol Beverage Approval Recommendation: Approve alcoholic beverages for the Carver Wedding Vow Renewal Party at the Community Center. Backqround: Michael Carver is seeking Council approval to serve alcoholic beverages at the Community Center on Saturday, September 18th, 2021 from 4:301)m to 10:30pm. Staff has verified applicant's date of birth. They are expecting 70 people. If Agenda Item Requires Expenditure of Funds: NIA Budgeted Amount: Total Cost: Funds to Be Utilized for Appropriation: Attachments: 1. Rental Permit Application 2. Payment Receipt Administrative Services Department Review: NIA City Attorney Review: NIA Procurement Division Review, if applicable: NIA City Manager Authorization: Date: Y4e// 17of32 ! it 0 HOME OF PELICAN ISLAND CITY OF SEBASTIAN FACILITY DENTAL PERMIT APPLICATION 1225 Main Street Sebastian, FL. 32958 Parks Phone: (772) 228-7054 FAX: (772) 388-8249 For emergency purposes ONEY, please dial 772.473.04541 Date: '7 i + I-:24 Community Center I Y t kro\ Name of Permittee (permits may only be issued to an adult) I i � s, im oi k Physical Address Jll City State Zip ❑ Yacht Club Name of Organization (if applicable) E-Mail WWd� ' Reason for Ren al — Type of Function 10 Anticipated Number of Attendees (if more than 75 attendees, police services are required by R-10-15) q/l5� 4 ` X .- ip Requested Date Time. From To Please answer the following yes or no Mailing Address (if different) Rhone 1) Are you a resident of Sebastian? 2) Will there be an admission charge or door charge?1 3) Will alcoholic beverages be served? If yes, please provide govt. issued ID proof of age ` ? Cate of Birth Verified by the undersigned, acknowledge that I am the applicant or authorized agent of the above referenced organization, that I am aware of the provisions of the City of Sebastian Codes and Resolutions in respect to this application and use of City facilities for which I have applied and agree to abide by all rules and regulations set out for use of City facilities. I understand that the $250_00 security deposit will be refunded if the building is left clean and undamaged, however. failure to clean the facilities immediately after the use, or causing any damage to the facility will result in forfeiture, in :part or full, of the security deposit. Signature of Applicant 18 of 32 CITY OF SEBASTIAN LEISURE SERVICES RECEIPT 2244 Name I c h6ul ccwve, r Cash Date// (moo zi ❑Check # if 6er- ? lwdo� v 1?,.J5 _,,31 ❑Credit l3'd 40 /p? 3 0/a M Amount Paid 001001 208001 Sales Tax 001001 220000 Security Deposit' 0 001501 362100 Taxable Rent 3 eD ` 0 001501 362150 Non -Taxable Rent 001501 342100 Police Security Services 001501 366150 Brick Pavers 001501 366000 Memorial Benches 001501 369400 Reimbursement Services 7 1' X, . - -7p,- (6& A g3 (V -3 0- Ck Op 1-ky rr 14 91- Re..hj vn 141, 6yTvo ci pe�os i -C v�ivhaP t,� � l � r►2 ue.9e�b F ►^� d aJi 9 �. 1 , F Total Paid T e'70 Initials White - Dept. of Origin - Yellow - Admin. Svcs. - Pink - Applicant 19 of 32 Council Meetina Date: August 10, 2021 Aqenda Item Title: Alcohol Beverage Approval Recommendation: Approve alcoholic beverages for the Creamer Wedding Celebration at the Yacht Club. Background: Kimberly Creamer is seeking Council approval to serve alcoholic beverages at the Yacht Club on Saturday, October 2nd, 2021 from 5:00pm to 11:00pm. Staff has verified applicant's date of birth. They are expecting 40 people If Agenda Item Requires Expenditure of Funds Budgeted Amount: Total Cost: Funds to Be Utilized for Appropriation: Attachments: 1. Rental Permit Application 2. Payment Receipt Administrative Services Department Review: City Attorney Review: Procurement Division Review, if applicable: City Manager Authorization Date: � NIA NIA NIA N/A 20 of 32 �T) 0 SEBASTIAN HOME OF PELICAN ISLAND CITY OF SEBASTIAN FACILITY RENTAL PERMIT APPLICATION 1225 Main street Sebastian, FL 32958 Parks Phone: (772) 228.7054 FAX: (772) 388-8249 * For emergency purposes ONLY, please dial772.473.0454* Date: Community Center k1�� Name of PerrnittZe permits may only be issued to an adult) 935 Z�01 S* Physical Address City State Phone Yacht Club Name of Organization (if applicable) Mailing Address (if different) blue k0rY7e_ �rna 1 L OtA E Mail wa"-IlllfReason for RentalType of Function 41) /1",o 1e, Anticipated Nu`mbeeof Attendees (if more than 75 attendees, police services are required by R-10-15) ,/ 0 -"-? <- / Requested Date Please answer the following yes or no: 1) Are you a resident of Sebastian? 2) Will there be an admission charge or door charge? 3) Will alcoholic beverages be served? If yes, please provide govt. issued ID proof of age Time: From To No 3 1 t`?-77' Date of Birth Verified by 1, k'-1 it be4_ 114 U r"Qi`3 E-r , the undersigned, acknowledge that I am the applicant or authorized agent of the above referenced organization, that I am aware of the provisions of the City of Sebastian Codes and Resolutions in respect to this application and use of City facilities for which I have applied and agree to abide by all rules and regulations set out for use of City facilities. I understand that the $250.00 security deposit will be refunded if the building is left clean and undamaged, however, failure to clean the facilities immediately after the use, or causing any damage to the facility will result in forfeiture, in part or full, of the security deposit. gnature of Applirt Revised 1/2021 21 of 32 CITY OF SEBASTIAN LEISURE SERVICES RECEIPT 2252 Name rnherC'red'"e-►-'ocash Date -7 (hark It/4/,7 Y,CL&,'f C Lk.b CV e4,t_rn Lj k-e-M 0 SJ7 001001 208001 Sales Tax 001001 220000 Security Deposit ❑ Credit 001501 362100 Taxable Rent 001501 362150 Non -Taxable Rent 001501 342100 Police Security Services 001501 366150 Brick Pavers 001501 366000 Memorial Benches 001501 369400 Reimbursement Services h r. reo+&C --z l co- o o �., i1 rs. adJ' L = �' 6'0, 0 0 44 Pt ck UP �oh Ho /o Yos �tI{�n�L. � hc.. Amount Paid 7.7,r ;2S,©, 00 1,5'69.no 7-r Lf fle Total Paid Initials White - Dept. of Origin - Yellow - Admin. Svcs. - Pink - Applicant 22 of 32 mcf SEBMT" ;9&1"_W__,_HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetinq Date: August 10, 2021 Title & Recommendation: Award Invitation to Bid (ITB) #21-08 Rebid of CDBG Housing Rehabilitation Project for 6 Single -Family Home Units to qualified bidders in an amount not to exceed $101,676.00. Backqround: City of Sebastian has received and allocated Community Development Block Grant (CDBG) federal funding from the Department of Housing and Urban Development (HUD) for the purpose of Housing Rehabilitation for Very Low, Low, and Moderate -income individuals and families that were found to be income eligible and reside in owner -occupied residences within the City. These CDBG funds will be used to assist program eligible individuals and families with the rehabilitation of their homes in order to reduce the likelihood of home blight and abandonment within the City of Sebastian. The housing rehabilitation Contractors will furnish all labor and materials to provide minor to substantial repairs to six (6) single-family homes. This ITB was advertised via local newspaper and released as of June 18, 2021 via the City's %vebsite, DemandStar.com and myVendorLink.com. All bids were due electronically on July 23, 2021 and three (3) qualified bidders responded at that time. The bids were reviewed to ensure all requirements were met as provided in the solicitation documents and HUD specifications. The ITB 21-08 CDBG Housing Rehabilitation re -bid submissions have been reviewed and staff recommends award in accordance with the attached ITB Award Tabulation and backup documents (EXHIBITS). The contractors have confirmed their submission numbers (See attached EXHIBITS A-C). The City of Sebastian approved Housing Assistance Plan & Procedures (HAP) applicable language is indWed in EXHIBIT D (as it pertains to bid award recommendations, contract award limits, and WIMBE Incentives) and has been formatted with bold font. Two of the eligible contractors, KIB and De La Hoz, are certified WIMBE contractors. As such, their bid submission numbers were segmented to show: (1) the original bid price and (2) prices that demonstrate the 10% incentive bid price reduction as required by the HAP. The reduced pricing is only for bid evaluation and award recommendation. Any contract awards will be for the full (non-incentivized) bid submission price. As recommended the Program Administrator acknowledges and approves that Island Harbor is recommended for 3 projects as allowed per the HAP; "No contractor will be allowed to have more than two (2) jobs per bid round, with a maximum award of three (3) jobs under construction at one time without consent of the PA". Staff recommends that ITB #21-08 Rebid of CDBG Housing Rehabilitation be awarded in accordance with the attached bid tabulation. If Agenda Item Reauires Expenditure of Funds: Total Cost: $71,279.00 Funds to Be Utilized: $101,676.00 Community Development Block Grant (CDBG) Funding. Attachments: 1. Bid Tabulation and Recommendation 2. Contractor Bid Acknowledgment (Exhibit A — C) 3. HAP applicable language excerpt (Exhibit D) 23 of 32 Administrative Services Department Review: " I �✓ I I City Attorney Review: r ' Procurement Division Review, if applicable: yv�--- City Manager Au on anon: Date: fl%111-/ 24 of 32 CITY OF SEBASTIAN CDBG-Housing Rehab Program 1225 Main St. sebastian, Fl. 32958 BID TABULATION Bid Opening Date 1- is, July 23, 2021 4:OOPM y Bid No. Department ITB 21-08 Purchasing/Community Dev. I ^a Bid Title ° U CDBG-Rehab Contractor Grand Bid Total Island Harbor Custom Builders $17,600.00 **KIB Construction Corp. No -Submission De la Hoz Builders $21,186 / $19,o68 4i 4-1 ° c A 75 U A � H Grand Bid Total Grand Bid Total Grand Bid Total Grand Bid Total Grand Bid Total $11,200.00 $13,900.00 $6,300.00 $19,100.00 $3,800.00 No -Submission $15,530 / $13,977 $10,140 / $9,126 No -Submission $3,810 / $3,429 $14,878 / $13,391 $11,322 / $10,190 $8,247 / $7,423 $22,248 / $20,024 $4,988 / $4,490 PROJECT COST ESTIMATE $15,500.00 $11,000.00 $12,500.00 A $9,500.00 A. =15%above cost estimate: 61S%=15% below cost estimate %117,825) il,>.:(13,175) 11._(12,650) '; �::(9,350) i5x(14,375) ;'=:(10,62 Low Bid: Island-$17,600.00 Island-$11,200.00 De la Hoz-$11,322.00 Island-6,300.00 Island-$19,ioo.00 Island-$3,800.00 Recommended Bid: Island-$17,600 I Island-$11,200 I N la Hur.-$11,322/ $11D.190 De La Haa-$8,247 /$7,423 Island-$19,1oo I KIB-$3AI0 /$3,424 Bid proces listed in this tabulation reflect thecontractor accepted and submission prices listed in. See the attached EXMBrrs A, B, and C. COMMENTS: end low bidder award recommendation are based on HAP project award limitation language: See EXHIBrr D (text in bold lettering) *" IQB and De la Hoz are registred W/MBE contractors. In accoradnce with the HAP bids evaluated with 10% incentive reduction. See See EXHIBI73 D (text in hold lettering) and E. WITNESS TO BID OPENING: Sebastian Purchasing Department Digitally signed by Antonio B. BID Recommendation Antonio Jenkins (Signature): Antonin R_ Ipnkins Jenkins (Date): 08/02/21 N) Date: 2021.08.0215:16:25-04'00' CTI CProgram Adminstrator Review and Acceptance (Signature) (Date): W N EXHIBIT A (Island Harbor Bid Acknowledgment) From: Chloe Lewis To: Antonio ]enkir, Subject: Re: Sebastian ITB 21-08 re -Bid: Date: Monday, August 2, 2021 12:47:34 PM Hi Antonio, Yes, the numbers listed are correct. Thank you, Chloe Lewis Island Harbor Custom Builders Office Admin Office: 772-918-8161 C11:937-336-4023 mil:.,hloe a- .rwconst_corn On Mon, Aug 2, 2021 at 12:24 PM Antonio Jenkins <guardiancnn.co > wrote: Good morning, I have reviewed your bid submission and pricings for the six (6) projects associate with the City of Sebastian ITB 21-08 bid activity. Currently I am in the process of finalizing the bid award recommendation tabulation, and would like for you to confirm (via email reply) your acceptance of and that the listed prices in the attached ITB bid sheet are and accurate reflection of your final bid(s). The city is looking to have the award tabulation finalized as quickly as possible, so that the award recommendations can be brought before the City Council on August 1 Oth. If at all possible, I would appreciate a reply before close of business today. Thank you and feel free to give me a call with any questions or needed clarifications, Antonio Jenkins Guardian CRM, Inc 863-899-6695 26 of 32 rr(a _ ITB #21-08-Re Bid H or rrrxu� qua CDBG HOUSING REEABILITATION PROGRAM B BID FORM Refer to Appen-dix "I"- SOW for descriptions of each Item listed below. 1) 134 Coply Terrace, Sebastian, FL 32958 TOTAL BID AMOUNT: $ l7 ( ip QO TOTAL I3ID AMOUNT WRITTEN: �GVG1�u,n -thous. i si c Muhl rtc,� (Spe a out) 2) 166 Columbfa'Avenuei Sebastian, IFL 32958 TOTAL RID AMOUNT: $ t I r TAO TOTAL BID AMOUNT WRITTEN:191&mjc�,-4h"Owca.� -Ft�ro h,��rr�l Sve ed out 3) 669 Doctor Avenue, Sebastian, FL 32.959 TOTAL SID AMOUNT: $ i 3 r a 0 0. TOTAL BID AMOUNT WRITTEN:-MrArtt th . �t ,oJ sau1� Ad wind' T-d (spelled outl 4) . 102 Duncan Street, Sebastiam;.FL 32958: TOTAL BID AMOUNT: $- j- , 300 TOTAL BID AMOUNT WRIT'I EN:- St x-k1rwvv*x d 5) 125 Midvale Terrace, Sebastian, -FL 32958 TOTAL BID- AMOUNT: $ .1 TOTAL BID AMOUNT WRIT ,N&Pt^4,ev. 6) 749 Wentworth Street, Sebastian, FL,32951 TOTAL BID: AIv AUNT: $ . �1� Iln nail C �3pe ed ontl w u t%d &I . h wa aw�e_d (8pelled-out) TOTAL BID AMOUNT WRITTEN '['Y►"e, . } , o tr y . . h ��, � (Spetled oW . The Bid Prices. shall remain. goad. for sixty. (60) days aft& the due .date, of this ITB. By signing below, Bidder certifies that the price quoted represents and includes the entirety of 66 work, fees, profit, overhead, _general requirements, general conditions, etc., of the project per the ITB documents. By affixing their sigriature. to the Bid Form, Bidder hereby states, that they have. read .all bid specifications, terms and: conditions outlined in the Invitatiiin to Hid.and agree to such. -Bidder declares that the Individual slgning.this Bid Fotr -has'the legal capacity to sign on behalf of Bidder and to contractually obligate Bidder. Furthermore, Bidder hereby agrees to provide the Services described in. the .Invitation to Bid for the unit or lump. sum. prices as noted above, which Inelude's all supervision, labor., materials, equipment, supplies, machinery,. tools, :apparatus, Insurance, bonds, transportation, overhead, profit, applicable taxes and costs of all kinds necessary to complete the Services. Bidder's Name: �S�al��-!'Ia►�lBou, C(m 'rev ►�� Signature: r Date: '1 k q 2-{ Print Narne`. BKU.ah l YX CV Title: rvq— Failure to fully cotpolatard submit this Information "setpav result. In •refection of th -submittal 141 27 of 32 EXHIBIT C (De La Hoz Bid Acknowledgment) Antonio Jenkins From: Hilda De La Hoz <hilda@delahozbuilders.com> Sent: Monday, August 2, 2021 2:47 PM To: Antonio Jenkins Subject: Re: Sebastian ITB 21-08 re -Bid: Hello Antonio, Yes, those prices on the tabulation sheet are our prices for the scope of work CDBG City of Sebastian's projects. Thanks, Hilda De La Hoz De La Hoz Builders, Inc. On Aug 2, 2021, at 12:26 PM, Antonio Jenkins <antonio.jenkins@guardiancrm.com> wrote: Good morning, I have reviewed your bid submission and pricings for the six (6) projects associate with the City of Sebastian ITB 21-08 bid activity. Currently I am in the process of finalizing the bid award recommendation tabulation, and would like for you to confirm (via email reply) your acceptance of and that the listed prices in the attached ITB bid sheet are and accurate reflection of your final bid(s). The city is looking to have the award tabulation finalized as quickly as possible, so that the award recommendations can be brought before the City Council on August 10th. If at all possible, I would appreciate a reply before close of business today. Thank you and feel free to give me a call with any questions or needed clarifications, Antonio Jenkins Guardian CRM, Inc 863-899-6695 <Sebastian CDBG (ITB 21-08 Bid Sheet) -De La Hoz Builders.pdf> 28 of 32 5�N FORM #21-08-Re.Bid ROME Of M►`AI l$IAND CDBG HOUSING REHABILITATION PROGRAM � BID FORM Refer to Appendix "i"- SOWfor descriptions of each item listed below. 1) 134 Coply Terrace, Sebastian, FL 32958 TOTAL BID AMOUNT: $ 21_.186.00 TOTAL BID AMOUNT WRITTEN: Twento nnc lhollswd ang hundred dollars and 0(//110,0 (Spelled out) 2) 166 Columbia Avenue, Sebastian, FL 32958 TOTAL BID AMOUNT: $ 14,878,00 TOTAL BID AMOUNT WRITTEN: Fourteen thousand.eiv�t flurldred seventy eight dollars and,001100 3) 669 Doctor Avenue, Sebastian, FL 32958 pa► ou TOTAL BID AMOUNT: $ 11,322.00 TOTAL BID AMOUNT WRITTEN: Eleven thausa`n_d three hundMd Moty two d(ljars_an 00/100 (Spelled art) 4) 102 Duncan Street, Sebastian, FL 32958 TOTAL BID AMOUNT: $ 8.247.00 TOTAL BID AMOUNT WRITTEN: Flight thousand twn hnndimd fhlt%SPvt-n dollars and i?4 100 (spelled M1 5) 125 Midvale Terrace, Sebastian, FL 32958 TOTAL BID AMOUNT: $ 22,248.00 TOTAL BID AMOUNT WRITTEN: Twen )n thgiYSgnd tivn h►indred fnrtar eight dollars and 000 100 (Spelled out) 6) 749 Wentworth Street, Sebastian, FL 32958 TOTAL BID AMOUNT: $ �4,98 00 TOTAL BID AMOUNT WRITTEN: Four thousand nine hundred eight' eight dollars and 00/100 (Spallod oia) The Bid Prices shall remain good for sixty (60) days after the due date of this ITS. By signing below, Bidder certifies that the price quoted represents and includes the entirety of the work, fees, profit, overhead, general requirements, general conditions, etc., of the project per the ITB documents. By affixing their signature to the Bid Form, Bidder hereby states that they have read all bid specifications, terms and conditions outlined in the Invitation to Bid and agree to such. Bidder declares that the individual signing this Bid Form has the legal capacity to sign on behalf of Bidder and to contractually obligate Bidder, Furthermore, Bidder hereby agrees to provide the Services described in the Invitation to Bid for the unit or lump sum prices as noted above, which includes all supervision, labor, materials, equipment, supplies, machinery, tools, apparatus, insurance, bonds, transportation, overhead, profit, applicable taxes and costs of all kinds necessary to complete the Services. Bidder's Name: DE LA HOZ BUILDERS ING, Signature: V Date: 07-23-2021 print Name: Hitda 0e La Hoz Title: President I Failure to fully camoiete and submit this Information Sheet may result iorgiecilon of the submittal 14 1 29 of 32 EXHIBIT B (KIB Bid Acknowledgment) From: Indy Baksh To: Antonio ]enkin� Cc: Housina Specialist Subject: Re: Sebastian ITB 21-08 re -Bid: Date: Monday, August 2, 2021 12:52:46 PM Yes, I accept. On Mon, Aug 2, 2021, 12:25 PM Antonio Jenkins <antonio.jenkins(a guardiancrm-com> wrote: Good morning, I have reviewed your bid submission and pricings for the six (6) projects associate with the City of Sebastian ITB 21-08 bid activity. Currently I am in the process of finalizing the bid award recommendation tabulation, and would like for you to confirm (via email reply) your acceptance of and that the listed prices in the attached ITB bid sheet are and accurate reflection of your final bid(s). The city is looking to have the award tabulation finalized as quickly as possible, so that the award recommendations can be brought before the City Council on August 1 Oth. If at all possible, I would appreciate a reply before close of business today. Thank you and feel free to give me a call with any questions or needed clarifications, Antonio Jenkins Guardian CRM, Inc 863-899-6695 30 of 32 alit ITB #21-08-Re Bid FORi•1 HCtNEOVFPEl]CAN lSLANl1 CDBG HOUSING REHABILITATION PROGRAM _ B BID FORM Refer to Appendix 'T' - SOW for descriptions of each item listed below. 1) 134 Coply Terrace, Sebastian, FL 32958 TOTAL BID AMOUNT: S TOTAL BID AMOUNT WRITTEN: (Spelled oul) 2) 166 Columbia A%-enue, Sebastian, FL 32958 TOTAL BID AMOUNT: S TOTAL BID AMOUNT WRITTEN: 1Dpelled uul) 3) 669 Doctor Avenue, Sebastian, FI. 32958 TOTAL. BID AMOUNT: S TOTAL BID AMOUNT WRITTEN: Ir f-,d. << S44 r r✓ c' ��.. � f'� . J� / C" fSpelled n,a) r 4) 102 Duncan Street, Sebastian, FL 32958 TOTAL BID AMOUNT: S : cU TOTAL BID AMOUNT WRITTEN: �[ lJ11 e4p -' (Spelled nut) 5) 125 Midvale Terrace, Sebastian, FL 32958 TOTAL BID AMOUNT: S TOTAL BID AMOUNT WRITTEN: [Spelled clot 1 6) 749 Wentworth Street, Sebastian, FL 32958 TOTAL BID AN40UNT: S L ' fi !.1 TOTAL BID AMOUNT WRITTEN: 71.-eI, Alc.t�su i--c ell C. •vi �«.�+H7'r 11 ISpelkd oull r The Bid Prices shall remain good for sixty (60) days after the due date of this ITB. By signing below, Bidder certifies that the price quoted represents and includes the entirety of the work, fees, profit, overhead, general requirements, general conditions, etc., of the project per the ITB documents. By affixing their signature to the Bid Form, Bidder hereby states that they have read all bid specifications, terms and conditions outlined in the Invitation to Bid and agree to such. Bidder declares that the individual signing this Bid Form has the legal capacity to sign on behalf of Bidder and to contractually obligate Bidder. Furthermore, Bidder hereby agrees to provide the Services described in the Invitation to Bid for the unit or lump sum prices as noted above, which includes all supervision, labor, materials, equipment, supplies, machinery, tools, apparatus, insurance, bonds, transportation, overhead, profit, applicable taxes and costs of all kinds necessary to complete the Services. Bidder's Name:54 f It G /IrlU- T f [ Signature: ` �. Date: ti Print Name: �� rt a\ 4 x : CIA- s� , Title: t eS�iE rt\ Failure to fully complete and submit this Information Sheet may result in resection of the submittal 31 of 32 "EXHIBIT D" Housing Assistance Plan (excerpt -pages 37-39) H. Bidding Bidding of potential CDBG and DRI units is conducted by the HRS in conjunction with the City Procurement/Purchasing Department. Applicants review the pre -approved list of eligible contractors before their cases are sent out for bids. Applicants have the right to remove any contractor(s) from the list of prospective bidders for their unit, as long as the removal request is based on non-discriminatory, non -bias, or other non -subjective reasoning and at least three (3) eligible contractors are allowed to bid. The Applicant must be willing to justify the removal of contractor(s) from the bidding list. Applicants may also request additional contractors as bidders. If these Applicant -requested contractors submit the Contractor Application and are approved by the PA and are otherwise eligible, they may be added to the bidders list and bid on the housing rehabilitation work. The HRS will make maximum effort to ensure participation by minority and/or Section 3 owned contracting firms. Under CDBG and DRI, the HRS shall qualify and recommend all contractors and other necessary vendors (lead -based paint, asbestos, title search, mold, appraisal, land survey, environmental, etc.) for work the HRS recommends, or the program requires on eligible units. In these cases, the City policies shall govern the qualifying and award process, including this HAP. No housing unit owner, occupant, or immediate relative of the same, either personally or corporately, shall serve as a contractor or sub -contractor to be paid with CDBG funds for the rehabilitation of said building, nor shall they be paid for their own labor with CDBG funds for the rehabilitation of said building. A notice is sent via email, fax or U.S. Mail to each eligible bidder to inform them of the job. Bidding notices will be posted at primary governmental buildings to the maximum practical extent. Advertising for individual jobs will be conducted as necessary but will not exempt contractors form the requirement that they must be pre -qualified. 1. Notification to Bidders (NTB): The HRS or assigned Housing Staff will notify previous program approved Contractors of the availability of the work order and establish a date for the pre -bid conference and bid submission deadline. Bids are opened in the public at the designated time and bid tabulation is prepared. 2. Pre -Construction Meeting: An onsite meeting will be arranged between the homeowner, the approved Contractors and the HRS to review the scope of work and site considerations. This meeting will also serve to allow for Contractor and homeowner introductions and questions. Any questions that arise from the onsite meeting must be submitted in writing to the HRS who is required to answer the question in writing and submit it to all approved present Contractors. Questions may not be answered less than seventy-two (72) hours prior to the established bid submission date. Each contractor MUST attend this pre -bid conference held at the approved unit to be rehabilitated or inspect the house under the Applicant's supervision. Failure to do so will result in automatic rejection of his/her bid(s) for the unit(s). 3. Bid Submission and Award Recommendations: Bids will be submitted on the date and time established in the Notification to Bidders advertisement and awarded in compliance with the HAP requirements and the terms set forth in the NTB advertisements. Sealed bids will be opened at a public bid opening. The HRS will generally recommend that the contract be awarded to the lowest responsible bidder within plus or minus fifteen percent (15 %) of the cost estimate. Bidding procedures will adhere to City purchasing policy. Bids below the fifteen percent (15%) threshold will be reviewed and are not automatically disqualified. A minus ten percent (10%) participation incentive will be assessed for all Section 3 and/or W/MBE firms at the bid opening to provide incentive, opportunity and encourage the participation of such established and registered business types in accordance with HUD requirements. All bid awards will be made available to the participating Contractors and homeowners. The PA reserves the right to reject any and all bids and to award in the best interest of the Applicant and the City. The Applicant must approve the bid award prior to signing contracts. No contractor will be allowed to have more than two (2) jobs per bid round, with a maximum award of three (3) jobs under construction at one time without consent of the PA unless: a. The anticipated date of commencement is after the scheduled and estimated date of completion of current jobs; or b. The contractor has demonstrated, through past performance, his/her ability to satisfactorily complete multiple contracts in a timely manner thereby causing no impact on project and program completions. This rule may be waived by the City Council if it is determined that there is an inadequate pool of qualified bidders, if the other bids are excessive, or if other extenuating circumstances arise. 32 of 32