HomeMy WebLinkAboutColeman Fire Protection, LLCCITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE December 11, 2024
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM Jessica Graham, Procurement/Contracts Manager
S E BAST I A N SUBJECT
Consideration of a purchase order for Coleman Fire
CENTENNIAL C E L E B R AT 10 N Protection, LLC in the amount of $36,500.00 to install a new
1924.102/ dryline at the Working Waterfront and authorize the City
Manager or designee to execute.
EXECUTIVE SUMMARY
In October, the City of Sebastian's Procurement Division issued a solicitation to replace the Working
., Waterfront Dryline, but no bids were received. As this project is critical to replace and bring the dry line
up to the current codes, Procurement decided that re -issuing the solicitation was not in the City's best
interest. Instead, Procurement requested the end user attempt to get competitive quotes. The Facilities
Division requested quotes from Coleman Fire Protection, LLC and R&B Fire Sprinkler, Inc. We received
a quote from Coleman Fire Protection, LLC, but R&B Fire Sprinkler, Inc. could not provide a quote. Due
to the critical nature of this project and multiple attempts to obtain quotes, it is in the City's best interest
to move forward with Coleman Fire Protection, LLC., as an extraordinary procurement. The certification
of this as an extraordinary procurement is attached.
RECOMMENDATION
On behalf of the Parks, Recreation, and Facilities Department, the Procurement Division recommends
that the City Council approve a purchase order for Coleman Fire Protection, LLC in the amount of
$36,500.00 to install a new dryline at the Working Waterfront and authorize the City Manager or designee
to execute.
ATTACHMENTS:
1. Extraordinary Procurement Certificate
2. Coleman Fire Protection Quote
3. R&B Fire Sprinkler No Bid
FUNDING SOURCE:
_ Expenditure required
$36,500.00
M
Additional Funds Needed: $ 0.00
Amount Budgeted:
$50,000.00
Funding source
50% FIND Grant ($18,250)
50% CRA Budget ($18,250)
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SEBASTIANRI
Extraordinary Procurement Certificate
An Extraordinary Procurement Certificate is required whenever there is intent to have an exception made for an Emergency, Single Source or Sole
Source purchase. Should the intended purchase not conform to at least one of the definitions below, refer to Threshold Requirements to determine the
process for the purchase.
An Emergency purchase is defined as an unexpected tutu of events that causes immediate danger to public health, safety and public property; or an
interruption of essential governmental services or City operations.
A Single Source purchase is defined as the purchase of a required good/service from one source because of City standardization, warranty, or other
distinctive factors (provide details).
A Sole Source purchase is defined as having only one practical source for purchasing the required good/service (attach Sole Source Letterfrom vendor
or manufacturer).
Fully completed Certificates are subject to review and approval by the Procurement/Contracts Manager and City Manager.
DATE:
November 25, 2024 l
l TO:
Jessica Graham, Procurmenet/Contracts Managerl
l DEPARTMENT HEAD,
Richard Blankenship l
l DEPARTMENT:
Parks, Recreation, and Facilities l
❑ Emergency
TYPE OF PURCHASE:
❑✓ Single Source
❑ Sole Source
l PROPOSED VENDOR:
Coleman Fire Protection, LLC
ITEMS OR SERVICES
Working Waterfront Dryline Replacement
REQUIRED:
JUSTIFICATION FOR EXCEPTION TO NORMAL PROCUREMENT PROCEDURE:
Procurement issued a solicitation, but did not receive any bids. Facilities reached out for quotes, but
only one vendor responded. Multiple attempts were made to get competitive quotes, but we were
unable to secure multiple quotes.
CERTIFICATION OF A VAILABILITY/NECESSITY
1 hereby certify that 1 have thoroughly reviewed the facts and circumstances of this requested purchase and that (1) the Department has an L
urgent need/emergency for the purchase of the goods/services and the emergency is such that a delay through the use of normal competitive
procurement methods to acquire such good /services would not be in the public's best interest and would be detrimental to the City; (2) due to
the City's standardization, warranty or other distinctive factors only one source is available or (3) the supplier of the goods/services requested
is the sole source sup ��hard �_""'�"' p'v—s—`�
Blankenship
Submitted: Date:
Department Head Signature
Digitally signed by
edam �rta,�i�m Jessica Graham
J Date: 2024.12.02
Approved: 09:09:15-05,00, Date: I
Jessica Graham, Purchasing Manager L
Approved: Date:
Brian Benton, City Manager
I'mcumment (Rev. 10/2024) L
54
OLEMAN
- JOO FIRE PROTECTION LLC
PROPOSAL
I Date: November 20, 2024 I CFP Proposal #: 122-2023
I Customer: City of Sebastian
.. I Address:
Contact: Jim Testa
Phone: 772-453-9722 I Cell: I Fax: I
Proiect: Working Waterfront Dry Line Replacement
Location: Sebastian, FL
Owner: (acquim and aunch copy Notice of
_ ('nmauncancnp
Arch./Eng.:
Sheet #-s &
Dates:
Addenda (list): N/A
I EOR: I N/A
Coleman Fire Protection Inc. (CFP) proposes to famish materials and labor as specified below at the
prices stated below:
Allowint, CFP to commence work or preparation for work will constitute acceptance by Customer ofthis proposal.
SCOPE OF WORK INCLUDED:
CFP to provide Materials and Labor to install a new 2 ''/s" hose piping main and three hose
stations with fire department valves.
Scope of work is as follows:
CFP to provide Design and permitting.
CFP to provide demo of the existing fire line dock piping
CFP to connect the existing system supply at the west end of the dock transfer to Plastic
CPVC piping run the new piping in the web of the existing dock.
CFP will transfer to galvanized steel piping at the three points for the hose valve locations. All
these stations will be galvanized pipe and fittings to try to provide a corrosion resistant station.
Pricing is based on working during normal working hours 7:OOAM to 3:30PM
�. PRICING IS BASED UPON:
1. The City of Sebastian strictly understands that there is no corrosion -proof product
provided in this installation. The City of Sebastian understands this to be an alternate:
installation to try and reduce the corrosion resistance to the piping in this very
corrosive atmosphere. The use of CPVC is not listed for this installation, and the
manufacturer will more than likely not warranty this installation if product does not
hold up to the corrosive atmosphere. The Seller will only warranty this for
installation and not this product for a period of one year.
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2. This proposal is subject to acceptance by Buyer for thirty (30) days, after which time, '
at the option of the Seller, it becomes null and void due to material market increases
coming out monthly.
3. This pricing is strictly based in working during normal working hours and day's
night work, and weekend work is not provided.
4. CFP will provide the first coat of paint on all the hose stations. It will be the owners
responsibility to maintain painting of these hose stations once a year for preventative
5.
NOTE: Attachments referenced by project name and CFP proposal # and dated, shall be incorporated completely as if written
herein.
However, excludine:
o Failure of existing system during Fill -up or damage as result thereof.
o Electrical wiring Electrical Demo of any kind
o Raising of piping
o Relocating of piping
o Fire Watch
o Shutdown Fees
o Fire extinguishers
o Night, or Weekend work
Adequacy of water supply
Terms Of Pavment: Payment shall be made on the Tenth (1 Oth) day of each month in the sum r,
of ninety percent (90%) of the work installed and of the materials delivered and stored at the
jobsite, in the month immediately preceding, and the balance thirty (30) days after completion of
the work 7
Proposal Based On: This proposal is subject to CFP terms and conditions (Copy Attached)
Coleman Fire Protection complies completely with the Florida Construction Lien Law and the
New Construction Prompt Payment Law (Section 715.12)
Base $36,500.00 Thirty -Six Thousand Five Hundred Dollars
Ouote/Bid:
Attach CFP schedule of values.
Coleman Fire Protection LLC.
Sales Representative:
J 0h vk, CoLen no v1,
Office:321-914-0861 Fax: 321-733-1297 Cell: 321-508-2767
Accepted by:
Title:
Date:
* Subject to acceptance within 30 calendar days, conditions of this proposal and approval of Customer's credit by CFP.
r"
IM
5e
Jessica Graham
From: James Testa
Sent: Wednesday, November 20, 2024 11:53 AM
To: Richard Blankenship
Cc: Jessica Graham; Paul Chapline
Subject: FW: Dry Standpipe
Richard
Please see the Email from R&B Sprinkler.
Thank you
Jim
From: Brian . <brian@randbfire.com>
Sent: Wednesday, November 20, 202411:32 AM
To: James Testa <ITesta@CityofSebastian.org>
Subject: Dry Standpipe
CAUTION: This email originated from OUTSIDE our email system. PLEASE exercise caution when opening ANY
attachments or clicking on links. ESPECIALLY from unknown senders.
Jim,
I am sorry to say we are unable to provide a quote for installation for this project at this time.
If you have any questions please feel free to contact me.
/5w1a7 /ffc/re ea )w
Brian McKeever
R&B Fire Sprinklers, Inc
Office: (321)722-2660
Mobile:(321)302-9924
bria nCcDrandbfire.com
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