HomeMy WebLinkAboutLEO Dock Hose StationsCITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE May 28, 2025
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM Jessica Graham, Procurement/Contracts Manager
SUBJECT
Consideration of a purchase order for Coleman Fire
Protection, LLC for $79,300.00 to install Law Enforcement
Dock Hose Stations and authorize the City Manager or
designee to execute.
EXECUTIVE SUMMARY
The City of Sebastian’s Procurement Division issued a formal solicitation for the installation of hose
stations at the Law Enforcement Dock; however, no bids were received in response to the
solicitation. Given the lack of responses and the need to move forward with the project, the
Procurement Division explored additional procurement options in order to fulfill the necessary
services. The Procurement Division requested a quote from Coleman Fire Protection, LLC, the
contractor that previously completed the installation of hose stations at the Working Waterfront
Dock.
On April 23, 2025, the City Council approved waiving the competitive sealed bidding requirements in
accordance with Section 2-10(b)(4) of the City Code of Ordinances, allowing the City to proceed with
a direct purchase under these circumstances.
Staff is now requesting approval of a purchase order in the amount of $79,300.00 to Coleman Fire
Protection, LLC for the installation of the Law Enforcement Dock Hose Stations.
RECOMMENDATION
Staff recommends approval of the purchase order to Coleman Fire Protection, LLC in the amount of
$79,300.00, and authorization for the City Manager or designee to execute all necessary documents to
complete the project.
ATTACHMENTS:
1.April 23, 2025 Coleman Agenda Item
2.Extraordinary Procurement Certification
3.Coleman Fire Protection, LLC Quote
FUNDING SOURCE:
Expenditure required Amount Budgeted:Funding source
$79,300.00 $80,000.00
50% FIND Grant ($39, 650)
50% CRA Operating Budget
($39, 650)
Additional Funds Needed: $ 0.00
CITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE April 23, 2025
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM Jessica Graham, Procurement/Contracts Manager
SUBJECT
Requesting City Council waive the competitive sealed
bidding requirements and authorize Coleman Fire
Protection, LLC to install Law Enforcement Dock Hose
Stations.
EXECUTIVE SUMMARY
The City of Sebastian’s Procurement Division issued a solicitation to install Law Enforcement Dock
Hose Stations, and no bids were received. This is the second project the City has issued for the
installation/replacement of dock hose stations where contractors did not attend the pre-bid meeting
and no bids were received. As this project is critical to ensure the Law Enforcement Vessel can be safely
docked, the Procurement Division decided that re-issuing the solicitation was not in the City’s best
interest. Instead, the Procurement Division requested a quote from Coleman Fire Protection, LLC.
Coleman Fire Protection installed the Working Waterfront Dock Hose Stations. Due to the critical
nature of this project and failed attempts to obtain quotes through a competitive solicitation, staff
requests City council waive the formal sealed bid requirement.
City Code of Ordinances Section 2-10 (b)(4) requires formal sealed bids and city council authorization
for purchases over $75,000.01. However, per Section 2-10 (h),City Council may waive the provisions of
ordinance 2-10 and authorize the purchase of any goods or services without competitive bidding or
waive bidding requirements.
The project is funded through a FIND Grant and the CRA operating budget. Before the request can be
taken to the CRA Board for approval to spend funds, the Procurement Division needs the formal sealed
bid requirements referenced in Section 2-10(b)(4) waived.
RECOMMENDATION
On behalf of the Parks and Recreation Department, the Procurement Division recommends that City
Council waive the competitive sealed bidding requirements and authorize Coleman Fire Protection,
LLC to install Law Enforcement Dock Hose Stations.
ATTACHMENTS:
1.Extraordinary Procurement Certification
2.Coleman Fire Protection, LLC Quote
FUNDING SOURCE:
Expenditure required Amount Budgeted:Funding source
$79,300.00 $80,000.00
50% FIND Grant ($39, 650)
50% CRA Operating Budget
($39, 650)
Additional Funds Needed: $ 0.00
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 turn 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 Letter from vendor
or manufacturer).
Fully completed Certificates are subject to review and approval by the Procurement/Contracts Manager and City Manager.
DATE:
TO: Jessica Graham, Procurement/Contracts Manager
DEPARTMENT HEAD:
DEPARTMENT:
TYPE OF PURCHASE:
Emergency
Single Source
Sole Source
PROPOSED VENDOR:
ITEMS OR SERVICES
REQUIRED:
JUSTIFICATION FOR EXCEPTION TO NORMAL PROCUREMENT PROCEDURE:
------------------------CERTIFICATION OF AVAILABILITY/NECESSITY ------------------------
I hereby certify that I have thoroughly reviewed the facts and circumstances of this requested purchase and that (1) the Department has an
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 b e detrimental to the City; (2) due to
the City’s standardization, warranty or other distinctive factors only one source is available or (3) t he supplier of the goods/services requested
is the sole source supplier.
Submitted: _______________________________________ Date: _______________
Department Head Signature
Approved: _______________________________________ Date: _______________
Jessica Graham, Procurement/Contracts Manager
Approved: _______________________________________ Date: _______________
Brian Benton, City Manager (Rev. 1/2025)
PROPOSAL
Date: April 3rd 2025 CFP Proposal #: 25-2009
Customer: City of Sebastian
Address:
Contact: Jim Testa
Phone: 772-453-9722 Email:
Project: Law Enforcement Dock Hose Stations
Location:
Owner: (acquire and attach copy – Notice of
Commencement)
Arch./Eng.:
Sheet #’s &
Dates:
Addenda (list): N/A
EOR:
Coleman Fire Protection Inc. (CFP) proposes to furnish materials and labor as specified below at the
prices stated below:
Allowing CFP to commence work or preparation for work will constitute acceptance by Customer of this proposal. CFP and
Customer will execute an American Institute of Architect’s A401-1997 subcontract form to memorialize their agreement,
supplemented and modified as provided by this proposal which shall be incorporated by reference into the final subcontract.
SCOPE OF WORK INCLUDED:
CFP to provide Design, Permitting, Materials and Labor to provide the following scope
CFP to provide 3 hose stations starting 215 feet +/- from the end of the dock spaced 100 feet
+/- apart with the last hose within 50 feet +/- of the end of the dock. The supply piping shall
be 3” CPVC secured with stainless material. Piping from the underside of dock to fire hose
valves will be schedule 40 galvanized with grove couplings with stainless hardware.
CFP to provide 4” UG supply piping to the new FDC located at the street to dock entrance.
Hydrants to be provided by others
PRICING IS BASED UPON:
1. 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.
2. This pricing is strictly based on working during normal working hours and day’s night
work, and weekend work is not provided.
3. Demo of existing piping is excluded.
NOTE: Attachments referenced by project name and CFP proposal # and dated, shall be incorporated completely as if written
herein.
However, excluding:
❑ Failure of existing system during Fill-up or damage as result thereof.
❑ Electrical wiring Electrical Demo of any kind
❑ Raising of piping
❑ Relocating of piping
❑ Fire Watch to be provided by others
❑ Shutdown Fees
❑ Fire extinguishers
❑ Night, or Weekend work
Adequacy of water supply
Sidewalk Replacement
Sod Replacement
Terms Of Payment: Payment shall be made on the Tenth (10th) day of each month in the sum
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
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
Quote/Bid:
$32,300.00 for the UG Supply piping
$47,000.00 for the dock piping and hose stations
TOTAL CONTRACT PRICE: $79,300.00
Attach CFP schedule of values.
Coleman Fire Protection LLC.
Sales Representative:
John Coleman
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.
General Terms and Conditions
1. Allowing Seller to proceed and commence with any work regarding this proposal shall constitute an acceptance by Customer of this
bid proposal. Seller and Customer will execute an AIA, A401-1997 subcontract form to memorialize their agreement, supplemented
and modified as provided by this bid proposal and referenced attachments which shall be incorporated by reference into the final
subcontract agreement. In the event of any conflict between the terms of this proposal and any other documents, this bid proposal
shall govern.
2. A change in the price of an item of material of more than 5% between the date of this bid proposal and the date of installation shall
warrant an equitable adjustment in contract price.
3. Seller will NOT be required to name additional insureds to its GL insurance policy, nor to waive subrogation for claims covered by
worker’s compensation or commercial GL insurance. Seller shall maintain insurance with coverage and limits only as provided by
Sellers existing insurance program evidenced by its certificate of insurance, available upon request.
4. Sellers schedule of values shall be used to determine progress payments. All sums not paid when due shall bear interest at the rate
of 1 ½ % per Month from due date until paid or the maximum legal rate permitted by law whichever is less; and all costs of
collection, including reasonable attorney’s fee, shall be paid by Customer.
The proper venue to resolve any disputes arising under the agreement shall be the place where the project is located, and the laws
of said place shall govern all such disputes.
5. Seller shall be entitled to equitable adjustments of the contract price, including but not limited to any increased costs of labor,
supervision, equipment or materials, and reasonable overhead and profit, for any modification of the project schedule differing from
the bid schedule, and for any other delays, acceleration, out-of-sequence work and schedule changes beyond its reasonable control,
including but not limited to those caused by labor unrest, fires, floods, acts of nature or government, wars, embargos, vendor
priorities and allocations, transportation delays, suspension of work for non-payment or as ordered by Customer, or other delays
caused by Customer, Owner, Owner’s agents, or others. Should work be delayed by any of the aforementioned causes for a period
exceeding (90) days, Seller shall be entitled to terminate the subcontract. Seller change proposals must be processed in not more
than (30) calendar days.
6. Back-charges: No back-charges or claim of the Buyer for services shall be valid unless agreed to in writing by the Seller before the
"back-charge work" is executed. In the case of the Seller's failure to meet any requirement of the subcontract agreement, the Buyer
shall notify the Seller of such default in writing, and allow the Seller reasonable time to correct any deficiency.
7. THE EXPRESS WARRANTIES SET FORTH IN THE SUBCONTRACT DOCUMENTS ARE PROVIDED IN LIEU OF ALL OTHER WARRANTIES,
EXPRESS OR IMPLIED, AND THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE HEREBY
DISCLAIMED BY SUBCONTRACTOR (Seller ). Seller shall not be responsible for special, incidental, or consequential damages, and
Seller’s liability for delay damages shall not exceed 5% of the original subcontract amount. Seller is not responsible for damage to its
work by other parties, and any repair work necessitated by such damage shall constitute extra work. All materials shall be furnished
in accordance with the respective industry tolerance of color variation, thickness, size, finish, texture and performance standards.
All warranty claims must be received by Seller not more than one (1) year after completion of subcontractor’s work, and Seller must
be provided a reasonable opportunity to inspect, and make corrections, or such warranty claims are barred. Except as specifically
required by the work and specifications included in this bid proposal, Customer shall furnish all temporary site facilities, including
but not limited to; site access, storage space, hoisting facilities, guard rails, covers for the floor, roof and wall openings, security,
parking, safety orientation, break and lunch facilities, toilet and wash facilities, drinking water and other water facilities, electrical
service, telecommunication service, lighting, heat, ventilation, weather protection, fire protection, trash and recycling services.
Seller shall be responsible for cleaning up it's own debris and placing it in a on-site disposal container provided by others.
8. Buyer warrants the sufficiency of the structure, asbestos free and able to support the water filled weight of the piping system and its
related equipment. Buyer also warrants adequacy of water supply, character, condition, or use of foundations, walls, or other
structures, along with wiring, fixtures, or other equipment existing or erected new by others.
9. “Fire rating" of piping penetrations shall be provided by Buyer, regardless of schedule, unless otherwise noted. Seller will typically
make piping penetrations through existing walls and structures during installation, unless otherwise noted herein. If Seller's piping is
installed prior to walls or structures, Buyer shall be responsible for "leave outs", holes, and "fire rating" of penetrations thereafter.
10. When Seller's work is performed on existing equipment, the Seller's responsibility is limited only to the new work installed by Seller.
Any requirement for additional labor, material or testing of existing equipment shall be immediately communicated to Buyer and
executed as directed to proceed.
11. When Seller's work includes excavation or concealed piping & equipment: If water, quicksand, rock, environmental contamination,
asbestos, or other unforeseen obstructions or subsurface soil conditions are encountered, or "cross connection" of domestic or
other water system, this condition will constitute scope of work or conditions above and beyond the agreement. These conditions
along with solutions shall be communicated to the buyer for direction.
12. Working hours and days: Unless specifically set forth in this agreement, all installation work shall be performed during normal
working hours and days (Monday through Friday, 7am to 4 p.m.). If Buyer subsequently requires special working hours and days
otherwise, this condition will constitute scope and/or schedule above and beyond the agreement.
13. BONDS: To the extent that performance and payment bonds are included in this proposal, the bond forms must be the AGC 606
(2004) and AGC 607 (2004) published by the Associated General Contractors of America. Price on request.
14. ASSIGNMENT: neither party shall assign the subcontract, in whole or in part, without the written consent of other.
15. C.I.P. (Consolidated Insurance Program): Seller shall NOT participate in a consolidated insurance program (“CIP”). Seller refuses, and
will give no credit for, any other coverage’s under the CIP.
16. LIENS/BOND RIGHTS: shall exclude retainage, unbilled changes, and claims which have been asserted in writing or which have not yet
become known to CFP, and shall either apply only through the date of work for which CFP has been paid in full, or shall be conditional
upon receipt of funds to Seller’s account.
17. Buyer and/or Owner shall purchase and maintain all risk insurance for the full value of the entire work and /or materials delivered to
the jobsite which shall include the interest of the Seller.
* Many terms in this form credited to American Subcontractors Association, Inc. (2005)
2911 Dusa Drive Ste A
Melbourne, FL 32934
john@colemanfp.com
Office: 321-914-0861
Fax
:
321-733-1297