Title
CONSIDERATION OF BID 1516-40, CONTRACT K-1516-54 WITH APOLLO BUILDING SYSTEMS, INC., IN THE AMOUNT OF $98,765; PERFORMANCE BOND B-1516-46; STATUTORY BOND B-1516-47; AND MAINTENANCE BOND MB-1516-2016 FOR THE POLICE DEPARTMENT FIRING RANGE CLASSROOM BUILDING EXPANSION PROJECT; ADOPTION OF PROJECT AGENT RESOLUTION R-1516-73; AND BUDGET APPROPRIATION FROM THE CAPITAL FUND BALANCE.
Body
BACKGROUND: The mission of the Norman Police Department is “To maintain and enhance the quality of life in the City of Norman by protecting life, liberty, property, and keeping the peace”. One of the core tasks to accomplish this mission is the initial and ongoing training of Police Department employees. The City of Norman is one of six cities in the State of Oklahoma authorized to administer their own Police Academy. Managing a six-month long Police Academy as well as mandatory annual in-service training for all commissioned personnel, special teams training, and discipline specific certification training requires adequate training space for students, office space for instructors, and facility accommodations for all.
Currently, the Police Training Facility has two traditional classrooms known as Classroom A and Classroom B, two designated office spaces, and three small restrooms containing a total of three toilets and one urinal. Three employees are assigned to the Training Facility full-time along with up to 21 Police Cadets 6 months per year; however, numerous employees and guests visit these classrooms every workday. The expansion of Police staffing and related training has necessitated building improvements at the Police Training Center.
As a component of the City of Norman’s fiscal year 2014-2015 Budget process, Council appropriated $90,000 in the Capital Improvement Project Budget to expand Classroom B by adding two offices, a breakroom, and an additional multi-stall restroom.
DISCUSSION: City Staff administered two Request for Proposal (RFP) processes for this project. The first RFP process received a single response that substantially exceeded appropriated funding. The second RFP process received two responses and resulted in the agreement being presented.
The initial total bid of the selected vendor was $101,330. Through value engineering efforts Staff and the selected vendor negotiated the original bid to $98,765.
This bid exceeds the appropriated funding for this project by $8,765.
RECOMMENDATION: It is recommended that Council appropriate $8,765 from Capital Fund Balance (050-0000-253.20-00) to Capital Improvement Project Budget, Classroom B Expansion (050-9208-419.61-01; Project BG0052) and approve the agreement, K-1516-54, between Apollo Building Systems Inc. and the City of Norman for the expansion of Classroom B at the Police Training Facility for $98,765 and the associated bonds. It is also recommend that Council adopt the project agent resolution granting sales tax-exempt status to Apollo Building Systems.