SPECIAL MEETING APALACHICOLA CITY COMMISSION MONDAY, MAY 19, 2025 4:00PM FORMER APALACHICOLA MUNICIPAL LIBRARY 74 6TH STREET, APALACHICOLA, FLORIDA 32320 AGENDA You are welcome to comment on any matter under consideration by the Apalachicola City Commission when recognized to do so by the Mayor. Once recognized please rise to the podium, state your name for the record and adhere to the five-minute time limit for public comment. Comments may also be sent by email to the City Manager or to Commissioners. I. Call to Order Invocation Pledge of Allegiance II. Agenda Adoption III. Public Comment IV. Unfinished Business 1. V-Pier- Bid Award 2. African American Museum- Scope Revision/Bid Award Adjournment APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 5/19/2025 SUBJECT: VPier Bid Award AGENDA INFORMATION: Agenda Location: Unfinished Business Item Number: 1 Department: Admin Contact: City Manager, Michael Brillhart/City Planner, Bree Robinson Presenter: City Planner, Bree Robinson BRIEF SUMMARY: HG Harders had the lowest responsive base bid and their bid package was complete. Looking beyond the base bid and including both the contingency amount and the piles alternative, the results are the following: J Gorman $1,079,372.84 Loftis Marine $1,285,900.00 HG Harders $1,038,694.80 Based on this scenario, HG Harders is still the low bidder. Dewberry's recommendation is to award to HG Harders for the base bid plus contingency, which is $793,068.00 + $79,306.90 = $872,374.80. Barring minimal change orders, the contingency can be used to start pile replacement. In speaking with the contractor, they won't know exactly how many piles need to be replaced until they're under construction. To be completely safe, the City needs to budget the entire $1,079,372.84. RECOMMENDED MOTION AND REQUESTED ACTIONS: Motion to award the V Pier construction project to HG Harders. FUNDING SOURCE: FEMA or TDC ATTACHMENTS: N/A STAFF'S COMMENTS AND RECOMMENDATIONS Recommend to award the V Pier construction project to HG Harders, pending funding being resolved. APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 5/19/2025 SUBJECT: African American Museum Scope Revisions/Bid Award AGENDA INFORMATION: Agenda Location: Unfinished Business Item Number: 2 Department: Admin Contact: City Manager, Michael Brillhart/City Planner, Bree Robinson Presenter: Bret Hammond - Hammond Design BRIEF SUMMARY: City Staff advertised this procurement in The Apalachicola Times, The Tallahassee Democrat (Twice), and in the Panama City News Herald, surpassing the City and State advertisement standards. Only 2 bids were received. This project is under a STRICT TIMELINE. The funding is ultimately provided from the federal Coronavirus State and Local Fiscal RecoveryFunds (SLFRF) program established by the American Rescue Plan. All funding under this grant agreement must be expended by September 2026 and project closed out by December 2026! Work/Expenditures occurring after December 2026 are ineligible for reimbursement. The contingent timeline is as follows: Bids Received = April 2025 Award Announced/Under Contract - May 2025 Construction Begins July/August 2025 Construction Completed August 2026 Project Closeout - December 2026 As expected, bids have come in over-budget. The amount left in the budget for CEI and construction is $1,069,693.50. The bids received came in at $1,818,585.00 and $2,211,112.61. Hammond Design is currently drafting recommendations to bring the project within budget. However, the gap between available funding and the lowest bid is significant. Adjustments necessary to meet the budget may substantially alter the project plans previously workshopped with citizens. There is no additional funding available through the grant program to cover cost overages. RECOMMENDED MOTION AND REQUESTED ACTIONS: FUNDING SOURCE: DOS + $250,000 City Match ATTACHMENTS: Staff Report on High Bids, Hammond Design Cost Reduction Recommendations, Construction Plan Set STAFP'S COMMENTS AND RECOMMENDATIONS Staff recommendation is to make final decisions on what can be removed or revised from the scope to get within budget ($1,069,693.50) and award this bid to Oliver Sperry or to agree to limit this project to Phase 1 activities (planning) and plan to apply for Phase 2 Construction at a later date. African American History and Culture Museum Report on High Bids 5.2.25 NOTE: This is an updated form of the same report that was presented at the 2025 Staff Retreat at the start of the year and again at the 1/28/25 Workshop. Numbers have been updated to reflect the bids received. This project is under a STRICTTIMELINE The funding is ultimately provided from the federal Coronavirus State and Local Fiscal Recovery Funds (SLFRF) program established by the American Rescue Plan. AlL funding under this grant agreement must be expended by September 2026 and project closed out by December. 2026! WorkExpenditures occurring after December 2026 are ineligible for reimbursement. The contingent timeline is as follows: Bids Received April 2025 Award Announced/Under Contract -May 2025 Construction Begins July/August 2025 Construction Completed - August 2026 Project Closeout - December 2026 As expected, bids have come in over-budget. The amount left in the budget for CEI and construction is $1,069,693.50. The bids received came in at $1,818,585.00 and $2,211,1 112.61. Hammond Design is currentlydrafting recommendations to bring the project within budget. However, the gap between available funding and the lowest bid is significant. Adjustments necessaryt to meet the budget may substantially. alter the project plans prowoustlyworishopped with citizens. Thereis no additionali funding available through thegantprogramtocoversostoverages. Atthe. January: 28, 2025 workshop, the City Commission acknowledged the potential for high bids and agreed that the project scope could be adjusted to meet budget constraints. The overages are higher than previously discussed. There was also discussion of potentially. selling vacant City land to cover overages. However, many of these lots are natural stormwater retention areas and are not recommended for sale by staff. Moreover, funds from any sale would need to be available prior to contract signing. Options Moving Forward: City is bound by restrictive covenants for ten (10) years and shall permit the DOS to inspect the property at any time to ensure compliance and use. No modifications of property or change of use is permitted during this ten (10) year period. If a violation is found within five years, then the full grant amount is due back to the state. After five years there is a percentage due back to the state ifa violation is found. 1. Move Forward with Construction! a) Reduce scope to meet budget constraints (per Hammond Design recommendations) Could involve removal of courtyard, parking, covered walkway, architectural features, material changes, etc. Pending recommendations from Hammond Design and agreeance from the City Commission on momaydameaimnstow b) Secure credit/loan for the overage Would need to happen. ASAPI to meet grant timeline. 1 2. Amend Scope to Phase 1 Activities (Planning, Design, Shelf-Ready Project) a) Amend the scope oft this agreement to only Phase 1 activities (planning, designs, shelf ready project) so the City has a ready-to-bid project in hand and could re-apply for funding to build at a later date. There is no financial repercussion for termination of agreement or amending the scope toj just Phase 1 activities. The City would have only spent $180,306.50 on designs and engineering and would have $69,693.50 to reallocate into the City budget. (Leftover from $250,000 match.) Any displays that may have already been accumulated could be presented at the HCA Building. The HCA building is ready to be open, has a prime spot downtown, and could be fully utilized. Could be reopened as the City HCA with a permanent African. American History and Culture exhibit and revolving loaned exhibits. Int the past, the City had a part-time position for the HCA building the last staff member in this position left in the fall of 2021 and the position was never filled. The position was removed from the 2022-2023 budget and has not been discussed since. Citywould be able to re-apply for Phase II with all construction costs included since the plan set would be shelf-ready. Budget Expectations for FY 2026-2027 To date, no DOS funds have been spent. The City committed $250,000 in matching funds to the $1,000,000 grant. After design and engineering, $180,000 will have been spent, meaning the first $70,000 of construction must come from the general fund. Future Budget Considerations: Employee Ful-Time/Part-Time Salary budgeted for FY 2026-2027 Exhibits Rented/Borrowed Coordination, Promotion, Security Display costs budgeted for FY: 2026-2027 Events/Space Rentals Guidelines Needed Fees need to be accountedi for in fee schedule for FY2026-2027 Maintenance Costs o Insurance, utilities, and maintenance need to be budgeted for FY: 2026-2027 Estimate per year for building maintenance, utilities, security, pest control, and phone service is $32,288. Gift Shop o Inventory- Purchasing needs to be budgeted for FY 2026-2027 2 Guidelines Needed City needs tol begin workshopping how to best manage this facility, include items needed in upcoming budgets, and set some guidelines. Iti is not too early to begin having these discussions. Options for management andworkshopping: guidelines: 5-7 member Citizen Board with permanent seats for a North Florida African American Corridor Project member and Hillside Coalition of Laborers for Apalachicola member? Could meet regularly to discuss potential exhibits and events for the museum? Part-time or full-time employee dedicated to History, Culture, and Arts in Apalachicola could be an opportunity for this job role to manage the HCA Building and AAM. 3 Apalachicola African. American Museum 05/08/202 HAMMOND Desisgr GROUP, LLC ARCHITECTS May 8, 2025 Ms. Bree Robinson, City Planner City of Apalachicola 192 Coach Wagoner BLVD Apalachicola, Florida 32320 RE: Thoughts on Cost Reductions Apalachicola African American Museum Bree, having spent some time reviewing the bid pricing, of 4-24-2025, construction documents and having discussions with the lowest responsible bidder, wished to outline my thoughts. First, lam disappointed we did not seem to have more participation. Two of the contractors that priced the building were contractors thatl Ihave relationships with and I alerted them to the project being bid. There is the possibility of rebidding the project or perhaps working with the qualified low bid to work in a 'Design Build' fashion and make modifications to bring the project into your budget. The latter, however, may not provide you the building that the city and stakeholders have approved. The building that you have currently, is the structure that we worked through the process with stakeholders and staff and prepared construction documents around those approved concepts. Building costs right now seem to be a little erratic. Tariffs on steel and lumber are creating some uncertainty. There are things that we might alter, reduce or eliminate, however we would need direction from the City, as client to pursue. 1. The exterior surface of the building had a cementitious stucco (Dryvit Finish). We used this finish to attempt to match the texture of the existing Holy Family Building. We addressed this in the Addendum 1. The contractors asked if we would accept EIFS (Exterior Insulation and Finish System) in lieu of the cementitious stucco finish. We could not get that EIFS product in a matching texture. But am certain there is costs savings with this product. 2. Currently, the exterior walls are concrete masonry units (CMU) with the Dryvit cementitious stucco finish. We might remove the Dryvit finish altogether and substitute a split faced masonry unit. Thereby making the exterior texture block wall the actual finish and paint the building exterior. 3. We could reduce the canopy, which would provide a reduction in cost. We are also looking at package systems, however what we are finding seem to be the typical public school bus drop-off shelters. Those are not very appealing. But we hold out hope of finding a product that might be a suitable option. 4. The building itself is really just a shell, so don't see significant savings. There are some incidental elements that would bring some cost reductions: a. Remove the floor tile in the bathrooms; b. Remove the sound attenuation panels; C. Relocate the electrical panel and in doing this we would reduce the length of the underground electrical service feed; d. Remove the electrical floor boxes; Architecture /Landscape Architecture AR #16903 LA #0001313 2627S. Blair Stonel Roads, Tallahassee, Florida 32301 Phone (850)222-2092, ww W hdg- g-architects.com Apalachicola African American Museum 05/08/2025 e. Alter the proposed parking to the North, if we are not ADA required, to gravel as opposed to concrete; Leave the existing parking spaces, which are now ADA, intact. Ihave not gotten into this aspect as yet. Currently these are ADA compliant parking spaces. The civil engineer proposed removal of this slab and altering the parking arrangement to some ADA and some standard parking spaces; 9. Perhaps we could eliminate the storm rated windows and substitute a no-impact rated glass. Reviewing the Codes prior toai full suggestion; h. Alter the commercial HVAC units to a residential DX system. 5. We might re-design around a Pre-Engineered Metal Building Package (PEMB). This might bring the structural costs down. Any of the elements above may reduce cost, but caution a reduction is cost, is not an elimination of the cost. So at present, I am not certain how much any of these reductions would save in dollars and cents. In an effort to better understand the bidding costs I have contracted with an outside consultant to perform a detailed cost estimate in an effort to provide a more detailed understanding. We look forward to the meeting on 5/19/2025. Please contact me if we can be of assistance. HAMMOND DESIGN GROUP, LLC Bpet A. Hoppov8, AIA, AZAA Bret D. Hammond, AIA, ASLA Cc: Michael Brillhart, City Manager, City of Apalachicola Architecture /I Landscape Architecture AR #16903 LA #0001313 2627S. Blair Stone Roads, Tallahassee, Florida 32301 Phone (850) 222-2092, www. hdg- -architects.com HAMMOND Desy GROUP, LLC ARCHITECTS ASICAEA SMASCMECNS PHOKE wwwAEsaeNIe gmepurm - 3 aatun) RKOO OSE CITY OF APALACHICOLA AFRICAN-AMERICAN CULTURAL HISTORY MUSEUM 203 7TH ST APALACHICOLA FLORIDA 32320 100% CONSTRUCTION DOCUMENTS 01/29/2025 REVIS SION STATE MAP LOCATION MAP VICINITY MAP > ( 5p DATE 01/292025 / DRAWN -WP TIO ON CHECKED "BDH 8 JOBNO. "HDCA2314 SIGNATUREES SEAL X Digitly A ssnedbyBre Hammond I > 2 Date: 2 - Ean A -0400" - DRAWING - N N N m COVER PROJECT LOCATION / ABBREVIATI S GENERAL ARCHITECTURAL NOTES GENERAL LEGEND INDEX OF DRAWINGS KS AR THESED DR EREOF SERVICE CADF OFLES. RLMASECTO HAMMOND a UEN EASE LC DEERUEE YAY KENMAGLN ETVAGLGOLE CAVALT COVER TLR BVAA MT SSE AC TED CPIEYWRTTE NDEXAGEHERALNOTES RD. 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