Meeting Type: BCC Regular Meeting
Meeting Date: 8/5/2025
Item Status: Addendum
From: Wanda Gautney, Purchasing Director; Buford King, Director of Facilities and Maintenance
Submitted by: Jeanette Brown, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Competitive Bid #WG25-29 - Labor and Incidental Materials for Roof Replacement and Maintenance to Various County Buildings for the Baldwin County Commission
End
STAFF RECOMMENDATION
Recommendation
Take the following actions:
1) Accept the withdrawal request from Dobson Sheet Metal & Roofing & Specialties, Inc., submitted in an email dated August 1, 2025, informing the County that they have chosen to withdraw their bid relative to Competitive Bid #WG25-29 - Labor and Incidental Materials for Roof Replacement and Maintenance to Various County Buildings without forfeiture of their bid bond because of a mistake in calculation due to a computer malfunction; and
2) Award Bid #WG25-29 for Labor and Incidental Materials for Roof Replacement and Maintenance to Various County Buildings to the next lowest responsible bidder, E. Cornell Malone Corporation, per the Award Listing and authorize the Chairman to execute the contract.
End
BACKGROUND INFORMATION
Background: Bids were opened in the Purchasing Conference Room on July 30, 2025, at 1:30 P.M. Four (4) bids were received. The lowest bid was received from Dobson Sheet Metal & Roofing & Specialties, Inc., however within three days of the bid opening the vendor submitted a request to withdraw the bid due to a computer malfunction that caused a mathematical error in their bid pricing. According to Code of Alabama, Section: 39-2-11 (d) if the low bidder offers clear and convincing documentary evidence as soon as possible, but no later than three working days after the opening of bids, that it made such a mistake due to calculation or clerical error, an inadvertent omission, or a typographical error, the awarding authority shall permit withdrawal without forfeiture of their bid bond.
Staff recommends the Commission accept the bid withdrawal, without forfeiture of their bid bond, from Dobson Sheet Metal & Roofing & Specialties, Inc., and award the bid for Labor and Incidental Materials for Roof Replacement and Maintenance to Various County Buildings to the lowest responsible bidder, E. Cornell Malone Corporation, per the Award Listing. Bid Tabulation is attached for review.
Previous Commission action/date:
06/24/2025 meeting: 1) Approved the specifications and authorized the Purchasing Director to place a competitive bid for labor and incidental materials for roof replacement and maintenance to various County buildings; and 2) Further, authorized the Chairman/Purchasing Division Commissioner for the Baldwin County Commission to approve any necessary addendums or clarifications if required after the bid is advertised; and 3) Approved and authorized the Purchasing Director to issue a Purchase Order to Garland/DBS, Inc. in the amount not to exceed $300,000.00 for the roofing materials which are being purchased via the OMNIA Partners Public Sector national purchasing cooperative.
FINANCIAL IMPACT
Total cost of recommendation: $582,800.00 + $300,000.00 for materials = $882,800.00 total project cost.
Budget line item(s) to be used: BP25003.CONSTRUCT
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? Yes
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 08/05/2025
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Bidders
Additional instructions/notes: Admin - Upload to Contracts