Meeting Type: BCC Regular Meeting
Meeting Date: 6/24/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Brian Underwood, Grants Director; Patrick Addison, PH&J Architects, Inc.
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Construction of New Sally Port at the Baldwin County Courthouse Located in Bay Minette, Alabama, for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute Allowance Authorization No. 3 with Rogers & Willard, Inc., in the amount of $11,575.00 to undercut footings an additional one foot in depth due to unsuitable existing soil and fill with concrete, with no change to the original contract amount, for the Construction of New Sally Port at the Baldwin County Courthouse located in Bay Minette, Alabama.
Allowance cost will be paid from contract contingency allowance that was included in the bid amount.
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BACKGROUND INFORMATION
Background: The Architect, Patrick Addison with PH&J Architects is submitting for Commission approval Allowance Authorization No. 3 in the amount of $11,575.00 which will be taken from the contract contingency allowance for Construction of New Sally Port at the Baldwin County Courthouse located in Bay Minette. This allowance is for undercutting footings an additional one foot in depth due to unsuitable existing soil and fill with concrete.
The contract included a contingency allowance in the bid amount of $200,000.00 minus $27,152.41 for Authorization No. 1 and 2, and $11,575.00 for Authorization No. 3 leaves a balance of $161,272.59. Total project cost has not changed from the original bid amount of $3,613,500.00.
Summary of Previous ARPA Commission Action is attached.
Previous Commission action/date:
06/03/2025 meeting: Approved and authorized the Chairman to execute Allowance Authorization No. 2 with Rogers & Willard, Inc., in the amount of $4,674.01 for adding water stop at perimeter of all plumbing and structural trenches cut in slab due to groundwater, with no change to the original contract amount, for the Construction of New Sally Port at the Baldwin County Courthouse located in Bay Minette, Alabama. Allowance cost will be paid from contract contingency allowance that was included in the bid amount.
03/18/2025 meeting: Approved and authorized the Chairman to execute Allowance Authorization No. 1 with Rogers & Willard, Inc., in the amount of $22,478.40 to relocate fire department connection and storm box rebuild, with no change to the original contract amount, for the Construction of New Sally Port at the Baldwin County Courthouse located in Bay Minette, Alabama. Allowance cost will be paid from contract contingency allowance that was included in the bid amount.
10/15/2024 meeting: Awarded the bid for Construction of New Sally Port at the Baldwin County Courthouse located in Bay Minette, Alabama, to the lowest responsible and responsive bidder, Rogers & Willard, Inc., in the bid amount of $3,613,500.00; Construction time: 300 calendar days; and authorized the Chairman to execute the Contract.
02/20/2024 meeting: Adopted Resolution #2024-078 of the Baldwin County Commission allocating up to $164,336.25 (29870010.55240) of American Rescue Plan Act (ARPA) Revenue Replacement funds (298.44881) for the architectural and engineering design services of the Baldwin County Courthouse Sally Port.
12/19/2023 meeting: Approved the design of the new Sally Port at the Baldwin County Courthouse located in Bay Minette for the estimated construction cost of $2,812,562.25 and authorized the Purchasing Director and Architect to bid the project.
FINANCIAL IMPACT
Total cost of recommendation: $11,575.00 to be taken from contract contingency allowance - leaving a balance of $161,272.59 - this allowance will not change the original contract amount.
Budget line item(s) to be used: FAARPRR22.0RR.0SALLYPOR.0CO/IMPR
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? N/A
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: 6/24/2025
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 Contractor
Additional instructions/notes: Admin- Append Allowance Authorization No. 3 to Contract #8392