Meeting Type: BCC Regular Meeting
Meeting Date: 8/19/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Todd Stewart, Architect
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Competitive Bid #WG25-08 - Construction of New Baldwin County District Attorney Building Located in Bay Minette, Alabama, for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Take the following actions related to the Construction of the New Baldwin County District Attorney Building located in Bay Minette, Alabama:
1) Approve and authorize the Chairman to execute Allowance Authorizations No. 7 and 8 (Contingency Allowance) in the total amount of $4,477.00 with Rolin Construction, Inc.; and
2) Approve and authorize the Chairman to execute Allowance Authorization No. 1 (Civil Quantities) in the amount of $16,500.00 with Rolin Construction, Inc.
Allowance Authorizations No. 7 and 8 costs will be paid from project contingency allowances that were included in the bid amount. No Increase in project amount.
Allowance Authorization No. 1 cost was included in original contract unit price with the unused balance of $600.00 to be a credit to the County.
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BACKGROUND INFORMATION
Background: The Architect, Todd Stewart with Adams Stewart Architects, LLC, is submitting for Commission approval Allowance Authorizations No. 7 and 8 (Contingency Allowance) in the total amount of $4,477.00 and Authorization No.1 (Civil Quantities) in the amount of $16,500.00 on the Construction of the New Baldwin County District Attorney Building.
Allowance Authorization No. 7 is a credit in the amount of -$5,250.00 for Brick Veneer to continue up exterior in lieu of Cast Stone and Authorization No. 8 is a cost of $9,727.00 for final quantities of suitable soils hauled in.
The contract included a contingency allowance in the bid amount of $175,000.00 minus $100,000.00 for Allowance Authorization No. 1, $55,673.00 for Allowance Authorizations No. 2, 3, 4 and 5, $14,850.00 for Allowance Authorization No. 6, and $4,477.00 for Allowance Authorizations No. 7 and 8, which leaves a contingency allowance balance of $0.00.
Authorization No. 1 (Civil Quantities) in the amount of $16,500.00 is for additional work required for Helical Pile Installation based on GeoCon recommendations.
The contract included a line item allowance in the bid amount of $17,100.00 minus $16,500.00 for Allowance Authorization No. 1, which leaves a credit to the County in the amount of $600.00.
Previous Commission action/date:
06/24/2025 meeting: Approved and authorized the Chairman to execute Allowance Authorization No. 6 in the total amount of $14,850.00 with Rolin Construction, Inc., on the Construction of the New Baldwin County District Attorney Building located in Bay Minette, Alabama. Allowance Authorization No. 6 cost will be paid from project contingency allowance that was included in the bid amount. No Increase in project amount.
05/20/2025 meeting: Approved and authorized the Chairman to execute Allowance Authorizations No. 2, 3, 4, and 5 in the total amount of $55,673.00 with Rolin Construction, Inc., on the Construction of the New Baldwin County District Attorney Building located in Bay Minette, Alabama. Allowance cost will be paid from project contingency allowance that was included in the bid amount.
05/06/2025 meeting: Approved and authorized the Chairman to execute Change Order #1, to furnish and install 147 Helical Piles and follow revised structural drawings, in the amount of $161,898.70 with Rolin Construction, Inc., on the Construction of the New Baldwin County District Attorney Building located in Bay Minette, Alabama.
The total cost for the Helical Piles is $261,898.70. $100,000.00 of this cost will be paid from the project contingency allowance of $175,000.00 that was included in the bid amount leaving a balance of $75,000.00.
02/04/2025 meeting: Authorized the Chairman to execute the Utility Easement between the Baldwin County Commission and Regions Bank located in Bay Minette and issue a check to Regions Bank in the amount of $10.00 granting the County access to utilize their property for Storm Sewer Water Utilities during the construction of the new Baldwin County District Attorney Building located in Bay Minette, Alabama.
01/07/2025 meeting: Awarded Bid #WG25-08 for the Construction of the New Baldwin County District Attorney Building located in Bay Minette to the lowest bidder, Rolin Construction, Inc., in the bid amount of $7,590,000.00; Construction time: 720 calendar days; and authorized the Chairman to execute the Contract.
06/18/2024 meeting: Approved the final design of the new Baldwin County District Attorney Building located in Bay Minette, Alabama, so the Architect and Purchasing Director can place a bid for the project.
04/16/2024 meeting: 1) Approved the following eight (8) pre-qualification applications for the demolition of existing building and construction of a new Baldwin County District Attorney Building located in Bay Minette, Alabama: Triptek Construction, LLC; Bayshore Construction Co., Inc.; Stuart Construction, LLC; White-Spunner Construction, LLC; Rolin Construction, Inc.; J. T. Harrison Construction Co., Inc.; Rogers & Willard, Inc.; Witherington Construction Corp.; and 2) Rejected the applications of the following five (5) applicants as non-qualified: Crucible Construction, LLC; Jim Cooper Construction Co., Inc.; Persons Services Corporation, LLC; M W Rogers Construction Co., Inc.; Waverly Construction of Alabama, LLC; and 3) Authorized the Purchasing Director and the Architect to bid the project.
02/20/2024 meeting: Authorized the Purchasing Director to advertise for the Pre-Qualification of Contractors for the construction of a new Baldwin County District Attorney Building located in Bay Minette, Alabama.
01/16/2024 meeting: 1) Approved the new construction approach for the District Attorney Building which will include two (2) stories with the second story not being completed in the estimated construction cost of $9,311,150.00, with an estimated amount of $570,000.00 for architectural fees, and the estimated cost of $275,000.00 for security/cabling/network equipment, for a total estimated cost of $10,156,150.00; and 2) Approved the attached AIA Agreement for the architectural services with Adams Stewart Architects, LLC, for the construction of the new District Attorney Building located in Bay Minette in the amount of 6.1% of the construction cost plus normal reimbursable expenses and authorized the Chairman to execute the Agreement.
01/02/2024 meeting: Approved staff making an offer $150,000.00 to James Owen, Jr., to purchase that certain parcel of real property at 410 Courthouse Square in Bay Minette, Alabama, with seller to pay all closing costs with payment for the purchase to come out of the Contingency Fund and authorized the Chairman to execute any documents related to the property purchase.
12/19/2023 meeting: Adopted Resolution #2024-015 amending the Fiscal Year 2024 budget (Resolution #2023-186 and Resolution #2023-187, adopted September 28, 2023) to authorize the use of Fund Balance from General Fund for the purchase of real property for the Baldwin County Commission.
11/21/2023 meeting: Approved and authorized the Chairman to execute the Real Estate Purchase and Sale Agreement between Owen Company, LLC, and the Baldwin County Commission for the purchase of real property located at 161 Hand Avenue, Bay Minette, Alabama (PIN #32382) in the amount of $500,000.00.
FINANCIAL IMPACT
Total cost of recommendation: $4,477.00 from Project Contingency Allowance and $600.00 credit to the County.
Budget line item(s) to be used: BP24003 CONSTRUCAT
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: 08/19/2025
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 Authorizations in this order on contract (#8464): No. 7, No. 8, No. 1; update description to reflect which authorizations are Contingency or Civil Quantities.