Meeting Type: BCC Regular Meeting
Meeting Date: 11/16/2021
Item Status: New
From: Wanda Gautney, Purchasing Director/Sheriff Hoss Mack/Chief Deputy, Anthony Lowery/Brian Peacock, CIS Director/Adam Scarborough, Assistant CIS Director
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Phase I of the Purchase and Installation of Security Equipment for the New Female Housing Addition to the Baldwin County Corrections Center and Renovations of Adjacent Buildings Located in Bay Minette, Alabama
Body
STAFF RECOMMENDATION
Recommendation
Take the following actions:
1) Authorize the Purchasing Director to prepare and solicit informal bids in accordance with the Code of Alabama, Section 39-2-2(3)(g) for Phase I of the purchase and installation of Security Equipment for the new Female Housing Addition to the Baldwin County Corrections Center and Renovations of Adjacent Buildings located in Bay Minette, Alabama; and
2) Further, authorize the Chairman/Purchasing Division Commissioner for the Baldwin County Commission to approve any necessary addendums or clarifications if required after the bid is advertised.
End
BACKGROUND INFORMATION
Previous Commission action/date:
01/21/2020 meeting: Approved the AIA Contract for the architectural services with PH & J Architects, Inc., for the construction of a new female housing addition and renovations to the Baldwin County Corrections Center in the amount of 6.9% of the construction cost for the new female facility and 7.2% of the construction cost on all renovation work at the existing Corrections facility plus normal reimbursable expenses and authorized the Chairman to execute the Contract.
08/04/2020 meeting: 1) Approved an Amendment to the AIA Contract for the architectural services with PH & J Architects, Inc., to add the Renovations of the old City of Bay Minette Municipal Building purchased from the City of Bay Minette for the New Baldwin County Sheriff’s Office in the amount of 6.5% of the construction cost; and 2) Included the demolition and removal of the existing water tank located on the jail site for architectural services in the amount 7.2% of the demolition cost and authorized the Chairman to execute the Amendment.
10/20/2020 meeting: Authorized the Purchasing Director to advertise for the Pre-Qualification of Contractors for the construction of a new female housing addition to the Baldwin County Correction Center and renovations of adjacent buildings located in Bay Minette, Alabama.
12/15/2020 meeting: Approved the following five (5) pre-qualification applications of contractors for the construction of a new female housing addition to the Baldwin County Correction Center and renovations of adjacent buildings located in Bay Minette, Alabama: Wharton-Smith, Inc., Rabren General Contractors, L.P. of Auburn, Orocon Construction, LLC, White-Spunner Construction, Inc., and Carmon Construction, Inc.
03/16/2021 meeting: Awarded the bid to the lowest bidder, Wharton-Smith, Inc., for the construction of a new Female Housing Addition to the Baldwin County Corrections Center and Renovations of Adjacent Buildings located in Bay Minette as follows and authorized the Chairman to execute all necessary documents once approved by the County Attorney: Base Bid Amount: $58,312,000.00; Alternate #1: $880,000.00 (New Jail Laundry Area); Alternate #2: $2,300,000.00 (Housing Tower A Elevator); Alternate #3: $479,000.00 (New Jail Staff Area); Total Amount: $61,971,000.00; Construction Time:1575 days. Funding Source: Warrant Funds through Public Building Authority and the Sheriff’s Office reimbursing the County $479,000.00 for Alternate #3.
Background: The Sheriff, is requesting that a bid be placed for the purchase and installation of security equipment (cameras, door locks and controls) that will be needed in the renovated City Complex that was purchased to house the Sheriff’s Offices. Due to the security risk of advertising the building designs and blueprints of the building during the competitive bid process, the Sheriff requested an exemption from the Alabama Law Enforcement Agency in accordance with the Code of Alabama, Section 39-2-2(3)(g). The code section states “in the event of a proposed public works project, acknowledged in writing by the Alabama Homeland Security Department as (1) having a direct impact on the security or safety of persons or facilities and (2) requiring confidential handling for the protection of such persons or facilities, contracts may be let without public advertisement but with the taking of informal bids otherwise consistent with the requirements of this title and the requirements of maintaining confidentiality. Records of bidding and award shall not be disclosed to the public and shall remain confidential.”
A letter dated October 7, 2021, was received from the Alabama Law Enforcement Agency Secretary, Hal Taylor, stating that the plans for this project should be considered “Sensitive Security Information” and treated as confidential materials. Accordingly, as provided by the above referenced statue, the contracts to perform the project may be let without public advertisement but taken by informal bids with the records of the bids and award being maintained as confidential information.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
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: 11/16/2021
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Solicit Bids
Additional instructions/notes: N/A