***This Email is Being Blind Copied to All Commissioners***

 

To All,

 

I am aware that there might be some concerns regarding the state of the mowing in some areas of the County.  Public Works has made, and continues to make, operational adjustments since the County’s single bidder for the Annual Right of Way Mowing for County Roads bid notified Public Works that due to labor shortages, the Contractor is not able to meet the requirements of the bid and will not be entering into a contract for such work.  The single bidder is also the previous Contract holder for the past three and a half (3 1/2) years and began to default in August 2022.

 

• Bid Chronology
• Name of Bid: Annual Right of Way Mowing for County Roads
• Bid Opening Date: September 7, 2022
• Meeting with Bidder:      September 27, 2022
• Bidder Notifies County of inability to perform work as per new bid: October 12, 2022

 

• Cost Details as per Bid(s)
• Previous Contract
• Cost Per Cycle (Right-of-Ways): $19, 824.08         per Cycle
• Miles Per Cycle:                                64.99                     Miles
• Cost Per Mile:                                    $305.03                 per Cycle
• # Cycles in 2022:                               12                           Each
• Cost (2022):                                        $237,888.96        Annual, 12 Cycles

 

• Current Bid (Bid will be Rejected and New Bid will be Advertised)
• Cost Per Cycle (Right-of-Ways): $30,679.40           per Cycle
• Miles Per Cycle:                                65.69                     Miles
• Cost Per Mile:                                    $467.03                 per Cycle
• Percent Increase:                             53.1%                    per Mile, per Cycle
• Estimated Cost (New Bid):            $368,152.80       Annual, 12 Cycles

 

Please note that the above amounts do not include Tree Trimming (necessary over pedestrian pathways and vehicular traffic), and acreage mowing for other County Properties.

 

• Public Works staff, including the Director, Assistant Director, and Road Superintendent, met with the single bidder on September 27, 2022.  Immediately after the meeting, Staff was directed to put together a course of action including but not limited to, completing the work in-house and/or seeking alternative contractors. 

 

• Staff reviewed the current FDOT contract for similar work and contacted FDOT’s contractor.  Unfortunately, FDOT’s contractor declined to “step in” to assist the County until a new bid is advertised and new Contractor selected.  FDOT’s contractor cited labor shortages for the reason.

 

• Staff is in the process of revising the bid documents to include a modified liquidated damages clause-based bid tabulation based on FDOT’s contract.  To lower the contracted cost, some roadways will be permanently taken over by County Public Works operations as it is expected that the cost per mile will increase at least by 55%.

 

• Road & Bridge (R & B) Crews will be officially taking over approximately 17.15 miles of roadways permanently.

 

• Staff is currently seeking quotes from two contractors, including current and past contract holders for similar work with other departments and entities.  If successful, a purchase order will be requested to assist staff in the “gap” between now and a new Contractor being selected for Public Works.

 

• In addition to the above, the Road & Bridge Division began to complete some of the Contracted areas starting in August of current year.  I am attaching a file with said locations.

 

• Road & Bridge (R & B) Crews have mowed approximately 36 miles of roadways that would’ve been mowed by the Contractor.
• In addition to the roadways that have been mowed since September, R & B Staff have also completed sidewalk/pathway clearing and trimming (24.33 miles). This also includes Archer Braid Trail clearing as on the attached file.
• Staff is currently on NW 16th Blvd/NW 16th Ave from NW 43rd St. to NW 34th Street moving east to Waldo and Kincaid Loop.

 

I am also pleased to say, that thanks to an aggressive campaign to fill current vacancies, the Road & Bridge Division is down to 21 vacancies not including 6 employees currently being processed to be hired.  Yesterday, November 8, 2022, a total of 5 employees began work with the Road & Bridge Division.