City awards kayak launch bid to Southeastern Docks and Decks

Submitted by Suanne Z. Thamm
Reporter – News Analyst
June 8, 2016 2:37 p.m.

At their June 7, 2016 Regular Meeting, the Fernandina Beach City Commission (FBCC) overrode a staff recommendation to award the job of constructing a kayak launch at Egans Creek Park to the Dunmar Group, opting instead to award to Southeastern docks and Decks, the firm with the most successful experience in building docks on Egans Creek.  This was the FBCC’s second discussion of the bid award, which had been sent back to staff with requests for additional information following initial discussion at the FBCC’s May 17, 2016 Regular Meeting.

In introducing the item, City Manager Dale Martin reported that representatives of the two lowest bid firms – Dunmar Group and Southeastern Docks and Decks — had been invited to attend the meeting, and commissioner requests for additional information on the bids and bidders had been turned over to Parks and Recreation Department Director Nan Voit for response.

Commissioner Roy Smith spoke first and addressed his remarks to Voit. “Three weeks ago when we first talked about this matter, I said—and Commissioner Poynter agreed with me—that we needed an engineering assessment on the depth of pilings needed [for the kayak launch]. I got what you provided: basically the same thing that was in the bid package. … I still want to see the engineer’s assessment. I’m not going to vote to spend the city’s money on something that I think could fail.”

In response to a question from Smith, Voit clarified that Dunmar Group (the firm she had recommended), had not done previous work for the city but has done several different projects on contract for the county.

Smith told Voit, “I am very disappointed that information I requested three weeks ago and didn’t get the information. There are people who want to move forward with this project.”

Voit responded by explaining the nature of the design build contract, which the city has used for many projects in the past. She said that the engineer has already met with the contractor and subcontractor, and that the final design will come back to the city for review and permitting. “It’s typically a quicker process, less back and forth, a more efficient way for smaller projects.”

Smith replied, “Let me say something. As most people know, I was in road construction all my life. I’ve bid various projects, including design build projects. The bid package provided with this item is insufficient to the bidders. You refer back to the dock plans, which say, I believe 12-15 feet below the mud line …”

Voit disagreed.

Smith continued, “In order to do a design build, you must be very specific what you want [the bidders] to do. … This was very open ended …”

Voit reminded Smith this was not the first design build project her department has done. She cited several pool projects. “We dealt specifically with the contractor,” she said, “and the design came back to us before permitting. It just eliminated dealing with the engineer.”

Smith responded, “You put out a very poor bid package. I mean, I’m very familiar with this. You may think that I don’t know what I’m talking about but I’m very familiar with the design build process. And this was a terrible bid package. I’m not willing to spend the city’s money on something that I think is going to fail.”

Smith made a motion to throw out the current bid, get an engineer to design the project, and rebid it. “We either pay for the engineering up front or include it in the design build project. But this way we make sure that everyone is bidding on the same subject.” He did not receive a second to his motion.

Vice Mayor Robin Lentz did not second the motion but asked to speak. She said that she had not been as concerned about the engineering as she was about the depth of the pilings following Adam Wilson’s presentation at the May 17, 2016 FBCC meeting. Wilson was representing Southeastern Docks and Decks, the second lowest bidder on the kayak launch project. She said that she was not able to find any information addressing Wilson’s points in the information that had been provided to commissioners. She also expressed concern that Dunmar Group, the recommended bidder, had produced no marine related projects as examples of work they had done.

Southeastern Docks and Decks, on the other hand, has built most of the docks on Egans Creek. She expressed concern that whereas Dunmar Group’s bid was lower, perhaps the amount bid was insufficient to ensure a long-lasting product. “I agree with Commissioner Smith,” she said, “that when spending city money on a project, I want it to last.”

Commissioner Tim Poynter said, “This is where I come down on this. I agree with Commissioner Smith that it’s always nice to have a design before you go out to bid. Having looked at the bids, I am not as concerned about that [in this case]. I have spoken to an awful lot of people who have had their docks [on Egans Creek] built or repaired by Adam [Wilson, Southeastern Docks and Decks]. And I’ve got to tell you with every additional referral I talked with people who had even greater compliments for his work. Jay Mock said that the dock he put in 14 years ago is as good today as it was when it was first put in. … No one can know Egans Creek better than this guy (Wilson), because he’s probably put in every dock on Egans Creek. So, no surprises. If he’s got to go down 40 feet, he’ll go down 40 feet.”

Poynter continued, “At the end of the day I think it is important for us, since we’ve already broken ground on the park, to move ahead. If we go out for engineering and rebid, we’ll probably delay the start of this project by three months. I’m confident that the second bidder [Southeastern Docks and Decks], even though it’s more money, would be money well spent.”

Poynter then made a motion to award the bid to Southeastern Docks and Decks. Lentz seconded his motion.

Commissioner Len Kreger added that he has had a lot of experience with building projects and noted that design build is a difficult process to use. He said, “I think we need to look closely at our process. There seemed to be a lot of confusion with what was going on and what our interpretations were. We need to look at that in the future and clean it up and do a better job of writing specifications so we can actually go out and get qualified bidders who are bidding apples to apples.

Commissioners voted 5-0 to approve Poynter’s motion. After the vote, Mayor Johnny Miller thanked Poynter for all his research. He also thanked Voit, saying that he knew she has used this process for a while.

Voit said, “This is a good opportunity to evaluate project management in the city, when you have people with different experiences.”

Miller expressed his gratitude that the city will be able to keep moving along with the Egans Creek Park.

No representatives from the firms that had bid the project spoke to this item. Nor did anyone else from the public.

City Attorney Tammi Bach asked the City Manager to wait six days until any permits are issued to begin work on the kayak launch. This would allow time for a bid protest, if any. The city is not bound to award projects to the lowest bidder. The bids received for this project: Dunmar Group, $149K; Southeastern Docks and Decks, $171K; and Harbor Marine Dock, $263K.

Editor’s Note: Suanne Z. Thamm is a native of Chautauqua County, NY, who moved to Fernandina Beach from Alexandria,VA, in 1994. As a long time city resident and city watcher, she provides interesting insight into the many issues that impact our city. We are grateful for Suanne’s many contributions to the Fernandina Observer.