Action Agenda – Item 8C

Review of a decision to award bid for RFP 26-06 Road resurfacing and Repairs.

The General Manager presented the results of RFP 26-06 for roadway resurfacing repairs. He explained that the Board had previously approved utilizing a piggyback contract through the City of Sebring for the District’s 2026 roadway resurfacing program. However, during the procurement process, staff determined that the Sebring contract would expire before completion of the District’s project. To ensure compliance with the District’s procurement procedures and provide greater flexibility for future roadway projects, staff elected to solicit the District’s own competitive bid for a three-year contract.

The solicitation was advertised in May 2026 and closed on July 3, 2026. Two bids were received:

• Excavation Point, Highlands County
• Cobb Site Development, Wauchula

The General Manager explained that bids were submitted on a unit-price basis. The District Engineer evaluated both proposals using identical project quantities representative of a one-half-mile roadway resurfacing project. Based on that analysis, the estimated cost using Excavation Point’s bid was approximately $114,000, compared to approximately $240,000 using Cobb Site Development’s bid. Staff noted that both firms met the bid requirements and received satisfactory evaluation scores; however, Excavation Point provided the lowest overall cost based on the unit pricing submitted.

The proposed contract establishes unit prices for a three-year term, allowing the District to more effectively plan annual roadway resurfacing projects while reducing reliance on another agency’s procurement schedule. The agreement includes provisions for limited annual price adjustments in accordance with the contract terms.

During Board discussion, President Norton requested clarification regarding the scope of work. The General Manager explained that the contract applies to major roadway rehabilitation projects, including milling and resurfacing, full roadway reconstruction, and similar capital improvements, and does not include routine pothole repairs, which are performed by District staff. The General Manager further explained that each year staff would present a recommended list of road segments for Board approval based on the annual roadway maintenance budget.

At the request of the Board, staff agreed to bring back the previously approved list of roadway projects for informational purposes.