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Lake Helen staff present three bids for city hall repairs as funding questions remain
Summary
City staff told the commission three bids for city hall repairs ranged from $890,743.68 to $1,206,074.75 and recommended a selection committee review; council members raised concerns that the budget lacks matching funds required by some grant programs.
City staff presented the results of a sealed-bid process for repairs to city hall and asked the city commission to let a selection committee evaluate alternatives before a formal award. Staff said the three bids received were $1,206,074.75, $1,096,716.74 and $890,743.68 and that POND had reviewed the bids for accuracy.
"NanoGuard LLC has submitted the most favorable bid with the quickest estimated completion time, closest location to the site, and the lowest cost," a staff member said, and staff recommended the selection committee review the bids and alternatives to confirm the selected alternative meets the city's needs. Staff explained the selection committee will be appointed by the city administrator and must include at least three city employees.
Commissioners pressed staff on how the project would be funded. One commissioner said no money was included in the 2024–25 budget for city hall work and warned that many state and federal grants require a local match or "skin in the game." The commissioner asked how the city would pay roughly $890,743.68 if NanoGuard were selected and suggested rejecting the bids and releasing the bidders if the city cannot make the required local contribution.
Staff noted the city recently replaced the roof to prevent further water intrusion and said that work counts toward the city's local contribution for grants, but that additional funds would still be needed to secure outside funding. Staff also cautioned that listing the building on the state historic register could affect repair costs because historic standards can require restoration of original features.
Next steps: staff will convene a selection committee to review the bids and alternatives and return a recommendation to the commission for a future meeting.
