Gadsden County commissioners seek December extension for old courthouse renovation grant amid procurement concerns

County staff asked the Gadsden County Board of County Commissioners on May 5 to approve an amendment to a Florida Department of State, Division of Historical Resources grant (assessment number 25-100-009) that would extend the grant period for the old courthouse renovation, phase 2, through December 2026 so remaining restoration work can be completed.

The request was described by staff as necessary because architectural drawings are not yet finished. "I've actually done the first review of the architectural drawings on this project…hopefully we have like 80 or 90% here shortly so we can go out to bid," said Morris, a county staff member involved in the project. Staff told commissioners the work would include roof repair, restoring steps to historical condition, window and cupola work and interior floor restoration.

The board used the presentation to press staff about procurement history and timelines. Commissioners asked why the architect firm CRA was the firm completing the work and whether CRA had previously been approved to receive multiple county projects. "If those individuals aren't able to meet those timelines, then we have to move to someone that can meet those timelines," the board chair said, urging stronger contractual deadlines.

Several commissioners raised concerns that concentrating work with one firm discouraged local contractors from bidding. One commissioner argued that some contractors "landlocked" the market by winning successive contracts and that local firms might stop applying if they believe they cannot compete. Another commissioner moved to avoid public disparagement until staff provided the contract documentation: "We cannot sit and say what CRA has or has not done because we're not looking at the contract," the commissioner said, urging the administrator to provide the supporting documents before the board draws conclusions.

Staff estimated the grant was approximately $500,000 and said an extension to December would allow the county to complete the scope of work if the board approves the amendment. Staff said the architect is being pushed to complete plans within the next two weeks so the county can proceed to bid.

The board did not record a final vote on the amendment in the transcript. Commissioners directed staff and the county administrator to provide the underlying contract documents and procurement records before the board takes further steps; several asked that future contracts contain clearer deadlines and enforcement clauses so the county can hold contractors accountable. The board also discussed procurement policy changes that would permit awarding to the next qualified bidder when a vendor fails to meet contractual deadlines.

Next steps: staff will produce the requested contract and procurement documentation and return the item to the board for formal action at a later meeting.