AGENDA MEMORANDUM

Meeting Date: November 9, 2009

From:                          Mike Thornton, Purchasing Manager

Subject:                      Ratification of City Manager emergency purchase approval of purchase request 41674 for underground conduit installation

Staff Recommendation:

Ratification of the City Manager emergency purchase approval of purchase request 41674 to Blue Ox Land Services, Inc for a total amount of $26,349.00.

Analysis:

This project involves the installation of underground conduit in the Dead River Road area of Lake County.  Our Communications Division will install fiber in the conduit when completed. The Communications Division requested this purchase be approved on an emergency basis.  This agenda item seeks ratification of the emergency purchase by the City Commission.

Lake County is constructing a storm water retention pond and associated piping.  The City has obtained a permit from the County to install conduit in their trench.  This is an excellent opportunity for our Communications utility.  The utility has tried unsuccessfully for years to obtain proper easements from property owners in this area.  Proper easements were not obtained during the original installation of some fiber in this area.  Some utilities are installed in areas with no easements.

If a problem were to occur in those areas without an easement, there is no guarantee crews would be able to access the property to perform repairs.  By using the County’s trench on this project proper easements exist and the City will be able to maintain the fiber network should it be necessary.

Blue Ox Land Services will install approximately 4,500 feet of 3-inch High Density Poly-Ethylene (HDPE) conduit provided by the City as they trench and install the drainage pipe for the Lake County project.  Blue Ox has started construction and started installing the City’s conduit on October 23, 2009.  The County determined the project schedule preventing City staff from seeking Commission approval prior to the project start date.

Options:

1.  Ratify the City Manager emergency purchase approval to Blue Ox Land Services, Inc; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The Dead River Re-route project was originally budgeted in fiscal year 2008-09.  Funds are available and will be rolled to the current fiscal year.

Submission Date and Time:    11/6/2009 12:56 PM____

Department: _IT/Communications______ Prepared by:  _Mike Thornton________                      Attachments:         Yes__X__   No ______ Advertised:   ____Not Required __X___ Dates:   __________________________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. __________JB______                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. _045-5099-539-xxxx_ Project No. __450002____________ WF No. _____WF0627310 / 003___ Budget  _____$30,000.00_________ Available ____$30,000.00_________