AGENDA MEMORANDUM

Meeting Date: November 9, 2009

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing execution of an Agreement with RTS Transformer, Inc. for Rewind of the Airport Transformer

Staff Recommendation:

Staff recommends execution of an agreement with RTS Transformer, Inc. in the amount of $613,563.20 for Rewind of the Airport Transformer.

Analysis:

On August 7, 2009, the Purchasing Division issued Bid #90411 for Rewind of the Airport Power Transformer located at 8747 County Road 44, Leesburg, Florida 34748.  This work is necessary to ensure continued electric service to the eastern sector of the city including the Leesburg Airport, Lake Sumter Community College, Lake Square Mall, Silver Lake, etc. 

This is the sole transformer servicing this area and if this aged transformer malfunctions, there is no backup to get power to the area. The work shall include the complete rewind of a base 18 MVA HK Porter power transformer, removal and replacement of all coils, all bushings, all gauges, wire, oil, valves, LTC, LTC control panel and installation of optional equipment. 

On September 15, 2009, the Purchasing Division received three (3) bid responses.  After reviewing the bids, the Electric Department chose RTS as being the most responsive, responsible vendor.   Their bid was also the lowest.  Purchasing staff has reviewed the bid responses for conformity to the terms, conditions and specifications of the bid as well as costs and agrees with the recommendation of the Electric Department. 

Options:

1.  Approve execution of the agreement with RTS Transformer, Inc. or;

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

Available funds from the 2007 Bond issue have been reallocated to cover $190,000.00.  A budget adjustment will be necessary to appropriate the remaining $423,563.20 from fund balance.  The appropriation of fund balance will be covered by the unbudgeted revenue from the Capital Projects Bond Proceeds (Transportation Improvements) to pay off the Sleepy Hollow lights totaling $703,503 approved by the Commission during the budget workshops.

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

Department: _Electric Department_____ Prepared by:  Armida Jones________ Attachments:   Y es_X__   No ______ Advertised:   X__Not Required ______ Dates:        8/6/2209__________________                      Attorney Review :       Yes___  No _X__ _________________________________            Revised 10/26/2009

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

Account No. 041-1099-531-6310__ Project No. _410012___________ WF No. ____WF0615068________ Budget  __  _$613,563.20_________ Available ___$613,563.20_________

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH  RTS TRANSFORMER, INC. FOR THE AIRPORT POWER TRANSFORMER REWIND; AND PROVIDING AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement with RTS TRANSFORMER, INC.  whose address is 2234 South Apopka Boulevard, Apopka, Florida 32703, for Airport Power Transformer Rewind pursuant to Invitation to Bid number 90411.

 THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the _9th___ day of _November________ 2009.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk