Meeting Date:           November 23, 2009


From:                          Raymond S. Sharp, Director, Environmental Services/Public Works


Subject:                      Resolution authorizing Utility Work by Highway Contractor Agreement and Memorandum of Agreement between State of Florida Department of Transportation and the City of Leesburg



Staff Recommendation:

Staff recommends approval of the resolution which will provide for potable water main construction as part of the Florida Department of Transportation’s (FDOT) Perkins to Griffin project.  The estimated cost of the water line is $1,534,753.00, inclusive of FDOT required contingencies and special conditions.



The FDOT’s Perkins to Griffin project is scheduled for a contract let date of May 26, 2010.  The City has designed and permitted a necessary water line replacement project that will occur as part of that project.  The water line replacement will eliminate utility conflicts with FDOT’s design and construction work and will upsize the entire segment of water line.  The latter will provide a badly needed improvement in service to the northwest service area for our customers and for fire protection.  As part of the design process, the City’s consultant performed hydraulic modeling of the water distribution system and evaluated several alternatives.  The most expensive alternative did not improve service proportionately to its increased cost, so a less expensive alternative was selected as the most cost-effective alternative for design and construction.  The more cost-effective alternative still offers improvements which far exceed the minimum requirements for service and fire flow.  This alternative will install a new 12” water main, together with new hydrants and services.


As has been our practice with large projects, staff conducted a constructability review of the finished design as well as a review of estimated construction costs.  For this purpose, we coordinated with a local contractor with extensive experience with FDOT projects and considerable knowledge of the City’s requirements, practices and procedures.  The outcome of the constructability review was a recommendation that the City should consider performing this project through a joint participation agreement with FDOT; the contractor suggested several areas in which there could be substantial cost savings if this work were performed concurrently with the FDOT project.  The contractor also observed that scheduling the work could be a problem if the work were performed separately because of special conditions that FDOT would impose on the City’s permit.  As an aside, staff wishes to acknowledge the cooperation, assistance and professional advice provided throughout this process by Howard Hewitt and his staff, at no cost to the City. 


Subsequently, staff discussed these recommendations with the consultant and requested a cost comparison.  Staff and the City’s consultant also discussed the matter with FDOT personnel.


The City’s consultant agreed in general with the contractor’s constructability review.  A cost comparison of the two methods of performing the work (as a separate, independent project or under an agreement with FDOT) suggested that cost savings could be substantial if the work were performed under an agreement with FDOT; it is possible that the cost savings could be in the range of $500,000 to $1,000,000.  This estimate is generally consistent with the estimates provided during the constructability review.  These savings largely arise because the restrictions that would be placed on the City with regard to time of day when construction is allowed, and restoration requirements that would be necessary to maintain daytime traffic would be eliminated if the work were performed under an agreement with FDOT, using FDOT’s contractor.


Given the benefits of scheduling, administration, and cost savings, staff is recommending that this work be performed under FDOT’s standard Utility Work by Highway Contractor Agreement.  This agreement requires a deposit equal to the City’s revised estimated cost, including contingencies and special conditions of $1,534,753.00.  The final cost will not be known until after FDOT finalizes their bid award, and may be adjusted upward or downward, based upon the actual bid for the work.



1.  Approve the Agreement in the amount of $1,534,753.00 as presented; or,

2.  Such alternative action as the Commission may deem appropriate.


Fiscal Impact

The current budget includes funding of $1,275,000 which consists of $570,000 in accumulated Impact Fees and $630,000 in available Renewal and Replacement funds.  A budget adjustment will be necessary to fund the additional $259,753 from available Renewal and Replacement funds.



Submission Date and Time:    11/19/2009 4:47 PM____


Department: Environmental Services

Prepared by:  R. Sharp                     

Attachments:         Yes X    No ______

Advertised:   ____Not Required ______                     

Dates:   __________________________                     

Attorney Review :       Yes X   No ____



Revised 6/10/04


Reviewed by: Dept. Head rss


Finance  Dept. _______JB_________                                     


Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________


Account No. _043-3099-533-6310___


Project No. 430002____________


WF No. ___407145/3__________


Budget  ___$1,275,000_________


Available __$1,275,000__________


RESOLUTION NO._______________


A resolution of the City Commission of the City of Leesburg, Florida, authorizing the Mayor and City Clerk to Execute a Utility Work by Highway Contractor Agreement and memorandum of agreement between the State of Florida Department of Transportation and the City of Leesburg for potable water main construction as part of the Perkins to Griffin project for approximately $1,534,753.00; 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 authorized and directed to execute a Utility Work by Highway Contractor Agreement  and Memorandum of Agreement between the State of Florida Department of Transportation and the City of Leesburg; in the form attached as Exhibit “A” to this resolution.


             THIS RESOLUTION shall become effective upon its passage and adoption according to law.


PASSED AND ADOPTED at the regular meeting of the City Commission of the City of Leesburg, Florida, at a regular meeting held the _23rd____ day of _November __ 2009.












City Clerk