AGENDA MEMORANDUM

 

 

Meeting Date:           December 14, 2009

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of a construction services agreement with Beesley Construction Co., LLC for construction of the Fountain Lake Trail project.

 

 

Staff Recommendation:

Staff recommends execution of the construction services agreement with Beesley Construction Co., LLC for construction of the Fountain Lake Trail project for a total amount of $310,032.79.  Of this total amount $66,000 is owner contingency for the installation of selected amenities along the trail.

 

Analysis:

The purpose of this project is to construct approximately 3,850 feet, almost 3/4 of a mile of multi-purpose recreational trail.  This trail section will begin at Canal Street and end at 13th Street passing behind Fountain Lake Park.  This project is funded with Florida Recreation Development Assistance Program (FRDAP) and matching City funds from Recreation Impact Fees.

 

Construction of the trail will include a small, 3-stall parking lot at Canal Street in addition to the actual trail.  The bid prices came in well below the estimated amount of approximately $450,000.00.  This has left remaining funds from the FRDAP.  In order to spend the remaining FRDAP funds, $66,000.00 must be spent above the award amount of $244,032.79.  The $66,000 will be used to construct an additional parking lot on the west side of 13th Street and install benches and trash receptacles along the trail.  Amenities that were not included in the design because it was believed there would not be enough money.

 

The City will also have money remaining in the Recreation Impact Fees fund as a result of the lower construction cost.  The City is working with Riddle Engineering for trail design along trail ROW east of Canal Street.

 

Procurement Information

 

On August 31, 2009 the Purchasing Division issued Invitation to Bid (ITB) 90151 soliciting qualified and interested firms to submit bid responses for this project.  The ITB was advertised in the Daily Commercial, Orlando Sentinel and posted on-line through BidSYNC.

 

On October 7, 2009 a total of four responses were received.  On this date it was discovered there was a discrepancy between two city issued sources regarding the time bids were due.  The ITB document stated bids were due no later than 10:00 AM.  On the City controlled website (BidSYNC) the due time was posted as 2:00 PM.

 

At 10:00 AM three bids had been received and were publicly opened.  At approximately 12:20 PM the preliminary bid tabulation listing the bids received was e-mailed to all parties that attended the pre-bid meeting.  At approximately 1:10 PM a fourth vendor came to Purchasing to personally submit a bid.  They believed the bids were due no later than 2:00 PM according to the information posted on the website.  The preliminary bid tabulation had been e-mailed to the fourth vendor.  It cannot be determined if this vendor had read the e-mail.  We can only assume they did and therefore the bid they were submitting could be tainted based on knowing the bids of the other three vendors.  The bid from the fourth vendor was publicly opened and recorded shortly after 2:00 PM.  The fourth and final bid received was the lowest bid received.

 

After considerable consultation with the City Attorney it was determined the best, while not ideal, solution to this problem was to reject all bids and allow those vendors that had attended the mandatory pre-bid the opportunity to rebid if they were still interested.

 

October 12, 2009 the Purchasing Division issued bid addendum number 3 rejecting all bids and inviting rebids form qualified (attended the pre-bid meeting) and interested firms to submit a rebid no later than October 19, 2009 at 2:00 PM.

 

At that time six responses were received and are summarized here for your review.

 

Vendor Name / Location

First Bid

Re-Bid

Beesley Construction

Leesburg, FL

$345,876.00

$244,032.79

Pospiech Contracting

Inverness, FL

$287,739.74

$257,301.07

Professional Dirt Service

Eustis, FL

No Bid

$274,576.00

Paqco, Inc.

Leesburg, FL

 

$276,907.50

Superior Asphalt of Central Florida

Mt. Dora, FL

$ 331,164.96

$331,161.96

D.A.B. Constructors

Inglis, FL

No Bid

$436,227.35

 

 

Options:

1.  Execute the agreement with Beesley Construction, Co., LLC; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

Available funds from Fiscal Year 2008-09 will be rolled to be current year. This project is funded from Recreation Impact Fees with matching Florida Recreation Development Assistance Program funds.

 


Submission Date and Time:    12/10/2009 5:13 PM____

 

Department: ___Public Works__________

Prepared by:  ___Terry Pollard______                      

Attachments:         Yes____   No __X____

Advertised:   _X___Not Required ______                     

Dates:   __August  30, 2009_____________                     

Attorney Review :       Yes___  No __X__

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. _________JB_______                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. 031-8124-572.63-10___

 

Project No. _310081____________

 

WF No. ____WF065420 / 005____

 

Budget  ____  600,000 __________

 

Available ____519,660 __________


 

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 BEESLEY CONSTRUCTION, CO., LLC FOR CONSTRUCTION SERVICES FOR THE FOUNTAIN LAKE TRAIL PROJECT FOR $310,032.79 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 BEESLEY CONSTRUCTION CO., LLC whose address is 2115-J Citrus Blvd., Leesburg, Florida for the Fountain Lake Trail construction services pursuant to Invitation to Bid 90151. 

 

             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 _14th____ day of  __December____ 2009.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk