AGENDA MEMORANDUM

 

 

Meeting Date:           January 25, 2010

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of an agreement with Beesley Construction Co., LLC for the Lake Lucerne Water Quality Improvement and Shoreline Restoration construction services

 

 

Staff Recommendation:

Staff recommends approval of an agreement with Beesley Construction Co., LLC (Beesley) for $53,323.00.

 

Analysis:

The purpose of this project is to improve the water quality in Lake Lucerne generally located near W. Dixie Ave. between Euclid Ave and S. 12th Street. The construction project has two components,  part A & B.

 

Part A provides improvements to the storm water runoff infrastructure in the area with the installation of a storm water treatment structure or baffle box and new piping flowing into the baffle box.  The purpose of the baffle box is to remove solids from the storm water flowing into the lake.  The baffle box will be installed below ground near the intersection of Carlton and 11th Streets. 

 

Part B of the project involves shoreline restoration.  The contractor will remove sediment build-up in two locations and restore the shoreline and bank contours to desired slopes and elevations. Removal of the sediment will improve the water quality and allow storm water to properly flow into the lake.

 

Procurement Analysis:

On November 9, 2009 the Purchasing Division issued Invitation to Bid 100051.  The solicitation was advertised in local newspapers and on-line.  On December 8, 2009 the City received sealed bids from seven (7) interested contractors.

 

Purchasing staff working with the Project Engineer, AECOM USA began evaluating the bid of the apparent low bidder Beesley Construction.  The bid submitted was considerably lower than bids submitted by other firms and the engineers’ opinion of probable construction costs.

 

Absent a precedent or policy for significantly low bids submitted by vendors, staff provided Beesley an opportunity to confirm their submitted bid was valid and accurate.  On December 23, 2009 Beesley responded to the City’s Bid Verification request stating the firm had not made an error and reaffirmed their bid as submitted.  The Bid Verification Request is attached for your review.  It is important to note Beesley was provided only two options, 1) confirm their bid amount was accurate and meet to discuss the amount, or 2) acknowledge a mistake was made and their bid amount was not accurate.  Had they made a mistake they would have been disqualified as non-responsive.  They would not have been able to provide the required services and materials for the amount bid.  An option to revise the bid amount had it been in error is not an option for a sealed bid.

 

On January 4, 2010 staff and the project engineer met with Beesley representatives.  Numerous elements of the project were discussed.  Beesley provided reasonable responses and assurances they had not made a mistake and would complete a successful project.  The project engineer and environmental services staff are confident Beesley did not overlook any elements of the project when preparing their bid.

 

Based on Beesley’s assurances, acceptance by the engineer and a survey of their references staff has determined Beesley Construction to be the responsible and responsive bidder providing the lowest bid price for this project.

 

 

SUMMARY OF BIDS RECEIVED

BIDDER

Bid Amount

Part A

Bid Amount

Part B

Total

Bid Amount

Beesley Construction (Leesburg)

$32,507.00

$20,816.00

$53,323.00

R.J.P. Enterprises (Gainesville)

$80,593.76

$46,933.54

$127,527.30

Lyric Services, Inc. (Brooksville)

$47,274.75

$85,663.75

$132,938.50

Professional Dirt Service (Eustis)

$45,973.00

$101,700.59

$147,673.50

Croft Contracting, Inc. (Inverness)

$85,879.20

$151,684.50

$237,563.70

Superior Asphalt (Mt. Dora)

$110,612.50

$161,873.00

$272,485.50

Paqco, Inc. (Leesburg)

$49,275.00

No Bid

$49,275.00

 

The majority of both part A and B of the project are grant funded by the Lake County Water Authority (LCWA) and Saint Johns River Water management District (SJRWMD).  SJRWMD has authorized $75,985.00 and LCWA authorized $96,305.00.  These amounts combined with a City match of $20,230.00 are to cover engineering and construction costs.

 

The grants are dollar amounts and are not percentages of the project cost.  The agencies committed specific amounts of funding to the project.  The lower than expected construction agreement amount of $53,323.00 will reduce the contributions required for all entities including the City.  The following tables present estimates of the contribution from each agency for the construction portion of the project.

 

 

Summary of Funding Sources

Beesley Construction Services Agreement Only

Project Part

LCWA

SJRWMD

City Match

Total

Part A

Water Quality Improvement

$16,253.50

$12,824.07

$3,429.43

$32,507.00

Part B

Shoreline Restoration

$10,408.00

$8,211.95

$2,196.05

$20,816.00

Totals by Agency

(Percent contribution)

$26,661.50

(50%)

$20,496.02

(39.5%)

$5,625.48 (10.5%)

$53,323.00

 

 

The following table presents the total cost for the construction services and materials of the project.  The $40,920.00 purchase cost of the baffle box approved by commission on November 9, 2009 is included in this table. 

 

Summary of Funding Sources

Construction Phase including Baffle Box (excludes engineering)

Project Part

LCWA

SJRWMD

City Match

Total

Part A

Water Quality Improvement

$36,713.50

$28,967.09

$7,746.41

$73,427.00

Part B

Shoreline Restoration

$10,408.00

$8,211.95

$2,196.05

$20,816.00

Totals by Agency

(Percent contribution)

$47,121.50

(50%)

$37,179.04

(39.5%)

$9,942.46 (10.5%)

$94,243.00

 

The project cost, including engineering services of $63,017.00 previously approved by the commission December 8, 2008, totals $157,260.00.

 

 

Options:

1.  Approve execution of the agreement with Beesley Construction Co., LLC; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

The City contribution for the construction portion, not including engineering, is estimated to not exceed $9,942.46. This includes the owner direct purchase of the baffle box approved by commission on 11/9/2009.  The actual amount will not be known until the funding agencies determine their contribution based on the actual project costs.

 

Submission Date and Time:    1/20/2010 5:50 PM____

Department: _Environmental Services___

Prepared by:  _Mike Thornton_______                     

Attachments:         Yes __X_   No ______

Advertised:   _X__ Not Required _______                     

Dates:   _November 8, 2009___________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. _________JB_______                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. __014-5171-537.63-10____

 

Project No. ___140002_____________

 

WF No. ______WF00515262/002____

 

Budget  ______$211,645.00    _______

 

Available _____$170,652.02_________


 

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 THE LAKE LUCERNE WATER QUALITY IMPROVEMENT AND SHORELINE RESTORATION CONSTRUCTION SERVICES; 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 2113-A CITRUS BVLD., LEESBURG, FLORIDA 34748, for the Lake Lucerne Water Quality Improvement and Shoreline Restoration construction services pursuant to Invitation to Bid 100051.

 

             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 25 day of January, 2010

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk