AGENDA MEMORANDUM

 

 

Meeting Date:           February 8, 2010

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of a construction services agreement with Hewitt Contracting Company for airport runway and taxiway improvements

 

 

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of the agreement with Hewitt Contracting Company for a total amount of $1,163,535.10.

 

Analysis:

Runway 3/21 was last overlaid in the early 1980’s.  A pavement study conducted by the Florida Department of Transportation (FDOT) found the runway to be in fair to poor condition and recommended it be overlaid in 2009.  Design and engineering of the project was completed in 2008.  Due to budgetary constraints, the construction portion of the project was postponed until now.  Funds for the City match on the project have been allocated in the current fiscal year.

 

The City was awarded a Florida Department of Transportation (FDOT) grant for improvements to runway 3-21.  The City Commission approved acceptance of the grant with execution of the Joint Participation Agreement (JPA) on October 12, 2009.  The original JPA provided $500,000 (80%) from FDOT and a City match of $125,000 (20%) for a total project cost of $625,000.

 

In addition to runway 3-21 resurfacing, additional work planned for the future included the construction of a new taxiway “E” and construction of a new Runway Safety Area (RSA) at the south end of the runway 3.  Resurfacing of taxiways “B”, “J” and “K” with a long-wearing granite slurry seal were also added to the future construction plans. The original grant did not provide funds for the additional work and FDOT recognized it would be completed in phases.  Availability of funds from FDOT for the other planned work looked promising but no definite timeline was provided.

 

With bids received and construction amounts known for the runway resurfacing and the planned future construction, the airport manager worked with FDOT staff to identify additional funding in an attempt to complete the runway resurfacing and all three future construction items.  FDOT has identified an additional $496,428.00 for the project.  A supplemental JPA providing $496,428 (80%) grant funding for the cost of all items, runway 3-21 and all three additive alternates has been received by the City.  Commission will consider acceptance of the supplemental JPA resulting in funding for all items, current and planned, on the project.

 

The breakdown of the revised JPA is:

 

Funding Source

Original JPA

Supplemental Amount

Totals

JPA + Supplemental

FDOT (80%)

$500,000

$496,428

$996,428.00

City (20%)

$125,000

$124,107

$249,107.00

Totals

$625,000

$620,535

$1,245,535.00

 

 

Procurement Analysis:

On November 30, 2009 the Purchasing Division issued Invitation to Bid 100041 requesting interested and qualified parties to submit bids on the base bid for runway 3-31 rehabilitation as well as bids for three additive alternates previously described.  On January 12, 2010, responses from five interested companies were received and are summarized here for your review.

 

Purchasing Staff, as well as the engineer of record, Hanson Professional, have evaluated the bids received.  Hewitt Contracting Company is deemed the lowest responsible and responsive bidder.  The engineers’ recommendation of award letter is attached for your reference.  Hewitt is the low bidder as well as a qualifying local vendor.

 


SUMMARY OF BIDS

 

Vendor Name

Total Bid

All Items

Runway 3-21 Resurfacing

--

Base Bid

Taxiway E

--

Additive

Alternate 1

RSA Const.

--

Additive

Alternate 2

Taxiway Resurfacing

--

Additive Alternate 3

 

Hewitt Contracting

(Okahumpka)

 

$1,163,535.10

$794,185.00

$81,956.50

$101,021.60

$186,372.00

 

C.W. Roberts

(Tallahassee)

 

$1,195,795.75

$797,957.60

$119,473.05

$82,633.10

$195,732.00

 

Middlesex Corporation

(Leesburg)

 

$1,425,918.60

$982,444.20

$116,606.80

$127,707.60

$199,160.00

 

Ranger

(Winter Garden)

 

$1,459,249.75

$999,878.00

$123,490.12

$127,501.85

$208,379.78

 

D.A.B. Constructors

(Inglis, FL)

 

$1,460,962.77

$977,481.21

$122,776.80

$158,316.77

$202,388.00

 

 

Options:

1.  Approve the resolution authorizing execution of the agreement with Hewitt Contracting

     Company; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

The City contribution or match for construction services is $232,707.02.  FDOT will reimburse the City $930,828.08 for their portion.  Funds for the City portion have been budgeted and are available in the account listed.


 

Submission Date and Time:    2/4/2010 10:46 AM____

 

Department: _Airport_______________

Prepared by:  _Mike Thornton_____                     

Attachments:         Yes__X_   No ______

Advertised:   Yes__Not Required ______                     

Dates:   November 29, 2009__________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. 031-1821-542-63-10___

 

Project No. ____300008________

 

WF No. __425490/2___________

 

Budget  ___1,500,000___________

 

Available __1,500,000___________


 

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 HEWITT CONTRACTING TO PROVIDE CONSTRUCTION SERVICES IN THE REHABILITATION OF RUNWAY 3-21 AND VARIOUS WORK ON ASSOCIATED TAXIWAYS FOR $1,163,535.10; 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 HEWITT CONTRACTING COMPANY whose address is P.O. BOX 490967, LEESBURG, FLORIDA, 94749 for construction services to rehabilitate runway 3-21 and 3 additive alternates for taxiway improvements to taxiways “B”, “J” and “K” at the Leesburg International Airport pursuant to Invitation to Bid 100041.

 

             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 __8th__ day of _February_ 2010.

 

 

 

                                                                            _________________________________

                                                                             Mayor

 

ATTEST:

 

 

______________________________

City Clerk