AGENDA MEMORANDUM

Meeting Date: February 22, 2010

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

Subject:                      Resolution authorizing an agreement with Jones Edmunds and Associates to provide support services to complete JPA documents associated with the Perkins to Griffin water line project

Staff Recommendation:

Staff recommends approval of Task Order No. 6 with Jones Edmunds and Associates to provide engineering services to complete the JPA documents for the Perkins to Griffin water line project for $75,000.00.

Analysis:

The City Commission approved an agreement with Jones Edmunds and Associates (JEA) to provide engineering services associated with the JPA during its regular meeting of December 14, 2009.  That agreement was for  $74,900, on a Time-and-Materials basis.

The task of conforming our documents and specifications to FDOT requirements has proven far more time-consuming than staff anticipated.  In addition, after meetings and discussions with FDOT, some portions of the project required redesign – this was necessary in order to avoid what staff believed to be a potential to incur grossly excessive costs for Maintenance of Traffic and Pavement Restoration due to constraints imposed by FDOT.  The original authorization has been used up by this work, so it becomes necessary to authorize JEA for additional work to complete the final documents.

It should be noted that JEA worked closely with staff during the redesign work; this cooperation produced a design that not only avoided the excessive costs noted above, but served to reduce the estimated construction costs from $1.7 million to $1.2 million.

The JPA process is in Phase III on the attached flowchart, so we are nearing the point of being able to finalize all of the drawings and specifications as required by FDOT.  This proposal is presented as a Time-and-Materials, Not to Exceed fee.

Options:

1.  Authorize the Agreement for $75,000.00; or,

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

There are sufficient budgeted funds available for this project to cover this expense.

Submission Date and Time:    2/19/2010 10:07 AM____

Department: Environmental Services Prepared by:  R. Sharp Attachments:         Yes X    No ______ Advertised:   ____Not Required ______ Dates:   __________________________                      Attorney Review :       Yes___  No  X _________________________________            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  ____$1,700.976.00_______ Available ___$507,392.00________

RESOLUTION NO._______________

A Resolution of the City Commission of the City of Leesburg, Florida, authorizing the Mayor and City Clerk to execute Task Order Number 6 to Jones Edmunds and Associates for JPA Support Services to complete JPA documents associated with the Perkins to Griffin Water Line Project for $75,000; 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 Task Order No. 6 with Jones Edmunds & Associates, Inc. whose address is 730 NE Waldo Road, Gainesville, Florida, 32641 for JPA support services to complete JPA documents.

 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 _22nd____ day of __February_____ 2010.

                                                                            __________________________________

                                                                             Mayor

ATTEST:

____________________________________

City Clerk