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