AGENDA MEMORANDUM

 

 

Meeting Date:           August 9, 2010

 

From:                          Paul Kalv, Electric Utility Director

 

Subject:                      Resolution authorizing waiving of the competitive bid process and execution of a construction services agreement with Progress Energy

 

 

Staff Recommendation:

Staff recommends execution of the construction services agreement with Progress Energy for $169,500 and an additional $21,000 for owners contingency.  The total value of the agreement is $190,500.00.

 

Analysis:

The Electric Department requests the City Commission waive the competitive bidding process and approve execution of the construction services agreement with Progress Energy.

 

Lake County is scheduled to widen the bridge on Picciola Road.  The electric department currently has utility poles located next to the bridge.  In order for the County to complete the widening project, the Leesburg utilities must be moved.

 

The City currently does not have an engineer on staff to design the project.  The project will also require the use of self supporting poles located in the water.  City crews do not have the experience necessary to install the self-supporting poles.

 

Paul Kalv, Electric Utility Director, requested a proposal from Progress Energy for engineering design and construction services to relocate this section of distribution line.  Progress Energy submitted the attached proposal.

 

Procurement Analysis:

The Electric Department has requested the Commission waive the competitive bid process and execute the agreement with Progress Energy.  The completion of this work, while not an emergency, is a time sensitive project.  The City must relocate their utilities in advance of the County’s contractor starting their work for the bridge widening on Picciola Road.

 

The following excerpt from the City Purchasing Policy does provide for the City Commission to waive the competitive process should they desire.

“The City Commission shall have the power to waive all or any of the above requirements of this Purchasing Policy, if in the opinion of a majority of its members; it is beneficial or expeditions to the City to do so.”

 

Staff feels the price provided is reasonable and provides a turnkey project with Progress Energy serving as the design engineer and construction contractor.

 

Options:

1.  Approve the resolution authorizing an agreement with Progress Energy for a total amount of

     $190,500.00; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

The total cost of the agreement is $190,500 which includes $21,000 for owner contingency.  This project is not budgeted and will require a budget adjustment to appropriate fund balance.

 

Submission Date and Time:    8/5/2010 4:35 PM____

 

Department:    IT/Communications______

Prepared by:  Mike Thornton__________                     

Attachments:         Yes __X__   No _____

Advertised:     __ Not Required ___X___                     

Dates:   __________________ ________                      

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. _041-1099-531.63-10___

 

Project No. __410004_____________

 

WF No. _____WF00672864 / 001____

 

Budget  _____$0.00_______________

 

Available ____$0.00           _________


 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE WAIVING OF THE COMPETITIVE BID PROCESS AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONSTRUCTION SERVICES AGREEMENT WITH PROGRESS ENERGY FOR RELOCATING A DISTRIBUTION LINE ALONG PICCIOLA ROAD TOTALING $190,500.00; AND PROVIDING AN EFFECTIVE DATE.

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the City Commission has waived the competitive bid process and the Mayor and City Clerk are hereby authorized to execute an agreement with PROGRESS ENERGY whose address is 3300 Exchange Place, Lake Mary, Florida 32746 for construction services relocating an existing distribution line along Picciola Road in preparation of Lake County widening the bridge across an existing waterway.

 

             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 __9th___ day of _August________ 2010

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk