AGENDA MEMORANDUM

Meeting Date:           September 27, 2010

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution approving execution of an agreement with Mott Concrete, Inc. to construct a parking lot at the City Employee Wellness Center

Staff Recommendation:

Staff recommends approval of the agreement with Mott Concrete, Inc. for construction services in the amount of $17,850.00.

Analysis:

An agreement of this dollar value does not require commission action and is normally not presented.  This agreement is being presented with the building renovation contract to provide a true project cost.

City ordinance requires a parking lot to be constructed in order to use the current Cultural Arts Building as an Employee Wellness Center.  This would be no different than a business wanting to use the building for commercial purposes.  A parking lot would be required.

The Public Works/Engineering Division provided the design of an eight stall parking lot located behind the building adjacent to Ball Park Road.  Given the close proximity to Lake Harris, the low water table is a concern with any construction project in the area.  The Cultural Arts Building is actually constructed on top of many concrete pilings driven into the ground.

The shallow water table caused concern in the design of the parking lot.  Public Works provided designs for two construction methods.  The City accepted quotes on a base bid of constructing the parking lot with Asphalt and an alternate bid to construct the parking lot using concrete.  Constructing the parking lot from concrete is the preferred method not only because of the water table concerns but also for improved wear and long term maintenance.

The Purchasing Division placed the project out to bid and invited 5 local firms to provide quotes.  Quotes from four vendors were received and are summarized here.

BID TABULATION

Vendor Name	Base Bid – Asphalt	Alternate Bid – Concrete
Mott Concrete, Inc. Location: Okahumpka	No Bid	$17,850.00
Professional Dirt Service Location: Eustis	$17,936.80	$20,000.00
Beesley Construction Location: Leesburg	$21,997.00	$21,984.00
Paqco, Inc. Location: Leesburg	$22,225.00	No Bid

Public Works has reviewed the bids and determined the alternate bid of concrete from Mott Concrete, Inc. to be the lowest bid and best value to the City.

Options:

1.  Approve execution of the agreement with Mott Concrete, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

Initial estimates associated with this project have been revised to $150,000 from $100,000.

A budget adjustment in the amount of $17,850 will be necessary to fund the costs associated with this project.  Fund balance is available in the Healthcare fund and will be transferred to the Capital Projects Fund to provide the funding associated with renovation of the Wellness Center.

Submission Date and Time:    9/22/2010 5:06 PM____

Department: _Public Works____________ Prepared by: _Mike Thornton______                      Attachments:         Yes_X__   No ______ Advertised:   ____Not Required __X___ Dates:   __________________________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. _____JB___________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. _031-1341-519.62-10__ Project No. __310064____________ WF No. _____WF0675883 / 003___ Budget  _______$150,000_________ Available ______$150,000_________

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 MOTT CONCRETE, INC. TO PROVIDE CONSTRUCTION SERVICES FOR THE EMPLOYEE WELLNESS CENTER PARKING LOT CONSTRUCTION FOR A TOTAL AMOUNT OF $17,850.00; 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 MOTT CONCRETE, INC. whose address is 3745 Rogers Industrial Park Road, Okahumpka, Florida 34762 for construction of a parking lot at the City Wellness Center pursuant to informal bid 100451.

 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 27th day of September 2010

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk