AGENDA MEMORANDUM

 

 

Meeting Date:           November 8, 2010

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of a First Amendment to an existing agreement with Superior Asphalt of Central Florida, Inc. for street resurfacing construction services and approving the expenditure of the fiscal year 2011budgeted amount of $520,000.00

 

 

Staff Recommendation:

Staff recommends execution of the First Amendment to the contract with Superior Asphalt of Central Florida, Inc. and approval of the $520,000.00 expenditure budgeted for street resurfacing in fiscal year 2011.

 

Analysis:

The Public Works Department plans to resurface selected city streets each fiscal year as funding allows.  A listing of streets and street segments identified by Public Works for resurfacing is attached for your review.  This list may be amended based on street conditions and available funding when work actually begins.

 

On August 8, 2009 the City Commission approved an agreement with Superior Asphalt of Central Florida, Inc. with resolution 8464.  The original agreement was the result of a competitively bid solicitation, ITB 90281.  The City wishes to renew and extend the original agreement through September 30, 2011.  The contractor has agreed to reduce the per ton price of asphalt for quantities greater than 300 tons from $85.00 t0 $83.00 per ton.

 

Public Works typically completes all street resurfacing with a single mobilization.  All asphalt used will fall into the ‘projects of 300 tons or greater’ category of the schedule of items.

 

Staff would like the amendment approved in lieu of issuing a new formal solicitation.  According to the Florida Department of Transportation (FDOT), commodity prices related to asphalt products have increased since the original contract was awarded in August 2009.  The price reduction offered by the contractor will result in a savings to the City that staff believes would not be obtained through a competitive solicitation/bid.

 

Material / Commodity

August 2009

August 2010

% Difference

No. 2 Diesel Fuel

1.9186 / gal

2.3961 / gal

+24.8%

Asphalt Cement

1.6368 / gal

1.9786 / gal

+20.88%

Source:  http://www.dot.state.fl.us/Construction/fuel&bit/fuel&bit.shtm

 

Options:

1.  Approve the resolution authorizing the expenditure and execution of the amendment; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

The Public Works Department has budgeted $520,000.00 in the current fiscal year for street resurfacing which is funded from gas tax revenue.  The funds are available in the account listed.

 

Submission Date and Time:    11/5/2010 3:20 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. _031-5112-541.63-10__

 

Project No. __310051___________

 

WF No. ____WF 683457/1______

 

Budget  _____$520,000.00_______

 

Available ____$520,000.00_______


 

RESOLUTION NO._______________

 

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A FIRST AMENDMENT TO AN EXISTING AGREEMENT WITH SUPERIOR ASPHALT OF CENTRAL FLORIDA, INC. FOR STREET RESURFACING CONSTRUCTION SERVICES AND APPROVING THE EXPENDITURE OF THE 2011 FISCAL YEAR BUDGET OF $520,000.00 FOR STREET RESURFACING ACTIVITIES; 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 a first amendment to an agreement originally approved under resolution 8464 with SUPERIOR ASPHALT OF CENTRAL FLORIDA, INC. whose address is PO Box 490697, Leesburg, Florida  34749-0697 for construction services related to street resurfacing pursuant to original Invitation to Bid 90281.

 

             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 _November__ 2010.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk