AGENDA MEMORANDUM

 

Meeting Date:           April 11, 2011

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of an agreement with Electrical Services, Inc. for the airport security camera upgrade project

 

 

Staff Recommendation:

Staff recommends approval of an agreement with Electrical Services, Inc. for the airport security camera upgrade services totaling $269,734.12. 

 

Analysis:

The purpose of this solicitation is to establish an agreement with a qualified firm to complete an airport security camera supply and installation project at the Leesburg International Airport.  The upgrades to the security system will include the installation of additional cameras, gate operators and access controllers/card readers; as well as a new gate and additional fencing.  The work includes installation of underground conduit, cabling, fiber optic cable, and all other components required of the system as designed.

 

The project will be fully funded under a Joint Participation Agreement (JPA) (FM No: 41443819401) from the Florida Department of Transportation (FDOT). A match from the City of Leesburg is not required.

 

During the design review process with the Transportation Security Administration (TSA) and FDOT, both agencies suggested additional enhancements to the project.  The attached Scope of Services contains the items in the original design plus the extra items suggested by TSA and FDOT.

 

The additional enhancements to the Scope of Work resulted in an increase to the overall project cost.  The final cost of the project will be $349,081.00. 

 

On March 28, 2011, the City Commission accepted a supplement to the existing JPA in an amount which will fully fund the enhancements and costs associated with this project. 

Summary of Funding

 

Funding Source

Total Project Amount

Engineering

Construction

FDOT – 100%

$349,081.00

$79,346.88

$269,734.12

 

On December 6, 2010, the Purchasing Division issued Invitation to Bid (ITB) number 110061 inviting interested and qualified firms to submit sealed bids for consideration by the City.  The bid package, project manual, and drawings were prepared by staff and the City’s engineer of record on the project, Hanson Professional Services, Inc.  On January 18, 2011, the City received a sealed bid from only one responsive and responsible firm.

 

Prior to opening the sole sealed bid, staff contacted the FDOT project coordinator to inform his office that only one bid was received.   The FDOT representative advised that F.S. 287.057 prescribes procedures for agencies to follow in situations where only one bid was received.

 

F.S. 287.057(6) provides that:

If less than two responsive bids, proposals, or replies for commodity or contractual services purchases are received, the department or other agency may negotiate on the best terms and conditions. The department or other agency shall document the reasons that such action is in the best interest of the state in lieu of re-soliciting competitive sealed bids, proposals, or replies.

 

Staff prepared a determination of findings and recommendations and the City Attorney reviewed the document.  Upon concurrence, the City Attorney prepared a letter supporting the finding that compliance with F.S 287.057(6) had been attained.

 

The FDOT accepted the above findings and approved a supplement to JPA FM No: 41443819401 which increased the original funding level to an amount sufficient to fully fund the project.  On March 28, 2011, the City Commission approved the supplement to the JPA.

 

Staff surveyed several prospective bidders (which attended both the pre-bid meeting/site visit and second site visit) regarding their firm not submitting a bid. Non-bidding prospective contractor responses indicated the solicitation and specifications were not restrictive. 

 

The non-bidding contractors explanations appeared to indicate their main interest was the technology and electronic component part of the specification, but they did not want to get involved or accept risks associated with the construction portions of the project, i.e., security fencing; pedestrian gateways; driveway construction and re-construction; concrete/paving work “because the construction work was not large enough to justify the risk.”

 

Options:

1.  Authorize execution of an Agreement with Electrical Services, Inc. for a total of $269,734.12; or

2.  Such alternative action as the Commission may deem appropriate

 

 

Fiscal Impact

The entire contract amount of $269,734.12 is fully funded by the FDOT Grant.  No City match is required.

 

Submission Date and Time:    4/6/2011 1:18 PM____

 

Department:  City Manager / Airport____

Prepared by:  Mike Thornton__________                     

Attachments: Yes ___X___   No   ______

Advertised:    Yes________________                     

Dates:             December 5, 2010_______                                

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. _031-1821-542-6310__ 

 

Project No. __310018___________

 

WF No. _____0629020/001__________

 

Budget  _____$349,081.00_______

 

Available ____$271,873.00_________


 

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 ELECTRICAL SERVICES, INC. TO PROVIDE AIRPORT SECURITY CAMERAS AND INSTALLATION SERVICES OBLIGATED PURSUANT TO INVITATION TO BID 110061; 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 ELECTRICAL SERVICES, INC. whose address is 1746 U.S. HIGHWAY 441, LEESBURG FLORIDA 32748 for AIRPORT SECURITY CAMERAS AND INSTALLATION SERVICES pursuant to Invitation to Bid 110061. 

 

             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 ___11th___day of ___April__2011.

 

 

                                                                          

 __________________________

                                                                             Mayor

 

ATTEST:

 

________________________________

City Clerk