AGENDA MEMORANDUM

Meeting Date:           July 11, 2011

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing an agreement with Professional Dirt Service, Inc. for the Peters Drive Rebuild construction services

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of an agreement with Professional Dirt Service, Inc. for $34,810.30.

Analysis:

The purpose of this project is to rebuild badly deteriorated sections of roadway along Peters Drive.  Peters Drive is generally located East of US Highway 441 and South of Griffin Road.  The area to be reconstructed is between Maugans Avenue and Glenridge Drive as shown in Figure 1.

Figure 1 - Peters Drive – Vicinity Map Showing Work Area

The road base in several areas along Peters Drive, totaling 276 lineal feet, have failed which in turn causes the street surface to begin failing and falling apart.  The contractor will furnish all labor, materials and equipment to rebuild these sections of road.

Rebuilding will consist of removing the existing asphalt and road base.  A new road base will be installed and compacted according to Florida Department of Transportation (FDOT) specifications as shown in Figure 2.   New asphalt will be installed in the rebuilt areas and 25 feet on either side of the replaced sections.

Figure 2 - Street Cross Section Specification

Procurement Information:

On June 10, 2011, the Purchasing Division issued Invitation to Bid number 110281.  Notification of this opportunity was accomplished by posting the solicitation on-line at BidSYNC.com.  All responding vendors were ‘electronically invited’ to participate through the BidSYNC system.

On June 23, 2011, sealed bids were received from four prospective contractors.  Bids were evaluated by purchasing and public works staff.  Professional Dirt Service was deemed the lowest responsive and responsible bidder.  Past performance for Professional Dirt Service was verified by their successful job performance on past City projects requiring construction services.  Those projects are the Whispering Pines Ditch Enclosure and the Childs Street Rebuild.

The Local Business Enterprise (LBE) preference was not a factor in this bid evaluation as all bidders met the requirements of a LBE.

SUMMARY OF BIDS

BIDDER NAME	LOCATION	AMOUNT	Direct Notification	Responsive & Responsible
Professional Dirt Service	Eustis	$34,830.10	Yes	Yes
Paqco, Inc.	Leesburg	$37,000.00	Yes	Yes
C.W. Roberts Contracting	Wildwood	$41,065.00	Yes	Yes
Beesley Construction Company, LLC	Leesburg	$44,747.00	Yes	Yes

Options:

1.  Approve execution of the agreement with Professional Dirt Service, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The $34,830.10 cost of this project is budgeted and available in the account listed for the 2011 fiscal year.

Submission Date and Time:    7/7/2011 11:30 AM____

Department: Public Works_____________ Prepared by:  Terry Pollard____________ 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. _001-5112-541-4625 __  Project No. ___________________ WF No. ______________________ Budget  _____$34,830.10_________ Available ____$34,830.10_________

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 PROFESSIONAL DIRT SERVICE, INC. TO PROVIDE CONSTRUCTION SERVICES FOR THE PETERS DRIVE REBUILD PROJECT FOR A TOTAL AMOUNT OF $34,830.10; 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 PROFESSIONAL DIRT SERVICE, INC. whose address is 10 W. Lakeside Avenue, Eustis, Florida 32726 for the Peters Drive Rebuild and Resurfacing Project pursuant to Invitation to Bid 110281.

 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 __July_______ 2011.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk