AGENDA MEMORANDUM

 

Meeting Date:           August 22, 2011

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of an agreement with Boykin Construction, Inc. for ditch enclosure construction services

 

 

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of an agreement with Boykin Construction, Inc. for ditch enclosure design-build construction services for a total amount of $101,640.00.

 

Analysis:

The purpose of this acquisition is to establish a design-build construction services agreement with a qualified firm to accomplish a stormwater ditch enclosure project on Susan Street in accordance with state and local requirements.  This project when finished will convert an open stormwater ditch to an enclosed below grade stormwater system.  A number of stormwater ditch enclosure projects are being performed in order to eliminate the open ditches which require higher maintenance and the use of special equipment such as the side arm mower.

 

The typical approach to this type of construction would be a design-permit-bid-build.  The City would normally hire an engineering firm to handle the design and permitting functions.  The City would then bid the project for construction and contract with a separate company to build the project.  The City is trying the design-build approach on this project.  If this approach realizes more benefits, there are several more stormwater ditch enclosure projects to be done.

 

Under the design-build method, the City will contract with a primary company to handle all aspects of the project.  The selected firm will be responsible for the engineering & design, all SJWMD permitting and finally the construction.  This method should prove to be more cost effective than the typical design-permit-bid-build approach.

 

Each primary firm was either a construction firm partnering with an engineering firm or an engineering firm partnering with a construction firm.  The vendors submitting proposals along with their partner firm are listed in the summary of rankings.

 

On May 9, 2011, the Purchasing Division issued Request for Proposals (RFP) number 110182 inviting qualified firms to submit technical and price proposals for consideration and evaluation by the City.  On June 7, 2011, the City received technical and cost proposals from four design-build stormwater construction firms. 

 

The competing firms’ technical proposals addressed their Similar Project Experience and References, Approach/Scheduling, St. John’s River Water Management District Permitting Experience, and Local Business Enterprise eligibility which included information regarding resumes, and references, organizational structure, that will be available to the firms in providing performance of work as required by the RFP.  Cost proposals were also required.

 

SUMMARY OF RANKING            S

                                                                                               

Submitting (Primary) Firm/

Partner Firm - Location

Technical Ranking

Proposal

Price

Overall

Ranking

Boykin Construction, Inc.  -  Minneola /

Booth, Ern, Straughan & Hiott, Inc - Tavares

1

$101,614

1

Beesley Construction Co. LLC -  Leesburg /

Riddle – Newman Engineering, Inc. - Leesburg

2

$108,339

2

Springstead Engineering, Inc. – Leesburg /

Paqco Construction - Leesburg

3

$138,750

3

Professional Dirt Service, Inc. – Eustis /

Civil Engineering Solutions, Inc. - Tavares

4

$169,900

4

 

For each proposal evaluated, raw scores assigned by each member were totaled and converted to a ranking.  The rankings for each firm were totaled and then converted to an overall ordinal score.  Using this method has proven to minimize the effects of large variances in any one evaluators’ scoring.

 

The Technical Qualification/Cost proposal submitted by Boykin Construction, Inc. was the highest ranked by the City’s technical evaluation panel.

 

Following a check of references from Lake County, the City of Tavares, and McCoy Engineering and Associates (engineering firm which managed awards by FDOT, Lake County, and the City of Clermont for similar services) which rated Boykin as excellent, the evaluation committee recommends award to Boykin Construction, Inc. as the most responsive, responsible and qualified firm.

 

Options:

1.  Execute an Agreement with Boykin Construction, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact:

The $101,614.00 cost of this project is budgeted and available in the account listed for the 2011 fiscal year.

 

Submission Date and Time:    8/19/2011 9:53 PMDepartment:  Wastewater_____________

Prepared by: Terry Pollard__________                     

Attachments: Yes ___X___   No   ______

Advertised:    Yes________________                     

Dates:             May 11, 2011 ___________                                 

Attorney Review :       Yes___  No _____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. 014-7099-537-6310______

 

Project No.   140002_______________

 

WF No.          0698322/005___________

 

Budget           $140,000.00 ___________

 

Available       $139,916.00 ___________


 

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 BOYKIN CONSTRUCTION, INC. TO PROVIDE DITCH ENCLOSURE DESIGN-BUILD SERVICES OBLIGATED PURSUANT TO REQUEST FOR PROPOSAL 110182; 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 BOYKIN CONSTRUCTION, INC. whose address is 116 West Center Street, MINNEOLA, FLORIDA 34715 for DITCH ENCLOSURE DESIGN-BUILD SERVICES as identified by Request for Proposal 110182. 

 

             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 _22nd____ day of _August_, 2011.

 

 

                                                                            _________________________________

                                                                             Mayor

 

 

ATTEST:

 

 

________________________________

City Clerk