Item No: 5K.
Meeting Date: September 10, 2012
From: Mike Thornton, Purchasing Manager, for
Ray Sharp, Director Public Works
Subject: Resolution authorizing execution of an agreement with C.W. Roberts for the Lake Harris Water Quality Improvement Project
Staff recommends approval of the resolution authorizing execution of the agreement with C.W. Roberts Contracting, Inc. for the Lake Harris Water Quality Improvement Project for a total amount of $391,500.00.
The City of Leesburg was awarded funding by the Florida Department of Environmental Protection (FDEP) for water quality improvement construction services at Lake Harris through FDEP Grant Number G0342. The project generally involves the installation of three Nutrient Separating Baffle Boxes (NSBB) and all associated piping necessary for their installation. These boxes are installed below ground and are the final pass through point for all storm water runoff before entering the runoff pond or lake.
The NSBB captures a wide variety of pollutants including TSS, sediment, debris, organic material, hydrocarbons, and trash. The City has installed other NSBBs resulting in improved water quality for those downstream bodies of water.
This project involves the installation of three (3) boxes in the general area of Warehouse Drive (Flamingo Pond), Fairfax Street and Colfax Street. A vicinity map is included for reference.
As provided by the FDEP Grant, the project is funded on a cost reimbursement basis up to a maximum of $214,050.00 towards an estimated total project cost of $552,423.66.
On June 4, 2012, the Purchasing Division issued Invitation to Bid 120291 requesting interested and qualified parties to submit bids on the Lake Harris Water Quality project. On July 12, 2012, four bid responses were received. Those responses are summarized below:
This project is funded by State of Florida Department of Environmental Protection (FDEP) using Federal funds. Use of state funding carries with it certain federally mandated procurement requirements. For this project those requirements are 1) Preference based on geographic location cannot be given, ie Local Vendor Preference, and 2) contract goals related to Disadvantaged Business Enterprises (DBE) come into play. This project had a goal of 12% participation by DBE contractors, sub-contractors or material suppliers. Responding contractors must attempt to obtain 12% DBE participation. They do not have to meet the goal but they must be able to show documented good faith effort in obtaining 12% participation by DBE sub-contractors or material suppliers.
Beesley Construction Company, LLC and Atlantic Civil Construction Corp. could not provide documented good faith effort of trying to meet the 12% DBE participation goal. These vendors were declared non-responsive and staff evaluated the third lowest bid submitted by C.W. Roberts Contracting, Inc. C.W. Roberts has submitted the necessary documents reporting 17% DBE participation. Staffs evaluation of the DBE documentation has been submitted to the State of Florida DEP and they concur with our recommendation.
SUMMARY OF BIDS
Vendor Name / Location
Beesley Construction Company, LLC / Leesburg, FL *
Atlantic Civil Constructors Corp / Orlando, FL *
C.W. Roberts Contracting, Inc. / Wildwood, FL
Andrew Site Work LLC / Ft. Myers, FL
* Determined to be non-responsive.
1. Approve the resolution authorizing execution of the agreement with C.W. Roberts Contracting, Inc.; or
2. Such alternative action as the Commission may deem appropriate
Funds are budgeted and available in the Stormwater fund for the City match on this project. A budget adjustment will be necessary to add the FDEP Grant amount of $214,050.00.
Department: _Public Works/Storm Water_
Prepared by: _Mike Thornton_____
Attachments: Yes__X__ No ______
Advertised: _X___Not Required ______
Dates: February 19, 2012____________
Attorney Review : Yes___ No ____
Reviewed by: Dept. Head ________
Finance Dept. __________________
Deputy C.M. ___________________
City Manager ___________________
Account No. _014-7099-537-63-10__
Project No. __140002____________
WF No. _____WF0553596/5______
RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONSTRUCTION SERVICES AGREEMENT WITH C.W. ROBERTS CONTRACTING, INC. FOR THE LAKE HARRIS WATER QUALITY IMPROVEMENT PROJECT FOR A TOTAL AMOUNT OF $391,500.00; 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 C.W. ROBERTS CONTRACTING, INC. whose address is 3372 CAPITAL CIRCLE, TALLAHASSEE, FLORIDA, 32308 for construction services on the Lake Harris Water Quality Improvement Project pursuant to Invitation to Bid 120291.
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 __10th__ day of __September____ 2012.