Description: AGENDAHED.JPG

Item No: 4.C.9.

 

Meeting Date: July 8, 2013

 

From: Mike Thornton, Purchasing Manager, for

D.C. Maudlin, Interim Public Works Director

 

Subject: Resolution authorizing execution of an agreement with C.W. Roberts Contracting, Inc. and approval of an expenditure not to exceed $575,000.

 

 


Staff Recommendation:

Staff recommends execution of a fixed unit price agreement with C.W. Roberts Contracting, Inc. and approval of the expenditure in the 2013 Fiscal Year not to exceed $575,000.00 for street resurfacing services under the agreement.

Analysis:

The purpose of this Invitation to Bid was to solicit interested and qualified firms to provide fixed unit cost pricing for street milling and resurfacing. Firms were requested to provide a unit price for type S-3 asphalt put in place for various project sizes. The unit price was to be inclusive of mobilization and maintenance of traffic. The basis of award is on unit prices received by sealed bid for type S-3 asphalt and milling. The City will use this fixed unit price agreement for city streets to be resurfaced in the current fiscal year as well as any other streets needing resurfacing during the term of the agreement.

 

The Primary Street Listing is attached to this memo. . This listing shows those streets that have been selected for resurfacing this fiscal year. Selection is based upon evaluated condition of the roadways using the PASER criteria for evaluation and rating of roads.

 

PASER is an acronym for Pavement Surface Evaluation and Rating system. It is a system for visually rating the surface condition of a pavement from a scale of 1 to 10, with 1 being a pavement in a failed condition and 10 being a pavement in excellent condition.

 

The City contracted with an engineering firm approximately five years ago to grade all the City streets using this system. The City has maintained the baseline study by updating the ratings of City streets on an annual basis.

 

Procurement Analysis:

The Invitation to Bid requested pricing on two base bid items, asphalt put in place and milling. These items are the primary components of street resurfacing. The bid prices for the two base bid items are here along with the unit prices quoted by the responding contractors. Pricing on additional contract items were requested and can be sued by the City if necessary.

 

Bids were evaluated using the two base bid items and estimated quantities. The estimated quantities are based on calculations form the primary street listing previously discussed. The final comprehensive bid tabulation listing all items is attached for your review.

 

On May 8, 2013, the Purchasing Division issued Invitation to Bid 130201 soliciting interested and qualified firms to submit sealed bids for the items listed. On May 30, 2013, the Purchasing Division received three responses. Staff analyzed the responses and C.W. Roberts Contracting, Inc. has been deemed the lowest responsive and responsible vendor.

 

The base bid submitted by C.W. Roberts was the lowest base bid. Local Vendor Preference was applied to the two qualifying bidders C.W. Roberts with a facility in Wildwood (Tier II 2%) and Paqco, Inc. with a facility in Leesburg (Tier I 5%). The Summary Bid Tabulation shows after application of the Local Vendor Preference C.W. Roberts remained to the lowest bidder.

 

SUMMARY BID TABULATION

 

 

CW Roberts Contracting

Wildwood, FL

Ranger Construction

Winter Garden, FL

Paqco, Inc.

Leesburg, FL

 

Qty

Unit Price

Extended

Unit Price

Extended

Unit Price

Extended

Type S-3 Asphalt greater than 300 tons

4,687 Tons

$93.50

$438,234.50

$98.45

$461,435.15

$118.50

$555,409.50

Asphalt Milling 0-1-1/2

6,000 SY

$2.65

$15,900.00

$5.60

$33,600..00

$5.75

$34,500.00

Total Base Bid

$454,134.50

$495,035.15

$589,909.50

Percent Higher

0%

8.26%

23%

Local Vendor Preference

2%

0%

5%

LVP Adjusted Bid

$445,051.81

$495,035.15

$560,414.03

 

Options:

1. Authorize execution of the agreement with C.W. Roberts Contracting, Inc. and approve the not

to exceed expenditure of $575,000.00, or

2. Such alternative action as the Commission may deem appropriate

 

Fiscal Impact:

Funding of $575,000.00 is budgeted and available for the 2013 Fiscal Year Street Resurfacing Program.

 

Submission Date and Time: 7/8/2013 10:13 AM____

Department: ______________________

Prepared by: ______________________

Attachments: Yes____ No ______

Advertised: ____Not Required ______

Dates: __________________________

Attorney Review : Yes___ No ____

_________________________________

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance Dept. __________________

Deputy C.M. ___________________

Submitted by:

City Manager ___________________

 

Account No. _031-5112-541.63-10____

 

Project No. __310051____________

 

WF No. _____WF0813831/001____

 

Budget _____$575,000__________

 

Available ____$575,000__________


 

RESOLUTION NO._______________

 

RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A FIXED UNIT COST CONSTRUCTION SERVICES AGREEMENT WITH C.W. ROBERTS CONTRACTING, INC. FOR STREET RESURFACING; 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 NE, Tallahassee, Florida 32308, for street resurfacing contractor services pursuant to Invitation to Bid 130201.

 

THAT the Commission also approves an expenditure for the 2013 Fiscal Year under this contract not to exceed $575,000.00 for street resurfacing.

 

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 ___July____ 2013.

 

 

 

__________________________

Mayor

 

ATTEST:

 

 

__________________________

City Clerk