Description: AGENDAHED.JPG
  

Item No:                    5G.

 

Meeting Date:           August 26, 2013

 

From:                          Mike Thornton, Purchasing Manager for

                                    DC Maudlin, Interim Public Works Director

 

Subject:                      Resolution authorizing execution of a construction services agreement with Himes Electric Company, Inc. to furnish and install athletic field lighting at the Susan Street Recreation Complex

 

 


Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of the construction services agreement with Himes Electric Company, Inc. for a total cost of $342,950.00.

 

Analysis:

The Susan Street Recreation Complex has four baseball/softball fields and one football/soccer field using lights that are in very poor condition.  The existing light fixtures are mounted on wood poles that are in poor condition and need to be replaced.

 

The purpose of this Invitation to Bid is to contract with a qualified contractor to furnish a lighting system and install the system as well as remove the existing lighting system and all the components.  There is $300,000 budgeted in the 2013 Fiscal Year for this project.

 

It was unclear if the City would have sufficient funding to do all the baseball/softball fields and the football/soccer field.  Staff determined it would be best to issue a bid to replace the lighting on the football/soccer field and baseball/softball fields 1 & 2.  These athletic fields share poles for the light fixture mounting.

 

Part of this project includes the Electric Utility cost to replace underground primary wire feeding power to the complex.  New pad-mounted transformers will also be required.  The current lighting system uses pole-mounted transformers on the light poles with primary wire running right to the transformer and then feeding the light fixtures.  This existing system is not ideal, but has worked over the years.  The Electric Utility will replace the underground primary wire and place new pad-mounted transformers to feed the new lighting system.  The Electric Utility has estimated this work to cost $30,000 and will be paid out of the project budget.  The contractor will be responsible for all electrical work on the lighting side of the transformer.

 

Procurement Analysis:

On June 9, 2013 the City issued Invitation to Bid (ITB) 130421 requesting interested and qualified firms to submit bid response to furnish and install an engineering lighting system at the Susan Street Recreation Complex.  The bid called for bidders to submit a cost to replace the lighting on the baseball/softball fields 1 & 2 and the football/soccer field.  This would be the base bid.  Bidders were further requested to submit bids on optional items should funding allow the purchase of the optional items.  Optional items were to replace the lights on baseball/softball fields 3 & 4 and for remote control and monitoring of the lighting system.

 

On July 24, 2013,the City received six bids from five contractors.  The bid responses were evaluated based on the Total Cost of Ownership (TCO) as stipulated in the ITB.  The TCO is calculated by adding the purchase cost and 25-year cost to operate the lighting system.  The reasoning behind using the TCO method of award is that it doesn’t make good business sense to purchase an inexpensive system if it will cost more to operate over the estimated 25 year life of the lighting system.  It was also stipulated that only those bidders submitting a base bid less than the budgeted amount of $300,000 would be considered for award using the TCO.  Only one contractor, Electric Services Incorporated submitted a base bid higher than the budget amount and was not considered for award.

 

The detailed bid tabulation is attached for your review.  The summary of the base bid amounts and operating cost are provided here.  The TCO was calculated using a formula provided in the ITB.  Bidders were award of how the TCO would be calculated.  The formula takes into account cost items such as electricity costs, electricity demand charges, cost of re-lamping and cost of repairs.

 

A

B

C

D

(B + C)

E

F

(B + E)

Vendor Name/Location

Base Bid

Fields 1&2 / Football

Base Bid

25-Year

Operating Cost

BASIS OF AWARD

Total Cost of Ownership

Options:

Fields 3 & 4

Remote Control

Total Purchase Cost

 (Does not include operating)

Himes Electric Company, Inc.

Lutz, FL

$196,950

$284,170.28

$481,120.28

$133,900

$12,100

$342,950

Mid-State Electric – Bid 1

Ocala, FL

$210,000

$513,209.33

$723,209.33

$138,000

$11,831.61

$359,831.61

Mid-State Electric – Bid 2

Ocala, FL

$174,500

$513,209.33

$687,709.33

$118,500

$11,831.61

$304,831.61

Riley Electric

Largo, FL

$222,500

$284,170.28

$506,670.28

$155,500

$7,000

$385,000

M. Gay Constructors

Jacksonville, FL

$212,700

$284,170.28

$496,870.28

$137,000

$7,200

$356,900

Electric Services, Inc.

Leesburg, FL

$379,800

$284,170.28

$663,970.28

$249,900

$13,600

$643,300

 

Staff obtained past performance surveys for Himes Electric Company, Inc.  All surveys were returned with a rating of either very good or excellent.  Staff has deemed Himes Electric Company, Inc. the lowest responsive and responsible bidder.  They have proposed a Musco Lighting System when added to their bid price provides the lowest 25-year Total Cost of Ownership.

 

Options:

1.  Approve the resolution authorizing execution of the agreement with Himes Electric Company,

    Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact: 

A total of $300,000.00 is in the Capital Projects budget for this project.  This amount is sufficient to replace the lighting on fields 1 & 2 and the football field.  The Interim City Manager has authorized using available Discretionary Sales Tax (LOOP) funds for the additional $42,950.00 in order to replace the lighting for all fields including fields 3 & 4.  The total purchase cost will be $342,950.00.  Additional LOOP funds will be used to pay for the estimated $30,000.00 of work to be done by the Electric Utility.  A budget adjustment will be necessary to appropriate the additional $72,950.00 from the LOOP fund to complete this project.

 

The total project cost, paid to the contractor and the utility, is estimated to be $372,950.00.

 

Submission Date and Time:    8/21/2013 2:11 PM____

 

Department: ___Public Works

Prepared by:  ___Mike Thornton_______                     

Attachments:         Yes_X__   No ______

Advertised:   _X__Not Required ______                     

Dates:   June 8, 2013______________                      

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __BLM,____________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _031-8125-572-6310___

 

Project No. __310081____________

 

WF No. ____WF0813838/1_______

 

Budget  ____$300,000.00__________

 

Available ___$300,000.00__________


 

RESOLUTION NO._______________

 

RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH HIMES ELECTRIC COMPANY, INC. FOR CONSTRUCTION SERVICES TO FURNISH AND INSTALL AN ATHLETIC FIELD LIGHTING SYSTEM AT THE SUSAN STREET RECREATION COMPLEX FOR A TOTAL COST OF $342,950.00; 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 HIMES ELECTRIC COMPANY, INC. whose address is P.O. Box 516, Lutz, Florida 33548 to furnish and install athletic field lighting at the Susan Street Recreation Complex pursuant to Invitation to Bid 130421.

 

             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 __26th___ day of __August__ 2013.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk