Description: AGENDAHED.JPG

Item No:††††††† ††††††††††† 4.C.2.

 

Meeting Date:†††††††††† August 26, 2013

 

From:††††††††††††††††††††††††† Mike Thornton, Purchasing Manager for

††††††††††††††††††††††††††††††††††† Stan Carter, Director of Information Technology

 

Subject:††††††††††††††††††††† Resolution authorizing execution of a construction services agreement for renovations in the Leesburg Municipal Services Center to create an IT Data Center

 

 


Staff Recommendation:

Staff recommends award of the bid and approval of the resolution authorizing execution of an agreement with Slack Construction, Inc. for a total contract cost of $73,475.00.

 

Analysis:

The purpose of this project is to renovate an area within the Leesburg Municipal Services Center (LMSC) to be used as an IT Data Center.The Information Technology Department currently uses two locations as primary data centers, City Hall and the Electric Department Municipal Operations Center (MOC).Renovation of this space will allow combining the two data centers to a single location.

 

The City Hall data center location is inadequate for the following reasons:

 

The MOC data center location is inadequate for the following reasons:

 

Creating a consolidated data center at the LMSC is ideal for the following reasons:

 

By consolidating data center server racks from City Hall and MOC and moving these racks to LMSC, no upgrades are required at City Hall and MOC data centers. Estimated savings are $20,000. There will be additional savings in future years. As existing City Hall UPSís require replacement due to age, they can be downsized at an estimated one time savings of $10,000. None of the upgrades to either of these data centers would adequately accommodate required future server rack expansion.The LMSC data center, once retrofitted, should meet the Cityís data center needs both now and into the future for at least the next 10 - 15 years.

 

The work to be performed generally includes interior renovations to close in existing windows, remove interior doors, install back-up HVAC systems, perform all electrical work including generator paralleling with the existing generator transfer switch.

 

Procurement Analysis:

On July 8, 2013 the Purchasing Division issued Invitation to Bid 130551 containing plans and specifications provided by the Public Works Department detailing renovations to an area in the LMSC to be used as the IT Data Center.The bid was advertised in The Daily Commercial On July 30, 2013 the City received 3 responses to the ITB. A summary of those bid responses is provided here and a Detailed Final Bid Tabulation is attached.

 

Contractor Name / Location

Total Bid Amount

Slack Construction, Inc., Ocala, FL

$73,475.00

Ethridge Construction, Ocala, FL

$82,900.00

Theobald Construction, St. Cloud, FL

$88,000.00

 

Local vendor preference was not applicable as none of the responding contractors qualified for either tier under the Cityís local vendor preference.

 

Options:

1.Approve the resolution authorizing execution of the agreement with Slack Construction, Inc.; or

2.Such alternative action as the Commission may deem appropriate

 

Fiscal Impact:

A total of $100,000 is budgeted in the 2013 fiscal year General Fund Capital Improvement Project budget.

 

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

 

Department: __Information Technology__

Prepared by:__Mike Thornton_______††††††††††††††††††††

Attachments:†††††††† Yes_X__†† No ______

Advertised: ††_X__Not Required ______†††††††††††††††††††††

Dates:†† _July 7, 2013___________†††††††††††††††††††††

Attorney Review :†††††† Yes___No ____

††††††††††††††††††††††††††††††††††††††††††††††††

_________________________________†††††††††††

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

FinanceDept. BLM,____________††††††††††††††††††††††††††††† ††††††

††††††††††††††††††††††††††††

Deputy C.M. ___________________††††††††††††††††††††††††††††††††††††††††† †††††††††††††††††††††††††††††

Submitted by:

City Manager ___________________

 

Account No. _001-1633-513.64-10___

 

Project No. __GFASST__________

 

WF No. _____WF0810499 / 007____

 

Budget_____$100,000.00________

 

Available ____$95,057.00_________


 

RESOLUTION NO._______________

 

RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONSTRUCTION SERVICES AGREEMENT WITH SLACK CONSTRUCTION, INC. FOR WORK TO RENOVATE SPACE IN THE LEESBURG MUNICIPAL SERVICE CENTER (LMSC) FOR USE AS AN IT DATA CENTER FOR A TOTAL AMOUNT OF $73,475.00; 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 SLACK CONSTRUCTION, INC. whose address is 2011 NE 8th Road, Ocala, FL34470 for construction services for a building renovations to create an IT Data Center pursuant to Invitation to Bid 130551.

 

††††††††††† 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