AGENDA MEMORANDUM

Meeting Date:           April 9, 2007

From: Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing an agreement with E.R.G. Enterprises, L.L.C. to provide construction services for drainage improvements at the Leesburg International Airport

Staff Recommendation:

Staff recommends approval of the agreement with E.R.G. Enterprises, L.L.C. for $44,400.

Analysis:

The purpose of this project is to contract with a qualified professional to construct drainage and driveway improvements at the Leesburg International Airport.  The current retention area around the Tropical Helicopter and other T-Hangars in the area is undersized and cannot accommodate a large volume of rain runoff.  Following heavy rains, this area tends to flood and creates an inconvenience and possible unsafe conditions for tenants in these hangar buildings.  This project will involve improving the existing retention areas adjacent to the hangars and installation of a drainage pipe under the taxiway to a larger existing retention pond.  In addition to the drainage improvements, additional asphalt work will be done to improve the aprons around the aircraft hangars and adjacent to the drainage areas.

The Purchasing Division issued Invitation to Bid 70081.  The bid was advertised on-line with Demandstar and also in the Daily Commercial.  On March 19, 2007 four responses to the Invitation to Bid were received.  In the bid, the City requested a price quote on two methods of construction.  Option 1 involved directional boring under the taxiway to install the drainage pipe.  This is the preferred method as it would not involve the removal and patching of the taxiway surface.  Option 2 requested a price to complete the project using an open cut and trench method to install the drainage pipe.  The attached bid tabulation lists the bids on both options received from contractors.  Option 2 would cost a little less as it is less expensive to open cut and trench across the taxiway than to use directional boring.  Option 1, using directional boring to install the drainage pipe under the taxiway, is the preferred method as it would not involve disturbing the existing taxiway surface.

Purchasing has determined that E.R.G. Enterprises, L.L.C. is the lowest responsive and responsible vendor.  Following the bid opening, the Purchasing Division has met with E.R.G. Enterprises and negotiated a $3,000 reduction in their directional bore bid amount to $44,400.  This reduction was a result of less asphalt material needed and their preference to use directional boring.

Options:

1.  Approve the attached resolution authorizing the execution of the agreement with E.R.G.  Enterprises, L.L.C. for $44, 400, or

2.    Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

Funds for this project have been budgeted and are available in the current budget year in the account number indicated.

Submission Date and Time:    4/5/2007 4:11 PM4/5/2007 9:02 AM____

Department: __Airport______________ Prepared by:  __Mike Thornton________                      Attachments:         Yes__X_   No ______ Advertised:   _X__Not Required ______ Dates:   _February 18, 2007___________                      Attorney Review :       Yes___  No __X_ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. __________________                                     Deputy C.M. ___________________                                          Submitted by: City Manager _____RS______________

Account No. _001-1821-542.46-25__ Project No. ___________________ WF No. ______________________ Budget  _____$177,500.00________ Available ____$  75,774.87________

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH ERG ENTERPRISES, LLC FOR CONSTRUCTION SERVICES AT THE LEESBURG INTERNATIONAL AIRPORT; 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 E.R.G. ENTERPRISES, L.L.C. whose address is 12111 Fieldstone Lane, Bayonet Point, Florida 24667, for construction services related to drainage and driveway improvements at the Leesburg International Airport pursuant to Invitation to Bid 70181.

 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 ___9th__ day of __April___ 2007.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk