AGENDA MEMORANDUM

 

 

Meeting Date:           May 14, 2007

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of an agreement with General Works, LLC to remove and replace the roof at the Public Works Administration Building for the Public Works Department

 

 

Staff Recommendation:

Staff recommends execution of the agreement with General Works, LLC of Debary, Florida for $41,390.00.

 

Analysis:

The current roof at the Public Works Administration building suffers from many leaks throughout the building and around the skylight.  The age of the current roof is not known, however it was in place when the City took over the facility from the Florida Department of Transportation.

 

The purpose of this project is to contract with a qualified firm to remove the existing skylight, remove the existing roof, and replace with a new 2 part modified bituminous roofing system.  The portion of the skylight that protrudes through the roof will be removed and the roof in that area reconstructed to code.  A fluorescent light fixture will be installed at the lowest point of the skylight shaft to replace the natural light that will be lost with the removal of the skylight.  The contractor will then remove and dispose of the old roofing material.

 

The manufacturer of the roof material provides a 15 year warranty against defects in the material.  The City has elected to purchase an additional 5 years for an additional $700.00, which provides the City with a 20 year warranty.  The additional amount is included in the contract amount of $41,390.00.

 

Public Works Department staff  specifically requested  that the contractors bidding on this job must hold a valid State of Florida General Contractors license.  The City has experienced problems on past roofing jobs when the roofing contractor did not also hold a general contractors license.  The most recent project that prompted this requirement was the re-roofing of the current library building.  Contractors that hold a roofing contractors license are not permitted to perform all work that may be necessary when replacing a roof.  Roofing contractors cannot relocate electrical lines, move plumbing lines, or other items that may be servicing roof mounted HVAC units.  The roofing contractor must hire or subcontract this work to other contractors that hold the appropriate license.  Because of the delays and problems experienced on the library reroofing, the general contractor license requirement was mandated on this project.  Additionally, with the removal of the skylight staff knew  in advance that structural framing and electrical work would be needed.

 

On March 12, 2007 the Purchasing Division issued bid number 70161.  A mandatory pre-bid conference was held on March 19, 2007.  On April 5, 2007 the City received 3 bid submittals.  The bid tabulation sheet is attached for your review.  The Purchasing Division evaluated the bids and deemed the low bidder, Marion Services Roof & Sheet Metal, to be non-responsive in that they did not meet the licensing requirements and did not submit a complete bid package.  My letter to the vendor detailing the deficiencies in their bid submittal is attached.  I could not alter the licensing requirement as other vendors were told they could not bid on the project if they did not hold a valid State of Florida General Contractors license.  Accepting the bid submitted by Marion Services would not be fair to the interested parties that were turned away for not meeting the licensing requirements.

 

I have deemed General Works, LLC to be the lowest responsive and responsible bidder on this project.  They meet the licensing requirements for this project and submitted a complete bid package with all necessary forms complete and notarized.  Therefore, I recommend the City execute an agreement with this contractor.

 

Options:

1.  Approve execution of the agreement with General Works, LLC for  $41,390.00; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

The need for this project was identified last fiscal year.  Money was approved in this year’s budget and is currently available.

 

Submission Date and Time:    5/11/2007 1:48 PM5/8/2007 5:59 PM____

 

Department: _Public Works__________

Prepared by:  _Mike Thornton_________                     

Attachments:         Yes__X__   No _____

Advertised:   _X___Not Required _____                     

Dates:   ____3/11/2007______________                     

Attorney Review :       Yes___  No ____

                                                 

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. __001-5193-519.63-10_

 

Project No. ___NA______________

 

WF No. ______NA______________

 

Budget  ______$294,000.00_______

 

Available _____$259,471.47_______


 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH GENERAL WORKS, L.L.C. FOR THE REMOVAL AND REPLACEMENT OF THE ROOF AT THE PUBLIC WORKS ADMINISTRATION BUILDING; 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 GENERAL WORKS, L.L.C. whose address is P.O. Box 740708, Orange City, FL  32774-0708, for the removal and replacement of the roof on the Public Works Administration Building pursuant to bid number 70161.

 

             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 _14th____ day of __May_______ 2007.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk