AGENDA MEMORANDUM

Meeting Date:           March 24, 2008

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing execution of an agreement with Hewitt Contracting, Inc. for construction services for extension of runway 13/31 at the Leesburg International Airport

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of an agreement with Hewitt Contracting Company, Inc. for $2,446,189.87.

Analysis:

The purpose of this project is to contract with a qualified firm to provide construction services to extend runway 13/31 and associated construction.

The improvements to be constructed include; 1) extending Runway 13/31 an additional 300 feet including 100 feet for a new partial parallel taxiway; 2) construction of a new taxiway ‘A’ and removal of the old taxiway ‘A’; 3) construction of a 500 x 1,000 foot runway safety area.  An engineer’s drawing is attached showing the general work to be performed.

The Airport Master Plan and Layout Plan calls for this project.  Extension of this runway is the first step in allowing the airport to accommodate larger aircraft and is necessary for possible future  Part 139 regional commercial carrier service to and from Leesburg International Airport.

This project was issued for bid and the original letter of intent to award was issued on June 6, 2007.  Staff has experienced delays in receiving the necessary permitting from St. Johns River Water Management District.  The District has taken exception to a design element in the project.  At this time, the District has issued the City a temporary permit that will allow us to begin work while the details of the submitted design are resolved by our project engineer Hanson Professional and the District.

This project is being funded with grants from the Federal Aviation Administration and the Florida Department of Transportation.  The City must fund 2.5% of the construction costs.  The funding breakdown with dollar amounts is:

                                                                        Funding

Agency Name                                               Percent           Funding Dollars

Federal Aviation Administration                        95%              $2,323,880.37

Florida Department of Transportation                          2.5%              $     61,154.75

City of Leesburg                                                2.5%              $     61,154.75

On May 1, 2007 the Purchasing Division issued Invitation to Bid number 70241 as prepared by our Project Engineer.  On May 31, 2007 the City received 3 bid responses.  Hewitt Contracting, Inc. has been determined to be the lowest responsive and responsible bidder and, therefore, should be awarded the contract for this project.  The delay due to permitting has required the City to request two bid price extensions from Hewitt Contracting, Inc.  They have accommodated both bid price extension requests.

The City has selected not to include the Additive Alternates 1 & 2.  The project amount will be the base bid of $2,446,189.87.

Summary of Bids Received

Contractor Name	Base Bid	Additive Alternate 1	Additive Alternate 2	Total Bid Price With Alternates
Hewitt Contracting	$2,446,189.87	$25,200.00	$35,630.00	$2,507,019.87
D.A.B. Constructors	$3,072,004.44	$22,440.00	$40,000.00	$3,134,444.44
Art Walker Construction	$3,511,494.69	$25,200.00	$33,800.00	$3,570,494.69

Options:

1.  Authorize execution of the agreement with Hewitt Contracting Company, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The net cost to the City for construction costs on this project will be $61,154.75.  The Terms of the grants require the City to make payment and then be reimbursed from the granting agencies.

Submission Date and Time:    3/19/2008 6:08 PM____

Department: _City Manager / Airport____ Prepared by:  _Mike Thornton_______                     Attachments:         Yes_X__   No ____ Advertised:   Yes__Not Required ______ Dates:   __May 1, 2007________________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

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

Account No. _031-1821-542.63-10__ Project No. __310018____________ WF No. _____WF301479 / 004____ Budget  _____$12,303,788.00______ Available ___ $  9,176,293.13______

RESOLUTION NO._______________

A Resolution of the City Commission of the City of Leesburg, Florida, authorizing the Mayor and City Clerk to execute an agreement WITH  Hewitt Contracting, Inc. for construction services to extend runway 13 at the Leesburg International Airport pursuant to Invitation to Bid Number 70241; 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 HEWITT CONTRACTING COMPANY, INC. whose address is PO Box 490697, Leesburg, FL 34749, for construction services to extend runway 13 at the Leesburg International Airport pursuant to Invitation to Bid number 70241.

 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 _24th____ day of __March_______ 2008.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk