AGENDA MEMORANDUM

Meeting Date: August 25, 2008

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing an agreement with Southern Site Works, Inc. for stormwater drainage pond construction services for sites located on Lee

and Canal Streets

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of an agreement with Southern Site Works, Inc. for $674,281.75.

Analysis:

The purpose of this agreement is to enable the City of Leesburg to continue with the Whispering Pines Stormwater Drainage Project in which the City partnered with the Lake County Water Authority (LCWA) and the Florida Department of Environmental Protection (FDEP) in January 2006 to meet Total Maximum Daily Loads by reducing phosphorous loading into Lake Griffin.  

On May 19, 2008, the Purchasing Division issued Invitation to Bid number 80241 soliciting interested and qualified firms to submit bid responses in accordance with drawings and specifications for Drainage Pond Construction Services prepared by the engineering firm Jones Edmunds & Associates, Inc.  On June 25, 2008, the City received eight sealed bid responses from prospective contractors.

At the public Bid Opening Southern Site Works, Inc. was determined to be the apparent lowest bidder.  All attendees were advised a responsibly and responsiveness review would be conducted by the engineering firm and Purchasing Department with a determination of award recommendation to Southern Site Works, Inc. anticipated to follow soon afterward.

However, shortly following the bid opening, the second lowest bidder, Pospiech Contracting, Inc. submitted a letter identifying several discrepancies in Southern Site Works low bid which Pospiech perceived to be of such severity that Southern Site Works bid should be rejected and award made to Pospiech.

Summary of Bids Received

Contractor Name	Item 1 - Canal St.	Item 2 - Lee St.	Total Bid Price
Southern Site Works, Inc.	$177,624.50	$496,657.75	$674,281.75
Pospiech Contracting, Inc.	$275,000.00	$490,432.10	$765,432.10
Art Walker Construction	$299,068.00	$785,932.00	$1,085,000.00
Boykin Construction	$262,454.20	$550,059.75	$812,513.95
KDL Underground	$653,625.00	$580,375.00	$1,234,000.00
Stahlman-England	$563,835.76	$378,710.11	$1,027,144.87
Superior Asphalt	$220,000.00	$604,000.00	$824,000.00
Oklawaha Farms	$525,000.00	$814,000.00	$1,339,000.00

Following a comprehensive review by the engineering firm and Purchasing Department all issues identified by Pospiech was determined to be minor correctable informalities which would not justify disqualifying the lowest bidder and awarding to the next lowest bid at a price approximately $91,000 higher.  Correspondence related to this issue is attached for your reference.

As a courtesy, FDEP and LCWA were advised of the review and findings surrounding the recommended award to Southern Site Works.  Following their receipt of the information, both organizations supported our recommendation and support the award to the low bidder Southern Site Works.

Options:

1.  Approve execution of the agreement with Southern Site Works, Inc.: or

2.  Such alternative action as the Commission may deem appropriate.

Fiscal Impact: 

Grant Funding from the FDEP (50%) and LCWA (30%) is availabile for a portion of the costs.  The City of Leesburg has the remaining amount (20%) budgeted and available in the account listed below.  The total cost to the City for this construction is $134,856.35.

Submission Date and Time:    8/21/2008 5:08 PM____

Department: Water_________________  Prepared by:    Terry Pollard_________                      Attachments:         Yes  __X__   No ______ Advertised __X__ Not Required  _______ Dates:       May 18, 2008________________                      Attorney Review :       Yes___  No  __X__ _________________________________            Revised 6/10/04

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

Account No. 014-5171-537-6310___ Project No.   140002____________ WF No. ____303905/002/003____ Budget  ___  $1,147,590_________ Available ___$   942,639________

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 SOUTHERN SITE WORKS, INC. FOR CONSTRUCTION SERVICES TO CONSTRUCT THE LEE AND CANAL STREET STORM WATER DRAINAGE PONDS; 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 SOUTHERN SITE WORKS, INC. whose address is 4639 Bough Road, Zephyrhills, Florida, 33541 for drainage pond construction services under Invitation for Bid 80241.

 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 __25th___ day of ___August______ 2008.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk