AGENDA MEMORANDUM

Meeting Date: September 8, 2008

From:                          Mike Thornton, Purchasing Manager             

Subject:                      Resolution authorizing a unit price agreement with Coffey Electrical Services, Inc. for the provision of electrical installation, maintenance and repair services on an as needed basis

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of a fixed unit price agreement with Coffey Electrical Services, Inc.

Analysis:

The purpose of this solicitation is to establish a fixed unit price agreement with a qualified firm to provide the City departments electrical installation, maintenance and repair services for commercial/residential (Group I), low voltage (data and voice) communication/network (Group II), and airport lighting (Group III).  

On May 26, 2008, the Purchasing Division issued Request for Proposal (RFP) number 80292 inviting interested and qualified firms to submit technical and price proposals for consideration and evaluation by the City.  On June 26, 2008, the City received qualification statements from five electrical service firms.  An evaluation committee consisting of staff from the Electric, Purchasing, Airport and Public Works departments evaluated the RFP’s.

Competing firms submitted technical proposals addressing their Management, Company Qualifications (background, experience, references and past projects), Staff (organizational structure, resumes, and references) and Company’s Approach to providing services required by the RFP.  Price proposals addressing hourly rates, overhead and profit mark-up for materials and rental equipment, and response time for routine and after hours calls were also required.  A summary of the unit prices submitted by each firm is attached for your review.

Not every firm offered to provide all three categories of electrical service; however, the results of the evaluations are outlined in the ranking list included here.

SUMMARY OF RANKING

                                                                         Group  Group  Group           

                                                                             I           II         III

                        Electrical Services Firm           Rank    Rank     Rank

Coffey	1	1	1
Schwartz	2	-	-
Information Technology	3	2	2
The Fishel Team	-	2	-
American Cable	-	4	-

For each proposal evaluated, raw scores assigned by each member were totaled and converted to a ranking.  The rankings for each firm were totaled and then converted to an overall ordinal score.  Using this method has proven to minimize the effects of large variances in any one evaluators’ scoring.

Firms were advised in the RFP that hourly rates would be compared by using a sample project where a project manager and clerical labor (8 hours each) and a journeyman technician and an electrical apprentice (40 hours each) would be involved.  The project total for each vendor is included at the bottom of the attached Unit Price Summary.

Coffey Electrical Services, Inc. not only provided the most favorable price rate in all three Groups, but proposed the lowest overhead and profit mark-up rates, as well as, shortest response time for routine calls and tied for best response time to other than routine calls in all three Groups.

Options:

1.  Authorize execution of an Agreement with Coffey Electrical Services, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The fiscal impact is unknown at this time.  As future projects are identified and budgeted commission approval will be sought when required.

Submission Date and Time:    9/4/2008 4:46 PM____

Department: Public Works____________ Prepared by: Terry Pollard__________ Attachments: Yes ___X___   No   ______ Advertised:    Yes________________ Dates:             May 25, 2008_ _______ Attorney Review :       Yes___  No _____ _________________________________            Revised 6/10/04

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

Account No. N/A_________________ Project No.   N/A_________________ WF No.          N/A_________________ Budget           N/A_________________ Available       N/A__________________

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A FIXED UNIT PRICE AGREEMENT WITH COFFEY ELECTRICAL SERVICES, INC. FOR SERVICES RELATED TO ELECTRICAL INSTALLATION, MAINTENANCE AND REPAIR; 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 COFFEY ELECTRICAL SERVICES, INC. whose address is 215 S. 2^nd Street, Leesburg, Florida 34748 for electrical installation, maintenance and repair services pursuant to RFP 80292.

 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 _8th____ day of __September_______ 2008.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk