AGENDA MEMORANDUM
Meeting Date: January 12, 2009
From: Mike Thornton, Purchasing Manager
Subject: Resolution authorizing execution of an agreement with Electric Services, Inc. for airfield lighting rehabilitation
Staff Recommendation:
Staff recommends approval of the resolution authorizing execution of an agreement with Electric Services, Inc. for airfield lighting rehabilitation design-build construction services totaling $366,525.00. Of this amount, $50,922.82 is for owner’s contingency.
Analysis:
The purpose of this solicitation is to establish a design-build construction services agreement with a qualified firm to complete an airfield lighting rehabilitation project at the Leesburg International Airport.
The City applied for and received a matching grant from the Florida Department of Transportation (FDOT). The grant total for this project was $400,000.00. FDOT will provide 80% or $320,000, the City is required to contribute 20% or $80,000.
Summary of Funding
|
Funding Source |
Project Grant Amounts |
Actual Engineering Costs |
Estimated Construction Costs |
|
FDOT – 80% |
$320,000 |
$26,780 |
$293,220 |
|
City – 20% |
$80,000 |
$6,695 |
$73,305 |
|
Total |
$400,000 |
$33,475 |
$366,525 |
On September 22, 2008, the Purchasing Division issued Request for Proposals (RFP) number 80472 inviting interested and qualified firms to submit technical and price proposals for consideration and evaluation by the City. On October 23, 2008, the City received qualification statements and pricing proposals from five electrical service firms with experience in airfield lighting.
An evaluation committee consisting of staff from the Airport and Electric departments evaluated the qualifications and price proposals of the four firms that were compliant with all the RFP’s requirements. The competing firm’s technical proposals addressed their Similar Project Experience and References, Design Concept, Approach/Scheduling which included information regarding resumes, and references, organizational structure, that will be available to the firms in providing performance of work as required by the RFP. Price proposals were also required.
SUMMARY OF RANKING
|
Company name |
Technical Ranking |
Price ranking |
Total Price All Areas |
Total Price Runway 3-21 Taxiway B & J |
|
Electric Services, Inc. - Leesburg, FL |
1 |
1 |
$548,986.79 |
$315,602.18 |
|
H.L. Pruitt Corporation - Winter Springs, FL |
1 |
2 |
$594,000.00 |
$378,085.00 |
|
Himes Electric Company - Lutz, FL |
3 |
3 |
$598,318.00 |
$409,409.00 |
|
New Florida Ind. Elect Altamonte Springs, FL |
4 |
4 |
$837,981.54 |
$391,686.97 |
|
Precision Approach, LLC - Eatonton, GA |
0 |
5 |
$753,287.00 |
$481,302.00 |
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.
The Technical/Qualification proposals submitted by Electric Services, Inc. (ESI) and the H. L. Pruitt Corporation (HPC) were both ranked number 1 by the technical evaluation panel. However, ESI proposed the most favorable overall price of $548,986.79 of the four firms for all the work. ESI’s price for the three sites that can be completed with available funding is $62,482.82 less than HPC.
Precision Approach, LLC did not submit the required Bid Bond causing them to be nonresponsive and eliminated for the evaluation process.
The base amount of the agreement with Electric Services, Inc. is $315,602.18 with an owners’ contingency of $50,922.82. The contingency is the difference between the balance of grant funds and the cost to upgrade runway 3-21 and taxiways B and J. The contingency will be used for additional miscellaneous lighting such as directional signage and precision approach path indicators (PAPI).
Options:
1. Authorize execution of an Agreement with Electric Services, Inc. for a total of $366,525.00; or
2. Such alternative action as the Commission may deem appropriate
Fiscal Impact:
The City’s portion of $73,305 for construction will be funded from the Local Option Sales Tax. This amount will be transferred to the capital projects fund.
Submission Date and Time: 12/23/2008 11:49 AM __________________________
|
Department: City Manager / Airport____ Prepared by: Mike Thornton__________ Attachments: Yes ___X___ No ______ Advertised: Yes________________ Dates: September 21, 2008 _______ 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. __300005___________ WF No. __WF0425467 / 001___
Project Budget __$400,000.00______ Available __$366,525.00______
Account Line Item Budget __$3,720,370.00_____ Available __$3,710,370.00_____
|
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 ELECTRIC SRVICES, INC. TO PROVIDE AIRPORT LIGHTING REHABLIITATION DESIGN-BUILD SERVICES OBLIGATED PURSUANT TO REQUEST FOR PROPOSAL 80472; 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 ELECTRIC SERVICES, INC. whose address is 1746 U.S. HIGHWAY 441, LEESBURG FLORIDA 32748 for AIRPORT LIGHTING REHABLIITATION DESIGN-BUILD SERVICES pursuant to Request for Proposal 80472.
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 __12th___ day of __January___ 2009.
__________________________
Mayor
ATTEST:
__________________________
City Clerk