AGENDA MEMORANDUM

Meeting Date: February 23, 2009

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing an agreement with Wagner Construction, Inc. for construction services to replace  metal roofs on two city-owned buildings

Staff Recommendation:

Staff recommends execution of the agreement with Wagner Construction, Inc. of Leesburg, Florida for construction services to replace the metal roofs on an airport hangar and the building leased to Bill Bryan KIA for a total amount of $71,030.00, which includes an owner contingency of $5,800.00.

Analysis:

The purpose of this project is to contract with a qualified firm to remove and replace the metal roofs on two city-owned buildings.  The first building is an airport hangar located at 8812 Airport Boulevard leased to Mid-Florida Aviation & Instruments, Inc.  The second building is leased by Bill Bryan KIA on US Highway 441.

The roof on each building has experienced leaks and needs to be replaced.  Each roof will be replaced with 24 gauge metal roof panels per the specifications.  The roof of the KIA Building is insulated and will receive new insulation as part of the roof replacement.  Rain gutters and downspouts will be replaced only if the City determines their condition warrants replacement.  The amount of $5,800.00 is included in the contract as owner contingency for gutters and downspouts on both buildings.

The Purchasing Division issued Invitation to Bid (ITB) 90061 on December 8, 2008.  The opportunity was advertised in The Daily Commercial and many local companies were directly notified.  Representatives from 14 companies attended the mandatory pre-bid meeting.  On January 9, 2009 the City received 4 sealed responses.  The summary of those responses are included here.

Summary of Bids

Description	Unit	Wagner Const.	Bird Dog Roofing	DHI Roofing	Wagner 3 Ventures
KIA Building Metal Roof & Insulation	LS	$27,720.00	$29,200.00	$59,587.00	$57,750.00
Airport Hangar Metal Roof	LS	$31,350.00	$33,000.00	$39,876.00	$47,700.00
Base Bid Both Buildings		$59,070.00	$62,200.00	$99,463.00	$105,450.00
Upgrade to 24 gauge KIA Building	LS	$2,530.00	$2,300.00	$4,045.00	$6,775.00
Upgrade to 24 gauge Airport Hangar	LS	$3,630.00	$3,500.00	$3,034.00	$6,300.00
Upgrade Sub-Total		$6,160.00	$5,800.00	$7,079.00	$13,075.00
Total Cost w/ Upgrades		$65,230.00	$68,000.00	$106,542.00	$118,525.00
Additive Alternates
Gutter Material	LF	$7.00	$7.00/$8.00	$11.00	$3.15
Downspout Material	LF	$7.00	$8.00	$11.00	$3.15

Following the bid opening, staff discovered the specification for the insulation at the KIA Building was incorrect.  Staff determined the only equitable way to resolve the problem was to issue an addendum correcting the specification and provide an opportunity for vendors to revise their bid on the KIA Building based only on the new specification.

Wagner Construction was the only vendor that responded.  Therefore, all original bids were accepted as final.  Wagner Construction is deemed the lowest responsive and responsible bidder.

The Airport budgeted $30,000.00 and Public Works $145,000.00 for the KIA Building.  The shortfall of $4,980.00 on the airport hangar will be made-up from the Public Works account.  The bid amount for both buildings is well below the total budgeted amount of $175,000.00.

Options:

1.  Approve execution of the agreement with Wagner Construction, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The actual project cost is expected to be $103,970.00 less than the budgeted amount for both buildings.  A budget adjustment will be processed to place these funds into a reserve account.

Submission Date and Time:    2/23/2009 4:12 PM____

Department: _Public Works____________ Prepared by:  _Mike Thornton__________                      Attachments:         Yes__X_   No ______ Advertised:   YES__Not Required ______ Dates:   _December 7, 2009___________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

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

Account No. _001-5193-519.62-10__  _001-1821-542.62-10__ Project No. ___________________ WF No. ______________________ Project Budget  __  $145,00.00___ __  $ 30,000.00___ Project Available _  $145,000.00___                              __  $ 30,000.00___ Account Budget  __$182,750.00___                                __$  30,000.00___ Account Available _$173,805.00__                                __$  30,000.00___

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG AUTHORIZING THE MAYOR AND THE CITY CLERK TO EXECUTE AN AGREEMENT WITH WAGNER CONSTRUCTION, CO., LLC FOR CONSTRUCTION SERVICES TO REPLACE METAL ROOFS ON TWO CITY OWNED BUILDINGS; 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 WAGNER CONSTRUCTION, Co., LLC whose address is 1903 Greenleaf Lane, Leesburg, Florida  34748 for construction services to replace metal roofs on two city-owned buildings pursuant to Invitation to Bid 90061.

 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 _23rd_ day of _February_ 2009.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk