AGENDA MEMORANDUM

 

 

Meeting Date:           June 8, 2009

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of an agreement with Superior Asphalt of Central Florida, Inc. for street resurfacing construction services

 

 

Staff Recommendation:

Staff recommends approval of a fixed unit price agreement with Superior Asphalt of Central Florida, Inc. for street resurfacing.

 

Analysis:

The purpose of this Invitation to Bid was to solicit interested and qualified firms to provide fixed unit cost pricing for street resurfacing to include all services and materials.  Firms were requested to provide a unit price for Type S-3 asphalt put in place for various project sizes.  The unit price was to be inclusive of mobilization and maintenance of traffic.  The basis of award is on unit prices quoted for Type S-3 and milling.  The City will use this fixed unit price agreement for currently identified streets to be resurfaced as well as any other streets needing resurfacing during the term of the agreement.

 

The detailed list of bid items as well as the pricing submitted from each vendor is attached for review.

 

On April 7, 2009, the Purchasing Division issued Invitation to Bid 90281 soliciting interested and qualified firms to submit quotations for the items listed.  On April 20, 2009, the Purchasing Division received seven responses.  Following receipt of the bids, the Purchasing staff reviews the documents to insure they conform to the submittal requirements.  The next step of the contracting office is to determine the current status of the firm to see if they are responsible and meet the requirements for project experience.

 

Staff reviewed the bid submitted by the apparent low bidder, Florida Highway Products (FHP) of Celebration, Florida.  Florida Highway Products submitted project references with their bid that were either not current or not of the same type work we requested to be performed on this project.  The references submitted are attached for your review.  Given the issues with the original references, I requested their representative submit additional references that are current and for street resurfacing.  Florida Highway Products provided only one additional reference, Sarasota County.  FHP is currently working on their Swift Road project.  I called the contact at Sarasota County and generally asked if he was satisfied with their performance.  He said he has several issues with FHP; primary among them is the fact the project was not completed on time and is overdue.  He said if given the opportunity to work with this company in the future, he would “definitely not” work with them.  In response to my request for him to complete one of our performance evaluation summaries, he said he would not be able to do so because their project is not yet complete.

 

The issues with the original references submitted and the unsatisfactory reference check from Sarasota County require me to deem Florida Highway Products not responsible.  The next step was to evaluate the second low bidder, Superior Asphalt of Central Florida, Inc.  The references provided by this firm were current and checked out satisfactory for the same type of work.

 

The bid pricing submitted by Superior is very close to that of the lowest bidder.  The street resurfacing project will use bid item 3 - asphalt 300 tons or greater.  This item will be the majority of the cost of this project.  If a total project cost is calculated based on the unit price of the low (FHP) and second lowest (Superior) bidder the difference for the total project will be approximately $1,200.00.

 

A ranking of the firms is provided.  The ranking was made using only item 4 on the schedule of bid items.  This item, “Asphalt greater than 300 tons” will comprise most of the cost of this years’ street resurfacing.

 

VENODR RANKING

 

Rank

Vendor Name

Location

Unit Price

1

Florida Highway Products

Celebration, FL

$84.75

2

Superior Asphalt of Cent. Florida

Mt. Dora, FL

$85.00

3

Middlesex, LLC

Orlando, FL

$88.00

4

Meyer Development Services

Orlando, FL

$92.00

5

Ranger Construction Industries

Winter Garden, FL

$94.00

6

DAB Constructors

Ingles, FL

100.00

7

Paqco, Inc.

Leesburg, FL

115.00

 

 

The 2008 Street Resurfacing bid was awarded to the lowest bidder.  This firm did provide references that were marginal.  While the first phase of the project went well, the contractor experienced financial issues in the second phase.  As the Commission is aware, these problems resulted in the City incurring additional expense with a material supplier and terminating our relationship with the vendor.  Staff is using last years experience to insure this year’s street resurfacing project goes smoothly and does not result in unnecessary expenses to the City.

 

The initial term of the agreement is for a period of one year from date of execution.  At its option, the City may extend the agreement for two additional one year periods.  Price increases will only be considered following the initial term of the agreement and must be supported by an increase in raw materials.

 

Options:

1.  Authorized execution of the fixed unit price agreement with Superior Asphalt of Central Florida, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

 

 

Fiscal Impact: 

Funding of $440,000.00 is budgeted for the 2009 Street Resurfacing Program.

 

 

Submission Date and Time:    6/4/2009 8:09 AM____

 

Department: _Public Works - Streets_____

Prepared by:  Mike Thornton___________                     

Attachments:         Yes__X__   No ______

Advertised:   _X__Not Required ______                     

Dates:   April 6, 2009________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. ________JB________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _031-5112-541.63-10__

 

Project No. __310051____________

 

WF No. ______________________

 

Budget  _____$440,000.00______

 

Available ____$440,000.00______

 

 

 

 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A UNIT PRICE AGREEMENT WITH SUPERIOR ASPHALT OF CENTRAL FLORIDA TO PROVIDE CONSTRUCTION SERVICES FOR STREET RESURFACING REQUIREMENTS; 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 SUPERIOR ASPHALT OF CENTRAL FLORIDA, INC. whose address is 44 Rossiter Street, Mount Dora, Florida 32757 for construction services related to street resurfacing pursuant to invitation to bid number 90281.

 

             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 __June__ 2009

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk