AGENDA MEMORANDUM

Meeting Date: July 13, 2009

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing execution of an agreement with Petroleum Equipment Construction for Fuel Island Renovations

Staff Recommendation:

Staff recommends approval of an agreement with Petroleum Equipment Construction (PEC) for fuel island renovations for $58,044.00.

Analysis:

The City operates a fuel dispensing site at the Municipal Operations Center (MOC) on Griffin Road (Electric Department).  The equipment located at this site has aged and is in need of replacement.  The work to be performed includes replacement of the concrete slab, replacing two fuel dispensing pumps, construction of a new canopy/cover, and relocation of an electrical control box.

The upgrades to the site will provide two new dispensers to replace the existing pumps.  The existing pumps experience frequent problems requiring repair in addition to not being vented properly.  The new overhead canopy will be larger and provide cover to the fueling equipment and also the vehicles and personnel using the fueling site.  The current canopy is a very small pre-stressed concrete roof panel that is falling apart.  Minor electrical work is required to move an existing control panel not installed according to current code requirements.

In order to reduce the cost of this project the City will provide labor for the slab and island demolition.  The contractor will provide all other labor and materials.

This acquisition was initially solicited under Invitation to Bid (ITB) 90181 issued March 2, 2009, which resulted in all the bids, submitted by the seven responding bidders, significantly exceeding the available funding for the project.

Following review of the specifications, staff determined several items of work could be accomplished by City resources.  A revision was made to the specifications and the seven respondent bidders were issued ITB 90341 on June 2, 2009.

On June 16, 2009, the City received sealed bids from four of the prospective contractors which received the ITB. 

At the public bid opening, PEC was determined to be the apparent low bidder.  All attendees were advised a responsibility and responsiveness review would be conducted by the Purchasing Department with an anticipated award recommendation to PEC to follow soon afterward.

Summary of Bids Received

Contractor Name	Total Bid Price
Petroleum Equipment Construction (Apopka)	$58,044.00
MDM Services, Inc. (Lakeland)	$63,120.00
K.C. Petroleum (Jacksonville)	$70,476.00
Great Dane Petroleum (Lauderhill)	$118,210.00

Options:

1.  Approve execution of the agreement with Petroleum Equipment Construction or

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

Fiscal Impact: 

Funding is budgeted and available in the account listed below.

Submission Date and Time:    7/9/2009 5:20 PM____

Department: Public Works___________  Prepared by:    Terry Pollard_________                      Attachments:         Yes  __X__   No ______ Advertised __X__ Not Required  _______ Dates:       March 1, 2009__     __________                       Attorney Review :       Yes___  No  __X__ _________________________________            Revised 6/10/04

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

Account No. 031-5110-519-6310___ Project No.   310051____________ WF No. ____564412____________ Budget  ____$58,044.00________ Available ___$58,044.00________

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 PETROLEUM EQUIPMENT CONSTRUCTION TO PERFORM FUEL SITE  RENOVATION SERVICES; 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 PETROLEUM EQUIPMENT CONSTRUCTION whose address is P.O. Box 910, Apopka, Florida 32704 for Fuel Site Renovation services under Invitation for Bid 90341.

 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 __13th___ day of __July_______ 2009.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk