Fort Walton Beach Council agenda — 08-25-2009 regular — reading text

hours painstakingly reviewing the budget, that everyone had the same! information and revenues as well as expenditures were discussed. He noted the information was published on -line for the public to review. Mr. Reeves stated his feeling that there is no need to keep rehashing issues over and over that have already been discussed and voted on by Council. Mr. Garvie discussed the efforts being taken by Habitat for Humanity to assist the low income find housing; advised the housing authority for the state is having their annual meeting in Sandestin and he will be giving the opening address; announced the educational summit being held by Striving for Perfection next Saturday for minority children in the lower part of their class; and that he attended the annual meeting of PAWS and that he received valuable information about the organization. 26-  267 Regular Council Meeting 08 -11 -09 MAYORJCOUNCIL ANNOUNCEMENTS Mr. Nabors advised he did not appreciate his fellow councilmen speculating his level of comprehension of items on an agenda, and if he has questions he will address them before the meeting, and he did not care for an agenda item being placed on an agenda for his benefit to help him understand items others may speculate or feel he did not have a master of the topic. He hoped in the future if there are any questions from Councilmen as to their level of understanding that they would address those before coming to Chambers to address the topics at hand. Mr. Patterson requested that an item be placed on a future agenda to address the problem of panhandling. Mr. Patterson advised that the Northwest Florida Remote Control Flyer. Association raised over $ 5, 000 for the wounded warrior project. Mr. Rynearson stated on record he is not in favor of revisiting the golf course audit, that it has been discussed and is a matter of public record, and it is the job of Council to move forward, not backward. Mr. Rynearson also gave his appreciation to the City Staff for their diligent work in preparation of the Council agendas. 4t" Mayor Anderson commented for the record on the great July celebration at the Landing. He also advised he was invited to a downtown business meeting and discussed the excitement in the downtown; was invited to the Installation Excellence Ceremony for Hurlburt; that he acted as a server for the law enforcement pancake breakfast at Longhorns; he attended the Small Business Expo in Crestview; announced the Economic Recovery Summit will be held on August 28 at the Conference Center from 8:30 am to 11: 30 am; and thanked Sam's Club for giving Parks and Recreation $ 1, 000 in grant monies for the ballet dance room. The Mayor also advised that a pancake breakfast will be held at 9 am in support of the Fisher House at Magnolia Grill on Wednesday morning. ADJOURNMENT There being no further business, the meeting adjourned at 9:25 pm. APPROVED: MAYOR: ATTEST: CITY CLERK Ive 27_  CITY COUNCIL MEETING August 25. 2009 Consent Agenda Award Bid 09 -120 for GPS Equipment Synopsis: Bid amount is $ 48, 071. 12; lowest responsive, responsible bidder is Lengemann, Inc., ofAltoona, Florida Agenda Item Number: 3. 2  CITY OF FORT WALTON BEACH MEMORANDUM To: Robert T. Mearns, City Manager From: Michael D. Beedie, P. E., City Engineer Date: August 17, 2009 Subject: Request to Award Invitation to Bid No. 09 -120: GPS Equipment 1. BACKGROUND: 1. 1 In the FY 2008 -09 budget, a Capital Improvement Program allocated $ 300, 000 towards the implementation of the Geographic Information Systems ( GIS) program for underground infrastructure ( CIP 5114). 1. 2 At the May 19, 2009, City Council Special Meeting, City Council approved a budget policy to utilize up to $ 80, 000 of the original $ 300,000 FY 2008 -09 budget for CIP 5114 to purchase GPS equipment to perform the field data collection of the potable water, sanitary sewer, and stormwater infrastructure in- house. 2. DISCUSSION: 2. 1 On June 25, 2009, the Purchasing Division issued Invitation to Bid No. 09 -120 for the purchase of GPS equipment. On July 21, 2009, a total of three bid proposals were received. The ITB package included the following items: 2. 1. 1 Real -Time Kinematic ( RTK) GPS Equipment with Sub -Centimeter accuracy 2. 1. 2 Handheld GPS Equipment with Sub -Meter accuracy 2. 1. 3 Software and accessories 2.2 An Evaluation Committee was developed and consisted of the following City staff: 2.2. 1 Michael Beedie, City Engineer 2. 2. 2 Mike Bryant, Engineering Services Manager 2. 2. 3 Jeff Glassburn, Construction Operations Manager 2.2. 4 John Hofstad, Utility Services Director 2. 2. 5 Sam Wilson, Stormwater Superintendent 29_  2. 3 Within the ITB package, three evaluation criteria were established and weighted appropriately to determine the final rankings. The evaluation criteria included Bid Prices ( 60 %), Degree to Which Bid Meets Specifications ( 20 %), and References 20 %). 2.4 After reviewing the bid proposals, the Evaluation Committee ranked Lengemann, Inc. as the highest ranked vendor for the GPS equipment. Lengemann, Inc. submitted a proposal with Topcon GPS equipment, which met all of the required specifications. The overall bid prices from the three vendors is as follows: 2. 4. 1 Lengemann, Inc. - $ 48, 071. 12 ( Topcon) 2. 4. 2 Southern Precision, Inc. - $ 68, 869. 46 ( Trimble) 2. 4. 3 GPServ, Inc. - $ 70, 545. 00 ( Trimble) 2. 5 Because the Topcon equipment was an " Or Equal" proposal, Lengemann, Inc. provided a demonstration of the equipment for staff. Earlier in the process, the Trimble equipment was demonstrated also. 3. FINANCIAL INFORMATION: 3. 1 Sufficient funds are available in Account Number 401 -5114- 536. 64 -02 ( GIS Mapping) in the Utilities Enterprise Fund for the FY 2008 -09 budget. 3. 2 The overall bid amount of $48, 071. 12 includes the purchase of two ( 2) Topcon HiPer GA -Rover RTK units, one ( 1) Topcon GRS -1 handheld unit, software, and accessories. 4. 40 QUESTIONS: 4. 1 Financial Data 4. 1. 1 Department: Utility Services 4. 1. 2 Division: 1300 —Administration 4. 1. 3 Fund: 401 — Utilities 4. 1. 4 Account No.: 401 -5114- 536. 64 -02 4. 1. 5 Acct:. Description: CIP 5114 —GIS Mapping 4. 1. 6 FY Budget: 2008 -09 4. 1. 7 Amount Budgeted: 80, 000 4. 1. 8 Grant Funds: No 4. 1. 9 Fund Transfer: No 4. 1. 10 From Account: N/A 4. 1. 11 To Account: N/A 4. 1. 12 Reason Funds Available for Transfer: N/A 4. 1. 13 Price Analysis: Attached 30-  4.2 Bid Item Data 4.2. 1 Description of Bid Item: GPS Equipment 4. 2. 2 Supplemental Material: Attached 4. 2. 3 No. of Bid Invitations Sent: 15 4. 2. 4 No. of Bids Received: 3 4. 2. 5 No. of Responsive Bids: 3 4. 2. 6 Recommended Vendor: Lengemann, Inc. 4. 2. 7 Bid Award Amount: 48, 071. 12 4. 2. 8 Comments: See attachments 4. 2. 9 Estimated Quantity to be Purchased ( Bulk Items): N/A 4. 2. 10 Estimated Purchase Amount: N/A 4. 2. 11 Bid Tabulation Attached: Yes 4. 2. 12 Term of Contract: N/A 4. 2. 13 Bid Valid To: 90 Days from Bid Opening 4. 2. 14 Bid Price Valid for Term of Contract: Yes 4.2. 15 Warranty Period: One Year on Equipment 4.2. 16 Delivery Time: 7 to 10 Days ARO 4.2. 17 State Contract: No 4. 2. 18 Contract No.: N/A 4.2. 19 Co -Op Purchase: N/A 4.2.20 Agency: N/A 4.2. 21 Expected Life of Item: 10 Years 4. 2. 22 Item Demonstrated: Yes 4. 2. 23 References Checked: Yes 4.2. 24 Contract: N/A 4.2.25 Contract Approved for Legal Sufficiency: N/A 4.2.26 Current Vendor: N/A 4.2. 27 Current Price: N/A 5. RECOMMENDATION: 5. 1 Pursuant to Chapter 4, Section 4.01. 025, Purchasing Policies and Procedures, Code of Ordinances, staff requests City Council authorization to award the purchase of Invitation to Bid No. 09 -120 for GPS Equipment, in the not -to- exceed amount of $ 48,071. 12, to Lengemann, Inc. of Altoona, Florida. 6. ATTACHMENTS: 6. 1 ITB 09 -120 Final Ranking Summary 6.2 ITB 09 -120 Bid Tabulation, dated July 21, 2009 6. 3 ITB 09 -120 GPS Equipment 31- 7. SIGNATURE ]BLOCK: 7. 1 Submitted By: Michael D. Beedie, P. E., City Engineer 7. 2 Reviewed and Concur: hn Hofstad, ' y Services Director 7. 3 Reviewed and Concur: Brandy Wunker, Financial Services Director 7. 4 Reviewed for Agenda. elll'Id 9' bert T. Mearns ity Manager 32-  33- wv z w a woo c W N CL. 0 0 N O m W O LL. t'3 Z Q W r OW N3 Ja Q r 00 rr 34- Z W r2 a WOW Lu N a C) 0 N VOW 0 m cc O U. z_ a W O W N3 4 r p0 35- LL1 a w Cl. 0 N r 07 O CD V- 0 tJ- N m 1,U I Z w+ Ul O r