Fort Walton Beach Council agenda — 01-10-12 regular — reading text

( LINE 25ILINE 24( FFal PART SO PUBLIC SERWCE( PSI CAP CALCULATIONS 27 DISBURSED IN IDIS FOR PUBLIC SERVICES 2192429 28 PS UNLI0UIOATED OBLIGATIONS AT END OF CURRENT 000 PROGRAMYEAR 29 PS UNLIOUIOATED OBLIGATIONS AT END OF PREVIOUS 0. 00 PROGRAM YEAR 30 ADJUSTMENT TO COMPUTE TOTAL P5 OBLIGATIONS 0. 00 31 TOTAL PS OBLIGATIONS ( LINE 27 ' LINE 20- LINE291LINE30) 2192429 32 ENTITLEMENT GRANT 15222200 33 PRIOR YEAR PROGRAM INCOME 000 M ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PS CAP 000 35 T0TAL SUBJECT TO PS CAP ( SUM, LINES 3234) 15222200 36 PERCENT FUNDS OBLIGATED FOR PS ACTIVITIES (LINE 3IILINE 4T 00 1 35) PARTY: PLANNING AND ADMINISTRATION( PA )CAP 62 DISBURSED IN IDIS FOR PLANNINGIAOMINISTRATION 3085440 38 PA UNUOUDATED OBLIGATIONS AT END OF CURRENT 000 PROGRAM YEAR 39 PA UNLIOUIDATED OBLIGATIONS AT END OF PREVIOUS 000 PROGRAM YEAR 40 ADJUSTMENT TO COMPUTE TOTAL PA OBLIGATIONS 000 41 TOTAL PA OBLIGATIONS ( LINE 37 LINE 3B - LINE 39 - LINE 40) 30, 5544C 02 ENTITLEMENT GRANT 152, 22200 03 CURRENT YEAR PROGRAM INCOME 0. D0 44 ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PA CAP 0. 00 45 TOTAL SUBJECT TO PA CAP ( SUM, LINES 42 441 152772. 00 46 PERCENT FUNDS OBLIGATEO FOR PA ACTIVITIES ( LINE 411LINE 20. 00% 45) 1l1 Packs  8. 3 City Council of Fort Walton Beach 0 To: ENGINEERING & UTILITY SERVICES MEMORANDUM Robert T. Meams, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: January 10, 2012 Subject: ITB 12 -006 Annual Asphalt Paving Contract LL Each fiscal year, the City allocates funding to improve the asphalt surfaces on numerous roads within the City limits based on available revenues in the General Fund and the CRA. 1. 2, In order to achieve the necessary asphalt paving, the City requires the services of a contractor through an annual contract. 1. 3. The previous annual contract was awarded in FY 2005 -06 and was in need of updating for specifications and pricing. 2. DISCUSSION: 2. 1. On November 2, 2011, the Purchasing Division issued Invitation to Bid ( ITB) No. 12- 006 for an Annual Asphalt Paving Annual Bid. On December 6, 2011, three ( 3) vendors submitted bids. 2. 2. The three ( 3) vendors who submitted bid packages were as follows: 2.2. 1. APAC Mid -South, Inc. of Pensacola, Florida 2. 2. 2. C. W. Roberts Contracting, Inc. of Tallahassee, Florida 2. 2. 3. H &T Contractors, L.L.C. of Freeport, Florida 2. 3. The quantities used to evaluate the bid prices were estimates and were used to equally evaluate the bid submittals. The actual purchase quantities will be made within the limits of the FY 2011 - 12 budgeted funds. 2. 4. The intent of the annual contract is to secure a paving contractor for an initial period of one ( 1) year with the option of four ( 4) one ( 1) year renewal periods. 2. 5. After reviewing the submittals from each vendor, it was determined by the Purchasing Division and staff that C. W. Roberts Contracting, Inc. is the lowest responsive, responsible bidder for ITB No. 12 -006. 3. FINANCIAL INFORMATION: 3. 1. In the FY 2011 - 12 budget for Streets in the General Fund, there is $ 125, 000 allocated for CIP 5018 Street Resurfacing in Account No. 001- 5018 -541 -6351. 3. 2. In the FY 2011 -12 budget for CRA, there is $ 150, 000 allocated for CIP 5018 Street Packet Pg. 45