Columbus, Georgia

Agenda Item #___4___





Columbus Consolidated Government

Council Meeting



October 7, 2003





Agenda Report #____117____





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) CONGESTION MANAGEMENT SYSTEM ? RFP NO. 04-0008



It is requested that Council approve the negotiation of a contract with Wilbur

Smith Associates for a congestion management study (CMS). The CMS will be used

to update the Columbus-Phenix City Transportation System (C-PCTS). Wilbur

Smith Associates may also be used to participate in the update of the Long

Range Transportation Plan.



The Columbus-Phenix City Metropolitan Planning Organization (MPO) has several

objectives in updating the C-PCTS CMS. Some relate to the fact that many of

the plan elements are dated. Others relate to the need to integrate certain

issues into the transportation planning process. The objectives of the plan

update include the following.



? Develop a Congestion Management System in compliance with federal

regulations. C-PCTS is a Transportation Management Area (TMA) with a

population of (2000 Census). The updated CMS should address all of the

relevant issues in the federal regulations.



? Reflect significant and meaningful public input. It will be important to

effectively involve the general public, especially Environmental Justice

communities, and other stakeholders in the plan update.



Requests for proposals were mailed to fifty-three vendors, and this RFP has

been advertised. Proposals were received on September 18, 2003 from five

offerors:



Wilbur Smith Associates (Atlanta, GA)

Jordan, Jones & Goulding, Inc. (Norcross, GA)

TEI Engineers & Planners (Duluth, GA)

URS Corporation (Atlanta, GA)

W K Dickson & Company, Inc. (Atlanta, GA)



Proposals were reviewed by the Evaluation Committee members, which consisted of

representatives from the City Manager?s Office, Community & Economic

Development and Traffic Engineering Division. During the evaluation process,

Wilbur Smith Associates was deemed most responsive to the RFP.



The City?s Procurement Ordinance, Article 3-111, Architectural/Engineering and

Land Surveying Services, governs the RFP process. During the process of an RFP

there is no formal opening, due to the possibility of negotiated components of

the proposal. In the event Council does not approve the recommended offeror,

no proposal responses or any negotiated components are made public until after

the award of the contract. If Council does not approve the recommended

offeror, negotiations will begin with the next highest-ranked, responsive

offeror. Evaluation results have been submitted to the City Manager in a

separate memo for information purposes.



Funds are budgeted in FY04 Budget, Multi-Government Project Fund, Engineering ?

Transportation Planning, Contractual Services; 0216-250-2500-TPLA-6319.



* * * * * *



(B) LANDSCAPE MATERIAL (ANNUAL CONTRACT) (RE-BID) - BID NO. 04-0011



It is requested that Council approve the purchase of landscape material

consisting of approximately 1,000 bales of pine straw, 10,000 bales of long

leaf pine straw, 4,000 bales of wheat straw and 4,000 bales of hay, on an ?as

needed? basis, from ToMar Garden Center for the estimated contract value of

$65,000.00. This re-bid is necessary for the following reasons: 1) the vendor

awarded the original bid (Bid No. 03-0086) failed to render the services in

accordance with the specifications of the contract, and 2) when the next low

bidders, in succession, were asked to continue the contract, they all required

minimum orders in various quantities; however, the using departments were

unable to store the required quantities.



Public Services and Park Services will use the landscape material in flower

beds located in City parks and for erosion control mulch. The contract period

will be for one year with the option to renew for two additional twelve-month

periods. Contract renewal will be contingent upon the mutual agreement of the

City and the Contractor.



One hundred & eighty two bid invitations were mailed; two bids were received

September 17, 2003. This bid has been advertised, opened and reviewed. The

bidders were:





Description/Vendor To-Mar Garden Center

(Columbus, GA) *R3/R & R Enterprises

(Piedmont, AL)

1. Pine straw

Est. Qty ? 1,000 Unit Price: $3.00

Total Price: $3,000.00 Unit Price: NB

Total Price: NB

2. Long Leaf Pine Straw

Est. Qty ? 10,000 Unit Price: $ 4.00

Total Price: $40,000.00 Unit Price: NB

Total Price: NB

3. Wheat Straw

Est. Qty ? 4,000 Unit Price: $2.75

Total Price: $11,000.00 Unit Price: $ 3.23

Total Price: $12,920.00

4. Hay

Est. Qty ? 4,000 Unit Price: $2.75

Total Price: $11,000.00 Unit Price: $2.89

Total Price: $11,560.00

Total Estimated Contract Value $65,000.00 $24,480.00*



* Denotes vendor did not bid on all line items.



Funds are budgeted each fiscal year for this ongoing expense, Parks and

Recreation ? Park Services ? Horticulture/Landscaping Supplies,

0101-270-2100-PSRV-6727; Public Services ? Right Of-Way Maintenance ?

Horticulture/Landscaping Supplies, 0203-260-3120-ROWM-6727; Street Improvements

- Horticulture/Landscaping Supplies, 0203-260-2100-STRT-6727.



* * * * * * *



(C) GYM FLOOR MAINTENCE SERVICES (ANNUAL CONTRACT) ? BID NO. 04-0013



It is requested that Council approve the purchase of gym floor maintenance

services from Steven?s Gymnasiums, Inc., for the estimated annual contract

value of $10,080.00. The contractor will perform necessary maintenance to

recondition the gym floors, including repairing, stripping/sealing of wood gym

flooring at Comer Gym, North Columbus Gym, Shirley Winston Gym, Benning Park

Gym, Northside Recreation Center and Psalmond Road Recreation Center on an ?as

needed basis? for the Parks & Recreation Department.



The contract period is for two years, with the option to renew for three

additional twelve-month periods. Renewal is contingent upon the mutual

agreement of the City and the Contractor.



Thirty-two bid invitations were mailed; five bids were received September 17,

2003. This bid has been advertised, opened and reviewed. The bidders were:



Vendors Bid Amount

Stevens Gymnasiums, Inc. (Roswell, GA) $ 10,080.00

*JFC (Knoxville, TN) 8,084.12

**Revell Flooring Company, Inc. (Atlanta, GA) 9,282.00

Ram Enterprises, Inc. (Montgomery, AL) 11,370.00

Quality Flooring (Buford, GA) 90,400.00





* JFC failed to provide the required certificate of liability insurance;

therefore, their bid was deemed incomplete. The Purchasing Division notified

the vendor, in writing, of the bid evaluation findings.



**Revell Flooring Company, Inc., submitted the next low bid. However, the

vendor proposed 15 days to complete the floors at all locations, which did not

meet the bid specification of 5 days for completion. The Purchasing Division

notified the vendor, in writing, of the bid evaluation findings.



Funds are budgeted each fiscal year for this ongoing expense, Parks &

Recreation ? Recreation Services ? Contractual Services,

0101-270-2400-RECR-6319.









?ITEM A?



A RESOLUTION



NO. ______





A RESOLUTION AUTHORIZING THE NEGOTIATION OF A CONTRACT WITH WILBUR

SMITH ASSOCIATES FOR A CONGESTION MANAGEMENT STUDY.



WHEREAS, an RFP was administered (RFP No. 04-0008) and five proposals

were received; and,



WHEREAS, the proposal submitted by Wilbur Smith Associates met all

proposal requirements and is deemed most responsive to the RFP.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS

FOLLOWS:



That the City Manager is hereby authorized to

negotiate a contract with Wilbur Smith Associates for a congestion management

study (CMS). Funds are budgeted in FY04 Budget, Multi-Government Project Fund,

Engineering ? Transportation Planning, Contractual Services;

0216-250-2500-TPLA-6319.



__________________________________





Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of ____________, 2003 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor



?ITEM B?



A RESOLUTION

NO. _________





A RESOLUTION AUTHORIZING THE PURCHASE OF LANDSCAPE MATERIAL CONSISTING OF

APPROXIMATELY 1,000 BALES OF PINE STRAW, 10,000 BALES OF LONG LEAF PINE STRAW,

4,000 BALES OF WHEAT STRAW AND 4,000 BALES OF HAY, ON AN ?AS NEEDED? BASIS,

FROM TO-MAR GARDEN CENTER FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $65,000.00.



WHEREAS, the landscape material will be used by Public Services and Park

Services in flower beds located in City parks and for erosion mulch; and,



WHEREAS, the contract period will be for one year with the option to renew for

two additional twelve month periods. Contract renewal will be contingent upon

the mutual agreement of the City and the Contractor.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to purchase landscape

material consisting of approximately 1,000 bales of pine straw, 10,000 bales of

long leaf pine straw, 4,000 bales of wheat straw and 4,000 bales of hay, on an

?as needed? basis, from Top Quality Straw, Inc., for the estimated annual

contract value of $65,000.00. Funds are budgeted each fiscal year for this

ongoing expense, Parks and Recreation ? Park Services ?

Horticulture/Landscaping Supplies, 0101-270-2100-PSRV-6727; Public Services ?

Right Of-Way Maintenance ? Horticulture/Landscaping Supplies,

0203-260-3120-ROWM-6727; Street Improvements - Horticulture/Landscaping

Supplies, 0203-260-2100-STRT-6727.

______________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of ____________, 2003 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert Poydasheff, Mayor



?ITEM C?



A RESOLUTION



NO. _________





A RESOLUTION AUTHORIZING THE PURCHASE OF GYM FLOOR MAINTENANCE SERVICES ON AN

?AS NEEDED? BASIS, FROM STEVEN?S GYMNASIUMS, INC., FOR THE ESTIMATED ANNUAL

CONTRACT VALUE OF $10,080.00.



WHEREAS, the contractor will perform necessary maintenance to

recondition the gym floors, including repairing, stripping/sealing of wood gym

flooring at Comer Gym, North Columbus Gym, Shirley Winston Gym, Benning Park

Gym, Northside Recreation Center and Psalmond Road Recreation Center on an ?as

needed basis? for the Parks & Recreation Department, and;



WHEREAS, the contract period will be for two years with the option to renew for

three additional twelve month periods. Contract renewal will be contingent

upon the mutual agreement of the City and the Contractor.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to purchase gym floor

maintenance services on an ?as needed basis? from Steven?s Gymnasiums, Inc.,

for the estimated annual contract value of $10,080.00. Funds are budgeted each

fiscal year for this ongoing expense, Parks & Recreation ? Recreation Services

? Contractual Services, 0101-270-2400-RECR-6319.

______________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of ____________, 2003 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert Poydasheff, Mayor



DATE: October 7, 2003



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





October 8, 2003

1. Dual Rear Wheel- 1 Ton Truck Crew Cab and Chassis with 8 ? Foot Flat

Dump Bed

Scope of Bid

Provide Three (3) Dual Rear Wheel- 1 Ton Truck Crew Cab and Chassis with 8 ?

Foot Flat Dump Bed to be used by the Street Repairs and Maintenance Division,

Right-of-Way Division, and Sewer Maintenance Division of the Public Services

Department.



2. 7-Yard Dump Truck Body

Scope of Bid

Provide One (1) 7-Yard Dump Truck Body to be used by the Street Improvements

Division of the Public Services Department.



3. Ammunition for Public Safety Departments (Annual Contract) ? Bid No. 04-0021

Scope of Bid

Provide ammunition of various types and quantities on an ?as needed?

basis to Columbus Consolidated Government (the City) to be utilized by the

Public Safety Departments. The contract term will be for one year, with the

option to renew for three additional twelve-month periods.





October 10, 2003

1. Traffic Incident Management Service (Annual Contract) ? RFP No.

04-0006

Scope of Bid

Provide Traffic Incident Management Service (Wrecker Service) on an ?as

needed basis? for various departments of Columbus Consolidated Government. The

term of the contract shall be for five (5) years.



2. Moving & Storage Services (Annual Contract) ? RFP No. 04-0007

Scope of Bid

Provide moving and storage services to temporarily relocate citizens under the

Homeowner Rehabilitation Assistance Program. The services will be required on

an ?as needed basis?. The term of the contract will be for three years with an

option to renew for two additional twelve-month periods. Contract renewal will

be contingent upon the mutual agreement of the City and the Contractor(s).

October 15, 2003

1. Concrete Ramps & Sidewalks ? Bid No. 04-0020

Scope of Bid

Provide concrete ramps and sidewalks at Lawyers Lane (Pecan Street, Schaul

Street, Marion Street, Bell Street, 10th Street and Hood Street); Macon Road

(Briarwood, South Dixon, Rigdon Road); North Lumpkin Road/30th Avenue; South

Lumpkin Road/Plantation Drive; Martin Luther King Blvd (Brennan School,

Coolidge Avenue, Lawyers Lane); Brown Avenue (Shepherd Drive, Col. Roberts

Center); Shepherd Drive (19th Street, 18th Street); Davis School (Crosswalk,

Marshall School); Manchester Exp/Daniel Middle School; 38th Street (Veterans

Parkway, 5th Avenue); River Road (Manchester Exp, 50th Street); 5th Avenue/6th

Street; 6th Avenue/10th Street; Veterans Parkway (10th Street, 6th Street, 9th

Street, KFC driveway, Carquest driveway); Hamilton Road/26th Street thru 35th

Street.





October 22, 2003

1. Passenger Vans ? Bid No. 04-0017

Scope of Bid

Provide two (2), Fifteen (15) Passenger Vans to be used by the Community

Services Division and Sheriff?s Motor Transport Division; and one (1), Seven

(7) Passenger Mini-Van to be used by the Motor Transport Division of the

Columbus Police Dept.



2. Regional Detention Pond and Wetland Mitigation ? Bid No. 04-0023

Scope of Bid

The work shall consist of furnishing all labor, materials, tools, equipment and

incidentals and performing all work required to construct complete-in-place and

ready-to-operate regional storm water detention ponds for the Muscogee

Technology Park. Also included is grading and erosion control measures to

create wetlands. The work involves construction of earthen berms approximately

2ft ? 5ft in height in an undeveloped area of the park along Bull Creek and its

tributaries.



3. Columbus Gateways Landscaping ? Bid No. 04-0025

Scope of Bid

The work shall consist of furnishing all labor, materials, tools, equipment and

incidentals and performing all work required to landscape I-185/Smith Road

Interchange and Manchester Expressway/Miller Road Interchange.