Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



September 3, 2002



Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) PROFESSIONAL SURVEYING SERVICES (ANNUAL CONTRACT) ? RFP NO. 02-0039



It is requested that Council approve the contract for Professional Surveying

Services for the Finance Department, Revenue Division, with Moon, Meeks, Mason

& Vinson, Inc., on an ?as needed basis?. The surveying services requested are

in conjunction with the application process for an Alcoholic Beverage License

in Muscogee County. Section 3-7(a)(4) of the Code of Ordinances, City of

Columbus, Georgia, requires all applications for new Alcoholic Beverage

Licenses to include a certificate from a registered surveyor showing a scale

drawing of the location of the proposed premise and the distance of the

proposed premises from any prohibited locations covered in Section 3-5 of the

Code of Ordinances, City of Columbus, Georgia.



All applications for new alcoholic beverage licenses must include a certificate

from a registered surveyor showing a scale drawing of the location of the

proposed premises and the distance of the proposed premises from any prohibited

locations covered in Section 3-5. These surveys are to be coordinated and

conducted by a registered surveyor, contracted by the city, and the

nonrefundable cost of such surveys are to be paid by the applicants to the

Columbus Consolidated Government.



The survey services shall consist of boundary research necessary to prepare

plats, scale drawings and accurate measurements involving the proposed

locations for Alcoholic Beverage Licenses. This will include the completion of

?Surveyor?s Reports? certifying the measurements from the property lines of

proposed locations for Alcoholic Beverage Licenses to the property lines of any

surrounding prohibited locations as stated in Section 3-5 of the Code of

Ordinances, City of Columbus, Georgia.



The term of the contract shall be for two years, with an option to renew for

three additional twelve-month periods. Contract renewal will be contingent

upon the mutual agreement of the City and the Contractors.



Request for proposals were mailed to seventy-five vendors and the RFP has been

advertised. Two proposals were received, May 17, 2002 from the following

offerors.



Moon, Meeks, Mason & Vinson, Inc. (Columbus, GA)

Jordan, Jones & Goulding (Phenix City, AL)



The proposals were reviewed by the Evaluation Committee members, which

consisted of representatives from the following departments: Finance,

Engineering and Public Services. During the evaluation process, Moon, Meeks,

Mason & Vinson, Inc., was deemed most responsive to the RFP. The City?s

Procurement Ordinance, Article 3-110, Competitive Sealed Proposals for the

procurement of Equipment, Supplies and Professional 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(s), negotiations will begin

with the next responsive offeror. Evaluation results and cost information have

been submitted to the City Manager in a separate memo for information purposes.



Funds are budgeted each fiscal year for this on-going expense; Finance

Department, Revenue-Occupation Tax ? Contractual Services;

0101-200-2200-REVS-6319.



* * * * * *



(B) STEP VAN OUTFITTING ? BID NO. 02-0112



It is requested that Council authorize the procurement of vehicle outfitting

services from New Centennial, Inc., in the amount of $11,985.00. New

Centennial will provide and install a workstation with chair, seating, gas

generator, batteries and insulation in a step van that Columbus Police

Department will utilize as a S.W.A.T. vehicle.



One hundred twenty-nine bid invitations were mailed; three bids were received

on April 17, 2002. This bid has been advertised, opened and reviewed. The

bidders were:



New Centennial, Inc. (Columbus, GA) $11,985.00

Van-Mor, Inc. (Ocala, FL) 23,999.72

Emergency Management Equipment (Salt Lake City, UT) 31,021.00





Funds are budgeted in FY03 Budget, Police ? Motor Transport, Light Trucks;

0101-400-3230-MOTR-7722.



* * * * * *



(C) THEATRICAL HOIST MOTORS ? BID NO. 02-0132



It is requested that Council authorize the purchase of four (4) theatrical

hoist motors from Command Audio Visual Services in the amount of $19,950.00.

The equipment will be used by the Civic Center to hang the hockey net, the

half-house curtain, flags and banners for events, the football goals and to do

rigging.



Fifty-eight bid invitations were mailed; four bids were received on June 14,

2002. This bid has been advertised, opened and reviewed. The bidders were:



Command Audio Visual Services (Columbus, GA) $19,950.00

RSL Theatrical (Columbus, GA) 20,734.00

Industrial 1 Supply (Columbus, GA) 24,920.00

Danco, Inc. (Waterbury, CT) 26,542.00





Funds are budgeted in FY03 Budget, Civic Center ? Capital Expenditures Over

$5000; 0757-160-1000-CIVC-7761.



* * * * * *



(D) ATTORNEY FEES



It is requested that Council approve payment of attorney fees to Troutman

Sanders, LLP, in the amount of $18,400.57, pertaining to the case of Columbus ?

Muscogee County Consolidated Government Challenge Homestead/Tax Freeze.



Funds are budgeted in FY03 Budget, City Attorney, Consulting;

0101-120-1000-ATTY-6315.



* * * * * *



(E) SCHATULGA ROAD CULVERT REPAIR ? BID NO. 03-0001



It is requested that Council authorize the execution of a construction contract

with Cline Construction Company in the amount of $83,000.00. The contractor

will repair a storm culvert and replace a cross drainpipe on Schatulga Road.



Forty-seven bid invitations were mailed; four bids were received on August 14,

2002. This bid has been advertised, opened and reviewed. The bidders were:



Contractor Total

Base Bid DBE

Participation

Cline Construction Co. (Columbus, GA) $ 83,000.00 ?Undetermined

Alexander Contracting Co. (Columbus, GA) 149,500.00 1.68%

Robinson Paving Co. (Columbus, GA) 158,000.00 2.54%

Sunbelt Structures (Tucker, GA) 273,000.00 10.30%



?Cline Construction Company intends to utilize a DBE hauling subcontractor to

the fullest extent possible, but states the percentage and/or dollar amount

cannot be determined at this time.



Funds are budgeted in FY03 Budget, 1999 SPLOST ? Road/Bridge/Street, Bridge

Repair Design; 0540-695-2126-TXRB-7641-50314030.



* * * * * *



(F) DRAINAGE IMPROVEMENTS AT SUMMIT DRIVE, BELVEDERE PARK & JAPONICA DRIVE ?

BID NO. 03-0002



It is requested that Council authorize the execution of a construction contract

with Kam, Inc., in the amount of $133,500.00. The contractor will perform

drainage improvements at Summit Drive, Belvedere Park and Japonica Drive.



Forty-seven bid invitations were mailed; five bids were received on August 14,

2002. This bid has been advertised, opened and reviewed. The bidders were:



Contractor Total

Base Bid ?Alternate

No. 1

Kam, Inc. (Columbus, GA) ?$135,500.00 ?$2,000.00 deduct

Alexander Contracting Co. (Columbus, GA) 135,665.00 3,400.00 deduct

Mc-Math Turner Construction (Columbus, GA) 152,788.00 0.00

Robinson Paving Company (Columbus, GA) 205,400.00 2,000.00 add

David Elliott & Associates (Phenix City, AL) 378,768.31 2,445.85 deduct



?Alternate No. 1: Substitute 30", Class III reinforced concrete pipe (RCP) for

the 162' of ultra rib pipe specified for Japonica Drive.



?Per bid specifications; bid award is based on the lowest Total Base Bid amount.



Funds are budgeted in FY03 Budget, Capital Projects Fund-Sewer Fund Supported ?

Pipe Rehab Japonica, Belvedere Park and Summit Drive;

0508-660-2000-CPSF-7622-20781010, 20786020, 20787020.



* * * * * *



(G) AMBULANCE SERVICE LICENSE RENEWAL



It is requested that Council authorize payment to Georgia Department of Human

Resources for ambulance service license renewal fee in the amount of

$19,300.00. Each ambulance service in Georgia is charged a base rate of

$2,500, and $1,400 per each ambulance in service (12 ambulances @ $1,400).

The renewal fee is based on the new license fee structure and medical

reimbursement rates for EMS Services that went into effect as of August 1,

2001.



Funds are budgeted in FY03 Budget, Columbus Fire and Emergency Medical Service,

Taxes/Licenses; 0101-410-2700-EMS-9212.





?ITEM A?



A RESOLUTION



NO._____





A RESOLUTION AUTHORIZING TO EXECUTE A CONTRACT FOR PROFESSIONAL SURVEYING

SERVICES WITH MOON, MEEKS, MASON & VINSON, INC., ON AN ?AS NEEDED BASIS? FOR

THE REVENUE DIVISION OF THE FINANCE DEPARTMENT.



WHEREAS, an RFP was administered (RFP 02-0039) and proposals were received from

two qualified offerors; and,



WHEREAS, the proposal submitted by Moon, Meeks, Mason & Vinson, Inc., met all

proposal requirements and was evaluated most responsive to the RFP; and,



WHEREAS, the term of contract shall be for two years, with an option to renew

for three additional twelve-month periods. Contract renewal is 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 execute a contract for

professional surveying services with Moon, Meeks, Mason & Vinson, Inc., on an

?as needed basis? for the Revenue Division of the Finance Department. Funds

are budgeted each fiscal year for this on-going expense; Finance Department,

Revenue-Occupation Tax ? Contractual Services; 0101-200-2200-REVS-6319.



______________________________

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

the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM B?



A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE PROCUREMENT OF VEHICLE OUTFITTING SERVICES

FROM NEW CENTENNIAL, INC., IN THE AMOUNT OF $11,985.00.



WHEREAS, New Centennial will provide and install a workstation with chair,

seating, gas generator, batteries and insulation in a step van; and,



WHEREAS, The step van will be used by the Police Department as a

S.W.A.T. vehicle.



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



That the City Manager is hereby authorized to procure vehicle

outfitting services from New Centennial, Inc., in the amount of $11,985.00.

Funds are budgeted in FY03 Budget, Police ? Motor Transport, Light Trucks;

0101-400-3230-MOTR- 7722.



________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM C?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF FOUR (4) THEATRICAL HOIST MOTORS FROM

COMMAND AUDIO VISUAL SERVICES IN THE AMOUNT OF $19,950.00.



WHEREAS, The equipment will be used by the Civic Center to hang the hockey net,

the half-house curtain, flags and banners for events, the football goals and to

do rigging.



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



That the City Manager is hereby authorized to purchase four (4)

theatrical hoist motors from Command Audio Visual Services in the amount of

$19,950.00. Funds are budgeted in FY03 Budget, Civic Center ? Capital

Expenditures Over $5000; 0757-160-1000-CIVC-7761.



_________________________________________



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

the _________ day of _______________________, 2002 and adopted at said meeting

by the affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM D?

A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT OF ATTORNEY FEES TO TROUTMAN SANDERS,

LLP, IN THE AMOUNT OF $18,400.57, PERTAINING TO THE CASE OF COLUMBUS ? MUSCOGEE

COUNTY CONSOLIDATED GOVERNMENT CHALLENGE HOMESTEAD/TAX FREEZE.



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



That the City Manager is hereby authorized to make payment to Troutman Sanders,

LLP, in the amount of $18,400.57, pertaining to the case of Columbus ? Muscogee

County Consolidated Government Challenge Homestead/Tax Freeze. Funds are

available in the FY03 Budget; City Attorney, Consulting;

0101-120-1000-ATTY-6315.



_________________________________________



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

the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM E?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH CLINE

CONSTRUCTION COMPANY IN THE AMOUNT OF $83,000.00.



WHEREAS, The contractor will repair a storm culvert and replace a cross

drainpipe on Schatulga Road.



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



That the City Manager is hereby authorized to execute a construction

contract with Cline Construction Company in the amount of $83,000.00. Funds

are budgeted in FY03 Budget, 1999 SPLOST ? Road/Bridge/Street, Bridge Repair

Design; 0540-695-2126-TXRB-7641-50314030.

_________________________________________



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

the _________ day of _______________________, 2002 and adopted at said meeting

by the affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor





?ITEM F?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH KAM,

INC., IN THE AMOUNT OF $133,500.00.



WHEREAS, The contractor will perform drainage improvements at Summit Drive,

Belvedere Park and Japonica Drive.



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



That the City Manager is hereby authorized to execute a construction

contract with Kam, Inc., in the amount of $133,500.00. Funds are budgeted in

FY03 Budget, Capital Projects Fund-Sewer Fund Supported ? Pipe Rehab Japonica,

Belvedere Park and Summit Drive; 0508-660-2000-CPSF-7622-20781010, 20786020,

20787020.



_________________________________________



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

the _________ day of ________________________, 2002 and adopted at said meeting

by the affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM G?





A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING PAYMENT TO GEORGIA DEPARTMENT OF HUMAN RESOURCES FOR

AMBULANCE SERVICE LICENSE RENEWAL FEE IN THE AMOUNT OF $19,300.00.



WHEREAS, Each ambulance service in Georgia is charged a base rate of

$2,500, and $1,400 per each ambulance in service (12 ambulances @ $1,400).

The renewal fee is based on the new license fee structure and medical

reimbursement rates for EMS Services that went into effect as of August 1,

2001.



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



That the City Manager is hereby authorized to make payment to Georgia

Department of Human Resources for ambulance service license renewal fee in the

amount of $19,300.00. Funds are budgeted in FY03 Budget, Columbus Fire and

Emergency Medical Service, Taxes/Licenses; 0101-410-2700-EMS-9212.



_________________________________________



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

the _________ day of _____ _______, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor







DATE: September 3, 2002



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids



September 4, 2002

1. Motor Grader with Cab ? Bid No. 03-0014

Scope of Bid

Provide a motor grader with cab to be used by the Street Improvement Division

of the Public Services Department.



2. Veterinary Services (Annual Contract) ? Bid No. 03-0013

Scope of Bid

Provide veterinarian services for the Public Services Department,

Animal Control Center. The contract term will be for three years with the

option to renew for two additional twelve-month periods.



September 10, 2002

1. Monitor/Defibrillator/Pacemaker Units (Remanufactured) ? RFP No. 03-0009

Scope of RFP

Provide (4) remanufactured Lifepak 11 monitor/defibrillator/pacemaker units

Columbus Fire & Emergency Medical Services. The units shall be factory

certified, and all remanufacturing shall be FDA approved. Lifepak is the

standardized monitor/defibrillator/pacemaker equipment for Columbus Fire &

Emergency Medical Services. The City will only consider proposals for Lifepak

11 units.



September 11, 2002

1. Poly Vinyl Chloride (PVC) Pipe (Annual Contract) ? Bid No. 03-0012

Scope of Bid

Provide poly vinyl chloride (PVC) pipe in various sizes on an ?as

needed basis? for use by the Public Services Department. The contract term

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

periods.