Columbus, Georgia

Agenda Item #__4__





Columbus Consolidated Government

Council Meeting



June 7, 2005





Agenda Report #__83__



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) GLASS ENCLOSURE AT SECURITY ENTRANCE ? RFB NO. 05-0070



It is requested that Council authorize the execution of a contract with Uneeda

Glass Company (Columbus, GA), in the amount of $15,416.00, for a glass

enclosure at the security entrance of the Government Center. The glass

enclosure, measuring 22' x 11 ?', x 9', will be constructed at the Ground Floor

entrance of the Tower. The security entrance will include two pairs of doors

at each end of the structure; swing-out doors (non-automatic) at the west end

and handicap doors (automatic) on the east end. Approximately ninety-eight

percent (98%) of Government Center visitors access the building via the Ground

Floor entrance; the glass enclosure security entrance will help regulate the

flow of pedestrian traffic and protect security personnel from inclement

weather.



Fifty-eight bid invitations were mailed. A mandatory pre-bid conference / site

visit was held on April 26, 2005; two vendors were in attendance. One bid was

received on May 18, 2005, from one of the vendors in attendance at the pre-bid

conference / site visit. Prior to opening the one bid, the Purchasing Division

contacted the other vendor and was informed that said vendor did not obtain all

required bid submittal documents in time for the bid opening. This bid has

been advertised, opened and reviewed.



Funds are budgeted in FY06 Budget, General Fund Supported Capital Projects,

General Construction ? Government Center Renovations;

0508-660-1000-MNTN-6561-22173-20020.



(B) GRINDING & DISPOSAL OF YARD WASTE MATERIAL (ANNUAL CONTRACT) ? RFP NO.

05-0014



It is requested that Council approve the contract with Southern Land

Improvement for Grinding and Disposal of Yard Waste Material on an ?as needed

basis?. The Contractor will operate a program that enable the contractor to

grind and dispose of yard waste material for Columbus Consolidated Government.

Operations will be conducted at the following locations: Granite Bluff and

Oxbow Meadows. These City-owned properties will be provided at no cost to the

Contractor to conduct grinding operations. The Contractor will have the

responsibility for marketing the end use of the material produced.



The Contractor shall provide the following:



A. Furnish all necessary personnel, materials and equipment to provide the

services

B. Operate the grinding facility in accordance with all applicable local, state

and federal laws, rules, regulations, ordinances and guidelines.

C. Capable of processing approximately 30,000 tons of yard trash per year,

beginning July 1, 2005 through June 30, 2006.

D. Responsible for implementation and operation of the grinding facility.

E. Responsible for marketing, determining the end use of the material, and

removal of the material from the two designated sites.

F. Responsible for procurement and payment of all utilities associated with the

operation of the grinding facility.

G. Liable for all phases of the operation of the grinding facility.



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

for three additional twelve-month periods. The contract renewal will be

contingent upon the mutual agreement of the City and the Contractor.



Request for proposal invitations were mailed to fifty-three vendors and the RFP

has been advertised. Seven proposals were received, March 25, 2005, from the

following offerors:



Southern Land Improvement (Newman, GA)

Q & A Grinding, Inc. (Buena Vista, GA)

Apollo Equipment (Woodburn, OR)

Virgil Holmes Grinding (Columbus, GA)

Natco Grading (Bristol, TN)

Storm Reconstruction Services (Tuscaloosa, AL)

D & J Enterprises, Inc. (Auburn, AL)



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

representatives from Public Services. During the evaluation process, Southern

Land Improvement 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, negotiations will begin with the next responsive

offeror. The committee used the option to negotiate the cost with the

recommended vendor.. Cost and evaluation results have been submitted to the

City Manager in a separate memo for information purposes.



Funds will be budgeted each fiscal year for this on-going expense, Public

Services, Pine Grove Landfill ? Contractual Services; 0207-260-3560-PGRO-6319.



* * * * * *



?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH UNEEDA GLASS COMPANY

(COLUMBUS, GA), IN THE AMOUNT OF $15,416.00, FOR A GLASS ENCLOSURE AT THE

SECURITY ENTRANCE OF THE GOVERNMENT CENTER.



WHEREAS, The glass enclosure, measuring 22' x 11 ?? x 9', will be constructed

at the Ground Floor entrance of the Tower. The security entrance will include

two pairs of doors at each end of the structure; swing-out doors

(non-automatic) at the west end and handicap doors (automatic) on the east

end. Approximately ninety-eight percent (98%) of Government Center visitors

access the building via the Ground Floor entrance; the glass enclosure security

entrance will help regulate the flow of pedestrian traffic and protect security

personnel from inclement weather.



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



That the City Manager is hereby authorized to execute a contract with Uneeda

Glass Company (Columbus, GA), in the amount of $15,416.00, for a glass

enclosure at the security entrance of the Government Center. Funds are

budgeted in FY06 Budget, General Fund Supported Capital Projects, General

Construction ? Government Center Renovations;

0508-660-1000-MNTN-6561-22173-20020.

_________________________________________



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

____ day of

2005 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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.





__________________________________ _____________________________

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



?ITEM B?





A RESOLUTION



NO.___________



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH SOUTHERN LAND

IMPROVEMENT TO PROVIDE GRINDING AND DISPOSAL OF YARD WASTE MATERIAL ON AN ?AS

NEEDED BASIS?.



WHEREAS, an RFP was administered (RFP No. 05-0014) and seven proposals were

received; and,



WHEREAS, the proposal submitted by Southern Land Improvements, Inc., met all

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



WHEREAS, the initial term of the contract shall be for two years, with

the option to renew for three (3) additional twelve-month periods. The

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 execute a contract with Southern

Land Improvement, Inc., to provide Grinding and Disposal of Yard Waste Material

on an ?as needed basis?. Funds will be budgeted each fiscal year for this on

going service. Public Services, Pine Grove Landfill ? Contractual Services;

0207-260-3560-PGRO-6319.

_________________________________________



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

_________ day of _________________, 2005 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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.



_______________________________ _____________________________

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





DATE: June 7, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





June 8, 2005

1. Sale of Fire Pole ? RFB No. 05-0087

Scope of Sale

The City has for sale a surplus fire pole, in the Columbus Fire and Emergency

Medical Services building at 2067 Commerce Street (behind Traffic Circle

Shopping Center). The successful bidder will bear all costs associated with

the removal of the pole.



2. Automatic Announcement System ? RFB No. 05-0081

Scope of RFB

Provide and install twenty (20) automatic announcement systems to be

used by the Metra Transit System of the Columbus Consolidated Government. This

automatic announcement system must allow the customers to hear clear messages

informing them of their upcoming stops. When the buses are at stops, it must

announce the bus route and destination of the bus. This system will be more

convenient for customers to use, especially those customers who are visually or

hearing impaired and those who are unfamiliar with the route.



3. Electrical Fixtures, Parts and Supplies (Annual Contract) ? RFB No.

05-0085

Scope of Bid

Provide various electrical fixtures, parts and supplies to Columbus

Consolidated Government on an ?as needed basis?. The contract period will be

for three years with the option to renew for two additional twelve-month

periods.



4. Breathing Apparatus (Annual Contract) - RFB No. 05-0084

Provide the Fire Department with self-contained breathing apparatus with

mask-mounted regulators, spare air cylinders, and repair parts. The contract

period will be for three years with the option to renew for two additional

twelve-month periods.





June 10, 2005

1. 450? Self Supporting Radio Tower Installation/Erection ? RFB No. 05-0061

Scope of RFB

The Columbus Consolidated Government desires to select a qualified vendor to

provide installation for a Valmont U-42.0 x 450? (or equal) self-supporting

galvanized steel radio tower.



June 13, 2005

1. Improvements to Fire Training Center ? RFB No. 05-0088

A Mandatory Pre-Bid Conference / Site Visit will be held at 9:00 AM on Monday,

June 13, 2005 at the Burn Building, which is located at 500 Jackson Avenue

(dead-end of Jackson Avenue). Vendors will be allowed a 10-minute grace

period. Any vendor who is not present at the Burn Building within 10 minutes

after the time slated for the beginning of the mandatory pre-bid

conference/site visit shall not be allowed to participate any further in the

bid process.



June 15, 2005

1. Radio Equipment Buildings ? RFB No. 05-0065

Scope of RFB

Columbus Consolidated Government (the City) is requesting bids for all labor,

equipment and materials to construct a new Radio Equipment Building for the

Garfield Drive Radio Tower Site and to expand an existing Radio Equipment

Building for the River Road Tower Site. Both Radio Equipment Buildings (will)

house radio communication equipment for the City?s 800 MHz Radio Communication

System.



June 22, 2005

1. Traffic Signal Contractor (Annual Contract) ? RFB No. 05-0080

Scope of RFB

Contract with a qualified Traffic Signal Contractor who has the experience,

expertise and necessary equipment to perform traffic signal construction work

for the City on an annual ?as needed basis?. The contract term shall be for

two years, with the option to renew for three (3) additional twelve-month

periods, if agreeable to both parties.



June 29, 2005

1. Improvements to Fire Training Center ? RFB No. 05-0088

Scope of RFB

This work shall consist of all labor and material to construct concrete repairs

to the Burn Building of Columbus Fire and Emergency Medical Services. The

Contractor shall use due caution and observe all applicable OSHA standards to

prevent property damage and injury to workmen.