Columbus, Georgia

Agenda Item #__8___



Columbus Consolidated Government

Council Meeting



June 21, 2005



Agenda Report #___95___



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) MANAGEMENT OF LAKE OLIVER MARINA (ANNUAL CONTRACT) - RFP NO. 05-0024



It is requested that Council approve the contract with Scott & Kerri Harbert to

provide Management of Lake Oliver Marina. The facility is comprised of a

retail establishment, restroom, boat launching and fishing docks located at

5501 River Road, known as Lake Oliver Marina. The selected vendor will provide

a strategy and implement a revenue producing, recreational based service to

those utilizing the park known as Lake Oliver. In return for the right to

manage Lake Oliver Marina, the vendor agrees to pay the City, on a monthly

basis, a percentage of the gross receipts.



The term of contract will be for one year. After the initial one-year term,

the contract will be renewed on a month-to-month basis. It is anticipated that

the renovation of Lake Oliver Marina may began within the next 2 years.



Request for proposals were mailed to four vendors and the RFP has been

advertised. Proposals were due April 29, 2005. One proposal was received

from Scott & Kerri Harbert (Columbus, GA).



The proposal was reviewed by the Evaluation Committee members which consisted

of four representatives from Parks and Recreations Department and one member

from Community Reinvestment Department. The committee deemed the proposal

submitted by Scott and Kerri Harbert responsive to the RFP.



The City will incur no expense regarding this contract. Revenue from

commissions will be deposited in the Government Wide Revenue Budget, Facilities

Rent Lake Oliver; 0101-099-1999-REVN-4669.





(B) TOP DRESSER (RE-BID II) ? RFB NO. 05-0083



It is requested that Council authorize the purchase of one (1) top dresser from

Kilpatrick Turf, in the amount of $22,500.00.



The top dresser is replacement equipment and will be used by the Parks Services

Division, of the Parks and Recreation Department, as an aerator to dress

athletic fields with sand.



One hundred, four bid invitations were mailed. Bids were received on June 1,

2005. This bid has been advertised, opened and reviewed. The bidders were:



(1 Unit)

Vendors Total Cost

Kilpatrick Turf (Duluth, GA) $22,500.00

Southeast Turf Equipment (Statesboro, GA) 1 $15,450.00

Rock & Earth Technologies (Rockmart, GA) 2 $17,995.00

Jerry Pate & Irrigation (Atlanta, GA) 3 $21,921.25

Georgia Turf & Tractor (Tifton, GA) $23,734.00



1 Per the Fleet Manager, the tires and brakes of the unit proposed by Southeast

Turf Equipment failed to meet specifications. Written notification has been

forwarded to the vendor and the vendor was given an opportunity to respond.



2 Per the Fleet Manager, the hopper capacity, conveyer, tires and brakes of the

unit proposed by Rock & Earth Technologies failed to meet specifications.

Written notification has been forwarded to the vendor and the vendor was given

an opportunity to respond.



3 Jerry Pate & Irrigation is the third lowest bid and offered a one (1) year

warranty, per the minimum requirement of the specifications. Kilpatrick Turf

offered a three (3) year warranty on their proposed equipment. There is a

$578.75 difference between the two bids. Therefore, the using department

recommends bid award to Kilpatrick Turf.



Funds are budgeted in FY05 Budget, General Fund ? Parks & Recreation ? Parks

Services ?Capital Expenditures Over $5,000.00; 0101-270-2100-PSRV-7761.





(C) ANNUAL TRANSMISSION SYSTEM SERVICE CONTRACT



It is requested that Council authorize payment to Motorola Communications and

Electronics, Inc., in the amount of $81,000.42, to execute the FY06 annual

transmission system service contract for the City?s 800 MHZ radio communication

system.



Through the award of RFP No. 149-91, the City established an Annual

Transmission System Maintenance contract with Motorola Communications and

Electronics, Inc., having renewed said contract each year. This contract

maintains highly technical transmission system components located at the Prime

site at WXTX-TV tower site, the River Road tower site, the Government Center

and 911 Center.



The Annual Transmission System Service contract runs from July 1, 2005 through

June 30, 2006, and includes the previously adopted pricing schedule. Motorola

Communications and Electronics, Inc., is the manufacturer of the equipment, and

therefore, considered an only known source for this specific maintenance. This

contract provides for additions/deletions of radio equipment maintained by the

contract with each year?s renewal.



Funds are budgeted in FY06 Budget, Engineering, Radio Communications ? Service

Contracts, 0101-250-3110-RADI-6513.





(D) ATTORNEY FEES



It is requested that Council approve payment of attorney fees to Attorney James

Elkins, in the amount of $12,761.53, pertaining to the case of State of Georgia

vs. Leon Tollette. Attorney Elkins is the court appointed attorney for

Tollette in Criminal Action File No: SU 96 CR 2290-6.



Funds are available in the FY05 Budget, Miscellaneous Contingency;

0101-590-2000-CONT-9801.





(E) VETERINARY SERVICES ? (ANNUAL CONTRACT) - BID NO. 03-0013



It is requested that Council approve the annual contract for veterinary

services with Macon Road Veterinary in the amount of $50.00 per hour, not to

exceed $700 per month; in addition the vendor will provide medical supplies on

an ?as needed? basis in the estimated annual contract value of $15,000.00 per

year. It is also requested that council rescind Resolution No. 570-02, which

awarded the contract to Cooper Creek PetCare Hospital.



Cooper Creek PetCare Hospital was awarded the contract on May 1, 2003 to

provide Veterinary Services. The vendor has notified, Columbus Consolidated

Government that as of July 1, 2005 they can no longer fulfill the contract due

to personal reasons. Macon Road Veterinary was the next lowest responsive

bidder and has agreed to provide the services.



The veterinarian will make three visits a week and provide professional advice

to kennel personnel as it relates to caring for, or the euthanasia of injured

or sick animals on a weekly basis.



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

additional twelve-month periods. Contract renewal is contingent upon the

mutual agreement of the City and Contractor.



Funds are budgeted each fiscal year for this ongoing expense, Public Services,

Special Enforcement ? Veterinarian Services, 0101-260-2400-SPCL-6339.







?ITEM A?

A RESOLUTION

NO.____________



A RESOLUTION AUTHORIZING THE CONTRACT WITH SCOTT & KERRI HARBERT TO

PROVIDE MANAGEMENT OF LAKE OLIVER MARINA, IN RETURN FOR THE RIGHT TO MANAGE

LAKE OLIVER MARINA, THE VENDOR AGREES TO PAY THE CITY, ON A MONTHLY BASIS, A

PERCENT OF THE GROSS RECEIPTS.



WHEREAS, an RFP was administered (RFP No. 05-0024) and one proposal was

received from Scott & Kerri Harbert; and,



WHEREAS, Scott & Kerri Harbert met all proposal requirements and deemed

responsive to the RFP; and,



WHEREAS, the term of the contract will be for one (1) year. After the

initial one-year term, the contract will be renewed on a month-to-month basis.



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

FOLLOWS:



That the City Manager is hereby authorized to enter into a contract

with Scott & Kerri Harbert to provide Management of Lake Oliver Marina. In

return for the right to manage Lake Oliver Marina, the vendor agrees to pay the

City, on a monthly basis, a percentage of the gross receipts. The City will

incur no expense regarding this contract. Revenue from commission will be

deposited in the Government Wide Revenue Budget, Facilities Rent Lake Oliver;

0101-099-1999-REVN-4669.



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 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 PURCHASE OF ONE (1) TOP DRESSER FROM KILPATRICK TURF,

IN THE AMOUNT OF $22,500.00.



WHEREAS, the top dresser is replacement equipment and will be used by the Parks

Services Division, of the Parks and Recreation Department, as an aerator to

dress athletic fields with sand.



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



That the City Manager is hereby authorized to purchase one (1) top

dresser from Kilpatrick Turf, in the amount of $22,500.00. Funds are budgeted

in FY05 Budget, General Fund ? Parks & Recreation ? Parks Services ?Capital

Expenditures Over $5,000.00; 0101-270-2100-PSRV-7761.

_________________________________________



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 Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

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











?ITEM C?

A RESOLUTION



NO. __________



A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA COMMUNICATIONS AND ELECTRONICS,

INC., IN THE AMOUNT OF $81,000.42, TO EXECUTE THE FY06 ANNUAL TRANSMISSION

SYSTEM SERVICE CONTRACT FOR THE CITY?S 800 MHZ RADIO COMMUNICATION SYSTEM.



WHEREAS, through the award of RFP No. 149-91, the City established an Annual

Transmission System Maintenance contract with Motorola Communications and

Electronics, Inc., having renewed said contract each year. This contract

maintains highly technical transmission system components located at the Prime

site at WXTX-TV tower site, the River Road tower site, the Government Center

and 911 Center; and,



WHEREAS, the Annual Transmission System Service contract runs from July 1, 2005

through June 30, 2006, and includes the previously adopted pricing schedule.

Motorola Communications and Electronics, Inc., is the manufacturer of the

equipment, and therefore, considered an only known source for this specific

maintenance. This contract provides for additions/deletions of equipment

maintained by the contract with each year?s renewal.



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



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

Communications and Electronics, Inc., in the amount of $81,000.42, to execute

the FY06 annual transmission system service contract for the City?s 800 MHZ

radio communication system. Funds are budgeted in FY06 Budget, Engineering,

Radio Communications ? Service Contracts, 0101-250-3110-RADI-6513.



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 Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.

___________________________________ _____________________________

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



?ITEM D?



A RESOLUTION



NO. __________





A RESOLUTION AUTHORIZING PAYMENT OF ATTORNEY FEES TO ATTORNEY JAMES

ELKINS, IN THE AMOUNT OF $12,761.53, PERTAINING TO THE CASE OF STATE OF GEORGIA

VS. LEON TOLLETTE.



WHEREAS, Attorney Elkins is the court appointed attorney for Tollette in

Criminal Action File No: SU 96 CR 2290-6.



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



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

James Elkins, in the amount of $12,761.53, pertaining to the case of State of

Georgia vs. Leon Tollette. Funds are available in the FY05 Budget,

Miscellaneous Contingency; 0101-590-2000-CONT-9801.



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 Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.

_________________________________ _____________________________

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

















?ITEM E?

A RESOLUTION

NO.___________



A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR VETERINARY SERVICES

WITH MACON ROAD VETERINARY IN THE AMOUNT OF $50.00 PER HOUR, NOT TO EXCEED $700

PER MONTH; IN ADDITION THE VENDOR WILL PROVIDE MEDICAL SUPPLIES ON AN ?AS

NEEDED BASIS? FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $15,000.00 PER YEAR;

IN ADDITION, IT IS REQUESTED THAT COUNCIL RESCIND RESOLUTION NO. 245-02 WHICH

AWARDED THE CONTRACT TO COOPER CREEK PETCARE HOSPITAL.



WHEREAS, Cooper Creek PetCare Hospital was awarded the contract on May

1, 2003 to provide Veterinary Services. The vendor has notified Columbus

Consolidated Government that as of July 1, 2005 they can no longer fulfill the

contract due to personal reasons. Macon Road Veterinary was the next lowest

responsive bidder and has agreed to provide the services; and,



WHEREAS, the veterinarian will make three visits a week and provide

professional advice to kennel personnel as it relates to caring for, or the

euthanasia of injured or sick animals on a weekly basis; and,



WHEREAS, the term of contract is for three years, with the option to renew for

two additional twelve month periods.



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

I

That the City Manager is hereby authorized to enter into a contract for

veterinary services with Macon Road Veterinary in the amount of $50.00 per

hour, not to exceed $700 per month; in addition the vendor will provide medical

supplies on an ?as needed? basis in the estimated annual contract value of

$15,000.00 per year. Funds are budgeted each fiscal year for this ongoing

expense, Public Services, Special Enforcement - Veterinarian Services,

0101-260-2400-SPCL-6339.

II

Resolution # 570-02 is hereby rescinded



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 Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.

______________________________ _____________________________

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





DATE: June 21, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





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.



2. Swipe Card Vending Machine? RFB No. 05-0073

Scope of RFB

Provide and install a swipe card vending machine to be used by the Metra

Transit System of the Columbus Consolidated Government. The swipe card vending

machine will accept fare pay and must have the ability to make change in both

bills and coins. It must also be compatible with the current GFI CentsABill

swipe cards and farebox system.



3. 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.



June 24, 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 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.



2. Security Cameras (Annual Contract) ? RFB No. 05-0086

Scope of RFB

Provide security cameras to be installed on buses for the METRA Transit System

of the Columbus Consolidated Government.





July 1, 2005

1. Credentialing and Security Access System ? RFB No. 05-0029

Scope of RFP

Provide a credentialing and security access system for the City, to be utilized

at the Government Center. Vendor will provide all equipment, software and

training for an employee identification credentialing and access system.

System must be capable of interfacing and communicating with the West Central

Health District and Columbus Fire Department current software and imaging

systems regarding data file transfers and communications with bar code scanners

to and from a central base database. The existing database for interface with

the Medical community is Card Control Systems, Inc., Tucker, Georgia.



July 6, 2005

1. Cherokee Avenue Guardrail ? RFB No. 05-0089

Scope of Bid

The Department of Engineering is Requesting Proposals to construct ?T?

Beam Guardrail in accordance with Georgia Department of Transportation (GDOT)

standards along the west side of Cherokee Avenue. Beginning on the north side

of Garrard Street and continuing northward along Cherokee Avenue to

approximately 500 feet north of the intersection of Cherokee Avenue and Elgin

Drive.