Columbus, Georgia

Agenda Item # 2





Columbus Consolidated Government

Council Meeting



November 8, 2005





Agenda Report # 58





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) STONEWARE CLAY (ANNUAL CONTRACT) ? RFB NO. 06-0020



It is requested that Council approve the purchase of stoneware clay from

Kickwheel Pottery Supply for the estimated annual contract value of $8,160.00.

Parks & Recreation?s Britt David Cultural Arts Studio will utilize the

stoneware clay and purchase on an ?as needed basis?.



The term of contract shall be for one year, with the option to renew for two

(2) additional twelve-month periods. Contract renewal will be contingent upon

the mutual agreement of the City and the Contractor.



Eleven bid invitations were mailed and specifications were posted on the City?s

website; four bids were received October 12, 2005. This bid has been

advertised, opened and reviewed. The bidders were:





Vendor Est. Usage Annually Cost

Per Ton Extended Cost

Kickwheel Pottery Supply, Inc. (Tucker, GA)

17 Tons

480.00

$8,160.00

Bennet?s Pottery & Ceramic Supplies (Ocoee, FL)

17 Tons

560.00

$9,520.00

Daven?s Ceramic Center

(Atlanta, GA)

17 Tons

640.00

$10,880.00

Mid-South Ceramic & Art Supplies (Nashville, TN)

17 Tons

680.00

$11,560.00





Funds are budgeted each fiscal year for this on-going expense. Parks &

Recreation - Pottery Shop - Other Purchased Services; 0101-270-4434-POTT-6699.



(B) SPECIAL ENFORCEMENT TRUCK BODIES



It is requested that Council authorize the purchase of three (3) special

enforcement truck bodies in the amount of $50,685.00 from Deerskin

Manufacturing, Inc., (Springtown, TX).



The special enforcement bodies will be placed on ? ton cab and chassis that

will be bid at a later date. The trucks will be used by the Special

Enforcement Division of the Public Services Department to pick up and transport

dogs, cats and other animals.



The Fleet Manager and Special Enforcement Manager confirms this truck body

meets the compartmental requirements for the Animal Control functions, but

Deerskin Manufacturing, Inc., is the only vendor that manufactures a truck body

with the following:



? Stainless steel chassis mount

? Side hydraulic slide out and lift system

? Separate dead animal hydraulic lift and storage unit

? Roof mounted blowers with compressors ducted into each animal compartment to

exhaust animal heat

? Double-walled, insulated, 20 gauge stainless steel walls

? Seamless floors for easy cleaning and sanitizing



Therefore, the vendor is considered an only known source per Section 3-114 of

the Procurement Ordinance.



Funds are budgeted in FY06 Budget, Public Services, Special Enforcement, Off

Road Equipment; 0101-260-2400-SPCL-7725.



* * * * * * *



(C) ACTUARIAL CONSULTING SERVICES



It is requested that Council authorize payments to Mercer Human Resource

Consulting, Inc., in an amount not to exceed $105,000.00, to provide for

actuarial consulting services during the plan year, beginning July 1, 2005

through June 30, 2006, for the General Government, Public Safety, Death Benefit

and Major Disability Income Plans. Payments will be made to Mercer as services

are rendered throughout FY06.



Funds are budgeted in FY06 Budget, General Government and Public Safety

Employees Pension & Benefit Fund ? Contractual Services;

0970-700-2100-PNGG-6319 and 0970-700-2000-PNPS-6319.



* * * * * *



(D) COPIER SERVICES (ANNUAL CONTRACT) - RFP NO. 05-0028



It is requested that Council approve the contract for rental copier services

from IKON Office Solutions, Inc.. Contractor will provide, repair, maintain

copiers and also provide all expendable supplies, including copier paper. The

Contractor will charge a per copy rental fee.



The minimum contract term shall be for sixty (60) months. The contract will be

automatically renewed (without the need for any further action) every 12 months

until the end of such 60-month term. Columbus Consolidated Government may

cancel this contract due to the Non-appropriation of funds for a given fiscal

year or Non-performance by Contractor. If Non-performance is not cured within

30 days, the City can cancel the contract by providing the vendor written

notice of intent to cancel.



Request for proposal invitations were mailed to thirty-one vendors and the RFP

has been advertised. Six proposals were received, August 26, 2005 from the

following offerors.



Ikon Office Solutions, Inc. (Columbus, GA)

The Overby Company (Columbus, GA)

Berney Office Solution (Columbus, GA)

Lanier Worldwide, Inc. (Columbus, GA)

American Business Equipment (Columbus, GA)

Automated Business Machines (Columbus, GA)



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

representatives from Elections & Registrations, Columbus Fire/EMS Department

and Columbus Police Department. A Representative from Information Technology

served in an advisory position and was not a voting member. During the

evaluation process, Ikon Office Solutions, Inc., was deemed the most responsive

to the RFP.



The RFP process is governed by the City?s Procurement Ordinance Article 3-110,

Competitive Sealed Proposals for the procurement of Equipment, Supplies and

Professional Services. 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. Evaluation results

and proposed costs have been submitted to the City Manager in a separate memo

for information purposes.



Funds are budgeted each fiscal year for this ongoing service. Various

Departments - Copier Charges; 6632.



?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF POTTERY SUPPLIES FROM KICKWHEEL

POTTERY SUPPLY, INC., ON AN ?AS NEEDED BASIS? FOR THE ESTIMATED ANNUAL CONTRACT

VALUE OF $8,160.00.



WHEREAS, Parks & Recreation?s Britt David Cultural Arts Studio will utilize the

pottery supplies; and,



WHEREAS, the contract term shall be for one year, with the option to renew for

two (2) 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 pottery supplies

from Kickwheel Pottery Supply, Inc., on an ?as needed basis? for the estimated

annual contract value of $8,160.00. Funds are budgeted each fiscal year for

this on-going expense. Parks & Recreation, Pottery Shop, Other Purchased

Services; 0101-270-4434-POTT-6699.





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 PURCHASE OF THREE (3) SPECIAL ENFORCEMENT TRUCK BODIES

IN THE AMOUNT OF $50,685.00 FROM DEERSKIN MANUFACTURING, INC., (SPRINGTOWN, TX).



WHEREAS, the special enforcement bodies will be placed on ? ton cab and

chassis that will be bid at a later date. The trucks will be used by the

Special Enforcement Division of the Public Services Department to pick up and

transport dogs, cats and other animals; and,



WHEREAS, the Fleet Manager and Special Enforcement Manager confirms

this truck body meets the compartmental requirements for the Animal Control

functions, but Deerskin Manufacturing, Inc., is the only vendor that

manufactures a truck body with stainless steel chassis mount, side hydraulic

slide out and lift system, separate dead animal hydraulic lift and storage

unit, roof mounted blowers with compressors ducted into each animal compartment

to exhaust animal heat, seamless floors for easy cleaning and sanitizing and

double-walled, insulated, 20 gauge stainless steel walls. Therefore, the

vendor is considered an only known source per Section 3-114 of the Procurement

Ordinance.



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



That the City Manager is hereby authorized to purchase three (3) special

enforcement truck bodies in the amount of $50,685.00 from Deerskin

Manufacturing, Inc., (Springtown, TX). Funds are budgeted in FY06 Budget,

Public Services, Special Enforcement, Off Road Equipment;

0101-260-2400-SPCL-7725.

_________________________________________



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 C?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT TO MERCER HUMAN RESOURCE CONSULTING, INC., IN

AN AMOUNT NOT TO EXCEED $105,000.00 TO PROVIDE FOR ACTUARIAL CONSULTING

SERVICES DURING THE PLAN YEAR, BEGINNING JULY 1, 2005 THROUGH JUNE 30, 2006,

FOR THE GENERAL GOVERNMENT, PUBLIC SAFETY, DEATH BENEFIT AND MAJOR DISABILITY

INCOME PLANS. PAYMENTS WILL BE MADE TO MERCER AS SERVICES ARE RENDERED

THROUGHOUT FY06.



WHEREAS, the firm will provide actuarial consulting services for the Plan year

beginning July 1, 2005 through June 30, 2006 for the General Government, Public

Safety, Death Benefit and Major Disability Income Plans.



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



That the City Manager is hereby authorized to make payment to Mercer Human

Resource Consulting, Inc., in an amount not to exceed $105,000.00, to provide

for actuarial consulting services during the plan year, beginning July 1, 2005

through June 30, 2006, for the General Government, Public Safety, Death Benefit

and Major Disability Income Plans. Payments will be made to Mercer as services

are rendered throughout FY06. Funds are budgeted in FY06 Budget, General

Government and Public Safety Employees Pension and Benefit Fund-Contractual

Services; 0970-700-2100-PNGG-6319 and 0970-700-2000-PNPS-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



?ITEM D?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH IKON OFFICE

SOLUTIONS, INC., FOR COPIER SERVICES.



WHEREAS, an RFP was administered (RFP No. 05-0028) and six proposals were

received; and,



WHEREAS, the proposal submitted by Ikon Office Solutions, Inc., met all

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



WHEREAS, the minimum contract term shall be for sixty (60) months. The

contract automatically renew (without the need for any further action) every 12

months until the end of such 60-month term unless the Columbus Consolidated

Government cancels this contract due to Non-appropriation of funds for a given

fiscal year or Non performance by IKON.



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



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

Office Solutions, Inc., for copier services. Funds are budgeted each fiscal

year for this ongoing expense. Various departments - Copier Charges; 6632.

_________________________________________



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: November 8, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





November 9, 2005

1. Osceola Court-Muscogee County Technology Park ? RFB No. 06-0022

Scope of Bid

The work shall consist of the construction of Osceola Court in the Muscogee

Technology Park, in accordance with the designated plans and specifications.

The Contractor shall be required to maintain public access to all residences

and businesses located within the project area.



2. Low Boy Tri-Axle Trailer ? RFB No. 06-0028

Scope of Bid

Provide one (1) low boy tri-axle trailer to be used by the Street Improvements

of the Public Services Department



3. ? Ton Service Body Trucks ? RFB No. 06-0026

Scope of Bid

Provide four (4) ? Ton Service Body Trucks to be used by the Facility

Maintenance Division of the Public Services Department.



November 16, 2005

1. Computer Room Cooling Equipment ? RFB No. 06-0029

Scope of Bid

Columbus Consolidated Government is requesting bids to provide and install a

new Data Aire? water cooled computer room unit (10 ton), a new Evapco? ICT

induced draft discharge counter flow cooling tower, and a new Patterson Pump

Company end suction centrifugal pump.



November 30, 2005

1. 30?/35? Ft. Low Floor Clean Diesel Transit Buses (Annual Contract) ?

RFB No. 06-0027

Scope of Bid

The Consolidated Government of Columbus, Georgia (the City) is seeking vendors

to provide 30?/35? Low Floor Clean Diesel Transit Buses to METRA on an ?as

needed? basis. The City anticipates purchasing approximately 12 buses over a

four (4) year period.