Columbus, Georgia

Agenda Item #________



Columbus Consolidated Government

Council Meeting



December 3, 2002





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) ACTUARIAL AND CONSULTING SERVICES



It is requested that Council authorize payment to William M. Mercer, Inc., in

the amount of $15,082.00. The firm provided Actuarial and Consulting

services, July through September, 2002 for the General Government and Public

Safety Employees Pension Plan.



Funds are budgeted in FY03 Budget, General Government and Public Safety,

Employees Pension & Benefit Fund ? Contractual Services;

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



* * * * * *



(B) CUSTODIAL SUPPLIES (ANNUAL CONTRACT) - BID NO. 03-0017



It is requested that Council approve the purchase of custodial supplies on an

"as needed basis" from Georgia Correctional Industries, Jerry?s Vacuums &

Janitorial Supplies, Inc., Floormedic Llc, S & S of Georgia, Bi-State Paper,

Jem Sales, Inc., Puritan Services, Unisource, COPACO, Inc. and Selig Industries

for the estimated annual contract value of $89,959.40. Various departments of

the Columbus Consolidated Government will utilize these custodial supplies and

chemicals.



The contract term is for a one-year period with an option to renew for two

additional twelve-month periods. Renewal of the contract is contingent upon

the mutual agreement of the City and the contracted vendors.



One hundred and twenty-seven bid invitations were mailed; seventeen bids were

received October 16, 2002 from the following vendors, Georgia Correctional

Industries, Jerry?s Vacuums & Janitorial Supplies, Inc., Floormedic Llc, S & S

of Georgia, Bi-State Paper, Jem Sales, Inc., Puritan Services, Unisource,

COPACO, Inc., Selig Industries, Southland Chemical & Supply, Robinson Supply

Co., Industrial 1 Supply, Battle & Battle Distributors, Inc., Delta Formost

Chemical Corporation, Amercare Products and NCH Corporation. This bid has been

advertised, opened, and reviewed. The successful bidders were:





VENDOR/ITEMS

EST. USAGE/

1 YEAR

UNIT PRICE

TOTAL COST

Georgia Correctional Industries

(Decatur, GA)



Clorox

Disinfectant Cleaner, Non-Pine

Pure & Natural, Bar Soap

Windex

Ajax

Toilet Bowl Cleaner, Viscous Cleaner

Wash and Wax Cleaner

Degreaser/Cleaner

Floor Finish Wax

Floor Finish Wax (High Gloss)

Floor Sealer

Floor Stripper





175 cs

12 gals

120 cs

12 cs

150 cs

75 gals

200 gals

200 gals

240 cs

20 cs

20 cs

240 cs





5.75 cs

3.00 gal

30.00 cs

8.00 cs

13.30 cs

2.50 gal

3.00 gal

2.60 gal

16.80 cs

28.00 cs

18.00 cs

11.90 cs





1,006.25

36.00

3,600.00

96.00

1,995.00

187.50

600.00

520.00

4,032.00

560.00

360.00

2,856.00

15,848.75

Jerry?s Vacuum & Janitorial Supplies

(Leesburg, FL)



Cascade

Powder Laundry Detergent

Tide

Carpet Deodorizer

Hand Sanitizer

Ivory Bath Soap

Antibacterial Liquid Soap

Lava Hand Soap

Safeguard

S.O.S Pads

Spic N Span

Toilet Bowl Cleaner

Toilet Bowl & Urinal Cleaner

Waterless Hand Cleaner w/Pumice

Waterless Hand Cleaner w/o Pumice

Emulsifying Degreaser





12 cs

125 drum

75 cs

30 cs

100 cs

36 cs

150 cs

175 cs

125 cs

15 cs

150 cs

150 cs

24 cs

150 cs

200 cs

24 cs





26.77 cs

27.65 drum

53.50 cs

17.75 cs

27.99 cs

28.96 cs

13.90 cs

33.19 cs

26.37 cs

27.76 cs

48.19 cs

11.31 cs

11.45 cs

6.51 cs

5.68 cs

14.98 cs





321.24

3,456.25

4,012.50

532.50

2,799.00

1,042.56

2,085.00

5,808.25

3,296.25

416.40

7,228.50

1,696.50

274.80

976.50

1,136.00

359.52

35,441.77

Floormedic, LLC (Lancaster, PA)



Toilet Chemical

Disinfectant Cleaner; w/Pure Oil



6 cs

24 gals



15.95 cs

6.09 gal



95.70

146.16

241.86

S & S Company of GA., Inc. (Albany, GA)



Ammonia; High Sudsing

Heavy Duty Scrubbing Pads

Floor Restoration

Floor Two in One Spray Buff/Maintainer





150 gals

20 cs

20 cs

20 cs



3.75 gal

96.00 cs

14.00 cs

14.00 cs



562.50

1,920.00

280.00

280.00

3,042.50

Bi-State Paper (Midland, GA)



Carpet Shampoo



36 gals



3.50 gal



126.00

126.00

Amercare Products, Inc. (Seattle, WA)



Cashmere Deo Bar Soap





200 cs





27.36 cs





5,472.00

5,472.00

Jem Sales, Inc. (Rome, GA)



Ivory Dishwashing Liquid

Antibacterial Liquid Soap

409 Cleaner

Polish/Cleaner





55 cs

3 drums

200 cs

75 gals





22.63 cs

173.44 drum

12.02 cs

5.21 gal





1,244.65

520.32

2,404.00

390.75

4,559.72

Puritan Services (Mendota Heights, MN)

Dri-Spi Air Freshener & Textile Deodorizer

24 cs

18.85 cs



452.40

452.40

Unisource (Columbus, GA)



Hand Dishwashing Liquid Detergent

Odor Neutralizer

Deo Urinal

Deo Wall Blocks w/Hanger

Lemon Pine

Disinfectant Spray; Concentrated

Disinfectant Spray; Lysol

Liquid Alive Bacteria

Tub & Tile Mildew Cleaner

Hospital Disinfectant

Lemon Scent

Upholstery Cleaner Spray Can

Insect Spray

Wasp Spray

Glass Cleaner

All Purpose Liquid Cleaner

E-Z Off Oven Cleaner

Gum Remover

Oil Dry

Vandalism Mark Remover

Armourall Trigger Sprayer

Dust Mop Treatment Spray



125 cs

175 gals

300 dz

36 dz

1200 gals

12 gals

100 cs

24 cs

200 cs

12 cs

24 cs

10 cs

60 cns

400 cns

200 cs

12 cs

60 cs

4 cs

1200 bgs

36 cs

10 cs

10 cs







16.05 cs

3.39 gal

3.44 dz

9.39 dz

2.77 gal

4.52 gal

15.59 cs

20.64 cs

10.75 cs

15.59 cs

15.65 cs

17.19 cs

27.67 cns

1.88 cns

12.22 cs

11.47 cs

17.41 cs

18.23 cs

2.51 bg

18.10 cs

36.67 cs

16.84 cs



2,006.25

593.25

1,032.00

338.04

3,324.00

54.24

1,559.00

495.36

2,150.00

187.08

375.60

171.90

1,660.20

752.00

2,444.00

137.64

1,044.60

72.92

3,012.00

651.60

366.70

168.40

22,596.78

COPACO, INC. (Columbus, GA)



Ammonia



Bleach or Whitener

Liquid Soap for 800 ML Cartridge Dispensers

All Purpose Cleaner w/Citrus Base

Concentrated Cleaner for Aluminum

Carpet Spot Remover

Urinal Screens





125 gals

800 gals



4 cs

2 gals

25 gals

10 qts

300 ea





1.61 gal

0.90 gal



23.69 cs

5.28 gal

4.55 gal

1.55 qt

0.57 ea









201.25

720.00



94.76

10.56

113.75

15.50

171.00

1,326.82

Selig Industries (Atlanta, GA)



Stainless Steel Sponges





10 cs



85.08 cs



850.80

850.80





The bids submitted by Southland Chemical & Supply, Robinson Supply Co.,

Industrial 1 Supply and Battle & Battle Distributors, Inc. did not include the

required Material Safety Data Sheet and/or Minimum Award Agreement. Therefore

the vendors? bids were deemed incomplete. The Purchasing Division notified the

vendors, in writing, of the evaluation results.



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

Vehicle Maintenance, Sewer Maintenance, Right-Of-Way-Maintenance, Street

Improvements, Street Repairs & Maintenance ? Operating Materials;

0101-260-2300-VHCL-6728, 0202-260-3210-SWRM-6728, 0203-260-3120-ROWM-6728,

0203-260-2100-STRT-6728, 0203-260-3110-REPR-6728, and various accounts of other

city departments.



* * * * * *



(C) AUTOMATIC VEHICLE LOCATION (AVL) SOFTWARE MAINTENANCE AGREEMENT



It is requested that Council authorize the purchase of an annual Software

Maintenance Agreement for the software operating the Automatic Vehicle Location

(AVL) system from AVeL-TECH Inc. in the amount of $17,404.00.



The City of Columbus operates an Automatic Vehicle Location System (AVL) over

its 800 MHz. Radio system that allows the 911 Center to know the exact location

of the Police, Sheriff, Fire/EMS and Marshall vehicles patrolling the City.

This system is driven by software provided by AVeL-TECH Inc. This software is

running on the servers in the 911 Center, as well as, on the computers in each

of the Public Safety vehicles equipped with this system.



This Maintenance Agreement will insure that the City receives complete and cost

effective technical support of this software, as well as, any upgrades that are

made to it during the course of the agreement. This agreement will allow us to

control the operating costs associated with the AVL System.

As the developer of the software, AVeL-TECH is the only known source providing

maintenance for the software.



Funds are budgeted in the FY03 Budget, Police, E-911 Communications Center ?

Service Contracts; 0209-400-3220-E911-6513.



* * * * * *



(D) GEOTECHNICAL-ENVIRONMENTAL TESTING SERVICES (ANNUAL CONTRACT) ?

RFP NO. 03-0002



It is requested that Council approve the annual contract for

Geotechnical-Environmental Testing services from QORE Property Sciences. The

firm will provide Geotechnical-Environmental Testing Services on an ?as needed

basis? for the Engineering Department for soil and construction material

testing for the development or design of various construction projects. These

services consist of providing the City with the necessary personnel, equipment

and laboratory testing for the geotechnical-environmental areas of soil,

concrete, asphalt, aggregates, brick, block, mortar and soil-cement.



Services include but are not limited to the following: soil sampling, sample

preparation, testing for strength of concrete cylinders, gravity and absorption

of coarse aggregates, asphalt mix verification, compaction testing, design of

base and pavement sections and asphalt mixes, etc. All reports provided to the

City?s Engineering Department will be approved by a Professional Engineer or

Geologist?s. The reports may be sent via e-mail, letter or fax within seven (7)

days from the completion of the test procedures.



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

three (3) additional twelve-month periods. Contract renewal will be contingent

upon the mutual agreement of the City and the Contractor.



Request for proposals were mailed to fifty-seven vendors and the RFP has been

advertised. Proposals were received August 9, 2002 from the following five

offerors:



QORE Property Sciences (Duluth, GA)

GEC (Columbus, GA)

Building & Earth (Columbus, GA)

Hill-Station Engineers (Columbus, GA)

ECS, Ltd (Marietta, GA)



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

representatives from Engineering, Community Reinvestment, and Public Services.

During the evaluation process, QORE Property Sciences was deemed most

responsive to the RFP. The City?s Procurement Ordinance Article 3-111,

Architechtural/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(s), 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.



Funding will be provided in the budget for specific projects through the CIP,

1999 SPLOST, Bond Proceeds, etc.





?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT FOR ACTUARIAL AND CONSULTING SERVICES TO

WILLIAM M. MERCER, INC., IN THE AMOUNT OF $15,082.00.



WHEREAS, the firm provided Actuarial and Consulting services, July through

September, 2002 for the General Government and Public Safety Employees Pension

Plan.





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



T hat the City Manager is hereby authorized to make payment to William

M. Mercer, Inc., in the amount of $15,082.00 for the General Government and

Public Safety Employees Pension Plan. Funds are budgeted in FY03 Budget,

General Government and Public Safety, Employees Pension & 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 ____________, 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 PURCHASE OF CUSTODIAL SUPPLIES ON AN ?AS NEEDED

BASIS? FROM GEORGIA CORRECTIONAL INDUSTRIES, JERRY?S VACUUMS & JANITORIAL

SUPPLIES, INC., FLOORMEDIC LLC, S & S of GEORGIA, BI-STATE PAPER, JEM SALES,

INC., PURITAN SERVICES, UNISOURCE, COPACO, INC. , AND SELIG INDUSTRIES FOR THE

ESTIMATED ANNUAL CONTRACT VALUE OF $89,959.40.



WHEREAS, custodial supplies will be utilized by various departments of the

Columbus Consolidated Government; and,



WHEREAS, the contract term is for a one year period with an option to

renew for two additional twelve month periods. Renewal of the contract is

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



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



That the City Manager is hereby authorized to purchase custodial

supplies on an ?as needed basis? from Georgia Correctional Industries, Jerry?s

Vacuums & Janitorial Supplies, Inc., Floormedic Llc, S & S of Georgia, Bi-State

Paper, Jem Sales, Inc., Puritan Services, Unisource, COPACO, Inc. and Selig

Industries for the estimated annual contract value of $89,959.40. Funds are

budgeted each fiscal year for this ongoing expense; Public Services, Vehicle

Maintenance, Sewer Maintenance, Right-Of-Way-Maintenance, Street Improvements,

Street Repairs & Maintenance ? Operating Materials; 0101-260-2300-VHCL-6728,

0202-260-3210-SWRM-6728, 0203-260-3120-ROWM-6728, 0203-260-2100-STRT-6728,

0203-260-3110-REPR-6728, and other city departments various accounts.

______________________________



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 A SOFTWARE MAINTENANCE AGREEMENT FROM

AVEL-TECH INC., FOR THE AUTOMATIC VEHICLE LOCATION SYSTEM SOFTWARE IN THE

AMOUNT OF $17,404.00.



WHEREAS, The City of Columbus operates an Automatic Vehicle Location System

(AVL) over its 800 MHz. Radio system that allows the 911 Center to know the

exact location of the Police, Sheriff, Fire/EMS and Marshall vehicles

patrolling the City, and,



WHEREAS, This Maintenance Agreement will insure that the City receives complete

and cost effective technical support for this software, as well as, any

upgrades that are made to it during the course of the agreement.



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



That the City Manager is hereby authorized to purchase a software

maintenance agreement for the Automatic Vehicle Location (AVL) system from

AVeL-TECH Inc. in the amount of $17,404.00. Funds are budgeted in the FY03

Budget, Police, E-911 Communications Center ? Service Contracts;

0209-400-3220-E911-6513.



__________________________________________________



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 THE EXECUTION OF A CONTRACT WITH QORE PROPERTY

SCIENCES FOR GEOTECHNICAL-ENVIRONMENTAL TESTING SERVICES.



WHEREAS, an RFP was administered (RFP No. 03-0002) and five proposals were

received; and,



WHEREAS, the proposal submitted by QORE Property Sciences met all proposal

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



WHEREAS, the term of this 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 Contractor.



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



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

QORE Property Sciences for Geotechnical-Environmental Testing Services.

Funding will be provided in the budget for specific projects through the CIP,

1999 SPLOST, Bond Proceeds, etc.



_________________________________________



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