Agenda Item #__2___
Columbus Consolidated Government
Council Meeting
April 6, 2004
Agenda Report #__181____
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) BUS WASH ROLLING DOORS ? BID NO. 04-0051
It is requested that Council authorize the purchase of two (2) bus wash rolling
doors from River City Door Company, in the amount of $10,178.00.
The rolling doors will enclose the bus wash at the lower shop of the METRA
Transit System. Currently, there are no rolling doors at the entrance and exit
of the bus wash, which creates a safety and security hazard.
Sixty-eight quote invitations were mailed. Two quotes were received on March
10, 2004. This bid has been advertised, opened and reviewed. The bidders were:
See Attached Tab:
1 Overhead Door of Columbus failed to include the required product literature
and although the contract pages were included, they were not initialed as
required. Therefore, the vendor?s bid was deemed incomplete. The vendor has
received written notification.
Funds are budgeted in FY04 Budget, Transportation Fund ? METRA - FTA - Capital
Expenditures over $5,000.00; 0751-610-2400-MFTA-7761; (City 10%; Federal 80%
and state 10%).
* * * * * *
(B) TELEPHONE EQUIPMENT & CABLE (ANNUAL CONTRACT) - BID NO. 04-0054
It is requested that Council approve the purchase of telephone equipment and
cable, on an "as needed" basis, from Business Communications, Inc., for the
estimated annual contract value of $59,332.00. The contract period shall be
for one (1) year, with the option to renew for two (2) additional twelve-month
periods. Contract will automatically be renewed on the anniversary date of the
contract, unless either party gives a 30-day written notice of cancellation.
The items consist of telephones, cables, patch panels, connect jacks, and
consoles, and will be installed in various departments by Information
Technology.
One hundred and one bid packages were mailed; three bid responses were received
March 10, 2004. This bid has been advertised, opened and reviewed. The
bidders were:
Estimated Annual Amount
Business Communications, Inc. (Atlanta, GA) $59,332.00
Graybar Electric Company, Inc. (Norcross, GA) $21,214.94*
Call One (Cape Canaveral, FL) 3,654.00**
*Vendor did not bid on all line items and prices are only good until 3/31/04 on
several line items.
**Vendor did not bid on all line items.
Funds are budgeted each fiscal year for this ongoing expense, Information
Technology-Information Systems Service Director-Telephone;
0101-210-1000-ISS-6621.
* * * * * *
(C) VIDEO RECORDING AND BROADCASTING SERVICES ? (ANNUAL CONTRACT ? RFP NO.
04-0017
It is requested that Council approve a contract with Affordable Productions for
video recording and broadcasting services. The firm will be utilized on an ?as
needed basis? to broadcast live and record Council meetings, Planning Advisory
Commission meetings, Historic and Architectural Review Board meetings and
various other ribbon cutting ceremonies and news conferences.
The Video Production Services will consist of the following services:
? Assist in the live broadcasts of weekly City Council meetings (Regular and
Night), and bi-weekly Planning Advisory Committee meetings.
? Available for any scheduled on location video shoot with a 24-hour notice.
? Available when a scheduled meeting or any other required production shoot is
requested at a location other than the existing council chamber or in the CCGTV
studio. Contractor will provide all the appropriate equipment and labor force
necessary for scheduled production.
? Create an opening, a closing and superimposed titles and names under
principle activities and individuals.
? Perform necessary editing and post production; provide CCGTV a copy of the
approved finished product on a DV Pro, Mini DV, or SVHS tape format.
The term of this contract shall be for one year, with the option to renew for
two additional twelve-month periods. Contract renewal shall be contingent upon
the mutual agreement of the City and the Contractor.
Request for proposals were mailed to seventy-one vendors and the RFP has been
advertised. One proposal was received March 12, 2004 from the following
offeror:
Affordable Productions (Columbus, GA)
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from City Manager?s Office, Human Resources Department and
Finance Department. During the evaluation process, Affordable Productions was
deemed 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, the RFP will be re-advertised and a new process will begin. The cost
information has been submitted to the City Manager in a separate memo for
informational purposes.
Funds are available each fiscal year for this on-going expense, City Manager,
Public Information ? Contractual Services; 0101-130-2600-INFO-6319.
* * * * * * * * * *
(D) EMERGENCY REPAIR OF CONCRETE RETAINING WALL
It is requested that Council approve payment to Gerald Brooks Construction in
the amount of $130,000.00 for the emergency repair of a concrete retaining wall
on Cherokee Avenue.
In February a structural failure occurred at 2605 Cherokee Avenue to storm
water discharges. Approximately 65 feet of a concrete and masonry block wall
between a drainage creek and private property collapsed and exposed the private
property to potential damages. Immediate corrective measures were necessary in
order to prevent possible damages to the private property. The old and new
wall is the property of the City. The City Manager approved the emergency
repair on February 9,2004. In addition, at another location on Cherokee, a
different property owner is experiencing the same problem. The wall section,
owned by the City, is failing and the property is in possible jeopardy. Again,
immediate repairs are required, therefore, the Engineering Department, moved
Gerald Brooks Construction to the second site to execute the repair, while
working in the area. The Engineering Department states more repairs are
needed, however, it appears the remainder of the wall can wait until the entire
repair project is let out for bid.
Gerald Brooks Construction was chosen to do the work because they were already
under contract with the City for construction services at the Riverwalk. The
contractor has also constructed repairs to other portions of the Cherokee wall
in the past for the City. In addition, the contractor was available to respond
on an emergency basis, and the price for the work was deemed acceptable.
Funds are available in the FY04 Budget, Sewer Fund Supported Capital Projects ?
Site Improvements ? Cherokee Retaining Wall; 0508?660-2000-CPSF-6567-20757970.
(E) 30 FT LOW FLOOR DIESEL BUSES
It is requested that Council approve the purchase of two (2) 30 ft. Low Floor
Diesel Buses from Orion Bus Industries (Ontario, Canada) in the of
$496,628.00. The buses are replacements that will be utilized by the METRA
Transit System.
To accommodate this purchase as expediently as possible, the City is
participating in an RFP administered by the Capital District Transportation
Authority of Albany, NY. The City?s Procurement Ordinance, Article 9-101,
?Cooperative Purchasing Authorized,? allows for participation in this RFP.
The RFP administered by the Capital District Transportation Authority, Request
for Proposal No, CDTA-02-01, issued March 20, 2001, is an annual contract for
thirty-foot (30?) low floor, heavy-duty, diesel-powered buses. Proposals were
received on June 19, 2001. Orion bus Industries was the successful vendor and
entered into a contract with the Capital District Transportation Authority in
Albany, NY for a 5-year period. The procurement process administered by the
Capital District Transportation Authority meets the procurement requirements of
Columbus Consolidated Government; and Orion Bus Industries has agreed to
provide two (2) thirty-foot low floor diesel buses to the City under the same
contract.
Funds are budgeted in FY04 Budget, 1999 SPLOST ?99 SPLOST Buses ? Buses ? Clean
Air Buses; 0540-695-2137-TXBS-7724-50820030. (City 10%; State 90%).
* * * * * *
(F) OIL & ANTIFREEZE RECYCLING SERVICES (ANNUAL CONTRACT) - BID NO. 04-0064
It is requested that Council approve the contract from Holloway Oil Company for
the removal and recycling of used oil and antifreeze from Public Services Fleet
Maintenance at the following two locations: 1011 Cusseta Road and 3950
Schatulga Road, at the rate of $0.25 per gallon. The Contractor will pay the
gallon rate to the City, which is revenue, and will be deposited, into the
Government Wide Revenue Account.
The contract term shall be for one year, with the option to renew for two
additional twelve-month periods, contingent upon the mutual agreement of the
City and Contractor.
Thirty-nine bid packages were mailed; four bids were received on March 17,
2004. This bid has been advertised, opened and reviewed. The bidders were:
PER GALLON RATE
Holloway Oil Company (Box Springs, GA) $0.25
R&H Waste Oil, Inc. (Sylacauga, AL) $0.25
Texpar Energy, LLC (Bainbridge, GA) $0.23750
Safety-Kleen Corp, Columbus, GA) $0.10
The Public Services Department has recommended Holloway Oil Company based on
two factors: First, the vendor is a known entity. Fleet Maintenance has used
the vendor on previous occasions for these services and were very satisfied.
Secondly, Holloway Oil Company, which is located approximately 25 miles from
Columbus Consolidated Government Fleet Management Division, can respond within
40 minutes in the event of an unscheduled pick-up due to a situation, such as
tank over-flow.
R&H Waste Oil, Inc., which is located approximately 98 miles from Columbus
Consolidated Government Fleet Management Division, would have a response time
of over 2 hours.
Revenue will be deposited into the Government Wide Revenue Account ? Sale of
Recycled Materials; 0101-099-1999-REVN-4559.
?ITEM A?
A RESOLUTION
NO. _____
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) BUS WASH ROLLING DOORS
FROM RIVER CITY DOOR COMPANY, IN THE AMOUNT OF $10,178.00.
WHEREAS, The rolling doors will enclose the bus wash at the lower shop
of the METRA Transit System. Currently, there are no rolling doors at the
entrance and exit of the bus wash, which creates a safety and security hazard.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase two (2) bus
wash rolling doors from River City Door Company, in the amount of $10,178.00.
Funds are budgeted in FY04 Budget, Transportation Fund ? METRA ? FTA - Capital
Expenditures over $5,000.00; 0751-610-2400-MFTA-7761; (City 10%; Federal 80%
and state 10%).
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2004 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
?ITEM B?
A RESOLUTION
NO.
A RESOLUTION AUTHORIZING THE PURCHASE OF TELEPHONE EQUIPMENT AND CABLE,
ON AN "AS NEEDED BASIS?, FROM BUSINESS COMMUNICATIONS INC., FOR THE ESTIMATED
ANNUAL CONTRACT VALUE OF $59,332.00.
WHEREAS, the items consist of telephones, cables, patch panels, connect
jacks, and consoles, and will be installed in various departments by
Information Technology, and;
WHEREAS, the contract period shall be for one (1) year, with the
option to renew for two (2) additional twelve-month periods. Contract will
automatically be renewed on the anniversary date of the contract, unless either
party gives a 30-day written notice of cancellation.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase telephone
equipment and cable, on an "as needed basis?, from Business Communications Inc.
for the estimated annual contract value of $59,332.00. Funds are budgeted each
fiscal year for this ongoing expense, Information Technology-Information
Systems Service Director-Telephone; 0101-210-1000-ISS-6621.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the ___________ day of ____________, 2004 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
?ITEM C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH AFFORDABLE PRODUCTION
FOR VIDEO PRODUCTION AND BROADCASTING SERVICES.
WHEREAS, an RFP was administered (RFP No. 04-0017) and one proposal was
received; and,
WHEREAS, the proposal submitted by Affordable Productions met all proposal
requirements and was evaluated responsive to the RFP; and,
WHEREAS, the term of this contract shall be for one year, with the option to
renew for two additional twelve-month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with
Affordable Productions for Video Production and Broadcasting Services. Funds
are available each fiscal year for this on-going expense, City Manager, Public
Information ? Contractual Services; 0101-130-2600-INFO-6319.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2004 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 PAYMENT TO GERALD BROOKS CONSTRUCTION IN THE
AMOUNT OF $130,000.00 FOR THE EMERGENCY REPAIR OF A CONCRETE RETAINING WALL ON
CHEROKEE AVENUE.
WHEREAS, In February a structural failure occurred at 2605 Cherokee
Avenue to storm water discharges. Approximately 65 feet of a concrete and
masonry block wall between a drainage creek and private property collapsed and
exposed the private property to potential damages. Immediate corrective
measures were necessary in order to prevent possible damages to the private
property. The old and new wall is the property of the City. The City Manager
approved the emergency repair on February 9,2004. In addition, at another
location on Cherokee, a different property owner is experiencing the same
problem. The wall section, owned by the City, is failing and the property is
in possible jeopardy. Again, immediate repairs are required, therefore, the
Engineering Department, moved Gerald Brooks Construction to the second site to
execute the repair, while working in the area. The Engineering Department
states more repairs are needed, however, it appears the remainder of the wall
can wait until the entire repair project is let out for bid; and,
WHEREAS, Gerald Brooks Construction was chosen to do the work because
they were already under contract with the City for construction services at the
Riverwalk. The contractor has also constructed repairs to other portions of
the Cherokee wall in the past for the City. In addition, the contractor was
available to respond on an emergency basis, and the price for the work was
deemed acceptable
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Gerald
Brooks Construction in the amount of $130,000.00 for the emergency repair of a
concrete retaining wall on Cherokee Avenue. Funds are available in the FY04
budget, Sewer Fund Supported Capital Projects ? Site Improvements ? Cherokee
Retaining Wall; 0508?660-2000-CPSF-6567-20757970.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2004 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 E?
A RESOLUTION
NO. _____
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) 30 FT. LOW FLOOR
DIESEL BUSES FROM ORION BUS INDUSTRIES (ONTARIO, CANADA) IN THE OF
$496,628.00. THE BUSES ARE REPLACEMENTS THAT WILL BE UTILIZED BY THE METRA
TRANSIT SYSTEM.
WHEREAS, To accommodate this purchase as expediently as possible, the
City is participating in an RFP administered by the Capital District
Transportation Authority of Albany, NY. The City?s Procurement Ordinance,
Article 9-101, ?Cooperative Purchasing Authorized,? allows for participation in
this RFP; and,
WHEREAS, The RFP administered by the Capital District Transportation
Authority, Request for Proposal No, CDTA-02-01, issued March 20, 2001, is an
annual contract for thirty-foot (30?) low floor, heavy-duty, diesel-powered
buses. Proposals were received on June 19, 2001. Orion bus Industries was
the successful vendor and entered into a contract with the Capital District
Transportation Authority in Albany, NY for a 5-year period. The procurement
process administered by the Capital District Transportation Authority meets the
procurement requirements of Columbus Consolidated Government; and Orion Bus
Industries has agreed to provide two (2) thirty-foot low floor diesel buses to
the City under the same contract.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase of two (2) 30
ft. Low Floor Diesel Buses from Orion Bus Industries (Ontario, Canada) in the
of $496,628.00. Funds are budgeted in FY04 Budget, 1999 SPLOST ?99 SPLOST
Buses ? Buses ? Clean Air Buses; 0540-695-2137-TXBS-7724-50820030. (City 10%;
State 90%).
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2004 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
?ITEM F?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING A CONTRACT WITH HOLLOWAY OIL COMPANY FOR THE REMOVAL
AND RECYCLING OF USED OIL & ANTIFREEZE FROM THE PUBLIC SERVICES FLEET
MAINTENANCE AT THE FOLLOWING TWO LOCATIONS: 1011 CUSSETA ROAD AND 3950
SCHATULGA ROAD, AT A RATE OF $0.25 PER GALLON.
WHEREAS, the Contractor will remove and recycle used oil & antifreeze from the
Public Services Fleet Maintenance; and,
WHEREAS, the Contractor will pay a fee to the City, which will be deposited
into the Government Wide Revenue Account.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into a contract
with Holloway Oil Company for the removal and recycling used oil & antifreeze
from the Public Services Fleet Maintenance at the following two locations:
1011 Cusseta Road and 3950 Schatulga Road, at the rate of $0.25 per gallon to
be received as revenue for the City. Revenue will be deposited into the
Government Wide Revenue Account ? Sale of Recycled Materials;
0101-099-1999-REVN-4559.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2004 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: April 6, 2004
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
April 7, 2004
1. Fastener Supplies & Restocking Services (Annual Contract) ? Bid No.
04-0058
Scope of Bid
Provide Columbus Consolidated Government with various fastener supplies
and restocking services on an ?as needed basis?. The quantities specified are
based on an estimated usage. The City may purchase some, all, more or none of
the item. The initial term of contract shall be for one year, with the option
to renew for two additional twelve-month periods. Contract will automatically
renew on the anniversary date of the contract, unless either party gives a
30-day written notice of cancellation.
2. Parks & Recreation Swimming & Pool Supplies (Annual Contact) ? Bid No.
04-0039
Scope of Bid
The Consolidated Government of Columbus, Georgia (the City) Parks and
Recreation Division is seeking vendors to provide swim equipment such as
whistles, water bottles, umbrellas, rescue tubes, pocket masks, chaise lounge
chairs, deck lounge chairs, American standard locks, vacuum hoses, water
testing equipment and pool chemicals. Pool chemical will be awarded to local
vendors only.
3. Field Marking Paint (Annual Contract) ? Bid No.04-0070
Scope of Bid
Provide approximately 76 cases of aerosol spray field marking paint and 3,200
gallons of field marking paint to the Park Services Division. The contract
term shall be for one (1) year, with the option to renew for two (2) additional
twelve-month periods. Contract will automatically be renewed on the
anniversary date of the contract, unless either party gives a 30-day written
notice of cancellation.
4. Marquee Signs ? PQ No. 04-00012
Scope of Quote
Provide and install two (2) brick, LED marquee signs at Metra Transit
System. One marquee sign will be installed at the Main Office and one marquee
sign will be installed at the Transfer Center.
April 14, 2004
1. HVAC Preventive Maintenance Services (Annual Contract) ? Bid No.
04-0071
Scope of Bid
Provide preventive maintenance and/or repair service for chillers at
various locations. The contract term shall be for one (1) year, with the option
to renew for two (2) additional twelve-month periods. Contract will
automatically be renewed on the anniversary date of the contract, unless either
party gives a 30-day written notice of cancellation.