Columbus, Georgia

Agenda Item #___3___





Columbus Consolidated Government

Council Meeting



August 5, 2003





Agenda Report #____97____



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) AUDITORIUM SEATING FOR THE CONVENTION AND TRADE CENTER



It is requested that Council approve the purchase of thirty-five hundred

(3,500) arena stack chairs from Krueger International, Inc., (KI) (Green Bay,

Wisconsin), in the amount of $273,000.00, plus freight charges, via Georgia

Statewide Contract #S-020728. Due to the volume of chairs purchased, the State

contracted vendor is offering an additional discount which results in a net

unit cost of $78.00 per chair; the retail unit cost for the chair is $195.00

per unit.



Krueger International is the manufacturer of the chairs currently utilized at

the Trade Center. The new chairs will match the existing seating and will be

used in the renovated portions of the Trade Center.



Funds are budgeted in FY04 Budget, 99 SPLOST-Trade Center

Expansion-Furniture-Trade Center Renovations; 0540-695-2132-TXTC-7731-50602030.



* * * * * *



(B) EROSION DAMAGE REPAIR AT COLUMBUS RIVERWALK? RFP NO. 03-0032



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

Environmental Contractors, Inc., to provide erosion damage repair, due to

flooding, at the Columbus Riverwalk. The successful vendor will re-establish

eroded areas by replacing topsoil, sod, mulch, rip rap and love grass. The

vendor will replace any grout damaged and missing concrete blocks as well as

replace all damaged irrigation heads. In addition, the vendor will be

responsible for the grading and construction of swales and all other repairs

related to any damage caused by flooding.



Requests for proposals were mailed to one hundred, eighteen vendors. This RFP

has been advertised. A Mandatory Pre-Proposal Conference/Site Visit was held

on Tuesday, June 17, 2003; six vendors attended. The following three vendors

submitted proposals on June 20, 2003:



Grant Environmental, Inc. (Columbus, GA)

Outdoor Solutions (Ellerslie, GA)

Cline Construction Company (Columbus, GA)



The proposals were reviewed by the Evaluation Committee, which consisted of

representatives from Landscape & Forestry, Engineering and Sewer Maintenance.

In addition, a representative from the Landscape & Forestry division, served in

an advisory capacity.



The City?s Procurement Ordinance, Contracting for Equipment, Supplies or

Professional Services per Article 3-110, governs the RFP process. During the

RFP process, there is no formal opening due to the possibility of negotiated

components of the proposal. In the event City Council does not approve the

recommended offeror, no proposal responses or any negotiated components are

made public until after the award of the contract. The cost information and

evaluation results have been submitted to the City Manager in a separate memo

for informational purposes.



Funds are budgeted in FY04 Budget, Special Projects ? Capital Project Fund ?

Capital Projects ? General Fund Support Capital Projects ? General Construction

? Riverwalk Flood Cleanup; 0508-660-1000-CPGF-7661-22209040.



* * * * * *



(C) TRAFFIC SAFETY EQUIPMENT (ANNUAL CONTRACT) - BID NO. 03-0099



It is requested that Council approve the purchase of traffic safety equipment

from Safety Zone Specialists, Inc., for the estimated annual contract value of

$34,826.55. The equipment, which includes: barricades, barricade lights,

traffic cones, drums, safety flags, etc., will be purchased by the Public

Services Department on an ?as needed? basis.



The contract period will be for one year, with the option to renew for two

additional twelve-month periods. Contract renewals are contingent upon the

mutual agreement of the City and the Contractor.



One hundred and thirteen bid invitations were mailed; ten responses were

received on June 18, 2003. This bid has been advertised, opened and reviewed.

The bidders were:



Safety Zone Specialists, Inc. (Lakeland, Florida) $34,826.55

Eastern Traffic Safety Inc. (Austell, GA) $33,959.90*

Industrial 1 Supply (Columbus, GA) $39,957.00

Roadrunner Traffic Supply, Inc. (Fort Worth, TX) $40,936.30

Hall Signs Inc. (Bloomington, IN) $42,792.49

B & W Supply Company (Columbus, GA) $18,681.73*

Loveline Industries Inc. (Bronx, NY) $ 1,071.00*



*Vendors did not bid on all items.



Safety Products Inc., Transafe, Inc., and Smyrna Police Distributors failed to

provide the required minimum award agreement; therefore, the vendors? bids were

deemed incomplete.



Funds are budgeted each fiscal year for this ongoing expense, Various

Departments - Operating Materials.



* * * * * * *



(D) ANNUAL MAINTENANCE FOR MUG SHOT SYSTEM



It is requested that Council authorize payment to DataWorks Plus, LLC, in the

amount of $12,191.00, for the annual maintenance agreement for the mug shot

system. The vendor will provide 24/7 maintenance support for the mug shot

system utilized by the Sheriff?s Department. The maintenance period will be

for one year, from August 1, 2003 through July 30, 2004.



Resolution No. 233-96 authorized the purchase of the upgraded mug shot system

from DataWorks Plus (formerly TFP, Inc.). The City has paid for subsequent

maintenance agreements since the warranty for the equipment expired.



Funds are budgeted in FY04 Budget, Sheriff, Investigative/Fugitive,

Miscellaneous Equipment Maintenance; 0101-550-2200-INFU-6519.





?ITEM A?



A RESOLUTION



NO.___________



A RESOLUTION AUTHORIZING THE PURCHASE OF THIRTY-FIVE HUNDRED (3,500)

ARENA STACK CHAIRS FROM KRUEGER INTERNATIONAL, INC., (KI), IN THE AMOUNT OF

$273,000.00, PLUS FREIGHT CHARGES, VIA GEORGIA STATEWIDE CONTRACT #S-020728.



WHEREAS, Krueger International is the manufacturer of the chairs currently

utilized at the Trade Center. The new chairs will match the existing seating

and will be used in the renovated portions of the Trade Center.



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



That the City Manager is hereby authorized to purchase thirty-five

hundred (3,500) arena stack chairs from Krueger International, Inc., (KI), in

the amount of $273,000.00, plus freight charges, via Georgia Statewide Contract

#S-020728. Funds are budgeted in FY04 Budget, 99 SPLOST-Trade Center

Expansion-Furniture-Trade Center Renovations; 0540-695-2132-TXTC-7731-50602030.

________________________________________



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

the _________ day of _________________, 2003 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 GRANT

ENVIRONMENTAL CONTRACTORS, INC., TO PROVIDE EROSION DAMAGE REPAIR, DUE TO

FLOODING, AT THE COLUMBUS RIVERWALK.



WHEREAS, an RFP was administered (RFP No. 03-0032) and three proposals

received; and,



WHEREAS, the proposal submitted by Grant Environmental met all proposal

requirements and is deemed most responsive to the RFP.



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



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

Grant Environmental Contractors, Inc., to provide erosion damage repair due to

flooding at the Columbus Riverwalk. Funds are budgeted in FY04 Budget, Special

Project ? Capital Project Fund ? Capital Projects ? General Fund Support

Capital Projects ? General Construction ? Riverwalk Flood Cleanup;

0508-660-1000-CPGF-7661-22209040.



________________________________________



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

the _________ day of _________________, 2003 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 Poydasheff, Mayor

?ITEM C?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF TRAFFIC SAFETY EQUIPMENT FROM SAFETY

ZONE SPECIALISTS, INC., FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $34,826.55.



WHEREAS, the equipment will be purchased by the Public Services Department on

an ?as needed? basis; and,



WHEREAS, the contract period will be one year, with the option to renew for two

additional twelve month period. Contract renewals are 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 traffic safety

equipment from Safety Zone Specialists, Inc., for the estimated annual contract

value of $34,826.55. Funds are budgeted each fiscal year for this ongoing

expense, Various Departments - Operating Materials.

_________________________________________



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

the _________ day of ____________, 2003 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 Puch 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 DATAWORKS PLUS, LLC, IN THE AMOUNT OF

$12,191.00 FOR AN ANNUAL MAINTENANCE AGREEMENT FOR THE MUG SHOT SYSTEM.



WHEREAS, the vendor will provide 24/7 maintenance support for the

Sheriff?s Department mug shot system. The maintenance period will be for one

year, from August 1, 2003 through July 30, 2004.



WHEREAS, Resolution No. 233-96 authorized the purchase of the upgraded

system from DataWorks Plus (formerly TFP, Inc.). The City has paid for

subsequent maintenance agreements since the warranty for the equipment expired.



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



That the City Manager is hereby authorized to render payment to

DataWorks Plus, LLC, in the amount of $12,191.00 for an annual maintenance

agreement for the mug shot system. Funds are Budgeted in FY04 Budget, Sheriff

- Investigative/Fugitive, Miscellaneous Equipment Maintenance;

0101-550-2200-INFU-6519.

_________________________________________



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

the _________ day of ____________, 2003 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: August 5, 2003



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





August 6, 2003

1. 20 Ft. Flex Wing Rotary Cutter ? Bid No. 04-0003

Scope of Bid

Provide a 20 Ft. Flex Wing Rotary Cutter to be used by the Street Right-of-Way

Division of the Public Services Department.



2. Crawler Tractor Equipped for Waste Disposal ? Bid No. 04-0004

Scope of Bid

Provide one (1) Crawler Tractor to be used by the Pine Grove Landfill Division

of the Public Services Department.



3. Large Light Bulbs (Annual Contract) ? Bid No. 03-0102

Scope of Bid

Provide various types of large light bulbs to Columbus Consolidated Government

on an ?as needed? basis. The contract term will be for one year, with option

to renew for two additional twelve-month periods.



August 20, 2003

1. Repairs to Steam Room ? Bid No. 04-0006

Scope of Bid

The successful vendor shall repair the steam room located in the basement of

the Public Safety Building. The work area consists of approximately 101 sq.

ft. 8 ft. high and the area consists of 12 feet 8 inches by 8 feet 8 inches

with one (1) 36? glass door opening.



2. Cab and Chassis with Combination Sewer Cleaning Machine ? Bid No. 04-0005

Scope of Bid

Provide one (1) cab and chassis with a combination sewer-cleaning machine to be

used by the Sewer Maintenance Division of the Public Services Department to

clean and maintain the City?s storm sewer system for flood control.



August 21, 2003

1. Pine Grove Municipal Solid Waste Landfill ? Phase II, Cells 2A, 2B, 2C ? Bid

No. 04-0001

Scope of Bid

The project consists of the following major elements: approximately

185,000 cubic yards of cut material and 1,700 cubic yards of structural

fill; placement of 24-inch thick liner base with a permeability not to exceed 1

x 10?7 cm/sec, and placement of either a 24-inch thick leachate collection

layer with a permeability no less than 1 x 10-2 cm/sec or placement of Geonet

and 24-inches of a soil layer with no specified permeability; a 60 mil HDPE

geomembrane liner approximately 370,000 square feet; the construction of 1,300

feet of 24-foot wide gravel access road; construction of a sediment basin;

construction and maintenance of erosion and sedimentation control devices;

installation of underdrain and leachate collection piping; construction of and

improvements to existing perimeter ditches. Bids will be accepted only

from Pre-Qualified Bidders.