Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



March 19, 2002





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) SERVICE CONTRACT FOR TRANSMISSION ? (ANNUAL CONTRACT) - BID NO.

02-0080



It is requested that Council approve a service contract for voith transmissions

from Cummins South, Inc, (Atlanta, GA). for the estimated annual contract value

of $18,663.00. Transmission repair and rebuild services are required for METRA

Transit System, and will be procured on an ?as needed? basis. The contract

period shall be for three years with the option to renew for two additional

twelve-month periods. Contract renewal is contingent upon the mutual agreement

of the Contractor and the City.



Fifteen invitations were mailed; one bid was received February 20, 2002. This

bid has been advertised, opened and reviewed.



Funds are budgeted each fiscal year for this on-going expense, Transportation

Fund ? METRA FTA (UMTA), Bus Transmissions; 0751-610-2400-MFTA-7728; (City 10%;

Federal 80% and state 10%).



* * * * * *



(B) PLAYGROUND MULCH ? (ANNUAL CONTRACT) ? BID NO. 02-0086



It is requested that Council approve the purchase of Playground Mulch from

Hasley Recreation & Design for the estimated contract value of $47,700.00. The

playground mulch will be required on an ?as needed basis? and will be used for

protective surfacing under and around playground equipment. This is the first

annual contract the City has administered for Playground mulch.



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.

Twenty-nine bid invitations were mailed; four bids were received on February

27, 2002. This bid has been advertised, opened and reviewed. The bidders were:



? Halsey Recreation & Design (Greensboro, GA) $47,700.00

? *Wood-Tech, LLC (Acworth, GA) $45,000.00

? Painting Services Inc. (Hiram, GA) $56,850.00

? Patrick Environmental GP (Columbus, GA) $75,750.00



*Bid submitted by Wood-Tech, LLC, was deemed incomplete because the vendor

failed to submit required proof of certification.



Funds are budgeted each fiscal year for this on-going expense, Parks and

Recreation ? Park Services, Horticulture/Landscaping Supplies;

0101-270-2100-PSRV-6727.



* * * * * *



(C) MAINTENANCE EQUIPMENT & SUPPLIES (ANNUAL CONTRACT) -

BID NO. 02-0064



It is requested that Council approve the purchase of maintenance equipment and

supplies on an "as needed basis" from Bob Barker, Gempler?s, Unisource, Battle

& Battle, S & S of GA, Albany Hardware, Hughes Supply, Robinson Supply and

COPACO, Inc., for the estimated annual contract value of $73,685.90. The

equipment and supplies, which includes batteries, blades/cutting tools, rubber

boots, brooms & accessories, brushes/scrubbers, buffing pads, lantern bulbs,

flashlights, coolers, ear plugs, garbage cans, work gloves, hammers, handles,

work hats/caps, hoes, garden hoses, mops & accessories, vinyl rain suits,

rakes, shears, shovels/spades, steel & fiberglass tapes, and other

miscellaneous equipment will be stored at the Public Services Department and

utilized by various departments of the City.



This contract shall be for one year with an option to renew for two additional

twelve-month periods. Contract renewals are contingent upon the agreement of

the City and the Contractor.



Forty-nine bid invitations were mailed; thirteen bids were received February

13, 2002 from Bob Barker, Gempler?s, Unisource, Battle & Battle, S & S of GA,

Albany Hardware, Hughes Supply, Robinson Supply, COPACO, Inc., Conney,

Martronics, Astech and Onyx Dist., Inc. This bid has been advertised, opened

and reviewed. The following bidders were the successful, responsive,

responsible low bidders for the various contract line items:





Total Award



S & S of GA (Albany, GA) 8.40

Robinson Supply (Columbus, GA) 1,207.00

Gempler?s (Belleville, WI) 1,623.59

Battle & Battle Dist., Inc. (Decatur, GA) 2,145.00

Bob Barker Co., Inc. (Fuquay-Varina, NC) 3,059.30

COPACO, Inc. (Columbus, GA) 5,374.23

Albany Hardware (Albany, GA) 10,132.03

Unisource (Columbus, GA) 11,084.35

Hughes Supply (Columbus, GA) 39,052.00

Total Estimated Annual Contract Value $73,685.90



Funds are budgeted each fiscal year for these on going expenses; Various

Departments, Operating Materials - 6728



* * * * * *



(D) WORKERS? COMPENSATION



It is requested that Council authorize payment to Jordan City Pharmacy for

Workers? Compensation claims in the amount of $10,849.32. The claims are for

prescription drugs for several City employees who have experienced various

on-the-job injuries.



Funds are budgeted in FY02 Budget, Human Resources ? Workers? Compensation;

0860-220-3820-WCOM-6230.



* * * * * *



(E) ATTORNEY FEES



It is requested that Council authorize payment to Page, Scrantom, Sprouse,

Tucker & Ford, P.C. (Columbus, GA) for attorney fees in the amount of

$14,113.52.



Page, Scrantom, Sprouse, Tucker & Ford, P.C. has rendered legal services

through February 20, 2002 for the following cases: Sawyer v. Stevenson; For

Your Eyes Alone; Robert Pennza v. City; Jimmy Rice; Miscellaneous; Reggie Thomas



Funds are budgeted in the FY02 Budget, City Attorney ? Consulting Services;

0101-120-1000-ATTY-6315.



* * * * * *



(F) LOTUS NOTES AND VISUAL GENERATOR SOFTWARE MAINTENANCE

SUPPORT



It is requested that Council approve payment to IBM Corporation (North Reading,

MA) in the amount of $39,956.00 to cover the annual software maintenance cost

for Lotus Notes and Visual Age Generator Maintenance Support. This payment

will cover maintenance of the software for a 12-month period, beginning March

1, 2002 through February 28, 2003. IBM is the developer of the software;

therefore, the vendor is considered an only known source under Section 3-114 of

the Procurement Ordinance.



The maintenance support will provide software enhancements, documentation

updates and technical assistance for the following software modules:



Lotus Domino

Lotus Notes Collaboration License 725 @ $33.18 $24,055.50

Domino Enterprise Server License 2 @ $2,209.50 $4,419.00

Domino Designer License 11 @ 202.50 $2,227.50

Sametime License 700 @ $13.22 $9,254.00

Total $39,956.00



Funds are budgeted in the FY02 Budget, Information Technology-Software Lease;

0101-210-1000-6541.





ITEM A?



A RESOLUTION

NO.______



A RESOLUTION AUTHORIZING A SERVICE CONTRACT FOR VOITH TRANSMISSIONS FROM

CUMMINS SOUTH, INC., FOR THE ANNUAL ESTIMATED CONTRACT VALUE OF $18,663.00.



WHEREAS, transmission repair and rebuild services are required for METRA

Transit System, and will be procured on an ?as needed? basis; and,



WHEREAS, the contract period shall be for three years, with the option to renew

for two additional twelve month periods. Contract renewal is contingent upon

the mutual agreement of the Contractor and the City.



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



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

voith transmissions from Cummins South, Inc., for the estimated contract value

of $18,663.00. Funds are budgeted each fiscal year for this ongoing expense,

Transportation Fund - METRA FTA (UMTA), Bus Engines, 0751-610-2400-MFTA-7728;

(City 10%, Federal 80% and State 10%)

_________________________________________



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 Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby Peters, Mayor



?ITEM B?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF PLAYGROUND MULCH FROM HASLEY

RECREATION & DESIGN FOR THE ESTIMATED CONTRACT VALUE AMOUNT OF $47,700.00.



WHEREAS, the playground mulch will be required on an ?as needed basis?

and will be used for protective surfacing under and around playground

equipment; and,



WHEREAS, the term of the contract period shall be for one year, with

the option to renew for two additional twelve-month periods, if agreeable to

both parties.



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



That the City Manager is hereby authorized to purchase playground mulch

from Hasley Recreation & Design for the estimated contract value amount of

$47,700.00. Funds are budgeted each fiscal year for this ongoing expense,

Parks and Recreation ? Park Services, Horticulture/Landscaping Supplies;

0101-270-2100-PSRV-6727.

_________________________________________



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 Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff 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 MAINTENANCE EQUIPMENT AND SUPPLIES ON

AN ?AS NEEDED BASIS? FROM BOB BARKER, GEMPLER?S, UNISOURCE, BATTLE & BATTLE, S

& S OF GA, ALBANY HARDWARE, HUGHES SUPPLY, ROBINSON SUPPLY AND COPACO, INC.,

FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $73,685.90.



WHEREAS, the equipment and supplies, which includes batteries, blades/cutting

tools, rubber boots, brooms & accessories, brushes/scrubbers, buffing pads,

lantern bulbs, flashlights, coolers, ear plugs, garbage cans, work gloves,

hammers, handles, work hats/caps, hoes, garden hoses, mops & accessories, vinyl

rain suits, rakes, shears, shovels/spades, steel & fiberglass tapes, and other

miscellaneous equipment, will be stored at the Public Services Department and

utilized by various departments of the City; and,



WHEREAS, the contract period will 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 purchase maintenance equipment

and supplies on an "as needed basis" from Bob Barker, Gempler?s, Unisource,

Battle & Battle, S & S, Albany Hardware, Hughes Supply, Robinson Supply and

COPACO, Inc., for the estimated annual contract value of $73,685.90. Funds are

budgeted each fiscal year for these on going expenses; Various Departments,

Operating Materials - 6728.

______________________________

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 Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff 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 PAYMENT TO JORDAN CITY PHARMACY FOR WORKERS?

COMPENSATION CLAIMS IN THE AMOUNT OF $10,849.32.



WHEREAS, The claims are for prescription drugs for several City

employees who have experienced various on-the-job injuries.



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

FOLLOWS:



That the City Manager is hereby authorized to pay Jordan City Pharmacy for

Workers? Compensation claims in the amount of $10,849.32. Funds are budgeted

in the FY02 Budget, Human Resources ? Workers? Compensation;

0860-220-3820-WCOM-6230.



_________________________________________





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 Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff 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 E?



A RESOLUTION



NO. ______





A RESOLUTION AUTHORIZING PAYMENT TO PAGE, SCRANTOM, SPROUSE, TUCKER &

FORD, P.C., FOR ATTORNEY FEES IN THE AMOUNT OF $14,113.52.



WHEREAS, The firm has represented the City in various legal cases.



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

FOLLOWS:



That the City Manager is hereby authorized to pay Page, Scrantom, Sprouse,

Tucker & Ford, P.C., for attorney fees in the amount of $14,113.52. Funds are

budgeted in the FY02 Budget, City Attorney ? Consulting Services;

0101-120-1000-ATTY-6315.



_________________________________________





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 Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff 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 F?



A RESOLUTION



NO. ______





A RESOLUTION AUTHORIZING PAYMENT TO IBM CORPORATION (NORTH READING, MA)

IN THE AMOUNT OF $39,956.00 TO COVER THE ANNUAL SOFTWARE MAINTENANCE COST FOR

LOTUS NOTES AND VISUAL AGE GENERATOR MAINTENANCE SUPPORT.



WHEREAS, This payment will cover maintenance of the software for a

12-month period, beginning March 1, 2002 through February 28, 2003. IBM is the

developer of the software; therefore, the vendor is considered an only known

source under 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 make payment to IBM

Corporation (North Reading, Ma) in the amount of $39,956.00 to cover the annual

software maintenance cost for Lotus Notes and Visual Age Generator Maintenance

Support. Funds are budgeted in the FY02 Budget, Information Technology-Software

Lease; 0101-210-1000-6541.

_________________________________________





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 Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff 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



DATE: March 19, 2002



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





March 19, 2002

1. Red Light Enforcement System (Annual Contract) ? RFP No. 02-0024

Scope of RFP

Furnish, install, implement and maintain an automated Red Light Enforcement

System for the City of Columbus, Georgia. The term of the contract shall be

for one year, for one (1) location, with the option to renew for four (4)

additional twelve-month periods. Contract renewal will be contingent upon the

mutual agreement of the City and the Contractor. The City reserves the right

to add new locations to the awarded contract in the future based on terms and

conditions of a contract with the successful vendor.





March 22, 2002

1. First-Class Mail Pre-Sort Services (Annual Contract) ? RFP No.

02-0027

Scope of RFP

Provide first-class mail pre-sort services on a daily basis for Columbus

Consolidated Government. The initial term of the contract shall be for three

years with the option to renew for two additional twelve-month periods.

Contract renewal will be contingent upon the mutual agreement of the City and

the Contractor.





March 27, 2002

1. Midland School Recreational Facilities ? Site Improvements ? Bid No. 02-0095

Scope of Bid

The work includes, but is not limited to, demolition, site work, concrete work,

sports field construction, sports field lighting, irrigation, chain-link

fencing, landscaping and grassing.



2. Branding and Marketing Services ? RFP No. 02-0030

Scope of RFP

Columbus Consolidated Government invites proposal submissions from

pre-qualified firms interested in providing marketing and branding services.

As stated in the Request for Qualifications the City?s goal is to define: who

visits Columbus, how do locals and visitors define Columbus geographically, why

do people come, how often, what are the positive and negative perceptions.



3. Steel/Concrete Signal Strain Poles ? Bid No. 02-0099

Scope of Bid

Provide steel or pre-stressed concrete signal strain poles for a signal project

for the Traffic Engineering Division. This project includes providing signal

strain poles for four (4) new traffic signals that are being constructed to

accommodate a roadway improvement project currently under construction.





March 29, 2002

1. Historic Preservation Services (Annual Contract) ? RFP No. 02-0028

Scope of RFP

Provide Columbus Consolidated Government professional services in conducting

recordation processes as required under Section 106 of the National Historic

Preservation Act. Services will be provided on an ?as needed basis.? The term

of contract shall be for three years with an option to renew for two

consecutive twelve-month periods. Contract renewal will be contingent upon the

mutual agreement of the City and the Contractor.





April 10, 2002

1. Storage Buildings/Concession Building at Various City Parks ? Bid No. 02-0096

Scope of Bid

Construct a concession building at Midland School athletic field, construct a

storage building at the Woodruff Farm Soccer Complex, and construct a second

storage building at an Owner determined location.





April 17, 2002

1. Additions and Renovations to the Columbus, Georgia Convention and Trade

Center ? Bid No. 02-0085

Scope of Bid

The project consists of major new additions to the existing complex

comprising approximately of 115,000 square feet, and the renovation of the

existing facility of approximately 180,000 square feet. The project will be

constructed in two phases consisting primarily of new construction to the west

of existing facility followed by additions and renovations to the existing

building. Bids will be accepted only from pre-qualified bidders.



2. Columbus Streetscapes Phase 2 ? Bid No. 02-0083

Scope of Bid

The work includes demolition of all existing asphalt street paving, granite

curbing and concrete sidewalks within the length of one city block. The

reconstruction of this area will consist of new pavement, granite curbing,

concrete sidewalks with brick pavers, brick crosswalks, an underground

irrigation system, and appropriate landscaping.

3. Cherokee Avenue Roadway Rehabilitation ? Bid No. 02-0100

Scope of Bid

The work consists of the reconstruction of a portion of a deteriorated

city street. The work includes the demolition of existing asphalt street

paving and base material, undercutting a significant portion of the subgrade

and reconstructing the area with geo-grid material, stone base material, and

asphalt surface material.