Columbus, Georgia

Agenda Item #__6__





Columbus Consolidated Government

Council Meeting



July 1, 2003





Agenda Report #___83___



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 $78,620.00. The firm provided Actuarial and Consulting

services, December, 2002 through June, 2003 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) REFUSE COLLECTION TRUCKS



It is requested that Council authorize the purchase of five (5) twenty-five

yard refuse bodies from Consolidated Disposal Systems, Inc., in the amount of

$186,500.00; and five (5) cab and chassis from Beck Motor Company in the amount

of $418,750.00. The total cost to the City is $605,250.00.



The refuse trucks are replacement vehicles for the Waste Collection Division of

Public Services.



Per Resolution No. 459-02 (Bid No. 02-0074), five refuse bodies were purchased

from Consolidated Disposal System, and five cab and chassis were purchased from

Beck Motor Company in August 2002. Both vendors extended pricing through

August 15, 2003.



Funds are budgeted in FY04 Budget; Integrated Waste Management Fund ? Public

Services ? Solid Waste Collection ? Heavy Trucks; 0207-260-3510-7723.



* * * * * *



(C) OUTDOOR ADVERTISING FOR THE CIVIC CENTER



It is requested that Council authorize the procurement of outdoor advertising

services from Viacom Outdoor in the amount of $29,682.00. Viacom Outdoor will

advertise upcoming events at the Civic Center for a nine-month period,

beginning July 1, 2003.



The Civic Center marketing staff researched availability of outdoor advertising

(billboards) in Columbus. The goal was to find the vendor that could provide

the best coverage for the most effective outdoor advertising campaign. The

research proved that Viacom is the only vendor with billboards throughout

Columbus, a total of nine. A synopsis of the research is shown below:



Description Viacom Outdoor

(Columbus, GA) *Lamar Advertising

(Albany, GA) *Evans Signs, Inc.

(Columbus, GA)

Number of billboards 9 4 2

Locations All over Columbus All South Columbus 2nd Avenue

Price per month $3,298.00 $2,833.00 $125.00



*The Civic Center marketing staff documents Lamar Advertising only has boards

in South Columbus, concentrated mostly on South Veterans Parkway, Buena Vista

Road and Victory Drive. Evans Signs only owns two (2) billboards in Columbus.



Since Viacom is the only vendor with the ability to provide outdoor advertising

throughout Columbus, the vendor is considered an only known source, per Section

3-114 of the Procurement Ordinance.



Funds are budgeted in FY04 Budget, Civic Center - Civic Center Operations ?

Promotions and Advertising; 0757-160-1000-6661.



* * * * * *



(D) PURCHASE OF MISCELLANEOUS SUPPLIES FOR PARKS AND RECREATION



It is requested that Council authorize the payment to Columbus Trophy and

Screenprinting (Columbus, GA) for miscellaneous supplies in the amount of

$15,771.80.



The miscellaneous supplies consisting of: golf shirts, trophies, first aid

kits, Gatorade and coolers, softballs, volleyballs and T-shirts are for

tournaments hosted by the Parks and Recreation Department in June. In

addition, the following supplies were purchased for the upcoming pool season:

Signs and banners for the swimming pools and T-shirts for the pool staff.



Funds in the amount of $492.00 are budgeted in FY03 Budget, Parks and

Recreation ? Aquatics ? Uniforms; 0101-270-4413-6781; Funds in the amount of

$250.00 are budgeted in FY03 Budget, Parks and Recreation - Aquatics ? Parks

Maintenance; 0101-270-4413-6577; Funds in the amount of $3,258.80 are budgeted

in FY03 Budget, Parks and Recreation - Aquatics ? Operating Materials;

0101-270-4413-6728; Funds in the amount of $10,838.80 are budgeted in FY03

Budget, Parks and Recreation ? Athletics ? Other Purchased Services;

0101-270-3410-6699; Funds in the amount of $932.20 are budgeted in FY03 Budget,

Parks and Recreation ? Recreation Services ? Uniforms; 0101-270-2400-6781.



* * * * * *



(E) GENERAL CONSTRUCTION SERVICES FOR UPTOWN STREETSCAPES PROJECT ? RFP NO.

03-0027



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

& Associates, Inc., for streetscapes construction services. The project will

consist of streetscapes improvements on four (4) City blocks in the uptown area.



The project will be constructed using the ?negotiated team approach?, also

known as ?construction management at risk?. The contractor will provide

pre-construction services and post bid pre-construction services, including

such items as cost estimating and analyses, constructability analysis,

scheduling and phasing, methods and materials input, value engineering input

and costing, etc, as necessary, as well as construction of the project. The

construction scope generally consists of demolition, earthwork, utility

relocations, asphalt paving, granite curbs, electrical wiring and pole bases,

concrete flatwork, brick pavers, miscellaneous metals, miscellaneous

specialties, irrigation, landscaping, etc.



Requests for proposals were mailed to three hundred twenty vendors, and this

RFP has been advertised. Proposals were received on May 2, 2003, from five

offerors:



Freeman & Associates, Inc. (Columbus, GA)

Alexander Contracting Company, Inc. (Columbus, GA)

Earth-Scapes, Inc. (Phenix City, AL)

Humphreys Associates (Columbus, GA)

JCI General Contractors, Inc. (Moultrie, GA)



Proposals were reviewed by the Evaluation Committee, which consisted of

representatives from the Engineering Department and Uptown Columbus, Inc. A

representative from Hecht Burdeshaw Johnson Kidd & Clark and representative

from both the Historic Columbus Foundation and the Historic District

Preservation Society served in advisory capacities. On June 17, 2003, the two

highest-rated contractors made oral presentations.



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, negotiations will begin

with the next responsive offeror. Evaluation results and cost information has

been submitted to the City Manager in a separate memo, for informational

purposes.



Funds are budgeted in FY04 Budget, 1999 SPLOST Parks and Green Space ? Site

Improvements, Parks/Green Space Improvements; 0540-695-2138-TXPG-7623-50701020.



* * * * * *



(F) PAYMENT TO GEORGIA POWER COMPANY



It is requested that Council authorize payment to Georgia Power Company in the

amount of $30,500.00. This is the final bill for the lighting of the new

Veterans Parkway Overpass.



Funds are budgeted in FY03 Budget, Capital Projects ? General Fund Supported

Capital Project ? Contractual Services ? Veterans Parkway Overpass;

0508-660-1000-6319-22208030.



* * * * * *



(G) VIDEO RECORDING AND BROADCAST SERVICES FOR COLUMBUS CONSOLIDATED GOVERNMENT

TELEVISION CONTRACT EXTENSION



It is recommended that Council approve a six-month contract extension, not to

exceed $10,000.00, with Jim Anthony Enterprises to provide video recording and

broadcast services. The extension is required to allow the City more time to

construct and install the equipment provided by Media Consultant System

Integrators (MCSI). The extension will give the City until the end of December

2003 to get the new system up and running with a short time of system overlap.



Currently the City pays the vendor $275.00 per Council Meeting, $225 for other

committee meetings and public hearings. They are also paid $45 an hour for

outside projects, usually dictated by the Mayor or City Manager. The vendor

has agreed to continue the contract at the current rate per meeting and hourly

rate. CCGTV will utilize the vendor to record meetings and events; 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 television equipment previously utilized by City employees to record

meetings was limited, often inoperable and did not produce quality viewing. So

as not to disrupt the broadcast services, CCGTV began using JA Enterprises, on

a case-by-case basis. They were and are the only local company that can supply

the equipment and personnel needed to provide the services. JA Enterprises

provides four cameras to record meetings, two persons to man the cameras and a

director to coordinate sending the broadcast to the transmission station

located at the Government Center Complex and out to the cable providers.



Funds are budgeted each fiscal year for this on-going expense; City

Manager-Public Information Agency-Consulting; 0101-130-2600-INFO-6315.





?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT FOR ACTUARIAL AND CONSULTING SERVICES TO

WILLIAM M. MERCER, INC., IN THE AMOUNT OF $78,620.00.



WHEREAS, the firm provided Actuarial and Consulting Services, December,

2002 through June, 2003 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 $78,620.00 for water and sewer services.

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 _________________, 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 PURCHASE OF FIVE (5) TWENTY-FIVE YARD REFUSE

BODIES FROM CONSOLIDATED DISPOSAL SYSTEMS, INC., IN THE AMOUNT OF $186,500.00;

AND FIVE (5) CAB AND CHASSIS FROM BECK MOTOR COMPANY IN THE AMOUNT OF $418,750

.00. THE TOTAL COST TO THE CITY IS $605,250.00.



WHEREAS, The refuse trucks are replacement vehicles for the Waste

Collection Division of Public Services, and;



WHEREAS, Resolution No. 459-02 authorized the purchase of (Bid No.

02-0074), five refuse bodies were purchased from Consolidated Disposal System

and five cab and chassis were purchased from Beck Motor Company in August

2002. Both vendors extended pricing through August 15, 2003.



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



That the City Manager is hereby authorized to purchase of five (5)

twenty-five yard refuse bodies from Consolidated Disposal Systems, Inc., in the

amount of $186,500.00; and five (5) cab and chassis from Beck Motor Company in

the amount of $418,750.00. The total cost to the City is $605,250.00. Funds

are budgeted in FY04 Budget; Integrated Waste Management Fund ? Public Services

? Solid Waste Collection ? Heavy Trucks; 0207-260-3510-7723.

_________________________________________



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 C?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PROCUREMENT OF OUTDOOR ADVERTISING SERVICES FROM

VIACOM OUTDOOR IN THE AMOUNT OF $29,682.00; $3,298.00 PER MONTH, FOR NINE

MONTHS.



WHEREAS, Viacom Outdoor will advertise upcoming events at the Civic Center for

a nine-month period, beginning July 1, 2003; and,



WHEREAS, The Civic Center marketing staff researched availability of outdoor

advertising (billboards) in Columbus. The goal was to find the vendor that

could provide the best coverage for the most effective outdoor advertising

campaign. The research proved that Viacom is the only vendor with billboards

throughout Columbus, a total of nine; and,



WHEREAS, Since Viacom is the only vendor with the ability to provide outdoor

advertising throughout Columbus, 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:



T hat the City Manager is hereby authorized to procure outdoor

advertising services from Viacom Outdoor in the amount of $29,682.00. Funds

are budgeted in FY04 Budget, Civic Center ? Civic Center Operations ?

Promotions and Advertising; 0757-160-1000-6661

_________________________________________



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 D?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PAYMENT TO COLUMBUS TROPHY AND SCREENPRINTING

(COLUMBUS, GA) IN THE AMOUNT OF $15,771.80, FOR MISCSELLANEOUS SUPPLIES.



WHEREAS, The miscellaneous supplies consisting of: golf shirts,

trophies, first aid kits, Gatorade and coolers, softballs, volleyballs and

T-shirts are for tournaments hosted by the Parks and Recreation Department in

June. In addition, the following supplies were purchased for the upcoming pool

season: Signs and banners for the swimming pools and T-shirts for the pool

staff.



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



That the City Manager is hereby authorized to make payment to Columbus

Trophy and Screenprinting (Columbus, GA) in the amount of $15,771.80 for

miscellaneous supplies. Funds in the amount of $492.00 are budgeted in FY03

Budget, Parks and Recreation ? Aquatics ? Uniforms; 0101-270-4413-6781. Funds

in the amount of $250.00 are budgeted in FY03 Budget, Parks and Recreation -

Aquatics ? Parks Maintenance; 0101-270-4413-6577. Funds in the amount of

$3,258.80 are budgeted in FY03 Budget, Parks and Recreation - Aquatics ?

Operating Materials; 0101-270-4413-6728. Funds in the amount of $10,838.80 are

budgeted in FY03 Budget, Parks and Recreation ? Athletics ? Other Purchased

Services; 0101-270-3410-6699. Funds in the amount of $932.20 are budgeted in

FY03 Budget, Parks and Recreation ? Recreation Services ? Uniforms;

0101-270-2400-6781.

_________________________________________



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 E?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH FREEMAN & ASSOCIATES,

INC., FOR STREETSCAPES CONSTRUCTION SERVICES.



WHEREAS, an RFP was administered (RFP No. 03-0027) and five proposals were

received; and,



WHEREAS, the proposal submitted by Freeman & Associates, Inc., met all proposal

requirements and is deemed responsive to the RFP.



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



That the City Manager is hereby authorized execute a contract with Freeman &

Associates, Inc., for streetscapes construction services. Funds are budgeted

in FY04 Budget, 1999 SPLOST Parks and Green Space ? Site Improvements,

Parks/Greenspace Improvements; 0540-695-2138-TXPG-7623-50701020.

_________________________________________



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 Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor





?ITEM F?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PAYMENT TO GEORGIA POWER COMPANY IN THE AMOUNT OF

$30,500.00.



WHEREAS, This is the final bill for the lighting of the new Veterans Parkway

Overpass.



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



That the City Manager is hereby authorized to make payment to Georgia Power

Company in the amount of $30,500.00 for the lighting of the new Veterans

Parkway Overpass. Funds are budgeted in FY03 Budget, Capital Projects ?

General Fund Supported Capital Project ? Contractual Services ? Veterans

Parkway Overpass; 0508-660-1000-6319-22208030.

_________________________________________



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 Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor





"ITEM G"

A RESOLUTION



NO.______



A RESOLUTION APPROVING A SIX MONTH CONTRACT EXTENSION NOT TO EXCEED

$10,000.00 WITH JIM ANTHONY ENTERPRISES TO PROVIDE VIDEO RECORDING AND

BROADCAST SERVICES.



WHEREAS, the extension is required to allow the City more time to construct and

install the equipment provided by Media Consultant System Integrators (MCSI).

The extension will give the City until the end of December 2003 to get the new

system up and running with a short time of system overlap; and,



WHEREAS, Currently the City pays the vendor $275.00 per Council Meeting, $225

for other committee meetings and public hearings. They are also paid $45 an

hour for outside projects, usually dictated by the Mayor or City Manager. The

vendor has agreed to continue the contract at the current price per meeting and

per hourly rate. CCGTV will utilize the vendor to record meetings and events;

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.



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



That the City Manager is hereby authorized to approve a six-month contract

extension not to exceed $10,000.00 with Jim Anthony Enterprises to provide

video recording and broadcast services. Funds are budgeted each fiscal year

for this on-going expense; City Manager-Public Information Agency-Consulting;

0101-130-2600-INFO-6315.

_________________________________________



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 Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor