Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



November 12, 2002





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) REMINGTON M870P, 12-GAUGE SHOTGUNS ? BID NO. 03-0023



It is requested that Council authorize the purchase of thirty-nine (39)

Remington M870P, 12-Gauge Shotguns from Smyrna Police Distributors in the

amount of $15,400.32.



The shotguns will be utilized by the Columbus Police Department.



Sixty-one bid invitations were mailed. Three bids were received on October 16,

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



BIDDERS UNIT COST TOTAL COST

Smyrna Police Distributors

(Smyrna, GA)

$394.88

$15,400.32

Ray O?Herron Company, Inc.

(Danville, IL)

$454.90

$17,741.10

Southeaster Public Safety Equipment

(Norcross, GA)

$610.82

$23,822.00



Funds are budgeted in FY03 Budget, Police - Local Law Enforcement Grant ?

Capital Expenditures Over $5,000.00 ? Police, 0216-400-3360-LLEG-7761-01.



* * * * * *



(B) MEMBERSHIP DUES



It is requested that Council approve payment to Association County

Commissioners of Georgia (ACCG) in the amount of $11,561.38 for year 2003

county membership dues. Membership dues are for the Council of

Columbus/Muscogee County, Georgia.



Funds are budgeted in the FY03 Budget, Council ? Membership Dues and Fees,

0101-100-1000-CNCL-6657.



* * * * * *



(C) PROFESSIONAL NEGOTIATING CONSULTANT SERVICES (ANNUAL CONTRACT) ? RFP NO.

03-0011



It is requested that Council approve the contracts with Moonshower?s

Right-of-Way Services, Paul Garrett and Gilbert Sandiford for professional

negotiating consultant services.



The services are needed to provide Columbus Consolidated Government with

professional negotiating consultant services in right-of-way acquisition in

accordance with state and federal requirements. Services performed under this

contract may include, but not limited to acquisition of all real estate,

negotiation, preparation of condemnation information and settlements on an ?as

needed basis?. The contract will be awarded utilizing each vendor based on the

size of the project, vendor?s availability and expertise or experience level of

the services required.



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

additional twelve-month periods. Contract renewal is contingent upon the

mutual agreement of the City and the Contractor.



Request for proposals were mailed to thirty-five vendors and the RFP has been

advertised. Proposals were received, September 27, 2002, from the following

three offerors.



Moonshower?s (Marietta, GA)

Paul Garrett (Thomaston, GA)

Gilbert Sandiford (Midland, GA)



The Evaluation Committee members, which consisted of representatives from the

following departments, reviewed the proposals: Community Reinvestment,

Inspections & Code and Right-of- Way Acquisition Division. During the

evaluation process Moonshower?s Right-of-Way Services, Paul Garrett and Gilbert

Sandiford were deemed responsive to the RFP. The RFP process is governed by

the City?s Procurement Ordinance Article 3-110, Competitive Sealed Proposals.

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 offerors, the RFP will be re-advertised. Cost

proposals have been submitted to the City Manager in a separate memo for

information purposes.



Funds will be budgeted each fiscal year for this on-going expense; Capital

Projects-Paving Supported, Professional Services, various projects;

0508-660-3000-CPPF-6311; 1999 SPLOST Sales Tax Supported ? Professional

Services, various projects, 0540-695-2126-TXRB-6311.



* * * * * *



(D) FENCING MATERIALS (ANNUAL CONTRACT) - BID NO. 03-0028



It is requested that Council approve the purchase of fencing materials on an

"as needed" basis from Georgia Fence Wholesale, Inc., for the estimated

contract value of $37,953.96.



The items will be used by Public Services and Park Services to construct new

fences and repair existing fences. The contract term will be for one year,

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

will be contingent upon the mutual agreement of the City and the Contractor.



Seventeen bid packages were mailed; one bid response was received October 30,

2002. This bid has been advertised, opened and reviewed.



BIDDER Total Estimated Contract Value

Georgia Fence Wholesale, Inc.

(Columbus, GA)

$37,953.96



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

Repairs & Maintenance - Operating Materials, 0203-260-3110-REPR-6728.









?ITEM A?



A RESOLUTION



NO._______



A RESOLUTION AUTHORIZING THE PURCHASE OF THIRTY-NINE (39) REMINGTON

M870P, 12-GAUGE SHOTGUNS FROM SMYRNA POLICE DISTRIBUTORS IN THE AMOUNT OF

$15,400.32.



WHEREAS, the shotguns will be utilized by the Columbus Police

Department.



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

FOLLOWS:



That the City Manager is hereby authorized to purchase of thirty-nine

(39) Remington M870P, 12-Gauge Shotguns from Smyrna Police Distributors in the

amount of $15,400.32. Funds are budgeted in FY03 Budget, Police - Local Law

Enforcement Grant ? Capital Expenditures Over $5,000.00 ? Police,

0216-400-3360-LLEG-7761-01.



_________________________________________



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 PAYMENT TO ASSOCIATION COUNTY COMMISSIONERS OF GEORGIA

(ACCG) IN THE AMOUNT OF $11,561.38.



WHEREAS, the expense is for membership dues for the Council of

Columbus/Muscogee County, Georgia.



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



That the City Manager is hereby authorized to render payment to

Association County Commissioners of Georgia (ACCG) in the amount of

$11,561.38. Funds are budgeted in the FY03 Budget, Council ? Membership Dues

and Fees, 0101-100-1000-CNCL-6657.

______________________________



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 EXECUTION OF A CONTRACT WITH MOONSHOWER?S

RIGHT-OF-WAY SERVICES, PAUL GARRETT AND GILBERT SANDIFORD FOR PROFESSIONAL

NEGOTIATING CONSULTANT SERVICES ON AN ?AS NEEDED BASIS?.



WHEREAS, an RFP was administered (RFP No. 03-0011) and three proposals were

received; and,



WHEREAS, the proposals submitted by Moonshower?s Right-of-Way Services, Paul

Garrett and Gilbert Sandiford met all proposal requirements and were evaluated

most responsive to the RFP; and,



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

for three 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

Moonshower?s Right-of-Way Services, Paul Garrett and Gilbert Sandiford for

professional negotiating consultant services on an ?as needed basis?. Funds

will be budgeted each fiscal year for this on-going expense; Capital

Projects-Paving Supported, Professional Services, various projects;

0508-660-3000-CPPF-6311; 1999 SPLOST Sales Tax Supported ? Professional

Services, various projects, 0540-695-2126-TXRB-6311.

_________________________________________



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 D?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING THE PURCHASE OF FENCING MATERIALS ON AN "AS NEEDED"

BASIS FROM GEORGIA FENCE WHOLESALE, INC., FOR THE ESTIMATED CONTRACT VALUE OF

$37,953.96.



WHEREAS, the items will be used by Public Services and Park Services to

construct new fences and repair existing fences; and



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

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

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 fencing materials on an

"as needed" basis from Georgia Fence Wholesale, Inc., for the estimated

contract value of $37,953.96. Funds are budgeted each fiscal year for this on

going expense; Services, Repairs & Maintenance - Operating Materials,

0203-260-3110-REPR-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 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



DATE: November 12, 2002



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





November 12, 2002

1. Filters for Double Churches Pool ? Bid No. 03-0034

A Mandatory Pre-Bid Conference/Site Visit will be held at 2:00 P.M. on

Tuesday, November 12, 2002. Vendors shall convene at the Double Churches

Recreation Center, 2300 Double Churches Road.



November 13, 2002

1. Commercial Versatile Riding Mower ? Bid No. 03-0032

Scope of Bid

Provide Commercial Versatile Riding Mower to be used by the Training Division

of the Police Department.



2. Sixty-Foot Aerial Tower w/Cab and Chassis ? Bid No. 03-0030

Scope of Bid

Provide a Sixty-Foot Tower with Cab and Chassis to be used by the Forestry

Division of the Public Services Department.



3. Riverwalk - Bibb City to City Mills, Phase II ? Bid No. 03-0024

Scope of Bid

Provide services for the construction of a proposed Riverwalk Extension between

32nd Street north along the Chattahoochee River to a point near 38th Street.

The work primarily involves clearing, grubbing, grading, installation of a four

hundred foot (400') prefabricated steel bridge and construction of a

twelve-foot (12') wide asphalt pathway at-grade, as depicted on the drawings.

The work also includes installation of small buildings associated with parking

for an overlook area in the vicinity of 38th Street.



4. HVAC Controls Repair/Replacement (Annual Contract) ? Bid No. 03-0039

A mandatory Pre-Bid Conference will be held at 9:00 a.m., Wednesday, November

13, 2002 at the Government Center, Finance Conference Room, 5th Floor, 100 10th

Street, Columbus, Georgia.



November 15, 2002

1. Heritage Park Fountain Maintenance (Annual Contract) ? Bid No. 03-0041

A Mandatory Pre-Bid Conference will be held at 9:00 a.m. Friday,

November 15, 2002 at the Heritage Park Fountain, 703 Broadway, Columbus,

Georgia.



November 20, 2002

1. Filters for Double Churches Pool ? Bid No. 03-0034

Scope of Bid

The successful bidder shall remove two (2) existing 96? vertical steel tanks

with face piping, and shall provide and install new horizontal fiberglass

filters, US Filter NFS-60-Series or equivalent, with new 10? SCH 80 face

piping. Provide optional pricing for valve replacements and an automatic

backwash system.



2. Temporary Employment Services (Annual Contract) ? Bid No. 03-0031

Scope of Bid

Provide temporary personnel requirements for various agencies of the

Columbus Consolidated Government of Columbus of Columbus, Georgia (the City).

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

additional twelve-month periods.



3. Commercial Kitchen & Laundry Equipment ? Bid No. 03-0020

Scope of Bid

Provide and install various commercial kitchen and laundry equipment,

to include an ice machine, refrigerator, dishwasher, gas range, washer and

dryer. The successful vendor will install the equipment in Fire Station No. 7,

which is currently under construction.



4. HVAC Controls Repair/Replacement (Annual Contract) ? Bid No. 03-0039

Scope of Bid

Provide repair/replacement on HVAC Controls on an ?as needed basis?.

Contractor will provide service for electric and pneumatic controls on the HVAC

systems at various City buildings. The contract term shall be for one year,

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



5. Heritage Park Fountain Maintenance (Annual Contract) ? Bid No.

03-0041

Scope of Bid

To establish an annual contract with a qualified contractor to clean

and maintain the Heritage Park Fountain located at 703 Broadway, Columbus,

Georgia. The contract term shall be for one year, with the option to renew for

two additional twelve-month periods.



November 22, 2002

1. Energy Performance Contracting Services (Annual Contract) ? RFP No.

03-0013

Scope of RFP

Provide Columbus Consolidated Government comprehensive energy and water

conservation and management services and related capital improvement services

for selected facilities owned by the City within the framework of an Energy

Performance Contract (EPC).



2. Program Instructors for the Department of Parks & Recreation,

Community Schools Division (Annual Contract) ? RFP NO. 03-0014

Scope of RFP

Provide Parks & Recreation, Community Schools Division with instruction in

various activities to participants in the Before and After School Programs

operated by the Community Schools Division. The contract term shall be for one

year, with the option to renew based on the same terms and conditions at the

expiration of its term by mutual agreement between the parties, for additional

one year period.



December 4, 2002

1. Storage Buildings ? Bid No. 03-0038

Scope of Bid

Provide two (2) steel-frame storage buildings, with galvanized/galvalumed

backing and steel siding, at South Commons and Comer Gym. The work includes

construction of buildings on a concrete foundation with 3000-mix fiber mesh

concrete with a 6-foot service ramp and any other necessary installation.