Agenda Item #___3___
Columbus Consolidated Government
Council Meeting
April 5, 2005
Agenda Report #___47___
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) BAD CHECK RECOVERY SERVICES (ANNUAL CONTRACT) ? RFP NO. 05-0012
It is requested that Council approve the contract with BounceBack, Inc., to
provide Bad Check Recovery Services. The Contractor, through the Solicitor
Generals Office, State Court, will be the administrator of the ?Muscogee County
Check Enforcement Program? to provide bad check diversion and restitution
programs. The Program will be conducted in compliance with all applicable
state and federal laws.
The Contractor will provide the following:
A. Program Administration
Oversee the day-to-day operations of the program, including maintaining
detailed records, receiving and recording payments, issuing checks to
merchants; and all other duties associated with such a program.
B. Accounting and Reporting
Keep full accounting records of every transaction in accordance with generally
accepted accounting principles. The Solicitor-General, or his designee, shall
be allowed to audit records at any time. The contractor shall submit monthly
reports to the Solicitor-General, which delineates details of all transactions.
C. Offender Education
Provide an offender education program offering lessons on money management and
the consequences of miss-management, including criminal awareness.
D. Community Outreach
1. Make an initial mailing to all retail businesses in the County to
introduce the program in the community. Additional mailings will be
initiated as deemed necessary to promote the program.
2. Provide ?bad check training? to merchants as deemed necessary by
the contractor or the Solicitor-General.
3. Promotion of the program in the community, including civic and
business organizations.
4. Make personal visits to merchants as deemed necessary.
The 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.
Request for proposals were mailed to fifty-six vendors and the RFP has been
advertised. Two proposals were received, January 14, 2005 from the following
offerors.
BounceBack, Inc. (Kansas City, MO)
Northstar Technologies (Tulsa, OK)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from Solicitor General?s Office and Finance. During the
evaluation process, BounceBack, Inc., was deemed most 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, negotiations will begin
with the next responsive offeror. Cost and evaluation results have been
submitted to the City Manager in a separate memo for information purposes.
No City funds will be used. Funds will be collected and deposited in General
Fund, Revenue ? Bad Check Fee, 0101-099-1999-4610; State Court Solicitor ? Bad
Check Fee, 0101-510-2000-4610.
* * * * * * *
(B) MUNICIPAL STREET SWEEPER (RE-BID)? RFB NO. 05-0053
It is requested that Council authorize the purchase of one (1) municipal street
sweeper from Tractor & Equipment Company in the amount of $114,748.00.
The street sweeper is replacement equipment and will be used by the Street
Improvements Division, of the Public Services Department, for cleaning the
interstate, streets and City owned parking lots throughout Columbus; as well
as, helping rainwater flow by removing leaves and debris from curbs and
gutters.
Thirty-four bid invitations were mailed. Bids were received on March 9, 2005.
This bid has been advertised, opened and reviewed. The bidders were:
See attached Tab:
1 Consolidated Disposal Systems (Smyrna, GA) is the apparent low, responsive
bidder with a bid of $114,262.00. However, Tractor & Equipment Company
(Columbus, GA) submitted a bid in the amount of $114,748.00, which is within
one percent (1%) of the low bid. Therefore, in accordance with Ordinance No.
95-5, Award to Local Businesses, the recommendation is to award the bid to
Tractor & Equipment Company.
Funds are budgeted in FY05 Budget, Paving Fund ? Public Services ? Street
Improvements ? Off Road Equipment; 0203-260-2100-STRT-7725.
* * * * * *
(C) CHANGE ORDER ? ADDITIONAL FURNISHINGS FOR THE NEW LIBRARY
It is requested that Council authorize the execution of a Change Order with The
Overby Company, in the amount of $12,550.22, for additional furnishings for the
new Library. Council authorized the purchase of library furnishings from The
Overby Company, per Resolution Number 345-04 on August 17, 2004. Four (4)
additional wood benches are required to increase seating space in the First
Floor rotunda.
Description Cost
Original Contract Amount $ 596,585.60
Change Order for Additional Benches $ 12,550.22
Total Contract Amount, including Change Order $609,135.82
Funds are budgeted in FY05 Budget, 1999 SPLOST Library/Other Projects ?
Professional Services, MCSD Library; 0540-695-2120-TXLB-7731-50500-20000-0.
(D) MOBILE DATA COMPUTERS WITH AUTOMATIC VEHICLE LOCATION AVL UNIT
It is requested that Council authorize the purchase five (5) MW800 mobile data
computers with automatic vehicle location (AVL), in the amount of $44,895.60
from Motorola Corporation. The total unit cost for the mobile data computers
with AVL is $8,979.12. The equipment will be installed in new pursuit vehicles
for the Sheriff?s Office.
This purchase is part of a continuing SPLOST project aimed at equipping all
appropriate public safety vehicles with advanced technology, in order to
maximize the efficiency of public safety responses to calls for service from
the public. Per Resolution No. 431-00 (RFP No. 00-0022), Council awarded a
contract to Motorola to provide mobile data units for public safety
departments. To maintain uniformity of the equipment, the City requested that
Motorola extend their cost proposal until the completion of purchases
designated by the 1999 SPLOST. Motorola is also the only known source provider
for the AVL units.
Funds are budgeted in FY05 Budget as follows: $35,073.40 is budgeted in 1999
SPLOST Police/Fire Vehicle/Equipment, Sheriff ?Computer Equipment; 0540?
695-2123-TXSH?7751-50130?2005E?0; and $9,822.20 is budgeted in 1999 SPLOST
Police/Fire Vehicle/Equipment, Sheriff ?Capital Expenditures over $5,000;
0540-695-2123-TXSH?7761-50130-2005E?0.
* * * * * *
(E) ANNUAL MAINTENANCE CONTRACT FOR THE E911 TELEPHONE SYSTEM UPGRADE
It is requested that Council approve payment to Motorola for an annual
Maintenance Agreement (June 2005 through May 2006) for the E911 telephone
system upgrade in the amount of $13,620.00.
The equipment is used in the E911 Center by the Police and Sheriff?s Department
to dispatch various Public Safety Units throughout the City, as they are
needed. This equipment is a critical part of Public Safety?s communications
system. Since the initial warranty expired, the equipment has been covered by
a comprehensive 24/7/365 maintenance agreement with Motorola in order to assure
rapid and accurate repairs and minimal down time. This maintenance agreement
also covers the bi-directional amplification system that provides a back up to
the telephone system and allows the 911 Center to continue to operate should
the equipment stop working.
This Maintenance Agreement will insure that the City receives complete and cost
effective support of this equipment and allows us to control the operating
costs associated with the console equipment.
Council approved the original purchase of the telephone system upgrade from
Motorola, per Resolution No. 428-03. Therefore, Motorola is considered an only
known source for this maintenance agreement.
Funds are budgeted in the FY05 Budget: Emergency Telephone Fund ? Police ?
E911 ? Service Contracts; 0209-400-3220-E911-6513.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH BOUNCEBACK, INC., TO
PROVIDE BAD CHECK RECOVERY SERVICES.
WHEREAS, an RFP was administered (RFP No. 05-0012) and two proposals were
received; and,
WHEREAS, the proposal submitted by BounceBack, Inc., 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
BounceBack, Inc., to provide Bad Check Recovery Services. No City funds will
be used. Funds will be collected and deposited in General Fund, Revenue ? Bad
Check Fee, 0101-099-1999-4610; State Court Solicitor ? Bad Check Fee,
0101-510-2000-4610.
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2005 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 ONE (1) MUNICIPAL STREET SWEEPER FROM
TRACTOR & EQUIPMENT COMPANY IN THE AMOUNT OF $114,748.00.
WHEREAS, the street sweeper is replacement equipment and will be used by the
Street Improvements Division, of the Public Services Department, for cleaning
the interstate, streets and City owned parking lots throughout Columbus; as
well as, helping rainwater flow by removing leaves and debris from curbs and
gutters.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1)
municipal street sweeper from Tractor & Equipment Company in the amount of
$114,748.00. Funds are budgeted in FY05 Budget, Paving Fund ? Public Services
? Street Improvements ? Off Road Equipment; 0203-260-2100-STRT-7725.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2005 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 THE EXECUTION OF A CHANGE ORDER, WITH THE OVERBY
COMPANY, IN THE AMOUNT OF $12,550.22 FOR ADDITIONAL FURNISHING FOR THE NEW
LIBRARY.
WHEREAS, Council authorized the purchase of library furnishings from The Overby
Company, per Resolution Number 345-04 on August 17, 2004; and,
WHEREAS, four (4) additional wood benches are required to increase
seating space in the First Floor rotunda; and,
Description Cost
Original Contract Amount $ 596,585.60
Change Order for Additional Benches $ 12,550.22
Total Contract Amount, including Change Order $609,135.82
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a Change Order, with The
Overby Company, in the amount of $12,550.22 for additional furnishings for the
new Library. Funds are budgeted in FY05 Budget, 1999 SPLOST Library/Other
Projects ? Professional Services, MCSD Library;
0540-695-2120-TXLB-7731-50500-20000-0.
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2005 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 PURCHASE OF FIVE (5) MW800 MOBILE DATA COMPUTERS
WITH AUTOMATIC VEHICLE LOCATION (AVL), IN THE AMOUNT OF $44,895.60, FROM
MOTOROLA CORPORATION FOR SHERIFF?S DEPARTMENT.
WHEREAS, the total unit cost for the mobile data computers with AVL is
$8,979.12. The equipment will be installed in new pursuit vehicles for he
Sheriff?s Office; and,
WHEREAS, this purchase is part of a continuing SPLOST project aimed at
equipping all appropriate public safety vehicles with advanced technology, in
order to maximize the efficiency of public safety responses to calls for
service from the public. Per Resolution No. 431-00 (RFP No. 00-0022), Council
awarded a contract to Motorola to provide mobile data units for public safety
departments. To maintain uniformity of the equipment, the City requested that
Motorola extend their cost proposal until the completion of purchases
designated by the 1999 SPLOST. Motorola is also the only known source provider
for the AVL units.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase five (5) MW800
mobile data computers with automatic vehicle location, in the amount of
$44,895.60, from Motorola Corporation. Funds are budgeted in FY05 Budget as
follows: $35,073.40 is budgeted in 1999 SPLOST Police/Fire Vehicle/Equipment,
Sheriff ?Computer Equipment; 0540?695-2123-TXSH?7751-50130?2005E?0; and
$9,822.20 is budgeted in 1999 SPLOST Police/Fire Vehicle/Equipment, Sheriff ?
Capital Expenditures over $5,000; 0540-695-2123-TXSH?7761-50130-2005E?0.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2005 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 PAYMENT TO MOTOROLA FOR AN ANNUAL MAINTENANCE
AGREEMENT (JUNE 2005 THROUGH MAY 2006) FOR THE E911 TELEPHONE SYSTEM UPGRADE IN
THE AMOUNT OF $13,620.00.
WHEREAS, The equipment is used in the E911 Center by the Police and Sheriff?s
Department to dispatch various Public Safety Units throughout the City as they
are needed. This equipment is a critical part of Public Safety communications
system; and,
WHEREAS, Since the initial warranty expired, the equipment has been covered by
a comprehensive 24/7/365 maintenance agreement with Motorola in order to assure
rapid and accurate repairs and minimal down time. This maintenance agreement
also covers the bi-directional amplification system that provides a back up to
the telephone system and allows the 911 Center to continue to operate should
the equipment stop working; and,
WHEREAS, Council approved the original purchase of the telephone system upgrade
from Motorola, per Resolution No. 428-03. Therefore, Motorola is considered an
only known source for this maintenance agreement.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola for an
annual Maintenance Agreement (June 2005 through May 2006) for the E911
telephone system upgrade in the amount of $13,620.00. Funds are budgeted in
the FY05 Budget: Emergency Telephone Fund ? Police ? E911 ? Service Contracts;
0209-400-3220-E911-6513.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2005 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
DATE: April 5, 2005
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
April 8, 2005
1. Emergency Clean-up and Removal of Debris (Annual Contract) ? RFP No.
05-0011
Scope of RFP
The City of Columbus invites qualified vendors to submit proposals for
emergency clean up and removal of debris resulting from natural or man-made
disasters on an ?as needed basis?. The term of contract shall be for two
years, with an option to renew for three (3) additional twelve-month periods.
Contract renewal will be contingent upon the mutual agreement of the City and
the Contractor (s).
April 21, 2005
1. Flood Abatement Project ? 6th Avenue and Side Streets System ? RFP
No. 05-0022
Scope of RFP
The Project consists of the following major elements: construction of
approximately 1,600 feet of 8-foot by 5-foot box culvert; 570 feet of 8-foot by
6-foot box culvert; 800 feet of 8-foot by 8-foot box culvert; 1,100 feet of
twin 10-foot by 8-foot box culvert; 1400 feet of 10-foot by 8- foot; 420 feet
of 12-foot by 8-foot box culvert; 500 feet of 14-foot by 10-foot box culvert;
5,200 feet of 14-foot by 12-foot box culvert; 1,600 feet of 72-inch gravity
sewer; 1,170 feet of 60-inch gravity sewer; 1320 feet of 54-inch gravity sewer;
140 feet of 48-inch gravity sewer; 150 feet of 42-inch gravity sewer; 70 feet
of 36-inch gravity sewer; 130 feet of 30-inch gravity sewer; 80 feet of 24-inch
gravity sewer; 10 feet of 18-inch gravity sewer; 80 feet of 15-inch gravity
sewer; one river outfall structure; one diversion structure; one drop
structure; approximately 700 feet of 16-inch water line; 320 feet of 12-inch
water line; 2,900 feet of 8-inch water line; 50 feet of 4-inch water line; 5
railroad crossings; 1 state road crossing; streetscape improvements; erosion
and sedimentation control; and all associated restoration connections and
appurtenant Work.
April 27, 2005
1. Rigdon Park Baseball Fields Modifications ? RFB No. 05-0063
Scope of Bid
Provide all labor, equipment and materials to modify the Rigdon Park baseball
fields. The work is required for the ASA Girls 18 & Up Fast Pitch National
Championships, which will be held on July 31, 2005 ? August 7, 2005. It is the
responsibility of all bidders to examine the work area, prior to submitting a
bid. Rigdon Park is located at the end of Hawthorne Drive, just off South
Lumpkin Rd.
May 13, 2005
1. Development Plan for a 120-Room Hotel ? RFP No. 05-0017
Scope of RFP
Columbus Consolidated Government is soliciting proposals for a Development Plan
for the financing, construction and operation of a 120 room (minimum) Hotel.
There are two proposed sites for the Hotel, both are located adjacent to the
Columbus Convention and Trade Center located at 801 Front Avenue. The selected
firm will provide the strategy for the development of the Hotel. The proposal
should also provide strategy for consideration, which provides opportunities
for expanding the Hotel in the future. Examples of the development strategies
are financing, construction and operation of the facility.