Columbus, Georgia

Agenda Item # 3





Columbus Consolidated Government

Council Meeting



December 6, 2005





Agenda Report # 70





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) CONSOLIDATION PLAN FOR HUD



It is requested that Council authorize the execution of a contract with J-Quad

& Associates, LLC (Dallas, TX), in the amount of $37,830, for preparation of

the City?s 5-Year Consolidation Plan.



The Plan is the long range plan for the City?s Department of Housing and Urban

Development (HUD) funding sources, Community Development Block Grant (CDBG),

HOME Investment Partnership Program, and the Emergency Shelter Grant. This

report is required by HUD and was last prepared in 2000. The new report is due

to HUD by May 15, 2006.



As authorized by Resolution No. 528-04, dated December 7, 2004, J-Quad &

Associates completed the City?s Impediments to Fair Housing Analysis in August

2005. This Housing Analysis was completed in a timely manner and met all

requirements of HUD. The Fair Housing Analysis is one of the components of

the 5-Year Consolidated Plan. The Census information and demographic data

utilized in the Housing Analysis will be used as an integral part in developing

the 5-Year Consolidated Plan. With J-Quad having prepared the Housing

Analysis, they have both an understanding of the data and issues associated

with the City. J-Quad would be able to build upon the work already completed

as a basis for conducting the Consolidated Planning process. Having already

compiled the aforementioned data, this will reduce the number of hours needed

to prepare the plan and reduce the cost.



Therefore, J-Quad & Associates is considered an only known source for this

specific project, per Section 3-114 of the procurement ordinance.



Funds are budgeted in FY06 Budget, Community Development Block Grant Fund ?

Neighborhood Redevelopment, Contractual Services; 0210-130-3450-RDEV-6319.



(B) CHANGE ORDER NO. 8 FOR NEW LIBRARY



It is requested that Council authorize the execution of Change Order No. 8 with

Batson Cook Construction, for additional furniture, construction services and

technical services at the new library, in the amount of $187,944.00.

Resolution No. 72-03, dated February 11, 2003, authorized the execution of the

contract with Batson Cook Construction. Change Order No. 8 includes:



Description Type of Change Total Amount

Additional Furniture (Malone) Owner 1,327.00

Additional Furniture (CWC) Owner 40,603.00

Additional Shelving (Demco) Owner 30,093.00

Additional Grading and Erosion Control Measures Owner 16,523.00

Additional Handicap Parking (Allowance) Owner 30,000.00

Additional Security Modifications (Allowance) Owner 25,000.00

Audio / Visual Equipment Support Owner 39,238.00

PAMS Server Support Owner 5,160.00



Change Order No. 8 $187,944.00

Total Contract amount including previous change orders 23,551,676.88

Total contract amount including previous change orders and Change Order No. 8

23,739,620.88



Funds are available in FY06 Budget, General Obligation Sales Tax Bond Series

2003 ? Library, General Construction; 0556-200-2451-CBA-7661-50500-2000C-0.



* * * * * *



(C) PORTABLE AIR COMPRESSOR ? RFB NO. 06-0019



It is requested that Council authorize the purchase of one (1) portable air

compressor from CTC Industrial, Inc., in the amount of $11,550.00.



The portable air compressor is replacement equipment for the Rainwater

Management Division, of the Public Services Department, used to power pneumatic

tools used at job sites.



Bid specifications were posted on the City?s website; two bid responses were

received on October 26, 2005. This bid has been advertised, opened and

reviewed. The bidders were:



VENDORS COST

CTC Industrial, Inc. (Memphis, TN) $11,550.00

Zenger?s Industrial Supply $18,025.00



Funds are budgeted in FY06 Budget, Sewer Fund, Public Services ? Sewer

Maintenance ? Capital Expenditures Over $5,000.00; 0202-260-3210-SWRM-7761.





(D) TRI-AXLE LOW BOY TRACTOR ? RFB NO. 06-0017



It is requested that Council authorize the purchase of one (1) tri-axle low boy

tractor from Bill Heard Chevrolet in the amount of $81,889.27.



The tractor is replacement equipment for the Street Improvements Division, of

the Public Services Department, used to pull a low boy trailer to transport

heavy equipment between landfills, repair jobs, and job sites.



Bid specifications were posted on the City?s website; three bid responses were

received on October 12, 2005. This bid has been advertised, opened and

reviewed. The bidders were:



VENDORS COST

Bill Heard Chevrolet (Columbus, GA) $81,889.27

Beck Motor Company (Albany, GA) $86,716.00

Volvo & GMC Truck Center (Charlotte, NC) $97,958.71



Funds are budgeted in FY06 Budget, Paving Fund, Public Services ? Street

Improvement ? Off Road Equipment; 0203-260-2100-STRT-7725.



* * * * * *



(E) ? TON SERVICE BODY TRUCKS ? RFB NO. 06-0017



It is requested that Council authorize the purchase of four (4) ? ton service

body trucks from Legacy Ford in the amount of $79,020.00.



The trucks are replacement units for the Facilities Maintenance Division, of

the Public Services Department, used to carry building repair parts to and from

jobs in City owned buildings.



Bid specifications were posted on the City?s website; two bid responses were

received on November 9, 2005. This bid has been advertised, opened and

reviewed. The bidders were:







1 Robert?s Truck Center failed to include the required product literature for

the body. Therefore, Option 3 of the vendor?s bid was deemed incomplete.



Funds are budgeted in FY06 Budget, General Fund, Public Services ? Facilities

Maintenance ?Light Trucks; 0101-260-2700-MNTN-7722.

F. CISCO 5520 INTRUSION DETECTION DEVICE AND INSTALLATION SERVICE



It is requested that Council authorize the purchase of a Cisco 5520 Intrusion

Detection Device and Installation Service from Cpak (LaGrange, Georgia) in the

amount of $13,696.50. This purchase is accomplished via Georgia State contract

(#S000546-043).



Intrusion Detection Hardware and Software constantly monitors the network,

alerts the administrator, and logs any attempts of unauthorized entry to the

network from the outside or inside. There has never been this type of software

in place because Information Technology did not feel that it was necessary.

However, since the City?s network has grown considerably over the last several

years, Information Technology now believes it is time to add that extra layer

of protection. GCIC is also requiring the City to have this software before

changing over to the new TCP/IP protocol to which the City must convert before

the end of the year. Without this type of protection the CCG network is

vulnerable.



All of the other equipment that is currently installed on the City?s network

system is Cisco equipment. Cpak is the State Contracted vendor for Cisco

equipment.



Funds are budgeted in FY01 Budget, Columbus Building Authority Series 2001 -

Finance Department - Computer Software ? Security & Safety Enhancements;

0553-200-2436-6713-40207-20010.



* * * * * *



G. ACCG 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 2006

county membership dues. Membership dues are for the Council of

Columbus/Muscogee County, Georgia.



Funds are budgeted in the FY06 Budget, Council ? Membership Dues and Fees,

0101-100-1000-CNCL-6657.



?ITEM A?



A RESOLUTION



NO.__ ____





A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH J-QUAD & ASSOCIATES,

LLC (DALLAS, TX), IN THE AMOUNT OF $37,830, FOR PREPARATION OF THE CITY?S

5-YEAR CONSOLIDATION PLAN.



WHEREAS, as authorized by Resolution No. 528-04, dated December 7, 2004,

J-Quad & Associates completed the City?s Impediments to Fair Housing Analysis

in August 2005; and,



WHEREAS, the 5-Year Consolidation Plan is the long range plan for the City?s

Department of Housing and Urban Development (HUD) funding sources, Community

Development Block Grant (CDBG), HOME Investment Partnership Program, and the

Emergency Shelter Grant; and,



WHEREAS, the Census information and demographic data utilized in the Housing

Analysis will be used as an integral part in developing the 5-Year Consolidated

Plan. Having already compiled the aforementioned data, utilizing the services

of J-Quad & Associates will reduce the number of hours needed to prepare the

plan and reduce the cost. The new report is due to HUD by May 15, 2006; and,



WHEREAS, therefore, J-Quad & Associates is considered an only known source for

this specific project, per 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 contract with J-Quad &

Associates, LLC (Dallas, TX), in the amount of $37,830, for preparation of the

City?s 5-Year Consolidation Plan. Funds are budgeted in FY06 Budget, Community

Development Block Grant Fund ? Neighborhood Redevelopment - Contractual

Services; 0210-130-3450-RDEV-6319.

_______________________________



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 EXECUTION OF CHANGE ORDER 8 WITH BATSON COOK

CONSTRUCTION, FOR ADDITIONAL FURNITURE, CONSTRUCTION SERVICES AND TECHNICAL

SERVICES AT THE NEW LIBRARY, IN THE AMOUNT OF $187,944.00.



WHEREAS, Resolution No. 72-03, dated February 11, 2003, authorized the

execution of the contract with Batson Cook Construction; and,



WHEREAS, Change Order No. 8 includes:



Description Type of Change Total Amount

Additional Furniture (Malone) Owner 1,327.00

Additional Furniture (CWC) Owner 40,603.00

Additional Shelving (Demco) Owner 30,093.00

Additional Grading and Erosion Control Measures Owner 16,523.00

Additional Handicap Parking (Allowance) Owner 30,000.00

Additional Security Modifications (Allowance) Owner 25,000.00

Audio / Visual Equipment Support Owner 39,238.00

PAMS Server Support Owner 5,160.00



Change Order No. 8 $187,944.00

Total Contract amount including previous change orders 23,551,676.88

Total contract amount including previous change orders and Change Order No. 8

23,739,620.88



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



That the City Manager is hereby authorized to execute Change Order No.

8 with Batson Cook Construction, for additional furniture, construction

services and technical services at the new library, in the amount of

$187,944.00. Funds are available in FY06 Budget, General Obligation Sales Tax

Bond Series 2003 ? Library, General Construction;

0556-200-2451-CBA-7661-50500-2000C-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 C?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) PORTABLE AIR COMPRESSOR FROM

CTC INDUSTRIAL, INC., IN THE AMOUNT OF $11,550.00.



WHEREAS, the portable air compressor is replacement equipment for the Rainwater

Management Division, of the Public Services Department, used to power pneumatic

tools used at job sites.



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



That the City Manager is hereby authorized to purchase one (1) portable air

compressor from CTC Industrial, Inc., in the amount of $11,550.00. Funds are

budgeted in FY06 Budget, Sewer Fund, Public Services ? Sewer Maintenance ?

Capital Expenditures Over $5,000.00; 0202-260-3210-SWRM-7761.

________________________



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 ONE (1) TRI-AXLE LOW BOY TRACTOR FROM

BILL HEARD CHEVROLET IN THE AMOUNT OF $81,889.27.



WHEREAS, the tractor is replacement equipment for the Street Improvements

Division, of the Public Services Department, to pull a low boy trailer used to

transport heavy equipment between landfills, repair jobs, and job sites.



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



That the City Manager is hereby authorized to purchase one (1) tri-axle low boy

tractor from Bill Heard Chevrolet in the amount of $81,889.27. Funds are

budgeted in FY06 Budget, Paving Fund, Public Services ? Street Improvement ?

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 E?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF FOUR (4) ? TON SERVICE BODY TRUCKS

FROM LEGACY FORD IN THE AMOUNT OF $79,020.00.



WHEREAS, the trucks are replacement units for the Facilities Maintenance

Division, of the Public Services Department, used to carry building repair

parts to and from jobs in City owned buildings.



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



That the City Manager is hereby authorized to purchase four (4) ? ton service

body trucks from Legacy Ford in the amount of $79,020.00. Funds are budgeted

in FY06 Budget, General Fund, Public Services ? Facilities Maintenance ?Light

Trucks; 0101-260-2700-MNTN-7722.

______________________



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 F?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING THE PURCHASE OF A CISCO 5520 INTRUSION

DETECTION DEVICE AND INSTALLATION SERVICE FROM CPAK IN THE AMOUNT OF

$13,696.50.00, VIA GEORGIA STATE CONTRACT (#S000546-043).



WHEREAS, Intrusion Detection Hardware and Software constantly monitors the

network, alerts the administrator, and logs any attempts of unauthorized entry

to the network from the outside or inside; and,



WHEREAS, all of the other equipment that is currently installed on the

City?s network system is Cisco equipment. Cpak is the State Contracted vendor

for Cisco equipment.





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

FOLLOWS:



That the City Manager is hereby authorized to purchase a Cisco 5520

Intrusion Detection Device and Installation Services from Cpak in the amount of

$13,696.50.00, via Georgia State contract (#S000546-043). Funds are budgeted

in FY01 Budget, Columbus Building Authority Series 2001, Finance Department -

Computer Software ? Security & Safety Enhancements;

0553-200-2436-6713-40207-20010.

______________________________



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 G?



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 FY06 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 ____________, 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



DATE: December 6, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids



December 7, 2005

1. Trees for Planting on City?s Right-Of-Ways ? RFB No. 06-0035

Scope of Bid

Provide approximately 700 trees for planting on City?s Right-Of-Ways.



2. ? Ton Extended Cab Pick-up Cab & Chassis ? RFB No. 06-0030

Scope of Bid

Provide three (3) ? Ton extended cab pick-up cab and chassis to be used

by the Special Enforcement Division of the Public Services Department.





December 14, 2005

1. Heritage Park Fountain Maintenance (Annual Contract) ? RFB No. 06-0031

Scope of Bid

Establish an annual contract with a qualified contractor for cleaning

(skimming, vacuuming, cleaning the pit and adding chemicals as needed) and

maintaining jumping jets on a weekly basis. The term of contract shall be for

two years, with the option to renew for three (3) additional twelve-month

periods. Contract renewal shall be contingent upon the mutual agreement of the

City and the Contractor.



2. HVAC Controls Repair/Replacement (Annual Contract) ? RFB No. 06-0032

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 term of contract shall be for two

years, with the option to renew for three (3) additional twelve-month periods.

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

the Contractor.



3. (3) Color Photocopiers (Annual Contract) ? RFB No 06-0033

Scope of Bid

Provide, repair and maintain three (3) color photocopiers; one (1) for the

Print Shop and two (2) for Geographic Information System (GIS) located in the

Government Center Annex. The minimum contract term shall be for sixty (60)

months. The contract will be automatically renewed (without the need for any

further action) every 12 months until the end of such 60-month term.





4 30'/35' Low Floor Clean Diesel Transit Buses (Annual Contract) ? RFB

No. 06-0027

Scope of Bid

The successful vendor will provide 30'/35' low floor clean diesel transit buses

to METRA on an ?as needed? basis. The City anticipates purchasing

approximately 12 buses over a four (4) year period.



December 21, 2005

1. Construction of Pine Grove Municipal Solid Waste Landfill Phase 3:

Cells 3A, 3B, 3C, 3D, 3E, 3F ? RFB No. 06-0034

Scope of Bid

The Project consists of the following major elements: approximately 357,000

cubic yards of cut material; 72,000 cubic yards of structural fill; placement

of 24-inch thick liner base with 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

over 14 acres; the construction of 1,400 feet of 24-foot gravel access road;

construction of a sediment basin; installation of erosion control devices;

installation of underdrain and leachate collection piping; and leachate pump

station and force main. Bids will be accepted only from Pre-Qualified Bidders.



2. Refuse Collection Truck Cab & Chassis ? RFB No. 06-0036

Scope of Bid

Provide four (4) refuse collection truck cab & chassis to be used by the Solid

Waste Collection Division of the Public Services Department.



3. Low Boy Tri-Axle Trailer (Re-Bid) ? RFB No. 06-0037

Scope of Bid

Provide one (1) low boy tri-axle trailer to be used by the Street Improvements

of the Public Services Department.