Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



February 3, 2004



Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department







(A) ASPHALT RUBBER & SEALANT (ANNUAL CONTRACT) - BID NO. 04-0043



It is requested that Council approve the purchase of asphalt rubber & sealant

from Crafco, Inc., for the estimated annual contract value of $16,575.00. The

material will be used on an "as needed basis" by the Public Services Department

for sealing cracks when repairing streets, parking lots and highways.



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

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

mutual agreement of the successful vendor and the City.



Twenty-six bid invitations were mailed; two bids were received January 7,

2004. This bid has been advertised, opened and reviewed. The bidders were:







Description/Vendor

EST Usage

CRAFCO

(Chandler, AZ)

ROAD PRODUCTS

(Fayetteville, GA)



Modified Asphalt Rubber Plus Sealant

5,000 lbs

$0.2950

(1,475.00)

$0.315

(1,575.00)



Cost Per 50 lb Box



$10.325*

$9.45**



Parking Lot Sealant

10,000 lbs

$0.3100

(3,100.00)

$0.385

(3,850.00)



Cost Per 50 lb Box



$10.85*

$11.55**



Asphalt Rubber Type 4

50,000 lbs

$0.2400

(12,000.00)

$0.265

(13,250.00)



Cost Per 50 lb Box



$8.40*

$7.95**



*CRAFCO, Inc. - Cost per 35lb.



**Road Products, Inc. - Cost per 30ibs.



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

- Repairs & Maintenance ? Street Repairs and Maintenance - Road Maintenance

Materials, 0203-260-3110-REPR-6726.



* * * * * *



(B) WALK-THROUGH METAL DETECTORS ? BID NO. 04-0045



It is requested that Council authorize the purchase of four (4) walk-through

metal detectors from G. T. Distributors in the amount of $11,389.44. The

Garrett PD6500 Magnascanner metal detectors will be used on the Ground Floor

(2) and East Wing (1) of the Government Center and at Muscogee County Jail or

Recorder?s Court (1).



Thirty-four bid invitations were mailed; eight bids were received on December

29, 2003. This bid has been advertised, opened and reviewed. The bidders were:



Description Unit

Price Total Bid

(4 Units)

G T Distributors (Rossville, GA) 2,847.36 11,389.44

Tidewater Police/Sportsman Supplies (Newport News, VA) 3,080.00 12,320.00

American Institutional Supply (Albertville, MN) 3,107.95 12,431.80

ATD American Co. (Wyncote, PA) 3,122.88 12,491.52

Southeastern Public Safety (Norcross, GA) 3,304.90 13,219.60

Shomer-Tec (Bellingham, WA) 3,379.50 13,518.00

Ray O'Herron Co., Inc. (Danville, IL) 3,697.95 14,791.80

Garrett Metal Detectors (Garland, TX) 5,495.00 21,980.00





Funds are budgeted in FY04 Budget, Local Law Enforcement Grant - Capital

Expenditures Over $5,000, Sheriff; 0216-400-3360-LLEG-7761.03 and Sheriff ?

Administration, Operating Materials; 0101-550-1000-SHRF-6728.



(C) MAINTENANCE SUPPORT FOR LGFS/GHRS



It is requested that Council authorize payment to American Management Systems,

Inc. (Fairfax, VA), in the amount of $190,162.00 for the annual maintenance

support for the LGFS/GHRS systems. The maintenance period will be from January

2004 ? January 2005. This maintenance provides the Departments of Information

Technology, Finance, and Human Resources with software enhancements,

documentation updates, User Group support, Hotline support and access to the

American Management Systems (AMS)-sponsored ADVANTAGE Communications Forum.



The following are modules supported by this maintenance:



Software Modules

Advantage Financial (LGFS):

Fixed Assets

Cost Allocation

Extended Purchasing

Performance Measurement

Investment Inventory

Advanced Budget Preparation

Debt Management

Advanced Receivables



Report Distribution

Advantage HR (GHRS):

Position Control

Employee Relations

Employee Benefits



Advantage DS



Brass Budget Preparation Applications



Funds are budgeted in the FY04 Budget, Information Technology ? Software Lease;

0101-210-1000-ISS-6541.



* * * * * *



(D) PAINT SUPPLIES (ANNUAL CONTRACT) - BID NO. 04-0047



It is requested that Council approve the purchase of paint supplies from Porter

Paints for the estimated annual contract value of $10,774.55. The supplies

will be purchased on an ?as needed basis? by Facilities Maintenance Division

for the upkeep of City buildings.



The contract term will be for one year 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.



Fourteen bid invitations were mailed; seven bids were received January 14,

2004. This bid has been advertised, opened and reviewed. The bidders were:



Porter Paints (Columbus, GA) $10,774.55

S.L.H. Distributors, Inc. (Dallas, TX) $80.00*

Sherwin Williams (Columbus, GA) $11,192.91

Duron Paints (Atlanta, GA) $11,633.31

W.T. Harvey Paint Center (Columbus, GA) $13,743.41

Specialty Coating & Supply (Columbus, GA) $23,830.00

ICU Dulux Paints (Columbus, GA) $30,000.00



*Vendor only quoted one item.



Funds are budgeted each fiscal year for this ongoing expense, Public Services -

Other Maintenance /Repairs ? Facilities Maintenances ? Building Maintenance ?

Parks & Recreation, Public Safety, General Government; 0101-260-3710-MNTN-6527,

6528, 6529.



* * * * * * *



(E) LIBRARY MATERIALS AND SERVICES FOR NEW MAIN LIBRARY ? RFP NO. 04-0014



It is requested that Council authorize the execution of a negotiated contract

with Brodart Company for the procurement of library materials and services for

the new Main Library. During its January 22, 2004 meeting, the Columbus

Library Board unanimously approved the selection of Brodart Company, based on

the recommendation of the evaluation committee.



Brodart Company will provide complete customized opening day collection

services for the new Main Librbary. The Library Board plans to purchase

materials in a wide variety of formats to serve the adults, young adults and

children in this area. The existing main library collection consists of

150,000 items. The opening day collection will be integrated with these items

at the new site. General goals for the opening day collection are to ensure a

core collection of essential materials and to enrich the current collection to

include a generous selection of the types of materials most popular in this

community.



The firm will provide project management support, collection development

services including selection and acquisition of materials, monthly fund

reports, cataloging and item updates, Ohio College Library Consortium

(worldwide database of catalogue records) holding updates, physical processing,

storage and shelf-ready delivery of items.



Requests for proposals were mailed to twenty-one vendors and this RFP has been

advertised. A non-mandatory pre-proposal conference was held on December 8,

2003; two vendors attended the conference. Four proposals were received on

December 15, 2003:



BrodArt Company (Williamsport, PA)

Baker & Taylor (Charlotte, NC)

BWI (Lexington, KY)

Ingram Library Services (La Vergne, TN)



Proposals were reviewed by the Evaluation Committee, which consisted of

representatives from the Chattahoochee Valley Regional Library System.



The City?s Procurement Ordinance, Contracting for Equipment, Supplies or

Professional Services per Article 3-110, governs the RFP process. During the

RFP process, there is no formal opening due to the possibility of negotiated

components of the proposal. In the event City Council does not approve the

recommended offeror, no proposal responses or any negotiated components are

made public until after the award of the contract. The cost information and

evaluation results have been submitted to the City Manager in a separate memo

for informational purposes.



Funds are budgeted in FY04 Budget, 1999 SPLOST Library/Other Project ?

Professional Services, MCSD Library; 0540-695-2120-TXLB-6311-50500000.





?ITEM A?



A RESOLUTION



NO.______________



A RESOLUTION AUTHORIZING THE PURCHASE OF ASPHALT RUBBER & SEALANT FROM CRAFCO,

INC., FOR THE ESTIMATED ANNUAL CONTRACT AMOUNT OF $16,575.00.



WHEREAS, the material will be used on an "as needed basis" by the Public

Services Department for sealing cracks when repairing streets, parking lots and

highways; and,



WHEREAS, the contract term 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 asphalt rubber & sealant

from CRAFCO, Inc., for the estimated annual contract amount of $16,575.00.

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

- Repairs & Maintenance ? Street Repairs and Maintenance - Road Maintenance

Materials, 0203-260-3110-REPR-6726.



----------------------------------------------

Introduced at a regular meeting of the Council of Columbus, Georgia, held the

___________ day of ____________, 2004 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 B?



A RESOLUTION



NO._________





A RESOLUTION AUTHORIZING THE PURCHASE OF FOUR (4) WALK-THROUGH METAL DETECTORS

FROM G. T. DISTRIBUTORS IN THE AMOUNT OF $11,389.44.



WHEREAS, The Garrett PD6500 Magnascanner metal detectors will be used

in the Ground Floor (2) and East Wing (1) of the Government Center and at

Muscogee County Jail or Recorder?s Court (1).





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



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

walk-through metal detectors from G. T. Distributors in the amount of

$11,389.44. Funds are budgeted in FY04 Budget, Local Law Enforcement Grant -

Capital Expenditures Over $5000, Sheriff; 0216-400-3360-LLEG-7761.03 and

Sheriff ? Administration, Operating Materials; 0101-550-1000-SHRF-6728.

_________________________________________





Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of _________________, 2004 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 C?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING PAYMENT TO AMERICAN MANAGEMENT SYSTEMS, INC.,

(FAIRFAX, VA), IN THE AMOUNT OF $190,162.00 FOR THE ANNUAL MAINTENANCE SUPPORT

FOR THE LGFS/GHRS SYSTEMS.



WHEREAS, The maintenance period will be from January 2004 ? January 2005. This

maintenance provides the Departments of Information Technology, Finance, and

Human Resources with software enhancements, documentation updates, User Group

support, Hotline support and access to the American Management Systems

(AMS)-sponsored ADVANTAGE Communications Forum; and,



WHEREAS, The software modules supported by this maintenance are Advantage

Financial (LGFS), Report Distribution, Advantage HR (GHRS), Advantage DS and

BRASS Budget Preparation Applications.



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



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

Management Systems, Inc. (Fairfax, VA), in the amount of $190,162.00 for the

annual maintenance support for the LGFS/GHRS systems. Funds are budgeted in

the FY04 Budget, Information Technology ? Software Lease;

0101-210-1000-ISS-6541.

_________________________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of _________________, 2004 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 D?



A RESOLUTION



NO._______________



A RESOLUTION AUTHORIZING THE PURCHASE OF PAINT SUPPLIES FROM PORTER PAINTS FOR

THE ESTIMATED ANNUAL CONTRACT VALUE OF $10,774.55.



WHEREAS, the supplies will be purchased on an "as needed basis" by

Facilities Maintenance Division for the upkeep of City buildings; and,



WHEREAS, the contract term is for a period of 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 paint supplies from

Porter Paints for the estimated annual contract value of $10,774.55. Funds are

budgeted each fiscal year for this ongoing expense, Public Services - Other

Maintenance /Repairs ? Facilities Maintenances ? Building Maintenance - Parks &

Recreation, Public Safety, General Government; 0101-260-3710-MNTN-6527, 6528,

6529.



______________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held the

___________ day of ____________, 2004 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 E?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A NEGOTIATED CONTRACT WITH BRODART

COMPANY FOR THE PROCUREMENT OF LIBRARY MATERIALS AND SERVICES FOR THE NEW MAIN

LIBRARY.



WHEREAS, an RFP was administered (RFP No. 04-0014) and four proposals were

received; and,



WHEREAS, During its January 22, 2004 meeting, the Columbus Library Board

unanimously approved the selection of Brodart Company; and,



WHEREAS, the proposal submitted by Brodart Company 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 to execute a negotiated

contract with Brodart Company for the procurement of library materials and

services for the new Main Library. Funds are budgeted in FY04 Budget, 1999

SPLOST Library/Other Project ? Professional Services, MCSD Library;

0540-695-2120-TXLB-6311-50500000.

_________________________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of _________________, 2004 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



DATE: February 3, 2004



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





February 4, 2004

1. Pool Deck Equipment ? Bid No. 04-0050

Scope of Bid

Provide various pool deck equipment to Columbus Consolidated Government. The

equipment shall be installed at Double Churches Pool, and consists of

Competitor Swim Products, Wave Eater II, Keifer Advantage II (or approved

equivalent) racing lane lines (9), lane line storage reels (2), lane line and

storage reel covers (2) and Keifer Intrepid XL starting platforms (8). The

successful bidder must completely deliver and install the equipment no later

than May 1, 2004.



2. Industrial/Commercial Mulching Mower & Repair Parts (Annual

Contract) ? Bid No. 04-0048

Scope of Bid

Provide 22? walk behind industrial/commercial mulching mower and repair parts

on an ?as needed? basis to the Columbus Consolidated Government (the City) to

be utilized by various departments. The contract term will be for one (1)

year, with the option to renew for two (2) additional (12) twelve-month periods.



February 18, 2004

1. Three Wheeled Patrol Vehicles ? Bid No. 04-0052

Provide two (2) Three Wheeled Patrol Vehicles to be used by the Columbus Police

Department for security at the Columbus Riverwalk, Civic Center, and special

events.



2. Commercial Washer And Dryer ? Bid No. 04-0051

Provide one (1) Braun end loader washer extractor model #100NESP-2 (or equal)

and one (1) Cissell gas dryer model #L44CD42G (or equal) to be used by the

Muscogee County Jail.