Columbus, Georgia

Agenda Item # 1



Columbus Consolidated Government

Council Meeting



March 4, 2003





Agenda Report # 027





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department







(A) FRAMES, GRATES, COVERS & INLETS (ANNUAL CONTRACT) ? BID NO. 03-0047



It is requested that Council approve the purchase of frames, grates, covers and

inlets from U. S. Foundry & Mfg, Corp., on an ?as needed basis? for the

estimated annual contract value of $72,485.00. The frames, grates, covers and

inlets will be utilized by the Public Services Department on various streets

and roads around the City.



The term of this 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.



Bid invitations were mailed to twenty-one vendors; two bids were received

January 29, 2003. This bid has been advertised, opened and reviewed. The

bidders were:



U. S. Foundry & Mfg (Atlanta, GA) $72,485.00

U. S. Filter (Byron, GA) 75,882.25



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

Sewer Maintenance ? Operating Materials; 0202-260-3210-SWRM-6728.



* * * * * *



(B) LUBE FUEL TRUCK? BID NO. 03-0058



It is requested that Council authorize the purchase of one (1) cab and chassis

from Beck Motor Company in the amount of $44,991.00; and one (1) lube fuel body

from Elliott Machine Works, Inc. in the amount of $60,550.00.



The lube fuel truck is a replacement and will be used, by the Street

Improvements Division of the Public Services Department, to refuel and add

other fluids as necessary to heavy equipment at job sites throughout Columbus.



One hundred, sixty-four bid invitations were mailed. Ten bids were received on

January 15, 2003. This bid has been advertised, opened and reviewed. The

bidders were:





BIDDERS OPTION 1

CAB & CHASSIS OPTION 2

BODY OPTION 3

COMPLETE UNIT

Beck Motor Company

(Albany, GA) $44,991.00 NO BID NO BID

Elliott Machine Works1

(Galion, OH) NO BID 60,550.00 103,155.00

Transport Equipment Company2 (Albany, GA) NO BID $56,413.00 NO BID

Bill Heard Chevrolet

(Columbus, GA) 45,945.00 NO BID NO BID

Atlanta Freightliner

(Forest Park, GA) 45,980.00 NO BID NO BID

Carl Black GMC3

(Kennesaw, GA) 47,064.95 NO BID NO BID

Peach State Ford

(Norcross, GA) 48,514.00 NO BID NO BID

DOT Sales & Supplies, Inc.4

(Conyers, GA)

NO BID

61,550.00

104,155.00

Diversified Fabricators

(Griffin, GA)

NO BID

62,495.00

NO BID

Lubritech5

(Stone Mountain, GA)

NO BID

67,725.00

NO BID



1 Per the Fleet Manager, the tire size, the weight capacity of the front and

rear axles, and the air restriction mounting failed to meet required

specifications for the cab and chassis proposed by Elliott Machine Works, Inc.

Therefore, the complete unit (Option 3) could not be considered. Written

notification has been forwarded to the vendor.



2 Per the Fleet Manager, the proposed unit could not carry gasoline. In

addition, the product tank, grease system, air system and storage cabinet of

the body (Option 2) proposed by Transport Equipment Company failed to meet

specifications. Written notification has been forwarded to the vendor.



3 Carl Black GMC failed to include warranty and acknowledgement of Addendum No.

1. Therefore, the vendor?s bid was deemed incomplete



4 DOT Sales & Supplies failed to include product literature. Therefore, the

vendor?s bid was deemed incomplete.



5 Lubritech failed to include product literature. Therefore, the vendor?s bid

was deemed incomplete.



Funds are budgeted in FY03 Budget, Public Services, Street Improvements? Heavy

Trucks; 0203-260-2100-STRT-7723.



(C) MOBILE LIFT ? BID NO. 03-0052



It is requested that Council authorize the purchase of one (1) mobile lift from

Interstate Lift and Equipment Company, Inc., in the amount of $28,195.00.



The mobile lift will be used by METRA as a replacement for an outdated mobile

lift. The lift will be used to elevate large trucks, buses and other vehicles

for the purpose of inspection, maintenance and servicing.



Eighty-three bid invitations were mailed. Five bids were received on December

18, 2002. This bid has been advertised, opened and reviewed. The bidders were:







BIDDERS



TOTAL

Interstate Lift and Equipment Company, Inc.

(South Bend, IN)

28,195.00

C&W Service Company 1

(Austell, GA)

22,327.00

Heavy Duty Lift & Equipment 2

(Buford, GA)

23,091.00

Railquip, Inc. 3

(Atlanta, GA)

24,208.00

Mohawk Resources 4

(Amsterdam, NY)

27,000.00



1 C&W Service Company failed to include warranty. Therefore the vendor?s bid

was deemed incomplete.



2 Per METRA, the lifting columns, control circuit, net wear sensors, adjustable

height limiting device and cycle counter of the unit proposed by Heavy Duty

Lift & Equipment failed to meet specifications. Written notification has been

forwarded to the vendor.



3 Per METRA, the lift operation controls, selector switch, emergency button and

adjustable height limiting device of the unit proposed by Railquip, Inc.,

failed to meet specifications. Written notification has been forwarded to the

vendor.



4 Per METRA, the lifting columns, tire size, nut wear sensors, adjustable

height limiting device, and cycle counter of the proposed unit by Mohawk

Resources failed to meet specifications. Written notification has been

forwarded to the vendor.



Funds are budgeted in FY03 Budget, Transportation Fund ? METRA FTA, Capital

Expenditures over $5,000.00; 0751-610-2400-MFTA-7761; (City 10%; Federal 80%

and state 10%).































(D) SCANNING AND INDEXING SERVICES



It is requested that Council authorize the procurement of scanning and indexing

services from ISPA, Inc., (Clearwater, FL) in the amount of $11,250.00. The

vendor will scan and index 75,000 property index cards for the Tax Assessor?s

Office.



As part of the on-going efforts of the CCG to reduce paper and migrate to a

paperless environment, Council authorized the purchase of an imaging system to

enhance the daily operation of the Tax Assessor's Office, Clerk of Council and

the Office of the Probate Court. The departments were targeted by the City

Manager as a priority for an imaging system to save and retrieve appraisal,

council and court documents electronically. Res. No. 41-03 authorized the

purchase of the imaging system from ISPA, Inc. Therefore, as the developer of

the software, ISPA is considered an only known source for the scanning and

indexing function.



The vendor can complete the scanning and indexing of the initial 75,000

property index cards more expediently than City personnel. The vendor will

then train staff on the usage of the system for day-to-day functions. In

addition, as other departments establish their initial imaging projects, the

vendor will determine a price quote per imaging project.



Funds are budgeted in FY03 Budget, Information Technology ? Computer Software;

0101-210-1000-ISS-6713.



* * * * * *



(E) VENUS 7000LE CONTROLLER UPGRADE



It is requested that Council authorize the purchase of one (1) Venus 7000LE

Controller Upgrade from Daktronics, Inc., in the amount of $11,575.00.



This upgrade is for the interior, four-sided score board in the Civic Center

arena. It specifically upgrades the quality, and capability of the pictures

that appear on the matrix boards inside the scoreboard, as well as, corrects

certain components of the matrix board currently inoperable. In addition, the

upgrade includes new computers that will increase the capabilities of the

scoreboard for basketball statistics and general operations. Resolution No.

#34-96 authorized the purchase of the original scoreboard from Daktronics.

Therefore, Daktronics, Inc., is considered an only known source.



Funds are budgeted in FY03 Budget, Civic Center ? Capital Expenditures Over

$5,000.00; 0757-160-1000-CIVC-7761.



* * * * * *



(F) E-RAMP APPLICATIONS



It is requested that Council authorize the procurement of software application

enhancement services from 3X Corporation Atlanta in the amount of $17,640.00.

The vendor will provide enhancements to the E-RAMP (Electronic Recreation

Administration Management Program) applications, which are currently on-line

and in use by the Parks and Recreation Department. The enhancements include

enabling out of county recognition, multiple card-printing, payment method for

receipt, pool-to-pool check in, user sign-in log and staff ID?s, and a Joint

Application Development session to determine design for future needs and

direction for the E-RAMP System.



Per Resolution No. 153-02 (RFP No. 02-0025) Council authorized the purchase of

the E-RAMP System, to enable Parks and Recreation to manage many of the

department?s program functions, to include automated processing of functions

for registration, access control, activities, equipment, teams and

maintenance. The contract was awarded to 3X Corporation Atlanta. Therefore 3X

Corporation Atlanta is considered an only know source for this specific

enhancement service.



Funds are budgeted in FY03 Budget, Information Technology ? Computer Software;

0101-210-1000-ISS-6713.



?ITEM A?



A RESOLUTION



NO. ________





A RESOLUTION AUTHORIZING THE PURCHASE OF FRAMES, GRATES, COVERS AND INLETS ON

AN ?AS NEEDED BASIS? FROM U. S. FOUNDRY & MFG CORPORATION FOR THE ESTIMATED

ANNUAL CONTRACT VALUE OF $72,485.00.



WHEREAS, the frames, grates, covers and inlets will be utilized by the Public

Services Department on various streets and roads around the City; and,



WHEREAS, the contract term shall 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 City and the Contractor.



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



That the City Manager is hereby authorized to purchase frames, grates, covers

and inlets on an ?as needed basis? form U. S. Foundry & Mfg. Corporation for

the estimated annual contract value of $72,485.00. Funds are budgeted each

fiscal year for this on-going expense; Public Services, Sewer Maintenance ?

Operating Materials; 0202-260-3210-SWRM-6728.

_________________________________________



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 ONE (1) CAB AND CHASSIS FROM BECK

MOTOR COMPANY IN THE AMOUNT OF $44,991.00, AND ONE (1) LUBE BODY FROM ELLIOTT

MACHINE WORKS INC., IN THE AMOUNT OF $60,550.00.



WHEREAS, The lube fuel truck is a replacement and will be used, by the Street

Improvements Division of the Public Services Department, to refuel and add

other fluids as necessary to heavy equipment at job sites throughout Columbus.



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



That the City Manager is hereby authorized to purchase of one (1) cab and

chassis from Beck Motor Company in the amount of $44,991.00, and one (1) lube

body from Elliott Machine Works, Inc., in the amount of $60,550.00. Funds are

budgeted in FY03 Budget, Public Services, Street Improvements? Heavy Trucks;

0203-260-2100-STRT-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 THE PURCHASE OF ONE (1) MOBILE LIFT FROM INTERSTATE

LIFT AND EQUIPMENT COMPANY, INC., IN THE AMOUNT OF $28,195.00.



WHEREAS, The mobile lift will be used by METRA as a replacement for an outdated

mobile lift. The lift will be used to elevate large trucks, buses and other

vehicles for the purpose of inspection, maintenance and servicing.



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



That the City Manager is hereby authorized to purchase one (1) Mobile Lift from

Interstate Lift and Equipment Company, Inc., in the amount of $28,195.00.

Funds are budgeted in FY03 Budget, Transportation Fund ? METRA FTA, Capital

Expenditures over $5,000.00; 0751-610-2400-MFTA-7761; (City 10%; Federal 80%

and state 10%).

_________________________________________



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 PROCUREMENT OF SCANNING AND INDEXING SERVICES FROM

ISPA, INC., (CLEARWATER, FL), IN THE AMOUNT OF $11,250.00. THE VENDOR WILL

SCAN AND INDEX 75,000 PROPERTY INDEX CARDS FOR THE TAX ASSESSOR?S OFFICE.



WHEREAS, As part of the on-going efforts of the CCG to reduce paper and migrate

to a paperless environment, Council authorized the purchase of an imaging

system to enhance the daily operation of the Tax Assessor's Office, Clerk of

Council and the Office of the Probate Court. The departments were targeted by

the City Manager as a priority for an imaging system to save and retrieve

appraisal, council and court documents electronically. Res. No. 41-03

authorized the purchase of the imaging system from ISPA, Inc. Therefore, as

the developer of the software, ISPA is considered an only known source for the

scanning and indexing function; and,



WHEREAS, The vendor can complete the scanning and indexing of the initial

75,000 property index cards more expediently than City personnel. The vendor

will then train staff on the usage of the system for day-to-day functions. In

addition, as other departments establish their initial imaging projects, the

vendor will determine a price quote per imaging project.



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



That the City Manager is hereby authorized to procure scanning and indexing

services from ISPA, Inc., (Clearwater, FL), in the amount of $11,250.00. The

vendor will scan and index 75,000 property index cards for the Tax Assessor?s

Office. Funds are budgeted in FY03 Budget, Information Technology ? Computer

Software; 0101-210-1000-ISS-6713.

_________________________________________



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 PURCHASE OF ONE (1) VENUS 7000LE CONTROLLER

UPGRADE FROM DAKTRONICS, INC., IN THE AMOUNT OF $11,575.00.



WHEREAS, This upgrade is for the interior, four-sided score board in the Civic

Center arena. It specifically upgrades the quality, and capability, of the

pictures that appears on the matrix boards inside the scoreboard, as well as,

corrects certain components of the matrix board currently inoperable. In

addition, the upgrade includes new computers that will increase the

capabilities of the scoreboard for basketball statistics and general

operations; and,



WHEREAS, Resolution No. #34-96 authorized the purchase of the original

scoreboard from Daktronics. Therefore, Daktronics, Inc, is considered an only

known source.



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



That the City Manager is hereby authorized to purchase one (1) Venus 7000LE

Controller Upgrade from Daktronics, Inc., in the amount of $11,575.00. Funds

are budgeted in FY03 Budget, Civic Center ? Capital Expenditures Over

$5,000.00; 0757-160-1000-CIVC-7761.

_________________________________________



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 F?



A RESOLUTION



NO. _________





A RESOLUTION AUTHORIZING THE PROCUREMENT OF SOFTWARE APPLICATION ENHANCEMENT

SERVICES FROM 3X CORPORATION ATLANTA IN THE AMOUNT OF $17,640.00.



WHEREAS, The vendor will provide enhancements to the E-RAMP (Electronic

Recreation Administration Management Program) applications, which are currently

on-line and in use by the Parks and Recreation Department. The enhancements

include enabling out of county recognition, multiple card-printing, payment

method for receipt, pool-to-pool check in, user sign-in log and staff ID?s, and

a Joint Application Development session to determine design for future needs

and direction for the E-RAMP System; and,



WHEREAS, Per Resolution No. 153-02 (RFP No. 02-0025) Council authorized the

purchase of the E-RAMP System, to enable Parks and Recreation to manage many of

the department?s program functions, to include automated processing of

functions for registration, access control, activities, equipment, teams and

maintenance. The contract was awarded to 3X Corporation Atlanta. Therefore 3X

Corporation Atlanta is considered an only know source for this specific

enhancement service.



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



That the City Manager is hereby authorized to procure software application

enhancement services from 3X Corporation Atlanta in the amount of $17,640.00.

Funds are budgeted in FY03 Budget, Information Technology ? Computer Software;

0101-210-1000-ISS-6713.

_________________________________________



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