Agenda Item #________
Columbus Consolidated Government
Council Meeting
May 18, 2004
Agenda Report #___________
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) GMA TELECOMMUNICATION RENEWAL AGREEMENT
It is requested that Council approve a renewal agreement with Georgia Municipal
Association in the amount of $17,500.00 for Telecommunication Management
Services. The renewal agreement is for one year, effective May 1, 2004 ? April
30, 2005.
In the past years the telecommunications industry has undergone major changes
that have important repercussions on local governments, particularly the manner
in which public right-of-ways can be utilized and managed and the entrance of
new vendors providing services. The City has realized that because of new
technologies, deregulation and the Telecommunications Act of 1996, specialized
expertise was required if it was to retain control over zoning, management of
public right-of-ways and franchise fee revenue, and entered into an agreement
with the Georgia Municipal Association to provide telecommunications management
services.
Funds are available in FY04 Budget; Non-Categorical ? Special Ongoing Projects;
0101-590-3000-NCAT-6694.
* * * * * *
(B) FRAMES, GRATES, COVERS & INLETS (ANNUAL CONTRACT) ? BID NO. 04-0072
It is requested that Council approve the purchase of frames, grates, covers and
inlets from Engineering and Equipment Company on an ?as needed basis? for the
estimated annual contract value of $104,252.60. 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 ten vendors; three bids were received May 5,
2004. This bid has been advertised, opened and reviewed. The bidders were:
Engineering & Equipment Co. (Columbus, GA) $104,252.60
National Waterworks, Inc. (Byron, GA) 104,836.50
U. S. Foundry & Mfg. Corp. (Atlanta, GA) 107,020.00
Funds are budgeted each fiscal year for this on-going expense; Public Services,
Sewer Maintenance ? Operating Materials; 0202-260-3210-SWRM-6728.
* * * * * *
(C) SURPLUS VEHICLES AND EQUIPMENT
It is requested that Council declare the vehicles and various equipment shown
on the attached list as surplus in accordance with Section 7-501 of the Charter
of Columbus Consolidated Government; and also declare surplus, additional
Public Safety vehicles that will be replaced upon delivery of new vehicles
which were budgeted, approved and purchased in FY04.
The surplus items will be disposed of by auction on May 22, 2004. Wayne Evans
Auction Company, the City?s contracted auctioneer, will conduct the auction.
The equipment has either been replaced or placed out of service due to excess
maintenance cost. City departments have had the opportunity to review these
items for functional worth. The request to declare additional Public Safety
vehicles surplus is needed because some new vehicles, approved and ordered in
FY04, have not been delivered. When the remaining old vehicles are replaced
and accumulated, the City will hold another auction, as soon as possible, due
to storage limitations.
Revenue from the auction will be deposited in the General Fund - Sale of
Surplus Equipment; 0101-099-1999-REVN-4907.
* * * * * *
(D) FORESTRY MANAGEMENT PLAN ? RFP NO. 04-0021
It is requested that Council authorize the execution of a contract with
SiteInfo, Inc., for a Forestry Management Plan, Phase I and Phase II, for
Carver Park, Cooper Creek Park and Flat Rock Park. The project will be divided
into two phases.
? Phase I: The first phase will produce a forest stand map delineating the
different tree species throughout the parks and will require a 10% inventory of
the trees within the boundaries of each park.
? Phase II: SiteInfo, Inc., will also perform the work associated with Phase
II when budgeted funds permit. The specific objectives and deliverables will
be determined in conjunction with SiteInfo, Inc., prior to implementation of
Phase II. Anticipated outcomes of Phase II include, but are not limited to,
the following: forestry management plans for each park that will identify
current uses, potential uses, overlays and recommendations for sustainable
management of the forest stand.
Requests for proposals were mailed to eleven vendors, and this RFP has been
advertised. Proposals were received on March 25, 2004 from three offerors:
SiteInfo, Inc. (Midland, GA)
Natural Resource Consulting, Inc. (Tallassee, AL)
Rochester & Associates (Gainesville, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Public Services Department. During the evaluation
process, SiteInfo, 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 highest-ranked, responsive offeror. Evaluation results and cost
information have been submitted to the City Manager in a separate memo for
information purposes.
Funds are budgeted, for Phase I of the project, in FY04 Budget, Paving Fund,
Public Services ? Landscaping and Forestry, Special and Ongoing Projects;
0203-260-2800-LAND-6694. Phase II of the project will commence at the
appropriate time when funding is available.
* * * * * *
(E) FIELD MARKING PAINT (ANNUAL CONTRACT) - BID NO. 04-0070
It is requested that Council approve the purchase of field marking paint on an
"as needed" basis from Suntec Paint, Inc., for the estimated annual contract
value of $14,437.20. The contract term will be for one year with option to
renew for two additional twelve-month periods. Contract will automatically
renew on the anniversary date of the contract, unless either party gives a
30-day written notice of cancellation. Approximately 76 cases of aerosol spray
paint, and approximately 3,200 gallons of field marking paint will be used by
Park Services Division to line fields of various City parks.
Eighty-two bid invitations were mailed; eight bids were received April 7,
2004. This bid has been advertised, opened and reviewed. The bidders were:
Suntec Paint, Inc. (Gainsville, FL) $14,437.20
Autrey Supply Company (Jay, FL)* 2,138.20
Safety Zone Specialists, Inc. (Lakeland, FL)* 2,234.40
All Construction Supply (Rockford, IL)** 2,660.00
Duron, Inc. (Atlanta, GA) 15,140.44
US Specialty Coating (Alpharetta, GA)** 18,284.80
Pioneer Manufacturing Company (Cleveland, OH) 20,818.00
Special Coating & Supply (Columbus, GA) 34,884.00
*Vendors did not bid on all line items.
** Bids submitted by All Construction Company & US Specialty Coating were
deemed incomplete because they failed to provide product literature and or
acknowledgement of addendum # 1, as prescribed in the bid proposal.
Funds are budgeted each fiscal year for this ongoing expense, Parks &
Recreation - Park Services ? Grounds Maintenance; 0101-270-2100-PSRV-6576.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING A RENEWAL AGREEMENT WITH GEORGIA MUNICIPAL ASSOCIATION
(ATLANTA, GA) IN THE AMOUNT OF $17,500.00 FOR TELECOMMUNICATION MANAGEMENT
SERVICES.
WHEREAS, the renewal agreement is for one year, effective May 1, 2004
through April 30, 2005.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to renew the agreement with Georgia
Municipal Association (Atlanta, GA) in the amount of $17,500.00 for
telecommunication management services. Funds are budgeted in FY04 Budget;
Non-Categorical ? Special Ongoing Projects; 0101-590-3000-NCAT-6694.
_________________________________________
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 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 FRAMES, GRATES, COVERS AND
INLETS, ON AN ?AS NEEDED BASIS,? FROM ENGINEERING AND EQUIPMENT COMPANY FOR THE
ESTIMATED ANNUAL CONTRACT VALUE OF $104,252.60.
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,? from Engineering and Equipment Company for
the estimated annual contract value of $104,252.60. 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 _________________, 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 THE DECLARATION OF VEHICLES AND VARIOUS EQUIPMENT
SHOWN ON THE ATTACHED LIST AS SURPLUS EQUIPMENT IN ACCORDANCE WITH SECTION
7-501 OF THE CHARTER OF COLUMBUS CONSOLIDATED GOVERNMENT, AND ALSO DECLARE
SURPLUS, ADDITIONAL PUBLIC SAFETY VEHICLES THAT WILL BE REPLACED UPON DELIVERY
OF NEW VEHICLES WHICH WERE BUDGETED, APPROVED AND PURCHASED IN FY04.
WHEREAS, the surplus items will be disposed of by auction May 22, 2004. The
auction will be conducted by the City?s contracted auctioneer, Wayne Evans
Auction Company, and;
WHEREAS, the request to declare additional Public Safety vehicles surplus is
needed because some new vehicles, approved and ordered in FY04, have not been
delivered. When the remaining old vehicles are replaced and accumulated, the
City will hold another auction, as soon as possible, due to storage limitations.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to declare the vehicles and
equipment shown on the attached list as surplus in accordance with Section
7-501 of the City Charter; and is also authorized to declare surplus,
additional Public Safety vehicles that will be replaced upon delivery of new
vehicles which were budgeted, approved and purchased in FY04. Revenue from the
auction will be deposited in the General Fund - Sale of Surplus Equipment;
0101-099-1999-REVN-4907.
_________________________________________
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 EXECUTION OF A CONTRACT WITH SITEINFO, INC., FOR A
FORESTRY MANAGEMENT PLAN, PHASE I AND PHASE II, FOR CARVER PARK, COOPER CREEK
PARK AND FLAT ROCK PARK.
WHEREAS, an RFP was administered (RFP No. 04-0021) and three proposals were
received; and,
WHEREAS, the proposal submitted by SiteInfo, 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
SiteInfo, Inc., for a Forestry Management Plan, Phase I and Phase II, for
Carver Park, Cooper Creek Park and Flat Rock Park. Funds are budgeted, for
Phase I of the project, in FY04 Budget, Paving Fund, Public Services ?
Landscaping and Forestry, Special and Ongoing Projects;
0203-260-2800-LAND-6694. Phase II of the project will commence at the
appropriate time when funding is available.
__________________________________
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 PURCHASE OF FIELD MARKING PAINT ON AN "AS NEEDED"
BASIS FROM SUNTEC PAINT, INC., FOR THE ESTIMATED CONTRACT VALUE OF $14,437.20.
WHEREAS, the contract term will be for one year with option to renew for two
additional twelve-month periods. Contract will automatically renew on the
anniversary date of the contract, unless either party gives a 30-day written
notice of cancellation; and,
WHEREAS, approximately 76 cases of aerosol spray paint and approximately 3,200
gallons of field marking paint will be used by Park Services Division to line
fields of various City parks.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase field marking paint on
an "as needed" basis from Suntec Paint, Inc., for the estimated contract value
of $14,437.20. Funds are budgeted each fiscal year for this ongoing expense,
Parks & Recreation - Park Services ? Grounds Maintenance;
0101-270-2100-PSRV-6576.
______________________________
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 Poydasheff, Mayor
DATE: May 18, 2004
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
May 28, 2004
1. Community Planning Consulting Services ? RFP No. 04-0022
Scope of RFP
Columbus Consolidated Government is soliciting proposals for consulting
services for community planning for Columbus/Muscogee County. The selected
firm will provide consulting services, which provide direction for community
planning strategies for the County and the updating of the Comprehensive Plan.
Examples of the planning strategies are land use, historic preservation and
neighborhood conservation, transportation infrastructure, and pedestrian
movement and access.
June 1, 2004
1. Paratransit Scheduling System ? RFP No. 04-0023
Scope of RFP
Provide a paratransit scheduling system to Metra Transit System. The
paratransit scheduling system must contribute to the improvement of passenger
transport and duty planning with innovative and technologies and services. It
must improve the quality of transit services, increase productivity and create
a better and more efficient business.