Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



September 21, 2004





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department







(A) E-911 RECURRING CHARGES



It is requested that Council authorize reimbursement to Public Service Cellular

in the amount of $14,160.64 for E-911 recurring charges, and approve

reimbursements for future recurring charges. Although the charges are for

January 1, 2004 thru July 31, 2004, Public Service Cellular did not invoice the

City until August 2004. Public Service Cellular has been providing E-911

wireless services for the past four-five years, however this is the first time

the City has received charge backs from the company.



Funds, for the pending reimbursement, are budgeted in FY05 Budget, Emergency

Telephone Fund, Police - E911 Wireless Surcharge; 0209-400-3220-E911-6627.

Funding for reimbursements for future recurring charges will be budgeted as

needed in the appropriate fiscal year.



* * * * * * *



(B) COMMERCIAL ZERO-TURN-RADIUS MOWERS



It is requested that Council authorize the purchase of three (3) commercial

zero-turn-radius mowers from Dudley?s Outdoors, in the amount of $19,722.90.



Two mowers are replacements for the Right-of-Way Division. The third mower is

a replacement for the Community Services Division.



Per Resolution No. 207-04 (RFP No.04-0013), four mowers were purchased from

Dudley?s Outdoors in May 2004. The vendor has agreed to provide the additional

mowers with a unit price increase of $267.80. The original unit price of

$6,306.50 cannot be offered due to the increased cost of steel.



Funds in the amount of $13,148.60 for two mowers are budgeted in FY05 Budget;

Paving Fund ? Public Services ?Right of Way? Rolling Stock;

0203-260-3120-7726. Funds in the amount of $6,574.30 for one mower are

budgeted in FY05 Budget; Paving Fund ? Public Services ? Community Services ?

Machinery; 0203-260-3130-7715.



* * * * * *



(C) CRAWLER TRACTOR EQUIPPED FOR WASTE DISPOSAL ?RFB NO. 05-0011



It is requested that Council authorize the purchase of one (1) crawler tractor

from Yancey Brothers Company in the amount of $299,560.00.



The tractor will be used at the construction and demolition sites of the Pine

Grove Landfill of the Public Services Department to place daily topsoil cover

on incoming waste and materials.



Seventy-three bid invitations were mailed. One bid was received on September

8, 2004. This bid has been advertised, opened and reviewed. The bidder was:



Yancey Brothers Company

(Austell, GA)

Caterpillar D7R Series II with Waste Disposal Package $329,560.00

Option 2: Trade In: 1991 Caterpillar D7H ? Serial #079Z04201 ? Total Hours:

26,000 ? Hours Since Refurbished: 5,665 $30,000.00



Total after Trade-in

$299,560.00

Option 1: Guaranteed buy-back/trade-in price for the above newly purchased

unit before five years or 7,500.00 hours.

$110,000.00



In addition to the unit cost, the specifications requested prices for two

options: 1) Guaranteed buy-back, and 2) Trade-in of an existing piece of

equipment. The Fleet Division recommends Option One for a guaranteed buy-back

of the new unit at the appropriate time. In addition, the City is accepting

Yancey Brothers? offer, on Option Two, for a $30,000.00 trade-in of a 1991

Caterpillar D7H, which will reduce the cost from $329,560.00 to 299,560.00 for

the new unit.



Funds are budgeted in FY04 Budget, Integrated Waste Management Fund - Public

Services ? Pine Grove Landfill ? Off Road Equipment; 0207-260-3560-PRGO-7725.



* * * * * *



(D) FURNISHINGS FOR THE NEW LIBRARY



It is requested that Council approve the purchase of library furnishings from

CWC (Macon, GA) in the amount of $245,837.72. The furnishings will be

purchased via Georgia State Contract SWC S-030748, and will be installed in 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.



* * * * * *



(E) STONE (ANNUAL CONTRACT) ? RFB 05-0007



It is requested that Council approve the purchase of stone from Vulcan

Materials, Lafarge Aggregates and Columbus Quarry (Florida Rock) on an ?as

needed basis? for the estimated annual contract value of $327,910.00. The

Public Services Department uses approximately two hundred tons of various

grades of stone per month for drainage ditches, parking lots and along

right-of-ways around the City.



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

additional twelve-month periods. Contract renewal will be contingent upon the

mutual agreement of the City and the Contractor.



Twenty-five bid invitations were mailed; three bids were received September 1,

2004. This bid has been advertised, opened and reviewed. The low, responsible

bidders per line item were:





Description

Est. Ton Usage

Unit Cost

Total Cost



Lafarge Aggregates (Norcross, GA)

89 1/8? to 3/8?



2400



10.00



$24,000.00

$24,000.00



Columbus Quarry (Florida Rock)

(Fortson, GA)

67 1/8? to ??

7 1/8? to ??

Crushed Stone Base 1 ??

Surge Stone Graded Mix (4? to 6?)

Rip-Rap ? Type 1 24?

Rip-Rap ? Type III 12?







2400

2400

12000

2400

1200

6000





9.25

10.75

6.25

9.50

11.50

10.75







$22,200.00

25,800.00

75,000.00

22,800.00

13,800.00

64,500.00

$224,100.00



Vulcan Materials (Fortson, GA)

1 1? to 2?

3 ?? to 1 ??

4 ?? to ??

5 ?? to 1?

57 ?? to ??

810 Screening ??

M-10 Screening 1/8?



1200

1200

1200

1200

1200

2400

2600



8.65

8.65

8.35

9.00

8.65

7.00

4.25



$10,380.00

10,380.00

10,020.00

10,800.00

10,380.00

16,800.00

11,050.00

$79,810.00



Total Estimated Contract Value

$327,910.00





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

Street Repairs & Maintenance - Road Maintenance Materials, Street Improvements

- Operating Materials and Sewer Maintenance - Operating Materials;

0203-260-3110-REPR-6726; 0203-260-2100-STRT-6728 and 0202-260-3210-SWRM-6728.



* * * * * *



(F) HYDRAULIC EXCAVATOR ? RFB NO. 05-0017



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

Excavator from Tractor & Equipment Company in the amount of $200,539.00.



The hydraulic excavator is a replacement and will be used at closed landfills

and new landfills of the Public Services Department. Uses include new phase

development, EPD compliance pertaining to daily cover, as well as, any problems

encountered.



Eighty-four bid invitations were mailed. Three bids were received on September

8, 2004. This bid has been advertised, opened and reviewed. The bidders were:





Vendors Total Cost (1 Unit)

1. Tractor & Equipment Company

(Columbus, GA) $ 200,539.00

2. Yancey Cat (Austell, GA) $ 231,819.00

3. Metrac (Columbus, GA) $ 239,931.00



Funds are budgeted in FY04 Budget, Integrated Waste Management Fund - Public

Services ?Integrated Waste Supported Capital Projects ? Off Road Equipment ?

Vehicle Replacement; 0207-260-4000-CIPW-7725-20710-20040.



* * * * * *



(G) TRAILER MOUNTED HYDROSEEDER ? RFB NO. 05-0013



It is requested that Council authorize the purchase of one (1) trailer mounted

hydroseeder from Stowers-Lillagore Construction Company in the amount of

$30,985.00.



The hydroseeder is an additional unit and will be used at closed landfill(s)

and Pinegrove landfill of the Public Services Department. The unit will be

used for the placement of grass seed on the slopes for EPD erosion control

compliance.



Seventy-nine bid invitations were mailed. Three bids were received on

September 8, 2004. This bid has been advertised, opened and reviewed. The

bidders were:





Vendors Total Cost (1 Unit)

1. Stowers-Lillagore (Ellenwood, GA) $ 30,985.00

2. Malcom Enterprises (Norcross, GA) $ 32,582.74

3. Diversified Hydroseeder (Griffin, GA) $ 33,000.00



Funds are budgeted in FY04 Budget, Integrated Waste Management Fund - Public

Services ?Integrated Waste Supported Capital Projects? Rolling Stock;

0207-260-3560-PRGO-7726.





?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING REIMBURSEMENT TO PUBLIC SERVICE CELLULAR IN THE AMOUNT

OF $14,160.64 FOR E-911 RECURRING CHARGES, AND APPROVE REIMBURSEMENTS FOR

FUTURE RECURRING CHARGES.



WHEREAS, Although the charges are for January 1, 2004 thru July 31, 2004,

Public Service Cellular did not invoice the City until August 2004; and,



WHEREAS, Public Service Cellular has been providing E-911 wireless services for

the past four-five years, however this is the first time the City has received

charge backs from the company.



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

FOLLOWS:



That the City Manager is hereby authorized to reimburse Public Service

Cellular in the amount of $14,160.64 for E-911 recurring charges. Funds, for

the pending reimbursement, are budgeted in FY05 Budget, Emergency Telephone

Fund, Police - E911 Wireless Surcharge; 0209-400-3220-E911-6627. Funding for

reimbursements for future recurring charges will be budgeted as needed in the

appropriate fiscal year.



_________________________________________



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 THREE (3) COMMERCIAL ZERO-TURN-RADIUS

MOWERS FROM DUDLEY?S OUTDOORS, IN THE AMOUNT OF $19,722.90.



WHEREAS, Two mowers are replacements for the Right-of-Way Division. The third

mower is a replacement for the Community Services Division; and,



WHEREAS, Per Resolution No. 207-04 (RFP No.04-0013), four mowers were purchased

from Dudley?s Outdoors in May 2004. The vendor has agreed to provide the

additional mowers with a unit price increase of $267.80. The original unit

price of $6,306.50 cannot be offered due to the increased cost of steel.



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



That the City Manager is hereby authorized to purchase three (3) commercial

zero-turn-radius mowers from Dudley?s Outdoors, in the amount of $19,722.90.

Funds in the amount of $13,148.60 for two mowers are budgeted in FY05 Budget;

Paving Fund ? Public Services ?Right of Way? Rolling Stock; 0203-260-3120-7726.

Funds in the amount of $6,574.30 for one mower are budgeted in FY05 Budget;

Paving Fund ? Public Services ? Community Services ? Machinery;

0203-260-3130-7715.

______________________________



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 PURCHASE OF ONE (1) CRAWLER TRACTOR FROM YANCEY

BROTHERS COMPANY IN THE AMOUNT OF $299,560.00.



WHEREAS, The tractor will be used at the construction and demolition sites of

the Pinegrove Landfill of the Public Services Department to place daily topsoil

cover on incoming waste and materials; and,



WHEREAS, In addition to the unit cost, the specifications requested prices for

two options: 1) Guaranteed buy-back and 2) Trade-in of an existing piece of

equipment. The Fleet Division recommends Option One for a guaranteed buy-back

of the new unit at the appropriate time. In addition, the City is accepting

Yancey Brothers? offer, on Option Two, for a $30,000.00 trade-in of a 1991

Caterpillar D7H, which will reduce the cost from $329,560.00 to 299,560.00 for

the new unit.





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



That the City Manager is hereby authorized to purchase one (1) crawler tractor

from Yancey Brothers Company in the amount of $299,560.00. Funds are budgeted

in FY04 Budget, Integrated Waste Management Fund - Public Services ? Pine Grove

Landfill ? Off Road Equipment; 0207-260-3560-PRGO-7725.

______________________________



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 LIBRARY FURNISHINGS FROM CWC (MACON,

GA) IN THE AMOUNT OF $245,837.72.



WHEREAS, The furnishings will be purchased via Georgia State Contract

SWC S-030748, and will be installed in the new library.





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

FOLLOWS:



That the City Manager is hereby authorized to purchase library

furnishings from CWC (Macon, GA) in the amount of $245,837.72.. 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 _________________, 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 E?



A RESOLUTION



NO.________



A RESOLUTION AUTHORIZING THE PURCHASE OF STONE FROM VULCAN MATERIALS, COLUMBUS

QUARRY (FLORIDA ROCK), AND LAFARGE AGGREGATES ON AN ?AS NEEDED BASIS? FOR THE

ESTIMATED CONTRACT VALUE OF $327,910.00.



WHEREAS, the Public Services Department uses approximately two hundred tons of

various grades of stone per month for drainage ditches, parking lots and along

right-of-ways 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 will be contingent upon

the mutual agreement of the City and the Contractor.



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



That the City Manager is hereby authorized to purchase stone from Vulcan

Materials, Columbus Quarry (Florida Rock), and Lafarge Aggregates on an ?as

needed basis? for the estimated contract value of $327,910.00. Funds are

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

Repairs & Maintenance - Road Maintenance Materials, Street Improvements -

Operating Materials and Sewer Maintenance - Operating Materials;

0203-260-3110-REPR-6726; 0203-260-2100-STRT-6728 and 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 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 ONE (1) HYDRAULIC EXCAVATOR

FROM TRACTOR & EQUIPMENT COMPANY IN THE AMOUNT OF $200,539.00.



WHEREAS, The hydraulic excavator is a replacement and will be used at closed

landfills and new landfills of the Public Services Department. Uses include

new phase development, EPD compliance pertaining to daily cover as well as any

problems encountered.



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



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

excavator from Tractor & Equipment Company in the amount of $200,539.00. Funds

are budgeted in FY04 Budget, Integrated Waste Management Fund - Public Services

?Integrated Waste Supported Capital Projects ? Off Road Equipment ? Vehicle

Replacement; 0207-260-4000-CIPW-7725-20710-20040.

______________________________



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 G?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) TRAILER MOUNTED HYDROSEEDER

FROM STOWERS-LILLAGORE CONSTRUCTION COMPANY IN THE AMOUNT OF $30,985.00.



WHEREAS, The hydroseeder is an additional unit and will be used at closed

landfills(s) and Pinegrove landfill of the Public Services Department. The

unit will be used for the placement of grass seed on the slopes for EPD erosion

control compliance.



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



That the City Manager is hereby authorized to purchase one (1) trailer mounted

hydroseeder from Stowers-Lillagore Construction Company in the amount of

$30,985.00. Funds are budgeted in FY04 Budget, Integrated Waste Management

Fund - Public Services ?Integrated Waste Supported Capital Projects? Rolling

Stock; 0207-260-3560-PRGO-7726.

______________________________



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