Columbus, Georgia

Agenda Item # 3





Columbus Consolidated Government

Council Meeting



April 29, 2003





Agenda Report # 52



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) LANDSCAPE MATERIAL (ANNUAL CONTRACT) (RE-BID) - BID NO. 03-0069



It is requested that Council approve the purchase of landscape material

consisting of approximately 1,000 bales of pine straw, 10,000 bales of long

leaf pine straw, 4,000 bales of wheat straw and 4,000 bales of hay, on an ?as

needed? basis, from Top Quality Straw, Inc., for the estimated contract value

of $47,500.00; and rescind Resolution No. 82-03 due to the re-bid process. The

original bid, Bid No. 03-0069, was canceled due to the need to revise

specifications and re-bid the contract.



Public Services and Park Services will use the landscape material in flower

beds located in City parks and for erosion control mulch. The contract period

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.



Ninety-six bid invitations were mailed; five bids were received March 26,

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





VENDOR

PINE STRAW

(Est. 1,000 Bales)

LONG LEAF PINE STRAW

(Est. 10,000 Bales)

WHEAT STRAW

(Est. 4,000 Bales)

HAY

(Est. 4,000 Bales)

Total Estimated Contract Value

1. Top Quality Straw, Inc. (Phenix City, AL) Unit Cost: $2.50

Ext. Price: $2,500.00 Unit Cost: $2.50

Ext. Price: $25,000.00 Unit Cost: $2.50

Ext. Price: $10,000.00 Unit Cost: $2.50

Ext. Price: $10,000.00

$47,500.00

2. M.E. Elliott

(Leary, GA) Unit Cost: $2.25

Ext. Price: $2,250.00 Unit Cost: $2.25

Ext. Price: $22,500.00 Unit Cost: NB

Ext. Price: Unit Cost: NB

Ext. Price:

$24,750.00*

3. Southern Straw, Inc.

(Opelika, AL) Unit Cost: $2.50

Ext. Price: $2,500.00 Unit Cost: $2.50

Ext. Price: $25,000.00 Unit Cost: $2.75

Ext. Price: $11,000.00 Unit Cost: NB

Ext. Price:

$38,500.00*

4. Eric?s Landscaping

(Phenix, AL) Unit Cost: $3.33

Ext. Price: $3,330.00 Unit Cost: NB

Ext. Price: Unit Cost: $3.94

Ext. Price: $15,760.00 Unit Cost: $4.00

Ext. Price: $16,000.00

$35,090.00*

5. Wholesale Pinestraw

(Phenix City, AL) Unit Cost: $2.50

Ext. Price: $2,500.00 Unit Cost: $2.50

Ext. Price: $25,000.00 Unit Cost: NB

Ext. Price: Unit Cost: NB

Ext. Price:

$27,500.00*



* Denote vendors did not bid on all line items.



Funds are budgeted each fiscal year for this ongoing expense, Parks and

Recreation ? Park Services ? Horticulture/Landscaping Supplies,

0101-270-2100-PSRV-6727; Public Services ? Right Of-Way Maintenance ?

Horticulture/Landscaping Supplies, 0203-270-3120-ROWM-6727; Pine Grove Landfill

? Horticulture/Landscaping Supplies, 0207-260-3560-PGRO-6727; Street

Improvements ? Horticulture/Landscaping Supplies, 0203-260-2100-STRT-;

Sewer-Maintenance ? Horticulture/Landscaping Supplies, 0202-260-3210-SWRM-6727.



* * * * * *



(B) SHIRLEY WINSTON PARK STORM PIPE REPLACEMENT ? BID NO. 03-0084



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

with Earth-Scapes, Inc., in the amount of $65,890.00 for the replacement of a

storm pipe at Shirley Winston Park. The scope of work includes, but is not

limited to, installing 30?, 36? an 48? RCP class III pipes, soil erosion

control, reconstructing or replacing existing manholes, inlets, headwalls, etc.

and landscaping.



Eighty-three bid invitations were mailed; eight bids were received on April 9,

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





CONTRACTOR BID AMOUNT

Earth-Scapes, Inc. (Phenix City, AL) $ 65,890.00

Robinson Paving Company (Columbus, GA) 72,818.00

Kam, Inc. (Columbus, GA) 79,160.00

Alexander Contracting Company (Columbus, GA) 81,441.25

Gordy Construction Company (Fortson, GA) 86,226.30

David Elliott & Associates (Phenix City, AL) 117,076.17

McMath-Turner Construction (Columbus, GA) 211,475.80

Cline Construction Company (Columbus, GA) 224,850.00





Funds are budgeted in FY03 Budget, Sewer Fund Supported Capital Projects ?

Drainage/Street Improvements, Pipe Rehabilitation;

0508-660-2000-CPSF-7622-20770980.



* * * * * * *



(C) GLOBAL POSITIONING SATELLITE SURVEY SYSTEM ? RFP NO. 03-0020



It is requested that Council authorize the purchase of a global positioning

satellite survey system from Earl Dudley Associates, Inc. The equipment will

be used for the purpose of mapping the drainage network of Muscogee County. It

will be used in a conventional manner with the recording of raw data and post

processing for conventional (non real time) GPS surveying. To further

facilitate this purchase, the Engineering Department will trade-in surplus

global positioning survey equipment.



Requests for proposals were mailed to twenty vendors. This RFP has been

advertised. The following three vendors submitted proposals on January 29,

2003:



Earl Dudley Associates, Inc. (Birmingham, AL)

Navigation Electronics, Inc. (Norcross, GA)

1 Thales Navigation, Inc. (Santa Clara, CA)



1 The proposal submitted by Thales Navigation, Inc., did not include the

required acknowledgement of Addenda One and Two, therefore the vendor?s

proposal was deemed incomplete. Addendum One instructed vendors to disregard

the original pricing request issued in the RFP and gave instruction for a new

pricing format. Thales submitted pricing per the original request, therefore,

their pricing was not in accordance with the amended requirements of the RFP.

The vendor has been notified, in writing, of the findings regarding their

proposal.



The proposals were reviewed by the Evaluation Committee, which consisted of

representatives from Engineering. In addition, representatives from the

Traffic Engineering and Drainage divisions, of Engineering, served in advisory

capacities. After preliminary evaluations, the committee decided to see

demonstrations from Earl Dudley Associates and Navigation Electronics.. A

demonstration was made by Earl Dudley Associates on March 11, 2003, and a

demonstration was made by Navigation Electronics on March 13, 2003. After the

demonstrations, the committee took a final vote, whereby Earl Dudley

Associates, Inc., was selected.



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 FY03 Budget, Sewer Fund? Engineering ?Drainage ? Capital

Expenditures over $5,000.00; 0202-250-2300-DRAN-7761.



* * * * * * *



(D) TWO AERIAL QUINT FIRE TRUCKS



It is requested that Council approve the purchase of two (2) E-One HP 100?

Aerial Quint Fire Trucks from E-One (Lawrenceville, Georgia) in the of

$1,335,000.00. The Department of Fire/EMS will use one quint as a replacement

vehicle for a ladder truck. The other quint will be utilized at the newly

constructed Fire Station #16.



To accommodate this purchase as expediently as possible, the City is

participating in an RFP administered by the City of Tallahassee, Florida. The

City?s Procurement Ordinance, Article 9-101, ?Cooperative Purchasing

Authorized,? allows for participation in this RFP.



The RFP administered by the City of Tallahassee, Request for Proposal No,

2166-95-A01-9GG, issued October 16, 1995, is an annual contract for Fire

Apparatus and Special Application Vehicles. Proposals were received November

5, 1995. E-One was the successful vendor and entered into a contract with the

City of Tallahassee for a 5 year period, with the option to renew for an

additional five years. The procurement process administered by the City of

Tallahassee meets the procurement requirements of Columbus Consolidated

Government; and E-One has agreed to provide fire apparatus to the City under

the same contract.

Per the contract, certain discounts have been made available to the City for

this purchase:



Standard unit cost per truck $605,858.00

Discount for the purchase of 2 units -8,000.00

Additional discount for placing order

By April 29, 2003 -3.550.00



Base price per truck $594,308.00

Cost of specified loose equipment 73,192.00

Total Cost per truck $667,500.00



Total Sale amount with all applied

Discounts for two (2) HP 100? Quints

With issuance of Purchase order by

April 29, 2003. $1,335.000.00



Additionally, if full payment for the trucks is made in advance, the City will

receive a rebate of $164.59 per day, until the delivery of the trucks. This

could amount to a savings of approximately $21,890.47, depending on the

delivery date.



Funds are budgeted in the FY03 Budget as follows: the replacement vehicle is

budgeted in Fire/EMS-Logistics/Support-Heavy Trucks, 0101-410-3610-LOGI-7723;

the new vehicle is budgeted in General Fund Supported Capital Projects-Heavy

Trucks-Quint ? Station #16, 0508-660-1000-CPGF-7723-22207030.



?ITEM A?



A RESOLUTION

NO. _________





A RESOLUTION AUTHORIZING THE PURCHASE OF LANDSCAPE MATERIAL CONSISTING OF

APPROXIMATELY 1,000 BALES OF PINE STRAW, 10,000 BALES OF LONG LEAF PINE STRAW,

4,000 BALES OF WHEAT STRAW AND 4,000 BALES OF HAY, ON AN ?AS NEEDED? BASIS,

FROM TOP QUALITY STRAW, INC., FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF

$47,500.00; AND AUTHORIZING TO RESCIND RESOLUTION NO. 82-03 DUE TO THE RE-BID

PROCESS.



WHEREAS, the original bid, Bid No. 03-0069, was canceled due to the need to

revise specifications and re-bid the contract. Consequently, the resolution

awarding the original bid must be rescinded; and,



WHEREAS, the landscape material will be used by Public Services and Park

Services in flower beds located in City parks and for erosion mulch; and,



WHEREAS, the contract period 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.



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



I.



That Resolution No. 82-03 is hereby rescinded; and,



II.



That the City Manager is hereby authorized to purchase landscape

material consisting of approximately 1,000 bales of pine straw, 10,000 bales of

long leaf pine straw, 4,000 bales of wheat straw and 4,000 bales of hay, on an

?as needed? basis, from Top Quality Straw, Inc., for the estimated annual

contract value of $47,500.00. Funds are budgeted each fiscal year for this

ongoing expense, Parks and Recreation ? Park Services ?

Horticulture/Landscaping Supplies, 0101-270-2100-PSRV-6727; Public Services ?

Right Of-Way Maintenance ? Horticulture/Landscaping Supplies,

0203-270-3120-ROWM-6727; Pine Grove Landfill ? Horticulture/Landscaping

Supplies, 0207-260-3560-PGRO-6727; Street Improvements ?

Horticulture/Landscaping Supplies, 0203-260-2100-STRT-6727; Sewer-Maintenance ?

Horticulture/Landscaping Supplies, 0202-260-3210-SWRM-6727.





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 Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert Poydasheff, Mayor



?ITEM B?





A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH

EARTH-SCAPES, INC., IN THE AMOUNT OF $65,890.00 FOR THE REPLACEMENT OF A STORM

PIPE AT SHIRLEY WINSTON PARK.



WHEREAS, The scope of work includes, but is not limited to, installing 30?, 36?

an 48? RCP class III pipes, soil erosion control, reconstructing or replacing

existing manholes, inlets, headwalls, etc. and landscaping.





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



That the City Manager is hereby authorized to execute a construction contract

with Earth-Scapes, Inc., in the amount of $65,890.00 for the replacement of a

storm pipe at Shirley Winston Park. Funds are budgeted in FY03 Budget, Sewer

Fund Supported Capital Projects ? Drainage/Street Improvements, Pipe

Rehabilitation; 0508-660-2000-CPSF-7622-20770980.



_________________________________________



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 A GLOBAL POSITIONING SATELLITE

SURVEY SYSTEM FROM EARL DUDLEY ASSOCIATES, INC.



WHEREAS, an RFP was administered (RFP No. 03-0020) and three proposals

received; and,



WHEREAS, the RFP evaluation results and cost information has been

submitted to the City Manager for informational purposes due to the RFP

disclosure guidelines; and,



WHEREAS, the proposal submitted by Earl Dudley Associates, 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 purchase a global

positioning satellite survey system from Earl Dudley Associates, Inc. Funds

are budgeted in FY03 Budget, Sewer Fund ? Engineering ?Drainage ? Capital

Expenditures over $5,000.00; 0202-250-2300-DRAN-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 Poydasheff, Mayor



?ITEM D?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) E-ONE HP 100? AERIAL QUINT

FIRE TRUCKS FROM E-ONE (LAWRENCEVILLE, GEORGIA) IN AMOUNT OF $1,335,000.00.



WHEREAS, the Department of Fire/EMS will use one quint as a replacement vehicle

for a ladder truck. The other quint will be utilized at the newly constructed

Fire Station #16; and,



WHEREAS, to accommodate this purchase as expediently as possible, the City is

participating in an RFP administered by the City of Tallahassee, Florida. The

City?s Procurement Ordinance, Article 9-101, ?Cooperative Purchasing

Authorized,? allows for participation in this RFP; and,



WHEREAS, the RFP administered by the City of Tallahassee, Request for Proposal

No, 2166-95-A01-9GG, issued October 16, 1995, is an annual contract for Fire

Apparatus and Special Application Vehicles. Proposals were received November

5, 1995. E-One was the successful vendor and entered into a contract with the

City of Tallahassee for a 5 year period, with the option to renew for an

additional five years. The procurement process administered by the City of

Tallahassee meets the procurement requirements of Columbus Consolidated

Government; and E-One has agreed to provide fire apparatus to the City under

the same contract.



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



That the City Manager is hereby authorized to purchase two (2) E-One HP 100?

aerial quint fire trucks from E-One (Lawrenceville, Georgia) in the amount of

$1,335,000.00. Funds are budgeted in the FY03 Budget as follows: the

replacement vehicle is budgeted in Fire/EMS-Logistics/Support-Heavy Trucks,

0101-410-3610-LOGI-7723; the new vehicle is budgeted in General Fund Supported

Capital Projects-Heavy Trucks-Quint ? Station #16,

0508-660-1000-CPGF-7723-22207030.

_________________________________________



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



DATE: April 29, 2003



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





April 30, 2003

1. Construction of Fire Stations ? Bid No. 03-0083

Construct a fire station at Veterans Parkway and Moon Road ? two bay

with EMS (Fire Station #3); at 1441 Benning Drive, Corner of Winston Road and

Roper Avenue ? three bay with EMS (Fire Station #10); and at Transport

Boulevard and Cargo Drive ? two bay with EMS (Fire Station #16). The scope of

work includes, but is not limited to, masonry and brick exterior walls, asphalt

shingle roof over trusses, interior masonry walls, with finish ceilings,

floors, doors, windows, toilet rooms, kitchen, HVAC, electrical, plumbing and

site work.



2. Construction Services for Pine Grove Municipal Solid Waste Landfill, Phase

II - Cells 2A, 2B, 2C ? RFQ No. 03-0001

Scope of RFQ

Vendors are invited to pre-qualify to bid on construction services for Pine

Grove Municipal Solid Waste Landfill, Phase II ? Cells 2A, 2B, 2C. The Project

consists of the following major elements: approximately 19,300 cubic yards of

cut material and 9,200 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 350,000 square

feet; the construction of 1,300 feet of 24-foot gravel access road;

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

installation of underdrain and leachate collection piping; construction of and

improvements to existing perimeter ditches.



May 2, 2003

1. General Construction Services for Multi-Level Parking Garage ? RFP No.

03-0026

Scope of RFP

Provide general construction services for the Multi-Level Parking Garage,

currently with design and construction documentation underway. The services

will be performed by a qualified general contractor, hereafter called the

Construction Manager. The services will consist of pre-construction services

and post bid pre-construction services, including such items as cost estimating

and analyses, constructability analysis, scheduling and phasing, methods and

materials input, Value Engineering (VE) input and costing, etc, as necessary,

as well as construction of the project. Construction scope generally consists

of earthwork, deck construction, utility relocations and landscaping.



2. General Construction Services for Uptown Streetscapes Project ? RFP No.

03-0027

Scope of RFP

Provide general construction services for the Uptown Streetscapes Project. The

services will be performed by a qualified general contractor, hereafter called

the Construction Manager. The services will consist of pre-construction

services and post bid pre-construction services, including such items as cost

estimating and analyses, constructability analysis, scheduling and phasing,

methods and materials input, Value Engineering (VE) input and costing, etc, as

necessary, as well as construction of the project. Construction scope

generally consists of demolition, earthwork, utility relocations, asphalt

paving, granite curbs, electrical wiring and pole bases, concrete flatwork,

brick pavers, miscellaneous metals, miscellaneous specialties, irrigation,

landscaping, etc.



May 7, 2003

1. Heavy Truck Cab and Chassis ? Bid No. 03-0095

Scope of Bid

To provide a Heavy Truck Cab and Chassis to be used by the Street Improvement

Division of the Public Services Department.



May 9, 2003

1. Time Synchronization System ? RFP No. 03-0028

Scope of RFP

Provide and install a Clock Synchronization System for the Columbus Public

Safety/911 Emergency Communications Center. The City will only consider

specifically designed and engineered ?Emergency Communications Workstation

Systems?.



May 16, 2003

1. 30 Ft Low Floor Clean Diesel Transit Bus ? Bid No. 03-0067

Scope of Bid

Provide a 30 Ft Low Floor Clean Diesel Transit Bus to be used by the METRA

Transit System.