Columbus, Georgia

Agenda Item #___5____





Columbus Consolidated Government

Council Meeting



December 14, 2004





Agenda Report #_____52______





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



______________________________________________________________________



(A) ELECTIONS SUPPORT SERVICES



It is requested that Council approve payment to Diebold Election Systems in the

amount of $30,066.25. The services are needed to ensure the accurate

operation of the voting system, which includes Program & Printing, Logic &

Accuracy, and Flash Memory cards.



Diebold Election Systems is the provider mandated by the State for the support

services. Therefore, the vendor is considered an only known source.



Funds are budgeted in FY05 Budget; Boards and Commissions, Elections &

Registration ? Election Expenses; 0101-290-2000-ELCT-6355.



* * * * * *



(B) HAZMAT SUPPLIES AND EQUIPMENT (ANNUAL CONTRACT) ? RFB NO. 05-0016



It is requested that Council approve the purchase of hazmat supplies and

equipment from S & S of Georgia on an ?as needed basis? for the estimated

annual contract value of $35,000.00. These materials are used by the Hazmat

Team to clean up hazardous waste spills. Responsible parties are identified

and billed for approximately 95% of cost of materials used in hazardous waste

cleanup incidents.



The contract period shall be for one year, with the option to renew for four

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

mutual agreement of the contractor and the City.



Eleven bids were mailed; one bid was received November 17, 2004. This bid has

been advertised, opened and reviewed. The bidder was:



S & S Company of Georgia, Inc. (Albany, GA) $35,000.00



Funds are budgeted each fiscal year for this on-going expense; Fire & EMS

Department - Fire/EMS Special Operations - Operating Materials;

0101-410-2600-SPCO-6728.



* * * * * *



(C) EMERGENCY MEDICAL SUPPLIES (ANNUAL CONTRACT) - RFB NO. 05-0032



It is requested that Council approve the purchase of emergency medical supplies

for the estimated annual contract amount of $103,978.00 from Southeastern

Emergency Equipment, Moore Medical, Supreme Medical Fulfillment, Inc., and

Quadmed, Inc. The various supplies include airway supplies, I.V. supplies,

oxygen supplies, general bandages, exposure control supplies and miscellaneous

items that will be purchased on an "as needed basis? by Fire and EMS and Public

Services Department.



The initial contract term is for three years, 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.



One hundred bid invitations were mailed; fifteen bids were received on October

20, 2004. This bid has been advertised, opened and reviewed. The bidders

were:



Alliance Medical, Inc. Firstline, LLC

Med Supply Partners Moore Medical Corp

QuadMed, Inc. SafeCare

Southeastern Emergency Equipment Tri-Anim Health Services, Inc.

Home Aid Healthcare, Inc. Henry Schein, Inc.

Supreme Medical Fulfillment, Inc. Laerdal Medical Corporation

AMI-Dental GE Healthcare

Select Medical Supply, Inc.



The vendors listed below were the low, responsive bidders for line items in

various categories. The dollar amounts shown represent the estimated contract

value for the following successful bidders:



Estimated Annual

Successful Bidders Contract Value

Southeastern Emergency Equipment (Wakeforest, NC) $ 64,995.00

Supreme Medical Fulfillment, Inc. (Mobile, AL) 17,978.00

Moore Medical Corporation (New Britain, CT) 13,005.00

QuadMed Inc. (Jacksonville, FL) 8,000.00

Total Estimated Contract Value $103,978.00



Funds are budgeted each fiscal year for this on going expense; Fire &

EMS-Fire/EMS Operations-Medical Supplies, 0101-410-2100-FOPR-6795; and Public

Services- Fleet Management-Operating Materials, 0101-260-2300-VCHL-6728.





(D) RECYCLING COLLECTION TRUCK? RFB NO. 05-0030



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

from Bill Heard Chevrolet in the amount of $49,127.00; and one (1) recycling

collection truck body from Consolidated Disposal Systems, Inc., in the amount

of $59,051.00.



The truck is a replacement and will be used by the Recycling Collection

Division to pick up recycling goods throughout the City.



Two hundred, eight bid invitations were mailed. Four bids were received on

November 10, 2004. This bid has been advertised, opened and reviewed. The

bidders were:



VENDORS Option 1 Option 2 Option 3

Cab & Chassis Body Complete Unit

UNIT COST UNIT COST UNIT COST

Bill Heard Chevrolet (Columbus, GA) $ 49,127.00 NO BID NO BID

Consolidated Disposal System (Smyrna, GA) NO BID $ 59,051.00 NO BID

Freightliner, Sterling & Western Star (Tifton, GA) $ 52,581.00 NO BID NO BID

Beck Motor Company (Albany, GA) $ 56,178.00 NO BID NO BID



Funds are budgeted in FY05 Budget, Integrated Waste Management Fund - Public

Services ? Recycling ? Heavy Trucks; 0207-260-3520-RCYL-7723.



* * * * * *



(E) PRINTING POSTAGE AND MAIL PROCESSING SERVICE OF MOTOR VEHICLE REGISTRATION

RENEWAL NOTICE



It is requested that Council approve a resolution to expend the appropriated

funds, in the FY05 Budget, to Ace Marketing Services (Smyrna, GA) for the

provision of printing, postage and mail processing services of motor vehicle

registration renewal notices. The Tax Commissioner estimates approximately

$45,000 will be expensed for these services.



The Department of Revenue (DOR) has awarded ACE Marketing Services, the

statewide contract (Contract No. 47500-104-0000000044) to provide printing,

postage and mail processing services of motor vehicle registration renewal

notices for all GRATIS (Georgia Registration and Title Information System)

counties. Due to the volume generated by all GRATIS counties, the contract

provides the lowest cost compared to similar services contracted to vendors in

each county.



Funds are budgeted each fiscal year for this on-going expense. Tax

Commissioner, Agency Appropriations - Contractual Services;

0101-560-1000-TAXC-6319.



* * * * * *



(F) TREES FOR PLANTING ON THE CITY?S RIGHT-OF WAYS- RFB NO 05-0037



It is requested that Council approve the purchase of 851 trees from Thom?s

Trees and Plants, Inc., in the amount of $81,406.00. The trees will be planted

on various right-of-ways throughout the City and will be used as new plantings

and replacements for trees damaged or killed due to weather conditions.



Four hundred and forty eight bid invitations were mailed; fifteen bids were

received on November 17, 2004. This bid has been advertised, opened and

reviewed. The bid specifications consisted of twenty-four different species of

trees. The bidders were:



Thom?s Trees & Plants, Inc. (Fayetteville, GA) $ 81,406.00

*Superior Trees, Inc. (Lee, FL) $ 4,985.00

*Bold Spring Nursery, Inc. (Monroe, GA) $ 5,310.00

*Warren County Nursery, Inc. (McMinnville, TN) $ 14,390.00

*S&S Nurseries, Inc. (Athens, GA) $ 17,310.00

*Burgaw Creek Nursery & Turf Farm, LLC (Burgaw, NC) $ 20,207.00

*Thurlow Tree Nursery (Auburn, AL) $ 20,285.00

*Wagon Hammock Nursery. (Lyons, GA) $ 20,535.00

*Loan Oak Tree Farm (Grantville, GA) $ 22,090.00

*Marian Gardens Tree Farm (Groveland, FL) $ 26,186.00

*Moon?s Tree Farm, Inc. (Loganville, GA) $ 26,088.00

*Rex Nursery (Rex, GA) $ 28,165.00

*Cherry Lake Farm (Groveland, FL) $ 66,942.50

*Arthur A. Jones & Assoc. (Lawrenceville, GA $ 69,423.00

Gilmore Plant & Bulb, Inc. (Julian, NC) $ 135,575.00



* Denote vendors did not bid on all trees.



Funds are budgeted in the FY05 Budget, Public Services, Landscape and Forestry

Horticulture/Landscaping Supplies, 0203-260-2800-LAND-6727.







?ITEM A?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING PAYMENT TO DIEBOLD ELECTION SYSTEMS IN THE AMOUNT OF

$30, 066.25 FOR ELECTION SUPPORT SERVICES.



WHEREAS, the support services are needed to ensure the accurate operation of

the voting system, which includes Programming& Printing, Logic & Accuracy and

Flash Memory cards; and,



WHEREAS, Diebold Election Systems is the provider mandated by the State

for the support services. Therefore, the vendor is considered an only known

source for these services.





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



That the City Manager, or his designee, is hereby authorized to make

payment to Diebold Election Systems in the amount of $30,066.25 for election

support services. Funds are budgeted in FY05 Budget, Boards and Commissions,

Elections & Registration ? Election Expenses; 0101-290-2000-ELCT-6355.

______________________________



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 HAZMAT SUPPLIES AND EQUIPMENT ON AN "

AS NEEDED BASIS? FROM S & S COMPANY OF GEORGIA, INC., FOR THE ESTIMATED ANNUAL

CONTRACT VALUE OF $35,000.00.



WHEREAS, the hazmat supplies and equipment are used by the Hazmat Team to clean

up hazardous waste spills; and,



WHEREAS, the responsible parties are identified and billed for approximately

95% of cost of materials used in hazardous waste cleanup incidents; and,



WHEREAS, the contract term shall be for one year, with the option to renew for

four (4) additional twelve-month periods. Contact 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, or his designee, is hereby authorized to

purchase hazmat supplies and equipment on an ?as needed basis? from S & S

Company of Georgia, Inc., for the estimated annual contract value of

$35,000.00. Funds are budgeted each fiscal year for this on-going expense.

Fire & EMS Department, Fire/EMS Special Operations - Operating Materials;

0101-410-2600-SPCO-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 C?





A RESOLUTION



NO.___________



A RESOLUTION AUTHORIZING THE PURCHASE OF EMERGENCY MEDICAL SUPPLIES FOR

THE ESTIMATED ANNUAL CONTRACT AMOUNT OF $103,978.00 FROM SOUTHEASTERN MEDICAL

EQUIPMENT, MOORE MEDICAL CORPORATION, SUPREME MEDICAL FULFILLMENT AND QUADMED

INC.



WHEREAS, The various supplies include airway supplies, I. V. supplies, oxygen

supplies, general bandages, exposure control supplies and miscellaneous items

that will be purchased on an "as needed basis;? and;



WHEREAS, the initial contract period is for three years, with options to renew

for two additional twelve-month periods.



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



That the City Manager, or his designee, is hereby authorized to

purchase emergency medical supplies on an ?as needed basis? for the estimated

annual contract amount of $103,978.00 from Southeastern Medical Equipment,

Moore Medical Corporation, Supreme Medical Fulfillment and Quadmed, Inc. Funds

are budgeted each fiscal year for this on going expense; Fire & EMS-Fire/EMS

Operations-Medical Supplies, 0101-410-2100-FOPR-6795; and Public Services-Fleet

Management-Operating Materials, 0101-260-2300-VCHL-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 D?



A RESOLUTION



NO. __________



A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) CAB AND CHASSIS FROM BILL

HEARD CHEVROLET IN THE AMOUNT OF $49,127.00; AND ONE (1) RECYCLING COLLECTION

TRUCK BODY FROM CONSOLIDATED DISPOSAL SYSTEMS, INC., IN THE AMOUNT OF

$59,051.00.



WHEREAS, The truck is a replacement and will be used by the Recycling

Collection Division to pick up recycling goods throughout the City.



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



That the City Manager, or his designee, is hereby authorized to purchase one

(1) cab and chassis from Bill Heard Chevrolet in the amount of $49,127.00; and

one (1) recycling collection truck body from Consolidated Disposal Systems,

Inc., in the amount of $59,051.00. Funds are budgeted in FY05 Budget,

Integrated Waste Management Fund - Public Services ? Recycling ? Heavy Trucks;

0207-260-3520-RCYL-7723.

_________________________________________



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 EXPENDITURE OF APPROPRIATED FUNDS, IN THE FY05

BUDGET, TO ACE MARKETING SERVICES, FOR THE PROVISION OF PRINTING, POSTAGE AND

MAIL PROCESSING SERVICES OF MOTOR VEHICLE REGISTRATION RENEWAL NOTICES FOR THE

TAX COMMISSIONER, FOR THE ESTIMATED COST OF $45,000.



WHEREAS, the Department of Revenue (DOR) has awarded ACE Marketing Services,

the statewide contract (Contract No. 47500-104-0000000044) to provide printing,

postage and mail processing services of motor vehicle registration renewal

notices for all GRATIS counties. Due to the volume generated by all GRATIS

counties, the contract provides the lowest cost compared to similar services

contracted to vendors in each county.



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



That the City Manager, or his designee, is hereby authorized to expend

the appropriated funds in the FY05 Budget to ACE Marketing Services, for the

provision of printing, postage and mail processing services of motor vehicle

registration renewal notices for the Tax Commissioner for the estimated cost of

$45,000. Funds are budgeted each fiscal year for this on-going expense; Tax

Commissioner - Contractual Services; 0101-560-1000-TAXC-6319.





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 851 TREES FROM THOM?S TREES AND

PLANTS, INC., IN THE AMOUNT OF $81,406.00.



WHEREAS, the trees will be planted on various right-of-ways throughout the

City; and,



WHEREAS, the trees will be for new plantings and replacements for trees damaged

or killed due to weather conditions.



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



That the City Manager, or his designee, is hereby authorized to purchase 851

trees from Thom?s Trees and Plants, Inc., in the amount of $81,406.00. Funds

are budgeted in the FY05 Budget, Public Services, Landscape and Forestry

Horticulture/Landscaping Supplies, 0203-260-2800-LAND-6727.



_________________________________________



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







DATE: December 14, 2004



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids







December 15, 2004

1. Top Dresser ? RFB No. 05-0024

Scope of RFP

Provide one (1) turf top dresser to be used by the Park Services

Division.



2. Turf Aerator ? RFB No. 05-0025

Scope of RFP

Provide one (1) First Products Model AE60 (or equal) turf aerator with

attachments to be used by the Park Services Division. The turf aerator shall

have and be capable of the following; seeder, rollers, rack & brush to get

surface fracture in the root zone with minimal surface disruption, prepare soil

for seeding or sodding, blend or add soil additives to fields.



December 22, 2004

1. Oil & Lubricants (Annual Contract) ? RFB No. 05-0043

Scope of Bid

Provide various types of oil & lubricants on an ?as needed? basis to

the Columbus Consolidated Government (the City) to be utilized by METRA Transit

Department. The initial term of this contract shall be for three years, with

the option to renew for two additional twelve-month periods.



December 29, 2004

1. Silt Removal at Lake Oliver ? RFB No. 05-0009

Scope of Bid

The City wishes to obtain silt removal services for Lake Oliver. The amount of

silt to be removed is approximately 15,000 yards.



2. Pick Up Trucks ? RFB No. 05-0040

Scope of Bid

Provide nine (9) mid size extended cab pick-up trucks to be used by the Special

Enforcement Division, Landscape and Forestry Division, Street Repairs and

Maintenance Division, Right-of-Way Maintenance Division, Solid Waste Collection

Division and Recycling Division.



3. Full Size 4x4 Crew Cab Pick Up Truck ? RFB No. 05-0041

Scope of Bid

Provide a full size 4x4 crew cab pickup truck to be used by the Pine Grove

Landfill Division of the Public Services Department.

4. Municipal Street Sweeper

Scope of Bid

Provide one (1) regenerative air municipal street sweeper to be used by

the Street Improvements Division of the Public Services Department.