Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



May 4, 2004





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) FASTENER SUPPLIES & RESTOCKING SERVICES (ANNUAL CONTRACT) - BID NO. 04-0058



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

restocking services from Fastenal Company for the estimated annual contract

amount of $15,000.00. METRA Transit System will utilize the fastener supplies

and restocking services for buses and automotive repairs. Contractor will

supply storage bins, maintain, restock and equip bins on an ?as needed basis?.



The contract term shall be for one year, with the option to renew for two (2)

additional twelve-month periods. Contract will automatically renew on the

anniversary date, unless either party gives a 30-day written notice of

cancellation.



Forty-four bid invitations were mailed; two bids were received on April 7,

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





Estimated Percentage *

Annual Usage Discount

Fastenal (Columbus, GA) $15,000.00 25%

Valley Industrial Products (Bay City, MI) 27,000.00 Fleet ?F?

Book Pricing **



*Percentage discount off list price for the purchase additional catalog

items.

**Vendor did not provide a percentage discount number. Vendor did not

have a set discount to offer; discount depends on the item and the market at

that time.



Funds are budgeted each fiscal year for this on going expense. METRA,

Transportation - Vehicle Operation & Maintenance; 0751-610-2400-MFTA-6516.



* * * * * *



(B) CHANGE ORDER FOR CONCRETE RAMPS AND SIDEWALKS



It is requested that Council authorize the execution of a change order with

Alexander Contracting Company, Inc., in the amount of $21,517.30 for additional

work at Elvan Avenue and Marathon Drive. Resolution No. 509-03 authorized the

execution of the contract with Alexander Contracting Company, Inc., to

construct concrete ramps and sidewalks at various City streets. Elvan Avenue

and Marathon Drive were not included in the original contract, and has been

identified as being in need of concrete ramps and sidewalks.



The ramps and sidewalks are required to enhance the neighborhood and to provide

a safe pedestrian route for children walking to and from the neighborhood

school. The additional work consists of traffic control, grading, demolition,

curb & gutter, relocation of mail boxes, sidewalks, extra width at the drives,

handicap ramp and grassing.



Funds are budgeted in FY04 Budget, Paving Fund Supported Capital Projects ?

Sidewalk Construction, Handicap Ramps; 0508-660-3000-CPPF-7642-21022020.



* * * * * *



(C) PARKS & RECREATION SWIMMING & POOL SUPPLIES (ANNUAL

CONTRACT) - BID NO. 04-0039



It is requested that Council approve the purchase of swimming & pool supplies

for the estimated annual contract value of $19,732.80 from Gulbenkian Swim,

Inc., Greg Larson Sports, Recreonics, Inc., W.M. Smith & Associates, Inc.,

Southland Chemical and the Lifeguard Store. The various swimming & pool

supplies include whistles, water bottles, umbrellas, rescue tubes, pocket

masks, vacuum hoses, water testing equipment, pool chemicals and swim gear

clothing that will be purchased on an "as needed basis? by Parks and Recreation

Department.



The initial contract term is for one year, with the option to renew for two

additional twelve-month periods. Contract renewals is contingent upon the

mutual agreement of the City and the Contractor.



Eighty-eight bid invitations were mailed; ten bids were received on April 7,

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

Gulbenkian Swim, Inc., Greg Larson Sports, Recreonics, Inc., W.M. Smith &

Associates, Inc., Southland Chemical, The Lifeguard Store, Gopher, In The Swim,

Embee Sunshade Co., Inc. and Thousand Mile Outdoor Wear, 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:



Description/Vendor Quantity Unit Price Total Price

The Lifeguard Store (Normal, IL)

Red Trunks ? 8? Min Inseam w/Logo

Red Board Shorts

Red Speedo Neitek ? Swim Suit

Red Speedo Flyback Swim Suit

Lifeguard Lanyard

Unfit Royal Blue Visor

108 Each

108 Each

72 Each

72 Each

100 Each

50 Each

21.00

20.00

32.50

33.50

2.00

7.00

2,268.00

2,160.00

2,340.00

2,412.00

200.00

350.00

9,730.00

Southland Chemical (Columbus, GA)

Soda Ash ? 50lb Bag

Sodium Bicarbonate ? 50lb Bag

HTH Granular ? 95lb Barrel

Stingy Stick Tri-Chlorine ? 50lb Barrel

Stabilizer ? 100lb Barrel

20 Cases

20 Cases

15 Barrels

15 Barrels

10 Barrel

14.00

15.00

99.99

98.00

110.00

280.00

300.00

1,499.85

1,470.00

1,100.00

4,649.85

Recreonics, Inc. (Louisville, KY)

Lifeguard Visors

Lifeguard Caps

6? Umbrella Red & White

Vacuum Hose 1 ?? x 50?

Taylor Comparator Block

Taylor Test Kits

50 Each

50 Each

15 Each

10 Each

10 Each

10 Each

11.50

12.75

47.75

32.84

6.79

52.39

575.00

637.50

716.75

328.40

67.90

523.90

2,849.45

W.M. Smith & Associates, Inc. (Ellensburg, WA)

Taylor Regents R0001 ? 2 oz. Bottle

Taylor Regents R0002 ? 2 oz. Bottle

Taylor Regents R0003 ? 2 oz. Bottle

Taylor Regents R0004 ? 2 oz. Bottle

Taylor Regents R0005 ? 2 oz. Bottle

Taylor Regents R0006 ? 2 oz. Bottle

Taylor Regents R0007 ? 2 oz. Bottle

Taylor Regents R0008 ? 2 oz. Bottle

Taylor Regents R0009 ? 2 oz. Bottle

Taylor Regents R00010 ? 2 oz. Bottle

Taylor Regents R00011 ? 2 oz. Bottle

Taylor Regents R00012 ? 2 oz. Bottle

Taylor Regents R00013 ? 2 oz. Bottle

40? Rescue Tube

20 Bottles

20 Bottles

20 Bottles

20 Bottles

20 Bottles

20 Bottles

20 Bottles

20 Bottles

20 Bottles

20 Bottles

20 Bottles

20 Bottles

20 Bottles

15 Each

3.73

3.73

3.73

2.56

2.53

2.53

2.37

2.47

2.34

3.03

4.07

2.68

2.12

27.38

74.60

74.60

74.60

51.20

50.60

50.60

47.40

49.40

46.80

60.60

81.40

53.60

42.40

410.70

1,168.50

Gulbenkian Swim, Inc. (Pleasantville, NY)

Red Fox 40 Pealess Whistle

Pocket Mask

100 Each

150 Each

2.35

6.66

235.00

999.00

1,234.00

Greg Larson Sports (Baxter, MN)

Water Bottles ? 1 Qt.

100 Each

1.01

101.00

Estimated Annual Contract Value $19,732.80



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

Recreation ? Aquatics - Uniforms, 0101-270-4413-AQUT-6781; Operating Materials,

0101-270-4413-AQUT-6728; Parks Maintenance, 0101-270-4413-AQUT-6577.



* * * * * *



(D) COMMERCIAL ZERO-TURN-RADIUS MOWERS? RFP NO.04-0013



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

with Dudley?s Outdoors to provide four (4) commercial zero-turn-radius mowers

with mulch kits. Three mowers are replacement units and will be used by the

Parks Services Division, of the Parks & Recreation Department, for cutting

grass at City owned parks. The other mower is also a replacement unit and is

for the Community Services Division of the Public Services Department. This

mower will be used to cut grass in the City owned cemeteries.



Requests for proposal invitations were mailed to one hundred, nine vendors.

This RFP has been advertised and evaluated. The following nine vendors

submitted proposals on January 9, 2004:



Dudley?s Outdoors (LaGrange, GA)

Hamilton Equipment (Columbus, GA)

Superior Equipment (Newnan, GA)

Stovall (Smyrna, GA)

Outdoor Products (Columbus, GA)

Wingfield Ag., Inc. (Lessburg, GA)

Marietta Sentry (Marietta, GA)

Tieco, Inc. (Montgomery, AL)

Columbus Tractor (Columbus, GA)



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

representatives from the Parks & Recreation Department and Fleet Management

Division of the Public Service Department. In addition, a representative from

Fleet Management, served in an advisory capacity. After review, evaluation and

negotiation, the committee deemed Dudley?s Outdoors most responsive to the RFP

specifications.



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 for three mowers are budgeted in FY04 Budget, General Fund Supported

Capital Projects, -Machinery ? Zero Radius Mowers;

0508-660-1000-CPGF-7715-22211040. Funds for one mower are budged in FY04

Budget, Paving Fund, Community Services/R-O-W Maintenance, Machinery;

0203-260-3130-ROWM-7715.



* * * * * *



(E) MOBILE DATA TERMINAL (MDT) SERVER MAINTENANCE SUPPORT



It is requested that Council authorize payment to Motorola (Schaumburg, IL) in

the amount of $16,232.88 for mobile date terminal server maintenance support.

The maintenance provides hardware and software support for mobile data terminal

server hardware in the 911 Center on a 24/7/365 schedule. The hardware

infrastructure interfaces the mobile data terminals in the Police Department,

Sheriff Department, Fire/EMS Department, Marshal?s Office and Inspection &

Code. The maintenance period is July 2004 through June 2005.



All of the equipment is manufactured by Motorola and is proprietary in nature.

Therefore, this is an Only Known Source, per Section 3-114 of the Procurement

Ordinance.



Funds are budgeted in FY04 Budget, Information Technology ? Software Lease;

0101-210-1000-ISS-6541.



?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF FASTENER SUPPLIES AND RESTOCKING

SERVICES FROM FASTENAL COMPANY FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF

$15,000.



WHEREAS, the fasteners will be utilized by METRA Transit System for bus

and automotive repairs; and,



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

renew for two (2) additional twelve month periods. Contract will automatically

renew on the anniversary date, unless either party gives a 30-day written

notice of cancellation.





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



That the City Manager is hereby authorized to purchase fastener

supplies from Fastenal on an ?as needed basis? for the estimated annual

contract amount of $15,000. Funds are budgeted each fiscal year for this on

going expense. METRA, Transportation - Vehicle Operation & Maintenance;

0751-610-2400-MFTA-6516.

_________________________________________



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.______



RESOLUTION AUTHORIZING THE EXECUTION OF A CHANGE ORDER WITH ALEXANDER

CONTRACTING COMPANY, INC., IN THE AMOUNT OF $21,517.30 FOR CONCRETE RAMP AND

SIDEWALKS AT ELVAN AVENUE AND MARATHON DRIVE.



WHEREAS, Resolution No. 509-03 authorized the execution of the contract

with Alexander Contracting Company, Inc., to construct concrete ramps and

sidewalks at various City streets. Elvan Avenue and Marathon Drive were not

included in the original contract, and has been identified as being in need of

concrete ramps and sidewalks; and,



WHEREAS, The ramps and sidewalks are required to enhance the

neighborhood and to provide a safe pedestrian route for children walking to and

from the neighborhood school. The additional work consists of traffic control,

grading, demolition, curb & gutter, relocation of mail boxes, sidewalks, extra

width at the drives, handicap ramp and grassing.



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



That the City Manager is hereby authorized to execute a change order

with Alexander Contracting Company, Inc., in the amount of $21,517.30 for

concrete ramp and sidewalks at Elvan Avenue and Marathon Drive. Funds are

budgeted in FY04 Budget, Paving Fund Supported Capital Projects ? Sidewalk

Construction, Handicap Ramps; 0508-660-3000-CPPF-7642-21022020.

_________________________________________



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 SWIMMING & POOL SUPPLIES, FOR

THE ESTIMATED ANNUAL CONTRACT VALUE OF $19,732.80, FROM GULBENKIAN SWIM, INC.,

GREG LARSON SPORTS, RECREONICS, INC., W.M. SMITH & ASSOCIATES, INC., SOUTHLAND

CHEMICAL AND THE LIFEGUARD STORE.



WHEREAS, the various swimming & pool supplies include whistles, water

bottles, umbrellas, rescue tubes, pocket masks, vacuum hoses, water testing

equipment, pool chemicals and swim gear clothing that will be purchased on an

"as needed basis,? and;



WHEREAS, the initial contract period is for one year, 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 is hereby authorized to purchase swimming & pool

supplies, for the estimated annual contract value of $19,732.80, from

Gulbenkian Swim, Inc., Greg Larson Sports, Recreonics, Inc., W.M. Smith &

Associates, Inc., Southland Chemical and the Lifeguard Store. Funds are

budgeted each fiscal year for this on going expense; Parks & Recreation ?

Aquatics - Uniforms, 0101-270-4413-AQUT-6781; Operating Materials,

0101-270-4413-AQUT-6728; Parks Maintenance, 0101-270-4413-AQUT-6577.

______________________________



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 NEGOTIATED CONTRACT WITH

DUDLEY?S OUTDOORS TO PROVIDE FOUR COMMERCIAL ZERO-TURN-RADIUS MOWERS WITH MULCH

KITS.



WHEREAS, three mowers are replacement units and will be used by the Parks

Services Division of the Parks & Recreation Department for cutting grass at

City owned parks. The other mower is also a replacement unit and is for the

Community Services Division of the Public Services Department. This mower will

be used to cut grass in the city owned cemeteries; and,



WHEREAS, an RFP was administered (RFP No. 04-0013) and nine 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 Dudley?s Outdoors, 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 four (4)

commercial zero-turn-radius mowers. Funds for three mowers are budgeted in

FY04 Budget, General Fund Supported Capital Projects, -Machinery ? Zero Radius

Mowers; 0508-660-1000-CPGF-7715-22211040. Funds for one mower are budged in

FY04 Budget, Paving Fund, Community Services/R-O-W Maintenance, Machinery;

0203-260-3130-ROWM-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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.





_______________________________ _____________________________

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



?ITEM E?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA (SCHAUMBURG, IL) IN THE AMOUNT OF

$16,232.88 FOR MOBILE DATA TERMINAL SERVER MAINTENANCE SUPPORT.



WHEREAS, the maintenance provides support for mobile data terminals in the

Police Department, Sheriff Department, Fire/EMS Department, Marshal?s Office

and Inspections & Codes. The maintenance period is July 2004 through June

2005; and,



WHEREAS, all of the equipment is manufactured by Motorola and is proprietary in

nature. Therefore, this payment is considered an Only Known Source, per

Section 3-114 of the Procurement Ordinance.



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



That the City Manager is hereby authorized to make payment to Motorola

(Schaumburg, IL) in the amount of $16,232.88 for mobile data terminal server

maintenance support. Funds are budgeted in FY04 Budget, Information Technology

? Software Lease; 0101-210-1000-ISS-6541.

________________________________________



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



DATE: May 4, 2004



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





May 5, 2004

1. Frames, Grates, Covers & Inlets (Annual Contract) ? Bid No. 04-0072

Scope of Bid

Provide frames, grates, covers & inlets to Columbus Consolidated Government,

Public Services Department to be purchased on an ?as needed basis?. The

contract term shall be for one (1) year, with the option to renew for two (2)

additional twelve-month periods. Contract will automatically renew on the

anniversary date, unless either party gives a 30-day written notice of

cancellation



2. HVAC Preventive Maintenance Services (Annual Contract) ? Bid No.

04-0071

Scope of Bid

Provide preventive maintenance and/or repair service for chillers at

various locations. The contract term shall be for one (1) year, with the option

to renew for two (2) additional twelve-month periods. Contract will

automatically renew on the anniversary date, unless either party gives a 30-day

written notice of cancellation.





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.