Columbus, Georgia

Agenda Item # 5





Columbus Consolidated Government

Council Meeting





February 18, 2003





Agenda Report # 024



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department







(A) HOT ASPHALT (ANNUAL CONTRACT) - BID NO. 03-0068



It is requested that Council approve the purchase of hot asphalt on an ?as

needed? basis from Southern Asphalt for the estimated annual contract value of

$76,000.00. The estimated contract value is based upon the annual usage by

Public Services for street repairs. The contract term will be for three years,

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.



Eighteen bid invitations were mailed; two bids were received January 29, 2003.

The bidders were:





VENDOR

5 - 10

TONS

10-100

TONS

100 - 500

TONS

500 - 1000

TONS

1000 - 5000

TONS

M70 MIX

FOB PLANT

Southern Asphalt

(Fortson, GA)



$125.00



$60.00



$39.00



$36.50



$35.90



$2.00



$26.50

APAC-Georgia, Inc. (Fortson, GA) $178.41 95.00 $92.24

45.00 $60.76

36.00 $44.54 $41.15 $2.26 $26.50



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

Department ? Repairs and Maintenance - Road Maintenance Material,

0203-260-3110-REPR-6726.



* * * * * *



(B) LANDSCAPE MATERIAL (ANNUAL CONTRACT) - 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. 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 January 29,

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)

DELIVERED WITHIN HOW MANY HOURS AFTER ORDER IS PLACED

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

12 to 36 hrs

2. To-Mar Garden Center

(Columbus, GA) Unit Cost: $3.00

Ext. Price: $3,000.00 Unit Cost: $4.00

Ext. Price: $40,000.00 Unit Cost: $2.60

Ext. Price: $10,4000.00 Unit Cost: $2.60

Ext. Price: $10,400.00

48 hrs

3. Grier Farm?s

(Buena Vista, GA) Unit Cost: $2.50

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

Ext. Price: NB Unit Cost: $2.90

Ext. Price: $11,600.00 Unit Cost: NB

Ext. Price: NB

24 to 48 hrs

4. 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: NB

24 hrs

5. *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: NB Unit Cost: NB

Ext. Price: NB

Incomplete



*Vendor failed to complete the proposal properly, did not provide a delivery

time frame after order is placed.



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

Recreation ? Public Services Department ? Right-Of-Way Maintenance ?

Horticulture/Landscaping Supplies; 0203-260-3120-ROWM-6727, Parks and

Recreations-Park Services? Operating Materials, 0101-270-2100-PSRV-6728.



* * * * * *



(C) FOOD AND BEVERAGE SERVICES (ANNUAL CONTRACT) - RFP NO. 02-0001



It is requested that Council approve the contract for Food and Beverages

Services to ARAMARK Corporation; and rescind Resolution 316-02, which awarded

the contract to Fine Host Corporation. Fine Host Corporation has sold all

assets to ARAMARK Corporation, who is seeking consent to assign and assume all

services previously provided by Fine Host Corporation. ARAMARK Corporation

acquired the business of Fine Host effective December 5, 2002. Official

notification was received January 24, 2003.



The term of the contract will remain the same, five years beginning July 1,

2002, with an option to renew for one additional two (2) year period, and a

final option to renew for one additional two (2) year period. Contract renewal

will be contingent upon the mutual agreement of the City and Contractor.



Funds will be deposited into the following Revenue Accounts: Civic Center ?

Food Service, 0757-160-2100-HOCK-4587, 0757-160-2200-FOTB-4587,

0757-160-2300-NBDL-4587, 0757-160-2400-SFX-4587, 0757-160-2500-EVNT-4587; Civic

Center ? Catering, 0757-160-2100-HOCK-4576, 0757-160-2200-FOTB-4576,

0757-160-2300-NBDL-4576, 0757-160-2400-SFX-4576, 0757-160-2500-EVNT-4576.



(D) ANNUAL MAINTENANCE AGREEMENT FOR MOBILE DATA TERMINALS



It is requested that Council authorize the purchase of an annual maintenance

agreement (January 2003 through January 2004) from Motorola in the amount of

$29,390.04.00 for 193 Mobile Data Terminals (MDT).



This maintenance agreement will cover repairs for all of the 193 MDT?s, which

are used by the Police, Sheriff, Marshal, Fire/EMS and Inspections and Codes

Departments. Motorola manufactured and installed the MDT?s. Therefore,

Motorola is considered an only known source for this maintenance agreement, per

Section 3-114 of the Procurement Ordinance.



Funds are budgeted in the FY03 Budget, Information Technology ? Computer Lease;

0101-210-1000-6542.



* * * * * *

(E) WORK BOOTS (ANNUAL CONTRACT) - BID NO. 03-0062



It is requested that Council approve the purchase of approximately 263 work

boots from Lehigh Safety Shoe Company, LLC for the estimated contract value of

$14,530.00. The boots will be purchased on an "as needed" basis for employees

of Public Services Department, Metra Transit System and Engineering

Department. The steel-toe work boots are purchased for employees who work with

heavy equipment and on construction sites. OSHA mandates such protection for

employees.



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

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

mutual agreement of the City and the Contractor.



Forty-four bid packages were mailed; three-bid responses were received January

22, 2003. This bid has been advertised, opened and reviewed. The bidders were:





DESCRIPTION/VENDOR EST

QUANTITY Lehigh Safety Shoe Co.

(Norcross, GA) Shoes? N Company

(Columbus, GA) Red Wing Shoe Co.

(Columbus, GA)

1 6.? Steel Toe 225 Unit Price: $55.00

Ext Price: $12,375.00 Unit Price: $67.00

Ext Price: $15,000.00 Unit Price: 75.00

Ext Price: $16,762.50

2. Georgia Boot #8320 or Equal 6 Unit Price: $65.00

Ext Price: $390.00 Unit Price: $99.99

Ext Price: $599.94 Unit Price: $92.50

Ext Price: $555.00

3. Thorogood #804-6086 or Equal 4 Unit Price: $55.00

Ext Price: $220.00 Unit Price: $75.00

Ext Price: $300.00 Unit Price: $72.00

Ext Price: $288.00

4. Georgia Boot #6374 or Equal 3 Unit Price: $55.00

Ext Price: $165.00 Unit Price: $76.00

Ext Price: $228.00 Unit Price: $72.00

Ext Price: $216.00

5. Georgia Boot #6370 or Equal 1 Unit Price: $55.00

Ext Price: $55.00 Unit Price: $76.00

Ext Price: $76.00 Unit Price: $72.00

Ext Price: $72.00

6. Georgia Boot #1370 or Equal 3 Unit Price: $50.00

Ext Price: $150.00 Unit Price: $73.00

Ext Price: $219.00 Unit Price: $64.00

Ext Price: $192.00

7. Western Chief #164 or Equal 2 Unit Price: $55.00

Ext Price: $110.00 Unit Price: $65.00

Ext Price: $130.00 Unit Price: $72.00

Ext Price: $144.00

8. Georgia Boot #7604 or Equal 2 Unit Price: $55.00

Ext Price: $110.00 Unit Price: $72.00

Ext Price: $144.00 Unit Price: $80.00

Ext Price: $160.00

9. Georgia Boot #6963 or Equal 2 Unit Price: $75.00

Ext Price: $150.00 Unit Price: $84.00

Ext Price: $168.00 Unit Price: $72.00

Ext Price: $144.00

10. Western Chief #174 or Equal 2 Unit Price: $45.00

Ext Price: $90.00 Unit Price: $65.00

Ext Price: $130.00 Unit Price: $77.00

Ext Price: $154.00

11. 6? Non-Steel Toe 5 Unit Price: $55.00

Ext Price: $275.00 Unit Price: $70.00

Ext Price: $350.00 Unit Price: NB

Ext Price:

12. 8? Non-Steel Toe 8 Unit Price: $55.00

Ext Price: $440.00 Unit Price: $70.00

Ext Price: $560.00 Unit Price: NB

Ext Price:

Total Contract Value $14,530.00 $17,904.94 $18,687.50



Funds are budgeted each fiscal year for this ongoing expense, Various

Departments - Uniforms,

0203-260-3110-REPR-6781, 0207-260-3560-PGRO-6781, 0202-260-3210-SWRM-6781,

0203-260-3120-ROWM-6781, 0101-260-2300-VHCL-6781, 0203-260-2800-LAND-6781,

0751-610-2200-METM-6781, 0202-250-2300-DRAN-6781, 0202-250-2300-STRM-6781,

0202-250-2200-ROAD-6781.



?ITEM A?



A RESOLUTION



NO. __________





A RESOLUTION AUTHORIZING THE PURCHASE OF HOT ASPHALT ON AN ?AS NEEDED? BASIS

FROM SOUTHERN ASPHALT FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $76,000.00.



WHEREAS, the hot asphalt will be utilized by Public Services for street

repairs; and,



WHEREAS, the contract term will be for three years, 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:



That the City Manager is hereby authorized to purchase hot asphalt on an "as

needed" basis from Southern Asphalt for the estimated annual contract value of

$76,000.00. Funds are budgeted each fiscal year for this ongoing expense,

Public Services Department ? Repairs and Maintenance - Road Maintenance

Material, 0203-260-3110-REPR-6726.

______________________________



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 S. Poydasheff, Mayor





?ITEM B?



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.



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:



That the City Manager is hereby authorized to purchase landscape material

consisting of pine straw and long leaf pine straw 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,

Public Services Department ? Horticulture/Landscaping Supplies ? Right-Of-Way

Maintenance, 0203-260-3120-ROWM-6727, Parks and Recreation - Park Services ?

Operating Materials, 0101-270-2100-PSRV-6728.

______________________________



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 C?



A RESOLUTION



NO. __________





A RESOLUTION AUTHORIZING THE CONTRACT AWARD FOR FOOD AND BEVERAGE SERVICES TO

ARAMARK CORPORATION AND RESCIND RESOLUTION NO. 316-02, WHICH AWARDED THE

CONTRACT TO FINE HOST CORPORATION.



WHEREAS, Fine Host Corporation has sold its assets to ARAMARK Corporation; and,



WHEREAS, ARAMARK Corporation seeks consent to assign and assume all services

previously provided by Fine Host Corporation; and,



WHEREAS, the term of contract will remain the same, five years beginning July

1, 2002, with an option to renew for one additional two (2) year period and a

final option to renew for one additional two (2) year period. Contract renewal

will be contingent upon the mutual agreement of the City and Contractor.



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



I

That the City Manager is hereby authorized to continue the contract with

ARAMARK Corporation to provide Food and Beverage Services for South Commons.

Funds will be deposited into the following Revenue Accounts: Civic Center ?

Food Service, 0757-160-2100-HOCK-4587, 0757-160-2200-FOTB-4587,

0757-160-2300-NBDL-4587, 0757-160-2400-SFX-4587, 0757-160-2500-EVNT-4587; Civic

Center ? Catering, 0757-160-2100-HOCK-4576, 0757-160-2200-FOTB-4576,

0757-160-2300-NBDL-4576, 0757-160-2400-SFX-4576, 0757-160-2500-EVNT-4576.



II

Resolution No. 316-02 is hereby rescinded.

______________________________



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 D?



A RESOLUTION



NO._________





A RESOLUTION AUTHORIZING THE PURCHASE OF AN ANNUAL MAINTENANCE AGREEMENT

(JANUARY 2003 THROUGH JANUARY 2004) FROM MOTOROLA IN THE AMOUNT OF

$29,390.04.00 FOR 193 MOBILE DATA TERMINALS (MDT).



WHEREAS, This maintenance agreement will cover repairs for 193 MDT?s, which are

used by the Police, Sheriff, Marshal, Fire/EMS and Inspections and Codes

Departments. Motorola manufactured and installed the MDT?s. Therefore,

Motorola is considered an only known source for this maintenance agreement, 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 purchase an annual maintenance

agreement (January 2003 through January 2004) from Motorola in the amount of

$29,390.04.00 for 193 mobile data terminals (MDT). Funds are budgeted in the

FY03 Budget, Information Technology ? Computer Lease; 0101-210-1000-6542.

_________________________________________



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 S. Poydasheff, Mayor





"ITEM E"



A RESOLUTION



NO.________



A RESOLUTION AUTHORIZING THE PURCHASE OF APPROXIMATELY 263 WORK BOOTS FROM

LEHIGH SAFETY SHOE COMPANY, LLC FOR THE ESTIMATED CONTRACT VALUE OF $14,530.00.



WHEREAS, the steel-toe boots will be purchased on an "as needed" basis for

employees of Public Services Department, Metra Transit System and Engineering

Department; and,



WHEREAS, the steel-toe work boots are used to protect employees working with

heavy equipment and on construction sites. OSHA mandates such protection for

employees; and,



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

two additional twelve month periods. The 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:



That the City Manager is hereby authorized to purchase approximately 263 work

boots from Lehigh Safety Shoe Company, LLC for the estimated contract value of

$14,530.00. Funds are budgeted each fiscal year for this ongoing expense,

Various Departments - Uniforms, 0203-260-3110-REPR-6781,

0207-260-3560-PGRO-6781, 0202-260-3210-SWRM-6781, 0203-260-3120-ROWM-6781,

0101-260-2300-VHCL-6781, 0203-260-2800-LAND-6781, 0751-610-2200-METM-6781,

0202-250-2300-DRAN-6781, 0202-250-2300-STRM-6781, 0202-250-2200-ROAD-6781.

______________________________



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 S. Poydasheff, Mayor



DATE: February 18, 2003



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





February 20, 2003

1. Surveillance Equipment for Metra Transit Facility ? Bid No. 03-0035

A Mandatory Pre-Bid Conference/Site Visit is scheduled at 11:00 AM on February

20, 2003. Vendors shall convene in the Conference Room of Metra Transit

Facility, which is located at 814 Linwood Blvd., Columbus, GA.





February 21, 2003

1. Roof Renovations at Tillis Pool

A Mandatory Pre-Bid Conference/Site Visit is scheduled at 9:00 AM on February

21, 2003. Vendors shall convene in the Pool Building at Tillis Pool, which is

located at 1417 13th Avenue, Columbus, GA.





February 26, 2003

1. Tents ? Bid No. 03-0073

Scope of Bid

Provide two (2) to three (3) tents to be used by the METRA Transit System.



2. Bus Demonstrator Exhibit ? PQ No. 03-00007

Scope of PQ

Provide one (1) Bus Demonstrator Exhibit to be used by the METRA

Transit System.





February 28, 2003

1. Consulting Services to Determine Direction and the Development and

Implementation of a Criminal Records Management System - RFP 03-0018

Scope of RFP

Provide consulting services to assist with the operational design and

selection of an integrated records management system for the Columbus Police,

Sheriff, Fire/EMS Department and Courts. The successful bidder may be chosen

to implement the software and processes redesign initiatives.



2. Service Pins ? PQ No. 03-00012

Scope of PQ

Provide five hundred thirty-six (536) employee service pins to the Human

Resources Department. The pins must be delivered no later than April 25, 2003.



March 5, 2003

1. Glock, Model G-21, 45-Caliber, Semi-Automatic Pistols ? Bid No. 03-0071

Scope of Bid

Provide one hundred forty-eight (148) Glock, Model G-21, 45 Caliber,

Semi-Automatic Pistols with Glock night sights, five (5 lb) trigger and three

high capacity law enforcement magazines per pistol. The pistols will be

utilized by the Sheriff?s Department of the Columbus Consolidated Government.





March 12, 2003

1. Surveillance Equipment for Metra Transit Facility ? Bid No. 03-0035

Scope of Bid

Provide and install surveillance equipment in the Main Office, Maintenance

Office and Parking Garage of Metra Transit Facility.



2. Roof Renovations at Tillis Pool ? Bid No. 03-0074

Scope of Bid

Install a Modified Bitumen Roofing System at the Tillis Swimming Pool Building

and Storage Building.



3. Georgetown and Amber Drive Road Improvements ? Bid No. 03-0075

Scope of Bid

The scope of work shall consist of the widening of Georgetown and Amber Drive

in accordance with the designated plans and specifications. The Contractor

shall be required to maintain public access to all residences and businesses

located within the project area.