Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



March 12, 2002





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) DRUG TESTING SYSTEM (ANNUAL CONTRACT) ? RFP NO. 02-0021



It is requested that Council approve a lease contract with Syva Company/Dade

Behring to provide a drug testing system for the Conditional Discharge

Program. The system will be used to test program participants for various

illegal drugs. The contractor will provide all necessary equipment, materials,

training and other applicable services. Maintenance and service of the system

analyzer will be provided for the term of the contract at no cost to the City.

In addition, the contractor will provide court assistance to the Conditional

Discharge Program if test results are contested.



The contract term will be for three years, with the option to renew for two

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

mutual agreement of the Contractor and the City.



Eighteen requests for proposal invitations were mailed. Proposals were

received on February 15, 2002. This proposal has been advertised and

evaluated. One proposal was received from the following offeror:



Syva Company/Dade Behring (San Jose, CA)



The City?s Procurement Ordinance allows the use of the Request for Proposal

process for the procurement of equipment and/or services per Section 3-102,

?Competitive Sealed Proposals?. This process insures the City obtains the most

qualified offeror to provide the required equipment and services. During the

process of an RFP, 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. If Council

does not approve the recommended offeror, negotiations will begin with the next

responsive offeror. Evaluation and cost information has been submitted to the

City Manager, in a separate memo, for information purposes.



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

Conditional Discharge - Operating Materials and Supplies;

0101-400-3210-CDIS-6728.



* * * * * *



(B) GOLF COURSE ARCHITECTURAL SERVICES



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

with DeVictor Langham, Inc., to include architectural services for renovation

of the remaining 18 holes at Bull Creek Golf Course.



Resolution 632-02 (RFP No. 01-0012) authorized a contract with DeVictor

Langham, Inc., to provide architectural services for renovation of the first 18

holes, which included cart paths, irrigation, tee and bunker make over, core

greens and replace with Tift Eagle (USGA specifications). Prior to the

issuance of RFP No. 01-0012, the Golf Authority requested that DeVictor Langham

provide a master plan for the entire golf course.



Because the firm has provided a master plan for the entire golf course and

architectural services for the first 18 holes, DeVictor Langham, Inc., is

considered the most logical and expedient choice to provide the design services

for the remaining 18 holes. Continued utilizing DeVictor Langham, Inc., will

insure continuity of design for the golf course.



Funds are budgeted in FY02 Budget, 1999 SPLOST - Bull Creek Golf Course,

Engineering/Architectural Services; 0540-695-2129-TXBC-7661-50502020.



* * * * * *



(C) COMMERCIAL VERSATILE MOWING SYSTEM ? BID NO. 02-0032



It is requested that Council authorize the purchase of five (5) Exmark

commercial versatile mowers from Hamilton Equipment in the amount of $31,850.00

and five (5) Dixie Chopper commercial versatile mowers from Wingfield Ag, Inc.,

in the amount of $34,975.00. The equipment will be used to mow grass on the

City?s downtown right-of-ways (5 mowers), parks (4 mowers) and perpetual care

cemetery lots (1 mower).



The initial bid specifications stated that Public Services has tested various

mowers and concluded the Dixie Chopper provided the most comprehensive services

to the City, including reliability and repair record. However, during the bid

process, through an addendum, Public Services deemed the Exmark an acceptable

alternate to the Dixie Chopper. Purchasing both the Exmark and Dixie Chopper

will allow the City to gather maintenance data and compare mower performance to

determine the best mower. This would be the equivalent of an extended

demonstration or ?mow off?.



One hundred forty-four bid invitations were mailed; ten bids were received on

October 31, 2001. This bid has been advertised, opened and reviewed. The

bidders were:



UNIT TOTAL FOR

VENDOR PRICE (5) MOWERS

Hamilton Equipment (Columbus, GA) $ 6,370.00 $ 31,850.00

Wingfield Ag, Inc. (Leesburg, GA) 6,995.00 34,975.00

*Jordan Bicycle & Lawn Mower (Columbus, GA) 5,825.99 *29,129.95

**Turf Care Products (Austell, GA) 6,099.00 **30,495.00

**Melson Tractor ? Alternate bid (Salem, AL) 6,369.00 **31,845.00

**Southern Turf Equipment ? Alternate bid (Lake City, GA) 6,782.10 **33,910.50

**Columbus Tractor & Machinery (Columbus, GA) 6,800.00 **34,000.00

**Tieco, Inc. ? Alternate bid (Montgomery, AL) 6,950.00 **34,750.00

RMI Outdoors ? Alternate bid (Warner Robbins, GA) 7,060.10 **35,300.50

**Tieco, Inc. (Montgomery, AL) 7,196.00 **35,980.00

Melson Tractor (Salem, AL) 7,275.00 36,375.00

Southern Turf Equipment (Lake City, GA) 7,379.10 36,895.50



*Jordan Bicycle & Lawn Mower failed to include the required recommended

stockage list of repair parts, therefore their bid was deemed incomplete.

**The equipment proposed by Turf Care Products, Columbus Tractor & Machinery

and the alternate equipment proposed by Melson Tractor, Southern Turf

Equipment, Tieco (Alternate bid) and RMI Outdoors (Alternate bid) did not meet

specifications in various areas of the technical specifications.



Funds are budgeted in FY02 Budget, (4 mowers) Parks and Recreation ? Park

Services, Rolling Stock; 0101-270-2100-PSRV-7726, (5 mowers) GMA Lease

Purchase, Pool-Rolling Stock; 0542-200-5000-GMA-7726; and (1 mower) Cemetery

Perpetual Care Fund ? Linwood Cemetery, Machinery; 0975-260-3610-LNWD-7715.

?ITEM A?



A RESOLUTION



NO. ______





A RESOLUTION AUTHORIZING A LEASE PURCHASE CONTRACT WITH SYVA/DADE

BEHRING COMPANY TO PROVIDE A DRUG TESTING SYSTEM.



WHEREAS, an RFP was administered (RFP No. 02-0021) and one proposal was

received from Syva Company/Dade Behring; and,



WHEREAS, the proposal submitted by Syva Company/Dade Behring met all

specifications; and,



WHEREAS, the term of the contract shall be for three years, with the option to

renew for two additional twelve-month periods; and,



WHEREAS, the company will provide a drug testing system for the Conditional

Discharge Program. The system will be used to test program participants for

various illegal drugs.



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

FOLLOWS:



That the City Manager is hereby authorized to execute a lease purchase contract

with Syva Company to provide a drug testing system for the Conditional

Discharge Program. Funds are budgeted each fiscal year for this ongoing

expense, Police - Conditional Discharge ? Operating Materials and Supplies;

0101-400-3210-CDIS-6728.

_________________________________________



Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor





?ITEM B?



A RESOLUTION



NO. ______





A RESOLUTION AUTHORIZING THE AMENDMENT OF A NEGOTIATED CONTRACT WITH

DEVICTOR LANGHAM, INC., TO INCLUDE ARCHITECTURAL SERVICES FOR RENOVATION OF THE

REMAINING 18 HOLES AT BULL CREEK GOLF COURSE.



WHEREAS, Resolution 632-02 (RFP No. 01-0012) authorized a contract with

DeVictor Langham, Inc., to provide architectural services for renovation of the

first 18 holes, which included cart paths, irrigation, tee and bunker make

over, core greens and replace with Tift Eagle (USGA specifications). Prior to

the issuance of RFP No. 01-0012, the Golf Authority requested that DeVictor

Langham provide a master plan for the entire golf course; and,



WHEREAS, Because the firm has provided a master plan for the entire golf course

and architectural services for the first 18 holes, DeVictor Langham, Inc., is

considered the most logical and expedient choice to provide the design services

for the remaining 18 holes. Continued utilizing DeVictor Langham, Inc., will

insure continuity of design for the golf course.



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

FOLLOWS:



That the City Manager is hereby authorized to amend the negotiated contract

with DeVictor Langham, Inc., to include architectural services for renovation

of the remaining 18 holes at Bull Creek Golf Course. Funds are budgeted in

FY02 Budget, 1999 SPLOST - Bull Creek Golf Course, Engineering/Architectural

Services; 0540-695-2129-TXBC-7661-50502020.

_________________________________________



Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor

?ITEM C?



A RESOLUTION



NO. ______



A RESOLUTION AUTHORIZING THE PURCHASE OF FIVE (5) EXMARK COMMERCIAL

VERSATILE MOWERS FROM HAMILTON EQUIPMENT IN THE AMOUNT OF $31,850.00 AND FIVE

(5) DIXIE CHOPPER COMMERCIAL VERSATILE MOWERS FROM WINGFIELD AG, INC., IN THE

AMOUNT OF $34,975.00.



WHEREAS, The equipment will be used to mow grass on the City?s downtown

right-of-ways (5 mowers), parks (4 mowers) and perpetual care cemetery lots (1

mower).



WHEREAS, The initial bid specifications stated that Public Services has tested

various mowers and concluded the Dixie Chopper provided the most comprehensive

services to the City, including reliability and repair record. However, during

the bid process, through an addendum, Public Services deemed the Exmark an

acceptable alternate to the Dixie Chopper. Purchasing both the Exmark and

Dixie Chopper will allow the City to gather maintenance data and compare mower

performance to determine the best mower. This would be the equivalent of an

extended demonstration or ?mow off?.



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

FOLLOWS:



That the City Manager is hereby authorized to purchase five (5) Exmark

commercial versatile mowers from Hamilton Equipment in the amount of $31,850.00

and five (5) Dixie Chopper commercial versatile mowers from Wingfield Ag, Inc.,

in the amount of $34,975.00. Funds are budgeted in FY02 Budget, (4 mowers)

Parks and Recreation ? Park Services, Rolling Stock; 0101-270-2100-PSRV-7726,

(5 mowers) GMA Lease Purchase Pool, Rolling Stock; 0542-200-5000-GMA-7726; and

(1 mower) Cemetery Perpetual Care Fund ? Linwood Cemetery, Machinery;

0975-260-3610-LNWD-7715.

_________________________________________



Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor

DATE: March 12, 2002



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





March 13, 2002

1. Watershed Fertilization ? (Annual Contract) ? Bid No. 02-0089

Scope of Bid

Provide erosion control at various watershed lakes. The contract period will

be for three (3) years with the option to renew for two (2) additional

twelve-month periods.



March 15, 2002

1. Souvenir Vending Services at the South Commons Softball Complex ? RFP No.

02-0029

Scope of RFP

The City of Columbus recognizes the need to create competitive bidding

atmosphere for Souvenir Vending Services for softball related events at the

South Common Softball Complex. The vendor shall provide various souvenir items

(i.e. T-shirts, Caps etc?) for participants in the Southerness (April 19-21),

Legacy (May 3-5), Southeastern (May 17-19), Riverwalk Classic (June 7-9), and

the ASA 14 & under Girls Fastpitch National Championship (July 29-August 4).

Because the National Championship is held in such high regard there are

separate, more stringent requirements necessary for a successful offeror. The

National Championship proposal shall not be separated from the remaining events.



March 19, 2002

1. Red Light Enforcement System (Annual Contract) ? RFP No. 02-0024

Scope of RFP

Furnish, install, implement and maintain an automated Red Light Enforcement

System for the City of Columbus, Georgia. The term of the contract shall be

for one year, for one (1) location, with the option to renew for four (4)

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

mutual agreement of the City and the Contractor. The City reserves the right

to add new locations to the awarded contract in the future based on terms and

conditions of a contract with the successful vendor.



March 22, 2002

1. First-Class Mail Pre-Sort Services (Annual Contract) ? RFP No. 02-0027

Scope of RFP

Provide first-class mail pre-sort services on a daily basis for Columbus

Consolidated Government. The initial term of the contract shall 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.



March 27, 2002

1. Midland School Recreational Facilities ? Site Improvements ? Bid No. 02-0095

Scope of Bid

The work includes, but is not limited to, demolition, site work, concrete work,

sports field construction, sports field lighting, irrigation, chain-link

fencing, landscaping and grassing.



2. Branding and Marketing Services ? RFP No. 02-0030

Scope of RFP

Columbus Consolidated Government invites proposal submissions from

pre-qualified firms interested in providing marketing and branding services.

As stated in the Request for Qualifications the City?s goal is to define: who

visits Columbus, how do locals and visitors define Columbus geographically, why

do people come, how often, what are the positive and negative perceptions.



March 29, 2002

1. Historic Preservation Services (Annual Contract) ? RFP No. 02-0028

Scope of RFP

Provide Columbus Consolidated Government professional services in conducting

recordation processes as required under Section 106 of the National Historic

Preservation Act. Services will be provided on an ?as needed basis.? The term

of contract shall be for three years with an option to renew for two

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

mutual agreement of the City and the Contractor.



April 3, 2002

1. Additions and Renovations to the Columbus, Georgia Convention and Trade

Center ? Bid No. 02-0085

Scope of Bid

The project consists of major new additions to the existing complex

comprising approximately of 115,000 square feet, and the renovation of the

existing facility of approximately 180,000 square feet. The project will be

constructed in two phases consisting primarily of new construction to the west

of existing facility followed by additions and renovations to the existing

building. Bids will be accepted only from pre-qualified bidders.