Columbus, Georgia

Agenda Item #________



Columbus Consolidated Government

Council Meeting





November 20, 2001



Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) PURCHASE OF MID-SIZE SEDANS FOR VARIOUS DEPARTMENTS



It is requested that Council approve the purchase of sixteen (16) mid-size

sedans via Georgia State Contract, SWC S-000483, from Bill Heard in the amount

of $237,680.00. The sedans will be used in various departments throughout the

City as replacement vehicles. The standard unit price for a mid-size sedan on

state contract is $13,860.00. However, the City has elected to add a Preferred

Equipment Option for cruise control w/resume speed, power windows, dual black

power windows, and rear view mirror w/dual reading lamps and remote keyless

entry for $995.00 to each of the sixteen vehicles.



Funds are budgeted in the following FY02 Budgets: Ten (10) vehicles for Motor

Transport are budgeted in, Sales Tax Fund-1999 SPLOST-Police- Automobiles ?

Police-Vehicles; 0540-695-2123-TXPO-7721-5011001-V. Two (2) vehicles for the

Board of Tax Assessors are budgeted in, Bond and Lease Pool Purchase ?

Automobiles; 0542-200-5000-GMA-7721. One (1) vehicle for Street Improvement

Division is budgeted in, Paving Fund ? Public Services ? Street Improvements ?

Automobiles; 0203-260-2100-STRT-7721. One (1) vehicle for Welfare to Work is

budgeted in, Job Training Partner Program Fund - Welfare to Work ? Automobiles;

0220-670-9830-WORK-7721. One (1) vehicle for Sewer Maintenance Division is

budgeted in, Bond and Lease Pool Purchase ? Automobiles;

0542-200-5000-GMA-7721. One (1) vehicle for Street Repairs Division is

budgeted in, Bond and Lease Pool Purchase ? Automobiles; 0542-200-5000-GMA-7721.



* * * * * * *



(B) PURCHASE OF FULL-SIZE SEDANS FOR VICTIM WITNESS AND DISTRICT

ATTORNEY?S OFFICE



It is requested that Council approve the purchase of three full-size sedans via

the Georgia State Contract, SWC S-000483, from Mike Patton in the amount of

$54,103.75. The vehicles will be used by the Victim Witness Program and the

District Attorney?s Office to transport personnel and witnesses around the

state. The vehicles will be titled in the name of the State of Georgia and

insured separately from the City.



The vehicle for the Crime Victim Witness Program will be funded through the 5%

Crime Victim Witness Surcharge. The surcharge is a 5% monetary amount added to

all criminal cases in Superior, State and Municipal Courts in the six county,

Chattahoochee Valley Circuit (Muscogee, Harris, Talbot, Marion, Chattahoochee,

Taylor). The funds are deposited in a reserve fund balance to fund Victim

Witness Program.



The funding to purchase and maintain the vehicles is budgeted in the following

FY02 Budgets: Two (2) vehicles for the District Attorney?s Office are budgeted

in, Bond and Lease Purchase Pools ? Automobiles; 0542-200-5000-GMA-7721. One

(1) vehicle for Victim Witness is budgeted in, General Fund ? Superior Court ?

Victim Witness Program ? Automobiles; 0101500-2200-VCTM-7721.



* * * * * *



(C) OUTFITTNG SPECIALTY VEHICLE SHELL - RFP NO. 02-0004



It is requested that Council authorize the procurement of vehicle conversion

services from Van-Mor, Inc. The vendor will outfit the shell of a forty-foot

Blue Bird specialty vehicle. The Public Safety Departments and elected

officials of Columbus, Georgia are regularly called upon to respond to various

emergencies involving multiple departments and agencies and the functions of

command and control are crucial to the success of these responses. The

protection of lives and property is greatly enhanced by the efficient,

organized, and concerted efforts of these departments and agencies and a Mobile

Command Post Vehicle is crucial to this interaction. The vehicle will be

available around the clock for use by any or all of the Public Safety

agencies.



Requests for proposals were mailed to twenty-one vendors, and this RFP has been

advertised. Proposals were received on November 12, 2001, from two offerors:



Van-Mor, Inc. (Ocala, FL)

Coachcraft by MacDonald (Columbus, GA)



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

representatives from Columbus Fire and Emergency Services and the Police

Department. The RFP process is governed by the City?s Procurement Ordinance,

Contracting for Equipment, Supplies or Professional Services per Article

3-110. 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.

Evaluation results and proposed costs have been submitted to the City Manager,

in a separate memo, for information purposes.



Funds are budgeted in FY02 Budget, Multi-Government Project Fund ? Local Law

Enforcement Grant ? Capital Expenditures; 0216-400-3360-LLEG-7761.





(D) MID-SIZE SEDANS ? BID NO. 02-0020



It is requested that Council authorize the purchase of two (2) mid-size sedans

via Georgia State Contract, SWC S-000483, from Bill Heard in the amount of

$27,620.00. The sedans are replacement vehicles for Metra Transit System. Bid

No. 02-0020 was administered for the purchase of the vehicles, however during

analysis of the bid responses it was discovered that the exact vehicle bid by

Bill Heard Chevrolet is also available from the vendor via State contract, at a

lower price.



Forty-three bid invitations were mailed; three bids were received on October

10, 2001. This bid has been advertised, opened and reviewed. The bid results

and State contract pricing is listed below:



Unit Cost Total Cost

Georgia SWC S-000483 $13,810.00 $27,620.00

Bill Heard Chevrolet (Columbus, GA) 14,746.00 29,492.00

Freeway Ford (Columbus, GA) 15,760.00 31,520.00

Legacy Ford Mercury, Inc. (McDonough, GA) 16,491.00 32,982.00



Funds are budgeted in FY02 Budget, Transportation Fund ? METRA FTA (UMTA) ?

Automobiles; 0751-610-2400-MFTA-7721.



* * * * * *



(E) THIRTY-SIX FOOT AERIAL TOWER WITH CAB AND CHASSIS ? BID NO. 02-0033



It is requested that Council authorize the purchase of a thirty-six foot (36?)

aerial tower with cab and chassis from Baker Equipment Company in the amount of

$53,000.00. The equipment will be used by the Facilities Maintenance Division

to replace ball field lights and scoreboard lights; painting; window

repair/replacement and other jobs throughout the City.



Seventy-three bid invitations were mailed; nine bids were received on October

17, 2001. This bid has been advertised, opened and reviewed. The bidders were:



VENDOR OPTION 1 (Cab/Chassis) OPTION 2

(Body) OPTION 3

(Complete Unit)

Baker Equipment Company (Demo Unit)

(Richmond, VA) No Bid No Bid $ 53,000.00

Truck Equipment Company (Demo Unit)

(Dothan, AL) No Bid No Bid 65,321.00

Telect East

(Glen Allen, VA) 30,435.00 35,088.00 65,523.00

Altec Industries, Inc.

(Birmingham, AL) No Bid 42,553.00 68,120.00

Legacy Ford Mercury

(McDonough, GA) 27,370.00 44,685.00 72,055.00

Jay Automotive Group

(Columbus, GA) 22,930.00 No Bid No Bid

Roberts Truck Center

(Garden City, GA) 26,896.00 No Bid No Bid

Transport Equipment Company

(Albany, GA) No Bid 32,997.00 No Bid

Truck Equipment Company

(Dothan, AL) No Bid 33,895.00 No Bid



Funds are budgeted in FY02 Budget, GMA Lease Purchase Pools, Heavy Trucks;

0542-200-5000-GMA-7723. ?ITEM A?



A REOLUTION



NO.______





A RESOLUTION AUTHORIZING THE PURCHASE OF SIXTEEN MID-SIZE SEDANS VIA

GEORGIA STATE CONTRACT, SWC S-000483, FROM BILL HEARD IN THE AMOUNT OF

$237,680.00 FOR VARIOUS DEPARTMENTS THROUGHOUT THE CITY.



WHEREAS, the standard unit price for a mid-size sedan on state contract

is $13,860.00. However, the City has elected to add a Preferred Equipment

Option for cruise control w/resume speed, power windows, dual black power

windows, rear view mirror w/dual reading lamps and remote keyless entry for

$995.00 to each of the sixteen vehicles; and,



WHEREAS, the units will be used as replacement vehicles.



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



That the City Manager is hereby authorized to purchase of sixteen (16)

mid-sedans via Georgia State Contract, SWC S-000483, from Bill Heard in the

amount of 237,680.00. Funds are budgeted in the following FY02 Budgets: Ten

(10) vehicles for Motor Transport are budgeted in, Sales Tax Fund-1999 SPLOST

Police-Automobiles-Police-Vehicles; 0540-695-2123-TXPO-7721-5011001-V. Two (2)

vehicles for the Board of Tax Assessors are budgeted in, Bond and Lease Pool

Purchase ? Automobiles; 0542-200-5000-GMA-7721. One (1) vehicle for Street

Improvement Division is budgeted in, Paving Fund ? Public Services ? Street

Improvements ? Automobiles; 0203-260-2100-STRT-7721. One (1) vehicle for

Welfare to Work is budgeted in, Job Training Partner Program Fund - Welfare to

Work ? Automobiles; 0220-670-9830-WORK-7721. One (1) vehicle for Sewer

Maintenance Division is budgeted in, Bond and Lease Pool Purchase ?

Automobiles; 0542-200-5000-GMA-7721. One (1) vehicle for Street Repairs

Division is budgeted in, Bond and Lease Pool Purchase ? Automobiles;

0542-200-5000-GMA-7721.

_________________________________________



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

the _________ day of ____________, 2001 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 PURCHASE OF THREE FULL-SIZE SEDANS VIA

GEORIA STATE CONTRACT, SWC S-000483, FROM MIKE PATTON IN THE AMOUNT OF

$54,103.75 FOR VICTIM WITNESS AND DISTRICT ATTORNEY?S OFFICE.



WHEREAS, the vehicles will be used by the Victim Witness Program and

the District Attorney?s Office to transport personnel and witnesses around the

state; and,



WHEREAS, the vehicles will be titled in the name of the State of

Georgia and insured separately from the City; and,



WHEREAS, The vehicle for the Crime Victim Witness Program will be

funded through the 5% Crime Victim Witness Surcharge. The surcharge is a 5%

monetary amount added to all criminal cases in Superior, State and Municipal

Courts in the six county Chattahoochee Valley Circuit (Muscogee, Harris,

Talbot, Marion, Chattahoochee, Taylor). The funds are deposited in a reserve

fund balance to fund Victim Witness Program



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



That the City Manager is hereby authorized to purchase three full-size

sedans via the Georgia State Contract, SWC S-000483, from Mike Patton in the

amount of $54,103.75. Funds are budgeted in the following FY02 Budgets: Two

(2) vehicles for the District Attorney?s Office are budgeted in, Bond and Lease

Purchase Pools ? Automobiles; 0542-200-5000-GMA-7721. One (1) vehicle for

Victim Witness is budgeted in, General Fund ? Superior Court ? Victim Witness

Program ? Automobiles; 0101500-2200-VCTM-7721.

_________________________________________



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

the _________ day of ____________, 2001 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 procurement of vehicle conversion services from

Van-Mor, Inc., TO outfit the shell of a forty-foot Blue Bird specialty

vehicle.



WHEREAS, an RFP was administered (RFP No. 02-0004) and two proposals were

received; and,



WHEREAS, the proposal submitted by Van-Mor, 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 procure vehicle conversion

services from Van-Mor, Inc, to outfit the shell of a forty-foot Blue Bird

specialty vehicle. Funds are budgeted in FY02 Budget, Multi-Government Project

Fund ? Local Law Enforcement Grant ? Capital Expenditures;

0216-400-3360-LLEG-7761.

_________________________________________



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

the _________ day of ____________, 2001 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 D?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF two (2) mid-size sedans via Georgia

State Contract, SWC S-000483, from Bill Heard CHEVROLET in the amount of

$27,620.00.



WHEREAS, the sedans are replacement vehicles for Metra Transit System; and,



WHEREAS, Bid No. 02-0020 was administered for the purchase of the vehicles,

however during analysis of the bid responses it was discovered that the exact

vehicle bid by Bill Heard Chevrolet is also available from the vendor via State

contract, at a lower price.



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



That the City Manager is hereby authorized to purchase two (2) mid-size sedans

via Georgia State Contract, SWC S-000483, from Bill Heard Chevrolet in the

amount of $27,620.00. Funds are budgeted in FY02 Budget, Transportation Fund

? METRA FTA (UMTA) ? Automobiles; 0751-610-2400-MFTA-7721.



_________________________________________



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

the _________ day of ____________, 2001 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 E?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) THIRTY-SIX FOOT AERIAL TOWER

WITH CAB AND CHASSIS FROM BAKER EQUIPMENT COMPANY IN THE AMOUNT OF $53,000.00.



WHEREAS, the equipment will be used by the Facilities Maintenance Division to

replace ball field lights and scoreboard lights; painting; window

repair/replacement and other jobs throughout the City.



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



That the City Manager is hereby authorized to purchase one (1) thirty-six foot

aerial tower with cab and chassis from Baker Equipment Company in the amount of

$53,000.00. Funds are budgeted in FY02 Budget, GMA Lease Purchase Pools, Heavy

Trucks; 0542-200-5000-GMA-7723.

_________________________________________



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

the _________ day of ____________, 2001 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, MayorDATE: November 20,

2001



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





November 21, 2001

1. Floor Covering w/8 Roller Storage Rack and Power Winder (Re- Bid) ? Bid No.

02-0047

Scope of Bid

Provide floor covering w/8 roller storage rack and power winder for a gymnasium

floor to be utilized by the Parks & Recreation Department.



2. Trees for Planting on the City?s Right-Of-Ways ? Bid No. 02-0050

Scope of Bid

Provide approximately 315 trees for planting on the City?s Right-Of-Ways.



3. All Terrain Vehicles (4 x 4) ? Bid No. 02-0054

Scope of Bid

Provide two (2) All Terrain Vehicles to be utilized by the Police Department.



4. Robotic Total Station ? Bid No. 02-0053

Scope of Bid

Provide one robotic total station to be used by the Engineering Department.



November 28, 2001

1. City Street Repairs ? Bid No. 02-0052

Scope of Bid

The work consists of removing all base and paving material on Pheasant Loop,

Boxwood Place and Miller Court. The stripped roadbed will then be stabilized

by processing a three-inch layer of graded aggregate base material into the

sub-base until a uniform six-inch thick layer of asphaltic concrete course will

be constructed over the prepared sub-base. The work also includes the

installation of an under-drain system, per plan. The Contractor will be

required to maintain public access to all residences.



2. Tree Planting & Maintenance ? (Annual Contract) ? Bid No. 02-0049

Scope of Bid

Provide tree planting & maintenance services at various locations on the City?s

Right-Of-Ways. The term of the contract will be for a fifteen (15) month

period, with the option to renew for two (2) additional fifteen (15) month

period, if agreeable to both parties.



3. Vans, Commercial Cutaway ? Bid No. 02-0055

Scope of Bid

Provide six (6) commercial cutaway vans to be used by various departments to

transport inmates and equipment to and from the Muscogee County Prison and work

sites.



November 30, 2001

1. Employee/Retiree Benefits Consultant ? RFP No. 02-0014

The Columbus Consolidated Government seeks to contract with a national

employee-benefit consulting firm for a broad range of consulting services, in

the management of its employee and retiree benefit programs. The scope of

services includes standard benefits consulting regarding plan design, funding

(including retiree medical benefit pre-funding), request for proposal (RFP)

preparation, pricing/negotiations, administration, and communications issues.