Agenda Item #____3____
Columbus Consolidated Government
Council Meeting
September 16, 2003
Agenda Report #__111____
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) MRO (MAINTENANCE, REPAIR & OPERATIONS) PRODUCTS
It is requested that Council approve the purchase of MRO (maintenance, repair
and operations) products from W. W. Grainger Industrial Supply, via Georgia
State Contract, SWC S-030741. The MRO products will be purchased by various
City departments on an ?as needed basis?. The term of the contract is August
1, 2003 through November 30, 2004, with the option to renew. The discounts
range from 10% - 50% off Grainger Catalog list price, and 25% - 82% off the
Manufacturer list price for various tools and lighting supplies.
Departments will be able to purchase repair items from W. W. Grainger, under
the State Contract, which will eliminate the need to request price quotes. In
addition, this will be a time saving tool especially for Facilities Maintenance
staff that handles the upkeep of City buildings.
Funds are budgeted each fiscal year for this on-going expense, various
departments - Operating Materials; 6728.
* * * * * *
(B) CRAWLER TRACTOR EQUIPPED FOR WASTE DISPOSAL ? BID NO. 04-0004
It is requested that Council authorize the purchase of one (1) crawler tractor
from Yancey Brothers Company, in the amount of $236,511.00.
The tractor will be used at the construction and demolition sites of the
Pinegrove Landfill of the Public Services Department to place daily topsoil
cover on incoming waste and materials. The tractor will also provide
post-closure care to the Schatulga Road landfill.
Ninety-two bid invitations were mailed. Two bids were received on August 9,
2003. This bid has been advertised, opened and reviewed. The bidders were:
BIDDERS TOTAL
Yancey Brothers Company
(Austell, GA) $236,511.00
1 Tractor & Equipment Company ? Stith Division 1
(Columbus, GA) $207,438.00
1 Per the Fleet Manager, the transmission, steering, final drive and blade of
the unit proposed by Tractor & Equipment Company failed to meet specifications.
Written notification has been forwarded to the vendor. The vendor was given
the opportunity to respond, in writing, to the findings and has not responded.
Funds are budgeted in FY04 Budget, Integrated Waste Management Fund - Public
Services ? Pine Grove Landfill ? Off Road Equipment; 0207-260-3560-PRGO-7725.
* * * * * *
(C) LARGE LIGHT BULBS (ANNUAL CONTRACT) - BID NO. 03-0102
It is requested that Council approve the purchase of various large light bulbs
from W.W. Grainger Industrial, Supply for the estimated annual contract value
of $12,000.00. The Facilities Maintenance Division will purchase the bulbs on
an ?as needed? basis, for use in City owned buildings. The contract term will
be for one year, with the option to renew for two additional twelve-month
periods. Contract renewals are contingent upon the mutual agreement of the
City and the Contractor.
Eighty-two bid invitations were mailed; five bids were received on August 6,
2003. This bid has been advertised, opened and reviewed. The bidders were:
W.W. Grainger Industrial, Supply, (Columbus, GA)
Higgins Electric Inc., (Dothan, AL)
Mayer Electric Supply Co., (Columbus, GA)
Battle & Battle Distributors, (Decatur, GA)
Hagemayer NA (Cambar), (Columbus, GA)
See attached File for bid tabulation: Bid Tab for Large Light Bulb
Funds are budgeted each fiscal year for this ongoing expense, Public Services -
Other Maintenance & Repairs- Building Maintenance- General
Government-Facilities Maintenance, Cusseta Road; 0101-260-3710-REPA- 6529-01.
* * * * * *
(D) HEATING & REFRIGERATION SUPPLIES (RE-BID) (ANNUAL CONTRACT) ? BID NO.
04-0008
It is requested that Council approve the purchase of heating and refrigeration
supplies from Johnstone Supply on an ?as needed basis? for the estimated annual
contract value of $8,710.40. Heating and refrigeration supplies will be used
for maintenance purposes and installation at City facilities.
The initial period shall be for one (1) year, with the option to renew for two
(2) additional twelve-month periods. Contract renewals will be contingent upon
the mutual agreement of the City and the Contractor.
Fifty-three bid invitations were mailed; five bids were received August 20,
2003. This bid has been advertised, opened and reviewed. The bidders were:
VENDOR Vendor discount for non listed items Total Contract Value
1. Johnstone Supply (Columbus, GA) 50% $ 8,710.40
2. W.W. Grainger Industrial Supply (Marietta, GA) 10% * 7,187.08
3. Columbus Winair, Inc. (Columbus, GA) 10% **8,618.74
4 Wittichen Supply Company (Columbus, GA) 0% 8,803.36
5. C.C. Dickson, Co. (Columbus, GA) 5-10% 10,845.54
* Vendor did not bid on all line items.
**Columbus Winair?s total contract value was lower than the recommended
vendor. However, they only offer the City a 10% discount on non-listed items.
The recommended vendor is offers 50% discount for non-listed items.
Funds are budgeted each fiscal year for this on-going expense. Public Services
? Other Maintenance/Repairs; Building Maintenance-General Government;
0101-260-3710-REPA-6529.
* * * * * *
(E) SURPLUS VEHICLE
It is requested that Council declare a 1975 Ward LaFrance fire engine (VIN #
801103) and assorted equipment as surplus in accordance with Section 7-501 of
the Charter of Columbus Consolidated Government. The complete list of the
equipment is shown below:
1 1975 Ward LaFrance fire engine 4 Spanner wrenches
1 6" Piston Intake 1 4" Storz hydrant connection
1 6' Pike Pole 2 5" Caps
2 Pry bars 4 2?" Elbows
3 Male couplin 1 ?" Booster nozzle
2 Female couplin 1 Flat Head axe
1 Pick head axe 1 Cellar nozzle
1 Shovel 1 12' Pike Pole
1 2?" hose clamp 1 100' Section of booster hose
1 Hydrant wrench 10 100? Sections 5? hose
The Fleet Manager recommends the vehicle be salvaged due to the estimated cost
to repair the vehicle ($5,000). If approved, the surplus vehicle and assorted
surplus equipment will be donated to the Cataula Volunteer Fire Department.
Due to security considerations the Department of Fire & Emergency Medical
Services decided not to sell the vehicle and assorted surplus equipment at
public auction. The Cataula Volunteer Fire Department, which has a mutual aid
agreement with the City, subsequently contacted the Department of Fire &
Emergency Medical Services and requested the donation of the vehicle and
assorted surplus equipment for their department?s use. The donation of said
vehicle and assorted surplus equipment to the volunteer department will ensure
the vehicle is used for the intended purpose.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF MRO (MAINTENANCE, REPAIR & OPERATIONS)
PRODUCTS FROM W.W.GRAINGER INDUSTRIAL SUPPLY, VIA THE GEORGIA STATEWIDE
CONTRACT SWC 030741 ON AN ?AS NEEDED BASIS?.
WHEREAS, the State of Georgia has advertised sealed bids for the purchase of
MRO (Maintenance, Repair & Operations) products and awarded a contract to the
lowest, qualified vendor; and,
WHEREAS, the discounts range from 10% - 50% off W. W. Grainger Industrial
Supply Catalog list price, and 25% - 82% off the Manufacturer list price for
various tools and lighting supplies. Georgia Statewide contracts are approved
for use by local governments, and meet the requirements of the City?s
procurement ordinance; and,
WHEREAS, the term of the contract is August 1, 2003 through November
30, 2004, with the option to renew.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase MRO
(Maintenance, Repair & Operations) products from W. W. Grainger Industrial
Supply, via the Georgia Statewide Contract SWC 030741 on an ?as needed basis?.
Funds are budgeted each fiscal year for this on-going expense, various
departments - Operating Materials; 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 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 ONE (1) CRAWLER TRACTOR FROM YANCEY
BROTHERS COMPANY, IN THE AMOUNT OF $236,511.00.
WHEREAS, The tractor will be used at the construction and demolition sites of
the Pinegrove Landfill of the Public Services Department to place daily topsoil
cover on incoming waste and materials. The tractor will also provide
post-closure care to the Schatulga Road landfill.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) crawler
tractor from Yancey Brothers Company, in the amount of $236,511.00. Funds are
budgeted in FY04 Budget, Integrated Waste Management Fund - Public Services -
Pine Grove Landfill ? Off Road Equipment; 0207-260-3560-PRGO-7725.
______________________________
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 C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF LARGE LIGHT BULBS FROM W.W. GRAINGER
INDUSTRIAL SUPPLY FOR THE ESTIMATED CONTRACT VALUE OF $12,000.00
WHEREAS, Facilities Maintenance Division will purchase the bulbs on an ?as
needed? basis, for use in City owned buildings; and,
WHEREAS, the contract period will be one year, with the option to renew for two
additional twelve month period. Contract renewals are 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 large light
bulbs from W.W. Grainger Industrial Supply for the estimated contract value of
$12,000.00. Funds are budgeted each fiscal year for this ongoing expense,
Public Services - Other Maintenance & Repairs - Building Maintenance- General
Government- Facilities Maintenance, Cusseta Road; 0101-260-3710-REPA- 6529-01.
_________________________________________
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 D?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF HEATING AND REFRIGERATION SUPPLIES
FROM COLUMBUS JOHNSTONE SUPPLY ON AN ?AS NEEDED BASIS? FOR THE ESTIMATED ANNUAL
CONTRACT VALUE OF $8,710.40.
WHEREAS, heating and refrigeration supplies will be used for maintenance and
installation at City facilities; and,
WHEREAS, the initial contract period shall be for one (1) year, with the option
to renew for two (2) 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 heating and
refrigeration supplies from Johnstone Supply on an ?as needed basis? for the
estimated annual contract valve of $8,710.40. Funds are budgeted each fiscal
year for this on-going expense. Public Services ? Other Maintenance/Repairs;
Building Maintenance-General Government; 0101-260-3710-REPA-6529.
_________________________________________
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 DECLARATION OF A 1975 WARD LAFRANCE FIRE ENGINE
(VIN #801103) AND ASSORTED EQUIPMENT AS SURPLUS EQUIPMENT IN ACCORDANCE WITH
SECTION 7-501 OF THE CHARTER OF COLUMBUS CONSOLIDATED GOVERNMENT.
WHEREAS, the vehicle and assorted equipment will be declared surplus and
donated to Cataula Volunteer Fire Department; and,
WHEREAS, this Council finds that this property is not needed for public
purposes, the interest of the consolidated government therein has no
appreciable monetary value and the transfer to the Cataula Volunteer Fire
Department is in the public interest.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
The City Manager is hereby authorized to declare the vehicle and assorted
equipment as surplus in accordance with Section 7-501 of the City Charter and
donate said vehicle and assorted equipment to the Cataula Volunteer Fire
Department.
_________________________________________
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: September 16, 2003
TO: Mayor and Councilors
FROM: Kay Love, Director of Finance
SUBJECT: Advertised Bids
September 17, 2003
1. 10 x 10 Frame Tents ? PQ No. 04-0004
Scope of PQ
Provide five (5) 10 x 10 Frame Tents to the Parks and Recreation Department of
Columbus Consolidated Government. The tents will be used at the A. J. McClung
Memorial Stadium.
2. Turnstiles ? PQ No. 04-0005
Scope of PQ
Provide four (4) turnstiles, Entry-Guard Registering Model TUT-50 or
equivalent, to the Parks and Recreation Department of Columbus Consolidated
Government. The turnstiles will be used at the A. J. McClung Memorial
Stadium.
3. Gym Floor Repairs, Stripping & Sealing (Annual Contract) ? Bid No. 04-0013
Scope of Bid
Provide gym floor repairs to include stripping/sealing of wood gym
flooring at Comer Gym, North Columbus Gym, Shirley Winston Gym, Benning Park
Gym, Northside Recreation Center and Psalmond Road Recreation Center on an ?as
needed basis? to Columbus Consolidated Government to be utilized by the Parks &
Recreation Division. The contract term will be for two years, with the option
to renew for three additional twelve-month periods.
4. Landscape Material (Re-Bid) (Annual Contract) ? Bid No. 04-0012
Scope of Bid
Provide landscape material consisting of pine straw, wheat straw and
hay on an ?as needed? basis to the Columbus Consolidated Government (the City)
to be utilized by Park Services, Public Services and Cooperative Extension
departments. The contract term will be for one year, with the option to renew
for two additional twelve-month periods.
September 18, 2003
1. Congestion Management System ? RFP No. 04-0008
Scope of RFP
Columbus Consolidated Government (the City) is requesting proposals to provide
a Congestion Management System (CMS). The City will use the CMS to update the
Columbus-Phenix City Transportation Study (C-PCTS).
September 24, 2003
1. Kitchenware ? Bid No. 04-0014
Provide kitchenware to the Columbus Convention and Trade Center. The items
include condiment dispensers, coffee urns, pots and pans, chafers and
accessories, table skirts, serving utensils, etc.
October 3, 2003
1. Health Care Benefit Services (Annual Contract) ? RFP No. 04-0004
Scope of RFP
Provide Columbus Consolidated Government employees and retirees with Health
Care Benefit Services. The term of the contract shall be for two years, with
the option to renew for three additional twelve-month periods. The contract
renewal will be contingent upon the mutual agreement of the City and the
Contractor.