Columbus, Georgia

Agenda Item #___3_____





Columbus Consolidated Government

Council Meeting



April 20, 2004





Agenda Report #___186______



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department







(A) SOUVENIR VENDING SERVICES AT THE SOUTH COMMONS SOFTBALL COMPLEX (ANNUAL

CONTRACT) ? RFP NO. 04-0016



It is requested that Council authorize the execution of a contract for souvenir

vending services with Columbus Trophy and Screen Printing. The vendor will

supply all labor and materials to produce and sell various souvenir items (i.e.

T-shirts, Caps etc?) to participants/attendees of various sporting events held

at the South Commons Softball Complex. The events include the following

tournaments: Grand Slam Baseball, Alabama Warriors Baseball, Pepsi/Umpire?s,

Southerners VIII JO, AAU Youth Baseball Super Regional, Legacy IX JO, Blue

Cross/Blue Cross shield Softball, Southeastern V JO, Georgia Games Softball,

ASA 10 & U SP National Championship Finals, SPA Senior Softball, Alabama

Warriors USSSA Baseball. The vendor will allot a percentage of the souvenir

sales revenue to the City, ASA National and Greater Columbus Sports and Event

Council.



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

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

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

cancellation.



Request for proposals were mailed to one hundred thirty-five vendors and this

RFP has been advertised. One proposal was received on February 27, 2004, from

the following offeror:



Columbus Trophy and Screen Printing (Columbus, GA)



The proposal was reviewed by the Evaluation Committee members, which consisted

of representatives from Columbus Parks and Recreation. During the evaluation

process, Columbus Trophy and Screen Printing was deemed responsive to the RFP.

The City?s Procurement Ordinance Article 3-110, Competitive Sealed Proposals

for the procurement of Equipment, Supplies and Professional Services, governs

the RFP Process. During the process of an RFP there is no formal opening, due

to the possibility of negotiated components of the proposal. In the event

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, the RFP will be

re-advertised and a new process will begin. The cost information has been

submitted to the City Manager in a separate memo for informational purposes.



The City?s portion of the proceeds will be deposited in the Government Wide

Revenue, Revenue - South Commons-Softball Complex; 0101-099-1999-REVN-4680.



* * * * * *



(B) BALL FIELD CONDITIONER (ANNUAL CONTRACT) - BID NO. 04-0068



It is requested that Council approve the purchase of Turface MVP at $6.50 per

50lb bag; and Turface Quick Dry at $6.75 per 50lb bag from Kelly Seed Company,

LLC, on an "as needed" basis. The Park Services Division of Parks and

Recreation will use the ball field conditioner to absorb moisture on the ball

fields, usually after it has rained and specifically, to get ball fields ready

for play during tournaments. The amount of ball field conditioner to be

purchased will be strictly determined by the weather. The contract period

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

twelve-month periods.



Eighty-five bid invitations were mailed; five bid responses were received March

31, 2004. This bid has been advertised, opened and reviewed. The bidders were:



Vendors/Description Turface MVP Turface Quick Dry

Kelly Seed Company, L.L.C. (Hartford, AL) $ 6.50 per 50lb Bag $ 6.75 per 50lb Bag

*Lesco, Inc. (Strongsville, OH) $ 6.15 per 50lb Bag $ 6.62 per 50lb Bag

Pennington Seed, Inc. (Madison, GA) $ 6.55 per 50lb Bag $ 7.35 per 50lb Bag

Sports Turf Company, Inc. (Whitesburg, GA) $ 6.60 per 50lb Bag $ 6.99 per 50lb Bag

E & S Soil (Rocky Mount, NC) $ 11.25 per 50lb Bag $ 12.00 per 50lb Bag



*Vendor failed to provide the required delivery agreement document, therefore

bid was deemed incomplete.



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

Recreation-Parks Services-Grounds Maintenance and Horticulture/Landscaping

Supplies; 0101-270-2100-PSRV-6576 and 0101-270-2100-PSRV-6727.



* * * * * *



(C) PROTECTIVE FIRE CLOTHING (ANNUAL CONTRACT) - BID NO. 04-0066



It is requested that Council approve the purchase of protective fire clothing

from NAFECO (Decatur, AL) for the estimated annual contract value of

$26,052.30. The protective fire clothing will be utilized by the Columbus Fire

& EMS Department for protection against extreme temperature, sharp objects,

steam water penetration, hot particles and other hazards encountered during

structural fire fighting. Protective Fire Clothing will be purchased on an ?as

needed basis?.



The term of the contract shall be for one year with the option to renew for two

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

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

notice of cancellation.



Fifty-six bid invitations were mailed; four bids were received March 31, 2004.

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

Estimated Annual

Contract Value

NAFECO (Decatur, AL) $26,052.30

Fireline, Inc. (Lawrenceville, GA) 25,200.00 *Incomplete

Municipal Equipment (Tifton, GA) 27,144.00

Bennett Fire Products Company (Woodstock, GA) 35,820.00 *Incomplete



*Vendors did not include Manufacturer?s Warranty as required in bid

specifications, therefore bids were deemed incomplete at the bid opening.



Funds are budgeted each fiscal year for this ongoing expense; Fire & EMS;

Logistics/Support - Uniforms; 0101-410-3610-LOGI-6781.



* * * * * * * *



(D) SOLID WASTE DISPOSAL FEE



It is requested that Council approve payment to Georgia Department of Natural

Resources for state mandated solid waste disposal fee in the amount of

$45,336.88.



Fees for municipalities are based on the solid waste disposal records submitted

to the Department of Natural Resources by the respective municipalities.

Columbus Consolidated Government reported a total of 80,523.24 tons of solid

waste was disposed of between January 1, 2003 and December 31, 2003.



Funds are budgeted in FY04 Budget, Public Services, Pine Grove Landfill ? State

Mandated Waste Dump Fees; 0207-260-3560-PGRO-9208.









?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR SOUVENIR VENDING

SERVICES WITH COLUMBUS TROPHY AND SCREEN PRINTING.



WHEREAS, an RFP was administered (RFP No. 04-0016) and one proposal was

received; and,



WHEREAS, the proposal submitted by Columbus Trophy and Screen Printing met all

proposal requirements and is deemed responsive to the RFP.



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

two additional twelve-month periods. The 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 execute a contract for

souvenir vending services with Columbus Trophy and Screen Printing. The City?s

portion of the proceeds will be deposited in the Government Wide Revenue,

Revenue - South Commons-Softball Complex; 0101-099-1999-REVN-4680.

_________________________________________



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. _____



A RESOLUTION AUTHORIZING THE PURCHASE OF TURFACE MVP AT $6.50 PER 50LB

BAG; AND TURFACE QUICK DRY AT $6.75 PER 50LB BAG FROM KELLY SEED COMPANY, LLC,

ON AN "AS NEEDED"BASIS.



WHEREAS, the Park Services Division of Parks and Recreation will use

the ball field conditioner to absorb moisture on the ball fields, usually after

it has rained and specifically, to get ball fields ready for play during

tournaments; and,



WHEREAS, the amount of ball field conditioner to be purchased will be

strictly determined by the weather. The contract period shall be for one (1)

year, with the option to renew for two (2) additional twelve-month periods.



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

FOLLOWS:



That the City Manager is hereby authorized to purchase Turface MVP at

$6.50 per 50lb bag; and Turface Quick Dry at $6.75 per 50lb bag from Kelly Seed

Company, LLC, on an "as needed" basis. Funds are budgeted each fiscal year for

this ongoing expense, Parks and Recreation - Parks Services - Grounds

Maintenance and Horticulture/Landscaping Supplies; 0101-270-2100-PSRV-6576 and

0101-270-2100-PSRV-6727.

_________________________________________



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 Poydasheff, Mayor



?ITEM C?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF PROTECTIVE FIRE CLOTHING FROM NAFECO

FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $26,052.30.



WHEREAS, the contracted vendor will provide protective fire clothing on an ?as

needed basis; and,



WHEREAS, the contract term is for a one year period with the option to

renew for two additional twelve month periods. The 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 protective fire clothing

on an ?as needed basis? from NAFECO for the estimated annual contract value of

$26,052.30. Funds are budgeted each fiscal year for this ongoing expense; Fire

& EMS; Logistics/Support - Uniforms; 0101-410-3610-LOGI-6781.

______________________________



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 PAYMENT TO GEORGIA DEPARTMENT OF NATURAL

RESOURCES FOR STATE MANDATED SOLID WASTE DISPOSAL FEES IN THE AMOUNT OF

$45,336.88.



WHEREAS, Fees for municipalities are based on the solid waste disposal

records submitted to the Department of Natural Resources by the respective

municipalities. Columbus Consolidated Government reported a total of 80,523.24

tons of solid waste was disposed of between January 1, 2003 and December 31,

2003.



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

FOLLOWS:



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

Department of Natural Resources for state mandated solid waste disposal fees in

the amount of $45,336.88. Funds are budgeted in FY04 Budget, Public Services,

Pine Grove Landfill ? State Mandated Waste Dump Fees; 0207-260-3560-PGRO-9208.



_________________________________________





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





DATE: April 20, 2004



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





April 28, 2004



1. Message Board ? PQ No. 04-00018

Scope of Quote

Provide one (1) Alpha 9200c message board with Ethernet option and one

(1) Alpha Net Plus Software. The message board will be mounted at the

Government Center and used to provide information about Columbus Consolidated

events.



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 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