Columbus, Georgia

Agenda Item # 6





Columbus Consolidated Government

Council Meeting



May 6, 2003





Agenda Report # 58



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) PLUMBING SUPPLIES (ANNUAL CONTRACT) - BID NO. 03-0087



It is requested that Council approve the purchase of plumbing supplies from

West Georgia Plumbing Supply, on an ?as needed? basis, for the estimated annual

contract value of $93,685.90. Plumbing supplies will be used for maintenance

and installation at city facilities.



The initial contract period shall be for one year, with the option to renew for

two additional twelve-month periods. Contract renewals will be contingent upon

the mutual agreement of the City and the Contractor.



Twenty-six bid invitations were mailed; three bids were received April 2,

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



West Georgia Plumbing Supply (Columbus, GA) $93,685.90

Hughes Supply, Inc. (Columbus, GA) 48,014.24*

Industrial 1 Supply Co. (Columbus, GA) 140,555.81*



*Hughes Supply and Industrial 1 Supply Co. did not bid on all line items.



Funds are budgeted each fiscal year for this on-going expense. Public

Services, Other Maintenance/Repairs ? Building Maintenance ? Parks &

Recreation; Building Maintenance- Public Services; Building Maintenance ?

General Government; 0101-260-3710-REPA-6527, 6528, 6529.



* * * * * *



(B) CARPET (ROLL & TILE) & INSTALLATION (ANNUAL CONTRACT) ? BID 02-0072



It is requested that Council approve the purchase of Roll Carpet from Huckaby

Brothers Floor Covering, Inc., and rescind Resolution No. 79-02 which awarded

the Roll Carpet contract to Norman Storey Floor Covering. Norman & Storey

Floor Covering agreed to renew the contract for the second year at the existing

bid prices, via a letter dated January 10, 2003. However, the vendor later

documented, in a letter dated April 21, 2003, their desire to cancel the annual

contract on carpet and installation. Huckaby Brothers Floor Covering, Inc., is

already providing the Tile Carpet under this bid and has agreed to honor bid

prices for the Roll Carpet submitted January 25, 2002 for an estimated annual

amount of $15,000. The Roll Carpet will be purchased on an "as needed" basis.



The term of the contract shall be for the completion of the current year, which

began February 28, 2003, with an option to renew for one additional

twelve-month period. Contract renewal will be contingent upon the mutual

agreement of the City and the Contractor.



Funds will be available in each fiscal year for this on going expense for

various departments, Public Services ? Other Maintenance & Repairs ? General

Government Building, 0101-260-3710-REPA-6529; Capital Projects-General Fund

Supported ? General Construction ? Government Center Renovations,

0508-660-1000-CPGF-6561-22173020.



* * * * * *



(C) RE-ROOF COLUMBUS STOCKADE ? BID NO. 03-0050



It is requested that Council authorize the execution of a construction contract

with Lott Sheet Metal Contractors, Inc., in the amount of $51,797.00 for the

procurement of roofing services at the Columbus Stockade. The Contractor will

provide and install a new metal roof for the historic stockade prison.



Sixty-three bid invitations were mailed; five bids were received on April 23,

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



CONTRACTOR BID AMOUNT

Lott Sheet Metal Contractors (Columbus, GA) $51,797.00

1The Webb Construction Group (Phenix City, AL) 42,935.00

Calhoun Construction Company (Columbus, GA) 57,950.00

Roof Craft Systems (Centre, AL) 130,320.00

S. Garrett & Company (Carrollton, GA) 131,971.00



1The Webb Construction Group failed to include in their bid a copy of DBE

Attachment 2 and a Non-Collusion Affidavit; therefore, the contractor?s bid was

deemed incomplete. The Purchasing Division notified the contractor, in

writing, of the findings.



Funds are budgeted in FY03, Sheriff ? Muscogee County Jail, Building

Improvement; 0101-550-2600-JAIL-7663.



* * * * *



(D) TELEPHONE SYSTEM UPGRADE





Currently, the city pays $30,043 per month for Bell South Multi-serve phone

system. Under this request the total payment would increase to $32,043 which

includes new equipment and the new Centrex Digital Phone System.

It is requested that Council approve the purchase of the AVVID Digital

equipment in the amount of $18,370.00 per month for a five-year lease contract

which is a $2,000 increase over the current payment. The net effect of this

over a 5-year period is $120,000. At the end of the fifth year, the total

monthly payment will decrease by $18,370 to approximately $13,700 for a

monthly savings of $18,370. We would renew the current contract with BellSouth

for the next 10 year period to guarantee the current rate for the BellSouth

Multiserve phone system. The telephone system upgrade includes AVVID

IP/Telephony Cisco Phone Equipment, Installation Services, Software, Training

and Warranty.



As part of the on going effort of the CCG to continue to progress in

technology, and to reduce monthly operating costs by enhancing efficient

technology methods and systems, it has been determined that a migration to an

Internet Protocol (IP) Communications System would not only be cost effective,

but beneficial to the daily operations of the CCG. IP Communications, also

known as "convergence," refers to the integration of data, voice, and video

solutions onto a single, IP based network. Simply put the phone system and the

data system will both reside and function on the same network infrastructure.

This type of system will not only make the management of the phone system more

efficient, but will also include features such as IP/Voice Mail, Call Forward

if Busy, Call forward if No Answer, Directories of missed, placed, received

calls list stored on selected IP phones, Multiparty Conference, Music on Hold,

On-hook Dialing, Voice Mail Light Indicator on Hand Set and centralizing faxing

over the network.



Per the Procurement Ordinance, BellSouth/BSFS is considered an only known

source, because this is a migration and upgrade of the current phone system

already under a ten-year contract with BellSouth. Therefore, making them the

only company that can provide this upgrade.



Pending approval of the FY04 budget, funds are budgeted in the telephone

accounts (6621) of the various City departments; and Information

Technology-Telephone; 0101-210-1000-ISS-6621.



?ITEM A?



A RESOLUTION



NO._________





A RESOLUTION AUTHORIZING THE PURCHASE OF PLUMBING SUPPLIES FROM WEST GEORGIA

PLUMBING SUPPLY, ON AN ?AS NEEDED? BASIS, FOR THE ESTIMATED ANNUAL CONTRACT

VALUE OF $93,685.90.



WHEREAS, plumbing supplies will be used for maintenance and installation at

city facilities; and,



WHEREAS, the initial contract period shall 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 plumbing supplies from

West Georgia Plumbing Supply, on an ?as needed basis,? for the estimated annual

contract value of $93,685.90. Funds are budgeted each fiscal year for this

on-going expense. Public Services , Other Maintenance/Repairs ? Building

Maintenance ? Parks & Recreation; Building Maintenance- Public Services;

Building Maintenance ? General Government; 0101-260-3710-REPA-6527, 6528, 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 Poydasheff, Mayor

?ITEM B?



A RESOLUTION



NO.____________



A RESOLUTION AUTHORIZING THE PURCHASE AND INSTALLATION OF ROLL CARPET ON AN ?AS

NEEDED? BASIS, FROM HUCKABY BROTHERS FLOOR COVERING, INC., FOR THE ESTIMATED

ANNUAL CONTRACT VALUE OF $15,000.00; AND RESCIND RESOLUTION NO. 79-02 WHICH

AWARDED THE CONTRACT FOR ROLL CARPET TO NORMAN & STOREY FLOOR COVERING.



WHEREAS, Norman & Storey Floor Covering agreed to renew the contract

for the second year at the existing bid prices, via a letter dated January 10,

2003. However, the vendor later documented, in a letter dated April 21, 2003,

their desire to cancel the annual contract on carpet and installation.

Consequently, the resolution awarding the roll carpet and installation must be

rescinded; and,



WHEREAS, Huckaby Brothers Floor Covering, Inc., is already providing

the Tile Carpet under this bid and has agreed to honor bid prices for the Roll

Carpet submitted January 25, 2002; and,



WHEREAS, the term of the contract shall be for the completion of the

current year, which began February 28, 2003, with an option to renew for one

additional twelve-month period. 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:



Resolution No 79-02 for Roll Carpet and Installation is hereby

rescinded.



That the City Manager is hereby authorized to purchase roll carpet on

an ?as needed? basis from Huckaby Brothers Floor Covering, Inc., for the

estimated annual contract value of $15,000. Funds will be available in each

fiscal year for this on going expense for various departments, Public Services

? Other Maintenance & Repairs ? General Government Building;

0101-260-3710-REPA-6529; Capital Projects, General Fund Supported ? General

Construction ? Government Center Renovations; 0508-660-1000-CPGF-6561-22173020.

______________________________



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 EXECUTION OF A CONSTRUCTION CONTRACT WITH LOTT

SHEET METAL CONTRACTORS INC., IN THE AMOUNT OF $51,797.00 FOR THE PROCUREMENT

OF ROOFING SERVICES AT THE COLUMBUS STOCKADE.



WHEREAS, The Contractor will provide and install a new metal roof for

the historic stockade prison.





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



That the City Manager is hereby authorized to execute a construction

contract with Lott Sheet Metal Contractors, Inc., in the amount of $51,797.00

for the procurement of roofing services at the Columbus Stockade. Funds are

budgeted in FY03, Sheriff ? Muscogee County Jail, Building Improvement;

0101-550-2600-JAIL-7663.



_________________________________________



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 D?



A RESOLUTION



NO.___________



A RESOLUTION AUTHORIZING THE PURCHASE OF A TELEPHONE SYSTEM UPGRADE FROM

BELLSOUTH/BSFS IN THE AMOUNT OF $18,370.00 PER MONTH FOR A FIVE-YEAR LEASE

CONTRACT; AND RENEW THE CURRENT CONTRACT WITH BELLSOUTH FOR THE NEXT 10 YEAR

PERIOD TO GUARANTEE THE CURRENT RATE FOR THE BELLSOUTH MULTISERVE PHONE

SYSTEM.



WHEREAS, the telephone system upgrade includes AVVID IP/Telephony Cisco

Phone Equipment, Installation Services, Software, Training and Warranty; and,



WHEREAS, As part of the on going effort of the CCG to continue to

progress in technology, and to reduce monthly operating costs by enhancing

efficient technology methods and systems, it has been determined that a

migration to an Internet Protocol (IP) Communications System would not only be

cost effective, but beneficial to the daily operations of the CCG. IP

Communications, also known as "convergence," refers to the integration of data,

voice, and video solutions onto a single, IP based network. Simply put the

phone system and the data system will both reside and function on the same

network infrastructure; and,



WHEREAS, Per the Procurement Ordinance, BellSouth/BSFS is considered an

only known source, because this is a migration and upgrade of the current phone

system already under a ten-year contract with BellSouth. Therefore, making

them the only company that can provide this upgrade.



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



That the City Manager is hereby authorized to a telephone system

upgrade from BellSouth/BSFS in the amount of $18,370.00 per month for a

five-year lease contract; and renew the current contract with BellSouth for the

next 10 year period to guarantee the current rate for the BellSouth Multiserve

phone system. Pending approval of the FY04 budget, funds are budgeted in the

telephone accounts (6621) of the various City departments; Information

Technology-Telephone; 101-210-1000-ISS-6621.

______________________________



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





DATE: May 6, 2003



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





May 7, 2003

1. Heavy Truck Cab and Chassis ? Bid No. 03-0095

Scope of Bid

To provide a Heavy Truck Cab and Chassis to be used by the Street Improvement

Division of the Public Services Department.





May 16, 2003

1. 30 Ft Low Floor Clean Diesel Transit Bus ? Bid No. 03-0067

Scope of Bid

Provide a 30 Ft Low Floor Clean Diesel Transit Bus to be used by the METRA

Transit System.



2. Time Synchronization System ? RFP No. 03-0028

Scope of RFP

Provide and install a Clock Synchronization System for the Columbus Public

Safety/911 Emergency Communications Center. The City will only consider

specifically designed and engineered ?Emergency Communications Workstation

Systems?.





May 21, 2003

1. Engineering and Design Services for Landfill Gas Control and Collection

System ? RFP No. 03-0029

Provide engineering services for the design of a landfill gas collection and

control system for Pine Grove Municipal Solid Waste Landfill (MSW) and the

installation of gas collection wells in Phase 1, Cells A & B with flare

stations. The design must provide for the installation of gas collection wells

in Phase 1, Cells A & B with flare station.