Columbus, Georgia

Agenda Item #__4__





Columbus Consolidated Government

Council Meeting



August 30, 2005



Agenda Report #_25_





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) GEOTECHNICAL ENVIRONMENTAL TESTING SERVICES (ANNUAL CONTRACT) ? RFB NO.

05-0015



It is requested that Council approve the contract with QORE Property Sciences,

Inc., and GEC, Inc., for Geotechnical Environmental Testing Services on an ?as

needed basis? for the Engineering Department for soil and construction material

testing for the development or design of various construction projects. These

services consist of providing the City with the necessary personnel, equipment

and laboratory testing for the geotechnical-environmental areas of soil,

concrete, asphalt, aggregates, brick, block, mortar and soil-cement.



Services include, but are not limited to, the following: soil sampling, sample

preparation, testing for strength of concrete cylinders, gravity and absorption

of coarse aggregates, asphalt mix verification, compaction testing, design of

base and pavement sections, asphalt mixes, and asbestos surveys to determine if

the threshold amounts (as set forth by ASHARA and/or NESHAP Asbestos

Regulations) are exceeded, etc.



Firms shall provide all Engineering reports that require a Professional

Engineer or Geologist?s review and comments shall be made available to the City

via e-mail, letter or fax, within seven (7) days from the completion of the

test procedures.



The term of this contract shall be for three years, 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.



Request for proposal invitations were mailed to fifty-seven vendors and the RFP

has been advertised. Proposals were received March 25, 2005 from the following

seven (7) offerors:



QORE Property Sciences (Duluth, GA)

GEC (Columbus, GA)

PSI (Kennesaw, GA)

S & ME (Kennesaw, GA)

Building & Earth Sciences (Columbus, GA)

ATC Associates (Marietta, GA)

Gallet & Associates (Marietta, GA)



The proposals were reviewed by the Evaluation Committee members, which

consisted of representatives from the Engineering Department, Community

Reinvestment Division, Traffic Engineering Division and Department of Public

Services. The City?s Procurement Ordinance authorizes the use of the Request

for Proposal process for the procurement of Equipment, Supplies or Professional

Services per Article 3-111, Architecture/Engineering and Land Surveying

Services. This process insures the City obtains the most qualified offeror for

the services required. 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,

negotiations will begin with the next responsive offeror. Evaluation results

and cost information have been presented to the City Manager in a separate

memo.



Funding will be allocated in the budget for specific projects through the CIP,

1999 SPLOST, Bond, etc.



* * * * * *



(B) RISK MANAGEMENT SETTLEMENT



It is requested that Council authorize payment to Fire Star Credit Union on

behalf of Terrance Hamilton in the amount of $15,425.00. The claim resulted

from an accident with a Fire/EMS vehicle and a private owned vehicle.



Funds are available in the FY06 Budget, Risk Management, Uninsured Losses ?

Vehicle; 0860-130-3830-RISK-6842.01.



* * * * * *



(C) GMA MEMBERSHIP DUES



It is requested that Council approve payment to the Georgia Municipal

Association (GMA) in the amount of $30,982.77 for 2005 - 2006 membership dues

for the City of Columbus, Georgia. GMA is a voluntary, non-profit organization

that provides legislative advocacy, education, employee benefit and technical

consulting services to its members.



Funds are budgeted in the FY06 Budget, City Council - Membership Dues and Fees,

0101-100-1000-CNCL-6657.

* * * * * *



(D) SWIPE CARD VENDING MACHINE ? RFB NO. 05-0073



It is requested that Council authorize the purchase of a swipe card vending

machine, from GFI Genfare (Elk Grove Village, IL), in the amount of $74,241.00.

The equipment will enable passengers to purchase bus fare without having exact

change. The swipe card vending machine must be compatible with the existing

CentsABill swipe cards and farebox system, both of which are manufactured by

GFI Genfare.



Ten bid invitations were mailed; one bid response was received, from GFI

Genfare, on June 22, 2005. This bid has been advertised opened and reviewed.



Funds are budgeted in FY06 Budget, Transportation Fund ? FTA, Capital

Expenditures over $5000; 0751-610-2400-MFTA-7761 (City 10%; State 10%; Federal

80%).



* * * * * *



(E) RISK MANAGEMENT SETTLEMENT



It is requested that Council authorize payment to Onyx Acceptance Corp in the

amount of $15,625.00 for property damage. The claim resulted from an accident

involving a METRA bus and a private owned vehicle.



Funds are available in the FY06 Budget, Risk Management, Uninsured Losses ?

Vehicle; 0860-130-3830-RISK-6842.01.



* * * * * *



(F) PURCHASE OF HYDRAULIC EXCAVATOR



It is requested that Council approve the purchase of a hydraulic excavator from

Tractor & Equipment Company (Columbus, GA), in the amount of $208,697.00. The

hydraulic excavator is a replacement unit, and will be used by the Public

Services Department at closed landfills and new landfills for new phase

development and EPD compliance pertaining to daily cover.



On September 21, 2004 Council approved the purchase of a hydraulic excavator

from Tractor & Equipment Company, per Resolution No. 298-04, Bid No.05-0017.

The bid specifications required vendors to submit a bid price for future

purchases during the FY06 Budget year. The vendor submitted a bid price of

$208,697.00, per unit, for future FY06 purchases; and has provided written

confirmation to honor the bid price.



Funds are budgeted in the FY06 budget, Paving Fund ? Public Services ? Street

Improvements ? Off Road Equipment; 0203-260-2100-7725.





?ITEM A?



A RESOLUTION



NO. ________



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH QORE PROPERTY

SCIENCES, INC., AND GEC, INC., TO PROVIDE GEOTECHNICAL ENVIRONMENTAL TESTING

SERVICES ON AN ?AS NEEDED BASIS?.



WHEREAS, an RFP was administered (RFP No. 05-0015) and seven proposals

were received; and,



WHEREAS, the proposal submitted by QORE Property Sciences, Inc., and

GEC, Inc., met all proposal requirements and were evaluated most responsive to

the RFP; and,



WHEREAS, the initial term of the contract shall be for three years,

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

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 execute a contract with

QORE Property Sciences, Inc., and GEC, Inc., to provide Geotechnical

Environmental Testing Services on an ?as needed basis?. Funding will be

allocated in the budget for specific projects through the CIP, 1999 SPLOST,

Bond, etc.

_____________________________



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

__________ day of

____________________, 2005 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 PAYMENT TO FIVE STAR CREDIT UNION ON BEHALF OF

TORRANCE HAMILTON IN THE AMOUNT OF $15,425.00 FOR RISK MANAGEMENT SETTLEMENT.



WHEREAS, the claim resulted from an accident with a Fire/EMS vehicle and a

private owned vehicle.



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



That the City Manager is hereby authorized to make payment to Five Star

Credit Union on behalf of Torrance Hamilton in the amount of $15,425.00.

Funds are available in the FY06 Budget, Risk Management, Uninsured Losses ?

Vehicle; 0860-130-3830-RISK-6842.01.

_____________________________



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

held the __________ day of

____________________, 2005 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 C?



A RESOLUTION



NO. ________



A RESOLUTION AUTHORIZING PAYMENT FOR 2005 - 2006 MEMBERSHIP DUES TO THE GEORGIA

MUNICIPAL ASSOCIATION IN THE AMOUNT OF $30,982.77.



WHEREAS, membership dues are for the City of Columbus, Georgia; and,



WHEREAS, GMA is a voluntary, non-profit organization that provides legislative

advocacy, educational, employee benefit and technical consulting services to

its members.



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



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

Municipal Association in the amount of $30,982.77 for 2005 - 2006 membership

dues for the City of Columbus, Georgia. Funds are budgeted in the FY06 Budget,

City Council - Membership Dues and Fees, 0101-100-1000-CNCL-6657.

____________________________



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

held the __________ day of

____________________, 2005 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 SWIPE CARD VENDING MACHINE FROM GFI

GENFARE (ELK GROVE VILLAGE, IL) IN THE AMOUNT OF $74,241.00.



WHEREAS, GFI Genfare will install the swipe card vending machine at Metra

Transfer Station. The equipment will enable passengers to purchase bus fare

without having exact change, and;



WHEREAS, The swipe card vending machine must be compatible with the existing

CentsABill swipe cards and farebox system, both of which are manufactured by

GFI Genfare.



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



That the City Manager is hereby authorized to purchase a swipe card vending

machine, from GFI Genfare (Elk Grove Village, IL), in the amount of

$74,241.00. Funds are budgeted in FY06 Budget, Transportation Fund ? FTA,

Capital Expenditures over $5000; 0751-610-2400-MFTA-7761 (City 10%; State 10%;

Federal 80%).

_____________________________



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

the _________ day of ____________, 2005 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 PAYMENT TO ONYX ACCEPTANCE CORP IN THE AMOUNT OF

$15,625.00 FOR RISK MANAGEMENT SETTLEMENT.



WHEREAS, the claim resulted from an accident involving a METRA bus and a

private owned vehicle.



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



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

Acceptance Corp in the amount of $15,625.00. Funds are available in the FY06

Budget, Risk Management, Uninsured Losses ? Vehicle; 0860-130-3830-RISK-6842.01.

_____________________________



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

the _________ day of ____________, 2005 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 F?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) HYDRAULIC EXCAVATOR

FROM TRACTOR & EQUIPMENT COMPANY IN THE AMOUNT OF $208,697.00.



WHEREAS, the hydraulic excavator is a replacement unit, and will be used by the

Public Services Department at closed landfills and new landfills for new phase

development and EPD compliance pertaining to daily cover; and,



WHEREAS, On September 21, 2004 Council approved the purchase of a hydraulic

excavator from Tractor & Equipment Company, per Resolution No. 298-04, Bid

No.05-0017. The bid specifications required vendors to submit a bid price for

future purchases during the FY06 Budget year. The vendor submitted a bid price

of $208,697.00, per unit, for future FY06 purchases; and has provided written

confirmation to honor the bid price.





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



That the City Manager is hereby authorized to purchase one (1)

hydraulic excavator from Tractor & Equipment Company in the amount of

$208,697.00. Funds are budgeted in FY06 Budget, , Paving Fund ? Public

Services ? Street Improvements ? Off Road Equipment; 0203-260-2100-7725.

______________________________



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

___________ day of ____________, 2005 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: August 30, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





August 31, 2005

1. Flood Abatement Project - 12th Avenue System ? RFB No. 05-0067

Scope of Bid

The project consists of sewer and water system improvements including but not

limited to: approximately 2,200 feet of 48-inch reinforced concrete gravity

sewer, 1,200 feet of 42-inch reinforced concrete gravity sewer, 300 feet of

42-inch ductile iron pipe gravity sewer, 20 manholes, reconnection of sewer

service lateral and storm drain connections, approximately 3,100 feet of 6 to

12-inch ductile iron water main, valves, hydrants, service reconnections,

erosion and sedimentation control, and miscellaneous accessories.



2. Inmate Supplies (Annual Contract) ? RFB No. 06-0004

Scope of Bid

Provide inmate clothing, mattresses, mattress covers, linen,

toiletries, and dinnerware to the Consolidated Government of Columbus, Georgia

(the City) on an ?as needed? basis. Inmates at Muscogee County Prison and

Muscogee County Jail will use the items. The contract period will be for two

years with the option to renew for three additional twelve-month periods.



3. Body Armor (Annual Contract) ? RFB No. 06-0006

Scope of Bid

Provide soft body armor for the Public Safety Officers to include the

Police, Marshal and Sheriff Department of the Columbus Consolidated Government

on an ?as needed basis?. The contract period will be for two (2) years with

the option to renew for three (3) additional twelve-month periods.



4. Ready Mix Cement (Annual Contract) ? RFB No. 06-0007

Scope of Bid

Provide approximately one hundred cubic yards of ready mix cement on as

an ?as needed? basis? to be used by the Public Services Department of the

Columbus Consolidated Government. The contract period will be for two (2)

years with the option to renew for three (3) additional twelve-month periods.



September 2, 2005

1. Business Licensing and Occupational Tax Software ? RFP No. 05-0023

Scope of RFP

Columbus Consolidated Government (the City) desires to purchase software for

business licensing and occupational tax. The software will be utilized by the

Finance Department, Revenue Division, to improve the quality and timeliness of

the licensing and taxing processes while maintaining the integrity, quality,

and probity of the City?s licensing services.



September 7, 2005

1. Paper Products & Related Supplies for Columbus Civic Center (Annual

Contract) ? RFB No. 06-0003

Scope of Bid

Provide paper products and related supplies on an ?as needed basis? for the

Columbus Civic Center. The contract term shall be for two years, with the

option to renew for three additional twelve-month periods. Contract renewal

will be contingent upon the mutual agreement of the City and the Contractor.



September 9, 2005

1. Pre-Qualification for Construction of Pine Grove Municipal Solid Waste

Landfill Phase III, Cells 3A, 3B, 3C, 3D, 3E and 3F ? RFQ No. 06-0001

Scope of RFQ

The project consists of the following major elements: approximately 260,000

cubic yards of cut material; placement of 24-inch thick liner base with

permeability not to exceed 1x10?7 cm/sec, and placement of either a 24-inch

thick leachate collection layer with a permeability no less than 1 x 10??

cm/sec or placement of geonet and 24-inches of a soil layer with no specified

permeability? a 60 mil HDPE geomembrane liner over 14 acres; the construction

of 1,400 feet of 24-foot gravel access road; construction of a sediment basin;

installation of erosion control devices; installation of under drain and

leachate collection piping; and leachate pump station and force main.



September 14, 2005

1. Recycling Trucks ? RFB No. 06-0008

Scope of RFB

Provide two (2) recycling collection trucks with mounted Kann Trough

Loader body (or equal) to be used by the Recycling Division.



2. Hydraulic Trash Loaders ? RFB No. 06-0009

Scope of RFB

Provide two (2) hydraulic trash loaders to be used by the Integrated

Waste Division of the Public Services Department. The specifications were

written around the Peterson ?Lightning Loader? and the Holmac Pac-Mac? for the

following reasons: These models are currently in the City?s Fleet. Mechanics

and operators are trained and familiar with these models.



3. Crawler Tractor ? RFB No. 06-0010

Scope of RFB

Provide one (1) Caterpillar D7R Series II with Waste Disposal Package

(or equal) to be used by the Landfill Division of the Public Services

Department.



4. Multi-Launchers & Munitions ? RFB No. 06-0012

Scope of RFB

Provide four 37-mm Multi-Launchers fixed stock and munitions, which includes

foam baton, O.C. powder projectiles, O.C. liquid barricade penetrating

projectiles, white smoke and percussion caps. The items will be used by the

Muscogee County Sheriff Department.



September 16, 2005

1. Refuse Bodies ? RFB No. 06-0001

Scope of RFP

The Columbus Consolidated Government (the City) desires to select a qualified

vendor to provide three (3) refuse collection bodies to be used by the Solid

Waste Collection Division of the Public Services Department. The cab and

chassis will be bid at a later date.