Columbus, Georgia

Agenda Item #__5__





Columbus Consolidated Government

Council Meeting



August 16, 2005



Agenda Report #__19__





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department

_________________________________________________________



(A) PURCHASE OF LANDFILL COMPACTOR



It is requested that Council approve the purchase of a landfill compactor from

Al-Jon, Inc., (Ottumwa, IA) in the amount of $425,000.00, less buy-back

trade-in allowance of $110,000.00, for a grand total purchase cost of

$315,000.00. Council approval is also requested for the acceptance of Al-Jon?s

offer of a $110,000.00 guaranteed trade-in allowance toward the purchase of a

new landfill compactor within the next 5 years or at 7,500 operating hours,

whichever comes first. The landfill compactor will be used at the Pine Grove

Landfill for waste management.



In November 2000 Council approved the purchase of a landfill compactor from

Al-Jon, Inc., per Resolution No. 532-00 (Bid No. 01-0033). The bid

specifications required vendors to submit a guaranteed buy-back trade-in

allowance toward the purchase of a new compactor within five years or at 10,000

hours of use, whichever came first. Al-Jon has agreed to honor their bid of a

guaranteed buy back trade-in allowance, for the unit purchased in 2000, in the

amount of $110,000.00 to be deducted from the purchase amount for a new

landfill compactor.



Funds are budgeted in the FY06 budget, Integrated Waste Management Fund ?

Public Services ? Pine Grove Landfill ? Off Road Equipment;

0207-260-3560-PGRO-7725.



* * * * * * * *



(B) PURCHASE OF TWO STREET SWEEPERS



It is requested that Council approve the purchase of two (2) street sweepers

from Tractor & Equipment Company (Columbus, GA), in the amount of $232,988.00

($116,494.00 each). These replacement units will be used, by the Public

Services Department, to clean the interstate, streets and City owned parking

lots throughout the City, as well as, help rainwater flow by removing leaves

and debris from curbs and gutters.



On April 5, 2005 Council approved the purchase of a street sweeper from Tractor

& Equipment Company, per Resolution No. 211-05, Bid No.05-0053. 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 $119,577.00,

per unit, for future FY06 purchases. However, rather than charge $119,577.00

per unit, the vendor has offered to sell the two units to the City at the FY05

bid price, plus the actual cost increase for the cab and chassis ($114,740.00

each, plus the price increase of $1,754.00); which equals a total unit cost of

$116,494.00.



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

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



* * * * * * *



(C) LABORATORY SERVICES - (ANNUAL CONTRACT) - RFP NO. 05-0021



It is requested that Council approve the annual contract for laboratory

services from Columbus Water Works. The laboratory services will be utilized

by the Storm Water Management Division to test water samples. CCG has a

Municipal Storm Water Discharge permit issued by Georgia EPD. As a condition

of that permit, the City is required to collect and analyze wet and dry weather

samples in our creeks and at storm sewer outfalls. This sampling is a federal

and state mandate.



The term of the contract period shall be for three years, with the option to

renew for two (2) additional twelve (12) month periods. Contract renewal is

contingent upon the mutual agreement of the contractor and the City.



Request for proposals invitations were mailed to forty-eight vendors and the

RFP has been advertised. Proposals were received, May 20, 2005, from the

following offerors:



Columbus Water Works (Columbus, GA)

Severn Trent (Savannah, GA)

Harbor Branch Environmental Laboratory (Fort Pierce, FL)

EMSL Analytical Inc. (Westmount, NJ)



Proposals were reviewed by the Evaluation Committee members which consisted of

representatives from the Engineering Department. During the evaluation process

Columbus Water Works was deemed most responsive to the RFP. The RFP process is

governed by the City?s Procurement Ordinance Article 3-110, Competitive Sealed

Proposals for Equipment, Supplies or Professional services. 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 proposed costs have been submitted to the City

Manager in a separate memo for information purposes.



Funds will be budgeted each fiscal year for this ongoing service. Sewer Fund

Supported, Engineering, Storm Water-Contractual Services,

0202-250-2600-STRM-6319.





* * * * * *



(D) CHANGE ORDER FOR LIBRARY CONSTRUCTION



It is requested that Council authorize the execution of Change Order No. 7 with

Batson Cook Company, in the amount of $66,738.68, for the library construction

project. Per Resolution No. 72-03, dated February 11, 2003, Council authorized

a contract with Batson Cook Company for construction of the Library.



Change Order No. 7 consists of acoustical panels, allowance closeouts, and an

allowance addition. The allowances are used to cover a particular scope of

work that is difficult to define until the work is completed. The Furniture,

Fixtures & Equipment (FF&E), Dedicatory Plaque, and Lighting Allowances are

items that were either designed for the project or essential to its operation.

Since all work related to these allowances is now completed, the allowances are

being "closed," and adjustments are being made to Batson-Cook's contract based

on verification and finalization of the costs. For the FF&E and Dedicatory

Plaque Allowances, the amounts expended exceeded the amounts allocated for the

items; therefore the balance is owed to Batson-Cook. For the Lighting

Allowance, the amount expended is less than the amount allocated for the item,

which resulted in a credit to the project contract.



The Rotunda Handrail Allowance is being opened in response to a life-safety

issue that was discovered after the Library opened. Although the handrail

around the 2nd floor rotunda opening was built to satisfy all applicable codes,

and although all inspections of the handrail were satisfactory, the design

presented an unforeseeable condition that allowed children to climb up the

handrail, necessitating a modification to the handrail to alleviate the

condition. This is a critical life-safety issue, and the design for the

modification is currently underway.





Description Change Type Amount

Closeout FF&E allowance Allowance 29,921.00

Closeout Dedicatory Plaque Allowance Allowance 6,301.00

Closeout Lighting Allowance Allowance (8,910.00)

Add Cherry Trim for Acoustical Panels at Main Entrance Owner 9,426.68

Add Rotunda Handrail Allowance Owner 30,000.00

Total for Change Order No. 7 $66,738.68

Total Contract Amount, including previous change orders 23,484,938.20

Total Contract Amount, including Change Orders 1 ? 7 23,551,676.88







Funding is available in the FY06 Budget, General Obligations Sales Tax Bond

Series 2003 ? Library, General Construction; 0556-200-2451-CBA-7731-50500-2000C.





?ITEM A?



A RESOLUTION

NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF A LANDFILL COMPACTOR FROM AL-JON,

INC., (OTTUMWA, IA), IN THE AMOUNT OF $425,000.00, LESS BUY-BACK TRADE-IN

ALLOWANCE OF $110,000.00, FOR A GRAND TOTAL PURCHASE COST OF $315,000.00.

COUNCIL APPROVAL IS ALSO REQUESTED FOR THE ACCEPTANCE OF AL-JON?S OFFER OF A

$110,000.00 GUARANTEED TRADE-IN ALLOWANCE TOWARD THE PURCHASE OF A NEW LANDFILL

COMPACTOR WITHIN THE NEXT 5 YEARS OR AT 7,500 OPERATING HOURS, WHICHEVER COMES

FIRST.



WHEREAS, the landfill compactor will be used at the Pine Grove Landfill for

waste management; and,



WHEREAS, in November 2000 Council approved the purchase of a landfill compactor

from Al-Jon, Inc., per Resolution No. 532-00 (Bid No. 01-0033). The bid

specifications required vendors to submit a guaranteed buy-back trade-in

allowance toward the purchase of a new landfill compactor within five years or

at 10,000 hours of use, whichever came first. Al-Jon has agreed to honor their

bid of a guaranteed buy back trade-in allowance, for the unit purchased in

2000, in the amount of $110,000 to be deducted from the purchase amount for a

new landfill compactor.



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



That the City Manager is hereby authorized to purchase a landfill compactor

from Al-Jon, Inc., (Ottumwa, IA) in the amount of $425,000.00, less buy-back

trade-in allowance of $110,000.00, for a grand total purchase cost of

$315,000.00. The City Manager is also authorized to accept Al-Jon?s offer of a

$110,000.00 guaranteed trade-in allowance toward the purchase of a new landfill

compactor within the next 5 years or at 7,500 operating hours, whichever comes

first. Funds are budgeted in the FY06 budget, Integrated Waste Management Fund

? Public Services ? Pine Grove Landfill ? Off Road Equipment;

0207-260-3560-PGRO-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 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 TWO (2) STREET SWEEPERS FROM TRACTOR &

EQUIPMENT COMPANY (COLUMBUS, GA), IN THE AMOUNT OF $232,988.00 ($116,494.00

EACH).



WHEREAS, these replacement units will be used, by the Public Services

Department, to clean the interstate, streets and City owned parking lots

throughout the City, as well as, help rainwater flow by removing leaves and

debris from curbs and gutters; and,



WHEREAS, on April 5, 2005 Council approved the purchase of a street sweeper

from Tractor & Equipment Company, per Resolution No. 211-05, Bid No.05-0053.

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

$119,577.00, per unit, for future FY06 purchases. However, rather than charge

$119,577.00 per unit, the vendor has offered to sell the two units to the City

at the FY05 bid price, plus the actual cost increase for the cab and chassis

($114,740.00 each, plus the price increase of $1,754.00); which equals a total

unit cost of $116,494.00.



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



That the City Manager is hereby authorized to purchase two (2) street sweepers

from Tractor & Equipment Company (Columbus, GA), in the amount of $232,988.00

($116,494.00 each). Funds are budgeted in the FY06 budget, Paving Fund ?

Public Services ? Street Improvements ? Off Road Equipment;

0203-260-2100-STRT-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 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 TO APPROVE THE ANNUAL CONTRACT FOR LABORATORY SERVICES

FROM COLUMBUS WATER WORKS.



WHEREAS, the laboratory services will be utilized by the Storm Water Management

Division to test water samples. CCG has a Municipal Storm Water Discharge

permit issued by Georgia EPD. As a condition of that permit, the City is

required to collect and analyze wet and dry weather samples in our creeks and

at storm sewer outfalls. This sampling is a federal and state mandate.



WHEREAS, the term of contract period shall be for three years, with option to

renew for two (2) additional twelve (12) month periods.



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



That the City Manager is hereby authorized to enter into an annual contract for

laboratory services from Columbus Water Works. The term of contract shall be

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

periods. Funds will be budgeted each fiscal year for this ongoing service.

Sewer Fund Supported, Engineering, Storm Water-Contractual Services,

0202-250-2600-STRM-6319.

______________________________



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 EXECUTION OF CHANGE ORDER NO. 7 WITH

BATSON COOK COMPANY, IN THE AMOUNT OF $66,738.68, FOR THE LIBRARY CONSTRUCTION

PROJECT.



WHEREAS, per Resolution No. 72-03, dated February 11, 2003, Council

authorized a contract with Batson Cook Company for construction of the Library;

and,



WHEREAS, Change Order No. 7 consists of the following:



Description Change Type Amount

Closeout FF&E allowance Allowance 29,921.00

Closeout Dedicatory Plaque Allowance Allowance 6,301.00

Closeout Lighting Allowance Allowance (8,910.00)

Add Cherry Trim for Acoustical Panels at Main Entrance Owner 9,426.68

Add Rotunda Handrail Allowance Owner 30,000.00

Total for Change Order No. 7 $66,738.68

Total Contract Amount, including previous change orders 23,484,938.20

Total Contract Amount, including Change Orders 1 ? 7 23,551,676.88



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

FOLLOWS:



That the City Manager is hereby authorized to execute Change Order No.

7 with Batson Cook Company, in the amount of $66,738.68, for the library

construction project. Funding is available in the FY06 Budget, General

Obligations Sales Tax Bond Series 2003 ? Library, General Construction;

0556-200-2451-CBA-7731-50500-2000C.





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.



Council Allen voting __________.

Council Anthony voting __________.

Council Davis voting __________.

Council Henderson voting __________.

Council Hunter voting __________.

Council McDaniel voting __________.

Council Turner Pugh voting __________.

Council Rodgers voting __________.

Council Suber voting __________.

Council Woodson voting __________.



______________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor