Columbus, Georgia

Agenda Item # 3





Columbus Consolidated Government

Council Meeting





February 11, 2003





Agenda Report # 019



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) ROOF RENOVATIONS ? JAIL TOWER AND RECORDERS COURT ? BID NO. 03-0047



It is requested that Council authorize the execution of roofing contracts with

Columbus Roofing, Inc., in the amount of $107,119.00 and with Darton Roofing in

the amount of $92,577.00. Columbus Roofing, Inc., will provide and install a

fully adhered EPDM roofing system at the Jail Tower and Darton Roofing will

provide and install an SBS Modified Bitumen roofing system at Recorder?s Court.



Sixty-two bid invitations were mailed. A Mandatory Pre-Bid Conference/Site

Visit was held on December 18, 2002; two vendors attended the conference/site

visit. Two bids were received on January 13, 2003. This bid has been

advertised, opened and reviewed. The bidders were:



VENDOR JAIL

TOWER RECORDER?S COURT

Columbus Roofing, Inc. (Columbus, GA) $107,119.00 115,670.00

Darton Roofing (Fortson, GA) 112,342.00 $92,577.00





Funds are budgeted in FY03 Budget, Special Projects-Capital Projects Fund ?

Building Improvement, Roof Renovations-84 Jail Tower;

0508-660-1000-CPGF-7663-22200030.



(B) ENERGY PERFORMANCE CONTRACTING SERVICES (ANNUAL CONTRACT)

RFP NO. 03-0013



It is requested that Council approve the negotiations and final contract with

Southern Company Energy Solutions for Energy Performance Contracting Services.



The firm will provide comprehensive energy and water conservation, management

services and related capital improvement services for selected facilities.

These services and improvements shall be financed through a performance-based

contract, guaranteed savings at no initial capital cost to the City. The

services may include, but not limited to: an energy audit, design,

installation, modification, maintenance and repair of existing and new

equipment, which will reduce utility consumption with the heating, cooling and

ventilation system. Also the improvements will include, the lighting system,

water systems and other energy using devices. The facilities include: The

Government Center, Government Center Annex, Muscogee County Jail, Public Safety

Complex and Civic Center.



Contractor?s scope of work includes two options:

Option I

? Remove and dispose of two existing 500 ton chillers

? Provide and install two new hi-efficiency centrifugal chillers (500 tons each)

? Provide and install two new cooling towers and sand filter located on the

roof above the exiting cooling tower location

? Provide and install new condenser water piping from tower to chillers/pumps

? Provide and install new condenser water and chilled water pumps

? Provide all electrical connections required for above equipment

? Interlock new equipment with building control system



Option II

? Provide new central plant building located adjacent to existing building with

exterior to match the existing building exterior

? Provide and install two new hi-efficiency centrifugal chillers (500 tons

each) in new central plan building

? Provide and install two new cooling towers (500 tons each) and sand filter

located on the roof or (adjacent to) new central plant building

? Provide and install new condenser water piping from tower to chillers/pumps

? Provide and install new chilled water piping from new central plant to

building piping risers

? Provide and install new condenser water and chilled water pumps

? Provide new electrical service (off of existing meter) to serve the new

central plant building

? Interlock new equipment with building control system

? Provide all site work and underground plumbing required for new central plant

building



Due to the number of variable components included in the options, a definite

cost cannot be determined at this time. The options proposed are based on an

estimate, and may be different after negotiations are complete.

The term of this contract shall not exceed twelve (12) years in duration and is

subject to annual appropriations in accordance with Georgia Law Code Section

36-60-13. The duration of the contract will be mutually determined between the

City and the Contractor based on financial factors so that a zero or positive

net cash flow is realized by the City.



Request for proposals were mailed to fourteen vendors and the RFP has been

advertised. A Non-Mandatory Pre-Proposal Conference was held at 11:00 a.m.,

Friday, October 11, 2002; three vendors attended. Proposals were received

November 22, 2002 from the following three offerors:



Southern Company Energy Solutions (Atlanta, GA)

Siemens (Norcross, GA)

Johnson Controls (Roswell, GA)



Proposals were reviewed by the Evaluation Committee members, which consisted of

representatives from Public Services, Information Technology and Finance.

Evaluation Committee advisors, which are non-voting members, consisted of

representatives from Public Services and the City Manager?s Office. During the

evaluation process, Southern Company Energy Solutions was deemed most

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(s), 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.

The cost information and evaluation results have been submitted to the City

Manager in a separate memo for informational purposes.



Funds will be budgeted each fiscal year from the estimated annual savings of

proposed project.



* * * * * *



(C) LEGISLATIVE LIAISON SERVICES



It is requested that Council approve an agreement with Troutman, Sanders,

Public Affairs Group, LLC (Pete Robinson) for Legislative Liaison Services in

the amount of $24,000. Pursuant to Resolution Number 8-88, the Council has

recognized the need for an individual designated as a ?Legislative Liaison? to

assist in coordination of legislative efforts, defining legislative intent,

arranging joint meetings and planning further legislative goals. This is a

50/50 agreement with the Chamber of Commerce paying half and the City paying

half. The City?s share will be $12,000.



Funds are budgeted in the FY03 Budget, Non-Categorical ?

Promotional/Advertising Services; 0101-590-3000-NCAT-6317.



* * * * * *



(D) CONSTRUCTION OF MAIN LIBRARY AND SYSTEM HEADQUARTERS - RFP NO. 03-0017



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

with Batson-Cook Company for construction of the main library and system

headquarters. The recommended firm was approved by the Facilities Committee of

the Library Board on February 5, 2003 and by the Library Board on February 6,

2003.



Requests for proposals were mailed to two hundred fifteen vendors, and this RFP

has been advertised. A Non-Mandatory Pre-Proposal Conference was held on

December 16, 2002; twenty-three vendors attended the conference. Proposals

were received on January 7, 2003, from fifteen offerors:



Batson-Cook Company (West Point, GA)

Alcon Associates (Albany, GA)

The Austin Company (Alpharetta, GA)

Barton Malow/Wright Associates Company (Norcross & Columbus, GA)

Beck/Conner Joint Venture (Atlanta, GA)

Dawson Building Contractors (Rainbow City, AL)

Elkins Constructors (Jacksonville, GA)

The Facility Group (Smyrna, GA)

Freeman & Associates (Columbus, GA)

Hardin Construction Group (Atlanta, GA)

Hoar Construction (Birmingham, AL)

Holder Construction (Atlanta, GA)

Turner Construction (Atlanta,GA)

Winter Construction (Atlanta, GA)

Yates Construction (Marietta, GA)



Proposals were reviewed by the Evaluation Committee, which consisted of

representatives from the Columbus Library Board. Representatives from the

Chattahoochee Valley Regional Library System, Hecht Burdeshaw Johnson Kidd &

Clark, and Newton Aaron & Associates (Project Manager) served in advisory

capacities. On January 29, 2003, the four highest-rated firms made oral

presentations.



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, this contract must be

re-advertised. Evaluation results have been submitted to the City Manager in a

separate memo, for informational purposes.



Funds are budgeted in FY03 Budget, General Obligation Sales Tax Bond Series

2003 ? Library, General Construction; 0556-200-2451-TXLB-6561-50500000.



* * * * * *



(E) INNOVATED SPORTS EDUCATIONAL COMPONENT WORKSHOP (ANNUAL

CONTRACT) ? RFP NO. 03-0016



It is requested that Council approve the negotiations and final contract with

Renaissance for Innovated Sports Educational Component Workshops.



The firm will provide instructors to teach workshops that are designed to allow

Parks and Recreation the opportunity to further expand the concept of

specialized programs. The firm will provide introductory, skill developments,

intermediate and advanced level workshops based on the needs of the

participants at various Parks and Recreation locations.



Contractor shall meet or exceed the requirements stated below:

? Provide participants with safe, well-organized instruction, by qualified

professional instructors.

? Assist with marketing of classes, distribute flyers, conduct promotions and

provide written description of proposed classes sent by an established date for

the Parks and Recreations Department quarterly brochure.

? Provide all classes at the locations designated by Parks and Recreation.

? Provide workshops two to three hours in length for each topic.

? Classes must be evening sessions, with the exception that some workshops may

be held on Saturday mornings at locations designated by Parks & Recreation.



The term of this contract shall be for one 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.



Request for proposals were mailed to forty-seven vendors and the RFP has been

advertised. Proposals were received December 6, 2002 from the following two

offerors:



Renaissance (Columbus, GA)

A Way Out, Inc. (Columbus, GA)



Proposals were reviewed by the Evaluation Committee members, which consisted of

representatives from Parks and Recreation. During the evaluation process,

Renaissance was deemed most 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(s), 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. The cost information and evaluation results have been

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



The program will be funded each fiscal year for this on-going expense through

the youth services contractual line item in the Parks and Recreation Budget.

Parks & Recreation, Youth Activities ? Instructors Fee Based Program,

0101-270-3440-YOTH-6346.







?ITEM A?



A RESOLUTION



NO. ________





A RESOLUTION AUTHORIZING TO EXECUTE A ROOFING CONTRACTS WITH COLUMBUS

ROOFING, INC., IN THE AMOUNT OF $107,119.00 AND WITH DARTON ROOFING IN THE

AMOUNT OF $92,577.00.



WHEREAS, Columbus Roofing, Inc., will provide and install a full adhered EPDM

roofing system a the Jail Tower and Darton Roofing will provide and install an

SBS Modified Bitumen roofing system at Recorder?s Court.



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



That the City Manager is hereby authorized to execute roofing contracts with

Columbus Roofing, Inc., in the amount of $107,119.00 for roof renovations at

the Jail Tower, and with Darton Roofing in the amount of $92,577.00 for roof

renovations at Recorder?s Court. Funds are budgeted in FY03 Budget, Special

Projects-Capital Projects Fund ? Building Improvement, Roof Renovations-84 Jail

Tower; 0508-660-1000-CPGF-7663-22200030.



_________________________________________



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 TO NEGOTIATE A CONTRACT WITH SOUTHERN COMPANY ENERGY

SOLUTIONS FOR ENERGY PERFORMANCE CONTRACTING SERVICES.



WHEREAS, an RFP was administered (RFP No. 03-0013) and three proposals were

received; and,



WHEREAS, the proposals submitted by Southern Company Energy Solutions met all

proposal requirements and were evaluated most responsive to the RFP; and,



WHEREAS, the term of this contract shall not exceed twelve (12) years in

duration and is subject to annual appropriations in accordance with Georgia Law

Code Section 36-60-13. The duration of the contract will be mutually

determined between the City and the Contractor based on financial factors so

that a zero or positive net cash flow is realized by the City.



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



That the City Manager is hereby authorized to negotiate a contract with

Southern Company Energy Solutions for Energy Performance Contracting Services.

Funds will be budgeted each fiscal year from the estimated annual savings of

proposed project.



_________________________________________



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 C?





A RESOLUTION



No.__________





A RESOLUTION AUTHORIZING AN AGREEMENT WITH TROUTMAN, SANDERS, PUBLIC AFFAIRS

GROUP, LLC (PETE ROBINSON) FOR LEGISLATIVE LIAISON SERVICES IN THE AMOUNT OF

$24,000.



WHEREAS, pursuant to Resolution #8-88, the Council has recognized the need for

an individual designated as a ?Legislative Liaison? to assist in coordination

of legislative efforts, defining legislative intent, arranging joint meetings

and planning further legislative goals; and,



WHEREAS, this will be a 50/50 agreement with the Chamber of Commerce paying

half and the City?s share being $12,000.



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



That the City Manager is hereby authorized to enter into an agreement with

Troutman, Sanders, Public Affairs Group, LLC for legislative services in the

amount of $24,000. This will be a 50/50 agreement with the Chamber of

Commerce. The City?s share will be $12,000. Funds are budgeted in FY03

Budget, Non-Categorical ? Promotional/Advertising Services;

0101-590-3000-NCAT-6317.

_________________________________________



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 EXECUTION OF A NEGOTIATED CONTRACT WITH

BATSON-COOK COMPANY FOR THE CONSTRUCTION OF THE NEW MAIN LIBRARY AND SYSTEM

HEADQUARTERS.



WHEREAS, an RFP was administered (RFP No. 03-0017) and fifteen proposals were

received; and,



WHEREAS, the proposal submitted by Batson-Cook Company met all proposal

requirements and is deemed responsive to the RFP; and,



WHEREAS, The recommended firm was approved by the Facilities Committee

of the Library Board on February 5, 2003 and by the Library Board on February

6, 2003.



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



That the City Manager is hereby authorized to execute a negotiated contract

with Batson-Cook Company for the construction of the new main library and

system headquarters. Funds are budgeted in FY03 Budget, General Obligation

Sales Tax Bond Series 2003 ? Library, General Construction;

0556-200-2451-TXLB-6561-50500000.

_________________________________________



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 E?



A RESOLUTION



NO.___________



A RESOLUTION AUTHORIZING THE NEGOTIATION OF A CONTRACT WITH RENAISSANCE FOR

INNOVATED SPORTS EDUCATIONAL COMPONENT WORKSHOPS.



WHEREAS, an RFP was administered (RFP No. 03-0016) and two proposals were

received; and,



WHEREAS, the proposals submitted by Renaissance met all proposal requirements

and were evaluated most responsive to the RFP; and,



WHEREAS, the term of this contract 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 negotiate a contract with

Renaissance for Innovated Sports Educational Component Workshops for Parks &

Recreations. The program will be funded each fiscal year for this on-going

expense through the youth services contractual line item in the Parks and

Recreation Budget. Parks & Recreation, Youth Activities ? Instructors Fee

Based Program, 0101-270-3440-YOTH-6346.



_________________________________________



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