Columbus, Georgia

Agenda Item # 4





Columbus Consolidated Government

Council Meeting



December 13, 2005





Agenda Report # 73





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) OSCEOLA COURT-MUSCOGEE TECHNOLOGY PARK ? RFB NO. 06-0022



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

with Robinson Paving Company, in the amount of $525,352.50, for the

construction of Osceola Court in the Muscogee County Technology Park.



The contractor will be required to maintain public access to all residences and

businesses located within the project area. All work pertaining to the

construction project shall be performed in accordance with the State of

Georgia, Department of Transportation ? Standard Specifications, Construction

of Roads and Bridges, 1993 Edition or as amended.



Bid specifications were faxed to area construction companies that provide such

services, and specifications were posted on the City?s website. Three bid

responses were received on November 16, 2005. This bid has been advertised,

opened and reviewed. The bidders were:



CONTRACTOR TOTAL BID DBE PARTICIPATION

Robinson Paving Company

(Columbus, GA) $525,352.50 5.00%

Mc-Math Turner Construction

(Columbus, GA) 527,793.38 10.00%

Alexander Contracting Company (Columbus, GA) 546,056.01 3.40%



Funds are budgeted in FY06 Budget, 1999 Sales Tax Project Fund ? NFL

Improvements, Drainage/Street Improvements; 0540-695-2133-TXNF-7622-50601-20040.



* * * * * * *



(B) EMERGENCY PURCHASE OF HOT WATER HEATER



It is requested that Council approve payment for the emergency purchase of a

hot water heater, for the Muscogee County Jail, from Hajoca (Columbus, Georgia)

in the amount of $26,498.00.



On September 26, 2005, the City Manager approved the emergency purchase of a

600-gallon water heater to replace the inoperable water heater at the jail.

The old water heater burst and had to be replaced immediately as it is utilized

around the clock. To diminish the cost and length of time the water heater

would be down, the inoperable A.O. Smith water heater was replaced with a new

water heater by the same manufacturer, therefore, no new fittings were required

to be installed. Hajoca is the only known source for A.O. Smith Water Heaters

who could provide immediate service.



Funding is available in the FY06 Budget: Public Services ? Other

Maintenance/Repairs ? Building Maintenance/Public Safety-Muscogee County Jail;

0101-260-3710-REPA-6528.25.



* * * * * * *



(C) EMERGENCY CONSTRUCTION REPAIRS AT THE RIVERWALK



It is requested that Council approve payment to Gerald Brooks Construction

Company in the amount of $21,400.00, for emergency construction repairs

required at the Riverwalk.



Repair work was required at the Riverwalk Entrance at the West end of 10th

Street. Damage occurred at the Riverwalk when a citizen?s vehicle crashed

into existing brick columns, wall and metal railing. Additional repairs to

other areas of the Riverwalk were necessary to correct damage that occurred

during river flooding. Damaged sections of the Riverwalk included: dislodged

pre-cast concrete coping, obstructing pedestrian traffic; various sections of

dislodged brick veneer and damaged safety railings. The Riverwalk is a

pedestrian walkway used on a daily basis. Damaged concrete, brick and metal

railing components strewn along the walkway were considered hazardous to

pedestrians. Damaged areas were also subject to further damage upon

encountering another River flood. Therefore, the City Manager determined that

the situation warranted an emergency purchase of the repairs.



Gerald Brooks Construction Company was selected because the firm constructed

the last section of the Riverwalk and was knowledgeable about selecting the

correct materials and products to match the original specifications.



Funding is available in the FY06 Budget: General Fund Supported Capital

Projects ? Capital Expenditures Over $5,000 ? Riverwalk Flood Cleanup;

0508-660-1000-CPGF-7761-22209-20040-0.



* * * * * * *



(D) UPGRADE OF SECURITY MONITORING SYSTEM AT MUSCOGEE COUNTY PRISON



It is requested that Council approve the purchase of an upgrade for the

security monitoring system at Muscogee County Prison from South Western

Communications, Inc., (Decatur, Al) in the amount of $40,830.00.



The original security monitoring system was installed by South Western

Communications when the prison was built 10 years ago. The vendor also

repaired the system when the Prison experienced a lightening strike earlier

this year. However, due to the age and technology of the current system, it is

more cost effective at time to upgrade the existing system. The video screens

of the system are not working properly, and the video recording function has

not worked for some time. Currently, when officers are required to go on the

inmate floors, there is a possibility that the officer cannot be seen, because

the video screens may not be working. This presents a serious security issue

for the prison staff. The new system will include digital video recording,

multi-screen monitoring in the North and South Towers and camera replacements.

The purchase is considered an only known source because South Western installed

the original system.



Funding is available in the FY06 budget: Columbus Building Authority Series

2001 ? Communications Equipment ? Security/Safety Enhancements;

0553-200-2436-CBA-7733-40207-20010.



* * * * * * *



(E) COMPUTER ROOM COOLING EQUIPMENT ? RFB NO. 06-0029



It is requested that Council authorize the execution of a contract with Indoor

Solutions HVAC, Inc., in the amount of $37,044, to provide and install computer

room cooling equipment for the Information Technology Department. The vendor

will remove the existing water-cooled computer room unit, cooling tower and

centrifugal pump, and replace with new equipment. Additionally, the vendor

will provide temporary cooling during the removal of the old equipment and the

installation of the new equipment.



Nineteen bid invitations were faxed, and specifications were posted on the

City?s website. A Mandatory Pre-Bid Conference / Site Visit was held on

November 8, 2005; seven vendors attended. Two bid responses were received on

November 16, 2005. This bid has been advertised, opened and reviewed. The

bidders were:







VENDORS BID AMOUNT

Indoor Solutions HVAC, Inc.

(Columbus, GA) $37,044.00

Holbrook Service Company, Inc.

(Columbus, GA) 45,825.00



Funding is available from the FY06 Budget, Non-Categorical Expenses - Capital

Expenditures Over $5000; 0101-590-3000-NCAT-7761.



* * * * * * * *



(F) ELECTION SUPPORT SERVICES EXPENSES



It is requested that Council approve payment to Diebold (McKinney, TX) in the

amount of $27,601.49 for election support services expenses.



The services are needed to ensure the accurate operation of the voting system,

which includes Program & Printing, Logic & Accuracy, and Flash Memory cards.

Diebold Election Systems is the provider mandated by the State for the support

services. Therefore, the vendor is considered an only known source.



Funding is available in FY06 Budget; Boards and Commissions, Elections &

Registration ? Election Expenses; 0101-290-2000-ELCT-6355.



?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH ROBINSON

PAVING COMPANY, IN THE AMOUNT OF $525,352.50, FOR THE CONSTRUCTION OF OSCEOLA

COURT IN THE MUSCOGEE COUNTY TECHNOLOGY PARK.



WHEREAS, the contractor will be required to maintain public access to all

residences and businesses located within the project area. All work

pertaining to the construction project shall be performed in accordance with

the State of Georgia, Department of Transportation ? Standard Specifications,

Construction of Roads and Bridges, 1993 Edition or as amended.



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



That the City Manager is hereby authorized to execute a construction

contract with Robinson Paving Company, in the amount of $525,352.50, for the

construction of Osceola Court in the Muscogee County Technology Park. Funds

are budgeted in FY06 budget, 1999 Sales Tax Project Fund ? NFL Improvements,

Drainage/Street Improvements; 0540-695-2133-TXNF-7622-50601-20040.

____________________________________________



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 FOR THE EMERGENCY PURCHASE OF A HOT

WATER HEATER, FOR THE MUSCOGEE COUNTY JAIL, FROM HAJOCA (COLUMBUS, GEORGIA) IN

THE AMOUNT OF $26,498.00.



WHEREAS, on September 26, 2005, the City Manager approved the emergency

purchase of a 600-gallon water heater to replace the inoperable water heater at

the jail. The old water heater burst and had to be replaced immediately as it

is utilized around the clock. To diminish the cost and length of time the

water heater would be down, the inoperable A.O. Smith water heater was replaced

with a new water heater by the same manufacturer, therefore, no new fittings

were required to be installed. Hajoca is the only known source for A.O. Smith

Water Heaters who could provide immediate service.



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



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

(Columbus, Georgia) in the amount of $26,498.00 for the emergency purchase of a

hot water heater at the Muscogee County Jail. Funding is available in the FY06

Budget: Public Services ? Other Maintenance/Repairs ? Building

Maintenance/Public Safety-Muscogee County Jail; 0101-260-3710-REPA-6528.25.

______________________________



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 TO GERALD BROOKS CONSTRUCTION COMPANY,

IN THE AMOUNT OF $21,400.00, FOR EMERGENCY CONSTRUCTION REPAIRS REQUIRED AT THE

RIVERWALK.



WHEREAS, repair work was required at the Riverwalk Entrance at the West

end of 10th Street. Damage occurred at the Riverwalk when a citizen?s vehicle

crashed into existing brick columns, wall and metal railing. Additional

repairs to other areas of the Riverwalk were necessary to correct damage that

occurred during river flooding. Damaged sections of the Riverwalk included:

dislodged pre-cast concrete coping, obstructing pedestrian traffic; various

sections of dislodged brick veneer and damaged safety railings. The Riverwalk

is a pedestrian walkway used on a daily basis. Damaged concrete, brick and

metal railing components strewn along the walkway were considered hazardous to

pedestrians. Damaged areas were also subject to further damage upon

encountering another River flood. Therefore, the City Manager determined that

the situation warranted an emergency purchase of the repairs.



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



That the City Manager is hereby authorized to render payment to Gerald Brooks

Construction Company, in the amount of $21,400.00, for emergency construction

repairs required at the Riverwalk. Funding is available in the FY06 Budget:

General Fund Supported Capital Projects ? Capital Expenditures Over $5,000 ?

Riverwalk Flood Cleanup; 0508-660-1000-CPGF-7761-22209-20040-0.

______________________________



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 AN UPGRADE FOR THE SECURITY MONITORING

SYSTEM AT MUSCOGEE COUNTY PRISON FROM SOUTH WESTERN COMMUNICATIONS, INC.,

(DECATUR, AL) IN THE AMOUNT OF $40,830.00.



WHEREAS, the original security monitoring system was installed by South

Western Communications when the prison was built 10 years ago. The vendor also

repaired the system when the Prison experienced a lightening strike earlier

this year. However, due to the age and technology of the current system, it is

more cost effective at time to upgrade the existing system. The video screens

of the system are not working properly, and the video recording function has

not worked for some time. Currently, when officers are required to go on the

inmate floors, there is a possibility that the officer cannot be seen, because

the video screens may not be working. This presents a serious security issue

for the prison staff; and,



WHEREAS, the new system will include digital video recording,

multi-screen monitoring in the North and South Towers and camera replacements.

The purchase is considered an only known source because South Western installed

the original system.



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



That the City Manager is hereby authorized to purchase an upgrade for the

security monitoring system at Muscogee County Prison from South Western

Communications, Inc., (Decatur, Al) in the amount of $40,830.00. Funding is

available in the FY06 Budget: Columbus Building Authority Series 2001 ?

Communications Equipment ? Security/Safety Enhancements;

0553-200-2436-CBA-7733-40207-20010.

______________________________



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 E?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH INDOOR SOLUTIONS

HVAC, INC., IN THE AMOUNT OF $37,044, TO PROVIDE AND INSTALL COMPUTER ROOM

COOLING EQUIPMENT FOR THE INFORMATION TECHNOLOGY DEPARTMENT.



WHEREAS, the vendor will remove the existing water-cooled computer room unit,

cooling tower and centrifugal pump, and replace with new equipment.

Additionally, the vendor will provide temporary cooling during the removal of

the old equipment and the installation of the new equipment.



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



That the City Manager is hereby authorized to execute with Indoor

Solutions HVAC, Inc., in the amount of $37,044, to provide and install computer

room cooling equipment for the Information Technology Department. Funding is

available from the FY06 Budget, Non-Categorical Expenses - Capital Expenditures

Over $5000; 0101-590-3000-NCAT-7761.



__________________________________



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 F?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING PAYMENT TO DIEBOLD (MCKINNEY, TX) IN THE

AMOUNT OF $27,601.49 FOR ELECTION SUPPORT SERVICES EXPENSES.



WHEREAS, the services are needed to ensure the accurate operation of

the voting system, which includes Program & Printing, Logic & Accuracy, and

Flash Memory cards. Diebold Election Systems is the provider mandated by the

State for the support services. Therefore, the vendor is considered an only

known source.



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



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

(McKinney, TX) in the amount of $27,601.49 for election support services

expenses. Funding is available in FY06 Budget; Boards and Commissions,

Elections & Registration ? Election Expenses; 0101-290-2000-ELCT-6355.

______________________________



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



DATE: December 13, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





December 14, 2005

1. Heritage Park Fountain Maintenance (Annual Contract) ? RFB No. 06-0031

Scope of Bid

Establish an annual contract with a qualified contractor for cleaning

(skimming, vacuuming, cleaning the pit and adding chemicals as needed) and

maintaining jumping jets on a weekly basis. The term of contract shall be for

two years, with the option to renew for three (3) additional twelve-month

periods. Contract renewal shall be contingent upon the mutual agreement of the

City and the Contractor.



2. HVAC Controls Repair/Replacement (Annual Contract) ? RFB No. 06-0032

Scope of Bid

Provide repair/replacement on HVAC controls on an ?as needed basis?.

Contractor will provide service for electric and pneumatic controls on the HVAC

systems at various City buildings. The term of contract shall be for two

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

Contract renewal shall be contingent upon the mutual agreement of the City and

the Contractor.



3. Three (3) Color Photocopiers (Annual Contract) ? RFB No 06-0033

Scope of Bid

Provide, repair and maintain three (3) color photocopiers; one (1) for the

Print Shop and two (2) for Geographic Information System (GIS) located in the

Government Center Annex. The minimum contract term shall be for sixty (60)

months. The contract will be automatically renewed (without the need for any

further action) every 12 months until the end of such 60-month term.



4. 30'/35' Low Floor Clean Diesel Transit Buses (Annual Contract) ? RFB No.

06-0027

Scope of Bid

The successful vendor will provide 30'/35' low floor clean diesel transit buses

to METRA on an ?as needed? basis. The City anticipates purchasing

approximately 12 buses over a four (4) year period.



December 19, 2005

1. Standing Boy Bridge Replacement / Cusseta Road Bridge Repairs Over Bull

Creek ? RFB No. 06-0041

A Mandatory Pre-Bid Conference will be held at 3:00 PM (Eastern) on Monday,

December 19, 2005. Vendors shall convene in the conference room of the Finance

Department / Purchasing Division, which is located on the 5th Floor of the

Government Center, 100 Tenth Street, Columbus, GA, 31901. Vendors will be

allowed a 10-minute grace period. Any vendor who is not present in the

conference room of the Finance Department / Purchasing Division within 10

minutes after the time slated for the beginning of the mandatory pre-bid

conference shall not be allowed to participate any further in the bid process.



December 21, 2005

1. Construction of Pine Grove Municipal Solid Waste Landfill Phase 3: Cells

3A, 3B, 3C, 3D, 3E, 3F ? RFB No. 06-0034

Scope of Bid

The Project consists of the following major elements: approximately 357,000

cubic yards of cut material; 72,000 cubic yards of structural fill; placement

of 24-inch thick liner base with permeability not to exceed 1 x 10-7 cm/sec,

and placement of either a 24-inch thick leachate collection layer with a

permeability no less than 1 x 10-2 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 underdrain and leachate collection piping; and leachate pump

station and force main. Bids will be accepted only from Pre-Qualified Bidders.



2. Refuse Collection Truck Cab & Chassis ? RFB No. 06-0036

Scope of Bid

Provide four (4) refuse collection truck cab & chassis to be used by the Solid

Waste Collection Division of the Public Services Department.



3. Low Boy Tri-Axle Trailer (Re-Bid) ? RFB No. 06-0037

Scope of Bid

Provide one (1) low boy tri-axle trailer to be used by the Street Improvements

of the Public Services Department.



January 11, 2006

1. Standing Boy Bridge Replacement / Cusseta Road Bridge Repairs Over Bull

Creek ? RFB No. 06-0041

The work shall consist of bridge improvements to the Cusseta Road

Bridge and the Standing Boy Road Bridge, all in accordance with the designated

plans and specifications. The Contractor shall be required to maintain public

access to all residences and businesses located within the project area.