Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



July 9, 2002



Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) PRINTING POSTAGE AND MAIL PROCESSING SERVICES OF MOTOR VEHICLE REGISTRATION

RENEWAL NOTICES



It is requested that Council approve a resolution to expend the appropriated

funds, in the FY03 Budget, to ACE Mailing Service, Inc., (Smyrna, GA) for the

provision of printing, postage and mail processing services of motor vehicle

registration renewal notices for the Tax Commissioner for the estimated cost of

$45,000. Additional services include: multiple inserts for the same addresses.



The Department of Revenue (DOR) has awarded ACE Mailing Service, Inc., the

statewide contract (Contract No. Y0474-006-906239-000) to provide printing,

postage and mail processing services of motor vehicle registration renewal

notices for all GRATIS counties. Due to the volume generated by all GRATIS

counties, the contract provides the lowest cost compared to similar services

contracted to vendors in each county.



Funds are budgeted in the FY03 Budget, Tax Commissioner - Contractual Services,

0101-560-1000-TAXC-6319.



* * * * * *



(B) PAPER PRODUCTS & RELATED SUPPLIES FOR CIVIC CENTER SOUTH COMMONS COMPLEX

(ANNUAL CONTRACT) ? BID NO. 02-0108



It is requested that Council approve the purchase of paper products and related

supplies from Unisource for the estimated annual contract value of $12,000.

The supplies will be purchased on an ?as needed basis?, and will include the

following: paper towels, bathroom tissue, facial tissue, toilet seat covers,

hand wash, air freshener and feminine products for the Civic Center South

Commons Complex. Contractor will also be required to install four (4) feminine

product dispensers and provide any other additional replacement dispensers on

an ?as needed basis? at no cost to the City. All installed dispensers will

become the property of the Civic Center after completion or termination of the

contract. The Parks and Recreation Department may also utilize these services.



The term of contract shall be for one year, with the option to renew for four

additional twelve-month periods. Contract renewal will be contingent upon the

mutual agreement of the City and the Contractor.



Fifty-four bid invitations were mailed; four bids were received on May 15,

2002. This bid has been advertised, opened and reviewed. The bidders were:



Vendor/Description Unisource

(Columbus, GA) *Columbus Paper

(Columbus, GA) *Complete Facilities Mgmnt

(Columbus, GA) *W. W. Grainger

(Marietta, GA)

Paper Towels 8? x 600? 18.99 23.76 17.75 No Bid

Bathroom Tissue

4? x 1125? 22.10 22.35 19.75 No Bid

Facial Tissue 11.90 13.66 11.75 19.00

Toilet Seat Covers

15? x 18? 31.17 39.30 36.25 36.25

Hand Wash Soap:

Regular

Anti-Bacterial

34.78

38.48

36.81

39.44

25.85

43.25

44.00

38.15

Air Freshener Refills 27.82 30.35 36.85 No Bid

Feminine Products:

Tampons

Pads

45.25

24.10

62.69

36.22

52.60

33.00

No Bid

No Bid





*Vendors? bids were deemed incomplete at the bid opening because of the

following reasons:

1. Did not acknowledge Addenda

2. Did not provide product literature

3. Did not provide warranty for dispensers

4. Did not provide sample product



Funds are budgeted each fiscal year for this on going expense, Civic Center ?

Operating Materials, 0757-160-1000-CIVC-6728; Parks & Recreation, Various

Accounts ? Operating Materials, 6728



* * * * * *



(C) AUTOMATED EXTERNAL DEFIBRILLATORS ? BID NO. 02-0114



It is requested that Council authorize the purchase of fifteen (15) automated

external defibrillators (AED) and accessories from Stop Heart Attack in the

amount of $44,225.00. The accessories consist of fifteen (15) additional

batteries and four (4) training systems, which provide realistic training

without energy discharge. The Aquatics Division of Parks and Recreation will

use the four (4) training systems and six (6) of the AED units; Columbus Fire &

EMS will use eleven (11) AED units. Additional purchases will be made in FY03.



Eight bid invitations were mailed; five bids were received on April 24, 2002.

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



Vendor AED w/batteries

(15) Trainers

(4) Total Bid

Stop Heart Attack

(Birmingham, AL) Unit: 2,855.00

Total: 42,825.00 Unit: 350.00

Total: 1,400.00 $44,225.00

Zoll Medical Corporation

(Burlington, MA) Unit: 1,899.00

Total: 28,485.00 Unit: 420.00

Total: 1,680.00 ?30,165.00

Cardiac Science, Inc.

(Irvine, CA) Unit: 2,495.00

Total: 37,425.00 Unit: 295.00

Total: 1,180.00 ?38,605.00

Trimedco, Inc.

(Atlanta, GA) Unit: 2,693.00

Total: 40,395.00 Unit: 394.00

Total: 1,576.00 ?41,971.00

Henry Schein

(Melville, NY) Unit: 3,982.49

Total: 59,737.35 Unit: 343.75

Total: 1,375.00 61,112.35





?Columbus Fire and EMS currently uses and maintains an inventory of accessories

for Lifepak AED; therefore the brand was specified in the bid. The equipment

proposed by Zoll Medical Corporation, Cardiac Science and Trimedco is not

Lifepak AED. It would not be cost effective to maintain a second inventory of

accessories for another brand of equipment.



Secondly, Columbus Fire and EMS outfits emergency vehicles with AED equipment,

which allows paramedics to quickly disconnect the patient from the AED unit and

connect the patient to the Lifepak 11 defibrillators that are installed in the

emergency vehicles. Transition from another device would require the

connection of a special adaptor or cable, which is unacceptable during an

emergency.



Lastly, the AED unit utilizes data collection systems and quality assurance

software that are 100% compatible with the data management program for the

Lifepak 11 system. This capability allows immediate downloading of patient

event files for quality assurance review. The equipment proposed by Zoll

Medical Corporation, Cardiac Science and Trimedco is not compatible with the

existing data management program.



Funds are budgeted in FY02 and FY03 Budget, Fire & EMS, Capital Expenditures

Under $5,000; 0101-410-2700-EMS-7763 and Parks & Recreation ? Aquatics, Capital

Expenditures Under $5,000; 0101-270-4413-AQUT-7763.



* * * * * *



(D) TRAFFIC SIGN MATERIALS - (ANNUAL CONTRACT) ? BID NO. 02-0103



It is requested that Council approve the purchase of traffic sign materials

from Vulcan, Inc., (D/B/A Vulcan Signs) for the estimated annual contract value

of $197,000.00. The Traffic Engineering Division will purchase sign

materials, on an ?as needed? basis, to include the following: traffic sign

facing, roll goods, alodized aluminum sign metal and galvanized sign posts

materials. The Traffic Engineering Division, of the Engineering Department,

installs and maintains traffic signs along City owned streets within Muscogee

County.



The term of the contract shall be for one year, 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.



Thirty-five bid invitations were mailed; nine bids were received on May 15,

2002. This bid has been advertised, opened and reviewed. The bidders were:



*Vulcan, Inc. (D/B/A Vulcan Signs), Foley, AL

**3M Company, St. Paul, MN

**Nippon Carbide Industries (USA) Inc., Rancho Dominguez, CA

***Transafe, Inc., (Lawrenceville, GA)

***Rocal, Inc., (Frankfort, OH)

***Municipal Supply & Sign Co., (Naples, FL)

***Allied Tub & Conduit, (Harvey, IL)

***Whitco Sign & MFG Corp, (Springfield, MA)

***Custom Products Corp, (Flowood, MS)



*Vulcan was the only vendor to bid on all line items.

**Vendor did not bid on all line items.

***Vendor?s bid was incomplete due to missing required information.



Due to the number of line items, the bid tabulation sheet is attached.



Funds are budgeted each fiscal year for this on going expense; Engineering,

Traffic Engineering, ? Operating Materials, 0101-250-2100-TRAF-6728 and General

Funds Supported ? Capital Improvement Project; 0508-660-1000-CPGF-6728 -

22184020.







?ITEM A?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXPENDITURE OF APPROPRIATED FUNDS, IN THE FY03

BUDGET, TO ACE MAILING SERVICES, INC., FOR THE PROVISION OF PRINTING, POSTAGE

AND MAIL PROCESSING SERVICES OF MOTOR VEHICLE REGISTRATION RENEWAL NOTICES FOR

THE TAX COMMISSIONER, FOR THE ESTIMATED COST OF $45,000.



WHEREAS, the Department of Revenue (DOR) has awarded ACE Mailing Service, Inc.,

the statewide contract (Contract No. Y0474-006-906239-000) to provide printing,

postage and mail processing services of motor vehicle registration renewal

notices for all GRATIS counties. Due to the volume generated by all GRATIS

counties, the contract provides the lowest cost compared to similar services

contracted to vendors in each county.





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



That the City Manager is hereby authorized to expend the appropriated funds in

the FY03 Budget to ACE Mailing Service, Inc., for the provision of printing,

postage and mail processing services of motor vehicle registration renewal

notices for the Tax Commissioner for the estimated cost of $45,000. Funds are

budgeted in the FY03 Budget, Tax Commissioner - Contractual Services,

0101-560-1000-TAXC-6319.

______________________________





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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor





?ITEM B?



A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE PURCHASE PAPER PRODUCTS AND RELATED SUPPLIES FOR

CIVIC CENTER SOUTH COMMONS COMPLEX FROM UNISOURCE FOR THE ESTIMATED ANNUAL

CONTRACT VALUE OF $12,000.



WHEREAS, the supplies will be purchased on an ?as needed basis?, and

will include the following: paper towels, bathroom tissue, facial tissue,

toilet seat covers, hand wash, air freshener and feminine product; and,



WHEREAS, the term of contract shall be for one year, with the option to

renew for four 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 paper products

and related supplies from Unisource for the estimated annual contract value of

$12,000. Funds are budgeted each fiscal year for this on going expense, Civic

Center ? Operating Materials, 0757-160-1000-CIVC-6728; Parks & Recreation,

Various Accounts ? Operating Materials, 6728

________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor





?ITEM C?



A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE PURCHASE OF FIFTEEN (15) AUTOMATED EXTERNAL

DEFIBRILLATORS AND ACCESSORIES FROM STOP HEART ATTACK IN THE AMOUNT OF

$44,225.00.



WHEREAS, The accessories consist of fifteen (15) additional batteries

and four (4) training systems, which provide realistic training without energy

discharge; and,



WHEREAS, The Aquatics Division of Parks and Recreation will use the

four (4) training systems and six (6) of the AED units; Columbus Fire & EMS

will use eleven (11) AED units.



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



That the City Manager is hereby authorized to purchase fifteen (15)

automated external defibrillators and accessories from Stop Heart Attack in the

amount of $44,225.00. Additional purchases will be made in FY03. Funds are

budgeted in FY02 and FY03 Budget, Fire & EMS, Capital Expenditures Under

$5,000; 0101-410-2700-EMS-7763 and Parks & Recreation ? Aquatics, Capital

Expenditures Under $5000; 0101-270-4413-AQUT-7763.

________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM D?



A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE PURCHASE OF TRAFFIC SIGN MATERIALS FROM VULCAN,

INC. (D/B/A VULCAN SIGNS) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF

$197,000.00.



WHEREAS, The Traffic Engineering Division, of the Engineering

Department, installs and maintains traffic signs along City owned streets

within Muscogee County; and,



WHEREAS, The term of contract shall be for one year, 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.



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



That the City Manager is hereby authorized to purchase traffic sign

materials from Vulcan, Inc. (D/B/A Vulcan Signs) for the estimated annual

contract value of $197,000.00. Funds are budgeted each fiscal year for this on

going expense, Engineering, Traffic Engineering ? Operating Materials,

0101-250-2100-TRAF-6728 and General Funds Supported ? Capital Improvement

Project; 0508-660-1000-CPGF-6728 - 22184020.

________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor