Agenda Item # 7
Columbus Consolidated Government
Council Meeting
September 27, 2011
Agenda Report # 699
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) PLUMBING & IRRIGATION SUPPLIES (ANNUAL CONTRACT) - RFB NO. 12-0001
It is requested that Council approve the purchase of plumbing and irrigation
supplies from West Georgia Plumbing Supply, on an ?as needed? basis, for the
estimated annual contract value of $61,392.20. Plumbing and Irrigation
Supplies will be used for maintenance and installation at city facilities.
The contract period shall be for three years.
Bid postcard invitations were mailed to seventy-four vendors and bid
specifications were posted on the web page of the Purchasing Division and the
Georgia Procurement Registry. Two bids were received on August 17. This bid
has been advertised, opened and reviewed. The bidders were:
VENDOR/DESCRIPTION West Georgia Plumbing Supply
(Columbus, GA) *Interline Brands Inc., D/B/A Trayco.
(Florence, SC)
1. Plumbing Supplies $44,371.20 $49,727.58
2. Irrigation Supplies $17,021.00 No Bid
Estimated Contract Value $61,392.20 $49,727.58
*Trayco failed to include the required sample invoice. Therefore, the vendor?s
bid was deemed incomplete. The vendor has been notified in writing.
Funds are budgeted each fiscal year for this on-going expense: General Fund -
Public Services - Other Maintenance/Repairs ? Building Maintenance ? Parks &
Recreation; Building Maintenance - Public Safety; Building Maintenance ?
General Government; 0101-260-3710-REPA-6527, 6528, 6529.
* * * * * *
(B) CAB & CHASSIS WITH COMBINATION STREET SWEEPER BODY ? RFP NO. 11-0019
It is requested that Council authorize the purchase of one (1) Elgin Eagle
Street Sweeper, from Environmental Products of Georgia (Atlanta, GA).
The street sweeper will be used by the Heavy Equipment Division of the Public
Services Department to sweep the I-185 bridges, main thoroughfares and
intersections throughout the City. The street sweeper is a replacement vehicle.
Request for proposal invitations were mailed to thirty-four vendors and
specifications were posted on the City?s website and the Georgia Procurement
Registry. The RFP has been advertised, opened and evaluated. Proposals were
received on April 6, 2011, from the following three offerors:
Environmental Products of Georgia (Atlanta, GA)
Tractor & Equipment Company (Albany, GA)
Cherokee Truck Equipment, LLC (Mableton, GA)
Per the RFP specifications, vendors could present a proposal using one of five
options:
Option 1: Cab & Chassis ? Outright Purchase
Option 2: Street Sweeper Body ? Outright Purchase
Option 3: Complete Unit ? Outright Purchase
Option 4: Lease Only, Complete Unit
Option 5: Lease with Option to Purchase, Complete Unit
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from the following divisions of the Public
Services Department: Street Improvements, Urban Forestry and Beautification
Right-of-Way Maintenance, Fleet Management and Special Enforcement.
Each vendor who submitted a proposal for the Street Sweeper body was also
required to demonstrate their proposed equipment.
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. 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 or the RFP
specifications may be re-advertised. The evaluation results and cost
information has been submitted to the City Manager in a separate memo for
informational purposes.
Funds are budgeted in the FY12 Budget: Paving Fund ? Public Services ? Street
Improvements? Heavy Trucks; 0203-260-2100-STRT-7723.
* * * * * *
(C) SURPLUS VEHICLES AND EQUIPMENT
It is requested that Council declare the vehicles and various equipment shown
on the attached list as surplus in accordance with Section 7-501 of the Charter
of Columbus Consolidated Government; additionally approval is requested to
declare any items as surplus, which may be added to the list prior to the
auction.
The surplus items will be disposed of by auction on October 22, 2011. The
Auction Way, the City?s contracted auctioneer, will conduct the auction. The
equipment has either been replaced or placed out of service due to excess
maintenance cost. City departments have had the opportunity to review these
items for functional worth.
Revenue from the auction will be deposited in the General Fund - Sale of
Surplus Equipment; 0101-099-1999-REVN-4907.
* * * * * *
(D) D6 BULLDOZER TRACTORS ? NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT
It is requested that Council approve the purchase of two (2) D6TQ Track Type
tractors via National Joint Powers Alliance (NJPA) Contract #100907-CAT, from
Yancey Brothers Caterpillar (Fortson, GA) in the amount of $628,306.00
($314,153.00 per unit).
The D6 bulldozer tractors are replacement units and will be used by the Street
Improvements Division of the Public Services Department to push dirt and clean
at job sites throughout Muscogee County.
The purchase will be accomplished via Invitation for Bid (IFB) #100907,
initiated by the National Joint Powers Alliance (NJPA), whereby Caterpillar,
Inc., was on of the successful vendors contracted to provide Heavy,
Agriculture, Snow, Utility Equipment and Related Accessories and Supplies. The
contract, which commenced October 18, 2007, is good through October 18, 2012.
The National Joint Powers Alliance is a Service Cooperative created by
Minnesota Statute 123A.21. This statute was created in 1978 and revised in
1995 to allow participating governmental and municipal agencies to reduce the
cost of purchased goods by leveraging their combined purchasing power. The
NJPA bid process meets the Procurement Ordinance requirements for Columbus
Consolidated Government..
Funds are budgeted in the FY12 Budget: Paving Fund ? Public Services ? Street
Improvements ? Off Road Equipment; 0203-260-2100-STRT-7725.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF PLUMBING AND IRRIGATION SUPPLIES FROM
WEST GEORGIA PLUMBING SUPPLY, ON AN ?AS NEEDED? BASIS, FOR THE ESTIMATED ANNUAL
CONTRACT VALUE OF $61,392.20.
WHEREAS, plumbing and irrigation supplies will be used for maintenance and
installation at city facilities; and,
WHEREAS, the contract period shall be for three years.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase plumbing and irrigation
supplies from West Georgia Plumbing Supply, on an ?as needed basis,? for the
estimated annual contract value of $61,392.20. Funds are budgeted each fiscal
year for this on-going expense: General Fund - Public Services - Other
Maintenance/Repairs ? Building Maintenance ? Parks & Recreation; Building
Maintenance - Public Safety; Building Maintenance ? General Government;
0101-260-3710-REPA-6527, 6528, 6529.
_______________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2011 and adopted at said meeting by
the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) ELGIN EAGLE STREET SWEEPER
FROM ENVIRONMENTAL PRODUCTS OF GEORGIA (ATLANTA, GA) TO BE USED BY THE HEAVY
EQUIPMENT DIVISION OF THE PUBLIC SERVICES DEPARTMENT.
WHEREAS, an RFP was administered (RFP 11-0019) and three proposals were
received from qualified offerors; and,
WHEREAS, the proposal submitted by Environmental Products of Georgia met all
proposal requirements and was evaluated most responsive to the RFP;
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) Elgin
Eagle Street Sweeper from Environmental Products of Georgia, for the Heavy
Equipment Division of the Public Services Department. Funds are budgeted in
the FY12 Budget: Paving Fund ? Public Services ? Street Improvements? Heavy
Trucks; 0203-260-2100-STRT-7723.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2011 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE DECLARATION OF VEHICLES AND VARIOUS EQUIPMENT
SHOWN ON THE ATTACHED LIST AS SURPLUS EQUIPMENT IN ACCORDANCE WITH SECTION
7-501 OF THE CHARTER OF COLUMBUS CONSOLIDATED GOVERNMENT; ADDITIONALLY APPROVAL
IS REQUESTED TO DECLARE ANY ITEMS AS SURPLUS WHICH MAY BE ADDED TO THE LIST
PRIOR TO THE AUCTION.
WHEREAS, the list of items are as follows:
WHEREAS, the surplus items will be disposed of by auction on October 22, 2011.
The Auction Way, the City?s contracted auctioneer, will conduct the auction.
The equipment has either been replaced or placed out of service due to excess
maintenance cost. City departments have had the opportunity to review these
items for functional worth.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to declare the vehicles and
equipment shown on the attached list as surplus in accordance with Section
7-501 of the City Charter; the City Manager is further authorized to declare
any items as surplus which may be added to the list prior to the auction.
Revenue from the auction will be deposited in the General Fund - Sale of
Surplus Equipment; 0101-099-1999-REVN-4907.
____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2011 and adopted at said meeting by
the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM D?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) D6 BULLDOZER TRACTORS, VIA
NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT #100907-CAT, FROM YANCEY
BROTHERS CATERPILLAR (FORTSON, GA), IN THE AMOUNT OF $628,306.00 ($314,153.00
PER UNIT).
WHEREAS, the D6 bulldozer tractors are replacement units and will be used
by the Street Improvements Division of the Public Services Department to push
dirt and clean at job sites throughout Muscogee County;
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase two (2) D6
bulldozer tractors from Yancey Brothers Caterpillar (Fortson, GA), in the
amount of $628,306.00 ($314,153.00 per unit). Funds are budgeted in the FY12
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 ____________________, 2011 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
Attachments
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