Agenda Item # 2
Columbus Consolidated Government
Council Meeting
August 23, 2011
Agenda Report # 688
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ENVIRONMENTAL MONITORING SERVICES (ANNUAL CONTRACT) ? RFP NO. 11-0025
It is requested that Council approve the contract for environmental monitoring
services for activities at City landfills from Jacobs Engineering Group, Inc.
The contractor will conduct Environmental Monitoring and Compliance activities
at all Columbus owned municipal solid waste landfills to include Pine Grove,
Schatulga Road and Wilson Camp/Satilla landfills. Environmental services for
Oxbow Meadows and Granite Bluff Inert landfills may also be required on an ?as
needed basis? in accordance with EPD rules and requirements. The work to be
completed involves: groundwater, surface water, waste water discharge sampling,
and perimeter methane monitoring, operation and monitoring of an active
landfill gas extraction system at the Schatulga Road Landfill, air quality
monitoring and green house gas monitoring and reporting per EPD requirements.
The initial term of the contract shall be for two years, with the option to
renew for three additional twelve-month periods. Contract renewal will be
contingent upon mutual agreement of the City and the Contractor.
Request for proposals were posted on the City?s website and the Georgia
Procurement Registry. The RFP has been advertised, opened and evaluated. On
May 6, 2011, proposals were received from the following three (3) offerors:
Jacobs Engineering Group, Inc. (Columbus, GA)
Atlantic Coast Consulting, Inc. (Roswell, GA)
Moreland Altobelli Associates (Norcross, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Public Services and Engineering Departments. During
the evaluation process, Jacobs Engineering Group, Inc., was deemed the most
responsive to the RFP. The RFP process is governed by the City?s Procurement
Ordinance Article 3-110, Competitive Sealed Proposals for the procurement of
Equipment, Supplies and Professional Services, and Article 3-111,
Architectural/Engineering and Land Surveying 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: Integrated
Waste Management Fund ? Public Services ? Pine Grove Landfill ? Contractual
Services; 0207-260-3560-PGRO-6319.
* * * * * *
(B) E911 MDT PREMIER/CAD/AIRMOBILE ANNUAL SOFTWARE LICENSE, MAINTENANCE
AND SUPPORT
It is requested that Council authorize payment to Motorola Solutions (Atlanta,
GA) in the amount of $271,852.92 for MDT Premier Software, CAD software and
AirMobile software license, maintenance and support, covering the period from
July 1, 2011 through June 30, 2012.
The maintenance agreement provides software and technical support for the 911
Center on a 24 x 7 x 365 schedule. It is the software infrastructure that
interfaces the MDTs, the CAD system and the 911 Center.
All of the software and equipment was developed by Motorola and is proprietary
in nature. Therefore, the vendor is considered an Only Known Source, per
Section 3-114 of the Procurement Ordinance.
Funds are budgeted in the FY12 Budget: Emergency Telephone Fund ? Police ?E911
? Service Contracts, 0209-400-3220-E911-6513.
* * * * * *
(C) COMMERCIAL LOGGING TRASH LOADER ? RFB NO. 11-0063
It is requested that Council approve the purchase of one (1) cab and chassis
from Beck Motor Company (Albany, GA) in the amount of $116,993.00, and one (1)
logging trash loader truck body from Worktrux (Birmingham, AL) in the amount of
$85,053.65.
The commercial logging trash loader is a new vehicle and will be used by the
Urban Forestry and Beautification Right-of-Way Maintenance Division of the
Public Services Department. Currently, the department has only one logging
trash loader to service the entire city. When this loader is down, emergency
work or clean-ups are unable to be done. The new logging trash loader will
serve as an additional vehicle, as well as, a backup unit during emergencies.
Bid postcard invitations were mailed to One-hundred and thirty-five vendors and
bid specifications were posted on the web page of the Purchasing Division and
the Georgia Procurement Registry. A Pre-Bid Conference was held on May 20;
five vendors attended. Eight bids were received on June 22. This bid has been
advertised, opened and reviewed. The bidders were:
Vendors Option 1
Cab & Chassis Option 2
Body
Beck Motor Company (Albany, GA) $116,993.00 No Bid
Worktrux (Birmingham, AL) No Bid $85,053.65
Yancey Truck Centers (Columbus, GA)1 $113,668.03 No Bid
Advantage Truck Center (Charlotte, NC) $125,221.34 No Bid
Municipal Equipment Sales (Woodstock, GA)2 No Bid $49,938.00
Consolidated Disposal Systems, Inc. (Smyrna, GA)3 No Bid $65,051.00
Cherokee Truck Equipment (Mableton, GA)4 No Bid $77,475.00
Worktrux (Dothan, AL) No Bid $88,837.00
1The denoted vendor failed to include the required Client Work History.
Therefore, the vendor?s bid was deemed incomplete.
2The denoted vendor failed to meet all equipment specification requirements.
Therefore, the vendor?s bid was rejected.
3The denoted vendor failed to meet all equipment specification requirements.
Therefore, the vendor?s bid was rejected.
4The denoted vendor failed to meet all equipment specification requirements.
Therefore, the vendor?s bid was rejected.
All vendors notated above have been notified in writing and given the
opportunity to respond.
The Commercial Logging Trash Loader is not listed on the Georgia Statewide
Contract.
Funds are budgeted in the FY12 Budget: Paving Fund ? Public Services ? Right
of Way Maintenance ? Heavy Trucks; 0203 ? 260 ? 3120 ? ROWM ? 7723.
(D) TREE REMOVAL SERVICES (ANNUAL CONTRACT) - RFB NO. 11-0061
It is requested that Council approve the execution of a tree removal service
contract with Asplundh Tree Expert Company (Macon, GA). The bid price is based
on various tree sizes, and the services will be utilized on an "as needed"
basis. The Public Services Department budgets approximately $70,000.00 per
year for these services.
The vendor will remove trees at various locations within the City, which are in
hazardous conditions and could pose a serious liability for the City.
The contract term will be for three years.
Bid postcard invitations were mailed to forty-six vendors and bid
specifications were posted on the web page of the Purchasing Division and the
Georgia Procurement Registry. Two bids were received on June 22, 2011. This
bid has been advertised, opened and reviewed. The bidders were:
DIAMETER-BREADTH-HEIGHT UNIT PRICES FOR TREE REMOVAL SERVICES
Asplundh Tree Expert CO.
(Macon, GA) Tefft Tree Service, Inc.
(Columbus, GA)
6? ? 11? $250.00 $515.00
12? ? 17? $378.22 $595.00
18 ? 23? $689.42 $825.00
24? ? 29? $984.42 $1,100.00
30? ? 35? $1,205.00 $1,425.00
36? ? 41? $1,567.00 $1,725.00
42? ? 47? $1,929.00 $2,135.00
48? ? 53? $2,291.00 $2,575.00
54? ? 60? $2,653.00 $3,450.00
Funds are budgeted each fiscal year for this on-going expense: Paving Fund ?
Public Services ? Urban Forestry and Beautification Right-of-Way Maintenance -
Contractual Services; 0203-260-3120-ROWM-6319.
* * * * * *
(E) BRITT DAVID PARK FENCING PROJECT ? RFB NO. 11-0067
It is requested that Council authorize the execution of a contract with Georgia
Fence Wholesale, Inc., in the amount of $49,858.00 for fencing services.
Georgia Fence Wholesale, Inc., will replace the fencing around the football
field and around one of the concession stands at Britt David Park.
Bid postcard invitations were mailed to twenty-one vendors and bid
specifications were posted on the web pages of the Purchasing Division and the
Georgia Procurement Registry. Five bids were received on July 20, 2011. This
bid has been advertised, opened and reviewed. The bidders were:
Vendors Total Bid
Georgia Fence Wholesale, Inc. (Columbus, GA) 49,858.00
Nationwide Fence Builders (Dublin, GA) ?49,600.00
Dixie Fence & Kennel, Inc. (Douglas, GA) 52,528.64
American Imperial Fence, Inc. (Ozark, AL) 55,253.00
Denny Enterprises (Columbus, GA) 60,751.00
Nolin Fence & Deck Co. (Phenix City, AL) 61,336.47
?Nationwide Fence Builders submitted a bid that contained a discrepancy between
the price listed in words (forty thousand six hundred dollars) and the price
listed in figures ($49,600.00). Therefore, the Engineering Department
recommended rejecting the bid submitted by Nationwide Fence Builders; the
Purchasing Division concurred. The Purchasing Division submitted written
notification to Nationwide Fence Builders.
Funds are available in the FY12 Budget; General Fund Supported Capital Projects
? Capital Expenditures over $5000 ? Britt David Fence;
0508-660-1000-CPGF-7761-22251-20080.
* * * * * *
(F) COMMERCIAL VERSATILE MOWERS FOR PUBLIC SERVICES ? GEORGIA STATEWIDE CONTRACT
It is requested that Council authorize the purchase of eight (8) commercial
versatile mowers, via Georgia State Contract, #99999-SPD-SPD0000043-0005, from
Moridge Manufacturing, (Moundridge, KS) in the amount of $67,312.00 ($8,414.00
per mower).
The mowers are replacement units and will be used by the Urban Forestry and
Beautification Right-of-Way Maintenance Division of the Public Services
Department to maintain the City?s right-of-way areas.
Funds are budgeted in the FY12 Budget: Paving Fund ? Public Services ? Urban
Forestry and Beautification Right-of-Way Maintenance ? Rolling Stock;
0203-260-3120-ROWM-7726.
* * * * * *
(G) DECLARATION OF SURPLUS AND DONATION OF CARPET/TURF
It is requested that Council declare carpet/turf surplus and approve donation
of the carpet/turf to Columbus State University.
The turf was originally purchased by the Wardogs football team and was utilized
at the Civic Center for indoor football. The turf was replaced this past year
because the Southern Indoor Football League and team deemed the turf unsafe for
play due to alterations made by using house paint on the turf etc. The turf
has less than 50% usable surface that could be sold and/or donated; however
without a "full" turf field available the worth is minimal.
Columbus State University has contacted the Civic Center about possibly using
some of the turf.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING AN ANNUAL CONTRACT WITH JACOBS ENGINEERING GROUP,
INC., FOR ENVIRONMENTAL MONITORING SERVICES.
WHEREAS, an RFP was administered (RFP No. 11-0025) and three proposals
were received; and,
WHEREAS, the proposal submitted by Jacobs Engineering Group, Inc., met
all proposal requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the initial term of the contract shall be for two years, 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 enter into an annual contract
with Jacobs Engineering Group, Inc., for Environmental Monitoring Services.
Funds are budgeted each fiscal year for this on-going service: Integrated Waste
Management Fund - Public Services ? Pine Grove Landfill ? Contractual Services;
0207-260-3560-PGRO-6319.
_______________
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 Turner-Pugh voting _____________.
Councilor Thomas voting _____________.
Councilor Woodson voting _____________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA SOLUTIONS (ATLANTA, GA) IN THE
AMOUNT OF $271,852.92 FOR MDT PREMIER SOFTWARE, CAD SOFTWARE AND AIRMOBILE
SOFTWARE LICENSE, MAINTENANCE AND SUPPORT, COVERING THE PERIOD FROM JULY 1,
2011 THROUGH JUNE 30, 2012.
WHEREAS, the maintenance agreement provides software and technical
support for the 911 Center on a 24 x 7 x 365 schedule. It is the software
infrastructure that interfaces the MDTs, the CAD system and the 911 Center; and,
WHEREAS, all of the software and equipment was developed by Motorola
and is proprietary in nature. Therefore, the vendor is considered an Only
Known Source, per Section 3-114 of the Procurement Ordinance.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola
Solutions (Atlanta, GA) in the amount of $271,852.92 for MDT Premier Software,
CAD software and AirMobile software license, maintenance and support, covering
the period from July 1, 2011 through June 30, 2012. Funds are budgeted in the
FY12 Budget: Emergency Telephone Fund ? Police ?E911 ? Service Contracts,
0209-400-3220-E911-6513.
________________
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 Turner-Pugh voting _____________.
Councilor Thomas voting _____________.
Councilor Woodson voting _____________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) CAB & CHASSIS FROM
BECK MOTOR COMPANY (ALBANY, GA) IN THE AMOUNT OF $116,993.00, AND ONE (1)
LOGGING TRASH LOADER TRUCK BODY FROM WORKTRUX (BIRMINGHAM, AL) IN THE AMOUNT OF
$85,053.65.
WHEREAS, the commercial logging trash loader is a new vehicle and will be used
by the Urban Forestry and Beautification Right-of-Way Maintenance Division of
the Public Services Department as an additional vehicle, as well as, a backup
unit during emergencies.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) cab and chassis
from Beck Motor Company (Albany, GA) in the amount of $116,993.00, and one (1)
logging trash loader truck body from Worktrux (Birmingham, AL) in the amount of
$85,053.65. Funds are budgeted in the FY12 Budget: Paving Fund ? Public
Services ? Right of Way Maintenance ? Heavy Trucks; 0203 ? 260 ? 3120 ? ROWM ?
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 Turner-Pugh voting _____________.
Councilor Thomas voting _____________.
Councilor Woodson voting _____________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM D?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR TREE REMOVAL SERVICES
WITH ASPLUNDH TREE EXPERT COMPANY (MACON, GA) ON AN ?AS NEEDED BASIS? FOR THE
PUBLIC SERVICES DEPARTMENT, WHICH BUDGETS APPROXIMATELY $70,000.00 PER YEAR FOR
THESE SERVICES.
WHEREAS, Asplundh Tree Expert Company (Macon, GA) will remove various
sized trees within the City on an ?as needed? basis; and,
WHEREAS, the contract term will be for three years.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract for
tree removal services with Asplundh Tree Expert Company (Macon, GA) on an ?as
needed basis? for the Public Services Division. The Public Services Division
budgets approximately $70,000.00 per year for these services. Funds are
budgeted each fiscal year for this on-going expense: Paving Fund ? Public
Services ? Urban Forestry and Beautification Right-of-Way Maintenance -
Contractual Services; 0203-260-3120-ROWM-6319.
_____________
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 Turner-Pugh voting _____________.
Councilor Thomas voting _____________.
Councilor Woodson voting _____________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM E?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH GEORGIA FENCE
WHOLESALE, INC., IN THE AMOUNT OF $49,858.00 FOR FENCING SERVICES.
WHEREAS, Georgia Fence Wholesale, Inc., will replace the fencing around
the football field and around one of the concession stands at Britt David
Park.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with Georgia
Fence Wholesale, Inc., in the amount of $49,858.00 for fencing services. Funds
are available in the FY12 Budget; General Fund Supported Capital Projects ?
Capital Expenditures over $5000 ? Britt David Fence;
0508-660-1000-CPGF-7761-22251-20080.
____________
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 F?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF EIGHT (8) COMMERCIAL VERSATILE
MOWERS, VIA GEORGIA STATE CONTRACT, #99999-SPD-SPD0000043-0005, FROM MORIDGE
MANUFACTURING (MOUNDRIDGE, GA), IN THE AMOUNT OF $67,312.00.
WHEREAS, the mowers are replacement units and will be used by the Urban
Forestry and Beautification Right-of-Way Maintenance Division of the Public
Services Department to cut the City?s right-of-way areas.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase eight (8)
commercial versatile mowers from Moridge Manufacturing (Moundridge, GA), in the
amount of $67,312.00. Funds are budgeted in the FY12 Budget: Paving Fund ?
Public Services ? Urban Forestry and Beautification Right-of-Way Maintenance ?
Rolling Stock; 0203-260-3120-ROWM-7726.
_____________
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 Turner-Pugh voting _____________.
Councilor Thomas voting _____________.
Councilor Woodson voting _____________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM G?
A RESOLUTION
NO.____
A RESOLUTION AUTHORIZING TO DECLARE CARPET/TURF AS SURPLUS AND APPROVE
DONATION OF THE CARPET/TURF TO COLUMBUS STATE UNIVERSITY.
WHEREAS, the turf was originally purchased by the Wardogs football team
and was utilized at the Civic Center for indoor football; and,
WHEREAS, the turf was replaced this past year because the Southern
Indoor Football League and team deemed the turf unsafe for play due to
alterations made by using house paint on the turf; and,
WHEREAS, the turf has less than 50% usable surface that could be sold
and/or donated; and,
WHEREAS, Columbus State University has contacted the Civic Center about
using some of the turf.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to declare carpet/turf
surplus and donate the carpet/turf to Columbus State University.
________________
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 Turner-Pugh voting _____________.
Councilor Thomas voting _____________.
Councilor Woodson voting _____________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
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