Agenda Item # 10
Columbus Consolidated Government
Council Meeting
September 13, 2016
Agenda Report # 42
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) CHIPPER TRUCK ? NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT
It is requested that Council approve the purchase of one (1) chipper truck from
Altec Industries, Inc. (Birmingham, AL) in the amount of $82,796.00, by
cooperative purchase via National Joint Powers Alliance (NJPA) Contract
#31014-ALT.
The vehicle will be used by the staff of the Urban Forestry and Beautification
Division for daily tree removal operations. It is a replacement vehicle.
The purchase will be accomplished via Request for Proposal (RFP) Contract
#31014-ALT, initiated by the National Joint Powers Alliance (NJPA), whereby
Altec Industries, Inc., was one of the successful vendors contracted to provide
Public Utility Equipment with Related Accessories and Supplies. The contract,
which commenced May 1, 2014, is good through April 30, 2018, with an option to
renew for a fifth year at the discretion of NJPA. 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 bid process utilized by
National Joint Powers Alliance meets the requirements of the City?s Procurement
Ordinance; additionally, cooperative purchasing is authorized per Article 9-101
of the Procurement Ordinance.
Funds are budgeted in the FY17 Budget: Paving Fund ? Public Works ? Right of
Way Maintenance ?Heavy Trucks; 0203-260-3120-ROWM-7723.
* * * * * *
(B) VEHICLES FOR FIRE/EMS ? GEORGIA STATEWIDE CONTRACT
It is requested that Council approve the purchase of two (2) 2017 Ford
Explorers at a unit price of $25,285.00, and a total price of $50,570.00; and
one (1) 2017 Ford F-250 Truck in the amount of $32,652.00, for a grand total
cost of $83,222.00, from Allan Vigil Ford (Morrow, GA), via Georgia State
Contract #99999-SPD-ES40199373-02.
All three (3) vehicles will be utilized by Battalion Chiefs to meet the
Department of Fire and EMS Standard of Cover and to perform daily
administrative duties. These are replacement vehicles.
Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety Fund ?
Fire & EMS ? Public Safety-LOST ? Automobiles; 0102-410-9900-LOST-7721.
* * * * *
(C) FULL SIZE 4X4 ? TON CREW CAB PICKUP TRUCK ? GEORGIA STATEWIDE CONTRACT
It is requested that Council approve the purchase of one (1) full size 4x4 ?
ton crew cab pickup truck (2017 Ford F-150 Super Crew Cab 4x4) from Allan Vigil
Ford (Morrow, GA), in the amount of $27,997.00, via Georgia State Contract
#99999-SPD-ES40199373-002.
The vehicle will be used by a supervisor of the Right of Way Maintenance
Division to inspect trees and work orders. This is replacement vehicle.
Funds are budgeted in the FY17 Budget as follows: Paving Fund ? Public Works ?
Right of Way Maintenance ? Light Trucks; 0203-260-3120-ROWM-7722.
* * * * *
(D) 2017 CHEVROLET IMPALA SEDANS ? GEORGIA STATEWIDE CONTRACT
It is requested that Council approve the purchase of ten (10) 2017 Chevrolet
Impala Sedans from Hardy Chevrolet (Dallas, GA), at a unit price of $21,546.00,
and a total price of $215,460.00, via Georgia State Contract
#99999-SPD-ES40199373-005.
The vehicles will be used by staff of the Bureau of Patrol Services, the Bureau
of Investigative Services, and the supervisors within the department in the
performance of their duties. These are replacement vehicles.
Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety Fund ?
Police ? Public Safety-LOST ? Automobiles; 0203-400-9900-LOST-7721.
* * * * * *
(E) LANDFILL GAS DEVELOPMENT PARTNER (LGDP) ? LANDFILL GAS TO BENEFICIAL USE
(LFGE) PROJECT (ANNUAL CONTRACT) ? RFP NO. 16-0010
It is requested that Council authorize the execution of a letter of intent with
Enerdyne Power Systems, Inc. (Charlotte, NC) for a landfill gas development
project.
The RFP was issued to identify a Landfill Gas Development Partner to develop a
Landfill Gas to Energy (LFGE) Project at the Pine Grove and Schatulga Road
Landfills. Landfill gas is approximately 50% methane which can be used as an
energy source. If approved, the City can begin the negotiation of an agreement
with Enerdyne Power Systems, Inc. to develop the LFGE project. The initial
phase of the project will determine if there is sufficient quality and quantity
of landfill gas for an energy project. A successful project should provide
financial and/or other benefits to the City.
Enerdyne Power Systems will perform all diligence with respect to the Pine
Grove Landfill and Schatulga Road Landfill. During the ?Diligence Period?,
which shall be for 120 days from the execution of the Letter of Intent,
Enerdyne Power Systems will determine the feasibility of the Landfill Gas
Project. If both parties deem the project to be feasible, the findings will be
provided to Columbus Council to determine if the City will proceed with the
Landfill Gas Development project with Enerdyne Power Systems.
Annual Contract History:
This is a new annual contract.
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on February 1, 2016. This RFP has been
advertised, opened and evaluated. One proposal was received on March 15,
2016.
The Purchasing Division received one (1) statement of ?No Proposal Submission?,
from Flint EMC; the firm did not provide a reason for declining to submit a
proposal.
In accordance with Section 3-108, Item H of the Procurement Ordinance, the
Purchasing Division performed due diligence by conducting a survey of
non-responsive firms to determine if it was necessary to revise the
specifications to encourage more competition. The following (3) firms were
surveyed:
1. Greenfield Energy, LLC: ?The cost of installing the well field and a
pipeline from one landfill to the other was too much for such a small capacity
generation plant.?
2. DTE Biomass Energy: ?With the estimated amount of landfill gas production at
the landfills, we cannot put together an economic proposal for consideration.?
3. Triple Point Engineering: The vendor did not provide a response to the email.
Based on the responses to the survey, the Purchasing Division determined that
revisions were not required to the specifications. The Purchasing Division
opened the one (1) proposal received from the following firm:
Enerdyne Power Systems, Inc. (Charlotte, NC)
The following events took place after receipt of the proposal:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-/1st Evaluation Meeting 05/18/16 Due to only receiving one proposal, the
Pre-Evaluation and First Evaluation committee meetings were combined. The
Purchasing Manager advised evaluation committee members of the RFP rules and
process, and the project manager provided an overview. The proposal was
disbursed to each committee member to review during the meeting.
Vendor Presentation 07/06/16 The sole responsive firm provided an oral presentation of their
proposal.
Recommendation received 07/11/16 Via email, the committee members unanimously voted to
award to the sole responsive firm.
Evaluation Committee:
The proposal was reviewed by the Evaluation Committee, which consisted of (1)
voting member from the Engineering Department and (2) voting members from the
Public Works Department. A representative from the Atlantic Coast Consulting,
the City?s contracted engineering firm for the project, served as a non-voting
advisor.
Award Recommendation:
The evaluation committee unanimously recommends award of the contract to
Enerdyne Power Systems, Inc., the sole responding firm, as reflected by their
comments provided below:
1. There will be no expenditures for the City; Enerdyne Power Systems will
provide and pay for all labor, equipment and services.
2. The revenue will be shared with the City as soon as Enerdyne starts making
money.
3. Once a contract is in place, Enerdyne will be responsible for design,
construction and operation of the power plant, even to the point of negotiating
the sale of the power.
4. The firm?s experience on similar projects with other communities; the
projects are successful and currently ongoing.
5. The firm has sister companies to manufacture and install the equipment.
Vendor Experience/Qualifications:
? Enerdyne Power Systems, Inc., is a privately held family-owned firm, which
was formed in 1994 and has developed more than fifty (50) landfill gas to
beneficial use projects.
? The firm specializes in landfill gas development, consulting, management, and
operations.
? The firm has a sister company (Advanced Biogas Systems) that manufactures
equipment and a construction arm (Advanced One Development) that builds GCCS
and end-use projects.
? The founder and president of the firm was the national co-chair of the Solid
Waste Association of America, was awarded the 1999 EPA Landfill Methane
Outreach Program Industry Partner, the 2004 EPA LMOP Project of the Year, the
North Carolina Leadership in sustainability award for the decade from the North
Carolina Sustainable Energy Association, the 2008 EPA LMOP electric project of
the year, the 2011 EPA LMOP Industry Ally of the Year, and the Lifetime
Achievement Award by the Solid Waste Association of America.
? Client Work History:
o Cities of Alcoa, TN; City of Maryville, TN; and Blount County, TN
A turnkey landfill gas to energy project (2010-current).
o Greenville County, SC
Two (2) turnkey landfill gas to energy projects (2008-current and 2015-current)
o Montgomery County, TN and Stewart County, TN
A turnkey landfill gas to energy project (2010-current)
o Waste Corporation of America (Arcadia, KS)
Two (2) turnkey landfill gas to energy project (2010 and 2013-current)
o Onslow County, NC
A turnkey landfill gas to energy project (2013-current)
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 RFP process, there is no formal opening due to the
possibility of negotiated components of the proposal. In the event City
Council does not approve the recommended offeror, no proposal responses or any
negotiated components are made public until after the award of the contract.
Therefore, the evaluation results and cost information has been submitted to
the City Manager in a separate memo for informational purposes.
* * * * * *
(F) DECLARATION OF SURPLUS AND DONATION OF LIVE SCAN FINGERPRINT STATION AND
RADAR UNIT
It is requested that Council declare a Morpho Trust Live Scan Fingerprint
Station (Serial #AAV308000318) as surplus, in accordance with section 7-501 of
the Charter of Columbus Consolidated Government; and authorize the donation of
the surplus equipment to the Columbus Regional Police Academy. It is also
requested that Council declare a MPH Python II Police Radar (Serial
#PYT549001162) as surplus, in accordance with section 7-501 of the Charter of
Columbus Consolidated Government; and authorize the donation of the surplus
equipment to the Talbot County Sheriff?s Office.
The Police Department is requesting to donate the old fingerprint station,
known as a livescan system, to the Regional Police Academy here in Columbus. It
is a MorphoTrust system, model number TP-3800XCH-ED, serial number
AAV308000318. Several months ago this unit became obsolete. The hardware was
at "end of life" on March 31, 2016, meaning it was no longer covered under a
maintenance agreement. The software needed an upgrade to meet GBI/GCIC
specifications that was estimated to cost $20,000 or the Police Department
could buy a new unit for $35,000. The Police Department chose to go with a
different company at a much cheaper price and better product.
The Regional Police Academy here in Columbus has a need for the old system.
Currently they have to train recruits to roll ink fingerprints, which most
agencies consider obsolete. Buying a new unit just to train on is not fiscally
possible or responsible for the Academy. This system would meet their in-house
needs in that recruits would know how to use a livescan system when they return
to their agency. Nothing they would do on the equipment would be submitted to
GBI/GCIC, so the upgrade is not a consideration for the Academy.
The Police Department is also requesting to donate an old MPH Python Police
Radar (valued at less than $500) to the Talbot County Sheriff?s Department, who
had a unit that has been damaged, and they are unable to replace it.
?ITEM A?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) CHIPPER TRUCK FROM ALTEC
INDUSTRIES, INC. (BIRMINGHAM, AL), IN THE AMOUNT OF $82,796.00, BY COOPERATIVE
PURCHASE VIA NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT #31014-ALT.
WHEREAS, the chipper truck will be used by the staff of the Urban Forestry and
Beautification Division for daily tree removal. It is a replacement vehicle.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) chipper truck
from Altec Industries, Inc., (Birmingham, AL) in the amount of $82,796.00.
Funds are budgeted in the FY17 Budget: Paving Fund ? Public Works ? 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____________________, 2016 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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 THE PURCHASE OF TWO (2) 2017 FORD EXPLORERS AT A UNIT
PRICE OF $25,285.00, AND A TOTAL PRICE OF $50,570.00; AND ONE (1) 2017 FORD
F-250 TRUCK IN THE AMOUNT OF $32,652.00, FOR A GRAND TOTAL COST OF $83,222.00,
FROM ALLAN VIGIL FORD (MORROW, GA), VIA GEORGIA STATE CONTRACT
#99999-SPD-ES40199373-02.
WHEREAS, all three (3) vehicles will be utilized by Battalion Chiefs to meet
the Department of Fire and EMS Standard of Cover and to perform daily
administrative duties. These are replacement vehicles.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase two (2) 2017
Ford Explorers at a unit price of $25,285.00, and a total price of $50,570.00;
and one (1) 2017 Ford F-250 Truck in the amount of $32,652.00, for a grand
total cost of $83,222.00, from Allan Vigil Ford (Morrow, GA). Funds are
budgeted in the FY17 Budget as follows: LOST-Public Safety Fund ? Fire & EMS ?
Public Safety-LOST ? Automobiles; 0102-410-9900-LOST-7721.
__________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the______ day of ____________, 2016 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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) FULL SIZE 4X4 ? TON CREW CAB
PICKUP TRUCK (2017 FORD F-150 SUPER CREW CAB 4X4) FROM ALLAN VIGIL FORD
(MORROW, GA), IN THE AMOUNT OF $27,997.00, VIA GEORGIA STATE CONTRACT
#99999-SPD-ES40199373-002.
WHEREAS, the vehicle will be used by a supervisor of the Right of Way
Maintenance Division to inspect trees and work orders. This is replacement
vehicle.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) full size 4x4 ?
ton crew cab pickup truck from Allan Vigil Ford (Morrow, GA), in the amount of
$27,997.00. Funds are budgeted in the FY17 Budget as follows: Paving Fund ?
Public Works ? Right of Way Maintenance ? Light Trucks;
0203-260-3120-ROWM-7722.
__________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the______ day of ____________, 2016 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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 PURCHASE OF TEN (10) 2017 CHEVROLET IMPALA SEDANS
FROM HARDY CHEVROLET (DALLAS, GA), AT A UNIT PRICE OF $21,546.00, AND A TOTAL
PRICE OF $215,460.00, VIA GEORGIA STATE CONTRACT #99999-SPD-ES40199373-002.
WHEREAS, the vehicles will be used by staff of the Bureau of Patrol Services,
the Bureau of Investigative Services, and the supervisors within the department
in the performance of their duties. These are replacement vehicles.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase ten (10) 2017 Chevrolet
Impala Sedans from Hardy Chevrolet (Dallas, GA), at a unit price of $21,546.00,
for a total price of $215,460.00. Funds are budgeted in the FY17 Budget as
follows: LOST-Public Safety Fund ? Police ? Public Safety-LOST ? Automobiles;
0203-400-9900-LOST-7721.
__________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the______ day of ____________, 2016 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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 LETTER OF INTENT WITH ENERDYNE
POWER SYSTEMS, INC. (CHARLOTTE, NC) FOR A LANDFILL GAS DEVELOPMENT PROJECT.
WHEREAS, RFP No. 16-0010 was issued to identify a Landfill Gas Development
Partner to develop a Landfill Gas to Energy (LFGE) Project at the Pine Grove
and Schatulga Road Landfills. Enerdyne Power Systems, Inc. was the only vendor
to submit a proposal; and,
WHEREAS, Landfill gas is approximately 50% methane which can be used as an
energy source. If approved, the City can begin the negotiation of an agreement
with Enerdyne Power Systems, Inc. to develop the LFGE project. The initial
phase of the project will determine if there is sufficient quality and quantity
of landfill gas for an energy project. A successful project should provide
financial and/or other benefits to the City; and,
WHEREAS, Enerdyne Power Systems will perform all diligence with respect to the
Pine Grove Landfill and Schatulga Road Landfill. During the ?Diligence
Period?, which shall be for 120 days from the execution of the Letter of
Intent, Enerdyne Power Systems will determine the feasibility of the Landfill
Gas Project. If both parties deem the project to be feasible, the findings
will be provided to Columbus Council to determine if the City will proceed with
the Landfill Gas Development project with Enerdyne Power Systems.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a letter of intent with
Enerdyne Power Systems, Inc. (Charlotte, NC) for a landfill gas development
project.
____________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the______ day of ____________, 2016 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_____________________________
_________________________
Tiny B. Washington, Clerk of Council Teresa Pike
Tomlinson, Mayor
?ITEM F?
A RESOLUTION
NO.________
A RESOLUTION AUTHORIZING THE DECLARATION OF A MORPHO TRUST LIVE SCAN
FINGERPRINT STATION (SERIAL #AAV308000318) AS SURPLUS, IN ACCORDANCE WITH
SECTION 7-501 OF THE CHARTER OF COLUMBUS CONSOLIDATED GOVERNMENT; AND AUTHORIZE
THE DONATION OF THE SURPLUS EQUIPMENT TO THE COLUMBUS REGIONAL POLICE ACADEMY;
AND ALSO AUTHORIZING THE DECLARATION OF A MPH PYTHON II POLICE RADAR (SERIAL
#PYT549001162) AS SURPLUS, IN ACCORDANCE WITH SECTION 7-501 OF THE CHARTER OF
COLUMBUS CONSOLIDATED GOVERNMENT; AND AUTHORIZE THE DONATION OF THE SURPLUS
EQUIPMENT TO THE TALBOT COUNTY SHERIFF?S OFFICE.
WHEREAS, The Police Department is requesting to donate the old fingerprint
station, known as a livescan system, to the Regional Police Academy here in
Columbus. The Academy has a need for the old system. Currently they have to
train recruits to roll ink fingerprints, which most agencies consider obsolete;
and,
WHEREAS, the Police Department is also requesting to donate an old MPH Python
Police Radar (valued at less than $500) to the Talbot County Sheriff?s
Department, who had a unit that has been damaged, and they are unable to
replace it.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to declare a Morpho Trust Live Scan
Fingerprint Station (Serial #AAV308000318) as surplus, in accordance with
section 7-501 of the Charter of Columbus Consolidated Government; and
authorized to donate the Fingerprint Station to the Columbus Regional Police
Academy. The City Manager is also hereby authorized to declare a MPH Python
II Police Radar (Serial #PYT549001162) as surplus, in accordance with section
7-501 of the Charter of Columbus Consolidated Government; and authorized to
donate the Radar unit to the Talbot County Sheriff?s Office.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2016 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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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