Agenda Item # 4
Columbus Consolidated Government
Council Meeting
November 28, 2017
Agenda Report # 52
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) GROUNDS MAINTENANCE SERVICES (ANNUAL CONTRACT) ? RFP NO. 18-0002
It is requested that Council authorize the execution of annual contracts with A
Cut Above Landscape Management (Fortson, GA) for Areas 2 and 5; M.V. Holmes,
LLC d/b/a Four Seasons Lawn Care (Columbus, GA) for Area 4; and Villegas
Enterprises, Inc. d/b/a Outdoor Solutions (Columbus, GA) for Areas 1, 3 6 and 7
for routine grounds maintenance services on a weekly, monthly and yearly basis.
The Public Works Department manages grounds maintenance sites in seven (7)
areas in Muscogee County. These areas enhance the appearance of major road
arteries and high visibility areas, and improve the quality of life for
citizens. The contractors will provide fertilizing, weekly mowing, edging, weed
control, irrigation, pruning, mulching, disease and insect control, etc., at
the below listed seven (7) areas:
Area 1: I-185 Interstate Sites
Area 2: J. R. Allen Parkway/Sam Wellborn Parkway Sites
Area 3: Downtown/Historic Sites
Area 4: Inner City Mini-Gateway Sites
Area 5: Pedestrian and Tourist Sites
Area 6: Median and Roundabout Sites
Area 7: Administrative and Recreational Facilities
The contract term shall be for two (2) years with the option to renew for three
(3) additional twelve-month periods. The contract renewal shall be contingent
upon the mutual agreement of the City and the Contractors.
Annual Contract History:
The previous five-year contract was awarded on October 9, 2012 (Resolution No.
306-12) to A Cut Above Landscape Management (Fortson, GA), Landtek, Inc.
(Columbus, GA) and Villegas Enterprises, Inc. d/b/a Outdoor Solutions
(Columbus, GA).
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on June 26, 2017. This RFP has been
advertised, opened and evaluated. Three (3) proposals were received on July
28, 2017 from the following vendors:
A Cut Above Landscape Management (Fortson, GA)
M.V. Holmes, LLC d/b/a Four Seasons Lawn Care (Columbus, GA)
Villegas Enterprises, Inc. d/b/a Outdoor Solutions (Columbus, GA)
The following events took place after receipt of proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation Meeting 08/07/17 The Purchasing Manager advised evaluation committee
members of the RFP rules and process, and the project manager provided an
overview. Proposals were disbursed to each committee member to review.
1st Evaluation Meeting 08/29/17 Committee members discussed the proposals; and requested
clarification from the contractors.
Clarification Requested 08/31/17 Requests for clarification were forwarded to
the contractors.
Clarification Received 09/05/17 Clarification responses received.
Evaluation Forms Sent 09/05/17 Evaluation forms were forwarded to voting committee
members.
Evaluation Results/Shortlist 09/21/17 Evaluation forms were completed and returned to Purchasing
for compilation results, which were then forwarded to the Evaluation Committee
members for review.
2nd Evaluation Meeting 10/24/17 Committee members discussed the evaluation results and
decided to award the contract, by area, to the three (3) responding contractors.
Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of one
(1) voting member from the Engineering Department, and two (2) voting members
from the Public Works Department. An additional representative from the Public
Works Department served as a non-voting advisor.
Award Recommendation:
The evaluation committee deemed the proposals from A Cut Above Landscape
Management, M.V. Holmes, LLC d/b/a Four Seasons Lawn Care and Villegas
Enterprises, Inc. d/b/a Outdoor Solutions as responsive to the RFP
specifications. Therefore the Evaluation Committee, as reflected by their
comments provided below, recommends award of the contract to A Cut Above
Landscape Management, M.V. Holmes, LLC d/b/a Four Seasons Lawn Care and
Villegas Enterprises, Inc. d/b/a Outdoor Solutions for the following reasons:
? A Cut Above Landscape Management:
o This contractor has satisfactorily provided many years of service to the City
and is familiar with the areas and requirements.
o The contractor?s service plan provides step-by-step details of how each area
will be serviced in accordance with the specifications.
o A Cut Above has extensive experience in the landscape industry and services
some of the largest landscape accounts in the area.
? M.V. Holmes, LLC d/b/a Four Seasons Lawn Care:
o Four Seasons has managed to retain a large percentage of their customers
through the years, and I think that?s a tribute to the type of services they
provide.
o The contractor maintains several high-end housing complexes that require
attention to detail
o The service plan is detailed and seems to include all necessary activities to
meet the specifications.
? Villegas Enterprises, Inc. d/b/a Outdoor Solutions:
o The contractor has a stellar work history, including high profile properties
in Columbus such as AFLAC and Columbus Housing Authority.
o The contractor is prompt and professional when responding to requests and
concerns of the City; contact with key personnel occurs on a regular basis.
o The staff of Outdoor Solutions have proven to be very detail oriented while
cutting, trimming and spraying.
Vendor Qualifications/Experience:
? A Cut Above Landscape Management:
o The contractor is a full-service landscape company with a specialty of
commercial and government landscape management of large sites.
o The contractor manages large landscape properties, including: Callaway
Gardens, Columbus Regional, Auburn University, Columbus State University,
Columbus Water Works, Publix Corporate, Peachtree Mall, Columbus Park Crossing
South, and others.
o The company has a Georgia Department of Agriculture Pesticide Applicator
License Categories 24 and 27 (Ornamental and Turf Pest Control and Right of Way
Pest Control)
o Staff Horticulturist:
o 20 years of experience working on similar projects and 25 years of landscape
management experience.
o Certified Turfgrass Professional (University of Georgia)
o Member of the National Association of Landscape Professionals
o Member of the Columbus Chamber of Commerce
o Volunteer experience includes Planet Day of Service 2009-2016 at Centers for
Disease Control; Columbus State University; Medical Center Hospital; Hughston
Hospital; Synovus; and Muscogee County School District.
o Recipient of the Merit Grand Award for the Cascade Hills project; Best of the
Best national award from PLANET; and safety awards from PLANET, ALCA and PLCAA.
o Foreperson/Quality Control Employee:
- 17 years of experience working on similar projects and 25 years of landscape
experience.
- Managed landscape maintenance crews on J.R. Allen Parkway Sites, Victory
Drive Sites and other CCG sites.
- Managed landscape installation jobs for other government entities,
corporations, and residential clients; including the landscape and irrigation
installation at I-75 and Riverside Drive in Macon, GA, which is the largest job
completed by the company.
- Proficient in all facets of landscaping, including operating tractor
equipment, grading, silt fence and erosion control, drainage and installation
of sod, plants and trees, annual color plantings, trees, shrubs and grasses.
? M.V. Holmes, LLC d/b/a Four Seasons Lawn Care:
o The contractor is a full-service grounds maintenance company that has
provided commercial services to the Columbus and Phenix City area for over 10
years.
o For five years in a row, the contractor was voted Best Lawn Service (Columbus
Ledger-Enquirer Readers? Choice Awards).
o The company has a Georgia Department of Agriculture Pesticide Applicator
License Categories 24 and 27 (Ornamental and Turf Pest Control and Right of Way
Pest Control)
o Staff Horticulturist:
- Bachelor of Science in Horticulture (Auburn University)
- Licenses include Alabama Ornamental and Turf Pesticide Applicator (Custodial)
and Alabama Setting of Landscaping Plants.
- Honorable discharge from the United States Navy.
- Navy Achievement medal for exemplary performance.
- Supervises, coordinates, plans and oversees all landscape installations.
-
o Foreperson/Quality Control Employee (Vice President):
- Associates Degree from the University of Phoenix.
- 18 years of landscaping experience, including groundskeeper, crew leader and
field manager.
- Trains new employees, manages inventory, perform equipment and vehicle
inspections, performs the most technical and complex tasks of the work crew,
maintains quality control and safety management of crew.
? Villegas Enterprises, Inc. d/b/a Outdoor Solutions:
o Outdoor Solutions was founded in 1999 and organized in Georgia as an ?S?
Corporation under Villegas Enterprises, Inc. in 2002. The company provides
landscape management services, which includes, but is not limited to, grounds
maintenance, irrigation, installation and troubleshooting, grounds
fertilization, hardscape installations and landscape installation.
o The company is a certified Disadvantaged Business Enterprise (DBE) with
Georgia Department of Transportation.
o The company has a Georgia Department of Agriculture Pesticide Applicator
License Categories 24 and 27 (Ornamental and Turf Pest Control and Right of Way
Pest Control) and Live Plant License.
o The company has provided services to CCG since 2001, and has provided
maintenance services at the Gateway Sites along I-185, the downtown
beautification sites, medians and Right of Ways, and most of the Historic
Riverwalk. AFLAC is currently the company?s second largest account.
o Staff Horticulturist:
- Bachelor of Science in Horticulture (Auburn University)
- Oversees landscaping activities, plant and tree orders, scheduling and
inventory of plants and trees at the company?s storage area.
- Ornamental and Turf Pesticide Applicator License for the state of Alabama.
o Foreperson/Quality Control Employee:
- Attended Columbus State University
- Supervisor of landscaping and lawn maintenance.
- Experienced in construction of block retaining walls, irrigation/springer
systems installation and repairs, landscaping plant installation, operation of
landscaping machinery, management of lawn maintenance accounts, and price
estimation for various services.
- Georgia Department of Agriculture Pesticide Applicator License.
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.
Funds are budgeted each fiscal year for this ongoing expense: Public Works ?
Landscape and Forestry ? Contractual Services; 0203-260-3120-ROWM-6319.
* * * * * *
(B) DEMOLITION SERVICES (ANNUAL CONTRACT) ? RFP NO. 18-0001
It is requested that Council authorize the execution of annual contracts with
The M. Mitchell Group, LLC (Carrollton, GA) and W. T. Miller Demolition &
Construction (Cataula, GA) for demolition services on an as-needed basis. The
contractors will submit quotes to the Inspections and Code Department for each
project that arises during the course of the contract.
The contractors will provide all necessary equipment, materials,
transportation, and labor for residential and commercial demolition services.
The contract will include projects primarily from the Inspections and Code
Department, Community Redevelopment Division, Right-of-Way Acquisition Division
and the Public Works Department. Other projects approved by the City may be
covered under this agreement; however, the City reserves the right to bid
projects separately if deemed to be in the best interest of the City.
The initial term of the contrast will be for two (2) years with the option to
renew for three (3) additional twelve-month periods. Contract renewal will be
contingent upon the mutual agreement of the City and the Contractor.
Annual Contract History:
The previous five-year contract was awarded on October 13, 2015 (Resolution No.
292-15) to W. T. Miller Demolition & Construction; however, the Inspections and
Code Department determined it is necessary to have at least two (2) demolition
vendors under contract. Therefore, the department exercised its option to not
renew the contract but to revise the specifications and issue a new RFP.
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on June 22, 2017. This RFP has been
advertised, opened and evaluated. Four (4) proposals were received on July 21,
2017 from the following vendors:
The M. Mitchell Group, LLC (Carrollton, GA)
W. T. Miller Demolition and Construction (Cataula, GA)
American Logistics International, Inc. (East Point, GA)
SACAL Environmental & Management Company (Macon, GA)
The following events took place after receipt of proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation Meeting 08/14/17 The Purchasing Manager advised evaluation committee
members of the RFP rules and process, and the project manager provided an
overview. Proposals were disbursed to each committee member to review.
1st Evaluation Meeting 09/01/17 Committee members discussed the proposals; and requested
clarification from three contractors.
Clarification Requested 09/19/17 Requests for clarification were forwarded to
the contractors.
Clarification Received 09/20/17 Clarification responses received.
Evaluation Forms Sent 09/20/17 Evaluation forms were forwarded to voting committee
members.
Evaluation Results/Shortlist 11/09/17 Evaluation forms were completed and returned to Purchasing
for compilation results, which were then forwarded to the Evaluation Committee
members for review.
Award Recommendation 11/13/17 The Evaluation Committee unanimously voted to
award the contract to the two highest-ranking vendors: The M. Mitchell Group,
LLC and W. T. Miller Demolition and Construction.
Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of one
(1) voting member from the Community Reinvestment Department, (1) voting member
from the Planning Department and (1) voting member from the Inspections and
Code Department. An additional representative from the Inspections and Code
Department served as a non-voting advisor.
Award Recommendation:
The evaluation committee deemed the proposals from The M. Mitchell Group, LLC
(Carrollton, GA) and W. T. Miller Demolition and Construction (Cataula, GA) as
most responsive to the RFP specifications. Therefore the Evaluation Committee,
as reflected by their comments provided below, recommends award of the contract
to The M. Mitchell Group, LLC (Carrollton, GA) and W. T. Miller Demolition and
Construction (Cataula, GA) for the following reasons:
? The M. Mitchell Group, LLC:
o This contractor has 22 years of experience for various project specific
tasks. Also holds various certifications such as GDOT Disadvantaged Business
Enterprise, Small Business Enterprise, and an African-American Enterprise.
o The contractor?s work history looks good; a lot of experience with demolition.
o The M. Mitchell Group, LLC is qualified to perform demolition/asbestos
services. Their service plan was very detailed.
? W. T. Miller Demolition and Construction:
o W. T. Miller is qualified to perform the demolition/asbestos services for the
City of Columbus. They are local and very familiar with the procedures and the
City.
o W. T. Miller has shown to have the capacity, knowledge and experience to
complete large-scale and difficult projects.
o The contractor?s service plan is laid out well, with low cost associated with
the removal of asbestos and the demolition of structures.
Vendor Qualifications/Experience:
? The M. Mitchell Group, LLC:
o The contractor is a limited liability company headquartered in Carrollton,
Georgia, with offices in Anniston, AL; Jackson, MS; and Massillon, OH. The
company was organized in 1995.
o The contractor specializes in general contracting and consulting,
professional services, demolition services, masonry services, foundation
concrete, drywall, rough carpentry, construction and project management,
engineering and architectural services, environmental services, commercial, IT,
civil and industrial services.
o The contractor?s client base includes government, K-12, commercial, retail
and residential customers.
o The M. Mitchell Group has a subcontractor that is licensed as an Asbestos
Contractor by the Georgia Environmental Protection Division.
? W. T. Miller Demolition and Construction:
o The contractor is a limited liability company located in Cataula, Georgia and
has been in operation for 4? years.
o The contractor?s main character of work is demolition and abatement.
o The contractor has performed demolition and abatement on multiple projects
throughout the southeast, and in particular in the Columbus community.
o The contractor is currently a member of the Columbus Chamber of Commerce,
National Demolition Association, and the Associated General Contractors of
Georgia, Inc.
o W. T. Miller is licensed as an Asbestos Contractor by the Georgia
Environmental Protection Division.
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 offer or, 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.
Funds are budgeted each fiscal year for this ongoing expense: Community
Reinvestment ? Real Estate ? Demolition Services, 0101-245-2400-REAL-6381,
Community Development Block Grant Fund ? Community Reinvestment ? Redevelopment
? Demolition Services, 0210-245-2100-RDEV-6381, and Community Development ?
Inspections and Code Enforcement ? Demolition Services, 0101-240-2200-INSP-6381.
* * * * * *
(C) ADDITIONAL SERVICES ADDENDUM FOR TYLER TECHNOLOGIES
It is requested that Council approve the Additional Services Addendum from
Tyler Technologies (Moraine, OH), in the estimated amount of $104,400.00
($29.00 per parcel, not to exceed 3,600 parcels) to provide residential field
inspection services and appeal reviews.
The addendum is needed to augment the Tax Assessor?s Residential Appraisal
staff to complete regular sales and permit processing, so that the Tax
Assessor?s portion of the digest can be completed on time. The entire
Residential Appraisal staff has been working since July on the appeals
generated in the county-wide revaluation. So the processing of sales and
permits has not been completed.
Per Resolution 301-14, Council approved the purchase of the Oasis system
Upgrade to IasWorld. Consequently, Tyler is the obvious choice to provide
these contracted services as they know the software currently used. Any other
vendor would require a train-up period, as well as an RFP, both of which would
delay the completion of reviewing the sales and permits. This delay would not
allow the timely completion of our portion of the digest.
Tyler will perform the following services, per the Addendum:
1. Residential Field Inspections.
a. Tyler will perform residential field inspections on parcels identified by
the Client, not to exceed 3,600 parcels. It is understood that these parcels
are scattered in nature and do not represent entire neighborhoods or
subdivisions and that they consist exclusively of new construction and sales
reviews.
b. Tyler, using experienced residential data collectors, will take work packs
prepared and routed by the Client and will perform onsite field inspections.
The data collectors will interview property owners at the door to verify
interior features. If the property owner is not at home a door hanger will be
left at the residence explaining the purpose and date of the visit and interior
data will be estimated. Exterior data will be verified and the property record
card will be updated by Tyler. Any unrecorded additions will be added to the
sketch on the property record card. A digital image will be taken by Tyler
during the residential field inspection to adequately depict each new major
residential improvement and significant accessory structure. After completing
the field inspections Tyler will enter the data results into the Client?s
iasWorld system. Once the data is entered an experienced Tyler employee will
calculate and review the new values.
c. The Client is responsible for (1) identifying the parcels to be field
inspected; (2) preparing work packs and routing the work packs to Tyler; (3)
providing the door hanger and any other printed materials; (4) performing a
final review of values established by Tyler and finalizing the values. Client
will inform Tyler by December 1, 2017 of any parcels to collect by the end of
the Addendum term.
d. In consideration for the residential field inspection services described in
this Section 1, the Client shall pay Tyler on a per parcel basis at a rate of
$29.00 per parcel. Tyler will invoice the Client monthly for the parcels
inspected in the prior month. Payment of invoices billed under this Addendum
are due within thirty (30) days after the date of each invoice.
2. Appeal Reviews.
a. Pursuant to the terms of Exhibit C Article 12.1 of the Agreement, Tyler
agreed to provide up to one hundred (100) person days for Informal Appeal
Review assistance to Client from approximately May 1, 2017 through July 14,
2017. Additionally pursuant to the terms of Exhibit C Article 12.3 of the
Agreement, Tyler agreed to provide up to fifty (50) person days for Formal
Appeals, to be completed no later than October 27, 2017. It is stipulated that
the Client and Tyler mutually agree to combine the original number of Informal
and Formal Appeal Review days set forth in the Agreement so that Client may
allocate some or all of the original fifty (50) person days allowed for Formal
Appeal Review under the Agreement to Informal Appeals, and agree to extend the
timeframe for Tyler to provide Informal Appeals services until December 29,
2017.
b. Tyler agrees to add twenty (20) additional person days (four (4) additional
weeks) to the Agreement for Formal Appeals, with completion by February 2,
2018, at no additional cost to the Client. The parties agree that the twenty
(20) additional person days for Formal Appeals added to the Agreement pursuant
to this Section 2(b) shall not be allocated to Informal Appeal Reviews pursuant
to Section 2(a) above.
The Addendum shall be effective upon the date on which the City signs the
Addendum and all services shall be completed prior to March 30, 2018.
Funds are available in the FY18 Budget: General Fund ? Boards & Commissions ?
Tax Assessor ? Contractual Services; 0101-290-1000-TAXA-6319.
* * * * * *
(D) ELECTRICAL SYSTEM REPLACEMENT AT BENNING PARK
It is requested that Council approve the contract with Georgia Power, in the
amount of $79,023.61, for the replacement of the electrical system at Benning
Park.
According to Facilities Maintenance, the electrical system at Benning Park must
be replaced for safety reasons. The old electrical system is all high
voltage. City staff is not trained for, nor equipped, to handle high voltage
equipment.
Georgia Power will replace the transformers and wires. Once this work is done,
Georgia Power will maintain the new transformers and wires they install. The
City will only be responsible for the lights, i.e. changing bulbs and new
ballasts.
Funds are available in the FY18 Budget: OLOST ? Infrastructure Fund ? Public
Works ? Infrastructure ? LOST ? General Construction ? Benning Park Transformer
Replacement; 0109-260-9901-7661-96051-20180.
* * * * * *
(E) SURPLUS TUB GRINDER
It is requested that Council declare a 2013 Vermeer Tub Grinder, VMO-11393,
VIN-1VR2393090D1000174, as surplus in accordance with Section 7-501 of the
Charter of Columbus Consolidated Government.
The vehicle was struck by lightning which caused it to catch fire; consequently
it is no longer functioning. Insurance proceeds will be used to purchase
replacement equipment. Once declared surplus, the old equipment will be
disposed of by auction, conducted by the City?s contracted Auctioneer, Evans
Auctioneers, Inc. Additionally, if deemed more feasible the item may be sold
online through GovDeals or formal bid, whichever method is most appropriate for
the asset.
Revenue from the sale of the asset will be deposited in the Integrated Waste
Management Fund ? Government Wide Revenue ? Sale of General Fixed Assets;
0207-099-1999-REVN-4907.
* * * * * *
(F) MAINTENANCE, REPAIR & OPERATING (MRO) SUPPLIES, INDUSTRIAL SUPPLIES, AND
RELATED PRODUCTS AND SERVICES VIA U.S. COMMUNITIES GOVERNMENTAL PURCHASING
ALLIANCE
It is requested that Council approve the purchase of MRO supplies, on an as
needed basis, from HD Supply Facilities Maintenance, Ltd. (San Diego, CA)., via
contract number 16154, adopted by U.S. Communities Governmental Purchasing
Alliance (GPA). HD Supply Facilities Maintenance, Ltd. (San Diego, CA) will
be utilized as an alternate source for MRO supply purchases for various
departments.
U.S. Communities is the leading national government purchasing cooperative,
providing government procurement resources and solutions to local and state
government agencies, school districts (K-12), higher education institutes, and
nonprofits looking for the best overall supplier government pricing. Contract
Number Maricopa County, 16154, adopted by U.S. Communities Governmental
Purchasing Alliance, is a cooperative bid available for use by any governmental
entity. The City?s Procurement Ordinance, Article 9-101, authorizes the use of
cooperative purchasing.
The contract will remain in effect through December 31, 2021.
Funds are budgeted each fiscal year for this ongoing expense: Various
Departments ? Operating Materials; 6728.
Emergency Purchases ? Information Only
1) Emergency Purchase ? Mowing Equipment for Public Works:
On November 1, 2017, Public Works Director, Pat Biegler, notified Deputy City
Manager Goodwin of continued major issues with mowing equipment. Stating that
most of the equipment needs replacement due to age and wear and tear. However,
the department has been experiencing major breakdowns with tractors, mowers and
bush hogs. The Department is in need of at least four of each type of
equipment.
Director Biegler requested approval to proceed with an emergency purchase
comprised of two mowers, two tractors and two bush hogs which are critical so
that the Department can continue cleanup work during the Fall months and have
adequate equipment on hand in the Spring. This past Summer, with the continued
rains, proved to be difficult and the Department does not want to start the
upcoming Spring season on the same note because of failed equipment.
The equipment will be purchase from SunSouth (Columbus, GA) via Georgia
Statewide Contract # 99999-001- SPD0000102, as follows:
New Equipment
Replacing Units
Unit Cost
Total
(2) John Deer Utility Tractors 5055E-2WD
Replacing Tractor #11193 & 11191
$18,978.40
$37,956.80
(2) John Deer Z915 Commercial ZTrak
Replacing Bush Hogs #11256 & 11358
3,134.80
6,269.60
(2) John Deer Rhino 260 Mowers
Replacing Mowers #10095 & 10217
6,867.63
13,735.26
GRAND TOTAL
$57,961.66
The City Manager approved the emergency purchase on November 6, 2017.
Funding is available in the following line items: Paving Fund ? Public Works -
Right of Way Maintenance - Capital Expenditures over/under $5,000; 0203 ? 260
-3120 ? ROWM - 7761 or 7763.
********************
2) Emergency Purchase ? Morris Road Bridge Repair:
On November 14, 2017, Engineering Department Director, Donna Newman, notified
the City Manager concerning a bridge on Morris Road that had been damaged in an
accident over the weekend. The Engineering Department proceeded to request
that Scott Bridge Company (Opelika, AL), currently under contract to construct
the Bibb Mill Riverwalk bridge, to look at the damaged bridge and provide an
estimate to repair.
The Engineering Department requested authorization, under an emergency
purchase, to allow Scott Bridge to proceed to repair the railing on the bridge
on Morris Road at an estimated cost of $50,000. Public Works has placed
barriers at the site as a safety measure in the interim.
The City Manager approved the emergency purchase on November 15, 2017.
Risk Management has been notified of the accident and will seek restitution
from insurance.
Funding is available in the FY18 Budget: Special Projects-Capital Projects Fund
? Capital Projects ? Paving Fund Supported Capital Projects ? General
Construction ? Morris Rd Bridge Repair; 0508-660-3000-CPPF-7661-24023-20180 .
?ITEM A?
A RESOLUTION
NO._________
A RESOLUTION AUTHORIZING THE EXECUTION OF ANNUAL CONTRACTS WITH A CUT ABOVE
LANDSCAPE MANAGEMENT (FORTSON, GA) FOR AREAS 2 AND 5; M. V. HOLMES, LLC D/B/A
FOUR SEASONS LAWN CARE (COLUMBUS, GA) FOR AREA 4; AND VILLEGAS ENTERPRISES,
INC. D/B/A OUTDOOR SOLUTIONS (COLUMBUS, GA) FOR AREAS 1, 3, 6 AND 7 FOR ROUTINE
GROUNDS MAINTENANCE SERVICES ON A WEEKLY, MONTHLY AND YEARLY BASIS.
WHEREAS, an RFP was administered (RFP No. 18-0002) and three proposals were
received; and,
WHEREAS, the proposals submitted by A Cut Above Landscape Management, M.V.
Holmes, LLC d/b/a Four Seasons Lawn Care and Villegas Enterprises, Inc. d/b/a
Outdoor Solutions met all proposal requirements and were evaluated responsive
to the RFP; and,
WHEREAS, the initial term of the contract will be for two (2) years with the
option to renew for three (3) additional twelve-month periods. Contract
renewal will be contingent upon the mutual agreement of the City and the
Contractors.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute annual contracts with A
Cut Above Landscape Management (Fortson, GA) for Areas 2 and 5; M.V. Holmes,
LLC d/b/a Four Seasons Lawn Care (Columbus, GA) for Area 4; and Villegas
Enterprises, Inc. d/b/a Outdoor Solutions (Columbus, GA) for Areas 1, 3 6 and 7
for routine grounds maintenance services on a weekly, monthly and yearly basis.
____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2017 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 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 EXECUTION OF ANNUAL CONTRACTS WITH THE M. MITCHELL
GROUP, LLC (CARROLLTON, GA) AND W. T. MILLER DEMOLITION & CONSTRUCTION
(CATAULA, GA) FOR DEMOLTION SERVICES ON AN AS-NEEDED BASIS.
WHEREAS, an RFP was administered (RFP No. 18-0001) and four proposals were
received; and,
WHEREAS, the proposals submitted by The M. Mitchell Group, LLC and W. T. Miller
Demolition & Construction met all proposal requirements and were evaluated most
responsive to the RFP; and,
WHEREAS, the initial term of the contract will be for two (2) years with the
option to renew for three (3) additional twelve-month periods. Contract
renewal will be contingent upon the mutual agreement of the City and the
Contractors.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute annual contracts with The
M. Mitchell Group, LLC (Carrollton, GA) and W. T. Miller Demolition &
Construction (Cataula, GA) for demolition services on an as-needed basis.
Funds are budgeted each fiscal year for this ongoing expense: Community
Reinvestment ? Real Estate ? Demolition Services, 0101-245-2400-REAL-6381,
Community Development Block Grant Fund ? Community Reinvestment ? Redevelopment
? Demolition Services, 0210-245-2100-RDEV-6381; and Community Development ?
Inspections and Code Enforcement ? Demolition Services, 0101-240-2200-INSP-6381.
______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2017 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 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 ADDITIONAL SERVICES ADDENDUM FROM TYLER
TECHNOLOGIES (MORAINE, OH), IN THE ESTIMATED AMOUNT OF $104,000.00 ($29.00 PER
PARCEL, NOT TO EXCEED 3,600 PARCELS) TO PROVIDE RESIDENTIAL FIELD INSPECTION
SERVICES AND APPEAL REVIEWS.
WHEREAS, the addendum is needed to augment the Tax Assessor?s Residential
Appraisal staff to complete regular sales and permit processing, so that the
Tax Assessor?s portion of the digest can be completed on time. The entire
Residential Appraisal staff has been working since July on the appeals
generated in the county-wide revaluation. So the processing of sales and
permits has not been completed; and,
WHEREAS, Per Resolution 301-14, Council approved the purchase of the Oasis
system Upgrade to IasWorld. Consequently, Tyler is the obvious choice to
provide these contracted services as they know the software currently used.
Any other vendor would require a train-up period, as well as an RFP, both of
which would delay the completion of reviewing the sales and permits. This
delay would not allow the timely completion of our portion of the digest; and,
WHEREAS, the Addendum shall be effective upon the date on which the City signs
the Addendum and all services shall be completed prior to March 30, 2018.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute the Additional
Services Addendum from Tyler Technologies (Moraine, OH), in the estimated
amount of $104,400.00 ($29.00 per parcel, not to exceed 3,600 parcels) to
provide residential field inspection services and appeal reviews.
Funds are available in the FY18 Budget: General Fund ? Boards & Commissions ?
Tax Assessor ? Contractual Services; 0101-290-1000-TAXA-6319.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2017 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 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 CONTRACT WITH GEORGIA POWER, IN THE AMOUNT OF
$79,023.61, FOR THE REPLACEMENT OF THE ELECTRICAL SYSTEM AT BENNING PARK.
WHEREAS, according to Facilities Maintenance, the electrical system at Benning
Parks must be replaced for safety reasons. The old electrical system is all
high voltage. City staff is not trained for, nor equipped, to handle high
voltage equipment; and,
WHEREAS, Georgia Power will replace the transformers and wires. Once this work
is done, Georgia Power will maintain the new transformers and wires they
install. The City will only be responsible for the lights, i.e. changing bulbs
and new ballasts.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into contract with Georgia
Power, in the amount of $79,023.61, for the replacement of the electrical
system at Benning Park. Funds are available in the FY18 Budget: OLOST ?
Infrastructure Fund ? Public Works ? Infrastructure ? LOST ? General
Construction ? Benning Park Transformer Replacement;
0109-260-9901-7661-96051-20180.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2017 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 Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM E?
A RESOLUTION
NO.________
A RESOLUTION AUTHORIZING THE DECLARATION OF A 2013 VERMEER TUB GRINDER,
VMO-11393, VIN-1VR2393090D1000174, AS SURPLUS IN ACCORDANCE WITH SECTION 7-501
OF THE CHARTER OF COLUMBUS CONSOLIDATED GOVERNMENT.
WHEREAS, the vehicle was struck by lightning which caused it to catch fire;
consequently it is no longer functioning. Insurance proceeds will be used to
purchase replacement equipment; and,
WHEREAS, once declared surplus, the old equipment will be disposed of by
auction, conducted by the City?s contracted Auctioneer, Evans Auctioneers,
Inc. Additionally, if deemed more feasible the item may be sold online
through GovDeals or formal bid, whichever method is most appropriate for the
asset.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to declare a 2013 Vermeer Tub
Grinder, VMO-11393, VIN-1VR2393090D1000174, as surplus in accordance with
Section 7-501 of the Charter of Columbus Consolidated Government. Revenue from
the sale of the asset will be deposited in the Integrated Waste Management Fund
? Government Wide Revenue ? Sale of General Fixed Assets;
0207-099-1999-REVN-4907.
________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2017 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 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 MAINTENANCE, REPAIR & OPERATING (MRO)
SUPPLIES, INDUSTRIAL SUPPLIES, AND RELATED PRODUCTS AND SERVICES, FROM HD
SUPPLY FACILITIES, LTD. (SAN DIEGO, CA), VIA CONTRACT NUMBER 16154, ADOPTED BY
U.S. COMMUNITIES GOVERNMENTAL PURCHASING ALLIANCE (GPA). HD SUPPLY
FACILITIES, LTD WILL BE UTILIZED AS AN ALTERNATE SOURCE FOR MAINTENANCE, REPAIR
& OPERATING (MRO), SUPPLIES INDUSTRIAL SUPPLIES, AND RELATED PRODUCTS AND
SERVICES PURCHASES FOR VARIOUS DEPARTMENTS.
WHEREAS, U.S. Communities is the leading national government purchasing
cooperative, providing government procurement resources and solutions to local
and state government agencies, school districts (K-12), higher education
institutes, and nonprofits looking for the best overall supplier government
pricing; and,
WHEREAS, contract number 16154, adopted by U.S. Communities Governmental
Purchasing Alliance, is a cooperative bid available for use by any governmental
entity. The City?s Procurement Ordinance, Article 9-101, authorizes the use of
cooperative purchasing; and,
WHEREAS, the contract will remain in effect through December 31, 2021.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase MRO Supplies from HD
Supply Facilities Maintenance, Ltd. (San Diego, CA) via contract number 16154,
adopted by U.S. Communities Governmental Purchasing Alliance (GPA). HD Supply
Facilities Maintenance, Ltd. will be utilized as an alternate source for MRO
supply purchases for various departments. Funds are budgeted each fiscal year
for this ongoing expense: Various Departments ? Operating Materials; 6728.
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _____________________, 2017 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 Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
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