Agenda Item # 2
Columbus Consolidated Government
Council Meeting
January 24, 2012
Agenda Report # 006
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ELECTRONIC KEY MANAGEMENT SYSTEM FOR MUSCOGEE COUNTY JAIL
It is requested that Council approved the purchase of an Electronic Key
Management System from KeyTrak, Inc., (College Station, TX), in the amount of
$29,751.00, for the Muscogee County Jail. The purchase will be accomplished
via Federal GSA Schedule 84, Contract #GS-07F-9926H, awarded to KeyTrak.
The key management system will provide a mechanism to manage the possession and
usage of mechanical keys at the Jail. The system will automatically produce a
verifiable audit trail the moment a key is removed from its designated location.
The vendor will install and provide training on the system. The cost includes
one year of Software Telephone Support 24/7/365 and one year hardware support
on-site.
Funds are budgeted in the FY12 Budget: Special Project/Capital Project Fund ?
Capital Project ? General Fund Supported Capital Projects ? Computer Equipment
? State Criminal Alien Assistance Program; 0508-660-1000-CPGF-7751-22180 -20010.
* * * * * * * * * *
(B) STUMP GRINDER ? RFB NO. 12-0021
It is requested that Council authorize the purchase of one (1) J. P. Carlton,
Model 7500, Stump Grinder, from J. P. Carlton Co., (Spartanburg, SC) in the
amount of $33,750.00.
The stump grinder will be used by the Urban Forestry and Beautification
Division, of the Public Services Department, for grinding stumps on City
right-of-ways and other City properties. This is new equipment approved in the
FY12 Budget. (Please see Stump Grinder Justification report attached below.)
Bid postcard invitations were mailed to eighty-five vendors and bid
specifications were posted on the web page of the Purchasing Division and the
Georgia Procurement Registry. Four bids were received on December 14, 2011.
This bid has been advertised, opened and reviewed. The bidders were:
Vendor Manufacturer/Make/Model Unit Price
J. P. Carlton Co. (Spartanburg, SC) J. P. Carlton, Model 7500 $33,750.00
Mason Tractor Company (McDonough, GA) 2011 Bandit / 3200TOW $34,706.90
R.Z. Zimmerman, Inc. (Marietta, GA) 2011 Carlton 7500 $35,900.00
Vermeer Southeast (Marietta, GA) Vermeer SC802 $36,705.00
This item is not available on Georgia Statewide Contract.
Funds are budgeted in the FY12 Budget: Paving Fund ? Public Services ?
Right-of-Way Maintenance ? Rolling Stock; 0203 ? 260 ? 3120 ? ROWM ? 7726.
* * * * * * * * * *
(C) ? TON CREW CAB, 4X4 PICKUP TRUCKS (RE-BID) ? RFB 12-0023
It is requested that Council authorize the purchase of three (3) 2012 Ford
F-150 XL, ?-Ton Crew Cab, 4x4 Pickup Trucks, from Rivertown Ford, (Columbus,
GA) in the amount of $75,246.00 ($25,082.00 per unit).
Two new vehicles, approved in the FY12 Budget, will be used by the Sheriff?s
Office as administrative vehicles.
The third vehicle is a replacement unit, approved in the FY12 Budget, to be
used by the Street Maintenance Division, of the Public Services Department. A
supervisor, in the Division, will use the vehicle while performing daily
duties, such as inspecting job sites.
Bid postcard invitations were mailed to sixty-nine vendors and bid
specifications were posted on the web page of the Purchasing Division and the
Georgia Procurement Registry. Twelve bids were received on December 14, 2011.
This bid has been advertised, opened and reviewed. The bidders were:
Vendor Manufacturer/Make/Model Unit Price Total Bid
(3 Units)
Rivertown Ford (Columbus, GA) 2012 Ford F-150 XL $25,082.00 $75,246.00
Mall of Georgia Ford (Buford, GA) 2012 Ford F-150 W1E $25,120.00 $75,360.00
Carl Black Buick Chevrolet GMC (Kennesaw, GA) 2012 Chevrolet Silverado 1500 CK10543
4WD Crew Cab $25,199.00 $75,597.00
All-Pro Auto Group (LaGrange, GA) 2012 Chevrolet Silverado
Crew Cab 4x4 $25,241.70 $75,725.10
Brooker Ford Lincoln Mercury (Dalton, GA) 2012 Ford F-150 Crew Cab XL $25,279.00
$75,837.00
Team Chevrolet of Northpoint (Alpharetta, GA) 2012 Chevrolet Silverado CK10543 $25,309.00
$75,927.00
Sledge Chevrolet (Manchester, GA) Chevrolet 1500 Crew Cab CK10543 $25,341.00 $76,023.00
Allan Vigil Ford (Morrow, GA) Ford F-150 Supercrew $25,394.00 $76,182.00
Team Ford of Marietta (Alpharetta, GA) Ford F-150 (W1E) $25,807.00 $77,421.00
Hardy Chevrolet Pontiac Buick Inc. (Dallas, GA) 2012 Chevrolet Silverado CK10543 $26,367.00
$79,101.00
Prater Ford, Inc. (Calhoun, GA) Ford F-150 Super Crew XL $26,944.00 $80,832.00
Stokes-Brown Toyota of Hilton Head (Bluffton, SC) 2012 Toyota Tundra Crew Max (8359)
$31,211.00 $93,633.00
The Georgia Statewide Contract price for this vehicle is $26,412.00.
Funds are budgeted in the FY12 Budget: (Sheriff?s Office ? Qty of 2)
LOST-Public Safety Fund ? Sheriff ? Public Safety-LOST ? Light Trucks; 0102 ?
550 ? 9900 ? LOST ? 7722. (Public Services ? Qty of 1) Paving Fund ? Public
Services ? Street Improvements ? Light Trucks; 0203 ? 260 ? 2100 ? STRT ? 7722.
* * * * * * * *
(D) ADDITIONAL PURCHASE ? ? TON CREW CAB, 4X4 PICKUP TRUCKS (RE-BID) ? RFB
12-0023
It is requested that Council authorize the additional purchase of two (2) 2012
Ford F-150 XL, ?-Ton Crew Cab, 4x4 Pickup Trucks, from Rivertown Ford,
(Columbus, GA) in the amount of $50,164.00 ($25,082.00 per unit), pending
Council approval of Agenda Item C (above).
The two vehicles will be used by the Sheriff?s Office as administrative
vehicles. These are new vehicles. One vehicle was approved in the FY12
Budget. The second vehicle will be purchased as a substitution for a mid-size
sedan approved in the FY12 Budget.
Rivertown Ford is the apparent successful vendor (pending Council approval of
Agenda Item C above) for RFB 12-0023 ?-Ton Crew Cab, 4x4 Pickup Trucks. The
vendor has agreed to provide the two (2) additional trucks for the awarded bid
price of $25,082.00 each, for a total amount of $50,164.00.
Funds are budgeted in the FY12 Budget: LOST-Public Safety Fund ? Sheriff ?
Public Safety-LOST ? Light Trucks; 0102 ? 550 ? 9900 ? LOST ? 7722.
* * * * * * * *
EMERGENCY PURCHASE ? INFORMATION ONLY
CHEROKEE RETAINING WALL FAILURE:
In early January 2012, a retaining wall collapsed on Cherokee Avenue. On
January 10th, Council was made aware of the emergency and notified of the
intent to proceed with repairs under an emergency basis.
On January 13th, the Engineering Department received quotes from the following
vendors:
KAM, Inc. (Columbus, GA) $ 71,000.00
Southeastern Site Development (Newnan, GA) 118,295.00
Robinson Paving (Columbus, GA) 119,888.00
Cline Service Corporation (Columbus, GA) 216,925.00
The vendor will replace the collapsed section of the concrete channel wall
located along Weracoba Creek, and adjacent to Cherokee Avenue, with a new
gabion wall section. The low bidder expects to complete the work within
approximately fifteen days. The City Manager approved the emergency repair on
January 17, 2012.
Funds in the amount of $75,000.00 (to cover the quoted amount, plus
contingencies) are available in the FY12 Budget: Special Project/Capital
Project Fund ? Capital Projects ? Sewer Fund Supported Capital Projects ?
General Construction- Cherokee Retaining Wall; 0508 ? 660 ? 2000 ? CPSF - 7661
? 20757 - 20120.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF AN ELECTRONIC KEY MANAGEMENT
SYSTEM FROM KEYTRAK, INC., (COLLEGE STATION, TX), IN THE AMOUNT OF $29,751.00,
FOR THE MUSCOGEE COUNTY JAIL.
WHEREAS, the purchase will be accomplished via Federal GSA Schedule 84,
Contract #GS-07F-9926H, awarded to KeyTrak; and,
WHEREAS, the key management system will provide a mechanism to manage the
possession and usage of mechanical keys at the Jail. The system will
automatically produce a verifiable audit trail the moment a key is removed from
its designated location; and,
WHEREAS, the vendor will install and provide training on the system. The cost
includes one year of Software Telephone Support 24/7/365 and one year hardware
support on-site.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase an Electronic
Key Management System from KeyTrak, Inc., (College Station, TX), in the amount
of $29,751.00, for the Muscogee County Jail. Funds are budgeted in the FY12
Budget: Special Project/Capital Project Fund ? Capital Project ? General Fund
Supported Capital Projects ? Computer Equipment ? State Criminal Alien
Assistance Program; 0508-660-1000-CPGF-7751-22180 -20010.
____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2012 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 __________.
________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) J. P. CARLTON, MODEL
7500, STUMP GRINDER, FROM J. P. CARLTON CO., (SPARTANBURG, SC) IN THE AMOUNT OF
$33,750.00.
WHEREAS, the stump grinder will be used by the Urban Forestry and
Beautification Division, of the Public Services Department, for grinding stumps
on City right-of-ways and other City properties.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) J. P.
Carlton, Model 7500, stump grinder, from J. P. Carlton Co., (Spartanburg, SC)
in the amount of $33,750.00. Funds are budgeted in the FY12 Budget: Paving
Fund ? Public Services ? 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 ____________, 2012 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 __________.
________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF THREE (3) 2012 FORD F-150 XL,
?-TON CREW CAB, 4x4 PICKUP TRUCKS, FROM RIVERTOWN FORD, (COLUMBUS, GA) IN THE
AMOUNT OF $75,246.00 ($25,082.00 PER UNIT).
WHEREAS, two vehicles will be used by the Sheriff?s Office as administrative
vehicles; these are new vehicles. The third vehicle will be used by the Street
Improvements Division of the Public Services Department; this is a replacement
vehicle.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase three (3) 2012
Ford F-150 XL, ?-Ton Crew Cab, 4x4 Pickup Trucks, from Rivertown Ford,
(Columbus, GA) in the amount of $75,246.00 ($25,082.00 per unit). Funds are
budgeted in the FY12 Budget: (Sheriff?s Office ? Qty of 2) LOST-Public Safety
Fund ? Sheriff ? Public Safety-LOST ? Light Trucks; 0102 ? 550 ? 9900 ? LOST ?
7722. (Public Services ? Qty of 1) Paving Fund ? Public Services ? Street
Improvements ? Light Trucks; 0203 ? 260 ? 2100 ? STRT ? 7722.
____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2012 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 __________.
________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM D?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) ADDITIONAL 2012 FORD
F-150 XL, ?-TON CREW CAB, 4X4 PICKUP TRUCKS, FROM RIVERTOWN FORD, (COLUMBUS,
GA) IN THE AMOUNT OF $50,164.00.
WHEREAS, the vehicles will be used by the Sheriff?s Office as administrative
vehicles; and,
WHEREAS, Rivertown Ford was the awarded vendor for RFB 12-0023 ?-Ton Crew Cab,
4x4 Pickup Trucks, and has agreed to provide the two (2) additional vehicles
for the awarded bid price of $25,082.00 each, for a total amount of $50,164.00.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase two (2) additional 2012
Ford F-150 XL, ?-Ton Crew Cab, 4x4 Pickup Trucks, from Rivertown Ford,
(Columbus, GA) in the amount of $50,16400. Funds are budgeted in the FY12
Budget: LOST-Public Safety Fund ? Sheriff ? Public Safety-LOST ? Light Trucks;
0102 ? 550 ? 9900 ? LOST ? 7722.
______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2012 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 __________.
________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
Attachments