Agenda Item #______
Columbus Consolidated Government
Council Meeting
November 20, 2007
Agenda Report #_____
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) PROFESSIONAL SURVEYING SERVICES (ANNUAL CONTRACT) ? RFP NO. 08-0002
It is requested that Council approve the annual contract for Professional
Surveying Services for the Finance Department, Revenue Division, with Moon,
Meeks, Mason & Vinson, Inc., on an ?as needed basis?. The surveying services
requested are in conjunction with the application process for an Alcoholic
Beverage License in Muscogee County. Section 3-7(a)(4) of the Code of
Ordinances, City of Columbus, Georgia, requires all applications for new
Alcoholic Beverage Licenses to include a certificate from a registered surveyor
showing a scale drawing of the location of the proposed premise and the
distance of the proposed premises from any prohibited locations covered in
Section 3-5 of the Code of Ordinances, City of Columbus, Georgia.
These surveys are to be coordinated and conducted by a registered surveyor,
contracted by the city, and the nonrefundable cost of such surveys are to be
paid by the applicants to the Columbus Consolidated Government.
The survey services shall consist of boundary research necessary to prepare
plats, scale drawings and accurate measurements involving the proposed
locations for Alcoholic Beverage Licenses. This will include the completion of
?Surveyor?s Reports? certifying the measurements from the property lines of
proposed locations for Alcoholic Beverage Licenses to the property lines of any
surrounding prohibited locations as stated in Section 3-5 of the Code of
Ordinances, City of Columbus, Georgia.
The term of the contract shall be for two years, with an option to renew for
three additional twelve-month periods. Contract renewal will be contingent
upon the mutual agreement of the City and the Contractors.
The RFP specifications were posted on the City?s website. The RFP has been
advertised, opened and evaluated. Proposals were received, August 17, 2007,
from the following offerors:
Moon, Meeks, Mason & Vinson, Inc. (Columbus, GA)
EMC Engineering Services, Inc. (Columbus, GA)
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from Finance, Inspections & Code and Public
Services. Also a representative from the Finance Department served in an
advisory position and was not voting member.
The City?s Procurement Ordinance, Article 3-110, Competitive Sealed Proposals
for the procurement of Equipment, Supplies and Professional Services, governs
the RFP Process. During the process of an RFP there is no formal opening, due
to the possibility of negotiated components of the proposal. 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(s), negotiations will begin
with the next responsive offeror. Evaluation results and cost information have
been submitted to the City Manager in a separate memo for information purposes.
Funds are budgeted each fiscal year for this on-going expense: General Fund ?
Finance - Revenue-Occupation Tax ? Revenue Collections - Contractual Services;
0101-200-2200-REVS-6319.
* * * * * *
(B) CHANGE ORDER NO. 9 FOR CONSTRUCTION SERVICES AT NEW LIBRARY ? RFP NO.
03-0017
It is requested that Council authorize the execution of Change Order No. 9 with
Batson Cook Construction, for additional construction and FF&E requirements, in
the amount of $2,645,865.00. Resolution No. 72-03, dated February 11, 2003,
authorized the execution of the contract with Batson Cook Construction. Change
Order No. 9 includes:
Description Amount
1. Add HVAC Fluid Coolers 201,000.00
2. Adjustment to outside air systems 26,000.00
3. Temperature control for auditorium 53,442.00
4. Install airlock and/or modify doors from Porte Cohere to conference center
41,052.00
5. Modify front doors (center set) to improve operation 17,415.00
6. Supplemental heat at loading dock 18,000.00
7. Working sun shades in reference reading room, technical services, children?s
back door and staff lounge 68,036.00
8. Improve soundproofing at study rooms in building 22,239.00
9. Modify steps at bottom of grand staircase 9,600.00
10. Barrier in front of the building 7,042.00
11. Acoustical treatment in video conference room 12,718.00
12. Design costs for items 1 - 11 67,358.00
13. Additional security cameras 26,400.00
14. Reading and storytelling plaza at children?s area, including landscaping at
plaza 1,349,419.00
15. Landscaping in front of Library 300,000.00
16. Design costs for items 14 - 15 166,925.00
17. Super capacity drop-box 21,294.00
18. Interior signage 44,832.00
19. Plasma kiosk in rotunda 44,832.00
20. Microfilm cabinets 51,237.00
21. Display units 20,034.00
22. Power lift & cleaning equipment 5,252.00
23. Complete equipping of children?s and teens departments 17,292.00
24. Mobile communication units for reference department 19,214.00
25. Room scheduling software 6,020.00
26. ILS reporting software 19,212.00
Change Order No. 9 2,645,865.00
Total Contract amount including previous change orders 23,739,620.88
Total contract amount including previous change orders and Change Order No.9
26,385,485.88
Funds are budgeted in FY08 Budget: 1999 Sales Tax Project Fund - 1999 SPLOST-
MCSD Library Project; 0540 ? 695 ? 2120 ? Various ? 50500 ? 20080.
* * * * * * * *
(C ) EMERGENCY PURCHASE OF A REPLACEMENT PLAYBACK SYSTEM FOR
CCGTV
It is requested that Council approve payment to Media Products of Atlanta, in
the amount of $10,877.00, for the emergency purchase of a replacement playback
system for CCGTV.
The playback system is used to broadcast recorded programs on CCGTV. The
current system is over five years old and has begun to malfunction, and parts
to repair the equipment are obsolete due to its age. The malfunctioning
equipment is causing programs to play in fast motion, stall or not play at
all. CCGTV provides valuable information to the citizens of Columbus.
Therefore, the City Manager authorized the emergency purchase of a replacement
playback system.
Funds are available in the FY08 Budget: General Fund ? Miscellaneous ?
Non-Categorical ? Capital Expenditures Over $5,000; 0101- 590 ? 3000 ? NCAT ?
7761.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING TO EXECUTE AN ANNUAL CONTRACT FOR PROFESSIONAL
SURVEYING SERVICES WITH MOON, MEEKS, MASON & VINSON, INC., ON AN ?AS NEEDED
BASIS? FOR THE FINANCE DEPARTMENT/REVENUE DIVISION.
WHEREAS, an RFP was administered (RFP 08-0002) and proposals were received from
two qualified offerors; and,
WHEREAS, the proposal submitted by Moon, Meeks, Mason & Vinson, Inc., met all
proposal requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the term of contract shall be for two years, with an option to renew
for three additional twelve-month periods. Contract renewal is 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 execute an annual
contract for professional surveying services with Moon, Meeks, Mason & Vinson,
Inc., on an ?as needed basis? for the Finance Department/Revenue Division.
Funds are budgeted each fiscal year for this on-going expense: General Fund ?
Finance - Revenue-Occupation Tax ? Revenue Collections - Contractual Services;
0101-200-2200-REVS-6319.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2007 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
?ITEM B?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE EXECUTION OF CHANGE ORDER NO. 9 WITH BATSON COOK
CONSTRUCTION IN THE AMOUNT OF $2,645,865.00
WHEREAS, Resolution No. 72-03, dated February 11, 2003, authorized the
execution of the contract with Batson Cook Construction; and,
WHEREAS, additional construction and FF&E requirements are necessary for
completion of this project.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute Change Order No. 9 with
Batson Cook Construction, for construction and FF&E requirements (see the
attached item) , in the amount of $2,645,865.00. Funds are budgeted in FY08
Budget: 1999 Sales Tax Project Fund - 1999 SPLOST- MCSD Library Project; 0540 ?
695 ? 2120 ? Various ? 50500 ? 20080.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2007 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
"ITEM C?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING PAYMENT TO MEDIA PRODUCTS OF ATLANTA, IN THE AMOUNT OF
$10,877.00 FOR THE EMERGENCY PURCHASE OF A REPLACEMENT PLAYBACK SYSTEM FOR
CCGTV.
WHEREAS, the playback system is used to broadcast recorded programs on CCGTV.
The current system is over five years old and has begun to malfunction, and
parts to repair the equipment are obsolete due to its age. The malfunctioning
equipment is causing programs to play in fast motion, stall or not play at all;
and,
WHEREAS, CCGTV provides valuable information to the citizens of Columbus.
Therefore, the City Manager authorized the emergency purchase of a replacement
playback system.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Media
Products of Atlanta, in the amount of $10,877.00, for the emergency purchase of
a replacement playback system for CCGTV. Funds are available in the FY08
Budget: General Fund ? Miscellaneous ? Non-Categorical ? Capital Expenditures
Over $5,000; 0101- 590 ? 3000 ? NCAT ? 7761.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2007 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
Attachments
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