Agenda Item # 3
Columbus Consolidated Government
Council Meeting
September 9, 2014
Agenda Report # 29
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) BUS ADVERTISING (ANNUAL CONTRACT) ? RFP NO. 14-0022
It is requested that Council authorize the execution of a contract with
Renaissance Marketing, Inc. (Savannah, Georgia), to provide bus advertising to
be place on the exterior and/or interior of METRA buses. The Contractor will
provide the following services:
? Solicit advertisements to be placed on the exterior and interior spaces of
METRA?s buses.
? Provide standard sized advertisements and full wrap displays on the buses.
Standard sized advertisements include: King (Street Side 30? x 144?); Queen
(Curb Side 30? x 88?); Tail (Rear 21? x 72?) and Interior (Inside Cards 11? H x
28?W). Other options and sized advertisement displays on the buses will be
considered by METRA.
? Provide advertisement that shall be reputable in character and conform to
recognized business standards and appropriate City Ordinances.
? Provide advertisement that shall not conflict with the laws of the United
States or any state or political subdivision thereof.
? Maintain all ads so as to insure its neat appearance, and promptly repair any
torn or damaged ad, which in the opinion of METRA is unsightly in appearance.
? Provide limited interior advertising space available, without charge, to
eligible organizations and for eligible Public Services Announcements. Public
Services Announcements raises awareness and helps organization get their
messages directed to significant segments of the general public.
? Furnish at its expense all equipment, supplies and materials necessary
incidental to the contract, sales and installation of advertising materials.
? Firm agrees to share a proposed dollar amount monthly or a percentage of the
monthly net revenue with METRA, whichever is greater.
The contract term shall be for two years with the option to renew for three (3)
additional twelve-month periods. The contract renewal will be contingent upon
the mutual agreement of the City and the Contractor.
On June 30, 2014, request for proposals postcards were mailed to forty-five
vendors and specifications were posted on the City?s website and Georgia
Procurement Registry. The RFP has been advertised, opened and evaluated. One
proposal was received on July 25, 2014 from the following offeror:
Renaissance Marketing, Inc (Savannah, GA)
The proposal was reviewed by the Evaluation Committee, which consisted of
representatives from the Department of Transportation/METRA. The committee
also consisted of one non-voting advisory member from the Department of
Transportation/METRA.
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, the RFP specifications may
be re-advertised. The payment schedule for the proposed share of revenue has
been submitted to the City Manager in a separate memo for informational
purposes.
Revenue will be deposited into the following Revenue Account: Transportation
Fund ? Government Wide Revenue ? Government Wide Revenue ? Revenue ?
Advertising, 0751-099-1999-REVN-4563.
* * * * * *
(B) SURPLUS EQUIPMENT
It is requested that Council declare the equipment shown on the attached lists
as surplus in accordance with Section 7-501 of the Charter of Columbus
Consolidated Government; additionally approval is requested to declare any
items as surplus, which may be added to the list prior to the auction. The
equipment has either been replaced or placed out of service due to excess
maintenance cost.
The surplus items will be disposed of by auction on September 27, 2014. The
Auction Way, the City?s contracted auctioneer, will conduct the auction. If
necessary, some items may be sold online through
GovDeals. GovDeals provides services to various government agencies allowing
the sell of surplus and confiscated items via the Internet.
Revenue from the auction will be deposited in the General Fund - Sale of
Surplus Equipment; 0101-099-1999-REVN-4907.
* * * * * *
(C) ENVIRONMENTAL MONITORING SERVICES (ANNUAL CONTRACT) ? RFP NO. 14-0021
It is requested that Council approve the contract for environmental monitoring
services for activities at City landfills from Atlantic Coast Consulting, Inc.
The contractor will conduct Environmental Monitoring services at all Columbus
owned municipal solid waste landfills to include: Pine Grove, Schatulga Road
and Wilson Camp/Satilla landfills. Environmental services for Oxbow Meadows
and Granite Bluff Inert landfills may also be required on an ?as needed basis?
in accordance with EPD rules and requirements. The work to be completed
involves: groundwater, surface water, waste water discharge sampling, and
perimeter methane monitoring, operation and monitoring of an active landfill
gas extraction system at the Schatulga Road MSW and Wilson Camp Sanitary
landfill, air quality monitoring and green house gas monitoring and reporting
per EPD requirements.
The initial term of the contract shall be for two years, with the option to
renew for three additional twelve-month periods. Contract renewal will be
contingent upon mutual agreement of the City and the Contractor.
On May 23, 2014, request for proposals postcards were mailed to one hundred
ninety-two (192) vendors and specifications were posted on the websites of the
City, Georgia Procurement Registry and DemandStar. The RFP has been
advertised, opened and evaluated. Eight (8) proposals were received on June
27, 2014 from the following offerors:
Atlantic Coast Consulting, Inc. (Columbus, GA)
SCS Engineers (Tampa, FL)
Golder Associates (Atlanta, GA)
Oasis Consulting Services (Roswell, GA)
Hulsey, McCormick & Wallace (Macon, GA)
TTL (Albany, GA)
Geotechnical & Environmental Consultants (Columbus, GA)
EMC Engineering Services, Inc. (Columbus, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Public Services and Engineering Departments. The
committee also consisted of two non-voting advisory members from the Public
Works Department. During the evaluation process, Atlantic Coast Consulting,
Inc., was deemed the most responsive to the RFP.
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, negotiations will begin
with the next responsive offeror. Evaluation results and proposed costs have
been submitted to the City Manager in a separate memo for information purposes.
Funds will be budgeted each fiscal year for this ongoing service: Integrated
Waste Management Fund ? Public Services ? Pine Grove Landfill ? Contractual
Services; 0207-260-3560-PGRO-6319.
* * * * * *
(D) ALCOHOL MANAGEMENT SERVICES/COLUMBUS CIVIC CENTER (ANNUAL CONTRACT) ? RFP
NO. 15-0003
It is requested that Council authorize the execution of a contract with
Ovations Food Services, LP (Lutz, FL) to provide all equipment and personnel
necessary to provide alcohol (beer/wine/liquor) beverage management services at
the Columbus Civic Center. The alcohol management services shall include the
following:
A. Ovations Food Services shall have the exclusive right to sell Alcoholic
Beverages to include: Beer, Wine and Liquor.
B. Ovations Food Services must possess a ?Mixed Drink, Beer, Wine
consumption on premises alcohol beverage license that has been approved to sell
alcohol beverages on Sunday?. This license will be transferred for event dates
at the Civic Center until the new license can be issued (40-60 day process.).
C. Ovations Food Services will have the exclusive right to sell
Alcoholic Beverages on the premises except where the Civic Center has approved
a caterer for a catered private event. During catered events, the host or food
caterer may ask the vendor to serve alcohol as part of the event; however the
percentage identified for the Civic Center must remain intact.
D. Alcoholic beverages are to be offered for sale by Ovations Food
Services to the extent permitted by applicable laws, and subject to the
regulations by the Director of the Civic Center. The final decision, as to
whether or not Alcoholic Beverages may be sold at an event, or in a designated
area of the facilities, shall be the sole responsibility of the Director. The
decision to serve or refuse service of Alcoholic Beverage to any individual
shall be the sole responsibility of the Ovations Food Services
E. Ovations Food Services will demonstrate a process of auditing at
each event the amount of alcohol sold, inventory controls and remediation in
the event of loss.
The term of this contract shall be for one year transition period, with a
possible renewal for two additional years. Contract renewal shall be
contingent upon the mutual agreement of the City and the Contractor.
On July 7, 2014, request for proposals postcard invitations were mailed to
three hundred and sixty vendors and specifications were posted on the websites
of the City, Georgia Procurement Registry and DemandStar. The RFP has been
advertised, opened and evaluated. Three (3) proposals were received on August
6, 2014 from the following offeror:
Ovations Food Services, LP (Lutz, FL)
Spices Caribbean Restaurant & Bar (Columbus, GA)
Willingham?s on First, LLC (Columbus, GA)
The proposals were reviewed by the Evaluation Committee, which consisted of
representatives from Columbus Civic Center, Parks and Recreation Department,
and Internal Auditor?s Office as voting members. Additional representatives of
the Columbus Civic Center served in non-voting, advisory capacities.
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, negotiations may begin
with the next highest ranked vendor or the RFP specifications may be
re-advertised. Evaluation results and the payment schedule for the proposed
share of revenue have been submitted to the City Manager in a separate memo for
informational purposes.
Revenue will be deposited into the following Revenue Account: Civic Center
Fund ? Food Service Contract Revenues.
* * * * * *
(E) ANNUAL MAINTENANCE FOR CISCO/AVVID IP PHONE SYSTEM
It is requested that Council approve payment to AT&T, in the amount of
$35,391.74, for the annual maintenance (known as AT&T AMS Essential Plus
Service) for all Cisco equipment and software license renewals, included in the
IP Telephony network in twelve locations: the Government Center, Annex, Public
Safety Complex, Fox Recreation Center, Trade Center, Public Services
Administration Building, Fleet Maintenance, Facilities Maintenance, Signal
Shop, Storage Warehouse, METRA, and the Animal Control Facility.
The AT&T AMS IP Telephony Manager is a continuance of the existing Cisco/AT&T
hardware and software maintenance purchased with the new Cisco AVVID IP Phone
System through AT&T (formerly BellSouth). The maintenance is renewable each
year on or before the anniversary date of July 1st.
Only AT&T has a complete end-to-end solution for all voice and data issues from
both an equipment and network perspective including the AT&T CO (Central
Office) network. Consequently, this maintenance and service is available only
through AT&T and deemed an only known source per the Procurement Ordinance
3-114.
Funds, in the amount of $29,730.63, are budgeted in the FY15 Budget: General
Fund ? Information Technology ? Computer Equipment Maintenance,
0101-210-1000-6511; and funds, in the amount of, $5,961.11 are budgeted in the
FY15 Budget: General Fund ? Information Technology ? Software Lease,
0101-210-1000-ISS-6541.
* * * * * *
"THIS ITEM IS FOR INFORMATION ONLY"
(F) 25-YD REFUSE TRUCK RENTAL (ANNUAL CONTRACT) ? RFP NO. 15-0011
This RFP has been administered for the of lease 25-yd Refuse Trucks to be used
to transport recycling items from Fort Benning, GA, to the City?s Recycling
Center on a regular weekly basis, beginning October 1, 2014.
The contractor will provide two (2) new or used diesel powered 25-cubic-yd
refuse trucks with mechanized loading device, side and/or rear loader, for
lease with the option to purchase. Used vehicles shall have no more than
20,000 miles.
The initial term of the contract will be for five years with the option to
renew for five additional twelve-month periods. Contract renewal will be
contingent upon the mutual agreement of the City and the Contractor.
On August 13, 2014, request for proposals postcards were mailed to two hundred
twenty (220) vendors and specifications were posted on the websites of the
City, and Georgia Procurement Registry. The RFP has been advertised and
opened. Proposals were in the process of being received and under evaluation
during the Council Agenda preparation timeframe.
Proposals are being reviewed by the Evaluation Committee members, which consist
of representatives from the Public Works Department. The Evaluation
Committee?s recommendation and Purchase Resolution will be handed out during
Tuesday?s Council meeting.
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.
Funding will come from the Integrated Waste Fund. Revenue generated from the
sale of recycling materials collected at Ft. Benning will be deposited into the
Integrated Waste Revenues. Expenses as a result of two leased vehicles,
drivers, fuel and maintenance will be paid from Integrated Waste Personnel,
Equipment Rentals/Leases funded by revenues generated from the program.
* * * * * *
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING A CONTRACT WITH RENAISSANCE MARKETING, INC., TO
PROVIDE BUS ADVERTISING TO BE PLACED ON THE EXTERIOR AND/OR INTERIOR OF
DEPARTMENT OF TRANSPORTATION/METRA BUSES.
WHEREAS, an RFP was administered (RFP No. 14-0022) and one proposal was
received; and,
WHEREAS, the proposal submitted by Renaissance Marketing, Inc., met all
proposal requirements and is deemed responsive to the RFP; and,
WHEREAS, the term of this contract shall be for two years, with the option to
renew for three additional twelve-month periods. Contract renewal will be
contingent upon the mutual agreement of the City and the Contractor.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to contract with Renaissance
Marketing, Inc., to provide bus advertising to be placed on the exterior and/or
interior of Department of Transportation/METRA buses. Revenue will be deposited
into the following Revenue Account: Transportation Fund ? Government Wide
Revenue ? Government Wide Revenue ? Revenue ? Advertising, 0751-099-1999-
REVN-4563.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the_______ day of ____________, 2014 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 DECLARATION OF EQUIPMENT SHOWN ON THE ATTACHED
LIST AS SURPLUS IN ACCORDANCE WITH SECTION 7-501 OF THE CHARTER OF COLUMBUS
CONSOLIDATED GOVERNMENT; ADDITIONALLY APPROVAL IS REQUESTED TO DECLARE ANY
ITEMS AS SURPLUS WHICH MAY BE ADDED TO THE LIST PRIOR TO THE AUCTION. THE
EQUIPMENT HAS EITHER BEEN REPLACED OR PLACED OUT OF SERVICE DUE TO EXCESS
MAINTENANCE COST.
WHEREAS, the list of items are as follows:
WHEREAS, the surplus items will be disposed of by auction on September 27,
2014. The Auction Way, the City?s contracted auctioneer, will conduct the
auction. If necessary, some items may be sold online through GovDeals.
GovDeals provides services to various government agencies allowing the sell of
surplus and confiscated items via the Internet.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to declare the equipment shown on
the attached list as surplus in accordance with Section 7-501 of the City
Charter; the City Manager is further authorized to declare any items as surplus
which may be added to the list prior to the auction. Revenue from the auction
will be deposited in the General Fund - Sale of Surplus Equipment;
0101-099-1999-REVN-4907.
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2014 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 AN ANNUAL CONTRACT WITH ATLANTIC COAST CONSULTING,
INC., FOR ENVIRONMENTAL MONITORING SERVICES.
WHEREAS, an RFP was administered (RFP No. 14-0021) and eight proposals
were received; and,
WHEREAS, the proposal submitted by Atlantic Coast Consulting, Inc.,
met all proposal requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the initial term of the contract shall be for two years, with
the option to renew for three additional twelve-month periods. Contract
renewal will be contingent upon the mutual agreement of the City and the
contractor.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into an annual
contract with Atlantic Coast Consulting, Inc., for Environmental Monitoring
Services. Funds are budgeted each fiscal year for this on-going service:
Integrated Waste Management Fund - Public Services ? Pine Grove Landfill ?
Contractual Services; 0207-260-3560-PGRO-6319.
____________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2014 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 EXECUTION OF A CONTRACT WITH OVATIONS FOOD
SERVICES, LP (LUTZ, FL) TO PROVIDE ALL EQUIPMENT AND PERSONNEL NECESSARY TO
PROVIDE ALCOHOL (BEER/WINE/LIQUOR) BEVERAGE MANAGEMENT SERVICES AT THE COLUMBUS
CIVIC CENTER.
WHEREAS, an RFP was administered (RFP No. 15-0003) and three proposal were
received; and,
WHEREAS, the proposal submitted by Renaissance Marketing, Inc., met all
proposal requirements and is deemed most responsive to the RFP; and,
WHEREAS, the term of this contract shall be for one year transition
period, with a possible renewal for two additional years. Contract renewal
shall be contingent upon the mutual agreement of the City and the Contractor.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to contract with Ovations
Food Services, LP (Lutz, FL) to provide all equipment and personnel necessary
to provide alcohol (beer/wine/liquor) beverage management services at the
Columbus Civic Center. Revenue will be deposited into the following Revenue
Account: Civic Center Fund ? Food Service Contract Revenues.
____________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
______day of ____________, 2014 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 E?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING PAYMENT TO AT&T, IN THE AMOUNT OF $35,391.74, FOR
THE ANNUAL MAINTENANCE (KNOWN AS AT&T AMS ESSENTIAL PLUS SERVICE) FOR ALL
CISCO EQUIPMENT AND SOFTWARE LICENSE RENEWALS, INCLUDED IN THE IP TELEPHONY
NETWORK IN TWELVE LOCATIONS: THE GOVERNMENT CENTER, ANNEX, PUBLIC SAFETY
COMPLEX, FOX RECREATION CENTER, TRADE CENTER, PUBLIC SERVICES ADMINISTRATION
BUILDING, FLEET MAINTENANCE, FACILITIES MAINTENANCE, SIGNAL SHOP, STORAGE
WAREHOUSE, METRA, AND THE ANIMAL CONTROL FACILITY.
WHEREAS, the AT&T AMS IP Telephony Manager is a continuance of the
existing Cisco/AT&T hardware and software maintenance purchased with the new
Cisco AVVID IP Phone System through AT&T (formerly BellSouth). The maintenance
is renewable each year on or before the anniversary date of July 1st.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to AT&T, in
the amount of $35,391.74, for the annual maintenance (known as AT&T AMS
Essential Plus Service) for all Cisco equipment and software license renewals,
included in the IP Telephony network in twelve locations: the Government
Center, Annex, Public Safety Complex, Fox Recreation Center, Trade Center,
Public Services Administration Building, Fleet Maintenance, Facilities
Maintenance, Signal Shop, Storage Warehouse, METRA, and the Animal Control
Facility. Funds, in the amount of $29,730.63, are budgeted in the FY15
Budget: General Fund ? Information Technology ? Computer Equipment
Maintenance, 0101-210-1000-6511; and funds, in the amount of $5,961.11, are
budgeted in the FY15 Budget: General Fund ? Information Technology ? Software
Lease, 0101-210-1000-ISS-6541.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2014 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