Agenda Item # 8
Columbus Consolidated Government
Council Meeting
February 28, 2012
Agenda Report # 020
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) CHATTAHOOCHEE RIVERWALK STREAM BANK STABILIZATION ? RFB NO. 12-0031
It is requested that Council authorize the execution of a construction contract
with Southeastern Site Development, Inc., in the amount of $1,291,777.95 for
stream bank stabilization of the Chattahoochee Riverwalk.
The work includes performing slope stabilization activities inclusive, but not
limited to: utility location, grading, installation of bioengineering (use of
geogrid, soil anchoring, and turf reinforcement matting), erosion and sediment
control, and detailed landscape treatments.
Bid postcard invitations were mailed to one hundred and thirty-six vendors and
specifications were posted on the web pages of the Purchasing Division and
Georgia Procurement Registry. Two bids were received on February 1, 2012.
This bid has been advertised, opened and reviewed. The bidders were:
CONTRACTOR TOTAL BID DBE PARTICIPATION
Southeastern Site Development, Inc. (Newnan, GA) $1,291,777.95 10.00%
Site Engineering, Inc. (Atlanta, GA) 1,822,315.50 12.75%
Funds are budgeted in the FY12 Budget: LOST Fund - Engineering ? General
Construction; 0109-250-9901-LOST-7661-94003-20120.
* * * * * *
(B) PEDESTRIAN BRIDGE PAINTING PROJECT ? RFB NO. 12-0032
It is requested that Council authorize the execution of a construction contract
with Cline Service Corporation, in the amount of $207,500.00 for painting and
repairs to the pedestrian bridges located over South Lumpkin Road and Buena
Vista Road.
The work will consist of sandblasting and recoating each bridge with a
high-performance epoxy coating, re-welding connections as required, removing
and disposing existing fence material, installing new vinyl-coated chain link
fence fabric, reinforcing structural members as required, and repairing
additional stem walls.
Bid postcard invitations were mailed to sixty vendors and specifications were
posted on the web pages of the Purchasing Division and Georgia Procurement
Registry. Two bids were received on February 8, 2012. This bid has been
advertised, opened and reviewed. The bidders were:
Contractors South Lumpkin Road Site Buena Vista Road Site *Allowance Total Bid DBE Participation
Cline Service Corp.
(Columbus, GA) 90,500.00 97,000.00 20,000.00 207,500.00 1.50%
Cekra, Inc.
(Wilmington, NC) 124,998.00 125,492.00 20,000.00 270,490.00 10.00%
MOPAC
(Atlanta, GA) 176,500.00 127,900.00 20,000.00 324,400.00 100.00%
E & D Coatings, Inc.
(Savannah, GA) 159,210.00 167,410.00 20,000.00 346,620.00 0.00%
Olympus Painting Contractors
(Tarpon Springs, FL) 239,500.00 239,500.00 20,000.00 499,000.00 9.00%
GRC-Stonewater, Inc.
(Bremen, GA) 309,000.00 298,000.00 20,000.00 627,000.00 0.00%
CAPE Environmental Mngt
(Norcross, GA) 421,000.00 424,000.00 20,000.00 865,000.00 0.00%
*The allowance is for concrete repairs to stem walls and welding of structural
members, where necessary.
Funds are budgeted in the FY12 Budget, 1999 SPLOST Road/Bridge/Street ? Road
Construction ? Pedestrian Bridges; 0540-695-2126-TXRB-7641-53035-20120.
* * * * * * * *
(C) LOTUS NOTES ANNUAL LICENSE RENEWAL
It is requested that Council approve payment to IBM Corporation, in the amount
of $88,902.84, for the Lotus Notes annual license renewal.
The license renewal will cover: Lotus Notes, Tivoli Storage Manager, Sametime,
Domino, H.A.T.S., CommonStore for Lotus Notes, CommonStore Content Manager,
Email (e-Discovery Feature), Search for CommonStore license and maintenance
support for a twelve-month period, beginning March 1, 2012 through February 28,
2013.
Lotus Notes, H.A.T.S., Tivoli and CommonStore are IBM developed software.
Therefore, the IBM Corporation is considered an only known source for the
license and maintenance support.
Funds are budgeted in the FY12 Budget: General Fund - Information Technology ?
Software Lease; 0101-210-1000-ISS-6541.
* * * * * * *
(D) LONG DISTANCE TELEPHONE SERVICES (ANNUAL CONTRACT) ? RFP NO. 12-0001
It is requested that Council authorize the execution of an annual contract for
long distance telephone services with AT&T. The contracted vendor will provide
long distance telephone service to Columbus Consolidated Government with the
most cost-effective and high quality transmission. This service shall include
all Intralata, Interlata and Inter-lata/Intrastate calls to all domestic area
codes in the United States.
The Columbus Consolidated Government telephone system consists of one centrex
system with approximately 1,500 centrex/centrex PRI stations in various
locations along with approximately 180 business lines in various locations for
long distance service. Total minutes of use for all lines average 30,000 per
month, with an average cost of $16,049.00 per fiscal year. The long distance
calling is distributed as follows:
Intra-lata (Columbus Lata) 22.0%
Inter-lata/Intrastate 36.5%
Inter-lata (Lower 48 States) 39.5%
Alaska, Hawaii, Canada, International, Directory Assistance 2.0%
The initial term of the contract shall be for three years, with the option to
renew for two additional twelve-month periods. Contract renewal will be
contingent upon mutual agreement of the City and the Contractor.
Request for proposals were posted on the City?s website and the Georgia
Procurement Registry. The RFP has been advertised, opened and evaluated. On
September 16, 2011, proposals were received from the following two (2) offerors:
AT&T (Atlanta, GA)
DeltaCom, Inc. d/b/aEarthLink Business (Atlanta, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from Engineering Department, Sheriff Department and Tax
Commissioner?s Office. An Information Technology representative served in an
advisory capacity.
The RFP process is governed by the City?s Procurement Ordinance, Article 3-110,
Competitive Sealed Proposals for the procurement of Equipment, Supplies and
Professional Services. During the process of an RFP there is no formal
opening, due to the possibility of negotiated components of the proposal.
Therefore, 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
or re-advertised. Evaluation results and cost information has been submitted
to the City Manager in a separate memo, for informational purposes.
Funds will be budgeted each fscal year for this on going expense: General Fund
- Information Technology ? Long Distance; 0101-210-1000-ISS-6628.
* * * * * *
(E) LANDSCAPE MATERIAL (ANNUAL CONTRACT) - RFB NO. 12-0025
It is requested that Council approve the annual contract for the purchase of
landscape material on an ?as needed? basis, from Top Quality Straw, Inc., for
the estimated contract value of $49,750.00.
The landscape material will consist of approximately 1,000 bales of pine straw,
10,000 bales of long leaf pine straw, and 4,000 bales of wheat straw. The
estimated quantities are based on the using department?s prior usage. The
departments may purchase more or less of the estimated quantity. Public
Services and Park Services will use the landscape material in flower beds
located in City parks and for erosion control mulch. This contract may also be
utilized by any other City agencies requiring the goods and services. The
contract period will be for three years.
Departments will order landscape materials in bulk by the tractor-trailer load,
with the vendor?s trailer remaining at the delivery site until the next order.
The vendor will be required to deliver landscape materials to various work
sites as needed. The landscape materials provided shall be clean, fresh,
tightly baled and free of sticks, stones, leaves and other debris.
Bid postcard invitations were mailed to one hundred and one vendors and bid
specifications were posted on the web page of the Purchasing Division and the
Georgia Procurement Registry. Three bids were received on February 8, 2012.
This bid has been advertised, opened and reviewed. The bidders were:
Description/Vendor Top Quality Straw, Inc.
(Opelika, AL) John Deere Landscapes
(Cleveland, OH) To-Mar Garden Center
(Columbus, GA)
1. Pine straw
Est. Qty ? 1,000 Unit Price: $3.25
Total Price: $3,250.00 Unit Price: $3.25
Total Price: $3,250.00 Unit Price: 3.75
Total Price: 3,750.00
2. Long Leaf Pine Straw
Est. Qty ? 10,000 Unit Price: $ 3.25
Total Price: $32,500.00 Unit Price: $ 3.25
Total Price: $32,500.00 Unit Price: 4.00
Total Price: 40,000.00
3. Wheat Straw
Est. Qty ? 4,000 Unit Price: $3.50
Total Price: $14,000.00 Unit Price: $4.30
Total Price: $17,200.00 Unit Price: $ 3.75
Total Price: $15,000.00*
Contract Award Amount $49,750.00 $52,950.00 $58,750.00
Funds are budgeted each fiscal year for this on-going expense: General Fund -
Parks and Recreation ? Park Services ? Horticulture/Landscaping Supplies,
0101-270-2100-PSRV-6727; Paving Fund-Public Services - Right Of Way Maintenance
- Horticulture/Landscaping Supplies, 0203-260-3120-ROWM-6727; Integrated Waste
Management Fund - Public Services - Pine Grove Landfill -
Horticulture/Landscaping Supplies, 0207-260-3560-PGRO-6727.
* * * * * *
(F) DECLARATION OF SURPLUS EQUIPMENT - ONE MAN POTHOLE PATCH TRUCK
It is requested that Council declare a One Man Pothole Patch Truck as surplus
equipment, in accordance with Section 7-501 of the City Charter; and also
approve the sale of the equipment, either, to another municipality, through the
receipt of formal bids, or by auction.
The One Man Pothole Patch Truck, Vehicle #11031, was purchased in November
2006, per Resolution #465-06, for the amount of $136,197. After several
attempts to use the equipment, the Public Services Department has determined
the equipment does not meet the needs for which it was purchased.
The equipment was expected to enable one individual to drive the truck and
repair potholes without leaving the truck. The truck deposits a mixture of
liquid asphalt and rock under pressure into a pothole. However, the pressure
causes spillage of the material, and in heavy traffic areas the asphalt
splatters on to passing vehicles. Also, until recently, the specialty asphalt
material required for use on the truck was not available locally. The
Department had to drive the truck to Atlanta so the material could be loaded on
the truck. Additionally, the resulting patch itself does not hold up under
the heavy traffic in Columbus. As a result, the Department must resort to
repairing the patch by hand. For the reasons cited above the truck only has
about 6,400 miles on it.
The equipment is valued at approximately $78,000. The Department wishes to
utilize the most expedient option to sell the equipment. The proceeds will
enable the Department to purchase more useful piece(s) of equipment.
Revenue will be deposited in the General Fund - Sale of Surplus Equipment;
0101-099-1999-REVN-4907.
?ITEM A?
A RESOLUTION
NO.___
A RESOLUTION AUTHORIZING EXECUTION OF A CONSTRUCTION CONTRACT WITH SOUTHEASTERN
SITE DEVELOPMENT, INC., IN THE AMOUNT OF $1,291,777.95 FOR STREAM BANK
STABILIZATION OF THE CHATTAHOOCHEE RIVERWALK.
WHEREAS, the work includes performing slope stabilization activities
inclusive, but not limited to: utility location, grading, installation of
bioengineering (use of geogrid, soil anchoring, and turf reinforcement
matting), erosion and sediment control, and detailed landscape treatments.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with
Southeastern Site Development, Inc., in the amount of $1,291,777.95 for stream
bank stabilization of the Chattahoochee Riverwalk. Funds are budgeted in the
FY12 Budget: LOST Fund - Engineering ? General Construction;
0109-250-9901-LOST-7661-94003-20120.
___________
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 EXECUTION OF A CONSTRUCTION CONTRACT WITH CLINE
SERVICE CORPORATION, INC., IN THE AMOUNT OF $207,500.00 FOR PAINTING AND
REPAIRS TO THE PEDESTRIAN BRIDGES LOCATED OVER SOUTH LUMPKIN ROAD AND BUENA
VISTA ROAD.
WHEREAS, the work will consist of sandblasting and recoating each
bridge with a high-performance epoxy coating, re-welding connections as
required, removing and disposing existing fence material, installing new
vinyl-coated chain link fence fabric, reinforcing structural members as
required, and repairing additional stem walls.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with
Cline Service Corporation, in the amount of $207,500.00 for painting and
repairs to the pedestrian bridges located over South Lumpkin Road and Buena
Vista Road. Funds are budgeted in the FY12 Budget, 1999 SPLOST
Road/Bridge/Street ? Road Construction ? Pedestrian Bridges;
0540-695-2126-TXRB-7641-53035-20120.
_____________
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 PAYMENT TO IBM CORPORATION, IN THE AMOUNT OF
$88,902.84, FOR THE LOTUS NOTES ANNUAL LICENSE RENEWAL.
WHEREAS, the license renewal will cover Lotus Notes, Tivoli Storage Manager,
Sametime, Domino, H.A.T.S., CommonStore for Lotus Notes, CommonStore Content
Manager, Email (e-Discovery Feature), Search for CommonStore license and
maintenance support for a twelve-month period, beginning March 1, 2012 through
February 28, 2013; and,
WHEREAS, Lotus Notes, H.A.T.S., Tivoli and CommonStore are IBM
developed software. Therefore, the IBM Corporation is considered an only known
source for the license and maintenance support.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to IBM
Corporation, in the amount of $88,902.84, for the Lotus Notes annual license
renewal. Funds are budgeted in the FY12 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 ____________, 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 AN ANNUAL CONTRACT WITH AT&T FOR LONG DISTANCE
TELEPHONE SERVICES.
WHEREAS, an RFP was administered (RFP No. 12-0001) and two proposals were
received; and,
WHEREAS, the proposal submitted by AT&T met all proposal requirements
and was evaluated most responsive to the RFP; and ,
WHEREAS, the initial term of the contract shall be for three years,
with the option to renew for two additional twelve-month periods. Contract
renewal will be contingent upon 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 a contract with
AT&T for long distance telephone services. Funds will be budgeted each fiscal
year for this on going expense: General Fund - Information Technology ? Long
Distance; 0101-210-1000-ISS-6628.
______________
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 E?
A RESOLUTION
NO. ____
A RESOLUTION AUTHORIZING THE PURCHASE OF LANDSCAPE MATERIAL, ON AN ?AS NEEDED?
BASIS, FROM TOP QUALITY STRAW, INC., FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF
$49,750.00.
WHEREAS, the landscape material will be used by Public Services and Park
Services in flower beds located in City parks and for erosion mulch, as well
as, other City Departments; and,
WHEREAS, departments will order landscape material, in bulk, by the
tractor-trailer load, with the trailer remaining at the site until the next
order; and,
WHEREAS, the contract period will be for three years.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase landscape
material on an ?as needed? basis, from Top Quality Straw, Inc., for the
estimated annual contract value of $49,750.00. Funds are budgeted each fiscal
year for this on-going expense: General Fund - Parks and Recreation ? Park
Services ? Horticulture/Landscaping Supplies, 0101-270-2100-PSRV-6727; Paving
Fund-Public Services - Right Of Way Maintenance - Horticulture/Landscaping
Supplies, 0203-260-3120-ROWM-6727; Integrated Waste Management Fund - Public
Services - Pine Grove Landfill - Horticulture/Landscaping Supplies,
0207-260-3560-PGRO-6727.
____________
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 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 __________.
_________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM F?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE DECLARATION OF A ONE MAN POTHOLE PATCH
TRUCK AS SURPLUS EQUIPMENT, IN ACCORDANCE WITH SECTION 7-501 OF THE CHARTER OF
COLUMBUS CONSOLIDATED GOVERNMENT; AND ALSO AUTHORIZE THE SALE OF THE EQUIPMENT,
EITHER, TO ANOTHER MUNICIPALITY, THROUGH THE RECEIPT OF FORMAL BIDS, OR BY
AUCTION.
WHEREAS, the One Man Pothole Patch Truck, Vehicle #11031, was purchased in
November 2006, per Resolution #465-06, for the amount of $136,197; and,
WHEREAS, after several attempts to use the equipment, the Public Services
Department has determined the equipment does not meet the needs for which it
was purchased; and,
WHEREAS, the equipment is valued at approximately $78,000. The Department
wishes to utilize the most expedient option to sell the equipment. The
proceeds will enable the Department to purchase more useful piece(s) of
equipment.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to declare the One Man Pothole Patch
Truck as surplus equipment, in accordance with Section 7-501 of the City
Charter; and also authorized to sell the equipment, either, to another
municipality, through the receipt of formal bids, or by auction. Revenue 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 ____________, 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
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