Agenda Item # 9
Columbus Consolidated Government
Council Meeting
November 10, 2015
Agenda Report # 53
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) OIL & LUBRICANTS (ANNUAL CONTRACT) - RFB NO. 16-0003
It is requested that Council approve the purchase of various oil and lubricant
products on an ?as needed? basis from The McPherson Companies, Inc.
(Trussville, AL), KRG Oil Company, LLC (Marietta, GA), North American
Lubricants (Scottsdale, AZ), Sprague?s Supply, Inc. (Columbus, GA) and Rush
Truck Centers of Georgia dba Rush Bus Center Columbus South (Columbus, GA) for
the estimated annual contract value of $205,906.49. The items will be used by
METRA Transit Department and Public Works Department for maintenance of buses,
administrative vehicles and City vehicles.
The contract period will be for two years with the option to renew for three
additional twelve-month periods. Contract renewal is contingent upon the
mutual agreement of the City and the vendor.
Bid specifications were posted on the City?s website and the Georgia
Procurement Registry. Bid responses were received on August 19, 2015 from the
following vendors: Northeast Lubricants, Ltd, (Cleveland, OH), Rush Truck
Centers of Georgia dba Rush Bus Center Columbus South (Columbus, GA), KRG Oil
Company, LLC (Marietta, GA), The McPherson Companies, Inc. (Trussville, AL),
North American Lubricants, Co. (Scottsdale, AZ), Sprague?s Supply, Inc.
(Columbus, GA), Inter Technology, Inc. (Chicago, IL), Whatley Oil Company
(Columbus, GA) and Five Points Services (Fort Valley, GA). This bid has been
advertised, opened and reviewed. The successful bidders, per line item, are
attached below:
Funds are budgeted each fiscal year for this ongoing expense: Transportation
Fund - METRA - Vehicle Operation & Maintenance; 0751-610-2400-MFTA-6516. This
expense is funded: 80% Federal, 10% State and 10% Local in the Transportation
Fund. Also other Various Departments Auto Parts and Supplies 6721.
* * * * * *
(B) ASPHALT RUBBER & SEALANT (ANNUAL CONTRACT) - RFB NO. 16-0007
It is requested that Council approve the purchase of asphalt rubber & sealant
from RW Materials, LLC (Pomona, CA) and Sealmaster (Atlanta, GA), for the
estimated annual contract value of $61,490.00. The material will be used, on
an "as needed basis", by the Public Works Department for sealing cracks when
repairing streets, parking lots and highways.
The contract period will be for two years with the option to renew for three
additional twelve-month periods. Contract renewal is contingent upon the
mutual agreement of the City and the vendor.
Bid specifications were posted on the web page of the Purchasing Division and
the Georgia Procurement Registry. Three bids were received on September 16,
2015. This bid has been advertised, opened and reviewed. The bidders were:
Description/Vendor
EST Usage
Reynolds-Warren Equipment Co., Inc.
(Lake City, GA)
Sealmaster/Atlanta
(Atlanta, GA)
RW Materials, LLC
(Pomona, CA)
Modified Asphalt Rubber Plus Sealant
5,000 lbs $0.78 Per Pound
$3,900.00 Total Price $0.63 Per Pound
$3,150.00 Total Price
NB
Parking Lot Sealant
10,000 lbs $0.69 Per Pound
$6,900.00 Total Price $0.69 Per Pound
$6,900.00 Total Price $0.514 Per Pound
$5,140.00 Total Price
Asphalt Rubber Type 4
50,000 lbs $0.56 Per Pound
$28,000.00 Total Price $0.59 Per Pound
$29,500.00 Total Price $0.484 Per Pound
$24,200.00 Total Price
PolyFlex Type 2
50,000 lbs $0.60 Per Pound
$30,000.00 Total Price $0.59 Per Pound
$29,500.00 Total Price $0.58 Per Pound
$29,000.00 Total Price
Funds are budgeted each fiscal year for this ongoing expense: Paving Fund -
Public Services - Repairs & Maintenance ? Street Repairs and Maintenance - Road
Maintenance Materials, 0203-260-3110-REPR-6726.
(C) REPAIR OF CATERPILLAR D7R BULLDOZER
It is requested that Council approve the repair of a bulldozer, Vehicle #10822,
in the amount of $60,221.46, as quoted by Yancey Brothers Company (Atlanta,
GA).
The engine on Vehicle #10822 failed due to age, and normal wear and tear. The
unit had a new set of tracks, rollers, and sprocket segments installed in
October of 2014 at a total cost of $20,000. The vehicle is over ten years
old.
The cost to replace this unit with a new Cat D7R Waste handler bulldozer is
$580,000; a new Cat D6R Waste handler bulldozer is $380,000. Additionally,
another bulldozer in the fleet, #10416, has recently had an engine failure,
which reduces the bulldozer equipment availability to fifty percent. These
vehicles are needed to push material and cover the landfill. The bulldozer
plays a critical part in maintaining the landfill and each day the vehicle is
down, landfill maintenance gets further behind. If either remaining bulldozer
breaks down at Granite Bluff or Pine Grove Landfill, Granite Bluff would have
to shut down operation in order to keep the Pine Grove Landfill operational.
Yancey Brothers is the authorized dealer in Georgia to sell and repair
Caterpillar engines. Therefore, the vendor is deemed an only known source per
the Procurement Ordinance, Article 3-114.
Funds are available in the FY16 Budget: Integrated Waste Fund ? Public Works ?
Pine Grove Landfill - Auto Parts and Supplies; 0207-260-3560-GARB-6721.
?ITEM A"
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF VARIOUS OIL AND LUBRICANT PRODUCTS, ON
AN ?AS NEEDED?, BASIS FROM THE MCPHERSON COMPANIES, INC. (TRUSSVILLE, AL), KRG
OIL COMPANY, LLC (MARIETTA, GA), NORTH AMERICAN LUBRICANTS (SCOTTSDALE, AZ),
SPRAGUE'S SUPPLY, INC. (COLUMBUS, GA) AND RUSH TRUCK CENTERS OF GEORGIA DBA
RUSH BUS CENTER COLUMBUS SOUTH (COLUMBUS, GA) FOR THE ESTIMATED ANNUAL CONTRACT
VALUE OF $205,906.49.
WHEREAS, the items will be used by METRA Transit Department and Public Works
Department for maintenance of buses, administrative vehicles and City vehicles;
and,
WHEREAS, the contract period will be for two years with the option to renew for
three additional twelve-month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase various oil and
lubricant products, on an ?as needed?, basis from The McPherson Companies, Inc.
(Trussville, AL), KRG Oil Company, LLC (Marietta, GA), North American
Lubricants (Scottsdale, AZ), Sprague?s Supply, Inc. (Columbus, GA) and Rush
Truck Centers of Georgia dba Rush Bus Center Columbus South (Columbus, GA) for
the estimated annual contract value of $205,906.49. Funds are budgeted each
fiscal year for this ongoing expense: Transportation Fund - METRA - Vehicle
Operation & Maintenance; 0751-610-2400-MFTA-6516. This expense is funded: 80%
Federal, 10% State and 10% Local in the Transportation Fund. Also other Various
Departments Auto Parts and Supplies 6721.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2015 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING THE PURCHASE OF ASPHALT RUBBER & SEALANT FROM RW
MATERIALS, LLC (PONONA, CA) AND SEALMASTER (ATLANTA, GA) FOR THE ESTIMATED
ANNUAL CONTRACT VALUE OF $61,490.00.
WHEREAS, the material will be used on an "as needed basis" by the Public Works
Department for sealing cracks when repairing streets, parking lots and
highways; and,
WHEREAS, the contract period will be for two years with the option to renew for
three additional twelve-month periods. Contract renewal is contingent upon the
mutual agreement of the City and the vendor.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY, RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase asphalt rubber & sealant
from RW Materials, LLC (Pomona, CA) and Sealmaster (Atlanta, GA), for the
estimated annual contract value of $61,490.00. Funds are budgeted each fiscal
year for this ongoing expense: Paving Fund - Public Services - Repairs &
Maintenance ? Street Repairs and Maintenance - Road Maintenance Materials,
0203-260-3110-REPR-6726.
___________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of ____________, 2015 and adopted at said meeting by the
affirmative
vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE REPAIR OF A BULLDOZER, VEHICLE #10822, IN
THE AMOUNT OF $60,221.46, AS QUOTED BY YANCEY BROTHERS COMPANY (ATLANTA, GA).
WHEREAS, the engine on Vehicle #10822 failed due to age, and normal wear and
tear. The unit had a new set of tracks, rollers, and sprocket segments
installed in October of 2014 at a total cost of $20,000. The vehicle is over
ten years old; and,
WHEREAS, the cost to replace this unit with a new Cat D7R Waste handler
bulldozer is $580,000; a new Cat D6R Waste handler bulldozer is $380,000.
Additionally, another bulldozer in the fleet, #10416, has recently had an
engine failure, which reduces the bulldozer equipment availability to fifty
percent. These vehicles are needed to push material and cover the landfill.
The bulldozer plays a critical part in maintaining the landfill and each day
the vehicle is down, landfill maintenance gets further behind. If either
remaining bulldozer breaks down at Granite Bluff or Pine Grove Landfill,
Granite Bluff would have to shut down operation in order to keep the Pine Grove
Landfill operational; and,
WHEREAS, Yancey Brothers is the authorized dealer in Georgia to sell and repair
Caterpillar engines. Therefore, the vendor is deemed an only known source per
the Procurement Ordinance, Article 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to proceed with the repair of a
bulldozer, Vehicle #10822, in the amount of $60,221.46, as quoted by Yancey
Brothers Company (Atlanta, GA). Funds are available in the FY16 Budget:
Integrated Waste Fund ? Public Works ? Pine Grove Landfill - Auto Parts and
Supplies; 0207-260-3560-GARB-6721.
___________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the ___________ day of ____________, 2015 and adopted at said meeting by the
affirmative
vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
Attachments