Agenda Item # 2
Columbus Consolidated Government
Council Meeting
February 4, 2014
Agenda Report # 64
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES (ANNUAL CONTRACT) ? RFB NO.
14-0024
It is requested that Council approve the execution of an annual contract with
Promaxima (Houston, TX) to provide athletic equipment maintenance/repair
services for Columbus Consolidated Government, specifically for the Columbus
Police Department and the Parks and Recreation Department, for the estimated
annual contract value of $13,295.00.
Maintenance services will be performed on a regular monthly and systematic
schedule on athletic equipment located in the Public Safety Gym.
Maintenance repairs will be performed on an ?as needed? basis for athletic
equipment housed City Recreation Centers, including: 29th Street Recreation
Center, Fluellen Recreation Center, Fox Senior Center, Frank Chester Recreation
Center, Gallops Senior Center, Haygood Gym, Northside Recreation Center,
Psalmond Road Recreation Center, and the Shirley Winston Recreation Center.
The contract for the Columbus Police Department comprises a monthly cost of
$250.00 for Regularly Scheduled Maintenance Costs, Labor/Repair Rate of
$35.00/hour, and a Labor/Repair Rate for After Hours/Emergency Repairs of
$50/hour. Due to budgetary constraints the Parks and Recreation Department
will only be contracting for Labor/Repair Rate of $35.00/hour on an ?as needed?
basis.
The contract term 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 contracted vendor.
Bid postcard invitations were mailed to fifty vendors and bid specifications
were posted on the web page of the Purchasing Division, the Georgia Procurement
Registry, and Onvia DemandStar. Five (5) bids were received on December 4,
2013. This bid has been advertised, opened and reviewed. The bidders were:
Regularly Scheduled Maintenance Costs Labor / Repair Rate
VENDORS Police Dept.
(Per Month) Parks & Rec
(Per Quarter) Hourly Rate After Hours /
Emergency Repairs
(per Hour) Parts at Cost?
(Y/N)
Promaxima
(Houston, TX) $250.00 $900.00 $35.00 $50.00 Y
Atlanta Treadmill & Fitness Repair, LLC
(Suwanee, GA) $325.00 $1,281.00 $85.00 $115.00 Y
Innovative Fitness Solutions
(Kennesaw, GA) $475.00
(+180.00 Travel) $850.00
(+180.00 Travel) $85.00
(+180.00 Travel) $155.00
(+180.00 Travel) N
Ready Fitness
(Cumming, GA) $502.50 $1,282.50 $70.00 $110.00 N
(+ Parts & Freight)
Gym Remedies
(Columbus, GA) $569.00 $775.00 $65.00 $25.00 Y
*All vendors have been notified in writing that the Parks and Recreation
Department will not award the Regularly Scheduled Maintenance (Per Quarter)
and the After Hours/Emergency Repairs due to budgetary constraints.
Funds will budgeted each fiscal year for this ongoing expense:
Columbus Police Department: General Fund ? Police ? Support Service ?
Miscellaneous Equipment ? 0101-400-2200-STAF-6519.
Parks and Recreation Department: General Fund ? Parks and Recreation ?
Recreation Services ? Operating Materials ? 0101-270-2400-RECR-6728.
* * * * * *
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH PROMAXIMA
(HOUSTON, TX) TO PROVIDE ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES FOR THE
ESTIMATED ANNUAL CONTRACT VALUE OF $13,295.00.
WHEREAS, the maintenance services will be performed on a regular monthly and
systematic schedule on athletic equipment located in the Public Safety Gym; and,
WHEREAS, maintenance repairs will be performed on an ?as needed? basis for
athletic equipment housed at City Recreation Centers, including: 29th Street
Recreation Center, Fluellen Recreation Center, Fox Senior Center, Frank Chester
Recreation Center, Gallops Senior Center, Haygood Gym, Northside Recreation
Center, Psalmond Road Recreation Center, and the Shirley Winston Recreation
Center; and,
WHEREAS, the contract for the Columbus Police Department comprises a monthly
cost of $250.00 for Regularly Scheduled Maintenance Costs, Labor/Repair Rate of
$35.00/hour, and a Labor/Repair Rate for After Hours/Emergency Repairs of
$50/hour. Due to budgetary constraints the Parks and Recreation Department
will only be contracting for Labor/Repair Rate of $35.00/hour on an ?as needed?
basis; and,
WHEREAS, the contract term 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 contracted vendor.
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 Promaxima (Houston, TX) to provide athletic equipment
maintenance/repair services for the estimated annual contract value of
$13,295.00. Funds will budgeted each fiscal year for this ongoing expense:
Columbus Police Department: General Fund ? Police ? Support Service ?
Miscellaneous Equipment ? 0101-400-2200-STAF-6519.
Parks and Recreation Department: General Fund ? Parks and Recreation ?
Recreation Services ? Operating Materials ? 0101-270-2400-RECR-6728.
____________________
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 __________.
_____________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
Attachments
No attachments for this document.