Agenda Item #______
Columbus Consolidated Government
Council Meeting
March 25, 2014
Agenda Report #_____
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
A) LANDSCAPING AND WALKING TRAIL DEVELOPMENT SERVICES FOR RESTING GARDENS
CEMETERY
It is requested that Council approve the procurement of Landscaping and Walking
Trail Development services, for the Resting Gardens Cemetery project, from A
Cut Above (Fortson, GA) in the amount of $57,500.00.
The services will include: Provision and installation of plant material and
pine straw, Site/Bed preparation, Metal edging, Gravel Walking Trail and
Irrigation system.
A Cut Above is one of three vendors already under annual contract providing
Landscape Maintenance for the various gateways throughout the City. Since one
of these vendors would be required to perform the periodic maintenance of the
site, all three contractors were requested, by the Planning Department, to
provide a quote for these services. A Cut Above was the only vendor to submit
a quote.
Funds are available in the FY14 Budget: 1999 Sales Tax Project Fund ? 1999
SPLOST ? 99 SPLOST Liberty District ? General Construction ? Liberty District
Resting Gardens Cemetery Memorial; 0540 -695 ? 2134 ?TXLD ? 7661 -50621 -20140.
* * * * * *
(B) PUBLIC EMPLOYEE RETIREMENT SYSTEMS PENSION AND BENEFIT TRUST FUND
INVESTMENT CONSULTANT SERVICES (ANNUAL CONTRACT) ? RFP NO. 14-0008
It is requested that Council approve the recommendation from the Pension Board
for the procurement of investment consultant services from Raymond James
(Columbus, GA), to include: Consulting, Custodial and Fiduciary services, for
the retirement system, while optimizing the return on investments for the
benefit of the Pension fund.
The term of this contract shall be for a period of five (5) years, beginning
April 1, 2014 through March 31, 2018. It should be noted that multi-year
contracts might be continued each fiscal year with approval from the Board.
Request for proposal invitations were mailed to twelve vendors and
specifications were posted on the City?s website, Georgia Procurement Registry
and OnVia DemandStar. The RFP has been advertised, opened and evaluated.
Proposals were received on December 20, 2013, from the following five offerors:
Raymond James (Columbus, GA)
Morgan Stanley/Graystone Consulting (Columbus, GA/Raleigh, NC)
Wells Fargo Advisors (Columbus, GA)
Regions Wealth Management (Birmingham, AL)
The Bogdahn Group (Orlando, FL)1
1The Bogdahn Group did not meet the requirement for maintaining a
full-service home office or branch in Columbus, GA, and withdrew their
proposal.
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from the Pension Board serving as voting members.
Additionally, representatives from the Finance Department and the City
Attorney?s Office served in an Advisory, non-voting capacity.
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
will be re-advertised. Therefore, the evaluation results and cost information
has been submitted to the City Manager in a separate memo for informational
purposes.
Funds are budgeted in the FY14 Budget: Pension Fund 0970.
* * * * * *
( C ) MA RAINEY HOUSE BALCONY REHABILITATION
It is requested that Council approve payment to Brasfield and Gorrie in the
amount of $48,212.00 for the rehabilitation of the Ma Rainey House Balcony.
In October 2011, the Engineering Department received a call from the Ma Rainey
House notifying that the balcony was sagging and wooden pillars were being
utilized to hold up the corner. The Parks and Recreation Department requested
that the Engineering Department obtain estimates for the repair of the
balcony. The highest estimate was approximately $33,000. At the time neither
the Ma Rainey Foundation nor Parks & Recreation had the money to fund the work.
In October 2013 the Ma Rainey Foundation met with the City Manager?s Office,
Parks and Recreation and Engineering Departments to request funding for the
rehabilitation of the balcony due to its further deterioration. The estimate
from 2011 was presented, as well as an estimate from the original architect,
Ken Levy, who gave a rough estimate of $75,000 - $150,000. Since there was a
significant range in the cost estimates, the Engineering Department looked for
other options.
At the time, Brasfield & Gorrie was working on the Cusseta Road Pedestrian
Bridge and the Engineering Department asked the vendor to look at project.
Brasfield and Gorrie had done similar work in column stabilization at the River
& Phenix condos and could provide a more accurate estimate of the cost for the
rehabilitation. In November 2013, the vendor provided a quote in the amount
of $48,212 to perform the work.
City staff decided the estimate was feasible; it was further decided to utilize
funding from the Liberty District since the building is located in the Liberty
District.
Funds are available in the FY14 Budget: 1999 Sales Tax Project Fund ? 1999
SPLOST ? 99 SPlOST Liberty District ? General Construction - Liberty District
Ma Rainey House Stabilization; 0540 ? 695 ? 2134 ? TXLD ? 7661 ? 50622 ? 20140
* * * * * *
(D) LARGE TREE TRUNK AND STUMP SPLITTING SERVICES IN EXCHANGE FOR RESIDUAL
GROUND MATERIAL (ANNUAL CONTRACT) ? RFP NO. 14-0004
It is requested that Council authorize the execution of a contract with Vickery
Grinding, Inc. (Columbus, GA) for large tree trunk and stump splitting
services, which will be used on an ?as needed basis ?, in exchange for
residual ground material.
Vickery Grinding, Inc. will provide the following services:
? The contractor will use their machinery to provide the service of splitting
large tree trunks and stumps on an ?as needed basis? so that the City?s grinder
can grind these items. The City will use the ground material as compost. In
return for the splitting services, the City will allow the vendor to remove the
residual ground material from the Granite Bluff Inert Landfill. There will be
no monetary exchange between the Columbus Consolidated Government and the
Contractor.
? The contractor will have the responsibility for marketing the end use of the
material produced, which could be used as fuel, mulch or some other recyclable
commodity. Material must be recycled or used in some manner.
The term of the contract shall be for two (2) years with the option to renew
for three (3) additional twelve-month periods. Contract renewal will be
contingent upon the mutual agreement of the City and Contractor.
Request for proposals were mailed to one hundred eight (108) vendors and
specifications were posted on the City?s website, Georgia Procurement Registry
and Onvia DemandStar. RFP has been advertised, opened and evaluated. One
proposal was received on February 21, 2014 from the following offeror:
Vickery Grinding, Inc. (Columbus, GA)
The proposal was reviewed by the Evaluation Committee, which consisted of
voting representatives from: Engineering and Public Works Departments. A
representative from the Public Works Department served in an advisory
capacity. The voting members unanimously recommended award to Vickery
Grinding, Inc.
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 must be re-bid.
* * * * * *
ITEM A?
A RESOLUTION
NO.______________
A RESOLUTION AUTHORIZING THE PROCUREMENT OF LANDSCAPING AND WALKING TRAIL
DEVELOPMENT SERVICES, FOR THE RESTING GARDENS CEMETERY PROJECT, FROM A CUT
ABOVE (FORTSON, GA) IN THE AMOUNT OF $57,500.00.
WHEREAS, the services will include: Provision and installation of
plant material and pine straw, Site/Bed preparation, Metal edging, Gravel
Walking Trail and Irrigation system; and,
WHEREAS, A Cut Above is one of three vendors already under annual contract
providing Landscape Maintenance for the various gateways throughout the City.
Since one of these vendors would be required to perform the periodic
maintenance of the site, all three contractors were requested, by the Planning
Department, to provide a quote for these services. A Cut Above was the only
vendor to submit a quote.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to procure Landscaping and
Walking Trail Development Services, for the Resting Gardens Cemetery project,
from A Cut Above (Fortson, GA) in the amount of $57,500.00. Funds are
available in the FY14 Budget: 1999 Sales Tax Project Fund ? 1999 SPLOST ? 99
SPLOST Liberty District ? General Construction ? Liberty District Resting
Gardens Cemetery Memorial; 0540 -695 ? 2134 ?TXLD ? 7661 -50621 -20140.
______________________________________
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
?ITEM B?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING THE RECOMMENDATION FROM THE PENSION BOARD TO
PROCURE INVESTMENT CONSULTANT SERVICES, FROM RAYMOND JAMES (COLUMBUS, GA), TO
INCLUDE: CONSULTING, CUSTODIAL AND FIDUCIARY SERVICES, FOR THE RETIREMENT
SYSTEM, WHILE OPTIMIZING THE RETURN ON INVESTMENTS FOR THE BENEFIT OF THE
PENSION FUND.
WHEREAS, an RFP was administered (RFP 14-0008) and five proposals were received
from qualified offerors; and,
WHEREAS, the proposal submitted by Raymond James met all proposal requirements
and was evaluated most responsive to the RFP; and,
WHEREAS, the term of this contract shall be for ?????five (5) years, beginning
April 1, 2014 through March 31, 2018. It should be noted that multi-year
contracts might be continued each fiscal year with approval from the Board.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to procure investment
consultant services from Raymond James (Columbus, GA) to include: Consulting,
Custodial and Fiduciary services, for the retirement system, while optimizing
the return on investments for the benefit of the Pension fund. Funds are
budgeted in the FY14 Budget: Funds are budgeted in the FY14 Budget: Pension
Fund 0970.
______________________________
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
?ITEM C?
A RESOLUTION
NO.______________
A RESOLUTION AUTHORIZING PAYMENT TO BRASFIELD AND GORRIE, IN THE AMOUNT OF
$48,212.00, FOR THE REHABILITATION OF THE MA RAINEY HOUSE BALCONY.
WHEREAS, In October 2011, the Engineering Department received a call from the
Ma Rainey House notifying that the balcony was sagging and wooden pillars were
being utilized to hold up the corner. The Parks and Recreation Department
requested that the Engineering Department obtain estimates for the repair of
the balcony. The highest estimate was approximately $33,000. At the time
neither the Ma Rainey Foundation nor Parks & Recreation had the money to fund
the work; and,
WHEREAS, In October 2013 the Ma Rainey Foundation met with the City Manager?s
Office, Parks and Recreation and Engineering Departments to request funding for
the rehabilitation of the balcony due to its further deterioration. The
estimate from 2011 was presented, as well as an estimate from the original
architect, Ken Levy, who gave a rough estimate of $75,000 - $150,000. Since
there was a significant range in the cost estimates, the Engineering Department
looked for other options; and,
WHEREAS, At the time, Brasfield & Gorrie was working on the Cusseta Road
Pedestrian Bridge and the Engineering Department asked the vendor to look at
project. Brasfield and Gorrie had done similar work in column stabilization
at the River & Phenix condos and could provide a more accurate estimate of the
cost for the rehabilitation. In November 2013, the vendor provided a quote in
the amount of $48,212 to perform the work.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Brasfield
and Gorrie, in the amount of $48,212.00, for the rehabilitation of the Ma
Rainey House Balcony. Funds are available in the FY14 Budget: 1999 Sales Tax
Project Fund ? 1999 SPLOST ? 99 SPlOST Liberty District ? General Construction
- Liberty District Ma Rainey House Stabilization; 0540 ? 695 ? 2134 ? TXLD ?
7661 ? 50622 ? 20140
______________________________________
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
?ITEM D?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH VICKERY
GRINDING, INC., (COLUMBUS, GA) FOR LARGE TREE TRUNK AND STUMP SPLITTING
SERVICES, WHICH WILL BE USED ON AN ?AS NEEDED BASIS?, IN EXCHANGE FOR RESIDUAL
GROUND MATERIAL.
WHEREAS, an RFP was administered (RFP No. 14-0004) and one proposal was
received; and,
WHEREAS, the proposal submitted by Vickery Grinding, Inc., met all proposal
requirements; and,
WHEREAS, the term of the contract shall be for two (2) years with the option to
renew for three (3) 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 execute a contract with
Vickery Grinding, Inc., (Columbus, GA), for Large Tree Trunk and Stump
Splitting Services, which will be used on an ?as needed? basis,in Exchange for
Residual Ground Material. There will be no monetary exchange between the
Columbus Consolidated Government and the Contractor.
_______________________________________
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
DATE: March 25, 2014
TO: Mayor and Councilors
FROM: Finance Department
SUBJECT: Advertised Bids/RFPs
April 2, 2014
1. Wheel Alignment and Balance Services (Annual Contract) ? RFB No.
14-0035
Scope of Bid
Provide Wheel Alignment and Balance services on city vehicles
utilized by Columbus Consolidated Government on an ?as needed basis".
April 4, 2014
1. City Village Master Plan ? RFP No. 14-0017
Scope of RFP
On behalf of Historic Columbus, the Consolidated Government of Columbus is
seeking proposals for a master plan for the City Village neighborhood of
Columbus, GA. The master plan shall address design standards, transportation,
and economic development.
April 9, 2014
1. Veterinary Services (Annual Contract) ? RFB No. 14-0034
Scope of Bid
Provide veterinarian services for the Public Works Department, Animal Control
Center. The contract term will be for two years with the option to renew for
three additional twelve-month periods.
April 16, 2014
1. Leather Items (Annual Contract) ? RFB No. 14-0033
Scope of Bid
Provide assorted leather items on an ?as needed basis? to the Columbus
Consolidated Government. The contract period will be for three years with the
option to renew for two additional twelve-month periods.
Attachments
No attachments for this document.