CITY MANAGER'S AGENDA
7/24/2012
I. FY13 PUBLIC DEFENDER CONTRACT:
Authorization is requested to enter into an agreement for Indigent
Defense Services with the Circuit Public Defender Office of the Chattahoochee
Judicial Circuit in the amount of $1,324,670 from July 2012 to June 2013 and
authorize payment to Georgia Public Defender Standards Council (GPDSC) for
$828,291 and for $41,415, 5% administrative fee (GPDSC payment is included in
the total amount of $1,324,670). An agenda report, contract and resolution are
attached. Click link to access documents. (Approved)
II. PROPERTY EXCHANGE - LIBERTY DISTRICT:
Authorization is requested to execute a landswap to acquire property
that will be used to promote redevelopment of the Liberty District as follows:
The property consists of .55 acres of property owned by the City located along
7th Avenue for property owned by Holsey Chapel CME Church located at 821 ? 8th
Street. The property gained by the City will be .46 acres at a cost of $31,000
plus .55 acres of City owned property. The property appraisals support the
exchange. An agenda report, map and resolution are attached. Click
link to access documents. (Approved)
III. CRIMINAL JUSTICE COORDINATING COUNCIL:
Authorization is requested to accept $5,965 from the Criminal Justice
Coordinating Council for the operation of Juvenile Drug Court Programs. An
agenda report and resolution are attached. Click link to access
documents. (Approved)
IV. ADULT FELONY DRUG COURT GRANT:
Authorization is requested to submit an application and if approved,
accept $6,936 from the Criminal Justice Coordinating Council for the operation
of the Muscogee County Adult Felony Drug Court, from July 1, 2012 to September
30, 2012. An agenda report and resolution are attached. Click link to
access documents. (Approved)
CITY MANAGER'S AGENDA
7/24/2012
Page 2
V. PURCHASES: Click link to access documents.
Authorization is requested of items "A" and "H":
A. Membership Dues for Georgia Municipal Association (Approved)
B. Annual Software License Maintenance for Permitting (Approved)
System and Business License System
C. Change Order 5 - Asphalt Removal, Seeding and Landscaping Project
(Approved)
D. Mobile Data Computers - Police Department (Approved)
E. Annual Software Support and License Renewal Fee (Approved)
for Land Records Imaging and Indexing System (Approved)
F. Fire/EMS Patient Care Software (Approved)
G. Mobile Data Terminal (MDT) Hardware Maintenance Support (Approved)
H. Donation and Purchase of Scoreboard for Memorial Stadium (Approved)
CITY MANAGER'S AGENDA
7/24/2012
Page 3
Emergency Purchase ? Information Only
Emergency Purchase of Tray Washer for Muscogee County Jail:
On July 17, 2012 the Sheriff?s Department requested the emergency purchase of a
replacement dishwasher (tray-washer) for the Muscogee County Jail.
The current dishwasher was in need of major mechanical repairs due to the
recent failure of some of its major components (motor, conveyor & gearbox).
Over the past year it has had multiple on site repairs and incurred
considerable repair cost. As a result, a replacement dishwasher was included
in the Sheriff?s Department L.O.S.T FY13 capital outlay budget.
The Sheriff?s Department requested to purchase a tray washer because the
conveyor system is more durable and efficient in handling the meal trays than
the current dishwasher. Insinger is the manufacturer of tray washers,
specifically designed to handle meal trays for large facilities. The
Sheriff?s Department obtained quotes from the following vendors who could
supply this equipment:
Columbus Store Equipment (Columbus Georgia) *$56,654.40
Federal Supply USA (Waukegan, IL) 50,979.60
Cooks Direct (Warrenville, Il) 52,470.50
*Freight to be determined
The quotes from Federal Supply and Cook's did not address fabrication cost.
The existing stainless tables will require modification on both the inlet and
outlet side to work with the new machine. In addition, their quotes did not
address electrical modifications due to the switch from a dishwasher to a tray
washer, nor fabrication that will be required to the existing exhaust
ventilation system. All those issues have been identified and addressed in the
quote from Columbus Store Equipment. Therefore, the Sheriff?s Department
recommended the quote from Columbus Store Equipment, because the vendor
addressed all the requirements to provide and install the equipment. The
emergency purchase was further requested because the new tray washer is built
when ordered, and that process takes approximately four to six weeks from the
time the vendor receives the purchase order.
The Sheriff's Office understands this purchase exceeds the amount approved for
a "dishwasher" by $21,654. This shortfall will come from the $22,000 approved
for a kitchen kettle also approved in the FY13 L.O.S.T budget. Freight charges
will be determined and added when delivered. The kettle replacement will be
deferred until FY14.
The City Manager approved the emergency on July 17, 2012.
Funds are budgeted in the FY13 Budget: Public Safety LOST Fund ? Sheriff -
Public Safety LOST - Capital Expenses over $5,000 0102-550-9900-LOST-7761.
* * * * * * * * *
2. Electrical Fire at City Fleet Maintenance Shop
On July 19, 2012, around 1:00 am, a small electrical fire broke out in the
upstairs area at the Fleet Maintenance Shop. The sprinkler system was
activated. The fire damage was minimal, however, the water damage was
extensive. Approximately three (3) offices and a small break-room received
damage and require clean up
The Public Services Department requested approval to secure a restoration
company to aid in the clean up. The City Manager approved the emergency on
July 19, 2012.
The department contacted Servpro, who was on the site by 12:40 that
afternoon. The City?s Claims Service Coordinator, Tripp Childs, from J. Smith
Lanier was also on site to assess the damage.
The total cost of the damage has not been determined at this time.
Bid Advertisements
(Schedule opening bid dates)
July 25, 2012
1. Masonry Products (Re-Bid) (Annual Contract) ? RFB No. 12-0061
Scope of RFB
Provide masonry products to include: portland cement (Type 1), concrete ready
mix w/gravel, brick sand, concrete sand, brick, 3 hole (Grade SW), brick,
8? (Grade SW), concrete building brick (Grade A), concrete blocks (Type 1,
Grade N), mound mix (Top Dressing) and fire brick, 8? on an ?as needed? basis
to the Columbus Consolidated Government (the City) to be utilized by Public
Services Department and Park Services. The contract term will be for two years
with the option to renew for three additional twelve-month periods. The
contract will be awarded to a Primary and Secondary Contractor.
2. Office Supplies (Annual Contract) ? RFB No. 12-0060
Scope of RFB
Provide various office supplies on an ?as needed basis? to various departments
of Columbus Consolidated Government. Contract term shall be for two years,
with the option to renew for three (3) additional twelve-month periods.
3. Lawn Maintenance Equipment (Annual Contract) ? RFB No. 12-0062
Scope of RFB
Provide edgers, line trimmers, various types of mowers, back pack blowers and
chain saws on an ?as needed? basis to Columbus Consolidated Government (the
City) to be utilized by various City Departments. The contract term will be
for two years, with the option to renew for three additional twelve-month
periods.
CITY MANAGER'S AGENDA
7/24/2012
Page 4
4. Landfill Compactor ? RFB No. 12-0057
Scope of RFB
Provide one (1) Landfill Compactor to be used by the Landfill Division of
Public Services.
August 1, 2012
1. Watershed Fertilization (Annual Contract) ? RFB No. 13-0002
Scope of RFB
Provide erosion control at various watershed lakes. The contract term shall be
for three (3) years, with the option to renew for two (2) additional
twelve-month periods.
August 8, 2012
1. Storm Drain Rehabilitation Priority 1 Pipes ? Contract 4 ? RFB No. 13-0003
Scope of RFB
The project consists of the following major elements: performing
cured-in-place rehabilitation of 3,800 feet of 12 to 18-inch pipe, 4,000 feet
of 24 to 36-inch pipe and 1,000 feet of 42 to 60-inch pipe; performing CCTV
inspection of 1,200 feet of 10 to 24-inch pipe and 1,900 feet of 30 to 60-inch
pipe; and miscellaneous point repairs, manhole height adjustments and
installation of manholes. Alternate bids will be received for cured-in-place
rehabilitation of 30 feet of 48x24-inch and 1,900 feet of 72x48-inch sewers.
The City will only consider bids from pre-qualified contractors.
2. Ball Field Soil Conditioner (Annual Contract) ? RFB No. 13-0007
Scope of RFB
Provide ball field soil conditioner to be used by the Parks and Recreation
Department. This product is used to prepare the ball fields for play after it
has rained. The contract period shall be for two (2) years, with the option to
renew for three (3) additional twelve-month periods.
CITY MANAGER'S AGENDA
7/24/2012
Page 6
August 15, 2012
1. Veterans Parkway Streetscape Improvements Phase III ? RFB No. 13-0004
Scope of RFB
The Project consists of the following major elements: Roadway Improvements:
erosion control, clearing and grubbing, grading of new medians to include 530
CY of graded aggregate base course, 1,900 LF of 30-inch concrete curb and
gutter, 330 LF of 18-inch concrete storm drain pipe, 28 catch basins, 3,200 SY
concrete sidewalks/driveways, 20 TN recycled asphalt concrete; Signing and
Marking: 260 SF of highway signs, 144 LF of galvanized steel posts, 5,600 LF
of thermoplastic striping, and thermoplastic pavement markings; Landscaping:
1,300 SY of Corner Plaza paving, planting of 84 Quercus Nuttallii and 44
Lagerstroemia (furnished by others), 8,020 SY of Bermuda sod; Signalization:
3,900 LF total of 3-inch and 6-inch directional bore, 8 strain poles with
30-foot to 60-foot mast arms, 2 traffic installation areas, 5,800 LF non-metal
rigid conduit.
Prior to submitting a Bid in an amount greater than $2,000,000.00, the Bidder
shall have prequalified with the Georgia Department of Transportation and
received a Certificate of Qualification in accordance with its Rules and
Regulations. If the bid is $2,000,000 or less, the bidder must be prequalified
or a registered subcontractor by Georgia DOT.
August 17, 2012
1. On-Call Services for Installation or Replacement of Sidewalks and ADA Ramps
located throughout Columbus, GA (Annual Contract) ? RFP No. 13-0001
Scope of RFP
Install or replace sidewalks, ADA ramps and minor concrete work, such as
driveway aprons, concrete islands, curb and gutter, etc., throughout
Columbus-Muscogee County, on an as-needed basis. The City intends to contract
with at least three vendors to provide the services on a rotation basis.
2. On-Call Services for Installation or Replacement of Storm Sewer / Combined
Sewer Systems located throughout Columbus, GA (Annual Contract) ? RFP No.
13-0002
Scope of RFP
Install or replace elements of storm sewer / combined sewer systems located
throughout Columbus-Muscogee County, on an as-needed basis. The City intends
to contract with at least three vendors to provide the services on a rotation
basis.
Attachments
No attachments for this document.