Agenda Item # 2
Columbus Consolidated Government
Council Meeting
November 12, 2013
Agenda Report # 45
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) WERACOBA CREEK RETAINING WALL REPLACEMENT ? RFB NO. 14-0009
It is requested that Council authorize the execution of a construction contract
with Earth-Scapes, Inc. (Phenix City, AL) in the amount of $656,703.50 for the
replacement of the retaining wall at Weracoba Creek.
The work consists of removing and replacing a section of an existing retaining
wall located within Weracoba Creek and adjacent to Cherokee Avenue. The work
also includes pavement markings, installation of guard rails and concrete
hardscapes work.
Bid postcard invitations were mailed to seventy-seven vendors and bid
specifications were posted on the web pages of the Purchasing Division, Georgia
Procurement Registry, and DemandStar. Four bids were received on September 4,
2013. This bid has been advertised, opened and reviewed. The bidders were:
Bidders Total Bid DBE
Participation
Earth-Scapes, Inc. (Phenix City, AL) $ 656,703.50 8%
Southeastern Site Development (Newnan, GA) 663,241.09 10%
Scott Bridge Company (Opelika, AL) 1,031,392.25 10%
Sunbelt Structures (Tucker, GA) 1,052,349.00 0%
Funds are budgeted in the FY14 Budget: 1999 SPLOST Road/Bridge/Street ?
Drainage/Street Improvements ? Cherokee Wall;
0540-695-2127-TXSF-7622-50805-20140.
********
(B) MAINTENANCE AGREEMENT FOR THE E911 PLANT INTEGRATED
TELEPHONE SYSTEM CONSOLE EQUIPMENT, NICE RECORDING SYSTEM AND ASTRO P25 MASTER
SWITCH
It is requested that Council authorize payment to Motorola, in the amount of
$198,870.72 for the annual Maintenance Agreement (October 1, 2013 through
September 30, 2014) for the E911 Center?s 800 MHz Radio System Console
Equipment, the Central Electronics Bay, the Plant Visa 911 Phone System, the
fiber optic interface equipment installed in the 911 Center and the Government
Center, the Nice Digital Logging System, and the Astro P25 Master Switch.
The Police Department (through the 911 Center) and Sheriff?s Office uses the
Motorola Console equipment to dispatch the various Public Safety Units
throughout the City as needed. This equipment is a critical part of Public
Safety communications system. It has, since the initial warranty expired, been
covered by a comprehensive 24/7/365 maintenance agreement with Motorola in
order to assure rapid and accurate repairs and minimal down time. This
maintenance agreement also covers the bi-directional amplification system that
provides a back up to the console system and allows the 911 Center to continue
to operate should the console equipment stop working. The maintenance
agreement will insure that the City receives complete and cost effective
support of the equipment and allow the departments to control the operating
costs associated with the console equipment.
The E911 Telephone System and its various components were originally purchased
from Motorola. Therefore, the vendor is considered the only known source to
provide the maintenance service.
Funds are budgeted in FY14 Budget: Emergency Telephone Fund ? Police - E911 ?
Service Contracts; 0209-400-3220-E911-6513.
* * * * * * *
(C) ?-TON CREW CAB 4X4 PICKUP TRUCKS ? RFB NO. 14-0014
It is requested that Council authorize the purchase of two (2) ?-ton crew cab
4x4 pickup trucks (2014 Chrysler/Dodge Ram/DS6L98), from Don Jackson Chrysler
Dodge Jeep, (Union City, GA) at a unit price of $23,341.00, for a total of
$46,682.00.
The vehicles were approved in the FY14 Budget. They will be utilized by
division supervisors of the Forestry and Beautification Division, of the Public
Works Department, to take supplies to crews on the road, check City property
and to follow up on complaints. These are replacement units.
Bid postcard invitations were mailed to one hundred fifty-one vendors and bid
specifications were posted on the web page of the Purchasing Division, the
Georgia Procurement Registry, and OnVia DemandStar. Six bids were received on
October 2, 2013. This bid has been advertised, opened and reviewed. The
bidders were:
Vendors Manufacturer/Model Mandatory
Training Cost
(if applicable) Mandatory Publications Cost
(if applicable) Unit Price Total Price
(2 Units)
Don Jackson Chrysler Dodge Jeep
(Union City, GA) 2014 Dodge RAM 1500 Tradesman 4x4 Pickup Truck
Chrysler Dodge Ram DS6L98 $0.00 $0.00 $23,341.00 $46,682.00
Allan Vigil Ford (Morrow, GA) 2014 Ford F150 Crew Cab 4x4 N/A $250.00 per unit
(inc. in bid price) $27,206.00 $54,412.00
Auto Nation Ford of Marietta
(Marietta, GA) 2014 Ford F150 Super Crew 4WD (W1E) N/A N/A $27,472.00 $54,944.00
Langdale Chevrolet (Sylvester, GA) 2014 Chevrolet Crew CK15543
Silverado N/A N/A $28,505.00 $57,010.00
Jay Buick GMC Inc. (Columbus, GA) 2014 GMC Sierra TK15543 $0.00 $0.00 $29,255.30 $58,510.60
Allan Vigil Ford (Fayetteville, GA) 2014 Ford F150 Crew $0.00 $0.00 $29,278.00 $58,556.00
The Georgia Statewide Contract price is $27,705.00.
Funds are budgeted in the FY14 Budget as follows: Paving Fund ? Public Works ?
Right of Way Maintenance ? Light Trucks; 0203-260-3120-ROWM-7722.
* * * * * * * *
(D) TREES FOR PLANTING ON CITY RIGHT-OF-WAYS (ANNUAL CONTRACT) ? RFB NO. 14-0017
It is requested that Council approve the purchase of trees, on an as-needed
basis, from Thoms Trees & Plants, Inc. (Fayetteville, GA) for the estimated
annual contract value of $120,216.90. The estimated contract value is based on
the amount the department has budgeted for the purchase of new trees and tree
replacements, consequently for FY14 the department has budgeted $120,216.90 for
tree plantings.
The trees will be planted on various right-of-ways around the City and will be
used as new plantings and replacements for trees damaged or destroyed due to
weather conditions. The bid specifications consisted of forty-three (43)
different species of trees.
The contract term shall be for one year, with the option to renew for two (2)
additional twelve- month periods. Contract renewal will be contingent upon the
mutual agreement of the City and the Contractor.
Bid postcard invitations were mailed to one hundred and four vendors and bid
specifications were posted on the web pages of the Purchasing Division, Georgia
Procurement Registry, and DemandStar. Seven bids were received on October 16,
2013. This bid has been advertised, opened and reviewed. The bidders were:
Funds are budgeted each fiscal year for this ongoing expense: Paving Fund -
Public Works - Right-of-Way Maintenance - Horticultural/Landscaping Supplies,
0203-260-3120- ROWM-6727.
* * * * * *
(E) FIRST-CLASS MAIL PRE-SORT SERVICES (ANNUAL CONTRACT) ? RFP NO. 13-0030
It is requested that Council approve the annual contract for first-class mail
pre-sort services from Southeastern Mailing Services, Inc., d/b/a Columbus
Presort (Columbus, GA).
The firm will provide first-class mail pre-sort services on a daily basis.
Services will also include specific seasonal or emergency mailings, as well as
bulk mail pre-sort when applicable. The contractor will provide all seasonal
and necessary labor and equipment for such services. The City averages
approximately 50,000 first-class letters a month
On a daily basis, the contractor shall provide the following services:
1. Pick-up twice (2 times) daily. The first pick-up at approximately 1:30 p.m.
This mail will be metered and presorted by the Contractor and the Contractor
will ensure delivery to the Post Office that same business day. The second
pick-up will be between 3:00 & 3:30 p.m., and this mail will be metered,
presorted and delivered to the Post Office by the Contractor the next business
day.
2. Meter, Pre-sort and deliver mail to the Post Office. Contractor shall
deliver to Post Office on the same day it is metered. Mail shall not be held
until the next day and re-dated. Such action is ground for cancellation of
contract.
3. Pay postage on residuals (items though to be pre-sortable but are not). The
City will reimburse contractor for residuals.
4. Provide weekly invoices for services provided. The invoice will show the
followings:
a. Total number of pieces.
b. Total pieces pre-sorted and pre-sort costs.
c. Total number of residuals (Residuals of the total pieces, the number of that
cannot be pre-sorted and company will pay the postage required for such items
upon delivery to the Post Office).
d. The amount paid for residuals by the contractor.
5. Bulk mail must be invoiced separate.
6. All requested postmark dates must be honored without any price change.
7. The Contractor shall notify the Mailroom in the event of any extenuating
circumstance that will cause a delay in the mail. The two parties will
determine the best corrective to resolve that event.
Contractor shall also provide seasonal and/or emergency mailings services:
1. Departments may utilize the contractor directly for specific mailings unique
to that department (i.e. Tag Office, Tax Office, Voter Registration, Revenue
Division, etc.) The departments will make arrangements with the contractor and
will be charged separately for such services.
Note: This mail may not be funneled through the mailroom due to the time
factor involved or the uniqueness of the service required. Therefore,
departments may contact contractor directly.
2. Contractor will make emergency pick-ups as needed, when notified.
The term of this contract shall be for two 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.
The RFP was released on April 12, 2013. Request for proposal invitations were
mailed to twelve vendors and specifications were posted on the City?s website,
Georgia Procurement Registry and DemandStar. The RFP has been advertised,
opened and evaluated. One (1) proposal was received May 10, 2013, from the
following offeror:
Southeastern Mailing Services, Inc., d/b/a Columbus Presort (Columbus,
GA)
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from the City Manager?s Office.
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(s), 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 would
be re-advertised. The cost information and evaluation results have been
submitted to the City Manager in a separate memo for informational purposes.
Funds will be budgeted each fiscal year for this ongoing expense. Various
Accounts ? Postage 6625.
?ITEM A?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH
EARTH-SCAPES, INC., (PHENIX CITY, AL) IN THE AMOUNT OF $656,703.50 FOR THE
REPLACEMENT OF THE RETAINING WALL AT WERACOBA CREEK.
WHEREAS, the work consists of removing and replacing a section of an existing
retaining wall located within Weracoba Creek and adjacent to Cherokee Avenue.
The work also includes pavement markings, installation of guard rails and
concrete hardscapes work.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute a construction
contract with Earth-Scapes, Inc., (Phenix City, AL) in the amount of
$656,703.50 for the replacement of the retaining wall at Weracoba Creek. Funds
are budgeted in the FY14 Budget: 1999 SPLOST Road/Bridge/Street ?
Drainage/Street Improvements ? Cherokee Wall;
0540-695-2127-TXSF-7622-50805-20140.
__________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ___________, 2013 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 PAYMENT TO MOTOROLA, IN THE AMOUNT OF $198,870.72, FOR
THE ANNUAL MAINTENANCE AGREEMENT (OCTOBER 1, 2013 THROUGH SEPTEMBER 30, 2014)
FOR THE E911 CENTER?S 800 MHZ RADIO SYSTEM CONSOLE EQUIPMENT, THE CENTRAL
ELECTRONICS BAY, THE PLANT VISA 911 PHONE SYSTEM, THE FIBER OPTIC INTERFACE
EQUIPMENT INSTALLED IN THE 911 CENTER AND THE GOVERNMENT CENTER, THE NICE
DIGITAL LOGGING SYSTEM, AND THE ASTRO P25 MASTER SWITCH.
WHEREAS, the Police Department (through the 911 Center) and Sheriff?s Office
uses the Motorola Console equipment to dispatch various Public Safety Units
throughout the City as needed. This equipment is a critical part of Public
Safety communications system; and,
WHEREAS, the equipment has, since the initial warranty expired, been covered by
a comprehensive 24/7/365 maintenance agreement with Motorola in order to assure
rapid and accurate repairs and minimal down time. This maintenance agreement
also covers the bi-directional amplification system that provides a back up to
the console system and allows the 911 Center to continue to operate should the
console equipment stop working. The maintenance agreement will insure that the
City receives complete and cost effective support of the equipment and allows
the Department to control the operating costs associated with the console
equipment.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola,
in the amount of $198,870.72, for the annual Maintenance Agreement (October 1,
2013 through September 30, 2014) for the E911 Center?s 800 MHz Radio System
Console Equipment, the Central Electronics Bay, the Plant Visa 911 Phone
System, the fiber optic interface equipment installed in the 911 Center and the
Government Center, the Nice Digital Logging System, and the ASTRO P25 Master
Switch. Funds are budgeted in FY14 Budget: Emergency Telephone Fund ? Police -
E911 ? Service Contracts; 0209-400-3220-E911-6513.
________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of __________, 2013 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 THE PURCHASE OF TWO (2) ?-TON CREW CAB 4X4
PICKUP TRUCKS (2014 CHRYSLER/DODGE RAM/DS6L98), FROM DON JACKSON CHRYSLER DODGE
JEEP, (UNION CITY, GA), AT A UNIT PRICE OF $23,341.00, FOR A TOTAL OF
$46,682.00.
WHEREAS, the trucks will be utilized by division supervisors of the Forestry
and Beautification Division, of the Public Works Department, to take supplies
to crews on the road, check City property and to follow up on complaints. These
are replacement units.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase two (2) ?-ton
crew cab 4x4 pickup trucks (2014 Chrysler Dodge Ram DS6L98) from Don Jackson
Chrysler Dodge Jeep, in the amount of $46,682.00. Funds are budgeted in the
FY14 Budget as follows: Paving Fund ? Public Works ? Right of Way Maintenance
? Light Trucks; 0203-260-3120-ROWM-7722.
______________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _____________, 2013 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 AN ANNUAL CONTRACT FOR THE PURCHASE OF TREES, ON AN
AS-NEEDED BASIS, FROM THOMS TREES & PLANTS, INC. (FAYETTEVILLE, GA) FOR THE
ESTIMATED ANNUAL CONTRACT VALUE OF $120,216.90.
WHEREAS, the estimated contract value is based on the amount the department has
budgeted for the purchase of new trees and tree replacements. The trees will
be planted on various right-of-ways around the City and will be used as new
plantings and replacements for trees damaged or destroyed due to weather
conditions; and,
WHEREAS, the contract term shall be for one year with the option to renew for
two 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 enter into a contract to
purchase trees from Thoms Trees & Plants, Inc. (Fayetteville, GA) for the
estimated annual contract value of $120,216.90. Funds are budgeted each fiscal
year for this ongoing expense: Paving Fund - Public Works - Right-of-Way
Maintenance - Horticultural/Landscaping Supplies, 0203-260-3120- ROWM-6727.
_____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________, 2013 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 E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH
SOUTHEASTERN MAILING SERVICES, INC., D/B/A COLUMBUS PRESORT (COLUMBUS, GA) TO
PROVIDE FIRST-CLASS MAIL PRE-SORT SERVICES.
WHEREAS, an RFP was administered (RFP No. 13-0030) and one proposal was
received from Southeastern Mailing Services, Inc., d/b/a Columbus Presort; and,
WHEREAS, Southeastern Mailing Services, Inc., d/b/a Columbus Presort met all
proposal requirements and is deemed most responsive to the RFP; and,
WHEREAS, the term of the contract shall be for two 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 an annual contract with
Southeastern Mailing Services, Inc., d/b/a Columbus Presort to provide
First-Class Mail Presort Services. Funds will be budgeted each fiscal year for
this on going expense, Various Accounts ? Postage 6625.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2013 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
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