Agenda Item # 6
Columbus Consolidated Government
Council Meeting
August 26, 2014
Agenda Report # 26
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ON-CALL SERVICES FOR INSTALLATION OR REPLACEMENT OF BRICK PAVERS IN
COLUMBUS, GA (ANNUAL CONTRACT) ? RFP NO. 15-0002
It is requested that Council authorize the execution of an annual contract with
Southeastern Site Development, Inc. (Newnan, GA) for the installation or
replacement of brick pavers throughout Columbus-Muscogee County on an as-needed
basis.
Southeastern Site Development shall furnish all labor, materials, equipment and
miscellaneous items required for the complete installation or replacement of
brick pavers for pedestrian traffic and vehicle traffic. For each project, the
Engineering Department will obtain a written quote from the contractor.
The contract term 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.
On July 9, 2014, request for proposals were mailed to seventy-eight vendors and
specifications were posted on the websites of the City, Georgia Procurement
Registry and Onvia DemandStar. The RFP has been advertised, opened and
evaluated. Two (2) proposals were received on August 1, 2014 from the
following offerors?:
Southeastern Site Development, Inc. (Newnan, GA)
Tip Top Masonry (Smiths, AL)
?On August 5, 2014, the Purchasing Division telephoned three area contractors
to determine why they did not submit a proposal:
? Robinson Paving Company (Columbus, GA): The representative said they do not
provide the specified services.
? McMath-Turner Construction Company (Columbus, GA): The representative said
they do not have in-house personnel to provide the services.
? Landmark Grading Company, Inc. (Ft. Mitchell, AL): The vendor said they
chose not to submit a proposal.
?Tip Top Masonry did not provide the required Transmittal Letter and
Qualifications/Experience information. The omitted information, which was
necessary for the evaluation process, consisted of a demonstration of the
vendor?s access to adequate equipment to provide the services, a demonstration
of the vendor?s history of completing projects on time and within budget, an
indication of whether the vendor has been involved in litigation against owners
or engineering firms, and detailed information to demonstrate the vendor has
experienced personnel to assign to future brick paver projects.
In accordance with the RFP specifications, ?Firms shall be notified, in
writing, and shall have two (2) business days, after notification, to submit
the omitted information?:
? August 6, 2014: The Purchasing Division left a voice mail with the owner of
Tip Top Masonry to inform him of a forthcoming email regarding the omitted
information.
The Purchasing Division informed the owner, via email, that if the omitted
information was not received within two (2) days, the vendor?s proposal would
be deemed non-responsive.
? August 7, 2014: The Purchasing Division telephoned the owner and the owner
affirmed that he would submit the omitted information by August 8, 2014.
? August 8, 2014: The Engineering Department telephoned the owner and the owner
affirmed that he would submit the omitted information by 2:00 PM on August 8,
2014.
? August 13, 2014: Tip Top Masonry had not provided the omitted document;
therefore, the Purchasing Division proceeded with the evaluation process.
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from the Engineering Department, Uptown Columbus, Inc., and
the River Valley Regional Commission. Representatives from the Historic
Columbus Foundation and the Historic District Preservation Society served as
non-voting, advisory members of the committee.
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 may
be re-advertised. Cost information has been submitted to the City Manager in a
separate memo for information purposes.
Funds are budgeted each fiscal year for this ongoing expense, in various
accounts of the Engineering Department and the Public Works Department.
* * * * * *
(B) TRAFFIC SIGN MATERIALS - (ANNUAL CONTRACT) ? RFB NO. 14-0038
It is requested that Council approve the purchase of traffic sign materials
from Vulcan, Inc., (D/B/A Vulcan Signs) (Foley, AL) for the estimated annual
contract value of $147,390.00. The estimated contract value is based on the
amount the department has budgeted for the purchase of traffic sign materials.
The Traffic Engineering Division will purchase sign materials, on an ?as
needed? basis, to include the following: traffic sign facing, roll goods,
anodized aluminum sign metal and galvanized sign posts materials. The Traffic
Engineering Division, of the Engineering Department, will use the materials for
installation and maintaining traffic signs along City owned streets within
Muscogee County.
The term of the contract shall be for two years, with the option to renew for
three 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 two-hundred and twenty-five vendors and
bid specifications were posted on the web page of the Purchasing Division, the
Georgia Procurement Registry, and DemandStar. Seven bids were received on July
16, 2014. This bid has been advertised, opened and reviewed. The bidders were:
Funds are budgeted each fiscal year for this on going expense: General Fund -
Engineering - Traffic Engineering ? Operating Materials,
0101-250-2100-TRAF-6728.
(C) PEST CONTROL SERVICES (ANNUAL CONTRACT) - RFB NO. 14-0043
It is requested that Council approve the contract for pest control services
with SWGA Quick Pest Control (Leesburg, GA) for the estimated annual contract
value of $18,000.00. The vendor will provide pest control services at 100 City
owned buildings. Additional buildings may be added to the list of buildings,
at any point during the contract, as required by the City. A monthly cost for
each additional building will be negotiated with the contractor.
The contract term is for a two-year period with an option to renew for three
additional twelve-month periods. Renewal of the contract is contingent upon
the mutual agreement of the City and the contracted vendor.
Bid postcard invitations were mailed to forty-seven vendors and bid
specifications were posted on the web page of the Purchasing Division, the
Georgia Procurement Registry, and DemandStar. Five bids were received on July
23, 2014. This bid has been advertised, opened and reviewed. The bidders were:
Vendor
Monthly Fee
Total Estimated
Contract Value
SWGA Quick Pest Control (Leesburg, GA)
$ 1,500.00
$ 18,000.00
Rider Pest Control
(Newnan, GA)
$ 1,850.00
$ 22,200.00
Knox Pest Control
(Columbus, GA)
$ 1,904.00
$ 22,848.00
Gregory Pest Control Company, Inc.
(Greenville, SC)
$ 2,200.00
$ 26,400.00
Orkin Pest Control
(Columbus, GA)
$ 3,500.00
$ 42,000.00
Funds are budgeted each fiscal year for this ongoing expense: General Fund -
Public Works - Facilities Maintenance ? Service Contracts,
0101-260-2700-MNTN-6513.
* * * * * *
(D) LOT CLEARING SERVICES (ANNUAL CONTRACT) ? RFB NO. 13-0030
It is requested that Council approve the contract with Absolute Quality
Landscaping (Columbus, GA). The company will be added to the current list of
contractors to provide Lot Clearing Services, on an ?as needed basis? for the
estimated annual contract value of $85,332.00.
The current Lot Clearing Services contract, approved per Resolution 94-13 on
March 12, 2013, was awarded to the following Contractors: Yardpro Lawncare &
Landscaping (Lanett, AL), as the primary contractor, and Tech O-Gram Media
(Columbus, GA), as the secondary contractor.
One of the current Contractors is unable to perform the services at this time
because his equipment was stolen. Consequently, in an effort to prevent any
delays with lot clearings, it is necessary to add a third vendor to the
contract. Absolute Quality Landscaping submitted the third lowest bid;
therefore, it is requested that they be added as a third Contractor to the
contract. Absolute has submitted their written agreement to provide the
services at the same submitted bid prices, contingent upon Council approval.
The work includes cutting and removing grass, weeds, undergrowth and other
vegetation, and removing any and all solid waste as required by law.
The contract is currently in the second year ending March 15, 2015, with the
option to renew for three additional twelve-month periods. Contract renewal
will be contingent upon the mutual agreement of the City and the Contractors.
Bid postcard invitations were mailed to two hundred thirty-five (235) vendors,
and bid specifications were posted on the City?s website, Georgia Procurement
Registry and DemandStar. Nine bids were received on January 23, 2013. This
bid has been advertised, opened and reviewed. The bidders were:
Funds are budgeted each fiscal year for this ongoing expense: General Fund -
Public Works - Special Enforcement ? Lot Clearing and Maintenance;
0101-260-2400-SPCL-6382.
* * * * * *
(E) BALCONY REPAIR AT THE COLUMBUS CONVENTION AND TRADE CENTER
It is requested that Council authorize the use of the Trade Center Fund Balance
to cover the cost to repair the balcony, at the Columbus Convention and Trade
Center, in the amount of $23,600.00.
On August 13, 2014, the Trade Center Authority held a special called meeting to
seek approval for the repair of portions of the northeast and southeast
exterior balcony. Hecht Burdeshaw Architects obtained quotes from the
following four (4) vendors:
Batson Cook $23,600
Pair Construction $28,550
Brasfield and Gorrie $33,980
J. Holcomb Construction $61,400
The Authority voted and accepted the quote from the low bidder, Batson Cook at
$23,600.
Project to be funded with the Trade Center Fund Balance, and will be included
in the next Budget Amendment.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH
SOUTHEASTERN SITE DEVELOPMENT, INC. (NEWNAN, GA) FOR THE INSTALLATION OR
REPLACEMENT OF BRICK PAVERS THROUGHOUT COLUMBUS-MUSCOGEE COUNTY ON AN AS-NEEDED
BASIS.
WHEREAS, an RFP was administered (RFP No. 15-0002) and proposals were received
from two offerors; and,
WHEREAS, the proposal submitted by Southeastern Site Development was
evaluated most responsive to the RFP; and,
WHEREAS, the term of contract shall be for two years, with the option
to renew for three 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 Site Development, Inc. (Newnan, GA) for the
installation or replacement of brick pavers throughout Columbus-Muscogee County
on an as-needed basis. Funds are budgeted each fiscal year for this ongoing
expense, in various accounts of the Engineering Department and the Public Works
Department.
_________________
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 __________.
_________________________________ _________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF TRAFFIC SIGN MATERIALS FROM VULCAN,
INC., (D/B/A VULCAN SIGNS) (FOLEY, AL) FOR THE ESTIMATED ANNUAL CONTRACT VALUE
OF $147,390.00.
WHEREAS, the Traffic Engineering Division, of the Engineering
Department, will use the materials for installation and maintaining traffic
signs along City owned streets within Muscogee County; and,
WHEREAS, the term of contract shall be for two years, with the option
to renew for three 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 purchase traffic sign
materials from Vulcan, Inc. (D/B/A Vulcan Signs) (Foley, AL) for the estimated
annual contract value of $147,390.00. Funds are budgeted each fiscal year for
this on going expense: General Fund - Engineering - Traffic Engineering ?
Operating Materials, 0101-250-2100-TRAF-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 __________.
________________________________ ________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR PEST CONTROL SERVICES
WITH SWGA QUICK PEST CONTROL (LEESBURG, GA) FOR THE ESTIMATED ANNUAL CONTRACT
VALUE OF $18,000.00.
WHEREAS, the vendor will provide pest control services at 100 City owned
buildings; and, additional buildings may be added to the list of buildings, at
any point during the contract, as required by the City. A monthly cost for
each additional building will be negotiated with the contractor; and,
WHEREAS, the contract term is for a two year period with an option to renew for
three additional twelve-month periods. Renewal of the contract is contingent
upon the mutual agreement of the City and the Contractors.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract for
pest control services with SWGA Quick Pest Control (Leesburg, GA) for the
estimated annual contract value of $18,000.00. Funds are budgeted each fiscal
year for this ongoing expense: General Fund - Public Works - Facilities
Maintenance ? Service Contracts, 0101-260-2700-MNTN-6513.
___________________
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 __________.
________________________________ ________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM D?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH ABSOLUTE
QUALITY LANDSCAPING (COLUMBUS, GA) AS AN ADDITIONAL CONTRACTOR TO PROVIDE LOT
CLEARING SERVICES, ON AN ?AS NEEDED BASIS,? FOR THE ESTIMATED ANNUAL CONTRACT
AMOUNT OF $85,332.00.
WHEREAS, the work includes cutting and removing grass, weeds,
undergrowth and other vegetation, and removing any and all solid waste as
required by law; and,
WHEREAS, Absolute Quality Landscaping will be added to the current list
of contractors to provide Lot Clearing Services; and,
WHEREAS, the current Lot Clearing Services contract, approved per
Resolution 94-13 on March 12, 2013, was awarded to the following Contractors:
Yardpro Lawncare & Landscaping (Lanett, AL), as the primary contractor, and
Tech O-Gram Media (Columbus, GA), as the secondary contractor; and,
WHEREAS, the contract is currently in the second year ending March 15,
2015, with the option to renew for three additional twelve-month periods.
Contract renewal will be contingent upon the mutual agreement of the City and
the Contractors.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute a contract with
Absolute Quality Landscaping (Columbus, GA), as an additional contractor, to
provide lot clearing services, on an ?as needed basis,? for the estimated
annual contract value of $85,332.00. Funds are budgeted each fiscal year for
this ongoing expense: General Fund - Public Works - Special Enforcement ? Lot
Clearing and Maintenance; 0101-260-2400-SPCL-6382.
______________________
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 __________.
_________________________________ ________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM E?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE USE OF THE TRADE CENTER FUND BALANCE TO COVER THE
COST TO REPAIR THE BALCONY, AT THE COLUMBUS CONVENTION AND TRADE CENTER, IN THE
AMOUNT OF $23,600.00.
WHEREAS, on August 13, 2014, the Trade Center Authority held a special called
meeting to seek approval for the repair of portions of the northeast and
southeast exterior balcony; and
WHEREAS, Hecht Burdeshaw Architects obtained quotes from the following four (4)
vendors:
Batson Cook $23,600
Pair Construction $28,550
Brasfield and Gorrie $33,980
J. Holcomb Construction $61,400, and;
WHEREAS, the Authority voted and accepted the quote from the low
bidder, Batson Cook at $23,600.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to use the Trade Center Fund
Balance to cover the cost to repair the balcony, at the Columbus Convention and
Trade Center, in the amount of $23,600.00. Project to be funded with the Trade
Center Fund Balance, and will be included in the next Budget Amendment.
_____________________________
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 __________.
________________________________ ________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
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