Agenda Item # 7
Columbus Consolidated Government
Council Meeting
July 10, 2012
Agenda Report # 078
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) CONCESSIONAIRE SERVICES AT THE GOVERNMENT CENTER COMPLEX (ANNUAL CONTRACT)
- RFP NO. 12-0019
It is requested that Council approve the contract with The Sol of Wa (Columbus,
GA) to provide concessionaire services at the Columbus Consolidated Government
Center Complex. Concessionaire services are needed to provide city employees
and visitors to the Government Center, with an economically priced menu
consisting of a variety of breakfast and lunch items, as well as, beverages and
other food items. The vendor will be housed in the ground floor snack bar.
The initial term of the contract shall be for three years, with the option to
renew for two additional twelve-month periods. Contract renewal is contingent
upon the mutual agreement of the contractor and the City.
Request for proposal invitations were mailed to fifty-six vendors and
specifications were posted on the City?s website, as well as, the Georgia
Procurement Registry. The RFP has been advertised, opened and evaluated.
Proposals were received on March 16, 2012, from the following five offerors:
The Sol of Wa (Columbus, GA)
P?Lyndi?s LLC (Stone Mountain, GA)
Fountain City Cafeteria (Columbus, GA)
Appetite De-Lite (Columbus, GA)
Tasty Delight (Columbus, GA)
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from the Tax Assessor?s Office, Revenue Division,
Sheriff's Office, Information Technology and the Planning Department. A
representative from the City Manager?s office served in a non-voting, advisory
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. 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,
negotiations may begin with the next highest ranked vendor(s) or the RFP
specifications will be re-advertised. The evaluation results have been
submitted to the City Manager in a separate memo for informational purposes.
The vendor will operate the cafeteria at their own expense.
* * * * * *
(B) COURT REPORTER SERVICES FOR RECORDER?S COURT (ANNUAL CONTRACT) - RFP NO.
12-0027
It is requested that Council approve the annual contract with Bobby L. Russell,
Court Reporter, to provide court reporter services for Recorder?s Court. The
services are needed for all Recorder?s Court proceedings to record preliminary
felony hearings.
The Contractor will provide the following:
Minimum of two A or B certified court reporters to record preliminary felony
hearings for all Recorders Court proceedings.
Must supply all needed equipment to fulfill the requirements of the contract.
The City will only provide a recording system for the Clerk of Court.
Cover Recorder?s Court sessions at 8:00 a.m., 9:00 a.m. and 2:00 p.m., Monday
through Saturday. Shall also cover additional Recorder?s Court sessions for
special situations, should they arise. The average time of the AM and PM court
sessions is between 2 to 3 hours each. The reporter is required to be at
Recorder?s Court at 7:00 a.m. and at 1:30 p.m.; and remain as designated by the
Senior Recorder. Recorder?s Court will notify the contracted vendor of the
holiday schedule for the court.
Contractor will deliver transcripts to the District Attorney?s Office and the
Public Defender?s Office.
The contract term shall be for two years, with an option to renew for three
additional twelve-month periods. Contract renewal will be contingent upon the
mutual agreement of the City and the Contractor.
Request for proposals were mailed to eighty-six (86) vendors and posted on the
City?s website and the Georgia Procurement Registry. The RFP has been
advertised, opened and evaluated. On May 17, 2012, a proposal was received from
the following offeror:
Bobby L. Russell, Court Reporter (Columbus, GA)
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from Finance Department, City Manager and Recorder?s Court
Judge.
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. No proposal
responses or any negotiated components are made public until after the award of
the contract. If Council does not approve the recommended offerors, the RFP
will be re-advertised and a new process will begin. The cost has been
submitted to the City Manager in a separate memo for informational purposes.
Funds will be budgeted each fiscal year for this on going expense: General Fund
? Recorder?s Court ? Recorder?s Court - Contractual Services,
0101-580-1000-RECC-6319.
?ITEM A?
A RESOLUTION
NO. ____
A RESOLUTION AUTHORIZING THE CONTRACT WITH THE SOL OF WA (COLUMBUS, GA)
TO PROVIDE CONCESSIONAIRE SERVICES AT THE COLUMBUS CONSOLIDATED GOVERNMENT
CENTER COMPLEX.
WHEREAS, an RFP was administered (RFP No. 12-0019) and five proposals
were received; and,
WHEREAS, the proposal submitted by The Sol of Wa was deemed most
advantageous to the City; and,
WHEREAS, the term of the contract shall be for three years, with the
option to renew for two additional twelve month periods. Contract renewal is
contingent upon the mutual agreement of the contractor and the City.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to enter into a contract for
concessionaire services with The Sol of Wa. The vendor will operate the
cafeteria at their own expense.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____day of____________________, 2012 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 ANNUAL CONTRACT WITH BOBBY L RUSSELL,
COURT REPORTER (COLUMBUS, GA) TO PROVIDE COURT REPORTER SERVICES FOR RECORDER?S
COURT ON AN ?AS NEEDED BASIS?.
WHEREAS, an RFP was administered (RFP No. 12-0027) and one proposal was
received; and,
WHEREAS, the proposal submitted by Bobby L. Russell, Court Reporter was
deemed most responsive; and,
WHEREAS, the term of the contract shall 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 contractor and the City.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to enter into a contract
with Bobby L. Russell, Court Reporter, to provide court reporter services for
Recorder?s Court. Funds will be budgeted each fiscal year for this on going
expense: General Fund ? Recorder?s Court ? Recorder?s Court - Contractual
Services, 0101-580-1000-RECC-6319.
____________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____day of____________________, 2012 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
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