Columbus, Georgia

Georgia's First Consolidated Government

Post Office Box 1340
Columbus, Georgia, 31902-1340
(706) 653-4013
fax (706) 653-4016

Council Members

Agenda Item # 1



Columbus Consolidated Government

Council Meeting



April 15, 2008



Agenda Report # 268



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department

________________________________________________________________________________

__



(A) 7-YARD DUMP TRUCK BODIES



It is requested that Council authorize the purchase of two (2) 7-yard dump

bodies from Transport Equipment Company (Albany, GA), in the amount of

$19,500.00.



The dump bodies are replacement units that will be placed on cab and chassis to

be bid at a later date. The 7-yard dump trucks will be used by the Sewer

Maintenance Division of the Public Services Department and the Parks and

Recreation Department to transport personnel and maintenance equipment to

various job sites throughout the City.



On December 19, 2006 Council approved the purchase of a 7-yard dump body from

Transport Equipment Company, per Resolution No. 553-06, RFB No.07-0032. The

bid specifications required vendors to submit a bid price for future purchases

during the FY08 budget year. Transport Equipment Company submitted a bid price

of $9,750.00, per unit, for future FY08 purchases. The vendor has provided

written confirmation to honor the bid price.



Funds, in the amount of $9,750.00, were approved in the FY08 Mid-Year Budget

Amendment: Sewer Fund ? Public Services ? Sewer Maintenance ? Heavy Trucks;

0202-260-3210-SWRM-7723. In addition, funds in the amount of $9,750.00 were

approved in the FY08 Mid-Year Budget Amendment: General Fund ? Miscellaneous ?

Contingency; 0101-590-2000-CONT-9801.

* * * * * *



(B) PLANT INTERIOR DESIGN AND MAINTENANCE FOR COLUMBUS CIVIC CENTER (ANNUAL

CONTRACT) RFP NO. 08-0014



It is requested that Council approve the annual contract for plant interior

design and maintenance from The Plant People, to be utilized by The Civic

Center. The services are needed to provide and maintain interior plants in the

Main Lobby and Concourses of the Columbus Civic Center.



Key objectives and deliverables for the firm, working closely with Columbus

Civic Center staff include the following:



Plants and Container Requirements:

The following plants will be placed in the Civic Center Main Lobby and

Concourses:



Eight (8) 17? Ficus Trees

Sixty-Four (64) 8? Pothos

Eight (8) 14? Janice Crage Canes



The following containers will be provided:



Eight (8) 17? Vision Containers ? Silver

Eight (8) 14? Sidewinders



Plant Maintenance

The successful Bidder will water, feed, treat for insect or other infestation,

and maintain plants. All containers shall include suitable top dressing.



Should any plants become ill, appear non-healthy, or die, they shall be

replaced with another of similar size as approved by the City, at no cost to

the City.



Floor Protection

Unless designed as part of the container, each container shall be

placed on a color keyed saucer to prevent water damage to the City?s flooring.



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 invitations were mailed to one hundred and twenty-four vendors and

specifications were posted on the City?s website. This RFP has been

advertised, opened and evaluated. Two proposals were received December 7,

2008, from the following offerors:



The Plant People (Columbus, GA)

Thoms Trees & Plants (Fayetteville, GA)



Proposals were reviewed by the Evaluation Committee members, which consisted of

representatives from the Civic Center and the Public Services Department. 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, negotiations will begin

with the next responsive offeror. Evaluation results and cost proposals have

been submitted to the City Manager in a separate memo for information purposes.



Funds will be budgeted each fiscal year for this on going expense: Civic Center

? Civic Center Operations ? Contractual Services; 0757-160-1000-CIVC-6319.



* * * * * * *





(C) REPLACEMENT DIGITAL RECORDING UNITS AND MONITORS FOR MUSCOGEE COUNTY JAIL



It is requested that Council approve the purchase of replacement digital

recording units and monitors, for the Muscogee County Jail, from GC&E Systems

Group in the amount of $34,918.30. The equipment will be utilized as part of

the ongoing security surveillance at the jail.



Per Resolution 442-07, GC&E was awarded the annual contract to maintain the

security surveillance equipment at the jail. Consequently, the Sheriff?s

Office requested that the vendor provide a price quote to furnish new equipment

to replace existing faulty and ?burned in? units. GC&E will provide four (4)

Pelco DX-8100 series digital video recorders with installed operating system;

and eight (8) Pelco 300 Series 19? flat panel LCD monitors. This equipment is

compatible with the Pelco equipment currently used at the Jail. The vendor will

install and maintain the equipment under the existing annual maintenance

contract.



Funds were approved in the FY08 Mid-Year Budget Amendment: General Fund ?

Sheriff ? Criminal Division ? Capital Expenditures Over $5,000;

0101-550-2200-INFU-7761.



* * * * * * *



(D) CONSTRUCTION SERVICES TO REPAIR DAMAGED RAILING ON THE RIVERWALK



It is requested that Council approve a contract with Bruce Tile Company, in the

amount of $14,000.00, plus cost for any unforeseen damage for construction

services related to the repair of the damaged railing on the Riverwalk.



An automobile accident caused the damaged railing on the Riverwalk at 10th

Street and Bay Avenue. The City has already received a check from the driver?s

insurance company to cover the damage.



Due to safety reasons, the work had to be expedited. Therefore, the

Engineering Department received price quotes from the following vendors:



Bruce Tile Company $14,000.00

Gerald Brooks Construction, Inc. 15,485.00

Grant Environmental Contractors, Inc. 16,050.00



The Engineering Department received approval from the City Manager to proceed

with the work.



The insurance payment has already been deposited, therefore funding is

available in the FY08 Budget: Special Project-Capital Project Fund ? Capital

Projects - General Fund Supported Capital Projects ? Building Maintenance and

Repairs- Riverwalk Flood Cleanup ; 0508-660-1000-CPGF-6521-22209-20040.



* * * * * * * *





(E) FURNITURE FOR THE MARSHAL?S OFFICE TRAINING AREA



It is requested that Council approve the purchase of furniture, for the

Marshal?s Office Training area, from The Overby Company in the amount of

$25,364.82. The furniture will be purchased via Georgia Statewide Contract,

SWC #060748.



The furniture is required for the newly constructed training area for the

Marshal Office. The training area is located in the West Wing of the

Government Center Complex.



Funds were approved in the FY08 Mid-Year Budget Amendment: Special

Project-Capital Project Fund ? Capital Projects - General Fund Supported

Capital Projects ? Furniture ? Marshal Office Expansion;

0508-660-1000-CPGF-7731-22242-20080.





?ITEM A?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) 7-YARD DUMP BODIES

FROM TRANSPORT EQUIPMENT COMPANY (ALBANY, GA), IN THE AMOUNT OF $19,500.00.



WHEREAS, the dump bodies are replacement units that will be placed on

cab and chassis to be bid at a later date. The 7-yard dump trucks will be

used by the Sewer Maintenance Division of the Public Services Department and

the Parks and Recreation Department to transport personnel and maintenance

equipment to various job sites throughout the City, and;



WHEREAS, on December 19, 2006 Council approved the purchase of a 7-yard

dump body from Transport Equipment Company, per Resolution No. 553-06, RFB

No.07-0032. The bid specifications required vendors to submit a bid price for

future purchases during the FY08 budget year. Transport Equipment Company

submitted a bid price of $9,750.00, per unit, for future FY08 purchases. The

vendor has provided written confirmation to honor the bid price.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to purchase two (2) 7-yard

dump bodies from Transport Equipment Company (Albany, GA), in the amount of

$19,500.00. Funds, in the amount of $9,750.00, were approved in the FY08

Mid-Year Budget Amendment: Sewer Fund ? Public Services ? Sewer Maintenance ?

Heavy Trucks; 0202-260-3210-SWRM-7723. In addition, funds in the amount of

$9,750.00 were approved in the FY08 Mid-Year Budget Amendment: General Fund ?

Miscellaneous ? Contingency; 0101-590-2000-CONT-9801.





Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of ____________, 2008 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor

?ITEM B?



A RESOLUTION



NO.__________





A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH THE PLANT

PEOPLE TO PROVIDE PLANT INTERIOR DESIGN AND MAINTENANCE FOR THE COLUMBUS CIVIC

CENTER.



WHEREAS, an RFP was administered (RFP No. 08-0014) and two proposals were

received; and,



WHEREAS, the proposal submitted by The Plant People, met all proposal

requirements and is deemed most responsive to the RFP; and,



WHEREAS, the services are needed to provide and maintain interior

plants in the Main Lobby and Concourses of the Columbus Civic Center; and,



WHEREAS, the initial term of the contract shall be for two years, with

the option to renew for three additional twelve-month periods. The 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

The Plant People, to provide plant interior design and maintenance for the

Columbus Civic Center. Funds will be budgeted each fiscal year for this on

going expense: Civic Center ? Civic Center Operations ? Contractual Services;

0757-160-1000-CIVC-6319.







Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of ____________, 2008 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor



?ITEM C?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING THE PURCHASE OF REPLACEMENT DIGITAL RECORDING

UNITS AND MONITORS, FOR THE MUSCOGEE COUNTY JAIL, FROM GC&E SYSTEMS GROUP IN

THE AMOUNT OF $34,918.30. THE EQUIPMENT WILL BE UTILIZED AS PART OF THE

ONGOING SECURITY SURVEILLANCE AT THE JAIL.



WHEREAS, per Resolution 442-07, GC&E was awarded the annual contract to

maintain the security surveillance equipment at the jail. Consequently, the

Sheriff?s Office requested that the vendor provide a price quote to furnish new

equipment to replace existing faulty and ?burned in? units; and,



WHEREAS, this equipment is compatible to the Pelco equipment currently

used at the Jail. The vendor will install and maintain the equipment under the

existing annual maintenance contract.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to purchase replacement

digital recording units and monitors, for the Muscogee County Jail, from GC&E

Systems Group in the amount of $34,918.30. Funds were approved in the FY08

Mid-Year Budget Amendment: General Fund ? Sheriff ? Criminal Division ?

Capital Expenditures Over $5,000; 0101-550-2200-INFU-7761.





Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of ____________, 2008 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor

?ITEM D?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING A CONTRACT WITH BRUCE TILE COMPANY IN THE

AMOUNT OF $14,000.00, PLUS COST FOR ANY UNFORESEEN DAMAGE FOR CONSTRUCTION

SERVICES RELATED TO THE REPAIR OF THE DAMAGED RAILING ON THE RIVERWALK.



WHEREAS, an automobile accident caused the damaged railing on the

Riverwalk at 10th Street and Bay Avenue. The City has already received a check

from the driver?s insurance company to cover the damage; and,



WHEREAS, due to safety reasons, the work had to be expedited. Therefore, the

Engineering Department received price quotes to have the work done. The

Engineering Department received approval from the City Manager to proceed with

the work.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to enter into a contract

with Bruce Tile Company in the amount of $14,000.00, plus cost for any

unforeseen damage for construction services related to the repair of the

damaged railing on the Riverwalk. The insurance payment has already been

deposited, therefore funding is available in the FY08 Budget: Special

Project-Capital Project Fund ? Capital Projects - General Fund Supported

Capital Projects ? Building Maintenance and Repairs - Riverwalk Flood Cleanup;

0508-660-1000-CPGF-6521-22209-20040.





Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of ____________, 2008 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor

?ITEM E?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING THE PURCHASE OF FURNITURE FOR THE MARSHAL?S

OFFICE TRAINING AREA FROM THE OVERBY COMPANY IN THE AMOUNT OF $25,364.82.



WHEREAS, the furniture will be purchased via Georgia Statewide Contract, SWC

#060748; and,



WHEREAS, the furniture is required for the newly constructed training area for

the Marshal Office. The training area is located in the West Wing of the

Government Center Complex.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to purchase furniture for

the Marshal?s Office Training area from The Overby Company in the amount of

$25,364.82 Budget: Funds were approved in the FY08 Mid-Year Budget Amendment:

Special Project-Capital Project Fund ? Capital Projects - General Fund

Supported Capital Projects ? Furniture - Marshal Office Expansion;

0508-660-1000-CPGF-7731-22242-20080.





Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of ____________, 2008 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor

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