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
________________________________________________________________________________
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(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
Attachments
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