Agenda Item # 5
Columbus Consolidated Government
Council Meeting
February 10, 2009
Agenda Report # 354
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
_____________________________________________________________________________
(A) PAYMENT FOR MAINTENANCE SERVICES FOR HVAC MANAGEMENT SYSTEM AT GOVERNMENT
CENTER
It is requested that Council approve payment to Southland Technologies
(Sylvester, Georgia) in the amount of $11,400.00, for HVAC management system
maintenance services performed at the Government Center.
The vendor performed maintenance on the HVAC management system, including:
recalibration the HVAC control components and verifying correct operation of
the energy management system as a whole. Southland Technologies originally
installed the HVAC management system; therefore, they are the only source known
to perform the maintenance.
Funds are budgeted in the FY09 Budget: General Fund ? Public Services ? Other
Maintenance/Repairs ? Building Maintenance/General Government-Government Center
10th Street; 0101-260-3710-REPA-6529.02.
* * * * * * *
(B) GPS SYSTEM ? RFP NO. 09-0008
It is requested that Council authorize the purchase of a GPS/GNSS Dual
Frequency/Rover/Base Station System with Data Collector and operating software
for the Columbus Consolidated Government, from Allen Precision Equipment. The
GPS system is a surveying instrument that will be used at the landfill for the
storm sewer inventory, etc.
Requests for proposal invitations were mailed to one hundred, forty-four
vendors. This RFP has been advertised and posted on the City?s web page.
Proposals were received on October 24, 2008 from three offerors:
Allen Precision Equipment (Duluth, GA)
Earl Dudley (Birmingham, AL)
Duncan Parnell (Norcross, GA)
Proposals were reviewed by the Evaluation Committee, which consisted of voting
representatives from the Highways and Roads, GIS and Drainage Divisions of the
Engineering Department. A Representative from the Stormwater Division, of the
Engineering Department, served in an 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. 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 information has
been submitted to the City Manager in a separate memo, for informational
purposes.
Funds in the amount of $35,000.00 are pending FY08 carryover: Paving Fund ?
Engineering ? Highways & Roads ? Capital Expenditures over $5,000.00;
0203-250-2200-ROAD-7761 and Funds in the amount of $15,000.00 are pending FY08
carryover: Sewer Fund ? Engineering ? Drainage ? Promotion & Advertising
Services; 0202-250-2300-DRAN-6713.
* * * * * * * *
(C) CONSULTING SERVICES FOR HISTORIC DESIGN GUIDELINES ? RFP NO. 09-0001
It is requested that Council authorize the execution of a contract with MACTEC
Engineering and Consulting, Inc., for consulting services for historic design
guidelines.
MACTEC Engineering and Consulting, Inc., will update and reformat the existing
Design Guidelines used for approval of Certificate of Appropriateness in the
locally designated historic districts. This project does not call for entirely
new sets of guidelines. Instead, MACTEC Engineering and Consulting, Inc., will
work with and refine existing guidelines creating opportunities for
interpretations that are more specific, color renderings, digitalization, and
other tools.
The updated guidelines should provide information and examples pertinent to all
the historic districts in the community. The guidelines should address
different periods of residential architecture; should be focused on Columbus?s
historic resources; and should be easily understood by citizens throughout the
community.
Requests for proposal were mailed to one hundred ninety-four vendors. This RFP
has been advertised and posted on the City?s webpage. Additionally,
specifications were posted on the webpage of the American Planning
Association. Proposals were received on November 5, 2008 from seven offerors:
MACTEC Engineering and Consulting, Inc. (Kennesaw, GA)
Allison Ramsey Architects (Beaufort, SC)
*Gray & Pape, Inc. (Richmond, VA)
The Jaeger Company (Gainesville, GA)
Jordan, Jones & Goulding (Columbus, GA)
*Lord, Aeck & Sargent, Inc. (Atlanta, GA)
The Walker Collaborative (Nashville, TN)
*The proposals received from Gray & Pape and Lord, Aeck & Sargent did not
include acknowledgement of receipt of the two (2) addenda, which included
pertinent project and submittal information. Therefore, the firms? proposals
were deemed incomplete and were not forwarded to the Evaluation Committee for
review.
Proposals were reviewed by the Evaluation Committee, which consisted of voting
representatives from the Planning Department. Representatives from the Board
of Historical and Architectural Review and additional representatives from the
Planning Department served in advisory capacities. On January 15, 2009, the
five (5) responsive firms provided presentations of their proposals.
The City?s Procurement Ordinance, Article 3-111, Architectural/Engineering and
Land Surveying 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 information has been submitted to the City Manager in a
separate memo, for informational purposes.
Funds are available from the Historic Preservation Fund Grant and the FY09
Budget: Multi-Government Project Fund ? Planning ? Historic Preservation Grant
- Consulting; 0216-242-2300-HISP-6316.
ITEM "A?
A RESOLUTION
NO.__________
A RESOLUTION AUTHORIZING PAYMENT TO SOUTHLAND TECHNOLOGIES (SYLVESTER, GEORGIA)
IN THE AMOUNT OF $11,400.00, FOR HVAC MANAGEMENT SYSTEM MAINTENANCE SERVICES
PERFORMED AT THE GOVERNMENT CENTER.
WHEREAS, the vendor performed maintenance on the HVAC management
system, including: recalibration the HVAC control components and verifying
correct operation of the energy management system as a whole; and,
WHEREAS, Southland Technologies originally installed the HVAC
management system; therefore, they are the only source known to perform the
maintenance.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Southland
Technologies (Sylvester, Georgia) in the amount of $11,400.00, for HVAC
management system maintenance services performed at the Government Center.
Funds are budgeted in the FY09 Budget: General Fund ? Public Services ? Other
Maintenance/Repairs ? Building Maintenance/General Government-Government Center
10th Street; 0101-260-3710-REPA-6529.02.
.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ________________, 2009 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 PURCHASE OF A GPS/GNSS DUAL FREQUENCY/ROVER/BASE
STATION SYSTEM WITH DATA COLLECTOR, OPERATING SOFTWARE AND ONE AUTODESK CIVIL
3D 2007 NETWORK SOFTWARE WITH SURVEY PACKAGE FOR THE COLUMBUS CONSOLIDATED
GOVERNMENT, FROM ALLEN PRECISION EQUIPMENT.
WHEREAS, the GPS system is a surveying instrument that will be used at
the landfill for the storm sewer inventory, etc.; and,
WHEREAS, an RFP was administered (RFP No. 09-0008) and three proposals were
received; and,
WHEREAS, the proposal submitted by Allen Precision Equipment met all proposal
requirements and is deemed most responsive to the RFP.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase a GPS/GNSS Dual
Frequency/Rover/Base Station System with Data Collector, operating software and
one AutoDesk Civil 3D 2007 Network Software with Survey Package for the
Columbus Consolidated Government, from Allen Precision Equipment. Funds in
the amount of $35,000.00 are pending FY08 carryover: Paving Fund ? Engineering
? Highways & Roads ? Capital Expenditures over $5,000.00;
0203-250-2200-ROAD-7761 and Funds in the amount of $15,000.00 are pending FY08
carryover: Sewer Fund ? Engineering ? Drainage ? Promotion & Advertising
Services; 0202-250-2300-DRAN-6713.
____________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of _______________, 2009 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 EXECUTION OF A CONTRACT WITH MACTEC
ENGINEERING AND CONSULTING, INC., FOR CONSULTING SERVICES FOR HISTORIC DESIGN
GUIDELINES.
WHEREAS, an RFP was administered (RFP No. 09-0001) and seven proposals were
received; and,
WHEREAS, the proposal submitted by MACTEC Engineering and Consulting, Inc., met
all proposal requirements and is deemed most responsive to the RFP.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute a contract with
MACTEC Engineering and Consulting, Inc., for consulting services for historic
design guidelines. Funds are available from the Historic Preservation Fund
Grant and the FY09 Budget: Multi-Government Project Fund ? Planning ? Historic
Preservation Grant - Consulting; 0216-242-2300-HISP-6316.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ______________, 2009 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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