Agenda Item # 5
Columbus Consolidated Government
Council Meeting
May 10, 2011
Agenda Report # 638
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) EXTENDED CAB, 4X2 PICKUP TRUCKS ? RFB NO. 11-0057
It is requested that Council approve the purchase of two (2) Extended Cab, 4x2
Pickup Trucks from Prater Ford-Mercury (Calhoun, GA) in the amount of
$27,740.00.
The vehicles will be used by the Columbus Parks and Recreation Department.
These units are replacement vehicles.
Bid postcard invitations were mailed to one hundred seventy-five vendors and
bid specifications were posted on the web page of the Purchasing Division and
the Georgia Procurement Registry. Five bids were received on April 13. This
bid has been advertised, opened and reviewed. The bidders were:
Vendors Manufacturer/Model Unit Price Total Price
(2 Units)
Prater Ford-Mercury (Calhoun, GA) 2011 Ford Ranger XL $13,870.00 $27,740.00
Summerville Ford (Summerville, SC)1 2011 Ford Ranger $13,531.00 $27,062.00
Allan Vigil Ford (Morrow, GA) 2011 Ford Ranger $14,097.00 $28,194.00
Rivertown Ford (Columbus, GA) 2011 Ford Ranger Supercab XL $14,754.00 $29,508.00
Jay Buick GMC Inc. (Columbus, GA) 2011 GMC Canyon $16,492.00 $32,984.00
1Summerville Ford did not provide the required product literature and warranty
information, and therefore, were deemed incomplete.
The Georgia Statewide Contract price for this vehicle is $14,440.00.
Funds are budgeted in the FY11 Budget: Special Proj ? Capital Proj Fund ?
Capital Projects ? Gen Fund Supported Cap Project ? Capital Expend ? Over
$5,000 ? Vehicle Replacement; 0508-660-1000-CPGF-7761-22175-20110.
(B) CARPET (ROLL & TILE) & CARPET INSTALLATION (ANNUAL CONTRACT) ? RFB NO.
11-0058
It is requested that Council approve the purchase of carpet (roll & tile) and
carpet installation services from Huckaby Brothers (Phenix City, AL) on an ?as
needed basis.? The roll and tile carpet will be replacement and new carpet
installations in various offices as a result of the renovations in City
Government buildings. The estimated annual contract value is $40,000.00.
The term of 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.
Bid specifications were posted on the City?s website and Georgia Procurement
Registry. Three bids were received on April 20, 2011. The bids have been
advertised, opened and reviewed. The bidders were:
Funds are budgeted each fiscal year for this on going expense for various
departments: General Fund ? Public Services ? Other Maintenance & Repairs ?
Building Maintenance-Parks & Recreation, 0101-260-3710-REPA-6527; General Fund
? Public Services ? Other Maintenance & Repairs ? Building Maintenance-Public
Safety, 0101-260-3710-REPA-6528; General Fund ? Public Services ? Other
Maintenance & Repairs ? Building Maintenance-General Government,
0101-260-3710-REPA-6529
* * * * * *
(C) EMERGENCY PURCHASE ? FULL SIZE 4x2 TAHOE SPORT UTILITY VEHICLES
It is requested that Council approve payment for the emergency purchase of
three (3) full size 4x2 Tahoe sport utility vehicles from the Georgia
Department of Public Safety, 1122 Procurement Program, in the amount of
$74,553.15.
The State and Local Equipment Procurement Program (1122 Procurement Program)
was established by Section 1122 of the fiscal year 1994 National Defense
Authorization Act. It authorizes state and local government agencies to
purchase equipment through certain Federal procurement channels equipment for
counter-drug, homeland security, and emergency response activities. These
Federal procurement channels include the U.S. General Services Administration?s
(GSA) Multiple Awards Schedule (MAS) Program.
The sport utility vehicles will be used by the Columbus Police Department. The
deadline to place an order with the manufacturer is May 5, 2011, which did not
allow time for a formal bid solicitation. Therefore, the City Manager approved
the Emergency purchase on April 29, 2011 in order to place the order by the
deadline.
Funds are budgeted in the FY11 Budget: LOST - Public Safety Fund ? Police ?
Public Safety-LOST ? Automobiles; 0102 ? 400 ? 9900 ? LOST ? 7721.
* * * * * *
(D) WILSON CAMP (SATILLA) LANDFILL CLOSURE ? RFB NO. 11-0049
It is requested that Council authorize the execution of a construction contract
with Southeast Environmental Contracting, Inc., in the amount of $5,179,805.00
for closure of the Wilson Camp (Satilla) Landfill.
The project consists of constructing and installing a polymeric marine
mattress, clearing and grubbing, re-grading of slopes, disposal of waste
material excavated, providing and placement of soils for 24-inch final cover,
permanent grassing, erosion and sedimentation measures, permanent access road
construction, and resurfacing and repairing the existing asphalt.
Bid postcard invitations were mailed to one hundred and eight vendors and bid
specifications were posted on the web pages of the Purchasing Division and the
Georgia Procurement Registry. A Mandatory Pre-Bid Conference/Site Visit was
held on March 25, 2011; twenty-one vendors were represented at the
conference/site visit. Seven bids were received on April 27, 2011. This bid
has been advertised, opened and reviewed. The bidders were:
BIDDERS TOTAL BID
Southeast Environmental Contracting, Inc. (Hahira, GA) $ 5,179,805.00
Cooper Barnette & Page, Inc. (Statham, GA) 5,398,836.83
Southeastern Site Development, Inc. (Newnan, GA) 5,827,044.00
McMath-Turner Construction Company (Columbus, GA) 6,062,856.00
Griffin-Folsom Construction, LLC (Cordele, GA) 7,427,765.00
Morgan Corporation (Duncan, SC) 8,997,990.00
Jasper Grading & Pipeline, Inc. (Cumming, GA) 11,673,023.00
Funds are budgeted in the FY11 Budget: 1999 SPLOST Oxbow Meadows ? General
Construction ? Old Camp Closure-Oxbow Meadows;
0540-695-2135-TXOM-7661-50610-20110. Plus in FY12, $179,805 in Excess SPLOST
proceeds.
(E) TRAFFIC SIGNAL CONTRACTOR (ANNUAL CONTRACT) ? RFP NO. 11-0012
It is requested that Council approve the procurement of traffic signal
contractor services from Signal One (Shiloh, GA). The traffic signal
contractor will perform work for the City on an annual ?as needed basis?. The
Traffic Engineering Division of the City will prepare the traffic signal design
plans and procure some of the equipment and supplies. The primary traffic
signal work will be the construction of new traffic signal installations, with
the remaining work including the upgrade of signal equipment at existing
traffic signal locations.
The term of the contract shall be for one year, with the option to renew for
four (4) additional twelve-month periods. Contract renewal will be contingent
upon the mutual agreement of the City and the Contractor.
Request for proposal specifications were posted on the City?s website and
Georgia Procurement Registry. This proposal has been advertised, opened and
evaluated. Three proposals were received, January 21, 2011, from the following
offerors.
Signal One (Shiloh, GA)
World Fiber Technologies (Alpharetta, GA)
R.J. Haynie & Associates, Inc. (Lake City, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from Traffic Engineering Division, Information Technology
Department and Public Services Department. A Representative from Traffic
Engineering served in an advisory position and was not a voting member. During
the evaluation process, Signal One was deemed the most responsive to the RFP.
The RFP process is governed by the City?s Procurement Ordinance Article 3-110,
Competitive Sealed Proposals for the procurement of Equipment, Supplies and
Professional Services. 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 will begin with the next responsive offeror. Evaluation results
and proposed costs have been submitted to the City Manager in a separate memo
for information purposes.
Funds are budgeted each fiscal year for this on going expense: Paving Fund ?
Capital Projects ? Paving Supported Capital Projects ? LED Signal Heads;
0508-660-3000-CPPF-6319 ? 20759 - 20110.
* * * * * * * *
(F) STORMWATER PIPE REHABILITATION/REPAIR SETTLEMENT AGREEMENT REGARDING 4240
MERITAS DRIVE
It is requested that Council authorize the City Manager and Director of
Engineering to execute an appropriate contract to perform stormwater pipe
rehabilitation and repair at 4240 Meritas Drive, and to execute the settlement
agreement between Columbus, Georgia, Cheraqui Corporation, Norfolk Southern
Railway company, and Central of Georgia Railroad company. To repair the
stormwater pipe sinkhole at 4240 Meritas Drive, the City will utilize one of
its pre-approved stormwater pipe contractors to rehabilitate/repair the damaged
stormwater pipe, for the estimated amount of $25,000, plus any additional cost
for unforeseen contingencies. Such repair shall constitute a settlement of all
litigation between the above-named parties
Funds are available in the FY11 Budget: Special Project/Capital Project Fund ?
Capital Projects ? Sewer Fund Supported Capital Projects ? Other Equipment ?
Pipe Rehabilitation; 0508-660-2000-CPSF-7622-20770-20110
?ITEM A?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) EXTENDED CAB, 4x2 PICKUP
TRUCKS FROM PRATER FORD-MERCURY (CALHOUN, GA), IN THE AMOUNT OF $27,740.00.
WHEREAS, the units are replacement vehicles. The vehicles will be used by the
Columbus Parks and Recreation Department.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase two (2) Extended Cab,
4x2 Pickup Trucks from Prater Ford-Mercury (Calhoun, GA) in the amount of
$27,740.00. Funds are budgeted in the FY11 Budget: Special Proj ? Capital
Proj Fund ? Capital Projects ? Gen Fund Supported Cap Project ? Capital Expend
? Over $5,000 ? Vehicle Replacement; 0508-660-1000-CPGF-7761-22175-20110.
__________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2011 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 PURCHASE OF CARPET (ROLL & TILE) AND
CARPET INSTALLATION SERVICES ON AN ?AS NEEDED BASIS? FROM HUCKABY BROTHERS
FLOOR COVERING (PHENIX CITY, AL) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF
$40,000.00.
WHEREAS, the roll and tile carpet will be for replacement and new
carpet installations in various offices as a result of the renovations in City
Government buildings; and,
WHEREAS, the term of 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.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase carpet (Roll &
Tile) and carpet installation services on an ?as needed basis? from Huckaby
Brothers Floor Covering (Phenix City, AL) for the estimated annual contract
value of $40,000.00. Funds are budgeted each fiscal year for this on going
expense for various departments: General Fund ? Public Services ? Other
Maintenance & Repairs ? Building Maintenance-Parks & Recreation,
0101-260-3710-REPA-6527; General Fund ? Public Services ? Other Maintenance &
Repairs ? Building Maintenance-Public Safety, 0101-260-3710-REPA-6528; General
Fund ? Public Services ? Other Maintenance & Repairs ? Building
Maintenance-General Government, 0101-260-3710-REPA-6529
________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____day of____________________, 2011 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 C?
A RESOLUTION
NO.______
A RESOLUTION APPROVING PAYMENT FOR THE EMERGENCY PURCHASE OF THREE FULL SIZE
4X2 TAHOE SPORT UTILITY VEHICLES FROM THE GEORGIA DEPARTMENT OF PUBLIC SAFETY,
VIA THE 1122 PROCUREMENT PROGRAM, IN THE AMOUNT OF $74,553.15.
WHEREAS, the Full Size 4x2 Tahoe Sport Utility Vehicles will be used by the
Columbus Police Department; and,
WHEREAS, the State and Local Equipment Procurement Program (1122
Procurement Program) was established by Section 1122 of the fiscal year 1994
National Defense Authorization Act. It authorizes state and local government
agencies to purchase equipment through certain Federal procurement channels
equipment for counter-drug, homeland security, and emergency response
activities. These Federal procurement channels include the U.S. General
Services Administration?s (GSA) Multiple Awards Schedule (MAS) Program; and,
WHEREAS, the deadline to place an order with the manufacturer is May 5, 2011,
which did not allow time for a formal bid solicitation. Therefore, the City
Manager approved the Emergency purchase on April 29, 2011 in order to place the
order by the deadline.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to render payment for the
Emergency Purchase of three (3) Full Size 4x2 Tahoe Sport Utility Vehicles from
the Georgia Department of Public Safety, 1122 Procurement Program, in the
amount of $74,553.15. Funds are budgeted in the FY11 Budget: LOST-Public
Safety Fund ? Police ? Public Safety-LOST ? Automobiles, 0102 ? 400 ? 9900 ?
LOST ? 7721.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2011 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 D?
A RESOLUTION
NO._________
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT SOUTHEAST
ENVIRONMENTAL CONTRACTING, INC., IN THE AMOUNT OF $5,179,805.00 FOR CLOSURE OF
THE WILSON CAMP (SATILLA) LANDFILL.
WHEREAS, the project consists of constructing and installing a
polymeric marine mattress, clearing and grubbing, re-grading of slopes,
disposal of waste material excavated, providing and placement of soils for
24-inch final cover, permanent grassing, erosion and sedimentation measures,
permanent access road construction, and resurfacing and repairing the existing
asphalt.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a construction
contract with Southeast Environmental Contracting, Inc., in the amount of
$5,179,805.00 for closure of the Wilson Camp (Satilla) Landfill. Funds are
budgeted in the FY11 Budget: 1999 SPLOST Oxbow Meadows ? General Construction
? Old Camp Closure-Oxbow Meadows; 0540-695-2135-TXOM-7661-50610-20110. Plus in
FY12, $179,805 in Excess SPLOST proceeds.
_________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2011 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 E?
A RESOLUTION
NO._________
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH SIGNAL ONE (SHILOH,
GA) FOR TRAFFIC SIGNAL SERVICES ON AN ?AS NEEDED BASIS?.
WHEREAS, an RFP was administered (RFP No. 11-0012) and three proposals were
received; and,
WHEREAS, the proposal submitted by Signal One met all proposal requirements and
was evaluated most responsive to the RFP; and,
WHEREAS, the contract term shall be for one year, with an option to renew for
four (4) additional twelve-month period, if agreeable to both parties.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with
Signal One (Shiloh, GA) for traffic signal services. Funds are budgeted each
fiscal year for this ongoing expense: Paving Fund ? Capital Projects ? Paving
Supported Capital Projects ? LED Signal Heads; 0508-660-3000-CPPF-6319 ? 20759
- 20110.
________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2011 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 F?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE CITY MANAGER AND DIRECTOR OF ENGINEERING TO
EXECUTE AN APPROPRIATE CONTRACT TO PERFORM STORMWATER PIPE REHABILITATION AND
REPAIR AT 4240 MERITAS DRIVE, AND TO EXECUTE THE SETTLEMENT AGREEMENT BETWEEN
COLUMBUS, GEORGIA, CHERAQUI CORPORATION, NORFOLK SOUTHERN RAILWAY COMPANY, AND
CENTRAL OF GEORGIA RAILROAD COMPANY. TO REPAIR THE STORMWATER PIPE SINKHOLE AT
4240 MERITAS DRIVE, THE CITY WILL UTILIZE ONE OF ITS PRE-APPROVED STORMWATER
PIPE CONTRACTORS TO REHABILITATE/REPAIR THE DAMAGED STORMWATER PIPE, FOR THE
ESTIMATED AMOUNT OF $25,000, PLUS ANY ADDITIONAL COST FOR UNFORESEEN
CONTINGENCIES. SUCH REPAIR SHALL CONSTITUTE A SETTLEMENT OF ALL LITIGATION
BETWEEN THE ABOVE-NAMED PARTIES
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager and the Engineering Director are hereby authorized to
execute an appropriate contract to perform stormwater pipe rehabilitation and
repair at 4240 Meritas Drive, and to execute the settlement agreement between
Columbus, Georgia, Cheraqui Corporation, Norfolk Southern Railway company, and
Central of Georgia Railroad company. To repair the stormwater pipe sinkhole at
4240 Meritas Drive, the City will utilize one of its pre-approved stormwater
pipe contractors to rehabilitate/repair the damaged stormwater pipe, for the
estimated amount of $25,000, plus any additional cost for unforeseen
contingencies. Such repair shall constitute a settlement of all litigation
between the above-named parties. Funds are available in the FY11 Budget:
Special Project/Capital Project Fund ? Capital Projects ? Sewer Fund Supported
Capital Projects ? Other Equipment ? Pipe Rehabilitation;
0508-660-2000-CPSF-7622-20770-20110.
__________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2011 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