Agenda Item # 5
Columbus Consolidated Government
Council Meeting
February 23, 2010
Agenda Report # 475
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ICE RE-SURFACER FOR NEW ICE RINK
It is requested that Council authorize the purchase of an ice re-surfacer from
Zamboni & Company, Inc., (Paramount, CA), in the amount $88,555.00.
The new ice re-surfacer will be used at the new ice rink scheduled for
construction. The new ice re-surfacer will be interchangeable with the one
currently utilized at the Civic Center, and will be used to prepare the ice
floor surface for ice hockey and ice skating activities.
Zamboni & Company is the only known manufacturer of ice re-surfacers.
Therefore, the vendor is considered the only known source for this purchase.
Funds are budgeted in the FY10 Budget: Lease Revenue Bonds 2003a ? Finance ?
Ice Rink ? General Construction; 0554-200-2443-CBA-7661-40224-20030.
* * * * * *
(B) TRANSIT ENHANCEMENT EQUIPMENT (ANNUAL CONTRACT) ? RFB NO. 10-0020
It is requested that Council authorize the purchase of transit enhancement
equipment from Playworx Playsets, LLC, Swartz Associates, Inc. and Innocom
Corporation for the estimated annual contract amount of $32,720.34.
Transit enhancement equipment includes the following items: benches with
backs, benches without backs, jumbo horizontal message centers and single face
info centers. Metra will utilize the transit enhancement equipment to replace
missing, broken and worn out equipment along the bus routes and at the Transit
Facilities.
The contract period shall be for two years, with the option to renew for three
(3) additional twelve- month periods. Contract renewal is contingent upon the
mutual agreement of the contractor and the City.
Bid postcard invitations were mailed to one hundred and nineteen vendors and
bid specifications were posted on the City?s website. Bid responses were
received on December 30, 2009 from seven bidders. This bid has been
advertised, opened and reviewed. The bidders were:
Description Benches with Back Benches without Back Jumbo Horizontal Massage Center Single Face
Info Center **Mesh Trash Receptacles
Estimated Quantity
30
50
3
13
25
PlayWorx
Marietta, GA
$443.00
$392.00
$1,684.00
$330.00
$479.00**
*Upbeat
St. Louis, MO
$487.70
$299.30
NB
NB
$258.30
Kirby Built
New Berlin, WI
NB
NB
$6,665.03
NB
NB
Swartz Assoc
Tampa, FL
$376.00
$296.00
NB
NB
NB
Innocom Corp
Columbus, OH
NB
NB
$4,405.30
$122.18
NB
Three Quadrant
Columbus, GA
$490.15
$398.95
NB
$250.00
$257.40**
KorKat
Carrollton, GA
$380.53
$301.33
$2,207.50
$220.90
$198.20**
*Denote Vendor failed to submit the required ?Vendor Responses to Detailed
Specifications. Therefore, the vendor?s bid was not considered. The vendor
has been notified in writing.
**Denote All vendors who bid the mesh trash receptacles failed to meet the
required specifications. Therefore, the using agency has rejected all bids for
the mesh trash receptacle. The vendors have been notified in writing.
Funds are budgeted each fiscal year for this ongoing expense: Transportation
Fund-Transportation-ARRA Section 5340-Metra Federal Transportation
Administration-Capital Expenditure Under $5,000, 0751-610-3430-MFTA-7763;
Federal Transit Administration-METRA Federal Transportation
Administration-Capital Expenditure Under $5,000, 0751-610-2400-MFTA-7763.
* * * * * *
(C) BUS SHELTER (ANNUAL CONTRACT) ? RFB NO. 10-0034
It is requested that Council authorize the purchase of bus shelters from Brasco
International, Inc. for the estimated annual contract amount of $34,125.00.
METRA anticipates purchasing fifteen-bus shelter per year.
METRA will utilize the bus shelters to replace missing and or damage shelters
along the City of Columbus bus routes.
The contract period shall be for two years, with the option to renew for three
(3) additional twelve- month periods. Contract renewal is contingent upon the
mutual agreement of the contractor and the City.
Bid postcard invitations were mailed to thirty vendors and bid specifications
were posted on the City?s website. Bid responses were received on January 20,
2010 from three bidders. This bid has been advertised, opened and reviewed.
The bidders were:
DESCRIPTION Brasco Intl. Inc.
(Detroit, MI) *LNI Custom Mfg.
(Hawthorne, CA) Tolar Mfg. Co.
(Williamsville, NY)
UNIT COST
FY10 ? July 1, 2009 ? June 30, 2010 $2,275.00 $2,941.93 $3,290.00
FY11 ? July 1, 2009 ? June 30, 2011 $2,275.00 $2,986.06 $3,290.00
FY12 ? July 1, 2009 ? June 30, 2012 Subject to
CPI $3,030.85 $ Subject to
Price Change
FY13 ? July 1, 2009 ? June 30, 2013 Subject to
CPI $3,076.31 $ Subject to
Price Change
FY14 ? July 1, 2009 ? June 30, 2014 Subject to
CPI $3,122.45 $ Subject to
Price Change
*Denote Vendor failed to submit the required ?Vendor Responses to Detailed
Specifications.? Therefore, the vendor?s bid was not considered. The vendor
has been notified in writing.
Funds are budgeted each fiscal year for this ongoing expense: Transportation
Fund-Transportation-ARRA Section 5340-Metra Federal Transportation
Administration-Capital Expenditure Under $5,000, 0751-610-3430-MFTA-7763;
Federal Transit Administration-METRA Federal Transportation
Administration-Capital Expenditure Under $5,000, 0751-610-2400-MFTA-7763.
* * * * * *
(D) TREES FOR PLANTING ON CITY RIGHT-OF-WAYS (ANNUAL CONTRACT) ? RFB NO. 10-0017
It is requested that Council approve the purchase of trees for planting on city
right-of-ways from Thoms Trees and Plants, and rescind Resolution No. 440-09,
which awarded the contract to John Deere Landscapes.
John Deere delivered the first order of various trees to Public Services in
January 2010. Of the 491 trees delivered, 201 trees did not meet
specifications. Public Services has met with the vendor to try to resolve the
issues. Additionally, Finance Department/Purchasing Division has communicated
to the vendor, in writing, giving them the opportunity to rectify the
complaint. However, a majority of the delivered trees still do not meet
specifications. The continued shipment of unacceptable trees is delaying the
City?s tree planting program.
Finally, in a meeting held February 16 with Public Services, John Deere
Landscapes and Purchasing Representatives, it was concluded that the contract
would be cancelled and John Deere would invoice the City for the trees that did
meet specifications.
Thoms Trees and Plants was the next lowest bidder and has agreed to honor the
bid prices submitted, October 27, 2009, for the estimated annual amount of
$87,700.
Funds are budgeted each fiscal year for this ongoing expense: Paving Fund -
Public Services - Landscape and Forestry - Horticultural/Landscaping Supplies,
0203-260-2800-LAND-6727.
* * * * * * * *
(E) ANNUAL MAINTENANCE AND SUPPORT AGREEMENT FOR THE OASIS SYSTEM
It is requested that Council approve payment to Tyler Technologies, Inc.,
Appraisal and Tax Division (Dallas, TX), in the amount of $85,075.00, for the
annual renewal fee for OASIS Maintenance Support, to be paid monthly beginning
January 2010 through December 2010; and rescind Resolution No. 32-10 due to a
typographical error requesting payment in the amount $80,075.00.
This maintenance provides Information Technology, the Tax Assessor's Office and
the Tax Commissioner's Office with software enhancements, documentation
updates, Users Group Support and Hotline Support for the OASIS property tax and
appraisal system. Maintenance has been budgeted and approved annually since
the OASIS software system was purchased in 1985. The vendor is the developer
of the software, and is therefore, the only known source available to provide
the maintenance support.
Funds are budgeted in the FY10 Budget: Information Technology - Software
Lease; 0101-210-1000-ISS-6541.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF AN ICE RE-SURFACER FROM
ZAMBONI & COMPANY, INC., (PARAMOUNT, CA), IN THE AMOUNT $88,555.00.
WHEREAS, the new ice resurfacer will be used at the new ice rink,
scheduled for construction. The new ice resurfacer will be interchangeable
with the one currently utilized at the Civic Center, and will be used to
prepare the ice floor surface for ice hockey and ice skating activities; and,
WHEREAS, Zamboni & Company is the only known manufacturer of ice resurfacers.
Therefore, the vendor is considered the only known source for this purchase.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase an ice
re-surfacer from Zamboni & Company, Inc., in the amount $88,555.00. Funds are
budgeted in the FY10 Budget: Lease Revenue Bonds 2003a ? Finance ? Ice Rink ?
General Construction; 0554-200-2443-CBA-7661-40224-20030.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2010 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 TRANSIT ENHANCEMENT EQUIPMENT
FROM PLAYWORX PLAYSETS, LLC, SWARTZ ASSOCIATES, INC., AND INNOCOM CORPORATION
FOR THE ESTIMATED ANNUAL CONTACT AMOUNT OF $32,720.34.
WHEREAS, transit enhancement equipment includes the following items: benches
with backs, benches without backs, jumbo horizontal message centers and single
face info centers.
WHEREAS, METRA will utilize the transit enhancement equipment to replace
missing, broken and worn out enhancements items along the bus routes and the
Transit Facilities, and;
WHEREAS, the contract period shall be for two years, with the option to renew
for three (3) 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 purchase transit enhancement
equipment from Playworx Playsets, LLC, Swartz Associates, Inc., and Innocom
Corporation for the estimated annual contract amount of $32,720.34. Funds are
budgeted each fiscal year for this ongoing expense: Transportation
Fund-Transportation-ARRA Section 5340-Metra Federal Transportation
Administration-Capital Expenditure Under $5,000, 0751-610-3430-MFTA-7763;
Federal Transit Administration-METRA Federal Transportation
Administration-Capital Expenditure Under $5,000, 0751-610-2400-MFTA-7763.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2010 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 BUS SHELTERS FROM BRASCO
INTERNATIONAL, INC., FOR THE ESTIMATED ANNUAL CONTRACT AMOUNT OF $34,125.00.
WHEREAS, METRA anticipates purchasing fifteen-bus shelter per year, and;
WHEREAS, METRA will utilize the bus shelters to replace missing and or damage
shelters along the City of Columbus bus routes, and;
WHEREAS, the contract period shall be for two years, with the option to
renew for three (3) 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 purchase bus shelters
from Brasco International, Inc., for the estimated annual contract amount of
$34,125.00. Funds are budgeted each fiscal year for this ongoing expense:
Transportation Fund-Transportation-ARRA Section 5340-Metra Federal
Transportation Administration-Capital Expenditure Under $5,000,
0751-610-3430-MFTA-7763; Federal Transit Administration-METRA Federal
Transportation Administration-Capital Expenditure Under $5,000,
0751-610-2400-MFTA-7763.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2010 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 THE PURCHASE OF TREES, ON AN ?AS NEEDED BASIS? FROM
THOMS TREES AND PLANTS FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $87,700; AND
RESCIND RESOLUTION NO. 440-09 WHICH AWARDED THE CONTRACT TO JOHN DEERE
LANDSCAPES.
WHEREAS, John Deere delivered trees that did not meet specifications.
Public Services met with the vendor to try to resolve the issues. Additionally,
Finance Department/Purchasing Division has communicated with the vendor, in
writing, giving them the opportunity to rectify the complaint. However, a
majority of the delivered trees still did not meet specifications. The
continued shipment of unacceptable trees is delaying the City?s tree planting
program; and,
WHEREAS, in a meeting held February 16 with Public Services, John Deere
Landscapes and Purchasing Representatives, it was concluded that the contract
would be cancelled and John Deere would invoice the City for the trees that did
meet specifications; and,
WHEREAS, Thoms Trees and Plants was the next lowest bidder and has
agreed to honor the bid prices submitted, October 27, 2009; and,
WHEREAS, the contract shall be for the duration of the current contract
year ending November 9, 2010, with the option to renew for two additional
twelve-month periods. Contract renewal will be contingent upon the City and
the Contractor.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
Part I
That Resolution No. 440-09 is hereby rescinded; and,
Part II
That the City Manager is hereby authorized to purchase trees for
planting on City Right-of-Ways on an ?as needed basis from Thoms Trees and
Plants for the estimated annual contract value of $87,700. Funds are budgeted
each fiscal year for this ongoing expense: Paving Fund - Public Services -
Landscape and Forestry - Horticultural/Landscaping Supplies,
0203-260-2800-LAND-6727.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2010 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 PAYMENT TO TYLER TECHNOLOGIES, INC., APPRAISAL
AND TAX DIVISION (DALLAS, TX), IN THE AMOUNT OF $85,075.00, FOR THE ANNUAL
RENEWAL FEE FOR OASIS MAINTENANCE SUPPORT, TO BE PAID MONTHLY BEGINNING JANUARY
2010 THROUGH DECEMBER 2010; AND RESCIND RESOLUTION NO. 32-10 DUE TO A
TYPOGRAPHICAL ERROR REQUESTING PAYMENT IN THE AMOUNT $80,075.00.
WHEREAS, this maintenance provides Information Technology, the Tax
Assessor's Office and the Tax Commissioner's Office with software enhancements,
documentation updates, Users Group Support and Hotline Support for the OASIS
property tax and appraisal system; and,
WHEREAS, maintenance has been budgeted and approved annually since the OASIS
software system was purchased in 1985. The vendor is the developer of the
Software, and is therefore, the only known source available to provide the
maintenance support.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
Part I
That Resolution No. 32-10 is hereby rescinded due to a typographical
error requesting payment in the amount $80,075.00.
Part II
That the City Manager is hereby authorized to make payment to Tyler
Technologies, Inc., Appraisal and Tax Division (Dallas, TX), in the amount of
$85,075.00, for the annual renewal fee for OASIS Maintenance Support, to be
paid monthly beginning January 2010 through December 2010. Funds are budgeted
in the FY10 Budget: Information Technology - Software Lease;
0101-210-1000-ISS-6541.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ________________, 2010 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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