Agenda Item # 4
Columbus Consolidated Government
Council Meeting
April 3, 2007
Agenda Report # 121
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) LOT CLEARING SERVICES (ANNUAL CONTRACT) ? RFB No. 07-0054
It is requested that Council approve the contract for lot clearing services
with OK Lawn & Grading Services for the estimated annual contract value of
$45,319.00, which is the amount budgeted for these services. The work includes
mowing, cutting weeds, undergrowth and other vegetation, removing grass and all
solid waste as required by law. The award is based on the following options:
Option 1. Grass Cutting & Solid Waste Removal (Residential & Commercial)
Option 2. Grass Cutting Only (Residential & Commercial)
*Option 3. Swimming Pool Drainage
There will be an estimated seventy-five (75) lots, each, to be cleared for
Option 1 and Option 2, on an ?as needed basis?.
The contract period 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.
Bid specifications were posted on the City?s website. Five bids were received
on March 14, 2007. This bid has been advertised, opened and reviewed. The
bidders were:
Vendor/Description
OK Lawn & Grading Services
(Columbus, GA)
CLL Property Management (Phenix City, AL)
Handy Can
(Hamilton, GA)
Raylenco Enterprises
(Columbus, GA)
**Georgia Pedestrian Walkway
(Riverdale, GA)
Option 1 - Grass Cutting & Solid Waste Removal
2,400 sq ft ? 5,000 sq ft.
$119.99
$500.00
$300.00
$140.00
$120.00
5,001 sq ft ? 10,000 sq ft
$239.99
$800.00
$550.00
$250.00
$240.00
10,001 sq ft ? 39,000 sq ft
$474.00
$1100.00
$1000.00
$500.00
$475.00
Option 2 - Grass Cutting Only
2,400 sq ft ? 5,000 sq ft.
$60.00
No Bid
$85.00
$100.00
$80.00
5,001 sq ft ? 10,000 sq ft
$99.00
No bid
$135.00
$200.00
$130.00
10,001 sq ft ? 39,000 sq ft
$195.00
No Bid
$250.00
$400.00
$195.00
*Option 3 ? Swimming Pool Drainage
No Bid
No Bid
No Bid
500.00
300.00
*Note: Option 3 will not be awarded due to the excessive high cost.
Therefore, the pools will be treated with Larvicide to prevent mosquito
infestation created by the stagnated water. Vendors have been notified in
writing of the non-award.
**Vendor did not include Proof of Insurance and Tax ID Number. Therefore, bid
was deemed incomplete at the bid opening. Vendor has been notified in writing.
Funds are budgeted each fiscal year for this ongoing expense: General Fund -
Public Services, Special Enforcement ? Lot Clearing and Maintenance;
0101-260-2400-SPCL-6382.
* * * * * *
(B) RIOT HELMETS - RFB NO. 07-0051
It is requested that Council authorize the purchase of two hundred (200) riot
helmets from ATD (Wyncote, PA), in the amount of $13,688.00.
The helmets are additional units and will be used by the Special Operations
Division of the Columbus Police Department for use in crowd and riot control.
Invitations were mailed and specifications were posted on the City?s website;
bid responses were received on March 7, 2007 from fourteen bidders. This bid
has been advertised, opened and reviewed. See attached tabulation for bidders
(Riot Helmets Tabulation):
Funds are budgeted in the FY07 Budget: General Fund ? Police ? Special
Operations ?Operating Materials; 0101-400-2700-POLC-6728.
* * * * * * * *
(C) PURCHASE OF A MID-SIZE SEDAN FOR PUBLIC SERVICES
It is requested that Council approve the purchase of one (1) mid-size sedan,
via Georgia State-Wide Contract, SWC S-050483, from Bill Heard Chevrolet,
(Columbus, GA) in the amount of $13,340.00.
The sedan is a replacement unit that will be used by the Street Repairs and
Maintenance Division of the Public Services Department. The sedan will replace
a vehicle that was totaled in early March of 2007. The City employee was at
fault. Therefore, no insurance compensation will be received.
Funds are budgeted in FY07 Budget: Special Projects-Capital Project Fund ?
Paving Fund Supported Capital Projects ? Automobiles ? Vehicle Replacement;
0508-660-3000-CPPF-7721-21021-20010.
* * * * * *
(D) SMALL BUCKET TRUCK - RFB NO. 07-0035
It is requested that Council authorize the purchase of one (1) cab and chassis
from Carl Black (Kennesaw, GA), in the amount of $32,956.00; and one (1) 36?
aerial device body from Altec Industries (Elizabethtown, KY), in the amount of
$41,418.18.
The bucket truck is a replacement unit that will be used by the Traffic
Engineering Division to repair and replace traffic lights at intersections
throughout the City.
Specifications were posted on the City?s website; bid responses were received
on December 6, 2006 from five bidders. This bid has been advertised, opened
and reviewed. The bidders were:
VENDORS Option 1 Option 2 Option 3
Cab & Chassis Body Complete Unit
(1 unit) (1 unit) (1 unit)
TOTAL COST TOTAL COST TOTAL COST
Carl Black (Kennesaw, GA) $ 32,956.00 NO BID $ 76,997.00
Altec Industries (Elizabethtown, KY) 1 NO BID $ 41,418.18 $
75,681.18
Fontaine Truck Equipment Company (Forest Park, GA) 2 NO BID $ 39,747.44
$ 69,058.35
O.G. Hughes & Son (Knoxville, TN) 3 NO BID NO BID $ 72,785.00
Terex Utilities (White House, TN) NO BID NO BID $ 83,932.00
1 Altec Industries failed to include the required product literature and
warranty for the cab and chassis. Therefore, Option 3 of the vendor?s bid was
deemed incomplete.
2 The bid submitted by Fontaine does not meet specifications for the warranty,
storage boxes and hydraulic system. The vendor has been notified in writing
and given an opportunity to respond.
3 The bid submitted by O.G. Hughes does not meet specifications for the
transmission and warranty. The vendor has been notified in writing and given an
opportunity to respond.
Funds are budgeted in the FY07 Budget: General Fund ? Engineering ? Traffic
Engineering - Heavy Trucks; 0101-250-2100-TRAF-7723.
* * * * * *
(E) ASPHALT RUBBER & SEALANT (ANNUAL CONTRACT) - RFB NO. 07-0043
It is requested that Council approve the purchase of asphalt rubber & sealant
from Crafco, Inc., for the estimated annual contract value of $30,400.00. The
material will be used on an "as needed basis" by the Public Services Department
for sealing cracks when repairing streets, parking lots and highways.
The contract term will be for two years with the option to renew for three
additional twelve-month periods. Contract renewal is contingent upon the
mutual agreement of the successful vendor and the City.
Specifications were posted on the City?s website; bid responses was received on
February 14, 2007 from two bidders. This bid has been advertised, opened and
reviewed. The bidder was:
Description/Vendor
EST Usage
CRAFCO
(Chandler, AZ)
ROAD PRODUCTS*
(Fayetteville, GA)
Modified Asphalt Rubber Plus Sealant
5,000 lbs
$0.46
($2,300.00)
$0.44
($2,200.00)
Cost Per 30 lb Box
$13.80
$13.20
Cost Per 35 lb Box
$16.10
No Bid
Minimum Order
5,000lbs
6 Skids or 13,500lbs
Parking Lot Sealant
10,000 lbs
$0.5100
(5,100.00)
$0.46
(4,600.000)
Cost Per 30 lb Box
$15.30
$13.80
Cost Per 35 lb Box
$17.90
No Bid
Minimum Order
5,000lbs
6 Skids or 13,500lbs
Asphalt Rubber Type 4
50,000 lbs
$0.4600
(23,000.00)
$0.40
(20,000.00)
Cost Per 30 lb Box
$13.80
$12.00
Cost Per 35 lb Box
$16.10
$No Bid
Minimum Order
5,000lbs
6 Skids or 13,500lbs
Delivery will be made within ___ days
7-10 days
4 days
*Road Products, Inc. required a shipping minimum of 13,500lbs or 6 skids. The
using agency does not order that large of a quantity at one time. Therefore,
it was recommended that the award of asphalt & rubber sealant go to the next
lowest responsive bidder. Road Products, Inc., has been notified in writing.
Funds are budgeted each fiscal year for this on going expense: Paving Fund -
Public Services - Repairs & Maintenance ? Street Repairs and Maintenance - Road
Maintenance Materials, 0203-260-3110-REPR-6726.
* * * * * * * *
(F) PURCHASE OF TOUGHBOOK LAPTOP COMPUTERS
It is requested that Council approve the purchase of nineteen (19) Panasonic
Toughbook laptop computers from Insight Public Sector (Chantilly,VA) for the
amount of $59,622.00 (19 @ $3,138.00 each). The purchase will be made via the
Federal GSA Schedule 70 Contract GS-35F-0143R.
The Toughbook laptops are designed to withstand the rigors of being in the
outdoors, as well as, incidents when the computer may fall, is bumped or
dropped. The Columbus Fire/EMS Department requires thirteen (13) Toughbook
computers for field personnel to enter patient information while in the field;
this information will be sent to ambulance billing electronically. Traffic
Engineering requires six (6) Toughbook computers to enable signal technicians
to enter signal/traffic data while in the field.
Funds are budgeted in FY07 Budget: General Fund ? Information Technology ?
Computer Equipment; 0101-210-1000-ISS-7751.
(G) PURCHASE OF EMERGENCY RESPONSE UNIT TRAILERS
It is requested that Council approve the purchase two (2) Emergency Response
Unit (ERU) Trailers from Creative Building Products (Fort Wayne, IN) in the
amount of $49,968.84, for the Department of Fire/EMS.
The ERU Trailers are custom designed by the vendor to include the equipment
required by the user. Therefore, the Department of Fire/EMS has required that
the trailers be equipped with the following: Various barricade equipment and
accessories for traffic control, Solar lights, Caution Tape, High Reflective
Diagonal Tape, 3.5Kw generator, Halogen lights, ?No Entry? signs, Strobe
Lights. Fire/EMS will use the ERU trailers when responding to emergency
situations, which may also, include: Traffic Control, Dangerous Weather
Conditions, Elevated Threat Levels, and Security Operations. The unit is
complete, compact, and ready to roll at a moments notice; therefore, personnel
does not waste time looking for or loading the required equipment
There are no other known sources for custom designs of the unit. All other
providers require the separate purchases of the transport trailer and the
required equipment. Therefore, Creative Building Products is deemed an only
known source for this purchase, per the Procurement Ordinance, Article 3-114.
Funds are budgeted in the FY07 Budget as follows: Multi Government Project
Fund ? Fire & EMS ? Critical Infrastructure Protection Grant - Capital
Expenditures Over $5,000; 0216 ? 410 ? 3926 ? CIPG ? 7761.
?ITEM A?
A RESOLUTION
NO.
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR LOT CLEARING
SERVICES WITH OK LAWN & GRADING SERVICES FOR THE ESTIMATED ANNUAL CONTRACT
VALUE OF $45,319.00.
WHEREAS, the work includes mowing; cutting weeds, undergrowth and other
vegetation; removing grass and all solid waste as required by law; and,
WHEREAS, the contract period 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.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute a contract for
lot clearing services with Ok Lawn & Grading Services for the estimated annual
contract value of $45,319.00. Funds are budgeted each fiscal year for this
ongoing expense; General Fund - Public Services, Special Enforcement ? Lot
Clearing and Maintenance, 0101-260-2400-SPCL-6382.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2007 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 TWO HUNDRED (200) RIOT HELMETS
FROM ATD (WYNCOTE, PA), IN THE AMOUNT OF $13,688.00.
WHEREAS, the helmets are additional units and will be used by the
Special Operations Division of the Columbus Police Department for use in crowd
and riot control.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase two hundred
(200) riot helmets from ATD (Wyncote, PA), in the amount of $13,688.00. Funds
are budgeted in the FY07 Budget: General Fund ? Police ? Special Operations ?
Operating Materials; 0101-400-2700-POLC-6728.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2007 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 ONE (1) MID-SIZE SEDAN, VIA
GEORGIA STATE-WIDE CONTRACT, SWC S-050483, FROM BILL HEARD CHEVROLET,
(COLUMBUS, GA) IN THE AMOUNT OF $13,340.00.
WHEREAS, the sedan is a replacement unit that will be used by the
Street Repairs and Maintenance Division of the Public Services Department. The
sedan will replace a vehicle that was totaled in early March of 2007. The City
employee was at fault. Therefore, no insurance compensation will be received.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) mid-size
sedan, via Georgia State-Wide Contract, SWC S-050483, from Bill Heard
Chevrolet, (Columbus, GA) in the amount of $13,340.00. Funds are budgeted in
FY07 Budget: Special Projects-Capital Project Fund ? Paving Fund Supported
Capital Projects ? Automobiles ? Vehicle Replacement;
0508-660-3000-CPPF-7721-21021-20010.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2007 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 ONE (1) CAB AND CHASSIS FROM
CARL BLACK (KENNESAW, GA), IN THE AMOUNT OF $32,956.00; AND ONE (1) 36? AERIAL
DEVICE BODY FROM ALTEC INDUSTRIES (ELIZABETHTOWN, KY), IN THE AMOUNT OF
$41,418.18.
WHEREAS, the bucket truck is a replacement unit that will be used by
the Traffic Engineering Division to repair and replace traffic lights at
intersections throughout the City.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) cab and
chassis from Carl Black (Kennesaw, GA), in the amount of $32,956.00; and one
(1) 36? aerial device body from Altec Industries (Elizabethtown, KY), in the
amount of $41,418.18. Funds are budgeted in the FY07 Budget: General Fund ?
Engineering ? Traffic Engineering - Heavy Trucks; 0101-250-2100-TRAF-7723.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2007 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 ASPHALT RUBBER & SEALANT FROM CRAFCO,
INC., FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $30,400.00.
WHEREAS, the material will be used on an "as needed basis" by the Public
Services Department for sealing cracks when repairing streets, parking lots and
highways; and,
WHEREAS, the contract term will be for two years with the option to renew for
three additional twelve month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY, RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase asphalt rubber & sealant
from CRAFCO, Inc., for the estimated annual contract value of $30,400.00.
Funds are budgeted each fiscal year for this on going expense: Paving Fund -
Public Services - Repairs & Maintenance ? Street Repairs and Maintenance - Road
Maintenance Materials, 0203-260-3110-REPR-6726.
----------------------------------------------
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of ____________, 2007 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 F?
A RESOLUTION
NO.___________
A RESOLUTION AUTHORIZING THE PURCHASE OF NINETEEN (19) PANASONIC
TOUGHBOOK LAPTOP COMPUTERS FROM INSIGHT PUBLIC SECTOR (CHANTILLY,VA) FOR THE
AMOUNT OF $59,622.00 (19 @ $3,138.00 EACH).
WHEREAS, the purchase will be made via the Federal GSA Schedule 70
Contract GS-35F-0143R; and,
WHEREAS, The Toughbook laptops are designed to withstand the rigors of
being in the outdoors, as well as, incidents when the computer may fall, is
bumped or dropped. The Columbus Fire/EMS Department requires thirteen (13)
Toughbook computers for field personnel to enter patient information while in
the field; this information will be sent to ambulance billing electronically.
Traffic Engineering requires six (6) Toughbook computers to enable signal
technicians to enter signal/traffic data while in the field.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase nineteen (19)
Panasonic Toughbook laptop computers from Insight Public Sector (Chantilly,VA)
for the amount of $59,622.00 (19 @ $3,138.00 each. Funds are budgeted in FY07
Budget: General Fund ? Information Technology ? Computer Equipment;
0101-210-1000-ISS-7751.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2007 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 G?
A RESOLUTION
NO._________________
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) EMERGENCY RESPONSE UNIT (ERU)
TRAILERS FROM CREATIVE BUILDING PRODUCTS (FORT WAYNE, IN) IN THE AMOUNT OF
$49,968.84, FOR THE DEPARTMENT OF FIRE/EMS.
WHEREAS, the ERU Trailers are custom designed by the vendor to include
the equipment required by the user. Fire/EMS will use the ERU trailers when
responding to emergency situations, which may also, include: Traffic Control,
Dangerous Weather Conditions, Elevated Threat Levels, and Security Operations.
The unit is complete, compact, and ready to roll at a moments notice;
therefore, personnel does not waste time looking for or loading the required
equipment; and,
WHEREAS, there are no other known sources for custom designs of the unit. All
other providers require the separate purchases of the transport trailer and the
required equipment. Therefore, Creative Building Products is deemed an only
known source for this purchase, per the Procurement Ordinance, Article 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase two (2)
Emergency Response Unit (ERU) Trailers from Creative Building Products (Fort
Wayne, IN) in the amount of $49,968.84, for the Department of Fire/EMS. Funds
are budgeted in the FY07 Budget: Funds are budgeted in the FY07 Budget as
follows: Multi Government Project Fund ? Fire & EMS ? Critical Infrastructure
Protection Grant - Capital Expenditures Over $5,000; 0216 ? 410 ? 3926 ? CIPG ?
7761.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2007 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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