Agenda Item #__1__
Columbus Consolidated Government
Council Meeting
October 30, 2007
Agenda Report #_206_
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) INSPECTION SERVICES FOR REHABILITATIVE HOUSING (ANNUAL
CONTRACT) ? RFP NO. 08-0003
It is requested that Council approve the annual contract for the provision of
inspection services for rehabilitative housing from Home Inspections on an ? as
needed basis?. Home Inspections will provide professional inspection services
for rehabilitative housing including single and multi-family structures and
commercial rehabilitation. Primarily, the Department of Community Reinvestment
will utilize these services, however, other City departments may utilize such
services as required. The inspector shall provide all necessary labor,
supervision and materials required to perform thorough inspections of
structures, which may be potential candidates for rehabilitation. Inspection
services shall include the following:
Thoroughly inspect each structure, at the request of the City, to determine if
the structure is a viable candidate for rehabilitation.
Prepare inspection report, which fully details the Inspector?s recommendation
to rehabilitate structure or not to rehabilitate structure.
Prepare work write up and specifications for rehabilitation.
Develop a scope and cost estimates for rehabilitation process.
Monitor progress of contractor (s) during the rehabilitation process.
Oversight of all residential programs new/rehabilitative projects.
Inspection of rental units assisted under the City?s HOME program.
The term of this contract shall be for two years with an option to renew for
three additional twelve-month periods. Contract renewal will be contingent
upon the mutual agreement of the City and the Contractor.
The RFP specifications were posted on the City?s website. The RFP has been
advertised, opened and evaluated. Two proposals were received, September 14,
2007 from the following offerors.
Home Inspections (Columbus, GA)
Property Inspections Group (Buena Vista, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from Inspections & Code and Community Reinvestment. The
Project Manager, also from Community Reinvestment Department, served as an
Advisor, and was not a voting member.
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 offerors, 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, negotiation will begin
with the next responsive offeror. Evaluation results and cost information has
been submitted to the City Manager in a separate memo for information purposes.
Funds are budgeted each fiscal year for this on-going service: Home Program
Fund - Community Reinvestment, HOME, Contractual Services,
0213-245-2500-HOME-6319; Community Development Block Grant Fund ?Community
Reinvestment - CDBG ? Contractual Services, 0210-245-1000-CDBG-6319
* * * * * *
(B) XEROGRAPHIC BOND PLOTTER PAPER & INK CARTRIDGES (ANNUAL CONTRACT ?
RFB NO. 08-0011
It is requested that Council approve the annual contract for the purchase of
xerographic bond plotter paper from Point of Sale Supply, and ink cartridges
from Ribbons Express, Inc., for the estimated annual contract amount of
$3,750.50.
The supplies will be purchased on an ?as needed basis?, by the Engineering
Department, GIS Division. The supplies will be used to produce maps and
graphics for the public and various city departments, to include but not
limited to, Engineering, Tax Assessor's, Planning, Community Reinvestment,
Fire/EMS, Police and Public Services.
The contract term shall be for one year, with the option to renew for two (2)
additional twelve-month periods, if agreeable to both parties.
Bid invitations were mailed and posted on the City?s website. The bid has been
advertised, opened and reviewed. The bidders are:
Funds are budgeted each fiscal year for this on-going expense: General Fund ?
Engineering ? Geographic Information Systems ? Operating Materials,
0101-250-2400-GIS-6728.
* * * * * *
(C) CONSTRUCTION MANAGEMENT SERVICES FOR REPAIRS TO THE HISTORIC TRAIN DEPOT ?
RFP NO. 07-0024
It is requested that Council authorize the execution of a contract with Holley
Construction Company and Associates, Inc., to provide construction management
services for repairs to the Historic Train Depot, in which the Chamber of
Commerce is located. The building requires roof repairs, carpeting, carpentry
items, basement leak repairs, ceiling tile repairs, and other interior and
exterior repairs.
Requests for proposals were mailed to one hundred eighty-six vendors and the
specifications were posted on the City?s website. No proposals were received
on July 11, 2007, the original due date; therefore, the Purchasing Division
contacted vendors that submitted ?Statements of No Proposal? and determined a
pre-proposal conference was required. The pre-proposal conference was held on
July 25, 2007; four offerors were represented at the conference. This RFP has
been advertised, opened and evaluated. Proposals were received August 8, 2007
from the following offerors:
Holley Construction Company and Associates, Inc. (Columbus, GA)
HLW Construction Company, Inc. (Columbus, GA)
The Durable Restoration Company (Columbus, OH)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Engineering Department, Planning Department and
Chamber of Commerce.
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 offerors, 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, negotiation will begin
with the next responsive offeror. Evaluation results and cost information has
been submitted to the City Manager in a separate memo for information purposes.
Funding will be provided by a $250,000 Transportation Enhancement (TE) grant
from Georgia Department of Transportation. The grant requires a twenty percent
(20%) match, which is the responsibility of the Chamber of Commerce.
(D) FIRE HOSE (RE-BID) (ANNUAL CONTRACT) ? RFB NO. 08-0017
It is requested that Council approve the annual contract for the purchase of
fire hose from First Choice Fire & Safety, LLC, on an ?as needed basis?, for
the estimated contract value of $36,270.00. The contract will provide fire
fighters with fire hose to be used during structural fire fighting.
The contract term shall be for two years, with the option to renew for three
additional twelve-month periods, contingent upon the mutual agreement of the
City and the Contractor.
Twenty bid invitations were mailed; two bids were received September 26, 2007.
This bid has been advertised, opened and evaluated. The bidders were:
Description/Vendor Fire Hose
Est. Cost Per Year
First Choice Fire & Safety, LLC (Marietta, GA)
$36,270.00
Municipal Emergency Services (Charlotte, NC)
$39,105.00
Funds are budgeted each fiscal year for this on going expense: Fire & E.M.S.
Department ? Logistics/Support- Operating Materials; 0101-410-3610-LOGI-6728.
* * * * * *
(E) BASKETBALL OFFICIATING SERVICES ? RFB NO. 08-0022
It is requested that Council authorize the execution of an annual contract with
Columbus Basketball Official Association to provide officiating services for
the estimated contract value of $33,025.00. Officiating Services are required
for the following activities: Adult Basketball, GRPA District and State
Tournaments, Midnight Basketball, Columbus Youth Basketball, Innovative Sports
Development Basketball, Percy Griffin Basketball and the Freshman Holiday
Basketball Tournaments.
The vendor will provide a minimum of two (2) officiators, per game, for Adult
Basketball, GRPA District and State Tournaments, Columbus Youth Basketball,
Innovative Sports Development Basketball and Percy Griffin Basketball League.
Three (3) officiators, per game, are required for Midnight Basketball and the
Freshman Holiday Basketball Tournaments.
There will be approximately 695 basketball events at City recreation centers,
for the 2007 - 2008 season. The officiating services will be provided in
accordance with the Georgia High School Association (GHSA) regulation
guidelines.
Bid specifications were posted on the City?s website; a response was received
on September 26, 2007 from one bidder. This bid has been advertised, opened
and reviewed. The bidder was:
Description/Vendor Columbus Basketball
Officials Association
(Columbus, GA)
Cost for 2 Officials per game for Adult Basketball / Approx. 305 games
44.00 / $13,420.00
Cost for 2 Officials per game for GRPA District and State Tournament Basketball
/ Approx.75 games
42.00 / $3,150.00
Cost for 3 Officials per game for Midnight Basketball / Approx.50 games
75.00 / $3,750.00
Cost for 2 Officials per game for Columbus Youth Basketball, Innovative Sports
Development Basketball League and Percy Griffin Basketball League / Approx. 240
games 42.00 / $10,080.00
Cost for 3 Officials per game for Freshman Holiday Basketball Tournaments /
Approx.25 games 105.00 / $2,625.00
Total Estimated Contract Value:
$33,025.00
Funds are budgeted each year for this ongoing expense: Parks & Recreation ?
Athletics - Other Purchased Services; 0101-270-3410-ATHL-6699; Recreation
Services ? Contractual Services; 0101-270-2400-RECR-6319.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH HOME
INSPECTIONS TO PROVIDE INSPECTION SERVICES FOR REHABILITATIVE HOUSING ON AN ?AS
NEEDED BASIS?.
WHEREAS, an RFP was administered (RFP No. 08-0003) and two proposals were
received; and,
WHEREAS, the proposal submitted by Home Inspections met all proposal
requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the initial term of the 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 execute an annual
contract with Home Inspections to provide inspection services for
rehabilitative housing for Community Reinvestment. Funds are budgeted each
fiscal year for this on-going service: Home Program Fund - Community
Reinvestment, HOME, Contractual Services, 0213-245-2500-HOME-6319; Community
Development Block Grant Fund ?Community Reinvestment - CDBG ? Contractual
Services, 0210-245-1000-CDBG-6319.
_________________________________________
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 ANNUAL CONTRACT FOR THE PURCHASE OF XEROGRAPHIC
BOND PLOTTER PAPER FROM POINT OF SALE SUPPLY AND INK CARTRIDGES FROM RIBBON
EXPRESS, INC., ON AN ?AS NEEDED BASIS? FOR THE ESTIMATED ANNUAL CONTRACT AMOUNT
OF $3,750.50.
WHEREAS, the xerographic bond plotter paper will be utilized by the
Engineering, GIS Division; and,
WHEREAS, the initial term of the contract shall be for one year, with the
option to renew for two (2) 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 xerographic
plotter paper from Point of Sale Supply and ink cartridges from Ribbons
Express, Inc., on an ?as needed basis?, for the estimated annual contract
amount of $3,750.50. Funds are budgeted each fiscal year for this on-going
expense: General Fund ? Engineering ? Geographic Information Systems ?
Operating Materials, 0101-250-2400-GIS-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 EXECUTION OF A CONTRACT WITH HOLLEY CONSTRUCTION
COMPANY AND ASSOCIATES, INC., TO PROVIDE CONSTRUCTION MANAGEMENT SERVICES FOR
REPAIRS TO THE HISTORIC TRAIN DEPOT, IN WHICH THE CHAMBER OF COMMERCE IS
LOCATED.
WHEREAS, an RFP was administered (RFP No. 07-0024) and three proposals were
received; and,
WHEREAS, the proposal submitted by Holley Construction Company and Associates,
Inc., met all proposal requirements and was evaluated most responsive to the
RFP; and,
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with Holley
Construction Company and Associates, Inc., to provide construction management
services for repairs to the Historic Train Depot, in which the Chamber of
Commerce is located. Funding will be provided by a $250,000 Transportation
Enhancement (TE) grant from Georgia Department of Transportation. The grant
requires a twenty percent (20%) match, which is the responsibility of the
Chamber of Commerce.
_________________________________________
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 ANNUAL CONTRACT TO PURCHASE FIRE HOSE FROM FIRST
CHOICE FIRE & SAFETY, LLC. ON AN ?AS NEEDED BASIS? FOR THE ESTIMATED ANNUAL
CONTRACT VALUE OF $36,270.00.
WHEREAS, the contract term shall be for two years, with the option to renew for
three additional twelve month periods, 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 enter into an
annual contract for the purchase office hose from First Choice Fire & Safety,
LLC., on an ?as needed basis?, for the estimated annual contract value of
$36,270.00. Funds are budgeted each fiscal year for this on going expense:
Fire & E.M.S. Department ? Logistics/Support, Operating Materials;
0101-410-3610-LOGI-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 E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH COLUMBUS
BASKETBALL OFFICIAL ASSOCIATION TO PROVIDE BASKETBALL OFFICIATING SERVICES FOR
THE ESTIMATED ANNUAL CONTRACT VALUE OF $33,025.00
WHEREAS, the vendor will provide a minimum of two (2) officiators, per
game, for Adult Basketball, GRPA District and State Tournaments, Columbus Youth
Basketball, Innovative Sports Development Basketball and Percy Griffin
Basketball League. Three (3) officiators, per game, are required for Midnight
Basketball and the Freshman Holiday Basketball Tournaments; and,
WHEREAS, the contract term will be for three years, with the option to
renew for two additional twelve-month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute an annual
contract with Columbus Basketball Official Association to provide basketball
officiating services for the estimated annual contract value of $33,025.00.
Funds are budgeted each fiscal year for this ongoing expense: Parks &
Recreation ? Athletics, Other Purchased Services; 0101-270-3410-ATHL-6699;
Recreation Services ? Contractual Services; 0101-270-2400-RECR-6319.
_________________________________________
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
Attachments
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