Agenda Item # 8
Columbus Consolidated Government
Council Meeting
November 13, 2012
Agenda Report # 118
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ON-CALL SERVICES FOR INSTALLATION OR REPLACEMENT OF STORM SEWER/COMBINED
SEWER SYSTEMS LOCATED THROUGHOUT COLUMBUS, GA (ANNUAL CONTRACT) ? RFP NO.
13-0002
It is requested that Council authorize the execution of an annual contract with
Alexander Contracting Company, Inc., (Fortson, GA), Gordy Construction Company
(Fortson, GA), and KAM, Inc., (Columbus, GA) to install or replace elements of
storm sewer/combined sewer systems on an as-needed basis. The contractors will
submit quotes to the Engineering Department for each project that arises during
the course of the contract.
The City frequently finds throughout the year the need to replace elements of a
storm sewer/combined sewer system due to flooding or deterioration, or the need
to relocate structures. In many cases, the project would include replacement
of existing surface material such as grass/sod, asphalt, driveways, fences,
etc. The exact scope of work and specifications will be provided by the
Department of Engineering on a project or site basis. Based on past
experience, the City averages the replacement of approximately 2400 feet of
pipe per year. However, this quantity is only an estimate; the City may
require more or less quantities during each year of the contract term.
The initial term of this contract shall be for two years, with the option to
renew for three additional twelve-month periods. Contract renewal will be
contingent upon the mutual agreement of the City and the Contractors.
RFP postcard invitations were mailed to sixty-eight vendors, and complete
specifications were posted on the web pages of the Purchasing Division and the
Georgia Procurement Registry. This RFP has been advertised, opened and
evaluated. Proposals were received on August 17, 2012 from the following six
offerors:
Alexander Contracting Company, Inc. (Fortson, GA)
Gordy Construction Company (Fortson, GA)
KAM, Inc. (Columbus, GA)
Landmark Grading Company, Inc. (Ft. Mitchell, AL)
Site Engineering, Inc. (Atlanta, GA)
Southeastern Site Development, Inc. (Newnan, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Engineering Department and Public Services
Department. An additional representative from the Engineering Department
served in a non-voting, 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. No proposal
responses or any negotiated components are made public until after the award of
the contract. If Council does not approve the recommended contractors, the RFP
specifications may be re-advertised. The evaluation results have been submitted
to the City Manager in a separate memo for informational purposes.
Funds are budgeted each fiscal year for this ongoing expense, in various
accounts of the Engineering Department.
* * * * * *
(B) FACILITIES MAINTENANCE, REPAIR & OPERATION (MRO), INDUSTRIAL SUPPLIES &
TOOLS VIA GEORGIA STATEWIDE CONTRACT
It is requested that Council amend Resolution #307-12 to approve the addition
of MSC Industrial Supply, Mableton, GA, (GA SWC #99999-001-SPD-0000078-0003)
and ZEP Manufacturing Company, Inc., Atlanta, GA (GA SWC
#99999-001-SPD-0000078-0001), as approved vendors to provide facilities
maintenance, repair & operation (MRO), industrial supplies and tools, on an as
needed basis, via cooperative purchase, utilizing Georgia Statewide Contract.
On October 9, 2012, Council approved Grainger as an approved vendor to provide
MRO supplies via Georgia Statewide contract. However, it was not until after
the Council date that Purchasing was made aware the State of Georgia had split
the award of the contract between three vendors, by category, as follows:
Grainger Industrial Supply was awarded: Outdoor Garden Supplies &
Equipment
MSC was awarded: Tools, Safety and Hardware
Zep was awarded: Cleaning Supplies
Therefore, the amendment to the resolution is requested so departments will
have access to all vendors and all categories on the State?s MRO contract.
Various City departments will purchase the MRO products on an ?as needed
basis?. The State Contract includes an established pricing for a list of 570
Core items and discounts on Non-Core items ranging from 12% to 20%. The
effective date of the State contract commenced on September 4, 2012, and will
continue through August 31, 2013, with four (4) one year options to renew.
Cooperative Purchasing is authorized by the State of Georgia, and authorized
per the City?s Procurement Ordinance, Article 9-102.
Funds are budgeted each fiscal year for this on-going expense: Various
departments - Operating Materials; 6728.
* * * * * * *
(C) MAINTENANCE, REPAIR & OPERATIONAL (MRO), SUPPLIES VIA NATIONAL
INTERGOVERNMENTAL PURCHASING ALLIANCE (NATIONAL IPA)
It is requested that Council approve the purchase of MRO supplies, on an as
needed basis, from Grainger Industrial Supply (Norcross, GA), via cooperative
purchase, utilizing National Intergovernmental Purchasing Alliance, contract
#090188.
Grainger provided cleaning products under the now expired Georgia Statewide
contract for MRO supplies. Before expiration, the following departments and
divisions began utilizing Grainger to provide cleaning system
dispensers/chemicals: Muscogee County Jail, Facilities Maintenance, Fire/EMS
Department and Parks and Recreation. The departments decided to use Grainger
after a test period performed during October 2011 through April 2012. The test
period involved one other vendor under the State Contract at that time. Other
departments were also ordering a variety of supplies from Grainger via the
State Contract.
Under the new Georgia Statewide Contract, per Agenda Item B above, Grainger is
not the awarded vendor for cleaning products and some other categories.
However, under National IPA, Grainger is the contracted vendor for all MRO
products. Purchasing these supplies and others from Grainger, via National
IPA, will enable the above stated departments to continue to use the cleaning
system dispensers/chemicals provided by Grainger, as well as, provide
comparative pricing for other supplies needed by the City. Additionally,
utilizing Grainger under National IPA enables the City to receive discounted
pricing and a yearly rebate based on the City?s volume of purchases. The
Georgia State contract does not include a yearly rebate.
National IPA is a cooperative purchasing organization dedicated to serving:
? City/Local Government
? County Government
? State Government
? Public and Private Educational Institutions and Systems
? Special Districts
? Government-Education Healthcare Entities
? Nonprofits
This is an optional use program with no fee to participate. All agreements
offered through National IPA have been awarded via a thorough Request for
Proposal (RFP) competitive solicitation by a public agency (Principal
Procurement Agency, PPA). The contracting process is the foundation of
National IPA. In order for even the most restrictive agencies nationwide to
realize the best value offered by cooperative procurement, National IPA ensures
that industry best practices, processes and procedures are applied.
National IPA Contract #090188 was released for bid July 1, 2009. On August 25,
2009, eleven vendors responded. Grainger was deemed the most responsive bidder,
and was awarded the contract on July 1, 2009. The initial contract term began
January 1, 2010, with option to renew for four (4) additional one-year periods,
through December 31, 2014.
Cooperative Purchasing is authorized by the State of Georgia and authorized per
the City?s Procurement Ordinance, Article 9-102. Having access to the
cooperative MRO contracts cited in this Agenda Item, and in Agenda Item B
above, provides departments with pricing comparison for various supplies, at
discounted prices, under contracts that have already been competitively bid.
Funds are budgeted each fiscal year for this on-going expense: Various
departments - Operating Materials; 6728.
* * * * * * * *
(D) REPAIR EXPENSES FOR CATERPILLAR D7R BULLDOZER
It is requested that Council approve payment to Yancey Brothers Company
(Atlanta, GA), in the amount of $69,412.41 for repairs performed on a
Caterpillar D7R bulldozer, Vehicle #10416.
The repairs were required because the bulldozer was not functioning due to a
damaged engine. The vehicle is needed to push material and cover the
landfill. The bulldozer plays a critical part in maintaining the landfill and
each day the vehicle is down, landfill maintenance gets further behind. If
the required cover is not maintained for the landfill, the City will risk
violation of EPD laws. Funds were not available for the purchase of a new
dozer (over $300,000); therefore the decision was made to repair the vehicle.
The dozer is seven years old, purchased in 2005.
Yancey Brothers is the authorized dealer in Georgia to sell and repair
Caterpillar vehicles and equipment. Therefore, the vendor is deemed an only
known source per the Procurement Ordinance, Article 3-114.
Funds are available in the FY13 Budget: General Fund ? Auto Parts and Supplies
Balance Sheet Account; 0101 ? 1562.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH
ALEXANDER CONTRACTING COMPANY, INC., (FORTSON, GA), GORDY CONSTRUCTION COMPANY
(FORTSON, GA), AND KAM, INC., (COLUMBUS, GA) TO INSTALL OR REPLACE ELEMENTS OF
STORM SEWER/COMBINED SEWER. THE SERVICES WILL BE PERFORMED ON AN AS-NEEDED
BASIS; THE CONTRACTORS WILL SUBMIT QUOTES TO THE ENGINEERING DEPARTMENT FOR
EACH PROJECT THAT ARISES DURING THE COURSE OF THE CONTRACT.
WHEREAS, an RFP was administered (RFP No. 13-0002) and six proposals
were received; and,
WHEREAS, the proposals submitted by Alexander Contracting Company, Inc., Gordy
Construction Company, and KAM, Inc., met all proposal requirements; and,
WHEREAS, the initial term of this contract shall be for two years, with
the option to renew for three 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 Alexander Contracting Company, Inc., Gordy Construction Company,
and KAM, Inc., to install or replace elements of storm sewer/combined sewer
systems on an as-needed basis. The contractors will submit quotes to the
Engineering Department for each project that arises during the course of the
contract. Funds are budgeted each fiscal year for this ongoing expense, in
various accounts of the Engineering.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2012 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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
______________________________
_________________________
Tiny B. Washington, Clerk of Council , Mayor
?ITEM B?
A RESOLUTION
NO. _____
A RESOLUTION AMENDING RESOLUTION #307-12 TO APPROVE THE ADDITION OF MSC
INDUSTRIAL SUPPLY, MABLETON, GA, (GA SWC #99999-001-SPD-0000078-0003) AND ZEP
MANUFACTURING COMPANY, INC., ATLANTA, GA (GA SWC #99999-001-SPD-0000078-0001),
AS APPROVED VENDORS TO PROVIDE FACILITIES MAINTENANCE, REPAIR & OPERATION
(MRO), INDUSTRIAL SUPPLIES AND TOOLS, ON AN AS NEEDED BASIS, VIA COOPERATIVE
PURCHASE, UTILIZING GEORGIA STATEWIDE CONTRACT,
WHEREAS, on October 9, 2012, Council approved Grainger as an approved
vendor to provide MRO supplies via Georgia Statewide contract. However, it
was not until after the Council date that Purchasing was made aware the State
of Georgia had split the award of the contract between three vendors, by
category; and Grainger was no longer awarded certain categories; and,
WHEREAS, the amendment to the resolution is requested so departments
will have access to all vendors and all categories on the State?s MRO contract;
and,
WHEREAS, the effective date of the State contract commenced on
September 4, 2012, and will continue through August 31, 2013, with four (4) one
year options to renew; and,
WHEREAS, cooperative purchasing is authorized by the State of Georgia
and authorized per the City?s Procurement Ordinance, Article 9-102.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
The Columbus Council hereby amends Resolution No. 307-12; and the City
Manager is hereby authorized to add MSC Industrial Supply, Mableton, GA, (GA
SWC #99999-001-SPD-0000078-0003) and ZEP Manufacturing Company, Inc., Atlanta,
GA (GA SWC #99999-001-SPD-0000078-0001), as approved vendors to provide
facilities maintenance, repair & operation (MRO), industrial supplies and
tools, on an as needed basis, via cooperative purchase, utilizing Georgia
Statewide Contract. Funds are budgeted each fiscal year for this on-going
expense: Various departments - Operating Materials; 6728.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2012 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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
______________________________
_________________________
Tiny B. Washington, Clerk of Council , Mayor
?ITEM C?
A RESOLUTION
NO. ______
A RESOLUTION AUTHORIZING THE PURCHASE OF MRO SUPPLIES, ON AN AS NEEDED BASIS,
FROM GRAINGER INDUSTRIAL SUPPLY (NORCROSS, GA), VIA COOPERATIVE PURCHASE,
UTILIZING NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE (NATIONAL IPA),
CONTRACT #090188.
WHEREAS, National IPA Contract #090188 was released for bid July 1,
2009. On August 25, 2009, eleven vendors responded. Grainger was deemed the
most responsive bidder, and was awarded the contract on July 1, 2009. The
initial contract term began January 1, 2010, with option to renew for four (4)
additional one-year periods, through December 31, 2014; and,
WHEREAS, National IPA is a cooperative purchasing organization
dedicated to serving governmental entities. This is an optional use program
with no fee to participate. All agreements offered through National IPA have
been awarded via a thorough Request for Proposal (RFP) competitive solicitation
by a public agency (Principal Procurement Agency, PPA). The contracting
process is the foundation of National IPA. In order for even the most
restrictive agencies nationwide to realize the best value offered by
cooperative procurement, National IPA ensures that industry best practices,
processes and procedures are applied; and,
WHEREAS, cooperative purchasing is authorized by the State of Georgia
and authorized per the City?s Procurement Ordinance, Article 9-102
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase MRO supplies, on an as
needed basis, from Grainger Industrial Supply (Norcross, GA), via cooperative
purchase, utilizing National IPA, contract #090188. Funds are budgeted each
fiscal year for this on-going expense: Various departments - Operating
Materials; 6728.
_______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2012 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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
______________________________
_________________________
Tiny B. Washington, Clerk of Council , Mayor
?ITEM D?
A RESOLUTION
NO.__________
A RESOLUTION APPROVING PAYMENT TO YANCEY BROTHERS COMPANY (ATLANTA, GA), IN THE
AMOUNT OF $69,412.41 FOR REPAIRS PERFORMED ON A CATERPILLAR D7R BULLDOZER,
VEHICLE #10416.
WHEREAS, the repairs were required because the bulldozer was not
functioning due to a damaged engine; and,
WHEREAS, the vehicle is needed to push material and cover the
landfill. The bulldozer plays a critical part in maintaining the landfill and
each day the vehicle is down, landfill maintenance gets further behind. If
the required cover is not maintained for the landfill, the City will risk
violation of EPD laws. Funds were not available for the purchase of a new
dozer (over $300,000); therefore the decision was made to repair the vehicle.
The dozer is seven years old, purchased in 2005; and,
WHEREAS, Yancey Brothers is the authorized dealer in Georgia to sell
and repair Caterpillar vehicles and equipment. Therefore, the vendor is deemed
an only known source 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 make payment to Yancey
Brothers Company (Atlanta, GA), in the amount of $69,412.41 for repairs
performed on a Caterpillar D7R bulldozer, Vehicle #10416. Funds are available
in the FY13 Budget: General Fund ? Auto Parts and Supplies Balance Sheet
Account; 0101 ? 1562.
_______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2012 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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
______________________________
_________________________
Tiny B. Washington, Clerk of Council , Mayor
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