Agenda Item # 2
Columbus Consolidated Government
Council Meeting
October 23, 2012
Agenda Report # 113
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) STORM DRAIN REHABILITATION PRIORITY 1 PIPES - CONTRACT 4 ? RFB NO. 13-0003
It is requested that Council authorize the execution of a construction contract
with Layne Inliner, LLC, in the amount of $3,206,851.50 for storm drain pipe
rehabilitation services; and to further authorize the execution of Change Order
1, which is a $1,204,265.50 deduction, for a total contract amount of
$2,002,586.00.
The project consists of the following major elements: performing
cured-in-place rehabilitation of 3,800 feet of 12 to 18-inch pipe, 4,000 feet
of 24 to 36-inch pipe and 1,000 feet of 42 to 60-inch pipe; performing CCTV
inspection of 1,200 feet of 10 to 24-inch pipe and 1,900 feet of 30 to 60-inch
pipe; and miscellaneous point repairs, manhole height adjustments and
installation of manholes.
Alternate No. 1 includes cured-in-place rehabilitation of 30 feet of 48x24-inch
and 1,900 feet of 72x48-inch sewers.
Per RFQ No. 12-0002, the Engineering Department and Purchasing Division
pre-qualified six vendors to submit bids for cured-in-place pipe rehabilitation
of the storm sewer located throughout the City. Bid postcard invitations were
mailed to the six vendors, and complete specifications were posted on the web
pages of the Purchasing Division and the Georgia Procurement Registry. Four
bids were received on August 15, 2012. This bid has been advertised, opened
and reviewed. The bidders were:
Description Layne Inliner
(Tucker, GA) Insituform Technologies
(Chesterfield, MO) SAK Construction
(O?Fallon, MO) Inland Pipe Rehab
(Stone Mntn, GA)
Base Bid 1,502,586.00 1,473,978.40 1,574,334.75 1,735,066.00
Alternate No. 1 1,704,265.50 1,922,101.80 2,448,360.80 2,802,325.00
Total (Base Bid & Alternate No. 1) 3,206,851.50 3,396,080.20 4,022,695.55
4,537,391.00
*Change Order No. 1 (1,204,265.50)
Total Contract Amount $ 2,002,586.00
In accordance with Addendum No. 1, the project will be awarded to the
contractor submitting the lowest sum of Base Bid plus Alternate No. In
reviewing the bid responses and the project budget, the Engineering Department
determined that funding is not available for all the work specified in
Alternate No. 1. Therefore, the Engineering Department requests a change order
in order to reduce Alternate No. 1 by an amount of $1,204,265.50.
Funds are budgeted in the FY13 Budget: Special Project/Capital Project Fund ?
Capital Projects ? Sewer Fund Supported Projects ? Drainage/Street Improvements
? Pipe Rehabilitation; 0508 - 660 -2000 ? CPSF -7622 ? 20770 ? 20120 and 20130
also LOST/Infrastructure Fund ? Engineering ? Drainage/Street Improvements ?
Pipe Rehabilitation Project; 0109 ? 250 ? 9901 ? LOST ? 7622 ? 94005 ? 20130.
* * * * * * * * *
(B) ON-CALL SERVICES FOR INSTALLATION OR REPLACEMENT OF SIDEWALKS AND ADA RAMPS
LOCATED THROUGHOUT COLUMBUS, GA (ANNUAL CONTRACT) ? RFP NO. 13-0001
It is requested that Council authorize the execution of a contract with
Landmark Grading Company, Inc., Robinson Paving Company, and Southeastern Site
Development, Inc., to provide installation or replacement of sidewalks and ADA
ramps, and minor concrete work on an as-needed basis. The contractors will
submit quotes to the Engineering Department and the Public Services Department
for each project that arises during the course of the contract.
The City frequently finds throughout the year the need to install or replace
minor concrete facilities such as driveway aprons, concrete islands, curb and
gutter, etc. The City also has an ongoing program to install ADA ramps and
sidewalk. 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
roughly anticipates installing or replacing 1.75 miles or 9270 feet of sidewalk
and 220 each of ADA ramps per year. However, these quantities are only
estimates; 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 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 five
offerors:
Landmark Grading Company, Inc. (Ft. Mitchell, AL)
Robinson Paving Company (Columbus, GA)
Southeastern Site Development, Inc. (Newnan, GA)
DAF Concrete, Inc. (Marietta, GA)
Georgia Safe Sidewalks (Bradenton, FL)
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 and the Public Services Department.
* * * * * *
(C) PERFORMANCE MANAGEMENT CONSULTING SERVICES (ANNUAL CONTRACT) ? RFP NO.
12-0016
It is requested that Council authorize the negotiation of an annual contract
with Management Partners, Inc., to provide performance review and management
consulting services.
Management Partners will work with departments, boards, commissions and/or
agencies to improve their operations, efficiency and effectiveness, and shall
facilitate the process of cross-departmental cooperation for the purposes of
improving the efficiency, effectiveness and quality of public services in
Columbus, Georgia.
The goal for the Consultant Services is to develop database templates and
incorporate strategies for continuous improvement for all departments of the
Columbus Consolidated Government. These strategies include developing database
templates for information and analysis reporting, benchmarking, leadership
assessment, strategic planning, human resource utilization, budgetary and
efficiency assessments, business results and any other purpose that promotes
the efficient and effective use of taxpayer dollars. Incorporation of these
assessment strategies should be best practices for providing services to our
community.
The scope of work for the Data-based Performance and Review Management
Consultant will include, but not be limited to the following items:
1. Request data and information from city departments, boards, commissions or
agencies;
2. Create a method through which the city can regularly collect, track, review
and analyze performance and management data and other information from city
departments, identify key issues and questions, and query any city departments
pertaining to such data and information;
3. Conduct field investigations;
4. Prepare reports, templates, systems, memoranda and briefing materials prior
to CitiServ Review meetings, highlighting data and posing questions, and at
other times as determined appropriate by the Mayor or City Manager;
5. Conduct management and performance reviews and other meetings with city
departments, boards commissions and agencies;
6. Develop a system through which all action items, open tasks, and
follow-up actions identified during any CitiServ meetings can be recorded,
monitored and enforced;
7. Advise and make recommendations to the mayor and others, upon mayoral
direction, pertaining to the operations of the city;
8. Issue a public report on no less than on a quarterly basis regarding
departmental activities, results and future items; and
9. Perform such other duties as the Mayor may prescribe.
The initial term of this 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.
RFP postcard invitations were mailed to one hundred and thirty-seven vendors,
and complete specifications were posted on the web pages of the Purchasing
Division and the Georgia Procurement Registry. On February 8 and February 17,
2012, non-mandatory pre-proposal teleconferences were held. This RFP has been
advertised, opened and evaluated. Proposals were received on March 2, 2012
from the following seventeen offerors:
Management Partners, Inc. (Cincinnati, OH)
Ascendant Strategy Management Group (Boston, MA)
Bronner Group, LLC (Atlanta, GA)
Burnett & Associates, LLC (Lawrenceville, GA)
Coeur Business Group (Lake Saint Louis, MO)
DJKoehn Consulting Services, Inc. (Annapolis, MD)
GovDirections, LLC (Decatur, GA)
IBM Global Business Services (Atlanta, GA)
IEM, Inc. (Research Triangle Park, NC)
MGT of America, Inc. (Tallahassee, FL)
MRP Consulting, Inc. (Stone Mountain, GA)
Peavy & Associates? Business Services, Inc. (Albany, GA)
Richardson & Associates Consulting (Bethel Park, PA)
RW Management Group, Inc. (Menasha, WI)
Schumaker & Company, Inc. (Ann Arbor, MI)
The Mercer Group, Inc. (Marietta, GA)
UPD Consulting (Baltimore, MD)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Human Resources Department, Mayor?s Office and Finance
Department. Serving in non-voting, advisory capacities were additional
representatives from the Finance Department, City Manager?s Office, Columbus
Police Department, Aaron & Clements, Inc. (formerly Newton Aaron & Associates,
Inc.), and Bytewise Measurement Systems.
During the evaluation process, Management Partners, Inc., was deemed most
responsive to the RFP.
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 offeror,
negotiations will begin with the next responsive offeror or the RFP
specifications may be re-advertised. The evaluation results and cost
information has been submitted to the City Manager in a separate memo for
informational purposes.
Funds are budgeted in FY13 Budget: General Fund ? Executive ? Mayor?s Office ?
Consulting; 0101-110-1000-MAYR-6315. Funds will be budgeted as needed, per
Fiscal Year, for the remaining years of the contract.
* * * * * *
(D) SERVICE CONTRACT FOR VARIOUS TYPES OF TRANSMISSIONS ? (ANNUAL CONTRACT) -
RFB No. 13-0015
It is requested that Council approve the service contract for various types of
transmissions with Jasper Engines & Transmission and Reliable Transmission
Service, Inc., for the estimated annual contract value of $26,061.00.
Transmission repair and rebuild services are required for METRA Transit System,
and will be procured on an ?as needed? basis. The contract period shall be for
three years with the option to renew for two additional twelve-month periods.
Contract renewal is contingent upon the mutual agreement of the Contractor and
the City.
Bid postcard invitations were mailed to forty-eight (48) vendors, and posted on
the City?s website, and Georgia Procurement Registry. The bid has been
advertised, opened and reviewed. The recommended, low bidder(s) per line item
are:
Description Annual Est.
Repair Qty Jasper Engines & Transmission
(Peachtree City, GA) W.W. Williams Co.
(Albany, GA) Reliable Transmission Service, Inc.
(Riverview, FL) Yancey Truck
Centers
(Austell, GA)
1. E40D 1 $1,806.00 $2,345.00 No-Bid $2,420.00
2. MT643 1 $2,777.00 $2,137.00 $1,995.00 $3,300.00
3. ZF 6 HP 592 1 No-Bid No-Bid No-Bid No-Bid
4. B400R 3 $5,135.00 $4,230.00 $3,574.00 $9,200.00
5. Allison Series 2100/2200 2 $2,309.00 $2,305.00 $2,195.00 $3,550.00
6. Allison B300R 2 $5,135.00 $4,230.00 $3,574.00 $8,200.00
Funds are budgeted each fiscal year for this on-going expense: Transportation
Fund ? METRA FTA (UMTA), Bus Transmissions; 0751-610-2400-MFTA-7728; (City 10%;
Federal 80% and state 10%).
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH
LAYNE INLINER, LLC., (TUCKER, GA) IN THE AMOUNT OF $3,206,851.50 FOR STORM
DRAIN PIPE CITY SERVICES; AND TO FURTHER AUTHORIZE THE EXECUTION OF CHANGE
ORDER NO. 1, WHICH IS A $1,204,265.50 REDUCTION, FOR A TOTAL CONTRACT AMOUNT OF
$2,002,586.00.
WHEREAS, the project consists of the following major elements: performing
cured-in-place rehabilitation of 3,800 feet of 12 to 18-inch pipe, 4,000 feet
of 24 to 36-inch pipe and 1,000 feet of 42 to 60-inch pipe; performing CCTV
inspection of 1,200 feet of 10 to 24-inch pipe and 1,900 feet of 30 to 60-inch
pipe; and miscellaneous point repairs, manhole height adjustments and
installation of manholes; and,
WHEREAS, Alternate No. 1 includes cured-in-place rehabilitation of 30 feet of
48x24-inch and 1,900 feet of 72x48-inch sewers; and,
WHEREAS, the Engineering Department requests a change in order to reduce
Alternate No. 1 by an amount of $1,204,265.50.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a construction
contract with Layne Inliner, LLC in the amount of $3,206,851.50 for storm drain
pipe rehabilitation services; and to further authorize the execution of Change
Order 1, which is a $1,204,265.50 deduction, for a total contract amount of
$2,002,586.00. Funds are budgeted in the FY13 Budget: Special Project/Capital
Project Fund ? Capital Projects ? Sewer Fund Supported Projects ?
Drainage/Street Improvements ? Pipe Rehabilitation; 0508 - 660 -2000 ? CPSF
-7622 ? 20770 ? 20120 and 20130 also LOST/Infrastructure Fund ? Engineering ?
Drainage/Street Improvements ? Pipe Rehabilitation Project; 0109 ? 250 ? 9901 ?
LOST ? 7622 ? 94005 ? 20130.
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 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 EXECUTION OF A CONTRACT WITH LANDMARK
GRADING COMPANY, INC., (FT. MITCHELL, AL) ROBINSON PAVING COMPANY (COLUMBUS,
GA), AND SOUTHEASTERN SITE DEVELOPMENT, INC., (NEWNAN, GA) TO PROVIDE
INSTALLATION OR REPLACEMENT OF SIDEWALKS AND ADA RAMPS, AND MINOR CONCRETE
WORK. THE SERVICES WILL BE PERFORMED ON AN AS-NEEDED BASIS AND THE CONTRACTORS
WILL SUBMIT QUOTES TO THE ENGINEERING DEPARTMENT AND THE PUBLIC SAFETY
DEPARTMENT FOR EACH PROJECT THAT ARISES DURING THE COURSE OF THE CONTRACT.
WHEREAS, an RFP was administered (RFP No. 13-0001) and five proposals
were received; and,
WHEREAS, the proposals submitted by Landmark Grading Company, Inc., Robinson
Paving Company and Southeastern Site Development, Inc., met all proposal; 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 a contract with
Landmark Grading Company, Inc., Robinson Paving Company, and Southeastern Site
Development, Inc., to provide installation or replacement of sidewalks and ADA
ramps, and minor concrete work on an as-needed basis. The contractors will
submit quotes to the Engineering Department and the Public Services 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 Department and the Public Services Department.
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 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 AUTHORIZING THE NEGOTIATION OF AN ANNUAL CONTRACT WITH
MANAGEMENT PARTNERS, INC., (CINCINNATI, OH) TO PROVIDE PERFORMANCE REVIEW AND
MANAGEMENT CONSULTING SERVICES.
WHEREAS, an RFP was administered (RFP No. 12-0016) and seventeen
proposals were received; and,
WHEREAS, the proposal submitted by Management Partners, Inc., met all proposal
requirements and is deemed most responsive to the RFP; and,
WHEREAS, the initial term of this 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 negotiate an annual
contract with Management Partners, Inc., to provide performance review and
management consulting services. Funds are budgeted in FY13 Budget: General
Fund ? Executive ? Mayor?s Office ? Consulting; 0101-110-1000-MAYR-6315. Funds
will be budgeted each Fiscal Year for the remaining years of the contract.
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 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 A SERVICE CONTRACT FOR VARIOUS TYPES OF
TRANSMISSIONS WITH JASPER ENGINES & TRANSMISSION AND RELIABLE TRANSMISSION
SERVICE, INC., (PEACHTREE CITY, GA) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF
$26,061.00.
WHEREAS, transmission repair and rebuild services are required for
METRA Transit System, and will be procured on an ?as needed? basis; and,
WHEREAS, the contract period shall be for three years, with the option
to renew for two 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 enter into a service
contract for various types of transmissions with Jasper Engines & Transmission
and Reliable Transmission Service, Inc., for the estimated annual contract
value of $26,061.00. Funds are budgeted each fiscal year for this ongoing
expense: Transportation Fund - METRA FTA (UMTA), Bus Engines,
0751-610-2400-MFTA-7728; (City 10%, Federal 80% and State 10%).
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 Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
Attachments
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