Agenda Item #__4____
Columbus Consolidated Government
Council Meeting
September 11, 2007
Agenda Report #__194___
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
________________________________________________________________________________
________
(A) FIRST-CLASS MAIL PRE-SORT SERVICES (ANNUAL CONTRACT) ?
RFP NO. 07-0019
It is requested that Council approve the annual contract for first-class mail
pre-sort services from Columbus Presort. The firm will provide first-class
mail pre-sort services on a daily basis. Services will also include specific
seasonal or emergency mailings, as well as bulk mail pre-sort when applicable.
The contractor will provide all seasonal and necessary labor and equipment for
such services. The City averages approximately 50,000 first-class letters a
month
On a daily basis, the contractor shall provide the following services:
Pick-up mail at least twice (2 times) daily. The first pick-up at
approximately 11:45 a.m.; second and any additional pick-ups will be scheduled
at the discretion of the mailroom personnel and the contractor to ensure
delivery to the Post Office the same day.
Pre-sort and deliver mail to the Post Office on the date it is metered by the
City.
Meter mail that is pre-sortable, but may have been missed in the meter process
in the City?s mailroom;
Pay postage on residuals (items thought to be pre-sortable but are not).
Contractor will receive reimbursement.
Contractor shall also provide seasonal and/or emergency mailings services:
Departments may utilize the contractor directly for specific mailings unique to
that department (i.e. Tag Office, Tax Office, Voter Registration, Revenue
Division, etc.) The departments will make arrangements with the contractor and
will be charged separately for such services.
Note: This mail may not be funneled through the mailroom due to the time
factor involved or the uniqueness of the service required. Therefore,
departments may contact contractor directly.
2. Contractor will make emergency pick-ups as needed, when notified.
The term of this 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.
The RFP specifications were posted on the City?s website. The RFP has been
advertised, opened and evaluated. Proposals were received, May 30, 2007, from
the following two offerors:
Columbus Presort (Columbus, GA)
Dove Mailing, Inc. (Atlanta, GA)
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from the Information Technology, Tax Commissioner?s Office
and Finance Department. Two representatives from the City Manager?s Office
served in advisory positions and were not voting members.
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 offeror, 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. The evaluation results and cost information
has been submitted to the City Manager in a separate memo for informational
purposes.
Funds will be budgeted each fiscal year for this ongoing expense. Various
Accounts ? Postage 6625.
* * * * * *
(B) HANDHELD EXPLOSIVE TRACE DETECTOR ? RFP NO. 07-0017
It is requested that Council authorize the purchase of a handheld explosive
trace detector from Implant Sciences (Wakefield, MA).
The recommended vendor will provide a handheld explosive trace detector, with
vapor and swipe capabilities, to be used by the Columbus Office of Homeland
Security. The unit is a handheld device that has the capability to detect
explosives as well as narcotics. It can detect explosives/narcotics in
luggage, mail, cars, clothing, electronic articles, backpacks, documents, etc.
Requests for proposals were mailed to eighteen vendors. This RFP has been
advertised and posted on the City?s web page. Proposals were received on May
18, 2007 from four offerors:
Implant Sciences (Wakefield, MA)
Detectachem (Houston, TX)
Control Screening (Fairfield, NJ)
GE Security (Wilmington, MA)
Proposals were reviewed by the Evaluation Committee, which consisted of voting
representatives from the Fire and EMS Department, Police Department and
Sheriff?s Department. A representative from the Department of Homeland
Security served in an advisory capacity. The Evaluation committee deemed the
proposal from Implant Sciences most responsive to the RFP specifications.
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 offeror, 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. Evaluation results and cost information has
been submitted to the City Manager in a separate memo, for informational
purposes.
Funds are budgeted in FY08 Budget: Multi-Government Project Fund ? Fire/EMS ?
Critical Infrastructure Protection Grant ? Capital Expenditures-Over $5,000.00
? Traffic Counters; 0216-410-3926-CIPG-7761.
* * * * * *
(C) TICKETING SERVICES
It is requested that Council approve the agreement to extend the contract with
Ticketmaster L.L.C. to provide ticketing services for various events held at
the Columbus Civic Center. Ticketmaster will assess and receive charges and
fees, for tickets, in the amounts set forth in Exhibit A (See Attachment). The
Principal (City) shall be entitled to receive Ticket sales royalties from
Ticketmaster in the amounts set forth in Exhibit A. As an incentive to
extend the contract, Ticketmaster has increased the annual advertising
allowance from $5,000 to $10,000, to be provided to the City per contract year,
to advertise and promote Ticketmaster as the source for advance tickets to
attractions held at the facility. The allowance shall be paid to the City
within thirty (30) days of the beginning of each contract year.
The contract term shall be for five (5) years, commencing on September 2007,
through August 31, 2012.
Funds will be deposited into the following Revenue Accounts: Civic Center ?
Ticket Sales, 0757-160-2100-HOCK-4573, 0757-160-2200-FOTB-4573,
0757-160-2500-EVNT-4573; Civic Center ? Facility Fees, 0757-160-2200-4574,
0757-160-2500-4574; Civic Center ? Parking Fees, 0757-160-2500-4568; Sales Tax
0757-2066 Revenue.
(D) EFFINGHAM WAY DRAINAGE IMPROVEMENTS PHASE I & II ? RFB NO. 08-0001
It is requested that Council authorize the execution of a construction contract
with Abney Grading & Paving, Inc., in the amount of $1,723,689.00, for phases I
and II of drainage improvements on Effingham Way. The work includes: soil and
erosion control; demolition; clearing and grubbing; earthwork; grassing;
concrete site work; hot mixed asphalt pavement; storm sewerage; landscape work;
gabions and cast-in-place concrete.
Bid invitations were mailed to eighty-four vendors and were posted on the
City?s web site. Five bid responses were received on August 17, 2007. This
bid has been advertised, opened and reviewed. The bidders were:
Vendor Phase I Phase II Total Bid DBE Participation
Abney Grading & Paving, Inc.
(Phenix City, AL) $1,476,750.00 $246,939.00 $ 1,723,689.00 *0.00%
Earth-Scapes, Inc.
(Phenix City, AL) 1,844,777.00 251,000.00 2,095,777.00 7.25%
Gerald Brooks Construction
(Phenix City, AL) 1,775,485.00 363,515.00 2,139,000.00 5.5%
Cline Service Corporation
(Columbus, GA) 1,950,000.00 300,000.00 2,250,000.00 TBD
McMath-Turner Construction
(Columbus, GA) 1,991,312.00 332,690.00 2,324,002.00 10.00%
*The Purchasing Division is encouraging Abney Grading & Paving, Inc., to
revisit their DBE Participation.
Funds are budgeted in FY08 Budget, Lease Revenue Bonds/2003A ? Storm Water
Enhancement ? Contingency ? Effingham Way Storm Water;
0554-200-2439-CBA-9801-40238-20070.
?ITEM A?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH COLUMBUS
PRESORT TO PROVIDE FIRST-CLASS MAIL PRE-SORT SERVICES
WHEREAS, an RFP was administered (RFP No. 07-0019) and two proposals were
received; and,
WHEREAS, the proposal submitted by Columbus Presort, met all proposal
requirements and is deemed most responsive to the RFP; and,
WHEREAS, the 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 Columbus Presort to provide First-Class Mail Presort Services.
Funds will be budgeted each fiscal year for this on going expense, Various
Accounts ? Postage 6625.
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 A HANDHELD EXPLOSIVE TRACE DETECTOR
FROM IMPLANT SCIENCES (WAKEFIELD, MA) THE UNIT WILL BE USED BY THE COLUMBUS
OFFICE OF HOMELAND SECURITY.
WHEREAS, an RFP was administered (RFP No. 07-0017) and four proposals were
received; and,
WHEREAS, the proposal submitted by Implant Sciences, met all proposal
requirements and is deemed most responsive to the RFP.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase a handheld
explosive trace detector from Implant Sciences (Wakefield, MA). Funds are
budgeted in FY08 Budget: Multi-Government Project Fund ? Fire/EMS ? Critical
Infrastructure Protection Grant ? Capital Expenditures-Over $5,000.00 ? Traffic
Counters; 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
?ITEM C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING AN EXTENDED FIVE-YEAR CONTRACT COMMENCING
SEPTEMBER 2007 ? AUGUST 31, 2012 WITH TICKETMASTER TO PROVIDE TICKETING
SERVICES FOR COLUMBUS CIVIC CENTER.
WHEREAS, Ticketmaster provide ticketing services to assess and receive charges
and fees in the amounts set forth in Exhibit A; and,
WHEREAS, the Principal (City) shall be entitled to receive Ticket sales
royalties from Ticketmaster in the amounts set forth in Exhibit A; and,
WHEREAS, as an incentive to extend the contract, Ticketmaster has increased the
annual advertising allowance from $5,000 to $10,000, to be provided to the City
per contract year, to advertise and promote Ticketmaster as the source for
advance tickets to attractions held at the facility. The allowance shall be
paid to the City within thirty (30) days of the beginning of each contract
year; and,
WHEREAS, the contract term shall be for five (5) years, commencing September
2007, through August 31, 2012.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to extend the contract with
Ticketmaster, for five-years commencing September 2007 through August 2012, to
provide ticketing services for Columbus Civic Center. Funds will be deposited
into the following Revenue Accounts: Civic Center ? Ticket Sales,
0757-160-2100-HOCK-4573, 0757-160-2200-FOTB-4573, 0757-160-2500-EVNT-4573;
Civic Center ? Facility Fees, 0757-160-2200-4574, 0757-160-2500-4574; Civic
Center ? Parking Fees, 0757-160-2500-4568; Sales Tax, 0757-2066.
______________________________
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 EXECUTION OF A CONSTRUCTION CONTRACT WITH
ABNEY GRADING & PAVING, INC., IN THE AMOUNT OF $1,723,689.00, FOR PHASES I AND
II OF DRAINAGE IMPROVEMENTS ON EFFINGHAM WAY.
WHEREAS, the work includes: soil and erosion control; demolition; clearing and
grubbing; earthwork; grassing; concrete site work; hot mixed asphalt pavement;
storm sewerage; landscape work; gabions and cast-in-place concrete.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a construction
contract with Abney Grading & Paving, Inc., in the amount of $1,723,689.00, for
Phases I and II of drainage improvements on Effingham Way. Funds are budgeted
in FY08 Budget, Lease Revenue Bonds/2003A ? Storm Water Enhancement ?
Contingency ? Effingham Way Storm Water; 0554-200-2439-CBA-9801-40238-20070.
_________________________________________
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
No attachments for this document.