Agenda Item # 1
Columbus Consolidated Government
Council Meeting
August 19, 2008
Agenda Report # 306
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
_____________________________________________________________________________
(A) ROOF REPLACEMENT AT GOVERNMENT CENTER TOWER ? RFB NO. 08-0073
It is requested that Council authorize the execution of a contract with M.
Jordan Roofing, Inc., in the amount of $294,704.00, for roofing services. M.
Jordan Roofing will provide all labor, equipment and materials required to
install a new SBS modified bitumen roof system at the Government Center Tower.
The work also includes repainting the Helipad symbol to match the existing
design and color.
Bid invitations were mailed to forty-six vendors, and specifications were
posted on the web page of the Purchasing Division. A mandatory pre-bid
conference/site visit was held on June 23, 2008; eleven vendors were
represented at the conference/site visit. Bid submittals were received from
five vendors. This bid has been advertised, opened and reviewed. The bidders
were:
VENDORS TOTAL BID
M. Jordan Roofing, Inc. (Manchester, GA) $294,704.00
All-Pro Roofing & Construction (Tucker, GA) 328,859.00
Ben Hill Roofing & Siding (Douglasville, GA) 329,999.00
Integrated Roofing Services (Marietta, GA) 366,500.00
Darton Roofing, Inc. (Fortson, GA) 468,562.00
Funds are budgeted in the FY09 Budget: General Fund Supported Capital
Projects-Building Maintenance & Repair-Government Center Renovations;
0508-660-1000-CPGF-6521-22173-20080.
(B) REPLACEMENT BUSES FOR METRA
It is requested that Council approve the purchase of four (4) 26-foot buses
from National Bus Sales (Marietta, GA) in the amount of $349,712.00 ($87,428.00
each). The purchase will be made via Georgia State Contract
#48400-140-0000003154B.
The four buses will replace units that are beyond their useful life, and will
be used to transport METRA customers.
Funds are budged in the FY09 Budget as follows: Two units will be funded
(Federal Share 80%, State Share 15% and City Share 5%) via 1999 Sales Tax
Project Fund-1999 SPLOST-99 SPLOST Buses- Buses ? ?Clean Air? Buses project;
0540-695-2137-TXBS-7724-50820-20030. The remaining two units will be 100%
funded via 1999 Sales Tax Project Fund-1999 SPLOST-99 SPLOST Buses- Buses
??Clean Air? Buses project; 0540-695-2137-TXBS-7724-50820-20030.
* * * * * * *
(C) BANKING SERVICES (ANNUAL CONTRACT) ? RFP NO. 08-0019
It is requested that Council approve the execution of a contract with Columbus
Bank & Trust for banking services. It is expected that the qualified banking
institute will offer the highest quality service at the best cost to the
taxpayers, and will maintain efficient operation and optimal return on
investment of idle cash for the benefit of the City. Contracting with Columbus
Bank & Trust will enable the City to invest balances overnight and receive
revenue from the money invested overnight.
Columbus Bank & Trust received the highest ranking and met and/or exceeded the
minimum qualifications of the RFP specifications listed below:
1. Maintain a full-service home office or branch in Columbus, Georgia and have
a branch network convenient to the City operations.
2. Has expertise on staff to provide a full range of banking services
to the City.
3. Has a secure web-based reporting system, which includes a minimum of
the following:
a. Daily reporting of ledger, collected, and available balances, total
debits and credits, detail debits and credits.
b. Account detail for current month and one prior month for review of
transactions.
c. Concentration/zero balance accounts daily interaction reporting.
d. Presentments of checks for controlled disbursement accounts not
later than 10:00 a.m. each day.
e. Wire transfer, ACH/EFT, and internal transfer initiation and
authorization.
f. Columbus Consolidated Government originated stop payments of check.
g. Return items charged against all city accounts.
h. Monthly statements to include check images.
4. Maintain a portfolio of investments and provide monthly report
listing securities and market value, safe kept by a third party (i.e. The
Federal Reserve Bank) and pledged to the City.
The term of this contract shall be for a period of five (5) years, beginning
September 1, 2008 through August 31, 2013. The contract will be contingent
upon annual appropriations of funds by the Columbus Council in accordance with
Official Code of Georgia Annotated Section 36-60-13, which states the contract
will terminate at the close of each fiscal year but will automatically renew
absent any positive action by the City.
The RFP specifications were posted on the City?s website. A Mandatory
Pre-Proposal Conference was held February 28, 2008, with six vendors
attending. The RFP has been advertised, opened and evaluated. Five proposals
were received March 21, 2008, from the following offerors:
Columbus Bank & Trust (Columbus, GA)
Wachovia Bank (Atlanta, GA)
SunTrust Bank (Columbus, GA)
Bank of America (Charlotte, NC)
Colonial Bank (Columbus, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from Finance and Information Technology Departments. The
committee also consisted of four-non-voting Advisors from the Finance
Department. 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(s), 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 highest ranked, responsive offeror. The
cost information and evaluation results have been submitted to the City Manager
in a separate memo for informational purposes.
Funds are available each fiscal year for this on-going expense: General Fund -
Finance Department ? Revenue-Occupation Tax ? Contractual Services;
0101-200-2200-REVS-6319.
?ITEM A?
A RESOLUTION
NO._________
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH M. JORDAN ROOFING,
INC., IN THE AMOUNT OF $294,704.00, FOR ROOFING SERVICES.
WHEREAS, M. Jordan Roofing will provide all labor, equipment and materials
required to install a new SBS modified bitumen roof system at the Government
Center Tower. The work also includes repainting the Helipad symbol to match
the existing color.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with M. Jordan
Roofing, Inc., in the amount of $294,704.00, for roofing services. Funds are
budgeted in the FY09 Budget: General Fund Supported Capital Projects-Building
Maintenance & Repair-Government Center Renovations;
0508-660-1000-CPGF-6521-22173-20080.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2008 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 FOUR (4) 26-FOOT BUSES FROM NATIONAL
BUS SALES (MARIETTA, GA) IN THE AMOUNT OF $349,712.00 ($87,428.00 EACH).
WHEREAS, the purchase will be made via Georgia State Contract
#48400-140-0000003154B; and,
WHEREAS, the four buses will replace units that are beyond their useful life,
and will be used to transport METRA customers.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase four (4) 26-foot buses
from National Bus Sales (Marietta, GA) in the amount of $349,712.00 ($87,428.00
each). Funds are budgeted in the FY09 Budget as follows: Two units will be
funded (Federal Share 80%, State Share 15%, and City Share 5%) via 1999 Sales
Tax Project Fund-1999 SPLOST-99 SPLOST Buses- Buses ? ?Clean Air? Buses
project; 0540-695-2137-TXBS-7724-50820-20030. The remaining two units will be
100% funded via 1999 Sales Tax Project Fund-1999 SPLOST-99 SPLOST Buses- Buses
??Clean Air? Buses project; 0540-695-2137-TXBS-7724-50820-20030.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2008 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 COLUMBUS BANK & TRUST
TO PROVIDE BANKING SERVICES.
WHEREAS, an RFP was administered (RFP No. 08-0019) and five proposals were
received; and,
WHEREAS, the proposals submitted by Columbus Bank & Trust met all proposal
requirements and is deemed most responsive to the RFP; and,
WHEREAS, the term of this contract shall be for five years beginning September
1, 2008 through August 31, 2013.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with
Columbus Bank & Trust to provide Banking Services. Funds are available each
fiscal year for this on-going expense: General Fund - Finance Department ?
Revenue-Occupation Tax ? Contractual Services; 0101-200-2200-REVS-6319.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2008 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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