Agenda Item # 12
Columbus Consolidated Government
Council Meeting
May 14, 2013
Agenda Report # 79
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) 8-YARD REFUSE TRUCK
It is requested that Council authorize the purchase of one (1) 8-Yard Refuse
Collection Truck cab and chassis (2013 Kenworth T270), from TransPower,
Incorporation, (Albany, GA) in the amount of $72,110.00; and the purchase of
one (1) 8-Yard Refuse Collection Truck body (2012 New Way 8 Yard Diamondback),
from Consolidated Disposal Systems, Inc., (Smyrna, GA) in the amount of
$33,350.00, plus flipper arms at $3,750.00, for a total cost of $37,100.00.
The total overall cost of the 8-Yard Refuse Collection Truck with flipper arms
is $109,210.00. It is also requested that Council authorize the City Manager
to execute a Supplement Lease under the GMA Direct Lease Program.
This vehicle was approved via the FY13 Integrated Waste Equipment Purchases.
It will be used by the Waste/Recycling Collection Division. It is a replacement
vehicle.
TransPower, Incorporation was the awarded vendor for RFB 12-0056 for the cab
and chassis, and has agreed to provide the additional cab and chassis for the
awarded bid price of $72,110.00.
Consolidated Disposal Systems, Inc., was the awarded vendor for RFB 12-0056 for
the body, and has agreed to provide the additional body for the FY13 bid price
of $33,350.00. The user department requested that flipper arms be added to the
bodies to facilitate the recycling process utilizing the new recycling
containers. Consolidated Disposal Systems, Inc., has advised that these arms
will cost $3,750.00, for a total cost of $37,100.00.
Funds are budgeted in the GMA Direct Lease Program
* * * * * * * * * *
(B) PAYMENT FOR AERIAL PHOTOGRAMMETRIC SERVICES
It is requested that Council approve payment to PhotoScience (Norcross, GA), in
the amount of $147,000.00 for aerial photogrammetric services.
In December, per Resolution 377-12, Council approved a Memorandum of
Understanding (MOU) to partner with Newton County and Bibb County for mutual
support in acquiring new aerial photography and data for all counties. This
was to be accomplished under an existing contract held by Newton County with
PhotoScience. Consequently, the MOU stated that Newton County would receive
funds from the City and pay the vendor directly.
As a result of this partnership, the City will receive county-wide High
Resolution Aerial Photography, and county-wide 2-ft elevation contours for use
in the City's Geographic Information System. The aerial photography has not
been updated since 2010 and the elevation data has not been updated county-wide
since 2004. The services are required due to ongoing development in the
Columbus/Fort Benning area. As new development occurs, updated aerial imagery
is required for property appraisal, Public Safety and Engineering.
The work has been performed, data has already been collected and the vendor is
in the process of developing the data for the City?s use. However, Newton
County does not recognize the MOU for the mutual support. Therefore, the City
must now pay the vendor directly for services rendered. Additionally, the
Columbus Water Works will pay $20,000 toward this purchase.
Funds are available in the FY13 Budget: Special Projects - Capital Projects
Funds ? Paving Fund Supported Capital Projects ? Professional Services ? Aerial
Photography/Mapping; 0508-660-3000-CPPF-6311-21074-20130. Special Projects -
Capital Projects Funds ? Stormwater Fund Supported Capital Projects ?
Professional Services ? Aerial Photography/Mapping;
0508-660-2000-CPSF-6311-21094-20130.
* * * * * * * * * *
(C) MAINTENANCE AGREEMENT FOR GLOBAL POSITIONING SYSTEM
It is requested that Council authorize payment to Columbus Communications, in
the amount of $28,446.00, for the annual maintenance agreement for the Police
Department/E-911 Center?s Global Positioning System. The maintenance agreement
will cover the period of May 1, 2013 through April 30, 2014.
The 911 Center operates a Global Positioning System (GPS) to record the
location of all Public Safety units that are equipped with this system. This
system allows the dispatchers to look at a map and find the location of all the
equipped vehicles. This system is critical for the safety of Public Safety
units in that it provides a ?second chance? to find the exact location of a
unit in an emergency situation. The City has maintained a full coverage
maintenance agreement on this equipment due to its importance, and as an
expense control measure when making the necessary repairs and adjustments.
The GPS units work in conjunction with the Motorola Mobile Data System
components located within the cars and at the 911 Center. The City has a
maintenance agreement with Motorola on the Mobile Data System. In order to
protect the agreements with Motorola, they require the work done on these GPS
units be performed by an approved vender. The only vender approved by Motorola
to work on these GPS units is Columbus Communications. Therefore, the vendor
is considered an Only Know Source, per Section 3-114 of the Procurement
Ordinance.
Funds are budgeted in the FY13 Budget: Emergency Telephone Fund ? Police ?
E-911 Communications Center- Service Contracts; 0209-400-3220-E911-6513.
* * * * * * * * * *
(D) F&E FOR THE RECYCLING CENTER ? RFB NO. 13-0040
It is requested that Council authorize the purchase of furniture for the
Recycling Center from Malone Office Environments (Columbus, GA) in the amount
of $42,583.88 (which equates to the actual bid amount of $45,892.73 minus the
$3,308.85 savings shown below).
The furniture consists of a desk, a credenza, various types of chairs, various
types of tables to be used in the education/training area, lobby, breakrooms
and contractor?s office at the facility.
The attachment below lists the furniture required at the Recycling Center.
Furniture currently being utilized has been identified to replace some of the
furniture requested to be purchased for the Recycling Center. This furniture
will become available after departments move to the Citizens Service Center.
The potential savings amount to $3,308.85.
Postcard invitations were mailed to sixty-five vendors, and bid specifications
were posted on the websites of the City, Georgia Procurement Registry, and
DemandStar. This bid has been advertised, opened and reviewed. One bid was
received on February 27, 2013 from the Malone Office Environments.
The Purchasing Division performed a research to determine why other vendors did
not submit a bid. The reasons were the other vendors did not provide the
specified brands and/or the vendors were tied up on other bids of this nature.
On March 5, 2013, the Purchasing Division opened the bid from Malone Office
Environments.
Funds are budgeted in the FY13 Budget: 2010 CBA Bonds ?
Recycling/Sustainability Center ? General Construction ? Recycling Center;
0559-800-2150-BARE-7661-82005-20100.
Emergency Purchase ? Information Only
Emergency Purchase of Dredging Services for Lake at Sugar Mill Watershed:
On May 5, 2013, the Engineering Department requested emergency services to
dredge the lake for Sugar Mill Watershed (lake located behind Sugar Mill
Apartments). Dredging the lake to remove unwanted silt must be performed in
a timely manner to prevent potential flood water damages, and erosion problems
to adjacent properties.
Some dredging of this same lake, along with the Charter Oaks Watershed, was
performed after the flood event on Teak Drive. Siltation has continued to move
downstream and it is once again impacting the outlet control structure.
The vendor, All Things Water (Elkhart, Indiana), has the unique equipment and
the approved method for removing the lake silt. This process was used during
the previous dredging and deemed acceptable by the Engineering Department
because it has less impact on the surrounding properties. The prior contractor
has sold their equipment to All Things Water, and the same operators worked on
the City?s last project. There are no contractors in Columbus that have the
unique equipment and procedure for silt removal in the manner desired. The
vendor has submitted a quote of $49,500.00 to perform the work.
The City Manager approved the emergency on May 7, 2013.
Funds are available in the FY13 Budget: Special Projects - Capital Projects
Funds ? Stormwater Fund Supported Capital Projects ? Drainage ? Sugar Mill
Watershed; 0508-660-2000-CPSF-7622-21100-20130.
?ITEM A (1)?
A RESOLUTION
NO.________
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) 8-YARD REFUSE
COLLECTION TRUCK CAB AND CHASSIS (2013 KENWORTH T270), FROM TRANSPOWER,
INCORPORATION, (ALBANY, GA) IN THE AMOUNT OF $72,110.00; AND THE PURCHASE OF
ONE (1) 8-YARD REFUSE COLLECTION TRUCK BODY (2012 NEW WAY 8 YARD DIAMONDBACK),
FROM CONSOLIDATED DISPOSAL SYSTEMS, INC., (SMYRNA, GA) IN THE AMOUNT OF
$33,350.00, PLUS FLIPPER ARMS AT $3,750.00, FOR A TOTAL COST OF $37,100.00.
THE TOTAL OVERALL COST OF THE 8-YARD REFUSE COLLECTION TRUCK WITH FLIPPER ARMS
IS $109,210.00.
WHEREAS, this vehicle was approved via the FY13 Integrated Waste
Equipment Purchases. It will be used by the Waste/Recycling Collection
Division. It is a replacement vehicle.
WHEREAS, TransPower, Incorporation was the awarded vendor for RFB 12-0056 for
the cab and chassis, and has agreed to provide the additional cab and chassis
for the awarded bid price of $72,110.00; and,
WHEREAS, Consolidated Disposal Systems, Inc., was the awarded vendor for RFB
12-0056 for the body, and has agreed to provide the additional body for the
FY13 bid price of $33,350.00. The user department requested that flipper arms
be added to the bodies to facilitate the recycling process utilizing the new
recycling containers. Consolidated Disposal Systems, Inc., has advised that
these arms will cost $3,750.00, for a total cost of $37,100.00.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) 8-Yard
Refuse Collection Truck cab and chassis, from TransPower, Inc., (Albany, GA) in
the amount of $72,110.00, and one (1) 8-Yard Refuse Collection Truck body, with
flipper arms, from Consolidated Disposal Systems, Inc., (Smyrna, GA) in the
amount of $37,100.00. Funds are budgeted in the GMA Direct Lease Program
.
_______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2013 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 A (2)?
A RESOLUTION
NO.________
RESOLUTION FOR SUPPLEMENTAL LEASES
A RESOLUTION TO AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE ONE OR MORE
LEASE SUPPLEMENTS FOR A LEASE OR LEASES UNDER THE GMA DIRECT LEASING PROGRAM;
TO DESIGNATE SUCH LEASES AS QUALIFIED TAX-EXEMPT OBLIGATIONS; TO PROVIDE AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS, the City has entered into a Master Lease (the ?Master Lease?) dated as
of ______________________, with Georgia Municipal Association, Inc. for the
leasing from time to time of certain equipment, machinery or other personal
property pursuant to Supplemental Leases;
NOW THEREFORE, BE IT RESOLVED OR ORDAINED AS FOLLOWS BY THE GOVERNING BODY OF
THE CITY:
1. The City Manager of the City is hereby authorized and directed to execute
and deliver a Lease Supplement pursuant to the Master Lease to put into effect
one or more leases for one (1) 8-Yard Refuse Collection Truck (the ?Leased
Property?); said officer of the City is authorized and directed in the name and
on behalf of the City to execute and deliver (i) one or more Lease Supplements
for items of the Leased Property in substantially the form attached to the
Master Lease, with such changes and additions as may be approved by said
officer, and (ii) such other documents as may be deemed by such officer to be
necessary or desirable to effect the purposes hereof or of the Master Lease,
and such execution shall constitute conclusive evidence that the executed
document has been authorized and approved hereby; the aforesaid officer is
further authorized to do all things necessary or appropriate to effectuate the
purposes hereof.
2. An appropriation in the City?s current operating budget has previously
been made which shall be sufficient to pay the ?Rentals? and the ?Termination
Payment? during the ?Starting Term? under such Lease Supplements; or
(check box if applicable)
An appropriation from unappropriated and unreserved funds in the
City?s current operating budget is hereby made for the ?Rentals? and the
?Termination Payment? during the ?Starting Term? under such Lease Supplements,
and the budget of the City is hereby amended to reflect such appropriation to
the extent necessary.
3. The lease or leases contemplated by the said Lease Supplements are hereby
designated ?Qualified Tax-Exempt Obligations? within the meaning of Section
265(b)(3) of the Internal Revenue Code of 1986, as amended, and said officer
shall be authorized to confirm such designation by execution of appropriate
documents in connection therewith.
4. This authorization shall be effective immediately.
CLERK?S CERTIFICATE
The undersigned hereby certifies that he or she is the Clerk of the Columbus,
Georgia (the ?City?), and that the foregoing is a true copy of the Resolution
or Ordinance [Check One] adopted by the governing body of the City at a
meeting duly held on the _______________ , 20___, at which a
quorum was present and acting throughout, and that the same has not been
rescinded or modified and is now is in full force and effect. Given under the
seal of the City, this ___________________, 20______.
(SEAL) __________________________________
City Clerk
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2013 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 PAYMENT TO PHOTOSCIENCE (NORCROSS, GA), IN
THE AMOUNT OF $147,000.00 FOR AERIAL PHOTOGRAMMETRIC SERVICES.
WHEREAS, in December, per Resolution 377-12, Council approved a Memorandum of
Understanding (MOU) to partner with Newton County and Bibb County for mutual
support in acquiring new aerial photography and data for all counties. This
was to be accomplished under an existing contract held by Newton County with
PhotoScience. Consequently, the MOU stated that Newton County would receive
funds from the City and pay the vendor directly; and,
WHEREAS, as a result of this partnership, the City will receive county-wide
High Resolution Aerial Photography, and county-wide 2-ft elevation contours for
use in the City's Geographic Information System. The aerial photography has not
been updated since 2010 and the elevation data has not been updated countywide
since 2004. The services are required due to ongoing development in the
Columbus/Fort Benning area. As new development occurs, updated aerial imagery
is required for property appraisal, Public Safety and Engineering; and,
WHEREAS, the work has been performed, data has already been collected and the
vendor is in the process of developing the data for the City?s use. However,
Newton County does not recognize the MOU for the mutual support. Therefore,
the City must now pay the vendor directly for services rendered. Additionally,
the Columbus Water Works will pay $20,000 toward this purchase.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to
PhotoScience (Norcross, GA), in the amount of $147,000.00 for aerial
photogrammetric services. Funds are budgeted in FY13 Budget Special Projects -
Capital Projects Funds ? Paving Fund Supported Capital Projects ? Professional
Services ? Aerial Photography/Mapping; 0508-660-3000-CPPF-6311-21074-20130.
Special Projects - Capital Projects Funds ? Stormwater Fund Supported Capital
Projects ? Professional Services ? Aerial Photography/Mapping;
0508-660-2000-CPSF-6311-21094-20130.
_____________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2013 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 PAYMENT TO COLUMBUS COMMUNICATIONS, IN THE
AMOUNT OF $28,446.00, FOR AN ANNUAL MAINTENANCE AGREEMENT FOR THE POLICE
DEPARTMENT/E-911 CENTER?S GLOBAL POSITIONING SYSTEM. THE MAINTENANCE AGREEMENT
WILL COVER THE PERIOD OF MAY 1, 2013 THROUGH APRIL 30, 2014.
WHEREAS, the 911 Center operates a Global Positioning System (GPS) to
record the location of all Public Safety units that are equipped with this
system. This system allows the dispatchers to look at a map and find the
location of all the equipped vehicles; and,
WHEREAS, the City has maintained a full coverage maintenance agreement on this
equipment due to its importance, and as an expense control measure when making
the necessary repairs and adjustments; and,
WHEREAS, the GPS units work in conjunction with the Motorola
Mobile Data System components located within the cars and at the 911 Center.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Columbus
Communications in the amount of $28,446.00 for an annual maintenance agreement
for the Police Department/E-911 Center?s global positioning system. Funds are
budgeted in the FY13 Budget: Emergency Telephone Fund ? Police ? E-911
Communications Center- Service Contracts; 0209-400-3220-E911-6513.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____ day of____________________, 2013 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 THE PURCHASE OF FURNITURE FOR THE RECYCLING
CENTER FROM MALONE OFFICE ENVIRONMENTS (COLUMBUS, GA) IN THE AMOUNT OF
$42,583.88.
WHEREAS, the furniture consists of a desk, a credenza, various types of chairs,
various types of tables to be used in the education/training area, lobby,
breakrooms and contractor?s office at the facility.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase furniture for
the Recycling Center from Malone Office Environments (Columbus, GA) in the
amount of $42,583.88. Funds are budgeted in the FY13 Budget: 2010 CBA Bonds ?
Recycling/Sustainability Center ? General Construction ? Recycling Center;
0559-800-2150-BARE-7661-82005-20100.
_______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2013 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