Columbus, Georgia

Georgia's First Consolidated Government

Post Office Box 1340
Columbus, Georgia, 31902-1340
(706) 653-4013
fax (706) 653-4016

Council Members

Agenda Item # 6





Columbus Consolidated Government

Council Meeting



May 29, 2007



Agenda Report # 152





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) TENNIS COURTS RESURFACING ? RFB NO. 07-0061



It is requested that Council authorize the execution of a contract with McGrath

Industries, LLC, d/b/a Talbot Tennis, in the amount of $10,770.00, for tennis

courts resurfacing. Talbot Tennis will resurface four (4) tennis courts at

Lakebottom Park.



Bid invitations were mailed to sixty-three (63) bid invitations were mailed and

specifications were posted on the City?s web page. Four bids were received on

April 30, 2007. This bid has been advertised, opened and reviewed. The

bidders were:



McGrath Industries, LLC d/b/a Talbot Tennis (Marietta, GA) $10,770.00

Competition Athletic Surfaces (Chattanooga, TN) 11,070.00

Add In Tennis & Fence, Inc. (Locust Grove, CA) 13,600.00

Qualls Striping Company (Columbus, GA) 16,000.00

Georgia Pedestrian Walkway (Riverdale, G) 160,000.00



Funds are budgeted in FY07 Budget: General Fund - Miscellaneous Contingency;

0101-590-2000-CONT-9801.

* * * * * *



(B) BODY ARMOR



It is requested that Council approve the purchase of body armor from GT

Distributors, Inc., via Georgia State Contract, SWC-40733 on an ?as needed

basis? for the estimated contract value of $30,000. The term of the State

contract is February 16, 2004 through October 31, 2007. The State Contract has

renewal options for future contract periods. Therefore, the City?s renewal of

the contract is contingent upon the vendor?s performance and contract renewal

by the State.



The Police, Sheriff and Marshal Department will wear the body armor for

protection. Other Public Safety Departments may also purchase the body armor.

Public Safety Departments will be able to purchase body armor from GT

Distributors, Inc., under the State Contract, which will eliminate the need to

request price quotes. Georgia Statewide contracts are approved for use by

local governments, and meet the requirements of the City?s Procurement

Ordinance.



Funds are budgeted each fiscal year for this on-going expense, various Public

Safety Departments - Operating Materials; 6728.



* * * * * *



(C) VEHICLE AND EQUIPMENT MAINTENANCE PARTS FACILITY (ANNUAL CONTRACT) ? RFP

NO. 07-0014



It is requested that Council approve a contract with Genuine Parts Company/NAPA

to provide a turnkey on-site vehicle and equipment maintenance parts facility

for the Public Services, Fleet Management Division. The contract will provide

personnel, management, parts and supplies necessary to run an efficient and

effective on-site parts operation. The parts facility will cover all hours

worked by each division of Public Services, including overtime due to peak

demand and emergency operations. The vendor will provide all parts,

(including grease, oil and tires) necessary to maintain, repair and operate

fleet vehicles and equipment.



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. One proposal was received, April 27, 2007

from the following offeror:



Genuine Parts Company/NAPA (Norcross, GA)



The proposal was reviewed by the Evaluation Committee members, which consisted

of representatives from the Public Services Department. During the evaluation

process, Genuine Parts Company/NAPA was deemed 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. 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

again with the responsive offeror. Cost information has been submitted to the

City Manager in a separate memo for information purposes.



Funds will be budgeted each fiscal year for this ongoing expense: Various

Accounts ? Auto Parts & Supplies ? 6721.

(D) MAINTENANCE AGREEMENT FOR GLOBAL POSITIONING SYSTEM



It is requested that Council authorize payment to First Communications in the

amount of $13,662.00 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, 2007 through April 30, 2008.



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

equipment 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 to this

equipment.



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 this system. In order to protect the

agreements with Motorola, they require that the work done on these GPS units be

done by an approved vender. The only vender approved by Motorola to work on

these GPS units is First Communications. Therefore, the vendor is considered

an Only Know Source, per Section 3-114 of the Procurement Ordinance.



Funds are budgeted in the FY07 Budget: Emergency Telephone Fund ? Police ?

E-911 Communications Center- Service Contracts; 0209-400-3220-E911-6513.



* * * * * * *



(E) PORTAL CURTAINS FOR THE CIVIC CENTER



It is requested that Council approve the purchase of portal curtains for the

Civic Center in the amount of $12,459.20 from Structure Design and Exhibits

(formerly Command Events).



The current portal curtains are 10 years old; some are torn, stained and

mildewed. Structure Design and Exhibits, formerly Command Events, provided and

installed the original portal curtains. The vendor will be making the new

curtains to match the fabric, color and sizes of the existing portal curtains.

Consequently, the vendor is the only known source provider for the curtains,

per Section 3-114 of the Procurement Ordinance.



Funds are budgeted in the FY07 Budget: Civic Center fund ? Civic Center ?

Operations - Capital Expenditures Over $5,000; 0757-160-1000 - CIVIC- 7761.





(F) REIMBURSEMENT TO PIONEER LITTLE LEAGUE



It is requested that Council approve reimbursement to Pioneer Little League in

the amount of $15,000.00 for payment of field renovations at Britt David Park.



Pioneer Little League entered into a contract with Grant Sports Fields of

Columbus, GA to renovate, and bring up to standards, one baseball and one

softball field at the Britt David Park complex in preparation for tournaments

scheduled at the Park in June. The league contracted for the renovations to be

done on the worst two fields that would be the most expensive to renovate. The

league asked the City of Columbus to help out and renovate the remaining fields

(northwest and northeast fields) in preparation for the tournaments. To ensure

that all fields would be completed by the time of the tournaments, the

Department of Parks and Recreation requested that Grant Sports Fields provide a

quote on the remaining fields, since the vendor already had personnel and

equipment on site. The City Manager approved for the work to commence and to

reimburse Pioneer Little League who would pay the vendor, under their contract,

for all the field renovations performed at the park.



Funds are available in the FY07 Budget: General Fund - Miscellaneous

Contingency; 0101-590-2000-CONT-9801.





?ITEM A?

A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH MCGRATH INDUSTRIES,

LLC, D/B/A TALBOT TENNIS, IN THE AMOUNT OF $10,770.00, FOR TENNIS COURTS

RESURFACING.



WHEREAS, Talbot Tennis will resurface four (4) tennis courts at

Lakebottom Park..



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to execute a contract with

McGrath Industries, LLC, d/b/a Talbot Tennis, in the amount of $10,770.00, for

tennis courts resurfacing. Funds are budgeted in FY07 Budget, General Fund -

Miscellaneous Contingency; 0101-590-2000-CONT-9801.

_________________________________________





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 BODY ARMOR FROM GT DISTRIBUTORS, INC.,

VIA THE GEORGIA STATEWIDE CONTRACT SWC-40733 ON AN ?AS NEEDED BASIS? FOR THE

ESTIMATED CONTRACT VALUE OF $30,000.



WHEREAS, the term of the State contract is February 16, 2004 through

October 31, 2007. The State Contract has renewal options for future contract

periods. Therefore, the City?s renewal of the contract is contingent upon the

vendor?s performance and contract renewal by the State; and,



WHEREAS, Georgia Statewide contracts are approved for use by local

governments, and meet the requirements of the City?s procurement ordinance.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to purchase Body Armor from

GT Distributors, Inc., via the Georgia Statewide Contract SWC-40733 on an ?as

needed basis? for the estimated contract value of $30,000. The term of the

State contract is February 16, 2004 through October 31, 2007. The State

Contract has renewal options for future contract periods. Therefore, the

City?s renewal of the contract is contingent upon the vendor?s performance and

contract renewal by the State. Funds are budgeted each fiscal year for this

on-going expense: Various Public Safety Departments - Operating Materials;

6728.

_________________________________________



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 THE EXECUTION OF A CONTRACT FOR VEHICLE AND

EQUIPMENT MAINTENANCE PARTS FACILITY WITH GENUINE PARTS COMPANY/NAPA.



WHEREAS, an RFP was administered (RFP No. 07-0014) and one proposal was

received; and,



WHEREAS, the proposal submitted by Genuine Parts Company/NAPA, met all proposal

requirements and is deemed 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 a contract with Genuine

Parts Company/NAPA for Vehicle and Equipment Maintenance Parts Facility. Funds

will be budgeted each fiscal year for this ongoing expense: Various Accounts ?

Auto Parts & Supplies ? 6721.

_________________________________________



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 PAYMENT TO FIRST COMMUNICATIONS IN THE AMOUNT

OF $13,662.00 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, 2007 THROUGH APRIL 30, 2008.



WHEREAS, the 911 Center operates a Global Positioning System to record

the location of all Public Safety Units that are equipped with this system.

This equipment 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 provide 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 to this

equipment.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS

FOLLOWS:



That the City Manager is hereby authorized to make payment to First

Communications in the amount of $13,662.00 for an annual maintenance agreement

for the Police Department/E-911 Center?s global positioning system from.

Funds are budgeted in the FY07 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 ____________, 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 E?

A RESOLUTION



NO.____________



A RESOLUTION AUTHORIZING THE PURCHASE OF PORTAL CURTAINS FOR THE CIVIC

CENTER IN THE AMOUNT OF $12,459.20 FROM STRUCTURE DESIGN AND EXHIBITS (FORMERLY

COMMAND EVENTS).



WHEREAS, the current portal curtains are 10 years old; some are torn,

stained and mildewed. Structure Design and Exhibits, formerly Command Events,

provided and installed the original portal curtains. The vendor will be making

the new curtains to match the fabric, color and sizes of the existing portal

curtains. Consequently, the vendor is the only known source provider for the

curtains, per Section 3-114 of the Procurement Ordinance.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS

FOLLOWS:



That the City Manager is hereby authorized to purchase portal curtains

for the Civic Center in the amount of $12,459.20 from Structure Design and

Exhibits. Funds are budgeted in the FY07 Budget: Civic Center Fnd ? Civic

Center ? Operations - Capital Expenditures Over $5,000; 0757-160-1000 - CIVIC-

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 F?

A RESOLUTION



NO.____________



A RESOLUTION AUTHORIZING REIMBURSEMENT TO PIONEER LITTLE LEAGUE IN THE

AMOUNT OF $15,000.00 FOR PAYMENT OF FIELD RENOVATIONS AT BRITT DAVID PARK.



WHEREAS, Pioneer Little League entered into a contract with Grant

Sports Fields of Columbus, GA to renovate, and bring up to standards, one

baseball and one softball field at the Britt David Park complex in preparation

for tournaments scheduled at the Park in June. The league contracted for the

renovations to be done on the worst two fields that would be the most expensive

to renovate. The league asked the City of Columbus to help out and renovate the

remaining fields (northwest and northeast fields) in preparation for the

tournaments. To ensure that all fields would be completed by the time of the

tournaments, the Department of Parks and Recreation requested that Grant Sports

Fields provide a quote on the remaining fields, since the vendor already had

personnel and equipment on site. The City Manager approved for the work to

commence and to reimburse Pioneer Little League who would pay the vendor, under

their contract, for all the field renovations performed at the park..



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS

FOLLOWS:



That the City Manager is hereby authorized to make payment to Pioneer

Little League in the amount of $15,000.00 as reimbursement for field

renovations at Britt David Park. Funds are available in the FY07 Budget:

General Fund - Miscellaneous Contingency; 0101-590-2000-CONT-9801.

_________________________________________





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

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