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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