Agenda Item #__4__
Columbus Consolidated Government
Council Meeting
April 10, 2007
Agenda Report #____125____
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ROADSIDE TRAFFIC COUNTERS/RECORDERS ? RFP NO. 07-0004
It is requested that Council authorize the purchase of roadside traffic
counters/recorders with required equipment and accessories from Control
Specialist Company. The Traffic Engineering Division will trade in twenty-five
existing MINI TRS Traffic Counters. The new traffic counters and recorders
will be used by the Traffic Engineering Division to collect traffic data for
the following evaluations:
Traffic Impact Studies
Speed Studies
- Average (Mean / Median) Speed
- 85th Percentile Speed
- Record speed of each vehicle and place vehicles within pre-selected speed
range such as groupings of 5 mph, for reporting purposes.
Posted Speed Limit
Volume Studies
- Volume on a pre selected time interval of 5,10,15, and 60-minute intervals
Identify peak volume periods
Vehicle Classification Studies using FHWA Vehicle Classification Standards
?Scheme F?.
Intersection Time Delay Studies
Requests for proposals were mailed to twenty-one vendors. This RFP has been
advertised and posted on the City?s web page. Proposals were received on
January 5, 2007 from three offerors:
Control Specialists Company (Winter Park, FL)
IRD-PAT Traffic, Inc. (Spring Grove, IL)
Transportation Control Systems (Tampa, FL)
Representatives from the Traffic Engineering Division field-tested each
proposed product for a 30-day period. Proposals were reviewed by the
Evaluation Committee, which consisted of representatives from the Traffic
Engineering Division, Transportation Planning Division and Information
Technology 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, 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, the Purchasing Division
will re-bid the project. Evaluation results and cost information has been
submitted to the City Manager in a separate memo, for informational purposes.
Funds are budgeted in FY07 Budget: Special Projects-Capital Project Fund ?
Paving Fund Supported Capital Projects ? Capital Expenditures-Over $5,000.00 ?
Traffic Counters; 0508-660-3000-CPPF-7761-21028-20070.
* * * * * * * * *
B) EMERGENCY PURCHASE OF EQUIPMENT UPGRADE FOR THE MAILROOM
It is requested that Council approve the emergency purchase of an equipment
upgrade for the mailroom from A-1 Postage Meters and Shipping Systems
(Columbus, GA) in the amount of $19,404.00. Additional cost will include the
following: Meter Rental @ $65.00 per month; Equipment maintenance @ 2,086.00
per year and Software care @ $650.00 per year.
The equipment includes the following:
One WJ250 Mailing System DWP Dynamic weighing Platform; including Shape Based
Pricing Processing and IMCM Accounting System Shape Based Module
Processes like weight mail at a rate of 250 per minute
Processes missed weight mail at up to 130 pieces per minute
Seals using regular tap water
5 standard advertising and mail class dies
PIN number accounting security
Meets current and all known future USPS requirements
Processes mail using new USPS shape based pricing rules
Extra large Ink Reservoir capable of up to 134,000 impressions per cartridge
Upgrades accounting system to Shape Based Pricing compatibility
Uses existing scale and printer to save money and continue under maintenance at
no additional cost
The US Postal Service has implemented a major rate and structure change that
dramatically alters how the City processes mail. The new initiative is termed
Shape-Based Pricing, which will not only increase postage rates, but it also
changes the way postage values are determined for mail pieces. Beginning May
14, 2007, the mail rate will be based on the size, weight and thickness.
Without this equipment mailroom staff would have to manually measure each piece
of mail processed. Last year the mailroom processed 109,757 pieces in house,
and 300,032 pieces through the City?s contracted pre-sort company.
Additionally, the meter currently in use (Hasler Meter Model 4280TMS) will be
phased out by December 31, 2008 by the U.S. Postal Service. The current
postage meter has a timeout feature. The Postal Service is requiring the use
of IBI Digital Postage Meters. This upgrade will include both features the IBI
Digital Postage Meter and the Shape-Based Pricing, which will bring the City
into compliance with the May 14, 2007, mandate and the December 31, 2008
mandate. Due to the May 17, 2007 mandate, the City Manager has deemed this
purchase an emergency.
Per Statewide contract SWC-070758, Hasler is one of the contracted
manufacturers to provide mail equipment to the State of Georgia; and also
contracted through WSCA (Western States Contract Alliance) Contract
#EPSO50076-A2-1, where the State of Georgia is a participant. A-1 Postage is
the authorized dealer for Hasler in the Columbus area. The equipment upgrade
is manufactured by Hasler.
Funds are available in the FY07 Budget: General Fund ? Miscellaneous ?
Non-Categorical ? Capital Expenditures Over $5000; 0101 ? 590 ? 3000 ? NCAT ?
7761. Funds will be budgeted each fiscal year, as needed, for the ongoing
maintenance and rental costs associated with the upgrade.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF ROADSIDE TRAFFIC COUNTERS/RECORDERS
WITH REQUIRED EQUIPMENT AND ACCESSORIES FROM CONTROL SPECIALISTS COMPANY, AND
TO TRADE-IN TWENTY-FIVE EXISTING MINI TRS TRAFFIC COUNTERS.
WHEREAS, an RFP was administered (RFP No. 07-0004) and three proposals were
received; and,
WHEREAS, the proposal submitted by Control Specialists Company 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 roadside
traffic counters/ recorders with required equipment and accessories from
Control Specialist Company. Funds are budgeted in FY07 Budget: Special
Projects-Capital Project Fund ? Paving Fund Supported Capital Projects ?
Capital Expenditures-Over $5,000.00 ? Traffic Counters;
0508-660-3000-CPPF-7761-21028-20070.
______________________________
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?ITEM B?
A RESOLUTION
NO.___________
A RESOLUTION AUTHORIZING THE EMERGENCY PURCHASE OF AN EQUIPMENT UPGRADE FOR THE
MAILROOM FROM A-1 POSTAGE METERS AND SHIPPING SYSTEMS (COLUMBUS, GA) IN THE
AMOUNT OF $19,404.00. ADDITIONAL COST WILL INCLUDE THE FOLLOWING: METER
RENTAL @ $65.00 PER MONTH; EQUIPMENT MAINTENANCE @ 2,086.00 PER YEAR AND
SOFTWARE CARE @ $650.00 PER YEAR.
WHEREAS, the US Postal Service has implemented a major rate and structure
change that dramatically alters how the City processes mail. The new
initiative is termed Shape-Based Pricing, which will not only increase postage
rates, but it also changes the way postage values are determined for mail
pieces. Beginning May 14, 2007, the mail rate will be based on the size,
weight and thickness; and,
WHEREAS, additionally, the meter currently in use (Hasler Meter Model 4280TMS)
will be phased out by December 31, 2008 by the U.S. Postal Service. The
current postage meter has a timeout feature. The Postal Service is requiring
the use of IBI Digital Postage Meters; and,
WHEREAS, this upgrade will include both features the IBI Digital Postage Meter
and the Shape-Based Pricing, which will bring the City into compliance with the
May 14, 2007, mandate and the December 31, 2008 mandate. Due to the May 17,
2007 mandate, the City Manager has deemed this purchase an emergency; and,
WHEREAS,per Statewide contract SWC-070758, Hasler is one of the contracted
manufacturers to provide mail equipment to the State of Georgia; and also
contracted through WSCA (Western States Contract Alliance) Contract
#EPSO50076-A2-1, where the State of Georgia is a participant. A-1 Postage is
the authorized dealer for Hasler in the Columbus area. The equipment upgrade
is manufactured by Hasler.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase an equipment
upgrade for the mailroom from A-1 Postage Meters and Shipping Systems
(Columbus, GA) in the amount of $19,404.00. Additional cost will include the
following: Meter Rental @ $65.00 per month; Equipment maintenance @ 2,086.00
per year and Software care @ $650.00 per year. Funding is available in the
FY07 Budget, General Fund ? Miscellaneous ? Non-Categorical ? Capital
Expenditures Over $5000; 0101 ? 590 ? 3000 ? NCAT ? 7761. Funds will be
budgeted each fiscal year, as needed, for the ongoing maintenance and rental
costs associated with the upgrade.
______________________________
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
DATE: April 10, 2007
TO: Mayor and Councilors
FROM: Pamela Hodge, Interim Director of Finance
SUBJECT: Advertised Bids
April 11, 2007
1. Automatic Gates & Remotes ? RFB No. 07-0046
Scope of Bid
Provide and install automatic gates, at one location with four remotes, at
METRA transit station.
2. Preventive Maintenance Services for Pottery Kilns (Annual Contract) ? RFB
No. 07-0052
Scope of Bid
Provide preventive maintenance and/or repair service for kilns at various
locations on an ?as needed? basis to the Columbus Consolidated Government (the
City). The contract term will be for two years, with the option to renew for
three additional twelve-month periods.
3. Service Contract for Various Types of Transmissions (Re-Bid) (Annual
Contract) ? RFB No. 07-0058
Scope of Bid
Provide repair/rebuild services for various types of transmissions for
METRA Transit System on an ?as needed? basis. The contract period will be for
two years with the option to renew for three additional twelve-month periods.
Sport Utility Vehicles (Re-Bid) ? RFB No. 07-0059
Scope of Bid
Provide six (6) mid-size 2-wheel drive SUVs to be used by the Inspections and
Codes Department and Highways and Roads Division of the Engineering Department;
and one (1) 4x4 extended version full-size SUV to be used by the Drainage
Division of the Engineering Department.
Harley Davidson ?Road King? Police Motorcycle ? RFB No. 07-0062
Scope of Bid
Provide one (1) Harley Davidson ?Road King? Police Motorcycle to be used by the
Motor Transportation Division of the Columbus Police Department.
April 13, 2007
Video Recording and Broadcasting Services (Annual Contract) ? RFP No. 07-0010
Scope of RFP
Provide Columbus Consolidated Government video recording and broadcasting
services on an ?as needed basis? for Council Meetings and other events. The
contract term 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.
April 18, 2007
Fastener Supplies & Restocking Services (Annual Contract) ? RFB No. 07-0063
Scope of Bid
Provide Columbus Consolidated Government with various fastener supplies and
restocking services on an ?as needed basis?. The contract term shall be for
one year with the option to renew for four (4) additional twelve-month
periods. Contract renewal will be contingent upon the mutual agreement of the
City and the Contractor.
Cushman ?Super Truck? Small Off-Road Utility Vehicle ? RFB No. 07-0064
Scope of Bid
Provide one (1) Cushman ?Super Truck? small off-road utility vehicle to be used
by the Park Services Division of the Parks and Recreation Department.
6x6 Off-Road Articulated Dump Truck ? RFB No. 07-0065
Scope of Bid
Provide one (1) 6x6 off Road Articulated Dump Truck to be used by Pine Grove
Landfill Division of the Public Services Department.
4. Professional Sign Making and Erecting Services for Alcohol Beverage License
Applications (Annual Contract) ? RFB 07-0060
Scope of Bid
Provide professional sign making and erecting services for alcohol beverage
license applications at various locations on an ?as needed? basis to the
Columbus Consolidated Government (the City). The contract term will be for two
years, with the option to renew for three additional twelve-month periods.
April 25, 2007
1. Tennis Court Resurfacing ? RFB No. 07-0061
Scope of Bid
Provide all materials and labor to resurface four (4) tennis courts at
Lakebottom Park. The tennis courts are Laykold type constructed courts, and
require textured surface coating refurbishing. The City will only consider
bids in which Laykold products are used.
Commercial Zero-Turn-Radius Mowers w/Grass Catchers ? RFB No. 07-0066
Scope of Bid
Provide two (2) Commercial Zero-Turn-Radius Mowers. The mowers will be
used by the Park Services Division of the Parks and Recreation Department.
3. Masonry Products (Annual Contract) ? RFB No. 07-0067
Scope of Bid
Provide masonry products to include: portland cement (Type 1), concrete ready
mix w/gravel, brick sand, concrete sand, brick, 3 hole (Grade SW), brick,
8? (Grade SW), concrete building brick (Grade A), concrete blocks (Type 1,
Grade N), and fire brick, 8? on an ?as needed? basis to the Columbus
Consolidated Government (the City). The contract term will be for two years,
with the option to renew for three additional twelve-month periods.
April 27, 2007
1. Vehicle & Equipment Maintenance Parts Facility (Annual Contract) ?
RFP No. 07-0014
Scope of RFP
Provide a turnkey on-site vehicle and equipment maintenance parts facility for
Public Services Fleet Management Division. Contract term shall be for two
years with the option to renew for three (3) additional twelve-month periods.
Contract renewal will be based upon the vendor?s service during the previous
contract term and mutual agreement of the City and the Contractor.
May 4, 2007
Grounds Maintenance Services for Gateway Projects (Annual Contract) ? RFP No.
07-0013
Scope of RFP
Provide grounds maintenance service to include weekly, monthly and yearly
maintenance routine including: fertilizing, weekly mowing, edging, weed
control, irrigation, pruning, mulching, disease and insect control, etc. The
contract term shall be for twelve months beginning July 1, 2007 through June
30, 2008, with the option to renew for four (4) additional twelve month
periods. Contract renewal shall be contingent upon the mutual agreement of the
City and the Contractor.
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