Agenda Item # 2
Columbus Consolidated Government
Council Meeting
May 2, 2006
Agenda Report # 129
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) STREAMLIGHT STINGER RECHARGEABLE FLASHLIGHTS ? RFB NO. 06-0077
It is requested that Council authorize the purchase of two hundred (200)
Streamlight Stinger rechargeable flashlights from Smyrna Police Distributors in
the amount of $12,928.00. The Patrol Division of Columbus Police Department
will use the flashlights.
One hundred and four bid invitations were mailed; thirty-four bids were
received on April 19, 2006. This bid has been advertised, opened and
reviewed. The bidders were:
Funds are budgeted in FY06 Budget, Police ? Support Services, Operating
Materials; 101-400-2200-STAF-6728.
* * * * * *
(B) VARIOUS TYPES OF SWIMWEAR SHIRTS FOR PARKS & RECREATION AQUATIC SECTION
(ANNUAL CONTRACT) - RFB NO. 06-0078
It is requested that Council approve the purchase of various types of swimwear
shirts for the estimated annual contract value of $1,559.00 from J.U.S.T.
Sportswear. The Parks & Recreation Department will purchase, on an ?as needed
basis?, various shirts such as: t-shirts with sleeves, sleeveless t-shirts,
button down shirts and tank top shirts for pool staff and swimming instructors.
The contract term shall be for two years, with the option to renew for three
additional twelve-month periods, contingent upon the mutual agreement of the
City and the Contractor.
Bid specifications were posted on the City?s website; three bid responses were
received on April 19, 2006. This bid has been advertised, opened and
reviewed. The bidders were:
Estimated Annual Contract Value
J.U.S.T. Sportswear (Columbus, GA) $ 1,559.00
Columbus Fire & Safety Equipment Co., Inc. (Columbus, GA) $ 1,582.52
Galapagos (Colorado Springs, CO) $ 1,304.00*
*Galapagos failed to provide required copy of company business license;
therefore Galapagos bid was deemed incomplete.
Funds are budgeted each fiscal year for this on going expense; Parks &
Recreation ? Aquatics - Uniforms, 0101-270-4413-AQUT-6781.
* * * * * *
(C) LIFT TAILGATE BODY FOR SIGN TRUCK
It is requested that Council authorize the purchase of a lift tailgate body
from Jay Pontiac Buick GMC in the amount of $10,675.00. The body will be
mounted on a cab and chassis purchased via Resolution No. 98-06, dated March
14, 2006. Traffic Engineering Division will use this replacement sign truck to
transport work materials, tools and traffic signs to and from job sites.
Bid specifications were posted on the City?s website. Jay Pontiac Buick GMC
was the only bidder to bid on the lift tailgate body.
Funds are budgeted in FY06 Budget, Traffic Engineering ? Light Trucks;
0101-250-2100-TRAF-7722.
* * * * * *
(D) PROCUREMENT CARD SERVICES (ANNUAL CONTRACT ? RFP No. 06-0012
It is requested that Council approve negotiations and final contract with
Columbus Bank and Trust to provide Procurement Card Services. The City?s
Procurement Card program is used for small dollar procurements (under $500) and
travel purposes. The Procurement Card program will be a ?no-fee? program. The
City will pay no transaction fees, annual fees, monthly interest, late fees or
any monthly administration fees during the term of this contract.
The contracted vendor will provide the following:
-Credit cards upon request
-Monitoring services
-Reporting services
-On-line maintenance service
Additionally, the City will receive rebates from the contracted vendor based on
the City?s quarterly or annual purchase volume.
The City has had a Procurement Card Program since July 2000, beginning with a
six-month pilot program with a limited number of cardholders. As the logistics
of the pilot program were worked out, gradually new cardholders were added to
the program. Currently, there are approximately 200 city employees who are
cardholders, including a limited number of departmental cards. The number of
cardholders fluctuates due to the addition of new cardholders and card
cancellations. Each Cardholder has a Daily and Monthly limit, in addition to
specific restrictions authorized by the Cardholder?s Department Head.
The City?s total card expenditures during the past three calendar years, and
current calendar year as of the statement received February 2006, are as
follows:
2003 $1,010,648.19
2004 $1,240,622.61
2005 $1,439,527.27
2006 (As of February Statement) $217,707.22
The initial term of the contract shall be for five (5) years, with the option
to renew for five additional twelve-month periods. Contract renewal will be
initiated by the City. The renewal will be contingent upon the mutual
agreement of the City and the contractor.
Requests for proposal were mailed and posted on the City?s website. The RFP
has been advertised. Four proposals were received, April 7, 2006, from the
following offerors:
Columbus Bank & Trust (Columbus, GA)
Commerce Bank (Woodstock, GA)
Bank of America (Peachtree City, GA)
SunTrust Bank (Atlanta, GA)
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from Columbus Trade Center, Community Reinvestment and
Accounting. Other representatives from the Finance Department served in an
advisory position and were not voting members. The Evaluation committee deemed
the proposal from Columbus Bank &Trust most responsive to the RFP
specifications and recommends award of the contract to the vendor.
Expenditures paid by credit card are ultimately deducted from the budgets of
the using Departments. The rebates received from the vendor will be deposited
in miscellaneous revenues in the General Fund.
?ITEM A?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO HUNDRED (200) STREAMLIGHT
STINGER RECHARGEABLE FLASHLIGHTS FROM SMYRNA POLICE DISTRIBUTORS IN THE AMOUNT
OF $12,928.00.
WHEREAS, the Patrol Division of Columbus Police Department will use the
flashlights.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase two hundred (200)
Streamlight Stinger rechargeable flashlights from Smyrna Police Distributors in
the amount of $12,928.00. Funds are budgeted in FY06 Budget, Police ? Support
Services, Operating Materials; 0101-400-2200-STAF-6728.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________________, 2006 and adopted at said meeting by
the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
?ITEM B?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING AN ANNUAL CONTRACT TO PURCHASE VARIOUS TYPES
OF SWIMWEAR SHIRTS, FROM J.U.S.T. SPORTSWEAR, FOR THE ESTIMATED ANNUAL CONTRACT
VALUE OF $1,559.00.
WHEREAS, the Parks & Recreation Department will purchase, on an ?as
needed basis?, various shirts such as: t-shirts with sleeves, sleeveless
t-shirts, button down shirts and tank top shirts for pool staff and swimming
instructors, and;
WHEREAS, the initial contract term shall be for two years, with options
to renew for three additional twelve-month periods, 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 enter into an annual contract to
the purchase various types of swimwear shirts, from J.U.S.T. Sportswear, for
the estimated annual contract value of $1,559.00,. Funds are budgeted each
fiscal year for this on going expense; Parks & Recreation ? Aquatics -
Uniforms, 0101-270-4413-AQUT-6781.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of ____________, 2006 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
_______________________________ ____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
?ITEM C?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING THE PURCHASE OF A LIFT TAILGATE BODY FROM JAY
PONTIAC BUICK GMC IN THE AMOUNT OF $10,675.00.
WHEREAS, the lift tailgate body will be mounted on a cab and chassis
purchased via Resolution No. 98-06, dated March 14, 2006. Traffic Engineering
Division will use this replacement sign truck to transport work materials,
tools and traffic signs to and from job sites.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase a lift tailgate body
from Jay Pontiac Buick GMC in the amount of $10,675.00. Funds are budgeted in
FY06 Budget, Traffic Engineering ? Light Trucks; 0101-250-2100-TRAF-7722.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________________, 2006 and adopted at said meeting by
the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
?ITEM D?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING THE NEGOTIATION OF A CONTRACT WITH COLUMBUS BANK
& TRUST COMPANY FOR PROCUREMENT CARD SERVICES.
WHEREAS, an RFP was administered (RFP No. 06-0012) and four proposals
were received; and,
WHEREAS, the proposal submitted by Columbus Bank & Trust Company met
all proposal requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the term of the contract is for five years, with the option to
renew for five additional twelve-month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to negotiate a contract with
Columbus Bank & Trust Company for Procurement Card Services. Expenditures
paid by credit card are ultimately deducted from the budgets of the using
Departments. The rebates received from the vendor will be deposited in
miscellaneous revenues in the General Fund.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________________, 2006 and adopted at said meeting by
the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
DATE: May 2, 2006
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
May 10, 2006
1. Monitors, Lenovo ThinkVision L171 ? PQ No. 06-0006
Scope of PQ
The Columbus Consolidated Government (the City) is seeking quotes for
twenty-three (23) Lenovo (IBM) ThinkVision L171 LVO-9417AB1 flat panel
monitors. The Public Defenders Office will use the computer monitors. IBM is
the standardized computer hardware for Columbus Consolidated Government.
Therefore, only bids submitted for the Lenovo (IBM) monitors will be considered.
May 17, 2006
1. Tree Trimming and Removal Services (Re-Bid) (Annual Contract) RFB No. 06-0083
Scope of Bid
Provide all supervision, labor, tools, equipment and services required for tree
trimming and removal services on an "as needed basis" for Columbus Consolidated
Government Urban Forestry and Beautification Division. The term of 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.
May 26, 2006
1. Crime & Liability Insurance (Annual Contract) ? RFP No. 06-0014
Scope of RFP
Provide Columbus Consolidated Government with crime and liability insurance.
The initial term of the contract shall be for one year beginning July 1, 2006,
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.
May 24, 2006
1. Scanner/Copier/Printer (Re-Bid) ? RFB No. 06-0081
Scope of Bid
Provide HP DesignJet 4500MFP scanner/copier/printer (or equal) to be used by
the GIS Division of the Engineering Department.
Attachments