Agenda Item # 12
Columbus Consolidated Government
Council Meeting
July 12, 2011
Agenda Report # 671
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
A) ASSESSMENT CENTER FOR PROMOTIONAL TESTING FOR THE POLICE DEPARTMENT
It is requested that Council approve an agreement with The University of
Georgia to provide an assessment center for promotional testing services for
the Police Department for a period of five years. In FY12, the Police
Department is anticipating promotional testing for the rank of Sergeant, in the
amount of $24,530.00. Approval is also requested to cover payments for any
additional or makeup assessment centers per the agreement.
The University of Georgia has provided this service to the City since 1983.
The Chief of Police at that time, Jim Wetherington, met with the Council, Mayor
and City Attorney at a retreat in Callaway Gardens and a plan for an assessment
center was developed. The Police Department has used the same Assessment
Center plan and UGA has provided this service since that time, with the
exception of one interruption. In 1999, the Police Department ran into a
problem with adverse impact (4/5 Rule) and the University of Georgia was unable
to provide this service based on possible discrimination. The Police
Department then used the contracted services of Morris & McDaniel for an
Assessment cycle. Morris & McDaniel had given notice that contract renewal
would cost $65,000, which when compared to UGA's $40,000 cost, was not cost
effective to renew the contract. The Police Chief, City Council and City
Attorney met and modified the process, which enabled UGA to provide the
services again. The Police Chief, Dozier, decided to bring UGA back to conduct
promotional testing. The University of Georgia is the only state agency that
is academically based and specializes in providing services to municipal and
local governments in the state.
Funds in the amount of $24,530.00 are budgeted in the FY12 Budget: Police ?
Promotional Exam Board; 0101-400-1000-POLC-6356, for the cost of promotional
testing this fiscal year. Funds will be budgeted, as needed, for future
promotional testing in subsequent fiscal years.
B) TREE TRIMMING & REMOVAL SERVICES (ANNUAL CONTRACT) ? RFB NO. 11-0076
It is requested that Council approve the annual contract for Tree Trimming and
Removal Services from Asplundh Tree Expert Company (Macon, GA) for an estimated
annual contract value of $50,000.00. The primary reason for having a
tree-trimming contract is to insure that in case of an emergency, a vendor will
already be under contract, if storm damages exceed Public Services capabilities
of handling.
The Contractor will furnish all necessary supervision, labor, equipment, tools,
transportation and other resources for pruning, trimming, dead wooding and
removal of City owned trees in compliance with Tree Care Industry Associations
(TCIA) Standards and ANSI A300 Standards. All work performed by the Contractor
will be subject to inspection by the Public Services Department City Arborist
or his/her designated representative.
The term of contract shall be for three years.
Bid specifications were posted on the City?s website and Georgia Procurement
Registry. One bid was received on June 22, 2011. The bid has been advertised,
opened and reviewed. The bidder is:
Total Base Bid Per Hour
Asplundh Tree Expert Company (Macon, GA) $118.12/hr
Funds are budgeted each fiscal year for this on going expense: Paving Fund -
Public Services ? Right of Way Maintenance ? Contractual Services;
0203-260-3120-ROWM-6319.
C) REPAIR SERVICES FOR AERIAL LIFTS (ANNUAL CONTRACT) ? RFB NO. 11-0074
It is requested that Council approve the repair services contract for aerial
lifts from Barloworld Handling (Macon, GA) for the estimated annual contract
value of $20,000.00. The estimated annual contract value is based on past
repair services required for the City?s aerial lifts. The vendor will provide
repair services for aerial lifts for the bucket trucks utilized by Columbus
Consolidated Government on an ?as needed basis?.
The contract term will be for three years.
Bid specifications were posted on the City?s website and Georgia Procurement
Registry. Three bids were received on June 22, 2011. The bids have been
advertised, opened and reviewed. The bidders were:
Description/Vendor Barloworld Handling
(Macon, GA) Atlec Industries, Inc.
(St. Joseph, MO) O. G. Hughes & Sons, Inc.
(Knoxville, TN)
Shop Labor $76.00/hour $82.50/hour $85.00/hour
Field Service $76.00/hour $92.50/hour $85.00/hour
Welding and Fabrication $76.00/hour $82.50/hour $85.00/hour
Funds are budgeted each fiscal year for this on going expense: Paving Fund -
Public Services ? Right of Way Maintenance ? Contractual Services;
0203-260-3120-ROWM-6319.
(D) ROOFING CONSULTING SERVICES (ANNUAL CONTRACT) ? RFP NO. 11-0021
It is requested that Council authorize the execution of an annual contract with
Dry Tech Consulting, LLC, the primary contractor, and ARID Consulting
Corporation, the secondary contractor, for roofing consulting services. The
contract consists of roofing consulting services on an ?as needed basis? for
individual buildings. The City owns buildings with approximately 60 build up
roofs, 40 metal roofs and 75 shingle roofs; however, services may not be
required for all the buildings.
The contract will be awarded to a Primary and Secondary contractor. When the
services are needed, the Primary contractor will be contacted first. If the
Primary contractor is not available, then the City will contact the Secondary
contractor to render the needed services.
The contracted vendors will perform the following services:
A. Roof Inspection Reports:
1. Perform complete visual inspection of designated roof.
2. Perform (1) or more core cuts as required to determine composition of roof
system, deck type, insulation thickness and presence of moisture.
3. Provide a written inspection report to include:
a. Scaled CAD plan drawing or roof indicating slope, drainage, and penetrations.
b. Composition of existing roof construction (with details)
c. Inspection report on conditions of field, flashing, drainage, life
expectancy and other miscellaneous items.
d. Photographic confirmation of Inspection Report with photo notes.
e. Short-term and Long-term recommendations
B. Specifications & Job Site Inspections:
1. Write detailed specifications upon approval of the scope of work by the City
of Columbus.
2. Provide detailed CAD drawings of all details, typical and customized for the
specific application.
3. Attend Pre-Bid Conferences with roofing contractors and handle all technical
questions during the meeting, as well as, additional questions or
clarifications, through the City of Columbus Purchasing Division, after the
pre-bid.
4. Review any submittals with the City of Columbus.
5. Perform periodic daily inspections during the entire process of the roofing
project.
6. Provide daily electronic progress reports.
7. Provide weekly punch list and final punch list before final inspection.
8. Perform final inspection with Roofing Contractor, Owner and Roofing
Manufacturer.
9. Review completed warranties with Owner.
The contract term shall be for one year, with the option to renew for four (4)
additional twelve-month periods, if agreeable to both parties.
Request for proposals were posted on the City?s website and the Georgia
Procurement Registry. The RFP has been advertised, opened and evaluated. On
April 15, 2011, eleven (11) proposals were received from the following offerors:
Dry Tech Consulting, LLC (Buford, GA)
ARID Consulting Corporation (Byron, GA)
Merik, Inc. (Marietta, GA)
Raymond Engineering, Inc. (Conyers, GA)
Building Technology Associates (Oak Park, MI)
ATC Group Services Inc. d/b/a ATC Associates, Inc. (Columbus, GA)
The Epsten Group, Inc. (Atlanta, GA)
NOVA (Kennesaw, GA)
A.P. Ward Consulting (Kennesaw, GA)
Roof Engineering d/b/a REI Engineers (Charleston, SC)
Bradfield, Richards, Rhodes & Associates (Atlanta, GA)
Proposals were reviewed by the Evaluation Committee, which consisted of
representatives from the METRA Transportation, Public Services and Engineering
Departments. The Evaluation Committee deemed the proposal from Dry Tech
Consulting, LLC and ARID Consulting Corporation most responsive to the RFP
specifications. Therefore, the Evaluation Committee recommended award of the
contract to Dry Tech Consulting, LLC and ARID Consulting Corporation.
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 begin negotiations with the next highest ranked vendor (s) or re-bid the
project, whichever is in the best interest of the City.
Funds will be budgeted per fiscal year, as needed, for approved roofing
projects.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING AN AGREEMENT WITH THE UNIVERSITY OF GEORGIA TO PROVIDE
AN ASSESSMENT CENTER FOR PROMOTIONAL TESTING SERVICES FOR THE POLICE DEPARTMENT
FOR A PERIOD OF FIVE YEARS. IN FY12, THE POLICE DEPARTMENT IS ANTICIPATING
PROMOTIONAL TESTING FOR THE RANK OF SERGEANT, IN THE AMOUNT OF $24,530.00.
APPROVAL IS ALSO REQUESTED TO COVER PAYMENTS FOR ANY ADDITIONAL OR MAKEUP
ASSESSMENT CENTERS PER THE AGREEMENT.
WHEREAS, the University of Georgia has provided this service to the
City since 1983. The Chief of Police at that time, Jim Wetherington, met with
the Council, Mayor and City Attorney at a retreat in Callaway Gardens and a
plan for an assessment center was developed; and,
WHEREAS, the University of Georgia is the only state agency that is
academically based and specializes in providing services to municipal and local
governments in the state.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into an agreement
with The University of Georgia to provide an assessment center for promotional
testing services for the Police Department for a period of five years. In FY12,
the Police Department is anticipating promotional testing for the rank of
Sergeant, in the amount of $24,530.00, as well as, payments for any additional
or makeup assessment centers per the agreement. Funds in the amount of
$24,530.00 are budgeted in the FY12 Budget: Police ? Promotional Exam Board;
0101-400-1000-POLC-6356, for the cost of promotional testing this fiscal year.
Funds will be budgeted, as needed, for future promotional testing in subsequent
fiscal years.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2011 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 EXECUTION OF AN ANNUAL CONTRACT FOR TREE TRIMMING
AND REMOVAL SERVICES FROM ASPLUNDH TREE EXPERT COMPANY (MACON, GA) FOR THE
ESTIMATED ANNUAL CONTRACT VALUE OF $50,000.00.
WHEREAS, the primary reason for having a tree trimming contract is to
insure that in case of an emergency, a vendor will already be under contract,
if storm damages exceed Public Services capabilities of handling; and,
WHEREAS, Contractor will furnish all necessary supervision, labor, equipment,
tools, transportation and other resources for pruning, trimming, dead wooding
and removal of City owned trees in compliance with Tree Care Industry
Associations (TCIA) Standards and ANSI A300 Standards. All work performed by
the Contractor will be subject to inspection by the Public Services Department
City Arborist or his/her designated representatives; and,
WHEREAS, the term of contract shall be for three years.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute an annual contract for
Tree Trimming and Removal Services from Asplundh Tree Expert Company for the
estimated annual contract value of $50,000.00. Funds are budgeted each fiscal
year for this on going expense: Paving Fund - Public Services ? Right of Way
Maintenance ? Contractual Services; 0203-260-3120-ROWM-6319.
________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of _____________, 2011 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 THE EXECUTION OF A CONTRACT FOR REPAIR SERVICES FOR
AERIAL LIFTS WITH BARLOWORLD HANDLING (MACON, GA) FOR THE ESTIMATED ANNUAL
CONTRACT VALUE OF $20,000.00.
WHEREAS, the contracted vendor will provide repair services for aerial
lifts utilized by Columbus Consolidated Government on an ?as needed basis?; and,
WHEREAS, the contract term shall be for three years.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with
Barloworld Handling (Macon, GA) for repair services for Aerial Lifts for the
estimated annual contract value of $20,000.00. Funds are budgeted each fiscal
year for this on going expense: Paving Fund - Public Services ? Right of Way
Maintenance ? Contractual Services; 0203-260-3120-ROWM-6319.
________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _____________, 2011 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 EXECUTION OF AN ANNUAL CONTRACT WITH DRY TECH
CONSULTING, LLC, PRIMARY CONTRACTOR, AND ARID CONSULTING CORP., SECONDARY
CONTRACTOR, FOR ROOFING CONSULTING SERVICES ON AN ?AS NEEDED BASIS?.
WHEREAS, an RFP was administered (RFP No. 11-0021) and eleven proposals were
received; and,
WHEREAS, the proposal submitted by Dry Tech Consulting, LLC and ARID Consulting
Corporation met all proposal requirements and are deemed most responsive to the
RFP; and,
WHEREAS, the initial term of the contract shall be for one (1) year, with the
option to renew for four 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 an annual
contract with Dry Tech Consulting, LLC, Primary Contractor and ARID Consulting
Company, Secondary Contractor, for roofing consulting services. Funds will be
budgeted per fiscal year, as needed, for approved roofing projects.
________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ______________, 2011 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
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