Agenda Item #_2__
Columbus Consolidated Government
Council Meeting
November 13, 2007
Agenda Report #_209_
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) POTTERY SUPPLIES (ANNUAL CONTRACT) ? RFB NO. 08-0019
It is requested that Council approve the annual contract for the purchase of
pottery supplies from Daven?s Ceramic Center, on an ?as needed basis?, for the
estimated annual contract value of $6,534.35. The Parks and Recreation Britt
David Cultural Arts Studio will utilize the pottery supplies, on an ?as needed
basis?, for pottery classes and membership purchases.
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.
Bid specifications were posted on the City website. The bid has been
advertised, opened and reviewed. The bidders are:
Daven?s Ceramics $6,534.35
*Kickwheel Pottery Supply 5,770.50
Mid-South Ceramic Supply (Nashville, TN) 6,637.70
*Vendor?s low bid was rejected because the alternate bids for resale clay did
not meet the specifications. Written notification has been sent to Kickwheel
Pottery Supply.
Funds are budgeted each fiscal year for this on-going expense: General Fund ?
Parks & Recreation ? Pottery Shop ? Other Purchased Services,
0101-270-4434-POTT-6699; General Fund ? Parks & Recreation ? Pottery Shop ?
Supplies-Fee Based Program, 0101-270-4434-POTT-6729.
* * * * * * * * *
(B) ALUMINUM CARPORT ? PQ NO. 08-0001
It is requested that Council authorize the purchase of an aluminum carport from
A Air Flow Awning Company in the amount of $14,720.00. The Sheriff?s Office
will use the carport to house two (2) travel trailers, which were procured
through F.E.M.A. surplus. The Sheriff?s Office will convert one of the units
into a Mobile Command Vehicle and the other into a Mobile Personnel Support
Operations Unit. The carport is required to protect the vehicles and equipment
from elements of the weather, and will be located on the east side of Muscogee
County Jail.
Twenty-three Price Quote invitations were mailed and this solicitation was
posted on the City?s web page. Three quotes were received on September 12,
2007. The vendors are:
A Air Flow Awning Company (Columbus, GA) 14,720.00
Southern Awning Company, Inc. (Smiths, AL) * 13,380.00
George Brothers Contracting (Columbus, GA) 23,995.00
*Southern Awning Company, Inc., failed to include the required PQ Form (Pricing
Page), Proof of Insurance and Warranty Information. Therefore, the vendor?s
quote was deemed non-responsive and was not considered for award. The
Purchasing Division provided written notification to Southern Awning Company,
Inc.
Funds are budgeted in the FY08 Budget, Sheriff -Jail-Capital Expenditures Over
$5,000; 0101-550-2600-JAIL-7761.
* * * * *
(C) ROOF REPLACEMENT AT FOX SENIOR CENTER & FIRE STATION NO. 1 ? RFB NO. 08-0009
It is requested that Council authorize the execution of a contract with Whitney
Company LLC, in the amount of $236,564.00, to provide roofing services at Fox
Senior Center and Fire Station #1. As the existing roofs are being removed,
the following unit prices will be used for work (if any) that is not currently
visible: $1,500.00 for lightning protection removal and installation for Fire
Station #1, $7.00 per linear foot of slowed LWC replacement for the perimeters
of Fire Station #1, $5.00 per linear foot of metal decking and $4.00 per board
foot of wood nailer.
Whitney Company will provide all labor, equipment and materials required to
install new modified bituminous membrane roofing systems at Fox Senior Center
(3720 5th Avenue) and Fire Station #1 (205 10th Street). The roofing systems
carry a thirty-year (30-year) warranty.
Bid specifications were posted on the City?s website. A Mandatory Pre-Bid
Conference/Site Visit was held on October 4, 2007; fifteen vendors were
represented at the conference. Nine bid responses were received on October 24,
2007. This bid has been advertised, opened and reviewed. The bidders are:
Bidders Fox Senior Center Fire Station No. 1 Total Bid
Whitney Company, LLC (Atlanta, GA) 101,910.00 134,654.00 $ 236,564.00
Howell Construction & Remodeling, LLC (Fortson, GA) 64,140.78 130,490.54 *194,631.32
Darton Roofing, Inc. (Fortson, GA) 124,177.00 148,247.00 272,424.00
Ben Hill Roofing & Siding Co., Inc. (Douglasville, GA) 126,923.00 155,721.00
282,644.00
Anderson Roofing Company, Inc. (Albany, GA) 118,863.00 167,251.00 286,114.00
West Georgia Roofing II, Inc. (Carrollton, GA) 125,488.00 166,272.00 291,760.00
Integrated Building Services, Inc. (Marietta, GA) 140,586.00 156,000.00 296,586.00
L. E. Schwartz & Son, Inc. (Macon, GA) 144,040.00 175,369.00 319,409.00
M. Jordan Roofing, Inc. (Manchester, GA) 157,222.00 164,411.00 321,633.00
*Howell Construction & Remodeling requested withdrawal of their bid, due to
significantly underbidding the Fox Senior Center portion of this project. The
Purchasing Division and Facilities Maintenance concurred, and the Purchasing
Division allowed Howell Construction & Remodeling to withdraw their bid without
penalty.
Funds are budgeted in the FY08 Budget, General Fund Supported Capital
Projects-Contingency-Roof Repair Fox and Roof Repair Fire Station 1;
0508-660-1000-CPGF-9801-22205-20070 and 0508-660-1000-CPGF-9801-22206-20070.
* * * * *
(D) CAB & CHASSIS FOR 25-YARD REFUSE COLLECTION BODY - RFB NO. 08-0015
It is requested that Council authorize the purchase of five (5) cab and chassis
from Beck Motor Company (Albany, GA) in the amount of $515,745.00.
Refuse collection bodies, purchased via Resolution No. 368-07, will be mounted
on the cab and chassis. The refuse collection trucks are replacement units
that will be used by the Solid Waste Collection Division, of the Public
Services Department, for curbside pick up of household garbage.
Specifications were posted on the City?s website; bid responses were received
on October 10, 2007 from four bidders. This bid has been advertised, opened
and reviewed. The bidders were:
Vendors (5 units)
Unit Cost Total Cost
Beck Motor (Albany, GA) $103,149.00 $515,745.00
Action Truck Center (Dothan, AL) $120,908.00 $604,540.00
Freightliner of Montgomery (Montgomery, AL) $126,515.00 $632,575.00
Peach State Ford Truck Sales (Norcross, GA) $134,876.00 $674,380.00
Funds are budgeted in the FY08 Budget: Integrated Waste Management Fund ?
Capital Projects - Integrated Waste Supported Capital Projects ? Heavy Trucks ?
Vehicle Replacement Program; 0207-660-4000-CPIW-7723-20710-20040.
(E) AUTOMATIC GATES & REMOTES ? RFB NO. 08-0003
It is requested that Council authorize the purchase of automatic gates and
remotes from Nolin Fence & Deck Company (Phenix City, AL) in the amount of
$13,500.00.
The new gates will replace the existing gates located at the METRA entrance of
the bus parking lot and the remotes will allow for employees to operate the
gates from a distance.
Specifications were posted on the City?s website. A Mandatory Pre-Bid
Conference/Site Visit was held on September 18, 2007; one vendor was
represented at the conference. This bid has been advertised, opened and
reviewed. One bid response was received on September 26, 2007 from the
following vendor:
Nolin Fence & Deck Company
(Phenix City, AL)
Automatic Gates $ 7,100.00
Installation of Gates $ 6,300.00
Remotes unit cost $ 25.00
Remotes total cost (4 units) $ 100.00
TOTAL CONTRACT VALUE $ 13,500.00
Funds are budgeted in the FY08 Budget: Transportation Fund-METRA FTA- Capital
Expenditures Over $5000.00; 0751-610-2400-MFTA-7761; (City 10%; Federal 80% and
state 10%).
* * * * * * * * *
(F) MEMBERSHIP DUES
It is requested that Council approve payment to Association County
Commissioners of Georgia (ACCG) in the amount of $12,717.00 for year 2008
county membership dues. Membership dues are for the Council of
Columbus/Muscogee County, Georgia. ACCG serves as the consensus building,
training and legislative organization for all county governments in the state
of Georgia.
Funds are budgeted in the FY08 Budget: Council ? Membership Dues and Fees,
0101-100-1000-CNCL-6657.
* * * * * * * * *
G) SAFETY INSPECTIONS OF TAXICABS (ANNUAL CONTRACT)
RFP NO. 08-0008
It is requested that Council approve safety inspections of taxicabs to be
provided by White?s Automotive Center, Inc., D/B/A Fifty Cent Rent A Car, who
will perform safety inspections of taxicabs on an annual basis. The contractor
shall perform and document safety inspections on the following:
Brakes Tires Muffler
Steering Windshield Other Glass
Brake Lights Back up Lights Rear Lights
Turn Signals Head Lights Horn
Seatbelt: Front Rear
The term of the contract shall be for two years, with an 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, October 12, 2007
from the following offeror:
White?s Automotive Center, Inc., d/b/a Fifty Cent Rent A Car (Columbus,
GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Police 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 offerors, 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, this contract must be
re-advertised. Cost information has been submitted to the City Manager in a
separate memo for information purposes.
Fees will be paid by the taxicab owners.
?ITEM A?
A RESOLUTION
NO.
A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR THE PURCHASE OF POTTERY
SUPPLIES FROM DAVEN?S CERAMIC CENTER, ON AN ?AS NEEDED BASIS?, FOR THE
ESTIMATED ANNUAL CONTRACT VALUE OF $6,534.35.
WHEREAS, the pottery supplies will be utilized by the Parks and Recreation,
Britt David Cultural Arts Studio, on an ?as needed basis?, for pottery classes
and membership purchases; and,
WHEREAS, 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.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase pottery supplies from
Daven?s Ceramic Center, on an ?as needed basis?, for the estimated annual
contract value of $6,534.35. Funds are budgeted each fiscal year for this
on-going expense: General Fund ? Parks & Recreation ? Pottery Shop ? Other
Purchased Services, 0101-270-4434-POTT-6699; General Fund ? Parks & Recreation
? Pottery Shop ? Supplies-Fee Based Program, 0101-270-4434-POTT-6729.
_________________________________________
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 AN ALUMINUM CARPORT FROM A AIR FLOW
AWNING COMPANY IN THE AMOUNT OF $14,720.00.
WHEREAS, the Sheriff?s Office will use the carport to house two (2) travel
trailers, which were procured through F.E.M.A. surplus. The Sheriff?s Office
will convert one of the units into a Mobile Command Vehicle and the other into
a Mobile Personnel Support Operations Unit; and,
WHEREAS, the carport is required to protect the vehicles and equipment from
elements of the weather, and will be located on the east side of Muscogee
County Jail.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase an aluminum carport from
A Air Flow Awning Company in the amount of $14,720.00. Funds are budgeted in
the FY08 Budget, Sheriff -Jail-Capital Expenditures Over $5,000;
0101-550-2600-JAIL-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 C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH WHITNEY COMPANY LLC,
IN THE AMOUNT OF $236,564.00, TO PROVIDE ROOFING SERVICES AT FOX SENIOR CENTER
AND FIRE STATION NO. 1. AS THE EXISTING ROOFS ARE BEING REMOVED, THE FOLLOWING
UNIT PRICES WILL BE USED FOR WORK (IF ANY) THAT IS NOT CURRENTLY VISIBLE:
$1,500 FOR LIGHTNING PROTECTION REMOVAL AND INSTALLATION FOR FIRE STATION #1,
$7.00 PER LINEAR FOOT OF SLOWED LWC REPLACEMENT FOR THE PERIMETERS OF FIRE
STATION #1, $5.00 PER LINEAR FOOT OF METAL DECKING AND $4.00 PER BOARD FOOT OF
WOOD NAILER.
WHEREAS, Whitney Company will provide all labor, equipment and materials
required to install new modified bituminous membrane roofing systems at Fox
Senior Center (3720 5th Avenue) and Fire Station #1 (205 10th Street). The
roofing systems carry a thirty-year (30-year) warranty.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with Whitney
Company LLC, in the amount of $236,564.00, to provide roofing services at Fox
Senior Center and Fire Station #1; unit prices, as stated above, will be
charged for any unforeseen items during the removal of the existing roofs.
Funds are budgeted in the FY08 Budget, General Fund Supported Capital
Projects-Contingency-Roof Repair Fox and Roof Repair Fire Station 1;
0508-660-1000-CPGF-9801-22205-20070 and 0508-660-1000-CPGF-9801-22206-20070.
_________________________________________
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 D?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING THE PURCHASE OF FIVE (5) CAB AND CHASSIS FROM BECK
MOTOR COMPANY (ALBANY, GA) IN THE AMOUNT OF $515,745.00.
WHEREAS, refuse collection bodies, purchased via Resolution No. 368-07,
will be mounted on the cab and chassis. The refuse collection trucks are
replacement units that will be used by the Solid Waste Collection Division, of
the Public Services Department, for curbside pick up of household garbage.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase five (5) cab and
chassis from Beck Motor Company (Albany, GA) in the amount of $515,745.00.
Funds are budgeted in the FY08 Budget: Integrated Waste Management Fund ?
Capital Projects - Integrated Waste Supported Capital Projects ? Heavy Trucks ?
Vehicle Replacement Program; 0207-660-4000-CPIW-7723-20710-20040.
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 AUTOMATIC GATES AND REMOTES FROM
NOLIN FENCE & DECK COMPANY (PHENIX CITY, AL) IN THE AMOUNT OF $13,500.00.
WHEREAS, the new gates will replace the existing gates located at the
METRA entrance of the bus parking lot and the remotes will allow for employees
to operate the gates from a distance.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase automatic gates
and remotes from Nolin Fence & Deck Company (Phenix City, AL) in the amount of
$13,500.00. Funds are budgeted in FY08 Budget: Transportation Fund-METRA FTA-
Capital Expenditures Over $5000.00; 0751-610-2400-MFTA-7761; (City 10%; Federal
80% and state 10%).
________________________
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 PAYMENT TO ASSOCIATION COUNTY COMMISSIONERS OF GEORGIA
(ACCG) IN THE AMOUNT OF $12,717.00.
WHEREAS, the expense is for membership dues for the Council of
Columbus/Muscogee County, Georgia; and,
WHEREAS, ACCG serves as the consensus building, training and legislative
organization for all county governments in the state of Georgia.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to render payment to
Association County Commissioners of Georgia (ACCG) in the amount of
$12,717.00. Funds are budgeted in the FY08 Budget: Council ? Membership Dues
and Fees, 0101-100-1000-CNCL-6657.
______________________________
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 G?
A RESOLUTION
NO.__________
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR SAFETY INSPECTION OF
TAXICABS WITH WHITE?S AUTOMOTIVE CENTER, INC., D/B/A FIFTY CENT RENT A CAR.
WHEREAS, an RFP was administered (RFP No. 08-0008) and one proposal was
received; and,
WHEREAS, the proposal submitted by White?s Automotive Center, Inc., d/b/a Fifty
Cent Rent A Car, 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 White?s
Automotive Center, Inc., d/b/a Fifty Cent Rent a Car for Safety Inspection of
Taxicabs. The fees will be paid by the taxicab owners.
_________________________________________
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
Attachments
No attachments for this document.