Columbus, Georgia

Georgia's First Consolidated Government

Post Office Box 1340
Columbus, Georgia, 31902-1340
(706) 653-4013
fax (706) 653-4016

Council Members

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



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