Agenda Item # 5
Columbus Consolidated Government
Council Meeting
June 20, 2006
Agenda Report # 159
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) CONTRACT AMENDMENT FOR RADIO EQUIPMENT BUILDINGS
It is requested that Council authorize the amendment of a construction
contract, with Calhoun Construction Company, LLC (Columbus, GA), from $53,000
to $64,000 for electrical work; authorize the Traffic Engineering Division to
procure the remaining electrical equipment and supplies required to complete
the project; and authorize the transfer of $25,000 from the CIP Contingency
Fund to the General Fund Supported Capital Projects ? Communications Equipment,
Radio Systems-2 Channels (0508-660-1000-CPGF-7733-22199-20030).
Per Resolution No. 333-05 (RFB No. 05-0065), Council awarded a contract to
Calhoun Construction Company, in the amount of $53,000, for the construction
of a new radio equipment building at 2129 Garfield Drive, and to extend the
radio equipment building at 8889 River Road, as part of the 800 MHz Tower
Relocation Project. Due to pricing errors by their electrical subcontractor,
Calhoun Construction underbid the project by some $40,000.
The 800 MHz Tower Relocation Project includes building a self-supporting radio
tower (complete) and constructing a radio equipment building. All of the prime
transmission site equipment will be moved from WXTX-TV site to the new Garfield
Tower site plus add three more channels to the Radio System.
In a meeting with City staff, the vendor explained that he could not absorb the
entire cost of the error and after some discussion was willing to work with the
City, if the cost could be shared. Traffic Engineering and the Purchasing
Division have negotiated the completion of this project with the City procuring
all electrical equipment/supplies and Calhoun Construction managing the labor
thru an electrical subcontractor to install all electrical components. The
electrical work for this building includes specialized work to meet the
electrical and grounding requirements for a radio transmission site. Calhoun
Construction obtained price quotes from several electrical contractors to
purchase and install the required components receiving quotes from $53,150 to
$67,656. Traffic Engineering?s original estimate for the radio equipment
building with electrical was in the mid $60,000 range. The City can procure
all electrical equipment/supplies through an existing Annual Purchase contract
with Interstate Electric which will create considerable savings.
The City could seek the Performance Bond from Calhoun Construction; however, it
may be months before the legal negotiations would allow us to complete the
project. This delay is jeopardizing a $2,000,000+ project for which the radio
contractor may seek damages for delays. This is the most practical alternative
to completing this project quickly. There is also other expenses that the City
must incur to complete this project such a burglar alarm, final site
grading/grassing, security fencing, security lighting, commercial driveway,
etc.
This contract amendment requests authorization to amend the Calhoun
Construction Company contract, authorize the remaining expenditures and
transfer $25,000 from the CIP Contingency fund to this project. The
expenditures are described below:
Project Balance $64,336
Calhoun Construction
$53,000 (exist. Contract) - $10,000 (electrical allocation) = $43,000
Calhoun Construction Electrical Labor $21,000
Subtotal (increase original contract by only $11,000) $64,000
Remaining City expenses
Electrical Equipment/Supplies $12,000
Exterior ? Burglar Alarm, Tower grounding $3,836
Driveway/parking lot gravel $1,500
Security fencing $7,500
Georgia Power security light $500
Additional funding needed $25,000
If approved, funding will be available from the transfer of $25,000 from the
CIP Contingency Fund to the General Fund Supported Capital Projects ?
Communications Equipment, Radio Systems-2 Channels;
0508-660-1000-CPGF-7733-22199-20030.
* * * * * *
(B) FOUR-WHEEL DRIVE ARTICULATING MOWER - PQ NO. 06-0004
It is requested that Council authorize the purchase of one (1) four-wheel drive
articulating mower, from Dudley?s Outdoors, in the amount of $12,388.25.
The mower is a replacement unit for the Parks and Recreation Department and
will be the only mower of this type using different attachments (i.e. mower
deck, trencher, sweeper, etc.) to serve multi-purposes.
Bid specifications were mailed and posted on the City?s website; responses were
received on April 19, 2006 from two bidders. This bid has been advertised,
opened and reviewed. The bidders were:
Vendors Unit Cost
1. Dudley's Outdoors (LaGrange, GA) $12,388.25
2. Kilpatrick Turf (Buford, GA) $13,350.00
Funds are budgeted in the FY06 Budget: Parks and Recreation ? Park Services ?
Capital Expenditures Over $5,000.00; 0101 ?270 ?2100 ? PSRV- 7761.
* * * * * *
(C) 5-GANG ROTARY CUTTER- BID NO. 06-0079
It is requested that Council authorize the purchase of one (1) 5-gang rotary
mower, from Kilpatrick Turf (Buford, GA), in the amount of $36,222.00.
This mower is a replacement unit for a mower that was salvaged several months
ago. The unit will be used by Park Services Division to maintain the South
Commons Softball fields and Woodruff Farm Soccer complex.
Bid specifications were posted on the City?s website; responses were received
on April 26, 2006 from one bidder. This bid has been advertised, opened and
reviewed. The bidder was:
Vendors (1 Unit)
Total Cost
1. Kilpatrick Turf (Buford, GA) $ 36,222.00
Funds are budgeted in the FY06 Budget: Parks and Recreation ? Park Services ?
Capital Expenditures Over $5,000.00; 0101 ?270 ?2100 ? PSRV- 7761.
* * * * * * * *
(D) ANNUAL TRANSMISSION SYSTEM SERVICE CONTRACT
It is requested that Council authorize payment to Motorola Communications and
Electronics, Inc., in the amount of $109,076.60, to execute the FY07 annual
transmission system service contract for the City?s 800 MHZ radio communication
system.
Through the award of RFP No. 149-91, the City established an Annual
Transmission System Maintenance contract with Motorola Communications and
Electronics, Inc., having renewed said contract each year. This contract
maintains highly technical transmission system components located at the Prime
site at WXTX-TV tower site, the River Road tower site, the Government Center
and 911 Center.
The Annual Transmission System Service contract runs from July 1, 2006 through
June 30, 2007, and includes the previously adopted pricing schedule. Motorola
Communications and Electronics, Inc., is the manufacturer of the equipment, and
therefore, considered an only known source for this specific maintenance. This
contract provides for additions/deletions of radio equipment maintained by the
contract with each year?s renewal.
Funds are budgeted in FY07 Budget: Engineering - Radio Communications ? Service
Contracts, 0101-250-3110-RADI-6513.
?ITEM A?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING THE AMENDMENT OF A CONSTRUCTION CONTRACT, WITH
CALHOUN CONSTRUCTION COMPANY, LLC (COLUMBUS, GA), FROM $53,000 TO $64,000 FOR
ELECTRICAL WORK; AUTHORIZING THE TRAFFIC ENGINEERING DIVISION TO PROCURE THE
REMAINING ELECTRICAL EQUIPMENT AND SUPPLIES REQUIRED TO COMPLETE THE PROJECT;
AND AUTHORIZING THE TRANSFER OF $25,000 FROM THE CIP CONTINGENCY FUND TO THE
GENERAL FUND SUPPORTED CAPITAL PROJECTS ? COMMUNICATIONS EQUIPMENT, RADIO
SYSTEMS-2 CHANNELS (0508-660-1000-CPGF-7733-22199-20030).
WHEREAS, per Resolution No. 333-05 (RFB No. 05-0065), Council awarded a
contract to Calhoun Construction Company, in the amount of $53,000, for the
construction of a new radio equipment building at 2129 Garfield Drive and to
extend the radio equipment building at 8889 River Road as part of the 800 MHz
Tower Relocation Project; and,
WHEREAS, due to pricing errors by their electrical subcontractor, Calhoun
Construction underbid the project by some $40,000, and is asking that the City
negotiate with the company to complete this project by amending their contract
from $53,000 to $64,000; and,
WHEREAS, the Traffic Engineering and Purchasing Division recommends this
adjustment to expedite the completion of said project; and,
WHEREAS, the Traffic Engineering Division will procure the electrical
equipment/supplies, as well as, other remaining expenses to complete this
project; and,
WHEREAS, a transfer of $25,000 from the CIP Contingency fund is authorized to
this project.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to amend a contract, with Calhoun
Construction Company, LLC (Columbus, GA), from $53,000 to $64,000; allow the
Traffic Engineering Division to procure the remaining equipment and supplies
required to complete the project; and to transfer $25,000 from the CIP
Contingency Fund to the General Fund Supported Capital Projects ?
Communications Equipment, Radio Systems-2 Channels;
0508-660-1000-CPGF-7733-22199-20030.
_________________________________________
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 THE PURCHASE OF ONE (1) FOUR-WHEEL DRIVE
ARTICULATING MOWER, FROM DUDLEY?S OUTDOORS, IN THE AMOUNT OF $12,388.25.
WHEREAS, the mower is a replacement unit for the Parks and Recreation
Department and will be the only mower of this type using different attachments
(i.e. mower deck, trencher, sweeper, etc.) to serve multi-purposes.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) four-wheel drive
articulating mower, from Dudley?s Outdoors, in the amount of $12,388.25. Funds
are budgeted in the FY06 Budget: Parks and Recreation ? Park Services ?
Capital Expenditures Over $5,000.00; 0101 ?270 ?2100 ? PSRV- 7761.
_________________________________________
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 ONE (1) 5-GANG ROTARY MOWER,
FROM KILPATRICK TURF (BUFORD, GA), IN THE AMOUNT OF $36,222.00.
WHEREAS, this mower is a replacement unit for a mower that was salvaged several
months ago. The unit will be used by Park Services Division to maintain the
South Commons Softball fields and Woodruff Farm Soccer complex.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) 5-gang rotary
mower, from Kilpatrick Turf (Buford, GA), in the amount of $36,222.00. Funds
are budgeted in the FY06 Budget: Parks and Recreation ? Park Services ?
Capital Expenditures Over $5,000.00; 0101 ?270 ?2100 ? PSRV- 7761.
_________________________________________
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 PAYMENT TO MOTOROLA COMMUNICATIONS AND ELECTRONICS,
INC., IN THE AMOUNT OF $109,076.60, TO EXECUTE THE FY07 ANNUAL TRANSMISSION
SYSTEM SERVICE CONTRACT FOR THE CITY?S 800 MHZ RADIO COMMUNICATION SYSTEM.
WHEREAS, through the award of RFP No. 149-91, the City established an Annual
Transmission System Maintenance contract with Motorola Communications and
Electronics, Inc., having renewed said contract each year. This contract
maintains highly technical transmission system components located at the Prime
site at WXTX-TV tower site, the River Road tower site, the Government Center
and 911 Center; and,
WHEREAS, the Annual Transmission System Service contract runs from July 1, 2006
through June 30, 2007, and includes the previously adopted pricing schedule.
Motorola Communications and Electronics, Inc., is the manufacturer of the
equipment, and therefore, considered an only known source for this specific
maintenance. This contract provides for additions/deletions of equipment
maintained by the contract with each year?s renewal.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola
Communications and Electronics, Inc., in the amount of $109,076.60, to execute
the FY07 annual transmission system service contract for the City?s 800 MHZ
radio communication system. Funds are budgeted in FY07 Budget: Engineering -
Radio Communications ? Service Contracts, 0101-250-3110-RADI-6513.
_________________________________________
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: June 20, 2006
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
June 21, 2006
1. Back Support Safety Belts & Safety Vests (Annual Contract) ? RFB No. 06-0085
Scope of Bid
Provide approximately 200 back support safety belts and approximately
3,000 safety vests to Columbus Consolidated Government (the City) on an "as
needed" basis. The contract term will be for two years, with the option to
renew for three additional twelve-month periods.
2. Plumbing & Irrigation Supplies (Annual Contract) ? RFB No. 06-0087
Scope of Bid
Provide plumbing & irrigation supplies on an ?as needed basis? to be picked up
and delivered to Columbus Consolidated Government. The contract term will be
for two years, with the option to renew for three additional twelve-month
periods.
June 28, 2006
1. Steel Signal Strain Poles (Annual Contract) ? RFB No. 06-0086
Scope of Bid
Provide Steel Signal Strain Poles on an ?as needed basis? to be delivered to
Traffic Engineering Division. The contract term will be for two years, with
the option to renew for three additional twelve-month periods.
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