Agenda Item # 3
Columbus Consolidated Government
Council Meeting
June 2, 2009
Agenda Report # 396
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) OPTION 6: 15-PASSENGER VAN ? RFB NO. 09-0033
It is requested that Council authorize the purchase of one 15-passenger van
from Allan Vigil Ford (Morrow, Georgia), in the amount of $24,645.00.
The van is a replacement unit. The Fire/EMS Department Logistics Division will
use the van to transport firefighters to and from training sites, as well as,
transport relief firefighters during prolonged fires. The vehicle will also be
used to pull equipment trailers to various sites when necessary.
Bid postcard invitations were mailed to fifty-four vendors and bid
specifications were posted on the City?s website. Bid responses were received
on March 18, 2009 from twelve bidders. This bid has been advertised, opened
and reviewed. The bidders were:
VENDORS BID AMOUNT
Allen Vigil Ford (Morrow, GA) $ 24,645.00
Rivertown Ford (Columbus, GA)* 23,892.00
Peach County Ford (Byron, GA)* 24,010.00
Allan Vigil Ford of Fayetteville (Fayetteville, GA) 24,733.70
Legacy Ford (McDonough, GA) 25,971.00
Terry Cullen Chevrolet (Jonesboro, GA) 26,940.00
Rick Henderson Chevrolet (Duluth, GA) 27,378.00
Carl Black (Kennesaw, GA) 27,499.00
Bellamy Strickland Chevrolet (McDonough, GA) 27,520.00
Gordon Chevrolet (Augusta, GA) 27,677.00
Jay Auto Group (Columbus, GA) 27,994.58
Lou Sobh Pontiac Buick (Duluth, GA) 29,847.09
*Rivertown Ford and Peach County Ford did not meet specifications regarding the
engine size. Both vendors have been notified in writing and given an
opportunity to respond.
The Georgia State Contract price for a 15-passeger van is $26,778.00.
Funds are pending carryover in the FY09 Budget: General Fund ? Fire/EMS ?
Logistics-Automobiles; 0101-410-3610-LOGI-7721.
* * * * * * * * *
(B) SHOPFAX ANNUAL MAINTENANCE CONTRACT
It is requested that Council authorize payment to World Information Systems,
Inc. (Greensboro, NC), for ShopFax Software Maintenance Support in the amount
of $12,840.00.
ShopFax is the Fleet Maintenance software used by the Fleet Maintenance
Division and METRA to track repair orders and inventory. The maintenance
agreement covers the period from July 1, 2009 to June 30, 2010.
World Information Systems, Inc. developed the software; they are the only
company that can offer maintenance on the software. Therefore, the vendor is
considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.
Funds are budgeted in the FY09 Budget: General Fund ? Information Technology -
Software Lease; 0101-210-1000-ISS-6541.
* * * * * * * * *
(C) EMERGENCY PURCHASE OF RECYCLING BINS FOR THE (MRF) MATERIALS RECYCLING
FACILITY
It is requested that Council approve payment to Goodwill Industries, (Columbus,
Georgia), in the amount of $18,000.00, for the emergency purchase of twenty
(20) large metal recycling bins required to operate the Materials Recycling
Facility.
Currently, the City is contracted with Goodwill to receive and market the
City?s picked up recycle materials, such as newspapers, magazines etc?
However, on July 1, 2009 Goodwill will no longer accept recycle materials.
When the City was made aware of Goodwill?s decision, an RFP was advertised
February 18, 2009 in an attempt to obtain another vendor who would provide and
operate a MRF for the City. No vendors submitted proposals, but did indicate
that the market was such that it would not be profitable for them to make the
capital investment needed to provide and operate a MRF. Consequently, the
RFP was re-written for the City to provide and operate the MRF with a vendor
picking up and marketing the recyclables. Due to the amount of time that has
expired, the City is now in an urgent situation to have the MRF in operation by
July 1. Therefore, in order to obtain the necessary equipment and complete
negotiations with a vendor, the City Manager has deemed this project an
emergency since the City cannot cease its recycling program.
The City will utilize the warehouse, located on Victory Drive, as the MRF
location. The large metal recycling bins will be used to hold at least one
day?s collection of plastic products; which will give the Public Services
Department time to process the plastics. The purchase was made from Goodwill
since they will no longer need the bins, and to obtain bins as quickly as
possible.
Funds are available in the FY09 Budget: Integrated Waste Management Fund ?
Capital Projects ? Integrated Waste Supported Capital Projects ? Capital
Expenditures Over $5,000 ? MRF Facility; 0207 ? 660 ? 4000 ? CPIW - 7761 ?
20717 ? 20090.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE 15-PASSENGER VAN FROM
ALLAN VIGIL FORD (MORROW, GEORGIA), IN THE AMOUNT OF $24,645.00.
WHEREAS, the van is a replacement unit. The Fire/EMS Department Logistics
Division will use the van to transport firefighters to and from training sites,
as well as, transport relief firefighters during prolonged fires. The vehicle
will also be used to pull equipment trailers to various sites when necessary.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one 15-passenger
van from Allan Vigil Ford (Morrow, Georgia), in the amount of $24,645.00.
Funds are pending carryover in the FY09 Budget: General Fund ? Fire/EMS ?
Logistics-Automobiles; 0101-410-3610-LOGI-7721.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2009 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 PAYMENT TO WORLD INFORMATION SYSTEMS, INC.
(GREENSBORO, NC), FOR SHOPFAX SOFTWARE MAINTENANCE SUPPORT IN THE AMOUNT OF
$12,840.00.
WHEREAS, ShopFax is the Fleet Maintenance software used by the Fleet
Maintenance Division and METRA to track repair orders and inventory. The
maintenance agreement covers the period from July 1, 2009 to June 30, 2010; and,
WHEREAS, the software was developed by World Information Systems, Inc.;
they are the only company that can offer maintenance on the software.
Therefore, the vendor is considered an Only Known Source, per Section 3-114 of
the Procurement Ordinance.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to World
Information Systems, Inc. (Greensboro, NC), for ShopFax Software Maintenance
Support in the amount of $12,840.00. Funds are budgeted in the FY09 Budget:
General Fund ? Information Technology - Software Lease; 0101-210-1000-ISS-6541.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2009 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 PAYMENT TO GOODWILL INDUSTRIES, (COLUMBUS,
GEORGIA), IN THE AMOUNT OF $18,000.00, FOR THE EMERGENCY PURCHASE OF TWENTY
(20) LARGE METAL RECYCLING BINS REQUIRED TO OPERATE THE MATERIALS RECYCLING
FACILITY.
WHEREAS, currently, the City is contracted with Goodwill to receive and
market the City?s picked up recycle materials, such as newspapers, magazines
etc? However, on July 1, 2009 Goodwill will no longer accept recycle
materials. When the City was made aware of Goodwill?s decision, an RFP was
advertised February 18, 2009 in an attempt to obtain another vendor who would
provide and operate a MRF for the City. No vendors submitted proposals, but
did indicate that the market was such that it would not be profitable for them
to make the capital investment needed to provide and operate a MRF.
Consequently, the RFP was re-written for the City to provide and operate the
MRF with a vendor picking up and marketing the recyclables. Due to the amount
of time that has expired, the City is now in an urgent situation to have the
MRF in operation by July 1. Therefore, in order to obtain the necessary
equipment and complete negotiations with a vendor, the City Manager has deemed
this project an emergency since the City cannot cease its recycling program;
and,
WHEREAS, the City will utilize the warehouse, located on Victory Drive,
as the MRF location. The large metal recycling bins will be used to hold at
least one day?s collection of plastic products; which will give the Public
Services Department time to process the plastics. The purchase was made from
Goodwill since they will no longer need the bins, and to obtain bins as quickly
as possible.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment approve
payment to Goodwill Industries, (Columbus, Georgia), in the amount of
$18,000.00, for the emergency purchase of twenty (20) large metal recycling
bins required to operate the Materials Recycling Facility. Funds are available
in the FY09 Budget: Integrated Waste Management Fund ? Capital Projects ?
Integrated Waste Supported Capital Projects ? Capital Expenditures Over $5,000
? MRF Facility; 0207 ? 660 ? 4000 ? CPIW - 7761 ? 20717 ? 20090.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2009 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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