Agenda Item # 6
Columbus Consolidated Government
Council Meeting
November 23, 2010
Agenda Report # 581
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
A) GEOTECHNICAL-ENVIRONMENTAL TESTING SERVICES (ANNUAL CONTRACT) ? RFP NO.
11-0003
It is requested that Council approve the contract with ECS Southeast, LLC and
ATC Associates, Inc., for Geotechnical Environmental Testing Services on an ?as
needed basis?. The contract will be utilized by the Engineering, Public
Services and Community Reinvestment Departments for various projects requiring
geotechnical and environmental testing.
The consultants will provide the following services:
- Construction Related Testing:
Consultants shall provide the City with the necessary personnel,
equipment and laboratory testing for the geotechnical-environmental areas of
soil, concrete, asphalt, aggregates, brick, block, mortar and soil-cement.
Including, but not limited to the following: soil sampling, sample
preparation, testing for strength of concrete cylinders, gravity and absorption
of coarse aggregates, asphalt mix verification, compaction testing, design of
base and pavement sections, asphalt mixes, and asbestos surveys to determine if
the threshold amounts (as set forth by ASHARA and/or NESHAP Asbestos
Regulations) are exceeded, etc.
- Fuel Tank Remediation:
Consultant shall provide a plan to remediate contamination from previously
leaking fuel tanks at an active fuel point, under the direction from EPD, to
mitigate the contamination caused by leaking Underground Storage Tanks (UST).
The successful consultant shall receive all data collected to date, and shall
prepare a plan of action for remediation within 90 days of being awarded the
contract to be presented and accepted by GAEPD.
- Monitoring Wells:
Consultant shall sample the 20 existing monitoring wells, have the samples
analyzed and reported to GAEPD all in accordance with established standards and
practices.
The term of this 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.
Request for proposal specifications were posted on the City?s website and
Georgia Procurement Registry. The RFP has been advertised, opened and
evaluated. Proposals were received August 27, 2010 from the following eleven
offerors:
ECS Southeast (Marietta, GA)
ATC Associates (Columbus, GA)
NOVA Engineering (Kennesaw, GA)
Contour Engineering (Kennesaw, GA)
S & ME (Kennesaw, GA)
Building & Earth Sciences (Columbus, GA)
Geo-Hydro Engineers (Kennesaw, GA)
Preston Testing & Engineering (Macon, GA)
C.E.R.M. (Atlanta, GA)
GEC (Columbus, GA)
Moreland Altobelli Associates (Norcross, GA)
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from the Engineering Department, Community
Reinvestment Department and Public Services Department. During the evaluation
process, ECS Southeast and ATC Associates were deemed most responsive to the
RFP. The City?s Procurement Ordinance authorizes the use of the Request for
Proposal process for the procurement of Equipment, Supplies or Professional
Services per Article 3-111, Architecture/Engineering and Land Surveying
Services. 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, negotiation will begin
with the next responsive offeror. Evaluation results and proposed cost have
been submitted to the City Manager in a separate memo for informational
purposes.
Funding will be allocated in the budget for specific projects through the CIP,
1999 SPLOST, Bond, etc.
* * * * * *
(B) LEATHER ITEMS (ANNUAL CONTRACT) - RFB NO. 11-0020
It is requested that Council approve the purchase of various leather items on
an ?as needed basis? from Gil Hebard Guns, Inc., for the estimated annual
contract value of $104,957.85. The leather items consist of belts, handcuff
cases, flashlight holders, baton holders, holsters, magazine pouches, etc., and
will be used by the Police Department, Sheriff?s Department and Marshal?s
Department.
The contract period shall be for two years, with the option to renew for three
additional twelve-month periods. Contract renewal is contingent upon the
mutual agreement of the Contractor and the City.
Bid postcard invitations were mailed to eighty-nine vendors and bid
specifications were posted on the web page of the Purchasing Division and the
Georgia Procurement Registry. Three bids were received on October 27, 2010.
This bid has been advertised, opened and reviewed. The bidders were:
TOTAL ESTIMATED
VENDOR CONTRACT VALUE
Gil Hebard Guns, Inc. (Knoxville, IL) $104,957.85
DeSantis Holster & Leather Goods (Amityville, NY) 92,424.41 *
Keepers (Athens, GA) 156,835.10
*DeSantis Holster & Leather Goods submitted the lowest bid for the total
estimated contract value. However, after evaluation of the bids submitted, the
using agencies do not recommend the award of items to DeSantis Holster &
Leather Goods for the following reason: 1) The Departments are currently
wearing Don Hume gear. Continuing to purchase ?Don Hume? gear maintains
department uniformity. The vendor was notified, in writing, of the evaluation
results and was provided an opportunity to respond.
Funds are budgeted each fiscal year for this on-going expense: General Fund ?
Municipal Court - Marshal - Uniforms, 0101-530-3000-MRSH-6781; General Fund ?
Police ? Support Services ? Operating Materials, 0101-400-2200-STAF-6781; and
General Fund - Sheriff ? Detention ? Jail - Uniforms, 0101-550-2600-JAIL-6781.
* * * * * * * *
(C) RISK MANAGEMENT SETTLEMENT
It is requested that Council authorize payment to Johnathan Sellers and Bennett
and Casto, P.C. in the amount of $20,000.00 to settle a risk management
claim. The claim settlement relates to an accident that occurred on January
10, 2009. A Police Officer was involved in an accident with a private owned
vehicle at the intersection of Victory Drive and Benning Drive.
Funds are available in the FY11 Budget, Risk Management, Uninsured Losses ?
Vehicle; 0860-200-3830-RISK-6842.01.
?ITEM A?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH ECS
SOUTHEAST, LLC AND ATC ASSOCIATES, INC., TO PROVIDE GEOTECHNICAL ENVIRONMENTAL
TESTING SERVICES ON AN ?AS NEEDED BASIS?.
WHEREAS, an RFP was administered (RFP No. 11-0003) and eleven proposals
were received; and,
WHEREAS, proposals submitted by ECS Southeast, LLC and ATC Associates,
Inc., met all proposal requirements and were evaluated most responsive to the
RFP; and,
WHEREAS, the initial term of the contract shall be for two years, with
the option to renew for three (3) additional twelve-month periods. The
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
ECS Southeast, LLC and ATC Associates, Inc., to provide Geotechnical
Environmental Testing Services on an ?as needed basis?. Funding will be
allocated in the budget for specific projects through the CIP, 1999 SPLOST,
Bond, etc.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
____ day of , 2010 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 VARIOUS LEATHER ITEMS FROM GIL HEBARD
GUNS, INC., FOR THE ESTIMATED CONTRACT VALUE OF $104,957.85.
WHEREAS, the leather items consist of belts, handcuff cases, flashlight
holders, holsters, magazine pouches, etc., and will be used by the Police
Department, Sheriff?s Office and Marshal?s Office; and,
WHEREAS, the items will be purchased on an "as needed" basis. The contract is
for a period of two years with the option to renew for three additional
twelve-month periods. Contract renewal is contingent upon the mutual agreement
of the contractor and the City.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase various leather
items from Gil Hebard Guns, Inc., for the estimated contract value of
$104,957.85. Funds are budgeted each fiscal year for this on-going expense:
Funds are budgeted each fiscal year for this on-going expense: General Fund ?
Municipal Court - Marshal - Uniforms, 0101-530-3000-MRSH-6781; General Fund ?
Police ? Support Services ? Operating Materials, 0101-400-2200-STAF-6781; and
General Fund - Sheriff ? Detention ? Jail - Uniforms, 0101-550-2600-JAIL-6781.
____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2010 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 A SETTLEMENT PAYMENT JOHNATHAN SELLERS AND BENNETT AND
CASTO, P.C., IN THE AMOUNT OF $20,000.00 TO SETTLE A RISK MANAGEMENT CLAIM.
WHEREAS, the claim settlement relates to an accident which occurred on
January 10, 2009. A Police Officer was involved in an accident with a private
owned vehicle at the intersection of Victory Drive and Benning Drive.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make a settlement payment
to Johnathan Sellers and Bennett and Casto, P.C. in the amount of $20,000.00
to settle a risk management claim. Funds are available in the FY11 Budget:
Risk Management Internal Service Fund - Risk Management - Uninsured Losses ?
Vehicle; 0860-200-3830-RISK-6842.01.
______________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2010 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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