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 # 3





Columbus Consolidated Government

Council Meeting



October 16, 2007



Agenda Report #_205_





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) LEGAL SERVICES FOR REAL ESTATE CLOSINGS FOR CDBG & HOME PROGRAM TO INCLUDE

RESIDENTIAL LOANS ?SALES AND REHABILITATIVE? AND COMMERCIAL LOANS ?ECONOMIC

DEVELOPMENT & REHABILITATIVE? (ANNUAL CONTRACT) ? RFP 08-0004



It is requested that Council approve contracts for Legal Services for Real

Estate Closings for CDBG with Jacob Beil; Mary A. Buckner; and Thompson,

Redmond, Nicolson & Ray. Council is also requested to approve a contract for

legal services for Home Program Residential and Commercial Loans with Posey,

Moye & Cartledge. The City is administering programs and various projects

involving land acquisition and disposition. The legal services are required on

an ?as needed basis?, and will be performed in accordance with all applicable

Georgia Laws.



Three legal firms will be awarded contracts and will be utilized on a rotation

basis for Real Estate Closings for CDBG; one attorney will be utilized for Home

Program Residential and Commercial Loans. The rotation will be governed by

experience per project, availability and negotiated cost. The offerors will

provide the following services at various project locations:



Examination of title to any property

Preparation of all closing documents necessary to close on property

Prepare formal closing with seller of property

Provide Title Insurance and close within 30 working days of receipt of sales

contract.

Specialize in Real Estate Law.

Provide HUD-1 and HUD-1A Settlement Statements.

Provide Escrow Trust Account Balance Sheet.

Provide Borrower/Buyer Settlement Statement & Confirmation.

Provide Seller Settlement Statement & Confirmation.

Provide Seller 1099?s and Taxpayer ID Certification.



The term of the contract shall be for two years, with an option to renew for

three additional twelve-month periods. Contract renewal will be contingent

upon the mutual agreement of the City and the Contractors.



The RFP specifications were posted on the City?s website. The RFP has been

advertised, opened and evaluated. Proposals were received, August 24, 2007,

from the following offerors:



Jacob Beil (Columbus, GA)

Mary A. Buckner (Columbus, GA)

Thompson, Redmond, Nicolson & Ray (Columbus, GA)

Posey, Moye & Cartledge (Columbus, GA)



The proposals were reviewed by the Evaluation Committee members, which

consisted of representatives from the Community Reinvestment Department. The

Project Manager, also from Community Reinvestment Department, served in an

advisory position and was not a voting member.



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(s), this contract must be

re-advertised. Cost information has been submitted to the City Manager in a

separate memo for information purposes.



Funds are budgeted each fiscal year for this on-going expense; Community

Development Block Grant ? Various Accounts; Right-of ?Way Acquisition, 1999

SPLOST - Various accounts, Capital Improvement Projects; HOME Program - Various

Accounts ? General Fund ? Real Estate.



* * * * * *



(B) PURSUIT CAR BUILD OUT SERVICES (ANNUAL CONTRACT) ? RFP NO. 08-0001



It is requested that Council approve the annual contract for pursuit car build

out services with Interceptor Public Safety Products, Inc. The firm will

acquire and install the specified equipment into pursuit vehicles purchased by

the City, each year, and prepare them for delivery as a fully functional

pursuit vehicle to be used by the Law Enforcement Agencies of the City.



Currently it takes up to 10 months to have equipment installed in approximately

30 new pursuit cars before they can be placed into service. This extensive

delay is due to the cars having to go through 3 different agencies to have

various equipment installed. These agencies include:

-The City's Body Shop, which installs the Bar Lights, Safety Screen, Rear

Prisoner Safety Seats, Decals and Numbers.

-The City?s Radio Shop, which installs the ETS System, PA 300 Siren Control

Box, Horizontal Mount for Unit Organizer and Rifle Rack/Shotgun Rack

-A private company, which installs the Radar Units, Camera Systems and Computer

Systems.



The primary function of the City?s Body Shop is repairing and maintaining

vehicles, not equipment installation and decaling. The primary function of the

City?s radio shop is to install, program and repair radio systems, not

equipment installation. The personnel and time utilized by these agencies to

install equipment minimizes the amount of time used to service vehicles and get

them back in service and the minimizes the time required to repair and keep

radios in service. In addition, the body shop has been downsized to 3

employees as a result of personnel reductions in recent years, which further

acerbates the length of time it takes to install equipment.



It is estimated that employees spend approximately 4 hours moving each new car

between the shops and arranging for installation of various pieces of

equipment; the car is driven approximately 30 miles in this process.

Consequently, it costs the City approximately, $561.62 in City labor to install

the equipment; while also paying the private company $639.40 to install the

remaining equipment. The total cost to the City for installation of the

equipment is approximately $1,201.02.



The City?s current process is taking too long to get a car equipped and placed

into service. A turnkey contract will result in a guaranteed 5 cars per week

being fully equipped, decaled and placed into service. This will put law

enforcement officers into newer vehicles with newer equipment sooner and allows

older vehicles to be taken out of service. A turnkey contract will eliminate

the time consuming task of shuttling cars from agency to agency.



The contractor will acquire and install the following equipment in the Pursuit

Cars:

One Setina partition with Bucket Seat Adapter

One Laguna 3P Prisoner Seat

One Luguna 3P Leg Restraint System

One Whelen 10 function switch box

One Federal Signal PA300 Siren Control Box

One Horizontal Mount Four Unit Control Box Organizer

One Federal Signal AS124 Speaker with Mounting Kit

One AC/DC Industries Ignition Sensing Delay Timer

One MPH Python Series III FS Dual Antenna KA Band Radar with CV Readout Bracket

and Rear Deck Bracket

One Tomar Heliobe 13 Strobe Directional Light bar with Takedowns and Alleys

One Motorola Data Terminal

One Signal Video Products DVR-3012 Digital In-Car Video System



The City of Columbus will deliver, or cause to be delivered, each vehicle to

the contractor along with the decals and appliqu?s needed to mark the vehicle

with the livery of the Public Safety Agency for which it is intended. The

City anticipates submitting thirty-eight (38) 2008 Ford Crown Victoria?s to the

contractor, during the first round of build outs this year.



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.



Requests for proposal invitations were mailed to fifty-four vendors. This RFP

has been advertised and posted on the City?s web page. Proposals were

received, August 15, 2007, from the following offerors:



Interceptor Public Safety Products, Inc. (Forsyth, GA)

First Communications, Inc. (Columbus, GA)



The proposals were reviewed by the Evaluation Committee members, which

consisted of representatives from Police Department, Sheriff Department,

Marshal Department and the Fleet Maintenance Department. One representative

from the Police Department served in an advisory position and was not a voting

member. 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 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,

negotiations will begin with the next responsive offeror. Evaluation results

and cost proposals have been submitted to the City Manager in a separate memo

for information purposes.



Funds were budgeted in FY07 Mid Year budget amendment for the equipment in the

General Fund ? Police Department ? Equipment; 0101-400-2200-7763 which will be

included on the FY08 Carryover Budget Amendment; and in FY08 General Fund ?

Municipal Court- Marshal ? Vehicles; 0101-530-3000-7721; General Fund ?

Contingency, 0101-590-2000-9801. The amount used from contingency for the

installation will be requested to be replenished in the FY08 Mid Year budget

amendment.

.



* * * * * *



(C) EMERGENCY PURCHASE AND INSTALLATION OF LANDFILL LEACHATE MONITORING SYSTEM



It is requested that Council approve payment for the emergency purchase of a

replacement leachate monitoring system for Pine Grove Landfill from Leachator

Pumping Systems, Inc., (Cumming, GA) in the amount of $28,689.62; and approve

payment to Southeast Environmental Contracting, Inc. (Hahira, GA), in the

amount of $16,688.00, for the installation of the monitoring system.



The existing leachate monitoring system was struck by lightning and is not

repairable. Leachate is contaminated wastewater as a result of garbage

decomposition. The pump station monitors the flow of leachate from the

landfill. A report is filed quarterly with Columbus Water Works who in-turn

uses the information as part of their report to the EPD. Besides monitoring

the flow, the monitoring system also has two important features. It measures

the amount of certain contaminants in the water such as ammonia and zinc and it

also has an auto-dial feature in case of an emergency, such as pump failure or

flooding. It will first dial the landfill manager, and if no contact is made,

it will then go to the next designated person until someone is reached.



The monitoring system had to be replaced, as soon as possible, in order to

remain in compliance with EPD; failure to do so could result in fines of up to

$25,000 per day. Consequently, City Manager Hugley approved the emergency

purchase and installation on September 24, 2007.



Funds are available in the FY08 Budget: Integrated Waste Management Fund ?

Public Services ? Pine Grove Landfill ? Capital Expenditures Over $5,000;

0207-260-3560-PGRO-7761.









?ITEM A?



A RESOLUTION



NO._____



A RESOLUTION AUTHORIZING TO EXECUTE CONTRACTS FOR LEGAL SERVICES FOR REAL

ESTATE CLOSINGS FOR CDBG WITH JACOB BEIL; MARY A. BUCKNER; AND THOMPSON,

REDMOND, NICHOLSON & RAY; AND EXECUTE A CONTRACT FOR LEGAL SERVICES FOR HOME

PROGRAM TO INCLUDE RESIDENTIAL LOANS ?SALES AND REHABILITATIVE? AND COMMERCIAL

LOANS ?ECONOMIC DEVELOPMENT & REHABILITATIVE? WITH POSEY, MOYE & CARTLEDGE ON

AN ?AS NEEDED BASIS?.



WHEREAS, an RFP was administered (RFP 08-0004) and proposals were received from

four qualified offerors; and,



WHEREAS, the proposals submitted by Jacob Beil; Mary A. Buckner; Thompson,

Redmond, Nicolson & Ray; and Posey, Moye & Cartledge met all proposal

requirements and were deemed responsive to the RFP; and,



WHEREAS, the term of contract shall be for two years, with an option to renew

for three additional twelve-month periods. Contract renewal is 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 contracts for

legal services for Real Estate Closings for CDBG with Jacob Beil; Mary A

Buckner; Thompson, Redmond, Nicholson & Ray; and execute a contract for legal

services for Home Program to Include Residential Loans ?Sales and

Rehabilitative? and Commercial Loans ?Economic Development & Rehabilitative?

with Posey, Moye & Cartledge on an ?as needed basis?. Funds are budgeted each

fiscal year for this on-going expense; Community Development Block Grant ?

Various Accounts; Right-of ?Way Acquisition, 1999 SPLOST - Various accounts,

Capital Improvement Projects; HOME Program - Various Accounts ? General Fund ?

Real Estate.

______________________________



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 EXECUTION OF AN ANNUAL CONTRACT FOR PURSUIT CAR

BUILD OUT SERVICES WITH INTERCEPTOR PUBLIC SAFETY PRODUCTS, INC.



WHEREAS, an RFP was administered (RFP NO. 08-0001) and two proposals were

received; and,



WHEREAS, the proposal submitted by Interceptor Public Safety Products,

Inc., met all proposal requirements and was evaluated most responsive to the

RFP; and,



WHEREAS, 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.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to execute an annual

contract with Interceptor Public Safety Products, Inc., for Pursuit Car

Build-Out Services. Funds were budgeted in FY07 Mid Year budget amendment for

the equipment in the General Fund ? Police Department ? Equipment;

0101-400-2200-7763 which will be included on the FY08 Carryover Budget

Amendment; and in FY08 General Fund ? Municipal Court- Marshal ? Vehicles;

0101-530-3000-7721; General Fund ? Contingency, 0101-590-2000-9801.

______________________________



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 PAYMENT TO LEACHATOR PUMPING SYSTEMS, INC., (CUMMING,

GA), IN THE AMOUNT OF $28,689.62, FOR THE EMERGENCY PURCHASE OF A REPLACEMENT

LEACHATE MONITORING SYSTEM FOR PINE GROVE LANDFILL; AND AUTHORIZING PAYMENT TO

SOUTHEAST ENVIRONMENTAL CONTRACTING, INC. (HAHIRA, GA), IN THE AMOUNT OF

$16,688.00, FOR THE INSTALLATION OF THE MONITORING SYSTEM.



WHEREAS, the existing leachate monitoring system was struck by lightning and is

not repairable. Leachate is contaminated wastewater as a result of garbage

decomposition. The pump station monitors the flow of leachate from the

landfill. A report is filed quarterly with Columbus Water Works who in-turn

uses the information as part of their report to the EPD. Besides monitoring

the flow, the monitoring system also has two important features. It measures

the amount of certain contaminants in the water such as ammonia and zinc and it

also has an auto-dial feature in case of an emergency, such as pump failure or

flooding. It will first dial the landfill manager, and if no contact is made,

it will then go to the next designated person until someone is reached; and,



WHEREAS, the monitoring system had to be replaced, as soon as possible,

in order to remain in compliance with EPD; failure to do so could result in

fines of up to $25,000 per day. Consequently, City Manager Hugley approved

the emergency purchase and installation on September 24, 2007.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to make payment to Leachator

Pumping Systems, Inc., (Cumming, GA), in the amount of $28,689.62, for the

emergency purchase of a replacement leachate monitoring system for Pine Grove

Landfill; and make payment to Southeast Environmental Contracting, Inc.

(Hahira, GA), in the amount of $16,688.00, for the installation of the

monitoring system. Funds are available in the FY08 Budget: Integrated Waste

Management Fund ? Public Services ? Pine Grove Landfill ? Capital Expenditures

Over $5,000; 0207-260-3560-PGRO-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

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