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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