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 #_7_____

Columbus Consolidated Government

Council Meeting



January 29, 2008



Agenda Report #__237___



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department

________________________________________________________________________________

____





(A) CUSTODIAL SUPPLIES (ANNUAL CONTRACT) - RFB NO. 08-0013



It is requested that Council approve the purchase of custodial supplies on an

"as needed basis" from Rutledge Enterprises, Georgia Correctional Industries,

Zep Manufacturing and Unisource Worldwide for the estimated annual contract

value of $138,228.43. Various departments of the Columbus Consolidated

Government will utilize these custodial supplies and chemicals.



The contract term is for a two-year period with an option to renew for three

additional twelve-month periods. Renewal of the contract is contingent upon

the mutual agreement of the City and the contracted vendors.



Eighty-six bid invitations were mailed; bids were received September 19. 2007

from the following seven vendors: Georgia Correctional Industries; Unisource

Worldwide; NCH Corp, Zep Manufacturing; Rutledge Enterprises; Sam Tell and Son,

Inc.; and Geneva Brown. This bid has been advertised, opened, and reviewed.

The successful bidders, per line item, are:



VENDOR/ITEMS EST. USAGE/

1 YEAR UNIT PRICE TOTAL COST

Rutledge Enterprises (Columbus, GA)

Cascade

Tide

Deo Wall Blocks

Insect Repellant

Ivory Bath Soap

Antibacterial Liquid Soap

Lava Hand Soap

409 Cleaner

E-Z Off Oven Cleaner

SOS Pads

Spic n Span

Dust Mop Treatment Spray

Armourall Trigger Sprayer

12 cs

75 cs

36 dz

60 cs

36 cs

150 cs

175 cs

200 cs

60 cs

15 cs

150 cs

10 cs

10 cs

37.84 cs

71.40 cs

19.25 dz

65.25 cs

30.20 cs

30.62 cs

42.90 cs

33.10 cs

30.10 cs

34.77 cs

81.25 cs

33.71 cs

42.75 cs

454.08

5,355.00

693.00

3,915.00

1,087.20

4,593.00

7,507.50

6,620.00

1806.00

521.55

12,187.50

337.10

427.50

45,504.43

Georgia Correctional Industries

(Decatur, GA)

Clorox

Lemon Pine Sol

Tub & Tile Cleaner

All Purpose Liquid Cleaner; 409 or Equal

Ajax

Toilet Bowl Cleaner

Degreaser/Cleaner ? Industrial Strength

Floor Finish Wax

Floor Finish Wax (High Gloss)

Floor Sealer

Floor Stripper

Floor Two in One Spray Buff/Maintainer



175 cs

1,200 gals

200 cs

9 cs

150 cs

150 cs

200 gals

240 cs

20 cs

20 cs

240 cs

20 cs



8.50 cs

3.60 gal

12.00 cs

12.80 cs

13.60 cs

12.80 cs

2.60 gal

20.00 cs

35.20 cs

22.40 cs

18.00 cs

18.40 cs



1,487.50

4,320.00

2,400.00

115.20

2,040.00

1,920.00

520.00

4,800.00

704.00

448.00

4,320.00

368.00

23,442.70

Zep Manufacturing (Phenix City, AL)

Toilet Chemical

Carpet Deodorizer

Fire Ant Killer

Windex

Stainless Steel Sponges

Carpet Spot Remover

Urinal Screens

Floor Stripper

6 cs

30 cs

200 cs

200 cs

10 cs

10 qts

300 ea

240 cs

64.42 cs

52.33 cs

64.25 cs

28.96 cs

16.31 cs

8.31 qt

2.48 ea

15.00 gal



386.52

1,569.90

12,850.00

5,792.00

163.10

83.10

744.00

3,696.00

25,284.62

Unisource Worldwide (Columbus, GA)

Ammonia

Bleach or Whitner

Ivory Dishwashing Liquid

Laundry Detergent

Deo Urinal

Disinfectant Spray

Disinfectant Spray; Lysol

Hand Sanitizer

Lemon Scent

Upholstery Cleaner

Wasp Spray

Crawling & Flying Insect Spray

Glass Cleaner

Scrubbing Pads

Wash and Wax Cleaner

Carpet Shampoo

Gum Remover

Oil Dry

Emulsifying Degreaser

Stainless Steel Cleaner (Water Based)

Stainless Steel Cleaner & Polish

Floor Restoration

Disinfectant Cleaner

125 gals

800 gals

55 cs

60 drm

300 dz

100 cs

100 cs

100 cs

24 cs

10 cs

120 cs

120 cs

50 cs

20 cs

200 gals

36 gals

4 cs

1,200 bgs

24 cs

20 cs

20 cs

20 cs

24 gals

10.14

1.65 gals

39.78 cs

22.24 drm

8.65 dz

28.50 cs

38.40 cs

37.70 cs

25.30 cs

34.80 cs

41.79 cs

41.45 cs

24.53 cs

16.75 cs

13.35 gal

10.79 gals

52.96 cs

5.15 bgs

29.16 cs

42.25 cs

39.81 cs

53.60 cs

11.47 gal

455.28

1,320.00

2,187.90

1,334.40

2,595.00

2,850.00

3,840.00

3,770.00

607.20

348.00

5,014.80

4,974.00

1,226.50

335.00

2,670.00

388.44

211.84

6,180.00

699.84

845.00

796.20

1,072.00

275.28

43,996.68

Estimated Annual Contract Value $138,228.43



The bids submitted by NCH Corporation, Sam Tell and Son, Inc., Geneva Brown did

not include the required documents such as Material Safety Data Sheet, Company

Business License and Company Tax ID number. Therefore the vendors? bids were

deemed incomplete. The Purchasing Division notified the vendors, in writing,

of the evaluation results.



Funds are budgeted each fiscal year for this ongoing expense: Integrated Waste

Management Fund - Public Services ? Solid Waste Collection ? Operating

Materials; 0207-260-3510-GARB-6728, General Fund ? Public Services ? Special

Enforcement ? Operating Materials; 0101-260-2400-SPCL-6728, Sewer Fund ? Public

Services ? Sewer Maintenance ? Operating; 0202-260-3210-ROWN-6728, and various

accounts of other city departments.



* * * * * * *



(B) LOTUS NOTES ANNUAL LICENSE RENEWAL



It is requested that Council approve payment to IBM Corporation, in the amount

of $65,464.61, for the Lotus Notes annual license renewal.



The license renewal will cover Lotus Notes, Sametime, Domino, D.U.C.S. and

H.A.T.S., CommonStore for Lotus Notes, CommonStore Content Manager, Email

Search CommonStore license and maintenance support for a twelve-month period,

beginning March 1, 2008 through February 28, 2009.



Lotus Notes, H.A.T.S. and CommonStore are IBM developed software. Therefore,

the IBM Corporation is considered an only known source for the license and

maintenance support.



Funds are budgeted in the FY08 Budget: Information Technology ? Software

Lease; 0101-210-1000-ISS-6541.



* * * * * *



(C) MOBILE DATA TERMINAL (MDT) SERVER MAINTENANCE SUPPORT



It is requested that Council authorize payment to Motorola (Schaumburg, IL), in

the amount of $43,075.63, for Mobile Data Terminal (MDT) hardware maintenance.

The maintenance provides hardware support and repair for MW520 and MW800 MDTs

for the annual period beginning February 1, 2008 through January 31, 2009. The

MDTs are installed in patrol, fire and service vehicles on a 24/7/365

schedule. The units are deployed throughout CCG in the Police Department,

Sheriff?s Office, Fire Department & Emergency Medical Services, Marshal?s

Office and Inspections & Codes.



All of the equipment is manufactured by Motorola and is proprietary in nature.

Therefore, the vendor is the Only Known Source, per Section 3-114 of the

Procurement Ordinance.



Funds are budgeted in the FY08 Budget: Information Technology ? Computer

Equipment Maintenance: 0101-210-1000-ISS-6511.





(D) HYDRAULIC MINI-EXCAVATOR - RFB NO. 08-0014



It is requested that Council authorize the purchase of one (1) hydraulic

mini-excavator from Tractor & Equipment (Columbus, GA) in the amount of

$34,237.00.



The hydraulic mini-excavator is a replacement unit that will be used by the

Rainwater Division of the Public Services Department to repair cave-ins, dig

ditches, and repair/replace underground pipe.



Specifications were posted on the City?s website; bid responses were received

on October 3, 2007 from seven bidders. This bid has been advertised, opened

and reviewed. The bidders were:



Unit Cost

Tractor & Equipment (Columbus, GA) $ 34,237.00

Vermeer Southeast Sales & Services (McDonough, GA) 1 $ 30,210.00

Atlanta JCB (Kennesaw, GA) 2 $ 31,845.00

Metrac (Columbus, GA) $ 34,734.00

Hertz Corporation (Park Ridge, NJ) $ 34,444.44

Louisiana Equipment (Bossier City, LA) $ 37,994.00

Yancey Brothers (Fortson, GA) $ 39,560.00



1 The equipment offered by Vermeer Southeast failed to meet specifications on

the rubber track shoes and the service/repair facility location. The vendor

has been notified in writing and given the opportunity to respond.



The equipment offered by Atlanta JCB failed to meet specifications on the fuel

tank, drawbar pull, rubber track shoes and the service/repair facility

location. The vendor has been notified in writing and given the opportunity to

respond.



Funds are budgeted in the FY08 Budget: Special Projects- Capital Project Fund

? Capital Projects ?Sewer Fund Supported Capital Projects ? Heavy Trucks ?

General Fund Supported Vehicle Replacement Program;

0508-660-2000-CPSF-7723-20782-20080.



?ITEM A?

A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF CUSTODIAL SUPPLIES ON AN ?AS NEEDED

BASIS? FROM Rutledge Enterprises, Georgia Correctional Industries, Zep

Manufacturing and Unisource Worldwide FOR THE ESTIMATED ANNUAL CONTRACT VALUE

OF $138,228.43.



WHEREAS, custodial supplies will be utilized by various departments of the

Columbus Consolidated Government; and,



WHEREAS, the contract term is for a two year period with an option to

renew for three additional twelve month periods. Renewal of the contract is

contingent upon the mutual agreement of the City and the Contractors.



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



That the City Manager is hereby authorized to purchase custodial

supplies on an ?as needed basis? from Rutledge Enterprises, Georgia

Correctional Industries, Zep Manufacturing and Unisource Worldwide for the

estimated annual contract value of $138,228.43. Funds are budgeted each fiscal

year for this ongoing expense: Integrated Waste Management Fund - Public

Services ? Solid Waste Collection ? Operating Materials;

0207-260-3510-GARB-6728, General Fund ? Public Services ? Special Enforcement ?

Operating Materials; 0101-260-2400-SPCL-6728, Sewer Fund ? Public Services ?

Sewer Maintenance ? Operating; 0202-260-3210-ROWN-6728, and various accounts of

other city departments.

______________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of ____________, 2008 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 PAYMENT TO IBM CORPORATION, IN THE AMOUNT OF

$65,464.61, FOR THE LOTUS NOTES ANNUAL LICENSE RENEWAL.



WHEREAS, The license renewal will cover Lotus Notes, Sametime, Domino, D.U.C.S.

and H.A.T.S., CommonStore for Lotus Notes, CommonStore Content Manager, Email

Search CommonStore license and maintenance support for a twelve-month period,

beginning March 1, 2008 through February 28, 2009; and,



WHEREAS, Lotus Notes, H.A.T.S. and CommonStore are IBM developed

software. Therefore, the IBM Corporation is considered an only known source

for the license and maintenance support.



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



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

Corporation, in the amount of $65,464.61, for the Lotus Notes annual license

renewal. Funds are budgeted in the FY08 Budget: Information Technology ?

Software Lease; 0101-210-1000-ISS-6541.

______________________________



Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________day of ______________________, 2008 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 MOTOROLA (SCHAUMBURG, IL) IN THE

AMOUNT OF $43,075.63 FOR MOBILE DATA TERMINAL HARDWARE MAINTENANCE.



WHEREAS, The maintenance provides hardware support and repair for MW520

and MW800 MDTs for the annual period beginning February 1, 2008 through January

31, 2009. The MDTs are installed in patrol, fire and service vehicles on a

24/7/365 schedule. The units are deployed throughout CCG in the Police

Department, Sheriff?s Office, Fire Department & Emergency Medical Services,

Marshal?s Office and Inspections & Codes; and,



WHEREAS, All of the equipment is manufactured by Motorola and is

proprietary in nature. Therefore, the vendor is the 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 Motorola

(Schaumburg, IL) in the amount of $43,075.63 for Mobile Data Terminal (MDT)

hardware maintenance. Funds are budgeted in the FY08 Budget: Information

Technology ? Computer Equipment Maintenance: 0101-210-1000-ISS-6511.

______________________________



Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of _________________, 2008 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 D?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) HYDRAULIC MINI-EXCAVATOR FROM

TRACTOR & EQUIPMENT (COLUMBUS, GA) IN THE AMOUNT OF $34,237.00.



WHEREAS, The hydraulic mini-excavator is a replacement unit that will be used

by the Rainwater Division of the Public Services Department to repair cave-ins,

dig ditches, and repair/replace underground pipe.



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



That the City Manager is hereby authorized to purchase one (1) hydraulic

mini-excavator from Tractor & Equipment (Columbus, GA) in the amount of

$34,237.00. Funds are budgeted in the FY08 Budget: Special Projects- Capital

Project Fund ? Capital Projects ?Sewer Fund Supported Capital Projects ? Heavy

Trucks ? General Fund Supported Vehicle Replacement Program;

0508-660-2000-CPSF-7723-20782-20080.





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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