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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