Agenda Item # 9
Columbus Consolidated Government
Council Meeting
May 13, 2014
Agenda Report # 120
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) STATE MANDATED SOLID WASTE DISPOSAL FEES
It is requested that Council approve payment to Georgia Department of Natural
Resources for state mandated solid waste disposal fees in the amount of
$52,957.28. A total of 72,050.715 tons of solid waste was disposed, at Pine
Grove Landfill, between January 1, 2013 and December 31, 2013.
Funds are budgeted in the FY14 Budget: Integrated Waste Management Fund -
Public Services - Pine Grove Landfill ? State Mandated Waste Dump Fees;
0207-260-3560-PGRO-9208.
* * * * * * * * *
(B) SURVEY EQUIPMENT
It is requested that Council approve the purchase of two (2) GS14 Rover survey
units from Leica Geosystems, Inc., (Norcross, GA) in the amount of $28,680.00;
and rescind Resolution #129-14 which authorized the purchase of two (2) GS14
Rover survey units from Leica Geosystems, Inc., (Norcross, GA) in the amount of
$27,608.00.
The Engineering Department is requesting to rescind the recent authorizing
resolution because the originally quoted units have touch screens. This
equipment will be used in the field under dirt and dust conditions.
Consequently, a unit with a touch screen is subject to get scratched and/or be
easily damaged. Therefore, the department obtained an updated quote for units
with the QWERTY keypad (actual keys to type on) instead of the touch screen.
The survey equipment currently used by the Engineering Department was purchased
in 2009. The department?s two surveying crews have one surveying unit per
crew. These units are used to survey: storm water inventories, landfill, City
right-of-ways, current and future projects.
One of the units? modem has gone out and cannot be repaired or replaced. With
the constant changes in technology, parts availability for this equipment is no
longer an option. Therefore, it is necessary to replace both units due to
obsolescence.
The City purchased the last two units from Leica Geosystems; the vendor is
offering a 10% trade-in discount for the old units as follows:
2 units ($17,255) each $35,850.00
Less 10% Trade-in Discount -7,170.00
Total Cost $28,680.00
Funds are budgeted in the FY14 Budget: Sewer Fund ? Engineering ? Drainage ?
Machinery; 0202 ? 250 - 2300 ? DRAN ? 7715.
* * * * * * * * *
(C) VETERINARIAN SERVICES (ANNUAL CONTRACT) - RFB NO. 14-0034
It is requested that Council approve the annual contract for veterinarian
services with Affordable Veterinary Services, LLC, in the amount of $100.00 per
hour, not to exceed $1,200 per month, as well as, the provision of drugs and
other medical supplies on an ?as needed? basis for the estimated annual
contract value of $22,000.00 per year. The estimated contract value was
derived from the department?s budgeted amount for veterinary services to
include drugs and medical supplies. The veterinarian will make three visits a
week and provide professional advice to kennel personnel as it relates to
caring for, or the euthanasia of injured or sick animals on a weekly basis.
Drugs and other medical supplies will be administrated to the animals as
needed.
The contract term will 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 twenty (20) vendors and bid
specifications were posted on the web page of the Purchasing Division, the
Georgia Procurement Registry, and DemandStar. One bid response was received
April 9, 2014. This bid has been advertised, opened, and reviewed. The bidder
was:
Description/Vendor Affordable Veterinary Services, LLC
(Columbus, GA)
Per Hour Fee $ 100.00
Cost Of Drugs & Medical Supplies $ 6,214.12
Funds are budgeted each fiscal year for this ongoing expense: General Fund -
Public Works - Special Enforcement ? Veterinary Services;
0101-260-2400-SPCL-6339.
* * * * * * * *
(D) WHEEL ALIGNMENT AND BALANCE SERVICES (ANNUAL CONTRACT) - RFB No. 14-0035
It is requested that Council approve the annual service contract for wheel
alignment and balance services with Tires First, Inc., (Columbus, GA) for the
estimated annual contract value of $28,000. The estimated contract value was
derived from the departments? budgeted amount for wheel alignment and balance
services. The contractor will provide wheel alignment and balance services for
all types of vehicles utilized by Columbus Consolidated Government on an ?as
needed basis?.
The contract period shall be for three year.
Bid postcard invitations were mailed to sixty-four vendors and bid
specifications were posted on the web page of the Purchasing Division, the
Georgia Procurement Registry, and DemandStar. Two bids were received on April
9, 2014. This bid has been advertised, opened and reviewed. The bidders were:
Description/Vendors Tires First, Inc.
(Columbus, GA) Columbus Spring Services, Inc.
(Columbus, GA)
Hourly Labor & Replacement Parts for Wheel Alignments
1. Wheel Alignment for Light Duty Vehicles $59.95 $60.00
2. Wheel Alignment for Pick-up Trucks & Cargo Vans $59.95 $60.00
? ton
3. Wheel Alignment for School Buses $125.00 $120.00 ? Toe Adj
$200.00 - Complete
4. Wheel Alignment for Heavy Duty Vehicles $125.00 $120.00 ? Toe Adj
$200.00 - Complete
Hourly Labor & Replacement Parts for Balancing
1. Balancing for Light Duty Vehicles $10.00 ea. $10.00 ea.
2. Balancing for Pick-up Trucks & Cargo Vans $10.00 ea. $12.00 ea.
3. Balancing for School Buses $30.00 ea $18.00 ea.
4. Balancing for Heavy Duty Vehicles $30.00 ea. $22.00 ea.
Warranty in Months or Miles, Whichever Comes First
12 Months, 12,000 Labor ? 90 Days
Parts ? 1 Year
12 Months, 12,000 Labor ? 90 Days
Parts ? 1 Year
12 Months, 12,000 Labor ? 90 Days
Parts ? 1 Year
12 Months, 12,000 Labor ? 90 Days
Parts ? 1 Year
Funds are budgeted each fiscal year for this on-going expense, Various
Departments ? Auto Parts and Supplies; 6721.
* * * * * * * *
(E) PRE-FABRICATED STEEL BUILDING - RFB No. 14-0021
It is requested that Council authorize the purchase of one (1) pre-fabricated
steel building (Inland Building Systems), from Garrison Construction Co., Inc.,
(Macon, GA) at a unit price of $31,715.00, plus $13,722.00 for
labor/delivery/installation, for a total price of $45,437.00.
The building will be used by the Public Works Department as a utility
building. It will be comprised of both open and enclosed spaces. The enclosed
spaces will be used as a workshop for carpentry equipment, and storing various
small equipment and tools. The open spaces will be used to store large
vehicles and equipment. The building will be installed at 3950 Schatulga Road,
Columbus, GA 31907.
Bid postcard invitations were mailed to eighty-four vendors and bid
specifications were posted on the web page of the Purchasing Division, the
Georgia Procurement Registry, and OnVia DemandStar. Two bids were received on
February 21, 2014. This bid has been advertised, opened and reviewed. The
bidders were:
Vendors Manufacturer/Model Unit Price Labor/Delivery/
Installation Total Price
(1 Unit)
Garrison Construction (Macon, GA) Inland Building Systems $31,715.00 $13,722.00 $45,437.00
Tyson Steel Building Products, Inc. (Doerun, GA) Tyson Steel Building Products
40?w x 120?L x 12? Eave 3/12 Roof Pitch $39,000.00 $10,000.00 $49,000.00
Funds are budgeted in the FY14 Budget as follows: Paving Fund ? Public Works ?
Repairs and Maintenance ? Capital Expend ? Over $5,000;
0203-260-3110-REPR-7761.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING PAYMENT TO GEORGIA DEPARTMENT OF NATURAL
RESOURCES FOR STATE MANDATED SOLID WASTE DISPOSAL FEES IN THE AMOUNT OF
$52,957.28.
WHEREAS, a total of 72,050.715 tons of solid waste was disposed, at
Pine Grove Landfill, between January 1, 2013 and December 31, 2013.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Georgia
Department of Natural Resources for state mandated solid waste disposal fees in
the amount of $52,957.28. Funds are budgeted in FY14 Budget: Integrated Waste
Management Fund - Public Services - Pine Grove Landfill ? State Mandated Waste
Dump Fees; 0207-260-3560-PGRO-9208.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ___________, 2014 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) GS14 ROVER SURVEY UNITS FROM
LEICA GEOSYSTEMS, INC., (NORCROSS, GA) IN THE AMOUNT OF $28,680.00; AND RESCIND
RESOLUTION #129-14 WHICH AUTHORIZED THE PURCHASE OF ONE (2) GS14 ROVER SURVEY
UNITS FROM LEICA GEOSYSTEMS, INC., (NORCROSS, GA) IN THE AMOUNT OF $27,608.00.
WHEREAS, the Engineering Department is requesting to rescind the recent
authorizing resolution because the originally quoted units have touch screens.
This equipment will be used in the field under dirt and dust conditions.
Consequently, a unit with a touch screen is subject to get scratched and/or be
easily damaged. Therefore, the department obtained an updated quote for units
with the QWERTY keypad (actual keys to type on) instead of the touch screen;
and,
WHEREAS, the survey equipment currently used by the Engineering Department was
purchased in 2009. The two surveying crews have one surveying unit per crew.
These units are used to survey: storm water inventories, landfill, City
right-of-ways, current and future projects; one of the units? modem has gone
out and cannot be repaired or replaced. With the constant changes in
technology, parts availability for this equipment is no longer an option.
Therefore, it is necessary to replace both units due to obsolescence.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
Part I
Resolution #129-14 is hereby rescinded.
Part II
That the City Manager is hereby authorized to purchase of two (2) GS14
Rover survey units from Leica Geosystems, Inc., (Norcross, GA) in the amount of
$28,680.00. Funds are budgeted in the FY14 Budget: Sewer Fund ? Engineering ?
Drainage ? Machinery; 0202 ? 250 - 2 300 ? DRAN ? 7715.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2014 and adopted at said meeting
by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_____________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR VETERINARIAN SERVICES
WITH AFFORDABLE VETERINARY SERVICES LLC, IN THE AMOUNT OF $100.00 PER HOUR, NOT
TO EXCEED $1,200 PER MONTH, AS WELL AS, THE PROVISION OF DRUGS AND OTHER
MEDICAL SUPPLIES, ON AN ?AS NEEDED? BASIS, FOR THE ESTIMATED ANNUAL CONTRACT
VALUE OF $22,000.00 PER YEAR.
WHEREAS, the veterinarian will make three visits a week and provide
professional advice to kennel personnel as it relates to caring for, or the
euthanasia of injured or sick animals on a weekly basis; and,
WHEREAS, drugs and other medical supplies will be administrated to the animals
as needed; and,
WHEREAS, the contract term will 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.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into a annual
contract for veterinarian services with Affordable Veterinary Services, LLC, in
the amount of $100.00 per hour, not to exceed $1,200 per month, as well as, the
provision of drugs and other medical supplies, on an ?as needed? basis, for the
estimated annual contract value of $22,000.00 per year. Funds are budgeted
each fiscal year for this ongoing expense: General Fund - Public Works -
Special Enforcement ? Veterinary Services; 0101-260-2400-SPCL-6339.
______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2014 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM D?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING AN ANNUAL SERVICE CONTRACT FOR WHEEL ALIGNMENT
AND BALANCE SERVICES WITH TIRES FIRST, INC., (COLUMBUS, GA) FOR THE ESTIMATED
CONTRACT VALUE OF $28,000.
WHEREAS, the contractor will provide wheel alignment and balance
services for all types of vehicles utilized by Columbus Consolidated Government
on an ?as needed basis?; and,
WHEREAS, the contract period shall be for three years.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to enter into an annual
service contract for wheel alignment and balance services with Tires First,
Inc., (Columbus, GA) for the estimated annual contract value of $28,000. Funds
are budgeted each fiscal year for this ongoing expense: Various Departments ?
Auto Parts and Supplies; 6721.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ___________, 2014 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_____________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) PRE-FABRICATED STEEL
BUILDING (INLAND BUILDING SYSTEMS), FROM GARRISON CONSTRUCTION CO., INC.,
(MACON, GA), AT A UNIT PRICE OF $31,715.00, PLUS $13,722.00 FOR
LABOR/DELIVERY/INSTALLATION, FOR A TOTAL PRICE OF $45,437.00.
WHEREAS, the building will be used by the Public Works Department as a utility
building. It will be comprised of both open and enclosed spaces. The enclosed
spaces will be used as a workshop for carpentry equipment, and storing various
small equipment and tools. The open spaces will be used to store large
vehicles and equipment. The building will be installed at 3950 Schatulga Road,
Columbus, GA 31907.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase one (1)
pre-fabricated steel building (Inland Building Systems) from Garrison
Construction Co., Inc., in the amount of $31,715.00, plus $13,722.00 for
labor/delivery/installation, for a total price of $45,437.00. Funds are
budgeted in the FY14 Budget as follows: Paving Fund ? Public Works ? Repairs
and Maintenance ? Capital Expend ? Over $5,000; 0203-260-3110-REPR-7761.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ___________, 2014 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_____________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
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