Agenda Item # 3
Columbus Consolidated Government
Council Meeting
June 9, 2009
Agenda Report # 399
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) EMERGENCY PURCHASE AND INSTALLATION OF REPLACEMENT CHILLER FOR THE
JAIL
It is requested that Council approve payment to Holbrook Service Company, Inc.
(Columbus, Georgia), in the amount of $119,332.00, for the emergency purchase
and installation of a replacement chiller for the jail.
One of the chillers at the jail failed and was beyond repair. The chiller
supplies cooling for the portion of the jail built in 1984, as well as,
Recorder?s Court. The City Manager approved the emergency purchase on May 20,
2009.
The Facilities Maintenance Division obtained quotes from the following vendors
for the replacement chiller:
Holbrook Service Company, Inc (Columbus, GA) $119,332.00
1st Mechanical Services, Inc. (Columbus, GA) 174,720.00
Energy Savers of Georgia (Columbus, GA) 182,898.00
Funds are available in the FY09 Budget: Special Project/Capital Projects Fund?
General Fund Supported Capital Project ?Capital Expenditure Over $5,000 ? Jail
Renovations/Expansions; 0508-660-1000-CPGF-7761-22180-20090.
* * * * * * * * *
(B) TRANSPORTATION EXPENSES FOR VARIOUS FUNCTIONS FOR PARKS AND
RECREATION DEPARTMENT
It is requested that Council approve payment to Muscogee County School District
Transportation Department in the amount of $15,290.99 for transportation
expenses.
The travel expenses were for various field trips for After School Program
Summer Camp participants, and teams traveling to tournaments. The expenses
cover the period from 2006 ? 2009.
Funds are available in the FY09 Budget: General Fund ? Parks and Recreation ?
Community Schools Operations ? Charter Services; 0101-270-3505-CSOP-6546
* * * * * * * * *
(C) EMERGENCY PUMP RENTAL FOR CHARTER OAKS WATERSHED
It is requested that Council approve payment to Western Oilfields Supply
Company (Los Angeles, California) d/b/a Rain for Rent (Marietta, Georgia), in
the amount $26,924.25, for emergency pump rental services.
The pumps were needed to remove water due to excessive rain, which caused
flooding at Charter Oaks Watershed. The City Manager approved the emergency
procurement due to the threat of citizens? safety and welfare.
Funds are available in the FY09 Budget: Special Project/Capital Project Fund ?
Capital Projects ? Sewer Fund Supported Capital Projects ? Drainage/Street
Improvements ? Charter Oaks Watershed; 0508-660-2000-CPSF-7622-21097-20060.
* * * * * *
(D) RECYCLABLE GOODS MARKETING SERVICES (ANNUAL CONTRACT)? RFP NO. 09-0019
It is requested that Council authorize execution of a contract with Pratt
Industries Recycling Division to market recyclable goods and share revenue
received from the sale of the recyclable goods. Columbus Consolidated
Government will sort and process these recyclable goods.
Currently, the City is contracted with Goodwill to receive and market the
City?s picked up recycle materials, such as newspapers, magazines etc?
However, on July 1, 2009 Goodwill will no longer accept recycle materials.
When the City was made aware of Goodwill?s decision, an RFP was advertised
February 18, 2009 in an attempt to obtain another vendor who would provide and
operate a MRF for the City. No vendors submitted proposals, but did indicate
that the market was such that it would not be profitable for them to make the
capital investment needed to provide and operate a MRF. Consequently, the
RFP was re-written for the City to provide and operate the MRF with a vendor
picking up and marketing the recyclables. The City will utilize the
warehouse, located off Victory Drive at #25 22nd Avenue, as the MRF location.
It is estimated that 250 tons of recyclable materials, per month, will be
processed.
The term of this contract shall be for three years, with the option to renew
for a two (2) year period. Contract renewal will be contingent upon the mutual
agreement of the City and the Contractor.
Request for proposal postcard invitations were mailed to twenty-nine vendors.
This RFP has been advertised and posted on the City?s web page. One proposal
was received on May 14, 2009 from the following offeror:
Pratt Industries Recycling Division (East Point, GA)
Pratt Industries Recycling Division proposes the following:
To help the City equip the MRF, Pratt Industries Recycling Division will lease
a Bailer & Sorting Tables to Columbus Consolidated Government. As well as,
handle any and all repairs of said equipment at the Customers site. The City
will only be responsible for the cost of repairs in the event damage to
equipment is due to the direct neglect or misuse of the equipment.
Pratt Industries Recycling Division shall pay the City for the Recyclable
Materials that are bought by Pratt Recycling per the proposed Rebate Schedule.)
Pratt Industries Recycling Division shall be solely responsible for marketing
the processed commodities.
Pratt Industries Recycling Division agrees to use its commercially reasonable
efforts to sell all Recyclable Material from the Site.
Pratt Industries Recycling Division agrees to provide quarterly reports on the
tons recycled through the program.
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from the Public Services Department and the City Attorney?s
office. 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. The rebate schedule information has been submitted to the City
Manager in a separate memo for informational purposes.
Recycling Revenue will be deposited as follows: Integrated Waste Management
Fund ? Government Wide Revenue ? Recycling Fees; 0207-099-1999-REVN-4558.
* * * * * * * * *
(E) EMERGENCY CONSTRUCTION SERVICES FOR DRAINAGE SYSTEM AND ROAD REPAIR ON
WARNER ROAD
It is requested that Council approve payment to McMath-Turner Construction
Company (Columbus, Georgia), in the amount $50,541.00, plus the cost for
unknown contingencies, for emergency construction services for drainage system
and road repair on Warner Road.
In early May a portion of Warner Road developed a sizeable sinkhole due to
erosion. The repair needed to be made as quickly as possible for safety and
road access.
Therefore, the City Manager approved the emergency repair on May 13, 2009.
The corrective work includes the following: demolition of damaged area,
grading, installation of 36? storm sewer outfall, paving, traffic control,
manhole, 42? RCP and concrete curb and gutter. The Engineering Department
requested price quotes from the following contractors:
McMath-Turner Construction Company (Columbus, GA) $50,541.00
Earth-Scapes, Inc., (Phenix City, Al) 52,000.00
KAM, Inc., (Columbus, GA) 70,000.00
Gordy Construction Company (Fortson, GA) 89,984.00
The contractors above were solicited for price quotes because they have
performed successfully on similar work for the City in the past.
Funds are available in the FY09 Budget: Special Project/Capital Project Fund ?
Capital Projects ? Sewer Fund Supported Capital Projects ? Drainage/Street
Improvements ? Pipe Rehabilitation; 0508-660-2000-CPSF-7622-20770-20040.
?ITEM A?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING PAYMENT TO HOLBROOK SERVICE COMPANY, INC.
(COLUMBUS, GEORGIA), IN THE AMOUNT OF $119,332.00, FOR THE EMERGENCY PURCHASE
AND INSTALLATION OF A REPLACEMENT CHILLER FOR THE JAIL.
WHEREAS, one of the chillers at the jail failed and was beyond repair.
The chiller supplies cooling for the portion of the jail built in 1984, as well
as, Recorder?s Court. The City Manager approved the emergency purchase on May
20, 2009.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to
Holbrook Service Company, Inc., in the amount of $119,332.00, for the emergency
purchase and installation of a replacement chiller for the jail. Funds are
available in the FY09 Budget: Special Project/Capital Projects Fund? General
Fund Supported Capital Project ?Capital Expenditure Over $5,000 ? Jail
Renovations/Expansions; 0508-660-1000-CPGF-7761-22180-20090.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2009 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 PAYMENT TO MUSCOGEE COUNTY SCHOOL DISTRICT ?
TRANSPORTATION IN THE AMOUNT OF $15,290.99 FOR TRANSPORTATION EXPENSES.
WHEREAS, the travel expenses were for various field trips for After
School Program Summer Camp participants and teams traveling to tournaments.
The expenses cover the period from 2006 ? 2009.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Muscogee
County School District Transportation Department in the amount of $15,290.99
for transportation expenses. Funds are available in the FY09 Budget: General
Fund ? Parks and Recreation ? Community Schools Operations ? Charter Services;
0101-270-3505-CSOP-6546
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2009 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 WESTERN OILFIELDS SUPPLY COMPANY
(LOS ANGELES, CALIFORNIA) D/B/A RAIN FOR RENT (MARIETTA, GEORGIA), IN THE
AMOUNT $26,924.25, FOR EMERGENCY PUMP RENTAL SERVICES.
WHEREAS, the pumps were needed to remove water due to excessive rain
which caused flooding at Charter Oaks Watershed. The City Manager approved the
emergency procurement due to the threat of citizens? safety and welfare.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Western
Oilfields Supply Company (Los Angeles, California) d/b/a Rain for Rent
(Marietta, Georgia), in the amount $26,924.25, for emergency pump rental
services. Funds are available in the FY09 Budget: Special Project/Capital
Project Fund ? Capital Projects ? Sewer Fund Supported Capital Projects ?
Drainage/Street Improvements ? Charter Oaks Watershed;
0508-660-2000-CPSF-7622-21097-20060.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2009 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 TO ENTER INTO A CONTRACT WITH PRATT INDUSTRIES
RECYCLING DIVISION TO MARKET RECYCLABLE GOODS AND SHARE REVENUE RECEIVED FROM
THE SALE OF THE RECYCLABLE GOODS. COLUMBUS CONSOLIDATED GOVERNMENT WILL SORT
AND PROCESS THESE RECYCLABLE GOODS.
WHEREAS, an RFP was administered (RFP No. 09-0019) and one proposal was
received from Pratt Industries Recycling Division; and,
WHEREAS, the proposal submitted by Pratt Industries Recycling Division, met all
proposal requirements and is deemed responsive to the RFP; and,
WHEREAS, the term of this contract shall be for three years, with the option to
renew for a two (2) year period. 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 enter into a contract
with Pratt Industries Recycling Division to market recyclable goods and share
revenue received from the sale of the recyclable goods. Columbus Consolidated
Government will sort and process these recyclable goods. Recycling Revenue
will be deposited as follows: Integrated Waste Management Fund ? Government
Wide Revenue ? Recycling Fees; 0207-099-1999-REVN-4558.
______________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _____________________, 2009 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 E?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING PAYMENT TO MCMATH-TURNER CONSTRUCTION COMPANY
(COLUMBUS, GEORGIA), IN THE AMOUNT $50,541.00, PLUS THE COST FOR UNKNOWN
CONTINGENCIES, FOR EMERGENCY CONSTRUCTION SERVICES FOR DRAINAGE SYSTEM AND ROAD
REPAIR ON WARNER ROAD.
WHEREAS, in early May a portion of Warner Road developed a sizeable sinkhole
due to erosion. The repair needed to be made as quickly as possible for
safety and road access. Therefore, the City Manager approved the emergency
repair on May 13, 2009; and,
WHEREAS, the corrective work includes the following: demolition of damaged
area, grading, installation of 36? storm sewer outfall, paving, traffic
control, manhole, 42? RCP and concrete curb and gutter. The Engineering
Department requested price quotes from the following contractors:
McMath-Turner Construction Company (Columbus, GA) $50,541.00
Earth-Scapes, Inc., (Phenix City, Al) 52,000.00
KAM, Inc., (Columbus, GA) 70,000.00
Gordy Construction Company 89,984.00
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to
McMath-Turner Construction Company (Columbus, Georgia), in the amount
$50,541.00, plus the cost for unknown contingencies, for emergency construction
services for drainage system and road repair on Warner Road. Funds are
available in the FY09 Budget: Special Project/Capital Project Fund ? Capital
Projects ? Sewer Fund Supported Capital Projects ? Drainage/Street Improvements
? Pipe Rehabilitation; 0508-660-2000-CPSF-7622-20770-20040.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2009 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
Attachments
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