Agenda Item # 6
Columbus Consolidated Government
Council Meeting
October 27, 2009
Agenda Report # 441
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) EQUIPMENT FOR FIRE APPARATUS
It is requested that Council approve the purchase of various ancillary
equipment from Hall-Mark Fire Apparatus, Inc., (Ocala, Florida) in the amount
of $54,611.85. The equipment will be installed on a recently purchased pumper
that will be utilized by the Fire/EMS Department at Station #1.
The ancillary equipment includes: axes, hydrant wrench, shovels, rope, various
nozzles, folding ladder and various other rescue equipment.
To accomplish this purchase, the City is participating in an RFP administered
by the City of Tallahassee, Florida. The City?s Procurement Ordinance, Article
9-101, ?Cooperative Purchasing Authorized,? allows for participation in the RFP.
The RFP administered by the City of Tallahassee, Request for Proposal No.
0152-05-VA-TC, is an annual contract for Fire Apparatus and Special Application
Vehicles. Hall-Mark Fire Apparatus was the successful vendor and entered into
Contract #1274 with the City of Tallahassee for a 5-year period, with the
option to renew for an additional five years. The contract began on June 15,
2006. The procurement process administered by the City of Tallahassee meets
the procurement requirements of Columbus Consolidated Government; and Hall-Mark
has agreed to provide the fire apparatus to the City under the same contract.
Funds are budgeted in the FY10 Budget: 1999 Sales Tax Project Fund ? 1999
SPLOST ? 99 SPLOST POL/FIRE VEH/EQUIP ? Heavy Trucks ? Police/Fire Equipment
Project; 0540 ? 695 ? 2123 ? TXPF ? 7723 ? 50120 - 20100.
(B) ARCHITECTURAL/ENGINEERING SERVICES FOR THE RIVERWALK - 14th STREET BRIDGE
PROJECT
It is requested that Council approve the contract with Hecht Burdeshaw
Architects, Inc., (Columbus, GA) in the amount of $92,714, for
architectural/engineering services related to the Riverwalk ?14th Street Bridge
Project.
Recently, the Georgia Department of Transportation awarded $3.5 million in
American Recovery and Reinvestment Act of 2009 (ARRA) funds (Stimulus funding)
for the redevelopment of the 14th Street Pedestrian Bridge. With these funds
the city will be able to complete this vital section of the Riverwalk for the
community. This project however cannot begin without the completion of the
necessary architectural and engineering documentation.
The approval of this contract will authorize the final design work for the 14th
Street Bridge begun in 2004, by Hecht Burdeshaw Architects, under a previous
contract with Uptown Columbus. This contract will include producing bid
documents, negotiation services and construction administration services.
Hecht Burdeshaw Architects is recommended to complete the design services due
to their experience, knowledge and previous work on the project.
Funds are budgeted in the FY10 Budget: Capital Projects Fund ? Paving Fund
Supported Capital Projects ? Contingency - 14th St. Bridge;
0508-660-3000-CPPF-9801-21044-20100.
* * * * * * * *
(C) MOBILE DATA/AUTOMATIC VEHICLE LOCATION (AVL) WORKSTATIONS
It is requested that Council authorize the purchase one hundred (100) MW810
mobile data/ automatic vehicle location (AVL) workstations, in the amount of
$1,120,700 from Motorola Corporation. The unit cost for the Mobile Data/AVL is
$11,207.
The equipment will be installed in police vehicles purchased due to the
expansion of the Police Department?s authorized strength by one hundred new
officers.
This purchase is part of a continuing project aimed at equipping all
appropriate public safety vehicles with advanced technology, in order to
maximize the efficiency of public safety response calls, for service, from the
public. Per Resolution No. 431-00 (RFP No. 00-0022), Council awarded a
contract with Motorola to provide mobile data units for public safety
departments. To maintain uniformity of the equipment, the City has continued
to purchase the equipment from Motorola. Consequently, the vendor is
considered the only known source to provide the equipment, in accordance with
the Procurement Ordinance, Article 3-114.
Funds are budgeted in the FY10 Budget: Twenty-two (22) workstations are
budgeted in 1999 Sales Tax Project Fund ? 1999 SPLOST ? 99 SPLOST POL/FIRE
VEH/EQUIP ? Automobiles ? Police/Fire Equipment Project;
0540-695-2123-TXPF-7721-50110-20090. Seventy-eight (78) workstations are
budgeted in Lost Fund ? Police ? Automobiles; 0102-400-9900-LOST-7721.
(D) BUS ADVERTISING SERVICES (ANNUAL CONTRACT) ? RFP NO. 10-0001
It is requested that Council authorize the execution of a contract with
Renaissance Marketing, Inc., (Savannah, Georgia), to provide bus advertising to
be placed on the exterior and/or interior of METRA buses. The Contractor will
provide the following services:
Solicit advertisements to be placed on the exterior and interior spaces on
METRA?s buses.
Provide standard sized advertisements and full wrap displays on the buses.
Standard sized advertisements include: King (Street side 30? x 144?); Queen
(Curb side 30? x 88?); Tail (Rear 21? x 72?); and Interior (Inside Cards 11? H
x 28? W). Other options and sized advertisement displays on the buses will be
considered by METRA.
Provide advertisement that shall be reputable in character and conform to
recognized business standards and appropriate City ordinances.
Provide advertisement that shall not conflict with the laws of the United
States or any state or political subdivision thereof.
Maintain all ads so as to insure its neat appearance, and promptly repair any
torn or damaged ad, which in the opinion of METRA is unsightly in appearance.
Provide limited interior advertising space available, without charge, to
eligible organizations and for eligible public services announcements. Public
Services Announcements raises awareness and helps organizations get their
messages directed to a significant segment of the general public.
Furnish at its expense all equipment, supplies and materials necessary
incidental to the contract, sales and installation of advertising materials.
Firm agrees to share a proposed dollar amount monthly or a percentage of the
monthly net revenue with METRA, whichever is greater.
The contract term shall be for two years with the option to renew for three (3)
additional twelve-month periods. The contract renewal will be contingent upon
the mutual agreement of the City and the Contractor.
Request for proposal postcard invitations were mailed to forty-seven (47)
vendors and the specifications were posted on the City?s website. This RFP has
been advertised, opened and evaluated. A Pre-Proposal Conference was held at
10:00 a.m., Thursday, August 20, 2009 at the Department of
Transportation/METRA. One vendor was present at the conference. One proposal
was received on September 4, 2009 from the following offeror:
Renaissance Marketing, Inc. (Savannah, GA)
The proposal was reviewed by the Evaluation Committee, which consisted of
representatives from the Department of Transportation/METRA. The committee
also consisted of one non-voting Advisory member from the Department of
Transportation/METRA. 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 RFP process, there
is no formal opening due to the possibility of negotiated components of the
proposal. In the event City 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 payment schedule for the proposed share of
revenue has been submitted to the City Manager in a separate memo for
informational purposes.
Funds will be deposited into the following Revenue Account: Transportation
Fund ? Government Wide Revenue ? Government Wide Revenue ? Revenue ?
Advertising, 0751-099-1999- REVN-4563.
* * * * * *
(E) CONTRACT AMENDMENT FOR ADDITIONAL ENGINEERING SERVICES REQUIRED FOR
VETERANS PARKWAY WIDENING PROJECT FROM OLD MOON ROAD TO HANCOCK ROAD
It is requested that Council authorize the execution of a contract amendment
with Jordan, Jones & Goulding (Columbus, GA) for additional engineering
services required for the Veterans Parkway Widening Project from Old Moon Road
to Hancock Road in the amount of $341,650, plus payment for any contingencies
due to unforeseen issues.
Georgia DOT is requiring that the City move forward and complete the
preliminary design for this project in order to facilitate the acquisition of
the Right of Way. The amendment to the contract is required due to several
changes that have occurred over the last three years while waiting for
Categorical Exclusion to be approved by the Federal Highway Administration.
The changes include the following:
-New Site Developments, including: 1) The Gold?s Gym Development, 2) The
Fortson Place development, 3) The Pafford Development and the 4) Kumar Property
development. The new site developments have changed the existing conditions
that the current design has been based upon. These new sites will need to be
surveyed, and the design and Right of Way Plans will need to be updated
accordingly.
-New Roadways: Since 2005 Old Guard Road has been constructed and tied into
Veterans Parkway. Veterans Parkway has been widened from Moon Road to Old
Guard Road to accommodate new school traffic for the area. These new
facilities will need to be surveyed and incorporated into the overall design
plans.
-Erosion Control: EPD reissued NPDES General Permits on August 1, 208, and
revised the Erosion, Sedimentation and Pollution Control Plan Checklists for
January 2009. The preliminary Erosion Control plans need to be revised and
updated to meet these new standards.
-Value Engineering: Jordan, Jones and Goulding (JJG) and GDOT have completed
the Value Engineering process, which is required for projects that have overall
costs greater than $10 million. The final VE report requires the JJG narrow
the urban shoulders on the project from 176? to 12?. This revision will impact
the construction limits, drainage, erosion control, and other design features.
-Jurisdictional Waters: Based on new guidelines from the U.S. fish and
Wildlife Service, the proposed culverts on the project must be updated to meet
new standards for fish passage. GDOT now also requires all Environmentally
Sensitive Areas to be shown on the plans in an updated presentation format.
-GDOT Policies: The preliminary plans must be updated to match any new GDOT
design and plan presentation guides over the last 3 years.
-Update Traffic Projections: GDOT requires that the plans reflect the updated
build year. This build year has been changing as the project has been delayed.
-Re-evaluation of Categorical Exclusion (CE): GDOT and FHWA require that
environmental documents be updated within 6 months of Right of Way
Authorization; thus an additional re-evaluation of the CE will be required.
Per Resolution #560-03,Council approved the contract with Jordan, Jones and
Goulding to provide engineering services for the Veterans Parkway Widening
Project. Jordan, Jones & Goulding has provided engineering services thus far
for this project and is considered an Only Know Source, per Section 3-114 of
the Procurement Ordinance.
Funds are budgeted in FY10 Budget: 1999 Sales Tax Project Fund ? 1999 SPLOST ?
99 SPLOST ROAD/STREET/BRIDGES ? Contingency -Veteran?s Parkway Widening Project
(Old Moon Rd. to Hancock Rd.); 0540-695-2126-TXRB-9801-50319-20030.
?ITEM A?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING THE PURCHASE OF VARIOUS ANCILLARY EQUIPMENT
FROM HALL-MARK FIRE APPARATUS, INC., (OCALA, FLORIDA) IN THE AMOUNT OF
$54,611.85.
WHEREAS, the equipment will be installed on a recently purchased pumper that
will be utilized by the Fire/EMS Department at Station #1; and,
WHEREAS, to accomplish this purchase as expediently as possible, the City is
participating in an RFP administered by the City of Tallahassee, Florida. The
City?s Procurement Ordinance, Article 9-101, ?Cooperative Purchasing
Authorized,? allows for participation in the RFP. The RFP administered by the
City of Tallahassee, Request for Proposal No. 0152-05-VA-TC, is an annual
contract for Fire Apparatus and Special Application Vehicles. Hall-Mark Fire
Apparatus was the successful vendor and entered into Contract #1274 with the
City of Tallahassee for a 5-year period, with the option to renew for an
additional five years. The contract began on June 15, 2006. The procurement
process administered by the City of Tallahassee meets the procurement
requirements of Columbus Consolidated Government; and Hall-Mark has agreed to
provide the fire apparatus to the City under the same contract.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase of various
ancillary equipment from Hall-Mark Fire Apparatus, Inc., (Ocala, Florida) in
the amount of $54,611.85. Funds are budgeted in the FY10 Budget: 1999 Sales
Tax Project Fund ? 1999 SPLOST ? 99 SPLOST POL/FIRE VEH/EQUIP ? Heavy Trucks ?
Police/Fire Equipment Project; 0540 ? 695 ? 2123 ? TXPF ? 7723 ? 50120 - 20100.
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 THE CONTRACT WITH HECHT BURDESHAW ARCHITECTS,
INC., (COLUMBUS, GA) IN THE AMOUNT OF $92,714, FOR ARCHITECTURAL/ENGINEERING
SERVICES RELATED TO THE RIVERWALK ?14TH STREET BRIDGE PROJECT.
WHEREAS, recently, the Georgia Department of Transportation awarded $3.5
million in American Recovery and Reinvestment Act of 2009 (ARRA) funds
(Stimulus funding) for the redevelopment of the 14th Street Pedestrian Bridge.
With these funds the city will be able to complete this vital section of the
Riverwalk for the community. This project however cannot begin without the
completion of the necessary architectural and engineering documentation.; and,
WHEREAS, the approval of this contract will authorize the final design work for
the 14th Street Bridge that started in 2004, by Hecht Burdeshaw Architects,
under a previous contract with Uptown Columbus. This contract will include
producing bid documents, negotiation services and construction administration
services. Hecht Burdeshaw Architects is recommended to complete the design
services due to their experience, knowledge and previous work on the project.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter the contract with
Hecht Burdeshaw Architects, Inc., (Columbus, GA) in the amount of $92,714, for
architectural/engineering services related to the Riverwalk ?14th Street Bridge
Project. Funds are budgeted in the FY10 Budget: Capital Projects Fund ? Paving
Fund Supported Capital Projects ? Contingency - 14th St. Bridge;
0508-660-3000-CPPF-9801-21044-20100.
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 THE PURCHASE OF ONE HUNDRED (100) MW810 MOBILE
DATA/AUTOMATIC VEHICLE LOCATION (AVL) WORKSTATIONS IN THE AMOUNT OF $1,120,700
FROM MOTOROLA CORPORATION. THE UNIT COST FOR THE MOBILE DATA/AVL IS $11,207.
WHEREAS, the equipment will be installed in police vehicles purchased
due to the expansion of the Police Department?s authorized strength by one
hundred new officers; and,
WHEREAS, this purchase is part of a continuing project aimed at
equipping all appropriate public safety vehicles with advanced technology, in
order to maximize the efficiency of public safety response calls, for service,
from the public. Per Resolution No. 431-00 (RFP No. 00-0022), Council awarded
a contract with Motorola to provide mobile data units for public safety
departments. To maintain uniformity of the equipment, the City has continued
to purchase the equipment from Motorola. Consequently, the vendor is
considered the only known source to provide the equipment, in accordance with
the Procurement Ordinance, Article 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one hundred
(100) MW810 mobile data/ automatic vehicle location (AVL) workstations, in the
amount of $1,120,700 from Motorola Corporation. Funds are budgeted in the FY10
Budget: Twenty-two (22) workstations are budgeted in 1999 Sales Tax Project
Fund ? 1999 SPLOST ? 99 SPLOST POL/FIRE VEH/EQUIP ? Automobiles ? Police/Fire
Equipment Project; 0540-695-2123-TXPF-7721-50110-20090. Seventy-eight (78)
workstations are budgeted in Lost Fund ? Police ? Automobiles;
0102-400-9900-LOST-7721.
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 A CONTRACT WITH RENAISSANCE MARKETING, INC., TO
PROVIDE BUS ADVERTISING TO BE PLACED ON THE EXTERIOR AND/OR INTERIOR OF
DEPARTMENT OF TRANSPORTATION/METRA BUSES.
WHEREAS, an RFP was administered (RFP No. 10-0001) and one proposal was
received; and,
WHEREAS, the proposal submitted by Renaissance Marketing, Inc., met all
proposal requirements and is deemed responsive to the RFP; and,
WHEREAS, the term of this contract shall be for two years, with the option to
renew for three 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 contract with Renaissance
Marketing, Inc., to provide bus advertising to be placed on the exterior and/or
interior of Department of Transportation/METRA buses. Funds will be deposited
into the following Revenue Account: Transportation Fund ? Government Wide
Revenue ? Government Wide Revenue ? Revenue ? Advertising, 0751-099-1999-
REVN-4563
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 THE EXECUTION OF A CONTRACT AMENDMENT WITH
JORDAN, JONES & GOULDING (COLUMBUS, GA) FOR ADDITIONAL ENGINEERING SERVICES
REQUIRED FOR THE VETERANS PARKWAY WIDENING PROJECT FROM OLD MOON ROAD TO
HANCOCK ROAD IN THE AMOUNT OF $341,650, PLUS PAYMENT FOR ANY CONTINGENCIES DUE
TO UNFORESEEN ISSUES.
WHEREAS, Georgia DOT is requiring that the City move forward and complete the
preliminary design for this project in order to facilitate the acquisition of
the Right of Way. The amendment to the contract is required due to several
changes that have occurred over the last three years while waiting for
Categorical Exclusion to be approved by the Federal Highway; and,
WHEREAS, per Resolution #560-03,Council approved the contract with
Jordan, Jones and Goulding to provide engineering services for the Veterans
Parkway Widening Project. Jordan, Jones & Goulding has provided engineering
services thus far for this project and is considered an 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 execute a contract
amendment and amend Resolution #560-03 with Jordan, Jones & Goulding (Columbus,
GA) for additional engineering services required for the Veterans Parkway
Widening Project from Old Moon Road to Hancock Road in the amount of $341,650,
plus payment for any contingencies due to unforeseen issues. Funds are
budgeted in the FY10 Budget: 1999 Sales Tax Project Fund ? 1999 SPLOST ? 99
SPLOST ROAD/STREET/BRIDGES ? Contingency - Veteran?s Parkway Widening Project
(Old Moon Rd. to Hancock Rd.); 0540-695-2126-TXRB-9801-50319-20030.
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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