Agenda Item # 6
Columbus Consolidated Government
Council Meeting
April 17, 2007
Agenda Report #131
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ROOFING CONSULTING SERVICES (ANNUAL CONTRACT) ?
RFP NO. 07-0005
It is requested that Council authorize the execution of an annual contract with
Dry Tech Consulting, LLC for roofing consulting services. The contract
consists of roofing consulting services for two (2) buildings requiring
immediate resurfacing and an annual contract for future roofing projects. The
roofing consulting services will be performed for the following:
Fox Senior Center (3720 5th Avenue).
Fire Station No. 1 (205 10th Street).
Annual Contracts: The removal and replacement of roofs on an as-needed basis.
The City owns buildings with approximately 60 build up roofs, 40 metal roofs
and 75 shingle roofs; however, services may not be required for all the
buildings.
The initial term of the contract shall be for one year, with the option to
renew for two additional twelve-month periods. Contract renewal will be
contingent upon mutual agreement of the City and the Contractor.
4. The scope of work for the roofing consulting services includes:
Survey existing roofs to establish detailed specifications. Provide cost
estimates based on said specifications.
Write detailed specifications upon approval of the scope of work by the City of
Columbus.
Provide detailed CAD drawings of all details, typical and customized for the
specific application.
Attend Pre-Bid Conferences with roofing contractors and handle all technical
questions during the meeting, as well as, additional questions or
clarifications, through the City of Columbus Purchasing Division, after the
pre-bid.
Review any submittals with the City of Columbus.
Perform periodic daily inspections during the entire process of the roofing
project.
Provide daily electronic progress reports, complete with pictures, notes and
color Plan View Layout charting daily progress.
Provide weekly punch list and final punch list before final inspection.
Perform final inspection with Roofing Contractor, Owner and Roofing
Manufacturer.
Review completed warranties with Owner.
Requests for proposal invitations were mailed to fifteen vendors. A mandatory
pre-proposal conference was held on December 7, 2006; six vendors were in
attendance. This RFP has been advertised and posted on the City?s web page.
Proposals were received on January 26, 2007 from the following four offerors:
Dry Tech Consulting, LLC (Alpharetta, GA)
A. P. Ward Consulting (Kennesaw, GA)
Merik, Inc. (Marietta, GA)
Raymond Engineering, Inc. (Conyers, GA)
Proposals were reviewed by the Evaluation Committee, which consisted of
representatives from the Public Services Department and Engineering
Department. The Evaluation Committee deemed the proposal from Dry Tech
Consulting most responsive to the RFP specifications. Therefore, the
Evaluation Committee recommended award of the contract to Dry Tech Consulting,
LLC.
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.
If Council does not approve the recommended offeror, the Purchasing Division
will re-bid the project. Evaluation results and cost information has been
submitted to the City Manager in a separate memo, for informational purposes.
Funding is available in the FY07 Budget for the two buildings: General Fund
Supported Capital Projects ? Consulting, Roof Repair Fox and Roof Repair Fire
Station # 1; 0508-660-1000-CPGF-6315-22205 and 22206-20070. Funds will be
budgeted, as needed in future fiscal years for approved roofing projects.
(B) LAWN MAINTENANCE EQUIPMENT (ANNUAL CONTRACT) - RFB NO. 07-0057
It is requested that Council approve the purchase of lawn maintenance equipment
on an "as needed" basis from Columbus Outdoor Equipment, Outdoor Products and
Hamilton Equipment for the estimated annual contract value of $73,888.33.
Various City departments will use the lawn maintenance equipment.
The contract period will be for two (2) years with the option to renew for
three (3) additional twelve-month periods. The contract renewal is contingent
upon the mutual agreement of City and contractor.
Bid specifications were posted on the City?s website. Four bids were received
on March 28, 2007. This bid has been advertised, opened and reviewed. The
bidders were:
Vendor/Description Columbus Outdoor
Equipment
(Columbus, GA) Outdoor
Products
(Columbus, GA) Hamilton
Equipment
(Columbus, GA) Ellerslie
Hardware
(Ellerslie, GA)
Gasoline Powered Edgers (25 ea.) 249.99 289.95 323.86 335.99
Gasoline Powered Trimmers (158 ea.) 209.40 259.95 284.36 335.99
Mowers, High Wheel Push (26 ea.) 674.82 Nb Nb Nb
Blowers (20 ea.) 285.87 348.50 276.46 319.99
Chain Saws, Min. 3.0 Cubic Inch (22 ea.) 314.10 279.95 355.46 311.99
Chain Saws, Min. 3.2 Cubic Inch (12 ea.) 329.99 319.95 495.96 399.99
Mowers, Rotary/Self-Propelled (2 ea.) 740.28 nb Nb Nb
Funds are budgeted each fiscal year for this ongoing expense: General Fund ?
Parks & Recreation - Park Services? Operating Materials,
0101-270-2100-PSRV-6728; Sewer Fund - Public Services ? Right of Way
Maintenance ? Operating Materials, 0202-260-3210-ROWN-6728; Paving Fund ?
Public Services ? Right of Way Maintenance ? Operating Materials,
0203-260-3120-ROWN-6728.
* * * * * * * *
(C) PURCHASE OF PERSONAL COMPUTERS AND 17? FLAT PANEL DISPLAY UNITS
It is requested that Council approve the purchase of fifty (50) IBM/Lenovo
ThinkCentre Personal Computers (50 @ $704 each), and fifty (50) IBM/Lenovo
ThinkVision 17? Flat Panel Display units (50 @ $179 each) from Lenovo/IBM
(Tempe, AZ) for the total purchase amount of $44,150.00. The purchase will be
made via Georgia State-Wide Contract (WSCA) No. A74813.
The computers and display units will be used to replace computer equipment
throughout CCG Departments. Equipment to be replaced was purchased in 2001 or
prior.
Funds are budgeted in FY07 Budget: General Fund ? Information Technology -
Computer Equipment; 0101-210-1000-7751.
* * * * * * * *
(D) FIRE APPARATUS WITH 95? AERIAL PLATFORM
It is requested that Council approve the purchase of one (1) Fire Apparatus
with 100? Aerial Platform with a 2000 GPM Hale Pump, 300 Gallon Booster Tank
Mounted on a new Custom E-One Cyclone II Cab and Chassis, and applicable loose
equipment from Hall-Mark Fire Apparatus, Inc., (Ocala, Florida) in the amount
of $920,984.80. The Fire/EMS Department will utilize this new fire truck in
uptown, at Station 1. It is a replacement unit for Ladder Truck 22 which is
un-repairable, and will be salvaged or donated. The apparatus with an Aerial
Platform, currently housed at Station 1, will be moved to Station 8, located on
Whitesville Road.
To accommodate 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 this 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
a contract 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.
Per the contract, a pre-pay discount plan is available to the City for this
purchase, as follows:
Base price truck $814,164.00
Cost of specified loose equipment 145,449.00
Total Cost $959,613.00
Discount for Pre-payment - 38,628.20
Total Purchase Price $920,984.80
Additionally, if full payment for the truck is pre-paid, the City will receive
a rebate of $100.00 each and every day the completed apparatus is delayed and
not delivered to the City by June 30, 2007.
Funds are budgeted in the FY07 Budget as follows: Bond and Lease Purchase
Pools Fund ? Finance ? GMA Lease Purchase Pool ? Off Road Equipment; 0542 ? 200
? 5000 - GMA ?7725.
* * * * * * * * *
(E) SPORT UTILITY VEHICLES (RE-BID) - RFB NO. 07-0059
It is requested that Council authorize the purchase of six (6), 2-wheel drive
mid-size sport utility vehicles, in the amount of $110,046.00 and one (1) 4x4
extended version full-size sport utility vehicle, in the amount of $26,417.00
from Freeway Ford (Columbus, GA).
The vehicles are replacement units and will be used by the Department of
Inspections and Code Enforcement and various divisions of the Engineering
Department. The Departments will use the vehicles to transport employees to
various sites throughout the City to inspect drainage compliance, construction
sites, traffic signal lights and to mark utilities.
Specifications were posted on the City?s website; bid responses were received
on April 11, 2007 from three bidders. This bid has been advertised, opened and
reviewed. The bidders were:
Option 1 Option 2
2-Wheel Drive Mid-Size SUV 4x4 Extended Version
Full-Size SUV
(6 units)(1 units)
Unit Cost Total CostTotal Cost
Freeway Ford (Columbus, GA) $ 18,341.00 $
110,046.00 $26,417.00
Carl Black Automotive Group (Kennesaw, GA) $ 19,297.00 $
115,782.00 $31,502.00
Whiteside Chevrolet (St. Clairsville, OH) 1 $ 20,200.00 $
121,200.00 $ 34,930.00
1 Whiteside Chevrolet failed to include the required Addendum No. One
acknowledgement. Therefore, the vendor?s bid was deemed incomplete.
Funds in the amount of $36,682.00 are budgeted in the FY07 Budget: General
Fund ?Inspections & Codes Enforcement ? Automobiles; 0101-240-2200-INSP-7721.
Funds in the amount of $18,341.00 are budgeted in the FY07 Budget: General
Fund ? Engineering - Traffic Engineering ?Light Trucks;
0101-250-2100-TRAF-7722. Funds in the amount of $55,023.00 are budgeted in the
FY07 Budget: Paving Fund ? Engineering ? Highways & Roads ? Automobiles;
0203-250-2200-TRAF-7721. Funds in the amount of $26,417.00 are budgeted in the
FY07 Budget: Sewer Fund ? Engineering ? Drainage ? Light Trucks;
0202-250-2300-DRAN -7722.
?ITEM A?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH DRY TECH
CONSULTING, LLC FOR ROOFING CONSULTING SERVICES.
WHEREAS, the contract consists of immediate roofing consulting services
for the removal and replacement of low slope roofs at Fox Senior Center and
Fire Station No. 1 (205 10th Street), and the removal and replacement of roofs
on an as-needed basis; and,
WHEREAS, an RFP was administered (RFP No. 07-0005) and four proposals
were received; and,
WHEREAS, the proposal submitted by Dry Tech Consulting, LLC met all proposal
requirements and is deemed most responsive to the RFP; and,
WHEREAS, the initial term of the contract shall be for one (1) year, with the
option to renew for two (2) 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 execute an annual
contract with Dry Tech Consulting, LLC for roofing consulting services.
Funding is available in the FY07 Budget for the two buildings as follows:
General Fund Supported Capital Projects ? Consulting, Roof Repair Fox and Roof
Repair Fire Station # 1; 0508-660-1000-CPGF-6315-22205 and 22206-20070 .
______________________________
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
?ITEM B?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF LAWN MAINTENANCE EQUIPMENT ON AN "AS
NEEDED" BASIS FROM COLUMBUS OUTDOOR EQUIPMENT, OUTDOOR PRODUCTS AND HAMILTON
EQUIPMENT FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $73,888.33.
WHEREAS, the lawn maintenance equipment will be used by various City
departments; and,
WHEREAS, the contract term is for a period of two (2) years with the option to
renew for three (3) additional twelve month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase lawn maintenance
equipment on an "as needed" basis from Columbus Outdoor Equipment, Outdoor
Products and Hamilton Equipment for the estimated annual contract value of
$73,888.33. Funds are budgeted each fiscal year for this ongoing expense:
General Fund ? Parks & Recreation - Park Services ? Operating Materials,
0101-270-2100-PSRV-6728; Sewer Fund - Public Services ? Right of Way
Maintenance ? Operating Materials, 0202-260-3210-ROWN-6728; Paving Fund ?
Public Services ? Right of Way Maintenance ? Operating Materials,
0203-260-3120-ROWN-6728.
______________________________
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
?ITEM C?
A RESOLUTION
NO.___________
A RESOLUTION AUTHORIZING THE PURCHASE FIFTY (50) IBM/LENOVO THINKCENTRE
PERSONAL COMPUTERS (50 @ $704 EACH), AND FIFTY (50) IBM/LENOVO THINKVISION 17?
FLAT PANEL DISPLAY UNITS (50 @ $179 EACH) FROM LENOVO/IBM (TEMPE, AZ) FOR THE
TOTAL PURCHASE AMOUNT OF $44,150.00.
WHEREAS, the purchase will be made via Georgia State-Wide Contract
(WSCA) No. A74813; and,
WHEREAS, the computers and display units will be used to replace
computer equipment throughout CCG Departments. Equipment to be replaced was
purchased in 2001 or prior.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase fifty (50)
IBM/Lenovo ThinkCentre Personal Computers (50 @ $704 each), and fifty (50)
IBM/Lenovo ThinkVision 17? Flat Panel Display units (50 @ $179 each) from
Lenovo/IBM (Tempe, AZ) for the total purchase amount of $44,150.00. Funds are
budgeted in FY07 Budget: General Fund ? Information Technology - Computer
Equipment; 0101-210-1000-7751.
______________________________
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
?ITEM D?
A RESOLUTION
NO_________________
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) FIRE APPARTUS WITH 100? AERIAL
PLATFORM WITH A 2000 GPM HALE PUMP, 300 GALLON BOOSTER TANK MOUNTED ON A NEW
CUSTOM E-ONE CYCLONE II CAB AND CHASSIS, WITH APPLICABLE LOOSE EQUIPMENT FROM
HALL-MARK FIRE APPRATUS, INC., (OCALA, FLORIDA) IN THE AMOUNT OF $920.984.80.
WHEREAS, the Fire/EMS Department will utilize this new fire truck in uptown, at
Station 1. It is a replacement unit for Ladder Truck 22 which is
un-repairable, and will be salvaged or donated. The apparatus with an Aerial
Platform, currently housed at Station 1, will be moved to Station 8, located on
Whitesville Road; and,
WHEREAS, to accommodate 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 this RFP; and,
WHEREAS, 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 a contract 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 one (1) Fire
Apparatus with 100? Aerial Platform with a 2000 GPM Hale Pump, 300 Gallon
Booster Tank Mounted on a new Custom E-One Cyclone II Cab and Chassis, with
applicable loose equipment from Hall-Mark Fire Apparatus, Inc., (Ocala,
Florida) in the amount of $920.984.80. Funds are budgeted in the FY07 Budget
as follows: Bond and Lease Purchase Pools Fund ? Finance ? GMA Lease Purchase
Pool ? Off Road Equipment; 0542 ? 200 ? 5000 - GMA ?7725.
_________________________________________
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
?ITEM E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF SIX (6) 2-WHEEL DRIVE MID-SIZE SPORT
UTILITY VEHICLES, IN THE AMOUNT OF $110,046.00, AND ONE (1) 4X4 EXTENDED
VERSION FULL-SIZE SPORT UTILITY VEHICLE, IN THE AMOUNT OF $26,417.00 FROM
FREEWAY FORD (COLUMBUS, GA).
WHEREAS, the vehicles are replacement units and will be used by the Department
of Inspections and Codes Enforcement and various divisions of the Engineering
Department to transport employees to various sites throughout the City to
inspect drainage compliance, construction sites, traffic signal lights and to
mark utilities.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase six (6) 2-wheel
drive mid-size sport utility vehicles in the amount of $110,046.00, and one (1)
4x4 extended version full-size sport utility vehicle in the amount of
$26,417.00 from Freeway Ford (Columbus, GA). Funds in the amount of $36,682.00
are budgeted in the FY07 Budget: General Fund ?Inspections & Codes Enforcement
? Automobiles; 0101-240-2200-INSP-7721. Funds in the amount of $18,341.00 are
budgeted in the FY07 Budget: General Fund ? Engineering - Traffic Engineering ?
Light Trucks; 0101-250-2100-TRAF-7722. Funds in the amount of $55,023.00 are
budgeted in the FY07 Budget: Paving Fund ? Engineering ? Highways & Roads ?
Automobiles; 0203-250-2200-TRAF-7721. Funds in the amount of $26,417.00 are
budgeted in the FY07 Budget: Sewer Fund ? Engineering ? Drainage ? Light
Trucks; 0202-250-2300-DRAN -7722.
______________________________
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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