Agenda Item # 7
Columbus Consolidated Government
Council Meeting
January 24, 2017
Agenda Report # 85
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) TIRE LEASING SERVICES (ANNUAL CONTRACT) ? RFB NO. 17-0027
It is requested that Council approve the contract for tire leasing services
from Bridgestone Americas Tire Operations, LLC (Nashville, TN). METRA budgets
approximately $50,000.00 annually for this on-going expense. METRA Transit
System currently has thirty-two (32) fixed route buses, and eleven (11)
Dial-A-Ride buses in service. The estimated contact value is based on past
usage of the current contract for tire leasing services. METRA Transit System
will utilize the tire leasing services for the provision and maintenance of
tires for the bus fleet.
The term of the contract is for a period of two years, with the option to renew
for three (3) additional twelve-month periods. Per FTA regulations, the
awarded vendor?s option year prices must remain as originally bid, unless there
are EPA, FTA or regulatory legislative guideline changes, requiring bus
manufacturers to adhere to the new regulations. The City reserves the right
to re-bid the contract, if the vendor does not agree to retain the option year
prices submitted in the original bid. The renewal will be based solely upon
the mutual agreement of both parties, the Columbus Consolidated Government and
the Contractor.
Bid specifications were posted on the web page of the Purchasing Division, and
the Georgia Procurement Registry. Two bids were received on January 4, 2017.
This bid has been advertised, opened and reviewed. The bidders were:
Funds are budgeted each fiscal year for this ongoing expense: Transportation
Fund - Transportation- FTA ? METRA FTA - Tire Leasing; 0751-610-2400-MFTA-6545.
* * * * * * * * * *
(B) RETAIL SPACE FOR PARK & RIDE AT THE TALBOTTON ROAD/MANCHESTER
EXPRESSWAY LOCATIONS (ANNUAL CONTRACT) - RFP NO. 17-0009
It is requested that Council approve the contract with Casey?s Enterprises,
Inc. D/B/A Bikes & Beyond (Fort Benning, GA) to occupy the retail space within
the (Rails-to-Trails) Fall Line Trace Park and Ride location at 3690 Manchester
Expressway.
The vendor will provide the following services:
? Minor bicycle repairs and rental of bicycles, bicycle trailers, bicycle pull
a-longs and helmets for Rails-to-Trails at the Manchester Expressway location.
? Two (2) bicycle rentals daily to Public Safety Departments for
Rails-to-Trails at no cost to the City of Columbus.
? Bikes & Beyond will also sell bicycles, bicycle parts and accessories,
bicycle clothing and supplements.
? The vendor will pay a monthly lease/rental fee to occupy the building.
The initial term of the contract shall be for one (1) year, with the option to
renew for four (4) additional twelve-month period. Contract renewal is
contingent upon the mutual agreement of the contractor and the City.
Annual Contract History:
The previous five-year contract was awarded on December 13, 2011 (Resolution
408-11) to Casey?s Enterprises, Inc., d/b/a Bikes & Beyond (Fort Benning, GA).
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on September 14, 2016. This RFP has been
advertised, opened and evaluated. One proposal was received on October 26,
2016.
In accordance with Section 3-108, Item H of the Procurement Ordinance, the
Purchasing Division performed due diligence by conducting a survey of
non-responsive firms to determine if it was necessary to revise the
specifications to encourage more competition. The followings firms were
surveyed:
1. Ride on Bikes: No response
2. The Bike Pedaler of Columbus: No response
3. Jordan Bicycle and Lawnmower Shop: No response
4. Arnolds Bike Shop: No response
5. The Bike Shop of Columbus: This vendor had submitted a proposal for the last
contract. Purchasing Division placed a phone call to this vendor and the
vendor responded stating they were not interested at this time.
6. Mikes Bikes of Columbus: Phone was out of service.
No proposals were received for the Talbotton Road location.
Based on the responses to the survey and ?no responses?, the Purchasing
Division determined that revisions were not required to the specifications.
The Purchasing Division opened the one (1) proposal received from the following
firm:
Casey?s Enterprises, Inc. d/b/a Bikes & Beyond (Fort Benning, GA)
The following events took place after receipt of the proposal:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation/1st Evaluation Meeting 11/21/16 Due to only receiving one proposal, the
Pre-Evaluation and First Evaluation committee meetings were combined. The
Purchasing Manager advised evaluation committee members of the RFP rules and
process. The proposal, which had been previously disbursed to each committee
member to review, was discussed.
Committee members requested clarification of the proposal.
Clarification Request 11/29/16 Request for clarification was forwarded to the vendor.
Clarification Received 11/30/16 The vendor submitted the requested clarification
information, which was forwarded to the Committee.
Evaluation Ballots Sent to Committee 12/27/16 Evaluation ballots forwarded to voting
committee members.
Recommendation Received 12/29/16 Via email, the committee members unanimously voted to
award to the sole responsive firm.
Evaluation Committee:
The proposal was reviewed by the Evaluation Committee, which consisted of one
(1) voting member from the City Manager?s Office and two (2) voting members
from the Department of Parks and Recreation.
Award Recommendation:
The evaluation committee unanimously recommends award of the contract to
Casey?s Enterprises, Inc. d/b/a Bikes & beyond (Fort Benning, GA), the sole
responding firm, as reflected by their comments provided below:
? Bikes & Beyond provides great service.
? Bikes & Beyond provided an adequate business plan.
? Bikes & Beyond goes above and beyond for the Department of Parks and
Recreation.
? Bikes & Beyond is reliable.
Vendor Experience/Qualifications:
? Bikes & Beyond has been repairing and building bicycles since 1996.
? Bikes & Beyond also provides a retail store that includes: Bicycles (Adult &
Child), Bicycle Accessories, Bicycle Safety Gear, Bicycle Clothing/Gear
(Shirts, Shorts, Shoes and Gloves), Water Bottle, Supplements and Drinks.
? Raymond Casey has owned Bikes & Beyond, located inside the Fort Benning
Commissary, since 206 at 9230 Marne Road, Fort Benning, GA.
? Mr. Casey is certified through the following Bicycle Manufactures:
Cannondale, Diamondback, K-2, KHS, Look, TerraTrike and Wally.
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 and
no proposal responses are made public, due to the possibility of negotiated
components of the proposals. If Council does not approve the recommended
offeror, the RFP specifications will be re-advertised. The evaluation results
and cost information has been submitted to the City Manager in a separate memo
for informational purposes.
Revenue from the lease payments will be deposited: General Fund ? Government
Wide Revenue ? Rental Lease/Income; 0101-099-1999-REVN-4878.
* * * * * * * * * *
(C) ANNUAL SUPPORT FOR PARATRANSIT SCHEDULING AND ROUTING SYSTEM
It is requested that Council approve annual payments to Route Match Software
(Atlanta, GA) for the basic technical and notification software support in the
approximate amount of $21,500, for the paratransit scheduling and routing
system utilized by METRA.
As a result of RFP No. 04-0023, per RFP Resolution #366-04, Council approved
the contract with RouteMatch Software to provide a paratransit scheduling and
routing system. The contract included the provision of a turnkey paratransit
scheduling system, which included all software, computers, printers and
required services for a fully operational system.
Since the original purchase, annual payments have been made for the
maintenance/support of the system. In the past, these payments did not require
Council approval. However, on November 15, 2016, Council reduced the approval
threshold from $25,000 to $10,000. Therefore, Council approval is now
required. This agenda item and attached resolution is needed to cover future
payments. If payments are not rendered in a timely manner, the
maintenance/support services will be discontinued.
Funds are budgeted for this annual expense as follows: Transportation Fund ?
Transportation ? FTA - Software Lease; 0751 ? 610 ? 2400 ? MFTA ? 6541.
* * * * * * * * * *
(D) DECLARATION OF SURPLUS AND DONATION OF RADIOS
It is requested that Council declare eight (8) MaxTrac 300 radios, Model #
D33MJA7DA5CK, and five (5) Motorola radios, Model # D33LRA7PA5BK as surplus, in
accordance with section 7-501 of the Charter of Columbus Consolidated
Government; and authorize the donation of the surplus equipment to the Fort
Perry Volunteer Fire Department.
The Engineering Department wishes to declare the radios as surplus because the
units are over 25 years old and no longer serviceable for use by the City. The
serial numbers for the units are as follows:
MaxTrac 300 Radios
Model #D33MJA7DA5CK Motorola Radios
Model #D33LRA7PA5BK
428AQW3402
428AQW3403
428AQW3404
428AQW3406
428AQW3408
428AQW3410
428AQW3411
428AQU4968 778FQGB211
778FQGB213
778FQGB216
778FQGB218
778FQGB225
Due to limited funding resources, the Fort Perry Volunteer Fire Department has
requested the old equipment for use on their trucks.
* * * * * * * * * *
(E) COLLECTION SERVICES FOR RETURNED CHECKS (ANNUAL CONTRACT)
It is requested that Council approve the agreement from Envision Payment
Solutions (Duluth, GA) to provide collection services for returned checks for
the Finance Department/Revenue Division.
The agreement will be accomplished via Cooperative Purchase utilizing RFP No.
24-12, issued and awarded by Gwinnett County. Article 9-101, of the City?s
Procurement Ordinance, allows for participation in cooperative purchasing with
other public procurement units.
The contract term will begin on the date of contract execution for one year,
with four optional one year extensions. The contract extension will be
contingent upon the mutual agreement of the vendor and the City.
The Finance Department-Revenue Division handles all returned checks for the
Columbus Consolidated Government, with the exception of the Muscogee County Tax
Commissioner. It is the desire of the Finance Department to contract with a
collection service to aide in the collection of unpaid checks, which can offer
additional resources that are currently not available internally. Staff
expends valuable time and effort handling returned checks. Outsourcing, will
help alleviate the expense and work associated with the collections of unpaid
checks.
Envision Payment Solutions will provide collection services for checks returned
to the Finance Department/Revenue Division. The vendor will work in
conjunction with the Revenue Division on an as needed basis in its collection
endeavors. This contract is expected to provide another layer of fiscal
responsibility. The expectation is a collection rate of 87% based on the
collection history of the company.
There is no cost to the City. The City will be paid on all qualified returned
checks, collected or not.
Envision Payment Solutions has been an innovative payment solutions company
since 1988. They specialize in processing payments and collecting returned
items. The vendor offers online payment solutions, ACH processing and
traditional check guarantee and verification programs. Envison is currently
providing services to forty-one (41) cities and counties in Georgia,
including: Gwinnett County, Richmond County, Cobb County, Dekalb County,
Clayton County, Macon/Bibb County, as well as, the Muscogee County Tax
Commissioner.
Revenue from the payments will be deposited: General Fund ? Government Wide
Revenue ? Miscellaneous Revenues; 0101-099-1999-REVN-4349.
* * * * * * * * * *
(F) SKID STEER LOADER ? NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT
It is requested that Council approve the purchase of one (1) skid steer loader
from Flint Equipment Company (Flint Equipment Merger Company) (Columbus, GA) in
the amount of $38,160.44, by cooperative purchase via National Joint Powers
Alliance (NJPA) Contract #032515-JDC.
The Recycle and Sustainability Center was built in 2013. The center?s primary
mission is to prolong the life of the City?s landfill and to promote
environmental stewardship by recycling applicable products. The majority of
the recycling material is handled by two skid steers which pushes and picks up
recyclable material. One skid steer loads the material on to the front of the
recycling line, the other loads the sorted material into a baler at the other
end of the line. One skid steer cannot do both jobs at the same time, and job
cannot be accomplished by hand. There is no back up skid steer when on breaks
down.
As of January 4, 2017, one skid steer (VMO 11173) has reached a point of being
too costly to remain in service. The park brakes are worn, hydrostatic pumps
are leaking, the left hydrostatic motor needs replacement, and control linkages
for the hydrostatic pumps are worn. The cost to repair the equipment to a safe
and functional use would not be cost effective. The machine was purchased June
3, 2009 for $26,202.98. The cost of the needed repairs is approximately
$19,574.00. The estimated value of the machine is $0.00. Therefore, the Fleet
Maintenance Division recommends taking the unit out of service and placing it
in salvage.
The purchase will be accomplished via Request for Proposal (RFP) Contract
#032515-JDC, initiated by the National Joint Powers Alliance (NJPA), whereby
John Deere, Caterpillar, Inc., was one of the successful vendors contracted to
provide Heavy Construction Equipment. Flint Equipment is the licensed dealer
of John Deere products for the City?s Metropolitan Statistical Area. The
contract, which commenced May 19, 2015, is good through May 19, 2019, with an
option to renew for a fifth year at the discretion of NJPA. The National
Joint Powers Alliance is a Service Cooperative created by Minnesota Statute
123A.21. This statute was created in 1978 and revised in 1995 to allow
participating governmental and municipal agencies to reduce the cost of
purchased goods by leveraging their combined purchasing power. The bid process
utilized by National Joint Powers Alliance meets the requirements of the City?s
Procurement Ordinance; additionally, cooperative purchasing is authorized per
Article 9-101 of the Procurement Ordinance.
Funds are available in the FY17 Budget: Integrated Waste Fund ? Public Works ?
Recycling Center ? Capital expenditures over $5,000; 0207-260-3570-RCYL-7761.
* * * * * * * * * *
(G) INTEGRATED SUPPLY AGREEMENT FOR VEHICLE AND EQUIPMENT MAINTENANCE PARTS
AND SUPPLIES SERVICES
It is requested that Council approve the Integrated Business Solutions (IBS) ?
Inventory Parts Management agreement from Genuine Parts Company, Inc., d/b/a
NAPA Auto Parts/Spragues (Atlanta, GA), to provide vehicle and equipment
maintenance parts and supplies services, via Georgia Statewide Contract No. SWC
99999-SPD-G20150610.
This agreement will enable the City to establish a source of supply for certain
auto, truck, small engines, heavy equipment and bus parts, as well as, provide
integrated business solution services. The vendor will establish inventories,
at the City?s Fleet Shop and other locations, as needed, to service the fleet
parts needs, and to serve as the City?s primary supplier of automotive, small
engine and heavy equipment replacement parts and other supplies and/or
equipment.
The vendor will provide personnel, management, parts and supplies and services,
including sublet for repairs. The on-site parts operations will cover all
hours worked by the City facility(ies), including overtime due to peak demand
and emergency operations.
The City will pay discounted prices for parts and supplies profiled for
Columbus Consolidated Government, based on usage history. The vendor?s
operational costs have been factored in the pricing profile for products sold
under this agreement.
NAPA has previously been the City?s on-site supplier of vehicle and equipment
repair parts and supplies, per RFP No. 07-0014; and has continued to supply the
City through the Georgia Statewide Contract SWC 90815. The benefits/savings
are as follows:
1. NAPA?s selection under the Georgia State Contract has eliminated the cost of
administering an RFP process.
2. The net profit is rolled back from 8.5% (under the City?s current contract)
to 7.5% rate of purchase; that is a cost savings of $24,300.00, per year.
3. NAPA will provide a large number of professionally taught training classes
for mechanics and supervisors free of charge to the city.
4. NAPA agreed to increase shop productivity by substantially increasing the
On-Demand rate. Which means mechanics will not have to wait for incoming parts.
The Contract term will align with the State?s contract term, which was
initiated on November 14, 2016, and will remain in effect for four years, and
any additional extensions or renewals. However, in the event the State does
not renew or cancels the contract, the City will need time to put other forces
in place. Therefore, the City will have the option to renew the contract with
NAPA until a new RFP can be issued, or a new cooperative contract is initiated
by the State or other sources. The City also has reserved the right to cancel
the agreement with NAPA by giving a ninety (90) day written notice.
Funds are budgeted each fiscal year for this ongoing expense: Various Accounts
- Auto Parts & Supplies - 6721.
?ITEM A?
A RESOLUTION
NO. ________
A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR TIRE LEASING SERVICES FROM
BRIDGESTONE AMERICAS TIRE OPERATIONS, LLC FOR THE ESTIMATED CONTRACT VALUE OF
$50,000.00 ANNUALLY.
WHEREAS, Metra Transit System currently has thirty-two (32) fixed route buses,
and eleven Dial-A-Ride buses in service. The estimated contact amount is based
on past usage of the current contract for tire leasing services; and,
WHEREAS, the tire leasing services will be utilized by METRA Transit System for
the provision and maintenance of tires for the bus fleet; and,
WHEREAS, the term of the contract is for a period of two years, with the option
to renew for three (3) additional twelve-month periods. Per FTA regulations,
the awarded vendor?s option year prices must remain as originally bid, unless
there are EPA, FTA or regulatory legislative guideline changes, requiring bus
manufacturers to adhere to the new regulations. The City reserves the right to
re-bid the contract, if the vendor does not agree to retain the option year
prices submitted in the original bid. The renewal will be based solely upon
the mutual agreement of both parties, the Columbus Consolidated Government and
the Contractor.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to procure tire leasing services
from Bridgestone Americas Tire Operations, LLC for the estimated contract value
of $50,858. Funds are budgeted each fiscal year for this ongoing expense:
Transportation Fund - Transportation- FTA ? METRA FTA - Tire Leasing;
0751-610-2400-MFTA-6545.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2017 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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 CONTRACT WITH CASEY?S ENTERPRISES, INC. D/B/A
BIKES & BEYOND (FORT BENNING, GA), TO OCCUPY THE RETAIL SPACE WITHIN THE
(RAILS-TO-TRAILS) FALL LINE TRACE PARK AND RIDE LOCATION AT 3690 MANCHESTER
EXPRESSWAY.
WHEREAS, an RFP was administered (RFP No. 17-0009) and one (1) proposal was
received; and,
WHEREAS, in accordance with Section 3-108, Item H of the Procurement Ordinance,
the Purchasing Division performed due diligence by conducting a survey of
non-responsive firms to determine if it was necessary to revise the
specifications to encourage more competition. Based on the responses to the
survey, the Purchasing Division determined that revision was not required; and,
WHEREAS, the proposal submitted by Casey?s Enterprises, Inc. d/b/a Bikes &
Beyond, met all proposal requirements; and,
WHEREAS, the term of the contract shall be for one (1) year, with the option to
renew for four (4) additional twelve-month period. 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 contract with
Casey?s Enterprises, Inc. d/b/a Bikes & Beyond to occupy the retail space
within the (Rails-to-Trails) Fall Line Trace Park and Ride location at 3690
Manchester Expressway. Revenue from the lease payments will be deposited:
General Fund ? Government Wide Revenue ? Rental Lease/Income;
0101-099-1999-REVN-4878.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_____ day of____________, 2017 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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 ANNUAL PAYMENTS TO ROUTE MATCH SOFTWARE
(ATLANTA, GA) FOR THE BASIC TECHNICAL AND NOTIFICATION SOFTWARE SUPPORT IN THE
APPROXIMATE AMOUNT OF $21,500, FOR THE PARATRANSIT SCHEDULING AND ROUTING
SYSTEM UTILIZED BY METRA.
WHEREAS, as a result of RFP No. 04-0023, per RFP Resolution #366-04, Council
approved the contract with RouteMatch Software to provide a paratransit
scheduling and routing system. The contract included the provision of a
turnkey paratransit scheduling system, which included all software, computers,
printers and required services for a fully operational system; and,
WHEREAS, since the original purchase, annual payments have been made for the
maintenance/support of the system. In the past, these payments did not require
Council approval. However, on November 15, 2016, Council reduced the approval
threshold from $25,000 to $10,000. Therefore, Council approval is now
required. This agenda item and attached resolution is needed to cover future
payments. If payments are not rendered in a timely manner, the
maintenance/support services will be discontinued.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make annual payments to Route
Match Software (Atlanta, GA) for the basic technical and notification software
support in the approximate amount of $21,500, for the paratransit scheduling
and routing system utilized by METRA. Funds are budgeted each fiscal year for
this annual expense as follows: Transportation Fund ? Transportation ? FTA -
Software Lease; 0751 ? 610 ? 2400 ? MFTA ? 6541.
______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_____ day of___________, 2017 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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 THE DECLARATION OF EIGHT (8) MAXTRAC 300 RADIOS, MODEL
# D33MJA7DA5CK, AND FIVE (5) MOTOROLA RADIOS, MODEL # D33LRA7PA5BK, AS SURPLUS,
IN ACCORDANCE WITH SECTION 7-501 OF THE CHARTER OF COLUMBUS CONSOLIDATED
GOVERNMENT; AND AUTHORIZE THE DONATION OF THE SURPLUS EQUIPMENT TO THE FORT
PERRY VOLUNTEER FIRE DEPARTMENT.
WHEREAS, The Engineering Department wishes to declare the radios as surplus
because the units are over 25 years old and no longer serviceable for use by
the City. The serial numbers for the units are as follows:
MaxTrac 300 Radios
Model #D33MJA7DA5CK Motorola Radios
Model #D33LRA7PA5BK
428AQW3402
428AQW3403
428AQW3404
428AQW3406
428AQW3408 428AQW3410
428AQW3411
428AQU4968 778FQGB211
778FQGB213
778FQGB216
778FQGB218
778FQGB225
and,
WHEREAS, due to limited funding resources, the Fort Perry Volunteer Fire
Department has requested the old equipment for use on their trucks.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to declare eight (8) MaxTrac 300
radios, Model # D33MJA7DA5CK, and five (5) Motorola radios, Model #
D33LRA7PA5BK, as surplus, in accordance with section 7-501 of the Charter of
Columbus Consolidated Government; and authorized to donate the surplus
equipment to the Fort Perry Volunteer Fire Department.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2017 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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 AGREEMENT FROM ENVISION PAYMENT SOLUTIONS (DULUTH,
GA) TO PROVIDE COLLECTION SERVICES FOR RETURNED CHECKS FOR THE FINANCE
DEPARTMENT/REVENUE DIVISION.
WHEREAS, the agreement will be accomplished via Cooperative Purchase utilizing
RFP No. 24-12, issued and awarded by Gwinnett County. Article 9-101, of the
City?s Procurement Ordinance, allows for participation in cooperative
purchasing with other public procurement units; and;
WHEREAS, the contract term will begin on the date of contract execution for one
year, with four optional one year extensions. The contract extension will be
contingent upon the mutual agreement of the vendor and the City; and,
WHEREAS, Envision Payment Solutions will provide collection services for checks
returned to the Finance Department/Revenue Division. The vendor will work in
conjunction with the Revenue Division on an as needed basis in its collection
endeavors. This contract is expected to provide another layer of fiscal
responsibility. The expectation is a collection rate of 87% based on the
collection history of the company. There is no cost to the City. The City
will be paid on all qualified returned checks, collected or not.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into an agreement with
Envision Payment Solutions (Duluth, GA) to provide collection services for
returned checks for the Finance Department/Revenue Division. Revenue from the
payments will be deposited: General Fund ? Government Wide Revenue ?
Miscellaneous Revenues; 0101-099-1999-REVN-4349.
__________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2017 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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) SKID STEER LOADER FROM FLINT
EQUIPMENT COMPANY (FLINT EQUIPMENT MERGER COMPANY) (COLUMBUS, GA) IN THE AMOUNT
OF $38,160.44, BY COOPERATIVE PURCHASE VIA NATIONAL JOINT POWERS ALLIANCE
(NJPA) CONTRACT #032515-JDC.
WHEREAS, the Recycle and Sustainability Center?s primary mission is to prolong
the life of the City?s landfill and to promote environmental stewardship by
recycling applicable products. The majority of the recycling material is
handled by two skid steers which pushes and picks up recyclable material. One
skid steer loads the material on to the front of the recycling line, the other
loads the sorted material into a baler at the other end of the line. One skid
steer cannot do both jobs at the same time, and job cannot be accomplished by
hand. There is no back up skid steer when on breaks down; and,
WHEREAS, as of January 4, 2017, one skid steer (VMO 11173) has reached a point
of being too costly to remain in service. The cost to repair the equipment to
a safe and functional use would not be cost effective. The machine was
purchased June 3, 2009 for $26,202.98. The cost of the needed repairs is
approximately $19,574.00. The estimated value of the machine is $0.00.
Therefore, the Fleet Maintenance Division recommends taking the unit out of
service and placing it in salvage; and,
WHEREAS, the purchase will be accomplished via Request for Proposal (RFP)
Contract #032515-JDC, initiated by the National Joint Powers Alliance (NJPA),
whereby John Deere, Caterpillar, Inc., was one of the successful vendors
contracted to provide Heavy Construction Equipment. Flint Equipment is the
licensed dealer of John Deere products for the City?s Metropolitan Statistical
Area. The contract, which commenced May 19, 2015, is good through May 19,
2019, with an option to renew for a fifth year at the discretion of NJPA. The
National Joint Powers Alliance is a Service Cooperative created by Minnesota
Statute 123A.21. This statute was created in 1978 and revised in 1995 to allow
participating governmental and municipal agencies to reduce the cost of
purchased goods by leveraging their combined purchasing power. The bid process
utilized by National Joint Powers Alliance meets the requirements of the City?s
Procurement Ordinance; additionally, cooperative purchasing is authorized per
Article 9-101 of the Procurement Ordinance.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) skid steer
loader from Flint Equipment Merger Company (Columbus, GA) in the amount of
$38,160.44, by cooperative purchase via National Joint Powers Alliance (NJPA)
Contract #032515-JDC. Funds are available in the FY17 Budget: Integrated
Waste Fund ? Public Works ? Recycling Center ? Capital expenditures over
$5,000; 0207-260-3570-RCYL-7761.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2017 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM G ?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE INTEGRATED BUSINESS SOLUTIONS (IBS) ? INVENTORY
PARTS MANAGEMENT AGREEMENT FROM GENUINE PARTS COMPANY, INC. D/B/A NAPA AUTO
PARTS/SPRAGUES (ATLANTA, GA), TO PROVIDE VEHICLE AND EQUIPMENT MAINTENANCE
PARTS AND SUPPLIES SERVICES, VIA THE GEORGIA STATEWIDE CONTRACT NO. SWC
99999-SPD-G20150610.
WHEREAS, this agreement will enable the City to establish a source of supply
for certain auto, truck, small engines, heavy equipment and bus parts, as well
as provide integrated business solution services. The vendors will establish
inventories, at the City?s Fleet Shop and other locations, as needed, to
service the fleet parts? needs, and to serve as the City?s primary suppliers of
automotive, small engine and heavy equipment replacement parts and other
supplies and/or equipment; and,
WHEREAS, the vendor will provide personnel, management, parts and supplies and
services, including sublet for repairs. The on-site parts operations will
cover all hours worked by the City facility(ies), including overtime due to
peak demand and emergency operations; and,
WHEREAS, the Contract term will align with the State?s contract term, which
began November 14, 2016 and will remain in effect for four years, and any
additional extensions or renewals. However, in the event the State does not
renew or cancels the contract, the City will need time to put other forces in
place. Therefore, the City will have the option to renew the contract with
NAPA until a new RFP can be issued, or a new cooperative contract is initiated
by the State or other sources. The City also has reserved the right to cancel
the agreement with NAPA by giving a ninety (90) day written notice.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into an integrated supply
agreement from Genuine Parts Company, Inc., d/b/a NAPA Auto Parts/Spragues
(Atlanta, GA), to provide vehicle and equipment maintenance parts and supplies
services, via Georgia Statewide Contract No. SWC 99999-SPD-G20150610. Funds
are budgeted each fiscal year for this ongoing expense: Various Accounts ?
Auto Parts & Supplies ? 6721.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2017 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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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