Agenda Item # 5
Columbus Consolidated Government
Council Meeting
May 15, 2007
Agenda Report # 146
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) CONSULTING SERVICES FOR UPDATE OF COMPREHENSIVE PLAN ?
RFP NO. 07-0002
It is requested that Council authorize the execution of a negotiated contract
with Jordan, Jones, & Goulding, Inc., (Columbus, GA) to update the City?s
Comprehensive Plan. The last update was completed in 2003. The next update
must be completed and approved by the Georgia Department of Community Affairs
no later than October 31, 2008.
The Comprehensive Plan Update should address the following:
The potential impact of BRAC and other industrial developments on the
community;
The plan must directly involve citizens and elected officials alike, based on
extensive community input and visioning efforts, in order to establish
realistic visions and goals for the community;
Define a clear direction of how development should occur over the next five,
ten and fifteen years while still maintaining a sense of individual identity
and community within the greater Columbus region;
Define an economically viable land use plan that accommodates existing and
future development needs;
Identifies the appropriate infrastructure needs for the City based upon
development over the next five, ten and fifteen years: parks, water, sanitary
sewer, storm sewer/storm water detention, streets and sidewalks/trails;
Determines a specific implementation plan for immediate, short and long-term
action items.
Integrate work done to date and work in progress.
Preserve the fabric of neighborhoods within the community. Special focus should
be on the impact of demographic trends and the condition of housing stock on
neighborhood preservation.
Define implementation tools and strategies that effectively guide and promote
development/ redevelopment actions in support of the vision and goals.
Effectively integrate community components such as land-use, transportation,
infrastructure, economic development, parks and open space, demographics and
housing into a concise, and easy-to-use planning document.
Fully adheres to the Georgia Minimum Standards and Procedures for Local
Comprehensive Planning.
Requests for proposal invitations were mailed to one hundred and eighty-three
vendors. This RFP has been advertised and posted on the City?s website.
Eleven proposals were received on November 15, 2006:
Jordan, Jones & Goulding (Columbus, GA)
Kendig Keast Collaborative (Sugarland, TX)
Landdesign, Inc. (Alexandria, VA)
Mactec E & C (Kennesaw, GA)
Michael R. Coker Company (Dallas, TX)
Peter J. Smith & Co., Inc. (Buffalo, NY)
Planning Works LLC (Leawood, KS)
Pond & Co. (Norcross, GA)
Robert & Company (Atlanta, GA)
Stantec (Macon, GA)
Science Applications International Corp. (Columbus, GA)
The proposals were reviewed by the Evaluation Committee, which consisted of
representatives from the Planning Department, Engineering Department, Public
Services Department and Information Technology Department. Representatives
from the Inspections and Code Department, City Manager?s Office and additional
representatives from the Planning Division served in advisory capacities.
The City?s Procurement Ordinance, Article 3-111, Architectural/Engineering and
Land Surveying Services, governs the RFP process. This process insures the
City obtains the most qualified offeror to provide the equipment, supplies
and/or services required. 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,
negotiations will begin with the next highest-ranked, responsive offeror.
Evaluation results and cost information have been presented to the City Manager
in a separate memo.
Funds are budgeted in the FY07 Budget, General Funds Supported Capital
Projects, Consulting ? BRAC/Comprehensive Study;
0508-660-1000-CPGF-6315-22235-20070.
* * * * * *
(B) FASTENER SUPPLIES & RESTOCKING SERVICES (ANNUAL CONTRACT) ? RFB NO.
07-0063
It is requested that Council approve the purchase of fastener supplies and
restocking services from Fastenal Company for the estimated annual contract
amount of $15,000.00. METRA Transit System will utilize the fastener supplies
and restocking services for buses and automotive repairs. Contractor will
supply storage bins, maintain, restock and equip bins on an ?as needed basis?.
The contract term shall be for one year, with the option to renew for four (4)
additional twelve-month periods. Contract renewal will be contingent upon the
mutual agreement of the City and the Contractor.
Bid specifications were posted on the City?s website; one bid was received on
April 18, 2007. This bid has been advertised, opened and reviewed. The bidder
was:
Estimated
Annual Usage
Fastenal (Columbus, GA) $15,000.00
Funds are budgeted each fiscal year for this on going expense. Transportation
Fund ? Transportation ? FTA - METRA FTA ? Vehicle Operation & Maintenance;
0751-610-2400-MFTA-6516.
* * * * * *
(C) CAB AND CHASSIS FOR LARGE BUCKET TRUCK - RFB NO. 07-0056
It is requested that Council amend Resolution #186-07 (approved May 1, 2007) by
rescinding the authorization for the purchase of two (2) cab and chassis from
Beck Motor Company (Albany, GA), in the amount of $110,772.00, and authorize
the purchase of the two (2) cab and chassis from Bill Heard Chevrolet
(Columbus, GA) in the amount of $111,508.00.
The amendment is required due to an oversight regarding the City?s Local
Preference Ordinance. Beck Motor Company (Albany, GA) submitted a bid in the
amount of $110,772.00 for two (2) cab and chassis to be attached to a large
bucket body. The vendor was the apparent low, responsive, responsible bidder
for the referenced bid. However, Bill Heard Chevrolet (Columbus, GA) submitted
a bid in the amount of $111,508.00, which is within one percent (1%) of the low
bid. Therefore, in accordance with the City?s Local Preference Ordinance, the
award should go to Bill Heard.
Funds for one cab and chassis is budgeted in the FY07 Budget: General Fund ?
Engineering ? Traffic Engineering - Heavy Trucks; 0101-250-2100-TRAF-7723; and
funds for the second cab and chassis is budgeted in the FY07 Budget: Bond &
Lease Purchase Pools Fund ? Finance ? GMA Lease Purchase Pool ? Off Road
Equipment; 0542-200-5000-GMA-7725.
* * * * * * * * * *
(D) STATE MANDATED SOLID WASTE DISPOSAL FEE
It is requested that Council approve payment to Georgia Department of Natural
Resources for state mandated solid waste disposal fees in the amount of
$51,288.02. A total of 80,515 tons of solid waste was disposed, at Pine Grove
Landfill, between January 1, 2006 and December 31, 2006.
Funds are budgeted in FY07Budget: Public Services, Pine Grove Landfill ? State
Mandated Waste Dump Fees; 0207-260-3560-PGRO-9208.
* * * * * * * * * *
(E) REPLACEMENT PHONE SYSTEM FOR CIVIC CENTER
It is requested that Council approve the purchase of a replacement phone
system, for the Civic Center, from BellSouth (Baltimore, MD) in the amount of
$35,998.78.
The new phone system will be a Cisco Voice Over IP Phone System and will
replace the current analog system used at the Civic Center. The system
includes: Twenty-nine (29) phones, licenses and other peripherals that are
necessary to operate the system.
Per Resolution No. 202-03, Council authorized a 10-year contract with BellSouth
for the current Cisco IP Phone System utilized at the Government Center and the
Government Center Annex. In addition, per Resolution No. 487-03, Council
authorized the upgrade of the phone system at the Trade Center as an add-on to
the existing contract. This purchase will also be an addition to that same
contract.
Funds are budgeted in the FY07 Budget: Civic Center Fund ? Civic Center ?
Operations ? Capital Expenditures Over $5,000; 0757-160-1000-CIVC-7761.
?ITEM A?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING THE EXECUTION OF A NEGOTIATED CONTRACT WITH JORDAN,
JONES & GOULDING, INC. FOR UPDATING OF THE CITY?S COMPREHENSIVE PLAN.
WHEREAS, an RFP was administered (RFP No. 07-0002) and eleven proposals
were received; and,
WHEREAS, the proposal submitted by Jordan, Jones & Goulding, Inc., met all
proposal requirements and is deemed most responsive to the RFP.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a negotiated
contract with Jordan, Jones & Goulding, Inc., for updating of the City?s
Comprehensive Plan. Funds are budgeted in the FY07 Budget, General Funds
Supported Capital Projects, Consulting ? BRAC/Comprehensive Study;
0508-660-1000-CPGF-6315-22235-20070.
______________________________
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 FASTENER SUPPLIES AND RESTOCKING
SERVICES FROM FASTENAL COMPANY FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF
$15,000.
WHEREAS, the fasteners will be utilized by METRA Transit System for bus
and automotive repairs; and,
WHEREAS, the contract term shall be for one year, with the option to
renew for four (4) 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 purchase fastener
supplies from Fastenal on an ?as needed basis? for the estimated annual
contract amount of $15,000. Funds are budgeted each fiscal year for this on
going expense. Transportation Fund ? Transportation ? FTA - METRA FTA ?
Vehicle Operation & Maintenance; 0751-610-2400-MFTA-6516.
______________________________
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 AMENDING RESOLUTION #186-07 (APPROVED MAY 1, 2007) BY
RESCINDING THE AUTHORIZATION FOR THE PURCHASE OF TWO (2) CAB AND CHASSIS FROM
BECK MOTOR COMPANY (ALBANY, GA), IN THE AMOUNT OF $110,772.00, AND AUTHORIZE
THE PURCHASE OF THE TWO (2) CAB AND CHASSIS FROM BILL HEARD CHEVROLET
(COLUMBUS, GA) IN THE AMOUNT OF $111,508.00.
WHEREAS, the amendment is required due to an oversight regarding the
City?s Local Preference Ordinance. Beck Motor Company (Albany, GA) submitted a
bid in the amount of $110,772.00 for two (2) cab and chassis to be attached to
a large bucket body. The vendor was the apparent low, responsive, responsible
bidder for RFB NO. 07-005. However, Bill Heard Chevrolet (Columbus, GA)
submitted a bid in the amount of $111,508.00, which is within one percent (1%)
of the low bid. Therefore, in accordance with the City?s Local Preference
Ordinance, the award should go to Bill Heard.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
Part I
Resolution #186-07 is hereby amended, and the award to Beck Motor Company is
hereby rescinded.
Part II
That the City Manager, is hereby authorized to purchase of two (2) cab
and chassis from Bill Heard Chevrolet (Columbus, GA), in the amount of
$111,508.00. Funds for one cab and chassis are budgeted in the FY07 Budget:
General Fund ? Engineering ? Traffic Engineering - Heavy Trucks;
0101-250-2100-TRAF-7723; and funds for the second cab and chassis are budgeted
in the FY07 Budget: Bond & 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 D?
A RESOLUTION
NO.______________
A RESOLUTION AUTHORIZING PAYMENT TO GEORGIA DEPARTMENT OF NATURAL
RESOURCES FOR STATE MANDATED SOLID WASTE DISPOSAL FEES IN THE AMOUNT OF
$51,288.02.
WHEREAS, a total of 80,515 tons of solid waste was disposed, at Pine
Grove Landfill, between January 1, 2006 and December 31, 2006.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Georgia
Department of Natural Resources for state mandated solid waste disposal fee in
the amount of $51,288.02. Funds are budgeted in FY06 Budget: Public
Services, Pine Grove Landfill ? State Mandated Waste Dump Fees;
0207-260-3560-PGRO-9208.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 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 A REPLACEMENT PHONE SYSTEM, FOR THE
CIVIC CENTER, FROM BELLSOUTH (BALTIMORE, MD) IN THE AMOUNT OF $35,998.78.
WHEREAS, the new phone system will be a Cisco Voice Over IP Phone
System and will replace the current analog system used at the Civic Center.
The system includes: Twenty-nine (29) phones, licenses and other peripherals
that are necessary to operate the system; and,
WHEREAS, Per Resolution No. 202-03, Council authorized a 10-year
contract with BellSouth for the current Cisco IP Phone System utilized at the
Government Center and the Government Center Annex. In addition, per Resolution
No. 487-03, Council authorized the upgrade of the phone system at the Trade
Center as an add-on to the existing contract. This purchase will also be an
addition to that same contract.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase a replacement phone
system, for the Civic Center, from BellSouth (Baltimore, MD) in the amount of
$35,998.78. Funds are budgeted in the FY07 Budget: Civic Center Fund ? Civic
Center ? Operations ? Capital Expenditures Over $5,000; 0757-160-1000-CIVC-7761.
_________________________________________
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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