Agenda Item #2
Columbus Consolidated Government
Council Meeting

November 4, 2014

Agenda Report #47


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) ANCHOR TENANTS FOR CONCESSION/COLUMBUS CIVIC CENTER (ANNUAL CONTRACT) – RFP NO. 15-0007

It is requested that Council authorize the execution of a contract with Mark’s City Grill (Columbus, GA) for Concession Location A - Willy T’s Chicken Fingers (Columbus, GA), Concession Location C - West and Bruster’s Real Ice Cream (Columbus, GA) and Concession Location E - East, to provide all equipment and personnel necessary for concessionaire services at various concession locations within the Columbus Civic Center. The Contractors will pay an annual lease payment for the exclusive use of their respective Concession Locations, including the use and maintenance of the existing equipment. Additionally, per the RFP, authorization is requested to allow the Civic Center Director to directly solicit vendors to lease the remaining Concession Locations that were not contracted during the RFP process.

The Civic Center is changing from having one exclusive contractor providing all food service, to offering multiple contractors (anchor tenants) the opportunity to provide food service within their culinary expertise. These anchor tenants will fulfill the following requirements:

A. Professionally brand the concession location to reflect the identity of the contracted vendor and equip the location to provide the best appearance and food products possible

B. Operate the food service facilities in a professional and resourceful manner, complying with all public health regulations including a Grade A sanitation rating to the satisfaction of all authorized Health Department Officials. The following permits are required:
1. Fire Safety Inspection
2. Columbus Water Works – Food Service Industry Water Discharge Permit – Grease Trap Permit
3. Health Department Inspections
4. Health Department Reports

C. Post a sign board of all articles for sale and the price of each article in and around each concession location.

D. Make available for inspection, upon reasonable prior notice, full and complete records including invoices and payments, of all materials brought to or sold from the premises.

The term of this contract shall be for two years, with an option to renew for three additional twelve-month periods. Contract renewal shall be contingent upon the mutual agreement of the City and the Contractor.

On July 28, 2014, request for proposals postcard invitations were mailed to 200 vendors and specifications were posted on the websites of the City and Georgia Procurement Registry. The RFP has been advertised, opened and evaluated. Six proposals were received from the following offerors:
*Vendor withdrew proposal before the evaluation process.

The proposals were reviewed by the Evaluation Committee, which consisted of representatives from Columbus Civic Center, Internal Auditor’s Office and Finance Department serving as voting members. The Civic Center Director and a member of the Civic Center Advisory Board served in non-voting, advisory capacities.

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, negotiations may begin with the next highest ranked vendor or the RFP specifications may be re-advertised. Evaluation results and the lease agreement fees have been submitted to the City Manager in a separate memo for informational purposes.

The lease revenue will be deposited into the following Revenue Account: Civic Center Fund – Food Service Contract Revenues; 0757-160-2800-4587.
* * * * * *

(B) PORTABLE TOILET RENTAL AND SERVICE (ANNUAL CONTRACT) - RFB NO. 15-0007

It is requested that Council approve the contract for the rental of portable toilets, hand washing stations and grey water collection containers from Containers by Reaves (Phenix City, AL) for the estimated contract value of $44,640.00.

The vendor will deliver, setup and provide services on an “as needed basis.” Various departments will utilize this service. The units will be used at various sites such as Pinegrove Landfill, Schatulga Road Fuel Pumps, Oxbow Landfill, Granite Buff, and also during special events like the Greater Columbus Fair.

The contract term will be for two years with the option to renew for three additional twelve-month periods. Renewal of the contract is contingent upon the mutual agreement of the vendor and the City.

Bid postcard invitations were mailed to forty-five vendors and bid specifications were posted on the web page of the Purchasing Division, and Georgia Procurement Registry. Three bids were received on September 24, 2014. This bid has been advertised, opened and reviewed. The bidders were:

Vendor
*Estimated
Contract Value
Containers by Reaves (Phenix City, AL)
$ 44,640.00*
Advanced Disposal (Columbus, GA)
$ 47,640.00*
Vantex Service Corporation (Austin, TX)
$ 92,153.04*

*The estimated contract value was derived from the total of the unit price multiplied by 24 months, for the initial contract period of 2 years.

Funds are budgeted each fiscal year for this on-going expense: Integrated Waste Management Fund - Public Works – Granite Bluff Inert Landfill – Oxbow Meadow Inert Landfill - Pine Grove Landfill – Equipment Rental/Lease; General Fund – Parks & Recreation – Various Divisions – Equipment Rental/Lease; Civic Center Fund – Civic Center – Other Events – Equipment Rental/Lease; 0207-260-3540-BLUF-6543, 0207-260-3550-OXBW-6543; 0207-260-3560- PGRO-6543; 0101-270-PARK-6543; 0757-160-2500-EVNT-6728.

(C) VETERANS PARKWAY AND DOUBLE CHURCHES ROAD INTERSECTION IMPROVEMENTS – RFB NO. 15-0002

It is requested that Council authorize the execution of a construction contract with C. W. Matthews Contracting Company (Marietta, GA) in the amount of $2,296,398.81 for improvements to the intersection of Veterans Parkway and Double Churches Road.

The work includes but is not limited to: grading, resurfacing, pavement markings, storm drain pipes, median, curbs & gutters, sidewalks & wheelchair ramps, landscaping & erosion control, and traffic lighting & signs.

On August 7, 2014, bid postcard invitations were mailed to the forty-four contractors and the RFB was posted on the City’s website and Georgia Procurement Registry. This bid has been advertised, opened and reviewed. Bids were received on September 3, 2014 from the following three (3) contractors:


CONTRACTOR
BID
DBE
PARTICIPATION
C. W. Matthews Contracting Company
(Marietta, GA)
$ 2,296,398.81
12%
Southeastern Site Development
(Newnan, GA)
2,338,683.55
3%
McMath-Turner Construction Company
(Columbus, GA)
2,548,638.15
10%

Funds are budgeted in the FY15 Budget: 1999 SPLOST – Road/Bridge/Street – General Construction – Veterans/Double Churches; 0540-695-2126-TXRB-7661-53019-20080; Paving Fund Supported Capital Projects - Veterans/Double Churches; 0508-660-3000-CPPF-7661-21086-20150.
(D) SERVICE CONTRACT FOR VARIOUS TYPES OF TRANSMISSIONS FOR PUBLIC WORKS DEPARTMENT – FLEET MAINTENANCE – (ANNUAL CONTRACT) - RFB No. 14-0032

It is requested that Council approve the service contract for various types of transmissions with AAMCO of Columbus (Columbus, GA) for the estimated annual contract value of $127,110.00.

Transmission repair and rebuild services are required for Public Works Department – Fleet Maintenance, and will be procured on an “as needed” basis. The contract period shall be for three years with the option to renew for two additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the Contractor and the City.

Bid postcard invitations were mailed to sixty-eight vendors and bid specifications were posted on the web page of the Purchasing Division, and Georgia Procurement Registry. Three bids were received on July 23, 2014. This bid has been advertised, opened and reviewed. The bidders were:

Vendor/Description
*Estimated Contract Value
AAMCO of Columbus
(Columbus, GA)
$ 127,110.00*
McCarley Transmission Services, Inc.
(Phenix City, AL)
$ 160,395.00*
Jasper Engines & Transmissions
(Jasper, IN)
$ 176,274.00*

*The estimated contract value was derived from the total of the unit price multiplied by 36 months, for the initial contract period of 3 years.

Funds are budgeted each fiscal year for this on-going expense: Various Departments – 6721.
* * * * * *

(E) VALENCIA DRIVE CULVERT REPLACEMENT – RFB NO. 15-0009

It is requested that Council authorize the execution of a construction contract with Alexander Contracting Company, Inc. (Fortson, GA) in the amount of $282,543.35 for the replacement of a culvert on Valencia Drive.

The work shall consist of removing and replacing an existing double barrel concrete box culvert and replacing it with a triple barrel concrete box culvert. The work shall also include placement of concrete curb and gutter, curb inlet, asphalt paving, pavement markings, installation of guardrails, and concrete sidewalks.

On September 18, 2014, bid postcard invitations were mailed to the forty-six contractors and the RFB was posted on the City’s website and Georgia Procurement Registry. This bid has been advertised, opened and reviewed. Bids were received on October 22, 2014 from the following four (4) contractors:

CONTRACTOR
BID
DBE
PARTICIPATION
Alexander Contracting Company, Inc.
(Fortson, GA)
$ 282,543.35
5.7%
North Georgia Concrete, Inc.
(Fayetteville, GA)
295,974.00
8.5%
Landmark Grading Company, Inc.
(Fort Mitchell, AL)
334,056.39
0.6%
Sunbelt Structures, Inc.
(Tucker, GA)
349,505.25
10.5%

Funds are budgeted in the FY15 Budget: Paving Fund Supported Capital Projects – Drainage/Street Improvements – Valencia Drive Bridge Replacement; 0508-660-3000-CPPF-7622-21084-20140.
* * * * * *

(F) BLADE SERVERS AND SOFTWARE FOR VIRTUAL IMAGE STORAGE

It is requested that Council approve the purchase of five (5) blade servers and applicable software, from Lenovo/CPak Technology Solutions, in the amount of $69,644.80, via Georgia Statewide Contract, SWC90813-02; and rescind Resolution #320-14 which awarded the purchase to IBM/CPak.

Per Resolution #320-14, Council approved the purchase to be made from IBM/Cpak in the amount of $69,870.00. However, since the time the quote was received, Council approved and the purchase order issued, IBM sold their Server Section Division to Lenovo. Consequently, IBM/CPak could not fulfill the purchase order issued.

The blade servers and software will be used to store virtual images. The purchase of the equipment and software will allow for the replacement of outdated personal computers with virtual devices.

Funds are budgeted in the FY15 Budget: General Fund – Information Technology – Computer Equipment Maintenance; 0101-210-2000-ISS-6511.



“ITEM A”
A RESOLUTION

NO._____

A RESOLUTION AUTHORIZING EXECUTION OF A CONTRACT WITH MARK’S CITY GRILL (COLUMBUS, GA) FOR CONCESSION LOCATION A, WILLY T’S CHICKEN FINGERS (COLUMBUS, GA) FOR CONCESSION LOCATION C WEST AND BRUSTER’S REAL ICE CREAM (COLUMBUS, GA) FOR CONCESSION LOCATION E EAST, TO PROVIDE ALL EQUIPMENT AND PERSONNEL NECESSARY FOR CONCESSIONAIRE SERVICES AT VARIOUS CONCESSION LOCATIONS WITHIN THE COLUMBUS CIVIC CENTER. THE CONTRACTORS WILL PAY AN ANNUAL LEASE PAYMENT FOR THE EXCLUSIVE USE OF THEIR RESPECTIVE CONCESSION LOCATIONS, INCLUDING THE USE AND MAINTENANCE OF THE EXISTING EQUIPMENT. ADDITIONALLY, PER THE RFP, AUTHORIZATION IS REQUESTED TO ALLOW THE CIVIC CENTER DIRECTOR TO DIRECTLY SOLICIT VENDORS TO LEASE THE REMAINING CONCESSION LOCATIONS THAT WERE NOT CONTRACTED DURING THE RFP PROCESS.

WHEREAS, an RFP was administered (RFP No. 15-0004) and five proposals were received; and,

WHEREAS, the proposals submitted by Mark’s City Grill, Willy T’s Chicken Fingers and Bruster’s Real Ice Cream met all proposal requirements and are deemed most responsive to the RFP; and,

WHEREAS, the term of this contract shall be for two years, with an option to renew for three additional twelve-month periods. Contract renewal shall 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 Mark’s City Grill (Columbus, GA) for Concession Location A, Willy T’s Chicken Fingers (Columbus, GA) for Concession Location C West, and Bruster’s Real Ice Cream (Columbus, GA) for Concession Location E East, to provide concession services at the Columbus Civic Center. The Contractors will pay an annual lease payment for the exclusive use of their respective Concession Locations, including the use and maintenance of the existing equipment. Additionally, per the RFP, authorization is requested to allow the Civic Center Director to directly solicit additional vendors to lease the remaining Concession Locations that were not contracted during the RFP process. The lease revenue will be deposited into the following Revenue Account: Civic Center Fund – Food Service Contract Revenues; 0757-160-2800-4587.
_______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 A CONTRACT FOR THE RENTAL OF PORTABLE TOILETS, HAND WASHING STATIONS AND GREY WATER COLLECTION CONTAINERS FROM CONTAINERS BY REAVES (PHENIX CITY, AL) FOR THE ESTIMATED CONTRACT VALUE OF $44,640.00.

WHEREAS, the vendor will deliver, setup and provide services on an “as needed basis. Various divisions will utilize this service; and,

WHEREAS, the units will be used at various sites like Pinegrove Landfill, Schatulga Road Fuel Pumps, Oxbow Landfill, Granite Buff and also during special events like the Greater Columbus Fair; and,

WHEREAS, the contract term will be for two years with the option to renew for three additional twelve-month periods. Renewal of the contract is contingent upon the mutual agreement of the vendor 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 for the rental of portable toilets, hand washing stations and grey water collection containers from Containers by Reaves (Phenix City, AL) for the estimated contract value of $44,640.00. Funds are budgeted each fiscal year for this on-going expense: Integrated Waste Management Fund - Public Works – Granite Bluff Inert Landfill – Oxbow Meadow Inert Landfill - Pine Grove Landfill – Equipment Rental/Lease; General Fund – Parks & Recreation – Various Divisions – Equipment Rental/Lease; Civic Center Fund – Civic Center – Other Events – Equipment Rental/Lease; 0207-260-3540-BLUF-6543, 0207-260-3550-OXBW-6543; 0207-260-3560- PGRO-6543; 0101-270-CIVC-6543; 0757-160-2500-EVNT-6728.
_____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 THE EXECUTION OF A CONSTRUCTION CONTRACT WITH C. W. MATTHEWS CONTRACTING COMPANY (MARIETTA, GA) IN THE AMOUNT OF $2,296,398.81 FOR IMPROVEMENTS TO THE INTERSECTION OF VETERANS PARKWAY AND DOUBLE CHURCHES ROAD.

WHEREAS, the work includes but is not limited to: grading, resurfacing, pavement markings, storm drain pipes, median, curbs & gutters, sidewalks & wheelchair ramps, landscaping & erosion control, and traffic lighting & signs.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to execute a construction contract with C. W. Matthews Contracting Company (Marietta, GA) in the amount of $2,296,398.81 for improvements to the intersection of Veterans Parkway and Double Churches Road. Funds are budgeted in the FY15 Budget: 1999 SPLOST – Road/Bridge/Street – General Construction – Veterans/Double Churches; 0540-695-2126-TXRB-7661-53019-20080.

_________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ___________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 A SERVICE CONTRACT FOR VARIOUS TYPES OF TRANSMISSIONS WITH AAMCO OF COLUMBUS (COLUMBUS, GA), FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $127,110.00.


WHEREAS, transmission repair and rebuild services are required for Public Works – Fleet Maintenance, and will be procured on an “as needed” basis; and,

WHEREAS, the contract period shall be for three years, with the option to renew for two additional twelve month periods. 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 service contract for various types of transmissions with AAMCO of Columbus (Columbus, GA), Inc., for the estimated annual contract value of $127,110.00. Funds are budgeted each fiscal year for this ongoing expense: Various Departments - 6781.

______________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 EXECUTION OF A CONSTRUCTION CONTRACT WITH ALEXANDER CONTRACTING COMPANY, INC. (FORTSON, GA) IN THE AMOUNT OF $282,543.35 FOR THE REPLACEMENT OF A CULVERT ON VALENCIA DRIVE.

WHEREAS, the work shall consist of removing and replacing an existing double barrel concrete box culvert and replacing it with a triple barrel concrete box culvert. The work shall also include placement of concrete curb and gutter, curb inlet, asphalt paving, pavement markings, installation of guardrails, and concrete sidewalks.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to execute a construction contract with Alexander Contracting Company, Inc. (Fortson, GA) in the amount of $282,543.35 for the replacement of a culvert on Valencia Drive. Funds are budgeted in the FY15 Budget: Paving Fund Supported Capital Projects – Drainage/Street Improvements – Valencia Drive Bridge Replacement; 0508-660-3000-CPPF-7622-21084-20140.

____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ___________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.


_____________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor


“ITEM F”
A RESOLUTION

NO._____________


A RESOLUTION AUTHORIZING THE PURCHASE OF FIVE (5) BLADE SERVERS AND APPLICABLE SOFTWARE, FROM LENOVO/CPAK TECHNOLOGY SOLUTIONS, IN THE AMOUNT OF $69,644.80, VIA GEORGIA STATEWIDE CONTRACT, SWC90813-02; AND RESCIND RESOLUTION #320-14 WHICH AWARDED THE PURCHASE TO IBM/CPAK.

WHEREAS, Per Resolution #320-14, Council approved the purchase to be made from IBM/Cpak in the amount of $69,870.00. However, since the time the quote was received, Council approved and the purchase order issued, IBM sold their Server Section Division to Lenovo. Consequently, IBM/CPak could not fulfill the purchase order issued; and,

WHEREAS, the blade servers and software will be used to store virtual images. The purchase of the equipment and software will allow for the replacement of outdated personal computers with virtual devices.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

Part I
Resolution #320-14 is hereby rescinded.
Part II
That the City Manager is hereby authorized to the purchase of five (5) blade servers and applicable software, from Lenovo/CPak Technology Solutions, in the amount of $69,644.80, via Georgia Statewide Contract, SWC90813-02. Funds are budgeted in the FY15 Budget: General Fund – Information Technology – Computer Equipment Maintenance; 0101-210-2000-ISS-6511.
_________________________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.


_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor