Agenda Item #7
Columbus Consolidated Government
Council Meeting

04/25/2017

Agenda Report #123

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department




(A) PAYMENT FOR INMATE PHARMACY SERVICES

It is requested that Council approve payment to Diamond Drugs, Inc., (Pittsburgh, PA), in the amount of $84,827.77, for pharmacy services utilized for inmates at the Muscogee County Jail. This payment will cover services provided during the months of February, March and April.

Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Medical – Pharmacy Services; 0101 – 550 – 2650 – MEDD – 6323.
* * * * * *


(B) CHEVROLET IMPALA LIMITED – GEORGIA STATEWIDE CONTRACT


It is requested that Council authorize the purchase of one (1) Chevrolet Impala Limited from Hardy Chevrolet (Dallas, GA) in the amount of $21,227.00, via Georgia State Contract #99999-SPD-ES40199373-0005.

The vehicle will be used as an administrative vehicle by staff of the Muscogee County Sheriff’s Office. This is a new vehicle.

Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety – Sheriff – Public Safety-LOST – Automobiles; 0102-550-9900-LOST-7721.

* * * * * *


(C) WELDING/METAL FABRICATION SERVICES (RE-BID) (ANNUAL CONTRACT) - RFB NO. 17-0030

It is requested that Council approve the annual contract for welding/metal fabrication services from Smith Metal Works (Columbus, Georgia) for the estimated annual contract value of $22,800.00. The services will be provided on an “as needed” basis for repairs of facilities and equipment owned by the City.

The initial contract period will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. The Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Five (5) bids were received on January 11, 2017. This bid has been advertised, opened and reviewed. The bidders were:

Diverse Mechanical
(Columbus, GA)
Alexanders Industrial Services
(Phenix City, AL)
Midsouth Mechanical, Inc.
(LaGrange, GA)
Smith Metal Works
(Columbus, GA)
Fabco Fabrication, Inc.
(Columbus, GA)
Total Labor Cost
$ 23,520
$ 24,500
$ 22,800
$ 22,800
$ 22,800
Materials (Cost + ___ %)
15 %
15 %
15 %
12 %
15 %
Minimum Hours Charged
No
2 Hours
4 Hours
No
1 Hour

Funds are budgeted each fiscal year for this ongoing expense: Balance Sheet Account, General Fund, Auto Parts & Supplies, 0101-1562 to be charged to various departments as needed; Public Services - Other Maintenance & Repairs, Building Maintenance - Parks and Recreation, Public Safety and Building Maintenance – Building Maintenance - General Government; 0101-260-3710-REPA-6527, 6528, or 6529.

* * * * * *

(D) CHANGE ORDER 3 FOR MACON ROAD FIRE TRAINING CENTER – RFB NO. 17-0020

It is requested that Council authorize the execution of Change Order 3 with Graddy Construction, Inc. (Columbus, GA) in the amount of $204,520.00 for the Macon Road Fire Training Center.

Per Resolution No. 374-16, Council authorized the construction of the Macon Road Fire Training Center. The primary need for Change Order 3 is the addition of a 60'x100' pre-engineered pole barn that is open on all sides with one corner extended 25'x30' for storage with the following specific parameters:
Document
Description
Amount
Original ContractSite work, pre-fabricated 5-story fire training tower, control room construction, and all civil, paving, landscaping, mechanical, electrical and plumbing.
$ 748,000.00
Change Order 1Additional work including removal and replacement of unsuitable soils, providing electrical and gas service to burn tower, and adding site lighting per the request of Columbus Fire & EMS.
51,693.00
Change Order 2Additional work including removal and replacement of unsuitable soils, installation of French drain as directed, and replacing concrete pad for ladder training as requested by Columbus Fire & EMS.
20,502.00
Change Order 3The addition of a 60'x100' pre-engineered pole barn that is open on all sides with one corner extended 25'x30' for storage
204,520.00
New Contract Amount
$ 1,024,715.00

Funding is available in the FY17 Budget: Special Projects-Capital Projects Fund – Capital Projects – General Fund Supported Capital Project – General Construction – Burn Building; 0508-660-1000-CPGF-7661-22941-20150.
* * * * * *

(E) VIDEO SURVEILLANCE, ACCESS CONTROL AND INTRUSION DETECTION SYSTEMS FOR THE CIVIC CENTER, ICE RINK AND SKATE PARK

It is requested that Council approve the purchase of video surveillance, access control and intrusion detection systems, including three year warrant, for the Civic Center, Ice Rink and Skate Park from AdaptToSolve, Inc., (LaGrange, GA) in the amount of $132,047.80, to be funded from the Friends of Columbus Account for the Civic Center.

The current security system at the Civic Center is 21 years old. The Access Control System is written in DOS. Over half of the cameras are analog. In a recent incident, an individual broke through a south side glass door of the Civic Center, was in the building for 20 minutes and caught on nine different cameras. The alarm went off when the individual tripped it, leaving the building over 20 minutes later. The nine cameras were never able to produce an image for a positive identification. This system is out of date and requires monthly maintenance to keep it operational. Presently the access control to the Ice Rink is offline, due to a motherboard failure in the Civic Center, and is being secured and unsecured by key.

The purchase will be made via the current Annual Contract awarded to AdaptToSolve, resulting from RFP #16-0006, and approved by Council per Resolution # 183-16.

Council approval is required because this purchase will be funded from the Friends of Columbus Account for the Civic Center.

* * * * * *

(F) FOUNDATION REINFORCEMENT FOR DOUBLE CHURCHES POOL SLIDE

It is requested that Council approve foundation reinforcement services, for the Double Churches Pool Slide, from AFS Foundation and Waterproofing Specialists (Leeds, AL), in the amount of $11,475.00.

The Double Churches pool had a leak in a pipe and the leak washed away the backfill from underneath the side walk and around the slide. Consequently, the vendor will provide foundation reinforcement services to lift and level the uneven exterior concrete. AFS can inject a product underneath the sidewalk, which will reinforce the side walk and stabilize the slide. The vendor can do this work within two days, allowing the pool to open on schedule. According to Facilities Maintenance, this vendor was the only vendor they could locate willing to do this work within the short period of time and provide a warranty. Therefore, the vendor is considered an only known source, per the Procurement Ordinance. If Public Works staff tried to perform the work in house, it would take weeks to complete, and will cost approximately $8,000, in materials alone.

Funds are budgeted in the FY17 Budget: General Fund – Public Works – Other Maintenance/Repair – Bldg Maint – Parks & Rec; 0101-260-3710-REPA-6527.
* * * * * *

(G) FIRE/INTRUSION PREVENTION, SUPPLIES & SERVICES (ANNUAL CONTRACT) – RFB NO. 17-0008

It is requested that Council approve the service contract for Fire/Intrusion Prevention, Supplies & Services, to include: Fire Extinguishers and related maintenance and repair parts, Fire Alarm/Intrusion Systems and Monitoring Services and other related items/services at various locations, on an “as needed” basis, from Columbus Fire & Safety Equipment, Inc. (Columbus, GA), for the estimated annual contract value of $42,000.00.

Based on previous fiscal year usage the Facilities Maintenance Department estimates spending approximately $42,000.00 for these services. The contract will be used by various departments of the City to service, repair and purchase fire extinguishers, as well as, fire alarm/intrusion systems and monitoring services.

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

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Three (3) bids were received on March 29, 2017. This bid has been advertised, opened and reviewed. The bidders were: (See attached bid tabulation sheet)




Funds are budgeted each fiscal year for this ongoing expense: General Fund – Public Works – Other Maintenance/Repair – Bldg Maint – Parks & Rec – Bldg Maint – Public Safety – Bldg Maint – Gen. Gov’t; 0101-260-3710-REPA-6527, 6528 & 6529.


“ITEM A”

A RESOLUTION
NO.____

A RESOLUTION AUTHORIZING PAYMENT TO DIAMOND DRUGS, INC., (PITTSBURGH, PA), IN THE AMOUNT OF $84,827.77, FOR PHARMACY SERVICES UTILIZED FOR INMATES AT THE MUSCOGEE COUNTY JAIL. THIS PAYMENT WILL COVER SERVICES PROVIDED DURING THE MONTHS OF FEBRUARY, MARCH AND APRIL.

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

That the City Manager is hereby authorized to make payment to Diamond Drugs, Inc., (Pittsburgh, PA), in the amount of $84,827.77, for pharmacy services utilized for inmates at the Muscogee County Jail. This payment will cover services provided during the months of February, March and April. Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Medical – Pharmacy Services; 0101 – 550 – 2650 – MEDD – 6323. Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Medical – Pharmacy Services; 0101 – 550 – 2650 – MEDD – 6323.

_________________

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 PURCHASE OF ONE (1) CHEVROLET IMPALA LIMITED FROM HARDY CHEVROLET (DALLAS, GA) AT A UNIT PRICE OF $21,227.00.

WHEREAS, the vehicle will be used by the staff of the Muscogee County Sheriff’s Office as an administrative vehicle. This is a new vehicle.

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

That the City Manager is hereby authorized to purchase one (1) 2017 Chevrolet Impala Limited from Hardy Chevrolet (Dallas, GA), in the amount of $21,227.00. Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety – Sheriff – Public Safety-LOST – Automobiles; 0102-550-9900-LOST-7721.
_____________

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 THE ANNUAL CONTRACT FOR WELDING/METAL FABRICATION SERVICES FROM SMITH METAL WORKS (COLUMBUS, GA), FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $22,800.00.

WHEREAS, the services will be provided on an “as needed” basis for repairs of various facilities and equipment owned by the City; and,

WHEREAS, the awarded vendors will be required to submit estimates for jobs pertaining to the Fleet Management Division; and,

WHEREAS, the initial contract period will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. The Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

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

That the City Manager is hereby authorized to enter into an annual contract for welding/metal fabrication services with Smith Metal Works, for the estimated annual contract value of $22,800.00. Funds are budgeted each fiscal year for this ongoing expense: Balance Sheet Account, General Fund, Auto Parts & Supplies, 0101-1562 to be charged to various departments as needed; Public Services - Other Maintenance & Repairs, Building Maintenance - Parks and Recreation, Public Safety and Building Maintenance – Building Maintenance - General Government; 0101-260-3710-REPA-6527, 6528, or 6529 as needed.
______________

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 EXECUTION OF change order 3 with graddy construction, inc. (columbus, ga) in the amount of $204,520.00 for the macon road fire training center.

WHEREAS, per Resolution No. 374-16, Council authorized the construction of the Macon Road Fire Training Center; and,

WHEREAS, Change Order 3 is for the addition of a 60'x100' pre-engineered pole barn that is open on all sides with one corner extended 25'x30' for storage.

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

That the City Manager is hereby authorized to execute Change Order 3 with Graddy Construction, Inc. (Columbus, GA) in the amount of $204,520.00 for the Macon Road Fire Training Center. Funding is available in the FY17 Budget: Special Projects-Capital Projects Fund – Capital Projects – General Fund Supported Capital Project – General Construction – Burn Building; 0508-660-1000-CPGF-7661-22941-20150.
________________

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 VIDEO SURVEILLANCE, ACCESS CONTROL AND INTRUSION DETECTION SYSTEMS, INCLUDING THREE YEAR WARRANTY, FOR THE CIVIC CENTER, ICE RINK AND SKATE PARK FROM ADAPTTOSOLVE, INC., (LAGRANGE, GA) IN THE AMOUNT OF $132,047.80, TO BE FUNDED FROM THE FRIENDS OF COLUMBUS ACCOUNT FOR THE CIVIC CENTER.

WHEREAS, the current security system at the Civic Center is 21 years old. The Access Control System is written in DOS. Over half of the cameras are analog. In a recent incident, an individual broke through a south side glass door of the Civic Center, was in the building for 20 minutes and caught on nine different cameras. The alarm went off when the individual tripped it, leaving the building over 20 minutes later. The nine cameras were never able to produce an image for good identification. This system is out of date and requires monthly maintenance to keep it operational. Presently the access control to the Ice Rink is offline, due to a motherboard failure in the Civic Center, and is being secured and unsecured by key; and,

WHEREAS, the purchase will be made via the current Annual Contract awarded to AdaptToSolve, resulting from RFP #16-0006, and approved by Council per Resolution # 183-16; and,

WHEREAS, Council approval is required because this purchase will be funded from the Friends of Columbus Account for the Civic Center.

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

That the City Manager is hereby authorized to purchase video surveillance, access control and intrusion detection systems, including three year warranty, for the civic center, ice rink and skate park from AdaptToSolve, Inc., (LaGrange, GA), in the amount of $132,047.80, to be funded from the Friends of Columbus Account for the Civic Center.

_________________

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 F”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE PROCUREMENT OF FOUNDATION REINFORCEMENT SERVICES, FOR THE DOUBLE CHURCHES POOL SLIDE, FROM AFS FOUNDATION AND WATERPROOFING SPECIALISTS (LEEDS, AL), IN THE AMOUNT OF $11,475.00.

WHEREAS, the Double Churches pool had a leak in a pipe and the leak washed away the backfill from underneath the side walk and around the slide. Consequently, the vendor will provide foundation reinforcement services to lift and level the uneven exterior concrete. AFS can inject a product underneath the sidewalk, which will reinforce the side walk and stabilize the slide. The vendor can do this work within two days, allowing the pool to open on schedule; and,

WHEREAS, according to Facilities Maintenance, this vendor was the only vendor they could locate willing to do this work within the short period of time and provide a warranty. Therefore, the vendor is considered an only known source, per the Procurement Ordinance. If Public Works staff tried to perform the work in house, it would take weeks to complete, and will cost approximately $8,000, in materials alone.

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

That the City Manager is hereby authorized to procure foundation reinforcement services, for the Double Churches Pool Slide, from AFS Foundation and Waterproofing Specialists (Leeds, AL), in the amount of $11,475.00. Funds are budgeted in the FY17 Budget: General Fund – Public Works – Other Maintenance/Repair – Bldg Maint – Parks & Rec; 0101-260-3710-REPA-6527.

______________

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 A service contract for Fire/Intrusion Prevention, Supplies & Services, to include: Fire Extinguishers and related maintenance and repair parts, Fire Alarm/Intrusion Systems and Monitoring Services AND OTHER RELATED ITEMS/SERVICES at various locations, on an “as needed” basis from, Columbus Fire & Safety Equipment, Inc. (COLUMBUS, GA), for the estimated annual contract value of $42,000.00.

WHEREAS, based on previous fiscal year usage the Facilities Maintenance Department estimates spending approximately $42,000.00 for these services. The contract will be used by various departments of the City to service, repair and purchase fire extinguishers, as well as, fire alarm/intrusion systems and monitoring services; and,

WHEREAS, the contract period shall be for two years, with the option to renew for three additional twelve month periods.

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

That the City Manager is hereby authorized to enter into contract for Fire/Intrusion Prevention, Supplies & Services, to include: Fire Extinguishers and related maintenance and repair parts, Fire Alarm/Intrusion Systems and Monitoring Services and other related items/services, with Columbus Fire & Safety Equipment, Inc. (Columbus, GA), for the estimated annual contract value of $42,000.00. Funds are budgeted each fiscal year for this ongoing expense: General Fund – Public Works – Other Maintenance/Repair – Bldg Maint – Parks & Rec – Bldg Maint – Public Safety – Bldg Maint – Gen. Gov’t; 0101-260-3710-REPA-6527, 6528 & 6529.
____________

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

DATE: April 25, 2017

TO: Mayor and Councilors

FROM: Finance Department

SUBJECT: Advertised Bids/RFPs

April 26, 2017


April 28, 2017
May 3, 2017 May 10, 2017
May 12, 2017