Agenda Item # 10
Columbus Consolidated Government
Council Meeting

September 13, 2016

Agenda Report # 42

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) CHIPPER TRUCK – NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT

It is requested that Council approve the purchase of one (1) chipper truck from Altec Industries, Inc. (Birmingham, AL) in the amount of $82,796.00, by cooperative purchase via National Joint Powers Alliance (NJPA) Contract #31014-ALT.

The vehicle will be used by the staff of the Urban Forestry and Beautification Division for daily tree removal operations. It is a replacement vehicle.


The purchase will be accomplished via Request for Proposal (RFP) Contract #31014-ALT, initiated by the National Joint Powers Alliance (NJPA), whereby Altec Industries, Inc., was one of the successful vendors contracted to provide Public Utility Equipment with Related Accessories and Supplies. The contract, which commenced May 1, 2014, is good through April 30, 2018, 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 budgeted in the FY17 Budget: Paving Fund – Public Works – Right of Way Maintenance –Heavy Trucks; 0203-260-3120-ROWM-7723.

* * * * * *

(B) VEHICLES FOR FIRE/EMS – GEORGIA STATEWIDE CONTRACT

It is requested that Council approve the purchase of two (2) 2017 Ford Explorers at a unit price of $25,285.00, and a total price of $50,570.00; and one (1) 2017 Ford F-250 Truck in the amount of $32,652.00, for a grand total cost of $83,222.00, from Allan Vigil Ford (Morrow, GA), via Georgia State Contract #99999-SPD-ES40199373-02.

All three (3) vehicles will be utilized by Battalion Chiefs to meet the Department of Fire and EMS Standard of Cover and to perform daily administrative duties. These are replacement vehicles.

Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety Fund – Fire & EMS – Public Safety-LOST – Automobiles; 0102-410-9900-LOST-7721.
* * * * *

(C) FULL SIZE 4X4 TON CREW CAB PICKUP TRUCK – GEORGIA STATEWIDE CONTRACT

It is requested that Council approve the purchase of one (1) full size 4x4 ton crew cab pickup truck (2017 Ford F-150 Super Crew Cab 4x4) from Allan Vigil Ford (Morrow, GA), in the amount of $27,997.00, via Georgia State Contract #99999-SPD-ES40199373-002.

The vehicle will be used by a supervisor of the Right of Way Maintenance Division to inspect trees and work orders. This is replacement vehicle.

Funds are budgeted in the FY17 Budget as follows: Paving Fund – Public Works – Right of Way Maintenance – Light Trucks; 0203-260-3120-ROWM-7722.
* * * * *

(D) 2017 CHEVROLET IMPALA SEDANS – GEORGIA STATEWIDE CONTRACT

It is requested that Council approve the purchase of ten (10) 2017 Chevrolet Impala Sedans from Hardy Chevrolet (Dallas, GA), at a unit price of $21,546.00, and a total price of $215,460.00, via Georgia State Contract #99999-SPD-ES40199373-005.

The vehicles will be used by staff of the Bureau of Patrol Services, the Bureau of Investigative Services, and the supervisors within the department in the performance of their duties. These are replacement vehicles.

Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety Fund – Police – Public Safety-LOST – Automobiles; 0203-400-9900-LOST-7721.
* * * * * *

(E) LANDFILL GAS DEVELOPMENT PARTNER (LGDP) – LANDFILL GAS TO BENEFICIAL USE (LFGE) PROJECT (ANNUAL CONTRACT) – RFP NO. 16-0010

It is requested that Council authorize the execution of a letter of intent with Enerdyne Power Systems, Inc. (Charlotte, NC) for a landfill gas development project.

The RFP was issued to identify a Landfill Gas Development Partner to develop a Landfill Gas to Energy (LFGE) Project at the Pine Grove and Schatulga Road Landfills. Landfill gas is approximately 50% methane which can be used as an energy source. If approved, the City can begin the negotiation of an agreement with Enerdyne Power Systems, Inc. to develop the LFGE project. The initial phase of the project will determine if there is sufficient quality and quantity of landfill gas for an energy project. A successful project should provide financial and/or other benefits to the City.

Enerdyne Power Systems will perform all diligence with respect to the Pine Grove Landfill and Schatulga Road Landfill. During the “Diligence Period”, which shall be for 120 days from the execution of the Letter of Intent, Enerdyne Power Systems will determine the feasibility of the Landfill Gas Project. If both parties deem the project to be feasible, the findings will be provided to Columbus Council to determine if the City will proceed with the Landfill Gas Development project with Enerdyne Power Systems. Annual Contract History:
This is a new annual contract.

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on February 1, 2016. This RFP has been advertised, opened and evaluated. One proposal was received on March 15, 2016.

The Purchasing Division received one (1) statement of “No Proposal Submission”, from Flint EMC; the firm did not provide a reason for declining to submit a proposal.

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 following (3) firms were surveyed:
Based on the responses to the survey, 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:

The following events took place after receipt of the proposal:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-/1st Evaluation Meeting
05/18/16
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, and the project manager provided an overview. The proposal was disbursed to each committee member to review during the meeting.
Vendor Presentation
07/06/16
The sole responsive firm provided an oral presentation of their proposal.
Recommendation received
07/11/16
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 (1) voting member from the Engineering Department and (2) voting members from the Public Works Department. A representative from the Atlantic Coast Consulting, the City’s contracted engineering firm for the project, served as a non-voting advisor.

Award Recommendation:
The evaluation committee unanimously recommends award of the contract to Enerdyne Power Systems, Inc., the sole responding firm, as reflected by their comments provided below:
Vendor Experience/Qualifications: 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 RFP process, there is no formal opening due to the possibility of negotiated components of the proposal. In the event City Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.
* * * * * *

(F) DECLARATION OF SURPLUS AND DONATION OF LIVE SCAN FINGERPRINT STATION AND RADAR UNIT

It is requested that Council declare a Morpho Trust Live Scan Fingerprint Station (Serial #AAV308000318) 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 Columbus Regional Police Academy. It is also requested that Council declare a MPH Python II Police Radar (Serial #PYT549001162) 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 Talbot County Sheriff’s Office.

The Police Department is requesting to donate the old fingerprint station, known as a livescan system, to the Regional Police Academy here in Columbus. It is a MorphoTrust system, model number TP-3800XCH-ED, serial number AAV308000318. Several months ago this unit became obsolete. The hardware was at "end of life" on March 31, 2016, meaning it was no longer covered under a maintenance agreement. The software needed an upgrade to meet GBI/GCIC specifications that was estimated to cost $20,000 or the Police Department could buy a new unit for $35,000. The Police Department chose to go with a different company at a much cheaper price and better product.

The Regional Police Academy here in Columbus has a need for the old system. Currently they have to train recruits to roll ink fingerprints, which most agencies consider obsolete. Buying a new unit just to train on is not fiscally possible or responsible for the Academy. This system would meet their in-house needs in that recruits would know how to use a livescan system when they return to their agency. Nothing they would do on the equipment would be submitted to GBI/GCIC, so the upgrade is not a consideration for the Academy.

The Police Department is also requesting to donate an old MPH Python Police Radar (valued at less than $500) to the Talbot County Sheriff’s Department, who had a unit that has been damaged, and they are unable to replace it.
“ITEM A”

A RESOLUTION

NO._______

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) CHIPPER TRUCK FROM ALTEC INDUSTRIES, INC. (BIRMINGHAM, AL), IN THE AMOUNT OF $82,796.00, BY COOPERATIVE PURCHASE VIA NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT #31014-ALT.

WHEREAS, the chipper truck will be used by the staff of the Urban Forestry and Beautification Division for daily tree removal. It is a replacement vehicle.

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

That the City Manager is hereby authorized to purchase one (1) chipper truck from Altec Industries, Inc., (Birmingham, AL) in the amount of $82,796.00. Funds are budgeted in the FY17 Budget: Paving Fund – Public Works – Right of Way Maintenance – Heavy Trucks; 0203-260-3120-ROWM-7723.

_____________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of____________________, 2016 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 Turner Pugh voting __________.
Councilor Thomas 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 TWO (2) 2017 FORD EXPLORERS AT A UNIT PRICE OF $25,285.00, AND A TOTAL PRICE OF $50,570.00; AND ONE (1) 2017 FORD F-250 TRUCK IN THE AMOUNT OF $32,652.00, FOR A GRAND TOTAL COST OF $83,222.00, FROM ALLAN VIGIL FORD (MORROW, GA), VIA GEORGIA STATE CONTRACT #99999-SPD-ES40199373-02.

WHEREAS, all three (3) vehicles will be utilized by Battalion Chiefs to meet the Department of Fire and EMS Standard of Cover and to perform daily administrative duties. These are replacement vehicles.

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

That the City Manager is hereby authorized to purchase two (2) 2017 Ford Explorers at a unit price of $25,285.00, and a total price of $50,570.00; and one (1) 2017 Ford F-250 Truck in the amount of $32,652.00, for a grand total cost of $83,222.00, from Allan Vigil Ford (Morrow, GA). Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety Fund – Fire & EMS – Public Safety-LOST – Automobiles; 0102-410-9900-LOST-7721.
__________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2016 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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.

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


“ITEM C”
A RESOLUTION
NO._______

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) FULL SIZE 4X4 TON CREW CAB PICKUP TRUCK (2017 FORD F-150 SUPER CREW CAB 4X4) FROM ALLAN VIGIL FORD (MORROW, GA), IN THE AMOUNT OF $27,997.00, VIA GEORGIA STATE CONTRACT #99999-SPD-ES40199373-002.

WHEREAS, the vehicle will be used by a supervisor of the Right of Way Maintenance Division to inspect trees and work orders. This is replacement vehicle.

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

That the City Manager is hereby authorized to purchase one (1) full size 4x4 ton crew cab pickup truck from Allan Vigil Ford (Morrow, GA), in the amount of $27,997.00. Funds are budgeted in the FY17 Budget as follows: Paving Fund – Public Works – Right of Way Maintenance – Light Trucks; 0203-260-3120-ROWM-7722.
__________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2016 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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.

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

“ITEM D”
A RESOLUTION
NO.________

A RESOLUTION AUTHORIZING THE PURCHASE OF TEN (10) 2017 CHEVROLET IMPALA SEDANS FROM HARDY CHEVROLET (DALLAS, GA), AT A UNIT PRICE OF $21,546.00, AND A TOTAL PRICE OF $215,460.00, VIA GEORGIA STATE CONTRACT #99999-SPD-ES40199373-002.

WHEREAS, the vehicles will be used by staff of the Bureau of Patrol Services, the Bureau of Investigative Services, and the supervisors within the department in the performance of their duties. These are replacement vehicles.

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

That the City Manager is hereby authorized to purchase ten (10) 2017 Chevrolet Impala Sedans from Hardy Chevrolet (Dallas, GA), at a unit price of $21,546.00, for a total price of $215,460.00. Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety Fund – Police – Public Safety-LOST – Automobiles; 0203-400-9900-LOST-7721.
__________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2016 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 Turner Pugh voting __________.
Councilor Thomas 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 LETTER OF INTENT WITH ENERDYNE POWER SYSTEMS, INC. (CHARLOTTE, NC) FOR A LANDFILL GAS DEVELOPMENT PROJECT.

WHEREAS, RFP No. 16-0010 was issued to identify a Landfill Gas Development Partner to develop a Landfill Gas to Energy (LFGE) Project at the Pine Grove and Schatulga Road Landfills. Enerdyne Power Systems, Inc. was the only vendor to submit a proposal; and,

WHEREAS, Landfill gas is approximately 50% methane which can be used as an energy source. If approved, the City can begin the negotiation of an agreement with Enerdyne Power Systems, Inc. to develop the LFGE project. The initial phase of the project will determine if there is sufficient quality and quantity of landfill gas for an energy project. A successful project should provide financial and/or other benefits to the City; and,

WHEREAS, Enerdyne Power Systems will perform all diligence with respect to the Pine Grove Landfill and Schatulga Road Landfill. During the “Diligence Period”, which shall be for 120 days from the execution of the Letter of Intent, Enerdyne Power Systems will determine the feasibility of the Landfill Gas Project. If both parties deem the project to be feasible, the findings will be provided to Columbus Council to determine if the City will proceed with the Landfill Gas Development project with Enerdyne Power Systems.

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

That the City Manager is hereby authorized to execute a letter of intent with Enerdyne Power Systems, Inc. (Charlotte, NC) for a landfill gas development project.


____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2016 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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.

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

“ITEM F”
A RESOLUTION
NO.________

A RESOLUTION AUTHORIZING THE DECLARATION OF A MORPHO TRUST LIVE SCAN FINGERPRINT STATION (SERIAL #AAV308000318) 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 COLUMBUS REGIONAL POLICE ACADEMY; AND ALSO AUTHORIZING THE DECLARATION OF A MPH PYTHON II POLICE RADAR (SERIAL #PYT549001162) 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 TALBOT COUNTY SHERIFF’S OFFICE.

WHEREAS, The Police Department is requesting to donate the old fingerprint station, known as a livescan system, to the Regional Police Academy here in Columbus. The Academy has a need for the old system. Currently they have to train recruits to roll ink fingerprints, which most agencies consider obsolete; and,

WHEREAS, the Police Department is also requesting to donate an old MPH Python Police Radar (valued at less than $500) to the Talbot County Sheriff’s Department, who had a unit that has been damaged, and they are unable to replace it.

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

That the City Manager is hereby authorized to declare a Morpho Trust Live Scan Fingerprint Station (Serial #AAV308000318) as surplus, in accordance with section 7-501 of the Charter of Columbus Consolidated Government; and authorized to donate the Fingerprint Station to the Columbus Regional Police Academy. The City Manager is also hereby authorized to declare a MPH Python II Police Radar (Serial #PYT549001162) as surplus, in accordance with section 7-501 of the Charter of Columbus Consolidated Government; and authorized to donate the Radar unit to the Talbot County Sheriff’s Office.

______________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2016 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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.

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