Agenda Item # 6
Columbus Consolidated Government
Council Meeting

June 11, 2013

Agenda Report # 95


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) UTILITY TRACTOR WITH LOADER AND BACKHOE– NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT

It is requested that Council approve the purchase of one (1) John Deere (MY2013) 5045E Open Operator Station Utility Tractor with 553 Standard Loader and 485 Backhoe, from SunSouth, LLC (Columbus, GA), in the amount of $30,895.74, by cooperative purchase via National Joint Powers Alliance (NJPA) Contract #031711-DAC.

The utility tractor with loader and backhoe will be used by Public Works Cemetery Division to prepare burial plots. This unit is a replacement for equipment declared surplus under the Vehicle Replacement Program (VRP) due to high mileage, age, mechanical and safety issues, and high operation cost.

The purchase will be accomplished by cooperative purchase via Request for Proposal (RFP) Contract #031711-DAC, initiated by the National Joint Powers Alliance (NJPA), whereby John Deere, was one of the successful vendors contracted to provide Ag Tractors and Implements. The contract, which commenced May 17, 2011, is good through May 17, 2015. 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 FY13 Budget: General Fund – Public Works – Cemetery – Off Road Equipment; 0101-260-2600-CEME-7725.
* * * * * * *

(B) -TON SUPER/EXTENDED CAB, 4-DOOR, 4x2 PICKUP TRUCKS – RFB NO. 13-0051

It is requested that Council authorize the purchase of five (5) -ton super/extended cab, 4-door, 4x2 pickup trucks (Ford F-150 Supercab), from Allan Vigil Ford, (Morrow, GA) in the amount of $20,523.00 per unit, for a total of $102,615.00.

Four (4) trucks were approved in the FY13 Budget to be used by supervisors of the Integrated Waste Division, of the Public Works Department, to travel to inspect work sites and manage crews. These are new units.

One (1) additional truck was approved via the Vehicle Replacement Program (VRP). It will be used by the staff of the Parks Services Division, of the Parks and Recreation Department, to travel to and from work site locations.

Bid postcard invitations were mailed to two hundred seventy eight vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and OnVia DemandStar. Five bids were received on May 1, 2013. This bid has been advertised, opened and reviewed. The bidders were:

Vendors
Manufacturer/Model
Unit Price
Total Price
(5 units)
Allan Vigil Ford (Morrow, GA)
Ford F-150 Supercab
$20,523.00
$102,615.00
Wade Ford (Smyrna, GA)1
Ford F-150
$19,349.00
$96,745.00
Team Ford (Marietta, GA)
Ford F-150 (X1C)
$20,925.00
$104,625.00
Allan Vigil Ford Fayetteville (Fayetteville, GA)
Ford F-150
$21,303.43
$106,517.15
Carl Gregory Dodge-C-J (Columbus, GA)
Chrysler Dodge Ram DSIL41
$22,306.00
$111,530.00
1Wade Ford failed to meet a requirement of the bid specifications (Line 2, Engine: Gas, V8, 4.6 liter, 231 HP minimum), and was therefore rejected. Vendor was notified in writing.

The Georgia Statewide Contract price for this vehicle is $21,250.00.

Funds are budgeted in the FY13 Budget as follows:
Public Works ($82,092.00): Integrated Waste Management Fund – Public Works – Solid Waste Collection – Light Trucks; 0207-260-3510-GARB-7722.
Parks and Recreation ($20,523.00): General Fund – Parks and Recreation – Parks Services – Light Trucks; 0101-270-2100-PSRV-7722.


* * * * * * * *

(C) -TON CREW CAB, 4-DOOR, 4x2 PICKUP TRUCKS – RFB NO. 13-0055

It is requested that Council authorize the purchase of six (6) -ton crew cab, 4-door, 4x2 pickup trucks (RAM 1500 ST 4x2 Crew Cab), from Carl Gregory Dodge, (Columbus, GA) in the amount of $21,518.00 per unit, for a total of $129,108.00.

The trucks were approved via the Vehicle Replacement Program (VRP). They will be used by supervisory staff of the Parks Services Division, of the Parks and Recreation Department, to travel to various facilities maintained and operated by Parks Services, to perform site inspections and evaluate staff.

Bid postcard invitations were mailed to two hundred forty three vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and OnVia DemandStar. Five bids were received on May 1, 2013. This bid has been advertised, opened and reviewed. The bidders were:

Vendors
Manufacturer/Model
Mandatory Publications Cost
(if applicable)
Unit Price
Total Price
(6 units)
Carl Gregory Dodge (Columbus, GA)
2013 RAM 1500 ST 4x2 Crew Cab
N/A
$21,518.00
$129,108.00
Allan Vigil Ford (Morrow, GA)
2013 Ford F-150 Super Crew
N/A
$22,105.00
$132.630.00
Allan Vigil Ford Fayetteville (Fayetteville, GA)
2014 Ford F-150
$250.00
$22,554.60
$135,577.60
Team Ford (Marietta, GA)
2013 Ford F-150 Super Crew (W1C)
N/A
$23,030.00
$138,180.00
Carl Black Commercial (Kennesaw, GA)
Chevrolet Silverado
N/A
$24,775.00
$148,650.00
Langdale Chevrolet (Sylvester, GA)
2014 Chevrolet Silverado
N/A
$25,025.00
$150,150.00
Maxie Price Chevrolet (Loganville, GA)
2014 Chevrolet Silverado
N/A
$25,190.56
$151,143.36
Jay Buick GMC Inc. (Columbus, GA
2014 GMC Sierra
N/A
$25,364.46
$152,186.76
Superior Chevrolet (Decatur, GA)
2013 Chevrolet Silverado
N/A
$26,280.06
$157,680.36

The Georgia Statewide Contract price for 2013 Ford F-150 is $23,575.00.

Funds are budgeted in the FY13 Budget as follows: General Fund – Parks and Recreation – Parks Services – Light Trucks; 0101-270-2100-PSRV-7722.

* * * * * * * *

(D-1) TRACK TYPE TRACTOR – NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT

It is requested that Council approve the purchase of one (1) D7EQ track type tractor from Yancey Bros. Company, (Fortson, GA) in the amount of $520,826.00, by cooperative purchase via National Joint Powers Alliance (NJPA) Contract #060311-CAT.

The tractor was approved via the FY12 Midyear and FY13 Integrated Waste Equipment Purchases [Special Projects II], and will be used at the landfill.

The purchase will be accomplished via Request for Proposal (RFP) Contract #060311-CAT, initiated by the National Joint Powers Alliance (NJPA), whereby Caterpillar, was one of the successful vendors contracted to provide Heavy Construction Equipment. The contract, which commenced July 19, 2011, is good through July 19, 2015. 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 GMA Direct Lease Program.
* * * * * * *

(D-2) GMA LEASE FOR ONE (1) TRACK TYPE TRACTOR

It is requested that Council authorize the City Manager to execute a Supplement Lease under the GMA Direct Lease Program for the purchase of the one (1) D7EQ track type tractor at a unit price of $520,826.00.
* * * * * * * *

(E) AGRICULTURAL CHEMICALS (ANNUAL CONTRACT) – RFB NO. 13-0053

It is requested that Council approve the purchase of agricultural chemicals on an “as needed basis” from John Deere Landscapes (Cleveland, OH), Kelly Seed Company (Hartford, AL), and Howard Fertilizer and Chemical (Orlando, FL) for the estimated annual contract value of $243,236.24. These chemicals will be utilized by Parks Services to maintain athletic turf, and Public Works to maintain City right of ways.

The term of the contract will be for one year, with the option to renew for four additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the City and the Contractors.

Bid postcard invitations were mailed to fifty-six vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and OnVia DemandStar. Three bids were received on April 24, 2013. This bid has been advertised, opened and reviewed. The successful bidders per line item were:

agricultural chemicals.docagricultural chemicals.doc

Funds are budgeted each fiscal year for this on going expense: General Fund – Parks & Recreation – Park Services – Horticulture/Landscaping Supplies, 0101-270-2100-PSRV-6727; Sewer Fund – Public Works–Sewer Maintenance – Horticulture/ Landscaping Supplies, 0202-260-3210-SRWM-6727; Paving Fund – Public Works – Right of Way Maintenance – Horticulture/Landscaping Supplies, 0203-260-3120-ROWM-6727.
* * * * * * * *

(F) FF&E FOR THE RECYCLING CENTER – RFB NO. 13-0040

It is requested that Council authorize the purchase of furniture for the Recycling Center from Malone Office Environments (Columbus, GA) in the amount of $42,583.88 (which equates to the actual bid amount of $45,892.73 minus the $3,308.85 savings shown below).

The furniture consists of a desk, a credenza, various types of chairs, various types of tables to be used in the education/training area, lobby, breakrooms and contractor’s office at the facility.

The attachment below lists the furniture required at the Recycling Center. Furniture currently being utilized has been identified to replace some of the furniture requested to be purchased for the Recycling Center. This furniture will become available after departments move to the Citizens Service Center. The potential savings amount to $3,308.85.

FFYE for Recycling Center.xlsFFYE for Recycling Center.xls

Postcard invitations were mailed to sixty-five vendors, and bid specifications were posted on the websites of the City, Georgia Procurement Registry, and DemandStar. This bid has been advertised, opened and reviewed. One bid was received on February 27, 2013 from the Malone Office Environments.

The Purchasing Division performed a research to determine why other vendors did not submit a bid. The reasons were the other vendors did not provide the specified brands and/or the vendors were tied up on other bids of this nature. On March 5, 2013, the Purchasing Division opened the bid from Malone Office Environments.

Funds are budgeted in the FY13 Budget: 2010 CBA Bonds – Recycling/Sustainability Center – General Construction – Recycling Center; 0559-800-2150-BARE-7661-82005-20100.

“ITEM A”
A RESOLUTION

NO._______

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) JOHN DEERE (MY2013) 5045E OPEN OPERATOR STATION UTILITY TRACTOR WITH 553 STANDARD LOADER AND 485 BACKHOE, FROM SUNSOUTH, LLC, (COLUMBUS, GA), IN THE AMOUNT OF $30,895.74, BY COOPERATIVE PURCHASE VIA NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT #031711-DAC.

WHEREAS, the utility tractor with loader and backhoe will be used by the Public Works Cemetery Division to prepare burial plots. It is a replacement for equipment declared surplus under the Vehicle Replacement Program (VRP) due to high mileage, age, mechanical and safety issues, and high operation cost.

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

That the City Manager is hereby authorized to purchase one (1) John Deere (MY2013) 5045E Open Operator Station Utility Tractor with 553 Standard Loader and 485 Backhoe from SunSouth, LLC, (Columbus, GA) in the amount of $30,895.74. Funds are budgeted in the FY13 Budget: General Fund – Public Works – Cemetery – Off Road Equipment; 0101-260-2600-CEME-7725.
______________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2013 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 THE PURCHASE OF FIVE (5) -TON SUPER/EXTENDED CAB, 4-DOOR, 4x2 PICKUP TRUCKS (FORD F-150 SUPERCAB), FROM ALLAN VIGIL FORD, (MORROW, GA), IN THE AMOUNT OF $20,523.00 PER UNIT, FOR A TOTAL OF $102,615.00.

WHEREAS, four (4) trucks were approved in the FY13 Budget to be used by the supervisors of the Integrated Waste Division, of the Public Works Department, to inspect and manage crews. These are new units; and,

WHEREAS, one (1) additional truck was approved via the Vehicle Replacement Program (VRP). It will be used by the staff of the Parks Services Division, of the Parks and Recreation Department, to travel to inspect work sites and manage crews.

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

That the City Manager is hereby authorized to purchase five (5) -ton super/extended cab, 4-door, 4x2 pickup trucks (Ford F-150 Supercab) from Allan Vigil Ford, (Morrow, GA), in the amount of $102,615.00. Funds are budgeted in the FY13 Budget as follows:
Public Works ($82,092.00): Integrated Waste Management Fund – Public Works – Solid Waste Collection – Light Trucks; 0207-260-3510-GARB-7722.
Parks and Recreation ($20,523.00): General Fund – Parks and Recreation – Parks Services – Light Trucks; 0101-270-2100-PSRV-7722.

_______________________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2013 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 PURCHASE OF SIX (6) -TON CREW CAB, 4-DOOR, 4x2 PICKUP TRUCKS (RAM 1500 ST 4x2 CREW CAB), FROM CARL GREGORY DODGE, (COLUMBUS, GA), IN THE AMOUNT OF $21,518.00 PER UNIT, FOR A TOTAL OF $129,108.00.

WHEREAS, the trucks were approved via the Vehicle Replacement Program (VRP). They will be used by supervisory staff of the Parks Services Division, of the Parks and Recreation Department, to travel to various facilities maintained and operated by Parks Services, to perform site inspections and evaluate staff.

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

That the City Manager is hereby authorized to purchase six (6) -ton crew cab, 4-door, 4x2 pickup trucks (RAM 1500 ST 4x2 Crew Cab), from Carl Gregory Dodge, (Columbus, GA) in the amount of $129,108.00. Funds are budgeted in the FY13 Budget as follows: General Fund – Parks and Recreation – Parks Services – Light Trucks; 0101-270-2100-PSRV-7722.

______________________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2013 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 (1)”


A RESOLUTION

NO.________

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) D7EQ TRACK TYPE TRACTOR, FROM YANCEY BROS. COMPANY, (FORTSON, GA) IN THE AMOUNT OF $520,826.00, BY COOPERATIVE PURCHASE, VIA NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT #060311-CAT.

WHEREAS, the tractor was approved via the FY12 Midyear and FY13 Integrated Waste Equipment Purchases [Special Projects II], and will be used at the landfill; and,

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

That the City Manager is hereby authorized to purchase one (1) D7EQ track type tractor from Yancey Bros. Company, (Fortson, GA), in the amount of $520,826.00. Funds are budgeted in the GMA Direct Lease Program.
______________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2013 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 (2)” “ITEM D (2)”
A RESOLUTION

NO.________
RESOLUTION FOR SUPPLEMENTAL LEASES

A RESOLUTION TO AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE ONE OR MORE LEASE SUPPLEMENTS FOR A LEASE OR LEASES UNDER THE GMA DIRECT LEASING PROGRAM; TO DESIGNATE SUCH LEASES AS QUALIFIED TAX-EXEMPT OBLIGATIONS; TO PROVIDE AN EFFECTIVE DATE; AND FOR OTHER PURPOSES.

WHEREAS, the City has entered into a Master Lease (the “Master Lease”) dated as of ______________________, with Georgia Municipal Association, Inc. for the leasing from time to time of certain equipment, machinery or other personal property pursuant to Supplemental Leases;

NOW THEREFORE, BE IT RESOLVED OR ORDAINED AS FOLLOWS BY THE GOVERNING BODY OF THE CITY:

(check box if applicable)

An appropriation from unappropriated and unreserved funds in the City’s current operating budget is hereby made for the “Rentals” and the “Termination Payment” during the “Starting Term” under such Lease Supplements, and the budget of the City is hereby amended to reflect such appropriation to the extent necessary.

The undersigned hereby certifies that he or she is the Clerk of the Columbus, Georgia (the “City”), and that the foregoing is a true copy of the Resolution or Ordinance [Check One] adopted by the governing body of the City at a meeting duly held on the _______________, 20___, at which a quorum was present and acting throughout, and that the same has not been rescinded or modified and is now is in full force and effect. Given under the seal of the City, this ___________________, 20______.


(SEAL) __________________________________
City Clerk



Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2013 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 PURCHASE OF AGRICULTURAL CHEMICALS, ON AN “AS NEEDED BASIS”, FROM JOHN DEERE LANDSCAPE (CLEVELAND, OH), KELLY SEED COMPANY (HARTFORD, AL) AND HOWARD FERTILIZER & CHEMICALS (ORLANDO, FL) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $243,236.24.

WHEREAS, these chemicals will be utilized by Park Services to maintain athletic turf, and Public Works to maintain City right-of-ways; and,

WHEREAS, the term of contract will be for a one year period, with the option to renew for four additional twelve month periods.

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

That the City Manager is hereby authorized to purchase agricultural chemicals on an “as needed basis” from John Deere Landscape, Kelly Seed Company and Howard Fertilizer & Chemicals for the estimated annual contract value of $243,236.24. Funds are budgeted each fiscal year for this on going expense: General Fund – Parks & Recreation – Park Services – Horticulture/Landscaping Supplies, 0101-270-2100-PSRV-6727; Sewer Fund – Public Works –Sewer Maintenance – Horticulture/ Landscaping Supplies, 0202-260-3210-SRWM-6727; Paving Fund – Public Works – Right of Way Maintenance – Horticulture/Landscaping Supplies, 0203-260-3120-ROWM-6727.


___________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2013 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 FURNITURE FOR THE RECYCLING CENTER FROM MALONE OFFICE ENVIRONMENTS (COLUMBUS, GA) IN THE AMOUNT OF $42,583.88.

WHEREAS, The furniture consists of a desk, a credenza, various types of chairs, various types of tables to be used in the education/training area, lobby, breakrooms and contractor’s office at the facility.

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

That the City Manager is hereby authorized to purchase furniture for the Recycling Center from Malone Office Environments (Columbus, GA) in the amount of $42,583.88. Funds are budgeted in the FY13 Budget: 2010 CBA Bonds – Recycling/Sustainability Center – General Construction – Recycling Center; 0559-800-2150-BARE-7661-82005-20100.

_______________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2013 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