Agenda Item # 2
Columbus Consolidated Government
Council Meeting

February 4, 2014

Agenda Report # 64


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department

(A) ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES (ANNUAL CONTRACT) – RFB NO. 14-0024

It is requested that Council approve the execution of an annual contract with Promaxima (Houston, TX) to provide athletic equipment maintenance/repair services for Columbus Consolidated Government, specifically for the Columbus Police Department and the Parks and Recreation Department, for the estimated annual contract value of $13,295.00.

Maintenance services will be performed on a regular monthly and systematic schedule on athletic equipment located in the Public Safety Gym.

Maintenance repairs will be performed on an “as needed” basis for athletic equipment housed City Recreation Centers, including: 29th Street Recreation Center, Fluellen Recreation Center, Fox Senior Center, Frank Chester Recreation Center, Gallops Senior Center, Haygood Gym, Northside Recreation Center, Psalmond Road Recreation Center, and the Shirley Winston Recreation Center.

The contract for the Columbus Police Department comprises a monthly cost of $250.00 for Regularly Scheduled Maintenance Costs, Labor/Repair Rate of $35.00/hour, and a Labor/Repair Rate for After Hours/Emergency Repairs of $50/hour. Due to budgetary constraints the Parks and Recreation Department will only be contracting for Labor/Repair Rate of $35.00/hour on an “as needed” basis.

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

Bid postcard invitations were mailed to fifty vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and Onvia DemandStar. Five (5) bids were received on December 4, 2013. This bid has been advertised, opened and reviewed. The bidders were:

VENDORS
Regularly Scheduled Maintenance Costs
Labor / Repair Rate
Police Dept.
(Per Month)
Parks & Rec
(Per Quarter)
Hourly Rate
After Hours /
Emergency Repairs
(per Hour)
Parts at Cost?
(Y/N)
Promaxima
(Houston, TX)
$250.00
$900.00
$35.00
$50.00
Y
Atlanta Treadmill & Fitness Repair, LLC
(Suwanee, GA)
$325.00
$1,281.00
$85.00
$115.00
Y
Innovative Fitness Solutions
(Kennesaw, GA)
$475.00
(+180.00 Travel)
$850.00
(+180.00 Travel)
$85.00
(+180.00 Travel)
$155.00
(+180.00 Travel)
N
Ready Fitness
(Cumming, GA)
$502.50
$1,282.50
$70.00
$110.00
N
(+ Parts & Freight)
Gym Remedies
(Columbus, GA)
$569.00
$775.00
$65.00
$25.00
Y

*All vendors have been notified in writing that the Parks and Recreation Department will not award the Regularly Scheduled Maintenance (Per Quarter) and the After Hours/Emergency Repairs due to budgetary constraints.

Funds will budgeted each fiscal year for this ongoing expense:
Columbus Police Department: General Fund – Police – Support Service – Miscellaneous Equipment – 0101-400-2200-STAF-6519.
Parks and Recreation Department: General Fund – Parks and Recreation – Recreation Services – Operating Materials – 0101-270-2400-RECR-6728.
* * * * * *
“ITEM A”
A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH PROMAXIMA (HOUSTON, TX) TO PROVIDE ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $13,295.00.

WHEREAS, the maintenance services will be performed on a regular monthly and systematic schedule on athletic equipment located in the Public Safety Gym; and,

WHEREAS, maintenance repairs will be performed on an “as needed” basis for athletic equipment housed at City Recreation Centers, including: 29th Street Recreation Center, Fluellen Recreation Center, Fox Senior Center, Frank Chester Recreation Center, Gallops Senior Center, Haygood Gym, Northside Recreation Center, Psalmond Road Recreation Center, and the Shirley Winston Recreation Center; and,

WHEREAS, the contract for the Columbus Police Department comprises a monthly cost of $250.00 for Regularly Scheduled Maintenance Costs, Labor/Repair Rate of $35.00/hour, and a Labor/Repair Rate for After Hours/Emergency Repairs of $50/hour. Due to budgetary constraints the Parks and Recreation Department will only be contracting for Labor/Repair Rate of $35.00/hour on an “as needed” basis; and,

WHEREAS, the contract term will be for two years, with the option to renew for three additional twelve month periods. Contract renewal is contingent upon the mutual agreement of the City and the contracted vendor.

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

That the City Manager is hereby authorized to enter into an annual contract with Promaxima (Houston, TX) to provide athletic equipment maintenance/repair services for the estimated annual contract value of $13,295.00. Funds will budgeted each fiscal year for this ongoing expense:
Columbus Police Department: General Fund – Police – Support Service – Miscellaneous Equipment – 0101-400-2200-STAF-6519.
Parks and Recreation Department: General Fund – Parks and Recreation – Recreation Services – Operating Materials – 0101-270-2400-RECR-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