Agenda Item # 6
Columbus Consolidated Government
Council Meeting
May 10, 2016
Agenda Report # 120

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) VENDOR NAME CHANGE FOR REMOVAL & RECYCLING/REUSE, SCRAP METAL, BULKY ITEMS & SIMILAR MATERIAL FROM THE COLUMBUS LANDFILL AND OTHER LOCATIONS (ANNUAL CONTRACT); RFB NO. 16-0004

It is requested that Council amend Resolution #22-16 (approved January 26, 2016) to change the name of the awarded vendor from Newell South, LLC (East Point, GA) to Newell Recycling SE, LLC (East Point, GA) to continue providing services for the removal & recycling/reuse, scrap metal, bulky items and similar material from the Columbus Landfill and other locations.

Effective January 14, 2016, Newell South, LLC had its name changed to Newell Recycling SE, LLC.

The contract was awarded on January 26, 2016 for two (2) years with the option to renew for three (3) additional twelve-month periods. The contract is currently in the initial contract period.
* * * * * *

(B) VENDOR NAME CHANGE FOR ELEVATOR MAINTENANCE SERVICES (ANNUAL CONTRACT); RFB NO. 12-0038

It is requested that Council amend Resolutions #183-15 & #68-16 (approved June 23, 2015 & March 8, 2016) to change the name of the awarded vendor from Georgia Elevator Company d/b/a Elevator Service Company (Columbus, GA) to Oracle Elevator Company (Columbus, GA) to continue providing elevator maintenance services.

Effective January 1, 2016, Georgia Elevator Company d/b/a Elevator Service Company (Columbus, GA) had its name changed to Oracle Elevator Company (Columbus, GA).

The contract commenced on July 1, 2015 for one (1) year with the option to renew for four (4) additional twelve-month periods. The contract is currently in the initial contract period.
* * * * * *

(C) UPGRADE OF ELEVATOR CARS #1 and #2 AT THE GOVERNMENT CENTER

It is requested that Council approve the purchase of an upgrade to elevator cars #1 & #2 from Oracle Elevator Company (Columbus, GA), in the amount of $273,000.

The upgrade of elevators #1 and #2, at the Government Center, will include: car enclosure (the existing car enclosures will be stripped and new laminate panels will be installed to match existing cars that have already been upgraded), car signal fixtures (the existing car operating panels will be replaced with new ones), control & drive system, doors & entrances, governors safeties, hall signal fixtures, machines & motors, pit (the existing controllers will be replaced with a state-of-the-art microprocessor-based control system, doors & entrances (the existing door operator will be modified with a new solid-state closed loop feedback control), governors & safeties (safeties will be retained), hall signal fixtures (furnish and install new hall fixtures at all landings on cars #1 & 2 including new hall lanterns), machines motors (the existing machines will be retained), pit equipment (the existing pit equipment will be retained), ropes, rails & counterweights (rails and counterweights will be retained), wiring (all control wiring where required will be replaced to meet all NEC code requirements) and miscellaneous work (will repair cab venting on all cars these vents are required by code and have been covered up during the past in house cab upgrades).

This upgrade will complete the modernization of all four elevator cars at the Government Center. Upgrade of elevators #3 and #4 were completed by the previous contractor in 2014.

Oracle Elevator Company (formerly Elevator Service Company) is the current contracted vendor providing maintenance for all the City’s elevators. Therefore, to maintain continuity, it is recommended that the vendor perform the upgrade of elevator cars #1 and #2.

LOST Fund – Infrastructure – Public Works - Building Maintenance & Repair – Government Center Elevator Project; 0109-260-9901-MNTN-6521-96023-20160.
* * * * * *

(D) CONTRACT AMENDMENT 2 FOR 5-YEAR CONSOLIDATED PLAN, 1ST YEAR ANNUAL ACTION PLAN AND ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING – RFP NO. 16-0002

It is requested that Council authorize Contract Amendment 2 with Mullin & Lonergan Associates (Pittsburgh, PA) in the amount of $7,500.00 for a HOME Program Policies and Procedures Manual.

Per Resolution No. 304-15, Columbus Council awarded the referenced contract to Mullin & Lonergan Associates. The contract includes a Consolidated Plan to determine the needs of the community and how the Community Reinvestment Division will spend CDBG and HOME funding for the next five (5) years. In order to be allocated the HOME funding, the Community Reinvestment Division must first submit a HOME policy and procedure manual, which shall outline all of the required regulations that Columbus Consolidated Government must comply with when performing the program and projects outlined in the Consolidated Plan.

Mullin & Lonergan agreed to complete the services and provide the final deliverables no later than July 31, 2016, for a fee of $7,500.00. The Community Reinvestment Division approves the proposal for the HOME Program Policies and Procedures Manual.

DocumentDescriptionAmount
Original Contract5-Year Consolidated Plan and 1st Year Annual Action Plan$ 24,350.00
Amendment 1Analysis of Impediments to Fair Housing 17,990.00
Amendment 2HOME Policy and Procedures Manual7,500.00
New Contract Amount $49,840.00


Funds are available in the FY16 Budget from Prior Year Funds: HOME Fund – Community Reinvestment – HOME – Professional Services; 0213-245-2500-HOME-6311.


"ITEM A”

A RESOLUTION
No.______

A RESOLUTION AMENDING RESOLUTION NO. 22-16 (APPROVED JANUARY 26, 2016) TO CHANGE THE NAME OF THE AWARDED VENDOR FROM Newell South, LLC (East Point, GA) to Newell Recycling SE, LLC (East Point, GA) TO CONTINUE PROVIDING SERVICES FOR THE REMOVAL & RECYCLING/REUSE, SCRAP METAL, BULKY ITEMS AND SIMILAR MATERIAL FROM THE COLUMBUS LANDFILL AND OTHER LOCATIONS.

WHEREAS, effective January 14, 2016, Newell South, LLC had its name changed to Newell Recycling SE, LLC; and,

WHEREAS, the contract was awarded on January 26, 2016 for two (2) years with the option to renew for three (3) additional twelve-month periods. The contract is currently in the initial contract period.

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

Resolution 22-16 (approved January 26, 2016) is hereby amended to change the name of the awarded vendor from Newell South, LLC (East Point, GA) to Newell Recycling SE, LLC (East Point, GA), to continue providing services for the removal & recycling/reuse, scrap metal, bulky items and similar material from the Columbus Landfill and other locations.

______________


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 Buck voting __________.
Councilor Davis 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 AMENDING RESOLUTION NO. 183-15 & 68-16 (APPROVED JUNE 23, 2015 & MARCH 8, 2016) TO CHANGE THE NAME OF THE AWARDED VENDOR FROM GEORGIA ELEVATOR COMPANY D/B/A ELEVATOR SERVICE COMPANY (COLUMBUS, GA) to ORACLE ELEVATOR COMPANY (COLUMBUS, GA) TO CONTINUE PROVIDING ELEVATOR MAINTENANCE SERVICES.

WHEREAS, effective January 1, 2016, Georgia Elevator Company d/b/a Elevator Service Company had its name changed to Oracle Elevator Company; and,

WHEREAS, the contract was commenced on July 1, 2015 for one (1) year with the option to renew for four (4) additional twelve-month periods. The contract is currently in the initial contract period.

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

Resolution No.83-15 & 8-16 (approved June 23, 2015 & March 8, 2016) is hereby amended to change the name of the awarded vendor from Georgia Elevator Company d/b/a Elevator Service Company (Columbus, GA) to Oracle Elevator Company (Columbus, GA) to continue providing elevator maintenance services.
____________

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 Buck voting __________.
Councilor Davis 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 PURCHASE OF AN UPGRADE TO ELEVATOR CARS 1 & 2 FROM ORACLE ELEVATOR COMPANY (COLUMBUS, GA), IN THE AMOUNT OF $273,000.

WHEREAS, the upgrade of elevators #1 and #2, at the Government Center, will include: the upgrade will include: car enclosure (the existing car enclosures will be stripped and new laminate panels will be installed to match existing cars that have already been upgraded), car signal fixtures (the existing car operating panels will be replaced with new ones), control & drive system, doors & entrances, governors safeties, hall signal fixtures, machines & motors, pit (the existing controllers will be replaced with a state-of-the-art microprocessor-based control system, doors & entrances (the existing door operator will be modified with a new solid-state closed loop feedback control), governors & safeties (safeties will be retained), hall signal fixtures (furnish and install new hall fixtures at all landings on cars #1 & 2 including new hall lanterns), machines motors (the existing machines will be retained), pit equipment (the existing pit equipment will be retained), ropes, rails & counterweights (rails and counterweights will be retained), wiring (all control wiring where required will be replaced to meet all NEC code requirements) and miscellaneous work (will repair cab venting on all cars these vents are required by code and have been covered up during the past in house cab upgrades); and,

WHEREAS, this upgrade will complete the modernization of all four elevator cars at the Government Center; and,

WHEREAS, Oracle Elevator Company (formerly Elevator Service Company) is the current contracted vendor providing maintenance for all the City’s elevators. Therefore, to maintain continuity, it is recommended that the vendor perform the upgrade of elevator cars #1 and #2.

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

That the City Manager is hereby authorized to purchase an upgrade to elevator cars 1 & 2 from Oracle Elevator Company (Columbus, GA), in the amount of $273,000. LOST Fund – Infrastructure – Public Works - Building Maintenance & Repair – Government Center Elevator Project; 0109-260-9901-MNTN-6521-96023-20160.
____________

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 Buck voting __________.
Councilor Davis 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 CONTRACT AMENDMENT 2 WITH MULLIN & LONERGAN ASSOCIATES (PITTSBURGH, PA) IN THE AMOUNT OF $7,500.00 FOR A HOME PROGRAM POLICIES AND PROCEDURES MANUAL.

WHEREAS, per Resolution No. 304-15, Columbus Council awarded the referenced contract to Mullin & Lonergan Associates. The contract includes a Consolidated Plan to determine the needs of the community and how the Community Reinvestment Division will spend CDBG and HOME funding for the next five (5) years. In order to be allocated the HOME funding, the Community Reinvestment Division must first submit a HOME policy and procedure manual, which shall outline all of the required regulations that Columbus Consolidated Government must comply with when performing the program and projects outlined in the Consolidated Plan; and,

WHEREAS, Mullin & Lonergan agreed to complete the services and provide the final deliverables no later than July 31, 2016. The Community Reinvestment Division approves the proposal for the HOME Program Policies and Procedures Manual.

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

That the City Manager is hereby authorized to amend the contract with Mullin & Lonergan Associates (Pittsburgh, PA) in the amount of $7,500.00 for a HOME Program Policies and Procedures Manual. Funds are available in the FY16 Budget from Prior Year Funds: HOME Fund – Community Reinvestment – HOME – Professional Services; 0213-245-2500-HOME-6311.

_______________

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 Buck voting __________.
Councilor Davis 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