Agenda Item # 4
Columbus Consolidated Government
Council Meeting

January 12, 2016

Agenda Report # 67

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) TRUCKS – GEORGIA STATEWIDE CONTRACT

It is requested that Council authorize the purchase of two (2) 2016 Ford F150, V8 trucks, for the Columbus Police Department, at a unit cost of $29,006.00, for the total amount of $58,012.00, from Allan Vigil Ford (Morrow, GA), via Georgia State Contract #99999-SPD-ES40199373-002.

The vehicles will be purchased utilizing FY15 salary savings. They will be assigned to the Special Operations Division of the Police Department and used as K-9 vehicles. They are all replacement vehicles.

Funds are available in the FY16 Budget as follows: General Fund – Police – Motor Transport – Light Trucks; 0101-400-3230-MOTR-7722.

* * * * * * *

(B) HVAC FOR CARVER PARK RECREATION CENTER GYM – RFB NO. 16-0022

It is requested that Council authorize the purchase of two (2) HVAC gas package units. for the Carver Park Recreation Center Gym, at a unit cost of $13,500.00, for the total amount of $27,000.00, including labor and installation, from Energy Savers (Columbus, GA).

The existing units have air conditioning, but do not have heat, and have lasted past their expected usage time. These are replacement units.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Three (3) bids were received on December 9, 2015. This bid has been advertised, opened and reviewed. The bidders were:

Vendors
Manufacturer/
Brand
HVAC
Gas Package Units
Labor/
Installation
(Total Cost)
Grand Total
Unit
Price
Total Price
(2 Units)
Unit
Price
Total Price
(2 Units)
Energy Savers
(Columbus, GA)
Carrier
13,500.00
27,000.00
included
included
$27,000.00
Q.T. Contracting, Inc.
dba Powers Heating & Air
(Peachtree City, GA)
RUUD
Vendor did not bid Unit Price
18,000.00
Vendor did not bid Unit Price
10,682.00
28,682.00
Air Conditioning Specialist, Inc. (Covington, GA)
Rheem
10,544.29
21,088.58
5,428.57
10,857.14
31,945.72
Funds are budgeted in the FY16 Budget as follows: LOST/ Infrastructure Fund – Public Works – Infrastructure/ LOST – Bldg. Maint. Gen. Gov’t. - Carver Park Gym HVAC Upgrade; 0109-260-9901-MNTN-6529-96041-20160.

* * * * * * *

(C) VENDOR NAME CHANGE FOR DEBT COLLECTION SERVICES (ANNUAL CONTRACT); RFP NO. 12-0009

It is requested that Council amend Resolution #257-12 (approved August 28, 2012) to change the name of the awarded vendor from Credit Financial Services (Durham, NC) to Professional Recovery Consultants, Inc. (Durham, NC), to continue providing debt collection services.

The agreement for debt collection services was awarded to Public Credit Financial Services, per Resolution #257-12 on August 28, 2012. On December 3, 2015, Credit Financial Services agreed to be acquired by Professional Recovery Consultants. The services provided will remain the same.

The contract was awarded on September 11, 2012 for two years with the option to renew for three (3) additional twelve-month periods. The contract is currently in the second renewal period; there will be no change to the end date of the contract term.
* * * * * * *

(D) FLOORING FOR CIVIC CENTER – RFB NO. 16-0013

It is requested that Council authorize the purchase of flooring, for the hospitality suites at the Civic Center, at a total cost of $25,753.00, including labor and installation, from Huckaby Brothers Floor Covering, Inc. (Columbus, GA).

The current flooring is the original flooring installed in 1996 and is in need of replacement. The City will remove and dispose of the existing flooring.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Two (2) bids were received on October 30, 2015. This bid has been advertised, opened and reviewed. The bidders were:

DESCRIPTION
Huckaby Brothers Floor Covering, Inc.1
(Phenix City, AL)
Columbus Flooring & More, Inc.2
(Columbus, GA)
OGLETHORPE ROOM
Manufacturer/Brand
Shaw Contract
"as specified"
TOTAL BID
$5,928.50
$5,450.70
CHATTAHOOCHEE ROOM
Manufacturer/Brand
Shaw Contract/Patcraft
Shaw Strand in Pebble
TOTAL BID
$13,100.00
$7,503.53
COWETTA ROOM
Manufacturer/Brand
Shaw Contract
"as specified"
TOTAL BID
$5,928.50
$5,450.70
ENTRANCE DOORS
Manufacturer/Brand
Shaw Contract
"as specified"
TOTAL BID
$1,296.00
$1,025.85
LABOR/INSTALLATION
included
$5,562.22
GRAND TOTAL
26,253.00*
$24,993.00
-$500.00
25,753.00*
1 Huckaby Brothers Floor Covering, Inc. denoted on the exterior of their bid packet to deduct $500.00 from their total bid price, bringing the total price to $25,753.00.
2 Columbus Flooring and More, Inc. was the low bidder for this item; however, the vendor did not meet specifications for the Chattahoochee Room, providing a substitution for the specified product.


Funds are available in the FY16 Budget as follows: Civic Center Fund – Civic Center Operations – General Construction; 0757-160-1000-CIVC-7661. Utilizing funds from the Friends of Columbus Account for the Civic Center.
* * * * * * *

(E) AIR WALLS FOR CIVIC CENTER – RFB NO. 16-0014

It is requested that Council authorize the purchase and installation of air walls and single pass doors, for the hospitality suites at the Civic Center, for the total cost of $41,560.00, from George F. Richardson, Inc. (Lawrenceville, GA).

The existing air walls separate the three hospitality suites and are the original units installed when the facility was constructed. These walls are substantially broken and in need of replacement. The City will remove and dispose of the existing air walls.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Two (2) bids were received on October 28, 2015. This bid has been advertised, opened and reviewed. The bidders were:


Vendors
Air Walls
Single Pass Doors
Grand Total
Unit Price
Total Price
(2 Units)
Unit Price
Total Price
(2 Units)
George F. Richardson, Inc.
(Lawrenceville, GA)
19,605.00
39,210.00
1,175.00
2,350.00
$41,560.00
In/Ex Systems, Inc.
(Acworth, GA)
Lump Sum
44,328.00
included
included
$44,328.00


Funds are available in the FY16 Budget as follows: Civic Center Fund – Civic Center Operations – General Construction; 0757-160-1000-CIVC-7661. Utilizing funds from the Friends of Columbus Account for the Civic Center.
* * * * * * *

(F) RENOVATIONS TO THE OFFICE OF PUBLIC DEFENDERS

It is requested that Council authorize the execution of a construction contract with Graddy Construction, Inc. (Columbus, GA), in the amount of $67,599.00, for renovations to the office of Public Defenders.

The renovations are required to provide office space for three additional public defenders, who are being hired as part of the Rapid Resolution initiative. The scope of work includes:

The normal bid process for construction projects will take too long to accommodate the urgent need for additional office space. Therefore, the Engineering Department requested a quote from Graddy Construction, who is currently providing building construction services for the City. Consequently, the vendor is deemed an only known source, for this project, per the Procurement Ordinance, Article 3-114.

Funds are budgeted in the FY16 Budget: General Fund – Public Defender – General Construction; 0101-520-1000-PBDF-7661.

* * * * * *

(G) CHANGE ORDER 3 FOR FIRE STATION NO. 9 – RFB NO. 15-0004

It is requested that Council authorize the execution of Change Order 3 with Pond Constructors, Inc. (Norcross, GA) in the amount of $620,727.00 for Fire Station No. 9.

Per Resolution No. 337-14, Council authorized construction of Fire Station No. 9. Change Order 3 is for site preparation for the Burn Tower facility, which is adjacent to Fire Station No. 9. The additional work includes clearing, grubbing, trash hauling, erosion control, staking and layout, concrete and elevated slab work, building pad development for the burn building, GAB, asphalt paving, curb & gutter, storm system, sanitary sewer, water system, ACM demo and removal, concrete pavement and reinforcement, water meter, and chain link fencing around detention pond.


Document
Description
Amount
Original ContractConstruction of Fire Station No. 9
2,349,500.00
Change Order 1GDOT right-of-way modifications, signal notification, ACM abatement, storm line repair, asphalt pavement profile, bulkhead sewer, ceiling additions, water main tap, low voltage modifications, removal & disposal of buried concrete piers, and soil conditioning.
193,631.00
Change Order 2Additional soil conditioning capillary storm drainage, upsize automatic transfer, sprinkler isolation valve and CWW compliant oil/water separator.
39,828.00
Change Order 3Site Preparation for the Burn Tower facility adjacent to Fire Station No. 9. The additional work includes clearing, grubbing, trash hauling, erosion control, staking and layout, concrete and elevated slab work, building pad development for the burn building, GAB, asphalt paving, curb & gutter, storm system, sanitary sewer, water system, ACM demo and removal, concrete pavement and reinforcement, water meter, and chain link fencing around detention pond.
620,727.00
New Contract Amount
$ 3,203,686.00


Funding is available in the FY16 Budget: General Fund Supported Capital Projects – General Construction – Fire Burn Building OLOST; 0508-660-1000-CPGF-7661-22941-20150.

“ITEM A”

A RESOLUTION
NO.________

A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) 2016 FORD F150, V8 TRUCKS, FOR THE COLUMBUS POLICE DEPARTMENT, AT A UNIT COST OF $29,006.00, FOR THE TOTAL AMOUNT OF $58,012.00, FROM ALLAN VIGIL FORD (MORROW, GA), VIA GEORGIA STATE CONTRACT #99999-SPD-ES40199373-002.

WHEREAS, the vehicles will be purchased utilizing FY15 salary savings. They will be assigned to the Special Operations Division of the Police Department and used as K-9 vehicles. They are all replacement vehicles.

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

That the City Manager is hereby authorized to purchase of two (2) 2016 Ford F150, V8 trucks, for the Columbus Police Department, at a unit cost of $29,006.00, for the total amount of $58,012.00, from Allan Vigil Ford (Morrow, GA), via Georgia State Contract #99999-SPD-ES40199373-002.

Funds are available in the FY16 Budget as follows: General Fund – Police – Motor Transport – Light Trucks; 0101-400-3230-MOTR-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 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 AUTHORIZING THE PURCHASE OF TWO (2) HVAC GAS PACKAGE UNITS, FOR THE CARVER PARK RECREATION CENTER GYM, AT A UNIT COST OF $13,500.00, FOR THE TOTAL AMOUNT OF $27,000.00, INCLUDING LABOR AND INSTALLATION, FROM ENERGY SAVERS (COLUMBUS, GA).

WHEREAS, the existing units have air conditioning, but do not have heat, and have lasted past their expected usage time. These are replacement units.

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

That the City Manager is hereby authorized to purchase two (2) HVAC gas package units, for the Carver Park Recreation Center Gym, at a unit cost of $13,500.00, for the total amount of $27,000.00, including labor and installation, from Energy Savers (Columbus, GA).

Funds are budgeted in the FY16 Budget as follows: LOST/ Infrastructure Fund – Public Works – Infrastructure/ LOST – Bldg. Maint. Gen. Gov’t. - Carver Park Gym HVAC Upgrade; 0109-260-9901-MNTN-6529-96041-20160.
__________________

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 C”
A RESOLUTION
NO._____

A RESOLUTION AMENDING RESOLUTION NO. 257-12 (APPROVED AUGUST 28, 2012) TO CHANGE THE NAME OF THE AWARDED VENDOR FROM CREDIT FINANCIAL SERVICES (DURHAM, NC) TO PROFESSIONAL RECOVERY CONSULTANTS, INC. (DURHAM, NC), TO CONTINUE PROVIDING DEBT COLLECTION SERVICES.

WHEREAS, on December 3, 2015, Credit Financial Services agreed to be acquired by Professional Recovery Consultants. The services provided will remain the same; and,

WHEREAS, the contract was awarded on September 11, 2012 for two years with the option to renew for three (3) additional twelve-month periods. The contract is currently in the second renewal period; there will be no change to the end date of the contract term.

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

Resolution 257-12 (approved August 28, 2012) is hereby amended to change the name of the awarded vendor from Credit Financial Services (Durham, NC) to Professional Recovery Consultants, Inc. (Durham, NC), to continue providing debt collection 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 D”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE PURCHASE OF FLOORING, FOR HOSPITALITY SUITES AT THE CIVIC CENTER, FROM HUCKABY BROTHERS FLOOR COVERING, INC. (COLUMBUS, GA), FOR THE TOTAL AMOUNT OF $25,753.00, INCLUDING LABOR AND INSTALLATION.

WHEREAS, the current flooring is the original flooring installed in 1996 and is in need of replacement. The City will remove and dispose of the existing flooring.

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

That the City Manager is hereby authorized to purchase flooring from Huckaby Brothers Floor Covering, Inc. (Columbus, GA), for the total amount of $25,753.00, including labor and installation.

Funds are available in the FY16 Budget as follows: Civic Center Fund – Civic Center Operations – General Construction; 0757-160-1000-CIVC-7661. Utilizing funds 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 ____________, 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 E”
A RESOLUTION

NO.______


A RESOLUTION AUTHORIZING THE PURCHASE OF AIR WALLS AND SINGLE PASS DOORS, FOR HOSPITALITY SUITES AT THE CIVIC CENTER, FROM GEORGE F. RICHARDSON, INC. (LAWRENCE VILLE, GA), FOR THE TOTAL AMOUNT OF $41,560.00, INCLUDING LABOR AND INSTALLATION.

WHEREAS, the existing air walls separate the three hospitality suites and are the original units installed when the facility was constructed. These walls are substantially broken and in need of replacement. The City will remove and dispose of the existing air walls.

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

That the City Manager is hereby authorized to purchase air walls and single pass doors from George F. Richardson, Inc. (Lawrenceville, GA), for the total amount of $41,560.00, including labor and installation.

Funds are available in the FY16 Budget as follows: Civic Center Fund – Civic Center Operations – General Construction; 0757-160-1000-CIVC-7661. Utilizing funds 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 _________________, 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 F"

A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH GRADDY CONSTRUCTION, INC. (COLUMBUS, GA), IN THE AMOUNT OF $67,599.00, FOR RENOVATIONS TO THE OFFICE OF PUBLIC DEFENDERS.

WHEREAS, the renovations are required to provide office space for three additional public defenders, who are being hired as part of the Rapid Resolution initiative; and,

WHEREAS, the normal bid process for construction projects will take too long to accommodate the urgent need for additional office space. Therefore, the Engineering Department requested a quote from Graddy Construction, who is currently providing building construction services for the City. Consequently, the vendor is deemed an only known source, for this project, per the Procurement Ordinance, Article 3-114.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a construction contract with Graddy Construction, Inc. (Columbus, GA), in the amount of $67,599.00, for renovations to the office of Public Defenders. Funds are budgeted in the FY16 Budget: General Fund – Public Defender – General Construction; 0101-520-1000-PBDF-7661.
_______________________

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 G”

A RESOLUTION

NO._______

A RESOLUTION AUTHORIZING THE EXECUTION OF CHANGE ORDER 3 WITH POND CONSTRUCTORS, INC. (NORCROSS, GA), IN THE AMOUNT OF $620,727.00, FOR FIRE STATION NO. 9.

WHEREAS, Resolution No. 337-14, Council authorized construction of Fire Station No. 9; and,

WHEREAS, Change Order 3 is required for site preparation for the Burn Tower facility, which is adjacent to Fire Station No. 9. The additional work includes clearing, grubbing, trash hauling, erosion control, staking and layout, concrete and elevated slab work, building pad development for the burn building, GAB, asphalt paving, curb & gutter, storm system, sanitary sewer, water system, ACM demo and removal, concrete pavement and reinforcement, water meter, and chain link fencing around detention pond.

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

That the City Manager is hereby authorized to execute Change Order 3 with Pond Constructors, Inc. (Norcross, GA), in the amount of $620,727.00, for Fire Station No. 9. Funding is available in the FY16 Budget: General Fund Supported Capital Projects – General Construction – Fire Burn Building OLOST; 0508-660-1000-CPGF-7661-22941-20150.
______________________________

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