Agenda Item # 6
Columbus Consolidated Government
Council Meeting

March 10, 2015

Agenda Report # 90


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) MOBILITY VEHICLE – GEORGIA STATEWIDE CONTRACT

It is requested that Council authorize the purchase of one (1) mobility vehicle (2015 Ford Transit Connect, Short Wheelbase), from Allan Vigil Ford (Morrow, GA), in the amount of $38,008.00, via Georgia State Contract #99999-SPD-ES40199373-0002.

This specialized vehicle is requested by the Sheriff’s Office to transport inmates confined to wheelchairs. The MCSO has identified a critical need for safely transporting inmates confined to wheelchairs to and from the facility locally and long distance. The current fleet does not include a specialized vehicle equipped to transport prisoners with disabilities. This vehicle is ADA certified. It is a new vehicle.

Funds are budgeted in the FY15 Budget as follows: Special Project - Capital Project Fund – Capital Projects – General Fund Supported Capital Project – Automobiles- SCAAP; 0508-660-1000-CPGF-7721-22180-20010.
* * * * * *

(B) CHANGE ORDER 1 FOR METRO POLICE BUILDING

It is requested that Council authorize Change Order 1 with River City Contracting, Inc., in the amount of $34,145.55 for the Metro Police Building project.

Per Resolution No. 299-14, Council authorized the renovation of the building located at 525 10th Avenue for use by the Columbus Police Department. Change Order 1 is required for additional rust proofing and deck replacement that are beyond the original scope of work.

Document
Description
Amount
Original ContractRoofing, fencing, pipe bollards, exterior security bars, new doors & hardware, restrooms, drywall, mechanical ventilation system and battery-operated emergency lights.
234,501.00
Change Order 1Additional rust proofing and deck replacement that are beyond the original scope of work.
34,145.55
New Contract Amount
$268,646.25

Funds are budgeted in the FY15 Budget: General Fund Supported Capital Projects – Building Improvement – CPD Building 10th Avenue; 0508-660-1000-CPGF-7663-22935-20140.

(C) INMATE VANS (COMMERCIAL CUTAWAY) – GEORGIA STATEWIDE CONTRACT

It is requested that Council authorize the purchase of four (4) inmate vans (2016 Ford Econoline E-350, Club Wagon 15 Passenger Van, Low Emission Vehicle) from Allan Vigil Ford (Morrow, GA), at a unit price of $39,675.00, for a total price of $158,700.00, via Georgia State Contract #99999-SPD-ES40199373-002.

The vehicles were approved in the FY15 Budget. They will be used by the staff of the Rainwater Division to transport inmates and equipment to and from job sites. These are replacement units.

Bid specifications for RFB 15-0015 were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Three bids were received on February 4, 2015. This bid has been advertised, opened and reviewed. The bidders were:

VENDOR NAME
OPTION 1:
CAB AND CHASSIS ONLY
OPTION 2:
BODY ONLY
OPTION 3:
COMPLETE UNIT
Manufacturer/
Make/Model
UNIT COST
TOTAL COST
(4 UNITS)
Manufacturer/
Make/Model
UNIT COST
TOTAL COST
(4 UNITS)
UNIT COST
TOTAL COST
(4 UNITS)
Wade Ford
(Smyrna, GA)
Ford E-350
$21,967.00
$87,868.00
Allan Vigil Ford Lincoln (Morrow, GA)
2016 Ford
E-350 Cutaway
$24,803.00
$99,212.00
2016 Complete
Truck Body
$16,120.00
$64,480.00
$40,923.00
$163,692.00
Stivers Ford Lincoln Inc.
(Montgomery, AL)
2016 Ford E-350
NO BID
Supreme S1A
NO BID
$49,964.00
$199,856.00

Georgia Statewide Contract price for this vehicle is $39,675.00. The Statewide Contract price for this vehicle is lower than the lowest bid price for the complete unit. Therefore, pursuant to bid stipulations, all bids were rejected, and the vehicle will be purchased utilizing the Statewide Contract. All vendors have been notified in writing.

Funds are budgeted in the FY15 Budget as follows: Sewer (Stormwater) Fund – Public Works – Sewer Maintenance – Light Trucks; 0202-260-3210-SWRM-7722.
* * * * * *

(D) RIVERWALK PROJECT - 14TH STREET PLAZA – RFB NO. 15-0006

It is requested that Council authorize the execution of a construction contract with Earth-Scapes, Inc. (Phenix City, AL), in the amount of $1,024,202.65, for the Riverwalk Plaza located on 14th Street between Broadway and the 14th Street Bridge.

The work primarily involves demolition of existing street pavement and concrete curb and gutters, and construction of a vehicular and pedestrian friendly Plaza area at grade, with landscaping and site furnishings.

On August 14, 2014, bid postcard invitations were mailed to ninety vendors and bid specifications were posted on the web pages of the Purchasing Division and Georgia Procurement Registry. Three bids were received on October 24, 2014. This bid has been advertised, opened and reviewed. The bidders were:

Bidders
Total Bid
DBE
Participation
Earth-Scapes, Inc. (Phenix City, AL)
$ 1,024,202.65
10%
Thayer-Bray Construction, LLC (Columbus, GA)
1,181,941.86
7%
Southeastern Site Development, Inc. (Newnan, GA)
1,290,258.92
11%

Funds are budgeted in the FY15 Budget: Paving Fund Supported Capital Projects – General Construction – 14th Street Pedestrian Plaza; 0508-660-3000-CPPF-7661-21056-20110. This project is funded 80% by Georgia Department of Transportation per Resolution #411-10, amended by Resolution #43-13.

* * * * * *

(E) ELECTRIC CARTS FOR UPTOWN AND CIVIC CENTER

It is requested that Council approve the purchase of four (4) electric carts from Adrenalin Powersports, Inc., (Griffin, GA), in the amount of $71,495.22, by cooperative purchase, via National Joint Powers Alliance, contract #090512-PSI.

Georgia Power and the City of Columbus have been meeting to discuss the purchase of electric carts to transport people in the Uptown and Civic Center areas. The carts will be used as people movers in the Uptown area during Uptown’s and the Civic Center's many events, and to assist Uptown Columbus and the Business Improvement District with keeping the area clean and safe. The City of Columbus would also use these carts for special events as needed. The funding for this project is available from a donation from Georgia Power to the City of Columbus in the amount of $100,000.

The parties have agreed that the Polaris GEM Carts, which are electrically powered, would be the best fit for the intended use. GEM cars are powered by a battery system that can be plugged into a standard 110-volt outlet. It takes approximately six to eight hours to completely recharge a GEM. A GEM vehicle can get 30 to 45 miles on a single charge and can be plugged in virtually anywhere, at any time, to top off the charge or completely charge the vehicle. GEM electric cars emit no pollution, are quiet, and have no odor.

The following GEM carts will be purchased:
GEM e6S (6 passenger people movers) 3 @ $18,484.88 = $55,454.64
GEM eLxD (2 passenger utility cart) 1 @ $16,040.58 = $16,040.58
$71,495.22

The purchase will be accomplished by cooperative purchase via Request for Proposal (RFP) Contract #090512, initiated by the National Joint Powers Alliance (NJPA), whereby Polaris Sales, Inc., was one of the successful vendors contracted to provide Off-Road Vehicles & Watercraft & Related Equipment. The contract, which commenced April 10, 2014, is good through April 9, 2018. 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 RFP 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. The purchase will be made through Adrenaline Powersports, who is an authorized dealer for Polaris.

A Memorandum of Understanding will be executed with Uptown Columbus for 2 of the carts for their use and will require Uptown Columbus to provide the insurance. Ownership of the carts will be the City of Columbus.

Funds are budgeted in the FY15 Budget: Special Project/Capital Project Fund – Capital Projects – General Fund Supported Capital Projects – Automobiles - Georgia Power Donation for Electric Cars; 0508 – 660 – 1000 – CPGF – 7721 – 22197 – 20020.
* * * * * *

(F) REPAIR EXPENSES FOR SANITATION TRUCK

It is requested that Council approve payment to Yancey Brothers Company (Atlanta, GA), in the amount of $28,173.03 for repairs performed on a sanitation truck, Vehicle #6983.

The truck, utilized by the Sanitation Division for picking up waste, was diagnosed with a damaged engine that required rebuilding. The Fleet Division sent the vehicle out for repairs to Yancey Brothers, who is authorized to work on caterpillar engines. It was unknown how much the repairs would cost until the repairs were completed. The Fleet Division assumed the cost would be similar to previous engines rebuilt by vendor. However, due to major engine component damages, the repair costs came to $28,173.03

Yancey Brothers is the authorized dealer in Georgia to sell and repair Caterpillar engines. Therefore, the vendor is deemed an only known source per the Procurement Ordinance, Article 3-114.

Funds are available in the FY15 Budget: Integrated Waste Fund – Public Works – Sanitation - Auto Parts and Supplies; 0207-260-3510-GARB-6721.
“ITEM A”


A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) MOBILITY VEHICLE [2015 FORD TRANSIT CONNECT, SHORT WHEELBASE], FROM ALLAN VIGIL FORD (MORROW, GA), IN THE AMOUNT OF $38,008.00, VIA GEORGIA STATE CONTRACT #99999-SPC-ES40199373-0002.

WHEREAS, this specialized vehicle is requested by the Sheriff’s Office to transport inmates confined to wheelchairs; and,

WHEREAS, the MCSO has identified a critical need for safely transporting inmates confined to wheelchairs to and from the facility locally and long distance. The current fleet does not include a specialized vehicle equipped to transport prisoners with disabilities. This vehicle is ADA certified. It is a new vehicle.

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

That the City Manager is hereby authorized to purchase one (1) mobility vehicle [2015 Ford Transit Connect, Short Wheelbase] from Allan Vigil Ford, (Morrow, GA) in the amount of $38,008.00. Funds are budgeted in the FY15 Budget as follows: Special Project - Capital Project Fund – Capital Projects – General Fund Supported Capital Project – Automobiles- SCAAP; 0508-660-1000-CPGF-7721-22180-20010.

______________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of_____________, 2015 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 EXECUTION OF CHANGE ORDER 1 WITH RIVER CITY CONTRACTING, INC., IN THE AMOUNT OF $34,145.55, FOR THE METRO POLICE BUILDING PROJECT.

WHEREAS, Per Resolution No. 299-14, Council authorized the renovation of the building located at 525 10th Avenue for use by the Columbus Police Department; and,

WHEREAS, Change Order 1 is required for additional rust proofing and deck replacement that are beyond the original scope of work.

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

That the City Manager is hereby authorized to execute Change Order 1 with River City Contracting, Inc., in the amount of $34,145.55 for the Metro Police Building project. Funds are budgeted in the FY15 Budget: General Fund Supported Capital Projects – Building Improvement – CPD Building 10th Avenue; 0508-660-1000-CPGF-7663-22935-20140.


______________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _______ day of ____________, 2015 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 FOUR (4) INMATE VANS (2016 FORD ECONOLINE E-350, CLUB WAGON 15 PASSENGER VAN, LOW EMISSION VEHICLE) FROM ALLAN VIGIL FORD (MORROW, GA), AT A UNIT PRICE OF $39,675.00, FOR A TOTAL PRICE OF $158,700.00, VIA GEORGIA STATEWIDE CONTRACT #99999-SPD-ES40199373-002.

WHEREAS, the vehicles were approved in the FY15 Budget. They will be used by the staff of the Rainwater Division to transport inmates and equipment to and from job sites. These are replacement units.

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

That the City Manager is hereby authorized to purchase four (4) inmate vans (2016 Ford Econoline E-350 Club Wagon 15 Passenger Van Low Emission Vehicle) from Allan Vigil Ford (Morrow, GA), at a unit price of $39,675.00, for a total price of $158,700.00. Funds are budgeted in the FY15 Budget as follows: Sewer (Stormwater) Fund – Public Works – Sewer Maintenance – Light Trucks; 0202-260-3210-SWRM-7722.
___________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2015 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 EXECUTION OF A CONSTRUCTION CONTRACT WITH EARTH-SCAPES, INC. (PHENIX CITY, AL), IN THE AMOUNT OF $1,024,202.65, FOR THE RIVERWALK PLAZA LOCATED ON 14TH STREET BETWEEN BROADWAY AND THE 14TH STREET BRIDGE.

WHEREAS, the work primarily involves demolition of existing street pavement and concrete curb and gutters, and construction of a vehicular and pedestrian friendly Plaza area at grade, with landscaping and site furnishings.

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

That the City Manager is hereby authorized to execute a construction contract with Earth-Scapes, Inc. (Phenix City, AL), in the amount of $1,024,202.65, for the Riverwalk Plaza located on 14th Street between Broadway and the 14th Street Bridge. Funds are budgeted in the FY15 Budget: Paving Fund Supported Capital Projects – General Construction – 14th Street Pedestrian Plaza; 0508-660-3000-CPPF-7661-21056-20110. This project is funded 80% by Georgia Department of Transportation per Resolution #411-10, amended by Resolution #43-13.

___________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _______ day of ____________, 2015 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 FOUR (4) ELECTRIC CARTS FROM ADRENALIN POWERSPORTS, INC., (GRIFFIN, GA), IN THE AMOUNT OF $71,495.22, BY COOPERATIVE PURCHASE, VIA NATIONAL JOINT POWERS ALLIANCE, CONTRACT #090512-PSI.

WHEREAS, Georgia Power and the City of Columbus have been meeting to discuss the purchase of electric carts to transport people in the Uptown and Civic Center areas. The carts will be used as people movers in the Uptown area during Uptown’s and the Civic Center's many events, and to assist Uptown Columbus and the Business Improvement District with keeping the area clean and safe. The City of Columbus would also use these carts for special events as needed. The funding for this project is available from a donation from Georgia Power to the City of Columbus in the amount of $100,000; and,

WHEREAS, the parties have agreed that the Polaris GEM Carts, which are electrically powered, would be the best fit for the intended use; and,

WHEREAS, if there are funds remaining, after all accessories and batteries are purchased, one additional cart will be purchased to be used by the City of Columbus; and,

WHEREAS, the purchase will be accomplished by cooperative purchase via Request for Proposal (RFP) Contract #090512, initiated by the National Joint Powers Alliance (NJPA), whereby Polaris Sales, Inc., was one of the successful vendors contracted to provide Off-Road Vehicles & Watercraft & Related Equipment. The contract, which commenced April 10, 2014, is good through April 9, 2018. The RFP 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. The purchase will be made through Adrenaline Powersports, who is an authorized dealer for Polaris; and,

WHEREAS, a Memorandum of Understanding will be executed with Uptown Columbus for 2 of the carts for their use and will require Uptown Columbus to provide the insurance. Ownership of the carts will be the City of Columbus.

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

That the City Manager is hereby authorized to purchase four (4) electric carts from Adrenalin Powersports, Inc., (Griffin, GA), in the amount of $71,495.22, by cooperative purchase, via National Joint Powers Alliance, contract #090512-PSI. Funds are budgeted in the FY15 Budget: Special Project/Capital Project Fund – Capital Projects – General Fund Supported Capital Projects – Automobiles - Georgia Power Donation for Electric Cars; 0508 – 660 – 1000 – CPGF – 7721 – 22197 – 20020.
_______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2015 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 PAYMENT TO YANCEY BROTHERS COMPANY (ATLANTA, GA), IN THE AMOUNT OF $28,173.03 FOR REPAIRS PERFORMED ON A SANITATION TRUCK, VEHICLE #6983.

WHEREAS, the truck, utilized by the Sanitation Division for picking up waste, was diagnosed with a damaged engine that required rebuilding. The Fleet Division sent the vehicle out for repairs to Yancey Brothers, who is authorized to work on caterpillar engines; and,

WHEREAS, it was unknown how much the repairs would cost until the repairs were completed. The Fleet Division assumed the cost would be similar to previous engines rebuilt by vendor. However, due to major engine component damages, the repair costs came to $28,173.03; and,

WHEREAS, Yancey Brothers is the authorized dealer in Georgia to sell and repair Caterpillar engines. Therefore, the vendor is deemed an only known source 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 make payment to Yancey Brothers Company (Atlanta, GA), in the amount of $28,173.03 for repairs performed on a sanitation truck, Vehicle #6983. Funds are available in the FY15 Budget: Integrated Waste Fund – Public Works – Sanitation - Auto Parts and Supplies; 0207-260-3510-GARB-6721.

______________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2015 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