Agenda Item # 8

Columbus Consolidated Government
Council Meeting
March 26, 2013
Agenda Report # 52


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department

(A) STAIR REMODEL AT COLUMBUS CIVIC CENTER (RE-BID) – RFB NO. 13-0042

It is requested that Council authorize the execution of a construction contract with Huckaby Brothers Floor covering, Inc. (Phenix City, AL) in the amount of $62,920.00 for stair remodeling services at Columbus Civic Center.

The work includes, but is not limited to, selective structure demolition, tiling, tile carpeting and high-performance coatings.

Bid postcard invitations were mailed to eighty-two vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and Onvia DemandStar. Two bids were received on March 6, 2013. This bid has been advertised, opened and reviewed. The bidders were:

CONTRACTORS
BASE BID
*ALTERNATE
TOTAL
Huckaby Brothers Floor Covering, Inc.
(Phenix City, AL)
107,923.00
(45,003.00)
62,920.00
Columbus Flooring & More
(Columbus, GA)
117,796.00
(40,200.00)
77,596.00

*Alternate: Delete all work associated with polished concrete floor and stain of concrete floor.

Funding is available in the FY13 Budget: Civic Center Fund – Civic Center Operations – Capital Expenditures over $5000; 0757-160-1000-CIVC-7761.
* * * * * *

(B) CONCRETE PIPE (ANNUAL CONTRACT) - RFB NO. 13-0035

It is requested that Council approve the purchase of concrete pipe from Hanson Pipe & Precast, Inc., (Columbus, GA), on an “as needed” basis. The Public Services Department estimates they will spend approximately $30,000.00, per year, for concrete pipes, which will be used for the repair and maintenance of storm drains.

The term of the contract period shall be for two year, with the option to renew for three additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the Contractor and the City.

Bid postcard invitations were mailed to thirteen vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and DemandStar. Two bids were received on March 6. This bid has been advertised, opened and reviewed. The bidders were:

Description/Vendors
Hanson Pipe & Precast, Inc.
(Columbus, GA)
Foley Products Co.
(Newnan, GA)
Cost per Linear Foot
15” T&G CLASS #3
$9.54 Per LF.
$13.34 Per LF.
18” T&G CLASS #3
$11.94 Per LF.
$16.19 Per LF.
24” T&G CLASS #3
$17.64 Per LF.
$24.06 Per LF.
30” T&G CLASS #2
$25.32 Per LF.
$34.56 Per LF.

Funds are budgeted each year for this ongoing expense: Sewer Fund - Public Services - Sewer Maintenance - Operating Materials; 0202-260-3210-SWRM-6728.
* * * * * *

(C) SERVER FOR CLERK OF SUPERIOR COURT

It is requested that Council approve the purchase of a replacement server from Tyler Technologies (Lubbock, TX), in the amount of $25,575.00.

The new server will replace the current server, which has failed. It is in the best interest of the City and the Clerk’s Office to replace the server with an upgraded model. The server will include: Dell PowerEdge T620 Rack Mount Server with internal tape drive back up system and Oracle DB license, extended warranty and installation services.

Per Resolution NO 104-11, the original server was purchased from Tyler Technologies as part of the Real Estate Computer System approved for the Clerk of Superior Court. Therefore, in order to maintain continuity of the System, Tyler is the only known source for this purchase.

Funds are budgeted in the FY13 Budget: General Fund – Information Technology – Computer Equipment Maintenance; 0101 – 210 – 1000 – ISS – 6511.
* * * * * *

D) COMPUTER SWITCHES AND EQUIPMENT FOR THE CITIZEN SERVICES CENTER

It is required that Council approve the purchase of computer switches, equipment and installation services from Lightspeed Network Solutions, LLC (Union Point, GA), in the amount of $61,073.40.

The computer switches and equipment is required to connect the Government Center Computer Center with the new Citizen Service Center. Lightspeed Network Solutions installed the connectivity equipment at the Government Center for AT&T; consequently they are familiar with existing configuration of the system. Therefore, the vendor is considered an only known source for this purchase.

Funds are budgeted in the FY13 Budget: Tax Release Rev Bond/2010B – 2010 CBA Bonds – City Service Center – Computer Equipment – City Service Center project; 0559-800-2130-BACS-7732-82003-20100.
* * * * * *

(E) PURCHASE OF 800 MHz PORTABLE RADIOS

It is requested that Council Approve the purchase of thirty-nine (39) 800 Mhz portable radios from Motorola, in the amount of $118,380.60 (39 @ $3,035.40 each).

Motorola has offered the City the opportunity to purchase the thirty-nine 800 Mhz portable radios that were used at the Democratic National Convention at a 40% discount below the retail price, and 20% discount below the State Contract Price. These are the same type of radios needed o replace those reassigned from Public Works during the Sprint Nextel project. The Engineering Department plans to submit a budget request to purchase 200 portable radios as part of the FY14 Budget.

Traffic Engineering has submitted a request to Motorola expressing the City’s interest, and Motorola is holding the radios until Friday, March 29, 2013. Otherwise, Dekalb County has submitted a request to purchase the radios. The purchase of these radios, with the necessary software, will result in a $33,423.00 savings from the State Contract Price.

Funding is available in the FY13 Budget, Public Safety OLOST Unallocated Fund Balance; 0101-590-3000-7733.

Emergency Purchase – Information Only

Emergency Construction Services to Repair Riverbank Damage and Boat Landing at the Riverwalk:

On Wednesday, March 20, 2013, there was a major collapse of the riverbank north of City Mills, immediately behind Chase Homes. The area impacted is approximately 900 ft. in length and involves approximately 300-400 ft. of the Riverwalk. There are also two large Georgia Power transmission towers in the affected area. The area has been closed to the public and Public Works is in the process of installing a fence around the area to keep spectators away from the site. Due to the damage, the Riverwalk will be closed from the 23rd St. Pavilion to City Mills indefinitely. The instability of the river bank places more of the Riverwalk, and potentially the transmission towers, at jeopardy if the bank is not stabilized in a timely manner. The closure of the Riverwalk also represents an inconvenience to the Public who routinely use the area. These conditions constitute an emergency situation and warrant moving forward accordingly.

Scott Bridge Company, who is currently under contract with the City for construction services related to the 14th Street Pedestrian Bridge, will be the contractor performing the emergency repairs. On the morning of Thursday, March 21, 2013, City staff met on site with Jacobs Engineering, the City’s engineering consultant, and representatives from Scott Bridge, to assess the damage and develop a strategy to move forward. Scott Bridge will work with the City’s consultant, Jacobs Engineering, on designing and implementing a riverbank stabilization plan and repairs to the Riverwalk. Additionally, Scott Bridge has access to material at another construction site that will require disposal; this material could be used for bank stabilization resulting in a significant savings for the City. The design-build approach would provide for the most timely stabilization and repair of the damage, preventing further damage to the Riverwalk and allowing it to be reopened to the public. The exact cost of the stabilization and repairs cannot be estimated since a design has not been completed. However, Scott Bridge has agreed to contract for time and materials on the project. The City's Project Managers can closely monitor this work and the expenses associated with the project.

Additionally, the boat landing behind the Trade Center has a large section of the ramp that has collapsed. The damage represents a hazard to the public. The boat landing is also the take out point for Whitewater operations scheduled to begin on Memorial Day. As stated above, Scott Bridge Company, currently under contract, will be utilized to perform the construction repairs, and will be in the area making ramp improvements within the next few weeks. The preliminary estimate for replacing the ramp and to install a small retaining wall to prevent erosion is $65,000.

The City Manager approved the emergency purchase on March 21, 2013.

Funds are available in the FY13 Budget: Riverwalk Funding- OLOST Infrastructure Reallocation and Trade Center Ramp Funding – OLOST Infrastructure Reallocation.
“ITEM A”


A RESOLUTION

NO. ______

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH HUCKABY BROTHERS FLOOR COVERING, INC. (PHENIX CITY, AL) IN THE AMOUNT OF $62,920.00 FOR STAIR REMODELING SERVICES AT COLUMBUS CIVIC CENTER.

WHEREAS, the work includes, but is not limited to, selective structure demolition, tiling, tile carpeting and high-performance coatings.

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

That the City Manager is hereby authorized to execute a construction contract with Huckaby Brothers Floor Covering, Inc., (Phenix City, AL) in the amount of $62,920.00 for stair remodeling services at Columbus Civic Center. Funding is available in the FY13 Budget: Civic Center Fund – Civic Center Operations – Capital Expenditures over $5000; 0757-160-1000-CIVC-7761.

__________________________

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 CONCRETE PIPES FROM HANSON PIPE & PRECAST, INC., (COLUMBUS, GA), ON AN ‘AS NEEDED’ BASIS, FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $30,000.00.

WHEREAS, the concrete pipes will be used for the repair and maintenance of storm drains; and,

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

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

That the City Manager is hereby authorized to purchase concrete pipes from Hanson Pipe & Precast, Inc., (Columbus, GA), on an “as needed” basis, for the estimated annual contract value of $30,000.00. Funds are budgeted each year for this ongoing expense: Sewer Fund - Public Services - Sewer Maintenance - Operating Materials; 0202-260-3210-SWRM-6728.

__________________

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 A REPLACEMENT SERVER FROM TYLER TECHNOLOGIES (LUBBOCK, TX), IN THE AMOUNT OF $25,575.00.

WHEREAS, the new server will replace current server which has failed. It is in the best interest of the City and Clerk’s Office to replace server with an upgraded model. The server will include: Dell PowerEdge T620 Rack Mount Server with internal tape drive back up system and Oracle DB license, extended warranty and installation services; and,

WHEREAS, per Resolution NO 104-11, the original server was purchased from Tyler Technologies as part of the Real Estate Computer System approved for the Clerk of Superior Court. Therefore, in order to maintain continuity of the System, Tyler is the only known source for this purchase.

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

That the City Manager is hereby authorized to purchase a replacement server from Tyler Technologies (Lubbock, TX), in the amount of $25,575.00. Funds are budgeted in the FY13 Budget: General Fund – Information Technology – Computer Equipment Maintenance; 0101 – 210 – 1000 – ISS – 6511.

___________________

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”
A RESOLUTION

NO. _______

A RESOLUTION AUTHORIZING THE PURCHASE OF COMPUTER SWITCHES, EQUIPMENT AND INSTALLATION SERVICES FROM LIGHTSPEED NETWORK SOLUTIONS, LLC (UNION POINT, GA), IN THE AMOUNT OF $61,073.40.

WHEREAS, the computer switches and equipment is required to connect the Government Center Computer Center with the new City Services Center; and,

WHEREAS, Lightspeed Network Solutions installed the connectivity equipment at the Government Center for AT&T; consequently they are familiar with existing configuration of the system. Therefore, the vendor is considered an only known source for this purchase.

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

That the City Manager is hereby authorized to purchase computer switches, equipment and installation services from Lightspeed Network Solutions, LLC (Union Point, GA), in the amount of $61,073.40. Funds are budgeted in the FY13 Budget: Tax Release Rev Bond/2010B – 2010 CBA Bonds – City Service Center – Computer Equipment – City Service Center project; 0559-800-2130-BACS-7732-82003-20100
______________________________

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
“ITEM E”
A RESOLUTION

NO._____________

A RESOLUTION AUTHORIZING PURCHASE OF THIRTY-NINE (39) 800 MHZ PORTABLE RADIOS FROM MOTOROLA, IN THE AMOUNT OF $118,380.60 (39 @ $3,035.40 EACH).

WHEREAS, Motorola has offered the City the opportunity to purchase thirty-nine 800 Mhz portable radios that were used at the Democratic National Convention at a 40% discount below the retail price, and 20% discount below the State Contract Price. These are the same type of radios needed o replace those reassigned from Public Works during the Sprint Nextel project. The Engineering Department plans to submit a budget request to purchase 200 portable radios as part of the FY14 Budget; and,

WHEREAS, Traffic Engineering has submitted a request to Motorola expressing the City’s interest, and Motorola is holding the radios until Friday, March 29, 2013. Otherwise, Dekalb County has submitted a request to purchase the radios. The purchase of these radios, with the necessary software, will result in a $33,423.00 savings from the State Contract Price.

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

That the City Manager is hereby authorized to purchase thirty-nine (39) 800 Mhz portable radios from Motorola, in the amount of $118,380.60 (39 @ $3,035.40 each). Funding is available in the FY13 Budget, Public Safety OLOST Unallocated Fund Balance; 0101-590-3000-7733.
______________________________________

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 __________.


_______________________________ _____________________________

DATE: March 26, 2013

TO: Mayor and Councilors

FROM: Pamela Hodge, Director of Finance

SUBJECT: Advertised Bids

March 27, 2013 Scope of RFP 4. TV Studio Equipment – RFP No. 13-0023
Scope of RFP March 29, 2013 April 3, 2013 April 5, 2013 April 10, 2013 Scope of RFB
April 12, 2013