Agenda Item # 4

Columbus Consolidated Government
Council Meeting

February 12, 2013

Agenda Report # 30

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department




(A) AQUATIC FACILITY MANAGEMENT OF THE COLUMBUS NATATORIUM (ANNUAL CONTRACT) – RFP NO. 13-0019

It is requested that Council approve the procurement of aquatic facility management services from USA Pools (Roswell, GA) to manage the Columbus Natatorium, to include: staffing, water maintenance, supervision and programming; as well as, Pro-Shop and Concession management. Operation is scheduled to begin June 2013.

The term of this contract shall be for five (5) years, with the option to renew for five (5) additional twelve month periods. Contract renewal shall be contingent upon the mutual agreement of the City and the Contractor.

Request for proposal invitations were mailed to thirty-one vendors and specifications were posted on the City’s website, Georgia Procurement Registry and OnVia DemandStar. The RFP has been advertised, opened and evaluated. Proposals were received on December 14, 2012, from the following five offerors:

USA Pools (Roswell, GA)
American Pool Service of Georgia (Alpharetta, GA)
Aquatic Management, Inc. (Atlanta, GA)
Pool Management, Inc. (Alpharetta, GA)
Best Aquatic (Ocean City, MD)

The proposals were reviewed by the Evaluation Committee members, which consisted of representatives from the following departments: Parks and Recreation and Finance, as well as, three representatives from the Natatorium Advisory Committee.

The City’s Procurement Ordinance Article 3-110, Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional Services, governs the RFP Process. During the process of an RFP there is no formal opening, due to the possibility of negotiated components of the proposal. In the event Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. If Council does not approve the recommended offeror, the RFP specifications will be re-advertised. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funds will be budgeted each fiscal year for this on-going expense: General Fund – Parks and Recreation – Aquatics – Contractual Services; 0101-270-4413-AQUT-6319.
* * * * * *

(B) HIGH SPEED RAIL FEASIBILITY STUDY – RFP NO. 13-0005

It is requested that Council authorize the negotiation of a contract with HNTB Corporation (Atlanta, GA) for a High Speed Rail Feasibility Study in cooperation with the Georgia Department of Transportation and the Federal Rail Administration.

The study will consist of eight main components designed to assess the feasibility of developing High Speed Rail along the Atlanta - Columbus corridor:

Request for proposal invitations were mailed to two hundred and eighty-six vendors and specifications were posted on the web pages of the City, American Planning Association, RFP Database, Georgia Procurement Registry and Onvia DemandStar. The RFP has been advertised, opened and evaluated. Proposals were received on September 21, 2012, from the following five offerors:

Proposals were reviewed by the Evaluation Committee members, which consisted of a private citizen and representatives from the City Manager’s Office, Planning Department, Hatcher, Stubbs, Land, Hollis & Rothschild, LLP and 2WR, Inc. Representatives from the Metra Transit System and Columbus Airport served in non-voting, advisory capacities.

During the evaluation process, HNTB Corporation was deemed most responsive to the RFP. The RFP process is governed by the City’s Procurement Ordinance, Articles 3-110 and 3-111, Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional Services and Architectural/Engineering and Land Surveying Services. During the process of an RFP there is no formal opening, due to the possibility of negotiated components of the proposal. In the event Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. If Council does not approve the recommended offeror, negotiation will begin with the next responsive offeror. Evaluation results and proposed cost have been submitted to the City Manager in a separate memo for informational purposes.

Funds in the amount of $350,000 are budgeted for this feasibility study in the FY13 Budget.

* * * * * *

(C) CHANGE ORDER 6 FOR ASPHALT REMOVAL, SEEDING AND LANDSCAPING PROJECT – COLUMBUS MAIN LIBRARY SITE

It is requested that Council authorize the execution of Change Order 6 with McMath-Turner Construction Company (Columbus, GA) in the amount of $12,500.00. Per Resolution No. 145-11, Council authorized the execution of a contract with McMath-Turner Construction Company for the asphalt removal, seeding and landscaping project.

McMath-Tuner Construction Company is unable to complete this project due to the construction of the City Service Center and Natatorium project, along with the road added behind the Natatorium and Library. The Project Manager documents that all work associated with the City Service Center, Natatorium and road projects have an estimated completion date of May 2013.

Change Order No. 6 covers temporary maintenance for landscaping during September 1, 2012 through June 30, 2013 (10 months), at a rate of 1,250.00 per month. After May 2013, another 30 days will be required to complete the landscaping portion of the Asphalt Removal, Seeding, and Landscaping project, which includes a 1-year landscape maintenance that begins after project completion.

Document
Description
Amount
Original ContractAsphalt removal, seeding, landscaping, irrigation system and 1-year landscape maintenance
559,909.51
Change Order 1Unforeseen concrete and soil cement encountered during the work.
54,122.64
Change Order 2Additional trees
33,933.00
Change Order 3Transfer Station Road
104,049.00
Change Order 4Temporary seeding and mulching of the site
17,480.00
Change Order 5Additional permanent grassing procedures to include mowing, bagging and removing temporary grass.
2,850.00
Change Order 6Temporary landscape maintenance
12,500.00
New Contract Amount
$784,844.15


Funds are budgeted in the FY13 Budget: 1999 Sales Tax Project Fund – 99 SPLOST Library/Other Projects – General Construction: 0540-695-2120-TXLB-7661-50500-20080.
* * * * * *

(D) FF&E FOR THE CITY SERVICES CENTER - RFB NO. 13-0032

It is requested that Council authorize the execution of a contract with Malone Office Equipment Company (Columbus, GA) in the amount of $883,453.53 for furniture, fixtures and equipment. Malone Office Equipment Company will provide and install furniture in the City Services Center.

Postcard invitations were mailed to sixty-five vendors, and bid specifications were posted on the websites of the City, Georgia Procurement Registry, and DemandStar. This bid has been advertised, opened and reviewed. Three bids were received on January 30, 2013, from the following bidders:


BIDDERS
BID AMOUNT
Malone Office Equipment Company (Columbus, GA)
883,453.53
Turner Boone, LLC (Atlanta, GA)
902,265.71
CWC, LLC (Atlanta, GA)
973,060.16


The Purchasing Division notified Turner Boone, LLC that their bid was deemed non-responsive because Turner Boone failed to include in their bid the required Bid Bond; Turner Boone acknowledged the omission.

Funds are budgeted in the FY13 Budget: Tax Lease Revenue/Bonds 2010B - 2010 CBA Bonds -City Service Center; 559-800-2130-BACS-7761-82003-20100.




“ITEM A”
A RESOLUTION

NO._____

A RESOLUTION AUTHORIZING THE PROCUREMENT OF AQUATIC FACILITY MANAGEMENT SERVICES FROM USA POOLS (ROSWELL, GA) TO MANAGE THE COLUMBUS NATATORIUM, TO INCLUDE: STAFFING, WATER MAINTENANCE, SUPERVISION AND PROGRAMMING; AS WELL AS, PRO-SHOP AND CONCESSION MANAGEMENT. OPERATION IS SCHEDULED TO BEGIN JUNE 2013.

WHEREAS, an RFP was administered (RFP 13-0019) and five proposals were received from qualified offerors; and,

WHEREAS, the proposal submitted by USA Pools met all proposal requirements and was evaluated most responsive to the RFP; and,

WHEREAS, the term of this contract shall be for five (5) years, with the option to renew for five (5) additional twelve-month periods. Contract renewal shall be contingent upon the mutual agreement of the City and the Contractor. NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to procure aquatic facility management services from USA Pools (Roswell, GA). The term of this contract shall be for five (5) years, with the option to renew for five (5) additional twelve-month periods. Funds will be budgeted each fiscal year for this on-going expense: General Fund – Parks and Recreation – Aquatics – Contractual Services; 0101-270-4413-AQUT-6319.
______________________________

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 NEGOTIATION OF A CONTRACT WITH HNTB CORPORATION (ATLANTA, GA) FOR A HIGH SPEED RAIL FEASIBILITY STUDY IN COOPERATION WITH THE GEORGIA DEPARTMENT OF TRANSPORTATION AND THE FEDERAL RAIL ADMINISTRATION.

WHEREAS, an RFP was administered (RFP 13-0005) and five proposals were received from qualified offerors; and,

WHEREAS, the proposal submitted by HNTB Corporation met all proposal requirements and was evaluated most responsive to the RFP.


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

That the City Manager is hereby authorized to negotiate a contract with HNTB Corporation (Atlanta, GA) for a High Speed Rail Feasibility Study in cooperation with the Georgia Department of Transportation and the Federal Rail Administration. Funds in the amount of $350,000 are budgeted for this feasibility study in the FY13 Budget.
_____________________________


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 EXECUTION OF CHANGE ORDER 6 WITH MCMATH-TURNER CONSTRUCTION COMPANY (COLUMBUS, GA) IN THE AMOUNT OF $12,500.00.

WHEREAS, Per Resolution No. 145-11, Council authorized the execution of a contract with McMath-Turner Construction Company for the asphalt removal, seeding and landscaping project; and,

WHEREAS, McMath-Tuner Construction Company is unable to complete this project due to the construction of the City Service Center and Natatorium project, along with the road added behind the Natatorium and Library; and,

WHEREAS, Change Order No. 6 covers temporary maintenance for landscaping during September 1, 2012 through June 30, 2013 (10 months), at a rate of $1,250.00 per month.

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

That the City Manager is hereby authorized to execute Change Order 6 with McMath-Turner Construction Company (Columbus, GA) in the amount of $12,500.00. Funds are budgeted in the FY13 Budget: 1999 Sales Tax Project Fund – 99 SPLOST Library/Other Projects – General Construction: 0540 – 695 – 2120 – TXLB – 7661 – 50500 – 20080.
______________________________

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 EXECUTION OF A CONTRACT WITH MALONE OFFICE EQUIPMENT COMPANY (COLUMBUS, GA) IN THE AMOUNT OF $883,453.53 FOR FURNITURE, FIXTURES AND EQUIPMENT.

WHEREAS, Malone Office Equipment Company will provide and install furniture in the City Services Center.

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

That the City Manager is hereby authorized to execute a contract with Malone Office Equipment Company (Columbus, GA) in the amount of $883,453.53 for furniture, fixtures and equipment. Malone Office Equipment Company will provide and install furniture in the City Services Center. Funds are budgeted in the FY13 Budget: Tax Lease Revenue/Bonds 2010B - 2010 CBA Bonds -City Service Center; 559-800-2130-BACS-7761-82003- 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

DATE: February 12, 2013

TO: Mayor and Councilors

FROM: Pamela Hodge, Director of Finance

SUBJECT: Advertised Bids


February 20, 2013
1. Veterans Parkway Streetscape Improvement Phase III (Re-Bid) – RFB No. 13-0039
Scope of RFB
2. Security Locking System Maintenance Service (Annual Contract) – RFB No. 13-0036
Scope of RFB February 27, 2013
1. FF&E for the Recycling Center – RFB No. 13-0040
Scope of RFB