Agenda Item # 3
Columbus Consolidated Government
Council Meeting

June 12, 2018

Agenda Report # 133

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) POOL REPAIRS FOR COLUMBUS AQUATICS CENTER – RFB NO. 18-0051

It is requested that Council approve the execution of a contract with Sundek of Columbus (Columbus, GA) for Option C- Pool Deck, in the amount of $21,450.00; and Aqua Design Systems (Fayetteville, GA) for Options A - Plaster Repairs & Option B - Warming Pool, in the amount of $15,127.00, to provide pool repairs for the Columbus Aquatics Center.

Vendors had the option to bid on one, two, or all of the following three (3) options:


Bid information was posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on March 30, 2018. Three (3) bids were received on April 25, 2018. This bid has been advertised, opened and reviewed. The bidders were:

Sundek of Columbus

(Columbus, GA)

Aqua Design Systems

(Fayetteville, GA)

Mayan Pools*

(Atlanta, GA)

Mandatory Site Visit
Yes
Yes
Yes
OPTION A: Plaster Repairs
No Bid
$ 2,143.00
$ 1,500.00
OPTION B: Warming Pool Repairs
No Bid
$ 12,984.00
$ 25,600.00
OPTION C: Pool Deck Repairs

(Work to begin after completion of all other required repairs)

$ 21,450.00
$ 28,566.00
$ 39,000.00
TOTAL BID:
$ 21, 450.00
$ 43,693.00
$ 66,100.00
Additional Areas, Sq. Foot Cost

(Options A & B)

N/A
$ 10.00/ sq. ft.
$ 15.00/ sq. ft.
*Mayan Pools, the apparent low bidder for Option A: Plaster Repairs has declined to accept the award of Option A only.

Funds are budgeted in the FY18 budget as follows: General Fund – Parks and Recreation – Aquatics Center – Operating Materials; 0101-270-4414-NATA-6728.
* * * * * * *

(B) REPAIR OF FIRE/EMS LADDER TRUCK

It is requested that Council approve payment to Four Star Freightliner, Inc., (Dothan, AL) in the amount of $18,237.99 for the repair of a Fire/EMS Ladder Truck.

Ladder Truck Vehicle #3029, was in operation, when it began smoking and shut down. This vehicle was inspected and it was determined that the engine needed to be overhauled due to the oil pressure continually falling below the 5 PSI safety threshold at operating temperatures. With the mileage, the estimated value, and the need to have the truck returned to service as soon as possible, the Fleet Maintenance Division proceeded to have the necessary repairs performed.

The Cummings Engine must be repaired by Cummins Engine certified technicians. Four Star Freightliner is the authorized dealer for the Southeast to perform the repairs.

The funding is available in the FY18 Budget: General Fund – Fire/EMS – Fire/EMS Operations – Auto Parts and Supplies; 0101-410-2100-FOPR-6721.


* * * * * * *

(C) PROMOTIONAL TESTING SERVICES FOR SHERIFF OFFICE

It is requested that Council approve payment to University of Georgia/Carl Vinson Institute of Georgia (Athens, GA) in the amount of $18,000.00 for promotional testing services. Additionally, approval is requested to approve future payments required for promotional testing services.

Per Resolution #44-11, Council authorized the utilization of the University of Georgia to provide professional services for the development of promotional testing for the Sheriff’s Office. This payment is a periodic payment required for the administration of the promotion assessment centers.

Funds are budgeted in the FY18 Budget: General Fund – Sheriff – Administration – Promotional Exam Board Fees; 0101 – 550 – 1000 – SHRF – 6356. Funds will be budget, as needed, in future fiscal year budgets to cover payments for promotional testing services.


* * * * * * *

(D) AIR CONDITIONER REPLACEMENT FOR DEPARTMENT OF INFORMATION TECHNOLOGY – DATA CENTER

It is requested that Council approve the purchase/installation of a replacement air conditioner from 1st Mechanical (Alpharetta, GA), in the amount of $49,850.00, for the Data Center in the Information Technology Department.

The air conditioner for the Data Center in Information Technology has failed three times within the last two months. On several occasions, the Facilities Maintenance Division has had the contracted HVAC maintenance vendor, 1st Mechanical, to repair the unit. The unit is over 20 years old and at the time of purchase it was a used unit. The Facilities Maintenance Division and the contractor recommends replacement, because the unit is beyond repair and well beyond its useful life.

The replacement of the unit is required because the Data Center houses the servers that stores all the City’s data information. The data collected on the servers is growing. Therefore, the temperature of the servers is increasing as well. If the temperature reaches a critical point, the server components will not be able to work properly. In worst-case scenario, extreme temperature will burn the processor. Currently, two backup portable AC units are being used in the Data Center.

The replacement unit will be purchased from 1st Mechanical since the vendor is currently under contract to maintain all the City’s HVAC units.

Funds are available in the FY18 Budget: General Fund – Information Technology – Capital Expenditures/Over $5,000; 0101 – 210 – 1000 – ISS – 7761.

* * * * * * *

(E) RIGHT-OF-WAY ACQUISITION SERVICES (ANNUAL CONTRACT) – RFP NO. 18-0021

It is requested that Council approve the annual contract for the provision of Right-of-Way Acquisition Services with Moreland Altobelli Associates, LLC (Duluth, GA), and Gresham, Smith and Partners (Atlanta, GA). The firms will be utilized on an "as needed" basis, based on cost and availability at the time services are needed.

The Contractors will provide all right-of-way acquisition services required to assist the City with acquiring property and easements. Acquisition services are defined as those tasks necessary to supply the City with a recorded warranty deed or full condemnation package for the identified parcels. These tasks may include, but are not limited to the title search, property appraisal, cost to cure appraisal, data book preparation, right-of-way detailed cost estimate, negotiation, negotiation records, deed preparation, deed recording, condemnation filing package, relocation assistance, property management, and final disposition of property either by closing or condemnation.

The term of this contract shall be for two years, with the option to renew for three (3) additional twelve-month periods. Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

Annual Contract History:

Previous contract was awarded to six (6) vendors: Moreland Altobelli Associates (Norcross, GA), THC, Inc., (Lawrenceville, GA), LAI Engineering (Marietta, GA), Smith Real Estate Services (Atlanta, GA), Crutchfield Land Acquisition, LLC (Thomaston, GA), and Terrell, Hundley & Carroll (Lawrenceville, GA) on June 12, 2012 per Resolution 166-12. The firms were utilized on an "as needed" rotational basis, based on cost and availability.

RFP Advertisement and Receipt of Proposals:

RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on April 2, 2018. This RFP has been advertised, opened and evaluated. Proposals were received on May 9, 2018 from the following two (2) vendors:

Moreland Altobelli Associates, LLC (Duluth, GA)
Gresham, Smith and Partners (Atlanta, GA)

The following events took place after receipt of the proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation
05/15/18
The Purchasing Manager advised evaluation committee of the RFP rules and process. The proposals were distributed to committee members for review. Project Head advised that a clarification of the specifications needed to be provided to both vendors.
Letters
05/22/18
Clarification letters were sent to the two (2) vendors.
Vendor Responses
05/22/18
Both vendors sent their responses agreeing to the change in the specifications.
1st Evaluation
05/23/18
Committee members discussed the proposals from all vendors. Certain information was identified as missing from a vendor’s proposal; a letter would be sent to the vendor requesting the missing information, and Purchasing would forward to the committee for review.
Letter
05/23/18
A letter was sent to the vendor requesting the missing information.
Vendor Response
05/31/18
Vendor provided the missing information, which was forwarded to the committee for review.
Project Head Notice
05/31/18
The Project Head notified Purchasing that the contract requires more than one vendor; therefore, as both vendors are qualified, they would both need to be awarded.
Evaluation Ballots Sent to Committee
05/31/18
Evaluation ballots forwarded to voting committee members.
Evaluation Ballots Completed by Committee Members
06/05/18
Committee members completed and returned their evaluation ballots to Purchasing.

Evaluation Committee:

The proposals were reviewed by the Evaluation Committee, which consisted of one (1) voting member from Community Development, two (2) voting members from Planning, and one (1) advisory member from Community Reinvestment.

Award Recommendation:

The evaluation committee, as reflected by their comments provided below, unanimously recommends award of the contract to both vendors;

Moreland Altobelli Associates, LLC (Duluth, GA)


Gresham, Smith and Partners (Atlanta, GA) Vendor Experience/Qualifications:

Moreland Altobelli Associates, LLC (Duluth, GA)

Gresham, Smith and Partners (Atlanta, GA)

Client Work History:

Moreland Altobelli Associates, LLC (Duluth, GA)

Gresham, Smith and Partners (Atlanta, GA) 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 and no proposal responses are made public, due to the possibility of negotiated components of the proposals. If Council does not approve the recommended offeror, the RFP specifications will be re-advertised. The evaluation results have been submitted to the City Manager in a separate memo for informational purposes.

Payment for acquisition services will be funded from various projects with variable funding sources.


* * * * * * * *
Emergency Purchase – Information Only

REPLACEMENT OF HOT WATER SYSTEM AT MUSCOGEE COUNTY JAIL:


On June 4, 2018 the Sheriff’s Department requested an emergency purchase for the replacement of the Hot Water System at the Muscogee County Jail.

Several months ago the Sheriff’s Department dealt with the tankless hot water system at the Jail which would not reach mandatory temperatures for washing inmate laundry. Subsequently, the Department spent approximately $21,000.00 of commissary funds to pay an outside vendor to wash laundry.

The Department was able to provide a temporary fix, but not a permanent solution to the problem. The Sheriff’s Department had several vendors provide information on this project and believe that Ace Plumbing will best address all issues.

The City Manager approved the emergency purchase on June 4, 2018.

The funding is available in the FY18 Budget: General Fund – Sheriff – Detention - Building Maintenance & Repair; 0101 – 550 -2600 – JAIL – 6521.


* * * * * * *

WEATHER EMERGENCY REPAIRS AND PURCHASES:

On May 24, 2018 the Engineering Department requested approval for various weather emergency repairs and purchases due to flooding rains which occurred the week of May 21st.

The Engineering Department informed the City Manager that due to existing conditions with the flooding rains during the week of May 21st, and the impending tropical system producing additional heavy rainfall, there was a need to engage some contractors and rent pumps to begin pumping at least two watershed structures that were approaching flood levels. The Engineering Department and the Public Works Department would be involved in making purchases related to this weather emergency.

The City Manager approved the emergency purchases on May 24, 2018.

The funding for the purchases is available in the FY18 Stormwater Fund budgets of Public Works and Engineering.




“ITEM A”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH SUNDEK OF COLUMBUS (COLUMBUS, GA) FOR OPTION C – POOL DECK, IN THE AMOUNT OF $21,450.00; AND AQUA DESIGN SYSTEMS (FAYETTEVILLE, GA), FOR OPTIONS A – PLASTER REPAIRS & B – WARMING POOL, IN THE AMOUNT OF $15,127.00, TO PROVIDE POOL REPAIRS FOR THE COLUMBUS AQUATICS CENTER.

WHEREAS, the Parks and Recreation Department has identified the need for repairs at the Aquatics Center; and,

WHEREAS, vendors had the opportunity to bid on one, two or all of the following options: Option A: Plaster Repairs; Option B: Warming Pool; and Option C: Pool Deck (13,000 sq. ft.).

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

That the City Manager is hereby authorized to enter into a contract with Sundek of Columbus (Columbus, GA) for Option C- Pool Deck, in the amount of $21,450.00; and Aqua Design Systems (Fayetteville, GA) for Options A - Plaster Repairs & Option B - Warming Pool, in the amount of $15,127.00, to provide pool repairs for the Columbus Aquatics Center. Funds are budgeted in the FY18 Budget as follows: General Fund – Parks and Recreation – Aquatics Center – Operating Materials; 0101-270-4414-NATA-6728.
_________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2018 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 Garrett 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 PAYMENT TO FOUR STAR FREIGHTLINER, INC., (DOTHAN, AL) IN THE AMOUNT OF $18,237.99 FOR THE REPAIR OF A FIRE/EMS LADDER TRUCK.

WHEREAS, Ladder Truck, Vehicle #3029, was in operation, when it began smoking and shut down. This vehicle was inspected and it was determined that the engine needed to be overhauled due to the oil pressure continually falling below the 5 PSI safety threshold at operating temperatures. With the mileage, the estimated value and the need to have the truck returned to service as soon as possible, the Fleet Maintenance Division proceeded to have the necessary repairs performed; and,

WHEREAS, the Cummings Engine must be repaired by Cummins Engine certified technicians. Four Star


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

That the City Manager is hereby authorized to make payment to Four Star Freightliner, Inc., (Dothan, AL) in the amount of $18,237.99 for the repair of a Fire/EMS Ladder Truck. Funding is available in the FY18 Budget: General Fund – Fire/EMS – Fire/EMS Operations – Auto Parts and Supplies; 0101-410-2100-FOPR-6721.


_________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2018 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 Garrett 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 PAYMENT TO UNIVERSITY OF GEORGIA/CARL VINSON INSTITUTE OF GEORGIA (ATHENS, GA) IN THE AMOUNT OF $18,000.00 FOR PROMOTIONAL TESTING SERVICES. ADDITIONALLY, APPROVAL IS REQUESTED TO APPROVE FUTURE PAYMENTS REQUIRED FOR PROMOTIONAL TESTING SERVICES.

WHEREAS, Per Resolution #44-11, Council authorized the utilization of the University of Georgia to provide professional services for the development of promotional testing for the Sheriff’s Office. This payment is a periodic payment required for the administration of the promotion assessment centers.


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

That the City Manager is hereby authorized to make payment to University of Georgia/Carl Vinson Institute of Georgia (Athens, GA) in the amount of $18,000.00 for promotional testing services. Additionally, the City Manager is authorized to make future payments required for promotional testing services. Funds are budgeted in the FY18 Budget: General Fund – Sheriff – Administration – Promotional Exam Board Fees; 0101 – 550 – 1000 – SHRF – 6356. Funds will be budget, as needed, in future fiscal year budgets to cover payments for promotional testing services.


_______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2018 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 Garrett 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/INSTALLATION OF A REPLACEMENT AIR CONDITIONER FROM 1ST MECHANICAL (ALPHARETTA, GA), IN THE AMOUNT OF $49,850.00, FOR THE DATA CENTER IN THE INFORMATION TECHNOLOGY DEPARTMENT.

WHEREAS, the air conditioner for the Data Center in Information Technology has failed three times within the last two months. On several occasions, the Facilities Maintenance Division has had the contracted HVAC maintenance vendor, 1st Mechanical, to repair the unit. The unit is over 30 years old and at the time of purchase it was a used unit. The Facilities Maintenance Division and the contractor recommends replacement, because the unit is beyond repair and well beyond its useful life; and,

WHEREAS, the replacement of the unit is required because the Data Center houses the servers that stores all the City’s data information. The data collected on the servers is growing. Therefore, the temperature of the servers is increasing as well. If the temperature reaches a critical point, the server components will not be able to work properly. In worst-case scenario, extreme temperature will burn the processor. Currently, a backup portable AC unit is being used in the Data Center; and,

WHEREAS, the replacement unit will be purchased from 1st Mechanical since the vendor is currently under contract to maintain all the City’s HVAC units.

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

That the City Manager is hereby authorized to enter into an agreement for the purchase/installation of a replacement air conditioner from 1st Mechanical (Alpharetta, GA), in the amount of $49,850.00, for the Data Center in the Information Technology Department. Funds are available in the FY18 Budget: General Fund – Information Technology – Capital Expenditures/Over $5,000; 0101 – 210 – 1000 – ISS – 7761.

________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2018 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 Garrett 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 EXECUTION OF CONTRACTS FOR RIGHT OF WAY ACQUISITION SERVICES WITH MORELAND ALTOBELLI ASSOCIATES (DULUTH, GA), AND GRESHAM, SMITH AND PARTNERS (ATLANTA, GA), ON AN “AS NEEDED” BASIS, BASED ON COST AND AVAILABILITY AT THE TIME SERVICES ARE NEEDED.

WHEREAS, an RFP was administered (RFP No. 18-0021) and two (2) proposals were received; and,

WHEREAS, the proposals submitted by Moreland Altobelli Associates, and Gresham, Smith and Partners met all proposal requirements and were evaluated responsive to the RFP; and,

WHEREAS, the term of this contract shall be for two years, with an option to renew for three additional twelve-month periods. Contract renewal will 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 execute contracts for right of way acquisition services with Moreland Altobelli Associates (Duluth, GA), and Gresham, Smith and Partners (Atlanta, GA), on an “as needed” basis, based on cost and availability at the time services are needed. Funding for projects will be funded with the Local Option Sales Tax or Special Purpose Local Option Sales Tax.


_________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2018 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 Garrett voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.


_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor