Agenda Item # 7
Columbus Consolidated Government

Council Meeting

October 28, 2014

Agenda Report # 45


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) FIRE STATION NO. 9 – RFB NO. 15-0004

It is requested that Council authorize the execution of a construction contract with Pond Constructors (Norcross, GA) in the amount of $2,349,500.00 for the construction of Fire Station No. 9. The new 3-bay fire station will be located at Macon Road at Avalon Road.

The work consists of, but is not limited to, the following major elements: concrete on slab grade, load bearing masonry walls with brick veneer, wood roof trusses, metal roofing, and all civil, paving, landscaping, mechanical, electrical and plumbing.

Per RFQ No. 14-0001, the Engineering Department pre-qualified six (6) contractors to bid on the project. On August 7, 2014, bid postcard invitations were mailed to the six (6) contractors and the RFB was posted on the City’s website and Georgia Procurement Registry. This bid has been advertised, opened and reviewed. Bids were received on September 10, 2014 from the following five (5) pre-qualified contractors:


CONTRACTOR
BID
DBE
PARTICIPATION
Pond Constructors (Norcross, GA)
$ 2,349,500.00
14%
Anderson Construction Company of Fort Gaines (Fort Gaines, GA)
2,358,340.00
0%
River City Contracting, Inc. (Columbus, GA)
2,446,917.00
Vendor did not provide the information
Batson-Cook Construction (West Point, GA)
2,642,370.00
Vendor did not provide the information
Brasfield & Gorrie (Columbus, GA)
3,325,100.00
3%

Funds are budgeted in the FY15 Budget: $1,874,500.00 from CBA Bonds – Fire/EMS Station – General Construction – Fire Station No. 9; 0559-800-2100-BAFE-7661-82001-20100 and $475,000.00 from SPLOST Gidden Road, 0540-695-2126-xxxx-53047-20140.
* * * * * *

(B) CHANGE ORDER 1 FOR DOUBLE CHURCHES TENNIS COURT LIGHTING

It is requested that Council authorize the execution of Change Order 1 with S. Electrical Contractors, Inc. (Phenix City, AL) in the amount of $8,400.00 for the Double Churches Tennis Court Lighting project.

Per Resolution No. 198-14, Council authorized S. Electrical Contractors to provide sports lighting services at the tennis courts and batting cages at Double Churches Park. The work includes the installation of power conduit, which is required by code to be installed at least 18” below ground. While attempting to perform the services, the contractor discovered rocks that are a foot below ground and are in 8-10 different areas on the site. The rocks must be removed before the contractor can complete the work, and the approximate cost for removing the rocks is $7,900.00. The contractor also has to remove and dispose of an older wooden pole that is not being used and is close to a cell phone tower. The cost for removing and disposing the pole is $500.00.


DOCUMENT
DESCRIPTION
AMOUNT
Original ContractSports lighting services for the Double Churches tennis courts and batting cages.
$ 57,921.00
Change Order 1Rock removal for conduit installation and Removal/Disposal of existing pole.
8,400.00
New Contract Amount
$ 66,321.00


Funds are available in the FY15 Budget: LOST-Infrastructure – Parks and Recreation – Park Services – General Construction – Double Churches Tennis Court Lighting; 0109-270-9901-PRSV-7661-96018-20130.
* * * * * *

(C) 30’ FOOT LOW FLOOR TROLLEY BUS (ANNUAL CONTRACT) – RFB NO. 15-0001

It is requested that Council authorize the annual contract to purchase 30’ foot low floor trolley buses, from Gillig LLC. (Haywood, CA). The unit price, per fiscal year of the contract is $435,847.00. (Beginning with FY17, Option buses and equipment purchased after initial order will be priced at the base prices shown on the pricing schedule, plus PPI (Producer Price Index) “Category 1413 Truck & Bus Bodies”. Base index used will be index at award date.)

The 30’ foot low floor trolley buses are replacement units for the existing trolley buses. The annual contract will enable METRA to replace old buses on an “as needed” basis for the next five years.

The term of contract shall be for two (2) years, with option to renew for three (3) additional twelve (12) month periods. Contract renewal is contingent upon the City and the Contractor.

Bid postcard invitations were mailed to fifty-four vendors and bid specifications were posted on the web pages of the Purchasing Division and Georgia Procurement Registry. One bid was received August 13, 2014. This bid has been advertised, opened and reviewed. The bidder was:

DESCRIPTION/
VENDOR
Gillig LLC

(Hayward, CA)

Total Unit Price
Unit Cost Per Contract Year
Year 1: FY 15
$435,847.00
Unit Cost Per Contract Year
Year 2: FY 16
$435,847.00
Unit Cost Per Contract Year
Year 3: FY 17
*$435,847.00
Unit Cost Per Contract Year
Year 4: FY 18
*$435,847.00
Unit Cost Per Contract Year
Year 5: FY 19
*$435,847.00

*(Beginning with FY17, Option buses and equipment purchased after initial order will be priced at the base prices shown on the pricing schedule, plus PPI (Producer Price Index) “Category 1413 Truck & Bus Bodies”. Base index used will be index at award date.)

Funds will be budgeted each fiscal year for this ongoing expense: Transportation Fund – METRA – MFTA – Buses; 0751-610-2400-MFTA-7724 (City 10%, State 10% and Federal 80%). (D) TREE REMOVAL SERVICES (ANNUAL CONTRACT) - RFB NO. 15-0008

It is requested that Council approve the execution of a tree removal service contract with Elite Tree Service, Inc. (Columbus, GA). The bid price is based on various tree sizes, and the services will be utilized on an "as needed" basis. The Public Works Department budgets approximately $70,000.00 per year for these services.

The vendor will remove trees at various locations within the City, which are in hazardous conditions and could pose a serious liability for the City.

The contract term will be for two (2) years with the option to renew for three additional twelve-month periods.

Bid postcard invitations were mailed to forty-five vendors and bid specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry. One bid was received September 24, 2014. This bid has been advertised, opened and reviewed. The bidder was:


DIAMETER-BREADTH-HEIGHT
UNIT PRICES FOR TREE REMOVAL SERVICES
Elite Tree Service, Inc.
(Columbus, GA)
6" - 11"$300.00
12" - 17"$500.00
18" - 23"$850.00
24" - 29"$1,300.00
30" - 35"$1,975.00
36" - 41"$2,675.00
42" - 47"$3,250.00
48" - 53"$3,800.00
54" - 60"$4,700.00

Funds are budgeted each fiscal year for this on-going expense: Paving Fund – Public Works – Urban Forestry and Beautification Right-of-Way Maintenance - Contractual Services; 0203-260-3120-ROWM-6319.
* * * * * *

(E) ArcGIS SOFTWARE LICENSE AND MAINTENANCE

It is requested that Council approve payment to ESRI (Redlands, California) in the amount of $38,065.07, for the annual ArcGIS Software Maintenance and License covering the period from November 16, 2014 through November 15, 2015.

ESRI is the developer of various software packages used by the GIS Division, and other departments, for map generation, as well as, editing and maintaining the City’s tax parcels, streets zoning and land use databases. Consequently, the vendor is considered an Only Known Source for the maintenance and support of the software, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in FY15 Budget: General Fund - Information Technology – Software Lease; 0101-210-1000-ISS-6541.
ITEM A”
A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH POND CONSTRUCTORS (NORCROSS, GA) IN THE AMOUNT OF $2,349,500.00 FOR THE CONSTRUCTION OF FIRE STATION NO. 9.


WHEREAS, the new 3-bay fire station will be located at Macon Road at Avalon Road; and,

WHEREAS, the work consists of, but is not limited to, the following major elements: concrete on slab grade, load bearing masonry walls with brick veneer, wood roof trusses, metal roofing, and all civil, paving, landscaping, mechanical, electrical and plumbing.

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

That the City Manager is hereby authorized to execute a construction contract with Pond Constructors (Norcross, GA) in the amount of $2,349,500.00 for the construction of Fire Station No. 9. Funds are budgeted in the FY15 Budget: $1,874,500.00 from CBA Bonds – Fire/EMS Station – General Construction – Fire Station No. 9; 0559-800-2100-BAFE-7661-82001-20100 and $475,000.00 from SPLOST Gidden Road, 0540-695-2126-xxxx-53047-20140.
_______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2014 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 EXECUTION OF CHANGE ORDER 1 WITH S. ELECTRICAL CONTRACTORS, INC. (PHENIX CITY, AL) IN THE AMOUNT OF $8,400.00 FOR THE DOUBLE CHURCHES TENNIS COURT LIGHTING PROJECT.

WHEREAS, per Resolution No. 198-14, Council authorized S. Electrical Contractors to provide sports lighting services at the tennis courts and batting cages at Double Churches Park; and,

WHEREAS, the work includes the installation of power conduit, which is required by code to be installed at least 18” below ground. While attempting to perform the services, the contractor discovered rocks that are a foot below ground and are in 8-10 different areas on the site. The rocks must be removed before the contractor can complete the work, and the approximate cost for removing the rocks is $7,900.00. The contractor also has to remove and dispose of an older wooden pole that is not being used and is close to a cell phone tower. The cost for removing and disposing the pole is $500.00.

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

That the City Manager is hereby authorized to execute Change Order 1 with S. Electrical Contractors, Inc. (Phenix City, AL) in the amount of $8,400.00 for the Double Churches Tennis Court Lighting project. Funds are available in the FY15 Budget: LOST-Infrastructure – Parks and Recreation – Park Services – General Construction – Double Churches Tennis Court Lighting; 0109-270-9901-PRSV-7661-96018-20130.
_____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2014 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 ANNUAL CONTRACT TO PURCHASE 30’ FOOT LOW FLOOR TROLLEY BUSES, FROM GILLIG, LLC (HAYWARD, CA. THE UNIT PRICE, PER FISCAL YEAR OF THE CONTRACT IS $435,847.00 (BEGINNING WITH FY17, OPTION BUSES AND EQUIPMENT PURCHASED AFTER INITIAL ORDER WILL BE PRICED AT THE BASE PRICES SHOWN ON THIS PRICING SCHEDULED PLUS PPI (PRODUCER PRICE INDEX) "CATEGORY 1413 TRUCK & BUS BODIES". BASE INDEX USED WILL BE INDEX AT AWARD DATE.)

WHEREAS, the 30’ foot low floor trolley buses are replacement units for the existing trolley buses. The annual contract will enable METRA to replace old buses on an “as needed” basis for the next five years; and,

WHEREAS, the term of contract shall be for two (2) years, with option to renew for three (3) additional twelve (12) month periods. Contract renewal is contingent upon the City and the Contractor.

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

That the City Manager, is hereby authorized to enter into an annual contract to purchase 30’ foot low floor trolley buses, from Gillig LLC (Hayward, CA). The unit price, per fiscal year of the contract is $435,847.00. (Beginning with FY17, Option buses and equipment purchased after initial order will be priced at the base prices shown on the pricing schedule, plus PPI (Producer Price Index) “Category 1413 Truck & Bus Bodies”. Base index used will be index at award date.) The term of contract shall be for two (2) years, with option to renew for three (3) additional twelve (12) month periods. Contract renewal is contingent upon the City and the Contractor. Funds will be budgeted each fiscal year for this ongoing expense: Transportation Fund – METRA – MFTA – Buses; 0751-610-2400-MFTA-7724 (City 10%, State 10% and Federal 80%).
_____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ___________, 2014 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 AN ANNUAL CONTRACT FOR TREE REMOVAL SERIVE CONTRACT WITH ELITE TREE SERVICE, INC. (COLUMBUS, GA). THE BID PRICE IS BASED ON VARIOUS TREE SIZES, AND THE SERVICES WILL BE UTILIZED ON AN "AS NEEDED" BASIS. THE PUBLIC WORKS DEPARTMENT BUDGETS APPROXIMATELY $70,000 PER YEAR FOR THESE SERVICES.

WHEREAS, Elite Tree Service, Inc. (Columbus, GA) will remove various sized trees within the City on an “as needed” basis; and,

WHEREAS, the contract term will be for two (2) years with the option to renew for three additional twelve-month periods.

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

That the City Manager is hereby authorized to execute a contract for tree removal services with Elite Tree Service, Inc. (Columbus, GA) on an “as needed basis” for the Public Works Department. The Public Works Department budgets approximately $70,000.00 per year for these services. Funds are budgeted each fiscal year for this on-going expense: Paving Fund – Public Works – Urban Forestry and Beautification Right-of-Way Maintenance - Contractual Services; 0203-260-3120-ROWM-6319
_____________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2014 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 PAYMENT TO ESRI (REDLANDS, CALIFORNIA) IN THE AMOUNT OF $38,065.07, FOR THE ANNUAL ARCGIS SOFTWARE MAINTENANCE AND LICENSE COVERING THE PERIOD FROM NOVEMBER 16, 2014 THROUGH NOVEMBER 15, 2015.

WHEREAS, ESRI is the developer of various software packages used by the GIS Division, and other departments, for map generation, as well as, for editing and maintaining the City’s tax parcels, streets zoning and land use databases. Consequently, the vendor is considered an Only Known Source for the maintenance and support of the software, per Section 3-114 of the Procurement Ordinance.

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

That the City Manager is hereby authorized to make payment to ESRI (Redlands, California) in the amount of $38,065.07, for the annual ArcGIS Software Maintenance and License covering the period from November 16, 2014 through November 15, 2015. Funds are budgeted in FY15 Budget: General Fund - Information Technology – Software Lease; 0101-210-1000-ISS-6541.
______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2014 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