Agenda Item # 6
Columbus Consolidated Government
Council Meeting

October 9, 2018

Agenda Report # 38

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) PINE GROVE MUNICIPAL SOLID WASTE LANDFILL: C & D AREA 3 – RFB NO. 19-0007

It is requested that Council authorize the execution of a construction contract with McLeRoy Equipment, LLC (Zebulon, GA) in the amount of $610,404.00 for a Construction and Demolition (C&D) landfill cell at Pine Grove Municipal Solid Waste Landfill.

The project consists of providing all labor, materials, tools, equipment, services and incidentals, and performing all work required to construct-in-place a C & D landfill cell. The work consists of approximately 43,307 cubic yards of excavation, 15,425 cubic yards of structural fill, sediment pond cleaning, 1,789 square yards of all-weather access road, and erosion and sedimentation control items.

Specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on August 15, 2018. A mandatory pre-bid conference/site visit was held on September 12, 2018; eight (8) contractors were represented at the conference/site visit. Two (2) bids were received on September 26, 2018. The bidders were:


Contractors
Base Bid
Alternate
DBE
Participation
McLeRoy Equipment, LLC
(Zebulon, GA)
$ 610,404.00
$ 622,005.50
13.01%
Shamrock Environmental Corporation
(Browns Summit, NC)
826,045.16
1,096,248.25
10.37%


Funds are budgeted in the FY19 Budget: Integrated Waste Management Fund – Capital Projects – Integrated Waste Supported Capital Projects – Engineering/Architectural Services – Pine Grove Construction & Demo Landfill Expansion; 0207-660-4000-CPIW-6338-20733-20190.

* * * * * * * *

(B) REFUSE TRUCK ENGINE REPAIR

It is requested that Council approve payment to Albany Service Center/Cummins Power South (Albany, GA), in the amount of $16,817.89, for repair services performed on a Peterbilt Refuse Truck, Vehicle #6903.

The Refuse Truck, which has a Cummins engine, was towed to Albany Service Center, in Albany, GA, due to engine problems. It was found the vehicle needed an in-frame overhaul. The refuse truck is used to collect waste and is crucial to the collection route. Consequently, the truck has been repaired and is back in service.

Albany Service Center/Cummins Power South, the authorized Cummins engine distributer and repair service dealer, performed the repair. Therefore, the vendor is deemed an only known source per the Procurement Ordinance, Article 3-114.

Funds are available in the FY19 Budget: Integrated Waste Management – Public Works – Solid Waste Collection – Auto Parts and Supplies; 0207-260-3510-6721-GARB.
* * * * * * * *

(C) LOT CLEARING SERVICES (ANNUAL CONTRACT) – RFB NO. 13-0030

It is requested that Council approve the contract with Aspire Landscaping, Inc. (Cumming, GA) as an additional contractor to provide Lot Clearing Services: Option 1 – Grass Cutting Only, on an “as needed” basis for the estimated annual contract value of $77,280.00. Aspire Landscaping will be added to the current list of contractors to provide Lot Clearing Services.

The current Lot Clearing Services contract, approved per Resolution 85-18 on February 27, 2018, was awarded to the following Contractors: Yard Pro Lawncare & Landscaping (Lanett, AL), as the Primary Contractor Option 1, and Outdoor Solutions (Columbus, GA) as the Secondary Contractor – Option 2. The Inspections and Code Department has determined the current contractors have been unable to meet the demand for services, and therefore a third contractor has been requested. Aspire Landscaping, Inc., submitted the fourth lowest bid and submitted their written agreement to provide the services at the same submitted bid prices, contingent upon Council approval. The third lowest bidder, Yard-Nique, Inc., submitted a written declination.

The contract is currently in the first term, ending March 11, 2020, with the option to renew for three additional twelve-month periods. Contract renewal will be contingent upon the mutual agreement of the City and the Contractors.

Bid information was posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on January 5, 2018. Five (5) bids were received on January 31, 2018. This bid has been advertised, opened and reviewed. The bidders were:

Outdoor Solutions (Columbus, GA)
YardPro Lawncare & Landscaping (Lanett, AL)
Yard-Nique, Inc. (Sharpsburg, GA)
Aspire Landscaping, Inc. (Cumming, GA)
Absolute Quality Services, LLC (Columbus, GA)
Total Option 1
Grass Cutting Only:
$ 42,872.00
$ 41,360.00
$ 48,200.00
$ 77,280.00
$ 99,000.00
Total Option 2
Solid Waste Removal Only:
$ 18,120.00
$ 43,164.00
No Bid
No Bid
$ 214,800.00
Total Extended Cost:
$ 60,992.00
$ 84,524.00
$ 48,200.00
$ 77,280.00
$ 313,800.00
Funds are budgeted each fiscal year for this ongoing expense: General Fund – Community Development – Special Enforcement – Lot Cleaning and Maintenance; 0101-240-2400-SENF-6382.
* * * * * * * *

(D) REPLACEMENT PLAYGROUND EQUIPMENT FOR 29TH STREET RECREATION CENTER

It is requested that Council approve the purchase of replacement playground equipment, for the 29th Street Recreation Center, from GameTime/Dominica Recreation Products, Inc. (Longwood, FL), in the amount of $149,973.00, by cooperative purchase via US Communities Contract #2017001134.

The current playground equipment at the 29th Street Recreation Center is in dire need of replacement. The playground and center is needed to serve the population in that neighborhood and improve quality of life for the children in that area.

GameTime was the successful vendor awarded the contract to provide Playground and Outdoor Fitness Equipment, Site Accessories, Surfacing and Related Products and Services, per RFP #269-2017-028. The initial 5-year contract term is July 1, 2017 – June 30, 2022, with the option to renew for two (2) additional two (2) year periods. U.S. Communities is the leading national government purchasing cooperative, providing government procurement resources and solutions to local and state government agencies, school districts (K-12), higher education institutes, and nonprofits looking for the best overall supplier government pricing. The City’s Procurement Ordinance, Article 9-101, authorizes the use of cooperative purchasing.

The total cost of the playground equipment is $191,300.49, of which only $149,973.00 will be paid by a Community Development Block Grant, per Resolution #230-18. The difference of $41,327.49 will be donated by the vendor to the City through vendor discounts and other state grant initiative discounts.

Funds are available in the FY19 Budget: Community Development Block Grant – Community Reinvestment – Neighborhood Parks – Site Improvements; 0210-245-3140-NPRK-7623.

“ITEM A”
A RESOLUTION
NO._____


A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH MCLEROY EQUIPMENT, LLC (ZEBULON, GA) IN THE AMOUNT OF $610,404.00 FOR A CONSTRUCTION AND DEMOLITION (C&D) LANDFILL CELL AT PINE GROVE MUNICIPAL SOLID WASTE LANDFILL.

WHEREAS, the project consists of providing all labor, materials, tools, equipment, services and incidentals, and performing all work required to construct-in-place a C & D landfill cell. The work consists of approximately 43,307 cubic yards of excavation, 15,425 cubic yards of structural fill, sediment pond cleaning, 1,789 square yards of all-weather access road, and erosion and sedimentation control items.

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

That the City Manager is hereby authorized to execute a construction contract with McLeRoy Equipment, LLC (Zebulon, GA) in the amount of $610,404.00 for a Construction and Demolition (C&D) landfill cell at Pine Grove Municipal Solid Waste Landfill. Funds are budgeted in the FY19 Budget: Integrated Waste Management Fund – Capital Projects – Integrated Waste Supported Capital Projects – Engineering/Architectural Services – Pine Grove Construction & Demo Landfill Expansion; 0207-660-4000-CPIW-6338-20733-20190.
__________________

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 House voting _____________.
Councilor Huff voting _____________.
Councilor Thomas voting _____________.
Councilor Turner Pugh voting _____________.
Councilor Woodson voting _____________.



___________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor


“ITEM B”
A RESOLUTION
NO.____


A RESOLUTION AUTHORIZING PAYMENT TO ALBANY SERVICE CENTER/CUMMINS POWER SOUTH (ALBANY, GA), IN THE AMOUNT OF $16,817.89, FOR REPAIR SERVICES PERFORMED ON A PETERBILT REFUSE TRUCK, VEHICLE #6903.

WHEREAS, The Refuse Truck, which has a Cummins engine, was towed to Albany Service Center, in Albany, GA, due to engine problems. It was found the vehicle needed an in-frame overhaul. The refuse truck is used to collect waste and is crucial to the collection route. Consequently, the truck has been repaired and is back in service; and,

WHEREAS, Albany Service Center/Cummins Power South, the authorized Cummins engine distributer and repair service dealer, performed the repair. 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 payment to Albany Service Center/Cummins Power South (Albany, GA), in the amount of $16,817.89, for repair services performed on a Peterbilt Refuse Truck, Vehicle #6903. Funds are available in the FY19 Budget: Integrated Waste Management – Public Works – Solid Waste Collection – Auto Parts and Supplies; 0207-260-3510-6721-GARB.
______________

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 House voting _____________.
Councilor Huff voting _____________.
Councilor Thomas voting _____________.
Councilor Turner Pugh voting _____________.
Councilor Woodson voting _____________.



___________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor



“ITEM C”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH ASPIRE LANDSCAPING, INC. (CUMMING, GA) AS AN ADDITIONAL CONTRACTOR TO PROVIDE LOT CLEARING SERVICES: OPTION 1 – GRASS CUTTING ONLY, ON AN “AS NEEDED” BASIS FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $77,280.00. ASPIRE LANDSCAPING WILL BE ADDED TO THE CURRENT LIST OF CONTRACTORS TO PROVIDE LOT CLEARING SERVICES.

WHEREAS, the current Lot Clearing Services contract, approved per Resolution 85-18 on February 27, 2018, was awarded to the following Contractors: Yard Pro Lawncare & Landscaping (Lanett, AL), as the Primary Contractor Option 1, and Outdoor Solutions (Columbus, GA) as the Secondary Contractor – Option 2.; and,

WHEREAS, the Inspections and Code Department has determined the current contractors have been unable to meet the demand for services, and therefore a third contractor has been requested; and,

WHEREAS, Aspire Landscaping, Inc., submitted the fourth lowest bid and submitted their written agreement to provide the services at the same submitted bid prices, contingent upon Council approval. The third lowest bidder, Yard-Nique, Inc., submitted a written declination; and,

WHEREAS, the contract is currently in the first term, ending March 11, 2020, with the option to renew for three additional twelve-month periods. Contract renewal will be contingent upon the mutual agreement of the City and the Contractors.

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

That the City Manager is hereby authorized to execute a contract with contract with Aspire Landscaping, Inc. (Cumming, GA) as an additional contractor to provide Lot Clearing Services: Option 1 – Grass Cutting Only, on an “as needed” basis for the estimated annual contract value of $77,280.00. Aspire Landscaping will be added to the current list of contractors to provide Lot Clearing Services. Funds are budgeted each fiscal year for this ongoing expense: General Fund – Community Development – Special Enforcement – Lot Cleaning and Maintenance; 0101-240-2400-SENF-6382.
_________________

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 House voting _____________.
Councilor Huff voting _____________.
Councilor Thomas voting _____________.
Councilor Turner Pugh voting _____________.
Councilor Woodson voting _____________.



___________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor



“ITEM D”
A RESOLUTION

NO.

A RESOLUTION AUTHORIZING THE PURCHASE OF REPLACEMENT PLAYGROUND EQUIPMENT, FOR THE 29TH STREET RECREATION CENTER, FROM GAMETIME/DOMINICA RECREATION PRODUCTS, INC. (LONGWOOD, FL), IN THE AMOUNT OF $149,973.00, BY COOPERATIVE PURCHASE VIA US COMMUNITIES CONTRACT #2017001134.

WHEREAS, the current playground equipment at the 29th Street Recreation Center is in dire need of replacement. The playground and center is needed to serve the population in that neighborhood, and improve the quality of life for the children in that area; and,

WHEREAS, GameTime was the successful vendor awarded the contract to provide Playground and Outdoor Fitness Equipment, Site Accessories, Surfacing and Related Products and Services, per RFP #269-2017-028. The initial 5-year contract term is July 1, 2017 – June 30, 2022, with the option to renew for two (2) additional two (2) year periods. U.S. Communities is the leading national government purchasing cooperative, providing government procurement resources and solutions to local and state government agencies, school districts (K-12), higher education institutes, and nonprofits looking for the best overall supplier government pricing. The City’s Procurement Ordinance, Article 9-101, authorizes the use of cooperative purchasing; and,

WHEREAS, the total cost of the playground equipment is $191,300.49, of which only $149,973.00 will be paid by a Community Development Block Grant, per Resolution #230-18. The difference of $41,327.49 will be donated by the vendor to the City through vendor discounts and other state grant initiative discounts.

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

That the City Manager is hereby authorized to purchase replacement playground equipment, for the 29th Street Recreation Center, from GameTime/Dominica Recreation Products, Inc. (Longwood, FL), in the amount of $149,973.00, by cooperative purchase via US Communities Contract #2017001134. Funds are available in the FY19 Budget: Community Development Block Grant – Community Reinvestment – Neighborhood Parks – Site Improvements; 0210-245-3140-NPRK-7623.


______________


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 House voting _____________.
Councilor Huff voting _____________.
Councilor Thomas voting _____________.
Councilor Turner Pugh voting _____________.
Councilor Woodson voting _____________.



___________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor