Agenda Item # 2
Columbus Consolidated Government
Council Meeting

October 24, 2017

Agenda Report # 42

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) DECLARATION OF SURPLUS AND DONATION OF MATTRESSES

It is requested that Council declare approximately seventy-five (75) mattresses as surplus, in accordance with section 7-501 of the Charter of Columbus Consolidated Government; and authorize the donation of the surplus equipment to the following non-profit entities:

Valley Rescue MissionSalvation Army
Hope HarborBattered Women’s Shelter
Open Door Community HouseHouse of Mercy
Safe HouseRose Hill United Methodist

The mattresses are vinyl coated, with no stains or wear and were purchased in 2011 at $109.00 each. The Fire/EMS Department wishes to declare the mattresses as surplus because they were purchased to replace old mattresses at the Fire Stations; however, the Department determined the mattresses did not work well for their needs.
* * * * * * * *

(B) VARIOUS TYPES OF PATCHES AND EMBLEMS (ANNUAL CONTRACT) - RFB No. 18-0007

It is requested that Council approve the purchase of various types of patches and emblems from Mazz, Inc. dba Midwest Swiss Embroideries Company, Inc. (Chicago, IL) for the total estimated annual contract value of $31,555.06. The patches and emblems will be used by Public Works, Fire & EMS Department, Police Department, Marshal’s Office, Sheriff’s Office, Metra and the Muscogee County Prison. The contract term shall be for three years with option to renew for two additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the City and the Contractor.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Eleven (11) bids were received on September 20, 2017. This bid has been advertised, opened and reviewed. The bidders were:

DESCRIPTION/VENDORS
Total Estimated Contract Value
1. Mazz, Inc. dba Midwest Swiss Embroideries Company, Inc. (Chicago, IL)
$31,555.06
2. Carolina Emblem (Campobello, SC)
$32,593.08
3. Schweizer Emblem Company (Waukesha, WI)
$33,297.14
4. Premier Emblem (San Antonio, TX)
$34,249.80
5. Allcity Label & Tag co., Inc. (NY, NY)
$40,504.00
6. JD Solutions, Inc. (Garden City, GA)
$52,559.21
7. GT Distributors of GA, Inc. (Rossville, GA)
$54,319.58
8. Bay Promo, LLC (Wesley Chapel, FL)
$57,772.46
9. Hallmark Emblems, Inc. (Tampa, FL)
$60,112.20
10. Point Emblems (Roy, UT)
$86,677.82
11. Classic Medallics, Inc. (Mt. Vernon, NY)
$102,462.65
Funds are budgeted each fiscal year for this ongoing expense: General Fund - Police Department - Support Services - Operating Materials, 0101-400-2200-STAF-6728; Fire & EMS, Logistics/Support – Operating Materials, Uniforms; 0101-410-3610-LOGI-6728, 6781; Marshal’s Office – Uniforms, 0101-530-3000-MRSH-6781; Sheriff’s Office – Jail – Uniforms; 0101-550-2600-JAIL-6781; Muscogee County Prison – Warden – Uniforms; 0101-420-1000-MCCI-6781; Transportation Fund – Metra Operations – Uniforms; 0751-610-2100-METO-6781; Public Services – Various Accounts - Uniforms.
* * * * * * * *

(C) BALL FIELD SOIL CONDITIONER (ANNUAL CONTRACT) – RFB NO. 18-0010

It is requested that Council approve the annual contract for the purchase of Ball Field Soil Conditioner on an "as needed" basis” from Kelly Seed Company, LLC (Hartford, AL), Green Acres Supplies, Inc. (Watkinsville, GA) and Columbus Trophy & Screenprint, Inc. (Columbus, GA) for the estimated annual contract value of $44,739.50. Ball Field Soil Conditioner consists of Soil Conditioner Medium Grade, Soil Conditioner Fine Grade, Mound Clay, Infield Mix and Field Chalk.

The Park Services Division, of Parks and Recreation, will use the ball field conditioner to absorb moisture on the ball fields, usually after it has rained, and specifically, to get ball fields ready for play during tournaments. The contract period shall be for two (2) year, with the option to renew for three (3) additional twelve-month periods.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Three (3) bids were received on September 20, 2017. This bid has been advertised, opened and reviewed. The bidders were:

Vendors/Description
Soil Conditioner (Medium Grade)
Soil Conditioner
(Fine Grade)
Mound Clay
Infield Mix
Field Chalk

Estimate Quantity
1,600 Bags
(40 Pallets)
800 Bags
(20 Pallets)
400 Bags
(10 Pallets)
250 Tons
50lb Bags
Kelly Seed Co., LLC.
(Hartford, AL)
$9.10 per bag $14,560.00
$7.10 per bag $5,680.00
$7.35 per bag $2,940.00
NB
$4.85 per bag
Green Acres Supplies, Inc. (Watkinsville, GA)
NB
NB
NB
$69.95 per ton $17,487.50
NB
Columbus Trophy & Screenprint, Inc.
(Columbus, GA)
$8.25 per bag $13,200.00
$8.25 per bag $6,600.00
$8.25 per bag $3,300.00
$74.00 per ton $18,500.00
$5.25 per bag

Funds will be budgeted each fiscal year for this ongoing expense: General Fund – Parks and Recreation - Park Services – Operating Materials; 0101-270-2100-PSRV-6728.
* * * * * * * *


(D) PAINT (INTERIOR /EXTERIOR) AND ACCESSORIES

It is requested that Council approve the purchase of Paint, Interior/Exterior and Accessories from Sherwin Williams, for the annual estimated contract value of $25,000.00. The purchases will be made via Georgia Statewide Contract, SWC99999-001-SPD0000144-001, through September 30, 2019, and any additional contract renewals awarded by the State.

In addition to paint products, the State contract also includes an average of 46.67% discount off of National Published list prices for Non-Core Paints and Paint Accessories.

The paint supplies will be purchased on an “as needed basis” by Facilities Maintenance Division and other departments for the upkeep of City buildings.

Funds are budgeted each fiscal year for this ongoing expense: General Fund - Public Works - Other Maintenance /Repairs – Facilities Maintenance – Building Maintenance – Parks & Recreation, Public Safety, General Government; 0101-260-3710-MNTN-6527, 6528, 6529.
* * * * * * * *

(E) REPAIR OF 2009 PETERBUILT DUMP TRUCK

It is requested that Council approve payment to Cummins Power South (Albany, GA), in the amount of $17,657.71, for the repair of a 2009 Peterbuilt Dump Truck, Vehicle #11118

The vehicle’s engine needed to be overhauled (re-built) due to its consistent use since 2009. The drivetrain and dump body were in very good condition, but the engine had to be rebuilt or the equipment would need to be replaced. The original purchase price for this vehicle was $93,000.00; the replacement purchase price would be in excess of $135,000. The choice to rebuild this engine at a cost of $17,657.71 was the most economical decision for a piece of equipment that is used in the daily operations of the Street Division. This equipment is not scheduled to be replaced.

The dump truck has a Cummins engine, consequently, Cummins Power South was selected by Fleet Maintenance to re-build the engine.

Funds are available in the FY18 Budget: Paving Fund – Public Works – Repairs and Maintenance - Auto Parts and Supplies; 0203 – 260 – 3110 – REPR - 6721.
* * * * * * * *


(F) CONTRACT AMENDMENT 3 FOR PUBLIC TRANSIT NEEDS ASSESSMENT – RFP NO. 13-0029

It is requested that Council authorize the execution of Contract Amendment 3, in an amount not to exceed $35,882.72, with Connetics Transportation Group (Roswell, GA) for the Public Transit Needs Assessment.

Per Resolution No. 278-13, Council authorized Connetics Transportation Group to assess the services provided and the ridership for METRA. On October 22, 2016, METRA launched its revamped transit network for the citizens of Columbus. As the one-year anniversary of the system relaunch nears, METRA has identified a need for additional assistance from Connetics Transportation Group to complete a one-year route performance evaluation and identify recommendations to maximize system performance. Upon completion of the evaluation and recommendations, METRA is also seeking support to implement the recommendations.


Document
Description
Amount
Original ContractAssessed and identified existing conditions, detailed existing needs for public transportation, described future growth for those needs, and recommended fixed routes and a paratransit route to be implemented short range (1-5 years) and long range (6-10 years)
149,792.00
Amendment 1Presentation for Council: prepared a summary of the final report as a handout for distribution to Council members, the Mayor, and staff; prepared a PowerPoint presentation summarizing the Transit Needs Assessment; a representative traveled to Columbus to make a presentation to Council and respond to questions.
5,555.85
Amendment 2As part of the steps required to move forward towards implementation, the contractor assisted with refinements to and implementation of the service plan recommendations, to include: service and financial plan refinements; bus stop siting and amenities; scheduling and run cutting and operations summary.
140,659.17
Amendment 3As the one-year anniversary of the system relaunch nears, METRA has identified a need for additional assistance from Connetics Transportation Group to complete a one-year route performance evaluation and identify recommendations to maximize system performance. Upon completion of the evaluation and recommendations, METRA is also seeking support to implement the recommendations. The services include project management; assessment of trip-level and stop-level ridership; develop recommendations; and implement recommendations.
35,882.72
New Contract Amount
$ 331,889.74


Funding is available in the FY18 Budget: Transportation Fund – Metra – TSPLOST- Captial – Consulting – Bus Route Study; 0751-610-2500-MTSP-6315-68001-20140.

“ITEM A”
A RESOLUTION
NO.________

A RESOLUTION AUTHORIZING THE DECLARATION OF APPROXIMATELY SEVENTY-FIVE (75) MATTRESSES AS SURPLUS, IN ACCORDANCE WITH SECTION 7-501 OF THE CHARTER OF COLUMBUS CONSOLIDATED GOVERNMENT; AND AUTHORIZE THE DONATION OF THE SURPLUS EQUIPMENT TO THE FOLLOWING NON-PROFIT ENTITIES:

VALLEY RESCUE MISSIONSALVATION ARMY
HOPE HARBORBATTERED WOMEN’S SHELTER
OPEN DOOR COMMUNITY HOUSEHOUSE OF MERCY
SAFE HOUSEROSE HILL UNITED METHODIST

WHEREAS, the mattresses are vinyl coated, with no stains or wear and were purchased in 2011 at $109.00 each; and,

WHEREAS, the Fire/EMS Department wishes to declare the mattresses as surplus because they were purchased to replace old mattresses at the Fire Stations; however, the Department determined the mattresses did not work well for their needs.

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

That the City Manager is hereby authorized to declare approximately seventy-five (75) mattresses as surplus, in accordance with section 7-501 of the Charter of Columbus Consolidated Government; and is also authorized to donate the surplus equipment to the following non-profit entities:

Valley Rescue MissionSalvation Army
Hope HarborBattered Women’s Shelter
Open Door Community HouseHouse of Mercy
Safe HouseRose Hill United Methodist

__________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis voting __________.
Councilor Henderson 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 THE PURCHASE OF VARIOUS TYPES OF PATCHES AND EMBLEMS FROM MAZZ, INC. DBA MIDWEST SWISS EMBROIDERIES COMPANY, INC., (CHICAGO, IL) FOR THE TOTAL ESTIMATED ANNUAL CONTRACT VALUE OF $31,555.06.


WHEREAS, the patches will be purchased on an "as needed" basis by Public Works, Fire & EMS Department, Police Department, Marshal’s Department, Sheriff’s Department, Metra and the Muscogee County Prison; and,

WHEREAS, the term of contract shall be for three years with the option to renew for two additional twelve month periods. Contract renewal is 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 purchase various types of patches and emblems from Mazz, Inc. dba Midwest Swiss Embroideries Company, Inc. (Chicago, IL) for the estimated annual contract value of $31,555.06. Funds are budgeted each fiscal year for this ongoing expense: General Fund - Police Department - Support Services - Operating Materials; 0101-400-2200-STAF-6728; Fire & EMS, Logistics/Support – Operating Materials, Uniforms; 0101-410-3610-LOGI-6728, 6781; Marshal’s Office – Uniforms; 0101-530-3000-MRSH-6781; Sheriff’s Office – Jail – Uniforms; 0101-550-2600-JAIL-6781; Muscogee County Prison – Warden – Uniforms; 0101-420-1000-MCCI-6781; Transportation Fund – Metra Operations – Uniforms; 0751-610-2100-METO-6781; Public Services – Various Accounts - Uniforms.

____________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis voting __________.
Councilor Henderson 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 THE ANNUAL CONTRACT FOR THE PURCHASE OF BALL FIELD SOIL CONDITIONER ON AN "AS NEEDED" BASIS FROM KELLY SEED COMPANY, LLC (HARTFORD, AL), GREEN ACRES SUPPLIES, INC. (WATKINSVILLE, GA) AND COLUMBUS TROPHY & SCREENPRINT, INC. (COLUMBUS, GA) FOR THE ESTIMATED CONTRACT VALUE OF $44,739.50.


WHEREAS, the Park Services Division, of Parks and Recreation, will use the ball field conditioner to absorb moisture on the ball fields, usually after it has rained, and specifically, to get ball fields ready for play during tournaments; and,

WHEREAS, the amount of ball field conditioner to be purchased will be strictly determined by the weather. The contract period shall be for two (2) years, with the option to renew for three (3) additional twelve-month periods.

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

That the City Manager is hereby authorized to enter into an annual contract for the purchase of Ball Field Soil Conditioner on an "as needed" basis” from Kelly Seed Company, LLC. (Hartford, AL), Green Acres Supplies, Inc. (Watkins, GA) and Columbus Trophy & Screenprint, Inc. (Columbus, GA) for the estimated annual contract value of $44,739.50. Funds will be budgeted each fiscal year for this ongoing expense: General Fund – Parks & Recreation - Park Services – Operating Materials; 0101-270-2100-PSRV-6728.

________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis voting __________.
Councilor Henderson 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 OF PAINT, INTERIOR/EXTERIOR AND ACCESSORIES FROM SHERWIN WILLIAMS, FOR THE ANNUAL ESTIMATED CONTRACT VALUE OF $25,000.00. THE PURCHASES WILL BE MADE VIA GEORGIA STATEWIDE CONTRACT, SWC99999-001-SPD0000144-001, THROUGH SEPTEMBER 30, 2019 AND ANY ADDITIONAL CONTRACT RENEWALS AWARDED BY THE STATE.

WHEREAS, the State Contract also includes an average of 46.67% discount off of National Published list prices for Non-Core Paints and Paint Accessories.; and,

WHEREAS, Georgia Statewide contracts are approved for use by local governments, and meet the requirements of the City’s procurement ordinance.

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

That the City Manager is hereby authorized to purchase Paint, Interior/Exterior and Accessories from Sherwin Williams, for the annual estimated contract value of $25,000.00. The purchases will be made via Georgia Statewide Contract, SWC99999-001-SPD0000144-001, through September 30, 2019 and any additional contract renewals awarded by the State. Funds are budgeted each fiscal year for this ongoing expense: General Fund - Public Services - Other Maintenance /Repairs – Facilities Maintenance – Building Maintenance – Parks & Recreation, Public Safety, General Government; 0101-260-3710-MNTN-6527, 6528, 6529.
_________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis voting __________.
Councilor Henderson 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 PAYMENT TO CUMMINS POWER SOUTH (ALBANY, GA), IN THE AMOUNT OF $17,657.71, FOR THE REPAIR OF A 2009 PETERBUILT DUMP TRUCK, VEHICLE #11118.

WHEREAS, the vehicle’s engine needed to be overhauled (re-built) due to its consistent use since 2009. The drivetrain and dump body were in very good condition, but the engine had to be rebuilt or the equipment would need to be replaced; and,

WHEREAS, the original purchase price for this vehicle was $93,000.00; the replacement purchase price would be in excess of $135,000. The choice to rebuild this engine at a cost of $17,657.71 was the most economical decision for a piece of equipment that is used in the daily operations of the Street Division. This equipment is not scheduled to be replaced; and,

WHEREAS, the dump truck has a Cummins engine, consequently, Cummins Power South was selected by Fleet Maintenance to re-build the engine.

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

That the City Manager is hereby authorized to make payment to Cummins Power South (Albany, GA), in the amount of $17,657.71, for the repair of a 2009 Peterbuilt Dump Truck, Vehicle #11118. Funds are available in the FY18 Budget: Paving Fund – Public Works – Repairs and Maintenance - Auto Parts and Supplies; 0203 – 260 – 3110 – REPR - 6721.
_________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis voting __________.
Councilor Henderson 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 F”
A RESOLUTION
NO._________

A RESOLUTION AUTHORIZING THE EXECUTION OF CONTRACT AMENDMENT 3, IN AN AMOUNT NOT TO EXCEED $35,882.72, WITH CONNETICS TRANSPORTATION GROUP (ROSWELL, GA) FOR THE PUBLIC TRANSIT NEEDS ASSESSMENT.

WHEREAS, Per Resolution No. 278-13, Council authorized Connetics Transportation Group to assess the services provided and the ridership for METRA. On October 22, 2016, METRA launched its revamped transit network for the citizens of Columbus; and,

WHEREAS, as the one-year anniversary of the system relaunch nears, METRA has identified a need for additional assistance from Connetics Transportation Group to complete a one-year route performance evaluation and identify recommendations to maximize system performance. Upon completion of the evaluation and recommendations, METRA is also seeking support to implement the recommendations. The services include project management; assessment of trip-level and stop-level ridership; develop recommendations; and implement recommendations.

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

That the City Manager is hereby authorized to execute Contract Amendment 3, in an amount not to exceed $35,882.72, with Connetics Transportation Group (Roswell, GA) for the Public Transit Needs Assessment. Funding is available in the FY18 Budget: Transportation Fund – Metra – TSPLOST- Capital – Consulting – Bus Route Study; 0751-610-2500-MTSP-6315-68001-20140.

__________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.



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