Created on 12/03/2014

Agenda Item # 8

Columbus Consolidated Government
Council Meeting

December 9, 2014

Agenda Report # 61

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department

(A) BREATHING APPARATUS - (ANNUAL CONTRACT) - RFB NO. 15-0005

It is requested that Council approve the annual contract for the purchase of breathing apparatus, spare masks and spare air cylinders, on an “as needed basis”, from Fireline, Inc., (Winder, GA) for the estimated contract value of $224,077.50. This equipment will be used by Fire & EMS Department personnel when entering a burning structure.

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 thirteen vendors and bid specifications were posted on the web pages of the Purchasing Division and Georgia Procurement Registry. One bid was received October 29, 2014. This bid has been advertised, opened and reviewed. The bidder was:

BIDDER	Total Estimated Contract Value
Fireline, Inc. (Winder, GA)	$224,077.50

Funds are budgeted each fiscal year for this ongoing expense: General Fund – Fire & EMS – Logistics/Support – Operating Materials; 0101-410-3610-LOGI-6728.

* * * * * *

(B) TRAFFIC CITATIONS / POLICE (ANNUAL CONTRACT) – RFB NO. 15-0012

It is requested that Council approve the annual contract for the purchase of traffic citations, on an "as needed" basis, from Pro Solutions (Alpharetta, GA), for the estimated contract value of $18,932.48.

Pro Solutions (Alpharetta, GA), will provide fifty-six thousand (56,000) traffic citations, which equates to 2,240 books per year, to be used by the Columbus Police Department. The contract term will be for two years, with the option to renew for three additional twelve-month periods.

Bid postcard invitations were mailed to seventy-six vendors and bid specifications were posted on the web page of the Purchasing Division and the Georgia Procurement Registry. Six bids were received on November 12, 2014. This bid has been advertised, opened and reviewed. The bidders were:

Traffic Citations Police Tab Sheet.doc

Funds are budgeted each fiscal year for this ongoing expense: General Fund - Police – Support Services – Operating Materials; 0101-400-2200-STAF-6728.

* * * * * *

(C) ARTS & CRAFT, HOBBY & RECREATIONAL SUPPLIES (ANNUAL CONTRACT) – RFB NO. 15-0011

It is requested that Council approve the purchase of arts and craft, hobby & recreational supplies from S & S Worldwide, Dick Blick Company, Gulf Coast Sports LLC, Lakeshore Learning Material, Ace Educational Supplies, Excelligence, NASCO, BSN Sports and School Specialty, Inc., at a percentage discount ranging from 5% to 32%, on an “as needed basis”. The Parks and Recreation Department has various divisions, including: Recreation, Seniors, Therapeutics, Pottery, Athletics, Park Services and Cooper Creek Tennis which purchase a variety of arts, craft, hobby and recreational supplies via catalogs and at discount stores. To facilitate these purchases, vendors were asked to submit percentage discount bids, since most vendors offer similar, but not exactly the same type of arts, crafts, hobby and recreational supplies.

The term of this contract period shall be for one year, with the option to renew for four (4) additional twelve-month periods. Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

On October 9, 2014, request for bid postcard invitations were mailed to twenty-eight vendors, and specifications were posted on the websites of the City and Georgia Procurement Registry. The RFB has been advertised, opened and reviewed. The bidders were:

Arts and Craft 2014.doc

Funds are budgeted each fiscal year for this on-going expense: General Fund – Parks & Recreation – Recreation Services – Operating Materials, 0101-270-2400-RECR-6728; General Fund – Parks & Recreation – Senior Citizen’s Center – Operating Materials, 0101-270-4435-SRCR-6728; General Fund – Parks & Recreations – Therapeutics – Operating Materials, 0101-270-4433-THRP-6728; General Fund - Parks & Recreation – Pottery Shop – Operating Materials, 0101-270-4434-POTT-6728; General Fund – Parks & Recreation – Athletics – Operating Materials, 0101-270-3410-ATHL-6728; General Fund – Parks & Recreation – Park Services – Operating Materials, 0101-270-2100-PSRV-6728; General Fund – Parks & Recreation – Cooper Creek Tennis Center – Operating Materials, 0101-270-4048-COPR-6728.

“ITEM A”

A RESOLUTION

NO._____

A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR THE PURCHASE OF BREATHING APPARATUS, SPARE MASKS AND SPARE AIR CYLINDERS, ON AN “AS NEEDED” BASIS, FROM FIRELINE, INC., (WINDER, GA) FOR THE ESTIMATED CONTRACT VALUE OF $224,077.50.

WHEREAS, this equipment will be used by the Fire & EMS Department personnel when entering a burning structure; 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 purchase breathing apparatus, spare masks and spare air cylinders, on an “as needed” basis, from Fireline, Inc., (Winder, GA) for the estimated contract value of $224,077.50. Funds are budgeted each fiscal year for this ongoing expense: General Fund – Fire & EMS – Logistics/Support – Operating Materials; 0101-410-3610-LOGI-6728.

_________________

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 Buck 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 TRAFFIC CITATIONS FROM PRO SOLUTIONS (ALPHARETTA, GA), ON AN “AS NEEDED” BASIS, FOR THE ESTIMATED CONTRACT VALUE OF $18,932.48.

WHEREAS, Pro Solutions (Alpharetta, GA), will provide fifty-six thousand (56,000) traffic citations, which equates to 2,240 books per year, to be used by the Columbus Police Department; and,

WHEREAS, the contract term will be for two 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 purchase traffic citations from Pro Solutions (Alpharetta, GA), on an “as needed basis,” for the estimated contract value of $18,932.48. Funds are budgeted each fiscal year for this ongoing expense: General Fund - Police – Support Services – Operating Materials; 0101-400-2200-POLC-6728.

__________________________

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 Buck 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 PURCHASE OF ARTS AND CRAFT, HOBBY & RECREATIONAL SUPPLIES FROM S & S WORLDWIDE, DICK BLICK COMPANY, GULF COAST SPORTS LLC, LAKESHORE LEARNING MATERIAL, ACE EDUCATIONAL SUPPLIES, EXCELLIGENCE, NASCO, BSN SPORTS AND SCHOOL SPECIALTY AT PERCENTAGE DISCOUNTS, RANGING FROM 5% TO 32%, ON AN “AS NEEDED BASIS”.

WHEREAS, the Parks and Recreation Department has various divisions, including: Recreation, Seniors, Therapeutics, Pottery, Athletics, Park Services and Cooper Creek Tennis which purchase a variety of arts, craft, hobby and recreational supplies via catalogs and at discount stores; and,

WHEREAS, the contract term shall be for one year, with the option to renew for four (4) 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 purchase arts and craft supplies from S & S Worldwide, Dick Blick Company, Gulf Coast Sports LLC, Lakeshore Learning Material, Ace Educational Supplies, Excelligence, NASCO, BSN Sports and School Specialty, Inc., at a percentage discount ranging from 5% to 32%, on an “as needed basis”. Funds are budgeted each fiscal year for this on-going expense: General Fund – Parks & Recreation – Recreation Services – Operating Materials, 0101-270-2400-RECR-6728; General Fund – Parks & Recreation – Senior Citizen’s Center – Operating Materials, 0101-270-4435-SRCR-6728; General Fund – Parks & Recreations – Therapeutics – Operating Materials, 0101-270-4433-THRP-6728; General Fund - Parks & Recreation – Pottery Shop – Operating Materials, 0101-270-4434-POTT-6728; General Fund – Parks & Recreation – Athletics – Operating Materials, 0101-270-3410-ATHL-6728; General Fund – Parks & Recreation – Park Services – Operating Materials, 0101-270-2100-PSRV-6728; General Fund – Parks & Recreation – Cooper Creek Tennis Center – Operating Materials, 0101-270-4048-COPR-6728.

___________________

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 Buck 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