Agenda Item # 9
Columbus Consolidated Government
Council Meeting

May 13, 2014

Agenda Report # 120

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) STATE MANDATED SOLID WASTE DISPOSAL FEES

It is requested that Council approve payment to Georgia Department of Natural Resources for state mandated solid waste disposal fees in the amount of $52,957.28. A total of 72,050.715 tons of solid waste was disposed, at Pine Grove Landfill, between January 1, 2013 and December 31, 2013.

Funds are budgeted in the FY14 Budget: Integrated Waste Management Fund - Public Services - Pine Grove Landfill – State Mandated Waste Dump Fees; 0207-260-3560-PGRO-9208.
* * * * * * * * *

(B) SURVEY EQUIPMENT

It is requested that Council approve the purchase of two (2) GS14 Rover survey units from Leica Geosystems, Inc., (Norcross, GA) in the amount of $28,680.00; and rescind Resolution #129-14 which authorized the purchase of two (2) GS14 Rover survey units from Leica Geosystems, Inc., (Norcross, GA) in the amount of $27,608.00.

The Engineering Department is requesting to rescind the recent authorizing resolution because the originally quoted units have touch screens. This equipment will be used in the field under dirt and dust conditions. Consequently, a unit with a touch screen is subject to get scratched and/or be easily damaged. Therefore, the department obtained an updated quote for units with the QWERTY keypad (actual keys to type on) instead of the touch screen.

The survey equipment currently used by the Engineering Department was purchased in 2009. The department’s two surveying crews have one surveying unit per crew. These units are used to survey: storm water inventories, landfill, City right-of-ways, current and future projects.

One of the units’ modem has gone out and cannot be repaired or replaced. With the constant changes in technology, parts availability for this equipment is no longer an option. Therefore, it is necessary to replace both units due to obsolescence.

The City purchased the last two units from Leica Geosystems; the vendor is offering a 10% trade-in discount for the old units as follows:


Funds are budgeted in the FY14 Budget: Sewer Fund – Engineering – Drainage – Machinery; 0202 – 250 - 2300 – DRAN – 7715.
* * * * * * * * *

(C) VETERINARIAN SERVICES (ANNUAL CONTRACT) - RFB NO. 14-0034

It is requested that Council approve the annual contract for veterinarian services with Affordable Veterinary Services, LLC, in the amount of $100.00 per hour, not to exceed $1,200 per month, as well as, the provision of drugs and other medical supplies on an “as needed” basis for the estimated annual contract value of $22,000.00 per year. The estimated contract value was derived from the department’s budgeted amount for veterinary services to include drugs and medical supplies. The veterinarian will make three visits a week and provide professional advice to kennel personnel as it relates to caring for, or the euthanasia of injured or sick animals on a weekly basis. Drugs and other medical supplies will be administrated to the animals as needed.

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

Bid postcard invitations were mailed to twenty (20) vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and DemandStar. One bid response was received April 9, 2014. This bid has been advertised, opened, and reviewed. The bidder was:

Description/Vendor
Affordable Veterinary Services, LLC
(Columbus, GA)
Per Hour Fee
$ 100.00
Cost Of Drugs & Medical Supplies
$ 6,214.12

Funds are budgeted each fiscal year for this ongoing expense: General Fund - Public Works - Special Enforcement – Veterinary Services; 0101-260-2400-SPCL-6339.
* * * * * * * *

(D) WHEEL ALIGNMENT AND BALANCE SERVICES (ANNUAL CONTRACT) - RFB No. 14-0035

It is requested that Council approve the annual service contract for wheel alignment and balance services with Tires First, Inc., (Columbus, GA) for the estimated annual contract value of $28,000. The estimated contract value was derived from the departments’ budgeted amount for wheel alignment and balance services. The contractor will provide wheel alignment and balance services for all types of vehicles utilized by Columbus Consolidated Government on an “as needed basis”.

The contract period shall be for three year.

Bid postcard invitations were mailed to sixty-four vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and DemandStar. Two bids were received on April 9, 2014. This bid has been advertised, opened and reviewed. The bidders were:

Description/Vendors
Tires First, Inc.
(Columbus, GA)
Columbus Spring Services, Inc.
(Columbus, GA)
Hourly Labor & Replacement Parts for Wheel Alignments
1. Wheel Alignment for Light Duty Vehicles
$59.95
$60.00
2. Wheel Alignment for Pick-up Trucks & Cargo Vans
$59.95
$60.00
ton
3. Wheel Alignment for School Buses
$125.00
$120.00 – Toe Adj
$200.00 - Complete
4. Wheel Alignment for Heavy Duty Vehicles
$125.00
$120.00 – Toe Adj
$200.00 - Complete
Hourly Labor & Replacement Parts for Balancing
1. Balancing for Light Duty Vehicles
$10.00 ea.
$10.00 ea.
2. Balancing for Pick-up Trucks & Cargo Vans
$10.00 ea.
$12.00 ea.
3. Balancing for School Buses
$30.00 ea
$18.00 ea.
4. Balancing for Heavy Duty Vehicles
$30.00 ea.
$22.00 ea.
Warranty in Months or Miles, Whichever Comes First
12 Months, 12,000
Labor – 90 Days
Parts – 1 Year
12 Months, 12,000
Labor – 90 Days
Parts – 1 Year
12 Months, 12,000
Labor – 90 Days
Parts – 1 Year
12 Months, 12,000
Labor – 90 Days
Parts – 1 Year

Funds are budgeted each fiscal year for this on-going expense, Various Departments – Auto Parts and Supplies; 6721.
* * * * * * * *

(E) PRE-FABRICATED STEEL BUILDING - RFB No. 14-0021

It is requested that Council authorize the purchase of one (1) pre-fabricated steel building (Inland Building Systems), from Garrison Construction Co., Inc., (Macon, GA) at a unit price of $31,715.00, plus $13,722.00 for labor/delivery/installation, for a total price of $45,437.00.

The building will be used by the Public Works Department as a utility building. It will be comprised of both open and enclosed spaces. The enclosed spaces will be used as a workshop for carpentry equipment, and storing various small equipment and tools. The open spaces will be used to store large vehicles and equipment. The building will be installed at 3950 Schatulga Road, Columbus, GA 31907.

Bid postcard invitations were mailed to eighty-four vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and OnVia DemandStar. Two bids were received on February 21, 2014. This bid has been advertised, opened and reviewed. The bidders were:

Vendors
Manufacturer/Model
Unit Price
Labor/Delivery/
Installation
Total Price
(1 Unit)
Garrison Construction (Macon, GA)
Inland Building Systems
$31,715.00
$13,722.00
$45,437.00
Tyson Steel Building Products, Inc. (Doerun, GA)
Tyson Steel Building Products
40’w x 120’L x 12’ Eave 3/12 Roof Pitch
$39,000.00
$10,000.00
$49,000.00
Funds are budgeted in the FY14 Budget as follows: Paving Fund – Public Works – Repairs and Maintenance – Capital Expend – Over $5,000; 0203-260-3110-REPR-7761.


“ITEM A”

A RESOLUTION

NO.______


A RESOLUTION AUTHORIZING PAYMENT TO GEORGIA DEPARTMENT OF NATURAL RESOURCES FOR STATE MANDATED SOLID WASTE DISPOSAL FEES IN THE AMOUNT OF $52,957.28.


WHEREAS, a total of 72,050.715 tons of solid waste was disposed, at Pine Grove Landfill, between January 1, 2013 and December 31, 2013.

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

That the City Manager is hereby authorized to make payment to Georgia Department of Natural Resources for state mandated solid waste disposal fees in the amount of $52,957.28. Funds are budgeted in FY14 Budget: Integrated Waste Management Fund - Public Services - Pine Grove Landfill – State Mandated Waste Dump Fees; 0207-260-3560-PGRO-9208.

_______________


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 PURCHASE OF TWO (2) GS14 ROVER SURVEY UNITS FROM LEICA GEOSYSTEMS, INC., (NORCROSS, GA) IN THE AMOUNT OF $28,680.00; AND RESCIND RESOLUTION #129-14 WHICH AUTHORIZED THE PURCHASE OF ONE (2) GS14 ROVER SURVEY UNITS FROM LEICA GEOSYSTEMS, INC., (NORCROSS, GA) IN THE AMOUNT OF $27,608.00.

WHEREAS, the Engineering Department is requesting to rescind the recent authorizing resolution because the originally quoted units have touch screens. This equipment will be used in the field under dirt and dust conditions. Consequently, a unit with a touch screen is subject to get scratched and/or be easily damaged. Therefore, the department obtained an updated quote for units with the QWERTY keypad (actual keys to type on) instead of the touch screen; and,

WHEREAS, the survey equipment currently used by the Engineering Department was purchased in 2009. The two surveying crews have one surveying unit per crew. These units are used to survey: storm water inventories, landfill, City right-of-ways, current and future projects; one of the units’ modem has gone out and cannot be repaired or replaced. With the constant changes in technology, parts availability for this equipment is no longer an option. Therefore, it is necessary to replace both units due to obsolescence.

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

Resolution #129-14 is hereby rescinded.
Part II

That the City Manager is hereby authorized to purchase of two (2) GS14 Rover survey units from Leica Geosystems, Inc., (Norcross, GA) in the amount of $28,680.00. Funds are budgeted in the FY14 Budget: Sewer Fund – Engineering – Drainage – Machinery; 0202 – 250 - 2 300 – DRAN – 7715.
___________________


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 FOR VETERINARIAN SERVICES WITH AFFORDABLE VETERINARY SERVICES LLC, IN THE AMOUNT OF $100.00 PER HOUR, NOT TO EXCEED $1,200 PER MONTH, AS WELL AS, THE PROVISION OF DRUGS AND OTHER MEDICAL SUPPLIES, ON AN “AS NEEDED” BASIS, FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $22,000.00 PER YEAR.

WHEREAS, the veterinarian will make three visits a week and provide professional advice to kennel personnel as it relates to caring for, or the euthanasia of injured or sick animals on a weekly basis; and,

WHEREAS, drugs and other medical supplies will be administrated to the animals as needed; and,

WHEREAS, the contract term will be for two years with the option to renew for three additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the Contractor and the City.

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

That the City Manager is hereby authorized to enter into a annual contract for veterinarian services with Affordable Veterinary Services, LLC, in the amount of $100.00 per hour, not to exceed $1,200 per month, as well as, the provision of drugs and other medical supplies, on an “as needed” basis, for the estimated annual contract value of $22,000.00 per year. Funds are budgeted each fiscal year for this ongoing expense: General Fund - Public Works - Special Enforcement – Veterinary Services; 0101-260-2400-SPCL-6339.
______________

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 AN ANNUAL SERVICE CONTRACT FOR WHEEL ALIGNMENT AND BALANCE SERVICES WITH TIRES FIRST, INC., (COLUMBUS, GA) FOR THE ESTIMATED CONTRACT VALUE OF $28,000.


WHEREAS, the contractor will provide wheel alignment and balance services for all types of vehicles utilized by Columbus Consolidated Government on an “as needed basis”; and,

WHEREAS, the contract period shall be for three years.

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

That the City Manager is hereby authorized to enter into an annual service contract for wheel alignment and balance services with Tires First, Inc., (Columbus, GA) for the estimated annual contract value of $28,000. Funds are budgeted each fiscal year for this ongoing expense: Various Departments – Auto Parts and Supplies; 6721.

___________________

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 THE PURCHASE OF ONE (1) PRE-FABRICATED STEEL BUILDING (INLAND BUILDING SYSTEMS), FROM GARRISON CONSTRUCTION CO., INC., (MACON, GA), AT A UNIT PRICE OF $31,715.00, PLUS $13,722.00 FOR LABOR/DELIVERY/INSTALLATION, FOR A TOTAL PRICE OF $45,437.00.

WHEREAS, the building will be used by the Public Works Department as a utility building. It will be comprised of both open and enclosed spaces. The enclosed spaces will be used as a workshop for carpentry equipment, and storing various small equipment and tools. The open spaces will be used to store large vehicles and equipment. The building will be installed at 3950 Schatulga Road, Columbus, GA 31907.

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

That the City Manager is hereby authorized to purchase one (1) pre-fabricated steel building (Inland Building Systems) from Garrison Construction Co., Inc., in the amount of $31,715.00, plus $13,722.00 for labor/delivery/installation, for a total price of $45,437.00. Funds are budgeted in the FY14 Budget as follows: Paving Fund – Public Works – Repairs and Maintenance – Capital Expend – Over $5,000; 0203-260-3110-REPR-7761.
_________________

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