Agenda Item # 5
Columbus Consolidated Government

Council Meeting

December 10, 2013

Agenda Report # 59


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) TANDEM DUMP TRUCK – GEORGIA STATE CONTRACT

It is requested that Council approve the purchase of one (1) tandem dump truck (2015 Freightliner M2 112 66,000GVW Dump) from Peach State Truck Centers, (Norcross, GA) at a unit price of $131,522.00, via Georgia Statewide Contract #99999-SPD-I0000039-0002.

The vehicle was approved in the FY14 Budget. It will be used by the staff of the Street Paving and Repair Division, of the Public Works Department, to transport gravel and sand to and from work locations. It will also be used to transport equipment out of town for repairs. This is a replacement vehicle.

Funds are budgeted in the FY14 Budget: Paving Fund – Public Works – Repairs and Maintenance – Heavy Trucks; 0203-260-3110-REPR-7723.
* * * * * *

(B) RIVERWALK – 13TH TO 14TH STREET – RFB NO. 14-0012

It is requested that Council authorize the execution of a construction contract with Southeastern Site Development, Inc. (Newnan, GA) in the amount of $767,638.86 for river walk construction from 13th Street to 14th Street.

The work primarily involves clearing, grading, installing a MSBW along the riverbank, installing drainage pipe and structures, constructing concrete sidewalk, brick pavers, steel railing, planting various landscaping items, and installation of an irrigation system.

Bid postcard invitations were mailed to seventy-seven vendors and bid specifications were posted on the web pages of the Purchasing Division, Georgia Procurement Registry, and DemandStar. Two bids were received on October 15, 2013. This bid has been advertised, opened and reviewed. The bidders were:

Bidders
Total Bid
DBE Participation
Southeastern Site Development, Inc. (Newnan, GA)
$ 767,638.86
12%
Scott Bridge Company, Inc. (Opelika, AL)
957,083.95
12%


Funds are budgeted in the FY14 Budget: Paving Fund Supported Capital Projects – General Construction – River Walk 13th/14th Transportation Enhancement; 0508-660-3000-CPPF-7661-21047-20100.
* * * * * *

(C) ROOF REPLACEMENT AT 3950 SCHATULGA ROAD – RFB NO. 14-0022

It is requested that Council authorize the execution of a construction contract with Lott Sheet Metal (Columbus, GA) in the amount of $234,527.00 for roofing services at 3950 Schatulga Road, which is the location of the Heavy Equipment Building and Surplus Equipment Storage. Lott Sheet Metal will provide all labor, equipment and materials to install a new insulated TPO roof system on the building.

Bid postcard invitations were mailed to forty-eight vendors and bid specifications were posted on the web pages of the Purchasing Division, Georgia Procurement Registry, and DemandStar. Eight bids were received on November 20, 2013. This bid has been advertised, opened and reviewed. The bidders were:

Contractors
Base Bid
Alternate for Insulation Attachment²
Total Bid
Value Engineered
Amount³
Total Recommendation
*DBE Participation
Lott Sheet Metal
(Columbus GA)
224,727.00
18,000.00
242,727.00
-8,200.00
$234,527.00
N/A
Ideal Building Solutions
(Atlanta GA)
184,924.00¹
21,000.00
205,924.00
N/A
West Georgia Roofing II, Inc.
(Carrollton GA)
227,875.00
21,908.00
249,783.00
N/A
Peach State Roofing
(Lawrenceville GA)
218,800.00
37,200.00
256,000.00
N/A
Columbus Roofing, Inc.
(Columbus, GA)
257,577.00
25,355.00
282,932.00
N/A
Richter Contracting Co., Inc.
(Albany GA)
256,900.00
31,900.00
288,800.00
N/A
Summers Roofing Co., Inc.
(Alpharetta GA)
289,000.00
10,500.00
299,500.00
N/A
Ben Hill Roofing & Siding
(Douglasville GA)
285,750.00
18,500.00
304,250.00
N/A

¹Upon reviewing the tabulation of bids, Ideal Building Solutions revisited their bid prices and discovered that their estimator did not include the cost for the tapered package. Therefore, Ideal Building Solutions submitted a written request to withdraw their bid; the Purchasing Division granted the request.

²Alternate for insulation attachment: Fasten a 28lb base sheet with FM approved LWC fasteners in FM I-60 approved fastening pattern. Attach insulation with low-rise adhesive in FM I-60 approved pattern.

³¹The apparent low bid exceeded the amount budgeted for the project; therefore, the project manager and Lott Sheet Metal, the apparent low bidder, utilized the value engineering process to bring the cost within budget. The value-engineering process resulted in eliminating the base sheet under the insulation, which would not compromise the integrity of the roof warranty. Said elimination resulted in an $8,200.00 reduction in cost and a total of $234,527.00.

*DBE participation was not a requirement for this bid because it is not feasible to subcontract this project.

Funds are budgeted in the FY14 Budget: – Old MCP Roof

* * * * * *

(D) SIXTH AVENUE PASSIVE PARK FENCING PROJECT – RFB NO. 14-0013

It is requested that Council authorize the execution of a construction contract with Georgia Fence Wholesale (Columbus, GA) in the amount of $126,360.00 for the construction of fencing at the Sixth Avenue Passive Park. The park is located on Sixth Avenue along Sixth Street and Seventh Street.

The work includes installation of 880 linear feet of cast iron decorative fencing, an arched entryway and stone columns, and installation of 25 linear feet of concrete sidewalk that will be 8 feet from the existing sidewalk.

Bid postcard invitations were mailed to fifty-nine vendors and bid specifications were posted on the web pages of the Purchasing Division, Georgia Procurement Registry, and DemandStar. Four bids were received on October 16, 2013. This bid has been advertised, opened and reviewed. The bidders were:

BIDDERS
TOTAL BID
DBE Participation²
Georgia Fence Wholesale (Columbus GA)
$126,360.00
N/A
Stembridge Custom Metals (Fairburn GA)
78,100.00¹
N/A
Heirloom Iron Works (Opelika AL)
109,645.00¹
N/A
JHC Corpration (Peachtree City GA)
181,000.00
N/A


¹Heirloom Iron Works and Stembridge Custom Metals either did not provide a non-collusion affidavit or did not provide a bid bond; therefore, the bids submitted by Heirloom Iron Works and Stembridge Custom Metals were deemed non-responsive and ineligible for award consideration. The Purchasing Division submitted written notification to the vendors.

² DBE participation was not a requirement for this bid because it is not feasible to subcontract this project.

Funds are budgeted in the FY14 Budget: 1999 SPLOST – General Construction – Liberty District; 0540-695-2134-TXLD-7661-50604-20070.
* * * * * *

(E) CUSTODIAL SUPPLIES (ANNUAL CONTRACT) - RFB NO. 13-0043

It is requested that Council approve the purchase of custodial supplies on an "as needed basis" from Dade Paper (Loxley, AL), Battle & Battle Distribution, Inc. (Decatur, GA), Zep Sales & Service (Phenix City, AL), Unisource Worldwide (Atlanta, GA), Georgia Correctional Industries (Decatur, GA), Key Maintenance Supply, Inc. (Austell, GA), Southeastern Paper Group (Atlanta, GA), Associated Paper (Lanett, AL), Pyramid School Products (Tampa, FL), Robinson Supply Company (Columbus, GA), COPACO, Inc (Columbus, GA), MSC Industrial Supply Company (Mableton, GA) and Ferguson Enterprises (Columbus, GA) for the estimated annual contract value of $245,400.44. Various departments of the Columbus Consolidated Government will utilize these custodial supplies and chemicals.

The contract term is for a two-year period with an option to renew for three additional twelve-month periods. Renewal of the contract is contingent upon the mutual agreement of the City and the contracted vendors.

Bid postcard invitations were mailed to ninety-four vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and DemandStar. Bids were received May 29, 2013 from the following vendors: Ferguson Enterprises, Battle & Battle Distributors, Inc., Jon-Don, Inc., Zep Manufacturing, Unisource Worldwide, Inc., Georgia Correctional Industries, Key Maintenance Supply, Inc., Rutledge Enterprises, Unifirst, Mastermans, Amro Products, Southeastern Paper Group, Associated Paper, Pyramid School Products, Robinson Supply Company, COPACO, Inc., Dade Paper and MSC Industrial Supply Company. This bid has been advertised, opened, and reviewed. The successful bidders, per line item, are attached below:

Custodial Supplies - Vendor Pricing.docCustodial Supplies - Vendor Pricing.doc

Funds are budgeted each fiscal year for this ongoing expense: Integrated Waste Management Fund - Public Services – Solid Waste Collection – Operating Materials; 0207-260-3510-GARB-6728, General Fund – Public Services – Special Enforcement – Operating Materials; 0101-260-2400-SPCL-6728, Sewer Fund – Public Services – Sewer Maintenance – Operating; 0202-260-3210-ROWN-6728, and various accounts of other city departments.
* * * * * *

(F) VENDOR REGISTRATION AND BID NOTIFICATION SERVICES VIA ONVIA DEMANDSTAR

It is requested that Council authorize the use of Onvia Demandstar as a vendor registration portal and to provide email notification services, of procurement opportunities, to vendors; it is also requested that Council authorize the City Manager to sign the Onvia DemandStar service agreement, which is required for the City to officially begin the set-up process.

Currently, vendors can register via the Internet to do business with the City. Once vendors register, Purchasing Division staff must add the vendor to the City’s vendor database, in the Finance System. When goods/services are ready to be advertised for bid, vendors who have registered to provide those goods/services are selected to receive a postcard notification. Some vendors register to provide a myriad of good and services, so they do not miss any bid opportunities. Therefore, vendors may receive numerous postcard invitations, but may only submit bids on certain items. After Purchasing Staff utilizes valuable time and effort to add vendors to the system, and the cost to prepare mailings, the net result is: 1) low bid response in comparison to the number of postcards mailed, and 2) return mail due to bad addresses.

In addition to mailing the postcard invitations, the Purchasing Division also advertises bid opportunities as follows:

-The Columbus Ledger (the Official Legal Organ of Record for the City, required advertisement);
-The Columbus Times;
-The Courier;
Onvia Demandstar is a free vendor registration site, which will enable vendors to receive email notifications of bidding opportunities, as well as, any addenda issued. Since June 2012, in addition to the other notification/advertisement mechanisms cited above, the Purchasing Division has posted solicitation advertisements on Onvia DemandStar, on a trial basis, to test the website for ease of use and efficiency.

To facilitate the vendor registration change, between now and July 1, 2014, current registered vendors will be notified in writing about the new registration process. This information will also be listed in upcoming Bid/RFP specifications, as well as, posted on the City’s website, and any other feasible means of communicating the change. The notification will give current vendors time to get the information and to register on Onvia Demandstar’s site before July 1, 2014. New Vendors will still go to the City’s website to register, however the Information Technology Department will place a link on the webpage which will re-direct vendors to the Onvia DemandStar site. On July 1, 2014, all postcard mailings will cease. Bid invitations will continue to be advertised as stated above, as well as, posted on Onvia DemandStar.

Deleting the practice of mailing the postcards will accomplish the following savings:

-Save postage cost of approximately $2,500, per year
-Save mailing label cost of approximately $300, per year
-Save postcard printing cost of approximately $300 per year

These funds can be reallocated to cover the rising cost of newspaper advertising. Funds can also be reallocated for ongoing procurement training for Purchasing Staff, since cuts were made in these line-items to meet mandated budget cuts in prior fiscal years.

Additionally, utilizing Onvia DemandStar will:
There is no cost to the City, or our vendors to register with Onvia DemandStar to receive CCG solicitation notices.
“ITEM A”
A RESOLUTION

NO. _____




A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) TANDEM DUMP TRUCK (2015 FREIGHTLINER M2 112 66,000GVW DUMP), FROM PEACH STATE TRUCK CENTERS (NORCROSS, GA) IN THE AMOUNT OF $131,522.00, VIA GEORGIA STATE CONTRACT #99999-SPD-I0000039-0002.

WHEREAS, the vehicle was approved in the FY14 Budget. It will be used by the staff of the Street Paving and Repair Division, of the Public Works Department, to transport gravel and sand to and from work locations. It will also be used to transport equipment out of town for repairs. This is a replacement vehicle.

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

That the City Manager is hereby authorized to purchase one (1) tandem dump truck (2015 Freightliner M2 112 66,000GVW Dump) from Peach State Truck Centers, (Norcross, GA) in the amount of $131,522.00, via Georgia Statewide Contract #99999-SPD-I0000039-0002. Funds are budgeted in the FY14 Budget: Paving Fund – Public Works – Repairs and Maintenance – Heavy Trucks; 0203-260-3110-REPR-7723.
_______________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _____________, 2013 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 A CONSTRUCTION CONTRACT WITH SOUTHEASTERN SITE DEVELOPMENT, INC. (NEWNAN, GA) IN THE AMOUNT OF $767,638.86 FOR RIVER WALK CONSTRUCTION FROM 13TH STREET TO 14TH STREET.

WHEREAS, the work primarily involves clearing, grading, installing a MSBW along the riverbank, installing drainage pipe and structures, constructing concrete sidewalk, brick pavers, steel railing, planting various landscaping items, and installation of an irrigation system.

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

That the City Manager is hereby authorized to execute a construction contract with Southeastern Site Development, Inc. (Newnan, GA) in the amount of $767,638.86 for river walk construction from 13th Street to 14th Street. Funds are budgeted in the FY14 Budget: Paving Fund Supported Capital Projects – General Construction – River Walk 13th/14th Transportation Enhancement; 0508-660-3000-CPPF-7661-21047-20100.
____________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _____________, 2013 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 EXECUTION OF A CONSTRUCTION CONTRACT WITH LOTT SHEET METAL (COLUMBUS, GA) IN THE AMOUNT OF $234,527.00 FOR ROOFING SERVICES AT 3950 SCHATULGA ROAD.

WHEREAS, 3950 Schatulga Road is the location of the Heavy Equipment Building and Surplus Equipment Storage; and,

WHEREAS, Lott Sheet Metal will provide all labor, equipment and materials to install a new insulated TPO roof system on the building.

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

That the City Manager is hereby authorized to execute a construction contract with Lott Sheet Metal (Columbus, GA) in the amount of $234,527.00 for roofing services at 3950 Schatulga Road. Funds are budgeted in the FY14 Budget:
___________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________, 2013 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 A CONSTRUCTION CONTRACT WITH GEORGIA FENCE WHOLESALE (COLUMBUS, GA) IN THE AMOUNT OF $126,360.00 FOR THE CONSTRUCTION OF FENCING AT THE SIXTH AVENUE PASSIVE PARK.

WHEREAS, the park is located on Sixth Avenue along Sixth Street and Seventh Street; and,

WHEREAS, the work includes installation of 880 linear feet of cast iron decorative fencing, an arched entryway and stone columns, and installation of 25 linear feet of concrete sidewalk that will be 8 feet from the existing sidewalk.

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

That the City Manager is hereby authorized to execute a construction contract with Georgia Fence Wholesale (Columbus, GA) in the amount of $126,360.00 for the construction of fencing at the Sixth Avenue Passive Park. Funds are budgeted in the FY14 Budget: 1999 SPLOST – General Construction – Liberty District; 0540-695-2134-TXLD-7661-50604-20070.
___________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ___________, 2013 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 CUSTODIAL SUPPLIES ON AN “AS NEEDED BASIS” FROM DADE PAPER (LOXLEY, AL), BATTLE & BATTLE DISTRIBUTION, INC. (DECATUR, GA), ZEP MANUFACTURING (PHENIX, CITY, AL), UNISOURCE WORLDWIDE (ATLANTA, GA), GEORGIA CORRECTIONAL INDUSTRIES (DECATUR, GA), KEY MAINTENANCE SUPPLY, INC. (AUSTELL, GA), SOUTHEASTERN PAPER GROUP (ATLANTA, GA), ASSOCIATED PAPER (LANETT, AL), PYRAMID SCHOOL PRODUCTS (TAMPA, FL), ROBINSON SUPPLY COMPANY (COLUMBUS, GA), COPACO, INC. (COLUMBUS, GA), MSC INDUSTRIAL SUPPLY COMPANY (MABLETON, GA) AND FERGUSON ENTERPRISES (COLUMBUS, GA) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $245,400.44.

WHEREAS, custodial supplies will be utilized by various departments of the Columbus Consolidated Government; and,

WHEREAS, the contract term is for a two year period with an option to renew for three additional twelve month periods. Renewal of the contract is 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 purchase custodial supplies on an “as needed basis” from Dade Paper, Battle & Battle Distribution, Inc., Zep Manufacturing, Unisource Worldwide, Georgia Correctional Industries, Key Maintenance Supply, Inc., Southeastern Paper Group, Associated Paper, Pyramid School Products, Robinson Supply Company, COPACO, Inc., MSC Industrial Supply Company and Ferguson Enterprises for the estimated annual contract value of $245,400.44. Funds are budgeted each fiscal year for this ongoing expense: Integrated Waste Management Fund - Public Services – Solid Waste Collection – Operating Materials; 0207-260-3510-GARB-6728, General Fund – Public Services – Special Enforcement – Operating Materials; 0101-260-2400-SPCL-6728, Sewer Fund – Public Services – Sewer Maintenance – Operating; 0202-260-3210-ROWN-6728, and various accounts of other city departments.
_____________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of __________, 2013 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 F”
A RESOLUTION

NO._____

A RESOLUTION AUTHORIZING THE CITY MANAGER TO SIGN AN AGREEMENT WITH ONVIA DEMANDSTAR TO PROVIDE A VENDOR REGISTRATION PORTAL AND PROVIDE PROCUREMENT NOTIFICATION SERVICES TO VENDORS. WHEREAS, currently vendors can register via the Internet to do business with the City. Once vendors register, they must be added to the City’s vendor database in the finance system by Purchasing personnel. When goods/services are ready to be advertised for bid, vendors who have registered to provide those goods/services are selected to receive a postcard notification; and,

WHEREAS, Onvia Demandstar is a free vendor registration site, which will enable vendors to receive email notifications of bidding opportunities, as well as, any addenda issued. Since June 2012, in addition to the other notification/advertisement mechanisms cited, the Purchasing Division has posted solicitation advertisements on Onvia DemandStar, on a trial basis, to test the website for ease of use and efficiency; and,

WHEREAS, there is no cost to the City, or our vendors to register with Onvia DemandStar to receive CCG solicitation notices.

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

That the City Manager is hereby authorized to sign an agreement with Onvia Demandstar to provide a vendor registration portal and procurement notification services to vendors.

________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the ___________ day of ____________, 2013 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