Agenda Item # 11
Columbus Consolidated Government
Council Meeting

March 27, 2018

Agenda Report # 101

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) ON-CALL SERVICES FOR INSTALLATION OR REPLACEMENT OF SIDEWALKS AND ADA RAMPS LOCATED THROUGHOUT COLUMBUS, GA (ANNUAL CONTRACT) – RFP NO. 18-0009

It is requested that Council authorize the execution of contracts with Alexander Contracting Company, Inc. (Fortson, GA), Landmark Grading Company, Inc. (Ft. Mitchell, AL), Robinson Paving Company (Columbus, GA), Southeastern Site Development, Inc. (Newnan, GA) and The M. Mitchell Group, LLC (Carrollton, GA) to provide installation or replacement of sidewalks and ADA ramps, and minor concrete work on an as-needed basis. The contractors will submit quotes to the Engineering Department and the Public Works Department for each project that arises during the course of the contract.

The City frequently finds, throughout the year, the need to install or replace minor concrete structures such as driveway aprons, concrete islands, curb and gutter, etc. The City also has an ongoing program to install ADA ramps and sidewalk. In many cases, the project would include replacement of existing surface material such as grass/sod, asphalt, driveways, fences, etc. The exact scope of work and specifications will be provided by the Department of Engineering on a project or site basis. Based on past experience, the City roughly anticipates installing or replacing 1.75 miles or 9,270 feet of sidewalk and 220 each of ADA ramps per year. However, these quantities are only estimates; the City may require more or less quantities during each year of the contract term.

The initial term of this contract shall be for two years, 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.

Annual Contract History:
The previous five-year contract was awarded on October 23, 2012 (Resolution No. 318-12) to Landmark Grading Company, Inc. (Ft. Mitchell, AL), Robinson Paving Company (Columbus, GA) and Southeastern Site Development, Inc. (Newnan, GA)

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on September 18, 2017. This RFP has been advertised, opened and evaluated. Six proposals were received on October 20, 2017 from the following vendors:

The following events took place after receipt of proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
11/13/17
At the time of the meeting, the Purchasing Division was informed that a voting member was unable to attend.
Pre-Evaluation Meeting
01/16/18
At the time of the meeting, the Purchasing Division was informed that a voting member was unable to attend.
Pre-Evaluation Meeting
01/25/18
The Purchasing Manager’s designee advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. Proposals were disbursed to each committee member to review.
1st Evaluation Meeting
02/15/18
Committee members discussed the proposals; no clarifications were needed.
Evaluation Forms Sent
02/21/18
Evaluation forms were forwarded to voting committee members.
Evaluation Forms Return
03/06/18
Evaluation forms were completed and returned to Purchasing for compilation of results.
Recommendation
03/08/18
Evaluation results were forwarded to the Evaluation Committee for review; the committee unanimously elected to award the contract to all five (5) contractors.

Evaluation Committee:
Proposals were reviewed by the Evaluation Committee members, which consisted of two voting members from the Engineering Department and one voting member from the Public Works Department.

Award Recommendation:
Proposals from Alexander Contracting Company, Inc., Landmark Grading Company, Inc., Robinson Paving Company, Southeastern Site Development, Inc., and The M. Mitchell Group were deemed responsive to the RFP specifications. Therefore the Evaluation Committee, as reflected by their comments provided below, recommends award of the contract to Alexander Contracting Company, Inc., Landmark Grading Company, Inc., Robinson Paving Company, Southeastern Site Development, Inc., and The M. Mitchell Group for the following reasons:

The City’s Procurement Ordinance Article 3-110, Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional Services, governs the RFP Process. During the process of an RFP there is no formal opening, due to the possibility of negotiated components of the proposal. No proposal responses or any negotiated components are made public until after the award of the contract. If Council does not approve the recommended contractors, the RFP specifications may be re-advertised. The evaluation results have been submitted to the City Manager in a separate memo for informational purposes.

Funds are budgeted each fiscal year for this ongoing expense, in various accounts of the Engineering Department and the Public Works Department.
* * * * * *

(B) ON-CALL SERVICES FOR INSTALLATION OR REPLACEMENT OF STORM SEWER / COMBINED SEWER SYSTEMS LOCATED THROUGHOUT COLUMBUS, GA (ANNUAL CONTRACT) – RFP NO. 18-0013

It is requested that Council authorize the execution of contracts with Alexander Contracting Company, Inc. (Fortson, GA), Gordy Construction Company (Fortson, GA), KAM, Inc. (Columbus, GA), Kiewit Infrastructure South Co. (Peachtree City, GA), Landmark Grading Company, Inc. (Ft. Mitchell, AL), RDJE, Inc. (Newnan, GA), Robinson Paving Company (Columbus, GA) and Strack, Inc. (Fairburn, GA) to install or replace elements of storm sewer / combined sewer systems on an as-needed basis. The contractors will submit quotes to the Engineering Department for each project that arises during the course of the contract.

The City frequently finds throughout the year the need to replace elements of a storm sewer / combined sewer system due to flooding, deterioration or the need to relocate structures. In many cases, the project would include replacement of existing surface materials such as grass/sod, asphalt, driveway fences, etc. The exact scope of work will be provided by the Department of Engineering on a project or site basis. Based on past experience, the City averages the replacement of approximately 2400 feet of pipe per year. However, the 2400 feet is only an estimate; the City may require more or less quantities of pipe replacements during each year of the contract term.

The initial term of this contract shall be for two years, 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.

Annual Contract History:
The previous five-year contract was awarded on November 13, 2012 (Resolution No. 326-12) to Alexander Contracting Company, Inc. (Fortson, GA), Gordy Construction Company (Fortson, GA) and KAM, Inc. (Columbus, GA).

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on November 1, 2017. This RFP has been advertised, opened and evaluated. Eight proposals were received on December 1, 2017 from the following vendors:

The following events took place after receipt of proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
02/12/18
The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. Proposals were disbursed to each committee member to review.
1st Evaluation Meeting
03/05/18
Committee members discussed the proposals; no clarifications were needed.
Evaluation Forms Sent
03/06/18
Evaluation forms were forwarded to voting committee members.
Evaluation Results
03/16/18
Evaluation forms were completed and returned to Purchasing for compilation of results. The results were forwarded to the Evaluation Committee for review.
Recommendation
03/19/18
The Evaluation Committee unanimously elected to award the contract to all eight (8) contractors.
Evaluation Committee:
Proposals were reviewed by the Evaluation Committee members, which consisted of two voting members from the Engineering Department and one voting member from the Public Works Department. A representative from Barge, Waggoner, Sumner & Cannon, Inc., a City contracted engineering firm, served as a non-voting advisor.

Award Recommendation:
The evaluation committee deemed the proposals from Alexander Contracting Company, Inc. (Fortson, GA), Gordy Construction Company (Fortson, GA), KAM, Inc. (Columbus, GA), Kiewit Infrastructure South Co. (Peachtree City, GA), Landmark Grading Company, Inc. (Ft. Mitchell, AL), RDJE, Inc. (Newnan, GA), Robinson Paving Company (Columbus, GA) and Strack, Inc. (Fairburn, GA) responsive to the RFP specifications. Therefore, the Evaluation Committee, as reflected by their comments provided below, recommends award of the contract to the eight (8) vendors for the following reasons:
The City’s Procurement Ordinance Article 3-110, Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional Services, governs the RFP Process. During the process of an RFP there is no formal opening, due to the possibility of negotiated components of the proposal. No proposal responses or any negotiated components are made public until after the award of the contract. If Council does not approve the recommended contractors, the RFP specifications may be re-advertised. The evaluation results have been submitted to the City Manager in a separate memo for informational purposes.

Funds are budgeted each fiscal year for this ongoing expense, in various accounts of the Engineering Department.

* * * * * *

(C) OVERHEAD DOOR INSTALLATION & MAINTENANCE SERVICES (ANNUAL CONTRACT) – RFB NO. 18-0024

It is requested that Council approve the annual contract with River City Door Company (Columbus, GA) to provide overhead door installation and maintenance services. The contractor will provide all supervision, labor, tools, equipment, materials and services required for the installation and maintenance of commercial overhead roll-up doors at various City locations. The Public Works Department budgets approximately $9,500.00, per fiscal year, for these services.

The initial term of the contract shall be for two (2) years, with the option to renew for three (3) additional twelve-month periods. Contract renewal will be 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. Two (2) bids were received on February 28, 2018. This bid has been advertised, opened and reviewed. The bidders were:



Regular Work Hours
Outside Regular Work Hours
Materials
Cost + ___%
Cost Per Mile
Remove and/or Install Doors
(per hour)
Repair Doors
(per hour)
Perform Annual Preventative Maintenance
(per hour)
Remove & Install Doors
(per hour)
Repair Doors
(per hour)
Perform Annual Preventative Maintenance
(per hour)
River City
Door Company
(Columbus, GA)
$ 75.00
$ 75.00
$ 75.00
$ 95.00
$ 95.00
$ 95.00
15%
$ 0.00
Overhead Door Company
(Columbus, GA)
$ 125.00
$ 125.00
$ 125.00
$ 187.50
$ 187.50
$ 187.50
14%
$ 0.00

Funds are budgeted each fiscal year for this on-going expense: General Fund - Public Works, Other Maintenance/Repairs -Various; 0101-260-3710-6527, 6528, 6529.
* * * * * * * *

(D) OFFICE FURNITURE FOR FACILITIES MAINTENANCE NEW LOCATION – RFB NO. 18-0030

It is requested that Council approve the purchase of Office Furniture in the amount of $24,276.43 from Malone Office Environments (Columbus, GA). The firm will provide furniture, to include assembly and installation, for the Facilities Maintenance Division’s new offices located at 1511 Cusseta Road, Columbus, Georgia 31903.

The furniture will be purchase using insurance proceeds and will include such items as: desks, desk chairs, bookcases, file cabinets, conference table and chairs, and guest chairs. The items will replace those which were destroyed by fire in the previous Facilities Maintenance Division location.

Bid specifications were posted on the web page of the Purchasing Division and the Georgia Procurement Registry. Four (4) bids were received on February 28, 2018. This bid has been advertised, opened and reviewed. The bidders were:

Malone Office Environments
(Columbus, GA)
Atlanta Office Furniture
(Norcross, GA)
The Overby Company
(Columbus, GA)
Minton Jones Company
(Norcross, GA)
Revised Bid Form 2/8
Total Cost
$ 24,276.43
$ 26,864.00
$ 25,704.51
$ 28,976.30

Funds are budgeted in the FY18 Budget as follows: Special Project – Capital Project Fund – General Fund Supported Capital Project – Furniture – Public Works 602 11th Ave Building Repairs; 0508-660-1000-7731-22952-20180.
* * * * * *

(E) DEBT COLLECTION SERVICES (ANNUAL CONTRACT) – RFP NO. 18-0007

It is requested that Council authorize the execution of an annual contract with Automated Collection Services, Inc. (Nashville, TN) for debt collection services on an as-needed basis. The Revenue Division requires the services to maximize collections of delinquent accounts, which include, but are not limited to, landfill collections, parking, false alarms, ambulance, demolition liens, etc.

Some City departments issue invoices/statements/tickets for services provided or for violations. These invoices or statements can be issued at the time of service or on a monthly basis; tickets are issued at the time of violation. Each department that issues the invoices/ticket is responsible for collecting the debt. After all internal efforts have been made, the contracted firm attempts to collect all debt possible with additional resources that are currently not available internally. This contract is expected to provide another layer of fiscal responsibility and increase the collection rate on delinquent accounts.

The initial term of this contract shall be for two years, 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.

Annual Contract History:
The previous five-year contract was awarded on August 28, 2012 (Resolution No. 257-12) to Credit Financial Services (Durham, NC). The vendor’s name was changed to Professional Recovery Consultants, per Resolution No. 7-16, dated January 12, 2016,

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on November 7, 2017. This RFP has been advertised, opened and evaluated. Five proposals were received on December 15, 2017 from the following vendors:

The following events took place after receipt of proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
01/05/18
The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. Proposals were disbursed to each committee member to review.
1st Evaluation Meeting
02/23/18
Committee members discussed the proposals and determined clarifications were needed from (2) vendors.
Clarification Requested
03/01/18
Requests for clarification were forwarded to (2) vendors.
Evaluation Forms Sent
03/01/18
Evaluation forms were forwarded to voting committee members to begin evaluating those firms that did not require clarifications.
Clarification Received
03/06/18
Clarification responses received.
Additional Clarification Requested
03/08/18
Additional clarification was requested from (1) vendor.
Additional Clarification Received
03/14/18
Additional clarification was received from (1) vendor.
Evaluation Forms Received
03/14/18
Evaluation forms were completed and returned to Purchasing for compilation of results.
Recommendation
03/16/18
Evaluation results were forwarded to the Evaluation Committee for review; the committee unanimously elected to award the contract to Automated Collection Services, Inc., the highest ranking vendor.

Evaluation Committee:
Proposals were reviewed by the Evaluation Committee members, which consisted of one voting member from the City Manager’s office, one voting member from the Finance Department, and one voting member from the Trade Center. Two additional Finance Department representatives served as non-voting advisors.

Award Recommendation:
The evaluation committee deemed the proposal from Automated Collection Services, Inc. most responsive to the RFP specifications. Therefore the Evaluation Committee, as reflected by their comments provided below, recommends award of the contract to Automated Collection Services, Inc. for the following reasons:
Vendor Experience/Qualifications: The City’s Procurement Ordinance Article 3-110 (Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional Services) governs the RFP Process. During the RFP process, there is no formal opening due to the possibility of negotiated components of the proposal. In the event City Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Proceeds received from the contracted vendor will be deposited into various revenue accounts throughout the City. The contracted vendor will be paid a percentage of the proceeds for collection services from Various Funds - Contractual Services Account.

* * * * * *

(F) STREET SWEEPER ENGINE REPAIR

It is requested that Council approve payment to Flint Equipment Company (Columbus, GA), in the amount of $11,357.91, for the engine repair of a Tympco Street Sweeper, Vehicle #11119,

The engine was having excessive “blow by” which is caused by the wear within the engine. The primary purpose of this engine is to supply power to the sweeper regeneration operation. Due to the engine having to operate at full throttle for the duration of the sweeping operation the engine is susceptible to wear even though stringent preventive maintenance is performed. This is a common issue with engines used in this application.

Flint is the only local authorized service and repair dealer for the John Deer engine.

Funds are available in the FY18 Budget: Paving Fund – Public Works – Right of Way Maintenance – Auto Parts and Supplies; 0203 – 260 – 3120 - ROWM – 6721.
* * * * * *

(G) GARBAGE TRUCK ENGINE REPAIR

It is requested that Council approve payment to Four Star Freightliner, Inc, (Dothan, AL), in the amount of $15,629.64, for the engine repairs of a Freightliner M Class Garbage Truck, vehicle #6999.

The transmission wiring and the high pressure fuel pump in this vehicle have failed. The 2009 Garbage Truck experienced the mechanical failure is due to extensive use of the equipment. The truck has maintained its preventive maintenance schedule and these types of failures are simply because the truck is being used consistently.

Four Star Freight Liner is the authorized repair dealer for Cummings engines
Funds are available in the FY18 Budget: Integrated Waste Management Fund – Public Works – Solid Waste Collection – Auto Parts and Supplies; 0207 – 260 – 3510 – GARB – 6721.


(H) AMENDMENT 1 FOR ARCHITECTURAL AND ENGINEERING SERVICES FOR MOTT’S GREEN PLAZA ENHANCEMENT-PI #0015287 – RFP NO. 17-0013

It is requested that Council authorize the execution of Amendment 1 with Hecht Burdeshaw Architects, Inc. (Columbus, GA) in the estimated amount of $107,605.21 for additional services related to the Mott’s Green Plaza Enhancement project.

Per Resolution No. 151-17, dated May 23, 2017, Council authorized Hecht Burdeshaw Architects, Inc. to provide plans and drawings for the enhancement of the Mott’s Green Plaza (Frank Martin Pedestrian Bridge/Plaza area). This project is designed to improve the overall appearance of this area, while protecting its historic significance. Because this is a federally funded project, the Georgia Department of Transportation (GDOT) is requiring additional environmental and archeological surveys of the project area be performed. These surveys were not included in the original contract. The archeological and environmental work is a requirement that must be fulfilled in order for this project to move forward. A separate study for each will be required:

This change order is using TSPLOST Discretionary local match funding for this GDOT funded project. Funding is available as follows: T-SPLOST Projects Fund – Capital Projects – T-SPLOST – General Construction – Mott’s Green M230 Match; 0510-660-7000-7661-65014-20170.
* * * * * *
“ITEM A”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE EXECUTION OF ANNUAL CONTRACTS WITH ALEXANDER CONTRACTING COMPANY, INC. (COLUMBUS, GA), LANDMARK GRADING COMPANY, INC. (FT. MITCHELL, AL), ROBINSON PAVING COMPANY (COLUMBUS, GA), SOUTHEASTERN SITE DEVELOPMENT, INC. (NEWNAN, GA), AND THE M. MITCHELL GROUP, LLC (CARROLLTON, GA) TO PROVIDE INSTALLATION OR REPLACEMENT OF SIDEWALKS AND ADA RAMPS, AND OTHER MINOR CONCRETE WORK ON AN AS-NEEDED BASIS.

WHEREAS, an RFP was administered (RFP No. 18-0009) and six proposals were received; and,

WHEREAS, the proposals submitted by Alexander Contracting Company, Inc., Landmark Grading Company, Inc., Robinson Paving Company, Southeastern Site Development, Inc. and The M. Mitchell Group met all proposal requirements and were evaluated most responsive to the RFP; and,

WHEREAS, the initial term of the contract shall be for two (2) years with the option to renew for three (3) additional twelve-month periods. The contract renewals 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 execute annual contracts with Alexander Contracting Company, Inc. (Fortson, GA), Landmark Grading Company, Inc. (Ft. Mitchell, AL), Robinson Paving Company (Columbus, GA), Southeastern Site Development, Inc. (Newnan, GA) and The M. Mitchell Group, LLC (Carrollton, GA) to provide installation or replacement of sidewalks and ADA ramps, and minor concrete work on an as-needed basis. Funds are budgeted each fiscal year for this ongoing expense, in various accounts of the Engineering Department and Public Works Department.
_____________

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 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 EXECUTION OF ANNUAL CONTRACTS WITH ALEXANDER CONTRACTING COMPANY, INC. (FORTSON, GA), GORDY CONSTRUCTION COMPANY (FORTSON, GA), KAM, INC. (COLUMBUS, GA), KIEWIT INFRASTRUCTURE SOUTH CO. (PEACHTREE CITY, GA), LANDMARK GRADING COMPANY, INC. (FT. MITCHELL, AL), RDJE, INC. (NEWNAN, GA), ROBINSON PAVING COMPANY (COLUMBUS, GA) AND STRACK, INC. (FAIRBURN, GA) TO INSTALL OR REPLACE ELEMENTS OF STORM SEWER/COMBINED SEWER SYSTES ON AN AS-NEEDED BASIS.

WHEREAS, an RFP was administered (RFP No. 18-0013) and eight proposals were received; and,

WHEREAS, the proposals submitted by Alexander Contracting Company, Inc., Gordy Construction Company, KAM, Inc., Kiewit Infrastructure South Co., Landmark Grading Company, Inc., RDJE, Inc., Robinson Paving Company, and Strack, Inc. met all proposal requirements and were evaluated responsive to the RFP; and,

WHEREAS, the initial term of the contract shall be for two (2) years with the option to renew for three (3) additional twelve-month periods. The contract renewals 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 execute annual contracts with Alexander Contracting Company, Inc. (Fortson, GA), Gordy Construction Company (Fortson, GA), KAM, Inc. (Columbus, GA), Kiewit Infrastructure South Co. (Peachtree City, GA), Landmark Grading Company, Inc. (Ft. Mitchell, AL), RDJE, Inc. (Newnan, GA), Robinson Paving Company (Columbus, GA) and Strack, Inc. (Fairburn, GA) to install or replace elements of storm sewer / combined sewer systems on an as-needed basis. Funds are budgeted each fiscal year for this ongoing expense, in various accounts of the Engineering Department.
__________________

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 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 EXECUTION OF AN ANNUAL CONTRACT FOR THE PROVISION OF OVERHEAD DOOR INSTALLATION & MAINTENANCE SERVICES FROM RIVER CITY DOOR COMPANY (COLUMBUS, GA), FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $9,500.00.

WHEREAS, the contractor will provide all supervision, labor, tools, equipment, materials and services required for the installation and maintenance of commercial overhead roll-up doors at various City locations; and,

WHEREAS, the contract term shall be for two (2) years, with the option to renew for three (3) 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 enter into an annual contract for the provision of overhead door installation & maintenance services from River City Door Company (Columbus, GA), for the estimated annual contract value of $9,500.00. Funds will be budgeted each fiscal year for this on-going expense: General Fund - Public Works, Other Maintenance/Repairs -Various; 0101-260-3710-6527, 6528, 6529.
______________

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 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 OFFICE FURNITURE, IN THE AMOUNT OF $24,276.43, FROM MALONE OFFICE ENVIRONMENTS (COLUMBUS, GA) FOR THE FACILITIES MAINTENANCE DIVISION.

WHEREAS, the furniture will include such items as: desks, desk chairs, bookcases, file cabinets, conference table and chairs, and guest chairs; and,

WHEREAS, the items will replace those which were lost due to a fire in the previous Facilities Maintenance Division location.

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

That the City Manager is hereby authorized to purchase Office Furniture from Malone Office Environments (Columbus, GA) in the amount of $24,276.43. Funds are budgeted in the FY18 Budget as follows: Special Project – Capital Project Fund – General Fund Supported Capital Project – Furniture – Public Works 602 11th Ave Building Repairs; 0508-660-1000-7731-22952-20180.
____________

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 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 THE EXECUTION OF AN ANNUAL CONTRACT WITH AUTOMATED COLLECTION SERVICES, INC. (NASHVILLE, TN) TO PROVIDE DEBT COLLECTION SERVICES ON AN AS-NEEDED BASIS.

WHEREAS, an RFP was administered (RFP No. 18-0007) and five proposals were received; and,

WHEREAS, the proposal submitted by Automated Collection Services, Inc. met all proposal requirements and was evaluated most responsive to the RFP; and,

WHEREAS, the initial term of the contract shall be for two (2) years with the option to renew for three (3) additional twelve-month periods. The contract renewals 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 execute an annual contract with Automated Collection Services, Inc. (Nashville, TN) for debt collection services on an as-needed basis. Proceeds received from the contracted vendor will be deposited into various revenue accounts throughout the City. The contracted vendor will be paid a percentage of the proceeds for collection services from Various Funds - Contractual Services Account.
_____________

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 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 PAYMENT TO FLINT EQUIPMENT COMPANY (ALBANY, GA), IN THE AMOUNT OF $11,357.91, FOR THE ENGINE REPAIR OF A TYMPCO STREET SWEEPER, VEHICLE #11119.

WHEREAS, the engine was having excessive “blow by” which is caused by the wear within the engine. The primary purpose of this engine is to supply power to the sweeper regeneration operation. Due to the engine having to operate at full throttle for the duration of the sweeping operation the engine is susceptible to wear even though stringent preventive maintenance is performed. This is a common issue with engines used in this application; and,

WHEREAS, Flint is the only local authorized service and repair dealer for the John Deere engine.

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

That the City Manager is hereby authorized to make payment to payment to Flint Equipment Company (Albany, GA), in the amount of $11,357.91, for the engine repair of a Tympco Street Sweeper, Vehicle #11119. Funds are available in the FY18 Budget: Paving Fund – Public Works – Right of Way Maintenance – Auto Parts and Supplies; 0203 – 260 – 3120 - ROWM – 6721.
___________________

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 Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.



_______________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
“ITEM G”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING PAYMENT TO FOUR STAR FREIGHTLINER, INC, (DOTHAN, AL), IN THE AMOUNT OF $15,629.64, FOR THE ENGINE REPAIRS OF A FREIGHTLINER M CLASS GARBAGE TRUCK, VEHICLE #6999.

WHEREAS, the transmission wiring and the high pressure fuel pump in this vehicle have failed. The 2009 Garbage Truck experienced the mechanical failure due to extensive use of the equipment. The truck has maintained its preventive maintenance schedule and these types of failures are simply because the truck is being used consistently; and,

WHEREAS, Four Star Freight Liner is the closest authorized repair dealer for Cummings engines.

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

That the City Manager is hereby authorized to make payment to Four Star Freightliner, Inc, (Dothan, AL), in the amount of $15,629.64, for the engine repairs of a Freightliner M Class Garbage Truck, vehicle #6999. Funds are available in the FY18 Budget: Integrated Waste Management Fund – Public Works – Solid Waste Collection – Auto Parts and Supplies; 0207 – 260 – 3510 – GARB – 6721.
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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 Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.



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


“ITEM H”
A RESOLUTION
NO. ______

A RESOLUTION AUTHORIZING THE EXECUTION OF CONTRACT AMENDMENT 1 WITH HECHT BURDESHAW ARCHITECTS, INC. (COLUMBUS, GA) IN THE ESTIMATED AMOUNT OF $107,605.21 FOR ADDITIONAL SERVICES RELATED TO THE MOTT’S GREEN PLAZA ENHANCEMENT PROJECT.

WHEREAS, per Resolution No. 151-17, dated May 23, 2017, Council authorized Hecht Burdeshaw Architects, Inc. to provide plans and drawings for the enhancement of the Mott’s Green Plaza (Frank Martin Pedestrian Bridge/Plaza area); and,

WHEREAS, because this is a federally funded project, the Georgia Department of Transportation (GDOT) is requiring additional environmental and archeological surveys of the project area be performed. These surveys were not included in the original contract. The archeological and environmental work is a requirement that must be fulfilled in order for this project to move forward. A separate study for each will be required; and,

WHEREAS, the sub-consultant CALYX Engineers and Consultants (Columbus, GA) will provide archaeology environmental services in the amount of $52,888.71; the sub-consultant Southern Research Consultants (Waverly Hall, GA) will conduct a phase-one intensive archaeological survey in the amount of $30,716.50; and Hecht Burdeshaw will coordinate their work and the work of the consultants with Georgia Department of Transportation for an additional fee of approximately $24,000.00.

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

That the City Manager is hereby authorized to execute Amendment 1 with Hecht Burdeshaw Architects, Inc. (Columbus, GA) in the estimated amount of $107,605.21 for additional services related to the Mott’s Green Plaza Enhancement project. This change order is using TSPLOST Discretionary local match funding for this GDOT funded project. Funding is available as follows: T-SPLOST Projects Fund – Capital Projects – T-SPLOST – General Construction – Mott’s Green M230 Match; 0510-660-7000-7661-65014-20170.
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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 Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.



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