Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



June 22, 2004





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) 800 MHZ RADIO COMMUNICATIONS SYSTEM ? ANNUAL TRANSMISSION

MAINTENANCE CONTRACT



It is requested that Council approve payment to Motorola, Inc., in the amount

of $83,849.38 for maintenance of the City?s 800 MHz Radio Communication System.



The purchase of the 800 MHz Radio Communication System in 1992 included an

Annual Transmission System Maintenance contract with Motorola, Inc., as part of

RFP 149-91. This contract maintains highly technical transmission system

components located at the Prime site at WXTX-TV tower site, the River Road

tower site, the Government Center and 911 Center.



The contract is with the radio system manufacturer and hence a sole source.

The contract provides for additions/deletions of equipment maintained by the

contract with each year?s renewal approved by Council. The Annual Maintenance

Contract term begins July 1, 2004 through June 30, 2005.



The only alternative would be to completely cancel the annual maintenance

contract and request maintenance and repair on an ?as needed basis?. The

disadvantage of this type of annual maintenance is the possibility of having a

catastrophic failure, which takes the whole radio system off the air and the

inability to obtain repairs for days or weeks. Our existing contract provides

for seven (7) days per week, 24 hours per day service, and includes the entire

technical resources of the Motorola Company.



The annual cost of this contract is $86,168.52 for which we receive a 2.691%

discount for making a single annual payment up front, reducing the annual

contract cost to $83,849.38. The annual cost is also prorated to agencies

outside the City government, which equates to a reimbursement to the City of

$16,999.57 by these agencies. We have a $2,675,439.36 investment in the

transmission system with annual maintenance being about 3%.



Funds are budgeted in FY05 Budget, Engineering, Radio Communications ? Service

Contracts, 0101-250-3110-RADI-6513.



(B) ANNUAL BI-DIRECTIONAL AMPLIFIER SYSTEM SERVICE CONTRACT FOR THE MUSCOGEE

COUNTY JAIL



It is requested that Council approve payment to Motorola, Inc., in the amount

of $5,819.39 for the annual Bi-Directional Amplifier System Service Contract

for the City?s 800 MHz Radios for the Muscogee County Jail.



A Bi-Directional Amplifier System was installed in the Muscogee County Jail so

that portable (walkie-talkie) 800 MHz radios can be used by the Sheriff

Deputies working in the Jail. The new Bi-Directional Amplifier System has been

in place for about 18 months and the warranty has expired. The purpose of this

service contract is to perform annual maintenance and repairs with High Tech

support from the manufacturer in order to keep this system working at peak

performance. The same type of annual service contract is in place for the

Bi-Directional Amplifier System located in the Public Safety Building.



The contract is with the radio system manufacturer and hence a sole source.

The contract provides for additions/deletions of equipment maintained by the

contract with each year?s renewal approved by Council. The annual service

contract begins July 1 2004 through June 30, 2005.



The annual cost of this contract is $5,921.16 for which the City receive a

2.691% discount for making a single annual payment up-front, reducing the

annual contract cost to $5,819.39.



Funds are budgeted in FY05 Budget. Sheriff Department, Jail ? Service

Contracts; 0101-550-2600-JAIL-6513.



ITEM ?A?



A RESOLUTION

NO.____________



A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA COMMUNICATIONS AND

ELECTRONICS, INC., IN THE AMOUNT OF $83,849.38 FOR THE FY05 ANNUAL TRANSMISSION

SYSTEM MAINTENANCE CONTRACT FOR THE CITY?S 800 MHZ RADIO COMMUNICATION SYSTEM.



WHEREAS, through the award of RFP #149-91, the City established an

Annual Transmission System Maintenance contract with Motorola Communications

and Electronics, Inc., having renewed said contract each year; and,



WHEREAS, the Annual Transmission System Maintenance contract runs from

July 1, 2004 through June 30, 2005, and includes the previously adopted pricing

schedule. This contract provides for additions/deletions of equipment

maintained by the contract with each year?s renewal.



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



That the City Manager is hereby authorized to render payment to

Motorola Communications and Electronics, Inc., in the amount of $83,849.38 for

the FY05 Annual Transmission System Maintenance Contract for the City?s 800 MHZ

Radio Communication System. Funds are budgeted in the FY05 Budget,

Engineering, Radio Communications ? Service Contracts, 0101-250-3110-RADI-6513.

_________________________________________





Introduced at a regular meeting of the Council of Columbus, Georgia, held the

_________ day of _________________, 2004 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor



ITEM ?B?



RESOLUTION

NO.____________



A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA COMMUNICATIONS AND ELECTRONICS,

INC., IN THE AMOUNT OF $5,819.39, TO EXECUTE THE FY05 ANNUAL SERVICE CONTRACT

FOR THE BI-DIRECTIONAL AMPLIFIER SYSTEM FOR THE MUSCOGEE COUNTY JAIL.

WHEREAS, the new addition to the Jail included the installation of a

Bi-Directional Amplifier System to allow Sheriff Deputies to use their 800 MHz

portable radios inside the building; and,

WHEREAS, the Annual Service contract will run from July 1, 2004 to June

30, 2005, and the annual payment is made, in total, at the beginning of each

contract period; and,

WHEREAS, this contract is with the radio system manufacturer and hence

a sole source. The contract provides for additions/deletions of equipment

maintained by the contract with each year?s renewal approved by Council; and,

WHEREAS, this will be the same type of annual service contract that

provides maintenance to the Bi-Directional Amplifier System for the Public

Safety Building; and,



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



That the City Manager is hereby authorized to pay Motorola

Communications and Electronics, Inc., the amount of $5,819.39 to execute the

FY05 annual bi-directional amplifier system service contract for the Muscogee

County Jail. Funds are budgeted in FY05 budget, Sheriff Department, Jail ?

Service Contracts; 0101-550-2600-JAIL-6513



Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of _________________, 2004 and adopted at said meeting

by the affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________ .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.





______________________________ _________________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor