Agenda Item #____7___
Columbus Consolidated Government
Council Meeting
January 4, 2005
Agenda Report #____7____
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) AUTOMATED VEHICLE LOCATION SYSTEM MAINTENANCE AGREEMENT
It is requested that Council authorize the purchase of an annual maintenance
agreement for the Police Department/911 Center?s Automated Vehicle Location
System from Ortivus North America in the amount of $23,120.41.
The 911 Center operates an Automated Vehicle Location System to record the
location of all Public Safety Units that are equipped with this system. This
equipment allows the dispatchers to look at a map and find the location of all
the equipped vehicles. This equipment also allows the Public Safety Units, so
equipped, to pull up a map of a call to assist them with directions to that
call. The system also aids in the mapping of the incoming 911 calls including
cellular telephone calls by providing a map location of these calls in the 911
Center. This system is critical for the safety of Public Safety units in that
it provides a ?second chance? to find the exact location of a unit, so
equipped, in an emergency situation. The City has maintained a full coverage
maintenance agreement on this equipment due to its importance and as an expense
control measure when making the necessary repairs and adjustments to this
equipment. This maintenance agreement provides complete coverage of any
problems that might arise as the equipment is used. This Maintenance Agreement
will insure that the City receives complete and cost effective support of this
equipment and allows control the operating costs associated with the Automated
Vehicle Location System.
Funds are budgeted in FY05 Budget, Police, Emergency Telephone Fund, E-911
Communications Center, Service Contracts; 0209-400-3220-E911-6513.
* * * * * *
(B) RAILROAD CROSSINGS ?PRECAST CONCRETE PANELS (ANNUAL CONTRACT ? RFB NO.
05-0036
It is requested that Council approve the purchase of precast concrete railroad
panels, rubber flange inserts and end restraints from Omni Products, Inc., for
the estimated annual contract value of $68,800. The items will be purchased by
the Engineering Department on an ?as needed basis? to replace existing
wooden/asphalt at various railroad crossings. The precast concrete panels will
enable vehicles to cross the railroads more smoothly.
The contract term shall 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 City and the Contractor.
Eleven bid invitations were mailed; one bid was received December 1, 2004.
This bid has been advertised, opened and reviewed.
Funds are budgeted each fiscal year for this on-going expense, 1999 SPLOST,
Railroad Crossing Improvements- Road Construction;
0540-695-2126-TXRB-7641-20778-20000.
* * * * * *
(C) LIVESCAN FINGERPRINT SYSTEM
It is requested that Council approve the purchase of an Identix Live Scan
Fingerprint System from Identix Incorporated, in the amount of $23,154.00.
The equipment will be used by the Sheriff?s Office for fingerprinting
purposes.
The purchase includes the software, system equipment, maintenance and
training. Identix Incorporated is the vendor required by the Grant to provide
this equipment because it must be compatible with the equipment used by the
State of Georgia. Therefore, the vendor is deemed an only known source for
this purchase.
The purchase of the system is made possible via the National Criminal History
Improvement Plan (NCHIP) Grant. The grant will fully reimburse the purchase
cost. Funds are available in the FY05 Budget: Sheriff ? Jail ? Service
Contracts; 0101-550-2600-6513
* * * * *
(D) SURPLUS EMERGENCY VEHICLES
It is requested that Council authorize the declaration of three (3) ambulances
and two (2) fire trucks as surplus, in accordance with Section 7-501 of the
Charter of Columbus Consolidated Government; and to approve the donation of the
items to Columbus Technical College (2 ambulances), Stewart County EMS (1
ambulance), Antioch Volunteer Fire Department (1 fire truck) and Geneva
Volunteer Fire Department (1 fire truck):
Attached Tab:
The Columbus Fire and Emergency Medical Services will soon take delivery of
newly purchased ambulances (3) and fire trucks (2). The existing emergency
vehicles are no longer practical for use by Columbus Fire and Emergency Medical
Services. Due to Homeland Security policies, the City cannot auction the
emergency vehicles that are being replaced. Therefore, the emergency vehicles
will be donated to agencies requesting the surplus items.
* * * * * *
(E) ROOF RESTORATION AT VARIOUS LOCATIONS ? RFB NO. 05-0018
It is requested that Council authorize the procurement of roofing services in
the amount of $351,273.00 from Standard Roofing of Montgomery, Inc. If
necessary, the vendor will provide additional drain replacement with plumbing
for the unit price of $850, wood deck replacement for the unit price of $4 per
square foot, cementitious wood fiber deck replacement for the unit price of
$7.50 per square foot, metal deck replacement for the unit price of $7.75 per
square foot and wood nailer replacement for the unit price of $4.75 per square
foot.
The contractor will install new Garland modified bituminous membrane roofing
systems at the Public Safety Building, Comer Gym, Pop Austin Gym, Heavy
Equipment Building (Public Services) and Carver Park Gym. Garland roofing
system was specified in order to obtain a long-term quality roofing system.
Upon complete installation and acceptance by the City, Garland will provide a
30-year non-prorated warranty to the City. Additionally, Garland will provide
annual inspections with written reports.
Sixty-four bid invitations were mailed. A Mandatory Pre-Bid Conference/Site
Visit was held on November 12, 2004; six vendors were represented at the
conference/site visit. Three bids were received on December 1, 2004. This bid
has been advertised, opened and reviewed. The bidders were:
Location Standard Roofing of
Montgomery, Inc.
(Montgomery, AL) Darton Roofing
(Fortson, GA) Roofing Professionals
(Richmond Hills, GA)
Option 1: Pop Austin Gym 102,558.00 130,988.00 127,319.00
Option 2: Comer Gym 87,966.00 116,322.50 126,797.00
Option 3: Public Safety Bldg 97,280.00 97,312.00 101,160.00
Option 4: Heavy Equipment Bldg 25,417.00 37,914.00 32,994.00
Option 5: Carver Park Gym 38,052.00 60,934.00 59,390.00
Option 6: All Locations $ 351,273.00 $ 434,601.00 $ 447,660.00
Funds are available in FY05 Budget: General Fund Supported Capital Projects -
Capital Expenditures over $5000, Comer Roof, Pop Austin, Public Safety Roof,
Heavy Equipment Building and Carver Park;
0508-660-1000-CPGF-7761-22226-20050-0,0508-660-1000-CPGF-7761-22228-20050-0,
0508-660-1000-CPGF-7761-22229-20050-0,0508-660-1000-CPGF-7761-22225-20050-0 and
0508-660-1000-CPGF-7761-22227-20050-0.
* * * * * * * * *
(F) EMERGENCY REPLACEMENT OF STORM WATER PIPE
It is requested that Council approve payment to Earth-Scapes, Inc., in the
amount of $28,260.00 for the emergency replacement of a storm water pipe.
The Engineering Department requested approval of the emergency procurement due
a failed storm water pipe located at 1506 Alamo Drive, a residential area. The
failure of the pipe is contributing to numerous sink-holes, along the track of
the pipe, which could cause damage to private property. Consequently, per the
Procurement Ordinance, the City Manager approved the emergency purchase.
The Engineering Department obtained written quotes from the following three
vendors:
Earth-Scapes, Inc. $28,260.00
Robinson Paving 41,000.00
McMath Turner 66,315.00
Funding is available in the FY05 Budget: Sewer Fund Supported Capital Project
? Contingency ? Pipe Rehabilitation; 0508-660-2000-CPSF-9801-20770-2004-0.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF AN ANNUAL MAINTENANCE AGREEMENT FOR
THE POLICE DEPARTMENT/911 CENTER?S AUTOMATED VEHICLE LOCATION SYSTEM FROM
ORTIVUS NORTH AMERICA IN THE AMOUNT OF $23,120.41.
WHEREAS, the 911 Center operates an Automated Vehicle Location System
to record the location of all Public Safety Units that are equipped with this
system; and,
WHEREAS, this system is critical for the safety of Public Safety units
in that it provides a ?second chance? to find the exact location of a unit, so
equipped, in an emergency situation; and,
WHEREAS, this Maintenance Agreement will insure that the City receives
complete and cost effective support of this equipment and allows control of the
operating costs associated with the Automated Vehicle Location System.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager, or his designee, is hereby authorized to
purchase an annual maintenance agreement for the Police Department/911 Center?s
Automated Vehicle Location System from Ortivus North America in the amount of
$23,120.41. Funds are budget in FY05 Budget
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2005 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
?ITEM B?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF PRECAST CONCRETE PANELS, ON AN ?AS
NEEDED BASIS,? FOR RAILROAD CROSSINGS FROM OMNI PRODUCT, INC., FOR THE
ESTIMATED ANNUAL CONTRACT VALUE OF $68,800.
WHEREAS, the contractor will provide precast concrete panels, rubber flange
inserts, and end restraints on an ?as needed basis?. The items will replace
existing wooden/asphalt panels at various railroad crossings. The precast
concrete panels will enable vehicles to cross the railroad more smoothly; and,
WHEREAS, the contract term 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 Contractor.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase precast concrete
panels, rubber flange inserts, and end restraints on an ?as needed basis? from
Omni Products, Inc., for the estimated annual contract value of $68,800. Funds
are budgeted each fiscal year for this on-going expense, 1999 SPLOST, Railroad
Crossing Improvements- Road Construction; 0540-695-2126-TXRB-7641-20778-20000.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2005 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
?ITEM C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF AN IDENTIX LIVE SCAN FINGERPRINT
SYSTEM FROM IDENTIX INCORPORATED, IN THE AMOUNT OF $23,154.00.
WHEREAS, The equipment will be used by the Sheriff?s Office for
fingerprinting purposes; and,
WHEREAS, Identix Incorporated is the vendor required by the Grant to
provide this equipment because it must be compatible with the equipment used by
the State of Georgia. Therefore, the vendor is deemed an only known source
for this purchase.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager, or his designee, is hereby authorized to purchase an
Identix Live Scan Fingerprint System from Identix Incorporated, in the amount
of $23,154.00. The purchase of the system is made possible via the National
Criminal History Improvement Plan (NCHIP) Grant. The grant will fully
reimburse the purchase cost. Funds are available in the FY05 Budget: Sheriff ?
Jail ? Service Contracts; 0101-550-2600-6513.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2005 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
?ITEM D?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE DECLARATION OF THREE (3) AMBULANCES AND TWO (2)
FIRE TRUCKS AS SURPLUS, IN ACCORDANCE WITH SECTION 7-501 OF THE CHARTER OF
COLUMBUS CONSOLIDATED GOVERNMENT; AND TO APPROVE THE DONATION OF THE ITEMS TO
COLUMBUS TECHNICAL COLLEGE (2 AMBULANCES), STEWART COUNTY EMS (1 AMBULANCE),
ANTIOCH VOLUNTEER FIRE DEPARTMENT (1 FIRE TRUCK) AND GENEVA VOLUNTEER FIRE
DEPARTMENT (1 FIRE TRUCK).
WHEREAS, The Columbus Fire and Emergency Medical Services will soon
take delivery of newly purchased ambulances (3) and fire trucks (2). The
existing emergency vehicles are no longer practical for use by Columbus Fire
and Emergency Medical Services; and,
WHEREAS, Due to Homeland Security policies, the City cannot auction the
emergency vehicles that are being replaced. Therefore, the emergency vehicles
will be donated to agencies requesting the surplus items.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager, or his designee, is hereby authorized to declare
three (3) ambulances and two (2) fire trucks as surplus, in accordance with
Section 7-501 of the Charter of Columbus Consolidated Government, and to
approve the donation of the items to Columbus Technical College (2
ambulances), Stewart County EMS (1 ambulance), Antioch Volunteer Fire
Department (1 fire truck) and Geneva Volunteer Fire Department (1 fire truck).
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of , 2005 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 E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PROCUREMENT OF ROOFING SERVICES IN THE AMOUNT OF
$351,273.00 FROM STANDARD ROOFING OF MONTGOMERY, INC.
WHEREAS, The contractor will install new Garland modified bituminous
membrane roofing systems at the Public Safety Building, Comer Gym, Pop Austin
Gym, Heavy Equipment Building (Public Services) and Carver Park Gym; and,
WHEREAS, If necessary, the vendor will provide additional drain
replacement with plumbing for the unit price of $850, wood deck replacement for
the unit price of $4 per square foot, cementitious wood fiber deck replacement
for the unit price of $7.50 per square foot, metal deck replacement for the
unit price of $7.75 per square foot and wood nailer replacement for the unit
price of $4.75 per square foot.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager, or his designee, is hereby authorized to procure
roofing services in the amount of $351,273.00 from Standard Roofing of
Montgomery, Inc. Funds are available in FY05 Budget: General Fund Supported
Capital Projects - Capital Expenditures over $5000, Comer Roof, Pop Austin,
Public Safety Roof, Heavy Equipment Building and Carver Park;
0508-660-1000-CPGF-7761-22226-20050-0, 0508-660-1000-CPGF-7761-22228-20050-0,
0508-660-1000-CPGF-7761-22229-20050-0, 0508-660-1000-CPGF-7761-22225-20050-0
and 0508-660-1000-CPGF-7761-22227-20050-0.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of , 2005 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 F?
A RESOLUTION
NO._________
A RESOLUTION AUTHORIZING PAYMENT TO EARTH-SCAPES, INC., IN THE AMOUNT OF
$28,260 FOR THE EMERGENCY REPLACEMENT OF A STORM WATER PIPE.
WHEREAS, The Engineering Department requested approval of the emergency
procurement due a failed storm water pipe located at 1506 Alamo Drive, a
residential area. The failure of the pipe is contributing to numerous
sink-holes, along the track of the pipe, which could cause damage to private
property. Consequently, per the Procurement Ordinance, the City Manager
approved the emergency purchase.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager, or his designee, is hereby authorized to make payment to
Earth-Scapes, Inc., in the amount of $28,260.00 for the emergency replacement
of a storm water pipe. Funding is available in the FY05 Budget: Sewer Fund
Supported Capital Project ? Contingency ? Pipe Rehabilitation;
0508-660-2000-CPSF-9801-20770-2004-0.
______________________________
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
DATE: January 4, 2005
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
January 5, 2005
1. Ford Crown Victoria Pursuit Vehicles? RFB No. 05-0039
Scope of Bid
Provide thirty-eight (38) Ford Crown Victoria Police Pursuit Vehicles to be
used by the Police Department, Sheriff Department and Marshal Department. Due
to interior and storage space needs, the City has decided that the Ford Crown
Victoria is the only pursuit car that meets those needs.
January 7, 2005
1. Exclusive Soft Drink Vending Services & Pouring Rights for Edgewood
Park (Annual Contract) ? RFP No. 05-0007
Scope of Bid
Provide the Columbus Consolidated Government (the City) soft drink vending
services & pouring rights for Edgewood Park. The contract term will be for a
period of nineteen (19) months ending July 24, 2006. Provisions for
termination of the contract between the contractor and Columbus Consolidated
Government will be made a part of the final contract.
2. Low Floor Mini-Bus (Annual Contract) ? RFB No. 05-0045
Scope of Bid
The Consolidated Government of Columbus, Georgia (the City) is seeking vendors
to provide Low Floor Mini Buses to METRA on an ?as needed? basis. The City
anticipates purchasing approximately 12 buses over a four (4) year period.
January 14, 2005
1. Bad Check Recovery Services (Annual Contract) ? RFP No. 05-0012
Scope of Bid
The City of Columbus invites qualified firms to submit proposals for
the provision of recovery services related to bad checks on an ?as needed
basis?. The initial term of this contract shall be for one year, with the
option to renew for two additional twelve-month periods. Contract renewal will
be contingent upon the mutual agreement of the City and the Contractor.
January 20, 2005
1. Triage Tracking Devices ? RFP No. 05-0013
Scope of RFP
Columbus Consolidated Government (the City) desires to purchase approximately
15 triage tracking devices and bar-coded triage tags. The department of Fire
and Emergency Medical Services will use the items.
January 21, 2005
1. Demolition Services (Annual Contract) ? RFP No. 05-0006
Scope of RFP
Provide demolition services to the City of Columbus on an ?as needed
basis?. 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 Contractor.