Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



June 11, 2002



Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) LONG DISTANCE TELEPHONE SERVICE (ANNUAL CONTRACT) ? RFP NO. 02-0005



It is requested that Council approve the annual contract for long distance

telephone services from ITC Deltacom. The firm will provide long distance

telephone service to Columbus Consolidated Government with the most

cost-effective and high quality transmission. This service shall include all

Intralata, Interlata and Inter-lata/Intrastate calls to all domestic area codes

in the United States.



The City?s telephone system consists of one centrex system with approximately

1,000 stations in various locations, along with approximately 120 business

lines in various locations. The City?s use of long distance averages 25,000

minutes, per month, for all lines. In addition, the City has two 800 numbers

which generates approximately 400 minutes of traffic per month.



The term of this contract shall be for one year, with the option to renew for

four (4) additional twelve-month periods. Contract renewal will be contingent

upon the mutual agreement of the City and the Contractor.



Request for proposals were mailed to twenty-two vendors and the RFP has been

advertised. Four proposals were received, April 26, 2002 from the following

offerors.



ITC Deltacom (Columbus, GA)

Myco Telecommunications (Lawrenceville, KS)

Nationslink (Valdosta, GA) *Incomplete

Sprint (Atlanta, GA) **Incomplete



*Offeror did not provide a billing sample as required in the RFP

specifications. Therefore, proposal was deemed incomplete at the RFP opening.



**Offeror did not provide statement of project, service plan or references as

required in the RFP specifications. Therefore, proposal was deemed incomplete

at the RFP opening.



Proposals were reviewed by the Evaluation Committee members, which consisted of

representatives from Facilities Maintenance, Police Department, and Information

Technology. During the evaluation process, ITC Deltacom was deemed the most

responsive to the RFP. 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. In the event Council does not approve the recommended offeror,

no proposal responses or any negotiated components are made public until after

the award of the contract. If Council does not approve the recommended

offeror, negotiations will begin with the next responsive offeror. Evaluation

results and cost proposals have been submitted to the City Manager in a

separate memo for information purposes.



Funds will be budgeted each fiscal year for this on going expense, Various

Accounts ? Telephone 6621.



* * * * * *



(B) HISTORIC PRESERVATION SERVICES (ANNUAL CONTRACT) ? RFP NO. 02-0028



It is requested that Council approve the annual contract for historic

preservation services from The Jaeger Company. The firm will provide

professional services in conducting recordation processes as required under

Section 106 of the national Historic Preservation Act. Services will be

provided on an ?as needed basis?.



The firm will be required to perform the following tasks:



1. Identify and evaluate historic properties.

2. Prepare written and graphic record of historically and architecturally

significant properties. Graphic documentation should include large format

photographs and scaled drawings as required under regulations.

3. Consult and facilitate with the State Historic Preservation Office, local

historic organization and city officials on the eligibility of any significant

historic properties.

4. Assess and prepare the ?effect? and ?adverse effect? documentation for local

and state review.

5. If necessary, develop the Memorandum of Agreement between the city and the

State Historic Preservation Office.



The term of this contract shall be for three years, with the option to renew

for two (2) consecutive twelve-month periods. Contract renewal will be

contingent upon the mutual agreement of the City and the Contractor.



Request for proposals were mailed to ninety-one vendors and the RFP has been

advertised. Proposals were received, March 29, 2002 from the following

offerors.



The Jaeger Company (Gainesville, GA)

Pimsler-Hoss Architects, Inc. (Atlanta, GA)



Proposals were reviewed by the Evaluation Committee members, which consisted of

representatives of the Community Development Department. During the evaluation

process, The Jaeger Company was deemed the most responsive to the RFP. The

City 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. In the event Council

does not approve the recommended offeror, no proposal responses or any

negotiated components are made public until after the award of the contract.

If Council does not approve the recommended offeror, negotiations will begin

with the next responsive offeror. Evaluation and cost proposals results have

been submitted to the City Manager in a separate memo for information purposes.



Funds will be budgeted each fiscal year for this on going expense, Community

Development ? Land Disposition ? Contingency, 0210-240-3454-LDSP-9801;

Community Development - Redevelopment ? Contractual Services,

0210-240-3450-RDEV-6319.



* * * * * *



(C) FIVE (5) MID-SIZE EXTENDED CAB PICK-UP TRUCKS ? BID NO. 02-0091



It is requested that Council authorize the purchase of five mid-size extended

cab pick-up trucks from Mike Patton CDJ in the amount of $68,995.00. The

trucks are replacement vehicles for Special Enforcement Division (2 trucks),

Facilities Maintenance Division (1 truck), Street Repairs and Maintenance

Division (1 truck) and Forestry Division (1 truck). The trucks will be

utilized by supervisors and as a dogcatcher vehicle.



One hundred bid invitations were mailed; four bids were received on May 29,

2002. This bid has been advertised, opened and reviewed. The bidders were:



Unit Cost Total Cost

Mike Patton CDJ (LaGrange, GA) $13,799.00 $68,995.00

Freeway Ford (Columbus, GA) 15,053,32 75,266.60

Legacy Ford Mercury, Inc (McDonough, GA) 16,000.00 80,000.00

Allan Virgil Ford (Morrow, GA) 16,983.00 84,915.00



Funds are budgeted in the FY02 Budget, GMA Lease Fund ? Light Trucks;

0542-200-5000-GMA-7722 (3 trucks), Public Services? Repair & Maintenance -

Light Trucks; 0203-260-3110-REPR-7722 (1 truck); Public Services? Landscape &

Forestry ? Light Trucks; 0203-260-2800-LAND-7722 (1 truck).



(D) SEMI-AUTOMATIC PISTOLS ? BID NO. 02-0128



It is requested that Council authorize the purchase of 33 Glock Semi-Automatic

Pistols from Smyrna Police Distributors, Inc., in the amount of $15,477.00.

The Muscogee County Sheriff?s Department will utilize the weapons.



Twenty-two bid invitations were mailed; two bids were received on May 22,

2002. This bid has been advertised, opened and reviewed. The bidders were:



Unit Cost Total Cost

Smyrna Police Distributors, Inc (Smyrna, GA) $469.00 $15,477.00

Glock, Inc (Smyrna, GA) 474.00 15,642.00



Funds are budgeted in the FY02 Budget, Sheriff-Administration? Capital

Expenditures under $5,000.00; 0101-550-1000-SHRF-7763.



* * * * * *



(E) TELEPHONE EQUIPMENT FOR JAIL RENOVATION ? BID NO. 02-0129



It is requested that Council approve the purchase of telephone equipment for

the Jail Renovation from Black Box Network Services in the amount of

$29,257.68. The equipment is needed to combine the old telephone system with

the new telephone system in the jail addition. The City will install the

equipment.



Seventy-eight bid invitations were mailed; four bids were received on May 29,

2002. This bid has been advertised, opened and reviewed. The bidders were:



Total Cost

Black Box Network Services (Murfreesboro, TN) $29,257.68

STS, Inc. (Warner Robins, GA) 37,983.04

American Phone Center (Earlysville, VA)* 23,285.00

Business Communications (Atlanta, GA)** 26,075.00



*Vendor did not acknowledge Addendum No. 1 as required in the bid

specifications. Therefore, bid was deemed incomplete at the bid opening.



**Vendor did not provide product literature and warranty information as

required in the bid specifications. Therefore, bid was deemed incomplete at

the bid opening.



Funds are budgeted in FY02 Budget, Sheriff-Jail-Capital Expenditures under

$5,000; 0101-550-2600-JAIL-7763.



(F) RELOCATION OF TELEPHONE CABLES FOR TRADE CENTER RENOVATION



It is requested that Council approve the payment to BellSouth Pro Group-Atlanta

in the amount of $69,269.00 to relocate telephone cables to accommodate the

construction required for the Trade Center renovation. Due to the renovation,

the telephone cables that feed to the Trade Center and Challenger Center must

be relocated. Bell South requires pre-payment before proceeding with the work.



Funds are budgeted in the FY02 Budget, Trade Center

Expansion-Engineering/Architect Services-Trade Center-State Funds;

0753-620-2000-TCEX-6338-5060202S.







?ITEM A?



A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR LONG DISTANCE

TELEPHONE SERVICES WITH ITC DELTACOM.



WHEREAS, an RFP was administered (RFP No. 02-0005) and four proposals were

received; and,



WHEREAS, the proposal submitted by ITC Deltacom, met all proposal requirements

and is deemed most responsive to the RFP; and,



WHEREAS, the term of this contract shall be for one-year, with the option to

renew for four (4) 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 execute a contract with

ITC Deltacom for Long Distance Telephone Services. Funds will be budgeted each

fiscal year for this on going expense, Various Accounts ? Telephone, 6621.

_________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM B?



A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR HISTORIC PRESERVATION

SERVICES WITH THE JAEGER COMPANY.



WHEREAS, an RFP was administered (RFP No. 02-0028) and two proposals were

received; and,



WHEREAS, the proposal submitted by The Jaeger Company, met all proposal

requirements and is deemed most responsive to the RFP; and,



WHEREAS, the term of this contract shall be for three years, with the option to

renew for two (2) consecutive 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 execute a contract with

The Jaeger Company for Historic Preservation Services. Funds will be budgeted

each fiscal year for this on going expense, Community Development ? Land

Disposition ? Contingency, 0210-240-3454-LDSP-9801; Community Development -

Redevelopment ? Contractual Services, 0210-240-3450-RDEV-6319.

_________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM C?



A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE PURCHASE OF FIVE (5) MID-SIZE EXTENDED CAB PICK-UP

TRUCKS FROM MIKE PATTON CDJ IN THE AMOUNT OF $68,995.00.



WHEREAS, the trucks are replacement vehicles for Special Enforcement

Division (2 trucks), Facilities Maintenance Division (1 truck), Street Repairs

and Maintenance Division (1 truck) and Forestry Division (1 truck). The trucks

will be utilized by supervisors and as a dogcatcher vehicle.



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



That the City Manager is hereby authorized to purchase five (5)

mid-size extended cab pick-up trucks form Mike Patton CDJ in the amount of

$68,995.00. Funds are budgeted in the FY02 Budget, GMA Lease Fund ? Light

Trucks; 0542-200-5000-GMA-7722 (3 trucks), Public Services? Repair &

Maintenance - Light Trucks; 0203-260-3110-REPR-7722 (1 truck); Public Services?

Landscape & Forestry ? Light Trucks; 0203-260-2800-LAND-7722 (1 truck).



_________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor







?ITEM D?



A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE PURCHASE OF THIRTY THREE (33) GLOCK SEMI-AUTOMATIC

PISTOLS FROM SMYRNA POLICE DISTRIBUTOR IN THE AMOUNT OF $15,477.00.



WHEREAS, the Muscogee County Sheriff?s Department will utilize the

weapons.



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



That the City Manager is hereby authorized to purchase thirty three

(33) Glock semi-automatic pistols form Smyrna Police Distributor in the amount

of $15,477.00. Funds are budgeted in the FY02 Budget, Sheriff-Administration ?

Capital Expenditures under $5,000.00, 0101-550-1000-SHRF-7763.



_________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor





?ITEM E?

A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE PURCHASE OF TELEPHONE EQUIPMENT FOR THE JAIL

ADDITION FROM BLACK BOX NETWORK SERVICES IN THE AMOUNT OF $29,257.68.



WHEREAS, the equipment is needed to combine the old telephone system

with the new telephone system in the jail addition. The City will install the

equipment.



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



That the City Manager is hereby authorized to purchase telephone

equipment for the jail addition from Black Box Network Services in the amount

of $29,257.68. Funds are budgeted in FY02 Budget, Sheriff-Jail-Capital

Expenditures under $5,000; 0101-550-2600-JAIL-7763.

_________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM F?





A RESOLUTION

NO.______



A RESOLUTION AUTHORIZING THE PAYMENT TO BELLSOUTH PRO GROUP-ATLANTA IN THE

AMOUNT OF $69,269.00 TO RELOCATE TELEPHONE CABLES TO ACCOMMODATE THE

CONSTRUCTION REQUIRED FOR THE TRADE CENTER RENOVATON.



WHEREAS, Due to the renovation, the telephone cables that feed to the

Trade Center and Challenger Center must be relocated.



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



That the City Manager is hereby authorized to pay BellSouth Pro

Group-Atlanta the amount of $69,269.00 to relocate telephone cables to

accommodate the construction required for the Trade Center Renovation. Funds

are budgeted in the FY02 Budget, Trade Center Expansion-Engineering/Architect

Services-Trade Center-State Funds; 0753-620-2000-TCEX-6338-5060202S.

_________________________________________



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

held the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor