Columbus, Georgia

Agenda Item #__5__





Columbus Consolidated Government

Council Meeting



April 19, 2005





Agenda Report #____55____



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) COMPUTER SERVERS AND COMPUTER UPGRADES FOR HUMAN RESOURCE SOFTWARE SYSTEM

UPGRADE



It is requested that Council approve the purchase of computer servers and

computer upgrades from CDW-G (Vernon Hills, Illinois) in the amount of

$32,958.54 to accommodate the Human Resource software system upgrade. The

purchase will be made via Federal GSA Contract Schedule 70 and Georgia WSCA

Contract #A63311.



The servers and upgrades are needed to proceed with the Advantage HR project to

upgrade the system software. Specific features and functions of the software

upgrade include:

? Easy compliance with government regulations and reporting

requirements through automatic generation of standard documents, such as EEO

reports, 941 Quarterly Reports, and W2s

? Comprehensive support for routine and specialized personnel

activities, including hiring, promotion, termination, and retirement; support

for different employee groups and civil service titles; online job and salary

histories

? Complete government payroll processing support, including time and

attendance tracking; multi-cycle paycheck generation and direct deposit;

automated leave and accrual accounting; contract, retroactive, and reserve pay

processing; and production of all payroll-related reports

? Integration with optional subsystems for specific employee benefits

(including COBRA), applicant tracking, employee relations, and position control

requirements

? Integration with the City?s newly upgraded financial system software

for a complete administrative solution that streamlines budgeting and payments

for benefits providers, taxes, and more

? Reporting and online query support, including: Employee Information Reports;

Pay, Leave, and Deduction Reports; Annual and Quarterly Reports that provide

detailed information for federal reporting; and Ad-Hoc Reports that provide

detailed or summary information.



Funds are budgeted in the FY05 Budget: Building Authority Series 2001 ?

Computer Equipment - Technology Enhancements;

0553-200-2436-CBA-7751-40208-20010-0.



* * * * * * *

(B) COMPUTER EQUIPMENT FOR ENGINEERING/GIS



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

Engineering/GIS from IBM Direct (Atlanta, Georgia) in the amount of

$22,462.12. The purchase will be made via Georgia State Wide Contract

#A63311. The equipment includes four workstations: including processors,

memory and display units.



Over the last year the GIS Division has been in the process of converting their

database from ESRI's coverage database model to the new Geodatabase model. The

Geodatabase model, though new to the City, has actually been in place for about

four years and is the industry-accepted norm. This new Geodatabase coupled

with the acquisition of high-resolution aerial photography and topographic data

provides a heightened level of accuracy and has greatly enhanced the usefulness

of GIS data overall, but this new data requires computers with more power.



Last year a new server and software was purchased to run the Geodatabase, and

now the GIS Division is ready to begin giving users access to this database.

Unfortunately the client workstations do not have the processing power

necessary to connect to this database. The new workstations will be used in

the GIS Division and will increase productivity while allowing the Division to

pass the current workstations down to other users who need access to the new

Geodatabase.



Funds are available in the FY05 Budget: CBA 2003A Storm Water Enhancement ?

Engineering/Architect Services ? Storm Water Enhancements; 0554?200?2439?CBA?

6338?40235?20030?0.



* * * * * *

(C) COPIER LEASE FOR THE PUBLIC DEFENDER?S OFFICE (ANNUAL CONTRACT)



It is requested that Council approve a forty-eight (48) month lease contract,

for two copier/printers, with Ikon (Columbus, GA) in the amount of $676 per

month for the Public Defender?s Office. The monthly lease amount covers a

maximum of 10,000 copies; additional copies will be at a cost of $0.011. The

monthly payment also includes maintenance and supplies, except paper and

staples, for two copiers. The lease contract is available through the State of

Georgia Digital Copier Contract #GTA-000119.



The two units replaces an obsolete copier currently used by the Public

Defender?s Officer. The new copier/printers will have scan and fax

capabilities, and will be networked and placed in strategic locations to be

used by all staff members.



Funds will be budgeted each fiscal year for this ongoing expense; Public

Defender ? Equipment Rental/Lease; .0101-520-1000-PBDF-6543.



* * * * * *

(D) PAYMENT TO YOUTH BASKETBALL OF AMERICA (YBOA) GEORGIA



It is requested that Council approve payment to Youth Basketball of America

(YBOA) Georgia in the amount of $10,200.00, for referees required for 216

tournament games.



The City, Department of Parks and Recreation, hosted YBOA Georgia sanctioned

Riverfest Classic and Super Regional youth basketball tournaments. As a

result, Parks and Recreation was required to use the officials assigned by the

state YBOA office. Additionally, the host site is responsible for paying the

bill for officiating services. Consequently, the City receives the revenue

generated at the gates, and benefits from the economic impact of visiting

tourists participating and supporting tournament play.



Funds are available in the FY05 Budget: Parks and Recreation ? Recreation

Services ? Contractual Services; 0101-270-2400-RECR-6319.



* * * * * *

(E) TOP DRESSER (RE-BID) ? RFB NO. 05-0056



It is requested that Council authorize the purchase of one (1) top dresser from

Jerry Pate & Irrigation in the amount of $21,921.25.



The top dresser is an additional unit and will be used by the Parks Services

Division, of the Parks and Recreation Department as an aerator to dress

athletic fields with sand.



One hundred, four bid invitations were mailed. Bids were received on March 16,

2005. This bid has been advertised, opened and reviewed. The bidders were:



(1 Unit)

Vendors Total Cost

Jerry Pate & Irrigation (Atlanta, GA) $21,921.25

Rock & Earth Technologies (Rockmart, GA) 1 $19,995.00

Kilpatrick Turf (Duluth, GA) $23,668.00

Georgia Turf & Tractor (Tifton, GA) $27,135.00



1 Per the Fleet Manager, the hopper capacity and conveyer of the unit proposed

by Rock & Earth Technologies failed to meet specifications. Written

notification has been forwarded to the vendor.



Funds are budgeted in FY05 Budget, General Fund ? Parks & Recreation ? Parks

Services ?Capital Expenditures Over $5,000.00; 0101-270-2100-PSRV-7761.







?ITEM A?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING THE PURCHASE OF COMPUTER SERVERS AND COMPUTER UPGRADES

FROM CDW-G (VERNON HILLS, ILLINOIS) IN THE AMOUNT OF $32,958.54 TO ACCOMMODATE

THE HUMAN RESOURCE SOFTWARE SYSTEM UPGRADE.



WHEREAS, the purchase will be made via Federal GSA Contract Schedule 70 and

Georgia WSCA Contract #A63311. The servers and upgrades are needed to proceed

with the Advantage HR project to upgrade the system software



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



That the City Manager is hereby authorized to purchase computer servers

and computer upgrades from CDW-G (Vernon Hills, Illinois) in the amount of

$32,958.54 to accommodate the Human Resource software system upgrade. Funds

are budgeted in the FY05 Budget: Building Authority Series 2001 ? Computer

Equipment - Technology Enhancements; 0553-200-2436-CBA-7751-40208-20010-0.

______________________________



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 B?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING THE PURCHASE OF COMPUTER EQUIPMENT FOR ENGINEERING/GIS

FROM IBM DIRECT (ATLANTA, GA) IN THE AMOUNT OF $22,462.12.



WHEREAS, the purchase will be made via Georgia State Wide Contract #A63311.

The equipment includes four workstations: including processors, memory and

display units; and,



WHEREAS, the equipment includes four workstations: including processors, memory

and display units. The new workstations will be used in the GIS Division and

will increase productivity while allowing the Division to pass the current

workstations down to other users who need access to the new Geodatabase.



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



That the City Manager is hereby authorized to purchase computer

equipment for Engineering/GIS from IBM Direct in the amount of $22,462.12.

Funds are available in the FY05 Budget: CBA 2003A Storm Water Enhancement ?

Engineering/Architect Services ? Storm Water Enhancements; 0554?200?2439?CBA?

6338?40235?20030?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 C?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING APPROVAL OF A FORTY-EIGHT (48) MONTH LEASE CONTRACT

FOR TWO COPIER/PRINTERS, WITH IKON (COLUMBUS, GEORGIA), IN THE AMOUNT OF $676

PER MONTH, FOR THE PUBLIC DEFENDER?S OFFICE. THE MONTHLY LEASE AMOUNT COVERS A

MAXIMUM OF 10,000 COPIES; ADDITIONAL COPIES WILL BE AT A COST OF $0.011.



WHEREAS, the lease contract is available through the State of Georgia Digital

Copier Contract #GTA-000119. The monthly payment includes maintenance and

supplies, except paper and staples.



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



That the City Manager is hereby authorized to enter into a forty-eight

(48) month lease contract, for two copier/printers, with Ikon in the amount of

$676 per month, for the Public Defender?s Office. The monthly lease amount

covers a maximum of 10,000 copies; additional copies will be at a cost of

$0.011. Funds will be budgeted each fiscal year for this ongoing expense;

Public Defender ? Equipment Rental/Lease; .0101-520-1000-PBDF-6543.

______________________________



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 D?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING APPROVE PAYMENT TO YOUTH BASKETBALL OF AMERICA

(YBOA) GEORGIA IN THE AMOUNT OF $10,200.00 FOR REFEREES REQUIRED FOR 216

TOURNAMENT GAMES.



WHEREAS, the City, Department of Parks and Recreation, hosted YBOA Georgia

sanctioned Riverfest Classic and Super Regional youth basketball tournaments.

As a result, Parks and Recreation was required to use the officials assigned by

the state YBOA office; and,



WHEREAS, additionally, the host site is responsible for paying the bill for

officiating services. Consequently, the City receives the revenue generated at

the gates and benefits from the economic impact of visiting tourists

participating and supporting tournament play.



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



That the City Manager is hereby authorized to make payment to Youth Basketball

of America (YBOA) Georgia in the amount of $10,200.00 for referees required for

216 tournament games. Funds are available in the FY05 Budget: Parks and

Recreation ? Recreation Services ? Contractual Services; 0101-270- 2400 -

RECR-6319.

______________________________



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 PURCHASE OF ONE (1) TOP DRESSER FROM JERRY PATE &

IRRIGATION IN THE AMOUNT OF $21,921.25.



WHEREAS, the top dresser is an additional unit and will be used by the Parks

Services Division, of the Parks and Recreation Department as an aerator to

dress athletic fields with sand.



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



That the City Manager is hereby authorized to purchase one (1) top

dresser from Jerry Pate & Irrigation in the amount of $21,921.25. Funds are

budgeted in FY05 Budget, General Fund ? Parks & Recreation ? Parks Services ?

Capital Expenditures Over $5,000.00; 0101-270-2100-PSRV-7761.

______________________________



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



DATE: April 19, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids



April 20, 2005

1. Various Types of Patches & Emblems (Annual Contract) ? RFB No. 05-0060

Scope of Bid

Provide various types of patches and emblems on as ?as needed basis? to the

Public Services Department, Columbus Fire & EMS Department, Columbus Police

Department, The Marshal?s Department and the Sheriff?s Department. The

contract period will be for three years with the option to renew for two

additional twelve-month periods.



April 21, 2005

1. Flood Abatement Project ? 6th Avenue and Side Streets System ? RFP

No. 05-0022

Scope of RFP

The Project consists of the following major elements: construction of

approximately 1,600 feet of 8-foot by 5-foot box culvert; 570 feet of 8-foot by

6-foot box culvert; 800 feet of 8-foot by 8-foot box culvert; 1,100 feet of

twin 10-foot by 8-foot box culvert; 1400 feet of 10-foot by 8- foot; 420 feet

of 12-foot by 8-foot box culvert; 500 feet of 14-foot by 10-foot box culvert;

5,200 feet of 14-foot by 12-foot box culvert; 1,600 feet of 72-inch gravity

sewer; 1,170 feet of 60-inch gravity sewer; 1320 feet of 54-inch gravity sewer;

140 feet of 48-inch gravity sewer; 150 feet of 42-inch gravity sewer; 70 feet

of 36-inch gravity sewer; 130 feet of 30-inch gravity sewer; 80 feet of 24-inch

gravity sewer; 10 feet of 18-inch gravity sewer; 80 feet of 15-inch gravity

sewer; one river outfall structure; one diversion structure; one drop

structure; approximately 700 feet of 16-inch water line; 320 feet of 12-inch

water line; 2,900 feet of 8-inch water line; 50 feet of 4-inch water line; 5

railroad crossings; 1 state road crossing; streetscape improvements; erosion

and sedimentation control; and all associated restoration connections and

appurtenant Work.



April 22, 2005

1. Self Supporting Radio Tower ? RFP No. 05-0020

Scope of RFP

The Columbus Consolidated Government desires to select a qualified vendor to

provide a Valmont U-42.0 x 450? (or equal) self-supporting galvanized steel

radio tower.



April 26, 2005

1. Glass Enclosure at Security Entrance ? RFB No. 05-0070

A Mandatory Pre-Bid Conference/Site Visit is scheduled for 10:00 AM (Eastern)

on Tuesday, April 26, 2005. Vendors shall convene in the Ground Floor

Conference Room, which is located in the Government Center Tower, 100 10th

Street, Columbus, GA. Vendors will be allowed a 10-minute grace period. Any

vendor who is not present in the Ground Floor Conference Room within 10 minutes

after the time slated for the beginning of the mandatory pre-bid

conference/site visit shall not be allowed to participate any further in this

bid process.



April 27, 2005

1. Rigdon Park Baseball Fields Modifications ? RFB No. 05-0063

Scope of Bid

Provide all labor, equipment and materials to modify the Rigdon Park baseball

fields. The work is required for the ASA Girls 18 & Up Fast Pitch National

Championships, which will be held on July 31, 2005 ? August 7, 2005. It is the

responsibility of all bidders to examine the work area, prior to submitting a

bid. Rigdon Park is located at the end of Hawthorne Drive, just off South

Lumpkin Rd.



2. Leather Items (Annual Contract) ? RFB No. 05-0055

Scope of Bid

Provide assorted Don Hume leather items on as ?as needed basis? to the

Columbus Consolidated Government. The contract period will be for three years

with the option to renew for two additional twelve-month periods.



April 29, 2005

1. Management of Lake Oliver Marina (Annual Contract) ? RFP No. 05-0024

Scope of Bid

Columbus Consolidated Government is soliciting Requests for Proposal

for the operation of a facility comprised of a retail establishment, restroom,

boat launching and fishing docks, located at 5501 River Road, known as Lake

Oliver Marina.



May 6, 2005

1. 450? Self Supporting Radio Tower Installation/Erection? RFB No.

05-0061

Scope of RFB

The Columbus Consolidated Government desires to select a qualified vendor to

provide installation for a Valmont U-42.0 x 450? (or equal) self-supporting

galvanized steel radio tower.



May 13, 2005

1. Development Plan for a 120-Room Hotel ? RFP No. 05-0017

Scope of RFP

Columbus Consolidated Government is soliciting proposals for a Development Plan

for the financing, construction and operation of a 120 room (minimum) Hotel.

There are two proposed sites for the Hotel, both are located adjacent to the

Columbus Convention and Trade Center located at 801 Front Avenue. The selected

firm will provide the strategy for the development of the Hotel. The proposal

should also provide strategy for consideration, which provides opportunities

for expanding the Hotel in the future. Examples of the development strategies

are financing, construction and operation of the facility.



May 18, 2005

1. Glass Enclosure at Security Entrance ? RFB No. 05-0070

Scope of Bid

Provide all labor, equipment and materials to construct one (1) glass enclosure

at the security entrance on the Ground Floor of the Government Center Tower.

The glass enclosure shall measure 22? L x 11?? W x 9? Ht.