Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



May 7, 2002



Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) REPLACEMENT COMPUTERS FOR THE INSPECTIONS AND CODE DIVISION



It is requested that approve the purchase of mobile data units (car computers)

from Motorola, Inc., in the amount of $126,264.24 (18 computers @ $7,014.68

each). The car computers will replace the laptop computers currently used by

the inspectors for the Inspections and Code Division.



Approximately two years ago the Department of Information Technology partnered

with the Inspections and Code Division to implement a project to put laptop

computers in the vehicles of inspectors. The laptops were programmed to

interface with the Building Inspection System. This project has been very

successful with the exception of the equipment. The laptops have not held up

under the rugged conditions of outdoor use in the vehicles. The heat in the

summer has been a factor and the glare from the sun is also causing some

problems with screen visibility.



Council awarded the contract to Motorola to provide mobile data units per RFP

No. 00-0022; Resolution No. 431-00) for the public safety departments.

Motorola has extended the RFP proposal cost until May 31, 2003.



Funds are budgeted in the FY02 Budget, Columbus Building Authority Series 2001

Bond Issue-Computer Equipment-Technology Enhancements;

0553-200-2436-CBA-7751-40208010.



* * * * * *



(B) FURNITURE FOR SHERIFF?S DEPARTMENT



It is requested that Council approve the purchase of office furniture for the

Sheriff?s Department via Georgia SWC #S-000534 from National Office Furniture,

in care of The Overby Company, in the amount of $13,153.40. Furniture, such as

desks, chairs, conference room tables etc?will be used to furnish the renovated

Sheriff?s Department at the Government Center.



Funds are budgeted in the FY02 Budget, Sheriff-Capital Expenditures over $5000;

0101-550-1000-SHRF-7761.



* * * * * *



(C) COLUMBUS STREETSCAPES PHASE II ? BID NO. 02-0083



It is requested that Council authorize the execution of a construction contract

with Earth-Scapes, Inc., in the amount of $758,640.00. The contractor will

remove existing curbs and sidewalks and replace with new ones. The project

also includes upgrade and repair of all underground and some above ground

utilities. The upgrade includes Broadway and First Avenue between 9th Street

and 10th Street except those portions of Broadway in front of the Garrett Joy

Building, which were completed as part of Phase I.



Eighty-three bid invitations were mailed; three bids were received on April 24,

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



Base DBE

Contractor Bid Amount Participation

Earth-Scapes, Inc. (Phenix City, AL) $ 758,640.00 6%

DE/TE Builders, Inc. (Fortson, GA) 868,000.00 7%

B.E. Guthrie Construction (Decatur, GA) 1,893,538.00 *15%



*The DBE Subcontractors that are listed by B.E. Guthrie Construction are not

certified by the City nor do they appear on the City?s bidder list.



Funds are budgeted in FY02 Budget, 1999 SPLOST - Parks/Green Space

Improvements, Engineering/Architectural Services,

0540-695-2138-TXPG-6338-50701020.



* * * * * *



(D) SHOPFAX UPGRADE TO WINDOWS NT



It is requested that Council approved the purchase of Shopfax Upgrade from

World Information Systems, Inc., in the amount of $45,300.00. The ShopFax

Upgrade to Windows NT will replace the current Unix ShopFax system. The City

will purchase all software and hardware requirements for this upgrade. The

vendor will provide a ?turn key? installation and conversion of all Fleet

Maintenance data.



In 1995, in conjunction with the purchase of the new financial system, LGFS,

the Fleet Maintenance Shop made a decision to discontinue the use of the

vehicle maintenance system on the mainframe and purchase the Unix based ShopFax

System. Information Technology was supportive of the project, except they had

only one person with Unix experience that would be capable of providing

technical support for the system. Shortly after the installation of Unix

system, the one Unix operator in the Information Technology Department left the

City, this put Information Technology in a position where they had to depend on

the ShopFax vendor for any technical support. Over the years the vendor has

been unable to provide technical assistance to the Fleet Maintenance Shop on

the Unix ShopFax system. Information Technology does not have anyone on board

that has Unix experience.



World Information Systems, Inc. is now offering a Windows NT based operating

system that Information Technology recommends to replace the current Unix

ShopFax System. The current network is Windows NT, so this upgrade will align

the Fleet Maintenance Shop with the current network infrastructure.

Information Technology has several trained personnel that have Windows NT

experience; therefore, in house technical support would be readily available.



World Information Systems, Inc., developed the ShopFax System. Therefore, the

vendor is an Only Known Source, per the Procurement Ordinance, 3-114, to

provide the upgrade.



Funds are available in FY02 Budget, Information Systems & Services ? Software

Lease; 0101-210-1000-ISS-6541 and Columbus Building Authority Series 2001 Bond

Issue-Computer Equipment-Technology Enhancements;

0553-200-2436-CBA-7751-40208010.



?ITEM A?



A RESOLUTION

NO. _____



A RESOLUTION AUTHORIZING the PURCHASE OF MOBILE DATA UNITS (CAR

COMPUTERS) FROM MOTOROLA, INC., IN THE AMOUNT OF $126,264.24 (18 COMPUTERS @

$7,014.68 EACH) FOR THE INSPECTIONS AND CODE DIVISION.



WHEREAS, the car computers will replace the laptop computers currently used by

the inspectors. Approximately two years ago the Department of Information

Technology partnered with the Inspections and Code Division to implement a

project to put laptop computers in the vehicles of inspectors. The laptops

were programmed to interface with the Building Inspection System. This project

has been very successful with the exception of the equipment. The laptops have

not held up under the rugged conditions of outdoor use in the vehicles. The

heat in the summer has been a factor and the glare from the sun is also causing

some problems with screen visibility; and,



WHEREAS, Council awarded the contract to Motorola to provide car computers

(Mobile Data Units) per RFP No. 00-0022; Resolution No. 431-00) for the public

safety departments. Motorola has extended their proposal cost until May 31,

2003.



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



That the City Manager is hereby authorized purchase to mobile date units (car

computers) from Motorola , Inc., in the amount of $126,264.24 (18 computers @

$7,014.68 each) for the Inspections and code division. Funds are budgeted in

the FY02 Budget, Columbus Building Authority Series 2001 Bond Issue-Computer

Equipment-Technology Enhancements; 0553-200-2436-CBA-7751-40208010.

________________________________________



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 PURCHASE OF OFFICE FURNITURE FOR THE

SHERIFF?S DEPARTMENT VIA GEORGIA SWC #S-000534 FROM NATIONAL OFFICE FURNITURE,

IN CARE OF THE OVERBY COMPANY, IN THE AMOUNT OF $13,153.40.



WHEREAS, furniture, such as desks, chairs, conference room tables etc?will be

used to furnish the renovated Sheriff?s Department at Government Center; and,



Funds are budgeted in the FY02 Budget, Sheriff-Capital Expenditures

over $5000; 0101-550-1000-SHRF-7761.



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



That the City Manager is hereby authorized to purchase office furniture

for the Sheriff?s Department via Georgia SWC #S-000534 from National Office

Furniture, in care of The Overby Company, in the amount of $13,153.40. Funds

are budgeted in the FY02 Budget, Sheriff-Capital Expenditures over $5000;

0101-550-1000-SHRF-7761.

________________________________________



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 EXECUTION OF A CONSTRUCTION CONTRACT WITH

EARTH-SCAPES, INC., IN THE AMOUNT OF $758,640.00.



WHEREAS, The contractor will remove existing curbs and sidewalks and replace

with new. The project also includes upgrade and repair of all underground and

some above ground utilities; and,



WHEREAS, The upgrade includes Broadway and First Avenue between 9th Street and

10th Street except those portions of Broadway in front of the Garrett Joy

Building, which were completed as part of Phase I.





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



That the City Manager is hereby authorized to execute a construction contract

with Earth-Scapes, Inc., in the amount of $758,640.00. Funds are budgeted in

FY02 Budget, 1999 SPLOST - Parks/Green Space Improvements,

Engineering/Architectural Services, 0540-695-2138-TXPG-6338-50701020.

_________________________________________





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 SHOPFAX UPGRADE FROM WORLD

INFORMATION SYSTEMS, INC., IN THE AMOUNT OF $45,300.00.



WHEREAS, the ShopFax Upgrade to Windows NT will replace the current Unix

ShopFax system. The City will purchase all software and hardware requirements

for this upgrade. The vendor will provide a ?turn key? installation and

conversion of all Fleet Maintenance data; and,



WHEREAS, World Information Systems, Inc., developed the ShopFax System.

Therefore, the vendor is an Only Known Source, per the Procurement Ordinance,

3-114, to provide the upgrade.





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



The City Manager is hereby authorized to purchase ShopFax Upgrade from World

Information Systems, Inc., in the amount of $45,300.00. Funds are available in

FY02 Budget, Information Systems & Services ? Software Lease;

0101-210-1000-ISS-6541 and Columbus Building Authority Series 2001 Bond

Issue-Computer Equipment-Technology Enhancements;

0553-200-2436-CBA-7751-40208010.



________________________________________



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



DATE: May 7, 2002



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





May 8, 2002

1. 35-Ft Low Floor Clean Diesel Transit Buses ? Bid No. 02-0078

Scope of Bid

Provide four 35-ft low floor clean diesel transit buses for METRA

Transportation. The units will be replacements for fixed route revenue buses

that are beyond their useful life.



2. 30-Ft Low Floor Clean Diesel Transit Bus ? Bid No. 02-0088

Scope of Bid

Provide one 30-ft low floor clean diesel transit bus for METRA Transportation.

The unit is a replacement for one that is beyond its useful life.



May 10, 2002

1. Legal Counsel of Record for Economic Development Division (Annual

Contract) ? RFP No. 02-0031

Scope of RFP

Provide Columbus Consolidated Government with professional legal

services involving land acquisition and disposition, in addition to other

programs required of the Economic Development Division on an ?as needed

basis?. 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 (s).



May 15, 2002

1. Traffic Sign Materials ? (Annual Contract) ? Bid No. 02-0103

Scope of Bid

Provide traffic sign materials to the Traffic Engineering Division on an ?as

needed basis?. The contract period will be for one (1) year with the option to

renew for three (3) additional twelve-month periods.



2. Electrical Fixtures, Parts and Supplies ? (Annual Contract) ? Bid

No. 02-0107

Scope of Bid

Provide various electrical fixtures, parts and supplies to Columbus

Consolidated Government on an ?as needed basis?. The contract period will be

one (1) year with the option to renew for two (2) additional twelve-month

periods.





May 17, 2002

1. Legal Services for Real Estate Closings for CDBG to include

Residential Loans, ?Sales & Rehabilitative? and ?Commercial Loans? Economic

Development & Rehabilitative (Annual Contract) ? RFP No. 02-0037

Scope of RFP

Provide Columbus Consolidated Government with professional legal

services, relating to real estate closings on an ?as needed basis?. 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 (s).



2. Professional Surveying Services for Finance Department Revenue

Division (Annual Contract) ? RFP No. 02-0039

Scope of RFP

Provide Columbus Consolidated Government with professional surveying services

in conjunction with the application process for an Alcoholic Beverage License

on an ?as needed basis?. The contract shall be for two years, with an option

to renew for three additional twelve-month periods. Contract renewal will be

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



June 4, 2002

1. Commercial Property, Crime & Liability Insurance (Annual Contract) ?

RFP No. 02-0038

Scope of RFP

Provide Columbus Consolidated Government with commercial property,

crime and liability insurance. The 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.