Columbus, Georgia

Agenda Item #___5____





Columbus Consolidated Government

Council Meeting



February 1, 2005





Agenda Report #_____16____





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department







(A) LOW FLOOR MINI-BUSES (ANNUAL CONTRACT) ? RFB NO. 05-0045



It is requested that Council authorize the annual contract to purchase low

floor mini-buses, with video cameras installed, from BusGroup Commercial Bus

Sales. METRA anticipates purchasing approximately 12 buses over a four-year

period. The unit price, per fiscal year of the contract, for the buses, with

cameras installed, is as follows: FY05-$138,416.00; FY06-$142,793.00;

FY07-$147,289.00 and FY08-$299,192.00. METRA will purchase three (3) minibuses

for FY05 at a total cost of $415,248.00.



The low floor mini-buses are replacement units for the existing minibuses used

for the paratransit program to transport the elderly and disabled customers in

the Muscogee county area. The annual contract will enable METRA to replace old

buses as needed for the next four years.



The term of contract shall be for one (1) year, with option to renew for three

(3) additional twelve (12) month periods. Contract renewal is contingent upon

the City and the Contractor.



Sixty-nine bid invitations were mailed. One bid was received on January 7,

2005. This bid has been advertised, opened and reviewed. The bidder was:





BusGroup

(College Park, GA)



DESCRIPTION/

VENDOR Low Floor

Mini-Buses Video

Camera Total Unit Price

Unit Cost Per Contract Year

Year 1: FY 05 $ 137,066.00 $ 1,350.00 $138,416.00

Unit Cost Per Contract Year

Year 2: FY 06 $ 141,378.00 $ 1,415.00 $142,793.00

Unit Cost Per Contract Year

Year 3: FY 07 $ 145,804.00 $ 1,485.00 $147,289.00

Unit Cost Per Contract Year

Year 4: FY 08 $ 150,348.00 $ 1,555.00 $299,192.00





Funds are available in FY05 Budget, Transportation Fund ? METRA FTA (UMTA) -

Buses, 0751-610-2400-MFTA-7724; 1999 Sales Tax Project Fund ? 99 Splost Buses ?

Buses; 0540-695-2137-TXBS-7724, for the purchase of three (3) low floor

mini-buses with cameras. Future purchases will be made as funds are budgeted

in subsequent fiscal years.



* * * * * * * *



(B) SILT REMOVAL AT LAKE OLIVER ? RFP NO. 05-0009



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

with Cline Construction Company for silt removal at Lake Oliver. Over the

years, silt has built up at Lake Oliver Marina in the area where Roaring Branch

joins the Chattahoochee River, as well as, in the smaller area of Standing Boy

at Lake Oliver. Approximately 15,000 yards of silt needs to be removed from

Lake Oliver. The amount of silt has accumulated to the point where the use of

residential boat docks is negatively impacted. The City has a site for

disposal of the silt, approximately 14 miles from Lake Oliver.



Requests for proposals were mailed to thirty-two vendors, and this RFP has been

advertised. Proposals were received on December 29, 2004, from two offerors:



Cline Construction Company (Columbus, GA)

?Aquatic Solutions (Newnan, GA)



?Aquatic Solutions failed to provide a required surety bond, in the amount of

five percent (5%) of their proposed cost. Therefore, the vendor?s proposal was

considered non-responsive and was not included in the evaluation process.



Proposals were reviewed by the Evaluation Committee, which consisted of

representatives from the Engineering Department.



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 information has

been submitted to the City Manager in a separate memo, for informational

purposes.



Funds are available in the FY05 Budget; Sewer Fund Supported Capital Projects ?

Contractual Services ? Watershed/Creek Silt Removal;

0508-660-2000-CPSF-6319-20756-20030-0.



* * * * * *



(C) MOBILE DATA TERMINAL HARDWARE MAINTENANCE AND SUPPORT



It is requested that Council authorize payment to Motorola Communication

Enterprise (Schaumburg, IL) in the amount of $50,415.36 for mobile data

terminal hardware maintenance and support. The maintenance provides hardware

support and repair for mobile data terminals, which are installed in vehicles

of the Police Department, Sheriff?s Office, Fire Department, Marshall?s Office

and Inspections & Codes. The services will be provided on a 24 x 7 x 365

schedule, for February 2005 through January 2006.



All of the equipment is manufactured by Motorola and is proprietary in nature.

Therefore, this payment is considered an Only Known Source, per Section 3-114

of the Procurement Ordinance.



Funds are budgeted in FY05 Budget, Information Technology ? Computer Equipment

Maintenance; 0101-210-1000-ISS-6511.



* * * * * *



(D) UTILITY 4X2 MID-SIZE EXTENDED CAB PICK-UP TRUCKS? RFB NO. 05-0040



It is requested that Council authorize the purchase of nine (9) utility 4x2

mid-size, extended cab pick-up trucks from Jay Auto Group in the amount of

$109,691.55.



These trucks are replacement units and will be used by the Special Enforcement

Division, Landscape and Forestry Division, Street Repairs and Maintenance

Division, Right of Way Maintenance Division, Solid Waste Division and Recycling

Division of the Public Services Department. The truck for the Special

Enforcement Division will be used as an animal control truck. The other

divisions will use the trucks to transport work materials to and from job sites.



Seventy-five bid invitations were mailed. Eight bids were received on December

29, 2004. This bid has been advertised, opened and reviewed. The bidders were:



(9 Units)

Vendors UNIT COST Total Cost

Jay Auto Group (Columbus, GA) $12,187.95 $ 109,695.55

Legacy Ford (McDonough, GA) $13,154.00 $ 118,386.00

Allan Vigil Ford (Morrow, GA) $13,197.00 $118,773.00

Mike Patton Dodge (Opelika, AL) $13,282.55 $119,542.95

Carl Gregory Dodge (Columbus, GA) $13,370.30 $120,332.70

Bill Heard Chevrolet (Columbus, GA) $14,999.00 $134,991.00

Rivertown Ford (Columbus, GA) $15,690.00 $141,210.00

Vandergriff Chevrolet (Arlington, TX) 1 $20,622.00 $185,598.00



1 Vandergriff Chevrolet failed to include the required warranty and

acknowledgement of Addendum No. One. Therefore, the vendor?s bid was deemed

incomplete.



Funds are budgeted for two trucks in FY05 Budget, General Fund ? Public

Services ? Special Enforcement ? Light Trucks; 0101-260-2400-SPCL-7722. Funds

are budgeted for one truck in FY05 Budget, Paving Fund - Public Services ?

Landscape & Forestry ? Light Trucks; 0203-260-2800-LAND-7722. Funds are

budgeted for one truck in FY05 Budget, Paving Fund ? Public Services ? Repair &

Maintenance ? Light Trucks; 0203-260-3110-REPR-7722. Funds are budgeted for

two trucks in FY05 Budget, Paving Fund - Public Services ? Right-of-Way

Maintenance ? Light Trucks; 0203-260-3120-ROWM-7722. Funds are budgeted for

two trucks in FY05 Budget, Integrated Waste Management Fund ? Public Services ?

Solid Waste Collection ? Light Trucks; 0207-260-3510-GARB-7722. Funds are

budgeted for one truck in FY05 Budget, Integrated Waste Management Fund -

Public Services ? Recycling ?Light Trucks; 0207-260-3520-RCYL-7722.



* * * * * *



(E) IBM MAINFRAME SOFTWARE LICENSE



It is requested that Council authorize various payments to IBM, in a total

amount not to exceed $94,408.00, for contract systems programming services and

license charges for existing computer software. The $94,408.00 is the amount

approved in the FY05 Budget for licensing and lease purchasing operating system

software, application development software, and database management software

for the mainframe. Also included in the amount is $10,000 for IBM contract

system programming services, which provides on-site system support, Internet

Firewall support and telecommunications support as necessary to maintain daily

operational service levels.



The operation systems, application development, and database management

software serves all users of the computer to include, Public Safety, Courts and

General Government. The following is a list of operating system, application

development, and data base management software that the Department of

Information Technology will be leasing for FY2005.



ACF/VTAM (Advanced Communications Function/Virtual Telecommunication Access

Methods) provides for online communications to the mainframes.



CSP/AD/AE (Cross System Product/Application Development/Application Enabler)

fourth generation programming language...most all new application systems

developed in CSP.



VSE/CICS (Virtual Storage Extended/Customer Information Control System)

controls online communications between terminal user and database.



VSE/ESA (Virtual Storage Extended/Enterprize System Architecture) mainframe

operating system programs offering full function transaction processing and

batch capabilities.



VSE/AF (Virtual System Extended/Advanced Functions) advanced operating system

functions. One of the functions includes online problem determination.



VSE/Power (Virtual System Extended/Power) unit record manager such as printer,

card reader, and punch. Primarily used to spool input and output.



COBOL II programming language compiler and libraries. COBOL II crosses all

platforms.



VSE/Fastcopy Disk image software for fast copy backup.



VSE/ICCF (Interactive Computing and Control Facility) Inactive development

facility used primarily for testing application programs, also used for

tailoring operating system programs.



VSE/VSAM (Virtual Sequential Access Methods) Provides disk access management.



VSE/DITTO (Data Interfile Transfer, Testing, and Operations Utility)...used for

copying tapes, changing from one media to another (tape to disk, etc.) plus

displaying what is on a particular media.



SQL/DS (Structured Query Language/Data Systems) relation database manager made

up of rows and columns. Most of our applications use this database including

911.



PL/I Library (Programming Language I)...used as run time modules. CAJIS

(Columbus Area Justice Information System) uses this.



COBOL programming language to support 1,000's of ongoing Continuing Resolutions

application programs. We will be going to COBOL II for our programming

language.



BTAM/ES (Basis Telecommunications Access Methods/Extended Storage)...handles

the Georgia Crime Information line to Atlanta and also handles GASBOY

transactions.



VSE/Sort/Merge provides for sorting and merging files.



NCP (Network Control Programs) handles all telephone lines from remote

operations.





All of the operation systems, application development, and database management

software is manufactured by IBM and is proprietary in nature. Therefore, the

payments are considered an Only Known Source, per Section 3-114 of the

Procurement Ordinance.



Funds are budgeted in FY05 Budget, Information Technology ? Software Lease;

0101-210-ISS-1000-6541.







?ITEM A?



A RESOLUTION

NO.______



A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT TO PURCHASE LOW FLOOR MINI-BUSES,

WITH VIDEO CAMERAS INSTALLED, FROM BUSGROUP COMMERCIAL BUS SALES. THE UNIT

PRICE, PER FISCAL YEAR OF THE CONTRACT, IS AS FOLLOWS: FY05 - $138,416.00; FY06

- $142,793.00; FY07 - $147,289.00 AND FY08 - $299,192.00. METRA WILL PURCHASE

THREE (3) MINIBUSES FOR FY05 AT A TOTAL COST OF $415,248.00.



WHEREAS, Metra anticipates purchasing approximately 12 buses over a

four (4) year period; and,



WHEREAS, the low floor mini-buses are replacement units for the existing

minibuses used for the paratransit program to transport the elderly and

disabled customers in the Muscogee county area; and,



WHEREAS, the term of contract shall be for one (1) year, with option to

renew for three (3) additional twelve (12) month periods. Contract renewal is

contingent upon the City and the Contractor.



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



That the City Manager, or his designee, is hereby authorized to enter

into an annual contract to purchase low floor mini-buses, with video cameras

installed, from BusGroup Commercial Bus Sales. The unit price, per fiscal year

of the contract, is as follows: FY05 - $138,416.00; FY06 - $142,793.00; FY07 -

$147,289.00 and FY08 - $299,192.00. METRA will purchase three (3) minibuses

for FY05 at a total cost of $415,248.00. The term of contract shall be for one

(1) year, with option to renew for three (3) additional twelve (12) month

periods. Contract renewal is contingent upon the City and the Contractor.

Funds are available in FY05 Budget, Transportation Fund ? METRA FTA (UMTA) -

Buses, 0751-610-2400-MFTA-7724; 1999 Sales Tax Project Fund ? 99 SPLOST Buses ?

Buses; 0540-695-2137-TXBS-7724, for the purchase of three (3) low floor

mini-buses with cameras. Future purchases will be made as funds are budgeted

in subsequent fiscal years.

_________________________________________



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 EXECUTION OF A CONSTRUCTION CONTRACT WITH CLINE

CONSTRUCTION COMPANY FOR SILT REMOVAL AT LAKE OLIVER.



WHEREAS, an RFP was administered (RFP No. 05-0009) and two proposals were

received; and,



WHEREAS, the proposal submitted by Cline Construction Company met all

proposal requirements and was evaluated most responsive to the RFP.



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



That the City Manager, or his designee, is hereby authorized to execute a

contract with Cline Construction Company for silt removal at Lake Oliver.

Funds are available in the FY05 Budget; Sewer Fund Supported Capital Projects ?

Contractual Services ? Watershed/Creek Silt Removal;

0508-660-2000-CPSF-6319-20756-20030-0.



______________________________



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 PAYMENT TO MOTOROLA COMMUNICATION ENTERPRISE

(SCHAUMBURG, IL) IN THE AMOUNT OF $50,415.36 FOR MOBILE DATA TERMINAL HARDWARE

MAINTENANCE AND SUPPORT.



WHEREAS, The maintenance provides hardware support and repair for mobile data

terminals, which are installed in vehicles of the Police Department, Sheriff?s

Office, Fire Department, Marshal?s Office and Inspections & Codes. The

services will be provided on a 24 x 7 x 365 schedule, for February 2005 through

January 2006; and,



WHEREAS, All of the equipment is manufactured by Motorola and is proprietary in

nature. Therefore, this payment is considered an Only Known Source, per

Section 3-114 of the Procurement Ordinance.



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

Motorola Communication Enterprise (Schaumburg, IL) in the amount of $50,415.36

for mobile data terminal hardware maintenance and support. Funds are budgeted

in FY04 Budget, Information Technology ? Computer Equipment Maintenance;

0101-210-1000-ISS-6511.

_________________________________________



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 THE PURCHASE OF NINE (9) UTILITY 4X2 MID-SIZE,

EXTENDED CAB PICK-UP TRUCKS FROM JAY AUTO GROUP IN THE AMOUNT OF $109,691.55.



WHEREAS, These trucks are replacement units and will be used by the Special

Enforcement Division, Landscape and Forestry Division, Street Repairs and

Maintenance Division, Right of Way Maintenance Division, Solid Waste Division

and Recycling Division of the Public Services Department. The truck for the

Special Enforcement Division will be used as an animal control truck. The

other divisions will use the trucks to transport work materials to and from job

sites.



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



That the City Manager, or his designee, is hereby authorized to purchase nine

(9) utility 4x2 mid-size, extended cab pick-up trucks from Jay Auto Group in

the amount of $109,691.55. Funds are budgeted for two trucks in FY05 Budget,

General Fund ? Public Services ? Special Enforcement ? Light Trucks;

0101-260-2400-SPCL-7722. Funds are budgeted for one truck in FY05 Budget,

Paving Fund - Public Services ? Landscape & Forestry ? Light Trucks;

0203-260-2800-LAND-7722. Funds are budgeted for one truck in FY05 Budget,

Paving Fund ? Public Services ? Repair & Maintenance ? Light Trucks;

0203-260-3110-REPR-7722. Funds are budgeted for two trucks in FY05 Budget,

Paving Fund - Public Services ? Right-of-Way Maintenance ? Light Trucks;

0203-260-3120-ROWM-7722. Funds are budgeted for two trucks in FY05 Budget,

Integrated Waste Management Fund ? Public Services ? Solid Waste Collection ?

Light Trucks; 0207-260-3510-GARB-7722. Funds are budgeted for one truck in

FY05 Budget, Integrated Waste Management Fund - Public Services ? Recycling ?

Light Trucks; 0207-260-3520-RCYL-7722.

_________________________________________



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 VARIOUS PAYMENTS TO IBM, IN A TOTAL AMOUNT NOT TO

EXCEED $94,408.00, FOR CONTRACT SYSTEMS PROGRAMMING SERVICES AND LICENSE

CHARGES FOR EXISTING COMPUTER SOFTWARE.



WHEREAS, The $94,408.00 is the amount approved in the FY05 Budget for licensing

and lease purchasing operating system software, application development

software, and database management software for the mainframe; and,



WHEREAS, Also included in the amount is $10,000 for IBM contract system

programming services, which provides on-site system support, Internet Firewall

support and telecommunications support as necessary to maintain daily

operational service levels.



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



That the City Manager, or his designee, is hereby authorized to make various

payments to IBM, in a total amount not to exceed $94,408.00, for contract

systems programming services and license charges for existing computer

software. Funds are budgeted in FY05 Budget, Information Technology ?

Software Lease; 0101-210-ISS-1000-6541.

_________________________________________



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: February 1, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





February 16, 2005

1. Utility Carts (Annual Contract) ? RFB No. 05-0051

Scope of Bid

Provide utility carts to METRA on an ?as needed? basis. The contract term will

be for one (1) year with the option to renew for two (2) additional

twelve-month periods. During the three contract years (FY2005, FY2006, and

FY2007) 0-3 utility carts may be purchased, per year.



February 11, 2005

1. Veterans Parkway Streetscape Enhancement Plan ? RFP No. 05-0010

Scope of RFP

Columbus Consolidated Government (the City), on behalf of Trees Columbus, has

received a Transportation Enhancement grant from the state of Georgia to

provide streetscape improvements along a section of Veterans Parkway. The

project is anticipated to begin at Victory Drive (4th Street) in front of the

Columbus Civic Center, and proceed approximately 1.2 miles north to the 13th

Street Intersection.