Columbus, Georgia

Agenda Item # 3





Columbus Consolidated Government

Council Meeting



November 1, 2005



Agenda Report # 59





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) CONSULTING SERVICES FOR REMEDIATION & PACKAGING, LABELING,

MANIFESTING, TRANSPORTING AND DISPOSAL OF HAZARDOUS CHEMICALS/WASTE (ANNUAL

CONTRACT) - RFP NO. 05-0030



It is requested that Council approve the provision of consulting services for

remediation & packaging, labeling, manifesting, transporting and disposal of

hazardous chemicals/waste from KAM, Inc.



The Contractor will provide the required services for clean-up and proper

disposal of hazardous chemicals/waste generated by the City or other sources on

an ?as needed basis?.

Facilities Maintenance will utilize the services to dispose of hazardous

chemicals/waste found on City property. When hazardous waste is generated by

other sources, the City?s Hazardous Material Response Team will pursue every

avenue possible to determine a responsible party at a Haz-mat incident. When a

responsible party is not identified, it is the City?s responsibility to assume

the cost of the clean-up. However, if a major gasoline spill happens, and a

responsible party is not identified, the Environmental Protection Division

(EPD) and the Environmental Protection Agency (EPA) will assume the cost of the

clean-up.



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

(3) additional twelve-month periods. Contract renewal will be contingent upon

the mutual agreement of the City and the Contractor. The contract price may be

adjusted annually for actual change of labor rates and actual changes of the

cost of employee benefits, and any necessary additional cost, provided such

increases in costs are substantiated in writing to the City and they are

mutually agreed upon.



Request for proposal invitations were mailed to fifteen vendors and the RFP has

been advertised. Proposals were received August 12, 2005 from the following

two (2) offerors:



KAM, Inc. (Columbus, GA)

EnviroTrac Environmental Services (Alpharetta, GA)



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

representatives from the Columbus Fire/EMS Department and Public Services

Department. During the evaluation process KAM, Inc., was deemed the most

responsive offeror to the RFP. The RFP process is governed by the City?s

Procurement Ordinance Article 3-110, Competitive Sealed Proposals. 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 proposed costs have been submitted to the City

Manager in a separate memo for information purposes.



Funds are budgeted each fiscal year for this ongoing service; Public Services -

Facilities Maintenance; 0101-260-2700-MNTN-6513.



* * * * * *



(B) SECURITY CAMERA SYSTEMS (ANNUAL CONTRACT) ? RFB NO. 05-0086



It is requested that Council approve the purchase of security cameras from GE

Security/Transit Marketing Group. METRA Transit System anticipates purchasing

four (4) security camera systems in FY06 for a contract value of $27,773.00.

Additional security camera systems will be purchased over a three-year period.

The security cameras will be installed on buses for the security of the

customers, as well as, the drivers.



The contract term shall be for one year, with the option to renew for two (2)

additional twelve-month periods. Contract renewal will be contingent upon the

mutual agreement of the City and the Contractor.



Bid invitations were mailed; three bids were received June 29, 2005. This bid

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





Description/Vendor

FY06

FY07

FY08



GE Security

Unit Cost

Set-up/Installation Charges

One-time Cost



$5,362.00

885.00

2,785.00



$5,362.00

885.00



$5,362.00

885.00



Radio Engineering Industries, Inc.

Unit Cost

Set-up/Installation Charges

One-time Cost



$5,072.00

1,545.00

3, 108.00



$5,022.00

1,545.00



$5,022.00

1,545.00



Safety Vision

Unit Cost

Set-up/Installation Charges



$6,690.00

595.00



$6,690.00

595.00



$6,690.00

595.00



Funds are budgeted each fiscal year for this on-going expense; Transportation

Fund ?FTA ? Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761.



* * * * * * *



(C) PAPER PRODUCTS AND RELATED SUPPLIES FOR THE CIVIC CENTER

(ANNUAL CONTRACT) ? RFB NO. 06-0003



It is requested that Council approve the purchase of paper products and related

supplies from COPACO, Inc., for the estimated annual contract value of

$12,101.84. The supplies will be purchased on an ?as needed basis?, and will

include the following: paper towels, bathroom tissue, facial tissue, toilet

seat covers, hand wash, air freshener and feminine products for the Columbus

Civic Center. Contractor will also be required to install four (4) feminine

product dispensers and provide any other additional replacement dispensers on

an ?as needed basis? at no cost to the City. All installed dispensers will

become the property of the Civic Center after completion or termination of the

contract.



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

(3) additional twelve-month periods. Contract renewal will be contingent upon

the mutual agreement of the City and the Contractor.



Bid invitations were mailed to three vendors and specifications were posted on

the City?s website; two bids responses were received on September 28, 2005.

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





Vendor/Description

Estimated

Quantity

COPACO

(Columbus, GA)

BATTLE & BATTLE

(Decatur, GA)*



Paper Towels (Brown); 8? x 425?

210 Cases

28.48/CS

$5,980.80

17.21/CS

$3,614.10



Bathroom Tissue; 4? x 1125?

200 Cases

21.90/CS

$4,380.00

29.81/CS

$5,962.00



Toilet Seat Covers; 15? x 18?

15 Cases

27.48/CS

$412.20

22.89/CS

$343.35



Hand Wash

20 Cases

42.56/CS

$851.20

16.56/CS

$331.20



Air Freshener Refills

3 Cases

31.36/CS

$94.08

No Bid

No Bid

Feminine Products:

Tampons

Pads

4 Cases

6 Cases

49.42/CS

30.98/CS

$197.68

$185.88

54.23/CS

35.80/CS

$216.92

$214.80

Estimated Total $12,101.84 **$10,682.37



*Vendor?s bid was deemed incomplete at the bid opening because of the following

reasons:

1. Did not provide a copy of business license.

2. Did not provide proof of insurance.



**Vendor did not bid on all the items.



Funds are budgeted each fiscal year for this on going expense, Civic Center ?

Operating Materials, 0757-160-1000-CIVC-6728



* * * * * * *



(D) COPIER SERVICES (ANNUAL CONTRACT) - RFP NO. 05-0028



It is requested that Council approve the contract for rental copier services

from IKON Office Solutions. Contractor will provide, repair, maintain copiers

and also provide all expendable supplies, including copier paper. The

Contractor will charge a per copy rental fee.



The minimum contract term shall be for sixty (60) months. The contract will be

automatically renewed (without the need for any further action) every 12 months

until the end of such 60-month term. Columbus Consolidated Government may

cancel this contract due to the Non-appropriation of funds for a given fiscal

year or Non-performance by Contractor. If Non-performance is not cured within

30 days, the City can cancel the contract by providing the vendor written

notice of intent to cancel.



Request for proposal invitations were mailed to thirty-one vendors and the RFP

has been advertised. Six proposals were received, August 26, 2005 from the

following offerors.



Ikon Office Solutions (Columbus, GA)

The Overby Company (Columbus, GA)

Berney Office Solution (Columbus, GA)

Lanier Worldwide, Inc. (Columbus, GA)

American Business Equipment (Columbus, GA)

Automated Business Machines (Columbus, GA)



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

representatives from Elections & Registrations, Columbus Fire/EMS Department

and Columbus Police Department. A Representative from Information Technology

served in an advisory position and was not a voting member. During the

evaluation process, Ikon Office Solutions was deemed the most responsive to the

RFP.



The RFP process is governed by the City?s Procurement Ordinance Article 3-110,

Competitive Sealed Proposals for the procurement of Equipment, Supplies and

Professional Services. 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 proposed costs have been submitted to the City Manager in a separate memo

for information purposes.



Funds are budgeted each fiscal year for this ongoing service. Various

Departments - Copier Charges; 6632.



* * * * * *



(E) MOBILE DATA TERMINAL SOFTWARE MAINTENANCE AND SUPPORT



It is requested that Council approve payment to Motorola Communication

Enterprise (Schaumburg, IL), in the amount of $74,202.50 for software

maintenance and support of mobile data terminals (MDTs), and rescind Resolution

#490-05 (approved October 18, 2005) authorizing payment in the amount of

$55,900. Resolution #490-05 must be rescinded due to an error caused by

miscommunication with the vendor regarding the amount and nature of the

invoice.



The maintenance provides software support for mobile data terminals installed

in vehicles of the Police Department, Sheriff?s Office, Fire Department,

Marshal?s Office and Inspections & Codes. The software was originally

purchased from Motorola and is proprietary in nature. Therefore, the

maintenance is considered an Only Know Source, per Section 3-114 of the

Procurement Ordinance.



Funds are budgeted in FY06 Budget, Information Technology ? Computer Software

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



(F) GIS MAPPING SOFTWARE MAINTENANCE AND SUPPORT



It is requested that Council approve payment to ESRI, Inc., (Los Angeles, CA)

in the amount of $15,254.52 for maintenance and support of GIS Mapping Software.



ESRI is the developer of various software packages used by the GIS Division for

map generation, and for editing and maintaining the City?s tax parcels, streets

zoning and land use databases. Consequently, the vendor is considered an Only

Known Source for the maintenance and support of the software, per Section 3-114

of the Procurement Ordinance.



Funds are budgeted in the FY06 Budget. Engineering ? GIS ? Software Lease;

0101-250-2400-6541.







?ITEM A?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH KAM, INC., FOR

CONSULTING SERVICES FOR REMEDIATION & PACKAGING, LABELING, MANIFESTING,

TRANSPORTATION AND DISPOSAL OF HAZARDOUS CHEMICALS/WASTE ON AN ?AS NEEDED

BASIS?.



WHEREAS, an RFP was administered (RFP No. 05-0030) and two proposals were

received; and,



WHEREAS, the proposal submitted by KAM, Inc., met all proposal requirements and

was evaluated most responsive to the RFP; and,



WHEREAS, the term of contract shall be for two years, with the option to renew

for three (3) additional twelve-month periods. Contract renewal will be

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

contract price may be adjusted annually for actual change of labor rates and

actual changes of the cost of employee benefits, and any necessary additional

cost, provided such increases in costs are substantiated in writing to the City

and they are mutually agreed upon.





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



That the City Manager is hereby authorized to execute a contract with KAM,

Inc., to provide consulting services for remediation & packaging, labeling,

manifesting, transportation and disposal of hazardous chemicals/waste on an ?as

needed basis?. Funds are budgeted each fiscal year for this ongoing expense.

Public Services - Facilities Maintenance; 0101-260-2700-MNTN-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 B?



A RESOLUTION



NO. __________





A RESOLUTION AUTHORIZING THE PURCHASE OF SECURITY CAMERA SYSTEMS FROM

GE SECURITY/TRANSIT MARKETING GROUP. METRA TRANSIT SYSTEM ANTICIPATES

PURCHASING FOUR (4) SECURITY CAMERA SYSTEMS IN FY06 FOR A CONTRACT VALUE OF

$27,773.00. ADDITIONAL SECURITY CAMERA SYSTEMS WILL BE PURCHASED OVER A

THREE-YEAR PERIOD.



WHEREAS, the security cameras will be installed on buses for the security of

the customers, as well as, the drivers; and,



WHEREAS, the contract term shall be for one year, with the option to renew for

two additional twelve-month periods. Contract renewal is 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 Security Camera Systems

from GE Security/Transit Marketing Group. METRA Transit System anticipates

purchasing four (4) security camera systems in FY06 for a contract value of

$27,773.00. Additional security cameras will be purchased over a three-year

period. Funds are budgeted each fiscal year for this on-going expense;

Transportation Fund ?FTA ? Capital Expenditures Over $5000;

0751-610-2400-MFTA-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 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 PAPER PRODUCTS AND RELATED SUPPLIES FOR

CIVIC CENTER SOUTH COMMONS COMPLEX FROM UNISOURCE FOR THE ESTIMATED ANNUAL

CONTRACT VALUE OF $12,101.84.



WHEREAS, the supplies will be purchased on an ?as needed basis?, and

will include the following: paper towels, bathroom tissue, facial tissue,

toilet seat covers, hand wash, air freshener and feminine product; and,



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

renew for four 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 paper products

and related supplies from Unisource for the estimated annual contract value of

$12,101.84. Funds are budgeted each fiscal year for this on going expense,

Civic Center ? Operating Materials, 0757-160-1000-CIVC-6728

_________________________________________



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 EXECUTION OF A CONTRACT WITH IKON OFFICE SOLUTION

FOR COPIER SERVICES.



WHEREAS, an RFP was administered (RFP No. 05-0028) and six proposals were

received; and,



WHEREAS, the proposal submitted by Ikon Office Solutions met all proposal

requirements and was evaluated most responsive to the RFP; and,



WHEREAS, the minimum contract term shall be for sixty (60) months. The

contract automatically renew (without the need for any further action) every 12

months until the end of such 60-month term unless the Columbus Consolidated

Government cancels this contract due to Non-appropriation of funds for a given

fiscal year or Non performance by IKON.



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



That the City Manager is hereby authorized to execute a contract with IKON

Office Solutions for copier services. Funds are budgeted each fiscal year for

this ongoing expense. Various departments - Copier Charges; 6632.

_________________________________________



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 E?



RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA COMMUNICATION ENTERPRISE

(SCHAUMBURG, IL), IN THE AMOUNT OF $74,202.50 FOR SOFTWARE MAINTENANCE AND

SUPPORT MOBILE DATA TERMINALS (MDTS), AND RESCIND RESOLUTION #490-05 (APPROVED

OCTOBER 18, 2005) AUTHORIZING PAYMENT IN THE AMOUNT OF $55,900. RESOLUTION

#490-05 MUST BE RESCINDED DUE TO AN ERROR CAUSED BY MISCOMMUNICATION WITH THE

VENDOR REGARDING THE AMOUNT AND NATURE OF THE INVOICE.



WHEREAS, the maintenance provides software support for mobile data

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

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



WHEREAS, the software was originally purchased from Motorola and is

proprietary in nature. Therefore, the maintenance is considered an Only Know

Source, per Section 3-114 of the Procurement Ordinance.



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



Part I

Resolution #490-05 is hereby rescinded.



Part II

That the City Manager, is hereby authorized to pay Motorola

Communication Enterprise (Schaumburg, IL), the amount $74,202.50 for software

maintenance and support of mobile data terminals (MDTs). Funds are budgeted

in FY06 Budget, Information Technology ? Computer Software Lease;

0101-210-1000-ISS-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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.



__________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor



?ITEM F?







RESOLUTION



NO._____________





A RESOLUTION AUTHORIZING PAYMENT TO ESRI, INC., (LOS ANGELES, CA) IN THE AMOUNT

OF $15,254.52 FOR MAINTENANCE AND SUPPORT OF GIS MAPPING SOFTWARE.



WHEREAS, ESRI is the developer of various software packages used by the

GIS Division for map generation, and for editing and maintaining the City?s tax

parcels, streets zoning and land use databases. Consequently, the vendor is

considered an Only Known Source for the maintenance and support of the

software, per Section 3-114 of the Procurement Ordinance.



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



That the City Manager is hereby authorized to make payment to ESRI, Inc., (Los

Angeles, CA) in the amount of $15,254.52 for maintenance and support of GIS

Mapping Software. Funds are budgeted in the FY06 Budget. Engineering ? GIS ?

Software Lease; 0101-250-2400-6541

_________________________________________



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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.



__________________________________ ____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor







DATE: November 1, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids





November 9, 2005

1. Osceola Court-Muscogee County Technology Park ? RFB No. 06-0022

Scope of Bid

The work shall consist of the construction of Osceola Court in the Muscogee

Technology Park, in accordance with the designated plans and specifications.

The Contractor shall be required to maintain public access to all residences

and businesses located within the project area.



2. 30?/35? Ft. Low Floor Clean Diesel Transit Buses (Annual Contract) ? RFB No.

06-0027

Scope of Bid

The Consolidated Government of Columbus, Georgia (the City) is seeking vendors

to provide 30?/35? Low Floor Clean Diesel Transit Buses to METRA on an ?as

needed? basis. The City anticipates purchasing approximately 12 buses over a

four (4) year period.



3. Low Boy Tri-Axle Trailer ? RFB No. 06-0028

Scope of Bid

Provide one (1) low boy tri-axle trailer to be used by the Street Improvements

of the Public Services Department



4. ? Ton Service Body Trucks ? RFB No. 06-0026

Scope of Bid

Provide four (4) ? Ton Service Body Trucks to be used by the Facility

Maintenance Division of the Public Services Department.



November 16, 2005

1. Computer Room Cooling Equipment ? RFB No. 06-0029

Scope of Bid

Columbus Consolidated Government is requesting bids to provide and

install a new Data Aire? water cooled computer room unit (10 ton), a new

Evapco? ICT induced draft discharge counter flow cooling tower, and a new

Patterson Pump Company end suction centrifugal pump.