Columbus, Georgia

Agenda Item #____7___





Columbus Consolidated Government

Council Meeting



March 15, 2005





Agenda Report #____42____



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) TRIAGE TRACKING DEVICES ? RFP NO. 05-0013



It is requested that Council authorize the purchase of fifteen (15) triage

tracking devices from Disaster Management Solutions, Inc., for use by Columbus

Fire and Emergency Medical Services. Disaster Management Solutions will

provide a state-of-the-art patient tracking system that utilizes proven

technologies to capture, report and distribute vital patient information in the

event of a mass casualty incident. The system is designed to work with

bar-coded triage tags.



Requests for proposals were mailed to one hundred and two vendors, and this RFP

has been advertised. Proposals were received on January 20, 2005, from two

offerors:



Disaster Management Solutions, Inc. (Pomona, CA)

Raytheon Intelligence & Information Systems (Reston, VA)





Proposals were reviewed by the Evaluation Committee, which consisted of

representatives from Columbus Fire and Emergency Medical Services.



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, Fire & EMS - Operations - Capital

Expenditures over $5000; 0101-410-2100-FOPR-7761.



* * * * * *



(B) FIREFIGHTING ACCESSORIES - (ANNUAL CONTRACT) - RFB NO. 05-0049



It is requested that Council approve the purchase of firefighting accessories

from Axis Fire Supply, Inc., W.S. Darley & Co. and Fireline, Inc. for the

estimated annual contract value of $19,969.50. The firefighting accessories,

which include gloves, boots and helmets, will be ordered on an ?as needed

basis?.



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

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

mutual agreement of the City and the Contractor.



Ninety-six bid invitations were mailed; five bids were received January 19,

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



Description/Vendor Helmets

Est. Qty: 75 Gloves

Est. Qty: 75 Boots

Est. Qty: 75

Axis Fire Supply, Inc.

(Jacksonville, FL) 169.41 (unit)

12,705.75 (total) 37.74 (unit)

2,830.50 (total) 90.95 (unit)

6,821.25 (total)

Fireline, Inc.

(Lawrenceville, GA) 169.00 (unit)*

12,675.00 (total) 38.75 (unit)

2,906.25 (total) 61.55 (unit)

4,616.25 (total)

W.S. Darley & Co.

(Melrose Park, IL) 186.15 (unit)

13,961.25 (total) 35.30 (unit)

2,647.50 (total) 91.00 (unit)

6,825.00 (total)

Harless Fire Equipment

(Bessemer, AL) No bid 48.00 (unit)

3,600.00 (total) 63.00 (unit)

4,725.00 (total)

NAFECO

(Decatur, GA) Incomplete** 44.29 (unit)

3,321.75 (total) Incomplete**



*Fireline quoted Cairns Helmets, which does not match the existing inventory.

The Fire & EMS Department currently has 400 ?Bullard? helmets in service,

including repair parts. The Department wishes to continue to purchase

?Bullard? helmets to maintain uniformity.



** NAFECO failed to provide the required product/specification.



Funds are budgeted each fiscal year for this ongoing expense; Fire & EMS -

Logistic/Support ? Operating Materials, 0101-410-3610-LOGI-6728.



* * * * * * * *



(C) FURNITURE FOR OFFICE OF HOMELAND SECURITY



It is requested that Council approve the purchase of furniture, for the Office

of Homeland Security, from National, in care of The Overby Company, in the

amount of $13,700.32. The purchase will be made via Georgia State Wide

Contract #S-030748, for which The Overby Company is an authorized dealer for

National.



The furniture includes chairs, desks, hutch units etc?and will be used to

furnish the Office of Homeland Security, which will be located in the basement

of the Public Safety Building. This furniture matches the present throughout

the Public Safety Building.



Funds are available in the FY05 Budget: Multi-Govt. Project Fund ? Police ?

Local Law Enforcement Grant ? Furniture; 0216-400-3360- LLEG - 7731.



* * * * * * * *



(D) ANNUAL MAINTENANCE COST BELLSOUTH CISCO/AVVID IP PHONE SYSTEM



It is requested that Council approve payment to BellSouth for the annual

maintenance for all Cisco equipment and software license renewal, included in

the IP Telephony network in five locations: the Government Center, Annex,

Public Safety Complex, Fox Recreation Center and the Trade Center. The annual

cost of network and equipment coverage, known as BellSouth DataCare, is

$83,889.62 to be paid in twelve monthly payments. The monthly payments will be

included in the monthly phone bill in the amount of $6,990.80.



The BellSouth DataCare IP Telephony Manager is a continuance of the existing

Cisco/BellSouth hardware and software maintenance purchased last year with the

new Cisco AVVID IP Phone System through BellSouth. The maintenance is

renewable each year on or before the anniversary date of March 31st. Only

BellSouth has a complete end-to-end solution for all voice and data issues from

both an equipment and network perspective including the BellSouth CO (Central

Office) network. Consequently, this maintenance and service is available only

through BellSouth.



Funds are budgeted in the FY05 Budget: Information Technology ? Telephone;

0101-210-1000-ISS-6621.



?ITEM A?



A RESOLUTION



NO.______





A RESOLUTION AUTHORIZING THE PURCHASE OF FIFTEEN (15) TRIAGE TRACKING DEVICES

FROM DISASTER MANAGEMENT SOLUTIONS, INC., BY COLUMBUS FIRE AND EMERGENCY

MEDICAL SERVICES.



WHEREAS, an RFP was administered (RFP No. 05-0013) and two proposals were

received; and,



WHEREAS, the proposal submitted by Disaster Management Solutions, Inc.,

met all proposal requirements and is deemed responsive to the RFP.



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



That the City Manager is hereby authorized to purchase fifteen (15) triage

tracking devices from Disaster Management Solutions, Inc., for use by Columbus

Fire and Emergency Medical Services. Funds are available in the FY05 Budget,

Fire & EMS ?

- Operations - Capital Expenditures over $5000; 0101-410-2100-FOPR-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



?ITEM B?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF FIREFIGHTING ACCESSORIES ON AN ?AS

NEEDED BASIS? FROM AXIS FIRE SUPPLY, INC., FIRELINE, INC., AND W.S. DARLEY &

CO. FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $19,969.50.



WHEREAS, the contracted vendors will provide firefighting helmets, boots and

gloves on an ?as needed basis; and,



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

renew for two additional twelve month periods. Renewal of the contract is

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



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



That the City Manager is hereby authorized to purchase firefighting accessories

on an ?as needed basis? from Axis Fire Supply, Inc., Fireline, Inc., and W.S.

Darley & Co.for the estimated annual contract value of $19,969.50. Funds are

budgeted each fiscal year for this ongoing expense; Fire & EMS -

Logistic/Support ? Operating Materials, 0101-410-3610-LOGI-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 __________.

Councilor Davis __________.

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 THE PURCHASE OF FURNITURE FOR THE OFFICE OF HOMELAND

SECURITY FROM NATIONAL IN CARE OF THE OVERBY COMPANY IN THE AMOUNT OF

$13,700.32.



WHEREAS, The purchase will be made via Georgia State Wide Contract #S-030748,

for which The Overby Company is an authorized dealer for National; and,



WHEREAS, The furniture includes chairs, desks, hutch units etc?and will be used

to furnish the Office of Homeland Security, which will be located in the

basement of the Public Safety Building. This furniture matches the current

furniture throughout the Public Safety Building.



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



That the City Manager is hereby authorized to purchase furniture for

the Office of Homeland Security from National in care of The Overby Company in

the amount of $13,700.32. Funds are budgeted in FY05 Budget: Multi-Govt.

Project Fund ? Police ? Local Law Enforcement Grant ? Furniture; 0216-400-3360-

LLEG - 7731.

______________________________



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 PAYMENT TO BELLSOUTH FOR THE ANNUAL MAINTENANCE FOR

ALL CISCO EQUIPMENT AND SOFTWARE LICENSE RENEWAL, INCLUDED IN THE IP TELEPHONY

NETWORK IN FIVE LOCATIONS: THE GOVERNMENT CENTER, ANNEX, PUBLIC SAFETY

COMPLEX, FOX RECREATION CENTER AND THE TRADE CENTER. THE ANNUAL COST OF

NETWORK AND EQUIPMENT COVERAGE, KNOWN AS BELLSOUTH DATACARE, IS $83,889.62 TO

BE PAID IN TWELVE MONTHLY PAYMENTS. THE MONTHLY PAYMENTS WILL BE INCLUDED IN

THE MONTHLY PHONE BILL IN THE AMOUNT OF $6,990.80.



WHEREAS, The BellSouth DataCare IP Telephony Manager is a continuance of the

existing Cisco/BellSouth hardware and software maintenance purchased last year

with the new Cisco AVVID IP Phone System through BellSouth. The maintenance is

renewable each year on or before the anniversary date of March 31st. Only

BellSouth has a complete end-to-end solution for all voice and data issues from

both an equipment and network perspective including the BellSouth CO (Central

Office) network. Consequently, this maintenance and service is available only

through BellSouth.



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



That the City Manager is hereby authorized to make payment to BellSouth for the

annual maintenance for all Cisco equipment and software license renewal

included in the IP Telephony network in five locations: the Government Center,

Annex, Public Safety Complex, Fox Recreation Center and the Trade Center. The

annual cost of network and equipment coverage, known as BellSouth DataCare, is

$83,889.62 to be paid in twelve monthly payments. The monthly payments will be

included in the monthly phone bill in the amount of $6,990.80. Funds are

budgeted in FY05 Budget: Information Technology ? Telephone;

0101-210-1000-ISS-6621.

______________________________



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: March 15, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids



March 16, 2005

1. Rehabilitation of the Ma Rainey Home ? RFB No. 05-0054

Scope of Bid

Provide rehabilitation of the Ma Rainey Home, which is a historic building.

All work shall be performed in accordance with the Secretary of Interior?s

Standards for Rehabilitation. The work includes, but is not limited to,

construction of a new parking area; selective demolition of all existing

electrical wiring, electrical panels, plumbing and gas piping, foundation

repair; rehabilitation to the building?s exterior; installation of new

electrical, plumbing and mechanical systems; installation of new insulation;

rehabilitation, repair and/or replacement of all interior wall and ceiling

finishes; rehabilitation and repair of all interior and exterior doors and

windows; minor structural work on stairway; rehabilitation and repair, or

replacement of wood flooring; new architectural woodwork and cabinetry; a

fire/alarm security system.



2. Top Dresser (Re-Bid) ? RFB No. 05-0056

Scope of Bid

Provide one (1) turf top dresser to be used by the Park Services Division.



March 18, 2005

1. Engineering Services Related to the Construction of Pine Grove MSW

Landfill Phase 3 ? Cells 3A, 3B, 3C, 3D, 3E and 3F ? RFP No. 05-0016

Scope of RFP

Columbus Consolidated Government is requesting proposals to provide

Construction Documents, Construction Administration, and Construction Quality

Assurance (CQA) Services during the construction of Phase 3, Cells 3A, 3B, 3C,

3D, 3E, and 3F of the Pine Grove Municipal Solid Waste Landfill (MSW).

Services should include relevant engineering and design, surveying,

construction administration, construction inspection, materials sampling and

testing, preparation of analytical reports, and all other reporting necessary

to satisfy regulatory provisions for CQA documentation.



March 23, 2005

1. Playground Mulch (Annual Contract) ? RFB No. 05-0057

Scope of Bid

Provide playground mulch to the Columbus Parks and Recreation Services

on an ?as needed? basis. The contract period will be for three years with the

option to renew for two additional twelve-month periods.



2. Pool Chemicals (Annual Contract) ? RFB No. 05-0058

Scope of Bid

Provide water treatment chemicals to be used in the City?s swimming

pools for Parks & recreation on an ?as needed basis?. The contract period will

be for three years with the option to renew for two additional twelve- month

periods.



March 25, 2005

1. Geotechnical-Environmental Testing Services (Annual Contract) ? RFP No.

05-0015

Scope of RFP

Provide Columbus Consolidated Government, Engineering Department with

geotechnical environmental testing services for soil and construction material

testing for the development or design of various construction projects on an

?as needed basis?. Contract term shall be for three years, with the option to

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

contingent upon the mutual agreement of the City and the Contractor (s).



2. Grinding & Disposal of Yard Waste Material (Annual Contract) ? RFP No.

05-0014

Scope of RFP

Provide proposals to operate a program to Grinding and Dispose of Yard Waste

Material for the Columbus Consolidated Government, Public Services Department.

Contract term shall be for three years, with the option to renew for two

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

mutual agreement of the City and the Contractor.



April 18, 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 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.