Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



July 2, 2002



Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) ANNUAL MAINTENANCE AND SUPPORT AGREEMENT FOR THE OASIS SYSTEM



It is requested that Council approve payment to Cole-Layer-Trumble Company

(Atlanta, GA) for maintenance service and support for the Oasis System for the

period of July 1, 2002 through June 30, 2003 in the amount of $53,032.50. The

payments will be made in twelve monthly installments of $4,419.38. This

maintenance provides Information Technology, the Tax Assessor's Office and the

Tax Commissioner's Office with software enhancements, documentation updates,

Users Group Support and Hotline Support for the OASIS property tax and

appraisal system. This maintenance has been budgeted and approved annually

since the OASIS software system was purchased in 1985.



Funds are budgeted in the FY03 Budget, Information Technology - Software Lease;

0101-210-1000-ISS-6541.



* * * * * *



(B) VEHICLE AND EQUIPMENT MAINTENANCE PARTS FACILITY (ANNUAL CONTRACT) ? RFP

NO. 02-0026



It is requested that Council approve a contract with NAPA Auto Parts to provide

a turnkey on-site vehicle and equipment maintenance parts facility for the

Public Services, Fleet Management Division. The contract will provide

personnel, management, parts and supplies necessary to run an efficient and

effective on-site parts operation. The parts facility will cover all hours

worked by each division of Public Services, including overtime due to peak

demand and emergency operations. The vendor will provide all parts,

(including grease, oil and tires) necessary to maintain, repair and operate

fleet vehicles and equipment.



The term of this contract shall be for three years, 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.



Request for proposals were mailed to eleven vendors and the RFP has been

advertised. A proposal was received, April 12, 2002 from the following offeror.



NAPA Auto Parts (Norcross, GA)



The proposal was reviewed by the Evaluation Committee members, which consisted

of representatives from the following departments: Finance, Fire/EMS and Public

Services. During the evaluation process, NAPA Auto Parts was deemed responsive

to the RFP. 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 again with the responsive offeror. Cost information

has been submitted to the City Manager in a separate memo for information

purposes.



Funds will be budgeted each fiscal year for this ongoing expense. Various

Accounts ? Auto Parts & Supplies ? 6721.



* * * * * *



(C) PHYSICIAN AND PHYSICIAN?S ASSISTANT MEDICAL SERVICES FOR INMATES AT THE

MUSCOGEE COUNTY JAIL AND MUSCOGEE COUNTY PRISON



It is requested that Council approve the Letter of Agreement between Prison

Health Services (PHS) and the Columbus Consolidated Government for physician

and physician?s assistant medical services and on site psychiatric treatment at

the Muscogee County Jail and Muscogee County Prison. The base fee will be no

less than $6,000.00 per month. The professional component will be no more than

$36,150.00 per month, unless additional services have been requested and

delivered. The contract term shall be for one year commencing on July 1, 2002

through June 30, 2003.



There have been attempts to competitively bid medical services at the jail in

the past, as well as an RFP to conduct a study of medical services. However,

these attempts did not net favorable results for the City. Consequently, the

Jail has continued to use PHS to provide medical services.



Funds are budgeted in the FY03 Budget, Sheriff, Medical Director ? Medical

Services; 0101-550-2650-MEDD-6321.





(D) OUTDOOR LIGHTING AT NORTH RIVERWALK



It is requested that Council approve the payment to Georgia Power Company in

the amount of $38,624.63 for outdoor lighting for North Riverwalk. Lighting is

required to luminate the recently completed section of the Riverwalk, which

runs from the old City Mill to the Bibb City Mill. The new Riverwalk section

is approximately one mile in length.



Funds are budgeted in the FY03 Budget, Columbus Building Authority Series 1999B

Bonds, Building Improvement, North Riverwalk Project;

0550-200-2431-CBA-6565-4020100B.



* * * * * *



(E) ELECTION SUPPLIES AND EQUIPMENT MAINTENANCE PARTS



It is requested that Council approve a resolution to expend the appropriated

funds to Election Systems and Supplies (ESS) (Omaha, NE), for FY03 election

supplies and equipment maintenance parts for the Optech III PE election

equipment for the estimated amount of $80,000.00.



The election supplies include the ballots, demonstration ballots, ballot

marking pens, absentee marking pencils, paper rolls, micro chips, memory packs

and light bulbs. Equipment maintenance parts include CPU boards, J-switches,

read head lights, terminal cables, memory pack boxes, memory pack doors, key

pads, counters, and prom pack chips. These items are used for the continued

operation and maintenance of the Optech III PE election equipment. Election

equipment and software were originally purchased from ESS per resolution number

397-95. Therefore, the vendor is considered an only known source for these

specific supplies, and maintenance parts.



Funds are budgeted in the FY03 Budget, Elections & Registration - Election

Expenses, Software Lease; 0101-290-2000-ELCT-6355 & 6541.



* * * * * *



(F) IBM MAINTENANCE AGREEMENT



It is requested that Council authorize payment to IBM for hardware maintenance

agreements in the total amount of $55,046.59. Payments will be made in monthly

installments by Information Technology.



The maintenance agreements provide for parts and service on a 24-hour, 7-day

per week coverage. The maintenance contract covers the following equipment:



1 IBM 8274 Route Switch

1 IBM 8275 Route Switch

1 IBM 3160 Laser Printer

1 IBM 3745 Remote Communications Controller

4 IBM 3174 Fiber Optic Controllers

1 IBM Risc 6000 Firewall Server

1 IBM 3480 Tape Drive Controller

4 IBM 3480 Tape Drives

1 IBM 4245 Line Printer

1 IBM 3590-A14 Rack

1 IBM 3590-A60 Tape Drive Controller

3 IBM 3590-B11 Tape Drives

1 IBM 3590-E11 Tape Drive



Funds are budgeted in the FY03 Budget, Information Technology ? Computer

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





?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT TO COLE-LAYER-TRUMBLE COMPANY FOR MAINTENANCE

SERVICE AND SUPPORT FOR THE OASIS SYSTEM FOR THE PERIOD OF JULY 1, 2002 THROUGH

JUNE 30, 2003 IN THE AMOUNT OF $53,032.50. THE PAYMENTS WILL BE MADE IN TWELVE

MONTHLY INSTALLMENTS OF $4,419.38.



WHEREAS, this maintenance provides Information Technology, the Tax Assessor's

Office and the Tax Commissioner's Office with software enhancements,

documentation updates, Users Group Support and Hotline Support for the OASIS

property tax and appraisal system; and,



WHEREAS, this maintenance has been budgeted and approved annually since the

OASIS software system was purchased in 1985.



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



That the City Manager is hereby authorized to render payment to

Cole-Layer-Trumble Company (Atlanta, GA) for maintenance service and support

for the Oasis System for the period of July 1, 2002 through June 30, 2003 in

the amount of $53,032.50. The payments will be made in twelve monthly

installments of $4,419.38. Funds are budgeted in the FY03 Budget, Information

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

_________________________________________



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 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 EXECUTION OF A CONTRACT FOR VEHICLE AND EQUIPMENT

MAINTENANCE PARTS FACILITY WITH NAPA AUTO PARTS.



WHEREAS, an RFP was administered (RFP No. 02-0026) and one proposal was

received; and,



WHEREAS, the proposal submitted by NAPA Auto Parts, met all proposal

requirements and is deemed responsive to the RFP; and,



WHEREAS, the term of the contract 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.



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



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

Parts for Vehicle and Equipment Maintenance Parts Facility. Funds will be

budgeted each fiscal year for this ongoing expense. Various Accounts ? Auto

Parts & Supplies ? 6721.

_________________________________________



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 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 AUTHORZING APPROVAL OF A LETTER OF AGREEMENT WITH PRISON

HEALTH SERVICES FOR PHYSICIAN AND PHYSICIAN?S ASSISTANT MEDICAL AND ON SITE

PSYCHIATRIC SERVICES FOR INMATES AT THE MUSCOGEE COUNTY JAIL IN AN AMOUNT NOT

TO EXCEED $36,150.00 PER MONTH, UNLESS ADDITIONAL SERVICES ARE REQUESTED AND

DELIVERED.



WHEREAS, the Letter of Agreement covers the period of July 1, 2002

through June 30, 2003; and,





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



That the City Manager is hereby authorized to approve a letter of agreement

with Prison Health Services for Physician and Physician?s Assistant Medical

Services for inmates at the Muscogee County Jail and Prison facilities in an

amount not to exceed $36,150.00 per month unless additional services have been

requested and delivered. Funds are budgeted in FY03 Budget, Sheriff, Medical

Director ? Medical Services; 0101-550-2650-MEDD-6321.

__________________________________



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 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 PAYMENT TO GEORGIA POWER IN THE AMOUNT OF

$38,624.63 FOR OUTDOOR LIGHTING AT NORTH RIVERWALK.



WHEREAS, lighting is required to luminate the recently completed section of the

Riverwalk, which runs from the old City Mill to the Bibb City Mill. The new

Riverwalk section is approximately one mile in length





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



That the City Manager is hereby authorized to make payment to Georgia

Power in the amount of $38,624.63 for outdoor lighting at North Riverwalk.

Funds are budgeted in the FY03 Budget, Columbus Building Authority Series 1999B

Bonds, Building Improvement, North Riverwalk Project;

0550-200-2431-CBA-6565-4020100B.



________________________________________





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 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 E?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXPENDITURE OF APPROPRIATED FUNDS TO ELECTION

SYSTEMS AND SUPPLIES (ESS) (OMAHA, NE) FOR FY03 ELECTION SUPPLIES AND EQUIPMENT

MAINTENANCE PARTS FOR THE ESTIMATED AMOUNT OF $80,000.



WHEREAS, the election supplies include the ballots, demonstration ballots,

ballot marking pens, absentee marking pencils, paper rolls, micro chips, memory

packs and light bulbs; and,



WHEREAS, the equipment maintenance parts include CPU boards, J-switches, read

head lights, terminal cables, memory pack boxes, memory pack doors, key pads,

counters and prom pack chips; and,



WHEREAS, these items are used for the continued operation and maintenance of

the Optech III PE election equipment; and,



WHEREAS, the election equipment and software was originally purchased from ESS

per resolution number 397-95. Therefore, the vendor is considered an only

known source for these specific supplies, maintenance parts, and updated

software.



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



That the City Manager is hereby authorized to expend the appropriated

funds to Election Systems and Supplies (ESS) for FY02 election supplies and

equipment maintenance parts for the Optech III PE election equipment for the

estimated amount of $80,000. Funds are budgeted in the FY03 Budget, Elections

& Registration - Election Expenses, Software Lease; 0101-290-2000-ELCT-6355 &

6541.

______________________________



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 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 F?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT TO IBM FOR HARDWARE MAINTENANCE AGREEMENTS IN

THE TOTAL AMOUNT OF $55,046.59. PAYMENTS WILL BE MADE IN MONTHLY INSTALLMENTS

BY INFORMATION TECHNOLOGY.



WHEREAS, The maintenance agreements provide for parts and service on a 24-hour,

7-day per week coverage. The maintenance contract covers the following

equipment:



1 IBM 8274 Route Switch

1 IBM 8275 Route Switch

1 IBM 3160 Laser Printer

1 IBM 3745 Remote Communications Controller

4 IBM 3174 Fiber Optic Controllers

1 IBM Risc 6000 Firewall Server

1 IBM 3480 Tape Drive Controller

4 IBM 3480 Tape Drives

1 IBM 4245 Line Printer

1 IBM 3590-A14 Rack

1 IBM 3590-A60 Tape Drive Controller

3 IBM 3590-B11 Tape Drives

1 IBM 3590-E11 Tape Drive



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



That the City Manager is hereby authorized to render payment to IBM for

hardware maintenance agreements in the amount of $55,046.59. Funds are

budgeted in the FY03 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 ____________, 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 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: July 2, 2002



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





July 10, 2002

1. Removal & Recycling/Reuse, Scrap Metal, Bulky Items & Similar

Material from the Columbus Landfill ? (Annual Contract) ? Bid No. 02-0134

Scope of Bid

Contractor pays a fee to the City for removal of metal, bulky items

and similar material from the Landfill. The contract shall be for one year

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.



July 12, 2002

1. 18-Hole Golf Course Renovation (Phase III & IV) ? RFP No. 02-0045

Scope of RFP

Provide construction services for the renovation of 18 holes at Bull Creek Golf

Course. The successful contractor will perform the work in two phases, 9 holes

per phase: Phase II for Holes 1-3 West & 13-18 West and Phase IV for Holes

4-12 West. The scope of work includes, but is not limited to, clearing,

erosion control, lake development, storm drainage, fine grading and plant bed

prep, greens construction, bunkers construction, irrigation, grassing, etc.



July 19, 2002

1. Branding & Marketing Services (Re-Bid) ? RFP No. 02-0044

Scope of RFP

Columbus Consolidated Government invites proposal submission from firms that

are interested in providing branding and related marketing strategies.