Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



October 15, 2002



Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) FIRE HOSE & ACCESSORIES (ANNUAL CONTRACT) - BID NO. 03-0003



It is requested that Council approve the purchase of fire hose from CL Carder &

Associates and accessories from Carolina Fire Services, Inc., on an ?as needed

basis?, for the estimated contract value of $30,000.00. The contract will

provide fire fighters with fire hose to be used during structural fire

fighting.



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

additional twelve-month periods, contingent upon the mutual agreement of the

City and the Contractor.



Forty-three bid invitations were mailed; ten bids were received August 31,

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



Description/Vendor Fire Hose

Est. Cost Per Year Fire Hose Accessories

Est Cost Per Year



CL Carder & Associates (Marietta, GA)

$26,997.00

*$796.30



Carolina Fire Services, Inc. (Spartanburg, SC)

**$26,700.00

$2,086.40



NAFECO (Decatur, GA)

**$25,665.00

$8,657.23



American Safety & Fire House (Atlanta, GA)

**$26,520.00

$4,878.00



F.A.S.T, Inc. (Ocala, FL)

$28,020.00

$2,773.50



Municipal Equipment Co. (Orlando, FL)

$28,050.00

$2,432.64



Fireline, Inc. (Lawrenceville, GA)

$32,220.00

$2,644.47



Axis Fire Supply, Inc. (Jacksonville, FL)

$34,595.90

$3,151.92



Columbus Industrial Supply (Columbus, GA)

$35,235.00

$4,684.00



Harless Safety & Fire Supply (Bessemer, AL)

No Bid

$2,309.41



* Vendor did not bid on all accessories.

** Vendors? sample fire hose did not meet weight specifications. Bidders were

notified of the award recommendation by fax and given the opportunity to

respond.



Funds are budgeted each fiscal year for this on going expense; Fire & E.M.S.

Department ? Logistics/Support- Operating Materials; 0101-410-3610-LOGI-6728.



* * * * * *



(B) SAFETY INSPECTIONS OF TAXICABS (ANNUAL CONTRACT) ? RFP NO. 02-0042



It is requested that Council approve safety inspections of taxicabs to be

provided by White?s Automotive Center, Inc., D/B/A Fifty Cent Rent A Car, who

will perform safety inspections of taxicabs on an annual basis. The contractor

shall perform and document safety inspections on the following:

Brakes Tires Muffler

Steering Windshield Other Glass

Brake Lights Back up Lights Rear Lights

Turn Signals Head Lights Horn

Seatbelt: Front Rear



The term of the contract shall be for two years, with an 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.



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

advertised. One proposal was received, June 28, 2002 from the following

offeror.



White?s Automotive Center, Inc.

D/B/A Fifty Cent Rent A Car (Columbus, GA)



The proposal was reviewed in accordance with Ordinance 96-99, Section 21-3, by

the Columbus Taxicab Commission. During the evaluation process, White?s

Automotive Center, Inc., D/B/A Fifty Cent Rent A Car 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, this

contract must be re-advertised. Cost information has been submitted to the

City Manager in a separate memo for information purposes.



The fees will be paid by the taxicab owners.









(C) PURCHASE OF PERSONAL COMPUTERS AND EQUIPMENT FOR VARIOUS DEPARTMENTS



It is requested that Council approve the purchase of personal computers and

equipment via Georgia State Contract, IBM WYSCA #94-00151, from Beck and

Associates in the amount of $125,413.77. The following equipment will be

purchased:



Qty. Description Cost Total

13 685065U IBM Intellistation computer $3,074.89 $39,973.57

5 685066U IBM Intellistation computer 4,321.59 21,607.95

1 C6096A HP5000ps Plotter 16,444.00 16,444.00

5 6651U3N IBM 19? Monitor, black 390.39 1,951.95

40 83101AU IBM Desktop Computer: P41.8ghz, 128mb/40gb, Win2K

727.09

29,083.60

30 6656HG2 IBM 15? Flat Screen Monitors 545.09 16,352.70

Total $125,413.77



The computers and equipment will be used in various departments throughout the

City as Phase II of the Technology Bond initiatives. More personal computers

are needed due to the success of the Lotus Notes project. Many employees that

did not have PC?s are now in need because of the systems that have been

written. The demand for more PC?s has increased since Phase I and the need

spans from Juvenile Court to the Police Department to the Super Recreation

Centers.



Funds are budgeted in the FY03 Budget, 1999 SPLOST, - Technology Bond;

0553-200-2436-CBA-7762-0120040208.



* * * * * *



(D) E911 800MHZ RADIO SYSTEM CONSOLE MAINTENANCE AGREEMENT



It is requested that Council authorize the purchase of an annual Maintenance

Agreement (October 2002 through October 2003) for the 911 Center?s 800 MHz.

Radio System Console Equipment and its Central Electronics Bay from Motorola in

the amount of $25,254.48



The Police Department (through the 911 Center) and Sheriff?s Office uses

Motorola Console equipment to dispatch the various Public Safety Units

throughout the City as they are needed. This equipment is a critical part of

Public Safety communications system. It has, since the initial warranty

expired, been covered by a comprehensive 24/7/365 maintenance agreement with

Motorola in order to assure rapid and accurate repairs and minimal down time.

This maintenance agreement also covers the bi-directional amplification system

that provides a back up to the console system and allows the 911 Center to

continue to operate should the console equipment stop working.



Funds are budgeted in FY03 Budget, Emergency Telephone Fund ? Police - E911 ?

Service Contracts; 0209-400-3220-E911-6513.



* * * * * *





(E) E911 TELEPHONE SYSTEM MAINTENANCE AGREEMENT



It is requested that the Council authorize the purchase of an annual

Maintenance Agreement (November 2002 through November 2003) for the Enhanced

E911 telephone system from the Motorola Corporation in the amount of $13,200.00.



The Police Department installed the new enhanced 911 telephone system in August

1999. This new system, installed by the Motorola Corporation after they were

identified as the most qualified vendor through the RFP process, replaced the

obsolete system and improved the City?s ability to process and track 911 calls

from the citizens of the city as well as handle the increased volume of calls

being received from cell phones. Their initial bid included one year of 24/7

support and maintenance. The City, as a part of the RFP, required the Vendor

to propose a maintenance agreement to cover this equipment through the

subsequent years of the life of this system as well as guarantee the yearly

cost of the maintenance contract by identifying the cost for each year. This

maintenance agreement includes complete coverage of any problems that might

arise as the equipment is used. It is time to renew the maintenance agreement

on the E911 equipment. The E911 telephone system consists of twelve (12)

answering positions that need to be covered by this maintenance agreement at a

total cost of $13,200.00 for the entire system for the next year.



Funds are budgeted in FY03 Budget, Emergency Telephone Fund, Police, E911 ?

Service Contracts; 0209-400-3220-E911-6513.



* * * * * * *



(F) SURPLUS EQUIPMENT ?CASCADE AIR SYSTEM



It is requested that Council declare the 1992 Cascade Air System, Decal #

011758, as surplus equipment in accordance with Section 7-501 of the Charter of

Columbus Consolidated Government.



The Fire Department is replacing the equipment and will donate the old

equipment to the Columbus Metropolitan Airport.



* * * * * * *



(G) CONSTRUCTION MANAGEMENT SERVICES FOR THE MAIN LIBRARY AND SYSTEM

HEADQUARTERS ? RFP NO. 03-0003



It is requested that Council authorize the execution of a construction

management contract with Newton Aaron & Associates for the new main library and

system headquarters. During its October 7, 2002 meeting, the Columbus Library

Board unanimously approved the selection of Newton Aaron & Associates. The

firm will provide experienced and knowledgeable representation of the Owner?s

interests, and will oversee and facilitate the process of completing

construction documents, construction and commissioning of the project.

Additionally, the firm will lead the project team to examine alternatives or

minor changes to the plans that would improve constructability, repair and

maintenance cost, usability for the Owner or otherwise benefit project cost,

quality and schedule.



Requests for proposals were mailed to sixty-eight vendors and this RFP has been

advertised. A non-mandatory pre-proposal conference was held on August 5,

2002; nine vendors attended the conference. Ten proposals were received on

August 9, 2002:



Newton Aaron & Associates (Kennesaw, GA)

Atkins Hansomb Faithful & Gould (Atlanta, GA)

Barton Malow/Wright Associates (Norcross, GA/Columbus, GA)

Dawson Building Contractors (Rainbow City, AL)

Heery International (Atlanta, GA)

Hoar Construction (Birmingham, AL)

Prad Group (Atlanta, GA)

QK4 CM, LLC (Atlanta, GA)

Rosser International/PBS&J (Atlanta, GA)

URS Corporation (Atlanta, GA)



Proposals were reviewed by the Evaluation Committee, which consisted of

representatives from the Chattahoochee Valley Regional Library System, Columbus

Library Board and Hecht Burdeshaw Johnson Kidd & Clark (HBJKC). On September

18, 2002, the three highest rated firms made oral presentations.



The City?s Procurement Ordinance, Contracting for Equipment, Supplies or

Professional Services per Article 3-110, governs the RFP process. During the

RFP process, there is no formal opening due to the possibility of negotiated

components of the proposal. In the event City Council does not approve the

recommended offeror, no proposal responses or any negotiated components are

made public until after the award of the contract. The cost information and

evaluation results have been submitted to the City Manager in a separate memo

for informational purposes.



Funds are budgeted in FY03 Budget, 1999 SPLOST Library/Other Project ?

Professional Services, MCSD Library; 0540-695-2120-TXLB-6311-50500000.





?ITEM A?



A RESOLUTION



NO.__________



A RESOLUTION AUTHORIZING THE PURCHASE OF FIRE HOSE FROM C.L. CARDER &

ASSOCIATES AND ACCESSORIES FROM CAROLINA FIRE SERVICES, INC. ON AN ?AS NEEDED

BASIS? FOR THE ESTIMATED CONTRACT VALUE OF $30,000.00.



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

two additional twelve month periods, 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 fire hose from

C.L. Carder & Associates and accessories from Carolina Fire Services, Inc., on

an ?as needed basis? for the estimated contract value of $30,000.00. Funds are

budgeted each fiscal year for this on going expense; Fire & E.M.S. Department ?

Logistics/Support, Operating Materials; 0101-410-3610-LOGI-6728.

______________________________



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 Davis 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 SAFETY INSPECTION

OF TAXICABS WITH WHITE?S AUTOMOTIVE CENTER, INC., D/B/A FIFTY CENT RENT A CAR.



WHEREAS, an RFP was administered (RFP No. 02-0042) and one proposal was

received; and,



WHEREAS, the proposal submitted by White?s Automotive Center, Inc., D/B/A Fifty

Cent Rent A Car, met all proposal requirements and is deemed responsive to the

RFP; and,



WHEREAS, the term of the 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.



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



That the City Manager is hereby authorized to execute a contract with White?s

Automotive Center, Inc., D/B/A Fifty Cent Rent a Car for Safety Inspection of

Taxicabs. The fees will be paid by the taxicab owners.

_________________________________________



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 Davis 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 AUTHORIZING THE PURCHASE OF PERSONAL COMPUTERS AND EQUIPMENT VIA

GEORGIA STATE CONTRACT, IBM WYSCA #94-00151, FROM BECK AND ASSOCIATES IN THE

AMOUNT OF $125,413.77.



WHEREAS, the units will be used by various departments as Phase II of the

Technology Bond initiatives.



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



That the City Manager is hereby authorized to purchase personal

computers and equipment via the Georgia State Contract, IBM WYSCA #94-00151from

Beck and Associates in the amount of $125,413.77. Funds are budgeted in, 1999

SPLOST, - Technology Bond; 0553-200-2436-CBA-7762-0120040208.



______________________________



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 Davis 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 TO PURCHASE A MAINTENANCE AGREEMENT FOR THE 800

MHZ. RADIO SYSTEM CONSOLE EQUIPMENT FROM THE MOTOROLA CORPORATION IN THE AMOUNT

OF $25,254.48.



WHEREAS the Police Department (through the 911 Center) and Sheriff?s Office

uses Motorola Console equipment to dispatch the various Public Safety Units

throughout the City as they are needed. This equipment is a critical part of

Public Safety communications system; and,



WHEREAS the equipment has, since the initial warranty expired, been covered by

a comprehensive 24/7/365 maintenance agreement with Motorola in order to assure

rapid and accurate repairs and minimal down time; and,



WHEREAS this maintenance agreement also covers the bi-directional amplification

system that provides a back up to the console system and allows the 911 Center

to continue to operate should the console equipment stop working.



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



That the City Manager is hereby authorized to purchase a maintenance agreement

for the 800 MHz. Radio System Console Equipment from the Motorola Corporation

in the amount of $25,254.48. Funds are budgeted in, Emergency Telephone Fund,

Police, E911 ? Service Contracts; 0209-400-3220-E911-6513.



______________________________



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 Davis 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 TO PURCHASE A MAINTENANCE AGREEMENT FOR THE ENHANCED

E911 TELEPHONE SYSTEM FROM THE MOTOROLA CORPORATION IN THE AMOUNT OF $13,200.00.



WHEREAS, The Columbus Police Department?s 911 Center is operating an Enhanced

911 telephone system which was supplied and installed by the Motorola

Corporation in August 1999; and,



WHEREAS, This telephone system, which makes it possible for the 911 Center to

respond to calls for assistance form the public, has been covered for the last

twelve months by a full service maintenance agreement on all parts, service and

labor which will expire this month. A maintenance agreement with the Motorola

Corporation will allow the city to continue this coverage and provide cost

effective support for this system.





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



That the City Manager is hereby authorized to purchase a maintenance agreement

for the enhanced E911 Telephone System from the Motorola Corporation in the

amount of $13,200.00 Funds are budgeted in, Emergency Telephone Fund, Police,

E911 ? Service Contracts; 0209-400-3220-E911-6513.



______________________________



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 Davis 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 DECLARING THE 1992 CASCADE AIR SYSTEM, DECAL # 011758, AS SURPLUS

EQUIPMENT IN ACCORDANCE WITH SECTION 7-501 OF THE CHARTER OF COLUMBUS

CONSOLIDATED GOVERNMENT.



WHEREAS, the Fire Department is replacing the equipment and will donate

the old equipment to the Columbus Metropolitan Airport.





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



That the City Manager is hereby authorized to declare the 1992 Cascade Air

System, decal # 011758, as surplus in accordance with Section 7-501 of the

Charter of Columbus Consolidated Government.

______________________________



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 Davis 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 G?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION MANAGEMENT CONTRACT

WITH NEWTON AARON & ASSOCIATES FOR THE NEW MAIN LIBRARY AND SYSTEM HEADQUARTERS.



WHEREAS, an RFP was administered (RFP No. 03-0003) and ten proposals were

received; and,



WHEREAS, During its October 7, 2002 meeting, the Columbus Library Board

unanimously approved the selection of Newton Aaron & Associates; and,



WHEREAS, the proposal submitted by Newton Aaron & Associates 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 execute a construction management

contract with Newton Aaron & Associates for the new main library and system

headquarters. Funds are budgeted in FY03 Budget, 1999 SPLOST Library/Other

Project ? Professional Services, MCSD Library; 0540-695-2120-TXLB-6311-50500000.

_________________________________________



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 Davis 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