Columbus, Georgia

Agenda Item #____2____





Columbus Consolidated Government

Council Meeting



September 7, 2004





Agenda Report #_____19______



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department





(A) E911 800MHZ RADIO SYSTEM CONSOLE MAINTENANCE AGREEMENT



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

Agreement (October 2004 through October 2005) for the 911 Center?s 800 MHz.

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

the amount of $26,838.12.



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.



This Maintenance Agreement will insure that the City receives complete and cost

effective support of this equipment and allows the City to control the

operating costs associated with the console equipment.



Funds are budgeted in FY05 Budget, Emergency Telephone Fund ? Police - E911 ?

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



* * * * * *



(B) AIR MOBILE SOFTWARE SYSTEM



It is requested that Council approve the purchase of an Air Mobile Software

System from Motorola, Inc., in the amount of $118,097. The cost includes

installation and activation services. This software allows the transfer of

batch load non-real time information from a server via a Wireless Local Area

Network to Mobile Data Units in vehicles.



Currently the Police, Fire, Sheriff, Marshal Department and Inspections and

Code have over 300 Mobile Data Units (MDT?s) in vehicles. There is a need to

get emails, mapping information and software applications to those units in a

timely manner. Currently there is no way to automatically accomplish this task

except by manual means, which is not feasible or cost effective with over 300

units. The Air Mobile Software will enable the automatic down load process of

batch data and software applications to MDT's in vehicles via a wireless

network on a daily basis, thereby, keeping critical data and software current.



This is proprietary software, which is compatible with the Motorola MDT

Software and hardware currently installed and operating. Therefore, Motorola,

Inc., is considered an only known source to provide the software.



Funds are available in FY05 Budget, Police Mainland, Capital Projects General

Fund ? Computer Equipment; 0508-660-1000-CPGF-7732-2109000.



* * * * * * *



(C) EMERGENCY PURCHASE OF HAZMAT EQUIPMENT



It is requested that Council authorize payment for the emergency purchase of a

Gas Chromatograph/Mass Spectrometer from INFICON in the amount of $83,570.00;

and a HazMat ID System from Smith Detection in the amount of $50,485.00. This

equipment will enable the HazMat team to immediately analyze suspicious powder,

liquid, or gas at a HazMat incident site. Due to the immediate analysis

capabilities, this equipment will also resolve the issue of shutting down

businesses for long periods of time until suspicious substances are

identified. Currently, no other HazMat team in Georgia has this capability.

The two units are the only units under $250,000, each, that can be carried into

a hot zone and be able to identify over 10, 000 different chemicals in less

than 30 seconds.



The requested equipment, as well as, other emergency HazMat equipment will be

purchased via the Homeland Security Grant. The Fire/EMS Department requested

the emergency purchase of the Gas Chromatograph/Mass Spectrometer and the

HazMat ID System in order to have the equipment in place as soon as possible in

the event of an unforeseen Hazmat incident. The City Manager approved the

emergency purchase August 13, 2004. The remaining emergency HazMat equipment,

which is not as time sensitive, will be purchased via normal bid processes.



This purchase will be accomplished via the FY04 Homeland Security Grant. The

City will be reimbursed for this purchase when the transaction is complete.

Funds are budgeted in the FY05 Budget, Fire/EMS Consolidation ? GEMA Phase II

HazMat ? Capital Expenditures Over $5,000; 0216-410-3922-GMII-7761.



?ITEM A?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING TO PURCHASE A MAINTENANCE AGREEMENT FOR THE 800 MHZ.

RADIO SYSTEM CONSOLE EQUIPMENT (OCTOBER 2004 THROUGH OCTOBER 2005) FROM THE

MOTOROLA CORPORATION IN THE AMOUNT OF $26,838.12.



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 (October 2004 through October

2005) from the Motorola Corporation in the amount of $26,838.12. Funds are

budgeted in FY05 Budget, 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 ____________, 2004 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 AN AIR MOBILE SOFTWARE SYSTEM FROM

MOTOROLA, INC., IN THE AMOUNT OF $118,097.



WHEREAS, the cost includes installation and activation services; and,



WHEREAS, this software allows the transfer of batch load non-real time

information from a server via a Wireless Local Area Network to Mobile Data

Units in vehicles; and,



WHEREAS, the Air Mobile Software will enable the automatic down load process of

batch data and software applications to MDT's in vehicles via a wireless

network on a daily basis keeping critical data and software current.





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



That the City Manager is hereby authorized to purchase an Air Mobile

Software System from Motorola, Inc., in the amount of $118,097. Funds are

available in FY05 Budget, Police Mainland, Capital Projects General Fund ?

Computer Equipment; 0508-660-1000-CPGF-7732-2109000.

______________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held the

___________ day of ____________, 2004 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 FOR THE EMERGENCY PURCHASE OF A GAS

CHROMATOGRAPH/MASS SPECTROMETER FROM INFICON IN THE AMOUNT OF $83,570.00; AND A

HAZMAT ID SYSTEM FROM SMITH DETECTION IN THE AMOUNT OF $50,485.00.



WHEREAS, This equipment will enable the HazMat team to immediately analyze

suspicious powder, liquid, or gas at a HazMat incident site. Due to the

immediate analysis capabilities, this equipment will also resolve the issue of

shutting down businesses for long periods of time until suspicious substances

are identified. Currently, no other HazMat team in Georgia has this

capability. The two units are the only units under $250,000, each, that can

be carried into a hot zone and be able to identify over 10, 000 different

chemicals in less than 30 seconds; and,



WHEREAS, the requested equipment, as well as, other emergency HazMat equipment

will be purchased via the Homeland Security Grant. The Fire/EMS Department

requested the emergency purchase of the Gas Chromatograph/Mass Spectrometer and

the HazMat ID System in order to have the equipment in place as soon as

possible in the event of an unforeseen Hazmat incident. The City Manager

approved the emergency purchase August 13, 2004. The remaining emergency

HazMat equipment, which is not as time sensitive, will be purchased via normal

bid processes.



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



That the City Manager is hereby authorized to payment for the emergency

purchase of a Gas Chromatograph/Mass Spectrometer from INFICON in the amount of

$83,570.00; and a HazMat ID System from Smith Detection in the amount of

$50,485.00. This purchase will be accomplished via the FY04 Homeland Security

Grant. The City will be reimbursed for this purchase when the transaction is

complete. Funds are budgeted in the FY05 Budget, Fire/EMS Consolidation ? GEMA

Phase II HazMat ? Capital Expenditures Over $5,000; 0216-410-3922-GMII-7761.

______________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held the

___________ day of ____________, 2004 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: September 7, 2004



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids







September 8, 2004

1. Water Truck? RFB No. 05-00015

Scope of Bid

Provide one (1) water truck to be used by the Landfill Division of the Public

Services Department.



2. Crawler Tractor ? RFB No. 05-0011

Scope of Bid

Provide one (1) Caterpillar D7R Series II with Waste Disposal Package (or

equal) to be used by the Landfill Division of the Public Services Department.



3. Basketball Officiating Services (Annual Contract) ? RFB No. 05-0003

Scope of Bid

Provide complete officiating services for Adult league basketball from November

thru March, Midnight league basketball from June thru August and Columbus Youth

basketball thru March time frame at City recreation centers. The contract term

will be for one year, with the option to renew for two additional twelve-month

periods.



4. Commercial Air Compressor ? RFB No. 05-0012

Scope of Bid

Provide one (1) commercial air compressor unit to be used by the Landfill

Division of the Public Services Department.



5. Trailer Mounted Hydroseeder ? RFB No. 05-0013

Scope of Bid

Provide one (1) trailer mounted hyrdroseeder unit to be used by the Landfill

Division of the Public Services Department.



6. Hydraulic Excavator ? RFB No. 05-0017

Scope of Bid

Provide one (1) hydraulic excavator unit to be used by the Landfill Division of

the Public Services Department.



September 15, 2004

1. Pottery Supplies (Annual Contract) ? RFB No. 05-0008

Scope of Bid

Provide pottery supplies to Columbus Consolidated Government, Parks &

Recreation Department to be purchased on an ?as needed basis?. The term of

this contract shall be for a period of one (1) year, with an 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.



2. Concrete Pipe (Annual Contract) ? RFB No. 05-0019

Scope of Bid

Provide concrete pipe in various sizes on an ?as needed? basis for use by the

Public Services Department. The contract term will be for one year with the

option to renew for two additional twelve-month periods.



September 17, 2004

1. General Construction Services for Animal Shelter and PAWS Offices ? RFP No.

05-0004

Scope of RFP

General Construction Services for joint development of a project by the

Columbus Consolidated Government (the City) and PAWS Columbus, Inc. entitled,

Animal Shelter and PAWS Offices. The services will be performed by a qualified

general contractor, hereafter called the Construction Manager. The services

will consist of pre-construction services and post bid pre-construction

services, including such items as cost estimating and analyses,

constructability analysis, scheduling and phasing, methods and materials input,

Value Engineering (VE) input and costing, etc, as necessary, as well as

construction of the project. Construction scope generally consists of

earthwork, utility installation, asphalt paving and concrete hardscape,

fencing, landscaping, concrete foundations, structural steel frame, masonry

veneer, miscellaneous metals, rough carpentry, waterproofing, metal roof,

gypsum partitions, acoustical ceilings, floor and wall finishes, fire

protection, plumbing, HVAC, and electrical. Site is approximately 11.8 acres,

and building is approximately 37,000 SF.