Agenda Item #___1___
Columbus Consolidated Government
Council Meeting
October 21, 2003
Agenda Report # ___121____
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) TICKET READER ISSUING MACHINES (TRIM)
It is requested that Council authorize the purchase of five (5) ticket reader
issuing machines (TRIM) from GFI Genfare, Inc., (Elk Grove Village, IL), in the
amount of $18,100.00. The TRIM units are mechanisms attached to the bus fare
boxes that allow customers to use swipe cards to ride the bus.
Per Resolution No. 670-01 (Bid No. 02-0031), Council authorized the procurement
of fare box upgrading services from GFI Genfare, the only vendor to submit a
bid. The upgrade included fare boxes with TRIM units attached. Spare TRIM
units are needed to eliminate downtime and maintain operation of the buses.
This purchase is considered an only known source per Section 3-114 of the
Procurement Ordinance.
Funds are budgeted in FY04 Budget, Transportation Fund ? Metra FTA (UMTA) -
Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761 (City 10%; Federal 80%
and state 10%).
* * * * * *
(B) POCKET PC?S FOR SHOPFAX
It is requested that Council authorize the purchase of eight (8) ShopFax pocket
PC?s from World Information Systems, Inc. (Greensboro, NC), in the amount of
$19,325.00. The PC?s will be used to keep inventory on repair parts for the
buses and other vehicles used by the METRA Transit System.
In 1995, in conjunction with the purchase of the new financial system (LGFS),
the City made a decision to discontinue the use of the vehicle maintenance
system on the mainframe and purchase the Unix based ShopFax System. The system
was upgraded to a Windows NT based operating system in 2002, per Resolution No.
214-02. Metra Transit System requires the purchase of pocket PC?s compatible
to the upgraded system. World Information Systems, Inc., developed the ShopFax
System. This purchase is considered an only known source per Section 3-114 of
the Procurement Ordinance.
Funds are budgeted in FY04 Budget, Transportation Fund ? Metra FTA (UMTA) -
Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761 (City 10%; Federal 80%
and state 10%).
* * * * * *
(C) KITCHENWARE ? BID NO. 04-0014
It is requested that Council authorize the purchase of kitchenware from Aramark
Corporation in the amount of $61,843.88. The items will be used at the
Columbus Convention and Trade Center, and include condiment dispensers, coffee
urns, pots and pans, chafers and accessories, table skirts, serving utensils,
etc. To remain consistent with kitchenware inventory currently used at the
Trade Center, vendors were instructed to submit bids for specified
brands/items.
One hundred twenty-three bid invitations were mailed; seven bids were received
on September 24, 2003. This bid has been advertised, opened and reviewed. The
bidders were:
Aramark Corporation (Philadelphia, PA)
Bob Barker Company, Inc. (Fuquay-Varina, NC)
Strategic/Medley Division (Albany, GA)
I C S (Waco, TX)
Butler Fixture Co. (Omaha, NE)
Edward Don & Company (Norcross, GA)
Drapes 4 Show (Calabasas, CA)
See attached File for bid tabulation: Kitchenware
Funds are budgeted in FY04 Budget, 1999 SPLOST ? Trade Center Expansion -
Capital Expenditures Over $5000, Trade Center Renovations;
0540-695-2132-TXTC-7761-50602030.
* * * * * *
(D) ASSESSMENT CENTER FOR COLUMBUS FIRE & EMERGENCY MEDICAL SERVICES
It is requested that Council authorize payment to Sheraton Inn Columbus Airport
to provide assessment center accommodations for the Columbus Fire and Emergency
Medical Services in the amount of $29,168.00. The accommodations are required
for the consultants, assessors and promotional candidates participating in the
promotional process October 8, 2003 through December 12, 2003. Accommodations
include lodging for each assessor, training rooms, preparation rooms,
assessment rooms and break rooms.
Columbus Fire & Emergency Medical Services made several attempts to find a
suitable location, including the Trade Center, the Civic Center and other
hotels, neither of which had enough rooms available during the assessment time
frame. The Sheraton Inn Columbus Airport is the only available facility that
can provide the required accommodations. Additionally, Sheraton Inn Columbus
Airport has a restaurant that serves reasonably priced meals. Consequently,
the City Manager approved the emergency purchase on October 1, 2003 in order to
hold the required rooms for the Assessment Center.
The City is required to pay for the assessors? expenses, and it is more cost
efficient to have the Assessment Center and all participants in the same
location. Columbus Fire & Emergency Medical Services does not have the staff
or resources to transport the assessors to and from the Assessment Center and
to and from meals each day.
Funds are budgeted in FY04 Budget, Fire & EMS/Operations - Promotional Exam
Board Fees - 0101-410-2100-FOPR-6356.
* * * * * *
E. ADDITIONAL TELEPHONE SYSTEM UPGRADE
It is requested that Council authorize the purchase of an additional telephone
system upgrade from BellSouth/BSFS in the amount of $42,615.26 for the Columbus
Convention & Trade Center. Resolution No. 202-03 authorized the execution of
the contract with BellSouth/BSFS for CCG telephone system upgrade. With the
expansion of the Columbus Convention & Trade Center it will be necessary to
replace the current phone system, which is inadequate for their future needs.
It has been determined that it will be more cost effective to set them up on
the new Centrex AVVID System being installed in the three CCG complexes. The
telephone system upgrade includes AVVID IP/Telephony Cisco Phone Equipment,
Installation Services, Software, Training and Warranty.
As part of the on going effort of CCG to continue to progress in technology,
and to reduce monthly operating costs by enhancing efficient technology methods
and systems, it has been determined that a migration to an Internet Protocol
(IP) Communications System would not only be cost effective, but be beneficial
to the daily operations of the Trade Center. IP Communications, also known as
"convergence," refers to the integration of data, voice, and video solutions
onto a single, IP based network. Simply put the phone system and the data
system will both reside and function on the same network infrastructure. This
type of system will not only make the management of the phone system more
efficient, but will also include features such as IP/Voice Mail, Call Forward
if Busy, Call forward if No Answer, Directories of missed, placed, received
calls list stored on selected IP phones, Multiparty Conference, Music on Hold,
On-hook Dialing, Voice Mail Light Indicator on Hand Set and centralizing faxing
over the network.
Per the Procurement Ordinance, BellSouth/BSFS is considered an only known
source, because this is a migration and upgrade of the current system already
under contract with BellSouth at this time.
Funds are budgeted in FY04 Budget, 1999 SPLOST Trade Center Expansion,
Telephone ? Trade Center Renovations; 0540-695-2132-TXTC-6621-50602030
?ITEM A?
A RESOLUTION
NO. ______
A RESOLUTION AUTHORIZING THE PURCHASE OF FIVE (5) TICKET READER ISSUING
MACHINES (TRIM) FROM GFI GENFARE, INC., (ELK GROVE VILLAGE, IL), IN THE AMOUNT
OF $18,100.00.
WHEREAS, Per Resolution No. 670-01 (Bid No. 02-0031), Council authorized the
procurement of fare box upgrading services from GFI Genfare, the only vendor to
submit a bid. The upgrade included fare boxes with TRIM units attached. Spare
TRIM units are needed to eliminate downtime and maintain operation of the
buses; and,
WHEREAS, This purchase is considered an only known source 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 purchase five (5) ticket reader
issuing machines (TRIM) from GFI Genfare, Inc. (Elk Grove Village, IL), in the
amount of $18,100.00. Funds are budgeted in FY04 Budget, Transportation Fund ?
Metra FTA (UMTA) - Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761
(City 10%; Federal 80% and state 10%).
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2003 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 EIGHT (8) SHOPFAX POCKET PC?S FROM
WORLD INFORMATION SYSTEMS, INC., (GREENSBORO, NC), IN THE AMOUNT OF $19,325.00.
WHEREAS, In 1995, in conjunction with the purchase of the new financial system
(LGFS), the City made a decision to discontinue the use of the vehicle
maintenance system on the mainframe and purchase the Unix based ShopFax
System. The system was upgraded to a Windows NT based operating system in
2002, per Resolution No. 214-02. Metra Transit System requires the purchase
of pocket PC?s compatible to the upgraded system. World Information Systems,
Inc., developed the ShopFax System; and,
WHEREAS, This purchase is considered an only known source 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 eight (8) ShopFax pocket
PC?s from World Information Systems, Inc. (Greensboro, NC), in the amount of
$19,325.00. Funds are budgeted in FY04 Budget, Transportation Fund ? Metra FTA
(UMTA) - Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761 (City 10%;
Federal 80% and state 10%).
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2003 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 THE PURCHASE OF KITCHENWARE FROM ARAMARK CORPORATION
IN THE AMOUNT OF $61,843.88.
WHEREAS, The items will be used at the Columbus Convention and Trade
Center, and include condiment dispensers, coffee urns, pots and pans, chafers
and accessories, table skirts, serving utensils, etc. To remain consistent
with kitchenware inventory currently used at the Trade Center, vendors were
instructed to submit bids for specified brands/items.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase kitchenware from
Aramark Corporation in the amount of $61,843.88. Funds are budgeted in FY04
Budget, 1999 SPLOST ? Trade Center Expansion - Capital Expenditures Over $5000,
Trade Center Renovations; 0540-695-2132-TXTC-7761-50602030.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2003 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 SHERATON INN COLUMBUS AIRPORT TO PROVIDE
ASSESSMENT CENTER ACCOMMODATIONS FOR THE COLUMBUS FIRE AND EMERGENCY MEDICAL
SERVICES IN THE AMOUNT OF $29,168.00.
WHEREAS, The accommodations are required for the consultants, assessors
and promotional candidates participating in the promotional process October 8,
2003 through December 12, 2003. Accommodations include lodging for each
assessor, training rooms, preparation rooms, assessment rooms and break rooms.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Sheraton
Inn Columbus Airport to provide assessment center accommodations for the
Columbus Fire and Emergency Medical Services in the amount of $29,168.00.
Funds are budgeted in FY04 Budget, Fire & EMS/Operations - Promotional Exam
Board Fees; 0101-410-2100-FOPR-6356.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2003 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 E?
A RESOLUTION
NO.___________
A RESOLUTION AUTHORIZING THE PURCHASE OF AN ADDITIONAL TELEPHONE SYSTEM UPGRADE
FROM BELLSOUTH/BSFS IN THE AMOUNT OF $42,615.26 FOR COLUMBUS CONVENTION & TRADE
CENTER.
WHEREAS, Resolution No. 202-03 authorized the execution of the contract with
BellSouth/BSFS for CCG telephone system upgrade; and,
WHEREAS, the telephone system upgrade includes AVVID IP/Telephony Cisco Phone
Equipment, Installation Services, Software, Training and Warranty; and,
WHEREAS, as part of the on going effort of the CCG to continue to
progress in technology, and to reduce monthly operating costs by enhancing
efficient technology methods and systems, it has been determined that a
migration to an Internet Protocol (IP) Communications System would not only be
cost effective, but be beneficial to the daily operations of the Trade Center.
IP Communications, also known as "convergence," refers to the integration of
data, voice, and video solutions onto a single, IP based network. Simply put
the phone system and the data system will both reside and function on the same
network infrastructure; and,
WHEREAS, with the expansion of the Columbus Convention & Trade Center
it will be necessary to replace the current phone system, which is inadequate
for their future needs. It has been determined that will be more cost
effective to set them up on the new Centrex AVVID System being installed in the
three CCG complexes; and,
WHEREAS, Per the Procurement Ordinance, BellSouth/BSFS is considered an
only known source, because this is a migration and upgrade of the current phone
system already under contract with BellSouth at this time.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase the additional
telephone system upgrade from BellSouth/BSFS in the amount of $42,615.26.
Funds are budgeted in FY04 Budget, 1999 SPLOST Trade Center Expansion,
telephone ? Trade Center Renovations; 0540-695-2132-TXTC-6621-50602030
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2003 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 Poydasheff, Mayor
DATE: October 21, 2003
TO: Mayor and Councilors
FROM: Angela Cole, Interim Director of Finance
SUBJECT: Advertised Bids
October 22, 2003
1. Passenger Vans ? Bid No. 04-0017
Scope of Bid
Provide two (2), Fifteen (15) Passenger Vans to be used by the Community
Services Division and Sheriff?s Motor Transport Division; and one (1), Seven
(7) Passenger Mini-Van to be used by the Motor Transport Division of the
Columbus Police Dept.
2. Columbus Gateways Landscaping ? Bid No. 04-0025
Scope of Bid
The work shall consist of furnishing all labor, materials, tools, equipment and
incidentals and performing all work required to landscape I-185/Smith Road
Interchange and Manchester Expressway/Miller Road Interchange.
3. Miscellaneous Hardware Supplies (Annual Contract) ? Bid No. 04-0022
Scope of Bid
Provide miscellaneous hardware supplies of various types and quantities on an
?as needed? basis to be utilized primarily by the Facilities Maintenance
Department. The contract term will be for one year, with the option to renew
for two additional twelve-month periods.
4. 20 Ft. Flex Wing Rotary Cutter **Re-Bid** - Bid No. 04-0026
Scope of Bid
Provide a 20 Ft. Flex Wing Rotary Cutter to be used by the Right-of-Way
Division of the Public Services Department to cut grass along major roads and
highways as well as the landfills and watersheds.. The Fleet Manager and using
department have determined the following manufacturer/model names meet
specifications: Rhino FL20, Bush Hog 2720, Bush Whacker T-240, or equal.
Vendors may bid on one or more units. The City will purchase one (1) unit.
November 19, 2003
1. Regional Detention Pond and Wetland Mitigation ? Bid No. 04-0023
Scope of Bid
The work shall consist of furnishing all labor, materials, tools,
equipment and incidentals and performing all work required to construct
complete-in-place and ready-to-operate regional storm water detention ponds for
the Muscogee Technology Park. Also included is grading and erosion control
measures to create wetlands. The work involves construction of earthen berms
approximately 2ft ? 5ft in height in an undeveloped area of the park along
Bull Creek and its tributaries.