Columbus, Georgia

Agenda Item # 3





Columbus Consolidated Government

Council Meeting



September 2, 2003





Agenda Report # 106



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 2003 through October 2004) for the 911 Center?s 800 MHZ

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

the amount of $26,044.20.



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

Motorola Console equipment to dispatch the various Public Safety Units

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

the 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 FY04 Budget, Emergency Telephone Fund ? Police - E911 ?

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



* * * * * *



(B) E911 TELEPHONE SYSTEM MAINTENANCE AGREEMENT



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

Agreement (September 2003 through September 2004) for the Enhanced E911

telephone system from the Motorola Corporation in the amount of $13,596.00.



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.



Funds are budgeted in FY04 Budget, Emergency Telephone Fund, Police, E911 ?

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



* * * * * *



(C) AUTOMATIC VEHICLE LOCATION (AVL) SOFTWARE MAINTENANCE AGREEMENT



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

Maintenance Agreement (September 1, 2003 - August 31, 2004) for the software

operating the Automatic Vehicle Location (AVL) system from AVeL-TECH Inc., in

the amount of $22,447.00.



The City of Columbus operates an Automatic Vehicle Location System (AVL) over

its 800 MHZ Radio system that allows the 911 Center to know the exact location

of the Police, Sheriff, Fire/EMS and Marshall vehicles patrolling the City.

This system is driven by software provided by AVeL-TECH Inc. This software is

running on the servers in the 911 Center, as well as, on the computers in each

of the Public Safety vehicles equipped with this system.



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

effective technical support of this software, as well as, any upgrades that are

made to it during the course of the agreement. This agreement will allow us to

control the operating costs associated with the AVL System. As the developer

of the software, AVeL-TECH is the only known source providing maintenance for

the software.



Funds are budgeted in the FY04 Budget, Police, E-911 Communications Center ?

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



* * * * * *



(D) E911 TELEPHONE SYSTEM UPGRADE



It is requested that the Council authorize the purchase of an upgrade to E911

Telephone system from Motorola Corporation in the amount of $559,000.00. This

upgrade will bring the Columbus 911 Center in compliance with Phase II of the

FCC?s (Federal Communications Commission) Wireless 911 Caller Location Order.

In addition, the upgrade will allow the E911 Telephone System to interface with

the 800MHz Console System. The upgrade will also replace and expand the

Logging Recording System and accomplish other efficiencies within the 911

Center.



The Federal Communications Commission has issued an order that requires all

cell phone callers be afforded the same Automatic Location Identification (ALI)

coverage as those who are using a traditional landline telephone to call 911.

This was to be accomplished in two phases. The Police Department accomplished

phase one three years ago when the current E911 telephone System was installed

in the 911 Center. This allowed the caller?s name and cell phone number to be

displayed to the call taker when a cell phone was used to dial 911. The

technology to accomplish phase two of the order, will automatically provide the

cell phone?s physical location and display it to the call taker. This upgrade

technology will be installed in the 911 Center. Once this upgrade is complete

the Columbus 911 Center will notify the Cell Phone Companies servicing the

Muscogee County area informing them they can start delivering the 911 caller?s

location which they are required to do so under the FCC order. This will give

the same level of 911 services to the citizen using a cell phone verses the

citizen using the traditional phone. In addition to bringing the E911 Center

into FCC Wireless Phase II compliance, the upgrade will also update and

interconnect the 800 MHz radio console system?s software to the telephone

system that will allow direct data transfer from one system to another. It

will also upgrade and expand our audio logging system to a full digital system

with increased capability to share audio files across the City?s existing

network.



Motorola is a sole source vendor for this upgrade because of the proposed

inter-connectivity with other Motorola systems that are already in use in the

911 Center.



Funds are available in the Emergency Telephone Fund, Police, E911

Communications Center ? Capital Expenditure Over 5,000 account of the FYY04

Budget; 0209-400-3220-E911-7761. Additional funding of $202,660 will be

available pending the FY04 Carryover Request that will be submitted to Council

in mid-September.



* * * * * *



(E) PINE GROVE MUNICIPAL SOLID WASTE LANDFILL ? PHASE II, CELLS 2A, 2B, 2C ?

BID NO. 04-0001



It is requested that Council authorize the execution of a construction contract

with T & K Construction, LLC in the amount of $1,847,135.00 for Phase II, Cells

2A, 2B and 2C of Pine Grove Landfill. The project consists of the following

major elements: approximately 185,000 cubic yards of cut material and 1,700

cubic yards of structural fill; placement of 24-inch thick liner base with a

permeability not to exceed 1 x 10?7 cm/sec, and placement of either a 24-inch

thick leachate collection layer with a permeability no less than 1 x 10-2

cm/sec or placement of Geonet and 24-inches of a soil layer with no specified

permeability; a 60 mil HDPE geomembrane liner approximately 370,000 square

feet; the construction of 1,300 feet of 24-foot wide gravel access road;

construction of a sediment basin; construction and maintenance of erosion and

sedimentation control devices; installation of underdrain and leachate

collection piping; construction of and improvements to existing perimeter

ditches.



Bid invitations were mailed to the six contractors that were pre-qualified to

bid on this project, per RFQ No. 03-0001. A Mandatory Pre-Bid Conference was

held on July 31, 2003; all pre-qualified vendors attended. Four bids were

received on August 21, 2003. This bid has been advertised, opened and

reviewed. The bidders were:



Contractors Total Bid Amount

T & K Construction, LLC (Vinemont, AL) $1,847,135.00

Peed Brothers, Inc. (Butler, GA) 2,268,067.03

Phillips & Jordan (Knoxville, TN) 2,412,930.00

Morgan Corporation (Duncan, SC) 2,473,302.00





Funds are budgeted in FY04 Budget, Integrated Waste Supported Capital Projects

? General Construction, New Cell Construction; 0508-660-4000-CPIW-7661-20709040.



?ITEM A?



A RESOLUTION



NO._________



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

RADIO SYSTEM CONSOLE EQUIPMENT (OCTOBER 2003 THROUGH OCTOBER 2004) FROM THE

MOTOROLA CORPORATION IN THE AMOUNT OF $26,044.20.



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 been covered by a comprehensive 24/7/365 maintenance

agreement with Motorola since the initial warranty expired 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 2003 through October

2004) from the Motorola Corporation in the amount of $26,044.20. Funds are

budgeted in FY04 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 ____________, 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 TO PURCHASE A MAINTENANCE AGREEMENT FOR THE ENHANCED

E911 TELEPHONE SYSTEM FROM THE MOTOROLA CORPORATION IN THE AMOUNT OF $13,596.00.



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 from 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 (September 2003 - September 2004) for the enhanced E911 Telephone

System from the Motorola Corporation in the amount of $13,596.00. Funds are

budgeted in FY04 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 ____________, 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 A SOFTWARE MAINTENANCE AGREEMENT FROM

AVEL-TECH INC., (SEPTEMBER 1, 2003 - AUGUST 31, 2004) FOR THE AUTOMATIC VEHICLE

LOCATION SYSTEM SOFTWARE IN THE AMOUNT OF $22,447.00.



WHEREAS, the City of Columbus operates an Automatic Vehicle Location System

(AVL) over its 800 MHz Radio system that allows the 911 Center to know the

exact location of the Police, Sheriff, Fire/EMS and Marshall vehicles

patrolling the City, and,



WHEREAS, this Maintenance Agreement will insure that the City receives complete

and cost effective technical support for this software, as well as, any

upgrades that are made to it during the course of the agreement; and,



WHEREAS, this agreement will allow the City to control the operating costs

associated with the AVL System.



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



That the City Manager is hereby authorized to purchase a software

maintenance agreement (September 1, 2003 - August 31, 2004) for the Automatic

Vehicle Location (AVL) system from AVeL-TECH Inc., in the amount of

$22,447.00. Funds are budgeted in the FY04 Budget, Police, E-911

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

______________________________



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 THE PURCHASE OF AN E911 TELEPHONE SYSTEM UPGRADE FROM

THE MOTOROLA CORPORATION IN THE AMOUNT OF $559,000.00.



WHEREAS, the Federal Communications Commission (FCC) has issued an order that

required all cell phone callers be afforded the same Automatic Location

Identification (ALI) coverage as those who are using a traditional landline

telephone to call 911, and;



WHEREAS, the technology to accomplish phase two of the FCC order, automatically

providing the cell phone?s physical location and displaying it to the 911 Call

Taker has become available, and;



WHEREAS, this upgrade will give the same level of 911 services to the citizen

using a cell phone as the citizen using a traditional phone now enjoys, and;



WHEREAS, this upgrade will also update several other systems currently in use

in the 911 Center to current technological standards and replace components in

those systems.



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



That the City Manager is hereby authorized to purchase an E911

telephone system upgrade from the Motorola Corporation in the amount of

$559,000.00. Funds are available in the Emergency Telephone Fund, Police, E911

Communications Center ? Capital Expenditure Over 5,000 account of the FYY04

Budget; 0209-400-3220-E911-7761. Additional funding of $202,660 will be

available pending the FY04 Carryover Request that will be submitted to Council

in mid-September.

______________________________



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 EXECUTION OF A CONSTRUCTION CONTRACT WITH T & K

CONSTRUCTION, LLC IN THE AMOUNT OF $1,847,135.00 FOR PHASE II, CELLS 2A, 2B AND

2C OF PINE GROVE LANDFILL.



WHEREAS, The project consists of the following major elements: approximately

185,000 cubic yards of cut material and 1,700 cubic yards of structural fill;

placement of 24-inch thick liner base with a permeability not to exceed 1 x 10?

7 cm/sec, and placement of either a 24-inch thick leachate collection layer

with a permeability no less than 1 x 10-2 cm/sec or placement of Geonet and

24-inches of a soil layer with no specified permeability; a 60 mil HDPE

geomembrane liner approximately 370,000 square feet; the construction of 1,300

feet of 24-foot wide gravel access road; construction of a sediment basin;

construction and maintenance of erosion and sedimentation control devices;

installation of underdrain and leachate collection piping; construction of and

improvements to existing perimeter ditches.





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



That the City Manager is hereby authorized to execute a construction

contract with T & K Construction, LLC in the amount of $1,847,135.00 for Phase

II, Cells 2A, 2B and 2C of Pine Grove Landfill. Funds are budgeted in FY04

Budget, Integrated Waste Supported Capital Projects ? General Construction, New

Cell Construction; 0508-660-4000-CPIW-7661-20709040.



______________________________



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



DATE: September 2, 2003



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids





September 3, 2003

1. Cab and Chassis with Combination Sewer Cleaning Machine ?

Bid No. 04-0005

Scope of Bid

Provide one (1) cab and chassis with a combination sewer-cleaning machine to be

used by the Sewer Maintenance Division of the Public Services Department to

clean and maintain the City?s storm sewer system for flood control.



2. Carpet Scrubber/Cleaner (Re-Bid) ? PQ No. 04-00003

Scope of PQ

Provide one (1) carpet scrubber/cleaner, Nobles Concorde? HP Plus 608935 or

equivalent, to the Columbus Civic Center.



3. Landscape Material (Re-Bid) ? (Annual Contract) ? Bid No. 04-0012

Scope of Bid

Provide landscape material consisting of pine straw, wheat straw and hay on an

?as needed? basis to the Columbus Consolidated Government (the City) to be

utilized by Park Services, Public Services and Cooperative Extension

departments. The contract term will be for one year, with the option to renew

for two additional twelve-month periods.



September 10, 2003

1. Pavement Marking Services (Annual Contract) ? Bid No. 04-0011

Scope of Bid

Provide pavement-marking services on an ?as needed basis? to Columbus

Consolidated Government to be utilized by the Traffic Engineering Division.

The contract term will be for three years, with the option to renew for two

additional twelve-month periods.



September 12, 2003

1. Bus Advertising (Annual Contract) ? RFP No. 04-0005

Scope of RFP

Provide bus advertising to be placed on the exterior and/or interior of METRA

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

two (2) twelve-month periods, maximum of five (5) years. Contract renewal

shall be contingent upon the mutual agreement of METRA and the Contractor.