Columbus, Georgia

Agenda Item #________





Columbus Consolidated Government

Council Meeting



January 7, 2003





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department

________________________________________________________________________________



(A) LGFS/GHRS SOFTWARE SUPPORT SERVICES



It is requested that Council approve payment to American Management Systems

(AMS) for LGFS/GHRS software support services, for a 12-month period beginning

January 1, 2003, in the amount of $190,162.00. The software support services

provide the Department of Information Technology, Finance, and Human Resources

with software enhancements, documentation updates, User Group Support, Hotline

support and access to the AMS sponsored ADVANTAGE Access Communications Forum.



The following software modules are supported by AMS:



ADVANTAGE FINANCIAL (LGFS): ADVANTAGE HR (GHRS):

Base System Base System

Extended Purchasing Employee Benefits

Advanced Receivables Position Control

Fixed Assets



BRASS Budget Preparation Applications

Base System



American Management Systems is the developer of the software. Therefore, the

support services are considered an only known source procurement from American

Management Systems, Inc.



Funds are budgeted in the FY03 Budget, Information Technology, Miscellaneous

Equipment Maintenance ? Software Leasing; 0101-210-1000-ISS-6541.





(B) HVAC CONTROLS REPAIR/REPLACEMENT (ANNUAL CONTRACT) ? BID NO. 03-0039



It is requested that Council approve the HVAC controls service contract with

System Services for the estimated annual contract value of $10,000.00. The

vendor will provide repair/replacement services on an ?as needed basis? for the

electric and pneumatic controls on the HVAC systems at various City buildings.



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

two additional twelve-month periods. Contract renewal is contingent upon the

mutual agreement of the City and the Contractor.



Thirty-two bid invitations were mailed. A Non-Mandatory Pre-Bid Conference was

held Wednesday, November 13, 2002 in the Finance Department Conference Room.

Three vendors attended the Non-Mandatory Pre-Bid Conference. Three bid

responses were received December 11, 2002. This bid has been advertised,

opened and reviewed.









VENDOR

Duke

Quality

(Phenix City, AL)

Georgia

Trane

(Atlanta, GA)

System Services

(Seale, AL)



ALL SERVICE CALLS PER HOUR

(Excluding Inspections)

$60.00

$64.00

$55.00



ALL SERVICE CALLS PER HOUR

(After 5:00 p.m., weekends, holidays)



$90.00



$83.00



$65.00



PURCHASE PARTS

Cost plus (+) Percentage

21%

30%

?See Below





?

0? 49.00 1.45%

50.00 ? 90.00 1.40%

100.00? 199.00 1.35%

200.00? 499.00 1.30%

500.00? 999.00 1.25%

1000.00?1999.00 1.20%

2000.00?4999.00 1.15%

5000.00 & UP 1.10%



Funds are budgeted each fiscal year for this on going expense; Public Services,

Repair - Building Maintenance, General Government; 0101-260-3710-REPA-6529.



* * * * * *



(C) BATTERIES FOR PORTABLE RADIOS ? (ANNUAL CONTRACT) - BID NO. 02-0101



It is requested that Council approve the purchase of batteries for portable

radios on an ?as needed basis? from Motorola, Inc., for the estimated contract

value of $60,000.00; and rescind Resolution No. 245-02 which awarded the

contract to Battery Zone, Inc.



Battery Zone, Inc., was awarded the contract on May 28, 2002 to provide

batteries for portable radios, but failed to render the services in accordance

with the specifications of the contract. Specifically, the Police Department

was experiencing a high failure rate with the batteries. Battery Zone, Inc.,

was made aware of the failures, in writing, and conceded to the contract

cancellation. Motorola, Inc., was the next lowest responsive bidder overall

and has agreed to offer the batteries at the price quoted when bids were

originally received.



The term of contract is for one year, with the option to renew for two

additional twelve-month periods. Contract renewal is contingent upon the

mutual agreement of the City and Contractor.



Sixty-five bid invitations were mailed; seven bids were received on March 27,

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



Quantity of Batteries Per Purchase

1 - 100

101 ? 200

201 ? 300

301 - 400

401 ? 500

Over 500

Motorola, Inc.

(Schaumburg, IL) 22.00 21.10 20.20 19.30 18.40 17.50

Battery Zone

(Somerset, NJ)

22.00

21.00

19.00

18.50

18.00

17.50

Multiplier Ind. Corp (Mt Kisco, NY)

28.00

27.00

26.00

25.00

24.00

23.00

Battery Interlink

(San Diego, CA)

20.25

20.25

20.25

20.25

20.25

20.25

Holzberg Comm.

(Totowa, NJ)

20.20

20.20

20.20

20.20

20.20

20.20

Martronics, Inc.

(Morrow, GA)

27.00

26.00

25.00

24.00

23.00

22.00

Ebco Battery Co.

(Columbus, GA)

25.45

24.55

23.70

22.80

21.90

21.90



Funds are budgeted each fiscal year for this ongoing expense, Various

Departments - Operating Material.





(D) HERITAGE PARK FOUNTAIN MAINTENANCE (ANNUAL CONTRACT) ? BID NO.

03-0041



It is requested that Council approve the annual contract with Ace Plumbing

Company, Inc., to clean and maintain the fountain at Heritage Park for the

annual contract value of $21,000.00. Contractor will be responsible for

cleaning (skimming, vacuuming, cleaning the pit and adding chemicals as needed)

and maintaining jumping jets on a weekly basis. Chemicals to be used will be

provided by the City, which will include Granular Chlorine, Chlorine Tablets,

Algicide and Soda Ashe.



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

two additional twelve-month periods. Contract renewal is contingent upon the

mutual agreement of the City and the Contractor.



Forty-seven bid invitations were mailed. A Mandatory Pre-Bid Conference was

held Friday, November 15, 2002 at Heritage Park. Four vendors attended the

Mandatory Pre-Bid Conference. One bid response was received November 20,

2002. This bid has been advertised, opened and reviewed.



Monthly Cost Yearly Cost

Ace Plumbing Company, Inc. (Columbus, GA) $1,750.00 $21,000.00



Funds are budgeted each fiscal year for this on going expense; Public Services,

Repair ? Parks & Recreation Building Maintenance; 0101-260-3710-REPA-6527.



* * * * * *



(E) EMERGENCY ELEVATOR REPAIR



It is requested that Council authorize the payment of $12,645.66 to Elevator

Service Company for the emergency replacement of the cables on elevator #1

during a repair that took place on December 11, 2002. The City currently has a

contract (Bid No. 00-0090) with Elevator Service Company to perform normal

elevator maintenance, however, cable replacement is not included in the

contract. Deputy City Manager Isaiah Hugley approved this emergency repair.



Funds are available in FY03 Budget, Public Services, Other Repairs &

Maintenance ? Government Center Building Maintenance;

0101-260-3710-REPR-6529.02.





?ITEM A?



A RESOLUTION



NO. _____



A RESOLUTION AUTHORIZING THE PURCHASE OF LGFS/GHRS SOFTWARE SUPPORT

SERVICES FOR A TWELVE MONTH PERIOD BEGINNING JANUARY 1, 2003 FROM AMERICAN

MANAGEMENT SYSTEMS, INC., IN THE AMOUNT OF $190,162.00



WHEREAS, the software support services provides Department of

Information Technology, Finance, and Human Resources with software

enhancements, documentation updates, User Group Support, Hotline Support and

access to the AMS sponsored ADVANTAGE Access Communications Forum; and,



WHEREAS, American Management Systems is the developer of the software.

Therefore, per the Procurement Ordinance, Article 3-114, American Management

Systems, Inc., is an only known source vendor for the support services.



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

FOLLOWS:



That the City Manager is hereby authorized to purchase LGFS/GHRS software

support services from American Management Systems, Inc., in the amount of

$190,162.00. Funds are budgeted in the FY03 Budget, Information Technology,

Miscellaneous Equipment Maintenance ? Software Leasing; 0101-210-1000-ISS-6541.

_________________________________________



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



?ITEM B?



A RESOLUTION



NO. _____



A RESOLUTION AUTHORIZING THE PROCUREMENT OF A SERVICE CONTRACT FOR HVAC

CONTROLS REPAIR/REPLACEMENT FROM SYSTEM SERVICES FOR THE ESTIMATED ANNUAL

CONTRACT VALUE OF $10,000.00.



WHEREAS, the vendor will provide repair/replacement services on an ?as

needed basis? for the electric and pneumatic controls on the HVAC systems at

various City buildings; and,



WHEREAS, the term of the contract shall be for one year, with the

option to renew for two additional twelve-month periods. Contract renewal is

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 procure a service contract for

HVAC control repair/replacement from System Services for the estimated annual

contract value of $10,000.00. Funds are budgeted each fiscal year for this on

going expense; Public Services, Repair - Building Maintenance, General

Government; 0101-260-3710-REPA-6529.

_________________________________________



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



?ITEM C?

A RESOLUTION

NO.___________



A RESOLUTION AUTHORIZING THE PURCHASE OF BATTERIES FOR PORTABLE RADIOS ON AN

?AS NEEDED BASIS? FROM MOTOROLA, INC., FOR THE ESTIMATED CONTRACT VALUE OF

$60,000.00; AND RESCIND RESOLUTION NO. 245-02 WHICH AWARDED THE CONTRACT TO

BATTERY ZONE, INC.



WHEREAS, the City uses approximately 1,010 portable radios requiring two

batteries each, which equates to 2,020 batteries; and,



WHEREAS, Battery Zone, Inc., was awarded the contract and failed to render the

services in accordance with the specifications of the contract. Specifically,

the Police Department was experiencing a high failure rate with the batteries.

Battery Zone, Inc., was made aware of the failures, in writing, and conceded to

the contract cancellation; and,



WHEREAS, Motorola, Inc., was the next lowest responsive bidder overall and has

agreed to offer the batteries at the price quoted when bids were originally

received; and,



WHEREAS, the term of contract is for one year, with the option to renew for two

additional twelve month periods.



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

I

That the City Manager is hereby authorized to purchase batteries for portable

radios on an ?as needed basis? from Motorola, Inc., for the estimated contract

value of $60,000.00. The term of contract is for one year, with the option to

renew for two additional twelve-month periods.

Funds are budgeted each fiscal year for this ongoing expense, Various

Departments - Operating Materials.

II

Resolution # 245-02 is hereby rescinded

______________________________

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



?ITEM D?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING A MAINTENANCE CONTRACT FOR THE FOUNTAIN AT HERITAGE

PARK FROM ACE PLUMBING COMPANY, INC., FOR THE ANNUAL CONTRACT VALUE OF

$21,000.00.



WHEREAS, the Contractor will be responsible for cleaning (skimming,

vacuuming, cleaning the pit and adding chemicals as needed) and maintaining

jumping jets on a weekly basis. Chemicals to be used will be provided by the

City, which will include Granular Chlorine, Chlorine Tablets, Algicide and Soda

Ashe; and



WHEREAS, the contract term is for a one year period, with the option to

renew for two additional twelve month periods. Renewal of the contract is

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 procure maintenance services from

Ace Plumbing Company, Inc., for the fountain at Heritage Park for the annual

contract value of $21,000.00. Funds are budgeted each fiscal year for this on

going expense; Public Services - Repairs ? Parks & Recreation Building

Maintenance; 0101-260-3710-REPA-6527.

______________________________



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



?ITEM E?



A RESOLUTION



NO._________



A RESOLUTION AUTHORIZING PAYMENT OF $12,645.66 TO THE ELEVATOR SERVICE COMPANY

for the EMERGENCY replacement of cables on elevator #1.



WHEREAS, the elevator was repaired on December 11, 2002 and the cables

had to be replaced. The City currently has a contract (Bid No. 00-0090) with

Elevator Service Company to perform normal maintenance, however, cable

replacement is not included in the contract. Deputy City Manager Isaiah Hugley

approved this emergency repair.



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



That the City Manager is hereby authorized to make payment to Elevator Service

Company, in the amount of $12,645.66 for the emergency repair of elevator #1.

Funds are available in FY03 Budget, Public Services, Other Repairs &

Maintenance ? Government Center Building Maintenance;

0101-260-3710-REPR-6529.02.

______________________________



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: January 7, 2003



TO: Mayor and Councilors



FROM: Kay Love, Director of Finance



SUBJECT: Advertised Bids







January 7, 2003

1. Construction Services for Main Library and System Headquarters

Columbus, GA ? RFP 03-0017

Scope of RFP

Columbus Consolidated Government (City) and the Muscogee County

Library Board wished to obtain construction services for the new Main Library

and System Headquarters project. The services will consist of cost estimating

and analyses, post bid pre-construction services, as necessary, and

construction of the facility.



January 8, 2003

1. Northside Park Renovations - Site Improvements ? Bid No. 03-0060

Scope of Bid

The scope of work includes, but is not limited to, concrete work, sports field

construction, sports field irrigation, sports field lighting, building

construction, chain link fencing and landscaping.



2. Roof Renovations - Jail Tower & Recorder?s Court ? Bid No. 03-0047

Scope of Bid

Install a fully adhered EPDM roofing system at the Tower of Muscogee County

Jail (700 10th Street) and an SBS Modified Bitumen roofing system at Recorder?s

Court (702 10th Street).



3. Recycling Collection Vehicle ? Bid No. 03-0036

Scope of Bid

Provide two (2) Recycling Collection Vehicles to be used by the Recycling

Division.



4. Chipper Truck ? Bid No. 03-0057

Scope of Bid

Provide Three (3) Chipper Trucks to be used by the Landscape and Forestry

Division, of the Public Services Department.



5. Lube Fuel Truck ? Bid No. 03-0058

Scope of Bid

Provide One (1) Lube Fuel Truck to be used by the Street Improvement Division

of the Public Services Department.





January 24, 20003

1. Consulting Services to Determine Direction and the Development

and Implementation of a Criminal Records Management System - RFP 03-0018

Scope of RFP

Provide consulting services to assist with the operational design and selection

of an integrated records management system for the Columbus Police, Sheriff,

Fire/EMS Department and Courts. The successful bidder may be chosen to

implement the software and processes redesign initiatives.