Columbus, Georgia

Agenda Item # 3





Columbus Consolidated Government

Council Meeting



November 29, 2005



Agenda Report # 67





TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) ANNUAL MAINTENANCE AND SUPPORT AGREEMENT FOR THE OASIS SYSTEM



It is requested that Council approve payment to Tyler Technologies, Inc.

(Dallas, TX) for maintenance service and support for the Oasis System for the

period of January 2006 through December 2006 in the amount of $65,163.00. The

payments will be made in twelve monthly installments of $5,430.25. This

maintenance provides Information Technology, the Tax Assessor's Office and the

Tax Commissioner's Office with software enhancements, documentation updates,

Users Group Support and Hotline Support for the OASIS property tax and

appraisal system. This maintenance has been budgeted and approved annually

since the OASIS software system was purchased in 1985.



Funds are budgeted in the FY06 Budget, Information Technology - Software Lease;

0101-210-1000-ISS-6541.



* * * * * *



(B) CREDENTIALING & SECURITY ACCESS SYSTEM ? RFP NO. 05-0026



It is requested that Council authorize the execution of a contract with Card

Control Systems, Inc. (Tucker, GA), to provide and install a credentialing and

security access system.



The vendor will provide all equipment, software and training for a new employee

identification credentialing and security access system. The system will

initially be installed at the Government Center. After the Government Center

installation is complete, the system will be installed, in phases, at the

Public Safety Building, Civic Center, and Annex Building.



The new system will be capable of interfacing and communicating with the West

Central Health District?s (based in Columbus and covering surrounding counties)

and Columbus Fire Department?s current software and imaging system for

credentialing and access during emergencies. For example, persons who need

access to the Government Center, Public Safety Building and the Annex will only

need to possess access cards for one location.



Requests for proposal invitations were mailed to forty-seven vendors. This RFP

has been advertised and evaluated. The following vendor submitted a proposal

on July 6, 2005:



Card Control Systems, Inc. (Tucker, GA)



The proposal was reviewed by the Evaluation Committee, which consisted of

voting representatives from the Sheriff, Police, and Fire Departments. The

Committee also included representatives from the Annex building and the Civic

Center. The committee deemed Card Control Systems responsive to the RFP

specifications.



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 FY06 Budget, Columbus Building Authority Series 2001 Fund

? Finance ? Building Authority Series 2001 - Computer Equipment ? Security

Safety Enhancements; 0553-200-2436-CBA-7751-40207-20010.



* * * * * *



(C) CHANGE ORDER FOR ADDITIONAL COMPUTER EQUIPMENT FOR NEW LIBRARY



It is requested that Council authorize the execution of Change Order No. 1, for

the purchase of additional computer equipment from Hewlett Packard Government

Sales (Atlanta, GA), in the amount of $21,126.00. Resolution No. 475-04, dated

November 9, 2004, authorized the purchase of notebook computers from Hewlett

Packard (HP) for the new library. The additional computer equipment includes:

Description Quantity Unit Cost Extended Cost

HP LaserJet Printer, 1320 2 393.00 786.00

HP LaserJet Printer, 1320n 1 491.00 491.00

HP Server and Hard Drives 2 8,728.00 17,456.00

Microsoft SQL Svr 2000 Standard Edition & License 2 1,196.50 2,393.00



Total for Change Order No. 1 $21,126.00

Original contract amount $56,440.00

New contract amount $77,566.00



Funds are available in FY06 Budget, General Obligation Sales Tax Bond Series

2003 ? Library, General Construction; 0556-200-2451-CBA-7661-50500-2000C-0.



(D) PERSONAL PROTECTION EQUIPMENT CANISTERS



It is requested that Council authorize the purchase of 500 personal protection

equipment canisters from Safeco, Inc. (Greer, SC), in the amount of $14,080.00

($28.16 each).



Resolution No. 474-04, dated November 9, 2004, authorized the purchase of

FRM40B gas masks from Safeco. The Columbus Police Department, Sheriff?s Office

and Marshal?s office will use the FR15-CBRN canisters in conjunction with the

FRM40B gas masks.



Funding is available in FY06 Budget, Multi-Government Project Fund- Fire & EMS

? Nunn Lugar Domenici ? Capital Projects Over $5,000.00; 0216-410-3921-

NUNN-7761.



?ITEM A?



A RESOLUTION



NO. ______



A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES, INC., FOR MAINTENANCE

SERVICE AND SUPPORT FOR THE OASIS SYSTEM FOR THE PERIOD OF JANUARY 2006 THROUGH

DECEMBER 2006 IN THE AMOUNT OF $65,163.00. THE PAYMENTS WILL BE MADE IN TWELVE

MONTHLY INSTALLMENTS OF $5,430.25.



WHEREAS, this maintenance provides Information Technology, the Tax Assessor's

Office and the Tax Commissioner's Office with software enhancements,

documentation updates, Users Group Support and Hotline Support for the OASIS

property tax and appraisal system; and,



WHEREAS, this maintenance has been budgeted and approved annually since the

OASIS software system was purchased in 1985.



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



That the City Manager is hereby authorized to render payment to Tyler

Technologies, Inc., (Dallas, TX) for maintenance service and support for the

Oasis System for the period of January 2006 through December 2006 in the amount

of $65,163.00. The payments will be made in twelve monthly installments of

$5,430.25. Funds are budgeted in the FY06 Budget, Information Technology -

Software Lease; 0101-210-1000-ISS-6541.



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

_________ day of _________________, 2005 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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.



___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor



?ITEM B?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH CARD CONTROL SYSTEMS,

INC., (TUCKER, GA), TO PROVIDE AND INSTALL A CREDENTIALING AND SECURITY ACCESS

SYSTEM.



WHEREAS, an RFP was administered (RFP No. 05-0026) and one proposal was

received; and,



WHEREAS, the RFP evaluation results and cost information has been submitted to

the City Manager for informational purposes due to the RFP disclosure

guidelines; and,



WHEREAS, the proposal submitted by Card Control Systems, Inc., met all proposal

requirements and was evaluated responsive to the RFP.



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



That the City Manager is hereby authorized to execute a contract with Card

Control Systems, Inc., (Tucker, GA), to provide and install a credentialing and

security access system. Funds are budgeted in FY06 Budget, Columbus Building

Authority Series 2001 Fund ? Finance ? Building Authority Series 2001 -

Computer Equipment ? Security Safety Enhancements;

0553-200-2436-CBA-7751-40207-20010.

_______________



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

held the _________ day of _________________, 2005 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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.



__________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor



?ITEM C?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF CHANGE ORDER 1, FOR THE PURCHASE OF

ADDITIONAL COMPUTER EQUIPMENT FOR THE NEW LIBRARY FROM HEWLETT PACKARD

GOVERNMENT SALES (ATLANTA, GA), IN THE AMOUNT OF $21,126.00.



WHEREAS, Resolution No. 475-04, dated November 9, 2004, authorized the purchase

of notebook computers from Hewlett Packard (HP); and,



WHEREAS, the additional computer equipment includes:



Description Quantity Unit Cost Extended Cost

HP LaserJet Printer, 1320 2 393.00 786.00

HP LaserJet Printer, 1320n 1 491.00 491.00

HP Server and Hard Drives 2 8,728.00 17,456.00

Microsoft SQL Svr 2000 Standard Edition & License 2 1,196.50 2,393.00



Total for Change Order No. 1 $21,126.00

Original contract amount $56,440.00

New contract amount $77,566.00



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



That the City Manager is hereby authorized to execute Change Order No. 1, for

the purchase of additional computer equipment from Hewlett Packard Government

Sales (Atlanta, GA), in the amount of $21,126.00. Funds are available in FY06

Budget, General Obligation Sales Tax Bond Series 2003 ? Library, General

Construction; 0556-200-2451-CBA-7661-50500-2000C-0.



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

held the _________ day of _________________, 2005 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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber 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 500 PERSONAL PROTECTION EQUIPMENT

CANISTERS FROM SAFECO, INC., (GREER, SC), IN THE AMOUNT OF $14,080.00 ($28.16

EACH).



WHEREAS, Resolution No. 474-04, dated November 9, 2004, authorized the purchase

of FRM40B gas masks from Safeco. The Columbus Police Department, Sheriff?s

Office and Marshal?s office will use the FR15-CBRN canisters in conjunction

with the FRM40B gas masks.



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



That the City Manager is hereby authorized to purchase 500 personal protection

equipment canisters from Safeco, Inc., (Greer, SC), in the amount of $14,080.00

($28.16 each). Funding is available in FY06 Budget, Multi-Government Project

Fund- Fire & EMS ) Nunn Lugar Domenici ? Capital Projects Over $5,000.00;

0216-410-3921- NUNN-7761.

_____________________



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

held the _________ day of _________________, 2005 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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.



__________________________________ ___________________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor



DATE: November 29, 2005



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids



December 7, 2005

1. Trees for Planting on City?s Right-Of-Way?s ? RFB No. 06-0035

Scope of Bid

Provide approximately 700 trees for planting on City?s Right-Of-Way?s.



2. ? Ton Extended Cab Pick-up Cab & Chassis ? RFB No. 06-0030

Scope of Bid

Provide three (3) ? Ton extended cab pick-up cab and chassis to be used

by the Special Enforcement Division of the Public Services Department.





December 14, 2005

1. Heritage Park Fountain Maintenance (Annual Contract) ? RFB No. 06-0031

Scope of Bid

Establish an annual contract with a qualified contractor for cleaning

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

maintaining jumping jets on a weekly basis. The term of contract shall be for

two years, with the option to renew for three (3) additional twelve-month

periods. Contract renewal shall be contingent upon the mutual agreement of the

City and the Contractor.



2. HVAC Controls Repair/Replacement (Annual Contract) ? RFB No. 06-0032

Scope of Bid

Provide repair/replacement on HVAC controls on an ?as needed basis?.

Contractor will provide service for electric and pneumatic controls on the HVAC

systems at various City buildings. The term of contract shall be for two

years, with the option to renew for three (3) additional twelve-month periods.

Contract renewal shall be contingent upon the mutual agreement of the City and

the Contractor.



3. (3) Color Photocopiers (Annual Contract) ? RFB No 06-0033

Scope of Bid

Provide, repair and maintain three (3) color photocopiers; one (1) for the

Print Shop and two (2) for Geographic Information System (GIS) located in the

Government Center Annex. The minimum contract term shall be for sixty (60)

months. The contract will be automatically renewed (without the need for any

further action) every 12 months until the end of such 60-month term.



4. 30'/35' Low Floor Clean Diesel Transit Buses (Annual Contract) ? RFB

No. 06-0027

Scope of Bid

The Consolidated Government of Columbus, Georgia (the City) is seeking vendors

to provide 30'/35' low floor clean diesel transit buses to METRA on an ?as

needed? basis. The City anticipates purchasing approximately 12 buses over a

four (4) year period.



December 21, 2005

1. Construction of Pine Grove Municipal Solid Waste Landfill Phase 3:

Cells 3A, 3B, 3C, 3D, 3E, 3F ? RFB No. 06-0034

Scope of Bid

The Project consists of the following major elements: approximately 357,000

cubic yards of cut material; 72,000 cubic yards of structural fill; placement

of 24-inch thick liner base with 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

over 14 acres; the construction of 1,400 feet of 24-foot gravel access road;

construction of a sediment basin; installation of erosion control devices;

installation of underdrain and leachate collection piping; and leachate pump

station and force main. Bids will be accepted only from Pre-Qualified Bidders.