Columbus, Georgia

Agenda Item #___3__





Columbus Consolidated Government

Council Meeting



June 17, 2003





Agenda Report #____78_______



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) CHANGE ORDER NO. 1 FOR AN ADDITIONAL HVAC SYSTEM ? BID NO. 03-0084



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

the purchase and installation of an additional HVAC system from WCCI, Inc.,

(Columbus, GA) in the amount of $69,579.00. Resolution No. 169-03 authorized

the execution of the contract with WCCI to provide and install an HVAC system

at the Carver Park Gymnasium. The HVAC system at Pop Austin Recreation Center

is now in need of replacing. In order to expedite the process, WCCI, Inc., has

agreed to provide the required services.



Funds are budgeted in FY03 Budget, Special Projects-Capital Projects Fund ?

General Construction, Carver Park-Air Conditioning;

0508-660-1000-CPGF-7661-22206030.



* * * * * *



(B) EMERGENCY PURCHASE OF A CARGO VAN FOR THE CORONER



It is requested that Council authorize the emergency purchase of a cargo van,

with refrigeration and insulation modifications, from Freeway Ford (Columbus,

GA) in the amount of $30,303.00.



Per a letter of notification from the State, dated May 1, 2003, the Coroner was

informed the State will no longer transport bodies to and from the state crime

lab due to budget cuts. Beginning July 1, 2003 all Georgia County Coroners

must transport bodies in their respective counties. Due to the short time

frame, the City Manager has approved this purchase an emergency procurement,

per the Procurement Ordinance, Article 3-115.



The July 1st deadline does not allow time for the bid process, award and

subsequent delivery of the van. Therefore, the Fleet Manager contacted

Southlake Ford, the state contracted vendor for cargo vans. Southlake does not

have the extended version of the cargo van; they can order one for $19,177.00.

However, this cost does not include the modifications and delivery will take up

to three months. Consequently the Fleet Manager contacted Freeway Ford and Bill

Heard for equipment availability and pricing. Bill Heard had a similar cargo

van available in Norcross, Georgia for the price of $22,768.00.



Freeway Ford has a cargo van, meeting all specifications, in stock and will

deliver the van to Atlanta for the installation of the modifications, upon

receipt of a purchase order. The installation of the insulation and

refrigeration will take between 10-15 days to complete. Freeway Ford will

deliver the completed unit to the City.



Cargo Van $18,003.00

Insulation and Roof Mounted Refrigeration Unit

The Thermo King refrigeration unit will hold 40 degrees and has an electric

standby which gives it the capability to be plugged-in if there is a delay or

vehicle breakdown. The insulation in the rear will include a non-porous Kem

Line liner, which keeps odor from being absorbed and can be cleaned with a damp

cloth.



$12,300.00

Total $30,303.00



Funding is available in the FY03 Budget; Miscellaneous ? Contingency -

Contingency; 0101-590-2000-CONT-9801.



* * * * * *



(C) ADDITIONAL SURVEILLANCE EQUIPMENT FOR METRA TRANSIT SYSTEM



It is requested that Council authorize the purchase of additional surveillance

equipment at Metra Transit System from Security Technology, Inc., (Newnan, GA)

in the amount of $10,059.71. The equipment will be used to replace faulty

cameras at the Lower Shop and Transfer Center; to view blind areas at the

Transfer Center for the purpose of customers? safety and security; to view

employee parking lot area; and to obtain access to view all cameras installed

at the Upper Shop.



Per Resolution No. 167-03 (Bid No. 03-0035), surveillance equipment was

purchased from Security Technology, Inc. The vendor has agreed to provide and

install the following additional equipment:



Description Cost

Main Office: Install two (2) 17? black and white monitors to be tied in with

current system to view Upper Shop cameras at the Main Office. Install conduit

and cable. 1,650.61

Maintenance Office: Install one (1) black and white camera with power supply

and lens, Ademco Video #ACM384E or equal, with Video Alarm #VL-ACH13WM

enclosure to be tied in with current system at the Upper Shop to view employee

parking lot area. Install one (1) black and white camera with power supply and

lens, Ademco Video #ACM384E or equal, with Video Alarm #VL-ACH13WM enclosure to

be tied in with current system at Lower Shop to replace faulty camera. 1,183.50

Transfer Center: Install one (1) black and white video camera, 1/3? vari-focal

lens, outdoor housing, and mount to view the front door entrance and stairs.

Install one (1) black and white video camera, 1/3? vari-focal lens, and drop

ceiling housing to view the drivers? lounge. Replace four (4) malfunctioning

cameras with black and white video cameras and 1/3? vari-focal lens utilizing

the existing housing. Adjust the camera at Bay #1 to view customers?

pick-up/drop off area. Four (4) additional black and white video cameras, 1/3?

vari-focal lens, outdoor housings, and mounts, strategically placed throughout

the Transfer Center to view customers? pick-up/drop off area. Install one (1)

black and white video camera, 1/3? vari-focal lens, outdoor housing, and mount

to view the Courtyard. Install one (1) 9? B/W Monitor, one (1) eight camera

power supply, one (1) 24-hour VCR time-lapse recorder, and one (1) video

switcher. 7,225.60

Total price for additional equipment $10,059.71



Funds are available in FY03 Budget, Transportation Fund ? METRA FTA (UMTA),

Capital Expenditures - Over $5000; 0751-610-2400-MFTA-7761; (City 10%; Federal

80% and state 10%).

* * * * * *



(D) EMERGENCY PURCHASE OF SECURITY CAMERAS FOR CITY POOLS



It is requested that Council authorize the emergency purchase of security

cameras for the City pools from Columbus Fire & Safety (Columbus, GA) in the

amount of $14,623.42.



The security cameras are for the Rigdon Park, Shirley Winston, Psalmond Road

and Double Churches swimming pools. The cameras will be used to monitor the

concession stands and entrance windows where money is exchanged, as well as,

monitor the building after hours. Since the 2003 swim season has already

begun, to expedite this purchase, the City Manager has approved this emergency

procurement, per the Procurement Ordinance, Article 3-115.



Funds in the amount of $3,553.36 for Rigdon Park are budgeted in FY03 Budget,

1999 SPLOST ? Olympic Pools ? Capital Expenditures over $5,000.00 ? Rigdon

Park; 0540-695-2128-TXOP-7763-50250010.



Funds in the amount of $3,553.36 for Shirley Winston are budgeted in FY03

Budget, 1999 SPLOST? Olympic Pools ? Capital Expenditures over $5,000.00 ?

Shirley Winston; 0540-695-2128-TXOP-7763-50251010.



Funds in the amount of $3,553.36 for Psalmond Road are budgeted in FY03 Budget,

1999 SPLOST? Olympic Pools ? Capital Expenditures over $5,000.00 ? Psalmond

Road; 0540-695-2128-TXOP-7763-50252010.



Funds in the amount of $3,963.34 Double Churches are budgeted in FY03 Budget,

1999 SPLOST? Olympic Pools ? Capital Expenditures over $5,000.00 ? Double

Churches Renovations; 0540-695-2128-TXOP-7763-50254010.



* * * * * *



(E) MANAGEMENT DEVELOPMENT PROGRAM TRAINING EXPENSES



It is requested that Council approve the payment to the University of Georgia?s

Carl Vinson Institute of Government in the amount of $10,145.00 for the

provision of a continuing Management Development Program. This payment

represents training expenses for March 25, 2003 through May 22, 2003.



This program, formerly known as Georgia?s ?Certified Public Manager Program?,

provides customized training, facilitation, and consulting services to local

governments and their boards and authorities. The course work is designed for

the development of city and county management personnel and consists of the

following three levels of training over an 18 month timeframe: Level I ?

Interpersonal Skills (7 days); Level II ? Group Leadership Skills (7 days);

and, Level III ? Project Implementation Skills (14 days). Employees approved

for the training take the various levels throughout the fiscal year, with each

cohort progressing through a year and a half of training.



Funds are budgeted in the FY03 Budget, Special Projects-Other Purchased

Services; 0101-140-1000-SPRJ-6699. Funding will be budgeted in FY04 and FY05

for these ongoing training expenses.



* * * * * *



(F) FY-2004 ANNUAL TRANSMISSION SYSTEM MAINTENANCE CONTRACT FOR 800 MHZ RADIO

COMMUNICATIONS SYSTEM



It is requested that council approve the payment to Motorola, Inc., in the

amount of $78,056.29 to execute the FY-2004 Annual Transmission System

Maintenance contract for the City?s 800 MHz Radio Communication System.



The purchase of the 800 MHz Radio Communication System in 1992 included an

Annual Transmission System Maintenance contract with Motorola, Inc., as part

of RFP 149-91. This contract maintains highly technical transmission system

components located at the Prime Site at WXTX-TV tower site, the River Road

tower site and the 911 Center.



This contract is with the radio system manufacturer and hence a sole source.

The contract provides for additions/deletions of equipment maintained by the

contract with each year?s renewal approved by Council. This year the annual

contract was reduced by over $4,800 due to the conversion of the microwave

radio links between tower sites to fiber optics. The Annual Maintenance

Contract runs from July 1, 2003 to June 30, 2004.



The annual cost of this contract is $80,215.20 for which we receive a 2.691%

discount for making a single annual payment up-front reducing the annual

contract cost to $78,056.29. The annual cost is also prorated to agencies

outside the City government, which equates to a reimbursement to the City of

$16,999.57 by these agencies. We have a $2,675,439.36 investment in the

transmission system with annual maintenance being less than 3%.



Funds are budgeted in the FY04 Budget, Engineering ? Radio Communications ?

Service Contracts; 0101-250-3110-RADI-6513.



?ITEM A?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF CHANGE ORDER NO. 1 FOR THE PURCHASE

AND INSTALLATION OF AN ADDITIONAL HVAC SYSTEM FROM WCCI, INC., (COLUMBUS, GA)

IN THE AMOUNT OF $69,579.00.



WHEREAS, Resolution No. 169-03 authorized the execution of the contract

with WCCI to provide and install an HVAC system at the Carver Park Gymnasium.

The HVAC system at Pop Austin Recreation Center is now in need of replacing.

In order to expedite the process, WCCI, Inc., has agreed to provide the

required services.



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



That the City Manager is hereby authorized to execute a Change Order

No.1 for the purchase and installation of an additional HVAC system from WCCI,

Inc., (Columbus, GA) in the amount of $69,579.00. Funds are budgeted in FY03

Budget, Special Projects-Capital Projects Fund ? General Construction, Carver

Park-Air Conditioning; 0508-660-1000-CPGF-7661-22206030.



_________________________________________



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 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 EMERGENCY PURCHASE OF A CARGO VAN, WITH

REFRIGERATION AND INSULATION MODIFICATIONS, FROM FREEWAY FORD IN THE AMOUNT OF

$30,303.00.



WHEREAS, Per a letter of notification from the State, dated May 1, 2003, the

Coroner was informed the State will no longer transport bodies to and from the

state crime lab due to budget cuts. Beginning July 1, 2003 all Georgia County

Coroners must transport bodies in their respective counties. Due to the short

time frame, the City Manager has approved this purchase as an emergency

procurement, per the Procurement Ordinance, Article 3-115.



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

FOLLOWS:



That the City Manager is hereby authorized to purchase a cargo van,

with refrigeration and insulation modifications, from Freeway Ford in the

amount of $30,303.00. Funding is available in the FY03 Budget; Miscellaneous ?

Contingency - Contingency; 0101-590-2000-CONT-9801.

_________________________________________



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 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 PURCHASE OF ADDITIONAL SURVEILLANCE EQUIPMENT AT

METRA TRANSIT CENTER FROM SECURITY TECHNOLOGY, INC., (NEWNAN, GA) IN THE AMOUNT

OF $10,059.71.



WHEREAS, The equipment will be used to replace faulty cameras at the Lower Shop

and Transfer Center; to view blind areas at the Transfer Center for the purpose

of customers? safety and security; to view employee parking lot area; and to

obtain access to view all cameras installed at the Upper Shop; and,



WHEREAS, Per Resolution No.167-03 (Bid No. 03-0035), surveillance

equipment was purchased from Security Technology, Inc. The vendor has agreed

to provide and install the additional equipment:



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



That the City Manager is hereby authorized to purchase additional

surveillance equipment at Metra Transit System from Security Technology, Inc.,

(Newnan, GA) in the amount of $10,059.71. Funds are available in FY03Budget,

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 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 EMERGENCY PURCHASE OF SECURITY CAMERAS FOR THE

CITY POOLS FROM COLUMBUS FIRE & SAFETY IN THE AMOUNT OF $14,623.42.



WHEREAS, The security cameras are for the Rigdon Park, Shirley Winston,

Psalmond Road and Double Churches swimming pools. The cameras will be used to

monitor the concession stands and entrance windows where money is exchanged, as

well as, monitor the building after hours. Since the 2003 swim season has

already begun, to expedite this purchase, the City Manager has approved this

emergency procurement, per the Procurement Ordinance, Article 3-115.



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

FOLLOWS:



That the City Manager is hereby authorized to purchase security cameras

for the City pools from Columbus Fire & Safety in the amount of $14,623.42.

Funds in the amount of $3,553.36 for Rigdon Park are budgeted in FY03 Budget,

1999 SPLOST ? Olympic Pools ? Capital Expenditures over $5,000.00 ? Rigdon

Park; 0540-695-2128-TXOP-7763-50250010. Funds in the amount of $3,553.36 for

Shirley Winston are budgeted in FY03 Budget, 1999 SPLOST? Olympic Pools ?

Capital Expenditures over $5,000.00 ? Shirley Winston;

0540-695-2128-TXOP-7763-50251010. Funds in the amount of $3,553.36 for

Psalmond Road are budgeted in FY03 Budget, 1999 SPLOST? Olympic Pools ? Capital

Expenditures over $5,000.00 ? Psalmond Road;

0540-695-2128-TXOP-7763-50252010. Funds in the amount of $3,963.34 Double

Churches are budgeted in FY03 Budget, 1999 SPLOST? Olympic Pools ? Capital

Expenditures over $5,000.00 ? Double Churches Renovations;

0540-695-2128-TXOP-7763-50254010.

_________________________________________



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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.





_______________________________ _________________________________

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



?ITEM E?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT TO THE UNIVERSITY OF GEORGIA?S CARL VINSON

INSTITUTE OF GOVERNMENT, FOR THE PROVISION OF A CONTINUING MANAGEMENT

DEVELOPMENT PROGRAM, IN THE AMOUNT OF $10,145.00; AND APPROVE PAYMENT FOR THE

ONGOING TRAINING EXPENSES WHICH WILL BE BUDGETED IN FY04 AND FY05.



WHEREAS, this payment represents the training expenses for March 25, 2003

through May 22, 2003; and,



WHEREAS, The training program provides customized training, facilitation, and

consulting services to local governments and their boards and authorities. The

course work is designed for the development of city and county managers,

department heads, managers, supervisors, and employees of local city and county

governments, and their boards and authorities; and,



WHEREAS, The program consists of the following three levels of training: Level

I - Interpersonal Skills (7 days); Level II Group Leadership Skills (6 days)

and Level III - Project Management (12 days). Throughout the fiscal year

designated employees will be taking various levels of the management courses.



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



That the City Manager is hereby authorized to pay the University of

Georgia?s Carl Vinson Institute of Government in the amount of $10,145.00, for

the provision of a continuing Management Development Program. Funds are

budgeted in the FY03 Budget, Special Projects-Other Purchased Services;

0101-140-1000-SPRJ-6699. Funding will budgeted in FY04 and FY05 for these

ongoing training expenses.

_________________________________________



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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.





_______________________________ _________________________________

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



ITEM F?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA, INC., IN THE AMOUNT OF

$78,056.29, TO EXECUTE THE FY-2004 ANNUAL TRANSMISSION SYSTEM MAINTENANCE

CONTRACT FOR THE CITY?S 800 MHZ RADIO COMMUNICATION SYSTEM.

WHEREAS, through the award of RFP #149-91, the City established an

Annual Transmission System Maintenance contract with Motorola Communications

and Electronics, Inc., having renewed said contract each year; and,

WHEREAS, the Annual Transmission System Maintenance contract runs from

July 1, 2003 to June 30, 2004, and the annual payment is made, in total, at the

beginning of each contract period; and,

WHEREAS, this contract is with the radio system manufacturer and hence

a sole source. The contract provides for additions/deletions of equipment

maintained by the contract with each year?s renewal approved by Council.



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



That the City Manager is hereby authorized to pay Motorola, Inc., in

the amount of $78,056.29 to execute the FY-2004 Annual Transmission System

Maintenance contract for the City?s 800 MHz Radio Communication System. Funds

are budgeted in the FY04 Budget, Engineering ? Radio Communications ? Service

Contracts; 0101-250-3110-RADI-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 Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.





_______________________________ _________________________________

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