Agenda Item #5
Columbus Consolidated Government
Council Meeting
September 14, 2010
Agenda Report #555
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
______________________________________________________________________________
(A) SECURITY SURVEILLANCE EQUIPMENT/METRA ANNUAL CONTRACT) ? RFP NO. 10-0024
It is requested that Council authorize the annual contract with Adapt To Solve
to provide security surveillance equipment for the Department of
Transportation/METRA. The contract requires the Contractor to provide new
equipment, replacement equipment and maintenance as needed. The locations are
as follows:
1. METRA Transit Building and Facilities: 814 A and 814 B Linwood Blvd
2. GARAGES: River Center Garage, 919 Broadway; Bay Avenue Garage, #4 12th
Street; Front Avenue Garage, 1028 Front Avenue
3. PARKING LOT: 9th Street Parking Lot, 840 1st Avenue
Other locations may be added as needed.
Contractor shall provide the following:
Maintenance services to the existing security surveillance system for all METRA
locations.
Respond within twenty-four hours of request
Technical assistance and support as needed
Handle arrangements for all necessary parts and equipment that must be
ordered/shipped and received
Replace cameras and equipment that need to be replaced at the present time or
for future repair/replacements.
The term of this contract shall be for two years, with the option to renew for
three (3) additional twelve-month periods. Contract renewal will be contingent
upon the mutual agreement of the City and the Contractor.
Postcard invitations were mailed to ninety-eight (98) vendors and the RFP
specifications were posted on the City?s website and the Georgia Procurement
Registry. The RFP has been advertised, opened and evaluated. A Mandatory
Pre-Proposal Conference/Site Visit was held at 10:00 a.m., Monday, May 3,
2010. Fourteen vendors attended the conference and seven made the mandatory
site visits to the various METRA locations. Proposals were received, May 28,
2010, from the following offerors:
Adapt To Solve, Inc. (LaGrange, GA)
ADT Security Services, Inc. (Columbus, GA)
Mastech Enterprises (Atlanta, GA)
Quality Communications, Inc. (Atlanta, GA)
Systems Alert Security, Inc. (College Park, GA) - Incomplete
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from METRA, Information Technology and Facilities
Maintenance. The Evaluation committee deemed the proposal from Adapt To Solve,
the high-ranking vendor and most responsive to the RFP specifications.
The City?s Procurement Ordinance Article 3-110, Competitive Sealed Proposals
for the procurement of Equipment, Supplies and Professional Services, governs
the RFP Process. During the process of an RFP there is no formal opening, due
to the possibility of negotiated components of the proposal. In the event
Council does not approve the recommended offeror, no proposal responses or any
negotiated components are made public until after the award of the contract.
If Council does not approve the recommended offeror, negotiations will begin
with the next responsive offeror. The evaluation results and cost information
has been submitted to the City Manager in a separate memo for informational
purposes.
Funds will be budgeted each fiscal year for this ongoing expense:
Transportation Fund ? Transportation ? FTA ? Capital Expend ? Over $5000;
0751-610-2400-MFTA-7761.
* * * * * *
(B) WARM SPRINGS ROAD BIKE TRAIL, PHASE III ? RFB NO. 11-0001
It is requested that Council authorize the execution of a construction contract
with McMath-Turner Construction Company, in the amount of $1,554,768.40, to
construction Phase III of the Warm Springs Road Bike Trail.
The work primarily involves clearing, grubbing, grading, and construction of a
walkway at grade.
Postcard invitations were mailed to twenty-six vendors, and specifications were
posted on the web page of the Purchasing Division. Four bids were received on
July 28, 2010. This bid has been advertised, opened and reviewed. The bidders
were:
Bidder Total Bid
McMath-Turner Construction (Columbus, GA) $1,554,768.40
Robinson Paving Company (Columbus, GA) 1,612,911.00
Southeastern Site Development, Inc. (Newnan, GA) 1,633,133.55
Georgia Development Partners (Albany, GA) 1,694,142.05
Funds are budgeted in the FY11 Budget: 1999 SPLOST ? Road/Bridge/Street ?
General Construction ? Walking Trails/Trolley;
0540-695-2126-TXRB-7661-53017-20080.
* * * * * * * *
(C) UNIFORM DRESS SHOES & BOOTS (ANNUAL CONTRACT) ? RFB NO. 10-0064
It is requested that Council approve the purchase of uniform dress shoes &
boots from All American Uniforms and Maneuver Center Supply for the estimated
contract value of $239,502.53. The shoes & boots will be purchased on an ?as
needed basis? and worn by employees in various departments.
The contract period is for two (2) years, with the option to renew for three
additional twelve-month periods. Contract renewal is contingent upon mutual
agreement of the City and the Contractor.
Bid invitations were mailed to two hundred and seven vendors, and
specifications were posted on the web page of the Purchasing Division. Seven
bids were received on August 20, 2010. This bid has been advertised, opened
and reviewed. The bidders are listed on the tabulation sheet attached below:
Funds are budgeted each fiscal year for this ongoing expense: General Fund ?
Fire & EMS ? Logistics/Support ? Uniforms, 0101-410-3610-LOGI-6781; Community
Development ? Inspections & Codes Enforcement ? Uniforms,
0101-240-2200-INSP-6781; Police ? Support Services ? Uniforms,
0101-400-2200-STAF-6781; Municipal Court ? Marshal ? Uniforms,
0101-530-3000-MRSH-6781; MCP ? Warden ? Uniforms, 0101-420-1000-MCCI-6781;
Sheriff ? Detention ? Uniforms, 0101-550-2600-Jail-6781; Paving Fund ? Public
Services ? Street Improvements ? Uniforms, 0203-260-2100-STRT-6781; Right Of
Way Maintenance ? Uniforms, 0203-260-3120-ROWM-6781; Sewer Fund ? Public
Services ? Sewer Maintenance ? Uniforms, 0202-260-3210-SWRM-6781;
Transportation Fund ? METRA Operation ? Uniforms, 0751-610-2100-METO-6781;
Maintenance ? Uniforms, 0751-610-2200-METM-6781; Dial-A-Ride ? Uniforms,
0751-610-2300-METD-6781; Parking Management Fund ? Transportation ? Parking
Management ? Uniforms, 0752-610-2800-PRKM-6781.
* * * * * * * * *
(D) POLAR DECK FLOORING FOR THE NEW ICE RINK
It is requested that Council approve the purchase of Terracover Ice? polar
deck flooring from Covermaster, Inc., (Rexdale, Ontario), in the amount of
$170,000.00. The polar deck flooring will be used to cover the ice floor
during non-ice events held at the new Ice Rink.
The Terracover Ice? flooring, which is manufactured by Terraplas, is made with
interlocking floor panels. The current polar deck flooring, used at the Civic
Center, was purchased in 2005 from Terraplas. The purchase of this second ice
floor, from the same manufacturer, will enable staff to interchange floor
panels, and other parts, if the need arises. Covermaster, Inc., is now the
sole distributor for the Terraplas product in North America. Therefore the
vendor is considered the Only Known Source for this purchase, per Procurement
Ordinance. 3-114.
Funds are budgeted in the FY11 Budget: CBA Lease Revenue Bonds/2010A ? 2010
CBA Bonds ? BAIR-Capital Expenditures Over $5,000 - Ice Rink;
0558-800-2110-BAIR-7761-81001-20100.
* * * * * * * * *
(E) ArcGIS SOFTWARE LICENSE AND MAINTENANCE
It is requested that Council approve payment to ESRI (Redlands, California) in
the amount of $34,258.49, for the annual ArcGIS Software Maintenance and
License covering the period from November 16, 2010 through November 15, 2011.
ESRI is the developer of various software packages used by the GIS Division,
and other departments, for map generation, and for editing and maintaining the
City?s tax parcels, streets zoning and land use databases. Consequently, the
vendor is considered an Only Known Source for the maintenance and support of
the software, per Section 3-114 of the Procurement Ordinance.
Funds are budgeted in FY11 Budget: General Fund - Information Technology ?
Software Lease; 0101-210-1000-ISS-6541.
* * * * * * * * *
(F) COMPUTER STORAGE DEVICE UPGRADE FOR INFORMATION
TECHNOLOGY
It is requested that Council approve the purchase of a computer storage device
upgrade from Mainline Information Systems in the amount of $28,874.00.
The current IBM DS5100 Storage Device needs additional disk drives to increase
storage capacity. The purchase includes the following: Upgrade IBM DS5100
Storage device; Add 15 300GB - 15k Drives to 1818-DIA (5) Expansion Units (EXP
5000 Including Implementation, installation and configurations.
The City originally purchased the IBM DS5100 Storage Device from Mainline.
Additionally, the vendor has the original system engineers that installed the
current DS5100 and are experts on the City?s information technology storage
environment and infrastructure. Consequently, the vendor is considered an only
known source for the purchase, per Procurement Ordinance Article.
Funds are budgeted in the FY11 Budget: LOST Infrastructure Fund ? Information
Technology ? Infrastructure LOST ? Computer Equipment ? IT Storage;
0109-210-9901-ISS-7751-90001-20110.
?ITEM A?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH ADAPT TO
SOLVE FOR SECURITY SURVEILLANCE EQUIPMENT AND MAINTENANCE SERVICES FOR THE
DEPARTMENT OF TRANSPORTATION/METRA.
WHEREAS, an RFP was administered (RFP 10-0024) and five proposals were received
from qualified offerors; and,
WHEREAS, the proposal submitted by Adapt To Solve met all proposal requirements
and was evaluated most responsive to the RFP; and,
WHEREAS, the contract term shall be for two years, with an option to renew for
three additional twelve-month periods. Contract renewal will be 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 execute an annual
contract with Adapt To Solve to provide security surveillance equipment and
maintenance services for the Department of Transportation/METRA. Funds will be
budgeted each fiscal year for this ongoing expense: Transportation Fund ?
Transportation ? FTA ? Capital Expend ? Over $5000; 0751-610-2400-MFTA-7761.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ________________, 2010 and adopted at said meeting by
the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
?ITEM B?
A RESOLUTION
NO.___________
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH
MCMATH-TURNER CONSTRUCTION COMPANY, IN THE AMOUNT OF $1,554,768.40, TO
CONSTRUCT PHASE III OF THE WARM SPRINGS BIKE TRAIL.
WHEREAS, the work primarily involves clearing, grubbing, grading, and
construction of a walkway at grade.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a construction contract
with McMath-Turner Construction Company, in the amount of $1,554,768.40, to
construction Phase III of the Warm Springs Road Bike Trail. Funds are budgeted
in the FY11 Budget: 1999 SPLOST ? Road/Bridge/Street ? General Construction ?
Walking Trails/Trolley; 0540-695-2126-TXRB-7661-53017-20080.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_____ day of_______________, 2010 and adopted at said meeting by the
affirmative vote of _____ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
?ITEM C?
A RESOLUTION
NO.___________
A RESOLUTION AUTHORZING THE ANNUAL CONTRACT TO PURCHASE UNIFORM DRESS
SHOES & BOOTS, ON AN ?AS NEEDED BASIS,? FROM ALL AMERICAN UNIFORMS AND MANEUVER
CENTER SUPPLY, FOR THE ESTIMATED CONTRACT VALUE OF $239,502.53.
WHEREAS, the shoes & boots will be worn by employees in various
departments; and,
WHEREAS, the contract period shall be for two years, with the option to
renew for three additional twelve month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase uniform dress
shoes & boots, on an ?as needed basis", from All American Uniforms and Maneuver
Center Supply for the estimated contract value of $239,502.53. Funds are
budgeted each fiscal year for this ongoing expense: General Fund ? Fire & EMS ?
Logistics/Support ? Uniforms, 0101-410-3610-LOGI-6781; Community Development ?
Inspections & Codes Enforcement ? Uniforms, 0101-240-2200-INSP-6781; Police ?
Support Services ? Uniforms, 0101-400-2200-STAF-6781; Municipal Court ? Marshal
? Uniforms, 0101-530-3000-MRSH-6781; MCP ? Warden ? Uniforms,
0101-420-1000-MCCI-6781; Sheriff ? Detention ? Uniforms,
0101-550-2600-Jail-6781; Paving Funs ? Public Services ? Street Improvements ?
Uniforms, 0203-260-2100-STRT-6781; Right Of Way Maintenance ? Uniforms,
0203-260-3120-ROWM-6781; Sewer Fund ? Public Services ? Sewer Maintenance ?
Uniforms, 0202-260-3210-SWRM-6781; Transportation Fund ? METRA Operation ?
Uniforms, 0751-610-2100-METO-6781; Maintenance ? Uniforms,
0751-610-2200-METM-6781; Dial-A-Ride ? Uniforms, 0751-610-2300-METD-6781;
Parking Management Fund ? Transportation ? Parking Management ? Uniforms,
0752-610-2800-PRKM-6781.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2010 and adopted at said meeting
by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
?ITEM D?
A RESOLUTION
NO.___________
A RESOLUTION AUTHORZING THE PURCHASE OF TERRACOVER ICE? POLAR DECK
FLOORING FROM COVERMASTER, INC., (REXDALE, ONTARIO), IN THE AMOUNT OF
$170,000.00.
WHEREAS, the polar deck flooring will be used to cover the ice floor
during non-ice events held at the new Ice Rink; and,
WHEREAS, the Terracover Ice? flooring, which is manufactured by
Terraplas, is made with interlocking floor panels. The current polar deck
flooring, used at the Civic Center, was purchased in 2005 from Terraplas. The
purchase of this second ice floor, from the same manufacturer, will enable
staff to interchange floor panels, and other parts, if the need arises; and,
WHEREAS, Covermaster, Inc., is now the sole distributor for the
Terraplas product in North America. There for the vendor is considered the
Only Known Source for this purchase, per Procurement Ordinance. 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase Terracover Ice?
polar deck flooring from Covermaster, Inc., (Rexdale, Ontario), in the amount
of $170,000.00. Funds are budgeted in the FY11 Budget: CBA Lease Revenue
Bonds/2010A ? 2010 CBA Bonds ? BAIR-Capital Expenditures Over $5,000 - Ice
Rink; 0558-800-2110-BAIR-7761-81001-20100.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2010 and adopted at said meeting
by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
?ITEM E?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING PAYMENT TO ESRI (REDLANDS, CALIFORNIA) IN THE
AMOUNT OF $34,258.49, FOR THE ANNUAL ARCGIS SOFTWARE MAINTENANCE AND LICENSE
COVERING THE PERIOD FROM NOVEMBER 16, 2010 THROUGH NOVEMBER 15, 2011.
WHEREAS, ESRI is the developer of various software packages used by the GIS
Division, and other departments, for map generation and for editing and
maintaining the City?s tax parcels, streets zoning and land use databases.
Consequently, the vendor is considered an Only Known Source for the maintenance
and support of the software, 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 make payment to ESRI
(Redlands, California) in the amount of $34,258.49, for the annual ArcGIS
Software Maintenance and License covering the period from November 16, 2010
through November 15, 2011. Funds are budgeted in FY11 Budget: General Fund -
Information Technology ? Software Lease; 0101-210-1000-ISS-6541.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _____________________, 2010 and adopted at said
meeting by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
?ITEM F?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING THE PURCHASE OF A COMPUTER STORAGE DEVICE
UPGRADE FROM MAINLINE INFORMATION SYSTEMS IN THE AMOUNT OF $28,874.00.
WHEREAS, the current IBM DS5100 Storage Device needs additional disk drives to
increase storage capacity. The purchase includes the following: Upgrade IBM
DS5100 Storage device; Add 15 300GB - 15k Drives to 1818-DIA (5) Expansion
Units (EXP 5000 Including Implementation, installation and configurations; and,
WHEREAS, the City originally purchased the IBM DS5100 Storage Device from
Mainline. Additionally, the vendor has the original system engineers that
installed the current DS5100 and are experts on the City?s information
technology storage environment and infrastructure. Consequently, the vendor is
considered an only known source for the purchase, per Procurement Ordinance
Article.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase a computer
storage device upgrade from Mainline Information Systems in the amount of
$28,874.00. Funds are budgeted in the FY11 Budget: LOST Infrastructure Fund ?
Information Technology ? Infrastructure LOST ? Computer Equipment ? IT Storage;
0109-210-9901-ISS-7751-90001-20110.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _____________________, 2010 and adopted at said
meeting by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
Attachments
No attachments for this document.