Agenda Item # 10
Columbus Consolidated Government
Council Meeting
April 12, 2016
Agenda Report #112
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ELECTRONIC VALIDATING FAREBOXES
It is requested that Council approve the purchase of four (4) Odyssey
electronic validating fareboxes from GFI Genfare (Elk Grove Village, IL), in
the amount of $53,806.00 ($13,339.00 each, plus $450.00 Freight), to be
installed on METRA Hybrid buses.
The new fareboxes accept a wide variety of bus fare payment options (i.e. cash,
swipe card, and credit card) and will improve operations and security. The
new equipment will be used in conjunction with the GFI Genfare Odyssey
electronic validating farebox system, which was purchased in 2009, per
Resolution #386-09. Consequently, the vendor is considered an only known
source to provide the new equipment.
Funds are budgeted in the FY16 Budget: Transportation Fund ? Transportation ?
METRA/T-SPLOST ? Buses; 0751 ? 610 ? 2500 ? MTSP ? 7724.
* * * * * *
(B) LOW FLOOR ADA MINIVAN ? RFB NO. 16-0026
It is requested that Council authorize the purchase of one (1) 2016 Braun/Dodge
Entervan/Grand Caravan SE from National Bus Sales & Leasing (Marietta, GA), at
a unit price of $37,225.00.
The vehicle was approved in the 2016 Budget and will be used by METRA
Department of Transportation staff to transport transit customers using fixed
route or paratransit service. This is a new unit.
Bid specifications were posted on the web page of the Purchasing Division, and
the Georgia Procurement Registry. Two (2) bids were received on March 2,
2016. This bid has been advertised, opened and reviewed. The bidders were:
Vendors Manufacturer/Model Unit Price
National Bus Sales & Leasing
(Marietta, GA) 2016 Braun/Dodge Entervan/
Grand Caravan SE $ 37,225.00
Milton Martin Honda
(Gainesville, GA) Mobility Ventures/2016 MV-1 DX $ 42,275.00
Funds are budgeted in the FY16 Budget as follows: Transportation Fund ?
Transportation ? FTA ? Automobiles; 0751-610-2400-MFTA-7721. This purchase is
funded: 80% Federal, 10% State and 10% Local.
* * * * * *
(C) FRONT AVENUE STRIPING ? 14TH STREET TO 13TH STREET
It is requested that Council authorize the execution of a construction contract
with Earth-Scapes, Inc. (Phenix City, AL) in the amount of $88,859.00 for
striping at Front Avenue from 13th Street to 14th Street. The work includes
grading complete, roadway items, pavement marking and striping and erosion
control.
Per Resolution #64-15, Council authorized the execution of a contract with
Earth-Scapes for the construction of the Riverwalk Plaza located on 14th Street
between Broadway and the 14th Street Bridge. The Riverwalk Plaza and Front
Avenue striping projects are in close proximity. Earth-Scapes crews are
already on-site at the Riverwalk Plaza, which will allow continuity between the
two projects. Therefore, Earth-Scapes is considered an only known source for
the Front Avenue Striping project.
The Engineering Department obtained a quote from Earth-Scapes for the Front
Avenue striping project.
Funds are available in the FY16 Budget: Special Project Capital Project Fund ?
Paving Fund Supported - Road Improvements ? Front Avenue Reconnection Project;
0508-660-3000-CPPF-7643-21091-20160.
* * * * * *
(D) IBM SMARTCLOUD (LOTUS NOTES) ANNUAL LICENSE RENEWAL
It is requested that Council approve payment to Mainline Information Systems
(Tallahassee, FL), in the amount of $51,312.89, for the IBM Smartcloud Notes
Subscription and Support annual license renewal; and approve payment for future
annual license renewals.
Currently the Columbus Consolidated Government uses IBM email and calendaring,
as well as, IBM Lotus Notes. IBM Smartcloud Notes is the current product for
email, calendaring, and related Lotus Notes services and was previously called
iNotes. The current license renewal will cover maintenance support for a
twelve-month period, beginning April 1, 2016 through March 31, 2017.
IBM is the developer of the software. Mainline is a partner of IBM providing
the maintenance and support services. Therefore, Mainline is considered an
only known source per the Procurement Ordinance, Section 3-114.
Funds are budgeted in the FY16 Budget: General Fund - Information Technology ?
Software Lease; 0101-210-1000-ISS-6541 for the license renewal fee currently
due. Funds will be budgeted each fiscal year, in the Information Technology
budget, for future license renewals.
* * * * * *
(E) PRINTING POSTAGE AND MAIL PROCESSING SERVICE OF MOTOR VEHICLE REGISTRATION
RENEWAL NOTICES
It is requested that Council approve a resolution to expend the appropriated
funds, to Wells Fargo Bank, N.A. (Atlanta, GA) for the provision of printing,
postage and mail processing services of motor vehicle registration renewal
notices. The Tax Commissioner estimates approximately $45,000 will be expended
annually for these services.
The Georgia Department of Revenue (DOR) has awarded Wells Fargo Bank, N.A. the
statewide contract through June 30, 2018. The firm will provide printing,
postage and mail processing services of motor vehicle registration renewal
notices for all GRATIS (Georgia Registration and Title Information System)
counties. Due to the volume generated by all GRATIS counties, the contract
provides the lowest cost compared to similar services contracted to vendors in
each county.
Funds are budgeted each fiscal year for this on-going expense: Tax Commissioner
- Contractual Services; 0101-560-1000-TAXC-6319.
* * * * * *
(F) PINE GROVE MUNICIPAL SOLID WASTE LANDFILL ? PUMP STATION #1 ? RFB NO.
16-0028
It is requested that Council authorize the execution of a construction contract
with Crawford Grading and Pipeline, Inc. (Luthersville, GA) in the amount of
$629,934.06 for the construction of pump station #1 at Pine Grove Landfill.
The project consists of providing all labor, materials, tools, equipment,
services, and incidentals and performing all work required to construct,
complete in place, and ready to operate: new duplex submersible lift station,
new submersible lift station, approximately 140 LF of 4-inch by 8-inch
dual-contained HDPE forcemain, approximately 1,240 LF of 2-inch HDPE forcemain,
220 LF of 8-inch HDPE gravity line, valves, controls, and associated
appurtenances, 250 square yards of gravel pavement, removal and replacement of
approximately 25 square yards of asphalt pavement, approximately 27 square
yards of reinforced concrete pavement, concrete swale, chain-link fence and
swing gate, bypass pumping, selective demolition and repair of existing lift
station and utilities, and erosion and sedimentation control items.
Bid specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry. A mandatory pre-bid conference/site visit
was held on March 1, 2016; three (3) contractors were represented at the
pre-bid conference/site visit. Three (3) bids were received on March 25,
2016. This bid has been advertised, opened and reviewed. The bidders were:
CONTRACTORS TOTAL BID DBE PARTICIPATION
Crawford Grading & Pipeline, Inc.
(Luthersville, GA) $629.934.06 0%
SCS Field Services
(Reston, VA) 717,933.00 10.5%
Southeastern Site Development, Inc.
(Newnan, GA) 994,872.00 5%
Funds are budgeted in the FY16 Budget: Integrated Waste Fund ? Capital
Projects ? General Construction ? Pine Grove Pump;
0207-660-4000-CPIW-7661-20732-20150.
* * * * * *
(G) CARPET (ANNUAL CONTRACT) ? RFB NO. 16-0024
It is requested that Council authorize the execution of an annual contract with
Huckaby Brothers Floor Covering (Phenix City, AL) for carpet. The Facilities
Maintenance Division has budgeted $55,000.00 for carpet.
The Facilities Maintenance Division will procure the carpet (roll and tile) and
installation services, on an as-needed basis, for various offices at the
Government Center and other City facilities. The carpet will be for
replacement and new carpet installations resulting from building renovations.
The contract term will be for two (2) 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.
Bid specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry. Five (5) bids were received on March 30,
2016. This bid has been advertised, opened and reviewed. The bidders were:
Funds are budgeted each fiscal year for this ongoing expense for various
departments: General Fund ? Public Services ? Other Maintenance & Repairs ?
Building Maintenance ? Parks & Recreation, Public Safety and General
Government: 0101-260-3710-REPA-6527, 6528 and 6529.
* * * * * *
(H) TASERS FOR THE POLICE DEPARTMENT
It is requested that Council authorize the purchase of Fifty (50) Tasers, plus
related supplies, to include: holsters, battery packs, and Taser cartridges,
from Taser International (Scottsdale, Arizona), in the amount of $53,192.75.
The Tasers and related supplies will be issued to new officers or used as
replacement equipment for current officers. The Police Department will use the
Tasers as an additional tool in the Less Lethal Program. Tasers provide an
option that could prevent the necessity for ?deadly force,? thereby possibly
preventing serious injury to an officer, or a citizen taken into custody.
Taser International is the manufacturer of the Taser. Therefore, this purchase
is considered an only know source procurement, per the Procurement Ordinance,
Section 3-114.
Funds are available in the FY16 Budget: General Fund ? Police ? Support
Services ? Capital Expenditures Under $5,000; 0101 ? 400 ? 2200 ? STAF ? 7763.
* * * * * *
(I) MOBILE/AUTOMATIC LICENSE PLATE READER
It is requested that Council approve the purchase of two (2) mobile/automatic
license plate readers, from Madden and Associates (Braselton, GA), in the
amount of $40,960.00. The purchase will be accomplished by cooperative
purchasing via GSA Federal Contract, Schedule 84, Contract #GS-07F-0004Y.
The mobile/automatic license plate reader is an image-processing technology
used to identify vehicles by their license plates. The Police Department will
mount the systems on pursuit vehicles to expedite the identification of stolen
cars, expired car tags and wanted individuals.
The USA General Administrative Services (GSA) allows local and state
governments to participate in cooperative purchasing via Federal contracts for
the purchase of security and law enforcement equipment from GSA Schedule 84,
and technology products and professional services from GSA IT Schedule 70.
ELSAG is the manufacturer of the mobile/automatic license plate readers and was
awarded GSA Contract #GS-07F-0004Y. Madden and Associates is the authorized
dealer in Georgia for ELSAG. Cooperative purchasing is authorized per Article
9-101 of the Procurement Ordinance.
Funds are available in the FY16 Budget: General Fund ? Police ? Field
Operations - Capital Expend/Over $5,000; 0101 ? 400 ? 2300 ? FILD ? 7761.
* * * * * *
(J) TABLETS FOR POLICE DEPARTMENT
It is requested that Council approve the purchase of fifty MS Surface Pro
tablets and accessories, from CDW-G (Vernon Hills, IL) in the amount of
$51,495.50. The purchase will be accomplished, by cooperative purchasing, via
National Joint Powers Alliance (NJPA), Contract #100614-CDW-G.
The large computer tablets will be utilized by Investigators in the Police
Department?s, Field Operations Division, who do not currently have computers
available for use in their city vehicles. The division has gone to a
paperless system thereby requiring computers to perform their day to day
duties. Surface Pro units would allow Investigators to begin their initial
police report in the RMS system, take witness statements, photographs, and
allow for videotaping of statements in the field. Currently, under the old
system, Investigators are required to bring all witnesses down to headquarters
in order to obtain an official statement.
The purchase will be accomplished by cooperative purchasing via Request for
Proposal (RFP) Contract #100614, initiated by the National Joint Powers
Alliance (NJPA), whereby CDW-G, was one of the successful vendors contracted to
provide Technology Solutions with Related Equipment and Accessories. The
contract, which commenced December/2014, is good through November /2018. The
RFP process utilized by National Joint Powers Alliance meets the requirements
of the City's Procurement Ordinance; additionally, cooperative purchasing is
authorized per Article 9-101 of the Procurement Ordinance.
Funds are budgeted in the FY16 Budget: General Fund ? Police ? Investigative
Services - Computer Equipment; 0101 ? 400 ? 3320 ? INVS - 7751.
* * * * * *
(K) CONSULTING AND INSURANCE BROKER SERVICES FOR PROPERTY AND CRIME INSURANCE
(RE-BID) (ANNUAL CONTRACT) ? RFP NO. 16-0004
It is requested that Council authorize the execution of an annual contract with
Yates Insurance Agency, Inc. d/b/a Yates, Woolfolk & Turner Insurance
(Columbus, GA) for consulting and insurance brokerage services to represent
Columbus Consolidated Government in various insurance markets.
Yates, Woolfolk & Turner Insurance will provide the following services:
A. The successful Broker shall perform the services necessary to replace
insurance coverage.
B. Prepare an annual retention fund analysis forecast.
C. Act as the liaison and advocate for the City with carrier underwriters and
claims staff.
D. Prepare insurance coverage specifications and make recommendations for
changes.
E. Provide all carrier quotations and reveal commission rates (if applicable)
received with detailed recommendation on the proposals.
F. Prepare and present an annual report describing coverage, exposure, and
premium charges with recommendations outlining options to contain costs without
sacrificing coverage for potential catastrophic loss.
G. Verify the accuracy and adequacy of policies and coverage.
H. Assess insurance company stability, solvency, and service records.
I. Provide written interpretation of coverage when required.
J. Assist with ascertaining replacement cost value for property.
K. Assist with reporting requirement from carriers.
The initial term of the contract shall be for one year, with the option to
renew for four additional twelve-month periods. The contract renewal will be
contingent upon the mutual agreement of the City and the Contractor.
Annual Contract History:
The previous contracts were awarded to J. Smith Lanier & Company (Columbus, GA)
for property insurance coverage and to Hamby & Aloisio, Inc. (Atlanta, GA) for
crime insurance coverage. The contracts were awarded for one year with the
option to renew for four additional twelve-month periods, per Resolution No.
281-08, dated June 17, 2008.
On June 24, 2014, Council authorized the continuation of the annual contracts
for an additional year, until a new RFP would be issued.
On June 23, 2015, Council was presented with a recommendation to award the
contract to EPIC Insurance Brokers & Consultants. Council elected to not award
the contract to the recommended vendor, to reject any and all proposals, to
study an amendment to the Procurement Ordinance for the next six months to
adopt a local preference, if permissible, and to extend the current insurance
contract with J. Smith Lanier for up to six months.
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on October 28, 2015. This RFP has been
advertised, opened and evaluated. Proposals were received on December 4, 2015
from the following vendors:
Yates Insurance Agency, Inc. d/b/a Yates, Woolfolk & Turner Insurance
(Columbus, GA)
J. Smith Lanier & Co. (Columbus, GA)
JP West, Inc. (Smyrna, GA)
The following events took place after receipt of proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation Meeting 12/15/15 The Purchasing Manager advised evaluation committee
members of the RFP rules and process. Proposals were disbursed to each
committee member to review.
1st Evaluation Meeting 01/08/16 Discussed each of the seven proposals received. The
Committee requested clarifications and additional information from each of the
vendors. It was decided that the committee would complete the evaluation forms
if they were satisfied with the clarification responses.
Vendor Clarifications 02/05/15 All clarification responses received and forward to committee.
Evaluation forms completed 03/08/16 Evaluation forms were completed and returned to
Purchasing for compilation results.
Recommendation received 03/15/16 Via email, the committee member unanimously voted to
award to the highest ranked vendor.
Evaluation Committee:
Proposals were reviewed the Evaluation Committee, which consisted of a voting
member from the Inspections and Codes Department, a voting member from the
Internal Auditors Office, and a voting member from the Human Resources
Department. A representative from the Finance Department served as a
non-voting advisor.
Award Recommendation:
The evaluation committee deemed the proposal from Yates, Woolfolk & Turner
Insurance most responsive to the RFP specifications. Therefore, the Evaluation
Committee, as reflected by their comments provided below, recommends award of
the contract to Yates, Woolfolk & Turner Insurance for the following reasons:
? The firm is headquartered in Atlanta, GA and would be serviced from their
Columbus, GA office.
? The proposed principal contact managed property and crime insurance for the
City from 1994 - 2006.
? The service plan includes a custom-tailored insurance plan to meet the City?s
needs, the placement of coverage, and ensures the aggressive handling of claims
by the carrier, thus limiting exposure.
? The customizable aspects of the proposed plan would enable CCG to make the
best use of the broker?s skills and knowledge, and potentially improve our
losses.
? A large amount of work will be handled in-house, and the firm will be able to
provide law enforcement coverage.
? Client work history includes local companies: The Columbus Airport Authority,
TSYS, The Hughston Clinic, Jack Hughston Clinic, Jack Hughston Memorial
Hospital, Flournoy Development Company, LLC, and Butler, Wooten Cheeley & Peak,
LLP.
? The firm proposes an annual flat fee, with no commissions on premiums and the
price is guaranteed for five (5) years.
Vendor Experience/Qualifications:
? Yates, Woolfolk and Turner, which is privately held, is one of Georgia?s
oldest and largest agencies; the firm was formed in 2006, from the merger of
the Yates Agency (formed in 1949) and the Woolfolk Agency (formed in 1896).
? The firm provides a comprehensive in-house menu of services to include Risk
Management, Risk Financing, and Claim Services. The firm?s departments include
Commercial Property and Casualty, Surety Bonds, Employee Benefits, Individual
Life & Health, Personal Insurance, Marketing, and Claims.
? The firm employs over 150 associates and has a premium volume in excess of
$200 million.
? Yates, Woolfolk and Turner will assign seven (7) insurance professionals,
with collectively over 150 years of experience, to handle the City?s account.
? Most of the firm?s carrier/agency agreements are preferred agent status. The
firm has access to the top-tier wholesalers and a position with the London
markets.
? Yates, Woolfolk and Turner has a wide range of large and complex property
clients, including companies on the S&P 500 to large privately held
organizations throughout the Southeast.
? Local clients include:
Commercial Property Insurance
o TSYS (Columbus, GA)
Managed Synovus and TSYS account when operated as one organization.
o The Hughston Clinic/Jack Hughston Memorial Hospital (Columbus, GA)
Managed entire insurance program ? all lines for both entities.
o Columbus Airport Commission (Columbus, GA)
Managed entire insurance program ? all lines.
Crime Insurance
o TSYS (Columbus, GA)
Managed Synovus and TSYS account when operated as one organization.
o Flournoy Development Company, LLC (Columbus, GA)
Managed master crime program, including multiple limited partnerships.
o Butler, Wooten, Cheeley & Peak, LLP (Columbus, GA)
Managed all lines, including crime and plaintiff judgements
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 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.
Therefore, the evaluation results and cost information has been submitted to
the City Manager in a separate memo for informational purposes.
Funds are budgeted each fiscal year for this ongoing service: Risk Management
Fund ? Human Resources ? Unfunded Claims ? Property & Casualty Insurance;
0860-220-3830-RISK-6611.
?ITEM A?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING THE PURCHASE OF FOUR (4) ODYSSEY ELECTRONIC VALIDATING
FAREBOXES FROM GFI GENFARE (ELK GROVE VILLAGE, IL), IN THE AMOUNT OF $53,806.00
($13,339.00 EACH, PLUS $450.00 FREIGHT), TO BE INSTALLED ON METRA HYBRID BUSES.
WHEREAS, the new fareboxes accept a wider variety of bus fare payment options
(i.e. cash, swipe card, and credit card) and will improve operations and
security, and;
WHEREAS, the new equipment will be used in conjunction with the GFI Genfare
Odyssey electronic validating farebox system which was purchased in 2009, per
Resolution #386-09. Consequently, the vendor is considered an only known
source for the new equipment.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase of four (4)
Odyssey electronic validating fareboxes from GFI Genfare (Elk Grove Village,
IL), in the amount of $53,806.00 ($13,339.00 each, plus $450.00 Freight), to be
installed on METRA Hybrid buses Funds are budgeted in the FY16 Budget:
Transportation Fund ? Transportation ? METRA/T-SPLOST ? Buses; 0751 ? 610 ?
2500 ? MTSP ? 7724.
__________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of __________, 2016 and adopted at said meeting by the
affirmative vote of ____________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO. _____
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) 2016 BRAUN/DODGE
ENTERVAN/GRAND CARAVAN SE FROM NATIONAL BUS SALES & LEASING (MARIETTA, GA), AT
A UNIT PRICE OF $37,225.00.
WHEREAS, the vehicle was approved in the 2016 Budget and will be used by METRA
Department of Transportation staff to transport transit customers using fixed
route or paratransit service. This is a new unit.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) 2016
Braun/Dodge Entervan/Grand Caravan SE from National Bus Sales & Leasing
(Marietta, GA), at a unit price of $37,225.00. Funds are budgeted in the FY16
Budget as follows: Transportation Fund ? Transportation ? FTA ? Automobiles;
0751-610-2400-MFTA-7721. This purchase is funded: 80% Federal, 10% State and
10% Local.
__________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the______ day of ____________, 2016 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
ITEM C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH
EARTH-SCAPES, INC. (PHENIX CITY, AL) IN THE AMOUNT OF $88,859.00 FOR STRIPING
AT FRONT AVENUE FROM 13TH STREET TO 14TH STREET.
WHEREAS, the work includes grading complete, roadway items, pavement
marking and striping and erosion control; and,
WHEREAS, per Resolution #64-15, Council authorized the execution of a contract
with Earth-Scapes for the construction of the Riverwalk Plaza located on 14th
Street between Broadway and the 14th Street Bridge. The Riverwalk Plaza and
Front Avenue striping projects are in close proximity. Earth-Scapes crews are
already on-site at the Riverwalk Plaza, which will allow continuity between the
two projects. Therefore, Earth-Scapes is considered an only known source for
the Front Avenue Striping project.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute a construction
contract with Earth-Scapes, Inc. (Phenix City, AL) in the amount of $88,859.00
for striping at Front Avenue from 13th Street to 14th Street. Funds are
available in the FY16 Budget: Special Project Capital Project Fund ? Paving
Fund Supported - Road Improvements ? Front Avenue Reconnection Project;
0508-660-3000-CPPF-7643-21091-20160.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2016 and adopted at said meeting
by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM D?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING PAYMENT TO MAINLINE INFORMATION SYSTEMS (TALLAHASSEE,
FL), IN THE AMOUNT OF $51,312.89, FOR THE IBM SMARTCLOUD NOTES SUBSCRIPTION AND
SUPPORT ANNUAL LICENSE RENEWAL; AND APPROVE PAYMENT FOR FUTURE ANNUAL LICENSE
RENEWALS.
WHEREAS, currently the Columbus Consolidated Government uses IBM email and
calendaring, as well as, IBM Lotus Notes. IBM Smartcloud Notes is the current
product for email, calendaring, and related Lotus Notes services and was
previously called iNotes. The current license renewal will cover maintenance
support for a twelve-month period, beginning April 1, 2016 through March 31,
2017; and,
WHEREAS, IBM is the developer of the software. Mainline is a partner
of IBM providing the maintenance and support services. Therefore, Mainline is
considered an only known source per the Procurement Ordinance, Section 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Mainline
Information Systems (Tallahassee, FL), in the amount of $51,312.89, for the IBM
Smartcloud Notes Subscription and Support annual license renewal; the City
Manager is further authorized to make payment to the vendor for future annual
license renewals. Funds are budgeted in the FY16 Budget: General Fund -
Information Technology ? Software Lease; 0101-210-1000-ISS-6541 for the license
renewal fee currently due. Funds will budgeted each fiscal year, in the
Information Technology budget, for future license renewals.
____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of __________________, 2016 and adopted at said meeting
by the affirmative vote of ____________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXPENDITURE OF APPROPRIATED FUNDS TO WELLS FARGO
BANK, N.A. FOR THE PROVISION OF PRINTING, POSTAGE AND MAIL PROCESSING SERVICES
OF MOTOR VEHICLE REGISTRATION RENEWAL NOTICES FOR THE TAX COMMISSIONER. THE TAX
COMMISSIONER ESTIMATES APPROXIMATELY $45,000 WILL BE EXPENDED ANNUALLY FOR
THESE SERVICES.
WHEREAS, the Georgia Department of Revenue (DOR) has awarded Wells Fargo Bank,
N.A. the statewide contract through June 30, 2018. The firm will provide
printing, postage and mail processing services of motor vehicle registration
renewal notices for all GRATIS counties. Due to the volume generated by all
GRATIS counties, the contract provides the lowest cost compared to similar
services contracted to vendors in each county.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to expend the appropriated funds to
Wells Fargo Bank, N.A. for the estimated annual cost of $45,000, for the
provision of printing, postage and mail processing services of motor vehicle
registration renewal notices for the Tax Commissioner. Funds are budgeted each
fiscal year for this on-going expense: Tax Commissioner - Contractual Services;
0101-560-1000-TAXC-6319.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of __________________, 2016 and adopted at said meeting
by the affirmative vote of ____________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
"ITEM F?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH
CRAWFORD GRADING AND PIPELINE, INC. (LUTHERSVILLE, GA) IN THE AMOUNT OF
$629.934.06 FOR THE CONSTRUCTION OF PUMP STATION #1 AT PINE GROVE LANDFILL.
WHEREAS, the project consists of providing all labor, materials, tools,
equipment, services, and incidentals and performing all work required to,
construct complete in place, and ready to operate: new duplex submersible lift
station, new submersible lift station, approximately 140 LF of 4-inch by 8-inch
dual-contained HDPE forcemain, approximately 1,240 LF of 2-inch HDPE forcemain,
220 LF of 8-inch HDPE gravity line, valves, controls, and associated
appurtenances, 250 square yards of gravel pavement, removal and replacement of
approximately 25 square yards of asphalt pavement, approximately 27 square
yards of reinforced concrete pavement, concrete swale, chain-link fence and
swing gate, bypass pumping, selective demolition and repair of existing lift
station and utilities, and erosion and sedimentation control items.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute a construction
contract with Crawford Grading and Pipeline, Inc. (Luthersville, GA) in the
amount of $629,934.06 for the construction of pump station #1 at Pine Grove
Landfill. Funds are budgeted in the FY16 Budget: Integrated Waste Fund ?
Capital Projects ? General Construction ? Pine Grove Pump;
0207-660-4000-CPIW-7661-20732-20150.
__________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2016 and adopted at said meeting
by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM G?
A RESOLUTION
NO.________
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH HUCKABY
BROTHERS FLOOR COVERING (PHENIX CITY, AL) FOR CARPET. THE FACILITIES
MAINTENANCE DIVISION HAS BUDGETED $55,000.00 FOR CARPET.
WHEREAS, the Facilities Maintenance Division will procure the carpet
(roll and tile) and installation services, on an as-needed basis, for various
offices at the Government Center and other City facilities. The carpet will be
for replacement and new carpet installations resulting from building
renovations; and,
WHEREAS, the initial term of the contract shall be for two (2) 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.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute an annual
contract with Huckaby Brothers Floor Covering (Phenix City, AL) for carpet.
Funds are budgeted each fiscal year for this ongoing expense for various
departments: General Fund ? Public Services ? Other Maintenance & Repairs ?
Building Maintenance ? Parks & Recreation, Public Safety and General
Government: 0101-260-3710-REPA-6527, 6528 and 6529.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2016 and adopted at said meeting
by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM H?
A RESOLUTION
NO._________
A RESOLUTION AUTHORIZING THE PURCHASE OF FIFTY (50) TASERS, PLUS
RELATED SUPPLIES, TO INCLUDE: HOLSTERS, BATTERY PACKS, AND TASER CARTRIDGES,
FROM TASER INTERNATIONAL (SCOTTSDALE, ARIZONA), IN THE AMOUNT OF $53,192.75.
WHEREAS, the Tasers and related supplies will be issued to new officers
or used as replacement equipment for current officers. The Police Department
will use the Tasers as an additional tool in the Less Lethal Program. Tasers
provide an option that could prevent the necessity for ?deadly force,? thereby
possibly preventing serious injury to an officer, or a citizen taken into
custody; and,
WHEREAS, Taser International is the manufacturer of the Taser.
Therefore, this purchase is considered an only know source procurement, per the
Procurement Ordinance, Section 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase fifty (50)
Tasers, plus related supplies, to include: holsters, battery packs, and Taser
cartridges, from Taser International (Scottsdale, Arizona), in the amount of
$53,192.75. Funds are available in the FY16 Budget: General Fund ? Police ?
Support Services ? Capital Expenditures Under $5,000; 0101 ? 400 ? 2200 ? STAF
? 7763.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the ______ day of_____________, 2016 and adopted at said meeting by the
affirmative vote of _______ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM I?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) MOBILE/AUTOMATIC
LICENSE PLATE READERS, FROM MADDEN AND ASSOCIATES (BRASELTON, GA), IN THE
AMOUNT OF $40,960.00. THE PURCHASE WILL BE ACCOMPLISHED BY COOPERATIVE
PURCHASING VIA GSA FEDERAL CONTRACT, SCHEDULE 84, CONTRACT #GS-07F-0004Y.
WHEREAS, the mobile/automatic license plate reader is an image-processing
technology used to identify vehicles by their license plates. The Police
Department will mount the system on pursuit vehicles to expedite the
identification of stolen cars, expired car tags and wanted individuals; and,
WHEREAS, ELSAG is the manufacturer of the mobile/automatic license plate
readers and was awarded GSA Contract #GS-07F-0004Y . Madden and Associates is
the authorized dealer in Georgia for ELSAG .
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase two (2)
mobile/automatic license plate readers, from Madden and Associates (Braselton,
GA), in the amount of $40,960.00. The purchase will be accomplished by
cooperative purchasing via GS federal contract, Schedule 84, contract
#GS-07F-0004Y. Funds are available in the FY16 Budget: General Fund ? Police
? Field Operations - Capital Expend/Over $5,000; 0101 ? 400 ? 2300 ? FILD ?
7761.
________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of __________________, 2016 and adopted at said meeting by
the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM J?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING THE PURCHASE OF FIFTY MS SURFACE PRO TABLETS
AND ACCESSORIES, FROM CDW-G (VERNON HILLS, IL) IN THE AMOUNT OF $51,495.50.
THE PURCHASE WILL BE ACCOMPLISHED, BY COOPERATIVE PURCHASE, VIA NATIONAL JOINT
POWERS ALLIANCE (NJPA), CONTRACT #100614-CDW-G.
WHERAS, the large computer tablets will be utilized by Investigators in the
Police Department?s, Field Operations Division, who do not currently have
computers available for use in their city vehicles. The division has gone to
a paperless system thereby requiring computers to perform their day to day
duties. Surface Pro units would allow Investigators to begin their initial
police report in the RMS system, take witness statements, photographs, and
allow for videotaping of statements in the field. Currently, under the old
system, Investigators are required to bring all witnesses down to headquarters
in order to obtain an official statement.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase fifty MS Surface
Pro tablets and accessories, from CDW-G (Vernon Hills, IL) in the amount of
$51,495.50. The purchase will be accomplished, by cooperative purchasing, via
National Joint Powers Alliance (NJPA), Contract #100614-CDW-G. Funds are
budgeted in the FY16 Budget: General Fund ? Police ? Investigative Services -
Computer Equipment; 0101 ? 400 ? 3320 ? INVS - 7751.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2016 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM K?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH YATES
INSURANCE AGENCY, INC. D/B/A YATES, WOOLFOLK & TURNER INSURANCE (COLUMBUS, GA)
FOR CONSULTING AND INSURANCE BROKERAGE SERVICES TO REPRESENT COLUMBUS
CONSOLIDATED GOVERNMENT IN VARIOUS INSURANCE MARKETS.
WHEREAS, an RFP was administered (RFP No. 16-0004) and proposals were received
from three offerors; and,
WHEREAS, the proposal submitted by Yates Insurance Agency, Inc. d/b/a
Yates, Woolfolk & Turner Insurance met all proposal requirements and was
evaluated most responsive to the RFP; and,
WHEREAS, the contract period will be for one (1) year with the option to renew
for four (4) additional twelve-month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute an annual contract with
Yates Insurance Agency, Inc. d/b/a Yates, Woolfolk & Turner Insurance
(Columbus, GA) for consulting and insurance brokerage services to represent
Columbus Consolidated Government in various insurance markets. Funds are
budgeted each fiscal year for this ongoing service: Risk Management Fund ?
Human Resources ? Unfunded Claims ? Property & Casualty Insurance;
0860-220-3830-RISK-6611.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the ______ day of ______________, 2016 and adopted at said meeting by the
affirmative vote of _____ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
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