Agenda Item # 1
Columbus Consolidated Government
Council Meeting
September 12, 2017
Agenda Report # 29
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) 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 Datamatx, Inc. (Atlanta, GA) for the provision of printing, postage
and mail processing services of motor vehicle registration renewal notices.
The Tax Commissioner estimates approximately $55,000 will be expended annually
for these services.
The Georgia Department of Revenue (DOR) has awarded Datamatx, Inc. the
statewide contract through June 30, 2018, with the option of four (4) one-year
renewals. 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.
* * * * * * * *
(B) REMOVAL AND INSTALLATION/PROGRAMMING SERVICES OF COMPUTERS FOR
POLICE PURSUIT VEHICLES
It is requested that Council approve computer removal and
installation/programming services from Motorola Solutions (Chicago, IL) in the
amount of $93,032.00.
Motorola will remove old outdated MDT computers from 116 existing pursuit
vehicles, and install/program new, updated computers for the same pursuit
vehicles utilized by the Police Department. Per Resolution No. 431-00 (RFP No.
00-0022), Council awarded a contract to Motorola to provide mobile data
terminals for Public Safety departments. As a result, Motorola provided and
installed the MDTs at that time. The old computers are now outdated and must
be replaced with newer equipment that will support the new Operating System
requirements, in order to continue utilizing various software packages. The
new computers have been purchased from Virtucom, the City?s annual contracted
vendor for computer equipment. However, Motorola Solutions must perform the
removal of the old computers and installation/programming of the new computers
due to the proprietary software and systems provided by Motorola.
Funds are budgeted in the FY18 Budget: OLOST/Public Safety Fund ? Police ?
Public Safety/OLOST ? Computer Equipment; 0102 ? 400 ? 9900 ?LOST -7751.
* * * * * * * *
(C) BUSINESS LINES AGREEMENT WITH AT&T
It is requested that Council approve a business lines agreement with AT&T
(Atlanta, GA) at a cost of $35.00 per business phone line, including applicable
regulatory fees and taxes, and authorize the City Manager to sign all related
documents for this agreement. The agreement will be for 36 months.
This agreement is necessary to regulate and reduce the cost of the City?s
business phone lines. The new agreement will cost the City $35.00, plus fees,
per line. Currently, the cost ranges from $35.00 to over $150.00 per line.
This agreement will include a minimum of one hundred (100) business lines.
Funds will be budgeted throughout the term of the agreement as follows:
General Fund ? Information Technology ? Telephone; 0101 -210 -1000 ?ISS ? 6621.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXPENDITURE OF APPROPRIATED FUNDS TO DATAMATX,
INC. FOR THE PROVISION OF PRINTING, POSTAGE AND MAIL PROCESSING SERVICES OF
MOTOR VEHICLE REGISTRATION RENEWAL NOTICES FOR THE TAX COMMISSIONER, FOR THE
ESTIMATED CONTRACT VALUE OF $55,000. THE PURCHASES WILL BE MADE VIA GEORGIA
DEPARTMENT OF REVENUE CONTRACT 47400-0000069-001 THROUGH JUNE 30, 2018, AND ANY
ADDITIONAL CONTRACT RENEWALS AWARDED BY THE STATE.
WHEREAS, the Georgia Department of Revenue (DOR) has awarded Datamatx, Inc. the
statewide contract through June 30, 2018, with the option of four (4) one-year
renewals. 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
Datamatx, Inc. for the estimated annual cost of $55,000, for the provision of
printing, postage and mail processing services of motor vehicle registration
renewal notices for the Tax Commissioner, via Georgia DOR Contract,
47400-0000069-001, through June 30, 2018, and any additional contract renewals
awarded by the State. 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 ____________, 2017 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett 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 COMPUTER REMOVAL AND
INSTALLATION/PROGRAMMING SERVICES FROM MOTOROLA SOLUTIONS (CHICAGO, IL) IN THE
AMOUNT OF $93,032.00.
WHEREAS, Motorola will remove old outdated MDT computers from 116 existing
pursuit vehicles, and install/program new, updated computers for the same
pursuit vehicles utilized by the Police Department; and,
WHEREAS, per Resolution No. 431-00 (RFP No. 00-0022), Council awarded a
contract to Motorola to provide mobile data terminals for Public Safety
departments. As a result, Motorola provided and installed the MDTs at that
time. The old computers are now outdated and must be replaced with newer
equipment that will support the new Operating System requirements, in order to
continue utilizing various software packages; and,
WHEREAS, the new computers have been purchased from Virtucom, the City?s annual
contracted vendor for computer equipment. However, Motorola Solutions must
perform the removal of the old computers and installation/programming of the
new computers due to the proprietary software and systems provided by Motorola.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase computer removal
and installation/programming services from Motorola Solutions (Chicago, IL) in
the amount of $93,032.00. Funds are budgeted in the FY18 Budget: LOST/Public
Safety Fund ? Police ? Public Safety/LOST ? Computer Equipment; 0102 ? 400 ?
9900 ?LOST -7751.
___________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2017 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett 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 A BUSINESS LINES AGREEMENT WITH AT&T (ATLANTA,
GA) AT A COST OF $35.00 PER BUSINESS PHONE LINE, INCLUDING APPLICABLE
REGULATORY FEES AND TAXES AND AUTHORIZE THE CITY MANAGER TO SIGN ALL RELATED
DOCUMENTS FOR THIS AGREEMENT. THE AGREEMENT WILL BE FOR 36 MONTHS.
WHEREAS, this agreement is necessary to regulate and reduce the cost of the
City?s business phone lines. The new agreement will cost the City $35.00, plus
fees, per line. Currently, the cost ranges from $35.00 to over $150.00 per
line; and,
WHEREAS, this agreement will include a minimum of one hundred (100) business
lines.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into a business
lines agreement with AT&T (Atlanta, GA) at a cost of $35.00 per business phone
line, including applicable regulatory fees and taxes and the City Manager is
authorized to sign all related documents for this agreement. The agreement
will be for 36 months. Funds will be budgeted throughout the term of the
agreement as follows: General Fund ? Information Technology ? Telephone; 0101
-210 -1000 ?ISS ? 6621.
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2017 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett 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
Attachments
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