Agenda Item # 3
Columbus Consolidated Government
Council Meeting
June 7, 2016
Agenda Report # 131
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) SECURITY SURVEILLANCE EQUIPMENT ? PUBLIC WORKS AND MISCELLANEOUS LOCATIONS
(ANNUAL CONTRACT) ? RFP NO. 16-0006
It is requested that Council authorize the annual contract with AdaptToSolve
(LaGrange, GA) to provide security surveillance equipment for the Department of
Public Works and other miscellaneous locations of the Columbus Consolidated
Government. The contract requires the Contractor to provide new equipment,
replacement equipment and maintenance as needed, as well as, maintain an
up-to-date list of all equipment installed, per location. Quotes will be
obtained from the successful vendor, as needed, for other departments.
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.
Annual Contract History:
The current five-year contract with Columbus Fire & Safety Equipment Co., Inc.
was awarded on March 23, 2010 (Resolution No. 104-10), to provide security
surveillance equipment for the Public Works Department.
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on September 23, 2015. This RFP has been
advertised, opened and evaluated. Proposals were received on October 30, 2015
from the following vendors:
AdaptToSolve, Inc. (LaGrange, GA)
Columbus Fire & Safety Equipment Co., Inc. (Columbus, GA)
G & G Electronics (Fortson, GA)
Lightspeed Datalinks (Columbus, GA)
Tyco Integrated Security (Doraville, GA)
The following events took place after receipt of proposals:
RFP MEETINGS/EVENTS
Description Date Held Agenda/Action
Pre-Evaluation Meeting
12/15/2015 Purchasing advised evaluation committee members of the RFP rules and
process. Project Managers provided overview and expectations of the contracted
vendor(s). Proposals were disbursed to each committee member to review.
1st Evaluation Meeting 01/11/2016 Discussed each of the five proposals received.
Committee members voiced questions which required clarification from each
vendor.
2nd Evaluation Meeting 02/10/2016 Discussed vendor responses to requested
clarifications. Committee needed one additional clarification from all vendors.
Evaluation forms 02/19/2016 Vendor responses to final question and evaluation forms
forwarded to all voters.
Evaluation forms completed 05/17/2016 Evaluation forms were completed and returned to
Purchasing for compilation results.
Evaluation Results 05/18/2016 Results were sent to Evaluation Committee members.
Recommendation received 05/18/2016 Evaluation committee voted to award to highest ranked
vendor.
Evaluation Committee:
Proposals were reviewed by the Evaluation Committee members, which consisted of
one representative from Parks and Recreation, one representative from Pine
Grove Landfill, one representative from Facilities Maintenance, one
representative from Oxbow Meadows Inert Landfill, and one representative from
the Muscogee County Sheriff?s Office, who served as voting members. The
committee also consisted of one non-voting advisory member from Fleet
Management.
Award Recommendation:
The evaluation committee deemed the proposal from AdaptToSolve, most responsive
to the RFP specifications. Therefore, the Evaluation Committee, as reflected
by their comments provided below, recommends award of the contract to
AdaptToSolve for the following reasons:
? AdaptToSolve provides services to businesses and governments. Their key
personnel have been with the company over 10 years and have Bachelor degrees.
Their other employees have over 20 years? experience. Their employees have the
experience needed for this job.
? This company provides services to numerous clients in our area including
Muscogee County Prison and Columbus State. Their client history includes the
installation of cameras, intercom and control boards and access control systems
in Troup County Government, Sheriff, and Jail.
? AdaptToSolve currently works with many branches of the Columbus Consolidated
Government. ATS stocks most equipment utilized. This vendor has a very good
reputation throughout the City departments who currently are contracted with
them. The City has utilized them to correct several security issues within the
Government Center. They were the only company to make the suggestion that they
would work towards a central location for our monitoring, which indicates they
are a proactive company and not a reactive company.
? Their service plan seemed to be designed for us and our needs now with goals
for the future.
? AdaptToSolve came in with the most competitive cost proposal. This vendor
also has the best package for an all-inclusive system for the future.
Vendor(s) Experience and Qualifications:
AdaptToSolve, Inc. was separately incorporated to specialize in Digital
Surveillance and Access in 2005.
? Key Personnel:
o Jake Hagler, Account Manager ? Has been with AdaptToSolve for ten years and
is completely familiar with the equipment and installation methodology, as well
as, being low voltage certified. Mr. Hagler will inspect the installation and
assure that it is to code and meets all specs.
- Bachelors of Science, Computer Science, Columbus State University (2010)
- Georgia Unlimited Low Voltage Certification #LVU40651 Expires 8/31/2017
- Integral/Pelco Digital Sentry Certified.
o Ben Edge, Project Manager ? Heads up AdaptToSolve?s Columbus business. Mr.
Edge has managed many projects in and around the Columbus area. Mr. Edge
recently oversaw a ninety camera installation in the Muscogee County Prison.
- Local to Columbus, Georgia.
- Nicet Level I certified.
o Jeff Battle, Network Administrator ? Has been with AdaptToSolve since its
inception and was with AdaptToSolve?s predecessor organization before that.
Mr. Battle has been involved in the technology business since 1991. Mr. Battle
will handle the networking and wireless technology required by the project.
- Bachelors of Science, Industrial Design, Auburn University 1989.
- Associate, Pre-Engineering, Snead State Junior College 1983.
? Local Columbus Staff:
o AdaptToSolve currently has four (4) technicians living and stationed in the
Columbus area.
? Previous Experience/Client Work History:
o West Georgia Health Systems (LaGrange, GA) ? WGHS is a long term customer.
AdaptToSolve has been supporting their systems for years and is currently in
the process of upgrading them. They have locations throughout Troup and the
surrounding counties that are all centrally administered.
o Troup County Government (LaGrange, GA) ? AdaptToSolve installed and supports
Surveillance, Access Control and Panic Alarms throughout the Government
Center. Troup County has many locations and AdaptToSolve is currently working
with them on the Fire Alarm, Surveillance, Access Control and Intrusion
Detection at their new Library.
o Troup County Sheriff Office and Jail Complex (LaGrange, GA) ? AdaptToSolve
handles all the Surveillance, Access Control, Intercoms and Control Boards
throughout the Sheriff Office and Jail.
o Muscogee County Prison ? AdaptToSolve recently upgraded the camera system
inside the prison. The system is viewed from approximately 8 Control Stations
and Monitored 24/7.
o Columbus State University (Columbus, GA) ? Maintenance and new install on the
surveillance systems.
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 will be budgeted each fiscal year for this ongoing expense: Integrated
Waste Management Fund ? Public Services ? Pine Grove landfill ? Contractual
Services, 0207-260-3560-PGRO-6319; General Fund ? Public Services ? Fleet
Management ? Contractual Services, 0101-260-2300-VHCL-6319; and other various
department and project budgets.
* * * * * *
(B) INMATE SUPPLIES (ANNUAL CONTRACT) - RFB NO. 16-0027
It is requested that Council approve the purchase of inmate supplies from ICS
Jail Supplies, Inc. (Waco, TX), Charm-Tex (Brooklyn, NY), Americare Products,
Inc. (Woodinville, WA), Uniforms Manufacturing, Inc. (Scottsdale, AZ) and Bob
Barker Company (Fuquary Varina, NC), for the estimated annual contract value of
$181,008.60. The supplies consist of mattresses, linen, clothing, toiletries
and dinnerware. The inmate supplies will be purchased by Muscogee County Jail
and Muscogee County Prison on an "as needed" basis.
The contract term will be for two years with the option to renew for three
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 City?s website and the Georgia
Procurement Registry on March 10, 2016. Bid responses were received on April
6, 2016 from the following vendors: Uniforms Manufacturing, Inc. (Scottsdale,
AZ), ICS Jail Supplies, Inc. (Waco, TX), Georgia Correctional Industries
(Decatur, GA), Cornerstone Detention Products, Inc. (Madison, AL), Charm-Tex
(Brooklyn, NY), Tabb Textile Co., Inc. (Opelika, AL), Americare Products, Inc.
(Woodinville, WA), Nashville Medical & EMS Products, Inc. (Springfield, TN) and
Bob Barker Company, Inc. (Fuquay-Varina, NC). This bid has been advertised,
opened and reviewed. See the attached recommended bidders per line item:
Funds are budgeted each fiscal year for this ongoing expense: General Fund -
Muscogee County Jail - Operating Materials; 0101-550-2600-JAIL-6728; and
General Fund - Muscogee County Prison ? Operating Materials;
0101-420-1000-MCCI-6728.
* * * * * *
(C) ROOF REPLACEMENT AT FIRE STATION 4 ? RFB NO. 16-0034
It is requested that Council authorize the execution of a construction contract
with Lott Sheet Metal, Inc. (Columbus, GA) in the amount of $96,505.00 for
roofing services. Lott Sheet Metal, Inc. will provide all labor, equipment and
materials to install a new thermoplastic polyolefin (TPO) roof system at Fire
Station 4, which is located at 200 N. Oakley Drive.
Bid specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on April 18, 2016. A mandatory pre-bid
conference/site visit was held on May 3, 2016; eight (8) contractors were
represented at the pre-bid conference/site visit. Three (3) bids were received
on May 25, 2016. This bid has been advertised, opened and reviewed. The
bidders were:
CONTRACTORS TOTAL BID
Lott Sheet Metal, Inc.
(Columbus, GA) $ 96,505.00
Core Roofing Systems
(Alpharetta, GA) 126,358.00
S. Garrett and Company
(Carrollton, GA) 141,993.00
Funds are budgeted in the FY16 Budget: LOST-Infrastructure ? Public Works ?
Building Maintenance & Repair ? Fire Station 4 Roof;
0109-260-9901-LOST-6521-96043-20160.
(D) ADDITIONAL ENGINEERING SERVICES FOR FORREST ROAD IMPROVEMENTS
It is requested that Council authorize the procurement of engineering services
from W. K. Dickson (Charlotte, NC), in the amount of $181,197.68, for
additional engineering services related to the Forrest Road Improvements
project, and for any additional unforeseen work related to the project.
Per Resolution #276-06 (as a result of RFP No. 06-0010), W.K. Dickson was one
of three firms under annual contract, from 2006 ? 2011, to perform engineering
services on an as needed basis. While under contract, W.K. Dickson became the
engineer of record for the Forrest Road Improvement project. The annual
contract has expired; W.K. Dickson was not one of the awarded vendors as a
result of the new contract. However, additional services are required on the
project to address the final construction documents; assistance with the bid
phase and construction phase of the project; plan updates for right-of-way
acquisition, erosion and sediment control per the new State NPDES Storm Water
permit; and any additional unforeseen work related to the project.
To maintain continuity of the project, it is recommended that W.K. Dickson
perform the additional services, since the firm is the Engineer of record for
the project.
Funds are available in the FY16 Budget: 1999 Sales Tax Project Fund ? 1999
SPLOST ? 99 SPLOST Road/Bridge/Street ? Engineering/Architect Services ?
Forrest Road: Macon/Woodruff Farm; 0540-695-2126-TXRB-6338-53008 20020.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH ADAPTTOSOLVE
TO PROVIDE SECURITY SURVEILLANCE EQUIPMENT AND MAINTENANCE SERVICES FOR THE
PUBLIC WORKS DEPARTMENT AND MISCELLANEOUS LOCATIONS OF THE COLUMBUS
CONSOLIDATED GOVERNMENT.
WHEREAS, an RFP was administered (RFP 16-0006) and five proposals were received
from qualified offerors; and,
WHEREAS, the proposal submitted by AdaptToSolve 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
AdaptToSolve for the provision of security surveillance equipment and
maintenance services for the Public Works Department and various departments.
Funds will be budgeted each fiscal year for this ongoing expense: Integrated
Waste Management Fund ? Public Services ? Pine Grove landfill ? Contractual
Services, 0207-260-3560-PGRO-6319; General Fund ? Public Services ? Fleet
Management ? Contractual Services, 0101-260-2300-VHCL-6319; and other various
department and project budgets.
_____________
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 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 INMATE SUPPLIES FROM ICS JAIL
SUPPLIES, INC. (WACO, TX), CHARM-TEX (BROOKLYN, NY), AMERICARE PRODUCTS, INC.
(WOODINVILLE, WA), UNIFORMS MANUFACTURING, INC. (SCOTTSDALE, AZ) AND BOB BARKER
COMPANY (FUQUARY VARINA, NC), FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF
$181,008.60.
WHEREAS, the supplies consist of mattresses and linen, clothing, toiletries and
dinnerware, and will be purchased by Muscogee County Jail and Muscogee County
Prison on an "as needed" basis; and,
WHEREAS, the contract term will 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 inmate supplies from ICS
Jail Supplies, Inc. (Waco, TX), Charm-Tex (Brooklyn, NY), Americare Products,
Inc. (Woodinville, WA), Uniforms Manufacturing, Inc. (Scottsdale, AZ) and Bob
Barker Company (Fuquary Varina, NC), for the estimated annual contract value of
$181,008.60. Funds are budgeted each fiscal year for this ongoing expense:
General Fund - Muscogee County Jail - Operating Materials;
0101-550-2600-JAIL-6728; and General Fund - Muscogee County Prison ? Operating
Materials; 0101-420-1000-MCCI-6728.
_______________
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 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 THE EXECUTION OF A CONSTRUCTION CONTRACT WITH LOTT
SHEET METAL, INC. (COLUMBUS, GA) IN THE AMOUNT OF $96,505.00 FOR ROOFING
SERVICES.
WHEREAS, Lott Sheet Metal, Inc. will provide all labor, equipment and materials
to install a new thermoplastic polyolefin (TPO) roof system at Fire Station 4,
which is located at 200 N. Oakley Drive.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a construction contract
with Lott Sheet Metal, Inc. (Columbus, GA) in the amount of $96,505.00 for
roofing services. Funds are budgeted in the FY16 Budget: LOST-Infrastructure
? Public Works ? Building Maintenance & Repair ? Fire Station 4 Roof;
0109-260-9901-LOST-6521-96043-20160.
______________
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 Garrett 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 THE PROCUREMENT OF ENGINEERING SERVICES FROM W. K.
DICKSON (CHARLOTTE, NC), IN THE AMOUNT OF $181,197.68, FOR ADDITIONAL
ENGINEERING SERVICES RELATED TO THE FORREST ROAD IMPROVEMENTS PROJECT, AND FOR
ANY ADDITIONAL UNFORESEEN WORK RELATED TO THE PROJECT.
WHEREAS, per Resolution #276-06 (as a result of RFP No. 06-0010), W.K.
Dickson was one of three firms under annual contract, from 2006 ? 2011, to
perform engineering services on an as needed basis. While under contract, W.K.
Dickson became the engineer of record for the Forrest Road Improvement project;
and,
WHEREAS, the annual contract has expired; W.K. Dickson was not one of
the awarded vendors as a result of the new contract. However, additional
services are required on the project to address the final construction
documents; assistance with the bid phase and construction phase of the project;
plan updates for right-of-way acquisition, erosion and sediment control per the
new State NPDES Storm Water permit; and any additional unforeseen work related
to the project; and,
WHEREAS, to maintain continuity of the project, it is recommended that
W.K. Dickson perform the additional services, since the firm is the Engineer of
record for the project.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to procure engineering services from
W. K. Dickson (Charlotte, NC), in the amount of $181,197.68, for additional
engineering services related to the Forrest Road Improvements project, and for
any additional unforeseen work related to the project. Funds are available in
the FY16 Budget: 1999 Sales Tax Project Fund ? 1999 SPLOST ? 99 SPLOST
Road/Bridge/Street ? Engineering/Architect Services ? Forrest Road:
Macon/Woodruff Farm; 0540-695-2126-TXRB-6338-53008 20020.
___________________
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 Garrett 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
Attachments