Agenda Item #______
Columbus Consolidated Government
Council Meeting
March 24, 2015
Agenda Report #_____
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) EMERGENCY NOTIFICATION SYSTEM ANNUAL PAYMENT
It is requested that Council approve the contract agreement with Emergency
Communications Network, LLC, to continue providing emergency notification to
households in Columbus, Georgia, and CCG employees, for the amount of
$32,000.00 annually. The agreement will cover the period beginning July 1,
2014 for one year, with the option for two additional years.
Per Resolution 268-13, Council approved the emergency notification system
(CODERED), provided by Emergency Communications Network, LLC, for one year,
with the option for two additional years. The system enabled the City to
provide emergency notification to employees and citizens, telephonically,
resulting in increased safety and response planning for emergency situations,
such as natural disasters.
Funds are budgeted in the FY15 budget: General Fund ? Contingency;
0101-590-2000-CONT-9801. Funding will be budgeted for the subsequent two-year
terms of the contract.
* * * * * *
(B) HEATING & REFRIGERATION SUPPLIES (ANNUAL CONTRACT) ? RFB NO. 15-0023
It is requested that Council approve the purchase of heating and refrigeration
supplies, on an ?as needed basis?, from Refrigeration Supplies, Inc., D/B/A
Johnstone Supply, for the estimated annual contract value of $10,202.73.
Heating and refrigeration supplies will be used for maintenance purposes and
installation at City facilities.
The contract period will be for one (1) year with the option to renew for four
(4) additional twelve-month periods.
Bid specifications were posted on the web pages of the Purchasing Division and
Georgia Procurement Registry. Two bids were received on February 25, 2015.
This bid has been advertised, opened and reviewed. The bidders were:
VENDOR Vendor discount for non-listed items Estimated Annual Contract Value
1. Refrigeration Supplies, Inc., D/B/A Johnstone Supply (Columbus, GA) 55% $
10,202.73
2. Trane Parts Columbus (Columbus, GA) 50% $ 13,855.57
Funds are budgeted each fiscal year for this on-going expense: General Fund -
Public Services ? Other Maintenance/Repairs ? Building Maintenance: Parks &
Recreation, Public Safety, and General Government; 0101-260-3710-REPA-6527,
6528 and 6529.
* * * * * *
(C) WORKERS? COMPENSATION EXCESS COVERAGE AND LOSS CONTROL
SERVICES (NAME CHANGE)
It is requested that Council amend Resolution #68-14 (approved February 11,
2014) to change the name of the awarded vendor from Public Risk Underwriters of
Georgia, Inc., (Peachtree Corners, GA) to Apex Insurance Agency, Inc., D/B/A
Apex Insurance Services (Norcross, GA), to continue providing services for
workers? compensation and loss control services.
The agreement for Workers? Compensation excess coverage and loss control
services was awarded to Public Risk Underwriters of Georgia, Inc., per
Resolution #68-14 on February 11, 2014. Per an agreement, effective March 3,
2015, Public Risk Underwriters of Georgia, Inc., changed the name of the firm
to Apex Insurance Agency, Inc., DBA Apex Insurance Services. The services
provided will remain the same.
The contract, currently in its first term, was awarded on March 1, 2014, for
two years, with the option to renew for three (3) additional twelve-month
periods. There will be no change to the end date of the contract term.
* * * * * *
(D) STONE (ANNUAL CONTRACT) ? RFB NO. 15-0020
It is requested that Council approve the purchase of stone from Columbus
Quarry, LLC, (Columbus, GA) on an ?as needed basis.? The annual estimated
contract value is $80,000, which is based on the average annual usage and the
amount budgeted by the Public Works Department. The Department uses
approximately two hundred tons of various grades of stone per month for
drainage ditches, parking lots and along right-of-ways around the City.
The contract term will be for one year, with the option to renew for four (4)
additional twelve-month periods. Contract renewal will be contingent upon the
mutual agreement of the City and the Contractor.
On January 12, 2015, bid specifications were posted on the City?s website and
Georgia Procurement Registry. One bid was received on February 4, 2015.
However, the bid was not opened. It was in the City?s best interest to extend
the bid due date until February 25, 2015 to allow for more competition. After
the extended due date, still only the one bid was received from Columbus
Quarry, LLC. This bid has been advertised, opened and reviewed. The bidder
was:
Funds are budgeted each fiscal year for this ongoing expense: Sewer
Fund-Public Services-Sewer Maintenance-Operating Materials,
0202-260-3210-SWRM-6728; Paving Fund-Public Services-Repairs and
Maintenance-Operating Materials, 0203-260-3110-REPR-6728; and other project
accounts as needed.
(E) REPAIR EXPENSES FOR SANITATION TRUCK
It is requested that Council approve payment to Yancey Brothers Company
(Atlanta, GA), in the amount of $31,039.14 for repairs performed on a
sanitation truck, Vehicle #6966.
The truck, utilized by the Sanitation Division for picking up waste, was
diagnosed with a damaged engine that required rebuilding. The Fleet Division
sent the vehicle out for repairs to Yancey Brothers, who is authorized to work
on caterpillar engines. It was unknown how much the repairs would cost until
the repairs were completed. The Fleet Division assumed the cost would be
similar to previous engines rebuilt by the vendor. However, due to major
engine component damages, the repair costs totaled to $31,039.14
Yancey Brothers is the authorized dealer in Georgia to sell and repair
Caterpillar engines. Therefore, the vendor is deemed an only known source per
the Procurement Ordinance, Article 3-114.
Funds are available in the FY15 Budget: Integrated Waste Fund ? Public Works ?
Sanitation - Auto Parts and Supplies; 0207-260-3510-GARB-6721.
* * * * * *
(F) ELECTRIC CARTS FOR THE CIVIC CENTER
It is requested that Council approve the purchase of two (2) electric carts
from Adrenalin Powersports, Inc., (Griffin, GA), in the amount of $36,969.76 (2
@ $18,484.88 each), by cooperative purchase, via National Joint Powers
Alliance, contract #090512-PSI.
The two electric carts, GEM e6S (6 passenger people movers), will be used at
the Civic Center to transport event patrons, needing assistance, to and from
their vehicles in the parking lot.
The Polaris GEM Carts, which are electrically powered, has been designated to
be the best fit for the intended use. GEM cars are powered by a battery system
that can be plugged into a standard 110-volt outlet. It takes approximately
six to eight hours to completely recharge a GEM. A GEM vehicle can get 30 to
45 miles on a single charge and can be plugged in virtually anywhere, at any
time, to top off the charge or completely charge the vehicle. GEM electric
cars emit no pollution, are quiet, and have no odor.
The purchase will be accomplished by cooperative purchase via Request for
Proposal (RFP) Contract #090512, initiated by the National Joint Powers
Alliance (NJPA), whereby Polaris Sales, Inc., was one of the successful vendors
contracted to provide Off-Road Vehicles & Watercraft & Related Equipment. The
contract, which commenced April 10, 2014, is good through April 9, 2018. The
National Joint Powers Alliance is a Service Cooperative created by Minnesota
Statute 123A.21. This statute was created in 1978 and revised in 1995 to allow
participating governmental and municipal agencies to reduce the cost of
purchased goods by leveraging their combined purchasing power. 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. The purchase will be made through
Adrenaline Powersports, who is an authorized dealer for Polaris.
The funding for this project is available from a donation from Georgia Power to
the City of Columbus in the amount of $100,000.
Funds are budgeted in the FY15 Budget: Special Project/Capital Project Fund ?
Capital Projects ? General Fund Supported Capital Projects ? Automobiles -
Georgia Power Donation for Electric Cars; 0508 ? 660 ? 1000 ? CPGF ? 7721 ?
22197 ? 20020.
* * * * * *
(G) MOBILE DATA COMPUTERS FOR POLICE DEPARTMENT
It is requested that Council approve the purchase of four (4) MW810 mobile data
computers from Motorola Solutions, Inc., in the amount of $22,984.00 ($5,746.00
each), by cooperative purchase utilizing State of Georgia (Georgia Technology
Authority) Contract # 980-2800008.
The new mobile data units will replace old MW800 mobile data computers
currently utilized by the Police Department. This purchase is part of an
on-going project aimed at equipping all appropriate public safety vehicles with
advanced technology, in order to maximize the efficiency of public safety
response calls, for service, from the public.
Funds are available in the FY15 Budget: Multi ? Government Project Fund ?
Police; 0216 ? 400. Funds in the amount of $20,000.00 will be reimbursed to
the City via the Georgia Association of Chiefs of Police (GACP) reimbursement
grant program.
* * * * * *
(H)(1) COMPUTER EQUIPMENT, SOFTWARE AND INSTALLATION SERVICES TO FACILITATE THE
RMS AND IASWORLD PROJECTS
It is requested that Council approve the purchase of computer hardware,
software and installation services from CDW-Government (Vernon Hills, IL), in
the amount of $473,107.84 to facilitate the RMS and IASWorld project; and
authorizing the City Manager to sign the Statement of Work for the project.
On February 26, 2013, per Resolution #74-13, City Council approved the RMS
project for the Columbus Police Department in order to electronically
streamline operations. On September 23, 2014, per Resolution #301-14, City
Council approved the IASWorld project as a replacement for the OASIS software.
In order to gain efficiency of scale, price, and to move towards a modern
server and storage solution, the hardware and licensing for both projects were
combined into a single installation and purchase. Pricing was prorated based
on the original specifications of each project with the RMS share being
$242,360.83 and the IAS World share being $230,747.01, for a total of both
projects being $473,107.84.
Various equipment and software for the project will be purchased via the
following cooperative purchase contracts:
-The Server software is being purchased under Federal GSA contract, Schedule
70, GS-35F-0195J.
-CISCO equipment is being purchased under Georgia Statewide Contract,
SWC # 99999-SPD-T20120501-0006.
-The storage solution is being purchased under Georgia Statewide Contract,
SWC # 99999-SPD-T20130221-0001.
-The desktop computers are being purchased under Georgia Statewide Contract,
SWC# 99999-SPD-T20120702-0005.
-The VMWare is being purchased under Georgia Statewide Contract,
SWC #99999-SPD-SPD0000060-0004.
-All other hardware and equipment is being purchased under National IPA
Technology Solutions, Contract #130733.
The RFP or Bid processes utilized by the above listed cooperatives, meet the
requirements of the City?s Procurement Ordinance; additionally, cooperative
purchasing is authorized per Article 9-101 of the Procurement Ordinance.
Installation will be performed by the hardware provider. The Statement of Work
for installation in the amount of $43,750.00 (which is already included in the
total project cost) requires 50% upon signing, and 50% upon completion of the
work.
Funding in the amount of $242,360.83, for the RMS portion of the project, is
budgeted in the FY15 Budget LOST-Public Safety Fund ? Police ? Public
Safety-LOST ? Capital expenditures ? over $5,000; 0102 ? 400 ? 9900 ?LOST ?
7761. Funding in the amount of $230,747.01, for the IASWorld portion of the
project, will be made available via the GMA Lease Purchase Program Fund 0542,
with the debt service paid by the OLOST-Infrastructure Fund 0109. The
supplemental lease of $200,000 in (H)(2) below was approved in the original
project budget for hardware. The original GMA lease for this project can
absorb the difference of $30,747.01 from project savings.
* * * * * * *
(H)(2) GMA LEASE AGREEMENT FOR COMPUTER EQUIPMENT, SOFTWARE AND INSTALLATION
SERVICES TO FACILITATE THE IASWORLD PROJECT
It is requested that Council authorize the City Manager to execute a Supplement
Lease, under the
GMA Direct Lease Program, for the purchase computer equipment, software and
installation services to facilitate the IASWorld project in the amount of
$200,000.00, as cited in (H)(1) above.
* * * * * * *
(I) MAINTENANCE, REPAIR & OPERATION (MRO), INDUSTRIAL SUPPLIES & TOOLS VIA
NATIONAL IPA AGREEMENT
It is requested that Council approve the purchase of maintenance, repair &
operation (MRO), industrial supplies and tools from Grainger Industrial Supply,
via National Intergovernmental Purchasing Alliance (NIPA) contract number
141003.
Various City departments will purchase the MRO products on an ?as needed
basis?. The NIPA contract includes 800 Core items and discounts on Non-Core
items ranging from 10 to 45%. Departments will be able to purchase repair
items from Grainger Industrial Supply, under the National IPA Contract, which
will eliminate the need to request price quotes. In addition, this will be a
time saving tool, especially for Facilities Maintenance staff handling the
upkeep of City buildings.
The competitively solicited and publicly-awarded contract is made available to
agencies nationwide via National IPA. The RFP process utilized by NIPA meets
the requirements of the City?s Procurement Ordinance; additionally, cooperative
purchasing is authorized per Article 9-101 of the Procurement Ordinance.
The effective contract date started January 1, 2015 through December 31, 2017,
with the option to renew for two additional one-year periods.
Funds are budgeted each fiscal year for this on-going expense: Various
departments - Operating Materials; 6728.
* * * * * * *
(J) FT. BENNING GATEWAY LANDSCAPE/SITE IMPROVEMENTS
It is requested that Council approve landscape/site improvements for the Fort
Benning Gateway to be performed by Outdoor Solutions (Columbus, GA), in the
amount $182,429.85.
The work includes: plant replacement, upgrading permanent grassing in select
areas, waterproofing fountain slabs, and adding permanent irrigation to the
southeast and southwest quadrants. The plant replacement work stems from a
perched water table; the current plant materials are being replaced with plant
varieties that will be more tolerant of wet soils. Additionally, there is a
need for additional erosion control and maintenance in clogged up concrete
swales.
Per Resolution #298-10, Council approved the construction of the bridge fa?ade,
as well as, landscape enhancement for the Fort Benning Gateway. After the
landscape had been installed for one year, the maintenance of the site was
awarded to Outdoor Solutions under their grounds maintenance contract with the
City, approved by Council, per Resolution #306-12. Therefore, it is
recommended that Outdoor Solutions, perform the landscape/site enhancements for
the site, since the vendor will continue to maintain the site under their
maintenance contract.
This project is completely funded by GDOT, via Memorandum of Agreement, P1
#0013235, with no match from the City. Funds in the amount of $205,000 are
available in the following line-item: Special Project/Capital Fund ? Capital
Projects - Paving Fund Supported Capital Project - I-185/Victory Drive
Interchange GDOT; 0508 ? 660 ? CPPF ? 3000 ? 7661 - 21089-20150.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE AGREEMENT WITH EMERGENCY COMMUMICATION
NETWORK, LLC, TO PROVIDE EMERGENCY NOTIFICATION TO HOUSEHOLDS IN COLUMBUS,
GEORGIA, AND CCG EMPLOYEES, FOR THE ANNUAL AMOUNT OF $32,000.00.
WHEREAS, per Resolution 268-13, Council approved the emergency
notification system (CODERED), provided by Emergency Communications Network,
LLC, for one year, with the option for two additional years. The system
enabled the City to provide emergency notification to employees and citizens,
telephonically, resulting in increased safety and response planning for
emergency situations, such as natural disasters; and,
WHEREAS, the agreement will cover the period beginning July 1, 2014 for
one year, with the option for two additional years.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into an agreement with
Emergency Communication Network, LLC to provide emergency notification to
households in Columbus, Georgia, and CCG employees, for the annual amount of
$32,000.00. The agreement will cover the period beginning July 1, 2014 for one
year, with the option for two additional years. Funds are budgeted in the FY15
budget: General Fund ? Contingency; 0101-590-2000-CONT-9801. Funding will be
budgeted for the subsequent two-year terms of the contract.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2015 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 HEATING AND REFRIGERATION
SUPPLIES, ON AN ?AS NEEDED BASIS?, FROM REFRIGERATION SUPPLIES, INC., D/B/A
JOHNSTONE SUPPLY (COLUMBUS, GA), FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF
$10,202.73.
WHEREAS, heating and refrigeration supplies will be used for
maintenance and installation at City facilities; 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 purchase heating and
refrigeration supplies, on an ?as needed basis?, from Refrigeration Supplies,
Inc., D/B/A Johnstone Supply, for the estimated annual contract value of
$10,202.73. 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 _________________, 2015 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 AMENDING RESOLUTION NO. 68-14 (APPROVED FEBRUARY 11, 2014)
TO CHANGE THE NAME OF THE AWARDED VENDOR FROM PUBLIC RISK UNDERWRITERS OF
GEORGIA, INC., (PEACHTREE CORNERS, GA) TO APEX INSURANCE AGENCY, INC., D/B/A
APEX INSURANCE SERVICES (NORCROSS, GA) TO CONTINUE PROVIDING SERVICE FOR
WORKERS? COMPENSATION EXCESS COVERAGE AND LOSS CONTROL SERVICES.
WHEREAS, effective March 3, 2015, Public Risk Underwriters of Georgia,
Inc., officially changed the name of the firm to Apex Insurance Agency, Inc.,
DBA Apex Insurance Services. The services provided will remain the same; and,
WHEREAS, the contract, is currently in the first contract term; the
contract was awarded on March 1, 2014, for two years, with the option to renew
for three (3) additional twelve-month periods. There will be no change to the
end date of the contract term.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
Resolution 68-14 (approved February 11, 2014) is hereby amended,
changing the name of the awarded vendor from Public Risk Underwriters of
Georgia, Inc., (Peachtree Corners, GA) to Apex Insurance Agency, Inc., D/B/A
Apex Insurance Services (Norcross, GA), to continue providing workers?
compensation excess coverage and loss control services.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2015 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 THE PURCHASE OF STONE FROM COLUMBUS QUARRY
LLC, (COLUMBUS,GA) ON AN ?AS NEEDED BASIS?, FOR THE ESTIMATED CONTRACT VALUE OF
$80,000.00.
WHEREAS, the Public Works Department uses approximately two hundred
tons of various grades of stone per month for drainage ditches, parking lots
and along right-of-ways around the City; and,
WHEREAS, the contract term shall be for one year, with the option to
renew for four (4) 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 RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase stone from
Columbus Quarry LLC, on an ?as needed basis? for the estimated contract value
of $80,000.00. Funds are budgeted each fiscal year for this ongoing expense:
Sewer Fund-Public Services-Sewer Maintenance-Operating Materials,
0202-260-3210-SWRM-6728; Paving Fund-Public Services-Repairs and
Maintenance-Operating Materials, 0203-260-3110-REPR-6728; and other project
accounts as needed.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2015 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 PAYMENT TO YANCEY BROTHERS COMPANY
(ATLANTA, GA), IN THE AMOUNT OF $31,039.14 FOR REPAIRS PERFORMED ON A
SANITATION TRUCK, VEHICLE #6966.
WHEREAS, the truck, utilized by the Sanitation Division for picking up waste,
was diagnosed with a damaged engine that required rebuilding. The Fleet
Division sent the vehicle out for repairs to Yancey Brothers, who is authorized
to work on caterpillar engines; and,
WHEREAS, it was unknown how much the repairs would cost until the repairs were
completed. The Fleet Division assumed the cost would be similar to previous
engines rebuilt by the vendor. However, due to major engine component damages,
the repair costs amounted to $31,039.14; and,
WHEREAS, Yancey Brothers is the authorized dealer in Georgia to sell and repair
Caterpillar engines. Therefore, the vendor is deemed an only known source per
the Procurement Ordinance, Article 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Yancey
Brothers Company (Atlanta, GA), in the amount of $31,039.14 for repairs
performed on a sanitation truck, Vehicle #6966. Funds are available in the
FY15 Budget: Integrated Waste Fund ? Public Works ? Sanitation - Auto Parts and
Supplies; 0207-260-3510-GARB-6721.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
day of ____________, 2015 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 PURCHASE OF TWO (2) ELECTRIC CARTS FROM
ADRENALIN POWERSPORTS, INC., (GRIFFIN, GA), IN THE AMOUNT OF $36,969.76 (2 @
$18,484.88 EACH), BY COOPERATIVE PURCHASE, UTILIZING NATIONAL JOINT POWERS
ALLIANCE, CONTRACT #090512-PSI.
WHEREAS, The two electric carts, GEM e6S (6 passenger people movers), will be
used at the Civic Center to transport event patrons, needing assistance, to and
from their vehicles in the parking lot; and,
WHEREAS, the purchase will be accomplished by cooperative purchase via Request
for Proposal (RFP) Contract #090512, initiated by the National Joint Powers
Alliance (NJPA), whereby Polaris Sales, Inc., was one of the successful vendors
contracted to provide Off-Road Vehicles & Watercraft & Related Equipment. The
contract, which commenced April 10, 2014, is good through April 9, 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. The purchase will
be made through Adrenaline Powersports, who is an authorized dealer for
Polaris; and,
WHEREAS, The funding for this project is available from a donation from Georgia
Power to the City of Columbus in the amount of $100,000.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase two (2) electric
carts from Adrenalin Powersports, Inc., (Griffin, GA), in the amount of
$36,969.76, by cooperative purchase, via National Joint Powers Alliance,
contract #090512-PSI. Funds are budgeted in the FY15 Budget: Special
Project/Capital Project Fund ? Capital Projects ? General Fund Supported
Capital Projects ? Automobiles - Georgia Power Donation for Electric Cars; 0508
? 660 ? 1000 ? CPGF ? 7721 ? 22197 ? 20020.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2015 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 PURCHASE OF FOUR (4) MW810 MOBILE DATA COMPUTERS
FROM MOTOROLA SOLUTIONS, INC., IN THE AMOUNT OF $22,984.00 ($5,746.00), BY
COOPERATIVE PURCHASE, UTILIZING STATE OF GEORGIA (GEORGIA TECHNOLOGY AUTHORITY)
CONTRACT # 980-2800008.
WHEREAS, The new mobile data units will replace old MW800 mobile data computers
currently utilized by the Police Department; and,
WHEREAS, This purchase is part of an on-going project aimed at equipping all
appropriate public safety vehicles with advanced technology, in order to
maximize the efficiency of public safety response calls, for service, from the
public.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase four (4) MW810
mobile data computers from Motorola Solutions, Inc., in the amount of
$22,984.00 ($5,746.00 each), via a cooperative purchase utilizing State of
Georgia (Georgia Technology Authority) Contract # 980-2800008. Funds are
available in the FY15 Budget: Multi ? Government Project Fund ? Police; 0216 ?
400. Funds in the amount of $20,000.00 will be reimbursed to the City via the
Georgia Association of Chiefs of Police (GACP) reimbursement grant program.
________________________
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 (1)?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING THE PURCHASE OF COMPUTER HARDWARE, SOFTWARE AND
INSTALLATION SERVICES FROM CDW-GOVERNMENT (VERNON HILLS, IL), IN THE AMOUNT OF
$473,107.84 TO FACILITATE THE RMS AND IASWORD PROJECT; AND AUTHORIZING THE CITY
MANAGER TO SIGNED THE STATEMENT OF WORK FOR THE PROJECT.
WHEREAS, on February 26, 2013, per Resolution #74-13, City Council approved the
RMS project for the Columbus Police Department in order to electronically
streamline operations. On September 23, 2014, per Resolution #301-14, City
Council approved the IAS World project as a replacement for the OASIS software;
and,
WHEREAS, in order to gain efficiency of scale, price, and to move towards a
modern server and storage solution, the hardware and licensing for both
projects were combined into a single installation and purchase; and,
WHEREAS, pricing was prorated based on the original specifications of each
project with the RMS share being $242,360.83 and the IAS World share being
$230,747.01 for a total of both projects being $473,107.84; and,
WHEREAS, the equipment and software for the project will be purchased by
cooperative purchase, which is authorized per Article 9-101 of the Procurement
Ordinance; and,
WHEREAS, the installation will be performed by the hardware provider. The
Statement of Work for installation in the amount of $43,750.00 (which is
already included in the total project cost) requires 50% upon signing, and 50%
upon completion of the work.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase computer
hardware, software and installation services from CDW-Government (Vernon Hills,
IL), in the amount of $473,107.84 to facilitate the RMS and IASWorld project;
and is further authorized to sign the Statement of Work for the project.
Funding in the amount of $242,360.83, for the RMS portion of the project, is
budgeted in the FY15 Budget LOST-Public Safety Fund ? Police ? Public
Safety-LOST ? Capital expenditures ? over $5,000; 0102 ? 400 ? 9900 ?LOST ?
7761. Funding in the amount of $230,747.01, for the IASWorld portion of the
project, will be made available via the GMA Lease Purchase Program Fund 0542,
with the debt service paid by the OLOST-Infrastructure Fund 0109. The
supplemental lease of $200,000 in (H)(2) below was approved in the original
project budget for hardware. The original GMA lease for this project can
absorb the difference of $30,747.01 from project savings.
______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________________, 2015 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 (2)?
A RESOLUTION
NO._____________
RESOLUTION FOR SUPPLEMENTAL LEASES
A RESOLUTION TO AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE ONE OR MORE
LEASE SUPPLEMENTS FOR A LEASE OR LEASES UNDER THE GMA DIRECT LEASING PROGRAM;
TO DESIGNATE SUCH LEASES AS QUALIFIED TAX-EXEMPT OBLIGATIONS; TO PROVIDE AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS, the City has entered into a Master Lease (the ?Master Lease?) dated as
of ______________________, with Georgia Municipal Association, Inc. for the
leasing from time to time of certain equipment, machinery or other personal
property pursuant to Supplemental Leases;
NOW THEREFORE, BE IT RESOLVED OR ORDAINED AS FOLLOWS BY THE GOVERNING BODY OF
THE CITY:
1. The City Manager of the City is hereby authorized and directed
to execute and deliver a Lease Supplement pursuant to the Master Lease to put
into effect one or more leases for Computer Equipment, Software and
Installation services to facilitate the IASWorld project (the ?Leased
Property?); said officer of the City is authorized and directed in the name and
on behalf of the City to execute and deliver (i) one or more Lease Supplements
for items of the Leased Property in substantially the form attached to the
Master Lease, with such changes and additions as may be approved by said
officer, and (ii) such other documents as may be deemed by such officer to be
necessary or desirable to effect the purposes hereof or of the Master Lease,
and such execution shall constitute conclusive evidence that the executed
document has been authorized and approved hereby; the aforesaid officer is
further authorized to do all things necessary or appropriate to effectuate the
purposes hereof.
2. An appropriation in the City?s current operating budget has
previously been made which shall be sufficient to pay the ?Rentals? and the
?Termination Payment? during the ?Starting Term? under such Lease Supplements;
or
(check box if applicable)
An appropriation from unappropriated and unreserved funds
in the City?s current operating budget is hereby made for the ?Rentals? and the
?Termination Payment? during the ?Starting Term? under such Lease Supplements,
and the budget of the City is hereby amended to reflect such appropriation to
the extent necessary.
3. The lease or leases contemplated by the said Lease Supplements are hereby
designated
?Qualified Tax-Exempt Obligations? within the meaning of Section 265(b)(3) of
the Internal Revenue Code of 1986, as amended, and said officer shall be
authorized to confirm such designation by execution of appropriate documents in
connection therewith.
4. This authorization shall be effective immediately.
CLERK?S CERTIFICATE
The undersigned hereby certifies that he or she is the Clerk of the Columbus,
Georgia (the ?City?), and that the foregoing is a true copy of the
Resolution or Ordinance [Check One] adopted by the governing body of the
City at a meeting duly held on the , 20___, at which a quorum was
present and acting throughout, and that the same has not been rescinded or
modified and is now is in full force and effect. Given under the seal of the
City, this , 20______.
(SEAL) __________________________________
City Clerk
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________________, 2015 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 MAINTENANCE, REPAIR & OPERATIONS
(MRO), INDUSTRIAL SUPPLIES AND TOOLS FROM GRAINGER INDUSTRIAL SUPPLY, VIA THE
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE (NIPA) CONTRACT NUMBER 141003 ON
AN ?AS NEEDED BASIS?.
WHEREAS, various City Departments will purchase the MRO products on an
?as needed basis?. The National IPA Contract includes established pricing for
a listing of 800 Core items and discounts on Non-Core items ranging from 10% to
45%; and,
WHEREAS, the effective date of the NIPA contract commenced on January
1, 2015 thru December 31, 2017, with the option to renew for two additional
one-year periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase Maintenance,
Repair & Operations (MRO), Industrial Supplies and Tools from Grainger
Industrial Supply, via the National Intergovernmental Purchasing Alliance
(NIPA) Contract number 141003 on an ?as needed basis?. Funds are budgeted each
fiscal year for this on-going expense: Various departments - Operating
Materials; 6728.
_______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2015 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 landscape/site improvements for the Fort Benning
Gateway to be performed by Outdoor Solutions (Columbus, GA), in the amount
$182,429.85.
WHEREAS, the work includes: plant replacement, upgrading permanent
grassing in select areas, waterproofing fountain slabs, and adding permanent
irrigation to the southeast and southwest quadrants. The plant replacement
work stems from a perched water table; the current plant materials are being
replaced with plant varieties that will be more tolerant of wet soils.
Additionally, there is a need for additional erosion control and maintenance in
clogged up concrete swales; and,
WHEREAS, per Resolution #298-10, Council approved the construction of the
bridge fa?ade, as well as, landscape enhancement for the Fort Benning Gateway.
After the landscape had been installed for one year, the maintenance of the
site was awarded to Outdoor Solutions, under their grounds maintenance contract
with the City, approved by Council, per Resolution #306-12. Therefore, it is
recommended that Outdoor Solutions, perform the landscape/site enhancements for
the site, since the vendor will continue to maintain the site under their
maintenance contract; and,
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to procure landscape/site
improvement services for the Fort Benning Gateway from by Outdoor Solutions
(Columbus, GA), in the amount $182,429.85. This project is completely funded
by GDOT, via Memorandum of Agreement, P1 #0013235, with no match from the
City. Funds in the amount of $205,000 are available in the following
line-item: Special Project/Capital Fund ? Capital Projects - Paving Fund
Supported Capital Project - I-185/Victory Drive Interchange GDOT; 0508 ? 660 ?
CPPF ? 3000 ? xxxx - 21089-20150.
_______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2015 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
DATE: March 24, 2015
TO: Mayor and Councilors
FROM: Finance Department
SUBJECT: Advertised Bids/RFPs
March 25, 2015
1. South Lumpkin Multi-use Trail ? RFB No. 15-0025
Scope of RFB
Construct a multi-use trail beginning on Matheson Road and ending at Cusseta
Road. The gross length of the project is 2.090 miles. The project shall be
constructed as per Georgia Department of Transportation Standard
Specifications, 2013 Edition, as approved by the Federal Highway Administration
and as modified by contract documents.
March 27, 2015
1. Employee Physicals (Annual Contract) ? RFP No. 15-0022
Scope of RFP
Provide employee physicals on an ?as needed basis? for Columbus
Consolidated Government employees. The term of the contract shall be for one
year with the option to renew for four (4) additional twelve-month periods.
April 10, 2015
1. GIS Tax Parcel Map Database ? RFP No. 15-0024
Scope of RFP
The Columbus Consolidated Government is soliciting proposals from
qualified firms for the Implementation of the ArcGIS for Land Records
Solution. The Columbus Consolidated Government seeks to hire a single firm to
transform the CCG?s GIS parcel map database that is derived from existing
Geodatabase format.
April 15, 2015
1. Compaction Management Software System ? RFP No. 15-0025
Scope of RFP
The Columbus Consolidated Government is seeking proposals, from qualified
firms, for a Global Positioning Satellite (GPS) controlled compaction
management software system. The Public Works Department will use the system
for the City?s owned and operated putrescible and construction & demolition
landfills.
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