Agenda Item # 3
Columbus Consolidated Government
Council Meeting
January 6, 2009
Agenda Report # 348
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
________________________________________________________________________________
______
(A) EMERGENCY UPGRADE OF THE CCG-TV AUDIO/VISUAL EQUIPMENT AND COUNCIL CHAMBERS
It is requested that Council approve payment to Media Products of Atlanta, in
the amount of $12,632.00, for the emergency upgrade of CCG-TV audio/visual
equipment and Council Chambers.
Per Resolution #161-08, Media Products was approved to proceed with providing
new audio and visual equipment for CCG-TV and Council Chambers in the amount of
$70,807.00. However, during the initial engineering design process and
walk-thru, the vendor recommended changes that would greatly enhance the entire
project. The most significant changes were the replacement of the podium
microphones with those which had glow rings and the addition of a Crestron
Control System with two touch panel positions. All other items remain
essentially unchanged with exception of adding a Mackie 1402-VLZ Audio Mixer to
the list of equipment, which will reside in a new vertical equipment rack
located in the control room. These changes will provide a superior audio system
that will correct the inherent audio level problems experienced with the
current system.
Since the vendor was already in the process of providing the new equipment, the
City Manager approved the emergency purchase of the changes in order to keep
the project on schedule and to ensure the quality level of the audio system.
Funds are budgeted in the FY09 Budget: General Fund ? Chief Administrator ?
Public Information Agency ? Operating Materials; 0101-130-2600-INFO-6728.
* * * * * * *
B) HVAC UPGRADE AT GOVERNMENT CENTER ANNEX ? RFB NO. 09-0020
It is requested that Council authorize the execution of a contract with
Holbrook Service Company, Inc., in the amount of $1,894,254.00, for HVAC
services at the Government Center Annex. The work consists of, but is not
limited to, selective demolition and new mechanical, electrical and ceiling
systems.
Seventy-six bid invitations were mailed and specifications were posted on the
website of Columbus Consolidated Government. A mandatory pre-bid
conference/site visit was held on November 5, 2008; ten (10) vendors were
represented at the conference. Three (3) bid responses were received on
December 5, 2008. This bid has been advertised, opened and reviewed. The
bidders are:
Bidders Lump Sum Bid
Holbrook Service Company, Inc. (Columbus, GA) $1,894,254.00
Comfort Systems USA (Thomasville, GA) $2,110,000.00
Georgia Mechanical, Inc. (Buford, GA) $2,179,243.00
Funds are budgeted in the FY09 Budget: General Fund Supported Capital Projects
- Engineering/Architect Services - Annex HVAC;
0508-660-1000-CPGF-6338-22244-20080.
* * * * * * *
(C) CAMERA TRUCK ? RFP NO. 09-0003
It is requested that Council authorize the purchase of one (1) color,
closed-circuit television inspection system completely installed in a van with
16? hi-cube body, ready for operation, from CUES, Inc. The system shall be
capable of inspecting pipes and sewer lines. The system shall be used for the
inspection of underground infrastructure assets and will be used to inspect
underground infrastructure assets.
Requests for proposal invitations were mailed to one hundred, eight vendors.
This RFP has been advertised and posted on the City?s web page. Proposals were
received on August 29, 2008 from four offerers:
Cues, Inc. (Orlando, FL)
Aries Industries (Waukisha, WI)
Environmental Products (Winter Garden, FL)
Municipal Equipment Sales (Woodstock, GA)
Proposals were reviewed by the Evaluation Committee, which consisted of voting
representatives from the Engineering Department and the Fleet Management
Division of the Public Services Department. A Representative from the
Engineering Department served in an advisory capacity.
The City?s Procurement Ordinance, Article 3-110, Competitive Sealed Proposals
for the procurement of Equipment, Supplies and Professional Services, governs
the RFP Process. During the process of an RFP there is no formal opening, due
to the possibility of negotiated components of the proposal. In the event
Council does not approve the recommended offerer, no proposal responses or any
negotiated components are made public until after the award of the contract.
If Council does not approve the recommended offerer, negotiations will begin
with the next responsive offerer. Evaluation results and cost information has
been submitted to the City Manager in a separate memo, for informational
purposes.
Funds are budgeted in the FY09 budget: Lease Revenue Bonds/2003A ? Finance -
CBA 2003A Storm Water Enhancement; 0554-200-2439-WASE-40235-20030.
* * * * * * *
(D) ANNUAL MAINTENANCE AND SUPPORT AGREEMENT FOR THE OASIS SYSTEM
It is requested that Council approve payment to Tyler Technologies, Inc./CLT
Division (Dallas, TX), in the amount of $79,365.00, for the annual renewal fee
for OASIS Maintenance Support, to be paid monthly beginning January 2009
through December 2009.
This maintenance provides Information Technology, the Tax Assessor's Office and
the Tax Commissioner's Office with software enhancements, documentation
updates, Users Group Support and Hotline Support for the OASIS property tax and
appraisal system. This maintenance has been budgeted and approved annually
since the OASIS software system was purchased in 1985. The vendor is the
developer of the Software, and is therefore, the only known source available to
provide the maintenance support.
Funds are budgeted in the FY09 Budget: Information Technology - Software
Lease; 0101-210-1000-ISS-6541.
?ITEM A?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING PAYMENT TO MEDIA PRODUCTS OF ATLANTA, IN THE
AMOUNT OF $12,632.00, FOR THE EMERGENCY UPGRADE OF CCG-TV AUDIO/VISUAL
EQUIPMENT AND COUNCIL CHAMBERS.
WHEREAS, per Resolution #161-08, Media Products was approved to proceed with
providing new audio and visual equipment for CCG-TV and Council Chambers in the
amount of $70,807.00. However, during the initial engineering design process
and walk-thru, the vendor recommended changes that would greatly enhance the
entire project. The most significant changes were the replacement of the
podium microphones with those which had glow rings and the addition of a
Crestron Control System with two touch panel positions. All other items remain
essentially unchanged with exception of adding a Mackie 1402-VLZ Audio Mixer to
the list of equipment, which will reside in a new vertical equipment rack
located in the control room. These changes will provide a superior audio system
that will correct the inherent audio level problems experienced with the
current system; and,
WHEREAS, since the vendor was already in the process of providing the new
equipment, the City Manager approved the emergency purchase of the changes in
order to keep the project on schedule and to ensure the quality level of the
audio system.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Media
Products of Atlanta, in the amount of $12,632.00, for the emergency upgrade of
CCG-TV audio/visual equipment and Council Chambers. Funds are budgeted in the
FY09 Budget: General Fund ? Chief Administrator ? Public Information Agency ?
Operating Materials; 0101-130-2600-INFO-6728.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _____ day of _____________, 2009 and adopted at said meeting by the
affirmative vote of ______ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
"ITEM B"
A RESOLUTION
NO._________
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH HOLBROOK SERVICE
COMPANY, INC., IN THE AMOUNT OF $1,894,254.00, FOR HVAC SERVICES AT THE
GOVERNMENT CENTER ANNEX.
WHEREAS, the work consists of, but is not limited to, selective demolition and
new mechanical, electrical and ceiling systems.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with Holbrook
Service Company, Inc., in the amount of $1,894,254.00, for HVAC services at the
Government Center Annex. Funds are budgeted in the FY09 Budget: General Fund
Supported Capital Projects - Engineering/Architect Services - Annex HVAC;
0508-660-1000-CPGF-6338-22244-20080.
_______________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of __________, 2009 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
?ITEM C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) COLOR, CLOSED-CIRCUIT
TELEVISION INSPECTION SYSTEM COMPLETELY INSTALLED IN A VAN WITH 16? HI-CUBE
BODY, READY FOR OPERATION.
WHEREAS, the system shall be capable of inspecting pipes and sewer lines and
shall be used for the inspection of underground infrastructure assets; and,
WHEREAS, an RFP was administered (RFP No. 09-0003) and four proposals were
received; and,
WHEREAS, the proposal submitted by CUES, Inc., met all proposal requirements
and is deemed most responsive to the RFP.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) color,
closed-circuit television inspection system completely installed in a van with
16? hi-cube body, ready for operation, from CUES, Inc. Funds are budgeted in
the FY09 budget: Lease Revenue Bonds/2003A ? Finance - CBA 2003A Storm Water
Enhancement; 0554-200-2439-WASE-40235-20030.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2009 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
"ITEM D"
A RESOLUTION
NO.__________
A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES, INC./CLT
DIVISION (DALLAS, TX), IN THE AMOUNT OF $79,365.00, FOR THE ANNUAL RENEWAL FEE
FOR OASIS MAINTENANCE SUPPORT, TO BE PAID MONTHLY BEGINNING JANUARY 2009
THROUGH DECEMBER 2009.
WHEREAS, this maintenance provides Information Technology, the Tax
Assessor's Office and the Tax Commissioner's Office with software enhancements,
documentation updates, Users Group Support and Hotline Support for the OASIS
property tax and appraisal system; and,
WHEREAS, this maintenance has been budgeted and approved annually since the
OASIS software system was purchased in 1985. The vendor is the developer of
the Software, and is therefore, the only known source available to provide the
maintenance support.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Tyler
Technologies, Inc./CLT Division (Dallas, TX), in the amount of $79,365.00, for
the annual renewal fee for OASIS Maintenance Support, to be paid monthly
beginning January 2009 through December 2009. Funds are budgeted in the FY09
Budget: Information Technology - Software Lease; 0101-210-1000-ISS-6541.
_____________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ________________, 2009 and adopted at said meeting by
the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
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