Agenda Item # 7
Columbus Consolidated Government
Council Meeting
02/28/17
Agenda Report # 99
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) TRAFFIC SIGNAL CONTRACTOR (ANNUAL CONTRACT) ? RFP NO. 17-0008
Approval is requested to approve the annual contract with Signal One Traffic
Systems, LLC (Shiloh, GA) to provide traffic signal contractor services, on an
?as needed? basis.
The vendor will provide the following services:
? Construction of new traffic signal installations.
? Upgrade/Repair of equipment at existing traffic signal locations.
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 is
contingent upon the mutual agreement of the City and the Contractor.
Annual Contract History:
The previous five-year contract was awarded, on May 10, 2011 (Resolution
177-11), to Signal One Traffic Systems (Shiloh, GA).
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 12, 2016. This RFP has been
advertised, opened and evaluated. Two proposals were received on November 9,
2016.
Signal One Traffic Systems, LLC (Shiloh, GA)
Wilburn Engineering, LLC (Newnan, GA)
The following events took place after receipt of the proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation 12/06/16 The Purchasing Manager advised evaluation committee of
the RFP rules and process. The proposals were distributed to committee members
for review.
1st Evaluation 01/13/17 Committee members discussed the proposals and requested
clarifications from one Signal One.
Clarification Request 01/17/17 Request for clarification was forwarded to Signal One.
No clarifications were requested of Wilburn Engineering.
Clarification Received 01/20/17 The vendor submitted the requested clarification
information, which was forwarded to the Committee.
Evaluation Ballots Sent to Committee 01/30/17 Evaluation ballots forwarded to voting
committee members.
Evaluation Ballots Completed by Committee Members 2/7/17 Committee members
completed and returned their evaluation ballots to Purchasing.
Evaluation Results forwarded to Committee 2/8/17 The Evaluation Results were compiled,
completed and forwarded to Committee members for review and Recommendation
Recommendation Received 02/08/17 Via email, the committee members unanimously voted to
award to Signal One Traffic Systems (Shiloh, GA).
Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of one
(1) voting member from I.T., one (1) voting member from Engineering/Traffic
Engineering, and one (1) voting member from Engineering/Highways and Roads.
Award Recommendation:
The evaluation committee unanimously recommends award of the contract to Signal
One Traffic Systems (Shiloh, GA), as reflected by their comments provided
below:
? Contractor has significant, proven work history with the City of Columbus.
? Signal One listed lower prices than the competitor on 142 out of 161 items.
? Contractor is always willing to be flexible with schedule.
Vendor Experience/Qualifications:
? Signal One has been in business since 2007.
? Vendor Specializes in installation and maintenance of traffic systems.
? Signal One has been under contract with the Columbus Consolidated Government
for the last two five (5) year contracts.
? Signal One has provided traffic signal repair services for the cities of
LaGrange, GA, and West Point, GA for ten (10) years, as well as, other cities.
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 and
no proposal responses are made public, due to the possibility of negotiated
components of the proposals. If Council does not approve the recommended
offeror, the RFP specifications will be re-advertised. 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 expense: Special
Project-Capital Projects Fund ? Capital Projects ? Paving Fund Supported
Capital Project ? Contractual Services - - LED Signal Heads;
0508-660-3000-CPPF-6319 ? 20759 - 20110.
* * * * * *
(B) TREES FOR PLANTING ON CITY RIGHT-OF-WAYS (ANNUAL CONTRACT) - RFB NO. 17-0026
Approval is requested to approve the annual contract for the purchase of trees,
on an ?as needed basis?, from Thoms Trees and Plants, Inc. (Fayetteville, GA).
The Public Works Department/Urban Forestry and Beautification Division, budgets
$90,000 per fiscal year, for the purchase of trees which will be planted on the
City Right of ways.
The initial contract period will be for two (2) years, with the option to renew
for three (3) additional twelve-month periods. The Contract renewal will be
contingent upon the mutual agreement of the City and the Contractor.
Bid specifications were posted on the web page of the Purchasing Division, and
the Georgia Procurement Registry. Three (3) bids were received on December 21,
2016. This bid has been advertised, opened and reviewed. The bidders were:
? Thoms Trees and Plants (Fayetteville, GA)
? Moon?s Tree Farm (Loganville, GA)*
? Site One Landscapes (Cleveland, OH)**
* Moon?s Tree Farm was deemed non-responsive to this RFB due to submitting
pricing in pencil. In accordance with the General Provisions, Section 2.
Preparation of Form: ?All figures must be written in ink or typewritten.
Figures written in pencil or erasures are not acceptable.?
** Site One Landscapes, the lowest bidder, cannot provide enough species of
trees to meet the City?s needs.
Please refer to the attached tabulation for pricing:
Funds are budgeted each fiscal year for this ongoing expense: Paving Fund ?
Public Works ? Right of Way Maintenance ? ROWM ? Horticulture/Landscaping
Supplies; 0203-260-3120-ROWM-6727.
* * * * * *
(C) GAS STEAM KETTLE ? PQ NO. 17-0005
Approval is requested to approve the purchase of one (1) steam kettle in the
amount of $14,779.99 from Douglas Equipment (Bluefield, WV) for use by the
Muscogee County Jail.
The steam kettle will replace an existing unit in the jail kitchen that has
become problematic and unreliable, resulting in frequent repair costs. The
Sheriff?s Office has identified this purchase as a critical need for facility
food preparation.
Bid specifications were posted on the web page of the Purchasing Division, and
the Georgia Procurement Registry. Seven (7) quotes were received on January
25, 2017. This quote has been advertised, opened and reviewed. The bidders
were:
Douglas Equipment
(Bluefield, WV) Culinary (Chef?s) Depot
(Monsey, NY) Sam Tell & Son (Farmingdale, NY) Manning Brothers
(Athens, GA) Columbus Store Equipment
(Columbus, GA) Alack Culinary
(New Orleans, LA) East Bay Restaurant Supply (Oakland, CA)
Make/
Model Firex
FXGL-60DE Southbend
KSLG-60 Market Forge
F-60CL Southbend
KSLG-60 Southbend
KSLG-60 Cleveland
KGL-60 Vulcan
K60-GL
Unit Price $ 14,779.99 $ 15,737.95 $17,613.00 $ 17,820.30 $ 17,942.00 $ 18,188.00 $ 18,419.00
Delivery
Days 42 30 30 30 60 42 21
Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety ? Sheriff
? Public Safety-LOST? Capital Expenditures over $5,000;
0102-550-9900-LOST-7761.
* * * * * *
(D) PAYMENT FOR INMATE PHARMACY SERVICES
Approval is requested to approve payment to Diamond Drugs, Inc., (Pittsburgh,
PA), in the amount of $96,161.04, for pharmacy services utilized for inmates at
the Muscogee County Jail. This payment will cover services provided during the
month of November, December, January and February.
Funds are budgeted in the FY17 Budget: General Fund ? Sheriff ? Medical ?
Pharmacy Services; 0101 ? 550 ? 2650 ? MEDD ? 6323.
* * * * * *
(E) EQUIPMENT UPGRADE FOR THE MAILROOM
Approval is requested to approve the equipment and software upgrade for the
mailroom from Pitney Bowes (Duluth, GA) in the amount of $20.905.90.
Additional cost will include the following: Quarterly Meter Rental at $255.00
and Annual Equipment Maintenance at $2,639.61. This will be a cooperative
purchase, accomplished via Georgia Statewide Contract #SWC90791-1.
The equipment and software upgrade will replace the current equipment used in
the mailroom. The current equipment is outdated and repair parts cannot be
purchased when needed. Additionally, there have been several changes by the
USPS since the current equipment was purchased in 2007. This new equipment will
make CCG current with the new directives by USPS.
Funds for the purchase of the Equipment and Software upgrade are available in
the FY17 Budget: General Fund ? Miscellaneous - Contingency; 0101 ? 590 ? 2000
? CONT ? 9801. Funding for the quarterly meter rental and annual equipment
maintenance will be budgeted each fiscal year.
* * * * * *
(F) EMT & PARAMEDIC LICENSE RENEWAL FEES
Approval is requested to approve payment to the Georgia Department of Public
Health, Office of EMS & Trauma, in the amount of $17,925.00, for annual EMT and
Paramedic License renewal fess.
Funds are budgeted in the FY17 Budget: General Fund ? Fire & EMS ? Fire/EMS
Special Operations ? Education Training; 0101 ? 410 ? 2600 ? SPCO ? 6601.
* * * * * *
(G) MAINTENANCE OF THE VIDEO VISTIATION SYSTEM , JUDICIAL ARRAIGNMENT SYSTEM
AND SECURITY EQUIPMENT
Approval is requested to approve payment to Lightspeed Datalinks (Columbus,
GA), in the amount of $47,920.00, for ongoing maintenance of the Video
Visitation System and Judicial Arraignment System utilized at the Muscogee
County Jail and for security equipment.
The Video Visitation System and the Judicial Arraignment System allows inmates
to visit with their families and be arraigned by Superior Court judges, without
leaving their jail cells.
Funds are budgeted in the FY17 Budget: General Fund ? Sheriff ? Administration
? Service Contracts; 0101 ? 550 ? 1000 ? SHRF ? 6513; and General Fund ?
Sheriff ? Jail ? Service Contracts; 0101 550 ? 2600 ? JAIL - 6513.
?ITEM A?
A RESOLUTION
NO.____
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH
SIGNAL ONE TRAFFIC SYSTEMS, LLC (SHILOH, GA) TO PROVIDE TRAFFIC SIGNAL
CONTRACTOR SERVICES ON AN ?AS NEEDED BASIS?.
WHEREAS, an RFP was administered (RFP No. 17-0008) and two proposals were
received; and,
WHEREAS, the proposal submitted by Signal One Traffic Systems 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 (3) additional twelve-month period, if agreeable to both parties.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute an annual contract with
Signal One Traffic Systems, LLC (Shiloh, GA) to provide Traffic Signal
Contractor Services. Funds are budgeted each fiscal year for this ongoing
expense: Paving Fund ? Capital Projects ? Paving Supported Capital Projects ?
LED Signal Heads; 0508-660-3000-CPPF-6319 ? 20759 - 20110.
_____________
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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR THE PURCHASE OF TREES
FROM THOMS TREES & PLANTS, INC. (FAYETTEVILLE, GA), FOR THE ESTIMATED CONTRACT
VALUE OF $90,000.00 ANNUALLY.
WHEREAS, the trees will be purchased by the Public Works Department Division of
Urban Forestry and Beautification on an ?as needed? basis; and,
WHEREAS, the trees will be used for planting on City right-of-ways; and,
WHEREAS, the initial contract period will be for two (2) years, with the option
to renew for three (3) additional twelve-month periods. The 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 the annual contract to
purchase trees from Thoms Trees & Plants, Inc. (Fayetteville, GA) for the
estimated annual contract value of $90,000.00. Funds are budgeted each fiscal
year for this ongoing expense: Paving Fund ? Public Works ? Right of Way
Maintenance ? ROWM ? Horticulture/Landscaping Supplies; 0203-260-3120-ROWM-6727.
_____________
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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO.____
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) STEAM KETTLE, IN THE
AMOUNT OF $14,779.99, FROM DOUGLAS EQUIPMENT (BLUEFIELD, WV) FOR USE BY THE
MUSCOGEE COUNTY JAIL.
WHEREAS, the jail has identified the need to replace one of two steam
kettles that has become problematic, unreliable and the subject of costly
repairs due to age and frequent use; and,
WHEREAS, the Sheriff?s Office identified this purchase as a critical
need for facility food preparation.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) steam
kettle from Douglas Equipment (Bluefield, WV) in the amount of $14,779.99.
Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety ? Sheriff
? Public Safety-LOST? Capital Expenditures over $5,000;
0102-550-9900-LOST-7761.
___________
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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM D?
A RESOLUTION
NO.____
A RESOLUTION AUTHORIZING PAYMENT TO DIAMOND DRUGS, INC., (PITTSBURGH, PA), IN
THE AMOUNT OF $96,161.04, FOR PHARMACY SERVICES UTILIZED FOR INMATES AT THE
MUSCOGEE COUNTY JAIL. THIS PAYMENT WILL COVER SERVICES PROVIDED DURING THE
MONTH OF NOVEMBER, DECEMBER, JANUARY AND FEBRUARY.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Diamond
Drugs, Inc., (Pittsburgh, PA), in the amount of $96,161.04, for pharmacy
services utilized for inmates at the Muscogee County Jail. This payment will
cover services provided during the month of November, December, January and
February. Funds are budgeted in the FY17 Budget: General Fund ? Sheriff ?
Medical ? Pharmacy Services; 0101 ? 550 ? 2650 ? MEDD ? 6323.
______________
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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM E?
A RESOLUTION
NO.____
A RESOLUTION AUTHORIZING THE PURCHASE OF EQUIPMENT AND SOFTWARE UPGRADE FOR THE
MAILROOM FROM PITNEY BOWES (DULUTH, GA), IN THE AMOUNT OF, $20,905.90. AS WELL
AS, PAYMENT FOR ADDITIONAL COST TO INCLUDE: QUARTERLY METER RENTAL AT $255.00
AND ANNUAL EQUIPMENT MAINTENANCE AT $2,639.61. THIS WILL BE A COOPERATIVE
PURCHASE, ACCOMPLISHED VIA GEORGIA STATEWIDE CONTRACT #SWC90791-1.
WHEREAS, the equipment and software upgrade will replace the current equipment
used in the mailroom. The current equipment is outdated and repair parts cannot
be purchased when needed. Additionally, there have been several changes by the
USPS since the current equipment was purchased in 2007. This new equipment will
make CCG current with the new directives by USPS; and,
WHEREAS, this new equipment will also make CCG current with the new directives
by USPS.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase equipment and software
upgrade for the mailroom from Pitney Bowes (Duluth, GA) in the amount of
$20.905.90. As well as pay, additional cost to include: Quarterly Meter Rental
at $255.00 and Annual Equipment Maintenance at $2,639.61. Funds for the
purchase of the Equipment and Software upgrade are available in the FY17
Budget: General Fund ? Miscellaneous - Contingency; 0101 ? 590 ? 2000 ? CONT ?
9801. Funding for the quarterly meter rental and annual equipment maintenance
will be budgeted each fiscal year.
____________
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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM F?
A RESOLUTION
NO.___
A RESOLUTION AUTHORIZING PAYMENT TO THE GEORGIA DEPARTMENT OF PUBLIC HEALTH,
OFFICE OF EMS & TRAUMA, IN THE AMOUNT OF $17,925.00, FOR ANNUAL EMT AND
PARAMEDIC LICENSE RENEWAL FESS.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to the
Georgia Department of Public Health, Office of EMS & Trauma, in the amount of
$17,925.00, for annual EMT and Paramedic License renewal fess. Funds are
budgeted in the FY17 Budget: General Fund ? Fire & EMS ? Fire/EMS Special
Operations ? Education Training; 0101 ? 410 ? 2600 ? SPCO ? 6601.
___________
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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM G?
A RESOLUTION
NO.____
A RESOLUTION AUTHORIZING PAYMENT TO LIGHTSPEED DATALINKS (COLUMBUS,
GA), IN THE AMOUNT OF $47,920.00 FOR ONGOING MAINTENANCE OF THE VIDEO
VISITATION SYSTEM AND JUDICIAL ARRAIGNMENT SYSTEM UTILIZED AT THE MUSCOGEE
COUNTY JAIL AND FOR SECURITY EQUIPMENT.
WHEREAS, The Video Visitation System and the Judicial Arraignment
System allows inmates to visit with their families and be arraigned by Superior
Court judges, without leaving their jail cells.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to
Lightspeed Datalinks (Columbus, GA), in the amount of $?????47,920.00 for
ongoing maintenance of the Video Visitation System and Judicial Arraignment
System utilized at the Muscogee County Jail and for security equipment.
Funds are budgeted in the FY17 Budget: General Fund ? Sheriff ? Administration
? Service Contracts; 0101 ? 550 ? 1000 ? SHRF ? 6513; and General Fund ?
Sheriff ? Jail ? Service Contracts; 0101 550 ? 2600 ? JAIL - 6513.
____________
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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
Attachments