Agenda Item # 3
Columbus Consolidated Government
Council Meeting
July 15, 2008
Agenda Report # 297
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) THERMOPLASTIC PAVEMENT MARKING EQUIPMENT ? RFP NO. 07-0011
It is requested that Council authorize the purchase of thermoplastic pavement
marking equipment from Advanced Striping Equipment. (Villa Rica, GA).
The recommended vendor will provide thermoplastic pavement marking
equipment/with hand liner, pre-melter and transport trailer for use by the
Traffic Engineering Division. The equipment will replace old equipment and
will be used to install thermoplastic stop bars, crosswalk, arrows, onlys and
pavement marking traffic islands.
Requests for proposal invitations were mailed to eighty-three vendors. This
RFP has been advertised and posted on the City?s web page. Proposals were
received on April 6, 2007 from two offerors:
Advanced Striping Equipment (Douglasville, GA)
M-B Companies, Inc. (Montgomery, PA)
Proposals were reviewed by the Evaluation Committee, which consisted of voting
representatives from the Engineering Department and Fleet Management Division
of the Public Services Department. A Representative from the Traffic
Engineering Division of 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 offeror, no proposal responses or any
negotiated components are made public until after the award of the contract.
If Council does not approve the recommended offeror, negotiations will begin
with the next responsive offeror. Evaluation results and cost information has
been submitted to the City Manager in a separate memo, for informational
purposes.
Funds were budgeted in the FY08 Budget: Special Projects-Capital Project Fund
? Capital Projects ? Paving Fund Supported Capital Projects ? Capital
Expenditures Over $5,000.00 ? General ? Thermoplastic Marking Equipment;
0508-660-3000-CPPF-7761-21027-20070.
* * * * * *
(B) PAYMENT FOR AMUSEMENT PARK TICKETS FOR G.R.E.A.T. PROGRAM
It is requested that Council approve the payment to Six Flags Over Georgia for
amusement park tickets in the amount of $16,177.60. The tickets were used to
take children, participating in the G.R.E.A.T. program, to Six Flags/White
Water during June of 2008.
The Columbus Police Department Gang Resistance Education and Training
(G.R.E.A.T.) Program is currently in its eleventh year. G.R.E.A.T. is a life ?
skills competency program designed to provide students with the skills they
need to avoid gang pressure and youth violence. G.R.E.A.T. violence prevention
curriculum helps students develop beliefs and practice behaviors that will help
them avoid destructive behavior. The G.R.E.A.T. Program helps youths avoid
gang membership, prevent violence and criminal activity, and develop a positive
relationship with law enforcement. This is accomplished by using a skills-based
approach that addresses three domain of learning: cognitive, behavioral, and
affective. The G.R.E.A.T. Program produces attitude and behavioral change
through a unique combination of skills training, cooperative learning,
discussion, and role-playing. Students are provided with many opportunities to
model and practice relevant life skills.
The summer component of the program is filled with classroom curriculum and
extra curricular activities, which serve to reinforce the 13-week school
program with cognitive, social, and self ? esteem building opportunities. The
summer education and recreation program continues to build on the G.R.E.A.T.
school based program. Students enjoy recreational games, outings and
participation in community service projects. The goals for the summer component
are:
To provide the opportunities for children to enhance both life and social skills
To help make children aware of alternatives to gang involvement.
To provide structure during the summer break
The outings to Six Flags/White Water comprise a portion of the Summer
component. The Police Department averages between two hundred -fifty and two
hundred seventy -five students, per year, for the summer program.
Funding is available through a grant awarded by the Department of Justice to
operate the G.R.E.A.T. Program, FY08 Budget: Multi Government Project Fund -
Police- G.R.E.A.T. Program ? Operating Materials; 0216-400-3370-GREA-6728.
* * * * * *
(C) TRAFFIC SIGNAL EQUIPMENT (ANNUAL CONTRACT) ? RFP NO. 08-0009
It is requested that Council approve the purchase of traffic signal equipment
from Southern Lighting & Traffic Systems and Temple, Inc., on an ?as needed
basis?. The equipment will be utilized by the Traffic Division for
construction and maintenance of the signal systems. The traffic signal
equipment includes traffic signal controllers, cabinets signal conflict
monitors, loop detectors, load switches, signal heads, concrete strain poles
and many other related components.
Contractors will furnish fully tested and operational traffic control
equipment. All traffic signal controllers and masters shall conform to the
Georgia Department of Transportation (DOT) and Caltrans Qualified Product
List.
The contract term shall be for one year, with the option to renew for four
additional twelve-month periods. Contract renewal is contingent upon the
mutual agreement of the City and the Contractor.
The RFP specifications were posted on the City?s website. The RFP has been
advertised, opened and evaluated. Five proposals were received, November 2,
2007, from the following offerors.
Southern Lighting & Traffic Systems (Cumming, GA)
Temple, Inc. (Decatur, AL))
Myers Power (Corona, CA)
Native American (Mt. Jackson, VA)
Quality Traffic Systems (McDonuogh, GA)
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from Public Services, Information Technology, and
Traffic Engineering. A representative from Traffic Engineering served in
advisory positions and was a non-voting members. The RFP process is governed
by the City?s Procurement Ordinance Article 3-110, Competitive Sealed
Proposals. 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 offeror, no proposal responses or any
negotiated components are made public until after the award of the contract.
If Council does not approve the recommended offeror (s), the RFP specifications
will be re-advertised. Evaluation results and cost proposals have been
submitted to the City Manager in a separate memo for informational purposes.
Funds are budgeted each fiscal year for this on-going expense: General Fund -
Engineering - Traffic Engineering ? Operating Materials,
0101-250-2100-TRAF-6728; 1999 SPLOST Supported Paving Projects and Paving Fund
Supported Capital Projects and other various Capital Improvement Projects.
* * * * * * * *
(D) ANNUAL MAINTENANCE FOR CISCO/AVVID IP PHONE SYSTEM
It is requested that Council approve payment to AT&T for the annual maintenance
for all Cisco equipment and software license renewals, included in the IP
Telephony network in five locations: the Government Center, Annex, Public
Safety Complex, Fox Recreation Center and the Trade Center. The annual cost of
network and equipment coverage, known as AT&T DataCare, is $101,220.56.
The AT&T DataCare IP Telephony Manager is a continuance of the existing
Cisco/AT&T hardware and software maintenance purchased with the new Cisco AVVID
IP Phone System through AT&T (formerly BellSouth). The maintenance is
renewable each year on or before the anniversary date of July 1st.
Only AT&T has a complete end-to-end solution for all voice and data issues from
both an equipment and network perspective including the AT&T CO (Central
Office) network. Consequently, this maintenance and service is available only
through AT&T and deemed an only known source per the Procurement Ordinance
3-114.
Funds are budgeted in the FY09 Budget: General Fund - Information Technology ?
Computer Equipment Maintenance; 0101-210-1000-ISS-6511.
?ITEM A?
A RESOLUTION
NO.__________
A RESOLUTION AUTHORIZING THE PURCHASE OF THERMOPLASTIC PAVEMENT MARKING
EQUIPMENT FROM ADVANCED STRIPING EQUIPMENT (VILLA RICA, GA).
WHEREAS, an RFP was administered (RFP No. 07-0011) and two proposals
were received; and,
WHEREAS, the proposal submitted by Advanced Striping Equipment 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 thermoplastic pavement
marking equipment from M-B Companies, Inc. (Montgomery, PA). Funds were
budgeted in the FY08 Budget: Special Projects-Capital Project Fund ? Capital
Projects ? Paving Fund Supported Capital Projects ? Capital Expenditures Over
$5,000.00 ? General ? Thermoplastic Marking Equipment;
0508-660-3000-CPPF-7761-21027-20070.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2008 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 PAYMENT TO SIX FLAGS OVER GEORGIA FOR
AMUSEMENT PARK TICKETS IN THE AMOUNT OF $16,177.60.
WHEREAS, the tickets were used to take children, participating in the
G.R.E.A.T. program, to Six Flags/White Water during June of 2008; and,
WHEREAS, the Columbus Police Department Gang Resistance Education and Training
(G.R.E.A.T.) Program is currently in its eleventh year. G.R.E.A.T. is a life ?
skills competency program designed to provide students with the skills they
need to avoid gang pressure and youth violence; and,
WHEREAS, the outings to Six Flags/White Water comprise a portion of the Summer
component. The Police Department averages between two hundred -fifty and two
hundred seventy -five students, per year, for the summer program.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Six Flags
Over Georgia for amusement park tickets in the amount of $16,177.60. Funding
is available through a grant awarded by the Department of Justice to operate
the G.R.E.A.T. Program, FY08 Budget: Multi Government Project Fund - Police-
G.R.E.A.T. Program ? Operating Materials; 0216-400-3370-GREA-6728.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2008 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 EXECUTION OF A CONTRACT WITH SOUTHERN LIGHTING &
TRAFFIC SYSTEMS AND TEMPLE, INC., TO PROVIDE TRAFFIC SIGNAL EQUIPMENT TO BE
PURCHASED ON AN ?AS NEEDED BASIS?.
WHEREAS, an RFP was administered (RFP No. 08-0009) and five proposals were
received; and,
WHEREAS, the proposals submitted by Southern Lighting & Traffic Signals and
Temple, Inc., met the proposal requirements and were evaluated responsive to
the RFP; and,
WHEREAS, the term of contract shall be for one year, with the option to renew
for four additional twelve-month periods. Contract renewal is 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 a contract with
Southern Lighting & Traffic Systems and Temple, Inc., for traffic signal
equipment to be purchased on an ?as needed basis?. Funds are budgeted each
fiscal year for this on-going expense, General Fund ? Engineering - Traffic
Engineering ? Operating Materials, 0101-250-2100-TRAF-6728; 1999 SPLOST
Supported Paving Projects and Paving Fund Supported Capital Projects and other
various Capital Improvement Projects.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2008 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 AT&T, IN THE AMOUNT OF $110,220.56, FOR THE
ANNUAL MAINTENANCE FOR ALL CISCO EQUIPMENT AND SOFTWARE LICENSE RENEWALS,
INCLUDED IN THE IP TELEPHONY NETWORK IN FIVE LOCATIONS: THE GOVERNMENT CENTER,
ANNEX, PUBLIC SAFETY COMPLEX, FOX RECREATION CENTER AND THE TRADE CENTER.
WHEREAS, the AT&T DataCare IP Telephony Manager is a continuance of the
existing Cisco/AT&T hardware and software maintenance purchased last year with
the new Cisco AVVID IP Phone System through AT&T (formerly BellSouth). The
maintenance is renewable each year on or before the anniversary date of July
1st. Only AT&T has a complete end-to-end solution for all voice and data
issues from both an equipment and network perspective including the AT&T CO
(Central Office) network. Consequently, this maintenance and service is
available only through AT&T and deemed an only known source per the Procurement
Ordinance 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager, is hereby authorized to make payment to AT&T, in the
amount of $101,220.56, for the annual maintenance for all Cisco equipment and
software license renewal (AT&T Datacare), included in the IP telephony network
in five locations: the Government Center, Government Center Annex, Public
Safety Complex, Fox Recreation Center and the Trade Center. Funds are
budgeted in FY09 Budget: Information Technology ? Computer Equipment;
0101-210-1000-ISS-6511.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2008 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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