Agenda Item # 6
Columbus Consolidated Government
Council Meeting
April 24, 2012
Agenda Report # 044
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) STATE MANDATED SOLID WASTE DISPOSAL FEE
It is requested that Council approve payment to the Georgia Department of
Natural Resources for the state mandated solid waste disposal fee in the amount
of $61,725.05. A total of 83,979.66 tons of solid waste was disposed at Pine
Grove Landfill, between January 1, 2011 and December 31, 2011.
Funds are budgeted in the FY12 Budget: Integrated Waste Management Fund -
Public Services - Pine Grove Landfill ? State Mandated Waste Dump Fees;
0207-260-3560-PGRO-9208.
* * * * *
(B) JURY MANAGEMENT SOFTWARE/SUBSCRIPTION SERVICE
It is requested that Council approve payment to Courthouse Technologies, Ltd.,
in the estimated annual amount of $30,960.00 for a two-year contract for Jury
Management software/subscription service. The estimate is based on
approximately 12,000 jury summons per year.
The Jury Management software/subscription service is required due to mandated
changes by the State, effective July 1, 2012. The Jury Composition Reform Act
of 2011 mandates the Council of Superior Court Clerks to create and deliver, to
the local counties of Georgia, the Jury Master Lists that will be used in the
selection of the jurors on an as needed for courts in their counties.
Currently the City utilizes an in house mainframe system that has been used
since the Jury Selection process was automated back in the 70's. This new list
that will be created by the Council of Superior Court Clerks will have many
changes in the file format. The City?s system does not have the programming
code that would accommodate these format changes, and consequently would be
unable to use the mandated created file. Therefore, it is necessary to seek an
outside vendor specializing in Jury selection systems, and is prepared to
accommodate the new Jury list.
The purchase will be accomplished via the Federal GSA, Schedule 70, Contract
#GS-035F-0536X, awarded to Courthouse Technologies Ltd., for Jury Management
software.
Funds are available in the FY12 Budget: General Fund ? Superior Court ? Jury
Manager ? Contractual Services; 0101 ? 500 ? 2140 ? JURY ? 6319. Funding for
additional years will be budgeted, as needed, each fiscal year.
* * * * *
(C) ANNUAL PURCHASE CONTRACT FOR MOTOROLA RADIOS AND ACCESSORIES
It is requested that Council approve the purchase of 800 MHZ radios and
accessories from Motorola Solutions, Inc., for the estimated contract value of
$59,041.00 (based on the City?s average annual usage). The purchases will be
made via Georgia Statewide Contract, SWC000137, through June 30, 2012 and any
additional contract renewals awarded by the State.
The prices include discounts of 5% up to 28% on radios and accessories. Various
City departments will purchase the radios and accessories on an ?as needed
basis?.
Per Resolution #91-92 (RFP No. 149-91) Motorola was awarded the contract to
provide the City?s 800 MHZ Radio Communication System. Therefore, to remain
compliant with the system, the City has continued to purchase additional radios
and accessories from Motorola.
Funds are budgeted each fiscal year for this ongoing expense: Various
Departments, Communication Equipment.
* * * * *
(D) IBM DS5100 STORAGE CAPACITY UPGRADE
It is requested that Council approve the purchase of an upgrade to the IBM
DS5100 Storage environment from Mainline Information Systems (Oakbrook Terrace,
IL) in the amount of $575,676.00. Payments will be made for a 60-month period
in the amount of $10,243.00, per month.
The equipment and services to be purchased include the following:
-IBM DS5100 (1818-D1A's) Add 75TB's Usable -21-1818-D1A's- 300GB - 15k Drive -
8GB Cache
-IBM DS5100 -MES - Add 75TB's Usable - (21) 1818-D1A - 300GB-15k -4Gbps -
Capacity
-DS5100-MidRange Disk - 1818-D1A (21) - 300GB-15k Drive - Expansion Unit (EXP
5000) - 32 - 300GB Drives - 8GB Cache
-Mainline Services - DS5100 Implementation/Install/Configure New Drive -
Re-Allocation services (12 hours)
-IBM 7014-T42 - Rack with 4-PDU's - House additional 21 - 1818-D1A's
-IBM 5 Year prepaid Maintenance for additional - 21 - 1818-D1A Expansion Unit
- Plus - 7014-T42 - (24 x 7)
IBM DS5100 storage capacity is critical and must be upgraded to continue
operation and implement future initiatives.
Mainline Information Systems provided and installed the original DS5100 Storage
Device and is the only vendor familiar with the City?s storage capacity.
Therefore the vendor is considered the only known source for this purchase, per
the Procurement Ordinance Article #3-114.
Funds are available in the FY12 Budget: LOST Infrastructure ? Information
Technology ? Infrastructure LOST ? Computer Equipment ? IT Storage; 0109 ? 210
? 9901 - ISS ? 7751 ? 90001 ? 20120. Funding for additional years will be
budgeted, as needed, each fiscal year.
Emergency Purchases ? Information Only
Emergency Repair of HVAC at Government Center Annex:
On March 9, 2012, the Facilities Maintenance Manager requested the approval of
emergency repairs for the HVAC system at the Government Center Annex.
The repair was needed at the Annex because one system was down with a bad
compressor. This system controls the second floor of the Annex on the side
housing the Deputy City Manager?s office. Another system had a bad control
board and a leak in the piping, which required repair as well. With this
particular system, Facilities Maintenance must use R 410 refrigerant, which is
a blend refrigerant. Therefore when there is a leak, you must repair the leak,
evacuate the entire system and recharge. Facilities Maintenance used Holbrook
Service Company, because the vendor installed the system at the Annex. The
system at the annex is unique, and the only one of its kind in the area. The
cost for the repair is $6,440.00
The City Manager approved the emergency repairs on March 9, 2012.
Funds are available in the FY12 Budget: General Fund ? Public Services ? Other
Maintenance/Repairs ? Building Maintenance/General Government ? Government
Center Annex; 0101 ? 260 ? 3710 ? REPA - 6529.34
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING PAYMENT TO GEORGIA DEPARTMENT OF NATURAL
RESOURCES FOR THE STATE MANDATED SOLID WASTE DISPOSAL FEE IN THE AMOUNT OF
$61,725.05.
WHEREAS, a total of 83,979.66 tons of solid waste was disposed, at Pine
Grove Landfill, between January 1, 2011 and December 31, 2011.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Georgia
Department of Natural Resources for the state mandated solid waste disposal fee
in the amount of $61,725.05. Funds are budgeted in FY12 Budget: Integrated
Waste Management Fund - Public Services - Pine Grove Landfill ? State Mandated
Waste Dump Fees; 0207-260-3560-PGRO-9208.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2012 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 PAYMENT TO COURTHOUSE TECHNOLOGIES, LTD., THE
ESTIMATED ANNUAL AMOUNT OF $30,960.00, FOR A TWO-YEAR CONTRACT, FOR JURY
MANAGEMENT SOFTWARE/SUBSCRIPTION SERVICE. THE ESTIMATE IS BASED ON
APPROXIMATELY 12,000 JURY SUMMONS PER YEAR.
WHEREAS, the Jury Management software/subscription service is required
due to mandated changes by the State, effective July 1, 2012. The Jury
Composition Reform Act of 2011 mandates the Council of Superior Court Clerks to
create and deliver, to the local counties of Georgia, the Jury Master Lists
that will be used in the selection of the jurors, as needed for courts in their
counties; and,
WHEREAS, this new list that will be created by the Council of Superior
Court Clerks will have many changes in the file format. The City?s system does
not have the programming code that would accommodate these format changes, and
consequently would be unable to use the mandated created file. Therefore, it is
necessary to seek an outside vendor specializing in Jury selection systems, and
is prepared to accommodate the new Jury list; and,
WHEREAS, the purchase will be accomplished via the Federal GSA,
Schedule 70, Contract #GS-035F-0536X, awarded to Courthouse Technologies Ltd.,
for Jury Management software.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to
Courthouse Technologies, Ltd., the estimated annual amount of $30,960.00, for
a two-year contract, for Jury Management software/subscription service. The
estimate is based on approximately 12,000 jury summons per year. Funds are
available in the FY12 Budget: General Fund ? Superior Court ? Jury Manager ?
Contractual Services; 0101 ? 500 ? 2140 ? JURY ? 6319. Funding for additional
years will be budgeted, as needed, each fiscal year.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2012 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO. _____
A RESOLUTION AUTHORIZING THE PURCHASE OF 800 MHZ RADIOS AND ACCESSORIES
FROM MOTOROLA, SOLUTIONS, INC., FOR THE ESTIMATED CONTRACT VALUE OF
$59,041.00. THE PURCHASES WILL BE MADE VIA GEORGIA STATEWIDE CONTRACT
SWC000137, THROUGH JUNE 30, 2012, AND ANY ADDITIONAL CONTRACT RENEWALS AWARDED
BY THE STATE.
WHEREAS, various City departments will purchase the radios and equipment on an
?as needed basis?. The prices include discounts of 5% up to 28% on radios and
accessories; and,
WHEREAS, Per Resolution #91-92 (RFP No. 149-91) Motorola was awarded
the contract to provide the City?s 800 MHZ Radio Communication System.
Therefore, to remain compliant with the system, the City has continued to
purchase additional radios and accessories from Motorola.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase 800 MHZ radios and
accessories from Motorola Solutions, Inc., for the estimated contract value of
$59,041.00. The purchases will be made via Georgia Statewide Contract,
SWC000137, through June 30, 2012, and any additional contract renewals awarded
by the State. Funds are budgeted each fiscal year for this on-going expense:
Various Departments ? Communication Equipment.
________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ________________, 2012 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 AN UPGRADE TO THE IBM DS5100
STORAGE ENVIRONMENT, FROM MAINLINE INFORMATION SYSTEMS (OAKBROOK TERRACE, IL),
IN THE AMOUNT OF $575,676.00. PAYMENTS WILL BE MADE FOR A 60-MONTH PERIOD IN
THE AMOUNT OF $10,243.00, PER MONTH.
WHEREAS, IBM DS5100 storage capacity is critical and must be upgraded
to continue operation and implement future initiatives; and,
WHEREAS, Mainline Information Systems provided and installed the
original DS5100 Storage Device, and is the only vendor familiar with the City?s
storage capacity. Therefore the vendor is considered the only known source for
this purchase, 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 purchase an upgrade to the IBM
DS5100 Storage environment from Mainline Information Systems (Oakbrook Terrace,
IL) in the amount of $575,676.00. Payments will be made for a 60-month period
in the amount of $10,243.00, per month. Funds are available in the FY12
Budget: LOST Infrastructure ? Information Technology ? Infrastructure LOST ?
Computer Equipment ? IT Storage; 0109 ? 210 ? 9901 - ISS ? 7751 ? 90001 ?
20120. Funding for additional years will be budgeted, as needed, each fiscal
year.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2012 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
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