Agenda Item # 4
Columbus Consolidated Government
Council Meeting
September 28, 2010
Agenda Report # 559
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) MAINTENANCE AGREEMENT FOR THE E911 PLANT INTEGRATED TELEPHONE SYSTEM
CONSOLE EQUIPMENT AND NICE RECORDING SYSTEM
It is requested that Council authorize payment to Motorola, in the amount of
$114,475.80, for the annual Maintenance Agreement (October 2010 through
September 2011) for the E911 Center?s 800 MHz Radio System Console Equipment,
the Central Electronics Bay, the Plant Visa 911 Phone System, the fiber optic
interface equipment installed in the 911 Center and the Government Center, and
the Nice Digital Logging System.
The Police Department (through the 911 Center) and Sheriff?s Office uses the
Motorola Console equipment to dispatch the various Public Safety Units
throughout the City as needed. This equipment is a critical part of Public
Safety communications system. It has, since the initial warranty expired, been
covered by a comprehensive 24/7/365 maintenance agreement with Motorola in
order to assure rapid and accurate repairs and minimal down time. This
maintenance agreement also covers to bi-directional amplification system that
provides a back up to the console system and allows the 911 Center to continue
to operate should the console equipment stop working. The maintenance
agreement will insure that the City receives complete and cost effective
support of the equipment and allows the Department to control the operating
costs associated with the console equipment.
The E911 Telephone System and its various components were originally purchased
from Motorola. Therefore, the vendor is considered the only known source to
provide the maintenance service.
Funds are budgeted in FY11 Budget: Emergency Telephone Fund ? Police - E911 ?
Service Contracts; 0209-400-3220-E911-6513.
(B) FOLDING CHAIRS FOR THE NEW ICE RINK
It is requested that Council approve the purchase of One Thousand (1,000) blue
Clarin folding chairs and Twenty-Eight (28) Hanging Chair Trucks from Clarin
(Lake Bluff, Illinois) in the amount $79,559.24. The purchase will be
accomplished via a cooperative purchasing contract through the National Joint
Powers Alliance, Contract #052910-CLS.
The Civic Center currently utilizes the blue Clarin folding chairs. The
folding chairs for the new ice rink must match and be able to interchange with
the chairs currently used at the Civic Center.
Clarin is the manufacturer of the chairs and is the best source to provide the
chairs directly.
The purchase will be accomplished via Request for Proposal #052910, initiated
by the National Joint Powers Alliance (NJPA), whereby Clarin was one of the
successful vendors contracted to provide Furniture and Related Services,
Supplies and Accessories. The contract, which commenced July 22, 2010, is good
through July 2014. 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.
Funds are budgeted in the FY11 Budget: CBA Lease Revenue Bonds/2010A ? 2010
CBA Bonds ?Ice Rink-Capital Expenditures Under $5,000 - Ice Rink;
0558-800-2110-BAIR-7763-81001-20100.
* * * * * * * * * *
(C) UPGRADE AND ADDITION TO THE SECURITY SYSTEM AT COLUMBUS CIVIC CENTER AND
NEW ICE RINK
It is requested that Council approve the purchase of an upgrade and addition to
the security system at the Columbus Civic Center and Ice Rink from Command
Systems (Columbus, Georgia), in the amount of $75,496.25.
Command Systems installed the security system when the Civic Center was
constructed. The vendor has continued to maintain and troubleshoot the system
as needed. With the construction of the new ice rink, it is necessary to
upgrade the security system at the Civic Center and extend the system into the
new ice rink. The upgrades/additions include: 1)Upgrade the existing access
control/door security system; 2) Upgrade the closed circuit TV, and 3) Upgrade
the Perimeter Alarm System.
Funds are budgeted in the FY11 Budget: Funds are budgeted in the FY11 Budget:
CBA Lease Revenue Bonds/2010A ? 2010 CBA Bonds ?Ice Rink-Capital Expenditures
Over $5,000 - Ice Rink; 0558-800-2110-BAIR-7761-81001-20100.
(D) EMERGENCY PURCHASE OF PURSUIT VEHICLES FOR THE SHERIFF?S OFFICE
It is requested that Council authorize the emergency purchase of five (5) white
2011 Tahoe Police vehicles from Hardy Fleet Group in the amount of $131,055.00
per Georgia Statewide Contract #SWC90796; and rescind Resolution No. 300-10 for
the emergency purchase awarded to Akins Ford Dodge Jeep Chrysler (Winder,
Georgia) for five (5) Crown Victoria pursuit vehicles in the amount of
$110,342.60.
The Sheriff?s Office was awarded a grant to participate in the Propane Corridor
Development Program for the use of propane as an alternative fuel source. The
five Crown Victoria pursuit vehicles were to be utilized by the Sheriff?s
Office in the pilot program. However, during a telephone conversation with the
Sheriff?s Office on August 30, 2010, it was realized that the Crown Victorias
ordered from Akins Ford were 2011 models. The Sheriff?s Office stated that only
2010 Crown Victorias had been certified by the EPA for propane conversion. The
Purchasing Division contacted the vendors for the Statewide Contract in an
effort to locate any 2010 model Ford Crown Victorias, Chevrolet Impalas,
Chevrolet Tahoes, or Dodge Chargers that could be used for the propane
conversion project, with no success. Consequently, the Purchase Order for the
2011 Crown Victoria?s was cancelled on August 30th.
The Sheriff?s Office, based on conversations with the grant?s authorized
propane contractor, discovered that EPA certifications for 2011 Tahoes are near
completion, as opposed to Crown Victorias, which are in their last year of
production. According the Sheriff?s Office, installing propane conversion
equipment in Tahoes provides opportunities to move it into future models, as
well as, provides a better return on investment, for both vehicle and
equipment. Conversion equipment will be transferable between like make/models.
Funds are budgeted in the FY11 Budget: LOST Fund ? Public Safety ? Sheriff ?
Automobiles; 0102 ? 550 ? 9900 ? LOST ? 7721.
* * * * * *
(E) DECLARATION AND DONATION OF SURPLUS FIRE AMBULANCE
It is requested that Council declare one (1) Ambulance (Fleet #10138), as
surplus, in accordance with section 7-501 of the charter of Columbus
Consolidated Government; and authorize the donation of the surplus vehicle to
the EMS Department of Marion County.
The ambulance is no longer practical for use by Columbus Fire and Emergency
Medical Services. Therefore, the vehicle should be declared surplus. The
Department maintains a listing of volunteer agencies requesting surplus
equipment. The EMS Department of Marion County is the next entity on the list
requesting surplus equipment.
(F) SHOWER AND RESTROOM FACILITIES UPGRADE AT THE PUBLIC SAFETY BUILDING ? RFB
NO. 11-0007
It is requested that Council authorize the execution of a construction contract
with Weber Construction, Inc., in the amount of $51,700.00 for upgrades to the
shower and restroom facilities at the Public Safety Building. The facilities
are located on the basement level of the building.
Postcard invitations were mailed to eighty-three vendors* and specifications
were posted on the web page of the Purchasing Division and the Georgia
Procurement Registry. Five bids were received on September 3, 2010. This bid
has been advertised, opened and reviewed. The bidders were:
Bidder Total Bid
Weber Construction, Inc. (Buena Vista, GA) 51,700.00
Pound Construction Co. (Columbus, GA) 66,218.00
Batson-Cook Company (West Point, GA) 77,911.00
Ben B. Gordy Construction (Columbus, GA) 84,962.00
Better Home Bureau (Lawrenceville, GA) 92,786.10
Funds are budgeted in the FY11 Budget: General Fund Supported Capital Projects
? General Construction ? Public Safety Building Upgrades;
0508-660-1000-CPGF-7661-22919-20110.
?ITEM A?
A RESOLUTION
NO.________
A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA IN THE AMOUNT OF $114,475.80 FOR
THE ANNUAL MAINTENANCE AGREEMENT (OCTOBER 2010 THROUGH SEPTEMBER 2011) FOR THE
E911 CENTER?S 800 MHZ RADIO SYSTEM CONSOLE EQUIPMENT, THE CENTRAL ELECTRONICS
BAY, THE PLANT VISA 911 PHONE SYSTEM, THE FIBER OPTIC INTERFACE EQUIPMENT
INSTALLED IN THE 911 CENTER AND THE GOVERNMENT CENTER, AND THE NICE DIGITAL
LOGGING SYSTEM.
WHEREAS, the Police Department (through the 911 Center) and Sheriff?s Office
use the Motorola Console equipment to dispatch various Public Safety Units
throughout the City as needed. This equipment is a critical part of Public
Safety communications system; and,
WHEREAS, the equipment has, since the initial warranty expired, been covered by
a comprehensive 24/7/365 maintenance agreement with Motorola in order to assure
rapid and accurate repairs and minimal down time. This maintenance agreement
also covers two bi-directional amplification system that provides a back up to
the console system and allows the 911 Center to continue to operate should the
console equipment stop working. The maintenance agreement will insure that the
City receives complete and cost effective support of the equipment and allows
the Departments to control the operating costs associated with the console
equipment; and,
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola,
in the amount of $114,475.80, for the annual Maintenance Agreement (October
2010 through September 2011) for the E911 Center?s 800 MHz Radio System Console
Equipment, the Central Electronics Bay, the Plant Visa 911 Phone System, the
fiber optic interface equipment installed in the 911 Center and the Government
Center, and the Nice Digital Logging System. Funds are budgeted in FY11
Budget, Emergency Telephone Fund, Police, E911 ? Service Contracts;
0209-400-3220-E911-6513.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ________________, 2010 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 PURCHASE OF ONE THOUSAND (1,000) BLUE CLARIN
FOLDING CHAIRS AND TWENTY-EIGHT (28) HANGING CHAIR TRUCKS FROM CLARIN (LAKE
BLUFF, ILLINOIS) IN THE AMOUNT $79,559.24.
WHEREAS, the Civic Center currently utilizes the blue Clarin folding chairs.
The folding chairs for the new Ice Rink must match and be able to interchange
with the chairs currently used at the Civic Center; and,
WHEREAS, Clarin is the manufacturer of the chairs and is the best source to
provide the chairs directly; and,
WHEREAS, the purchase will be accomplished via Request for Proposal #052910,
initiated by the National Joint Powers Alliance (NJPA), whereby Clarin was one
of the successful vendors contracted to provide Furniture and Related Services,
Supplies and Accessories.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase One Thousand
(1,000) blue Clarin folding chairs and Twenty-Eight (28) Hanging Chair Trucks
from Clarin (Lake Bluff, Illinois) in the amount $79,559.24. Funds are
budgeted in the FY11 Budget: CBA Lease Revenue Bonds/2010A ? 2010 CBA Bonds ?
Ice Rink-Capital Expenditures Under $5,000 - Ice Rink;
0558-800-2110-BAIR-7763-81001-20100.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ________________, 2010 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 AN UPGRADE AND ADDITION TO THE
SECURITY SYSTEM AT THE COLUMBUS CIVIC CENTER AND ICE RINK FROM COMMAND SYSTEMS
(COLUMBUS, GEORGIA), IN THE AMOUNT OF $75,496.25.
WHEREAS, Command Systems installed the security system when the Civic Center
was constructed. The vendor has continued to maintain and troubleshoot the
system as needed; and,
WHEREAS, with construction of the new Ice Rink, it is necessary to upgrade the
security system at the Civic Center and extend the system into the new Ice
Rink. The upgrades/additions include: 1)Upgrade the existing access
control/door security system; 2) Upgrade the closed circuit TV, and 3) Upgrade
the Perimeter Alarm System.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase an upgrade and
addition to the security system at the Columbus Civic Center and Ice Rink from
Command Systems (Columbus, Georgia), in the amount of $75,496.25. Funds are
budgeted in the FY11 Budget: Funds are budgeted in the FY11 Budget: CBA Lease
Revenue Bonds/2010A ? 2010 CBA Bonds ?Ice Rink-Capital Expenditures Over $5,000
- Ice Rink; 0558-800-2110-BAIR-7761-81001-20100.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ________________, 2010 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 THE EMERGENCY PURCHASE OF FIVE (5) WHITE 2011 TAHOE
POLICE VEHICLES FROM HARDY FLEET GROUP (DALLAS, GEORGIA), IN THE AMOUNT OF
$131,055.00 PER GEORGIA STATEWIDE CONTRACT; AND RESCIND RESOLUTION NO. 300-10
FOR THE EMERGENCY PURCHASE AWARDED TO AKINS FORD DODGE JEEP CHRYSLER (WINDER,
GEORGIA) FOR FIVE (5) CROWN VICTORIA PURSUIT VEHICLES.
WHEREAS, the purchase order to Akins Ford (Winder, Georgia) for the 2011 Crown
Victorias was cancelled on August 30, 2010 because the 2011 vehicles have not
been certified by the EPA for propane conversion; and,
WHEREAS, the 2011 Chevrolet Tahoes are near completion for EPA
certification; and,
WHEREAS, according the Sheriff?s Office, installing propane conversion
equipment in Tahoes provides opportunities to move it into future models, as
well as, providing a better return on investment, for both vehicle and
equipment. Conversion equipment will be transferable between like make/models.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
Part I
Resolution No. 300-10 is hereby rescinded.
Part II
That the City Manager is hereby authorized for the emergency purchase of five
(5) white 2001 Chevrolet Tahoes from Hardy Fleet Group (Dallas, Georgia), in
the amount of $131,055.00. Funds are budgeted in the FY11 Budget: LOST Fund ?
Public Safety ? Sheriff ? Automobiles; 0102 ? 550 ? 9900 ? LOST ? 7721.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2010 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 E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING TO DECLARE ONE (1) AMBULANCE (FLEET #10138), AS
SURPLUS, IN ACCORDANCE WITH SECTION 7-501 OF THE CHARTER OF COLUMBUS
CONSOLIDATED GOVERNMENT; AND AUTHORIZE THE DONATION OF THE SURPLUS VEHICLE TO
THE EMS DEPARTMENT OF MARION COUNTY.
WHEREAS, the ambulance is no longer practical for use by Columbus Fire and
Emergency Medical Services. Therefore, the vehicle should be declared surplus;
and,
WHEREAS, the Department maintains a listing of volunteer agencies requesting
surplus equipment. The EMS Department of Marion County is the next entity on
the list requesting surplus equipment.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to declare one (1) Ambulance
(Fleet #10138), as surplus, in accordance with section 7-501 of the charter of
Columbus Consolidated Government; and authorize the donation of the surplus
vehicle to the EMS Department of Marion County.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of _________________, 2010 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 F?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH
WEBER CONSTRUCTION, INC., IN THE AMOUNT OF $51,700.00 FOR UPGRADES TO THE
SHOWER AND RESTROOM FACILITIES AT THE PUBLIC SAFETY BUILDING.
WHEREAS, the facilities are located on the basement level of the building.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a construction contract
with Weber Construction, Inc., in the amount of $51,700.00 for upgrades to the
shower and restroom facilities at the Public Safety Building. Funds are
budgeted in the FY11 Budget: General Fund Supported Capital Projects ? General
Construction ? Public Safety Building Upgrades;
0508-660-1000-CPGF-7661-22919-20110.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
________ day of __________, 2010 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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