Agenda Item # 1
Columbus Consolidated Government
Council Meeting
February 14, 2006
Agenda Report # 98
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) LOTUS NOTES ANNUAL LICENSE RENEWAL
It is requested that Council approve payment to IBM Corporation, in the amount
of $43,820.20, for the Lotus Notes annual license renewal.
The license renewal will cover Lotus Notes, Sametime, Domino, D.U.C.S. and
H.A.T.S. license and maintenance support for a twelve-month period, beginning
March 1, 2006 through February 28, 2007.
Lotus Notes is an IBM developed software. Therefore, the IBM Corporation is
considered an only known source for the license and maintenance support.
Funds are available in the FY06 Budget, Information Technology ? Software
Lease; 0101-210-1000-ISS-6541.
* * * * * *
(B) HERITAGE PARK FOUNTAIN MAINTENANCE (ANNUAL CONTRACT) -
RFB NO. 06-0031
It is requested that Council approve the annual contract with Ace Plumbing
Company, Inc., to clean and maintain the Heritage Park Fountain for the annual
contract value of $23,400.00. Contractor will be responsible for cleaning
(skimming, vacuuming, cleaning the pit and adding chemicals as needed) and
maintaining jumping jets on a weekly basis. Chemicals to be used will be
provided by the City, which will include Granular Chlorine, Chlorine Tablets,
Algicide and Soda Ashe.
The term of the contract shall be for two 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.
Bid specifications were posted on the City?s website. One bid response was
received December 21, 2005. This bid has been advertised, opened and
reviewed.
Monthly Cost Yearly Cost
Ace Plumbing Company, Inc. (Columbus, GA) $1,950.00 $23,400.00
Funds are budgeted each fiscal year for this on going expense; Public Services,
Facilities Maintenance ? Service Contracts; 0101-260-2700-MNTN-6513.
* * * * * *
(C) PURCHASE OF VANS FOR MUSCOGEE COUNTY PRISON
It is requested that Council approve the purchase of one (1) 7-passenger van in
the amount of $15,771.00 and one (1) 15-passenger van in the amount of
$19,633.00 from Alan Vigil Ford Fleet & Government Sales (Morrow, GA). The
purchase will be made via Georgia State Contract, SWC S-000483, for a total
amount of $35,404.00.
The vans are replacement vehicles and will be used by the Muscogee County
Prison to transport inmates and personnel as needed. One of the vans
requiring replacement is no longer operational, and the other is unreliable.
Therefore, purchase via State Contract is recommended because the old vans need
to be replaced as expeditiously as possible.
Funds are budgeted in FY06 Budget, General Fund ? MCP - Warden ? Light Trucks;
0101-420-1000-MCCI-7722.
* * * * * *
(D) LAND RECORDS IMAGING AND INDEXING SYSTEM SOFTWARE AND MAINTENANCE FOR THE
CLERK OF SUPERIOR COURT
It is requested that Council approve the purchase of computer software and
maintenance for a land records imaging and indexing system for the Clerk of
Superior Court from Aptitude Solutions, in accordance with the following
purchase/payment schedule:
Fiscal Year 2006 Contract Signing $80,400.00
Fiscal Year 2007 Software & Maintenance $160,300.00
Fiscal Year 2008 Software & Maintenance $161,101.00
Fiscal Year 2009 Software & Maintenance $161,101.00
Fiscal Year 2010 Maintenance $53,731.00
Fiscal Year 2011 Maintenance $53,731.00
Fiscal Year 2012 Maintenance $53,731.00
The Clerk?s current imaging and indexing system is completely inoperable due to
issues with the system?s software vendor, Mainline. When the system is down,
courts and real estate have no access to information. In addition, the Clerk?s
office cannot roll over data to become State compliant and provide information
to title examiners.
For the past 2-3 years, the Clerk has refused to pay maintenance costs because
the vendor did not perform as desired. The current system is antiquated,
because no system updates have been provided since 1997. Consequently, the
system has had a history of failures. In addition, Mainline has declared
bankruptcy.
Since Mainline declared bankruptcy, the Clerk began searching for other
indexing system providers. Ms. Pierce found a provider, Aptitude Solutions,
who was very impressive and had substantial resources available to assure
adequate upgrades and maintenance. After the experiences with Mainline, a
small company with limited resources, the availability of a company with varied
resources has become extremely important. Aptitude Solutions can provide an
upgraded land record and court imaging system, with added capabilities which
were not available using the Mainline system. Aptitude Solutions is on the
State Clerk of Court?s approved list of vendors to provide imaging and indexing
systems. Additionally, Aptitude Solutions? software is installed in twenty
counties in Florida, Georgia and North Carolina.
Since the current system is already down, it is imperative that a new system is
in place as soon as possible. Provision of the records is already noncompliant
with State requirements; therefore, the delay, which would be required for a
formal RFP process, is not feasible. In addition, to prevent the loss of data,
the Clerk has already had Aptitude Solutions perform a back-up of the records.
.
Funds are available for the current fiscal year expenses of $80,400 in the FY06
Budget, pending budget transfers; Clerk of Superior Court ? Computer Software;
0101-500-3000-SUPC-6541. Funding for subsequent expenses to complete the
initial purchase of the software and, ongoing maintenance, will be budgeted
each fiscal year as needed.
* * * * * * *
(E) COMPUTER HARDWARE FOR CLERK OF SUPERIOR COURT
It is requested that Council approve the purchase of computer hardware from
CDW-G in the amount of $100,251.00. The purchase will be made via Federal GSA
Contract Schedule 70.
The equipment consists of various pieces of computer hardware required to
support the new imaging and indexing software proposed for the Clerk of
Superior Court. The software provider and the City?s Information Technology
Department have met to discuss and confirm the hardware requirements for the
new system.
Funds are available in the in FY06 Budget, pending budget transfers; Clerk of
Superior Court ? Computer Hardware; 0101-500-3000-SUPC-7751.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PAYMENT TO IBM CORPORATION, IN THE AMOUNT OF
$43,820.20, FOR THE LOTUS NOTES ANNUAL LICENSE RENEWAL.
WHEREAS, the license renewal will cover Lotus Notes, Sametime, Domino, D.U.C.S.
and H.A.T.S. license and maintenance support for a twelve-month period,
beginning March 1, 2006 through February 28, 2007; and,
WHEREAS, Lotus Notes products are an IBM software. Therefore, the IBM
Corporation is considered an only known source for the license and maintenance
support.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to IBM
Corporation, in the amount of $43,820.20, for the Lotus Notes annual license
renewal. Funds are available in the FY06 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 ______________________, 2006 and adopted at said
meeting by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
___________________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
?ITEM B?
A RESOLUTION
NO._________
A RESOLUTION AUTHORIZING A MAINTENANCE CONTRACT FOR THE HERITAGE PARK FOUNTAIN
FROM ACE PLUMBING COMPANY, INC., FOR THE ANNUAL CONTRACT VALUE OF $23,400.00.
WHEREAS, the Contractor will be responsible for cleaning (skimming,
vacuuming, cleaning the pit and adding chemicals as needed) and maintaining
jumping jets on a weekly basis. Chemicals to be used will be provided by the
City, which will include Granular Chlorine, Chlorine Tablets, Algicide and Soda
Ashe; and,
WHEREAS, the contract term is for two years, with the option to renew
for three (3) additional twelve-month periods. 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 to procure maintenance services from
Ace Plumbing Company, Inc., for the Heritage Park Fountain for the annual
contract value of $23,400.00. Funds are budgeted each fiscal year for this on
going expense; Public Services ? Facilities Maintenance ? Service Contracts;
0101-260-2700-MNTN-6513.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________day of ______________________, 2006 and adopted at said
meeting by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
___________________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
?ITEM C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) 7-PASSENGER VAN IN THE AMOUNT
OF $15,771.00, AND ONE (1) 15-PASSENGER VAN IN THE AMOUNT OF $19,633.00 FROM
ALAN VIGIL FORD FLEET & GOVERNMENT SALES (MORROW, GA). THE PURCHASE WILL BE
MADE VIA GEORGIA STATE CONTRACT, SWC S-000483, FOR A TOTAL AMOUNT OF $35,404.00.
WHEREAS, the vans are replacements and will be used by the Muscogee County
Prison to transport inmates and personnel as needed.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1)
7-passenger van in the amount of $15,771.00, and one (1) 15-passenger van in
the amount of $19,633.00 from Alan Vigil Ford Fleet & Government Sales (Morrow,
GA). The purchase will be made via Georgia State Contract, SWC S-000483, for a
total amount of $35,404.00. Funds are budgeted in FY06 Budget, General Fund ?
MCP - Warden ? Light Trucks; 0101-420-1000-MCCI-7722.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________day of ______________________, 2006 and adopted at said
meeting by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
___________________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
?ITEM D?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF COMPUTER SOFTWARE AND
MAINTENANCE FOR A LAND RECORDS IMAGING AND INDEXING SYSTEM FOR THE CLERK OF
SUPERIOR COURT FROM APTITUDE SOLUTIONS, IN ACCORDANCE WITH THE FOLLOWING
PURCHASE/PAYMENT SCHEDULE:
FISCAL YEAR 2006 CONTRACT SIGNING $80,400.00
FISCAL YEAR 2007 SOFTWARE & MAINTENANCE $160,300.00
FISCAL YEAR 2008 SOFTWARE & MAINTENANCE $161,101.00
FISCAL YEAR 2009 SOFTWARE & MAINTENANCE $161,101.00
FISCAL YEAR 2010 MAINTENANCE $53,731.00
FISCAL YEAR 2011 MAINTENANCE $53,731.00
FISCAL YEAR 2012 MAINTENANCE $53,731.00
WHEREAS, the Clerk?s current imaging and indexing system is completely
inoperable due to issues with the system?s software vendor, Mainline. When the
system is down, courts and real estate have no access to information. In
addition, the Clerk?s office cannot roll over data to become State compliant
and provide information to title examiners; and,
WHEREAS, Aptitude Solutions can provide an upgraded land record and
court imaging system, with added capabilities which were not available using
the Mainline system. Aptitude Solutions is on the State Clerk of Court?s
approved list of vendors to provide imaging and indexing systems.
Additionally, Aptitude Solutions? software is installed in twenty counties in
Florida, Georgia and North Carolina. Since the current system is already down,
it is imperative that a new system is in place as soon as possible. Provision
of the records is already noncompliant with State requirements; therefore, the
delay, which would be required for a formal RFP process, is not feasible. In
addition, to prevent the loss of data, the Clerk has already had Aptitude
Solutions perform a back-up of the records.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase computer software and
maintenance for a land records imaging and indexing system for the Clerk of
Superior Court from Aptitude Solutions, in accordance with the following
purchase/payment schedule:
Fiscal Year 2006 Contract Signing $80,400.00
Fiscal Year 2007 Software & Maintenance $160,300.00
Fiscal Year 2008 Software & Maintenance $161,101.00
Fiscal Year 2009 Software & Maintenance $161,101.00
Fiscal Year 2010 Maintenance $53,731.00
Fiscal Year 2011 Maintenance $53,731.00
Fiscal Year 2012 Maintenance $53,731.00
Funds are available for the current fiscal year expenses of $80,400 in the FY06
Budget, pending budget transfers; Clerk of Superior Court ? Computer Software;
0101-500-3000-SUPC-6541. Funding for subsequent expenses to complete the
initial purchase of the software and, ongoing maintenance, will be budgeted
each fiscal year as needed.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of 2006 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
__________________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
?ITEM E?
A RESOLUTION
NO.__________
A RESOLUTION AUTHORIZING THE PURCHASE OF COMPUTER HARDWARE FROM CDW-G IN THE
AMOUNT OF $100,251.00. THE PURCHASE WILL BE MADE VIA FEDERAL GSA CONTRACT
SCHEDULE 70.
WHEREAS, the equipment consists of various pieces of computer hardware required
to support the new imaging and indexing software proposed for the Clerk of
Superior Court. The software provider and the City?s Information Technology
Department have met to discuss and confirm the hardware requirements for the
new system.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase computer
hardware from CDW-G in the amount of $100,251.00. The purchase will be made via
Federal GSA Contract Schedule 70. Funds are available in the in FY06 Budget,
pending budget transfers; Clerk of Superior Court ? Computer Hardware;
0101-500-3000-SUPC-7751.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________day of ______________________, 2006 and adopted at said
meeting by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
___________________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
DATE: February 14, 2006
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
February 15, 2006
1. Mid-Size SUVs ? RFB No. 06-0053
Scope of RFB
Provide three (3) Mid Size SUVs to be used by the Traffic Engineering and
Highway Divisions.
Crew Cab & Chassis For Dual Rear Wheel 1-Ton Truck ? RFB No. 06-0055
Scope of RFB
Provide three (3) Crew Cab and Chassis for Dual Rear Wheel 1-Ton Truck to be
used by the Street Improvement, Park Services and Rainwater Maintenance
Divisions of the Public Services Department.
3. Batteries for Portable Radios (Annual Contract) ? RFB No. 06-0052
Scope of Bid
Provide batteries for portable radios (MTS2000, XTS1500, XTS2500 &
XTS5000) to be used by various departments of Columbus Consolidated
Government. The contract period will be for two years with the option to renew
for three additional twelve-month periods.
4. Youth Basketball Uniforms (Annual Contract) ? RFB No. 06-0057
Scope of Bid
Provide youth basketball uniforms on an ?as needed? basis to the
Columbus Parks & Recreation Division. The contract period will be for two
years with the option to renew for three additional twelve-month periods.
5. Truck Cab & Chassis with 12? Flat Bed Dump Body ? RFB No. 06-0049
Scope of RFB
Provide five (5) trucks, cab and chassis with 12-foot flat bed dump bodies to
be used by the Paving and Repairs, Right-Of-Way Maintenance and Rainwater
Management Divisions of the Public Services Department.
6. Pickup Trucks ? RFB No. 06-0051
Scope of RFB
Provide nine (9) pickups to be used by the Landfill, Street Improvement, Street
Repairs and Maintenance, Park Services, Forestry, Community Services, and Solid
Waste Collection Divisions.
February 17, 2006
1. Actuarial Services for Other Post Employment Benefits (OPEB) (Annual
Contract) ? RFB No. 06-0008
Scope of RFP
Provide Actuarial Services for ?Other Post Employment Benefits? (OPEB) plans.
OPEB refers to medical, dental, vision and other healthcare-related benefits
provided to terminated or retired employees and their dependents and
beneficiaries. The initial term of the contract will be for one year with the
option to renew for five additional twelve-month periods. The renewal will be
contingent upon the mutual agreement of the City and the contractor.
February 22, 2006
1. Medium-Duty Cutaway Bus (Annual Contract) ? RFB No. 06-0058
Scope of Bid
The Consolidated Government of Columbus, Georgia (the City) is seeking
vendors to provide Medium-Duty Cutaway Buses to METRA on an ?as needed? basis.
The City anticipates purchasing approximately 9 buses over a five (5) year
period.
February 24, 2006
1. Innovative Sports Educational Component Workshops (Annual Contract) ? RFP
No. 06-0007
Scope of RFP
Provide Parks and Recreation with innovative sports educational
component workshops.
The contract term shall be for two years, with the option to renew for three
additional twelve-month periods. Contract renewal shall be contingent upon the
mutual agreement of the City and the Contractor.
March 10, 2006
1. Engineering Services Related to the Closure of the Old Camp Landfill ? RFP
No. 06-0009
Scope of RFP
Columbus Consolidated Government is requesting proposals to provide the
following: a closure/post-closure care and river-bank stabilization plan, with
the plans being approved by EPD; Construction Administration and Construction
Quality Assurance (CQA) Services during the closure of the landfill and the
implementation and completion of the river-bank stabilization plan will also
be included.
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