Agenda Item # 4
Columbus Consolidated Government
Council Meeting
January 25, 2011
Agenda Report # 599
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) PROFESSIONAL SERVICES FOR THE DEVELOPMENT OF PROMOTIONAL TESTING FOR THE
SHERIFF?S OFFICE
It is requested that Council approve payment, in the amount of $58,218.00, to
The University of Georgia to provide professional services for the development
of promotional testing for the Sheriff?s Office.
The Sheriff?s Office requires a fair and un-biased process to assess candidates
for promotions. The University of Georgia is the only state agency that is
academically based and specializes in providing services to municipal and local
governments in the state. The University of Georgia is currently providing
promotional testing services for the Police Department per Resolution #56-06.
Therefore, the Sheriff?s Office contracted with the University of Georgia to
develop promotional testing procedures for various ranks in the Department.
Funds are budgeted in the FY11 Budget: LOST Public Safety Fund ? Sheriff ?
Public Safety LOST ? Operating Materials; 0102-550-9900-LOST-6728.
* * * * * *
(B) EMERGENCY PURCHASE OF VARIABLE MESSAGE SIGNS
It is requested that Council approve payment to American Signal Company
(Atlanta, GA), in the amount of $54,246.00, for the emergency purchase of four
(4) variable message signs.
The variable message signs will be utilized on the Moon Road Widening Project.
The bids for the construction project are currently scheduled to be opened on
January 26. This project includes work at Veterans Parkway/Williams Road
intersection, which experiences heavy traffic loads. The signs are critical to
notify the public of construction zones and detours.
The original intent was to purchase the signs off an existing state contract or
other municipal contract but the signs are not currently under contract. The
limited availability of rental signs or municipal/state contracts to purchase
the signs was unanticipated.
The Engineering Department obtained quotes and reviewed specifications from the
following vendors:
American Signal Company (Atlanta, GA) $54,246.00
*Transafe (Lawrenceville, GA) 53,960.00
K & K (Tupelo, MS) 57,192.00
Stay Alert Safety Services, Inc. (Kernersville, NC) 58,500.00
*Transafe was not selected because the Engineering Department determined the
vendor did not meet the minimum requirements.
The pending award of the construction contract makes the purchase of the signs
time critical. Therefore, The City Manager approved the emergency purchase on
January 5, 2011.
Funds are available in the FY11 Budget: 1999 Sales Tax Project Fund ? 1999
SPLOST ? Road/Bridge/Street ? Moon Road Widening Project;
0540-695-2126-TXRB-7761-53024-20090.
* * * * * *
(C) INMATE TELEPHONE SYSTEM (ANNUAL CONTRACT) ? RFP NO. 11-0005
It is requested that Council approve the contract with Bealls Communications
Group for the Inmate Telephone System for the Muscogee County Prison. The
contractor will provide a secure turnkey, fully operational and reliable inmate
telephone system designed to improve the management and control of inmate
telephone usage in the Muscogee County Prison.
The Contractor will provide the following services:
Provide all equipment, labor, supervision and materials required to acquire,
install, operate and maintain all telephone equipment necessary for the
operation of a collect only telephone system for the Prison at no charge to the
Columbus Consolidated Government (the City).
Provide all telephone service related to the inmate telephones at the
Contractor?s own expense. The City will incur no cost for any portion of the
installation or services throughout the term of the agreement.
Pay all royalty and license fees relating to the items covered by the contract.
Provide turnkey, non-coin telecommunications services.
Provide complete station-to-station and/or person-to-person collect call from
inmates.
Record all inmate calls 24-hours a day, 7 days a week.
Pay a monthly commission to the Muscogee County Prison, made payable to
Columbus Consolidated Government. The commission will be based upon calls
placed from the inmate public telephones.
The term of the contract will be for five years with the option to renew for
five additional twelve-month periods. Contract renewal will be contingent upon
the mutual agreement of the City and the Contractor.
Postcard invitations were mailed and the RFP specifications were posted on the
City?s website and Georgia Procurement Registry. The RFP has been advertised,
opened and evaluated. On October 15, 2010, eight proposals were received from
the following offerors:
Bealls Communications (Columbus, GA
VAC (Plano, TX)
Securus Technologies (Dallas, TX)
Telmate (Ontario, OR)
AmTel (St. Marys, GA)
Global Tel*Link (Mobile, AL)
Infinity Networks (Austin, TX)
Crown Correctional Telephone (Grandbury, TX)
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from the Muscogee County Prison, Sheriff and
Information Technology Departments. During the evaluation process, Bealls
Communications Group was deemed most responsive to the RFP. 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, negotiation will begin
with the next responsive offeror. Evaluation results and proposed commission
have been submitted to the City Manager in a separate memo for informational
purposes.
Funds will be deposited in the following Revenue Account: General Fund ?
Government Wide Revenue ? Pay Phone ? MCP; 0101-099-1999-4816.
* * * * * *
(D) READY MIX CEMENT - (ANNUAL CONTRACT) - RFB NO. 11-0026
It is requested that Council approve the purchase of ready mix cement on an ?as
needed basis? from Lafarge North America for the estimated annual contract
value of $150,000.00. The Public Services Department will use the ready mix
cement for spot repairs on City roads. Last year the Public Services
Department spent over $125,000.00 for ready mix cement.
The contract term shall be for one (1) year, with the option to renew for four
(4) additional twelve-month periods, contingent upon the mutual agreement of
the City and the Contractor.
Bid postcard invitations were mailed to seventy-one vendors and bid
specifications were posted on the web page of the Purchasing Division and the
Georgia Procurement Registry. Two bids were received on December 1, 2010.
This bid has been advertised, opened and reviewed. The bidders were:
Unit of
Measure LaFarge North America
(Columbus, GA) Couch Ready Mix USA
(Phenix City, AL)
1. Regular Mix, 3000 p.s.i. Per Cubic
Yard
$ 85.00
$ 105.00
2. Class A Cement Per Cubic
Yard
$ 90.00
$ 110.00
3. Grout Mix (Cement/Sand only) Per Cubic
Yard
$ 90.00
$ 117.00
4. 3,000 p.s.i. Concrete w/peagravel Per Cubic
Yard
$ 95.00
$ 115.00
5. 5,000 p.s.i. High Earley, Type 5,000 Per Cubic
Yard
$ 115.00
$ 120.00
6. Concrete Expansion Joint
Per Foot
$ .40
$ 4.00 / per 10 Ft
7. Calcium ? Liquid 2% Per Cubic
Yard
$ 6.00
$ 6.00
Funds are budgeted each fiscal year for this on going expense: Paving Fund -
Public Services ? Repairs and Maintenance ? Operating Materials;
0203-260-3110-REPA-6728; Paving Fund ? Public Services - Right-Of-Way
Maintenance ? Operating Materials; 0203-260-3120-ROWM-6728; Paving Fund ?
Public Services - Sewer Maintenance ? Operating Materials;
0202-260-3210-SWRM-6728.
?ITEM A?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING PAYMENT IN THE AMOUNT OF $58,218.00 TO THE UNIVERSITY
OF GEORGIA TO PROVIDE PROFESSIONAL SERVICES FOR THE DEVELOPMENT OF PROMOTIONAL
TESTING FOR THE SHERIFF?S OFFICE.
WHEREAS, the Sheriff?s Office requires a fair and un-biased process to assess
candidates for promotions; and,
WHEREAS, the University of Georgia is the only state agency that is
academically based and specializes in providing services to municipal and local
governments in the state; and,
WHEREAS, the University of Georgia is currently providing promotional testing
services for the Police Department per Resolution #56-06. Therefore, the
Sheriff?s Office contracted with the University of Georgia to develop
promotional testing procedures for various ranks in the Department.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment in the
amount of $58,218.00 to The University of Georgia to provide professional
services for the development of promotional testing for the Sheriff?s Office.
Funds are budgeted in the FY11 Budget: LOST Public Safety Fund ? Sheriff ?
Public Safety LOST ? Operating Materials; 0102-550-9900-LOST-6728.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2011 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 AMERICAN SIGNAL COMPANY (ATLANTA, GA), IN
THE AMOUNT OF $54,246.00, FOR THE EMERGENCY PURCHASE OF FOUR (4) VARIABLE
MESSAGE SIGNS.
WHEREAS, the variable message signs will be utilized on the Moon Road Widening
Project. The bids for the construction project are currently scheduled to be
opened on January 26. This project includes work at Veterans
Parkway/Williams Road intersection, which experiences heavy traffic loads. The
signs are critical to notify the public of construction zones and detours;
and,
WHEREAS, the original intent was to purchase the signs off an existing state
contract or other municipal contract but the signs are not currently
contracted. The limited availability of rental signs or municipal/state
contracts to purchase the signs was unanticipated; and,
WHEREAS, the pending award of the construction contract makes the purchase of
the signs time critical. Therefore, the City Manager approved the emergency
purchase on January 5, 2011.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to American
Signal Company (Atlanta, GA), in the amount of $54,246.00, for the emergency
purchase of four (4) variable message signs. Funds are budgeted in the FY11
Budget: 1999 Sales Tax Project Fund ? 1999 SPLOST ? Road/Bridge/Street ? Moon
Road Widening Project; 0540-695-2126-TXRB-7761-53024-20090.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2011 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 EXECUTION OF A CONTRACT WITH BEALLS
COMMUNICATIONS GROUP TO PROVIDE AN INMATE TELEPHONE SYSTEM FOR MUSCOGEE COUNTY
PRISON.
WHEREAS, an RFP was administered (RFP No. 11-0005) and eight proposals
were received; and,
WHEREAS, proposals submitted by Bealls Communications Group met all
proposal requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the initial term of the contract shall be for five years, with
the option to renew for five (5) 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 to execute a contract with
Bealls Communications Group to provide an Inmate Telephone System for Muscogee
County Prison. Funds will be deposited in the following Revenue Account:
General Fund ? Government Wide Revenue ? Pay Phone ? MCP; 0101-099-1999-4816.
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2011 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 PROCUREMENT OF READY MIX CEMENT ON AN ?AS NEEDED
BASIS? FROM LAFARGE NORTH AMERICA FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF
$150,000.00.
WHEREAS, the ready mix cement will be used on an ?as needed basis? by the
Public Services Department for spot repairs on City roads; and,
WHEREAS, this contract shall be for one year, with the option to renew for four
additional twelve month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to procure ready mix
cement on an ?as needed basis? from Lafarge North America for the estimated
annual contract value of $150,000.00. Funds are budgeted each fiscal year for
this on going expense: Paving Fund - Public Services ? Repairs and Maintenance
? Operating Materials; 0203-260-3110-REPA-6728; Paving Fund ? Public Services -
Right-Of-Way Maintenance ? Operating Materials; 0203-260-3120-ROWM-6728; Paving
Fund ? Public Services - Sewer Maintenance ? Operating Materials;
0202-260-3210-SWRM-6728.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2011 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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