Agenda Item # 7
Columbus Consolidated Government
Council Meeting
March 11, 2014
Agenda Report # 88
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) CELLULAR TELEPHONE SERVICES (ANNUAL CONTRACT)
It is requested that Council approve the continuation of cellular telephone
services with Verizon Wireless, via Georgia State Contract, GTA794-V. Verizon
was the awarded the contract with the State of Georgia Contract on January 1,
2014 through June 30, 2017
Alltel was awarded the contract to provide wireless communication services to
Columbus Consolidated Government, per Resolution No. 413-07 (RFP No. 07-0012),
on September 18, 2007. On July 11, 2009, Alltel services officially
transitioned from Alltel Wireless to Verizon Wireless. Verizon Wireless agreed
to honor the terms of the contract, and Council approved to continue the
contract with Verizon Wireless, per Resolution No. 481-09.
The City?s contract term has ended. However, Verizon Wireless is one of the
contractors awarded the Georgia State contract for Wireless communications.
Verizon Wireless has agreed to continue the same plan, monthly access charge
and any eligible discounts. Therefore, it is in the City?s best interest to
continue with Verizon Wireless under the new State Contract.
Funding will be budgeted each fiscal year for this on-going expense: Various
Accounts ? Mobile Phone ? 6622.
* * * * * *
(B) ANNUAL MAINTENANCE AND SUPPORT AGREEMENT FOR THE OASIS SYSTEM
It is requested that Council approve payment to Tyler Technologies, Inc.,
Appraisal and Tax Division (Dallas, TX), in the amount of $98,795.00, for the
annual renewal fee for OASIS Maintenance Support, covering the period January
2014 through December 2014. Payment will be made in two installments in the
amount of $49,397.50; the first payment upon approval of this resolution, and
the second payment after July 1st.
This maintenance provides Information Technology Department, the Tax Assessor's
Office and the Tax Commissioner's Office with software enhancements,
documentation updates, Users Group Support and Hotline Support for the OASIS
property tax and appraisal system. Maintenance has been budgeted and approved
annually since the OASIS software system was purchased in 1985. The vendor is
the developer of the software, and is therefore, the only known source to
provide the maintenance support.
Funds are budgeted in the FY14 Budget: General Fund - Information Technology -
Software Lease; 0101-210-1000-ISS-6541. The remaining funds for the second
payment, due after July 1, will be carried over to the FY15 budget.
* * * * * *
(C) REFUSE TRUCK BODY REFURBISHING SERVICES (ANNUAL CONTRACT) ? RFP NO. 14-0003
It is requested that Council authorize the execution of a contract with Fabco
Fabrication, Inc. (Valdosta, GA) to provide refurbishing services for refuse
truck bodies, which will be used on an ?as needed? basis.
Fabco Fabrication, Inc. will provide the following services:
? The vendor shall provide sufficiently trained, knowledgeable and service
oriented personnel to efficiently and effectively perform the required services.
? The contractor shall provide at its sole expense all equipment, supplies,
materials, merchandise, transportation and labor necessary for the satisfactory
operation of the contractor?s business.
? Contractor shall make a visual inspection of the vehicle body in need of
refurbishment within 10 days of notification by the City.
? Contractor shall submit a quote within 5 days of visual inspection.
? Contractor shall complete work within 15 days after notification to proceed.
? All work shall be completed to the full satisfaction of the Fleet Shop.
The term of the contract shall be for two (2) 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.
The RFP was released on October 29, 2013. Request for proposal invitations
were mailed to two hundred fifty one (251) vendors and specifications were
posted on the City?s website, Georgia Procurement Registry and Onvia
DemandStar. RFP has been advertised, opened and evaluated. Two proposals were
received on November 22, 2013 from the following offerors:
Fabco Fabrication, Inc. (Valdosta, GA)
Rush Bus Center (Atlanta, GA) ? withdrawn*
*During the opening process, it was determined the proposal from Rush Bus
Center was strictly for refurbishing services for refuse truck cab and chassis
rather than bodies. A letter of inquiry was sent to the vendor and their
proposal was subsequently withdrawn.
The proposal was reviewed by the Evaluation Committee, which consisted of
voting representatives from: METRA and Public Works Departments. Two (2)
representatives from the Public Works 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, the RFP must be re-bid.
Funding will be budgeted each fiscal year for this on-going expense:
Integrated Waste Fund ? Public Works ? Solid Waste Collection ? Professional
Services; 0207-260-3510-GARB-6311.
* * * * * *
(D) INDUSTRIAL, MEDICAL AND SPECIAL GASES (ANNUAL CONTRACT)
It is requested that Council approve the purchase of industrial, medical and
special gases from Airgas USA, LLC, via Georgia State Contract, SWC
9999-SPD-SPD0000054. The gas products will be purchased by Columbus Fire & EMS
and other departments on an ?as needed basis?. The term of the contract
effective date is August 1, 2011 through July 31, 2014, with the option to
renew.
Purchases of medical gas products such as acetylene, oxygen and etc? from
Airgas USA, LLC, under the State Contract, will eliminate the need to request
price quotes and provide better pricing due to the Statewide Contract
discounted pricing.
Funds will be budgeted each fiscal year for this on-going expense: Fire & EMS ?
Operations/Medical; 6795. Purchases by other departments will be budgeted in
the appropriate line-item.
* * * * * *
(E) GENERATOR SYSTEM
It is requested that Council authorize the purchase of a used generator system
from Cummins Power South (Atlanta, GA) in the amount of $149,570.00.
On Saturday, June 15, 2013, during a load test of the diesel generator located
in the Government Center, internal problems were encountered and the block
cracked. The Facilities Maintenance Division located a vendor, Cummins Power
South, who could rent a generator to the City, on the same day of the incident,
until a decision could be made regarding the purchase of a new generator.
The purchase is requested because the City must have a permanent generator
system in place as a back-up power source. The Purchasing Division attempted
to let a bid for a new generator system but the process did not continue for
the following reasons:
? The original location for the new generator was by the cooling towers on the
1st Avenue side of the Government Center; however, the site was deemed unusable
because of space requirements.
? The next location for the new generator was in the Government Center basement
in the area where the old generator is located.
? It was then decided that the new generator would be placed on the grassed
area on the east end of the Government Center, out from under the Plaza
overhang. Additionally, the successful bidder would have been required to run
wiring and conduit. Because of the proposed location, electrical work, and/or
fuel capacity of the unit, it was determined that a protective wall would have
to be constructed; engineered drawings would have to be provided, and the State
Fire Marshal?s office would have to inspect the drawings.
These new requirements would further delay the bid process and would
significantly increase the cost to purchase the new generator. Therefore, the
Public Works Department elected to put the bid on hold and explore the option
of purchasing the rental generator.
Since the requirements to purchase a new unit proved too costly. The Public
Works Department determined that the rented generator is the size and type
required for the City to continue to use long-term. Therefore, Cummins Power
South was requested to provide a discounted quote based on the amount of rent
previously paid on the unit since June (approximately $10,000 per month).
Cummins Power South quoted a price of $149,570.00 for the City to purchase the
rented generator. The generator is a diesel-powered 2008 unit.
A new generator will cost over $250,000 total, with a life expectancy of 30,000
hours, in addition to a $30,000 rebate on the used unit. This unit has only
used 1090 hours, which leaves 28,010 hours of service. Purchasing the used
unit will save the City over $100,000.
Funds are budgeted in the FY14 Budget: LOST-Infrastructure ? Public Works ?
Capital Expenditures over $5000 ? Government Center Generator;
0109-260-9901-MNTN-7761-96020-20140.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE CONTINUATION OF THE ANNUAL CONTRACT FOR CELLULAR
TELEPHONE SERVICES WITH VERIZON WIRELESS, VIA GEORGIA STATE CONTRACT,
GTA794-V. VERIZON WAS THE AWARDED THE GEORGIA STATE CONTRACT ON JANUARY 1,
2014 THROUGH JUNE 30, 2017
WHEREAS, Alltel was awarded the contract to provide wireless
communication service to Columbus Consolidated Government, per Resolution No.
413-07 (RFP No. 07-0012), on September 18, 2007. On July 11, 2009, Alltel
services officially transitioned from Alltel Wireless to Verizon Wireless.
Verizon Wireless agreed to honor the terms of the contract, and Council
approved to continue the contract with Verizon Wireless, per Resolution No.
481-09; and,
WHEREAS, the City?s contract term has ended. However, Verizon Wireless is one
of the contractors awarded the Georgia State contract for Wireless
communication. Verizon Wireless has agreed to continue the same plan, monthly
access charge and any eligible discounts. Therefore, it is in the City?s best
interest to continue with Verizon Wireless under the State Contract; and,
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to continue the annual
contract for cellular telephone services with Verizon Wireless, via Georgia
State Contract, GTA000187; contract term of January 1, 2014 through June 30,
2017. Funding will be budgeted each fiscal year for this on-going expense:
Various Accounts ? Mobile Phone ? 6622.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ___________, 2014 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 TYLER TECHNOLOGIES, INC., APPRAISAL
AND TAX DIVISION (DALLAS, TX), IN THE AMOUNT OF $98,795.00 FOR THE ANNUAL
RENEWAL FEE FOR OASIS MAINTENANCE SUPPORT, COVERING THE PERIOD JANUARY 2014
THROUGH DECEMBER 2014. PAYMENT WILL BE MADE IN TWO INSTALLMENTS IN THE AMOUNT
OF $49,397.50; THE FIRST PAYMENT UPON APPROVAL OF THIS RESOLUTION, AND THE
SECOND PAYMENT AFTER JULY 1ST.
WHEREAS, this maintenance provides Information Technology, the Tax
Assessor's Office and the Tax Commissioner's Office with software enhancements,
documentation updates, Users Group Support and Hotline Support for the OASIS
property tax and appraisal system. Maintenance has been budgeted and approved
annually since the OASIS software system was purchased in 1985; and,
WHEREAS, the vendor is the developer of the software, and is therefore,
the only known source to provide the maintenance support.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Tyler
Technologies, Inc., Appraisal and Tax Division (Dallas, TX), in the amount of
$98,795.00, for the annual renewal fee for OASIS Maintenance Support, covering
the period January 2014 through December 2014. Payment will be made in two
installments in the amount of $49,397.50; the first payment upon approval of
this resolution, and the second payment after July 1st. Funds are budgeted in
the FY14 Budget: General Fund - Information Technology - Software Lease;
0101-210-1000-ISS-6541. The remaining funds for the second payment, due after
July 1, will be carried over to the FY15 budget.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of __________, 2014 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 FABCO
FABRICATION, INC., (VALDOSTA, GA) TO PROVIDE REFUSE TRUCK BODY REFURBISHING
SERVICES, WHICH WILL BE USED ON AN ?AS NEEDED BASIS?.
WHEREAS, an RFP was administered (RFP No. 14-0003) and one viable proposal was
received; and,
WHEREAS, the proposal submitted by Fabco Fabrication, Inc., met all proposal
requirements; and,
WHEREAS, the term of the contract shall be for two (2) 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 execute a contract with
Fabco Fabrication, Inc. (Valdosta, GA), to provide Refuse Truck Body
Refurbishing Services, which will be used on an ?as needed? basis. Funding
will be budgeted each fiscal year for this on-going expense: Integrated Waste
Fund ? Public Works ? Solid Waste Collection ? Professional Services;
0207-260-3510-GARB-6311.
_____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ___________ 2014, 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 INDUSTRIAL, MEDICAL AND SPECIAL GASES,
ON AN ?AS NEEDED BASIS?, FROM AIRGAS USA, LLC, VIA THE GEORGIA STATEWIDE
CONTRACT SWC 9999-SPD-SPD0000054; THE TERM OF THE CONTRACT EFFECTIVE DATE IS
AUGUST 1, 2011 THROUGH JULY 31, 2014, WITH THE OPTION TO RENEW.
WHEREAS, the State of Georgia has advertised sealed bids for the purchase of
Industrial, Medical and Special Gas products and awarded a contract to the
lowest, qualified vendor; and,
WHEREAS, Georgia Statewide contracts are approved for use by local
governments, and meet the requirements of the City?s procurement ordinance;
and,
WHEREAS, the contract pricing will remain in effect through July
31, 2014.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase industrial,
medical and special gases, on an ?as needed basis?, from Airgas USA, LLC, via
Georgia State Contract, SWC 9999-SPD-SPD0000054; the term of the contract
effective date is August 1, 2011 through July 31, 2014, with the option to
renew. Funds will be budgeted each fiscal year for this on-going expense: Fire
& EMS ? Operations/Medical; 6795. Purchases by other departments will be
budgeted in the appropriate line-item.
_____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2014 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 E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF A USED GENERATOR SYSTEM FROM CUMMINS
POWER SOUTH (ATLANTA, GA) IN THE AMOUNT OF $149,570.00.
WHEREAS, on Saturday, June 15, 2013, during a load test of the diesel generator
located in the Government Center, internal problems were encountered and the
block cracked. The Facilities Maintenance Division located a vendor, Cummins
Power South, who could rent a generator to the City, on the same day of the
incident, until a decision could be made regarding the purchase of a new
generator; and,
WHEREAS, the requirements to purchase a new unit proved too costly. The Public
Works Department determined that the rented generator is the size and type
required for the City to continue to use long-term, and requested that Cummins
Power South provide a discounted quote based on the amount of rent previously
paid on the unit since June (approximately $10,000 per month); and
WHEREAS, the generator is a diesel-powered 2008 unit and has been utilized for
approximately 1090 engine hours; and,
WHEREAS, purchasing the unit is required because the City must have a permanent
generator system in place as a back-up power source.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase a used generator
system from Cummins Power South (Atlanta, GA) in the amount of $149,570.00.
Funds are budgeted in the FY14 Budget: LOST-Infrastructure ? Public Works ?
Capital Expenditures over $5000 ? Government Center Generator;
0109-260-9901-MNTN-7761-96020-20140.
____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ___________, 2014 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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