Agenda Item # 6
Columbus Consolidated Government
Council Meeting
July 9, 2013
Agenda Report # 06
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) STEEL SIGNAL STRAIN POLES (RE-BID) (ANNUAL CONTRACT) ? RFB NO. 13-0063
It is requested that Council approve the purchase of steel signal strain poles
from Southern Lighting & Traffic Systems (Roswell, GA) for the estimated annual
contract value of $250,000.00. The estimated contract value is based on the
amount the department has budgeted for steel signal strain poles. The Traffic
Engineering Division will purchase steel signal strain poles, on an ?as needed?
basis, to include the following: round steel strain poles, heavy duty round
steel mast arm poles, single and or tandem arms, decorative bases, luminaire
arm. This contract also includes an initial purchase for a roadway project
currently under construction.
The Traffic Engineering Division, of the Engineering Department, installs and
maintains steel signal strain poles along City owned streets within Muscogee
County.
The term of the contract shall be for two years, with the option to renew for
three additional twelve-month periods. Contract renewal will be contingent
upon the mutual agreement of the City and the Contractor.
Bid postcard invitations were mailed to twenty-seven vendors and bid
specifications were posted on the web page of the Purchasing Division, the
Georgia Procurement Registry, and DemandStar. Two bids were received on June
12, 2013. This bid has been advertised, opened and reviewed. The bidders were:
Description/Vendors Southern Lighting & Traffic Systems
(Roswell, GA) Graybar
(Austell, GA)
I. Anchor Bolts $ 1,430.00 $ 750.00*
II. Round Steel Strain Poles $ 111,395.00 No Bid
III. Heavy Duty Round Steel Mast Arm Poles ? Single Arm $ 158,122.00 $ 16,348.00*
IV. Heavy Duty Round Steel Mast Arm Poles ? Tandem Arms $ 1,040,635.00 $ 18,180.00*
V. Initial Purchase $ 179,139.00 $ 177,516.00*
*Denotes Graybar did not bid on all items within the sections.
Funds are budgeted each fiscal year for this ongoing expense: 2010B Tax Lease
Revenue Bonds ?2010 CBA Bonds ? Stormwater Enhancement/Flood Abatement ? Road
Maintenance Materials - 2010 CBA Stormwater/Flood ? 6th Avenue Stormwater/Flood
Abatement, 0559-800-2171-6726-BASF-82007-20100.
* * * * * *
(B) GEOTECHNICAL ENVIRONMENTAL TESTING SERVICES (ANNUAL CONTRACT) CONTRACTOR
NAME CHANGE ? RFP NO. 11-0003
It is requested that Council amend Resolution #425-10 (approved November 23,
2010) to change the name of awarded vendor from ATC Associates, Inc.,
(Columbus, GA) to ATC Group Services, Inc., d/b/a Cardno ATC (Houston, TX).
Resolution #425-10 authorized the annual contract for geotechnical
environmental testing services, whereby ATC Associates, Inc., was one of two
vendors awarded the contract on an ?as needed? basis.
On June 26, 2013, the Purchasing Division received written notice informing
that ATC Associates, Inc., had officially changed the name of the firm to ATC
Group Services, Inc., d/b/a CARDNO ATC, and will continue to honor the contract
under the same terms of the original contract.
* * * * * *
(C) INDUSTRIAL, MEDICAL AND SPECIAL GASES ? GEORGIA STATEWIDE CONTRACT
It is requested that Council approve the purchase of industrial, medical and
special gases from Airgas USA, LLC, via Georgia Statewide Contract, SWC
9999-SPD-SPD0000054, during the current contract term and any future contract
renewals. 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, 2013, with the option to renew.
Columbus Fire & EMS will be able to purchase medical gas products such as
acetylene, oxygen, etc. from Airgas USA, LLC, under the State Contract, which
has already been competitively bid.
Funds are budgeted each fiscal year for this on-going expense: General Fund -
Fire & EMS ? Fire/EMS Operations ? Medical Supplies; 0101-410-2100-FOPR-6795.
* * * * * *
(D) INMATE COMMISSARY SERVICES FOR MUSCOGEE COUNTY PRISON (ANNUAL CONTRACT) ?
RFP NO. 13-0028
It is requested that Council approve the annual contract for Inmate Commissary
Services with Stewart Distribution (Waycross, GA). Stewart Distribution will
provide inmate commissary services at the Muscogee County Prison.
The contractor shall provide, but not limited to, the following:
o The Contractor shall provide a variety of sundry items to be purchase by
inmates, to include, but not limited to the following: snacks, soft drinks and
personal hygiene items.
o The Contractor shall furnish all stock, supplies, labor, supervision,
packaging and equipment to successfully provide and distribute sundry terms to
MCP inmates.
o The Contractor shall obtain and hold all pertinent permits and licenses.
o The Contractor shall manage the inmate commissary accounts via the Jail
Management System (JMS). The Contractor shall be responsible for all cost
associated with interfacing onto the Jail Management System. Contractor shall
provide an up to date Server.
o Inmate commissary orders shall be processed using scan forms and an optical
scanner. Commissary orders shall be electronically posted to inmate accounts.
The term of this contract shall be 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.
The RFP postcard invitations were mailed to two hundred and fifty-three (253)
vendors, and specifications were posted on the City?s website, Georgia
Procurement Registry and DemandStar. This RFP has been advertised, opened and
evaluated. Proposals were received April 12, 2013, from the following six
offerors:
Stewart Distribution (Waycross, GA)
Kimbles (LaGrange, GA)
Swanson Services (Norcross, GA)
A&S Commissary Services, LLC (Oldsmar, FL)
McDaniel Supply (Jesup, GA)
Oasis Management (Cumming, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Muscogee County Prison and Finance Department who were
voting members. One committee member from the Muscogee County Prison 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, negotiations will begin
with the next responsive offeror.
Evaluation results and commission information have been submitted to the City
Manager in a separate memo for information purposes.
Funds will be deposited into the following Revenue Accounts: Inmate Store and
Recreation Fund
* * * * * *
(E) WORK UNIFORMS (ANNUAL CONTRACT) ? RFB NO. 13-0038
It is requested that Council approve the purchase of work uniforms from All
American Uniforms (Columbus, GA), on an ?as needed basis?, for the estimated
annual contract value of $157,519.00. The uniforms will be utilized by the
following departments: Inspections & Code Enforcement, METRA Transit,
Engineering, Parks and Recreation, Public Works, the Civic Center and other
departments, as needed.
The contract period shall be for two years, with the option to renew for three
additional twelve-month periods. Contract renewal will be contingent upon the
mutual agreement of the City and the Contractor.
Bid postcard invitations were mailed to one-hundred and twenty-four vendors and
bid specifications were posted on the web page of the Purchasing Division, the
Georgia Procurement Registry, and DemandStar. Three bids were received on May
29, 2013. This bid has been advertised, opened and reviewed. The bidders were:
Estimated Annual Contract Value
All American Uniforms (Columbus, GA) $157,519.00
Unifirst (Milbrook, AL) $138,420.02*
Aramark Uniform Services (Burbank, CA) $ 69,897.72*
*Denotes vendors did not bid on all uniform items.
Funds are budgeted each fiscal year for this on going expense: Various
Departments - Uniforms; 6781.
* * * * * *
(F) ANNUAL SOFTWARE SUPPORT AND LICENSE RENEWAL FEE FOR LAND RECORDS IMAGING
AND INDEXING SYSTEM
It is requested that Council approve payment to Tyler Technologies, Inc.,
(Dallas, TX) in the amount of $31,216.50 for the annual software support and
license renewal for Eagle Imaging Software. This payment will cover the period
from August 1, 2013 through July 31, 2014.
The Clerk of Superior Court utilizes the software for imaging and indexing land
records. O.C.G.A Title 15 requires the Clerk of Superior Court to file,
record, index, maintain, and secure all real estate transactions for Muscogee
County, Georgia. The Georgia Code also requires the Clerk to transmit such data
to the Georgia Superior Court Clerks Cooperative Authority on a timely basis in
such form and with such data elements as is required by such Authority.
The following software application modules are covered:
EagleQuickdocs Recording
EagleRecorder Public View Recording
EagleRecorder Recording
Eagle Web Recording
eCommerce Recording
Public Printing EagleRecorder Recording
Per Resolution #104-11, Council approved the initial purchase of the software
from Tyler Technologies. Therefore, the vendor is considered the only known
source for the maintenance support.
Funds are budgeted in the FY14 Budget: General Fund ? Information Technology ?
Software Lease; 0101 ? 210 ? 1000 ? ISS - 6541.
?ITEM A?
A RESOLUTION
NO.____________
A RESOLUTION AUTHORIZING THE PURCHASE OF STEEL SIGNAL STRAIN POLES FROM
SOUTHERN LIGHTING & TRAFFIC SYSTEMS (ROSWELL, GA) FOR THE ESTIMATED ANNUAL
CONTRACT VALUE OF $250,000.00.
WHEREAS, the Traffic Engineering Division, of the Engineering
Department, installs and maintains steel signal strain poles along City owned
streets within Muscogee County; and,
WHEREAS, the term of contract shall be for two years, with the option
to renew for three 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 purchase steel signal
strain poles from Southern Lighting & Traffic Systems (Roswell, GA) for the
estimated annual contract value of $250,000.00. Funds are budgeted each fiscal
year for this ongoing expense: 2010B Tax Lease Revenue Bonds ?2010 CBA Bonds ?
Stormwater Enhancement/Flood Abatement ? Road Maintenance Materials ? 2010 CBA
Stormwater/Flood ? 6th Avenue Stormwater/Flood Abatement,
0559-800-2171-6726-BASF-82007-20100.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2013 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 AMENDING COUNCIL RESOLUTION #425-10 (APPROVED NOVEMBER 23,
2010) TO CHANGE THE NAME OF AWARDED VENDOR FROM ATC ASSOCIATES, INC.,
(COLUMBUS, GA) TO ATC GROUP SERVICES, INC., D/B/A CARDNO ATC (HOUSTON, TX).
RESOLUTION #425-10 AUTHORIZED THE ANNUAL CONTRACT FOR GEOTECHNICAL
ENVIRONMENTAL TESTING SERVICES, WHEREBY ATC ASSOCIATES, INC., WAS ONE OF TWO
VENDORS AWARDED THE CONTRACT ON AN ?AS NEEDED? BASIS.
WHEREAS, On June 26, 2013, the Purchasing Division received written
notice informing that ATC Associates, Inc., had officially changed the name of
the firm to ATC Group Services, Inc., d/b/a CARDNO ATC, and will continue to
honor the contract under the same terms of the original contract.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
Resolution # 425-10 is hereby amended, changing the name of awarded vendor, ATC
Associates, Inc., to ATC Group Services, Inc., d/b/a CARDNO ATC. ATC Group
Services, Inc., d/b/a CARDNO ATC will continue the contractual obligations
under the same terms of the original contract.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2013 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 INDUSTRIAL, MEDICAL AND SPECIAL GASES
FROM AIRGAS USA, LLC, VIA THE GEORGIA STATEWIDE CONTRACT SWC
9999-SPD-SPD0000054, ON AN ?AS NEEDED BASIS,? DURING THE CURRENT CONTRACT TERM
AND ANY FUTURE CONTRACT RENEWALS.
WHEREAS, the gas products will be purchased by Columbus Fire & EMS, and other
departments; and,
WHEREAS, the State of Georgia has competitively bid Industrial, Medical and
Special Gas products and Airgas USA is one of the awarded vendors; 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, 2013, with the option to renew.
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 from Airgas USA, LLC, via Georgia State Contract, SWC
9999-SPD-SPD0000054 on an ?as needed basis,? during the current contract term
and any future contract renewals. Funds are budgeted each fiscal year for this
on-going expense: General Fund - Fire & EMS ? Fire/EMS Operations ? Medical
Supplies; 0101-410-2100-FOPR-6795.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2013 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 EXECUTION OF AN ANNUAL CONTRACT WITH
STEWART DISTRIBUTION (WAYCROSS, GA) TO PROVIDE INMATE COMMISSARY SERVICES AT
THE MUSCOGEE COUNTY PRISON.
WHEREAS, an RFP was administered (RFP 13-0028) and proposals were received from
six qualified offerors; and,
WHEREAS, the proposal submitted by Stewart Distribution met all
proposal requirements and was evaluated responsive to the RFP; and,
WHEREAS, the term of contract shall be for two years, with an option to renew
for three additional twelve-month periods. Contract renewal is 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 an annual
contract with Stewart Distribution (Waycross, GA) to provide inmate commissary
services at the Muscogee County prison. Funds will be deposited into the
following Revenue Accounts: Inmate Store and Recreation Fund:
_______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2013 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 WORK UNIFORMS FROM ALL
AMERICAN UNIFORMS (COLUMBUS, GA), ON AN ?AS NEEDED BASIS?, FOR THE ESTIMATED
ANNUAL CONTRACT VALUE OF $157,519.00 .
WHEREAS, the uniforms will be utilized by the following departments:
Inspection & Codes Enforcement, METRA Transit, Engineering, Parks and
Recreation, Public Works, the Civic Center and other departments as needed; and,
WHEREAS, the contract period shall be for two years, with the option to
renew for three 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 purchase work uniforms from All
American Uniforms (Columbus, GA), on an ?as needed basis?, for the estimated
annual contract value of $157,519.00. Funds are budgeted each fiscal year for
this on going expense: Various Departments - Uniforms; 6781.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of ____________, 2013 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 F?
A RESOLUTION
NO. __________
A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES, INC., (DALLAS,
TX) IN THE AMOUNT OF $31,216.50 FOR THE ANNUAL SOFTWARE SUPPORT AND LICENSE
RENEWAL FOR EAGLE IMAGING SOFTWARE. THIS PAYMENT WILL COVER THE PERIOD FROM
AUGUST 1, 2013 THROUGH JULY 31, 2014.
WHEREAS, The Clerk of Superior Court utilizes the software for imaging and
indexing land records. O.C.G.A Title 15 requires the Clerk of Superior Court
to file, record, index, maintain, and secure all real estate transactions for
Muscogee County, Georgia. The Georgia Code also requires the Clerk to transmit
such data to the Georgia Superior Court Clerks Cooperative Authority on a
timely basis in such form and with such data elements as is required by such
Authority; and,
WHEREAS, Per Resolution #104-11, Council approved the initial purchase of the
software from Tyler Technologies. Therefore, the vendor is considered the only
known source for 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., (Dallas, TX) in the amount of $31,216.50 for the annual
software support and license renewal for Eagle Imaging Software. This payment
will cover the period from August 1, 2013 through July 31, 2014. Funds are
budgeted in the FY14 Budget: General Fund ? Information Technology ? Software
Lease; 0101 ? 210 ? 1000 ? ISS - 6541.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____ day of____________________, 2013 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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