Agenda Item # 3
Columbus Consolidated Government
Council Meeting
February 24, 2009
Agenda Report # 362
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
______________________________________________________________________________
(A) MOVING & STORAGE SERVICES (ANNUAL CONTRACT) ? RFP NO. 09-0013
It is requested that Council approve a contract with Taylor?s Moving and
Storage to provide moving and storage services. Community Reinvestment
Department administers the Homeowner Rehabilitation Assistance Program for
residents of the City of Columbus, and will utilize the moving and storage
services, on an ?as needed basis,? for citizens temporarily relocated while
their residences are being rehabilitated.
Contractor will provide the following services:
1. All labor and supervision required to temporarily move and store household
items
not exceeding 90 days
2. Insurance to include Fire, Thief and Loss coverage in the event household
items are stored in a
warehouse.
3. Secure storage units or a warehouse for the household items.
4. Move household items within two weeks of notification from Community
Reinvestment Division.
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.
Request for proposal postcard invitations were mailed to ten vendors. This RFP
has been advertised and posted on the City?s web page. One proposal was
received on January 9, 2009 from the following offeror:
Taylor?s Moving & Storage, Inc. (Columbus, GA)
The proposal was reviewed by the Evaluation Committee, which consisted of
representatives from the Community Reinvestment Department. 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 RFP process, there is no formal opening due to the
possibility of negotiated components of the proposal. In the event City
Council does not approve the recommended offeror, no proposal responses or any
negotiated components are
made public until after the award of the contract. The cost information has
been submitted to the City Manager in a separate memo for informational
purposes.
Funds will be budgeted each fiscal year for this on-going expense: Home Program
Fund ? Chief Administrator ? Home ? Home Program - Relocation Payment &
Assistance, 0213-130-4411-HOME-9404.
* * * * * * * *
(B) PURCHASE OF WYSE DEVICES AND BLADE SERVERS
It is requested that Council approve the purchase of the following items from
IBM/Mainline Information System (Tallahassee, FL): Thirty (30) IBM VMWare WYSE
Thin Client devices and required licenses in the amount of $16,515.00; and One
(1) IBM HS21 Blade Server with 3 year warranty in the amount of $7,594.00.
The equipment is needed as part of the City?s on-going Virtual Data
Infrastructure project. This project is the latest technology, approved by the
City Manager, for replacement of personal computers that are 8 years old or
older and can no longer be repaired.
IBM/Mainline is the only company that has expert knowledge of the City?s
operating environment and the only company that can provide support for our
Virtual Data Infrastructure since they were the original installers, as well
as, provide the maintenance and support of our VDI equipment and software.
Therefore, the vendor is considered the only known source to provide this
equipment, per the Procurement Ordinance 3-114.
Funds are budgeted in the FY09 Budget: General Fund ? Information Technology ?
Computer Equipment; 0101-210-1000-ISS-7751.
* * * * * * * * *
(C) PURCHASE OF INSTRUCTIONAL ROBOT FOR JUNIOR MARSHAL
PROGRAM
It is requested that Council approved the purchase of one (1) KC & Cruiser
Super Package Robot and Cruiser from Robotronics (Springville, Utah) in the
amount of $10,800.00.
The KC Robot will be used in the Middle and Elementary Schools in Muscogee
County by the Junior Marshal and D.A.R.E. Programs to help mentor students and
encourage them to resist drug usage and gang involvement. The robot will also
be an instructional and motivational tool to encourage children to be
productive citizens in the community.
The KC Cruiser package includes the following: robot (fully animated German
shepherd dog) and police cruiser, cruiser light bar option w/riser, vehicle
water squirter, robot voice modifier, integrated MP3 Player/SD storage card
slot and custom paint and t-shirt. The KC cruiser is manufactured by
Robotronics. Therefore, the vendor is the only known source for this purchase,
per the Procurement Ordinance 3-114.
Funds are budgeted in the FY09 Budget: Multi-Government Project Fund ?
Municipal Court ? Junior Marshal Program Grant? Automobiles;
0216-530-3300-JRMP-7721.
(D) UPGRADE OF THE CITY?S 800 MHZ REGIONAL RADIO TRANSMISSION SYSTEM
It is requested that Council approve the purchase of an upgrade to the City?s
800 MHz regional radio transmission system, from Motorola Communications and
Electronics, Inc., in the amount of $3,620,000.00.
The radio transmission system will be upgraded to the 4.1 platform which allows
both Digital & Analog radio transmissions. This upgrade is a major step in
extending the life of the City?s system life for another 10 to 15 years, or
until we can convert the system to a fully Digital platform. Additionally, the
upgrade includes a new transmission site to be located at the McKee Road Fire
Station to improve radio frequency coverage in east Columbus and southeast
Harris County. The upgrade of the system is necessary because the radio
communications field, like all other electronic fields, have migrated to
digital platforms and discontinued analog platforms.
The Engineering Department?s strategy is to use a two-step process in migrating
from an Analog only to Digital only system by going to a Digital/Analog
platform first. The advantage to this process is that we can continue to use
Analog only radios until they are replaced with digital radios. This also
gives agencies time to plan the finances to replace Analog radios with Digital
radios in order to accomplish the conversion. Had we migrated directly from
Analog to Digital, the City and all partner agencies would be required to buy
all new digital radios, which is cost prohibitive at this time.
Troup County and Harris County uses the City?s Radio System. Troup County has
already had their transmission site upgraded. However, Harris County has a
transmission site at Roosevelt State Park, which will require upgrading. Prior
to requesting a proposal from Motorola, Traffic Engineering met with Mr. Danny
Bridges, County Manager, to discuss their participation in our Regional Radio
System. Harris County has agreed to participate in the upgrade by contributing
$119,250 to this project.
Per Resolution Number 91-92, Council approved the original purchase of our 800
MHz Radio System in 1992, from Motorola, as an Analog only Radio System. Since
Motorola is the manufacturer of the City's Radio System, the vendor is
considered the only known source for this purchase per the Procurement
Ordinance 3-114.
Funds are budgeted as follows: Special Project/Capital Project Fund ? Capital
Projects ? General Fund Supported Capital Project ? Communication Equipment ?
800 MHz Digital Upgrade; 0508-660-1000-CPGF-7731- 22260-20080.
ITEM "A?
A RESOLUTION
NO.___________
A RESOLUTION AUTHORIZING A CONTRACT WITH TAYLOR?S MOVING & STORAGE, INC., TO
PROVIDE MOVING AND STORAGE SERVICES.
WHEREAS, an RFP was administered (RFP No. 09-0013) and one proposal was
received; and,
WHEREAS, the proposal submitted by Taylor?s Moving & Storage, Inc., met all
proposal requirements and is deemed responsive to the RFP; and,
WHEREAS, the term of this 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 contract with Taylor?s
Moving & Storage, Inc., to provide moving and storage services. Funds will be
budgeted each fiscal year for this on-going expense: Home Program Fund ? Chief
Administrator ? Home ? Home Program - Relocation Payment & Assistance,
0213-130-4411-HOME-9404.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2009 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 PURCHASE OF THE FOLLOWING ITEMS FROM IBM/MAINLINE
INFORMATION SYSTEM (TALLAHASSEE, FL): THIRTY (30) IBM VMWARE WYSE THIN CLIENT
DEVICES AND REQUIRED LICENSES IN THE AMOUNT OF $16,515.00; AND ONE (1) IBM HS21
BLADE SERVER WITH 3 YEAR WARRANTY IN THE AMOUNT OF $7,594.00.
WHEREAS, the equipment is needed as part of the City?s on-going Virtual Data
Infrastructure project. This project is the latest technology approved by the
City Manager for replacement of personal computers that are 8 years old or
older and can no longer be repaired; and,
WHEREAS, IBM/Mainline is the only company that has expert knowledge of the
City?s operating environment and the only company that can provide support for
our Virtual Data Infrastructure since they were the original installers, as
well as, provide the maintenance and support of our VDI equipment and
software. Therefore, the vendor is considered the only known source to
provide this equipment, per the Procurement Ordinance 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase the following
items from IBM/Mainline Information System (Tallahassee, FL): Thirty (30) IBM
VMWare WYSE Thin Client devices and required licenses in the amount of
$16,515.00; and One (1) IBM HS21 Blade Server with 3 year warranty in the
amount of $7,594.00. Funds are budgeted in the FY09 Budget: General Fund ?
Information Technology ? Computer Equipment; 0101-210-1000-ISS-7751.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2009 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 ONE (1) KC & CRUISER SUPER PACKAGE
ROBOT AND CRUISER FROM ROBOTRONICS (SPRINGVILLE, UTAH) IN THE AMOUNT OF
$10,800.00.
WHEREAS, the KC Robot will be used in the Middle and Elementary Schools in
Muscogee County by the Junior Marshal and D.A.R.E. Programs to help mentor
students and encourage them to resist drug usage and gang involvement. The
robot will also be an instructional and motivational tool to encourage children
to be productive citizens in the community; and,
WHEREAS, the KC Cruiser is manufactured by Robotronics. Therefore, the
vendor is the only known source for this purchase, per the Procurement Ordinane
3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) KC &
Cruiser Super Package Robot and Cruiser from Robotronics (Springville, Utah) in
the amount of $10,800.00. Funds are budgeted in the FY09 Budget:
Multi-Government Project Fund ? Municipal Court ? Junior Marshal Program Grant
? Automobiles; 0216-530-3300-JRMP-7721
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2009 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 PURCHASE OF AN UPGRADE OF THE CITY?S 800
MHZ REGIONAL RADIO TRANSMISSION SYSTEM, FROM MOTOROLA COMMUNICATIONS AND
ELECTRONICS, INC., IN THE AMOUNT OF $3,620,000.00; AND AUTHORIZING A
MEMORANDUM OF UNDERSTANDING WITH THE HARRIS COUNTY GOVERNMENT FOR THEIR
PARTICIPATION IN THIS SYSTEM UPGRADE.
WHEREAS, the City purchased an Analog only 800 MHz Radio Communication System
in 1992 that has developed into a Regional Radio System serving Columbus,
Harris and Troup county governments; and,
WHEREAS, the radio communication field is moving to digital operation and
phasing out analog only operations; it is critical to the Regional 800 MHz
Radio Communication System to migrate to digital/analog operation to extend the
life of the Radio System; and,
WHEREAS, this upgrade includes a new transmission site to be located at the
McKee Road Fire Station to improve radio frequency coverage in east Columbus
and southeast Harris County; and,
WHEREAS, the existing transmission sites require upgrading for which one site
is located in Harris County; who will participate in the funding of this
upgrade with $119,250.00 that will be committed through a Memorandum of
Understanding with the City.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES:
That the City Manager is hereby authorized to purchase an upgrade of
the City?s 800 MHz regional radio transmission system, from Motorola
Communications and Electronics, Inc., in the amount of $3,620,000.00. The
City Manager is also authorized to execute a Memorandum of Understanding with
the Harris County Government for their participation in this system upgrade.
Funds are budgeted as follows: Special Project/Capital Project Fund ? Capital
Projects ? General Fund Supported Capital Project ? Communication Equipment ?
800 MHz Digital Upgrade; 0508-660-1000-CPGF-7733- 22260-20080.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2009 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
Attachments
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