Agenda Item # 4
Columbus Consolidated Government
Council Meeting
April 24, 2018
Agenda Report # 113
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) SPECIAL OPERATIONS EQUIPMENT ? RFB NO. 18-0003
It is requested that Council authorize the purchase of one hundred
twenty-five (125) sets of Special Operations Equipment from Sarkar Tactical,
Inc. (El Paso, TX), in the amount of $296.00 per set, for a total cost of
$37,000.00.
Sarkar Tactical, Inc., was the awarded vendor for RFB No. 18-0003,
Special Operations Equipment, per Resolution # 299-17. The vendor has agreed to
protect the bid pricing for additional purchases made in the FY18 budget year
(July 1, 2017 through June 30, 2018.) The vendor has agreed to provide the
additional sets as follows:
G1 Protective Suit $165.00
G1 Helmet $33.00
Tactical Shield $93.00
Shield Placard $5.00
Total Per Set $296.00
The special operations equipment will be used by the Officers of the
Columbus Police Department.
Funds are budgeted in the FY18 Budget as follows: Seventy-five (75) sets will
be purchased from General Fund ? Police ? Support Services ? STAF ? Operating
Materials, 0101-400-2200-STAF-6728; and fifty (50) sets will be purchased from
General Fund ? Police ? Special Operations ? STAF ? Operating Material;
0101-400-2700-STAF-6728.
********
(B) BASKETBALL OFFICIATING SERVICES (ANNUAL CONTRACT) ? RFB NO. 18-0038
It is requested that Council authorize the execution of an annual contract with
Columbus Basketball Official Association (Columbus, GA) to provide officiating
services for the estimated annual contract value of $16,500.00. Officiating
Services are required for the following activities: Adult Basketball, Columbus
Youth Basketball and Nightowl Basketball.
The vendor will provide a minimum of two (2) officiators, per game, for Adult
Basketball and Columbus Youth Basketball. Three (3) officiators, per game, are
required for Nightowl Basketball.
There will be approximately 250 basketball events at City recreation centers,
for the 2018 - 2019 season. The officiating services will be provided in
accordance with the Georgia High School Association (GHSA) and International
Association of Approved Basketball Official (IAABO) regulation guidelines.
Bid information was posted on the web pages of the Purchasing Division and the
Georgia Procurement Registry on February 27, 2018. One (1) bid was received on
March 21, 2018. This bid has been advertised, opened and reviewed. The bidder
was:
Description/Vendor *Columbus Basketball
Officials Association
(Columbus, GA)
Cost for 2 Officials per game for Adult Basketball / Approx. 100 games
60.00 / $6,000.00
Cost for 3 Officials per game for Nightowl Basketball / Approx.50 games
105.00 / $5,250.00
Cost for 2 Officials per game for Columbus Youth Basketball League / Approx.
100 games
52.00 / $5,200.00
Total Estimated Contract Value:
$16,500.00
No ?Bid?
Phenix City Basketball Officials Association submitted a ?No Bid? response
stating they did not have the manpower to cover a contract like this.
* Columbus Basketball Officials Association is the only local vendor
listed on the GHSA Officials roster.
Funds are budgeted each year for this ongoing expense: Parks & Recreation ?
Athletics - Contractual Services; 0101-270-3410-ATHL-6319.
********
(C) LAWN MAINTENANCE EQUIPMENT & SUPPLIES (REBID) (ANNUAL CONTRACT) - RFB NO.
18-0042
It is requested that Council approve the purchase of lawn maintenance equipment
& supplies (Rebid) on an "as needed" basis from Sunsouth, LLC (Columbus, GA),
and Home Hardware, Inc. (Columbus, GA) for the estimated annual contract value
of $158,964.74. Various City departments will use the lawn maintenance
equipment.
The contract period will be for two (2) years with the option to renew for
three (3) additional twelve-month periods. The contract renewal is contingent
upon the mutual agreement of City and contractor.
Bid information was posted on the web pages of the Purchasing Division and the
Georgia Procurement Registry on February 26, 2018. Two (2) bids was received
on March 21, 2018. This bid has been advertised, opened and reviewed. The
bidders were:
Vendor/Description Sunsouth, LLC
(Columbus, GA) *Home Hardware, Inc.
(Columbus, GA)
$355.46 / $8,886.50 $355.46
Gasoline Powered Edgers (25 ea.)
(Approximate Delivery Days) 1 3
$300.16 / $47,425.28 $300.16
Gasoline Powered Trimmers (158 ea.)
(Approximate Delivery Days) 1 3
$284.36 / $5,687.20 $284.36
Blowers (20 ea.)
(Approximate Delivery Days) 1 3
$363.36 / $7,993.92 $387.06
Chain Saws, Min. 3.4 Cubic Inch (22 ea.)
(Approximate Delivery Days) 1 3
$450.26 / $5,403.12 $450.26
Chain Saws, Min. 3.9 Cubic Inch (12 ea.)
(Approximate Delivery Days) 1 3
NB $1,099.00 / $2,198.00
Mowers, Rotary/Self-Propelled (2 ea.)
(Approximate Delivery Days) 5
$418.66 / $10,466.50 $418.66
24? Hedge Trimmer (25 ea.)
(Approximate Delivery Days) 1 3
$379.16 / $9,479.00 $379.16
Ext. Hedgetrimmer (25 ea.)
(Approximate Delivery Days) 1 3
$513.46 / $12,836.50 $513.46
Telescoping Pole Pruner (25 ea.)
(Approximate Delivery Days) 1 3
NB $2,299.00 / $57,475.00
Hydraulic Pole Chain Saw (25 ea.)
(Approximate Delivery Days) 5
Total Award Amount per Vendor $99,291.74 $59,673
Estimated Annual Contract Value $158,964.74
MISCELLANEOUS SUPPLIES
Line Trimmer .130 x 600? ? (Per Roll) $5.98 $32.90
Trimmer Head Kwik Loader ? (Each) $25.95 $20.40
Brush Blade 9? x 1? 80T ? (Each) $13.53 $9.50
Brush Blade 9? x 1? 8T ? (Each) $13.53 $9.50
2.6 oz.; Gallon Mix Oil ? (Each) $1.15 $1.04
*Home Hardware, Inc. was not recommended for the Gasoline Powered Edgers,
Gasoline Powered Trimmers, Blowers, Chain Saws, 24# Hedge Trimmer, Ext.
Hedgetrimmer and Telescoping Pole Pruner due to their approximate delivery of 3
days. The Using agency responded that a faster delivery time frame is desired,
due to the high demand of backlogged work orders. A three-day delivery for
required equipment would further delay the completion of the work. Vendor was
notified in writing.
Funds are budgeted each fiscal year for this ongoing expense: Paving Fund ?
Public Services ? Right of Way Maintenance ? Horticulture/Landscaping Supplies,
0203-260-3120-ROWN-6727.
********
(D) PAYMENT FOR INMATE PHARMACY SERVICES
It is requested that Council approve payment to Diamond Drugs, Inc.,
(Pittsburgh, PA), in the amount of $13,679.45, for pharmacy services utilized
for inmates at the Muscogee County Prison. This payment will cover services
provided during the months of August - September, 2017.
Funds are budgeted in the FY18 Budget: General Fund ? MCP ? Warden ? Pharmacy
Services; 0101- 420 ? 1000 ? MCCI ? 6323.
********
(E) OVERHAUL AND RELOCATION SERVICES FOR CASCADE SYSTEM
It is requested that Council approve payment to Breathing Air Systems
(Reynoldsburg, GA), in the amount of $12,418.00, for providing overhaul and
relocation services for the cascade system utilized by Fire & EMS.
The Cascade System is a high pressure gas cylinder storage system which is used
for the refilling of smaller compressed gas cylinders. The Fire & EMS
Department uses the system to fill the Self Contained Breathing Apparatus tanks
used by personnel to breathe clean air while performing fighting fire duties.
Relocations services were needed to move the Cascade System from Station 1,
located at 201 10th Street, to the more centrally located Station 9, located on
Macon Road. This relocation will allow all the fire trucks in the city quicker
access to the cascade system. The cascade system was also upgraded adding
Carbon Monoxide monitoring per NFPA requirements.
Breathing Air Systems is the only known source for the overhaul and relocation
services, because they are the manufacturer of the existing cascade system and
the only company with parts and qualified technicians to move and service the
unit.
Funds are budgeted in the FY18 Budget: LOST/Public Safety ? Fire & EMS ?
Public Safety/LOST ? Capital Expenditures Under $5,000; 0102 ? 410 ? 9900 ?
LOST ? 7763.
********
(F) ONLINE AND TOLL-FREE COURT PAYMENT SERVICES FOR RECORDER?S COURT
It is requested the Council approve a trial contract with nCourt (Woodstock,
GA) to provide online and toll-free court payment services for Recorder?s
Court. This contract will include a 10% revenue sharing option payable to the
City, and zero cost to Recorder?s Court. The City will enter into a 12-month
contract to be renewed, on an as needed basis, if agreeable to both parties.
The vendor will work with Recorder?s Court to design a customized,
user-friendly website that allows citizens to locate and pay any Court fine or
fee they desire. Citizens will be able to search for and pay court fines and
fees 24 hours a day, 7 days a week. Citations can be searched based on name,
date of birth, citation number, case number, driver?s license number, tag
number or any other field desired by the Court. The website will provide clear
instructions to the citation holder and will display all appropriate court
approved disclaimers. Once located, the citation will be shown together with
court date, courtroom assignment, and the total amount due. If the citation is
payable without a court appearance the system will prompt the individual to pay
online; it if requires a court appearance, the system will provide instruction
to the citation holder on where to appear.
Additionally, any citizen wishing to pay via telephone can call nCourt?s live
bilingual call center anytime time during the vendor?s extended business hours
(7 am ? 9 pm, Monday ? Friday, and 9 am ? 6 pm, Saturday and Sunday). The
vendor?s staff is trained to handle callers in a friendly, professional manner
which allows them to satisfy their obligation conveniently and pleasantly.
This service allows nCourt to be the ?first line of defense? allowing the
vendor to handle many of the most common calls without the Court?s involvement.
To accomplish this agreement, the City is ?Piggy-backing? off a contract
awarded by Gwinnett County, as a result of their RFP #012-13, issued on June
30, 2013. On July 17, 2013, the following four proposals responses were
received: Icon Software Corporation, NCourt, Value Payment Systems ?Option 1,
Value Payment Systems ? Value 2. During the evaluation process, nCourt was the
successful vendor and the contract was awarded by Gwinnett County?s Board of
Commission. The procurement process administered by Gwinnett County meets the
procurement requirements of Columbus Consolidated Government. The City?s
Procurement Ordinance, Article 9-101, ?Cooperative Purchasing Authorized,?
allows for participation in this RFP. The City will enter into a trial
contract for a 12-month through October 31, 2018, to be renewed on an as needed
basis. The trial contract is in anticipation of a fully integrated system for
multiple areas.
The generated revenue will be deposited into various revenue accounts for fines
and forfeitures paid to Recorder?s Court. The ten (10%) revenue sharing fees
will be deposited into General Fund - Government Wide Revenue ? Miscellaneous
Fees;0101-099-1999-4470.
?ITEM A?
A RESOLUTION
NO._________
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE HUNDRED TWENTY-FIVE SETS OF
SPECIAL OPERATIONS EQUIPMENT FROM SARKAR TACTICAL, INC. (EL PASO, TX), IN THE
AMOUNT OF $296.00 PER SET, FOR THE TOTAL AMOUNT OF $37,000.00
WHEREAS, Sarkar Tactical, Inc., was the awarded vendor for RFB No. 18-0003, to
provide Special Operations Equipment for the Columbus Police Department per
Resolution # 299-17; and,
WHEREAS, the equipment sets will consist of the following: G1 Protective Suit,
G1 Helmet, Tactical Shield, and Shield Placard.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one hundred twenty-five
(125) sets of Special Operations Equipment from Sarkar Tactical, Inc. (El Paso,
TX), in the amount of $296.00 per set, for the total amount of $37,000.00.
Funds are budgeted in the FY18 Budget as follows: Seventy-five (75) sets will
be purchased from: General Fund ? Police ? Support Services ? STAF ? Operating
Materials, 0101-400-2200-STAF-6728; and fifty (50) sets will be purchased from:
General Fund ? Police ? Special Operations ? STAF ? Operating Materials;
0101-400-2700-STAF-6728.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2018 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 Garrett voting __________.
Councilor Huff 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 THE EXECUTION OF AN ANNUAL CONTRACT WITH COLUMBUS
BASKETBALL OFFICIAL ASSOCIATION (COLUMBUS, GA), TO PROVIDE BASKETBALL
OFFICIATING SERVICES, FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $16,500.00.
WHEREAS, the vendor will provide a minimum of two (2) officiators, per game,
for Adult Basketball and Columbus Youth Basketball League. Three (3)
officiators, per game, are required for Nightowl Basketball League; and,
WHEREAS, the contract term will be for two (2) years, with the option to renew
for three (3) additional twelve-month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute an annual contract with
Columbus Basketball Official Association (Columbus, GA) to provide basketball
officiating services for the estimated annual contract value of $16,500.00.
Funds are budgeted each fiscal year for this ongoing expense: Parks &
Recreation ? Athletics, Contractual Services; 0101-270-3410-ATHL-6319.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2018 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 Garrett voting __________.
Councilor Huff 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 LAWN MAINTENANCE EQUIPMENT & SUUPLIES
ON AN "AS NEEDED" BASIS FROM SUNSOUTH, LLC (COLUMBUS, GA) AND HOME HARDWARE,
INC. (COLUMBUS, GA) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $158,964.74.
WHEREAS, the lawn maintenance equipment will be used by various City
departments; and,
WHEREAS, the contract term is for a period of two (2) years with the option to
renew for three (3) additional twelve month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase lawn maintenance
equipment & supplies on an "as needed" basis from Sunsouth, LLC., and Home
Hardware, Inc. for the estimated annual contract value of $158,964.74. Funds
are budgeted each fiscal year for this ongoing expense: Paving Fund ? Public
Services ? Right of Way Maintenance ? Horticulture/Landscaping Supplies,
0203-260-3120-ROWN-6727.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2018 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 Garrett voting __________.
Councilor Huff 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 PAYMENT TO DIAMOND DRUGS, INC., (PITTSBURGH, PA), IN
THE AMOUNT OF $13,679.45, FOR PHARMACY SERVICES UTILIZED FOR INMATES AT THE
MUSCOGEE COUNTY PRISON. THIS PAYMENT WILL COVER SERVICES PROVIDED DURING THE
MONTHS OF AUGUST - SEPTEMBER 2017.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Diamond Drugs,
Inc., (Pittsburgh, PA), in the amount of $13,679.45, for pharmacy services
utilized for inmates at the Muscogee County Prison. This payment will cover
services provided during the months of August - September, 2017. Funds are
budgeted in the FY18 Budget: General Fund ? MCP ? Warden ? Pharmacy Services;
0101- 420 ? 1000 ? MCCI ? 6323.
______________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2018 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 Garrett voting __________.
Councilor Huff 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 PAYMENT TO BREATHING AIR SYSTEMS (REYNOLDSBURG, GA),
IN THE AMOUNT OF $12,418.00, FOR PROVIDING OVERHAUL AND RELOCATION SERVICES FOR
THE CASCADE SYSTEM UTILIZED BY FIRE & EMS.
WHEREAS, the Cascade System is a high pressure gas cylinder storage system
which is used for the refilling of smaller compressed gas cylinders. The Fire
& EMS Department uses the system to fill the Self Contained Breathing Apparatus
tanks used by personnel to breathe clean air while performing fighting fire
duties; and,
WHEREAS, relocation services were needed to move the Cascade System from
Station 1, located at 201 10th Street, to the more centrally located Station 9,
located on Macon Road. This relocation will allow all the fire trucks in the
city quicker access to the cascade system. The cascade system was also
upgraded adding Carbon Monoxide monitoring per NFPA requirements; and,
WHEREAS, Breathing Air Systems is the only known source for the overhaul and
relocation services, because they are the manufacturer of the existing cascade
system and the only company with parts and qualified technicians to move and
service the unit.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Breathing Air
Systems (Reynoldsburg, GA), in the amount of $12,418.00, for providing overhaul
and relocation services for the cascade system utilized by Fire & EMS. Funds
are budgeted in the FY18 Budget: LOST/Public Safety ? Fire & EMS ? Public
Safety/LOST ? Capital Expenditures Under $5,000; 0102 ? 410 ? 9900 ? LOST ?
7763.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2018 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 Garrett voting __________.
Councilor Huff 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 A TRIAL CONTRACT WITH NCOURT (WOODSTOCK, GA) TO
PROVIDE ONLINE AND TOLL-FREE COURT PAYMENT SERVICES FOR RECORDER?S COURT. THIS
CONTRACT WILL INCLUDE A 10% REVENUE SHARING OPTION PAYABLE TO THE CITY AND ZERO
COST TO RECORDER?S COURT. THE CITY WILL ENTER INTO A 12-MONTH CONTRACT TO BE
RENEWED, ON AN AS NEEDED BASIS, IF AGREEABLE TO BOTH PARTIES.
WHEREAS, the vendor will work with Recorder?s Court to design a customized,
user-friendly website that allows citizens to locate and pay any Court fine or
fee they desire. Citizens will be able to search for and pay court fines and
fees 24 hours a day, 7 days a week; and,
WHEREAS, additionally, any citizen wishing to pay via telephone can call
nCourt?s live bilingual call center anytime time during the vendor?s extended
business hours (7 am ? 9 pm, Monday ? Friday, and 9 am ? 6 pm, Saturday and
Sunday); and,
WHEREAS, to accomplish this agreement, the City is ?Piggy-backing? off a
contract awarded by Gwinnett County, as a result of their RFP #012-13, issued
on June 30, 2013. During the evaluation process, nCourt was the successful
vendor and the contract was awarded by Gwinnett County?s Board of Commission.
The procurement process administered by Gwinnett County meets the procurement
requirements of Columbus Consolidated Government. The City?s Procurement
Ordinance, Article 9-101, ?Cooperative Purchasing Authorized,? allows for
participation in this RFP.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized enter into a approve a trial
contract with nCourt (Woodstock, GA) to provide online and toll-free court
payment services for Recorder?s Court. The City will enter into a 12-month
contract to be renewed, on an as needed basis, if agreeable to both parties.
This contract will include a 10% revenue sharing option payable to the City and
zero cost to Recorder?s Court. The generated revenue will be deposited into
various revenue accounts for fines and forfeitures paid to Recorder?s Court.
The ten (10%) revenue sharing fees will be deposited into General Fund -
Government Wide Revenue ? Miscellaneous Fees;0101-099-1999-4470.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2018 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 Garrett voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
Attachments
No attachments for this document.