Agenda Item # 2
Columbus Consolidated Government
Council Meeting
December 4, 2018
Agenda Report # 69
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) VARIOUS DEPARTMENT VEHICLES - RFB NO. 19-0009
It is requested that Council authorize the purchase of one (1) Mid-Size Sedan
(2019 Ford Fusion S) from Allan Vigil Ford (Morrow, GA) in the amount of
$17,594.00; one (1) Mid-Size SUV (2019 Nissan Pathfinder) from Town Center
Nissan (Kennesaw, GA) in the amount of $23,940.00; two (2) Mid-Size SUV 4x4s
(2019 Nissan Pathfinder) from Town Center Nissan (Kennesaw, GA) at a unit price
of $24,600.00, for a total price of $49,200.00; and one (1) 4x4 Crew Cab
Pick-up Truck (2019 Ford F-250 XL Crew Cab 4x4) from Allan Vigil Ford (Morrow,
GA) in the amount of $30,623.00; for a grand total price of $121,357.00.
The vehicles were approved in the FY19 Budget: The Mid-Size Sedan will be used
by Civic Center staff to perform mail-runs, site visits, department official
duties, and authorized travel. The Mid-Size SUV will be used by Right-of Way
Maintenance, Urban Forestry & Beautification Division staff to drive to
different job sites checking on various maintenance issues and for authorized
official travel. The Mid-Size SUV 4x4s will be used by Engineering staff to
travel to job sites, and to support Fire & EMS personnel during
emergency/inclement weather situations. The 4x4 Crew Cab Pick-up Truck will be
used by Fire and EMS staff as part of the West Central Georgia Search and
Rescue (GSAR) Team to improve response to heavy rescue emergencies for citizens
of Columbus and surrounding counties. Heavy Search and Rescue involves the
location, rescue extrication, and intimal medical stabilization of victims
trapped in confined spaces; structural collapse is most often the cause of
victims being trapped. These are all replacement vehicles.
Bid specifications were posted on the web page of the Purchasing Division, and
the Georgia Procurement Registry. Six (6) bids were received on October 17,
2018. This bid has been advertised, opened and reviewed. The bidders were:
Funds are budgeted in the FY19 Budget:
Mid-Size Sedan [$17,594.00] ? Civic Center Fund ? Civic Center ? Civic Center
Operations ? Automobiles; 0757-160-1000-CIVC-7721.
Mid-Size SUV [$23,940.00] - Paving Fund ? Public Works ? Right-of-Way
Maintenance ? Light Trucks; 0203-260-3120-ROWM-7722.
Mid-Size SUV 4x4s [$49,200.00] - Paving Fund ? Engineering ? Highways and Roads
? Automobiles; 0203-250-2200-ROAD-7721.
4x4 Crew Cab Pick-up Truck [$30,623.00] ? Multi-Gov?t Project Fund ? Fire & EMS
? FY17 GEMA-DHS Grant ? Light Trucks; 0216-410-3940-GEDH-7722.
* * * * *
(B) STAFFING SOFTWARE FOR FIRE & EMS ? RFP NO. 19-0004
It is requested that Council authorize the purchase of a cloud-based staffing
software solution from Aladtec Inc. (River Falls, WI) for the Fire and EMS
Department. The vendor will provide a software solution that will integrate
with their current records management system (RMS) and assist with facilitating
employee time entry, shift scheduling, scheduling and tracking overtime, shift
swaps, and other functionality.
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on August 21, 2018. This RFP has been
advertised, opened and evaluated. Proposals were received on September 28,
2018, from the following two (2) vendors:
Aladtec, Inc. (River Falls, WI)
Adashi Systems, LLC (Des Moines, IA)
The following events took place after receipt of the proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation 10/17/18 The Purchasing Manager advised evaluation committee of
the RFP rules and process. The proposals were distributed to committee members
for review. The Committee requested an amendment to the Evaluation Criteria to
include Vendor Demonstrations/Interview.
1st Evaluation 11/02/18 Committee members discussed the proposals from both vendors. It
was requested that demonstrations/interviews be scheduled for both vendors for
November 7, 2018.
Letters 11/02/18 Letters were sent to both vendors offering them an opportunity
to demonstrate their software capabilities and be interviewed by committee
members on November 7, 2018.
Vendor Responses 11/05/18 Both vendors accepted the invitation to demonstrate their
software capabilities and be interviewed by committee members.
Demonstrations/Interviews 11/07/18 Both vendors provided demonstrations and were
interviewed by committee members. Committee members advised Purchasing that
they were ready to perform evaluations.
Evaluation Ballots Sent to Committee 11/07/18 Evaluation ballots forwarded to voting
committee members.
Evaluation Ballots Completed by Committee Members 11/20/18 Committee members
completed and returned their evaluation ballots to Purchasing.
Evaluation Results forwarded to Committee 11/26/18 The Evaluation Results were compiled,
completed and forwarded to Committee members for review and Recommendation.
Recommendation Received 11/27/18 Via email, the committee members unanimously voted to
award to Aladtec, Inc.
Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of one
(1) voting member from the Information Technology Department, one (1) voting
member from the Human Resources Department, and three (3) voting members from
the Fire/EMS Department.
Award Recommendation:
The evaluation committee deemed the proposal from Aladtec, Inc. (River Falls,
WI), to be most responsive to the RFP specifications, as reflected by the
comments below:
Aladtec, Inc. (River Falls, WI)
? Aladtec does have experience providing services to fire services and the
unique scheduling challenges they may present. Encouraged committee to reach
out to references. Support is available 24/7 with minimal wait times after
business hours. Stated callback time for support when message is left is
within the hour.
? Aladtec presented the demonstration of the software in a clear and concise
manner which made understanding the capabilities of the software easy to
understand. The vendor thoroughly explained each component of the system in an
organized manner. The vendor was able to immediately and completely answer
each follow-up question we had to my satisfaction.
? Aladtec software was very user friendly and would be easy to teach field
personnel how to use.
? Aladtec software had the capability of easily producing various form
documents such as transfer request and vehicle maintenance forms.
? Aladtec software allows us to upload .pdf documents like certificates and
also notifications of expiration dates of the certifications.
Vendor Experience/Qualifications:
? Aladtec, Inc. has provided online scheduling and workforce management tools
to mission-critical agencies such as EMS, fire service, law enforcement,
dispatch, and healthcare since 2002.
? Their cloud-based platform provides real-time staff scheduling via electronic
devices with Internet access, allowing Fire and EMS to streamline schedules,
communicate instantly with staff, and increase efficiency. The program also
offers customizable forms and tracks licensing and certifications.
? Provided online scheduling and workforce management systems to the following
clients:
o Indian River County Fire Rescue (Vero Beach, FL)
o Cy Fair Fire Department (Houston, TX)
o San Diego County Fire Authority (San Diego, CA)
o Denver Health & Hospital Authority (Denver, CO)
o Air Methods (Englewood, CO)
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 and
no proposal responses are made public, due to the possibility of negotiated
components of the proposals. If Council does not approve the recommended
offeror, the RFP specifications will be re-advertised. The evaluation results
and cost information has been submitted to the City Manager in a separate memo
for informational purposes.
Funds are budgeted in the FY19 Budget: LOST-Public Safety Fund ? Fire & EMS ?
Public Safety-LOST ? Software Lease; 0102-410-9900-LOST-6541.
* * * * *
(C) SOFTWARE LICENSE RENEWAL FOR WEBSITE SERVICES
It is requested that Council approve a three year software license renewal
agreement with DNN Corporation (Austin, TX), in the amount of $13,773.55
annually, for the EVOQ Content Software. The renewal agreement will insure no
increase in the license renewal for the next three years, and will cover the
term from 03/31/19 ?03/30/2022.
The Information Technology Department uses the Evoq Content Software to develop
the City?s websites. This software increases security, maintainability, and
the overall web presence. The Department was previously using a free version
of the software. In 2018, an upgrade of the software was purchased in the
amount of $9,499. DNN Corporation is the developer of the Evoq Content
Software, therefore the vendor is deemed an only known source, per Section
3-114 of the Procurement Ordinance.
Funds are budgeted in the FY19 budget: General Fund ? Information Technology ?
Computer Software; 0101 ? 210 ? 1000 ? ISS ? 6541. Funds will be budgeted in
the appropriate fiscal years for the subsequent years? renewal payments.
* * * * * * * *
(D) NETWORKING EQUIPMENT
It is requested that Council approve the purchase of networking equipment from
CPAK (LaGrange, GA) in the estimated of $85,993.00. The purchase will be
accomplished by cooperative purchase via Georgia Statewide Contract
#99999-SPD-T20120501-0006.
The Information Technology Department is requesting the purchase of networking
equipment, to include networking switches and peripherals to replace outdated,
end of life equipment throughout the City; which is needed to improve speed,
efficiency and security.
Funds are budgeted in the FY19 Budget as follows:
Approximately $84,565 is budgeted in the General Fund ? Information Technology
? Computer Equipment; 0101 ? 210 -1000 ? ISS ? 6511.
Approximately $1,428 is budgeted in the LOST/Infrastructure Fund ? Information
Technology ? Infrastructure/LOST ? Computer Equipment ? IT Storage Project;
0109 ? 210 ? 9901 ? ISS ? 7751 -90001 ? 20190.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) MID-SIZE SEDAN (2019 FORD
FUSION S) FROM ALLAN VIGIL FORD (MORROW, GA) IN THE AMOUNT OF $17,594.00; ONE
(1) MID-SIZE SUV (2019 NISSAN PATHFINDER) FROM TOWN CENTER NISSAN (KENNESAW,
GA) IN THE AMOUNT OF $23,940.00; TWO (2) MID-SIZE SUV 4X4s (2019 NISSAN
PATHFINDER) FROM TOWN CENTER NISSAN (KENNESAW, GA) FOR THE UNIT PRICE OF
$24,600.00, FOR A TOTAL PRICE OF $49,200.00; AND ONE (1) 4X4 CREW CAB PICK-UP
TRUCK (2019 FORD F-250 XL CREW CAB 4X4) FROM ALLAN VIGIL FORD (MORROW, GA) IN
THE AMOUNT OF $30,623.00; FOR A GRAND TOTAL PRICE OF $121,357.00.
WHEREAS, the vehicles were approved in the FY19 Budget. The Mid-Size Sedan
will be used by Civic Center staff to perform mail-runs, site visits,
department official duties, and authorized travel. The Mid-Size SUV will be
used by Right-of Way Maintenance, Urban Forestry & Beautification Division
staff to drive to different job sites checking on various maintenance issues
and for authorized official travel. The Mid-Size SUV 4x4s will be used by
Engineering staff to travel to job sites, and to support Fire & EMS personnel
during emergency/inclement weather situations. The 4x4 Crew Cab Pick-up Truck
will be used by Fire and EMS staff as part of the West Central Georgia Search
and Rescue (GSAR) Team to improve response to heavy rescue emergencies to the
citizens of Columbus and surrounding counties. These are all replacement
vehicles.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) Mid-Size Sedan
(2019 Ford Fusion S) from Allan Vigil Ford (Morrow, GA) in the amount of
$17,594.00; one (1) Mid-Size SUV (2019 Nissan Pathfinder) from Town Center
Nissan (Kennesaw, GA) in the amount of $23,940.00; two (2) Mid-Size SUV 4x4s
(2019 Nissan Pathfinder) from Town Center Nissan (Kennesaw, GA) at a unit price
of $24,600.00, for a total price of $49,200.00; and one (1) 4x4 Crew Cab
Pick-up Truck (2019 Ford F-250 XL Crew Cab 4x4) from Allan Vigil Ford (Morrow,
GA) in the amount of $30,623.00; for a grand total price of $121,357.00.
Funds are budgeted in the FY19 Budget: Mid-Size Sedan ? Civic Center Fund ?
Civic Center ? Civic Center Operations ? Automobiles; 0757-160-1000-CIVC-7721.
Mid-Size SUV - Paving Fund ? Public Works ? Right-of-Way Maintenance ? Light
Trucks; 0203-260-3120-ROWM-7722. Mid-Size SUV 4x4s - Paving Fund ? Engineering
? Highways and Roads ? Automobiles; 0203-250-2200-ROAD-7721. 4x4 Crew Cab
Pick-up Truck ? Multi-Gov?t Project Fund ? Fire & EMS ? FY17 GEMA-DHS Grant ?
Light Trucks; 0216-410-3940-GEDH-7722.
________________
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 House voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO.________
A RESOLUTION AUTHORIZING TO APPROVE THE CONTRACT WITH ALADTEC, INC. (RIVER
FALLS, WI) TO PROVIDE A CLOUD-BASED STAFFING SOFTWARE SOLUTION THAT WILL ASSIST
THE FIRE & EMS DEPARTMENT WITH FACILITATING EMPLOYEE TIME ENTRY, SHIFT
SCHEDULING, SCHEDULING AND TRACKING OVERTIME, SHIFT SWAPS, AND OTHER
FUNCTIONALITY.
WHEREAS, an RFP was administered (RFP No. 19-0004) and two (2) proposals were
received; and,
WHEREAS, the proposal submitted by Aladtec, Inc. (River Falls, WI) met all
proposal requirements and was evaluated most responsive to the RFP; and,
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to approve the contract with
Aladtec, Inc. (River Falls, WI), to provide Fire & EMS with a software
solution. Funds are budgeted in the FY19 Budget: LOST-Public Safety Fund ?
Fire & EMS ? Public Safety-LOST ? Software Lease; 0102-410-9900-LOST-6541.
_________________
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 House voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING A THREE YEAR SOFTWARE LICENSE RENEWAL AGREEMENT WITH
DNN CORPORATION (AUSTIN, TX), IN THE AMOUNT OF $13,773.55 ANNUALLY, FOR THE
EVOQ CONTENT SOFTWARE. THE RENEWAL AGREEMENT WILL INSURE NO INCREASE IN THE
LICENSE RENEWAL FOR THE NEXT THREE YEARS, AND WILL COVER THE TERM FROM 03/31/19
?03/30/2022.
WHEREAS, the Information Technology Department uses the Evoq Content Software
to develop the City?s websites. This software increases security,
maintainability, and the overall web presence. The Department was previously
using a free version of the software. In 2018, an upgrade of the software was
purchased in the amount of $9,499; and,
WHEREAS, DNN Corporation is the developer of the Evoq Content Software,
therefore the vendor is deemed an only known source, per Section 3-114 of the
Procurement Ordinance.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into a three year software
license renewal agreement with DNN Corporation (Austin, TX), in the amount of
$13,773.55 annually, for the EVOQ Content Software. The renewal agreement will
insure no increase in the license renewal for the next three years, and will
cover the term from 03/31/19 ?03/30/2022. Funds are budgeted in the FY19
budget: General Fund ? Information Technology ?Computer Software; 0101 ? 210 ?
1000 ? ISS ? 6541. Funds will be budgeted in the appropriate fiscal years for
the subsequent years? renewal payments.
__________
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 House voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM D?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF NETWORKING EQUIPMENT FROM CPAK
(LAGRANGE, GA) IN THE ESTIMATED AMOUNT OF $85,993.00. THE PURCHASE WILL BE
ACCOMPLISHED BY COOPERATIVE PURCHASE VIA GEORGIA STATEWIDE CONTRACT
#99999-SPD-T20120501-0006.
WHEREAS, the Information Technology Department is requesting the purchase of
networking equipment, to include networking switches and peripherals to replace
outdated, end of life equipment throughout the City; which is needed to improve
speed, efficiency and security.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase networking equipment
from CPAK (Lagrange, GA) in the amount of $85,993.00. The purchase will be
accomplished by cooperative purchase via Georgia Statewide Contract
#99999-SPD-T20120501-0006. Funds are budgeted in the FY19 Budget as follows:
Approximately $84,565 is budgeted in the General Fund ? Information Technology
? Computer Equipment; 0101 ? 210 -1000 ? ISS ? 6511. Approximately $1,428 is
budgeted in the LOST/Infrastructure Fund ? Information Technology ?
Infrastructure/LOST ? Computer Equipment ? IT Storage Project; 0109 ? 210 ?
9901 ? ISS ? 7751 -90001 ? 20190.
______________
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 House voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
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