Agenda Item # 4
Columbus Consolidated Government
Council Meeting
December 2, 2008
Agenda Report # 340
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) TRAINING CONSULTANT FOR THE OFFICE OF ELECTIONS AND REGISTRATION
It is requested that Council approve the payment to Michael Johnston, in the
amount of $15,000.00, for providing training for Poll Officers and Poll
Workers, for the Office of Elections and Registration, from October 9- October
17 required for early voting and the November 4th Election. Approval is also
requested for an additional $10,000.00, for training, which will be required
for remaining elections taking place during FY09.
Prior to 2005, the election superintendent was required to provide adequate
training to poll officials before the first election in each election cycle.
An amendment to O.C.G.A. 21-2-99, effective July 1, 2005, substituted the
language requiring the election superintendent to provide adequate training to
all poll officers and poll workers regarding the use of voting equipment,
voting procedures, all aspects of state and federal law applicable to
conducting elections, and the poll officers? or poll workers? duties in
connection with the election prior to each general primary, general election,
or special election. Additionally, the election superintendent must notify the
Secretary of State of the date when the instruction was held and the number of
persons attending and completing the instruction. No poll officer or poll
worker is allowed to work unless they have received instructions and been found
qualified to perform his or her duties.
The purpose for hiring a consultant to perform the training functions for the
Office of Elections and Registration is multifold. The consultant, who is
currently an area manager that supervises eight precincts on Election Day, has
the time and knowledge required to prepare, plan, and instruct the workers.
This training consultant will provide training to an average of 450 poll
officers prior to each election. Previously, the Director has been responsible
for developing the training and providing this training to the poll workers.
The retirement of the Elections Coordinator on September 28, 2007 will require
the Director and other employees to assume additional responsibilities until a
replacement can be hired and sufficiently trained. Thereby, limiting the
amount of time that should be devoted to training Election workers.
Funds are budgeted in the FY09 Budget: General Fund ? Boards and Commissions ?
Elections & Registration ? Contractual Services, 0101-290-2000-ELCT-6319.
* * * * * *
(B) STORM DRAIN REHABILITATION PRIORITY 1 PIPES, CONTRACT 2 ? RFB NO. 09-0018
It is requested that Council authorize the execution of a construction contract
with Reynolds Inliner, LLC (Fairburn, GA), in the amount of $839,140.00, for
storm drain rehabilitation priority 1 pipes (Contract 2). This project
consists of the following major elements: performing cured-in-place storm
sewer repairs as follows:
1,930 feet of 15 to 18-inch pipe 1,755 feet of 20 to 24-inch pipe
1,020 feet of 27 to 30-inch pipe 1,125 feet of 36-inch pipe
520 feet of 42-inch pipe 1,210 feet of 48-inch pipe
Performing CCTV inspection of 125 feet of 20 to 24-inch pipe and 170 feet of
27 to 30-inch pipe.
Miscellaneous point repairs and manhole height adjustments
Per resolution No. 132-07, Council pre-qualified four (4) vendors to submit
bids for cured-in-place rehabilitation of the storm system located throughout
Columbus; request for bids were mailed to the four (4) pre-qualified
contractors. Three (3) pre-qualified contractors submitted bids on October 8,
2008. This bid has been advertised, opened and reviewed. The bidders were:
Vendors Contract Amount
Reynolds Inliner, LLC (Fairburn, GA) 839,140.00
Southeast Pipe Survey (Patterson, GA) 1,114,845.00
Insituform Technologies, Inc. (Bessemer, AL) 1,366,118.75
Funding is available in the FY09 Budget: Lease Revenue Bonds/2003A Fund ?
Finance ? CBA 2003A Storm Water Enhancements ? General Construction ? Storm
Water Enhancements; 0554-200-2439-CBA-6561-40235-20030.
* * * * * *
(C) PHONE SYSTEM FOR ANIMAL CARE AND CONTROL FACILITY
It is requested that council approve the purchase of a Cisco Voice Over IP
Phone System from AT&T (Baltimore, MD) in the amount of $35,000.00, for the
Animal Care and Control Facility.
The vendor will relocate the VOIP phone system at Special Enforcement and the
analog phones at the Dog Pound to the new Animal Care and Control Facility.
VOIP phone service will be required for approximately 16 phones.
Per Resolution No 202-03, Council authorized a 10-year contract with AT&T
(formerly BellSouth) for the current Cisco IP Phone system utilized at the city
Government Annex. This purchase is an addition to that contract.
Funds are budgeted in the FY09 Budget: 1999 Sales Tax Project Fund ? 1999
SPLOST ? 99 SPLOST Animal Shelter ? Capital Expenditures Over $5,000 ? Animal
Shelter; 0540-695-2125-TXAS-7761-50200-20020
* * * * * * * *
(D) COMPUTER EQUIPMENT FOR FINANCE SYSTEM UPGRADE
It is requested that Council approve the purchase of computer equipment from
IBM (Smyrna, Georgia) in the amount of $54,507.40. The purchase will be made
via Georgia Statewide Contract #A63311.
The computer equipment includes: one (1) IBM Blade Center H Chassis, two (2)
IBM TotalStorage SAN16B-2, and two (2) IBM BladeCenter HS21 Server Blades.
The equipment is needed for the finance system upgrade from version 3.7 to 3.8.
Funds are budgeted in the FY09 Budget: Special Project /Capital Fund ? Capital
Projects ? General Fund Supported Capital Projects ? Computer Equipment ?
LGFS/GHRS Conversion Project; 0508-660-1000-CPGF-7751-22187-20070.
* * * * * *
(E) CRAWLER TRACTOR - RFB NO. 09-0010
It is requested that Council authorize the purchase of one (1) crawler tractor
from Tractor & Equipment Company (Columbus, GA) in the amount of $104,000.00.
The crawler tractor is a replacement unit that will be used by the Heavy
Equipment Division, of Public Services, to clear dirt and trees from areas of
construction throughout Muscogee County. This crawler tractor is replacing an
older tractor that is being transferred to the Landfill Division to be used at
Pine Grove Landfill.
Specifications were posted on the City?s website; bid responses were received
on November 5, 2008 from three bidders. This bid has been advertised, opened
and reviewed. The bidders were:
Vendors
Unit Cost Buy Back
1. Tractor & Equipment (Columbus, GA) $ 104,000.00 $ 42,000.00
2. Metrac (Columbus, GA) $ 114,597.00 $ 46,000.00
3. Yancey Brothers (Columbus, GA) $ 107,454.00 $ 43,500.00
Funds are available in FY09: Paving Fund ?Public Services ?Street
Improvements ? Off Road Equipment;0203-260-2100-STRT-7725.
?ITEM A?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING APPROVAL OF PAYMENT TO MICHAEL JOHNSTON, IN
THE AMOUNT OF $15,000.00, FOR PROVIDING TRAINING FOR POLL OFFICERS AND POLL
WORKERS, FOR THE OFFICE OF ELECTIONS AND REGISTRATION, FROM OCTOBER 9- OCTOBER
17 REQUIRED FOR EARLY VOTING AND THE NOVEMBER 4TH ELECTION. APPROVAL IS ALSO
REQUESTED FOR AN ADDITIONAL $10,000.00, FOR TRAINING, WHICH WILL BE REQUIRED
FOR REMAINING ELECTIONS TAKING PLACE DURING FY09.
WHEREAS, the consultant, who is currently an area manager that
supervises eight precincts on Election Day, has the time and knowledge required
to prepare, plan, and instruct the workers. This training consultant will
provide training to an average of 450 poll officers prior to each election.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Michael
Johnston, in the amount of $15,000.00, for providing training to Poll Officers
and Poll Workers, for the Office of Elections and Registration, from October 9-
October 17 required for early voting and the November 4th Election. Approval
is also requested for an additional $10,000.00, for training, which will be
required for remaining elections taking place during FY09. Funds are budgeted
in the FY09 Budget: General Fund ? Boards and Commissions ? Elections &
Registration ? Contractual Services, 0101-290-2000-ELCT-6319.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2008 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 THE EXECUTION OF A CONSTRUCTION CONTRACT WITH REYNOLDS
INLINER, LLC (FAIRBURN, GA), IN THE AMOUNT OF $839,140.00 FOR STORM DRAIN
REHABILITATION PRIORITY 1 PIPES (CONTRACT 2). c
WHEREAS, the project consists of the following major elements: performing
cured-in-place storm sewer repairs as follows: 1,930 feet of 15 to 18-inch
pipe, 1,755 feet of 20 to 24-inch pipe, 1,020 feet of 27 to 30-inch pipe, 1,125
feet of 36-inch pipe, 520 feet of 42-inch pipe, and 1,210 feet of 48-inch
pipe. Performing CCTV inspection of 125 feet of 20 to 24-inch pipe and 170
feet of 27 to 30-inch pipe. Miscellaneous point repairs and manhole height
adjustments; and,
WHEREAS, per Resolution No. 132-07, Council pre-qualified four (4) vendors to
submit bids for cured-in-place rehabilitation of the storm system located
throughout Columbus; request for bids were mailed to the four (4) pre-qualified
contractors. Three (3) pre-qualified contractors submitted bids on October 8,
2008.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a construction
contract with Reynolds Inliner, LLC (Fairburn, GA), in the amount of
$839,140.00, for storm drain rehabilitation priority 1 pipes (Contract 2).
Funding is available in the FY09 Budget: Lease Revenue Bonds/2003A Fund ?
Finance ? CBA 2003A Storm Water Enhancements ? General Construction ? Storm
Water Enhancements; 0554-200-2439-CBA-6561-40235-20030.
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________________, 2008 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 APPROVAL TO PURCHASE A CISCO VOICE OVER IP
PHONE SYSTEM FROM AT&T (BALTIMORE, MD) IN THE AMOUNT OF $35,000.00, FOR THE
ANIMAL CARE AND CONTROL FACILITY.
WHEREAS, the vendor will relocate the VOIP phone system at Special
Enforcement and the analog phones at the Dog Pound to the new Animal Care and
Control Facility. VOIP phone service will be required for approximately 16
phones; and,
WHEREAS, per Resolution No 202-03, Council authorized a 10-year contract with
AT&T (formerly BellSouth) for the current Cisco IP Phone system utilized at the
city Government Annex. This purchase is an addition to that contract.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase a Cisco Voice
Over IP Phone System from AT&T (Baltimore, MD), in the amount of $35,000.00,
for the Animal Care and Control Facility. Funds are budgeted in the FY09
Budget: 1999 Sales Tax Project Fund ? 1999 SPLOST ? 99 SPLOST Animal Shelter ?
Capital Expenditures Over $5,000 ? Animal Shelter; 0540-695-2125-TXAS-7761-50200
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2008 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 APPROVAL TO PURCHASE COMPUTER EQUIPMENT FROM
IBM (SMYRNA, GEORGIA) IN THE AMOUNT OF $54,507.40. THE PURCHASE WILL BE MADE
VIA GEORGIA STATEWIDE CONTRACT #A63311.
WHEREAS, the computer equipment includes: one (1) IBM Blade Center H Chassis,
two (2) IBM TotalStorage SAN16B-2, and two (2) IBM BladeCenter HS21 Server
Blades. The equipment is needed for the finance system upgrade from version
3.7 to 3.8.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase computer
equipment from IBM (Smyrna, Georgia), in the amount of $54,507.40, for the
Finance System Upgrade. The purchase will be made via Georgia Statewide
Contract #A63311. Funds are budgeted in the FY09 Budget: Special Project
/Capital Fund ? Capital Projects ? General Fund Supported Capital Projects ?
Computer Equipment ? LGFS/GHRS Conversion Project;
0508-660-1000-CPGF-7751-22187-20070.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2008 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 E?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING APPROVAL TO PURCHASE ONE (1) CRAWLER TRACTOR
FROM TRACTOR & EQUIPMENT COMPANY (COLUMBUS, GA) IN THE AMOUNT OF $104,000.00.
WHEREAS, the crawler tractor is a replacement unit that will be used by the
Heavy Equipment Division, of Public Services, to clear dirt and trees from
areas of construction throughout Muscogee County; and,
WHEREAS, this crawler tractor is replacing an older tractor that is being
transferred to the Landfill Division to be used at Pine Grove Landfill.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) crawler
tractor from Tractor & Equipment Company (Columbus, GA) in the amount of
$104,000.00. Funds are available in FY09: Paving Fund ? Public Services ?
Street Improvements ? Off Road Equipment; 0203-260-2100-STRT-7725.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2008 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
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