Agenda Item # 3
Columbus Consolidated Government
Council Meeting
August 8, 2006
Agenda Report # 20
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) GIS WEBSITE ? RFP NO. 06-0004
It is requested that Council authorize the execution of a contract with Binary
Bus (Gainesville, GA), to provide a website solution to contain GIS data for
the Engineering Department. This will be in the form of a finished website,
that will be maintained for a period of one year by the vendor. The website
will allow the City to make GIS maps and data available to City employees and
all citizens at no additional cost to the individual departments or to the
public. The website will provide access to maps and data showing roads,
parcels, addresses and aerial photography at no charge. However, for more
specialized data, an individual will be able to purchase an online
subscription, for a fee, in order to access the information. In addition, the
website will also be capable of the following:
Use Engineering?s data, which is ESRI shapefile and geodatabase format
Display multiple GIS layers including, tax parcels, zoning, topography,
aerial photography,addresses, streets, lot dimensions, ownership etc.
Ability to add new layers as they become available
Search by parcel id #, address, name
Zoom in/out to desired level
Scale bar
Print maps to desired scale
Measure distance
Requests for proposal invitations were mailed to ninety vendors. This RFP has
been advertised and evaluated. Ten proposals were received on January 20,
2006, as follows:
Binary Bus (Gainesville, GA)
Burns & McDonell (Kansas City, MO)
FMSM, (Lexington, KY)
Lose & Associates (Lawrenceville, GA)
RA Smith & Associates (Brookfield, MA)
Sanborn (Charlotte, NC)
Sim Wright (Navarre, FL)
39 Degrees (Bloomington, IN)
WK Dickson (Columbia, SC)
One GIS (Atlanta, GA)
The proposals were reviewed by the Evaluation Committee, which consisted of
voting representatives from the Engineering, Information Technology and City
Manager?s Departments. A representative from the GIS Division of the
Engineering Department served in an advisory capacity.
As a result of the initial evaluation, the three firms receiving the highest
scores were short-listed. On June 19, 2006, the three short-listed firm,
Binary Bus, W.K. Dickson and FMSM Engineers, were invited to conduct a
presentation of their proposals and provide demonstrations of their websites.
Following the presentations, the Evaluation Committee unanimously deemed Binary
Bus most responsive to the RFP specifications.
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 cost information has
been submitted to the City Manager in a separate memo, for informational
purposes.
Funds in the amount of $2,750.00 are budgeted in FY07 Budget: General Fund -
Engineering - Geographic Information Systems - Computer Software,
0101-250-2400-GIS-6713; and funds in the amount of $4,745.00 are budgeted in
FY07 Budget: General Fund ? Engineering - Geographic Information Systems -
Software Lease; 0101-250-2400-GIS-6541. Funds for the remaining amount of
$7,305.00 are budgeted in FY07 Budget: General Fund ? Miscellaneous ?
Non-Categorical ? Contractual Services; 0101-590-3000-NCAT-6319.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A NEGOTIATED CONTRACT WITH BINARY BUS
(GAINESVILLE, GA) TO PROVIDE A WEBSITE SOLUTION TO CONTAIN GIS DATA FOR THE
ENGINEERING DEPARTMENT.
WHEREAS, an RFP was administered (RFP No. 06-0004) and ten proposals were
received; and,
WHEREAS, the proposal submitted by Binary Bus met all proposal requirements
and is deemed most responsive to the RFP.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a negotiated contract
with Binary Bus (Gainesville, GA) to provide a website solution to contain GIS
data for the Engineering Department. Funds in the amount of $2,750.00 are
budgeted in FY07 Budget: General Fund - Engineering - Geographic Information
Systems - Computer Software, 0101-250-2400-GIS-6713; and funds in the amount of
$4,745.00 are budgeted in FY07 Budget: General Fund ? Engineering - Geographic
Information Systems - Software Lease; 0101-250-2400-GIS-6541. Funds for the
remaining amount of $7,305.00 are budgeted in FY07 Budget: General Fund ?
Miscellaneous ? Non-Categorical ? Contractual Services; 0101-590-3000-NCAT-6319.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of 2006, and adopted at said meeting by the affirmative vote
of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
__________________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
DATE: August 8, 2006
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
August 14, 2006
1. Roof Replacement at Fox Senior Center and Fire Station #1 ? RFB No. 07-0004
A Mandatory Pre-Bid Conference/Site Visit is scheduled at 9:15 A.M. (Eastern)
on Monday, August 14, 2006. Vendors shall convene in the Conference Room of
the Finance Department/Purchasing Division, which is located at 100 Tenth St,
Columbus, GA. Vendors will be allowed a 10-minute grace period. Any vendor
who is not present in the Finance Conference Room within 10 minutes after the
time slated for the beginning of the mandatory pre-bid conference/site visit
shall not be allowed to participate any further in the bid process. The City
will provide transportation to the sites.
Written requests for approval of any materials submitted on this project as
"Equals or Substitutes" for the specified material must be submitted prior to
or at the mandatory pre-bid conference/site visit.
August 16, 2006
1. Traffic Sign Materials (Annual Contract) ? RFB No. 07-0002
Scope of Bid
Provide traffic sign materials to the Traffic Engineering Division on an ?as
needed basis?. The contract period will be for two (2) years with the option
to renew for three (3) additional twelve-month periods.
August 30, 2006
1. Roof Replacement at Fox Senior Center and Fire Station #1 ? RFB No. 07-0004
Scope of Bid
Provide all labor, equipment and materials to install new modified bituminous
membrane roofing systems at Fox Senior Center (3720 5th Ave) and Fire Station
#1 (205 10th St).
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