Agenda Item # 6
Columbus Consolidated Government
Council Meeting
March 23, 2010
Agenda Report # 485
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) MOBILE DATA TERMINAL (MDT) SERVER MAINTENANCE SUPPORT
It is requested that Council authorize payment to Motorola (Schaumburg, IL), in
the amount of $38,085.12, for Mobile Data Terminal (MDT) hardware maintenance.
The maintenance provides hardware support and repair for MW800 MDTs for the
annual period beginning February 1, 2010 through January 31, 2011. The MDTs
are installed in patrol, fire and service vehicles on a 24/7/365 schedule.
The units are deployed throughout CCG in the Police Department, Sheriff?s
Office, Fire Department & Emergency Medical Services, Marshal?s Office and
Inspections & Codes.
All of the equipment is manufactured by Motorola and is proprietary in nature.
Therefore, the vendor is the Only Known Source, per Section 3-114 of the
Procurement Ordinance.
Funds are budgeted in the FY10 Budget: Emergency Telephone Fund ? Police ?
E911 Communications Center ? Service Contracts; 0209-400-3220-E911-6513.
* * * * * *
(B) AUTOMATED VEHICLE LOCATION SYSTEM (AVL) (ANNUAL CONTRACT) ? RFP NO.
10-0006
It is requested that Council authorize the annual contract for an automated
vehicle location system (AVL) from Motorola. Inc. The company will provide
turnkey installation and maintenance for a new AVL system for the Department of
Transportation/METRA that matches and is functionally compatible with the
existing Motorola CAD/AVL system that is currently in use by the City?s E-911
Dispatch Center. The installation of the AVL system includes 37
buses/Para-transit mini buses and 17 administrative vehicles, which shall
include all components, integration and testing of the equipment.
The AVL system meets the following requirements:
Shall integrate with and utilize the City?s RF Data Network that is a Motorola
High Performance Data (HPD) system Platform number CPX8216. This shall be
accomplished by utilizing Motorola HPD 1000 Radio Modems mounted in the
designated METRA vehicles to wirelessly communicate with the AVL system.
Shall display the locations of vehicles that are equipped with Motorola HPD
Modems utilizing the LRRP GPS protocol.
Shall utilize the existing ESRI map data that is maintained by Columbus
Consolidated Government?s GIS Division of the Engineering Department.
Shall graphically display the location history of any vehicle in the AVL system
equipped with GPS.
Shall integrate with the existing Columbus Motorola MOTOCAD Computer Aided
Dispatch/AVL system. The system shall only display the METRA buses and other
METRA vehicles to the three (3) METRA Dispatch Workstations, which includes the
Transfer Center, Upper Shop and Administration Building. The ability to view
other public safety units shall not be made available to the three (3) METRA
Dispatch positions.
The E-911 Dispatch Center shall be able to display any of the METRA units on
their dispatch screens on an ?as needed basis? for the purpose of assisting
METRA in emergency situations.
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.
Postcard invitations were mailed to one hundred twenty-six (126) vendors and
the RFP specifications were posted on the City?s website. The RFP has been
advertised, opened and evaluated. One proposal was received, December 18,
2009, from the following offeror:
Motorola, Inc. (Westminster, CO)
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from Department of Transportation/METRA and Traffic
Engineering Division. The Project Manager, also from Department of
Transportation/METRA, served in an advisory position and was not a voting
member.
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, the RFP specifications
will be re-advertised. 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 ongoing expense,
Transportation Fund ? Transportation ? MFTA ? Capital Expend-Over $5000
(Federal Share 80% and City Share 20%), 0751-610-2400-MFTA-7761.
* * * * * *
(C) FULL SIZE 4x4 PICKUP TRUCKS ? RFB NO. 10-0042
It is requested that Council authorize the purchase of three (3) full size 4x4
pickup trucks from Georgia Emergency Management Agency (GEMA) and GSA
AutoChoice in the amount of $74,350.14.
The trucks will be used by the Columbus Office of Homeland Security to improve
the Hazardous Devices Response Team?s (HDRT) ability to prevent, protect
against, respond to and recover from terrorist attacks, major disasters, and
other emergencies in accordance with the goals and objectives of the State
Strategic Plan. Each vehicle will be equipped with all the necessary Hazardous
Devices Response tools and personal protective equipment to effectively respond
to multiple incidents throughout the HDRT coverage area. These vehicles will
also reduce the response time to an incident, therefore reducing the cost of
emergency personnel, closure of incident location and recovery from an
incident.
Bid postcard invitations were mailed to fifty-nine vendors and bid
specifications were posted on the City?s website and the Georgia Procurement
Registry. Bid responses were received on March 3, 2010 from nine bidders.
This bid has been advertised, opened and reviewed. The bidders were:
Vendors Unit Price (3 Units)
Total Price
1. Peach County Ford (Byron, GA) 1 $26,150.00 $78,450.00
2. Prater Ford-Mercury, Inc. (Calhoun, GA) 1 $26,397.00 $79,191.00
3. Bartow Ford (Bartow, FL) $26,444.00 $79,332.00
4. Allan Vigil Ford (Morrow, GA) $26,494.00 $79,482.00
5. Allan Vigil Ford of Fayetteville (Fayetteville, GA)1 $26,544.49 $79,633.47
6. Rivertown Ford (Columbus, GA) $26,715.49 $80,146.47
7. Legacy Ford, Inc. (McDonough, GA)1 $28,385.00 $85,155.00
8. Jay Pontiac Buick GMC Inc. (Columbus, GA)1 $29,785.01 $89,355.03
9. Wade Ford (Smyrna, GA)2 No price No price
1The denotes vendors failed to include all submittal requirements. Therefore,
the vendors? bids were deemed incomplete.
2The denotes vendor failed to provide a price. Therefore, the vendor?s bid was
deemed incomplete.
Georgia Emergency Management Agency (GEMA) operates a State and Local Equipment
Procurement Program (1122 Procurement Program) established by Section 1122 of
the fiscal year 1994 National Defense Authorization Act. It authorizes state
and local agencies to purchase equipment through certain Federal procurement
channels, equipment for counter-drug, homeland security, and emergency response
activities. These Federal procurement channels include the U.S. General Service
Administration?s (GSA) Multiple Awards Schedule (MAS) Program.
The GEMA and GSA AutoChoice unit price for a full size 4x4 pickup truck is
$24,783.38 per Requisition No. ALEABF-0025-0203. GEMA?s price was lower than
the bids received, therefore it is recommended that the purchase be made
through GEMA.
Funds are budgeted in the FY10 Budget: Multi-Gov?T Project Fund ? Homeland
Security ? Explosive Devise Operations Program Grant ? Light Trucks, 0216 ? 450
? 2100 ? EDOG ? 7722.
* * * * * *
(D) MAINTENANCE SERVICES FOR SECURITY SURVEILLANCE EQUIPMENT (ANNUAL CONTRACT)
? RFP NO. 10-0003
It is requested that Council authorize the annual contract with Columbus Fire &
Safety Equipment Company for the provision and maintenance of security
surveillance equipment for the Public Services Department. The company will
replace the existing analog systems at the landfills and repair the recorder at
Pine Grove landfill, as well as, provide ongoing maintenance for the
surveillance system. The locations are as follows:
PINE GROVE: 7160 Sacerdote Lane
GRANITE BLUFF: 7589 River Road
OXBOW MEADOWS: 3491 South Lumpkin Rd
Other locations may be added as needed.
Contractor shall provide the following:
Maintenance services for the existing security surveillance system for Public
Services Landfills locations.
Respond within twenty-four hours of request
Technical assistance and support as needed
Handle arrangements for all necessary parts and equipment that must be
ordered/shipped and received
Provide general maintenance and updates as required
Be willing to conduct site visits and inspect system to inventory the current
equipment.
Provide equipment that is compatible with existing equipment and cameras
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.
Postcard invitations were mailed to ninety-eight (98) vendors and the RFP
specifications were posted on the City?s website. The RFP has been advertised,
opened and evaluated. A Mandatory Pre-Proposal Conference was held at 10:00
a.m., Thursday, September 10, 2009. Eight vendors attended the conference
and made site visits to the various landfills. Proposals were received,
September 25, 2009, from the following offerors:
Columbus Fire & Safety Equipment Co. (Columbus, GA)
GC&E Systems Group (Norcross, GA)
Columbus Security (Columbus, GA)
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from Public Services 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 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. The evaluation results and 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 ongoing expense: Integrated
Waste Management Fund ? Public Services ? Pine Grove landfill ? Contractual
Services, 0207-260-3560-PGRO-6319; General Fund ? Public Services ? Fleet
Management ? Contractual Services, 0101-260-2300-VHCL-6319.
* * * * * *
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA (SCHAUMBURG, IL) IN THE
AMOUNT OF $38,085.12 FOR MOBILE DATA TERMINAL HARDWARE MAINTENANCE.
WHEREAS, the maintenance provides hardware support and repair for MW800
MDTs for the annual period beginning February 1, 2010 through January 31,
2011. The MDTs are installed in patrol, fire and service vehicles on a
24/7/365 schedule. The units are deployed throughout CCG in the Police
Department, Sheriff?s Office, Fire Department & Emergency Medical Services,
Marshal?s Office and Inspections & Codes; and,
WHEREAS, all of the equipment is manufactured by Motorola and is
proprietary in nature. Therefore, the vendor is the 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 make payment to Motorola
(Schaumburg, IL) in the amount of $38,085.12 for Mobile Data Terminal (MDT)
hardware maintenance. Funds are budgeted in the FY10 Budget: Emergency
Telephone Fund ? Police ? E911 Communications Center ? Service Contracts;
0209-400-3220-E911-6513.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of _________________, 2010 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 AN ANNUAL CONTRACT WITH MOTOROLA,
INC., TO PROVIDE AND MAINTAIN AUTOMATED VEHICLE LOCATION SYSTEM (AVL) FOR
DEPARTMENT OF TRANSPORTATION/METRA.
WHEREAS, an RFP was administered (RFP 10-0006) and one proposal was received
from a qualified offeror; and,
WHEREAS, the proposal submitted by Motorola, Inc., met all proposal
requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the term of contract shall be for two years, with an 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 execute an annual
contract with Motorola, Inc., to provide and maintain automated vehicle
location system (AVL) for the Department of Transportation/METRA. Funds will
be budgeted each fiscal year for this ongoing expense, Transportation Fund ?
Transportation ? MFTA ? Capital Expend-Over $5000 (Federal Share 80% , State
Share 10% and City Share 10%), 0751-610-2400-MFTA-7761.
______________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ________________, 2010 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 THREE FULL SIZE 4X4 PICKUP TRUCKS FROM
GEMA AND GSA AUTOCHOICE, IN THE AMOUNT OF $74,350.14.
WHEREAS, the Full Size 4x4 Pickup Trucks will be used by the Columbus
Office of Homeland Security to improve the Hazardous Devices Response Team?s
ability to prevent, protect against, respond to and recover from terrorist
attacks, major disasters, and other emergencies in accordance with the goals
and objectives of the State Strategic Plan; and,
WHEREAS, Georgia Emergency Management Agency (GEMA) operates a State
and Local Equipment Procurement Program (1122 Procurement Program) established
by Section 1122 of the fiscal year 1994 National Defense Authorization Act. It
authorizes state and local agencies to purchase equipment through certain
Federal procurement channels, equipment for counter-drug, homeland security,
and emergency response activities. These Federal procurement channels include
the U.S. General Service Administration?s (GSA) Multiple Awards Schedule (MAS)
Program. The GEMA and GSA AutoChoice unit price for a full size 4x4 pickup
truck is $24,783.38 per Requisition No. ALEABF-0025-0203. GEMA?s price was
lower than the bids received, therefore it is recommended that the purchase be
made through GEMA.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase three (3) Full
Size 4x4 Pickup Trucks from GEMA and GSA AutoChoice, in the amount of
$74,350.14. Funds are budgeted in the FY10 Budget: Multi-Gov?T Project Fund ?
Homeland Security ? Explosive Devise Operations Program Grant ? Light Trucks,
0216 ? 450 ? 2100 ? EDOG ? 7722.
____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ________________, 2010 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 EXECUTION OF AN ANNUAL CONTRACT WITH COLUMBUS FIRE
AND SAFETY EQUIPMENT FOR THE PROVISION AND MAINTENANCE OF SECURITY SURVEILLANCE
EQUIPMENT FOR THE PUBLIC SERVICES DEPARTMENT.
WHEREAS, an RFP was administered (RFP 10-0003) and three proposals were
received from qualified offerors; and,
WHEREAS, the proposal submitted by Columbus Fire and Safety Equipment met all
proposal requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the contract term shall be for two years, with an 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 execute an annual
contract with Columbus Fire and Safety Equipment for the provision and
maintenance of security surveillance equipment for the Public Services
Department. Funds will be budgeted each fiscal year for this ongoing expense:
Integrated Waste Management Fund ? Public Services ? Pine Grove landfill ?
Contractual Services, 0207-260-3560-PGRO-6319; General Fund ? Public Services ?
Fleet Management ? Contractual Services, 0101-260-2300-VHCL-6319.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ________________, 2010 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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