Agenda Item # 3
Columbus Consolidated Government
Council Meeting
January 17, 2006
Agenda Report # 89
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) LGFS/GHRS ANNUAL MAINTENANCE AGREEMENT
It is requested that Council authorize payment to CGI-AMS, Inc. (Fairfax, VA),
in the amount of $190,162.00 for the annual maintenance support for the
LGFS/GHRS systems. The maintenance period will be from January 2006 ? January
2007.
This maintenance provides the Departments of Information Technology, Finance,
and Human Resources with software enhancements, documentation updates, User
Group support, Hotline support and access to the American Management Systems
(AMS)-sponsored ADVANTAGE Communications Forum. The following are modules
supported by this maintenance:
Advantage Financial (LGFS):
Fixed Assets
Cost Allocation
Extended Purchasing
Performance Measurement
Investment Inventory
Advanced Budget Preparation
Debt Management
Advanced Receivables
Report Distribution
Advantage HR (GHRS):
Position Control
Employee Relations
Employee Benefits
ADVANTAGE/DS
BRASS Budget Preparation Applications
Funds are budgeted in the FY06 Budget, Information Technology ? Software Lease;
0101-210-1000-ISS-6541.
(B) COLOR PHOTOCOPIER FOR PRINT SHOP AND GIS DIVISIONS (ANNUAL CONTRACT) ? RFB
NO. 06-0033
It is requested that Council approve the contract for the rental of three-color
photocopiers for the Print Shop and GIS Divisions from The Overby Company at a
lease cost of $ .115 cents per color copy and $ .013 cents per black/white
copy. The Print Shop and GIS Divisions estimate producing approximately
5,417. The estimated copy volume will be approximately 83,000 copies per
year. Contractor will provide repair services, maintain color photocopier and
also provide all expendable supplies, excluding copier paper. The color copier
is required by the Print Shop and GIS Divisions to enhance graphics for
presentations, and to provide color copies for City departments.
The minimum contract term shall be for sixty (60) months. The contract will be
automatically renewed (without the need for any further action) every 12 months
until the end of such 60-month term. Columbus Consolidated Government may
cancel this contract due to the Non-appropriation of funds for a given fiscal
year or Non-performance by Contractor. If non-performance is not cured within
30 days, the City can cancel the contract by providing the vendor written
notice of intent to cancel.
Bid specifications were posted on the City?s website, five bids were received
December 14, 2005. This bid has been advertised, opened and reviewed. The
bidders were:
Description/Vendor Rental cost per color copy excluding paper Rental cost per
Black/White copy excluding paper
The Overby Company (Columbus, GA) .115 .013
Lanier Worldwide (Columbus, GA) .17 .020
Ikon Office Solution (Columbus, GA) .18 No Bid
Berney Office Solutions (Columbus, GA) .05
*$1,09790 No Bid
American Business Equipment (Columbus, GA) .256 .08
*A Clarification was required from Berney Office Solutions because the vendor
listed the cost per copy as $ .05, and they also listed a monthly lease
payment of $1,097.90. The vendor clarified that the actual per copy cost would
be $ .25, which includes the monthly lease payment cost, as well as, the per
copy cost.
Funds are budgeted in the FY06 Budget and will be budgeted in subsequent fiscal
years, for this on going expense, Community & Economic Development ? Print Shop
? Equipment Rental, 0101-240-2900-PRNT-6543; Engineering ? Geographic
Information Systems ? Equipment Rental, 0101-250-2400-GIS-6543.
(C) SERVICE CONTRACT FOR FIRE EXTINGUISHERS (ANNUAL CONTRACT)
- RFB NO. 06-0023
It is requested that Council approve the service contract for fire
extinguishers on an ?as needed? basis from Columbus Fire & Safety Equipment,
Inc., for the estimated annual contract value of $30,000.00.
Based on previous fiscal year usage the Facilities Maintenance Department
estimates spending approximately $30,000.00 for these services. The contract
will be used by various departments of the City to service, repair and purchase
fire extinguishers, as well as, fire alarm monitoring.
The contract term shall be for two years, with the option to renew for three
additional twelve-month periods, contingent upon the mutual agreement of the
City and the Contractor.
Bid specifications were posted on the City?s website; two bid responses were
received on October 26, 2005. This bid has been advertised, opened and
reviewed. The bidders were:
Funds are budgeted each fiscal year for this ongoing expense, Department of
Fire & EMS, Logistic/Support ? Miscellaneous Equipment Maintenance;
0101-410-3610-LOGI-6519, Metra ? Federal Transportation Administration ?
Vehicle Operation & Maintenance; 0751-610-2400-MFTA-6516, Public Services,
Fleet Management - Vehicle Maintenance ? Operating Materials ? Miscellaneous
Equipment Maintenance; 0101-260-2300-VHCL-6728, 6519; Public Services,
Facilities Maintenance ? Other Maintenance/Repairs ? Bldg Maintenance ? Parks &
Recreation, Public Services and General Government; 0101-260-3710-REPA-6527,
6528 and 6529.
* * * * * *
(D) SPECIAL ENFORCEMENT TRUCK CAB & CHASSIS
It is requested that Council authorize the purchase of three (3) cab & chassis
in the amount of $49,506.00 from Akins Ford (Winder, GA) for the Special
Enforcement Division.
The special enforcement bodies purchased in November (per Resolution No.
525-05) will be placed on the cab and chassis. The trucks will be used by the
Special Enforcement Division, of the Public Services Department, to pick up and
transport dogs, cats and other animals.
Bid specifications were posted on the City?s website; seven bid responses were
received on, December 7, 2005. This bid has been advertised, opened and
reviewed. The bidders were:
Vendors Unit Cost (3 Unit)
Total Cost
Akins Ford (Winder, GA) $16,502.00
$49,506.00
Allan Vigil Ford (Morrow, GA) $17,293.00
$51,879.00
Bill Heard Chevrolet (Columbus, GA) $18,211.00
$54,633.00
Caldwell Country Chevrolet (Caldwell, TX) $18,267.00
$54,801.00
Carl Black (Kennesaw, GA) $18,775.00
$56,325.00
Legacy Ford Mercury (McDonough, GA) $19,200.00
$57,600.00
Texas Motors Ford (Fort Worth, TX) $19,293.00
$57,879.00
Funds are budgeted in FY06 Budget, Public Services, Special Enforcement, Light
Trucks; 0101-260-2400-SPCL-7722.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING PAYMENT TO CGI-AMS, INC., (FAIRFAX, VA), IN
THE AMOUNT OF $190,162.00 FOR THE ANNUAL MAINTENANCE SUPPORT FOR THE LGFS/GHRS
SYSTEMS.
WHEREAS, the maintenance period will be from January 2006 ? January 2007. This
maintenance provides the Departments of Information Technology, Finance, and
Human Resources with software enhancements, documentation updates, User Group
support, Hotline support and access to the American Management Systems
(AMS)-sponsored ADVANTAGE Communications Forum; and,
WHEREAS, the software modules supported by this maintenance are Advantage
Financial (LGFS), Report Distribution, Advantage HR (GHRS) and BRASS Budget
Preparation Applications.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to American
Management Systems, Inc. (Fairfax, VA), in the amount of $190,162.00 for the
annual maintenance support for the LGFS/GHRS systems. Funds are budgeted in
the FY06 Budget, Information Technology ? Software Lease;
0101-210-1000-ISS-6541.
______________________________
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
?ITEM B?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR THE RENTAL OF
THREE-COLOR PHOTOCOPIERS FOR THE PRINT SHOP AND GIS DIVISION FROM THE OVERBY
COMPANY AT A LEASE COST OF $.115 CENTS PER COLOR COPY, AND $ .013 CENTS PER
BLACK/WHITE COPY.
WHEREAS, the Print Shop and GIS Divisions estimate producing approximately
5,417. The estimated copy volume will be approximately 83,000 copies per
year. Contractor will provide repair services, maintain color photocopier and
also provide all expendable supplies, excluding copier paper, and;
WHEREAS, the color copier is required by the Print Shop and GIS Divisions to
enhance graphics for presentations, and to provide color copies for the City
Departments, and;
WHEREAS, the minimum contract term shall be for sixty (60) months. The
contract will be automatically renewed (without the need for any further
action) every 12 months until the end of such 60-month term. Columbus
Consolidated Government may cancel this contract due to the Non-appropriation
of funds for a given fiscal year or Non-performance by Contractor. If
non-performance is not cured within 30 days, the City can cancel the contract
by providing the vendor written notice of intent to cancel.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract for
the rental of three-color photocopiers for the Print Shop and GIS Divisions
from The Overby Company at a lease cost of $ .115 cents per color copy, and $
.013 cents per black/white copy. Funds are budgeted in the FY06 Budget and
will be budgeted in subsequent fiscal years, for this on going expense,
Community & Economic Development ? Print Shop ? Equipment Rental,
0101-240-2900-PRNT-6543; Engineering ? Geographic Information Systems ?
Equipment Rental, 0101-250-2400-GIS-6543.
____________________________________________
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
?ITEM C?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING A SERVICE CONTRACT FOR FIRE EXTINGUISHERS ON AN ?AS
NEEDED? BASIS FROM COLUMBUS FIRE & SAFETY EQUIPMENT, INC., FOR THE ESTIMATED
ANNUAL CONTRACT VALUE OF $30,000.00.
WHEREAS, based on previous fiscal year usage the Facilities Maintenance
Department estimates spending approximately $30,000.00 for these services. The
contract for fire extinguishers will be used by various departments of the
City; and,
WHEREAS, the contract period shall be for two years, with the option to renew
for three additional twelve month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to procure a service
contract for fire extinguishers from Columbus Fire & Safety Equipment, Inc.,
for the estimated annual contract value of $30,000.00. Funds are budgeted each
year for this ongoing expense, Department of Fire & EMS, Logistic/Support ?
Miscellaneous Equipment Maintenance; 0101-410-3610-LOGI-6519, Metra ? Federal
Transportation Administration ? Vehicle Operation & Maintenance;
0751-610-2400-MFTA-6516, Public Services, Fleet Management - Vehicle
Maintenance ? Operating Materials ? Miscellaneous Equipment Maintenance;
0101-260-2300-VHCL-6728, 6519; Public Services, Facilities Maintenance ? Other
Maintenance/Repairs ? Bldg Maintenance ? Parks & Recreation, Public Services
and General Government; 0101-260-3710-REPA-6527, 6528 and 6529.
______________________________
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
ITEM D?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF THREE (3) CAB & CHASSIS IN THE AMOUNT
OF $49,506.00 FROM AKINS FORD (WINDER, GA) FOR THE SPECIAL ENFORCEMENT DIVISION.
WHEREAS, the special enforcement bodies purchased in November (per Resolution
No. 525-05) will be placed on the cab and chassis. The trucks will be used by
the Special Enforcement Division, of the Public Services Department, to pick up
and transport dogs, cats and other animals.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase three (3) cab &
chassis in the amount of $49,506.00 from Akins Ford (Winder, GA) for the
Special Enforcement Division. Funds are budgeted in FY06 Budget, Public
Services, Special Enforcement, Light Trucks; 0101-260-2400-SPCL-7722.
______________________________
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: January 17, 2006
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
January 18, 2006
1. Cargo Vans ? RFB No. 06-0044
Scope of RFB
Provide two (2), ? ton cargo vans to be used by the Facilities Maintenance
Division of the Public Services Department and Traffic Engineering Division of
the Engineering Department.
January 20, 2006
1. Fitness Equipment ? RFP No. 06-0003
Scope of RFP
Provide and install fitness equipment at fourteen (14) stations of Columbus
Fire & Emergency Medical Services. The fitness equipment shall consist of
commercial treadmills, commercial stationary bicycles, commercial rowers, and
multi-gyms; one set of equipment shall be installed at each location.
2. GIS Website ? RFP No. 06-0004
Scope of RFP
Provide a website solution to contain GIS data for the Engineering Department.
This may be in the form of a finished website, that will be maintained for a
period of one year by the vendor or software that will allow the department to
develop and maintain their own website.
January 25, 2006
1. Ford Crown Victoria Pursuit Vehicles (Re-Bid)? RFB No. 06-0048
Scope of RFB
This specification covers eighteen (18) Police Pursuit, Ford Crown Victorias to
be used by the Police and Sheriff Departments. Due to interior and storage
space needs, the City has decided that the Ford Crown Victoria is the only
pursuit car that meets their needs in those areas.
February 1, 2006
1. Agriculture Tractors ? RFB No. 06-0046
Scope of RFB
Provide three (3) agriculture tractors to be used by the Right-of-Way
Maintenance Division of the Public Services Department and Parks Services
Division of the Parks and Recreation Department.
2. 14 Passenger MFSAB Type A School Bus ? RFB No. 06-0047
Scope of RFB
Provide one (1) 14-Passenger MFSAB Type A School Bus to be used by the
Recreation Services Division of the Parks and Recreation Department.
February 8, 2006
1. Truck Cab & Chassis with 12? Flat Bed Dump Body ? RFB No. 06-0049
Scope of RFB
Provide five (5) trucks, cab and chassis with 12-foot flat bed dump bodies to
be used by the Paving and Repairs, Right-Of-Way Maintenance and Rainwater
Management Division of the Public Services Department.
2. 16? Flat Bed w/Lift Tailgate ? RFB No. 06-0050
Scope of RFB
Provide one (1) 16-Foot Flat Bed w/Lift Tailgate cutaway to be used by the
Traffic Engineering Division.
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