Agenda Item # 4
Columbus Consolidated Government
Council Meeting
May 12, 2015
Agenda Report # 113
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) SOUTH LUMPKIN MULTIUSE TRAIL ? RFB NO. 15-0025
It is requested that Council authorize the execution of a construction contract
with Alexander Contracting Company, Inc. (Fortson, GA) for the South Lumpkin
multiuse trail project in the amount of $2,107,199.23. The trail will begin on
Matheson Road and end at Cusseta Road. The gross length of the project is
2.090 miles.
On February 16, 2015, bid documents were posted on the web pages of the
Purchasing Division and Georgia Procurement Registry. A non-mandatory site
visit was held on March 10, 2015; five contractors were represented at the site
visit. Three bids were received on March 25, 2015. This bid has been
advertised, opened and reviewed. The bidders were:
Contractor Bid
Amount ?Recommended Amount DBE
Participation
Alexander Contracting Company, Inc.
(Fortson, GA) $ 2,831,699.23 2,107,199.23 7.2%
Robinson Paving Company
(Columbus, GA) 3,596,346.22 2,946,346.22 14.8%
Southeastern Site Development, Inc.
(Newnan, GA) 5,333,431.66 3,622,883.02 11.5%
?All bids exceeded the amount budgeted for this project; therefore, the
Engineering Department decided to remove the line items for the construction of
trailhead buildings at Torch Hill Road and Cusseta Road. The recommended
amounts reflect the deletion of the line items from the bid amounts. The
Purchasing Division forwarded written notification to the low bidder, Alexander
Contracting Company, of the change in scope of work; Alexander Contracting
Company agreed to the change.
Funds are budgeted in the FY15 Budget: T-SPLOST Special Projects ? Capital
Projects ? General Construction ? South Lumpkin Trail Multiuse Facility;
0510-660-7000-TSPL-7661-60002-20140.
* * * * * *
(B) AUTOMATIC ANNOUNCEMENT SYSTEMS (ANNUAL CONTRACT) ? RFB NO. 15-0024
It is requested that Council approve the purchase of automatic announcement
systems from Clever Devices Ltd (Woodbury, NY) for METRA. The department
estimates their annual usage of the contract at approximately of $50,000.00 per
bus. Clever Devices Ltd will provide and install the automatic announcement
systems in METRA buses, on an ?as needed basis?, which will allow the
passengers to hear clear messages informing them of their upcoming stops. This
system will be convenient for customers to use, especially those customers who
are visually or hearing impaired and those who are unfamiliar with the
route.
The term of this contract period 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.
On February 4, 2015, RFP specifications were posted on the web pages of the
Purchasing Division and Georgia Procurement Registry. One bid was received
from Clever Devices Ltd., on March 4, 2015. The bid has been advertised,
opened and reviewed.
Funds are budgeted each fiscal year for this on-going expense: Transportation
Fund ? METRA FTA - Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761.
This is funded 80% Federal, 10% State and 10% Local.
* * * * * *
(C) SOFT BODY ARMOR - (ANNUAL CONTRACT) - RFP NO. 15-0008
It is requested that Council approve the annual contract for soft body armor
from SRT Supply, Inc. (St. Petersburg, FL). The Contractor will provide soft
body armor, on an ?as needed basis?, to be utilized by Public Safety Officers
in the Police, Marshal and Sheriff Departments of the Columbus Consolidated
Government.
The initial term of the contract shall be for two (2) years, with the option to
renew for three (3) additional twelve-month periods. The contract renewal will
be contingent upon the mutual agreement of the City and the Contractor.
RFP postcard invitations were mailed to fifty-three vendors, and complete
specifications were posted on the web pages of the Purchasing Division and the
Georgia Procurement Registry. This RFP has been advertised, opened and
evaluated. Proposals were received on August 29, 2014 from the following
offerors:
SRT Supply (St. Petersburg, FL)
Dana Safety Supply (Sugar Hill, GA)
GT Distributors of Georgia, Inc. (Rossville, GA)
Law Enforcement Supply (Marietta, GA)
DGG Tactical Supply (Jacksonville, FL)
Federal Eastern International (St. Petersburg, FL)
GA Correctional Ind. (Decatur, GA)
Gulf States Distributors (Montgomery, AL)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from Police, Marshal and Sheriff?s Departments. The first
phase of the evaluation was a wear test evaluation. Each vendor provided a
fitted sample of soft body armor to the testers from the Police, Marshal and
Sheriff?s Department for a period of ninety days. The soft body armor was
tested for weight, suppleness, and maximum mobility without bunching or riding
up of the vest, and overall comfort to the wearer.
The RFP process is governed by the City?s Procurement Ordinance Article 3-110,
Competitive Sealed Proposals for Equipment, Supplies or Professional services.
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 proposed costs have been submitted
to the City Manager in a separate memo for information purposes.
Funds will be budgeted each fiscal year for this ongoing expense: General Fund
? Municipal Court - Marshal ? Operating Materials; 0101-530-3000-MRSH-6728,
General Fund ? Police ? Field Operations ? Operating Materials;
0101-400-2300-FILD-6728, General Fund ? Sheriff ? Detention ?Uniforms;
0101-550-2600-JAIL-6781.
* * * * * *
(D) MICROSOFT SOFTWARE LICENSING UPGRADE
It is requested that Council approve the purchase of Microsoft software
licensing upgrade from SHI (Somerset. NJ), for the total amount of
$1,036,547.18, via Georgia Statewide Contract 99999-SPD-SPD0000060-0003; and
authorize the City Manager to enter into all agreements pertaining to this
purchase and the maintenance/support.
The licensing upgrade is needed to keep CCG compliant with Servers, Desktops,
Mobile devices utilized throughout City departments, and move towards cloud
solutions. The cost is further itemized below:
Desktops, Servers, Mobile Devices and Cloud Solutions $863,209.08
(3-Year Commitment with future renewals)
SQL Server 70,898.10
(Additions will be made annually, only if needed)
Maintenance and Support 102,440.00
(Yearly cost, with future annual renewals)
Grand Total $1,036,547.18
To facilitate this purchase and the maintenance costs, funds will be made
available and budgeted each fiscal year as needed: General Fund ? Information
Technology ? Computer Software; 0101 ? 210 ? 1000 ? ISS ? 6713, pending budget
approval.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH
ALEXANDER CONTRACTING COMPANY, INC. (FORTSON, GA) IN THE AMOUNT OF
$2,107,199.23 THE SOUTH LUMPKIN MULTI-USE TRAIL PROJECT.
WHEREAS, The trail will begin on Matheson Road and end at Cusseta
Road. The gross length of the project is 2.090 miles.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute a construction
contract with Alexander Contracting Company, Inc. (Fortson, GA) in the amount
of $2,107,199.23 for the South Lumpkin multi-use trail project. Funds are
budgeted in the FY15 Budget: T-SPLOST Special Projects ? Capital Projects ?
General Construction ? South Lumpkin Trail Multiuse Facility;
0510-660-7000-TSPL-7661-60002-20140.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the ______ day of ____________ 2015, and adopted at said meeting by the
Affirmative vote of ______ members of said Council.
Councilor Allen voting _______.
Councilor Baker voting _______.
Councilor Barnes voting _______.
Councilor Buck voting _______.
Councilor Davis voting _______.
Councilor Henderson voting _______.
Councilor Huff voting _______.
Councilor Thomas voting _______.
Councilor Turner Pugh voting _______.
Councilor Woodson voting _______.
_____________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF AUTOMATIC ANNOUNCEMENT SYSTEMS FROM
CLEVER DEVICES LTD. FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $50,000.00.
WHEREAS, Clever Devices Ltd will provide and install the automatic
announcement systems in METRA buses, which will allow the passengers to hear
clear messages informing them of their upcoming stops. This system will be
convenient for customers to use, especially those customers who are visually or
hearing impaired and those who are unfamiliar with the route, and;
WHEREAS, the contract term 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.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to the purchase of Automatic
Announcement Systems from Clever Devices Ltd for the estimated annual contract
amount of $50,000.00 Funds are budgeted each fiscal year for this on-going
expense: Transportation Fund ? METRA FTA - Capital Expenditures Over $5000;
0751-610-2400-MFTA-7761. This is funded 80% Federal, 10% State and 10% Local.
____________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the ______ day of ____________, 2015 and adopted at said meeting by the
Affirmative vote of ______ members of said Council.
Councilor Allen voting __________.
Councilor Buck voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
______________________________
_________________________
Tiny B. Washington, Clerk of Council , Mayor
?ITEM C?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING TO APPROVE THE ANNUAL CONTRACT FOR SOFT BODY ARMOR
FROM SRT SUPPLY (ST. PETERSBURG, FL).
WHEREAS, an RFP was administered (RFP No. 15-0008) and eight proposals were
received; and,
WHEREAS, the proposal submitted by SRT Supply met all proposal requirements and
was evaluated responsive to the RFP; and,
WHEREAS, the term of contract period shall be for two years, with option to
renew for three (3) additional twelve (12) month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into an annual
contract for soft body armor with SRT Supply (St. Petersburg, FL). Funds will
be budgeted each fiscal year for this ongoing expense: General Fund ?
Municipal Court - Marshal ? Operating Materials; 0101-530-3000-MRSH-6728,
General Fund ? Police ? Field Operations ? Operating Materials;
0101-400-2300-FILD-6728, General Fund ? Sheriff ? Detention ?Uniforms;
0101-550-2600-JAIL-6781.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the_______ day of ____________, 2015 and adopted at said meeting by the
Affirmative vote of ______ members of said Council.
Councilor Allen voting __________.
Councilor Buck voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
______________________________
_________________________
Tiny B. Washington, Clerk of Council , Mayor
?ITEM D?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING TO PURCHASE OF MICROSOFT SOFTWARE LICENSING UPGRADE
FROM SHI (SOMERSET. NJ), FOR THE TOTAL AMOUNT OF $1,036,547.18, VIA GEORGIA
STATEWIDE CONTRACT 99999-SPD-SPD0000060-0003; AND AUTHORIZE THE CITY MANAGER TO
ENTER INTO ALL AGREEMENTS PERTAINING TO THIS PURCHASE AND THE
MAINTENANCE/SUPPORT.
WHEREAS, the licensing upgrade is needed to keep CCG compliant with Servers,
Desktops, Mobile devices utilized throughout City departments, and move towards
cloud solutions; and,
WHEREAS, the cost is further itemized below:
Desktops, Servers, Mobile Devices and Cloud Solutions $863,209.08
(3-Year Commitment with future renewals)
SQL Server 70,898.10
(Additions will be made annually, only if needed)
Maintenance and Support 102,440.00
(Yearly cost, with future annual renewals)
Grand Total $1,036,547.18
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase Microsoft
software licensing upgrade from SHI (Somerset. NJ), for the total amount of
$1,036,547.18, via Georgia Statewide Contract 99999-SPD-SPD0000060-0003; and is
authorized to enter into all agreements pertaining to this purchase and the
maintenance/support. To facilitate this purchase and the maintenance costs,
funds will be made available and budgeted each fiscal year as needed: General
Fund ? Information Technology ? Computer Software; 0101 ? 210 ? 1000 ? ISS ?
6713, pending budget approval.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _____ day of ____________, 2015 and adopted at said meeting by the
Affirmative vote of ______ members of said Council.
Councilor Allen voting __________.
Councilor Buck voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
______________________________
_________________________
Tiny B. Washington, Clerk of Council , Mayor
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