Agenda Item # 4
Columbus Consolidated Government
Council Meeting
June 16, 2009
Agenda Report # 403
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) WYNNTON ROAD MASTER PLAN PHASE I ? RFP NO. 09-0015
It is requested that Council authorize the execution of a negotiated contract
with T. Y. Lin International for the Wynnton Road Master Plan Phase 1 (and any
other phases related to this project).
The City, on behalf of Midtown Columbus, Inc., has received a Transportation
Enhancement grant from the state of Georgia for streetscape improvements along
a section of Wynnton Road (SR-22). The project is anticipated to begin at the
intersection with Hilton Avenue and proceed approximately 2,300 feet west to
the Peacock Street intersection. T. Y. Lin International will provide an
overall design of this corridor, as it pertains to streetscape development, in
order to meet the following project objectives:
Statement Of Strategic Overview Which Will Include:
A "vision" for this section of Wynnton Road
Specific streetscape enhancement goals
A Streetscape Enhancement Plan, To Include:
Trees and landscaping
Sidewalk paving materials
Utility location
Lighting
Street Furniture
Graphics
Other features as may be required
Crosswalk materials
An Implementation Schedule, By Phase If Appropriate
A Budget, By Phase, Including:
Hard costs
Soft costs
Presentation Materials For Use To Educate The Public On This Project to
Include:
A Summary Booklet that can be easily reproduced by computer technology, to
include plans, sections and all renderings
A Microsoft PowerPoint presentation explaining the potential and need for this
project.
Requests for proposal were mailed to forty-five vendors. This RFP has been
advertised and posted on the City?s webpage. Proposals were received on March
6, 2009 from thirteen offerors:
T. Y. Lin International (Atlanta, GA)
Ayres Associates (Atlanta, GA)
Bron Cleveland Associates, Inc. (Atlanta, GA)
Cooper Carry (Atlanta, GA)
EMC Engineering Services, Inc. (Columbus, GA)
Hecht Burdeshaw Architects, Inc. (Columbus, GA)
The Jaeger Company (Gainesville, GA)
jB+a (Atlanta, GA)
MACTEC Engineering and Consulting, Inc. (Warner Robins, GA)
Moreland Altobelli Associates, Inc. (Norcross, GA)
PBS&J (Atlanta, GA)
Qk4 (Norcross, GA)
Tunnell-Spangler-Walsh & Associates (Atlanta, GA)
Proposals were reviewed by the Evaluation Committee, which consisted of voting
representatives from the Planning Department. Representatives from MidTown,
Inc., Historic Columbus Foundation, and additional representatives from the
Planning Department served in advisory capacities. On May 27, 2009, the five
(5) short-listed firms provided presentations of their proposals.
The City?s Procurement Ordinance, Article 3-111, Architectural/Engineering and
Land Surveying 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 are available from a GDOT Transportation Enhancement Grant (80%) and
MidTown, Inc. (20%).
(B) MAINTENANCE AGREEMENT FOR GLOBAL POSITIONING SYSTEM
It is requested that Council authorize payment to Columbus Communications, in
the amount of $13,662.00, for the annual maintenance agreement for the Police
Department/E-911 Center?s Global Positioning System. The maintenance agreement
will cover the period of May 1, 2009 through April 30, 2010.
The 911 Center operates a Global Positioning System (GPS) to record the
location of all Public Safety Units that are equipped with this system. This
equipment allows the dispatchers to look at a map and find the location of all
the equipped vehicles. This system is critical for the safety of Public Safety
units in that it provides a ?second chance? to find the exact location of a
unit in an emergency situation. The City has maintained a full coverage
maintenance agreement on this equipment due to its importance and as an expense
control measure when making the necessary repairs and adjustments.
The GPS units work in conjunction with the Motorola Mobile Data System
components located within the cars and at the 911 Center. The City has a
maintenance agreement with Motorola on the Mobile Data System. In order to
protect the agreements with Motorola, they require that the work done on these
GPS units be done by an approved vender. The only vender approved by Motorola
to work on these GPS units is Columbus Communications. Therefore, the vendor
is considered an Only Know Source, per Section 3-114 of the Procurement
Ordinance.
Funds are budgeted in the FY09 Budget: Emergency Telephone Fund ? Police ?
E-911 Communications Center- Service Contracts; 0209-400-3220-E911-6513.
* * * * * * * * * *
(C) ANNUAL TRANSMISSION SYSTEM SERVICE CONTRACT
It is requested that Council authorize payment to Motorola Communications and
Electronics, Inc., in the amount of $118,425.96, to execute the FY10 annual
transmission system service contract for the City?s 800 MHZ radio communication
system.
Per the award of RFP No. 149-91, the City established an Annual Transmission
System Maintenance contract with Motorola Communications and Electronics, Inc.,
having renewed said contract each year. This contract maintains highly
technical transmission system components located at the Prime site at the
Garfield Road Tower site, the River Road Tower site, the Government Center and
911 Center.
The Annual Transmission System Service contract runs from July 1, 2009 through
June 30, 2010, and includes the previously adopted pricing schedule. Motorola
Communications and Electronics, Inc., is the manufacturer of the equipment, and
therefore, considered an only known source for this specific maintenance. This
contract provides for additions/deletions of radio equipment maintained by the
contract with each year?s renewal.
Funds are budgeted in FY10 Budget: Engineering - Radio Communications ?
Service Contracts, 0101-250-3110-RADI-6513.
* * * * * * * * * *
(D) SMD REWORK STATION ? RFB NO. 09-0042
It is requested that Council authorize the purchase of an SMD Rework Station
from Automatic Production Equipment South (Key Largo, FL) in the amount of
$18,545.00. The Radio Communications Shop of the Traffic Engineering Division
will use the system to replace/resolder surface-mounted components on Motorola
two-way radio equipment/subscribers.
Bid postcard invitations were mailed to one hundred twenty-one vendors and bid
specifications were posted on the City?s website. One bid response was
received on June 3, 2009. This bid has been advertised, opened and reviewed:
Description Automatic Production Equipment South
SMD Rework Station 15,850.00
Extended Warranty for year two 2,695.00
Total Bid $18,545.00
*Full Compass (Middleton WI) also submitted a package that referenced this
particular bid. However during the bid opening, it was discovered that the
packaged contained a statement of ?No Bid? and a catalog.
Funds are available from the FY08 Mid-Year Carryover: Engineering-Radio
Communications-Capital Expenditures over $5,000; 0101-50-3110-RADI-7761.
* * * * * * * * *
(E) MAINTENANCE AGREEMENT FOR E-911 CAD SYSTEM
It is requested that Council approve payment to Motorola, in the amount of
$19,278.75, for a three month maintenance agreement (April 2009 through June
2009) for the E-911 Center?s Computer Aided Dispatch (CAD) System.
The Police Department (through the 911 Center), Marshal?s Office and Sheriff?s
Office uses the CAD System to dispatch the various Public Safety Units
throughout the City as they are needed. This equipment is a critical part of
Public Safety communications system.
Council approved the purchase of the CAD system from Motorola on July 18, 2006
per Resolution #296-06. The initial warranty has expired and the system must
be covered by a comprehensive 24/7/365 maintenance agreement with Motorola in
order to assure rapid and accurate repairs. The City has a number of
maintenance agreements with Motorola, for various equipment and software, that
tie into the E-911 system. In order to save money, the Police Department and
Information Technology Department have been working with the vendor to combine
these agreements for FY10. Consequently, the payment for the three months
maintenance for the CAD system will complete this fiscal year.
Funds are budgeted in the FY09 Budget: Emergency Telephone Fund ? Police ?
E-911 Communications Center- Service Contracts; 0209-400-3220-E911-6513.
?ITEM A?
A RESOLUTION
NO.___________
A RESOLUTION AUTHORIZING THE EXECUTION OF A NEGOTIATED CONTRACT WITH T. Y. LIN
INTERNATIONAL (ATLANTA, GA) FOR THE WYNNTON ROAD MASTER PLAN PHASE I (AND ANY
OTHER PHASES RELATED TO THIS PROJECT).
WHEREAS, an RFP was administered (RFP No. 09-0015) and thirteen proposals were
received; and,
WHEREAS, the proposal submitted by T. Y. Lin International 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 T. Y. Lin International for the Wynnton Road Master Plan Phase 1
(and any other phases related to this project). Funds are available from a
GDOT Transportation Enhancement Grant (80%) and MidTown, Inc. (20%).
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2009 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 PAYMENT TO COLUMBUS COMMUNICATIONS, IN THE
AMOUNT OF $13,662.00, FOR AN ANNUAL MAINTENANCE AGREEMENT FOR THE POLICE
DEPARTMENT/E-911 CENTER?S GLOBAL POSITIONING SYSTEM. THE MAINTENANCE AGREEMENT
WILL COVER THE PERIOD OF MAY 1, 2009 THROUGH APRIL 30, 2010.
WHEREAS, the 911 Center operates a Global Positioning System to record
the location of all Public Safety Units that are equipped with this system.
This equipment allows the dispatchers to look at a map and find the location of
all the equipped vehicles. This system is critical for the safety of Public
Safety units in that it provide a ?second chance? to find the exact location of
a unit in an emergency situation. The City has maintained a full coverage
maintenance agreement on this equipment due to its importance and as an expense
control measure when making the necessary repairs and adjustments.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Columbus
Communications in the amount of $13,662.00 for an annual maintenance agreement
for the Police Department/E-911 Center?s global positioning system. Funds are
budgeted in the FY09 Budget: Emergency Telephone Fund ? Police ? E-911
Communications Center- Service Contracts; 0209-400-3220-E911-6513.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2009 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 PAYMENT TO MOTOROLA COMMUNICATIONS AND ELECTRONICS,
INC., IN THE AMOUNT OF $118,425.96, TO EXECUTE THE FY10 ANNUAL TRANSMISSION
SYSTEM SERVICE CONTRACT FOR THE CITY?S 800 MHZ RADIO COMMUNICATION SYSTEM.
WHEREAS, per the award of RFP No. 149-91, the City established an Annual
Transmission System Maintenance contract with Motorola Communications and
Electronics, Inc., having renewed said contract each year. This contract
maintains highly technical transmission system components located at the Prime
site at the Garfield Road Tower site, the River Road Tower site, the Government
Center and 911 Center; and,
WHEREAS, the Annual Transmission System Service contract runs from July 1, 2009
through June 30, 2010, and includes the previously adopted pricing schedule.
Motorola Communications and Electronics, Inc., is the manufacturer of the
equipment, and therefore, considered an only known source for this specific
maintenance. This contract provides for additions/deletions of equipment
maintained by the contract with each year?s renewal.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola
Communications and Electronics, Inc., in the amount of $118,425.96, to execute
the FY10 annual transmission system service contract for the City?s 800 MHZ
radio communication system. Funds are budgeted in FY10 Budget: Engineering -
Radio Communications ? Service Contracts, 0101-250-3110-RADI-6513.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2009 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 PURCHASE OF AN SMD REWORK STATION FROM AUTOMATIC
PRODUCTION EQUIPMENT SOUTH (KEY LARGO, FL) IN THE AMOUNT OF $18,545.00.
WHEREAS, the Radio Communications Shop of the Traffic Engineering Division will
use system to replace/resolder surface-mounted components on Motorola two-way
radio equipment/subscribers.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase an SMD Rework Station
from Automatic Production Equipment South (Key Largo, FL) in the amount of
$18,545.00. Funds are available from the FY08 Mid-Year Carryover:
Engineering-Radio Communications-Capital Expenditures over $5,000;
0101-50-3110-RADI-7761.
__________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2009 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 PAYMENT TO MOTOROLA, IN THE AMOUNT OF
$19,278.75, FOR A THREE MONTH MAINTENANCE AGREEMENT (APRIL 2009 THROUGH JUNE
2009) FOR THE E-911 CENTER?S COMPUTER AIDED DISPATCH (CAD) SYSTEM.
WHEREAS, the Police Department (through the 911 Center), Marshal?s
Office and Sheriff?s Office uses the CAD System to dispatch the various Public
Safety Units throughout the City as they are needed. This equipment is a
critical part of Public Safety communications system; and,
WHEREAS, Council approved the purchase of the CAD system from Motorola
on July 18, 2006 per Resolution #296-06. The initial warranty has expired and
the system must be covered by a comprehensive 24/7/365 maintenance agreement
with Motorola in order to assure rapid and accurate repairs. The City has a
number of maintenance agreements with Motorola, for various equipment and
software, that tie into the E-911 system. In order to save money, the Police
Department and Information Technology Department have been working with the
vendor to combine these agreements for FY10. Consequently, the payment for the
three months maintenance for the CAD system will complete this fiscal year.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola,
in the amount of $19,278.75, for a three month maintenance agreement (April
2009 through June 2009) for the E-911 Center?s Computer Aided Dispatch (CAD)
System. Funds are budgeted in the FY09 Budget: Emergency Telephone Fund ?
Police ? E-911 Communications Center- Service Contracts;
0209-400-3220-E911-6513.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2009 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
Attachments
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