Agenda Item # 4
Columbus Consolidated Government
Council Meeting
February 21, 2006
Agenda Report # 102
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) PAYMENT FOR INMATE MEDICAL EXPENSES
It is requested that Council approve payment to St. Francis Hospital, Inc., in
the amount of $22,453.00 for inmate medical expenses. On September 30, 2005 an
inmate, housed at Muscogee County Prison, was admitted to the Medical Center
after complaining of severe chest pain. The attending physician recommended
the patient undergo a cardiac catheterization. The procedure could not be
performed at The Medical Center; therefore, the patient was transferred to St.
Francis Hospital.
The bill from St. Francis Hospital amounted to $22,453.00. The inmate had
already been tried and sentenced prior to the procedure and was awaiting
transfer to the state prison system. Consequently, this expense, minus $1,000,
is reimbursable by the Georgia Department of Corrections.
Funds are budgeted in FY01 Budget, Sheriff - Medical Director, Medical Services
- Inmates; 0101-550-2650-MEDD-6320.
* * * * * * *
(B) ANNUAL MAINTENANCE COST BELLSOUTH CISCO/AVVID IP PHONE SYSTEM
It is requested that Council approve payment to BellSouth for the annual
maintenance for all Cisco equipment and software license renewals, included in
the IP Telephony network in five locations: the Government Center, Annex,
Public Safety Complex, Fox Recreation Center and the Trade Center. The annual
cost of network and equipment coverage, known as BellSouth DataCare, is
$99,572.77 to be paid in twelve monthly payments. The monthly payments will be
included in the monthly phone bill in the amount of $8,297.73.
The BellSouth DataCare IP Telephony Manager is a continuance of the existing
Cisco/BellSouth hardware and software maintenance purchased last year with the
new Cisco AVVID IP Phone System through BellSouth. The maintenance is
renewable each year on or before the anniversary date of March 31. Only
BellSouth has a complete end-to-end solution for all voice and data issues from
both an equipment and network perspective including the BellSouth CO (Central
Office) network. Consequently, this maintenance and service is available only
through BellSouth.
Funds are budgeted in the FY06 Budget: Information Technology ? Telephone;
0101-210-1000-ISS-6621.
* * * * * * *
(C) LAND RECORDS IMAGING AND INDEXING SYSTEM SOFTWARE AND MAINTENANCE FOR THE
CLERK OF SUPERIOR COURT
It is requested that Council approve the purchase of computer software and
maintenance for a land records imaging and indexing system for the Clerk of
Superior Court from Aptitude Solutions, in accordance with the following
purchase/payment schedule:
Fiscal Year 2006 Contract Signing $80,400.00
Fiscal Year 2007 Software & Maintenance $160,300.00
Fiscal Year 2008 Software & Maintenance $161,101.00
Fiscal Year 2009 Software & Maintenance $161,101.00
Fiscal Year 2010 Maintenance $53,731.00
Fiscal Year 2011 Maintenance $53,731.00
Fiscal Year 2012 Maintenance $53,731.00
The Clerk?s current imaging and indexing system is completely inoperable due to
issues with the system?s software vendor, Mainline. When the system is down,
courts and real estate have no access to information. In addition, the Clerk?s
office cannot roll over data to become State compliant and provide information
to title examiners.
For the past 2-3 years, the Clerk has refused to pay maintenance costs because
the vendor did not perform as desired. The current system is antiquated,
because no system updates have been provided since 1997. Consequently, the
system has had a history of failures. In addition, Mainline has declared
bankruptcy.
Since Mainline declared bankruptcy, the Clerk began searching for other
indexing system providers. Ms. Pierce found a provider, Aptitude Solutions,
who was very impressive and had substantial resources available to assure
adequate upgrades and maintenance. After the experiences with Mainline, a
small company with limited resources, the availability of a company with varied
resources has become extremely important. Aptitude Solutions can provide an
upgraded land record and court imaging system, with added capabilities which
were not available using the Mainline system. Aptitude Solutions is on the
State Clerk of Court?s approved list of vendors to provide imaging and indexing
systems. Additionally, Aptitude Solutions? software is installed in twenty
counties in Florida, Georgia and North Carolina.
Since the current system is already down, it is imperative that a new system is
in place as soon as possible. Provision of the records is already
non-compliant with State requirements; therefore, the delay, which would be
required for a formal RFP process, is not feasible. In addition, to prevent
the loss of data, the Clerk has already had Aptitude Solutions perform a
back-up of the records. .
Funds are available for the current fiscal year expenses of $80,400 in the FY06
Budget, pending budget transfers; Clerk of Superior Court ? Computer Software;
0101-500-3000-SUPC-6541. Funding for subsequent expenses to complete the
initial purchase of the software and, ongoing maintenance, will be budgeted
each fiscal year as needed.
* * * * * * *
(D) COMPUTER HARDWARE FOR CLERK OF SUPERIOR COURT
It is requested that Council approve the purchase of computer hardware from
CDW-G in the amount of $100,251.00. The purchase will be made via Federal GSA
Contract Schedule 70.
The equipment consists of various pieces of computer hardware required to
support the new imaging and indexing software proposed for the Clerk of
Superior Court. The software provider and the City?s Information Technology
Department have met to discuss and confirm the hardware requirements for the
new system.
Funds are available in the in FY06 Budget, pending budget transfers; Clerk of
Superior Court ? Computer Hardware; 0101-500-3000-SUPC-7751.
?ITEM A?
A RESOLUTION
NO._____________
A RESOLUTION APPROVING PAYMENT TO ST. FRANCIS HOSPITAL, INC., IN THE AMOUNT OF
$22,453.00 FOR INMATE MEDICAL EXPENSES.
WHEREAS, on September 30, 2005 an inmate, housed at Muscogee County Prison, was
admitted to the Medical Center after complaining of severe chest pain. The
attending physician recommended the patient undergo a cardiac catheterization.
The procedure could not be performed at The Medical Center; therefore, the
patient was transferred to St. Francis Hospital.
WHEREAS, the bill from St. Francis Hospital amounted to $22,453.00. The inmate
had already been tried and sentenced prior to the procedure and was awaiting
transfer to the state prison system. Consequently, this expense, minus $1,000,
is reimbursable by the Georgia Department of Corrections.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOW:
That the City Manager is hereby authorized to render payment to St. Francis
Hospital, Inc., in the amount of $22,453.00 for inmate medical expenses.
Funds are budgeted in FY06 Budget, Sheriff - Medical Director, Medical Services
- Inmates; 0101-550-2650-MEDD-6320.
_________________________________________
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 PAYMENT TO BELLSOUTH FOR THE ANNUAL MAINTENANCE FOR
ALL CISCO EQUIPMENT AND SOFTWARE LICENSE RENEWAL, INCLUDED IN THE IP TELEPHONY
NETWORK IN FIVE LOCATIONS: THE GOVERNMENT CENTER, ANNEX, PUBLIC SAFETY
COMPLEX, FOX RECREATION CENTER AND THE TRADE CENTER. THE ANNUAL COST OF
NETWORK AND EQUIPMENT COVERAGE, KNOWN AS BELLSOUTH DATACARE, IS $99,572.77 TO
BE PAID IN TWELVE MONTHLY PAYMENTS. THE MONTHLY PAYMENTS WILL BE INCLUDED IN
THE MONTHLY PHONE BILL IN THE AMOUNT OF $8,297.73.
WHEREAS, the BellSouth DataCare IP Telephony Manager is a continuance of the
existing Cisco/BellSouth hardware and software maintenance purchased last year
with the new Cisco AVVID IP Phone System through BellSouth. The maintenance is
renewable each year on or before the anniversary date of March 31. Only
BellSouth has a complete end-to-end solution for all voice and data issues from
both an equipment and network perspective including the BellSouth CO (Central
Office) network. Consequently, this maintenance and service is available only
through BellSouth.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager, is hereby authorized to make payment to BellSouth for
the annual maintenance for all Cisco equipment and software license renewal,
included in the IP Telephony network in five locations: the Government Center,
Annex, Public Safety Complex, Fox Recreation Center and the Trade Center. The
annual cost of network and equipment coverage, known as BellSouth DataCare, is
$99,572.77 to be paid in twelve monthly payments. The monthly payments will be
included in the monthly phone bill in the amount of $8,297.73. Funds are
budgeted in FY06 Budget: Information Technology ? Telephone;
0101-210-1000-ISS-6621.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of ________________________, 2005 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 THE PURCHASE OF COMPUTER SOFTWARE AND
MAINTENANCE FOR A LAND RECORDS IMAGING AND INDEXING SYSTEM FOR THE CLERK OF
SUPERIOR COURT FROM APTITUDE SOLUTIONS, IN ACCORDANCE WITH THE FOLLOWING
PURCHASE/PAYMENT SCHEDULE:
FISCAL YEAR 2006 CONTRACT SIGNING $80,400.00
FISCAL YEAR 2007 SOFTWARE & MAINTENANCE $160,300.00
FISCAL YEAR 2008 SOFTWARE & MAINTENANCE $161,101.00
FISCAL YEAR 2009 SOFTWARE & MAINTENANCE $161,101.00
FISCAL YEAR 2010 MAINTENANCE $53,731.00
FISCAL YEAR 2011 MAINTENANCE $53,731.00
FISCAL YEAR 2012 MAINTENANCE $53,731.00
WHEREAS, the Clerk?s current imaging and indexing system is completely
inoperable due to issues with the system?s software vendor, Mainline. When the
system is down, courts and real estate have no access to information. In
addition, the Clerk?s office cannot roll over data to become State compliant
and provide information to title examiners; and,
WHEREAS, Aptitude Solutions can provide an upgraded land record and
court imaging system, with added capabilities which were not available using
the Mainline system. Aptitude Solutions is on the State Clerk of Court?s
approved list of vendors to provide imaging and indexing systems.
Additionally, Aptitude Solutions? software is installed in twenty counties in
Florida, Georgia and North Carolina. Since the current system is already down,
it is imperative that a new system is in place as soon as possible. Provision
of the records is already non-compliant with State requirements; therefore, the
delay, which would be required for a formal RFP process, is not feasible. In
addition, to prevent the loss of data, the Clerk has already had Aptitude
Solutions perform a back-up of the records.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase computer software and
maintenance for a land records imaging and indexing system for the Clerk of
Superior Court from Aptitude Solutions, in accordance with the following
purchase/payment schedule:
Fiscal Year 2006 Contract Signing $80,400.00
Fiscal Year 2007 Software & Maintenance $160,300.00
Fiscal Year 2008 Software & Maintenance $161,101.00
Fiscal Year 2009 Software & Maintenance $161,101.00
Fiscal Year 2010 Maintenance $53,731.00
Fiscal Year 2011 Maintenance $53,731.00
Fiscal Year 2012 Maintenance $53,731.00
Funds are available for the current fiscal year expenses of $80,400 in the FY06
Budget, pending budget transfers; Clerk of Superior Court ? Computer Software;
0101-500-3000-SUPC-6541. Funding for subsequent expenses to complete the
initial purchase of the software and, ongoing maintenance, will be budgeted
each fiscal year as needed.
_________________________________________
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 COMPUTER HARDWARE FROM CDW-G IN THE
AMOUNT OF $100,251.00. THE PURCHASE WILL BE MADE VIA FEDERAL GSA CONTRACT
SCHEDULE 70.
WHEREAS, the equipment consists of various pieces of computer hardware required
to support the new imaging and indexing software proposed for the Clerk of
Superior Court. The software provider and the City?s Information Technology
Department have met to discuss and confirm the hardware requirements for the
new system.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase computer
hardware from CDW-G in the amount of $100,251.00. The purchase will be made via
Federal GSA Contract Schedule 70. Funds are available in the in FY06 Budget,
pending budget transfers; Clerk of Superior Court ? Computer Hardware;
0101-500-3000-SUPC-7751.
______________________________
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: February 21, 2006
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
February 22, 2006
1. Medium-Duty Cutaway Bus (Annual Contract) ? RFB No. 06-0058
Scope of Bid
The Consolidated Government of Columbus, Georgia (the City) is seeking
vendors to provide Medium-Duty Cutaway Buses to METRA on an ?as needed? basis.
The City anticipates purchasing approximately 9 buses over a five (5) year
period.
2. 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 Divisions of the Public Services Department.
3. Pickup Trucks ? RFB No. 06-0051
Scope of RFB
Provide nine (9) pickups to be used by the Landfill, Street Improvement, Street
Repairs and Maintenance, Park Services, Forestry, Community Services, and Solid
Waste Collection Divisions.
February 24, 2006
1. Innovative Sports Educational Component Workshops (Annual Contract) ? RFP
No. 06-0007
Scope of RFP
Provide Parks and Recreation with innovative sports educational
component workshops.
The contract term shall be for two years, with the option to renew for three
additional twelve-month periods. Contract renewal shall be contingent upon the
mutual agreement of the City and the Contractor.
March 8, 2006
1. Tree & Stump Removal Services (Annual Contract) ? RFB No. 06-0054
Scope of Bid
Remove trees and stumps (and all related debris) throughout the City on an ?as
needed? basis. The contract term will be for one year with the option to renew
for two additional twelve-month periods.
2. HP DesignJet 815MFP Scanner / Copier / Printer (Or Equal) ? RFB No. 06-0060
Scope of Bid
Provide a Hewlett-Packard DesignJet 815MFP scanner / copier / printer (or
equal) to be used by the GIS Division of the Engineering Department.
March 10, 2006
1. Private/Public Partnership for Oxbow Meadows Marina and Hotel Development ?
RFP No. 06-0006
A Mandatory Pre-Proposal Conference/Site Visit will be held on Friday, March
10, 2006 at 10:00 AM (Eastern) at the Oxbow Meadows Environmental Learning
Center, which is located at 3535 South Lumpkin Road, Columbus, GA. Any vendor
who is not present in the Oxbow Meadows Environmental Learning Center, within
10 minutes after the time slated for the beginning of the mandatory
pre-proposal conference, shall not be allowed to participate any further in
this RFP process.
2. Engineering Services Related to the Closure of the Old Camp Landfill ? RFP
No. 06-0009
Scope of RFP
Columbus Consolidated Government is requesting proposals to provide the
following: a closure/post-closure care and river-bank stabilization plan, with
the plans being approved by EPD; Construction Administration and Construction
Quality Assurance (CQA) Services during the closure of the landfill and the
implementation and completion of the river-bank stabilization plan will also be
included.
3. Professional Architectural, Engineering & Surveying Services (Annual
Contract) ?RFP No. 06-0010 Scope of RFP
Provide Professional Architectural, Engineering and Surveying Services for the
Engineering Department on an ?as needed basis?. 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.
March 24, 2006
1. Private/Public Partnership for Oxbow Meadows Marina and Hotel Development ?
RFP No. 06-0006
Scope of RFP
Columbus Consolidated Government is soliciting proposals to lease or
purchase City lands and facilities, and to finance, construct and operate a
new marina facility in an inland basin. The facility shall be connected to
the Chattahoochee River and compatible commercial/retail facilities
constructed on areas immediately upland of the basin. Recently, additional
upland parcels have been acquired by the City to be utilized for the
development of a hotel component at Oxbow Meadows.
Attachments
No attachments for this document.