Created on 07/16/2014

Agenda Item # 5

Columbus Consolidated Government

Council Meeting

July 22, 2014

Agenda Report # 10

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department

(A) E911 COMPUTER AIDED DISPATCH (CAD) SYSTEM AND AIRMOBILE ANNUAL SOFTWARE LICENSE MAINTENANCE AND SUPPORT

It is requested that Council authorize payment to Motorola Solutions (Atlanta, GA) in the amount of $376,443.00 for Computer Aided Dispatch (CAD) System and AirMobile software license maintenance and support, covering the period from July 1, 2014 through June 30, 2015.

The Police Department (through the 911 Center), Marshal’s Office and Sheriff’s Office uses the Motorola Computer Aided Dispatch System and the Airmobile 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. It has, since the initial warranty expired, been covered by a comprehensive 24/7/365 maintenance agreement with Motorola in order to assure rapid and accurate repairs and minimal down time.

All of the software was developed by Motorola and is proprietary in nature. Therefore, the vendor is considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in the FY15 Budget: Emergency Telephone Fund – Police –E911 – Service Contracts, 0209-400-3220-E911-6513.

* * * * * *

(B) LEATHER ITEMS (ANNUAL CONTRACT) - RFB NO. 14-0033

It is requested that Council approve the annual contract for the purchase of various leather items on an “as needed basis” from the following vendors: Lawmens & Shooters Supply, Inc. (Vero Beach, FL), Smyrna Police Distributors (Smyrna, GA), DGG Tactical (Jacksonville, FL) and GT Distributors, Inc. (Austin, TX), for the estimated annual contract value of $102,518.77. The leather items consist of belts, handcuff cases, flashlight holders, baton holders, holsters, magazine pouches, etc., and will be used by the Police Department, Sheriff’s Office and Marshal’s Office.

The contract period shall be for three years, with the option to renew for two additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the Contractor and the City.

Bid postcard invitations were mailed to four-hundred vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and DemandStar. Bids were received April 16, 2014 from the following vendors: Smyrna Police Distributors, DGG Tactical, Maneuver Center Supply, Lawmens & Shooter Supply, Aker International, Gulf States Distributors, GT Distributors and Dana Safety Supply. This bid has been advertised, opened, and reviewed. The successful bidders, per section/per line item are attached below:

Awarded Line Items - Leather Items.doc

Funds are budgeted each fiscal year for this on-going expense: General Fund – Municipal Court - Marshal - Uniforms, 0101-530-3000-MRSH-6781; General Fund – Police – Support Services – Operating Materials, 0101-400-2200-STAF-6781; and General Fund - Sheriff – Detention – Jail - Uniforms, 0101-550-2600-JAIL-6781.

* * * * * *

(C) SECURITY X-RAY EQUIPMENT FOR THE CITIZEN SERVICE CENTER

It is requested that Council approve the purchase of a security x-ray machine from American Security & Control, Inc. (West Palm Beach, FL), in the amount of $26,400.00. This equipment will be utilized for security purposes for the Council Chambers at the Citizen Service Center.

The equipment currently utilized is the spare equipment and requires replacement. The x-ray machine is needed, by the Muscogee Sheriff’s Office, to enhance security at the Citizen Service Center. The equipment will be used to screen attendees at the City Council Meetings.

Funds are available in the FY15 Budget: General Fund – Miscellaneous - Contingency; 0101 – 590 – 2000 – CONT – 9801.

* * * * * *

(D) WEBSENSE SOFTWARE LICENSE SUBSCRIPTION

It is requested that Council approve payment to Softmart, Inc. (Downingtown, PA), in the amount of $33,680.00 for the 3-Year software subscription renewal for Websense.

This software is utilized by the Information Technology Department to monitor internet activity. Softmart is the developer of the software and is therefore the only known source for the subscription renewal, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in the FY15 Budget: General Fund – Information Technology – Computer Software; 0101-210-1000-ISS-6541.

* * * * * *

(E) ANNUAL TRANSMISSION SYSTEM SERVICE CONTRACT

It is requested that Council authorize payment to Motorola Solutions, Inc., in an amount not to exceed $158,994.36, to execute the FY15 annual transmission system service contract for the City’s 800 MHz radio communication system.

Per the award of RFP No. 149-91, (Resolution No. 91-92) the City established an Annual Transmission System Maintenance contract with Motorola Solutions, Inc., (formerly Motorola Communications and Electronics, Inc), having renewed said contract each year. The Annual Transmission System Service Agreement is adjusted each year for any deletions or additions of transmission system components.

The Annual Transmission System Service agreement covers the highly technical components of the Radio System. The agreement runs from July 1, 2014 through June 30, 2015, and the annual payment is made, in total, at the beginning of each agreement period.

This is an annual expense for the operation of the 800 MHz Radio Communication System. Harris County maintains the Roosevelt State Park transmission site that is included in this annual service agreement for which they will reimburse the City in the estimated amount of $24,033.28.

Motorola Solutions, Inc., is the manufacturer of the equipment, and therefore, considered an only known source for this specific maintenance.

Funds are budgeted in FY15 Budget: General Fund - Engineering - Radio Communications – Service Contracts, 0101-250-3110-RADI-6513.

“ITEM A”

A RESOLUTION

NO._____

A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA SOLUTIONS (ATLANTA, GA), IN THE AMOUNT OF $376,443.00, FOR COMPUTER AIDED DISPATCH (CAD) SYSTEM AND AIRMOBILE SOFTWARE LICENSE MAINTENANCE AND SUPPORT, COVERING THE PERIOD FROM JULY 1, 2014 THROUGH JUNE 30, 2015.

WHEREAS, the Police Department (through the 911 Center), Marshal’s Office and Sheriff’s Office uses the Motorola Computer Aided Dispatch System and the Airmobile System to dispatch the various Public Safety Units throughout the City, as they are needed; and,

WHEREAS, this equipment is a critical part of Public Safety communications system. It has, since the initial warranty expired, been covered by a comprehensive 24/7/365 maintenance agreement with Motorola in order to assure rapid and accurate repairs and minimal down time; and,

WHEREAS, all of the software and equipment was developed by Motorola and is proprietary in nature. Therefore, the vendor is considered an 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 Solutions (Atlanta, GA), in the amount of $376,443.00, for Computer Aided Dispatch (CAD) System and AirMobile software license maintenance and support, covering the period from July 1, 2014 through June 30, 2015. Funds are budgeted in the FY14 Budget: Emergency Telephone Fund – Police –E911 – Service Contracts, 0209 – 400 – 3220 - E911 - 6513.

_____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of __________, 2014 and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 ANNUAL CONTRACT FOR THE PURCHASE OF VARIOUS LEATHER ITEMS FROM LAWMANS & SHOOTERS SUPPLY, INC. (VERO BEACH, FL), SMYRNA POLICE DISTRIBUTORS (SMYRNA, GA), DGG TACTICAL (JACKSONVILLE, FL) AND GT DISTRIBUTORS, INC. (AUSTIN, TX), FOR THE ESTIMATED CONTRACT VALUE OF $102,518.77.

WHEREAS, the leather items consist of belts, handcuff cases, flashlight holders, holsters, magazine pouches, etc., and will be used by the Police Department, Sheriff’s Office and Marshal’s Office; and,

WHEREAS, the items will be purchased on an "as needed" basis. The contract is for a period of three years with the option to renew for two additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the Contractor and the City.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to enter enter into annual contract for the purchase various leather items from the following vendors: Lawmens & Shooters Supply, Inc. (Vero Beach, FL), Smyrna Police Distributors (Smyrna, GA), DGG Tactical (Jacksonville, FL) and GT Distributors, Inc. (Austin, TX), for the estimated annual contract value of $102,518.77. Funds are budgeted each fiscal year for this on-going expense: General Fund – Municipal Court - Marshal - Uniforms, 0101-530-3000-MRSH-6781; General Fund – Police – Support Services – Operating Materials, 0101-400-2200-STAF-6781; and General Fund - Sheriff – Detention – Jail - Uniforms, 0101-550-2600-JAIL-6781.

__________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2014 and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.

_____________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor

“ITEM C”

A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING THE PURCHASE OF A SECURITY X-RAY MACHINE FROM AMERICAN SECURITY & CONTROL, INC. (WEST PALM BEACH, FL), IN THE AMOUNT OF $26,400.00. THIS EQUIPMENT WILL BE UTILIZED FOR SECURITY PURPOSES FOR THE COUNCIL CHAMBERS AT THE CITIZEN SERVICE CENTER.

WHEREAS, the equipment currently utilized is the spare equipment and requires replacement. The x-ray machine is needed, by the Muscogee Sheriff’s Office, to enhance security at the Citizen Service Center. The equipment will be used to screen attendees at the City Council Meetings; and,

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to purchase a security x-ray machine from American Security & Control, Inc. (West Palm Beach, FL), in the amount of $26,400.00. Funds are available in the FY15 Budget: General Fund – Miscellaneous - Contingency; 0101 – 590 – 2000 – CONT – 9801.

___________________

“ITEM D”

A RESOLUTION

NO._______

A RESOLUTION AUTHORIZING PAYMENT TO SOFTMART, INC. (DOWNINGTOWN, PA), IN THE AMOUNT OF $33,680.00 FOR THE 3-YEAR SOFTWARE SUBSCRIPTION RENEWAL FOR WEBSENSE.

WHEREAS, this software is utilized by Information Technology to monitor internet activity; and,

WHEREAS, Softmart is the developer of the software and is therefore the only known source for the subscription renewal, 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 Softmart, Inc. (Downingtown, PA), in the amount of $33,680.00 for the 3-Year software subscription renewal for Websense. Funds are budgeted in the FY15 Budget: General Fund – Information Technology – Computer Software; 0101-210-1000-ISS-6541.

_______________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ___________, 2014 and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.

______________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor

“ITEM E”

RESOLUTION

NO. _____

A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA SOLUTIONS, INC., IN AN AMOUNT NOT TO EXCEED $158,994.36, TO EXECUTE THE FY15 ANNUAL TRANSMISSION SYSTEM SERVICE CONTRACT FOR THE CITY’S 800 MHZ RADIO COMMUNICATION SYSTEM.

WHEREAS, per the award of RFP No. 149-91, (Resolution No. 91-92), the City established an Annual Transmission System Service Agreement with Motorola Solutions, Inc (formerly Motorola Communications and Electronics, Inc.) having renewed said agreement each year. This agreement maintains highly technical transmission system components located at each of the 800 MHz Radio System transmission sites; and,

WHEREAS, the Annual Transmission System Service Agreement runs from July 1, 2014 to June 30, 2015 with the annual payment made, in total, at the beginning of each service agreement period; and,

WHEREAS, this is an annual expense for the operation of the 800 MHz Radio Communication System. Harris County maintains the Roosevelt State Park transmission site that is included in this annual service agreement for which they will reimburse the City in the estimated amount of $24,033.28; and,

WHEREAS, the agreement provides for additions/deletions of equipment maintained by the service agreement with each year’s renewal.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEROGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to make payment to Motorola Solutions, Inc., in an amount not to exceed $158,994.36, to execute the FY15 annual transmission system service contract for the City’s 800 MHz radio communication system. Funds are budgeted in FY15 Budget: General Fund - Engineering - Radio Communications – Service Contracts, 0101-250-3110-RADI-6513.

___________________

Introduced at a regular meeting of the Council of Columbus, Georgia held on the ____ day of ______________, 2014 and adopted at said meeting by the affirmative vote of _____ members of Council.

Councilor Allen voting ______________.
Councilor Baker voting ______________.
Councilor Barnes voting ______________.
Councilor Davis voting ______________.
Councilor Henderson voting _____________.
Councilor Huff voting ______________.
Councilor McDaniel voting ______________.
Councilor Thomas voting ______________.
Councilor Turner Pugh voting ______________.
Councilor Woodson voting ______________.

______________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor