Agenda Item # 2
Columbus Consolidated Government
Council Meeting

September 23, 2014

Agenda Report # 31


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) HAZARDOUS-DUTY ROBOT UPGRADE

It is requested that Council approve the purchase of an upgrade to the Remotec Andros F6A hazardous-duty robot from REMOTEC (Oak Ridge, Tennessee) in the amount of $65,394.00.

In 2003, per Resolution #554-03, Council approved the purchase of the Rometec Andros F6A robot. The upgrade is required for the equipment due to its age. Additionally, upgraded features are required to allow the bomb technicians to remain at a safe distance, and in a safe location, when handling potentially hazardous items and/or situations.

The hazardous-duty robot is used by the Hazardous Devices Response Team to handle explosives, nuclear surveillance, HazMat operations, Special Response Team Operations and Airport Security. The robot is designed to have all-terrain capabilities coupled with enhanced speed. This will enable bomb technicians to handle incidents more efficiently. The robot can be operated by either remote application or by fiber-optic cable. The unit features include an environmentally sealed design, forty-five degree climbing ability, quick-change tool assemblies and multiple cameras.

Funding is budgeted in the FY15 Budget: Multi-Govt Project Fund – Sheriff – FY13 DHS Homeland Security Grant – Capital Expenditures Over $5000, 0216-550-3007-EDOG-7761.
* * * * * *

(B) METRO POLICE BUILDING – RFB NO. 15-0003

It is requested that Council authorize the execution of a construction contract with River City Contracting, Inc. (Columbus, GA) in the amount of $234,501.00 for the Metro Police Building renovations.

The building is located at 525 10th Avenue. The work consists of roofing, fencing, pipe bollards, exterior security bars, new doors and hardware, restrooms, drywall, mechanical ventilation system and battery-operated emergency lights.

Bid postcard invitations were mailed to one hundred forty-three vendors and bid specifications were posted on the web pages of the Purchasing Division and Georgia Procurement Registry. A mandatory pre-bid conference/site visit was held on August 13, 2014; ten contractors were represented at the pre-bid conference/site visit. Six bids were received on September 3, 2014. This bid has been advertised, opened and reviewed. The bidders were:

Bidders
Total Bid
River City Contracting (Midland, GA)
$ 234,501.00
Cam Builders, LLC (Hattchechubbe, AL)
254,841.00
Thayer-Bray Construction, LLC (Columbus, GA)
264,600.00
Principle Construction (LaGrange, GA)
278,900.00
Pound Constructors Company (Columbus, GA)
287,914.00
RAN GC, LLC (Warm Springs, GA)
325,000.00


Funds are budgeted in the FY15 Budget: General Fund Supported Capital Projects – Building Improvement – CPD Building 10th Avenue; 0508-660-1000-CPGF-7663-22935-20140.
* * * * * *

(C) 25-YD REFUSE TRUCK RENTAL (ANNUAL CONTRACT) – RFP NO. 15-0011

It is requested that Council authorize the execution of a contract with Rush Refuse Systems (San Antonio, TX), for the lease, with the option to purchase, of two (2) 25-yd Refuse Trucks (2013 Peterbilt 320 3 man with McNeilus 25-Yd XC Rear Loader, plus options).

These trucks will be used to transport recycling items from Fort Benning, GA, to the City’s Recycling Center on a regular weekly basis, beginning October 1, 2014.

Rush Refuse Systems will provide two (2)
new or used diesel powered 25-cubic-yd refuse trucks with mechanized loading device rear loader.

The term of the contract will be for twelve (12) months, with the option to renew for four additional twelve-month periods. Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.


On August 13, 2014, request for proposals postcards were mailed to two hundred twenty (220) vendors and specifications were posted on the websites of the City, and Georgia Procurement Registry. The RFP has been advertised and opened. Proposals were received on September 5, 2014, from the following three (3) offerors:

Rush Refuse Systems (San Antonio, TX)
Carolina Environmental Systems (Carrollton, GA)
Premier Truck Sales, Inc. (Cleveland, OH)

Proposals were reviewed by the Evaluation Committee members, which consisted of representatives from the Public Works Department.

The City’s Procurement Ordinance, Article 3-110, Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional 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, negotiation may begin with the next responsive offeror or the RFP specifications will be re-advertised. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funding will come from the Integrated Waste Fund. Revenue generated from the sale of recycling materials collected at Ft. Benning will be deposited into the Integrated Waste Revenues. Expenses as a result of two leased vehicles, drivers, fuel and maintenance will be paid from Integrated Waste Personnel, Equipment Rentals/Leases funded by revenues generated from the program.


* * * * * *

(D)(1) OASIS SYSTEM SOFTWARE UPGRADE AND REAPPRAISAL

It is requested that Council approve the purchase of the Oasis System upgrade (iasWorld) at $2,756,115.00 and Reappraisal at $1,700,000.00 from Tyler Technologies (Dallas, TX); and Annual Maintenance in the amount of $184,560.00.

The Oasis System was originally purchased in 1992, from Cole-Trumble-Layer (a subsidiary of Tyler Technologies) to help the Tax Assessors and Tax Commissioner’s Office track and assess property. The system needs to be upgraded to enhance its functionality and efficiency for the two departments. The upgrade is requested for the following reasons:
PURPOSE TAX COMMISSIONER
TAX ASSESSORS
Funding for the purchase of the upgrade will be made available via the GMA Lease Purchase Program Fund 0542 with the debt service paid by the OLOST-Infrastructure Fund 0109. This is estimated at $550,000-$600,000 per year for 5 years beginning in FY16. The funding for the Reappraisal $1,700,000 will be a transfer from the General Fund to the Special Projects Fund 0508 of $490,000 in FY15, $660,000 in FY16, and $550,000 in FY17. Cash payment in FY15 is deferred to FY16. The Annual Maintenance will be budgeted in the appropriate fiscal years.
* * * * * *


(D)(2) GMA LEASE AGREEMENT FOR OASIS SYSTEM SOFTWARE UPGRADE

It is requested that Council authorize the City Manager to execute a Supplement Lease, under the GMA Direct Lease Program, for the purchase of the Oasis System upgrade (iasWorld), at a cost of $2,756,115.00, as cited above in item D-1.
* * * * * *

(E) CITY VILLAGE MASTER PLAN – RFP NO. 14-0017

It is requested that Council authorize the execution of a contract with Zyscovich Architects (Miami, FL) for the City Village Master Plan. Zyscovich Architects will provide the following services:

On March 5, 2014, request for proposal invitations were mailed to one hundred and seventy-two vendors and specifications were posted on the web pages of the City, Georgia Procurement Registry and DemandStar Onvia. The RFP has been advertised, opened and evaluated. Proposals were received on April 4, 2014 from the following nine offerors:


Proposals were reviewed by the Evaluation Committee members, which consisted of representatives from the Planning Department, Historic Columbus Foundation, Inc., the Housing Authority, a local marketing firm, a local architect, and a local real estate developer. A representative of the City Manager’s Office and the Planning Department served in a non-voting advisory capacity.

The RFP process is governed by the City’s Procurement Ordinance, Articles 3-111, Competitive Sealed Proposals for the procurement of Architectural/Engineering and Land Surveying 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 or the RFP specifications may be re-advertised.

Evaluation results have been submitted to the City Manager in a separate memo for informational purposes.

Funding is available in the FY15 Budget: 100,000.00 from CDBG and 125,000.00 from UDAG.
“ITEM A”
A RESOLUTION

NO._____



A RESOLUTION AUTHORIZING THE PURCHASE OF AN UPGRADE TO THE REMOTEC ANDROS F6A HAZARDOUS-DUTY ROBOT FROM REMOTEC (OAK RIDGE, TENNESSEE) IN THE AMOUNT OF $65,394.00.

WHEREAS, in 2003, per Resolution #554-03, Council approved the purchase of the Rometec Andros F6A robot. The upgrade is required for the equipment due to its age. Additionally, upgraded features are required to allow the bomb technicians to remain at a safe distance, and in a safe location, when handling potentially hazardous items and/or situations; and,

WHEREAS, the hazardous-duty robot is used by the Hazardous Devices Response Team to handle explosives, nuclear surveillance, HazMat operations, Special Response Team Operations and Airport Security. The robot is designed to have all-terrain capabilities coupled with enhanced speed. This will enable bomb technicians to handle incidents more efficiently. The robot can be operated by either remote application or by fiber-optic cable. The unit features include an environmentally sealed design, forty-five degree climbing ability, quick-change tool assemblies and multiple cameras.

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

That the City Manager is hereby authorized to purchase an upgrade for the Remotec Andros F6A hazardous-duty robot from REMOTEC (Oak Ridge, Tennessee) in the amount of $65,394.00. Funds are available in FY15 Budget: Multi-Govt Project Fund – Sheriff – FY13 DHS Homeland Security Grant – Capital Expenditures Over $5000, 0216-550-3007-EDOG-7761.
______________________


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 EXECUTION OF A CONSTRUCTION CONTRACT WITH RIVER CITY CONTRACTING, INC. (COLUMBUS, GA) IN THE AMOUNT OF $234,501.00 FOR THE METRO POLICE BUILDING RENOVATIONS.

WHEREAS, the building is located at 525 10th Avenue. The work consists of roofing, fencing, pipe bollards, exterior security bars, new doors and hardware, restrooms, drywall, mechanical ventilation system and battery-operated emergency lights.

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

That the City Manager is hereby authorized to execute a construction contract with River City Contracting, Inc. (Columbus, GA) in the amount of $234,501.00 for the Metro Police Building renovations. Funds are budgeted in the FY15 Budget: General Fund Supported Capital Projects – Building Improvement – CPD Building 10th Avenue; 0508-660-1000-CPGF-7663-22935-20140.
____________________


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 EXECUTION OF A CONTRACT WITH RUSH REFUSE SYSTEMS (SAN ANTONIO, TX) FOR REFUSE TRUCK RENTAL, TO ACCOMMODATE RECYCLING PICKUP FOR FORT BENNING.

WHEREAS, an RFP was administered (RFP No. 15-0011) and three proposal(s) were received; and,

WHEREAS, the proposal submitted by Rush Refuse Systems met all proposal requirements; and,

WHEREAS, the term of the contract shall be for twelve (12) months, with the option to renew for four (4) 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 execute a contract with Rush Refuse Systems (San Antonio, TX), for Refuse Truck Rental. Funding will come from the Integrated Waste Fund. Revenue generated from the sale of recycling materials collected at Ft. Benning will be deposited into the Integrated Waste Revenues. Expenses as a result of two leased vehicles, drivers, fuel and maintenance will be paid from Integrated Waste Personnel, Equipment Rentals/Leases funded by revenues generated from the program.

__________________________

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 D (1)”
A RESOLUTION

NO._____


A RESOLUTION AUTHORIZING THE PURCHASE OF THE OASIS SYSTEM UPGRADE (IASWORLD) AT $2,756,115.00, AND REAPPRAISAL AT $1,700,000.00 FROM TYLER TECHNOLOGIES (DALLAS, TX); AND ANNUAL MAINTENANCE IN THE AMOUNT OF $184,560.00.

WHEREAS, the Oasis System was originally purchased in 1992, from Cole-Trumble-Layer (a subsidiary of Tyler Technologies) to help the Tax Assessors and Tax Commissioner’s Office track and assess property; and,

WHEREAS, the system needs to be upgraded to enhance its functionality and efficiency for the two departments.

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

That the City Manager is hereby authorized to purchase the Oasis System upgrade (iasWorld) at $2,756,115.00 and Reappraisal at $1,700,000.00 from Tyler Technologies (Dallas, TX); and Annual Maintenance in the amount of $184,560.00. Funding for the purchase of the upgrade will be made available via the GMA Lease Purchase Program Fund 0542 with the debt service paid by the OLOST-Infrastructure Fund 0109. This is estimated at $550,000-$600,000 per year for 5 years beginning in FY16. The funding for the Reappraisal $1,700,000 will be a transfer from the General Fund to the Special Projects Fund 0508 of $490,000 in FY15, $660,000 in FY16, and $550,000 in FY17. Cash payment in FY15 is deferred to FY16. The Annual Maintenance will be budgeted in the appropriate fiscal years.
_______________________


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 D (2)”
A RESOLUTION

NO.______

RESOLUTION FOR SUPPLEMENTAL LEASES


A RESOLUTION TO AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE ONE OR MORE LEASE SUPPLEMENTS FOR A LEASE OR LEASES UNDER THE GMA DIRECT LEASING PROGRAM; TO DESIGNATE SUCH LEASES AS QUALIFIED TAX-EXEMPT OBLIGATIONS; TO PROVIDE AN EFFECTIVE DATE; AND FOR OTHER PURPOSES.

WHEREAS, the City has entered into a Master Lease (the “Master Lease”) dated as of ______________________, with Georgia Municipal Association, Inc. for the leasing from time to time of certain equipment, machinery or other personal property pursuant to Supplemental Leases;

NOW THEREFORE, BE IT RESOLVED OR ORDAINED AS FOLLOWS BY THE GOVERNING BODY OF THE CITY:


1. The City Manager of the City is hereby authorized and directed to execute and deliver a Lease Supplement pursuant to the Master Lease to put into effect one or more leases for Oasis System Upgrade (iasWorld) (the “Leased Property”); said officer of the City is authorized and directed in the name and on behalf of the City to execute and deliver (i) one or more Lease Supplements for items of the Leased Property in substantially the form attached to the Master Lease, with such changes and additions as may be approved by said officer, and (ii) such other documents as may be deemed by such officer to be necessary or desirable to effect the purposes hereof or of the Master Lease, and such execution shall constitute conclusive evidence that the executed document has been authorized and approved hereby; the aforesaid officer is further authorized to do all things necessary or appropriate to effectuate the purposes hereof.

2. An appropriation in the City’s current operating budget has previously been made which shall be sufficient to pay the “Rentals” and the “Termination Payment” during the “Starting Term” under such Lease Supplements; or

(check box if applicable)

An appropriation from unappropriated and unreserved funds in the City’s current operating budget is hereby made for the “Rentals” and the “Termination Payment” during the “Starting Term” under such Lease Supplements, and the budget of the City is hereby amended to reflect such appropriation to the extent necessary.

3. The lease or leases contemplated by the said Lease Supplements are hereby designated

“Qualified Tax-Exempt Obligations” within the meaning of Section 265(b)(3) of the Internal Revenue Code of 1986, as amended, and said officer shall be authorized to confirm such designation by execution of appropriate documents in connection therewith.


4. This authorization shall be effective immediately.


CLERK’S CERTIFICATE

The undersigned hereby certifies that he or she is the Clerk of the Columbus, Georgia (the “City”), and that the foregoing is a true copy of the Resolution or Ordinance [Check One] adopted by the governing body of the City at a meeting duly held on the _____________, 20___, at which a quorum was present and acting throughout, and that the same has not been rescinded or modified and is now is in full force and effect. Given under the seal of the City, this _____________, 20______.



(SEAL) __________________________________
City Clerk



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”
A RESOLUTION

NO._______

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH ZYSCOVICH ARCHITECTS (MIAMI, FL) FOR THE MASTER PLAN FOR CITY VILLAGE.

WHEREAS, an RFP was administered (RFP 14-0017) and proposals were received from nine offerors; and,

WHEREAS, the proposal submitted by Zyscovich Architects met all proposal requirements and was evaluated 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 contract with Zyscovich Architects (Miami, FL) for the City Village Master Plan. Funding is available in the FY15 Budget: 100,000.00 from CDBG and 125,000.00 from UDAG.

___________________

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