Agenda Item # 4
Columbus Consolidated Government

Council Meeting

April 22, 2014

Agenda Report # 111


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) MA RAINEY HOUSE BALCONY REHABILITATION

It is requested that Council approve payment to Brasfield and Gorrie in the amount of $48,212.00 for the rehabilitation of the Ma Rainey House Balcony.

In October 2011, the Engineering Department received a call from the Ma Rainey House notifying the balcony was sagging and wooden pillars were being utilized to hold up the corner. The Parks and Recreation Department requested the Engineering Department to obtain estimates for repair of the balcony. The highest estimate was approximately $33,000. At the time neither the Ma Rainey Foundation nor Parks & Recreation had the money to fund the work.

In October 2013 the Ma Rainey Foundation met with the City Manager’s Office, Parks and Recreation and Engineering Departments to request funding for the rehabilitation of the balcony due to its further deterioration. The estimate from 2011 was presented, as well as an estimate from the original architect, Ken Levy, who gave a rough estimate of $75,000 - $150,000. Since there was a significant range in the cost estimates, the Engineering Department looked for other options.

At the time, Brasfield & Gorrie was working on the Cusseta Road Pedestrian Bridge and the Engineering Department asked the vendor to look at project. Brasfield and Gorrie had done similar work in column stabilization at the River & Phenix condos and could provide a more accurate estimate of the cost for the rehabilitation. In November 2013, the vendor provided a quote in the amount of $48,212 to perform the work.

City staff decided the estimate was feasible; it was further decided to utilize funding from the proceeds of Legacy Terrace since the building is located in the Liberty District and the proceeds from the Legacy Terrace was designated for Liberty District Improvements.

Funds are available in the FY14 Budget: Special Projects/Capital Project Fund – Capital Projects – General Fund Supported Capital Projects – General Construction – Ma Rainey Stabilization; 0508 – 660 – 1000 - CPGF – 7661 – 22936 - 20140.
* * * * * *

(B) MAINTENANCE AGREEMENT FOR GLOBAL POSITIONING SYSTEM

It is requested that Council authorize payment to Columbus Communications, in the amount of $31,944.00, 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, 2014 through April 30, 2015.

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 system 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 the work done on these GPS units be performed 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 FY14 Budget: Emergency Telephone Fund – Police – E-911 Communications Center- Service Contracts; 0209-400-3220-E911-6513.
* * * * * *

(C) MAINTENANCE, REPAIR AND OPERATIONS (MRO) EQUIPMENT, SUPPLIES, RELATED ITEMS/SERVICES

It is requested that Council approve the purchase of Maintenance, Repair and Operations (MRO) Equipment, Supplies, Related Items/Services from Fastenal via The Cooperative Purchasing Network, TCPN Contract #R4952. The items will be purchased by Public Works Department, Columbus Parks and Recreation Department and other departments, on an “as needed basis”. The term of the contract effective date is April 13, 2008 through March 31, 2015.

TCPN (The Cooperative Purchasing Network) contracts are nationally competitively bid, evaluated, and awarded by a government entity serving in the lead agency role. Fastenal won the MRO bid with TCPN in 2008. TCPN’s contracts leverage the purchasing power of more than 30,000 actively engaged government entities. The TCPN teams have over 100+ years of government purchasing experience and 50 years in government auditing. TCPN routinely monitors the contract through third-party audits and regular reviews to ensure vendor accountability.
Departments will be able to purchase MRO Equipment, Supplies, Related Items/Services from Fastenal, under The Cooperative Purchasing Network Contract, which will eliminate the need to request price quotes.

Funds are budgeted each fiscal year for this on-going expense, Various Departments - Operating Materials; 6728.

“ITEM A”
A RESOLUTION

NO._____

A RESOLUTION AUTHORIZING PAYMENT TO BRASFIELD AND GORRIE, IN THE AMOUNT OF $48,212.00, FOR THE REHABILITATION OF THE MA RAINEY HOUSE BALCONY.

WHEREAS, in October 2011, the Engineering Department received a call from the Ma Rainey House notifying that the balcony was sagging and wooden pillars were being utilized to hold up the corner. The Parks and Recreation Department requested that the Engineering Department obtain estimates for the repair of the balcony. The highest estimate was approximately $33,000. At the time neither the Ma Rainey Foundation nor Parks & Recreation had the money to fund the work; and,

WHEREAS, in October 2013 the Ma Rainey Foundation met with the City Manager’s Office, Parks and Recreation and Engineering Departments to request funding for the rehabilitation of the balcony due to its further deterioration. The estimate from 2011 was presented, as well as an estimate from the original architect, Ken Levy, who gave a rough estimate of $75,000 - $150,000. Since there was a significant range in the cost estimates, the Engineering Department looked for other options; and,

WHEREAS, at the time, Brasfield & Gorrie was working on the Cusseta Road Pedestrian Bridge and the Engineering Department asked the vendor to look at project. Brasfield and Gorrie had done similar work in column stabilization at the River & Phenix condos and could provide a more accurate estimate of the cost for the rehabilitation. In November 2013, the vendor provided a quote in the amount of $48,212 to perform the work.

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

That the City Manager is hereby authorized to make payment to Brasfield and Gorrie, in the amount of $48,212.00, for the rehabilitation of the Ma Rainey House Balcony. Funds are available in the FY14 Budget: Funds are available in the FY14 Budget: Special Projects/Capital Project Fund – Capital Projects – General Fund Supported Capital Projects – General Construction – Ma Rainey Stabilization; 0508 – 660 – 1000 - CPGF – 7661 – 22936 - 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 B”
A RESOLUTION

NO.______



A RESOLUTION AUTHORIZING PAYMENT TO COLUMBUS COMMUNICATIONS, IN THE AMOUNT OF $31,944.00, 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, 2014 THROUGH APRIL 30, 2015.

WHEREAS, 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 system allows the dispatchers to look at a map and find the location of all the equipped vehicles; and,

WHEREAS, 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; and,

WHEREAS, the GPS units work in conjunction with the Motorola Mobile Data System components located within the cars and at the 911 Center.

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 $31,944.00 for an annual maintenance agreement for the Police Department/E-911 Center’s global positioning system. Funds are budgeted in the FY14 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___________, 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 MAINTENANCE, REPAIR AND OPERATIONS (MRO) EQUIPMENT, SUPPLIES, RELATED ITEMS/SERVICES FROM FASTENAL, VIA THE COOPERATIVE PURCHASING NETWORK, TCPN, CONTRACT #R4952, ON AN “AS NEEDED BASIS”.

WHEREAS, the Cooperative Purchasing Network, TCPN, has advertised sealed bids for the purchase of MRO Equipment, Supplies, Related Items/Services and awarded a contract to the lowest, qualified vendor; and, WHEREAS, TCPN contracts are approved for use by local governments, and meet the requirements of the City’s procurement ordinance; and,

WHEREAS, the contract pricing will remain in effect through March 31, 2015.

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

That the City Manager is hereby authorized to purchase Maintenance, Repair and Operations (MRO) Equipment, Supplies, Related Items/Services from Fastenal, via TCPN Contract, #R4952 on an “as needed basis”. Funds are budgeted each fiscal year for this on-going expense, various departments - Operating Materials; 6728.
____________________

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