Agenda Item # 3
Columbus Consolidated Government
Council Meeting

June 7, 2016

Agenda Report # 131

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) SECURITY SURVEILLANCE EQUIPMENT – PUBLIC WORKS AND MISCELLANEOUS LOCATIONS (ANNUAL CONTRACT) – RFP NO. 16-0006

It is requested that Council authorize the annual contract with AdaptToSolve (LaGrange, GA) to provide security surveillance equipment for the Department of Public Works and other miscellaneous locations of the Columbus Consolidated Government. The contract requires the Contractor to provide new equipment, replacement equipment and maintenance as needed, as well as, maintain an up-to-date list of all equipment installed, per location. Quotes will be obtained from the successful vendor, as needed, for other departments. The term of this contract 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.

Annual Contract History:
The current five-year contract with Columbus Fire & Safety Equipment Co., Inc. was awarded on March 23, 2010 (Resolution No. 104-10), to provide security surveillance equipment for the Public Works Department.

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on September 23, 2015. This RFP has been advertised, opened and evaluated. Proposals were received on October 30, 2015 from the following vendors:

AdaptToSolve, Inc. (LaGrange, GA)
Columbus Fire & Safety Equipment Co., Inc. (Columbus, GA)
G & G Electronics (Fortson, GA)
Lightspeed Datalinks (Columbus, GA)
Tyco Integrated Security (Doraville, GA)

The following events took place after receipt of proposals:

RFP MEETINGS/EVENTS
Description
Date Held
Agenda/Action
Pre-Evaluation Meeting
12/15/2015
Purchasing advised evaluation committee members of the RFP rules and process. Project Managers provided overview and expectations of the contracted vendor(s). Proposals were disbursed to each committee member to review.
1st Evaluation Meeting01/11/2016Discussed each of the five proposals received. Committee members voiced questions which required clarification from each vendor.
2nd Evaluation Meeting02/10/2016Discussed vendor responses to requested clarifications. Committee needed one additional clarification from all vendors.
Evaluation forms02/19/2016Vendor responses to final question and evaluation forms forwarded to all voters.
Evaluation forms completed05/17/2016Evaluation forms were completed and returned to Purchasing for compilation results.
Evaluation Results05/18/2016Results were sent to Evaluation Committee members.
Recommendation received05/18/2016Evaluation committee voted to award to highest ranked vendor.

Evaluation Committee:
Proposals were reviewed by the Evaluation Committee members, which consisted of one representative from Parks and Recreation, one representative from Pine Grove Landfill, one representative from Facilities Maintenance, one representative from Oxbow Meadows Inert Landfill, and one representative from the Muscogee County Sheriff’s Office, who served as voting members. The committee also consisted of one non-voting advisory member from Fleet Management.

Award Recommendation:
The evaluation committee deemed the proposal from AdaptToSolve, most responsive to the RFP specifications. Therefore, the Evaluation Committee, as reflected by their comments provided below, recommends award of the contract to AdaptToSolve for the following reasons:

Vendor(s) Experience and Qualifications:
AdaptToSolve, Inc. was separately incorporated to specialize in Digital Surveillance and Access in 2005.
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 RFP process, there is no formal opening due to the possibility of negotiated components of the proposal. In the event City Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funds will be budgeted each fiscal year for this ongoing expense: Integrated Waste Management Fund – Public Services – Pine Grove landfill – Contractual Services, 0207-260-3560-PGRO-6319; General Fund – Public Services – Fleet Management – Contractual Services, 0101-260-2300-VHCL-6319; and other various department and project budgets.

* * * * * *

(B) INMATE SUPPLIES (ANNUAL CONTRACT) - RFB NO. 16-0027

It is requested that Council approve the purchase of inmate supplies from ICS Jail Supplies, Inc. (Waco, TX), Charm-Tex (Brooklyn, NY), Americare Products, Inc. (Woodinville, WA), Uniforms Manufacturing, Inc. (Scottsdale, AZ) and Bob Barker Company (Fuquary Varina, NC), for the estimated annual contract value of $181,008.60. The supplies consist of mattresses, linen, clothing, toiletries and dinnerware. The inmate supplies will be purchased by Muscogee County Jail and Muscogee County Prison on an "as needed" basis.

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

Bid specifications were posted on the City’s website and the Georgia Procurement Registry on March 10, 2016. Bid responses were received on April 6, 2016 from the following vendors: Uniforms Manufacturing, Inc. (Scottsdale, AZ), ICS Jail Supplies, Inc. (Waco, TX), Georgia Correctional Industries (Decatur, GA), Cornerstone Detention Products, Inc. (Madison, AL), Charm-Tex (Brooklyn, NY), Tabb Textile Co., Inc. (Opelika, AL), Americare Products, Inc. (Woodinville, WA), Nashville Medical & EMS Products, Inc. (Springfield, TN) and Bob Barker Company, Inc. (Fuquay-Varina, NC). This bid has been advertised, opened and reviewed. See the attached recommended bidders per line item:

Inmate Supplies Tab Sheet.docInmate Supplies Tab Sheet.doc

Funds are budgeted each fiscal year for this ongoing expense: General Fund - Muscogee County Jail - Operating Materials; 0101-550-2600-JAIL-6728; and General Fund - Muscogee County Prison – Operating Materials; 0101-420-1000-MCCI-6728.

* * * * * *

(C) ROOF REPLACEMENT AT FIRE STATION 4 – RFB NO. 16-0034

It is requested that Council authorize the execution of a construction contract with Lott Sheet Metal, Inc. (Columbus, GA) in the amount of $96,505.00 for roofing services. Lott Sheet Metal, Inc. will provide all labor, equipment and materials to install a new thermoplastic polyolefin (TPO) roof system at Fire Station 4, which is located at 200 N. Oakley Drive.

Bid specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on April 18, 2016. A mandatory pre-bid conference/site visit was held on May 3, 2016; eight (8) contractors were represented at the pre-bid conference/site visit. Three (3) bids were received on May 25, 2016. This bid has been advertised, opened and reviewed. The bidders were:


CONTRACTORS
TOTAL BID
Lott Sheet Metal, Inc.
(Columbus, GA)
$ 96,505.00
Core Roofing Systems
(Alpharetta, GA)
126,358.00
S. Garrett and Company
(Carrollton, GA)
141,993.00


Funds are budgeted in the FY16 Budget: LOST-Infrastructure – Public Works – Building Maintenance & Repair – Fire Station 4 Roof; 0109-260-9901-LOST-6521-96043-20160.

(D) ADDITIONAL ENGINEERING SERVICES FOR FORREST ROAD IMPROVEMENTS

It is requested that Council authorize the procurement of engineering services from W. K. Dickson (Charlotte, NC), in the amount of $181,197.68, for additional engineering services related to the Forrest Road Improvements project, and for any additional unforeseen work related to the project.

Per Resolution #276-06 (as a result of RFP No. 06-0010), W.K. Dickson was one of three firms under annual contract, from 2006 – 2011, to perform engineering services on an as needed basis. While under contract, W.K. Dickson became the engineer of record for the Forrest Road Improvement project. The annual contract has expired; W.K. Dickson was not one of the awarded vendors as a result of the new contract. However, additional services are required on the project to address the final construction documents; assistance with the bid phase and construction phase of the project; plan updates for right-of-way acquisition, erosion and sediment control per the new State NPDES Storm Water permit; and any additional unforeseen work related to the project.

To maintain continuity of the project, it is recommended that W.K. Dickson perform the additional services, since the firm is the Engineer of record for the project.

Funds are available in the FY16 Budget: 1999 Sales Tax Project Fund – 1999 SPLOST – 99 SPLOST Road/Bridge/Street – Engineering/Architect Services – Forrest Road: Macon/Woodruff Farm; 0540-695-2126-TXRB-6338-53008 20020.


“ITEM A”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH ADAPTTOSOLVE TO PROVIDE SECURITY SURVEILLANCE EQUIPMENT AND MAINTENANCE SERVICES FOR THE PUBLIC WORKS DEPARTMENT AND MISCELLANEOUS LOCATIONS OF THE COLUMBUS CONSOLIDATED GOVERNMENT.

WHEREAS, an RFP was administered (RFP 16-0006) and five proposals were received from qualified offerors; and,

WHEREAS, the proposal submitted by AdaptToSolve met all proposal requirements and was evaluated most responsive to the RFP; and,

WHEREAS, the contract term shall be for two years, with an option to renew for three 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 an annual contract with AdaptToSolve for the provision of security surveillance equipment and maintenance services for the Public Works Department and various departments. Funds will be budgeted each fiscal year for this ongoing expense: Integrated Waste Management Fund – Public Services – Pine Grove landfill – Contractual Services, 0207-260-3560-PGRO-6319; General Fund – Public Services – Fleet Management – Contractual Services, 0101-260-2300-VHCL-6319; and other various department and project budgets.
_____________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2016 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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 PURCHASE OF INMATE SUPPLIES FROM ICS JAIL SUPPLIES, INC. (WACO, TX), CHARM-TEX (BROOKLYN, NY), AMERICARE PRODUCTS, INC. (WOODINVILLE, WA), UNIFORMS MANUFACTURING, INC. (SCOTTSDALE, AZ) AND BOB BARKER COMPANY (FUQUARY VARINA, NC), FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $181,008.60.

WHEREAS, the supplies consist of mattresses and linen, clothing, toiletries and dinnerware, and will be purchased by Muscogee County Jail and Muscogee County Prison on an "as needed" basis; and,

WHEREAS, the contract term will be for two years with the option to renew for three additional twelve-month periods.

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

That the City Manager is hereby authorized to purchase inmate supplies from ICS Jail Supplies, Inc. (Waco, TX), Charm-Tex (Brooklyn, NY), Americare Products, Inc. (Woodinville, WA), Uniforms Manufacturing, Inc. (Scottsdale, AZ) and Bob Barker Company (Fuquary Varina, NC), for the estimated annual contract value of $181,008.60. Funds are budgeted each fiscal year for this ongoing expense: General Fund - Muscogee County Jail - Operating Materials; 0101-550-2600-JAIL-6728; and General Fund - Muscogee County Prison – Operating Materials; 0101-420-1000-MCCI-6728.
_______________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2016 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff 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 CONSTRUCTION CONTRACT WITH LOTT SHEET METAL, INC. (COLUMBUS, GA) IN THE AMOUNT OF $96,505.00 FOR ROOFING SERVICES.

WHEREAS, Lott Sheet Metal, Inc. will provide all labor, equipment and materials to install a new thermoplastic polyolefin (TPO) roof system at Fire Station 4, which is located at 200 N. Oakley Drive.

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

That the City Manager is hereby authorized to execute a construction contract with Lott Sheet Metal, Inc. (Columbus, GA) in the amount of $96,505.00 for roofing services. Funds are budgeted in the FY16 Budget: LOST-Infrastructure – Public Works – Building Maintenance & Repair – Fire Station 4 Roof; 0109-260-9901-LOST-6521-96043-20160.

______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of __________, 2016 and adopted at said meeting by the affirmative vote of _________ members of said Council.


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


_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor


"ITEM D”

A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE PROCUREMENT OF ENGINEERING SERVICES FROM W. K. DICKSON (CHARLOTTE, NC), IN THE AMOUNT OF $181,197.68, FOR ADDITIONAL ENGINEERING SERVICES RELATED TO THE FORREST ROAD IMPROVEMENTS PROJECT, AND FOR ANY ADDITIONAL UNFORESEEN WORK RELATED TO THE PROJECT.

WHEREAS, per Resolution #276-06 (as a result of RFP No. 06-0010), W.K. Dickson was one of three firms under annual contract, from 2006 – 2011, to perform engineering services on an as needed basis. While under contract, W.K. Dickson became the engineer of record for the Forrest Road Improvement project; and,

WHEREAS, the annual contract has expired; W.K. Dickson was not one of the awarded vendors as a result of the new contract. However, additional services are required on the project to address the final construction documents; assistance with the bid phase and construction phase of the project; plan updates for right-of-way acquisition, erosion and sediment control per the new State NPDES Storm Water permit; and any additional unforeseen work related to the project; and,

WHEREAS, to maintain continuity of the project, it is recommended that W.K. Dickson perform the additional services, since the firm is the Engineer of record for the project.


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

That the City Manager is hereby authorized to procure engineering services from W. K. Dickson (Charlotte, NC), in the amount of $181,197.68, for additional engineering services related to the Forrest Road Improvements project, and for any additional unforeseen work related to the project. Funds are available in the FY16 Budget: 1999 Sales Tax Project Fund – 1999 SPLOST – 99 SPLOST Road/Bridge/Street – Engineering/Architect Services – Forrest Road: Macon/Woodruff Farm; 0540-695-2126-TXRB-6338-53008 20020.


___________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2016 and adopted at said meeting by the affirmative vote of _________ members of said Council.


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


_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor