Agenda Item # 3
Columbus Consolidated Government
Council Meeting

June 25, 2013

Agenda Report # 102


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department
(A) UNIFORMS FOR PUBLIC SAFETY DEPARTMENTS (ANNUAL CONTRACT) – RFB NO. 13-0038

It is requested that Council approve the purchase of uniforms from All American Uniforms (Columbus, GA), on an “as needed basis”, for the estimated annual contract value of $892,397.00. The uniforms will be utilized by the following Public Safety Departments: Police, Sheriff, Marshal, Muscogee County Prison, and Fire/EMS.

The contract period shall 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 postcard invitations were mailed to one-hundred and twenty-four vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and DemandStar. One bid was received on May 29, 2013. This bid has been advertised, opened and reviewed. The bidder was:

DEPARTMENT
ALL AMERICAN
UNIFORMS
(Columbus, GA)
SECTION 1: Police Dept
$417,936.00
SECTION II: Muscogee County Sheriff’s Office
114,220.00
SECTION III: Muscogee County Marshal’s Office
17,032.00
SECTION IV: Muscogee County Prison
130,180.00
SECTION V: Fire & Emergency Medical Services
213,029.00
TOTAL AWARD
$892,397.00

Funds are budgeted each fiscal year for this on going expense: General Fund – Police – Support Services – Uniforms; 0101-400-2200-STAF-6781, Sheriff – Detention – Uniforms; 0101-550-2600-JAIL-6781, Marshal – Municipal Court – Uniforms; 0101-530-3000-MRSH-6781, Muscogee County Prison – Warden – Uniforms; 0101-420-1000-MCCI-6781 and Fire/EMS - Logistics/Support - Uniforms, 0101-410-3610-LOGI-6781.


(B) UPGRADE FOR FIRE AND EMS PATIENT CARE SOFTWARE

It is requested that Council approve the purchase of a software upgrade to the patient care software from ImageTrend, Inc., (Lakeville, MN) in the amount of $44,220.00, plus the annual maintenance fee (after the first year) in the amount of $6,220.00

Per Resolution #216-12, Council approved the purchase of patient care software from ImageTrend, Inc., for the Fire and EMS Department. The software upgrade Fire and EMS wishes to purchase at this time will work directly with the software previously purchased. The new module upgrades will allow the department to have one company that offers an all in one program providing a system with powerful fire and EMS modules working together to facilitate data collection, analysis and reporting. EMS and fire data can be collected separately for incidents requiring only one type of reporting, or can be collected in two associated reports that will copy shared data to reduce entry time for incidents involving both types of data. The Fire Investigations module allows the department to enter and track investigation records in ImageTrend's Fire Bridge or Rescue Bridge module, from completing standard forms to adding photographs or documents to be associated with the investigation. Any investigation report entered into Fire Bridge or Rescue Bridge can be associated with an NFIRS (National Fire Incident Reporting System) report, allowing the department to quickly see important data related to a specific occupant or property. The scheduler module integrates with the ImageTrend EMS Service Bridge™, State Bridge™ or Rescue Bridge™ software to populate NFIRS reports with vehicles and personnel based on scheduling at the time of the call. It also works with schedules for investigations or inspections to view the department’s full schedule at a glance without having to launch separate modules. These are just a few things the software will allow the department to accomplish.

Funds are budgeted in the FY13 Budget: LOST/Public Safety – Fire & EMS – Public Safety/LOST – Computer Equipment; 0102 – 410 – 9900 – LOST – 7751. Funds will be budgeted in subsequent budget years to cover the annual software support costs.

“ITEM A”
A RESOLUTION

NO._________

A RESOLUTION AUTHORIZING THE PURCHASE OF UNIFORMS FROM ALL AMERICAN UNIFORMS (COLUMBUS, GA), ON AN “AS NEEDED BASIS”, FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $892,397.00. WHEREAS, the uniforms will be utilized by the following Public Safety Departments: Police, Sheriff, Marshal, Muscogee County Prison, and Fire/EMS; and,

WHEREAS, contract period shall 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.

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

That the City Manager is hereby authorized to purchase uniforms from All American Uniforms (Columbus, GA), on an “as needed basis”, for the estimated annual contract value of $892,397.00. Funds are budgeted each fiscal year for this on going expense; General Fund – Police – Support Services – Uniforms; 0101-400-2200-STAF-6781, Sheriff – Detention – Uniforms; 0101-550-2600-JAIL-6781, Marshal – Municipal Court – Uniforms; 0101-530-3000-MRSH-6781, Muscogee County Prison – Warden – Uniforms; 0101-420-1000-MCCI-6781 and Fire/EMS - Logistics/Support - Uniforms, 0101-410-3610-LOGI-6781.
______________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the ___________ day of ____________, 2013 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 PURCHASE OF A SOFTWARE UPGRADE TO THE PATIENT CARE SOFTWARE FROM IMAGETREND, INC., (LAKEVILLE, MN) IN THE AMOUNT OF $44,220.00, PLUS THE ANNUAL MAINTENANCE FEE (AFTER THE FIRST YEAR) IN THE AMOUNT OF $6,220.00

WHEREAS, per Resolution #216-12, Council approved the purchase of patient care software from ImageTrend, Inc., for the Fire and EMS Department. The software upgrade Fire and EMS wishes to purchase at this time will work directly with the software previously purchased; and,

WHEREAS, the module upgrades will allow the department to have one company that offers an all in one program providing a system with powerful fire and EMS modules working together to facilitate data collection, analysis and reporting.

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

That the City Manager is hereby authorized to purchase of a software upgrade to the patient care software from ImageTrend, Inc., (Lakeville, MN) in the amount of $44,220.00, plus the annual maintenance fee (after the first year) in the amount of $6,220.00. Funds are budgeted in the FY13 Budget: LOST/Public Safety – Fire & EMS – Public Safety/LOST – Computer Equipment; 0102 – 410 – 9900 – LOST – 7751. Funds will be budgeted in subsequent budget years to cover the annual maintenance costs.

___________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of____________________, 2013 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