Agenda Item # 5
Columbus Consolidated Government
Council Meeting

May 26, 2015

Agenda Report # 118

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) SURPLUS VEHICLE EXCHANGE WITH MUSCOGEE COUNTY SCHOOL DISTRICT

It is requested that Council approve the acceptance of one (1) salvaged 72-passenger school bus from the Muscogee County School District (MCSD) in exchange for three (3) CCG surplus sedans, which will become available late July/August of 2015.

Two years ago (May 28, 2013), Per Resolution #188-13, Council approved to exchange six (6) city-owned surplus vehicles for four (4) Muscogee County School District (MCSD) salvaged buses. The largest of those buses was used to transport up to 148 inmates, per day, to and from the Muscogee County Prison (MCP) for various worksites. The transmission went out in that bus, which has caused a tremendous burden on the Waste Collection Division getting inmates to the job sites. The cost of $22,000 to repair the vehicle is cost prohibitive. Therefore, the Fleet Manager contacted MCSD to see if they had any buses scheduled for salvage, which would meet Columbus Consolidated Government (CCG) needs for transporting inmates. The School District has almost completed their approval process for this exchange. However, Council approval is required to proceed.
MCSD understands the City’s urgent need for the bus and is willing to wait for the City’s surplus vehicles to become available when the Columbus Police Department will start turning in vehicles for replacement.

Therefore, with Council approval, the City will accept the one (1) salvaged bus from the School District. In July/August 2015, after three (3) CCG sedans are declared surplus, the vehicles will be turned over to the Muscogee School District to complete the exchange.
* * * * * * * * *

(B) STATE MANDATED SOLID WASTE DISPOSAL FEES

It is requested that Council approve payment to Georgia Department of Natural Resources for state mandated solid waste disposal fees in the amount of $49,624.90. A total of 67,516.86 tons of solid waste was disposed, at Pine Grove Landfill, between January 1, 2014 and December 31, 2014.

Funds are budgeted in the FY15 Budget: Integrated Waste Management Fund - Public Services - Pine Grove Landfill – State Mandated Waste Dump Fees; 0207-260-3560-PGRO-9208.
* * * * * * * * *

(C) MOBILE/AUTOMATIC LICENSE PLATE READER

It is requested that Council approve the purchase of two (2) mobile/automatic license plate readers from T. J. Madden and Associates (Braselton, GA) in the amount of $40,250.00 by cooperative purchase via Federal Contract Schedule 84, Contract #GS-07F-0004Y.

The mobile/automatic license plate reader is an image-processing technology used to identify vehicles by their license plates. The Police Department will mount the systems on pursuit vehicles to expedite the identification of stolen cars, expired car tags and wanted individuals.

ELSAG is the manufacturer of the mobile/automatic license plate readers. T.J. Madden and Associates is the authorized dealer in Georgia for ELSAG.

Funds are available in the FY15 Budget: General Fund – Police – Support Services - Capital Expend/Over $5,000; 0101 – 400 – 2200 – STAF – 7761.
* * * * * *

(D) AUTOMATIC ANNOUNCEMENT SYSTEMS (ANNUAL CONTRACT) – RFB NO. 15-0024

It is requested that Council approve the purchase of automatic announcement systems from Clever Devices Ltd. (Woodbury, NY) for METRA. The annual department line item budget will be $50,000.00. This line item budget will be used “as needed basis”, for the purchase of the automatic announcement systems, throughout the contract life. Year one will include equipment, installation, training, mapping, engineering and travel expenses. Subsequent years will include only equipment and installation.

Clever Devices Ltd. will provide and install the automatic announcement systems in METRA buses, which allows the passengers to hear clear messages informing them of their upcoming major stops/intersections meeting FTA American with Disability Act (ADA) standards for intersection announcements. This system will be convenient for all customers, especially those customers who are visually or hearing impaired and persons who may be unfamiliar with the route.

The term of this contract period 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.

On February 4, 2015, RFB specifications were posted on the web pages of the Purchasing Division and Georgia Procurement Registry. One bid was received from Clever Devices Ltd., on March 4, 2015. The bid has been advertised, opened and reviewed.

CLEVER DEVICES Ltd. (Woodbury, NY)
Contract Year
Description
Unit Cost
Fixed Cost
1st YearComplete Automatic Announcement System & Installation
$8,233.00
*$40,299.00
2nd YearComplete Automatic Announcement System & Installation
$8,480.00
$28,431.00
3rd YearComplete Automatic Announcement System & Installation
$8,735.00
$29,284.00
4th YearComplete Automatic Announcement System & Installation
$8,998.00
$30,163.00
5th YearComplete Automatic Announcement System & Installation
$9,268.00
$31,068.00
*Fixed Cost for the first year includes training, mapping and travel expense. The remaining years do not include training, mapping and travel expenses. If no buses are retrofitted in the first year, training, mapping, and travel will have to be quoted.

Funds are budgeted each fiscal year for this on-going expense: Transportation Fund – METRA FTA - Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761. This is funded 80% Federal, 10% State and 10% Local.
* * * * * *

(E) 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 #R142101. 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 1, 2015 through March 31, 2018. This contract may be renewed annually for an additional two (2) years if mutually agreed by Region 4 ESC/TCPN and Fastenal Company

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 2015. 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 THE ACCEPTANCE OF ONE (1) SALVAGED 72-PASSENGER SCHOOL BUS FROM THE MUSCOGEE COUNTY SCHOOL DISTRICT (MCSD) IN EXCHANGE FOR THREE (3) CCG SURPLUS SEDANS, WHICH WILL BECOME AVAILABLE LATE JULY/AUGUST OF 2015.

WHEREAS, two years ago (May 28, 2013), Per Resolution #188-13, Council approved to exchange six (6) city-owned surplus vehicles for four (4) Muscogee County School District (MCSD) salvaged buses. The largest of those buses was used to transport up to 148 inmates, per day, to and from the Muscogee County Prison (MCP) for various worksites. The transmission went out in that bus, which has caused a tremendous burden on the Waste Collection Division getting inmates to the job sites. The cost of $22,000 to repair the vehicle is cost prohibitive; and,

WHEREAS, the Fleet Manager contacted MCSD to see if they had any buses scheduled for salvage, which would meet Columbus Consolidated Government (CCG) needs for transporting inmates. The School District has almost completed their approval process for this exchange. However, Council approval is required to proceed; and,

WHEREAS, MCSD understands the City’s urgent need for the bus and is willing to wait for the City’s surplus vehicles to become available when the Columbus Police Department will start turning in vehicles for replacement.

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

That the City Manager is hereby authorized to accept of one (1) salvaged 72-passenger school bus from the Muscogee County School District (MCSD) in exchange for three (3) CCG salvaged sedans, which will become available late July/August of 2015. After three (3) CCG sedans are declared surplus, the vehicles will be turned over to the Muscogee School District to complete the exchange.
___________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of_____________ 2015, and adopted at said meeting by the affirmative vote of ______ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck 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 B”

A RESOLUTION

NO._______



A RESOLUTION AUTHORIZING PAYMENT TO GEORGIA DEPARTMENT OF NATURAL RESOURCES FOR STATE MANDATED SOLID WASTE DISPOSAL FEES IN THE AMOUNT OF $49,624.90.


WHEREAS, a total of 67,516.86 tons of solid waste was disposed, at Pine Grove Landfill, between January 1, 2014 and December 31, 2014.

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

That the City Manager is hereby authorized to make payment to Georgia Department of Natural Resources for state mandated solid waste disposal fees in the amount of $49,624.90. Funds are budgeted in FY15 Budget: Integrated Waste Management Fund - Public Services - Pine Grove Landfill – State Mandated Waste Dump Fees; 0207-260-3560-PGRO-9208.

________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ___________ 2015, and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck 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 C”

A RESOLUTION

NO.______




A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) MOBILE/AUTOMATIC LICENSE PLATE READERS FROM T.J. MADDEN AND ASSOCIATES (BRASELTON, GA) IN THE AMOUNT OF $40,250.00 BY COOPERATIVE PURCHASE VIA FEDERAL CONTRACT SCHEDULE 84, CONTRACT #GS-07F-0004Y.

WHEREAS, the mobile/automatic license plate reader is an image-processing technology used to identify vehicles by their license plates. The Police Department will mount the system on pursuit vehicles to expedite the identification of stolen cars, expired car tags and wanted individuals; and,

WHEREAS, ELSAG is the manufacturer of the mobile/automatic license plate readers. T.J. Madden and Associates is the authorized dealer in Georgia for ELSAG.

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

That the City Manager is hereby authorized to purchase of two (2) mobile/automatic license plate readers from T.J. Madden and Associates (Braselton, GA) in the amount of $40,250.00 by cooperative purchase via Federal Contract Schedule 84, Contract #GS-07F-0004Y. Funds are available in the FY15 Budget: General Fund – Police – Support Services - Capital Expend/Over $5,000; 0101 – 400 – 2200 – STAFF – 7761.

________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________ 2015, and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck 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 PURCHASE OF AUTOMATIC ANNOUNCEMENT SYSTEMS, FOR METRA, FROM CLEVER DEVICES LTD. FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $50,000.00.

WHEREAS, the annual department line item budget will be $50,000.00. This line item budget will be used “as needed basis”, for the purchase of the automatic announcement systems, throughout the contract life. Year one will include equipment, installation, training, mapping, engineering and travel expenses. Subsequent years will include only equipment and installation. Clever Devices Ltd will provide and install the automatic announcement systems in METRA buses, which allows the passengers to hear clear messages informing them of their upcoming major stops/intersections meeting FTA American with Disability Act (ADA) standards for intersection announcements. This system will be convenient for all customers, especially those customers who are visually or hearing impaired and persons who may be unfamiliar with the route, and;

WHEREAS, the contract term 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.

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

That the City Manager is hereby authorized to the purchase of Automatic Announcement Systems from Clever Devices Ltd for the estimated annual contract amount of $50,000.00. Funds are budgeted each fiscal year for this on-going expense: Transportation Fund – METRA FTA - Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761. This is funded 80% Federal, 10% State and 10% Local.
______________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the ________ day of ____________ 2015, and adopted at said meeting by the Affirmative vote of ________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck 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 E”
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 #R142101, 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, 2018; and,
WHEREAS, the term of the contract effective date is April 1, 2015 through March 31, 2018. This contract may be renewed annually for an additional two (2) years if mutually agreed by Region 4 ESC/TCPN and Fastenal Company.


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, #R142101 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 ____________ 2015, and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck 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