Agenda Item # 11
Columbus Consolidated Government
Council Meeting

July 25, 2017

Agenda Report # 18

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) ANNUAL SOFTWARE SUPPORT: IMAGETREND SOFTWARE FOR FIRE AND EMS

It is requested that Council approve the payment to ImageTrend, Inc. (Lakeville, MN), in the amount of $12,500.00, for the annual software support fee. This payment will cover the period from July 1, 2017 to June 30, 2018.

The ImageTrend software was approved for purchase per Resolution #216-12. It enables Fire/EMS staff to enter patient field reports electronically, as well as, facilitates the posting of the reports to the State’s database within 24 hours.

ImageTrend, Inc., developed the software; consequently, they are the only company able to provide the required support. Therefore, the vendor is considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in the FY18 Budget: General Fund – Information Technology - Software Lease; 0101-210-1000-ISS-6541.
* * * * * * * *

(B) ANNUAL SOFTWARE LICENSE FEE: NEOGOV SOFTWARE FOR HUMAN RESOURCES

It is requested that Council approve the payment to Neogov/GovernmentJobs.com, Inc. (El Segundo, CA), in the amount of $14,000.00, for the annual software license fee. This payment will cover the period from July 28, 2017 to July 27, 2018.

Neogov is the online application and applicant tracking system utilized by Human Resources. The Neogov software system was originally purchased in 2010, in the amount of $22,500, which at the time did not require Council approval.

Neogov/GovernmentJobs.com, Inc., developed the software. Therefore, the vendor is considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in the FY18 Budget: General Fund – Information Technology - Software Lease; 0101-210-1000-ISS-6541.
* * * * * * * *

(C) VIDEO VISITATION SYSTEM FOR MUSCOGEE COUNTY JAIL

It is requested that Council approve the purchase of a new video visitation system from Lightspeed Data Links (Columbus, GA) in the amount of $ $495,694.00; an initial $80,000.00 payment will be made to Lightspeed Data Links upon completion of the installation. It is further requested that Council approve the City Manager and Sheriff to enter into an Equipment Lease with a purchase option with Family Holdings Sub, LLC in order to fund the remaining balance due for the equipment.

Lightspeed Data Links will provide a new video visitation system that is designed with Cisco connection software and hardware. The cost of the new system includes installation, integration, retrofitting, deployment, training, software and hardware.

Funding for the initial $80,000.00 payment is available in the Sheriff’s FY18 OLOST appropriation. Family Holdings Sub, LLC will finance the remaining principal amount of $415,694.00 through a lease purchase agreement. $45,643.19 in interest will also be paid during the term of the lease bringing the total amount of payments under the lease to $461,337.19. Funding for the lease payments are expected to come from the Sheriff’s Commissary Fund and OLOST appropriations in future years.
* * * * * *

(D) NETWORK SWITCH AND AP BUNDLE FOR VARIOUS DEPARTMENTS

It is requested that Council approve the purchase of Network Switches and AP Bundles from CPak Technology Solutions in the amount of $50,385.20. The purchase will be made by cooperative purchase via Georgia Statewide Contract # 99999-SPDT20120501-0006.

The Information Technology Department has determined the network switches and AP bundles are needed for the following areas:

-Upgrade the Human Resources Department so they will be able to use the new computers being deployed for the Advantage 360 system;
-Upgrade the 6th floor to enable wireless coverage and video capabilities;


Funds are budgeted in the FY18 Budget as follows: $8,262.52 budgeted in General Fund – Information Technology – Software Lease, 0101 – 210 – 1000 – ISS - 6541; $11,987.44 budgeted in General Fund – Information Technology – Computer Equipment Maintenance, 0101 – 210 – 1000 – ISS -6511; $4,942.64 budgeted in LOST-Infrastructure Fund – Information Technology – Infrastructure-LOST – Computer Equipment; 0109 - 210 – 9901 – ISS – 7751; and $25,192.60 budgeted in LOST/Public Safety – Police – Public Safety/LOST - Capital Expend - Over $5,000; 0102– 400 – 9900 – LOST – 7761.
* * * * * *

(E) ANNUAL AMBULANCE SERVICE LICENSE FEES FOR FIRE/EMS

It is requested that Council approve payment to the Georgia Department of Public Health, in the amount of $17,900.00 for ambulance service license fees. This payment is required annually for ambulances operated by the Fire/EMS Department.

Funds are budgeted in the FY18 Budget: General Fund – Fire/EMS – Fire/EMS Operations – Taxes/Licenses;
0101 – 410 – 2100 – FOPR – 9212.
“ITEM A”

A RESOLUTION
NO. _____

A RESOLUTION AUTHORIZING PAYMENT TO IMAGETREND, INC (LAKEVILLE, MN), IN THE AMOUNT OF $12,500.00, FOR THE ANNUAL SOFTWARE SUPPORT FEE. THIS PAYMENT WILL COVER THE PERIOD FROM JULY 1, 2017 TO JUNE 30, 2018.

WHEREAS, the ImageTrend software was approved for purchase per Resolution #216-12. It enables Fire/EMS staff to enter patient field reports electronically, as well as, facilitates the posting of the reports to the State’s database within 24 hours; and,

WHEREAS, ImageTrend, Inc., developed the software; consequently, they are the only company able to provide the required support. Therefore, the vendor is considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.

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

That the City Manager is hereby authorized to make payment to ImageTrend, Inc. (Lakeville, MN), in the amount of $12,500.00, for annual software support fee. This payment will cover the period from July 1, 2017 to June 30, 2018. Funds are budgeted in the FY18 Budget: General Fund – Information Technology – Software Lease; 0101 – 210 – 1000 – ISS - 6541.
______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2017 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 PAYMENT TO NEOGOV/GOVERNMENTJOBS.COM, INC. (EL SEGUNDO, CA), IN THE AMOUNT OF $14,000.00, FOR THE NEOGOV ANNUAL SOFTWARE LICENSE FEE. THIS PAYMENT WILL COVER THE PERIOD FROM JULY 28, 2017 TO JULY 27, 2018.

WHEREAS, Neogov is the online application and applicant tracking system utilized by Human Resources. The Neogov software system was originally purchased in 2010, in the amount of $22,500, which at the time did not require Council approval; and,

WHEREAS, Neogov/GovernmentJobs.com, Inc., developed the software. Therefore, the vendor is considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.

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

That the City Manager is hereby authorized to make payment to to Neogov/GovernmentJobs.com, Inc. (El Segundo, CA), in the amount of $14,000.00, for the Neogov annual software license fee. This payment will cover the period from July 28, 2017 to July 27, 2018. Funds are budgeted in the FY18 Budget: General Fund – Information Technology – Software Lease; 0101 – 210 – 1000 – ISS - 6541.
______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2017 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 PURCHASE OF A NEW VIDEO VISITATION SYSTEM FROM LIGHTSPEED DATA LINKS (COLUMBUS, GA) AT THE TOTAL COST OFOF $495,694.00; AN INITIAL $80,000.00 PAYMENT WILL BE MADE TO LIGHTSPEED DATA LINKS UPON COMPLETION OF INSTALLATION; THE REMAINING PRINCIPAL DUE TO BE FINANCED VIA A LEASE PURCHASE AGREEMENT WITH FAMILY HOLDINGS, SUB, LLC.

WHEREAS, Lightspeed Data Links will provide a new video visitation system that is designed with Cisco connection software and hardware. The cost of the new system is $495,694.00 which includes installation, integration, retrofitting, deployment, training, software and hardware; and,

WHEREAS, Lightspeed Data Links will receive an $80,000 payment upon the completion of installation of the equipment from the Sheriff’s FY18 OLOST appropriations; and,

WHEREAS, Family Holdings, Sub, LLC has agreed to offer a lease purchase agreement to finance the remaining principal due on the equipment for a total of payments; the interest due on the lease will not exceed $45,643.19, and the Sheriff will have the option to purchase the equipment for $1.00 at the conclusion of the lease. Funding for lease payments are expected to come from the Sheriff’s Commissary Fund and OLOST appropriations in future years.

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

That the City Manager and Sheriff are hereby authorized to purchase a new video visitation system from Lightspeed Data Links (Columbus, GA) in the amount of $541,337.20; an initial $80,000.00 payment will be made to Lightspeed Data Links upon completion of the installation. To fund the remaining balance due for the equipment, the City Manager and Sheriff are hereby authorized to enter into an Equipment Lease with a purchase option with Family Holdings Sub, LLC in substantially the form attached.
_______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2017 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
Equipment Lease

This equipment lease ("Lease") is made and effective _______________, 2017 by and between Family Holdings Sub, LLC, a Georgia limited liability company (the "Lessor"), and the the Columbus, Georgia Consolidated Government (“CCG”) acting to procure equipment for the use of the Sheriff of Muscogee County (“the Sheriff”) in the Muscogee County Jail (collectively, the “Lessee”).

1. Lessor hereby leases to Lessee, and Lessee hereby leases from Lessor, the following described equipment: a video visitation system more particularly described in Exhibit A attached hereto and made a part hereof (the "Equipment").

2. The initial term of this Lease shall commence upon installation of the Equipment, which shall occur no later than October 1, 2017, and expire on June 30, 2018. It shall automatically renew for three additional one year terms unless written notice of non-renewal is given by the Sheriff or the City Manager to Lessor at least thirty (30) days in advance of the first payment date of the next term. The (“Final Term”) of the Lease shall commence on July 1, 2021, and the Lease shall expire on August 1, 2021.

3. The rent for the Equipment shall be paid in the amounts and on the dates as set forth in Exhibit B. Rent shall be made at Lessor’s place of business, or any other place of business as Lessor or its assignee may direct installments. Any rent payment not made by the due day shall be considered overdue, and Lessor may levy a late payment charge equal to one percent (1%) per month on any overdue amount. Partial Month Rent shall be prorated.

4. Lessee shall use the Equipment in a careful and proper manner and shall comply with and conform to all national, state, municipal, police and other laws, ordinances and regulations in any way relating to the possession, use or maintenance of the Equipment.

5. Lessor disclaims any and all other warranties, express or implied, including but not limited to implied warranties of merchantability and fitness for a particular purpose, except that Lessor warrants that Lessor has the right to lease the Equipment, as provided in this Lease.

6. Sheriff, or its contractor, at its own cost and expense, shall keep the Equipment in good repair, condition and working order and shall furnish any and all parts, mechanisms and devices required to keep the Equipment in good mechanical working order.

7. Lessee hereby assumes and shall bear the entire risk of loss and damage to the Equipment during the term of the Lease. No loss or damage to the Equipment or any part thereof shall impair any obligation of Lessee under this Lease, which shall continue in full force and effect through the term of the Lease.

8. This Lease is intended by the parties to comply with the provisions of O.C.G.A. 36-60-13. Lessor shall retain all title and ownership in the Equipment throughout the term of the Lease and any renewals. If the Lease is terminated by a Notice of Termination given by Lessee in accordance with paragraph 3 above, the Lessee shall owe no further payments under the Lease; provided that upon such termination, Lessee shall return the Equipment to Lessor in good repair, condition and working order, ordinary wear and tear resulting from proper use thereof alone excepted, by delivering the Equipment at Lessee's cost and expense to such place as Lessor shall specify within the city or county in which the same was delivered to Lessee.

9. Upon Lessor’s receipt from Lessee, of the total rent under this Lease in the amount of $461,337.20), Lessee shall have the option to purchase the Equipment for One Dollar ($1.00) and shall be deemed to have exercised such option unless it shall have provided notice of the non-exercise of such option to Lessor at least 30 days prior to the Final Payment Date. By giving 30 days advance notice to Lessor, the Lessee may exercise its option to purchase the Equipment for One Dollar ($1.00) on any earlier Payment Date set forth on Exhibit B by making the full rental payment otherwise due on that date and also paying the remaining principal amount owed as shown on Exhibit B. No prepayment penalty shall be assessed.

10. Lessee shall upon request of Lessor provide a letter stating that it is self-insured against loss of and damage to the Equipment for not less than the full replacement value of the Equipment.

11. If Lessee fails to pay any rent or other amount herein provided within thirty (30) days after the same is due and payable, Lessor shall have the right to exercise the following remedies: To take possession of the Equipment, without demand or notice, wherever same may be located, without any court order or other process of law; to terminate this Lease; and to use all available legal remedies to collect any amounts already past due or becoming due for any period of time during prior to the Lessor taking or being delivered possession of the Equipment.

12. Lessee hereby waives any and all damages occasioned by such taking of possession.

13. Lessee shall not assign this Lease or its interest in the Equipment without the prior written consent of Lessor. This Lease shall be binding on, and inure to, the benefit of the contracting parties and their respective heirs, successors, legal representatives and assigns, when permitted by this Lease.

14. The invalidity or unenforceability of any provision in this Agreement shall not cause any other provision to be invalid or unenforceable.

15. All notices, consents, waivers or other communications, except invoices, required or permitted under this Lease shall be sent by certified mail, return receipt requested, and shall be deemed to have been given when mailed to the parties at their respective addresses set forth below or when mailed to the last address providing in writing to the other party by the addressee:


Family Holdings Sub, LLC Columbus Consolidated Government
600 Brookstone Centre Parkway Attn. Finance Director
Columbus, GA 31904 100 10th Street, 5th Floor
Columbus, GA 31901

Government Center
100 10th Street, 4th Floor

16. This Lease shall be construed and enforced according to laws of the State of Georgia. This instrument constitutes the entire agreement between the parties on the subject matter hereof and it shall not be amended, altered or changed except by a further writing signed by the parties hereto.


[Signatures Appear on the Following Page]

The parties hereto have executed this Lease as of the day and year first above written.

Lessee:

Muscogee COUNTY SHERIFF

By:

Printed Name:

Title:

Date:

COLUMBUS, GEORGIA CONSOLIDATED GOVERNMENT

By:

Isaiah Hugley

City Manager

Date: ____________________

Lessor: Family Holdings Sub, LLC

By:

Printed Name:

Title:

Date:


Exhibit A – Equipment and Pricing

Lightspeed Datalinks Designed with Cisco Connection Software and Hardware
Qty
Part NumberDescriptionUnit PriceLine Total
1068
LDL-INST (Hrs)Installation, integration, retrofitting & deployment
$85
$90,780
1
LDL-3205Training Administration, Staff & End Users
$4,500
$4,500
0
LDL-3101Implementation of System & 6 Months On-Site Hardware/Software Maintenance
$27,760
$0
1
LDL-3302Travel & Lodging (2 Factory Engineers - Comm SW & Cisco)
$4,500
$4,500
1
LDL-4105System Software Licenses *
$28,745
$28,745
PARTS
Qty
Part NumberDescriptionUnit PriceLine Total
120
LDL-1220
Visitation End User Device
$1,218
$146,154
1
LDL-1214
End User Device Software License *
$26,000
$26,000
2
LDL-1210
Visitor Monitor
$769
$1,538
1
LDL-1313
Visitor Manager: Quick Connect *
$5,500
$5,500
1
LDL-1315
Visitor Module
$0
$0
1
LDL-1304
Scheduling Module *
$5,500
$5,500
1
LDL-1314
Visitor Notification: AutoDialer *
$3,195
$3,195
1
LDL-1307
Visitor E-mail Module
$15,500
$15,500
2
LDL-K9
Lightspeed-Communications Server(s) - Redundant RAID
$14,635
$29,271
1
LDL-K9
Communication Software Licensing (Jabber/Voice/Features) *
$30,812
$30,812
10
LDL-48TS-S
Enterprise 48 Port Ethernet Switch w/ 4 SFP Combo Ports
$2,110
$21,100
1
LDL-12S-12
Layer 3 Enterprise Switch 12 Modular Gig Ports
$4,984
$4,984
22
LDLSFP
Gig Module for 3750
$125
$2,750
10
LDL Panel
48 Port Patch Panel
$87
$870
9
Wall Rack
8U Wall Mount Rack for Patch Panel & Switch
$130
$1,170
2
37UCab
37U Locking Network Cabinet with Fans
$3,371
$6,742
1
LDL-SMT1500R
APC Smart Battery Backup Rackmount 1500VA
$695
$695
1
LDL-AP9670
APC Smart Battery Backup Management Card
$375
$375
1
LDL1941/K9
1941 Integrated Services Router
$1,784
$1,784
10
6-PairMMFiber
6 Strand MultiMode Gigabyte Fiber w/ Termination & Install
$2,273
$22,730
1
APC AP5808
APC Rack Mount 8 Port KVM with LCD, Keyboard & Mouse
$1,499
$1,499
120
Retrofit plate
Mounting Bracket & Retrofitting for Legacy Enclosures
$175
$21,001
Contingency
$12,000
Parts Total
$361,169
Subtotal
$489,694
* denotes Visitation System software
Shipping
$6,000
Tax
n/a
Total
$495,694

Exhibit B
PAYMENT SCHEDULE


Payment Date
Lease Payment Due
Remaining Principal Owed
2/1/2018
$ 57,667.15 $ 367,899.58
8/1/2018
$ 57,667.15 $ 318,970.05
2/1/2019
$ 57,667.15 $ 268,878.44
8/1/2019
$ 57,667.15 $ 217,597.16
2/1/2020
$ 57,667.15 $ 165,097.94
8/1/2020
$ 57,667.15 $ 111,351.87
2/1/2021
$ 57,667.15 $ 56,329.33
8/1/2021
$ 56,329.33 $ -0- -

__________________________________________________________________________________________________________________________________

“ITEM D”
A RESOLUTION
NO. _______

A RESOLUTION AUTHORIZING THE PURCHASE OF NETWORK SWITCHES AND AP BUNDLES FROM CPAK TECHNOLOGY SOLUTIONS IN THE AMOUNT OF $50,385.20. THE PURCHASE WILL BE MADE BY COOPERATIVE PURCHASE VIA GEORGIA STATEWIDE CONTRACT # 99999-SPDT20120501-0006.

WHEREAS, the Information Technology Department has determined the network switches and AP bundles are needed for the following areas:

-Upgrade the 6th floor to enable wireless coverage and video capabilities;
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to purchase of Network Switches and AP Bundles from CPak Technology Solutions in the amount of $50,385.20. The purchase will be made by cooperative purchase via Georgia Statewide Contract # 99999-SPDT20120501-0006. Funds are budgeted in the FY18 Budget as follows: $8,262.52 budgeted in General Fund – Information Technology – Software Lease, 0101 – 210 – 1000 – ISS - 6541; $11,987.44 budgeted in General Fund – Information Technology – Computer Equipment Maintenance, 0101 – 210 – 1000 – ISS -6511; $4,942.64 budgeted in LOST-Infrastructure Fund – Information Technology – Infrastructure-LOST – Computer Equipment; 0109 -210 – 9901 – ISS – 7751; and $25,192.60 budgeted in LOST/Public Safety – Police – Public Safety/LOST - Capital Expend - Over $5,000; 0102– 400 – 9900 – LOST – 7761.
___________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2017 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 E”
A RESOLUTION
NO. _____

A RESOLUTION AUTHORIZING PAYMENT TO THE GEORGIA DEPARTMENT OF PUBLIC HEALTH, IN THE AMOUNT OF $17,900.00 FOR AMBULANCE SERVICE LICENSE FEES. THIS PAYMENT IS REQUIRED ANNUALLY FOR AMBULANCES OPERATED BY THE FIRE/EMS DEPARTMENT.

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

That the City Manager is hereby authorized to make payment to the Georgia Department of Public Health, in the amount of $17,900.00 for ambulance service license fees. This payment is required annually for ambulances operated by the Fire/EMS Department. Funds are budgeted in the FY18 Budget: General Fund – Fire/EMS – Fire/EMS Operations – Taxes/Licenses; 0101 – 410 – 2100 – FOPR – 9212.
____________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the______ day of ____________, 2017 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