Agenda Item # 6
Columbus Consolidated Government
Council Meeting

August 22, 2017

Agenda Report # 28

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


A) MEMBERSHIP DUES FOR GEORGIA MUNICIPAL ASSOCIATION

It is requested that Council approve payment to the Georgia Municipal Association (GMA) in the amount of $34,923.49 for 2017 - 2018 membership dues for the City of Columbus, Georgia.

GMA is a voluntary, non-profit organization that provides legislative advocacy, education, employee benefit and technical consulting services to its members.

Funds are budgeted in the FY18 Budget: General Fund - Legislative – City Council - Membership Dues and Fees; 0101-100-1000-CNCL-6657.
* * * * * *

(B) VEHICLE WRAP GRAPHICS FOR WIOA MOBILE CAREER UNIT – PQ NO. 17-0011

It is requested that Council approve the purchase of one (1) vehicle wrap in the amount of $11,367.00 from Tricia Browning Design Group (LaGrange, GA) for use by the Columbus Consolidated Government Job Training Division on the Workforce Innovation and Opportunity Act (WIOA) Mobile Career Unit.

The wrap will replace an existing wrap on the vehicle that has become outdated due to updates made to the Worksource Georgia Unified Branding Standards.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Three (3) quotes were received on June 14, 2017. This quote has been advertised, opened and reviewed. The bidders were:

Sunshine Banners and Signs
(Columbus, GA)
Tricia Browning Design Group
(LaGrange, GA)
Signature Graphics, Inc.
(Atlanta, GA) **
Vehicle Wrap -Sides
5602.56
6300.00
900.00
Vehicle Wrap – Back
641.76
672.00
350.00
Vehicle Wrap – Front
114.60
120.00
190.00
Installation
6000.00
4275.00
140.00
Total Cost
$ 12,358.92
$ 11,367.00
$ 5,140.00
Vendor to complete installation within _____ days from receipt of order
30 Days
10 Days
45 Days
**Submission deemed non-responsive due to missing E-Verify Affidavit. "O.C.G.A. 13-10-91(b)(1) states, in part, “A public employer shall not enter into a contract … for the physical performance of services unless the contractor registers and participates in the federal work authorization program. Before a bid for any such service is considered by a public employer, the bid shall include a signed, notarized affidavit from the contractor….”

Funds are budgeted in the FY18 Budget as follows: Job Training Partner Program Fund – JTPA – Non-Direct Cost Pool – POOL – Operating Materials; 0220-680-6000-POOL-6728.
* * * * * *

(C) SPECIAL OPERATIONS EQUIPMENT – RFB NO. 18-0003

It is requested that Council approve the purchase of Special Operations Equipment in the amount of $14,800.00 from Sarkar Tactical, Inc. (El Paso, TX) for use by the Columbus Consolidated Government Police Department.

The equipment will consist of the following: fifty (50) G1 Protective Suits, fifty (50) G1 Helmets, fifty (50) Tactical Shields, and fifty (50) Shield Placards. The new equipment will provide improved coverage and protection for the Officers; and better accommodate a wider range of body dimensions.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Five (5) bid responses were received on July 26, 2017. This RFB has been advertised, opened and reviewed. The following vendors submitted bids: Sirchie Fingerprint Labs (Youngsville, NC), SRT Supply (St. Petersburg, FL), BZ Defense, LLC (Los Angeles, CA), Galls, LLC (Lexington, KY), and Sarkar Tactical, Inc. (El Paso, TX). Bid responses are listed on the attached tabulation.

Final Tab 18-0003.REV.docxFinal Tab 18-0003.REV.docx

After the bid responses were reviewed, samples were requested of the responsive vendors. Police Department officials tested each suit to determine which product best met their needs.

Funds are budgeted in the FY18 Budget as follows: General Fund – Police – Support Services –STAF – Operating Materials; 0101-400-2200-STAF-6728.
* * * * * *

(D) SEARCH & SUPPORT SMALL UNMANNED AIRCRAFT SYSTEM (sUAS) – RFB NO. 18-0004

It is requested that Council approve the purchase of one (1) search & support small unmanned aircraft system (sUAS) kit in the amount of $16,670.00 from Physical Sciences Inc. (Andover, MA) for use by the Columbus Consolidated Government Police Department.

The aircraft will be used to search for lost children, injured persons and those not wanting to be found. Searches may be done in any lighting condition and all but the most severe weather.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Two (2) responses were received on August 2, 2017. This bid has been advertised, opened and reviewed. The bidders were:

Physical Sciences Inc.*
(Andover, MA)
Security Centres International (USA) LLC
(Lookout Mountain, GA)**
Make/Model:
InstantEye Mk2 Gen3-A0
InstantEye Mk2 Gen 3
Unit
Cost
Ext.
Cost
Unit
Cost
Ext.
Cost
Search & Support Small Unmanned Aircraft System (sUAS) (InstantEye Mk2 Gen 3 or Equivalent)
14,170.00
$ 14,170.00
14,160.00
$ 14, 160.00
Manufacturer Level Training, approximately eight (8) students
(4 Students) 2,500
(8 Students) $ 5,000.00
5,000.00
$ 5,000.00
Total Cost
$ 19,170.00
$ 19,160.00
Total Cost for Aircraft Kit & Four Students
$ 16,670.00*
* Physical Sciences Inc. has agreed to reduce the number of students to be trained from eight to four, for a savings of $2,500.00.

** Per bid specifications, Security Centres International was permitted two (2) business days to provide information omitted from original submission; with the stipulation that information submitted after bid opening shall not affect bid price. At the close of the second day, the requested information was not provided in full. Additionally, the vendor made changes to their original price. Therefore, Security Centres International was deemed non-responsive to this RFB and has been notified in writing.

Funds are budgeted in the FY18 Budget as follows: General Fund – Police – Field Operations – FILD – Capital Expend – Over $5,000; 0101-400-2300-FILD-7761.
* * * * * *

(E) REPAIR OF 2012 AL JON 50 TON TRASH COMPACTOR

It is requested that Council approve payment to Tractor & Equipment Company (Birmingham, AL) in the amount of $48,066.33, for the repair of a trash compactor, Vehicle #11354.

The 2012 Al Jon 50 Ton Trash Compactor went down on July 5, 2017. The left final drive and drive motor failed. The cause of this failure was due to the mounting hardware failure which allowed the drive motor to set incorrectly.

This equipment is used in the daily operations of the Pinegrove Landfill to compact waste to the appropriate density to assist with the disposal of putrescible waste. Therefore, immediate repairs were needed. Due to the closure of Al-Jon Manufacturing, parts availability is scarce. Fleet Maintenance was able to locate a final drive motor assembly, which was the only assembly available, at Tractor & Equipment Co. Therefore, the vendor is deemed an only known source per the Procurement Ordinance, Article 3-114.

The costs for this assembly and shipping is $48,066.33. The cost to replace this equipment, or a similar piece of equipment is approximately $625,000, and the trade in value is approximately $208,000.

Funds are available in the FY18 Budget: Integrated Waste Management Fund – Public Works – Pine Grove Landfill - Auto Parts and Supplies; 0207 – 260 – 3560 – PGRO - 6721.

“ITEM A”

A RESOLUTION
NO._______

A RESOLUTION AUTHORIZING PAYMENT TO THE GEORGIA MUNICIPAL ASSOCIATION (GMA), IN THE AMOUNT OF $34,923.49, FOR 2017 - 2018 MEMBERSHIP DUES.

WHEREAS, membership dues are for the City of Columbus, Georgia; and,

WHEREAS, GMA is a voluntary, non-profit organization that provides legislative advocacy, educational, employee benefit and technical consulting services to its members.

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

That the City Manager is hereby authorized to render payment to the Georgia Municipal Association, in the amount of $34,923.49 for 2017 - 2018 membership dues for the City of Columbus, Georgia. Funds are budgeted in the FY18 Budget: General Fund - Legislative – City Council - Membership Dues and Fees; 0101-100-1000-CNCL-6657.
_______________

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 ONE (1) VEHICLE WRAP, IN THE AMOUNT OF $11,367.00, FROM TRICIA BROWNING DESIGN GROUP (LAGRANGE, GA) FOR USE BY THE COLUMBUS CONSOLIDATED GOVERNMENT JOB TRAINING DIVISION.

WHEREAS, the wrap will replace an existing wrap on the vehicle that has become outdated due to updates made to the Worksource Georgia Unified Branding Standards.

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

That the City Manager is hereby authorized to purchase one (1) vehicle wrap graphic from Tricia Browning Design Group (LaGrange, GA) in the amount of $11,367.00. Funds are budgeted in the FY18 Budget as follows: Job Training Partner Program Fund – JTPA – Non-Direct Cost Pool – POOL – Operating Materials; 0220-680-6000-POOL-6728.
__________________

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 SPECIAL OPERATIONS EQUIPMENT, IN THE AMOUNT OF $14,800.00, FROM SARKAR TACTICAL, INC. (EL PASO, TX) FOR USE BY THE COLUMBUS CONSOLIDATED GOVERNMENT POLICE DEPARTMENT.

WHEREAS, the equipment will consist of the following: fifty (50) G1 Protective Suits, fifty (50) G1 Helmets, fifty (50) Tactical Shields, and fifty (50) Shield Placards; and,

WHEREAS, the new equipment will provide improved coverage and protection of the Officers; and,

WHEREAS, the Columbus Police Department has reviewed samples from the responsive bidders to determine equivalency.

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

That the City Manager is hereby authorized to purchase Special Operations Equipment from Sarkar Tactical, Inc. (El Paso, TX) in the amount of $14,800.00. Funds are budgeted in the FY18 Budget as follows: General Fund – Police – Support Services –STAF – Operating Materials; 0101-400-2200-STAF-6728.
__________________

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 D”

A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) SEARCH & SUPPORT SMALL UNMANNED AIRCRAFT SYSTEM (sUAS), IN THE AMOUNT OF $16,670.00, FROM PHYSICAL SCIENCES INC. (ANDOVER, MA) FOR USE BY THE COLUMBUS CONSOLIDATED GOVERNMENT POLICE DEPARTMENT.

WHEREAS, the aircraft will be used to search for lost children, injured persons and those not wanting to be found; and,

WHEREAS, the searches may be done in any lighting condition and all but the most severe weather.

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

That the City Manager is hereby authorized to purchase one (1) Search & Support Small Unmanned Aircraft System (sUAS) from Physical Sciences Inc. (Andover, MA) in the amount of $16,670.00. Funds are budgeted in the FY18 Budget as follows: General Fund – Police – Field Operations – FILD – Capital Expend – Over $5,000; 0101-400-2300-FILD-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 TRACTOR & EQUIPMENT COMPANY (BIRMINGHAM, AL) IN THE AMOUNT OF $48,066.33, FOR THE REPAIR OF A TRASH COMPACTOR, VEHICLE #11354.

WHEREAS, the 2012 Al Jon 50 Ton Trash Compactor went down on July 5, 2017. The left final drive and drive motor failed. The cause of this failure was due to the mounting hardware failure which allowed the drive motor to set incorrectly; and,

WHEREAS, this equipment is used in the daily operations of the Pinegrove Landfill to compact waste to the appropriate density to assist with the disposal of putrescible waste. Therefore, immediate repairs were needed. Due to the closure of Al-Jon Manufacturing, parts availability is scarce. Fleet Maintenance was able to locate a final drive motor assembly, which was the only assembly available, at Tractor & Equipment Co. Therefore, the vendor is deemed an only known source per the Procurement Ordinance, Article 3-114.

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

That the City Manager is hereby authorized to make payment to Tractor & Equipment Company (Birmingham, AL) in the amount of $48,066.33, for the repair of a trash compactor, Vehicle #11354. Funds are available in the FY18 Budget: Integrated Waste Management Fund – Public Works – Pine Grove Landfill - Auto Parts and Supplies; 0207 – 260 – 3560 – PGRO - 6721.
_________________

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