Agenda Item # 5
Columbus Consolidated Government
Council Meeting

July 8, 2014

Agenda Report # 05


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) ANNUAL SOFTWARE LICENSE MAINTENANCE FOR PERMITTING SYSTEM AND BUSINESS LICENSE SYSTEM

It is requested that Council approve the payment to Tyler Technologies (Dallas, TX) in the amount of $59,947.20 for annual software license maintenance for the Energov Software Permitting System utilized by Inspections and Code; and the Energov Software Business License System utilized by the Finance Department’s Revenue Division. This maintenance payment will cover ongoing support for both systems from July 1, 2014 through June 30, 2015.

This maintenance provides Information Technology, Inspections and Codes, Engineering, Planning and the Revenue Division with software enhancements, documentation updates, Users Group support and hot line support for the Energov Building Inspection System and Business License System.

Both systems were originally purchased from Energov per Resolution #655-05 for the Business License System; and Resolution #234-08 for the Permitting System. Energov was already providing maintenance support for the Business License system, purchased in 2005. In 2008, during negotiations with Energov to provide the Permitting System, software maintenance for both systems was combined as a cost savings measure. In November 2012, Tyler Technologies acquired Energov.

Funds are budgeted in the FY15 Budget: General Fund – Information Technology – Software Lease; 0101 – 210 – 1000 – ISS – 6541.

* * * * * * * *

(B) CHANGE ORDER 1 FOR SCHATULGA ROAD / CORPORATE RIDGE PARKWAY ROUNDABOUT – RFB NO. 14-0010

It is requested that Council authorize the execution of Change Order 1 with McMath-Turner Construction Company (Columbus, GA) in the amount of $137,653.45. Per Resolution No. 71-13, Council authorized the construction of a roundabout at Schatulga Road and Corporate Ridge Parkway.

The primary reason for Change Order 1 is additional work within the project site, due to the relocation of a loading dock entrance to the NCR facility. This work was not included in the original contract because of a delay in finalizing plans with the property owner. The execution of Change Order 1 will help finalize this project.

DOCUMENT
DESCRIPTION
AMOUNT
Original ContractConstruct a roundabout at Schatulga Road and Corporate Ridge Parkway
$575,641.45
Change Order 1Additional work within the project site due to the relocation of a loading dock entrance to the NCR facility.
137,653.45
New Contract Amount
$713,294.90


Funds are available in the FY15 Budget: 1999 SPLOST – Road/Street/Bridge – General Construction – Corporate Ridge Intersection; 0540-695-2126-TXRB-7661-53037-20120.
* * * * * * * *

(C) ROADWAY AND DRAINAGE IMPROVEMENTS FOR COUNTY LINE ROAD

It is requested that Council authorize the execution of a construction contract with Alexander Contracting Company, Inc. (Fortson, GA) in the amount of 589,505.85 for roadway and drainage improvements for County Line Road.

Per Resolution No. 326-12, Council authorized the execution of an annual contract with Alexander Contracting Company, Gordy Construction Company, and Kam, Inc., to install or replace elements of storm sewer/combined sewer. The services are performed on an “as needed” basis; the Engineering Department solicits quotes from each contractor for each project that arises during the course of the contract. However, because this particular project will be funded with SPLOST interest, Council action is required.

On May 5, 2014, the Engineering Department solicited quotes from the three (3) contractors:

CONTRACTOR
RESPONSE
Alexander Contracting Company, Inc. (Fortson, GA)
$589,505.85
Kam, Inc. (Columbus, GA)
“No Bid”
Gordy Construction Company (Columbus, GA)
“No Bid”

*Both Kam, Inc. and Gordy Construction Company submitted statements of “No Bid”, due to their project schedules.

Funds are available in the FY15 Budget: 1999 SPLOST – Road/Street/Bridge – Road Improvements – County Line Road Improvements; 0540-695-2126-TXRB-7643-xxxxx-20150. SPLOST Interest Income.

* * * * * * * *

(D) E911 CAD/MOBILE DATA TERMINAL (MDT) EQUIPMENT INFRASTRUCTURE MAINTENANCE AND SERVICE

It is requested that Council authorize payment to Motorola Solutions (Atlanta, GA), in the amount of $157,505.16, for annual CAD/Mobile Data Terminal (MDT) hardware maintenance. This payment will cover the period from July 1, 2014 through June 30, 2015.

The maintenance provides hardware support and repair for the MW800 MDT units on a 24/7/365 schedule.

The MDTs are installed in patrol, fire and service vehicles. The units are deployed throughout CCG in the Police Department, Sheriff’s Office, Fire Department & Emergency Medical Services, Marshal’s Office and Inspections & Codes.

All of the equipment is manufactured by Motorola and is proprietary in nature. Therefore, the vendor is the Only Known Source, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in the FY15 Budget: Emergency Telephone Fund – Police – E911 Communications Center – Service Contracts; 0209-400-3220-E911-6513.
* * * * * * * *

(E) ANNUAL MAINTENANCE FOR MUG SHOT SYSTEM

It is requested that Council authorize payment to DataWorks Plus, LLC, in the amount of $36,207.00 for the annual maintenance agreement for the Photo Manager (Mugshot) system utilized at the Jail. The maintenance period will be for one year, from August 1, 2014 through July 31, 2015.

The vendor will provide 24/7 maintenance and support (hardware and software) with remote dial-in analysis. The system supports multiple law enforcement agencies; to include Agency website access to offender photographs and charges.

Resolution No. 233-96 authorized the purchase of the upgraded system from DataWorks Plus (formerly TFP, Inc.). The City has paid for subsequent maintenance agreements since the warranty for the equipment expired. The software and licenses are proprietary to DataWorks Plus. Therefore, the vendor is the only known source per the procurement ordinance.

Funds are budgeted in the FY15 Budget: General Fund - Sheriff – Jail – Contractual Services; 0101-550-2600- JAIL-6319.

* * * * * * * *

(F) IT NETWORK UPGRADE FOR THE ANNEX

It is requested that Council approve the purchase of an upgrade to the IT network at the Annex from Netplicity (Greensboro, GA), in the amount of $56,138.50.

The Inspections and Code and Engineering Departments’ heavy computer usage has exhausted the capacity of the current switches at the Annex. Consequently, the IT network upgrade is needed to increase the speed of the network at the location.

Netplicity (formerly Lightspeed Network Solutions) is the original third party vendor for AT&T to provide telephones and networking solutions for the City’s system. Netplicity has provided software, hardware and consultation for the City’s network for the past several years and has a working knowledge of the City’s system.

Funds are available in the FY15 Budget: LOST Infrastructure Fund– Information Technology – General Construction – Annex IT Upgrade; 0109-210-9901-ISS-7661-xxxxx-20150. LOST Infrastructure Interest and Excess Proceeds.

“ITEM A”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES (DALLAS, TX) IN THE AMOUNT OF $59,947.20 FOR ANNUAL SOFTWARE LICENSE MAINTENANCE FOR THE ENERGOV SOFTWARE PERMITTING SYSTEM UTILIZED BY INSPECTIONS AND CODE; AND THE ENERGOV SOFTWARE BUSINESS LICENSE SYSTEM UTILIZED BY THE FINANCE DEPARTMENT’S REVENUE DIVISION. THIS MAINTENANCE PAYMENT WILL COVER ONGOING SUPPORT FOR BOTH SYSTEMS FROM JULY 1, 2014 THROUGH JUNE 30, 2015.

WHEREAS, this maintenance provides Information Technology, Inspections and Codes, Engineering, Planning and the Revenue Division with software enhancements, documentation updates, Users Group support and hot line support for the Energov Building Inspection System and Business License System; and,

WHEREAS, both systems were originally purchased from Energov per Resolution #655-05 for the Business License System; and Resolution #234-08 for the Permitting System. Energov was already providing maintenance support for the Business License system, purchased in 2005. In 2008, during negotiations with Energov to provide the Permitting System, software maintenance for both systems was combined as a cost savings measure. In November 2012, Tyler Technologies acquired Energov.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS: That the City Manager is hereby authorized to make payment to Tyler Technologies (Dallas, TX) in the amount of $59,947.20 for annual software license maintenance for the Energov Software Permitting System utilized by Inspections and Code; and the Energov Software Business License System utilized by the Finance Department’s Revenue Division. This maintenance payment will cover ongoing support for both systems from July 1, 2014 through June 30, 2015. Funds are budgeted in the FY15 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 ____________, 2014 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 EXECUTION OF CHANGE ORDER 1 WITH MCMATH-TURNER CONSTRUCTION COMPANY (COLUMBUS, GA) IN THE AMOUNT OF $137,653.45.

WHEREAS, Per Resolution No. 71-13, Council authorized the construction of a roundabout at Schatulga Road and Corporate Ridge Parkway; and,

WHEREAS, the primary reason for Change Order 1 is additional work within the project site, due to the relocation of a loading dock entrance to the NCR facility. This work was not included in the original contract because of a delay in finalizing plans with the property owner. The execution of Change Order 1 will help finalize this project.

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

That the City Manager is hereby authorized to execute Change Order 1 with McMath-Turner Construction Company (Columbus, GA) in the amount of $137,653.45. Funds are available in the FY15 Budget: 1999 SPLOST – Road/Street/Bridge – General Construction – Corporate Ridge Intersection; 0540-695-2126-TXRB-7661-53037-20120.
___________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of __________, 2014 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 C”
A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH ALEXANDER CONTRACTING COMPANY, INC. (FORTSON, GA) IN THE AMOUNT OF $589,505.85 FOR ROADWAY AND DRAINAGE IMPROVEMENTS FOR COUNTY LINE ROAD.

WHEREAS, Per Resolution No. 326-12, Council authorized the execution of an annual contract with Alexander Contracting Company, Inc. (Fortson, GA), Gordy Construction Company (Columbus, GA), and Kam, Inc. (Columbus, GA), to install or replace elements of storm sewer/combined sewer. The services are performed on an “as needed” basis; the Engineering Department solicits quotes from each contractor for each project that arises during the course of the contract; and,

WHEREAS, because this particular project will be funded with SPLOST interest, Council action is required.

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

That the City Manager is hereby authorized to execute a construction contract with Alexander Contracting Company, Inc. (Fortson, GA) in the amount of 589,505.85 for roadway and drainage improvements for County Line Road. Funds are available in the FY15 Budget: 1999 SPLOST – Road/Street/Bridge – Road Improvements – County Line Road Improvements; 0540-695-2126-TXRB-7643-xxxxx-20150. SPLOST Interest Income.

__________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________, 2014 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 D”
A RESOLUTION

NO. _____

A RESOLUTION AUTHORIZING THE PAYMENT TO MOTOROLA SOLUTIONS (ATLANTA, GA), IN THE AMOUNT OF $157,505.16, FOR CAD/MOBILE DATA TERMINAL (MDT) HARDWARE MAINTENANCE. THIS PAYMENT WILL COVER THE PERIOD FROM JULY 1, 2014 THROUGH JUNE 30, 2015.

WHEREAS, the maintenance provides hardware support and repair for the MW800 MDT units on a 24/7/365 schedule; and,

WHEREAS, the MDTs are installed in patrol, fire and service vehicles. The units are deployed throughout CCG in the Police Department, Sheriff’s Office, Fire Department & Emergency Medical Services, Marshal’s Office and Inspections & Codes; and,

WHEREAS, all of the equipment is manufactured by Motorola and is proprietary in nature. Therefore, the vendor is the 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 Motorola Solutions (Atlanta, GA), in the amount of $157,505.16, for CAD/Mobile Data Terminal (MDT) hardware maintenance. This payment will cover the period from July 1, 2014 through June 30, 2015. Funds are budgeted in the FY15 Budget: Emergency Telephone Fund – Police – E911 Communications Center – Service Contracts; 0209-400-3220-E911-6513.
__________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of____________________, 2014 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 E”
A RESOLUTION

NO.________

A RESOLUTION AUTHORIZING PAYMENT TO DATAWORKS PLUS, LLC, IN THE AMOUNT OF $36,207.00, FOR THE ANNUAL MAINTENANCE AGREEMENT FOR THE MUG SHOT SYSTEM UTILIZED AT THE JAIL. THE MAINTENANCE PERIOD WILL BE FOR ONE YEAR, FROM AUGUST 1, 2014 THROUGH JULY 31, 2015.

WHEREAS, the system supports multiple law enforcement agencies; to include Agency website access to offender photographs and charges The vendor will provide 24/7 maintenance support for the mug shot system; and,

WHEREAS, Resolution No. 233-96 authorized the purchase of an upgraded system from DataWorks Plus (formerly TFP, Inc.). The City has paid for subsequent maintenance agreements since the warranty for the equipment expired. The software and licenses are proprietary to DataWorks Plus. Therefore, the vendor is the only known source per the procurement ordinance.

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

That the City Manager is hereby authorized to render payment to DataWorks Plus, LLC, in the amount of $36,207.00 for the annual maintenance agreement for mug shot system utilized at the Jail. The maintenance period will be for one year, from August 1, 2014 through July 31, 2015. Funds are budgeted in the FY015 Budget: General Fund - Sheriff – Jail – Contractual Services, 0101-550-2600- JAIL-6319.

________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of__________, 2014 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 F”
A RESOLUTION

NO.________

A RESOLUTION AUTHORIZING THE PURCHASE OF AN UPGRADE TO THE IT NETWORK AT THE ANNEX, FROM NETPLICITY (GREENSBORO, GA), IN THE AMOUNT OF $56,138.50.


WHEREAS, the Inspections and Code and Engineering Departments’ heavy computer usage has exhausted the capacity of the current switches at the Annex. Consequently, the IT network upgrade is needed to increase the speed of the network at the location; and,

WHEREAS, Netplicity (formerly Lightspeed Network Solutions) is the original third party vendor for AT&T to provide telephones and networking solutions for the City’s system. Netplicity has provided software, hardware and consultation for the City’s network for the past several years and has a working knowledge of the City’s system.

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

That the City Manager is hereby authorized to purchase of an upgrade to the IT network at the Annex from Netplicity (Geensboro, GA), in the amount of $56,138.50. Funds are available in the FY15 Budget: LOST Infrastructure Fund– Information Technology – General Construction – Annex IT Upgrade; 0109-210-9901-ISS-7661-xxxxx-20150. LOST Infrastructure Interest and Excess Proceeds.

________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of___________, 2014 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