Agenda Item # 11
Columbus Consolidated Government
Council Meeting

March 14, 2017

Agenda Report # 110

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) RADAR/SPEED LASERS CERTIFICATION FOR PUBLIC SAFETY DEPARTMENTS (ANNUAL CONTRACT) – RFB NO. 17-0033 It is requested that Council approve the execution of an annual contract with Central Communications (Cullman, AL) to provide certification services for radars and speed lasers for the estimated annual contract value of $8,874.40.

The Contractor shall furnish all labor, materials, supplies, supervision and transportation to provide certification services for the radars and speed lasers currently utilized by Columbus Consolidated Government Public Safety Departments.

The contract term will be for two years, with the option to renew for three additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the City and the contracted vendor.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Two bids were received on January 25, 2017. This bid has been advertised, opened and reviewed. The bidders were:

Central Communications (Cullman, AL) $ 8,874.40
McLaggan Communications & Radar Service, Inc. (Hahira, GA) $ 9,120.00

Funds are budgeted each fiscal year for this on-going expense: General Fund – Police – Support Services – Miscellaneous Equipment Maintenance; 0101-400-2200-STAF-6519; Municipal Court – Marshal – Operating Materials; 0101-530-3000-MRSH-6728, Sheriff – Operations – Miscellaneous Equipment Maintenance; 0101-550-2100- SPTL - 6319.
* * * * * * * * *

(B) ADMINISTRATION OF THE COLUMBUS FIRE AND EMERGENCY MEDICAL SERVICES PROMOTIONAL PROCEDURES (ANNUAL CONTRACT) – RFP NO. 17-0011

It is requested that Council approve the annual contract with Industrial/Organizational Solutions (Westchester, IL) to provide promotional processes for ranks of Sergeant, Lieutenant, Captain and Battalion Chief for Columbus Fire and Emergency medical Services.

The vendor will provide the following services:
The initial term of the contract shall be for five (5) years, with the option to renew for five (5) years. The total contract term, including renewal options, will be ten (10) years. The City will initiate contract renewal. The renewal will be contingent upon the mutual agreement of the City and the Contractor.

Annual Contract History:

The previous ten-year contract was awarded, on January 15, 2002 (Resolution 17-02), to CWH Management Solution (Lone Tree, CO). The Fire/EMS Department requested an extension for five-years which was awarded, on January 30, 2012 (Resolution 279-12), with a new contract end date of September 2017.

RFP Advertisement and Receipt of Proposals:

RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on December 30, 2016. This RFP has been advertised, opened and evaluated. Two proposals were received on January 27, 2017.

Industrial/Organizational Solutions, LLC (Westchester, IL) The following events took place after receipt of the proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation
02/01/17
The Purchasing Manager advised evaluation committee of the RFP rules and process. The proposals were distributed to committee members for review.
1st Evaluation
02/17/17
Committee members discussed the proposals; no clarification were needed.
Evaluation Ballots Sent to Committee
02/20/17
Evaluation ballots forwarded to voting committee members.
Evaluation Ballots Completed by Committee Members
02/27/17
Committee members completed and returned their evaluation ballots to Purchasing.
Evaluation Results forwarded to Committee
03/03/17
The Evaluation Results were compiled, completed and forwarded to Committee members for review and Recommendation
Recommendation Received
03/03/17
Via email, the committee members unanimously voted to award to Industrial/Organizational Solutions (Westchester, IL).
Evaluation Committee:

The proposals were reviewed by the Evaluation Committee, which consisted of three (3) voting member from Columbus Fire & EMS Department.

Award Recommendation:

The evaluation committee unanimously recommends award of the contract to Industrial/Organization Solutions (Westchester, IL), as reflected by their comments provided below:

Vendor Experience/Qualifications:

The City’s Procurement Ordinance, Article 3-110, Competitive Sealed Proposals for the Procurement of Equipment, Supplies and Professional Services, governs the RFP Process. During the process of an RFP there is no formal opening and no proposal responses are made public, due to the possibility of negotiated components of the proposals. If Council does not approve the recommended offeror, the RFP specifications will be re-advertised. The evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funds are budgeted each fiscal year for this ongoing expense: General Fund – Department of Fire and Emergency Medical Services – Fire/EMS Operations – Promotional Exam Board Fees; 0101-410-2100-FOPR-6356.
* * * * * *

(C) PILOT PROTOTYPE FOR WI-FI ACCESS ON BUSES

It is requested that Council approve the purchase of a pilot prototype wireless solution for METRA buses from Presidio Networked Solutions (Norcross, GA) in the amount of $12,289.81. This will be a cooperative purchase, via Georgia Statewide Contract, #99999-SPD-T20120501-0006ญญญญญญ, for which Cisco is the awarded vendor and Presidio Networked Solutions is an authorized partner. If the pilot is successful, there will also be a monthly subscription cost of $41.11, which will be paid by Information Technology through June 2017, after which METRA will assume the subscription cost.

METRA requested that the Information Technology Department pilot a prototype wireless solution, for a single bus, as a proof of concept to have Wi-Fi availability on buses.

Funds for the implementation cost of $12,289.81, will be funded in the FY17 budget as follows:
$1,285.71 - General Fund – Information Technology – Professional Services, 0101 – 210 -1000 – ISS – 6311; $8,000.00 - General Fund – Information Technology – Consulting, 0101 – 210 – 1000 – ISS – 6315; and $3,004.10 - General Fund – Information Technology – Miscellaneous Equipment Maintenance, 0101 – 210 – 1000 – ISS – 6519. The $41.11 monthly subscription fee will be paid from General Fund – Information Technology – Software Lease, 0101 -210 – 1000 – 6541.

* * * * * *

(D) PAYMENT FOR INMATE PHARMACY SERVICES

It is requested that Council approve payment to Diamond Drugs, Inc., (Pittsburgh, PA), in the amount of $57,821.00, for pharmacy services utilized for inmates at the Muscogee County Jail and Muscogee County Prison. This payment will cover services provided during the months of January and February.

Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Medical – Pharmacy Services; 0101 – 550 – 2650 – MEDD – 6323; and General Fund – MCP – Warden – Pharmacy Services; 0101- 420 – 1000 – MCCI – 6323.


* * * * * *

(E) SMITH & WESSON WEAPON TRADE-IN/EXCHANGE FOR POLICE DEPARTMENT

It is requested that Council approve a trade-in/exchange of Smith and Wesson weapons with SSD International, Inc., (Apopka, Florida) for the Columbus Police Department. The Police Department will trade in 489 S&W M&P45, M&P40 with Box & 3 Magazines, currently in use, in exchange for 479 new S&W M&P9, 9mm 4.25” Barrel, Night Sights, 3 Magazines and 10 new S&W M&P9C, 9mm 3.5” Barrel, Night Sights, 3 Magazines. This will be an even exchange of old to new weapons at no cost to the City.

SSD International is the authorized dealer for Smith and Wesson who was able to make the exchange without added cost.

There is no cost associated with this weapons trade-in/exchange.


ITEM A”

A RESOLUTION
NO._______

A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH CENTRAL COMMUNICATIONS (CULLMAN, AL), TO PROVIDE CERTIFICATION SERVICES FOR RADARS AND SPEED LASERS, FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $8,874.40.

WHEREAS, the Contractor shall furnish all labor, materials, supplies, supervision and transportation to provide certification services for radars and speed lasers currently utilized by Columbus Consolidated Government Public Safety Departments; and,

WHEREAS, the contract term will be for two years, with the option to renew for three additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the City and the contracted vendor.

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

That the City Manager is hereby authorized to enter into an annual contract with Central Communications (Cullman, AL), to provide certification services for radars and speed lasers for the estimated annual contract value of $8,874.40. Funds are budgeted each fiscal year for this on-going expense: General Fund – Police – Support Services – Miscellaneous Equipment Maintenance; 0101-400-2200-STAF-6519; Municipal Court – Marshal – Operating Materials; 0101-530-3000-MRSH-6728, Sheriff – Operations – Miscellaneous Equipment Maintenance; 0101-550-2100- SPTL - 6319.

__________________

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 THE EXECUTION OF AN ANNUAL CONTRACT WITH INDUSTRIAL/ORGANIZATIONAL SOLUTIONS (WESTCHESTER, IL) TO PROVIDE PROMOTIONAL PROCESSES FOR RANKS OF SERGEANT, LIEUTENANT, CAPTAIN AND BATTALION CHIEF FOR COLUMBUS FIRE AND EMERGENCY MEDICAL SERVICES.

WHEREAS, an RFP was administered (RFP No. 17-0011) and two proposals were received; and,

WHEREAS, the proposal submitted by Industrial/Organizational Solutions (Westchester, IL) met all proposal requirements and was evaluated most responsive to the RFP; and,

WHEREAS, the initial term of the contract shall be for five (5) years, with the option to renew for five (5) years. The total contract term, including renewal options, will be ten (10) years. The City will initiate contract renewal. The 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 execute an annual contract with Industrial/Organizational Solutions (Westchester, IL) to provide promotional processes for ranks of Sergeant, Lieutenant, Captain and Battalion Chief for Columbus Fire and Emergency medical Services Funds are budgeted each fiscal year for this ongoing expense: General Fund – Department of Fire and Emergency Medical Services – Fire/EMS Operations – Promotional Exam Board Fees; 0101-410-2100-FOPR-6356.
____________________

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 PILOT PROTOTYPE WIRELESS SOLUTION FOR METRA BUSES FROM PRESIDIO NETWORKED SOLUTIONS (NORCROSS, GA) IN THE AMOUNT OF $12,289.81. THIS WILL BE A COOPERATIVE PURCHASE, VIA GEORGIA STATEWIDE CONTRACT, #99999-SPD-T20120501-0006ญญญญญญ, FOR WHICH CISCO IS THE AWARDED VENDOR AND PRESIDIO NETWORKED SOLUTIONS IS AN AUTHORIZED PARTNER. IF THE PILOT IS SUCCESSFUL, THERE WILL ALSO BE A MONTHLY SUBSCRIPTION COST OF $41.11, WHICH WILL BE PAID BY INFORMATION TECHNOLOGY THROUGH JUNE 2017, AFTER WHICH METRA WILL ASSUME THE SUBSCRIPTION COST.

WHEREAS, METRA requested that the Information Technology Department pilot a prototype wireless solution, for a single bus, as a proof of concept to have Wi-Fi availability on buses.

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

That the City Manager is hereby authorized to purchase of a pilot prototype wireless solution for Metra buses from Presidio Networked Solutions (Norcross, GA) in the amount of $12,289.81. This will be a cooperative purchase, via Georgia Statewide Contract, #99999-SPD-T20120501-0006ญญญญญญ, for which Cisco is the awarded vendor and Presidio Networked Solutions is an authorized partner. If the pilot is successful, there will also be a monthly subscription cost of $41.11, which will be paid by Information Technology through June 2017, after which METRA will assume the subscription cost.

Funds for the implementation cost of $12,289.81, will be funded in the FY17 budget as follows:
$1,285.71 - General Fund – Information Technology – Professional Services, 0101 – 210 -1000 – ISS – 6311; $8,000.00 - General Fund – Information Technology – Consulting, 0101 – 210 – 1000 – ISS – 6315; and $3,004.10 - General Fund – Information Technology – Miscellaneous Equipment Maintenance, 0101 – 210 – 1000 – ISS – 6519. The $41.11 monthly subscription fee will be paid from General Fund – Information Technology – Software Lease, 0101 -210 – 1000 – 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 D”

A RESOLUTION

NO.________



A RESOLUTION AUTHORIZING PAYMENT TO DIAMOND DRUGS, INC., (PITTSBURGH, PA),
IN THE AMOUNT OF $57,821.00, FOR PHARMACY SERVICES UTILIZED FOR INMATES AT THE MUSCOGEE COUNTY JAIL AND MUSCOGEE COUNTY PRISON. THIS PAYMENT WILL COVER SERVICES PROVIDED DURING THE MONTHS OF JANUARY AND FEBRUARY.

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

That the City Manager is hereby authorized to make payment to Diamond Drugs, Inc., (Pittsburgh, PA), in the amount of $57,821.00, for pharmacy services utilized for inmates at the Muscogee County Jail and Muscogee County Prison. This payment will cover services provided during the months of January and February. Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Medical – Pharmacy Services; 0101 – 550 – 2650 – MEDD – 6323; and General Fund – MCP – Warden – Pharmacy Services; 0101- 420 – 1000 – MCCI – 6323.

___________________

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 THE TRADE-IN/EXCHANGE OF SMITH AND WESSON WEAPONS WITH SSD INTERNATIONAL, INC., (APOPKA, FLORIDA) FOR THE COLUMBUS POLICE DEPARTMENT. THE POLICE DEPARTMENT WILL TRADE IN 489 S&W M&P45, M&P40 WITH BOX & 3 MAGAZINES, CURRENTLY IN USE, IN EXCHANGE FOR 479 NEW S&W M&P9, 9MM 4.25” BARREL, NIGHT SIGHTS, 3 MAGAZINES AND 10 NEW S&W M&P9C, 9MM 3.5” BARREL, NIGHT SIGHTS, 3 MAGAZINES. THIS WILL BE AN EVEN EXCHANGE OF OLD TO NEW WEAPONS AT NO COST TO THE CITY.

WHEREAS, SSD International is the authorized dealer for Smith and Wesson who was able to make the exchange without added cost; and,

WHEREAS, there is no cost associated with this weapons trade-in/exchange.

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

That the City Manager is hereby authorized to trade-in/exchange Smith and Wesson weapons with SSD International, Inc., (Apopka, Florida) for the Columbus Police Department. The Police Department will trade in 489 S&W M&P45, M&P40 with Box & 3 Magazines, currently in use, in exchange for 479 new S&W M&P9, 9mm 4.25” Barrel, Night Sights, 3 Magazines and 10 new S&W M&P9C, 9mm 3.5” Barrel, Night Sights, 3 Magazines. This will be an even exchange of old to new weapons at no cost to the City.


__________________


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