Agenda Item # 5
Columbus Consolidated Government
Council Meeting

November 15, 2016

Agenda Report # 64

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) FRAMES, GRATES, COVERS & INLETS (ANNUAL CONTRACT) - RFB NO. 17-0014

It is requested that Council approve the purchase of frames, grates, covers and inlets from Consolidated Pipe & Supply (Columbus, GA), for the estimated annual contract value of $168,490. The items will be purchased by the Public Works Department on an “as needed” basis, and used for maintenance of sewers.

The initial contract period will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. The Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Two (2) bids were received on October 12, 2016. This bid has been advertised, opened and reviewed. The bidders were:
Final Tab Spreadsheet.xlsxFinal Tab Spreadsheet.xlsx

Funds are budgeted each fiscal year for this ongoing expense: Sewer Fund – Public Works – Sewer Maintenance; Operating Materials; 0202 – 260 – 3210 - 6728.
* * * * * *

(B) GPS OFFENDOR MONITORING SERVICES (ANNUAL CONTRACT) - RFB NO. 17-0013

It is requested that Council approve the purchase of GPS offender monitoring services from Specialized Location Services (Columbus, GA), for the estimated annual contract value of $16,000.00. The equipment, which will be used as a means of sanction and an alternative to incarceration, will be purchased by the Muscogee County Juvenile Drug Court on an “as needed” basis. The cost of the service will be paid for by a crime prevention grant; damaged units will be paid for by the offender.

The initial contract period will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. The Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Four (4) bids were received on September 28, 2016. This bid has been advertised, opened and reviewed. The bidders were:

Specialized Location Services
(Columbus, GA)
Satellite Tracking of People LLC (Houston, TX)
Pronto Trak
(Cumming, GA)
JQ Monitoring
(Plano, TX)
Global Positioning System (GPS) Unit:
Cost Per Day:
$ 5.00
$ 8.50
$ 7.00
$ 8.50
Funds are budgeted each fiscal year for this ongoing expense: LOST – Public Safety – Executive – Juvenile Drug Court – Contractual Services; 0102-110-9905-LOST-6319.
* * * * * *

(C) ArcGIS SOFTWARE LICENSE AND MAINTENANCE

It is requested that Council approve payment to ESRI (Redlands, California) in the amount of $43,189.47, for the annual ArcGIS Software Maintenance and License covering the period from November 16, 2016 through November 15, 2017; as well as, approve future annual license and maintenance renewal payments.

ESRI is the developer of various software packages used by the GIS Division, and other departments, for map generation, as well as, editing and maintaining the City’s tax parcels, streets zoning and land use databases. Consequently, the vendor is considered an Only Known Source for the maintenance and support of the software, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in FY17 Budget: General Fund - Information Technology – Software Lease; 0101-210-1000-ISS-6541. Additionally, funds will be budgeted in the appropriate fiscal years for future annual license and maintenance renewal payments.

* * * * * *

(D)(1) FIRE APPARATUS WITH LOOSE EQUIPMENT FOR FIRE/EMS

It is requested that Council approve the purchase of the following fire apparatus from Fireline, Inc., (Winder, GA), for the total amount of $2,959,342.00:

Three (3) E-ONE 1500 GPM Side Mount Rescue Pumper with 1030 Gallon Booster Tank Mounted on a New 2017 Custom E-ONE Typhoon Cab & Chassis, ($403,000 each)
$1,209,960.00
One (1) E-ONE 2000 GPM 100’ Straight Aerial (Quint) with 300 Gallon Booster Tank Mounted on a New 2017 Custom E-ONE Cyclone II Cab & Chassis
869,721.00
One (1) E-ONE 20’ Non Walk In Rescue Truck Mounted on a New 2017 Custom E-ONE Cyclone II Cab & Chassis
642,804.00
Loose Equipment for five (5) vehicles to be determined for each vehicle. Examples of loose equipment include: Self Contained Breathing Apparatus (SCBA), Extra SCBA cylinders, Thermal Imaging Camera (TIC), Multiple ladders of different lengths, Fire Hose 1", 3", 5", Deck gun and accessories, nozzles, etc.
300,000.00
Grand Total before Pre-Payment Discount
$3,022,485.00
Minus Discount for 100% Pre-Payment
-81,278.00
Total Truck and Equipment Purchase Amount
2,941,207.00
100% Performance Bond
18,135.00
GRAND TOTAL PRE-PAY AMOUNT
$2,959,342.00

This is new equipment approved in the FY17 Budget. The department is in need of these vehicles due to the age, mileage and multiple repairs needed for the current fleet.

To accomplish this purchase, the Department of Fire & EMS is participating in Contract No. FS12-15 administered by the Houston-Galveston Area Council cooperative purchasing program (HGACBuy). The contract covers the period from December 1, 2015 – November 30, 2017. As a unit of local government, HGACBuy strives to make the governmental procurement process more efficient by establishing competitively priced contracts for goods and services, and providing the customer service necessary to help its members achieve their procurement goals. The cooperative bid was administered by the aforementioned organization to be extended and guaranteed to any and all units of local governments and public safety agencies. All contracts available to participating members of HGACBuy have been awarded by virtue of a public competitive procurement process compliant with state statutes. All units of local government, including non-profits providing governmental services, are eligible to become participating members of HGACBuy. The procurement process administered by HGACBuy meets the procurement requirements of Columbus Consolidated Government. The City’s Procurement Ordinance, Article 9-101, “Cooperative Purchasing Authorized,” allows for participation in this Bid. E-One is one of the awarded manufactures on the contract, for fire apparatus, as well as, the loose equipment, under the same contract. FireLine, Inc., is the authorized dealer in Georgia for E-One.

Funds are budgeted in the GMA Direct Lease Program.
* * * * * *

(D)(2) GMA LEASE AGREEMENT FOR FIRE APPARATUS WITH LOOSE EQUIPMENT FOR FIRE/EMS

It is requested that Council authorize the City Manager to execute a Supplement Lease, under the
GMA Direct Lease Program, for the purchase of Fire apparatus with loose equipment, for the total amount of $2,959,342.00, as cited in (D)(1) above.

“ITEM A”

A RESOLUTION
NO.__________

A RESOLUTION AUTHORIZING THE PURCHASE OF FRAMES, GRATES, COVERS & INLETS FROM CONSOLIDATED PIPE & SUPPLY (COLUMBUS, GA), FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $168,490.00.

WHEREAS, the items will be purchased by the Public Works Department on an “as needed” basis for sewer maintenance; and,

WHEREAS, the initial contract period will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. The 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 purchase Frames, Grates, Covers & Inlets from Consolidated Pipe & Supply (Columbus, GA) for the estimated annual contract value of $168,490.00. Funds are budgeted each fiscal year for this ongoing expense: Sewer Fund – Public Works – Sewer Maintenance – Operating Materials; 0202 – 260 – 3210 - 6728.
________________

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 GPS OFFENDER MONITORING SERVICES FROM SPECIALIZED LOCATION SERVICES (COLUMBUS, GA), FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $16,000.00.

WHEREAS, the equipment, which will be used as a means of sanction and an alternative to incarceration, will be purchased by the Muscogee County Juvenile Drug Court on an “as needed” basis; and,

WHEREAS, the initial contract period will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. The 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 purchase GPS Offender monitoring services from Specialized Location Services (Columbus, GA) for the estimated annual contract value of $16,000.00. Funds are budgeted each fiscal year for this ongoing expense: LOST – Public Safety – Executive – Juvenile Drug Court – Contractual Services; 0102-110-9905-LOST-6319.
_______________

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 C”
A RESOLUTION

NO._______


A RESOLUTION AUTHORIZING PAYMENT TO ESRI (REDLANDS, CALIFORNIA) IN THE AMOUNT OF $43,189.47, FOR THE ANNUAL ARCGIS SOFTWARE MAINTENANCE AND LICENSE COVERING THE PERIOD FROM NOVEMBER 16, 2016 THROUGH NOVEMBER 15, 2017; AS WELL AS, APPROVE FUTURE ANNUAL LICENSE AND MAINTENANCE RENEWAL PAYMENTS.

WHEREAS, ESRI is the developer of various software packages used by the GIS Division, and other departments, for map generation, as well as, for editing and maintaining the City’s tax parcels, streets zoning and land use databases. Consequently, the vendor is considered an Only Known Source for the maintenance and support of the software, 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 ESRI (Redlands, California) in the amount of $43,189.47, for the annual ArcGIS Software Maintenance and License covering the period from November 16, 2016 through November 15, 2017; as well as, approve future annual license and Maintenance renewal payments. Funds are budgeted in FY17 Budget: General Fund - Information Technology – Software Lease; 0101-210-1000-ISS-6541. Additionally, funds will be budgeted in the appropriate fiscal years for future annual license and maintenance renewal payments.
___________________

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 D(1)”
A RESOLUTION

NO.__________

A RESOLUTION AUTHORIZING THE PURCHASE OF THE FOLLOWING FIRE APPARATUS FROM FIRELINE, INC., (WINDER, GA), FOR THE TOTAL AMOUNT OF $2,959,342.00:

Three (3) E-ONE 1500 GPM Side Mount Rescue Pumper with 1030 Gallon Booster Tank Mounted on a New 2017 Custom E-ONE Typhoon Cab & Chassis, ($403,000 each)
$1,209,960.00
One (1) E-ONE 2000 GPM 100’ Straight Aerial (Quint) with 300 Gallon Booster Tank Mounted on a New 2017 Custom E-ONE Cyclone II Cab & Chassis
869,721.00
One (1) E-ONE 20’ Non Walk In Rescue Truck Mounted on a New 2017 Custom E-ONE Cyclone II Cab & Chassis
642,804.00
Loose Equipment for five (5) vehicles to be determined for each vehicle. Examples of loose equipment include: Self Contained Breathing Apparatus (SCBA), Extra SCBA cylinders, Thermal Imaging Camera (TIC), Multiple ladders of different lengths, Fire Hose 1", 3", 5", Deck gun and accessories, nozzles, etc.
300,000.00
Grand Total before Pre-Payment Discount
$3,022,485.00
Minus Discount for 100% Pre-Payment
-81,278.00
Total Truck and Equipment Purchase Amount
2,941,207.00
100% Performance Bond
18,135.00
GRAND TOTAL PRE-PAY AMOUNT
$2,959,342.00

WHEREAS, this is new equipment approved in the FY17 Budget. The department is in need of these vehicles due to the age, mileage and multiple repairs needed for the current fleet; and,

WHEREAS, to accomplish this purchase, the Department of Fire & EMS is participating in Contract No. FS12-15 administered by the Houston-Galveston Area Council cooperative purchasing program (HGACBuy). The contract covers the period from December 1, 2015 – November 30, 2017. As a unit of local government, HGACBuy strives to make the governmental procurement process more efficient by establishing competitively priced contracts for goods and services, and providing the customer service necessary to help its members achieve their procurement goals. The cooperative bid was administered by the aforementioned organization to be extended and guaranteed to any and all units of local governments and public safety agencies. All contracts available to participating members of HGACBuy have been awarded by virtue of a public competitive procurement process compliant with state statutes. All units of local government, including non-profits providing governmental services, are eligible to become participating members of HGACBuy. The procurement process administered by HGACBuy meets the procurement requirements of Columbus Consolidated Government. The City’s Procurement Ordinance, Article 9-101, “Cooperative Purchasing Authorized,” allows for participation in this Bid. E-One is one of the awarded manufactures on the contract, for fire apparatus, as well as, the loose equipment, under the same contract. FireLine, Inc., is the authorized dealer in Georgia for E-One.

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

That the City Manager is hereby authorized to purchase fire apparatus from Fireline, Inc., (Winder, GA), for the total amount of $2,959,342.00. Funds are budgeted in the GMA Direct Lease Program.
______________________________

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 D(2)”
A RESOLUTION

NO._____________

RESOLUTION FOR SUPPLEMENTAL LEASES

A RESOLUTION TO AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE ONE OR MORE LEASE SUPPLEMENTS FOR A LEASE OR LEASES UNDER THE GMA DIRECT LEASING PROGRAM; TO DESIGNATE SUCH LEASES AS QUALIFIED TAX-EXEMPT OBLIGATIONS; TO PROVIDE AN EFFECTIVE DATE; AND FOR OTHER PURPOSES.

WHEREAS, the City has entered into a Master Lease (the “Master Lease”) dated as of ______________________, with Georgia Municipal Association, Inc. for the leasing from time to time of certain equipment, machinery or other personal property pursuant to Supplemental Leases;

NOW THEREFORE, BE IT RESOLVED OR ORDAINED AS FOLLOWS BY THE GOVERNING BODY OF THE CITY:

1. The City Manager of the City is hereby authorized and directed to execute and deliver a Lease Supplement pursuant to the Master Lease to put into effect one or more leases for Various Fire Apparatus with Loose Equipment (the “Leased Property”); said officer of the City is authorized and directed in the name and on behalf of the City to execute and deliver (i) one or more Lease Supplements for items of the Leased Property in substantially the form attached to the Master Lease, with such changes and additions as may be approved by said officer, and (ii) such other documents as may be deemed by such officer to be necessary or desirable to effect the purposes hereof or of the Master Lease, and such execution shall constitute conclusive evidence that the executed document has been authorized and approved hereby; the aforesaid officer is further authorized to do all things necessary or appropriate to effectuate the purposes hereof.

2. An appropriation in the City’s current operating budget has previously been made which shall be sufficient to pay the “Rentals” and the “Termination Payment” during the “Starting Term” under such Lease Supplements; or

(check box if applicable)

An appropriation from unappropriated and unreserved funds in the City’s current operating budget is hereby made for the “Rentals” and the “Termination Payment” during the “Starting Term” under such Lease Supplements, and the budget of the City is hereby amended to reflect such appropriation to the extent necessary.

3. The lease or leases contemplated by the said Lease Supplements are hereby designated “Qualified Tax-Exempt Obligations” within the meaning of Section 265(b)(3) of the Internal Revenue Code of 1986, as amended, and said officer shall be authorized to confirm such designation by execution of appropriate documents in connection therewith.

4. This authorization shall be effective immediately.

CLERK’S CERTIFICATE

The undersigned hereby certifies that he or she is the Clerk of the Columbus, Georgia (the “City”), and that the foregoing is a true copy of the Resolution or Ordinance [Check One] adopted by the governing body of the City at a meeting duly held on the , 20___, at which a quorum was present and acting throughout, and that the same has not been rescinded or modified and is now is in full force and effect. Given under the seal of the City, this , 20______.


(SEAL) __________________________________
Clerk of Council
______________________________

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