Created on 01/22/2018

Agenda Item # 6

Columbus Consolidated Government
Council Meeting

January 23, 2018

Agenda Report # 71

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department

(A) TRANSLATION SERVICES (ANNUAL CONTRACT) –GEORGIA STATEWIDE CONTRACT

It is requested that Council approve the purchase of Translation Services from the following suppliers: Interpreters Unlimited, Inc.; Lionbridge Technologies, Inc.; Ad Astra, Inc. and AllWorld Language Consultants, Inc., via the Georgia State Contract Numbers 99999-001-SPD0000134-001; 99999-001-SPD0000134-002; 99999-001-SPD0000134-003 and 99999-001-SPD0000134-004, from January 1, 2018, through December 31, 2023, and any additional contract renewals awarded by the State. The Translation Services will be utilized on an “as needed basis”.

This is a convenience contract available for use by all State, City and & County public entities within the State of Georgia.

The purpose of the contract is to provide person-to-person, person-to-phone, written, voice-over response, and sign language translation services for a plethora of languages such as: ASL, Spanish, French, Italian, Portuguese, Haitian Creole, Bosnian, Croatian, Serbian, Hemispheric Indigenous Languages, Chinese, Hmong, Vietnamese, Cantonese, Japanese, Korean, Khmer (Cambodian), Thai, Laotian, Mandarin, Arabic, African Dialects, Russian and Polish. Other languages are available upon request.

Funds are budgeted each fiscal year for this on-going expense for various Departments.

* * * * * *

(B) COURT REPORTER SERVICES FOR RECORDER’S COURT (ANNUAL CONTRACT) – RFP NO. 18-0014

It is requested that Council authorize the execution of an annual contract with Bobby L. Russell (Columbus, GA) to provide court reporter services for all preliminary felony hearings in Recorder’s Court. The services will be procured on an as-needed basis.

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

Annual Contract History:
The previous five-year contract was awarded on July 10, 2012 (Resolution No. 202-12) to Bobby L. Russell (Columbus, GA).

RFP Advertisement and Receipt of Proposal:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on November 17, 2017. This RFP has been advertised, opened and evaluated. One (1) proposal was received on December 15, 2017 from the following vendor:

Bobby L. Russell (Columbus, GA)

The following events took place after receipt of proposals:

RFP MEETINGS/EVENTS
Description	Date	Agenda/Action
Pre/1^st Evaluation Meeting	01/04/18	Because only one proposal was received, the Pre-Evaluation and First Evaluation committee meetings were combined. The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. The committee reviewed the proposal and decided to request a best and final offer from the contractor.
Best and Final Offer Requested	01/08/18	Request for best and final offer was forwarded to the contractor.
Response Received for Best and Final Offer Request	01/10/18	The contractor detailed his reasons for being unable to lower his original cost proposal. The documents were forwarded to the Evaluation Committee.
Recommendation Received	01/12/18	Via email, the committee members unanimously voted to award to Bobby L. Russell, the sole responding contractor

Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of two (2) voting members from the Recorder’s Court and one (1) voting member from Superior Court.

Award Recommendation:
The evaluation committee unanimously recommends award of the contract to Bobby L. Russell, due to not receiving any other proposals.

Vendor Qualifications/Experience:

The contractor has been providing court reporter services for (55) years:

2012 – Present: Contracted court reporter for Muscogee County Recorder’s Court.

1986 – 2012: Court reporter for Muscogee County Superior Court

1965 – 1986: Court reporter for Jackson County District Court (Marianna, FL)

The contractor is certified by the Georgia Board of Court Reporting.

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 RFP process, there is no formal opening due to the possibility of negotiated components of the proposal. In the event City Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. Therefore, 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: Recorder’s Court – Contractual Services; 0101-580-1000-RECC-6319.

* * * * * *

(C) TECHNOLOGY UPGRADE ON 4^TH FLOOR OF PUBLIC SAFETY BUILDING

It is requested that Council approve the purchase of equipment from CPAK (LaGrange, Ga) in the approximate amount of $27,948.94 to rewire Columbus Police Department 4^th floor of the Public Safety Building. The purchase will be accomplished by cooperative purchase via Georgia Statewide Contract #99999-SPD-T20120501-0006 and Federal GSA Contract #GS-35F-0143R.

Currently the switches and wiring only allow the access points (wireless) to operate at approximately 33% and the legacy cisco VOIP phones will not work. The 4^th floor wiring is not wired to a 4^th floor IDF network closet, instead it is piece milled to other various floors below which is a security and management issue since the administrative office of CPD is on the 4^th floor. The rewiring will allow all new equipment including phones, wireless and computers to operate at their full potential.

Funds are budgeted in the FY18 Budget as follows: Funds in the approximate amount of $26,813.48 are budgeted in LOST/Infrastructure Fund– Information Technology – Infrastructure/LOST – Computer Equipment – IT Storage, 0109-210-9901-ISS-7751-90001-20170. Funds in the approximate amount of $1,135.46 are budgeted in General Fund – Information Technology – Computer Equipment Maintenance, 0101-210-1000-ISS-6511.

* * * * * *

(D) ICE PLANT COMPRESSOR SERVICES FOR COLUMBUS CIVIC CENTER – RFP NO. 18-0015

It is requested that Council authorize the execution of a contract with Cimco Refrigeration, Inc., (Mobile, AL) to provide ice plant compressor services for Columbus Civic Center.

Cimco Refrigeration, Inc., will provide all labor and equipment to provide the following services, but not limited to:

A. 12,000-hour overhaul on two (2) compressors

B. Install replacement compressor

The work detailed in the RFP must be completed by mid-February.

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on November 30, 2017. This RFP has been advertised, opened and evaluated. One proposal was received on December 29, 2017.

The Purchasing Division received two (2) statements of “No Proposal Submission”. Johnson Controls (Columbus, GA) does not have any local employees certified on ammonia systems, and obtaining the safety certification would be too costly to allow vendor to be competitive. Air Compressor Sales, Inc. (Macon, GA) states that they do not service Mycom Refrigeration compressors.

In accordance with Section 3-108, Item H of the Procurement Ordinance, the Purchasing Division performed due diligence by conducting a survey of non-responsive firms to determine if it was necessary to revise the specifications to encourage more competition. The following two (2) firms were surveyed:

American Refrigeration Heating and Air Conditioning Company, Inc.:

Vendor did not provide a response.

Gulf Ice Systems, Inc.:

Vendor’s main commodities include ice machines, ice bin storage, fountain beverage systems, etc. Vendor states that based on the bid description, he opted to not read the specifications.

Based on the responses to the survey and “no proposal submissions”, the Purchasing Division determined that revisions to the specifications were not required. The Purchasing Division opened the one (1) proposal received from the following firm:

Cimco Refrigeration, Inc. (Mobile, AL)

The following events took place after receipt of the proposal:

RFP MEETINGS/EVENTS
Description	Date	Agenda/Action
Pre-Evaluation/1^st Evaluation Meeting	1/12/18	Due to only receiving one proposal, the Pre-Evaluation and First Evaluation committee meetings were combined. The Purchasing Manager advised evaluation committee members of the RFP rules and process. The proposal was distributed to each committee member, reviewed and discussed. Committee members did not request any clarifications from the vendor.
Evaluation Ballots Sent to Committee	1/12/18	Evaluation ballots forwarded to voting committee members.
Recommendation Received	1/12/18	Via ballot, the committee members unanimously voted to award to the sole responsive firm.

Evaluation Committee:
The proposal was reviewed by the Evaluation Committee, which consisted of one (1) voting member from Facilities Maintenance, and two (2) voting members from the Columbus Civic Center. Two representatives from the Columbus Civic Center also served as non-voting advisors.

Award Recommendation:
The evaluation committee unanimously recommends award of the contract to Cimco Refrigeration, Inc., the sole responding firm, as reflected by their comments provided below:

Cimco is the original installer of the equipment.

· Cimco provides reliable equipment.

· Cimco has a good work history in this field.

Vendor Experience/Qualifications:

Cimco Refrigeration, Inc., was incorporated on November 9, 1981.

· The firm currently has eight (8) ice rink construction projects, six (6) food plant construction projects, and over one hundred (100) service projects in process.
· Cimco Refrigeration designs, builds and services refrigeration systems for ice rinks and the food and beverage industry.
· Cimco maintains relationships with all major equipment suppliers for the refrigeration industry, and has immediate access to any deeded components for service requirements.

Client Work History

Codey Arena

(West Orange, NJ): Contract initiated 2012-2013

Centennial Farms Dairy

(Atlanta, GA): Contract initiated 2014

RDV Sportsplex

(Orlando, FL): Contract initiated 2003

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 RFP process, there is no formal opening due to the possibility of negotiated components of the proposal. In the event City Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funds are budgeted in the FY18 Budget as follows: Civic Center Fund – Public Works – Other Maintenance/Repairs – Building Maintenance; 0757-260-3710-6527.

* * * * * *

(E) EMERGENCY NOTIFICATION SERVICES

It is requested that Council authorize the City Manager to sign the CodeRed Next Services Agreement from ONSOLVE, LLC (Ormond Beach, FL) to provide Emergency Notification services through June 30, 2018, in the amount of $8,000.

The system enables the City to provide emergency notification to employees and citizens, telephonically, resulting in increased safety and response planning for emergency situations, such as natural disasters.

Per Resolution 71-15, Council approved the agreement for one year with the option to renew for two additional years. However, the company has provided a new discounted agreement from July 1, 2017 – June 30, 2018, with a bank of 350,000 system minutes, for the total amount of $8,000. This new agreement provides additional minutes to be used by the City.

Between now and June 30, 2018 an RFP will be administered for these services. In 2008, Council approved a 9-month trial period for these services (Resolution #538-08). Since then, Council has historically approved a continuation of the services.

Funds are available in the FY18 Budget: General Fund – Contingency; 0101-590-2000-CONT-9801.

* * * * * *

(F) DOUBLE CHURCHES PARK PARKING ADDITION – RFB NO. 18-0027

It is requested that Council authorize the execution of a construction contract with Earth-Scapes, Inc. (Phenix City, AL) in the amount of $182,216.80 to expand parking at Double Churches Park.

The services include, but are not limited to, grading complete (including demolition), asphalt paving, concrete sidewalk, drivable grass parking area, parking lot striping, landscaping and storm drains.

Bid information was posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on December 14, 2017. Four (4) bids were received on January 19, 2018. This bid has been advertised, opened and reviewed. The bidders were:

CONTRACTORS	TOTAL BID
Earth-Scapes, Inc. (Phenix City, AL)	$ 182,216.80
McMath-Turner Construction Co. (Columbus, GA)	244.122.99
Cline Service Corp. (Columbus, GA)	313,971.00
Southeastern Site Development, Inc. (Newnan, GA)	317,620.13

Funds are budgeted in the FY18 Budget: T-SPLOST Projects – Capital Projects – General Construction – Double Churches Park Parking; 0510-660-7000-TSPL-7661-65007-20160.

“ITEM A”

A RESOLUTION
NO. _______

A RESOLUTION AUTHORIZING THE PURCHASE OF THE TRANSLATION SERVICES CONTRACT FROM THE FOLLOWING SUPPLIERS: INTERPRETERS UNLIMITED, INC.; LIONBRIDGE TECHNOLOGIES, INC.; AD ASTRA, INC. AND ALLWORLD LANGUAGE CONSULTANTS, INC., VIA THE GEORGIA STATE CONTRACT NUMBERS 99999-001-SPD0000134-001; 99999-001-SPD0000134-002; 99999-001-SPD0000134-003 AND 99999-001-SPD0000134-004, FROM JANUARY 1, 2018, THROUGH DECEMBER 31, 2023, AND ANY ADDITIONAL CONTRACT RENEWALS AWARDED BY THE STATE. THE TRANSLATION SERVICES WILL BE UTILIZED ON AN “AS NEEDED BASIS”.

WHEREAS, this is a convenience contract available for use by all State, City and & County public entities within the State of Georgia; and,

WHEREAS, the purpose of the contract is to provide person-to-person, person-to-phone, written, voice-over response, and sign language translation services for a plethora of languages such as: ASL, Spanish, French, Italian, Portuguese, Haitian Creole, Bosnian, Croatian, Serbian, Hemispheric Indigenous Languages, Chinese, Hmong, Vietnamese, Cantonese, Japanese, Korean, Khmer (Cambodian), Thai, Laotian, Mandarin, Arabic, African Dialects, Russian and Polish. Other languages are available upon request.

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

That the City Manager is hereby authorized to purchase Translation Services from the following suppliers: Interpreters Unlimited, Inc.; Lionbridge Technologies, Inc.; Ad Astra, Inc. and AllWorld Language Consultants, Inc., via the Georgia State Contract Numbers 99999-001-SPD0000134-001; 99999-001-SPD0000134-002; 99999-001-SPD0000134-003 and 99999-001-SPD0000134-00, from January 1, 2018, through December 31, 2023, and any additional contract renewals awarded by the state. Funds are budgeted each fiscal year for this on-going expense for various Departments.

_______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2018 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 BOBBY L. RUSSELL (COLUMBUS, GA) TO PROVIDE COURT REPORTER SERVICES FOR ALL PRELIMINARY FELONY HEARINGS IN RECORDER’S COURT.

WHEREAS, an RFP was administered (RFP No. 18-0014) and one proposal was received; and,

WHEREAS, the proposal submitted by Bobby L. Russell met all proposal requirements; and,

WHEREAS, the initial term of the contract shall be for two (2) years with the option to renew for three (3) additional twelve-month periods. The contract renewals 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 Bobby L. Russell (Columbus, GA) to provide court reporter services for all preliminary felony hearings in Recorder’s Court. The services will be procured on an as-needed basis. Funds are budgeted each fiscal year for this ongoing expense: Recorder’s Court – Contractual Services; 0101-580-1000-RECC-6319.

_________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of __________________, 2018 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 EQUIPMENT FROM CPAK (LAGRANGE, GA) IN THE APPROXIMATE AMOUNT OF $27,948.94 FOR A TECHNOLOGY UPGRADE FOR THE COLUMBUS POLICE DEPARTMENT ON THE 4^TH FLOOR OF THE PUBLIC SAFETY BUILDING. THE PURCHASE WILL BE ACCOMPLISHED BY COOPERATIVE PURCHASE VIA GEORGIA STATEWIDE CONTRACT #99999-SPD-T20120501-0006 AND FEDERAL GSA CONTRACT #GS-35F-0143R.

WHEREAS, currently the switches and wiring only allow the access points (wireless) to operate at approximately 33% and the legacy cisco VOIP phones will not work. The 4^th floor wiring is not wired to a 4^th floor IDF network closet, instead it is piece milled to other various floors below which is a security and management issue since the administrative office of CPD is on the 4^th floor; and,

WHEREAS, the rewiring will allow all new equipment including phones, wireless and computers to operate at their full potential.

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

That the City Manager is hereby authorized to purchase of equipment from CPAK (LaGrange, Ga) in the approximate amount of $27,948.94 to rewire Columbus Police Department 4^th floor of the Public Safety Building. The purchase will be accomplished by cooperative purchase via Georgia Statewide Contract #99999-SPD-T20120501-0006 and Federal GSA Contract #GS-35F-0143R. Funds are budgeted in the FY18 Budget as follows: Funds in the approximate amount of $26,813.48 are budgeted in LOST/Infrastructure Fund– Information Technology – Infrastructure/LOST – Computer Equipment – IT Storage, 0109-210-9901-ISS-7751-90001-20170. Funds in the approximate amount of $1,135.46 are budgeted in General Fund – information Technology – Computer Equipment Maintenance, 0101-201-1000-ISS-6511.

_______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of __________________, 2018 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 EXECUTION OF A CONTRACT WITH CIMCO REFRIGERATION, INC. (MOBILE, AL), TO PERFORM ICE PLANT COMPRESSOR SERVICES FOR THE COLUMBUS CIVIC CENTER.

WHEREAS, an RFP was administered (RFP No. 18-0015) and one (1) proposal was received; and,

WHEREAS, the proposal submitted by Cimco Refrigeration, Inc., met all proposal requirements; and,

WHEREAS, the work is to be completed by Mid-February.

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

That the City Manager is hereby authorized to enter into a contract with Cimco Refrigeration, Inc., to provide ice plant compressor services for the Columbus Civic Center. Funds are budgeted in the FY18 Budget as follows: Civic Center Fund – Public Works – Other Maintenance/Repairs – Building Maintenance; 0757-260-3710-6527.

__________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2018 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 CITY MANAGER TO SIGN THE CODERED NEXT SERVICES AGREEMENT FROM ONSOLVE, LLC (ORMOND BEACH, FL) TO PROVIDE EMERGENCY NOTIFICATION SERVICES THROUGH JUNE 30, 2018, IN THE AMOUNT OF $8,000.

WHEREAS, the system enables the City to provide emergency notification to employees and citizens, telephonically, resulting in increased safety and response planning for emergency situations, such as natural disasters; and,

WHEREAS, per Resolution 71-15, Council approved the agreement for one year with the option to renew for two additional years. However, the company has provided a new discounted agreement from July 1, 2017 – June 30, 2018, with a bank of 350,000 system minutes, for the total amount of $8,000. This new agreement provides additional minutes to be used by the City; and,

WHEREAS, between now and June 30, 2018 an RFP will be administered for these services. In 2008, Council approved a 9-month trial period for these services (Resolution #538-08). Since then, Council has historically approved a continuation of the services.

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

That the City Manager is hereby authorized to to sign the CodeRed Next Services Agreement from ONSOLVE, LLC (Ormond Beach, FL) to provide Emergency Notification services through June 30, 2018, in the amount of $8,000. Funds are available in the FY18 Budget: General Fund – Contingency; 0101-590-2000-CONT-9801.

__________________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of __________________, 2018 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 F”

A RESOLUTION

NO. _________

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH EARTH-SCAPES, INC. IN THE AMOUNT OF $182,216.80 TO EXPAND PARKING AT DOUBLE CHURCHES PARK.

WHEREAS, the services include, but are not limited to, grading complete (including demolition), asphalt paving, concrete sidewalk, drivable grass parking area, parking lot striping, landscaping and storm drains.

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

That the City Manager is hereby authorized to execute a construction contract with Earth-Scapes, Inc. (Phenix City, AL) in the amount of $182,216.80 to expand parking at Double Churches Park. Funds are budgeted in the FY18 Budget: T-SPLOST Projects – Capital Projects – General Construction – Double Churches Park Parking; 0510-660-7000-TSPL-7661-65007-20160.

______________________________