Agenda Item # 6
Columbus Consolidated Government
Council Meeting

July 9, 2013

Agenda Report # 06


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department
(A) STEEL SIGNAL STRAIN POLES (RE-BID) (ANNUAL CONTRACT) – RFB NO. 13-0063

It is requested that Council approve the purchase of steel signal strain poles from Southern Lighting & Traffic Systems (Roswell, GA) for the estimated annual contract value of $250,000.00. The estimated contract value is based on the amount the department has budgeted for steel signal strain poles. The Traffic Engineering Division will purchase steel signal strain poles, on an “as needed” basis, to include the following: round steel strain poles, heavy duty round steel mast arm poles, single and or tandem arms, decorative bases, luminaire arm. This contract also includes an initial purchase for a roadway project currently under construction.

The Traffic Engineering Division, of the Engineering Department, installs and maintains steel signal strain poles along City owned streets within Muscogee County.

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

Bid postcard invitations were mailed to twenty-seven vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and DemandStar. Two bids were received on June 12, 2013. This bid has been advertised, opened and reviewed. The bidders were:

Description/Vendors
Southern Lighting & Traffic Systems
(Roswell, GA)
Graybar
(Austell, GA)
I. Anchor Bolts
$ 1,430.00
$ 750.00*
II. Round Steel Strain Poles
$ 111,395.00
No Bid
III. Heavy Duty Round Steel Mast Arm Poles – Single Arm
$ 158,122.00
$ 16,348.00*
IV. Heavy Duty Round Steel Mast Arm Poles – Tandem Arms
$ 1,040,635.00
$ 18,180.00*
V. Initial Purchase
$ 179,139.00
$ 177,516.00*
*Denotes Graybar did not bid on all items within the sections.

Funds are budgeted each fiscal year for this ongoing expense: 2010B Tax Lease Revenue Bonds –2010 CBA Bonds – Stormwater Enhancement/Flood Abatement – Road Maintenance Materials - 2010 CBA Stormwater/Flood – 6th Avenue Stormwater/Flood Abatement, 0559-800-2171-6726-BASF-82007-20100.
* * * * * *

(B) GEOTECHNICAL ENVIRONMENTAL TESTING SERVICES (ANNUAL CONTRACT) CONTRACTOR NAME CHANGE – RFP NO. 11-0003

It is requested that Council amend Resolution #425-10 (approved November 23, 2010) to change the name of awarded vendor from ATC Associates, Inc., (Columbus, GA) to ATC Group Services, Inc., d/b/a Cardno ATC (Houston, TX).

Resolution #425-10 authorized the annual contract for geotechnical environmental testing services, whereby ATC Associates, Inc., was one of two vendors awarded the contract on an “as needed” basis.

On June 26, 2013, the Purchasing Division received written notice informing that ATC Associates, Inc., had officially changed the name of the firm to ATC Group Services, Inc., d/b/a CARDNO ATC, and will continue to honor the contract under the same terms of the original contract.
* * * * * *

(C) INDUSTRIAL, MEDICAL AND SPECIAL GASES – GEORGIA STATEWIDE CONTRACT

It is requested that Council approve the purchase of industrial, medical and special gases from Airgas USA, LLC, via Georgia Statewide Contract, SWC 9999-SPD-SPD0000054, during the current contract term and any future contract renewals. The gas products will be purchased by Columbus Fire & EMS, and other departments, on an “as needed basis”. The term of the contract effective date is August 1, 2011 through July 31, 2013, with the option to renew.

Columbus Fire & EMS will be able to purchase medical gas products such as acetylene, oxygen, etc. from Airgas USA, LLC, under the State Contract, which has already been competitively bid.

Funds are budgeted each fiscal year for this on-going expense: General Fund - Fire & EMS – Fire/EMS Operations – Medical Supplies; 0101-410-2100-FOPR-6795. (D) INMATE COMMISSARY SERVICES FOR MUSCOGEE COUNTY PRISON (ANNUAL CONTRACT) – RFP NO. 13-0028

It is requested that Council approve the annual contract for Inmate Commissary Services with Stewart Distribution (Waycross, GA). Stewart Distribution will provide inmate commissary services at the Muscogee County Prison.

The contractor shall provide, but not limited to, the following:
The term of this contract shall be for two years, with the option to renew for three (3) additional twelve-month periods. Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

The RFP postcard invitations were mailed to two hundred and fifty-three (253) vendors, and specifications were posted on the City’s website, Georgia Procurement Registry and DemandStar. This RFP has been advertised, opened and evaluated. Proposals were received April 12, 2013, from the following six offerors:

Stewart Distribution (Waycross, GA)
Kimbles (LaGrange, GA)
Swanson Services (Norcross, GA)
A&S Commissary Services, LLC (Oldsmar, FL)
McDaniel Supply (Jesup, GA)
Oasis Management (Cumming, GA)

Proposals were reviewed by the Evaluation Committee members, which consisted of representatives from the Muscogee County Prison and Finance Department who were voting members. One committee member from the Muscogee County Prison served in an advisory capacity.

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, due to the possibility of negotiated components of the proposal. In the event Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. If Council does not approve the recommended offeror, negotiations will begin with the next responsive offeror.

Evaluation results and commission information have been submitted to the City Manager in a separate memo for information purposes.

Funds will be deposited into the following Revenue Accounts: Inmate Store and Recreation Fund
* * * * * *

(E) WORK UNIFORMS (ANNUAL CONTRACT) – RFB NO. 13-0038

It is requested that Council approve the purchase of work uniforms from All American Uniforms (Columbus, GA), on an “as needed basis”, for the estimated annual contract value of $157,519.00. The uniforms will be utilized by the following departments: Inspections & Code Enforcement, METRA Transit, Engineering, Parks and Recreation, Public Works, the Civic Center and other departments, as needed.

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

Bid postcard invitations were mailed to one-hundred and twenty-four vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and DemandStar. Three bids were received on May 29, 2013. This bid has been advertised, opened and reviewed. The bidders were:

Estimated Annual Contract Value
All American Uniforms (Columbus, GA) $157,519.00
Unifirst (Milbrook, AL) $138,420.02*
Aramark Uniform Services (Burbank, CA) $ 69,897.72*

*Denotes vendors did not bid on all uniform items.

Funds are budgeted each fiscal year for this on going expense: Various Departments - Uniforms; 6781.
* * * * * *


(F) ANNUAL SOFTWARE SUPPORT AND LICENSE RENEWAL FEE FOR LAND RECORDS IMAGING AND INDEXING SYSTEM

It is requested that Council approve payment to Tyler Technologies, Inc., (Dallas, TX) in the amount of $31,216.50 for the annual software support and license renewal for Eagle Imaging Software. This payment will cover the period from August 1, 2013 through July 31, 2014.

The Clerk of Superior Court utilizes the software for imaging and indexing land records. O.C.G.A Title 15 requires the Clerk of Superior Court to file, record, index, maintain, and secure all real estate transactions for Muscogee County, Georgia. The Georgia Code also requires the Clerk to transmit such data to the Georgia Superior Court Clerks Cooperative Authority on a timely basis in such form and with such data elements as is required by such Authority.

The following software application modules are covered:
Per Resolution #104-11, Council approved the initial purchase of the software from Tyler Technologies. Therefore, the vendor is considered the only known source for the maintenance support.

Funds are budgeted in the FY14 Budget: General Fund – Information Technology – Software Lease; 0101 – 210 – 1000 – ISS - 6541.

“ITEM A”
A RESOLUTION

NO.____________

A RESOLUTION AUTHORIZING THE PURCHASE OF STEEL SIGNAL STRAIN POLES FROM SOUTHERN LIGHTING & TRAFFIC SYSTEMS (ROSWELL, GA) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $250,000.00.

WHEREAS, the Traffic Engineering Division, of the Engineering Department, installs and maintains steel signal strain poles along City owned streets within Muscogee County; and,

WHEREAS, the term of contract shall be for two years, with the option to renew for three additional twelve-month periods. 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 steel signal strain poles from Southern Lighting & Traffic Systems (Roswell, GA) for the estimated annual contract value of $250,000.00. Funds are budgeted each fiscal year for this ongoing expense: 2010B Tax Lease Revenue Bonds –2010 CBA Bonds – Stormwater Enhancement/Flood Abatement – Road Maintenance Materials – 2010 CBA Stormwater/Flood – 6th Avenue Stormwater/Flood Abatement, 0559-800-2171-6726-BASF-82007-20100.
___________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2013 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 AMENDING COUNCIL RESOLUTION #425-10 (APPROVED NOVEMBER 23, 2010) TO CHANGE THE NAME OF AWARDED VENDOR FROM ATC ASSOCIATES, INC., (COLUMBUS, GA) TO ATC GROUP SERVICES, INC., D/B/A CARDNO ATC (HOUSTON, TX). RESOLUTION #425-10 AUTHORIZED THE ANNUAL CONTRACT FOR GEOTECHNICAL ENVIRONMENTAL TESTING SERVICES, WHEREBY ATC ASSOCIATES, INC., WAS ONE OF TWO VENDORS AWARDED THE CONTRACT ON AN “AS NEEDED” BASIS.

WHEREAS, On June 26, 2013, the Purchasing Division received written notice informing that ATC Associates, Inc., had officially changed the name of the firm to ATC Group Services, Inc., d/b/a CARDNO ATC, and will continue to honor the contract under the same terms of the original contract.

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

Resolution # 425-10 is hereby amended, changing the name of awarded vendor, ATC Associates, Inc., to ATC Group Services, Inc., d/b/a CARDNO ATC. ATC Group Services, Inc., d/b/a CARDNO ATC will continue the contractual obligations under the same terms of the original contract.
______________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2013 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 PURCHASE OF INDUSTRIAL, MEDICAL AND SPECIAL GASES FROM AIRGAS USA, LLC, VIA THE GEORGIA STATEWIDE CONTRACT SWC 9999-SPD-SPD0000054, ON AN “AS NEEDED BASIS,” DURING THE CURRENT CONTRACT TERM AND ANY FUTURE CONTRACT RENEWALS.

WHEREAS, the gas products will be purchased by Columbus Fire & EMS, and other departments; and,

WHEREAS, the State of Georgia has competitively bid Industrial, Medical and Special Gas products and Airgas USA is one of the awarded vendors; and, WHEREAS, Georgia Statewide contracts are approved for use by local governments, and meet the requirements of the City’s procurement ordinance; and,

WHEREAS, the contract pricing will remain in effect through July 31, 2013, with the option to renew.

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

That the City Manager is hereby authorized to purchase industrial, medical and special gases from Airgas USA, LLC, via Georgia State Contract, SWC 9999-SPD-SPD0000054 on an “as needed basis,” during the current contract term and any future contract renewals. Funds are budgeted each fiscal year for this on-going expense: General Fund - Fire & EMS – Fire/EMS Operations – Medical Supplies; 0101-410-2100-FOPR-6795.
_________________________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2013 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 EXECUTION OF AN ANNUAL CONTRACT WITH STEWART DISTRIBUTION (WAYCROSS, GA) TO PROVIDE INMATE COMMISSARY SERVICES AT THE MUSCOGEE COUNTY PRISON.

WHEREAS, an RFP was administered (RFP 13-0028) and proposals were received from six qualified offerors; and,

WHEREAS, the proposal submitted by Stewart Distribution met all proposal requirements and was evaluated responsive to the RFP; and,

WHEREAS, the term of contract shall be for two years, with an option to renew for three additional twelve-month periods. Contract renewal is 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 Stewart Distribution (Waycross, GA) to provide inmate commissary services at the Muscogee County prison. Funds will be deposited into the following Revenue Accounts: Inmate Store and Recreation Fund:
_______________________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2013 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 THE PURCHASE OF WORK UNIFORMS FROM ALL AMERICAN UNIFORMS (COLUMBUS, GA), ON AN “AS NEEDED BASIS”, FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $157,519.00 . WHEREAS, the uniforms will be utilized by the following departments: Inspection & Codes Enforcement, METRA Transit, Engineering, Parks and Recreation, Public Works, the Civic Center and other departments as needed; and,

WHEREAS, the contract period shall be for two years, with the option to renew for three additional twelve-month periods. 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 work uniforms from All American Uniforms (Columbus, GA), on an “as needed basis”, for the estimated annual contract value of $157,519.00. Funds are budgeted each fiscal year for this on going expense: Various Departments - Uniforms; 6781.
______________________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the ___________ day of ____________, 2013 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 PAYMENT TO TYLER TECHNOLOGIES, INC., (DALLAS, TX) IN THE AMOUNT OF $31,216.50 FOR THE ANNUAL SOFTWARE SUPPORT AND LICENSE RENEWAL FOR EAGLE IMAGING SOFTWARE. THIS PAYMENT WILL COVER THE PERIOD FROM AUGUST 1, 2013 THROUGH JULY 31, 2014.

WHEREAS, The Clerk of Superior Court utilizes the software for imaging and indexing land records. O.C.G.A Title 15 requires the Clerk of Superior Court to file, record, index, maintain, and secure all real estate transactions for Muscogee County, Georgia. The Georgia Code also requires the Clerk to transmit such data to the Georgia Superior Court Clerks Cooperative Authority on a timely basis in such form and with such data elements as is required by such Authority; and,

WHEREAS, Per Resolution #104-11, Council approved the initial purchase of the software from Tyler Technologies. Therefore, the vendor is considered the only known source for the maintenance support.

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

That the City Manager is hereby authorized to make payment to Tyler Technologies, Inc., (Dallas, TX) in the amount of $31,216.50 for the annual software support and license renewal for Eagle Imaging Software. This payment will cover the period from August 1, 2013 through July 31, 2014. Funds are budgeted in the FY14 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____________________, 2013 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