Agenda Item # 4
Columbus Consolidated Government
Council Meeting

April 24, 2018

Agenda Report # 113

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) SPECIAL OPERATIONS EQUIPMENT – RFB NO. 18-0003

It is requested that Council authorize the purchase of one hundred twenty-five (125) sets of Special Operations Equipment from Sarkar Tactical, Inc. (El Paso, TX), in the amount of $296.00 per set, for a total cost of $37,000.00.

Sarkar Tactical, Inc., was the awarded vendor for RFB No. 18-0003, Special Operations Equipment, per Resolution # 299-17. The vendor has agreed to protect the bid pricing for additional purchases made in the FY18 budget year (July 1, 2017 through June 30, 2018.) The vendor has agreed to provide the additional sets as follows:

G1 Protective Suit
$165.00
G1 Helmet
$33.00
Tactical Shield
$93.00
Shield Placard
$5.00
Total Per Set
$296.00
The special operations equipment will be used by the Officers of the Columbus Police Department.

********

(B) BASKETBALL OFFICIATING SERVICES (ANNUAL CONTRACT) – RFB NO. 18-0038

It is requested that Council authorize the execution of an annual contract with Columbus Basketball Official Association (Columbus, GA) to provide officiating services for the estimated annual contract value of $16,500.00. Officiating Services are required for the following activities: Adult Basketball, Columbus Youth Basketball and Nightowl Basketball.

The vendor will provide a minimum of two (2) officiators, per game, for Adult Basketball and Columbus Youth Basketball. Three (3) officiators, per game, are required for Nightowl Basketball.

There will be approximately 250 basketball events at City recreation centers, for the 2018 - 2019 season. The officiating services will be provided in accordance with the Georgia High School Association (GHSA) and International Association of Approved Basketball Official (IAABO) regulation guidelines.

Bid information was posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on February 27, 2018. One (1) bid was received on March 21, 2018. This bid has been advertised, opened and reviewed. The bidder was:

Description/Vendor
*Columbus Basketball
Officials Association
(Columbus, GA)
Cost for 2 Officials per game for Adult Basketball / Approx. 100 games
60.00 / $6,000.00
Cost for 3 Officials per game for Nightowl Basketball / Approx.50 games
105.00 / $5,250.00
Cost for 2 Officials per game for Columbus Youth Basketball League / Approx. 100 games
52.00 / $5,200.00
Total Estimated Contract Value:
$16,500.00
No “Bid”
Phenix City Basketball Officials Association submitted a “No Bid” response stating they did not have the manpower to cover a contract like this.

* Columbus Basketball Officials Association is the only local vendor listed on the GHSA Officials roster.

Funds are budgeted each year for this ongoing expense: Parks & Recreation – Athletics - Contractual Services; 0101-270-3410-ATHL-6319.
********

(C) LAWN MAINTENANCE EQUIPMENT & SUPPLIES (REBID) (ANNUAL CONTRACT) - RFB NO. 18-0042

It is requested that Council approve the purchase of lawn maintenance equipment & supplies (Rebid) on an "as needed" basis from Sunsouth, LLC (Columbus, GA), and Home Hardware, Inc. (Columbus, GA) for the estimated annual contract value of $158,964.74. Various City departments will use the lawn maintenance equipment.

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

Bid information was posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on February 26, 2018. Two (2) bids was received on March 21, 2018. This bid has been advertised, opened and reviewed. The bidders were:

Vendor/Description
Sunsouth, LLC
(Columbus, GA)
*Home Hardware, Inc.
(Columbus, GA)
Gasoline Powered Edgers (25 ea.)
(Approximate Delivery Days)
$355.46 / $8,886.50
$355.46
1
3
Gasoline Powered Trimmers (158 ea.)
(Approximate Delivery Days)
$300.16 / $47,425.28
$300.16
1
3
Blowers (20 ea.)
(Approximate Delivery Days)
$284.36 / $5,687.20
$284.36
1
3
Chain Saws, Min. 3.4 Cubic Inch (22 ea.)
(Approximate Delivery Days)
$363.36 / $7,993.92
$387.06
1
3
Chain Saws, Min. 3.9 Cubic Inch (12 ea.)
(Approximate Delivery Days)
$450.26 / $5,403.12
$450.26
1
3
Mowers, Rotary/Self-Propelled (2 ea.)
(Approximate Delivery Days)
NB
$1,099.00 / $2,198.00
5
24” Hedge Trimmer (25 ea.)
(Approximate Delivery Days)
$418.66 / $10,466.50
$418.66
1
3
Ext. Hedgetrimmer (25 ea.)
(Approximate Delivery Days)
$379.16 / $9,479.00
$379.16
1
3
Telescoping Pole Pruner (25 ea.)
(Approximate Delivery Days)
$513.46 / $12,836.50
$513.46
1
3
Hydraulic Pole Chain Saw (25 ea.)
(Approximate Delivery Days)
NB
$2,299.00 / $57,475.00
5
Total Award Amount per Vendor
$99,291.74
$59,673
Estimated Annual Contract Value
$158,964.74
MISCELLANEOUS SUPPLIES
Line Trimmer .130 x 600” – (Per Roll)
$5.98
$32.90
Trimmer Head Kwik Loader – (Each)
$25.95
$20.40
Brush Blade 9” x 1” 80T – (Each)
$13.53
$9.50
Brush Blade 9” x 1” 8T – (Each)
$13.53
$9.50
2.6 oz.; Gallon Mix Oil – (Each)
$1.15
$1.04

*Home Hardware, Inc. was not recommended for the Gasoline Powered Edgers, Gasoline Powered Trimmers, Blowers, Chain Saws, 24# Hedge Trimmer, Ext. Hedgetrimmer and Telescoping Pole Pruner due to their approximate delivery of 3 days. The Using agency responded that a faster delivery time frame is desired, due to the high demand of backlogged work orders. A three-day delivery for required equipment would further delay the completion of the work. Vendor was notified in writing.

Funds are budgeted each fiscal year for this ongoing expense: Paving Fund – Public Services – Right of Way Maintenance – Horticulture/Landscaping Supplies, 0203-260-3120-ROWN-6727.
********

(D) PAYMENT FOR INMATE PHARMACY SERVICES

It is requested that Council approve payment to Diamond Drugs, Inc., (Pittsburgh, PA), in the amount of $13,679.45, for pharmacy services utilized for inmates at the Muscogee County Prison. This payment will cover services provided during the months of August - September, 2017.

Funds are budgeted in the FY18 Budget: General Fund – MCP – Warden – Pharmacy Services; 0101- 420 – 1000 – MCCI – 6323.


********

(E) OVERHAUL AND RELOCATION SERVICES FOR CASCADE SYSTEM

It is requested that Council approve payment to Breathing Air Systems (Reynoldsburg, GA), in the amount of $12,418.00, for providing overhaul and relocation services for the cascade system utilized by Fire & EMS.

The Cascade System is a high pressure gas cylinder storage system which is used for the refilling of smaller compressed gas cylinders. The Fire & EMS Department uses the system to fill the Self Contained Breathing Apparatus tanks used by personnel to breathe clean air while performing fighting fire duties.

Relocations services were needed to move the Cascade System from Station 1, located at 201 10th Street, to the more centrally located Station 9, located on Macon Road. This relocation will allow all the fire trucks in the city quicker access to the cascade system. The cascade system was also upgraded adding Carbon Monoxide monitoring per NFPA requirements.

Breathing Air Systems is the only known source for the overhaul and relocation services, because they are the manufacturer of the existing cascade system and the only company with parts and qualified technicians to move and service the unit.

Funds are budgeted in the FY18 Budget: LOST/Public Safety – Fire & EMS – Public Safety/LOST – Capital Expenditures Under $5,000; 0102 – 410 – 9900 – LOST – 7763.

********

(F) ONLINE AND TOLL-FREE COURT PAYMENT SERVICES FOR RECORDER’S COURT

It is requested the Council approve a trial contract with nCourt (Woodstock, GA) to provide online and toll-free court payment services for Recorder’s Court. This contract will include a 10% revenue sharing option payable to the City, and zero cost to Recorder’s Court. The City will enter into a 12-month contract to be renewed, on an as needed basis, if agreeable to both parties.

The vendor will work with Recorder’s Court to design a customized, user-friendly website that allows citizens to locate and pay any Court fine or fee they desire. Citizens will be able to search for and pay court fines and fees 24 hours a day, 7 days a week. Citations can be searched based on name, date of birth, citation number, case number, driver’s license number, tag number or any other field desired by the Court. The website will provide clear instructions to the citation holder and will display all appropriate court approved disclaimers. Once located, the citation will be shown together with court date, courtroom assignment, and the total amount due. If the citation is payable without a court appearance the system will prompt the individual to pay online; it if requires a court appearance, the system will provide instruction to the citation holder on where to appear.

Additionally, any citizen wishing to pay via telephone can call nCourt’s live bilingual call center anytime time during the vendor’s extended business hours (7 am – 9 pm, Monday – Friday, and 9 am – 6 pm, Saturday and Sunday). The vendor’s staff is trained to handle callers in a friendly, professional manner which allows them to satisfy their obligation conveniently and pleasantly. This service allows nCourt to be the “first line of defense” allowing the vendor to handle many of the most common calls without the Court’s involvement.

To accomplish this agreement, the City is “Piggy-backing” off a contract awarded by Gwinnett County, as a result of their RFP #012-13, issued on June 30, 2013. On July 17, 2013, the following four proposals responses were received: Icon Software Corporation, NCourt, Value Payment Systems –Option 1, Value Payment Systems – Value 2. During the evaluation process, nCourt was the successful vendor and the contract was awarded by Gwinnett County’s Board of Commission. The procurement process administered by Gwinnett County meets the procurement requirements of Columbus Consolidated Government. The City’s Procurement Ordinance, Article 9-101, “Cooperative Purchasing Authorized,” allows for participation in this RFP. The City will enter into a trial contract for a 12-month through October 31, 2018, to be renewed on an as needed basis. The trial contract is in anticipation of a fully integrated system for multiple areas.

The generated revenue will be deposited into various revenue accounts for fines and forfeitures paid to Recorder’s Court. The ten (10%) revenue sharing fees will be deposited into General Fund - Government Wide Revenue – Miscellaneous Fees;0101-099-1999-4470.

ITEM A”

A RESOLUTION
NO._________

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE HUNDRED TWENTY-FIVE SETS OF SPECIAL OPERATIONS EQUIPMENT FROM SARKAR TACTICAL, INC. (EL PASO, TX), IN THE AMOUNT OF $296.00 PER SET, FOR THE TOTAL AMOUNT OF $37,000.00

WHEREAS, Sarkar Tactical, Inc., was the awarded vendor for RFB No. 18-0003, to provide Special Operations Equipment for the Columbus Police Department per Resolution # 299-17; and,

WHEREAS, the equipment sets will consist of the following: G1 Protective Suit, G1 Helmet, Tactical Shield, and Shield Placard.

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

That the City Manager is hereby authorized to purchase one hundred twenty-five (125) sets of Special Operations Equipment from Sarkar Tactical, Inc. (El Paso, TX), in the amount of $296.00 per set, for the total amount of $37,000.00. Funds are budgeted in the FY18 Budget as follows: Seventy-five (75) sets will be purchased from: General Fund – Police – Support Services – STAF – Operating Materials, 0101-400-2200-STAF-6728; and fifty (50) sets will be purchased from: General Fund – Police – Special Operations – STAF – Operating Materials; 0101-400-2700-STAF-6728.

_____________

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 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 COLUMBUS BASKETBALL OFFICIAL ASSOCIATION (COLUMBUS, GA), TO PROVIDE BASKETBALL OFFICIATING SERVICES, FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $16,500.00.


WHEREAS, the vendor will provide a minimum of two (2) officiators, per game, for Adult Basketball and Columbus Youth Basketball League. Three (3) officiators, per game, are required for Nightowl Basketball League; and,

WHEREAS, the contract term will be for two (2) years, with the option to renew for three (3) additional twelve-month periods.

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

That the City Manager is hereby authorized to execute an annual contract with Columbus Basketball Official Association (Columbus, GA) to provide basketball officiating services for the estimated annual contract value of $16,500.00. Funds are budgeted each fiscal year for this ongoing expense: Parks & Recreation – Athletics, Contractual Services; 0101-270-3410-ATHL-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 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 LAWN MAINTENANCE EQUIPMENT & SUUPLIES ON AN "AS NEEDED" BASIS FROM SUNSOUTH, LLC (COLUMBUS, GA) AND HOME HARDWARE, INC. (COLUMBUS, GA) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $158,964.74.

WHEREAS, the lawn maintenance equipment will be used by various City departments; and,

WHEREAS, the contract term is for a period of two (2) years with the option to renew for three (3) additional twelve month periods.

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

That the City Manager is hereby authorized to purchase lawn maintenance equipment & supplies on an "as needed" basis from Sunsouth, LLC., and Home Hardware, Inc. for the estimated annual contract value of $158,964.74. Funds are budgeted each fiscal year for this ongoing expense: Paving Fund – Public Services – Right of Way Maintenance – Horticulture/Landscaping Supplies, 0203-260-3120-ROWN-6727.
___________________

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 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 $13,679.45, FOR PHARMACY SERVICES UTILIZED FOR INMATES AT THE MUSCOGEE COUNTY PRISON. THIS PAYMENT WILL COVER SERVICES PROVIDED DURING THE MONTHS OF AUGUST - SEPTEMBER 2017.

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 $13,679.45, for pharmacy services utilized for inmates at the Muscogee County Prison. This payment will cover services provided during the months of August - September, 2017. Funds are budgeted in the FY18 Budget: 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 _________________, 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 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 PAYMENT TO BREATHING AIR SYSTEMS (REYNOLDSBURG, GA), IN THE AMOUNT OF $12,418.00, FOR PROVIDING OVERHAUL AND RELOCATION SERVICES FOR THE CASCADE SYSTEM UTILIZED BY FIRE & EMS.

WHEREAS, the Cascade System is a high pressure gas cylinder storage system which is used for the refilling of smaller compressed gas cylinders. The Fire & EMS Department uses the system to fill the Self Contained Breathing Apparatus tanks used by personnel to breathe clean air while performing fighting fire duties; and,

WHEREAS, relocation services were needed to move the Cascade System from Station 1, located at 201 10th Street, to the more centrally located Station 9, located on Macon Road. This relocation will allow all the fire trucks in the city quicker access to the cascade system. The cascade system was also upgraded adding Carbon Monoxide monitoring per NFPA requirements; and,

WHEREAS, Breathing Air Systems is the only known source for the overhaul and relocation services, because they are the manufacturer of the existing cascade system and the only company with parts and qualified technicians to move and service the unit.

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

That the City Manager is hereby authorized to make payment to Breathing Air Systems (Reynoldsburg, GA), in the amount of $12,418.00, for providing overhaul and relocation services for the cascade system utilized by Fire & EMS. Funds are budgeted in the FY18 Budget: LOST/Public Safety – Fire & EMS – Public Safety/LOST – Capital Expenditures Under $5,000; 0102 – 410 – 9900 – LOST – 7763.


_________________

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 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 A TRIAL CONTRACT WITH NCOURT (WOODSTOCK, GA) TO PROVIDE ONLINE AND TOLL-FREE COURT PAYMENT SERVICES FOR RECORDER’S COURT. THIS CONTRACT WILL INCLUDE A 10% REVENUE SHARING OPTION PAYABLE TO THE CITY AND ZERO COST TO RECORDER’S COURT. THE CITY WILL ENTER INTO A 12-MONTH CONTRACT TO BE RENEWED, ON AN AS NEEDED BASIS, IF AGREEABLE TO BOTH PARTIES.

WHEREAS, the vendor will work with Recorder’s Court to design a customized, user-friendly website that allows citizens to locate and pay any Court fine or fee they desire. Citizens will be able to search for and pay court fines and fees 24 hours a day, 7 days a week; and,

WHEREAS, additionally, any citizen wishing to pay via telephone can call nCourt’s live bilingual call center anytime time during the vendor’s extended business hours (7 am – 9 pm, Monday – Friday, and 9 am – 6 pm, Saturday and Sunday); and,

WHEREAS, to accomplish this agreement, the City is “Piggy-backing” off a contract awarded by Gwinnett County, as a result of their RFP #012-13, issued on June 30, 2013. During the evaluation process, nCourt was the successful vendor and the contract was awarded by Gwinnett County’s Board of Commission. The procurement process administered by Gwinnett County meets the procurement requirements of Columbus Consolidated Government. The City’s Procurement Ordinance, Article 9-101, “Cooperative Purchasing Authorized,” allows for participation in this RFP.

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

That the City Manager is hereby authorized enter into a approve a trial contract with nCourt (Woodstock, GA) to provide online and toll-free court payment services for Recorder’s Court. The City will enter into a 12-month contract to be renewed, on an as needed basis, if agreeable to both parties. This contract will include a 10% revenue sharing option payable to the City and zero cost to Recorder’s Court. The generated revenue will be deposited into various revenue accounts for fines and forfeitures paid to Recorder’s Court. The ten (10%) revenue sharing fees will be deposited into General Fund - Government Wide Revenue – Miscellaneous Fees;0101-099-1999-4470.
___________________

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 Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.



_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor