Agenda Item # 2
Columbus Consolidated Government
Council Meeting

December 4, 2018

Agenda Report # 69

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) VARIOUS DEPARTMENT VEHICLES - RFB NO. 19-0009

It is requested that Council authorize the purchase of one (1) Mid-Size Sedan (2019 Ford Fusion S) from Allan Vigil Ford (Morrow, GA) in the amount of $17,594.00; one (1) Mid-Size SUV (2019 Nissan Pathfinder) from Town Center Nissan (Kennesaw, GA) in the amount of $23,940.00; two (2) Mid-Size SUV 4x4s (2019 Nissan Pathfinder) from Town Center Nissan (Kennesaw, GA) at a unit price of $24,600.00, for a total price of $49,200.00; and one (1) 4x4 Crew Cab Pick-up Truck (2019 Ford F-250 XL Crew Cab 4x4) from Allan Vigil Ford (Morrow, GA) in the amount of $30,623.00; for a grand total price of $121,357.00.

The vehicles were approved in the FY19 Budget: The Mid-Size Sedan will be used by Civic Center staff to perform mail-runs, site visits, department official duties, and authorized travel. The Mid-Size SUV will be used by Right-of Way Maintenance, Urban Forestry & Beautification Division staff to drive to different job sites checking on various maintenance issues and for authorized official travel. The Mid-Size SUV 4x4s will be used by Engineering staff to travel to job sites, and to support Fire & EMS personnel during emergency/inclement weather situations. The 4x4 Crew Cab Pick-up Truck will be used by Fire and EMS staff as part of the West Central Georgia Search and Rescue (GSAR) Team to improve response to heavy rescue emergencies for citizens of Columbus and surrounding counties. Heavy Search and Rescue involves the location, rescue extrication, and intimal medical stabilization of victims trapped in confined spaces; structural collapse is most often the cause of victims being trapped. These are all replacement vehicles.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Six (6) bids were received on October 17, 2018. This bid has been advertised, opened and reviewed. The bidders were:

Misc Vehicles agenda tab.pdfMisc Vehicles agenda tab.pdf

Funds are budgeted in the FY19 Budget:
Mid-Size Sedan [$17,594.00] – Civic Center Fund – Civic Center – Civic Center Operations – Automobiles; 0757-160-1000-CIVC-7721.
Mid-Size SUV [$23,940.00] - Paving Fund – Public Works – Right-of-Way Maintenance – Light Trucks; 0203-260-3120-ROWM-7722.
Mid-Size SUV 4x4s [$49,200.00] - Paving Fund – Engineering – Highways and Roads – Automobiles; 0203-250-2200-ROAD-7721.
4x4 Crew Cab Pick-up Truck [$30,623.00] – Multi-Gov’t Project Fund – Fire & EMS – FY17 GEMA-DHS Grant – Light Trucks; 0216-410-3940-GEDH-7722.
* * * * *

(B) STAFFING SOFTWARE FOR FIRE & EMS – RFP NO. 19-0004

It is requested that Council authorize the purchase of a cloud-based staffing software solution from Aladtec Inc. (River Falls, WI) for the Fire and EMS Department. The vendor will provide a software solution that will integrate with their current records management system (RMS) and assist with facilitating employee time entry, shift scheduling, scheduling and tracking overtime, shift swaps, and other functionality.

RFP Advertisement and Receipt of Proposals:

RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on August 21, 2018. This RFP has been advertised, opened and evaluated. Proposals were received on September 28, 2018, from the following two (2) vendors:

Aladtec, Inc. (River Falls, WI) The following events took place after receipt of the proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation
10/17/18
The Purchasing Manager advised evaluation committee of the RFP rules and process. The proposals were distributed to committee members for review. The Committee requested an amendment to the Evaluation Criteria to include Vendor Demonstrations/Interview.
1st Evaluation
11/02/18
Committee members discussed the proposals from both vendors. It was requested that demonstrations/interviews be scheduled for both vendors for November 7, 2018.
Letters
11/02/18
Letters were sent to both vendors offering them an opportunity to demonstrate their software capabilities and be interviewed by committee members on November 7, 2018.
Vendor Responses
11/05/18
Both vendors accepted the invitation to demonstrate their software capabilities and be interviewed by committee members.
Demonstrations/Interviews
11/07/18
Both vendors provided demonstrations and were interviewed by committee members. Committee members advised Purchasing that they were ready to perform evaluations.
Evaluation Ballots Sent to Committee
11/07/18
Evaluation ballots forwarded to voting committee members.
Evaluation Ballots Completed by Committee Members
11/20/18
Committee members completed and returned their evaluation ballots to Purchasing.
Evaluation Results forwarded to Committee
11/26/18
The Evaluation Results were compiled, completed and forwarded to Committee members for review and Recommendation.
Recommendation Received
11/27/18
Via email, the committee members unanimously voted to award to Aladtec, Inc.
Evaluation Committee:

The proposals were reviewed by the Evaluation Committee, which consisted of one (1) voting member from the Information Technology Department, one (1) voting member from the Human Resources Department, and three (3) voting members from the Fire/EMS Department.

Award Recommendation:

The evaluation committee deemed the proposal from Aladtec, Inc. (River Falls, WI), to be most responsive to the RFP specifications, as reflected by the comments below:

Aladtec, Inc. (River Falls, WI)
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 in the FY19 Budget: LOST-Public Safety Fund – Fire & EMS – Public Safety-LOST – Software Lease; 0102-410-9900-LOST-6541.
* * * * *

(C) SOFTWARE LICENSE RENEWAL FOR WEBSITE SERVICES

It is requested that Council approve a three year software license renewal agreement with DNN Corporation (Austin, TX), in the amount of $13,773.55 annually, for the EVOQ Content Software. The renewal agreement will insure no increase in the license renewal for the next three years, and will cover the term from 03/31/19 –03/30/2022.

The Information Technology Department uses the Evoq Content Software to develop the City’s websites. This software increases security, maintainability, and the overall web presence. The Department was previously using a free version of the software. In 2018, an upgrade of the software was purchased in the amount of $9,499. DNN Corporation is the developer of the Evoq Content Software, therefore the vendor is deemed an only known source, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in the FY19 budget: General Fund – Information Technology –Computer Software; 0101 – 210 – 1000 – ISS – 6541. Funds will be budgeted in the appropriate fiscal years for the subsequent years’ renewal payments.
* * * * * * * *
(D) NETWORKING EQUIPMENT

It is requested that Council approve the purchase of networking equipment from CPAK (LaGrange, GA) in the estimated of $85,993.00. The purchase will be accomplished by cooperative purchase via Georgia Statewide Contract #99999-SPD-T20120501-0006.

The Information Technology Department is requesting the purchase of networking equipment, to include networking switches and peripherals to replace outdated, end of life equipment throughout the City; which is needed to improve speed, efficiency and security.

Funds are budgeted in the FY19 Budget as follows:
Approximately $84,565 is budgeted in the General Fund – Information Technology – Computer Equipment; 0101 – 210 -1000 – ISS – 6511.

Approximately $1,428 is budgeted in the LOST/Infrastructure Fund – Information Technology – Infrastructure/LOST – Computer Equipment – IT Storage Project; 0109 – 210 – 9901 – ISS – 7751 -90001 – 20190.

“ITEM A”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) MID-SIZE SEDAN (2019 FORD FUSION S) FROM ALLAN VIGIL FORD (MORROW, GA) IN THE AMOUNT OF $17,594.00; ONE (1) MID-SIZE SUV (2019 NISSAN PATHFINDER) FROM TOWN CENTER NISSAN (KENNESAW, GA) IN THE AMOUNT OF $23,940.00; TWO (2) MID-SIZE SUV 4X4s (2019 NISSAN PATHFINDER) FROM TOWN CENTER NISSAN (KENNESAW, GA) FOR THE UNIT PRICE OF $24,600.00, FOR A TOTAL PRICE OF $49,200.00; AND ONE (1) 4X4 CREW CAB PICK-UP TRUCK (2019 FORD F-250 XL CREW CAB 4X4) FROM ALLAN VIGIL FORD (MORROW, GA) IN THE AMOUNT OF $30,623.00; FOR A GRAND TOTAL PRICE OF $121,357.00.

WHEREAS, the vehicles were approved in the FY19 Budget. The Mid-Size Sedan will be used by Civic Center staff to perform mail-runs, site visits, department official duties, and authorized travel. The Mid-Size SUV will be used by Right-of Way Maintenance, Urban Forestry & Beautification Division staff to drive to different job sites checking on various maintenance issues and for authorized official travel. The Mid-Size SUV 4x4s will be used by Engineering staff to travel to job sites, and to support Fire & EMS personnel during emergency/inclement weather situations. The 4x4 Crew Cab Pick-up Truck will be used by Fire and EMS staff as part of the West Central Georgia Search and Rescue (GSAR) Team to improve response to heavy rescue emergencies to the citizens of Columbus and surrounding counties. These are all replacement vehicles.

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

That the City Manager is hereby authorized to purchase one (1) Mid-Size Sedan (2019 Ford Fusion S) from Allan Vigil Ford (Morrow, GA) in the amount of $17,594.00; one (1) Mid-Size SUV (2019 Nissan Pathfinder) from Town Center Nissan (Kennesaw, GA) in the amount of $23,940.00; two (2) Mid-Size SUV 4x4s (2019 Nissan Pathfinder) from Town Center Nissan (Kennesaw, GA) at a unit price of $24,600.00, for a total price of $49,200.00; and one (1) 4x4 Crew Cab Pick-up Truck (2019 Ford F-250 XL Crew Cab 4x4) from Allan Vigil Ford (Morrow, GA) in the amount of $30,623.00; for a grand total price of $121,357.00. Funds are budgeted in the FY19 Budget: Mid-Size Sedan – Civic Center Fund – Civic Center – Civic Center Operations – Automobiles; 0757-160-1000-CIVC-7721.
Mid-Size SUV - Paving Fund – Public Works – Right-of-Way Maintenance – Light Trucks; 0203-260-3120-ROWM-7722. Mid-Size SUV 4x4s - Paving Fund – Engineering – Highways and Roads – Automobiles; 0203-250-2200-ROAD-7721. 4x4 Crew Cab Pick-up Truck – Multi-Gov’t Project Fund – Fire & EMS – FY17 GEMA-DHS Grant – Light Trucks; 0216-410-3940-GEDH-7722.

________________


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



_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
“ITEM B”

A RESOLUTION

NO.________


A RESOLUTION AUTHORIZING TO APPROVE THE CONTRACT WITH ALADTEC, INC. (RIVER FALLS, WI) TO PROVIDE A CLOUD-BASED STAFFING SOFTWARE SOLUTION THAT WILL ASSIST THE FIRE & EMS DEPARTMENT WITH FACILITATING EMPLOYEE TIME ENTRY, SHIFT SCHEDULING, SCHEDULING AND TRACKING OVERTIME, SHIFT SWAPS, AND OTHER FUNCTIONALITY.

WHEREAS, an RFP was administered (RFP No. 19-0004) and two (2) proposals were received; and,

WHEREAS, the proposal submitted by Aladtec, Inc. (River Falls, WI) met all proposal requirements and was evaluated most responsive to the RFP; and,

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

That the City Manager is hereby authorized to approve the contract with Aladtec, Inc. (River Falls, WI), to provide Fire & EMS with a software solution. Funds are budgeted in the FY19 Budget: LOST-Public Safety Fund – Fire & EMS – Public Safety-LOST – Software Lease; 0102-410-9900-LOST-6541.


_________________


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



_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor

“ITEM C”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING A THREE YEAR SOFTWARE LICENSE RENEWAL AGREEMENT WITH DNN CORPORATION (AUSTIN, TX), IN THE AMOUNT OF $13,773.55 ANNUALLY, FOR THE EVOQ CONTENT SOFTWARE. THE RENEWAL AGREEMENT WILL INSURE NO INCREASE IN THE LICENSE RENEWAL FOR THE NEXT THREE YEARS, AND WILL COVER THE TERM FROM 03/31/19 –03/30/2022.

WHEREAS, the Information Technology Department uses the Evoq Content Software to develop the City’s websites. This software increases security, maintainability, and the overall web presence. The Department was previously using a free version of the software. In 2018, an upgrade of the software was purchased in the amount of $9,499; and,

WHEREAS, DNN Corporation is the developer of the Evoq Content Software, therefore the vendor is deemed an only known source, 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 enter into a three year software license renewal agreement with DNN Corporation (Austin, TX), in the amount of $13,773.55 annually, for the EVOQ Content Software. The renewal agreement will insure no increase in the license renewal for the next three years, and will cover the term from 03/31/19 –03/30/2022. Funds are budgeted in the FY19 budget: General Fund – Information Technology –Computer Software; 0101 – 210 – 1000 – ISS – 6541. Funds will be budgeted in the appropriate fiscal years for the subsequent years’ renewal payments.


__________

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



_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
“ITEM D”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE PURCHASE OF NETWORKING EQUIPMENT FROM CPAK (LAGRANGE, GA) IN THE ESTIMATED AMOUNT OF $85,993.00. THE PURCHASE WILL BE ACCOMPLISHED BY COOPERATIVE PURCHASE VIA GEORGIA STATEWIDE CONTRACT #99999-SPD-T20120501-0006.

WHEREAS, the Information Technology Department is requesting the purchase of networking equipment, to include networking switches and peripherals to replace outdated, end of life equipment throughout the City; which is needed to improve speed, efficiency and security.

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

That the City Manager is hereby authorized to purchase networking equipment from CPAK (Lagrange, GA) in the amount of $85,993.00. The purchase will be accomplished by cooperative purchase via Georgia Statewide Contract #99999-SPD-T20120501-0006. Funds are budgeted in the FY19 Budget as follows: Approximately $84,565 is budgeted in the General Fund – Information Technology – Computer Equipment; 0101 – 210 -1000 – ISS – 6511. Approximately $1,428 is budgeted in the LOST/Infrastructure Fund – Information Technology – Infrastructure/LOST – Computer Equipment – IT Storage Project; 0109 – 210 – 9901 – ISS – 7751 -90001 – 20190.

______________

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



_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor