Agenda Item # 4
Columbus Consolidated Government
Council Meeting

September 11, 2018

Agenda Report # 25

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) ArcGIS SOFTWARE LICENSE AND MAINTENANCE


It is requested that Council approve payment to ESRI, Inc., (Redlands, CA) in the amount of $43,400.00, for the annual ArcGIS Software Maintenance and License covering the period from November 16, 2018 through November 15, 2019.

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 FY19 Budget: General Fund - Information Technology – Software Lease; 0101-210-1000-ISS-6541.


* * * * * * * *

(B) STORAGE FACILITY RENTAL PAYMENT FOR THE SHERIFF’S OFFICE

It is requested that Council approve payment to RiverMill Storage, LLC (Columbus, GA) for the annual storage facility rental fee, in the amount of $33,960.00, for 2018-2019.

The storage facility is utilized by the Sheriff’s Office to store items that have been seized during executed search warrants and other criminal activity. Sensitive equipment such as the MCSO bomb trailer, utility trailer and surplus x-ray machines are stored at the facility, as well as, the Mobile Command Unit and trailer. Additionally, storage may be used to house evidence from Superior Court cases that may go to Appeal. The facility is gated and uses closed circuit security cameras that are monitored offsite.

The Sheriff’s Office has used the River Mill Storage facility since before 2004 to house various pieces of equipment. In the past, payments for the storage units were made from either the Sheriff Drug Fund or Sheriff Forfeiture Funds, which could be used at the Sheriff’s Office discretion without adherence to the Procurement Ordinance. Currently, there is not enough funding available in either fund to pay the storage fee. Consequently, the payment must be made out of the Sheriff’s operating budget.

Funds are budgeted in the FY19 Budget; General Fund – Sheriff – Uniform Division – Contractual Services; 0101 – 550 – 2100 – SPTL – 6319.

* * * * * * * *


(C) JURY MANAGEMENT SOFTWARE/SUBSCRIPTION AND HOSTING SERVICES

It is requested that Council approve payment to Courthouse Technologies, Ltd. (Vancouver, BC Canada), in the annual estimated amount of $41,923.00, for year two of a five year contract, for Jury Management software/subscription services, and also approve payment, in the amount of $10,000.00, for year two of a five year contract for Hosting services. Approval is also required for the remaining three years of the contract. The estimated payment amount is based on the approximate number of jury summons issued per year.

The Jury Management software/subscription and hosting services are required due to changes mandated by the State, effective July 1, 2012. The Jury Composition Reform Act of 2011 mandates the Council of Superior Court Clerks to create and deliver to the local counties of Georgia, the Jury Master Lists that will be used in the selection of the jurors, as needed for courts in their counties.

The City has been using Courthouse Technologies’ software since 2012, per Resolution #115-12, when it was discovered that the City’s in-house system could not meet the requirements of the State’s new Jury Master List format. The jury pool list created by the Council of Superior Court Clerks had many changes in the file format. At the time, the City’s system did have the programming code that would accommodate the format changes, and consequently would be unable to use the mandated created file. Therefore, it was necessary to seek an outside vendor specializing in Jury selection systems, and prepared to accommodate the new Jury list. At the initial purchase in 2012, the purchase was accomplished via Federal GSA, Schedule 70, Contract #GS-035F-0536X, which was awarded to Courthouse Technologies Ltd., for Jury Management software.

Funds are available in the FY19 Budget: General Fund – Superior Court – Jury Manager – Contractual Services; 0101 – 500 – 2140 – JURY – 6319. Funding for subsequent years will be budgeted, as needed, each fiscal year.
* * * * * * * *
(D) FIRE TRUCK ENGINE REPAIR

It is requested that Council authorize payment to Cummins Sales & Service/Albany Service Center (Albany, GA), in the amount of $12,576.56, for repair of a Fire Truck Engine, Vehicle #3189.

The 2008 E-One Typhoon Fire Truck, was towed to Cummins Sales & Service/Albany Service Center due to engine problems. It was determined the vehicle had excessive blow caused by worn rings and valve guides, and the vehicle required an in-frame overhaul.

The vehicle has a Cummins engine, therefore the unit was towed to the authorized Cummins Engine repair facility. Therefore, the vendor is deemed an only known source per the Procurement Ordinance, Article 3-114.

The Fire Truck has been repaired and is back in service.

Funds are budgeted in the FY19 Budget: General Fund – Fire & EMS – Fire/EMS Operations - Auto Parts and Supplies; 0101 – 410 – 2100 – FOPR – 6721.


* * * * * * * *

(E) ANNUAL MAINTENANCE RENEWAL FOR CISCO SWITCHES

It is requested that Council approve payment to Cpak Technology Solutions (LaGrange, GA) in the amount of $40,929.61, for the annual maintenance renewal for Cisco Switches, covering the period from September 1, 2018 through August 31, 2019, per Georgia Statewide Contract # 99999-SPDT20120501-0006.

The Cisco Switches are the "network" connectivity for the City. It includes the core switch, certain access points (wireless) and the switches all City computers are plugged into for network connectivity and internet.

Funds are budgeted in FY19 Budget: General Fund - Information Technology – Computer Equipment Maintenance; 0101-210-1000-ISS-6511.

* * * * * * * *

(F) GENERATOR UPGRADE FOR THE MUSCOGEE COUNTY JAIL

It is requested that Council approve the purchase of a Generator upgrade for the Muscogee County Jail from Motorola (Columbus, GA), in the amount of $879,387.00. The purchase will be accomplished by Cooperative Purchase via Georgia Statewide/Georgia Technology Enterprise Agreement, Contract ##980-2800008 for Services, Equipment and/or Software.

The current generator is past its useful life and needs replacement. It is critical that the Generator is replaced due to the various systems required to be in operation 24/7 at the Jail. Motorola will provide a 1250 kW generator to include turnkey installation, implementation and electrical upgrades.

Funds are available in the FY19 Budget as follows: Other Local Option Sales Tax Fund – Public Safety – Miscellaneous – Non-Categorical – Capital Expenditures over $5,000; 0102 – 590 - 3000 – NCAT – 7761.
* * * * * * * *

(G) ELECTRONIC EQUIPMENT FOR MAIN E911 CENTER AND BACKUP E911 CENTER

It is requested that Council approve the purchase of electronic equipment, for E911, from Motorola/Mobile Communications (Columbus, GA) in the amount of $38,809.62. The purchase will be accomplished by Cooperative Purchase via Georgia Statewide/Georgia Technology Enterprise Agreement, Contract #980-2800008 for Services, Equipment and/or Software.

The equipment includes: Monitors and Bluetooth headsets for call taking positions. The new equipment will integrate with the City’s 800 MHz system, which is also provided by Motorola. This purchase is part of the upgrade to the E911 Center resulting from a cash donation, for Columbus 911 Dispatch and 911 Operators, from the estate of Ms. Melinda Melbourne; the donation was accepted per Resolution #106-18.

Funds are available in the FY19 Budget: Emergency Telephone Fund – Police – E911- Other Purchased Services; 0209 – 400 – 3220 – E911 – 6699.

Emergency Purchase – Information Only

(H) UPS REPLACEMENT FOR GOVERNMENT CENTER:

On August 24, 2018 the Public Works Department requested approval of an emergency purchase for replacement of the Uninterruptible Power Supply (UPS) at the Government Center.

Uninterruptible Power Supply (UPS) is a type of power supply that contains a battery to maintain power to provide power to electronics in the event of a power surge or outage. The Government Center’s current UPS is reaching it useful life and needs replacement. The emergency was requested in the event there is a power outage and the current UPS cannot provide the necessary power to allow systems at the Government Center to function.

The Public Works Department contacted Motorola, who can provide turnkey service, including installation; and they contacted Eaton who cannot provide the installation. Additionally, in April, Council approved Motorola to provide batteries for the UPS at the backup E911 Center; therefore the Public Works recommended the purchase from Motorola. The cost from Motorola for the turnkey service is $67,563.00. Motorola offered pricing per their Georgia Statewide/Georgia Technology Enterprise Agreement, Contract #980-2800008 for Services, Equipment and/or Software.
The City Manager approved the emergency purchase on August 27, 2018.

The funding is available in the FY19 Budget: LOST/Infrastructure – Public Works – Infrastructure/LOST – Building Maintenance & Repair – Govt Ctr Uninterruptible Power Supply Replacement; 0109 – 260 – 9901 –MNTN – 6521 – 96053 - 20190

“ITEM A”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING PAYMENT TO ESRI, INC., (REDLANDS, CA) IN THE AMOUNT OF $43,400.00, FOR THE ANNUAL ARCGIS SOFTWARE MAINTENANCE AND LICENSE COVERING THE PERIOD FROM NOVEMBER 16, 2018 THROUGH NOVEMBER 15, 2019.

WHEREAS, 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.

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

That the City Manager is hereby authorized to make payment to ESRI, Inc., (Redlands, CA), in the amount of $43,400.00, for the annual ArcGIS Software Maintenance and License covering the period from November 16, 2018 through November 15, 2019. Funds are budgeted in FY19 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 _________________, 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 Garrett voting __________.
Councilor Davis 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 PAYMENT TO RIVERMILL STORAGE, LLC (COLUMBUS, GA) FOR THE ANNUAL STORAGE FACILITY RENTAL FEE, IN THE AMOUNT OF $33,960.00, FOR 2018-2019.

WHEREAS, the storage facility is utilized by the Sheriff’s Office to store items that have been seized during executed search warrants and other criminal activity. Sensitive equipment such as the MCSO bomb trailer, utility trailer and surplus x-ray machines are stored at the facility, as well as, the Mobile Command Unit and trailer. Additionally, storage may be used to house evidence from Superior Court cases that may go to Appeal. The facility is gated and uses closed circuit security cameras that are monitored offsite; and,

WHEREAS, the Sheriff’s Office has used the River Mill Storage facility since before 2004 to house various pieces of equipment. In the past, payments for the storage units were made from either the Sheriff Drug Fund or Sheriff Forfeiture Funds, which could be used at the Sheriff’s Office discretion without adherence to the Procurement Ordinance. Currently, there is not enough funding available in either fund to pay the storage fee. Consequently, the payment must be made out of the Sheriff’s operating budget.


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

That the City Manager is hereby authorized to make payment to RiverMill Storage, LLC (Columbus, GA) for the annual storage facility rental fee, in the amount of $33,960.00, for 2018-2019. Funds are budgeted in the FY19 Budget; General Fund – Sheriff – Uniform Division – Contractual Services; 0101 – 550 – 2100 – SPTL – 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 Garrett voting __________.
Councilor Davis 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 PAYMENT TO COURTHOUSE TECHNOLOGIES, LTD. (VANCOUVER, BC CANADA), IN THE ANNUAL ESTIMATED AMOUNT OF $41,923.00, FOR YEAR TWO OF A FIVE YEAR CONTRACT, FOR JURY MANAGEMENT SOFTWARE/SUBSCRIPTION SERVICES, AND ALSO APPROVE PAYMENT, IN THE AMOUNT OF $10,000.00, FOR YEAR TWO OF A FIVE YEAR CONTRACT FOR HOSTING SERVICES. APPROVAL IS ALSO REQUIRED FOR THE REMAINING THREE YEARS OF THE CONTRACT. THE ESTIMATED PAYMENT AMOUNT IS BASED ON THE APPROXIMATE NUMBER OF JURY SUMMONS ISSUED PER YEAR.

WHEREAS, the Jury Management software/subscription and hosting services are required due to changes mandated by the State, effective July 1, 2012. The Jury Composition Reform Act of 2011 mandates the Council of Superior Court Clerks to create and deliver to the local counties of Georgia, the Jury Master Lists that will be used in the selection of the jurors, as needed for courts in their counties, and,

WHEREAS, the City has been using Courthouse Technologies’ software since 2012, per Resolution #115-12, when it was discovered that the City’s in-house system could not meet the requirements of the State’s new Jury Master List format. The jury pool list created by the Council of Superior Court Clerks had many changes in the file format. At the time, the City’s system did have the programming code that would accommodate the format changes, and consequently would be unable to use the mandated created file. Therefore, it was necessary to seek an outside vendor specializing in Jury selection systems, and prepared to accommodate the new Jury list. At the initial purchase in 2012, the purchase was accomplished via Federal GSA, Schedule 70, Contract #GS-035F-0536X, which was awarded to Courthouse Technologies Ltd., for Jury Management software.

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

That the City Manager is hereby authorized to make payment to Courthouse Technologies, Ltd. (Vancouver, BC Canada), in the annual estimated amount of $41,923.00, for year two of a five year contract, for Jury Management software/subscription services, and also approve payment, in the amount of $10,000.00, for year two of a five year contract for Hosting services. Approval is also required for the remaining three years of the contract. The estimated payment amount is based on the approximate number of jury summons issued per year. Funds are available in the FY19 Budget: General Fund – Superior Court – Jury Manager – Contractual Services; 0101 – 500 – 2140 – JURY – 6319. Funding for subsequent years will be budgeted, as needed, each fiscal year.
____________

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 Garrett voting __________.
Councilor Davis 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 PAYMENT TO CUMMINS SALES & SERVICE /ALBANY SERVICE CENTER (ALBANY, GA), IN THE AMOUNT OF $12,576.56, FOR REPAIR OF A FIRE TRUCK ENGINE, VEHICLE #3189.

WHEREAS, the 2008 E-One Typhoon Fire Truck, was towed to Cummins Sales & Service/Albany Service Center due to engine problems. It was determined the vehicle had excessive blow caused by worn rings and valve guides, and the vehicle required an in-frame overhaul; and,

WHEREAS, the vehicle has a Cummins engine, therefore the unit was towed to the authorized Cummins Engine repair facility. Therefore, the vendor is deemed an only known source per the Procurement Ordinance, Article 3-114; and,

WHEREAS, the Fire Truck has been repaired and is back in service.

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

That the City Manager is hereby authorized to make payment to Cummins Sales & Service /Albany Service Center (Albany, GA), in the amount of $12,576.56, for repair of a Fire Truck Engine, Vehicle #3189. Funds are budgeted in the FY19 Budget: General Fund – Fire & EMS – Fire/EMS Operations - Auto Parts and Supplies; 0101 – 410 – 2100 – FOPR – 6721.
______________

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 Garrett voting __________.
Councilor Davis 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 E”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING PAYMENT TO CPAK TECHNOLOGY SOLUTIONS (LAGRANGE, GA) IN THE AMOUNT OF $40,929.61, FOR THE ANNUAL MAINTENANCE RENEWAL FOR CISCO SWITCHES, COVERING THE PERIOD FROM SEPTEMBER 1, 2018 THROUGH AUGUST 31, 2019, PER GEORGIA STATEWIDE CONTRACT # 99999-SPDT20120501-0006.

WHEREAS, the Cisco Switches are the "network" connectivity for the City. It includes the core switch, certain access points (wireless) and the switches all City computers are plugged into for network connectivity and internet.

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

That the City Manager is hereby authorized to make payment to Cpak Technology Solutions (LaGrange, GA) in the amount of $40,929.61, for the annual maintenance renewal for Cisco Switches, covering the period from September 1, 2018 through August 31, 2019, per Georgia Statewide Contract # 99999-SPDT20120501-0006. Funds are budgeted in FY19 Budget: General Fund - Information Technology – Computer Equipment Maintenance; 0101-210-1000-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 Garrett voting __________.
Councilor Davis 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 F”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE PURCHASE OF A GENERATOR UPGRADE, FOR THE MUSCOGEE COUNTY JAIL, FROM MOTOROLA (COLUMBUS, GA), IN THE AMOUNT OF $879,387.00. THE PURCHASE WILL BE ACCOMPLISHED BY COOPERATIVE PURCHASE VIA GEORGIA STATEWIDE/GEORGIA TECHNOLOGY ENTERPRISE AGREEMENT, CONTRACT ##980-2800008 FOR SERVICES, EQUIPMENT AND/OR SOFTWARE.

WHEREAS, the current generator is past its useful life and needs replacement. It is critical that the Generator is replaced due to the various systems required to be in operation 24/7 at the Jail; and,

WHEREAS, Motorola will provide a 1250 kW generator to include turnkey installation, implementation and electrical upgrades.

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

That the City Manager is hereby authorized to make purchase a Generator upgrade, for the Muscogee County Jail, from Motorola (Columbus, GA), in the amount of $879,387.00. The purchase will be accomplished by Cooperative Purchase via Georgia Statewide/Georgia Technology Enterprise Agreement, Contract ##980-2800008 for Services, Equipment and/or Software. Funds are available in the FY19 Budget as follows: Other Local Option Sales Tax Fund – Public Safety – Miscellaneous – Non-Categorical – Capital Expenditures over $5,000; 0102 – 590 - 3000 – NCAT – 7761.
______________

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 Garrett voting __________.
Councilor Davis 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 G”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE PURCHASE OF ELECTRONIC EQUIPMENT, FOR E911, FROM MOTOROLA/MOBILE COMMUNICATIONS (COLUMBUS, GA) IN THE AMOUNT OF $38,809.62. THE PURCHASE WILL BE ACCOMPLISHED BY COOPERATIVE PURCHASE VIA GEORGIA STATEWIDE/GEORGIA TECHNOLOGY ENTERPRISE AGREEMENT, CONTRACT #980-2800008 FOR SERVICES, EQUIPMENT AND/OR SOFTWARE.

WHEREAS, the equipment includes: Monitors and Bluetooth headsets for call taking positions. The new equipment will integrate with the City’s 800 MHz system, which is also provided by Motorola; and,

WHEREAS, this purchase is part of the upgrade to the E911 Center resulting from a cash donation, for Columbus 911 Dispatch and 911 Operators, from the estate of Ms. Melinda Melbourne; the donation was accepted per Resolution #106-18.

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

That the City Manager is hereby authorized to purchase electronic equipment, for E911, from Motorola/Mobile Communications (Columbus, GA) in the amount of $38,809.62. The purchase will be accomplished by Cooperative Purchase via Georgia Statewide/Georgia Technology Enterprise Agreement, Contract #980-2800008 for Services, Equipment and/or Software. Funds are available in the FY19 Budget: Emergency Telephone Fund – Police – E911- Other Purchased Services; 0209 – 400 – 3220 – E911 – 6699.
______________

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 Garrett voting __________.
Councilor Davis 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