Agenda Item # 8
Columbus Consolidated Government
Council Meeting

September 27, 2016

Agenda Report # 47

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department
________________________________________________________________________________________

(A) ELECTION SUPPLIES AND EQUIPMENT MAINTENANCE

It is requested that Council approve a resolution to expend the appropriated funds to Election Systems and Software, Inc., for election supplies, ballots, expendable items and other related election equipment and services for the estimated amount of $100,000 per year, for five (5) years. The funds expended each fiscal year is contingent upon the number of elections required to be held.

In 2001, the State of Georgia mandated a uniform voting system for all counties in the state. The requirement for uniformity is still in effect. Election Systems and Software, Inc. will provide maintenance and support services for the election management software and equipment per the State of Georgia Voting System Agreement dated May 3, 2002. Services from Election Systems and Software, Inc., may include: programming, audio recording, ballot printing, loading database, creating memory cards, programming encoders and logic and accuracy testing.

Election Systems and Software, Inc., provides the uniform voting system for the State of Georgia. Therefore, the vendor is considered an only known source.

Funds are budgeted each fiscal year for this on-going expense: General Fund – Boards & Commissions – Elections & Registration -Boards of Elections & Registration – Election Expenses; 0101-290-2000-ELCT-6355.

(B) CISCO SWITCH AND AP BUNDLE FOR COLUMBUS POLICE DEPARTMENT

It is requested that Council approve the purchase of Cisco Switch and AP Bundle from CPAK (Lagrange, GA) in the amount of $73,584.15, by cooperative purchasing utilizing Georgia Statewide Contract #99999-SPD- T20120501-0006.

In the original RMS scope of requirements, the Jail and the Fire stations were targeted to be wired to have access points for wireless access to the city network and RMS servers. After the RMS went live additional requirements were added to include the other Public Safety facilities to the project. Those facilities include the three police precincts, MCP, logistics, and the fueling area at Fleet. The Cisco Switch and the AP Bundle is the network equipment needed to complete the LAN (Local Area Network) portion of the RMS project.

Funds are budgeted in the FY17 Budget: LOST/Public Safety – Police – Public Safety/LOST – Capital Expenditures Over $5,000; 0102 – 400 – 9900 – LOST - 7761.

(C) MOBILE DATA COMPUTERS FOR POLICE DEPARTMENT

It is requested that Council approve the purchase of twenty-two (22) Panasonic mobile data computers from Motorola Solutions, Inc., in the amount of $116,496.60 ($5,295.30 each), by cooperative purchase utilizing State of Georgia (Georgia Technology Authority) Contract # 980-2800008.

The new mobile data units will be placed in new vehicles which will be utilized by the Police Department. This purchase is part of an on-going project aimed at equipping all appropriate public safety vehicles with advanced technology, in order to maximize the efficiency of public safety response calls, for service, from the public.

Funds are budgeted in the FY17 Budget: LOST/Public Safety – Police – Public Safety/LOST – Automobiles; 0102 – 400 – 9900 – LOST – 7721.



“ITEM A”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING TO EXPEND THE APPROPRIATED FUNDS TO ELECTION SYSTEMS AND SOFTWARE, INC., FOR ELECTION SUPPLIES, BALLOTS, EXPENDABLE ITEMS AND OTHER RELATED ELECTION EQUIPMENT AND SERVICES FOR THE ESTIMATED AMOUNT OF $100,000 PER YEAR, FOR FIVE (5) YEARS. THE FUNDS EXPENDED EACH FISCAL YEAR IS CONTINGENT UPON THE NUMBER OF ELECTIONS REQUIRED TO BE HELD.

WHEREAS, Election Systems and Software, Inc. will provide maintenance and support services for the election management software and equipment per the State of Georgia Voting System Agreement dated May 3, 2002; and,

WHEREAS, Services from Election Systems and Software, Inc., may include: programming, audio recording, ballot printing, loading database, creating memory cards, programming encoders and logic and accuracy testing; and,

WHEREAS, Election Systems and Software, Inc., provides the uniform voting system for the State of Georgia. Therefore, the vendor is considered an only known source.

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

That the City Manager is hereby authorized to expend the appropriated funds to Election Systems and Software, Inc., for election supplies, ballots, expendable items and other related election equipment and services for the estimated amount of $100,000 per year, for five (5) years. The funds expended each fiscal year is contingent upon the number of elections required to be held. Funds are budgeted each fiscal year for this on-going expense: General Fund – Boards & Commissions – Elections & Registration -Boards of Elections & Registration – Election Expenses; 0101-290-2000-ELCT-6355.
_______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2016 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 PURCHASE OF CISCO SWITCH AND AP BUNDLE FROM CPAK (LAGRANGE, GA) IN THE AMOUNT OF $73,584.15, BY COOPERATIVE PURCHASING, UTILIZING GEORGIA STATEWIDE CONTRACT #99999-SPD- T20120501-0006.

WHEREAS,in the original RMS scope of requirements, the Jail and the Fire stations were targeted to be wired to have access points for wireless access to the city network and RMS servers. After the RMS went live additional requirements were added to include the other Public Safety facilities to the project. Those facilities include the three police precincts, MCP, logistics, and the fueling area at Fleet; and,

WHEREAS, the Cisco Switch and the AP Bundle is the network equipment needed to complete the LAN (Local Area Network) portion of the RMS project.

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

That the City Manager is hereby authorized to purchase Cisco Switch and AP Bundle from CPAK (Lagrange, GA) in the amount of $73,584.15, by cooperative purchasing utilizing Georgia Statewide Contract #99999-SPD- T20120501-0006. Funds are budgeted in the FY17 Budget: LOST/Public Safety – Police – Public Safety/LOST – Capital Expenditures Over $5,000; 0102 – 400 – 9900 – LOST - 7761.
__________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2016 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 TWENTY-TWO (22) PANASONIC MOBILE DATA COMPUTERS FROM MOTOROLA SOLUTIONS, INC., IN THE AMOUNT OF $116,496.60 ($5,295.30 EACH), BY COOPERATIVE PURCHASE UTILIZING STATE OF GEORGIA (GEORGIA TECHNOLOGY AUTHORITY) CONTRACT # 980-2800008.

WHEREAS, the new mobile data units will be placed in new vehicles which will be utilized by the Police Department. This purchase is part of an on-going project aimed at equipping all appropriate public safety vehicles with advanced technology, in order to maximize the efficiency of public safety response calls, for service, from the public.

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

That the City Manager is hereby authorized to purchase twenty-two (22) Panasonic mobile data computers from Motorola Solutions, Inc., in the amount of $116,496.60 ($5,295.30 each), by cooperative purchase utilizing State of Georgia (Georgia Technology Authority) Contract # 980-2800008. Funds are budgeted in the FY17 Budget: LOST/Public Safety – Police – Public Safety/LOST – Automobiles; 0102 – 400 – 9900 – LOST - 7721
______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2016 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