Agenda Item # 7
Columbus Consolidated Government
Council Meeting

April 14, 2015

Agenda Report # 102

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) CHANGE ORDER 2 FOR JR ALLEN OFF RAMP WIDENING PROJECT, ADAMS FARM ROAD LANE EXTENSION AND RAMP EXTENSION ON SR 22/US 80

It is requested that Council authorize Change Order 2 with McMath-Turner Construction Company (Columbus, GA) in the amount of $67,869.02 for the JR Allen off-ramp widening project.

Per Resolution No. 80-14, Council authorized the widening of a JR Allen off ramp, an Adams Farm Road lane extension, and a ramp extension on SR 22/US 80. The primary need for Change Order 2 is to correct additional signal changes, per new GDOT regulations, and for additional guardrails on JR Allen Parkway.

Document
Description
Amount
Original ContractWidening of JR Allen off ramp, Adams Farm Road lane extension, and ramp extension on SR 22/US 80.
906,581.29
Change Order 1Overhead traffic signs; additional testing of soil, graded aggregate base and concrete; and additional joint sealants.
62,934.78
Change Order 2Correcting additional signal changes, per new GDOT requirements, and additional guardrails needed on JR Allen Parkway.
67,869.02
New Contract Amount
$1,037,385.09


Funds are budgeted in the FY15 Budget: LOST-Infrastructure – Engineering – Public Safety-Infrastructure – General Construction – Veterans Double Churches Project; 0109-250-9901-ROAD-7661- 21086 20150.

* * * * * *

(B) ALTERNATORS & STARTERS (ANNUAL CONTRACT) – RFB NO. 15-0022 It is requested that Council approve the annual contract with AAMCO of Columbus (Columbus, GA), for the purchase, repair, and rebuilding of alternators and starters, on an “as needed” basis, for the estimated contract value of $11,163.48. The contract will be used for repair and maintenance of buses and administrative vehicles in the Metra Transit System.

The contract period will be for one (1) year, with the option to renew for four (4) additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the City and the Contractor.

Bid specifications were posted on the web pages of the Purchasing Division and Georgia Procurement Registry. Three bids were received on February 25, 2015. This bid has been advertised, opened and reviewed. The bidders were:



Funds are budgeted each fiscal year for this on-going expense: Transportation Fund – METRA FTA - Vehicle Operation & Maintenance; 0751-610-2400-MFTA-6516. This is funded 80% Federal, 10% State and 10% Local.
* * * * * *

(C) MID-SIZE SUV – GEORGIA STATEWIDE CONTRACT

It is requested that Council authorize the purchase of one (1) mid-size SUV (2016 Ford Explorer XLT), from Allan Vigil Ford (Morrow, GA), in the amount of $27,782.00, via Georgia State Contract #99999-SPD-ES40199373-0002.

The purchase of the new vehicle was approved by Council per, Resolution #39-15, as part of the Intergovernmental Agreement for the Accelerant Dog Canine Program. The Columbus Fire and EMS Department was approved to participate in the program and will utilize the vehicle for transportation needs.

Funds are budgeted in the FY15 Budget: LOST-Public Safety – Fire & EMS – Public Safety-LOST – Light Trucks; 0102-410-9900-LOST-7722.
* * * * * *

(D) IBM SMARTCLOUD (LOTUS NOTES) ANNUAL LICENSE RENEWAL

It is requested that Council approve payment to IBM Corporation (Atlanta, GA), in the amount of $52,356.60, for the IBM Smartcloud Notes annual license renewal.

Currently the Columbus Consolidated Government uses IBM email and calendaring, as well as, IBM Lotus Notes. IBM Smartcloud Notes is the current product for email, calendaring, and related Lotus Notes services and was previously called iNotes. The license renewal will cover maintenance support for a twelve-month period, beginning April 1, 2015 through March 31, 2016.

IBM is the developer of the software; therefore, the IBM Corporation is considered an only known source for the license and maintenance support.

Funds are budgeted in the FY15 Budget: General Fund - Information Technology – Software Lease; 0101-210-1000-ISS-6541.

* * * * * *

(E) DENTAL EQUIPMENT FOR THE MUSCOGEE COUNTY JAIL

It is requested that Council approve payment to Correctional Healthcare Companies, Inc., (Greenwood Village, CO), in the amount of $37,643.80, for the purchase of dental equipment for the Muscogee County Jail.

Per Resolution #247-13, Correctional Healthcare Companies was awarded the contract to provide medical and dental services to the Jail and the Prison. The contract began in September, 2013. According to Jail staff, developments within the dental section, of the medical bureau, prompted urgent corrective action that was quickly facilitated and prudently solved by Correctional Healthcare Companies. Consequently, the vendor, on behalf of the Jail, expedited the replacement of old dental equipment, so as not to delay dental care for inmates.

Funds are available in the FY15 Budget: General Fund – Sheriff – Medical Director - Medical Services/Inmates; 0101 – 550 – 2650 – MEDD - 6320.



“ITEM A”
A RESOLUTION

NO._____

A RESOLUTION AUTHORIZING THE EXECUTION OF CHANGE ORDER 2 WITH MCMATH-TURNER CONSTRUCTION COMPANY, IN THE AMOUNT OF $67,869.02, FOR THE JR ALLEN OFF-RAMP WIDENING PROJECT.

WHEREAS, per Resolution No. 80-14, Council authorized the widening of a JR Allen off ramp, an Adams Farm Road lane extension, and a ramp extension on SR 22/US 80; and,

WHEREAS, Change Order 2 is required to correct additional signal changes, per new GDOT regulations, and for additional guardrails on JR Allen Parkway.

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

That the City Manager is hereby authorized to execute Change Order 2 with McMath-Turner Construction Company (Columbus, GA) in the amount of $67,869.02 for the JR Allen off-ramp widening project. Funds are budgeted in the FY15 Budget: LOST-Infrastructure – Engineering – Public Safety-Infrastructure – General Construction – Veterans Double Churches Project; 0109-250-9901-ROAD-7661- 21086 20150.

_____________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2015 and adopted at said meeting by the affirmative vote of ____________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis 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 AN ANNUAL CONTRACT WITH AAMCO OF COLUMBUS (COLUMBUS, GA), FOR THE PURCHASE, REPAIR AND REBUILDING OF ALTERNATORS AND STARTERS, ON AN “AS NEEDED” BASIS, FOR THE ESTIMATED CONTRACT VALUE OF $11,163.48.

WHEREAS, the contract term will be for one (1) year, with the option to renew for four (4) additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the City and the contracted vendor; and,

WHEREAS, the contract will be used for repair and maintenance of buses and administrative vehicles in the Metra Transit System.

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

That the City Manager is hereby authorized to enter into an annual contract with AAMCO of Columbus (Columbus, GA), for the purchase, repair, and rebuilding of alternators and starters, on an “as needed” basis, for the estimated contract value of $11,163.48 Funds are budgeted each fiscal year for this on-going expense: Transportation Fund – METRA FTA - Vehicle Operation & Maintenance; 0751-610-2400-MFTA-6516. This is funded 80% Federal, 10% State and 10% Local.

______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the ___________ day of ____________, 2015 and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis 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 ONE (1) MID-SIZE SUV [2016 FORD EXPLORER XLT], FROM ALLAN VIGIL FORD (MORROW, GA), IN THE AMOUNT OF $27,782.00, VIA GEORGIA STATE CONTRACT #99999-SPC-ES40199373-0002.

WHEREAS, the purchase of the new vehicle was approved by Council per, Resolution #39-15, as part of the Intergovernmental Agreement for the Accelerant Dog Canine Program. The Columbus Fire and EMS Department was approved to participate in the program and will utilize the vehicle for transportation needs.

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

That the City Manager is hereby authorized to purchase one (1) mid-size SUV [2016 Ford Explorer XLT] from Allan Vigil Ford, (Morrow, GA) in the amount of $27,782.00. Funds are budgeted in the FY15 Budget as follows: LOST-Public Safety – Fire & EMS – Public Safety-LOST – Light Trucks; 0102-410-9900-LOST-7722.
______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of____________, 2015 and adopted at said meeting by the affirmative vote of ______ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis 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 D”
A RESOLUTION


NO._____

A RESOLUTION AUTHORIZING THE PAYMENT TO IBM CORPORATION (ATLANTA, GA), IN THE AMOUNT OF $52,356.60, FOR THE IBM SMARTCLOUD NOTES ANNUAL LICENSE RENEWAL.

WHEREAS, Currently the Columbus Consolidated Government uses IBM email and calendaring, as well as, IBM Lotus Notes. IBM Smartcloud Notes is the current product for email, calendaring, and related Lotus Notes services and was previously called iNotes; and,

WHEREAS, the license renewal will cover maintenance support for a twelve-month period, beginning April 1, 2015 through March 31, 2016; and,

WHEREAS, IBM is the developer of the software; therefore, the IBM Corporation is considered an only known source for the license and maintenance support.

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

That the City Manager is hereby authorized to make payment to IBM Corporation (Atlanta, GA), in the amount of $52,356.60, for the IBM Smartcloud Notes annual license renewal. Funds are budgeted in the FY15 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____________________, 2015 and adopted at said meeting by the affirmative vote of ______ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis 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 E”
A RESOLUTION


NO._______

A RESOLUTION AUTHORIZING THE PAYMENT TO CORRECTIONAL HEALTHCARE COMPANIES, INC., (GREENWOOD VILLAGE, CO), IN THE AMOUNT OF $37,643.80, FOR THE PURCHASE OF DENTAL EQUIPMENT FOR THE MUSCOGEE COUNTY JAIL.

WHEREAS, per Resolution #247-13, Correctional Healthcare Companies was awarded the contract to provide medical and dental services to the Jail and the Prison. The contract began in September, 2013; and,

WHEREAS, according to Jail staff, developments within the dental section, of the medical bureau, prompted urgent corrective action that was quickly facilitated and prudently solved by Correctional Healthcare Companies. Consequently, the vendor, on behalf of the Jail, expedited the replacement of old dental equipment, so as not to delay dental care for inmates.

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

That the City Manager is hereby authorized to make payment to Correctional Healthcare Companies, Inc., (Greenwood Village, CO), in the amount of $37,643.80, for the purchase of dental equipment for the Muscogee County Jail. Funds are available in the FY15 Budget: General Fund – Sheriff – Medical Director - Medical Services/Inmates; 0101 – 550 – 2650 – MEDD - 6320.


__________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of_____________, 2015 and adopted at said meeting by the affirmative vote of ______ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis 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