Agenda Item # 3

"REVISED"
ADDED "ITEM "E"
Columbus Consolidated Government

Council Meeting

April 8, 2014

Agenda Report # 107


TO: Mayor and Councilors

SUBJECT:

INITIATED BY: Finance Department


(A) SURVEY EQUIPMENT

It is requested that Council approve the purchase of two (2) GS14 Rover survey units from Leica Geosystems, Inc., (Norcross, GA) in the amount of $27,608.00.

The survey equipment currently used by the Engineering Department was purchased in 2009. The department’s two surveying crews have one surveying unit per crew. These units are used to survey: storm water inventories, landfill, City right-of-ways, current and future projects.

One of the units’ modem has gone out and cannot be repaired or replaced. With the constant changes in technology, parts availability for this equipment is no longer an option. Therefore, it is necessary to replace both units due to obsolescence.

The City purchased the last two units from Leica Geosystems; the vendor is offering a 10% trade-in discount for the old units as follows:

2 units ($17,255) each $34,510.00
Less 10% Trade-in Discount -6,902.00
Total Cost $27,608.00

Funds are budgeted in the FY14 Budget: Sewer Fund – Engineering – Drainage – Machinery; 0202 – 250 - 2300 – DRAN – 7715.
* * * * * *

(B) SPORTS/UNIFORM ACTIVE APPAREL (ANNUAL CONTRACT) - RFB NO. 14-0031 It is requested that Council approve the purchase of sports/uniform active apparel, on an "as needed basis," from Express Press (Springfield, MO) and Columbus Trophy & Screenprint (Columbus, GA) for the estimated annual contract value of $196,214.00.

The sports/uniform active apparel items include: tee shirts, sweat shirts, polo shirts, hats, caps, jackets, etc and will be used by the Public Works Department, Columbus Fire & EMS Department, Parks & Recreation Department, METRA and other City Departments.

The contract term is for a two-year period with an option to renew for three additional twelve-month periods. Renewal of the contract is contingent upon the mutual agreement of the City and the contracted vendors.

Bid postcard invitations were mailed to thirty-five vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and DemandStar. Bids were received February 19, 2014 from the following vendors: Columbus Trophy & Screenprint, Express Press, and Zotique Towels & Scrubs. This bid has been advertised, opened, and reviewed. The successful bidders, per line item, are:

VENDOR/ITEMS
TOTAL COST
(Based on estimated
yearly usage)
Express Press (Springfield, MO)
Public Works – “Safety Orange” T-Shirt
Public Works – “Navy Blue” T-Shirt
Public Works – “Sweatshirts” Hoodie
Public Works – Hats
Public Works - Caps
Public Works – Caps
Columbus Fire & EMS – “White” T-Shirts
Columbus Fire & EMS – “Navy Blue” T-Shirt
$ 14,830.80
14,830.80
1,587.00
582.50
485.00
635.00
33,870.00
56,280.00
123,101.10
Columbus Trophy & Screenprint (Columbus, GA)
Parks & Recreation – “Short-Sleeve” T-Shirts
Parks & Recreation – “Short-Sleeve” Youth T-Shirts
Parks & Recreation – “Long-Sleeve” T-Shirts
Parks & Recreation – “Long-Sleeve” Youth T-Shirts
Parks & Recreation – “Polo Shirts” Short-Sleeves
Parks & Recreation – “Polo Shirts” Long-Sleeves
Parks & Recreation – “Sweatshirts” – Crew Neck
Parks & Recreation – “Sweatshirts” – Hoodie
Parks & Recreation – “Jackets”
METRA – “White” T-Shirts

$ 3,600.00
552.00
4,935.00
787.00
12,800.00
10,634.00
6,024.00
9,256.00
20,500.00
4,025.00
73,113.00
Estimated Annual Contract Value
$196,214.10

Funds are budgeted each fiscal year for this ongoing expense: Paving Fund - Public Works – Urban Forestry & Beautification – Uniforms; 0203-260-3120-ROWM-6781, Paving Fund – Public Works – Streets – Uniforms; 0203-260-3110-REPR-6781, General Fund – Columbus Fire & EMS – Logistic/Support – Uniforms; 0101-410-3610-LOGI-6781, General Fund – Parks & Recreation – Uniforms; 0101-270-1000-PARK-6781, Park Services – Uniforms; 0101-270-2100-PSRV-6781, Recreation Services – Uniforms; 0101-270-2400-RECR-6781, Athletics – Uniforms; 0101-270-3410-ATHL-6781, Community Schools Operation – Uniforms; 0101-270-3505-CSOP-6781, Cooper Creek Tennis Center – Uniforms; 0101-270-4048-COPR-6781, Aquatics – Uniforms; 0101-270-4413-AQUT-6781, Therapeutics – Uniforms; 0101-270-4433-THRP-6781, Pottery Shop – Uniforms; 0101-270-4434-POTT-6781, Senior Citizen’s Center – Uniforms; 0101-270-4435-SRCR-6781, Integrated Waste Management Fund – Parks & Recreation – Refuse Collection – Parks – Uniforms; 0207-270-3150-PSRV-6781.
* * * * * *

(C) COMPUTER HARDWARE REQUIRED FOR PENSION SOFTWARE SYSTEM

It is requested that Council approve the purchase of computer hardware, IBM System x3650 M4 Servers, from IBM Corporation c/o Cpak (Atlanta, GA) in the amount of $32,058.00 (3 units @ $10,686.00). This purchase will be accomplished via Georgia Statewide Contract #SWC90813-02.

The equipment is needed to process the Pension Gold Software System approved by Council on July 23, 2013, per Resolution #244-13.

Funds are available in the FY14 Budget: General Fund – Information Technology – Computer Equipment; 0101 – 210 – 1000 – ISS – 7751.
* * * * * *

(D) ADDITIONAL IBM BLADE SERVERS AND VMWARE SOFTWARE LICENSES It is requested that Council approve the purchase of IBM Servers and VMware software licenses from IBM/CPAK (Atlanta, Georgia) in the amount of $29,370.00, for the Virtual Data Infrastructure environment. The purchase will be accomplished via Georgia Statewide Contract SWC90813-02.

The additional servers and software are needed to continue the expansion of the City’s planned installation of the Virtual Data Infrastructure approved by the City Manager and other members of the management advisory staff. Older personal computers are being replaced, as needed, with Virtual Machine WYSE devices justifying the necessity for additional servers to manage and operate these devices.

The City has standardized to IBM equipment and servers. Therefore, the vendor is considered the only known source for this purchase per the Procurement Ordinance, 3-114.

Funds are available in the FY14 Budget: General Fund – Information Technology – Computer Equipment; 0101 – 210 – 1000 – ISS – 7751.
* * * * * *

( E ) MA RAINEY HOUSE BALCONY REHABILITATION

It is requested that Council approve payment to Brasfield and Gorrie in the amount of $48,212.00 for the rehabilitation of the Ma Rainey House Balcony.

In October 2011, the Engineering Department received a call from the Ma Rainey House notifying that the balcony was sagging and wooden pillars were being utilized to hold up the corner. The Parks and Recreation Department requested that the Engineering Department obtain estimates for the repair of the balcony. The highest estimate was approximately $33,000. At the time neither the Ma Rainey Foundation nor Parks & Recreation had the money to fund the work.

In October 2013 the Ma Rainey Foundation met with the City Manager’s Office, Parks and Recreation and Engineering Departments to request funding for the rehabilitation of the balcony due to its further deterioration. The estimate from 2011 was presented, as well as an estimate from the original architect, Ken Levy, who gave a rough estimate of $75,000 - $150,000. Since there was a significant range in the cost estimates, the Engineering Department looked for other options.

At the time, Brasfield & Gorrie was working on the Cusseta Road Pedestrian Bridge and the Engineering Department asked the vendor to look at project. Brasfield and Gorrie had done similar work in column stabilization at the River & Phenix condos and could provide a more accurate estimate of the cost for the rehabilitation. In November 2013, the vendor provided a quote in the amount of $48,212 to perform the work.

City staff decided the estimate was feasible; it was further decided to utilize funding from the proceeds of Legacy Terrace since the building is located in the Liberty District and the proceeds from the Legacy Terrace was designated for Liberty District Improvements.

Funds are available in the FY14 Budget: Special Projects/Capital Project Fund – Capital Projects – General Fund Supported Capital Projects – General Construction – Ma Rainey Stabilization; 0508 – 660 – 1000 - CPGF – 7661 – 22936 - 20140.
"ITEM A”

A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) GS14 ROVER SURVEY UNITS FROM LEICA GEOSYSTEMS, INC., (NORCROSS, GA) IN THE AMOUNT OF $27,608.00.

WHEREAS, the survey equipment currently used by the Engineering Department was purchased in 2009. The two surveying crews have one surveying unit per crew. These units are used to survey: storm water inventories, landfill, city right-of-ways, current and future projects; and,

WHEREAS, one of the units’ modem has gone out and cannot be repaired or replaced. With the constant changes in technology, parts availability for this equipment is no longer an option. Therefore, it is necessary to replace both units due to obsolescence; and,

WHEREAS, the City purchased the last two units from Leica Geosystems; the vendor is offering a 10% trade-in discount for the old units as follows:

2 units ($17,255) each $34,510.00
Less 10% Trade-in Discount -6,902.00
Total Cost $27,608.00

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

That the City Manager is hereby authorized to purchase of two (2) GS14 Rover survey units from Leica Geosystems, Inc., (Norcross, GA) in the amount of $27,608.00. Funds are budgeted in the FY14 Budget: Sewer Fund – Engineering – Drainage – Machinery; 0202 – 250 - 2 300 – DRAN – 7715.
_____________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ___________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 SPORTS/UNIFORM ACTIVE APPAREL, ON AN "AS NEEDED BASIS," FROM EXPRESS PRESS (SPRINGFIELD, MO) AND COLUMBUS TROPHY & SCREENPRINT (COLUMBUS, GA) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $196,214.10.

WHEREAS, the sports apparel items include: tee shirts, sweat shirts, polo shirts, hats, caps, jackets, etc and will be used by the Public Works Department, Columbus Fire & EMS Department, Parks & Recreation Department, METRA and other City Departments; and,

WHEREAS, the contract term is for a two year period with an option to renew for three additional twelve month periods. Renewal of the contract is contingent upon the mutual agreement of the City and the Contractors.

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

That the City Manager is hereby authorized to purchase sports/uniform active apparel, on an "as needed basis," from Express Press (Springfield, MO) and Columbus Trophy & Screenprint (Columbus, GA) for the estimated annual contract value of $196,214.10. Funds are budgeted each fiscal year for this ongoing expense: Funds are budgeted each fiscal year for this ongoing expense: Paving Fund - Public Works – Urban Forestry & Beautification – Uniforms; 0203-260-3120-ROWM-6781, Paving Fund – Public Works – Streets – Uniforms; 0203-260-3110-REPR-6781, General Fund – Columbus Fire & EMS – Logistic/Support – Uniforms; 0101-410-3610-LOGI-6781, General Fund – Parks & Recreation – Uniforms; 0101-270-1000-PARK-6781, Park Services – Uniforms; 0101-270-2100-PSRV-6781, Recreation Services – Uniforms; 0101-270-2400-RECR-6781, Athletics – Uniforms; 0101-270-3410-ATHL-6781, Community Schools Operation – Uniforms; 0101-270-3505-CSOP-6781, Cooper Creek Tennis Center – Uniforms; 0101-270-4048-COPR-6781, Aquatics – Uniforms; 0101-270-4413-AQUT-6781, Therapeutics – Uniforms; 0101-270-4433-THRP-6781, Pottery Shop – Uniforms; 0101-270-4434-POTT-6781, Senior Citizen’s Center – Uniforms; 0101-270-4435-SRCR-6781, Integrated Waste Management Fund – Parks & Recreation – Refuse Collection – Parks – Uniforms; 0207-270-3150-PSRV-6781.

______________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 COMPUTER HARDWARE, IBM SYSTEM X3650 M4 SERVERS, FROM IBM CORPORATION C/O CPAK (ATLANTA, GA) IN THE AMOUNT OF $32,058.00 (3 UNITS @ $10,686.00). THIS PURCHASE WILL BE ACCOMPLISHED VIA GEORGIA STATEWIDE CONTRACT #SWC90813-02.

WHEREAS, the equipment is needed to process the Pension Gold Software System approved by Council on July 23, 2013, per Resolution #244-13.

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

That the City Manager is hereby authorized to purchase computer hardware, IBM System x3650 M4 Servers, from IBM Corporation c/o Cpak (Atlanta, GA) in the amount of $32,058.00 (3 units @ $10,686.00). This purchase will be accomplished via Georgia Statewide Contract #SWC90813-02. Funds are available in the FY14 Budget: General Fund – Information Technology – Computer Equipment; 0101 – 210 – 1000 – ISS – 7751.
______________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _____________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 PURCHASE OF IBM SERVERS AND VMWARE SOFTWARE LICENSES FROM IBM/CPAK (ATLANTA, GEORGIA), IN THE AMOUNT OF $29,370.00 FOR THE VIRTUAL DATA INFRASTRUCTURE ENVIRONMENT.

WHEREAS, the purchase will be accomplished via Georgia Statewide Contract SWC90813-02; and,

WHEREAS, the additional servers and software are needed to continue the expansion of the City’s planned installation of the Virtual Data Infrastructure approved by the City Manager and other members of the management advisory staff. Older personal computers are being replaced, as needed, with Virtual Machine WYSE devices justifying the necessity for additional servers to manage and operate these devices; and,

WHEREAS, the City has standardized to IBM equipment and servers. Therefore, the vendor is considered the only known source for this purchase per the Procurement Ordinance, 3-114.

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

That the City Manager is hereby authorized to purchase of IBM Servers and VMware software licenses from IBM/CPAK (Atlanta, Georgia), in the amount of $29,370.00, for the Virtual Data Infrastructure environment.. Funds are budgeted in the FY14 Budget: General Fund - Information Technology – Computer Equipment ; 0101 – 210 – 1000 – ISS – 7751.

______________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the ________ day of _____________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 BRASFIELD AND GORRIE, IN THE AMOUNT OF $48,212.00, FOR THE REHABILITATION OF THE MA RAINEY HOUSE BALCONY.

WHEREAS, In October 2011, the Engineering Department received a call from the Ma Rainey House notifying that the balcony was sagging and wooden pillars were being utilized to hold up the corner. The Parks and Recreation Department requested that the Engineering Department obtain estimates for the repair of the balcony. The highest estimate was approximately $33,000. At the time neither the Ma Rainey Foundation nor Parks & Recreation had the money to fund the work; and,

WHEREAS, In October 2013 the Ma Rainey Foundation met with the City Manager’s Office, Parks and Recreation and Engineering Departments to request funding for the rehabilitation of the balcony due to its further deterioration. The estimate from 2011 was presented, as well as an estimate from the original architect, Ken Levy, who gave a rough estimate of $75,000 - $150,000. Since there was a significant range in the cost estimates, the Engineering Department looked for other options; and,

WHEREAS, At the time, Brasfield & Gorrie was working on the Cusseta Road Pedestrian Bridge and the Engineering Department asked the vendor to look at project. Brasfield and Gorrie had done similar work in column stabilization at the River & Phenix condos and could provide a more accurate estimate of the cost for the rehabilitation. In November 2013, the vendor provided a quote in the amount of $48,212 to perform the work.

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

That the City Manager is hereby authorized to make payment to Brasfield and Gorrie, in the amount of $48,212.00, for the rehabilitation of the Ma Rainey House Balcony. Funds are available in the FY14 Budget: Funds are available in the FY14 Budget: Special Projects/Capital Project Fund – Capital Projects – General Fund Supported Capital Projects – General Construction – Ma Rainey Stabilization; 0508 – 660 – 1000 - CPGF – 7661 – 22936 - 20140.
______________________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2014 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 Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.



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