Created on 08/09/2013

Agenda Item # 6

Columbus Consolidated Government
Council Meeting

August 13, 2013

Agenda Report # 16

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department

(A) MID-SIZE HYDRAULIC SEEDER & MULCHER – RFB NO. 13-0066

It is requested that Council authorize the purchase of one (1) mid-size hydraulic seeder and mulcher (Bowie Victor 1100), from Stowers-Lillagore Construction Equipment Co., Inc., (Ellenwood, GA) in the amount of $56,300.00.

The equipment was approved in the FY12 Mid-Year Integrated Waste Equipment Purchases. It will be used to vegetate the Municipal Solid Waste Landfill as required by the Georgia Environmental Protection Agency.

Bid postcard invitations were mailed to two hundred seventy two vendors and bid specifications were posted on the web page of the Purchasing Division, the Georgia Procurement Registry, and OnVia DemandStar. Two bids were received on July 10, 2013. This bid has been advertised, opened and reviewed. The bidders were:

Vendors	Manufacturer/Model	Total Price
Stowers-Lillagore Construction Equipment Co., Inc. (Ellenwood, GA)	Bowie Industries Bowie Victor 1100	$56,300.00
Flint Equipment (Columbus, GA)¹	T120 Finn Hydroseeder	$46,937.00

Flint Equipment failed to meet minimum requirements of the bid specifications for the engine, the pump and the dimensions, and was therefore rejected. Vendor was notified in writing.

This item is not offered under the Georgia Statewide Contract.

Funds are budgeted in the FY14 Budget as follows: Integrated Waste Management Fund – Public Works – Pine Grove Landfill – Machinery; 0207-260-3560-PGRO-7715.

* * * * * * * *

(B) WINDROW TURNER – NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT

It is requested that Council approve the purchase of one (1) Vermeer CT616 Wildcat Compost Turner, from Vermeer Southeast Sales & Service, Inc. (Marietta, GA), in the amount of $194,241.00, by cooperative purchase via National Joint Powers Alliance (NJPA) Contract #081209-VRM.

The Recycling/Sustainability Center was approved for one (1) windrow turner via the FY12 Integrated Waste Equipment Purchases for the Sustainability Center Project. The windrow turner will be used at the Pine Grove Landfill for composting. This is new equipment.

The purchase will be accomplished by cooperative purchase via Request for Proposal (RFP) Contract #081209-VRM, initiated by the National Joint Powers Alliance (NJPA), whereby Vermeer Southeast Sales & Service, Inc., was one of the successful vendors contracted to provide Heavy & Utility Equipment. The contract, which commenced September 10, 2009, is good through September 9, 2013. The National Joint Powers Alliance is a Service Cooperative created by Minnesota Statute 123A.21. This statute was created in 1978 and revised in 1995 to allow participating governmental and municipal agencies to reduce the cost of purchased goods by leveraging their combined purchasing power. The bid process utilized by National Joint Powers Alliance meets the requirements of the City’s Procurement Ordinance; additionally, cooperative purchasing is authorized per Article 9-101 of the Procurement Ordinance.

Funds are budgeted in the FY14 Budget as follows: Tax Lease Rev Bonds/2010B Fund – 2010 CBA Bonds – Recycling/Sustainability Center – Machinery; 0559-800-2150-BARE-7715-82005-20100.

* * * * * *

(C) ANNUAL MAINTENANCE RENEWAL FOR SHERIFF’S MOBILE COMMAND VEHICLE SATELLITE SYSTEM

It is requested that Council approve payment to F4W, Inc., in the amount of $27,932.89 for the annual maintenance renewal for the Sheriff’s Mobile Command Vehicle satellite system.

The system is used as a mutual aid tool providing communications services to several surrounding counties in the event of emergency situations. The maintenance includes 24/7 telephone support, software upgrades and loaner equipment during repair periods. This payment will cover the period from July 15, 2013 – July 14, 2014.

Funds are budgeted in the FY14 Budget: General Fund – Sheriff – Operations – Contractual Services; 0101 – 550 – 2100 – SPTL – 6319.

* * * * * *

(D) MUSCOGEE COUNTY JAIL GATE CONTROLLER REPLACEMENTS - FEDERAL GENERAL SERVICES ADMINISTRATION (GSA) CONTRACT

It is requested that Council approve the purchase and installation of gate controllers for Muscogee County Jail from Concentric Security, LLC (Skysville, MD), in the amount of $49,400.00 ($34,500.00 for controllers and $14,900.00 for UPS battery backups). The purchase will be accomplished by cooperative purchase via Federal General Services Administration (GSA) Contract #GS-07F-0100M.

Out of the five new security gates installed during the 2002 addition to the Jail, only one remains half-way operational. Parts from the other gates have been salvaged to keep the one operational gate functional. However, when it rains, the one operational gate ceases to work. The jail is a maximum- security facility, and all the gates are in an extreme state of disrepair.

Time is of the essence to replace the gates for safety and security reasons. Therefore, the purchase will be accomplished by cooperative purchase via Federal General Services Administration (GSA) Contract ##GS-07F-0100M held by Concentric Security, LLC. This equipment falls under Schedule 84 of Federal GSA contracts, which is available for Public Safety Entities. Cooperative purchasing is authorized per Article 9-101 of the City’s Procurement Ordinance.

Funds are budgeted in the FY14 Budget: General Fund – Sheriff – Jail – Capital Expenditures Over $5,000; 0101 - 550 – 2600 – JAIL - 7761.

* * * * * *

(E) ANNUAL TRANSMISSION SYSTEM SERVICE CONTRACT

It is requested that Council authorize payment to Motorola Solutions, Inc., in the amount of $158,994.36, to execute the FY14 annual transmission system service contract for the City’s 800 MHz radio communication system.

Per the award of RFP No. 149-91, (Resolution No. 91-92) the City established an Annual Transmission System Maintenance contract with Motorola Solutions, Inc., (formerly Motorola Communications and Electronics, Inc), having renewed said contract each year. The Annual Transmission System Service Agreement is adjusted each year for any deletions or additions of transmission system components.

The Annual Transmission System Service agreement covers the highly technical components of the Radio System. The agreement runs from July 1, 2013 through June 30, 2014, and the annual payment is made, in total, at the beginning of each agreement period.

Motorola Solutions, Inc., is the manufacturer of the equipment, and therefore, considered an only known source for this specific maintenance.

Funds are budgeted in FY14 Budget: General Fund - Engineering - Radio Communications – Service Contracts, 0101-250-3110-RADI-6513.

* * * * * *

(F) EMERGENCY NOTIFICATION SYSTEM ANNUAL PAYMENT

It is requested that Council approve the contract with Global Connect to provide emergency notification to households in Columbus, Georgia, during FY14, in the amount of $26,509.45, for 48,199 households and employees at a rate of $0.55 each. Approval is also requested for the same services for two additional years at the rate of $0.55 each.

Per Resolution 538-08, Council approved a nine (9) month free trial period of the emergency notification system provided by Global Connect. The system enabled the City to provide emergency notification to employees and citizens, telephonically, resulting in increased safety and response planning for emergency situations, such as natural disasters. Since the trial period Council has approved a continuation of the services. Therefore, it is desired to continue the service for one year, with the option for two additional years.

Funds are approved in the FY14 budget: General Fund – Contingency; 0101-590-2000-CONT-9801. Funding will be budgeted for the subsequent two-year terms.

* * * * * *

(G) TRACTOR – NATIONAL PURCHASING PARTNERS (NPP) CONTRACT

It is requested that Council approve the purchase of one (1) John Deere 6140 Cab Tractor, from John Deere Company (Cary, NC), delivering dealer: SunSouth, LLC (Columbus, GA), in the amount of $105,029.54, by cooperative purchase via National Purchasing Partners (NPP) RFP #545.

The Recycling/Sustainability Center was approved for one (1) tractor via the FY12 Integrated Waste Equipment Purchases for the Sustainability Center Project. The tractor will be used with the windrow turner at the Pine Grove Landfill for composting. This is new equipment.

The purchase will be accomplished by cooperative purchase via Request for Proposal (RFP) #545, initiated by the National Purchasing Partners (NPP), whereby John Deere Company, was awarded the national contract to provide Lawn & Landscape Equipment. SunSouth, LLC, is the local John Deere dealer. The contract, which commenced April 8, 2013, is good through March 31, 2017, with automatic extensions for up to three (3) successive one (1) year periods. National Purchasing Partners is a member-based Group Purchasing Organization (GPO) owned by Virginia Mason Medical Center. A GPO is a cost savings vehicle available in select vertical markets (e.g., Construction, Transportation, Oil & Gas, Legal and Hospitality). The purpose of a GPO is to leverage purchasing strength through membership in order to acquire goods and services at lower prices. GPOs are not resellers, but rather contract negotiators. GPO members are entitled to purchase through these negotiated contracts. The RFP process utilized by National Purchasing Partners meets the requirements of the City’s Procurement Ordinance; additionally, cooperative purchasing is authorized per Article 9-101 of the Procurement Ordinance.

Funds are budgeted in the FY14 Budget as follows: Tax Lease Rev Bonds/2010B Fund – 2010 CBA Bonds – Recycling/Sustainability Center – Machinery; 0559-800-2150-BARE-7715-82005-20100.

“ITEM A”

A RESOLUTION

NO._______

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) MID-SIZE HYDRAULIC SEEDER AND MULCHER (BOWIE VICTOR 1100), FROM STOWERS-LILLAGORE CONSTRUCTION EQUIPMENT CO., INC., (ELLENWOOD, GA), IN THE AMOUNT OF $56,300.00.

WHEREAS, the equipment was approved in the FY12 Mid-Year Integrated Waste Equipment Purchases. It will be used to vegetate the Municipal Solid Waste Landfill as required by the Georgia Environmental Protection Agency.

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

That the City Manager is hereby authorized to purchase one (1) mid-size hydraulic seeder and mulcher (Bowie Victor 1100), from Stowers-Lillagore Construction Equipment Co., Inc., (Ellenwood, GA) in the amount of $56,300.00. Funds are budgeted in the FY14 Budget as follows: Integrated Waste Management Fund – Public Words – Pine Grove Landfill – Machinery; 0207-260-3560-PGRO-7715.

_______________________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2013 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 ONE (1) WINDROW TURNER (VERMEER CT616 WILDCAT COMPOST TURNER), FROM VERMEER SOUTHEAST SALES & SERVICE, INC., (MARIETTA, GA), IN THE AMOUNT OF $194,241.00, BY COOPERATIVE PURCHASE VIA NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT #081209-VRM.

WHEREAS, the Recycling/Sustainability Center was approved for one (1) windrow turner via the FY12 Integrated Waste Equipment Purchases for the Sustainability Center Project. The windrow turner will be used at the Pine Grove Landfill for composting. It is new equipment.

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

That the City Manager is hereby authorized to purchase one (1) Vermeer CT616 Wildcat Compost Turner from Vermeer Southeast Sales & Service, Inc., (Marietta, GA) in the amount of $194,241.00. Funds are budgeted in the FY14 Budget as follows: Tax Lease Rev Bonds/2010B Fund – 2010 CBA Bonds – Recycling/Sustainability Center – Machinery; 0559-800-2150-BARE-7715-82005-20100.

______________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2013 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 PAYMENT TO F4W, INC., IN THE AMOUNT OF $27,932.89, FOR THE ANNUAL MAINTENANCE RENEWAL FOR THE MOBILE COMMAND FORCE SATELLITE SYSTEM UTILIZED BY THE SHERIFF’S OFFICE.

WHEREAS, the system is used as a mutual aid tool providing communication services to 26 Counties in the event of emergency situations; and,

WHEREAS, the maintenance includes 24/7 telephone support, software upgrades and loaner equipment during repair periods. This payment will cover the period from July 15, 2013 – July 14, 2014.

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

That the City Manager is hereby authorized to make payment to F4W, Inc., in the amount of $27,932.89 for the annual maintenance renewal for the mobile command force satellite system utilized by the Sheriff’s Office. Funds are budgeted in the FY14 Budget: General Fund –Sheriff – Operations – Contractual Services; 0101-550-2100-SPTL-6319.

__________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2013 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 AND INSTALLATION OF GATE CONTROLLERS FOR MUSCOGEE COUNTY JAIL FROM CONCENTRIC SECURITY, LLC (SKYSVILLE, MD), IN THE AMOUNT OF $49,400.00 ($34,500.00 FOR CONTROLLERS AND $14,900.00 UPS BATTERY BACKUPS). THE PURCHASE WILL BE ACCOMPLISHED BY COOPERATIVE PURCHASE VIA FEDERAL GENERAL SERVICES ADMINISTRATION (GSA) CONTRACT #GS-07F-0100M.

WHEREAS, out of the five new security gates installed during the 2002 addition to the Jail, only one remains half-way operational. Parts from the other gates have been salvaged to keep the one operational gate functional. However, when it rains, the one operational gate ceases to work. The jail is a maximum-security facility, and all the gates are in an extreme state of disrepair; and,

WHEREAS, time is of the essence to replace the gate controllers for safety and security reasons. Therefore, the purchase will be accomplished by cooperative purchase via Federal General Services Administration (GSA) Contract ##GS-07F-0100M held by Concentric Security, LLC. This equipment falls under Schedule 84 of Federal GSA contracts, which is available for Public Safety Entities. Cooperative purchasing is authorized per Article 9-101 of the City’s Procurement Ordinance.

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

That the City Manager is hereby authorized to purchase and have installed gate controllers for Muscogee County Jail from Concentric Security, LLC (Skysville, MD), in the amount of $49,400.00 ($34,500.00 for controllers and $14,900.00 for UPS battery backups). The purchase will be accomplished by cooperative purchase via Federal General Services Administration (GSA) Contract #GS-07F-0100M. Funds are budgeted in the FY14 Budget: General Fund – Sheriff – Jail – Capital Expenditures Over $5,000; 0101 - 550 – 2600 – JAIL - 7761.

__________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2013 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”

RESOLUTION

NO. ______

A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA SOLUTIONS, INC., IN THE AMOUNT OF 158,994.36, TO EXECUTE THE FY14 ANNUAL TRANSMISSION SYSTEM SERVICE CONTRACT FOR THE CITY’S 800 MHZ RADIO COMMUNICATION SYSTEM.

WHEREAS, per the award of RFP No. 149-91, (Resolution No. 91-92), the City established an Annual Transmission System Service Agreement with Motorola Solutions, Inc (formerly Motorola Communications and Electronics, Inc.) having renewed said agreement each year. This agreement maintains highly technical transmission system components located at each of the 800 MHz Radio System transmission sites; and,

WHEREAS, the Annual Transmission System Service Agreement runs from July 1, 2013 to June 30, 2014 with the annual payment made, in total, at the beginning of each service agreement period; and,

WHEREAS, the agreement provides for additions/deletions of equipment maintained by the service agreement with each year’s renewal.

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

That the City Manager is hereby authorized to make payment to Motorola Solutions, Inc., in the amount of $158,994.36, to execute the FY14 annual transmission system service contract for the City’s 800 MHz radio communication system. Funds are budgeted in FY14 Budget: General Fund - Engineering - Radio Communications – Service Contracts, 0101-250-3110-RADI-6513.

_______________________

Introduced at a regular meeting of the Council of Columbus, Georgia held on the ____ day of ______________, 2013 and adopted at said meeting by the affirmative vote of _____________ members of 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 F”

A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING THE CONTRACT WITH GLOBAL CONNECT TO PROVIDE EMERGENCY NOTIFICATION TO HOUSEHOLDS IN COLUMBUS, GEORGIA, DURING FY14, IN THE AMOUNT OF $26,509.45, FOR 48,199 HOUSEHOLD AND EMPLOYEES AT A RATE OF $0.55 EACH. APPROVAL IS ALSO REQUESTED FOR THE SAME SERVICES FOR TWO ADDITIONAL YEARS AT THE RATE OF $0.55 EACH.

WHEREAS, per Resolution 538-08, Council approved a nine (9) month free trial period of the emergency notification system provided by Global Connect. The system enabled the City to provide emergency notification to employees and citizens, telephonically, resulting in increased safety and response planning for emergency situations, such as natural disasters; and,

WHEREAS, since the trial period, Council has approved a continuation of the services. Therefore, it is desired to continue the service for one year, with the option for two additional years.

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

That the City Manager is hereby authorized to enter into contract with Global Connect to provide emergency notification to households in Columbus, Georgia, during FY14, in the amount of $26,509.45, for 48,199 household and employees at a rate of $0.55 each, as well as, for two additional years at the rate of $0.55 each. Funds are approved in the FY14 budget: General Fund – Contingency; 0101-590-2000-CONT-9801. Funding will be budgeted for the subsequent two-year terms.

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2013 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 G”

A RESOLUTION

NO._______

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) TRACTOR (JOHN DEERE 6140R CAB TRACTOR), FROM JOHN DEERE COMPANY, (CARY, NC), IN THE AMOUNT OF $105,029.54, BY COOPERATIVE PURCHASE VIA NATIONAL PURCHASING PARTNERS (NPP) RFP #545.

WHEREAS, the Recycling/Sustainability Center was approved for one (1) tractor via the FY12 Integrated Waste Equipment Purchases for the Sustainability Center Project. The tractor will be used with the windrow turner at the Pine Grove Landfill for composting. It is new equipment.

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

That the City Manager is hereby authorized to purchase one (1) John Deere 6140R Cab Tractor from John Deere Company (Cary, NC), delivering dealer: SunSouth LLC (Columbus, GA) in the amount of $105,029.54. Funds are budgeted in the FY14 Budget as follows: Tax Lease Rev Bonds/2010B Fund – 2010 CBA Bonds – Recycling/Sustainability Center – Machinery; 0559-800-2150-BARE-7715-82005-20100.

_______________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2013 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