Agenda Item # 4
Columbus Consolidated Government
Council Meeting

May 12, 2015

Agenda Report # 113

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) SOUTH LUMPKIN MULTIUSE TRAIL – RFB NO. 15-0025

It is requested that Council authorize the execution of a construction contract with Alexander Contracting Company, Inc. (Fortson, GA) for the South Lumpkin multiuse trail project in the amount of $2,107,199.23. The trail will begin on Matheson Road and end at Cusseta Road. The gross length of the project is 2.090 miles.

On February 16, 2015, bid documents were posted on the web pages of the Purchasing Division and Georgia Procurement Registry. A non-mandatory site visit was held on March 10, 2015; five contractors were represented at the site visit. Three bids were received on March 25, 2015. This bid has been advertised, opened and reviewed. The bidders were:

Contractor
Bid
Amount
Recommended Amount
DBE
Participation
Alexander Contracting Company, Inc.
(Fortson, GA)
$ 2,831,699.23
2,107,199.23
7.2%
Robinson Paving Company
(Columbus, GA)
3,596,346.22
2,946,346.22
14.8%
Southeastern Site Development, Inc.
(Newnan, GA)
5,333,431.66
3,622,883.02
11.5%

All bids exceeded the amount budgeted for this project; therefore, the Engineering Department decided to remove the line items for the construction of trailhead buildings at Torch Hill Road and Cusseta Road. The recommended amounts reflect the deletion of the line items from the bid amounts. The Purchasing Division forwarded written notification to the low bidder, Alexander Contracting Company, of the change in scope of work; Alexander Contracting Company agreed to the change.

Funds are budgeted in the FY15 Budget: T-SPLOST Special Projects – Capital Projects – General Construction – South Lumpkin Trail Multiuse Facility; 0510-660-7000-TSPL-7661-60002-20140.
* * * * * *

(B) AUTOMATIC ANNOUNCEMENT SYSTEMS (ANNUAL CONTRACT) – RFB NO. 15-0024

It is requested that Council approve the purchase of automatic announcement systems from Clever Devices Ltd (Woodbury, NY) for METRA. The department estimates their annual usage of the contract at approximately of $50,000.00 per bus. Clever Devices Ltd will provide and install the automatic announcement systems in METRA buses, on an “as needed basis”, which will allow the passengers to hear clear messages informing them of their upcoming stops. This system will be convenient for customers to use, especially those customers who are visually or hearing impaired and those who are unfamiliar with the route.

The term of this contract period shall be for two years, with the option to renew for three (3) additional twelve-month periods. Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

On February 4, 2015, RFP specifications were posted on the web pages of the Purchasing Division and Georgia Procurement Registry. One bid was received from Clever Devices Ltd., on March 4, 2015. The bid has been advertised, opened and reviewed.

Automatic Announcement Bid Tab 2015.docAutomatic Announcement Bid Tab 2015.doc Funds are budgeted each fiscal year for this on-going expense: Transportation Fund – METRA FTA - Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761. This is funded 80% Federal, 10% State and 10% Local.
* * * * * *
(C) SOFT BODY ARMOR - (ANNUAL CONTRACT) - RFP NO. 15-0008

It is requested that Council approve the annual contract for soft body armor from SRT Supply, Inc. (St. Petersburg, FL). The Contractor will provide soft body armor, on an “as needed basis”, to be utilized by Public Safety Officers in the Police, Marshal and Sheriff Departments of the Columbus Consolidated Government.

The initial term of the contract shall be for two (2) years, with the option to renew for three (3) additional twelve-month periods. The contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

RFP postcard invitations were mailed to fifty-three vendors, and complete specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry. This RFP has been advertised, opened and evaluated. Proposals were received on August 29, 2014 from the following offerors:

SRT Supply (St. Petersburg, FL)
Dana Safety Supply (Sugar Hill, GA)
GT Distributors of Georgia, Inc. (Rossville, GA)
Law Enforcement Supply (Marietta, GA)
DGG Tactical Supply (Jacksonville, FL)
Federal Eastern International (St. Petersburg, FL)
GA Correctional Ind. (Decatur, GA)
Gulf States Distributors (Montgomery, AL)

Proposals were reviewed by the Evaluation Committee members, which consisted of representatives from Police, Marshal and Sheriff’s Departments. The first phase of the evaluation was a wear test evaluation. Each vendor provided a fitted sample of soft body armor to the testers from the Police, Marshal and Sheriff’s Department for a period of ninety days. The soft body armor was tested for weight, suppleness, and maximum mobility without bunching or riding up of the vest, and overall comfort to the wearer.

The RFP process is governed by the City’s Procurement Ordinance Article 3-110, Competitive Sealed Proposals for Equipment, Supplies or Professional services. During the process of an RFP there is no formal opening, due to the possibility of negotiated components of the proposal. In the event Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. If Council does not approve the recommended offeror, negotiations will begin with the next responsive offeror. Evaluation results and proposed costs have been submitted to the City Manager in a separate memo for information purposes.

Funds will be budgeted each fiscal year for this ongoing expense: General Fund – Municipal Court - Marshal – Operating Materials; 0101-530-3000-MRSH-6728, General Fund – Police – Field Operations – Operating Materials; 0101-400-2300-FILD-6728, General Fund – Sheriff – Detention –Uniforms; 0101-550-2600-JAIL-6781.

* * * * * *

(D) MICROSOFT SOFTWARE LICENSING UPGRADE

It is requested that Council approve the purchase of Microsoft software licensing upgrade from SHI (Somerset. NJ), for the total amount of $1,036,547.18, via Georgia Statewide Contract 99999-SPD-SPD0000060-0003; and authorize the City Manager to enter into all agreements pertaining to this purchase and the maintenance/support.

The licensing upgrade is needed to keep CCG compliant with Servers, Desktops, Mobile devices utilized throughout City departments, and move towards cloud solutions. The cost is further itemized below:

Desktops, Servers, Mobile Devices and Cloud Solutions $863,209.08
(3-Year Commitment with future renewals)

SQL Server 70,898.10
(Additions will be made annually, only if needed)

Maintenance and Support 102,440.00
(Yearly cost, with future annual renewals)
Grand Total $1,036,547.18

To facilitate this purchase and the maintenance costs, funds will be made available and budgeted each fiscal year as needed: General Fund – Information Technology – Computer Software; 0101 – 210 – 1000 – ISS – 6713, pending budget approval.
“ITEM A”
A RESOLUTION

NO._____

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH ALEXANDER CONTRACTING COMPANY, INC. (FORTSON, GA) IN THE AMOUNT OF $2,107,199.23 THE SOUTH LUMPKIN MULTI-USE TRAIL PROJECT.

WHEREAS, The trail will begin on Matheson Road and end at Cusseta Road. The gross length of the project is 2.090 miles.

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

That the City Manager is hereby authorized to execute a construction contract with Alexander Contracting Company, Inc. (Fortson, GA) in the amount of $2,107,199.23 for the South Lumpkin multi-use trail project. Funds are budgeted in the FY15 Budget: T-SPLOST Special Projects – Capital Projects – General Construction – South Lumpkin Trail Multiuse Facility; 0510-660-7000-TSPL-7661-60002-20140.
___________________________


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 THE PURCHASE OF AUTOMATIC ANNOUNCEMENT SYSTEMS FROM CLEVER DEVICES LTD. FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $50,000.00.

WHEREAS, Clever Devices Ltd will provide and install the automatic announcement systems in METRA buses, which will allow the passengers to hear clear messages informing them of their upcoming stops. This system will be convenient for customers to use, especially those customers who are visually or hearing impaired and those who are unfamiliar with the route, and;

WHEREAS, the contract term shall be for two years, with the option to renew for three (3) additional twelve-month periods. Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

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

That the City Manager is hereby authorized to the purchase of Automatic Announcement Systems from Clever Devices Ltd for the estimated annual contract amount of $50,000.00 Funds are budgeted each fiscal year for this on-going expense: Transportation Fund – METRA FTA - Capital Expenditures Over $5000; 0751-610-2400-MFTA-7761. 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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.

______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor


“ITEM C”
A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING TO APPROVE THE ANNUAL CONTRACT FOR SOFT BODY ARMOR FROM SRT SUPPLY (ST. PETERSBURG, FL).

WHEREAS, an RFP was administered (RFP No. 15-0008) and eight proposals were received; and,

WHEREAS, the proposal submitted by SRT Supply met all proposal requirements and was evaluated responsive to the RFP; and,

WHEREAS, the term of contract period shall be for two years, with option to renew for three (3) additional twelve (12) month periods.

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

That the City Manager is hereby authorized to enter into an annual contract for soft body armor with SRT Supply (St. Petersburg, FL). Funds will be budgeted each fiscal year for this ongoing expense: General Fund – Municipal Court - Marshal – Operating Materials; 0101-530-3000-MRSH-6728, General Fund – Police – Field Operations – Operating Materials; 0101-400-2300-FILD-6728, General Fund – Sheriff – Detention –Uniforms; 0101-550-2600-JAIL-6781.
_______________

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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.

______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor


“ITEM D”
A RESOLUTION

NO._______

A RESOLUTION AUTHORIZING TO PURCHASE OF MICROSOFT SOFTWARE LICENSING UPGRADE FROM SHI (SOMERSET. NJ), FOR THE TOTAL AMOUNT OF $1,036,547.18, VIA GEORGIA STATEWIDE CONTRACT 99999-SPD-SPD0000060-0003; AND AUTHORIZE THE CITY MANAGER TO ENTER INTO ALL AGREEMENTS PERTAINING TO THIS PURCHASE AND THE MAINTENANCE/SUPPORT.

WHEREAS, the licensing upgrade is needed to keep CCG compliant with Servers, Desktops, Mobile devices utilized throughout City departments, and move towards cloud solutions; and,

WHEREAS, the cost is further itemized below:

Desktops, Servers, Mobile Devices and Cloud Solutions $863,209.08
(3-Year Commitment with future renewals)

SQL Server 70,898.10
(Additions will be made annually, only if needed)

Maintenance and Support 102,440.00
(Yearly cost, with future annual renewals)
Grand Total $1,036,547.18

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

That the City Manager is hereby authorized to purchase Microsoft software licensing upgrade from SHI (Somerset. NJ), for the total amount of $1,036,547.18, via Georgia Statewide Contract 99999-SPD-SPD0000060-0003; and is authorized to enter into all agreements pertaining to this purchase and the maintenance/support. To facilitate this purchase and the maintenance costs, funds will be made available and budgeted each fiscal year as needed: General Fund – Information Technology – Computer Software; 0101 – 210 – 1000 – ISS – 6713, pending budget approval.
_______________

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 Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.

______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor