Agenda Item # 5
Columbus Consolidated Government
Council Meeting

December 8, 2015

Agenda Report # 60

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) ANNUAL MAINTENANCE SUPPORT AGREEMENT FOR THE OASIS SYSTEM

It is requested that Council approve payment to Tyler Technologies, Inc., (Dallas, TX), in the amount of $98,795.00, for the annual OASIS Maintenance Support renewal, covering the period January 1, 2016 through December 31, 2016. Payment will be made in two installments in the amount of $49,397.50; the first payment upon approval of this resolution, and the second payment after July 1, 2016.

The maintenance support provides Information Technology Department, the Tax Assessor's Office and the Tax Commissioner's Office with software enhancements, documentation updates, Users Group Support and Hotline Support for the OASIS property tax and appraisal system. Maintenance has been budgeted and approved annually since the OASIS software system was purchased in 1985. The vendor is the developer of the software, and is therefore, the only known source providing the maintenance support.

Funds for the first payment are budgeted in the FY16 Budget: General Fund - Information Technology - Software Lease; 0101-210-1000-ISS-6541. The funding for the second payment, due after July 1, 2016, will be budgeted in the FY17 budget.
* * * * * * * * *

(B) REPLACEMENT OF IBM SYSTEM STORAGE

It is requested that Council approve the purchase of a new IBM DS8870 storage system, in the amount for $132,810.11, from Mainline Information Systems (Tallahassee, FL).

The purchase includes the following:
Hardware:
IBM DS8870 $ 79,050.53
DS8000 Function Authority 16,377.58
Services:
Hardware Maintenance (60 MonthTerm;24x7 Coverage) 16,182.00
Install Data Migration 21,200.00
$132,810.11

The storage system runs key mainframe software, such as, Human Resources, Payroll, as well as, other finance and court related software. The maintenance and useful life for the current DS6800 storage system will expire in six months. Rather than renewing the maintenance on the old system, the Information Technology Department recommends replacement of the unit.

The City has standardized to using IBM hardware. Mainline has been a partner with IBM since 1989. Mainline has the technical skills and certifications necessary to provide expert services and solutions to IBM Customers for all IBM hardware and software products. Consequently, Mainline Information Systems is considered the Only Known Source to provide the equipment.

Funding is budgeted in the FY16 Budget as follows: Funds in the amount of $100,250.53 are budgeted in LOST/Infrastructure Fund – Information Technology – Infrastructure/ LOST - Computer Equipment – IT Storage; 0109 – 210 – 9901 -LOST – 7751 – 90001 – 20160; Funds in the amount of $16,377.58 are budgeted in the General Fund – Information Technology – Software Lease, 0101 -210 – 1000- ISS - 6541; and Funds in the amount of $16,182.00 are budgeted in the General Fund – Information Technology – Computer Equipment Maintenance;, 0101 – 210 – 1000 – ISS – 6511.

* * * * * * * * *

(C) RECYCLE TRAILERS – RFB NO. 16-0009

It is requested that Council authorize the purchase of six (6) recycling trailers from Pro-Tainer, Inc. (Alexandria, MN), at a unit price of $9,335.00, for a total amount of $56,010.00.

The trailers were approved in the FY16 Budget. They will be used at recycle drop points throughout the City. All units are replacement equipment.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Two (2) bids were received on October 28, 2015. This bid has been advertised, opened and reviewed. The bidders were:

Vendors
Manufacturer/Model
Unit Price
Total Price
(6 Units)
Pro-Tainer, Inc.
(Alexandria, MN)
Pro-Tainer, Inc. /
PGT
9,335.00
$56,010.00
Lawless Welding Inc. dba
National Recycling Trailers
(Russell Springs, KY)
National Recycling Trailers /
NRT-20 Recycling Trailer
9,485.00
$56,910.00

Funds are budgeted in the FY16 Budget as follows: Integrated Waste Management Fund – Public Works – Recycling Center – Rolling Stock; 0207-260-3570-RCYL-7726.
* * * * * * * * *

(D) SECURITY SURVEILLANCE EQUIPMENT – DEPARTMENT OF TRANSPORTATION/METRA (ANNUAL CONTRACT) – RFP NO. 16-0001

It is requested that Council authorize the annual contract with AdaptToSolve (LaGrange, GA) to provide security surveillance equipment for the Department of Transportation/METRA. The contract requires the Contractor to provide new equipment, replacement equipment and maintenance as needed. The locations are as follows:

Other locations may be added as needed.


Contractor shall provide the following services: The term of this contract 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.

Annual Contract History:
The current five year contract with AdaptToSolve, Inc. was awarded on September 14, 2010 (Resolution No. 319-10), to provide security surveillance equipment for the Department of Transportation/METRA.

Due to the additional time needed to complete the evaluation process for the new RFP, this contract was extended through December 30, 2015.

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on August 10, 2015.

This RFP has been advertised, opened and evaluated. Proposals were received on September 4, 2015 from the following vendors:

AdaptToSolve, Inc. (LaGrange, GA)
Columbus Fire & Safety Equipment Co., Inc. (Columbus, GA)

The following events took place after receipt of proposals:

RFP MEETINGS/EVENTS
Description
Date Held
Agenda/Action
Pre-Evaluation Meeting
9/24/2015
Purchasing advised evaluation committee members of the RFP rules and process. Project Managers provided overview and expectations of the contracted vendor(s). Proposals were disbursed to each committee member to review.
1st Evaluation Meeting
10/15/2015
Discussed each of the two proposals received. Voting members agreed they were ready to complete the evaluation forms.
Evaluation forms completed
10/23/2015
Evaluation forms were completed and returned to Purchasing for compilation results.
Evaluation Results
11/18/2015
Results were sent to Evaluation Committee members.
Recommendation received
11/18/2015
Evaluation committee voted to award to highest ranked vendor.

Evaluation Committee:
Proposals were reviewed by the Evaluation Committee members, which consisted of two representatives from METRA, and one representative from Facilities Maintenance, who served as voting members. The committee also consisted of two non-voting advisory members from METRA, and one non-voting advisory member from the Sheriff’s Office.


Award Recommendation:
The evaluation committee deemed the proposal from AdaptToSolve, most responsive to the RFP specifications. Therefore the Evaluation Committee, as reflected by their comments provided below, recommends award of the contract to AdaptToSolve for the following reasons:

Vendor(s) Experience and Qualifications:
AdaptToSolve, Inc. was separately incorporated to specialize in Digital Surveillance and Access in 2005.
The City’s Procurement Ordinance Article 3-110, Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional Services, governs the RFP Process. During the RFP process, there is no formal opening due to the possibility of negotiated components of the proposal. In the event City Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funds will be budgeted each fiscal year for this on-going expense: Transportation Fund – Transportation – FTA – Capital Expend-Over $5000; 0751-610-2400-MFTA-7761. This purchase is funded: 80% Federal, 10% State and 10% Local.

* * * * * *

(E) TRAIL HEAD BUILDINGS FOR SOUTH LUMPKIN MULTI-USE TRAIL (RE-BID) – RFB NO. 16-0020

It is requested that Council authorize the execution of a construction contract with Graddy Construction, Inc. (Columbus, GA) in the amount of $246,650.00 for trail head buildings on the South Lumpkin Multi-use Trail. The building locations are Torch Hill Road and Cusseta Road.

On October 15, 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 November 5, 2015; two contractors were represented at the site visit. Four bids were received on November 18, 2015. This bid has been advertised, opened and reviewed. The bidders were:

Contractor
Cusseta Road
Building
Torch Hill Road
Building
Total Bid
DBE
Participation
Graddy Construction, Inc.
(Columbus, GA)
123,325.00
123,325.00
$246,650.00
14%
Riley Contracting, Inc.
(Senoia, GA)
141,653.00
141,653.00
$283,306.00
0%
RAN GC, LLC
(Fortson, GA)
146,348.00
146,348.00
$292,696.00
10%
Carlisle Services
(Pine Mountain, GA)
158,955.00
158,955.00
$317,910.00
0%


Attached is a rendering of the trail head buildings:

Trail Head Building.pdfTrail Head Building.pdf

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.
* * * * * *

(F) COMER RECREATION CENTER ROOF REPLACEMENT

It is requested that Council authorize the execution of a construction contract with Columbus Roofing, Inc. (Columbus, GA), for additional roofing services at the Comer Recreation Center, in the amount of $55,000.00.

In its regular meeting of December 13, 2011, Council authorized staff to proceed with design/build renovations of Comer Recreation Center, which had sustained extensive storm damage; the building was in a distressed condition prior to the storm event. The Engineering Department obtained quotes from all architects that were under annual contract, and 2WR/Andras Architects submitted the lowest quote.

As a subcontractor for the project, Columbus Roofing, Inc. installed new roofing on damaged sections of the building; the new roofing is still under warranty. The remaining two (2) flat roofing sections are now in need of replacing. Because Columbus Roofing, Inc. installed the previous sections of roofing and in order to not void the warranty of said sections by using a different contractor, a quote was obtained from Columbus Roofing, Inc. for the remaining two (2) roofing sections requiring replacing. The quote has been reviewed by the Engineering Department and the Facilities Maintenance Division.

Funding is available in the FY16 Budget: Capital Projects Fund - Capital Projects General Fund - General Construction – Comer Gym Restoration; 0508-660-1000-CPGF-7661-22928-20120 and LOST Infrastructure Fund - Public Works - General Construction - Comer Gym Roof Project; 0109-260-9901-MNTN-7661-96028-20140.
* * * * * *

(G) UNIFORM DRESS SHOES & BOOTS (ANNUAL CONTRACT) – RFB NO. 16-0010

It is requested that Council approve the purchase of uniform dress shoes & boots from Maneuver Center Supply (Columbus, GA) for the estimated contract value of $610,881.05. The shoes & boots will be purchased on an “as needed basis” and worn by employees in various departments.

The contract period is for two (2) years, with the option to renew for three additional twelve-month periods. Contract renewal is contingent upon mutual agreement of the City and the Contractor.

Bid specifications were posted on the web page of the Purchasing Division and the Georgia Procurement Registry. Three bids were received on October 14, 2015. This bid has been advertised, opened and reviewed. The bidders were:

Vendors
Total Estimated Contract Value
Maneuver Center Supply (Columbus, GA)
$610,881.05
Combat Footgear (Columbus, GA)
$625,662.50
Red Wing Shoes (Morrow, GA)
$714,165.43

Funds are budgeted each fiscal year for this ongoing expense: General Fund – Fire & EMS – Logistics/Support – Uniforms, 0101-410-3610-LOGI-6781; Community Development – Inspections & Codes Enforcement – Uniforms, 0101-240-2200-INSP-6781; Police – Support Services – Uniforms, 0101-400-2200-STAF-6781; Municipal Court – Marshal – Uniforms, 0101-530-3000-MRSH-6781; MCP – Warden – Uniforms, 0101-420-1000-MCCI-6781; Sheriff – Detention – Uniforms, 0101-550-2600-Jail-6781; Public Works – Various Departments 6781; Transportation Fund – METRA Operation – Uniforms, 0751-610-2100-METO-6781; Maintenance – Uniforms, 0751-610-2200-METM-6781; Dial-A-Ride – Uniforms, 0751-610-2300-METD-6781; Parking Management Fund – Transportation – Parking Management – Uniforms, 0752-610-2800-PRKM-6781; General Fund - Parks & Recreation – Park Services – Uniforms, 0101-270-2100-PSRV-6781; Boards & Commissions – Tax Assessor – Uniforms, 0101-290-1000-TAXA-6781.

* * * * * *

(H) UPGRADE OF CITY’S 800 MHz RADIO SYSTEM AND MAINTENANCE - -AMENDMENT ONE

It is requested that Council approve Amendment One of the contract for the Upgrade of the City’s 800 MHz Radio System and Maintenance Contract, with Motorola Solutions, in the amount of $2,800,042.13. The additional cost for Amendment One will be paid over a 10-year period, in the amount of $311,159.79, annually.

Per Resolution 56-15, Council approved the upgrade of the City’s 800 MHz radio system and maintenance via a Ten Year Migration Assurance Program (MAP), a lease/purchase program offered by Motorola Solutions, Inc. The upgrade will provide timely replacement of all critical components of the 800 MHz system, RF upgrade of the emergency warning sirens system, E911 CAD system and maintenance of all equipment at a fixed rate for 10 years.

Amendment One is required to add the maintenance of the City’s mobile and portable radios, the maintenance of the uninterruptible power systems (UPS) at each of the three tower sites, and the services of a part-time radio system manager. Contract Pricing, to be paid over a 10-year period will is amended as follows:

Funds will be budgeted in the appropriate fiscal years during the 10-year term of the contract: General Fund – Engineering – Radio Communications – Contractual Services; 0101-250-3110-RADI-6319.


* * * * * *

(I) PAPER & PLASTIC PRODUCTS (ANNUAL CONTRACT) – RFB NO. 16-0019

It is requested that Council approve the purchase of assorted paper and plastic products from COPACO, Inc. (Columbus, GA) and Interboro Packing Corporation (Montgomery, NY) for the annual estimated contract value of $177,864.40.

The products will be purchased on an “as needed” basis, and will be used by various City Departments. The contract term will be for two years with the option to renew for three additional twelve-month periods. Renewal of the contract is contingent upon the mutual agreement of the vendor and the City.

Bid specifications were posted on the City’s website and the Georgia Procurement Registry. Bid responses were received on November 18, 2015 from the following vendors: Viridian, LLC, Dyna Pak Corporation, Garden State Medical Supply, Central Poly Corporation, Unipak, All American Poly, Copaco, Inc., Rutledge Enterprise, Element Solutions International, Interboro Packaging Corporation and American Paper & Twine Company. This bid has been advertised, opened and reviewed.

Vendors had the option of bidding on all of the following sections of the bid: Section I - Cups, Section II – Plates/Dinning Utensils, Section III – Napkins/Tissue/Towels and Section IV – Bags/Trash Can Liners. Contract award was based on the lowest, responsible bidder by section or the lowest responsible bidder overall. The successful vendors, per section, were:

Section I: CupsCOPACO, Inc. (Columbus, GA)
$6,167.25
Section II: Plates/Dinning UtensilsCOPACO, Inc. (Columbus, GA)
1,790.65
Section III: Napkins/Tissue/TowelsCOPACO, Inc. (Columbus, GA)
116,567.50
Section IV: Bags/Trash Can LinersInterboro Packaging Corp (Montgomery, NY)
53,321.00
Annual Estimated Contract Value
$177,864.40

Funds are budgeted each fiscal year for this ongoing expense: Various Departments – Operating Materials; 6728.
* * * * * *
(J) EMERGENCY MEDICAL SUPPLIES (ANNUAL CONTRACT) - RFB NO. 16-0018

It is requested that Council approve the purchase of emergency medical supplies for the estimated annual contract value of $366,899.74 from Southeastern Emergency Equipment (Youngsville, NC). The various supplies include airway supplies, I.V. supplies, oxygen supplies, general bandages, exposure control supplies and miscellaneous items that will be purchased on an "as needed basis” by Fire and EMS and by Public Works Department for various departments that utilize the supply warehouse.

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

Bid specifications were posted on the City’s website and the Georgia Procurement Registry. Bid responses were received on November 4, 2015 from sixteen bidders. This bid has been advertised, opened and reviewed.

Vendors had the option of bidding on all of the following sections of the bid: Section A - Airway, Section B – Intravenous Supplies, Section C – Oxygen Delivery Supplies, Section D – Bandages, Section E – Exposure Control Supplies, Section F – Miscellaneous, Section G – Exam Gloves and Section H – Warehouse Stock. Contract award was based on the lowest, responsible bidder by section or the lowest responsible bidder overall. The successful vendors overall, was:

Southeastern Emergency Equipment (Youngsville, NC)
$366,899.74
Midwest Medical Supply, LLC (Chicago, IL)
461,899.00
Medvendi, LLC (Atlanta, GA)
522,470.73*
National Environmental, Inc. (Marieta, GA)
450,955.52*
Henry Schein, Inc. (IRMO, SC)
372,492.02*
M&M Merchandiser Medical Supply & Equipment, LLC (Powder Springs, GA)
372,209.63*
Bound Tree Medical, LLC (Chicago, IL)
372,140.57*
Quadmed (Jacksonville, FL)
356,911.46*
Guardian Medical Products (Visalia, CA)
342,726.73*
Nashville Medical & EMS Products, Inc. (Springfield, TN)
235,412.30*
Dermatec Direct (Tampa, FL)
127,536.00*
McKesson Medical-Surgical, Inc. (Golden Valley, MN)
108,985.52*
Moore Medical (Farmington, CT)
48,614.66*
Premier Medical Distribution (Draper, UT)
40,935.80*
Supreme Medical Fulfillment Systems, Inc. (Theodore, AL)
30,240.00*
SMS Ambassadors Corp (Toledo, OH)
18,050.00*
*Denote – Vendors did not bid on all items in each category or were not the low bidder in various categories.

Funds are budgeted each fiscal year for this ongoing expense: General Fund - Fire & EMS-Fire/EMS Operations-Medical Supplies, 0101-410-2100-FOPR-6795; and Various Departments – Operating Materials; 6728.

“ITEM A”

A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES, INC., (DALLAS, TX), IN THE AMOUNT OF $98,795.00 FOR THE ANNUAL OASIS MAINTENANCE SUPPORT RENEWAL, COVERING THE PERIOD JANUARY 1, 2016 THROUGH DECEMBER 31, 2016. PAYMENT WILL BE MADE IN TWO INSTALLMENTS IN THE AMOUNT OF $49,397.50; THE FIRST PAYMENT UPON APPROVAL OF THIS RESOLUTION, AND THE SECOND PAYMENT AFTER JULY 1, 2016.

WHEREAS, this maintenance provides Information Technology, the Tax Assessor's Office and the Tax Commissioner's Office with software enhancements, documentation updates, Users Group Support and Hotline Support for the OASIS property tax and appraisal system. Maintenance has been budgeted and approved annually since the OASIS software system was purchased in 1985; and,

WHEREAS, the vendor is the developer of the software; and is therefore, the only known source providing the maintenance support.

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

That the City Manager is hereby authorized to make payment to Tyler Technologies, Inc., (Dallas, TX), in the amount of $98,795.00, for the annual OASIS Maintenance Support renewal, covering the period from January 1, 2016 through December 31, 2016. Payment will be made in two installments in the amount of $49,397.50; the first payment upon approval of this resolution, and the second payment after July 1, 2016. Funds for the first payment are budgeted in the FY16 Budget: General Fund - Information Technology - Software Lease; 0101-210-1000-ISS-6541. The funding for the second payment, due after July 1, 2016, will be budgeted in the FY17 budget.

___________________


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 A NEW IBM DS8870 STORAGE SYSTEM, IN THE AMOUNT FOR $132,810.11, FROM MAINLINE INFORMATION SYSTEMS (TALLAHASSEE, FL).

WHEREAS, the storage system runs key mainframe software, such as, Human Resources, Payroll, as well as, other finance and court related software. The maintenance and useful life for the current DS6800 storage system will expire in six months. Rather than renewing the maintenance on the old system, the Information Technology Department recommends replacement of the unit; and,

WHEREAS, the City’s has standardized to IBM hardware. Mainline has been a partner with IBM since 1989. Mainline has the technical skills and certifications necessary to provide expert services and solutions to IBM Customers for all IBM hardware and software products. Consequently, Mainline Information Systems is considered the Only Known Source to provide the equipment.

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

That the City Manager is hereby authorized to purchase a new IBM DS8870 storage system, in the amount for $132,810.11, from Mainline Information Systems (Tallahassee, FL). Funding is budgeted in the FY16 Budget as follows: Funds in the amount of $100,250.53 are budgeted in LOST/Infrastructure Fund – Information Technology – Infrastructure/ LOST - Computer Equipment – IT Storage; 0109 – 210 – 9901 -LOST – 7751 – 90001 – 20160; Funds in the amount of $16,377.58 are budgeted in the General Fund – Information Technology – Software Lease, 0101 -210 – 1000- ISS - 6541; and Funds in the amount of $16,182.00 are budgeted in the General Fund – Information Technology – Computer Equipment Maintenance;, 0101 – 210 – 1000 – ISS – 6511.

_________________

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 SIX (6) RECYCLING TRAILERS FROM PRO-TAINER, INC. (ALEXANDRIA, MN), AT A UNIT PRICE OF $9,335.00, FOR A TOTAL PRICE OF $56,010.00.

WHEREAS, the trailers were approved in the FY16 Budget, and they will be used at recycle drop points throughout the City. All units are replacement equipment.

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

That the City Manager is hereby authorized to purchase six (6) recycle trailers from Pro-Tainer, Inc. (Alexandria, MN), at a unit price of $9,335.00, for a total amount of $56,010.00. Funds are budgeted in the FY16 Budget as follows: Integrated Waste Management Fund – Public Works – Recycling Center – Rolling Stock; 0207-260-3570-RCYL-7726.

__________________

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 EXECUTION OF AN ANNUAL CONTRACT WITH ADAPTTOSOLVE TO PROVIDE SECURITY SURVEILLANCE EQUIPMENT AND MAINTENANCE SERVICES FOR THE DEPARTMENT OF TRANSPORTATION/METRA.

WHEREAS, an RFP was administered (RFP 16-0001) and two proposals were received from qualified offerors; and,

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

WHEREAS, the contract term shall be for two years, with an option to renew for three 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 execute an annual contract with AdaptToSolve to provide security surveillance equipment and maintenance services for the Department of Transportation/METRA. Funds will be budgeted each fiscal year for this ongoing expense: Transportation Fund – Transportation – FTA – Capital Expend – Over $5000; 0751-610-2400-MFTA-7761. This purchase 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 E”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH GRADDY CONSTRUCTION, INC. (COLUMBUS, GA) IN THE AMOUNT OF $246,650.00 FOR TRAIL HEAD BUILDINGS ON THE SOUTH LUMPKIN MULTI-USE TRAIL.

WHEREAS, the building locations are Torch Hill Road and Cusseta Road.

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

That the City Manager is hereby authorized to execute a construction contract with Graddy Construction, Inc. (Columbus, GA) in the amount of $246,650.00 for trail head buildings on the South Lumpkin Multi-use Trail. 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 F”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH COLUMBUS ROOFING, INC. (COLUMBUS, GA), FOR ADDITIONAL ROOFING SERVICES AT THE COMER RECREATION CENTER, IN THE AMOUNT OF $55,000.00.

WHEREAS, in its regular meeting of December 13, 2011, Council authorized staff to proceed with design/build renovations of Comer Recreation Center, which had sustained extensive storm damage; the building was in a distressed condition prior to the storm event; and,

WHEREAS, as a subcontractor for the project, Columbus Roofing, Inc. installed new roofing on damaged sections of the building; the new roofing is still under warranty. The remaining two (2) flat roofing sections are now in need of replacing. Because Columbus Roofing, Inc. installed the previous sections of roofing and in order to not void the warranty of said sections by using a different contractor, a quote was obtained from Columbus Roofing, Inc. for the remaining two (2) roofing sections requiring replacing. The quote has been reviewed by the Engineering Department and the Facilities Maintenance Division.

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

That the City Manager is hereby authorized to execute a construction contract with Columbus Roofing, Inc. (Columbus, GA), for additional roofing services at the Comer Recreation Center, in the amount of $55,000.00. Funding is available in the FY16 Budget: Capital Projects Fund - Capital Projects General Fund - General Construction – Comer Gym Restoration; 0508-660-1000-CPGF-7661-22928-20120 and LOST Infrastructure Fund - Public Works - General Construction - Comer Gym Roof Project; 0109-260-9901-MNTN-7661-96028-20140.
______________

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 G”

A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR THE PURCHASE OF UNIFORM DRESS SHOES & BOOTS, ON AN “AS NEEDED BASIS,” FROM MANEUVER CENTER SUPPLY (COLUMBUS, GA), FOR THE ESTIMATED CONTRACT VALUE OF $610,881.05.

WHEREAS, the shoes & boots will be worn by employees in various departments; and,

WHEREAS, the contract period shall be for two years, with the option to renew for three additional twelve month periods.

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

That the City Manager is hereby authorized to purchase uniform dress shoes & boots, on an “as need basis,” from Maneuver Center Supply (Columbus, GA) for the estimated contract value of $610,881.05. Funds are budgeted each fiscal year for this ongoing expense: General Fund – Fire & EMS – Logistics/Support – Uniforms, 0101-410-3610-LOGI-6781; Community Development – Inspections & Codes Enforcement – Uniforms, 0101-240-2200-INSP-6781; Police – Support Services – Uniforms, 0101-400-2200-STAF-6781; Municipal Court – Marshal – Uniforms, 0101-530-3000-MRSH-6781; MCP – Warden – Uniforms, 0101-420-1000-MCCI-6781; Sheriff – Detention – Uniforms, 0101-550-2600-Jail-6781; Public Works – Various Departments 6781; Transportation Fund – METRA Operation – Uniforms, 0751-610-2100-METO-6781; Maintenance – Uniforms, 0751-610-2200-METM-6781; Dial-A-Ride – Uniforms, 0751-610-2300-METD-6781; Parking Management Fund – Transportation – Parking Management – Uniforms, 0752-610-2800-PRKM-6781; General Fund - Parks & Recreation – Park Services – Uniforms, 0101-270-2100-PSRV-6781; Boards & Commissions – Tax Assessor – Uniforms, 0101-290-1000-TAXA-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 Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.


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


“ITEM H”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING AMENDMENT ONE OF THE CONTRACT FOR THE UPGRADE OF THE CITY’S 800 MHZ RADIO SYSTEM AND MAINTENANCE CONTRACT, WITH MOTOROLA SOLUTIONS, IN THE AMOUNT OF $2,800,042.13. THE ADDITIONAL COST FOR AMENDMENT ONE WILL BE PAID OVER A 10-YEAR PERIOD, IN THE AMOUNT OF $311,159.79, ANNUALLY.

WHEREAS, per Resolution 56-15, Council approved the upgrade of the City’s 800 MHz radio system and maintenance via a Ten Year Migration Assurance Program (MAP), a lease/purchase program offered by Motorola Solutions, Inc. The upgrade will provide timely replacement of all critical components of the 800 MHz system, RF upgrade of the emergency warning sirens system, E911 CAD system and maintenance of all equipment at a fixed rate for 10 years; and,

WHEREAS, Amendment One is required to add the maintenance of the City’s mobile and portable radios, the maintenance of the uninterruptible power systems (UPS) at each of the three tower sites, and the services of a part-time radio system manager. Contract Pricing, to be paid over a 10-year period will is amended as follows:


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

That the City Manager is hereby authorized to execute Amendment One of the contract for the Upgrade of the City’s 800 MHz Radio System and Maintenance Contract, with Motorola Solutions, in the amount of $2,800,042.13. The additional cost for Amendment One will be paid over a 10-year period, in the amount of $311,159.79, annually. Funds will be budgeted in the appropriate fiscal years during the 10-year term of the contract: General Fund – Engineering – Radio Communications – Contractual Services; 0101-250-3110-RADI-6319.

________________

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 I”

A RESOLUTION
NO._____


A RESOLUTION AUTHORIZING THE PURCHASE OF PAPER AND PLASTIC PRODUCTS FROM COPACO, INC. (COLUMBUS, GA) AND INTERBORO PACKING CORPORATION (MONTGOMERY, NY) FOR THE ANNUAL ESTIMATED CONTRACT VALUE OF $177,864.40.

WHEREAS, the products will be purchased by various departments on an "as needed" basis; and,

WHEREAS, the contract period will be for two years with the option to renew for three additional twelve-month periods.

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

That the City Manager is hereby authorized enter into an annual contract to purchase assorted paper and plastic products from COPACO, Inc. (Columbus, GA) and Interboro Packing Corporation (Montgomery, NY) on an "as needed basis" for the estimated contract value of $177,864.40. Funds are budgeted each fiscal year for this on-going expense: Various Departments - Operating Materials; 6728.
___________________

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 J”
A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE PURCHASE OF EMERGENCY MEDICAL SUPPLIES FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $366,899.74 FROM SOUTHEASTERN EMERGENCY EQUIPMENT (YOUNGSVILLE, NC).

WHEREAS, the various supplies include airway supplies, I. V. supplies, oxygen supplies, general bandages, exposure control supplies, miscellaneous, latex exam gloves and warehouse stock items that will be purchased on an "as needed basis;” and;

WHEREAS, the initial contract period is for two (2) years, with options to renew for three (3) additional twelve-month periods.

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

That the City Manager is hereby authorized to purchase emergency medical supplies on an “as needed basis” for the estimated annual contract value of $366,899.74 from Southeastern Emergency Equipment (Youngsville, NC). Funds are budgeted each fiscal year for this ongoing expense: General Fund - Fire & EMS-Fire/EMS Operations-Medical Supplies, 0101-410-2100-FOPR-6795; and Various Departments – Operating Materials; 6728.
______________

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