Agenda Item # 6
Columbus Consolidated Government
Council Meeting

02/14/2017

Agenda Report # 92

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) REMOVAL, RECYCLING, REUSE OR DISPOSAL OF MATTRESSES & BOX SPRINGS FROM PINE GROVE MUNICIPAL SOLID WASTE LANDFILL – RFB NO. 17-0031

It is requested that Council approve the contract for mattress recycling, reuse, or disposal services with Furniture Bank of Metro Atlanta, Inc. (Atlanta, GA) for the estimated contract value of $35,000 annually. Pine Grove Landfill takes in approximately fifty (50) mattresses or box springs per day; which equates to approximately thirteen thousand (13,000) annually. It is the City’s intent to divert all mattresses and box springs from Pine Grove Landfill in an effort to meet diversion goals and increase landfill compaction rates.

This will be a new annual contract for the City. The vendor will provide one (1) 53-foot trailer to the Pine Grove Landfill. Landfill staff will fill the trailer as mattresses and box springs are dropped off; full trailers will be hauled away by the vendor, at the request of Pine Grove Landfill.

The initial contract period will 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.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. One bid was received on January 18, 2017. This bid has been advertised, opened and reviewed.

In accordance with Section 3-108, Item H of the Procurement Ordinance, the Purchasing Division performed due diligence by conducting a survey of non-responsive firms to determine if it was necessary to revise the specifications to encourage more competition. There were no ‘Statement of ‘No Bid’” forms were received. The following five (5) firms were surveyed:
Furniture Bank of Metro Atlanta, Inc.
(Atlanta, GA)
COST PER TON
N/A
* OR *
COST PER TRAILER
$ 500.00
TRAILER LENGTH
53’


Funds are budgeted each fiscal year for this ongoing expense: Integrated Waste Management Fund – Public Works – Pine Grove Landfill – PGRO – Contractual Services; 0207-260-3560-PGRO-Contractual Services.
* * * * * *

(B) BUCKET TRUCK – NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT

It is requested that Council approve the purchase of one (1) small bucket truck from Terex (Watertown, SD) in the amount of $115,060.00, by cooperative purchase via National Joint Powers Alliance (NJPA) Contract #042815-TER.

The vehicle was approved for The Engineering Department in the FY17 Budget, and will be used by the signal crew for installation and maintenance of traffic signals. It is a replacement vehicle.


The purchase will be accomplished via Request for Proposal (RFP) Contract #042815-TER, initiated by the National Joint Powers Alliance (NJPA), whereby Terex was the successful vendor contracted to provide Construction and Agricultural Equipment, including Material and Personnel Aerial Lifts. The contract, which commenced May 19, 2015, is good through May 18, 2019, with an option to renew for a fifth year at the discretion of NJPA. 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 FY17 Budget: Paving Fund – Engineering – Highways and Roads –Light Trucks; 0203-250-2200-ROAD-7722.

* * * * * *

(C) HERBICIDE TRUCK WITH BOOM SPRAYER – NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT

It is requested that Council approve the purchase of one (1) herbicide truck with boom sprayer from National Auto Fleet Group (Watsonville, CA) in the amount of $34,981.16, by cooperative purchase via National Joint Powers Alliance (NJPA) Contract #120716-NAF.

The vehicle was approved for the Public Works Department in the FY17 Budget, and will be used by the staff of the Urban Forestry and Beautification Division. It is a replacement vehicle.

The purchase will be accomplished via Request for Proposal (RFP) Contract #120716-NAF, initiated by the National Joint Powers Alliance (NJPA), whereby National Auto Fleet Group was the successful vendor contracted to provide Fleet Services, Parts and Equipment, including Passenger Cars, and Light/Medium/Heavy Duty Trucks. The contract, which commenced January 17, 2017, is good through January 16, 2021, with an option to renew for a fifth year at the discretion of NJPA. 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 FY17 Budget: Paving Fund – Public Works – Right of Way Maintenance – Light Trucks; 0203-260-3120-ROWM-7722.
* * * * * *

(D) PAYMENT FOR INMATE PHARMACY SERVICES

It is requested that Council approve payment to Diamond Drugs, Inc., (Pittsburgh, PA), in the amount of $116,640.35, minus credits in the amount of $17,315.85, for a net amount of $99,324.50, for pharmacy services utilized for inmates at the Muscogee County Jail.

This payment will cover services provided during the months of December and January for the following invoices: Invoice #693006 - $21,864.62; Invoice #688980 – $20,773.87; Invoice #687027 – $9,975.34; Invoice #685097 - $16,043.90; Invoice #685098 - $17,826.09; Invoice #685421 – $19,665.08; and Invoice # 85635 - $10,491.45.

Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Medical – Pharmacy Services; 0101 – 550 – 2650 – MEDD – 6323.
* * * * * *

(E) SPECTRA EVENT SERVICES

It is requested that Council approve payment to Spectra (Columbus, GA), in the amount of $11,176.71 for services provided for an employee appreciation event held at the Columbus Convention and Trade Center.

Spectra (formerly Ovations Food Service) is the contractor at the Trade Center and no other contractor can be utilized at the facility.

Funds are budgeted in the FY17 Budget: General Fund – Human Resources –Employee Benefits – Special Event Supplies; 0101 – 220 – 2100 – BENE – 6793.
* * * * * *

(F) GEORGIA DEPARTMENT OF LABOR QUARTERLY CONTRIBUTION TAX ADMINISTRATION ASSESSMENT FOR UNEMPLOYMENT COMPENSATION AND UNEMPLOYEMENT COMPENSATION FEES

It is requested that Council approve quarterly payments to the Georgia Department of Labor for the contribution tax administration assessment for unemployment compensation and unemployment compensation fees and in the approximate amount of $10,000 - $20,000.

The quarterly payments are required by the State for unemployment compensation.

The amount of the quarterly payments are approximately $10,000 - $20,000. In the past, these payments did not require Council approval. However, on November 15, 2016, Council reduced the approval threshold from $25,000 to $10,000. Therefore, Council approval is now required. This agenda item and attached resolution are needed to cover future payments, so the City continues to make the payment in a timely manner. Otherwise, delinquent fees will be assessed.

Funds are budgeted each fiscal year for this ongoing expense as follows: General Fund – Human Resources – Employee Benefits – Unemployment Compensation; 0101 – 220 – 2100 – BENE – 6250.
* * * * * *

(G) ANNUAL MAINTENANCE/SUPPORT FOR BLADE CENTER AND TAPE LIBRARY SERVERS

It is requested that Council approve annual payments to CPAK (Lagrange, GA) for the maintenance/support of the blade center and tape library servers. The annual maintenance cost for both components is approximately $18,000 - $25,000 per year.

The Blade Center and Tape Library servers are housed in IT. The servers are used to house and store data utilized by Columbus Consolidated Government. The equipment is an IBM product and can only be serviced by IBM approved engineers. CPAK is the IBM business partner that provided the equipment to the City. Therefore, the vendor is considered the only known source to provide the maintenance. The maintenance contract includes 24/7 support and service.

In the past, these individual payments were under $25,000 and did not require Council approval. However, on November 15, 2016, Council reduced the approval threshold from $25,000 to $10,000. Therefore, Council approval is now required. This agenda item and attached resolution are needed to cover future payments, so the City continues to make the payment in a timely manner. Otherwise, the City will be without maintenance services for this equipment.

Funds are budgeted each fiscal year for this ongoing expense as follows: General Fund – Information Technology – Computer Equipment Maintenance; 0101 – 210 – 1000 – ISS – 6511.
* * * * * *

(H) REPLACEMENT OF THE HVAC AIR HANDLERS AT MUSCOGEE COUNTY PRISON

It is requested that Council approve the purchase and installation of HVAC air handlers from 1st Mechanical (Alpharetta, GA) in the approximate amount of $72,000.00, plus the cost for any unforeseen required repairs.

The Facilities Maintenance Division documents that replacement of the air handlers, which is part of the HVAC system, is required at the Muscogee County Prison because the enclosures that contain the fan, the heat coils and the cooling coils have rusted away. These coils are now leaking in the kitchen. After considering various options, replacing the air handlers was determined to be the best way to repair the problem. The work will include demolition required to remove the old equipment and replacement of the new air handlers. The new equipment will contain mechanisms to prevent a repeat of this problem.

1st Mechanical is the vendor chosen to perform the replacement as they are the City’s contracted vendor for HVAC Preventive Maintenance Services (per Resolution # 291-12). The vendor, through their ongoing maintenance of the system, is aware of the issues with the
equipment and assisted Facilities Maintenance with determining the best plan of action.

Funds are budgeted in the FY17 Budget: Lost/Infrastructure Fund – Public Works – Infrastructure/Lost – Building Maintenance and Repair - MCP Air Handler Replacement; 0109-260-9901- MNTN – 6521 – 96044 – 20160.
* * * * * *

(I) COMPUTER EQUIPMENT FOR CAD PROJECT

It is requested that Council approve the purchase of various computer equipment from CPAK (Lagrange, GA) and Virtucom (Norcross, GA), in the amount of $237,000.00, for the CAD project. Purchases from CPAK will be accomplished via Georgia Statewide Contract #99999-SPD-T20120501-006 and NASPO -WSCA MNWNC-121(GA SWC #99999-SPD-T20150930-0001). Purchases from Virtucom will be made through the City’s Annual contract, approved per Resolution #53-16.

The computer equipment is needed to support the Computer Aided Dispatch project and will be used in the E911 Center. The equipment will be purchased from the E911 fund but funded by utilizing FY17 OLOST Salary Savings.

Funds are available in the FY17 Budget: Emergency Telephone Fund – Police – E911- Computer Equipment; 0209-400-3220-E911-7751.


* * * * * *

(J) SUPPLEMENTAL EMS SERVICES (ANNUAL CONTRACT) – RFP NO. 17-0010

It is requested that Council authorize the execution of annual contracts with EMS Care Ambulance, LLC (Columbus, GA), H&CS Services, LLC d/b/a Community Ambulance (Columbus, GA), and Lifestar Response of Alabama d/b/a Care Ambulance (Columbus, GA), for supplemental advanced life support transport services. The services will be procured on an as-needed basis, in support of Columbus Fire and Emergency Medical Services.

This contract shall apply to situations above and beyond normal mutual aid requests due to military activations, sickness, injury, operational commitments, special events, etc., when a need exists to staff more advanced life support units than Columbus Fire and EMS can provide.

The vendors shall, upon notification by Columbus Fire and EMS, provide state certified advanced life support ambulances staffed with a minimum of one Georgia certified paramedic and one Georgia certified E.M.T.-I or Advanced EMT in a timely manner as determined by Columbus Fire and EMS. The number of ambulances required may vary based on the operational needs at the time of the request.

While operating under this contract the vendors shall operate from locations maintained by Columbus Fire and EMS. This procedure is to insure the appropriate posting of ambulances throughout the community for the timeliest response to emergencies. While operating from these facilities, the vendors’ personnel are subject to the rules, regulations, policies, procedures, and standard of conduct of Columbus Fire and EMS.

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

Annual Contract History:
The current contract was awarded on December 7, 2004, per Resolution No. 530-04, to Care Ambulance and Mid-Georgia Ambulance. The initial contract term was for two (2) years with the City reserving the right to renew the contract, as needed, until staffing for Columbus Fire and EMS is back to normal standards. Columbus Fire & EMS elected to re-advertise the RFP in an effort to obtain additional EMS providers.

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on November 10, 2016. This RFP has been advertised, opened and evaluated. Proposals were received on December 16, 2016 from the following vendors:

The following events took place after receipt of proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
12/28/16
The Purchasing Manager advised evaluation committee members of the RFP rules and process. Proposals were disbursed to each committee member to review.
1st Evaluation Meeting
01/23/17
Discussed each of the three proposals. The Committee requested clarification form all vendors.
Clarification Received
02/08/17
The final clarification response was received and forwarded to the Committee.
Recommendation received
02/08/17
Via email, the committee members unanimously voted to award to all three vendors.


Evaluation Committee:
Proposals were reviewed the Evaluation Committee, which consisted of two (2) voting members from Columbus Fire & EMS Department and one (1) voting member from the Finance Department.

Award Recommendation:
The evaluation committee recommends award of the contract to all three (3) vendors for the following reasons:

Award Recommendation:
The evaluation committee recommends award of the contract to all three (3) vendors for the following reasons:

Vendor Experience/Qualifications:
v EMS Care Ambulance v LifeStar Response of Alabama, Inc. d/b/a Care Ambulance

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.

The vendors shall bill patients for the services by charging the same rates for emergency transport as Columbus Fire and EMS.

* * * * * *

(K) METERING AND MAILING SERVICES FOR BUSINESS LICENSE RENEWALS

It is requested that Council approve payment to The UPS Store (Columbus, GA – Bradley Park Location) in the approximate amount of $11,220.00, to perform metering and mailing services for the distribution of the Business License Renewal notices.

The Finance Department/Revenue Division has 6,600 renewal notices that need to be metered and mailed as soon as possible, as the renewals are due back by April 1st. Normally, this work would be performed by the City’s contracted vendor. However, the contracted vendor is not in compliance with their contract. In order to proceed with mailing these time sensitive renewal notices, the Finance Department obtained quotes from the following:
The UPS Store (Bradley Park Dr.)$1.70 per piece
The UPS Store (Auburn Ave)$2.00 per piece
Muscogee County School District$2.26 per piece

Funds are budgeted in the FY17 Budget: General Fund – Finance – Revenue Division- Postage; 0101 – 200 -2200 – REVS - 6625.

“ITEM A”

A RESOLUTION
NO._______

A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR REMOVAL, RECYCLING, REUSE OR DISPOSAL OF MATTRESSES & BOX SPRINGS FROM PINE GROVE SOLID WASTE LANDFILL WITH FURNITURE BANK OF METRO ATLANTA, INC. FOR THE ESTIMATED CONTRACT VALUE OF $35,000.00 ANNUALLY.

WHEREAS, Pine Grove Municipal Solid Waste Landfill currently takes in approximately fifty (50) mattresses or box springs per day, which equates to approximately thirteen thousand mattresses or box springs annually; and,
WHEREAS, it is the City’s intent to divert all mattresses and box springs from Pine Grove Municipal Solid Waste Landfill in an effort to meet diversion goals and increase landfill compaction rates; and,

WHEREAS, the initial contract period will 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.

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

That the City Manager is hereby authorized to enter into a contract with Furniture Bank of Metro Atlanta, Inc. for the estimated contract value of $35,000 annually. Funds are budgeted each fiscal year for this ongoing expense: Paving Fund – Public Works – Right of Way Maintenance – ROWM – Horticulture/Landscaping Supplies; 0203-260-3120-ROWM-6727.

_____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2017 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 Garrett 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 ONE (1) SMALL BUCKET TRUCK (LT40 AERIAL DEVICE) FROM TEREX (WATERTOWN, SD), IN THE AMOUNT OF $115,060.00, BY COOPERATIVE PURCHASE VIA NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT #042815-TER.

WHEREAS, the bucket truck will be used by the signal crew of the Engineering Department for installation and maintenance of traffic signals. It is replacement equipment.

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

That the City Manager is hereby authorized to purchase one (1) bucket truck from Terex (Watertown, SD) in the amount of $115,060.00. Funds are budgeted in the FY17 Budget: Paving Fund – Engineering – Highways and Roads –Light Trucks; 0203-250-2200-ROAD-7722.
_____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of____________________, 2017 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 Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.


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

“ITEM C”
A RESOLUTION
NO._______

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) HERBICIDE TRUCK WITH BOOM SPRAYER FROM NATIONAL AUTO FLEET GROUP (WATSONVILLE, CA), IN THE AMOUNT OF $34,981.16, BY COOPERATIVE PURCHASE VIA NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT #120716-NAF.

WHEREAS, the vehicle was approved for the Public Works Department in the FY17 Budget, and will be used by the staff of the Urban Forestry and Beautification Division. It is a replacement vehicle.

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

That the City Manager is hereby authorized to purchase one (1) herbicide truck with boom sprayer from National Auto Fleet Group (Watsonville, CA) in the amount of $34,981.16. Funds are budgeted in the FY17 Budget: Paving Fund – Public Works – Right of Way Maintenance – Light Trucks; 0203-260-3120-ROWM-7722.
_____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____day of____________________, 2017 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 Garrett 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 PAYMENT TO DIAMOND DRUGS, INC., (PITTSBURGH, PA), IN THE AMOUNT OF $116,640.35, MINUS CREDITS IN THE AMOUNT OF $17,315.85, FOR A NET AMOUNT OF $99,324.50, FOR PHARMACY SERVICES UTILIZED FOR INMATES AT THE MUSCOGEE COUNTY JAIL.

WHEREAS, this payment will cover services provided during the months of December and January for the following invoices: Invoice #693006 - $21,864.62; Invoice #688980 – $20,773.87; Invoice #687027 – $9,975.34; Invoice #685097 - $16,043.90; Invoice #685098 - $17,826.09; Invoice #685421 – $19,665.08; and Invoice # 85635 - $10,491.45.

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

That the City Manager is hereby authorized to make payment to Diamond Drugs, Inc., (Pittsburgh, PA), in the amount of $116,640.35, minus credits in the amount of $17,315.85, for a net amount of $99,324.50, for pharmacy services utilized for inmates at the Muscogee County Jail. . Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Medical – Pharmacy Services; 0101 – 550 – 2650 – MEDD – 6323.

____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 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 Garrett 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 PAYMENT TO SPECTRA (COLUMBUS, GA), IN THE AMOUNT OF $11,176.71, FOR EVENT SERVICES PROVIDED FOR AN EMPLOYEE APPRECIATION EVENT HELD AT THE COLUMBUS CONVENTION AND TRADE CENTER.

WHEREAS, Spectra (formerly Ovations Food Service) is the contractor at the Trade Center and no other contractor can be utilized at the facility; and,

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

That the City Manager is hereby authorized to make payment to Spectra (Columbus, GA), in the amount of $11,176.71, for event services provided for an employee appreciation event held at the Columbus Convention and Trade Center. Funds are budgeted in the FY17 Budget: General Fund – Human Resources –Employee Benefits – Special Event Supplies; 0101 – 220 – 2100 – BENE – 6793.

_____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 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 Garrett 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 QUARTERLY PAYMENTS TO THE GEORGIA DEPARTMENT OF LABOR FOR THE CONTRIBUTION TAX ADMINISTRATION ASSESSMENT FOR UNEMPLOYMENT COMPENSATION AND UNEMPLOYMENT COMPENSATION FEES IN THE APPROXIMATE AMOUNT OF $10,000.00 - $20,000.00.

WHEREAS, the quarterly payments are required by the State for unemployment compensation; and,

WHEREAS, the amount of the quarterly payments are approximately $10,000 - $20,000. In the past, these payments did not require Council approval. However, on November 15, 2016, Council reduced the approval threshold from $25,000 to $10,000. Therefore, Council approval is now required. This agenda item and attached resolution are needed to cover future payments, so the City continues to make the payment in a timely manner. Otherwise, delinquent fees will be assessed.

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

That the City Manager is hereby authorized to make quarterly payments to the Georgia Department of Labor for the contribution tax administration assessment for unemployment compensation and unemployment compensation fees in the approximate amount of $10,000.00 - $20,000.00. Funds are budgeted each fiscal year for this ongoing expense as follows: General Fund – Human Resources – Employee Benefits – Unemployment Compensation; 0101 – 220 – 2100 – BENE – 6250.

_________________________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 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 Garrett 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 ANNUAL PAYMENTS TO CPAK (LAGRANGE, GA) FOR THE MAINTENANCE/SUPPORT OF THE BLADE CENTER AND TAPE LIBRARY SERVERS. THE ANNUAL MAINTENANCE COST IS APPROXIMATELY $18,000 - $25,000 PER YEAR.

WHEREAS, the Blade Center and Tape Library servers are housed in IT. The servers are used to house and store data utilized by Columbus Consolidated Government. The equipment is an IBM product and can only be serviced by IBM approved engineers. CPAK is the IBM business partner that provided the equipment to the City. Therefore, the vendor is considered the only known source to provide the maintenance. The maintenance contract includes 24/7 support and service; and,

WHEREAS, in the past, these individual payments were under $25,000 and did not require Council approval. However, on November 15, 2016, Council reduced the approval threshold from $25,000 to $10,000. Therefore, Council approval is now required. This agenda item and attached resolution are needed to cover future payments, so the City continues to make the payment in a timely manner. Otherwise, the City will be without maintenance services for this equipment.

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

That the City Manager is hereby authorized to make annual payments to CPAK (Lagrange, GA) for the maintenance/support of the blade center and tape library servers. The annual maintenance cost is approximately $18,000 - $25,000. Funds are budgeted each fiscal year for this ongoing expense as follows: 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 ____________, 2017 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 Garrett 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 THE PURCHASE AND INSTALLATION OF HVAC AIR HANDLERS FROM 1ST MECHANICAL (ALPHARETTA, GA) IN THE APPROXIMATE AMOUNT OF $72,000.00, PLUS THE COST FOR ANY UNFORESEEN REQUIRED REPAIRS.

WHEREAS, the Facilities Maintenance Division documents that replacement of the air handlers, which is part of the HVAC system, is required at the Muscogee County Prison because the enclosures that contain the fan, the heat coils and the cooling coils have rusted away. These coils are now leaking in the kitchen. After considering various options, replacing the air handlers was determined to be the best way to repair the problem. The work will include demolition required to remove the old equipment and replacement of the new air handlers. The new equipment will contain mechanisms to prevent a repeat of this problem; and,

WHEREAS, 1st Mechanical is the vendor chosen to perform the replacement as they are the City’s contracted vendor for HVAC Preventive Maintenance Services (per Resolution # 291-12). The vendor, through their ongoing maintenance of the system, is aware of the issues with the equipment and assisted Facilities Maintenance with determining the best plan of action.

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

That the City Manager is hereby authorized to purchase and have installed HVAC air handlers from 1st Mechanical (Alpharetta, GA) in the approximate amount of $72,000.00, plus the cost for any unforeseen required repairs. Funds are budgeted in the FY17 Budget: Lost/Infrastructure Fund – Public Works – Infrastructure/Lost – Building Maintenance and Repair - MCP Air Handler Replacement; 0109-260-9901- MNTN – 6521 – 96044 – 20160.
________________________________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 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 Garrett 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 VARIOUS COMPUTER EQUIPMENT FROM CPAK (LAGRANGE, GA) AND VIRTUCOM (NORCROSS, GA) IN THE AMOUNT OF $237,000.00 FOR THE CAD PROJECT. PURCHASES FROM CPAK WILL BE ACCOMPLISHED VIA GEORGIA STATEWIDE CONTRACT #99999-SPD-T20120501-006 AND NASPO -WSCA MNWNC-121(GA SWC 99999-SPD-T20150930-0001). PURCHASES FROM VIRTUCOM WILL BE MADE THROUGH THE CITY’S ANNUAL CONTRACT APPROVED PER RESOLUTION #53-16.

WHEREAS, the computer equipment is needed to support the Computer Aided Dispatch project, and will be used in the E911 Center; and,

WHEREAS, the equipment will be purchased from the E911 Fund but funded by utilizing FY17 OLOST Salary Savings.

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

That the City Manager is hereby authorized to purchase various computer equipment from CPAK (Lagrange, GA) and Virtucom (Norcross, GA) in the amount of $237,000.00 for the CAD project. Purchases from CPAK will be accomplished via Georgia Statewide Contract #99999-SPD-T20120501-006 and NASPO -WSCA MNWNC-121(GA SWC 99999-SPD-T20150930-0001). Purchases from Virtucom will be made through the City’s Annual contract approved per Resolution #53-16. Funds are available in the FY17 Budget: Emergency Telephone Fund – Police – E911- Computer Equipment; 0209-400-3220-E911-7751.


____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 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 Garrett 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 EXECUTION OF ANNUAL CONTRACTS WITH EMS CARE AMBULANCE, LLC (COLUMBUS, GA), H&CS SERVICES, LLC D/B/A COMMUNITY AMBULANCE (COLUMBUS, GA) AND LIFESTAR RESONSE OF ALABAMA D/B/A CARE AMBULANCE (COLUMBUS, GA) FOR SUPPLEMENTAL ADVANCED LIFE SUPPORT TRANSPORT SERVICES, ON AN AS-NEEDED BASIS.

WHEREAS, an RFP was administered (RFP No. 17-0010) and three proposals were received; and,

WHEREAS, the proposals submitted EMS Care Ambulance, LLC (Columbus, GA), H&CS Services, LLC d/b/a Community Ambulance (Columbus, GA), and Lifestar Response of Alabama d/b/a Care Ambulance (Columbus, GA), met all proposal requirements; and,

WHEREAS, the initial term of the contracts will be for two (2) years with the option to renew for three (3) additional twelve-month periods. Contract renewals will be 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 execute annual contracts with EMS Care Ambulance, LLC (Columbus, GA), H&CS Services, LLC d/b/a Community Ambulance (Columbus, GA), and Lifestar Response of Alabama d/b/a Care Ambulance (Columbus, GA), for supplemental advanced life support transport services, on an as-needed basis. The vendors shall bill patients for the services by charging the same rates for emergency transport as Columbus Fire and EMS.
__________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _____ day of____________________, 2017 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 Garrett 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 K”
A RESOLUTION
NO._______

A RESOLUTION AUTHORIZING PAYMENT TO THE UPS STORE (COLUMBUS, GA – BRADLEY PARK LOCATION) IN THE APPROXIMATE AMOUNT OF $11,220.00, TO PERFORM METERING AND MAILING SERVICES FOR THE DISTRIBUTION OF THE BUSINESS LICENSE RENEWAL NOTICES.

WHEREAS, The Finance Department/Revenue Division has 6,600 renewal notices that need to be metered and mailed as soon as possible, as the renewals are due back by April 1st. Normally, this work would be performed by the City’s contracted vendor. However, the contracted vendor is not in compliance with their contract; and,

WHEREAS, in order to proceed with mailing these time sensitive renewal notices, the Finance Department obtained quotes from the following:
The UPS Store (Bradley Park Dr.)$1.70 per piece
The UPS Store (Auburn Ave)$2.00 per piece
Muscogee County School District$2.26 per piece

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

That the City Manager is hereby authorized to make payment to The UPS Store (Columbus, GA – Bradley Park Location) in the approximate amount of $11,220.00, to perform metering and mailing services for the distribution of the Business License Renewal notices. Funds are budgeted in the FY17 Budget: General Fund – Finance – Revenue Division- Postage; 0101 – 200 -2200 – REVS - 6625.


_____________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 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 Garrett 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