Agenda Item # 6
Columbus Consolidated Government
Council Meeting

06/06/2017

Agenda Report # 141


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department

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

It is requested that Council approve the quarterly payment to the Georgia Department of Labor for the contribution tax administration assessment for unemployment compensation and unemployment compensation fees in the amount of $26,788.77.

The quarterly payment is required by the State for unemployment compensation.

Funds are budgeted in the FY17 Budget: General Fund – Human Resources – Employee Benefits – Unemployment Compensation; 0101 – 220 – 2100 – BENE – 6250.


* * * * * *

(B) TASER TRAINING CARTRIDGES FOR POLICE DEPARTMENT

It is requested that Council approve the purchase of Taser cartridges and accessories from Axon Enterprise, Inc., (Scottsdale, AZ) for the amount of $35,269.74.

The Police Department is requesting to purchase 32 Tasers, 32 Battery Packs and 32 Holsters, which will be used to replace out of services Tasers. Tasers provide an option that could prevent the necessity for “deadly force,” thereby possibly preventing serious injury to an officer, or a citizen taken into custody.

Axon Enterprise, Inc, (formerly Taser International) is the manufacturer of the Taser cartridges. Therefore, this purchase is considered an only know source procurement, per the Procurement Ordinance, Section 3-114.

Funds are available in the FY17 Budget: General Fund – Police – Support Services – Operating Materials; $5,000; 0101 – 400 – 2200 – STAF – 6728.

* * * * * *


(C) PEPPERBALL EQUIPMENT FOR POLICE DEPARTMENT

It is requested that Council approve the purchase of Pepperball projectiles and accessories from Pepperball® A Division of United Tactical Systems, LLC (Lake Forest, IL) for the amount of $34,200.00. This purchase will be accomplished by cooperative purchase via Federal GSA, Schedule 84, Contract #GS-07F-0067M.

The Police Department is requesting to purchase 50 Pepperball® projectiles and accessories. Additionally, the vendor will allow the Police Department to trade in 30 obsolete Pepperball Launchers for 30 new FTC Launchers. The equipment is used generally in the role of stand-off weapons, where physical proximity to a suspect is deemed dangerous, but deadly force is not warranted. The systems are not limited to classic standoff situations and will allow officers to apply as many rounds as required to bring individuals, multiple suspects, or crowds into compliance.

The Local Preparedness Acquisition Act (Public Law 110-248) authorized state and local governments access to Federal Supply Schedule 84, Total Solutions for Law Enforcement, Security, Facility Management Systems, Fire, Rescue, Special Purpose Clothing, Marine Craft, Emergency/Disaster Response, and Schedule 70 for information technology products and services. Cooperative Purchasing is authorized per the City’s Procurement Ordinance, Article 9-101.

Funds are available in the FY17 Budget: General Fund – Police – Support Services – Operating Materials; $5,000; 0101 – 400 – 2200 – STAF – 6728.


* * * * * *

(D) MULTI-USE PAPER, CARBONLESS PAPER, AND ENVELOPES FOR PRINT SHOP (ANNUAL CONTRACT) - RFB NO. 17-0032

It is requested that Council approve the annual contract for the purchase of multi-use paper, carbonless paper, and envelopes from Jack’s House of Paper (Albany, GA), Mac Papers (Lithia Springs, GA), Malone Office Environments (Columbus, GA), Strickland Paper Company (Birmingham, AL), and Veritiv (Warner Robins, GA) for the estimated annual contract value of $16,122.24.

The items will be purchased on an “as needed” basis, and will be used by the Print Shop for printing projects required by City Departments. 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. Six (6) bids were received on January 18, 2017. This bid has been advertised, opened and reviewed. The bidders were:


Contract award was based on the lowest, responsible, responsive bidder by line-item. The successful vendors were:



Malone Office Environments (Columbus, GA)Line-Item 1
$8,070.40
Jack’s House of Paper (Albany, GA)Line-Item 2 – 18; 20 – 26; and 32
$6,939.66
Veritiv (Warner Robins, GA)Line-Item 19 and 31
$463.40
Mac Papers (Lithia Springs, GA)Line-Item 27 and 30
$363.36
Strickland Paper Company (Birmingham, AL)Line-Item 28 and 29
$285.42
Estimated Annual Contract Value
$16,122.24

Please refer to the attached tabulation for pricing:




Funds are budgeted each fiscal year for this ongoing expense: Various Departments – Printing Services; 6631.
* * * * * *


(E) GOVERNMENT CENTER PIPE REPAIR

It is requested that Council authorize the negotiation of a contract with Holbrook Service Company, Inc. (Columbus, GA), in an amount not to exceed $350,000.00, for emergency repairs to hot water piping at the Government Center.

The services will include, but not be limited to, replacing 10-feet supply and return on each side of the box; freezing water to allow work on boxes; Pro Press fitting adapters; Dielectric connections; ball valves for cut offs; copper piping replacement to existing boxes; redundancy of valves to help isolate future problems; control valves, testing and balancing; and isolation valves per floor.

On February 8th 2017, the Facilities Maintenance Division of the Public Works Department repaired a leak at a heating terminal unit on the 2nd floor of the East Wing. The level of corrosion at the unit caused major concerns. The hot water distribution piping and system is original to the construction of the Government Center in 1971. The Government Center assessment from 2013 makes mention of the condition of the hot water distribution piping as “poor and has surpassed their serviceable life.” The Public Works, Engineering, and Inspections & Code Departments have concerns that there are several other units in as bad or worse condition.

On reviewing the existing plans of the facility, the departments estimate there are approximately 200 heating terminals that are currently operational in the tower and both wings. There is one boiler and two hot water distribution pumps that service the entire system and are original to the Government Center. The City has made various upgrades and repairs to this system since 2003.

With the pressure and temperature of the water flowing through these pipes and the corrosion that has taken place, the pipes could burst in a vulnerable spot and injure employees or citizens in the building. Immediate work is required to repair the hot water piping to a safe condition; therefore, the services are considered an emergency purchase per the Procurement Ordinance.

Holbrook Service Company, Inc. has provided various repair services for multiple City buildings and has a working knowledge of the type of repairs required. The company has also performed several similar repairs in other private facilities. Therefore, Holbrook Service Company, Inc. is considered an only known source per the Procurement Ordinance.

Funding is available in the FY17 Budget: Other Local Option Sales Tax Fund – Public Works – Infrastructure – LOST – General Construction – Government Center Pipe Repair; 0109-260-9901-LOST-7661-96049-20170.

* * * * * *

(F) CONTRACT AMENDMENT FOR INMATE MEDICAL SERVICES AT MUSCOGEE COUNTY JAIL – RFB NO. 13-0024

It is requested that Council authorize the amendment of the inmate medical contract with Correctional Healthcare Companies, LLC (Greenwood Village, CO) by adding pharmacy services for the Muscogee County Jail.

Per Resolution No. 247-13, Council authorized the execution of an annual contract with Correctional Healthcare Companies, LLC for inmate medical services at Muscogee County Jail. It has been determined that it is necessary and in the best interest of Columbus Consolidated Government to add pharmacy services to the contract.

Correctional Healthcare Companies will provide a pharmaceutical management program for the Jail that includes formulary and non-formulary oversight; prescribing and dispensing of medications; recordkeeping; and the secure and proper storage of all medications in accordance with NCCHC standards, Muscogee County Jail policy, and applicable laws. Correctional Healthcare Companies will invoice the City each month for any amounts that were paid by Correctional Healthcare Companies on behalf of the City for pharmacy services, and cost details for the same, plus a three percent (3%) management fee.

Funds are budgeted each fiscal year for this ongoing expense: General Fund - Sheriff - Medical Director - Consulting; 0101-550-2650-MEDD-6315.

NO._____
A RESOLUTION AUTHORIZING THE QUARTERLY PAYMENT TO THE GEORGIA DEPARTMENT OF LABOR FOR THE CONTRIBUTION TAX ADMINISTRATION ASSESSMENT FOR UNEMPLOYMENT COMPENSATION AND UNEMPLOYMENT COMPENSATION FEES IN THE AMOUNT OF $26,788.77.

WHEREAS, the quarterly payment is required by the State for unemployment compensation.

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

That the City Manager is hereby authorized to make the quarterly payment to the Georgia Department of Labor for the contribution tax administration assessment for unemployment compensation and unemployment compensation fees in the amount of $26,788.77. Funds are budgeted in the FY17 Budget: 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 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

NO._____

A RESOLUTION AUTHORIZING THE PURCHASE OF TASER CARTRIDGES AND ACCESSORIES FROM AXON ENTERPRISE, INC., (SCOTTSDALE, AZ) FOR THE AMOUNT OF $35,269.74.

WHEREAS, the Police Department is requesting to purchase 32 Tasers, 32 Battery Packs and 32 Holsters, which will be used to replace out of services Tasers. Tasers provide an option that could prevent the necessity for “deadly force,” thereby possibly preventing serious injury to an officer, or a citizen taken into custody; and,

WHEREAS, Axon Enterprise, Inc, (formerly Taser International) is the manufacturer of the Taser cartridges. Therefore, this purchase is considered an only know source procurement, per the Procurement Ordinance, Section 3-114.

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

That the City Manager is hereby authorized to purchase of Taser cartridges and accessories from Axon Enterprise, Inc., (Scottsdale, AZ) for the amount of $35,269.74. Funds are available in the FY17 Budget: General Fund – Police – Support Services – Operating Materials; $5,000; 0101 – 400 – 2200 – STAF – 6728.


_____________


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 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

NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF PEPPERBALL PROJECTILES AND ACCESSORIES FROM PEPPERBALL® A DIVISION OF UNITED TACTICAL SYSTEMS, LLC (LAKE FOREST, IL) FOR THE AMOUNT OF $34,200.00. THIS PURCHASE WILL BE ACCOMPLISHED BY COOPERATIVE PURCHASE VIA FEDERAL GSA, SCHEDULE 84, CONTRACT #GS-07F-0067M.

WHEREAS, the Police Department is requesting to purchase 50 Pepperball® projectiles and accessories. Additionally, the vendor will allow the Police Department to trade in 30 obsolete Pepperball Launchers for 30 new FTC Launchers. The equipment is used generally in the role of stand-off weapons, where physical proximity to a suspect is deemed dangerous, but deadly force is not warranted. The systems are not limited to classic standoff situations and will allow officers to apply as many rounds as required to bring individuals, multiple suspects, or crowds into compliance; and,

WHEREAS, the Local Preparedness Acquisition Act (Public Law 110-248), authorized state and local governments access to Federal Supply Schedule 84, Total Solutions for Law Enforcement, Security, Facility Management Systems, Fire, Rescue, Special Purpose Clothing, Marine Craft, Emergency/Disaster Response, and Schedule 70 for information technology products and services. Cooperative Purchasing is authorized per the City’s Procurement Ordinance, Article 9-101.

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

That the City Manager is hereby authorized to purchase of Pepperball projectiles and accessories from Pepperball® A Division of United Tactical Systems, LLC (Lake Forest, IL) for the amount of $34,200.00. This purchase will be accomplished by cooperative purchase via Federal GSA, Schedule 84, Contract #GS-07F-0067M. Funds are available in the FY17 Budget: General Fund – Police – Support Services – Operating Materials; $5,000; 0101 – 400 – 2200 – STAF – 6728.

____________


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 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

NO._____

A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR THE PURCHASE OF MULTI-USE PAPER, CARBONLESS PAPER, AND ENVELOPES FROM JACK’S HOUSE OF PAPER (ALBANY, GA), MAC PAPERS (LITHIA SPRINGS, GA), MALONE OFFICE ENVIRONMENTS (COLUMBUS, GA), STRICKLAND PAPER COMPANY (BIRMINGHAM, AL) AND VERITIV (WARNER ROBINS, GA) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $16,122.24 ANNUALLY.

WHEREAS, the multi- use paper, carbonless paper and envelopes will be purchased by the Print Shop on an “as needed” basis; and,

WHEREAS, the items will be used by the Print Shop for printing projects required by City Departments; 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 purchase multi-use paper, carbonless paper, and envelopes from Jack’s House of Paper (Albany, GA), Mac Papers (Lithia Springs, GA), Malone Office Environments (Columbus, GA), Strickland Paper Company (Birmingham, AL), and Veritiv (Warner Robins, GA) for the estimated annual contract value of $16,122.24. Funds are

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 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”
NO._____

A RESOLUTION AUTHORIZING THE NEGOTIATION OF A CONTRACT WITH HOLBROOK SERVICE COMPANY, INC. (COLUMBUS, GA), IN AN AMOUNT NOT TO EXCEED $350,000.00, FOR EMERGENCY REPAIRS TO HOT WATER PIPING AT THE GOVERNMENT CENTER.

WHEREAS, the services will include, but not be limited to, replacing 10-feet supply and return on each side of the box; freezing water to allow work on boxes; Pro Press fitting adapters; Dielectric connections; ball valves for cut offs; copper piping replacement to existing boxes; redundancy of valves to help isolate future problems; control valves, testing and balancing; and isolation valves per floor; and,

WHEREAS, with the pressure and temperature of the water flowing through these pipes and the corrosion that has taken place, the pipes could burst in a vulnerable spot and injure employees or citizens in the building. Immediate work is required to repair the hot water piping to a safe condition; therefore, the services are considered an emergency purchase per the Procurement Ordinance; and,

WHEREAS, Holbrook Service Company, Inc. has provided various repair services for multiple City buildings and has a working knowledge of the type of repairs required. The company has also performed several similar repairs in other private facilities. Therefore, Holbrook Service Company, Inc. is considered an only known source per the Procurement Ordinance.

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

That the City Manager is hereby approved to negotiate a contract with Holbrook Service Company, Inc. (Columbus, GA), in an amount not to exceed $350,000.00, for emergency repairs to hot water piping at the Government Center. Funding is available in the FY17 Budget: Other Local Option Sales Tax Fund – Public Works – Infrastructure – LOST – General Construction – Government Center Pipe Repair; 0109-260-9901-LOST-7661-96049-20170.


_____________

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 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

A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE AMENDMENT OF THE INMATE MEDICAL SERVICES CONTRACT WITH CORRECTIONAL HEALTHCARE COMPANIES, LLC (GREENWOOD VILLAGE, CO) BY ADDING PHARMACY SERVICES FOR THE MUSCOGEE COUNTY JAIL.

WHEREAS, per Resolution No. 247-13, Council authorized the execution of an annual contract with Correctional Healthcare Companies, LLC for inmate medical services at Muscogee County Jail. It has been determined that it is necessary and in the best interest of Columbus Consolidated Government to add pharmacy services to the contract; and,

WHEREAS, Correctional Healthcare Companies will provide a pharmaceutical management program for the Jail that includes formulary and non-formulary oversight; prescribing and dispensing of medications; recordkeeping; and the secure and proper storage of all medications in accordance with NCCHC standards, Muscogee County Jail policy, and applicable laws. Correctional Healthcare Companies will invoice the City each month for any amounts that were paid by Correctional Healthcare Companies on behalf of the City for pharmacy services, and cost details for the same, plus a three percent (3%) management fee.

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

That the City Manager is hereby approved to amend the inmate medical services contract with Correctional Healthcare Companies, LLC (Greenwood Village, CO) by adding pharmacy services for the Muscogee County Jail. Funds are budgeted each fiscal year for this ongoing expense: General Fund - Sheriff - Medical Director - Consulting; 0101-550-2650-MEDD-6315.


_____________


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 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