Columbus, Georgia

Agenda Item #________



Columbus Consolidated Government

Council Meeting



January 8, 2002





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) GIS CONSULTING SERVICES (ANNUAL CONTRACT) ? RFP NO. 02-0008



It is requested that Council approve the negotiation of a contract with Jordan,

Jones & Goulding for GIS consulting services. The firm will render

professional services for the Engineering Department?s Geographical Information

Services (GIS) Division to correct existing tax map errors. In addition, the

firm will provide services for a one-time conversion and update process.



The Consultant will provide the following:



1. On-site GIS training for Public Safety (Fire & EMS, Police & Emergency

Management), Planning, Recreation, Engineering and Tax Assessor.

2. Data Conversion for backlogged Tax Parcel splits, backlogged Right of Way

splits, and backlogged utility easements.

3. Data Development to include: hydrology, transportation, incidents of crime,

patrol, fire hazard, etc., traffic events & statistics, E-911, green space,

zoning and land use.

4. Managerial staff development & oversight, database design & development with

visual basic fundamentals, data distribution, business model development,

department coordination analysis and long range plan analysis.



The initial term of the contract will be for one year with an option to renew

for one additional twelve-month period. Contract renewal will be contingent

upon the mutual agreement of the City and the Contractor.



Requests for proposals were mailed to forty-four vendors, and this RFP has been

advertised. Proposals were received on October 19, 2001 from two offerors:

Jordan, Jones & Goulding (Columbus, GA)

HDR/WL Jorden (Atlanta, GA)



Proposals were reviewed by the Evaluation Committee members, which consisted of

representatives from Engineering, Community & Economic Development, Tax

Assessor and Police Department. During the evaluation process, Jordan, Jones &

Goulding was deemed the most responsive to the RFP. 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 process of an RFP there is no formal opening, due to the possibility of

negotiated components of the proposal. In the event Council does not approve

the recommended offeror, no proposal responses or any negotiated components are

made public until after the award of the contract. If Council does not approve

the recommended offeror, negotiations will begin with the next responsive

offeror. Evaluation results have been submitted to the City Manager in a

separate memo for information purposes.



Funds will be budgeted each fiscal year for this on going expense, Department

of Engineering, GIS ? Consulting, General Fund Supported CIP;

0508-660-1000-CPGF-6315-22183020 ? GIS Conversion.



* * * * * *



(B) DEMOLITION SERVICES (ANNUAL CONTRACT) ? RFP NO. 02-0003



It is requested that Council approve the contract with Reaves Wrecking Company,

Inc., for annual demolition services. Contractor will provide all necessary

equipment, materials, transportation and labor for residential and commercial

demolition required for the Consolidated Government of Columbus, Georgia. This

agreement will include projects primarily from Inspections & Code, Community &

Economic Development, Real Estate and Right of Way Acquisition. Others

projects approved by the City shall be covered under this agreement. However,

the City reserves the right to bid projects separately if deemed to be in the

City?s best interest.



The initial term of the contract shall be for one year, with the option to

renew for two additional twelve-month periods. The renewal will be contingent

upon the mutual agreement of the City and the Contractor.



Request for proposals were mailed to twelve vendors and the RFP has been

advertised. Four proposals were received, September 7, 2001 from the following

offerors.



Reaves Wrecking Company (Columbus, GA)

Horace Senior Construction (Columbus, GA)

Skinner Grain & Fertilizer (Hartford, AL)

Iron Horse Group (East Point, GA)



Proposals were reviewed by the Evaluation Committee members, which consisted of

representatives from Inspections & Code, Economic Development, Real Estate,

Right of Way Acquisition and Facilities Maintenance. During the evaluation

process, Reaves Wrecking Company was deemed the most responsive to the RFP.

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 process of an RFP there is no formal opening, due

to the possibility of negotiated components of the proposal. In the event

Council does not approve the recommended offeror, no proposal responses or any

negotiated components are made public until after the award of the contract.

If Council does not approve the recommended offeror, negotiations will begin

with the next responsive offeror. Cost and evaluation results have been

submitted to the City Manager in a separate memo for information purposes.



Funds are budgeted each fiscal year for this on-going expense, Real Estate ?

Demolition Services, 0101-130-2400-REAL-6381; Inspections & Code ? Demolition

Services, 0101-240-2200-INSP-6381; Community & Economic Development ?

Demolition Services, 0210-240-3450-RDEV-6381; Right of Way Acquisition ?

Various Projects from Paving Fund Supported CIP & 1999 SPLOST, 0508-660-3000 &

0540-695-2126.



* * * * * *





(C) TRANSPORTATION SERVICES FOR 2001 COMMUNITY SCHOOLS SUMMER CAMP



It is requested that Council authorize payment to Muscogee County School

District for transportation services in the amount of $14,949.25.

Transportation services were provided by the school district for the Parks and

Recreation 2001 Community Schools Summer Camp, and included field trips,

off-site specialty classes, swimming lessons and sports camp.



Community Schools uses either the Muscogee County School District (MCSD) or

Metra Transit System for all transportation needs. Metra was unable to commit

to fulfill all of the transportation needs throughout the summer. The fees of

MCSD are less inexpensive than those of Metra. MCSD charges flat rate trip

fees instead of per hour driver charges added with mileage fees. Additionally,

Metra prohibits out-of-town travel. The partnership between Community Schools

and MCSD includes both transportation and nutrition due to a predisposed

liability agreement between MCSD and the City. Because the services were

required on an ?as needed? basis, transportation costs were invoiced after the

services were rendered.



Funds are budgeted in FY02 Budget, Parks and Recreation, Community Schools

Operations, Contractual After School Services; 0101-270-3505-CSOP-9313.



* * * * * *



(D) SERVICE PROVIDER FOR JUVENILE DRUG COURT GRANT (ANNUAL CONTRACT) ? RFP NO.

02-0011



It is requested that Council approve the contract with New Horizon Community

Service Board as the service provider for Juvenile Drug Court Grant. The

purpose of the Juvenile Drug Court is to provide for a community holistic

approach to help our youth lead drug-free and law-abiding lives. The goals of

the Juvenile Drug Court is to reduce recidivism for youth that have alcohol and

drug problems, stop drug and alcohol abuse by juveniles, improve family

relationships and improve school attendance and behavior.



The Service Provider will provide a diversified range of substance abuse

services to include: individual counseling, family therapy, group counseling,

in-home counseling, community support, outpatient services, day treatment

services, activity therapy, residential drug treatment, board certified child

psychiatric services, medical/nursing services, and in-patient acute

stabilization at a psychiatric hospital for approximately 100 adolescents per

year with a continuum of service. The Service Provider will provide weekly

reports to the case coordinator and report bi-monthly to the drug court.



The Juvenile Drug Court is funded via a grant. The Service Provider will be

under contract for the duration of the Grant. The term of the grant will

continue through September 30, 2003.



Request for proposals were mailed to nine vendors and the RFP has been

advertised. Three proposals were received, October 31, 2001 from the following

offerors.

New Horizon Community Service Board (Columbus, GA)

Euricka Consulting Services (Columbus, GA)

Renaissance Personal Development Program (Columbus, GA)



Proposals were reviewed by the Evaluation Committee members, which consisted of

representatives from Juvenile Court. During the evaluation process, New

Horizon Community Service Board was deemed the most responsive to the RFP. 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 process of an RFP there is no formal opening, due to

the possibility of negotiated components of the proposal. In the event Council

does not approve the recommended offeror, no proposal responses or any

negotiated components are made public until after the award of the contract.

If Council does not approve the recommended offeror, negotiations will begin

with the next responsive offeror. Evaluation results have been submitted to

the City Manager in a separate memo for information purposes.



Funds will be budgeted each fiscal year throughout the term of the grant for

this on-going service, Superior Court - Juvenile Drug Court ? Contractual

Services; 0216-500-3120-JDRG-6319.





?ITEM A?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE NEGOTIATION OF A CONTRACT WITH JORDAN, JONES &

GOULDING FOR GIS CONSULTING SERVICES.



WHEREAS, an RFP was administered (RFP No. 02-0008) and two proposals were

received; and,



WHEREAS, the proposal submitted by Jordan, Jones & Goulding met all proposal

requirements and was evaluated most responsive to the RFP; and,



WHEREAS, the initial term of the contract shall be for one year, with the

option to renew for one additional twelve month period. 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 negotiate a contract with

Jordan, Jones & Goulding for GIS Consulting Services. Funds will be budgeted

each fiscal year for this ongoing service, Department of Engineering, GIS ?

Consulting, General Fund Supported CIP; 0508-660-1000-CPGF-6315-22183020 ? GIS

Conversion.



_________________________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM B?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL DEMOLITION CONTRACT WITH

REAVEAS WRECKING COMPANY ON AN ?AS NEEDED BASIS?.



WHEREAS, an RFP was administered (RFP No. 02-0003) and four proposals were

received; and,



WHEREAS, the proposal submitted by Reaves Wrecking Company met all proposal

requirements and is deemed most responsive to the RFP; and,



WHEREAS, the initial term of the contract shall be for one year, with

the option to renew for two additional twelve-month periods. The 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 demolition

contract with Reaves Wrecking Company on an ?as needed basis?. Funds are

budgeted each fiscal year for this on-going expense, Real Estate ? Demolition

Services, 0101-130-2400-REAL-6381; Inspections & Code ? Demolition Services,

0101-240-2200-INSP-6381; Community & Economic Development ? Demolition

Services, 0210-240-3450-RDEV-6381; Right of Way Acquisition ? Various Projects

from Paving Fund Supported CIP & 1999 SPLOST, 0508-660-3000 & 0540-695-2126.

_________________________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of , 2002 and adopted at said meeting by the affirmative

vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor

?ITEM C?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING PAYMENT TO MUSCOGEE COUNTY SCHOOL DISTRICT FOR

TRAINSPORTATION SERVICES IN THE AMOUNT OF $14,949.25.



WHEREAS, transportation services were provided by Muscogee County School

District for the Parks and Recreation 2001 Community Schools Summer Camp, and

included field trips, off-site specialty classes, swimming lessons and sports

camp.



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



That the City Manager is hereby authorized to pay Muscogee County School

District for transportation services in the amount of $14,949.25. Funds are

budgeted in FY02 Budget, Parks and Recreation, Community Schools Operations,

Contractual After School Services; 0101-270-3505-CSOP-9313.



_________________________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of _____ _______, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor



?ITEM D?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING TO EXCUTE A CONTRACT WITH NEW HORIZON AS A SERVICE

PROVIDER FOR THE JUVENILE DRUG COURT GRANT.



WHEREAS, an RFP was administered (RFP No. 02-0011) and two proposals were

received; and,



WHEREAS, the proposal submitted by New Horizon Community Service Board met all

proposal requirements and was evaluated most responsive to the RFP; and,



WHEREAS, the Juvenile Drug Court is funded via a grant. The Service

Provider will be under contract for the duration of the Grant. The term of the

grant will continue through September 30, 2003.



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



That the City Manager is hereby authorized to execute a contract with

New Horizon Community Service Board as a service provider for the Juvenile Drug

Court Grant. Funds will be budgeted each fiscal year throughout the term of

the Grant for this on-going service, Superior Court - Juvenile Drug Court ?

Contractual Services; 0216-500-3120-JDRG-6319.

_________________________________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of ____________, 2002 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Poydasheff voting __________.

Councilor Rodgers voting __________.

Councilor Smith voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Bobby G. Peters, Mayor