Columbus, Georgia

Agenda Item #____4____





Columbus Consolidated Government

Council Meeting



July 13, 2004





Agenda Report #___211____



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) MEDICAL EVALUATION SERVICES FOR THE FIRE DEPARTMENT (ANNUAL CONTRACT) - RFP

NO. 04-0019



It is requested that Council approve the contract for medical evaluation

services from North Greenville Fitness and Cardiac Rehabilitation Clinic,

Inc.



The services are needed to assist the Columbus Fire & EMS Department in

evaluating the physical condition of its firefighter workforce and to make

recommendations for a physical fitness program. The contractor will provide

medical evaluation services for each member of the Columbus Fire & EMS

Department which shall comply with all requirements prescribed in the most

current National Fire Protection Association (NFPA) 1201, Developing Fire

Protection Services for the Public, sections 7-2.4-2 and 7-2.2.4, NFPA 1582;

Standard on Medical Requirements for Firefighters and all other applicable

standards, guidelines, laws, regulations and acts. Approximately 358 personnel

will be examined, as needed, contingent upon budget appropriations.



The initial term of the contract shall be for two years, with the option to

renew for three additional twelve-month periods. The contract renewal will be

contingent upon the mutual agreement of the City and the Contractor.



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

advertised. A Mandatory Pre-Proposal Conference was held March 18, 2004, with

four vendors attending. Proposals were received, March 26, 2004 from the

following three offerors:



North Greenville Fitness and Cardiac Rehabilitation Clinic, Inc. (Travelers

Rest, SC)

Concentra Medical Centers (Atlanta, GA)

Occupational Medicine (Columbus, GA)



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

representatives from Columbus Fire & EMS Department, Human Resources, City

Manager and Medical Clinic. During the evaluation process, North Greenville

Fitness and Cardiac Rehabilitation Clinic, Inc., was deemed the most responsive

to the RFP. The RFP process is governed by the City?s Procurement Ordinance

Article 3-110, Competitive Sealed Proposals for the procurement of Equipment,

Supplies and Professional Services. During the process of an RFP there is no

formal opening, due to the possibility of negotiated components of the

proposal. In the event Council does not approve the recommended offeror, no

proposal responses or any negotiated components are made public until after the

award of the contract. If Council does not approve the recommended offeror,

negotiations will begin with the next responsive offeror. Evaluation results

and proposed costs have been submitted to the City Manager in a separate memo

for information purposes.



Funds are budgeted each fiscal year for this ongoing service. Fire/EMS

Department, Special Operations - Pre-Employment Physical;

0101-410-2600-SPCO-6324.



* * * * * *



(B) PHYSICIAN AND PHYSICIAN?S ASSISTANT MEDICAL SERVICES FOR INMATES AT THE

MUSCOGEE COUNTY JAIL AND MUSCOGEE COUNTY PRISON



It is requested that Council approve the Letter of Agreement between Prison

Health Services (PHS) and the Columbus Consolidated Government for physician

and physician?s assistant medical services, as well as, on site psychiatric

treatment for inmates at the Muscogee County Jail and Muscogee County Prison.

The fixed administrative fee will be $12,187.50 per month. The professional

component will be no more than $48,807.00 per month, unless additional services

have been requested and delivered. The contract term shall be for one year

commencing on July 1, 2004 through June 30, 2005.



There have been attempts to competitively bid medical services at the jail in

the past, as well as an RFP to conduct a study of medical services. However,

these attempts did not net favorable results for the City. Consequently, the

Jail has continued to use PHS to provide medical services.



Funds are budgeted in the FY05 Budget, Sheriff, Medical Director ? Medical

Services; 0101-550-2650-MEDD - 6321; Sheriff, Medical Director ? Consulting;

0101-550-2650-MEDD-6315.





(C) WORKERS? COMPENSATION SETTLEMENT PAYMENT



It is requested that Council approve payment to Ava Bynam and her attorney,

Samuel Oates, for a Workers? Compensation claim settlement in the amount of

$12,500.00.



The claim is for an on the job injury Ms. Bynam sustained, in June of 1998,

while employed by Parks and Recreation. The settlement of $12,500.00 was

reached through mediation.



Funds are budgeted in the FY05 Budget, Human Resources ? Workers? Compensation;

0860-220-3820-WCOM-6230.



* * * * * * * * *



(D) EMERGENCY PURCHASE OF AN IBM 2761-001 INFOPRINT 2060 ES PRINTER



It is requested that Council approve payment for the emergency purchase of an

IBM 2761-001 Infoprint 2060 ES printer from Beck and Associates (Fortson, GA)

in the amount of $34,200.00. The printer is required to accommodate the new

Advantage 3.0 Financial Software from AMS, replacing the current LGFS and GHRS

system printer. The printer will be used for Accounts Payable Checks; and

Payroll Advices and Checks.



The emergency purchase was required as a result of implementing the new finance

software. During set-up and testing of the software, the current printer

proved non-compatible to the new software. The live date to release the system

to all users is July 12. In order to be fully functional to process checks by

July 12, it was necessary to expedite the purchase. Beck and Associates was

the only vendor that could supply this printer prior to July 12. The City

Manager and the Finance Director authorized the emergency purchase.



Funds are budgeted in the FY 05 Budget, Capital Projects -General Fund

Supported, Computer Equipment - LGFS/GHRS Conversion/Implementation,

0508-660-1000-CPGF-7751-22187040.





?ITEM A?

A RESOLUTION

NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH NORTH GREENVILLE

FITNESS AND CARDIAC REHABILITATION CLINIC, INC. TO PROVIDE MEDICAL EVALUATION

SERVICES FOR FIRE DEPARTMENT.



WHEREAS, an RFP was administered (RFP No. 04-0019) and three proposals were

received; and,



WHEREAS, the proposal submitted by North Greenville Fitness and Cardiac

Rehabilitation Clinic, Inc., met all proposal requirements and was evaluated

most responsive to the RFP; and,



WHEREAS, the initial term of the contract shall be for two 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 execute a contract with North

Greenville Fitness and Cardiac Rehabilitation Clinic, Inc., for medical

evaluation services for the Fire/EMS Department. Funds are budgeted each

fiscal year for this ongoing expense. Fire/EMS Department, Special Operations

- Pre-Employment Physicals; 0101-410-2600-SPCO-6324.

_________________________________________



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

the _________ day of ____________, 2004 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



__________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor





?ITEM B?

A RESOLUTION

NO.________



A RESOLUTION AUTHORIZING APPROVAL OF A LETTER OF AGREEMENT WITH PRISON

HEALTH SERVICES TO PROVIDE PHYSICIAN AND PHYSICIAN?S ASSISTANT MEDICAL

SERVICES, AS WELL AS, ON SITE PSYCHIATRIC SERVICES, FOR INMATES AT THE MUSCOGEE

COUNTY JAIL AND MUSCOGEE COUNTY PRISON. THE FIXED ADMINISTRATIVE FEE WILL BE

$12,187.50 PER MONTH. THE PROFESSIONAL COMPONENT WILL BE IN AN AMOUNT NOT TO

EXCEED $48,807.00 PER MONTH, UNLESS ADDITIONAL SERVICES HAVE BEEN REQUESTED AND

DELIVERED.



WHEREAS, the Letter of Agreement covers the period of July 1, 2004

through June 30, 2005; and,



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

FOLLOWS:



That the City Manager is hereby authorized to approve a letter of

agreement with Prison Health Services to provide physician and physician?s

assistant medical services, as well as, on site psychiatric services, for

inmates at the Muscogee County Jail and Muscogee County Prison. The fixed

administrative fee will be $12,187.50 per month. The professional component

will be in an amount not to exceed $48,807.00 per month, unless additional

services have been requested and delivered. Funds are budgeted in FY05

Budget, Sheriff, Medical Director ? Medical Services; 0101-550-2650-MEDD -

6321; Sheriff, Medical Director ? Consulting; 0101-550-2650-MEDD-6315.

__________________________________



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

_________ day of ____________, 2004 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________ .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.



__________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor



?ITEM C?

A RESOLUTION

NO.______



A RESOLUTION AUTHORIZING PAYMENT TO AVA BYNAM AND HER ATTORNEY, SAMUEL OATES,

FOR A WORKERS? COMPENSATION CLAIM IN THE AMOUNT OF $12,500.00.



WHEREAS, The claim is for an injury Ms. Bynam sustained while on-the-job in

June of 1998 while employed by Parks and Recreation. A settlement of

$12,500.00 with no medical was reached through mediation.



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



That the City Manager is hereby authorized to render payment to Ava Bynam and

her attorney, Samuel Oates, for a Workers? Compensation claim in the amount of

$12,500.00. Funds are budgeted in the FY05 Budget, Human Resources ? Workers?

Compensation; 0860-220-3820-WCOM-6230.

_________________________________________



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

_________ day of _________________, 2004 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.



_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor





?ITEM D?

A RESOLUTION

NO.______



A RESOLUTION AUTHORIZING PAYMENT TO BECK AND ASSOCIATES, IN THE AMOUNT OF

$34,200.00 FOR THE EMERGENCY PURCHASE OF AN IBM 2761-001 INFOPRINT 2060 ES

PRINTER.



WHEREAS, the printer is required to accommodate the new Advantage 3.0

financial software from AMS, replacing the current LGFS and GHRS system

printer. The printer will be used for Accounts Payable Checks; Payroll Advices

and Checks; and,



WHEREAS, the emergency purchase was required as a result of

implementing the new finance software. During set-up and testing of the

software, the current printer proved non-compatible to the new software. The

live date to release the system to all users is July 12. In order to be fully

functional to process checks by July 12, it was necessary to expedite the

purchase. Beck and Associates was the only vendor that could supply this

printer prior to July 12. The City Manager and the Finance Director authorized

the emergency purchase.



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



That the City Manager is hereby authorized to make payment to Beck and

Associates in the amount of $34,200.00 for the emergency purchase of an IBM

2761-001 Infoprint 2060 ES printer. Funds are budgeted in the FY 05 Budget,

Capital Projects -General Fund Supported, Computer Equipment ? LGFS/GHRS

Conversion/Implementation, 0508-660-1000-CPGF-7751-22187040.

_________________________________________



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

_________ day of _________________, 2004 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Woodson voting __________.



_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor



DATE: July 13, 2004



TO: Mayor and Councilors



FROM: Angela Cole, Director of Finance



SUBJECT: Advertised Bids



NO BID ADVERTISEMENTS