Columbus, Georgia

Agenda Item #________



Columbus Consolidated Government

Council Meeting



January 15, 2002





Agenda Report #___________



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department



(A) UPGRADE FOR AMBULANCE BILLING & COLLECTIONS SOFTWARE



It is requested that Council approve the purchase of an upgrade for the

Sweetsoft ambulance billing and collections software from Sweet Computer

Services, Inc., (West Union, IA) in the amount of $19,943.00. The primary

purpose of the upgrade will take the system from a DOS environment to a more

compatible Windows environment. The present DOS applications are antiquated

causing system problems, hindering needs and enhancements. This purchase

includes all program upgrades to be compatible with Windows; custom reports

module, upgrades to electronic claims module for filing Medicare, Medicaid and

third party payers.



Sweet Computer Services, Inc., is the developer of the Sweetsoft ambulance

billing & collections software, originally purchased in 1994 (RFP 108-94;

Resolution No. 148-94). Therefore, the vendor is considered an only known

source per the Procurement Ordinance, Article 3-114. This is the first upgrade

purchased since 1994.



Funds are available in FY02 Budget, Finance, Collections-Treasury-Main-Computer

Software; 0101-200-2300-TRSY-6713.



* * * * * *



(B) PROFESSIONAL ANALYSIS OF THE COLUMBUS FIRE AND EMERGENCY MEDICAL SERVICES

PROMOTIONAL PROCEDURES (ANNUAL CONTRACT) ? RFP NO. 02-0009



It is requested that Council approve the negotiation of the contract with CWH

Management Solution to provide professional analysis of the Columbus Fire and

Emergency Medical Services Promotional Procedure Services. Professional

analysis services are required to evaluate the promotional procedures of the

newly consolidated Department of Fire and Emergency Medical Services. Prior to

consolidation, both departments had separate guidelines for promotions. The

consolidation of the two departments requires a consolidated promotional

procedure. In addition to the promotional procedures, the successful vendor

will analyze the organizational structure, staffing levels, rank structures and

pay schedule of the department. The firm will perform the contract in two

parts. The timeline for both parts described below will be completed as soon as

possible, but no later than the end of Fall 2002.



Part A of the services will require the vendor to submit a plan to provide for

separate promotional processes for Fire and EMS employees, which includes

developing, administering, and scoring written examinations and assessment

centers until such time that a full merger of the rank structures has been

completed. The vendor shall provide a list of eligible candidates for

promotion for each rank after the examination and assessment centers (An

assessment center is a process whereby each candidate participates in various

exercises that are subsequently rated by the vendor).



Part B of the services will require the vendor to conduct a thorough evaluation

of the Fire and Emergency Medical Services Department that includes the

organizational structure, staffing levels, promotional procedures, rank

structure and pay schedule. Additionally, make specific recommendations on how

to accomplish a unified rank structure and promotional process that will

provide upward mobility opportunities for all personnel. This part shall be

completed first.



The initial term of the contract will be for five (5) years. After the fifth

year of the contract, the City may exercise its option to renew the contract

for three (3) years. After the first renewal option has expired, the City may

exercise its option to renew the contract for two (2) years. The total

contract term, including renewal options, will be ten (10) years. The City

will initiate contract renewal. The renewal will be contingent upon the mutual

agreement of the City and the contractor.



Requests for proposals were mailed to twenty-six vendors, and this RFP has been

advertised. Proposals were received on October 11, 2001 from the following

offerors:



CWH Management Solution (Aurora, CO)

Jerry M. Solamon (Lilburn, GA)

Morris & McDaniel, Inc. (Alexandria, VA)



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

representatives from the Department of Fire and Emergency Medical Services.

During the evaluation process, CWH Management Solution 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 are budgeted in the FY02 Budget, Department of Fire and Emergency Medical

Services ? Promotional Exam Board Fees; 0101-410-2100-FOPR-6356. Funding for

subsequent contract terms will be budgeted, as needed, in the future budget

years.







?ITEM A?





A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF AN UPGRADE FOR THE SWEETSOFT AMBULANCE

BILLING & COLLECTIONS SOFTWARE FROM SWEET COMPUTER SERVICES, INC., IN THE

AMOUNT OF $19,943.00.



WHEREAS, the primary purpose of the upgrade will take the system from a

DOS environment to a more compatible Windows environment. The present DOS

applications are antiquated causing system problems, hindering needs and

enhancements. This purchase includes all program upgrades to be compatible

with Windows; custom reports module, upgrades to electronic claims module for

filing Medicare, Medicaid and third party payers.



WHEREAS, Sweet Computer Services, Inc., is the developer of the

Sweetsoft ambulance billing & collections software, originally purchased in

1994 (RFP 108-94; Resolution No. 148-94). Therefore, the vendor is considered

an only known source per the Procurement Ordinance, Article 3-114. This is the

first upgrade purchased since 1994.



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



That the City Manager is hereby authorized to purchase an upgrade for the

Sweetsoft ambulance billing & collections software from Sweet Computer

Services, Inc., in the amount of $19,943.00. Funds are available in FY02

Budget, Finance, Collections-Treasury-Main-Computer Software;

0101-200-2300-TRSY-6713.



_________________________________________



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 NEGOTIATION OF A CONTRACT WITH CWH MANAGEMENT

SOLUTION TO PROVIDE PROFESSIONAL ANALYSIS OF THE COLUMBUS FIRE AND EMERGENCY

MEDICAL SERVICES PROMOTIONAL PROCEDURES.



WHEREAS, an RFP was administered (RFP No. 02-0009) and three proposals were

received; and,



WHEREAS, the proposal submitted by CWH Management Solution met all proposal

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



WHEREAS, the initial term of the contract will be for five (5) years. After

the fifth year of the contract, the City may exercise its option to renew the

contract for three (3) years. After the first renewal option has expired, the

City may exercise its option to renew the contract for two (2) years. The

total contract term, including renewal options, will be ten (10) years. The

City will initiate contract renewal. 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 negotiate a contract with

CWH Management Solution for Professional Analysis of the Columbus Fire and

Emergency Medical Services Promotional Procedures. Funds are budgeted in the

FY02 Budget, Department of Fire and Emergency Medical Services ? Promotional

Exam Board Fees; 0101-410-2100-FOPR-6356. Funding for subsequent contract terms

will be budgeted, as needed, in future budget years.

_________________________________________



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