Agenda Item # 8
Columbus Consolidated Government
Council Meeting
January 27, 2015
Agenda Report # 76
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ANNUAL SOFTWARE SUPPORT AND LICENSE RENEWAL FEE FOR LAND RECORDS IMAGING
AND INDEXING SYSTEM
It is requested that Council approve payment to Tyler Technologies, Inc.,
(Dallas, TX) in the amount of $32,777.33 for the annual software support and
license renewal for Eagle Imaging Software. This payment will cover the period
from August 1, 2014 through July 31, 2015.
The Clerk of Superior Court utilizes the software for imaging and indexing land
records. O.C.G.A Title 15 requires the Clerk of Superior Court to file,
record, index, maintain, and secure all real estate transactions for Muscogee
County, Georgia. The Georgia Code also requires the Clerk to transmit such data
to the Georgia Superior Court Clerks Cooperative Authority on a timely basis in
such form and with such data elements as is required by such Authority.
The following software application modules are covered:
EagleQuickdocs Recording
EagleRecorder Public View Recording
EagleRecorder Recording
Eagle Web Recording
eCommerce Recording
Public Printing EagleRecorder Recording
Per Resolution #104-11, Council approved the initial purchase of the software
from Tyler Technologies. Therefore, the vendor is considered the only known
source for the maintenance support.
Funds are budgeted in the FY15 Budget: General Fund ? Information Technology ?
Software Lease; 0101 ? 210 ? 1000 ? ISS - 6541.
* * * *
(B) HAZMAT SUPPLIES AND EQUIPMENT (ANNUAL CONTRACT) ? RFB NO. 15-0010
It is requested that Council approve the purchase of hazmat supplies and
equipment from SASCO Chemical Group, on an ?as needed basis?, for the estimated
annual contract value of $162,969.16. These materials are used by the Hazmat
Team to clean up hazardous waste spills. Responsible parties are identified
and billed for approximately 95% of cost of materials used in hazardous waste
cleanup incidents.
The contract period shall be for two years, with the option to renew for three
(3) additional twelve- month periods. Contract renewal is contingent upon the
mutual agreement of the contractor and the City.
Bid postcard invitations were mailed to fourteen vendors and bid specifications
were posted on the City?s website and the Georgia Procurement Registry. One
bid was received on December 10, 2014. This bid has been advertised, opened
and reviewed. The bidder were:
SASCO Chemical Group (Albany, GA)
Funds are budgeted each fiscal year for this on-going expense: General Fund ?
Fire & EMS Department - Fire/EMS Special Operations - Operating Materials;
0101-410-2600-SPCO-6728.
* * * *
(C) NINETY (90) DAY NOTICE TO USA POOLS
It is requested that Council authorize the cancellation of the contract with
USA Pools, for the provision of management services for the Columbus Natatorium.
Per Resolution #49-13, February 12, 2013, Columbus City Council awarded the
contract to USA Pools to provide management of the Columbus Natatorium.
It is the desire of the City to cancel the contract because the vendor has not
performed in accordance with the contract specifications. Since the issues
with the vendor were presented to Council, the information below is presented
to acquaint Council with the contract cancellation process.
The contract term reads as follows:
10.0 Contract Term
10.1 The term of the contract will be five (5) years with the option to
renew for five (5) additional twelve-month periods.
Notice of intent to renew will be given to the contractor in writing by the
City?s Purchasing Manager, normally sixty days before the expiration date of
the current contract. This notice shall not be deemed to commit the City to a
Contract renewal.
It should be noted that multi-year contracts may be continued each fiscal year
only after funding appropriations and programs approval have been granted by
the council of the Consolidated Government of Columbus, Georgia. In the event
that the necessary funding is not approved, then the affected multi-year
contract becomes null and void, effective July 1st of the fiscal year for which
such approval has been denied.
10.2 Termination for Convenience
For the protection of both parties, either party giving Ninety Days
(90) days prior notice in writing to the other party, may cancel this
contract.
Consequently, in accordance with Section 10.2 above, ?Termination for
Convenience?, the City Manager will issue the Ninety Day (90) written notice to
cancel the contract with USA Pools.
In the interim a new RFP will be issued to obtain a new contractor to provide
the services.
?ITEM A?
A RESOLUTION
NO. __________
A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES, INC., (DALLAS,
TX) IN THE AMOUNT OF $32,777.33 FOR THE ANNUAL SOFTWARE SUPPORT AND LICENSE
RENEWAL FOR EAGLE IMAGING SOFTWARE. THIS PAYMENT WILL COVER THE PERIOD FROM
AUGUST 1, 2014 THROUGH JULY 31, 2015.
WHEREAS, the Clerk of Superior Court utilizes the software for imaging and
indexing land records. O.C.G.A Title 15 requires the Clerk of Superior Court
to file, record, index, maintain, and secure all real estate transactions for
Muscogee County, Georgia. The Georgia Code also requires the Clerk to transmit
such data to the Georgia Superior Court Clerks Cooperative Authority on a
timely basis in such form and with such data elements as is required by such
Authority; and,
WHEREAS, Per Resolution #104-11, Council approved the initial purchase of the
software from Tyler Technologies. Therefore, the vendor is considered the only
known source for the maintenance support.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Tyler
Technologies, Inc., (Dallas, TX) in the amount of $32,777.33 for the annual
software support and license renewal for Eagle Imaging Software. This payment
will cover the period from August 1, 2014 through July 31, 2015. Funds are
budgeted in the FY14 Budget: General Fund ? Information Technology ? Software
Lease; 0101 ? 210 ? 1000 ? ISS - 6541.
__________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_____ day of_______________ 2015, and adopted at said meeting by the
affirmative vote of ______ members of said Council.
Councilor Allen voting ___________.
Councilor Baker voting ___________.
Councilor Barnes voting ___________.
Councilor Buck voting ___________.
Councilor Davis 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 HAZMAT SUPPLIES AND EQUIPMENT, ON AN
"AS NEEDED BASIS?, FROM SASCO CHEMICAL GROUP (ALBANY, GA) FOR THE ESTIMATED
ANNUAL CONTRACT VALUE OF $162,969.16.
WHEREAS, the hazmat supplies and equipment are used by the Hazmat Team to clean
up hazardous waste spills; and,
WHEREAS, the responsible parties are identified and billed for approximately
95% of cost of materials used in hazardous waste cleanup incidents; and,
WHEREAS, the contract term shall be for two years, with the option to renew for
three (3) additional twelve-month periods. Contact renewal is 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 hazmat supplies
and equipment, on an ?as needed basis?, from SASCO Chemical Group for the
estimated annual contract value of $162,969.16. Funds are budgeted each fiscal
year for this on-going expense: General Fund ? Fire & EMS Department, Fire/EMS
Special Operations - Operating Materials; 0101-410-2600-SPCO-6728.
________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____ day of_______________ 2015, and adopted at said meeting by the
affirmative vote of ______ members of said Council.
Councilor Allen voting ___________.
Councilor Baker voting ___________.
Councilor Barnes voting ___________.
Councilor Buck voting ___________.
Councilor Davis 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 CANCELLATION OF THE CONTRACT WITH USA
POOLS FOR THE PROVISION OF MANAGEMENT SERVICES FOR THE COLUMBUS NATATORIUM.
WHEREAS, per Resolution #49-13, February 12, 2013, Columbus City Council
awarded the contract to USA Pools to provide management of the Columbus
Natatorium; and,
WHEREAS, it is the desire of the City to cancel the contract because the vendor
has not performed in accordance with the contract specifications; and,
WHEREAS, in accordance with Section 10.2, of the contract, ?Termination
for Convenience?, the City Manager will issue the Ninety Day (90) written
notice to cancel the contract with USA Pools.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to issue the ninety day (90)
written notice to cancel the contract with USA Pools, Inc., for the provision
of management services for the Columbus Natatorium.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____ day of_______________, 2015 and adopted at said meeting by the
affirmative vote of ______ members of said Council.
Councilor Allen voting ___________.
Councilor Baker voting ___________.
Councilor Barnes voting ___________.
Councilor Buck voting ___________.
Councilor Davis 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
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