Agenda Item # 2
Columbus Consolidated Government
Council Meeting
April 11, 2017
Agenda Report # 116
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) MANAGEMENT SERVICES FOR JUVENILE JUSTICE INCENTIVE GRANT (ANNUAL CONTRACT)
? RFP NO. 17-0017
It is requested that Council authorize the execution of an annual contract with
Evidence Based Associates (Powder Springs, GA) for management services for the
Georgia Juvenile Justice Incentive Grant for the Muscogee County Juvenile
Court. Evidence Based Associates will provide the following services:
A. Confirm a budget, assist with the selection of therapeutic service
providers, manage the direct service providers, ensure fidelity of services
implemented, provide reports showing results of the programs, provide all the
County with all information necessary to apply for funding for annual JJIG
grant, and meet the goals established by the State and the County for
performance and delivery of services to families.
B. Provide training to key stakeholders, regional groups and/or circuits on
evidence based programming for juvenile offenders upon request. The training
will include information on the research based behind each of the models,
including program outcomes, cost-benefit analysis, program eligibility,
referral criteria and other areas of interest as identified by the groups.
These sessions will be open to all stakeholders, policymakers and practitioners.
C. Assign a part-time project manager who will ensure strict adherence to each
of the selected program?s established protocols.
D. All program therapists, supervisors and facilitators will receive required
initial and ongoing training in the models from the respective national
dissemination organizations to ensure model adherence. Evidence Based
Associates will broker this training for all selected service providers, and
engage in additional provider readiness, technical assistance, and support
activities to ensure provider effectiveness.
E. The subcontractor of Evidence Based Associates will provide Functional
Family Therapy (FFT) services.
The initial term of the contract shall be for one (1) year with the option to
renew for four (4) additional twelve-month periods. The contract renewal will
be contingent upon the mutual agreement of the City and the Contractor.
Annual Contract History:
The current contract was awarded on August 27, 2013, per Resolution No. 281-13,
to Evidence Based Associates (Washington, DC).
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on February 20, 2017. This RFP has been
advertised, opened and evaluated. Proposals were received on March 17, 2017
from the following vendors:
Evidence Based Associates (Powder Springs, GA)
Family Support Circle, Inc. (Stockbridge, GA)
LR Robinson, LLC (Atlanta, GA)
Utilitarian Financial Consulting Corp (Covington, GA)
The following events took place after receipt of proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation Meeting 03/23/17 The Purchasing Manager advised evaluation committee
members of the RFP rules and process. Proposals were disbursed to each
committee member to review.
1st Evaluation Meeting 04/03/17 Discussed each of the four proposals. The Committee did
not require clarification from any of the vendors.
Evaluation Forms 04/03/17 Evaluation forms were forwarded to the Committee members.
Evaluation Forms/Results 04/04/17 Completed evaluation forms were returned to the Purchasing
Division for tabulation. The results were sent to the Evaluation Committee
members.
Recommendation received 04/06/17 Via email, the committee members unanimously voted to
award to the highest ranking vendor.
Evaluation Committee:
Proposals were reviewed by the Evaluation Committee, which consisted of two (2)
voting members from Muscogee County Juvenile Court and one (1) voting member
from Troy State University.
Award Recommendation:
The evaluation committee recommends award of the contract to Evidence Based
Associates for the following reasons:
1. The firm has a proven history of successfully providing the requested
services to the Muscogee County Juvenile Court.
2. Evidence Based Associates provided a detailed accounting of the cost of
counseling services to be provided, the cost proposal was very specific and in
keeping with going costs for the services requested.
3. Evidence Based Associates identified the subcontractor that will service our
youth, to include the cost breakdown for each, as well as documentation and
certification of qualifications required to successfully implement the FFT
program.
4. Evidence Based Associates provided statistics showing positive effects as
the direct results of their previous work history with other counties in
Georgia.
Vendor Experience/Qualifications:
? Evidence Based Associates, whose principal office is located in Washington,
DC, was founded in 2004. The firm has satellite offices in Powder Springs, GA;
Oviedo, FL; Arlington, VA; and York, PA.
? The state of Georgia was beset throughout the 1990s and 2000s by high
placement rates, poor outcomes, and exorbitant costs associated with
residential placements for youth. The state legislature allocated nearly $7
million for community based evidence based programs for juveniles in order to
address the problem head-on. Via competitive procurement process conducted by
the Criminal Justice Coordinating Council, Evidence Based Associates was
selected to provide management oversight for nine (9) of the counties that
demonstrated some of the highest placement rates statewide.
? Since 2013, Evidence Based Associates has implemented seven (1) evidence
based programs serving more than 900 youth who demonstrated moderate- or
high-risk to reoffend. Since inception, there has been a 56.8% reduction in
out-of-home commitments among those counties served by Evidence Based
Associates with an overall recidivism rate of 27% (through August 2016).
? The firm is the only organization solely dedicated to helping jurisdictions
to overcome barriers to full implementation of top-tier programs, by ensuring
the complete array of turnkey services needed to implement evidence based
programs with strict fidelity.
? Collectively, Evidence Based Associates? leadership team has over 150 years
of experience in the fields of juvenile justice and human services.
? Evidence Based Associates is providing services to the following Georgia
partners:
o Bibb County ? Functional Family Therapy
o Clay County ? Aggression Replacement Training and Strengthening Families
o Chatham County ? Functional Family Therapy, Multisystemic Therapy and
Aggression Replacement Training
o Coweta County ? Functional Family Therapy and Strengthening Families
o Dougherty County ? Functional Family Therapy
o Fayette County ? Functional Family Therapy and Strengthening Families
o Hall County ? Functional Family Therapy
o Lowndes County ? Functional Family Therapy, Aggression Replacement Training
and Strengthening Families
o Muscogee County ? Functional Family Therapy and Strengthening families
o Rockdale County ? Functional Family Therapy
o Troup County ? Functional Family Therapy and Multisystemic Therapy
o Clayton County ? Multisystemic Therapy and Thinking for A Change
? Three (3) most recent entities for which similar work has been performed.
o Cherokee County Juvenile Court, GA January 28, 2014 - present
Juvenile Justice Incentive Grant from CJCC; project management. Programs
managed: Functional Family Therapy, Strengthening Families, Multisystemic
Therapy (subcontract with Grace Harbour, Inc. as direct service provider).
o Chatham County Juvenile Court, GA July 1, 2013 - present
Juvenile Justice Incentive Grant from CJCC; project management. Programs
managed: Functional Family Therapy, Aggression Replacement Training,
Multisystemic Therapy (subcontract with Grace Harbour, Inc. as direct service
provider).
o Coweta County, GA January 1, 2014 - present
Juvenile Justice Incentive Grant from CJCC; project management. Programs
managed: Functional Family Therapy (subcontract with Grace Harbour, Inc. as
direct service provider).
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 RFP process, there is no formal opening due to the
possibility of negotiated components of the proposal. In the event City
Council does not approve the recommended offeror, no proposal responses or any
negotiated components are made public until after the award of the contract.
Therefore, the evaluation results and cost information has been submitted to
the City Manager in a separate memo for informational purposes.
Funds are available via a Georgia Juvenile Justice Incentive Grant.
* * * * * *
(B) WORK UNIFORMS
It is requested that Council approve the purchase of work uniforms from Cintas,
Inc. (Cincinnati, OH), by cooperative purchasing through U.S. Communities
Governmental Purchasing Alliance (GPA), per contract number 12-JLH-011C.
Cintas will be utilized as an alternate source for work uniform purchases for
various departments.
U.S. Communities is the leading national government purchasing cooperative,
providing government procurement resources and solutions to local and state
government agencies, school districts (K-12), higher education institutes, and
nonprofits looking for the best overall supplier government pricing. RFP No.
12-JLH-011, adopted by U.S. Communities Governmental Purchasing Alliance, is a
cooperative RFP available for use by any governmental entity. The City?s
Procurement Ordinance, Article 9-101, authorizes the use of cooperative
purchasing. Consequently, the City is a member of U.S. Communities.
The contract will remain in effect through March 31, 2019. Any additional
extensions shall coincide with contract extensions granted by U.S.
Communities.
Funds are budgeted each fiscal year for this ongoing expense: Various
Departments - Uniforms.
* * * * * *
(C) ROOFING CONSULTANT SERVICES (ANNUAL CONTRACT) ? RFP NO. 17-0007
It is requested that Council authorize the execution of an annual contract with
Edifice Consulting, Inc. (Byron, GA) as the primary contractor, and NOVA
Engineering and Environmental, LLC (Kennesaw, GA) as the secondary contractor
for roofing consulting services on an as-needed basis.
Columbus Consolidated Government (the City) owns buildings consisting of
approximately 60 buildup roofs, 40 metal roofs and 75 shingle roofs. On an as
needed basis, roofing consulting services may be required for the
inspection/repair/replacement of these existing roofs.
The contract will be awarded to a Primary and Secondary contractor. When the
services are needed, the Primary contractor will be contacted first. If the
Primary contractor is not available, then the City will contact the Secondary
contractor to render the needed services. The contracted vendors will provide
the following services:
1. Roof Inspection Reports
a) Perform complete visual inspection of designated roof. The City estimates
3-5 buildings will need to be inspected annually; however, the estimate may
increase or decrease. The buildings may be identified at the beginning of a
project or they may be identified sporadically throughout the year.
b) Perform (1) or more core cuts as required to determine composition of roof
system, deck type, insulation thickness and presence of moisture.
c) Provide a written Roof Inspection Report to include:
i. Scaled CAD plan drawing or roof indicating slope, drainage, and penetrations.
ii. Composition of existing roof construction (with details)
iii. Inspection Report on conditions of field, flashing, drainage, life
expectancy and other miscellaneous items.
iv. Photographic Confirmation of Inspection Report with photo notes.
v. Short-term and Long-term Recommendations with Budgets up to 5 years.
d) Provide Roof Report in binder form as well as on CD.
2. Specifications & Job Site Inspections
a) Write detailed specifications (Division 7) upon approval of the scope of
work by the City of Columbus. (May include Maintenance, Restoration or
Replacement)
b) Provide detailed CAD drawings of all details, typical and customized for
this specific application
c) Attend Pre-Bid Conference with roofing contractors and handle all technical
questions during the meeting. The Purchasing Division will forward to the
roofing consultant all contractor questions received after the Pre-Bid
Conference; the roofing consultant shall provide written responses to the
Purchasing Division.
d) Review any submittals with the City of Columbus
e) Perform periodic daily inspections during the entire process of the roofing
project.
f) Provide daily electronic progress reports, complete with pictures, notes and
color Plan View Layout charting daily progress.
g) Provide weekly punch list and final punch list before final inspection.
h) Perform final inspection with Roofing Contractor, Owner and Roofing
Manufacturer.
i) Review completed warranties with Owner.
The initial term of the contract shall 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.
Annual Contract History:
The current contract was awarded on July 12, 2011, per Resolution No. 247-11,
to Dry Tech Consulting, LLC, the primary contractor, and ARID Consulting
Corporation (now Edifice Consulting, Inc.), the secondary contractor.
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on September 6, 2016. This RFP has been
advertised, opened and evaluated. Proposals were received on September 30,
2016 from the following vendors:
Edifice Consulting, Inc. (Byron, GA)
NOVA Engineering and Environmental, LLC (Kennesaw, GA)
Raymond Engineering (Conyers, GA)
Roof Technology Partners, LLC (Marietta, GA)
Terracon Consultants, Inc. (Kennesaw, GA)
Wiss, Janney, Elstner Associates, Inc. (Duluth, GA)
The following events took place after receipt of proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation Meeting 02/02/17 The Purchasing Manager advised evaluation committee
members of the RFP rules and process. Proposals were disbursed to each
committee member to review.
1st Evaluation Meeting 02/23/17 Discussed each of the six proposals. The Committee did
not require clarification from any of the vendors.
Evaluation Forms 02/24/17 Evaluation forms were forwarded to the Committee members.
Evaluation Forms/Results 03/06/17 Completed evaluation forms were returned to the Purchasing
Division for tabulation. The results were sent to the Evaluation Committee
members.
Recommendation received 04/03/17 Via email, the committee members unanimously voted to
award to the two highest ranking vendors.
Evaluation Committee:
Proposals were reviewed by the Evaluation Committee, which consisted of two (2)
voting members from the Public Works Department and one (1) voting member from
the Engineering Department.
Award Recommendation:
The Evaluation Committee recommends award to Edifice Consulting, Inc. (Byron,
GA) as the primary contractor and NOVA Engineering and Environmental, LLC
(Kennesaw, GA) as the secondary contractor, for the following reasons:
Edifice Consulting, Inc.
1. In their client work history, Edifice provided numerous successful examples
of working on projects for local governments; this type of experience is
critical to the success of this contract.
2. The service plan approach is very thorough, and following this methodology
will allow CCG to review all possible options and make the best choice for each
unique [roofing] situation.
3. The vendor?s cost are well in line with industry standards.
4. Edifice Consulting has provided services for 275 roofs without a claim.
NOVA Engineering and Environmental, LLC
1. NOVA is a large corporation and, as such, it has numerous resources, such as
various in-house testing capabilities, at its disposal. Due to the variety of
roofing issues that CCG encounters, having these additional in-house
capabilities would be a valuable asset.
2. NOVA has an impressive service plan and work history.
3. In the client work history, NOVA has several repeat clients, including many
government agencies. This repeat business is a good sign for the quality of
their work.
4. NOVA has performed work on many large jobs, and their personnel are more
than qualified.
Vendor Experience/Qualifications:
v Edifice Consulting, Inc.
? Edifice Consulting is a privately held corporation operating out of Byron,
GA, and provides a full range of consulting services in the area of building
envelope management, including roofing and waterproofing.
? Edifice Consulting possesses the expertise and equipment to produce
exceptional diagnostic investigations of existing construction and conditions,
which is the foundation of good projects:
o Deconstructive core analysis
o Localized moisture surveys through handheld nondestructive moisture detection
equipment
o Full section moisture surveys through nondestructive impedance meter moisture
detection
o Infrared moisture surveys
o Asbestos testing
? Edifice Consulting subscribes to and utilizes ARCOM software to insure
current and industry standard detailed specifications.
? Edifice Consulting utilizes AutoCAD 2016 for the production of project
diagrams.
? The company?s president/CEO has the following qualifications:
o Teaches continuing education classes for the American Institute of
Architecture.
o Completed numerous manufacturer training programs in the area of low slope
roofing waterproofing since 1991.
o A member of Roofing Consultants Institute and the National Roofing
Contractors Association.
? Three (3) most recent entities for which similar work has been performed.
o Middle Georgia State University July 6, 2016 ? October 6, 2016
Roberts Hall Roof Replacement, which consisted of the replacement of two roof
sections of the modified bitumen roof system. Edifice Consulting provided
project management and bid documents; conducted pre-bid and pre-construction
meetings; site visits; reports; inspections, etc.
o Bibb County School District June 16, 2014 ? September 9, 2014
Porter Elementary Roof Replacement, which consisted of removing the existing
roof system to deck and replacing with new modified bitumen roof system.
Edifice Consulting provided project manual and specifications; full project
management; pre-bid and pre-application meetings; and site visits and
inspections during and after project execution.
o Fort Benning, GA May 30, 2016 ? July 26, 2016
Fort Benning Building P8049 (McKenna Range), which consisted of removing the
existing roof system and replacing with a new metal roof system. Edifice
Consulting provided project manual and specifications; full project management;
pre-bid and pre-application meetings; site visits and inspection; owner
reports; and met all close-out requirements.
v NOVA Engineering and Environmental, LLC
? The employee owned Delaware corporation is an engineering and environmental
consulting firm with more than 300 personnel in 14 offices in 4 states,
primarily in the southeast. In 2015, the firm had gross revenues in excess of
$26 million.
? The firm was established in 1996 and provides building envelope and roofing
consulting, environmental consulting, forensic engineering, geotechnical
engineering, materials testing, and special inspection services.
? NOVA was recently named one of the Top 50 Design Firms in the Southeast by
Engineering News Record-Southeast, and a Top 500 Design firm nationally by
Engineering News Record.
? NOVA?s professionals present to, and are associated with, organizations such
as American Society of Civil Engineers (ASCE), Associated Builders and
Contractors (ABC), Roofing Consultants Institute (RCI), Building Owners and
Managers Association (BOMA), and Georgia Association of State Facilities
Administrators (GASFA).
? In addition to roofing assessments and consulting services, NOVA can also
provide the following services:
o Roofing and waterproofing condition assessments
o Water infiltration testing
o Measured drawings of existing site conditions
o Life cycle cost analysis
o Five year roof plan
o Planning, schematic, design development and construction document design
o Preparation of construction and other bidding documents
o Cost estimate
o Typical construction administration services
o Bid/award phase assistance
o Coordination with construction professional during preconstruction and design
phases
o Project close-out assistance, including warranty phase administration
o Quality assurance/quality control
o Code review and compliance
? Three (3) most recent entities for which similar work has been performed.
o Morehouse College 2013 - current
Various projects: Mays Hall, Martin Luther King, Jr. Chapel, Chivers Dining
Hall, Sale hall, Fredric Douglas Learning Center and Nabrit-Mapp-McBay Halls.
NOVA provided leak investigation, roof consulting, roof evaluation, design,
construction administration, observations and testing.
o Fulton County Schools 2013 - current
Various projects: McNair Middle School, Woodland ES, Love T. Nolan Elementary
School, Hopewell Middle School, Sandy Springs Charter Middle School, Autrey
Mills Middle School, Esther Jackson Elementary School, Lake Windward Elementary
School, Riverwood High School, College Park Elementary School and New Heards
Ferry Elementary School. NOVA provided leak investigation, roof consulting,
roof evaluation, design, construction administration, observations and testing.
o Georgia College and State University 2016 - current
Various projects: Napier Hall, Foundation Hall and Parkhurst Hall. NOVA
provided roof consulting & evaluation, roof replacement design, and
construction administration.
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 RFP process, there is no formal opening due to the
possibility of negotiated components of the proposal. In the event City
Council does not approve the recommended offeror, no proposal responses or any
negotiated components are made public until after the award of the contract.
Therefore, the evaluation results and cost information has been submitted to
the City Manager in a separate memo for informational purposes.
Funds will be budgeted per fiscal year, as needed, for approved roofing
projects.
* * * * * *
(D) DODGE CHARGER POLICE PURSUIT VEHICLE - RFB NO. 17-0022
It is requested that Council authorize the purchase of one (1) Dodge Charger
police pursuit vehicle, from Akins Ford LLC (Winder, GA) in the amount of
$24,130.00.
Akins Ford LLC was the awarded vendor for RFB No. 17-0022 to provide twenty
(20) Dodge Charger police pursuit vehicles, per Resolution No. 404-16. Per the
bid, the unit price of $24,130.00 is protected for additional purchases made in
the FY17 budget year (July 1, 2016 through June 30, 2017). The vendor has
agreed to provide the additional unit at the stated price.
The vehicle is a replacement for a vehicle involved in an accident.
Funds are budgeted in the FY17 Budget as follows: General Fund ? Police ?
Field Operations ? Automobiles; 0101-400-2300-FILD-7721
* * * * *
(E) FINAL PAYMENT FOR INTERNET SERVICES PROVIDED BY AT&T
It is requested that Council approve the final payment to AT&T, in the amount
of, $10,813.68, for the provision of Internet Services.
Per RFP 16-0013, (Resolution #160-16), the City entered into a contract with
WOW! Business Solutions to provide Internet Services. The RFP was required to
replace the existing 50Mbps circuit (provided by AT&T) to a minimum 1000Mbps
circuit. The upgraded internet services would give the City the ability to run
complete systems from a secure cloud environment and perform daily backup
offsite for better continuity of service. Additionally, the new internet
service would also improve general performance of all web-based services and
eliminate the need for some of the other internet related services procured by
the City.
AT&T, who at the time was the current Internet Service provider, was one of the
participants in the RFP process. However, since WOW! was the successful vendor
awarded the new contract, providing 2,000 Mbps, the I.T. Department terminated
the services provided by AT&T. This requested payment will cover the final
AT&T billing, with early termination fees applied, totaling $10,813.68. Early
termination actually saves CCG over $ 4,000.00 in total cost & fees in the
long-run.
Funds are budgeted in the FY17 Budget: General Fund ? Information Technology ?
Telephone; 0101-210-1000-ISS-6621.
* * * * *
(F) PAYMENT FOR INMATE PHARMACY SERVICES
It is requested that Council approve payment to Diamond Drugs, Inc.,
(Pittsburgh, PA), in the amount of $31,111.64, for pharmacy services utilized
for inmates at the Muscogee County Jail and Muscogee County Prison. This
payment will cover services provided during the months of February and March.
Funds are budgeted in the FY17 Budget: ($23,812.28) General Fund ? Sheriff ?
Medical ? Pharmacy Services; 0101 ? 550 ? 2650 ? MEDD ? 6323; and ($7,299.36)
General Fund ? MCP ? Warden ? Pharmacy Services; 0101- 420 ? 1000 ? MCCI ? 6323.
* * * * *
(G) PERSONAL PROPERTY & RESIDENTIAL MAIL/PROCESSING FOR TAX ASSESSORS OFFICE
(ANNUAL CONTRACT) ? RFP NO. 17-0015
It is requested that Council approve the contract with SouthData, Inc. (Mount,
Airy, NC) to provide printing and mailing services for The Muscogee County
Board of Tax Assessors.
The required services include mail processing services for the following:
? Real Property Tax Matter Notices
(Mailed around June approximately 68,000 to 70,000 single page)
? Personal Property Tax Matter Notices
(Mailed around May approximately 2,800 to 3,500 single page)
? Personal Property Returns
(Approximately 5,000 returns containing 3 pages (two-sided print) mailed in
January beginning 2018. On the year, which falls on 2019 the approximate
count, is 12,000).
The initial term of the contract shall be for two (2) years, with the option to
renew for three (3) additional twelve-month period. Contract renewal is
contingent upon the mutual agreement of the contractor and the City,
Annual Contract History:
The previous five-year contract was awarded on April 10, 2012 (Resolution
107-12) to Harris Computer (Statesboro, GA).
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on February 9, 2017. This RFP has been
advertised, opened and evaluated. Seven proposals were received on March 3,
2017.
SouthData, Inc. (Mount Airy, NC))
Harris Local Government (Easley, SC)
Datamatx, Inc. (Atlanta, GA)
The Master?s Touch, LLC (Spokane, WA)
InfoSend, Inc. (Anaheim, CA)
Dove Mailing, Inc. (Atlanta, GA)
DataCentral, Inc. (Marietta, GA)
The following events took place after receipt of the proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation Meeting 03/09/17 The Purchasing Manager advised evaluation
committee of the RFP rules and process. The proposals were distributed to
committee members for review.
1st Evaluation Meeting 03/27/17 Committee members discussed the proposals; no
clarifications were needed.
Evaluation Ballots Sent to Committee 03/28/17 Evaluation ballots forwarded to voting
committee members.
Evaluation Ballots Completed by Committee Members 04/04/17 Committee members
completed and returned their evaluation ballots to Purchasing.
Evaluation Results forwarded to Committee 04/06/17 The Evaluation Results were compiled,
completed and forwarded to Committee members for review and Recommendation
Recommendation Received 04/06/17 Via email, the committee members unanimously voted to
award to South Data, Inc. (Mount Airy, NC).
Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of two
(2) voting member from Tax Assessors Office, one (1) voting member from the Tax
Commissioner Office and two (2) non-voting member from the Tax Assessors Office.
Award Recommendation:
The evaluation committee unanimously recommends award of the contract to
SouthData, Inc. (Mount Airy, NC), as reflected by their comments provided
below:
? Work history includes multiple Georgia Counties.
? Onsite USPS employee.
? Lowest total cost.
Vendor Experience/Qualifications:
? SouthData, Inc. has 30 years of experience in the document management and
critical customer communications, SouthData services over 3,000 customers
across the United States in industries ranging from government and utility to
property management, healthcare, and collections.
? SouthData, Inc. has six facilities across the United States in North
Carolina, Alabama, New Jersey, Arizona, Wisconsin, and Minnesota. This
national presence allows SouthData to offer personal, timely service and
seamless integration for production and data management
? SouthData, Inc. is driven by innovative technology. The company has
consistently invested in faster, more capable equipment that has enabled us to
continuously improve our processes.
? In 2014, SouthData, Inc. was acquired by OSG Billing Services, Inc., a
leading provider of outsourced billing and statement services.
Client Work History:
? The vendor has provided similar work to the following entities in Georgia:
? Lowndes County Board of Tax Assessor (Valdosta, GA)
Current Contract:
49,100 Annual Notice of Assessments
2,500 Annual Personal Property Returns
? Lee County Board of Tax Assessor (Leesburg, GA)
Current Contract:
49,100 Annual Notices of Assessments
2,500 Annual Personal Property Returns
? Dougherty County Board of Tax Assessor (Albany, GA)
Current Contract:
38,000 Annual Notice of Assessments
3,200 Annual Personal Property Returns
? Hall County Board of Tax Assessment (Gainesville, GA)
Current Contract:
91,000 Annual Notice of Assessments
18,000 Annual Personal Property Returns
? Whitfield County Board of Tax Assessor (Dalton, GA)
Current Contract:
46,500 Annual Notice of Assessments
8,000 Annual Personal Property Returns
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 and
no proposal responses are made public, due to the possibility of negotiated
components of the proposals. If Council does not approve the recommended
offeror, the RFP specifications will be re-advertised. The evaluation results
and cost information has been submitted to the City Manager in a separate memo
for informational purposes.
Funds are budgeted each fiscal year for this ongoing expense: General Fund ?
Boards and Commissions ? Tax Assessor ? Contractual Services;
0101-290-1000-TAXA-6319.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH EVIDENCE
BASED ASSOCIATES (POWDER SPRINGS, GA), FOR MANAGEMENT SERVICES FOR THE GEORGIA
JUVENILE JUSTICE INCENTIVE GRANT RECEIVED BY THE MUSCOGEE COUNTY JUVENILE
COURT, ON AN AS-NEEDED BASIS.
WHEREAS, an RFP was administered (RFP No. 17-0017) and four proposals were
received; and,
WHEREAS, the proposal submitted by Evidence Based Associates met all proposal
requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the initial term of the contract shall be for one (1) year with the
option to renew for four (4) 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 an annual contract with
Evidence Based Associates (Powder Springs, GA), for management services for the
Georgia Juvenile Justice Incentive Grant for the Muscogee County Juvenile
Court, on an as-needed basis. Funds are available via a Georgia Juvenile
Justice Incentive Grant.
_________________
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 said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett 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 WORK UNIFORMS FROM CINTAS, INC.
(CINCINNATI, OH), BY COOPERATIVE PURCHASING THROUGH U.S. COMMUNITIES
GOVERNMENTAL PURCHASING ALLIANCE (GPA), PER CONTRACT NUMBER 12-JLH-011C.
CINTAS WILL BE UTILIZED AS AN ALTERNATE SOURCE FOR WORK UNIFORM PURCHASES FOR
VARIOUS DEPARTMENTS.
WHEREAS, U.S. Communities is the leading national government purchasing
cooperative, providing government procurement resources and solutions to local
and state government agencies, school districts (K-12), higher education
institutes, and nonprofits looking for the best overall supplier government
pricing; and,
WHEREAS, RFP No. 12-JLH-011, adopted by U.S. Communities Governmental
Purchasing Alliance, is a cooperative RFP available for use by any governmental
entity. The City?s Procurement Ordinance, Article 9-101, authorizes the use of
cooperative purchasing; and,
WHEREAS, the contract will remain in effect through March 31, 2019. Any
additional extensions shall coincide with contract extensions granted by U.S.
Communities.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase work uniforms from
Cintas, Inc. (Cincinnati, OH), by cooperative purchasing through U.S.
Communities Governmental Purchasing Alliance (GPA), per contract number
12-JLH-011C. Cintas will be utilized as an alternate source for work uniform
purchases for various departments. Funds are budgeted each fiscal year for
this ongoing expense: Various Departments - Uniforms.
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 said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett 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 EXECUTION OF ANNUAL CONTRACTS, WITH EDIFICE
CONSULTING, INC. (BYRON, GA) AS THE PRIMARY CONTRACTOR AND NOVA ENGINEERING AND
ENVIRONMENTAL, LLC (KENNESAW, GA) AS THE SECONDARY CONTRACTOR, FOR ROOFING
CONSULTING SERVICES ON AN AS-NEEDED BASIS.
WHEREAS, an RFP was administered (RFP No. 17-0007 and six proposals were
received; and,
WHEREAS, the proposals submitted by Edifice Consulting, Inc. and NOVA
Engineering and Environmental, LLC met all proposal requirements and were
evaluated most responsive to the RFP; and,
WHEREAS, the initial term of the contracts shall 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
Contractors.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute an annual contract, with
Edifice Consulting, Inc. (Byron, GA) as the primary contractor and NOVA
Engineering and Environmental, LLC (Kennesaw, GA) as the secondary contractor,
for roofing consulting services on an as-needed basis. Funds will be budgeted
per fiscal year, as needed, for approved roofing projects.
_________________
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 said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett 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 D?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) DODGE CHARGER POLICE
PURSUIT VEHICLE FROM AKINS FORD LLC (WINDER, GA) IN THE AMOUNT OF $24,130.00.
WHEREAS, Akins Ford LLC was the awarded vendor for RFB No. 17-0022 to provide
twenty (20) Dodge Charger police pursuit vehicles per Resolution No. 404-16;
and,
WHEREAS, per the bid, the unit price of $24,130.00 is protected for additional
purchases made in the FY17 budget year (July 1, 2016 through June 30, 2017);
and,
WHEREAS, the vehicle is a replacement for a vehicle involved in an accident.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) Dodge Charger
police pursuit vehicle from Akins Ford LLC (Winder, GA) in the amount of
$24,130.00. Funds are budgeted in the FY17 Budget as follows: General Fund ?
Police ? Field Operations ? Automobiles; 0101-400-2300-FILD-7721.
_______________
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 said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett 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 E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE FINAL PAYMENT TO AT&T, IN THE AMOUNT OF,
$10,813.68, FOR THE PROVISION OF INTERNET SERVICES.
WHEREAS, Per RFP 16-0013, (Resolution #160-16), the City entered into a
contract with WOW! Business Solutions to provide Internet Services. The RFP
was required to replace the existing 50Mbps circuit (provided by AT&T) to a
minimum 1000Mbps circuit. The upgraded internet services would give the City
the ability to run complete systems from a secure cloud environment and perform
daily backup offsite for better continuity of service. Additionally, the new
internet service would also improve general performance of all web-based
services and eliminate the need for some of the other internet related services
procured by the City; and,
WHEREAS, AT&T, who at the time was the current Internet Service provider, was
one of the participants in the RFP process. However, since WOW! was the
successful vendor awarded the new contract, providing 2,000 Mbps, the I.T.
Department terminated the services provided by AT&T. This requested payment
will cover the final AT&T billing, with early termination fees applied,
totaling $10,813.68. Early termination actually saves CCG over $ 4,000.00 in
total cost & fees in the long-run.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make final payment to AT&T, in
the amount of, $10,813.68, for the provision of Internet Services. Funds are
budgeted in the FY17 Budget: General Fund ? Information Technology ?
Telephone; 0101 ? 210 ? 1000 ? ISS ? 6621.
_____________
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 said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett 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 F?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING PAYMENT TO DIAMOND DRUGS, INC., (PITTSBURGH, PA), IN
THE AMOUNT OF $31,111.64, FOR PHARMACY SERVICES UTILIZED FOR INMATES AT THE
MUSCOGEE COUNTY JAIL AND MUSCOGEE COUNTY PRISON. THIS PAYMENT WILL COVER
SERVICES PROVIDED DURING THE MONTHS OF FEBRUARY AND MARCH.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Diamond Drugs,
Inc., (Pittsburgh, PA), in the amount of, $31,111.64, for pharmacy services
utilized for inmates at the Muscogee County Jail and Muscogee County Prison.
This payment will cover services provided during the months of February and
March. Funds are budgeted in the FY17 Budget: ($23,812.28) General Fund ?
Sheriff ? Medical ? Pharmacy Services; 0101 ? 550 ? 2650 ? MEDD ? 6323; and
($7,299.36) General Fund ? MCP ? Warden ? Pharmacy Services; 0101- 420 ? 1000 ?
MCCI ? 6323.
_______________
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 said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett 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 G?
A RESOLUTION
NO.________
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH SOUTHDATA,
INC. (MOUNT AIRY, NC) to provide PRINTING AND MAILING SERVICES for THE MUSCOGEE
COUNTY BOARD OF TAX ASSESSORS, for REAL PROPERTY TAX MATTER NOTICES, PERSONAL
PROPERTY TAX MATTER NOTICES AND PERSONAL PROPERTY RETURNS.
WHEREAS, an RFP was administered (RFP No. 17-0015) and seven proposals were
received; and,
WHEREAS, the proposal submitted by SouthData, Inc. (Mount Airy, NC) met all
proposal requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the term of the contract shall be for two years, with the option to
renew for three additional twelve month period. 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 contract with
SouthData, Inc. (Mount Airy, NC) to provide printing and mailing services for
The Muscogee County Board of Tax Assessors. Funds are budgeted each fiscal
year for this ongoing expense: General Fund ? Boards and Commissions ? Tax
Assessor ? Contractual Services; 0101-290-1000-TAXA-6319.
__________________
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 said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett 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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