Agenda Item # 7
Columbus Consolidated Government
Council Meeting
March 8, 2011
Agenda Report # 611
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) EMPLOYEE CUSTOMER SERVICE TRAINING
It is requested that Council approve an annual contract with Columbus Technical
College, in the amount of $20,402.00, per year, to provide employee training
and development. The Contract term will be for one year, with the option to
renew for one additional 12-month period, without an increase in cost.
?Quality People Providing Quality Service? is the motto of Columbus
Consolidated Government. To ensure that this organization continues to
exemplify and practice this philosophy, excellent internal and external
customer service and continuous process improvements must be a mainstay of this
government.
The proposed training will include the following subject matter and modules:
Customer Service: (Conducted each week during the year)
Positive Work Ethics
Working Together
Communications
Multicultural Customers
Customer Service Face-to-Face
Telephone Skills
Classes will be held each Monday from 1:00 ? 3:45 p.m. at the Columbus
Consolidated Government Center.
Certified Customer Services Specialist Program:
Service Industry Business Environment
Customer Service Skills
Computer Technology
Business Skills
Personal Effectiveness
Certified Customer Services Specialist class will be held on Thursday?s twice
per month, from 8:00 ? 12:00 p.m. at the Columbus Consolidated Government
Center.
Columbus Technical Institute was selected, by Human Resources, because they
offered a comprehensive training package that included Customer Service
Training and Continuous Process Improvement. They have provided Customer
Training and Continuous Process Improvement training since October 2007. The
Contract term will be for one year, with the option to renew for one additional
12-month period, without an increase in cost.
Funds are budgeted each fiscal year for this ongoing service: General Fund ?
Human Resources - Contractual Services, 0101-220-1000-HRDR-6319.
* * * * * * * * *
(B) REAL ESTATE COMPUTER SYSTEM FOR CLERK OF SUPERIOR COURT
It is requested that Council approve the purchase of a real state computer
system from Tyler Technologies for the total amount of $325,190.00; and rescind
Resolution #209-10 which authorized a five-year lease/purchase agreement with
Tyler Technologies for a real estate computer system.
The purchase of a real estate computer system was a project submitted by the
Clerk of Superior Court to be purchased via Invitation for Bid #013006,
initiated by the National Joint Powers Alliance (NJPA). Tyler Technologies is
one of the successful vendors contracted to provide Administrative Software and
Related Services. The lease/purchase funding option was proposed by Tyler
Technologies as a means to replace the existing system; which the Clerk of
Superior Court had determined would be a cost savings to the City over the
existing vendor, as well as, provide much needed system features. While
progressing forward, it was determined the lease/purchase financing was through
a third party vendor and not Tyler Technologies. Although, the finance charges
by the third party vendor has been reduced since Resolution #209-10 was
approved; the interest rate charged was over 5%, and also included financing
the annual maintenance.
After much discussion with Tyler Technologies and the third party financing
company, it was determined, the best interest of the City would be best served
by an outright purchase of the system in lieu of a lease/purchase agreement
through a third party vendor. The outright purchase of the system will save
the City financing cost in the amount of $66,222.72
Funds are available in General Fund CIP Interest earnings.
* * * * * * * * *
(C) INMATE SUPPLIES (ANNUAL CONTRACT) - RFB NO. 11-0021
It is requested that Council approve the purchase of inmate supplies from Bob
Barker Company, Inc., Robinson Textile, Charm Tex, Elliott Apparel, and
Americare Products, Inc., for the estimated annual contract value of
$324,957.70. The supplies consist of mattresses, linen, clothing, toiletries
and dinnerware. The inmate supplies will be purchased by Muscogee County Jail
and Muscogee County Prison on an "as needed" basis.
The contract term will be for two years with the option to renew for three
additional twelve-month periods. Contract renewal will be contingent upon the
mutual agreement of the City and the Contractor.
Bid invitations were mailed to ninety vendors, and specifications were posted
on the web pages of the Purchasing Division and Georgia Procurement Registry.
Seventeen bids were received on November 17, 2010 from the following vendors:
Vinyl Products, Textile Sales, Inc., Carolina Textile OKI, Inc., Tabb Textile
Company, Inc., O.D. Taragin & Bro., LLC, Henry Shein, Inc., Georgia
Correctional Industries, Robinson Textile, Inc., Americare Products, Inc., ICS
Jail Supplies, Inc, Sale Mate, American Woolen, Company, Just In Trend,
Kimble?s Food by Design, Charm Tex, Elliott Apparel, Inc. and Bob barker. This
bid has been advertised, opened and reviewed. See the attached recommended
bidders per line item:
*American Woolen Company International, Inc., Carolina Textile OKI, Inc., Henry
Schein, Inc., ICS Jail Suppliers, Inc., O.D. Taragin & Bros, LLC, Tabb Textile
Company, Inc. and Textile Sales, Inc. failed to submit the following required
information: Acknowledgement of addendum #1, Product Literature and Company
Business License. Therefore, their bids were deemed incomplete.
Funds are budgeted each fiscal year for this ongoing expense: General Fund -
Muscogee County Jail - Operating Materials; 0101-550-2600-JAIL-6728; and
General Fund - Muscogee County Prison - Operating Materials and Prison
Clothing; 0101-420-1000-MCCI-6728 and 0101-420-1000-MCCI-6782.
* * * * * * * * * *
(D) WORKLOAD ASSESSMENT STUDY FOR SUPERIOR COURT
It is requested that Council approve payment to National Center for State
Courts (NCSC) in the amount of $55,000 to perform a workload assessment study
for Superior Court.
The study will assess operations related to case management and the impact of a
new Army division moving to the area to be conducted for the Superior Court
Judges and the Office of the Clerk of Superior Court. The assessment is vital
to the judicial branch?s ability to store and report information and will
contribute to improved justice coordination, responsiveness, cost reduction and
quality of internal court processes.
The National Center for State Courts (NCSC) is an independent, nonprofit court
improvement organization founded as a clearinghouse for research information
and comparative data to support improvement in judicial administration in state
courts. All of NCSC's services: research, information services, education,
and consulting are focused on helping courts plan, make decisions, and
implement improvements that save time and money, while ensuring judicial
administration that supports fair and impartial decision making.
The Clerk of Superior Court was awarded a Grant from the State Justice
Institute in the amount of $50,000, with a local match of $5,000. The City
will pay the vendor and be reimbursed $50,000 by the State Justice Institute.
Funds are available in the FY11 Budget: Multi-Government Project Fund ?
Superior Court ? State Justice Institute Grant ? Contractual Services;
0216-500-3320-SJIG-6319.
* * * * * * * * * *
(E) REIMBURSEMENT PAYMENT TO COLUMBUS SPORTS COUNCIL
It is requested that Council authorize reimbursement to The Columbus Sports
Council in the amount of $36,888.00 to cover the City?s half of the payment to
renovate the fields at South Commons.
The Sports Council hired Grant Environmental to renovate one field as a test to
see if it was feasible to continue with the project. The Sports Council was
satisfied with the results and wishes to partner with the City, utilizing the
same vendor to renovate the remaining fields. Grant Environmental has
successfully completed other field renovations for the City.
The remaining fields must be renovated due to rule changes which require moving
the bases from 65' bases to 70' bases. The new requirement involves moving the
radius back on the fields and an additional amount of infield mix. The total
cost to renovate all the fields is $73,776.00. In partnership with the City,
The Sports Council is willing to pay the vendor the total cost, and receive
reimbursement from the City for half of the cost.
Funds are budgeted in the FY11 Budget: Special Projects - Capital Projects
Fund ? Capital Projects ? General Fund Supported Capital Projects ? Capital
Expenditures ? Contractual Services; 0508 ? 660 ?1000 ? CPGF ? 6319 ?
22924-20110.
?ITEM A?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING AN ANNUAL CONTRACT WITH COLUMBUS TECHNICAL COLLEGE TO
PROVIDE EMPLOYEE CUSTOMER SERVICE TRAINING IN THE ESTIMATED ANNUAL AMOUNT OF
$20,402.00.
WHEREAS, ?Quality People Providing Quality Service? is the motto of Columbus
Consolidated Government. To ensure that this organization continues to
exemplify and practice this philosophy, excellent internal and external
customer service and continuous process improvements must be a mainstay of this
government; and,
WHEREAS, the proposed training will include the following: Customer Service
Training for Orientation, and Certified Customer Service Specialist Training;
and,
WHEREAS, the Contract term will be for one year, with the option to
renew for one additional 12-month period without an increase in cost.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to enter into an annual contract
with Columbus Technical College Institute to provide employee customer service
training in the estimated annual amount of $20,402.00. Funds are budgeted each
fiscal year for this ongoing service: General Fund ? Human Resources -
Contractual Services, 0101-220-1000-HRDR-6319.
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2011 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 A REAL ESTATE COMPUTER FROM TYLER
TECHNOLOGIES FOR THE TOTAL AMOUNT OF $325,190.00; AND RESCIND RESOLUTION
#209-10 WHICH AUTHORIZED A FIVE-YEAR LEASE/PURCHASE AGREEMENT WITH TYLER
TECHNOLOGIES FOR A REAL ESTATE COMPUTER SYSTEM.
WHEREAS, Resolution #209-10 approved the lease/purchase of a real estate
computer system from Tyler Technologies; and,
WHEREAS, while progressing forward, it was determined the lease/purchase
financing was through a third party vendor and not Tyler Technologies; and,
WHEREAS, after much discussion with Tyler Technologies and the third party
financing company, it was determined the best interest of the City would be
served by an outright purchase of the system in lieu of a lease/purchase
agreement through a third party vendor. The outright purchase of the system
will save the City financing cost in the amount of $66,222.72
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
Part I
Resolution #209-10 is hereby rescinded.
Part II
That the City Manager is hereby authorized to purchase a real state
computer from Tyler Technologies for the total amount of $325,190.00. Funds
are available in General Fund CIP Interest earnings.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2011 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 PURCHASE OF INMATE SUPPLIES FROM BOB BARKER
COMPANY, INC., ROBINSON TEXTILE, CHARM TEX, ELLIOTT APPAREL, AND AMERICARE
PRODUCTS, INC., FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $324,957.70.
WHEREAS, the supplies consist of mattresses and linen, clothing, toiletries and
dinnerware, and will be purchased by Muscogee County Jail and Muscogee County
Prison on an "as needed" basis; and,
WHEREAS, the contract term will be for two years with the option to renew for
three additional twelve-month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase inmate supplies from Bob
Barker Company, Inc., Robinson Textile, Charm Tex, Elliott Apparel, and
AmerCare Products, Inc., for the estimated annual contract value of
$324,957.70. Funds are budgeted each fiscal year for this ongoing expense:
General Fund - Muscogee County Jail - Operating Materials;
0101-550-2600-JAIL-6728; and General Fund - Muscogee County Prison - Operating
Materials and Prison Clothing; 0101-420-1000-MCCI-6728 and
0101-420-1000-MCCI-6782.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2011 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 PAYMENT TO NATIONAL CENTER FOR STATE COURTS (NCSC) IN
THE AMOUNT OF $55,000.00 TO PERFORM A WORKLOAD ASSESSMENT STUDY FOR SUPERIOR
COURT.
WHEREAS, the study will assess operations related to case management and the
impact of a new Army division moving to the area to be conducted for the
Superior Court Judges and the Office of the Clerk of Superior Court. The
assessment is vital to the judicial branch?s ability to store and report
information and will contribute to improved justice coordination; and,
WHEREAS, the National Center for State Courts (NCSC) is an independent,
nonprofit court improvement organization founded as a clearinghouse for
research information and comparative data to support improvement in judicial
administration in state courts. All of NCSC's services: research, information
services, education, and consulting are focused on helping courts plan, make
decisions, and implement improvements that save time and money, while ensuring
judicial administration that supports fair and impartial decision making.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to National
Center for State Courts (NCSC) in the amount of $55,000.00 to perform a
workload assessment study for Superior Court. The Clerk of Superior Court was
awarded a Grant from the State Justice Institute in the amount of $50,000, with
a local match of $5,000. The City will pay the vendor and be reimbursed the
$50,000 by the State Justice Institute. Funds are available in the FY11
Budget: Multi-Government Project Fund ? Superior Court ? State Justice
Institute Grant ? Contractual Services; 0216-500-3320-SJIG-6319.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2011 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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 REIMBURSEMENT TO THE COLUMBUS SPORTS COUNCIL IN THE
AMOUNT OF $36,888.00 TO COVER THE CITY?S HALF OF THE PAYMENT TO RENOVATE THE
FIELDS AT SOUTH COMMONS.
WHEREAS, the Sports Council hired Grant Environmental to renovate one field as
a test to see if it was feasible to continue with the project. The Sports
Council was satisfied with the results and wishes to partner with the City,
utilizing the same vendor to renovate the remaining fields; and,
WHEREAS, Grant Environmental has successfully completed other field renovations
for the City; and,
WHEREAS, the remaining fields must be renovated due to rule changes which
require moving the bases from 65' bases to 70' bases. This new requirement
involves moving the radius back on the fields and an additional amount of
infield mix. The total cost to renovate all the fields is $73,776.00. In
partnership with the City, The Sports Council is willing to pay the vendor the
total cost, and receive reimbursement from the City for half of the cost.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to reimburse The Columbus
Sports Council in the amount of $36,888.00 to cover the City?s half of the
payment to renovate the fields at South Commons. Funds are budgeted in the
FY11 Budget: Special Projects - Capital Projects Fund ? Capital Projects ?
General Fund Supported Capital Projects ? Capital Expenditures ? Contractual
Services; 0508 ? 660 ?1000 ? CPGF ? 6319 ? 22924-20110.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2011 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel 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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