Agenda Item # 6
Columbus Consolidated Government
Council Meeting
September 24, 2013
Agenda Report # 35
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) CHANGE ORDER 2 FOR PEDESTRIAN BRIDGE PAINTING PROJECT ? RFB NO. 12-0032
It is requested that Council authorize the execution of Change Order 2 with
Cline Service Corporation (Columbus, GA) in the amount of $215,000.00 for the
Pedestrian Bridge Painting Project.
Per Resolution No. 48-12, Council authorized the Cline Service Corporation to
repair, paint and install new fencing on the Buena Vista Road Pedestrian Bridge
and the South Lumpkin Road Pedestrian Bridge. The contract amount for this work
was $207,500.00: the cost included $90,500 for the South Lumpkin Road
Pedestrian Bridge, $97,000.00 for the Buena Vista Road Pedestrian Bridge and a
$20,000.00 allowance for concrete repairs to stem walls and welding of
structural members.
All of the contract amount except for an allowance of $20,000.00 for structural
repair work was dedicated to cleaning and re-painting the structure and
replacing all protective chain link fencing. The work began at the Buena Vista
Road Bridge and as soon as the bridge span was relocated to the ground for
repairs and the fencing was removed, the architect, engineers and contractor
began to examine the structural bridge members.
It was determined early during the renovation that the $20,000.00 allowance
would not be sufficient to ensure all bridge members were sufficiently
connected. It wasn't until the contractor began work cleaning, scraping and
testing the existing welds at the structural member joints that it was
determined by the architect, engineers and contractor that the given allowance
was not adequate for covering all the expected repairs.
Hundreds of existing member joints had to be re-welded because they had
partially rusted and weakened to the point that many areas were very thin. It
was determined by the renovation team that all joints were to be examined and
repaired with new welded joints, if necessary. Furthermore it was determined
that additional structural members needed to be added to areas of the bridge
towers and span. All this additional work for the Buena Vista Road Bridge was
performed at a cost of $118,641.25.
The entire work required to clean, paint and replace fencing, and to bring the
Buena Vista Road Bridge to an acceptable stage and deemed safe, required a
total expenditure of $215,641.25. Although this amount exceeded the original
expected repair cost of $97,000.00, it was still far less than the cost of
replacing the bridge at an estimate of $700,000.00 to $1 million. The
Engineering Department believes that since the South Lumpkin Bridge is of the
same nature as the Buena Vista Bridge, the renovation cost should be
approximately the same price. The Engineering Department believes that this
type of work is best addressed by the 'time and material' cost method since one
does not know the exact repair requirements until the contractor exposes all
jointing areas.
The Engineering Department is respectfully requesting that City Council
authorize Cline Service Corporation to undertake renovation work on the South
Lumpkin Road Bridge in a manner similar to the work performed on the Buena
Vista Road Bridge.
Document Description Amount
Original Contract Pedestrian Bridges at Buena Vista Road and South Lumpkin Road (The
entire contract amount was expended on the Buena Vista Road Pedestrian Bridge.)
207,500.00
Change Order 1 Additional welding to close holes or strengthen connections for
structural member connections, and welding steel members to the structure for
additional strength. 8,141.25
Change Order 2 Renovate the South Lumpkin Road Bridge in a manner similar to the
work performed on the Buena Vista Road Bridge. 215,000.00
New Contract Amount $430,641.25
Funds are budgeted in the FY14 Budget: 1999 SPLOST Road/Bridge/Street ? Road
Construction ? Pedestrian Bridges; 0540-695-2126-TXRB-7641-53035-20120.
**********
(B) WORKERS? COMPENSATION CLAIM MANAGEMENT SERVICES (ANNUAL CONTRACT ?
RFP NO. 13-0035)
It is requested that Council authorize the negotiation and execution of a
contract with USIS/AmeriSys (Dunwoody, GA) to provide workers? compensation
claim management services for the City?s workforce of approximately 2,750
employees in various occupations, ranging from Public Safety to Field Force to
Administrative positions.
The Contractor must provide complete system integration and coordination to
provide all core workers? compensation program services, including medical
management and claims administration, as follows:
1. Administrative services
2. Claims services
3. First Notice of Injury services
4. Loss statistic services
5. Managed Care Organization (MCO) services to include:
a. Network access and development services
b. Triage
c. Telephonic case management and (when appropriate , site case management)
d. Pharmaceutical benefit management services
e. Communicable disease management program services
f. Utilization review
i. Medical bill review and audit services
ii. Pre-certification
iii. Concurrent and retrospective review
g. Peer-to-peer review
6. Workers? Compensation excess placement assistance
7. Loss Control services
Other services include: collaborating with the City?s manager of workers?
compensation services to reach settlement of claims in appropriate
circumstances, to assist in selection of defense counsel, providing loss
control, assistance in excess coverage access, and assistance with required
State reporting.
The term of this contract shall be for two years, with the option to renew for
three (3) additional twelve-month periods. Contract renewal will be contingent
upon the mutual agreement of the City and the Contractor.
Request for proposal invitations were mailed to twenty-eight vendors and
specifications were posted on the City?s website, Georgia Procurement Registry
and DemandStar. The RFP has been advertised, opened and evaluated. Proposals
were received on July 19, 2013 from the following nine offerors:
USIS/AmeriSys (Dunwoody, GA)
Collins & Company, Inc. (Chattanooga, TN)
PMA Management Corp. (Atlanta, GA)
TriStar Insurance Group (Atlanta, GA)
Marsh USA-ACCG (Atlanta, GA)
Alternative Service Concepts (Nashville, TN)
Companion 3rd Party Administrators (Columbia, SC)
Underwriter Safety & Claims (Savannah, GA)*
AMTrust North America (Duluth, GA)*
*The Evaluation Committee reviewed the proposals from Underwriter Safety &
Claims and AmTrust North America, and based on the information contained,
unanimously deemed their proposals non-responsive. Both vendors were notified
in writing.
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from Fire/EMS, Public Works and Finance Departments.
Representatives from the Civic Center, Engineering, Police Department, and the
Risk Manager served in an advisory capacity.
The RFP process is governed by the City?s Procurement Ordinance, Articles
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 or the RFP
specifications may be re-advertised.
Evaluation results and pricing information have been submitted to the City
Manager in a separate memo for information purposes.
The City expends approximately $1,200,999 for workers? compensation per year.
Funds will be budgeted each fiscal year for this on going expense: Risk
Management Int Serv ? Human Resources ? Workers Compensation ? Contractual
Services, 0860-220-3820-WCOM-6319.
**********
(C) E911 COMPUTER AIDED DISPATCH (CAD) SYSTEM AND AIRMOBILE ANNUAL
SOFTWARE LICENSE MAINTENANCE AND SUPPORT
It is requested that Council authorize payment to Motorola Solutions (Atlanta,
GA) in the amount of $353,673.00 for Computer Aided Dispatch (CAD) System and
AirMobile software license maintenance and support, covering the period from
July 1, 2013 through June 30, 2014.
The Police Department (through the 911 Center), Marshal?s Office and Sheriff?s
Office uses the Motorola Computer Aided Dispatch System and the Airmobile
System to dispatch the various Public Safety Units throughout the City, as they
are needed. This equipment is a critical part of Public Safety communications
system. It has, since the initial warranty expired, been covered by a
comprehensive 24/7/365 maintenance agreement with Motorola in order to assure
rapid and accurate repairs and minimal down time.
All of the software was developed by Motorola and is proprietary in nature.
Therefore, the vendor is considered an Only Known Source, per Section 3-114 of
the Procurement Ordinance.
Funds are budgeted in the FY14 Budget: Emergency Telephone Fund ? Police ?E911
? Service Contracts, 0209-400-3220-E911-6513.
?ITEM A?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING CHANGE ORDER 2 WITH CLINE SERVICE CORPORATION
(COLUMBUS, GA) IN THE AMOUNT OF $215,000.00 FOR THE PEDESTRIAN BRIDGE PAINTING
PROJECT.
WHEREAS, per Resolution No. 48-12, Council authorized the Cline Service
Corporation to repair, paint and install new fencing on the Buena Vista Road
Pedestrian Bridge and the South Lumpkin Road Pedestrian Bridge. The contract
amount for this work was $207,500.00: the cost included $90,500 for the South
Lumpkin Road Pedestrian Bridge, $97,000.00 for the Buena Vista Road Pedestrian
Bridge and a $20,000.00 allowance for concrete repairs to stem walls and
welding of structural members; and,
WHEREAS, the work began at the Buena Vista Road Bridge and as soon as the
bridge span was relocated to the ground for repairs and the fencing was
removed, the architect, engineers and contractor began to examine the
structural bridge members; and,
WHEREAS, hundreds of existing member joints had to be re-welded because they
had partially rusted and weakened to the point that many areas were very thin.
It was determined by the renovation team that all joints were to be examined
and repaired with new welded joints, if necessary. Furthermore it was
determined that additional structural members needed to be added to areas of
the bridge towers and span. All this additional work for the Buena Vista Road
Bridge was performed at a cost of $118,641.25. The entire work required to
clean, paint and replace fencing, and to bring the Buena Vista Road Bridge to
an acceptable stage and deemed safe, required a total expenditure of
$215,641.25; and,
WHEREAS, the Engineering Department is respectfully requesting that City
Council authorize Cline Service Corporation to undertake renovation work on the
South Lumpkin Road Bridge in a manner similar to the work performed on the
Buena Vista Road Bridge.
Document Description Amount
Original Contract Pedestrian Bridges at Buena Vista Road and South Lumpkin Road (The
entire contract amount was expended on the Buena Vista Road Pedestrian Bridge.)
207,500.00
Change Order 1 Additional welding to close holes or strengthen connections for
structural member connections, and welding steel members to the structure for
additional strength. 8,141.25
Change Order 2 Renovate the South Lumpkin Road Bridge in a manner similar to the
work performed on the Buena Vista Road Bridge. 215,000.00
New Contract Amount $430,641.25
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute Change Order 2
with Cline Service Corporation (Columbus, GA) in the amount of $215,000.00 for
the Pedestrian Bridge Painting. Funds are budgeted in the FY14 Budget: 1999
SPLOST Road/Bridge/Street ? Road Construction ? Pedestrian Bridges;
0540-695-2126-TXRB-7641-53035-20120.
_____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________, 2013 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 NEGOTIATION AND EXECUTION OF AN ANNUAL
CONTRACT WITH USIS/AMERISYS (DUNWOODY, GA) TO PROVIDE WORKERS? COMPENSATION
CLAIM MANAGEMENT SERVICES.
WHEREAS, an RFP was administered (RFP 13-0035) and proposals were received from
nine offerors; and,
WHEREAS, the proposal submitted by USIS/AmeriSys met all proposal
requirements and was evaluated most responsive to the RFP.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to negotiate and execute an
annual contract with USIS/AmeriSys (Dunwoody, GA) to provide workers?
compensation claim management services. Funds will be budgeted each fiscal
year for this on going expense: Risk Management Int Serv ? Human Resources ?
Workers Compensation ? Contractual Services, 0860-220-3820-WCOM-6319.
_________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ______________, 2013 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 PAYMENT TO MOTOROLA SOLUTIONS (ATLANTA, GA), IN
THE AMOUNT OF $353,673.00, FOR COMPUTER AIDED DISPATCH (CAD) SYSTEM AND
AIRMOBILE SOFTWARE LICENSE MAINTENANCE AND SUPPORT, COVERING THE PERIOD FROM
JULY 1, 2013 THROUGH JUNE 30, 2014.
WHEREAS, the Police Department (through the 911 Center), Marshal?s Office
and Sheriff?s Office uses the Motorola Computer Aided Dispatch System and the
Airmobile System to dispatch the various Public Safety Units throughout the
City, as they are needed; and,
WHEREAS, this equipment is a critical part of Public Safety
communications system. It has, since the initial warranty expired, been
covered by a comprehensive 24/7/365 maintenance agreement with Motorola in
order to assure rapid and accurate repairs and minimal down time; and,
WHEREAS, all of the software and equipment was developed by Motorola
and is proprietary in nature. Therefore, the vendor is considered an Only
Known Source, per Section 3-114 of the Procurement Ordinance.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola
Solutions (Atlanta, GA), in the amount of $353,673.00, for Computer Aided
Dispatch (CAD) System and AirMobile software license maintenance and support,
covering the period from July 1, 2013 through June 30, 2014. Funds are
budgeted in the FY14 Budget: Emergency Telephone Fund ? Police ?E911 ? Service
Contracts, 0209 - 400 - 3220 - E911 - 6513.
_____________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________________, 2013 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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