Columbus, Georgia

Georgia's First Consolidated Government

Post Office Box 1340
Columbus, Georgia, 31902-1340
(706) 653-4013
fax (706) 653-4016

Council Members

Agenda Item #__2____



Columbus Consolidated Government

Council Meeting



January 8, 2008



Agenda Report #_222__



TO: Mayor and Councilors



SUBJECT: Purchase Authorizations



INITIATED BY: Finance Department

________________________________________________________________________________

_____





(A) MAGNETIC TAPE BACK-UP SYSTEM FOR E911



It is requested that Council approve the purchase of an IBM Magnetic Tape

Back-up System from IBM/Cpak (Lagrange, Georgia) in the amount of $47,857.32.



The system includes: IBM BladeCenter HS21 Server, IBM Tivoli Storage Manager

Software and License, IBM 3573 Magnetic Tape Library System, as well as,

installation and Set-up Services. The back-up system is required for the E911

CAD Project.



IBM/Cpak is the sole provider of IBM equipment and software. Therefore, the

vendor is considered the only known source for this purchase, per the

Procurement Ordinance.



Funds are budgeted in the FY08 Budget as follows: $21,498.72 is budgeted in

the Emergency Telephone Fund ? Police ? E911- Computer Equipment,

0209-400-3220-E911-7751; and $26,358.60 is budgeted in the Emergency Telephone

Fund ? Police ? E911 ? Computer Software; 0209-400-3220 - E911-6713.



* * * * * * * *



(B) UPGRADE OF THE ADVANTAGE FINANCIAL AND HUMAN RESOURCES SYSTEMS



It is requested that Council approve the amendment to the software lease

agreement with CGI-AMS, Inc., (AMS) to provide conversion and implementation

services for the upgrade of the Financial and Human Resources systems to

ADVANTAGE? 3.7.01 software in the amount of $183,600.00 (which equates to 1,020

hours @ $180 per hour).



In 1994 Council approved the procurement and implementation of the 2.0 version

of the software package, per Resolution #548-94. ADVANTAGE 3.7.01 is the new

release of the current software used by Finance and Human Resources. The new

release encompasses Financial Management, Procurement and Human Resource

Management. The conversion and implementation services include: possible

on-site and off-site technical and functional support, training,

troubleshooting, and reimbursable expenses. ADVANTAGE 3.7.01 provides

enhancements that increases the flexibility of the system and makes the system

more user-friendly.



Funds are budgeted in the FY08 Budget as follows: Special Projects ? Capital

Projects ? General Fund Supported ? Consulting ? LGFS/GHRS Conversion;

0508-660-1000-6315- CPGF - 22187-20070



* * * * * *



C. INITIAL COMPREHENSIVE STUDY FOR COLUMBUS RAIL YARD RELOCATION STUDY ?

RFP NO. 07-0016



It is requested that Council authorize the execution of a negotiated contract

with ENSR to provide an initial comprehensive study for Columbus rail yard

relocation. The comprehensive study will characterize all relevant aspects and

requirements to facilitate and develop a project to relocate the existing rail

yard on the east boundary of Columbus, Georgia?s Central Business district

(CBD). Such a relocation has been contemplated a number of times during the

last 100 years to fulfill a variety of commercial and public revenue

opportunities envisioned by the downtown community and Consolidated Government,

and to reduce several perceived potential threats to public safety associated

with continuing extensive rail operations downtown. Projected growth of the

next few years is likely to increase the value of these opportunities.

Similarly, such growth is likely to increase the level of public risk if no

relocation is selected.



This study is intended to characterize the current status of the site and its

operations, characterize the position of the owner and all appropriate

stakeholders, and to frame strategies to finance and implement steps to (1)

relocate the rail yard to a new, functional site in the region, and (2) prepare

and transfer the property to developers. The comprehensive analysis will

include these tasks:



A. Evaluate rail traffic demand and trends,

B. Analyze transportation route alignment of the larger region with respect to

current Norfolk Southern strategic plans in the Southeastern US,

C. Evaluate local transportation alignments and railway/roadway conflicts,

D. Identify and preliminarily assess alternative locations and rail alignments

for the rail yard,

E. Assess costs of a relocated rail yard,

F. Develop a feasible bridge plan for minimizing service interruptions during

relocation of the rail yard,

G. Identify and evaluate potential redevelopments for the existing 88-acre site

and project economic impact; and,

H. Compare projected post development revenues against capital expended on

selected options.



The selected Firm shall work with and facilitate input from several primary

stakeholders, including the Owner (Norfolk Southern Railroad), the Georgia

Department of Transportation (GDOT), the Georgia Environmental Protection

Division (GA EPD), and Columbus Consolidated Government.



Requests for proposals were mailed to one hundred and ninety-two vendors. This

RFP has been advertised and posted on the City?s website. Three proposals were

received on June 7, 2007:



ENSR (Norcross, GA)

Jordan, Jones & Goulding (Norcross, GA)

URS (Atlanta, GA)



The proposals were reviewed by the Evaluation Committee, which consisted of

representatives from the Planning Department and Columbus Chamber of Commerce.



The City?s Procurement Ordinance, Article 3-111, Architectural/Engineering and

Land Surveying Services, governs the RFP process. This process insures the

City obtains the most qualified offeror to provide the equipment, supplies

and/or services required. 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 highest-ranked, responsive offeror.

Evaluation results and cost information have been submitted to the City Manager

in a separate memo for information purposes.



Funding will be provided by a grant from the Georgia Department of

Transportation ($215,000). The grant requires a twenty percent (20%) match,

which is the responsibility of the Chamber of Commerce ($53,750). Funding

sources will be available and determined at a later date.



* * * * * *



(D) DEBT COLLECTION SERVICES (ANNUAL CONTRACT) ? RFP NO 08-0011



It is requested that Council approve the contract with NCO Financial Systems,

Inc., to provide debt collection services on an ?as needed basis?. This

service will maximize collections of delinquent account receivables, using the

highest professional standards. The services will be utilized for, but not

limited to, Landfill Collections, Parking, False Alarms, Ambulance, Demolition

Liens, etc.



The Contractor will provide the following:

1. Meet account receivable management demands and collections objectives.

2. Provide automatic time and date-stamp accounts with a user code for tracking

purposes and management review.

3. Provide clear audit trails are created and maintained automatically.

4. Maintain productivity and accountability are documentation.

5. Provide electronic and/or hardcopy versions of all necessary reports on a

daily, weekly, and monthly basis.

6. Provide regular posting of client results, reports, and files to client FTP

sites.

7. Provide an internal lockbox/automated remittance processing system in

production.

8. Provide internal audit function that is administratively accountable to the

executive vice president and chief financial officer of the corporation on a

day-to-day basis and to the Audit Committee on an overview basis. The internal

audit function is to independently examine and evaluate the ongoing control

process of the organization and provide recommendations for improvement.

9. Provide collection letters that are an integral and effective component of

the recovery process.

10. Handle all disputes with professionalism, respect for customer rights, and

emphasis on resolving any peripheral issues so the collection process may

continue.



The 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.



The RFP invitations were mailed and specifications were posted on the City?s

website. The RFP has been advertised, opened and evaluated. Seven proposals

were received, November 16, 2007, from the following offerors:



NCO Financial Systems, Inc. (Horsham, PA)

Professional Placement Services (Snellville, GA)

Pra Government Services d/b/a Revenue Discovery Systems (Birmingham, AL)

Mercantile Adjustment Bureau (Rochester, NY)

Credit Service Company (Colorado Springs, CO)

Penn Credit Corp. (Harrisburg, PA)

Municipal Services Bureau (Austin, TX)



The proposals were reviewed by the Evaluation Committee members, which

consisted of representatives from Public Services, METRA, and Fire/EMS.

Representatives from the City Manager?s Office and Finance Department served in

advisory positions and were not voting members.



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 and cost information have

been submitted to the City Manager in a separate memo for information

purposes.



Funds will be deposited into Revenue Account.



* * * * * *



(E) PROFESSIONAL NEGOTIATING CONSULTANT SERVICES (ANNUAL CONTRACT) ? RFP NO.

08-0013



It is requested that Council approve the contracts with Paul Garrett and

Moreland Altobelli Associates for professional negotiating consultant services.



The services are needed to provide Columbus Consolidated Government with

professional negotiating consultant services for right-of-way acquisitions in

accordance with state and federal requirements. Services performed under this

contract may include, but not limited to, acquisition of all real estate,

negotiation, preparation of condemnation information and settlements on an ?as

needed basis?. The contract will be awarded utilizing each vendor based on the

size of the project, vendor?s availability and expertise or experience level of

the services required.



The term of contract shall be for two years, with the option to renew for three

additional twelve-month periods. Contract renewal is contingent upon the

mutual agreement of the City and the Contractor.



The RFP specifications were posted on the City?s website. The RFP has been

advertised, opened and evaluated. Two proposals were received, November 2,

2007, from the following offerors:



Paul Garrett (Thomaston, GA)

Moreland Altobelli Associates (Norcross, GA)



The proposals were reviewed by the Evaluation Committee members, which

consisted of representatives from Planning, Engineering and Transportation

Planning. A representative from Transportation Planning served in advisory

position and was not voting member.



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. Cost information has been submitted to the

City Manager in a separate memo for information purposes.



Funds will be budgeted each fiscal year for this on-going expense: Capital

Projects-Paving Supported, Professional Services, various projects;

0508-660-3000-CPPF-6311; 1999 SPLOST Sales Tax Supported ? Professional

Services, various projects, 0540-695-2126-TXRB-6311.

?ITEM A?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE PURCHASE OF AN IBM MAGNETIC TAPE BACK-UP SYSTEM

FROM IBM/CPAK (LAGRANGE, GEORGIA) IN THE AMOUNT OF $47,857.32.



WHEREAS, The system includes: IBM BladeCenter HS21 Server, IBM Tivoli Storage

Manager Software and License, IBM 3573 Magnetic Tape Library System, as well

as, installation and Set-up Services. The back-up system is required for the

E911 CAD Project; and,



WHEREAS, IBM/Cpak is the sole provider of IBM equipment and software.

Therefore, the vendor is considered the only known source for this purchase,

per the Procurement Ordinance.



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



That the City Manager is hereby authorized to purchase an IBM Magnetic Tape

Back-up System from IBM/Cpak (Lagrange, Georgia) in the amount of $47,857.32.

Funds are budgeted in the FY08 Budget as follows: $21,498.72 is budgeted in

the Emergency Telephone Fund ? Police ? E911- Computer Equipment,

0209-400-3220-E911-7751; and $26,358.60 is budgeted in the Emergency Telephone

Fund ? Police ? E911 ? Computer Software; 0209-400-3220 - E911-6713.

______________



Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of ____________, 2008 and adopted at said meeting by the

affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.







_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor

?ITEM B?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE AMENDMENT TO THE SOFTWARE LEASE AGREEMENT WITH

CGI-AMS, INC., (AMS) TO PROVIDE CONVERSION AND IMPLEMENTATION SERVICES FOR THE

UPGRADE OF THE FINANCIAL AND HUMAN RESOURCES SYSTEMS TO ADVANTAGE? 3.7.01

SOFTWARE IN THE AMOUNT OF $183,600.00 (WHICH EQUATES TO 1,020 HOURS @ $180 PER

HOUR).



WHEREAS, in 1994 Council approved the procurement and implementation of the 2.0

version of the software package, per Resolution #548-94. ADVANTAGE 3.7.01 is

the new release of the current software used by Finance and Human Resources.

The new release encompasses Financial Management, Procurement and Human

Resource Management. The conversion and implementation services include:

possible on-site and off-site technical and functional support, training,

troubleshooting, and reimbursable expenses; and,



WHEREAS, ADVANTAGE 3.7.01 provides enhancements that increases the flexibility

of the system and makes the system more user-friendly.



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



That the City Manager is hereby authorized to amend the software lease

agreement with CGI-AMS, Inc., (AMS) to provide conversion and implementation

services for the upgrade of the Financial and Human Resources systems to

ADVANTAGE? 3.7.01 software in the amount of $183,600.00 (which equates to 1,020

hours @ $180 per hour). Funds are budgeted in the FY08 Budget as follow:

Special Projects ? Capital Projects ? General Fund Supported ? Consulting ?

LGFS/GHRS Conversion; 0508-660-1000-6315- CPGF-22187-20070

______________



Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of _________ ___, 2008 and adopted at said meeting by

the affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor



?ITEM C

A RESOLUTION



NO.__________





A RESOLUTION AUTHORIZING THE EXECUTION OF A NEGOTIATED CONTRACT WITH ENSR TO

PROVIDE AN INITIAL COMPREHENSIVE STUDY FOR COLUMBUS RAIL YARD RELOCATION.





WHEREAS, an RFP was administered (RFP No. 08-0016) and three proposals were

received; and,



WHEREAS, the proposal submitted by ENSR., met all proposal requirements

and is deemed most responsive to the RFP.



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



That the City Manager is hereby authorized to execute a negotiated

contract with ENSR to provide an initial comprehensive study for Columbus rail

yard relocation. Funding will be provided by a grant from the Georgia

Department of Transportation ($215,000). The grant requires a twenty percent

(20%) match, which is the responsibility of the Chamber of Commerce ($53,750).

Funding sources will be available and determined at a later date.

_________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of ____________, 2008 and adopted at said meeting by the

affirmative vote of _________ members of said Council.





Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.









_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor



?ITEM D?



A RESOLUTION



NO.__________





A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH NCO FINANCIAL

SYSTEMS, INC., TO PROVIDE DEBT COLLECTION SERVICES.



WHEREAS, an RFP was administered (RFP No. 08-0011) and seven proposals were

received; and,



WHEREAS, the proposal submitted by NCO Financial Systems, Inc., met all

proposal requirements and is deemed most responsive to the RFP.



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



That the City Manager is hereby authorized to execute a contract with NCO

Financial Systems, Inc., to provide Debt Collection Services. Funds will be

deposited into a Revenue Account



___________________



Introduced at a regular meeting of the Council of Columbus, Georgia, held

the _________ day of ____________, 2008 and adopted at said meeting by the

affirmative vote of _________ members of said Council.





Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.









_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor



?ITEM E?



A RESOLUTION



NO.______



A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH PAUL GARRETT

AND MORELAND ALTOBELLI ASSOCIATES FOR PROFESSIONAL NEGOTIATING CONSULTANTS

SERVICES ON AN ?AS NEEDED BASIS?.



WHEREAS, an RFP was administered (RFP No. 08-0013) and two proposals were

received; and,



WHEREAS, the proposals submitted by Paul Garrett and Moreland Altobelli

Associates, met the requirements and were evaluated responsive to the RFP; and,



WHEREAS, the term of contract shall 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 execute a contract with

Paul Garrett and Moreland Altobelli Associates for professional negotiating

consultant services on an ?as needed basis?. Funds will be budgeted each

fiscal year for this on-going expense: Capital Projects-Paving Supported,

Professional Services, various projects; 0508-660-3000-CPPF-6311; 1999 SPLOST

Sales Tax Supported ? Professional Services, various projects,

0540-695-2126-TXRB-6311.

_________________________________________





Introduced at a regular meeting of the Council of Columbus, Georgia, held the

_________ day of ____________, 2008 and adopted at said meeting by the

affirmative vote of _________ members of said Council.





Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Baker voting __________.

Councilor Barnes voting __________.

Councilor Davis voting .

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





_______________________________ _____________________________

Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor

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