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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