Agenda Item #______
Columbus Consolidated Government
Council Meeting
June 4, 2019
Agenda Report #_____
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) CONTRACT AMENDMENT FOR NEOGOV APPLICATION MANAGEMENT TRACKING SYSTEM
It is requested that Council approve the contract amendment with
Governmentjobs.com Inc., d/b/a NEOGOV (El Segundo, CA), to add E-Forms and
OnBoard Bundle software modules for the annual subscription fee of $36,031.50,
plus a one-time fee of $12,000 for set-up and implementation; as well as,
approve the updated annual subscription fee for the current Application
Management Tracking system module in the amount of $18,357.49. The contract
term will be for 36 months beginning in FY20. The Annual Subscription Fees
shall increase up to five (5) percent from the previous term for the first two
(2) renewal terms.
Per Resolution #221-18, Council approved the contract with NEOGOV to provide an
application management tracking system. NEOGOV is the nation?s largest cloud
software for Human Resources in government and education, allowing job seekers
to quickly apply online for current vacancies or sign up for new openings that
become available. Using the NEOGOV technology, HR and department managers can
access online records to expedite hiring and provide greater accountability
when selecting new employees. NEOGOV streamlines the job search and
application process for job seekers and allows hiring managers to more
effectively create minimum qualifications to sort through a pool of applicants.
Human Resources is requesting to add two Neogov modules to the existing Neogov
Insight Application Management System. The two modules are Onboarding module
and E-Forms module. These two modules provide an opportunity to electronically
onboard new hires as well as an avenue to more efficiently and effectively
disseminate and request employees? signatures electronically on important
personnel policies and regulations, benefits information, and other documents
required by the organization.
After much research and discussion and with the assistance of the IT
Department, Human Resources has determined that Neogov offers an Onboarding
module and E-Forms module that pairs with our current Insight Application
Management System. The Onboard and E-Form modules pair with the current
Insight system. After an applicant is selected for hire, their data can be
seamlessly transferred to the Onboarding module and the new hire process would
begin immediately in an electronic format.
The Onboarding module will allow HR to streamline the new hire onboarding
paperwork. An electronic onboarding process will allow the new hire to
complete their new hire packet before they report to orientation. This will
significantly reduce the amount of time it takes to onboard a new employee.
The new hire process will become a self-service portal that includes training
videos and documents to be signed and allows the new hire to upload documents
as well. A new hire orientation packet typically consists of a minimum of 100
sheets of paper which will no longer be needed.
The E-Forms module allows HR to assign forms and policies to a specific group
of employees or all employees that require the employee?s signature and or
acknowledgement of receipt. A form or policy may be routed for approvals too.
This will be an excellent tracking tool to ensure HR nor employees loose
documents that are critical and that impact employees? pay and benefits. The
City?s liability is reduced with accurate retention of these important
documents.
Funds will be budgeted in the FY20 Budget as follows: Subscription fees in
the total amount of $54,388.99 will be budgeted in General Fund ? Information
Technology ? Software Lease; 0101 ? 210 ? 1000 ? ISS ? 6541. One time Set-up
and Implementation fee in the amount of $12,000 will be budgeted as follows:
$10,000.00 in General Fund ?Information Technology ? Consulting, 0101 ? 210 ?
1000 ? ISS ? 6315; and $2,000.00 in General Fund ? Information Technology ?
Education Training, 0101 ? 210 ? 1000 ? ISS ? 6601.
Funds will be budgeted in applicable fiscal years to cover subscription fees
for the remaining term of the contract.
* * * * * * * * *
(B) TROLLEY REPAIRS FOR METRA
It is requested that Council approve repair services for two trolleys to be
performed by Cummins Sales and Service (Albany, GA), for the total estimated
amount of $40,741.41.
A 2010 Gillig 30ft Trolley, with a useful life of 10 years, requires an inframe
overhaul with turbo injectors, at the estimated repair cost of $19,810.63.
A 2010 Gillig 30ft Trolley, with a useful life of 10 years, requires an inframe
overhaul, at the estimated repair cost of $20,930.78.
Cummins Sales and Service will perform the repairs because they are the
manufacturer of the engine installed in the Trolleys. Consequently, the vendor
is considered the only known source to perform the repairs, per the Procurement
Ordinance, 3-114.
Funds are available in the FY19 Budget: Transportation Fund ? Transportation ?
FTA ? Bus Engines; 0751 -610 ? 2400 - MFTA ? 7727.
* * * * * *
(C) MENTAL HEALTH SERVICES FOR MUSCOGEE COUNTY JAIL (ANNUAL CONTRACT) ? RFP NO.
19-0017
It is requested that Council authorize the execution of an annual contract with
New Horizons Community Service Board d/b/a New Horizons Behavioral Health
(Columbus, GA) to provide comprehensive mental health services for inmates
incarcerated at Muscogee County Jail.
The services shall meet or exceed the requirements of the 8th amendment of the
United States Constitution and are commensurate with the services accessible
within our community. Minimally, the services required under the contract shall
include the following clinical interventions:
A. A broad spectrum of mental health services within the confines of the Jail
that should include but is not limited to a special needs unit, suicide
prevention, psychiatric services and medication management, substance abuse
treatment, group therapy, individual counseling, 24-hour crisis intervention,
case management and discharge planning. The provider must show an ability to
offer a continuum of care coordinating with treatment received by the inmate in
the community prior to incarceration and treatment to be received post
discharge.
B. Intake screening to identify, assess, refer, and diagnose patients for
mental illness, personality disorders associated with significant functional
impairment, dementia, autism, developmental disabilities, PTSD, substance
induced psychosis, substance abuse and withdrawal, suicide risk and
intervention. Inmates with mental health needs will be evaluated by a qualified
mental health professional in a timely manner as defined by operating policies
and procedures.
C. Jail Diversion: to identify and refer those patients who may benefit most
from and would be appropriate to refer to community or state mental health
services whether inpatient or outpatient through programs such as Mental Health
Court, Drug Court, Veterans Court, and referrals to ACT Teams, the State Mental
Health Hospital, or Community Crisis Centers.
D. Training programs to enhance the annual training of both medical and
security staff related to mental health, behavior management, substance abuse,
and suicide prevention.
E. Administrative duties to include participation in treatment teams with jail
personnel, designing policies and procedures regarding mental health care which
are consistent with other Jail policies and procedures, and making personnel
and record keeping services available to assist the Jail in monitoring its
compliance with the Department of Justice?s inspections and reporting
requirements under a Consent Agreement dated September 19, 1999.
F. The contractor will provide an adequate Medical Records System for inmates
requiring mental health services. The ability of this system to interface with
the Homeless Management Information System or other community based health care
resources, will receive favorable evaluation. All information entered in any
medical record whether electronic or hard copy will remain the property of the
Muscogee County Sheriff?s Office (MCSO) and must be accessible by the MCSO in
perpetuity.
G. The successful contractor and the Jail will negotiate measurable performance
standards that will be used to evaluate the contract on an ongoing basis. The
contractor will be responsible for quality improvement analysis around these
performance standards.
H. The successful contractor shall also be responsible for providing mental
health service to county inmates housed at the Muscogee County Prison. There
are 48 dedicated beds devoted to Muscogee County and shall provide mental
health services as needed.
I. Detailed staffing and service requirements, as specified.
The initial term of the contract will be for two (2) 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.
Annual Contract History:
The previous five-year contract was awarded on March 31, 2012 (Resolution No.
67-12) to New Horizons. On May 2, 2017, the Purchasing Manager extended the
contract for one year, at the request of the Sheriff?s Office. On March 13,
2018 (Resolution No. 99-18), Council authorized a contract extension for an
additional one-year period, at the request of the Sheriff?s Office.
RFP Advertisement and Receipt of Proposals:
Specifications were posted on the web page of the Purchasing Division and the
Georgia Procurement Registry on March 4, 2019. This RFP has been advertised,
opened and evaluated. Two (2) proposals were received on April 3, 2019 from
the following vendors:
New Horizons Community Service Board d/b/a New Horizons Behavioral Health
(Columbus, GA)
CorrectHealth Muscogee, LLC (Atlanta, GA)
The following events took place after receipt of proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation Meeting 04/10/19 The Purchasing Manager advised evaluation committee
members of the RFP rules and process, and the project manager provided an
overview. Proposals were disbursed to each committee member to review.
1st Evaluation Meeting 04/24/19 Committee members discussed the proposals. It was
deemed necessary for the responding vendors to acknowledge receipt of the
January 2015 Memorandum of Agreement (MOA) between the United States Department
of Justice (DOJ) and the Consolidated Government of Columbus, Georgia, and to
acknowledge the Memorandum will govern the services under this Request for
Proposals.
Acknowledgement Requested & Received 04/30/19 The MOA document was forwarded to both
vendors, and both vendors acknowledged as requested above.
Evaluation Forms Sent 04/30/19 Evaluation forms were forwarded to voting committee
members.
Evaluation Results 05/10/19 Evaluation forms were completed and returned to Purchasing
for compilation results, which were then forwarded to the Evaluation Committee
members for review.
Negotiation Request 05/17/19 The Evaluation Committee unanimously voted to
request a best and final offer from New Horizons Behavioral Health, the highest
ranked vendor. A letter was forwarded to the vendor.
Negotiation Response 05/20/19 New Horizons Behavioral Health indicated they are
unable to lower their pricing. The response was forwarded to the Evaluation
Committee.
Award Recommendation 5/21/19 The Committee elected to award the contract to New Horizons
Behavioral Health, the highest ranked vendor.
Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of two
(2) voting members from the Muscogee County Sheriff?s Office and one (1) voting
member from the Muscogee County Marshal?s Office. Two (2) additional Muscogee
County Sheriff?s Office representatives and (1) City Attorney?s Office
representatives served as non-voting advisors.
Award Recommendation:
The evaluation committee deemed the proposal from New Horizons Behavioral
Health as most responsive to the RFP specifications. Therefore the Evaluation
Committee, as reflected by their comments provided below, recommends award of
the contract to New Horizons Behavioral Health for the following reasons:
? This contractor has been providing mental health services for the Muscogee
County Jail for the past seven years, since April 1, 2012. They are the area's
Tier 1 provider of core services and are contracted with and work closely with
the Georgia Department of Behavioral Health and Development Disabilities
throughout the local area of the Chattahoochee Valley. They have a network of
community based outpatient services and relationships with local organizations
to provide treatment to individuals once they leave the jail setting. It is
important that New Horizons has relationships with organizations within our
community to assist individuals once they are released from the Jail.
? The company provides services in 8 counties, according to their
qualifications and experience. The vendor specifically states that "all
services will be provided on site", and that they "do not" plan on using
"Telemedicine". I believe that this type of "one-on-one" contact will aid in
the mental health evaluation process. The medical personnel of the vendor
appears to be stellar. They are all local medical professionals who all
provide a level of support that one might expect from a localized vendor. They
speak of an extensive network of community services that can provide referrals
and access to additional mental health treatment.
? New Horizons is the current contractor at the Muscogee County Jail. They
have continued to work well with Jail staff and medical vendors. They continue
to not only serve the inmates but work closely with our drug, veteran and
probate courts to serve the best interest of those in their care. They seek
solutions by building close relationships with community programs and agencies,
such as group homes and treatment facilities, to provide a quality of life for
those released. The duties performed outweigh their proposed costs.
Vendor Qualifications/Experience:
? The New Horizons Community Service Board is a public corporation created in
state law (O.C.G.A. 37-2-6) to provide services to persons with mental
illnesses, developmental disabilities and/or addictive diseases. The service
area is Chattahoochee, Clay, Harris, Muscogee, Quitman, Randolph, Stewart, and
Talbot counties in west central Georgia.
? New Horizons has provided community mental health, developmental disabilities
and addiction disease services since the 1960s. Prior to 1994, New Horizons
Behavioral Health was originally known as The Columbus Area Mental Health,
Mental Retardation and Substance Abuse Program.
? While providing services at the Muscogee County Jail, New Horizons has
successfully worked toward the closure of the Department of Justice oversight
of mental health services at the Jail, resulting in all mental health
requirements to be considered ?in substantial compliance? at last report.
? New Horizons Behavioral Health collaborated with the Jail during the
initiation of the Muscogee County Mental Health Court.
? New Horizon?s extensive network of community services and history of
electronic medical records dating back to 2007 allows mental health staff
members at the Jail to access an extremely large database of treatment history.
? New Horizons has worked to develop relationships with the forensic
psychologists at West Central Georgia Regional Hospital, who provide the
court-ordered evaluations for some individuals in jail.
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 budgeted each fiscal year for this ongoing expense: General Fund ?
Sheriff ? Medical ? Consulting; 0101-550-2650-MEDD-6315 and General Fund ?
Muscogee County Prison ? Warden ? Consulting; 0101-420-1000-MCCI-6315.
?ITEM A?
A RESOLUTION
NO. _________
A RESOLUTION AUTHORIZING THE CONTRACT AMENDMENT WITH GOVERNMENTJOBS.COM
INC., D/B/A NEOGOV (EL SEGUNDO, CA), TO ADD E-FORMS AND ONBOARD BUNDLE SOFTWARE
MODULES FOR THE ANNUAL SUBSCRIPTION FEE OF $36,031.50, PLUS A ONE-TIME FEE OF
$12,000 FOR SET-UP AND IMPLEMENTATION; AS WELL AS, APPROVE THE UPDATED ANNUAL
SUBSCRIPTION FEE FOR THE CURRENT APPLICATION TRACKING MANAGEMENT SYSTEM MODULE
IN THE AMOUNT OF $18,357.49. THE CONTRACT TERM WILL BE FOR 36 MONTHS BEGINNING
IN FY20. THE ANNUAL SUBSCRIPTION FEES SHALL INCREASE UP TO FIVE (5) PERCENT
FROM THE PREVIOUS TERM FOR THE FIRST TWO (2) RENEWAL TERMS.
WHEREAS, per Resolution #221-18, Council approved the contract with NEOGOV to
provide an application management tracking system. NEOGOV is the nation?s
largest cloud software for Human Resources in government and education,
allowing job seekers to quickly apply online for current vacancies or sign up
for new openings that become available. Using the NEOGOV technology, HR and
department managers can access online records to expedite hiring and provide
greater accountability when selecting new employees. NEOGOV streamlines the
job search and application process for job seekers and allows hiring managers
to more effectively create minimum qualifications to sort through a pool of
applicants; and,
WHEREAS, Human Resources is requesting to add two Neogov modules to the
existing Neogov Insight Application Management System. The two modules are
Onboarding module and E-Forms module. These two modules provide an opportunity
to electronically onboard new hires, as well as, an avenue to more efficiently
and effectively disseminate and request employees? signatures electronically on
important personnel policies and regulations, benefits information, and other
documents required by the organization.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to execute the contract
amendment with Governmentjobs.com Inc., d/b/a NEOGOV (El Segundo, CA), to add
E-Forms and OnBoard Bundle software modules for the annual subscription fee of
$36,031.50, plus a one-time fee of $12,000 for set-up and implementation; as
well as, approve the updated annual subscription fee for the current
Application Management Tracking system module in the amount of $18,357.49. The
contract term will be for 36 months beginning in FY20. The Annual Subscription
Fees shall increase up to five (5) percent from the previous term for the first
two (2) renewal terms. Funds will be budgeted in the FY20 Budget as
follows: Subscription fees in the total amount of $54,388.99 will be budgeted
in General Fund ? Information Technology ? Software Lease; 0101 ? 210 ? 1000 ?
ISS ? 6541. One time Set-up and Implementation fee in the amount of $12,000
will be budgeted as follows: $10,000.00 in General Fund ?Information
Technology ? Consulting, 0101 ? 210 ? 1000 ? ISS ? 6315; and $2,000.00 in
General Fund ? Information Technology ? Education Training, 0101 ? 210 ? 1000 ?
ISS ? 6601.
Funds will be budgeted in applicable fiscal years to cover subscription fees
for the remaining term of the contract.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2019 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________
Councilor Barnes voting __________
Councilor Crabb voting __________
Councilor Davis voting __________
Councilor Garrett voting __________
Councilor House voting __________
Councilor Huff voting __________
Councilor Thomas voting __________
Councilor Turner Pugh voting __________
Councilor Woodson voting __________
_______________________________ _____________________________
Sandra T. Davis, Clerk of Council B.H. ?Skip? Henderson III, Mayor
ITEM B?
A RESOLUTION
NO. _________
A RESOLUTION AUTHORIZING REPAIR SERVICES FOR TWO TROLLEYS TO BE
PERFORMED BY CUMMINS SALES AND SERVICE (ALBANY, GA), FOR THE TOTAL ESTIMATED
AMOUNT OF $40,741.41.
WHEREAS, a 2010 Gillig 30ft Trolley, with a useful life of 10 years, requires
an inframe overhaul with turbo injectors, at the estimated repair cost of
$19,810.63; and,
WHEREAS, a 2010 Gillig 30ft Trolley, with a useful life of 10 years, requires
an inframe overhaul, at the estimated repair cost of $20,930.78; and,
WHEREAS, Cummins Sales and Service will perform the repairs because they are
the manufacturer of the engine installed in the Trolleys. Consequently, the
vendor is considered the only known source to perform the repairs, per the
Procurement Ordinance, 3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase repair services
for two trolleys to be performed by Cummins Sales and Service (Albany, GA), for
the total estimated amount of $40,741.41. Funds are available in the FY19
Budget: Transportation Fund ? Transportation ? FTA ? Bus Engines; 0751 -610 ?
2400 - MFTA ? 7727.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of ____________, 2019 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________
Councilor Barnes voting __________
Councilor Crabb voting __________
Councilor Davis voting __________
Councilor Garrett voting __________
Councilor House voting __________
Councilor Huff voting __________
Councilor Thomas voting __________
Councilor Turner Pugh voting __________
Councilor Woodson voting __________
_______________________________ _____________________________
Sandra T. Davis, Clerk of Council B.H. ?Skip? Henderson III, Mayor
?ITEM C?
A RESOLUTION
NO. __________
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH NEW
HORIZONS COMMUNITY SERVICE BOARD d/b/a NEW HORIZONS BEHAVIORAL HEALTH
(COLUMBUS, GA) TO PROVIDE COMPREHENSIVE MENTAL HEALTH SERVICES FOR INMATES
INCARCERATED AT MUSCOGEE COUNTY JAIL.
WHEREAS, an RFP was administered (RFP No. 19-0017) and two proposals were
received; and,
WHEREAS, the proposal submitted by New Horizons Community Service Board dba New
Horizons Behavioral Health was evaluated most responsive to the RFP; and,
WHEREAS, the term of this contract shall be for two (2) years with the
option to renew for three (3) additional twelve-month contract periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute an annual contract with
New Horizons Community Service Board d/b/a New Horizons Behavioral Health
(Columbus, GA) to provide comprehensive mental health services for inmates
incarcerated at Muscogee County Jail. Funds are budgeted each fiscal year for
this ongoing expense: General Fund ? Sheriff ? Medical ? Consulting;
0101-550-2650-MEDD-6315 and General Fund ? Muscogee County Prison ? Warden ?
Consulting; 0101-420-1000-MCCI-6315.
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___ day of ____________, 2019 and adopted at said meeting by the affirmative
vote of _________ members of said Council.
Councilor Allen voting __________
Councilor Barnes voting __________
Councilor Crabb voting __________
Councilor Davis voting __________
Councilor Garrett voting __________
Councilor House voting __________
Councilor Huff voting __________
Councilor Thomas voting __________
Councilor Turner Pugh voting __________
Councilor Woodson voting __________
_______________________________ _____________________________
Sandra T. Davis, Clerk of Council B. H. ?Skip? Henderson III, Mayor
DATE: June 4, 2019
TO: Mayor and Councilors
FROM: Finance Department
SUBJECT: Advertised Bids/RFPs
June 19, 2019
1. Bus Shelters (Annual Contract) ? RFB No. 19-0051
Scope of Bid
METRA is requesting qualified vendors to provide Bus Shelters on an ?as needed?
basis. The contract term will be for three years.
Attachments
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