Agenda Item # 4
Columbus Consolidated Government
Council Meeting
September 12, 2006
Agenda Report # 33
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ACTUARIAL SERVICES FOR PENSION PLAN (ANNUAL CONTRACT)
? RFP NO. 06-0013
It is requested that Council approve an annual contract with Buck Consultants
to provide Actuarial Services for Pension Plan. The Plan is a defined benefit
plan that was established in 1965 and merged with the Muscogee County, Georgia
Pension System (established 1945) on July 1, 1971. A separate plan was
established for Public Safety employees in 1981. The membership has grown to
include individuals employed by the Columbus Airport Commission, Board of Water
Commissioners and Hospital Authority (Muscogee Manor and Cobis Personal Care
Home). The Plan also includes a Major Disability Income Plan and a Death
Benefit Escrow Plan. The responsibility for the proper operation of the System
is vested in the Board of Trustees of the Columbus, Georgia Employees? Pension
Plan (the "Board"). The general administration of the System is vested in the
Finance and Human Resources Departments.
During the term of this Agreement, the Consulting Actuary shall serve the Plan
and shall perform the services described as follows:
1. Shall prepare an annual valuation of the Plan, commencing with the valuation
to be prepared as of June 30, 2006.
2. Shall be available for conferences with the Board or the staff in Columbus,
Georgia.
3. Shall provide a data file containing information to prepare annual employee
benefit statements.
4. Shall provide preparation of up to six level income benefit payment option
estimates and calculations per year.
5. Shall provide actuarial consultation and advisory services on any technical,
policy, legal or administrative problems arising during the course of oper?
ations-by meetings and routine telephone calls and written correspondence.
6. Shall make recommendations from time to time relative to possible
improvements in the financing and benefit structure of the System and to give
effect to new developments in the retirement industry. The Actuary shall keep
the Board apprised of current trends and progress within the actuarial
profession.
7. Shall keep the City advised on developments in federal legislation and regu?
lations regarding financing, benefits, vesting, fiduciary responsibility, dis?
closure, etc.
8. Shall be readily accessible to the Finance Director and the Human Resource
Director or a designee by telephone within one working day and will be
available for meetings as requested.
9. Shall provide additional consulting services as required and requested,
which may be furnished by the Consulting Actuary beyond and in addition to
those listed.
The initial term of the contract shall be for five years, with the option to
renew for two additional three-year terms. The option to renew is at the sole
discretion of the Board, unless and until terminated by either party in
accordance with the termination provisions.
Requests for proposal invitations were mailed and posted on the City?s
website. The RFP has been advertised. Eleven proposals were received, April
28, 2006, from the following offerors:
Buck Consultants (Atlanta, GA)
Gabriel Roeder Smith & Company (Ft. Lauderdale, FL)
Brennan & Associates (Duluth, GA)
Clark Consulting (Atlanta, GA)
CCA-Strategies (St. Louis, MO)
Mercer Human Resources (Atlanta, GA)
Stanley, Hunt, Dupree & Rhine (Greensboro, NC)
Aon Consulting, Inc. (Atlanta, GA)
The Seagel Company (Atlanta, GA)
Milliman, Inc. (Atlanta, GA)
WRS (Atlanta, GA)
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from the Human Resources and Finance Departments; as well
as, the Pension Board. The Evaluation committee deemed the proposal from Buck
Consultants most responsive to the RFP specifications. Therefore, the
Evaluation Committee recommended award of the contract to Buck Consultants.
The City?s Procurement Ordinance Article 3-110, Competitive Sealed Proposals,
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 proposed costs have been submitted to the City Manager in a separate memo
for information purposes.
Funds are budgeted each fiscal year for this on-going service: Employees
Pension & Benefit Fund ? Pension-Public Safety-Contractual Services,
0970-700-2000-PNGG-6319; Employees Pension & Benefit Fund-Pension-General
Government-Contractual Services, 0970-700-2100-BENE-6319
* * * * * * * *
B) WHITESVILLE ROAD AND WILLIAMS ROAD INTERSECTION IMPROVEMENTS ? RFB NO.
05-0062
It is requested that Council amend Resolution Number 293-05 to change the award
amount from $1,817,865.30 to $1,871,865.30 for a construction contract with
Robinson Paving Company, for intersection improvements at Whitesville Road and
Williams.
The award amount on the resolution currently reads as $1,817,865.30. Two
digits were transposed when the resolution was prepared.
?ITEM A?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING AN ANNUAL CONTRACT WITH BUCK CONSULTANTS FOR
ACTUARIAL SERVICES FOR PENSION PLAN.
WHEREAS, an RFP was administered (RFP No. 06-0013) and eleven proposals
were received; and,
WHEREAS, the proposal submitted by Buck Consultants met all proposal
requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the initial term of the contract shall be for five years, with
the option to renew for two additional three-year terms. The option to renew
is at the sole discretion of the Board, unless and until terminated by either
party in accordance with the termination provisions detailed in the RFP.
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 Buck Consultants for Actuarial Services for Pension Plan. Funds
are budgeted each fiscal year for this on-going service. Employees Pension &
Benefit Fund ? Pension-Public Safety-Contractual Services,
0970-700-2000-PNGG-6319; Employees Pension & Benefit Fund-Pension-General
Government-Contractual Services, 0970-700-2100-BENE-6319
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________________, 2006 and adopted at said meeting by
the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
?ITEM B?
A RESOLUTION
NO.___________
A RESOLUTION TO AMEND RESOLUTION NUMBER 293-05 TO CHANGE THE AWARD AMOUNT TO
$1,871,865.30 FOR A CONSTRUCTION CONTRACT WITH ROBINSON PAVING COMPANY, FOR
INTERSECTION IMPROVEMENTS AT WHITESVILLE ROAD AND WILLIAMS ROAD.
WHEREAS, Two digits were transposed when Resolution #293-05 was prepared, and
the award amount reads as $1,817,865.30 instead of $1,871,865.30.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That Resolution Number 293-05 is amended to change the award amount to
$1,871,865.30 for a construction contract with Robinson Paving Company, for
intersection improvements at Whitesville Road and Williams Road.
_________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2006 and adopted at said
meeting by the affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Rodgers voting __________.
Councilor Suber voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Robert S. Poydasheff, Mayor
DATE: September 12, 2006
TO: Mayor and Councilors
FROM: Angela Cole, Director of Finance
SUBJECT: Advertised Bids
September 13, 2006
1. Variflow Air filters ? RFB No. 07-0010
Scope of Bid
Provide Variflow (or equivalent) VSC-MB-813, VXC-MB-SP, VSC-MB-804, VSC-MB-803
and VSC-MB-815 air filters to Columbus Civic Center.
2. Sewer Truck ? RFB No. 07-0011
Scope of Bid
Provide one (1) cab and chassis with a combination sewer-cleaning machine to be
used by the Rainwater Management Division of the Public Services Department.
3. Stone (Annual Contract) ? RFB No. 07-0003
Scope of Bid
Provide Stone to Columbus Consolidated Government, Public Services Department
to be purchased on an "as needed basis". Contract term shall be for two years
with the option to renew for two (2) additional twelve-month periods. Contract
renewal will be contingent upon the mutual agreement of the City and the
Contractor.
September 20, 2006
1. Dump Truck Rental (Annual Contract) ? RFB No. 07-0015
Scope of Bid
Provide rental of tandem dump trucks on an ?as needed? basis. The trucks will
be used by the Public Services Department for various projects. The contract
term will be for two (2) years with option to renew for three (3) additional
twelve-month periods.
September 27, 2006
1. Trees for Planting on City Right-of-Ways (Annual Contract) ? RFB No. 07-0014
Scope of Bid
Provide trees for planting on City right-of-ways to Columbus Consolidated
Government, Public Services Department on an ?as needed basis?. The contract
term shall be for one year, with the option to renew for two additional
twelve-month periods. Contract renewal will be contingent upon the mutual
agreement of the City and the Contractor.
2. Traffic Safety Equipment (Annual Contract) ? RFB No. 07-0017
Scope of Bid
Provide barricades, traffic cones, drums safety flags, etc. to the
Public Services Department. The items will be purchased on an ?as needed?
basis. The contract term will be for two (2) years, with the option to renew
for three (3) additional twelve-month periods.
October 4, 2006
1. One Man Pothole Patcher ? RFB No. 07-0016
Scope of Bid
Provide a Rosco RA300 pothole patcher body ?or equal? attached to a
Sterling SC8000 cab & chassis ?or equal? to be used by the Street
Improvements Division of the Public Services Department.
2. Trunk-Mounted Rifle Racks ? RFB No. 07-0018
Scope of Bid
Provide sixty Tufloc? 604GS Trunk MT AR-15 A trunk-mounted rifle racks
to Columbus Police Department. The rifle racks shall be capable of securing
Colt M-16 A-1 18? rifles. The City will only consider bids for Tufloc? rifle
racks.
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