Agenda Item # 6
Columbus Consolidated Government
Council Meeting
November 27, 2012
Agenda Report # 124
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) LEGAL COUNSEL OF RECORD FOR COMMUNITY REINVESTMENT (ANNUAL CONTRACT) ? RFP
NO. 13-0001
It is requested that Council approve the annual contract for Legal Counsel of
Record for Community Reinvestment with Jacob Beil, Attorney At Law (Columbus,
GA). The attorney will provide legal services, involving land acquisitions and
dispositions, on an ?as needed basis?, as the Legal Counsel of Record for the
Department of Community Reinvestment. The contractor shall provide, but not
limited to, the following services:
1. Negotiation/Litigation services
2. Development and preparation of Legal documents
3. Render Legal opinions
4. Research State and Federal Laws
5. Attend consultation meetings when required
6. Maintain proper legal records and files, which would revert to the Columbus
Consolidated Government when contract is terminated.
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.
The RFP specifications were posted on the City?s website. The RFP has been
advertised, opened and evaluated. One proposal was received, September 21,
2012, from the following offeror:
Jacob Beil, Attorney At Law (Columbus, GA)
The proposal was reviewed by the Evaluation Committee members, which consisted
of representatives from the Community Reinvestment Department and Right of Way
Acquisition & Transportation. Also, a representative from Community
Reinvestment served in an advisory position and was not a 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, the RFP specifications
will be re-advertised. The cost information has been submitted to the City
Manager in a separate memo for informational purposes.
Funds are budgeted each fiscal year for this on-going expense: Community
Development Block Grant ? Various Accounts; Right-of ?Way Acquisition, 1999
SPLOST - Various Accounts - Capital Improvement Projects.
* * * * * *
(B) MAINTENANCE AGREEMENT FOR THE E911 PLANT INTEGRATED TELEPHONE
SYSTEM CONSOLE EQUIPMENT AND NICE RECORDING SYSTEM
It is requested that Council authorize payment to Motorola, in the amount of
$136,102.68, for the annual Maintenance Agreement (October 1, 2012 through
September 30, 2013) for the E911 Center?s 800 MHz Radio System Console
Equipment, the Central Electronics Bay, the Plant Visa 911 Phone System, the
fiber optic interface equipment installed in the 911 Center and the Government
Center, and the Nice Digital Logging System.
The Police Department (through the 911 Center) and Sheriff?s Office uses the
Motorola Console equipment to dispatch the various Public Safety Units
throughout the City as 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. This
maintenance agreement also covers to bi-directional amplification system that
provides a backup to the console system and allows the 911 Center to continue
to operate should the console equipment stop working. The maintenance
agreement will insure that the City receives complete and cost effective
support of the equipment and allows the Department to control the operating
costs associated with the console equipment.
The E911 Telephone System and its various components were originally purchased
from Motorola. Therefore, the vendor is considered the only known source to
provide the maintenance service.
Funds are budgeted in FY13 Budget: Emergency Telephone Fund ? Police - E911 ?
Service Contracts; 0209-400-3220-E911-6513.
* * * * * *
(C) JUVENILLE DRUG COURT TREATMENT PROVIDERS ? (ANNUAL CONTRACT) - RFP NO.
11-0011
It is requested that Council authorize the contract with A Way Out, Inc.,
(Columbus, GA), to provide treatment for Crisis Intervention; and Betty King
(Phenix City, AL), to provide In-Home Counseling to Juvenile Drug Court
participates. It is also requested that Council amend Resolution No. 74-11,
which previously awarded the contract to provide Crisis Intervention and
In-Home Counseling to Diversified Consulting Services, LLC.
Per Resolution No. 74-11, Diversified Consulting Services, LLC., was awarded
the contract, on March 1, 2011, to provide treatment for Crisis Intervention
and In-Home Counseling . The vendor has notified, Columbus Consolidated
Government that as of October 1, 2012 they can no longer fulfill the contract
due to increased demands by DFCS, Tricare, Medicaid, etc. A Way Out, Inc., was
the next highest ranked, responsive bidder to provide Crisis Intervention, and
Betty King was the next highest ranked, responsive bidder to provide In-Home
Counseling. Both vendors have agreed to provide the respective treatment
services under the RFP requirements, for the remaining term of the contract.
The Juvenile Drug Court Program is a voluntary program for juveniles charged
with drug-related non-violent crimes. The Drug Court will empower juvenile
offenders to live drug-free lives and become law-abiding citizens by:
? involving the juvenile's family
? providing intensive court supervision, counseling, school performance
monitoring, and linkage to community resources
? measuring these objectives by drug screens, recidivism rates, school records,
and periodic assessments
? salvaging a life, one juvenile at a time
The term of contract is for one year, with the option to renew for four
additional twelve-month periods. Contract renewal is contingent upon the
mutual agreement of the City and Contractor.
Funds are budgeted each fiscal year for these ongoing services: Multi-Gov?t
Project Fund ? Police ? ARRA Recovery Jag Grant ? Contractual Services;
0216-400-3400-RJAG-6319. Lost-Public Safety ? Executive ? Crime Prevention
Programs ? Contractual Services; 0102-110-9903-LOST-6319.
?ITEM A?
A RESOLUTION
NO.__________
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH JACOB BEIL,
ATTORNEY AT LAW (COLUMBUS, GA) TO PROVIDE LEGAL SERVICES, ON AN ?AS NEEDED
BASIS?, AS THE LEGAL COUNSEL OF RECORD FOR COMMUNITY REINVESTMENT.
WHEREAS, an RFP was administered (RFP 13-0008) and a proposal was received from
one qualified offeror; and,
WHEREAS, the proposal submitted by Jacob Beil met all proposal requirements and
was evaluated responsive to the RFP; and,
WHEREAS, the term of contract shall be for two years, with an option to renew
for three additional twelve-month periods. Contract renewal is contingent upon
the mutual agreement of the City and the Contractor.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute an annual
contract with Jacob Beil, Attorney At Law (Columbus, GA) to provide legal
services, on an ?as needed basis?, as the Legal Counsel of Record for Community
Reinvestment. Funds are budgeted each fiscal year for this on-going expense:
Community Development Block Grant ? Various Accounts; Right-of ?Way
Acquisition, 1999 SPLOST - Various Accounts - Capital Improvement Projects.
_______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2012 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 PAYMENT TO MOTOROLA, IN THE AMOUNT OF $136,102.68, FOR
THE ANNUAL MAINTENANCE AGREEMENT (OCTOBER 1, 2012 THROUGH SEPTEMBER 30, 2013)
FOR THE E911 CENTER?S 800 MHZ RADIO SYSTEM CONSOLE EQUIPMENT, THE CENTRAL
ELECTRONICS BAY, THE PLANT VISA 911 PHONE SYSTEM, THE FIBER OPTIC INTERFACE
EQUIPMENT INSTALLED IN THE 911 CENTER AND THE GOVERNMENT CENTER, AND THE NICE
DIGITAL LOGGING SYSTEM.
WHEREAS, the Police Department (through the 911 Center) and Sheriff?s Office
uses the Motorola Console equipment to dispatch the various Public Safety Units
throughout the City as needed. This equipment is a critical part of Public
Safety communications system; and,
WHEREAS, the equipment 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. This maintenance agreement
also covers to bi-directional amplification system that provides a backup to
the console system and allows the 911 Center to continue to operate should the
console equipment stop working. The maintenance agreement will insure that the
City receives complete and cost effective support of the equipment and allows
the Department to control the operating costs associated with the console
equipment.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola,
in the amount of $136,102.68, for the annual Maintenance Agreement (October 1,
2012 through September 30, 2013) for the E911 Center?s 800 MHz Radio System
Console Equipment, the Central Electronics Bay, the Plant Visa 911 Phone
System, the fiber optic interface equipment installed in the 911 Center and the
Government Center, and the Nice Digital Logging System. Funds are budgeted in
FY13 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 ____________, 2012 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 THE CONTRACT WITH A WAY OUT, INC., (COLUMBUS,
GA) TO PROVIDE TREATMENT FOR CRISIS INTERVENTION; AND BETTY KING (PHENIX CITY,
AL) TO PROVIDE IN-HOME COUNSELING TO JUVENILE DRUG COURT PARTICIPATES. IT IS
ALSO REQUESTED THAT COUNCIL AMEND RESOLUTION NO. 74-11, WHICH AWARDED THE
CONTRACT TO PROVIDE CRISIS INTERVENTION AND IN-HOME COUNSELING TO DIVERSIFIED
CONSULTING SERVICES, LLC.
WHEREAS, per Resolution No. 74-11, Diversified Consulting Services,
LLC., was awarded the contract, on March 1, 2011, to provide treatment for
Crisis Intervention and In-Home Counseling. The vendor has notified, Columbus
Consolidated Government that as of October 1, 2012 they can no longer fulfill
the contract due to increased demands by DFCS, Tricare, Medicaid, etc.; and,
WHREAS, A Way Out, Inc., was the next highest ranked, responsive bidder
to provide Crisis Intervention, and Betty King was the next highest ranked,
responsive bidder to provide In-Home Counseling. Both vendors have agreed to
provide the respective treatment services under the RFP requirements, for the
remaining term of the contract; and,
WHEREAS, the term of contract is for one year, with the option to renew
for four additional twelve-month periods. Contract renewal is contingent upon
the mutual agreement of the City and Contractor.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
I
That the City Manager is hereby authorized to enter into a contract
with A Way Out, Inc., (Columbus, GA) to provide treatment for Crisis
Intervention; and Betty King (Phenix City, AL) to provide In-Home Counseling to
Drug Court participates. Funds are budgeted each fiscal year for these ongoing
services: Multi-Gov?t Project Fund ? Police ? ARRA Recovery Jag Grant ?
Contractual Services; 0216-400-3400-RJAG-6319. Lost-Public Safety ? Executive
? Crime Prevention Programs ? Contractual Services; 0102-110-9903-LOST-6319.
II
Resolution # 74-11 is hereby amended.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
___________ day of ____________, 2012 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
Attachments
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