Agenda Item # 5
Columbus Consolidated Government
Council Meeting
June 15, 2010
Agenda Report # 520
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) INMATE FOOD SERVICE MANAGEMENT (ANNUAL CONTRACT) - RFP NO. 10-0016
It is requested that Council approve a contract with A?viands Food and Services
Management for inmate food service at the Muscogee County Jail and Muscogee
County Prison.. The contractor shall provide the following services:
Provide all required labor, food, beverages, materials, supplies and chemicals
necessary to provide food services for the inmates and staff at the Muscogee
County Jail and Prison facilities.
Provide food service preparation to be performed in the kitchen at each
facility.
Serve from a twenty eight (28) day cycle menu, at proper temperature,
nutritious, wholesome, palatable meals and special diets to the inmates, staff
and designated visitors of the Jail and Prison in accordance with the terms of
the agreement.
Provide meals and food service three (3) times per day, seven (7) days per week
for the Jail and Prison.
Manage a civilian and inmate kitchen staff, which shall prepare pre-plated
meals for service on trays, for delivery to Correctional Officers at designated
areas.
Shall use USDA Grade A or B food, without any pork product or pork derivatives.
A?viands Food and Services Management will also provide an additional equipment
investment for the Muscogee County Jail and Prison. The vendor will provide
the following equipment to the respective facilities. Both facilities will
have 100% ownership of all equipment at the end of the five-year contract:
Muscogee County Jail Muscogee County Prison
Gas Double Deck Convection Oven Rotating Double Rack Oven-Gas
Aluminum Platform Trucks 2 ? Prisoner Tray Servers, 3 Doors
40-Gal. Fully Jacketed Gas Kettle
40-Gal Gas Tilt Skillet
Double Stacked Gas Steamer
Food Cutter
3 Sheet Pan Racks
The term of the contract will be for two years with the option to renew for
three additional twelve-month periods. Contract renewal will be contingent upon
the mutual agreement of the City and the Contractor.
Request for proposals were posted on the City?s website and Georgia Procurement
Registry. The RFP has been advertised, opened and evaluated. On May 7, 2010,
six proposals were received from the following offerors:
A?viands Food and Services Management (St. Paul, MN)
Aramark (Downers Grove, IL)
Valley Service, Inc. (Jackson, MS)
ABL Management (Baton Rouge, LA)
CBM Food Service (Sioux Falls, SD)
Trinity Service Group, Inc. (Oldsmar, FL)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Sheriff Department Jail and Muscogee County Prison.
After the preliminary evaluation, the Evaluation Committee deemed A?viands Food
and Services Management, most responsive, meeting all requirements of the RFP.
The RFP process is governed by the City?s Procurement Ordinance, Contracting
for Equipment, Supplies or Professional Services per Article 3-110. 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 informational purposes.
Funds are budgeted each fiscal year for this ongoing expense: General Fund ?
Sheriff ? Detention ? Food; 0101-550-2600-JAIL-6771; General Fund ? MCP ?
Warden ? Food; 0101-420-1000-MCCI-6771.
* * * * * * * * *
(B) EMERGENCY NOTIFICATION SYSTEM CONTRACT
It is requested that Council approve the contract with Global Connect to
provide emergency notification to households in Columbus, Georgia, during FY11,
in the amount of $26,509.00, for 48,199 household and employees at a rate of
$0.55 each. Approval is also requested for the same services for two
additional years at the rate of $0.55 each.
Per Resolution 538-08, Council approved a nine (9) month free trial period of
the emergency notification system provided by Global Connect. The system
enabled the City to provide emergency notification to employees and citizens,
telephonically, resulting in increased safety and response planning for
emergency situations, such as natural disasters. Most recently, the City used
the system to alert citizens of the safety hazard of razor blades found on
equipment at City Parks.
The nine (9) month trial period has been successful and it is desired to
continue the service for one year with the option to renew for two additional
years.
Funds are approved in the FY11 budget: General Fund ? Contingency;
0101-590-2000-CONT-9801.
* * * * * * * * *
(C) PAYMENT FOR IMAGING AND INDEXING OF DEED RECORDS
It is requested that Council approve payments to Mainstreet Technologies for
imaging and indexing of deed records, for the Clerk of Superior Court, at the
rate of $1.97, per document.
Per Resolution 76-06, Council approved the purchase of a land records imaging
and indexing system from Aptitude Solutions for the Clerk of Superior Court.
During that time, the Georgia Superior Court Clerks Authority had just extended
a statewide backscanning project to include microfilming of real estate
documents. In accordance with their policies, each Clerk of Court had the
authority to choose from a list of certified vendors to accomplish the work for
a per document cost paid to the vendor. The Clerk of Superior Court chose to
negotiate with the vendors to obtain a credit per document for the benefit of
the Clerk?s office, which in turn was used to obtain the use of the vendor?s
real estate computer system until such time as the credited amount ran out. Of
the vendors known to have the capability to assure a good conversion of data,
Mainstreet Technologies offered the highest percentage of credit to the Clerk?s
office.
The negotiated credits with Mainstreet have exhausted and the City is now being
charged a per document charge until a new system is in place.
Funds are available in the FY10 and budgeted in the FY11: General Fund ?
Superior Court ? Clerk of Superior Court ? Contractual Services;
0101-500-3000-SUPC-6319.
* * * * * *
(D) REAL ESTATE COMPUTER SYSTEM FOR CLERK OF SUPERIOR COURT
It is requested that Council approve a five-year lease/purchase agreement for a
real estate computer system from Tyler Technologies in accordance with the
following purchase/payment schedule:
First year payment $ 60,000.00
2nd year $157,319.64
3rd year $157,319.64
4th year $157,319.64
5th year $157,319.64 (Payment for system completed)
6th year $ 52,225.44 (maintenance only)
O.C.G.A Title 15 requires the Clerk of Superior Court to file, record, index,
maintain and secure all real estate transactions for Muscogee County, Georgia.
The Georgia Code also requires the Clerk to transmit such data to the Georgia
Superior Court Clerks Cooperative Authority on a timely basis in such form and
with such data elements as is required by such Authority.
The Clerk of Superior Court will utilize the computer system and support
provided by Tyler to replace the current per document cost of imaging and
indexing land records. The per document cost delivery system only provides the
basic services, with minimal functionalities needed for the most efficient
operation of the real estate division of the Court. For the same, and likely
less cost, the City has the opportunity to acquire a system that is faster,
more efficient, and has many more functionalities than the existing system,
such as, the capability of online fee option payments and of electronic filing
of real estate documents.
The purchase will be accomplished via Invitation for Bid #013006, initiated by
the National Joint Powers Alliance (NJPA), whereby Tyler Technologies is one of
the successful vendors contracted to provide Administrative Software and
Related Services. The contract, which commenced February 8, 2007, is good
through February 2012. The National Joint Powers Alliance is a Service
Cooperative created by Minnesota Statute 123A.21. This statute was created in
1978 and revised in 1995 to allow participating governmental and municipal
agencies to reduce the cost of purchased goods by leveraging their combined
purchasing power.
Tyler is responsible for helping thousands of public sector clients to serve
their communities. Their solutions help government be more efficient, more
accessible and more responsive to the needs of citizens in 9 major areas:
Appraisal & Tax, Citizen Services, Courts & Justice, Document Management,
Education Management, Financial Management, Land & Vital Records, Pension
Management, and Public Safety.
Funds are approved in FY11 Budget for the first year lease/purchase and support
payment: General Fund ? Superior Court ? Clerk of Superior Court ? Software
Lease; 0101-500-3000-SUPC-6541. Funds will be budgeted in subsequent fiscal
years for the remaining lease/purchase and support payment.
* * * * * * * *
(E) BUILDING IMPROVEMENTS TO THE HISTORIC TRAIN DEPOT ? RFB NO. 10-0046
It is recommended that Council authorize the execution of a construction
contract with Brock Jones, Inc., in the amount of $220,937.78, for building
improvements to the historic train depot. The work includes, but is not
limited to, the installation of HVAC drain pipes, electrical fixture
replacement, interior and exterior painting, carpet replacement, and interior
and exterior carpentry work.
Bid invitations were mailed to forty-six (46) vendors, and specifications were
posted on the web page of the Purchasing Division. A mandatory pre-bid
conference/site visit was held on March 17, 2010; six (6) vendors were
represented at the conference/site visit. Three (3) bid responses were
received on May 31, 2009. This bid has been advertised, opened and reviewed.
The bidders were:
CONTRACTOR TOTAL BID
Brock Jones, Inc. (Columbus, GA) 220,937.78
Batson-Cook Company (West Point, GA) ?155,523.02
Winter Construction (Atlanta, GA) 231,352.25
?Batson-Cook Company failed to provide completed Disadvantage Business
Enterprise (DBE) participation forms; therefore, the contractor was deemed
non-responsive.
Funds are budgeted in the FY10 Budget: Paving Fund Supported Capital Projects ?
General Construction ? Train Depot Renovation;
0508-660-3000-CPPF-7661-21038-20090.
* * * * * * * *
(F) ANNUAL TRANSMISSION SYSTEM SERVICE CONTRACT
It is requested that Council authorize payment to Motorola Communications and
Electronics, Inc., in an amount not to exceed $134,862.00, to execute the FY11
annual transmission system service contract for the City?s 800 MHz radio
communication system.
Per the award of RFP No. 149-91, the City established an Annual Transmission
System Maintenance contract with Motorola Communications and Electronics, Inc.,
having renewed said contract each year. The City?s 800 MHz Radio System has
three transmission sites for which we contract Annual Service/Maintenance
Agreement with Motorola Communications and Electronics, Inc. A new McKee Rd
transmission site comes on line in July 2010 as part of a current Radio System
upgrade project. The maintenance agreement covers the highly technical
components of the Radio System for which our City Radio Shop personnel are not
trained.
The Annual Transmission System Service contract runs from July 1, 2010 through
June 30, 2011, and includes the previously adopted pricing schedule. This
contract provides for additions/deletions of radio equipment maintained by the
contract with each year?s renewal. The annual payment is made, in total, at the
beginning of each agreement period. Motorola Communications and Electronics,
Inc., is the manufacturer of the equipment, and therefore, considered an only
known source for this specific maintenance.
Funds are budgeted in FY11 Budget: Engineering - Radio Communications ?
Service Contracts, 0101-250-3110-RADI-6513.
?ITEM A?
A RESOLUTION
NO._______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH A?VIANDS FOOD &
SERVICES MANAGEMENT FOR INMATE FOOD SERVICE MANAGEMENT.
WHEREAS, an RFP was administered (RFP No. 10-0016) and six proposals were
received; and,
WHEREAS, the proposal submitted by A?viands Food & Services Management met all
proposal requirements and evaluated as most responsive to RFP; and,
WHEREAS, the term of contract shall be for two years with the option to
renew for three additional twelve-month periods. Contract renewal will be
contingent upon 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 a contract with
A?viands Food & Services Management for Inmate Food Service Management. Funds
are budgeted each fiscal year for this ongoing expense: General Fund ? Sheriff
? Detention ? Food; 0101-550-2600-JAIL-6771; General Fund ? MCP ? Warden ?
Food, 0101-420-1000-MCCI-6771.
___________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
________ day of ____________, 2010 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 CONTRACT WITH GLOBAL CONNECT TO PROVIDE EMERGENCY
NOTIFICATION TO HOUSEHOLDS IN COLUMBUS, GEORGIA, DURING FY11, IN THE AMOUNT OF
$26,509.00, FOR 48,199 HOUSEHOLD AND EMPLOYEES AT A RATE OF $0.55 EACH.
APPROVAL IS ALSO REQUESTED FOR THE SAME SERVICES FOR TWO ADDITIONAL YEARS AT
THE RATE OF $0.55 EACH.
WHEREAS, Per Resolution 538-08, Council approved a nine (9) month free trial
period of the emergency notification system provided by Global Connect. The
system enabled the City to provide emergency notification to employees and
citizens, telephonically, resulting in increased safety and response planning
for emergency situations, such as natural disasters. Most recently, the City
used the system to alert citizens of the safety hazard of razor blades found on
equipment at City Parks; and,
WHEREAS, the nine (9) month trial period has been successful and it is desired
to continue the service for one year with the option to renew for two
additional years.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into contract with
global connect to provide emergency notification to households in Columbus,
Georgia, during FY11, in the amount of $26,509.00, for 48,199 household and
employees at a rate of $0.55 each, as well as, for two additional years at the
rate of $0.55 each. Funds are approved in the FY11 budget: General Fund ?
Contingency; 0101-590-2000-CONT-9801.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the ___________ day of ____________, 2010 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 PAYMENTS TO MAINSTREET TECHNOLOGIES FOR IMAGING AND
INDEXING OF DEED RECORDS, FOR THE CLERK OF SUPERIOR COURT, AT THE RATE OF
$1.97, PER DOCUMENT.
WHEREAS, the negotiated credits with Mainstreet have exhausted and the City is
now being charged a per document charge until a new system is in place.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payments to
Mainstreet Technologies for imaging and indexing of deed records, for the Clerk
of Superior Court, at the rate of $1.97, per document. Funds are available in
the FY10 and budgeted in the FY11: General Fund ? Superior Court ? Clerk of
Superior Court ? Contractual Services; 0101-500-3000-SUPC-6319.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the ___________ day of ____________, 2010 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 A FIVE-YEAR LEASE/PURCHASE AGREEMENT FOR A
REAL ESTATE COMPUTER SYSTEM FROM TYLER TECHNOLOGIES IN ACCORDANCE WITH THE
FOLLOWING PURCHASE/PAYMENT SCHEDULE:
1ST YEAR $ 60,000.00
2ND YEAR $157,319.64
3RD YEAR $157,319.64
4TH YEAR $157,319.64
5TH YEAR $157,319.64 (PAYMENT FOR SYSTEM COMPLETED)
6TH YEAR $ 52,225.44 (MAINTENANCE ONLY)
WHEREAS, O.C.G.A Title 15 requires the Clerk of Superior Court to file, record,
index, maintain and secure all real estate transactions for Muscogee County,
Georgia. The Georgia Code also requires the Clerk to transmit such data to the
Georgia Superior Court Clerks Cooperative Authority on a timely basis in such
form and with such data elements as is required by such Authority; and,
WHEREAS, the Clerk of Superior Court has committed to utilize the computer
system and support provided by Tyler, to replace the current per document cost
of imaging and indexing land records, for the entire length of the agreement.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into a five-year
lease/purchase agreement for a real estate computer system from Tyler
Technologies in accordance with the following purchase/payment schedule:
First year payment $ 60,000.00
2nd year $157,319.64
3rd year $157,319.64
4th year $157,319.64
5th year $157,319.64 (Payment for system completed)
6th year $ 52,225.44 (maintenance only)
Funds are approved in FY11 Budget for the first year lease/purchase and support
payment: General Fund ? Superior Court ? Clerk of Superior Court ? Software
Lease; 0101-500-3000-SUPC-6541. Funds will be budgeted in subsequent fiscal
years for the remaining lease/purchase and support payment.
______________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the ___________ day of ____________, 2010 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 A CONSTRUCTION CONTRACT WITH BROCK
JONES, INC., IN THE AMOUNT OF $220,937.78, FOR BUILDING IMPROVEMENTS AT THE
HISTORIC TRAIN DEPOT.
WHEREAS, the work includes, but is not limited to, the installation of HVAC
drain pipes, electrical fixture replacement, interior and exterior painting,
carpet replacement, and interior and exterior carpentry work.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a construction contract
with Brock Jones, Inc., in the amount of $220,937.78, for building improvements
to the historic train depot. Funds are budgeted in the FY10 Budget: Paving
Fund Supported Capital Projects ? General Construction ? Train Depot
Renovation; 0508-660-3000-CPPF-7661-21038-20090.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2010 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 F?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING PAYMENT TO MOTOROLA COMMUNICATIONS AND ELECTRONICS,
INC., IN AN AMOUNT NOT TO EXCEED $134,862.00, TO EXECUTE THE FY-2011 ANNUAL
TRANSMISSION SYSTEM MAINTENANCE AGREEMENT FOR THE CITY?S 800 MHZ RADIO
COMMUNICATION SYSTEM.
WHEREAS, through the award of RFP #149-91, the City established an
Annual Transmission System Maintenance agreement with Motorola Communications
and Electronics, Inc., having renewed said agreement each year. This agreement
maintains highly technical transmission system components located at each of
the City?s 800 MHz transmission sites; and,
WHEREAS, the Annual Transmission System Maintenance agreement runs from
July 1, 2010 to June 30, 2011, and the annual payment is made, in total, at the
beginning of each agreement period; and,
WHEREAS, The agreement provides for additions/deletions of equipment
maintained by the agreement with each year?s renewal.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to pay Motorola
Communications and Electronics, Inc., in an amount not to exceed $134,862.00 to
execute the FY-2011 annual transmission system maintenance agreement for the
City?s 800 MHz radio communication system.
Funds are budgeted in FY11 Budget: Engineering - Radio Communications ?
Service Contracts, 0101-250-3110-RADI-6513.
_____________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2010 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
Attachments
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