Agenda Item # 3
Columbus Consolidated Government
Council Meeting
July 23, 2013
Agenda Report # 09
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) MEMBERSHIP DUES FOR GEORGIA MUNICIPAL ASSOCIATION
It is requested that Council approve payment to the Georgia Municipal
Association (GMA) in the amount of $26,311.62 for 2013 - 2014 membership dues
for the City of Columbus, Georgia. GMA is a voluntary, non-profit organization
that provides legislative advocacy, education, employee benefit and technical
consulting services to its members.
Funds are budgeted in the FY14 Budget: General Fund - Legislative ? City
Council - Membership Dues and Fees; 0101-100-1000-CNCL-6657.
* * * * * * * *
(B) ANNUAL SOFTWARE LICENSE MAINTENANCE FOR PERMITTING SYSTEM
It is requested that Council approve the payment to Tyler Technologies (Dallas,
TX) in the amount of $53,390.19 for annual software license maintenance for the
Permitting System utilized by Inspections and Code. This payment will cover
ongoing support from July 1, 2013 through June 30, 2014
This maintenance provides Information Technology, Inspections and Codes,
Engineering, and Planning with software enhancements, documentation updates,
Users Group support and hot line support for the Energov Building Inspection
System.
The Permitting System was originally approved for purchase per Resolution
#234-08, from Energov. However, Tyler Technologies acquired Energov in
November 2012.
Funds are budgeted in the FY14 Budget: General Fund ? Information Technology ?
Software Lease; 0101 ? 210 ? 1000 ? ISS ? 6541.
* * * * * * * *
(C) PENSION SOFTWARE
It is requested the Council approve the purchase of pension software from Levi,
Ray & Shoup, Inc. (Springfield, Illinois) in the amount $377,980.00; as well
as, annual license and operating fees of approximately $35,000.00 per year.
The vendor will provide PensionGold Version 3 software to be used to manage the
City?s Pension Plan. PensionGold Version 3 is a web based, fully integrated
software system, which includes, Workflow, Imaging, Audit, General Ledger and
Members Self-Service functionality.
Since its inception, the management of the City?s pension plan has been a
mostly manual process with some in-house developed programs that assist with
the process. Changes have been made to the plan over the years but the pace of
change has increased in more recent years, greatly increasing the complexity of
managing the plan. The City must now account for employees with the following
participation scenarios:
? Employees that were plan participants prior to elimination of employee
contributions in 1985-1986. A portion of their retirement benefit on
retirement is taxable and some is not subject to income tax.
? The City has two plans (Public Safety and General Government), inter-plan
transfers must be tracked separately with reporting and eventual benefits
combined using separate rules.
? Plan rules allow participants that leave CCG employment and later return to
connect the two (or more) periods of employment. This can be complicated even
more with different contribution rules, suspension of retirement benefits if
the employee had already retired and collection or non-collection of prior
contributions that were paid to employee at prior termination date.
? A ?pop-up? provision was added for employees retiring on or after July 1,
1998. This provision allows the retirement benefit to revert to a life income
if the spouse predeceases the retiree.
? Major Disability Plan allows accrual of pension service credits for
disability that occurred on or after July 1, 1999. Employees disabled prior to
that date have different retirement benefits.
? Employees hired after June 30, 2001, when retired are not eligible to receive
a subsidy from the City toward their health plan after attaining age 65 or
Medicare eligibility.
? Retirees otherwise eligible for subsidized health insurance may elect to take
the subsidy as additional pension income.
? Employees hired prior to July 1, 2012 are now required to make a pre-tax
contribution of 2% (4% on 7/1/2013) to the pension plan. Non-contributory
service must also be tracked for this group and for some contributions made
prior to 1986.
? Employees hired on or after July 1, 2012 are required to make a pre-tax
contribution of 6% (8% on 7/1/2013) to the pension plan.
? Employees hired prior to July 1, 2012 have a 5-year vesting requirement.
? Employees hired on or after July 1, 2012 have a 10-year vesting requirement.
? Contribution refunds for separated employees require special handling under
the law based on amount of refund, wishes of employee or our inability to
contact employee for handling directions.
? A DROP plan must now be administered to include calculation of interest,
payouts and monitoring of mandatory termination date.
? Due to multiple levels of complexity our in-house system is not capable of
producing mandatory annual statements for participants.
The City?s existing benefits manager, Northwestern, performed an initial search
for viable vendors at the request of the Human Resources Department.
Northwestern narrowed the search to two companies with capabilities to deliver
the required software: Levi, Ray & Shoup, Inc., and Pension Resource Group.
The vendors made an initial presentation to CCG staff comprised of the City?s
pension administrator, Finance Director, Internal Auditor, Payroll Supervisor,
Human Resources Director, Assistant Human Resources Director and Information
Technology staff.
An additional presentation was requested of Levi, Ray & Shoup on March 20,
2013, to enable CCG staff to see a further demonstration of the software
capabilities. The Pension Board had an opportunity to hear a presentation and
see a demonstration of the software on July 10, 2013; and consequently approved
the purchase of the software.
Levy, Ray & Shoup has provided this software to various public entities in
California, Texas, Arkansas, Missouri, and Florida. To accomplish this
software purchase, the City is participating in a cooperative purchase via an
RFP administered by the City of Fresno on September 15, 2011. Eleven bidders
were invited to participate in the RFP process. On November 14, 2011 the
following three vendors submitted proposals: CPAS, Levi, Ray & Shoup and
Tegrit. Levy, Ray and Shoup was the successful candidate. The procurement
process administered by the City of Fresno meets the procurement requirements
of Columbus Consolidated Government. The City?s Procurement Ordinance, Article
9-101, ?Cooperative Purchasing Authorized,? allows for participation in this
RFP.
The initial cost and annual maintenance will be paid from the Pension Fund.
* * * * * *
(D) COMPREHENSIVE MEDICAL SERVICES FOR THE MUSCOGEE COUNTY JAIL AND MUSCOGEE
COUNTY PRISON (ANNUAL CONTRACT) ? RFP NO. 13-0024
It is requested that Council approve the negotiation and execution of annual
contracts with Armor Correctional Health Services, Inc. (Miami, FL) for
comprehensive medical services at Muscogee County Prison, and with Correctional
Healthcare Companies (Cumming, GA) for comprehensive medical services at
Muscogee County Jail.
Armor Correctional Health Services and Correctional Healthcare Companies will
be required to provide the staffing, supplies, in-clinic contracts, systems,
and administration to provide the services to the patients at both the Muscogee
County Prison and Muscogee County Jail, respectively, at a level of quality
that will meet the standards published in the NCCHC Guidelines for both Jails
and Prisons.
The term of the contract shall 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 proposal invitations were mailed to forty-six vendors and
specifications were posted on the web pages of the City and Georgia Procurement
Registry. The RFP has been advertised, opened and evaluated. Proposals were
received on April 12, 2013 from the following seven offerors:
Armor Correctional Health Services, Inc. (Miami, FL)
Correctional Healthcare Companies (Cumming, GA)
Corizon Health, Inc. (Brentwood, TN)
Correct Care Solutions (Nashville, TN)
CorrectHealth (Atlanta, GA)
Southern Correctional Medicine (Waycross, GA)
TransformHealthRX (Statesboro, GA)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from Muscogee County Prison, Muscogee County Sheriff?s Office
and the Finance Department. Representatives from the City Attorney?s office,
Finance Department, Information Technology Department, Internal Auditor?s
office and Muscogee County Sheriff?s Office served in an advisory capacity.
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 pricing information have been submitted to the City
Manager in a separate memo for information purposes.
Funds are budgeted each fiscal year for this ongoing expense: General Fund ?
Sheriff ?Medical Director-Consulting; 0101 - 550 ? 2650 ? MEDD - 6315. Upon
contract approval, a subsequent partial transfer will be made to General Fund -
Muscogee County Prison ? Warden ? Consulting; 0101-420-1000-MCCI-6315.
* * * * * *
(E) RIGHT-OF-WAY DIGITAL IMAGING AND EXTRACTION OF PAVEMENT CONDITION DATA ?
RFP NO. 13-0026
It is requested that Council authorize the execution of a contract with
GoodPointe Technology (St. Paul, MN) for right-of-way digital imaging and
extraction of pavement condition data.
GoodPointe Technology will collect ground-level right-of-way digital images of
the roadway network. The images shall be used to update the pavement condition
ratings stored in CCG?s proprietary pavement management system. The services
will involve the following elements.
? Collect ground-level digital images along the centerline of CCG streets at
intervals of approximately 40 feet. An alternative image interval is 52.8 feet.
? All Functionally Classified streets will require one run in the opposite
direction as well. All of the local streets or two-lane streets are required
to have only one directional survey run. This will consist of approximately
790 centerline miles of roads. Any street with more than two lanes has to have
an additional run in the opposite direction.
? Create a database of the images and their locations in NAD 1983 STATEPLANE
GEORGIA WEST FIP 1002 FEET.
? Create a shape file that graphically represents the NAD 1983 STATEPLANE
GEORGIA WEST FIP 1002 FEET locations of the images.
? The extracted pavement condition data must be captured and organized in
accordance with the specified data import format required by CCG?s existing
pavement management software.
? The extracted data must be able to be exported to ArcView shapefiles and be
compatible with the CCG?s GIS.
Request for proposal invitations were mailed to four vendors and specifications
were posted on the web pages of the City, Georgia Procurement Registry and
DemandStar Onvia. The RFP has been advertised, opened and evaluated. Proposals
were received on April 5, 2013 from the following three offerors:
GoodPointe Technology (St. Paul, MN)
Data Transfer Solutions (Orlando, FL)
IMS Infrastructure Management (Tempe, AZ)
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from the Engineering Department and Public Works Department.
The RFP process is governed by the City?s Procurement Ordinance, Articles 3-110
and 3-111, Competitive Sealed Proposals for the procurement of Equipment,
Supplies and Professional Services and Architectural/Engineering and Land
Surveying Services. 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 or the RFP specifications may be re-advertised.
Evaluation results and pricing information have been submitted to the City
Manager in a separate memo for information purposes.
Funds are budgeted in the FY14 Budget: Paving Fund.
* * * * * *
(F) E911 CAD/MOBILE DATA TERMINAL (MDT) EQUIPMENT INFRASTRUCTURE MAINTENANCE
AND SERVICE
It is requested that Council authorize payment to Motorola Solutions (Atlanta,
GA), in the amount of $153,664.20, for annual CAD/Mobile Data Terminal (MDT)
hardware maintenance. This payment will cover the period from July 1, 2013
through June 30, 2014.
The maintenance provides hardware support and repair for the MW800 MDT units on
a 24/7/365 schedule.
The MDTs are installed in patrol, fire and service vehicles. The units are
deployed throughout CCG in the Police Department, Sheriff?s Office, Fire
Department & Emergency Medical Services, Marshal?s Office and Inspections &
Codes.
All of the equipment is manufactured by Motorola and is proprietary in nature.
Therefore, the vendor is the Only Known Source, per Section 3-114 of the
Procurement Ordinance.
Funds are budgeted in the FY14 Budget: Emergency Telephone Fund ? Police ?
E911 Communications Center ? Service Contracts; 0209-400-3220-E911-6513.
?ITEM A?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING PAYMENT TO THE GEORGIA MUNICIPAL ASSOCIATION FOR 2013-
2014 MEMBERSHIP DUES IN THE AMOUNT OF $26,311.62.
WHEREAS, membership dues are for the City of Columbus, Georgia; and,
WHEREAS, GMA is a voluntary, non-profit organization that provides legislative
advocacy, educational, employee benefit and technical consulting services to
its members.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to render payment to the Georgia
Municipal Association in the amount of $26,311.62 for 2013 - 2014 membership
dues for the City of Columbus, Georgia. Funds are budgeted in the FY14 Budget:
General Fund - Legislative ? City Council - Membership Dues and Fees;
0101-100-1000-CNCL-6657.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of __________________, 2013 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 TYLER TECHNOLOGIES (DALLAS, TX) IN
THE AMOUNT OF $53,390.19 FOR ANNUAL SOFTWARE LICENSE MAINTENANCE FOR THE
PERMITTING SYSTEM UTILIZED BY INSPECTIONS AND CODE. THIS PAYMENT WILL COVER
ONGOING SUPPORT FROM JULY 1, 2013 THROUGH JUNE 30, 2014
WHEREAS, this maintenance provides Information Technology, Inspections
and Codes, Engineering, and Planning with software enhancements, documentation
updates, Users Group support and hot line support for the Energov Building
Inspection System; and,
WHEREAS, the Permitting System was originally approved for purchase per
Resolution #234-08, from Energov. However, Tyler Technologies acquired Energov
in November 2012.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Tyler
Technologies (Dallas, TX) in the amount of $53,390.19 for annual software
license maintenance for the Permitting System utilized by Inspections and Code.
This payment will cover ongoing support from July 1, 2013 through June 30,
2014. Funds are budgeted in the FY14 Budget: General Fund ? Information
Technology ? Software Lease; 0101 ? 210 ? 1000 ? ISS ? 6541.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of __________________, 2013 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 PURCHASE OF PENSION SOFTWARE FROM LEVI, RAY &
SHOUP, INC. (SPRINGFIELD, ILLINOIS) IN THE AMOUNT $377,980.00; AS WELL AS,
ANNUAL MAINTENANCE COST OF APPROXIMATELY $35,000.00 PER YEAR.
WHEREAS, since its inception, the management of the City?s pension plan
has been a mostly manual process with some in-house developed programs that
assist with the process. Changes have been made to the plan over the years but
the pace of change has increased in more recent years, greatly increasing the
complexity of managing the plan; and,
WHEREAS, the vendor will provide PensionGold Version 3 software to be
used to manage the City?s Pension Plan. PensionGold Version 3 is a web based,
fully integrated software system, which includes, Workflow, Imaging, Audit,
General Ledger and Members Self-Service functionality; and,
WHEREAS, to accomplish this software purchase, the City is
participating in a cooperative purchase via an RFP administered by the City of
Fresno on September 15, 2011. Eleven bidders were invited to participate in the
RFP process. On November 14, 2011 the following three vendors submitted
proposals: CPAS, Levi, Ray & Shoup and Tegrit. Levy, Ray and Shoup was the
successful candidate. The procurement process administered by the City of
Fresno meets the procurement requirements of Columbus Consolidated Government.
The City?s Procurement Ordinance, Article 9-101, ?Cooperative Purchasing
Authorized,? allows for participation in this RFP.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase pension software
from Levi, Ray & Shoup, Inc. (Springfield, Illinois) in the amount $377,980.00;
as well as, annual maintenance cost of approximately $35,000.00 per year. The
initial cost and annual maintenance will be paid from the Pension Fund.
______________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of __________________, 2013 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 D?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE NEGOTIATION AND EXECUTION OF ANNUAL
CONTRACTS WITH ARMOR CORRECTIONAL HEALTH SERVICES, INC. (MIAMA, FL) FOR
COMPREHENSIVE MEDICAL SERVICES AT MUSCOGEE COUNTY PRISON AND WITH CORRECTIONAL
HEALTHCARE COMPANIES (CUMMING, GA) FOR COMPREHENSIVE MEDICAL SERVICES AT
MUSCOGEE COUNTY JAIL.
WHEREAS, an RFP was administered (RFP 13-0024) and proposals were received from
seven offerors; and,
WHEREAS, the proposals submitted by Armor Correctional Health Services
and Correctional Healthcare Companies met all proposal requirements and were
evaluated most 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 negotiate and execute
annual contracts with Armor Correctional Health Services, Inc. (Miami, FL) for
comprehensive medical services at Muscogee County Prison and with Correctional
Healthcare Companies (Cumming, GA) for comprehensive medical services at
Muscogee County Jail. Funds are budgeted each fiscal year for this ongoing
expense: General Fund ? Sheriff ?Medical Director-Consulting; 0101 - 550 ?
2650 ? MEDD - 6315. Upon contract approval, a subsequent partial transfer will
be made to 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 ____________________, 2013 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 E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH GOODPOINTE
TECHNOLOGY (ST. PAUL, MN) FOR RIGHT-OF-WAY DIGITAL IMAGING AND EXTRACTION OF
PAVEMENT CONDITION DATA.
WHEREAS, an RFP was administered (RFP 13-0026) and proposals were received from
three offerors; and,
WHEREAS, the proposal submitted by GoodPointe Technology met all
proposal requirements and was evaluated 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
GoodPointe Technology for right-of-way digital imaging and extraction of
pavement condition data. Funds are budgeted in the FY14 Budget: Paving Fund.
_______________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ____________________, 2013 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 F?
A RESOLUTION
NO. _______
A RESOLUTION AUTHORIZING THE PAYMENT TO MOTOROLA SOLUTIONS (ATLANTA,
GA), IN THE AMOUNT OF $153,664.20, FOR CAD/MOBILE DATA TERMINAL (MDT) HARDWARE
MAINTENANCE. THIS PAYMENT WILL COVER THE PERIOD FROM JULY 1, 2013 THROUGH JUNE
30, 2014.
WHEREAS, The maintenance provides hardware support and repair for the
MW800 MDT units on a 24/7/365 schedule; and,
WHEREAS, The MDTs are installed in patrol, fire and service vehicles.
The units are deployed throughout CCG in the Police Department, Sheriff?s
Office, Fire Department & Emergency Medical Services, Marshal?s Office and
Inspections & Codes; and,
WHEREAS, All of the equipment is manufactured by Motorola and is
proprietary in nature. Therefore, the vendor is the Only Known Source, per
Section 3-114 of the Procurement Ordinance.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Motorola
Solutions (Atlanta, GA), in the amount of $153,664.20, for CAD/Mobile Data
Terminal (MDT) hardware maintenance. This payment will cover the period from
July 1, 2013 through June 30, 2014. Funds are budgeted in the FY14 Budget:
Emergency Telephone Fund ? Police ? E911 Communications Center ? Service
Contracts; 0209-400-3220-E911-6513.
___________________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____ day of____________________, 2013 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
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