Agenda Item # 7
Columbus Consolidated Government
Council Meeting
September 25, 2018
Agenda Report # 32
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) ENGINE REPAIR FOR METRA TRANSIT BUS
It is requested that Council approve payment to Cummins Sales and
Service/Cummins Power South (Atlanta, GA), in the amount of $13,147.51, for
METRA transit Bus engine repairs.
Transit bus, #1219, is a 2011 Gillig 35ft low floor model, with fourteen (14)
years of useful life remaining, and is crucial to route service within the
City. The bus is equipped with a Cummins engine and started to experience
engine problems. Therefore, repairs were performed by Cummins Power South, an
authorized dealer for Cummins. Consequently, the vendor is considered the
only known source for the repair, per Procurement Ordinance, Article #3-114.
Funds are budgeted in the FY19 Budget: Transportation Fund ? Transportation ?
FTA- Vehicle Operation & Maintenance; 0751 ? 610 ? 2400 ? MFTA ? 6516 (City
20%; Federal 80%).
* * * * * * * *
(B) COURT MANAGEMENT SYSTEM UPGRADE
It is requested that Council approve an agreement with Tyler Technologies
(Plano, TX), to implement Odyssey (Software as a Service (SaaS), a Tyler Courts
& Justice Solution, for the Court Management System Upgrade; procured by
cooperative purchase via Sourcewell Contract #110515-TTI. The implementation
will take place within a 24-month period. The cost for the implementation will
be spread over a 5-year period, at a total estimated cost of $4,164,564, which
includes the 1st year SaaS Fee. Implementation costs will be financed through
Capital Innovations, Inc., via a five year lease-purchase agreement in the
approximate amount of $920,754.28 annually. SaaS Fees for years 2 - 5 will be
paid to Tyler Technologies in the amount of $708,905. Approximate costs for
each year is denoted as follows:
Summary of Costs FY2020 FY2021 FY2022 FY2023 FY2024
Implementation Costs *920,754.28 (Year 1) *920,754.28 (Year 2) *920,754.28 (Year 3)
*920,754.28 (Year 4) *920,754.28 (Year 5)
SaaS Annual Maintenance Fees $708,905 (Year 2) $708,905 (Year 3)
$708,905 (Year 4) $708,905 (Year 5) **$708,905
(Subsequent Years)
Annual Costs $1,629,659.28 $1,629,659.28 $1,629,659.28 $1,629,659.28 $1,629,659.28
*Final costs subject to financing approval *Final costs subject to financing approval *Final
costs subject to financing approval *Final costs subject to financing approval *Final costs
subject to financing approval
**Estimate
The existing Court Management System is outdated and obsolete, as it still
operates using mainframe technology. Odyssey is a web-based computer system
that provides a unified, fully integrated justice software solution without
sacrificing functional requirements. The primary goals of implementing a
centralized court management system are to:
? Improve overall case processing within our judicial system.
? Increase the efficiency of information delivery to all offices that service
our court system.
? Increase operational efficiency and effectiveness through automating certain
activities and streamlining other operations.
? Improve data quality, integrity, and analysis within our judicial system.
? Maintain and improve data sharing between various governmental and public
entities.
The purchase will be accomplished via Request for Proposal (RFP) Contract
#110515-TTI, initiated by Sourcewell, whereby Tyler Technologies, was one of
the successful vendors contracted to provide Public Sector
Administrative-Related Software Solutions & Technology Services. The contract,
which commenced December 15, 2015, is good through December 15, 2019, with an
option to renew for a fifth year at the discretion of Sourcewell. Sourcewell
(formerly National Joint Powers Alliance) is a self-supporting government
organization, partnering with education, government, and nonprofits to boost
student and community success. Created in 1978 as one of Minnesota?s nine
service cooperatives, they offer training and shared services to
central-Minnesota members. Throughout North America, they offer a cooperative
purchasing program with over 200 awarded vendors on contract. Sourcewell is
driven by service and the ability to strategically reinvest in member
communities. The solicitation process utilized by Sourcewell meets the
requirements of the City?s Procurement Ordinance; additionally, cooperative
purchasing is authorized per Article 9-101 of the Procurement Ordinance.
Funding for the first year is available in the FY19 Budget as: Special Projects
? Capital Projects Fund ? Capital Projects ? General Fund Supported Capital
Projects ? Software Lease ? Court Management System Upgrade OLOST;
0508-660-1000-6541-22945-20170, 20180, 20190. Funding for the remaining four
years will be budgeted in appropriate funding sources in subsequent fiscal
years.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING PAYMENT TO CUMMINS SALES AND SERVICE/CUMMINS POWER
SOUTH (ATLANTA, GA), IN THE AMOUNT OF $13,147.51, METRA TRANSIT BUS ENGINE
REPAIRS.
WHEREAS, transit bus, #1219, is a 2011 Gillig 35ft low floor model, with
fourteen (14) years of useful life remaining, and is crucial to route service
within the City; and,
WHEREAS, the bus is equipped with a Cummins engine and started to experience
engine problems. Therefore, repairs were performed by Cummins Power South, an
authorized dealer for Cummins. Consequently, the vendor is considered the
only known source for the repair, per Procurement Ordinance, Article #3-114.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Cummins Sales and
Service/Cummins Power South (Atlanta, GA), in the amount of $13,147.51, METRA
transit Bus engine repairs. Funds are budgeted in the FY19 Budget:
Transportation Fund ? Transportation ? FTA- Vehicle Operation & Maintenance;
0751 ? 610 ? 2400 ? MFTA ? 6516 (City 20%; Federal 80%).
______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2018 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 Garrett voting __________.
Councilor House voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_________________________________
__________________________
Lindsey Glisson, Deputy Clerk of Council Teresa
Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE AGREEMENT WITH TYLER TECHNOLOGIES (PLANO, TX), TO
IMPLEMENT ODYSSEY (SOFTWARE AS A SERVICE (SAAS), A TYLER COURTS & JUSTICE
SOLUTION, FOR THE COURT MANAGEMENT SYSTEM UPGRADE; PROCURED BY COOPERATIVE
PURCHASE VIA SOURCEWELL CONTRACT #110515-TTI. THE IMPLEMENTATION WILL TAKE
PLACE WITHIN A 24-MONTH PERIOD. THE COST FOR THE IMPLEMENTATION WILL BE SPREAD
OVER A 5-YEAR PERIOD, AT A TOTAL ESTIMATED COST OF $4,164,564, WHICH INCLUDES
THE 1ST YEAR SAAS FEE. IMPLEMENTATION COSTS WILL BE FINANCED THROUGH CAPITAL
INNOVATIONS, INC., VIA A FIVE YEAR LEASE-PURCHASE AGREEMENT IN THE APPROXIMATE
AMOUNT OF $920,754.28 ANNUALLY. SAAS FEES FOR YEARS 2 - 5 WILL BE PAID TO
TYLER TECHNOLOGIES IN THE AMOUNT OF $708,905. APPROXIMATE COSTS FOR EACH YEAR
IS DENOTED AS FOLLOWS:
Summary of Costs FY2020 FY2021 FY2022 FY2023 FY2024
Implementation Costs *920,754.28 (Year 1) *920,754.28 (Year 2) *920,754.28 (Year 3)
*920,754.28 (Year 4) *920,754.28 (Year 5)
SaaS Annual Maintenance Fees $708,905 (Year 2) $708,905 (Year 3)
$708,905 (Year 4) $708,905 (Year 5) **$708,905
(Subsequent Years)
Annual Costs $1,629,659.28 $1,629,659.28 $1,629,659.28 $1,629,659.28 $1,629,659.28
*Final costs subject to financing approval *Final costs subject to financing approval *Final
costs subject to financing approval *Final costs subject to financing approval *Final costs
subject to financing approval
**Estimate
WHEREAS, the existing Court Management System is outdated and obsolete,
as it still operates using mainframe technology. Odyssey is a web-based
computer system that provides a unified, fully integrated justice software
solution without sacrificing functional requirements. The primary goals of
implementing a centralized court management system are to:
? Improve overall case processing within our judicial system.
? Increase the efficiency of information delivery to all offices that service
our court system.
? Increase operational efficiency and effectiveness through automating certain
activities and streamlining other operations.
? Improve data quality, integrity, and analysis within our judicial system.
? Maintain and improve data sharing between various governmental and public
entities; and,
WHEREAS, the purchase will be accomplished via Request for Proposal (RFP)
Contract #110515-TTI, initiated by Sourcewell, whereby Tyler Technologies, was
one of the successful vendors contracted to provide Public Sector
Administrative-Related Software Solutions & Technology Services. The contract,
which commenced December 15, 2015, is good through December 15, 2019, with an
option to renew for a fifth year at the discretion of Sourcewell. Sourcewell
(formerly National Joint Powers Alliance) is a self-supporting government
organization, partnering with education, government, and nonprofits to boost
student and community success. Created in 1978 as one of Minnesota?s nine
service cooperatives, they offer training and shared services to
central-Minnesota members. Throughout North America, they offer a cooperative
purchasing program with over 200 awarded vendors on contract. Sourcewell is
driven by service and the ability to strategically reinvest in member
communities. The solicitation process utilized by Sourcewell meets the
requirements of the City?s Procurement Ordinance; additionally, cooperative
purchasing is authorized per Article 9-101 of the Procurement Ordinance.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to enter into an agreement
with Tyler Technologies (Plano, TX), to implement Odyssey (Software as a
Service (SaaS), a Tyler Courts & Justice Solution, for the Court Management
System Upgrade; procured by cooperative purchase via Sourcewell Contract
#110515-TTI and authorize the City Manager to sign all resulting agreements.
The implementation will take place within a 24-month period. The cost for the
implementation will be spread over a 5-year period, at a total estimated cost
of $4,164,564, which includes the 1st year SaaS Fee. Implementation costs will
be financed through Capital Innovations, Inc., via a five year lease-purchase
agreement in the approximate amount of $920,754.28 annually. SaaS Fees for
years 2 - 5 will be paid to Tyler Technologies in the amount of $708,905.
Approximate costs for each year is denoted as follows:
Summary of Costs FY2020 FY2021 FY2022 FY2023 FY2024
Implementation Costs *920,754.28 (Year 1) *920,754.28 (Year 2) *920,754.28 (Year 3)
*920,754.28 (Year 4) *920,754.28 (Year 5)
SaaS Annual Maintenance Fees $708,905 (Year 2) $708,905 (Year 3)
$708,905 (Year 4) $708,905 (Year 5) **$708,905
(Subsequent Years)
Annual Costs $1,629,659.28 $1,629,659.28 $1,629,659.28 $1,629,659.28 $1,629,659.28
*Final costs subject to financing approval *Final costs subject to financing approval *Final
costs subject to financing approval *Final costs subject to financing approval *Final costs
subject to financing approval
**Estimate
Funding for the first year is available in the FY19 Budget as: Special Projects
? Capital Projects Fund ? Capital Projects ? General Fund Supported Capital
Projects ? Software Lease ? Court Management System Upgrade OLOST;
0508-660-1000-6541-22945-20170, 20180, 20190. Funding for the remaining four
years will be budgeted in appropriate funding sources in subsequent fiscal
years.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia, held the
_________ day of _________________, 2018 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 Garrett voting __________.
Councilor House voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_________________________________
__________________________
Lindsey Glisson, Deputy Clerk of Council Teresa
Pike Tomlinson, Mayor
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