Agenda Item # 7
Columbus Consolidated Government
Council Meeting
November 26, 2013
Agenda Report # 52
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) HOT ASPHALT & GENERAL ROAD REPAIR SERVICES (ANNUAL CONTRACT) - RFB NO.
14-0018
It is requested that Council approve the purchase of hot asphalt and general
road repair services, on an ?as needed? basis, from Robinson Paving Company
(Columbus, GA) for the estimated annual contract value of $7,160,000.00. The
estimated contract value is based upon the annual usage by Public Services and
Engineering Department for street repairs.
The contract term will be for three years, 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.
Bid postcard invitations were mailed to eighteen vendors and bid specifications
were posted on the web pages of the Purchasing Division, Georgia Procurement
Registry, and DemandStar. One bid was received on October 23, 2013. This bid
has been advertised, opened and reviewed. The bidder was:
Robinson Paving Company (Columbus, GA)
Funds are budgeted each fiscal year for this ongoing expense: Paving Fund -
Public Works Department ? Repairs and Maintenance ? Street Repairs &
Maintenance ? Road Maintenance Materials; 0203-260-3110-REPR-6726, and Various
CIP Accounts.
* * * * * *
(B) TRAFFIC INCIDENT MANAGEMENT SERVICES (ANNUAL CONTRACT) ? RFP NO. 14-0005
It is requested that Council authorize the execution of a contract with
Columbus Towing & Recovery, Inc. (Columbus, GA) for traffic incident management
services, which will be used on an ?as needed? basis.
Traffic Incident Management Services (TIMS) is vehicular road services
typically and commonly provided by wrecker/towing services. Vehicles shall
include all self-propelled vehicles, including two-wheel, three-wheel vehicles,
which are defined as a motor vehicle in Ga. Code 40-1-1 (Motor Vehicle
Law-Definitions). Columbus Towing & Recovery will also provide towing services
for City vehicles requiring road assistance.
Columbus Towing & Recovery, Inc. will provide the following services:
? Road services, winching, and towing for passenger autos, small vans, pickup
trucks, motorcycles, and any other vehicles not exceeding two tons for private
owned vehicles.
? Negotiate fees for private owned vehicles exceeding two tons.
? Provide, at no cost, towing of first twenty (20) city vehicles in a calendar
month.
? Provide road and towing services for City vehicles two (2) through five (5)
tons
? Provide road and towing services for City vehicles exceeding five (5) tons.
? Provide all equipment necessary to perform required services.
? Competent administrative, support, driver personnel on a 24-hour per day
basis.
? Maintain a record system that towed vehicles are accurately and uniquely
identified, and release of towed vehicle is made to the rightful owner/agent.
? Provide proper storage of towed vehicles.
The term of the contract shall be for five (5) years. The initial fee schedule
shall remain fixed for the first two (2) years. Once each calendar year,
beginning with the third year and each year thereafter, Contractor may request
a meeting of the various Public Safety agencies, Department of Public Services,
Purchasing Division Manager, and the City Manager's Office to consider fee
changes.
Request for proposals were mailed to thirteen (13) vendors and specifications
were posted on the City?s website, Georgia Procurement Registry and Onvia
DemandStar. The RFP has been advertised, opened and evaluated. One proposal
was received on November 8, 2013 from the following offeror:
Columbus Towing & Recovery, Inc. (Columbus, GA)
The proposal was reviewed by the Evaluation Committee, which consisted of
voting representatives from: METRA, Police, Fire/EMS, Marshal and Public Works
Departments. A representative from the 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, the RFP must be re-bid.
Towing charges for vehicles of citizens will be billed to the owner of the
vehicles. Funding to cover towing services for City vehicles is budgeted each
fiscal year for this on-going expense: Various Departments ? Auto Parts and
Supplies; 6721; General Fund - Police - Motor Transport ? Motor Transport -
Other Purchased Services, 0101-400-3230-MOTR-6699; Transportation Fund -
Transportation FTA ? METRA FTA (UMTA) ? Vehicle Operation & Maintenance,
0751-610-2400-MFTA-6516.
* * * * * *
(C) WORKERS? COMPENSATION CLAIM MANAGEMENT SERVICES (ANNUAL CONTRACT) ? RFP NO.
13-0035
It is requested that Council authorize the negotiation and execution of a
contract with USIS/AmeriSys (Dunwoody, GA) to provide workers? compensation
claim management services for the City?s workforce of approximately 2,750
employees in various occupations, ranging from Public Safety to Field Force to
Administrative positions.
The Contractor must provide complete system integration and coordination to
provide all core workers? compensation program services, including medical
management and claims administration, as follows:
1. Administrative services
2. Claims services
3. First Notice of Injury services
4. Loss statistic services
5. Managed Care Organization (MCO) services to include:
a. Network access and development services
b. Triage
c. Telephonic case management and (when appropriate, site case management)
d. Pharmaceutical benefit management services
e. Communicable disease management program services
f. Utilization review
i. Medical bill review and audit services
ii. Pre-certification
iii. Concurrent and retrospective review
g. Peer-to-peer review
6. Workers? Compensation excess placement assistance
7. Loss Control services
Other services include: collaborating with the city?s manager of workers?
compensation services to reach settlement of claims in appropriate
circumstances, to assist in selection of defense counsel, providing loss
control, assistance in excess coverage access, and assistance with required
State reporting.
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.
Request for proposal invitations were mailed to twenty-eight vendors and
specifications were posted on the City?s website, Georgia Procurement Registry
and DemandStar. The RFP has been advertised, opened and evaluated. Proposals
were received on July 19, 2013 from the following nine offerors:
USIS/AmeriSys (Dunwoody, GA)
Collins & Company, Inc. (Chattanooga, TN)
PMA Management Corp. (Atlanta, GA)
TriStar Insurance Group (Atlanta, GA)
Marsh USA-ACCG (Atlanta, GA)
Alternative Service Concepts (Nashville, TN)
Companion 3rd Party Administrators (Columbia, SC)
Underwriter Safety & Claims (Savannah, GA)*
AMTrust North America (Duluth, GA)*
*The Evaluation Committee reviewed the proposals from Underwriter Safety &
Claims and AmTrust North America, and based on the information contained,
unanimously deemed their proposals non-responsive. Both vendors were notified
in writing.
Proposals were reviewed by the Evaluation Committee members, which consisted of
representatives from Fire/EMS, Public Works and Finance Departments.
Representatives from the Civic Center, Engineering, Police Department, and the
Risk Manager served in an advisory capacity.
The RFP process is governed by the City?s Procurement Ordinance, Articles
3-110, Competitive Sealed Proposals for the procurement of Equipment, Supplies
and Professional 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.
The City expends approximately $1,200,999 for workers? compensation per year.
Funds will be budgeted each fiscal year for this on going expense: Risk
Management Int Serv ? Human Resources ? Workers Compensation ? Contractual
Services, 0860-220-3820-WCOM-6319.
* * * * * *
(D) LOW BOY TRI-AXLE TRACTOR WITH LOW BOY TRAILER ? GEORGIA STATE CONTRACT
It is requested that Council approve the purchase of one (1) low boy tri-axle
trailer with low boy trailer (2015 Freightliner 122SD Low Boy Tri-axle Tractor,
with Model LB55-22DC Contender Series Detachable Neck Lowboy Trailer) from
Peach State Freightliner, (Norcross, GA) at a unit price of $198,607.00, via
Georgia Statewide Contract #99999-SPD-SPD0000039-0002.
The vehicle was approved in the FY14 Budget. It will be used by the staff of
the Street Paving and Repair Division, of the Public Works Department, to
transport heavy equipment to and from job locations. It will also be used to
transport equipment out of town for repairs. This is replacement equipment.
Funds are budgeted in the FY14 Budget: Paving Fund - Public Works - Repairs &
Maintenance - Capital Expenditures over $5000 and Heavy Trucks;
0203-260-3110-REPR-7761 and 7723.
* * * * * *
(E) MEDIACOM CABLE BUILD SERVICES
It is requested that Council authorize payment to Mediacom (Columbus, GA) in
the amount of $38,044.99 for cable build services. Mediacom will provide labor
and materials to install cable fiber optic line, modulation equipment and all
other necessary hardware to the City Services Center to facilitate transmission
of CCGTV broadcast programming to Mediacom network. The cable build services
for Mediacom are necessary since they do not have fiber optic facilities in the
area of the City Services Center and must install a dedicated line to the City
Services Center. The services are required in order for CCG-TV to broadcast
programming on the Mediacom network.
Funding is available from the FY14 Budget: 2010 CBA Bonds ? City Service
Center ? General Construction ? CSC CCGTV; 0559-800-2130-BACS-7661-82008-20130.
?ITEM A?
A RESOLUTION
NO. ______
A RESOLUTION AUTHORIZING THE PURCHASE OF HOT ASPHALT & GENERAL ROAD REPAIR
SERVICES ON AN ?AS NEEDED? BASIS FROM ROBINSON PAVING COMPANY (COLUMBUS, GA)
FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $7,160,000.00.
WHEREAS, the hot asphalt & general road repair services will be utilized by
Public Works and Engineering Department for street repairs; and,
WHEREAS, the contract term will be for three years, 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.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase hot asphalt and
general road repair services on an ?as needed? basis from Robinson Paving
Company (Columbus, GA) for the estimated annual contract value of
$7,160,000.00. Funds are budgeted each fiscal year for this ongoing expense:
Paving Fund - Public Works Department ? Repairs and Maintenance ? Street
Repairs & Maintenance ? Road Maintenance Materials; 0203-260-3110-REPR-6726,
and Various CIP Accounts.
________________
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 THE EXECUTION OF A CONTRACT WITH COLUMBUS
TOWING & RECOVERY, INC., (COLUMBUS, GA) FOR TRAFFIC INCIDENT MANAGEMENT
SERVICES (TIMS), WHICH WILL BE USED ON AN ?AS NEEDED BASIS?.
WHEREAS, an RFP was administered (RFP No. 14-0005) and one proposal was
received; and,
WHEREAS, the proposal submitted by Columbus Towing & Recovery, Inc., met all
proposal requirements.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute a contract with
Columbus Towing & Recovery, Inc. (Columbus, GA), for Traffic Incident
Management Services, which will be used on an ?as needed? basis. Towing
charges for vehicles of citizens will be billed to the owner of the vehicles.
Funding to cover towing services for City vehicles is budgeted each fiscal year
for this on-going expense: Various Departments ? Auto Parts and Supplies;
6721; General Fund - Police - Motor Transport ? Motor Transport - Other
Purchased Services, 0101-400-3230-MOTR-6699; Transportation Fund -
Transportation FTA ? METRA FTA (UMTA) ? Vehicle Operation & Maintenance,
0751-610-2400-MFTA-6516
_______________________
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 THE NEGOTIATION AND EXECUTION OF AN ANNUAL
CONTRACT WITH USIS/AMERISYS (DUNWOODY, GA) TO PROVIDE WORKERS? COMPENSATION
CLAIM MANAGEMENT SERVICES.
WHEREAS, an RFP was administered (RFP 13-0035) and proposals were received from
nine offerors; and,
WHEREAS, the proposal submitted by USIS/AmeriSys 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 negotiate and execute an
annual contract with USIS/AmeriSys (Dunwoody, GA) to provide workers?
compensation claim management services. Funds will be budgeted each fiscal
year for this on going expense: Risk Management Int Serv ? Human Resources ?
Workers Compensation ? Contractual Services, 0860-220-3820-WCOM-6319.
_____________________
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 PURCHASE OF ONE (1) LOW BOY TRI-AXLE
TRACTOR WITH LOW BOY TRAILER (2015 FREIGHTLINER 122SD LOW BOY TRI-AXLE TRACTOR,
WITH MODEL LB55-22DC CONTENDER SERIES DETACHABLE NECK LOWBOY TRAILER), FROM
PEACH STATE FREIGHTLINER (NORCROSS, GA) IN THE AMOUNT OF $198,607.00, VIA
GEORGIA STATE CONTRACT #99999-SPD-SPD0000039-0002.
WHEREAS, the vehicle was approved in the FY14 Budget. It will be used
by the staff of Street Paving and Repair Division, of the Public Works
Department, to transport heavy equipment to and from job locations. It will
also be used to transport equipment out of town for repairs. This is
replacement equipment.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) low boy
tri-axle tractor with low boy trailer (2015 Freightliner 122SD Low Boy Tri-axle
Tractor, with Model LB55-22DC Contender Series Detachable Neck Lowboy Trailer)
from Peach State Freightliner, (Norcross, GA) in the amount of $198,607.00, via
Georgia Statewide Contract #99999-SPD-SPD0000039. Funds are budgeted in the
FY14 Budget: Paving Fund - Public Works - Repairs & Maintenance - Capital
Expenditures over $5000 and Heavy Trucks; 0203-260-3110-REPR-7761 and 7723.
______________________
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 PAYMENT TO MEDIACOM (COLUMBUS, GA) IN THE
AMOUNT OF $38,044.99 FOR CABLE BUILD SERVICES.
WHEREAS, Mediacom will provide labor and materials to install fiber
optic lines, modulation equipment and all other necessary hardware to the City
Services Center to facilitate transmission of CCGTV broadcast programming to
Mediacom network; and,
WHEREAS, the cable build services for Mediacom are necessary since they
do not have fiberoptic facilities in the area of the City Services Center and
must install a dedicated line to City Services Center to continue broadcasting
CCGTV; and,
WHEREAS, the services are required in order for CCG-TV to broadcast
programs on the Mediacom network.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to Mediacom
(Columbus, GA) in the amount of $38,044.99 for cable build services. Funding
is available from the FY14 Budget: 2010 CBA Bonds ? City Service Center ?
General Construction ? CSC CCGTV; 0559-800-2130-BACS-7661-82008-20130.
___________________
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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