Delayed from 01/23/2018 - CM#6(B)
?ITEM B?
A RESOLUTION
NO._____________
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH BOBBY
L. RUSSELL (COLUMBUS, GA) TO PROVIDE COURT REPORTER SERVICES FOR ALL
PRELIMINARY FELONY HEARINGS IN RECORDER?S COURT.
WHEREAS, an RFP was administered (RFP No. 18-0014) and one proposal was
received; and,
WHEREAS, the proposal submitted by Bobby L. Russell met all proposal
requirements; and,
WHEREAS, the initial term of the contract shall be for two (2) years
with the option to renew for three (3) additional twelve-month periods. The
contract renewals 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 execute an annual contract with
Bobby L. Russell (Columbus, GA) to provide court reporter services for all
preliminary felony hearings in Recorder?s Court. The services will be procured
on an as-needed basis. Funds are budgeted each fiscal year for this ongoing
expense: Recorder?s Court ? Contractual Services; 0101-580-1000-RECC-6319.
_________________
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 Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
Agenda Item # 6(B)
Columbus Consolidated Government
Council Meeting
January 23, 2018
Agenda Report # 71
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(B) COURT REPORTER SERVICES FOR RECORDER?S COURT (ANNUAL CONTRACT) ? RFP NO.
18-0014
It is requested that Council authorize the execution of an annual contract with
Bobby L. Russell (Columbus, GA) to provide court reporter services for all
preliminary felony hearings in Recorder?s Court. The services will be procured
on an as-needed basis.
The contract term shall be for two (2) years with the option to renew for three
(3) additional twelve-month periods. The contract renewal shall be contingent
upon the mutual agreement of the City and the Contractor.
Annual Contract History:
The previous five-year contract was awarded on July 10, 2012 (Resolution No.
202-12) to Bobby L. Russell (Columbus, GA).
RFP Advertisement and Receipt of Proposal:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on November 17, 2017. This RFP has been
advertised, opened and evaluated. One (1) proposal was received on December
15, 2017 from the following vendor:
Bobby L. Russell (Columbus, GA)
The following events took place after receipt of proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre/1st Evaluation Meeting 01/04/18 Because only one proposal was received, the
Pre-Evaluation and First Evaluation committee meetings were combined. The
Purchasing Manager advised evaluation committee members of the RFP rules and
process, and the project manager provided an overview.
The committee reviewed the proposal and decided to request a best and final
offer from the contractor.
Best and Final Offer Requested 01/08/18 Request for best and final offer was forwarded to
the contractor.
Response Received for Best and Final Offer Request 01/10/18 The contractor detailed his
reasons for being unable to lower his original cost proposal. The documents
were forwarded to the Evaluation Committee.
Recommendation Received 01/12/18 Via email, the committee members unanimously voted to
award to Bobby L. Russell, the sole responding contractor
Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of two
(2) voting members from the Recorder?s Court and one (1) voting member from
Superior Court.
Award Recommendation:
The evaluation committee unanimously recommends award of the contract to Bobby
L. Russell, due to not receiving any other proposals.
Vendor Qualifications/Experience:
? The contractor has been providing court reporter services for (55) years:
o 2012 ? Present: Contracted court reporter for Muscogee County Recorder?s
Court.
o 1986 ? 2012: Court reporter for Muscogee County Superior Court
o 1965 ? 1986: Court reporter for Jackson County District Court (Marianna, FL)
? The contractor is certified by the Georgia Board of Court Reporting.
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 RFP process, there is no formal opening due to the
possibility of negotiated components of the proposal. In the event City
Council does not approve the recommended offeror, no proposal responses or any
negotiated components are made public until after the award of the contract.
Therefore, the evaluation results and cost information has been submitted to
the City Manager in a separate memo for informational purposes.
Funds are budgeted each fiscal year for this ongoing expense: Recorder?s Court
? Contractual Services; 0101-580-1000-RECC-6319.
Attachments
No attachments for this document.