Agenda Item # 8
Columbus Consolidated Government
Council Meeting
February 11, 2014
Agenda Report # 72
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) PROFESSIONAL NEGOTIATING SERVICES (ANNUAL CONTRACT) ? RFP NO. 14-0007
It is requested that Council authorize the execution of annual contracts with
Paul Garrett (Thomaston, GA) and Moreland Altobelli Associates, Inc. (Norcross,
GA) for professional negotiating services.
The services will be procured on an ?as needed? basis, and are necessary for
right-of-way acquisitions. The services may include, but are not limited to,
acquisition, negotiation, preparation of condemnation information and
settlements. The vendors will be selected to perform the services based on the
size of the project, the vendor?s availability and the expertise or experience
level of the services required.
The term of contract shall be for two years, with the option to renew for three
additional twelve-month periods. Contract renewal is contingent upon the
mutual agreement of the City and the Contractor.
Request for proposals were mailed to eighteen (18) vendors and specifications
were posted on the websites of the City, Georgia Procurement Registry and Onvia
DemandStar. The RFP has been advertised, opened and evaluated. Three (3)
proposals were received on November 22, 2013 from the following offerors:
Paul Garrett (Thomaston, GA)
Moreland Altobelli Associates, Inc. (Norcross, GA)
Smith Real Estate Services (Atlanta, GA)
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from the Planning Department and the Community
Reinvestment Department. Additional representatives from the Planning
Department served as non-voting, advisory members of the committee.
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. Cost information has been submitted to the
City Manager in a separate memo for information purposes.
Funds will be budgeted each fiscal year for this on-going expense: Capital
Projects-Paving Supported, Professional Services, various projects;
0508-660-3000-CPPF-6311; 1999 SPLOST Sales Tax Supported ? Professional
Services, various projects, 0540-695-2126-TXRB-6311.
*********************
(B) OAKLAND PARK MILLING & RESURFACING
It is requested that Council authorize the execution of a construction contract
with Landmark Grading Company, Inc. (Fort Mitchell, AL) in the amount of
36,234.87 for milling and resurfacing of a roadway in Oakland Park.
Per Resolution Number 139-13 (dated April 23, 2013), Council authorized a
contract with Landmark Grading Company to provide storm drainage improvements
in Oakland Park The roadway requiring milling and resurfacing is located
within the work areas. In order to not have two contractors working within the
same project area and so the paving matches up and can be performed in a
continuous run, the Engineering Department obtained a quote and subsequently
granted approval for Landmark Grading Company to proceed with the milling and
resurfacing work. Therefore, Landmark Grading Company is considered an only
known source, per Section 3-114 of the Procurement Ordinance.
Funds are budgeted in the FY14 Budget: LOST-Infrastructure ? Engineering ?
Road Improvements ? LOST Resurface/Rehabilitation;
0109-250-9901-ROAD-7643-92001-20140.
*********************
(C) WORKERS? COMPENSATION SERVICES
It is requested that Council authorize payment to Public Risk Underwriters of
Georgia, Inc., (Peachtree Corners, GA) to provide workers? compensation excess
coverage and loss control services, in the total amount of $534,870, annually,
for the first year, for benefits and expenses payable for claims made under the
State of Georgia Workers? Compensation laws and regulations, such insurance to
be per occurrence and subject to a deductible of $500,000. Fees after the
first year will be negotiated contingent upon the City?s required services.
These services shall run concurrent with the contract time-line of the current
Workers? Compensation Claims Management provider, Usis/Amerisys.
On December 3, 2013, per Resolution #431-13, Council approved the contract with
Usis/Amerisys, for Workers? Compensation Claims Management Services. As part of
the RFP requirements, the contractor was required to provide loss control and
excess coverage services. In their RFP response, Usis/Amerisys included
broker, Public Risk Underwriters of Georgia to facilitate access to loss
control and excess coverage. Both vendors are separate divisions of Brown and
Brown, Inc.
Public Risk Underwriters of Georgia obtained quotes from several carriers for
excess coverage. Safety National, our current excess coverage carrier,
provided the quotes most favorable to the City, as follows:
General Government Retention Level/Public Safety Retention Level
$750,000/$750,000 $377,270
$500,000/$750,000 $438,900
$500,000/$500,000 $522,870
Safety National is an A1-rated carrier.
Loss control and excess coverage was previously covered under the Workers?
Compensation contract with ACCG. While under contract with ACCG, the excess
coverage cost was included in the annual invoice the City received for all
workers? compensation charges. However, there was no itemized delineation of
the various charges for which we were being billed. The City?s Risk Manager
requested last year?s cost for excess coverage, which was $502,692.
Excess coverage premiums for those entities whose experience modifier is
greater than 1.0 has been expected to rise in 2014 due to a change in formula
that was promulgated by the State Board of Workers Compensation. Public Risk
Underwriters of Georgia have been able to obtain a premium from an A1-rated
carrier that is very close to that we paid in 2013.
With the new contract, the City will receive invoices from USIS/AmeriSys for
workers compensation claims services, and a separate invoice for excess
coverage and loss control services. The fee for loss control services will
vary according to the amount of services we request each year, but the initial
cost for the first year of services was set at $24,000. Public Risk
Underwriters have committed to cutting that fee to $12,000 for 2014.
Funds will be budgeted each fiscal year for this ongoing expense as follows:
Risk Management Int Serv-Human Resource-Workers Compensation-Contractual
Services; 0860-220-3820-WCOM-6319.
?ITEM A?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE EXECUTION OF ANNUAL CONTRACTS WITH PAUL
GARRETT (THOMASTON, GA) AND MORELAND ALTOBELLI ASSOCIATES, INC. (ATLANTA,
GA)FOR PROFESSIONAL NEGOTIATING SERVICES, WHICH WILL BE PROCURED ON AN ?AS
NEEDED? BASIS.
WHEREAS, an RFP was administered (RFP No. 14-0007) and proposals were received
from three offerors; and,
WHEREAS, the proposals submitted by Paul Garrett and Moreland Altobelli
met all proposal requirements and were 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 annual contracts
with Paul Garrett (Thomaston, GA) and Moreland Altobelli (Atlanta, GA) for
professional negotiating services. Funds will be budgeted each fiscal year for
this on-going expense: Capital Projects-Paving Supported, Professional
Services, various projects; 0508-660-3000-CPPF-6311; 1999 SPLOST Sales Tax
Supported ? Professional Services, various projects, 0540-695-2126-TXRB-6311.
_____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ______________, 2014 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 CONSTRUCTION CONTRACT WITH
LANDMARK GRADING COMPANY, INC. (FORT MITCHELL, AL) IN THE AMOUNT OF $36,234.87
FOR MILLING AND RESURFACING OF A ROADWAY IN OAKLAND PARK.
WHEREAS, per Resolution Number 139-13 (dated April 23, 2013), Council
authorized a contract with Landmark Grading Company to provide storm drainage
improvements in Oakland Park; and,
WHEREAS, the roadway requiring milling and resurfacing is located along Howe
Avenue between the intersections of Ramsey Road and Hawthorne Rowe, which falls
within the work areas of the storm drainage improvements project; and,
WHEREAS, in order to not have two contractors working within the same
project area and so the paving matches up and can be performed in a continuous
run, the Engineering Department obtained a quote and subsequently granted
approval for Landmark Grading Company to proceed with the milling and
resurfacing work. Therefore, Landmark Grading Company is considered an 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 execute a construction
contract with Landmark Grading Company, Inc. (Fort Mitchell, AL) in the amount
of 36,234.87 for milling and resurfacing of a roadway in Oakland Park. Funds
are budgeted in the FY14 Budget: LOST-Infrastructure ? Engineering ? Road
Improvements ? LOST Resurface/Rehabilitation;
0109-250-9901-ROAD-7643-92001-20140.
_____________________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ______________, 2014 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 PAYMENT payment to Public Risk Underwriters of
Georgia, Inc., (Peachtree Corners, GA) to provide workers? compensation excess
coverage and loss control services, in the total amount of $534,870, annually,
for the first year, for benefits and expenses payable for claims made under the
State of Georgia Workers? Compensation laws and regulations, such insurance to
be per occurrence and subject to a deductible of $500,000. Fees after the
first year will be negotiated contingent upon the City?s required services.
These services shall run concurrent with the contract time-line of the current
Workers? Compensation Claims Management provider, Usis/Amerisys.
WHEREAS, On December 3, 2013, per Resolution #431-13, Council approved
the contract with Usis/Amerisys, for Workers? Compensation Claims Management
Services. As part of the RFP requirements, the contractor was required to
provide loss control and excess coverage services. In their RFP response,
Usis/Amerisys included broker, Public Risk Underwriters of Georgia to
facilitate access to loss control and excess coverage. Both vendors are
separate divisions of Brown and Brown, Inc; and,
WHEREAS, Public Risk Underwriters of Georgia obtained quotes from
several carriers for excess coverage. Safety National, our current excess
coverage carrier, provided the quotes most favorable to the City; and,
WHEREAS, With the new contract, the City will receive invoices from
USIS/AmeriSys for workers compensation claims services, and a separate invoice
for excess coverage and loss control services. The fee for loss control
services will vary according to the amount of services we request each year,
but the initial cost for the first year of services was set at $24,000. Public
Risk Underwriters have committed to cutting that fee to $12,000 for 2014.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to authorize payment
to Public Risk Underwriters of Georgia, Inc., (Peachtree Corners, GA) to
provide workers? compensation excess coverage and loss control services, in the
total amount of $534,870, annually, for the first year, for benefits and
expenses payable for claims made under the State of Georgia Workers?
Compensation laws and regulations, such insurance to be per occurrence and
subject to a deductible of $500,000. Fees after the first year will be
negotiated contingent upon the City?s required services. These services shall
run concurrent with the contract time-line of the current Workers? Compensation
Claims Management provider, Usis/Amerisys. Funds will be budgeted each
fiscal year for this ongoing expense as follows: Risk Management Int
Serv-Human Resource-Workers Compensation-Contractual Services;
0860-220-3820-WCOM-6319.
________________________________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________________ 2014, 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
Attachments
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