Agenda Item # 6
Columbus Consolidated Government
Council Meeting
February 14, 2012
Agenda Report # 012
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) STUMP GRINDER ? RFB NO. 12-0021
It is requested that Council authorize the purchase of one (1) J. P. Carlton,
Model 7500, Stump Grinder, from J. P. Carlton Co., (Spartanburg, SC) in the
amount of $33,750.00.
The stump grinder will be used by the Urban Forestry and Beautification
Division, of the Public Services Department, for grinding stumps on City
right-of-ways and other City properties. This is new equipment approved in the
FY12 Budget.
Bid postcard invitations were mailed to eighty-five vendors and bid
specifications were posted on the web page of the Purchasing Division and the
Georgia Procurement Registry. Four bids were received on December 14, 2011.
This bid has been advertised, opened and reviewed. The bidders were:
Vendor Manufacturer/Make/Model Unit Price
J. P. Carlton Co. (Spartanburg, SC) J. P. Carlton, Model 7500 $33,750.00
Mason Tractor Company (McDonough, GA) 2011 Bandit / 3200TOW $34,706.90
R.Z. Zimmerman, Inc. (Marietta, GA) 2011 Carlton 7500 $35,900.00
Vermeer Southeast (Marietta, GA) Vermeer SC802 $36,705.00
This item is not available on Georgia Statewide Contract.
Funds are budgeted in the FY12 Budget: Paving Fund ? Public Services ?
Right-of-Way Maintenance ? Rolling Stock; 0203 ? 260 ? 3120 ? ROWM ? 7726.
* * * * * * * *
(B) LGFS/GHRS ANNUAL SOFTWARE MAINTENANCE AGREEMENT
It is requested that Council authorize payment to CGI Technologies and
Solutions, Inc., (Fairfax, VA), in the amount of $291,140.01 for annual
software maintenance support of the LGFS/GHRS systems. The maintenance period
will cover twelve months beginning January 1, 2012 through December 31, 2012.
CGI is the developer of the software and is therefore the sole provider for the
maintenance support.
This maintenance provides the Departments of Information Technology, Finance,
and Human Resources with software enhancements, documentation updates, User
Group support, Hotline support and access to the American Management Systems
(AMS)-sponsored ADVANTAGE Communications Forum. The following software modules
are supported under this maintenance agreement:
Advantage Financial (LGFS):
Fixed Assets Advanced Budget Preparation
Cost Allocation Debt Management
Extended Purchasing Advanced Receivables
Performance Measurement Report Distribution
Investment Inventory
Advantage HR (GHRS):
Position Control
Employee Relations
Employee Benefits
ADVANTAGE/DS
Funds are budgeted in the FY12 Budget: General Fund - Information Technology ?
Software Lease; 0101-210-1000-ISS-6541.
* * * * * * * *
(C) ANNUAL MAINTENANCE AND SUPPORT AGREEMENT FOR THE OASIS SYSTEM
It is requested that Council approve payment to Tyler Technologies, Inc.,
Appraisal and Tax Division (Dallas, TX), in the amount of $91,355.00, for the
annual renewal fee for OASIS Maintenance Support, covering the period January
2012 through December 2012. In order to regulate the payments, it is requested
that payment be made in two installments in the amount of $45,677.50; the first
payment upon approval of this resolution, and the second payment after July 1st
.
This maintenance provides Information Technology, the Tax Assessor's Office and
the Tax Commissioner's Office with software enhancements, documentation
updates, Users Group Support and Hotline Support for the OASIS property tax and
appraisal system. Maintenance has been budgeted and approved annually since
the OASIS software system was purchased in 1985. The vendor is the developer
of the software, and is therefore, the only known source available to provide
the maintenance support.
Funds are budgeted in the FY12 Budget: General Fund - Information Technology -
Software Lease; 0101-210-1000-ISS-6541. The remaining funds for the second
payment, due after July 1, will be carried over to the FY13 budget.
* * * * * * * *
(D) HOUSEHOLD HAZARDOUS WASTE SORTING & DISPOSAL SERVICES (ANNUAL CONTRACT) ?
RFP NO. 12-0004
It is requested that Council authorize the execution of an annual contract for
household hazardous waste sorting and disposal services with MXI Environmental
Services (Arrington, VA). Contractor will provide household hazardous waste
sorting and disposal services for up to two, half-day events per year. The
events are provided for the convenience of the citizens of Columbus, Georgia,
to allow the opportunity to discard household hazardous waste such as:
Common household hazardous items
Paint and solvents
(Latex paint, oil based paint, furniture strippers, paint thinners, etc.)
Lawn care chemicals
(Fertilizers, pesticides, pool chemicals, herbicides, insecticides, fungicides,
etc.)
Cleaning products
(Bleach or products containing bleach, ammonia or ammonia-based products, all
purpose cleaners, furniture polish, spot removers, scouring powder, oven
cleaner, bath cleaners, bug spray, etc.)
Automotive Products
(Motor oil, oil filters, gasoline, anti-freeze, lubricants, car batteries,
brake fluid, transmission fluid, car wax, metal polish, etc.)
Electronic equipment
Computers
Printers
Copiers
Fax Machines
*Consumer Electronics
The contractor shall accept and properly dispose of any and all waste turned in
during the event that could be considered household hazardous waste.
Contractor shall provide the following services:
1. Set-up for business at the provided location one hour prior to the start of
the event on the day of the event, to be determined by CCG.
2. Cooperate with city personnel to setup an orderly traffic flow to receive
the household hazardous waste.
3. Provide personnel to manage the setup of receiving and handling the
household hazardous waste.
4. Provide two large roll off containers for cans containing paint.
5. Provide hazardous material suites for volunteers and city crews working at
the event.
6. Provide all equipment needed for receiving, packing for shipment and
loading of material including: any lifting and loading equipment required such
as a forklift, roll off container truck, etc.
7. Dispose of all collected household hazardous waste in a manner that follows
all federal, state and local laws.
8. Disposal shall be done in a manner that holds CCG harmless and without
responsibility for said waste in the future.
The initial term of the contract shall be for three years, with the option to
renew for two additional twelve-month periods. Contract renewal will be
contingent upon mutual agreement of the City and the Contractor.
Request for proposals were posted on the City?s website and the Georgia
Procurement Registry. The RFP has been advertised, opened and evaluated. On
September 16, 2011, proposals were received from the following five (5)
offerors:
MXI Environmental Services (Arrington, VA)
Clean Harbors Environmental Services (Tucker, GA0
PSC Environmental Services (Kent, WA)
EQ Industrial Services (Atlanta, GA)
Tradebe Treatment & Recycling (East Chicago, TN)
The proposals were reviewed by the Evaluation Committee members, which
consisted of representatives from the Public Services Department.
Additionally, a Public Services representative 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 cost information has
been submitted to the City Manager in a separate memo, for informational
purposes.
Funds will be budgeted each fiscal year for this on going expense: Integrated
Waste Management Fund ? Public Services ? Solid Waste Collection ? Contractual
Services; 0207-260-3510-GARB-6319.
* * * * * * * * *
(E) JAIL NEEDS ASSESSMENT ADDITIONAL SERVICES
It is requested that Council approve the proposal from Ricci Greene to provide
additional services related to the Jail Needs Assessment Study, to include the
feasibility of a Pre-trial release program. The additional services will be
conducted in two phases: Phase One includes data analysis and assessing the
potential impact of a Pre-Trial release program, in the amount of $29,248.00,
and Phase Two will include assisting the City with the design, development and
implementation of the program, in the amount of $16,250.00.
Per Resolution #262-11, Council awarded the contract to Ricci Greene to perform
the Jail Needs Assessment as part of the planning process for the Jail
Expansion Project funded through the 2008 LOST. The original scope of the
needs assessment did not include examining the potential impact of a pre-trial
release program on the programming for the new facility. A pre-trial release
program provides an alternative to incarceration for individuals prior to final
adjudication of their case. The implementation of such a program can have a
positive impact on reducing the jail population and operating costs of the jail.
Ricci Greene has provided a proposal for a two-phase approach to examining the
feasibility of a pre-trial release program.
Phase One - Will involve data analysis and assessing the potential impact of
such a program on jail bed space and facility expansion. The consultant will
work with the Sheriff?s Department, District Attorney?s Office, and Court
Officials to identify qualifying criteria for a pre-trial release program and
estimate the impact such a program will have on the number and organization of
beds in the facility. The Phase One cost estimate is $29,248.00
Phase Two ? Will be geared toward assisting the City with design, development,
and implementation of a local program using national best practices and
elements of successful programs in other jurisdictions. The Phase Two cost
estimate is $16,520.00
The potential cost savings and bed space reductions associated with a pre-trial
release program warrant further investigation by the City. If approved, only
Phase One of the proposal will be authorized. Phase Two will only be
authorized if the Chief Judge and District Attorney determine the pre-trial
release program is a viable alternative for the jurisdiction and desire to
implement such a program.
Funds are budgeted in the FY12 Budget: LOST - Public Safety ? Sheriff -
Contractual Services; 0102 ? 550 ? 9900 - LOST -6319.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) J. P. CARLTON, MODEL
7500, STUMP GRINDER, FROM J. P. CARLTON CO., (SPARTANBURG, SC) IN THE AMOUNT OF
$33,750.00.
WHEREAS, the stump grinder will be used by the Urban Forestry and
Beautification Division, of the Public Services Department, for grinding stumps
on City right-of-ways and other City properties.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to purchase one (1) J. P.
Carlton, Model 7500, stump grinder, from J. P. Carlton Co., (Spartanburg, SC)
in the amount of $33,750.00. Funds are budgeted in the FY12 Budget: Paving
Fund ? Public Services ? Right-of-Way Maintenance ? Rolling Stock; 0203 ? 260 ?
3120 ? ROWM ? 7726.
__________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2012 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 __________.
__________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM B?
A RESOLUTION
NO.____
A RESOLUTION AUTHORIZING PAYMENT TO CGI TECHNOLOGIES AND SOLUTIONS, INC.,
(FAIRFAX, VA), IN THE AMOUNT OF $291,140.01 FOR ANNUAL SOFTWARE MAINTENANCE
SUPPORT OF THE LGFS/GHRS (ADVANTAGE) SYSTEMS. THE MAINTENANCE PERIOD WILL
COVER TWELVE MONTHS BEGINNING JANUARY 1, 2012 THROUGH DECEMBER 31, 2012.
WHEREAS, this maintenance support provides the Departments of Information
Technology, Finance, and Human Resources with software enhancements,
documentation updates, User Group support, Hotline support and access to the
American Management Systems (AMS)-sponsored ADVANTAGE Communications Forum; and,
WHEREAS, the following software modules are supported under this
maintenance agreement: Advantage Financial (LGFS), to include: Fixed Assets,
Advanced Budget Preparation, Cost Allocation, Debt Management, Extended
Purchasing, Advanced Receivables, Performance Measurement, Report Distribution,
Investment Inventory; Advantage HR (GHRS), to include: Position Control,
Employee Relations, Employee Benefits, ADVANTAGE/DS
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to make payment to CGI
Technologies and Solutions, Inc., (Fairfax, VA), in the amount of $291,140.01
for annual software maintenance support of the LGFS/GHRS (ADVANTAGE) systems.
The maintenance period will cover twelve months beginning January 1, 2012
through December 31, 2012. Funds are budgeted in the FY12 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 ____________, 2012 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 __________.
_________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM C?
A RESOLUTION
NO.____
A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES, INC., APPRAISAL
AND TAX DIVISION (DALLAS, TX), IN THE AMOUNT OF $91,355.00, FOR THE ANNUAL
RENEWAL FEE FOR OASIS MAINTENANCE SUPPORT, COVERING THE PERIOD JANUARY 2012
THROUGH DECEMBER 2012. PAYMENTS WILL BE MADE IN TWO INSTALLMENTS IN THE AMOUNT
OF $45,677.50; THE FIRST PAYMENT UPON APPROVAL OF THIS RESOLUTION, AND THE
SECOND PAYMENT DUE AFTER JULY 1ST.
WHEREAS, this maintenance provides Information Technology, the Tax
Assessor's Office and the Tax Commissioner's Office with software enhancements,
documentation updates, Users Group Support and Hotline Support for the OASIS
property tax and appraisal system; and,
WHEREAS, maintenance has been budgeted and approved annually since the OASIS
software system was purchased in 1985. The vendor is the developer of the
Software, and is therefore, the only known source available to provide the
maintenance support.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Tyler
Technologies, Inc., Appraisal and Tax Division (Dallas, TX), in the amount of
$91,355.00, for the annual renewal fee for OASIS Maintenance Support, covering
the period January 2012 through December 2012. Payments will be made in two
installments in the amount of $45,677.50; the first payment upon approval of
this resolution and the second payment due after July 1st. Funds are budgeted
in the FY12 Budget: General Fund - Information Technology - Software Lease;
0101-210-1000-ISS-6541. The remaining funds for the second payment, due after
July 1, will be carried over to the FY13 budget.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of ________________, 2012 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 __________.
_________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM D?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING AN ANNUAL CONTRACT WITH MXI ENVIRONMENTAL
SERVICES FOR HOUSEHOLD HAZARDOUS WASTE SORTING AND DISPOSAL SERVICES.
WHEREAS, an RFP was administered (RFP No. 12-0004) and five proposals
were received; and,
WHEREAS, the proposal submitted by MXI Environmental Services 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 MXI
Environmental for household hazardous waste sorting and disposal services.
Funds will be budgeted each fiscal year for this on going expense: Integrated
Waste Management Fund ? Public Services ? Solid Waste Collection ? Contractual
Services; 0207-260-3510-GARB-6319.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2012 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 __________.
_________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
?ITEM E?
A RESOLUTION
NO.______
A RESOLUTION AUTHORIZING THE PROPOSAL FROM RICCI GREENE TO PROVIDE
ADDITIONAL SERVICES RELATED TO THE JAIL NEEDS ASSESSMENT STUDY, TO INCLUDE THE
FEASIBILITY OF A PRE-TRIAL RELEASE PROGRAM. THE ADDITIONAL SERVICES WILL BE
CONDUCTED IN TWO PHASES: PHASE ONE INCLUDES DATA ANALYSIS AND ASSESSING THE
POTENTIAL IMPACT OF A PRE-TRIAL RELEASE PROGRAM, IN THE AMOUNT OF $29,248.00,
AND PHASE TWO WILL INCLUDE ASSISTING THE CITY WITH THE DESIGN, DEVELOPMENT AND
IMPLEMENTATION OF THE PROGRAM, IN THE AMOUNT OF $16,250.00.
WHEREAS, Per Resolution #262-11, Council awarded the contract to Ricci Greene
to perform the Jail Needs Assessment as part of the planning process for the
Jail Expansion Project funded through 2008 LOST. The original scope of the
needs assessment did not include examining the potential impact of a pre-trial
release program on the programming for the new facility; and,
WHEREAS, a pre-trial release program provides an alternative to incarceration
for individuals prior to final adjudication of their case. The implementation
of such a program can have a positive impact on reducing the jail population
and operating costs of the jail; and,
WHEREAS, if approved, only Phase One of the proposal will be authorized.
Phase Two will only be authorized if the Chief Judge and District Attorney
determine the pre-trial release program is a viable alternative for the
jurisdiction and desire to implement such a program.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to accept the proposal from
Ricci Greene to provide additional services related to the Jail Needs
Assessment Study, to include the feasibility of a Pre-trial release program.
The additional services will be conducted in two phases: Phase One includes
data analysis and assessing the potential impact of a Pre-Trial release
program, in the amount of $29,248.00, and Phase Two will include assisting the
City with the design, development and implementation of the program, in the
amount of $16,250.00. Funds are budgeted in the FY12 Budget: LOST - Public
Safety ? Sheriff - Contractual Services; 0102 ? 550 ? 9900 - LOST -6319.
__________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2012 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 __________.
_________________________________ _____________________________
Sandra T. Davis, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor
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