Agenda Item # 6
Columbus Consolidated Government
Council Meeting
June 5, 2018
Agenda Report # 130
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) EMERGENCY NOTIFICATION SYSTEM (ANNUAL CONTRACT) ? RFP NO. 18-0018
It is requested that Council authorize the annual contract for an emergency
notification system with CivicPlus, Inc. (Manhattan, KS).
CivicPlus, Inc. will enable the City to provide emergency notification to
employees and citizens via a cloud-based system utilizing data, email, text,
voice, social media, and messaging, resulting in increased safety and response
planning for emergency situations, such as natural disasters, as well as,
non-life safety matters such as, automatic weather alerts, holiday schedules
for trash/recycling, planned road closures, etc.
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.
Annual Contract History:
This is a new contract. In 2008, Council approved a 9-month trial period for
these services (Resolution #538-08). Since then, Council has historically
approved a continuation of the services. Per Resolution 28-18, Council approved
an extension of services through June 30, 2018, with the understanding that an
RFP would be administered for these services.
RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and
the Georgia Procurement Registry on February 13, 2018. This RFP has been
advertised, opened and evaluated. Proposals were received on March 16, 2018
from the following five (5) vendors:
CivicPlus, Inc. (Manhattan, KS)
ONSOLVE, LLC (Ormond Beach, FL)
CutCom Software Inc./AppArmor (Toronto Ontario Canada)
Everbridge (Pasadena, CA)
Smart Energy Systems, LLC (Irvine, CA)
The following events took place after receipt of the proposals:
RFP MEETINGS/EVENTS
Description Date Agenda/Action
Pre-Evaluation 04/11/18 The Purchasing Manager advised evaluation committee of
the RFP rules and process. The proposals were distributed to committee members
for review.
1st Evaluation 04/27/18 Committee members discussed the proposals from all vendors.
Questions were identified that needed to be send to all vendors for
clarification.
Clarification Letters 05/01/18 Letters were forwarded to all vendors for clarification
of questions submitted by committee.
Vendor Responses 05/08/18 Vendor responses were provided to committee for review.
Committee members advised that they were ready to begin evaluations.
Evaluation Ballots Sent to Committee 05/08/18 Evaluation ballots forwarded to voting
committee members.
Evaluation Ballots Completed by Committee Members 05/25/18 Committee members
completed and returned their evaluation ballots to Purchasing.
Evaluation Results forwarded to Committee 05/30/18 The Evaluation Results were compiled,
completed and forwarded to Committee members for review and Recommendation.
Recommendation Received 05/30/18 Via email, the committee members unanimously voted to
award to CivicPlus, Inc. (Manhattan, KS).
Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of one
(1) voting member from the Community Development, one (1) voting member from
the City Manager?s Office, and one (1) voting member from the Parks and
Recreation Department, and one (1) advisory member from the Citizen?s Service
Center.
Award Recommendation:
The evaluation committee unanimously recommends award of the contract to
CivicPlus, Inc. (Manhattan, KS), as reflected below:
CivicPlus, Inc.
? CivicPlus provides an unlimited use of characters and allows 311 to customize
their message to citizens, allowing detailed information to reach everyone in a
timely manner.
? Vendor has 20 years of experience with local government with 2,500 local
government clients in the U.S. and experienced personnel.
? The system is cloud based allowing 311 to access CivicPlus?s system remotely
without having to be in an office setting send messages.
? Staff is available 24/7/365. Provides unlimited use, unlimited archiving,
and ESRI mapping.
? CivicPlus provides various ways to send messages to the citizens of Columbus,
while also allowing citizens to be reached in many different languages.
Vendor Experience/Qualifications:
? CivicPlus, Inc. was incorporated in 1998 and is an integrated technology
platform for local government with clients across Canada and the U.S. providing
a cloud-based mass notification system to municipal organizations.
? The company has more than 250 employees, who service and support their client
base of more than 2,500, and their clients? 60,000+ internal users.
? The company has been listed seven (7) times on Inc. 5000. Inc. is an
American weekly magazine which publishes an annual list of the 500 and 5000
fastest-growing privately held small companies in the U.S.
? The company has also been listed on GovTech 100 for 2018, which is an annual
list compiled and published by Government Technology as a compendium of 100
companies focused on making a difference in and selling to state and local
government agencies across the United States.
Client Work History:
? Tybee Island, Georgia: CivicReady Mass Notification System for residential
and internal communication, Automated Weather Alerts, IPAWS.
? City of Royal Oak, Michigan: CivicReady Mass Notification System for
residential and internal communication.
? Jackson County, Georgia (Jefferson, GA): CivicReady Mass Notification System
for residential and internal communication, Automated Weather Alerts, IPAWS.
? Colonial Heights, Virginia: CivicReady Mass Notification System for
residential and internal communication and Automated Weather Alerts.
? Spalding County, Georgia (Griffin, GA): CivicReady Mass Notification System
for residential and internal communication, Automated Weather Alerts, IPAWS.
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 and
no proposal responses are made public, due to the possibility of negotiated
components of the proposals. If Council does not approve the recommended
offeror, the RFP specifications will be re-advertised. 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: General Fund ?
Contingency; 0101-590-2000-CONT-9801.
?ITEM A?
A RESOLUTION
NO.________
A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH CIVICPLUS,
INC. (MANHATTAN, KS) TO PROVIDE EMERGENCY NOTIFICATION SERVICES.
WHEREAS, an RFP was administered (RFP No. 18-0018) and five (5) proposals were
received; and,
WHEREAS, the proposal submitted by CivicPlus, Inc. met all proposal
requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the contract term shall be for two years, with an option to renew for
three (3) additional twelve-month periods, if agreeable to both parties.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to execute an annual contract, for
emergency notification services, with CivicPlus, Inc., to provide emergency
notification to households in Columbus, Georgia, and CCG employees. Funds are
budgeted each fiscal year for this ongoing expense: General Fund ? Contingency;
0101-590-2000-CONT-9801.
____________________
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 Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ __________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
Attachments
No attachments for this document.