Agenda Item # 3
Columbus Consolidated Government
Council Meeting
October 22, 2013
Agenda Report # 43
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) EVALUATION CONSULTANT SERVICES FOR THE COLUMBUS CHILDREN, YOUTH AND
FAMILY COALITION, INC.- (ANNUAL CONTRACT) - RFP NO. 13-0034
It is requested that Council approve the annual contract for Evaluation
Consultant Services for the Columbus Children, Youth and Family Coalition,
Inc., from Kennesaw State University Research & Services Foundation (Kennesaw,
GA).
The Columbus Children, Youth and Family Coalition, Inc., requires a vendor to
provide evaluation consultant services to help evaluate collaborative strategy
implementation and strategy results for child abuse and neglect. The
successful vendor must accomplish the following key objectives:
o Evaluation Plan
Develop the required annual evaluation plan to submit with the FY 2014 Annual
Operating Plan, as well as FY 2016 Strategic Operating Plan, by the deadline
assigned by the CCYFC. Plans must meet the guidelines develop by the state
Family Connection Partnership and CCYFC.
o Data Collection Instruments
Develop new tools and/or modify existing local data collection instruments, if
needed.
o Data/Databases
Provide training and written procedures for data collection tasks, if needed.
o Data Analyses
Analyze and determine possible applications for future strategic planning.
Make program recommendations concerning the implications of the data findings
and strategic approaches to said applications.
o Evaluation Reports and Presentations
Prepare interim reports and required annual results evaluation report to the
CCYFC by the deadlines assigned by the CCYFC, typically due in mid ? August or
early September following the end of the fiscal year. Present the annual
evaluation plan and the annual results report to the Board of Directors,
Executive Committee and/or Evaluation Committee prior to submitting to any
other agency or organization.
o Participation in Evaluation Training and Capacity Building
Attend collaborative, committee, and/or management team meetings based upon the
Contractor?s availability and contracted hours purchased by the collaborative.
The term of the contract period shall be for two years, with the option to
renew for three (3) additional twelve (12) month periods. Contract renewal is
contingent upon the mutual agreement of the contractor and the City.
The RFP was released on June 25, 2013. Request for proposal invitations were
mailed to five vendors and specifications were posted on the City?s website,
Georgia Procurement Registry and DemandStar. The RFP has been advertised,
opened and evaluated. Four (4) proposals were received July 26, 2013, from the
following offerors:
Kennesaw State University Research & Services Foundation, (Kennesaw, GA)
Creative Research Solution, LLC (Tucker, GA)
Precise Research & Evaluation, LLC (Upper Marlboro, MD)
MKE Consulting Services (Cummings, GA)
Proposals were reviewed by the Evaluation Committee, which consisted of
representatives from Synovus and two members from Georgia State Department of
Human Resources, all of whom were voting members. Additional representatives
from the Finance Department and the Muscogee Family Connection served as
non-voting advisory members.
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(s), 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 highest ranked, responsive offeror or the contract may
be re-advertised. The cost information and evaluation results have 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: Family
Connection Partnership - Boards and Commissions ? State Family Connection ?
Consulting; 0985-290-2310-FMLY-6315.
* * * * * * *
(B) ANNUAL MAINTENANCE FOR JAIL VISITATION AND JUDICIAL ARRAIGNMENT SYSTEM
It is requested that Council approve payment to Lightspeed Datalinks for the
maintenance of the Muscogee County Jail Visitation System in the amount of
$66,732.00 (payable each month @ $5,561.00); and payment for maintenance of the
Judicial Arraignment System in the amount of $18,000 (payable each month @
$1,500.00). The maintenance period covers a three-year period, which began
July 1, 2013.
Proceeds from the inmate telephone system at the Muscogee County Jail was the
primary source of financing for the Video Visitation System, and the Judicial
Arraignment System which allows inmates to visit with their families and be
arraigned by Superior Court judges, without leaving their jail cells.
However, in November 2008 the account was transferred from the Sheriff?s Office
to Columbus Consolidated Government and the inmate telephone system proceeds
are deposited into the General Fund. Therefore, payments for ongoing
maintenance of the system must now be approved by Council and paid from the
General Fund.
Funds are budgeted in the FY14 Budget: General Fund ? Sheriff ? Administration
? Service Contracts; 0101 ? 550 ? 1000 ? SHRF ? 6513; and General Fund ?
Sheriff ? Jail ? Service Contracts; 0101 550 ? 2600 ? JAIL - 6513. Funding
for years two and three of the contract will be budgeted in subsequent budget
years.
* * * * * * *
(C) PAYMENT TO GEORGIA DEPARTMENT OF TRANSPORTATION FOR THE PAINTING OF
THE 13TH STREET BRIDGE
It is requested that Council authorize payment to Georgia Department of
Transportation in the amount of $149,068.50, which is the City?s match, for
painting of the 13th Street Bridge.
The Georgia Department of Transportation (DOT) has committed to repaint the
13th Street Bridge as a DOT Project and provide state funding for up to 50% of
the cost of the project. The City has committed M230 funds (federal funds
allocated to Columbus) through the Metropolitan Planning Organization for the
City contribution. The use of M230 funds requires a 20% match by the local
jurisdiction for 50% of the project.
The low bid received by DOT for the repainting project was in the amount of
$1,490,685. The City?s half covered by the M230 funds is $745,342.50, our 20%
match of that amount is $149,068.50.
Funds are available in the Friends of Columbus Trust Account: Special
Project/Capital Project Fund ? Capital Projects ? Paving Fund Project Supported
Capital Projects; 0508 ? 660 ? 3000 ? CPPF ? XXXX ? 21080 - 20140.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING TO APPROVE THE ANNUAL CONTRACT FOR EVALUATION
CONSULTANT SERVICES FOR THE COLUMBUS CHILDREN, YOUTH AND FAMILY COALITION,
INC., FROM KENNESAW STATE UNIVERSITY (KENNESAW, GA).
WHEREAS, the Columbus Children, Youth and Family Coalition, Inc., requires a
vendor to provide evaluation consultant services to help evaluate collaborative
strategy implementation and strategy results for child abuse; and,
WHEREAS, a RFP was administered (RFP No. 13-0024) and four proposals
were received; and,
WHEREAS, the proposal submitted by Kennesaw State University
(Kennesaw, GA) met all proposal requirements and was evaluated most responsive
to the RFP; and,
WHEREAS, the term of contract period shall be for two years, with option to
renew for three (3) additional twelve (12) month periods.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to enter into an annual contract for
Evaluation Consultant Services for the Columbus Children, Youth and Family
Coalition, Inc., from Kennesaw State University (Kennesaw, GA). Funds will be
budgeted each fiscal year for this ongoing service: Family Connection
Partnership - Boards and Commissions ? State Family Connection ? Consulting;
0985-290-2310-FMLY-6315.
__________________
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 PAYMENT TO LIGHTSPEED DATALINKS FOR THE MAINTENANCE OF
THE MUSCOGEE COUNTY JAIL VISITATION SYSTEM IN THE AMOUNT OF $66,732.00 (PAYABLE
EACH MONTH @ $5,561.00); AND PAYMENT FOR MAINTENANCE OF THE JUDICIAL
ARRAIGNMENT SYSTEM IN THE AMOUNT OF $18,000 (PAYABLE EACH MONTH @ $1,500.00).
THE MAINTENANCE PERIOD COVERS A THREE-YEAR PERIOD, WHICH BEGAN JULY 1, 2013.
WHEREAS, proceeds from the inmate telephone system at the Muscogee County Jail
was the primary source of financing for the Video Visitation System, and the
Judicial Arraignment System which allows inmates to visit with their families
and be arraigned by Superior Court judges, without leaving their jail cells.
However, in November 2008 the account was transferred from the Sheriff?s Office
to Columbus Consolidated Government, and the inmate telephone system proceeds
are deposited into the General Fund. Therefore, payments for ongoing
maintenance of the system must now be approved by Council and paid from the
General Fund.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:
That the City Manager is hereby authorized to render payment to Lightspeed
Datalinks for the maintenance of the Muscogee County Jail Visitation Project in
the amount of $66,732.00 (payable each month @ $5,561.00); and payment for
maintenance of the Judicial Arraignment System in the amount of $18,000
(payable each month @ $1,500.00). The maintenance period covers a three-year
period. Funds are budgeted in the FY14 Budget: General Fund ? Sheriff ?
Administration ? Service Contracts; 0101 ? 550 ? 1000 ? SHRF ? 6513; and
General Fund ? Sheriff ? Jail ? Service Contracts; 0101 550 ? 2600 ? JAIL -
6513. Funding for years two and three of the contract will be budgeted in
subsequent budget years.
_______________
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 PAYMENT TO GEORGIA DEPARTMENT OF TRANSPORTATION
IN THE AMOUNT OF $149,068.50, WHICH IS THE CITY?S MATCH, FOR PAINTING OF THE
13TH STREET BRIDGE.
WHEREAS, the Georgia Department of Transportation (DOT) has committed to
repaint the 13th Street Bridge as a DOT Project and provide state funding for
up to 50% of the cost of the project; and,
WHEREAS, the City has committed M230 funds (federal funds allocated to
Columbus) through the Metropolitan Planning Organization for the City
contribution. The use of M230 funds requires a 20% match by the local
jurisdiction for 50% of the project; and,
WHEREAS, the low bid received by DOT for the repainting project was in the
amount of $1,490,685. The City?s half covered by the M230 funds is $745,342.50,
our 20% match of that amount is $145,068.50.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to make payment to Georgia
Department of Transportation in the amount of $149,068.50, which is the City?s
match, for painting of the 13th Street Bridge. Funds are available in the
Friends of Columbus Trust Account: Special Project/Capital Project Fund ?
Capital Projects ? Paving Fund Project Supported Capital Projects; 0508 ? 660 ?
3000 ? CPPF ? XXXX ? 21080 - 20140.
_______________________
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
Attachments
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