Agenda Item # 5
Columbus Consolidated Government
Council Meeting
August 25, 2015
Agenda Report # 19
TO: Mayor and Councilors
SUBJECT: Purchase Authorizations
INITIATED BY: Finance Department
(A) JOHN DEERE 5055E UTILITY TRACTORS ? GEORGIA STATE CONTRACT
It is requested that Council authorize the purchase of two (2) John Deere 5055E
Utility Tractors with attachments, from Deere & Company (Cary, NC), at a unit
price of $21,714.37, for a total amount of $43,428.74, by cooperative purchase,
via Georgia State Contract #99999-001-SPD0000102-0027.
This equipment will be used by the staff of the Right of Way Maintenance
division to assist with cutting the right of ways. They are replacement
vehicles.
Funds are budgeted in the FY15 Budget and carried over to FY16: Paving Fund ?
Public Works ? Right of Way Maintenance ? Heavy Trucks;
0203-260-3120-ROWM-7723.
* * * * * *
(B) EMPLOYEE PHYSICALS (ANNUAL CONTRACT) ? RFP NO. 15-0022
It is requested that Council authorize the execution of an annual contract with
Occupational Medicine of Columbus (Columbus, GA) to provide employee physicals
on an ?as needed basis? for Columbus Consolidated Government to include:
? Pre-employment physicals for General Government employees
? Periodic employee physicals
? Drug/alcohol testing
? Related employee health services
? Medical examinations for the Fire/EMS Hazmat Team & Dive Rescue Team to
insure employees are physically qualified to perform the required tasks of the
assigned position.
? Medical examinations for Police Officers to insure employees are physically
qualified to perform the required tasks of the assigned position.
? Medical examinations for Correctional Officers and Sheriff Deputies to insure
employees are physically qualified to perform the required tasks of the
assigned position.
The initial term of the contrast will be for one year with the option to renew
for four (4) additional twelve-month periods. Contract renewal will be
contingent upon the mutual agreement of the City and the Contractor.
Annual Contract History:
The current five year contract with Occupational Medicine of Columbus was
awarded on May 1, 2010 through April 30, 2015 (Resolution No. 143-10), to
provide employee physicals on an ?as needed basis? for Columbus Consolidated
Government employees. Due to the additional time needed to complete the
evaluation process for the new RFP, the contract was extended through August
31, 2015.
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 27, 2015.
This RFP has been advertised, opened and evaluated. Proposals were received on
March 27, 2015 from the following vendors:
Occupational Medicine of Columbus (Columbus, GA)
Caduceus (Columbus, GA)
Concentra (Atlanta, GA)
The following events took place after receipt of proposals:
RFP MEETINGS/EVENTS
Description Date Held Agenda/Action
Pre-Evaluation Meeting
4/17/2015 Purchasing advised evaluation committee members of the RFP rules and
process. Project Manager provided overview and expectations of the project.
Proposals were disbursed to each committee member to review.
1st Evaluation Meeting 5/1/2015 Discussed each of the three proposals received. The
Committee requested clarifications and additional information from each of the
vendors.
2nd Evaluation Meeting
7/9/2015 Meeting to discuss the responses received from each of the vendors and
to get additional understanding of the proposals submitted. Voting members
agreed they were ready to complete the evaluation
forms.
Evaluation forms completed 7/17/2015 Evaluation forms were completed and returned to
Purchasing for compilation results.
Evaluation Results 8/7/2015 Results were sent to Evaluation Committee members.
Recommendation received 8/10/2015 Evaluation committee voted to award to highest ranked
vendor.
Proposals were reviewed by the Evaluation Committee members, which consisted of
one representative from Fire/EMS, one representative from Police, one
representative from Sheriff, one representative from Human Resources and one
representative from Public Works, who served as voting members. The committee
also consisted of one non-voting advisory member from Fire/EMS.
Award Recommendation:
The evaluation committee deemed the proposal from Occupational Medicine of
Columbus most responsive to the RFP specifications. Therefore the Evaluation
Committee, as reflected by their comments provided below, recommends award of
the contract to Occupational Medicine of Columbus for the following reasons:
? Occupational Medicine of Columbus has been the provider for CCG and they are
familiar with CCG workforce, including general government and public safety.
? Occupational Medicine of Columbus is on call for drug/alcohol testing 24/7,
and provides all the employee physicals, drug screen and associated
documentation CCG needs to be complaint with federal, state and local laws.
? Employees are well acquainted with the doctor and staff, and the doctor is
always available to answer questions if needed.
? Occupational Medicine of Columbus has a centrally located facility with ease
of access to CCG employees.
? Firm?s prices are competitive with other vendors, and a set Physician
Consultation fee.
Vendor Experience/Qualifications:
? Occupational Medicine of Columbus was established in 1987 and specializes in
the practice of occupational medicine.
? Occupational Medicine specializes and limits its practice to only
occupational medicine.
? Dr. Jack Sherrer, M.D. has extensive experience evaluating and treating all
subgroup of Columbus Consolidated Government employees and is qualified to
review all drug screens as he is a certified Medical Review Officer.
? Occupational Medicine of Columbus has an employee available after hours ?on
call? for all drug and alcohol testing.
? Client History include:
o Mead Westvaco (Phenix City, AL)
o Peek Pavement Marking (Columbus, GA)
o Golden Foundry (Columbus, GA)
o Alexander Electric Company (Columbus, GA)
o Robinson Paving (Columbus, GA)
? Proximity of Occupational Medicine of Columbus to the following facilities:
o Government Center 6.9 miles
o Annex 6.8 miles
o Public Safety Building 6.9 miles
o Public Works, Cusseta Road 7.9 miles
o METRA Transit System 6.4 miles
o Schatulga Road complex 9.2 miles
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: Various
Departments - Pre-Employment Physicals.
* * * * * *
(C) ELECTRICAL FIXTURES, PARTS & SUPPLIES (ANNUAL CONTRACT) - RFB NO. 16-0001
It is requested that Council approve the purchase of electrical fixtures, parts
and supplies from Interstate Electrical Supply, Inc. (Columbus, GA) for the
estimated annual contract value of $39,880.91. The items will be procured on
an ?as needed? basis, for use throughout City-owned buildings.
The contract period is for two years, with the option to renew for three
additional twelve-month periods. Renewal is contingent upon mutual agreement
of the City and the Contractor. The previous 5-year contract was awarded to
Interstate Electrical Supply, Inc.
Bid specifications were posted on the City?s website and the Georgia
Procurement Registry. Two bids were received July 29, 2015. This bid has been
advertised, opened and reviewed. The bidders were:
VENDORS/DESCRIPTION TOTAL
AMOUNT PERCENTAGE
DISCOUNT FOR ITEMS NOT LISTED
1. Interstate Electrical Supply (Columbus, GA) $ 39,880.91 22%
2. NEC Electrical Supply (Columbus, GA) $ 67,500.75 20%
Funds are budgeted each fiscal year for this on-going expense: General Fund -
Public Works - Other Maintenance/Repairs - Parks & Recreation, Public Safety
and General Government; 0101-260-3710-REPA-6527, 6528 & 6529.
* * * * * *
(D) FACILITIES MAINTENANCE, REPAIR & OPERATION (MRO), INDUSTRIAL SUPPLIES AND
TOOLS
It is requested that Council approve the purchase of facilities maintenance,
repair & operation (MRO), industrial supplies and tools from Fastenal Company,
MSC Industrial Supply Company, W.W. Grainger, Inc. and Acuity Specialty dba Zep
Manufacturing Company, Inc., by cooperative purchase, via Georgia State
Contract, SWC 99999-001-SPD-0000114. Various City departments will purchase
the MRO products on an ?as needed basis?.
The effective date of the State contract commenced on April 6, 2015, and will
continue through April 5, 2017, with three (3) one year options to renew.
The MRO contract provides another source Departments can use to purchase
various supply items such as: chemicals/janitorial supplies, hand tools,
various repair items, miscellaneous supplies, etc? In addition, this will be a
time saving tool, especially for Facilities Maintenance staff handling the
upkeep of City buildings. Funds are budgeted each fiscal year for this
on-going expense: Various departments - Operating Materials; 6728.
* * * * * *
(E) ANNUAL SOFTWARE SUPPORT AND LICENSE RENEWAL FEE FOR LAND RECORDS IMAGING
AND INDEXING SYSTEM
It is requested that Council approve payment to Tyler Technologies, Inc.,
(Dallas, TX) in the amount of $34,416.21 for the annual software support and
license renewal for Eagle Imaging Software. This payment will cover the period
from August 1, 2015 through July 31, 2016.
The Clerk of Superior Court utilizes the software for imaging and indexing land
records. O.C.G.A Title 15 requires the Clerk of Superior Court to file,
record, index, maintain, and secure all real estate transactions for Muscogee
County, Georgia. The Georgia Code also requires the Clerk to transmit such data
to the Georgia Superior Court Clerks Cooperative Authority on a timely basis in
such form and with such data elements as is required by such Authority.
The following software application modules are covered:
EagleQuickdocs Recording
EagleRecorder Public View Recording
EagleRecorder Recording
Eagle Web Recording
eCommerce Recording
Public Printing EagleRecorder Recording
Per Resolution #104-11, Council approved the initial purchase of the software
from Tyler Technologies. Therefore, the vendor is considered the only known
source for the maintenance support.
Funds are budgeted in the FY16 Budget: General Fund ? Information Technology ?
Software Lease; 0101 ? 210 ? 1000 ? ISS - 6541.
* * * * * *
(F) REPLACEMENT COMPUTERS
It is requested that Council approve the purchase of twenty-five replacement
computers, including accessories, from CPAK Technology Solutions (Lagrange, GA)
in the amount of $45,359.02. The purchase will be made, by cooperative
purchase, via Georgia Statewide Contract #99999-SPD-T20120702-0005, awarded to
Lenovo, for whom CPAK is an authorized dealer.
The Information Technology Department will install the replacement computers in
various departments, through-out the City, on an as needed basis.
Funds are budgeted in the FY16 Budget: General Fund ? Information Technology ?
Computer Equipment; 0101 ? 210 ? 1000 ? ISS - 7751.
?ITEM A?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) JOHN DEERE 5055E
UTILITY TRACTORS WITH ATTACHMENTS, FROM DEERE & COMPANY (CARY, NC), AT A UNIT
PRICE OF $21,714.37, FOR A TOTAL AMOUNT OF $43,428.74, VIA GEORGIA STATE
CONTRACT #99999-001-SPD0000102-0027.
WHEREAS, the equipment will be used by the staff of the Right of Way
Maintenance Division to assist with cutting the right of ways. This is
replacement equipment.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase two (2) John
Deere utility tractors from Deere & Company, (Cary, NC) in the amount of
$43,428.74. Funds are budgeted in the FY15 Budget and carried over to FY16:
Paving Fund ? Public Works ? Right of Way Maintenance ? Heavy Trucks;
0203-260-3120-ROWM-7723.
_____________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____ day of__________, 2015 and adopted at said meeting by the
affirmative vote of ______ members of said Council.
Councilor Allen voting _____________.
Councilor Baker voting _____________.
Councilor Barnes voting _____________.
Councilor Buck voting _____________.
Councilor Davis 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
?ITEM B?
A RESOLUTION
NO._____
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH OCCUPATIONAL
MEDICINE OF COLUMBUS (COLUMBUS, GA) TO PROVIDE EMPLOYEE PHYSICALS ON AN ?AS
NEEDED BASIS? FOR VARIOUS DEPARTMENTS.
WHEREAS, an RFP was administered (RFP No. 15-0022) and three proposal
were received; and,
WHEREAS, the proposal submitted by Occupational Medicine of Columbus,
met all proposal requirements and was evaluated most responsive to the RFP; and,
WHEREAS, the initial term of the contract shall be for two years, with
the option to renew for four (4) additional twelve-month periods. The contract
renewal 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 a contract with
Occupational Medicine of Columbus (Columbus, GA) to provide employee physicals
on an ?as needed basis? for various departments.
Funds are budgeted each fiscal year for the ongoing expense: Various
Departments ? Pre-Employment Physicals.
___________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____ day of ______, 2015 and adopted at said meeting by the
affirmative vote of ______ members of said Council.
Councilor Allen voting _____________.
Councilor Baker voting _____________.
Councilor Barnes voting _____________.
Councilor Buck voting _____________.
Councilor Davis 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
?ITEM C?
A RESOLUTION
NO.
A RESOLUTION AUTHORIZING THE PURCHASE OF ELECTRICAL FIXTURES, PARTS AND
SUPPLIES, INC. (COLUMBUS, GA) FROM INTERSTATE ELECTRICAL SUPPLY FOR THE
ESTIMATED ANNUAL CONTRACT VALUE OF $39,880.91.
WHEREAS, the items will be procured on an as needed basis; and,
WHEREAS, the contract period will be two years, with the option to renew for
three additional twelve month period. Contract renewals are 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 purchase electrical fixtures,
parts and supplies from Interstate Electrical Supply, Inc. (Columbus, GA) for
the estimated annual contract value of $39,880.91. Funds are budgeted each
fiscal year for this on-going expense: General Fund - Public Works - Other
Maintenance/Repairs - Parks & Recreation, Public Safety and General Government;
0101-260-3710-REPA-6527, 6528 & 6529.
_________________
Introduced at a regular meeting of the Council of Columbus, Georgia, held
the _________ day of ____________, 2015 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting _____________.
Councilor Baker voting _____________.
Councilor Barnes voting _____________.
Councilor Buck voting _____________.
Councilor Davis 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
?ITEM D?
A RESOLUTION
NO.____
A RESOLUTION AUTHORIZING THE PURCHASE OF FACILITIES MAINTENANCE, REPAIR &
OPERATIONS (MRO), INDUSTRIAL SUPPLIES AND TOOLS FROM FASTENAL COMPANY, MSC
INDUSTRIAL SUPPLY COMPANY, W.W. GRAINGER, INC. AND ACUITY SPECIALTY DBA ZEP
MANUFACTURING COMPANY, INC., VIA THE GEORGIA STATEWIDE CONTRACT SWC
99999-001-SPD0000114 ON AN ?AS NEEDED BASIS?.
WHEREAS, various City Departments will purchase the MRO products on an
?as needed basis?; and,
WHEREAS, the effective date of the State contract commenced on April 6, 2015,
and will continue through April 5, 2017, with three (3) one year options to
renew.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES
AS FOLLOWS:
That the City Manager is hereby authorized to purchase Facilities
Maintenance, Repair & Operations (MRO), Industrial Supplies and Tools from
Fastenal Company, MSC Industrial Supply Company, W.W. Grainger, Inc. and Acuity
Specialty dba Zep Manufacturing Company, Inc., via Georgia State Contract, SWC
99999-001-SPD-0000114. Funds are budgeted each fiscal year for this on-going
expense: Various departments - Operating Materials; 6728.
_______________
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _________ day of 2015, and adopted at said
meeting by the affirmative vote of _________ members of said Council.
Councilor Allen voting _____________.
Councilor Baker voting _____________.
Councilor Barnes voting _____________.
Councilor Buck voting _____________.
Councilor Davis 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
?ITEM E?
A RESOLUTION
NO. _____
A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES, INC., (DALLAS,
TX) IN THE AMOUNT OF $34,416.21 FOR THE ANNUAL SOFTWARE SUPPORT AND LICENSE
RENEWAL FOR EAGLE IMAGING SOFTWARE. THIS PAYMENT WILL COVER THE PERIOD FROM
AUGUST 1, 2015 THROUGH JULY 31, 2016.
WHEREAS, the Clerk of Superior Court utilizes the software for imaging and
indexing land records. O.C.G.A Title 15 requires the Clerk of Superior Court
to file, record, index, maintain, and secure all real estate transactions for
Muscogee County, Georgia. The Georgia Code also requires the Clerk to transmit
such data to the Georgia Superior Court Clerks Cooperative Authority on a
timely basis in such form and with such data elements as is required by such
Authority; and,
WHEREAS, per Resolution #104-11, Council approved the initial purchase of the
software from Tyler Technologies. Therefore, the vendor is considered the only
known source for 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., (Dallas, TX) in the amount of $34,416.21 for the annual
software support and license renewal for Eagle Imaging Software. This payment
will cover the period from August 1, 2015 through July 31, 2016. Funds are
budgeted in the FY16 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 ____________, 2015 and adopted at said meeting by the
affirmative vote of ______ members of said Council.
Councilor Allen voting _____________.
Councilor Baker voting _____________.
Councilor Barnes voting _____________.
Councilor Buck voting _____________.
Councilor Davis 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
?ITEM F?
A RESOLUTION
NO. _____
A RESOLUTION AUTHORIZING THE PURCHASE OF TWENTY-FIVE REPLACEMENT
COMPUTERS, INCLUDING ACCESSORIES, FROM CPAK TECHNOLOGY SOLUTIONS (LAGRANGE, GA)
IN THE AMOUNT OF $45,359.02. THE PURCHASE WILL BE MADE, BY COOPERATIVE
PURCHASE, VIA GEORGIA STATEWIDE CONTRACT #99999-SPD-T20120702-0005, AWARDED TO
LENOVO, FOR WHOM CPAK IS AN AUTHORIZED DEALER.
WHEREAS, the Information Technology Department will install the replacement
computers in various departments, though-out the City, on an as needed basis.
NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS
FOLLOWS:
That the City Manager is hereby authorized to purchase twenty-five
replacement computers, including accessories, from CPAK Technology Solutions
(Lagrange, GA) in the amount of $45,359.02. The purchase will be made, by
cooperative purchase, via Georgia Statewide Contract #99999-SPD-T20120702-0005,
awarded to Lenovo, for whom CPAK is an authorized dealer. Funds are budgeted
in the FY16 Budget: General Fund ? Information Technology ? Computer
Equipment; 0101 ? 210 ? 1000 ? ISS - 7751.
Introduced at a regular meeting of the Council of Columbus, Georgia,
held the _____ day of__________, 2015 and adopted at said meeting by the
affirmative vote of ______ members of said Council.
Councilor Allen voting _____________.
Councilor Baker voting _____________.
Councilor Barnes voting _____________.
Councilor Buck voting _____________.
Councilor Davis 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
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