Created on 12/01/2017

Agenda Item # 5

Columbus Consolidated Government
Council Meeting

December 5, 2017

Agenda Report # 57

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department

(A) LEAD-BASED PAINT/ASBESTOS & CLEARANCE TESTING SERVICES (ANNUAL CONTRACT) – RFP NO. 18-0004

It is requested that Council approve the annual contract with Geotechnical & Environmental Services, Inc. (GEC) (Columbus, GA) to provide lead-based paint/asbestos and clearance testing services. The Contractor will provide services for the lead-based paint/asbestos and clearance testing services for the housing rehabilitation (single and multi-family), rental assistance program (tenant and project-based), and supportive services/operations programs. These services will be utilized primarily by the Community Reinvestment Department on an “as needed” basis. However, other City departments may utilize such services as required.

The vendor will provide the following:

Thoroughly inspect and test each structure, at the request of the City, to provide a written and visual assessment report and cost estimate for lead-based paint testing or asbestos.

Prepare the Written & Visual Lead-Based Paint and/or Asbestos Assessment Reports. The contractor shall be able to provide the Community Reinvestment Department with thorough written report and cost analysis for each structure tested.

The initial term of the contract shall be for two (2) years, with the option to renew for three (3) additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the City and the Contractor.

Annual Contract History:

The previous five-year contract was awarded, on September 25, 2012 (Resolution 294-12), to Geotechnical & Environmental Consultants, Inc. (GEC) (Columbus, GA).

RFP Advertisement and Receipt of Proposals:

RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on August 24, 2017. This RFP has been advertised, opened and evaluated. Proposals were received on September 22, 2017, from the following four (4) vendors:

Geotechnical & Environmental Consultants, Inc. (GEC) (Columbus, GA)

GLE Associates, Inc. (Atlanta, GA)

Life Environmental Services, Inc. (Atlanta, GA)

Oasis Consulting Services (Roswell, GA)

The following events took place after receipt of the proposals:

RFP MEETINGS/EVENTS
Description	Date	Agenda/Action
Pre-Evaluation	10/17/17	The Purchasing Manager advised evaluation committee of the RFP rules and process. The proposals were distributed to committee members for review.
1^st Evaluation	11/06/17	Committee members discussed the proposals from all vendors. Requests for clarification were requested for GLE Associates, Inc., Life Environmental Services, Inc., and Oasis Consulting Services.
Clarifications Sent to Committee	11/09/17	Vendor responses forwarded to committee. No further meetings were requested by committee members.
Evaluation Ballots Sent to Committee	11/13/17	Evaluation ballots forwarded to voting committee members.
Evaluation Ballots Completed by Committee Members	11/17/17	Committee members completed and returned their evaluation ballots to Purchasing.
Evaluation Results forwarded to Committee	11/17/17	The Evaluation Results were compiled, completed and forwarded to Committee members for review and Recommendation
Recommendation Received	11/20/17	Via email, the committee members voted to award to Geotechnical & Environmental Services, Inc. (GEC) (Columbus, GA).

Evaluation Committee:

The proposals were reviewed by the Evaluation Committee, which consisted of one (1) voting member from Planning, one (1) voting member from Inspections and Code, and one (1) voting member from Community Reinvestment. A member from Community Reinvestment served as a non-voting advisor.

Award Recommendation:

The evaluation committee recommends award of the contract to Geotechnical & Environmental Services, Inc. (GEC) (Columbus, GA), as reflected by their comments provided below:

Each technician and engineer has varied experience; and the applicant is familiar with Columbus, HUD reporting and provides testing limits which exceed the national standard.

· Separate and detailed work flows were given for the service plan requirement. These were based on the type of service being performed.

· Provided the most reasonable rates, in addition to having a local office.

Vendor Experience/Qualifications:

GEC is a Georgia S-Corporation that was incorporated in 1999 and is headquartered in Macon, Georgia.

· GEC is a full-service engineering consulting firm with offices in Columbus, Lagrange and Macon, Georgia.

· GEC staff consists of over 50 staff members including professional engineers and geologists, project engineers and geologists, biologists, environmental specialists (including asbestos inspectors, lead-based paint risk assessors, a lead-based paint supervisor, lead-based paint abatement project designer, and several lead-based paint inspectors), drillers, environmental and engineering technicians, support staff, and administrative personnel.

· GEC has been under contract with Columbus Consolidated Government Since 2012.

· GEC’s client work history includes projects with: Housing Authority of Columbus, Georgia; Fort Benning Family Housing; City of Albany, Georgia, Department of Community and Economic Development; and City of Macon, Georgia/Bibb County Department of Economic & Community Development

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: Community Development Block Grant Fund – Community Reinvestment – CDBG Administration – Contractual Services, 0210-245-1000-6319.

* * * * * *

(B) MARTIN LUTHER KING JR STREETSCAPES – RFB NO. 18-0018

It is requested that Council authorize the execution of a construction contract with Lewallen Construction Company, Inc. (Marietta, GA) in the amount of $2,282,196.66 for construction of the Martin Luther King Trail. The work primarily involves installation of sidewalk, street pavement, concrete curb and gutters, chain link fencing, and construction of a pedestrian and bike friendly trail with landscaping.

Bid information was posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on October 2, 2017. Three (3) bids were received on November 8, 2017. This bid has been advertised, opened and reviewed. The bidders were:

DESCRIPTION	TOTAL BID	DBE PARTICIPATION
Lewallen Construction Company, Inc. (Marietta, GA)	$ 2,282,196.66	16%
Southeastern Site Development, Inc. (Newnan, GA)	2,298,759.10	27%
JHC Corporation (Peachtree City, GA)	3,917,998.00	10%

Funds are budgeted in the FY18 Budget: Special Projects-Capital Projects Fund – Capital Projects – Paving Fund Supported Capital Projects – General Construction – MLK Streetscapes; 0508-660-3000-CPPF-7661-24006-20170.

* * * * * *

(C) ADDITIONAL SERVICES ADDENDUM FOR TYLER TECHNOLOGIES

It is requested that Council approve the Additional Services Addendum from Tyler Technologies (Moraine, OH), in the estimated amount of $104,400.00 ($29.00 per parcel, not to exceed 3,600 parcels) to provide residential field inspection services. Tyler also agrees in this addendum to add twenty (20) additional person days to the Agreement for Formal Appeals reviews at no additional cost.

The addendum is needed to augment the Tax Assessor’s Residential Appraisal staff to complete regular sales and permit processing, so that the Tax Assessor’s portion of the digest can be completed on time. The entire Residential Appraisal staff has been working since July on the appeals generated in the county-wide revaluation. So the processing of sales and permits has not been completed.

Per Resolution 301-14, Council approved the purchase of the Oasis system Upgrade to IasWorld. Consequently, Tyler is the obvious choice to provide these contracted services as they know the software currently used. Any other vendor would require a train-up period, as well as an RFP, both of which would delay the completion of reviewing the sales and permits. This delay would not allow the timely completion of our portion of the digest.

Tyler will perform the following services, per the Addendum:

Residential Field Inspections

a. Tyler will perform residential field inspections on parcels identified by the Client, not to exceed 3,600 parcels. It is understood that these parcels are scattered in nature and do not represent entire neighborhoods or subdivisions and that they consist exclusively of new construction and sales reviews.

b. Tyler, using experienced residential data collectors, will take work packs prepared and routed by the Client and will perform onsite field inspections. The data collectors will interview property owners at the door to verify interior features. If the property owner is not at home a door hanger will be left at the residence explaining the purpose and date of the visit and interior data will be estimated. Exterior data will be verified and the property record card will be updated by Tyler. Any unrecorded additions will be added to the sketch on the property record card. A digital image will be taken by Tyler during the residential field inspection to adequately depict each new major residential improvement and significant accessory structure. After completing the field inspections Tyler will enter the data results into the Client’s iasWorld system. Once the data is entered an experienced Tyler employee will calculate and review the new values.

c. The Client is responsible for (1) identifying the parcels to be field inspected; (2) preparing work packs and routing the work packs to Tyler; (3) providing the door hanger and any other printed materials; (4) performing a final review of values established by Tyler and finalizing the values. Client will inform Tyler by December 1, 2017 of any parcels to collect by the end of the Addendum term.

d. In consideration for the residential field inspection services described in this Section 1, the Client shall pay Tyler on a per parcel basis at a rate of $29.00 per parcel. Tyler will invoice the Client monthly for the parcels inspected in the prior month. Payment of invoices billed under this Addendum are due within thirty (30) days after the date of each invoice.

Appeal Reviews

a. Pursuant to the terms of Exhibit C Article 12.1 of the Agreement, Tyler agreed to provide up to one hundred (100) person days for Informal Appeal Review assistance to Client from approximately May 1, 2017 through July 14, 2017. Additionally pursuant to the terms of Exhibit C Article 12.3 of the Agreement, Tyler agreed to provide up to fifty (50) person days for Formal Appeals, to be completed no later than October 27, 2017. It is stipulated that the Client and Tyler mutually agree to combine the original number of Informal and Formal Appeal Review days set forth in the Agreement so that Client may allocate some or all of the original fifty (50) person days allowed for Formal Appeal Review under the Agreement to Informal Appeals, and agree to extend the timeframe for Tyler to provide Informal Appeals services until December 29, 2017.

b. Tyler agrees to add twenty (20) additional person days (four (4) additional weeks) to the Agreement for Formal Appeals, with completion by February 2, 2018, at no additional cost to the Client. The parties agree that the twenty (20) additional person days for Formal Appeals added to the Agreement pursuant to this Section 2(b) shall not be allocated to Informal Appeal Reviews pursuant to Section 2(a) above.

The Addendum shall be effective upon the date on which the City signs the Addendum and all services shall be completed prior to March 30, 2018.

Funds are available in the FY18 Budget: General Fund – Boards & Commissions – Tax Assessor – Contractual Services; 0101-290-1000-TAXA-6319.

* * * * * *

(D) CONTRACT AMENDMENT TO ADD FIREFIGHTER CANCER INSURANCE - WORKERS COMPENSATION EXCESS COVERAGE & LOSS CONTROL (ANNUAL CONTRACT) – SC13-0035A

It is requested that Council approve a contract amendment from Apex Insurance (Norcross, GA), with Chubb Accident and Health as the carrier, to add legislatively required cancer insurance for Firefighters, in the amount of $73,848 per year, such rate to be guaranteed for a period of three years.

In the course of its 2017 legislative session, the Georgia legislature passed HB 146, which amended Chapter 85 of Title 36 of the Official Code of Georgia Annotated. This provision requires employers to provide all active Firefighters in the State of Georgia with benefits for any form of cancer with which they may be diagnosed, whether work-related or not. Included in the provisions are specific payments for early and advanced stages of cancer, as well as income benefits. Those benefits are as follows:

Firefighters who contract cancer can receive a critical illness (lump sum) benefit in the amount of either $25,000 or $6,250, depending on the severity of the cancer. This benefit is payable at the time of the diagnosis.

Firefighters will also receive a disability benefit equal to 60% of their total salary as a paid firefighter, or $5,000 a month, whichever is less.

The disability benefit may last up to 36 months and is subject to a six month waiting period from the time when it is determined that a firefighter can no longer perform the duties of his position.

To be eligible for either benefit, the firefighter must have been employed with the department for a minimum of 12 consecutive months prior to the time of diagnosis.

The effective date of this legislation is January 1, 2018.

Due to the unique nature of the requirements under HB 146, there was no existing coverage offered at the time of the Bill’s passage. The Risk Management Division immediately initiated inquiries with Apex, our contracted vendor (per Resolution #73-15), to obtain a quote for the required coverage. Additionally, in November, Georgia Municipal Association (GMA), knowing the House Bill had passed and entities would need to provide this coverage, also forwarded a quote for the coverage. The two quotes are listed below:

Apex Insurance Agency (Chubb) = $73,848
Willis Towers Watson for GMA-GIRMA (Hartford) = $75,712

Both plans provide the required coverage with a three-year rate guarantee; and both plans were offered by highly rated insurance companies.

Funds are available FY18 Budget: Risk Management – Human Resources - Income/Insurance Coverage – Firefighter Income/Cancer Insurance Policy: 0860-220-3840-6615. Funding for the remaining two years of the coverage will be budgeted in the appropriate fiscal year.

“ITEM A”

A RESOLUTION
NO.________

A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH GEOTECHNICAL & ENVIRONMENTAL CONSULTANTS, INC. (GEC) (COLUMBUS, GA) TO PROVIDE LEAD-BASED PAINT/ASBESTOS AND CLEARANCE TESTING SERVICES ON AN “AS NEEDED” BASIS.

WHEREAS, an RFP was administered (RFP No. 18-0004) and four (4) proposals were received; and,

WHEREAS, the proposal submitted by Geotechnical & Environmental Consultants, 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 period, 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 with Geotechnical & Environmental Consultants, Inc. (GEC) (Columbus, GA) to provide lead-based paint/asbestos and clearance testing services. Funds are budgeted each fiscal year for this ongoing expense: Community Development Block Grant Fund – Community Reinvestment – Non CDBG Program – Contractual Services, 0210-245-1000-6319.

_________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 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 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 CONSTRUCTION CONTRACT WITH LEWALLEN CONSTRUCTION COMPANY, INC. (MARIETTA, GA) IN THE AMOUNT OF $2,282,196.66 FOR CONSTRUCTION OF THE MARTIN LUTHER KING JR STREETSCAPES.

WHEREAS, the work primarily involves installation of sidewalk, street pavement, concrete curb and gutters, chain link fencing, and construction of a pedestrian and bike friendly trail with landscaping.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to execute a contract with Lewallen Construction Company, Inc. (Marietta, GA) in the amount of $2,282,196.66 for construction of the Martin Luther King Jr Streetscapes. Funds are budgeted in the FY18 Budget: Special Projects-Capital Projects Fund – Capital Projects – Paving Fund Supported Capital Projects – General Construction – MLK Streetscapes; 0508-660-3000-CPPF-7661-24006-20170.

________________

“ITEM C”

A RESOLUTION

NO._________

A RESOLUTION AUTHORIZING THE ADDITIONAL SERVICES ADDENDUM FROM TYLER TECHNOLOGIES (MORAINE, OH), IN THE ESTIMATED AMOUNT OF $104,400.00 ($29.00 PER PARCEL, NOT TO EXCEED 3,600 PARCELS) TO PROVIDE RESIDENTIAL FIELD INSPECTION SERVICES. TYLER ALSO AGREES IN THIS ADDENDUM TO ADD TWENTY (20) ADDITIONAL PERSON DAYS TO THE AGREEMENT FOR FORMAL APPEALS REVIEWS AT NO ADDITIONAL COST.

WHEREAS, the addendum is needed to augment the Tax Assessor’s Residential Appraisal staff to complete regular sales and permit processing, so that the Tax Assessor’s portion of the digest can be completed on time. The entire Residential Appraisal staff has been working since July on the appeals generated in the county-wide revaluation. So the processing of sales and permits has not been completed; and,

WHEREAS, Per Resolution 301-14, Council approved the purchase of the Oasis system Upgrade to IasWorld. Consequently, Tyler is the obvious choice to provide these contracted services as they know the software currently used. Any other vendor would require a train-up period, as well as an RFP, both of which would delay the completion of reviewing the sales and permits. This delay would not allow the timely completion of our portion of the digest; and,

WHEREAS, the Addendum shall be effective upon the date on which the City signs the Addendum and all services shall be completed prior to March 30, 2018.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to execute the Additional Services Addendum from Tyler Technologies (Moraine, OH), in the estimated amount of $104,400.00 ($29.00 per parcel, not to exceed 3,600 parcels) to provide residential field inspection services. Tyler also agrees in this addendum to add twenty (20) additional person days to the Agreement for Formal Appeals reviews at no additional cost. Funds are available in the FY18 Budget: General Fund – Boards & Commissions – Tax Assessor – Contractual Services; 0101-290-1000-TAXA-6319.

________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2017 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 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 A CONTRACT AMENDMENT FROM APEX INSURANCE (NORCROSS, GA), WITH CHUBB ACCIDENT AND HEALTH AS THE CARRIER, TO ADD LEGISLATIVELY REQUIRED CANCER INSURANCE FOR FIREFIGHTERS, IN THE AMOUNT OF $73,848 PER YEAR, SUCH RATE TO BE GUARANTEED FOR A PERIOD OF THREE YEARS.

WHEREAS, in the course of its 2017 legislative session, the Georgia legislature passed HB 146, which amended Chapter 85 of Title 36 of the Official Code of Georgia Annotated. This provision requires employers to provide all active Firefighters in the State of Georgia with benefits for any form of cancer with which they may be diagnosed, whether work-related or not. Included in the provisions are specific payments for early and advanced stages of cancer, as well as income benefits. Those benefits are as follows:

· Firefighters diagnosed with cancer will also receive a disability benefit equal to 60% of their total salary as a paid firefighter, or $5,000 a month, whichever is less.

· The disability benefit may last up to 36 months and is subject to a six month waiting period from the time when it is determined that a firefighter can no longer perform the duties of his position.

· To be eligible for either benefit, the firefighter must have been employed with the department for a minimum of 12 consecutive months prior to the time of diagnosis.; and,

WHEREAS, the effective date of this legislation is January 1, 2018; and,

WHEREAS, due to the unique nature of the requirements under HB 146, there was no existing coverage offered at the time of the Bill’s passage. The Risk Management Division immediately initiated inquiries with Apex, our contracted vendor (per Resolution #73-15), to obtain a quote for the required coverage.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized execute the contract amendment from Apex Insurance (Norcross, GA), with Chubb Accident and Health as the carrier, to add legislatively required cancer insurance for Firefighters, in the amount of $73,848 per year, such rate to be guaranteed for a period of three years Funds are available FY18 Budget: Risk Management – Human Resources - Income/Insurance Coverage – Firefighter Income/Cancer Insurance Policy: 0860-220-3840-6615. Funding for the remaining two years of the coverage will be budgeted in the appropriate fiscal year.

_______________