Agenda Item # 8
Columbus Consolidated Government
Council Meeting

January 27, 2015

Agenda Report # 76


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department




(A) 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 $32,777.33 for the annual software support and license renewal for Eagle Imaging Software. This payment will cover the period from August 1, 2014 through July 31, 2015.

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:
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 FY15 Budget: General Fund – Information Technology – Software Lease; 0101 – 210 – 1000 – ISS - 6541.
* * * *

(B) HAZMAT SUPPLIES AND EQUIPMENT (ANNUAL CONTRACT) – RFB NO. 15-0010

It is requested that Council approve the purchase of hazmat supplies and equipment from SASCO Chemical Group, on an “as needed basis”, for the estimated annual contract value of $162,969.16. These materials are used by the Hazmat Team to clean up hazardous waste spills. Responsible parties are identified and billed for approximately 95% of cost of materials used in hazardous waste cleanup incidents.

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

Bid postcard invitations were mailed to fourteen vendors and bid specifications were posted on the City’s website and the Georgia Procurement Registry. One bid was received on December 10, 2014. This bid has been advertised, opened and reviewed. The bidder were:

SASCO Chemical Group (Albany, GA)

012715 HazMat Supplies Prices.pdf012715 HazMat Supplies Prices.pdf

Funds are budgeted each fiscal year for this on-going expense: General Fund – Fire & EMS Department - Fire/EMS Special Operations - Operating Materials; 0101-410-2600-SPCO-6728.

* * * *

(C) NINETY (90) DAY NOTICE TO USA POOLS

It is requested that Council authorize the cancellation of the contract with USA Pools, for the provision of management services for the Columbus Natatorium.

Per Resolution #49-13, February 12, 2013, Columbus City Council awarded the contract to USA Pools to provide management of the Columbus Natatorium.

It is the desire of the City to cancel the contract because the vendor has not performed in accordance with the contract specifications. Since the issues with the vendor were presented to Council, the information below is presented to acquaint Council with the contract cancellation process.

The contract term reads as follows:

10.0 Contract Term


Consequently, in accordance with Section 10.2 above, “Termination for Convenience”, the City Manager will issue the Ninety Day (90) written notice to cancel the contract with USA Pools. In the interim a new RFP will be issued to obtain a new contractor to provide the services.

“ITEM A”
A RESOLUTION

NO. __________

A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES, INC., (DALLAS, TX) IN THE AMOUNT OF $32,777.33 FOR THE ANNUAL SOFTWARE SUPPORT AND LICENSE RENEWAL FOR EAGLE IMAGING SOFTWARE. THIS PAYMENT WILL COVER THE PERIOD FROM AUGUST 1, 2014 THROUGH JULY 31, 2015.

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 $32,777.33 for the annual software support and license renewal for Eagle Imaging Software. This payment will cover the period from August 1, 2014 through July 31, 2015. Funds are budgeted in the FY14 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 B”
A RESOLUTION

NO._________

A RESOLUTION AUTHORIZING THE PURCHASE OF HAZMAT SUPPLIES AND EQUIPMENT, ON AN "AS NEEDED BASIS”, FROM SASCO CHEMICAL GROUP (ALBANY, GA) FOR THE ESTIMATED ANNUAL CONTRACT VALUE OF $162,969.16.

WHEREAS, the hazmat supplies and equipment are used by the Hazmat Team to clean up hazardous waste spills; and,

WHEREAS, the responsible parties are identified and billed for approximately 95% of cost of materials used in hazardous waste cleanup incidents; and,

WHEREAS, the contract term shall be for two years, with the option to renew for three (3) additional twelve-month periods. Contact renewal is 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 hazmat supplies and equipment, on an “as needed basis”, from SASCO Chemical Group for the estimated annual contract value of $162,969.16. Funds are budgeted each fiscal year for this on-going expense: General Fund – Fire & EMS Department, Fire/EMS Special Operations - Operating Materials; 0101-410-2600-SPCO-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 C”
A RESOLUTION

NO. __________

A RESOLUTION AUTHORIZING THE CANCELLATION OF THE CONTRACT WITH USA POOLS FOR THE PROVISION OF MANAGEMENT SERVICES FOR THE COLUMBUS NATATORIUM.

WHEREAS, per Resolution #49-13, February 12, 2013, Columbus City Council awarded the contract to USA Pools to provide management of the Columbus Natatorium; and,

WHEREAS, it is the desire of the City to cancel the contract because the vendor has not performed in accordance with the contract specifications; and,

WHEREAS, in accordance with Section 10.2, of the contract, “Termination for Convenience”, the City Manager will issue the Ninety Day (90) written notice to cancel the contract with USA Pools.

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

That the City Manager is hereby authorized to issue the ninety day (90) written notice to cancel the contract with USA Pools, Inc., for the provision of management services for the Columbus Natatorium.
_______________
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