Agenda Item # 6

Columbus Consolidated Government
Council Meeting

September 24, 2013

Agenda Report # 35


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) CHANGE ORDER 2 FOR PEDESTRIAN BRIDGE PAINTING PROJECT – RFB NO. 12-0032

It is requested that Council authorize the execution of Change Order 2 with Cline Service Corporation (Columbus, GA) in the amount of $215,000.00 for the Pedestrian Bridge Painting Project.

Per Resolution No. 48-12, Council authorized the Cline Service Corporation to repair, paint and install new fencing on the Buena Vista Road Pedestrian Bridge and the South Lumpkin Road Pedestrian Bridge. The contract amount for this work was $207,500.00: the cost included $90,500 for the South Lumpkin Road Pedestrian Bridge, $97,000.00 for the Buena Vista Road Pedestrian Bridge and a $20,000.00 allowance for concrete repairs to stem walls and welding of structural members.

All of the contract amount except for an allowance of $20,000.00 for structural repair work was dedicated to cleaning and re-painting the structure and replacing all protective chain link fencing. The work began at the Buena Vista Road Bridge and as soon as the bridge span was relocated to the ground for repairs and the fencing was removed, the architect, engineers and contractor began to examine the structural bridge members.

It was determined early during the renovation that the $20,000.00 allowance would not be sufficient to ensure all bridge members were sufficiently connected. It wasn't until the contractor began work cleaning, scraping and testing the existing welds at the structural member joints that it was determined by the architect, engineers and contractor that the given allowance was not adequate for covering all the expected repairs.

Hundreds of existing member joints had to be re-welded because they had partially rusted and weakened to the point that many areas were very thin. It was determined by the renovation team that all joints were to be examined and repaired with new welded joints, if necessary. Furthermore it was determined that additional structural members needed to be added to areas of the bridge towers and span. All this additional work for the Buena Vista Road Bridge was performed at a cost of $118,641.25.

The entire work required to clean, paint and replace fencing, and to bring the Buena Vista Road Bridge to an acceptable stage and deemed safe, required a total expenditure of $215,641.25. Although this amount exceeded the original expected repair cost of $97,000.00, it was still far less than the cost of replacing the bridge at an estimate of $700,000.00 to $1 million. The Engineering Department believes that since the South Lumpkin Bridge is of the same nature as the Buena Vista Bridge, the renovation cost should be approximately the same price. The Engineering Department believes that this type of work is best addressed by the 'time and material' cost method since one does not know the exact repair requirements until the contractor exposes all jointing areas.

The Engineering Department is respectfully requesting that City Council authorize Cline Service Corporation to undertake renovation work on the South Lumpkin Road Bridge in a manner similar to the work performed on the Buena Vista Road Bridge.

DocumentDescriptionAmount
Original ContractPedestrian Bridges at Buena Vista Road and South Lumpkin Road (The entire contract amount was expended on the Buena Vista Road Pedestrian Bridge.)207,500.00
Change Order 1Additional welding to close holes or strengthen connections for structural member connections, and welding steel members to the structure for additional strength.8,141.25
Change Order 2Renovate the South Lumpkin Road Bridge in a manner similar to the work performed on the Buena Vista Road Bridge.215,000.00
New Contract Amount $430,641.25


Funds are budgeted in the FY14 Budget: 1999 SPLOST Road/Bridge/Street – Road Construction – Pedestrian Bridges; 0540-695-2126-TXRB-7641-53035-20120.
**********

(B) WORKERS’ COMPENSATION CLAIM MANAGEMENT SERVICES (ANNUAL CONTRACT – RFP NO. 13-0035)

It is requested that Council authorize the negotiation and execution of a contract with USIS/AmeriSys (Dunwoody, GA) to provide workers’ compensation claim management services for the City’s workforce of approximately 2,750 employees in various occupations, ranging from Public Safety to Field Force to Administrative positions.

The Contractor must provide complete system integration and coordination to provide all core workers’ compensation program services, including medical management and claims administration, as follows:

Other services include: collaborating with the City’s manager of workers’ compensation services to reach settlement of claims in appropriate circumstances, to assist in selection of defense counsel, providing loss control, assistance in excess coverage access, and assistance with required State reporting.

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.

Request for proposal invitations were mailed to twenty-eight vendors and specifications were posted on the City’s website, Georgia Procurement Registry and DemandStar. The RFP has been advertised, opened and evaluated. Proposals were received on July 19, 2013 from the following nine offerors:

USIS/AmeriSys (Dunwoody, GA)
Collins & Company, Inc. (Chattanooga, TN)
PMA Management Corp. (Atlanta, GA)
TriStar Insurance Group (Atlanta, GA)
Marsh USA-ACCG (Atlanta, GA)
Alternative Service Concepts (Nashville, TN)
Companion 3rd Party Administrators (Columbia, SC)
Underwriter Safety & Claims (Savannah, GA)*
AMTrust North America (Duluth, GA)*

*The Evaluation Committee reviewed the proposals from Underwriter Safety & Claims and AmTrust North America, and based on the information contained, unanimously deemed their proposals non-responsive. Both vendors were notified in writing.

Proposals were reviewed by the Evaluation Committee members, which consisted of representatives from Fire/EMS, Public Works and Finance Departments. Representatives from the Civic Center, Engineering, Police Department, and the Risk Manager served in an advisory capacity.

The RFP process is governed by the City’s Procurement Ordinance, Articles 3-110, Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional Services. 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, 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 responsive offeror or the RFP specifications may be re-advertised.

Evaluation results and pricing information have been submitted to the City Manager in a separate memo for information purposes.

The City expends approximately $1,200,999 for workers’ compensation per year. Funds will be budgeted each fiscal year for this on going expense: Risk Management Int Serv – Human Resources – Workers Compensation – Contractual Services, 0860-220-3820-WCOM-6319.
**********

(C) E911 COMPUTER AIDED DISPATCH (CAD) SYSTEM AND AIRMOBILE ANNUAL SOFTWARE LICENSE MAINTENANCE AND SUPPORT


It is requested that Council authorize payment to Motorola Solutions (Atlanta, GA) in the amount of $353,673.00 for Computer Aided Dispatch (CAD) System and AirMobile software license maintenance and support, covering the period from July 1, 2013 through June 30, 2014.

The Police Department (through the 911 Center), Marshal’s Office and Sheriff’s Office uses the Motorola Computer Aided Dispatch System and the Airmobile System to dispatch the various Public Safety Units throughout the City, as they are needed. This equipment is a critical part of Public Safety communications system. It has, since the initial warranty expired, been covered by a comprehensive 24/7/365 maintenance agreement with Motorola in order to assure rapid and accurate repairs and minimal down time.

All of the software was developed by Motorola and is proprietary in nature. Therefore, the vendor is considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in the FY14 Budget: Emergency Telephone Fund – Police –E911 – Service Contracts, 0209-400-3220-E911-6513.

“ITEM A”
A RESOLUTION

NO._______

A RESOLUTION AUTHORIZING CHANGE ORDER 2 WITH CLINE SERVICE CORPORATION (COLUMBUS, GA) IN THE AMOUNT OF $215,000.00 FOR THE PEDESTRIAN BRIDGE PAINTING PROJECT.

WHEREAS, per Resolution No. 48-12, Council authorized the Cline Service Corporation to repair, paint and install new fencing on the Buena Vista Road Pedestrian Bridge and the South Lumpkin Road Pedestrian Bridge. The contract amount for this work was $207,500.00: the cost included $90,500 for the South Lumpkin Road Pedestrian Bridge, $97,000.00 for the Buena Vista Road Pedestrian Bridge and a $20,000.00 allowance for concrete repairs to stem walls and welding of structural members; and,

WHEREAS, the work began at the Buena Vista Road Bridge and as soon as the bridge span was relocated to the ground for repairs and the fencing was removed, the architect, engineers and contractor began to examine the structural bridge members; and,

WHEREAS, hundreds of existing member joints had to be re-welded because they had partially rusted and weakened to the point that many areas were very thin. It was determined by the renovation team that all joints were to be examined and repaired with new welded joints, if necessary. Furthermore it was determined that additional structural members needed to be added to areas of the bridge towers and span. All this additional work for the Buena Vista Road Bridge was performed at a cost of $118,641.25. The entire work required to clean, paint and replace fencing, and to bring the Buena Vista Road Bridge to an acceptable stage and deemed safe, required a total expenditure of $215,641.25; and,

WHEREAS, the Engineering Department is respectfully requesting that City Council authorize Cline Service Corporation to undertake renovation work on the South Lumpkin Road Bridge in a manner similar to the work performed on the Buena Vista Road Bridge.


DocumentDescriptionAmount
Original ContractPedestrian Bridges at Buena Vista Road and South Lumpkin Road (The entire contract amount was expended on the Buena Vista Road Pedestrian Bridge.)207,500.00
Change Order 1Additional welding to close holes or strengthen connections for structural member connections, and welding steel members to the structure for additional strength.8,141.25
Change Order 2Renovate the South Lumpkin Road Bridge in a manner similar to the work performed on the Buena Vista Road Bridge.215,000.00
New Contract Amount $430,641.25

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

That the City Manager is hereby authorized to execute Change Order 2 with Cline Service Corporation (Columbus, GA) in the amount of $215,000.00 for the Pedestrian Bridge Painting. Funds are budgeted in the FY14 Budget: 1999 SPLOST Road/Bridge/Street – Road Construction – Pedestrian Bridges; 0540-695-2126-TXRB-7641-53035-20120.

_____________________


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 THE NEGOTIATION AND EXECUTION OF AN ANNUAL CONTRACT WITH USIS/AMERISYS (DUNWOODY, GA) TO PROVIDE WORKERS’ COMPENSATION CLAIM MANAGEMENT SERVICES.

WHEREAS, an RFP was administered (RFP 13-0035) and proposals were received from nine offerors; and,

WHEREAS, the proposal submitted by USIS/AmeriSys met all proposal requirements and was evaluated most responsive to the RFP.

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

That the City Manager is hereby authorized to negotiate and execute an annual contract with USIS/AmeriSys (Dunwoody, GA) to provide workers’ compensation claim management services. Funds will be budgeted each fiscal year for this on going expense: Risk Management Int Serv – Human Resources – Workers Compensation – Contractual Services, 0860-220-3820-WCOM-6319.
_________________________

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 MOTOROLA SOLUTIONS (ATLANTA, GA), IN THE AMOUNT OF $353,673.00, FOR COMPUTER AIDED DISPATCH (CAD) SYSTEM AND AIRMOBILE SOFTWARE LICENSE MAINTENANCE AND SUPPORT, COVERING THE PERIOD FROM JULY 1, 2013 THROUGH JUNE 30, 2014.

WHEREAS, the Police Department (through the 911 Center), Marshal’s Office and Sheriff’s Office uses the Motorola Computer Aided Dispatch System and the Airmobile System to dispatch the various Public Safety Units throughout the City, as they are needed; and,

WHEREAS, this equipment is a critical part of Public Safety communications system. It has, since the initial warranty expired, been covered by a comprehensive 24/7/365 maintenance agreement with Motorola in order to assure rapid and accurate repairs and minimal down time; and,

WHEREAS, all of the software and equipment was developed by Motorola and is proprietary in nature. Therefore, the vendor is considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.

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

That the City Manager is hereby authorized to make payment to Motorola Solutions (Atlanta, GA), in the amount of $353,673.00, for Computer Aided Dispatch (CAD) System and AirMobile software license maintenance and support, covering the period from July 1, 2013 through June 30, 2014. Funds are budgeted in the FY14 Budget: Emergency Telephone Fund – Police –E911 – Service Contracts, 0209 - 400 - 3220 - E911 - 6513.

_____________________


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