Agenda Item # 3
Columbus Consolidated Government

Council Meeting

June 19, 2018

Agenda Report #136

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) ANNUAL SOFTWARE LICENSE MAINTENANCE RENEWAL FOR PERMITTING SYSTEM AND BUSINESS LICENSE SYSTEM

It is requested that Council approve payment to Tyler Technologies (Dallas, TX) in the amount of $72,866.20 for the annual software license maintenance renewal for the Energov Software Permitting System utilized by Inspections and Code; and the Energov Software Business License System utilized by the Finance Department’s Revenue Division. This payment will cover ongoing support for both systems from July 1, 2018 through June 30, 2019.

This maintenance provides Information Technology, Inspections and Codes, Engineering, Planning and the Revenue Division with software enhancements, documentation updates, Users Group support and hot line support for the Energov Building Inspection System and Business License System.

Both systems were originally purchased from Energov per Resolution #655-05 for the Business License System; and Resolution #234-08 for the Permitting System. Energov was already providing maintenance support for the Business License system, purchased in 2005. In 2008, during negotiations with Energov to provide the Permitting System, software maintenance for both systems was combined as a cost savings measure. In November 2012, Tyler Technologies acquired Energov.

Funds are budgeted in the FY19 Budget: General Fund – Information Technology – Software Lease; 0101 – 210 – 1000 – ISS – 6541.
* * * * * *

(B) ANNUAL MAINTENANCE: DISASTER RECOVERY RECORDING FOR THE REAL ESTATE COMPUTER SYSTEM

It is requested that Council approve the annual maintenance payment to Tyler Technologies (Dallas, TX), in the amount of $12,020.00, for disaster recovery recording for the Real Estate Computer System utilized by the Clerk of Superior Court. This payment covers the disaster recovery recording for the period for the period July 1, 2018 – June 30, 2019.

Per Resolution #104-11, Council approved the purchase of the Real Estate System from Tyler Technologies.

Tyler Technologies developed the software; they are the only company that can offer maintenance on the software. Therefore, the vendor is considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in the FY19 Budget: General Fund – Information Technology – Software Lease; 0101 – 210 – 1000 – ISS – 6541.

* * * * * *

(C) ANNUAL SOFTWARE SUSPPORT FOR SHOPFAX SYSTEM

It is requested that Council approve the annual software support payment to World Information Systems, LLC (Greensboro, NC), in the amount of $11,040.00 for the ShopFax software system utilized by the Fleet Maintenance Division. The payment will cover software support during the period from July 1, 2018 to June 30, 2019.

ShopFax is the Fleet Maintenance software used by the Fleet Maintenance Division to track repair orders and inventory.

World Information Systems, Inc. developed the software; they are the only company that can offer maintenance on the software. Therefore, the vendor is considered an Only Known Source, per Section 3-114 of the Procurement Ordinance.

Funds are budgeted in the FY19 Budget: General Fund – Information Technology - Software Lease; 0101-210-1000-ISS-6541.
* * * * * *

(D) ONLINE APPLICATION TRACKING SYSTEM FOR HUMAN RESOURCES (ANNUAL CONTRACT)

It is requested that Council approve the Online Services Agreement/Annual Subscription Fee for an application tracking system from Governmentjobs.com Inc., d/b/a NEOGOV (El Segundo, CA) in the amount of $19,765.44, which will cover the period from July 1, 2018 – June 30, 2019. Approval is also requested to pay future Subscription Fees during the term of the agreement.

The Agreement term will be for one (1) year with, the option to renew for four (4) additional twelve-month periods. The contract renewal is contingent upon the mutual agreement of City and contractor.

NEOGOV is the nation’s largest cloud software for Human Resources in government and education, allowing job seekers to quickly apply online for current vacancies or sign up for new openings that become available. Using the NEOGOV technology, HR and department managers can access online records to expedite hiring and provide greater accountability when selecting new employees. NEOGOV streamlines the job search and application process for job seekers and allows hiring managers to more effectively create minimum qualifications to sort through a pool of applicants.

In 2009, the Human Resources Department began using the Neogov software for application tracking on a trial basis. At that time the initial cost was $22,500.00; in 2009 the Procurement Ordinance authorized the City Manager via the Finance Department, to approve purchases under $25,000. The trial period was successful and the Department continued to utilize the software, paying the annual license fee.

To accomplish this purchase, the City is “Piggy-backing” off a contract awarded by the City of Gainsville, as a result of their RFP #15053, issued on May 22, 2015, for an Application Tracking System Module. On June 23, 2016 the City of Gainsville signed the contract with Governmentjob.com/NEOGOV who was the successful vendor in the RFP process. The procurement process administered by the City of Gainsville meets the procurement requirements of Columbus Consolidated Government. The City’s Procurement Ordinance, Article 9-101, “Cooperative Purchasing Authorized,” allows for participation in this RFP.

Funds are budgeted in the FY19 Budget: General Fund – Information Technology - Software Lease; 0101-210-1000-ISS-6541.


“ITEM A”
A RESOLUTION
NO._____________

A RESOLUTION AUTHORIZING PAYMENT TO TYLER TECHNOLOGIES (DALLAS, TX) IN THE AMOUNT OF $72,866.20 FOR THE ANNUAL SOFTWARE LICENSE MAINTENANCE RENEWAL FOR THE ENERGOV SOFTWARE PERMITTING SYSTEM UTILIZED BY INSPECTIONS AND CODE; AND THE ENERGOV SOFTWARE BUSINESS LICENSE SYSTEM UTILIZED BY THE FINANCE DEPARTMENT’S REVENUE DIVISION. THIS PAYMENT WILL COVER ONGOING SUPPORT FOR BOTH SYSTEMS FROM JULY 1, 2018 THROUGH JUNE 30, 2019.

WHEREAS, this maintenance provides Information Technology, Inspections and Codes, Engineering, Planning and the Revenue Division with software enhancements, documentation updates, Users Group support and hot line support for the Energov Building Inspection System and Business License System; and,

WHEREAS, both systems were originally purchased from Energov per Resolution #655-05 for the Business License System; and Resolution #234-08 for the Permitting System. Energov was already providing maintenance support for the Business License system, purchased in 2005. In 2008, during negotiations with Energov to provide the Permitting System, software maintenance for both systems was combined as a cost savings measure. In November 2012, Tyler Technologies acquired Energov.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS: That the City Manager is hereby authorized to make payment to Tyler Technologies (Dallas, TX) in the amount of $72,866.20 for the annual software license maintenance renewal for the Energov Software Permitting System utilized by Inspections and Code; and the Energov Software Business License System utilized by the Finance Department’s Revenue Division. This payment will cover ongoing support for both systems from July 1, 2018 through June 30, 2019. Funds are budgeted in the FY19 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 ____________, 2018 and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis 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 ANNUAL MAINTENANCE PAYMENT TO TYLER TECHNOLOGIES (DALLAS, TX), IN THE AMOUNT OF $12,020.00, FOR DISASTER RECOVERY RECORDING FOR THE REAL ESTATE COMPUTER SYSTEM UTILIZED BY THE CLERK OF SUPERIOR COURT. THIS PAYMENT COVERS THE DISASTER RECOVERY RECORDING FOR THE PERIOD FOR THE PERIOD JULY 1, 2018 – JUNE 30, 2019.

WHEREAS, Per Resolution #104-11, Council approved the purchase of the Real Estate System from Tyler Technologies; and,

WHEREAS, Tyler Technologies developed the software; they are the only company that can offer maintenance on the software. 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 the annual maintenance payment to Tyler Technologies (Dallas, TX), in the amount of $12,020.00, for disaster recovery recording for the Real Estate Computer System utilized by the Clerk of Superior Court. This payment covers the disaster recovery recording for the period for the period July 1, 2018 – June 30, 2019. Funds are budgeted in the FY19 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 ____________, 2018 and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis 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 ANNUAL SOFTWARE SUPPORT PAYMENT TO WORLD INFORMATION SYSTEMS, LLC (GREENSBORO, NC), IN THE AMOUNT OF $11,040.00 FOR THE SHOPFAX SOFTWARE SYSTEM UTILIZED BY THE FLEET MAINTENANCE DIVISION. THE SOFTWARE SUPPORT COVERS THE PERIOD FROM JULY 1, 2018 TO JUNE 30, 2019.

WHEREAS, ShopFax is the Fleet Maintenance software used by the Fleet Maintenance Division to track repair orders and inventory; and,

WHEREAS, World Information Systems developed the software; they are the only company that can offer maintenance on the software. 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 the annual software support payment to World Information Systems, LLC (Greensboro, NC), in the amount of $11,040.00 for the ShopFax software system utilized by the Fleet Maintenance Division. This payment covers the period for the period July 1, 2018 – June 30, 2019. Funds are budgeted in the FY19 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 ____________, 2018 and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis 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 ONLINE SERVICES AGREEMENT/ANNUAL SUBSCRIPTION FEE FOR AN APPLICATION TRACKING SYSTEM FROM GOVERNMENTJOBS.COM INC., D/B/A NEOGOV (EL SEGUNDO, CA) IN THE AMOUNT OF $19,765.44, WHICH WILL COVER THE PERIOD FROM JULY 1, 2018 – JUNE 30, 2019. APPROVAL IS ALSO REQUESTED TO PAY FUTURE SUBSCRIPTION FEES DURING THE TERM OF THE AGREEMENT.

WHEREAS, the Agreement term will be for one (1) year with, the option to renew for four (4) additional twelve-month periods. The contract renewal is contingent upon the mutual agreement of City and contractor; and,

WHEREAS, NEOGOV is the nation’s largest cloud software for Human Resources in government and education, allowing job seekers to quickly apply online for current vacancies or sign up for new openings that become available. Using the NEOGOV technology, HR and department managers can access online records to expedite hiring and provide greater accountability when selecting new employees. NEOGOV streamlines the job search and application process for job seekers and allows hiring managers to more effectively create minimum qualifications to sort through a pool of applicants.

WHEREAS, to accomplish this purchase, the City is “Piggy-backing” off a contract awarded by the City of Gainsville, as a result of their RFP #15053, issued on May 22, 2015, for an Application Tracking System Module. On June 23, 2016 the City of Gainsville signed the contract with Governmentjob.com/NEOGOV who was the successful vendor in the RFP process. The procurement process administered by the City of Gainsville meets the procurement requirements of Columbus Consolidated Government. The City’s Procurement Ordinance, Article 9-101, “Cooperative Purchasing Authorized,” allows for participation in this RFP.

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

That the City Manager is hereby authorized to enter in the Online Services Agreement/Annual Subscription Fee for an application tracking system from Governmentjobs.com Inc., d/b/a NEOGOV (El Segundo, CA) in the amount of $19,765.44, which will cover the period from July 1, 2018 – June 30, 2019; the City Manager is also authorized to pay future Subscription Fees during the term of the agreement. The Agreement term will be for one (1) year with, the option to renew for four (4) additional twelve-month periods. The contract renewal is contingent upon the mutual agreement of City and contractor. Funds are budgeted in the FY19 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 ____________, 2018 and adopted at said meeting by the affirmative vote of _________ members of said Council.

Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Garrett voting __________.
Councilor Davis voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.


_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor