Created on 07/19/2013

Agenda Item # 3

Columbus Consolidated Government
Council Meeting

July 23, 2013

Agenda Report # 09

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department

(A) MEMBERSHIP DUES FOR GEORGIA MUNICIPAL ASSOCIATION

It is requested that Council approve payment to the Georgia Municipal Association (GMA) in the amount of $26,311.62 for 2013 - 2014 membership dues for the City of Columbus, Georgia. GMA is a voluntary, non-profit organization that provides legislative advocacy, education, employee benefit and technical consulting services to its members.

Funds are budgeted in the FY14 Budget: General Fund - Legislative – City Council - Membership Dues and Fees; 0101-100-1000-CNCL-6657.

* * * * * * * *

(B) ANNUAL SOFTWARE LICENSE MAINTENANCE FOR PERMITTING SYSTEM

It is requested that Council approve the payment to Tyler Technologies (Dallas, TX) in the amount of $53,390.19 for annual software license maintenance for the Permitting System utilized by Inspections and Code. This payment will cover ongoing support from July 1, 2013 through June 30, 2014

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

The Permitting System was originally approved for purchase per Resolution #234-08, from Energov. However, Tyler Technologies acquired Energov in November 2012.

Funds are budgeted in the FY14 Budget: General Fund – Information Technology – Software Lease; 0101 – 210 – 1000 – ISS – 6541.

* * * * * * * *

(C) PENSION SOFTWARE

It is requested the Council approve the purchase of pension software from Levi, Ray & Shoup, Inc. (Springfield, Illinois) in the amount $377,980.00; as well as, annual license and operating fees of approximately $35,000.00 per year.

The vendor will provide PensionGold Version 3 software to be used to manage the City’s Pension Plan. PensionGold Version 3 is a web based, fully integrated software system, which includes, Workflow, Imaging, Audit, General Ledger and Members Self-Service functionality.

Since its inception, the management of the City’s pension plan has been a mostly manual process with some in-house developed programs that assist with the process. Changes have been made to the plan over the years but the pace of change has increased in more recent years, greatly increasing the complexity of managing the plan. The City must now account for employees with the following participation scenarios:

Employees that were plan participants prior to elimination of employee contributions in 1985-1986. A portion of their retirement benefit on retirement is taxable and some is not subject to income tax.

The City has two plans (Public Safety and General Government), inter-plan transfers must be tracked separately with reporting and eventual benefits combined using separate rules.

Plan rules allow participants that leave CCG employment and later return to connect the two (or more) periods of employment. This can be complicated even more with different contribution rules, suspension of retirement benefits if the employee had already retired and collection or non-collection of prior contributions that were paid to employee at prior termination date.

A “pop-up” provision was added for employees retiring on or after July 1, 1998. This provision allows the retirement benefit to revert to a life income if the spouse predeceases the retiree.

Major Disability Plan allows accrual of pension service credits for disability that occurred on or after July 1, 1999. Employees disabled prior to that date have different retirement benefits.

Employees hired after June 30, 2001, when retired are not eligible to receive a subsidy from the City toward their health plan after attaining age 65 or Medicare eligibility.

Retirees otherwise eligible for subsidized health insurance may elect to take the subsidy as additional pension income.

Employees hired prior to July 1, 2012 are now required to make a pre-tax contribution of 2% (4% on 7/1/2013) to the pension plan. Non-contributory service must also be tracked for this group and for some contributions made prior to 1986.

Employees hired on or after July 1, 2012 are required to make a pre-tax contribution of 6% (8% on 7/1/2013) to the pension plan.

Employees hired prior to July 1, 2012 have a 5-year vesting requirement.

Employees hired on or after July 1, 2012 have a 10-year vesting requirement.

Contribution refunds for separated employees require special handling under the law based on amount of refund, wishes of employee or our inability to contact employee for handling directions.

A DROP plan must now be administered to include calculation of interest, payouts and monitoring of mandatory termination date.

Due to multiple levels of complexity our in-house system is not capable of producing mandatory annual statements for participants.

The City’s existing benefits manager, Northwestern, performed an initial search for viable vendors at the request of the Human Resources Department. Northwestern narrowed the search to two companies with capabilities to deliver the required software: Levi, Ray & Shoup, Inc., and Pension Resource Group. The vendors made an initial presentation to CCG staff comprised of the City’s pension administrator, Finance Director, Internal Auditor, Payroll Supervisor, Human Resources Director, Assistant Human Resources Director and Information Technology staff.

An additional presentation was requested of Levi, Ray & Shoup on March 20, 2013, to enable CCG staff to see a further demonstration of the software capabilities. The Pension Board had an opportunity to hear a presentation and see a demonstration of the software on July 10, 2013; and consequently approved the purchase of the software.

Levy, Ray & Shoup has provided this software to various public entities in California, Texas, Arkansas, Missouri, and Florida. To accomplish this software purchase, the City is participating in a cooperative purchase via an RFP administered by the City of Fresno on September 15, 2011. Eleven bidders were invited to participate in the RFP process. On November 14, 2011 the following three vendors submitted proposals: CPAS, Levi, Ray & Shoup and Tegrit. Levy, Ray and Shoup was the successful candidate. The procurement process administered by the City of Fresno 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.

The initial cost and annual maintenance will be paid from the Pension Fund.

* * * * * *

(D) COMPREHENSIVE MEDICAL SERVICES FOR THE MUSCOGEE COUNTY JAIL AND MUSCOGEE COUNTY PRISON (ANNUAL CONTRACT) – RFP NO. 13-0024

It is requested that Council approve the negotiation and execution of annual contracts with Armor Correctional Health Services, Inc. (Miami, FL) for comprehensive medical services at Muscogee County Prison, and with Correctional Healthcare Companies (Cumming, GA) for comprehensive medical services at Muscogee County Jail.

Armor Correctional Health Services and Correctional Healthcare Companies will be required to provide the staffing, supplies, in-clinic contracts, systems, and administration to provide the services to the patients at both the Muscogee County Prison and Muscogee County Jail, respectively, at a level of quality that will meet the standards published in the NCCHC Guidelines for both Jails and Prisons.

The term of the contract shall be for two years, with the option to renew for three 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 forty-six vendors and specifications were posted on the web pages of the City and Georgia Procurement Registry. The RFP has been advertised, opened and evaluated. Proposals were received on April 12, 2013 from the following seven offerors:

Armor Correctional Health Services, Inc. (Miami, FL)

Correctional Healthcare Companies (Cumming, GA)

Corizon Health, Inc. (Brentwood, TN)

Correct Care Solutions (Nashville, TN)

CorrectHealth (Atlanta, GA)

Southern Correctional Medicine (Waycross, GA)

TransformHealthRX (Statesboro, GA)

Proposals were reviewed by the Evaluation Committee members, which consisted of representatives from Muscogee County Prison, Muscogee County Sheriff’s Office and the Finance Department. Representatives from the City Attorney’s office, Finance Department, Information Technology Department, Internal Auditor’s office and Muscogee County Sheriff’s Office served in an advisory capacity.

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, 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.

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

Funds are budgeted each fiscal year for this ongoing expense: General Fund – Sheriff –Medical Director-Consulting; 0101 - 550 – 2650 – MEDD - 6315. Upon contract approval, a subsequent partial transfer will be made to General Fund - Muscogee County Prison – Warden – Consulting; 0101-420-1000-MCCI-6315.

* * * * * *

(E) RIGHT-OF-WAY DIGITAL IMAGING AND EXTRACTION OF PAVEMENT CONDITION DATA – RFP NO. 13-0026

It is requested that Council authorize the execution of a contract with GoodPointe Technology (St. Paul, MN) for right-of-way digital imaging and extraction of pavement condition data.

GoodPointe Technology will collect ground-level right-of-way digital images of the roadway network. The images shall be used to update the pavement condition ratings stored in CCG’s proprietary pavement management system. The services will involve the following elements.

Collect ground-level digital images along the centerline of CCG streets at intervals of approximately 40 feet. An alternative image interval is 52.8 feet.

All Functionally Classified streets will require one run in the opposite direction as well. All of the local streets or two-lane streets are required to have only one directional survey run. This will consist of approximately 790 centerline miles of roads. Any street with more than two lanes has to have an additional run in the opposite direction.

Create a database of the images and their locations in

NAD 1983 STATEPLANE GEORGIA WEST FIP 1002 FEET.

Create a shape file that graphically represents the

NAD 1983 STATEPLANE GEORGIA WEST FIP 1002 FEET

locations of the images.

The extracted pavement condition data must be captured and organized in accordance with the specified data import format required by CCG’s existing pavement management software.

The extracted data must be able to be exported to ArcView shapefiles and be compatible with the CCG’s GIS.

Request for proposal invitations were mailed to four vendors and specifications were posted on the web pages of the City, Georgia Procurement Registry and DemandStar Onvia. The RFP has been advertised, opened and evaluated. Proposals were received on April 5, 2013 from the following three offerors:

GoodPointe Technology (St. Paul, MN)

Data Transfer Solutions (Orlando, FL)

IMS Infrastructure Management (Tempe, AZ)

Proposals were reviewed by the Evaluation Committee members, which consisted of representatives from the Engineering Department and Public Works Department.

The RFP process is governed by the City’s Procurement Ordinance, Articles 3-110 and 3-111, Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional Services and Architectural/Engineering and Land Surveying 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.

Funds are budgeted in the FY14 Budget: Paving Fund.

* * * * * *

(F) E911 CAD/MOBILE DATA TERMINAL (MDT) EQUIPMENT INFRASTRUCTURE MAINTENANCE AND SERVICE

It is requested that Council authorize payment to Motorola Solutions (Atlanta, GA), in the amount of $153,664.20, for annual CAD/Mobile Data Terminal (MDT) hardware maintenance. This payment will cover the period from July 1, 2013 through June 30, 2014.

The maintenance provides hardware support and repair for the MW800 MDT units on a 24/7/365 schedule.

The MDTs are installed in patrol, fire and service vehicles. The units are deployed throughout CCG in the Police Department, Sheriff’s Office, Fire Department & Emergency Medical Services, Marshal’s Office and Inspections & Codes.

All of the equipment is manufactured by Motorola and is proprietary in nature. Therefore, the vendor is the Only Known Source, per Section 3-114 of the Procurement Ordinance.

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

“ITEM A”

A RESOLUTION

NO._____________

A RESOLUTION AUTHORIZING PAYMENT TO THE GEORGIA MUNICIPAL ASSOCIATION FOR 2013- 2014 MEMBERSHIP DUES IN THE AMOUNT OF $26,311.62.

WHEREAS, membership dues are for the City of Columbus, Georgia; and,

WHEREAS, GMA is a voluntary, non-profit organization that provides legislative advocacy, educational, employee benefit and technical consulting services to its members.

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

That the City Manager is hereby authorized to render payment to the Georgia Municipal Association in the amount of $26,311.62 for 2013 - 2014 membership dues for the City of Columbus, Georgia. Funds are budgeted in the FY14 Budget: General Fund - Legislative – City Council - Membership Dues and Fees; 0101-100-1000-CNCL-6657.

______________________________

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 PAYMENT TO TYLER TECHNOLOGIES (DALLAS, TX) IN THE AMOUNT OF $53,390.19 FOR ANNUAL SOFTWARE LICENSE MAINTENANCE FOR THE PERMITTING SYSTEM UTILIZED BY INSPECTIONS AND CODE. THIS PAYMENT WILL COVER ONGOING SUPPORT FROM JULY 1, 2013 THROUGH JUNE 30, 2014

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

WHEREAS, the Permitting System was originally approved for purchase per Resolution #234-08, from Energov. However, Tyler Technologies acquired Energov in November 2012.

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 $53,390.19 for annual software license maintenance for the Permitting System utilized by Inspections and Code. This payment will cover ongoing support from July 1, 2013 through June 30, 2014. 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 __________________, 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 PURCHASE OF PENSION SOFTWARE FROM LEVI, RAY & SHOUP, INC. (SPRINGFIELD, ILLINOIS) IN THE AMOUNT $377,980.00; AS WELL AS, ANNUAL MAINTENANCE COST OF APPROXIMATELY $35,000.00 PER YEAR.

WHEREAS, since its inception, the management of the City’s pension plan has been a mostly manual process with some in-house developed programs that assist with the process. Changes have been made to the plan over the years but the pace of change has increased in more recent years, greatly increasing the complexity of managing the plan; and,

WHEREAS, the vendor will provide PensionGold Version 3 software to be used to manage the City’s Pension Plan. PensionGold Version 3 is a web based, fully integrated software system, which includes, Workflow, Imaging, Audit, General Ledger and Members Self-Service functionality; and,

WHEREAS, to accomplish this software purchase, the City is participating in a cooperative purchase via an RFP administered by the City of Fresno on September 15, 2011. Eleven bidders were invited to participate in the RFP process. On November 14, 2011 the following three vendors submitted proposals: CPAS, Levi, Ray & Shoup and Tegrit. Levy, Ray and Shoup was the successful candidate. The procurement process administered by the City of Fresno 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 purchase pension software from Levi, Ray & Shoup, Inc. (Springfield, Illinois) in the amount $377,980.00; as well as, annual maintenance cost of approximately $35,000.00 per year. The initial cost and annual maintenance will be paid from the Pension Fund.

______________________________

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 D”

A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING THE NEGOTIATION AND EXECUTION OF ANNUAL CONTRACTS WITH ARMOR CORRECTIONAL HEALTH SERVICES, INC. (MIAMA, FL) FOR COMPREHENSIVE MEDICAL SERVICES AT MUSCOGEE COUNTY PRISON AND WITH CORRECTIONAL HEALTHCARE COMPANIES (CUMMING, GA) FOR COMPREHENSIVE MEDICAL SERVICES AT MUSCOGEE COUNTY JAIL.

WHEREAS, an RFP was administered (RFP 13-0024) and proposals were received from seven offerors; and,

WHEREAS, the proposals submitted by Armor Correctional Health Services and Correctional Healthcare Companies met all proposal requirements and were evaluated most responsive to the RFP; and,

WHEREAS, the term of contract shall be for two years, with an option to renew for three additional twelve-month periods. Contract 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 negotiate and execute annual contracts with Armor Correctional Health Services, Inc. (Miami, FL) for comprehensive medical services at Muscogee County Prison and with Correctional Healthcare Companies (Cumming, GA) for comprehensive medical services at Muscogee County Jail. Funds are budgeted each fiscal year for this ongoing expense: General Fund – Sheriff –Medical Director-Consulting; 0101 - 550 – 2650 – MEDD - 6315. Upon contract approval, a subsequent partial transfer will be made to General Fund - Muscogee County Prison – Warden – Consulting; 0101-420-1000-MCCI-6315.

_______________________________________

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 E”

A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH GOODPOINTE TECHNOLOGY (ST. PAUL, MN) FOR RIGHT-OF-WAY DIGITAL IMAGING AND EXTRACTION OF PAVEMENT CONDITION DATA.

WHEREAS, an RFP was administered (RFP 13-0026) and proposals were received from three offerors; and,

WHEREAS, the proposal submitted by GoodPointe Technology 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 execute a contract with GoodPointe Technology for right-of-way digital imaging and extraction of pavement condition data. Funds are budgeted in the FY14 Budget: Paving Fund.

_______________________________________

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 F”

A RESOLUTION

NO. _______

A RESOLUTION AUTHORIZING THE PAYMENT TO MOTOROLA SOLUTIONS (ATLANTA, GA), IN THE AMOUNT OF $153,664.20, FOR CAD/MOBILE DATA TERMINAL (MDT) HARDWARE MAINTENANCE. THIS PAYMENT WILL COVER THE PERIOD FROM JULY 1, 2013 THROUGH JUNE 30, 2014.

WHEREAS, The maintenance provides hardware support and repair for the MW800 MDT units on a 24/7/365 schedule; and,

WHEREAS, The MDTs are installed in patrol, fire and service vehicles. The units are deployed throughout CCG in the Police Department, Sheriff’s Office, Fire Department & Emergency Medical Services, Marshal’s Office and Inspections & Codes; and,

WHEREAS, All of the equipment is manufactured by Motorola and is proprietary in nature. Therefore, the vendor is the 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 $153,664.20, for CAD/Mobile Data Terminal (MDT) hardware maintenance. This payment will cover the period from July 1, 2013 through June 30, 2014. Funds are budgeted in the FY14 Budget: Emergency Telephone Fund – Police – E911 Communications Center – 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