Agenda Item # 7
Columbus Consolidated Government
Council Meeting

September 25, 2018

Agenda Report # 32

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) ENGINE REPAIR FOR METRA TRANSIT BUS

It is requested that Council approve payment to Cummins Sales and Service/Cummins Power South (Atlanta, GA), in the amount of $13,147.51, for METRA transit Bus engine repairs.

Transit bus, #1219, is a 2011 Gillig 35ft low floor model, with fourteen (14) years of useful life remaining, and is crucial to route service within the City. The bus is equipped with a Cummins engine and started to experience engine problems. Therefore, repairs were performed by Cummins Power South, an authorized dealer for Cummins. Consequently, the vendor is considered the only known source for the repair, per Procurement Ordinance, Article #3-114.

Funds are budgeted in the FY19 Budget: Transportation Fund – Transportation – FTA- Vehicle Operation & Maintenance; 0751 – 610 – 2400 – MFTA – 6516 (City 20%; Federal 80%).

* * * * * * * *

(B) COURT MANAGEMENT SYSTEM UPGRADE

It is requested that Council approve an agreement with Tyler Technologies (Plano, TX), to implement Odyssey (Software as a Service (SaaS), a Tyler Courts & Justice Solution, for the Court Management System Upgrade; procured by cooperative purchase via Sourcewell Contract #110515-TTI. The implementation will take place within a 24-month period. The cost for the implementation will be spread over a 5-year period, at a total estimated cost of $4,164,564, which includes the 1st year SaaS Fee. Implementation costs will be financed through Capital Innovations, Inc., via a five year lease-purchase agreement in the approximate amount of $920,754.28 annually. SaaS Fees for years 2 - 5 will be paid to Tyler Technologies in the amount of $708,905. Approximate costs for each year is denoted as follows:
Summary of Costs
FY2020
FY2021
FY2022
FY2023
FY2024
Implementation Costs
*920,754.28 (Year 1)
*920,754.28 (Year 2)
*920,754.28 (Year 3)
*920,754.28 (Year 4)
*920,754.28 (Year 5)
SaaS Annual Maintenance Fees
$708,905 (Year 2)
$708,905 (Year 3)
$708,905 (Year 4)
$708,905 (Year 5)
**$708,905
(Subsequent Years)
Annual Costs
$1,629,659.28
$1,629,659.28
$1,629,659.28
$1,629,659.28
$1,629,659.28
*Final costs subject to financing approval*Final costs subject to financing approval*Final costs subject to financing approval*Final costs subject to financing approval*Final costs subject to financing approval

**Estimate

The existing Court Management System is outdated and obsolete, as it still operates using mainframe technology. Odyssey is a web-based computer system that provides a unified, fully integrated justice software solution without sacrificing functional requirements. The primary goals of implementing a centralized court management system are to:


The purchase will be accomplished via Request for Proposal (RFP) Contract #110515-TTI, initiated by Sourcewell, whereby Tyler Technologies, was one of the successful vendors contracted to provide Public Sector Administrative-Related Software Solutions & Technology Services. The contract, which commenced December 15, 2015, is good through December 15, 2019, with an option to renew for a fifth year at the discretion of Sourcewell. Sourcewell (formerly National Joint Powers Alliance) is a self-supporting government organization, partnering with education, government, and nonprofits to boost student and community success. Created in 1978 as one of Minnesota’s nine service cooperatives, they offer training and shared services to central-Minnesota members. Throughout North America, they offer a cooperative purchasing program with over 200 awarded vendors on contract. Sourcewell is driven by service and the ability to strategically reinvest in member communities. The solicitation process utilized by Sourcewell meets the requirements of the City’s Procurement Ordinance; additionally, cooperative purchasing is authorized per Article 9-101 of the Procurement Ordinance.

Funding for the first year is available in the FY19 Budget as: Special Projects – Capital Projects Fund – Capital Projects – General Fund Supported Capital Projects – Software Lease – Court Management System Upgrade OLOST; 0508-660-1000-6541-22945-20170, 20180, 20190. Funding for the remaining four years will be budgeted in appropriate funding sources in subsequent fiscal years.

“ITEM A”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING PAYMENT TO CUMMINS SALES AND SERVICE/CUMMINS POWER SOUTH (ATLANTA, GA), IN THE AMOUNT OF $13,147.51, METRA TRANSIT BUS ENGINE REPAIRS.

WHEREAS, transit bus, #1219, is a 2011 Gillig 35ft low floor model, with fourteen (14) years of useful life remaining, and is crucial to route service within the City; and,

WHEREAS, the bus is equipped with a Cummins engine and started to experience engine problems. Therefore, repairs were performed by Cummins Power South, an authorized dealer for Cummins. Consequently, the vendor is considered the only known source for the repair, per Procurement Ordinance, Article #3-114.

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

That the City Manager is hereby authorized to make payment to Cummins Sales and Service/Cummins Power South (Atlanta, GA), in the amount of $13,147.51, METRA transit Bus engine repairs. Funds are budgeted in the FY19 Budget: Transportation Fund – Transportation – FTA- Vehicle Operation & Maintenance; 0751 – 610 – 2400 – MFTA – 6516 (City 20%; Federal 80%).
______________

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 Davis voting __________.
Councilor Garrett voting __________.
Councilor House voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.

_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor

“ITEM B”

A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE AGREEMENT WITH TYLER TECHNOLOGIES (PLANO, TX), TO IMPLEMENT ODYSSEY (SOFTWARE AS A SERVICE (SAAS), A TYLER COURTS & JUSTICE SOLUTION, FOR THE COURT MANAGEMENT SYSTEM UPGRADE; PROCURED BY COOPERATIVE PURCHASE VIA SOURCEWELL CONTRACT #110515-TTI. THE IMPLEMENTATION WILL TAKE PLACE WITHIN A 24-MONTH PERIOD. THE COST FOR THE IMPLEMENTATION WILL BE SPREAD OVER A 5-YEAR PERIOD, AT A TOTAL ESTIMATED COST OF $4,164,564, WHICH INCLUDES THE 1ST YEAR SAAS FEE. IMPLEMENTATION COSTS WILL BE FINANCED THROUGH CAPITAL INNOVATIONS, INC., VIA A FIVE YEAR LEASE-PURCHASE AGREEMENT IN THE APPROXIMATE AMOUNT OF $920,754.28 ANNUALLY. SAAS FEES FOR YEARS 2 - 5 WILL BE PAID TO TYLER TECHNOLOGIES IN THE AMOUNT OF $708,905. APPROXIMATE COSTS FOR EACH YEAR IS DENOTED AS FOLLOWS:

Summary of Costs
FY2020
FY2021
FY2022
FY2023
FY2024
Implementation Costs
*920,754.28 (Year 1)
*920,754.28 (Year 2)
*920,754.28 (Year 3)
*920,754.28 (Year 4)
*920,754.28 (Year 5)
SaaS Annual Maintenance Fees
$708,905 (Year 2)
$708,905 (Year 3)
$708,905 (Year 4)
$708,905 (Year 5)
**$708,905
(Subsequent Years)
Annual Costs
$1,629,659.28
$1,629,659.28
$1,629,659.28
$1,629,659.28
$1,629,659.28
*Final costs subject to financing approval*Final costs subject to financing approval*Final costs subject to financing approval*Final costs subject to financing approval*Final costs subject to financing approval

**Estimate


WHEREAS, the existing Court Management System is outdated and obsolete, as it still operates using mainframe technology. Odyssey is a web-based computer system that provides a unified, fully integrated justice software solution without sacrificing functional requirements. The primary goals of implementing a centralized court management system are to:


WHEREAS, the purchase will be accomplished via Request for Proposal (RFP) Contract #110515-TTI, initiated by Sourcewell, whereby Tyler Technologies, was one of the successful vendors contracted to provide Public Sector Administrative-Related Software Solutions & Technology Services. The contract, which commenced December 15, 2015, is good through December 15, 2019, with an option to renew for a fifth year at the discretion of Sourcewell. Sourcewell (formerly National Joint Powers Alliance) is a self-supporting government organization, partnering with education, government, and nonprofits to boost student and community success. Created in 1978 as one of Minnesota’s nine service cooperatives, they offer training and shared services to central-Minnesota members. Throughout North America, they offer a cooperative purchasing program with over 200 awarded vendors on contract. Sourcewell is driven by service and the ability to strategically reinvest in member communities. The solicitation process utilized by Sourcewell meets the requirements of the City’s Procurement Ordinance; additionally, cooperative purchasing is authorized per Article 9-101 of the Procurement Ordinance.

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

That the City Manager is hereby authorized to enter into an agreement with Tyler Technologies (Plano, TX), to implement Odyssey (Software as a Service (SaaS), a Tyler Courts & Justice Solution, for the Court Management System Upgrade; procured by cooperative purchase via Sourcewell Contract #110515-TTI and authorize the City Manager to sign all resulting agreements. The implementation will take place within a 24-month period. The cost for the implementation will be spread over a 5-year period, at a total estimated cost of $4,164,564, which includes the 1st year SaaS Fee. Implementation costs will be financed through Capital Innovations, Inc., via a five year lease-purchase agreement in the approximate amount of $920,754.28 annually. SaaS Fees for years 2 - 5 will be paid to Tyler Technologies in the amount of $708,905. Approximate costs for each year is denoted as follows:
Summary of Costs
FY2020
FY2021
FY2022
FY2023
FY2024
Implementation Costs
*920,754.28 (Year 1)
*920,754.28 (Year 2)
*920,754.28 (Year 3)
*920,754.28 (Year 4)
*920,754.28 (Year 5)
SaaS Annual Maintenance Fees
$708,905 (Year 2)
$708,905 (Year 3)
$708,905 (Year 4)
$708,905 (Year 5)
**$708,905
(Subsequent Years)
Annual Costs
$1,629,659.28
$1,629,659.28
$1,629,659.28
$1,629,659.28
$1,629,659.28
*Final costs subject to financing approval*Final costs subject to financing approval*Final costs subject to financing approval*Final costs subject to financing approval*Final costs subject to financing approval

**Estimate


Funding for the first year is available in the FY19 Budget as: Special Projects – Capital Projects Fund – Capital Projects – General Fund Supported Capital Projects – Software Lease – Court Management System Upgrade OLOST; 0508-660-1000-6541-22945-20170, 20180, 20190. Funding for the remaining four years will be budgeted in appropriate funding sources in subsequent fiscal years.

_______________

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 Davis voting __________.
Councilor Garrett voting __________.
Councilor House voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.

_________________________________ __________________________
Lindsey Glisson, Deputy Clerk of Council Teresa Pike Tomlinson, Mayor