Delayed from 01/23/2018 - CM#6(B)

“ITEM B”

A RESOLUTION

NO._____________

A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH BOBBY L. RUSSELL (COLUMBUS, GA) TO PROVIDE COURT REPORTER SERVICES FOR ALL PRELIMINARY FELONY HEARINGS IN RECORDER’S COURT.

WHEREAS, an RFP was administered (RFP No. 18-0014) and one proposal was received; and,

WHEREAS, the proposal submitted by Bobby L. Russell met all proposal requirements; and,

WHEREAS, the initial term of the contract shall be for two (2) years with the option to renew for three (3) additional twelve-month periods. The contract renewals will be 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 execute an annual contract with Bobby L. Russell (Columbus, GA) to provide court reporter services for all preliminary felony hearings in Recorder’s Court. The services will be procured on an as-needed basis. Funds are budgeted each fiscal year for this ongoing expense: Recorder’s Court – Contractual Services; 0101-580-1000-RECC-6319.
_________________

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 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

Agenda Item # 6(B)
Columbus Consolidated Government
Council Meeting

January 23, 2018

Agenda Report # 71

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(B) COURT REPORTER SERVICES FOR RECORDER’S COURT (ANNUAL CONTRACT) – RFP NO. 18-0014

It is requested that Council authorize the execution of an annual contract with Bobby L. Russell (Columbus, GA) to provide court reporter services for all preliminary felony hearings in Recorder’s Court. The services will be procured on an as-needed basis.

The contract term shall be for two (2) years with the option to renew for three (3) additional twelve-month periods. The contract renewal shall be contingent upon the mutual agreement of the City and the Contractor.

Annual Contract History:
The previous five-year contract was awarded on July 10, 2012 (Resolution No. 202-12) to Bobby L. Russell (Columbus, GA).

RFP Advertisement and Receipt of Proposal:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on November 17, 2017. This RFP has been advertised, opened and evaluated. One (1) proposal was received on December 15, 2017 from the following vendor:

The following events took place after receipt of proposals:


RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre/1st Evaluation Meeting
01/04/18
Because only one proposal was received, the Pre-Evaluation and First Evaluation committee meetings were combined. The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview.

The committee reviewed the proposal and decided to request a best and final offer from the contractor.
Best and Final Offer Requested
01/08/18
Request for best and final offer was forwarded to the contractor.
Response Received for Best and Final Offer Request
01/10/18
The contractor detailed his reasons for being unable to lower his original cost proposal. The documents were forwarded to the Evaluation Committee.
Recommendation Received
01/12/18
Via email, the committee members unanimously voted to award to Bobby L. Russell, the sole responding contractor


Evaluation Committee:
The proposals were reviewed by the Evaluation Committee, which consisted of two (2) voting members from the Recorder’s Court and one (1) voting member from Superior Court.

Award Recommendation:
The evaluation committee unanimously recommends award of the contract to Bobby L. Russell, due to not receiving any other proposals.

Vendor Qualifications/Experience:

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 RFP process, there is no formal opening due to the possibility of negotiated components of the proposal. In the event City Council does not approve the recommended offeror, no proposal responses or any negotiated components are made public until after the award of the contract. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funds are budgeted each fiscal year for this ongoing expense: Recorder’s Court – Contractual Services; 0101-580-1000-RECC-6319.