Agenda Item # 7

Columbus Consolidated Government
Council Meeting

December 11, 2018

Agenda Report # 76
TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) FINANCIAL SERVICES: OPTION 1 – BANKING SERVICES (ANNUAL CONTRACT) – RFP NO. 19-0002

It is requested that Council authorize the execution of an annual contract with Synovus Bank (Columbus, GA) for Financial Services: Option 1 - Banking Services. Synovus Bank meets or exceeds the minimum qualifications of the RFP specifications listed below:

Contract Term
The term of this contract shall be for a period of five (5) years.

Annual Contract History:
The previous five-year contract was awarded to Synovus Bank (formerly Columbus Bank & Trust Company (Columbus, GA) on October 8, 2013 (Resolution No. 337-13).

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on July 20, 2018. This RFP has been advertised, opened and evaluated. No proposals were received by the August 24, 2018 due date.

Prior to the proposal due date (August 22, 2018), the following vendor submitted a “Statements of No Proposal Submission” for Option 1: Banking Services:

In accordance with Section 3-108, Item H of the Procurement Ordinance, proposals received for Option 3: Merchant Services remained unopened until the Purchasing Division performed due diligence by contacting other local banks to determine why proposals were not received for Option 1. The following local banks, who are known to have the capacity to serve the City’s needs, were surveyed:

Based on the response from Synovus Bank, the Purchasing Division extended the due date to allow adequate time for the bank to submit a proposal. One proposal was received on September 28, 2018 for Option 1: Banking Services from the following firm:

Synovus Bank (Columbus, GA)

The following events took place after receipt of proposal.


RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
10/12/18
The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. Proposal copies were disbursed to each committee member to review.
1st Evaluation Meeting
10/25/18
Committee members discussed the proposal received for Banking Services and determined clarification should be requested from the vendor.
Clarification Requested
11/08/18
Requests for clarification were forwarded to the vendor.
Clarification Received & Forwarded
11/09/18
Clarification response received and forwarded to the committee members.
Recommendation Received
11/30/18
Via email, the committee members unanimously voted to award to Synovus Bank (Columbus, GA), the sole responding firm.

Evaluation Committee:
The proposal was reviewed by the Evaluation Committee members, which consisted of two voting members from the Finance Department, one voting member from the Internal Auditor’s Office, one voting member from the Parks and Recreation Department, and one voting member from the Trade Center. Two additional Finance Department representatives served as non-voting advisors.

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

Vendor Experience/Qualifications:
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.

Pricing information has been submitted to the City Manager in a separate memo for informational purposes.

Funds are budgeted each fiscal year for this on-going expense: General Fund – Finance Department – Cash Management – Contractual Services; 0101-200-2950-CASH-6319.
* * * * * *

(B) FINANCIAL SERVICES: OPTION 2 – SMART CARD SERVICES (ANNUAL CONTRACT) – RFP NO. 19-0002

It is requested that Council authorize the execution of an annual contract with Synovus Bank (Columbus, GA) for Financial Services: Option 2 – Smart Card Services for payroll checks.

The City currently issues paper checks to employees not participating in payroll direct deposit; approximately 1000 checks are issued annually. An estimated 30 employees have direct deposit issued to Smart Cards.

Synovus Bank meets or exceeds the minimum qualifications of the RFP specifications listed below:

Contract Term
The term of this contract shall be for a period of five (5) years.

Annual Contract History:
This is a new annual contract.

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on July 20, 2018. This RFP has been advertised, opened and evaluated. No proposals were received by the August 24, 2018 due date.

In accordance with Section 3-108, Item H of the Procurement Ordinance, proposals received for Option 3: Merchant Services remained unopened until the Purchasing Division performed due diligence by contacting other local banks to determine why proposals were not received for Option 2: Smart Card Services. The following local banks, who are known to have the capacity to serve the City’s needs, were surveyed:

Based on the response from Synovus Bank, the Purchasing Division extended the due date to allow adequate time for the bank to submit a proposal. One proposal was received on September 28, 2018 for Option 2: Smart Card Services from the following firm:

Synovus Bank (Columbus, GA)

The following events took place after receipt of proposal.


RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
10/12/18
The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. Proposal copies were disbursed to each committee member to review.
1st Evaluation Meeting
10/25/18
Committee members discussed the proposal received for Smart Card Services and determined clarification should be requested from the vendor.
Recommendation Received
11/30/18
Via email, the committee members unanimously voted to award to Synovus Bank (Columbus, GA), the sole responding firm.



Evaluation Committee:
The proposal was reviewed by the Evaluation Committee members, which consisted of two voting members from the Finance Department, one voting member from the Internal Auditor’s Office, one voting member from the Parks and Recreation Department, and one voting member from the Trade Center. Two additional Finance Department representatives served as non-voting advisors.

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

Vendor Experience/Qualifications: 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.

Pricing information have been submitted to the City Manager in a separate memo for informational purposes.

Funds are budgeted each fiscal year for this on-going expense: General Fund – Finance Department – Cash Management – Contractual Services; 0101-200-2950-CASH-6319.
* * * * * *

(C) FINANCIAL SERVICES: OPTION 3 – MERCHANT SERVICES (ANNUAL CONTRACT) – RFP NO. 19-0002

It is requested that Council authorize the execution of an annual contract with nCourt, LLC (Kennesaw, GA) for Financial Services: Option 3 – Merchant Services. nCourt, LLC will provide merchant services for credit card payment processing at no cost to the City. The services are required for the various departments that accept credit card payments at a total of twenty-five (25) locations.

nCourt meets or exceeds the minimum qualifications of the RFP specifications listed below:
2. Must be in continual compliance with Payment Card Industry Data Security Standards and provide expertise and guidance regarding PCI compliance to the City.
3. Ability to direct-deposit daily gross receipts in the City’s existing bank account.
4. Supply credit card terminals to any additional users where needed.
5. Provide training for users, if necessary.
6. Designate one account officer with authority and responsibility for the City’s entire account. The designee shall be responsible for training and communicating the terms of this contract to all of its employees. He/she shall also have responsibility for ongoing review and oversight of the City’s transactions.

Contract Term
The term of this contract shall be for a period of five (5) years.

Annual Contract History:
The previous five-year contract was awarded to Merchant s-Solutions (Columbus, GA) on October 8, 2013 (Resolution No. 338-13).

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on July 20, 2018. This RFP has been advertised, opened and evaluated. Seven proposals were received on September 28, 2018 for Option 2: Merchant Services from the following firms:

nCourt, LLC (Kennesaw, GA)
Government Window (Canton, GA)
NIC, LLC (Olathe, KS)
Point & Pay (Oldsmar, FL)
Merchant e-Solutions through Synovus Bank (Columbus, GA)
TSYS (Columbus, GA)
Value Payment Systems, LLC (Nashville, TN)

The following events took place after receipt of the proposals.

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
10/12/18
The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. Proposal copies were disbursed to each committee member to review.
1st Evaluation Meeting
10/25/18
Committee members discussed the proposals received for Merchant Services; clarifications were not requested by the Committee.
Evaluation Forms Sent
10/29/18
Evaluation forms were forwarded to voting committee members.
Evaluation Forms Returned
11/13/18
Evaluation forms were completed and returned to Purchasing for compilation of results.
Evaluation Results
11/26/18
Evaluation results were forwarded to the Evaluation Committee for review.
Recommendation Received
11/28/18
Via email, the committee members unanimously voted to award to nCourt, LLC.

Evaluation Committee:
The proposal was reviewed by the Evaluation Committee members, which consisted of two voting members from the Finance Department, one voting member from the Internal Auditor’s Office, one voting member from the Parks and Recreation Department, and one voting member from the Trade Center. Two additional Finance Department representatives served as non-voting advisors.

Award Recommendation:
The evaluation committee deemed the proposal from nCourt, LLC to be most responsive to the RFP specifications, as reflected by the comments below:
Vendor Experience/Qualifications: 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.

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

The credit card processing fees will be charged to the customers.
* * * * * *

(D) UNIFORMS FOR PUBLIC SAFETY DEPARTMENTS (ANNUAL CONTRACT) – RFB NO. 19-0005

It is requested that Council approve the purchase of uniforms from All American Uniforms (Columbus, GA) for the estimated contract value of $675,798.50, Galls, LLC (Lexington, KY) for the estimated contract value of $24,548.90 and Maneuver Center Supply (Columbus, GA) for the estimated contract value of $55,403.25, on an “as needed basis”, for the annual total estimated contract value of $755,750.65. The uniforms will be utilized by the following Public Safety Departments: Police, Sheriff, Marshal, Muscogee County Prison and Fire/EMS.

The initial term of the contract shall be for two (2) 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.

Bid specifications were posted on the web page of the Purchasing Division and the Georgia Procurement Registry. Three (3) bids were received on September 12, 2018. This bid has been advertised, opened and reviewed. The bidders were:

Galls
(Lexington, KY)
Maneuver Center* Supply
(Columbus, GA)
All American Uniforms*
(Columbus, GA)
Section I. Police Department:
$ 381,907.33
$ 26,049.00
($ 22,398.00)**
$ 282,333.50
REVISED Section II. Sheriff’s Office:
$ 85,936.25
($ 24,548.90)***
$ 35,005.25
($ 33,005.25)***
$ 75,265.00
($ 14,350.00)***
Section III. Marshal’s Office:
$ 57,383.40
No Bid
$ 46,920.00
Section IV. Muscogee County Prison:
$ 51,431.80
$ 29,770.20
$ 50,875.00
REVISED Section V. Fire & EMS
$ 308,830.90
$ 125,824.50
$ 281,320.00
VENDOR TOTAL BID:
$ 885,489.68
$ 216,648.95
$ 736,713.50
AWARDED AMOUNT:
$ 24,548.90
$ 55,403.25
$ 675,798.50
*Vendor(s) did not bid all lines.
** The Police Department requires rainwear that is not available through All American.
**In an effort to reduce costs, the Sheriff’s Office will be awarding this contract by low bid per line item.

Funds are budgeted each fiscal year for this on-going expense: General Fund – Police – Support Services – Uniforms; 0101-400-2200-STAF-6781, General Fund – Sheriff – Detention – Uniforms; 0101-550-2600-JAIL-6781, General Fund – Marshal – Municipal Court – Uniforms; 0101-530-3000-MRSH-6781, General Fund – Muscogee County Prison – Warden – Uniforms; 0101-420-1000-MCCI-6781 and General Fund – Fire & EMS – Logistics/Support – Uniforms; 0101-410-3610-LOGI-6781.
* * * * * *

(E) WORKERS’ COMPENSATION CLAIMS MANAGEMENT SERVICES (ANNUAL CONTRACT) – RFP NO. 19-0008

It is requested that Council authorize the execution of an annual contract with USIS/AmeriSys (Dunwoody, GA) for workers’ compensation claims management services, and the purchase of a Risk Management Information System (RMIS). The services are for the City’s workforce of approximately 3000 employees in various occupations, ranging from public safety to field force to administrative positions. The RMIS will be used to assist in tracking and reducing accidents and injuries, and will be utilized by both the City’s manager of workers’ compensation services and the workers’ compensation adjuster and nurse case manager to expedite treatment for injured employees.

USIS/AmeriSys will provide all core workers’ compensation program services including medical management and claims administration without subcontracting to or partnering with outside vendors. Workers’ compensation core services include claims administration/adjudication, telephonic medical management, medical bill review and re-pricing, physician peer-to-peer services, and utilization review nurse services. The services include the following:
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.

Contract Term
The term of this contract shall be for two (2) years with the option to renew for three (3) additional twelve-month periods. 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 to USIS/AmeriSys (Dunwoody, GA) on December 3, 2013 (Resolution No. 431-13).

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on September 19, 2018. This RFP has been advertised, opened and evaluated. Four proposals were received on October 19, 2018 from the following firms:

USIS/AmeriSys (Dunwoody, GA)
Broadspire Services, Inc. (Peachtree Corners, GA)
Johnston & Associates/OccuSure (Franklin, TN)
PMA Companies (Atlanta, GA)

The following events took place after receipt of the proposals.

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
11/01/18
The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. Proposal copies were disbursed to each committee member to review.
1st Evaluation Meeting
11/19/18
Committee members discussed all proposals; clarifications were not requested by the Committee.
Evaluation Forms Sent
11/19/18
Evaluation forms were forwarded to voting committee members.
Evaluation Forms Return
11/29/18
Evaluation forms were completed and returned to Purchasing for compilation of results.
Evaluation Results
11/30/18
Evaluation results were forwarded to the Evaluation Committee for review.
Recommendation Received
12/03/18
Via email, the committee members unanimously voted to award to USIS/AmeriSys.

Evaluation Committee:
The proposal was reviewed by the Evaluation Committee, which consisted a voting member from the Finance Department, a voting member from the Public Works Department and a voting member from the Office of Crime Prevention. Two Human Resources Department representatives served as non-voting advisors.

Award Recommendation:
The evaluation committee deemed the proposal from USIS/AmeriSys to be most responsive to the RFP specifications, as reflected by the comments below:

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.

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

Funds are budgeted each fiscal year for this ongoing expense: Risk Management Int Serv – Human Resources – Workers Compensation – Contractual Services, 0860-220-3820-WCOM-6319. Funding is the same for the Risk Management Information System (RMIS).
* * * * * *

(F) LEGAL SERVICES FOR REAL ESTATE CLOSINGS & HOME PROGRAM (ANNUAL CONTRACT) – RFP NO. 18-0023

It is requested that Council approve contracts for Legal Services for Real Estate Closings with The Beil Law Firm, P.C. (Columbus, GA), Dickason Law Group (Atlanta, GA), and Nicolson, Ray & Turner, LLC (Columbus, GA). Council is also requested to approve contracts for Legal Services for HOME Program with Dickson Law Group (Atlanta, GA), and Posey, Moye & Cartledge, LLP (Columbus, GA). The City is administering programs and various projects involving land acquisition and disposition. The legal services are required on an “as needed basis”, and will be performed in accordance with all applicable Georgia Laws.

Three qualified attorneys will be utilized on a rotation basis for legal services for real estate closings, governed by cost and availability. Two qualified attorneys will be utilized for Legal Services for HOME Program Residential and Commercial Loans. The contractors shall provide the following services at various locations:

The initial term of the contract will be for two (2) 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(s).

Annual Contract History:

The previous five-year contract was awarded, on May 28, 2013 (Resolution 184-13), to The Beil Law Firm, P.C. (Columbus, GA), and Nicolson, Ray & Turner, LLC (Columbus, GA) for legal services for real estate closings; and to Posey, Moye & Cartledge, LLP (Columbus, GA) for legal services for the HOME Program, on an ‘as needed’ basis..

RFP Advertisement and Receipt of Proposals:

RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on May 14, 2018. This RFP has been advertised, opened and evaluated. Proposals were received on June 8, 2018 from the following four (4) vendors:

The Beil Law Firm (Columbus, GA)
Dickason Law Group (Atlanta, GA)
Nicholson, Ray & Turner, LLC (Columbus, GA)
Posey, Moye & Cartledge, LLP (Columbus, GA) The following events took place after receipt of the proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation
07/24/18
The Purchasing Manager advised evaluation committee of the RFP rules and process. The proposals were distributed to committee members for review.
1st Evaluation
08/15/18
Committee members discussed the proposals received from all vendors. It was requested that letters be sent to all vendors for clarifications regarding a revised cost sheet for cost comparisons.
Clarification Letters
09/04/18
Letters were sent to vendors to provide a formal cost proposal form to allow a fair comparison of associated costs.
Vendor Responses
09/27/18
Vendor responses were forwarded to committee members. Committee members stated they were ready to perform evaluations.
Evaluation Ballots Sent to Committee
10/03/18
Evaluation ballots forwarded to voting committee members.
Evaluation Ballots Completed by Committee Members
11/14/18
Committee members completed and returned their evaluation ballots to Purchasing.
Evaluation Results forwarded to Committee
11/19/18
The Evaluation Results were compiled, completed and forwarded to Committee members for review and Recommendation.
Recommendation Received
11/19/18
Via email, the committee members unanimously voted to award to all vendors to provide their respective services.
Evaluation Committee:

The proposals were reviewed by the Evaluation Committee, which consisted of one (1) voting member from the Transportation Planning, one (1) voting member from Community Reinvestment, and one (1) voting member from Planning.

Award Recommendation:

The evaluation committee unanimously recommends award of the contract to all vendors for their services, as reflected by the comments below:

Option 1: Legal Services for Real Estate Closings
The Beil Law Firm, P.C., Dickason Law Group, and Nicolson, Ray & Turner, LLC

Option 2: Legal Services for the HOME Program
Dickason Law Group, and Posey, Moye & Cartledge, LLP

The Beil Law Firm, P.C. (Columbus, GA) Posey, Moye & Cartledge, LLP (Columbus, GA)
Vendor Experience/Qualifications:

The Beil Law Firm, P.C. Dickason Law Group Nicolson, Ray & Turner, LLC Posey, Moye & Cartledge, LLP 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 and no proposal responses are made public, due to the possibility of negotiated components of the proposals. If Council does not approve the recommended offeror, the RFP specifications will be re-advertised. 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: Community Development Block Grant – Various Accounts; Right-of-Way Acquisition, 1999 SPLOST – Various Accounts, Capital Improvement Projects; HOME Program – Various Accounts – General Fund – Real Estate.
* * * * * * * *

(G) 3-TON VIBRATORY ASPHALT ROLLER - RFB NO. 19-0016


It is requested that Council authorize the purchase of one (1) 3-ton vibratory asphalt roller from Border Equipment (Augusta, GA) in the amount of $38,090.00.

The asphalt roller was approved in the FY19 Budget and will be used by the Public Works Street Division to roll and compact asphalt on edge ruts and low shoulders of the road. This equipment will be used for City and D.O.T. projects in which is currently being performed with hand tamps. Without this equipment the Department would have to continue using dirt in places that have proven to not hold up in comparison to asphalt. Since switching to asphalt, it has proven to hold up very well and with this roller the Department can cover and complete miles of roadway quicker than with the hand tamps. The asphalt roller is a new piece of equipment.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Six (6) bids were received on November 14, 2018. This bid has been advertised, opened and reviewed. The bidders were:
Vendors
Border Equipment
(Augusta, GA)
Reynolds Warren Equipment Co.
(Lake City, GA)
Flint
Equipment Co.
(Columbus, GA)
Yancey Brothers
(Columbus, GA)
Tractor and Equipment Co.
(Columbus, GA)
Cowin Equipment Company, Inc.
(Crestview, FL)
Manufacturer/Model
CASE DV26
2018 Dynapac CC 1200 VI
Dynapac
CC1200VI
CAT CB24B
HAMM/ HD12VV/2018
BOMAG BW120AD-5
UNIT PRICE
$38,090.00
$39,499.00
$40,289.05
$40,750.00
$42,600.00
$46,084.00

Funds are budgeted in the FY19 Budget as follows: Paving Fund – Public Works – Repairs and Maintenance – Off Road Equipment; 0203-260-3110-REPR-7725.


* * * * *

(H) HYDRAULIC EXCAVATOR - RFB NO. 19-0015


It is requested that Council authorize the purchase of one (1) hydraulic excavator from Yancey Brothers (Fortson, GA) in the amount of $235,047.00.

The hydraulic excavator was approved in the FY19 Budget and will be used by the Public Works Department to load land fill dirt daily, set large pipes for Rainwater Management, and when needed excavate debris from retention ponds and risers. This piece of equipment is used on a daily basis, by not only the Street Maintenance Division, but other divisions and Departments within the CCG. This new excavator will replace an old excavator #10915, which is no longer cost effective to repair.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Three (3) bids were received on October 31, 2018. This bid has been advertised, opened and reviewed. The bidders were:

Vendors
Yancey Brothers
(Fortson, GA)
Tractor & Equipment Company
(Columbus, GA)
Flint Equipment Company
(Columbus, GA)
Manufacturer/Model
CAT 330 F
Komatsu / New /
PC290LC-11
John Deere 350G
UNIT PRICE
$235,047.00
$258,900.00
$280,563.97

Funds are budgeted in the FY19 Budget as follows: Paving Fund – Public Works – Repairs and Maintenance – Off Road Equipment; 0203-260-3110-REPR-7725.

* * * * * *

(I) CHANGE ORDER 4 FOR RECORDER’S COURT MODIFICATIONS (ALTERNATE #1) OF THE MUSCOGEE COUNTY JAIL KITCHEN FLOOR REFURBISHMENT PROJECT – RFB NO. 18-0051

It is requested that Council authorize the execution of Change Order 4 with C. T. Bone, Inc. (Warner Robins, GA) in the amount of $9,191.00 for the Recorder’s Court Modifications (Alternate #1) of the Muscogee County Jail Kitchen Floor Refurbishment project.

Per Resolution No. 424-17, dated December 12, 2017, Council authorized C. T. Bone, Inc. (Warner Robins, GA) to refurbish the kitchen floor at the Muscogee County Jail and expand the Public Defender Office (Alternate #2). Resolution No. 88-18, dated February 27, 2018, authorized Change Order 1 for HVAC work for Alternate #2. Resolution No. 234-18, dated July 10, 2018, authorized Change Order 2 for Recorder’s Court Modifications (Alternate #1). Resolution No. 401-18, dated November 13, 2018, authorized Change Order 3 for the Public Defender’s Office (Alternate #2).

Change Order 4 is for additional work required for completion of the Recorder’s Court Modifications, including termination of the new communication system.


Document
Description
Amount
Original ContractRefurbish the kitchen floor at Muscogee County Jail and expand the Public Defender’s Office (Alternate #2).
327,500.00
Change Order 1HVAC work for Public Defender Office (Alternate #2).
35,920.20
Change Order 2Recorder’s Court Modifications (Alternate #1).
90,760.00
Change Order 3Revising the conference room door, per the Fire Marshal; new light switches; and additional electrical work for HVAC in the Public Defender Office (Alternate #2).
10,203.00
Change Order 4Termination of the new communication system at Recorder’s Court (Alternate #1).
9,191.00
New Contract Amount
$473,574.20
Change Order# 4 will be funded using General Fund reserves.

* * * * *

(J) REPAIR OF CATERPILLAR 725 HAUL TRUCK

It is requested that Council approve payment to Yancey Brothers Company (Atlanta, Ga), in the amount of $61,282.03, for the repair of a 725 Haul Truck, Vehicle #10100.

The Haul Truck is used by Pinegrove Landfill to haul both cover dirt and finish dirt to cover the waste placed at the landfill per EPD regulations. This equipment was inspected and it was determined that the engine needed to be rebuilt due to the coolant contaminating the engine oil. This specialized equipment is currently used at the Pinegrove Landfill and was purchased for $247,114, in 2001.

Yancey Brothers is an authorized Caterpillar service vendor, and therefore is considered the only known source for the repair.

Funds are available in the FY19 Budget: Integrated Waste Management Fund – Public Works – Pine Grove Landfill - Auto Parts and Supplies; 0207 – 260 – 3560 – PGRO - 6721.


“ITEM A”
A RESOLUTION
NO.____


A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH SYNOVUS BANK (COLUMBUS, GA) FOR FINANCIAL SERVICES: OPTION 1 - BANKING SERVICES.

WHEREAS, an RFP was administered (RFP No. 19-0002) and no proposals were received for Financial Services: Option 1 – Banking Services; and,

WHEREAS, in accordance with Section 3-108, Item H of the Procurement Ordinance, proposals received for Option 3: Merchant Services remained unopened until the Purchasing Division performed due diligence by contacting other local banks to determine why proposals were not received for Option. Based on the responses to the survey, the Purchasing Division extended the RFP due date; and,

WHEREAS, the proposal submitted by Synovus Bank met all proposal requirements; and,

WHEREAS, the term of this contract shall be for a period of five (5) years.

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

That the City Manager is hereby authorized to execute an annual contract with Synovus Bank (Columbus, GA) for Financial Services: Option 1 – Banking Services. Funds are budgeted each fiscal year for this on-going expense: General Fund – Finance Department – Cash Management – Contractual Services; 0101-200-2950-CASH-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 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 EXECUTION OF AN ANNUAL CONTRACT WITH SYNOVUS BANK (COLUMBUS, GA) FOR FINANCIAL SERVICES: OPTION 2 – SMART CARD SERVICES FOR PAYROLL CHECKS.

WHEREAS, an RFP was administered (RFP No. 19-0002) and no proposals were received for Financial Services: Option 2 – Smart Card Services; and,

WHEREAS, in accordance with Section 3-108, Item H of the Procurement Ordinance, proposals received for Option 3: Merchant Services remained unopened until the Purchasing Division performed due diligence by contacting other local banks to determine why proposals were not received for Option. Based on the responses to the survey, the Purchasing Division extended the RFP due date; and,

WHEREAS, the proposal submitted by Synovus Bank met all proposal requirements; and,

WHEREAS, the term of this contract shall be for a period of five (5) years.

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

That the City Manager is hereby authorized to execute an annual contract with Synovus Bank (Columbus, GA) for Financial Services: Option 2 – Smart Card Services. Funds are budgeted each fiscal year for this on-going expense: General Fund – Finance Department – Cash Management – Contractual Services; 0101-200-2950-CASH-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 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 C”
A RESOLUTION
NO._____


A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH nCOURT, LLC (KENNESAW, GA) FOR FINANCIAL SERVICES: OPTION 3 – MERCHANT SERVICES.

WHEREAS, an RFP was administered (RFP No. 19-0002) and seven proposals were received for Financial Services: Option 3 – Merchant Services; and,

WHEREAS, the proposal submitted by nCourt, LLC met all proposal requirements and was evaluated most responsive to the RFP; and,

WHEREAS, the term of this contract shall be for a period of five (5) years.

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

That the City Manager is hereby authorized to execute an annual contract with nCourt, LLC (Kennesaw, GA) for Financial Services: Option 3 – Merchant Services. The credit card processing fees will be charged to the customers.
___________

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 D”


A RESOLUTION
NO. _____

A RESOLUTION AUTHORIZING THE PURCHASE OF UNIFORMS FROM ALL AMERICAN UNIFORMS (COLUMBUS, GA), FOR THE ESTIMATED CONTRACT VALUE OF $675,798.50, GALLS, LLC (LEXINGTON, KY), FOR THE ESTIMATED CONTRACT VALUE OF $24,548.90 AND MANEUVER CENTER SUPPLY (COLUMBUS, GA) FOR THE ESTIMATED CONTRACT VALUE OF $55,403.25; ON AN “AS NEEDED” BASIS, FOR THE TOTAL ESTIMATED ANNUAL CONTRACT VALUE OF $755,750.65.

WHEREAS, the uniforms will be utilized by the following Public Safety Departments: Police, Sheriff, Marshal, Muscogee County Prison, and Fire/EMS; and,

WHEREAS, The contract period 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.

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

That the City Manager is hereby authorized to purchase uniforms from All American Uniforms (Columbus, GA) for the estimated contract value of $675,798.50, Galls, LLC (Lexington, KY) for the estimated contract value of $24,548.90 and Maneuver Center Supply (Columbus, GA) for the estimated contract value of $55,403.25; on an “as needed” basis, for the total estimated annual contract value of $755,750.65. Funds are budgeted each fiscal year for this on-going expense: General Fund – Police – Support Services – Uniforms; 0101-400-2200-STAF-6781, General Fund – Sheriff – Detention – Uniforms; 0101-550-2600-JAIL-6781, General Fund – Marshal – Municipal Court – Uniforms; 0101-530-3000-MRSH-6781, General Fund – Muscogee County Prison – Warden – Uniforms; 0101-420-1000-MCCI-6781 and General Fund – Fire & EMS – Logistics/Support – Uniforms; 0101-410-3610-LOGI-6781.

___________

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 E”
A RESOLUTION
NO.______


A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH USIS/AMERISYS (DUNWOODY, GA) FOR WORKERS’ COMPENSATION CLAIMS MANAGEMENT SERVICES, AND THE PURCHASEOF A RISK MANAGEMENT INFORAMTION SYSTEM (RMIS).

WHEREAS, an RFP was administered (RFP No. 19-0008) and four proposals were received; and,

WHEREAS, the proposal submitted by USIS/AmeriSys met all proposal requirements and was evaluated most responsive to the RFP; 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 USIS/AmeriSys (Dunwoody, GA) for workers’ compensation claims management services, and to purchase a Risk Management Information System (RMIS). Funds are budgeted each fiscal year for this ongoing expense: Risk Management Int Serv – Human Resources – Workers Compensation – Contractual Services, 0860-220-3820-WCOM-6319. Funding is the same for the Risk Management Information System (RMIS).
_______________

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 F”

A RESOLUTION
NO.________

A RESOLUTION AUTHORIZING TO EXECUTE CONTRACTS FOR LEGAL SERVICES FOR REAL ESTATE CLOSINGS WITH THE BEIL LAW FIRM, P.C. (COLUMBUS, GA), DICKASON LAW GROUP (ATLANTA, GA), AND NICOLSON, RAY & TURNER, LLC (COLUMBUS, GA); AND EXECUTE CONTRACTS FOR LEGAL SERVICES FOR THE HOME PROGRAM WITH DICKASON LAW GROUP (ATLANTA, GA), AND POSEY, MOYE & CARTLEDGE (COLUMBUS, GA), ON AN “AS NEEDED BASIS”.

WHEREAS, an RFP was administered (RFP No. 18-0023) and proposals were received from four (4) qualified offerors; and,

WHEREAS, the proposals submitted by The Beil Law Firm, P.C., Dickason Law Group, Nicolson, Ray & Turner, LLC, and Posey, Moye & Cartledge, LLC, met all proposal requirements and were deemed responsive to the RFP; and,

WHEREAS, the contract term shall be for two years, with an option to renew for three (3) additional twelve-month period, if agreeable to both parties.

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

That the City Manager is hereby authorized to execute an contracts for legal services for Real Estate Closings with The Beil Law Firm, P.C., Dickason Law Group, and Nicolson, Ray & Turner; and execute contracts for legal services for HOME Program with Dickason Law Group, and Posey Moye, & Cartledge, LLC, on an “as needed” basis. Funds are budgeted each fiscal year for this ongoing expense: Community Development Block Grant – Various Accounts; Right-of-Way Acquisition, 1999 SPLOST – Various Accounts, Capital Improvement Projects; HOME Program – Various Accounts – General Fund – Real Estate.
____________________

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 G”

A RESOLUTION
NO. _____


A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) 3-TON VIBRATORY ASPHALT ROLLER FROM BORDER EQUIPMENT (AUGUSTA, GA) IN THE AMOUNT OF $38,090.00.

WHEREAS, the asphalt roller was approved in the FY19 Budget and will be used by the Public Works Street Division to roll and compact asphalt on edge ruts and low shoulders of the road. This equipment will be used for City and D.O.T. projects in which is currently being performed with hand tamps. Without this equipment the Department would have to continue using dirt in places that have proven to not hold up in comparison to asphalt. Since switching to asphalt, it has proven to hold up very well and with this roller the Department can cover and complete miles of roadway quicker than with the hand tamps. The asphalt roller is a new piece of equipment.


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

That the City Manager is hereby authorized to purchase one (1) 3-ton vibratory asphalt roller from Border Equipment (Augusta, GA) in the amount of $38,090.00. Funds are budgeted in the FY19 Budget as follows: Paving Fund – Public Works – Repairs and Maintenance – Off Road Equipment; 0203-260-3110-REPR-7725.

______________

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 H”

A RESOLUTION
NO. _____

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) HYDRAULIC EXCAVATOR FROM YANCEY BROTHERS (FORTSON, GA) IN THE AMOUNT OF $235,047.00.

WHEREAS, the hydraulic excavator was approved in the FY19 Budget and will be used by the Public Works Department to load land fill dirt daily, set large pipes for Rainwater Management, and when needed excavate debris from retention ponds and risers. This piece of equipment is used on a daily basis, by not only the Street Maintenance Division, but other divisions and Departments within the CCG. This new excavator will replace an old excavator #10915, which is no longer cost effective to repair.

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

That the City Manager is hereby authorized to purchase one (1) hydraulic excavator from Yancey Brothers (Fortson, GA) in the amount of $235,047.00. Funds are budgeted in the FY19 Budget as follows: Paving Fund – Public Works – Repairs and Maintenance – Off Road Equipment; 0203-260-3110-REPR-7725.


_________________

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 I”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE EXECUTION OF CHANGE ORDER 4 WITH C. T. BONE, INC. (WARNER ROBINS, GA) IN THE AMOUNT OF $9,191.00 FOR RECORDER’S COURT MODIFICATIONS (ALTERNATE #1) OF THE MUSCOGEE COUNTY JAIL KITCHEN FLOOR REPLACEMENT PROJECT.

WHEREAS, per Resolution No. 424-17, dated December 12, 2017, Council authorized C. T. Bone, Inc. (Warner Robins, GA) to refurbish the kitchen floor at the Muscogee County Jail and expand the Public Defender Office (Alternate #2). Resolution No. 88-18, dated February 27, 2018, authorized Change Order 1 for HVAC work for Alternate #2. Resolution No. 234-18, dated July 10, 2018, authorized Change Order 2 for Recorder’s Court Modifications (Alternate #1). Resolution No. 401-18, dated November 13, 2018, authorized Change Order 3 for the Public Defender’s Office (Alternate #2); and,

WHEREAS, Change Order 4 is for additional work required for completion of the Recorder’s Court Modifications, including termination of the new communication system.

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

That the City Manager is hereby authorized to execute Change Order 4 with C. T. Bone, Inc. (Warner Robins, GA) in the amount of $9,191.00 for the Recorder’s Court Modifications (Alternate #1) of the Muscogee County Jail Kitchen Floor Refurbishment project. Change Order# 4 will be funded using General Fund reserves.


___________


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 J”

A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE PAYMENT TO YANCEY BROTHERS COMPANY (ATLANTA, GA), IN THE AMOUNT OF $61,282.03, FOR THE REPAIR OF A 725 HAUL TRUCK, VEHICLE #10100.

WHEREAS, the Haul Truck is used by Pinegrove Landfill to haul both cover dirt and finish dirt to cover the waste placed at the landfill per EPD regulations. This equipment was inspected and it was determined that the engine needed to be rebuilt due to the coolant contaminating the engine oil. This specialized equipment is currently used at the Pinegrove Landfill and was purchased for $247,114, in 2001; and,

WHEREAS, Yancey Brothers is an authorized Caterpillar service vendor, and therefore is considered the only known source for the repair.

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

That the City Manager is hereby authorized to make
payment to Yancey Brothers Company (Atlanta, Ga), in the amount of $61,282.03, for the repair of a 725 Haul Truck, Vehicle #10100. Funds are available in the FY19 Budget: Integrated Waste Management Fund – Public Works – Pine Grove Landfill - Auto Parts and Supplies; 0207 – 260 – 3560 – PGRO - 6721.

______________

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