Agenda Item # 4
Columbus Consolidated Government
Council Meeting

August 28, 2018

Agenda Report # 21

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department



(A) INMATE MEDICAL & PHARMACY SERVICES FOR MUSCOGEE COUNTY JAIL (ANNUAL CONTRACT) – RFP NO. 18-0019

It is requested that Council authorize the execution of an annual contract with CorrectHealth Muscogee, LLC (Atlanta, GA) for comprehensive medical and pharmacy services for inmates incarcerated in the Muscogee County Jail.

CorrectHealth Muscogee, LLC will provide necessary staffing, supplies, in-clinic contracts, systems, and administration to provide the services at a level of quality that meets the standards published in the NCCHC Guidelines for both Jails and Prisons. The medical and pharmacy services shall be provided in accordance with all state and federal laws and guidelines.

The initial term of this 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 Contractors.

Annual Contract History:
The previous five-year contract was awarded on July 23, 2013 (Resolution No. 247-13) to Correctional Healthcare Companies (Nashville, TN).

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on April 6, 2018. This RFP has been advertised, opened and evaluated. Four proposals were received on May 18, 2018 from the following vendors:

CorrectHealth Muscogee, LLC (Atlanta, GA)
Centurion Detention Health Services (Vienna, VA)
Correct Care Solutions formerly Correctional Healthcare Companies (Nashville, TN)
Correctional Medical Associates, Inc. (Atlanta, GA)

The following events took place after receipt of proposals:


RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
05/23/18
The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. Proposals were disbursed to each committee member to review.
1st Evaluation Meeting
06/06/18
Committee members discussed the proposals and determined clarifications should be requested from all four (4) firms, and letters of recommendations should be requested from clients of two (2) firms.
Letters of Recommendation Requested
06/12/18
Requests for letters of recommendation were forwarded to clients of two (2) firms.
Letters of Recommendation Received and Forward
06/15/18
Letters of recommendation received from clients of two (2) firms and were forwarded to the committee members.
Clarification Requested
06/19/18
Requests for clarification were forwarded to the four (4) firms.
Clarification Received & Forwarded
06/21/18
Clarification responses received from the five (5) firms and forwarded to the committee members.
Evaluation Forms Sent
06/22//18
Evaluation forms were forwarded to voting committee members.
Evaluation Forms Return
07/02/18
Evaluation forms were completed and returned to Purchasing for compilation of results.
Evaluation Results
07/05/18
Evaluation results were forwarded to the Evaluation Committee for review; the committee unanimously elected to short-list and interview the three (3) top-rated firm.
Presentation/Interview
07/25/18
The three (3) short-listed firm provided presentations, which was followed by question/answer sessions with the committee.
Award Recommendation
07/25/18
Immediately after the last team provided their presentation, a final ballot was taken of each voting committee member’s preference for award. By a vote of 2 to 1, the voting committee members recommended award to CorrectHealth Muscogee, LLC.
Additional Interview
08/21/18
Three (3) additional Muscogee County Sheriff’s Office advisors, to include upper management, met with CorrectHealth Muscogee, LLC.

Evaluation Committee:
Proposals were reviewed by the Evaluation Committee members, which consisted of two voting members from Muscogee County Sheriff’s Office (MCSO) and one voting member from the Information Technology Department. Two additional MCSO representatives and a City Attorney’s Office representative served as non-voting advisors.

Award Recommendation: 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. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funds will be budgeted each fiscal year for this ongoing expense: General Fund – Sheriff – Medical – Consulting, Medical Services-Inmates and Pharmacy Services; 0101-550-2650-MEDD-6315, 6320 and 6323.
* * * * * *

(B) INMATE MEDICAL & PHARMACY SERVICES FOR MUSCOGEE COUNTY PRISON (ANNUAL CONTRACT) – RFP NO. 18-0022

It is requested that Council authorize the execution of an annual contract with CorrectHealth Muscogee, LLC (Atlanta, GA) for comprehensive medical and pharmacy services for inmates incarcerated in the Muscogee County Prison.

CorrectHealth Muscogee, LLC will provide necessary staffing, supplies, in-clinic contracts, systems, and administration to provide the services at a level of quality that meets the standards published in the NCCHC Guidelines for both Jails and Prisons. The medical and pharmacy services shall be provided in accordance with all state and federal laws and guidelines.

The initial term of this 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 Contractors.

Annual Contract History:
The previous five-year contract was awarded on August 27, 2013 (Resolution No. 279-13) to Correctional Healthcare Companies (Nashville, TN)

RFP Advertisement and Receipt of Proposals:
RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on April 13, 2018. This RFP has been advertised, opened and evaluated. Five proposals were received on May 22, 2018 from the following vendors:

CorrectHealth Muscogee, LLC (Atlanta, GA)
Centurion Detention Health Services (Vienna, VA)
Correct Care Solutions, formerly Correctional Healthcare Companies (Nashville, TN)
Correctional Medical Associates, Inc. (Atlanta, GA)
Southern Health Partners (Chattanooga, TN)

The following events took place after receipt of proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation Meeting
06/05/18
The Purchasing Manager advised evaluation committee members of the RFP rules and process, and the project manager provided an overview. Proposals were disbursed to each committee member to review.
1st Evaluation Meeting
06/27/18
Committee members discussed the proposals and determined clarifications should be requested from all five (5) firms.
Clarification Requested
06/28/18
Requests for clarification were forwarded to the five (5) firms.
Clarification Received
07/13/18
Clarification responses received from the five (5) firms.
Clarification Forwarded
07/13/18
Clarification Responses forwarded to the committee members.
Evaluation Forms Sent
07/13/18
Evaluation forms were forwarded to voting committee members.
Additional Clarification Requested
07/27/18
A committee member required additional clarification from one (1) vendor before completing the evaluation form for said vendor.
Additional Clarification Received
07/27/18
Clarification response received from the one (1) vendor.
Clarification Forwarded
07/30/18
Clarification Response forwarded to the committee members.
Evaluation Forms Return
07/30/18
Evaluation forms were completed and returned to Purchasing for compilation of results.
Evaluation Results
08/01/18
Evaluation results were forwarded to the Evaluation Committee for review; the committee unanimously elected to short-list and interview the top-rated firm, CorrectHealth Muscogee, LLC.
Presentation/Interview
08/09/18
The short-listed firm provided a presentation, which was followed by a question/answer session with the committee.
Evaluation Committee:
Proposals were reviewed by the Evaluation Committee members, which consisted of two voting members from Muscogee County Prison and one voting member from the Internal Auditor’s Office. One City Attorney’s Office representative served as non-voting advisor.

Award Recommendation: 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. Therefore, the evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funds will be budgeted each fiscal year for this ongoing expense: General Fund – MCP – Warden – Consulting; 0101-420-1000-MCCI-6315.
* * * * * *


(C) ALCOHOL MANAGEMENT SERVICES/COLUMBUS CIVIC CENTER (ANNUAL CONTRACT) – RFP NO. 18-0020

It is requested that Council authorize the execution of a contract with Ovations Food Services, LP d/b/a Spectra Food Services & Hospitality (Philadelphia, PA) to provide all equipment and personnel necessary to provide alcohol (beer/wine/liquor) beverage management services at the Columbus Civic Center. The alcohol management services shall include the following:

B. Ovations Food Services must possess a “Mixed Drink, Beer, Wine consumption on premises alcohol beverage license that has been approved to sell alcohol beverages on Sunday”. This license will be transferred for event dates at the Civic Center until the new license can be issued (40-60 day process.).

C. Ovations Food Services will have the exclusive right to sell Alcoholic Beverages on the premises except where the Civic Center has approved a caterer for a catered private event. During catered events, the host or food caterer may ask the vendor to serve alcohol as part of the event; however the percentage identified for the Civic Center must remain intact.

D. Alcoholic beverages are to be offered for sale by Ovations Food Services to the extent permitted by applicable laws, and subject to the regulations by the Director of the Civic Center. The final decision, as to whether or not Alcoholic Beverages may be sold at an event, or in a designated area of the facilities, shall be the sole responsibility of the Director. The decision to serve or refuse service of Alcoholic Beverage to any individual shall be the sole responsibility of the Ovations Food Services

E. Ovations Food Services will demonstrate a process of auditing at each event the amount of alcohol sold, inventory controls and remediation in the event of loss.

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


Annual Contract History:

Previous contract was awarded to Ovations Food Service, LP (Lutz, FL) on September 9, 2014 per Resolution 289-14.

RFP Advertisement and Receipt of Proposals:

RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on March 28, 2018. This RFP has been advertised, opened and evaluated. Proposals were received on April 27, 2018 from the following two (2) vendors:

Ovations Food Services L.P. d/b/a Spectra Food Services & Hospitality (Philadelphia, PA)
B&B Bartending (Opelika, AL)

The following events took place after receipt of the proposals:

RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation
05/17/18
The Purchasing Manager advised evaluation committee of the RFP rules and process. The proposals were distributed to committee members for review. Project Head advised committee of the RFP goal. The next meeting was scheduled for July 18, 2018.
1st Evaluation
07/18/18
Committee members discussed the proposals from both vendors. Questions were identified that needed to be sent to both vendors for clarification.
Clarification Letters
07/23/18
Letters were forwarded to both vendors for clarification of questions submitted by committee.
Vendor Responses
07/26/18
Vendor responses were provided to committee for review. Committee members advised that they were ready to begin evaluations.
Evaluation Forms Sent to Committee
08/02/18
Evaluation forms were forwarded to voting committee members.
Evaluation Forms Completed by Committee Members
08/09/18
Committee members completed and returned their evaluation forms to Purchasing.
Evaluation Results forwarded to Committee
08/15/18
The Evaluation Results were compiled, completed and forwarded to Committee members for review and Recommendation.
Recommendation Received
08/15/18
Via email, the committee members unanimously voted to award to the highest ranked vendor, Ovations Food Services, L.P. d/b/a Spectra Food Services & Hospitality (Philadelphia, PA).
Evaluation Committee:

The proposals were reviewed by the Evaluation Committee, which consisted of one (1) voting member from The Trade Center, two (2) voting members from The Columbus Civic Center, one (1) non-voting advisory member from the Revenue Division, and one (1) non-voting advisory member from The Columbus Civic Center.

Award Recommendation:

Vendor Experience/Qualifications: Client Work History: 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.

Revenue will be deposited into the following Revenue Account: Civic Center Fund – Civic Center – Civic Center Operations – Food Service Contract; 0757-160-1000-4587.

* * * * * *

(D) PLOTTER PRINTER & SCANNER SERVICES (ANNUAL CONTRACT) - RFB NO. 19-0002
It is requested that Council approve the contract for the rental of plotter printer & scanner services from Repro Products, Inc. (Smyrna, GA) for the monthly rental rate of $307.00 per month and a plotting charge of $0.25 per square foot.

The Contractor will provide, repair, and maintain the plotter printer & scanner, as well as, provide all expendable supplies, excluding the plotter paper. The plotter printer & scanner will be utilized by Geographic Information Systems Division to draw charts and blue prints.

The contract term shall be for sixty (60) months. The contract will be automatically renewed (without the need for any further action) every 12 months until the end of such 60-month term.

Bid information was posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on June 29, 2018. Two (2) bids were received on August 1, 2018. This bid has been advertised, opened and reviewed. The bidder was:

Description/Vendor
Repro Production, Inc.
(Smyrna, GA)
The Overby Co.
(Columbus, GA)
Plotter Rental Rate
$159.00
Plus $0.25 Per Sq. Foot
$202.00
Plus $0.30 Per Sq. Foot
Scanner Rental Rate
$148.00
$245.00
Rental Rate Total per Mo.
$307.00
$447.00
Total 5-year Rental Cost
$18,420.00
$26,820.00
“NO BID” Responses: Southern Computer Warehouse, Inc.

Funds will be budgeted each fiscal year for this on-going expense: Paving Fund – Engineering – Highways & Road – Contractual Services; 0203-250-2200-ROAD-6319.

* * * * * *

(E) AGRICULTURAL CHEMICALS (ANNUAL CONTRACT) – RFB NO. 18-0046

It is requested that Council approve the purchase of agricultural chemicals on an “as needed” basis from Helena Chemical Company (Suwanee, GA), Howard Fertilizer and Chemical (Thomasville, GA), Delta Landscape (Norcross, GA), and Site One Landscape (Cleveland, OH) for the estimated combined annual contract value of $408,023.05. These chemicals will be utilized by Parks and Recreation to maintain athletic turf, and Public Works to maintain City right of ways.

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(s).

Bid specifications were posted on the web page of the Purchasing Division and the Georgia Procurement Registry. Four (4) bids were received on May 16, 2018. This bid has been advertised, opened and reviewed. The low, responsive bidders per line-item were:


VENDOR/DESCRIPTION
EST. USAGE
UNIT
EXTENDED
Helena Chemical Company (Suwanee, GA)
Three Way Ester II
Chelated Iron Plus 12-0-0
Pre-m 0.86% 0-0-7
Pre-m 3.3 EC 0.86% 0-0-7
Pre-m 0.86% 25-2-5
Reward Landscape/Aquatic Herbicide
Rodeo
Sedge Hammer
Drive 75DF
Sevin 4F
60 Cs
10 Gals
1400 Bags
100 Gals
1400 Bags
20 Gals
200 Gals
80 Oz
100 Lbs
300 Gals
61.00
7.50
9.45
28.00
13.95
43.00
21.00
56.00
38.00 35.50
$18,300.00
75.00
13,230.00
2,800.00
19,530.00
860.00
4,200.00
3,360.00
3,800.00
10,650.00
$76,805.00
Howard Fertilizer & Chemical (Thomasville, GA)
Three Way Selective Herbicide
24-2-11
18-24-12
20-1-5
25-5-11
Dolimitic Lime
Manicure 6FL
Simazine 4L
Spectacle
Primo Maxx
Roundup Quick Pro
Lesco-Fate
Up-Star Gold
Headline
Dimension Ultra
Trimec 992
Manor 60DF
Crosscheck Plus
Liquid Iron
Spreader Sticker/Surfactant
G-Pro 2.32%
Induce
Target 6.6 (MSMA)
Fertilizer 13-13-13
Rodeo
Aquatic Adjuvant Non-Ionic Surfactant
1000 Gals
2400 Bags
20 Bags
20 Bags
1200 Bags
360 Bags
25 Gals
5 Gals
1 Gals
20 Gals
400 Gals
5 Lbs
50 Gals
2 Gals
200 Oz
1000 Gals
50 Oz
300 Bags
50 Gals
40 Gals
80 Bags
50 Gals
10 Gals
120 Bags
200 Gals
200 Gals
23.00
13.74
13.53
8.89
11.12
4.83
31.30
15.40
1,638.50 123.49 61.92
6.99
28.50
394.00
3.13
23.00
4.47
12.49
7.32
8.59
66.49
21.58
24.99
9.94
19.58
16.76
$23,000.00
32,976.00
270.60
177.80
13,344.00
1,738.80
782.50
77.00
1,638.50
2,469.80
24,768.00
34.95
1,425.00
788.00
626.00
23,000.00
223.50
3,747.00
366.00
343.60
5,319.20
1,079.00
249.90
3,916.00
1,192.00
3,352.00
$146,904.35
Delta Landscape (Norcross, GA)
Pellitized Lime
5-10-15
Fertilizer, Mulch 70/30
240 Bags
120 Bags
80 Bags
3.90
9.05
12.50
936.00
1,086.00
1,000.00
$3,022.00
SiteOne Landscape (Cleveland, OH)
Revolver
Garlon *3A
Top Choice Insecticide
Foam Marker
Monument 75WG
Celcius WG
Spray Tank Cleaner
Spray Dye, Tracker Blue
60 Cs
100 Gals
100 Bags
15 Gals
20 Oz
100 Lbs
50 Gals
100 Gals
2,308.00
60.816
125.00
35.50
220.00
100.00
8.72
60.50
138,480.00
6,081.60
12,500.00
532.50
5,060.00
16,000.00
218.00
2,420.00
$181,292.10

For vendor cost comparison, see complete tabulation on the following link:
Tab for Agriculture Chemicals.docxTab for Agriculture Chemicals.docx


Parks and Recreation has budgeted $64,000.00 each fiscal year for this ongoing expense: General Fund – Parks & Recreation – Park Services – Horticulture/Landscaping Supplies, 0101-270-2100-PSRV-6727; General Fund – Parks & Recreation – Park Services – Grounds Maintenance, 0101-270-2100-PSRV-6576. Public Works has budgeted $217,690.00 for this ongoing expense: Sewer Fund – Public Works–Sewer Maintenance – Horticulture/ Landscaping Supplies, 0202-260-3210-SRWM-6727; Paving Fund – Public Works – Right of Way Maintenance – Horticulture/Landscaping Supplies, 0203-260-3120-ROWM-6727.

* * * * * *

(F) TASERS AND RELATED ACCESSORIES FOR MARSHAL’S OFFICE

It is requested that Council approve the purchase of Tasers and related accessories from Axon Enterprise, Inc., (Scottsdale, AZ) in the amount of $20,518.00 for the Marshal’s Office.

The Marshal’s Office is requesting to purchase 16 Tasers with related accessories, which will be used to replace outdated equipment. Tasers provide the option to temporarily incapacitate a violent or combative person, preventing the necessity for “deadly force.” Thereby possibly preventing serious injury to an officer, or a citizen taken into custody.

Axon Enterprise, Inc., (formerly Taser International) is the manufacturer of the Taser cartridges. Therefore, this purchase is considered an only know source procurement, per the Procurement Ordinance, Section 3-114.

Funds are available in the FY19 Budget as follows: Multi-Government Project Fund – Finance – 17 EBM Justice Assistance Grant – Operating Materials; 0216 - 200 – 4121 –LLEG – 6728 and General Fund – Municipal Court – Marshal – Operating Materials; 0101-530-3000-MRSH-6728.


* * * * * * * *

(G) GEORGIA SUBSEQUENT INJURY TRUST FUND (SITF)ANNUAL ASSESSMENT

It is requested that Council authorize payment to the Georgia Subsequent Injury Trust Fund (SITF) in the amount of $81,459.14 for the 2016 and 2017 Assessment.

The SITF is funded by assessments paid by self-insured employers and insurance carriers. The City should have been receiving a form each January asking for the City’s total claims expenses. The assessment is based on that figure, and every employer has to pay an assessment for the SITF, even if they have no SITF claims. When new SITF staff came on board they realized that not everyone was paying the assessments, and also realized that in some cases (such as the City’s) entities had never been asked to pay an assessment.

Per O.C.G.A. 34-9-358, the SITF is permitted to go back only one year to recoup unpaid assessments. Consequently, the City has received an assessment invoice for 2016 and 2017 in the amount of $81,459.14.

Funds are available in the FY19 Budget: Risk Management Internal Services Fund – Human Resources – Workers Compensation – Contractual Services; 0860 – 220 – 3820 – WCOM – 6319.
* * * * * * * *


(H) UPGRADE OF THE BUSINESS LICENSING/OCCUPATION TAX SYSTEM AND PERMIT MANAGEMENT SYSTEM

It is requested that Council approve a five-year agreement to upgrade EnerGov, the Business Licensing/Occupation Tax and Permit Management System provided by Tyler Technologies (Plano, TX). The total cost of the five year agreement is estimated $1,022,613. Each year is denoted as follows:

Summary of Costs
Year 1 – FY19
(October 1, 2018 to September 30, 2019
Year 2 – FY20
(October 1, 2019 to September 30, 2020
Year 3- FY21
(October 1, 2020 to September 30, 2021
Year 4 – FY22
(October 1, 2021 to September 30, 2022
Year 5 – FY23
(October 1, 2022 to September 30, 2023
SaaS Migration & Annual Maintenance Support
(5 Year Agreement)
$178,552.00
*187,480.00
*$196,854.00
*$206,696.00
*$217,031.00
Virtual Lab Subscription (Annual Subscription)
$7,200.00
$7,200.00
$7,200.00
$7,200.00
$7,200.00
Annual Costs
$185,752.00 $194,680.00 204,054.00 $213,896.00 $224,231.00
*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)

The upgrade will provide an internet based licensing and permitting system as well as provide online training software from Tyler Technologies via EnerGov’s Software as a Service (SaaS) Solution. The upgrade will allow the Finance Department-Occupation Tax Section, Inspections and Code Department, Engineering Department and Planning Department to be managed within one centralized enterprise database and allow users to connect to and use cloud-based applications over the internet. EnerGov’s SaaS Solution includes all EnerGov application access, hosting, operational infrastructure, software maintenance and future releases and managed services/managed upgrades.

Per Resolution #655-05, Council approved the contract with Evergov Solutions to Business Licensing and Occupation Tax software; and Per Resolution #234-08, Council approved the contract with EnerGov solutions to provide a Permit Management System. In November, 2012 Tyler Technologies acquired EnerGov Solutions. The upgrade will provide much needed functional system enhancements for the Finance, Inspections and Code, Engineering and Planning Departments, to include:

Funding in the amount of $185,752.00 is available in the FY19 Budget for the first year of the agreement: LOST/Infrastructure Fund – Information Technology – Infrastructure/LOST – Software Lease – EnerGov Upgrade; 0101-210-9901-ISS-6541-90003-20190. Funding for the remaining four years will be budgeted in appropriate subsequent fiscal years.
* * * * * * * *

(I) HEAVY DUTY CHAIRS FOR THE E911 CENTER

It is requested that Council approve the purchase of twelve (12) heavy duty chairs from Seating Inc, c/o Malone Office Environments (Columbus, GA), in the amount of $10,465.86, for the E911 Center. The purchase will be accomplished by Cooperative Purchase, via Georgia statewide contract # 99999‐001‐SPD0000100‐0079.

The chairs are needed to replace worn chairs in the E911 Center. Heavy duty chairs are required since E911 operators must sit for longer periods of time. This purchase is part of the upgrade to the E911 Center resulting from a cash donation, for Columbus 911 Dispatch and 911 Operators, from the estate of Ms. Melinda Melbourne; the donation was accepted per Resolution #106-18.

Funds are available in the FY19 Budget: Emergency Telephone Fund – Police – E911- Other Purchased Services; 0209 – 400 – 3220 – E911 – 6699.


* * * * * * * *

Emergency Purchase – Information Only

(J) MOVING SERVICES

Due to the recent flooding event at the Government Center, furniture and other miscellaneous items, in the Judges’ offices, located on the 9th, 10th and 11th floors, need to properly protected and moved to another location until necessary repairs are completed. Some of the items will be stored in the surplus storage area on the 2nd Floor of the East Wing. Other items will be stored in the newly acquired Public Works building located at 1511 Cusseta Road.
To expedite the process, the Purchasing Division solicited price quotes from the following local vendors:
    Affordable Moving
    Best Price Movers
    Coleman American
    Davenport Moving Company
    McCarley Moving and Storage
    Two Men and a Truck
    Phelps Moving and Storage
The price quote request was emailed to vendors on August 3, 2018. A site visit was scheduled for 8:30 AM on Wednesday, August 8, 2018. The following vendors confirmed attendance prior to the site visit:
    Affordable Moving, LLC – 2 attendees
    Coleman Worldwide Moving – 2 attendees
    Two Men and a Truck – 1 attendee
    Best Price Movers – 1 attendee (arrived late/was unable to join the visit)
Quotes were received from the following vendors on August 15th:
    1. Coleman Worldwide - $16,039.00
    2. Affordable Moving, LLC - $19,750.00
    3. Two Men and a Truck - $45,240.00
Public Works and Deputy City Manager Goodwin were informed of the results.

The City Manager approved the emergency purchase on August 16, 2018.
Funding is available in the FY19 Budget: Special Project/Capital Project Fund – Capital Projects – General Fund Supported Capital Project – Other Purchased Services – Government Center Flooding Repairs; 0508-660-1000-CPGF-6699-22953-20180.

“ITEM A”
A RESOLUTION
NO.______


A RESOLUTION AUTHORIZING THE EXECUTION OF A NEGOTIATED ANNUAL CONTRACT WITH CORRECTHEALTH MUSCOGEE, LLC (ATLANTA, GA) FOR COMPREHENSIVE MEDICAL AND PHARMACY SERVICES FOR INMATES INCARCERATED IN THE MUSCOGEE COUNTY JAIL.

WHEREAS, an RFP was administered (RFP No. 18-0019) and four proposals were received; and,

WHEREAS, the proposals submitted by CorrectHealth Muscogee, LLC 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 a negotiated annual contract with CorrectHealth Muscogee, LLC (Atlanta, GA) for comprehensive medical and pharmacy services for inmates incarcerated in the Muscogee County Jail. Funds are budgeted each fiscal year for this ongoing expense: General Fund – Sheriff – Medical – Consulting, Medical Services-Inmates and Pharmacy Services; 0101-550-2650-MEDD-6315, 6320 and 6323.
__________________

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 CORRECTHEALTH MUSCOGEE, LLC (ATLANTA, GA) FOR COMPREHENSIVE MEDICAL AND PHARMACY SERVICES FOR INMATES INCARCERATED IN THE MUSCOGEE COUNTY PRISON.

WHEREAS, an RFP was administered (RFP No. 18-0022) and five proposals were received; and,

WHEREAS, the proposals submitted by CorrectHealth Muscogee, LLC 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 CorrectHealth Muscogee, LLC (Atlanta, GA) for comprehensive medical and pharmacy services for inmates incarcerated in the Muscogee County Prison. Funds are budgeted each fiscal year for this ongoing expense: General Fund – MCP – Warden – Consulting; 0101-420-1000-MCCI-6315.
_________________

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 A CONTRACT WITH OVATIONS FOOD SERVICES, L.P. D/B/A SPECTRA FOOD SERVICES & HOSPITALITY (PHILADELPHIA, PA) TO PROVIDE ALL EQUIPMENT AND PERSONNEL NECESSARY TO PROVIDE ALCOHOL (BEER/WINE/LIQUOR) BEVERAGE MANAGEMENT SERVICES AT THE COLUMBUS CIVIC CENTER.

WHEREAS, an RFP was administered (RFP No. 18-0020) and two (2) proposals were received; and,

WHEREAS, the proposal submitted by Ovations Food Services, L.P., d/b/a Spectra Food Services & Hospitality met all proposal requirements and was evaluated responsive to the RFP; and,

WHEREAS, the term of this contract shall be for three years, with an option to renew for two 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 execute contracts for right of way acquisition services with Ovations Food Services, L.P., d/b/a Spectra Food Services & Hospitality (Philadelphia, PA) to provide all equipment and personnel necessary to provide alcohol (beer/wine/liquor) beverage management services at the Columbus Civic Center. Revenue will be deposited into the following Revenue Account: Civic Center Fund – Civic Center – Civic Center Operations – Food Service Contract; 0757-160-1000-4587.

________________

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 EXECUTION OF A CONTRACT FOR THE RENTAL OF PLOTTER PRINTER & SCANNER SERVICES FROM REPRO PRODUCTIONS, INC. (SMYRNA, GA) FOR THE MONTHLY RENTAL RATE OF $307.00 PER MONTH, AND A PLOTTING CHARGE OF $0.25 PER SQUARE FOOT.

WHEREAS, the Contractor will provide, repair, and maintain the plotter printer & scanner, as well as, provide all expendable supplies, excluding the plotter paper; and,

WHEREAS, the plotter & scanner will be utilized by Geographic Information Systems Division to draw charts and blue prints; and,

WHEREAS, the contract term shall be for sixty (60) months. The contract will be automatically renewed (without the need for any further action) every 12 months until the end of such 60-month term.

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

That the City Manager is hereby authorized to execute a contract for the rental of plotter printer & scanner services from Repro Productions, Inc. (Smyrna, GA) for the monthly rental rate of $307.00 per month, and a plotting charge of $0.25 per square foot. Funds will be budgeted each fiscal year for this on-going expense: Funds will be budgeted each fiscal year for this on-going expense: Paving Fund – Engineering – Highways & Road – Contractual Services; 0203-250-2200-ROAD-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 E”
A RESOLUTION

NO. _______


A RESOLUTION AUTHORIZING THE PURCHASE OF AGRICULTURAL CHEMICALS FROM HELENA CHEMICAL COMPANY (SUWANEE, GA), HOWARD FERTILIZER AND CHEMICAL (THOMASVILLE, GA), DELTA LANDSCAPE SUPPLY (NORCROSS, GA), AND SITE ONE LANDSCAPE (CLEVELAND, OH) ON AN “AS NEEDED” BASIS FOR THE ESTIMATED COMBINED ANNUAL CONTRACT VALUE OF $ 408,023.45.

WHEREAS, the contractors will provide agricultural chemicals to be used by Parks and Recreation to maintain athletic turf and Public Works to maintain City right of ways; and,

WHEREAS, the contract term 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(s).

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

That the City Manager is hereby authorized to purchase agricultural chemicals from Helena Chemical Company (Suwanee, GA), Howard Fertilizer and Chemical (Thomasville, GA), Delta Landscape Supply (Norcross, GA), and Site One Landscape (Cleveland, OH) for the estimated combined annual contract value of $408,023.45. Parks and Recreation has budgeted $64,000.00 each fiscal year for this ongoing expense: General Fund – Parks & Recreation – Park Services – Horticulture/Landscaping Supplies, 0101-270-2100-PSRV-6727; General Fund – Parks & Recreation – Park Services – Grounds Maintenance, 0101-270-2100-PSRV-6576. Public Works has budgeted $217,690.00 for this ongoing expense: Sewer Fund – Public Works–Sewer Maintenance – Horticulture/ Landscaping Supplies, 0202-260-3210-SRWM-6727; Paving Fund – Public Works – Right of Way Maintenance – Horticulture/Landscaping Supplies, 0203-260-3120-ROWM-6727.

______________

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 THE PURCHASE OF TASERS AND RELATED ACCESSORIES FROM AXON ENTERPRISE, INC., (SCOTTSDALE, AZ), IN THE AMOUNT OF $20,518.00, FOR THE MARSHAL’S OFFICE.

WHEREAS, the Marshal’s Office is requesting to purchase 16 Tasers with related accessories, which will be used to replace outdated equipment. Tasers provide the option to temporarily incapacitate a violent or combative person, preventing the necessity for “deadly force.” Thereby, possibly preventing serious injury to an officer, or a citizen taken into custody; and,

WHEREAS, Axon Enterprise, Inc, (formerly Taser International) is the manufacturer of the Taser cartridges. Therefore, this purchase is considered an only know source procurement, per the Procurement Ordinance, Section 3-114.

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

That the City Manager is hereby authorized to purchase Tasers and related accessories from Axon Enterprise, Inc., (Scottsdale, AZ), in the amount of $20,518.00, for the Marshal’s Office. Funds are available in the FY19 Budget as follows: Multi-Government Project Fund – Finance – 17 EBM Justice Assistance Grant – Operating Materials; 0216 - 200 – 4121 –LLEG – 6728 and General Fund – Municipal Court – Marshal – Operating Materials; 0101-530-3000-MRSH-6728.
______________

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 PAYMENT TO THE GEORGIA SUBSEQUENT INJURY TRUST FUND (SITF) IN THE AMOUNT OF $81,459.14 FOR THE 2016 AND 2017 ASSESSMENT.

WHEREAS, the SITF is funded by assessments paid by self-insured employers and insurance carriers. The City should have been receiving a form each January asking for the City’s total claims expenses. The assessment is based on that figure, and every employer has to pay an assessment for the SITF, even if they have no SITF claims. When new SITF staff came on board they realized that not everyone was paying the assessments, and also realized that in some cases (such as the City’s) entities had never been asked to pay an assessment; and,

WHEREAS, Per O.C.G.A. 34-9-358, the SITF is permitted to go back only one year to recoup unpaid assessments. Consequently, the City has received an assessment invoice for 2016 and 2017 in the amount of $81,459.14.

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

That the City Manager is hereby authorized to make payment to the Georgia Subsequent Injury Trust Fund (SITF) in the amount of $81,459.14 for the 2016 and 2017 Assessment. Funds are available in the FY19 Budget: Risk Management Internal Services Fund – Human Resources – Workers Compensation – Contractual Services; 0860 – 220 – 3820 – WCOM – 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 H”
A RESOLUTION
NO._______

A RESOLUTION AUTHORIZING A FIVE-YEAR AGREEMENT FOR THE UPGRADE OF ENERGOV WHICH IS UTILIZED FOR THE BUSINESS LICENSING/OCCUPATION SYSTEM AND PERMIT MANAGEMENT SYSTEM FROM TYLER TECHNOLOGIES (PLANO, TX): AND AUTHORIZE THE CITY MANAGER TO SIGN ALL RESULTING AGREEMENTS. THE UPGRADE COST IS AS FOLLOWS:

Summary of Costs
Year 1 – FY19
(October 1, 2018 to September 30, 2019
Year 2 – FY20
(October 1, 2019 to September 30, 2020
Year 3- FY21
(October 1, 2020 to September 30, 2021
Year 4 – FY22
(October 1, 2021 to September 30, 2022
Year 5 – FY23
(October 1, 2022 to September 30, 2023
SaaS Migration & Annual Maintenance Support
(5 Year Agreement)
$178,552.00
*187,480.00
*$196,854.00
*$206,696.00
*$217,031.00
Virtual Lab Subscription (Annual Subscription)
$7,200.00
$7,200.00
$7,200.00
$7,200.00
$7,200.00
Total
$185,752.00 $194,680.00 204,054.00 $213,896.00 $224,231.00
*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)

WHEREAS, the upgrade will provide an internet based licensing and permitting software and online training software from Tyler Technologies. The upgrade will allow the Finance Department-Occupation Tax Section, Inspections and Code Department, Engineering Department and Planning Department to be managed within one centralized enterprise database and allow users to connect to and use cloud-based applications over the internet via EnerGov’s Software as a Service (SaaS) Solution. EnerGov’s SaaS Solution includes all EnerGov application access, hosting, operational infrastructure, software maintenance and future releases and managed services/managed upgrades; and,

WHEREAS, Per Resolution #655-05, Council approved the contract with EnerGov Solutions to Business Licensing and Occupation Tax software; and Per Resolution #234-08, Council approved the contract with EnerGov solutions to provide a Permit Management System. In November, 2012 Tyler Technologies acquired EnerGov Solutions.

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

That the City Manager is hereby authorized to enter into the five-year agreement for the upgrade of the EnerGov Software utilized for the Business Licensing/Occupation and Permit Management System from Tyler Technologies (Plano, TX): and authorize the City Manager to sign all resulting agreements. The upgrade cost is as follows:

Summary of Costs
Year 1 – FY19
(October 1, 2018 to September 30, 2019
Year 2 – FY20
(October 1, 2019 to September 30, 2020
Year 3- FY21
(October 1, 2020 to September 30, 2021
Year 4 – FY22
(October 1, 2021 to September 30, 2022
Year 5 – FY23
(October 1, 2022 to September 30, 2023
SaaS Migration & Annual Maintenance Support
(5 Year Agreement)
$178,552.00
*187,480.00
*$196,854.00
*$206,696.00
*$217,031.00
Virtual Lab Subscription (Annual Subscription)
$7,200.00
$7,200.00
$7,200.00
$7,200.00
$7,200.00
Total
$185,752.00 $194,680.00 204,054.00 $213,896.00 $224,231.00
*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)*approximate cost due to 5% standard increase for the term of the SaaS agreement (5 years)


Funding in the amount of $185,752.00 is available in the FY19 Budget for the first year of the agreement: LOST/Infrastructure Fund – Information Technology – Infrastructure/LOST – Software Lease – EnerGov Upgrade; 0101-210-9901-ISS-6541-90003-20190. Funding for the remaining four years will be budgeted in appropriate 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


“ITEM I”
A RESOLUTION
NO.______

A RESOLUTION AUTHORIZING THE PURCHASE OF TWELVE (12) HEAVY DUTY CHAIRS FROM SEATING INC., C/O MALONE OFFICE ENVIRONMENTS (COLUMBUS, GA), IN THE AMOUNT OF $10,465.86, FOR THE E911 CENTER. THE PURCHASE WILL BE ACCOMPLISHED BY COOPERATIVE PURCHASE, VIA GEORGIA STATEWIDE CONTRACT # 99999‐001‐SPD0000100‐0079.

WHEREAS, the chairs are needed to replace worn chairs in the E911 Center. Heavy duty chairs are required since E911 operators must sit for longer periods of time; and,

WHEREAS, this purchase is part of the upgrade to the E911 Center resulting from a cash donation, for Columbus 911 Dispatch and 911 Operators, from the estate of Ms. Melinda Melbourne; the donation was accepted per Resolution #106-18.

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

That the City Manager is hereby authorized to purchase of twelve (12) heavy duty chairs from Seating Inc., c/o Malone Office Environments (Columbus, GA), in the amount of $10,465.86, for the E911 Center. The purchase will be accomplished by Cooperative Purchase, via Georgia statewide contract # 99999‐001‐SPD0000100‐0079. Funds are available in the FY19 Budget: Emergency Telephone Fund – Police – E911- Other Purchased Services; 0209 – 400 – 3220 – E911 – 6699.

______________

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