Agenda Item # 3
Columbus Consolidated Government

Council Meeting

October 22, 2013

Agenda Report # 43


TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) EVALUATION CONSULTANT SERVICES FOR THE COLUMBUS CHILDREN, YOUTH AND FAMILY COALITION, INC.- (ANNUAL CONTRACT) - RFP NO. 13-0034

It is requested that Council approve the annual contract for Evaluation Consultant Services for the Columbus Children, Youth and Family Coalition, Inc., from Kennesaw State University Research & Services Foundation (Kennesaw, GA).

The Columbus Children, Youth and Family Coalition, Inc., requires a vendor to provide evaluation consultant services to help evaluate collaborative strategy implementation and strategy results for child abuse and neglect. The successful vendor must accomplish the following key objectives:

The term of the contract period shall be for two years, with the option to renew for three (3) additional twelve (12) month periods. Contract renewal is contingent upon the mutual agreement of the contractor and the City.

The RFP was released on June 25, 2013. Request for proposal invitations were mailed to five vendors and specifications were posted on the City’s website, Georgia Procurement Registry and DemandStar. The RFP has been advertised, opened and evaluated. Four (4) proposals were received July 26, 2013, from the following offerors:

Kennesaw State University Research & Services Foundation, (Kennesaw, GA)
Creative Research Solution, LLC (Tucker, GA)
Precise Research & Evaluation, LLC (Upper Marlboro, MD)
MKE Consulting Services (Cummings, GA)

Proposals were reviewed by the Evaluation Committee, which consisted of representatives from Synovus and two members from Georgia State Department of Human Resources, all of whom were voting members. Additional representatives from the Finance Department and the Muscogee Family Connection served as non-voting advisory members.

The City’s Procurement Ordinance Article 3-110, Competitive Sealed Proposals for the procurement of Equipment, Supplies and Professional Services, governs the RFP Process. During the process of an RFP there is no formal opening, due to the possibility of negotiated components of the proposal. In the event Council does not approve the recommended offeror(s), no proposal responses or any negotiated components are made public until after the award of the contract. If Council does not approve the recommended offeror, negotiations will begin with the next highest ranked, responsive offeror or the contract may be re-advertised. The cost information and evaluation results have been submitted to the City Manager in a separate memo for informational purposes.

Funds will be budgeted each fiscal year for this on going expense: Family Connection Partnership - Boards and Commissions – State Family Connection – Consulting; 0985-290-2310-FMLY-6315.
* * * * * * *

(B) ANNUAL MAINTENANCE FOR JAIL VISITATION AND JUDICIAL ARRAIGNMENT SYSTEM

It is requested that Council approve payment to Lightspeed Datalinks for the maintenance of the Muscogee County Jail Visitation System in the amount of $66,732.00 (payable each month @ $5,561.00); and payment for maintenance of the Judicial Arraignment System in the amount of $18,000 (payable each month @ $1,500.00). The maintenance period covers a three-year period, which began July 1, 2013.

Proceeds from the inmate telephone system at the Muscogee County Jail was the primary source of financing for the Video Visitation System, and the Judicial Arraignment System which allows inmates to visit with their families and be arraigned by Superior Court judges, without leaving their jail cells. However, in November 2008 the account was transferred from the Sheriff’s Office to Columbus Consolidated Government and the inmate telephone system proceeds are deposited into the General Fund. Therefore, payments for ongoing maintenance of the system must now be approved by Council and paid from the General Fund.

Funds are budgeted in the FY14 Budget: General Fund – Sheriff – Administration – Service Contracts; 0101 – 550 – 1000 – SHRF – 6513; and General Fund – Sheriff – Jail – Service Contracts; 0101 550 – 2600 – JAIL - 6513. Funding for years two and three of the contract will be budgeted in subsequent budget years.
* * * * * * *

(C) PAYMENT TO GEORGIA DEPARTMENT OF TRANSPORTATION FOR THE PAINTING OF THE 13TH STREET BRIDGE

It is requested that Council authorize payment to Georgia Department of Transportation in the amount of $149,068.50, which is the City’s match, for painting of the 13th Street Bridge.

The Georgia Department of Transportation (DOT) has committed to repaint the 13th Street Bridge as a DOT Project and provide state funding for up to 50% of the cost of the project. The City has committed M230 funds (federal funds allocated to Columbus) through the Metropolitan Planning Organization for the City contribution. The use of M230 funds requires a 20% match by the local jurisdiction for 50% of the project.

The low bid received by DOT for the repainting project was in the amount of $1,490,685. The City’s half covered by the M230 funds is $745,342.50, our 20% match of that amount is $149,068.50.

Funds are available in the Friends of Columbus Trust Account: Special Project/Capital Project Fund – Capital Projects – Paving Fund Project Supported Capital Projects; 0508 – 660 – 3000 – CPPF – XXXX – 21080 - 20140.





“ITEM A”
A RESOLUTION

NO._____

A RESOLUTION AUTHORIZING TO APPROVE THE ANNUAL CONTRACT FOR EVALUATION CONSULTANT SERVICES FOR THE COLUMBUS CHILDREN, YOUTH AND FAMILY COALITION, INC., FROM KENNESAW STATE UNIVERSITY (KENNESAW, GA).

WHEREAS, the Columbus Children, Youth and Family Coalition, Inc., requires a vendor to provide evaluation consultant services to help evaluate collaborative strategy implementation and strategy results for child abuse; and,

WHEREAS, a RFP was administered (RFP No. 13-0024) and four proposals were received; and,

WHEREAS, the proposal submitted by Kennesaw State University (Kennesaw, GA) met all proposal requirements and was evaluated most responsive to the RFP; and,

WHEREAS, the term of contract period shall be for two years, with option to renew for three (3) additional twelve (12) month periods.

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

That the City Manager is hereby authorized to enter into an annual contract for Evaluation Consultant Services for the Columbus Children, Youth and Family Coalition, Inc., from Kennesaw State University (Kennesaw, GA). Funds will be budgeted each fiscal year for this ongoing service: Family Connection Partnership - Boards and Commissions – State Family Connection – Consulting; 0985-290-2310-FMLY-6315.
__________________


Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _________________, 2013 and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.


_____________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
“ITEM B”
A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING PAYMENT TO LIGHTSPEED DATALINKS FOR THE MAINTENANCE OF THE MUSCOGEE COUNTY JAIL VISITATION SYSTEM IN THE AMOUNT OF $66,732.00 (PAYABLE EACH MONTH @ $5,561.00); AND PAYMENT FOR MAINTENANCE OF THE JUDICIAL ARRAIGNMENT SYSTEM IN THE AMOUNT OF $18,000 (PAYABLE EACH MONTH @ $1,500.00). THE MAINTENANCE PERIOD COVERS A THREE-YEAR PERIOD, WHICH BEGAN JULY 1, 2013.

WHEREAS, proceeds from the inmate telephone system at the Muscogee County Jail was the primary source of financing for the Video Visitation System, and the Judicial Arraignment System which allows inmates to visit with their families and be arraigned by Superior Court judges, without leaving their jail cells. However, in November 2008 the account was transferred from the Sheriff’s Office to Columbus Consolidated Government, and the inmate telephone system proceeds are deposited into the General Fund. Therefore, payments for ongoing maintenance of the system must now be approved by Council and paid from the General Fund.

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

That the City Manager is hereby authorized to render payment to Lightspeed Datalinks for the maintenance of the Muscogee County Jail Visitation Project in the amount of $66,732.00 (payable each month @ $5,561.00); and payment for maintenance of the Judicial Arraignment System in the amount of $18,000 (payable each month @ $1,500.00). The maintenance period covers a three-year period. Funds are budgeted in the FY14 Budget: General Fund – Sheriff – Administration – Service Contracts; 0101 – 550 – 1000 – SHRF – 6513; and General Fund – Sheriff – Jail – Service Contracts; 0101 550 – 2600 – JAIL - 6513. Funding for years two and three of the contract will be budgeted in subsequent budget years.
_______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2013 and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.


______________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor
“ITEM C”

A RESOLUTION

NO.______

A RESOLUTION AUTHORIZING PAYMENT TO GEORGIA DEPARTMENT OF TRANSPORTATION IN THE AMOUNT OF $149,068.50, WHICH IS THE CITY’S MATCH, FOR PAINTING OF THE 13TH STREET BRIDGE.

WHEREAS, the Georgia Department of Transportation (DOT) has committed to repaint the 13th Street Bridge as a DOT Project and provide state funding for up to 50% of the cost of the project; and,

WHEREAS, the City has committed M230 funds (federal funds allocated to Columbus) through the Metropolitan Planning Organization for the City contribution. The use of M230 funds requires a 20% match by the local jurisdiction for 50% of the project; and,

WHEREAS, the low bid received by DOT for the repainting project was in the amount of $1,490,685. The City’s half covered by the M230 funds is $745,342.50, our 20% match of that amount is $145,068.50.

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

That the City Manager is hereby authorized to make payment to Georgia Department of Transportation in the amount of $149,068.50, which is the City’s match, for painting of the 13th Street Bridge. Funds are available in the Friends of Columbus Trust Account: Special Project/Capital Project Fund – Capital Projects – Paving Fund Project Supported Capital Projects; 0508 – 660 – 3000 – CPPF – XXXX – 21080 - 20140.
_______________________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________________, 2013 and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor McDaniel voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.


_____________________________ ________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor