HomeMy WebLinkAbout2006-10-17-Meeting Agenda
Commission Meeting Agenda
Commission Chamber
10/17/2006
2:00 PM
INVOCATION: Father Michael Lubinsky, Parochial Vicar, Church of the Most Holy Trinity.
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
PRESENTATION(S)
A. Presentation from the Canal Redevelopment Task Force regarding
the Third Level Canal. (Requested by Commissioner Betty Beard)
Attachments
RECOGNITION(S)
Employee of the Month Award
B. Mr. Robert Brandon, Augusta Regional Airport, September EOM.
Attachments
Information Technology Department
C. Congratulations- Information Technology for securing state grant
funding for Downtown Wireless Internet Access.
Attachments
Five (5) minute time limit per delegation
DELEGATIONS
D. Ms. Juanita Benjamin, Care Management Consultants. RE: Crisis
in transportation of frail elderly and disabled persons in Richmond
County.
Attachments
CONSENT AGENDA
(Items 1-39)
PLANNING
1. FINAL PLAT – MANCHESTER, SECTION 1, PHASE 2 – S-
742-I-II – A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE a petition by
Southern Partners Inc., on behalf of Nordahl & Co. Inc, requesting
final plat approval for Manchester, Section 1, Phase 2. This
residential subdivision is located on Dave MacDonald Drive,
adjacent to Manchester, Section 1, Phase 1 and contains 22 lots.
Attachments
2. FINAL PLAT – WEST WHEELER TOWNHOME, SECTION IV
– S-758 – A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE a petition by
Southern Partners Inc., on behalf of ATC Development Corp.,
requesting final plan approval for West Wheeler Towhome,
Section IV. This residential townhome subdivision is located on
Dorado Drive and contains 29 lots.
Attachments
3. FINAL PLAT – LONGPOINT PHASE II – 2-728-II – A request
for concurrence with the Augusta-Richmond County Planning
Commission to APPROVE a petition by Southern Partners Inc., on
behalf of ATC Development Corp., requesting final plat approval
for Longpoint Townhomes, Phase II. This residential townhome
subdivision is located on Longpoint Drive, adjacent to Longpoint
Phase I and containS 24 lots.
Attachments
4. Z-06-104 - A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE with the condition
that the petitioner obtain a resolution from the Augusta Richmond
County Commission disclaiming any interest in the roadways
designated as Elliott Drive and Edgewood Drive as shown on a
plat recorded June 5, 1964, and upon petitioner satisfactorily
addressing easement rights of persons relying on such plat; a
petition by Leon Barton Jr. requesting a Special Exception to
establish a church per Section 26-1 (a) of the Comprehensive
Zoning Ordinance for Augusta-Richmond County affecting
property containing approximately 14.09 acres located
approximately 100 feet southwest of Lumpkin Road and 425 feet
Attachments
northwest of where Arcadia Drive extended interests Lumpkin
Road. (Tax Map 084-0 Parcels 003 & 003-06) DISTRICT 5
5. Z-06-105 - A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE with the following
conditions 1) that no stadium lights be erected on said property, 2)
that a 25 foot landscaped buffer be placed on the southern side of
subject property which borders on Lots 2 and 3 of Kingston
Subdivision fronting on Nassau Drive and 3) that First Baptist
Church of Augusta, once development begins on the southern
tract, erect a 6 foot solid board fence along the southern property
line which backs up to Lots 2 and 3 in Kingston Subdivision; a
petition by J. Milton Martin, Jr., on behalf of James Robert Owens
et al, requesting a Special Exception to expand a church per
Section 26-1 (a) of the Comprehensive Zoning Ordinance for
Augusta-Richmond County affecting property containing
approximately 6 acres and is known under the present numbering
system as 1313 and 1321 Jackson Road. (Tax Map 031 Parcels
018 & 019) DISTRICT 3
Attachments
6. Z-06-106 - A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE a petition by Barry S.
Bryant requesting a Special Exception to establish a public parking
area per Section 8-2 (b) of the Comprehensive Zoning Ordinance
for Augusta-Richmond County affecting property containing
approximately .2 acres and is known under the present system as
2608 Peach Orchard Road that extends to Virginia Avenue and
contains two houses that utilize the address of 2036 Virginia
Avenue. (Rear portion of Tax Map 098-4 Parcel 018) DISTRICT
2
Attachments
7. Z-06-107 - A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE a petition by Paine
College requesting a Special Exception to bring an existing private
school into zoning conformance per Section 26-1 (b) of the
Comprehensive Zoning Ordinance for Augusta-Richmond County
affecting property consisting of approximately 26 land parcels and
known overall as 1235 Fifteenth Street and located on the
southwest corner of the intersection of Laney-Walker Boulevard
Attachments
and Fifteenth Street. DISTRICT 1 & 2
8. Z-06-108 - A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE a petition by H.
Lawson Graham, on behalf of Chuck Pardue, requesting a Special
Exception in a HI (Heavy Industry) Zone to manufacture bio-
diesel fuel per Section 24-2 of the Comprehensive Zoning
Ordinance for Augusta-Richmond County affecting property
containing approximately 2.56 acres and is known under the
present numbering system as 4207 Mike Padgett Highway. (Tax
Map 200 Parcel 003-01) DISTRICT 8
Attachments
9. Z-06-109 – A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE a petition by Collier
Construction Co. Inc. requesting a Special Exception to establish a
sales office in Section II , Phase II of Elderberry Subdivision per
Section 8-2 (f) of the Comprehensive Zoning Ordinance for
Augusta-Richmond County affecting property containing
approximately .3 acres and known under the present numbering
system as 4339 Regans Lane. (Tax Map 066-2 part of Parcel 062)
DISTRICT 3
Attachments
10. Z-06-110 - A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE a petition by Dr. J.
Christopher Gibbs, on behalf of Ralph Buchanan, requesting a
change of zoning from Zone P-1 (Professional) to Zone B-1
(Neighborhood Business) affecting property containing
approximately .88 acres and is known under the present
numbering system as 3642 Wheeler Road. (Tax Map 030 Parcel
070) DISTRICT 3
Attachments
11. Z-06-111 – A request for concurrence with the Augusta-Richmond
County Planning Commission to APPROVE with the condition
that the petitioner/owner shall donate that portion of the subject
property that lies within the 100 year floodplain to the Augusta-
Richmond County Greenspace program before any development
plan is approved; a petition by Riverbend Custom Homes, on
behalf of Janie Davis requesting a change of zoning from Zone R-
Attachments
1C (One-family Residential) and Zone R-3B (Multiple-family
Residential) to Zone R-3B affecting property containing
approximately 10 acres located on the southeast right-of-way line
of Windsor Spring Road, 450 feet, more or less, northeast of
Nordahl Drive. (Tax Map 131 Parcel 026-2) DISTRICT 6
PUBLIC SERVICES
12. Motion to approve a request by Muhammad S. Muhammadi for a
retail package Beer & Wine license to be used in connection with
ASNA, Inc. located at 2700 Peach Orchard Rd. District 2. Super
District 9. (Approved by Public Services Committee October 9,
2006)
Attachments
13. Motion to approve a request by Yong P. Hong for a retail package
Beer & Wine license to be used in connection with S. S. Hong
Enterprises DBA Short Stop located at 2510 Milledgeville Rd.
District 2. Super District 9. (Approved by Public Services
Committee October 9, 2006)
Attachments
14. Motion to approve a request from C. H. McTeer for an extension
of time to purchase the retail package Beer & Wine license to be
used in connection McTeer Oil Co located 4150 Windsor Spring
Rd. District 6. Super District 10. (Approved by Public Services
Committee October 9, 2006)
Attachments
15. Motion to approve Resolution to extend limited authority to
approve change orders. (Approved by Public Services Committee
October 9, 2006)
Attachments
16. Motion to approved Federal Aviation Administration
Memorandum of Agreement regarding no-cost navigational aids
for the Airport. (Approved by Public Services Committee October
9, 2006)
Attachments
17. Motion to approve a professional services contract for engineering
services for the preparation of a site master plan and consulting
engineering services for the design of four (4) additional tennis
courts at Fleming Tennis Center to Johnson, Laschober &
Associates in the amount of $19,725.00. (See attached JLA Fee
Proposal) (Approved by Public Services Committee October 9,
2006)
Attachments
18. Motion to approve RFP #06-129, award of various modular
playsystems/equipment to Hasley Recreation for $103,600 and to
Dominca Recreation Products for $38,600. (Approved by Public
Services Committee October 9, 2006)
Attachments
ADMINISTRATIVE SERVICES
19. Motion to approve an amendment to the 2006 HOME Program
Contract with Promise Land Community Development
Corporation (PLCDC) and to allow for reimbursement of the cost
of the purchase of three properties located at 2920 Rasha Drive,
3708 Andover Court and 2425 Mansion Court. (Approved by
Administrative Services Committee October 9, 2006)
Attachments
20. Motion to approve a request from Augusta Neighborhood
Improvement Corporation for approval of professional services for
the engineering of the Dyess Park Subdivision for infrastructure,
water, sewer, curb, gutter, drainage, alley, new street and land
acquisition.(Approved by Administrative Services Committee
October 9, 2006)
Attachments
21. Motion to approve staff recommendations on citizens' comments
concerning the August 1, 2006 reprogramming of funds.
(Approved by Administrative Services Committee October 9,
2006)
Attachments
22. Motion to approve Reduced Early Retirement of Ms. Brenda
Hadden under the 1977 Pension Plan. (Approved by
Administrative Services Committee October 9, 2006)
Attachments
23. Motion to approve the reprogramming of $8,500.00 in FY 2004
HOPWA funds for a Drop-in Resource Center to be operated by
St. Stephens Ministry. (Approved by Administrative Services
Committee October 9, 2006)
Attachments
24. Motion to approve the recommend amendment to Southside
Community Outreach 2005 Community Development Block Grant
(CDBG) Agreement. (Approved by Administrative Services
Committee October 9, 2006)
Attachments
FINANCE
25. Motion to approve the abatement of property taxes for 1929
Walton Way - Augusta Boxing Club headquarters. (Approved by
Finance Committee October 9, 2006)
Attachments
26. Motion to approve the purchase of one asphalt recycler for the
Public Services – Maintenance Division from Asphalt Zipper, Inc.,
of Pleasant Grove, Utah, for $85,450.00 (Lowest Bid offer for bid
06-165). (Approved by Finance Committee October 9, 2006)
Attachments
27. Motion to approve Indirect Cost Allocation Study CY 2005 to be
done by KPMG. (Approved by Finance Committee October 9,
2006)
Attachments
28. Motion to approve a request for funds to support advertising and
legal fees for sheriff's levies. (Approved by Finance Committee
October 9, 2006)
Attachments
ENGINEERING SERVICES
29. Motion to abandon alley off of Curran Street to JWS Properties
Investments, LLC (“JWS”). (Approved by Engineering Services
Committee subject to the Attorney presentation of maps)
Attachments
30. Motion to approve a proposal from Johnson Laschober and
Associates, Inc. for the engineering design of the Butler
Interceptor Upgrade - West at a cost of $295,000. (Approved by
Engineering Services Committee October 9, 2006)
Attachments
31. Motion to approve a proposal from Stevenson and Palmer
Engineering, Inc. for the engineering design of the Main
Interceptor Upgrade Phase 2 at a cost of $530,789. (Approved by
Engineering Services Committee October 9, 2006)
Attachments
32. Motion to approve Amendment #1 to Zimmerman Evans and
Leopold’s professional services contract for the design of the
Rae’s Creek Trunk Sewer Replacement Phase IV Project in the
amount of $68,537. (Approved by Engineering Services
Committee October 9, 2006)
Attachments
33. Motion to approve award of construction contract for the Augusta
Utilities Department “Roadway Improvements for Benson Road”
to the lowest responsive bidder in the amount of $2,339,655.45.
(Approved by Engineering Services Committee October 9, 2006)
Attachments
34. Motion to authorize condemnation of a portion of Property #018-
0-046-00-0 2842 Pineview Rd, which is owned by James E.
Rowland, III for 3,394 sq. ft. of temporary easement area and
6,879 sq. ft. of permanent easement area. Public Works Project:
Pointe West Subdivision Drainage Improvement Project.
(Approved by Engineering Services Committee October 9, 2006)
Attachments
35. Motion to authorize condemnation of a portion of Property #018-
0-433-00-0 2957 Pointewest Dr, which is owned by Henry E.
Magnusen, Jr. for 1,009 sq. ft. of permanent easement area. Public
Works Project: Pointe West Subdivision Drainage Improvement
Project. (Approved by Engineering Services Committee October 9,
2006)
Attachments
36. Motion to authorize condemnation of a portion of Property #051-
0-208-00-0 3926 Barrett Street, which is owned by the Alfred and
Roberta McKenzie for 3,973 sq. ft. of permanent drainage, utility
and maintenance easement, more or less. Public Works Project:
Belair Hills Subdivision Improvement Project 324-04-203824335.
(Approved by Engineering Services Committee October 9, 2006)
Attachments
37. Motion to ratify and approve the actions of AUD to repair and
replace the Laney Walker sanitary sewer main between Laney
Walker Court and Lover’s Lane through a change order to the
existing Laney Walker Sewer Emergency Repair Project in the
amount of $330,000 for a total budget of $465,500. (Approved by
Engineering Services Committee October 9, 2006)
Attachments
PETITIONS AND COMMUNICATIONS
38. Motion to approve the minutes of the regular meeting of
Commision held October 3, 2006 and the Special Called meeting
held October 9, 2006.
Attachments
APPOINTMENT(S)
39. Motion to approve the appointment of Mr. David (Chip) Barbee
due to the resignation of Mr. James E. Harrison, III to the ARC
Personnel Board representing District 10.
Attachments
****END CONSENT AGENDA****
AUGUSTA COMMISSION
10/17/2006
AUGUSTA COMMISSION
REGULAR AGENDA
10/17/2006
(Items 40-49)
PUBLIC SAFETY
40. Approval of Purchase of Services Grant for juvenile offenders.
Attachments
ENGINEERING SERVICES
41. Award a contract to Commonwealth Data Communications, Inc
for Landfill and Solid Waste Collections billing software in an
amount not to exceed $151,530. (No recommendation from
Engineering Services Committee October 9, 2006)
Attachments
42. Update/status report on the Windsor Spring Road Projects.
(Requested by Commissioner Calvin Stevenson)
Attachments
PETITIONS AND COMMUNICATIONS
43. Report from Downtown Development Authority regarding the
discontinuation of funding for the First Friday event.
Attachments
44. Consider recommendations from the Downtown Advisory Panel
( DAP) regarding funding for the First Friday event and other
special events.
Attachments
45. Resolutions of Condolences for State Representive Pete Warren,
former Richmond County Board of Education President Adna
Stein and Mayor Byron Burt, Louisville, Georgia.
Attachments
ADMINISTRATOR
46. Presentation of 2007 Proposed Budget.
Attachments
OTHER BUSINESS
47. Motion to approve funds from the Promotion Account for
purchase of proclamation frames. Funds are available.
Attachments
Upcoming Meetings
www.augustaga.gov
48. Approve revised State Aid County Contract Priority List.
(Requested by Commissioner Jimmy Smith)
Attachments
LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
49. Motion to authorize the Mayor to execute the affidavit of
compliance with Georgia's Open Meeting Act.
Commission Meeting Agenda
10/17/2006 2:00 PM
Invocation
Department:
Caption:Father Michael Lubinsky, Parochial Vicar, Church of the
Most Holy Trinity.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Canal Redevelopment Task Force
Department:
Caption:Presentation from the Canal Redevelopment Task Force
regarding the Third Level Canal. (Requested by
Commissioner Betty Beard)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Employee of the Month Award
Department:
Caption:Mr. Robert Brandon, Augusta Regional Airport, September
EOM.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Information Technology Department
Department:
Caption:Congratulations- Information Technology for securing state
grant funding for Downtown Wireless Internet Access.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Care Management
Department:
Caption:Ms. Juanita Benjamin, Care Management Consultants. RE:
Crisis in transportation of frail elderly and disabled persons
in Richmond County.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:FINAL PLAT – MANCHESTER, SECTION 1, PHASE 2 –
S-742-I-II – A request for concurrence with the Augusta-
Richmond County Planning Commission to APPROVE a
petition by Southern Partners Inc., on behalf of Nordahl &
Co. Inc, requesting final plat approval for Manchester,
Section 1, Phase 2. This residential subdivision is located on
Dave MacDonald Drive, adjacent to Manchester, Section 1,
Phase 1 and contains 22 lots.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:FINAL PLAT – WEST WHEELER TOWNHOME,
SECTION IV – S-758 – A request for concurrence with the
Augusta-Richmond County Planning Commission to
APPROVE a petition by Southern Partners Inc., on behalf of
ATC Development Corp., requesting final plan approval for
West Wheeler Towhome, Section IV. This residential
townhome subdivision is located on Dorado Drive and
contains 29 lots.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:FINAL PLAT – LONGPOINT PHASE II – 2-728-II – A
request for concurrence with the Augusta-Richmond County
Planning Commission to APPROVE a petition by Southern
Partners Inc., on behalf of ATC Development Corp.,
requesting final plat approval for Longpoint Townhomes,
Phase II. This residential townhome subdivision is located on
Longpoint Drive, adjacent to Longpoint Phase I and containS
24 lots.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:Z-06-104 - A request for concurrence with the Augusta-
Richmond County Planning Commission to APPROVE with
the condition that the petitioner obtain a resolution from the
Augusta Richmond County Commission disclaiming any
interest in the roadways designated as Elliott Drive and
Edgewood Drive as shown on a plat recorded June 5, 1964,
and upon petitioner satisfactorily addressing easement rights
of persons relying on such plat; a petition by Leon Barton Jr.
requesting a Special Exception to establish a church per
Section 26-1 (a) of the Comprehensive Zoning Ordinance for
Augusta-Richmond County affecting property containing
approximately 14.09 acres located approximately 100 feet
southwest of Lumpkin Road and 425 feet northwest of where
Arcadia Drive extended interests Lumpkin Road. (Tax Map
084-0 Parcels 003 & 003-06) DISTRICT 5
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:Z-06-105 - A request for concurrence with the Augusta-
Richmond County Planning Commission to APPROVE with
the following conditions 1) that no stadium lights be erected
on said property, 2) that a 25 foot landscaped buffer be
placed on the southern side of subject property which borders
on Lots 2 and 3 of Kingston Subdivision fronting on Nassau
Drive and 3) that First Baptist Church of Augusta, once
development begins on the southern tract, erect a 6 foot solid
board fence along the southern property line which backs up
to Lots 2 and 3 in Kingston Subdivision; a petition by J.
Milton Martin, Jr., on behalf of James Robert Owens et al,
requesting a Special Exception to expand a church per
Section 26-1 (a) of the Comprehensive Zoning Ordinance for
Augusta-Richmond County affecting property containing
approximately 6 acres and is known under the present
numbering system as 1313 and 1321 Jackson Road. (Tax
Map 031 Parcels 018 & 019) DISTRICT 3
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:Z-06-106 - A request for concurrence with the Augusta-
Richmond County Planning Commission to APPROVE a
petition by Barry S. Bryant requesting a Special Exception to
establish a public parking area per Section 8-2 (b) of the
Comprehensive Zoning Ordinance for Augusta-Richmond
County affecting property containing approximately .2 acres
and is known under the present system as 2608 Peach
Orchard Road that extends to Virginia Avenue and contains
two houses that utilize the address of 2036 Virginia Avenue.
(Rear portion of Tax Map 098-4 Parcel 018) DISTRICT 2
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:Z-06-107 - A request for concurrence with the Augusta-
Richmond County Planning Commission to APPROVE a
petition by Paine College requesting a Special Exception to
bring an existing private school into zoning conformance per
Section 26-1 (b) of the Comprehensive Zoning Ordinance for
Augusta-Richmond County affecting property consisting of
approximately 26 land parcels and known overall as 1235
Fifteenth Street and located on the southwest corner of the
intersection of Laney-Walker Boulevard and Fifteenth Street.
DISTRICT 1 & 2
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:Z-06-108 - A request for concurrence with the Augusta-
Richmond County Planning Commission to APPROVE a
petition by H. Lawson Graham, on behalf of Chuck Pardue,
requesting a Special Exception in a HI (Heavy Industry)
Zone to manufacture bio-diesel fuel per Section 24-2 of the
Comprehensive Zoning Ordinance for Augusta-Richmond
County affecting property containing approximately 2.56
acres and is known under the present numbering system as
4207 Mike Padgett Highway. (Tax Map 200 Parcel 003-01)
DISTRICT 8
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:Z-06-109 – A request for concurrence with the Augusta-
Richmond County Planning Commission to APPROVE a
petition by Collier Construction Co. Inc. requesting a Special
Exception to establish a sales office in Section II , Phase II of
Elderberry Subdivision per Section 8-2 (f) of the
Comprehensive Zoning Ordinance for Augusta-Richmond
County affecting property containing approximately .3 acres
and known under the present numbering system as 4339
Regans Lane. (Tax Map 066-2 part of Parcel 062)
DISTRICT 3
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:Z-06-110 - A request for concurrence with the Augusta-
Richmond County Planning Commission to APPROVE a
petition by Dr. J. Christopher Gibbs, on behalf of Ralph
Buchanan, requesting a change of zoning from Zone P-1
(Professional) to Zone B-1 (Neighborhood Business)
affecting property containing approximately .88 acres and is
known under the present numbering system as 3642 Wheeler
Road. (Tax Map 030 Parcel 070) DISTRICT 3
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Planning Commission
Department:Planning Commission
Caption:Z-06-111 – A request for concurrence with the Augusta-
Richmond County Planning Commission to APPROVE with
the condition that the petitioner/owner shall donate that
portion of the subject property that lies within the 100 year
floodplain to the Augusta-Richmond County Greenspace
program before any development plan is approved; a petition
by Riverbend Custom Homes, on behalf of Janie Davis
requesting a change of zoning from Zone R-1C (One-family
Residential) and Zone R-3B (Multiple-family Residential) to
Zone R-3B affecting property containing approximately 10
acres located on the southeast right-of-way line of Windsor
Spring Road, 450 feet, more or less, northeast of Nordahl
Drive. (Tax Map 131 Parcel 026-2) DISTRICT 6
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Alcohol License Application
Department:License & Inspections
Caption:Motion to approve a request by Muhammad S. Muhammadi
for a retail package Beer & Wine license to be used in
connection with ASNA, Inc. located at 2700 Peach Orchard
Rd. District 2. Super District 9. (Approved by Public
Services Committee October 9, 2006)
Background:This is a new ownership application. Formerly in the name of
J. Abdul Aziz who still owns 10% of the business.
Analysis:The applicant meets the requirements of the Augusta
Richmond County Alcohol Ordinance.
Financial Impact:The applicant will pay a pro - rated fee of $550.00.
Alternatives:
Recommendation:License & Inspections recommends approval. The RCSD
recommends approval.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Alcohol License Application
Department:License & Inspections
Caption:Motion to approve a request by Yong P. Hong for a retail
package Beer & Wine license to be used in connection with
S. S. Hong Enterprises DBA Short Stop located at 2510
Milledgeville Rd. District 2. Super District 9. (Approved by
Public Services Committee October 9, 2006)
Background:This is a new ownership application. Formerly in the name of
Gang Kim
Analysis:The application meets the requirements of the Augusta
Richmond County Alcohol Ordinance.
Financial Impact:The applicant will pay a pro - rated fee of $ 550.00.
Alternatives:
Recommendation:License & Inspections recommends approval. The RCSD
recommends approval.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Alcohol License Application
Department:License & Inspections
Caption:Motion to approve a request from C. H. McTeer for an
extension of time to purchase the retail package Beer & Wine
license to be used in connection McTeer Oil Co located 4150
Windsor Spring Rd. District 6. Super District 10. (Approved
by Public Services Committee October 9, 2006)
Background:This application was approved on June 20, 2006.
Analysis:The applicant met all the requirements of the Augusta
Richmond County Alcohol Ordinance at the time of his
initial approval.
Financial Impact:The applicant will pay a fee of $1100.00
Alternatives:
Recommendation:License & Inspections recommends approval.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Change Order Resolution Extension
Department:Augusta Regional Airport
Caption:Motion to approve Resolution to extend limited authority to
approve change orders. (Approved by Public Services
Committee October 9, 2006)
Background:The City of Augusta through the Augusta Aviation
Commission is building a new airline passenger terminal.
This is a thirty month project, costing $25,000,000.00. Any
change order to this project requires approval of both the
Aviation Commission and the Augusta Commission. The
normal agenda approval process requires approximately 4
weeks.
Analysis:This resolution would extend the Aviation Commission
limited authority to approve change orders only to the New
Terminal Construction Project contract. Under this
resolution, change order approval is limited to $50,000.00
per change order, with a cumulative total per year of
$750,000.00. Change orders of a greater amount would still
require approval of the Augusta Commission. The first
resolution was approved by the Augusta Commission on
October 18, 2005. This agenda item requests an extension of
time for this policy until December 31, 2007 which coincides
with the project completion.
Financial Impact:Under the current approval process, the time required to gain
approval of a change order may cause delays in construction
and could in turn add costs and time to the construction
project.
Alternatives:Deny request.
Recommendation:Approve request.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
A RESOLUTION TO PROVIDE FOR A FIRST EXTENSION OF THE
DELEGATION OF LIMITED AUTHORITY TO THE AUGUSTA
AVIATION COMMISSION TO FINALLY APPROVE AUGUSTA
REGIONAL AIRPORT TERMINAL CONSTRUCTION CONTRACT
CHANGE ORDERS (CONTRACT WITH MCKNIGHT CONSTRUCTION
COMPANY, INC., CONTRACT NO. _______)
Whereas, the Augusta Aviation Commission has been authorized by the Augusta-Richmond
County Commission to “take charge of Bush Field Airport” (now known as Augusta Regional
Airport) and “to take all steps necessary toward constructing, improving and repairing the Airport
now owned and to be owned by Augusta-Richmond County including the construction, alternation
and repair of airport buildings and the removal, lowering, marking and lighting of airport of
obstructions.” See Augusta Code Section 1-3-5; and
Whereas, the Augusta Aviation Commission is expressly authorized to “put into operation
facilities to raise additional revenue in connection with such airport; and such facilities may be
operated by the Augusta Aviation Commission or leased to responsible parties”; and
Whereas, any contract undertaken pursuant to Augusta Code Section 1-3-5 cannot exceed
one (1) year in duration without further approval of the Augusta-Richmond County Commission.
Now therefore, in light of the powers and authority referred to above and the desire of the
Augusta-Richmond County Commission and the Augusta Aviation Commission to decrease the
amount of time necessary to process change orders in the administration of the terminal
construction contract with McKnight, the Augusta-Richmond County Commission hereby grants
and the Augusta Aviation Commission expressly accepts final authority to consider and decide all
change order requests submitted by the contractor on this project provided that a copy of each
request shall be submitted to the Administrator for Augusta-Richmond County and further provided
that any individual change order request shall not propose an increase in the contract price in excess
of $50,000.00 and shall not exceed when considered in light of any previous request(s) the
accumulated value of $750,000.00 during this first extension period commencing October 1, 2006
and ending December 31, 2007.
This delegation of authority shall also include authority to grant extensions of the contract
time.
Under authority of this Resolution when finally adopted by the Augusta Aviation
Commission and the Augusta-Richmond County Commission, all requests for change orders
meeting the criteria set forth herein shall not be submitted to the Augusta-Richmond County
Commission or its Committees.
The Augusta-Richmond County Commission reserves the rights to revoke this Resolution,
with or without cause and at any time; provided however, such revocation shall not take effect until
the Augusta-Richmond County Commission has given the Augusta Aviation Commission or the
Augusta Regional Airport Director’s office thirty (30) days written notice of the revocation of this
delegation of authority, said date to be calculated from the date of mailing or hand delivery by the
Clerk of the Augusta Commission of written notice revoking this delegation of authority.
Adopted this ______ day of ____________, 2006 by:
AUGUSTA AVIATION COMMISSION
BY: _________________________________
AS ITS: ______________________________
ATTEST:
_____________________________
Adopted this ______ day of ____________, 2006 by:
AUGUSTA-RICHMOND COUNTY
COMMISSION
BY: _________________________________
AS ITS: Mayor
ATTEST:
_____________________________
Clerk of Commission
F:\Users\SShepard\STEVE\CITY\Resolution.airport change orders.doc
Commission Meeting Agenda
10/17/2006 2:00 PM
Federal Aviation Administration MOA
Department:Augusta Regional Airport
Caption:Motion to approved Federal Aviation Administration
Memorandum of Agreement regarding no-cost navigational
aids for the Airport. (Approved by Public Services
Committee October 9, 2006)
Background:The airport currently has several leases with the Federal
Aviation Administration (FAA) regarding navigational aids
that are necessary for airport operation. The FAA is
responsible for these NAVAIDS and maintains them at no
cost to the airport. These leases must be reviewed and
updated constantly.
Analysis:In the interest of saving both time and money, the FAA has
decided to use the new format of a Memorandum of
Agreement (MOA) which covers NAVAID facilities
installed by the FAA and contains similar terms and
conditions provided under the existing no-cost land leases.
Financial Impact:This document will only apply to Navigational Aids that are
currently addressed under on-airport, no-cost land leases.
Alternatives:Deny request.
Recommendation:Approve request.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Page 1 of 7
DEPARTMENT OF TRANSPORTATION
FEDERAL AVIATION ADMINISTRATION
MEMORANDUM OF AGREEMENT
Agreement Number DTFASO-07-L-00017
This agreement is made and entered into by AUGUSTA, GEORGIA, a political subdivision of
the State of Georgia, acting through the AUGUSTA AVIATION COMMISSION whose address is
Augusta Regional Airport at Bush Field, 1501 Aviation Way, Augusta, Georgia 30906-9600,
hereinafter referred to as Airport, for itself, its successors and assigns, and the Federal Aviation
Administration, hereinafter referred to as the FAA.
WITNESSETH
WHEREAS, the parties listed above have entered into an agreement providing for the
construction, operation, relocation and maintenance of FAA owned navigation,
communication and weather aids for the support of Air Traffic Operations; and
WHEREAS, the parties consider it desirable to work in cooperation with each other in
the technical installation and operation of air navigational aids; and
WHEREAS, both parties agreed the establishment, operation, and maintenance of
systems for air traffic control, navigation, communication, and weather reporting is in the
primary interest of safety and direct support of the ongoing operation of the Augusta
Regional Airport at Bush Field.
NOW, THEREFORE, the parties mutually agree as follows:
1. TERMS AND CONDITIONS:
It is mutually understood and agreed that the Airport requires FAA navigation aid
facilities in order to operate their business and that the FAA requires navigation,
communication and weather aid facilities at the Airport in order to support Air Traffic
Operations. Thus, in the interest of both parties it is hereby agreed that the Airport will
allow the FAA to construct, operate, relocate and maintain FAA owned navigation,
communication and weather aid facilities in areas on the Airport that have been mutually
determined and agreed upon for the term commencing on October 1, 2006 and
continuing through September 30, 2027. The FAA can terminate this agreement, in
whole or part at any time by giving at least (60) day’s notice in writing. Said notice shall
be sent by certified or registered mail.
Page 2 of 7
(a) Together with a right-of-way for ingress to and egress from the premises; a
right-of-way for establishing and maintaining pole lines or under ground lines for
extending electrical power and/or telecommunications lines to the premises; including a
right-of-way for subsurface power, communication and/or water lines to the premises; all
right-of-ways to be over the area referred to as Augusta Regional Airport at Bush
Field, to be routed reasonably determined to be the most convenient to the FAA and as
not to interfere with Airport operations. The Airport shall have the right to review and
comment on plans covering access and utility rights-of-way under this paragraph.
(b) And the right to grading, conditioning, and installing drainage facilities, and
seeding the soil of the premises, and the removal of all obstructions from the premises
which may constitute a hindrance to the establishment and maintenance of navigational
aid systems. The Airport shall have the right to review and comment on plans covering
work permitted under this paragraph.
(c) And the rights to make alterations, attach fixtures, and erect additions,
structures or signs, in direct support of the Airport. The Airport shall have the right to
review and comment on plans covering work permitted under this paragraph.
(d) And the right to park, without cost, all official and privately owned vehicles
used for the maintenance and operation of the air navigational facilities. Parking shall
be provided adjacent to the navigational aid facility or as near as possible without
interfering with the operation of the Airport.
2. CONSIDERATION:
The FAA shall pay the Airport no monetary consideration, it is mutually agreed that the
rights extended to the FAA herein are in consideration of the obligations assumed by
the FAA in its establishment, operation, relocation and maintenance of navigational aid
facilities upon the premises.
3. PURPOSE:
It is understood and agreed that the use of the herein described premises, known as,
Augusta Regional Airport at Bush Field shall be related to the FAA’s activities in
support of Air Traffic operations.
4. FAA FACILITIES
The FAA facilities covered by this agreement are identified on the most current
approved Airport Layout Plan (ALP) and/or other pertinent drawings that is made part of
this agreement by reference and shown on the attached FAA “List of Facilities”.
Page 3 of 7
5. TITLE TO IMPROVEMENTS:
Title to the improvements constructed for use by the FAA during the life of this
agreement shall be in the name of the FAA.
6. HAZARDOUS SUBSTANCE CONTAMINATION:
The FAA agrees to remediate, at its sole cost, all hazardous substance contamination
on the FAA facility premises that is found to have occurred as a direct result of the
installation, operation, relocation and/or maintenance of the FAA’s facilities covered by
this agreement. The Airport agrees to remediate or have remediated at its sole cost,
any and all other hazardous substance contamination found on the FAA facility
premises. The Airport also agrees to save and hold the U. S. Government harmless for
any and all costs, liabilities and/or claims by third parties that arise out of hazardous
contamination found on the FAA facility premises that are not directly attributable to the
installation, operation and/or maintenance of the facilities on the attached FAA “List of
Facilities.”
7. INTERFERENCE WITH FAA OPERATIONS:
The Airport agrees not to erect or allow to be erected any structure or obstruction of
whatsoever kind or nature within the Airport’s boundaries that may interfere with the
proper operation of the navigational aid facilities installed by the FAA, as it is not in the
best interest of the Airport or the FAA.
8. FUNDING RESPONSIBILITY FOR FAA FACILITIES:
The Airport agrees that any relocation, replacement, or modification of any existing or
future FAA’s navigational aid systems made necessary by Airport improvements or
changes, which interferes with the technical and/or operational characteristics of the
facility, will be at the expense of the Airport, with the exception of any such
improvements or changes which are made at the request of the FAA. In the event such
relocations, replacements, or modifications are necessary due to causes not attributable
to either the Airport or the FAA, funding responsibility shall be determined by mutual
agreement between the parties.
9. ANTI-KICKBACK (OCT-96):
The Anti-Kickback Act of 1986 (41 U.S.C. 51-58) (the Act), prohibits any person from (1)
Providing or attempting to provide or offering to provide any kickback; (2) Soliciting,
accepting, or attempting to accept any kickback; or (3) Including, directly or indirectly,
the amount of any kickback in the contract price charged by a prime Contractor to the
United States Government or in the contract price charged by a subcontractor to a
prime contractor or higher tier subcontractor.
Page 4 of 7
10. COVENANT AGAINST CONTINGENT FEES (AUG-02):
The Lessor warrants that no person or agency has been employed or retained to solicit
or obtain this contract upon an agreement or understanding for a contingent fee, except
a bona fide employee or agency. For breach or violation of this warranty, the
Government shall have the right to annul this contract without liability or, in its
discretion, to deduct from the contract price or consideration, or otherwise recover the
full amount of the contingent fee.
11. OFFICIALS NOT TO BENEFIT (OCT-96):
No member of or delegate to Congress, or resident commissioner, shall be admitted to
any share or part of this contract, or to any benefit arising from it. However, this clause
does not apply to this contract to the extent that this contract is made with a corporation
for the corporation's general benefit.
12. RESTORATION
The FAA shall surrender possession of the premises upon the date of expiration or
termination of this MOA. Before such expiration or termination, the FAA shall, if
necessary, restore the Premises to as good condition as that existing at the time of the
FAA’s initial entry upon the Premises under this MOA or a previous agreement or lease,
except for ordinary wear and tear or damage by natural elements. The FAA may also
elect to offer abandonment of installed real property improvements in lieu of restoration
or some combination of abandonment and restoration as determined by mutual
agreement with the owner, so long as determined by the RECO to be in the best
interests of the Government.
No Implied Obligations:
Any obligation of the FAA under this MOA that requires the expenditure or
obligation of funds is subject to the availability of funds. The FAA shall incur no
liability under the MOA until funds that may be used for that purpose are
appropriated. No provision in this MOA shall be interpreted to require an
expenditure of obligation in violation of the Anti-Deficiency Act, 31 U. S. C. 1341.
13. NOTICES:
All notices/correspondence shall be in writing, reference the Agreement number, and be
addressed as follows:
TO AIRPORT: AUGUSTA AVIATION COMMISSION
1501 AVIATION WAY
AUGUSTA, GA 30906
Page 5 of 7
TO FAA: FEDERAL AVIATION ADMINISTRATION
ATTN: REAL ESTATE, ASO-56
P.O. BOX 20636
ATLANTA, GA 30320
14. PREVIOUS LEASE(S)/AGREEMENT(S)
This agreement supersedes the following Agreements. These Agreements are hereby
terminated.
Lease No. DTFA06-02-L-07230
Lease No. DTFA06-97-L-16987
Lease No. DTFA06-94-L-13357
Lease No. DTFA06-00-L-20338
Lease No. DTFA06-00-L-20253
Lease No. DTFA06-94-L-13195
Lease No. DTFA06-99-L-20101
Lease No. DTFA06-91-L-11799
Lease No. DTFA06-93-L-12635
Lease No. DTFA06-96-L-16035
Lease No. DTFA06-03-L-00403
15. CONCURRENCES:
The Airport and the FAA hereby agree to the provisions outlined in this agreement as
indicated by the signatures herein below of their duly authorized representative (s).
This agreement is effective upon the date of signature by the last party thereof.
AUGUSTA, GA, A POLITICAL SUBDIVISION OF THE STATE OF GEORGIA,
_____________________________ _______________________ ___________________
(Signature) (Official Title) (Date)
___________________________ _____________________ _________________
(Signature & Seal) (Printed Name) (Commission Expires)
AUGUSTA AVIATION COMMISSION
_____________________________ _______________________ ___________________
(Signature) (Official Title) (Date)
Page 6 of 7
___________________________ _____________________ _________________
(Signature & Seal) Printed Name (Commission Expires)
UNITED STATES OF AMERICA,
FEDERAL AVIATION ADMINISTRATION
_____________________________ Manager, Real Estate Branch __________________
Ima J. LaMar (Official Title) (Date)
Page 7 of 7
List of Facilities
MEMORANDUM OF AGREEMENT
DTFASO-06-L-00017
Augusta Regional Airport at Bush Field
Number
Facility
R/W
Number
GSA
Control
Number
Comments
1 MALSR 17
This MALSR is a replacement for the
previously existing MALSR covered
under Lease No. DTFA06-00-L-20338
2 SAWS 13504
Previously Covered Under Lease No.
DTFA06-02-L-07230
3 LLWAS #1 13338
Previously Covered Under Lease No.
DTFA06-97-L-16987
4 MALSR 35 13421
Previously Covered Under Lease No.
DTFA06-94-L-13357
5 MALSR 17
Previously Covered Under Lease No.
DTFA06-00-L-20338
6 LOC 35 13213
Previously Covered Under Lease No.
DTFA06-00-L-20338
8 GS 17 13028
Previously Covered Under Lease No.
DTFA06-94-L-13195
9 RVR (RO) 35
Previously Covered Under Lease No.
DTFA06-94-L-13195
10 ALS 35 13019
Previously Covered Under Lease No.
DTFA06-99-L-20101
11 ASR 13025
Previously Covered Under Lease No.
DTFA06-91-L-11799
12 OM 17 13029
Previously Covered Under Lease No.
DTFA06-93-L-12635
Commission Meeting Agenda
10/17/2006 2:00 PM
Fleming Tennis Center Expansion
Department:Tom F. Beck, Director of Recreation and Parks Department
Caption:Motion to approve a professional services contract for
engineering services for the preparation of a site master plan
and consulting engineering services for the design of four (4)
additional tennis courts at Fleming Tennis Center to Johnson,
Laschober & Associates in the amount of $19,725.00. (See
attached JLA Fee Proposal) (Approved by Public Services
Committee October 9, 2006)
Background:The Augusta Commission approved funding in SPLOST
Phase V for funding for improvements to Fleming Tennis
Center for $125,000. In addition the MACH Academy was
approved for funding in the amount of $100,000, SPLOST
Phase V for Fleming Tennis Center.
Analysis:The biggest need at Fleming Tennis Center is for the addition
of outdoor courts. Also, the development of a professional
site master plan would be advised to provide the City and
MACH Academy with a strategic planning tool that can
provide valuable assistance in seeking grants and other funds
for further development of this facility. This partnership has
been fully endorsed by the MACH Academy which directs
the Recreation and Parks Department to take the lead in this
phase of developmennt. (See attached letter from MACH
Academy)
Financial Impact:JLA is the engineers of record on the latest renovations done
at Fleming Tennis Cenetr as part of the approved projects
identified in Phase IV SPLOST. Budget: $125,000 SPLOST
V Recreation available 2007 $100,000 SPLOST V MACH
Academy available 2006 Fee Proposal: Site Master Plan:
$4,500 Design Services: $15,225 (8.7% of estimated
construction budget of $175,000) TOTAL FEE
RECOMMENDED: $19,725.00
Alternatives:1. To Approve 2. Move no action thus delaying the needed
design services in order to proceed with the construction of
four additional courts.
Recommendation:1. To Approve
Funds are
Available in the
Following
Accounts:
SPLOST Phase V
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
C:\Program Files\Neevia.Com\Document Converter\temp\Agenda.PDFConvert.3037.dot
Johnson, Laschober & Associates, PC Telephone: 706-724-5756
1296 Broad Street Fax: 706-724-3955
PO Box 2103 Web Site: www.jla-engineers.com
Augusta, GA 30903 Email: jla@jla-engineers.com
C:\Program Files\Neevia.Com\Document Converter\temp\Agenda.PDFConvert.3037.dot
E N G I N E E R S E N G I N E E R S E N G I N E E R S E N G I N E E R S ♦♦♦♦ D E S I G N E R S D E S I G N E R S D E S I G N E R S D E S I G N E R S ♦♦♦♦ C O N S U L T A N T S C O N S U L T A N T S C O N S U L T A N T S C O N S U L T A N T S ♦♦♦♦ L A N D S C A P E A R C H I T E C T S L A N D S C A P E A R C H I T E C T S L A N D S C A P E A R C H I T E C T S L A N D S C A P E A R C H I T E C T S
FEE PROPOSAL
PROPOSAL #: 183 DATE: 8/25/06
TO: Ron Houck SENT BY: PHONE [ ]
Augusta Recreation and Parks FAX 706-796-4099
2027 Lumpkin Road, Augusta, GA 30916-5605 EMAIL [ ]
RE: Fleming Tennis Center Expansion
BY: Darren R. Prickett, RLA
TIME FRAME: Not Discussed
FEE: $19,725.00 Lump Sum
SCOPE OF SERVICES:
Task Outline:
A. Preparation of a Site Master Plan
1. Develop base plan of site existing conditions.
2. Develop one (1) preliminary layout showing future indoor tennis facility, existing
building expansions, additional outdoor tennis courts, vehicular circulation
improvements, additional parking and miscellaneous facility improvements.
3. Develop one (1) front elevation of indoor tennis facility.
4. Present to Owner for review and comment.
5. Finalize Site Master Plan based on review comments.
6. Deliver color rendering and a digital copy on CD to Owner.
Lump Sum Fee - $4,500.00
B. Consulting Engineering Services including preliminary design, final design, permitting, bidding
and construction administration services associated with the construction of four (4) new
outdoor tennis courts. Fee is based on a construction budget of $175,000.
Lump Sum Fee - $15,225.00 (Fee is based on 8.7% of the estimated construction budget
of $175,000)
Not Included in Fee:
A. Topographic survey work
B. Soil borings, wetland delineation, soil testing and other miscellaneous testing
C. Permit fees
D. Printing costs
Please return a signed copy of this proposal, a purchase order, or a contract before work commences. This
proposal will be considered in effect if work commences without a signed copy being received by JLA.
ACCEPTED BY:
__________________________________________________________
[Signature] [Date]
Mentoring Academics Computers Healthy Recreation
mparks37@comcast.net http://www.machacademy.com
4360 Quail Creek Road 6 Martinez, Georgia 6 30907
(706) 796-5046
August 9, 2006
Mr. Tom Beck
Director
Augusta Recreation and Parks Department
2027 Lumpkin Road
Augusta, Georgia 30906
Dear Mr. Beck:
MACH Academy, Inc. is appreciative of the support you continue to provide for the
organization’s programs and services delivered at the Fleming Tennis Center on Chester
Avenue in South Augusta. The purpose of this letter is to notify you that after careful
review and discussion, the Board of Directors for MACH Academy would like to
authorize the Augusta Recreation and Parks Department to take the lead in utilizing the
2005 SPLOST funding of $100,000 awarded to MACH Academy along with the
$125,000 awarded to the Augusta Recreation and Parks Department for the addition of
four new outdoor tennis courts at the Fleming Tennis Center. The four additional outdoor
tennis courts will ensure completion of phase one of the expansion projects projected for
the Fleming Tennis Center. The remaining funding after completion of the additional four
outdoor courts will be applied toward phase two of the Fleming Tennis Center’s
expansion project.
The Board of Directors are aware of the Augusta Recreation and Parks Department’s
expertise and knowledge in handling contracts and city/county work and for this and
other reasons, we are confident that the project will be completed professionally and
within the agreed upon budget and requirements.
Should you have questions or need more information, please contact me (706) 796-5046
or mparks37@comcast.net.
Betty Jones
Executive Director
cc: Michael D. Harden, President
Mentoring Academics Computers Healthy Recreation
mparks37@comcast.net http://www.machacademy.com
4360 Quail Creek Road 6 Martinez, Georgia 6 30907
(706) 796-5046
Commission Meeting Agenda
10/17/2006 2:00 PM
Modular Playsystems/Equipment
Department:Tom Beck, Director of Recreation and Parks
Caption:Motion to approve RFP #06-129, award of various modular
playsystems/equipment to Hasley Recreation for $103,600
and to Dominca Recreation Products for $38,600. (Approved
by Public Services Committee October 9, 2006)
Background:The Recreation and Parks Department had a need to upgrade,
replace and/or add various pieces of playground equipment
to our park system in order to provide safe and quality
playgrounds for our patrons to enjoy as part of their quality
of life experience.
Analysis:RFP bid packages were sent to nine (9) vendors. Five (5)
firms responded with proposals that met all of the City of
Augusta's bidding requirements. A four member panel
consisting of two staff, the City Safety Officer and a local
architect evaluated each vendors equipment for each park site
requested. Based upon criteria developed, the firms were
scored accordingly as to aesthic value, play value, durability,
quality of installation and on-site park visits to each park to
examine existing conditions prior to submitting a proposal.
(Please refer to the attachment which shows the evluation
results and the recommended vendor for each park.
Financial Impact:The attachment indicates what funding source would be used
for the award of each playsystem/equipment requested.
Based upon the evaluations, Hasley Recreation and Design is
being recommended to receive an award for $103,600,
SPLOST funding $63,600 and CDBG funding $40,000. As
for Dominica Recreation Products, we are recommending an
award of $38,6000, SPLOST funding $8,600 and CDBG
funding $30,000.
Alternatives:1. To Approve 2. Move no action
Recommendation:1. To Approve
Funds are
Available in the
Following
Accounts:
Funds are available from SPLOST IV and V, and from
CDBG funds. (Please refer to attachment).
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Vendor Original Five (5) Copies
BYO Swingset, 11210*
Phillipsland Blvd E., Jacksonville,
FL 32252-0312 X X
Hasley Recreation & Design, P.
O Box 936, Greensboro, GA
30642 X X
Safeplay Systems, 4452 Winifred
Drive, Marietta, GA 30066
Playworld, Inc., Southern
Playgrounds, P. O. Box 4681,
Marietta, GA 30061 X X
Bliss Products and Service, Inc.,
152 Grant Valley Road, Easley,
SC 29640 X X
Recreation Creations Swarts &
Associates P O Box 110206
Naples, FL 34108
Contract Connection Inc., 504 S,
52nd Street., Jacksonville Beach,
FL 32250-6620 X X
Dominica Recreation Products,
Inc., 175 West Pine Avenue,
Longwood, FLA 32752-0700 X X
Hunter Knepshield, 10 Hunter's
Trail, La Grange, KY 40031*X X
* Non-compliant for DBE info
RFP Item #06-129
Equipment
Recreation and Parks
RFP Due: Friday, May 19, 2006 @ 11:00 a.m.
Request for Proposal
RFP’s will be received at this office until 11:00 a.m. Friday, May 19, 2006
RFP Item #06-129 Design, Delivery and Installation of Modular Play Systems/Play Equipment
For Augusta Recreation and Parks
RFP’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30911
706-821-2422
RFP documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605,
Augusta, GA 30911. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement
Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-
2811 or by mail. The last day for questions is Wednesday, May 3, 2006 by 4:00 p.m. No RFP will be accepted by fax, all
must be received by mail or hand delivered.
It is the wish of the Owner that minority businesses are given the opportunity to BID on the various parts of the work. This
desire on the part of the Owner is not intended to restrict or limit competitive bidding or to increase the cost of the work. The
Owner supports a healthy free market system that seeks to include responsible businesses and provide ample opportunity for
business growth and development.
No RFP may be withdrawn for a period of 60 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including financial statements and
references and such other attachments that may be required by the bid invitation are material conditions of the RFP. Any
package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that
he/she has been improperly disqualified from bidding due to an incomplete RFP submission shall have the right to appeal to the
appropriate committee of the Augusta commission. Please mark RFP number on the outside of the envelope.
Bidders are cautioned that sequestration of RFP documents through any source other than the office of the Procurement
Department is not advisable. Acquisition of RFP documents from unauthorized sources placed the bidder at the risk of
receiving incomplete or inaccurate information upon which to base his qualifications.
Augusta has a Link Deposit program designed to provide loans to eligible local Small, Minority and Women Owned
Businesses. For more information about this program contact the Office of the Disadvantage Business Enterprise at
706-821-2406.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle April 6, 13, 20, 27, 2006
Metro Courier April 12, 2006
cc: Tameka Allen Interim Deputy Administrator
Tom Beck Recreation and Parks
Ron Houck Recreation and Parks
Yvonne Gentry DBE Coordinator
FAX TRANSMISSION
AUGUSTA-RICHMOND COUNTY CONSOLIDATED GOVERNMENT
530 Greene Street - Room 605
Augusta, Georgia 30911
706 821-2422
Fax: 706 821-2811
To:
Metro Courier
Date: April 4, 2006
Fax #:
706 722-7104
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR RFP ITEM: #06-129
COMMENTS:
Please print the above RFP Item(s) on the following dates:
April 12, 2006
REQUISITION #57098B
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Member Name City of Augusta, GA
Bid Number RFP-06-129-0-2006/PJM
Bid Name Design, Delivery and Installation of Modular Play Systems/Play
Equipment
Supplier Name City State Phone Fax
B.Y.O. Playground Jacksonville FL 9042689140 9042689161
BYO Playground Jacksonville FL 9042689410 9042689161
Child Safe Products Riviera Beach FL 8007300064 5618812360
Community Products LLC Chester NY 8007774244 8003365948
Construction Journal, Ltd. Stuart FL 8007855165 8005817204
Contract Connection Jacksonville Beach FL 9042495353 9042498177
McGraw-Hill Construction Dodge Fort Myers FL 2399392525 2399392331
Mega Fitness Melbourne FL 8009252772 3216749914
Modern Business Systems Inc. Augusta GA 7067248700 7067244654
No Fault Sport Group Baton Rouge LA 2252157760 2252913821
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Evaluation Results for RFP-#06-129
Delivery/Installation of Modular Play Systems/Equipment
Park Hasley
Recreation
Dominica
Products
Contract
Connection
Playworld
Inc.
Bliss
Products
Department
Recommendation
Brookfield SPLOST IV
$35,000
Hasley
Raw Score 390 246 310 232 262
Average % 97.5 61.5 77.5 58 65.5
Warren
Road
SPLOST IV
$16,000
Hasley
Raw Score 377 337 300 292 238
Average % 94.25 84.25 75 73 59.5
Lock &
Dam
SPLOST V
$30,000
Hasley
(HOLD)
Raw Score 390 344 333 333 149
Average % 97.5 86 83.25 83.25 37.25
May SPLOST V
$30,000
Hasley
(HOLD)
Raw Score 354 350 316 304 168
Average% 88.5 87.5 79 76 42
McDuffie CDBG
$30,000
Dominica
Raw Score 370 350 301 328 153
Average % 92.5 87.5 75.25 82 38.25
W T
Johnson
SPLOST V
$2,100
Dominica
Raw Score 390 377 0 203 238
Average % 97.5 94.25 0 50.75 59.5
Apple
Valley
CDBG
$40,000
Hasley
Raw Score 376 354 308 304 128
Average % 94 88.5 77 76 32
Ward SPLOST IV
$3,600
Hasley
Raw Score 400 80 0 343 348
Average % 100 20 0 85.75 87
Jamestown SPLOST V
$2,500
Hasley
Raw Score 359 246 0 342 133
Average % 89.75 61.5 0 85.5 33.25
M M Scott SPLOST V
$6,500
Dominica
Raw Score 379 361 0 178 83
Average % 94.75 90.25 0 44.5 20.75
Elliott SPLOST IV
$6,500
Hasley
Raw Sore 400 395 47 44.5 67
Average % 100 98.75 47 44.5 67
Evaluation team consisted of Ron Houck and Ed Howerton, Recreation Staff; Roger Davis, Davis
Design Group (Landscape Architect); and Chester Willis, City of Augusta Safety Officer.
TOTAL RECOMMENDED AWARD
Hasley - $103,600 SPLOST - $63,600 CDBG - $40,000
Dominica - $38,600 SPLOST - $8,600 CDBG - $30,000
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-4206 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Geri Sams
Director, Procurement Department
Tom Beck
Director, Recreation and Parks Department
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Bid Item Bid Item Bid Item Bid Item ####06060606----129 129 129 129 –––– Modular PlaySystems/Equipment Modular PlaySystems/Equipment Modular PlaySystems/Equipment Modular PlaySystems/Equipment
((((DomincaDomincaDomincaDominca Recreation) Recreation) Recreation) Recreation)
DATE: August 29, 2006
This memo is to transmit the review and concurrence of the recommended DBE
Utilization goal of zero (0%) for the above referenced project. The procurement
opportunities are direct purchases from manufactures sales representative with no sub-
contracting or second tier opportunities. The goal-setting methodology considered the
following factors based on good faith efforts of the contractor:
• The project’s total estimated cost is $$$$38,60038,60038,60038,600.
• There is 0% value of the scope of work where minority/women minority/women minority/women minority/women
businesses businesses businesses businesses availability exists.
• There is 0% value of the scope of work where small businesses small businesses small businesses small businesses
availability exists.
• There is 0% value of the scope where local businesses local businesses local businesses local businesses availability
exists.
The contractor must prepare their proposed DBE Utilization Form submittal based on
the total dollar value of their base bid. No further adjustments should be made.
The above recommendation is based on information provided at the time of review.
If you have any questions, please feel free to contact me at (706) 821-2406.
YG:glw
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-4206 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Geri Sams
Director, Procurement Department
Tom Beck
Director, Recreation and Parks Department
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Bid Item Bid Item Bid Item Bid Item ####06060606----129 129 129 129 –––– Modular PlaySystems/Equipment Modular PlaySystems/Equipment Modular PlaySystems/Equipment Modular PlaySystems/Equipment
(Hasley Recreation)(Hasley Recreation)(Hasley Recreation)(Hasley Recreation)
DATE: September 28, 2006
This memo is to transmit the review and concurrence of the recommended DBE
Utilization goal of zero (0%) for the above referenced project. The procurement
opportunities are direct purchases from manufactures sales representative with no sub-
contracting or second tier opportunities. The goal-setting methodology considered the
following factors based on good faith efforts of the contractor:
• The project’s total estimated cost is $$$$103103103103,600,600,600,600.
• There is 0% value of the scope of work where minority/women minority/women minority/women minority/women
businesses businesses businesses businesses availability exists.
• There is 0% value of the scope of work where small businesses small businesses small businesses small businesses
availability exists.
• There is 0% value of the scope where local businesses local businesses local businesses local businesses availability
exists.
The contractor must prepare their proposed DBE Utilization Form submittal based on
the total dollar value of their base bid. No further adjustments should be made.
The above recommendation is based on information provided at the time of review.
If you have any questions, please feel free to contact me at (706) 821-2406.
YG:glw
Commission Meeting Agenda
10/17/2006 2:00 PM
Amendment to the 2006 HOME contract with Promise Land CDC
Department:Housing & Economic Development Department
Caption:Motion to approve an amendment to the 2006 HOME
Program Contract with Promise Land Community
Development Corporation (PLCDC) and to allow for
reimbursement of the cost of the purchase of three properties
located at 2920 Rasha Drive, 3708 Andover Court and 2425
Mansion Court. (Approved by Administrative Services
Committee October 9, 2006)
Background:PLCDC was awarded $200,000 in 2006 HOME Program
funds to purchase seven homes for rehabilitation and resale
to HOME program eligible low and moderate-income
homebuyers. The contract wa sapproved by the Augusta
Commission on May 16, 2006. PLCDC requests that the
language in Paragraph B (1) of Article I of the contract be
amended. The proposed amendment to Article I Scope of
Services would enable PLCDC to be reimbursed for all
properties purchased after the date of the amendment, as long
as the environmental review and feasibility (to rehabilitate)
are completed prior to PLCDC requesting reimbursement
(see attachment). The current language in the contract
restricts reimbursement to those properties purchased after
the environmental review and feasibility review are
completed.
Analysis:The contract amendment would enable PLCDC to be
reimbursed for all properties purchased after the date of the
amendment, regardless of whether or not the environmental
and feasibility reviews are completed prior to purchase. The
project also helps increase the number of affordable single-
family residences available for purchase by low and
moderate-income households.
Financial Impact:
This item involves the amendment of existing grant funds.
No new funds are required
Alternatives:None recommended
Recommendation:Approve, as proposed, an amendment to the 2006 HOME
Program Contract with Promise Land Community
Development Corporation.
Funds are
Available in the
Following
Accounts:
2006 Year HOME Program Funds
REVIEWED AND APPROVED BY:
Clerk of Commission
FIRST AMENDMENT
To
AGREEMENT BETWEEN
AUGUSTA, GEORGIA
&
PROMISE LAND COMMUNITY DEVELOPMENT CORPORATION
For
2006 HOME INVESTMENT PARTNERSHIPS PROGRAM
This First Amendment to the agreement executed by and between the PARTIES on May
16, 2006, is made and entered into on the day of 2006, by and between
AUGUSTA, GEORGIA, (hereinafter referred to as “AUGUSTA”) and PROMISE LAND
COMMUNITY DEVELOPMENT CORPORATION (hereinafter referred to as “PLCDC”).
WHEREAS, AUGUSTA desires to amend the original agreement to allow PLCDC to
effectively administer its HOME Investment Partnerships Program;
WHEREAS, PLCDC has determined that this amendment is in its best interest and has
agreed to the said amendment;
WHEREAS, AUGUSTA has changed the name of its Housing and Economic
Development Department (HED) to Augusta Housing and Community Development Department
(AHCD) and desires to amend this agreement to reflect the name change;
NOW THERFORE, in exchange for their mutual good and valuable consideration, the
receipt and sufficiency of which each PARTY acknowledges, and intending to be legally bound,
AUGUSTA and PLCDC agree to amend said agreement as follows:
(1)
“Housing and Economic Development Department shall be stricken throughout
the entire agreement and shall be replaced with Augusta Housing and Community
Development Department (AHCD). ‘HED’ shall also be stricken throughout the
entire agreement and shall be replaced with AHCD.”
First Amendment to the 2006 Home Investment Partnerships Program Agreement
Between Augusta, Georgia and Promise Land Community Development Corporation
Page 2 of 3
(2)
Paragraph (B1) of Article I shall be stricken in its entirety and shall be replaced with the
following language:
“1. Acquisition of Homes for Rehabilitation
An amount not to exceed $200,000 shall be expended by PLCDC to support
the acquisition of seven homes to be rehabilitated or reconstructed and made
available for purchase or rental by households eligible to participate in the
Home Investment Partnerships Program. Funds will also be used to pay for
permit and fees.
Property addresses will be submitted to AHCD prior to reimbursement.
Environmental clearance and feasibility must be completed, and the project
approved by AHCD, prior to reimbursing PLCDC for the purchase of the
homes. PLCDC hereby agrees to release and hold harmless Augusta, Georgia,
the Augusta-Richmond County Commission, and their agents and employees
for the costs, damages, harms or losses arising out of, related to, or as a
consequence of PLCDC acquiring any home that does not receive an
environmental clearance and/or a feasibility approval by AHCD.”
Except for the modifications made by this Amendment, the terms and conditions of the
Original Agreement shall remain in full force and effect.
SIGNATURES APPEAR ON THE FOLLOWING PAGE
First Amendment to the 2006 Home Investment Partnerships Program Agreement
Between Augusta, Georgia and Promise Land Community Development Corporation
Page 3 of 3
IN WITNESS WHEREOF, the parties have set their hands and seals as of the date first
written above.
ATTEST:
SEAL
AUGUSTA, GEORGIA
(Grantee)
By:
David S. Copenhaver
(As its Mayor)
Lena J. Bonner
(Clerk of Commission)
ATTEST:
SEAL
PROMISE LAND
COMMUNITY DEVELOPMENT
CORPORATION
(Sub-Recipient)
By:
(As its President)
(As its Corporate Secretary)
(Witness)
Commission Meeting Agenda
10/17/2006 2:00 PM
ANIC Dyess Park Subdivision
Department:Clerk of Commission
Caption:Motion to approve a request from Augusta Neighborhood
Improvement Corporation for approval of professional
services for the engineering of the Dyess Park Subdivision
for infrastructure, water, sewer, curb, gutter, drainage, alley,
new street and land acquisition.(Approved by Administrative
Services Committee October 9, 2006)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Comments on Reprogramming of CDBG Funds
Department:Housing & Community Development Department
Caption:Motion to approve staff recommendations on citizens'
comments concerning the August 1, 2006 reprogramming of
funds. (Approved by Administrative Services Committee
October 9, 2006)
Background:
On August 1, 2006, the Commission approved the
reprogramming of the following funds: FROM: • Code
Enforcement $137,665.93 • Utility Connection Project
$150,895.00 • Fair Housing $ 24,906.32 • Economic
Development Loan Fund $141,751.86 • Bethlehem
Neighborhood Revitalization $ 68,000.00 • Able Disabled,
Inc. $ 7,000.00 • Catholic Social Services $ 10,000.00
TOTAL $540,219.11 TO: •East Boundary Road and
Drainage Improvements $300,219.11 •ARC Recreation
Department (3 vans for Meals-on-Wheels Program) $
90,000.00 •ARC Recreation Department - For Acquisition of
property for Carrie Mays Park parking $100,000.00 •ARC
Recreation Department - For Acquisition of property for use
for Doughty Park parking $ 30,000.00 •ARC Recreation
Department - For improvements to Henry Brigham kitchen
(equipment) $ 20,000.00 TOTAL $540,219.11 In compliance
with the U.S. Department of Housing and Urban
Development regulatory requirements, and the City’s
Citizen’s Participation Policy, any amendments to the
Consolidated Plan constituting a “substantial change” must
be presented to the public for a 30-day comment period. A
“substantial change” is defined as a change that affects the
purpose, scope, location, beneficiaries, administrator of an
activity, or the transfer of $50,000 or more from any activity
identified in the Consolidated Plan. A notice to the public
was published in the Augusta Chronicle August 8, 2006 and
the Metro Courier, August 9, 2006. The deadline for public
comments was September 7, 2006. As a result of the public
notice publication, we received two (2) comments on the
reprogramming of funds from the Bethlehem project which
are outlined below: Comment #1: Beulah Grove Community
Resource Center, Inc. 1446 Lee Beard Way, Augusta,
Georgia Agency requests that the $68,000 remain for use for
projects in the Bethlehem area for the following projects: 1.
Lamar Medical Center Clinic, formerly 30901 Clinic – for
operational costs 2. Additional funds for the Resource Center
parking lot and installation of handicapped accessible doors.
Comment #2: New Bethlehem Community Center 1336
Conklin Avenue, Augusta, Georgia Agency requests that the
$68,000 remain in the Bethlehem area for playground
equipment for the New Bethlehem Community Center.
Background on Bethlehem Neighborhood Revitalization
Project: On July 5, 2005, the Commission approved
$125,000 for the development of mixed-income communities
in the Bethlehem neighborhood. Funds were targeted
specifically for housing development and pre-development
activities (surveys and studies, third-party consultant
contracts, land acquisition, housing construction). Since that
time, the project has been inactive due to the lack of a plan
for the project and limited funds to carry out the proposed
activities. Therefore, to facilitate the expenditure of CDBG
funds, staff recommended the reprogramming of $68,000
from the project leaving a balance of $57,000: Original
Project Budget $125,000 Reprogrammed 8/1/06 $ 68,000
Balance $ 57,000
Analysis:The purpose for reprogramming the funds on August 1, 2006
was to take funds from slow moving projects and distribute
to projects that could readily facilitate the expenditure of
CDBG funds by November 1, 2006. The listing of projects
that Staff recommended will achieve this goal.
Financial Impact:The $540,219.11 in CDBG funds are just being redistributed
to different projects. There is no increase nor decrease in
funds from HUD.
Alternatives:1) Accept comments as information and allow the
reprogrammed funds to remain as approved. 2) Accept
comments as information and reprogram the balance of funds
($57,000) to: • New Bethlehem Community Center for
playground equipment
Recommendation:Accept comments as information and allow the
reprogrammed funds to remain as approved and reprogram
the balance of funds, $57,000 to New Bethlehem Community
Center.
Funds are
Available in the
Following
Accounts:
Bethlehem Neighborhood Revitalization - $57,000
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
~s
'If,!!
..,' ...l~ . f.! J -=::J
, "\ ,'i,\
>...u.. fj
;iJ~ 'f5:1 ?~~ l\
.,
','
,",,' , , "
"I,,'""J '
"p, , :," " ,,' "H",: II II
'I' ", '",. 'wI AUt; ;;" ;j 20a6 L.J
1446 Lee Beard Way
Augusta, GA -3090 1
706- 722-4999 706;.
722-6353 (fax)
n,. <;:"'Tn n"",;" P",,*n.. Tp'jln rjl IIl'IwjlV FXP.~l1tivp. f)irp.~t()r
August 21,2006
'Mr. Paul D~Camp
'Interim Director
Augusta Hqusing anci Economic Development
925 Laney Walker Blvd
. Floor 2
Augusta, GA30901
Letter of Interest (Reprogramming funds-CDBG)
Funds: Bethlehem Neighborhood Revitalization
Re:
Dear Mr. DeCamp:
This letter comes in reference to funding that was rewarded to the Bethlehem
Neighborhood Revitalization. in the amount of$68,OOO. We are in receipt of your most
. recent correspondence located in the Augusta Chronicle. We seek to receive this funding
for several reasons: .
1. We are. located in the Bethlehem District and the funding can be used to build
. capacitywithitrthe LamarMedicalCenter t{) continue providing quality services
to the residents of the Bethlehem area.
2. Our organization is in dire need of the parking lot as well as the power actuated
doors and equipment.
We are. reques~ing the assistance of Augusta Housing and Economic Development
through reprogrammablefunding. If there is any reprogrammable funding available we
would appreciate consideration in order to build capacity and complete the parking lot and
power actuated doors.
Thank you in advance for collsi,
Sincerely,
Jean SM. Ca{[away
Jean M. Callaway
~
fi;~ d~
Beulah grove
Cornn lilni tv
Resource -
0Cenler
~
.this request. dering
~ ~
NEW BETHLEHEM COMMUNITY
Office (706) 722-0086 Fax (706) 722-0083
August 28, 2006
Ms. Rosa White Neighborhood Development Manager
:Augusta using and Neighborhood Development Ho
925 Laney-Walker Boulevard
Augusta~ GA 30901
White: Dear Ms.
As a spokesperson for the Bethlehem Community and President of the New
Bethlehem Community Center (NBCC) board I wish to appeal the transfer of
funds from use within the Bethlehem Community to other possible uses. The
public announcement in the Augusta Chronicle has identified the possibility
of $68,000 being transferred.
Bethlehem Community needs a social hub for its residents. The NBCC is
striving to become that hub. One element that will clearly identify NBCC as
"the place.to be" will be an outdoor activities center. In the Spring NBCC
began looking at the possibility of providing an activities center for the
Bethlehem Community. There is none in the area.
Some of the ideas for a outdoor activities center included:
An improved playground for children
Covered and lighted basketball courts Picnic
area
Open space for soccer and similar activities
.
.
.
.
.
.
.
Up-to-date pavilion
Gardens
Drinking fountains
NBCC requests that the city-county authority defer the transfer of Bethlehem
Community funds in order to give NBCC an opportunity to explain its plans for
the area starting with playground equipment for small ~
children. ~
~
CENTER ~
1 P. O. Box 3029
Augusta, GA 30914
This children's playground, to be developed within 30 days, will be the first
phase of the master plan.
Please, before relocating these dollars away from a very needy Bethlehem
Community, letNBCCexplam how it proposes to use this money. We are
convinced that these funds can be. wisely spent to provide the Bethlehem
Community with a beautiful and useful outdoor activity center.
Sincerely,
IJtlt Q'~~'
William S. Atki:
President, NBC
/
Commission Meeting Agenda
10/17/2006 2:00 PM
Petition for Reduced Early Retirement of Ms. Brenda Hadden
Department:Human Resources
Caption:Motion to approve Reduced Early Retirement of Ms. Brenda
Hadden under the 1977 Pension Plan. (Approved by
Administrative Services Committee October 9, 2006)
Background:Normal retirement under the 1977 Pension Plan is the first
day of the month following his/her 65th birthday or attaining
62 yrs. of age and completing 25 years of credited service.
The monthly benefit is 1% of the participants average
earnings multiplied by his/ her years of credited service. The
1977 Pension Plan allows you to retire as early as age 50
after completing 15 years of service. The early retirement
benefit is 5/12% for each month by which the retirement date
of the participant precedes his normal retirement date.
Analysis:Ms. Brenda Hadden (age 57) is currently a Secretary with the
District Attorney’s Office. Ms. Hadden was hired on
October14, 1991. Ms. Hadden meets the requirements for an
early retirement under the 1977 Plan. Her proposed
retirement date is October 31, 2006. The early retirement
benefit payable to Ms. Hadden is $205 per month (Life
Only).
Financial Impact:Funds are available in the 1977 Pension Plan. Employee has
contributed 4% of her salary towards her retirement since
October14, 1991.
Alternatives:Do not approve the early retirement of Ms. Brenda Hadden
under the 1977 Pension Plan.
Recommendation:Approve the early retirement of Ms. Brenda Hadden under
the 1977 Pension Plan.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Reprogramming of HOME Funds for St. Stephens Ministry
Department:Housing & Community Development Department
Caption:Motion to approve the reprogramming of $8,500.00 in FY
2004 HOPWA funds for a Drop-in Resource Center to be
operated by St. Stephens Ministry. (Approved by
Administrative Services Committee October 9, 2006)
Background:St. Stephens Ministry has identified a need to assist low
income individuals and families who are infected and
affected by HIV/ AIDS. To address this need, St. Stephens
Ministry would like to increase their social service program
to include a Drop In Center. This will make it possible to
continue to provide information and referral services to the
community.
Analysis:Reprogramming of these funds will allow St. Stephens to
offer addditinal services to clients and help spend HOPWA
funds leftover from another project.
Financial Impact:This item involves the reprogramming of existing grant funds
that were not utilized by the Aiken Housing Authority. No
new funds are required.
Alternatives:None recommended
Recommendation:Approve the reprogramming of $8,500.00 in FY 2004
HOPWA funds for a Drop-in Resource Center operated by
St. Stephens Ministry
Funds are
Available in the
Following
Accounts:
2004 HOPWA Program
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
July 13,2006
1. GENERAL INFORMATION
A. of Organization: Name
Address:
Tax ID#:
2. Contact:
3. Phone:
4. Organization Purpose:
S1. Stephen's Ministry provides transitional housing for the homeless and those
that are at risk of becoming homeless that are infected and living with HIV/AIDS.
Residents are allowed to reside at S1. Stephen's Ministry for up to twenty four
months during which.time they are required to attend AA/NA meetings, have
individual and group counseling provided by a Certifu~d Addictions Counselor,
perform cOlnmunity service and abide by the rules set forth by S1. Stephen's
Ministry. St. Stephen's Ministry main purpose is to provide support, security and
stability for the residents while instilling positive living and coping skills. S1.
Stephen's Ministry works closely with residents in order to enhance their housing
permanency and regularity of daily life, to increase the quality oflife,health and
well being, and to assist in matching residents with appropriate community
resources.
Brief history of organization and its role in the community: 5.
St. Stephen's Ministry was founded in1991 by a concerned, dedicated group ot
parishioners of St. Alban's Episcopal Church who banded together to provide for
both housing and psychosocial needs of Stephen, a young man who succumbed to
AIDS. Individllalswith avariety of talents in counseling, healthcare, social work, as
well as construction pooled together their talents to administer two group homes
that provided support for seven people with AIDS. In 1994, St. Stephen's
P.O. Box 2044 . Augusta, Georgia 30903 . (706) 722-7092 . Fax (706) 261-4411 . E-mail: ststephenshouse@knology.net
ST. STEPHEN'S MINISTRY
Letter of Inquiry
St. Stephen's Ministry of Augusta, Inc.
924 Greene Street, Augusta, GA 30901
58-1994437
Hope Campbell
706- 722- 7092
Board of Directors established the goal of bringing residents to one centralized
facility in which St. Stephen's House was opened. S1. Stephen's House can
accommodate up to 12 residents at a time in our transitiononalliving program
which is staffed 24 hours/356 days a year. Our Community Cupboard is opened 4
days a week.
The mission of St. Stephen's is to facilitate independence, dignity, and well being
through safe, affordable, and appropriate housing to persons living with
HIV / AIDS and the affected persons in their lives.
In 2005, St. Stephen's Ministry provided:
. transitional housing to 19 individuals
. 94% males/6% females; 99% blackll % white
. 4 residents transitioned from our program and returned to independent
living versus 1 in 2004.
. Provided short term rental and utility assistance to 23 individuals through
our HOPW A grant.
. Filled 156 prescriptions for 78 infected individuals through our
Emergency Medication Assistance Program utilizing funds through our
Ryan White grant.
. Our on site Community Cupboard (food pantry) provided 3,727 infected
individuals and their families with food through our United Way funding.
. Our agency provided approximate
infected with HIV/AIDS,
. We provided information and referrals from phone calls received to over
700 individuals.
REQUEST
We take pleasure in requesting support for St. Stephen's Ministry
organizational improvements, which will increase our social service programs
and develop a 500 square foot Drop In Resource Center for low income and
families infected with or affected by HIV / AIDS in
H.
homeless individuals and the
CSRA.
The Center will be a safe, welcoming and friendly environment for people
living with HIV/AIDS to drop in for coffee, social activities, health promotions
workshops, cooking demonstrations, and access to written materials pertaining
to HIV/AIDS and the community. As well, it will be a location where they can
access resources and get information and referrals to other services in the
community that may be more specific in meeting their needs. Our Drop In
Resource Center will be a place for socializing without discriminating, relaxing
without judgment and providing and receiving mutual support in times of need.
We take please in requesting support in the amount of $8,500.00.
~ ~
uals ly 400 bus tickets to individ
~
Projected Project Expenses
General Office Supplies $400.00 (Disposables, paper, staplers,
paperclips, pens, etc.)
Office Furnishings $2,600.00 (Desks, chairs, chair mats,
lamps, wastebaskets, clocks, etc.)
Office Equipment $5,000.00 (Computers, monitors, printers, fax
machine, etc.)
General Cleaning/Disinfecting Supplies
(First Aid kit, gloves, bleach, sanitizers, air
handles, mop heads, etc.)
Projected total
~
$500.00
fresheners, mop bucket, mop
$8,500.00
Commission Meeting Agenda
10/17/2006 2:00 PM
Southside Community Outreach Amendment
Department:Housing & Community Development Department
Caption:Motion to approve the recommend amendment to Southside
Community Outreach 2005 Community Development Block
Grant (CDBG) Agreement. (Approved by Administrative
Services Committee October 9, 2006)
Background:On July 25, 2005, the Commission awarded a $10,000
CDBG grant to Southside Community Outreach, Inc. The
funds were to be used for: Agreement Budget: Teacher
Stipends $ 8,000 Program Supplies/Materials $ 2,000 Total
Grant $10,000 The agency is requesting that the agreement
be amended to include a budget line item for rent in the
amount of $1,251.55. If approved, the revised budget would
be as outlined below: Line item: Original Budget Change
New budget Teacher Stipends $ 8,000 - $331.50 $ 7,668.50
Program Supplies/Materials $ 2,000 - $920.05 $ 1,079.95
Rent to Church 0.00 +$1,251.55 $ 1,251.55 Total $10,000
$10,000.00
Analysis:The agreement will reflect a decrease in funds for the line
items designated for teacherstipends & programs supplies to
allow for the payment of $1,251.55 for rent to the church.
Financial Impact:This action will not increase nor decrease the grant award of
$10,000/
Alternatives:None recommended.
Recommendation:Approve Amendment to Southside Community Outreach,
Inc. as Recommended by Staff
Funds are
Available in the Southside Community Outreach CDBG Project #03064 -
Following
Accounts:
$10,000
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
AGREEMENT'AMENDMENT REQUEST
Subrecipient: SouthsideCommunitv Outreach Program
TO BE COMPLETED BY AGENCY:
1. Type of Revision (check below):
x Budget Amendment 0 Performance Measures 0 Duration of Agreement
2. Explain Need for Amending Agreement:
The Southside Community Outreach Program operates an after school tutorial program to teach
skills to students in grades 2-12 that will enhance arid motivate learning techniques that will
enable the students to progress and to do critical thinking. As we operate our tutorial program,
there isa need for an administrative staff, outside security personnel, inside monitor, maintenance
personnel, accountant, building rent, and telephone service. We are asking that the agreement be
amended to include the aforementioned needs that were not included in the agreement.
3. For Budget Amendments, provide a Specific and Detailed Explanation for the Budget
Amendment. Genetic and Broad Statements will not be accepted.
The budget amendment is requested because funds were expended on items that were not
covered in the agreement.
~/~~
Commission Meeting Agenda
10/17/2006 2:00 PM
Purchase of Services for JAIBG Grant
Department:Juvenile Court
Caption:Approval of Purchase of Services Grant for juvenile
offenders.
Background:The Council of Juvenile Court Judges has been awarding this
grant under the Juvenile Accountability Incentive Block
Grant (JAIBG) Program since 1979. This grant allows the
Juvenile Court to provide community service supervision,
counseling (Individual and group), educational materials and
restitution to victims of juveniles who are eligible to
participate in the program.
Analysis:These services have been very beneficial to the community in
providing opportunities for juveniles to help pay back the
community and victims who have been violated. Juveniles
and their families have also benefited through the counseling
programs to help them make better choices and not penetrate
further into a life of criminal activity.
Financial Impact:This grant is reimbursed to Augusta-Richmond County at
100% through the Council. Hundreds of dollars are saved
annually due to community service projects which might
otherwise be budgeted for cleaning park areas, etc. in the
County. Money is also saved from the costs of counseling
and other treatment programs which might otherwise be
funded from county funds.
Alternatives:The alternative would be to fund these projects through
County funds. Many of the benefits gained to juveniles
paying back to the community would not be realized if we
did not utilize this grant. It is a win-win situation for the
Juvenile Court and Augusta-Richmond County.
Recommendation:I recommend Augusta-Richmond County accept this grant
award of $5,000.00 since it will be reimbursed at 100%
through the Council of Juvenile Court Judges and will benefit
many of our at-risk youth in the area.
Funds are
Available in the
Following
Accounts:
No additional funding is needed.
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Abatement of taxes
Department:Recreation and Parks - Tom F. Beck, Jr. Director
Caption:Motion to approve the abatement of property taxes for 1929
Walton Way - Augusta Boxing Club headquarters.
(Approved by Finance Committee October 9, 2006)
Background:The Augusta Boxing Club has leased the referenced property
since 1995 from JLO Group, Inc. at no charge for it's training
facility and headquarters. The Augusta Commission has
waived property taxes on this property since every year the
lease has been in effect.
Analysis:The gererous donation by JLO Group, Inc. to lease this
property and building for use by the Boxing Club at no
charge has saved the city over $100,000 in lease payments
over the past 11 years and has allowed the club to provide
valuable services to hundreds of youth in our community and
be recognized as one of the premier boxing programs in the
nation.
Financial Impact:The abatement of property taxes for 2006 would total
$2,672.62.
Alternatives:1. To deny 2. To approve
Recommendation:#2 - to approve
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Asphalt Recycler
Department:Finance Department - Fleet Management, Ron Crowden,
Fleet Manager
Caption:Motion to approve the purchase of one asphalt recycler for
the Public Services – Maintenance Division from Asphalt
Zipper, Inc., of Pleasant Grove, Utah, for $85,450.00
(Lowest Bid offer for bid 06-165). (Approved by Finance
Committee October 9, 2006)
Background:The Augusta Public Services Department-Maintenance
Division requests the acquisition of 1 new asphalt
repair/recycler machine. Currently, the most abundant
damage to existing road ways is failed (broken) asphalt due
to extreme load pressure, weather, wear and tear. This
condition accelerates with water seepage through the failed
asphalt into the base material below. Once that happens, the
damaged area grows until affects a large section of the
roadway. The only remedy is to replace the damaged section
of roadway. Currently, in order to repair this type of damage,
a large work crew and heavy equipment is required. The
asphalt on the failed section of the road must be removed by
heavy construction equipment, loaded into trucks and taken
to a dumping area. A new base has to be laid down and the
section of the road re-asphalted. The “zipper” is mounted
onto a front end loader and grinds the existing asphalt on the
bad section of the road mixing it with the base. This actually
allows for better compaction of the base material. This
provides a 50 to 70% cost avoidance/savings by not having
to purchase new base material. It also saves in labor and
equipment operating costs associated with removing the old
asphalt.
Analysis:Fleet Management submitted a request for bids through the
Procurement Department utilizing the Demand Star
electronic bid system which offers nationwide bid coverage.
The Procurement Department received quotes back from
only one (1) vendor, Asphalt Zipper, Inc., of Pleasant Grove,
Utah, submitted the lowest and only bid for $85,450.00.
(Procurement Tab sheet attached)
Financial Impact:The unit will be purchased for $85,450.00. Funding for the
procurement of this equipment will through Sales Tax.
Alternatives:1.Approve the award to the lowest bidder, Asphalt Zipper,
Inc., of Pleasant Grove, Utah 2.Do not approve the request.
Recommendation:Approve the acquisition of one asphalt recycler for the Public
Services – Maintenance Division from Asphalt Zipper, Inc.,
of Pleasant Grove, Utah, for $85,450.00 (Lowest Bid offer
for bid 06-165).
Funds are
Available in the
Following
Accounts:
324-04-1110.54-21120 // 201-82-4010.54-21120
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
ASPHALT RECYCLER MACHINE
Bid 06-165 Asphalt Zipper
Incorporated
Year 2006
Make Asphalt Zipper
Model AZ 480HB
Delivery 30 ARO
Bid Price $82,950.00
8.00 Optional Items
8.01 Transport Trailer Included
8.02 48" Fine Cutter Head $2,500.00
TOTAL BID PRICE $85,450.00
PUBLIC SERVICES - MAINTENANCE-S/T -BID OPENING SEPTEMBER 20, 2006 @ 11:00
Commission Meeting Agenda
10/17/2006 2:00 PM
Indirect Cost Study CY 2005
Department:Finance Department - Donna Williams, Interim Director
Caption:Motion to approve Indirect Cost Allocation Study CY 2005
to be done by KPMG. (Approved by Finance Committee
October 9, 2006)
Background:The Georgia General Assembly House Bill 491 mandates
Indirect Cost Studies be performed for local governments
with expenditures totaling $10 million or more. This study
provides the basis of the budget for the allocation of costs to
all funds receiving services from the General Fund. KPMG is
one of two companies that perform this service. As KPMG
performed this service last year, we were highly satisfied
with their work ethic and performance.
Analysis:Since KPMG computed the allocations for Augusta last year,
we enjoy some efficiency in that the groundwork for the
study is in place and only changes to the system and updated
financial information need to be collected and entered.
KPMG will prepare the A-87 Central Service Cost
Allocation Plan and a Full Cost Central Service Cost
Allocation Plan. The plans will utilize FY 2005 actual
audited costs, and will be prepared in accordance with
Federal Circular A-87, Cost Principles for State and Local
Governments. The plans will be compliant with the recently
revised A-87 regulations governing cost allocation plans. The
Full Cost Plan will contain administrative costs, which are
not allowable under Circular A-87.
Financial Impact:$20,500 Budgeted in the Finance Department FY 2006
Budget for this report.
Alternatives:None. This report, mandated by House Bill 491, passed in
1997 and is effective for fiscal year ending in 2005.
Recommendation:Approve KPMG to update the Cost Allocation Plan.
Funds are
Available in the
Following
Accounts:
101015120 5211110
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Request for additional funds for advertising and legal fees for levies
Department:Tax Commissioner's Office - North Williamson, Chief
Deputy Tax Commissioner
Caption:Motion to approve a request for funds to support advertising
and legal fees for sheriff's levies. (Approved by Finance
Committee October 9, 2006)
Background:This office has to pay for the advertising and legal fees of all
properties taken to sheriff's levy sale up front, before the sale
takes place. This money is recovered at the time the property
is sold. Money for these fees has to be available for the levy
program to continue.
Analysis:
Financial Impact:Requesting $15,000.00 - this money should be returned to
this same account, after the sale of the property once the
money is collected from the purchaser. It is turned over to the
city and put back into the general fund. If this money was
replaced from where it was taken, there would be no
financial impact as it would pay for itself.
Alternatives:Suspend levy program.
Recommendation:Approve money to continue levy program and initiate an
alternative replacement policy.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Abandonment - Curran Street to JWS Properties Investments, LLC (“JWS”).
Department:County Attorney - Stephen E. Shepard, Attorney
Caption:Motion to abandon alley off of Curran Street to JWS
Properties Investments, LLC (“JWS”). (Approved by
Engineering Services Committee subject to the Attorney
presentation of maps)
Background:JWS is the current owner of all of the properties surrounding
the alley located off of Curran Street consists of 0.08 acres,
as shown on the attached plat. This alley has not been used
for access by vehicles in many years and is overgrown with
trees and vegetation. JWS desires the abandonment of this
property so that it may use it in conjunction with its adjoining
property.
Analysis:Because a single owner owns all of the adjacent property,
there is no concern that abandonment will block egress or
access to any property owner.
Financial Impact:An appraisal valued the property’s market value to be $1500.
Alternatives:Either approve or deny the motion to abandon the alley off of
Curran Street.
Recommendation:Approve the motion to abandon the alley off of Curran Street
Funds are
Available in the
Following
Accounts:
JWS to pay.
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Approve a proposal from Johnson Laschober and Associates, Inc. for the engineering design of
the Butler Interceptor Upgrade - West.
Department:Utilities
Caption:Motion to approve a proposal from Johnson Laschober and
Associates, Inc. for the engineering design of the Butler
Interceptor Upgrade - West at a cost of $295,000. (Approved
by Engineering Services Committee October 9, 2006)
Background:The existing Butler Interceptor between Dean’s Bridge Road
and Gordon Highway is currently undersized for the flow
anticipated as west Augusta continues to develop. The
Utilities Department recently completed a project to increase
the line size of a portion of the Butler Interceptor while other
construction projects are underway to expand the sewer
service area towards the western boundary. Upgrades are
needed in the existing sewer system as the customer service
base continues to expand.
Analysis:Accepting this proposal will allow for the design of the
Butler Interceptor Upgrade – West Project that will remove
the existing undersized western section of the Butler
Interceptor from operation. Johnson Laschober and
Associates is a local firm with an established history with the
Augusta Utilities Department.
Financial Impact:Johnson Laschober and Associates, Inc. has proposed a fee of
$295,000 to perform this work. These funds are available
from the 2004 Bond Issue, under account number
511043420/5212115-80360106/5212115.
Alternatives:None recommended.
Recommendation:
Approve the proposal from Johnson Laschober and
Associates, Inc. for the engineering design of the Butler
Interceptor Upgrade - West at a cost of $295,000.
Funds are
Available in the
Following
Accounts:
511043420/5212115-80360106/5212115.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
A-1 REVISION DATE: March 2006
ATTACHMENT B – COMPENSATION – FEE PROPOSAL
PROPOSAL #: 042 DATE: 5/22/06
TO: Mr. Wes Byne, Assistant Director BY: PHONE (706) 312-4149
Engineering and Construction FAX (706) 312-4133
Augusta Utilities Dept. EMAIL wbyne@augustaga.gov
Augusta, GA
RE: Project No.: 60106; Project: Butler Creek Interceptor Upgrade – West
SUBMITTED BY: Richard J. Laschober, P.E., Project Manager
PARTICULARS:
I. Project Scope (See Attachment A-Scope of Services with Drawings P-1):
A. PROJECT DESCRIPTION: Butler Creek Interceptor Upgrade – West;
PROJECT NO.: 60106
The project involves the upgrade of an approximate 20,500-foot segment of the existing
Butler Creek Interceptor beginning on the south side of Drayton, on the downstream end,
and ending on the north side of Gordon Highway (US HWY 78/278). The upgrades will
connect to the existing 30-inch diameter interceptor sewer at each end.
Upgrades will involve the following beginning at the downstream end of the project and
commencing upstream:
1. Upgrade of approximately 6,600 feet of existing 15-inch interceptor and 5,800
feet of existing 18-inch interceptor beginning south of Drayton Drive on the
downstream end of the project and ending at the discharge of the existing
force mains. (Note: The exact nature of this upgrade – total replacement with
30-inch DIP replacement or a combination of new force main and gravity
sewer (existing and/or new) will be defined as determined in the Study Phase
of the engineering services);
2. Upgrade of the existing lift station and existing 600-foot segment of parallel 6-
inch and 10-inch force main; and
3. Upgrade of approximately 7,500-feet of 18-inch gravity interceptor with 30-
inch diameter ductile iron pipe beginning at the existing lift station to a point
of tie-in with the 30-inch interceptor sewer located on the north side of
Gordon Highway (US HWY 78/278) at the end of project.
B. DESIGN OBJECTIVES: Implement interceptor upgrades as recommended in previous CITY
studies to eliminate an approximate 20,500-foot segment of hydraulically deficient pipe.
A-2 REVISION DATE: March 2006
The proposed engineering services will be accomplished in two phases as follows:
1. Study Phase - The Study Phase that will develop and evaluate at least two
viable options to upgrade the lower 12,400-foot segment interceptor and make
recommendations for the method of upgrade beginning at the upstream
extent of existing 30-inch diameter interceptor sewer located immediately
south of Drayton Drive and ending at the discharge of the multiple force
mains.
2. Design Phase - The Design Phase Services involves design to implement
upgrade recommendations from the Study Phase and previous studies to the
existing interceptor sewer including upgrading the existing sanitary lift
station.
C. DESIGN CONDITIONS:
1. The CITY will provide the CONSULTANT with projected flow data as is available from
previous studies for design input necessary for the following:
a. Project sanitary flow data from present to end of design period to
include minimum and peak flows tributary to the existing lift station.
The design flow data shall include anticipated sanitary flow from the
City of Grovetown. This information will be used as the design basis
for the lift station upgrade and the development and evaluation of
alternatives during the study phase.
b. Projected sanitary flow data for the design period for the area tributary
to the lower 12,400-foot segment of interceptor excluding the sanitary
flow tributary to the existing lift station. This information will be used
to during the study phase in the development and evaluation of
alternatives.
c. Projected sanitary flow data for the design period for all upstream
areas tributary to the connection to the existing 30” interceptor sewer
located immediately south of Drayton Drive.
2. The CITY will provide the CONSULTANT with available GPS data on the existing
Butler Creek Interceptor within the project area.
3. Proposed Additional Services: Proposed Additional Services: The proposed
environmental service covers impacts that will only require a USACE Nationwide
Permit. If additional impacts are proposed such that the impacts to jurisdictional
waters exceed the maximum requirements of the Nationwide Permit for either USACE
or GA EPD, an individual permit may be required and additional services may be
necessary to complete the individual permit application package. If additional services
are required for an individual permit, the CONSULTANT will notify the CITY
regarding additional fees necessary before proceeding further.
A-3 REVISION DATE: March 2006
II. Basic Professional Services and Compensation:
A. Study Phase – Lump Sum .........................................................................................................$30,000
B. Design Phase:
1. Perform field survey for approximately 20,500 LF.
2. Prepare bid documents (constructions drawings and specifications for
approximately 20,500 LF of interceptor upgrade. Provide between one (1) and
two (2) separate bid tabulations per available funding as determined in later
phases of design.
3. Provide necessary approvals and/or permitting related to GA DOT utility
encroachments, wetlands, GA EPD, GAR 1000002, etc.
4. Provide bid and construction phase services for the initial phase which may
represent all or a portion of the 20,500 LF of interceptor upgrade.
5. Total Fee Engineering Fee - Lump Sum ......................................................................$225,000
C. Total Basic Professional Services and Compensation – Lump Sum .................................$255,000
III. Additional Services:
A. Wetlands and Permitting (by QORE Property Sciences): Work to be performed on a time and
expense basis not to exceed.......................................................................................................$10,000
B. Soil Borings (By QORE Property Sciences): Work to be performed for a Lump Sum of ..$ 9,000
C. Easements (By George L. Godman & Associates, P.C.)
1. Research and prepare up to 98 easement plats for permanent and/or
temporary (construction) easements.
2. Work to be performed on a time and expense basis not to exceed .........................$ 21,000
D. Total Additional Service..........................................................................................................$ 40,000
IV. Total Fee for Basic Professional Services and Additional Services .............................................$295,000
V. Listing of Key Personnel (See appended Attachment C)
VI. Schedule for Performance (See appended Attachment D)
AGENDA.PDFCONVERT.3126.DOC PAGE 1 OF 2
To: Johnson Laschober & Associates
Attn: Richard Laschober
P.O. Box 2103
Augusta, GA 30903
Re: RFQ #05-087
Qualified Engineering Firms on 2004 Bond Issue Projects
From: Geri Sams
Date: February 17, 2006
Project Number: 60106
Project Name: Butler Creek Interceptor Upgrade - West
The Augusta Program Management Team has completed a review of your Statement of
Qualifications submitted in response to RFQ #05-087 issued March 7, 2005 and received April
12, 2005. Based upon a series of criteria involving your preferences, capabilities, past
performance with the Augusta Utilities Department, and the Program needs, your firm has
been selected to complete the engineering design for the Butler Creek Interceptor Upgrade -
West. Included within this memorandum is the preliminary project scope. A meeting will be
set up by the Program Management Team to discuss the project your firm has been assigned
and clarify expectations of the program. Tentatively, these meetings will be scheduled to begin
in late February. Following preparation of your proposal a second meeting will be arranged to
begin contract negotiations. The Augusta Utilities Department looks forward to working with
you on this project. We request that any correspondence regarding this particular project
includes the above noted project number and name.
Preliminary Project Scope
• Design a pipeline to replace the western section of the Butler Creek Trunk Line. Refer to the
attached location figure for a general overview of the project area. One option for the
proposed project is a gravity sewer that will consist of approximately 20,500 feet of 30-inch
diameter ductile iron pipe that will begin where the previous upgrade project ended. Other
options for this project can be discussed at the initial scoping meeting alluded to below.
AGENDA.PDFCONVERT.3126.DOC PAGE 2 OF 2
During the first meeting be prepared to discuss the cost of route analysis, surveying, easement
plat preparation, design standards, bid package preparation, bid phase support, construction
phase support and optional services during construction/resident observation for this project.
Should you have any questions prior to the first meeting please contact the Augusta Program
Management Office at 706-303-2426 or submit questions to the Program Manager at
larry.scott@ch2m.com.
Sincerely,
Geri Sams
Director Procurement
COPIES: Max Hicks/Utilities Dept. Director
Wes Byne/Utilities Dept. Assistant Director
Clifford Goins/Utilities Dept. Assistant Director
Allen Saxon/Utilities Dept. Assistant Director
Russell Thies/Utilities Dept. Assistant Director
Larry Scott/Program Manager
Bob Davis/Program Construction Manager
James Rush/Program Project Engineer
Vendor Original
Five
Copies Vendor Original
Five
Copies
EMC Engineering Yes Yes Cheatham, Fletcher, Scott & Sears
Black & Veatch Yes Yes Lowe & Associates
Prad Group Yes Yes Nicholas Dickinson & Assoc
MacTec Engineering & Consulting Yes Yes The Woodhurst Partnership
Jordan Jones & Goulding Yes Yes URS Greiner Woodward Clyde
Gannett Fleming Yes Yes The LPA Group
Stantec Consulting Yes Yes KBJ Architects, Inc.
Arcadis Yes Yes Phillips & Jordan, Inc.
W. R. Toole Engineering, Inc. Yes Yes Goldie & Associates, Inc.
HDR Yes Yes H. Lawson Graham
James G. Swift & Associates Yes Yes Kimley-Horn & Assoc
Cranston, Robertson & Whitehurst Yes Yes QK4
W. K. Dickson Yes Yes R. W. Armstrong & Assoc
Johnson, Laschober & Assoc Yes Yes Scott Godefroy & Assoc
Stevenson & Palmer Yes Yes Stevens & Wilkinson
Williams-Russell & Johnson Yes Yes T3 Design Associates, Inc.
Zimmerman, Evans & Leopold Yes Yes Hobbs, Upchurch & Assoc.
RTW Yes Yes Grice & Associates
Environmental Services Group Yes Yes Pharr Engineering
B & E Jackson Yes Yes Heath & Lineback Engineers
Malcolm Pirnie Gresham Smith & partners
Southern Partners USInfrastructure, Inc.
Montgomery, Watson, Harza Volkert & Associates
Greenhorne & O'Mara Rochester & Associates
Clark Patterson Virgo Gambill Architects
Camp Dresser & McKee Parson Engineering
PM & A Consulting
RFQ #05-087 Qualified Engineering Firms on 2004 Bond Issue Projects
Augusta Utilities
RFQ Due: Tuesday, April 12, 2005 @ 3:00 p.m.
Request for Qualifications
RFQ’s will be received at this office until 3:00 p.m., Tuesday, April 12, 2005
RFQ #05-087 Qualified Engineering Firms on 2004 Bond Issue Projects for Augusta Utilities
RFQ’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30911
706-821-2422
RFQ documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street
– Room 605, Augusta, GA 30911.
All questions must be submitted in writing to the office of the Procurement Department by fax at 706-821-
2811 or by mail. No RFQ will be accepted by fax, all must be received by mail or hand delivered.
Bidders are cautioned that sequestration of documents through any other source is not advisable. Acquisition
of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate
information upon which to base his qualifications.
It is the wish of the Owner that minority businesses are given the opportunity to submit on the various parts of
the work. This desire on the part of the Owner is not intended to restrict or limit competitive bidding or to
increase the cost of the work. The Owner supports a healthy free market system that seeks to include
responsible businesses and provide ample opportunity for business growth and development.
No RFQ may be withdrawn for a period of 60 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including financial
statements and references and such other attachments that may be required by the Request of Qualification are
material conditions of the package. Any package found incomplete or submitted late shall be rejected by the
Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from
bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the
Augusta Commission. Please mark RFQ number on the outside of the envelope.
Bidders are cautioned that sequestration of RFQ documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Augusta has a Link Deposit program designed to provide loans to eligible local Small, Minority and Women
Owned Businesses. For more information about this program contact the Human Resources Department at
706-821-2303.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 10, 17, 24, 31, 2005
Augusta Focus March 17, 2005
cc: Tameka Allen Interim Deputy Administrator
Yvonne Gentry DBE Coordinator
Max Hicks Utilities Department
Jim Rush CH2M Hill
FAX TRANSMISSION
AUGUSTA-RICHMOND COUNTY CONSOLIDATED GOVERNMENT
530 Greene Street - Room 605
Augusta, Georgia 30911
706 821-2422
Fax: 706 821-2811
To:
Southeastern Newspaper
Date: March 3, 2005
Fax #:
706 823-3588
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR RFQ ITEM: #05-087
COMMENTS:
Please print the above RFQ Item(s) on the following dates:
March 10, 17, 24, 31, 2005
REQUISITION #47297A
Please send an affidavit of publication.
FAX TRANSMISSION
AUGUSTA-RICHMOND COUNTY CONSOLIDATED GOVERNMENT
530 Greene Street - Room 605
Augusta, Georgia 30911
706 821-2422
Fax: 706 821-2811
To:
Augusta Focus
Date: March 3, 2005
Fax #:
706 724-8432
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR RFQ ITEM: #05-087
COMMENTS:
Please print the above RFQ Item(s) on the following dates:
March 17, 2005
REQUISITION #47297B
Please send an affidavit of publication.
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-4206 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Geri Sams
Director, Procurement Department
Max Hicks
Director, Utilities Department
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
BBBButler Creek Inteutler Creek Inteutler Creek Inteutler Creek Interceptor Upgrade rceptor Upgrade rceptor Upgrade rceptor Upgrade ---- West West West West
DATE: September 22, 2006
This memo is to transmit the review and concurrence of the recommended DBE
Utilization goal of zero (0%) for the above referenced project. The goal-setting
methodology considered the following factors based on good faith efforts of the
contractor:
• The project’s total estimated cost is $$$$295,000295,000295,000295,000.
• There is 0% value of the scope of work where minority/women minority/women minority/women minority/women
businesses businesses businesses businesses availability exists.
• There is 0% value of the scope of work where small businesses small businesses small businesses small businesses
availability exists.
• There is 100% value of the scope where local businesses local businesses local businesses local businesses availability
exists.
The contractor must prepare their proposed DBE Utilization Form submittal based on
the total dollar value of their base bid. No further adjustments should be made.
The above recommendation is based on information provided at the time of review.
If you have any questions, please feel free to contact me at (706) 821-2406.
YG:glw
Commission Meeting Agenda
10/17/2006 2:00 PM
Approve a proposal from Stevenson and Palmer Engineering, Inc. for the engineering design of
the Main Interceptor Upgrade Phase 2.
Department:Utilities
Caption:Motion to approve a proposal from Stevenson and Palmer
Engineering, Inc. for the engineering design of the Main
Interceptor Upgrade Phase 2 at a cost of $530,789.
(Approved by Engineering Services Committee October 9,
2006)
Background:The existing Main Interceptor Sanitary Sewer is a 50 year old
reinforced concrete pipe that runs from Walton Way in
downtown Augusta to the James B. Messerly Water Pollution
Control Plant (WPCP) on Doug Barnard Parkway. The
existing pipe is undersized and beginning to deteriorate is
several locations. Phase 1 of the Main Interceptor Upgrade is
currently advertised for construction and will replace the
existing pipe from Laney Walker Boulevard to Dan Bowles
Road. Phase 2 of the Main Interceptor Upgrade will replace
the existing pipe from Dan Bowles Road to the James B.
Messerly WPCP.
Analysis:Accepting this proposal will allow for the design of Phase 2
of the Main Interceptor Upgrade Project that will remove the
existing aging and undersized Main Interceptor from
operation. Stevenson and Palmer Engineering is a local firm
with an established history with the Augusta Utilities
Department. Stevenson and Palmer Engineering also
proposes to utilize 11% local DBE participation on this
project as well.
Financial Impact:Stevenson and Palmer Engineering, Inc. has proposed a fee
of $530,789 to perform this work. These funds are available
from the 2004 Bond Issue, under account number
511043420/5212115-80300007/5212115.
Alternatives:None recommended.
Recommendation:Approve the proposal from Stevenson and Palmer
Engineering, Inc. for the engineering design of the Main
Interceptor Upgrade Phase 2 at a cost of $530,789.
Funds are
Available in the
Following
Accounts:
511043420/5212115-80300007/5212115.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Main Interceptor Upgrade Phase II
Preliminary Opinion of Probably Cost
Key Description Quantity Unit Unit Price Total
1 72" Sanitary Sewer 5335 LF $530 $2,827,550
2 84" Sanitary Sewer 8535 LF $721 $6,153,735
3 Jack and Bore (add) 300 LF $500 $150,000
4 Manholes 35 EA $13,000 $455,000
5 Special Structures 3 EA $20,000 $60,000
6 Pavement 1 LS $100,000 $100,000
7 Miscellaneous Construction 1 LS $1,719,485 $1,719,485
8 Contingency 20.00% $2,293,154
$13,758,924
9 Engineering 3.31% $530,789
$14,289,713
Subtotal
Preliminary Opinion of Probably Cost
06 09 13 00007 Probable Cost.xls
AGENDA.PDFCONVERT.3129.DOC PAGE 1 OF 2
To: Stevenson & Palmer Engineering, Inc.
Attn: Tom Wiedmeier
Suite 400, 360 Bay Street
Augusta, GA 30901
Re: RFQ #05-087
Qualified Engineering Firms on 2004 Bond Issue Projects
From: Geri Sams
Date: February 17, 2006
Project Number: 00007
Project Name: Main Interceptor Upgrade Phase II
The Augusta Program Management Team has completed a review of your Statement of
Qualifications submitted in response to RFQ #05-087 issued March 7, 2005 and received April
12, 2005. Based upon a series of criteria involving your preferences, capabilities, past
performance with the Augusta Utilities Department, and the Program needs, your firm has
been selected to complete the engineering design for the Main Interceptor Upgrade Phase II.
Included within this memorandum is the preliminary project scope. A meeting will be set up
by the Program Management Team to discuss the project your firm has been assigned and
clarify expectations of the program. Tentatively, these meetings will be scheduled to begin in
late February. Following preparation of your proposal a second meeting will be arranged to
begin contract negotiations. The Augusta Utilities Department looks forward to working with
you on this project. We request that any correspondence regarding this particular project
includes the above noted project number and name.
Preliminary Project Scope
• Design a pipeline to replace the lower section of the Main Interceptor in Augusta, Georgia.
Refer to the attached location figure for a general overview of the project area. The project
should extend from the James B. Messerly WPCP to Dan Bowles Road where it should tie
into the current project to upgrade the upstream section of the Main Interceptor.
AGENDA.PDFCONVERT.3129.DOC PAGE 2 OF 2
During the first meeting be prepared to discuss the cost of route analysis, surveying, easement
plat preparation, design standards, bid package preparation, bid phase support, construction
phase support and optional services during construction/resident observation for this project.
Should you have any questions prior to the first meeting please contact the Augusta Program
Management Office at 706-303-2426 or submit questions to the Program Manager at
larry.scott@ch2m.com.
Sincerely,
Geri Sams
Director Procurement
COPIES: Max Hicks/Utilities Dept. Director
Wes Byne/Utilities Dept. Assistant Director
Clifford Goins/Utilities Dept. Assistant Director
Allen Saxon/Utilities Dept. Assistant Director
Russell Thies/Utilities Dept. Assistant Director
Larry Scott/Program Manager
Bob Davis/Program Construction Manager
James Rush/Program Project Engineer
Vendor Original
Five
Copies Vendor Original
Five
Copies
EMC Engineering Yes Yes Cheatham, Fletcher, Scott & Sears
Black & Veatch Yes Yes Lowe & Associates
Prad Group Yes Yes Nicholas Dickinson & Assoc
MacTec Engineering & Consulting Yes Yes The Woodhurst Partnership
Jordan Jones & Goulding Yes Yes URS Greiner Woodward Clyde
Gannett Fleming Yes Yes The LPA Group
Stantec Consulting Yes Yes KBJ Architects, Inc.
Arcadis Yes Yes Phillips & Jordan, Inc.
W. R. Toole Engineering, Inc. Yes Yes Goldie & Associates, Inc.
HDR Yes Yes H. Lawson Graham
James G. Swift & Associates Yes Yes Kimley-Horn & Assoc
Cranston, Robertson & Whitehurst Yes Yes QK4
W. K. Dickson Yes Yes R. W. Armstrong & Assoc
Johnson, Laschober & Assoc Yes Yes Scott Godefroy & Assoc
Stevenson & Palmer Yes Yes Stevens & Wilkinson
Williams-Russell & Johnson Yes Yes T3 Design Associates, Inc.
Zimmerman, Evans & Leopold Yes Yes Hobbs, Upchurch & Assoc.
RTW Yes Yes Grice & Associates
Environmental Services Group Yes Yes Pharr Engineering
B & E Jackson Yes Yes Heath & Lineback Engineers
Malcolm Pirnie Gresham Smith & partners
Southern Partners USInfrastructure, Inc.
Montgomery, Watson, Harza Volkert & Associates
Greenhorne & O'Mara Rochester & Associates
Clark Patterson Virgo Gambill Architects
Camp Dresser & McKee Parson Engineering
PM & A Consulting
RFQ #05-087 Qualified Engineering Firms on 2004 Bond Issue Projects
Augusta Utilities
RFQ Due: Tuesday, April 12, 2005 @ 3:00 p.m.
Request for Qualifications
RFQ’s will be received at this office until 3:00 p.m., Tuesday, April 12, 2005
RFQ #05-087 Qualified Engineering Firms on 2004 Bond Issue Projects for Augusta Utilities
RFQ’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30911
706-821-2422
RFQ documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street
– Room 605, Augusta, GA 30911.
All questions must be submitted in writing to the office of the Procurement Department by fax at 706-821-
2811 or by mail. No RFQ will be accepted by fax, all must be received by mail or hand delivered.
Bidders are cautioned that sequestration of documents through any other source is not advisable. Acquisition
of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate
information upon which to base his qualifications.
It is the wish of the Owner that minority businesses are given the opportunity to submit on the various parts of
the work. This desire on the part of the Owner is not intended to restrict or limit competitive bidding or to
increase the cost of the work. The Owner supports a healthy free market system that seeks to include
responsible businesses and provide ample opportunity for business growth and development.
No RFQ may be withdrawn for a period of 60 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including financial
statements and references and such other attachments that may be required by the Request of Qualification are
material conditions of the package. Any package found incomplete or submitted late shall be rejected by the
Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from
bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the
Augusta Commission. Please mark RFQ number on the outside of the envelope.
Bidders are cautioned that sequestration of RFQ documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Augusta has a Link Deposit program designed to provide loans to eligible local Small, Minority and Women
Owned Businesses. For more information about this program contact the Human Resources Department at
706-821-2303.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 10, 17, 24, 31, 2005
Augusta Focus March 17, 2005
cc: Tameka Allen Interim Deputy Administrator
Yvonne Gentry DBE Coordinator
Max Hicks Utilities Department
Jim Rush CH2M Hill
FAX TRANSMISSION
AUGUSTA-RICHMOND COUNTY CONSOLIDATED GOVERNMENT
530 Greene Street - Room 605
Augusta, Georgia 30911
706 821-2422
Fax: 706 821-2811
To:
Southeastern Newspaper
Date: March 3, 2005
Fax #:
706 823-3588
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR RFQ ITEM: #05-087
COMMENTS:
Please print the above RFQ Item(s) on the following dates:
March 10, 17, 24, 31, 2005
REQUISITION #47297A
Please send an affidavit of publication.
FAX TRANSMISSION
AUGUSTA-RICHMOND COUNTY CONSOLIDATED GOVERNMENT
530 Greene Street - Room 605
Augusta, Georgia 30911
706 821-2422
Fax: 706 821-2811
To:
Augusta Focus
Date: March 3, 2005
Fax #:
706 724-8432
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR RFQ ITEM: #05-087
COMMENTS:
Please print the above RFQ Item(s) on the following dates:
March 17, 2005
REQUISITION #47297B
Please send an affidavit of publication.
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-4206 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Geri Sams
Director, Procurement Department
Max Hicks
Director, Utilities Department
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Bid Item #05Bid Item #05Bid Item #05Bid Item #05----087 087 087 087 Proposal from Stevenson and Palmer EngineeringProposal from Stevenson and Palmer EngineeringProposal from Stevenson and Palmer EngineeringProposal from Stevenson and Palmer Engineering
DATE: September 26, 2006
This memo is to transmit the review and concurrence of the recommended DBE
Utilization goal of eleven (11%) for the above referenced project. The goal-setting
methodology considered the following factors based on good faith efforts of the
contractor:
• The project’s total estimated cost is $$$$530,789530,789530,789530,789.
• There is 11% value of the scope of work where minority/women minority/women minority/women minority/women
businesses businesses businesses businesses availability exists.
• There is 0% value of the scope of work where small businesses small businesses small businesses small businesses
availability exists.
• There is 11% value of the scope where local businesses local businesses local businesses local businesses availability
exists.
The contractor must prepare their proposed DBE Utilization Form submittal based on
the total dollar value of their base bid. No further adjustments should be made.
The above recommendation is based on information provided at the time of review.
If you have any questions, please feel free to contact me at (706) 821-2406.
YG:glw
Commission Meeting Agenda
10/17/2006 2:00 PM
Approve an Amendment to the Professional Services Contract for the Rae’s Creek Trunk Sewer
Replacement Phase IV Project.
Department:Utilities
Caption:Motion to approve Amendment #1 to Zimmerman Evans and
Leopold’s professional services contract for the design of the
Rae’s Creek Trunk Sewer Replacement Phase IV Project in
the amount of $68,537. (Approved by Engineering Services
Committee October 9, 2006)
Background:The existing professional services contract with Zimmerman
Evans and Leopold is for the engineering design associated
with replacement of the final section of the Rae’s Creek
Trunk Sewer that has not been replaced. During the easement
negotiations with one of the property owners an issue was
brought up with the route that could have made it very
difficult to proceed. The Utilities Department and
Zimmerman Evans and Leopold worked with the property
owner to develop a route that was beneficial to both parties.
Analysis:Accepting this proposal will allow for the expedited
engineering design to proceed so construction can begin as
soon as possible. Zimmerman Evans and Leopold, Inc. is a
local firm with an established history with the Augusta
Utilities Department. Stevenson Zimmerman Evans and
Leopold also proposes to utilize approximately 19% MBE
participation on the work associated with this amendment.
Financial Impact:Zimmerman Evans and Leopold, Inc. has proposed a fee of
$68,537 to expedite the design this alternate route. These
funds are available from the 2002 Bond Issue, under account
number 510043420/5212115-80260112/5212115.
Alternatives:None recommended.
Recommendation:Approve Amendment #1 to Zimmerman Evans and
Leopold’s professional services contract for the design of the
Rae’s Creek Trunk Sewer Replacement Phase IV Project in
the amount of $68,537.01.
Funds are
Available in the
Following
Accounts:
510043420/5212115-80260112/5212115.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-4206 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Geri Sams
Director, Procurement Department
Max Hicks
Director, Utilities Department
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Amendment #1 to ZAmendment #1 to ZAmendment #1 to ZAmendment #1 to Zimmerman Evans and Leopold’s Professionalimmerman Evans and Leopold’s Professionalimmerman Evans and Leopold’s Professionalimmerman Evans and Leopold’s Professional
ServicesServicesServicesServices
DATE: September 26, 2006
This memo is to transmit the review and concurrence of the recommended DBE
Utilization goal of 100% for the above referenced project. The goal-setting methodology
considered the following factors based on good faith efforts of the contractor:
• The project’s total estimated cost is $$$$68,53768,53768,53768,537.
• There is 100% value of the scope of work where minority/women minority/women minority/women minority/women
businesses businesses businesses businesses availability exists.
• There is 0% value of the scope of work where small businesses small businesses small businesses small businesses
availability exists.
• There is 100% value of the scope where local businesses local businesses local businesses local businesses availability
exists.
The contractor must prepare their proposed DBE Utilization Form submittal based on
the total dollar value of their base bid. No further adjustments should be made.
The above recommendation is based on information provided at the time of review.
If you have any questions, please feel free to contact me at (706) 821-2406.
YG:glw
Commission Meeting Agenda
10/17/2006 2:00 PM
Award Benson Road Contract
Department:Utilities
Caption:Motion to approve award of construction contract for the
Augusta Utilities Department “Roadway Improvements for
Benson Road” to the lowest responsive bidder in the amount
of $2,339,655.45. (Approved by Engineering Services
Committee October 9, 2006)
Background:The new Benson Road will provide access to the proposed
site of an Augusta Utilities Department Complex intended to
consolidate customer service, administration, operations, and
maintenance functions at a central Augusta location.
Consolidation of AUD facilities will reduce current operating
costs with elimination of office leasing and allow improved
resource management of employees, equipment and material.
This new roadway and water main, along with planned sewer
improvements, will also allow future economic development
of the surrounding area.
Analysis:Blair Construction Company submitted an acceptable bid
package and was the lowest qualified bidder for this project.
Financial Impact:The current bid amount of $2,339,655.45 is budgeted from
account numbers 507043410-5425110/80190110-5425110.
Alternatives:Reject the contract bid. Return to design firms for project
redesign to reduce costs. Issue new contract bid package of
new project design.
Recommendation:We recommend approval of the contract award to Blair
Construction Company. Proceeding now will guarantee
current price quotes and avoid future inflationary costs that
would be incurred during a redesign and new bidding phase.
Funds are
Available in the
Following
Accounts:
507043410-5425110/80190110-5425110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Vendor Bid Bond
Addendum
1 - 4 Bid Total
Vastec Group
701 Greene Street
Suite 100
Augusta, GA 30901
Mabus Brothers
920 Molly Pond Road
Augusta, GA 30901 Yes Yes 2,699,966.00$
APAC
P. O. Box 1129
Augusta, GA 30903 Yes Yes 3,108,150.70$
Construction Perfected
587 Cherry Avenue
North Augusta, SC 29841 Yes Yes 2,815,048.94$
Blair Construction
4308 Evans to Lock Rd.
Evans, GA 30809 Yes Yes 2,339,655.45$
Beam's Construction
2335 Atomic Road
Beech Island, SC 29842 Yes Yes 2,906,202.95$
Reeves Construction Co.
167 Knox-Rivers Rd. NW
Thomson, GA 30824 Yes Yes 2,746,720.50$
Bid Item #06-145
Roadway Improvements for Benson Road
Augusta Utilities
Bid Due: Thursday, August 31, 2006 @ 3:00 p.m.
Invitation To Bid
Bids will be received at this office until 3:00 p.m., Tuesday, August 8, 2006.
Bid Item #06-145 Roadway Improvements for Benson Road for Augusta Utilities Department
Bid’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30911
706-821-2422
Bid documents may be examined at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta,
GA 30911. Plans and specifications for the project can be made available upon request to Digital Blue Print. The fees for the
plans and specifications which are non-refundable is $150.00.
Scope: This project consist of construction of approximately 5000 LF of two lanes asphalt roadway extending from Richmond Hill
Road to the proposed Augusta Utilities Department Complex site. Also includes the widening and restriping of approximately 1000
LF of Richmond Hill Road. The project will include construction of a regional stormwater detention basin, a new water main, and
storm drainage.
Documents may also be examined during regular business hours at the Augusta Builders Exchange, 1262 Merry Street, Augusta, GA
30904; F. W. Dodge Plan Room, 1281 Broad Street, Augusta, GA 30904. It is the wish of the Owner that all businesses are given the
opportunity to submit on this project. To facilitate this policy, the Owner is providing the opportunity to view plans online
(www.digblueprint.com) at no charge through Digital Blueprint (706-821-0405) beginning Thursday, June 22, 2006. Bidders are
cautioned that submitting a package without review or Procurement of a complete set are likely to overlook issues of construction
phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project.
Bidders are cautioned that sequestration of documents through any other source is not advisable. Acquisition of documents from
unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his
qualifications.
A Mandatory pre bid conference will be held on Tuesday, July 18, 2006 @ 10:00 a.m. in the conference room of the
Procurement Department. All questions must be submitted in writing to the office of the Procurement Department by fax at
706-821-2811 or by mail. The last day to submit questions is Friday, July 21, 2006 by 4:00 p.m. No bid will be accepted by fax,
all must be received by mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference
on an eligible local project, the certification statement as a local bidder and all supporting documents must be submitted to the
Procurement Department with your bonafide bid package.
It is the wish of the Owner that minority businesses are given the opportunity to submit on the various parts of the work. This desire
on the part of the Owner is not intended to restrict or limit competitive bidding or to increase the cost of the work. The Owner
supports a healthy free market system that seeks to include responsible businesses and provide ample opportunity for business growth
and development.
No BID may be withdrawn for a period of 60 days after time has been called on the date of opening. A 10% Bid bond is required to
be submitted in a separate envelope so marked along with the bidders’ qualifications; a 100% performance bond and a 100%
payment bond will be required for award.
Bidders will please note that the number of copies requested; all supporting documents including financial statements and references
and such other attachments that may be required by the bid are material conditions of the package. Any package found incomplete or
submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly
disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the
Augusta Commission. Please mark bid number on the outside of the envelope.
Augusta has a Link Deposit program designed to provide loans to eligible local Small, Minority and Women Owned Businesses. For
more information about this program contact the Office of the Disadvantage Business Enterprise at 706-821-2406
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle June 22, 29, July 6, 13, 2006
Metro Courier June 28, 2006
cc: Tameka Allen Interim Deputy Administrator
Max Hicks Utilities Department
Wes Byne Utilities Department
Clifford Carey CH2M Hill
Yvonne Gentry DBE
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Member Name City of Augusta, GA
Bid Number ITB-06-145-0-2006/PJM
Bid Name Roadway Improvements for Benson Road
Number of Documents
for this bid 1
Supplier Name Phone Fax Doc Count Attributes Programs Actions
Construction
Journal, Ltd. 8007855165 8005817204 1 Documents
Delta Milling
Company 3523268689 3527873476 1 Documents
ECOSCAPE
CREATING
LANDSCAPE
SOLUTIONS
8136334300 8136330170 1 1. Small
Business Documents
Reed Construction
Data 8009018687 8775633534 1 Documents
Total Traffic Inc. 7278489757 7274997951 1 Documents
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Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-4206 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Geri Sams
Director, Procurement Department
Max Hicks
Director, Utilities Department
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Bid Item #06Bid Item #06Bid Item #06Bid Item #06----145 145 145 145 –––– Roadway Improvements for Benson Road Roadway Improvements for Benson Road Roadway Improvements for Benson Road Roadway Improvements for Benson Road
DATE: September 26, 2006
This memo is to transmit the review and concurrence of the recommended DBE
Utilization goal of 4.3% for the above referenced project. The goal-setting methodology
considered the following factors based on good faith efforts of the contractor:
• The project’s total estimated cost is $$$$2,339,655.452,339,655.452,339,655.452,339,655.45.
• There is 4.3% value of the scope of work where minority/women minority/women minority/women minority/women
businesses businesses businesses businesses availability exists.
• There is 0% value of the scope of work where smallsmallsmallsmall businesses businesses businesses businesses
availability exists.
• There is 95.7% value of the scope where local businesses local businesses local businesses local businesses availability
exists.
The contractor must prepare their proposed DBE Utilization Form submittal based on
the total dollar value of their base bid. No further adjustments should be made.
The above recommendation is based on information provided at the time of review.
If you have any questions, please feel free to contact me at (706) 821-2406.
YG:glw
Commission Meeting Agenda
10/17/2006 2:00 PM
Condemnation - James E. Rowland III
Department:County Attorney - Stephen E. Shepard, Attorney
Caption:Motion to authorize condemnation of a portion of Property
#018-0-046-00-0 2842 Pineview Rd, which is owned by
James E. Rowland, III for 3,394 sq. ft. of temporary
easement area and 6,879 sq. ft. of permanent easement area.
Public Works Project: Pointe West Subdivision Drainage
Improvement Project. (Approved by Engineering Services
Committee October 9, 2006)
Background:The appraised value of the temporary and permanent
easement is $3,024.00. The subject property owner is not
willing or interested in participating in this project. In order
to timely acquire access, condemnation will be necessary.
Analysis:Condemnation is required in order to acquire the easement
area.
Financial Impact:The necessary costs will be covered by project budget.
Alternatives:Deny the authorization to condemn.
Recommendation:Approve the authorization to condemn.
Funds are
Available in the
Following
Accounts:
G/L - 324041110-5411120 J/L - 203823372-5411120
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Condemnation - Magnusen, Henry E. Jr.
Department:County Attorney - Stephen E. Shepard, Attorney
Caption:Motion to authorize condemnation of a portion of Property
#018-0-433-00-0 2957 Pointewest Dr, which is owned by
Henry E. Magnusen, Jr. for 1,009 sq. ft. of permanent
easement area. Public Works Project: Pointe West
Subdivision Drainage Improvement Project. (Approved by
Engineering Services Committee October 9, 2006)
Background:The appraised value of the permanent easement is $2,018.00.
The subject property owner is not willing or interested in
participating in this project. In order to timely acquire access,
condemnation will be necessary.
Analysis:Condemnation is required in order to acquire the easement
area.
Financial Impact:The necessary costs will be covered by project budget.
Alternatives:Deny the authorization to condemn.
Recommendation:Approve the authorization to condemn.
Funds are
Available in the
Following
Accounts:
G/L - 324041110-5411120 J/L - 203823372-5411120
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Condemnation - McKenzie, Alfred and Reoberta
Department:County Attorney - Stephen E. Shepard, Attorney
Caption:Motion to authorize condemnation of a portion of Property
#051-0-208-00-0 3926 Barrett Street, which is owned by the
Alfred and Roberta McKenzie for 3,973 sq. ft. of permanent
drainage, utility and maintenance easement, more or less.
Public Works Project: Belair Hills Subdivision Improvement
Project 324-04-203824335. (Approved by Engineering
Services Committee October 9, 2006)
Background:The appraised value for the temporary and permanent
easement is $2,582.00. The subject property owner made a
counteroffer of $7,000.00, which is $4,418.00 above the
appraised value. In order to timely acquire access,
condemnation will be necessary.
Analysis:Condemnation is required in order to acquire the easement.
Financial Impact:The necessary costs will be covered by project budget.
Alternatives:Deny the authorization to condemn.
Recommendation:Approve the authorization to condemn.
Funds are
Available in the
Following
Accounts:
G/L 324-04-1110-52.12122 J/L 201824117-52.121222
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Laney Walker Emergency Repair and Sewer Replacement
Department:Utilities
Caption:Motion to ratify and approve the actions of AUD to repair
and replace the Laney Walker sanitary sewer main between
Laney Walker Court and Lover’s Lane through a change
order to the existing Laney Walker Sewer Emergency Repair
Project in the amount of $330,000 for a total budget of
$465,500. (Approved by Engineering Services Committee
October 9, 2006)
Background:
The Laney Walker sewer line is an 18” concrete sewer line
that was installed approximately forty years ago. This sewer
line is located at a depth of 14 to 18 feet, and is parallel to the
storm ditch which runs in the median of Laney Walker. This
sanitary sewer line carries all of the industrial waste from
Columbia Nitrogen Drive to the Second Street lift station.
The industrial waste is such that it reacts in a negative
manner with the concrete pipe causing the top portion to
erode and fail. The sewer line failures ultimately manifest
themselves into large holes from the pipe to the ground
surface. AUD has a sewer project that is in the process of
being advertised called the Industrial Force-Main. This
project entails running a pressurized sewer line from
Columbia Nitrogen Drive to the Messerly Wastewater
Treatment Plant. It was the plan of AUD to get this sewer
force-main in service to remove the industrial waste from the
Laney Walker sewer line. After the industrial waste was
removed the sewer line in Laney Walker was to be evaluated,
repaired, and replaced with a much reduced sewer flow. The
Laney Walker sewer line has begun failing sooner than was
anticipated. Over the past year several point repairs have
been performed to patch the failing line. Most recently a
1,900 foot section of the sewer line had four failures to
become evident after a large rain event. Two of these failures
are right against the roadway and undermining the concrete
culvert and guardrail along Laney Walker. It was this latest
set of failures that led AUD to begin emergency replacement
of this 1,900 foot section of the sewer line. This work is in
progress. We anticipate completion by the end of October.
The first emergency action was to setup bypass pumping
around the 1,900 foot section of sewer line so that the
contractor could begin his emergency repair work. AUD
requested that Godwin Pumps mobilize and setup the bypass
pumping so as to prevent potential groundwater
contamination from the sanitary sewer as well as a possible
sanitary sewer overflow.
Analysis:On June 7, 2005 the Commission approved a budget of
$250,000 for emergency repairs to the Laney Walker Sewer
line. $135,500 of this was for Blair Construction for various
point repairs to the sewer line. This request seeks ratification
for the current ongoing emergency repairs and to increase the
budget for emergency repairs by Blair Construction in the
amount of $270,000 for a total to Blair Construction of
$405,500, and to create a budget for Godwin pumps in the
amount of $60,000 for two months of sanitary sewer bypass
pumping for a total of $465,500.
Financial Impact:Funds are available in the renewal extension fund
507043420-5425210 / 80500020-5425210 for a total budget
increase of $330,000.
Alternatives:None recommended.
Recommendation:It is recommended to Ratify and approve the actions of AUD
to repair and replace the Laney Walker sanitary sewer main
between Laney Walker Court and Lover’s Lane through a
change order to the existing Laney Walker Sewer Emergency
Repair Project in the amount of $330,000 for a total budget
of $465,500.
Funds are
Available in the
Following
Accounts:
507043420-5425210 80500020-5425210
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Solid Waste Collections Software
Department:Solid Waste
Caption:Award a contract to Commonwealth Data Communications,
Inc for Landfill and Solid Waste Collections billing software
in an amount not to exceed $151,530. (No recommendation
from Engineering Services Committee October 9, 2006)
Background:The Solid Waste Department worked closely with the
Commission to determine a defined path forward from the
previous Solid Waste Collections contract. One item of
contention was how to effectively perform billing functions
for solid waste services. We evaluated using the water billing
system, the tax collections, and independent billing. Due to a
series of complications with the tax system as well as the
water bill, it was agreed that direct billing would meet the
needs for all involved.
Analysis:The Solid Waste Department has worked with IT, the DBE
Department and the Procurement Department through an
RFP process in which multiple bidders were evaluated.
Commonwealth was the bidder that best met the Solid Waste
Department’s requirements for scale, customer management,
and billing software. This new system offers a variety of
benefits to both the Landfill and Solid Waste Collections.
First, let’s address the benefits of the Landfill. It will allow
us to integrate scale automation. This allows us to reduce
human errors, as well as reduce line wait times for our
customers. Second, it will improve our billing process by
allowing us to automatically charge for volume based
customers. Next, it allows us to track our “special waste” and
automate the manifest tracking process. Fourth, it will allow
us to run multiple sites, should the county ever have a second
disposal site. Finally, it offers real time data and reporting on
a significantly larger amount of data. The system will also
allow a variety of options and functions for the Solid Waste
Collections. It will allow the Solid Waste Department to
internalize our services at a point in the future if so desired.
This system allows for the general billing functions in a
variety of formats. It allows us to route customers via route
sheets (if we want to internalize). Further, it allows us to log
all customer issues by customer, as well as dispatch
complaints to the appropriate company and/or persons. This
creates a real time data base of contract performance. It
allows Augusta to track its container inventory as well as
track how much to pay each contractor, based on the
contract. Additionally, it can be modified to achieve a pay as
you go through program. In summary, this program allows
both the Landfill and Solid Waste Collections to have a new
and improved program offering enhanced functionality to
what is currently offered. It provides long term flexibility for
our ever improving programs.
Financial Impact:This contract has been broken down into two distinct phases.
Phase one has a cost of $81,530. It is for the billing software
and getting us operational. Phase two is for additional
functions that will improve production, functionality and
customer service. It has an estimated cost of $55,000. This
will leave us $15,000 for contingency in this project.
Alternatives:1. Award a contract to Commonwealth Data
Communications, Inc for Landfill and Solid Waste
Collections billing software in an amount not to exceed
$151,530. 2. Change billing methodology and provide
commission recommendation.
Recommendation:Alternative 1.
Funds are
Available in the
Following
Accounts:
541-04-4210/54.24220
REVIEWED AND APPROVED BY:
Procurement.
Disadvantaged Business Enterprise.
Information Technology.
Finance.
Administrator.
Clerk of Commission
Augusta, GA Solid Waste Software Contract
SOFTWARE LICENSE, IMPLEMENTATION, AND SUPPORT
AGREEMENT FOR INSIGHT SOFTWARE
Augusta, GA Solid Waste Software Contract 2
SOFTWARE LICENSE, IMPLEMENTATION AND SUPPORT
AGREEMENT FOR INSIGHT SOFTWARE SYSTEM
THIS AGREEMENT is entered into this ____ day of _____, 2006 (“Effective Date”),
between AUGUSTA, GA, a political subdivision of the state of Georgia, having offices at 530
Greene St, Augusta, GA 30911 (the “Customer”), and COMMONWEALTH DATA
COMMUNICATIONS, INC. (d/b/a COMMONWEALTH SOLUTIONS), a Michigan
corporation, having offices at 15447 Middlebelt, Livonia, Michigan, 48154.(the
“Commonwealth”).
I. GENERAL SCOPE/DEFINITIONS
Section 1.01. General Scope and Definition of the System. The principal subject matter of this
Agreement relates to “Licensed Software” directed to administrative and general business
functions for solid waste scale house operations and residential waste collection account
management, including billing. The Licensed Software comprises part of a computer system
configuration (the “System”), which includes the System Hardware (comprising, in part, the
System Software) as defined in Section 1.03 of this Article I. Commonwealth will license the
Licensed Software to the Customer. In accordance with the terms and conditions of this
Agreement, Commonwealth shall also provide data conversion, training,
installation/implementation and software support, in addition to other services as may be
described elsewhere herein.
Section 1.02. Definition of User Documentation. “User Documentation” as used herein means
all descriptive materials (whether in written, graphic or electronic format) identified under the
corresponding heading in Schedule E, and all other user’s manuals, system operation materials
and similar documents provided by Commonwealth to the Customer with respect to the Licensed
Software. The term “User Documentation” refers to descriptive materials, manuals and other
materials and documents that exist separately from the Licensed Software and does not include
help screens, on-screen instructions, and other such functions that are incorporated in and operate
as part of the Licensed Software.
Section 1.03. Definition of Custom Programming. "Custom Programming" as used herein
means the software customizations generally described in Schedule D, and which are required
for modifying the Licensed Software so as to meet all functional descriptions and performance
specifications set forth in this Agreement, as modified.
Section 1.04. Definition of Licensed Software. "Licensed Software” as used herein means the
application software resulting from incorporating the Custom Programming with the Licensed
Software as reflected in the Functional Specification, as modified. Individual components of the
Licensed Software are referred to herein as “Modules” as listed in Schedule C.
Section 1.05. Definition of Enhancements. “Enhancements” as used herein means any
additions, modifications, corrections, upgrades, new versions/releases or any other changes made
to the Licensed Software by Commonwealth, or at the request of the Customer, (such as a
correction for which Commonwealth provides materials to the Customer for installation of the
correction by City personnel), during any period of this Agreement when Commonwealth is
Augusta, GA Solid Waste Software Contract 3
providing software support services to the Customer under a valid Software Support Services
Agreement between the Parties. The term “Software Changes” as defined in Section 6.02 shall
be interpreted to include any Enhancements.
Section 1.06. Definition of System Acceptance Date. “System Acceptance Date” as used herein
means the date of successful completion of the acceptance tests, as described in Article VIII.
Section 1.07. Definition of the Customer. The “Customer” as used herein means AUGUSTA, in
addition to other entities which may be serviced in the future by AUGUSTA through use of the
Licensed Software.
Section 1.08. Definitions of System Documents and Documentation. “System Documents” as
used herein means the Functional Specification, as modified. System Documents include
operating system manuals and other documentation of the Licensed Software provided by
Commonwealth. “Documentation” as used herein means, collectively, the User Documentation
and the System Documents.
Section 1.09. Definition of Go-Live. “Go-Live” shall be the date on which the software is
expected to be first placed into operational use by the Customer. On this date, software is
expected to operate per the system requirements in Schedule C. This date is also the beginning
of the System Acceptance Testing period as described in Section VIII.
Section 1.10. Definition of Work. The “Work” as used herein means all activities, which are the
responsibilities of Commonwealth and are associated with implementation of the Licensed
Software, including development of Custom Programming, delivery, installation, data
conversion, training and testing for the Licensed Software.
Section 1.11. Precedence of Written Materials. For purposes of interpreting the scope and
meaning of any terms and conditions among the parties, the following documents may be
considered, in descending order of precedence:
(1) This Agreement;
(2) The User Documentation.
Further, to the extent of any conflicts or inconsistencies between the main body of this
Agreement and the attached Schedules, the main body of this Agreement shall be controlling.
II. SYSTEM HARDWARE
Section 2.01. General. The Customer shall acquire the requisite System Hardware from third
parties, or the Customer may currently have components of the System Hardware in place at City
facilities. Commonwealth shall have no responsibilities or liability whatsoever for purchase,
license, installation, implementation, operation or ongoing maintenance for the System
Hardware.
Section 2.02. Failure of City to Perform. Should the Customer fail to provide the requisite
System Hardware, System software, Servers, Back-up Software or network hardware and
Augusta, GA Solid Waste Software Contract 4
software that is necessary to support scheduled installation, training or “go-live” operations,
Commonwealth shall not be required to perform any affected services until such items become
available.
III. THE LICENSED SOFTWARE
Section 3.01. Grant of License. Commonwealth grants to the Customer a license of the
Licensed Software that shall become effective upon delivery of the Licensed Software and shall
continue unless terminated as provided herein. The Customer shall obtain this license of the
Licensed Software and right to use the Licensed Software only after City acceptance of and full
payment for the installed Licensed Software. The Customer shall install the Licensed Software
in the following locations: Augusta Solid Waste Facility, 4330 Deans Bridge Rd, Augusta, GA.
In support of the Customer’s use of the Licensed Software, the Customer can store the licensed
Software’s machine readable instructions or data in, transmit it through and display it on
machines associated with the sites and make one copy of the Software in machine-readable,
object code form for nonproductive backup purposes only, provided that the media is identified
as Commonwealth’s property.
IV. DOCUMENTATION
Section 4.01. Initial User Documentation. Commonwealth will promptly provide the Customer
with the current version of the User Documentation. The parties understand that this version of
the User Documentation will not include descriptions relating to the Custom Programming to be
provided by Commonwealth in development of the Licensed Software. Thereafter,
Commonwealth agrees to provide the Customer with User Documentation reflecting the Custom
Programming no later than the delivery dates of related portions of the Licensed Software being
provided by Commonwealth.
V. TRAINING
Section 5.01. Initial Training and Schedule. Commonwealth shall provide the Customer with
instruction and training in the use and operation of the Licensed Software. Details relating to the
training are set forth in Schedule G.
VI. HARDWARE MAINTENANCE/SOFTWARE SUPPORT
Section 6.01. Hardware Maintenance. The Customer shall be responsible for obtaining all
requisite System Hardware maintenance, and Commonwealth shall have no responsibility
whatsoever for any such maintenance.
Section 6.02. Definition of Software Changes. “Software Changes” as used herein mean any
additions, modifications, corrections, upgrades, new Releases or any other changes made to the
Licensed Software, by Commonwealth or at the request of the Customer, (such as a correction
for which Commonwealth provides materials to the Customer for installation of the correction by
City personnel). “Software Changes” shall include “Enhancements” as defined in Section 1.05.
Augusta, GA Solid Waste Software Contract 5
Section 6.03. Definition of Principal Period of Support. The term “Principal Period of Support” as
used herein shall mean the hours of 8:00 a.m. to 6:00 p.m. Eastern Time, Monday through Friday,
excluding holidays observed by Commonwealth as determined annually, during which emergency
support shall be available via pager.
Section 6.04. Services. Commonwealth shall provide the Customer with the “Software Support
Services” described in Schedule A of this Agreement, for all Licensed Software commencing
upon installation of the Software. Commonwealth shall provide the Software Support Services
for the first year, beginning on the day of installation of the software.
Section 6.05. Support Fees. The “Annual Software Support Fees” are set forth in Schedule I.
VII. SCHEDULE OF EVENTS AND IMPLEMENTATION
Section 7.01. Schedule of Events. Commonwealth and the Customer shall implement the
Licensed Software in accordance with the "Project/Implementation Plan” set forth in Schedule B,
as may be modified by agreement between the parties.
Section 7.02. Scope of Services. As a general statement, Commonwealth shall develop and
provide the Customer with Licensed Software which comprises the Licensed Software modified
by the Custom Programming, so as to meet the requirements and specifications stated in this
Agreement and the Functional Specifications (as described in Schedule C) and to function and
operate in compliance with the specific requirements of all relevant statutes, regulations and
rules of the State of Georgia and the Customer.
Section 7.03. Maintenance of Records. All records of Commonwealth or any subvendor or
subcontractor relating to this Agreement and implementation of the Licensed Software shall be
retained for three (3) years following the date of final payment or completion of any requisite
audit, whichever is earlier.
Section 7.04. Delivery and Installation of Licensed Software. Commonwealth shall deliver,
install and implement all Licensed Software as provided in this Agreement at the Customer’s
facilities. Commonwealth shall be exclusively responsible for the safety of its employees and
those of its subvendors and subcontractors, and for compliance with federal, state, City and
municipal safety requirements.
Section 7.05. Remedy for Breach of Obligations Regarding Implementation. In the event that
Commonwealth fails to timely or properly maintain or perform its obligations with regard to the
Project/Implementation Plan set forth in Schedule B, Commonwealth shall use their best efforts
to return to conformance to the Project/Implementation Plan. In the event the cumulative total of
delays in implementation, which need not be consecutive, exceeds sixty (60) days,
Commonwealth shall be considered in material breach of this Agreement, and the Customer shall
have a right to terminate this Agreement for cause, in whole or in part, in accordance with the
terms and conditions of Article XII, or to exercise any other of its rights and remedies. The
Customer’s exercise of its option to designate the party required to perform certain tasks shall
not affect or impair any of its other rights and remedies. Commonwealth shall have a right to
terminate this Agreement for cause, in whole or in part, in accordance with the terms and
Augusta, GA Solid Waste Software Contract 6
conditions of Article XII; namely non payment of fees according to fee schedule and distribution
of Licensed Software or user documentation beyond the licensed users, installation on additional
workstations without the express written permission of Commonwealth.
Commonwealth is contractually obligated to provide software and implementation support for
this project and to satisfy the requirements found in Schedule C. Customer and Commonwealth
consent to work conscientiously and cooperatively in order to achieve implementation by the
established “Go Live” date as set forth in the Project Schedule attached as Schedule B. For each
workday that implementation is delayed beyond the agreed-upon “Go-Live” date,
Commonwealth agrees to pay Customer liquidated damages of $100 per day provided that the
delay in “Go Live” was not attributable any of the conditions described in Items A-C of this
section. Customer agrees to submit to Commonwealth, in writing, any issues that may impact
the “Go Live” that are believed to be Commonwealth’s responsibility and may therefore increase
the likelihood of a penalty being invoked. Customer shall identify these issues as soon as
possible so that corrective action can be taken by Commonwealth. The penalty shall not apply
under the following circumstances:
A. The Go-Live date was extended or moved by mutual consent of Customer and
Commonwealth. If the Go-Live date is extended or moved by written mutual consent
of both parties, then penalties will accrue beginning on the new Go-Live date.
B. Customer did not meet requirements or objectives required in order to facilitate Go-
Live as scheduled (including failure to order equipment that was the Customer’s
responsibility to order, or failure to set up said equipment). Such failure by the
Customer must be documented in writing by Commonwealth as soon as possible so
that corrective action can be taken.
C. Customer failed to notify Commonwealth of additional requirements which, when
identified, impacted the Go Live date of the project. Such failure by the Customer
must be documented in writing by Commonwealth by Commonwealth as soon as
possible so that corrective action can be taken.
If said penalties are enacted, all penalties will become due and payable upon failure to meet the
Go-Live date and shall accrue until paid in full. Additional services and/or licenses may be
accepted as payment provided that this type of restitution is acceptable to the Customer.
Section 7.06. Custom Programming. Commonwealth agrees to undertake all of the duties and
obligations set forth in Schedule D with respect to development of Custom Programming, subject
to scheduling and administrative and/or commission approval as sought by Customer. These
activities shall be undertaken in accordance with the time frames also set forth in Schedule B
where applicable.
VIII. ACCEPTANCE TESTING PROCEDURES
Section 8.01. General Scope. Commonwealth shall perform the Work in accordance with the
scheduled dates set forth in the Project/Implementation Plan (Schedule B).
Section 8.02. System Acceptance Test. Following successful completion of installation, a
“System Acceptance Test” shall be performed with respect to the entirety of the Licensed
Augusta, GA Solid Waste Software Contract 7
Software. The System Acceptance Test shall be performed so as to determine that all of the
Licensed Software operating as an integral system performs in accordance with all detailed
specifications and functional descriptions set forth in this Agreement and the Functional
Specifications. During the System Acceptance Test, the Customer shall have the right to use the
Licensed Software with live data. The System Acceptance Test shall be completed within an
initial period of 60 days following initiation of the same, which will commence in not more than
sixty (60) days following the successful installation of Licensed Software. If more than 60 days
elapses after Commonwealth installs and there are no written notification of errors or failures the
software will be deemed accepted. This sixty (60) day clock would pause as Commonwealth is
informed of errors or failures and while Commonwealth staff work to correct them.
Section 8.03. Acceptance Testing. The Customer recognizes that during System Acceptance
Testing, there will be errors, which will be discovered and corrected by Commonwealth. This
process of identification of issues and the request by the Customer for modifications to existing
formats or layouts is a natural process during the installation, testing, training, “go-live”,
acceptance and post-implementation support phases. Commonwealth is required to provide the
Licensed Software, as agreed to be modified, in operational condition and ready for recordations.
Should a situation occur wherein the modifications are incomplete or that other operational
features of the Licensed Software preclude the Customer from performing the complete
recordation process, including the performance of every software module, the Customer may
suspend the testing. If such suspension occurs, the Customer shall provide Commonwealth with
written notice and physical evidence of the errors or operational failures, which must be
corrected before the system can be accepted. Commonwealth shall thereafter undertake its best
efforts to correct such errors and failures as soon as possible. Upon correction of the same,
Commonwealth shall immediately notify the Customer of completion of corrections, and a
second System Acceptance Testing shall occur, with a completion date for such test period
extended by the period of time required for corrections. However, if the period of time required
for corrections of errors or failures identified by the Customer in a single notice exceeds fourteen
(14) days, or if the total period of time required for interim correction of all errors or failures
occurring during the test period exceeds sixty (60) days, the Customer may terminate all or a
portion of this Agreement for cause in accordance with the terms of this Agreement, except that
Commonwealth shall not be entitled to any additional time to correct or cure any errors or
failures as may be provided by other sections. Notwithstanding any of the foregoing, in no event
shall the Customer have less than sixty (60) days following completion of any corrections by
Commonwealth to test any such corrections.
Section 8.04. Nonacceptance. Failure of the Licensed Software to successfully complete the
System Acceptance Testing described in 8.03 without the occurrence of errors or failures
reported in writing to Commonwealth by City shall entitle the Customer, at its option, to
terminate all or a portion of this Agreement for cause in accordance with the terms of this
Agreement, except that Commonwealth shall not be entitled to any additional time to correct or
cure any errors or failures as may be provided by other sections. Failure of the Customer to
notify Commonwealth of nonacceptance within ten (10) days following completion of the second
System Acceptance Test period shall be deemed a successful completion of the System
Acceptance Test. In the event that the Customer exercises its option to terminate this Agreement
under this Section and upon payment of the refund by Commonwealth, the Customer shall
return, purge or permanently destroy all Licensed Software Modules (and Copies thereof) within
Augusta, GA Solid Waste Software Contract 8
twenty (20) days following payment of the refund, except for backup copies which shall be
returned, purged or permanently destroyed within ninety (90) days.
IX. PAYMENTS/SCHEDULE
Section 9.01. System Prices. In consideration for the licensing and implementation of the
Licensed Software, and other duties and obligations of Commonwealth as set forth herein, the
Customer agrees to pay to Commonwealth the amounts set forth in Schedule J, in accordance
with the payment schedules also set forth in Schedule H.
X. COVENANTS, REPRESENTATIONS AND
WARRANTIES OF COMMONWEALTH
Section 10.01. Warranty of Rights. Commonwealth warrants that it is a corporation in good
standing under the laws of the state of Michigan, that it is authorized to enter into this Agreement
under the terms and conditions hereof and neither this Agreement nor the performance thereof is,
or will be, in violation of any agreement to which Commonwealth is a party or by which it is
bound.
Commonwealth warrants that it has the legal right to grant the license and perform the services
required by this Agreement. Commonwealth further warrants that the Licensed Software and
User Documentation shall be free and clear of any and all liens and encumbrances, except those
normally incurred during the normal course of business (securing standard business lines of
credit, etc.) which do not impair the Customer’s right to exercise its license and use the Licensed
Software and User Documentation. During the time when the Customer shall have the right to
use the Licensed Software and User Documentation under this Agreement, Commonwealth
warrants that any such licenses and rights in the Licensed Software and User Documentation
which may be necessary shall be maintained in full effect or that any such licenses or rights will
be obtained from any other party as may be necessary. Commonwealth agrees to indemnify and
hold the Customer including, but not limited to, its elected and appointed public officials, and
City employees, harmless from and against any loss, cost, liability and expense (including
reasonable counsel fees and expenses) arising out of any breach or claimed breach of these
warranties, in addition to the indemnification provided in Section 10.06 and 10.07.
Section 10.02. Software Warranty. Commonwealth hereby warrants that the Licensed Software
shall perform in accordance with the performance specifications and functional specifications set
forth in this Agreement. Commonwealth warrants that the Licensed Software shall function and
operate in compliance with all Georgia state statutes and regulations affecting operations of the
Customer at the time of Installation and during the term of any Software Support Services
Agreement.
Section 10.03. Compliance with Laws. Commonwealth shall comply with all local, state and
federal laws, ordinances, codes and regulations. Commonwealth shall be responsible for all
reports, payments and withholdings required by federal, state, municipal and City law with
respect to social security, worker's compensation, employee income and other taxes.
Commonwealth shall indemnify, defend and hold the Customer and its elected and appointed
Augusta, GA Solid Waste Software Contract 9
officers, employees and agents harmless from any liability that they may incur as a result of any
failure of Commonwealth to comply with this Section 10.03.
Section 10.04. General Indemnification. Commonwealth shall, at its own expense, indemnify,
defend and hold harmless the Customer, and its elected and appointed officers, employees and
agents against any liability, claims, causes of action for injury or death for persons or damage to
property that they may incur as a result of any negligent acts, errors or omissions, or intentional
or willful misconduct on the part of Commonwealth, its subvendors or subcontractors, or any of
Commonwealth’s or its subvendors’ or subcontractors’ officers, employees, or agents which may
arise out of the performance of any of this Agreement. Nothing contained in this Agreement shall
create a contractual relationship with or cause of action in favor of a third party against either the
Customer or Commonwealth.
Commonwealth’s indemnification responsibility shall include the sum of damages, costs,
attorney’s fees and expenses which are in excess of the sum paid out on behalf of or reimbursed
to the Customer or its elected and appointed officers, employees or agents by the insurance
coverage obtained and/or maintained by Commonwealth pursuant to the requirements of this
Agreement.
Section 10.05. Proprietary Rights Indemnification. At its own expense, Commonwealth shall
indemnify, defend and hold harmless the Customer, including, but not limited to its elected and
appointed public officials, and City employees, against any claim or alleged claim that the
Licensed Software, the User Documentation or any part thereof furnished under this Agreement
infringes a United States patent or copyright, constitutes misuse or misappropriation of a trade
secret, or otherwise violates any ownership, proprietary, contractual or legal rights of a third
party; provided, however, that Commonwealth is given notice in writing of the claim or alleged
claim, and is given authority and information required for the defense of the same. The costs of
any suit or damages for which the Customer is liable that are attributable to the claim shall be
borne by Commonwealth, and Commonwealth shall have the right to manage the defense of such
suits as it sees fit.
Section 10.06. Remedies for Proprietary Rights Infringement. If the Licensed Software, the
User Documentation or any part of the software or documentation furnished under this
Agreement is likely to or does become the subject of a claim of infringement of a United States
patent or copyright, misuse or misappropriation of a trade secret, or any other violation of any
ownership, proprietary, contractual or legal rights of a third party, Commonwealth shall, at its
own expense, undertake one of the following:
(1) Obtain the right for the Customer to continue use of the Licensed Software
or User Documentation;
(2) Modify or furnish a substitute for the alleged infringing Licensed Software
or User Documentation;
Any replacement Licensed Software or User Documentation substituted under the second option
set forth in subparagraph (b) shall be acceptable to the Customer (acceptance shall not be
unreasonably withheld). All options are subject to prior written approval by the Customer;
provided, however, that no prior approval or concurrence by the Customer shall be required if
Augusta, GA Solid Waste Software Contract 10
use or possession of the Licensed Software or User Documentation has been permanently
enjoined by a court of competent jurisdiction in Michigan. In the event that Commonwealth is
not able or willing to obtain the necessary rights for use of the Licensed Software or User
Documentation or to provide acceptable substitute Licensed Software or User Documentation,
Commonwealth shall be required to refund the license fees paid by the Customer. In addition to
receiving any refund of fees, the Customer shall be entitled to exercise any other of its rights or
remedies.
Commonwealth shall not have any liability to the Customer for any claim that is caused
by use of the Licensed Software or part thereof in any manner for which it was not designed, or
by modifications to the Licensed Software by the Customer, without Commonwealth’s prior
approval. Nothing in this Section shall relieve Commonwealth of any of its duties to indemnify
the Customer as provided in this Agreement.
Section 10.07. Georgia Open Records Act. Licensee acknowledges that this Agreement and
certain documentation may be subject to the Georgia Open Records Act (O.C.G.A. § 50-18-70,
et seq.) Commonwealth shall cooperate fully in responding to such request and shall make all
records, not exempt, available for inspection and copying as required by law. Commonwealth
shall clearly mark any information provided to Licensee which Commonwealth contends is
Proprietary Information. Commonwealth shall notify Licensee immediately of any Open
Records request arising out of this contract and shall provide to Licensee a copy of any response
to the same.
XI. TERM/TERMINATION
Section 11.01. Term. The term of this Agreement shall commence upon the Effective Date and
shall continue until terminated in accordance with the provisions set forth in this Agreement.
Commonwealth shall have sole and exclusive ownership of all rights, title and interest in the
Licensed Software and all modifications and enhancements thereof(including ownership of all
trade secrets and copyrights pertaining thereto), subject only to the rights and privileges expressly
granted to City herein by Commonwealth. This Agreement does not provide the Customer with
title or ownership of the Licensed Software, but only a right of limited use. City must keep the
Licensed Software free and clear of all claims, liens, and encumbrances. City may not use, copy,
modify, or distribute the Licensed Software (electronically or otherwise), or any copy, adaptation,
transcription, or merged portion thereof, except as expressly authorized by Commonwealth. City
may not reverse assemble, reverse compile, or otherwise translate the Licensed Software. City’s
rights may not be transferred, leased, assigned, or sublicensed except for a transfer of the Licensed
Software in its entirety to (1) a successor in interest of City’s entire business who assumes the
obligations of this Agreement or (2) any other party who is reasonably acceptable to
Commonwealth, enters into a substitute version of this Agreement, and pays an administrative fee
intended to cover attendant costs. No service bureau work, multiple-user license, or time-sharing
arrangement is permitted, except as expressly authorized by Commonwealth. The Customer may
not install the Licensed Software on any other computer system or use it at any other location
without Commonwealth's express authorization obtained in advance (which will not be
unreasonably withheld); provided that City may transfer the Licensed Software to another
computer if the computer using the Software is inoperable. If City uses, copies, or modifies the
Augusta, GA Solid Waste Software Contract 11
Licensed Software or if the Customer transfers possession of any copy, adaptation, transcription, or
merged portion of the Licensed Software to any other party in any way not expressly authorized by
Commonwealth, City’s license is automatically terminated. Upon termination of this Agreement all
rights granted to City will terminate and revert to Commonwealth. Promptly upon termination of
this Agreement for any reason or upon discontinuance or abandonment of City’s possession or use
of the Licensed Software, the Customer must return or destroy as requested by Commonwealth all
copies of the Licensed Software in City’s possession (whether modified or unmodified), and all
other materials pertaining to the Licensed Software (including all copies thereof). The Customer
agrees to certify compliance with such restrictions upon Commonwealth’s request.
Section 11.02. Termination by the Customer Without Cause. Notwithstanding any of the
provisions of this Agreement to the contrary, the Customer may terminate this Agreement,
without cause, at any time upon at least thirty (30) days prior written notice to Commonwealth.
Upon receipt of such notice of termination without cause, Commonwealth will cease all work
activities as soon as reasonably feasible or as directed by the Customer. Further, Commonwealth
shall receive payment for all services rendered by Commonwealth up to date of Commonwealth
ceasing work activities; subject, however, to the condition that Commonwealth provides
reasonable documentation (in writing) describing the services rendered, including such itemized
billing setting forth time, materials, labor, subcontractor and other invoices, and any other
documentation necessary for the Customer to identify the extent and progress of services and
expenses attributable to specific tasks and deliverables required. Commonwealth shall receive
payment for such services in accordance with the rates set forth in Schedule J for time and
materials activities, except that Commonwealth shall not receive payment on a time and
materials basis for any services that were previously paid on a fixed fee basis, and, in no event,
shall the total payments to Commonwealth exceed the amounts stated in Schedule H.
Section 11.03. Termination for Cause. In the event Commonwealth does not satisfactorily
deliver or complete the installation and implementation of the Licensed Software or provide
training or support services in accordance with the terms of this Agreement and the
specifications set forth herein and in the Documentation, or if Commonwealth materially
breaches any terms, conditions, warranties or representations set forth in this Agreement or the
Documentation, the Customer may, at its option, notify Commonwealth of the Customer's
intention to terminate this Agreement. The written notice shall inform Commonwealth of the
reasons for the proposed termination and describe the problems or deficiencies that must be
corrected. Except as provided elsewhere in this Agreement, Commonwealth shall thereafter
have thirty (30) days from receipt of the notice to take such action as is necessary to fully comply
with its duties and obligations which the Customer has notified them that they are in breach of
under this Agreement. In the event Commonwealth does not fully comply with all of its duties
and obligations under the Agreement as notified by the Customer by the end of the thirty (30)
day period, the Customer may, without further notice, terminate this Agreement.
Section 11.04. Optional Remedy Upon Termination Prior to Complete Acceptance. If the
Customer terminates the Agreement for cause prior to the System Acceptance Date, based upon
Commonwealth's failure to deliver the Licensed Software or otherwise meet the scheduled
delivery, installation or implementation dates, the failure of the Licensed Software to pass
acceptance tests, or for any other material breach of this Agreement by Commonwealth prior to
the System Acceptance Date, the Customer may, at its sole option and discretion, elect to
terminate this Agreement with respect to the entirety of the Licensed Software and to receive a
Augusta, GA Solid Waste Software Contract 12
refund from Commonwealth of all License Fees monies theretofore paid to Commonwealth by
the Customer in accordance with the terms and conditions of this Agreement. In the event that
the Customer exercises its option to terminate this Agreement under this Section and upon
payment of the refund by Commonwealth, the Customer shall return, purge or permanently
destroy all Licensed Software (and copies thereof) within twenty (20) days following payment of
the refund, except for backup copies which shall be returned, purged or permanently destroyed
within 90 days. The Customer may retain all data files.
Section 11.05. Rights Upon Termination After Acceptance. In the event of termination of this
Agreement by the Customer after Acceptance and without cause under Section 11.02 or
termination by the Customer with cause under Section 11.03 (except if the Customer exercises
its optional remedy under Section 11.04), termination by the Customer under Section 11.06, or
termination as permitted under any other provision of this Agreement or as permitted by law, the
Customer shall have the right to continue use of the Licensed Software and User Documentation
as authorized by the license granted to it by Commonwealth in Section 3.01. All license rights
subsequent to termination after acceptance revert to Commonwealth.
In the event of a termination of this Agreement by the Customer for any reason, whether with or
without cause, the Customer shall have the right, by itself or by contracting with any other
persons or entities, to complete the development, implementation and installation of the Licensed
Software, to provide training and support services, and to perform any of the activities, services
or operations that may have performed under this Agreement if it had not been terminated. In no
event shall the Customer or any other persons or entities use or modify the source code or
reverse engineer object code for the Licensed Software.
Section 11.06. Termination Relating to Labor-Related Activities. The Customer may terminate
this Agreement upon fifteen (15) days notice, if Commonwealth or a contractor, manufacturer or
supplier of Commonwealth subsequently appears in the register compiled pursuant to Section 2
of Public Act 278 of 1980, which prohibits the Customer from entering into contracts with
certain employers who engage in unfair labor practices; to prohibit those employers from
entering into certain contracts with others; to provide for the compilation and distribution of a
register of those employers; and to provide for voiding of certain contracts. This right of the
Customer to terminate this Agreement in its entirety under this Section 11.06, and notice
provisions herein, shall apply notwithstanding any other terms and conditions in this Agreement
to the contrary.
XII. MISCELLANEOUS PROVISIONS
Section 12.01. Civil Rights Compliance. As required by the Elliott-Larsen Civil Rights Act,
Commonwealth and its subcontractors shall not discriminate against an employee or applicant
for employment with respect to hire, tenure, terms, conditions, or privileges of employment, or a
matter directly or indirectly related to employment because of race, color, religion, national
origin, age, sex, height, weight or marital status. Breach of this covenant shall be regarded as a
material breach of this Agreement, and this Agreement may be terminated upon notification from
the Michigan Civil Rights Commission as provided by Section 605(4) of the Elliott-Larsen Civil
Rights Act.
Augusta, GA Solid Waste Software Contract 13
Section 12.02. Source Code Protection. Commonwealth is the owner of proprietary software.
For all Licensed Software provided by Commonwealth as the owner of such proprietary
software, Commonwealth shall have available its most current recent release of the source code
and related User Documentation. Commonwealth will agree that should any action occur that
prevents them from providing service or maintenance on the Licensed Software, they will
immediately deliver to the Customer a copy of all Source Code.
Events Entitling City to Source Code: In no event shall City be entitled to the delivery of any
materials being held by Commonwealth for the Source Code until after City shall have paid to
Commonwealth the entire license fee specified in the License Agreement. After City has paid
the entire license fee specified in the License Agreement, City shall be entitled to the delivery of
all materials being held by Commonwealth for the Source Code and shall acquire a non-
exclusive right thereto for the purposes hereinafter set forth upon the occurrence of one or more
of the following events:
A. Upon filing of a petition in bankruptcy or insolvency by or against Commonwealth,
which if filed against Commonwealth shall not have been dismissed within 60 days
thereafter, or upon the institution of any proceedings for the liquidation or winding
up of Commonwealth’s business without a successor to the business, or
B. In the event of Commonwealth’s failure or refusal to provide maintenance service
for the Software to City in a reasonably timely basis in breach of a contractual or
warranty obligation to City.
Upon delivery of the information and documentation to City in accordance with this Agreement,
City shall have the irrevocable right to use such information and documentation for any purpose
reasonably necessary to provide for the continued maintenance and enhancement of the software
furnished by Commonwealth solely for use by City and otherwise subject to all the terms and
provisions of the License Agreement.
Section 12.03. Applicable Laws and Jurisdiction. This Agreement shall be governed by and
construed in accordance with the laws of the State of Georgia. All claims, disputes and other
matters in question between Licensee and Hansen arising out of, or relating to, this Agreement,
or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia.
Hansen, by executing this Agreement, specifically consents to venue and jurisdiction in
Richmond County, Georgia and waives any right to contest jurisdiction and venue in said Court.
Section 12.04. Severability. In the event any one or more of the provisions contained in this
Agreement or any application thereof shall be deemed invalid, illegal or unenforceable in any
respect, the offending portions of such provisions, construed as narrowly as possible, shall be
deemed stricken here from and the validity, legality and enforceability of the remaining
provisions contained herein and any other applications thereof shall not in any way be affected or
impaired thereby.
Section 12.05. Force Majeure. No party shall incur any liability to the other parties on account
of any loss or damage resulting from any delay or failure to perform all or any part of this
Agreement, where such delay or failure is caused, in whole or in part, by events, occurrences or
causes beyond the reasonable control of the parties.
Augusta, GA Solid Waste Software Contract 14
Section 12.06. Assignment. Neither this Agreement, nor any rights hereunder may be assigned
or otherwise transferred by Commonwealth, in whole or in part, whether voluntary or by
operation of law, including any merger or consolidation, without the prior written consent of the
Customer, which consent shall not be unreasonably withheld.
Section 12.07. Notices. All notices required by the terms and conditions of this Agreement shall
be in writing, addressed as follows:
Augusta
Tameka Allen, IT Director
530 Greene Street, A-101
Augusta, GA 30911
T: 706.821.2522
F: 706.821.2530
Copies to:
Fred Russell, City Administrator
530 Greene Street, Room 801
Augusta, GA 30911
T: 706.821.2400
Mark Johnson, Solid Waste Director
4339 Deans Bridge Rd
Augusta, GA 30906
T: 706.592.3200
F: 706.592.1658
Commonwealth
COMMONWEALTH
15447 Middlebelt
Livonia, Michigan 48154
Any notice required or permitted under this Agreement may be transmitted by facsimile, hand
delivery or mailed to the parties at their respective addresses set forth in this Section 12.07, or to
such other addresses as a party may substitute by written notice. Any such notice transmitted by
facsimile or hand delivery shall be deemed to have been given one (1) day following transmittal,
and any mailed notice shall be deemed to have been given three (3) days following the date of
posting by Certified Mail, Return Receipt Requested.
Section 12.08. Waiver. No term or provision of this Agreement shall be deemed waived, and no
breach excused, unless such waiver or consent shall be in writing and signed by the party
claimed to have waived or consented. Any consent by any party to, or waiver of, a breach by
another party, whether express or implied, shall not constitute a consent to or waiver of any
different or subsequent breach.
Augusta, GA Solid Waste Software Contract 15
Section 12.09. Entire Agreement. This Agreement contains the entire agreement of the parties
with respect to its subject matter, and there are no promises, conditions or representations made
by any party, except as expressly set forth therein, and in the Documentation. This Agreement
may be modified or amended only by written instrument executed by authorized representatives
of the Customer and Commonwealth. No term, provision or condition of any purchase order or
invoice which the Customer or Commonwealth may use in connection with the Licensed
Software or any related matters shall have any effect on the rights, duties or obligations of the
Customer or Commonwealth in accordance with this Agreement.
Section 12.10. Successors Bound. The terms and conditions of this Agreement shall extend to
and inure to the benefit of and be binding on the respective successors and permitted assigns of
the Customer and Commonwealth.
Section 12.11. Assignment. Commonwealth shall not assign its duties or obligations under this
Agreement without the prior written consent of the Customer.
Section 12.12. Performance Bond. Prior to the making of this contract, Commonwealth shall
have obtained a performance bond in the amount of $82,000 (Eighty-Two Thousand Dollars).
Proof of the acquisition of the bond shall be provided to the Licensee and attached to the contract
as Schedule L.
Augusta, GA Solid Waste Software Contract 16
IN WITNESS WHEREOF, the parties have caused their duly authorized representatives to
execute this Agreement as of the Effective Date set forth at the outset hereof.
AUGUSTA
Date: By: __________________________________
Its: Mayor, City of Augusta
Attest:_________________________________
COMMONWEALTH
Date: By: __________________________________
Its: _________________________________
Augusta, GA Solid Waste Software Contract 17
SCHEDULE A
SOFTWARE SUPPORT SERVICES
Section A1: General Services. Commonwealth shall furnish the Customer with the following
Software Support Services, provided the programs must be used with the version or release of
the operating system recommended by Commonwealth; and Commonwealth will supply
telephone assistance to the Customer representatives; the Customer Systems Administrator, the
Customer Financial Analyst, and or other party(ies) designated by the Customer; during City’s
normal business working hours, from Commonwealth’s designated office location, during
Commonwealth’s “Principal Period of Support”, meaning the hours of 8:00 a.m. to 6:00 p.m.
Eastern Time, Monday through Friday, excluding holidays observed by Commonwealth as
determined annually, and communicated to the Customer at the beginning of each year. This
telephone assistance will consist of the Commonwealth using its best effort to provide:
1. Explanation of functions and features of the Software;
2. Clarification of documentation pertaining to the Software
3. Guidance in the operation of the Software; and
4. Error analysis and correction in accordance with paragraph A4.1, if correction can be
made by telephone.
Section A2: Software Updates.
1. Commonwealth shall, if and when it deems necessary, provide the Customer with updates for
the Software reflecting improvements made to the Software.
2. Commonwealth shall make available to the Customer all releases developed by
Commonwealth for the Licensed Software as well as updates to the User Documentation
reflecting such new releases, provided Customer is a client in good standing, having paid
current year’s annual support fees.
3. For all new releases acquired by the Customer as described herein, and for any other of the
Software Changes made by Commonwealth, the same shall be made available to the
Customer in a timely manner as developed and debugged by Commonwealth. However, the
same shall be provided to the Customer no later than ninety (90) days following completion
of debugging. Commonwealth shall simultaneously provide updates to the User
Documentation reflecting any such Software Changes. Should the Customer desire to
implement the Software Changes, Commonwealth shall provide instructions, media,
telephone support, and conversion utilities for installation and implementation of the
Software Changes. However, if the Customer requests installation assistance at the
Customer's facilities, Commonwealth shall provide such assistance on a time and materials
basis, in addition to reasonable travel and living expenses (in accordance with the Customer's
then current policies). Such installation fees and expenses shall be in addition to the Annual
Software Support Fees, but shall be in accordance with the rates set forth in this Agreement.
Augusta, GA Solid Waste Software Contract 18
Section A3: Services Beyond Standard Support. The Commonwealth help desk shall be the
primary means of communication between the Customer and Commonwealth regarding the
Licensed Software. Necessary resources shall be allocated to resolve each reported issue.
Commonwealth shall have a comprehensive escalation procedure in place to ensure that all calls
are handled in an expeditious manner.
1. After the documentation described in Schedule E is provided to the Customer, the telephone
service described above is not to be used for educational purposes. If Commonwealth
determines that the telephone assistance is being used for educational purposes, the Customer
shall pay to Commonwealth the then current standard charges for educational services.
2. As and when reasonably requested by the Customer, Commonwealth may provide additional
technical support (beyond the Software Support Services described in this Agreement),
additional modifications to the Licensed Software and other related services. Examples of
additional technical support may include, but not be limited to, setting up user accounts,
setting up printer queues, performing file conversions, system maintenance (defragmenting
the disk, system fine-tuning, etc.) and operating system training. Additional services
associated with modification of the Licensed Software may include, but not be limited to
requirements analysis, preparation of functional and programming specifications, software
development, testing, documentation, installation and training (beyond the implementation
services with Commonwealth will be required to perform pursuant to the terms and
conditions of this Agreement). Commonwealth shall provide an estimate of costs prior to
performing any of the requested services. To the extent that any of the foregoing services are
requested by the Customer, Commonwealth agrees to enter into good faith negotiations
directed to performance of such services, in accordance with the service fee rates set forth in
this Agreement.
Section A4: Software Errors and Defects.
1. If the Customer suspects that a defect exists in the Software, the Customer shall notify
Commonwealth in writing of its suspicions. This notification shall comprehensively describe
the nature of the suspected defect and provide details of the circumstances of its occurrence.
Upon receipt of the Customer’s notice, Commonwealth shall use its best efforts to confirm
the existence of the defect. If the Commonwealth confirms the existence of the defect,
Commonwealth shall correct it as part of its obligations under this Agreement.
2. To the extent required for Commonwealth to timely correct Licensed Software errors or
defects, Commonwealth support personnel shall be available for on-site visitations, as
required. On-site visits are subject to the following parameters:
A. Provided that the error or defect is inherent to the software and is not the fault of the
Customer, any such on-site visitations to correct Licensed Software errors or defects shall
be undertaken by Commonwealth at no additional cost to the Customer.
B. Provided that the error or defect is not inherent to the software and is the fault of the
Customer, any such on-site visitations to correct Licensed Software errors or defects shall
be undertaken by Commonwealth at no additional cost to the Customer, beyond the
Travel/Mileage, Daily Food Per Diem, Reasonable-Lodging charges described in
Schedule J.
Augusta, GA Solid Waste Software Contract 19
Section A5: Commonwealth Support Process and Conditions.
1. The following is the process that is required in order to initiate Support:
A. Calls, email, or fax goes to the Support Center in Livonia, Michigan where they are
logged and prioritized with the following priorities:
1) Priority 1: Mission critical/System down
2) Priority 2: Urgent fix needed/workaround in place
3) Priority 3: Desire for report or additional functionality
2. Commonwealth team will respond within four (4) hours to a Priority 1 during normal
business hours 8am – 6pm Monday-Friday, excluding holidays. After the question is
answered or the problem resolved, a support analyst will call the Customer back to determine
if the problem is solved. Commonwealth connectivity to Augusta servers will be governed
according to Schedule K: Augusta Information Technology Third-Party Vendor Access
Agreement.
3. A phone number will be provided by Commonwealth to provide for emergency services
during the normal business hours of our operation Monday – Saturday 8:00am – 6:00pm
(Eastern time).
4. Following notification by the Customer to Commonwealth of any software problems
associated with the Licensed Software, Commonwealth shall promptly undertake those
efforts necessary to correct the problem. Commonwealth shall provide the Customer with a
way to work around the problem, which is acceptable to the Customer, until such time as a
correction can be reasonably implemented.
5. During the Principal Period of Support, as described in Section 6.03 of this Agreement, and
as and when requested by the Customer, Commonwealth shall provide verbal telephone
consultation with City personnel (via the help desk), on-line remote diagnostics and on-site
visitations for isolating, identifying, and resolving problems associated with the Licensed
Software. Commonwealth shall provide the Customer with corrections of errors and logic,
instructions, or functional performance of the Licensed Software, so as to ensure that the
Licensed Software meets the warranties set forth in the main body of this Agreement.
6. For purposes of consultation and assistance, Commonwealth shall provide qualified technical
contact personnel (or have timely access to such qualified personnel) during the Principal
Period of Support. With respect to requests for assistance by the Customer, the Customer
shall limit such requests to no more than a reasonable number of City personnel.
7. In accordance with the terms and conditions set forth herein, Commonwealth shall be
available for the Software Support Services during the Principal Period of Support. Further,
the Software Support Services as described herein with respect to verbal telephone
consultation, on-line remote diagnostics and on-site visitations shall also be available outside
of the Principal Period of Support, subject to the Customer paying for such off-hour services
on a time and materials basis, in accordance with the service fee rates set forth in this
Agreement.
Augusta, GA Solid Waste Software Contract 20
SCHEDULE B
Insight Environmental Software Implementation Plan For City of Augusta
Section B1: Tentative Implementation Plan. The plan below describes the general steps of the
implementation process, and is to be used as a guideline for detailed planning that will take place
during the project. The steps below may be rescheduled, expanded, or otherwise changed with
the written approval of Augusta’s Project Manager and Commonwealth.
Task
ID Project Phase/Step Status Notes/Comments Start
Date
Sched
End
Date
End
Date
1 Contract Signing
1.1 Contracts signed and exchanged 9/15/06 9/22/06
1.2 50% of License Fee 9/22/06 9/22/06
2 Kickoff Meeting
2.1 Review system and report changes 10/2/06 10/4/06
2.2 Develop detailed project plan 10/2/06 10/4/06
3 Hardware Acquire and Install
3.1 Acquire and Install Hardware 9/22/06 10/21/06
3.2 Place Hardware on Network 10/23/06 10/27/06
4 Install Base System (Licensed Software
from Schedule C)
4.1 Software Installation 10/30/06 11/3/06
4.2 25% of License Fee (at installation) 11/3/06 11/3/06
5 Customization Tasks
5.1 Set up staging lab at Commonwealth 10/9/06 10/20/06
5.2 Develop data migration 10/9/06 11/3/06
5.3 Develop system and report changes 10/9/06 12/22/06
6 Training and Testing
6.1
Test completed program changes and
data migration in staging area (Augusta
and Commonwealth)
11/6/06 12/22/06
6.2 Create training schedule 11/6/06 11/06/06
6.3 City of Augusta staff training 11/13/06 12/22/06
7 Conversion
7.1 Create installation plan accounting for
probability of co-existence of 2 systems 11/06/06 1/5/06
7.2 Conversion Testing 12/11/06 1/5/06
7.3 Final Data Conversion 1/6/06 1/7/06
8 Go Live 1/8/06 1/12/06
9 Acceptance Testing and Project Close-
Out
9.1 Testing Period
30 days
after go
live
9.2 25% of License Fee (at end of period) -
9.3
Final Billing Assistance (tentative
onsite technical assistance only 3-
days)*
3 days
* Vendor will be onsite for three days to assist in Augusta’s first major billing.
Augusta, GA Solid Waste Software Contract 21
Section B2: System Enhancements Scheduling.
Create design specifications for billable and non-billable system changes and reports
RFP ID Description Days to
Develop Cost
Enhancements (billable)
SB-20, CB-2 Bar Code Invoices 4 days $ 2720.00
SC-2 Labor Costs 10 days $ 6800.00
CC-5 Finish vendor contracts and vendor
inventory assign 5.5 days $ 3740.00
NEW-4
Cart/inventory integration – tracking
automation of asset placement to a
customer.
10 days
$ 6,800.00
NEW-6 Scale automation 1 day $ 680.00
Enhancements (no charge)
NEW-5, SAR-21
Financial assurance for the landfill –
report all landfills must create each
year. It ties directly to remaining
capacity and lifespan of a landfill.
4 days
SG-15 Random load inspections to be
scheduled based tons or commodity. 4 days
SG-24 Generate close to "credit limit" letter. 5 days
SB-21 Show aging on invoices on a customer
by customer basis. 1 day
CS-4 Generate a "new service" letter. 5 days
CR-5 Optimize routes, allow prototype
optimize before post to production 15 days
CAP-1 Finish A/P 23 days
Section B3: Project Task Definitions.
Create training schedule
Each City of Augusta staffer will have unique elements of Insight that they will be interested in learning. We will create
a curriculum and schedule. You may then select the areas that interest you most and participate in those areas of
training exclusively. This maximizes the focus of the training where needed and minimizes regular workload
disruptions.
Create system and report changes
The developers will create all the additional reports, process and screen changes. These will be verified during the
construction by the appropriate City of Augusta authority for the specific function.
Create data Migration
The data from legacy system will be migrated to the Insight database. We must determine which data and how much of
it is supposed to come over. This temporary tool will be used to refresh the data a number of times during this project
until the final migration during the go live event.
Residential data from route audit (approx. 60,000 residents) 10 days
Landfill customer from Wasteworks (approx. 300 customers) 5 days
Commercial customers to be keyed in manually (approx. 100 customers) 2 days
Augusta, GA Solid Waste Software Contract 22
Set up staging lab at Commonwealth
This is a set of computers that contain a simulation of the City of Augusta environment and data. The code changes will
be tested here. The training and the overall system testing will be done here also.
Test completed program changes and data migration in staging area
This is the process where City of Augusta personnel sign off on the completion of the code changes that need to be
done in advance of go live. This involves testing all reports and screen or process changes.
Begin City of Augusta staff training
Near the end of the implementation plan, the training of the City of Augusta staff will begin. It is our desire to schedule
these events as close to go-live date as possible. These events will be grouped around areas of expertise. We will
attempt to make the training 3 – 4 hour blocks at a time over the course of a few weeks. The data used during the
training will be the migrated data.
Create final installation plan accounting for probability of co-existence of 2 systems
Here we want to explore the possibility of an install to the live systems ahead of time. If Insight is allowed to co-exist
with the legacy system, then we can install Insight before the go live date and do a system wide infrastructure walk
through.
Go Live
Mission Critical cut-over. This means that we do not run parallel. The users stop using the old and start using the new.
Section B4: Development Methodology.
This describes how we do what we do. The Commonwealth Development Methodology begins with a requirements
definition and user feedback loop. This produces agreed upon specifications. From this document the detail design
specifications are produced. These are programmer specifications that provide directions of the technical nature
required by good programmers. The programmers construct and test their objects and modules. These are then
integrated into the existing product framework and system and integration tested in preparation for beta and ultimate
pilot testing. The new features are then documented and the support staff is trained on their nature and use. Finally, the
pilot is complete and the work is ready for general release.
• Requirements Definition Loop (Senior Analyst)
• Detail Design (Senior Analyst)
• Construction and Unit Test (Programmer/Report Writer)
• System and Integration Test (Quality Assurance staff)
• Pilot and Release (large projects, Quality Assurance staff)
Augusta, GA Solid Waste Software Contract 23
SCHEDULE C
LICENSED SOFTWARE
Section C1: Licensed Software. Commonwealth shall furnish the Customer with the following
Software:
The entire suite of Insight Environmental Software. Including Landmark, HaulMark and the
Multi-Site Enterprise Solution.
LandMark (Landfill, Transfer Station)
Scale House Ticketing
Scale Interface
Reporting
Cash Applications
Billing
Customer/Business Inquiry
Master Files
HaulMark (Roll Off, Residential, Commercial)
Routing
Dispatching
Reporting
Cash Applications
Billing
Customer/Business Inquiry
Master Files
Multi-Site Enterprise Solution
Replication
Section C2: Software Functional Requirements. The Software shall have the following
functionality as identified in the original RFP #05-162 section entitled Software and System
Requirements. Since the original RFP was released, these items have been identified for
completion in either Phase I or Phase II of this project. Items in Schedule C are part of the Phase
I Implementation, and items that have been moved to Phase II (which are indicated under
Schedule D) are indicated as such following the Vendor Response, since the response to the RFP
question was a key guiding factor in phase assignment. Phase II requirements will be addressed
under a Statement of Work separate from this contract. Additionally, several items have been
classified as “Phase III” items that are not to be included as part of the vendor’s contract
obligations for this project. These exist here simply for information items in order to guide
future development.
For all of the requirements listed on the following pages, the vendor is expected to respond in the
column on the right according to the following parameters:
Augusta, GA Solid Waste Software Contract 24
Y Vendor is fully compliant with the requirement. If the vendor is partially
compliant, they should indicate “N” rather than “Y”, and include an
explanation.
N Vendor is not currently compliant with the requirement and does not plan
to be compliant for the foreseeable future. Please note that a response of
“N” will generally not disqualify a vendor from this competitive process.
M Software currently does not meet the requirement but this can be done as a
modification at no cost.
M$xxx Software currently does not meet the requirement but this can be done as a
modification for an additional cost. The vendor should indicate in the
“xxx” what the estimated cost will be.
F The software does not meet the requirement but the feature is under
development and will be provided at a future date at no additional cost. If
this code is used, a date should be supplied as well (e.g. F 8/6/2006).
N/A Does not Apply (Based on the vendor’s specific solution, this is not
applicable). For example, questions referring to data being hosted offsite
would not apply to vendors offering a solution to be served from the
Augusta IT computer room.
Please note: Augusta reserves the right to automatically disqualify for consideration any vendor
that is found to have answered these questions falsely with the intent to deceive in order to
artificially enhance their chances of becoming the vendor of choice for this project.
This list may be amended as needed during the implementation, allowing Augusta to request
additional modifications. Modifications requested by Augusta that are not included below, and
are not considered by Commonwealth to be needed by future Software Licensees will be done
for an additional fee based on Augusta acceptance of a quote provided by Commonwealth for
such modification.
A. Augusta Software Technology Contract Requirements
Item ID Item Description Vendor Response
1. Database Type and Schema
IT-1-1 The database must be either SQL Server, Oracle, or an IBM-server/database configuration. Y
IT-1-2
The vendor must provide an updated copy of the production database schemas for the
purpose of understanding the system and generating reports. The vendor must provide
current updates if/when the schemas change. This includes a data dictionary that explains
table and field names.
No. The database is
not encrypted and the
naming conventions
are not ambiguous.
Clarification is
available through
customer support.
2. Database features for Archiving, Testing, Restore, and Data Integrity
Augusta, GA Solid Waste Software Contract 25
Item ID Item Description Vendor Response
IT-2-1 It must be possible to restore a historical backup of the database and do a forward recovery
using a transaction log.
Y. Handled at SQL
Administration level.
IT-2-2
Editing Controls should be in place to protect data integrity by ensuring that incomplete or
incorrect data cannot be entered or processed and that entries cannot be processed in the
wrong sequence.
Y
IT-2-3 Software should able to archive and purge selected information in order to remove
historical records that are not required to be retained permanently. Y
IT-2-4
Vendor should provide for a solution that permits a production environment and a test
environment to reside on the same server so that upgrades and service packs can be tested
prior to being implemented in production.
Y
3. System Security
IT-3-1 The system must include security that logs all database transactions, recording operator,
date and time. N
IT-3-2 Access to the system must be protected by unique user identification codes and passwords. Y
IT-3-3 Software must allow assignment of access privileges by user for each system module. Y
IT-3-4 User characteristics for on user may be copied to a new user so that similar characteristics
for multiple personnel need not be entered multiple times. Y
IT-3-5 Database security must have the ability to control access at the database level. Y
4. Internet Interaction
IT-4-1 There must be an interface for the World Wide Web available to enable the public to have
inquiry-only access to the data stored in the vendor’s system.
M $6000
Phase II Item
IT-4-2 Vendor should have the capability for program modules to be accessed via a web browser
rather than a traditional client installation. N
5. Graphical User Interface (GUI)
IT-5-1 The software must have a GUI interface that provides a flexible, menu-driven environment
for the user to invoke system functions from. Y
IT-5-2 Menus in the GUI should have a consistent “look and feel”, meaning a common
arrangement of menus, buttons, boxes, etc. that are the same from one menu to another. Y
IT-5-3
The software operates from a standard Internet browser (preferably Microsoft Internet
Explorer) such that, in most cases, no software is required on the users’ desktop. It is
permissible for hardware (digital cameras, PDAs, other handheld devices) to require
software installations on the client workstations.
N
6. Performance Bond
IT-6-1
Prior to the making of any contract with Augusta, vendor shall agree to obtain a
performance bond in the amount of the licenses, services, and other fees provided to
Augusta in the execution of the project. For example, if the vendor software solution
(including proprietary hardware) is $150,000, then the vendor shall obtain the bond in the
amount of $150,000. Augusta’s cost of obtaining servers, etc. which may be used with
other vendor solutions is not to be included in the bond amount, subject to review by
Augusta IT during the contract negotiation process.
Y
7. Presentation
IT-7-1
If selected to present their product to the selection committee, the vendor should be
prepared to have all of their software modules ready for presentation. A vendor may be
disqualified if modules / products that are “in development” or otherwise not ready to
present or implement are represented as being complete in this RFP.
Y
8. Maintenance
IT-8-1 Augusta does not expect to pay maintenance on any product in the 1st year. Maintenance
will begin on the anniversary of the "live date". Y
9. Vendor Security Practices
Augusta, GA Solid Waste Software Contract 26
Item ID Item Description Vendor Response
IT-9-1
If the vendor desires to connect to Augusta’s network through remote electronic means or
through on-site activity, then the vendor shall sign the Augusta Information Technology
Third-Party Vendor Access Agreement. This document shall be made part of any licensing,
services, or maintenance contract(s)) between Augusta and the vendor. The agreement is
attached to this document as Exhibit A. A response to this RFP/RFQ indicates that the
vendor will sign the agreement, thereby agreeing to the stipulations and consequences
therein. Vendors that will not sign the agreement should not reply to this RFP/RFQ, and
will be summarily disqualified if they later refuse to sign. The current methodology for
connection to Augusta’s network is VPN, and the standard software package for connection
to Augusta’s Microsoft Windows-based servers is pcAnywhere.
Y
B. General Software Requirements / Scale Application
Item ID Item Description Vendor Response
General
SG-1 Generate tickets by yards and/or tons. Y
SG-2 Able to enter Manual tickets. Y
SG-3 Able to generate tickets with sequential ticket numbers. Y
SG-4 Ability to split loads by commodity or volume and weight and track the load segments to
individual origins and counties. Y
SG-5 Ability to charge minimum rates per customer and or per commodity. As well as defining a
minimum load charge. Y
SG-6 Automatic Rate Adjustments for premium or off hours Y
SG-7 Interface with a cash drawer providing secured access to cash drawer with the drawer
access restricted to the appropriate payment type(s)). Y
SG-8 Automatic vehicle interface. Each truck can be read as it approaches the scales Y
SG-9
Interfaces with a variety of scale automation controls. This could include card readers, key
pads, RF ID tags, etc. Automation should include the ability to open gates, change traffic
signals and other auxiliary items.
M $3750
Phase II I
SG-10 Must be able to operate multiple scales at multiple sites. Must be able to accommodate a
variety of scale manufacturers. Y
SG-11 Should interface with surveillance cameras to capture multiple images viable and printable
on tickets. Y
SG-12 Tare averaging using vehicle history, or like vehicle type Y
SG-13 Capture the vehicle weight by truck and box combinations or by individual components,
with the truck weights stored separately from the box weights. Y
SG-14 Scheduled required weigh outs / re-tares. Shows the last tare weight date for reference. Y
SG-15
Program indicates when a random load inspection is to be done. Must be able to set the
parameters by commodity type, load count, tons, etc. Must be able to provide a detailed
report of load inspections.
M
SG-16 Customer specific pricing or standard company pricing or standard pricing for different
types of customers and commodities. Y
SG-17 Configurable fees, surcharges, discounts for all or a portion of the customers and all or a
portion of any commodity price, this should specifically include volume based discounts. Y
SG-18 We have the option to print surcharges and fees separately or include them in the rate. Y
SG-19 Configurable access to functions based on security levels/tasks assigned Y
SG-20 Tracking and restrictions for bad checks Y
SG-21
Must be able to hold a check, and generate one invoice for all daily activities against that
check within the system. The customer must be able to leave a blank check also and have
the system tabulate the balance of all tickets paid using the blank check.
Y
SG-22 Option for required deposit on weigh in - based on a customer Y
Augusta, GA Solid Waste Software Contract 27
Item ID Item Description Vendor Response
SG-23 Optional forced drivers license and/or vehicle tag number for all cash or check
customers. Y
SG-24
Credit limit checks/limitations based on accounts receivables. Automatic "close to
limit" letters can be generated to notify the customer they are close to their credit
limit.
M
SG-25 Tracks and reports on origin of waste received for each material. Y
SG-26
Tracks waste placement through a 3 dimensional grid system. Would like it to
communicate with a GPS data collector to get exact Latitude, Longitude, and
elevation.
M$4000
Phase II Item
SG-27 Able to track both incoming and outgoing loads, volume and tons. Y
SG-28 POS reconciliation by cash/checks/charges/and temp accounts Y
SG-29 Ability to balance cash and batch within the system. Y
SG-30 Generates a detailed audit trail by user and actions. F 3/31/2006
SG-31 Able to have more than one customer tied to a specific truck. Y
SG-32 In-Process ticket (vehicle in facility or unclosed ticket) tracking/report Y
SG-33 Able to electronically save tickets/batches/invoices in a format that can be easily
e-mailed or stored by date, customer, etc. Y
Pricing
SP-1 Rates must modifiable dynamically from ticketing or billing using fixed rate or
percentage fees or discounts Y
SP-2 Rates must modifiable dynamically from ticketing or billing using quantity based
or time based rate tables using fixed rate or percentage fees or discounts Y
SP-3 Rates must be modifiable using formulas that allow for the creation of any rate
modifier based on volumes, time, unit of measure and any combinations. Y
SP-4
Scheduled price changes by customer, contract, charge type and charge categories must be
provided for. The price change must be able to be modeled against historical data and be
applicable on demand as well as automatically when scheduled.
Y
SP-5
Price adjustments must have the ability to be reviewed prior to implementation, generating
a price adjustment model that can be evaluated and manipulated prior to implementation.
Reports on such must be available.
Y
Special Waste Approvals
SS-1 Individual waste profiles for waste streams tied to a customer or master approvals
for multiple haulers. Y
SS-2
Approvals can be tracked/limited to a specific waste stream and specific jobs.
Automated "close to limit" letters can be generated to notify the customer their
profile is about to expire.
M
SS-3
Volume or tons tracking of limits based on a profile. The approvals must track and
enforce the volume limits by tons, yards and any other unit of measure. Ticketing
must warn the operators of the load becoming close to the limits of the approval at
a predefined threshold.
Y
SS-4
Time tracking and limits based on a profile. The approvals must track and enforce
the expiration date of the approval and warn the customer in advance of the
violating load.
Y
SS-5 Individualized load authorization security. Waste approvals can require up to 3
password secured authorizations Y
Municipal
SM-1 Must be able to identify a vehicle by a county supplied unique truck number Y
SM-2 Vehicle insurance expiration tracking Y
SM-3 Vehicle or company expirations Y
Billing
Augusta, GA Solid Waste Software Contract 28
Item ID Item Description Vendor Response
SB-1 Deferred Quantity Billing - volume based billing Y
SB-2 Can bill Cash, charge or intercompany Y
SB-3 Print separate invoices for each pricing contract that a customer has negotiated. Y
SB-4 Must be able to bill finance charges. Y
SB-5 Must be able to print invoices summarized by vehicle ID, charge type, material, or
by date Y
SB-6 Option to print aged account summary on the invoices. Y
SB-7 Optional overdue messages on invoices based on age of balance. Y
SB-8 Able to suspend a customer to a "cash only" customer. Y
SB-9 Automatic generation of cut off letters based on aging, with the ability to preview
and make adjustments prior to printing. Y
SB-10 Option to automatically suspend customers if their account balance reaches
unacceptable limits. Y
SB-11 Auto-pay by credit card on file during billing. Y
SB-12 Generate General Ledger posting reports. Y
SB-13 Able to edit the batch prior to close or billing. Y
SB-14 Able to re-print a given ticket with or without the captured customer signature. Y
SB-15 Able to re-print a given invoice after the invoice is posted. Y
SB-16 A ticket can never be deleted, it may be voided or a line item may be reversed. Y
SB-17
If the total invoice amount for a customer is below a predefined minimum billing,
then an optional administration fee can be assessed to bring the invoice to an
acceptable minimum.
Y
SB-18 Ability to configure the contents of an invoice on a customer by customer basis.
This includes sorting, filtering subtotals and formatting. Y
SB-19 Provision must be made for Invoices to be distributed online.. Y
Phase II Item
SB-20 Bar coded information on invoice to facilitate payment scanning M $2750
SB-21 Invoices can be printed as a statement showing the aged account balance on the invoice -
optionally on a customer by customer basis M
SB-22 Finance charges calculated on a customer by customer basis with the inclusion on finance
charge calculation optional during a billing. Y
SB-23 The finance charge period and the aging days are configurable on a customer by customer
basis Y
SB-24 Allow for consolidated billings across lines of business so all billings for a customer appear
on one invoice if desired Y
SB-25 Allow for the invoice to be paid automatically by credit card on file. Y
SB-26 Provision to accept payment over the phone and perform instantaneous transactions of
payments. Y
Accounts Receivable
SR-1 Automated Past Due Letters and envelopes. Integrated with Microsoft Word. Must
allow selection of letters by aging category, balance and customer. Y
SR-2
Payment terms include all standard payment terms, user defined terms and
discounts automatically offered in the payment entry if payment is made within a
specific number of days.
Y
SR-3 Generate statements. Statements must be a running balance statement that shows
current month payments and adjustments in detail. Y
SR-4
Aging Analysis must provide summary, invoice summary and detail aging. They
must be able to be filtered by balance, aging category and allow override the aging
period days from a typical 30, 60, 90 etc.. days to any number of days per aging
category like 45, 60,75 etc.
Y
Augusta, GA Solid Waste Software Contract 29
Item ID Item Description Vendor Response
SR-5 Cash Receipts entry, providing helpful mechanism for paying multiple invoices
with a single payment. Y
SR-6 Ability to balance cash within the software. Y
SR-7 Cash receipts reporting by batch or customer number Y
SR-8 Tracking of check numbers Y
SR-9 Able to split payment amount between credit card, cash, checks, and charge
account. Y
SR-10 Ability to offer prepayment or early payment discounts such as 2% net 10 days. Y
Multiple sites
SMS-1 Real time data updates at the HQ from all sites. Y
SMS-2 Instant updates at sites of all transactions and activity of all sites including remote
sites. Y
SMS-3 Configurable synchronization frequency of all information edited at remote sites. Y
SMS-4 The remote sites must be able to function in the software even in the event of the
communication lines being down. Y
Analysis and Reporting
SAR-1 All reports must be exportable to an ODBC data source such as MS EXCEL Y
SAR-2 Must be able to report Volumes of tons, yards, loads , revenue; Y
SAR-3 For any time range selected by date; Y
SAR-4 Presented in summary or detail; Y
SAR-5 For Divisions, Customers, Materials, Generators, Customer vehicle, Hauler,
Contract, Approval, county, state. Y
SAR-6 Must report assessment fees and surcharges for reporting to the governing
authorities. Y
SAR-7 Must generate general ledger detail and summary ledgers for any accounting
period Y
SAR-8 Must report operational reports showing volumes by time of day, days of week,
trucks per hour and cumulative truck count throughout the day. Y
SAR-9 Must report customer ranking reporting by sales for a given time frame Y
SAR-10 Must provide deposit slips at the scale house for the daily deposits and deposit
slips for the payments made against AR Y
SAR-11 Must provide simple one line detail ticket ledgers as well as comprehensive ticket
lists showing the charge details Y
SAR-12 Provide reporting for outbound loads in volumes a revenues, filtering and sorting
the same as is required for inbound loads. Y
SAR-13 Provide a detailed customer ledger report detailing account transactions, profile
details and sales statistics Y
SAR-14 Provide a detailed contract report showing the negotiated price structures for the
customer Y
SAR-15 Standard label and envelope Y
SAR-16 Customer contact logs detailing phone calls and other communication events Y
SAR-17 Provide vehicle listings showing key information such as the tare and size for a
selected customers vehicles. Y
SAR-18 Reports must be easily found with documentation and search capabilities by
helpful descriptive phrases and keywords. Y
SAR-19 Report access must be subject to security restrictions based on user security level. Y
SAR-20 Must be able to organize the reports by user defined groupings and hide unused reports. Y
Augusta, GA Solid Waste Software Contract 30
Item ID Item Description Vendor Response
SAR-21
Must be able to generate a snapshot "remaining capacity" report. This report will reflect the
airspace used by waste factored by a density, adding in cover soils, etc. To generate an
anticipated fill date.
M
Cost Tracking
SC-1 Fuel costs must be tracked. Automated fuel surcharges must be easily deployed to billing.
Fuel costs should be able to be uploaded from a fuel card system.
M $4500
Phase III Item.
SC-2 Labor costs must be tracked. A cost per hour per employee must be stored and be able to
be allocated to workflows accurately.
M $6800
Phase I Item
SC-3 Cover dirt utilization must be tracked, by volume, load, and density with the ability to run
reports on such. Y
SC-4
Asset Utilization must be tracked. This should include the hours the equipment operated.
A cost per hour per piece of equipment must be stored and be able to be allocated to
workflows accurately.
Y
SC-5 Costs should be able to be allocated and identified as capital projects, tracked by project
number, name, etc.
M $3500
Phase III Item.
C. General Software Requirements / Solid Waste Collections
Item ID Item Description Vendor Response
Customer Service
CS-1 Customer Quick set up - set up the customers contract, location, charges, initial payment,
container, routing, and sequencing from one screen. Y
CS-2 Provide a detailed customer contact log, which allows for scheduled feedback to the
customer. Must show who and when talked to the customer. Y
CS-3 Able to e-mail/fax customers information such as invoices, tickets and reports. Y
CS-4 Once a new customer is generated, the system should generate a letter/new service
information letter automatically. M
Routing
CR-1 Must be able to sequence a customer to a route. Y
CR-2 Computer shall have the ability to automatically select the route to place it on. Y
CR-3 There must be a way to identify changes/new items/exceptions on a route. Y
CR-4 Must be able to track additional items such as fuel costs, disposal costs, disposal trip times,
down time and reason. Y
CR-5
Must be able to review routes on maps, optimize routes on maps and save to a trial area
before implementing into the routes. Must further be able to bring driving directions into
the system so they can be added to a work order.
F 6/30/2006
CR-6 Must be able to print a map to a customer. Y
CR-7 Must be able to integrate with onboard computers, onboard scales, and GPS. This could
include computerized route sheets, route audits, etc.
M $17,500.
Phase III Item.
CR-8 Must be able to mass re-sequence based on manual choices. Y
CR-9 Must automatically re-sequence the route when an additional item is inserted or deleted. Y
CR-10
Service must be tied to the customers account balance in such as way as to allow suspension
of the service automatically from the routes based on a configurable violation of the account
balance.
Y
CR-11 Recording of route exceptions and missed pickups must be provided. The credits to billing
that may be necessary should be generated F 3/31/2006
CR-12 Route sheets in simple one line formats and multiple line versions allowing comments, street
directions and physical location descriptions to be printed Y
CR-13 Route Audit lists showing all stops on all routes Y
Augusta, GA Solid Waste Software Contract 31
Item ID Item Description Vendor Response
Dispatch and Contractor Functionality
CD-1 Missed pickups must be scheduled as work orders for the contractors to remedy. Y
CD-2 The work orders must be managed through a dispatch board and work order function. Work
orders must be e-mailable to the contractor. Y
CD-3 The work orders must be able to bill directly through to the customer and/or the contractor. Y
CD-4 The work orders must be able to be billed to the customer with vendor costs also being
recorded. F 6/30/2006
CD-5 The work orders must also be able to record just a straight billing to the Contractor. Y
CD-6 Work orders must be printed and also be able to faxed or emailed to the Contractor. Y
CD-7 Each Contractor must able have its own pricing contract and configuration. Y
CD-8 The dispatch board must easily organize the jobs by date and time as well as sort and filter
them by vendor, location, and status of the job. Y
CD-9
The board must record the awareness of the Contractor relative to the job. Have they
received it yet or not. Has the job been completed, tracking what time was the job
completed.
Y
CD-10 Must be able to track and charge against contract performance based issues such as
liquidated damages to each contractor separately. Y
CD-11 Work orders must be easily billed allowing filters by date, customer, division, charge type. Y
CD-12 The billing system must be the same one used in the landfill billing. Y
CD-13 Extra pulls and special pickups are handled through the work order system. Y
Container Management
CC-1 Containers must be tracked by SKU or unique number. These must have the capability of
being tracked with RF tags or similar technology Y
CC-2 The work order system must have the capability to move and track inventory intuitively and
with as little possibility for operator error as possible. Y
CC-3 Work order reporting must provide for daily summaries of work orders including snapshot
key indicators like numbers of open jobs, closed, dollar volumes of each etc. Y
CC-4 Container reports must identify the location of inventory whether in the yards, at a customer
site, at a contractors yard or en route. Y
CC-5
Must be able to track when containers were delivered to contractor and have contract
specific affects on the amounts payable to the contractor based on contract specific
parameters.
Y
CC-6 Must be able to report on the number of containers a given contractor has at a given time. Y
CC-7 Reports must detail the location, routing and billing details for each service site. This
includes the container SKU ID Y
CC-8 Customers must be able to define multiple service locations under the same service
agreement. There can be no limit on the number of service locations per customer. Y
CC-9 Invoices must be able to be printed with each service agreement on its own invoice or
consolidated under one customer invoice. Y
Cost Tracking
CT-1 Fuel costs must be tracked. Automated fuel surcharges must be easily deployed to billing.
Fuel costs should be able to be uploaded from a fuel card system.
M $2500
Phase III Item.
CT-2 Disposal Costs must be tracked. A function must be provided to reconcile tracked disposal
costs with the disposal site invoice. Y
CT-3 Labor costs must be tracked. A cost per hour per employee must be stored and be able to be
allocated to workflows accurately. Y
Pricing
CP-1 Rates must modifiable dynamically from ticketing or billing using fixed rate or
percentage fees or discounts Y
Augusta, GA Solid Waste Software Contract 32
Item ID Item Description Vendor Response
CP-2 Rates must modifiable dynamically from ticketing or billing using quantity based
or time based rate tables using fixed rate or percentage fees or discounts Y
CP-3 Rates must be modifiable using formulas that allow for the creation of any rate
modifier based on volumes, time, unit of measure and any combinations. Y
CP-4
Scheduled price changes by customer, contract, charge type and charge categories must be
provided for. The price change must be able to be modeled against historical data and be
applicable on demand as well as automatically when scheduled.
Y
CP-5
Price adjustments must have the ability to be reviewed prior to implementation, generating a
price adjustment model that can be evaluated and manipulated prior to implementation.
Reports on such must be available.
Y
Accounts Payable/Contracts
CAP-1 Must be able to track the amount to be paid to contractor. This would factor in contract
deductions, units serviced by rate, and reporting on such. F 6/30/2006
Billing
CB-1 Provision must be made for Invoices to be distributed online Y
Phase II Item
CB-2 Bar coded information on invoice to facilitate payment scanning M
CB-3 Provide for advance or recurring billing set up by customer Y
CB-4 Invoices can be printed as a statement showing the aged account balance on the invoice -
optionally on a customer by customer basis Y
CB-5 Finance charges calculated on a customer by customer basis with the inclusion on finance
charge calculation optional during a billing. Y
CB-6 The finance charge period and the aging days are configurable on a customer by customer
basis Y
CB-7 Allow for consolidated billings across lines of business so all billings for a customer appear
on one invoice if desired Y
CB-8 Allow for the invoice to be paid automatically by credit card on file. Y
CB-9 Provision to accept payment over the phone and perform instantaneous transactions of
payments. Y
Cash Management
CM-1 Provision for online bill paying M $4000
Phase II Item
CM-2 Provide for OCR scanning of payments M $800
Phase II Item
CM-3 Provide for automatic bill payments via EFT M $4000
Phase II Item
CM-4 Provide web based customer account interface for customer statistics, reporting work orders,
service, billings and payment activity
M
Phase II Item
CM-5 Automatically pay invoices by credit card. Y
D. Additional Items
Item ID Item Description Vendor Response
NEW-4 Cart/inventory integration – tracking automation of asset placement to a customer. M $6800
Phase I Item
NEW-5 Financial assurance for the landfill – report all landfills must create each year. It
ties directly to remaining capacity and lifespan of a landfill.
M $2200
Phase I Item
NEW-6 Scale automation. M $680
Phase I Item
Augusta, GA Solid Waste Software Contract 33
SCHEDULE D
SOFTWARE CUSTOMIZATION
Section D2: Contract Obligations:
The items listed on Schedule D will be addressed following the initial software implementation
project. They are subject to the same support and maintenance requirements as the items in
Schedule C, which are to be implemented as part of the initial implementation. These items are
to be implemented under a Statement of Work, separate from this Contract, following
implementation of the items in Schedule C.
Items in Section D2 are potential Phase III items that are included here for reference and the
vendor is NOT under any obligation to provide these products/services under this contract or any
future contract. Additionally, there is no guarantee that a Phase III will be required or necessary,
and these items are included simply for information purposes.
Section D1: Customization.
This list may be amended as needed during the implementation, allowing City to request
additional modifications. Modifications requested by the Customer that are not considered by
Commonwealth to be needed by future Software Licensees will be done for an additional fee
based on City acceptance of a quote provided by Commonwealth for such modification.
Section D1.1: RFP Responses requiring modification:
A. Augusta Software Technology Contract Requirements
Item ID Item Description Vendor Response
IT-4-1 There must be an interface for the World Wide Web available to enable the public to have
inquiry-only access to the data stored in the vendor’s system. M $6000
B. General Software Requirements / Scale Application
Item ID Item Description Vendor Response
SG-9
Interfaces with a variety of scale automation controls. This could include card readers, key
pads, RF ID tags, etc. Automation should include the ability to open gates, change traffic
signals and other auxiliary items.
M $3750
SG-26
Tracks waste placement through a 3 dimensional grid system. Would like it to
communicate with a GPS data collector to get exact Latitude, Longitude, and
elevation.
M$4000
SC-2 Labor costs must be tracked. A cost per hour per employee must be stored and be able to
be allocated to workflows accurately. M $1000
C. General Software Requirements / Solid Waste Collections
Item ID Item Description Vendor Response
Augusta, GA Solid Waste Software Contract 34
Item ID Item Description Vendor Response
CS-4 Once a new customer is generated, the system should generate a letter/new service
information letter automatically. M
CM-1 Provision for online bill paying M $4000
CM-2 Provide for OCR scanning of payments M $800
CM-3 Provide for automatic bill payments via EFT M $4000
CM-4 Provide web based customer account interface for customer statistics, reporting work orders,
service, billings and payment activity M
NEW-1 Automated reports by time/date for day end, month end, etc. M $4760
NEW-2 Follow-up calls assigned to specific staff by date/time.
M $2720
NEW-3
Promise to pay date for collections of funds with flags/triggers based on those
dates.
M $2720
Augusta, GA Solid Waste Software Contract 35
Section D2: Potential Future (Phase III) Applications:
The following items may be considered at a later date, and are recorded here to indicate the Solid
Waste Department’s interest in exploring these in the future. These are not to be considered as a
part of the vendor’s contract obligation and are included here for information purposes only:
Item ID Item Description Vendor Response
CR-7 Must be able to integrate with onboard computers, onboard scales, and GPS. This could
include computerized route sheets, route audits, etc. M $17,500
SC-1 Fuel costs must be tracked. Automated fuel surcharges must be easily deployed to billing.
Fuel costs should be able to be uploaded from a fuel card system. M $4500
SC-5 Costs should be able to be allocated and identified as capital projects, tracked by project
number, name, etc. M $3500
CT-1 Fuel costs must be tracked. Automated fuel surcharges must be easily deployed to billing.
Fuel costs should be able to be uploaded from a fuel card system. M $2500
FUT-1
"Real time" check verification. There is commercially available technology (used
by retail stores), that scans a check and informs the cashier if funds are available.
Could this be integrated?
FUT-2 Scheduled reports to print.
FUT-3 Inter-company work order/project numbers keyed into scale tickets to track by
project or job.
FUT-4 Lost business report tracking price and service.
FUT-5 Phone system integration – as the customer calls, the software goes to that account
based on phone number. Additionally, have look-up by phone number.
FUT-6
Suggested the use of a "debit card" which would allow customers to pre-pay for a
few months of service, with a 5% discount. Customer would swipe card when they
came in, and Insight would keep a running total of their account balance. This
way, Augusta gets a cash flow boost, the customer gets 1.00 of service for 95
cents, etc.
Augusta, GA Solid Waste Software Contract 36
SCHEDULE E
USER DOCUMENTATION
Section E1: User Documentation. Commonwealth shall furnish the Customer with a user
manual that defines standard functionality of the delivered software.
Augusta, GA Solid Waste Software Contract 37
SCHEDULE F
MINIMUM CONFIGURATION
Section F1: Minimum Configuration. Minimum computer system specifications upon which
licensed software will execute:
Server Minimum Requirements
Computer and processor: Pentium 4 or higher processor. 2GB Memory.
Data Storage: 100 GB Hard drive, with at least 20 GB available, for database
backups
Memory: 2 GB of RAM or greater
Hard drive: Server: 80 GB hard drive, with at least 20 GB Free. You need to
have at least 1 GB free on your main partition for Installation.
Optical Drive: CD-ROM or DVD drive. One PC should have a CD-RW (CD-
ROM Burner drive) or DVD+/-R (DVD Burner drive) for sending
backup files to Insight.
Display (Monitor): 17" Monitor or larger with 1024x768 resolution.
OS/Software:
Windows 2000 Server or later with matching number of client
licenses (CALs) for each client machine
Microsoft SQL Server 2000 with matching number of client
licenses (CALs) for each Client machine.
Crystal Reports 9 or greater
VNC software for remote support access.
* NOTE: If you are using a PC that will act as the Insight Server, the PC must meet the Server
hardware requirements.
Augusta, GA Solid Waste Software Contract 38
Client / PC Minimum Requirement
Computer and processor: Intel Pentium 4 equivalent or AMD 2.0 GHz or faster processor
Memory: 1 GB of RAM or greater
Hard drive: 60 GB hard drive, with at least 5 GB Free.
Display (Monitor): 17" Monitor or larger with 1024x768 resolution.
OS/Software:
Microsoft Windows® 2000 with Service Pack 4 (SP4)
Windows XP PROFESSIONAL**, or later
Office 2000 or later.
Microsoft Word and Microsoft Excel
Microsoft .NET 1.1 Framework
VNC (Remote desktop software)
**NOTE: We cannot support Insight Environmental Software running on Windows XP Home
edition, or Windows XP Media Center Edition**
Internet Connection:
Internet functionality requires dial-up or broadband Internet access (provided separately); Due to
the increasing sizes of databases, we HIGHLY RECOMMEND a Broadband Internet
connection. Local or long-distance charges may apply.
Augusta, GA Solid Waste Software Contract 39
SCHEDULE G
SOFTWARE TRAINING SERVICES
Section G: Services. Commonwealth shall furnish the Customer with the following Training
Services:
Commonwealth will provide training for the number of City staff equal to the number of user
licenses purchased. Training shall occur in two blocks:
Go-Live: Commonwealth will provide five days of on-site staff training configured to
Augusta’s specific needs and conducted in a facility the Customer provides. The nature of
the Licensed Software is such that there are multiple types of work that require training,
i.e., Scale house, Billing, Administrative, and one function does not overlap to the other.
Training software functions are job-specific and the five days of training should be
structured so as to separate the functions into appropriate time segments.
Commonwealth shall provide on-site assistance (and training as needed) during a
residential customer billing cycle, which shall be identified by the customer, for a
minimum of three days, subsequent to the Go-Live date of the software. This training
shall be scheduled within three months of the scheduled Go-Live date.
Any subsequent training, requested by the Customer, where Commonwealth will be providing
training, will be done for a fee as defined in Schedule J, it being acceptable at the Customer’s
choice to train or retrain using City personnel.
Augusta, GA Solid Waste Software Contract 40
SCHEDULE H
SOFTWARE PAYMENT
Section H1: Payment. The Customer will exercise the following payment plan:
Milestone Payment Required
Contract Signing 50% of the license fees
(Throughout project) Itemized Weekly invoices for custom work
net 30 days.
Start of Acceptance Testing 25% of the license fees
Acceptance of Licensed Software Final 25% of license fees and any balance
Section H2: Price of Software and Services.
Quant Item Description Unit Price Extension Notes
Software Licenses
2 I-Server Insight Enterprise Servers End User License
Agreement (EULA). $ 5,000.00 $ 10,000.00 1
20 I-Client Insight Client End User License Agreement (EULA) $ 1,250.00 $ 25,000.00
-0.667 Discount Co-development Program Contribution (66.7% off of
the license fees) $ 30,000.00 $ (20,010.00) 2
Complete Turn-Key Insight Software and Installation Subtotal $ 14,990.00
Co-Development (Phase I only. Additional Items are found under
Phase II.)
1 SB-20, CB-
2 Bar Code Invoices $ 2,720.00 $ 2,720.00
1 SC-2 Labor Costs $ 6,800.00 $ 6,800.00
1 CC-5 Finish vendor contracts and vendor inventory assign $ 3,740.00 $ 3,740.00
1 NEW-4 Cart/Inventory integration-tracking automation of
asset placement to a customer $ 6,800.00 $ 6,800.00
1 NEW-6 Scale automation $ 680.00 $ 680.00
Management / Implementation Costs $ 20,740.00
Travel and Implementation Costs
Travel Expenses: Over a 30 day period weekends off.
8 trips Airfare: 4 trips 2 consultants $ 450.00 $ 3,600.00
40 days Lodging: 20 days, 2 consultants $ 80.00 $ 3,200.00
40 days
Per Diem: (Whatever your standard is x 20 days, we
will use $30/day as an example) $ 30.00 $ 1,200.00
20 days
Rental Car: 20 days x $45/day or less if it is less,
again we will conform to your requirements $ 45.00 $ 900.00
160 Hours Management and Implementation $ 75.00 $ 12,000.00
Augusta, GA Solid Waste Software Contract 41
Management / Implementation Costs $ 20,900.00
Training Section
13 Days Insight Training $ 500.00 $ 6,500.00 3
Training Section $ 6,500.00
Conversion of Existing Data
120 hours
Convert 300 landfill customers and current
account balances, 52000 solid waste
customer records and their balances
$ 75.00 $ 9,000.00
Conversion of Existing Data $ 9,000.00
Annual Support Starting Second Year
1
17% of retail software license fees. $35000 x
17% $ 5,950.00 $ 5,950.00
Annual Support Starting Second Year $ 5,950.00
Optional Hardware Costs
1
2 Digital Video Cameras and Sharkseye
software interface $ 7,200.00 $ 7,200.00
1 Scale Interface Configuration $ 200.00 $ 200.00
1 1 Wireless Signature Pad $ 1,350.00 $ 1,350.00
1 1 Cash Drawer $ 650.00 $ 650.00
Optional Hardware Costs $ 9,400.00
Project Total Cost (Software Solution and Vendor
Hardware) $ 81,530.00
Notes
1 Two servers and databases are needed to facilitate the synchronization of information between the landfill and the
Solid Waste offices. This price includes unlimited support and all upgrades for 1 year from installation.
2 This number represents the amount of the license fees that Insight is prepared to invest in the customizations for the
City of Augusta that improve the core Insight products.
3 If you need less, you will only be billed for the training time you actually needed.
Augusta, GA Solid Waste Software Contract 42
Section H3: Explanation of Pricing and Estimates.
Software Cost Section
The costs for the customized programming defined in this section represent a very gross estimate. As
described in our explanation of the Standard Software Development Process, exact costs cannot be known
until a proper Proposed Business Model is constructed. Or in other words, detail design specifications are
done. We feel that it is impossible for anyone to do it correctly any other way. Any estimate presented as an
accurate quote without that detail design work done is highly suspect at least and probably very misleading.
We are putting these numbers forward as a ‘ballpark’ guess based on the gross assumptions we have had to
make. Even if we spent all of the time between receiving the RFP on October 24th and the November 9th
question deadline sending written communications back and forth to the procurement office trying to create
detailed specifications, we would not have been able to create them in that short of time using that manner
of communication. It requires face to face, ‘in the trenches’ tedious, hard work to interrogate all the
necessary users, vendors and other contributing parties to do the job correctly and accurately. We know that
a ‘final number’ stipulation was described as a criteria for the nature of the estimates. We cannot warrant
that on these estimates. If that disqualifies us, well then that would be regrettable. But we would know we
did due diligence and gave the truest and best numbers we could. Anything else would have been
disingenuous and misleading.
So we based the estimates on the assumption that we were building these features for our core product. The
goal there is to have the richest functionality on the market and the highest quality product. Basically, it is a
high standard and one we could be proud of. However, you may have requirements unique to Augusta that
will alter the estimates up or down by significant amounts.
Therefore, the estimates are subject to change by you the customer based on the details you will ultimately
provide during the inevitable detail design phase of the project.
Management / Implementation Cost Section
The above stipulation carries over into this section. Changes may occur to estimates of the volume of time
spent on your site, the travel expenses and the hours spent managing the project. Also, if there is the
possibility of an Augusta IT staff member managing all or segments of the project, then that could reduce
costs.
Training Costs
Training costs will be based on actual hours used. If students are quick studies the costs will be less. If we
train a super user who trains others, the costs will also be less.
Conversion of Existing Data Section
The conversion makes the following assumptions: The goal is to migrate the landfill customer names and
addresses. There are no special pricing contracts to be migrated. The open AR balances will be migrated in
detail open item records. As for the solid waste records, the goal is to migrate the customer name, address,
a service location and one container activity record per customer and any AR balance if that is applicable.
Annual Support Costs Section (Starting 2nd year)
The support costs are based on the rate of the license fee before Cooperative Development Program
discount. They are included for the first year so no support costs are incurred until the second year.
Augusta, GA Solid Waste Software Contract 43
Hardware Costs Section
We have included hardware cost estimates for the elements of our software that have these interfaces up
and running now. Hardware for items to be created in the future have not been included since the detail
requirements are not known. We felt that absent these details the inaccuracy of the hardware costs might
skew the accuracy of the estimate too much.
Augusta, GA Solid Waste Software Contract 44
SCHEDULE I
ANNUAL SOFTWARE SUPPORT
Section I1: Annual Fee. Commonwealth shall furnish the Customer with annual support, which
will include upgrades and staff support to answer questions and resolve problems.
Section I2: Fee Amount. The Annual Commonwealth (Insight) Maintenance Fee is seventeen
percent (17%) of the Total Licensed Software Cost, which is stated in Schedule J. This fee is
due annually, and will be billed by Commonwealth. It entitles the Customer to Software support
and periodic updates. Commonwealth reserves the right to change its support and maintenance
fees, with the following conditions:
Changes to the Annual Commonwealth (Insight) Maintenance Fee are to be announced
prior to June 1 of the year previous to the changes taking effect in order to provide the
customer with sufficient time to budget for the changes.
Increases to the support and maintenance fees shall exceed no more than 3% of the cost
of the previous year, provided that the number and type of licenses purchased by the
customer shall not have changed.
Additional licenses purchases by the Customer shall be billed at the then-current
Commonwealth rate and the maintenance amount for the new license(s) shall be added to
the existing annual maintenance fee. Said fees shall be prorated for the year in which
they are purchased and shall be billed in full with the next Annual Billing.
This maintenance agreement applies to licensed software, to include customizations that
will be incorporated into the Commonwealth suite of software (HaulMark, LandMark,
and derivatives/sub-programs thereof). Augusta-specific customizations that are not
incorporated into the Commonwealth suite of software and will not be marketed or
supplied to other customers shall be subject to maintenance on a time-and-materials
basis. This provision applies to the customizations described in Schedule D, and is
subject to change if/when the customizations are incorporated into the Commonwealth
suite of software.
Section I3: Fees beyond Annual Support.
All travel expenses and data transmission-related telephone expenses related to installation,
service or support of the Licensed Software are the responsibility of the Customer, subject to
written approval from the Customer prior to the beginning of any billable activity. If the
Customer provides Commonwealth with VPN access for services or support, there shall be no
charge for data transmission-related expenses.
All fees are payable at the beginning of each month or upon invoice. Payment Terms for
invoices of this nature shall be: Net 30 days.
Other activities not related to Annual Software Support are subject to the charges as described in
Schedule J.
Augusta, GA Solid Waste Software Contract 45
SCHEDULE J
CHARGES
Section J1: System. Commonwealth will charge the Customer the following Charges:
All reasonable Mileage, Daily Food Per Diem, and reasonable Lodging charges will be
billed weekly. Food Per Diem shall not exceed the U.S. Internal Revenue Service
schedule for Augusta, GA.
Training requiring additional time will be charged at $500/day.
Customization of Invoice, Tickets, and Statements is at $75/hour.
Commonwealth reserves the right to change the fees described in this Schedule J on ninety (90)
days advance notice.
Augusta, GA Solid Waste Software Contract 46
SCHEDULE K
Augusta Information Technology Third-Party Vendor Access Agreement
This is an excerpt of relevant material from the Augusta Information Technology Standard
Operating Procedures, 2005 Edition.
5.6.4.1 Purpose
The purpose of this policy is to provide guidelines for Remote Access Virtual Private Network
(VPN) connections to the Augusta Richmond County network.
5.6.4.2 Scope
This policy applies to all Augusta Richmond County employees, contractors, consultants,
temporaries, and other workers including all personnel affiliated with third parties utilizing
VPNs to access the Augusta Richmond County network. This policy applies to implementations
of VPN that are directed through an Augusta Richmond County VPN Concentrator.
5.6.4.3 Policy
Approved Augusta Richmond County employees and authorized third parties (customers,
vendors, etc.) may utilize the benefits of VPNs, which are a "user managed" service. This means
that the user is responsible for selecting an Internet Service Provider (ISP), coordinating
installation, installing any required software, and paying associated fees.
Any employee wishing to access the internal Augusta-Richmond County network remotely from
any location other than a branch office shall through a VPN via the internet. They will have to
authenticate themselves using a uniquely assigned password. All sensitive data will be encrypted
in transit over all networks.
A user with Internet access from home may request access to the network via the Internet using
VPN access. The user must make the request through their project leader and provide their
username. The username will be the same one used when using a computer on the network.
Passwords must meet the requirements of the Password Policy (See Passwords for IT
Resources). Once approved the user must install the VPN client on their computer to be able to
access the network through the Internet.
All vendors will be required to use VPN to connect to any resource on the Augusta-Richmond
County network. Vendors needing access to the Augusta-Richmond County network will need
to be requested through the appropriate Project Leader only. The Project Leader will then need
to email firewall administrators the request with day and time the vendor needs access. If this is
a new vendor access, then the Project Leader will need to make the request with the security
administrator to setup the appropriate access needed.
Additionally,
1. VPN access is provided through the Augusta Information Technology Department. No
other department may implement VPN services.
2. It is the responsibility of employees with VPN privileges to ensure that unauthorized
users are not allowed access to Augusta Richmond County internal networks.
Augusta, GA Solid Waste Software Contract 47
3. The VPN software can only be installed on the computer listed on the access request
form.
4. VPN use is to be controlled using either a one-time password authentication such as a
token device or a public/private key system with a strong passphrase.
5. When actively connected to the corporate network, VPNs will force all traffic to and
from the PC over the VPN tunnel: all other traffic will be dropped.
6. Dual (split) tunneling is NOT permitted; only one network connection is allowed.
7. VPN gateways will be set up and managed by Augusta Richmond County network
operational groups.
8. All network activity during a VPN session is subject to ARC policies and may be
monitored for compliance.
9. All computers connected to Augusta Richmond County internal networks via VPN or any
other technology must use the most up-to-date anti-virus software that is the county
standard (provide URL to this software); this includes personal computers. All
computers are also required to be up to date on all OS patches for security. Proof of
compliance is required prior to the assignment of a VPN account to ensure network
health.
10. VPN users will be automatically disconnected from Augusta Richmond County's network
after thirty minutes of inactivity. The user must then logon again to reconnect to the
network.
Augusta, GA Solid Waste Software Contract 48
SCHEDULE L
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Request for Proposal
Sealed RFP’s will be received at this office until Tuesday, November 29, 2005 @ 3:00 p.m.
RFP #05-162 Solid Waste Management Software Consulting, Implementation, and Technical
Services for Information Technology
RFP’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30911
706-821-2422
RFP documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room
605, Augusta, GA 30911. Documents may be examined during regular business hours at the offices of Augusta, GA
Procurement Department. All questions must be submitted in writing to the office of the Procurement Department by
Fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be received by mail or hand delivered.
The last day to submit questions is Tuesday, November 8, 2005 by 4:00 p.m.
It is the wish of the Owner that minority businesses are given the opportunity to BID on the various parts of the work.
This desire on the part of the Owner is not intended to restrict or limit competitive bidding or to increase the cost of the
work. The Owner supports a healthy free market system that seeks to include responsible businesses and provide ample
opportunity for business growth and development.
No RFP may be withdrawn for a period of 120 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including financial statements
and references and such other attachments that may be required by the bid invitation are material conditions of the RFP.
Any package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly
contending that he/she has been improperly disqualified from bidding due to an incomplete bid submission shall have
the right to appeal to the appropriate committee of the Augusta Commission. Please mark RFP number on the outside
of the envelope.
Bidders are cautioned that sequestration of RFP documents through any source other than the office of the Procurement
Department is not advisable. Acquisition of RFP documents from unauthorized sources placed the bidder at the risk of
receiving incomplete or inaccurate information upon which to base his qualifications.
Augusta has a Link Deposit program designed to provide loans to eligible local Small, Minority and Women Owned
Businesses. For more information about this program contact the Office of Disadvantage Business Enterprise at 706-
821-2406.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle October 13, 20, 27, November 3, 2005
Metro Courier October 19, 2005
cc: Tameka Allen Interim Deputy Administrator
Michael Blanchard Information Technology
Yvonne Gentry DBE Coordinator
Mark Johnson Solid Waste
FAX TRANSMISSION
AUGUSTA-RICHMOND COUNTY CONSOLIDATED GOVERNMENT
530 Greene Street - Room 605
Augusta, Georgia 30911
706 821-2422
Fax: 706 821-2811
To: Metro Courier
Date: October 5 , 2005
Fax #:
(706) 722-7104
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR RFP #05-162
COMMENTS:
Please print the above Bid Item(s) on the following dates:
October 19, 2005
REQUISITION #43723B
Please send an affidavit of publication.
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-4206 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Geri Sams
Director, Procurement Department
Mark Johnson
Solid Waste Department
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Bid Item Bid Item Bid Item Bid Item ####05050505----162 162 162 162 –––– Solid Solid Solid Solid Waste Management Software ConsultingWaste Management Software ConsultingWaste Management Software ConsultingWaste Management Software Consulting
and Implementationand Implementationand Implementationand Implementation
DATE: October 5, 2006
This memo is to transmit the review and concurrence of the recommended DBE
Utilization goal of five (5%) for the above referenced project. The goal-setting
methodology considered the following factors based on good faith efforts of the
contractor:
• The project’s total estimated cost is $$$$170,000170,000170,000170,000.
• There is 5% value of the scope of work where minority/women minority/women minority/women minority/women
businesses businesses businesses businesses availability exists.
• There is 0% value of the scope of work where small businesses small businesses small businesses small businesses
availability exists.
• There is 0% value of the scope where local businesses local businesses local businesses local businesses availability
exists.
The contractor must prepare their proposed DBE Utilization Form submittal based on
the total dollar value of their base bid. No further adjustments should be made.
The above recommendation is based on information provided at the time of review.
If you have any questions, please feel free to contact me at (706) 821-2406.
YG:glw
Commission Meeting Agenda
10/17/2006 2:00 PM
Windsor Spring Road Project
Department:
Caption:Update/status report on the Windsor Spring Road Projects.
(Requested by Commissioner Calvin Stevenson)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
DDA
Department:
Caption:Report from Downtown Development Authority regarding
the discontinuation of funding for the First Friday event.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Downtown Advisory Panel
Department:
Caption:Consider recommendations from the Downtown Advisory
Panel ( DAP) regarding funding for the First Friday event
and other special events.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Minutes
Department:
Caption:Motion to approve the minutes of the regular meeting of
Commision held October 3, 2006 and the Special Called
meeting held October 9, 2006.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Resolution of Condolences
Department:
Caption:Resolutions of Condolences for State Representive Pete
Warren, former Richmond County Board of Education
President Adna Stein and Mayor Byron Burt, Louisville,
Georgia.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Appointment
Department:
Caption:Motion to approve the appointment of Mr. David (Chip)
Barbee due to the resignation of Mr. James E. Harrison, III to
the ARC Personnel Board representing District 10.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
2007 Proposed Budget
Department:
Caption:Presentation of 2007 Proposed Budget.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Frames
Department:
Caption:Motion to approve funds from the Promotion Account for
purchase of proclamation frames. Funds are available.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
GOT State Aid Contract
Department:
Caption:Approve revised State Aid County Contract Priority List.
(Requested by Commissioner Jimmy Smith)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Commission Meeting Agenda
10/17/2006 2:00 PM
Affidavit
Department:Clerk of Commission
Caption:Motion to authorize the Mayor to execute the affidavit of
compliance with Georgia's Open Meeting Act.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission