HomeMy WebLinkAbout2008-01-15-Meeting Agenda
Commission Meeting Agenda
Commission Chamber
1/15/2008
2:00 PM
INVOCATION:
Rev. Alan Moss, Associate Pastor,
Friendship Baptist Church
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
PRESENTATION(S)
A. Mr. Steve Abbott, Chief Ranger
RE: Presentation of the Georgia Forestry Commission Annual
Report.
Attachments
RECOGNITION(S)
Employee of the Year Award
B. Presentation of the 2007 Employee of the Year Award.
Attachments
Five (5) minute time limit per delegation
DELEGATIONS
C. Mr. Chris Driver RE: the Damascus Road liquor license.
Attachments
CONSENT AGENDA
(Items 1-35)
PLANNING
1. FINAL PLAT – WALTON HILLS, SECTION 9 – S-779 – A
request for concurrence with the Augusta-Richmond County
Attachments
Planning Commission to approve a petition by James G. Swift
and Associates, on behalf of Southern Specialty, requesting final
plat approval for Walton Hills, Section 9. This residential
subdivision is located off Isaac Way, adjacent to Walton Hills,
Section 8 and contains 91 lots.
2. FINAL PLAT – WILLHAVEN – S-720 – A request for
concurrence with the Augusta-Richmond County Planning
Commission to approve a petition by John Brewer & Associates,
on behalf of R & B Construction, requesting final plat approval for
Willhaven. This residential subdivision is located off Gordon
Highway and contains 182 lots.
Attachments
3. Z-08-04- A request for concurrence with the Augusta-Richmond
County Planning Commission to approve a petition by Vanesa
Scurry requesting a Special Exception per Section 26-1 (h) to
establish a Family Personal Care home affecting property
containing .72 acres and is known under the present numbering
system as 2509 Meadowbrook Drive. (Tax Map 120 parcel 640)
DISTRICT 5
Attachments
4. Z-08-05 - A request for concurrence with the Augusta-Richmond
County Planning Commission to approve with the condition that
site plans shall conform to all Traffic Engineering requirements; a
petition by Bernard Johnson, on behalf of K.P. Management,
requesting a Special Exception in a B-1 (Neighborhood Business)
Zone per Section 21-2 (b) to establish a convenience store in a B-1
Zone affecting property containing approximately 1.5 acres and is
known as 120 Robert C. Daniel Jr. Parkway. (Tax Map 023-2
Parcel 004) DISTRICT 7
Attachments
5. Z-08-06 - A request for concurrence with the Augusta-Richmond
County Planning Commission to approve a petition by Allen L
Collier Enterprises requesting a change of zoning from Zone R-
1C (One-family Residential) to Zone R-1E (One-family
Residential) affecting property containing .21 acres and is known
under the present numbering system as 709 Hopkins Street. (Tax
Map 060-1 Parcel 044) DISTRICT 1
Attachments
6. Z-08-07 - A request for concurrence with the Augusta-Richmond
County Planning Commission to approve a petition by Willard
Hogan and Bill Trotter, on behalf of
PineviewBaptistChurch, requesting a change of zoning from Zone
R-1 (One-family Residential) to Zone B-1 (Neighborhood
Business) affecting property containing approximately 2.3 acres
and is known as 154 Davis Road. (Tax Map 016 Parcel 031)
DISTRICT 7
Attachments
7. Z-08-08- A request for concurrence with the Augusta-Richmond
County Planning Commission to approve with the following
conditions 1) that beyond a line parallel to and 400 feet from the
Tobacco Road right-of-way the only development shall be an
office complex and 2) that a 20 foot buffer that conforms to the
Augusta-Richmond County Tree Ordinance including a 6 foot
solid board fence be erected and maintained on the property line
adjacent with properties in Sand Ridge Subdivision before any
development occurs; a petition by Barlow Properties, on behalf of
Maggie James, requesting a change of zoning from Zone A
(Agriculture) to Zone B-1 (Neighborhood Business) affecting
property containing approximately 3.4 acres and is known under
the present numbering system as 2858 Tobacco Road. (Tax Map
129 Parcel 003) DISTRICT 4
Attachments
8. Z-08-09 - A request for concurrence with the Augusta-Richmond
County Planning Commission to approve a petition by E. Craig
Waites, Jr., on behalf of the estate Thomas E. Anthony, requesting
a change of zoning from Zone B-1 (Neighborhood Business) to
Zone B-2 (General Business) affecting property containing
approximately .89 acres and is known under the present
numbering system as 3481, 3483 & 3485 Wrightsboro Road. (Tax
Map 041 Parcels 027, 028 & 028-01) DISTRICT 3
Attachments
9. Z-08-10- A request for concurrence with the Augusta-Richmond
County Planning Commission to approve with the condition that
the sale of this property for a large corporate campus and related
parking be completed within 18 months or the zoning shall revert
Attachments
to the current A (Agriculture) Zone; a petition by J. Randal Hall,
on behalf of MEM Real Estate LLC, requesting a change of
zoning from Zone A (Agriculture) to Zone B-2 (General
Business) affecting property containing approximately 35 acres
and located on the southwest right-of-way line of Interstate
Parkway and also being on the Richmond County/Columbia
County boundary line, and being 220 feet, more or less, east of the
southeast corner of the intersection of Interstate Parkway and
Flowing Wells Road. (Part of Tax Map 029 Parcels 043 & 044)
DISTRICT 3
10. Z-08-11 - A request for concurrence with the Augusta-Richmond
County Planning Commission to approve a petition by Greg
Kirby and David Fahrion requesting a change of zoning from
Zone A (Agriculture) to Zone B-2 (General Business) affecting
property containing approximately .41 acres and has recently been
assigned the address of 1028 Jimmie Dyess Parkway. (Tax Map
038 Parcel 026) DISTRICT 3
Attachments
11. Z-08-12 – A request for concurrence with the Augusta-Richmond
County Planning Commission to approve a petition by H. Lawson
Graham, on behalf of Randy Watkins, requesting a change of
zoning from Zone A (Agriculture) to Zone R-1B (One-family
Residential) with a Special Exception per Section 10-2 (a) to
establish single-family attached dwellings not to exceed 5 ½ units
per acre affecting property containing approximately 11.2 acres
and is known under the present numbering system as 3628 and
3838 Belair Road. (Tax Map 053 Parcels 172, 176, 174 and 044)
DISTRICT 3
Attachments
PUBLIC SERVICES
12. Motion to approve New Application: A. N. 08 - 01: A request by
Shirley A. Walker for an on premise consumption Liquor, Beer
& Wine license to be used in connection with Ronlyn Corporation
DBA Ma Fannie's Kitchen located at 1117 Laney Walker Blvd.
There will be Sunday Sales. District 1. Super District 9.
(Approved by Public Services Committee January 7, 2008)
Attachments
13. Motion to approve New Ownership Application: A. N. 08 - 02: A
request by Francisco Leon for an on premise consumption Liquor
& Beer license to be used in connection with Senor Taco, Inc.
located at 1531 Walton Way. District 1. Super District
9. (Approved by Public Services Committee January 7, 2008)
Attachments
14. Motion to approve New Ownership Application: A. N. 08 -04: A
request by Thomas D. Thompson for a retail package Beer &
Wine License to be used in connection with Ninth Street Wine
Market located at 12 Ninth St. District 1. Super District 9.
(Approved by Public Services Committee January 7, 2008)
Attachments
15. Motion to approve New Ownership Application: A. N. 08 - 05: A
request by Ki H. Lee for a retail package Liquor, Beer & Wine
license to be used in connection with King's Wine & Spirits
located at 2423 Milledgeville Rd. District 5. Super District
9. (Approved by Public Services Committee January 7, 2008)
Attachments
16. Motion to approve New Ownership Application: A. N. 08 - 06: A
request by Glen Beasley for an on premise consumption Liquor,
Beer & Wine license to be used in connection with P. F. Chang's
China Bistro located at 3450 Wrightsboro Rd Suite D215. There
will be Sunday Sales. District 3. Super District 10. (Approved by
Public Services Committee January 7, 2008)
Attachments
17. Motion to approve, in resolution form, support of the Georgia
Transit Association's FY 2008 Legislative Agenda. (Approved by
Public Services Committee January 7, 2008)
Attachments
18. Motion to renew the Sec. 5311 Rural Transit grant application
between the Georgia Department of Transportation (GDOT) and
Augusta , Georgia from July 2008 to June 2009. (Approved by
Public Services Committee January 7, 2008)
Attachments
ADMINISTRATIVE SERVICES
19. Motion to approve the petition for Non Employment Related
Disability Retirement of Ms. Catherine Worley under the 1949
Pension Plan. (Approved by Administrative Services
Committee January 7, 2008)
Attachments
20. Motion to approve a request from the Interim General Counsel for
a salary adjustment for the Staff Attorney III position in the Law
Department. (Approved by Administrative Services Committee
January 7, 2008)
Attachments
21. Motion to approve setting Qualifying Fees for 2008. (Approved
by Administrative Services Committee January 7, 2008)
Attachments
FINANCE
22. Motion to approve a request from Troy A. Lanier, Attorney, on
behalf of Chon Su Kun for an abatement of taxes in the amount of
$482.53 on parcels of property at 5092 Peach Orchard Road
owned by the Department of Transportation during a portion of
2003. (Approved by Finance Committee January 7, 2008)
Attachments
23. Motion to authorize Historic Augusta, Inc. to prepare and submit
a 2008 Historic Preservation Fund Grant application on behalf of
the city of Augusta in order to complete phase one of a historic
resources survey of the Harrisburg-West End Historic District.
(Approved by Finance Committee January 7, 2008)
Attachments
24. Motion to approve refund recommendations from the Board of
Assessors for 2 personal property accounts. (Approved by
Administrative Services Committee January 7, 2008)
Attachments
25. Motion to approve commercial property insurance coverage for
2008 (buildings and content coverage) through Affilliated
FM Insurance with $50,000 deductible for premium of $250,661.
Effective date of coverage is February 1, 2008 through February 2,
Attachments
2009. (Approved by Finance Committee January 7, 2008)
26. Motion to approve a request from Southern Christian Leadership
Conference of the CSRA (SCLC) for sponsorship of a billboard in
the amount of $500.00 funded from contingency account.
(Approved by Finance Committee January 7, 2008)
Attachments
27. Motion to approve the purchase of 2 Explorers for the Solid
Waste Facility for $22,792.00 each. (Lowest bid offer on bid 07-
175). (Approved by Finance Committee January 7, 2008)
Attachments
28. Motion to authorize the update the Augusta Richmond County
Travel Policy to reflect mileage reimbursement of 40.5 cents per
mile as used in 2008 budget preparations. (Approved by Finance
Committee January 7, 2008)
Attachments
ENGINEERING SERVICES
29. Motion to approve and accept a utilities Deed of Dedication and a
Maintenance Agreement on same for Aubern at Barton Chapel
Subdivision. (Approved by Engineering Services Committee
January 7, 2008)
Attachments
30. Motion to approve and accept a Deed of Dedication to the
Augusta Utilities Department. (Approved by Finance Committee
January 7, 2008)
Attachments
31. Motion to approve an Encroachment Agreement with Katherine
Sanders Dickson. (Approved by Engineering Services January
7, 2008)
Attachments
32. Motion to approve and accept a Deed of Dedication for the
sanitary sewer trunk line, and easement, in Iron Horse Apartments.
(Approved by Engineering Services Committee January 7,
Attachments
2008)
33. Z-07-102– A request for concurrence with the Augusta-Richmond
County Planning Commission to approve with the following
conditions 1) the Special Exception shall be limited to the trans-
loading of sodium bi-sulfite solution and manufacture of
Aqua ammonia solution. Components to manufacture aqua
ammonia would be stored on site in storage tanks; 2) the site will
be in full conformance with the Augusta-Richmond County Flood
Ordinance which will require all buildings and equipment to be a
minimum of three (3) feet above the base flood elevation before a
Business License shall be issued; and 3) 24 hour security, which
may consist of monitored security cameras or personnel on site,
shall be maintained at all times; a petition by Southern Ionics
requesting a change of zoning from Zone A (Agriculture) to
Zone HI (Heavy Industry) with a Special Exception per Section
24-2 to allow an inorganic chemical manufacturing plant affecting
property containing approximately 8.9 acres and is known as 1724
Lumpkin Road Extension. (Tax Map 111 Parcel 023)
DISTRICT 2
Attachments
34. Motion to approve Upgrade of Utilities Customer Service Billing
Software and Addition of Remote Customer Account Information
Access and Bill Payment. (Approved by Engineering Services
Committee January 7, 2008)
Attachments
PETITIONS AND COMMUNICATIONS
35. Motion to approve the minutes of the regular meeting of the
Commission held on January 2, 2008.
Attachments
****END CONSENT AGENDA****
AUGUSTA COMMISSION
1/15/2008
AUGUSTA COMMISSION
REGULAR AGENDA
1/15/2008
(Items 36-50)
PLANNING
36. Z-07-104– A request for concurrence with the Augusta-Richmond
County Planning Commission to approve with the following
conditions 1) no access to Sharon Road; 2) no freestanding
signage within 100 feet of the right-of-way of Sharon Road; 3) a
10 foot buffer conforming with the Augusta-Richmond County
Tree Ordinance side bufferyard requirements including a 6 foot
solid board fence along Sharon Road right-of-way with no gate
except as required by fire codes; 4) buildings shall not exceed 2 ½
stories or 45 feet in height and 5) the use shall be limited to a
landscape service business or those uses allowed in a B-1
(Neighborhood Business) Zone; a petition by Mark Jackson, on
behalf of Tyler Eidson, requesting a change of zoning from R-1B
(One-family Residential) to Zone B-2 (General Business)
affecting property containing approximately 1.1 acres and is
known as 1650 Barton Chapel Road. (Tax Map 054 Parcel
028) meeting. DISTRICT 3
Attachments
37. Z-08-01- A request for concurrence with the Augusta-Richmond
County Planning Commission to approve a petition by Pastor
Darrell Butler, on behalf of Bethel Community Apostolic Church
requesting a Special Exception per Section 26-1 (a) to expand an
existing church, including day care activities, and bring it into
zoning conformance affecting property containing approximately
1.3 acres and the church is addressed as 2593 Kelly Street (Tax
Map 056-4 Parcels 010, 011, 050 and part of 049) DISTRICT 2
Attachments
38. Z-08-02 - A request for concurrence with the Augusta-Richmond
County Planning Commission to approve with the following
conditions 1) Pineview Baptist shall retain 113 Davant Street and
develop it for extra parking as needed and 2) a perpetual easement
across the property to be purchased by Milton Rueben shall be
duly recorded; a petition by Reverend Michael Roverse, on behalf
of the Catholic Diocese of Savannah, requesting a Special
Exception per Section 26-1 (a) to establish a church, including
Attachments
day care activities, affecting property containing approximately
3.15 acres and is the southern part of 117 Pleasant Home Road.
(Part of Tax Map 010 Parcel 006) DISTRICT 7
39. Z-08-03 - A request for concurrence with the Augusta-Richmond
County Planning Commission to approve a petition by Reverend
Michael Roverse, on behalf of the Catholic Diocese of Savannah,
requesting a change of zoning from Zone R-1 (One-family
Residential) to Zone B-2 (General Business) affecting property
containing approximately 3.11 acres and is the northern part of
117 Pleasant Home Road (Part of Tax Map 010 Parcel 006)
DISTRICT 7
Attachments
PUBLIC SERVICES
40. Transfer Application: A. N. 07 - 54: A request by Marion R.
Rosier to transfer the on premise consumption Liquor, Beer &
Wine license used in connection with Club Dreams located at
3023 Washington Rd. to 3054 Damascus Rd. to be used in
connection with Club Love. There will be Dance. District 5. Super
District 9. This application is to be discussed in conjunction with
the matter of the revocation of the business and alcohol licenses
for Club Dreams at the 3023 Washington Road location.
(Referred from January 7 Public Services meeting with no
recommendation)
Attachments
ADMINISTRATIVE SERVICES
41. Consider a request from United Way for reconsideration of
funding from the 2008 CDBG Program. (No recommendation
from Administrative Services Committee January 7, 2008)
Attachments
PUBLIC SAFETY
42. Ratify grant award for additional funding from the Council of
Juvenile Court Judges of Georgia to Augusta, Georgia.
Attachments
FINANCE
43. Approve additional funding to establish satellite sites for advanced
voting week for the February 5, 2008 Presidential Preference
Primary.
Attachments
ATTORNEY
44. Approve 2007 Budget Amendment.
Attachments
45. Motion to approve funds for condemnation of Right-of-Way from
K and W Investment Company, Inc. in connection with the St.
Sebastian Way Project, for property located at 1501 Broad Street
of $57,000.00. GDOT Project no. DE-00MS(389), PI 26750,
ARC Project No. 327-04-296812003, Project Parcel 51, tax map
036-1, Parcel 34.
Attachments
46. Motion to Approve funds for condemnation of Right-of-Way from
Robert G. Miller, Robert G. Miller, Jr., and Cynthia M. McNeill in
connection with the St. Sebastian Way Project, for property
located at 1406 Reynolds Street of $34,330.00, GDOT Project No.
DE-00MS(389), PI 26750, ARC Project No. 327-04-296812003,
Project Parcel 29, Tax Map 036-2, Parcel 31.
Attachments
47. Approve authorization for scanning and computer terminal access
to Procurement records.
Attachments
48. Representation of Clerk of Commission by Attorney Ben Allen,
Case No. 2007-RCCV-745.
Attachments
49. Motion to approve the 2008 Lease Agreement Renewal with the
Georgia Department of Agriculture Augusta State Farmers'
Market, Bldg 31.
Attachments
LEGAL MEETING
Upcoming Meetings
www.augustaga.gov
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
50. Motion to approve execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Commission Meeting Agenda
1/15/2008 2:00 PM
Invocation
Department:Clerk of Commission
Caption:Rev. Alan Moss, Associate Pastor,
Friendship Baptist Church
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 1
Commission Meeting Agenda
1/15/2008 2:00 PM
Georgia Forestry Commission
Department:Clerk of Commission
Caption:Mr. Steve Abbott, Chief Ranger
RE: Presentation of the Georgia Forestry Commission
Annual Report.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 2
Attachment number 1
Page 1 of 1
Item # 2
Commission Meeting Agenda
1/15/2008 2:00 PM
Employee of the Year Award
Department:Clerk of Commission
Caption:Presentation of the 2007 Employee of the Year Award.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 3
Commission Meeting Agenda
1/15/2008 2:00 PM
Chris Driver
Department:Clerk of Commission
Caption:Mr. Chris Driver RE: the Damascus Road liquor license.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 4
Attachment number 1
Page 1 of 1
Item # 4
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: FINAL PLAT – WALTON HILLS, SECTION 9 – S-779
– A request for concurrence with the Augusta-Richmond
County Planning Commission to approve a petition by
James G. Swift and Associates, on behalf of Southern
Specialty, requesting final plat approval for Walton Hills,
Section 9. This residential subdivision is located off Isaac
Way, adjacent to Walton Hills, Section 8 and contains 91
lots.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 5
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: FINAL PLAT – WILLHAVEN – S-720 – A request for
concurrence with the Augusta-Richmond County Planning
Commission to approve a petition by John Brewer &
Associates, on behalf of R & B Construction, requesting final
plat approval for Willhaven. This residential subdivision is
located off Gordon Highway and contains 182 lots.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 6
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-04- A request for concurrence with the Augusta-
Richmond County Planning Commission to approve a
petition by Vanesa Scurry requesting a Special Exception
per Section 26-1 (h) to establish a Family Personal Care
home affecting property containing .72 acres and is known
under the present numbering system as 2509 Meadowbrook
Drive. (Tax Map 120 parcel 640) DISTRICT 5
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 7
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption:Z-08-05 - A request for concurrence with the Augusta-
Richmond County Planning Commission to approve with the
condition that site plans shall conform to all Traffic
Engineering requirements; a petition by Bernard Johnson, on
behalf of K.P. Management, requesting a Special Exception
in a B-1 (Neighborhood Business) Zone per Section 21-2 (b)
to establish a convenience store in a B-1 Zone affecting
property containing approximately 1.5 acres and is known as
120 Robert C. Daniel Jr. Parkway. (Tax Map 023-2 Parcel
004) DISTRICT 7
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 8
Cover Memo
Item # 8
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-06 - A request for concurrence with the Augusta-
Richmond County Planning Commission to approve a
petition by Allen L Collier Enterprises requesting a change of
zoning from Zone R-1C (One-family Residential) to Zone
R-1E (One-family Residential) affecting property
containing .21 acres and is known under the present
numbering system as 709 Hopkins Street. (Tax Map 060-1
Parcel 044) DISTRICT 1
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 9
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-07 - A request for concurrence with the Augusta-
Richmond County Planning Commission to approve a
petition by Willard Hogan and Bill Trotter, on behalf of
PineviewBaptistChurch, requesting a change of zoning from
Zone R-1 (One-family Residential) to Zone B-1
(Neighborhood Business) affecting property containing
approximately 2.3 acres and is known as 154 Davis Road.
(Tax Map 016 Parcel 031) DISTRICT 7
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 10
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-08- A request for concurrence with the Augusta-
Richmond County Planning Commission to approve with
the following conditions 1) that beyond a line parallel to and
400 feet from the Tobacco Road right-of-way the only
development shall be an office complex and 2) that a 20 foot
buffer that conforms to the Augusta-Richmond County Tree
Ordinance including a 6 foot solid board fence be erected and
maintained on the property line adjacent with properties in
Sand Ridge Subdivision before any development occurs; a
petition by Barlow Properties, on behalf of Maggie James,
requesting a change of zoning from Zone A (Agriculture) to
Zone B-1 (Neighborhood Business) affecting property
containing approximately 3.4 acres and is known under the
present numbering system as 2858 Tobacco Road. (Tax Map
129 Parcel 003) DISTRICT 4
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
Cover Memo
Item # 11
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 11
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-09 - A request for concurrence with the Augusta-
Richmond County Planning Commission to approve a
petition by E. Craig Waites, Jr., on behalf of the estate
Thomas E. Anthony, requesting a change of zoning from
Zone B-1 (Neighborhood Business) to Zone B-2 (General
Business) affecting property containing approximately .89
acres and is known under the present numbering system as
3481, 3483 & 3485 Wrightsboro Road. (Tax Map 041
Parcels 027, 028 & 028-01) DISTRICT 3
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 12
Cover Memo
Item # 12
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-10- A request for concurrence with the Augusta-
Richmond County Planning Commission to approve with
the condition that the sale of this property for a large
corporate campus and related parking be completed within
18 months or the zoning shall revert to the current A
(Agriculture) Zone; a petition by J. Randal Hall, on behalf
of MEM Real Estate LLC, requesting a change of zoning
from Zone A (Agriculture) to Zone B-2 (General
Business) affecting property containing approximately 35
acres and located on the southwest right-of-way line of
Interstate Parkway and also being on the Richmond
County/Columbia County boundary line, and being 220 feet,
more or less, east of the southeast corner of the intersection
of Interstate Parkway and Flowing Wells Road. (Part of Tax
Map 029 Parcels 043 & 044) DISTRICT 3
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
Cover Memo
Item # 13
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 13
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-11 - A request for concurrence with the Augusta-
Richmond County Planning Commission to approve a
petition by Greg Kirby and David Fahrion requesting a
change of zoning from Zone A (Agriculture) to Zone B-2
(General Business) affecting property containing
approximately .41 acres and has recently been assigned the
address of 1028 Jimmie Dyess Parkway. (Tax Map 038
Parcel 026) DISTRICT 3
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 14
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-12 – A request for concurrence with the Augusta-
Richmond County Planning Commission to approve a
petition by H. Lawson Graham, on behalf of Randy Watkins,
requesting a change of zoning from Zone A (Agriculture) to
Zone R-1B (One-family Residential) with a Special
Exception per Section 10-2 (a) to establish single-family
attached dwellings not to exceed 5 ½ units per acre affecting
property containing approximately 11.2 acres and is known
under the present numbering system as 3628 and 3838 Belair
Road. (Tax Map 053 Parcels 172, 176, 174 and 044)
DISTRICT 3
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 15
Clerk of Commission
Cover Memo
Item # 15
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-07-104– A request for concurrence with the Augusta-
Richmond County Planning Commission to approve with
the following conditions 1) no access to Sharon Road; 2) no
freestanding signage within 100 feet of the right-of-way of
Sharon Road; 3) a 10 foot buffer conforming with the
Augusta-Richmond County Tree Ordinance side bufferyard
requirements including a 6 foot solid board fence along
Sharon Road right-of-way with no gate except as required by
fire codes; 4) buildings shall not exceed 2 ½ stories or 45 feet
in height and 5) the use shall be limited to a landscape
service business or those uses allowed in a B-1
(Neighborhood Business) Zone; a petition by Mark Jackson,
on behalf of Tyler Eidson, requesting a change of zoning
from R-1B (One-family Residential) to Zone B-2 (General
Business) affecting property containing approximately 1.1
acres and is known as 1650 Barton Chapel Road. (Tax Map
054 Parcel 028) meeting. DISTRICT 3
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
Cover Memo
Item # 16
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 16
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-01- A request for concurrence with the Augusta-
Richmond County Planning Commission to approve a
petition by Pastor Darrell Butler, on behalf of Bethel
Community Apostolic Church requesting a Special
Exception per Section 26-1 (a) to expand an existing church,
including day care activities, and bring it into zoning
conformance affecting property containing approximately 1.3
acres and the church is addressed as 2593 Kelly Street (Tax
Map 056-4 Parcels 010, 011, 050 and part of 049)
DISTRICT 2
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 17
Cover Memo
Item # 17
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-02 - A request for concurrence with the Augusta-
Richmond County Planning Commission to approve with
the following conditions 1) Pineview Baptist shall retain 113
Davant Street and develop it for extra parking as needed and
2) a perpetual easement across the property to be purchased
by Milton Rueben shall be duly recorded; a petition by
Reverend Michael Roverse, on behalf of the Catholic
Diocese of Savannah, requesting a Special Exception per
Section 26-1 (a) to establish a church, including day care
activities, affecting property containing approximately 3.15
acres and is the southern part of 117 Pleasant Home Road.
(Part of Tax Map 010 Parcel 006) DISTRICT 7
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 18
Clerk of Commission
Cover Memo
Item # 18
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-08-03 - A request for concurrence with the Augusta-
Richmond County Planning Commission to approve a
petition by Reverend Michael Roverse, on behalf of the
Catholic Diocese of Savannah, requesting a change of zoning
from Zone R-1 (One-family Residential) to Zone B-2
(General Business) affecting property containing
approximately 3.11 acres and is the northern part of 117
Pleasant Home Road (Part of Tax Map 010 Parcel 006)
DISTRICT 7
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 19
Cover Memo
Item # 19
Commission Meeting Agenda
1/15/2008 2:00 PM
alcohol application
Department:License & Inspections
Caption:Motion to approve New Application: A. N. 08 - 01: A
request by Shirley A. Walker for an on premise consumption
Liquor, Beer & Wine license to be used in connection with
Ronlyn Corporation DBA Ma Fannie's Kitchen located at
1117 Laney Walker Blvd. There will be Sunday Sales.
District 1. Super District 9. (Approved by Public Services
Committee January 7, 2008)
Background:This is a new application.
Analysis:The applicant meets the requirements of the Augusta
Richmond County Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $ 5,335.00
Alternatives:
Recommendation:License & Inspection recommends approval. The RCSD
recommends approval.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Cover Memo
Item # 20
Clerk of Commission
Cover Memo
Item # 20
Attachment number 1
Page 1 of 2
Item # 20
Attachment number 1
Page 2 of 2
Item # 20
Commission Meeting Agenda
1/15/2008 2:00 PM
alcohol application
Department:License & Inspections
Caption:Motion to approve New Ownership Application: A. N. 08 -
02: A request by Francisco Leon for an on premise
consumption Liquor & Beer license to be used in
connection with Senor Taco, Inc. located at 1531 Walton
Way. District 1. Super District 9. (Approved by Public
Services Committee January 7, 2008)
Background:This is a new ownership application. Formerly Morelia's
Mexican Restuarant.
Analysis:The applicant meets the requirements of the Augusta
Richmond County Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $3630.00
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
Cover Memo
Item # 21
Cover Memo
Item # 21
Attachment number 1
Page 1 of 2
Item # 21
Attachment number 1
Page 2 of 2
Item # 21
Commission Meeting Agenda
1/15/2008 2:00 PM
alcohol application
Department:License & Inspections
Caption:Motion to approve New Ownership Application: A. N. 08 -
04: A request by Thomas D. Thompson for a retail package
Beer & Wine License to be used in connection with Ninth
Street Wine Market located at 12 Ninth St. District 1. Super
District 9. (Approved by Public Services Committee
January 7, 2008)
Background:This is a new ownership application. Formerly in the name of
Donna Thompson.
Analysis:The applicant meets the requirements of the Augusta
Richmond County Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $1210.00.
Alternatives:
Recommendation:License & Inspection recommends approval. The RCSD
recommends approval.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Cover Memo
Item # 22
Cover Memo
Item # 22
Attachment number 1
Page 1 of 2
Item # 22
Attachment number 1
Page 2 of 2
Item # 22
Commission Meeting Agenda
1/15/2008 2:00 PM
alcohol application
Department:License & Inspections
Caption:Motion to approve New Ownership Application: A. N. 08 -
05: A request by Ki H. Lee for a retail package Liquor,
Beer & Wine license to be used in connection with King's
Wine & Spirits located at 2423 Milledgeville Rd. District 5.
Super District 9. (Approved by Public Services Committee
January 7, 2008)
Background:This is a new ownership application. Formerly in the name of
Chol Adam Yu.
Analysis:The applicant meets the requirements of the Augusta
Richmond County Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $4235.00.
Alternatives:
Recommendation:License & Inspection recommends approval. The RCSD
recommends approval.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Cover Memo
Item # 23
Cover Memo
Item # 23
Attachment number 1
Page 1 of 2
Item # 23
Attachment number 1
Page 2 of 2
Item # 23
Commission Meeting Agenda
1/15/2008 2:00 PM
alcohol application
Department:License & Inspections
Caption:Motion to approve New Ownership Application: A. N. 08 -
06: A request by Glen Beasley for an on premise
consumption Liquor, Beer & Wine license to be used in
connection with P. F. Chang's China Bistro located at 3450
Wrightsboro Rd Suite D215. There will be Sunday Sales.
District 3. Super District 10. (Approved by Public Services
Committee January 7, 2008)
Background:This is a new application.
Analysis:The applicant meets the requirements of the Augusta
Richmond County Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $5445.00.
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
Cover Memo
Item # 24
Cover Memo
Item # 24
Attachment number 1
Page 1 of 2
Item # 24
Attachment number 1
Page 2 of 2
Item # 24
Commission Meeting Agenda
1/15/2008 2:00 PM
alcohol application
Department:License & Inspections
Caption:Transfer Application: A. N. 07 - 54: A request by Marion R.
Rosier to transfer the on premise consumption Liquor, Beer
& Wine license used in connection with Club Dreams located
at 3023 Washington Rd. to 3054 Damascus Rd. to be used in
connection with Club Love. There will be Dance. District 5.
Super District 9. This application is to be discussed in
conjunction with the matter of the revocation of the business
and alcohol licenses for Club Dreams at the 3023
Washington Road location. (Referred from January 7 Public
Services meeting with no recommendation)
Background:This location has always been used as a nightclub.
Analysis:The applicants meets the requirements of the Augusta
Richmond County Alcohol Ordinance.
Financial Impact:The applicant will pay a trancfer fee of $110.00.
Alternatives:
Recommendation:License & Inspections recommends approval. The RCSD
recommends approval.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 25
Clerk of Commission
Cover Memo
Item # 25
Attachment number 1
Page 1 of 2
Item # 25
Attachment number 1
Page 2 of 2
Item # 25
Commission Meeting Agenda
1/15/2008 2:00 PM
Georgia Transit Association (GTA) 2008 Legislative Agenda
Department:
Caption:Motion to approve, in resolution form, support of the
Georgia Transit Association's FY 2008 Legislative Agenda.
(Approved by Public Services Committee January 7,
2008)
Background:Annually, the GTA sponsors a legislative agenda for State
and Federal issues. The FY 2008 agenda was approved by
the e GTA and is now being sponsored as a Resolution by
localal governing bodies in an attempt to get transit friendly
legislation passed.
Analysis:Support of the agenda will strengthen public transit and assist
in bringing vital transit issues to the attention of our state
legislators.
Financial Impact:Support of the resolution will encourage the legislators to
consider issues related to Public Transit.
Alternatives:Non-approval.
Recommendation:Approve the Resolution. See attached resolution.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 26
Finance.
Administrator.
Clerk of Commission
Cover Memo
Item # 26
A RESOLUTION SUPPORTING
THE GEORGIA TRANSIT ASSOCIATION’S
2008 LEGISLATIVE AGENDA
WHEREAS, increased pubic investment in transit services provides the potential to create jobs
and enhance business prosperity; and
WHEREAS, the nation, our communities and our citizens face the risk to health and the
environment that are brought on by automobile exhaust emissions; and
WHEREAS, transportation is vital to the quality of life and economic well-being of the citizens
of Augusta, Georgia and the State of Georgia; and
WHEREAS, workers, school children, senior citizens, people with disabilities, and those unable
to afford an automobile use public transportation to gain access to jobs, schools, medical facilities and
other fundamental services; and
WHEREAS, traffic congestion which wastes productive time can be alleviated through the
increased availability and use of public transportation to gain access to jobs, schools, medical facilities
and other fundamental services.
WHEREAS, the Georgia Transit Association (GTA) has prepared a legislative agenda that
recommends the following:
1. Alternative Transportation Revenue Sources: The need for additional financial resources for
transit and other modes of transportation in Georgia remains greater than ever. Georgia
Department of Transportation (GDOT) figures continue to show that only a small portion of the
state's transportation needs, including those of transit, are funded.
Federal funding for transportation has attempted to move the nation toward a more balanced
transportation policy. Georgia lags behind, in part because the state constitution currently restricts
the use of motor fuel taxes to roads and bridges. Nationally, the ten largest states, with the
exception of Georgia, display a "mix" of transit funding by providing significant amounts of state
resources, thus decreasing the pressure on local funding of transit, whether through property taxes
or other means.
In recent years that have been several options proposed for new transportation revenue sources in
Georgia. These include a transportation infrastructure fee, local sales taxes and motor fuel taxes,
regional sales taxes, and a state transportation infrastructure bank. In the 2007 General
Assembly, two bills were introduced and carried over to the 2008 session: HB 434 would
establish a mechanism for the creation of a regional sales tax by referendum and
intergovernmental agreements, and HB 442 would create a new one cent statewide sales tax for
transportation purposes (contingent upon passage of a new state constitutional amendment
authorizing a new, dedicated revenues source for transportation).
Attachment number 1
Page 1 of 5
Item # 26
It is crucial that any new funding source for transportation be consistent with the following
principles established by the Georgia Transit Association:
•••• Purpose (use of proceeds) should include all modes of transportation, including transit:
•••• Funds should allow for funding of existing operations;
•••• Funds should supplement, not replace, existing funding; and
•••• If funds come from a regional funding source, there should be an allowance for a single
jurisdiction local option
GTA urges the General Assembly to seek alternative sources of revenue to increase funding for
all modes of transportation, including capital and operating support of public transit systems,
both rural and urban. All necessary options which supplement but do not replace current
funding should be considered. Options should include a single county or unified (city-county)
government approach – so long as projects funded or operated from the proceeds for the tax are
coordinated with transportation options in the surrounding region.
2. Transit Operating Assistance: Georgia is one of seven states that do not partner with local and
federal governments to support the operation of public transportation systems. In addition,
Georgia is the only one of the ten most populous states that does not provide such support. While
Georgia’s transit buses and vans travel on an excellent road system supported by the motor fuel
tax, local transit systems do not have access to dedicated revenues. They must rely on local
government operating subsidies, which typically are provided through local property tax levies or
general funds.
Both urban and rural Georgia transit systems would benefit greatly from state-provided general
operating assistance. Rural areas in particular would benefit from this assistance, as the rural
governments often do not have the resources to provide the local operating match for general
public trips. As a result, the available rural public health transit services are generally available
only to human service agency clients whose trips are funded by the Departments of Human
Resources (DHR), Community Health (DCH), and other state agencies. In many cases, mobility
is hampered because these agency trips are restricted by trip purpose and/or client eligibility.
General transportation needs, such as trips to the bank, the hairdresser, or the doctor, go unmet –
even if the customer is able to pay the fare.
Although Georgia has rural public transportation, funded in part by Federal Transit
Administration Section 5311 in 104 of the 159 counties, due to the above-citied problems every
year a few drop out of the program. In addition, urban transit systems continue to face funding
challenges, including homeland security concerns. If Georgia were to provide operating
assistance to local transit systems, it would join several southeastern states that provide such
assistance, including Florida, North Carolina, South Carolina, Virginia, and Tennessee.
GTA recommends that the General Assembly appropriate funds for operating assistance to
Georgia’s rural and urban transit systems.
3. Tax Exemption from Motor Fuel Purchases by Transit Systems: Local governments have
few alternatives to the property tax for funding capital transit systems or transit operations. In
passing HB 386 in 2005 and HB 1244 in 2006, the General Assembly recognized that incentives
to expand transit operations are needed to help address the challenge that more areas in Georgia
are having in meting air quality attainment standards. These bills allow an exemption from taxes
on motor fuel purchases by most transit systems. With the passage of HB 384 and HB 1244,
Georgia joined 22 other states which did the same for their transit systems, thus helping them
lower their operating costs. However, these exemptions “sunset” on June 30, 2008 and thus need
to be extended at the 2008 General Assembly.
Attachment number 1
Page 2 of 5
Item # 26
GTA requests that the General Assembly enact legislation reauthorizing the exemption from taxes
paid on motor fuel purchases by transit systems.
4. Health and Social Services Transportation Service Coordination: Presently, local
governments and at least four state agencies have a role in health and social services
transportation service delivery (including transit). The agencies – the Georgia Departments of
Community Health, Human Resources, Labor, and Transportation – receive nearly $200 million
per year in federal grants to transport individuals who have no other means of accessing services.
Currently, coordination among these agencies if primarily on an ad hoc basis. The programs
under which the state agencies operate are based largely on classifications of riders, which are
established by the federal agency providing the federal funds. Depending upon the program,
riders may be transported for such purposes as accessing medical appointments; going to senor
centers and community mental health centers; and participating in job-training activities.
One of the factors leading to an uncoordinated use of federal funds is that for too long, the
transportation community has sought to deal with this matter only in highway and transit
authorizing legislation (SAFETEA-LU being the latest version). In order to effectively
coordinate human services transportation delivery, it is incumbent on Congress to address this
subject in upcoming reauthorization legislation for federal Health and Human Services (HHS)
programs, including Medicaid.
SR 154, introduced and debated in the 2007 General Assembly, would create a broad-based Joint
Human Services Transportation Study Commission to analyze the need to increase coordination
and funding of human services transportation and determine more cost efficient ways for services
to be delivered.
GTA requests that the General Assembly pass SR 154, creating the Joint Human Services
Transportation Study Commission to review and make recommendations on a number of issues,
including:
• How transportation services are delivered
• How to share federal funding, vehicles and facilities
• The needs of transportation program clients and rural transit riders
• How to coordinate planning and delivery of services, including the creation of a state
coordinating council
• The need to allocate increased funding for human services transportation, including the
cost effectiveness of providing transportation service providers a fuel price supplement
appropriation to address the growing cost of motor fuel
• Allowing human service transportation contractors to apply for state insurance
• The feasibility of creating a statewide specialized transportation assistance program to
relieve the pressure on local transit systems by providing human services transportation
to clients who are not eligible under existing programs.
GTA also requests that Congress require coordination of human services transportation at all
levels of government by including such mandates in reauthorization of both SAFETEA-LU and
Health and Human Services (HHS) programs, including Medicaid.
5. Additional Funding for Human Services Transportation Programs: Despite increased
demand on local government and human services transportation providers, there has not been an
increase in funding for these transportation programs in Georgia since Fiscal Year 2001. Human
Services programs, which are operated pursuant to programs of DHR, DCH, and the Department
of Labor, are heavy purchasers of services on public transit programs. Because of heavy demand,
escalating costs, and decreasing options, consumers in these programs are being encouraged to
use public transit, paying regular fares, thereby putting increased pressure on transit providers.
As appropriation to address the significant increase in fuel costs since 2001-2002, especially in
Attachment number 1
Page 3 of 5
Item # 26
the last year, would enable human services transportation providers to deliver the transportation
services needed by their clients.
GTA urges the General Assembly to appropriate additional funds to state agencies operating
human services transportation programs to assist in coping with the increasing cost of providing
human services transportation, such as the increased cost of motor fuel, vehicles, insurance, and
growing trip demand.
6. State Individual Income Tax Credit: In 199, legislation was passed to give state corporate
income tax credits to companies that provide certain qualified transportation fringe benefits,
including the purchase of transit fare cards, to their employees. The state credit took effect on
January 1, 2001, and encourages employers to financially assist their employees to use mass
transit. While some employers pay a portion of the cost of employee transit passes, many do not.
Thus, some employees, through their employers, receive a tax-free benefit, while others do not.
For example, since governmental employers do not receive tax breaks through transit fare
subsidies given to their employees, there is little tangible incentive for these employees to
increase their use of transit. HB 307, which was introduced in the 2007 General Assembly,
would allow an individual to claim a maximum of $300 as a credit on his or her individual
income tax for “qualified personal mass transportation expenses.”
GTA urges the General Assembly to pass HB 307, allowing a state individual income tax credit of
up to $300 for persons who purchase their own transit fare cards or have other qualified
personal mass transportation expenses.
7. Regional Transportation Planning and Coordination: In recent years, there has been a
growing recognition of the needs rural transit systems as well as a movement toward
regionalization of transit services across the state. The metropolitan Atlanta area has an active
Transit Planning Board (TPB), and some rural areas of the state have established a regional
approach to human services transportation by partnering with regional development centers. The
creation of the TPB in metro Atlanta provides an example of how regional planning can be
accomplished statewide. This regionalization of public transportation services has occurred with
little to no overarching organizational framework or statewide strategy. The establishment of
regional planning organizations (RPOs) or regional transit districts (possibly along RDC
boundaries) would permit the continued beneficial trend toward regionalization in a more
coordinated and organized fashion.
GTA applauds the creation of the metro Atlanta Transit Planning Board and urges General
Assembly support of its work in order to ensure the most cost effective and efficient delivery of
transit service to the entire Atlanta region. GTA also recommends that the state move toward a
comprehensive, regionalized transportation planning process with the establishment of regional
planning districts statewide.
8. SAFETEA-LU: Federal Appropriations for Transit: The Safe, Accountable, Flexible,
efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) was signed in 2005
and is now in effect. Its reauthorization will be considered shortly by Congress. A number of
states, including Georgia, continue to seek federal appropriations earmarks for bus acquisitions.
Statewide earmarks especially benefit smaller systems that have not been able to obtain federal
discretionary bus money on their own on a regular basis.
In addition, several smaller urban transit systems, including some in Georgia, have transitioned
into a new category serving populations of 200,000 or more and as a result, are now precluded
from using federal funds for operational purposes. The Transit System Flexibility Protection Act
Attachment number 1
Page 4 of 5
Item # 26
of 2007 was introduced to allow those small urban systems which operate fewer than 100 buses at
peak service times to continue to utilize SAFETEA-LU funds for operational purposes.
GTA urges the Georgia Congressional Delegation to support reauthorization of SAFETEA-LU
and to work for continued increases in “guaranteed funding” for transit formula programs and
earmarks for Georgia transit providers in both urban and rural areas of our state. GTA also
requests that the delegation support the Transit System Flexibility Protection Act.
NOW, THEREFORE BE IT RESOLVED by the Augusta-Richmond County Commission that
Augusta, Georgia, supports The Transit System Flexibility Protection Act.
Duly adopted this day of January, 2008.
The Augusta Richmond County Commission
BY:
Deke Copenhaver, Mayor
ATTEST:
By:
Clerk of Commission
Attachment number 1
Page 5 of 5
Item # 26
Commission Meeting Agenda
1/15/2008 2:00 PM
Rural Transit Grant Application
Department:Augusta Public Transit
Caption:Motion to renew the Sec. 5311 Rural Transit grant
application between the Georgia Department of
Transportation (GDOT) and Augusta , Georgia from July
2008 to June 2009. (Approved by Public Services
Committee January 7, 2008)
Background:The Augusta-Richmond County Commission annually
approves Augusta Public Transit’s Sec. 5311 Rural Transit
grant application to providing rural transportation service to
the citizens of Augusta-Richmond County.
Analysis:The renewal of this contract will allow Augusta Public
Transit to continue providing rural transportation service to
the citizens of rural Augusta-Richmond County.
Financial Impact:The Augusta-Richmond County share of the budget for 2008
and ½ of 2009 should be approximately $103,583.
Alternatives:None. By not approving this application, citizens of rural
Augusta-Richmond County will lose the only public
transportation available to them.
Recommendation:Approve the submission of the grant.
Funds are
Available in the
Following
Accounts:
Rural Transit Budget for 2008 and ½ of 2009.
REVIEWED AND APPROVED BY:
Cover Memo
Item # 27
Finance.
Administrator.
Clerk of Commission
Cover Memo
Item # 27
Attachment number 1
Page 1 of 1
Item # 27
Attachment number 2
Page 1 of 2
Item # 27
Attachment number 2
Page 2 of 2
Item # 27
Commission Meeting Agenda
1/15/2008 2:00 PM
Petition for Non Employment Related Disability Retirement of Ms. Catherine Worley
Department:Human Resources
Caption:Motion to approve the petition for Non Employment Related
Disability Retirement of Ms. Catherine Worley under the
1949 Pension Plan. (Approved by Administrative Services
Committee January 7, 2008)
Background:Disability Retirement Benefit is the accrued benefit reduced
by Workers' Compensation, payable for life beginning on the
Disability Retirement Date. If the disability occurred in the
line of duty, there is a minimum benefit of 50% of average
monthly compensation.
Analysis:Ms. Catherine Worley (age 49) is currently a Secretary with
the Public Services Department. Ms. Catherine Worley was
hired on December 8, 1977; she joined the 1949 Pension Plan
on December 8, 1977. Ms. Worley meets all requirements of
Disability Retirement for the 1949 Pension Plan. Her
proposed retirement date is November 30, 2007. The
disability retirement benefit payable to Ms. Worley will be
$1,740.58 per month (Life only).
Financial Impact:Funds are available in the 1949 Pension Plan. Employee has
contributed 5% of her salary towards her retirement since
November 7, 1977.
Alternatives:Do not approve Disability Retirement of Ms. Catherine
Worley under the 1949 Pension Plan.
Recommendation:Approve Disability Retirement of Ms. Catherine Worley
under the 1949 Pension Plan.
Funds are
Available in the
Cover Memo
Item # 28
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Cover Memo
Item # 28
Attachment number 1
Page 1 of 1
Item # 28
Commission Meeting Agenda
1/15/2008 2:00 PM
Salary Adjustment Staff Attorney I
Department:Clerk of Commission
Caption:Motion to approve a request from the Interim General
Counsel for a salary adjustment for the Staff Attorney III
position in the Law Department. (Approved by
Administrative Services Committee January 7, 2008)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 29
Attachment number 1
Page 1 of 1
Item # 29
Commission Meeting Agenda
1/15/2008 2:00 PM
Set Qualifying Fees for 2008
Department:Board of Elections
Caption:Motion to approve setting Qualifying Fees for 2008.
(Approved by Administrative Services Committee
January 7, 2008)
Background:The local governing authority is required by law to set and
publish the qualifying fees for each elective office not later
than February 1, 2008 of the year in which an election is to
take place. The Board of Elections will publish the
qualifying fees upon approval of the Augusta Commission.
Analysis:The qualifying fee for Probate Court, Clerk of Court, Sheriff,
and Tax Commissioner are computed based on 3% of the
base salary as set forth by Georgia law. The qualifying fee
for Board of Education is set by their Charter. All other
qualifying fees are based on 3% of the total gross salary for
the preceeding year.
Financial Impact:The cost for publishing the advertisement will be $20.00.
Alternatives:None.
Recommendation:Approve the fees as listed on the attached schedule.
Funds are
Available in the
Following
Accounts:
Available in the 2008 Board of Elections Budget.
REVIEWED AND APPROVED BY:
Cover Memo
Item # 30
Finance.
Administrator.
Clerk of Commission
Cover Memo
Item # 30
NOTICE TO THE RESIDENTS OF
AUGUSTA-RICHMOND COUNTY, GEORGIA
YOU are hereby notified that, pursuant to O.C.G.A. 21-2-131(a)(1), the qualifying fees
for the various local offices appearing on the 2008 General Election ballot have been set by the
Augusta-Richmond County Commission-Council as follows:
Probate Court $2320.34
Clerk of Court 2320.34
Sheriff 2510.88
Tax Commissioner 2320.34
Coroner 1986.00
Chief Judge, Civil 3454.21
and Magistrate Court
Presiding Judge, Civil 3399.23
and Magistrate Court
Solicitor of State Court 2909.99
Chief Judge of the State Court Judge 4059.06
Judge of the State Court 3951.06
Board of Education 100.00
Districts 1, 4, 5, 8, and 10
Qualifying for partisan office will commence on Monday, April 28, 2008 at 9:00 AM
and will end on Friday, May 2, 2008 at 12:00 NOON. Qualifying for all partisan offices will be
conducted by the respective parties.
Qualifying for nonpartisan office will commence on Monday, June 23, 2008 at 9:00 AM
and will end on Friday, June 27, 2008 at 12:00 NOON. Qualifying for all nonpartisan offices
will be held in the Board of Elections Office, 530 Greene Street, Room 104, Augusta, Georgia.
This _____ day of January, 2008.
_____________________________
Lynn M. Bailey, Executive Director
for the Board of Elections, Superintendent
Attachment number 1
Page 1 of 2
Item # 30
Attachment number 1
Page 2 of 2
Item # 30
Commission Meeting Agenda
1/15/2008 2:00 PM
United Way of CSRA
Department:Clerk of Commission
Caption:Consider a request from United Way for reconsideration of
funding from the 2008 CDBG Program. (No
recommendation from Administrative Services
Committee January 7, 2008)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 31
Attachment number 1
Page 1 of 1
Item # 31
Commission Meeting Agenda
1/15/2008 2:00 PM
Council of Juvenile Court Judges of Georgia Grant Award
Department:Clerk of Commission
Caption:Ratify grant award for additional funding from the Council of
Juvenile Court Judges of Georgia to Augusta, Georgia.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 32
Attachment number 1
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Item # 32
Commission Meeting Agenda
1/15/2008 2:00 PM
Advanced Voting Sites
Department:Clerk of Commission
Caption:Approve additional funding to establish satellite sites for
advanced voting week for the February 5, 2008 Presidential
Preference Primary.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 33
Attachment number 1
Page 1 of 2
Item # 33
Attachment number 1
Page 2 of 2
Item # 33
Commission Meeting Agenda
1/15/2008 2:00 PM
Chon Su Kun
Department:Clerk of Commission
Caption:Motion to approve a request from Troy A. Lanier, Attorney,
on behalf of Chon Su Kun for an abatement of taxes in the
amount of $482.53 on parcels of property at 5092 Peach
Orchard Road owned by the Department of Transportation
during a portion of 2003. (Approved by Finance
Committee January 7, 2008)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 34
Attachment number 1
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Item # 34
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Attachment number 2
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Item # 34
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Item # 34
Commission Meeting Agenda
1/15/2008 2:00 PM
Historic Augusta 2008 Grant
Department:Clerk of Commission
Caption:Motion to authorize Historic Augusta, Inc. to prepare and
submit a 2008 Historic Preservation Fund Grant application
on behalf of the city of Augusta in order to complete phase
one of a historic resources survey of the Harrisburg-West
End Historic District. (Approved by Finance Committee
January 7, 2008)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 35
Attachment number 1
Page 1 of 1
Item # 35
Commission Meeting Agenda
1/15/2008 2:00 PM
January 2008 Refunds
Department:Tax Assessor - Calvin Hicks, Chief Appraiser
Caption:Motion to approve refund recommendations from the Board
of Assessors for 2 personal property accounts. (Approved by
Administrative Services Committee January 7, 2008)
Background:See attachment
Analysis:See attachment
Financial Impact:See attachment
Alternatives:See attachment
Recommendation:See attachment
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Cover Memo
Item # 36
January 2008 REFUNDS
Attachment page 1 of 1
Augusta Blueprint & Microfilm, Inc.
Acct #16099
These refunds are based on a three year audit of business personal property accounts.
Grant refund for 2005 and 2006 in the total amount of $2,424.10 (State $17.18, County
$558.68, School $1,285.93 and Urban $562.31).
Collins Games of Georgia, Inc.
Acct # 726375
Collins Entertainment is the parent compnay of Collins Games of Georgia and Georgia Gaming
Manufacturing, Inc. Both companies were incorporated in the State of Georgia.
Gaming machines are banned in the state of Georgia, leaving only a minimal value per machine.
After reviewing additional information and performing a field inspection, the appeal was settled.
Georgia Gaming has been billed an additional $15,353.59 on the gaming machines for years
2003-2007.
Grant refund for 2002 in the total amount of $2,543.76 (State $21.87, County $785.40; School
$1,736.49). The refund will be applied to the outstanding taxes owed by Georgia
Gaming Manufacturing, Inc.
Attachment number 1
Page 1 of 1
Item # 36
Commission Meeting Agenda
1/15/2008 2:00 PM
RFP 07-194 Commercial Property Blanket Insurance
Department:Finance/Risk Management
Caption:Motion to approve commercial property insurance coverage
for 2008 (buildings and content coverage) through Affilliated
FM Insurance with $50,000 deductible for premium of
$250,661. Effective date of coverage is February 1, 2008
through February 2, 2009. (Approved by Finance
Committee January 7, 2008)
Background:Commercial Property Insurance was placed out for bid in
October, 2007 under RFP 07-194. Several options for
deductibles were requested. Dawson & Taylor Insurance
Agency was the only bidder and provided a quote for
coverage from Affiliated FM Insurance.
Analysis:
Financial Impact:Premium quotes were requested on $25,000, $50,000 and
$100,000 deductibles. Deductible of $25,000 Premium of
$272,352 + $7,500 engineering fee Deductible of $50,000
Premium of $243,161 + $7,500 engineering fee Deductible
of $100,000 Premium of $235,968 + $7,500 engineering fee
Alternatives:1. Drop coverage and retain entire risk 2. Reduce premium
by only insuring those properties representing the largest
losses should an event damage these structures (Municipal
Building, Law Enforcement Center, RCCI, etc.) 3. Retain
greater risk by requesting greater deducibles.
Recommendation:Approve insurance coverage for 2008 through Affilliated FM
Insurance with $50,000 deductible for premium of $250,661.
Effective date of coverage is February 1, 2008 through
February 2, 2009.
Cover Memo
Item # 37
Funds are
Available in the
Following
Accounts:
Funds are available in account 611 015212 52.31110 Risk
Management
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Cover Memo
Item # 37
Attachment number 1
Page 1 of 1
Item # 37
Commission Meeting Agenda
1/15/2008 2:00 PM
SCLC
Department:
Caption:Motion to approve a request from Southern Christian
Leadership Conference of the CSRA (SCLC) for sponsorship
of a billboard in the amount of $500.00 funded from
contingency account. (Approved by Finance Committee
January 7, 2008)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 38
Attachment number 1
Page 1 of 1
Item # 38
Commission Meeting Agenda
1/15/2008 2:00 PM
Solid Waste-Explorers
Department:Finance, Fleet Management
Caption:Motion to approve the purchase of 2 Explorers for the Solid
Waste Facility for $22,792.00 each. (Lowest bid offer on bid
07-175). (Approved by Finance Committee January 7,
2008)
Background: In December 2006 the Solid Waste Facility sold two
vehicles at Public Auction. One vehicle was a 1997-F-350
(crew cab) and a 1992 International Utility body
truck. Evaluation sheets on these vehicles are attached.
Neither truck has been replaced. The crew type truck was
used to move Landfill field personnel from cell to cell as
needed for daily operations. The utility body truck was
replaced in 2004 with a truck designed for servicing heavy
equipment. That truck then was used for general maintenance
purposes on the landfill until it was sold.
The Landfill attempted to use existing vehicle assets to move
employees around from cell to cell but realized that the
logistics of this resulted in excessive unproductive time by
field employees which affects the overall production of the
Landfill. The Director can no longer afford the lost time in
production and is therefore requesting the purchase of the
two explorers.
The new vehicles will be utilized by managerial personnel
with their current vehicles being used within the landfill area
to transport field employees where they are needed.
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 two
vendors (see attachment). A review of the bid received shows
that Legacy Ford submitted the lowest bid: $22,792.00 and
Cover Memo
Item # 39
Bobby Jones Ford: $23,490.00.
Financial Impact:The 2-Explorers will be purchased for a total of $45,584.00.
Funding for the procurement of this vehicle will be provided
Landfill capital account.
Alternatives:1.Approve the award to Legacy Ford (lowest bidder).(2)
Approve the award to Bobby Jones Ford (second bidder). (3)
Do not approve the request.
Recommendation:Approve the acquisition of 2-Explorers for the Solid Waste
facility for $45,584.00 (Lowest bid offer on bid 07-175).
Funds are
Available in the
Following
Accounts:
Move funds from account 541-10-1110/6011110 to 541-04-
4210/5422210.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Administrator.
Clerk of Commission
Cover Memo
Item # 39
Asset #:
estimated:
Age: Mi/Hr
Type of
Service Reliability Maint/Repair Condition:
9 14 3 5
RANGES
Excellent Good
Needs immediate consideration for replacement
18 to 22 Points
See agenda item
Qualifies for Replacement
Under 18 Points
23 to 27 Points
28 Points or more
20082008
Estimated Replacement Cost: Funding Source:
Replacement Date: Fiscal Year Replacement:
Finance Director's Approval
This vehicle was sold at auction in December 2006 for $3400.00. Vehicle was inoperable.
31
Policy Evaluation Results:
See note in Fleet Manger's Recommendation
Fleet Managers Recommendation:
Life Expectancy Criteria Requirements -(Policy Evaluation)
N/A0
Evaluation Points:
Purchase Price:
9 years 141,276 $27,746.50
Actual Age: Current miles/hours:
Assigned Use:
Signature of Director/Elected OfficialN/A
9740211997 Ford F-350
Solid Waste 541044210 4-Dec-07
Vehicle Description:
AUGUSTA, GEORGIA
FINANCE DEPARTMENT-FLEET MANAGEMENT DIVISION
REPLACEMENT CRITERIA FORM
Department Name: Department Number Date:
Attachment number 1
Page 1 of 2
Item # 39
Asset #:
estimated:
Age: Mi/Hr
Type of
Service Reliability Maint/Repair Condition:
15 14 3 2
RANGES
Excellent Good
Needs immediate consideration for replacement
AUGUSTA, GEORGIA
FINANCE DEPARTMENT-FLEET MANAGEMENT DIVISION
REPLACEMENT CRITERIA FORM
Department Name: Department Number Date:
Solid Waste 541044210 4-Dec-07
Vehicle Description:
510691992 International-Utility Body 4600
Assigned Use:
Not being used-was service truck replaced Signature of Director/Elected Official
Actual Age: Current miles/hours: Purchase Price:
9 years 148,446 $27,746.50
Life Expectancy Criteria Requirements -(Policy Evaluation)
3 3
Evaluation Points: Policy Evaluation Results:
32 See note in Fleet Manger's Recommendation
Fleet Managers Recommendation:
This vehicle was replaced in 2004 and has been used in various capacities.
Finance Director's Approval
Replacement Date: Fiscal Year Replacement:
2008 2008
Estimated Replacement Cost: Funding Source:
See agenda item
28 Points or more
Under 18 Points 18 to 22 Points
23 to 27 Points Qualifies for Replacement
Attachment number 1
Page 2 of 2
Item # 39
113" WHEELBASE SPORTS UTILITY VEHICLE
BID 07-175 Bobby Jones Legacy Required Required
Ford Ford Items Items
Year 2008 2008
Brand Ford Ford
Delivery Date 120 Days 90 Days
5.01 Model -4x2 - 4.0L Explorer XLT Explorer XLT
Price $18,871.00 $18,270.00
5.02 Model --4x4 - 4.0L (6 Cyl)Explorer XLT Explorer XLT
Price $21,333.00 $20,543.00
5.03 Model - 4x4 - 4.5L (8 Cyl)Explorer XLT Explorer XLT
Price $22,531.00 $21,693.00 5.03 $22,531.00 $21,693.00
5.04 Trailer Towing Package 234.00 275.00 5.04 234.00 275.00
6.00 OUTFITTER'S SPECIALTY ITEMS
6.01 Fire Extinguisher 38.00 26.00 6.01 38.00 26.00
6.02 Three Plug Outlet Receptacle 45.00 23.00 6.02 45.00 23.00
6.03 Portable Spot Light 60.00 85.00 6.03 60.00 85.00
6.04 Class III Trailer Hitch 211.00 300.00 6.04 211.00 300.00
6.05 Trailer Wiring 30.00 60.00 6.05 30.00 60.00
7.00 ALERT WARNING SYSTEMS
7.01 Top Light Bar-LL288000 1,725.00 1,740.00
7.02 Six Control Power W/Console 90.00 140.00
7.03 Corner Lighting 300.00 195.00
7.04 Siren/Speaker 395.00 310.00
7.05 Six outlet 80 watt Power Supply 100.00 120.00
7.06 Dual Dash LED Light 271.00 215.00
7.07 Triple LED Rear Deck Light 271.00 215.00
7.08 Pro Copper Console 345.00 275.00
7.09 Toggle Switches-2 10.00 40.00
7.10 Backup Alarm 40.00 30.00 7.10 40.00 30.00
7.11 Magnetic Strobe Light 301.00 300.00 7.11 301.00 300.00
7.12 LED Cab Roof Light 531.00 280.00
TOTAL $23,490.00 $22,792.00
FOR ALL DEPARTMENTS-113" WHEELBASE SUV - BID OPENING OCTOBER 19 @ 11:00
Attachment number 2
Page 1 of 1
Item # 39
Commission Meeting Agenda
1/15/2008 2:00 PM
Update Travel Policy
Department:Finance
Caption:Motion to authorize the update the Augusta Richmond
County Travel Policy to reflect mileage reimbursement of
40.5 cents per mile as used in 2008 budget preparations.
(Approved by Finance Committee January 7, 2008)
Background:Travel Policy, established in February 2004, lists mileage
reimbursement as 37.5 cents per mile. That rate, which
reimburses ARC employees for the use of their personal
vehicles used to conduct business on behalf of our
government, has not been adjusted. Employees receiving
this reimbursement do not have gas cards or receive any
other compensation for the use of their vehicles.
Analysis:Each year the IRS sets a rate that taxpayers can use to deduct
the cost of unreimbursed business expenses incurred while
using private vehicles. Traditionally ARC has set its rate of
reimbursement below this rate since fuel, taxes and other
costs associated with vehicle operation is lower in this part of
the county. The IRS rate for 2006 was 44.5 cents per mile
and in 2007 it was 48.5 cents.
Financial Impact:City departments were instructed to budget for 40.5 cents per
mile reimbursement in the 2008 budget in anticipation of this
adjustment.
Alternatives:1) Do not approve adjustment to rate of reimbursement,
leaving it at 37.5 cents per mile 2) Set some other rate
Recommendation:Approve change in Travel Policy setting rate of
reimbursement at 40.5 cents per mile.
Funds are
Cover Memo
Item # 40
Available in the
Following
Accounts:
Included in each departmental budget under local mileage
reimbursement
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Cover Memo
Item # 40
Commission Meeting Agenda
1/15/2008 2:00 PM
Aubern @ Barton Chapel Deed of Dedication and Maintenance Agreement
Department:Augusta Utilities Department
Caption:Motion to approve and accept a utilities Deed of Dedication
and a Maintenance Agreement on same for Aubern at Barton
Chapel Subdivision. (Approved by Engineering Services
Committee January 7, 2008)
Background:Custom Contractors & Associates have requested to dedicate
the water and sanitary sewer systems in Aubern at Barton
Chapel, a housing subdivision, to Augusta.
Analysis:The systems have been inspected and found to meet
standards and codes. Custom Contractors & Associates have
signed an eighteen-month maintenance agreement.
Financial Impact:No financial cost.
Alternatives:
Recommendation:Approve motion and accept the utilities Deed of Dedication
and the Maintenance agreement for Aubern at Barton Chapel.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Cover Memo
Item # 41
Administrator.
Clerk of Commission
Cover Memo
Item # 41
Attachment number 1
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Item # 41
Attachment number 1
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Item # 41
Attachment number 1
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Item # 41
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Item # 41
Attachment number 2
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Item # 41
Commission Meeting Agenda
1/15/2008 2:00 PM
Augusta Deed of Dedication
Department:Augusta Utilities Department
Caption:Motion to approve and accept a Deed of Dedication to the
Augusta Utilities Department. (Approved by Finance
Committee January 7, 2008)
Background:The Augusta Utilities Department will be starting
construction on the 630 Water Main, Phase II, in the first part
of 2008. The pipeline will need to cross a property owned by
Augusta, Georgia.
Analysis:This document is for recording purposes, and will be
recorded in the Office of the Clerk of the Superior Court of
Richmond County, Georgia. Such recording will note the
location of the pipeline for future construction, or other
purposes, in the area.
Financial Impact:No financial cost.
Alternatives:
Recommendation:Approve motion to approve and accept the Deed of
Dedication to the Augusta Utilities Department.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Cover Memo
Item # 42
Finance.
Procurement.
Administrator.
Clerk of Commission
Cover Memo
Item # 42
After recording, please return to:
The Augusta Utilities Dept.
360 Bay Street, Suite 180
Augusta, GA 30901
(706) 312-4143
STATE OF GEORGIA
COUNTY OF RICHMOND
DEED OF EASEMENT DEDICATION
WHEREAS, Augusta, Georgia is the owner of certain property, being generally
identified as Tax Map 054-4 Parcel 006, and described as follows;
All that tract of land with all improvements thereon, lying and being in Augusta, Richmond County,
Georgia, shown and designated as “Exist. Retention Pond (County Owned & Maintained)” on a plat created
of Bobby Jones Business Park, Phase II-B, by James G. Swift & Associates, dated August 14, 2001, and
recorded in the realty records section of the Office of the Clerk of the Superior Court of Richmond County,
Georgia, in Realty Reel 750, Page 973.
WHEREAS, the Augusta Utilities Department desires to record a permanent Utility
Corridor across this property for the purposes of installing utility pipelines; and
WHEREAS, Augusta, Georgia desires to dedicate this utility corridor for the use of the
Augusta Utilities Department;
NOW, THEREFORE, this indenture, made and entered into this ____ day of
__________, 2008, by Augusta, Georgia, a political subdivision of the State of Georgia, for the use and
benefit of the Augusta Utilities Department, a department of Augusta, Georgia;
W I T N E S S E T H:
Augusta, Georgia, in consideration of the public benefit to be derived by Augusta,
Georgia and its citizens and for valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, has granted, bargained, sold and conveyed, and by these presence does hereby grant,
bargain, sell and convey unto the Augusta Utilities Department all that tract or parcel of land located in
Augusta, Georgia, consisting of 4,315 square feet, as shown on a plat prepared for Augusta Utilities by
Cranston Engineering Group, P.C., dated March 27, 2007, attached hereto and made a part hereof, to
Attachment number 1
Page 1 of 2
Item # 42
which reference is made for a more accurate and complete description of the metes, bounds and courses,
and being for the purpose of laying, relaying, installing, adding, expanding, extending, operating,
repairing and maintaining pipelines transporting and carrying water and sewer services.
AUGUSTA, GEORGIA does also grant, bargain, sell and convey unto the Augusta
Utilities Department, its successors and assigns, the right, but not the duty, to clear, and keep clear, all
trees, undergrowth and other obstructions from said permanent easement, along with the free right of
ingress and egress to and from said permanent easement for this purpose and all other purposes stated
herein.
TO HAVE AND TO HOLD the aforesaid rights, ways, easements, privileges and
appurtenances unto the Augusta Utilities Department, its successors and assigns, in perpetuity.
IN WITNESS WHEREOF, the Party of the First Part causes this instrument to be
executed the day and year first above written.
AUGUSTA, GEORGIA
_________________________ By: ________________________
Witness As its Mayor
ATTEST:
By: ________________________
_________________________ As its Clerk
Notary Public Richmond County, Georgia
My Commission Expires: _________________
(SEAL)
Attachment number 1
Page 2 of 2
Item # 42
Attachment number 2
Page 1 of 1
Item # 42
Commission Meeting Agenda
1/15/2008 2:00 PM
Dickson Encroachment Agreement
Department:Augusta Utilities Department
Caption:Motion to approve an Encroachment Agreement with
Katherine Sanders Dickson. (Approved by Engineering
Services January 7, 2008)
Background:Mrs. Dickson has requested permission to construct a semi-
circlular driveway on her 944 Bluebird Road property, a
portion of which will be over the Rock Creek Sanitary Sewer
Trunk Line.
Analysis:In order for Mrs. Dickson to construct said driveway, she,
and Augusta, need to enter into an agreement reserving
Augusta's rights to the easement and indemnifying Augusta
from claims of damage. Mrs. Dickson has agreed to do so.
Financial Impact:None
Alternatives:
Recommendation:Approve the Encroachment Agreement.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 43
Cover Memo
Item # 43
Attachment number 1
Page 1 of 2
Item # 43
Attachment number 1
Page 2 of 2
Item # 43
Commission Meeting Agenda
1/15/2008 2:00 PM
Iron Horse Apartments Sanitary Sewer Deed of Dedication
Department:Augusta Utilities Department
Caption:Motion to approve and accept a Deed of Dedication for the
sanitary sewer trunk line, and easement, in Iron Horse
Apartments. (Approved by Engineering Services
Committee January 7, 2008)
Background:When the Iron Horse Apartments were built, the sanitary
sewer trunk line, inside of a 20-foot easement, was to have
been dedicated to Augusta. Inadvertently, this was
overlooked.
Analysis:This trunk line will be used to expand the sanitary sewer
across to Mayo Road. It has been inspected and found to be
in acceptable condition.
Financial Impact:There is no financal cost for the dedication.
Alternatives:
Recommendation:Approve motion to approve and accept the sanitary sewer
trunk line, and easement, in Iron Horse Apartments.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Cover Memo
Item # 44
Procurement.
Administrator.
Clerk of Commission
Cover Memo
Item # 44
Attachment number 1
Page 1 of 3
Item # 44
Attachment number 1
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Item # 44
Attachment number 1
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Item # 44
Attachment number 2
Page 1 of 1
Item # 44
Commission Meeting Agenda
1/15/2008 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-07-102– A request for concurrence with the Augusta-
Richmond County Planning Commission to approve with
the following conditions 1) the Special Exception shall be
limited to the trans-loading of sodium bi-sulfite solution
and manufacture of Aqua ammonia solution. Components to
manufacture aqua ammonia would be stored on site in
storage tanks; 2) the site will be in full conformance with the
Augusta-Richmond County Flood Ordinance which will
require all buildings and equipment to be a minimum of three
(3) feet above the base flood elevation before a Business
License shall be issued; and 3) 24 hour security, which may
consist of monitored security cameras or personnel on site,
shall be maintained at all times; a petition by Southern
Ionics requesting a change of zoning from Zone A
(Agriculture) to Zone HI (Heavy Industry) with a Special
Exception per Section 24-2 to allow an inorganic chemical
manufacturing plant affecting property containing
approximately 8.9 acres and is known as 1724 Lumpkin
Road Extension. (Tax Map 111 Parcel 023) DISTRICT 2
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Cover Memo
Item # 45
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 45
Commission Meeting Agenda
1/15/2008 2:00 PM
Utilities Customer Service Billing Software Upgrade and Enhancement
Department:Utilities, N. Max Hicks, Director
Caption:Motion to approve Upgrade of Utilities Customer Service
Billing Software and Addition of Remote Customer Account
Information Access and Bill Payment. (Approved by
Engineering Services Committee January 7, 2008)
Background:
In 2003 Utilities (AUD) Customer Service implemented a
new Customer Service Billing Software provided by Systems
and Software (S&S) called Enquesta. That software included
a very basic Interactive Voice Response (IVR) solution and
also offered an Interactive Web Response (IWR) option. The
IVR and IWR solutions were provided by a third-party
partner of S&S called Frank Solutions (which was later
bought by FDGS). AUD implemented the IVR solution, and
this system has been used since 2003 to provide citizens with
automated access to account information and bill-paying
options. This system, being from a third party, has to be
interfaced with our Cisco VOIP telephone system. This has
led to some scalability issues, meaning that we cannot
upgrade one system without affecting the other, and technical
support from FDGS has been inconsistent. Additionally, the
FDGS solution does not have an integrated call center
(customer service) module that would enable a higher level
of customer service capability. The IWR solution was never
implemented due to Augusta AUD and IT concerns about
security issues with the design of the system. S&S has ended
the relationship with FDGS in order to pursue its own IVR
and IWR solutions. In order to provide the level of customer
service we desire from our call center hardware and software,
AUD and the Augusta IT department have decided that we
need to upgrade our systems to the S&S IVR and IWR
solutions, called WebConnect and PayConnect, and
implement Cisco Call Center software for full compatibility.
The CallCenter software was solicited by RFP and will be
brought to the Commission separately after the negotiation
Cover Memo
Item # 46
process is complete. These solutions will offer the most
efficient way to give our customers automated account
information and payment options.
Analysis:
AUD has been working for quite some time to get the best
possible solution to provide our customers the ability to
access account information and make payments both on-line
and by telephone. Since 2004, we have been offering our
customers call routing based on a decision tree that hopefully
would get them to the appropriate employee based on their
problem. We have also offered them the ability to access
account balance, due date, account standing, etc. as well as
the ability to pay by automatic debit to their checking
account over the phone. However, since the FDGS IVR
solution is “interfaced” (a forced link between programs)
instead of “integrated” (cooperation designed into the
system), we have had various technical difficulties,
particularly with IVR calls being dropped and placed on hold
for extended periods of time. The IWR solution offered by
Frank Solutions/FDGS did not meet the security
requirements of Augusta IT, and now that our billing
software vendor has developed their own solution, we are
requesting approval to purchase what we feel is the most
efficient long-term solution available. The proposed solution
includes an upgrade of the current Enquesta software from
version 3.0 to version 3e. This upgrade includes the platform
that is required to run the new optional modules offered by S
& S, WebConnect and PayConnect. WebConnect allows our
customers very extensive, secure access to their account
information and payment options on-line or over the phone
and includes the following features: • Enhanced reporting
tools • Customer remote access to consumption history,
billing history, payment history, account summary •
Frequently asked questions • Bill imaging • Electronic bill
notification and bill printing • Service requests (account
changes, disconnection, recurring payment set-up, report
outage, etc.) PayConnect is the tool used to process remote
payment requests either on-line or over the phone. After
implementation of WebConnect and PayConnect, our
customers will have the following remote payment options: •
One-time credit card payment (on-line or call center
assisted) • One-time ACH/debit card payment (on-line, by
phone or call center assisted) • Recurring ACH/credit
card/debit card payment sign-up (on-line or call center
assisted) • Detailed payment reporting The attached
documents include the contract (with language as
recommended by Legal), Pricing and Payment Schedule,
Cover Memo
Item # 46
Enquesta Upgrade Statement of Work, and
WebConnect/PayConnect Statement of Work.
Financial Impact:The total cost of this request is $280,000, which includes
estimated hardware purchases of approximately $22,850 and
the attached proposal for remaining software and
implementation costs of $257,150.
Alternatives:Do not approve the agenda item and leave AUD with
inadequate communications and payment software that is not
sufficient to provide high quality service to all AUD
customers.
Recommendation:Approve upgrade of Utilities Customer Service Billing
software and addition of remote customer account
information access and bill payment.
Funds are
Available in the
Following
Accounts:
Funds are available in the 2008 budget in the following
accounts: 506-04-3210-5424210 - $ 10,000 506-04-3210-
5424320 - $200,000 506-04-3210-5426110 - $ 70,000
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Administrator.
Clerk of Commission
Cover Memo
Item # 46
AUGUSTA UTILITIES DEPARTMENT SYSTEM UPGRADE AGREEMENT
THIS ADDENDUM dated as of __________, 2007 supplements and forms part of that certain
Information System Agreement by and between Augusta, GA a political subdivision of the state of Georgia,
hereinafter called the “City” and Systems & Software, Inc. (“S&S”) dated as of _____________________ (as
amended by this Addendum and as otherwise amended from time to time, the “Agreement”).
WHEREAS, the City desires to commence work on the enQuesta™ 3e implementation project
which shall include the upgrade of enQuesta Reporting Portal and the purchase and deployment of enQuesta
WebConnect and enQuesta PayConnect;
WHEREAS, all capitalized terms not otherwise defined herein shall have the meanings
ascribed to them in the Agreement;
NOW THEREFORE, in consideration of the foregoing and the mutual agreements contained
herein, S&S and the City hereby agree as follows:
ARTICLE 1 DEFINITIONS
(a) “Confidential Information” shall be clarified to include all information of the
type specified in the definition in Article I of the Agreement that is disclosed to
the City by S&S and relates to subcontractors, other vendors of S&S, or other
persons who provide any product or service in connection with the Information
System.
(b) “enQuesta PayConnect” means the payment software application developed by a
vendor of Third Party Software and sold to the City by S&S pursuant to this
Addendum, as more particularly described in the Statement of Work attached
hereto as Exhibit 3, which is incorporated herein by reference.
ARTICLE 2 FEES
2.1 Fees
(a) The charges for the enQuesta 3e Upgrade project, enQuesta Reporting Portal,
enQuesta WebConnect and enQuesta PayConnect shall be those set out in the
enQuesta 3e Upgrade, Reporting Portal, WebConnect & PayConnect Pricing &
Payment Schedule attached hereto as Exhibit 1, which is incorporated herein by
reference;
(b) The City shall pay S&S for the enQuesta 3e upgrade project and the enQuesta
Reporting Portal, enQuesta WebConnect and enQuesta PayConnect modules to be
provided by S&S pursuant to the provisions of this Addendum in accordance with
the Payment Schedule attached hereto as Exhibit 1, which is incorporated herein
by reference. All payment and invoicing provisions set forth in the Agreement
shall apply to the enQuesta 3e Upgrade project and the enQuesta Reporting
Portal, enQuesta WebConnect and enQuesta PayConnect modules except as
otherwise expressly set forth in this Addendum (including the exhibits attached
hereto).
Attachment number 1
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Item # 46
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ARTICLE 3 TERM; TERMINATION – ENQUESTA PAYCONNECT
3.1 Term Applicable to enQuesta PayConnect
(a) This Addendum as it relates to enQuesta PayConnect shall be for a term of three
(3) years ("Initial Term") commencing on the Effective Date of __________ ,
and shall automatically renew and extend for successive one (1) year terms (each
one, a “Renewal Term”), commencing at the conclusion of the Initial Term or
any Renewal Term, unless written notice is given by either S&S or the City at
least (30) days prior to the end of the then current Initial or Renewal Term. Upon
any such renewal, the Parties agree to negotiate, in good faith, a revised
convenience fee and transaction fee structure, taking into account such factors,
including, without limitation, general inflation, fees imposed on S&S by providers
of Third Party Software, and expected volumes of services to be required by the
City.
(b) In the event that the City terminates the Addendum with respect to the
PayConnect module early, then City shall be responsible to pay an early
termination fee to S&S. The early termination fee shall be equal to $20,000 in
months 1-12 and $10,000 in months 13-23. After a period of 24 months, the early
termination fee no longer applies. Said fee shall be in addition to any other early
termination fees set forth in the Agreement.
(c) Notwithstanding clause (a) and (b) above, the Agreement and this Addendum as it
relates to enQuesta 3e, enQuesta Reporting Portal and enQuesta WebConnect
shall exist in perpetuity unless terminated by either party in accordance with the
terms of the Agreement.
ARTICLE 4 INDEMNIFICATION
4.1 Indemnification by S&S Relating to enQuesta PayConnect
The indemnification obligations of S&S set forth in the Agreement shall not apply to
intellectual property issues relating to enQuesta PayConnect. S&S’s sole obligation with
respect to indemnification of the City in connection with intellectual property issues relating to
enQuesta PayConnect shall be as set forth in Section 4.3 below.
4.2 City Indemnification Relating to enQuesta PayConnect
The City agrees to defend, indemnify, and hold S&S, its directors, officers, shareholders,
employees, agents, affiliates, suppliers and vendors harmless from all liabilities, claims and
expenses, including without limitation reasonable attorneys' fees, arising from:
(A) any breach by the City of the City’s use of enQuesta PayConnect, or any
other breach of the City’s duties, obligations or responsibilities under this
Agreement relating to enQuesta PayConnect;
(B) any modification, improvement or enhancement of enQuesta PayConnect
made by the City without the prior written consent of S&S;
(C) any action, suit or proceeding, or otherwise on account of any personal
injury or damage to property occasioned by any of the foregoing.
Attachment number 1
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Item # 46
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The City also agrees that S&S (or any third party vendor of enQuesta PayConnect) has the
right, but not the obligation, at its own expense, to assume the exclusive defense and control of
any matter otherwise subject to indemnification by the City pursuant to this section.
S&S agrees to indemnify the City for any claims, damages, losses, and costs, including, but not
limited to, attorney’s fees and litigation costs, arising out of claims by third parties for property
damage or bodily injury, including death, to the proportionate extent causes by the negligence
or willful misconduct of S&S, S&S’s employees, affiliated corporations, and subcontractors in
connection with the Project.
4.3 S&S Indemnification Relating to enQuesta PayConnect
S&S shall indemnify and hold harmless the City from any and all claims for damages, costs
and expenses, and defend, or at its option, settle, any action brought against the City alleging
that enQuesta PayConnect infringes any third party intellectual property rights enforceable in
Canada or the United States of America. The City agrees S&S (or any third party vendor of
enQuesta PayConnect) has the sole authority to perform, in whole or in part, any system
modifications, product alteration, and/or navigational adjustment to enQuesta PayConnect for
purposes of providing a work around to any third party patents. City agrees that, in connection
with any patent action brought against the City with respect to enQuesta PayConnect, S&S (or
any third party vendor of enQuesta™ PayConnect) will, at its sole discretion, at no cost to the
City, perform work around solutions adequate enough to defend any and all patent claims.
The City agrees to provide S&S with: (i) prompt written notice of any claim, demand, or action
for which indemnity is sought; (ii) sole control and authority over the defense or settlement
thereof (provided that S&S shall not enter into any settlement that adversely affects the City’s
rights without the City’s prior written consent); and (iii) reasonable cooperation in the defense
or settlement of any such claim, demand, or action. The City acknowledges and agrees that
any third party vendor of PayConnect shall also have the right for sole control and authority
over the defense or settlement thereof.
Notwithstanding the foregoing, S&S assumes no liability for and the foregoing indemnity
obligations shall not apply to: (a) infringements arising from combinations of PayConnect with
products not supplied to the City by S&S; (b) trade-mark infringements involving any marking
or branding not applied by S&S or any third party vendor of PayConnect, or involving any
marking or branding applied at the request of the City; or (c) infringements involving
modifications and/or extensions made by or for the City without the sole approval and
assistance of S&S or any third party vendor of PayConnect; or (d) in the case that the City
objects, does not accept, nor approve prescribed “work around” solution changes for purposes
of defending against third party claims.
The City agrees to indemnify S&S from any claims, damages, losses, and costs, including but
not limited to, attorney’s fees and litigation costs, arising out of claims by third parties for
property damage or bodily injury, including death, to the proportionate extent causes by the
negligence or willful misconduct of the City, the City’s employees, affiliated corporations, and
subcontractors in connection with the Project.
Attachment number 1
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ARTICLE 5 MISCELLANEOUS
5.1 Addendum Forms Part of Agreement
This Addendum (including its exhibits) is attached to and forms part of the Agreement. Except
as otherwise specifically stated herein, all provisions of the Agreement remain in effect in
accordance with the terms thereof.
5.2 Third Party Beneficiaries
Except as provided herein with respect to third party vendors of PayConnect, nothing in this
Agreement is intended to confer any rights/remedies under or by reason of this Agreement on
any third party.
5.3 Assignment
This is a bilateral consultant services agreement. Neither party shall have the power to or will
assign any of the duties or rights or any claim arising out of or related to this Agreement,
whether arising in tort, contract or otherwise, without the written consent of the other party.
Any unauthorized assignment is void and unenforceable. These conditions and the entire
Agreement are binding on the heirs, successors, and assigns of the parties hereto.
5.4 Jurisdiction and Venue
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 client and consultant
arising out of, or relating to, this Agreement, or the breach thereof, shall be decided in the
Superior Court of Richmond County, Georgia. S&S, 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.
5.5 Dispute Resolution:
The parties will use their best efforts to resolve amicably any dispute, including use of
alternative dispute resolution options.
5.6 Open Records
S&S acknowledges that this Agreement and certain documentation may be subject to the
Georgia Open Records Act (O.C.G.A. Section 50-18-70, et seq.) S&S shall cooperate fully in
responding to such request and shall make all records, not exempt, available for inspection and
copying as required by law. S&S shall clearly mark any information provided to the City
which the City contends is Proprietary or Confidential Information. Proprietary or
Confidential information of S&S is to be protected from public release if at all possible. S&S
shall notify the City immediately of any Open Records request arising out of this contract and
shall provide to the City a copy of any response to the same.
Attachment number 1
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Item # 46
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5.7 Notices
All notices hereunder shall be in writing and shall be fully given if delivered personally or sent by
registered or certified mail, return receipt requested, postage prepaid, to the respective addresses
of the parties appearing in this Agreement. Any notice given shall be deemed to have been
received on the date, which it is delivered if delivered personally, or, if mailed, on the fifth
business day next following the mailing thereof. Either party may change its address for notices
by giving notices of such change as required in this Section.
The originals to: Max Hicks, Director
Utilities Department
Add address, phone and fax numbers
Copies to: Fred Russell, Administrator
530 Greene Street, Room 801
Augusta, GA 309011
Phone (706) 821-2400
Fax (706) 821-2819
Termination for Convenience:
Upon advance written notice to S&S, the City, may, without cause and without prejudice to any
other right or remedy of S&S, elect to terminate the Agreement. In such case, S&S shall be paid
(without duplication of any items):
1) For completed and acceptable work executed in accordance with the terms of the
agreement prior to the effective date of termination, including fair and reasonable sums
for overhead and profit on such work;
2) For expenses incurred prior to the effective date of termination in performing services
and furnishing labor, materials or equipment as required by the contract documents in
connection with uncompleted work, plus fair and reasonable sums for overhead and
profit on such expenses;
3) For all claims, costs, losses and damages incurred in settlement of terminated contracts
with subcontractors, suppliers and others, and; for reasonable expenses directly
attributable to termination.
5.8 Representation of Authority
Each Party represents and warrants to the other that the execution and delivery of this
Addendum and the performance of such Party’s obligations under the Agreement (including
the Addendum) have been duly authorized and that the Agreement (including the Addendum)
Attachment number 1
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Item # 46
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is a valid and legal agreement binding on such Parties and enforceable in accordance with its
terms.
5.9 Counterparts
This Addendum may be executed in several counterparts, each of which shall constitute an
original, but all of which shall constitute one and the same instrument.
Exhibits
The following Exhibits, attached hereto and incorporated herein by reference, form a part of this Agreement
and need not be signed separately to become enforceable:
1. Exhibit 1 - Augusta Pricing & Payment Schedule
2. Exhibit 2 - Augusta 3e Upgrade SOW
3. Exhibit 3 - Augusta WebConnect_PayConnect SOW
IN WITNESS WHEREOF, the parties to this Addendum have hereunto set their hands and seals effective as
of the date first set forth above.
Systems & Software, Inc. Augusta, GA
By:________________________________ By:_____________________________
Title: ______________________________ As it’s Mayor
Date:____________________________
Attest:
_________________________________
Clerk of Commission
Seal
Attachment number 1
Page 6 of 6
Item # 46
Augusta Utilities Department – Pricing & Payment Schedule
Page 1 of 8 Proprietary and Confidential to Systems & Software, Inc. 11/08/07
Augusta Utilities Department
Augusta, GA
enQuesta™ 3e & Reporting Portal Upgrade,
WebConnect & PayConnect
Pricing & Payment Schedule
November 8, 2007
Attachment number 2
Page 1 of 8
Item # 46
Augusta Utilities Department – Pricing & Payment Schedule
Page 2 of 8 Proprietary and Confidential to Systems & Software, Inc. 11/08/07
ENGAGEMENT PRICING
Contract Summary
All contracted Software, Hardware and Services will be quoted and provided on a Fixed Fee
basis. Travel expenses are estimated here for budgetary purposes but will be billed as incurred.
The proposed scope of this project is defined in the enQuesta 3e & Reporting Portal Upgrade and
the WebConnect & PayConnect Statement of Work. Additional services (including Travel &
Expenses) required due to out-of-scope work will be quoted and billed on a time & materials
basis at the then current rate charged by Systems & Software (S&S).
Summary Pricing
DESCRIPTION TOTAL
enQuesta 3e & Reporting Portal Upgrade 137,670.00$
WebConnect & PayConnect 127,480.00$
SUMMARY S&S PRICE (excluding Travel) 265,150.00$
Travel and Expenses (estimated) 12,000.00$
Attachment number 2
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Item # 46
Augusta Utilities Department – Pricing & Payment Schedule
Page 3 of 8 Proprietary and Confidential to Systems & Software, Inc. 11/08/07
enQuesta 3e & Reporting Portal Upgrade Detail Pricing
DESCRIPTION TOTAL MAINTENANCE
Hardware
AUD to Provide
Third Party Software & Services
N/A
S&S Software 25,000.00$ 5,000.00$
enQuesta 3e - Covered under Annual Maintenance Agreement
enQuesta 3e Reporting Portal - Covered under Annual Maintenance
Agreement
enQuesta 3e IVR Web Services License 25,000.00$ $ 5,000.00
Professional Services 112,670.00$
Upgrade Services Including: Project Management, Business Process
Analysis, Data Conversion, Implementation, Configuration, Testing,
Training, Documentation, Go-Live and Post-Go Live Support
$ 88,670.00
Services to Implement enQuesta 3e IVR Web Services $ 24,000.00
Total (excluding Travel)137,670.00$ 5,000.00$
Travel & Expenses Budget estimated at 5 Person Trips @ $2000 each -
Travel will be billed as incurred 10,000.00$
Attachment number 2
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Item # 46
Augusta Utilities Department – Pricing & Payment Schedule
Page 4 of 8 Proprietary and Confidential to Systems & Software, Inc. 11/08/07
enQuesta 3e & WebConnect & PayConnect Detail Pricing
DESCRIPTION TOTAL MAINTENANCE
Hardware
AUD to Provide: Dell PowerEdge 2650 Dual Xeon CPU @ 3.2GHz, 2 GB
memory, Dual 72 GB 15k rpm internal disk, dual 10/100/1000 Ethernet
NICs, Dell remote access card (DRAC), redundant power supply, 2U form
factor.
S&S Software 70,000.00$ 14,000.00$
WebConnect License for 5 concurrent ports (Includes PayConnect)70,000.00$ $ 14,000.00
Professional Services 57,480.00$
Professional Services Including: Project Management, Busisness Process
Analysis, Technichal Analysis, Hardware Configuration/Deployment,
Implementation, Congfiguration, Testing, Training, Documenation,
Simulation, Go-Live and Post Go-Live Support
$ 57,480.00
Total (excluding Travel)127,480.00$ 14,000.00$
Travel & Expenses Budget estimated at 1 Person Trips @ $2000 each -
Travel will be billed as incurred 2,000.00$
Attachment number 2
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Augusta Utilities Department – Pricing & Payment Schedule
Page 5 of 8 Proprietary and Confidential to Systems & Software, Inc. 11/08/07
PAYCONNECT TRANSACTION PRICING
Augusta Utilities Department (AUD) has requested a hybrid pricing model where convenience fee
pricing will be utilized as the primary model, but transaction pricing will be utilized specifically
for all ACH payments originating from IVR and WebConnect from customers who choose to
enroll for electronic bill delivery. All credit card transactions will be processed via convenience
fee.
Convenience Fee Model
Through this agreement, the AUD and Systems & Software, Inc. (S&S) continue their existing
Customer – Vendor relationship. Additionally, S&S will utilize a third party payment provider
Vendor for electronic payment processing. AUD has elected to pursue the convenience fee
model, whereas convenience fees will be charged directly to AUD’s customers.
Convenience Fee Pricing
Convenience Fee Per Payment $4.25 Charged directly to the customer (no fees applied to
AUD)
Supports ACH, Debit Cards and VISA and MasterCard Credit Cards
$500.00 limit on the amount per transaction
Allows multiple payments towards multiple accounts within one session but each
payment is levied with a convenience fee
AUD will utilize the Convenience Fee Model for the following payment channels:
All Call Center Assist one-time payments initiated by CSR’s
All one-time payments via WebConnect for non-eBill customers
Transaction Model
Through this agreement, the AUD and S&S continue their existing Customer – Vendor
relationship. Additionally, S&S will utilize a third party payment provider Vendor for electronic
payment processing. For certain ACH payments, AUD has elected to pursue the non-
convenience fee model, whereas no convenience fees will be charged directly to AUD’s
customers for ACH payments originating from IVR and for WebConnect ACH payments from
customers who choose to enroll for electronic bill delivery. These transaction fees will be
charged directly to AUD on a monthly basis and this will require a separate merchant services
agreement between AUD and Kubra.
Transaction Pricing
Price Per Payment: $.35 Gateway Transaction Fee (includes payment authorization and
capture)
S&S will invoice AUD monthly for gateway fees
Attachment number 2
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Item # 46
Augusta Utilities Department – Pricing & Payment Schedule
Page 6 of 8 Proprietary and Confidential to Systems & Software, Inc. 11/08/07
No additional charges with respect to the Card interchange fess, issuer percentage
fees, charge back fees and payment processor fees are planned for as transaction
pricing will apply solely to ACH payments.
Allows multiple payments towards multiple accounts within one session but each
payment is levied with a convenience fee
AUD will utilize the Transaction Fee Model for the following payment channels:
All recurring ACH payments for e-bill customers through WebConnect
All one-time ACH payments via IVR
Monthly Minimum: n/a
Additional Fees: IVR $80.00 / month / line (plus estimated long distance charges of $.03
per minute with average call length = 4 minutes)
Terms
x ACH transaction fees do not include ACH origination charges – levied by the originator
(AUD’s bank). AUD currently processes ACH through Georgia Bank & Trust.
Depending on the technology available at Georgia Bank & Trust, it may be necessary
to process ACH payments through a different payment processor, which may be
subject to ACH origination charges in addition to the $.35 transaction fee. Another
option would be a custom interface to Georgia Bank & Trust which would be subject
to change order.
x Credit Card transaction pricing is not applicable. All credit card payments will be
handled via customer paid convenience fee at no additional cost to AUD.
x Return fees are applied to all returns (i.e. Invalid account number, NSF, NOC, etc. for
ACH) and are levied directly by the ACH originator (AUD’s bank) to the Biller (AUD).
x Terms to be provided in detail under separate Merchant services agreement.
Attachment number 2
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Augusta Utilities Department – Pricing & Payment Schedule
Page 7 of 8 Proprietary and Confidential to Systems & Software, Inc. 11/08/07
PAYMENT SCHEDULE
Payment Schedule
Deliverable Payment Amount Date
Contract Signing $49,030.00 Month 1
Delivery of enQuesta 3e & Reporting
Portal Upgrade Project Plan $36,772.50 Month 1
Installation of enQuesta 3e environment
populated with AUD data $36,772.50 Month 2
Delivery of WebConnect & PayConnect
Project Plan $24,515.00 Month 1
enQuesta 3e & Reporting Portal Go-Live $49,030.00 Month 3
enQuesta 3e & Reporting Portal Go-Live +
30 Days $12,257.50 Month 3
WebConnect & PayConnect Go-Live $24,515.00 Month 3
WebConnect & PayConnect Go-Live + 30
Days $12,257.50 Month 4
TOTAL (excluding Travel) $245,150.00
Commitment Fee - Separate Payment $20,000.00
Travel (estimated) $12,000.00 Monthly
NOTES:
- Annual Maintenance for enQuesta remains in effect as per 2007 S&S Support Agreement
- Invoicing will occur upon completion of events described above
- Travel expenses will be billed as incurred on a monthly basis
- Contract signing deliverable is payable upon receipt of the signed contract by S&S – All
other amounts are due within 30 days from the date deliverable is completed
- Additional services outside the scope of this project will be billed monthly on a time &
materials basis at the then current rate charged by S&S
- Quotation is valid for 30 days
Attachment number 2
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Augusta Utilities Department – Pricing & Payment Schedule
Page 8 of 8 Proprietary and Confidential to Systems & Software, Inc. 11/08/07
MAINTENANCE
Maintenance – enQuesta 3.0 to enQuesta 3e Transition
Through this agreement, the Augusta Utilities Department (Augusta) and S&S continue their
existing Customer – Vendor relationship. The terms and conditions, which have governed the
ongoing and annual maintenance responsibilities of this relationship, have been in accordance
with Attachment A of the Annual Software Maintenance & Support Contract (ASM&SC). This
agreement has been in force between Augusta and S&S for the last 5 years with the terms,
conditions and associated costs renewed annually.
As an existing customer that has maintained their ASM&SC in force, Augusta is entitled to
receive, at no additional software cost, the enQuesta 3e versions of the enQuesta 3.0 software
modules for which Augusta is currently licensed. Augusta and S&S agree that the existing
ASM&SC, which currently covers all existing enQuesta 3.0 software, support and 3rd party
software, will remain in force through this project. Augusta and S&S agree that the base,
annual enQuesta 3.0 software module license and support fees will transfer directly to the
corresponding enQuesta 3e software modules.
Maintenance – 3rd Party
All 3rd party software and hardware maintenance and support is effective and due upon initial
order and delivery from the associated vendor.
Maintenance – Newly implemented enQuesta Software
Maintenance on newly implemented enQuesta Software will commence upon Go-Live. For any
Go-Live occurring after January 1st, this will be deemed a ‘partial’ year and the amount will be
prorated on the calendar months remaining in that year. For subsequent years, the full amount
of this “new” maintenance will be due by January 1st of the beginning of the calendar year
period.
Attachment number 2
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Item # 46
Augusta Utilities Department – enQuesta 3e Upgrade & Reporting Portal Statement of Work
Page 1 of 23 Proprietary and Confidential to Systems & Software, Inc. 11/8/2007
Augusta Utilities Department
Augusta, GA
enQuesta™ 3e & Reporting Portal
Upgrade
Statement of Work
November 8, 2007
Attachment number 3
Page 1 of 23
Item # 46
Augusta Utilities Department – enQuesta 3e Upgrade & Reporting Portal Statement of Work
Page 2 of 23 Proprietary and Confidential to Systems & Software, Inc. 11/8/2007
Document Control
Distribution
Copy
No.
Name Location
1 Augusta Utilities Department
2 S&S
3
4
5
6
7
Attachment number 3
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Augusta Utilities Department – enQuesta 3e Upgrade & Reporting Portal Statement of Work
Page 3 of 23 Proprietary and Confidential to Systems & Software, Inc. 11/8/2007
Table of Contents
INTRODUCTION................................................................................................................... 4
Background.................................................................................................................4
Objectives...................................................................................................................4
PROPOSED HIGH LEVEL SCOPE AND RESPONSIBILITIES.......................................... 5
Proposed High Level Scope .......................................................................................5
Project Responsibilities...............................................................................................5
Description – High Level Project Activities................................................................10
Web Services............................................................................................................14
PROPOSED HIGH LEVEL SCHEDULE.............................................................................. 15
Proposed High Level Activities and Timeframe........................................................15
ASSUMPTIONS................................................................................................................... 16
Scope........................................................................................................................16
Server Hardware.......................................................................................................16
Additional Hardware .................................................................................................16
Out of Scope.............................................................................................................18
MAINTENANCE RELEASES ............................................................................................... 19
PROJECT COMMUNICATION............................................................................................ 20
Project Communication Plan.....................................................................................20
Project Communication Matrix..................................................................................20
Change Control Process...........................................................................................20
Issue Escalation Process..........................................................................................20
APPENDIX - ATTACHMENT A – PROJECT COMMUNICATIONS MATRIX.................. 22
APPENDIX - ATTACHMENT B – INTERFACE LIST........................................................ 23
Attachment number 3
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Augusta Utilities Department – enQuesta 3e Upgrade & Reporting Portal Statement of Work
Page 4 of 23 Proprietary and Confidential to Systems & Software, Inc. 11/8/2007
INTRODUCTION
Background
Augusta Utilities Department and Systems & Software, Inc. (S&S) have agreed to engage in the
upgrade of the existing Customer Information System (CIS). Under this arrangement, the
Customer will upgrade from their currently installed release of enQuesta™ to enQuesta 3e.
Augusta Utilities Department and S&S have also agreed to upgrade of the enQuesta Reporting
Portal. The enQuesta Reporting Portal will provide Web-based reporting capability and data access
to the underlying enQuesta production information. A robust and easy to use set of tools will
enable the Customer to quickly and easily create and distribute reports to their user community.
The enQuesta Reporting Portal is based on Cognos’ ReportNet product.
From this point forward, Augusta Utilities Department shall be referred to as ‘the Customer’ and
Systems & Software shall be referred to as ‘S&S’.
All future references to enQuesta™ shall specifically refer to enQuesta 3e unless otherwise
specified.
Objectives
x Establish the Customer on the standard, most current version of enQuesta, 3e.
x Upgrade the Customer to the latest releases of Oracle’s 10g database platform.
x Strive to reduce project risk by leveraging S&S resources’ existing knowledge of the
Customer’s environment to minimize the overall Customer resource time commitment
typically required to successfully implement a CIS.
x Strive to establish project team continuity by maintaining a consistent core group of
Customer and S&S members.
x Utilize S&S’ implementation methodology to meet project expectations by clearly defining
roles and responsibilities and enabling open, consistent project communication.
x Upgrade S&S’ next generation reporting solution, the enQuesta Reporting Portal.
x Provide the Customer an intuitive, easy to use reporting environment with user-friendly
field names and business rules built in.
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PROPOSED HIGH LEVEL SCOPE AND RESPONSIBILITIES
Proposed High Level Scope
It is anticipated that the Customer will port forward its existing enQuesta functionality to enQuesta
3e. This includes the CIS (Billing) and skeletal GL (Financial) modules. enQuesta system
interfaces (see “Appendix - Attachment B – List of Interfaces”), that are currently licensed will be
ported forward and maintained in their as is state, unless modified per this Statement of Work.
enQuesta new features are outlined in the enQuesta New Features and Modules Document. These
new features are organized into three categories: Standard – Included for Use As-is, Optional –
Requires Additional Services, and Optional Module with License. All Standard features are included
in this upgrade, however, the Customer may choose not to implement all standard features
immediately. Optional features, whether they require configuration or programming, must be
evaluated and quoted accordingly. No optional features are included within the scope of this
upgrade, though Customer may choose to implement these through the Change Order process.
Project Responsibilities
For a project of this nature and in order to ensure a successful enQuesta upgrade, it is necessary
for the Customer and S&S to work cohesively as a team. To achieve this goal and set the proper
expectations regarding roles and responsibilities, the Customer and S&S will each maintain a set of
general project duties. These general responsibilities include:
A. General Customer Responsibilities
I. Provide a dedicated Project Manager to serve as the primary Customer point-of-
contact for this project and represent the Customer on the necessary project planning
and implementation tasks and responsibilities.
II. Assistance with overall project oversight and management to include ensuring
availability of the Customer Functional Subject Matter Experts for input to and
participation during: requirements, specifications, test plans creation and test plan
execution activities and Go-Live.
III. Provide S&S with written process documentation and requirements for those business
procedures that have been modified since the version 3.0 enQuesta upgrade. Note
that changes in process not supported by enQuesta may result in changes in project
scope.
IV. Ensure that the legacy enQuesta data environment is clean prior to the data
conversion to enQuesta 3e. The Customer’s data cleansing activities must be
completed by the beginning of the first conversion test. Clean data entails completing
end of day enQuesta tasks, such as work order, hand held, cash and credit and
collection run sheets. Except for the billing run sheet, where S&S will provide specific
instructions on how and when to do a data cut so that we are able to do a billing
parallel data validation test, clean data generally entails that there are no open
batches in the system and that any daily/weekly/monthly and interface run sheets
have been completed if they have been started. Run sheets, save for billing, should
be complete by the beginning of each data cut and conversion. S&S will provide
specific instructions and documentation on how to prepare your existing environment
and how to execute a data cut for each data conversion.
V. Participate in data conversion/data validation thru the use of legacy enQuesta to
enQuesta 3e comparisons and reviewing reports.
VI. Sign off on project related documents and deliverables including: requirements;
specifications; and testing, including interfaces.
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VII. The Customer maintains primary responsibility for testing enQuesta functionality once
deployed to the Train/Test environment. This includes the testing of maintenance
releases during and after the upgrade.
VIII. Primary responsibility to create and execute a set of Test Cases that will ensure the
system is tested thoroughly by the Customer prior to Go-Live.
IX. Ensure that key personnel and users successfully complete end-user training offered
remotely and/or onsite. The Customer bears the responsibility for any and all travel
and living related expenses for customer personnel.
X. Ensure Customer resources have the technical understanding of not only the Reporting
Portal tool and functionality, but supporting languages as well (SQL).
XI. Responsible for the generation of all reports outside the scope of this Statement of
Work.
XII. Provide proper seating space and meeting room space for those times when S&S will
have an on-site project team. At a minimum, this should have comfortable desk space
for up to 6 people in one room to include accommodating the S&S’ employees laptop.
XIII. Provide meeting room space to serve as a Project Conference room, as necessary.
Meetings will typically range from 4 to 8 people.
XIV. Provide adequate hardware and software environments that will enable current
Production and Test/Train environments to be run successfully, per S&S
recommendations. S&S recommends 2GB of additional RAM be added to the existing
server to meet the requirements of the enQuesta 3e and Reporting Portal
requirements.
a. Special Note: During the upgrade project because the Customer will
continue to run the legacy enQuesta environment on the existing Production
box (i.e. no separate Train server exists), the Customer will not have access
to a legacy enQuesta Train environment. This will eliminate the ability to
perform legacy enQuesta Train refreshes as it runs the risk of overlaying
enQuesta 3e Test data (should the enQuesta 3e environment be installed on
a standalone or brand new server, this will not be an issue). Additionally,
this may require S&S to make emergency fixes directly to the Customer’s
legacy enQuesta Production system as there will not be an enQuesta 3e
Train/Test environment. The Customer should plan to restrict enQuesta 3e
production programming modifications due to the limited ability that will
exist to test the changes as well as the need for S&S to freeze code for the
purposes of the enQuesta upgrade.
XV. Provide adequate hardware (server and disk) and software environments that will
enable S&S to execute final legacy enQuesta to enQuesta 3e data conversions, per
S&S recommendations.
XVI. The Customer will provide connectivity to the enQuesta server and to the Reporting
Portal Server allowing S&S to provide secure, authorized remote support by utilizing
one of the following methods:
a. Cisco 3002 VPN Hardware client residing on the Customer's network
b. Cisco ASA5505 Security Device residing on the Customer's network
c. Site to site connection compatible with S&S's CISCO 3005 VPN Concentrator
Our preferred network connection is at least 1.5Mbps with all servers put into a DMZ.
Given the number and diversity of customers requiring support from S&S, each with
varying networking infrastructures, support of software-based VPN clients is not a
viable option for this project. If the Customer does not currently have one of these
hardware solutions in place, they will assist S&S’ Network & Security Personnel with
the implementation and testing of one.
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x For the duration of the project the client must provide open access to the
ReportNet reporting environment so that S&S does not need to request access to
the server each time work needs to be performed.
XVII. PostScript Printer requirement: enQuesta generated Work Orders, Letters and
Documents will continue to be printed on PostScript-enabled printers. The Customer
will provide a Hewlett-Packard or IBM printer(s) with PostScript Level 2 capability to
support enQuesta service order printing. In the event the Customer provides printers
made by other manufacturers, S&S will provide support for enQuesta printing related
issues on a “best effort” basis only.
XVIII. Production enQuesta reports may be printed to non-PostScript printers.
Note: This does not impact enQuesta canned reports or Cognos reports.
Pin-feed or dot-matrix printers are not supported within enQuesta. Laser printers with
network connectivity are required.
XIX. Cash Receipts printers must be capable of being accessed via a Network IP address.
Serially attached Cash Receipt printers are not supported.
XX. Adherence to all 3rd Party Software maintenance requirements, for the Customer’s
enQuesta and Reporting Portal environments including:
a. Micro Focus Server Express 4.0 SP2.
b. IBM AIX operating system level 5.3 (or greater). Both the Customer’s
Training Environment and Production Environment, if on separate servers,
will require this operating system.
c. Cognos ReportNet.
d. Oracle 10g Release 2 Enterprise Edition including Tuning & Diagnostic
Packs.
e. enQuesta Oracle Communications software and Thin-Client software.
f. Microsoft Word –enQuesta Work Order, Letter and Document Templates will
continue to require Microsoft Word.
g. enQuesta certified version of Apache Tomcat.
h. enQuesta certified version of Java JDK v1.4.
i. Cognos ReportNet – The enQuesta Reporting Portal requires Cognos
ReportNet 1.1.
j. Microsoft Windows - Cognos ReportNet requires Windows Server 2003 R2 or
greater to accommodate the enQuesta Reporting Portal.
XXI. Adherence to enQuesta Client PC Hardware & Software requirements, including:
a. Client PC’s, which will be running enQuesta, should have an operating
system of Windows 2000, Windows XP or Windows Vista.
b. Client PC’s, which will be running enQuesta, should be of at least a Pentium
III 1.2Ghz CPU class with 512MB of memory and have available 50MB of
disk space.
c. Client PC’s, which will be running enQuesta, should have Internet Explorer
6.0 SP1 installed. Screen resolution should be at least 1024 x 768 and
Small Fonts should be enabled.
d. Client PC’s, which will be running enQuesta and need to take advantage of
enQuesta’s ability to export Excel type information, will need to have
Microsoft Excel installed.
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e. Network speed for Client PC’s running enQuesta should be capable of a
minimum of 100 Mbps to the desktop and have a valid TCP/IP network
connection.
f. Ethernet network should not exceed more than 25% peak utilization in LAN
segments that will have enQuesta users. enQuesta performance may
degrade due to insufficient network infrastructure, including to remote sites.
Fiber, or equivalent, to remote sites is highly recommended.
XXII. Provide the minimum enQuesta Reporting Portal workstation and server hardware
requirements:
A complete list of supported software and hardware environments are available on
the Cognos support Web site:
http://support.cognos.com/en/support/products/environments.html.
I. For the Client/User side, Windows based workstations.
a. RAM
• 128 MB minimum
• 256 MB recommended
II. For Server side, a Windows based server.
a. RAM
• 2 GB per CPU minimum
• 4 GB per CPU recommended
b. Processor
• Dual CPU – 1 GHz or better
c. Disk Space
• 650 MB for default installation
• 585 MB for minimal installation
• At least 300 MB of temporary disk space used during
installation
XXIII. Responsibility for the technical support of Microsoft’s Internet Explorer Version 6.0 SP1
and above.
XXIV. Oversight and scheduling of Customer resources and the Customer’s third party
vendors.
XXV. Adherence to the Systems & Software Support Program Guidelines.
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B. General S&S Responsibilities
I. Overall Project Management and adherence with the Project Communication Plan, as
well as providing and updating the Project Plan and monthly Status Reports to ensure
the successful on-time delivery and implementation of enQuesta.
II. Delivery of enQuesta end-user training for the Customer end users. S&S will provide
onsite training as described in this Statement of Work. All other training is expected
to be delivered remotely.
III. S&S maintains primary responsibility for testing enQuesta prior to deployment to the
Customer Train/Test environment where the Customer, as described under General
Customer Responsibilities, assumes testing responsibility.
IV. Project Management, Data Conversion, Implementation, Documentation, Go-Live and
Support Services to be provided remotely, during normal business hours, unless
otherwise specified in this statement of work. Specific details of each activity are
more thoroughly described below under “Description – High Level Project Activities”.
V. All RDMBS configuration, administration and future maintenance will be the sole
responsibility of S&S. The Customer will only be responsible for the starting and
stopping of the enQuesta application, and facilitating the provided enQuesta backup
processes. In order to provide this level of support it is required that S&S be given full
and unfettered Operating System level, and RDMBS level administrative access.
VI. At no time shall S&S become involved with the oversight or scheduling of Customer
resources or the Customer’s third party vendors. Changes to the project timeline or
the project plan due to the Customer and/or the Customer’s third party vendors may
result in a change of scope and be subject to Change Order.
VII. Adherence to the Systems & Software Support Program Guidelines.
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Description – High Level Project Activities
The following describes the high level project activities, services and scope of the Customer
enQuesta upgrade.
A. Project Management – S&S’ project management methodology incorporates a structured
project implementation process that defines the required steps to successfully and
efficiently implement enQuesta. S&S’ project management methodology ensures that a
standard progression of research, information exchange, and actions for the joint Customer
and S&S team is executed over the course of the project. Together, the Customer’s and
S&S’ Project Team represent the project implementation team. S&S’ Project Manager and
the Customer’s Project Manager will work closely to ensure that project dates and activities
are reasonable, that the necessary resources from each side are scheduled and that internal
communication, within the respective organizations, is clear.
For S&S tasks, the S&S Project Manager is responsible for the overall execution of the
formal project plan and for adhering to the Communication plan. The Communication plan
details the frequency of joint Project Team meetings and status reports as well as specifies
the Change Management and Issue Resolution processes. The project plan and
Communication plan serve as the roadmaps which outline the required steps to successfully
and efficiently implement enQuesta and communicate effectively throughout the project.
For the Customer’s upgrade, S&S anticipates a project duration of 3 months (following
Contract Signing, the time of Project Initiation, to production enQuesta use) with a Project
Manager allocated at 25% effort for the duration of the project.
B. Data Conversion – The data conversion process consists of a set of activities grouped into
three primary segments:
x Data Conversion Assessment – Inventory & Analysis
x Data Conversion Mapping Design, Conversion Planning and Unit Testing
x Data Conversion System Testing, Production Execution and Validation
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The Assessment segment entails identifying new and modified tables and data attributes
between the Customer’s legacy enQuesta environment and enQuesta 3e. Data mapping
and verification, as well as the preparation and testing of conversion routines are
accomplished during the Design and Conversion Planning segment. During the Testing and
Execution phase, data is moved from the legacy enQuesta to the enQuesta 3e Training
environment. The conversion process is executed in two parts: Pre Go-Live and Go-Live.
Pre Go-Live activities provide for an environment that enables Testing, including Parallel
Billing, and Training. Go-Live activities involve drawing the legacy enQuesta production
environment down and performing the final data conversions required to port that
information over to enQuesta 3e.
S&S will migrate existing enQuesta data to enQuesta 3e in an as is state. No plan or effort
has been scoped or included for special requests to parse, transform or provide Customer
specific data conversion services. No plan or effort has been scoped or included to
physically archive any current enQuesta data. S&S has planned to convert all existing
history currently on the Customer’s production enQuesta system.
S&S plans to convert all years of data and history, with no archiving or purging. S&S has
included one Pre Go-Live Conversion. The Pre Go-Live Conversion includes the initial
conversion to load the enQuesta 3e Test/Train environment. One (1) Go-Live conversion is
included, for a total of two (2) conversions.
C. Implementation & Testing – The Implementation and Testing activities involve analyzing,
implementing and verifying the appropriate enQuesta system configuration in a Train/Test
environment preceding the deployment to Production. The activities encompass the
existing Customer business processes and those new or modified enQuesta business
procedures, agreed to in advance and as defined in this SOW, from the Customer’s legacy
enQuesta implementation. Additionally, the activities include migrating forward, in their
current state, the Customer’s existing interfaces. Refer to “Appendix - Attachment B –
Interface List”.
During this phase, enQuesta will be installed into a Train/Test environment on the Customer
server. This environment will serve as the environment in which Application Testing, Data
Conversion, Testing and end-user Training will be conducted. The Customer maintains
primary responsibility for testing enQuesta functionality once deployed to the Train/Test
environment. Test plans are to be fully executed prior to Go-Live.
S&S will conduct a review of the Customer’s current business processes via conference call
or WebEx. S&S will configure the enQuesta 3e environment and ready it for Customer
testing. Prior to handing over the system, S&S will conduct conversion balancing and
conduct a bill parallel.
D. Training & Documentation – A successful upgrade or implementation cannot be achieved
without the Customer’s experienced enQuesta users being trained on the capabilities of
enQuesta 3e. S&S has planned for one (1) week total Training and Documentation effort
for the enQuesta 3e upgrade. This effort includes training scheduling, documentation
delivery, and end user training activities. The planning and development activities will take
place remotely.
All Training and Documentation will focus on the functional and operational new features of
enQuesta. Participants in the end user training program shall be existing enQuesta 3.0
users, and shall not require process related instruction. Operational training is intended to
focus on the Administrator’s Portal new features.
Documentation: S&S will deliver, in electronic PDF form, the standard enQuesta 3e product
documentation and training materials.
x Standard User Guides - User guides are comprehensive, task oriented reference
manuals that explain the enQuesta modules, processes, tasks, and functions.
They provide an overview of what users can do with the application, identify the
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recommended best practices in enQuesta, describe and explain the various tasks
that utility personnel can perform in the application, and provide detailed
instructions for performing these tasks.
x Standard Training Materials - The training materials include scenario-based
instructions and hands-on lab exercises to reinforce the learning of all
instructional objectives. These materials are used in a classroom environment to
provide users hands-on experience, executing new business processes so they
become optimally trained users of enQuesta.
x Standard Process Assistance Guides - Systems & Software’s on-line library of
Standard Process Assistance Guides provide instructions for the best practice
execution of each standard process in enQuesta. This library of on-line
documentation is a form of quick reference for users who have already learned
about a task and need some assistance while performing the task. PDF versions
of the process guides will also be provided.
x Standard System Level Documentation – This documentation includes
instruction, conceptual descriptions of the system and reference information for
managing the physical aspects of enQuesta. Includes instruction for enQuesta
Configuration, role based user and user group management, security
management, backup and recovery and daily processes.
Training Plan and Scheduling: The S&S team will work with the Customer to develop the
training schedule.
End User Training: S&S’ proposed end user training program includes the following courses.
Curriculum will focus on the new features included in this upgrade, and will not include
process specific instruction. During end user training, S&S requires no more than 15 users
per class, with a maximum number of sessions for each course indicated below. End user
training will be conducted at the Customer’s facility.
Course # of Sessions
Inquiry & Navigation 4
Credit & Collections 1
Billing 1
Work Orders 4
Cash / Payment Processing 2
Meters 1
Administrator's Portal (admin
personnel only)
1
E. Reporting Portal Upgrade - The scope of this project will include an upgrade of enQuesta
Reporting Portal functionality. This upgrade is targeted for Go-Live in conjunction with the
planned enQuesta 3e upgrade. The specific enQuesta Reporting Portal upgrade scope
includes:
I. Upgrade of enQuesta Reporting Portal including ReportNet server configuration and
necessary software. The ReportNet metadata content stores will reside on the
enQuesta Production server. It is expected that only current client PC’s that access
enQuesta will be used to access the enQuesta Reporting Portal.
II. Upgrade of the enQuesta Reporting Portal Data Model to match the enQuesta 3e
applications. In addition S&S will help resolve issues with current Production reports
up to a total of 40 hours.
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F. Go-Live and Go-Live Support – S&S strives to make the actual cutover, or Go-Live, to be as
much of a non-event as possible. Strong project planning and execution should lead to the
cutover being as smooth, productive and as least disruptive as possible. S&S will execute
the cutover plan, which will include the final drawing down of the legacy enQuesta
environment, enQuesta 3e final data conversion, and the turning on of the configured
enQuesta 3e environment. S&S staff will provide support over the Go-Live weekend, as
well as during the initial business days after cutover, to aid in any issue resolution and to
offer mentoring and assistance. S&S has scoped two people for one week to support this
effort.
Upon completion of the cutover, when the customer is live on enQuesta, S&S will provide
production-critical, support services from S&S’ facility in Vermont for two weeks. The
objective is to achieve Systems Acceptance (described below). Outstanding issues and
remaining project deliverables are documented and prioritized. Periodic status reviews, via
phone or video conference, are held between the Customer and S&S project teams to
address outstanding project items.
G. System Acceptance - System Acceptance shall refer to the date on which a module or group
of interrelated modules of the software licensed herein is operating in a production
environment without Level 1 issues as defined below. If Customer fails to notify S&S of
such Level 1 issue within 30 days of Go-Live of the module or group of interrelated
modules, System Acceptance shall be deemed to have occurred.
o Level 1 (Showstopper): This is a severe problem that prohibits critical
processing from continuing and there is no reasonable work around. As an
example, bills will not print.
o Level 2 (High): There is a serious problem with the system but there is a work
around available that can be used on a temporary basis. As an example, work
order closing has an error but a temporary work around has been defined
where a CSR will manually look at each record after the closing.
o Level 3 (Medium): There is a problem with the system but a viable long-term
work around exists and no significant productivity impact to the customer
exists.
o Level 4 (Low): There is a cosmetic problem that does not impact operations in
any way. As an example, there is a misspelling on a report or form.
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Web Services
To facilitate certain business needs of the Customer, S&S hereby grants license to the Web
Services Engine software (“Web Services”). This software is provided subject to the terms and
conditions contained herein. This Web Services Supplement (the “Supplement”) shall be in effect
as long as the Customer has a valid Annual Software Maintenance & Support Contract with S&S
and, consequently, a valid license to use the Application Software.
The Customer may invoke the Web Services via an HTTP post. The Web Services invocation
request is formatted as a SOAP XML message, as is the response.
The Customer acknowledges that use of the S&S proprietary Web Services functionality is limited
to Customer internal use only as defined in this Agreement. Use of the Web Services functionality
by third parties and interfacing of the Web Services functionality to third party software products is
strictly prohibited without the prior written consent of S&S. In the event that S&S grants written
permission for third parties to access this functionality, said third party shall be required to enter
into a separate Web Services Supplement with S&S. Granting of additional Supplements to third
parties shall be at S&S’ sole discretion and additional fees may apply. It shall be the responsibility
of the Customer to ensure that all required written consents and additional Web Services
Supplements are obtained prior to access to the Web Services functionality by third parties.
The Customer acknowledges that throughout the term of this Supplement, S&S shall have the right
to audit the usage of the Web Services software to ensure that appropriate documentation has
been obtained by the Customer for all users of the Web Services software.
The Customer acknowledges that all work product created or derived through the use of the
functionality described herein is deemed Confidential Information and is for Customer internal use
only. The Customer shall not resell or provide any work product created by or derived from the
Web Services functionality to any party without the prior written consent of S&S.
The Customer acknowledges that S&S will not guarantee or warrant backwards compatibility with
existing systems as the Customer upgrades the Application Software. Additional rework may be
required to ensure proper usage of the Web Services software as the Customer upgrades the
Application Software.
The Customer acknowledges that S&S does not guarantee or warrant the security of the Web
Service software. The Customer is responsible for security of the network that Web Services
resides on.
The Customer acknowledges that the decision to develop, market and license the Web Services
functionality is done at S&S’ sole discretion. Additional fees may apply should S&S decide to make
available additional functionality as part of Web Services and should the Customer desire to license
this additional functionality.
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PROPOSED HIGH LEVEL SCHEDULE
Proposed High Level Activities and Timeframe
To meet the project objectives, the following approach to implementation and delivery will be used.
This planned three month timeline is subject to change as detailed project planning occurs. Please
note, this duration is typical and expected for an upgrade of this nature.
High Level Activity Timeframe
Contract Signing
Project Kickoff Month 1
Delivery of enQuesta Upgrade Project Plan Month 1
enQuesta Training Environment Populated with the Customer Data Month 2
End User Training Month 2
Go-Live to Production of enQuesta 3e Month 3
Transition to Support Month 4
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ASSUMPTIONS
Scope
As previously stated, the scope of the enQuesta upgrade is expected to migrate existing enQuesta
business process, functionality and interfaces to enQuesta 3e in an as-is state (see “Appendix -
Attachment B – List of Interfaces”). There are significant functional improvements made within
enQuesta, some of which the Customer may wish to implement. All new features categorized as
“Standard – Available for Use As-is” are included in scope, but the Customer may choose to
implement some of these at a later date. Additional business process improvements and/or
Optional features will be managed through the S&S Change Control process and evaluated for
potential impact to scope, dollars, and time.
The Customer and S&S agree the scope is:
x Port forward existing enQuesta CIS functionality and interfaces (See “Appendix –
Attachment B – List of Information”) to enQuesta 3e in an as-is state.
x Delivery and implementation of enQuesta business process improvements as a replacement
for existing enQuesta business processes that have not been retained (i.e., the manner in
which a business process may operate is handled in enQuesta 3e in another way).
x Where existing business procedures have been retained and may be completed within
enQuesta, and an alternative business process improvement has been introduced within
enQuesta 3e as an option, the expectation is that the Customer will continue to utilize the
legacy enQuesta process unless otherwise specified in the Statement of Work.
x S&S will port forward the existing TPHN IVR interface at go-live. S&S will also deploy the
new Web Services IVR software, during the enQuesta 3e upgrade, in AUD’s Train
environment. S&S will provide the standard API and related documentation. Any changes
or modifications to the standard API would be out of scope and subject to change control.
S&S will assist AUD in working with the IVR vendor of choice to develop a mutually defined
implementation approach. That approach may require a separate statement of work, as the
content is unknown at this time. S&S technical services will be subject to resource
availability and must be scheduled in advance.
Server Hardware
The Customer currently owns an IBM 9133-55A server with 4x1.65Ghz processors, 16GB of RAM
and 8x146GB SCSI Hard Drives. This existing server will require a 2GB upgrade to the RAM in
order to be sufficient for the upgrade to enQuesta 3e and the Reporting Portal.
This server with the additional RAM has been scoped to provide sufficient capacity to run the
Customer’s enQuesta Production and Training environment. However, should the Customer wish
to implement new enQuesta software modules, including WebConnect, the Customer and S&S will
need to mutually review these additional requirements.
As stated previously, during the enQuesta upgrade, the Customer will be required to provide both
production legacy enQuesta environments (current) and enQuesta 3e Train/Test environments.
Additional Hardware
As mentioned previously, the migration to enQuesta will require that the Customer utilize
PostScript capable printers to print enQuesta Work Orders, Letters and other documents.
Attachment number 3
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enQuesta does not support pin feed or dot matrix printers. All laser printers and Cash Receipt
printers must be network accessible via a TCP/IP address.
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Out of Scope
Currently, the following tasks, services and functionality are defined to be Out of Scope. S&S looks
forward to discussing whether and how these items may be included within the scope of the
enQuesta upgrade.
x Any New Features categorized as “Optional – Requires Additional Services” unless otherwise
specified in this Statement of Work.
x Any New Modules categorized as “Optional Module with License” unless otherwise specified
in this Statement of Work.
x Any training of new or inexperienced enQuesta end users. It is expected that all of the
Customer individuals that attend training will have prior enQuesta experience.
x Any Certified User or Trainer programs. S&S has both Certified User training and
Certification Trainer programs available. In the future, the Customer may wish to add
Certified training.
x Any upgrades to current production hardware unless explicitly stated within this Statement
of Work. S&S expects that the Customer’s current utilization of enQuesta (number of users,
level of work, business procedures) will be similar under enQuesta 3e. The Customer and
S&S will work together to assess system performance, if necessary and at the appropriate
time.
x enQuesta Mobile - The enQuesta Mobile module and implementation services is not included
in this proposal.
x Automated Meter Reading related analysis, process modifications or new software.
x Any 3rd party integration analysis unless explicitly stated within this Statement of Work.
x Any creation of a Query Server or dedicated Reporting Environment other than production
enQuesta.
x Any Business Continuity or Disaster Recovery oriented services or solution.
x Delivery of any other newly licensed enQuesta software modules beyond those specified in
this SOW.
x Any new or modified interfaces unless explicitly stated within this Statement of Work.
x Any changes to existing Bill Print formats unless otherwise specified in this Statement of
Work.
x Any changes in existing business processes unless otherwise specified in this Statement of
Work.
x Any Services required to design, create or convert the Customer’s existing Cognos
Impromptu reports above and beyond those described within this SOW.
x Any services to design or create new reports.
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MAINTENANCE RELEASES
In order to ensure that the enQuesta system is kept up-to-date with enhancements and bug fixes,
Customers are strongly encouraged to install the then-current Maintenance Release made available
by S&S at least once per quarter. If a Maintenance Release has been made generally available by
S&S that addresses a particular issue and a Customer subsequently contacts the S&S Help Desk
regarding this issue but has not installed the applicable Maintenance Release, Customer will be
required to install the Maintenance Release prior to assistance by S&S. If a Customer declines to
install said Maintenance Release to remedy the issue, S&S reserves the right to charge the
Customer on a time and material basis at then-current rates for effort incurred to resolve the
issue.
Customer may need to install previously released Maintenance Releases prior to installing the
then-current Maintenance Release in order to bring the Customer’s environment to the most
current level.
Maintenance Releases must be installed in their entirety. The Customer does not reserve the right
to select which fixes/enhancements they wish to install.
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PROJECT COMMUNICATION
Project Communication Plan
To properly set and manage expectations and to meet the project objectives, good
communications are essential. To that end, the following documents the project communications
and reporting structure and the methods that will be used to ensure timely dialogue between the
Customer and S&S.
Project Communication Matrix
The Project Communication Matrix summarizes the types, participants and frequency of
communication that will occur during the project. The Project Communication Matrix is a
component of the overall Project Communication Plan. The other components of the Project
Communication Plan include the Change Order process and Issue Escalation process. These
additional components will be described and resolved with the Customer team during the project
kickoff. See Attachment A – Project Communication Matrix.
Change Control Process
As the enQuesta project moves forward, the need for the Customer and S&S to discuss possible
changes or modifications to the agreed upon scope of work will arise. To clearly communicate,
successfully set expectations and keep the project on track, the Customer and S&S agree to work
together to manage this Change Control process. Either the Customer or S&S Project Manager
may initiate Change Control requests. For the Customer, the Customer Project Manager will fill out
the Change Request Form and deliver it to the S&S Project Manager. The S&S Project Manager, as
S&S’ single point of contact, will log the request and begin the process of analyzing and scoping
the implementation requirements, business impact, resource effort and potential impact to the
project. The S&S Project Manager will return the Change Request Form to the Customer Project
Manager detailing the Dollar Cost impact (positive or negative) and Project Schedule impact
(positive or negative). The Customer Project Manager will review the completed Change Request
with the Customer Team and inform S&S of the decision to Accept or Reject the Change. In the
event of Acceptance, the Customer Project Manager will sign the Change Request Form and return
it to the S&S Project Manager.
Issue Escalation Process
As with all projects, issues may arise that cannot be clearly resolved between the Customer and
S&S Project Managers. Additionally, certain issues require resolution determined at the highest
executive levels of decision-making. To provide for and manage these situations, the Issue
Escalation process will be instituted. For both the Customer and S&S, the individuals authorized to
initiate the escalation of an issue are each organizations’ Project Managers.
Issues that require escalation in order to determine a resolution typically fall into one of two
categories:
1) Issues owned by one organization (the Customer or S&S) that may / must be
escalated through the chain of command and resolved internally within the
owning organization. Typical examples would be business process decisions
requiring Upper Management approval, such as the decision to streamline how
fees are calculated for New Services / Permits.
2) Issues jointly owned that must be escalated through each organization’s chain
of command. Ultimately, a joint Steering Committee with executive
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representation from both the Customer and S&S, will meet (frequency
determined by the Project Communication Plan) and work to mutually settle
issues and communicate the resolution back to the Project Team. Typical
examples of these types of issues include those where mutual, consensus
agreement must be reached. For example, post-contract signing project scope
additions that will have resource requirement needs and possibly impact
Milestone dates of the overall project.
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APPENDIX - ATTACHMENT A – PROJECT COMMUNICATIONS MATRIX
Audience Communication Frequency What to Communicate Format of Communication
Weekly
Bi-
weekly Monthly
Ad
hoc Goals
Progress
/ Status Risks Issues Decisions Written
(fax/email) Verbal
One
to
One Group
Ad
hoc
Executive Sponsors X X X X X X X
Customer Management
Team X X X X X X X X X
Project Management
Team X X X X X X X X X X X X X
Project Core Team X X X X X X X X X X
Extended Project Team
(3rd Parties) X X X X X X
Customer CSR’s X X X X X X X
Community X X X X X
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APPENDIX - ATTACHMENT B – INTERFACE LIST
S&S will port forward the following interfaces in their as-is state as described below:
Interface Scope
ACH Port forward existing ACH interface
Lockbox Port forward existing Lockbox interface
Bill Print Port forward existing Bill Print interface
Collection Agency Port forward existing Collection Agency interface
Meter Reading Port forward existing Meter Reading functionality
Hand Held Port forward existing HH Upload and Download interfaces
G/L Port forward existing G/L interface
IVR Port forward existing IVR interface
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Augusta Utilities Department
Augusta, GA
enQuesta™ 3e WebConnect & PayConnect
Statement of Work
November 8, 2007
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Document Control
Distribution
Copy
No.
Name Location
1 S&S
2 Augusta Utilities Department
3
4
5
6
7
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Table of Contents
INTRODUCTION ...................................................................................................................4
Background.................................................................................................................4
Objectives ...................................................................................................................4
RESPONSIBILITES...............................................................................................................5
Project Responsibilities...............................................................................................5
Description – High Level Project Activities..................................................................8
Web Services License...............................................................................................10
PROPOSED HIGH LEVEL SCHEDULE...............................................................................11
Proposed High Level Activities and Timeframe ........................................................11
IMPLEMENTATION SCOPE ................................................................................................12
SCOPE CLARIFICATIONS AND ASSUMPTIONS...............................................................17
Out of Scope .............................................................................................................17
MAINTENANCE RELEASES................................................................................................18
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INTRODUCTION
Background
Augusta Utilities Department (AUD) and Systems & Software, Inc. (S&S) have agreed to engage in
the implementation of enQuesta™ 3e WebConnect (WebConnect) and the implementation of
enQuesta 3e PayConnect (PayConnect). WebConnect provides AUD’s customers web-based Internet
access to specific enQuesta functionality. PayConnect uses personalized electronic transactions via
Web, IVR and CSR channels to process payment transactions.
Objectives
x Enable AUD customers to experience benefits of Customer Self-Service.
x Enable AUD customers to have real-time access to the most common types of business
functions a customer would wish to complete: inquiring on account balance & status, viewing
consumption or billing history, or requesting a payment extension.
x Provide a secure environment to collect payments through the Web, IVR and CSR channels.
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RESPONSIBILITES
Project Responsibilities
For a project of this nature and in order to ensure a successful implementation of WebConnect and
PayConnect, it is necessary for AUD and S&S to work cohesively as a team. To achieve this goal
and set the proper expectations regarding roles and responsibilities, AUD and S&S will each
maintain a set of general project duties. These general responsibilities include:
A. AUD - General Responsibilities
I. Provide a dedicated AUD Project Manager to serve as the primary AUD point-of-
contact for this project and represent AUD on the necessary project planning and
implementation tasks and responsibilities.
II. Assistance with overall project oversight and management to include ensuring
availability of AUD’s Functional Subject Matter Experts for input to and participation
during: requirements, specifications, test plans creation and test plan execution
activities.
III. Sign off on project related documents and deliverables including: requirements;
specifications; test plans developed and executed covering business critical functional
areas, including interfaces.
IV. AUD will have primary responsibility for testing functionality once deployed to the
Train/Test environment, with guidance provided by S&S.
V. AUD will have primary responsibility to create and execute a set of Test Cases that
will ensure the system is tested thoroughly by AUD prior to go-live. S&S will provide
a test case template, 2-3 sample test cases, a list of recommended processes and a
testing dashboard template to keep track of pass/fail issues and related
communication.
VI. Ensure that key personnel successfully complete WebConnect and PayConnect training
offered as outlined in this Statement of Work.
VII. Provide proper seating space and meeting room space for those times when S&S will
have an on-site project team. At a minimum, this should have comfortable desk
space for up to 6 people in one room to include accommodating the S&S’ employee’s
laptop.
VIII. Provide proper meeting room space to serve as a Project Conference room, as
necessary. Meetings will typically range from 4 to 8 people.
IX. Provide proper and adequate hardware and software environments that will enable
current enQuesta Production and enQuesta Train/Test environments to be run
successfully for the purposes of initially testing WebConnect and PayConnect and then
completing the Production go-live.
X. Provide proper and adequate hardware and software environments that will enable
WebConnect to be run successfully, per S&S recommendations.
a. S&S has included hardware recommendations regarding the required server
specifications in the Pricing and Payment Schedule document, including CPU,
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Operating System, Memory, and Disk Space. RMUD will ensure that the
server hardware will adhere to these minimum requirements.
1. Since AUD has chosen to purchase the recommended hardware from a
vendor other than S&S, S&S must certify the hardware to ensure that it
aligns with the recommended specifications.
2. The WebConnect Server must be in place and configured within 45 days
after contract signing or as specified by the project plan.
XI. WebConnect will be deployed on dedicated hardware behind Firewall within a
Demilitarized Zone (DMZ) at the customer site. The firewall should provide access to
standard HTTP/HTTPS ports from Internet and allow transfer traffic between
WebConnect and enQuesta as well between WebConnect and the Payment Provider.
XII. Adherence to all enQuesta 3rd Party Software maintenance requirements, for both of
AUD’s enQuesta environments (Production and Train) including:
a. In order to support a customer facing web application such as WebConnect,
Oracle 10g must be licensed per processor, not by named user.
XIII. Adherence to enQuesta Client PC Hardware and Software requirements and the
following WebConnect Client PC Hardware & Software requirements, including:
a. Personal computers, which will be accessing WebConnect, should have
Internet Explorer 6.0 SP1 or above installed. Screen resolution should be at
least 1024 x 768.
b. Personal computers, which will be accessing WebConnect and wish to take
advantage of WebConnect’s ability to export Excel type information, will need
to have Microsoft Excel or an Excel viewer installed.
XIV. Responsibility for the WebConnect end-user technical support of Internet Explorer.
XV. Responsible for leading the Simulation activities, as further described in this Statement
of Work.
XVI. Management and scheduling of AUD resources and AUD’s third party vendors.
XVII. Adherence to the Systems & Software Support Program Guidelines.
B. S&S - General Responsibilities
I. Overall Project Management and adherence with the Project Communications Plan,
including the providing and updating of Project Plans and monthly Status Reports, to
ensure the successful, on-time delivery and implementation of WebConnect and
PayConnect.
II. Delivery of WebConnect and PayConnect training for AUD’s core-team and key
personnel. S&S will provide training as described in this Statement of Work.
III. S&S maintains primary responsibility for testing the initial deployment of WebConnect
and PayConnect to AUD’s Train/Test environment. This testing includes all integration
testing to any third-party systems and the enQuesta CIS system.
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IV. Project Management, Implementation, Documentation, Go-Live and Support Services to
be provided remotely, during normal business hours, unless otherwise specified in this
Statement of Work. Specific details of each activity are more thoroughly described
below under “Description – High Level Project Activities”.
V. Perform technical certification of WebConnect server if procured directly by AUD.
VI. Ensure secure communication between WebConnect, PayConnect and enQuesta.
VII. At no point shall S&S become involved with the oversight or scheduling of AUD
resources or AUD third party vendors, unless explicitly stated otherwise in this
Statement of Work. In the event that the project is delayed or deviates from the
project plan due to the scheduling of AUD resources or AUD third party vendors, the
scope of the project may change and be subject to Change Order.
VIII. Adherence to the Systems & Software Support Program Guidelines.
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Description – High Level Project Activities
The following describes the high level project activities, services and scope of AUD’s WebConnect
and PayConnect project:
A. Project Management – S&S’ Project Manager and AUD’s Project Manager will work together to
ensure that project dates and activities are reasonable, that the necessary resources from
each side are scheduled and that internal communication, within the respective
organizations, is clear.
For S&S tasks, the S&S Project Manager is responsible for the overall execution of the formal
project plan and for adhering to the communication plan. The communications plan details
the frequency of joint Core Team meetings and status reports as well as specifies the Change
Management and Issue Resolution processes. The project plan and communications plan
serve as the roadmaps which outline the required steps to successfully and efficiently
implement WebConnect and PayConnect and communicate effectively throughout the project.
B. Implementation & Testing – The Implementation and Testing activities involve implementing
and verifying the appropriate WebConnect and PayConnect system configuration in a
Train/Test environment preceding the deployment to Production.
During this phase, WebConnect and PayConnect will be deployed, interfaced to the Train/Test
environment on the AUD’s server. This environment will serve as the environment in which
Application Testing, and end-user Training are conducted. When, per the project plan dates,
WebConnect and PayConnect are operating properly, the next steps towards Simulation and
then production Go-Live will commence. Configuration will be provided for ten (10)
WebConnect ports.
AUD maintains primary responsibility for testing WebConnect and PayConnect functionality
once deployed to the Train/Test environment, with guidance provided by S&S.
C. Training – AUD’s System Administrator will participate in S&S’ remote WebConnect
Application and System Administration training program, for a total duration of two (2)
hours. Application training will include the navigation and use of WebConnect from the AUD’s
customer perspective, as well as the Inquiry & Navigation Portal characteristics of a customer
using WebConnect. System Administration Training will include the interaction between
enQuesta and the WebConnect environment, as well as high-level troubleshooting
techniques.
AUD’s System Administrator will participate in S&S’ PayConnect Application training program,
in addition to other key Customer Service personnel. The training is typically delivered via
WebEx sessions with the total duration dependent on the package/features selected. Onsite
training, although not required, is available at an additional cost. Application training will
include the navigation and use of PayConnect, configuration, administrative reporting and
basic troubleshooting techniques.
D. Simulation - An additional level of testing will be introduced for the WebConnect and
PayConnect implementation. The objective is to further reduce project risk and ensure that
the actual Go-Live is as seamless and problem free as possible. In order to achieve this,
AUD will initiate Simulation to take place prior to the actual Go-Live. The Simulation will
simulate the actual Go-Live by using AUD employees to simulate the activities of AUD
customers, providing a ‘dry-run’ of the Go-Live. AUD will bear the majority of responsibility
for Simulation and will lead, project manage and execute on the majority of testing related
activities. S&S will participate by aiding in the Project Management and responding to and
resolving issues. S&S will support simulation activity, remotely, from Vermont.
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E. Go-Live and Go-Live Support – S&S strives to make the actual cutover, or Go-Live, to be as
much of a “non-event” as possible. Strong project planning and execution should lead to the
Go-Live being as smooth, productive and least disruptive as possible. S&S will execute the
Go-Live plan, which will include the “turning on” of the configured WebConnect and
PayConnect environments. S&S staff may be on-site over the Go-Live weekend, as well as
during the initial business days after Go-Live, to aid in any issue resolution and to offer
mentoring and assistance.
Upon completion of the Go-Live, when the customer is live on WebConnect and PayConnect
in their production environment, S&S will provide production-critical, support services from
S&S’ facility in Vermont. Outstanding issues and remaining project deliverables are
documented and prioritized. Periodic status reviews, via phone or video conference, are held
between AUD and S&S project teams to address outstanding project items.
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Web Services License
To facilitate certain business needs of AUD, S&S hereby grants license to the WebConnect and
PayConnect Web Services API software (“Web Services”). This software is provided subject to the
terms and conditions contained herein. This Web Services Supplement (the “Supplement”) shall be
in effect as long as AUD has a valid Annual Software Maintenance & Support Contract with S&S and,
consequently, a valid license to use the Application Software.
AUD may invoke the Web Services via an HTTP post. The Web Services invocation request is
formatted as a SOAP XML message, as is the response.
AUD acknowledges that use of the S&S proprietary Web Services functionality is limited to AUD
internal use only as defined in this Agreement. Use of the Web Services functionality by third parties
and interfacing of the Web Services functionality to third party software products is strictly
prohibited without the prior written consent of S&S. In the event that S&S grants written permission
for third parties to access this functionality, said third party shall be required to enter into a
separate Web Services Supplement with S&S. Granting of additional Supplements to third parties
shall be at S&S’ sole discretion and additional fees may apply. It shall be the responsibility of AUD to
ensure that all required written consents and additional Web Services Supplements are obtained
prior to access to the Web Services functionality by third parties.
AUD acknowledges that throughout the term of this Supplement, S&S shall have the right to audit
the usage of the Web Services software to ensure that appropriate documentation has been
obtained by AUD for all users of the Web Services software.
AUD acknowledges that all work product created or derived through the use of the functionality
described herein is deemed Confidential Information and is for AUD internal use only. AUD shall not
resell or provide any work product created by or derived from the Web Services functionality to any
party without the prior written consent of S&S.
AUD acknowledges that S&S will not guarantee or warrant backwards compatibility with existing
systems as AUD upgrades the Application Software. Additional rework may be required to ensure
proper usage of the Web Services software as AUD upgrades the Application Software.
AUD acknowledges that S&S does not guarantee or warrant the security of the Web Service
software. AUD is responsible for security of the network that Web Services resides on.
AUD acknowledges that the decision to develop, market and license the Web Services functionality is
done at S&S’ sole discretion. Additional fees may apply should S&S decide to make available
additional functionality as part of Web Services and should AUD desire to license this additional
functionality.
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PROPOSED HIGH LEVEL SCHEDULE
Proposed High Level Activities and Timeframe
To meet the project objectives, the following approach to implementation and delivery has been
discussed and is recommended.
High Level Activity Timeframe
Contract Signing Month 0
Project Kickoff
WebConnect/PayConnect environment available
AUD – Testing of Functional Deliverables
Go-Live of WebConnect & PayConnect (post enQuesta 3e Go-Live) TBD
This proposed timeline is a preliminary estimate and is subject to change as detailed project
planning occurs throughout the course of the project.
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IMPLEMENTATION SCOPE
The scope of this project will include an implementation of WebConnect and PayConnect. The
specific WebConnect and PayConnect scope includes:
WebConnect Functionality
Functionality Description
Standard Access Limited access that does not require user ID or password. Provides
limited content and functionality including: Consumption History,
Billing History, Payment History, FAQ, Terms and Conditions and
Account Summary information. There will be two types of standard
access: premise- and account-based. Utilities can have either type of
access, or both, configured. Premise-based access requires address
to retrieve information while Account number-based access requires
enQuesta account number to retrieve information.
Premium Access -
Customer Setup of
Web Account
Over Web, Customer may use combination of Account Number and
Last 4 digits of SSN to initially setup a new WebConnect account. An
alternative will be Account Number and Home Telephone Number.
Customers who do not know their SSN will call AUD during business
hours and speak with a CSR to establish access. AUD assumes
responsibility for ensuring proper authorized individuals are “set up”.
AUD will provide the last 4 digits of the SSN for gaining access to
setup a WebConnect account. Customer will proceed to account setup
to then establish the new account.
Customer may select unique Userid – Alphanumeric with a minimum
length of 6 characters and maximum length of 60 characters
Customer may select password – Alphanumeric, case-sensitive with a
minimum length of 6 characters and maximum length of 12 characters
Customer will be required to provide valid email address. This email
address will required to complete the online setup process
Customer will be required to select and answer 1 “secret question”
with the answer being used to authenticate identity should the user
forget their ID or Password. When the correct answer is given to the
“secret question”, a temporary password for that WebConnect account
will be emailed to user’s email address on file. When user enters
Userid and temporary password, they will be prompted to enter a
new, permanent password.
Account Summary Customers will be able to view such information as account owner,
current balance, current & past due amounts and last payment date
Billing History Customers will be able to view a tabular list of the detail of previous
Bills including such information as Bill date, Consumption and Bill
Amount including Past Due Charges. The number of months of billing
history available is configurable by the utility.
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Billing History will be able to be exported out to Excel with the single
click of an icon.
Consumption History Customers will be able to view a tabular list of the detail of the last 12
Readings including such information as Reading Date, Prior Reading,
Current Reading and Total Consumption. Customer will have the
option of viewing Consumption History in either tabular form or in a
graphical bar format.
Consumption History will be able to be exported out to Excel with the
single click of an icon.
Bill Presentment
Customers will be able to view a bill image. This will be the same bill
image format as is available through enQuesta. No actual integration
to an imaging system is required or planned for.
Electronic Bill
Notification
Customers can choose to receive an e-mail notification that their bill is
ready to be viewed on-line. The email will contain a link that will the
customer to WebConnect where they can log in and then view and pay
the bill.
Change Password Standard change password screen.
Frequently Asked
Questions (FAQ)
8 standard, pre-defined frequently asked questions. AUD may
configure as many additional frequently asked questions as they
require. Any configuration of frequently asked questions above and
beyond the standard 8 provided by S&S is outside the scope of this
project.
User Administration The WebConnect enrolled user will be able to change settings on
his/her WebConnect account such as change password, change email
address and add/remove enQuesta accounts.
The enQuesta operator will be able to manage WebConnect user
accounts, reset a WebConnect enrolled user’s password and create a
WebConnect account for a customer.
Configuration Toolset Utility website administrators will be able to control some of the
content of the WebConnect portion of their website, such as the
number of months of history is displayed and the number of viewable
bill images. They will also have the ability to manage the content of
selected areas of Account Information and Service Request screens:
e.g., add a message at the bottom of Billing History, or perhaps a link
to pay your bill.
Override Internet
Explorer Local Auto-
fill Settings
A WebConnect administrator at the utility will have the option for
WebConnect to override the local Internet Explorer auto-fill settings
such that Login Name and Password fields will not auto-fill even if the
local Internet Explorer settings are set to auto-fill. This will be
handled at the server level.
Utility Uploaded
Forms
A WebConnect administrator at the utility can upload selected forms in
any binary format.
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WebConnect Usage
and Administrative
Reporting
The ability to understand what percentage of your enQuesta accounts
use WebConnect and what volume of your service orders are
generated through WebConnect will be available and the number of
new WebConnect accounts.
Payment History Customers will be able to view every payment transaction made for
each enQuesta account being managed by the WebConnect enrolled
user.
Payment History will be able to be exported out to Excel with the
single click of an icon.
Service Requests
(Work Management)
The WebConnect enrolled user will be able to initiate any of the
service requests enabled by the utility for WebConnect. Some service
requests may require the enrolled user to enter additional information.
The following service requests may be enabled by the utility for
WebConnect:
x Change of mailing address and phone number
x Transfer of Service (not available in real-time)
x Disconnect Service (not available in real-time)
x Promise to Pay
x Electronic Bill Delivery Signup
x Recurring ACH Payment Signup
x Report Outage
x Generic Question/Message
Note: Not all service requests are processed in real time. Some are
processed with CSR intervention. Real-time service requests will
automatically update enQuesta after the Enrolled User initiates the
request. The Enrolled User will get an e-mail from the utility upon
completion of the request. Real-time with utility-approval service
requests function similarly to Real-time requests, but require the
approval of the utility before completing the request. Approval is done
by authorized utility personnel, through a single-click interface in
enQuesta; there is no need to manually open an enQuesta Work
Order. The Enrolled User will get an e-mail from the utility upon
submission and completion of the request.
Service Request
History
Customers will be able to view service order requests for each
enQuesta account being managed by the WebConnect enrolled user.
The utility has two options for the service order history that is
available to their customers via WebConnect:
x View all WebConnect-initiated Service Requests
x View selected enQuesta-initiated Work Orders (which Work
Orders to be viewed can be configurable by utility)
Attachment number 4
Page 14 of 18
Item # 46
Augusta Utilities Department - enQuesta 3e WebConnect & PayConnect Statement of Work
11/08/07 Proprietary and Confidential to Systems & Software, Inc. Page: 15
PayConnect Functionality
Functionality Description
One-Time, Electronic
Payment Processing
Customer initiated one-time payments via WebConnect or through IVR
integration (also available directly through 800 #). Call Center
initiated one-time payments directly from enQuesta.
Payment channels include Web, IVR and Call Center.
Immediate update of customer’s account balance via credit card, debit
card or checking account.
Real-time validation of account information and payment authorization
and capture. Consolidation with enrolled payment remittance data for
daily posting and settlement within enQuesta A/R.
Capture of e-mail address and customer name for internal reporting
and tracking of the transactions.
Supports both enrolled and non-enrolled payment profiles.
Credit cards supported include Visa and MasterCard as well as Debit,
Pinless Debit and ACH.
Recurring, Pre-
Authorized Payment
Processing
Customer initiated recurring payments based on multiple parameters
via WebConnect. Call Center CSR-assisted enrollment for Recurring
payments also available.
Payment channels include Web and Call Center.
Immediate update of customer’s account balance via credit card, debit
card or checking account.
Real-time validation of account information and payment authorization
and capture. Consolidation with one-time payment remittance data
for daily posting and settlement within enQuesta A/R.
Capture of e-mail address and customer name for internal reporting,
messaging and tracking of the transactions.
Requires enrolled payment profile.
Credit cards supported include Visa and MasterCard as well as Debit,
Pinless Debit and ACH.
PayConnect Reporting
Daily generation of reports, sourced via a web browser, can be
downloaded in multiple formats. Reports include specifics on the
payors (account number and name) and payment specifics (amount of
payment and date of payment clearing).
Audit – The Audit Report provides reporting, monitoring and analysis
of data management components (data receipt, release, storage,
archival, communication) and user community activity information.
Attachment number 4
Page 15 of 18
Item # 46
Augusta Utilities Department - enQuesta 3e WebConnect & PayConnect Statement of Work
11/08/07 Proprietary and Confidential to Systems & Software, Inc. Page: 16
Customer – The Customer Report provides tracking and reporting of
the activity of the Customer Community with a high level of
granularity.
Payment - The Payment tracking and reporting tools allows for a
series of reports and usage activity analysis details associated with the
customer community’s payment account management and scheduling
activities.
Payment Manager - Allows authorized personnel to access payment
transactional and analytical data that is sourced from a pre-configured
online reporting tool with multiple search and retrieval criteria. This
timely payment information can be utilized to support online inquires
and to resolve customer care issues.
Attachment number 4
Page 16 of 18
Item # 46
Augusta Utilities Department - enQuesta 3e WebConnect & PayConnect Statement of Work
11/08/07 Proprietary and Confidential to Systems & Software, Inc. Page: 17
SCOPE CLARIFICATIONS AND ASSUMPTIONS
Out of Scope
The following items are specifically deemed to be outside of the scope of this engagement. Both
AUD and S&S agree to reserve the right to enter into negotiations covering items currently known to
be outside of scope or not yet currently defined. It is acknowledged that those negotiations would
potentially lead to a Scope Amendment (Change Order or Contract Amendment) to this project or a
separately defined project.
x Any Services or Software required to implement Electronic Bill Payment & Presentment
(EBPP) above and beyond that which is described in this Statement of Work.
x Any Services required to implement any additional WebConnect or PayConnect
functionality, above and beyond that which is described in this Statement of Work.
Attachment number 4
Page 17 of 18
Item # 46
Augusta Utilities Department - enQuesta 3e WebConnect & PayConnect Statement of Work
11/08/07 Proprietary and Confidential to Systems & Software, Inc. Page: 18
MAINTENANCE RELEASES
In order to ensure that the enQuesta system is kept up-to-date with enhancements and bug fixes,
Customers are strongly encouraged to install the then-current Maintenance Release made available
by S&S at least once per quarter. If a Maintenance Release has been made generally available by
S&S that addresses a particular issue and a Customer subsequently contacts the S&S Help Desk
regarding this issue but has not installed the applicable Maintenance Release, Customer will be
required to install the Maintenance Release prior to assistance by S&S. If a Customer declines to
install said Maintenance Release to remedy the issue, S&S reserves the right to charge the
Customer on a time and material basis at then-current rates for effort incurred to resolve the issue.
Customer may need to install previously released Maintenance Releases prior to installing the then-
current Maintenance Release in order to bring the Customer’s environment to the most current
level.
Maintenance Releases must be installed in their entirety. The Customer does not reserve the right
to select which fixes/enhancements they wish to install.
Attachment number 4
Page 18 of 18
Item # 46
Vendor Remote Network Access
Policy and Procedures
Purpose
The purpose of this policy is to ensure that a secure method of connectivity is provided between Augusta-
Richmond County and the vendor and to provide guidelines for the use of the network and computing
resources associated with the remote connectivity in order to ensure the safety, integrity, and operability of
Augusta-Richmond County Information Systems.
Scope
This policy applies to all Augusta-Richmond County systems, application and/or servers/devices requiring
support by external vendors on behalf of Augusta-Richmond County.
Definitions
A Virtual Private Network (VPN) provides a secure network connection over the Internet between an
individual and a private network (164 bit encryption). By utilizing the public Internet for data transport,
VPN provides a low cost solution to remote access or connectivity.
Policy
A. Vendor Remote Access Request and Approvals
All requests for remote access for vendors must be made in advance through the Project Leader
responsible for the vendor. It is the Project Leader’s responsibility to ensure that the vendor has
provided all of the required information in the proper format.
All vendor remote access requests must first have the Assistant Director of the Business Application
Services signature for approval as well as the Director of Information Technology.
As part of the request and approval process, the technical and administrative contact within the
vendor’s organization or someone at a higher level within the company will be required to read and
sign the VPN Access policy form and any additional documents, such as the Augusta-Richmond
County Non-Disclosure Agreement.
Once Vendor Remote Access has been approved, it is valid until changes in this policy or technology
make it necessary, in Augusta’s estimation, to require a new form to be filed.
Remote Access will only be available to Vendors that have signed Annual Support and Maintenance
Contracts with Augusta.
B. Connectivity
1. The vendor will be required to use Augusta-Richmond County’s standard method for connecting
to the network. The current standard method is Cisco’s VPN client.
2. The vendor will be given a unique user ID and password to authenticate the VPN access. The
password may be subject to regular changes.
3. Only one person may be connected to the VPN at any given time.
4. Access will be restricted to only the servers located in IT that were approved for the vendor.
5. Access will be restricted to only the ports necessary for connectivity.
6. Access will not be open 24/7. The vendor must request access every time it is necessary and only
during business hours of 8:30am – 5:00pm EST. Access outside of these hours may be requested
but will need additional approval and will be handled on a case by case situation.
Attachment number 5
Page 1 of 3
Item # 46
C. Vendor Request Process
1. The vendor will contact the Project Leader to request access.
2. The Project Leader is responsible for logging the request for access and justification in the change
control log.
3. The Project Leader will document reason for access and email Firewall Administrators to have
the VPN opened.
4. A firewall administrator will open the VPN and reply to the Project Leader’s email notifying them
it has been opened.
5. Once the vendor has completed their work and the application has been tested, they will notify the
Project Leader that the work is complete.
D. Network Security
1. Vendor will allow only the vendor’s employees approved in advance by Augusta-Richmond
County to access the network connection. Vendor shall be solely responsible for ensuring that
Authorized Vendor Employees are not security risks, and upon Augusta-Richmond County’s
request, Vendor will provide Augusta-Richmond County with any information reasonably
necessary for Augusta-Richmond County to evaluate security issues relating to any Authorized
Vendor Employee.
2. Vendor will promptly notify Augusta-Richmond County whenever any Authorized Vendor
Employee leaves the Vendor’s employ or no longer requires access to the Network Connection.
3. Each party will be solely responsible for the selection, implementation and maintenance of
security procedures and policies that are sufficient to ensure that (a) such party’s use of the
Network Connection is secure and is used only for authorized purposes, and (b) such party’s
business records and data are protected against improper access, use, loss, alteration or
destruction.
4. Vendor shall notify Augusta-Richmond County in writing promptly upon a change in the user
base for the work performed over the Network Connection or whenever in vendor’s opinion a
change in the connection and/or functional requirements of the Network Connection is necessary.
E. Protection of Augusta-Richmond County Private Information and Resources
The Augusta-Richmond County network support group responsible for the installation and
configuration of a specific vendor connection must ensure that all possible measures have been taken
to protect the integrity and privacy of Augusta-Richmond County confidential information. At no time
should Augusta-Richmond County rely on access/authorization control mechanisms at the vendor’s
site to protect or prohibit access to Augusta-Richmond County confidential information.
Augusta-Richmond County shall not have any responsibility for ensuring the protection of vendor
information. The vendor shall be entirely responsible for providing the appropriate security measures
to ensure protection of their private internal network and information.
F. Audit and Review of Vendor Network Connections
All aspects of the vendor network connections up to, but not including Augusta-Richmond County
firewall, will be monitored by the appropriate IT staff. Where possible automated tools will be used to
audit tasks. Monthly reports should be generated on the authentication database showing the specific
login entries.
All vendor network connections will be reviewed on a quarterly basis and information regarding
specific vendor network connection will be updated as necessary. Obsolete vendor network
connections will be terminated following confirmation with the Project Leader that the connection is
indeed obsolete.
G. Augusta-Richmond County IT Security
Attachment number 5
Page 2 of 3
Item # 46
Augusta-Richmond County IT Security has the responsibility for maintaining related policies and
standards. IT Security will also provide advice and assistance regarding judgment calls, and will
facilitate information gathering in order to make a correct decision.
H. Enforcement
Any vendor found in violation of this policy will be subject to, but not limited to, loss of VPN
privileges and other action up to and including dissolution of contract and/or legal action if Augusta
systems are compromised.
Attachment number 5
Page 3 of 3
Item # 46
Attachment number 6
Page 1 of 1
Item # 46
From: Mike Blanchard
Sent: Thursday, December 27, 2007 11:51 AM
To: Steve Little
Subject: Sole Source Form
Steve,
IF for some reason Tameka does not get a chance to do the sole source form before she leaves today (I know
that the municipal building closure is throwing things out of whack), then this is how I would like to proceed:
1. You can download and fill out the sold source form from the Procurement Department citynet site.
2. You need to choose the option that sounds most like "we are buying an extension of an existing product.." or
something like that.
3. Attach this email so that IT approval is included even though you, I presume, are signing the document. The
documentation below should suffice:
Information Technology Sole Source Review:
IT has reviewed the documentation related to the enQuesta upgrade and concurs with AUD that expanding the
capabilities of the current Customer Information System (CIS) from Systems & Software should be considered to
be a "sole source" vendor and project. The reason for this is that the features which are being purchased as part
of this upgrade will be fully integrated with our current CIS since they are from the same vendor and have been
designed to work together from their inception. To seek out a new vendor for these functions would necessitate
major project delays (due to creation, release, and evaluation of an RFP, plus product customization), in addition
to duplicating some of the same problems which the proposed upgrade will correct.
Do not hesitate to call me here at home if you have any questions. 706-855-5461.
Thanks,
Michael F. Blanchard
Assistant Director - Business Application Services
Augusta, GA Information Technology Department
Phone: 706-821-2862
blanchard@augustaga.gov
www.augustaga.gov
Attachment number 7
Page 1 of 1
Item # 46
Commission Meeting Agenda
1/15/2008 2:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the regular meeting of the
Commission held on January 2, 2008.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 47
Commission Meeting Agenda
1/15/2008 2:00 PM
2007 Budget Amendment
Department:County Attorney
Caption:Approve 2007 Budget Amendment.
Background:Due to unanticipated expenses associated with the following
matters requiring outside counsel to: 1) Defend and amend
the DBE ordinance pursuant to the Thompson Wrecking
Company litigation; 2) Handle the Teresa Smith employment
issues; 3) Handle the Law Department employment issues of
Gene Jessup and Vanessa Flournoy and 4) Handle the merger
of the employee pension plans and the transfer of assets from
Nationwide and Smith Barney to GMEBS, the amount
allocated for legal services was insufficient to fund the bills
incurred. The Finance Department needs authority to
transfer up to $110,000 from the General Fund to honor all of
the legal services obligations arising in 2007. In the event
the outstanding invoices for 2007 do not reach $110,000, the
money shall remain in the General Fund.
Analysis:The County Attorney anticipates receipt of approximately
$115,000 in funds from a settlement approved by the
Commission in December 2007 relating to the Partridge Inn
payoff and bonds defeasance. These funds can be deposited
into the General Fund to replace funds transferred out for
legal services.
Financial Impact:Approve the transfer of up to $110,000 from the General
Fund to County Attorney to fund the 2007 obligations.
Alternatives:
Recommendation:
Funds are
Cover Memo
Item # 48
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Cover Memo
Item # 48
Commission Meeting Agenda
1/15/2008 2:00 PM
Acquisition of Right-of-Way and Easement St. Sebastian Way/K & W Investment Company
Department:County Attorney
Caption:Motion to approve funds for condemnation of Right-of-Way
from K and W Investment Company, Inc. in connection with
the St. Sebastian Way Project, for property located at 1501
Broad Street of $57,000.00. GDOT Project no. DE-00MS
(389), PI 26750, ARC Project No. 327-04-296812003,
Project Parcel 51, tax map 036-1, Parcel 34.
Background:Augusta and the property owner have not been able to reach
a resolution on the purchase of the right of way and the
necessary right of way must be condemned. The Georgia
Department of Transportation will handle the condemnation
of the right-of-way.
Analysis:The purchase of the referenced right-of-way is necessary for
the improvements.
Financial Impact:The costs necessary for this purchase will be covered under
the project budget. The County will advance the necessary
funds for the purchase and the Georgia Department of
Transportation will reimburse the funds advanced by
Augusta, GA after acquisition of the property
Alternatives:Deny the motion to approve the funds purchase of the
referenced right-of-way and easement.
Recommendation:Approve the motion to purchase the referenced right-of-way
and easement.
Funds are
Available in the
Following
Accounts:
As stated above
Cover Memo
Item # 49
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Cover Memo
Item # 49
Commission Meeting Agenda
1/15/2008 2:00 PM
Acquisition of Right-of-Way and Easement, Robert G. Miller
Department:County Attorney
Caption:Motion to Approve funds for condemnation of Right-of-Way
from Robert G. Miller, Robert G. Miller, Jr., and Cynthia M.
McNeill in connection with the St. Sebastian Way Project,
for property located at 1406 Reynolds Street of $34,330.00,
GDOT Project No. DE-00MS(389), PI 26750, ARC Project
No. 327-04-296812003, Project Parcel 29, Tax Map 036-2,
Parcel 31.
Background:Augusta and the property owner have not been able to reach
a resolution on the purchase of the Right-of-Way and the
necessary RoW must be condemned. The Georgia
Department of Transportation will handle the condemnation
of the Right-of-Way
Analysis:The purchase of the referenced right-of-way is necessary for
the improvements
Financial Impact:The costs necessary for this purchase will be covered under
the project budget. The County will advance the necessary
funds for the purchase and the Georgia Dept of
Transportation will reimburse the funds advanced by
Augusta, GA after acquisition of the property.
Alternatives:Deny the motion to approve the funds purchase of the
referenced right-of-way and easement.
Recommendation:Approve the motion to purchase the referenced right-of-way
and easement.
Funds are
Available in the
Following
Cover Memo
Item # 50
Accounts:
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Cover Memo
Item # 50
Commission Meeting Agenda
1/15/2008 2:00 PM
Authorization for scanning and computer terminal access to Procurement records
Department:County Attorney
Caption:Approve authorization for scanning and computer terminal
access to Procurement records.
Background:The Procurement Director has proposed a system of
procurement document retrieval and inspection similar to the
system currently being used by the Richmond County
Superior Court Clerk's Office for viewing, retrieval and
copying of real estate records such as deeds and easements.
Such a system has been proposed in previous budgets but not
funded. This system would expedite the processing of Open
Records Act requests which are being made to Procurement
by eliminating issues relating to disruption of the work of the
Procurement office when open records requests are served to
them including suitable space for the viewing of records,
staff supervision of the process and the timing of such
requests. The equipment required is anticipated to be a
document scanner, a computer terminal for viewing and a
printer which will make copies from a credit card or voucher
card issued by the Finance Department.
Analysis:Same as background
Financial Impact:To be determined
Alternatives:None practical
Recommendation:Authorize the Administrator, Procurement and Information
Technology Departments to find the appropriate equipment,
recommending appropriate staffing and determine an
appropriate funding source for said equipment and staff.
Funds are
Cover Memo
Item # 51
Available in the
Following
Accounts:
TBD
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Cover Memo
Item # 51
Commission Meeting Agenda
1/15/2008 2:00 PM
Representation of Clerk of Commission by Attorney Ben Allen
Department:County Attorney
Caption:Representation of Clerk of Commission by Attorney Ben
Allen, Case No. 2007-RCCV-745.
Background:The Plaintiffs, in case No. 2007-RCCV-745 have amended
their complaint to seek relief against Lena J. Bonner as Clerk
of Commission.
Analysis:When a defendant potentially has differing interests from that
of the County government, Georgia law (O.C.G.A. 45-9-21)
authorizes Ms. Bonner to have separate counsel so that the
Office of the County Attorney has no conflict of interest in
representing both the County and Ms. Bonner. Ms. Bonner
has requested Attorney Benjamin Allen to represent her.
Attorney Allen will file his engagement letter prior to to the
convening of the next Commission meeting.
Financial Impact:To be determined
Alternatives:None practical
Recommendation:Approve engagement letter of Attorney Ben Allen for his
representation of Ms. Lena J. Bonner
Funds are
Available in the
Following
Accounts:
TBD
REVIEWED AND APPROVED BY:
Cover Memo
Item # 52
Administrator.
Clerk of Commission
Cover Memo
Item # 52
Commission Meeting Agenda
1/15/2008 2:00 PM
The Georgia Department of Agriculture Augusta State Farmers' Markets, Bldg 31, 2008 Lease
Agreement Renewal
Department:County Attorney
Caption:Motion to approve the 2008 Lease Agreement Renewal with
the Georgia Department of Agriculture Augusta State
Farmers' Market, Bldg 31.
Background:The 2008 Lease Agreement for the Augusta State Farmers'
Market, Bldg 31 is for a 3,610 sq. ft. facility which is used
for the Tag Office of Tax Commissioner Jerry Saul. The
yearly rental amount has been increased by two (2) percent.
The new monthly rental for the period January 1, 2008
through December 31, 2008 is $577.00 per month. Legal
counsel has approved the lease agreement as to form.
Analysis:See background
Financial Impact:$577.00 monthly rental expense. This is a 2% increase over
rental fees in 2007.
Alternatives:Do not approve lease agreement.
Recommendation:1) Approve the lease agreement as stated above.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 53
Administrator.
Clerk of Commission
Cover Memo
Item # 53
Attachment number 1
Page 1 of 1
Item # 53
Attachment number 1
Page 1 of 1
Item # 53
Commission Meeting Agenda
1/15/2008 2:00 PM
Affidavit
Department:Clerk of Commission
Caption:Motion to approve execution by the Mayor of 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
Cover Memo
Item # 54