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Home My WebLink About2012-02-21-Meeting Agenda Commission Meeting Agenda Commission Chamber 2/21/2012 5:00 PM INVOCATION: Reverend Sam Tanksley, Associate Pastor, Mt. Vernon Baptist Church. PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) Augusta Firefighters A. Recognition of the recipients of the Police and Fireman's Insurance Association "Hero's Hall of Fame Award" Sgt. Daniel Rigdon and Firefighter Phillip Furlani relating to a response to a structure fire call in December 2010 resulting in a search and rescue which saved a citizen's life. Attachments Employee of the Month B. Mr. Jerome Mitchell, Crew Leader, Augusta Utilities, December Employee of the Month Attachments Five (5) minute time limit per delegation DELEGATIONS C. Mr. Barry White RE: Augusta TEE Center Pre-Opening Marketing Plan. Attachments D. Ms. Margaret Woodard/DowntownDevelopment Authority regarding DDA 2012. (Requested by Commissioner Matt Aitken) Attachments E. Dr. Ricardo Azziz regarding Georgia Health Sciences University. Attachments F. Dr. William Bloodworth regarding Augusta State University. Attachments CONSENT AGENDA (Items 1-37) PLANNING 1. FINAL PLAT - MANCHESTER, SECTION 6 – S-813 – A request for concurrence with the Augusta Planning Commission to approve a petition by Southern Partner, on behalf of COEL Development Co., requesting final plat approval for Manchester, Section 6. This residential subdivision is located on T. J. Kelly Drive, adjacent to Manchester, Section 1 and contains 51 lots. Attachments 2. Z-12-08 – A request for concurrence with the Augusta Planning Commission to approve with the following conditions 1) that the use of this property be limited to vehicle storage for the existing plumbing company or those uses allowed in a B-1 (Neighborhood Business) Zone and 2) that the rear yard be improved for use as a parking area and be totally enclosed by a solid board fence of at least 6 feet in height; a petition by Charles Brittingham requesting a change of zoning from Zone B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting property containing .21 acres is known as 1912 Central Avenue. (Tax map 045-3-105-00-0) DISTRICT 1 Attachments 3. Z-12-09 – A request for concurrence with the Augusta Planning Commission to approve with the following condition 1) that the only B- 2 use of the property be an alcohol establishment or those uses allowed in a B-1 (Neighborhood Business) Zone; a petition by Ryan McArdle, on behalf of Nancy H. Sheehan, requesting a change of zoning from zone R-3B (Multiple-family Residential) and Zone B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting property containing .51 acres and is known as 2502 and 2506Wrightsboro Road ( Tax Map 044-3-117-01-0 and 043-4-077-01-0) DISTRICT 2 Attachments 4. Z-12-12 – A request for concurrence with the Augusta Planning Commission to approve a petition by Will McKnight, on behalf of McKnight Properties, requesting a change of zoning from Zone B-2 (General Business) and HI (Heavy Industry) to Zone B-2 (General Attachments Business) affecting property containing approximately 13.33 acres and is part of 675 Frontage Road. (part of Tax Map 022-0-023-01-0) DISTRICT 7 5. Z-12-13 – A request for concurrence with the Augusta Planning Commission to approve with the following condition 1) that the only B- 2 use of the property be a game room or those uses allowed in a B-1 (Neighborhood Business) Zone and 2) that no alcohol license be applied for; a petition by Jason Lee, on behalf of Jaho, LLC, requesting a change of zoning from Zone B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting property containing approximately .45 acres and known as 2306 Lumpkin Road (Tax Map 109-2-003-16-0) DISTRICT 6 Attachments 6. Z-12-14 – A request for concurrence with the Augusta Planning Commission to approve a petition by APD, on behalf of The Augusta Georgia Land Bank Authority, et. al., requesting a change of zoning from Zone R-1C (One-family Residential) to Zone R-1D (One-family Residential) affecting property containing approximately .9 acres and is presently known as 1448A, 1448, 1450, 1452, 1454 and part of 1460 Kingston Street. (Tax Map 046-3-147-00-0, 046-3-148-00-02, 046-3- 149-00-0, 046-3-150-00-0, 046-3-150-01-0, & part of 046-3-146-00-0) DISTRICT 1 Attachments 7. Z-12-15 – A request for concurrence with the Augusta Planning Commission to approve a petition by APD, on behalf of The Augusta Georgia Land Bank Authority, et. al., requesting a change of zoning from Zone R-1C (One-family Residential) to Zone R-1D (One-family Residential) affecting property containing approximately .31 acres and is known as 1235, 1237 and 1249 Eleventh Street. (Tax Map 059-2- 033-00-0, 059-2-025-00-0 and 059-2-024-00-0) DISTRICT 1 Attachments 8. Z-12-16 – A request for concurrence with the Augusta Planning Commission to approve a petition by APD, on behalf of The Augusta Georgia Land Bank Authority, et. al., requesting a change of zoning from Zone R-1C (One-family Residential) to Zone R-1D (One-family Residential) affecting property containing .59 acres and is known as 1012 Spruce Street and 1242, 1246 and 1250 Eleventh Street. (Tax Map 059-2-038-00-0, 059-2-039-00-0, 059-2-040-00-0, 059-2-041-00- 00) DISTRICT 1 Attachments PUBLIC SERVICES 9. Motion to approve New Ownership Application: A. N. 12 - 10: request by Timothy W. Lowery for an on premise consumption Liquor, Beer & Wine license to be used in connection with Skittlez Bar & Grill located at 1855 Gordon Hwy. There will be Dance. District 5. Super District 9. (Approved by Public Services Committee February 13, 2012) Attachments 10. Motion to approve New Application: A. N. 12 - 04: request by James R. Key for a retail package Liquor, Beer & Wine license to be used in connection with Affordable Package Shop located at 1250 Gordon Hwy. District 1. Super District 9.(Approved by Public Services Committee February 13, 2012) Attachments 11. Motion to approve New Ownership Application: A. N. 12 - 05: A request by Russell Fiveash for an on premise consumption Liquor, Beer & Wine license to be used in connection with Bar 101 LLC DBA Midtown Lounge located at 3328 Washington Rd. Ste. 1-E, 1-F & 1-G. There will be Dance. District 7. Super District 10.(Approved by Public Services Committee February 13, 2012) Attachments 12. Motion to approve New Ownership Application: A. N. 12 - 06: A request by Maulik Patel for a retail package Beer & Wine license to be used in connection with C and M Foodmart located at 2700 Peach Orchard Rd. District 2. Super District 9.(Approved by Public Services Committee February 13, 2012) Attachments 13. Motion to approve New Application: A. N. 12 - 07: request by Thomas B. Buxton for a retail package Beer & Wine license to be used in connection with New Life Natural Foods located at 2825 Washington Rd. District 7. Super District 10. (Approved by Public Services Committee February 13, 2012) Attachments 14. Motion to approve New Ownership Application: A. N. 12 - 08: request by Chung Chang for a retail package Beer & Wine license to be used in connection with S & S Food located at 2657 Barton Chapel Rd. District 4. Super District 9. (Approved by Public Services Committee Attachments February 13, 2012) 15. Motion to approve New Application: A. N. 12 - 09: request by Timothy W. Lowery for an on premise consumption Liquor & Beer license to be used in connection with Cheerz located at 2051 Gordon Hwy. There will be Dance. District 5. Super District 9 (Approved by Public Services Committee February 13, 2012). Attachments 16. Motion to approve a request by Chris Sullivan for a One Day Special Event Beer License for March 15, 2012 to be held in the parking lot of Carolina Ale House located at 203 Robert C. Daniel Parkway. The J. D. Paugh Bike Night. District 3. Super District 10. (Approved by Public Services Committee February 13, 2012) Attachments 17. Motion to approve amendments to Augusta-Richmond County Code, Title 7, Chapter 1, Sections 7-1-1 through 7-1-120 so as to update and improve the Construction Codes and to allow the Augusta, Georgia Government to obtain permits in a manner similar to homeowners and contractors. (Approved by Public Services Committee February 13, 2012) Attachments 18. Motion to approve Contract Modification #6 with Choate Construction Company for the construction of the New Fixed Base Operation (FBO). (Approved by Public Services Committee February 13, 2012) Attachments 19. Motion to approve a contract between Augusta Regional Airport and American Facility Services, Inc. for custodial services. (Approved by Public Services Committee February 13, 2012) Attachments 20. Motion to authorize an increase in the guaranteed maximum price (GMP) for the inclusion of the smoke evacuation scope as required by the Marriott Corporation and architectural supplemental instructions (ASIs) for the Trade Exhibit and Event (TEE) Center Project. (Approved by Public Services Committee February 13, 2012). Attachments 21. Motion to approve a request by Janet Knott for a Therapeutic Massage Operators license to be used in connection with Professional Touch Massage of Augusta located 3540 Wheeler Rd. Suite 304. District 3. Super District 10. (Approved by Public Services Committee February 13, 2012) Attachments ADMINISTRATIVE SERVICES 22. Motion to approve four (4) annual bid items. The items required Commission approval due to the fact that the purchases on the individual bid items will exceed $25,000.00 per order. (Approved by Administrative Services Committee February 13, 2012) Attachments 23. Motion to approve an Ordinance providing for the demolition of certain unsafe and uninhabitable structures in the South Augusta Neighborhood: 4211 Beckmont Drive, 2328 Travis Pines, 2364 Winston Way, (District 6, Super District 10); 2532 Kensington Drive East, (District 5, Super District 9); 2438 Dublin Drive, (District 4, Super District 9); 2531 Norton Boulevard, (District 2, Super District 9); Old City: 235 Walker Street, 255 Walker Street, (District 1, Super District 9); 2025 Boykin Place, 1526 Forest Street, 1673 Garlington Avenue, (District 2, Super District 9), AND WAIVE 2ND READING. (Approved by Administrative Services Committee February 13, 2012) Attachments 24. Motion to approve the salary recommendation of the Administrator for the new Fire Chief in the amount of $110,000 to be effective upon his appointment last week. (Approved by Administrative Services Committee February 13, 2012) Attachments PUBLIC SAFETY 25. Motion to approve award of the Design/Build Construction of a new support structure for the Marshal's Substation. (Approved by Public Safety Committee February 13, 2012) Attachments 26. Motion to approve Agreement with New World Systems, Inc. for the New World AS400 to MSP Upgrade. (Approved by Public Safety Committee February 13, 2012) Attachments 27. Motion to approve a State Mutual Aid and Assistance Agreement from Georgia Emergency Management Agency - Homeland Security for Augusta, Georgia. (Approved by Public Safety Committee February 13, 2012) Attachments 28. Motion to approve a request from the Richmond County Sheriff's Office to transfer ownership of the motorcycle belonging to Deputy James D. Paugh to the Augusta Museum for use in a proposed exhibit giving tribute to Deputy Paugh and the Sheriff's Office. (Approved by Public Safety Committee February 13, 2012) Attachments FINANCE 29. Motion to deny a request from Mr. G. B. Sharma regarding a change of property tax value for the property located at 1080 Claussen Road. (Approved by Finance Committee February 13, 2012) Attachments 30. Motion to approve Excess Worker's Compensation Insurance with Safety National with Statutory limits and a $650,000 self insured retention for law enforcement and fire; a $600,000 self insured retention for all other positions. Deposit premium is $209,951. .(Approved by Finance Committee February 13, 2012) Attachments ENGINEERING SERVICES 31. Motion to approve an agreement with the Southeastern Natural Sciences Academy to manage public access and educational activities related to the constructed wetland treatment system at the James B Messerly Water Pollution Control Plant. (Approved by Engineering Services Committee February 13, 2012) Attachments 32. Motion to approve Amendment No. 2 to Agreement with ESG Operations, Inc. to establish the final budget amount for 2012 at $5,529,132.00. (Approved by Engineering Services Committee February 13, 2012) Attachments 33. Motion to approve a contract with Atlantic Coast Consulting for environmental compliance, environmental testing, engineering, and Attachments consulting for Augusta’s Environmental Services Department in an amount budgeted annually. For 2012 it was budgeted at $850,000. (Approved by Engineering Services Committee February 13, 2012) 34. Motion to approve an Option for the purposes of acquiring a Right-of- Way between Laverne M. Dorne, LLC, as owners, and Augusta, Georgia, as optionee, in connection with the East Augusta Roadway and Drainage Improvement Project, 0.59 acre (25,814 sq. ft.) in fee simple and (N/A sq. ft.) of permanent drainage and utility easement, more or less; and (N/A sq. ft.) of temporary construction easement from property located at: 540 Aiken Street, private, at the purchase price of $7,228.00. (Approved by Engineering Services Committee February 13, 2012) Attachments 35. Motion to approve Capital Project Budget 324-041110-201824333 and Supplemental Agreement Number Three to Cranston Engineering Group, PC, in the amount of $86,790.00 to provide Interchange Modification Report (IMR), as required by FHWA, for the Wrightsboro Road Widening, Phase I project. Funding is available in the project engineering account for the Engineering Department.(Approved by Engineering Services Committee February 13, 2012) Attachments PETITIONS AND COMMUNICATIONS 36. Motion to approve the minutes of the regular meeting of the Commission held February 7, 2012 and the Special Called Meeting held on February 13, 2012. Attachments APPOINTMENT(S) 37. Motion to approve the appointment of Ms. Lorna Barrett to the Animal Services Control Board representing District 10. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 2/21/2012 AUGUSTA COMMISSION REGULAR AGENDA 2/21/2012 (Items 38-45) PLANNING 38. Z-12-11 – A request for concurrence with the Augusta Planning Commission to approve with the following conditions 1) a 6 foot solid board fence shall be erected and maintained along the east side of Tubman Home Road along the west side of 2337 Milledgeville Road, gates may be slatted chain link; 2) the property on the west side of Tubman Home Road may be developed as a parking lot only but must conform to site plan regulations and the Tree Ordinance; 3) 1816 Tubman Home Road may be used only as an office and 4) no free standing sign may be erected on 1816 Tubman Home Road; a petition by Gene Cook, on behalf of Cooks Machine Shop et. al., requesting a change of zoning from Zone R-1A (One-family Residential) and Zone B-2 (General Business) to Zone B-2 (General Business) affecting property as follows: Tract A - containing .29 acres and is known as 1815 and 1817Tubman Home Road (Tax Map 071-4-022-00-0 and 071-4-021-00-0) DISTRICT 5 Tract B – containing .67 acres is known as 1816 Tubman Home Road and 2337 Milledgeville Road. (Tax Map 071-4-027-00-0 and 071-4-030-00-0) DISTRICT 5 Attachments PUBLIC SERVICES 39. Motion to approve a resolution authorizing the City of Augusta to submit a pre-application with the Georgia DNR for 2012 Land and Water Conservation Funds. Attachments 40. An ordinance to amend the Augusta, Ga. Code, Title Four, by adding a new article to be designated Article 7 and new sections to be designated sections 4-2-77 through 4-2-97; to repeal Augusta, Ga. Code Title Four, Section 4-2-1; to restrict smoking in public places and in places of public accommodation; to repeal all code sections and ordinances and parts of code sections and ordinances in conflict herewith; to provide an effective date and for other purposes. (No recommendation from Public Services Committee February 13, 2012) Attachments FINANCE Upcoming Meetings www.augustaga.gov 41. Consider a request from Shelley and Eddie Leclair for a refund of H5A disability discount on property taxes for 219 Lafayette Drive for the years 2009 through 2011. (No recommendation from Finance Committee February 13, 2012) Attachments SUBCOMMITTEE Pension/Audit Committee 42. Motion to approve COLA adjustment for pension plans to be effective March 2, 2012. Attachments Pension/Audit Committee 43. Motion to adopt Amendment to GMEBS Plan I regarding conversion of unused sick leave toward retirement credit. Attachments ATTORNEY 44. Request by City of Hephizbah for Augusta, Georgia to rescind resolution to provide water and sewer services to Redfield Property Development (Rhodes' Estate). Attachments LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 45. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Commission Meeting Agenda 2/21/2012 5:00 PM Invocation Department: Caption:Reverend Sam Tanksley, Associate Pastor, Mt. Vernon Baptist Church. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1 Commission Meeting Agenda 2/21/2012 5:00 PM Augusta Firefighters Department: Caption:Recognition of the recipients of the Police and Fireman's Insurance Association "Hero's Hall of Fame Award" Sgt. Daniel Rigdon and Firefighter Phillip Furlani relating to a response to a structure fire call in December 2010 resulting in a search and rescue which saved a citizen's life. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2 Attachment number 1 \nPage 1 of 1 Item # 2 Commission Meeting Agenda 2/21/2012 5:00 PM Employee of the Month Department: Caption:Mr. Jerome Mitchell, Crew Leader, Augusta Utilities, December Employee of the Month Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3 Attachment number 1 \nPage 1 of 1 Item # 3 Commission Meeting Agenda 2/21/2012 5:00 PM Barry White Department: Caption:Mr. Barry White RE: Augusta TEE Center Pre-Opening Marketing Plan. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4 Attachment number 1 \nPage 1 of 2 Item # 4 Attachment number 1 \nPage 2 of 2 Item # 4 Commission Meeting Agenda 2/21/2012 5:00 PM Downtown Development Authority Department: Caption:Ms. Margaret Woodard/DowntownDevelopment Authority regarding DDA 2012. (Requested by Commissioner Matt Aitken) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 5 Attachment number 1 \nPage 1 of 1 Item # 5 Commission Meeting Agenda 2/21/2012 5:00 PM Dr. Ricardo Azziz Department: Caption:Dr. Ricardo Azziz regarding Georgia Health Sciences University. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 6 Attachment number 1 \nPage 1 of 2 Item # 6 Attachment number 1 \nPage 2 of 2 Item # 6 Commission Meeting Agenda 2/21/2012 5:00 PM Dr. William Bloodworth Department: Caption:Dr. William Bloodworth regarding Augusta State University. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7 Attachment number 1 \nPage 1 of 2 Item # 7 Attachment number 1 \nPage 2 of 2 Item # 7 Commission Meeting Agenda 2/21/2012 5:00 PM Final Plat - Manchester, Section 6 Department:Planning Commission Caption: FINAL PLAT - MANCHESTER, SECTION 6 – S-813 – A request for concurrence with the Augusta Planning Commission to approve a petition by Southern Partner, on behalf of COEL Development Co., requesting final plat approval for Manchester, Section 6. This residential subdivision is located on T. J. Kelly Drive, adjacent to Manchester, Section 1 and contains 51 lots. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 8 Commission Meeting Agenda 2/21/2012 5:00 PM Z-12-08 Department:Planning Commission Caption: Z-12-08 – A request for concurrence with the Augusta Planning Commission to approve with the following conditions 1) that the use of this property be limited to vehicle storage for the existing plumbing company or those uses allowed in a B-1 (Neighborhood Business) Zone and 2) that the rear yard be improved for use as a parking area and be totally enclosed by a solid board fence of at least 6 feet in height; a petition by Charles Brittingham requesting a change of zoning from Zone B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting property containing .21 acres is known as 1912 Central Avenue. (Tax map 045-3-105-00-0) 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 2/21/2012 5:00 PM Z-12-09 Department:Planning Commission Caption: Z-12-09 – A request for concurrence with the Augusta Planning Commission to approve with the following condition 1) that the only B-2 use of the property be an alcohol establishment or those uses allowed in a B-1 (Neighborhood Business) Zone; a petition by Ryan McArdle, on behalf of Nancy H. Sheehan, requesting a change of zoning from zone R-3B (Multiple-family Residential) and Zone B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting property containing .51 acres and is known as 2502 and 2506Wrightsboro Road ( Tax Map 044-3-117-01-0 and 043-4-077-01-0) 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 # 10 Commission Meeting Agenda 2/21/2012 5:00 PM Z-12-12 Department:Planning Commission Caption: Z-12-12 – A request for concurrence with the Augusta Planning Commission to approve a petition by Will McKnight, on behalf of McKnight Properties, requesting a change of zoning from Zone B-2 (General Business) and HI (Heavy Industry) to Zone B-2 (General Business) affecting property containing approximately 13.33 acres and is part of 675 Frontage Road. (part of Tax Map 022-0-023-01-0) 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 # 11 Commission Meeting Agenda 2/21/2012 5:00 PM Z-12-13 Department:Planning Commission Caption: Z-12-13 – A request for concurrence with the Augusta Planning Commission to approve with the following condition 1) that the only B-2 use of the property be a game room or those uses allowed in a B-1 (Neighborhood Business) Zone and 2) that no alcohol license be applied for; a petition by Jason Lee, on behalf of Jaho, LLC, requesting a change of zoning from Zone B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting property containing approximately .45 acres and known as 2306 Lumpkin Road (Tax Map 109-2-003-16-0) DISTRICT 6 Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 12 Commission Meeting Agenda 2/21/2012 5:00 PM Z-12-14 Department:Planning Commission Caption: Z-12-14 – A request for concurrence with the Augusta Planning Commission to approve a petition by APD, on behalf of The Augusta Georgia Land Bank Authority, et. al., requesting a change of zoning from Zone R-1C (One-family Residential) to Zone R-1D (One-family Residential) affecting property containing approximately .9 acres and is presently known as 1448A, 1448, 1450, 1452, 1454 and part of 1460 Kingston Street. (Tax Map 046-3-147-00-0, 046-3-148-00-02, 046-3-149- 00-0, 046-3-150-00-0, 046-3-150-01-0, & part of 046-3-146-00-0) 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 # 13 Commission Meeting Agenda 2/21/2012 5:00 PM Z-12-15 Department:Planning Commission Caption: Z-12-15 – A request for concurrence with the Augusta Planning Commission to approve a petition by APD, on behalf of The Augusta Georgia Land Bank Authority, et. al., requesting a change of zoning from Zone R-1C (One-family Residential) to Zone R-1D (One-family Residential) affecting property containing approximately .31 acres and is known as 1235, 1237 and 1249 Eleventh Street. (Tax Map 059-2-033-00-0, 059-2- 025-00-0 and 059-2-024-00-0) 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 # 14 Commission Meeting Agenda 2/21/2012 5:00 PM Z-12-16 Department:Planning Commission Caption: Z-12-16 – A request for concurrence with the Augusta Planning Commission to approve a petition by APD, on behalf of The Augusta Georgia Land Bank Authority, et. al., requesting a change of zoning from Zone R-1C (One-family Residential) to Zone R-1D (One-family Residential) affecting property containing .59 acres and is known as 1012 Spruce Street and 1242, 1246 and 1250 Eleventh Street. (Tax Map 059-2-038-00- 0, 059-2-039-00-0, 059-2-040-00-0, 059-2-041-00-00) 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 # 15 Commission Meeting Agenda 2/21/2012 5:00 PM Z-12-11 Department:Planning Commission Caption: Z-12-11 – A request for concurrence with the Augusta Planning Commission to approve with the following conditions 1) a 6 foot solid board fence shall be erected and maintained along the east side of Tubman Home Road along the west side of 2337 Milledgeville Road, gates may be slatted chain link; 2) the property on the west side of Tubman Home Road may be developed as a parking lot only but must conform to site plan regulations and the Tree Ordinance; 3) 1816 Tubman Home Road may be used only as an office and 4) no free standing sign may be erected on 1816 Tubman Home Road; a petition by Gene Cook, on behalf of Cooks Machine Shop et. al., requesting a change of zoning from Zone R-1A (One-family Residential) and Zone B-2 (General Business) to Zone B-2 (General Business) affecting property as follows: Tract A - containing .29 acres and is known as 1815 and 1817Tubman Home Road (Tax Map 071-4-022-00- 0 and 071-4-021-00-0) DISTRICT 5 Tract B – containing .67 acres is known as 1816 Tubman Home Road and 2337 Milledgeville Road. (Tax Map 071-4-027-00-0 and 071-4-030- 00-0) DISTRICT 5 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 2/21/2012 5:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Ownership Application: A. N. 12 - 10: request by Timothy W. Lowery for an on premise consumption Liquor, Beer & Wine license to be used in connection with Skittlez Bar & Grill located at 1855 Gordon Hwy. There will be Dance. District 5. Super District 9. (Approved by Public Services Committee February 13, 2012) Background:This is a new ownership application. Formerly in the name of Henry Kim. Analysis:The applicant meets the requirements of the Augusta Ga Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $4,779.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 17 Attachment number 1 \nPage 1 of 2 Item # 17 Attachment number 1 \nPage 2 of 2 Item # 17 Commission Meeting Agenda 2/21/2012 5:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Application: A. N. 12 - 04: request by James R. Key for a retail package Liquor, Beer & Wine license to be used in connection with Affordable Package Shop located at 1250 Gordon Hwy. District 1. Super District 9.(Approved by Public Services Committee February 13, 2012) Background:This is a new application. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $4,658.50. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 18 Attachment number 1 \nPage 1 of 2 Item # 18 Attachment number 1 \nPage 2 of 2 Item # 18 Commission Meeting Agenda 2/21/2012 5:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Ownership Application: A. N. 12 - 05: A request by Russell Fiveash for an on premise consumption Liquor, Beer & Wine license to be used in connection with Bar 101 LLC DBA Midtown Lounge located at 3328 Washington Rd. Ste. 1-E, 1-F & 1-G. There will be Dance. District 7. Super District 10. (Approved by Public Services Committee February 13, 2012) Background:This a new ownership application. Formerly in the name of William Dickinson. Analysis:The applicant meets the requirements of the Augusta Ga Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $4,779.50. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 19 Attachment number 1 \nPage 1 of 2 Item # 19 Attachment number 1 \nPage 2 of 2 Item # 19 Commission Meeting Agenda 2/21/2012 5:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Ownership Application: A. N. 12 - 06: A request by Maulik Patel for a retail package Beer & Wine license to be used in connection with C and M Foodmart located at 2700 Peach Orchard Rd. District 2. Super District 9.(Approved by Public Services Committee February 13, 2012) Background:This is a new ownership application. Formerly in the name of Muhummad Monga. Analysis:The applicant meets the requirements of the Augusta Ga Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $1331.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 20 Attachment number 1 \nPage 1 of 2 Item # 20 Attachment number 1 \nPage 2 of 2 Item # 20 Commission Meeting Agenda 2/21/2012 5:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Application: A. N. 12 - 07: request by Thomas B. Buxton for a retail package Beer & Wine license to be used in connection with New Life Natural Foods located at 2825 Washington Rd. District 7. Super District 10. (Approved by Public Services Committee February 13, 2012) Background:This a new application. Analysis:The applicant meets the requirements of the Augusta Ga Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $1,331.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 21 Attachment number 1 \nPage 1 of 2 Item # 21 Attachment number 1 \nPage 2 of 2 Item # 21 Commission Meeting Agenda 2/21/2012 5:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Ownership Application: A. N. 12 - 08: request by Chung Chang for a retail package Beer & Wine license to be used in connection with S & S Food located at 2657 Barton Chapel Rd. District 4. Super District 9. (Approved by Public Services Committee February 13, 2012) Background:This is a new ownership application. Formerly in the name of Chung C. Choi. Analysis:The applicant meets the requirements of the Augusta Ga Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $1331.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 22 Attachment number 1 \nPage 1 of 2 Item # 22 Attachment number 1 \nPage 2 of 2 Item # 22 Commission Meeting Agenda 2/21/2012 5:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Application: A. N. 12 - 09: request by Timothy W. Lowery for an on premise consumption Liquor & Beer license to be used in connection with Cheerz located at 2051 Gordon Hwy. There will be Dance. District 5. Super District 9 (Approved by Public Services Committee February 13, 2012). Background:This is a new application. Analysis:The applicant meets the requirements of the Augusta Ga Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $4,114.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 23 Attachment number 1 \nPage 1 of 2 Item # 23 Attachment number 1 \nPage 2 of 2 Item # 23 Commission Meeting Agenda 2/21/2012 5:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve a request by Chris Sullivan for a One Day Special Event Beer License for March 15, 2012 to be held in the parking lot of Carolina Ale House located at 203 Robert C. Daniel Parkway. The J. D. Paugh Bike Night. District 3. Super District 10. (Approved by Public Services Committee February 13, 2012) Background:This is a charity event. Analysis:The applicant meets the requirements of the Augusta Ga Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $60.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 24 Attachment number 1 \nPage 1 of 1 Item # 24 Commission Meeting Agenda 2/21/2012 5:00 PM Construction Code Amendments Department:Planning and Development Caption:Motion to approve amendments to Augusta-Richmond County Code, Title 7, Chapter 1, Sections 7-1-1 through 7-1-120 so as to update and improve the Construction Codes and to allow the Augusta, Georgia Government to obtain permits in a manner similar to homeowners and contractors. (Approved by Public Services Committee February 13, 2012) Background:Augusta, Georgia Government desires to renovate government buildings and construct new buildings for government use. The proposed amendments will provide that the Government can construct new buildings and renovate existing buildings, and have the work inspected for compliance with the technical codes…The Department of Community Affairs (DCA) adopts the construction codes that Augusta, Georgia adopts by reference. The DCA does not adopt the administrative sections of the codes; therefore local governments adopt their own administrative sections. The proposed amendments include updates to Augusta’s regulations for administering the Construction Codes… The current fee schedule was approved in 2011. The proposed changes are corrections that are required due to rounding up numbers and how our software calculates the number. Analysis:The approval of the proposed amendments will update and improve the Construction Codes and allow the August, Georgia Government to obtain permits in a manner similar to homeowners and contractors. Financial Impact:N/A Alternatives:Do not approve Recommendation:Approval. Funds are Available Cover Memo Item # 25 in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 25 (DRAFT 1/12/12) TITLE 7 BUILDIGS AD COSTRUCTIO Article 1 In General Sec. 7-1-1. Scope. Sec. 7-1-1.1 Appendices Sec. 7-1-2. Title. Sec. 7-1-3. Code remedial. Sec. 7-1-4. Applicability. Sec. 7-1-5. Alteration or repair of existing building. Sec. 7-1-6. Change in occupancy of existing building. Sec. 7-1-7. Reserved. Sec. 7-1-8. Preferential classification and assessment of landmark historic property. Sec. 7-1-9. Installation or maintenance by homeowner. Secs. 7-1-10—7-1-15. Reserved. Article 2. Structural Standards and Requirements Sec. 7-1-16. Technical codes—Adopted by reference. Sec. 7-1-17. Same—Conflicts with chapter provisions. Sec. 7-1-18. Reserved. Sec. 7-1-19. Mothballing vacant structures. Sec. 7-1-19.2. Registration of vacant and abandoned buildings. Sec. 7-1-19.3. Specific mothballing procedures. Sec. 7-1-19.4. General mothballing procedures. Sec. 7-1-19.5. Mothballing—Boarding specifications. Sec. 7-1-19.6. Completion period. Sec. 7-1-19.7. Initial compliance inspection. Sec. 7-1-19.8. Annual compliance inspections. Sec. 7-1-19.9. Enforcement. Secs. 7-1-20—7-1-25. Reserved. Article 3. Planning and Development Department Sec. 7-1-26. Established. Sec. 7-1-27. Employee qualifications. Sec. 7-1-28. Restrictions on employees' business interests. Sec. 7-1-29. Records and reports. Sec. 7-1-30. Liability, defense of employees for actions taken in the course of their duties. Sec. 7-1-31. Powers and duties of Director-Building Official. Sec. 7-1-32. Requirements not covered by code. Sec. 7-1-33. Alternate materials and methods. Secs. 7-1-34—7-1-45. Reserved. Article 4. Construction Advisory Board Sec. 7-1-46. Created. Sec. 7-1-47. Composition. Sec. 7-1-48. Duties. Secs. 7-1-49—7-1-55. Reserved. Sec. 7-1-56. Appeals proceedings—authorized; filing notice of appeal. Sec. 7-1-57. Same-decisions. Attachment number 1 \nPage 1 of 28 Item # 25 Secs. 7-1-58-7-1-80. Reserved. Article 5. Permits, Inspections and Certificates of Occupancy Sec. 7-1-81. Permit application; exceptions. Sec. 7-1-82. Drawings and specifications. Sec. 7-1-83. Site drawings; boundary line survey. Sec. 7-1-84. Hazardous occupancies. Sec. 7-1-85. Examination of permit applications and documents; inspection of buildings prior to permit decisions. Sec. 7-1-86. Issuing permits. Sec. 7-1-87. Contractor's responsibilities. Sec. 7-1-88. Phased Approval / Special permits for foundation pending permit issuance. Sec. 7-1-89. Conditions of permit. Sec. 7-1-90. Permit fees. Sec. 7-1-91. Commencing work without permit prohibited; penalty for violation. Sec. 7-1-92. Posting building permit card; keeping approved drawings available for inspection at site required. Sec. 7-1-93. Reserved (deleted) Sec. 7-1-94. Inspections. Sec. 7-1-95. Same—Inspection service. Sec. 7-1-96. Same—Inspection prior to issuance of certificate of occupancy or completion. Sec. 7-1-97. Same—Required inspections. Sec. 7-1-98. Written approval required. Sec. 7-1-99. Reserved (deleted) Sec. 7-1-100. Reserved (deleted) Sec. 7-1-101. Certificates of occupancy. Sec. 7-1-102. Reserved (deleted) Sec. 7-1-103. Certificate of completion. Sec. 7-1-104. Service utilities. Sec. 7-1-105. Reserved (deleted) Sec. 7-1-106. Reserved (deleted) Secs. 7-1-107—7-1-115. Reserved. Article 6. Construction Trades Regulation Sec. 7-1-116. Payment of Occupation Tax, Bond, and Liability Insurance Sec. 7-1-116-1.Qualifications for Home and Commercial Private Building Inspector Sec. 7-1-116.2 ---- Sec. 7-1-116.17 Reserved (deleted) Sec. 7-1-117. Performing building, electrical, plumbing, and HVAC work. Sec. 7-1-118. Limitations on use of building, electrician, plumber or HVAC certificate to obtain permit. Sec. 7-1-119. Exemptions from sections 7-1-117 through 7-1-118. Sec. 7-1-120. Penalties for violations of sections 7-1-117 through 7-1-118. Secs. 7-1-121—7-1-130. Reserved. Attachment number 1 \nPage 2 of 28 Item # 25 Chapter 1 BUILDIG AD BUILDIG REGULATIOS ARTICLE 1 I GEERAL Sec. 7-1-1. Scope. The provisions of this Chapter shall govern the administration and enforcement of the International Building, Gas, Mechanical, Plumbing, Energy Conservation, and Fire Codes, the International Residential Code, and the National Electric Code, hereinafter referred to as the technical codes, as are adopted in Article 7 herein. Sec. 7-1-1.1 Appendices. Provisions in the appendices shall not apply unless specifically adopted. Sec. 7-1-2. Title. The provisions embraced within the following articles and sections shall constitute and be known and may be cited as The Building Code of Augusta, Georgia, hereinafter referred to as this building code. Sec. 7-1-3. Code remedial. (a) General. The purpose of this code is to establish the minimum requirements to safeguard the public health, safety and general welfare through structural strength, means of egress facilities, stability, sanitation, adequate light and ventilation, energy conservation, and safety to life and property from fire and other hazards attributed to the built environment and to provide safety to fire fighters and emergency responders during emergency operations. (b) Quality control. Quality control of materials and workmanship is not within the purview of this building code except as it related to the purposes stated herein. (c) Permitting and inspection. The inspection or permitting of any building, system or plan by any jurisdiction, under the requirements of this building code, shall not be construed in any court as a warranty of the physical condition of such building, system or plan or their adequacy. No jurisdiction nor any employee thereof shall be liable in tort for damages for any defect or hazardous or illegal condition or inadequacy in such building, system or plan, nor for any failure of any component of such, which may occur subsequent to such inspection or permitting. Sec. 7-1-4. Applicability. (a) Generally. Where, in any specific case, different sections of this building code specify different materials, methods of construction or other requirements, the most restrictive shall govern. Where there is a conflict between a general requirement and a specific requirement, the specific requirement shall be applicable. (b) Building. The provisions of the International Building Code shall apply to the construction, alteration, movement, enlargement, replacement, repair, use and occupancy, location, maintenance, removal and demolition of every building or structure or any appurtenances connected or attached to such buildings or structures. (c) Residential. The provisions of the International Residential Code for One- and Two-Family Dwellings shall apply to the construction, alteration, movement, enlargement, replacement, repair, use and occupancy, location, removal, and demolition of detached one- and two-family Attachment number 1 \nPage 3 of 28 Item # 25 dwellings and townhouses not more than three stories above grade in height with a separate means of egress and their accessory structures. (d) Electrical. The provisions of the ational Electrical Code shall apply to the installation of electrical systems, including alterations, repairs, replacement, equipment, appliances, fixtures, fit tings and appurtenances thereto. (e) Gas. The provisions of the International Gas Code shall apply to the installation of consumers' gas piping, gas appliances and related accessories as covered in this building code. These requirements apply to gas piping systems extending from the point of delivery to the inlet connections of appliances, and the installation and operation of residential and commercial gas appliances and related accessories. (f) Mechanical. The provisions of the International Mechanical Code shall apply to the installation of mechanical systems, including alterations, repairs, replacement, equipment, appliances, fixtures, fittings and/or appurtenances, including ventilating, heating, cooling, air conditioning and refrigeration systems, incinerators, and other energy-related systems. (g) Plumbing. The provisions of the International Plumbing Code shall apply to every plumbing installation, including alterations, repairs, replacement, equipment, appliances, fixture, fittings and appurtenances, and when connected to a water or sewerage system. (h) Energy Conservation. The provisions of the International Energy Conservation Code shall regulate the design and construction of buildings for the effective use of energy. (i) Fire Prevention. The provisions of the International Fire Code shall apply to matters affecting or relating to structures, processes and premises from the hazard of fire and explosion arising from the storage, handling or use of structures, materials or devices; from conditions hazardous to life, property or public welfare in the occupancy of structures or premises; and from the construction, extension, repair, alteration or removal of fire suppression and alarm systems or fire hazards in the structure or on the premises from occupancy or operation. (j) Property Maintenance. The provisions of the International Property Maintenance Code shall apply to existing structures and premises; equipment and facilities; light, ventilation, space heating, sanitation, life and fire safety hazards, (j) Federal or state authority. The provisions of this building code shall not be held to deprive any federal or state agency, or any applicable governing authority having jurisdiction, of any power or authority which it had on the effective date of the adoption of this building code or of any remedy then existing for the enforcement of its orders, nor shall it deprive any individual or corporation of its legal rights as provided by law. (k) Appendices. To be enforceable, the appendices included in the technical codes must be referenced in the code text or specifically included in the adopting ordinance. (l) Referenced standards. Standards referenced in the technical codes shall be considered an integral part of the codes without separate adoption. If specific portions of a standard are denoted by code text, only those portions of the standard shall be enforced. Where code provisions conflict with a standard, the code provisions shall be enforced. Permissive and advisory provisions in a standard shall not be construed as mandatory. Sec. 7-1-5. Alteration or repair of existing building. Alterations or repairs to existing buildings shall be governed by the Technical codes. Sec. 7-1-6. Change in occupancy of existing building. If the occupancy of an existing building is entirely changed, the building shall be made to conform to the requirements of this building Attachment number 1 \nPage 4 of 28 Item # 25 code for the new occupancy. If the occupancy of only a portion of an existing building is changed and that portion is separated from the remainder of the building, then that portion must be made to conform pursuant to applicable building codes. Sec. 7-1-7. Reserved. Sec. 7-1-8. Preferential classification and assessment of landmark historic property. Property in Augusta, Georgia, may qualify as landmark historic property and be eligible to receive the preferential assessment provided for in section (c.1) of O.C.G.A. § 48-5-7. Sec. 7-1-9. Installation or maintenance by homeowner. Nothing in this building code shall prevent a homeowner from doing construction, installing electrical, mechanical or plumbing systems or maintaining his home within his own property boundaries, provided such work is done by himself and is used exclusively by him or his family. Such privilege does not convey the right to violate any of the provisions of this building code, nor is it construed as exempting any such property owner from obtaining a permit, paying required fees and requesting inspections. Secs. 7-1-10—7-1-15. Reserved. ARTICLE 2. STRUCTURAL STADARDS AD REQUIREMETS Sec. 7-1-16. Technical codes—Adopted by reference. The latest edition of the Georgia Mandated codes and Georgia Amendments as promulgated by the State of Georgia through the Department of Community Affairs shall be enforced by Augusta Georgia. (Adoption of the codes, appropriate appendices, and amendments by the State of Georgia are so denoted. Georgia Optional Codes adopted by Augusta Georgia are so denoted.) http://www.dca.state.ga.us/development/constructioncodes/programs/codeAmendments.asp Georgia Mandated Codes Code GA Adopted Amendments and Appendices International Building Code * International Plumbing Code * International Fuel Gas Code * International Mechanical Code * National Electrical Code * International Energy Conservation Code * International Fire Code * International Residential Code * Georgia Optional Codes International Property Maintenance Code , 2003 Edition The Planning and Development Department shall be responsible for the administration and enforcement of the above codes adopted by reference. Any person or persons failing to comply with the provisions of the above codes in Augusta, Georgia shall be guilty of an offense and upon trial as a misdemeanor and conviction, shall be punished as provided in section 1-6-1 of this Code. Attachment number 1 \nPage 5 of 28 Item # 25 Sec. 7-1-17. Same—Conflicts with chapter provisions. All provisions in this chapter in conflict with any provisions of the Technical codes referenced in section 7-1-16 shall govern and control, and the conflicting provisions of the referenced codes shall be repealed. Sec. 7-1-18. Reserved. Editor’s note—Ord. No. 6176, adopted in 1999, repealed § 7-1-18 in its entirety. Formerly, said section pertained to rigid or thin wall conduit required in certain installations. Sec. 7-1-19. Mothballing vacant structures. (a) In lieu of enforcement under other provisions of this Code, the owner(s) of a vacant structure may elect to close or 'mothball' the structure if the structure is vacant and unfit for human habitation and occupancy, and it is not dilapidated, unsafe, unsanitary, or in danger of structural collapse. Mothballing is defined as a method used to protect a vacant structure from weather damage and vandals while preserving the structure for future use. The goal of mothballing is to temporarily protect the property to allow the owner to plan the property's future, or acquire funds for preservation, rehabilitation or restoration. In historic districts, the owner, prior to mothballing, must obtain a certificate of appropriateness pursuant to Augusta-Richmond County Code Title 7, Chapter 4, Article 4, Application to Preservation Commission for certificate of appropriateness. (b) Prior to mothballing a structure, the property owners will be required to register the vacant property with the Planning and Development Department. The Planning and Development Department will issue a mothballing a permit. Within ten (10) days of completion of the mothballing, the property owner must contact the Planning and Development Department to schedule an initial compliance inspection. Annually, the property will be inspected for compliance with the provisions of this Code Section. Replaced With: Sec. 7-1-19.2 Registration of vacant and abandoned buildings (a) Owners of vacant buildings, who elect to mothball in lieu of repairing or demolishing the structure, must register their properties at the Planning and Development department prior to beginning work. This registration shall be made through a form provided by the department and shall include a list of a contact person or persons responsible for the maintenance and repair of the property. This form shall contain the current telephone numbers and addresses of all contact persons. It is the sole responsibility of the property owner to update this information at the Planning and Development department. (b) Mothballing permit. After registration, the owners of vacant buildings must obtain a mothballing permit from the Planning and Development department. The cost of the mothballing permit is twenty dollars ($25.00) that includes the compliance inspection. A separate building permit may be required for building repairs. (c) Term of permit, one year; option to renew for one year. A mothballing permit shall be valid for one year next following the date of the registration of the property and may be renewed for one year next following the first anniversary of the date of the issuance of said permit. The fee for the renewal term shall be $25.00 and shall be paid when application is made for renewal. Attachment number 1 \nPage 6 of 28 Item # 25 Sec. 7-1-19.3. Specific mothballing procedures. The three highest priorities for a mothballed building are: 1) to protect the building from sudden loss, 2) to weatherize and maintain the property to stop moisture penetration, and 3) to control the humidity levels inside once the building has been secured. Sec. 7-1-19.4. General mothballing procedures. (a) A properly mothballed building will have a watertight roof, secured doors and windows, repaired or stabilized rot problems, painted wood, repaired masonry, and well maintained grounds. All trash, debris, garbage should be removed from inside, outside and under the house. (b) To ensure compliance with this Code section, the property owner, at a minimum, should take the following actions: (1) The building's roof should be weather tight. Missing shingles should be replaced, holes should be repaired. Rolled roofing is acceptable as a temporary repair material; but if it is used, it must be securely installed. (2) Windows should be covered on the exterior with high grade plywood cut to fit within the window opening. Window coverings should be attached with screws to minimize damage to the window when they are removed. Window coverings should be painted a flat color — i.e. dark grey or black, or a color that matches the building. (3) The water should be turned off and the pipes drained. If the building has a functional sprinkler system, it should remain operational. (4) All electrical systems not necessary for security, fire prevention, and/or ventilation should be disconnected. (5) Exterior walls surfaces shall be free of breaks, holes, loose or missing materials to prevent deterioration. All exterior surfaces shall be repaired and protected from the elements including but not limited to porches, decks, balconies and fences. All metal surfaces subject to rust or corrosion shall be coated to inhibit such rust and corrosion. Gutters should be cleaned and inspected to verify that they discharge away from the building. Corrective measures should be taken as necessary. (6) Potential points for water intrusion, like crawlspace openings and basement windows, should be blocked and the water diverted away from the building; however, basement and crawlspace ventilation shall be maintained. (7) Loose architectural elements like brackets that should be documented, removed, and stored on site. Securely attached material should not be removed. (8) Chimneys should be securely blocked with heavy duty wire mesh to prevent animal intrusion. (9) The building should be adequately ventilated. Small openings covered with heavy duty wire mesh at the top of window coverings may be adequate. In humid climates, forced air ventilation may be necessary. (10) Vegetation around the building should be pruned back from the walls a minimum of twelve (12) inches to allow good airflow. Overhanging dead tree limbs and branches should be removed. The property grounds shall be maintained at all times (including bushes, beds, and other vegetation), the grass shall not exceed six (6) inches in height and the property shall be kept free of trash and debris at all times. (11) The owner shall establish a monitoring and maintenance schedule for the building. The schedule, at a minimum, should require that a drive-by inspection be done on a Attachment number 1 \nPage 7 of 28 Item # 25 monthly basis, that a walk around be done every three (3) months, and that the building be entered and inspected annually. Sec. 7-1-19.5. Mothballing—Boarding specifications. The property owner must comply with the following minimum requirements regarding windows, exterior doors and other openings in exterior walls of vacant structures. (1) Minimum cleaning and safety requirements: a. Remove to legal dumpsite all trash debris, garbage from inside, outside and under house before boarding. (Keep on file copy of all receipts from landfill or their disposal facility for review.) b. Correct health and structural hazards inside, outside and under house before boarding. (2) Minimum window board-up requirements a. Remove windowpanes if broken. If window panes not broken, lower or raise window sash to permit installation of carriage bolts described below. b. Neatly cut a single piece of one-half (1/2) inch high grade exterior plywood that is sized to fit snugly inside the window opening against the windows stop. Consider installing two (2) inches × four (4) inches blocking within opening for back of plywood to rest against snugly. c. Cut an opening centered and six (6) inches below the top of the plywood and install a metal soffit vent that covers the opening but allows light to enter the structure once the plywood has been installed. Use screws to attach the vent to the plywood. d. Cut at least two two (2) inches × four (4) inches wood support members that are sixteen (16) inches wider than the window opening. e. The support members are to be mounted horizontally and flush against the interior window casing with eight (8) inches extending left and right of the window opening. The top support should be located within one-fourth (1/4) and one-third (1/3) of the window opening height from the top of the opening. The bottom support should be located within one-half (1/2) to one-third (1/3) of the window opening height from the bottom of the opening. f. Drill at least two holes in each of the two (2) inches × four (4) inches support members then drill holes in the plywood that line up with the holes drilled in the support members. g. Insert a washer over the end of a three-eighths (3/8) inch diameter round, smooth head, carriage bolt. h. Line up each hole in the two (2) inches × four (4) inches support member and the plywood. i. At each hole, insert a three-eighths (3/8) inch diameter carriage bolt from exterior to interior through the plywood, through the window opening and through the two (2) inches × four (4) inches and plywood toward each other until there is no play. j. Prime the exterior surface of the plywood. k. On the exterior, caulk the perimeter edges of the plywood. l. Paint the exterior surface of the plywood a flat color — i.e. dark grey or black, or a color that matches the building. (3) Minimum exterior door board-up requirements. a. Remove door. b. Neatly cut a single piece of one-half (1/2) inch high grade exterior plywood that is sized to fit snugly inside the door opening against the doorstop. Consider installing two Attachment number 1 \nPage 8 of 28 Item # 25 (2) inches × four (4) inches blocking within opening for back of plywood to rest against snugly. c. Cut an opening centered and six (6) inches below the top of the plywood and install a metal soffit vent that covers the opening but allow light to enter the structure once the plywood has been installed. Use screws to attach the vent to the plywood. d. Cut a least two two (2) inches times; four (4) inches wood support members that are sixteen (16) inches wider than the door opening. e. The support members are to be mounted horizontally and flush against the interior door casing with eight (8) inches extending left and right of the door opening. The top support should be located within one-fourth (1/4) and one-third (1/3) of the door opening height from the top of the opening. The bottom support should be located within one-fourth (1/4) to one-third (1/3) of the door opening height from the bottom of the opening. f. Drill at least two (2) holes in each of the two (2) inches × four (4) inches support member and the plywood. At each hole, insert a three-eighths (3/8) inch diameter carriage bolt from exterior to interior—through the plywood, through the door opening and through the two (2) inches × four (4) inches. g. Insert a washer over the end of a three-eighths (3/8) inch diameter round, smooth head, carriage. h. Line up each hole in the two (2) inches × four (4) inches support member and the plywood. At each hole,insert a three-eighths (3/8) inches diameter carriage bolt—from exterior to interior—through the door opening and through the two (2) inches × four (4) inches. i. Slip a three-eighths (3/8) inch diameter nut and washer over the end of the carriage bolt inside the structure and securely tighten the nut pulling the two (2) inches × four (4) inches and plywood toward each other until there is no play. j. Prime the exterior surface of the plywood. k. On the exterior, caulk the perimeter edges of the plywood. l. Paint the exterior surface of the plywood a flat color—i.e. dark grey or black, or a color that matches the building. (4) Crawlspace/basement door, gable vent or other opening. a. Remove door or vent and install when necessary two (2) inches × four (4) inches blocking in the opening. b. Cut a single piece of one-half (1/2) inch high grade exterior plywood that will fit snugly against the outside edge of the blocking. c. Screw plywood snugly to blocking using at least one (1) inch screws. d. Prime the exterior surface of the plywood and caulk the perimeter edges. e. Paint the exterior surface of the plywood a flat color — i.e. dark grey or black, or a color that matches the building. Replaced With: Sec. 7-1-19.6 Completion period (a) Period of completion. Owners of vacant structures shall have ninety (90) days from date of issuance of the mothballing a permit to complete mothball the building in compliance with these provisions. Attachment number 1 \nPage 9 of 28 Item # 25 (b) Extension. The Director of the Planning and Development Department may extend the completion period up to ninety (90) days based on unusual circumstances and financial hardships. Sec. 7-1-19.7 Initial compliance inspection. (a) Initial compliance inspection. The Planning and Development Department will conduct an initial mothballing compliance inspection of the building, and shall issue an acceptance certificate if the property owner has substantially complied with the requirements as set forth in. (b) on-acceptance . If the owner has not substantially complied with the requirement of this ordinance, the department shall issue an issue a note of non-acceptance during the initial compliance inspection, the department shall provide the owner with a copy of the noted deficit area(s). The building owner will have thirty (30) days from the date of inspection within which to take corrective action(s) and request another compliance inspection. The owner may be subject to other enforcement proceedings under this Code if the department notes the structure as non-acceptance during a follow-up compliance inspection. Sec. 7-1-19.8 Annual compliance inspections. To ensure compliance, the Planning and Development Department will conduct annual inspections of all structures registered under this Code section. Sec. 7-1-19.9 Enforcement. The Planning and Development department will be responsible for enforcing compliance with the mothballing ordinance. Secs. 7-1-20—7-1-25. Reserved. Replaced With: ARTICLE 3. PLAIG AD DEVELOPMET DEPARTMET Section 7-1-26 Established. The Planning and Development Department was effectively established by the Augusta, Georgia Commission in Augusta, Georgia Code Section 8-1-5 herein. Section 7-1-27 Employee qualifications. (a) Director-Building Official qualifications. The person in charge of the Planning and Development Department shall be known as the Director-Building Official. The Director- Building Official shall have at least ten (10) years‟ experience or equivalent as an architect, engineer, inspector, contractor, or superintendent of construction, or any combination of these, five (5) years of which shall have been in responsible charge of work. The Director-Building Official shall be certified as a building official through a recognized certification program. The Director-Building Official shall be appointed or hired by the Augusta, Georgia Commission and shall not be removed from the office except for cause after full opportunity has been given to be heard on specific charges before the Commission. Attachment number 1 \nPage 10 of 28 Item # 25 Sec. 7-1-28. Restrictions on employees’ business interests. An office or employee connected with the department, except one whose only connection is as a member of the board established by this building code, shall not be financially interested in the furnishing of labor, material, or appliances for the construction, alteration, or maintenance of a building, structure, service, system, or in the making of plans or specifications therefore, unless he is the owner of such building. Such officer or employee shall not engage in any work which is inconsistent with his duties or with the interests of the department. Section 7-1-29 Records and Reports. (a) The Director-Building Official shall keep, or caused to be kept, a record of the business of the department. The records of the department shall be open to public inspection. (b) The Director-Building Official shall annually submit a report to the Augusta, Georgia Administrator covering the work of the department during the preceding year. He may incorporate in said report a summary of the decisions of the Construction Advisory Board during said year. Section 7-1-30 Liability, defense of employees for actions taken in the course of their duties. Any officer or employee, or member of the Construction Advisory Board, charged with the enforcement of this building code, acting for the governing body in the discharge of his duties, shall not thereby render himself liable personally; and he is hereby relieved from all personal liability for any damage that may accrue to persons or property as a result of any act required or permitted in the discharge of his duties. Any suit brought against any officer or employee or member because of such act performed by him in the enforcement of any provision of this building code shall be defended by the Augusta, Georgia attorney until the final termination of the proceedings. Section 7-1-31 Powers and duties of Director-Building Official. (a) The Director-Building Official shall enforce the provisions of this building code, and is authorized to render interpretations of this building code which are consistent with its spirit and purpose. The Director-Building Official‟s power shall include, but not be limited to, the following: (1) Right of entry. Whenever necessary to make an inspection to enforce any of the provisions of this building code, or whenever the Director-Building Official has reasonable cause to believe that there exists in any building or upon any premises any condition or code violation which makes such building, structure, premises, electrical, gas, mechanical, or plumbing systems unsafe, dangerous or hazardous, the building official may enter such building, structure or premises at all reasonable times to inspect the same or to perform any duty imposed upon the Director-Building Official by this building code. If such building or premises are occupied, he shall first present proper credentials and request entry. If such building, structure, or premises are unoccupied, he shall first make a reasonable effort to locate the owner or other persons having charge or control of such and request entry. If entry is refused, the building official shall have recourse to every remedy provided by law to secure entry. When the Director-Building Official shall have first obtained a proper inspection warrant or other remedy provided by law to secure entry, no owner or occupant or any other persons having charge, care or control of any building, structure, or premises shall fail or neglect, after proper request is made as herein provided, to promptly permit entry therein by the Director-Building Attachment number 1 \nPage 11 of 28 Item # 25 Official, or his designer, for the purpose of inspection and examination pursuant to this building code. (2) Inspections. The Director-Building Official may make, or cause to be made, the inspections required by this building code. (3) Tests. The Director-Building Official may require tests or test reports as proof of compliance. Tests, if required, are to be made at the expense of the owner, or his agent, by an approved testing laboratory or other approved agency. Copies of such test reports or the results of all such tests shall be kept on file in the office of the Director-Building Official. (4) Stop work orders. Upon notice from the Planning and Development Department, work on any building, structure, electrical, gas, mechanical or plumbing system that is being done contrary to the provisions of this building code or in a dangerous or unsafe manner, shall be immediately stopped. Such notice shall be in writing and shall be given to the owner of the property, or to his agent, or to the person doing the work, and shall state the conditions under which work may be resumed. When an emergency exists, written notice shall not be required to be given to the Planning and Development Department. (5) Revocation of permits. a. The Director-Building Official may revoke a permit or approval, issued under the provisions of this Chapter, in case there has been any false statement or misrepresentation as to a material fact in the application or plans on which the permit or approval was based. b. The Director-Building Official may revoke a permit upon determination by the Director-Building Official that the construction, erection, alteration, repair, moving, demolition, installation, or replacement of the building, structure, electrical, gas, mechanical or plumbing systems, for which the permit was issued is in violation of, or not if conformity with, the provisions of this building code. Section 7-1-32 Requirements not covered by code. Any requirements necessary for the strength, stability or proper operation of an existing or proposed building, structure, electrical, gas, mechanical or plumbing system, or for the public safety, health and general welfare, not specifically covered by this or the other technical codes, shall be determined by the Planning and Development Department. Sec. 7-1-33. Alternate materials and methods. The provisions of the technical codes are not intended to prevent the use of any material or method of construction not specifically prescribed by them, provided any such alternate has been reviewed by the Director-Building Official. The Director-Building Official shall approve any such alternate, provided the Director-Building Official finds that the alternate for the purpose intended is at least the equivalent of that prescribed in the technical codes, in quality, strength, effectiveness, fire resistance, durability and safety. The Director-Building Official shall require that sufficient evidence or proof by submitted to substantiate any claim made regarding the alternate. Attachment number 1 \nPage 12 of 28 Item # 25 Secs. 7-1-34—7-1-45. Reserved. ARTICLE 4. COSTRUCTIO ADVISORY BOARD* Sec. 7-1-46. Created. There is hereby created the Augusta-Richmond County Construction Advisory Board which shall consist of ten (10) members. The Board shall serve in an advisory and mediation capacity only, and allmembers shall be appointed by the Augusta-Richmond County Commission and shall serve at the pleasure thereof. Replaced With: Sec. 7-1-47. Composition. The Board shall be composed of the following: a. One (1) licensed electrical contractor; b. One (1) master plumber; c. One (1) licensed HVAC contractor; d. One (1) commercial contractor; e. One (1) residential contractor; f. One (1) architect; g. One (1) electrical engineer; h. One (1) consulting engineer; i. One (1) consumer member-Super District 9; and j. One (1) consumer member-Super District 10. k. One (1) Residential-Light Commercial Contractor. Members, other than the initial members, shall be appointed for terms of four (4) years. Vacancies shall be filled for an unexpired term in the amount of which the original appointments are required to be made. Continued absence of any member from regular meetings of the Board shall, at the discretion of the Commission, render any such member liable to immediate removal from office. The Augusta, Georgia employee holding the position of Director-Building Official of the Planning and Development Department shall be responsible for all administrative duties and support to the Advisory Board. The Director-Building Official, Building Inspectors, Planning Commission Director, Utilities Department Director, and Fire Chief, employed by Augusta, Georgia shall serve in an advisory capacity as non-voting, ex-officio members of the Advisory Board. At its first meeting of each calendar year, the construction Advisory Board shall elect one (1) of its members as Chairman and one (1) of its members as Vice-Chairman to serve during the calendar year and until his/her successor has been elected and qualified for office. The Chairman shall preside at meetings of the Advisory Board. In the absence of the Chairman, the Vice Chairman shall preside at meetings. In order to take any action, a quorum of at least a majority of voting members of the Advisory Board must be present at the duly called meeting. A vote of a majority of the voting members present at the duly called meeting at which a quorum is present shall be required to adopt or approve any proposed action by the Board. The Construction Advisory Board shall meet on the second Thursday in each of the following months: January, March, May, July, September, and November. Special meetings may be called by the Chairman, or Vice-Chairman, as he/she deems necessary. Attachment number 1 \nPage 13 of 28 Item # 25 Sec. 7-1-48. Duties. The Construction Advisory Board shall adopt such reasonable rules and regulations as are necessary for the conduct of its affairs and shall, when needing legal advice, consult with Augusta, Georgia Attorney, through the department Director/Building Official. It shall be the duties of the Construction Advisory Board to: (a) Serve in an advisory capacity to the Commission on matters pertaining to Construction. (b) Conduct mediation hearings to resolve differences of opinions in the interpretation of all construction codes and inspection procedures in force in Augusta, Georgia. (c) Make recommendations to the Commission concerning unresolved matter in interpretation of codes and inspection procedures. (d) The Advisory Board Committee will not make any changes from the standard codes adopted. If it is felt that any code does not meet Augusta, Georgia‟s needs due to unique physical or climatological conditions, a proposal to modify a code may be submitted to the Commission through the department Director/Building Official. (e) Serve as a liaison between the Augusta, Georgia and builders, developers, design professionals and other disciplines involved in the building and development industries. This duty includes dissemination of information such as adoption of new building codes and changes in policies to these groups and the general public. (f) Appoint a member of the Construction Advisory Committee to serve as an ex-officio member of the Subdivision Regulations Committee. Secs. 7-1-49 --- 7-1-55. Reserved. Sec. 7-1-56. Appeals proceedings—authorized; filing notice of appeal. (a) Whenever the Director/Building Official shall reject or refuse to approve the mode or manner of construction proposed to be followed, or materials to be used in the erection or alteration of a building or structure, or when it is claimed that the provisions of the building code do not apply, or that an equally good or more desirable form of construction can be employed in any specific case, or when it is claimed that the true intent and meaning of the building code or any of the regulations there under have been misconstrued or wrongly interpreted, the owner of such building or structure or his duly authorized agent, may appeal from the decision of the Director/Building Official to the Construction Advisory Board; or when the building owner has reason to file a claim against the contractor’s bond, the owner of such building or structure or his duly authorized agent, may petition the Construction Advisory Board through the Building Official to hear the facts and approve recommending to the Augusta Commission that the contractor’s bond- in an amount to be determined at the hearing- should be forfeited to the building owner. (b) Notice of Appeal shall be in writing and filed within ten (10) days after the decision is rendered by the Director/Building Official. A fee of fifty dollars ($50.00) shall accompany such notice of appeal. In case of a building or structure which, in the opinion of the Director/Building Official, is unsafe or dangerous, the Director/Building Official may, in his order, limit the time for such appeal to be a shorter period. Appeals hereunder shall be on forms provided by the Director/Building Official. Attachment number 1 \nPage 14 of 28 Item # 25 Sec. 7-1-57. Same-decisions. (a) The Advisory Board shall, in every case, reach a decision without unreasonable or unnecessary delay. (b) The Advisory Board, when so appealed to and after a hearing, may vary the application of any provision of this building code to any particular case when, in its opinion, the enforcement thereof would do manifest injustice and would be contrary to the spirit and purpose of this building code or public interest, or when, in its opinion, the interpretation of the Director/Building Official would be modified or reversed. A decision of the Board to vary the application of any provision of this building code or to modify an order of the Director/Building Official shall specify in what manner such variation or modification is made, the conditions upon which it is made, and the reasons therefore. (c) Every decision of the Advisory Board shall be final, subject, however, to such remedy as any aggrieved party might have at law or in equity. It shall be in writing and shall indicate the vote upon the decision. Every decision shall be promptly filed in the office of the Director/Building Official, and shall be open to public inspection; a copy shall be sent by mail or otherwise to the applicant. (d) If a decision of the Advisory Board reverses or modifies a refusal, order, or disallowance of the Director/Building Official, or varies the application of any provision of the building code, the Director/Building Official shall immediately take action in accordance with such decision. Secs. 7-1-58-7-1-80. Reserved. ARTICLE 5. PERMITS, ISPECTIOS AD CERTIFICATES OF OCCUPACY Sec. 7-1-81. Permit application; exceptions. (a) When required. Any owner, authorized agent, or contractor who desires to construct, enlarge, alter, repair, move, demolish, or change the occupancy of a building or structure, or to erect, install, enlarge, alter, repair, remove, convert or replace any electrical, gas, mechanical or plumbing system, the installation of which is regulated by the technical codes, or to cause any such work to be done, shall first make application to the Director-Building Official and obtain the required permit for the work. (b) Exceptions. Exemptions from permit requirements of this code shall not be deemed to grant authorization for any work to be done in any manner in violation of the provisions of this code or any other laws or ordinances of this jurisdiction. Permits shall not be required for the following: Building: 1. One-story detached accessory structures used as tool and storage sheds, playhouses and similar uses, provided the floor area does not exceed 120 square feet, and the structure location complies with required setbacks. 2. Fences installed in compliance with height and location restrictions. 3. Sidewalks and driveways installed on private property in compliance with soil erosion and storm water management regulations. 4. Painting, papering, tiling, carpeting, cabinets, counter tops, and similar finish work. 5. Swings and other playground equipment accessory to detached one- and two-family dwellings. Attachment number 1 \nPage 15 of 28 Item # 25 Electrical: Repairs and maintenance: Minor repair work, including the replacement of lamps or the connection of approved portable electrical equipment to approved permanently installed receptacles. Gas: 1. Portable heating appliance. 2. Replacement of any minor part that does not alter approval of equipment or make such equipment unsafe. Mechanical: 1. Portable heating appliance. 2. Portable ventilation equipment. 3. Portable cooling unit. 4. Steam, hot or chilled water piping within any heating or cooling equipment regulated by the code. 5. Replacement of any part that does not alter its approval or make it unsafe. 6. Portable evaporative cooler. 7. Self-contained refrigeration system containing 10 pounds (5kg) or less of refrigerant and actuated by motors of 1 horsepower (746 W) or less. Plumbing: 1. The stopping of leaks in drains, water, soil, waste or vent pipe, provided however, that if any concealed trap, drain pipe, water, soil, waste or vent pipe becomes defective and it becomes necessary to remove and replace the same with new material, such work shall be considered as new work and a permit shall be obtained and inspection made as provided in this code. 2. The clearing of stoppages or the repairing or leaks in pipes, valves or fixtures and the removal and reinstallation of water closets, provided such repairs do not involve or require the replacement or rearrangement of valves, pipes or fixtures. (c) Emergency Repairs. Where equipment replacements and repairs must be performed in emergency situations, the permit application shall be submitted within the next working business day to the building official. (d) Repairs. Application or notice to the building official is not required for ordinary repairs to structures, replacement of lamps or the connection or approved portable electrical equipment to approved permanently installed receptacles. Such repairs shall not include the cutting away of any wall, partition or portion thereof, the removal or cutting or any structural beam or load- bearing support, or the removal or change or any required means of egress, or rearrangement of parts of a structure affecting the egress requirements; nor shall ordinary repairs include addition to, alteration of, replacement or relocation of any standpipe, water supply, sewer, drainage, drain leader, gas, soil, waste, vent, or similar piping, electric or mechanical or other work affecting public health or general safety. Attachment number 1 \nPage 16 of 28 Item # 25 (e) Public service agencies. A permit shall not be required for the installation, alteration or repair of generation, transmission, distribution or metering or other related equipment that is under the ownership and control of public service agencies by established right. (f) Temporary structures. A special building permit for a limited time shall be obtained before the erection of temporary structures such as construction sheds, seats, canopies, tents and fences used in construction work or for temporary purposes such as reviewing stands. Such structures shall be completely removed upon the expiration of the time limit stated in the permit. (g) Work authorized. A building, electrical, gas, mechanical or plumbing permit shall carry with it the right to construct or install the work, provided the same are shown on the drawings and set forth in the specifications filed with the application for the permit. Where these are not shown on the drawings and covered by the specifications submitted with the application, separate permits shall be required. (h) Minor repairs. Ordinary minor repairs may be made with the approval of the building official without a permit, provided that such repairs shall not violate any of the provisions of the technical codes. (i) Information required. Each application for a permit, with the required fee, shall be filed with the Planning and Development Department on a form furnished for that purpose and shall contain a general description of the proposed work and its location. The application shall be signed by the owner, or his authorized agent. The building permit application shall indicate the proposed occupancy of all parts of the building and of that portion of the site or lot, if any, not covered by the building or structure and shall contain such other information as may be required by the license and inspection department. (j) Time limitations. An application for a permit for any proposed work shall be deemed to have been abandoned six (6) months after the date of filing for the permit, unless before then a permit has been issued. One or more extensions of time for periods of not more than ninety (90) days each may be allowed by the Director-Building Official for the application, provided the extension is requested in writing and justifiable cause is demonstrated. (k) Issuance to contractors only. No permit, except for homeowners as provided for in section 7- 1-9 and section 7-1-121(a), shall be issued to anyone other than a properly licensed contractor under the laws of the State of Georgia and the ordinances of Augusta-Richmond County. (k) Issuance to contractors only. No permit, except for homeowners as provided for in section 7- 1-9 and to Augusta, Georgia as provided for in section 7-1-81(i), shall be issued to anyone other than a properly licensed contractor under the laws of the State of Georgia and the ordinances of Augusta, Georgia. (l) Augusta, Georgia. Nothing in this building code shall prevent Augusta, Georgia from building, installing electrical, mechanical or plumbing systems or maintaining property owned by Augusta, Georgia. Such privilege does not convey the right to violate any of the provisions of this building code, nor is it construed as exempting Augusta, Georgia from obtaining a permit and requesting inspections. (m) Suspension or revocation. The building official is authorized to suspend or revoke a permit issued under the provisions of this code whenever the permit is issued in error or on the basis of incorrect, inaccurate or incomplete information, or in violation of any ordinance or regulation or any of the provisions of this code. (n) Placement of permit. The building permit or copy shall be kept on the site of the work until the completion of the project. Attachment number 1 \nPage 17 of 28 Item # 25 Sec. 7-1-82. Drawings and specifications. (a) Requirements. When required by the Director-Building Official, two (2) or more copies of specifications, and of drawings drawn to scale with sufficient clarity and detail to indicate the nature and character of the work, shall accompany every application. Such drawings and specifications shall contain information, in the form of notes or otherwise, as to the quality of materials, where quality is essential to conformity with this building code. Such information shall be specific, and this building code shall not be cited as a whole or in part, nor shall the term legal or its equivalent be used, as a substitute for specific information. All information, drawings, specifications and accompanying data shall bear the name and signature of the person responsible for the design. Where special conditions exist, the building official is authorized to require additional construction documents to be prepared by a registered design professional. Exception: The building official is authorized to waive the submission of construction documents and other data not required to be prepared by a registered design professional if it is found that the nature of the work applied for is such that review of construction documents is not necessary to obtain compliance with this code. (b) Additional data. The Director-Building Official may require details, computations, stress diagrams, and other data necessary to describe the construction and basis of calculations. (c) Design professionals. All drawings, specifications, and accompanying data shall bear the name and address of the designer. In the case of buildings or structures of Group E-Educational, Group I-Institutional and Group A-Assembly occupancy, and all buildings or structures three (3) stories or more in height or five thousand (5,000) square feet in area, except one and two-family dwellings, such designer shall be an architect or engineer legally registered under the laws of this state regulating the practice of architecture or engineering and shall affix his official seal to said drawings, specifications and accompanying data. (d) Structural and fire resistance integrity. Plans for all buildings shall indicate how required structural and fire-resistive integrity will be maintained where a penetration of a required fire resistive wall, floor or partition will be made for electrical, gas, mechanical, plumbing and communication conduits, pipes and systems and also indicate in sufficient detail how the fire integrity will be maintained where required fire resistive floors intersect the exterior walls. (e) Means of egress. The construction documents shall show in sufficient detail the location, construction, size and character of all portions of the means of egress in compliance with the provisions of this code. (f) Exterior wall envelope. Construction documents for all buildings shall describe the exterior wall envelope in sufficient detail to determine compliance with this code. The construction documents shall provide details of the exterior wall envelope as required, including flashing, intersections with dissimilar materials, corners, end details, control joints, intersections at roof, eaves or parapets, means of drainage, water-resistive membrane and details around openings. The construction documents shall include manufacturer’s installation instructions that provide supporting documentation that the proposed penetration and opening details described in the construction documents maintain the weather resistance of the exterior wall envelope. The supporting documentation shall fully describe the exterior wall system which was tested, where applicable, as well as the test procedure used. Attachment number 1 \nPage 18 of 28 Item # 25 Sec. 7-1-83. Site drawings; boundary line survey. The Director-Building Official shall require drawings showing the location of the proposed building or structure and of every existing building or structure on the site or lot. He may also require a boundary line survey, if necessary, prepared by a qualified surveyor. Sec. 7-1-84. Hazardous occupancies. The Director-Building Official may require the following: (a) General site plan. A general site plan drawn at a legible scale which shall include, but not be limited to, the location of all buildings, exterior storage facilities, permanent access ways, evacuation routes, parking lots, internal roads, chemical loading areas, equipment cleaning areas, storm and sanitary sewer accesses, emergency equipment and adjacent property uses. The exterior storage areas shall be identified with the hazard classes and the maximum quantities per hazard class of hazardous materials stored. (b) Building floor plan. A building floor plan drawn to a legible scale which shall include, but not be limited to, all hazardous materials storage facilities within the building and shall indicate rooms, doorways, corridors, exits, fire rates assemblies with their hourly rating, location of liquid tight rooms, and evacuation routes. Each hazardous materials storage facility shall be identified on the plan with the hazard classes and quantity range per hazard class of the hazardous materials stored. Sec. 7-1-85. Examination of permit applications and documents; inspection of buildings prior to permit decisions. (a) Review. The Director-Building Official shall examine, or cause to be examined, each application for permit and the accompanying documents, consisting of drawings, specifications, computations and additional data and shall ascertain by such examinations whether the construction indicated and described is in accordance with the requirements of the technical codes and all other pertinent laws or ordinances. (b) Affidavits. The Director-Building Official may accept a sworn affidavit from a registered architect or engineer stating that the plans submitted conform to the technical codes. For buildings and structures, the affidavit shall state that the plans conform to the laws as to egress, type of construction and general arrangement and, if accompanied by drawings, show the structural design and that the plans and design conform to the requirements of the technical codes as to strength, stresses, strains, loads and stability. The Director-Building Official may without any examination or inspection accept such affidavit, provided the architect or engineer who made such affidavit agrees to submit to the Director-Building Official copies of inspection reports as inspections are performed and upon completion of the structure, electrical, gas, mechanical, or plumbing systems a certification that the structure, electrical, gas, mechanical or plumbing system has been erected in accordance with the requirements of the technical codes. Where the Director-Building Official relies upon such affidavit, the architect or engineer shall assume full responsibility for the compliance with all provisions of the technical codes and other pertinent laws or ordinances. (c) Before issuing a permit, the Director-Building Official may examine, or cause to be examined, any building, electrical, gas, mechanical, or plumbing systems for which an application has been received for permit to enlarge, alter, repair, move, demolish or change the occupancy. Attachment number 1 \nPage 19 of 28 Item # 25 Replaced With: Sec. 7-1-86. Issuing Permits. (a) Action on permits. The Director-Building Official shall act upon an application for a permit with plans as filed, or as amended, without unreasonable or unnecessary delay. If the Director- Building Official is satisfied that the work described in an application for permit and the documents filed therewith conform to the requirements of the technical codes and other pertinent laws and ordinances, he shall issue a permit therefor to the applicant. (b) Refusal to issue permit. If the application for a permit and the accompanying documents describing the work do not conform to the requirements of the technical codes or other pertinent laws or ordinances, the Director-Building Official shall not issue a permit, but shall return the documents to the applicant with his refusal to issue such permit. Such refusal shall, when requested, be in writing and shall contain the reasons therefor. (c) Public right of way. A permit shall not be given by the Director-Building Official for the construction of any building, or for the alteration of any building where said building is to be changed and said change will affect the exterior walls, bays, balconies, or other appendages or projections fronting on any street, alley or public lane, or for the placing on any lot or premises of lot or premises, unless the applicant has made application at the office of the Director of Planning and Development for the lines of the public street on which he proposes to build, erect or locate said building; and it shall be the duty of the Director-Building Official to see that the street lines are not encroached upon except as provided in chapter 3 hereof. Sec. 7-1-87. Contractor's responsibilities. It shall be the duty of every contractor who shall make contracts for the installation or repairs of building, structure, electrical, gas, mechanical or plumbing systems, for which a permit is required, to comply with state and/or local rules and regulations concerning licensing which the applicable governing authority may have adopted. Sec. 7-1-88. Phased approval - Special permits for foundation pending permit issuance. The building official is authorized to issue a permit for the construction of foundations or any other part of a building or structure before the construction documents for the whole building or structure have been submitted, provided that adequate information and detailed statements have been filed complying with pertinent requirements of this code. The holder of such permit for the foundation or other parts of a building or structure shall proceed at the holder’s own risk with the building operation and without assurance that a permit for the entire structure will be granted. Sec. 7-1-89. Conditions of permit. (a) Permit intent. A permit issued shall be construed to be a license to proceed with the work and shall not be construed as authority to violate, cancel, alter, or set aside any of the provisions of the technical codes, nor shall such issuance of a permit prevent the Director-Building Official from thereafter requiring a correction of errors in plans or in construction, or of violations of this building code. Every permit issued shall become invalid unless the work authorized by such permit is commenced within six (6) months after its issuance, or if the work authorized by such permit is suspended or abandoned for a period of six (6) months after the time the work is commenced; provided that, for cause, one (1) or more extensions of time, for periods not exceeding ninety (90) days each, may be allowed. The extension shall be requested in writing Attachment number 1 \nPage 20 of 28 Item # 25 and justifiable cause demonstrated. Extensions shall be granted in writing by the Director- Building Official. (b) Permit issued on basis of affidavit. Whenever a permit is issued in reliance upon an affidavit or whenever the work to be covered by a permit involves installation under conditions which, in the opinion of the Director-Building Official, are hazardous or complex, the Director-Building Official shall require that the architect or engineer who signed the affidavit or prepared the drawings or computations shall supervise the work. In addition, they shall be responsible for conformity with the permit, provide copies of inspection reports as inspection are performed, and upon completion make and file with the building official written affidavit that the work has been done in conformity with the reviewed plans and with the structural provisions of the technical codes. In the event such architect or engineer is not available, the owner shall employ in his stead a competent person or agency whose qualifications are reviewed by the Director-Building Official. Sec. 7-1-90. Permit fees. (a) When due and payable. A permit shall not be issued until the fees prescribed in this section shall have been paid, nor shall an amendment to permit be approved until the additional fee, if any, due to an increase in the estimated cost of the building, structure, electrical, plumbing, mechanical or gas systems, shall have been paid. (b) Accounting of fees. The Director-Building Official shall keep a permanent and accurate accounting of all permit fees and other monies collected, the names of all persons upon whose account the same was paid, along with the date and amount thereof. (c) Amount-fee schedule. On all buildings, structures, electrical, plumbing, mechanical and gas systems or alterations requiring a permit, a fee for each permit shall be paid as required in subsection (a) of this section at the time of filing application, in accordance with the following schedule: (1) Residential. a. Single-Family Fee Schedule. Building, per square foot under roof $.06 Electrical, per house $50.00 Mechanical, per house $50.00 Plumbing, per house $50.00 Fireplace, each $8.00 Inspection fee, per house on crawl space $238.00 (14 inspections at $17.00 each) Inspection fee, per house on slab $255.00 (15 inspections at $17.00 each) b. Single-Family Attached (townhouses). Where lot is sold with house, fees shall be the same as for single-family. c. Apartment and condominium dwelling unit permit fees. The permit fee will be based on the construction cost using fee schedule. d. Seventeen dollars ($17.00) for each required inspection per dwelling unit. Attachment number 1 \nPage 21 of 28 Item # 25 e. All repairs, additions, alterations will be based on cost of labor and materials, using fee schedule, plus seventeen dollars ($17.00) for each required inspection. f. All inspections requested on the weekend and after normal business hours will be at a cost of one-hundred dollars ($100.00) per inspection. (2) Commercial, industrial, multifamily, and public building, having total valuation. ($500.00 and less: no fee unless inspection required.) $1.00 to $6,250.00 $50.00 flat fee, plus $17.00 fee for each inspection shall be charged. $6,251.00 to $15,000.00 $50.00 for the first $6,250.00 plus $4.20 for each additional thousand or fraction thereof, to and including $15,000.00. $15,001.00 to $50,000.00 $87.80 for the first $15,000.00 plus $4.20 for each additional thousand or fraction thereof, to and including $50,000.00. $50,001.00 to $100,000.00 $234.80 for the first $50,000.00 plus $3.15 for each additional thousand or fraction thereof, to and including $100,000.00. $100,001.00 to $500,000.00 $392.30 for the first $100,000.00 plus $2.10 for each additional thousand or fraction thereof to and including $500,000.00. $500,001.00 and up. $1,232.30 for the first $500,000.00 plus $1.05 for each additional thousand or fraction thereof. (3) Moving of buildings or structures; for the moving of any building or structure, the fee shall be sixty-seven ($67). (4) Demolition of buildings or structures; for the demolition of any building or structure, the fee shall be fifty dollars ($50.00) per building, plus a seventeen dollar ($17.00) inspection fee. (5) All subcontractors and contractors for electrical, mechanical, plumbing, low voltage and sprinklers (building and grounds) will be required to purchase their own permits based on the fee schedule provided in paragraph (2) of this sub-section. Attachment number 1 \nPage 22 of 28 Item # 25 (6) All commercial repairs will be based on the cost or contract using the fee schedule in paragraph (2) of this sub-section for building, electrical, mechanical, plumbing, low- voltage and sprinkler system contractors. (7) Electrical permits for new (location) mobile homes shall be fifty dollars ($50.00) plus a seventeen dollar ($17.00) inspection fee and permits for electrical repairs to mobile homes shall be fifty dollars ($50.00) plus a seventeen dollar ($17.00) inspection fee. (8) Re-Inspection; if it is necessary to make a re-inspection for a required building, electrical, mechanical or plumbing inspection because of improper work, the contractor responsible shall pay a re-inspection fee of twenty-five dollars ($25.00) for each re-inspection. (9) Mothballing Permits: flat fee of twenty-five dollars ($25.00). (d) Same—Permit valuation. Permit valuations shall include total cost, such as plumbing, electrical, mechanical equipment and other systems, including materials and labor. If, in the opinion of the Director-Building Official, the valuation of building, alteration, structure, electrical, gas, mechanical or plumbing systems appears to be underestimated on the application, the permit shall be denied unless the applicant can show detailed estimated cost to meet the approval of the Director-Building Official. (e) Plan review fees. The fee for reviewing all plans, including Building, Electrical, Plumbing and Mechanical shall be sixty-six percent (66%) of the permit amount. One and two-family dwellings are exempt from plan review fees. (f) Augusta, Georgia. Notwithstanding any other provisions as provide in this building code, Augusta, Georgia shall not be required to pay any permit, inspection or review fees. (g) Refunds. The building official is authorized to establish a refund policy. Sec. 7-1-91. Commencing work without permit prohibited; penalty for violation. A person, firm or corporation who commences any work on a building, structure, electrical, gas, mechanical or plumbing system, or who causes the same to be done, before obtaining the necessary permits, shall be subject to a five hundred dollar ($500.00) penalty for the first offense and a one thousand dollar ($1,000.00) penalty for the second offense and each offense occurring thereafter. Sec. 7-1-92. Posting building permit card; keeping approved drawings available for inspection at site required. (a) Work requiring a building permit shall not be commenced until the permit holder or his agent shall have posted the building permit card in a conspicuous place on the front of the premises. The permit shall be protected from the weather and located in such position as to permit the Director-Building Official or his authorized representative to conveniently make the required entries thereon. This permit card shall be maintained in such position by the permit holder until the certificate of occupancy or completion has been issued by the Director-Building Official. Attachment number 1 \nPage 23 of 28 Item # 25 (b) When the Director-Building Official issues a permit, he shall endorse, in writing or by stamp, both sets of plans Reviewed for Code Compliance. One set of drawings so reviewed shall be retained by the building official and the other set shall be returned to the applicant. The permit drawings shall be kept at the site of work and shall be open to inspection by the Director- Building Official or his authorized representative. Sec. 7-1-93. Deleted Sec. 7-1-94. Inspections. (a) Existing building inspections. The Director-Building Official shall inspect all buildings, structures, electrical, gas, mechanical and plumbing systems, from time to time, during and upon completion of the work for which a permit was issued. He shall make a record of every such examination and inspection and of all violations of the technical codes. (b) Manufacturers and fabricators. When deemed necessary by the Director-Building Official, he shall make, or cause to be made, an inspection of materials or assemblies at the point of manufacture or fabrication. He shall make a record of every such examination and inspection and of all violations of the technical codes. Sec. 7-1-95. Same—Inspection service. The Director-Building Official may make, or cause to be made, the inspections required by section 7-1-94. He may accept reports of inspectors of recognized inspection services, provided that after investigation he is satisfied as to their qualifications and reliability. A certificate called for by any provision of the technical codes shall not be based on such reports unless the same are in writing and certified by a responsible officer of such service. Sec. 7-1-96. Same—Inspection prior to issuance of certificate of occupancy or completion. The Director-Building Official shall inspect or cause to be inspected at various intervals all construction or work for which a permit is required, and a final inspection shall be made of every building, structure, electrical, gas, mechanical or plumbing system upon completion, prior to the issuance of the certificate of occupancy or completion. Sec. 7-1-97. Same—Required inspections. The Director-Building Official, upon notification from the permit holder or his agent, shall make the following inspections of buildings and such other inspections as may be necessary, and shall either approve that portion of the construction or shall notify the permit holder or his agent of any violations which must be corrected in order to comply with the technical codes: Required Inspections- Special Conditions 1. Rebar electrical grounding: do not place concrete until inspection is approved. 2. Footing: Setback – string line required detailing property line. Do not place concrete until inspections are approved. 3. Foundation (masonry): do not install floor system until inspections are approved. 4. Plumbing slab: 10’ head pressure or 5 psi required. Do not cover piping until inspections are approved. Attachment number 1 \nPage 24 of 28 Item # 25 5. Monolithic slab (turndown): string line required detailing property line. Do not place concrete until inspections are approved. 6. Concrete slab: do not place concrete until inspections are approved. 7. Sewer line: do not cover until inspections are approved. 8. Rough framing, electrical, mechanical, and plumbing: do not cover until all inspections are approved. 9. Pre-power: electrical service released conditionally for testing and start up. 10. Final building, electrical, mechanical, and plumbing: do no occupy until all inspections are approved. Sec. 7-1-98. Written approval required. Work shall not be done on any part of a building, structure, electrical, gas, mechanical or plumbing system beyond the point indicated in each successive inspection without first obtaining the written approval of the inspector. Such written approval shall be given only after an inspection has been made of each successive step in the construction or installation as indicated by each of the foregoing inspections. Sec. 7-1-99. Deleted Sec. 7-1-100. Deleted Sec. 7-1-101. Certificates of occupancy. (a) Building occupancy. A new building shall not be occupied or a change be made in occupancy or the nature or the use of a building or part of a building until after the Director-Building Official shall have issued a certificate of occupancy therefore. Said certificate shall not be issued until all required electrical, gas, mechanical, plumbing and fire protection systems have been inspected for compliance with the technical codes, and other applicable laws and ordinances, payment of all fees, and approved by the Director-Building Official. (b) Temporary/partial certificates of occupancy. A temporary/partial certificate of occupancy may be issued for a portion or portions of a building which may safely be occupied prior to final completion of the building. Sec. 7-1-102. Deleted Sec. 7-1-103. Certificate of completion. Upon satisfactory completion of a building, structure, electrical, gas, mechanical or plumbing system, a certificate of completion may be issued. This certificate is proof that a structure or system is complete and for certain types of permits is approved for use and may be connected to a utility system. This certificate does not grant authority to occupy or connect a building, such as a shell building, prior to the issuance of a certificate of occupancy. Sec. 7-1-104. Service utilities. (a) Connection of service utilities. No person shall make connections from a utility, source of energy, fuel or power to any building or system which is regulated by the technical codes for Attachment number 1 \nPage 25 of 28 Item # 25 which a permit is required, until approved by the Director-Building Official and a certificate of occupancy or completion issued. (b) Temporary connection. The Director-Building Official may authorize the temporary connection of a building or system to the utility source of energy, fuel or power for the purpose of testing building service systems or for use under a temporary certificate of occupancy. (c) Authority to disconnect service utilities. The Director-Building Official shall have the authority to authorize disconnection of utility service to the building, structure or system regulated by the technical codes, in case of emergency where necessary to eliminate an immediate hazard to life or property. The Director-Building Official shall notify the serving utility, and whenever possible the owner and occupant of the building, structure or service system, of the decision to disconnect prior to taking such action. If not notified prior to disconnecting, the owner or occupant of the building, structure or service system shall be notified in writing, as soon as practical thereafter. Sec. 7-1-105. Deleted Sec. 7-1-106. Deleted The Director-Building Officialmay require tests or test reports as proof of compliance. Required tests are to be made at the expense of the owner, or his agent, by an approved testing laboratory or other approved agency. Secs. 7-1-107—7-1-115. Reserved. ARTICLE 6. COSTRUCTIO TRADES REGULATIO Sec. 7-1-116. PAYMET OF OCCUPATIO TAX, BOD AD L IABILITY ISURACE REQUIRED. It shall be the duty of every builder (residential, residential-light commercial, and general contractor), specialty contractor, plumber, electrician, and HVAC contractor who shall make contracts for the erection or construction or repair of buildings or installation of building components, or who shall make contracts for the installation or construction or repair of electrical, plumbing, or HVAC systems, for which a permit is required, and every contractor or builder, specialty contractor, plumber, electrician, or HVAC contractor making such contracts and subletting the same, or any part thereof, to do the following: (a) Obtain a business tax certificate in accordance with Title 2, Chapter 2 of the Augusta- Richmond County Code; or if a business tax certificate or business license has been obtained elsewhere in the State of Georgia and is current and valid, present a copy of said business tax certificate or license to the Planning and Development Department. (b) Execute and deposit in the Planning and Development Department a bond in the sum of fifteen thousand dollars ($15,000) for Georgia State licensed Residential contractors, a bond in the sum of twenty thousand dollars ($20,000) for Georgia State licensed Residential-Light Commercial contractors, General contractors, electrical, plumbing and HVAC contractors, and a bond in the sum of five thousand dollars ($5,000) for Specialty contractors; such bond to be conditioned that all work performed by the contractor or under his supervision shall be performed in Attachment number 1 \nPage 26 of 28 Item # 25 accordance with the provisions of this building code and that he shall pay all fees and penalties properly imposed upon him for violations of the provisions of this building code. (c) Place on file in the license and inspection department office a certificate of insurance for public liability and property damage for an amount not less than fifty thousand dollars ($50,000.00) for each person and one hundred thousand dollars ($100,000.00) for each occurrence. It shall be the responsibility of the contractor to notify the Planning and Development Department immediately upon cancellation of or change in public liability and property damage insurance. (d) Place on file a copy of the Georgia State license for builders (residential, residential- light commercial, or general contractor), electricians, plumbers, and mechanical contractors who will be purchasing permits as either a sole proprietor or as an agent. Sec. 7-1-116-1. Qualifications for home and commercial private building inspectors. (1) Present proof of current certification by the American Society of Home Inspectors, or any other national certifying agency for building inspectors that is approved for this purpose by the Building Official, as a private building inspector for residential and commercial structures. (2) Obtain a business tax certificate in accordance with Title 2, Chapter 2 of the Augusta- Richmond County Code; or if a business tax certificate or business license has been obtained elsewhere in the State of Georgia and is current and valid, present a copy of said business tax certificate or license to the Planning and Development Department. Sec. 7-1-116-2 through Sec. 7-1-116-17. Deleted Sec. 7-1-117. Performing building, electrical, plumbing, and HVAC work. Building (Residential, Residential-Light Commercial, and General Contractor), Electrical, Plumbing, and HVAC contractors required to employ State certified personnel. Before being licensed to perform building, electrical, plumbing, and HVAC contracting and construction in Augusta-Richmond County, each person, firm or corporation desiring such license shall have a person regularly employed who has been certified by the Georgia State Construction Industry Board (O.C.G.A. Title 43). Sec. 7-1-118. Limitations on use of building, electrician, plumber, or HVAC certificate to obtain permit. (a) No person holding State certification as builder, electrician, plumber or HVAC contractor shall allow his certification to be used, directly or indirectly, for the purpose of obtaining a permit, business license, or to perform work unless said person is employed by the firm applying for the permit, business license or performing said work. (b) Any person or persons found guilty of using another person's State certification for the purpose of obtaining a permit or doing work under a certificate other than his own may be reported to the Georgia State Construction Industry Licensing Board and subject to penalty as prescribed in section 7-1-120. Sec. 7-1-119. Exemptions from sections 7-1-117 through 7-1-118. (a) Owner performing building, electrical, plumbing, or HVAC work at his residence. Nothing contained herein shall prevent or prohibit an owner from doing building, electrical, plumbing, or Attachment number 1 \nPage 27 of 28 Item # 25 HVAC work in a dwelling in which he resides; provided, however, such owner shall pay required permit fees and shall make such installations as required by this building code for safety purposes and provided, however, such person does not employ another to do said work unless that person holds appropriate State certifications for the type work he will be performing, and said person holds a current business tax certificate. (b) Industry maintenance department. Any manufacturing industry employing fifty (50) or more workers and operating its own maintenance department shall be exempt from the provisions of this article, except that the installations shall be in compliance with the standards provided by the applicable code. (c) Augusta, Georgia. Nothing contained herein shall prevent or prohibit Augusta, Georgia from having its employees do building, electrical work, plumbing work (or other work requiring a permit) for Augusta, Georgia; provided, however, that Augusta, Georgia shall be required to obtain a permit and make such installations as required by this building code for safety purposes and the installations shall be in compliance with the standards provided by the applicable code. Sec. 7-1-120. Penalties for violations of sections 7-1-117 through 7-1-118. (a) Any violation of any of the provisions, sections or subsections of sections 7-1-117 through 7- 1-118, shall be tried as a misdemeanor and punished as provided in section 1-6-1 of this Code. The inspector shall have the authority to issue or cause to be issued a subpoena to the person violating said sections to appear in the appointed court for a hearing. (b) In addition to (a) of this section, any person, firm or corporation who violates 7-1-117 through 7-1-118 will be reported to the State Construction Industry License Board for further punitive action as provided for in O.C.G.A. (Title 43). (c) Any person, firm or corporation who shall continue to violate sections 7-1-117 through 7- 1118, may be presented to the Augusta Commission for consideration to deny, revoke, or suspend the business tax certificate as provided for in Section 2-1-38. Attachment number 1 \nPage 28 of 28 Item # 25 Attachment number 2 \nPage 1 of 31 Item # 25 Attachment number 2 \nPage 2 of 31 Item # 25 Attachment number 2 \nPage 3 of 31 Item # 25 Attachment number 2 \nPage 4 of 31 Item # 25 Attachment number 2 \nPage 5 of 31 Item # 25 Attachment number 2 \nPage 6 of 31 Item # 25 Attachment number 2 \nPage 7 of 31 Item # 25 Attachment number 2 \nPage 8 of 31 Item # 25 Attachment number 2 \nPage 9 of 31 Item # 25 Attachment number 2 \nPage 10 of 31 Item # 25 Attachment number 2 \nPage 11 of 31 Item # 25 Attachment number 2 \nPage 12 of 31 Item # 25 Attachment number 2 \nPage 13 of 31 Item # 25 Attachment number 2 \nPage 14 of 31 Item # 25 Attachment number 2 \nPage 15 of 31 Item # 25 Attachment number 2 \nPage 16 of 31 Item # 25 Attachment number 2 \nPage 17 of 31 Item # 25 Attachment number 2 \nPage 18 of 31 Item # 25 Attachment number 2 \nPage 19 of 31 Item # 25 Attachment number 2 \nPage 20 of 31 Item # 25 Attachment number 2 \nPage 21 of 31 Item # 25 Attachment number 2 \nPage 22 of 31 Item # 25 Attachment number 2 \nPage 23 of 31 Item # 25 Attachment number 2 \nPage 24 of 31 Item # 25 Attachment number 2 \nPage 25 of 31 Item # 25 Attachment number 2 \nPage 26 of 31 Item # 25 Attachment number 2 \nPage 27 of 31 Item # 25 Attachment number 2 \nPage 28 of 31 Item # 25 Attachment number 2 \nPage 29 of 31 Item # 25 Attachment number 2 \nPage 30 of 31 Item # 25 Attachment number 2 \nPage 31 of 31 Item # 25 Commission Meeting Agenda 2/21/2012 5:00 PM Contract Modification #6 – New Fixed Base Operation (FBO) Department:Augusta Regional Airport Caption:Motion to approve Contract Modification #6 with Choate Construction Company for the construction of the New Fixed Base Operation (FBO). (Approved by Public Services Committee February 13, 2012) Background:The Augusta Aviation Commission awarded a contract to Choate Construction Company on June 30, 2011 for the construction of the new Fixed Base Operation (FBO) building at the Augusta Regional Airport. The original contract was for $5,045,461.00. Analysis:Contract Modification #6 is a request for Choate to: •Water Cooler Revision $1,410.27 •Delete Assistant’s Office Doors ($356.32) •Fireplace Addition $16,031.34 •Misc. Electrical Revisions $3,623.66 •Site Water Line Revisions $10,556.34 •Misc. Steel Supports $1,634.89 •Unfaced Batt Insulation ($950.18) Total $31,950.00 Financial Impact:After reviewing the specifications it was determined that certain amenities were removed form the original contract. Upon further discussion, these amenities were deemed by the Executive Director and the Augusta Aviation Commission, to be necessary to the project. Alternatives:Deny request. Recommendation:Approve Choate Construction Company Change Modification #6 in the amount of $31,950.00 Funds are Available in the Following Accounts: 551 08 1206 5413130 REVIEWED AND APPROVED BY: Cover Memo Item # 26 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 26 Contract Modification #6 Airport: Augusta Regional Airport Date Initiated: 18 Jan 12 Owner: City of Augusta Project: New FBO Terminal Contractor: Choate Construction Company Project Number: 0733-17 The contractor is requested to perform the following work described upon receipt of an approved copy of this document or as directed by the engineer. Item # Choate Contract Mod # Description Unit Quantity Line Item Price 1 19 Water Cooler Revision LS 1 $1,410.27 2 22 Assistant’s Office #123, Delete/Add Doors LS 1 ($356.32) 3 23 Fireplace Addition LS 1 $16,031.34 4 24 Misc. Electrical Revisions LS 1 $3,623.66 5 25 Site Water Line Revisions LS 1 $10,556.34 6 26 Misc. Steel Supports LS 1 $1,634.89 7 28 Unfaced Batt Insulation LS 1 ($950.18) $31,950.00 Total Contract Amount Original Contract Total $5,045,461.00 Previous Contract Modification Total (CM #1 - 5) $99,261.56 This Contract Modification Total (CM #6) $31,950.00 Revised Contract Total $5,176,672.56 Total Contract Time Original Contract Time 250 calendar days Changes to Contract Time from Previous Contract Modifications 2 calendar days Changes to Contract Time from This Contract Modification 0 calendar days Revised Contract Time Total 252 calendar days This document shall become an amendment to the contract and all provisions of the contract will apply. Justification for Change Brief description of the proposed contract changes and locations: 1. Plumbing Fixture Revisions. During the value engineering process prior to contract execution, a cost savings change was proposed to the project Plumbing Fixture Package. This change included providing a different drinking fountain and accessories. Upon review of the submittal for the proposed change, it was Attachment number 1 \nPage 1 of 3 Item # 26 determined the quality did not meet that of the building. Therefore, the originally planned drinking fountain was recommended. This change resulted in an increase to the project of $1,410.27. Refer to Choate Change Order Proposal #19. 2. Assistant’s Office #123, Delete/Add Doors. It was determined that an area of the main sitting area be converted into an office for the FBO Manager’s Assistance. As a result to the design change, a credit in the amount of $356.32 will be added to the contract. Refer to Choate Change Order Proposal #28. 3. Fireplace Addition. During the value engineering process prior to contract execution, a cost savings change was proposed to eliminate a functioning wood fireplace in the main sitting area. However, after careful consideration it was determined a fireplace would be preferred. Therefore, this item represents including a propane fireplace to the project. This change resulted in an increase to the project of $16,031.34. Refer to Choate Change Order Proposal #23. 4. Miscellaneous Electrical Revisions. This item represents modifications associated with the building electrical, which includes installing new power circuits and wireless access point data drops per the review of City IT department. This change resulted in an increase to the project of $3,623.66. Refer to Choate Change Order Proposal #24. 5. Site Water Line Revisions. As a result to the rerouting of the site water layout from the east side of the building to the west side of the building modifications to the site water line were required per Augusta Utility Department design guidelines. The modifications included adding a backflow preventer, PIV and vault for fire service, and a backflow preventer for domestic service, and an additional fire hydrant, gate valves, tees, fittings, tapping sleeves and valves. This change resulted in an increase to the project of $10,556.34. Refer to Choate Change Order Proposal #25. 6. Miscellaneous Steel Supports. This item represents modifications associated with the addition of the automatic sliding doors into the vestibule. Work is to include additional overhead supporting steel for tube steel columns, and a bent plate needed to carry brick over door opening. Refer to Choate Change Order Proposal #26. 7. Unfaced Batt Insulation. This item represents a change in the type of insulation from faced batt insulation to unfaced batt insulation. As a result to this change, a credit of $950.18 will be added to the contract. Refer to Change Order Proposal #28. Attachment number 1 \nPage 2 of 3 Item # 26 C&PE Project #: 0733-18 Contract Modification # 6 Recommended by: ___________________________________ Campbell & Paris Engineers January 19, 2012 Date Accepted by: ___________________________________ Choate Construction Company ____________ Date Approved by: ___________________________________ Augusta Regional Airport ____________ Date Approved by: _____________________________________ City of Augusta _____________ Date Submit 4 original copies to the City of Augusta. Attachment number 1 \nPage 3 of 3 Item # 26 Commission Meeting Agenda 2/21/2012 5:00 PM Custodial Services Contract Department:Augusta Regional Airport Caption:Motion to approve a contract between Augusta Regional Airport and American Facility Services, Inc. for custodial services. (Approved by Public Services Committee February 13, 2012) Background:Custodial services were previously provided under contract by Southern Management, Inc. Their contract ended November 10, 2011. The Procurement Department solicited and received bids on December 13, 2011 for the new solicitation. The apparent low bidder withdrew their bid because of errors in their calculations. American Facility Services, Inc. was the next lowest bidder and was recommended for the contract. Analysis:Augusta Regional Airport, through the Procurement Department process, received bids and chose American Facility Services, Inc. as the contractor of choice due to their proposal and low bid. Their references have been checked and the bid of $190,800.00 is within the airport’s budget. The contract for these services is attached for your review and approval. Financial Impact:Their references have been checked and the bid of $190,800.00 is within the airport’s budget. Alternatives:Deny request. Recommendation:Airport staff recommends the Augusta Aviation Commission approve the contract with American Facility Services, Inc. for $190,800.00. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 27 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 27 CONTRACT AUGUSTA-RICHMOND COUNTY FOR THE AUGUSTA REGIONAL AIRPORT And AMERICAN FACILITY SERVICES FOR CUSTODIAL SERVICES Attachment number 1 \nPage 1 of 30 Item # 27 Page 2 of 30 Custodial Contract – American Facility Services This Contract for Custodial Services (hereinafter designated as the "Contract") made and entered into as of February 28, 2012, by and between the City of Augusta (City) for the AUGUSTA REGIONAL AIRPORT, (hereinafter designated as "Airport”) and AMERICAN FACILITY SERVICES, INC. (hereinafter designated as “Contractor”), WITNESSETH: WHEREAS, the City is the owner and operator of a full service commercial airport known as the Augusta Regional Airport; WHEREAS, the City has solicited a bid for Contract Custodial Services for the Airport, and Contractor has submitted a Bid for said services which was accepted by the City on behalf of the Airport; NOW, THEREFORE, in consideration of the mutual covenants, promises, and agreements herein contained, the City and Contractor hereby agree as follows: The Services of the Contractor shall be in accordance with the scope of services and all provisions provided herein. SECTION 1 GENERAL CONDITIONS ARTICLE 1 DEFINITIONS In addition to the terms that may be defined in the Bid document, the following terms have the following meanings whenever used in the Contract Documents (defined below), or in related documents, the terms or pronouns used in place of them shall be defined as follows: 1. CP-Approved Cleaning Product. 2. Airport – Augusta Regional Airport. 3. Administrator - The person authorized by the Airport to administer the Contract. 4. Aviation Commission- the Commissioners tasked with the overall administration of the Airport. 5. Aviation Director- the person tasked with the day to day operations of the Airport. 6. Augusta-Richmond County or City- the Augusta-Richmond County Commission 7. Change Order - A written order initiated by the Administrator directing the Contractor to perform changes, additions, or deletions in the work. 8. Contract Coordinator - Persons designated by the Administrator who shall coordinate the activities of the Contractor at the facilities 9. Contractor - The individual, partnership, or corporation who enters into a Contract with the City for the services as described in the General Conditions and the Performance Work Statement. 10. Contract Documents – The Bid, Form of Contract, General Conditions; Performance Work Statement; Contractor’s Technical specifications and Cost inclusive, together with all addenda, supplemental change orders, required exhibits, and schedules. 11. Contract - The written agreement between the City and the Contractor for the performance of the work in accordance with the requirements of the Contract Documents. Attachment number 1 \nPage 2 of 30 Item # 27 Page 3 of 30 Custodial Contract – American Facility Services 12. General Conditions - The general term comprising all the directions, provisions, and requirements contained herein, entitled "General Conditions" and any Addenda, which may be issued for the Contract. 13. General Manager - The person authorized by the Contractor to act fully on behalf of the Contractor in administering this Contract. 14. Performance Work Statement – The documents which describe the manner of performing the work, including detailed technical requirements as to labor, materials, equipment, and methods by which such work is to be performed, and describing the relations between the City and the Contractor. 15. Routine Work – is that work to be normally performed by the Contractor as set forth in the Scope of work and as specified in the Performance Work Statement. 16. Subcontractor - Any individual, partnership, or corporation who is contractually bound to the Contractor to perform a specific portion of the total work package under this Contract which is limited to special projects approved by the Administrator. 17. Term - That period of time beginning March 1, 2012 and ending February 28, 2013. ARTICLE 2 INDEPENDENT CONTRACTOR/SUBCONTRACTOR Contractor is acting, in performance of this Contract, as an independent contractor. Personnel supplied by the Contractor or its agents or subcontractors hereunder are not Airport’s employees or agents and Contractor assumes full responsibility for their acts. Contractor shall be solely responsible for the payment of compensation to Contractor's employees. Neither the City or Airport shall be responsible for payment of worker's compensation, disability benefits, and unemployment insurance or for withholding and paying employment taxes for any Contractor employee, or Contractor's subcontractors or agent's employees, but such responsibility shall be solely that of Contractor. This clause of the agreement does not prevent Airport from requiring Contractor to have its employees follow normal rules and guidelines for work performance, redirecting the efforts of the employees to meet the needs of the facilities, performing safety or from requiring Contractor to perform the requirements of this Contract satisfactorily, according to the General Conditions and Performance Work Statement. ARTICLE 3 CONTRACTOR'S PERFORMANCE 3.1 Contractor shall, at its own expense, furnish all necessary management, supervision, labor, technical support and other accessories and services for the cleaning of the facilities and performance of other services as described in the Contract Documents. Such services shall be performed in strict accordance with the General Conditions and Performance Work Statement. 3.2 All performance shall be subject to inspection and approval by the Administrator, or its designee, as provided in said Performance Work Statement. If the Contractor's performance is, or becomes unsatisfactory, as determined by the Administrator, an appropriate reduction in approved hours or payment due will be made from Contractor's invoice and Contractor will be directed to provide Attachment number 1 \nPage 3 of 30 Item # 27 Page 4 of 30 Custodial Contract – American Facility Services adequate personnel, or otherwise correct the unsatisfactory performance. The correction of unsatisfactory performance shall be at no additional cost to Airport. 3.3 The General Conditions and/or the Performance Work Statement may be amended from time to time, as deemed necessary by the Administrator, by written communication to the Contractor, and shall have the same effect as if fully written herein; such changes may include, but shall not be limited to increases or decreases in labor-hours, changes in work procedures, or changes in shift times. 3.4 In the event an amendment to the General Conditions and/or the Performance Work Statement changes the labor-hours required for Routine Work, the approved Labor Hours shall be increased or decreased as appropriate. Any changes will require the execution of a Change Order by the parties. ARTICLE 4 AUTHORIZED REPRESENTATIVES 4.1. CITY/AIRPORT’S REPRESENTATIVE Airport’s Representative shall be Gary LeTellier, Aviation Director, Clarence Fennell or his designee. 4.2 CONTRACTOR’S REPRESENTATIVE(S) CONTRACTOR must designate in writing a person(s) acceptable to Airport to serve as its representative ("Contractor’s Representative”) in all dealings with Airport. The initial Contractor’s Representative will be Kevin McCann, President. Contractor’s Representative may be changed upon prior written notice delivered to Airport’s Representative. ARTICLE 5 PATENT INDEMNITY Except as otherwise provided, the Contractor agrees to indemnify the City and its Board of Commissioners, officers, agents and employees against liability, including costs and expenses for infringement upon any letters or patent of the United States arising out of the performance of this Contract or out of the use or disposal by or for the account of the City of supplies furnished or construction work performed hereunder. ARTICLE 6 CHANGES The City may, during the Contract period, make changes to the Scope of Work, which may result in changes to the general scope of the Contract and its provisions. Written agreements, changes, or amendments to this Contract shall not be binding upon the City unless signed by the Aviation Commission or Mayor. ARTICLE 7 TERM The term of this Contract shall commence on March 1, 2012, and shall continue for a period of one (1) year from that date, unless terminated by Airport as provided in paragraph 8 hereof. The Contract may be renewed for one additional year at the sole option of the City. The City shall notify the Contractor at least ninety (90) days prior to the expiration date of its intent to renew this Contract. Attachment number 1 \nPage 4 of 30 Item # 27 Page 5 of 30 Custodial Contract – American Facility Services ARTICLE 8 TERMINATION 8.1 The City may, at its sole option, terminate the Contract with or without cause at any time upon thirty (30) days written notice by certified mail to the Contractor without prejudice to any other right or remedy it may have. 8.2 This Contract shall terminate immediately upon written notice by the City or Airport upon the occurrence of any of the following circumstances: 8.2.1 If, with or without the Contractor’s consent, a receiver, liquidator, trustee or similar administrator is appointed to take charge of all, or substantially all, of its assets; 8.2.2 If either the Contractor is adjudged, or becomes bankrupt or insolvent, is unable to pay its debts as they become due, or makes an assignment for the benefit of its creditors; 8.2.3 Of any judicial proceedings are commenced by or on behalf of the Contractor pursuant to any bankruptcy, insolvency or debtor relief law; 8.2.4 If the Contractor voluntarily or involuntarily undertakes to dissolve or wind-up its affairs. 8.3 The City shall be the sole judge of non-performance, which shall include any failure on the part of Contractor to accept the award, to furnish required documents, and/or to fulfill any portion of this Contract within the time stipulated or within thirty (30) days, whichever is earlier. 8.4 Upon failure of Contractor to perform any of its obligations hereunder and its failure to cure the default within ten (10) days after notice thereof, Airport may, at its option, terminate this Agreement and or pursue any other remedy at law or in equity. All such remedies are cumulative and may be exercised concurrently or separately. Contractor shall pay Airport all costs and expenses, including attorney’ s fees, incurred by Airport in exercising any of its rights or remedies hereunder or enforcing any of the terms, conditions, or provisions hereof. 8.5 Notice of elective termination pursuant to sub-sections and of this paragraph shall be deemed effective on the third business day after the postmark date of the certified mail notice. 8.6 This Contract shall terminate automatically and immediately upon the closing of the Facilities by the City, or if the City loses the funding necessary to maintain the Contract. Cancellation will be at no cost to the City, except for services already provided. ARTICLE 9 COMMERICAL ACTIVITIES Neither Contractor nor its employees, subcontractors, or agents may establish any commercial activity or issue concessions or permits of any kind to third parties for establishing activities at the Airport. Attachment number 1 \nPage 5 of 30 Item # 27 Page 6 of 30 Custodial Contract – American Facility Services ARTICLE 10 RECORDS AND AUDIT Contractor and its subcontractors shall maintain records and accounts in connection with all aspects in the performance of this Contract, including those which will accurately document incurred costs, both direct and indirect, of whatever nature, during and for a period of three (3) years from the expiration or other termination of this Contract, unless otherwise specified by applicable law. City may examine and copy, at all reasonable times, with advance notification, those records and accounts. Contractor shall maintain all records in a central location in Augusta-Richmond County. ARTICLE 11 CONTINGENT FEES Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Contract; and that Contractor has not paid or agreed to pay any company, association, corporation, firm or person, other than a bona fide employee working for Contractor, any fee, commission, percentage, gift or any other consideration contingent upon or resulting from the award or making of this Contract. For the breach or violation of this warranty and upon a finding after notice and hearing, City may terminate the Contract and, at its discretion, may deduct from the Contract Sum, or otherwise recover the full amount of any such fee, commission, percentage, gift or consideration. ARTICLE 12 RIGHTS AND REMEDIES The rights and remedies of City provided in this paragraph are not exclusive and are in addition to any other rights and remedies provided by law or under this Contract. ARTICLE 13 NON-APPROPRIATIONS Notwithstanding anything contained in this Contract, if sufficient funds have not been appropriated to support continuation of this Contract for an additional calendar year or an additional term of the Contract, this Contract shall terminate absolutely and without further obligation on the part of the City at the close of the calendar year of its execution or if the City suspends performance pending the appropriation of funds. ARTICLE 14 REPRESENTATIONS AND WARRANTIES Contractor’s Representations and Warranties Regarding Capacity to Contract and Perform Work/Services. In order to induce the City to enter into this Contract, Contractor hereby represents and warrants to the City as of the date above written that: 14.1 Contractor is duly organized and validly existing in good standing under the laws of the state(s) in which it is organized, is qualified to do business in all jurisdictions in which it is operating, and has the power and authority to execute and deliver and to perform its obligations under this Contract and the documents to which it is signatory; and Attachment number 1 \nPage 6 of 30 Item # 27 Page 7 of 30 Custodial Contract – American Facility Services 14.2 The execution, delivery and performance by Contractor and its undersigned representative(s) of this Contract and other documents to which Contractor is a signatory do not require the approval or consent of any other person, entity or government agency and do not result in any breach of any agreement to which CONTRACTOR is a party or by which it is bound; and 14.3 The execution, delivery and performance by Contractor of this Contract and other documents to which it is a signatory have been duly authorized by all necessary action, and constitute legal, valid and binding obligations of Contractor, enforceable against Contractor in accordance with its terms; and 14.4 No action, suit or proceeding to which Contractor is a party is pending or threatened that may restrain or question this Contract, or any other document to which it is a signatory, or the enjoyment of rights or benefits contemplated herein. ARTICLE 15 ASSIGNMENT 15.1 Without the prior written consent of City, Contractor may not assign, transfer or convey any of its interests under this Contract, nor delegate any of its obligations or duties under this Contract except as provided herein. 15.2 Consent of CITY Required. Any assignment of this Contract or rights under this Contract, in whole or part, without the prior written consent of City will be void, except that, upon ten (10) calendar days prior written notice to City, Contractor may assign monies due or to become due under this Contract. Any assignment of monies will be subject to proper setoffs in favor of City and to any deductions provided for in this Contract. 15.3 No Relief of Responsibilities. No assignment will be approved which would relieve Contractor of its responsibilities under this Contract. 15.4 No Partnership or Joint Venture; Independent Contractor. Nothing contained in this Contract will be deemed to create a partnership or joint venture between City and Contractor or cause City to be responsible for the debts or obligations of Contractor or any other party. Contractor must not represent to anyone that its relationship to City is other than as City’s Contractor. Contractor must act as an independent agent and not as the agent of City in performing this Contract, maintaining complete control over its employees and all of its lower-tier suppliers and subcontractors. Nothing contained in this Contract or any lower tier purchase order or subcontract awarded by Contractor will create any contractual relationship between any lower-tier supplier or subcontractor and City. No act or direction of the City shall be deemed to be the exercise of supervision or control of the Contractor’s performance hereunder. 15.4 Parties Bound. This Contract will be binding upon and inure to the benefit of CITY and CONTRACTOR and their respective successors and assigns. Attachment number 1 \nPage 7 of 30 Item # 27 Page 8 of 30 Custodial Contract – American Facility Services ARTICLE 16 NOTICES 16.1 Delivery. All notices given by either party to the other under this Contract must be in writing and may be delivered by: (i) regular mail, postage prepaid; (ii) certified or registered mail; (iii) facsimile; or (iv) hand-delivery, to the parties at the addresses and facsimile numbers set forth in the Clause titled “Addresses”. 16.2 Receipt. Notices sent by mail will be deemed to be received upon deposit in the mail, properly addressed. Notices sent by certified or registered mail will be deemed to be received upon the date of the acknowledgment. Notices sent by facsimile will be deemed to be received upon successful transmission to the proper facsimile number. Notices delivered by hand-delivery will be deemed to be received upon acceptance by the respective party or its agent. 16.3 Change of Address or Facsimile Number. Either party may, at any time, change its respective address or facsimile number by sending written notice to the other party of the change. 16.4 Addresses. To CITY: For all notices to CITY the address will be: Airport Executive Director Augusta Regional Airport 1501 Aviation Way Augusta, Georgia 30906 Augusta Law Department 501 Greene Street Suite 302 Augusta GA 30901 Attn: General Counsel To CONTRACTOR: For all notices to CONTRACTOR the address will be: American Facility Services, Inc. 1325 Union Hill Industrial Court, Suite A Alpharetta, GA 30004 ARTICLE 17 WAIVER The failure of CITY to seek redress for any violation of or to insist upon the strict performance of, any term of this Contract will not prevent a subsequent violation of this Contract from being actionable by CITY. The provision in this Contract of any particular remedy will not preclude CITY from any other remedy. ARTICLE 18 COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS Contractor covenants and agrees that it, its agents and employees will comply with all Georgia, county, state, and federal laws, rules, regulations, and ordinances applicable to the work to be performed under this Contract, and that it shall obtain all necessary permits, pay all license fees and taxes to comply therewith. Attachment number 1 \nPage 8 of 30 Item # 27 Page 9 of 30 Custodial Contract – American Facility Services Further, Contractor agrees that it, its agents, and employees will abide by all rules, regulations, and policies of Airport during the term of this Contract, including any renewal periods. In the event that any governmental authority imposes new or materially increased taxes upon the Contractor’s operations, the parties agree to negotiate changes in billing reflecting such increased tax costs. ARTICLE 19 INSURANCE REQUIREMENTS 19.1 The Contractor shall procure and maintain continuously in effect throughout the term of its activities upon the Airport at Contractor’s sole expense, insurance of the types and in at least such minimum amounts as set forth in this Section. Where the risk to the City is increased by such activity, the minimum limits will vary dependent upon the nature of individual service in such combination, but will in all cases be at least of the highest minimum limit stated in the grouping chosen. In any event, the decision of the Risk Manager shall govern. 19.2 The applicable insurance coverage shall be in force prior to Contractor’s entry upon the Airport for the conduct of its business. Contractor agrees to maintain insurance with an Insurer rated “A” or better by AM Best. 19.3 All policies shall include hold harmless provisions included in its Contract with the City. 19.4 The Contractor’s insurance policies as required by this Contract shall apply separately to the City as if separate policies had been issued to Contractor and City. The Contractor’s Comprehensive General Liability policy shall protect the City against any and all liability created by reason of Contractor’s conduct incident to use of the Airport, or resulting from any accident occurring on or about the roads, terminal, driveways or other areas of the Airport used by the Contractor at the Airport. 19.5 The Contractor’s insurance as required by these Minimum Standards shall not be subject to cancellation or material alteration until at least thirty (30) days written notice has been provided to the Airport’s Risk Manager. Contractor shall furnish to the Risk Manager annually Certificates of Insurance evidencing that all of the herein stated requirements have been met. The amount or amounts of all required policies shall not be deemed a limitation of the Contractor’s agreement to indemnify and hold harmless Augusta, GA, its officers, elected officials, employees, agents and the Aviation Commission and its employees; and in the event Contractor or Augusta, GA shall become liable in an amount in excess of the amount or amounts of such policies, then the Contractor shall save Augusta, GA, its officers, elected officials, employees, agents and the Aviation Commission and its employees harmless from the whole thereof, except in the event of gross negligence of Augusta, GA. 19.6 The Contractor is required to maintain minimum insurance to protect the Contractor and Augusta, GA from the normal insurable liabilities that may be incurred by Contractor in its operation at the Airport. In the event such insurance as required by this Minimum Standard shall lapse, Augusta, GA and the Aviation Commission reserve the right to obtain such insurance at the Contractor’s sole expense. 19.7 Contractor shall carry the following types and minimum amounts of insurance coverage at the Airport: 19.7.1. Worker’s Compensation Insurance - With employer’s liability coverage of at least $1,000,000 each accident, $1,000,000 each employee and a $1,000,000 disease policy limit. The foregoing insurance shall be endorsed to state that that the workers’ compensation carrier Attachment number 1 \nPage 9 of 30 Item # 27 Page 10 of 30 Custodial Contract – American Facility Services waives its right of subrogation against the Augusta Richmond County Board of Commissioners, their officers, agents, elected and appointed officials, representatives, volunteers, and employees, the Aviation Commission and the Airport. 19.7.2. Property Insurance – To insure Contractor against loss or damage to the existing structure and any improvements due to fire, lightning and all other perils included in standard extended coverage policies, plus vandalism and malicious mischief coverage, all in amounts of not less than ninety percent (90%) of replacement value. Upon request by the Aviation Commission, such replacement value shall be determined by a qualified appraiser, a copy of whose findings shall be submitted to the Risk Manager, and thereafter, proper adjustment in the limits of insurance coverage shall be effected. Said property need not be maintained by Contractor, if Contractor is renting or leasing improvement and Contractor’s Contractor maintains the required insurance. The foregoing insurance shall be endorsed to state that the carrier waives its right of subrogation against Augusta-Richmond County, the Aviation Commission, the Airport, and their officers, agents, elected and appointed officials, representatives, volunteers, and employees. Augusta, GA and the Aviation Commission shall be named as loss payees on any Property coverage. Said policy shall contain a Severability of Interest clause. 19.7.3. Comprehensive General Liability Insurance - against claims for bodily injury, death or property damage occurring on, in about the Airport, in an amount recommended by the Risk Manager and acceptable to the Airport. The foregoing insurance shall be endorsed to state that it will be primary to the Aviation Commission’s insurance and that the carrier waives its right of subrogation against Augusta-Richmond County, the Aviation Commission, the Airport, and their officers, agents, elected and appointed officials, representatives, volunteers, and employees. Augusta-Richmond County Commission, the Aviation Commission, the Airport, and their officers, agents, elected and appointed officials shall be added as additional insureds on said policies. Said policy shall contain Severability of Interest Clause and shall include Contractual Liability coverage at least as broad as that given in the most current CG 00 01 ISO form. 19.7.4 Automobile Insurance. Automobile Insurance in the minimum amount of One Million Dollars ($1,000,000.00) combined single limit coverage. If the Contractor’s Comprehensive General Liability coverage includes vehicular operations on the Airport, separate automobile insurance shall not be required. The foregoing insurance shall be endorsed to state that it will be primary to the Aviation Commission’s insurance and that the carrier waives its right of subrogation against Augusta-Richmond County, the Aviation Commission, the Airport, and their officers, agents, elected and appointed officials, representatives, volunteers, and employees. Augusta-Richmond County Commission, the Aviation Commission, the Airport, and their officers, agents, elected and appointed officials shall be added as additional insureds on said policies. Said policy shall contain Severability of Interest Clause and shall include contractual liability coverage at least as broad as that given in the most current CA 00 01 ISO form. Attachment number 1 \nPage 10 of 30 Item # 27 Page 11 of 30 Custodial Contract – American Facility Services 19.7.5 Other Insurance. Dependent upon the precise nature of the aeronautical activities to be conducted by the Contractor, Additional types of insurance coverage such as the following, among other, shall be carried by Contractor: Chemical and Environmental Damage Liability 19.7.5.1 The types and amounts of the above Other Insurance coverage required to be carried by Contractor shall be determined by the Risk Manager on a case-by-case basis. In any event, for each of the above types of insurance required to be carried, no less than One Million Dollars ($1,000,000.00) coverage per occurrence per type of insurance shall be required. Coverage may be required at higher levels than the above minimum based upon the nature of Contractor’s risk exposure. The foregoing insurance shall be endorsed to state that it will be primary to the Aviation Commission’s insurance and that the carrier waives its right of subrogation against Augusta-Richmond County, the Aviation Commission, the Airport, and their officers, agents, elected and appointed officials, representatives, volunteers, and employees. The Augusta-Richmond County Commission, the Aviation Commission, the Airport, and their officers, agents, elected and appointed officials shall be added as additional insureds on said policies. Any such policy shall contain Severability of Interest and Contractual liability clauses. ARTICLE 20 INDEMNIFICATION AND HOLD HARMLESS Except where, and to the extent caused by the sole gross negligence of the City, its agents, employees, contractors, officers or the Board of the Aviation Commission, Contractor shall protect, defend, reimburse, indemnify, and hold Augusta-Richmond County, the Aviation Commission, its members, agents, employees, and elected officers and each of them, free and harmless at all times as set forth in the Augusta-Richmond County Code, and particularly Article 1, Chapter 3, Division 1, Section 1-3-8.5, Indemnity and Insurance, as the same may be amended from time to time, and described herein. In the event of a conflict between the provisions of the Augusta-Richmond County Code and this Contract, the broader requirement shall govern. ARTICLE 21 DISASTERS Contractor shall make his entire work force assigned to the Airport and materials to secure the Facilities available for protection of life and property in the event of a disaster such as, but not limited to, tornadoes, floods and fires. The Contractor shall do such work as directed by the Administrator and shall keep pertinent records of all work performed. The Contractor shall be separately reimbursed by Change Order for all such work performed which is beyond the scope of this Contract. Attachment number 1 \nPage 11 of 30 Item # 27 Page 12 of 30 Custodial Contract – American Facility Services ARTICLE 22 FORCE MAJEURE 22.1. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of any such obligation, except the payment of money, is prevented or delayed by any cause, existing or future, which is beyond the reasonable control of the affected party, or by a strike, lockout or other labor difficulty, the settlement of which shall be within the sole discretion of the party involved. 22.2. Each party hereto shall give notice promptly to the other of the nature and extent of any Force Majeure claimed to delay, hinder or prevent performance of the services under this Contract. In the event either party is prevented or delayed in the performance of this obligation by reason of such Force Majeure, there shall be an equitable adjustment of the schedule. 22.3. Contractor will not be liable for failure to perform or for delay in performance as a result of Force Majeure, including the following: (A). Any cause beyond its reasonable control; (B). Any act of God; (C). Inclement weather; (D). Earthquake; (E). Fire; (F). Explosion; (G). Flood; (H). Strike or other labor dispute; (I). Any shortage or disruption of or inability to obtain labor, material, manufacturing facilities, power, fuel or transportation from unusual sources, or any other transportation facility; (J). Delay or failure to act of any governmental or military authority; (K). Any war, hostility or invasion; (L). Any embargo, sabotage, civil disturbance, riot or insurrection; (M). Any legal proceedings; or (N). Failure to act by Contractor’s suppliers due to any cause which Contractor is not responsible, in whole or in part. ARTICLE 23 PERMITS Contractor will obtain all necessary licenses, permits and certifications to perform the work described in the Contract. Contractor will furnish copies of all licenses, permits, and certifications to the Administrator. Attachment number 1 \nPage 12 of 30 Item # 27 Page 13 of 30 Custodial Contract – American Facility Services ARTICLE 24 WORK PERMITS REQUIRED Georgia Security and Immigration Act of 2006 As of July 1, 2009, all contracts with Augusta-Richmond County must have a certification from the Contractor that they comply with the Georgia Security and Immigration Act of 2006. This requires all those individuals, firms, contractors, consultants, etc., contracting with the County to execute the Contractor Affidavit and Agreement. If Sub-contractors are engaged, they are required to execute the Subcontractor Affidavit. ARTICLE 25 NON DISCRIMINATION The Contractor shall not discriminate against any employee, or applicant for employment, because of race, creed, religion, color, sex or national origin, marital status, physical handicap or sexual orientation. Further, Contractor agrees, for itself, its personal representatives, successors in interest, and assigns, as a part of the consideration hereof, that (1) no person on the grounds of race, color, or national origin shall be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use Airport, (2) in the furnishing of services at Airport, no person on the grounds of race, color, or national origin shall be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination, and (3) Contractor shall use Airport facilities in compliance with all other requirements imposed by or pursuant to 14 CFR Part 152 and Title VI of the Civil Rights Act of 1964 and 49 CFR, Subtitle A, Part 21, Nondiscrimination in Federally Assisted Programs of the Department of Transportation, and as such Title and Regulations may be amended. ARTICLE 26 BADGING Contractor’s employees shall obtain identification badges from the Airport for those persons working in the secured areas of the Airport. Contractor will be responsible for paying for the cost of Transportation Security Administration (TSA) required employee background checks and badging. Each individual must satisfactorily completed both a background investigation and badge training consistent with TSA regulations. This may include collection of appropriate criminal history information, contractual and business associations and practices, employment histories, reputation in the business community and credit reports for the Contractor as well as its employees. Contractor consents to such an inquiry and agrees to make available to the Airport such books and records the Airport deems necessary to conduct the review. Contractor’s failure to comply with Badge procedures shall be considered an event of default. ARTICLE 27 GOVERNING LAW This Contract will be construed under Georgia law, including the Georgia Uniform Commercial Code; all remedies available under that code are applicable to this Contract. Contractor and City fix jurisdiction and venue for any action brought with respect to this Contract in Augusta-Richmond County, Georgia. Attachment number 1 \nPage 13 of 30 Item # 27 Page 14 of 30 Custodial Contract – American Facility Services ARTICLE 28 LEGAL CONSTRUCTION If any provision contained in this Contract is held to be invalid, illegal or unenforceable, that invalidity, illegality or unenforceability will not effect any other provision of this Contract and this Contract will be construed as if the invalid, illegal or unenforceable provision had never been contained in this Contract. ARTICLE 29 FURTHER ACTS CITY and CONTRACTOR each agrees to perform any additional acts and execute and deliver any additional documents as may reasonably be necessary in order to carry out the provisions and effectuate the intent of this Contract. Attachment number 1 \nPage 14 of 30 Item # 27 Page 15 of 30 Custodial Contract – American Facility Services SECTION 2 ARTICLE 1 SCOPE OF SERVICES 1.1 The Contractor is to provide all necessary management, supervision, and labor to complete custodial services at the facilities of the Airport. The services described above and in the Performance Work Statement are to be provided in the following facilities: MAIN TERMINAL NET CLEANABLE S.F. RESTROOMS FIXTURES PASSENGER GATES 15,352 6 26 PASSENGER TICKETING 7,300 3 16 MID-TERMINAL 11,318 2 4 PASSENGER BAGGAGE CLAIIM 9,969 2 14 ADMINISTRATION 9548 3 13 TOTAL PASSENGER TERMINAL 53487 16 73 FIXED BASE OPERATIONS 14,000 3 12 CONTRACT OPERATIONS 807 2 4 HANGAR 1&2 1200 1 10 WEATHER BUILDING 1000 2 5 TOTAL ALL FACILITIES 70494 27 110 1.2 The Contractor shall be responsible for the daily complete routine cleaning of the main Passenger Terminal and assigned areas in the Fixed Base Operations (FBO) and outlying areas, as shown in the chart above. The Contractor is not routinely responsible for custodial services for the following areas, however, if cleaning is needed, the Contractor will be compensated for the same as Extra work: 1.2.1. The Lost Bags office and bag storage area. 1.2.2 Tug Drive area behind Baggage Claim. 1.2.3 Airline offices/areas. 1.2.4 Food Prep and Staging area in the Mid-Terminal. 1.2.5 The two (2) Concession areas in the passenger gate area. 1.3 Contractor’s custodial responsibilities include, but are not limited to: 1.3.1 Daily cleaning of administrative areas; 1.3.2 Daily vacuuming (trafficked areas) of gate, ticketing, waiting, pre- and post-security areas, and baggage claim areas; 1.3.3 Daily cleaning of all restrooms; 1.3.4 Daily cleaning of the FBO 1.3.5 Contract Operations, 1.3.6 Hanger 1 and Hanger 2; 1.3.7 Weather Building 1.3.8 Daily cleaning of exterior areas; Attachment number 1 \nPage 15 of 30 Item # 27 Page 16 of 30 Custodial Contract – American Facility Services 1.3.9 Daily dust-mopping and auto-scrubbing of terrazzo concourses, weekly burnishing of terrazzo concourses; 1.3.10 Weekly dusting and spot-cleaning of furniture, glass and fixtures in all areas. 1.3.11 Policing of all areas, including restrooms and exterior areas at least hourly; and 1.3.12 And other similar cleaning duties as requested. 1.4 DUTIES OF THE ADMINISTRATOR AND CONTRACT COORDINATOR 1.4.1 The person responsible for the performance of this Contract on behalf of Airport is the Administrator. The instructions of the Administrator will be strictly and promptly followed in every case. The Administrator shall have free access to the materials and the work at all times for measuring and inspecting the work. The Contractor is to afford the Administrator all necessary facilities and assistance for so doing. 1.4.2 The Administrator will decide any and all questions that may arise as to the quality and acceptability of work performed, and as to the manner of performance and rate of progress of the work. The Administrator will decide all questions that may arise as to the interpretation of the Performance Work Statement, and plans relating to the work and to the fulfillment of the Contract on part of the Contractor. The Administrator will determine the amount and quality of the various kinds of work performed and materials furnished which are to be paid for under the Contract. The Administrator's or his designee's decisions upon all claims, questions, and disputes will be final and conclusive upon the parties to this Contract. 1.4.3 The Administrator or designee may make temporary changes in the routine assignments, tasks, or task frequencies if such changes do not require additional labor hours. Such changes shall not be considered modifications of the Contract and shall not affect the amount or method of payment to the Contractor. 1.5 WORK SUPERVISION The Contractor will provide direct supervision to its own employees as well as subcontractor employees of subcontractors hired by the Contractor. On-site supervision will be provided by a working supervisor who also has specific cleaning duties. 1.6 LABOR REQUIREMENTS 1.6.1. The Contractor shall provide labor and shifts shown in its Management Plan, which is incorporated by reference as if fully set forth herein. 1.6.2 The Contractor’s employees assigned to the 10pm-7am shift will be responsible for the complete routine cleaning of the Passenger Terminal, FBO, Weather Building, Contract Operations, Hanger 1 and Hanger 2. A detailed description of duties for this shift is contained in the Performance Work Statement. 1.6.3 The Contractor will provide a minimum of a male and female attendant from 7am-10pm. These employees primary responsibility is to police the Terminal and FBO. The employees will be responsible for hourly policing the public restrooms in the Passenger Terminal and FBO, as well as fully cleaning the public restrooms once each shift. A detailed description of duties for this shift is contained in the Performance Work Statement. Attachment number 1 \nPage 16 of 30 Item # 27 Page 17 of 30 Custodial Contract – American Facility Services 1.6.4 The Contractor’s employees assigned to the Saturday/Sunday shift will be responsible for policing the Passenger Terminal and FBO, as well as fully cleaning the public restrooms once each shift. A detailed description of duties for this shift is contained in the Performance Work Statement. 1.6.5 Contractor shall provide trained, qualified personnel to perform the duties required in accordance with the Performance Work Statement. Each Contractor employee assigned to work in the secured areas of the Airport facilities shall undergo a background check to receive the clearance necessary for the employee to work in “Secure Areas” without an escort. The Contractor shall not permit any personnel not having undergone such security background check to work in secured areas of the Airport. 1.6.6 Subject to controlling law, the Administrator will refuse to permit the Contractor to use any employee on this job if the Administrator reasonably deems that individual to be unfit to work at the Airport Facilities in any respect. 1.6.7 Contractor shall keep on file and furnish the Administrator each day a report which lists the names of all personnel present for work that day, showing the positions filled by each person to accomplish the specified work. 1.6.8 Contractor shall instruct its employees that no gratuities shall be solicited for any reason whatsoever from occupants or other persons using the Airport Facilities or any other person. Contractor employees will not remove any property from the Airport grounds or facilities without receiving advance approval from the Administrator. 1.6.9 Contractor’s employees must be able to read, write, speak, and understand English. 1.6.10 All Contractor employees shall strictly adhere to Airport regulations while on the Airport premises, including but not limited to City, Federal Aviation Administration (FAA), and TSA regulations governing access to buildings, personal conduct, and possession of prescribed substances, parking, and traffic. The Airport reserves the right to require the removal of Contractor employees from assignment to its facility. 1.7 RELIEF FOR ABSENTEEISM AND VACATION 1.7.1 The Contractor shall provide relief personnel to perform routine work as necessary and/or to work overtime at no additional cost to the Airport to insure that each routine cleaning assignment is performed as required, and that the requirements for Labor Hours are met each day. 1.7.2 If the on-site Working Supervisor is absent, the Contractor shall provide a replacement that is competent, has the necessary security clearances and has been given the authority to carry out the duties of the Supervisor, if authorized by the Administrator. 1.8 CONTRACTOR'S EMPLOYEE UNIFORMS AND IDENTIFICATION Contractor shall insure that all employees assigned to the Airport are dressed in clean, neat- appearing uniforms and are wearing appropriate footwear, but shall not wear any type of hats, head wraps or other head gear. Cotton or synthetic smocks (approximately mid-thigh length) will be acceptable. Uniforms must not interfere with the safety of the employee. The Administrator must approve the style and color of Contractor uniforms. The City will not provide the uniforms. Attachment number 1 \nPage 17 of 30 Item # 27 Page 18 of 30 Custodial Contract – American Facility Services 1.9 CONTRACTOR TRAINING Individual training for employees is to be done with materials supplied by the Contractor. At any time that a worker is new to the Airport facilities, Contractor shall provide immediate training as necessary, covering types of tasks performed in the assignment by the new worker. 1.10 MAINTENANCE OF EQUIPMENT AND CARTS 1.10.1 Contractor shall require each employee to maintain the cleanliness of their assigned equipment. This shall include custodial carts, all tools, and powered equipment. 1.10.1 At the end of each shift, all equipment must be returned to the Contractor's storage area and must be wiped off with a sponge and neutral detergent before returning it to the storage area. Cleaned equipment, including electrical cords, shall be free of all removable soil. 1.11 MATERIALS, SUPPLIES, TOOLS, AND EQUIPMENT MANAGEMENT Contractor shall supply all equipment, materials and supplies necessary to allow it to perform the work The Contractor is solely responsible for the maintenance, upkeep, and inventory of materials, tools and equipment. 1.12 KEY SECURITY 1.12.1. Airport keys used by the Contractor will not be taken from the facilities. Keys must be stored in a secure lock box when not being used. In the event of lost or misplaced keys the Contractor will bear the cost of any necessary re-keying. 1.12.2. Contractor employees will keep Airport keys on their person at all times while working in the facilities, securely attached to the body or to the clothing. 1.12.3. Contractor employees may not leave a work area when the doors are unlocked. Unlocked doors must have a Contractor employee present at all times in the immediate area. Attachment number 1 \nPage 18 of 30 Item # 27 Page 19 of 30 Custodial Contract – American Facility Services ARTICLE 2 PERFORMANCE WORK STATEMENT 2.1 The intent of this Performance Work Statement is to describe the work that the Contractor shall do in full compliance with the provisions contained herein. The Contractor shall do all the work provided in this Performance Work Statement and shall do additional work and incidental work as may be considered necessary by Airport from time to time to comply with the Performance Work Statement in a satisfactory manner. The Performance Standards for Routine Custodial Work are intended to provide a platform for the routine cleaning tasks and frequencies for the most common housekeeping tasks that will be performed on a frequent basis. The basic task category and frequency for the performance of the tasks is shown on the Task Frequency Matrices. 2.2 The apparent silence on any specification, detail or the omissions of any detailed description concerning any service or point whatsoever shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship is to be of first quality. All interpretations of this specification will be made upon the basis of this statement. 2.3 The Performance Standards are intended to provide the Contractor a platform for the conformance to the Quality Standards. The Contractor may utilize methods and techniques that differ from those shown in the Performance Standards, provided that the different methods and techniques do not reduce the quality level, damage the Airport facilities and grounds, create unsafe working conditions for the Contractor’s employees, or require additional time or materials. 2.4 The conformance to the requirements of the Performance Work Statement will be measured by the conformance of the Contractor to the Quality Standards. That is, the result carries more weight than the method used to achieve the result. The desired results can only be achieved if the tasks and frequencies for the work are adhered to by the Contractor. Adherence to these tasks and frequencies by the Contractor will also be used to measure the conformance to the requirements of the Performance Work Statement. 2.5 The Contractor shall provide, for the approval of the Administrator, recommendations for procedures, products, and materials that are considered “Green” from an environmental standpoint. The use of micro-fiber products is encouraged, as is the use of “Green” cleaning chemicals which are not considered hazardous materials by the Federal or State Environmental Protection Agencies. 2.6 Any procedure, product, or material that is approved by the Administrator as “Green” shall at least match, if possible, the cleaning abilities of the more traditional cleaning agents, shall not cause the expenditure of additional Contractor labor, and shall not add to the cost of products and supplies. Cleaning and other products approved by the Administrator for use in this Contract will be hereinafter referred to in the Performance Work Statement as an Approved Cleaning Product (ACP). 2.7 Contractor shall ensure that the facilities are properly cleaned following these performance standards and on the frequencies stated to ensure that the cleanliness of the Airport facilities will meet or surpass the expectations of Airport management. ACP will be used in these standards to represent “Approved Cleaning Product” for the job as described. Attachment number 1 \nPage 19 of 30 Item # 27 Page 20 of 30 Custodial Contract – American Facility Services 2.8 POLICING 2.8.1 Policing Exterior Areas, Including Curbside and Verandas Contractor shall collect and dispose of trash in waste receptacles; replace trash liners as needed; empty and clean ash receptacles, collect surface litter with small broom and dustpan, powered blower or “Billy Goat” vacuum. Spot clean entrance door glass and frames; clean trash containers and lids. Mop/pressure wash verandas as needed to remove obvious soil. 2.8.2 Policing and Restock Restrooms Contractor shall place “Closed for Cleaning” signs at entrances, pick up and dispose of trash and litter, empty trash receptacles and replace liners as needed; restock paper goods, soap and sanitary napkins; damp mop floors under urinals and other areas as needed, clean plumbing fixtures and mirrors as needed and report malfunctioning automatic valves. 2.8.2 Policing Terminal and Other Areas Contractor shall clean glass doors at entrances, collect and dispose of trash and replace liners as needed; spot vacuum or dust mop as needed; spot clean interior glass; remove any gross soil or stains from furniture and building surfaces. ARTICLE 3 CLEANING PROCEDURES 3.1 DEEP-CLEAN RESTROOMS Contractor shall Place “Closed for Cleaning” signs at entrances, pick up and dispose of trash and litter, empty trash receptacles and replace liners as needed. Contractor will use the KaiVac® cleaning system to clean the restrooms according to the Performance Work Statement. After cleaning, restrooms will have no objectionable odor, all surfaces (except wallpaper) will be wiped clean with no marks; commodes, urinals, sinks and counter-tops will be dry, clean, and polished. Mirrors will be clean and streak-free. Floors will be clean, dry, and free from streaks, stains or whirl marks. Refill the soap and paper towel dispensers and replace toilet tissue as needed. Grout and baseboards will be clean and free of stains. All towel and hand soap dispensers will be filled. Hand soap dispensers and adjacent surfaces should be damp-wiped to remove spillage. Waste baskets will be empty and will have clean liners. Sweep or dust mop the floor and pick up and dispose of all litter. Empty the waste containers and damp wipe them as needed. Replace any soiled or torn liners. Refer to the frequency matrix for the frequencies for completing the restroom cleaning tasks. The Kiavac cleaning system may be used in lieu of these procedures. If the Kiavac system proves to be ineffective then these procedures should be implemented. 3.2 CLEAN AND DISINFECT SINKS, COMMODES AND URINALS Apply window cleaner to the mirrors and clean the mirrors with a paper towel, being sure to remove any streaks or marks. Using the pump-up sprayer, apply the ACP solution to the basins and counter tops and to the tiled wall area beside the basins. Clean the tops, sides, insides, hardware, piping underneath and counter tops between the basins with a micro fiber cloth. Dry the surfaces with a dry cloth or paper towel to prevent spotting. Attachment number 1 \nPage 20 of 30 Item # 27 Page 21 of 30 Custodial Contract – American Facility Services Use a pump-up sprayer to apply the ACP solution to all the urinals and to the tiled wall area between and below the urinals and clean with a micro fiber cloth. This cloth should be of a particular color that will be used only on commodes and urinals. Clean the insides of the urinals with a bowl mop, making sure to remove any scale and buildup. Use the bowl mop to clean the underside of the flushing rim. Wipe metal surfaces dry with a clean cloth to prevent spotting. Clean under the urinal if wall hung. Use a pump-up sprayer to apply the ACP solution to the insides and outsides of the commodes and to the wall areas beside them. Spray the top of the seat first, then lift the seat and spray the remainder of the fixture. Clean the seat, outside of the fixture, and wall beside the fixture with the same color cloth used to clean the outsides of the urinals. Clean the inside of the fixture with a bowl mop, making sure to remove any scale and buildup. Use the bowl mop to clean under the flushing rim. Wipe dry the top of the seat and the metal surfaces with a cloth to prevent spotting. In smaller rest rooms, particularly in the Administration, TSA and Marshal’s areas the use of a pump- up sprayer may not be practical. In these areas, use an aerosol or spray bottle to apply the cleaner/disinfectant. Spray a liberal amount of ACP solution onto the tiled floor surfaces. Mop the floor, removing all soil and stains. Use a scrub brush for heavy or greasy soil. Squeegee the mopping solution into the floor drain, or finish the mopping with a well-wrung mop and mop bucket filled with ACP solution. Vacuum the carpeted entranceway. 3.3 REMOVE TRASH, REPLACE LINERS All waste receptacles and other trash containers within the area should be emptied and returned to their initial location. Boxes, cans, papers, etc. placed near a trash receptacle will not be removed unless placed within the receptacle itself or affixed with a label marked “please throw” or “trash”. All waste from such trash receptacles should be removed from the area and placed at in one of the collection dumpsters outside the terminal. The exterior of waste receptacles should damp-wiped with the ACP as needed. All plastic liners that are torn or obviously soiled should be removed from trash receptacles and replaced with new plastic liners. The liners should be folded back over the rim of the receptacle and made secure. 3.4 CLEAN ENTRANCE MATS Interior entrance mats should be vacuumed daily. If the mat or surrounding area is wet, it may be necessary to use a wet/dry vacuum. The mat should be periodically removed not less than once per week and the area underneath should be mopped and allowed to completely dry before replacing the mat. Clean exterior mats by sweeping, vacuuming, "bumping", or hosing. Exterior mats should be replaced when they become worn, or are no longer capable of trapping dirt and moisture. In the Main Terminal where the “slotted” matting or other devices are installed in a pan, the matting shall be removed and the pan shall be cleaned at least once per month. Attachment number 1 \nPage 21 of 30 Item # 27 Page 22 of 30 Custodial Contract – American Facility Services 3.5 DUST BUILDING AND FURNITURE SURFACES Use a micro fiber cloth, lambs-wool dusting tool, tank vacuum with dusting attachments, or combination of these dusting tools to remove all dust, lint, litter, dry soil, etc. from the horizontal surfaces of desks, chairs, file cabinets, and other types of furniture and equipment and from horizontal ledges, window sills, blinds, hand rails, etc., below 8’0” from the top of the floor surface. Items on desktops are not to be disturbed. After regular dusting, all such surfaces should have a uniform appearance, be free of any streaks, smudges, dust, lint, or litter. Dusting should be accomplished by removal of soil from the area -- not by rearranging it from one surface to another. Desktops, counter tops, file cabinets and the like must be completely cleared before dusting. In stairwells, the tops and sides of any exposed, wall mounted lighting fixtures shall be dusted weekly, as well as the tops of suspended light fixtures in other areas of the buildings, up to a height of eight (8) feet. 3.6 REARRANGE FURNITURE AS REQUIRED Chairs or other furniture moved by the custodial worker during the performance of the work should be returned to their appropriate location. Furniture must be placed in specified location and missing items be reported. Seating in the Gate area shall be damp-wiped once per week. 3.7 SPOT CLEAN FURNITURE, FIXTURES, WALLS, PARTITIONS, DOORS, ETC. Use a clean micro fiber cloth and spray bottle of ACP to remove fingerprints, smudges, marks, streaks, etc. from washable surfaces of walls, partitions, doors, desks (must be completely cleared), furniture, fixtures, appliances, rest rooms and drinking fountains. After spot cleaning, there should be no streaks, spots, or other evidence of removable soil. This includes both sides of glass in exterior doors and vestibules and in offices. 3.8 DUST MOP/SWEEP All visible litter such as paper, rubber bands, paper clips, chewing gum, etc. should be picked up or swept and placed in a waste collection container. Prior to sweeping the floor surface, use a mop and solution of ACP to remove spills and obvious soil from the floor. Use a putty knife to remove gum, tar, and other sticky substances. On terrazzo or other smooth finished floor surfaces, use the largest micro fiber dust mop that is practical to remove accumulated soil and litter. On concrete exterior areas use a push broom. The entire area to be swept should be cleaned thoroughly to remove dust, dry soil, and other litter. Chairs and trash receptacles should be tilted or moved where necessary to sweep underneath. After the floor has been swept, the floor surface, including corners and abutments should be free of streaks, litter, and spots caused by spills or tracking. Soil can be removed from the dust mop by vacuuming, or carefully brushing into a trash bag or container. 3.9 SPOT MOP A wet mop, mop bucket and wringer, and an ACP solution should be used to remove all obvious soil and non-permanent stains from the entire area. The ACP solution should be changed periodically and remain clear. Trash receptacles, chairs, etc. should be moved when necessary to spot mop underneath. After being spot mopped, the floor should have a uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil. There should be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area. Attachment number 1 \nPage 22 of 30 Item # 27 Page 23 of 30 Custodial Contract – American Facility Services 3.10 DAMP MOP Boarding ramps in the Gate area should be damp-mopped daily. Prior to being damp mopped, the floor surface should be swept or dust mopped. A wet mop, mop bucket and wringer, and an ACP solution should be used to remove soil and non-permanent stains from the entire area. The ACP solution should be changed periodically and remain clear. All accessible areas should be damp mopped. Chairs, trash receptacles, etc. should be moved when necessary to mop underneath. After being damp mopped, the floor should have a uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil. There should be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area. 3.11 WET MOP FLOORS Prior to being wet cleaned, the entire floor surface should be swept or dust mopped. A wet mop, dual compartment mop bucket, and wringer, scrub brush, floor squeegee and ACP should be used to remove all soil and non-permanent stains from the entire floor, baseboards, etc. The ACP solution should be applied to the entire floor area and allowed to remain for three to five minutes. Then the entire floor area should be scrubbed with the scrub brush if the floor is heavily soiled. In areas with floor drains, the floor should then be squeegeed dry and rinsed with clear water. In areas without a floor drain, the solution should be picked up with a wet mop and mop bucket and wringer or a wet pick-up vacuum if available and then rinsed twice with clean water. The mop should always be placed in the rinse water compartment of the mop bucket before being placed in the ACP side of the bucket. All accessible areas should be wet cleaned. Chairs, trash receptacles, etc. should be moved when necessary to mop underneath. After being wet cleaned, the floor should have a uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil. There should be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area. 3.12 VACUUM TRAFFIC PATTERNS Use an upright carpet vacuum or Power-vac with carpet tool to remove obvious soil and litter from the carpet in the traffic areas and where surface soil is apparent. Pick up and dispose of larger pieces of litter and debris. 3.13 VACUUM COMPLETE Use an upright carpet vacuum to collect surface soil and embedded grit from all areas accessible to the carpet vacuum. The vacuum should be adjusted to correspond with the pile height of the carpet. Chairs and trash receptacles should be tilted or moved where necessary to vacuum underneath. Additionally, as necessary, to prevent any visible accumulation of soil or litter in carpeted areas inaccessible to the upright carpet vacuum, a crevice tool and brush attachment should be used. After the carpeted floor has been completely vacuumed, it should be free of all visible litter, soil, and embedded grit. 3.14 SPOT CLEAN CARPETS Use an ACP carpet stain remover solution, a clean micro fiber cloth, and a nylon brush to remove obvious spots and stains from carpets. Spot cleaning should be attempted only after the carpet has been completely vacuumed. Spray a small amount of the solution directly onto the spot to be removed. Using the nylon brush, start at the outer edges of the spot and brush toward the center. Attachment number 1 \nPage 23 of 30 Item # 27 Page 24 of 30 Custodial Contract – American Facility Services Remove the residue with the clean micro fiber cloth. If the spot is not completely removed, repeat the procedure. If the spot remains after the second attempt, report the problem to the Supervisor. 3.15 RESTORE FINISH (SPRAY-BUFF FLOORS COATED WITH SYNTHETIC FLOOR FINISH) Prior to being spray-buffed, the floor surface should be dust mopped and damp mopped to remove any dry or wet soil. A single-disc floor machine, buffing pad, and a spray bottle with spray-buffing solution should be used to restore a uniform gloss and protective finish to terrazzo floors which are finished with a synthetic floor finish. The spray-buff solution should be prepared by mixing a solution of equal parts of water and floor finish. The areas accessible to the floor machine should be spray buffed. Chairs, trash receptacles, etc. should be tilted and moved where necessary to spray-buff underneath. The floor should be dust mopped after spray buffing. After spray buffing the entire floor should have a uniform, glossy appearance, free of scuff- marks, heel marks, and other stains, and should have a uniform coating of floor finish. All spray-buff solution should be removed from baseboards, furniture, and waste receptacles. Entrance vestibules should be spray-buffed daily. 3.16 RESTORE FINISH (BURNISH FLOORS COATED WITH SYNTHETIC FLOOR FINISH) In wide open, non-obstructed, and clear areas use the “burnishing” technique to restore the floor finish. This technique relies on the high level of heat generated by a pad driven by an ultra high- speed floor machine to polish and restore the surface of the finish. Generally, if the coat of floor finish is in good condition no spray buff or burnishing material is required to polish the floor and restore the surface of the finish. The burnishing technique requires an ultra high-speed floor machine (1000 to 2500 RPM). The burnishing effect of the high-speed machines is all that is needed to restore the luster and shine to the surface. If the floor begins to show some signs of deterioration a solution of ½ water and ½ floor finish can be damp-mopped onto the clean floor. Once this solution has dried the floor can be burnished using the ultra high-speed floor machine equipped with a burnishing pad. 3.17 CLEAN AND DISINFECT DRINKING FOUNTAINS Use a spray bottle of cleaner/disinfectant, micro fiber cloth, and a small percolator brush or bottle brush to remove all obvious soil, streaks, smudges, etc. from the drinking fountains and cabinets. Next clean all the porcelain and polished metal surfaces including the orifices and drain. Damp wipe the sides of the fountain and clean any exposed piping, as well as ventilation louvers. Report any leaks or malfunctions to the supervisor. After cleaning, the entire drinking fountain should be free of streaks, stains, spots, smudges, scale, and other removable soil. 3.18 CLEAN INTERIOR GLASS Use a spray bottle of ACP glass cleaning solution and a clean dry micro fiber cloth to completely clean both sides of interior glass in doors, windows, partitions, workstations, displays, trophy cases, mirrors, and other areas, up to 8’0” high. Remove any papers, notices, and the like taped or otherwise attached to the glass surfaces. Use a scraper or safety razor blade to remove these items. Spray a small area (usually about 3’x4’) with the glass cleaner, and remove the cleaner and soil with a circular motion of the clean cloth Use a brush, squeegee and bucket of glass cleaning solution to clean large expanses or areas of glass. After cleaning the glass shall present a clean, uniform appearance and be free of any streaks, smudges, stain, or soil. Attachment number 1 \nPage 24 of 30 Item # 27 Page 25 of 30 Custodial Contract – American Facility Services 3.19 CARPETS Carpets will be thoroughly clean and free from dust, dirt, embedded grit, stains, and debris. Nap will be laid in one direction. Visible spots or stains shall be removed. Worn or un-cleanable carpet tile should be replaced with new carpet tile. 3.20 NON-CARPETED FLOORS 3.20.1 Preparation for wet cleaning: The entire floor surface shall be dust mopped. Cleaning solutions, where used, have been mixed thoroughly and in the proportions specified in approval products test without undue spillage of either solution or rinse water. The concourse areas (terrazzo) will be power scrubbed with the auto-scrubber. 3.20.2 Proper precautions will be taken to advise terminal occupants of wet and/or slippery floor conditions, and erect suitable safety warning signs. 3.20.3 Care will be taken to prevent damage to furnishings, etc. The space to be wet-cleaned will be properly prepared by sweeping or vacuuming the floor area as necessary or otherwise clearing it of visible debris. 3.20.4 Floor Mopping: The mopping work will be performed in such a manner as to properly clean the floor surface, care having been taken to see that the correct type and mixture of cleaning solution, if required, has been used. 3.20.5 All mopped areas will be clean and free from dirt, streaks, detergent residue, mop marks and strands, etc., properly rinsed, if required, and dry mopped to present an overall appearance of cleanliness. 3.20.6 Wall, baseboards, furniture and other surfaces will be free of watermarks, scars, or marks from the cleaning equipment striking the surfaces and splashing from the cleaning solution and rinse water. 3.20.7 Care will be taken throughout the mopping operation to prevent the liquids and equipment from coming into contact with electric outlets located in the floor areas or baseboards. 3.20.8 Preparation of Floor Area for Burnishing: Prepare the surface by dust mopping the entire area and removing any wet spills or heavily soiled areas with a damp mop. Dried residue (gum, etc.) should be removed with a putty knife and/or gum remover. When finished, walls, baseboards, furniture bases and other surfaces will be free of watermarks, marks from the cleaning equipment or cleaning solutions. 3.20.9 Burnishing: Use the burnishing machine to burnish the entire floor (use a burnishing pad), overlapping each pass by at least 6”. When the burnishing has been completed, the floor surface shall have a uniform high gloss with no scratch marks, swirl marks or blemishes of any kind. The burnishing solution can be applied by using the auto scrubber. Burnishing solution will be applied thinly, uniformly and evenly in such a manner as to avoid skipping of areas. Walls, baseboards, furniture and other surfaces will be free of solution residue and marks from the equipment. Attachment number 1 \nPage 25 of 30 Item # 27 Page 26 of 30 Custodial Contract – American Facility Services 3.21 PUBLIC AREAS 3.21.1 Sweeping, Dusting and Pickup: Public areas will be clean and free of dirt streaks, litter and spots caused by spilling or tracking. No dirt or debris will be in corners, under furniture, behind doors, or where dirt or debris has been picked up in cleaning operations. Chewing gum and other foreign materials will be removed from the area. All horizontal surfaces or surfaces that will hold dust will be free of observable dust. All surfaces shall have a uniform appearance, free of streaks, smudges, dust, lint or litter. There will be no spots on interior glass up to a height of 8’0” from floor level. Doorknobs, panic bars, kick plates, railings, floors, and other surfaces shall be cleaned and polished to the luster of new product. 3.21.2 Drinking fountains, including all sides, will be free of all debris and spots. The wall surfaces around the drinking fountains will be free of water spots and streaks. Drinking fountains will be sanitized to reduce the possibility of germ contamination. 3.22 ALL TERMINAL AREAS 3.22.1 All wastepaper baskets will be empty and in place, clean and ready for use with new liners. There will not be any foreign substances left in corners, under furniture or behind doors. Carpets will be clean. Composition floors will be clean, and have a uniform shiny gloss appearance. Furniture and equipment moved during cleaning will be returned to its original location. There will be no trash or litter under tables, or chairs. 3.22.2 All surfaces shall have a uniform appearance, free of streaks smudges, dust and litter. Corners and crevices will be free from any dust. There will smudges or finger marks on walls or interior glass. Window sills, door ledges, door frames, door louvers, elevator doors, window frames, wainscoting, baseboards, columns and partitions will clean and free of smudges or marks. 3.22.3 Mirrors, entrance doors and all interior glass will be clean and free of dirt, dust, streaks, and spots. Exterior windows will be washed on both sides as scheduled. Attachment number 1 \nPage 26 of 30 Item # 27 Page 27 of 30 Custodial Contract – American Facility Services ARTICLE 4 QUALITY STANDARDS The standards shown below will, if enforced day-to-day, result in the Airport being maintained at a very high level of cleaning. The key to success is the timely completion of the prescribed cleaning tasks on a regular basis. ROUTINE CUSTODIAL TASKS/FREQUENCY MATRIX Cleaning Task Re s t r o o m s Pa s s e n g e r Ar e a s & Ra m p s Of f i c e s / Ad m i n Ar e a s Ve s t i b u l e s / Co n c o u r s e Ar e a s Ex t e r i o r & Cu r b s i d e Remove Trash, Replace Liners D D D D D Vacuum Walk-off Mats D Clean Entrance Glass D Dust Horizontal Surfaces W D D Damp Clean Surfaces W W D Dust Mop/Sweep D D D D Spot Mop - W D Damp Mop D M Wet Mop or Kiavac D AR Scrub with Auto-Scrubber D Restore Finish W Spray-buff/Burnish W W Vacuum Complete D W W D Spot Carpets D D D D Disinfect Drinking Fountains D - D D Clean Interior Glass D D D D Vacuum/Damp Clean Furniture W W Report items needing repair D D D D D Clean Glass and Mirrors D Clean and Disinfect Fixtures D Damp Wipe All Surfaces D Replace Paper/Soap D De-scale Urinals/Commodes W Scrub/Pressure Wash Floor M Power blow/vacuum Exterior Area D Pressure Wash Verandas W W 5/D=Five (5) times/day; 3/D=Three (3) times/day; D=Daily; W=Once/Week; M=Monthly Attachment number 1 \nPage 27 of 30 Item # 27 Page 28 of 30 Custodial Contract – American Facility Services ARTICLE 5 NON-PERFORMANCE OF ROUTINE WORK 5.1 All Routine Work tasks required by the Performance Work Statement must be performed in an area before that area is considered acceptable. If all tasks have not been properly completed as required by the Quality Standard, including leaving doors open in an area then the entire area will be considered unacceptable. 5.1.1 Routine Work will be considered not to have been performed (non-performed) when any one of the following conditions exists: a. The appearance of the area does not comply with the Quality Standards. b. The required work tasks were not completed. c. The correct number of work hours was not applied to the work. d. The proper materials, tools, or equipment were not used. e. The above list of conditions which determine non-performance of work is not exhaustive. The Contractor may be penalized for non-performance. Contractor’s failure to perform Routine work as set forth herein shall subject it to deductions for the for non performance for Routine Work and said penalties, as set forth below, shall be deducted from the Contractor’s invoice. Area Type Penalty Vestibule $25.00/vistibule Terrazzo concourse $5.00/square foot Office/Administrative Work Space $1.25/square foot Gate Area $1.00/square foot Ticketing Area $1.00/square foot Baggage Claim Area $1.00/square foot Restroom $100.00/restroom Exterior Area $1.50/square foot Waste Containers (Exterior/interior) $5.00/container FBO/Outlying Spaces $1.00/square foot ARTICLE 6 CONTRACTOR'S COMPENSATION FOR ROUTINE WORK 6.1. Contractor shall be compensated monthly for routine cleaning work, after approval of invoice. 6.2. Airport will make every effort to insure the Contractor’s invoice is paid within twenty (20) working days after receipt of the invoice. ARTICLE 7 CONTRACTOR’S COMPENSATION FOR EXTRA SERVICES WORK Extra Services (project cleaning) will only be performed with prior notice to and approval by Airport. The Contractor shall use the employees normally assigned to routine cleaning for project cleaning and miscellaneous work. The Contractor will be compensated for Extra Services Work in the manner described above. Attachment number 1 \nPage 28 of 30 Item # 27 Page 29 of 30 Custodial Contract – American Facility Services ARTICLE 8 BOOKS and RECORDS Airport or its accountants may, during regular business hours, inspect as much of the Contractor’s books and records as pertain to the cost incurred in furnishing the services described in the Contract as deemed necessary by Airport. ARTICLE 9 ENTIRE AGREEMENT PRIOR CONTRACTS SUPERSEDED This Contract, together with all of the Contract Documents, shall constitute the entire agreement between the parties and any prior understanding or representation of any kind preceding the date of this Contract shall not be binding upon either party except to the extent incorporated in this Contract. ARTICLE 10 COUNTERPARTS This Contract may be executed concurrently in one or more counterparts, each of which will be deemed to be an original, but all of which will together constitute one Contract. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed by their appropriate officials, as of the date first written above. Attachment number 1 \nPage 29 of 30 Item # 27 Page 30 of 30 Custodial Contract – American Facility Services SIGNATURE PAGE AUGUSTA-RICHMOND COUNTY, GEORGIA ________________________ ________________ By: Mayor Deke Copenhaver Date ATTEST: _____________________ Lena Bonner, Clerk AUGUSTA AVIATION COMMISSION ______________________________ ________________ By: Jay Forrester Date Title: Chairman AMERICAN FACILITY SERVICES, INC. _____________________________ ________________ By: Kevin McCann Date As its: President (seal) Attachment number 1 \nPage 30 of 30 Item # 27 Invitation To Bid Sealed bids will be received at this office until Tuesday, December 13, 2011 @ 3:00 p.m. for furnishing: Bid Item 11-166 Contract Custodial Services for Augusta Regional Airport Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Mandatory Pre-Bid Conference will be held on Friday, November 18, 2011 @ 10:00 a.m. in the Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Monday, November 21, 2011 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle October 27, November 3, 10, 17, 2011 Metro Courier November 2, 2011 cc: Tameka Allen Deputy Administrator Gary LeTellier Augusta Regional Airport Clarence Fennell Augusta Regional Airport Revised: 8/15/2011 Attachment number 2 \nPage 1 of 1 Item # 27 Vendors: CSRA Custodial Services 2709 Oakland Ave. Augusta, GA 30909 Q & C Multiservices 3744 Peach Orchard Augusta, GA 30906 Executive Janitorial Services 3070 Damascus Rd Augusta, GA 30909 Jani-King 3665 Wheeler Rd Suite 1A Augusta, GA 30909 Jan-Pro 4290 Belair Frontage Road Augusta, GA 30909 Building Bonds 2003 Boykin Place Augusta, GA 30901 Attachment B Yes Page 2 of Attachment Not Returned Yes Copy Not Original Submittal Yes No Bid Response E-Verify Number 257624 RCOO3600 Yes Copy Not Original Submittal 332901 No Bid Response Addendum #1 Yes Yes Yes Yes No Bid Response Lump Sum Price $123,264.00 Non-Compliant Non-Compliant $219,240.00 No Bid Response Bid Item #11-166 Contract Custodial Services For the City of Augusta - Augusta Regional Airport Bid Opening Date: Tuesday, December 13, 2011 at 3:00 p.m. Page 1 of 2 At t a c h m e n t n u m b e r 3 \ n P a g e 1 o f 2 It e m # 2 7 Vendors: Easter Seals 1500 Wrightsboro Road Augusta, GA 30904 American Facility Services 1325 Union Hill Ind Alpharetta, GA 30004 ABM 3305 Breckinridge Blvd., Suite 134 Duluth, GA 30096 BI CO Janitorial 4228 1st Avenue Suite #16 Tucker, GA 30084 Attachment B Yes Yes Yes Yes E-Verify Number 176277 114358 17366 231700 Addendum #1 Yes Yes Yes Yes Lump Sum Price $472,448.00 $190,800.00 $312,540.12 $226,651.69 Bid Item #11-166 Contract Cutodial Services For the City of Augusta - Augusta Regional Airport Bid Opening Date: Tuesday, December 13, 2011 at 3:00 p.m. Page 2 of 2 At t a c h m e n t n u m b e r 3 \ n P a g e 2 o f 2 It e m # 2 7 Attachment number 4 \nPage 1 of 2 Item # 27 Attachment number 4 \nPage 2 of 2 Item # 27 Attachment number 5 \nPage 1 of 4 Item # 27 Attachment number 5 \nPage 2 of 4 Item # 27 Attachment number 5 \nPage 3 of 4 Item # 27 Attachment number 5 \nPage 4 of 4 Item # 27 Attachment number 6 \nPage 1 of 1 Item # 27 Attachment number 7 \nPage 1 of 1 Item # 27 Commission Meeting Agenda 2/21/2012 5:00 PM Smoke Evacuation System for the Trade and Event (TEE) Center Department:Tom F. Beck, Director, Recreation, Parks and Facilities Department Caption:Motion to authorize an increase in the guaranteed maximum price (GMP) for the inclusion of the smoke evacuation scope as required by the Marriott Corporation and architectural supplemental instructions (ASIs) for the Trade Exhibit and Event (TEE) Center Project. (Approved by Public Services Committee February 13, 2012). Background:R.W. Allen, LLC (RWA) was selected under RFQ 10-039 as the TEE Center project’s Construction Manager at Risk for the Augusta TEE Center project by the Augusta Commission on January 19, 2010. A purchase order was issued to R.W. Allen, LLC on April 20, 2010 for the amount of their general conditions, construction fee and pre-construction fee. R.W. Allen submitted pricing for upgrading and installing the equipment required for Smoke Evacuation per the Marriott Standards. Additional scope was included based on modifications and corrections made after final construction documents were released on December 17, 2010. Analysis:The proposed monetary modification is required for the Smoke Evacuation inclusion and the Architectural Supplemental Instruction scope changes into the Construction Manager’s GMP. Funds are available in the overall project budget. Financial Impact:The financial impact to the overall project budget: Smoke Evacuation: $399,083.00 ASIs $437,145.00 Total Add $836,228.00 Alternatives:1. Approve the Purchase Order increase to allow RWA to issue subcontractors/purchase orders necessary to commence purchase of long-lead items such as the electrical switch gear. 2. Disapproving the Purchase Order increase will greatly impact the construction completion date. Cover Memo Item # 28 Recommendation:Approve the amount of $836,228.00 for a revised GMP of $30,113,215.00 It is recommended that approval be given to this request from RWA which defines the added scope of work from the initial proposal approved in January 2010 and the revision approved by the Commission on June 21, 2011. Funds are Available in the Following Accounts: FUNDS ARE AVAILABLE IN ACCOUNT: TEE Center: GL – 325-05-1120; JL – 209251104 GL 361-06-1120 REVIEWED AND APPROVED BY: Cover Memo Item # 28 Attachment number 1 \nPage 1 of 3 Item # 28 Attachment number 1 \nPage 2 of 3 Item # 28 Attachment number 1 \nPage 3 of 3 Item # 28 Commission Meeting Agenda 2/21/2012 5:00 PM Therapeutic Massage Operators License Department:Planning & Development Caption:Motion to approve a request by Janet Knott for a Therapeutic Massage Operators license to be used in connection with Professional Touch Massage of Augusta located 3540 Wheeler Rd. Suite 304. District 3. Super District 10. (Approved by Public Services Committee February 13, 2012) Background:This is a new application. Analysis:The applicant meets the requirements of the Augusta Ga Therapeutic Massage Operators regulations. Financial Impact:Tghe applicant will pay a fee of $121.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 29 Attachment number 1 \nPage 1 of 2 Item # 29 Attachment number 1 \nPage 2 of 2 Item # 29 Commission Meeting Agenda 2/21/2012 5:00 PM LWCF Grant Pre-Application for Butler Creek Park Department:Tom F. Beck, Director, Recreation, Parks and Facilities Caption:Motion to approve a resolution authorizing the City of Augusta to submit a pre-application with the Georgia DNR for 2012 Land and Water Conservation Funds. Background:The State of Georgia received federal funding for $1 million dollars to disperse through a matching grant program for Land and Water Conservation Fund projects for the acquisition, development and rehabilitation of outdoor recreation facilities. Analysis:The Butler Creek project is new park development that will be going out for bid this spring, 2012. The state DNR will administer this grant program as a 50% - 50% match with the maximum grant being $100,000. Total estimated cost for this project is $500,000. Financial Impact:A 50% match is required for this grant program. The City is requesting $100,000 in funding which will have to be matched with City dollars. Funds have been identified for Butler Creek Park in SPLOST VI. Alternatives:1. Motion to approve the submittal of a 2012 LWCF pre- application for Butler Creek Park. 2. Move no action thus eliminating the City from the possibility of leveraging SPLOST dollars with federal grant funding. Recommendation:1. To Approve Funds are Available in the Following Accounts: SPLOST Phase VI REVIEWED AND APPROVED BY: Cover Memo Item # 30 Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 30 Attachment number 1 \nPage 1 of 2 Item # 30 Attachment number 1 \nPage 2 of 2 Item # 30 RESOLUTIO Resolution authorizing the City of Augusta to submit a Pre-Application with the Georgia Department of atural Resources for 2012 Land and Water Conservation Funds to assist with the development the new Butler Creek Park STATE OF GEORGIA COUNTY OF RICHMOND WHEREAS, at the regularly scheduled meeting of the City of Augusta Commission of Richmond County, Georgia, held on February 21, 2012, a motion was made and duly seconded that the City of Augusta agrees to submit a Pre-application for funding from the Land and Water Conservation Fund. The City of Augusta further agrees that in the event the City of Augusta pre-application is recommended for funding by the Department of Natural Resources, the City of Augusta certifies and assures that it has the ability and intention to finance their 50 percent of the total project cost and will move forward with due diligence to prepare, or have prepared, appropriate documentation required for a formal LWCF application. CITY OF AUGUSTA BY: ___________________________ (As its Mayor) ATTEST: _______________________________ Clerk Attachment number 2 \nPage 1 of 1 Item # 30 Commission Meeting Agenda 2/21/2012 5:00 PM Smoking Ordinance Department: Caption:An ordinance to amend the Augusta, Ga. Code, Title Four, by adding a new article to be designated Article 7 and new sections to be designated sections 4-2-77 through 4-2-97; to repeal Augusta, Ga. Code Title Four, Section 4-2-1; to restrict smoking in public places and in places of public accommodation; to repeal all code sections and ordinances and parts of code sections and ordinances in conflict herewith; to provide an effective date and for other purposes. (No recommendation from Public Services Committee February 13, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 31 Attachment number 1 \nPage 1 of 20 Item # 31 Attachment number 1 \nPage 2 of 20 Item # 31 Attachment number 1 \nPage 3 of 20 Item # 31 Attachment number 1 \nPage 4 of 20 Item # 31 Attachment number 1 \nPage 5 of 20 Item # 31 Attachment number 1 \nPage 6 of 20 Item # 31 Attachment number 1 \nPage 7 of 20 Item # 31 Attachment number 1 \nPage 8 of 20 Item # 31 Attachment number 1 \nPage 9 of 20 Item # 31 Attachment number 1 \nPage 10 of 20 Item # 31 Attachment number 1 \nPage 11 of 20 Item # 31 Attachment number 1 \nPage 12 of 20 Item # 31 Attachment number 1 \nPage 13 of 20 Item # 31 Attachment number 1 \nPage 14 of 20 Item # 31 Attachment number 1 \nPage 15 of 20 Item # 31 Attachment number 1 \nPage 16 of 20 Item # 31 Attachment number 1 \nPage 17 of 20 Item # 31 Attachment number 1 \nPage 18 of 20 Item # 31 Attachment number 1 \nPage 19 of 20 Item # 31 Attachment number 1 \nPage 20 of 20 Item # 31 Commission Meeting Agenda 2/21/2012 5:00 PM Annual Bid Recommendation of Award Department:Procurement Caption:Motion to approve four (4) annual bid items. The items required Commission approval due to the fact that the purchases on the individual bid items will exceed $25,000.00 per order. (Approved by Administrative Services Committee February 13, 2012) Background:The following annual bid items require Commission Approval: 12-066 Warehouse Inventory Supplies - Dept: Utilities 12-065 Chemicals - Dept: Utilities 12-050 Red Hot Sewer Solvent - Dept: Utilities 12-045 Annual Clothing and Equipment for Recreation Athletics - Dept: Recreation, Parks and Facilities. Analysis:Each item was bid through the seal bid process as direced in the Augusta Procurement Code. The user departments reviewed the submittals and presented a recommendation of award to the Procurement Department. Financial Impact: Alternatives:Not to award and require the Department to follow the purchasing guidelines as listed in the Augusta Procurement Code for each individual purchase. Recommendation:Approve the recommendations as submitted by each user department. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Cover Memo Item # 32 Law. Administrator. Clerk of Commission Cover Memo Item # 32 Attachment number 1 \nPage 1 of 1 Item # 32 Attachment number 2 \nPage 1 of 18 Item # 32 Attachment number 2 \nPage 2 of 18 Item # 32 Attachment number 2 \nPage 3 of 18 Item # 32 Attachment number 2 \nPage 4 of 18 Item # 32 Attachment number 2 \nPage 5 of 18 Item # 32 Attachment number 2 \nPage 6 of 18 Item # 32 Attachment number 2 \nPage 7 of 18 Item # 32 Attachment number 2 \nPage 8 of 18 Item # 32 Attachment number 2 \nPage 9 of 18 Item # 32 Attachment number 2 \nPage 10 of 18 Item # 32 Attachment number 2 \nPage 11 of 18 Item # 32 Attachment number 2 \nPage 12 of 18 Item # 32 Attachment number 2 \nPage 13 of 18 Item # 32 Attachment number 2 \nPage 14 of 18 Item # 32 Attachment number 2 \nPage 15 of 18 Item # 32 Attachment number 2 \nPage 16 of 18 Item # 32 Attachment number 2 \nPage 17 of 18 Item # 32 Attachment number 2 \nPage 18 of 18 Item # 32 Attachment number 3 \nPage 1 of 10 Item # 32 Attachment number 3 \nPage 2 of 10 Item # 32 Attachment number 3 \nPage 3 of 10 Item # 32 Attachment number 3 \nPage 4 of 10 Item # 32 Attachment number 3 \nPage 5 of 10 Item # 32 Attachment number 3 \nPage 6 of 10 Item # 32 Attachment number 3 \nPage 7 of 10 Item # 32 Attachment number 3 \nPage 8 of 10 Item # 32 Attachment number 3 \nPage 9 of 10 Item # 32 Attachment number 3 \nPage 10 of 10 Item # 32 Attachment number 4 \nPage 1 of 15 Item # 32 Attachment number 4 \nPage 2 of 15 Item # 32 Attachment number 4 \nPage 3 of 15 Item # 32 Attachment number 4 \nPage 4 of 15 Item # 32 Attachment number 4 \nPage 5 of 15 Item # 32 Attachment number 4 \nPage 6 of 15 Item # 32 Attachment number 4 \nPage 7 of 15 Item # 32 Attachment number 4 \nPage 8 of 15 Item # 32 Attachment number 4 \nPage 9 of 15 Item # 32 Attachment number 4 \nPage 10 of 15 Item # 32 Attachment number 4 \nPage 11 of 15 Item # 32 Attachment number 4 \nPage 12 of 15 Item # 32 Attachment number 4 \nPage 13 of 15 Item # 32 Attachment number 4 \nPage 14 of 15 Item # 32 Attachment number 4 \nPage 15 of 15 Item # 32 Attachment number 5 \nPage 1 of 7 Item # 32 Attachment number 5 \nPage 2 of 7 Item # 32 Attachment number 5 \nPage 3 of 7 Item # 32 Attachment number 5 \nPage 4 of 7 Item # 32 Attachment number 5 \nPage 5 of 7 Item # 32 Attachment number 5 \nPage 6 of 7 Item # 32 Attachment number 5 \nPage 7 of 7 Item # 32 Attachment number 6 \nPage 1 of 17 Item # 32 Attachment number 6 \nPage 2 of 17 Item # 32 Attachment number 6 \nPage 3 of 17 Item # 32 Attachment number 6 \nPage 4 of 17 Item # 32 Attachment number 6 \nPage 5 of 17 Item # 32 Attachment number 6 \nPage 6 of 17 Item # 32 Attachment number 6 \nPage 7 of 17 Item # 32 Attachment number 6 \nPage 8 of 17 Item # 32 Attachment number 6 \nPage 9 of 17 Item # 32 Attachment number 6 \nPage 10 of 17 Item # 32 Attachment number 6 \nPage 11 of 17 Item # 32 Attachment number 6 \nPage 12 of 17 Item # 32 Attachment number 6 \nPage 13 of 17 Item # 32 Attachment number 6 \nPage 14 of 17 Item # 32 Attachment number 6 \nPage 15 of 17 Item # 32 Attachment number 6 \nPage 16 of 17 Item # 32 Attachment number 6 \nPage 17 of 17 Item # 32 Commission Meeting Agenda 2/21/2012 5:00 PM Demolition of unsafe structures Department:Planning and Development Caption:Motion to approve an Ordinance providing for the demolition of certain unsafe and uninhabitable structures in the South Augusta Neighborhood: 4211 Beckmont Drive, 2328 Travis Pines, 2364 Winston Way, (District 6, Super District 10); 2532 Kensington Drive East, (District 5, Super District 9); 2438 Dublin Drive, (District 4, Super District 9); 2531 Norton Boulevard, (District 2, Super District 9); Old City: 235 Walker Street, 255 Walker Street, (District 1, Super District 9); 2025 Boykin Place, 1526 Forest Street, 1673 Garlington Avenue, (District 2, Super District 9), AND WAIVE 2ND READING. (Approved by Administrative Services Committee February 13, 2012) Background:The approval of this ordinance will provide for the demolition of the structures that have been determined to be dilapidated beyond repair and a public nuisance. The owners of the above referenced properties have been requested to correct the property maintenance violations, and the violations were not corrected. By approving this ordinance the City will have the structures demolished, record a lien against the properties in the amount of the costs incurred, and send the property owner(s) a bill for payment that is due within 30 days of receipt. Analysis:Continuing the removal of dilapidated structures will signal to the public that neglected, unsafe and uninhabitable structures will not be allowed and that property owners will be held responsible for their properties. Financial Impact:The average total cost associated with the demolition of the property will be approximately $5,200.00. This includes the title search, asbestos survey, and demolition. Alternatives:Allow the unsafe structure to remain and continue to have a negative impact on the neighborhoods and City. Recommendation:Approval Cover Memo Item # 33 Funds are Available in the Following Accounts: Account # 101072910 / 5212999 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 33 ORDINANCE NO. _____________________ ORDINANCE TO PROCEED WITH DEMOLITION AND REMOVAL OF THE STRUCTURES ON PROPERTY LOCATED AT: 4211 BECKMONT DRIVE, 2328 TRAVIS PINES, 2364 WINSTON WAY, 2532 KENSINGTON DRIVE EAST, 2438 DUBLIN DRIVE, 2531 NORTON BOULEVARD, 235 WALKER STREET, 255 WALKER STREET, 2025 BOYKIN PLACE, 1526 FOREST STREET, AND 1673 GARLINGTON AVENUE. TO REPEAL CONFLICTING ORDINANCES; AND FOR OTHER PURPOSES. BE IT ORDAINED BY THE AUGUSTA-RICHMOND COUNTY COMMISSION AND IT IS HEREBY ORDAINED BY THE AUTHORITY OF SAME AS FOLLOWS: Section I. That the following properties have been identified by the Director of the Planning and Development Department as unfit for human habitation (or unfit for its current commercial or business use) and the cost of repair, alteration or improvement of said properties exceeds one- half the value of property and that the said Director shall cause the structures located on hereinafter described property to be demolished and removed as ordered by Augusta-Richmond County Magistrate Court; and that said Director shall cause the costs of such removal and demolition for said property be attached to real property upon filing of a certified copy of the Order. The Clerk of Superior Court shall record and index said order in the deed records and enter the lien on the general execution docket; and said Director shall otherwise proceed to effectuate the purpose of O.C.G.A. SS 41-2-7 through 41-2-17 with respect to said property, to- wit: · 4211 BECKMONT DRIVE, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 167 as Parcel 239. · 2328 TRAVIS PINES, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 154 as Parcel 140. · 2364 WINSTON WAY, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 131 as Parcel 233. · 2532 KENSINGTON DRIVE EAST, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 108 as Parcel 264. · 2438 DUBLIN DRIVE, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 82 as Parcel 329. · 2531 NORTON BOULEVARD, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 97-1 as Parcel 188. · 235 WALKER STREET, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 47-4 as Parcel 226. · 255 WALKER STREET, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 47-4 as Parcel 218. · 2025 BOYKIN PLACE, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 72-4 as Parcel 20. · 1526 FOREST STREET, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 59-1 as Parcel 514. Attachment number 1 \nPage 1 of 2 Item # 33 · 1673 GARLINGTON AVENUE, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 58-3 as Parcel 31. Section II. This Ordinance shall become effective upon adoption. Section III. That all Ordinances and parts of Ordinances in conflict herewith are hereby repealed. Duly adopted this _________ day of ____________________, 2012. MAYOR________________________________ ATTEST:_______________________________ CLERK OF COMMISSION Attachment number 1 \nPage 2 of 2 Item # 33 Commission Meeting Agenda 2/21/2012 5:00 PM Fire Chief Salary Department:Administrator Caption:Motion to approve the salary recommendation of the Administrator for the new Fire Chief in the amount of $110,000 to be effective upon his appointment last week. (Approved by Administrative Services Committee February 13, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 34 Commission Meeting Agenda 2/21/2012 5:00 PM Design Build Construction - Support Structure Department:Marshal's Department Caption:Motion to approve award of the Design/Build Construction of a new support structure for the Marshal's Substation. (Approved by Public Safety Committee February 13, 2012) Background:RFP-11-131 was issued requesting proposals from qualified firms to design build a support structure for the Marshal's Office Substation on Deans Bridge Rd. Responses were reviewed on Oct. 04, 2011 and presentations were received on Nov. 04, 2011. Analysis:Based on the presentations and information in the proposals, the Marshal's Office is prepared to make its recommendation to the Committee. Financial Impact:The project has a $90,000 budget Alternatives:None Recommendation:Approve award of the Design Build Construction of a support structure for the Marshal's Office Substation to S. D. Clifton. Funds are Available in the Following Accounts: Funds are available in Capital - 272-02-2610-54.13130 REVIEWED AND APPROVED BY: Cover Memo Item # 35 Request for Proposal Request for Proposals will be received at this office until Tuesday, September 27, 2011 @ 11:00 a.m. for furnishing: RFP Item #11-131 Design/Build Construction Services for a Support Structure for Marshal’s Office RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. A Mandatory Pre-Proposal Meeting will be held on Wednesday, September 7, 2011 @ 11:00 a.m. in the Procurement Department 530 Greene Street, Room 605. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, September 9, 2011 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Bidders are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. The purpose of this Disadvantaged Business Enterprises program is to comply with U.S. Department of Transportation (DOT), Federal Transit Administration (FTA), Federal Aviation Administration (FAA) and other federal and state mandated DBE requirements for certain DOT, FTA, FAA, and other federal and state assisted contracts as required by 49 C.F.R. Part 26, et. seq. and/or 49 C.F.R. Part 23, et. seq. This DBE program is only for DOT, FTA and FAA assisted contracts and other federal or state funded contracts having mandatory DBE requirements. (See Article 13 of the Augusta, GA Code) GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 11, 18, 25, September 1, 2011 Metro Courier August 17, 2011 cc: Tameka Allen Interim Deputy Administrator Steve Smith Marshal’s Office Teresa Russell Marshal’s Office Jeff Barrett Marshal’s Office Revised: 7/14/11 Attachment number 1 \nPage 1 of 1 Item # 35 Vendors: Saido P. O. Box 14517 Augusta, GA 30919 Kuhlke Construction 3704 Benchmark Dr Augusta, GA 30909 RW Allen 1015 Broad St Augusta, GA 30901 SD Clifton Construction 4324 Wheeler Rd Martinez, GA 30907 Allen-Batchelor 1063 Franke Industrial Augusta, GA 30909 Green Earth 204 Davis Rd Pelser, SC Attachment B Yes Yes E-Verify Number 46611 212153 One Original Yes Yes Nine Copies Yes Yes Addendums 1 Yes Yes Fee Proposal No Bid Response Yes Yes RFP Item #11-131 Design/Build Construction Services for a Support Structure For the City of Augusta - Marshall's Department RFP Opening Date: Tuesday, September 27, 2011 at 11:00 a.m. Page 1 of 2 At t a c h m e n t n u m b e r 2 \ n P a g e 1 o f 2 It e m # 3 5 Vendors: Creative Concrete 30771 Hwy 17 Waverly, GA 31565 Crestline Builders 5880 Crestline Rd Laurinburg, NC Parr Builders 220 Gunter St St Mary's, GA 31558 Attachment B E-Verify Number One Original Nine Copies Addendums 1 Fee Proposal RFP Item #11-131 Design/Build Construction Services for a Support Structure For the City of Augusta - Marshall's Department RFP Opening Date: Tuesday, September 27, 2011 at 11:00 a.m. Page 2 of 2 At t a c h m e n t n u m b e r 2 \ n P a g e 2 o f 2 It e m # 3 5 Attachment number 3 \nPage 1 of 1 Item # 35 Attachment number 4 \nPage 1 of 2 Item # 35 Attachment number 4 \nPage 2 of 2 Item # 35 Attachment number 5 \nPage 1 of 5 Item # 35 Attachment number 5 \nPage 2 of 5 Item # 35 Attachment number 5 \nPage 3 of 5 Item # 35 Attachment number 5 \nPage 4 of 5 Item # 35 Attachment number 5 \nPage 5 of 5 Item # 35 Attachment number 6 \nPage 1 of 3 Item # 35 Attachment number 6 \nPage 2 of 3 Item # 35 Attachment number 6 \nPage 3 of 3 Item # 35 Attachment number 7 \nPage 1 of 1 Item # 35 Attachment number 8 \nPage 1 of 13 Item # 35 Attachment number 8 \nPage 2 of 13 Item # 35 Attachment number 8 \nPage 3 of 13 Item # 35 Attachment number 8 \nPage 4 of 13 Item # 35 Attachment number 8 \nPage 5 of 13 Item # 35 Attachment number 8 \nPage 6 of 13 Item # 35 Attachment number 8 \nPage 7 of 13 Item # 35 Attachment number 8 \nPage 8 of 13 Item # 35 Attachment number 8 \nPage 9 of 13 Item # 35 Attachment number 8 \nPage 10 of 13 Item # 35 Attachment number 8 \nPage 11 of 13 Item # 35 Attachment number 8 \nPage 12 of 13 Item # 35 Attachment number 8 \nPage 13 of 13 Item # 35 Commission Meeting Agenda 2/21/2012 5:00 PM New World MSP Upgrade and Subscription Agreement Department:Information Technology Caption:Motion to approve Agreement with New World Systems, Inc. for the New World AS400 to MSP Upgrade. (Approved by Public Safety Committee February 13, 2012) Background:Augusta currently uses New World software to manage 911 Computer Aided Dispatch (CAD) as well as Richmond County Sheriff's Office (RCSO) processes including records management, case management, and corrections management. The technology behind this solution is based on an IBM AS400 system, which uses an old operating system and does not incorporate any significant advances in technology. The New World Microsoft Product (MSP) uses a smaller, less expensive hardware platform and integrates more easily with new database, mobile, and GIS technology. Analysis:Remaining on the current AS400-based system is not practical for the RCSO in the long-term because it does not incorporate current and evolving technology that the RCSO would like to be able to use. Cost comparisons (attached to the agenda item) also illustrate that the subscription agreement with New World Systems is projected to yield operating savings of over $550,000 for the total length of the subscription. The major advantages of this upgrade is that the RCSO and 911 will have access to new analysis and data management tools that are available in a modern server environment that is capable of being fitted with new technologies (such as mobile apps, GIS, etc). Augusta also benefits by eliminating a database (DB2), which is the only one of its kind with the city, resulting in consolidation of the database platforms that IT must support. Financial Impact:The implementation services component of this project ($780,000) will be funded through SPLOST. Ongoing operating costs will be funded by IT and E911, as they are now. 10-year operating savings are projected to be over $550,000. Alternatives:N/A Cover Memo Item # 36 Recommendation:Approve Agreement with New World Systems, Inc. for the New World AS400 to MSP Upgrade Funds are Available in the Following Accounts: GL – 328-03-1130 JL - 210356004 REVIEWED AND APPROVED BY: Procurement. Information Technology. Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 36 New World MSP Implementation Cost Analysis SOFTWARE New World Software and Services 2/3/2012 New World Proposal Standard Proposal Summary of Proposal Reduced software and implementation fees in exchange for 5-year subscription with annual renewals. Typical / Standard Capital Project with standard SSMA (similar to past projects) Application Software Included with Subscription 948,000.00$ Less Customer Loyalty Software Credit N/A (228,812.00)$ Less Additional Customer Loyalty Credit N/A (63,000.00)$ Less Customer Loyalty Software Discount N/A (22,600.00)$ Implementation Services 620,000.00$ 432,500.00$ Less Additional Negotiated Software and Services Discount Third Party Products and Services Included with Subscription 50,100.00$ Travel and Living Expenses (billed as incurred)60,000.00$ 60,000.00$ Software-Related Capital Project Cost 680,000.00$ 1,176,188.00$ Annual Operating Cost Annual Subscription Cost Modified Proposal SSMA SSMA Notes This is essentially a 5-year guarantee that we will stay with NW during this time, with 5 years of annual renewal. This is the proposed amount, which includes a 5% increase 2012 375,000.00$ 415,358.00$ 2013 375,000.00$ 436,125.90$ 2014 375,000.00$ 457,932.20$ 2015 375,000.00$ 480,828.80$ 2016 375,000.00$ 504,870.24$ 2017 415,000.00$ 530,113.76$ 2018 415,000.00$ 556,619.45$ 2019 435,000.00$ 584,450.42$ 2020 435,000.00$ 613,672.94$ 2021 460,000.00$ 644,356.59$ Total 10-Year Software Operating Cost 4,035,000.00$ 5,224,328.29$ Total 10-Year Capital and Operating Outlay Related to New World MSP conversion* 4,715,000.00$ 6,400,516.29$ Attachment number 1 \nPage 1 of 6 Item # 36 Legality Approved by Legal. There should be no legal issues - this is typical and has been approved in the past. Intangibles This protects Augusta from increases that would typically occur every year. Expensive Recommendation Overall, this is the best option for Augusta. We have also negotiated an additional 100 software licenses and two new modules (Pawn Tracking and Equipment / Quartermaster) as part of this agreement. Too Expensive *All calculations above are performed based on the EXISTING licensed modules of software. These calculations will differ in future years if additional modules are purchased. SERVER HARDWARE (Estimates Projected over 10 Years) New Hardware Costs Server Hardware on a 5-year Replacement Cycle (Microsoft) Server Hardware on a 5-year Replacement Cycle (Microsoft) 2012 100,000.00$ 100,000.00$ 2013 2014 2015 2016 2017*100,000.00$ 100,000.00$ 2018 2019 2020 2021 Total 200,000.00$ 200,000.00$ * Depending on the use of virtualization in these servers, this number may be lower for the Microsoft equipment. TOTAL PROJECTED CAPITAL EXPENDITURE (10 Year) Total Project Capital Cost Software & Services 680,000.00$ 1,176,188.00$ Hardware 200,000.00$ 200,000.00$ Capital Project Cost 880,000.00$ 1,376,188.00$ TOTAL PROJECTED OPERATING (under MSP) Projected 10-Year Operating Cost New World MSP Microsoft Operating System Licensing for Servers 2012 375,000.00$ 4,800.00$ 2013 375,000.00$ 4,800.00$ 2014 375,000.00$ 4,800.00$ 2015 375,000.00$ 4,800.00$ 2016 375,000.00$ 4,800.00$ 2017 415,000.00$ 4,800.00$ 2018 415,000.00$ 4,800.00$ Attachment number 1 \nPage 2 of 6 Item # 36 2019 435,000.00$ 4,800.00$ 2020 435,000.00$ 4,800.00$ 2021 460,000.00$ 4,800.00$ Total Projected 10-Year Operating Cost 4,035,000.00$ 48,000.00$ TOTAL PROJECTED OPERATING (under AS400) Projected 10-Year Operating Cost New World (AS400 Product)AS400 Support 2012 402,152.00$ 15,000.00$ 2013 405,406.00$ 15,000.00$ 2014 417,568.18$ 15,000.00$ 2015 430,095.23$ 15,000.00$ 2016 442,998.08$ 15,000.00$ 2017 456,288.02$ 15,000.00$ 2018 469,976.67$ 15,000.00$ 2019 484,075.97$ 15,000.00$ 2020 498,598.24$ 15,000.00$ 2021 513,556.19$ 15,000.00$ Total Projected 10-Year Operating Cost 4,520,714.58$ 150,000.00$ PROJECTED OPERATING SAVINGS Projection Amount 10-Year Projected Operating Cost (MSP) $ 4,107,000.00 10-Year Projected Operating Cost (AS400) $ 4,670,714.58 Savings with MSP 563,714.58$ PROJECT PROPOSAL AMOUNT Projection Amount Cost of Implementation Services $ 620,000.00 Hardware Cost of Implementation $ 100,000.00 Travel for On-Site Services $ 60,000.00 Software Application Licenses Included in Impl. Svcs. 3rd Party Software Included in Impl. Svcs. Savings with MSP 780,000.00$ Attachment number 1 \nPage 3 of 6 Item # 36 No Change Continue as-is with existing AS400 System N/A N/A N/A N/A N/A N/A N/A N/A $0.00 SSMA This amount assumes that we would negotiate a 3% increase each year. Year 2 increases differently because of warranty expiration 402,152.00$ 405,406.00$ 417,568.18$ 430,095.23$ 442,998.08$ 456,288.02$ 469,976.67$ 484,075.97$ 498,598.24$ 513,556.19$ 4,520,714.58$ 4,520,714.58$ Attachment number 1 \nPage 4 of 6 Item # 36 This is the Status Quo - no legal issues inherent in this option. This choice is not really an option since the development path of the AS400 does not include many important components that the RCSO needs for modernization. This is included for basic comparison only. Due to changes in technology we could NOT stay on the AS400 for 10 years and continue to incorporate new law-enforcement technology. *All calculations above are performed based on the EXISTING licensed modules of software. These calculations will differ in future years if additional modules are purchased. SERVER HARDWARE (Estimates Projected over 10 Years) Server Hardware on a 4-year Replacement Cycle (Typical IBM replacement schedule) 75,000.00$ 75,000.00$ 75,000.00$ 225,000.00$ * Depending on the use of virtualization in these servers, this number may be lower for the Microsoft equipment. TOTAL PROJECTED CAPITAL EXPENDITURE (10 Year) -$ 225,000.00$ 225,000.00$ Microsoft Database Licensing for Servers Annual Cost 2,400.00$ 382,200.00$ 2,400.00$ 382,200.00$ 2,400.00$ 382,200.00$ 2,400.00$ 382,200.00$ 2,400.00$ 382,200.00$ 2,400.00$ 422,200.00$ 2,400.00$ 422,200.00$ Attachment number 1 \nPage 5 of 6 Item # 36 2,400.00$ 442,200.00$ 2,400.00$ 442,200.00$ 2,400.00$ 467,200.00$ 24,000.00$ 4,107,000.00$ Annual Cost 417,152.00$ 420,406.00$ 432,568.18$ 445,095.23$ 457,998.08$ 471,288.02$ 484,976.67$ 499,075.97$ 513,598.24$ 528,556.19$ 4,670,714.58$ Attachment number 1 \nPage 6 of 6 Item # 36 Document #: 1421-11A1F Corporate: 888 West Big Beaver Road • Suite 600 • Troy • Michigan 48084-4749 • 248-269-1000 • www.newworldsystems.com 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods (12A1B 0203) February 3, 2012 ADDITIONAL SOFTWARE LICENSE AND SUBSCRIPTION AGREEMENT Mr. Mike Blanchard City of Augusta 530 Greene Street Augusta, GA 30911 Dear Mr. Blanchard: New World Systems is pleased to provide an Agreement to continue the license of your iSeries (AS/400) Standard Software and provide implementation services for a future upgrade of your AS/400 Licensed Standard Software to the New World Aegis MSP Licensed Standard Software. The following Exhibits are to be reviewed and approved by you and/or your authorized representative. They describe the additional software and services you have requested along with the related fees. Exhibit AA..................... TOTAL COST SUMMARY AND PAYMENT SCHEDULE Exhibit A ....................... LICENSED STANDARD SOFTWARE AND FEES Exhibit B ........................ IMPLEMENTATION AND TRAINING SUPPORT SERVICES Exhibit C ....................... STANDARD SOFTWARE MAINTENANCE AGREEMENT Exhibit F ........................ DATA FILE CONVERSION ASSISTANCE Appendix 1 .................... AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD PARTY PRODUCTS AND SERVICES Appendix 2 .................... ADDITIONAL PROVISIONS Other than for the purposes of internal review, we ask that you treat our fees as confidential information. This is due to the competitive nature of our business. The General Terms and Conditions from our original License Agreement dated June 8, 1998 with Richmond County, Georgia are incorporated and continue to apply. Upon completion of the upgrade to Aegis MSP standard software, the definition of COMPUTER from the November 16, 2000 Agreement will be the MSP server(s) in use, and not the IBM AS/400. Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer. Attachment number 2 \nPage 1 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 2 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Please acknowledge the change and your understanding on the services by the appropriate signature below. ACKNOWLEDGED AND AGREED TO BY: NEW WORLD SYSTEMS CORPORATION (New World) AUGUSTA, GA (Customer) By: _______________________________ Larry D. Leinweber, President By: _______________________________________ Deke Copenhaver, Mayor Date: ______________________________ Date: ______________________________________ Attest: ____________________________________ Authorized Signature Title Date: _____________________________________ Each individual signing above represents that (s)he has the requisite authority to execute this Agreement on behalf of the organization for which (s)he represents and that all the necessary formalities have been met. The “Effective Date” of this Agreement is the latter of the two dates in the above signature block. PRICING ASSUMES CONTRACT EXECUTION BY FEBRUARY 28, 2012. CONFIDENTIAL Attachment number 2 \nPage 2 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 3 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods EXHIBIT AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE I. Total Cost Summary: Licensed Standard Software, Implementation Services, And Third Party Products DESCRIPTION OF COST COST A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A Included 1. Licensed Standard Software B. STANDARD SOFTWARE SUBSCRIPTION AGREEMENT – (See Exhibit C) Annual Subscription Cost (10-Year Plan, Billed annually and due on January 1st of each year) Year 1 for period 01/01/12 – 12/31/12 $375,000 Year 2 for period 01/01/13 – 12/31/13 $375,000 Year 3 for period 01/01/14 – 12/31/14 $375,000 Year 4 for period 01/01/15 – 12/31/15 $375,000 Year 5 for period 01/01/16 – 12/31/16 $375,000 Year 6 for period 01/01/17 – 12/31/17 $415,000 Year 7 for period 01/01/18 – 12/31/18 $415,000 Year 8 for period 01/01/19 – 12/31/19 $435,000 Year 9 for period 01/01/20 – 12/31/20 $435,000 Year 10 for period 01/01/21 – 12/31/21 $460,000 C. IMPLEMENTATION SERVICES AND THIRD PARTY PRODUCTS AND SERVICES FOR UPGRADE TO AEGIS MSP STANDARD SOFTWARE 1. PROJECT MANAGEMENT as further described in Exhibit B 2. INTERFACE INSTALLATION SERVICES as further described in Exhibit B 3. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B 4. MOBILE RECONFIGURATION SERVICES as further described in Exhibit B 5. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B 6. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F 7. THIRD PARTY PRODUCTS AND SERVICES as further described in Appendix 1 D. TRAVEL EXPENSES (Estimate) – billed as incurred PRICING ASSUMES CONTRACT EXECUTION BY FEBRUARY 28, 2012. Attachment number 2 \nPage 3 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 4 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE II. Payments for Implementation Services and Third Party Products DESCRIPTION OF PAYMENT PAYMENT A. An Implementation Services Agreement will be provided to Customer as described in Paragraph 2 of Exhibit C. The Services Agreement shall have a not to exceed cost of $620,000 with payment terms mutually agreed upon at the time the Services Agreement is executed. B. TRAVEL EXPENSES (Estimate) $60,000* (These expenses are billed as incurred) 1. 40 trips are anticipated. 2. Travel Time for the estimated 40 trips is not included in this estimate. *Estimate C. STANDARD SOFTWARE MAINTENANCE SERVICES – as further detailed in Exhibit C ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE. Billings are applied ratably to each deliverable included under the total one-time cost. If any deliverable is subject to sales tax, the tax will be calculated and added as applicable to each billing. Attachment number 2 \nPage 4 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 5 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods EXHIBIT A LICENSED STANDARD SOFTWARE AND FEES License Fee for Licensed Standard Software And Documentation Selected By Customer: Application Package Cost AEGIS iSERIES (AS/400) STANDARD SOFTWARE CURRENTLY IN PLACE AND EVENTUALLY TO BE REPLACED BY THE AEGIS MSP (WINDOWS) STANDARD SOFTWARE CAD 1. Aegis/400 Combined Multi-Jurisdiction LE/Fire/EMS CAD - Call Scheduling - Call Stacking - Geo-File Verification - Hazard and Location Alerts - Hydrant Inventory - Access to Aegis/400 LE Records - Access to Aegis/400 Fire/EMS Records - Note Pads - Rip-N-Run1 - Run Cards - Tone Alerts - Unit Recommendations - Unit Status Monitors - Fire/EMS Recommendations 2. Additional Aegis®/400 Software for Computer Aided Dispatch - CAD Mapping (ESRI based) - Service Vehicle Rotation (Wrecker, Ambulance) 3. Aegis/400 Third Party CAD Interface Software - E-911 Interface - Firehouse Interface - Priority Dispatch ProQA for EMD Interface - Priority Dispatch ProQA for Fire Interface - Priority Dispatch ProQA for Police Interface Attachment number 2 \nPage 5 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 6 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit A / LICENSED STANDARD SOFTWARE AND FEES LAW ENFORCEMENT RECORDS 4. Aegis/400 Single Jurisdiction Base Law Enforcement Records - Accidents - Arrest - Business Registry - Case Processing - Computer Aided Investigations - Federal Reports (UCR/IBR) - Geo-File Verification - Impounded Vehicles - Incident Tracking - Jacket Processing - Personnel/Education - Property - Traffic Tickets and Citations - Wants and Warrants 5. Additional Aegis/400 Software for Law Enforcement Records - Bookings - Case Management - Computer Aided Investigations - Field Investigations - GEO File Verification - Index Cards 6. Aegis/400 Third Party LE Records Interface Software - Livescan Interface CORRECTIONS 7. Aegis Corrections Management Software Base Package - Aegis/400 Law Enforcement Records Interface - Bookings - Inmate Classification - Inmate Property Tracking - Inmate Tracking and Processing - Random Drug Testing - Visitation 8. Aegis/400 Federal & State Compliance Reporting for Corrections Attachment number 2 \nPage 6 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 7 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit A / LICENSED STANDARD SOFTWARE AND FEES ADDITIONAL PUBLIC SAFETY SOFTWARE 9. Aegis/400 Public Safety State/NCIC Interface Software - Aegis/400 State/NCIC Interface - On-Line CAD Interface to State/NCIC - On-Line Property Checks Interface to State/NCIC - On-Line Wants & Warrants Interface to State/NCIC 10. Aegis/400 Imaging Software Server Software - Public Safety Line Ups/Mug Shots - Digital Imaging Client Software - Image Capture/View - Unlimited Licenses 11. Aegis/400 Data Management and Retrieval Tools - Microsoft Word® Interface - Data Analysis/Crime Mapping Attachment number 2 \nPage 7 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 8 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit A / LICENSED STANDARD SOFTWARE AND FEES EXISTING MOBILE SOFTWARE PREVIOUSLY LICENSED MOBILE SOFTWARE MOBILE SOFTWARE ON THE RS/6000 1. Base Message Switch to State/NCIC (1-300 users) - Base Message Switch for MDT/MCT - State/NCIC Interface 2. Additional Aegis Software for RS/6000 Message Switch - New World CAD Interface for Aegis 400 (1-300 users) - Mobile Upload Software (1-500 users) - AVL Interface (1-50 devices) MOBILE SOFTWARE ON THE iSERIES 400 3. Aegis/400 Mobile Integration Software - MDT/MCT Base CAD/RMS Interface (1-300 users) - MDT/MCT Base LE CAD Interface (1-100 users) - AVL CAD Interface (1-50 users) MOBILE MANAGEMENT SERVER 4. Aegis Mobile Management Server Software (1-500 units) - Base CAD/NCIC/Messaging - Field Reporting - Field Reporting Data Merge CLIENT SOFTWARE 5. Aegis® Law Enforcement Mobile Unit Software Mobile Messaging LE State/NCIC via Switch (267 units) LE CAD via Switch (297 units) Mugshot Image Download (215 units) State Photo Download (308 units) In-Car Mapping (30 units) In-Car Routing (30 units) New World AVL (30 units) Attachment number 2 \nPage 8 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 9 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit A / LICENSED STANDARD SOFTWARE AND FEES Field-Based Reporting LE Field Reporting (Federal Standards) (308 units) The following 4 New World Reports are included: - Incident (1 form) - Case (1 form) - Arrest (1 form) - Supplement (1 form) LE Field Reporting Compliance (308 units) LE Accident Field Reporting (225 units) The following New World Report is included: - Accident (1 form) LE Accident Field Reporting Compliance (225 units) Field Investigation Field Reporting (2 Forms) (83 units) Mobile Upload of Field Reports (308 units) Attachment number 2 \nPage 9 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 10 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit A / LICENSED STANDARD SOFTWARE AND FEES AEGIS MSP (WINDOWS) STANDARD SOFTWARE THAT WILL REPLACE THE AEGIS iSERIES (AS/400) STANDARD SOFTWARE CAD 1. Aegis CAD Enterprise.NET Combined LE/Fire/EMS CAD - Call Entry - Call Control Panel - Unit Recommendations - Unit Status and Control Panel - Call Stacking - CAD Messaging - Call Scheduling - Dispatch Questionnaire D62 - Fire Equipment Search/Move - GIS/Geo-File Verification - Hazard and Location Alerts - Hazmat Search - Hydrant Inventory - Access to Aegis/MSP LE Records - Access to Aegis/MSP Fire Records - Note Pads - Proximity Dispatch (Requires CAD AVL) - Rip-N-Run Remote Printing - Run Cards/Response Plans - Tone Alerts 2. Additional Aegis CAD Enterprise.NET Software for Computer Aided Dispatch 5 - CAD Mapping - CAD AVL - Ad-Hoc Reporting 6 - Service Vehicle Rotation (Wrecker, Ambulance) 3. Aegis CAD Enterprise.NET Third Party Interface Software 5 - E-911 Interface 7 - On-Line CAD Interface to State/NCIC (up to 6 inquiry screens)8 - Pre-Arrival Questionnaire Interface (3 questionnaires - EMD, Fire and Police) Supports available release of ProQA for Fire, EMD, Police - Fire Records Interface (one-way interface; CAD closed incidents) Supports Firehouse, First Watch Attachment number 2 \nPage 10 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 11 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit A / LICENSED STANDARD SOFTWARE AND FEES LAW ENFORCEMENT RECORDS 4. Aegis/MSP Single Jurisdiction Base Law Enforcement Records - Accidents - Arrest - Business Registry - Case Processing - Computer Aided Investigations - Federal Reports (UCR/IBR) - GIS/Geo-File Verification - Impounded Vehicles - Incident Tracking - Jacket Processing - Personnel/Education - Property - Traffic Tickets and Citations - Wants and Warrants 5. Aegis/MSP Federal and State Compliance Reporting for LE Records - Federal UCR/IBR9 - State Accidents10 6. Additional Aegis/MSP Software for Law Enforcement Records - Bookings - Case Management - Data Analysis/Crime Mapping/Management Reporting6 - Equipment Tracking - Field Investigations - Index Cards - Pawn Shops 7. Aegis/MSP Third Party LE Records Interface Software 5 - Livescan Interface Supports Identix, CrossMatch, Printrak, Sagem Morpho, Cogent - Aegis/MSP State/NCIC Interface8 Includes 12 - 15 screens On-Line Modules - Includes 4 state inquiry screens8 - On-Line Property Checks Interface to State/NCIC - On-Line Wants and Warrants Interface to State/NCIC 8. Aegis/MSP Imaging Software - Public Safety Lineups/Mug Shots 11 Attachment number 2 \nPage 11 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 12 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit A / LICENSED STANDARD SOFTWARE AND FEES CORRECTIONS 9. Aegis/MSP Corrections Management Software Base Package - Aegis/MSP LE Records Interface - Bookings - Incident Tracking - Inmate Property Tracking - Inmate Classification - Inmate Housing - Mass Move - Inmate Scheduling and Tracking - Inmate Contacts (visitor, mail, phone, emergency) - Inmate Programs (courses) - Inmate Activity Log - Trustee - Case Management - Corrections Officer Log - Finance Management (inmate, facility) - Jacket Processing - Business Registry - Personnel/Education - GIS/Geo-File Verification 10. Aegis/MSP State Compliance Reporting for Corrections - State Corrections Reporting Includes up to 4 reports 11. Workstation License for up to 500 Authorized Users. Attachment number 2 \nPage 12 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 13 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit A / LICENSED STANDARD SOFTWARE AND FEES ADDITIONAL AEGIS MSP (WINDOWS) STANDARD SOFTWARE TO BE ADDED LAW ENFORCEMENT RECORDS 1. Additional Aegis/MSP Software for Law Enforcement Records - Property Room Bar Coding5 CORRECTIONS 2. Additional Aegis/MSP Software for Corrections Management - Property Room Bar Coding DECISION SUPPORT SOFTWARE12,13 3. Law Enforcement Management Data Mart - Includes 10+ users Dashboards for Law Enforcement 4. Corrections Management Data Mart - Includes 10+ users Dashboards for Corrections Management TOTAL SOFTWARE LICENSE FEE 14,15 Included Note: Other than for Mobile Software, a Workstation License for up to 500 users is included for the Exhibit A Licensed Standard Software. The Workstation License includes the following agencies as authorized users: - Augusta, GA - Richmond County Sheriff's Office, GA Note: The Aegis MSP Standard Software will provide comparable but not identical capabilities to the Aegis AS/400 software currently in use. The cost of any custom AS/400 software in use is not included. Note: The Software License Fee is included at no charge as part of the 10-year Annual Subscription Payments in Exhibit C. Note: Customer’s existing Mobile Software for the iSeries (AS/400) is also included in this license. The Mobile Software works with both the iSeries and MSP Licensed Standard Software in this Exhibit A. Attachment number 2 \nPage 13 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 14 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit A / LICENSED STANDARD SOFTWARE AND FEES ENDNOTES 1 Personal Computers must meet the minimum hardware requirements for New World Systems' MSP product. Microsoft Windows XP or later is required for all client machines. Windows 2003/2008Server and SQL Server 2005/2008 are required for the Application and Database Server(s). 2 New World Systems' MSP product requires Microsoft Windows 2003/2008 Server and SQL Server 2005/2008 including required Client Access Licenses (CALs) for applicable Microsoft products. Servers must meet minimum hardware requirements provided by New World Systems. 3 New World Systems' MSP product requires Microsoft Excel or Windows Search 4.0 for document searching functionality; Microsoft Word is required on the application server for report formatting. 4 New World recommends a 100/1000MB (GB) Ethernet network for the local area network. Wide area network requirements vary based on system configuration, New World will provide further consultation for this environment. 5 Does not include any required 3rd party hardware or software unless specified in Appendix 1 of this Agreement. Customer is responsible for any 3rd party support. 6 Application may require a separate Server. 7 Requires Lantronix USC 1100 included in Appendix 1 of this Agreement. 8 Customer is responsible for obtaining the necessary State approval and any non-New World hardware and software. 9 Federal UCR/IBR includes edits, reports and electronic submission. 10 State Accidents includes logic, reports and electronic submission. 11 Camera must meet product specifications and be procured through New World. 12 Application may require a separate Server. 13 Configuration and end user training to occur after Customer has been live for 3 months or longer on an application. 14 Discount only available in conjunction with upgrading Aegis AS/400 to Aegis MSP Windows. 15 Prices assume that all software is licensed. 16 Licensed Software, and third party software embedded therein, if any, will be delivered in a machine readable form to Customer via an agreed upon network connection. Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed. Attachment number 2 \nPage 14 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 15 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods EXHIBIT B PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES 1. Project Management Services New World shall act as Project Manager to assist Customer’s management in implementing the Exhibit A software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan with Customer’s management and the Customer Liaison. Project Management Services include: a) a summary level Implementation Plan; b) a detail level Implementation Plan; c) revised Implementation Plans (if required); d) monthly project status reports; and e) project status meetings  a project review (kickoff) meeting at Customer’s location  progress status meeting(s) will occur during implementation via telephone conference or at Customer’s location; and  a project close-out meeting at Customer’s location to conclude the project. f) New World consultation with other vendors or third parties. The implementation services fees described in Exhibit AA include Project Management fees for a period up to 18 months after the receipt of Customer’s execution of the option to upgrade as described in Exhibit C. 2. Implementation and Training Support Hours Recommended It is recommended that appropriate support hours are allocated for all Licensed Standard Software listed in Exhibit A to insure successful implementation of and training on each application package. Based on the Licensed Standard Software listed on Exhibit A, up to 1,100 hours of New World implementation and training support services have been allocated for this project. Excess hours requested shall be billed at the Hourly Rate. Avoiding or minimizing custom or modified features will aid in keeping the support costs to the amount allocated. Customer agrees to reimburse New World for support trips canceled by Customer less than ten (10) days before the scheduled start date to cover New World’s out-of-pocket costs and lost revenues. The recommended implementation and training support services include: a) implementation of each package of Licensed Standard Software; b) Customer training and/or assistance in testing for each package of Licensed Standard Software; and c) tailoring of Licensed Standard Software by New World technical staff and/or consultation with New World technical staff. d) Upgrade existing mobile products to Mobile 9.x:  Mobile Messaging and Field Reporting (Including Accidents)  Mapping, Routing, AVL  State Photo Download  Field Investigations  Mugshot Images Download The project management, implementation and training support services provided by New World may be performed at Customer’s premises and/or at New World national headquarters in Troy, Michigan (e.g., portions of project management are performed in Troy). Attachment number 2 \nPage 15 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 16 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES 3. Interface Installation Service New World shall provide interface installation services as described in this paragraph below. These services do not include hardware and/or third party product costs which shall be Customer’s responsibility, if required. Whenever possible, these services will be done remotely, resulting in savings in Travel Expenses and Time. If on-site installation and training is required, Customer will be responsible for the actual Travel Expenses and Time. The services include the following interfaces. a) 911 Interface b) On-Line CAD Interface to State/NCIC c) Pre-Arrival Questionnaire Interface d) Fire Records (Firehouse) Interface e) Livescan Interface f) State/NCIC g) On-Line Property Checks Interface to State/NCIC h) On-Line Wants & Warrants Interface to State/NCIC i) New World Mugshots / Imaging j) Geo-File Implementation k) Windows System Assurance New World’s GIS implementation services are to assist the Customer in preparing the New World required GIS data for use with the Licensed Aegis Software. Depending upon the Licensed Software the Customer at a minimum will be required to provide an accurate street centerline layer and the appropriate polygon layers needed for Unit Recommendations and Run Cards in an industry standard ESRI file format (Personal Geodatabase, File Geodatabase, Shape Files). Customer is responsible for having clearly defined boundaries for Police Beats, EMS Districts and Fire Quadrants. If necessary New World will assist Customer in creating the necessary polygon layers (Police Beats, EMS Districts and Fire Quadrants) for Unit Recommendations and Run Cards. New World is not responsible for the accuracy of or any ongoing maintenance of the GIS data used within the Licensed Aegis Software. 4. Hardware Quality Assurance Service New World shall provide Hardware Systems Assurance of Customer’s Aegis MSP server(s). These services do not include hardware and/or third party product costs which shall be Customer’s responsibility, if required. Whenever possible, these services will be provided remotely, resulting in savings in travel expenses and time. If on-site installation is required, Customer will be responsible for the actual travel expenses and time. a) Hardware Quality Assurance Services Standard Environment: Hardware Systems Assurance and Software Installation: - Assist with High Level System Design/Layout - Validate Hardware Configuration and System Specifications - Validate Network Requirements, including Windows Domain - Physical Installation of New World Application Servers - Install Operating System and Apply Updates - Install SQL Server and Apply Updates - Install New World Applications Software and Apply Updates - Establish Base SQL Database Structure - Install Anti-Virus Software and Configure Exclusions - Install Automated Backup Software and Configure Backup Routines - Configure System for Electronic Customer Support (i.e. NetMeeting) - Tune System Performance Including Operating System and SQL Resources - Test High Availability/Disaster Recovery Scenarios (if applicable) Attachment number 2 \nPage 16 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 17 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES - Provide Basic System Administrator Training and Knowledge Transfer - Document Installation Process and System Configuration 5. Additional Services Available Other New World services may be required or requested for the following: a) additional software training; b) tailoring of Licensed Standard Software by New World technical staff and/or consultation with New World technical staff; c) New World consultation with other vendors or third parties; d) modifying the Licensed Standard Software; e) designing and programming Licensed Custom Software; and f) maintaining modified Licensed Standard Software and/or custom software. Customer may request these additional services in writing using New World’s Request For Service (RFS) procedure (or other appropriate procedures mutually agreed upon by Customer and New World and will be provided at the Hourly Rate). Attachment number 2 \nPage 17 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 18 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods EXHIBIT C STANDARD SOFTWARE SUBCRIPTION AGREEMENT (SSSA) This Standard Software Subscription Agreement (SSSA) between New World and Customer sets forth the standard software subscription support services provided by New World. 1. Service Period and Early Termination This SSSA shall remain in effect for an initial period of five (5) years (the SSSA term) beginning on 01/01/2012 (the start date) and ending on 12/31/2016. This SSSA shall automatically renew annually thereafter at the prices described in this Exhibit unless Customer provides New World notice of non-renewal ninety (90) days prior to the beginning of an annual SSSA period. New World has provided a substantial customer upgrade discount on Exhibits A and B, plus favorable payment terms for the Exhibit A and B costs. In consideration for these discounts and favorable payment terms, Customer also agrees to pay the amount of annual payments due New World in years 6 through 10 provided that the SSSA has been renewed (without termination notice) for the year in which the payment is due. 2. Ability to Upgrade IBM iSeries (AS/400) Aegis Licensed Standard Software to Aegis MSP Windows Licensed Standard Software During the first two year period of the SSSA, Customer has the option to upgrade New World’s Aegis iSeries (AS/400) Licensed Standard Software to New World’s Aegis MSP Licensed Standard Software. Customer may exercise this option at any time during the two year period by giving New World ninety (90) days written notice. Within sixty (60) days receipt of notice, New World shall notify Customer of the target date to begin the upgrade project. Customer’s one-time implementation cost to complete the Licensed Standard Software upgrade to Aegis MSP shall not exceed $620,000; which shall be divided into payments based on mutually agreeable project milestones. These one-time implementation costs shall include: a) Project Management b) Implementation and Training c) Mobile 9.x Upgrade Services d) Windows Operating System Assurance and Software Installation e) Interface Installation Fees including Geo-File f) Data File Conversion (Estimate) g) Third Party Products and Services 3. Services Included New World shall provide the following services during the SSSA term. a) upgrades, including new releases, to the Licensed Standard Software (prior releases of Licensed Standard Software application packages are supported no longer than nine (9) months after a new release is announced by New World); b) temporary fixes to Licensed Standard Software (see paragraph 6 below); c) revisions to Licensed Documentation; d) reasonable telephone support for Licensed Standard Software on Monday through Friday from 8:00 a.m. to 8:00 p.m. (Eastern Time Zone); and e) invitation to and participation in user group meetings. Attachment number 2 \nPage 18 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 19 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT f) Emergency 24-hour per day telephone support, for Aegis CAD only, seven (7) days per week for Licensed Standard Software. Normal service is available from 8:00 a.m. to 8:00 p.m. (Eastern Time Zone). After 8:00 p.m., the Aegis CAD phone support will be provided via pager and a New World support representative will respond to CAD service calls within 30 minutes of call initiation. g) Includes integration of the embedded software that is a component of the Exhibit A Licensed Standard Software. Items a, b, and c above will be distributed to Customer by electronic means. Additional support services are available as requested by Customer using the then-current hourly rates or applicable fees. Exhibit B of your original License Agreement has a description of support services available. 4. Maintenance for Modified Licensed Standard Software and Custom Software Customer is advised that if it requests or makes changes or modifications to the Licensed Standard Software, these changes or modifications (no matter who makes them) make the modified Licensed Standard Software more difficult to maintain. If New World agrees to provide maintenance support for Custom Software or Licensed Standard Software modified at Customer’s request, or for prior releases of New World’s software, then the additional New World maintenance or support services provided shall be billed at the Hourly Rate. 5. Billing a) Subscription costs in paragraph 8 will be billed annually. b) One Time Costs for Implementation Fees to upgrade to Aegis Windows MSP will be billed as provided in New World’s Implementation Services Agreement provided to Customer during the 90 day notice period defined in paragraph 2 above. 6. Additions of Software to Maintenance Agreement Additional Licensed Standard Software licensed from New World will be added to the SSSA ninety (90) days after delivery. Costs for the maintenance for the additional software will be billed to Customer on a pro rata basis for the remainder of the maintenance year and on a full year basis thereafter. 7. Requests for Software Correction on Licensed Standard Software At any time during the SSSA term, if Customer believes that the Licensed Standard Software does not conform to the warranties provided under this Agreement, Customer must notify New World in writing that there is a claimed defect and specify which feature and/or report it believes to be defective. Before any notice is sent to New World, it must be reviewed and approved by the Customer Liaison. Documented examples of the claimed defect must accompany each notice. New World will review the documented notice and when a feature or report does not conform to the published specifications, New World will provide software correction service at no charge. A non- warranty request is handled as a billable Request For Service (RFS) provided at the Hourly Rate. The no-charge software correction service does not apply to any of the following: a) situations where the Licensed Standard Software has been changed by anyone other than New World personnel; b) situations where Customer’s use or operations error causes incorrect information or reports to be generated; and c) requests that go beyond the scope of the specifications set forth in the current User Manuals. Attachment number 2 \nPage 19 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 20 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT 8. Subscription Costs for Licensed Standard Software Packages Covered for MSP Servers Server(s) New World agrees to provide software maintenance at the costs listed below for the New World Licensed Standard Software packages described in Exhibit A. Annual Subscription Cost (10-Year Plan, Billed annually and due on January 1st of each year) Year 1 for period 01/01/12 – 12/31/12 $375,000 Year 2 for period 01/01/13 – 12/31/13 $375,000 Year 3 for period 01/01/14 – 12/31/14 $375,000 Year 4 for period 01/01/15 – 12/31/15 $375,000 Year 5 for period 01/01/16 – 12/31/16 $375,000 Year 6 for period 01/01/17 – 12/31/17 $415,000 Year 7 for period 01/01/18 – 12/31/18 $415,000 Year 8 for period 01/01/19 – 12/31/19 $435,000 Year 9 for period 01/01/20 – 12/31/20 $435,000 Year 10 for period 01/01/21 – 12/31/21 $460,000 9. Payment Default and Termination Proceedings Customer shall endeavor to make payments from Section 8 of this SSSA within 30 days from due date, subject to considerations for budget and legislative approval cycle, which shall be documented and supplied to New World within 15 days of the receipt of the invoice. Documentation shall include the expected date of payment. Customer agrees that failure to pay within 45 days of the due date with no notice of cause or expected payment date shall result in immediate forfeiture of the license to use the Licensed Standard Software. Attachment number 2 \nPage 20 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 21 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods EXHIBIT F DATA FILE CONVERSION ASSISTANCE Upon execution of the option to upgrade as specified in Exhibit C, New World will provide conversion assistance to Customer to help convert the existing data files specified below. If additional files are identified after contract execution, estimates will be provided to Customer prior to New World beginning work on those newly identified files. General 1. A data conversion analysis and assessment to verify the scope of effort for the project will be conducted. A revised cost estimate for the data conversion may be provided at the conclusion of the assessment. Customer may elect to cancel or proceed with the conversion effort based on the revised estimate. 2. This conversion effort includes data coming from one unique database or source, not multiple sources. 3. No data cleansing, consolidation of records, or editing of data will be part of the data conversion effort. Any data cleansing, removal of duplicate records, or editing must take place by Customer prior to providing the data to New World. New World Responsibilities 1. New World will create and provide Customer with a conversion design document for signoff prior to beginning development work on the data conversion. No conversion programming by New World will commence until Customer approves this document. 2. New World will provide the data conversion programs to convert Customers data from a single data source to the New World Licensed Standard Software for the specified files that contain 500 or more records. 3. As provided in the approved project plan for conversions, New World will schedule on-site trips to Customer location in order to conduct the following: a. Conversion Analysis b. Assistance for Mapping and Testing c. Conversion Go-Live Implementation and Support Customer will be responsible for actual Travel Expenses for these trips. 4. New World will provide Customer up to four (4) test iterations of converted data. One test iteration consists of: a. Running a conversion test in the Customer’s test environment b. Customer reviewing a conversion test and responding in writing to New World (see Customer responsibilities paragraph 3 below) c. New World correcting or otherwise responding to issues to issues discovered and reported by Customer. d. New World conducting internal testing to verify corrections e. New World and Customer planning for the next test iteration and/or the live implementation. 5. New World will provide warranty coverage for any conversion-related issue reported by Customer to New World within 30 days after the conversion is run in the live database. Attachment number 2 \nPage 21 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 22 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit F / DATA FILE CONVERSION ASSISTANCE Customer Responsibilities 1. Data files from Customer’s current AS400 database are included in this conversion. 2. Customer will respond to each test iteration in writing, on a form provided by New World, either: a. Indicating acceptance that the Data Conversion Process is ready for the final conversion, or b. Indicating a list of changes that need to be applied to the Data Conversion Process for the next test iteration. Up to four (4) test iterations are provided as part of the Data Conversion Process. After the fourth (4th) test iteration, Customer shall pay $2,500 for each additional test iteration. Customer will promptly review each test iteration when delivered by New World. Prompt Customer review will reduce the likelihood that a need for additional test iteration(s) may arise due to an extended delay between delivery of a test iteration and its review. 3. As provided in the project plan for conversions, Customer will provide a dedicated resource in each application area to focus on conversion mapping and testing. This includes dedicating a support person(s) whenever New World staff is on site regarding conversions. Roughly a one to one ratio exists for Customer commitment and the New World commitment. Customer understands that thorough and timely testing of the converted data by Customer personnel is a key part of a successful data conversion. 4. Customer agrees to promptly review and signoff on both the conversion design document, and on the final conversions after appropriate review. Attachment number 2 \nPage 22 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 23 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit F / DATA FILE CONVERSION ASSISTANCE The following files will be converted from the Aegis 400 System: MASTER FILES Master Names PSAADR Addresses PSINBR Jacket ID Numbers PSGADR Global Addresses PSJBUS Jacket School / Business Information PSAJCK Jacket Master PSPADR Jacket Previous Address PSALIS Alias Master PSPHON Jacket Additional Contacts PSASSC Known Associates PSSMTH Jacket Scars / Marks / Tattoos / Handicaps PSBUSN Business Additional Characteristics PLFSBJ Field Investigation Subjects (if applicable) PSCHAR Jacket Additional Characteristics FRSUBJ Fire Records Investigation Subjects (if applicable) PSCRIM Jacket Criminal Characteristics OPSUBJ Orders Of Protection Subjects (if applicable) PSFPRT Person Fingerprints Master Property PLPROP Property PLOWNR Owner Information PSPITM Property Item PSJITM Jacket Associated Items Master Gun PSGUNS Global Guns PSJGUN Jacket Associated Guns Master Vehicles PSVHCL Vehicles PSJVHL Jacket Associated Vehicles Statutes PLCRIM Crime Codes PSSTAT Statutes Attachment number 2 \nPage 23 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 24 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit F / DATA FILE CONVERSION ASSISTANCE COMPUTER AIDED DISPATCH Calls For Service CDPLAT CAD - Plate Information PLQDSP Cleared Dispositions CDPLOG CAD - Personnel History Log PLQUIK Incidents CDULOG CAD - Unit History Log PLSPVM Suspect Vehicle PLIDSP Cleared Dispositions PSDOCI Document Processing Document Index PLINCD Incidents PSFDOC Document Processing Free Form Documents PLNADR Incident Additional Name/Address CEHIST E911 History CDHOUS CAD – House Watch Run Cards GORCRD GEO - Run Card Master GOQUAD GEO - Quad. Exceptions GORCAM GEO - Run Card Assignments Alarms CAAACT Alarm Account History CAINVH Alarm Invoice History CAAMST Alarms Master CASUBJ Alarms Subject CAEDIT Alarm Transaction Edits CATRAN Alarm Transaction History Incidents CDPLAT Plate Information PLSPVM Suspect Vehicle PLIDSP Cleared Dispositions PSREVU Generic Review Date Master PLINCD Incidents PLINDX Index Cards PLNADR Incident Additional Name/Address Attachment number 2 \nPage 24 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 25 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit F / DATA FILE CONVERSION ASSISTANCE LAW ENFORCEMENT RECORDS Cases PLOWNR Owner Information PLEOKA Officer Killed/Assaulted file PLPDSP Property Disposition PLMISS Missing Persons PLPHST Police Case Property History PLOFNS Case Offense PLPLAB Property Lab/Evidence PLOSMO Offender/Suspect MO PLPLOC Property Location PLSHST Case Status History PLPROP Property PLSPVM Suspect Vehicle PLPTRN Property Custody Transaction PLSREL Case Subject Related Offenses PLASOC Associated Cases PLSVOR Victim Offender Relationship PLCASE Police Cases PLSVWM Case Subjects PLCSAS Officer Case Assignments PSREVU Generic Review Date Master PLSOLV Case Solvability Factors Arrests BKSCHG Bookings / Courts Supplemental Charges PLACIN Arrest Court records PLAARM Adult Arrests PLJARM Juvenile Arrests PLABCF Global Charges PLSCHG Case/Arrest Supplemental Charges Tickets PLABCF Global Charges TKSCHG Ticket Supplemental Charges TKCORT Ticket Charges TKTCKT Ticket TKISSU Issued Tickets TKVOID Tickets Voided TKNYST New York State Ticket Supplement Accidents PLACCC State Accidents SCTABE Table Entries Master (Used for reference only) PLACCM State Accident Unit PSVHCL Vehicles PLACCN State Accident Unit Names PSGADR Addresses PLACCT State Accident Tickets PLACCMNY State Accident Unit - New York (if applicable) PLACCV State Accident Vehicles PLACCVNY State Accident Vehicles - New York (if applicable) Attachment number 2 \nPage 25 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 26 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit F / DATA FILE CONVERSION ASSISTANCE Field Investigations PLFINV Field Investigations PLFIAC Field Investigations Associated Cases PLFSBJ Field Investigations Subjects Gun Permits PLGUNP Gun Permits Gun Registrations PLGUNR Gun Registrations Bicycle Registrations BYMAST Bicycle Registration Contact Cards PSROLO Card File Master PSROLC Card File Contacts Wants and Warrants PSWANT Wants and Warrants Issued PSWCHG Wants and Warrants Charges Personnel Training PLOEDC Officer Education Officer Equipment PLOINV Officer Equipment Issued Pawn Shops PLOWNR Owner Information PLPLOC Property Location PLPAWN Pawn Transactions PLPPRP Pawn Shop Transaction PLPDSP Property Disposition PLPROP Property PLPHST Police Case Property History PLPTRN Property Custody Transaction PLPLAB Property Lab/Evidence Attachment number 2 \nPage 26 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 27 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit F / DATA FILE CONVERSION ASSISTANCE Civil Papers CVNOTE Civil Papers CVSUBJ Civil Papers CVPMST Civil Papers SCTABE Table Entries Master (Used for reference only) CVSINF Civil Papers Orders Of Protection OPMAST Orders Of Protection Master File OPLOCT Orders Of Protection Locations OPSUBJ Orders Of Protection Subjects OPUSRD Orders Of Protection User Defined Impounded Vehicles PLTOWD Impounded Vehicle Master Narratives PSDOCI Document Processing Document Index SCTABE Table Entries Master (Used for reference only) PSFDOC Document Processing Free Form Documents SCTABM Table Master (Used for reference only) NCINTD Narcotics Intelligence PSDMST Document Processing Master PLCUSR Case User Defined OPUSRD Orders Of Protection User Defined PLFINV Field Investigations PLFSBJ Field Investigation Subjects Attachment number 2 \nPage 27 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 28 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit F / DATA FILE CONVERSION ASSISTANCE CORRECTIONS Bookings/Corrections BKBOOK Booking Master BKSUIC Bookings Suicide Watch BKCLAS Booking Classifications PLABCF Global Charges BKHLOG Booking Release History PSALOG Jailer Activity Log BKHOUS Booking Housing Assignment PSIACT Inmate Activity BKNSBJ Booking Notifications PSJTIM Booking / Courts Jail Time Sentence BKPOSS Prisoner Possessions PSDSBJ Corrections Incident Subject BKSCHG Bookings / Courts Supplemental Charges PSIACT Inmate Activity Jail Management JMACRG Additional Billing Charges JMLEDG Account Funds Ledger Master JMHLOG Housing Assignment History Log JMLEDH Account Funds Header JMHOUS Housing Assignment Log JMVSTR Visitors JMAPPT Medical/Court/Event Appointment JMAVST Approved Visitors Narratives BKCTRN Classification Question Transaction PSDOCI Document Processing Document Index BKQUES Questionnaires PSFDOC Document Processing Free Form Documents BKUSRD Booking User Defined PSIACT Inmate Activity Attachment number 2 \nPage 28 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 29 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods APPENDIX 1 AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD PARTY PRODUCTS AND SERVICES The attached configuration (Exhibit 1) describes the Third Party products and services that New World will obtain for Customer. By execution of the option to upgrade as specified in Exhibit C, Customer authorizes New World to order the Exhibit 1 products for delivery to: Mr. Mike Blanchard City of Augusta 530 Greene Street Augusta, GA 30911 The payments for Appendix 1 Services are covered under the Cost Summary and Payment Schedule in Exhibit AA. Customer is responsible for the site preparation and related costs to install the Exhibit 1 Third Party products. Customer is responsible for any returned product charges, including re-stocking and shipping fees, for all Third Party products ordered by New World on the Customer’s behalf. Travel Expenses incurred by New World are in addition to the Exhibit 1 cost and will be billed weekly as incurred. The Exhibit 1 components and cost may only be changed by mutual agreement of the parties. If a change order in the configuration requires additional costs, New World shall notify Customer of the additional costs and with Customer’s approval these costs shall be borne by Customer. Without such approval, the change order will not be processed. Customer shall or may be required to execute selected agreements with vendors and New World shall not confirm the ordering of any Exhibit 1 products without Customer’s authorized signature on said Agreements. Customer shall receive the benefit of all warranties, services, etc. provided for in the Agreements. Attachment number 2 \nPage 29 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 30 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit 1 CONFIGURATION 1. THIRD PARTY PRODUCTS AND SERVICES THIRD PARTY SOFTWARE a. Embedded Third Party Software $25,000 (includes all Third Party executable components) b. GIS Software 16,000 CAD - CAD Workstations using ArcGIS Engine Runtime (20 workstations) 500 ea. 10,000 Geo-File Maintenance Software (ESRI ArcEditor) 6,000 - per workstation THIRD PARTY HARDWARE c. Hardware, System Software & Services 9,100 Lantronix UDS-1100 (1 unit) 150 ea. 150 Digital Camera for Mug Shots (1 unit) 1,450 ea. 1,450 Bar Coding Scanner Kit w/Signature Pad (2 units) 3,750 ea. 7,500 TOTAL THIRD PARTY PRODUCTS AND SERVICES Included ESRI Notes 1) Customer will restrict use of the ESRI Software to executable code (used with the Aegis Licensed Standard Software). 2) Customer will prohibit (a) transfer of the ESRI Software except for temporary transfer in the event of computer malfunction; (b) assignment, time-sharing, lend or lease, or rental of the ESRI Software or use for commercial network services or interactive cable or remote processing services; and (c) title to the ESRI Software from passing to any other party. 3) Customer will prohibit the reverse engineering, disassembly, or decompilation of the ESRI Software and prohibit duplication of the ESRI Software except for a single archival copy; reasonable Sublicensee backup copies are permitted. 4) Customer will disclaim, to the extent permitted by applicable law, ESRI’s liability for any damages, or loss of any kind, whether special, direct, indirect, incidental, or consequential, arising from the use of the ESRI Software. 5) At the termination of their Agreement (Sublicense) with New World, Customer will certify in writing to New World that it has discontinued use and has destroyed or will return to New World all copies of the ESRI Software and documentation. 6) Customer will comply fully with all relevant export laws and regulations of the United States to assure that the ESRI Software, or any direct product thereof, is not exported, directly or indirectly, in violation of United States law. 7) Customer will prohibit the removal or obscuring of any copyright, trademark notice, or restrictive legend. 8) If New World grants a Sublicense to the United States Government, the ESRI Software shall be provided with “Restricted Rights”. Attachment number 2 \nPage 30 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 31 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods Exhibit 1 / CONFIGURATION 9) All Aegis/MSP Customers are required to use ESRI's ArcGIS suite of products to maintain GIS data. All maintenance, training and on-going support of this product will be contracted with and conducted by ESRI. Maintenance for ESRI’s ArcGIS suite of products that are used for maintaining Customer’s GIS data will be contracted by Customer separately with ESRI. 10) The on-going New World SSMA cost is required for any Aegis software changes related to integration with ESRI software. 11) If a new release of ESRI software is incorporated into the Aegis software, an associated upgrade fee may be required for the new ESRI software, depending on the potential cost from ESRI; and/or on the scope of effort required to integrate the new ESRI release with Aegis software. Attachment number 2 \nPage 31 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 32 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods APPENDIX 2 ADDITIONAL PROVISIONS a. Temporary suspension or delay of performance of contract. To the extent that it does not alter the scope of this agreement, Augusta, GA may unilaterally order a temporary stopping of the work for a period of no more than thirty (30) days, or delaying of the work to be performed by New World under this agreement. b. Defective pricing. To the extent that the pricing provided by New World is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. c. Liquidated Damages. Due to the special nature of this licensing agreement and the other remedies provided in this agreement, the parties agree that liquidated damages are not applicable. d. Specified excuses for delay or non-performance. New World is not responsible for delay in performance caused by acts of nature, strikes, lockouts, accidents, or other events beyond the control of New World. In any such event, the contract price and schedule shall be equitably adjusted. e. Hold harmless. New World agrees to indemnify and save the Customer harmless from and against any and all judgments, suits, costs, and expenses subject to the limits set forth in this Agreement resulting from any alleged infringement of any patent or copyright arising from the licensing of the Licensed Standard Software pursuant to this Agreement, provided that Customer has notified New World in writing of such allegation within thirty (30) days of the date upon which the Customer first receives notice thereof. New World’s obligation to indemnify and save Customer harmless under this paragraph is void if the claim of infringement arises out of or in connection with any modification made to the Licensed Standard Software or any use of the Licensed Standard Software not specifically authorized in writing by New World. f. Prohibition against contingent fees. New World is prohibited from directly or indirectly advocating in exchange for compensation that is contingent in any way upon the approval of this contract or the passage, modification, or defeat of any legislative action on the part of the Augusta, Georgia Commission. New World shall not hire anyone to actively advocate in exchange for compensation that is contingent in any way upon the passage, modification, or defeat of any contract or any legislation that is to go before the Augusta, Georgia Commission. g. Georgia Prompt Pay Act not applicable. The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. h. Acknowledgement regarding contractual obligations of Augusta, Georgia. New World acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, New World is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of New Worlds' provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that New World may be precluded from recovering payment for such unauthorized goods or services. Accordingly, New World agrees that if it provides goods or Attachment number 2 \nPage 32 of 33 Item # 36 Augusta, GA CONFIDENTIAL Page 33 of 33 1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods APPENDIX 2 / ADDITIONAL PROVISIONS services to Augusta, Georgia under a contract that has not received proper legislative authorization or if New World provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by New World. New World assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts. i. Georgia E-Verify Requirements. All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. New World agrees to provide their E-Verify number and to be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue to use the federal authorization program throughout the contract term. Additionally, New World agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta, Georgia New World will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. New World agrees to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. j. Right to inspect premises. Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of business, or work site of New World or any subcontractor of New World or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta, Georgia. k. Local Small Business Language: In accordance with Chapter 10B of the AUGUSTA, GA. CODE, New World agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE § 1-10- 129(d)(7), the contractor is required to provide local small business utilization reports. New World shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment. Attachment number 2 \nPage 33 of 33 Item # 36 Attachment number 3 \nPage 1 of 2 Item # 36 Attachment number 3 \nPage 2 of 2 Item # 36 Augusta / Richmond County Georgia Statement of Work Prepared by: New World Systems 888 West Big Beaver Road, Suite 600 Troy, Michigan 48084 Phone: (248) 269-1000 www.newworldsystems.com October 26, 2011 Attachment number 4 \nPage 1 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page ii Proprietary and Confidential ii Document Control Sheet General Information Project Name Project Manager Business Owner (Key Sponsor) Provider Single Point of Contact Document Preparation Information Author Date Organization Name Phone Number E-Mail File Location (link) Distribution and Approvals Name Title and Organization Signature Approval Date Change History Date Change Description Approved By Attachment number 4 \nPage 2 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page iii Proprietary and Confidential iii Table of Contents Page STATEMENT OF PURPOSE ...................................................................................................................................... 1 GENERAL ASSUMPTIONS ....................................................................................................................................... 2 NEW WORLD AND CUSTOMER STAFF .................................................................................................................... 3 NEW WORLD SYSTEMS PROJECT METHODOLOGY OVERVIEW ............................................................................... 5 PHASE: INITIATION ................................................................................................................................................ 8 Step 1: Conduct Start-up Activities .................................................................................................................. 9 PHASE: PLANNING .............................................................................................................................................. 14 Step 2: On-Site Account Management Planning Meeting .............................................................................. 15 Step 3: Complete and Approve Project Plan .................................................................................................. 21 PHASE: CONSTRUCTION ........................................................................................................................................ 26 Step 4: Standard Solution Build ..................................................................................................................... 27 Step 5: Functional Review ............................................................................................................................. 32 Step 6: Finalize Configuration ....................................................................................................................... 34 PHASE: TRANSITION ............................................................................................................................................ 37 Step 7: Conduct User Training....................................................................................................................... 38 Step 8: Conduct Go-Live ................................................................................................................................ 39 Step 9: Implement Post Go-Live Deliverables................................................................................................. 42 PHASE: CLOSING ................................................................................................................................................. 46 Step 10: Project Closure Activities ................................................................................................................. 47 Attachment number 4 \nPage 3 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 1 Proprietary and Confidential STATEMENT OF PURPOSE This Statement of Work (SOW) defines the principal activities and responsibilities of Augusta / Richmond County, GA (Customer) and New World for the implementation of an integrated system consisting of: AEGIS Modules and Functions Computer Aided Dispatch Law Enforcement Records Management Corrections Management Mobile The integrated technology shall be provided by New World to transition from the existing technology supporting Customer’s participants and to support Customer’s operation. This SOW requires that New World and Customer provide the management leadership and staff commitment to fulfill their responsibilities as described in the Agreement. Attachment number 4 \nPage 4 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 2 Proprietary and Confidential 2 GENERAL ASSUMPTIONS 1. This Statement of Work will be utilized by New World and Customer to manage implementation of the New World technology and to transition Customer from its existing technologies and operation to the technology provided and described in the contract. 2. Work will be performed at Customer’s location and New World’s project offices and will be performed on Business Days during Customer’s normal business hours, except when both parties agree otherwise. 3. The project consists of the delivery, installation, configuration, testing, implementation, and go- live of the Licensed Standard Software that provides the functionality and operation described in this contract. 4. Additional work activities and software functionality not described in the Statement of Work will be considered a change to this project, and will be authorized by Customer using the Project Change Request. 5. Customer and New World expect and agree that the Statement of Work will be modified from time to time, especially after New World gains a more complete understanding of Customer’s existing technologies, business practices and operations. Attachment number 4 \nPage 5 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 3 Proprietary and Confidential 3 NEW WORLD AND CUSTOMER STAFF Responsibilities of New World and Customer staff are described in the Agreement and this Statement of Work. NEW WORLD EXECUTIVE SPONSORS Nino DiCosmo, Vice President Operations Mr. DiCosmo is the New World Executive responsible for professional services and support for all projects. He will stay actively involved in the project implementation and will attend several on-site project status meetings. Andrew Hittle, Professional Services Manager Andrew Hittle and his team of project managers and trainers are responsible for the implementation of the Customer project. He will be active in the project implementation and scheduling of resources. In addition, he will have direct contact on a regular basis with the Customer Project Manager to ensure the highest level of satisfaction during project implementation PROJECT TEAM TBD, Project Manager A project manager will be assigned to the project upon contract signing. The Project Manager may provide some of the initial set up and training and will also be a technical liaison to New World. In addition, the Project Manager will generate all status reports and correspondence. Nina DiMeglio, Director, Customer Support Ms. DiMeglio will oversee the operation of the Customer Support Team, including the Call Center. Ms. DiMeglio will work closely with the New World and Customer Project Managers to ramp up the support team to provide support during go-live and ongoing support thereafter. TBD, New World On-Site Installation Support These professionals will be assigned to the implementation of the New World deliverables. They will provide the initial set up, testing and user training, along with recommendations for additional training staff as required. Attachment number 4 \nPage 6 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 4 Proprietary and Confidential 4 CUSTOMER EXECUTIVE SPONSORS TBD, Customer Senior Manager TBD will be the primary senior management contact for New World. He/She will be responsible for senior management communications regarding the overall relationship, contractual matters, gaining approvals from funding sources when necessary, overseeing Customer project governance and will coordinate any senior management activities of Customer’s staff in fulfilling the Customer’s responsibilities within this SOW and the Agreement. TBD, Customer Project Manager TBD will be the primary contact for New World. He/She will be responsible for communication with the Customer regarding project progress, issues and/or changes and will coordinate and manage activities of Customer’s staff in fulfilling the Customer’s responsibilities within this SOW and the Agreement. TBD, System Administrator The System Administrator (SA) will be responsible to ensure Customer’s network, servers, and client (PC) environment (i.e. Customer’s hardware and system software infrastructure) is installed and maintained properly; provide operational support of Customer’s hardware and system software infrastructure; provide operational support for New World Standard Software to Customer’s user staff; and perform backup, recovery, and routine update procedures for New World’s Licensed Standard Software. Attachment number 4 \nPage 7 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 5 Proprietary and Confidential 5 NEW WORLD SYSTEMS PROJECT METHODOLOGY OVERVIEW The focus of New World Systems’ Project Manager, Program Management Office (PMO), services team, support team and all personnel associated with this project is to assist the customer complete their project successfully. Since its inception, New World has successfully completed thousands of customer projects and developed a standard project management methodology that is predictable, repeatable, lowers risk and maximizes customer success. This standard approach, the New World Systems (NWS) Project Implementation Methodology (PIM), is based upon a combination of Project Management Institute (PMI) guidelines (PMBOK) and years of successful New World project management activity deploying public safety solutions. The New World PIM is the standard process that New World follows for all project implementations. Projects are divided into five distinct phases during implementation: 1. Initiation – Engage project management, establish initial communication channels and begin planning 2. Planning – Create and approve the Project Plan 3. Construction – Execute the Project Plan to build, configure and review the system to verify system readiness 4. Transition – Train users, perform data conversion, execute go live, complete post-go live activities and finalize customer application customizations 5. Closing – Review and approve the project closure, disengage project management and formally transfer customer to Account Management team Each phase consists of one or more steps. Each step includes: 1. New World responsibilities – Activities New World staff is responsible to perform 2. Customer responsibilities – Activities customer staff is responsible to perform 3. Inputs (prerequisites) – Items that must be completed prior to the start of the step and are used during the step 4. Outputs (completion criteria) – Items that must be completed during the step and are requirements in order to consider the step complete (outputs are often the inputs of future steps and must be completed in order to keep the project on track.) A diagram of the Project Implementation Methodology is shown on the following page. Although the steps on the diagram are sequential, over time, steps will overlap. Attachment number 4 \nPage 8 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 6 Proprietary and Confidential 6 New World Systems Project Implementation Methodology Construction ClosingTransitionPlanningInitiation START 1 Conduct Start-up Activities 3 Complete and Approve Project Plan 2Acct Mgmt., Planning Meeting 4 Standard Solution Build 6Finalize Configuration 9 Implement Post Go-Live Deliverables 8 Conduct Go-Live 7 Conduct User Training 10 Project Closure Activities Stop Step Task Includes Customer Executive Review Meetings Requires Authorized Customer SignoffLEGEND 5 Functional Review The key tasks and related project deliverables that comprise the work breakdown structure (WBS) of the Project Implementation Methodology are shown in the diagram on the following page. Each step and project deliverable are described in detail in the sections following this diagram. The full work WBS is embedded in the Project Schedule template (mpp), which is used in conjunction with this methodology. Attachment number 4 \nPage 9 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 7 Proprietary and Confidential 7 New World Systems Project Implementation Methodology ClosingTransitionConstructionPlanningInitiation 1 Conduct Start-up Activities 1A. Project Initiation 1D. Supporting Conference Calls START 1B. Perform Internal Turnover 1C. Conduct Start-up Activities Meeting 2 Acct Mgmt., Planning Meeting 3 Complete and Approve Project Plan 2C. Perform Data Conversion Analysis (when applicable) 2B. Conduct Application Validation Set Workshop 2A. Conduct Account Management Planning Meeting 3B. Finalize the Project Plan 3C. Review and Approve the Project Plan 3A. Draft the Project Plan 3D. Prepare Internal Team 4 Standard Solution Build 6 Finalize Configuration 5 Functional Review 7 Conduct User Training 9 Implement Post Go-Live Deliverables 8 Conduct Go-Live 10 Project Closure Activities Stop LEGEND Task Includes Customer Executive Review MeetingsStep Requires Authorized Customer Signoff Task / Deliverable 4B. Conduct Geo-File Setup & Training (when applicable) 4A. Technical System Setup 4C. Implement Standard Interfaces 6C. Go-Live Preparation 6B. Apply Project Configuration Plan and Implement Interfaces 6A. Conduct System Admin Application Training 8B. Compliance Submission(s) – AEGIS applications 8A. Execute Go-Live 6D. Build Data Conversions 9A. Provide Customer Agreement Custom Deliverables 6E.. Perform Data Conversions Attachment number 4 \nPage 10 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 8 Proprietary and Confidential PHASE: Initiation Purpose: Engage project management, establish initial communication channels and begin planning Description of Phase: The Initiation Phase consists of one step. During this Phase, the New World and Customer Project Managers are assigned and the New World Sales representative initiates the formal transition of the project to the New World Operations team. This team includes Executive Sponsorship, Senior Program leadership, Program Office Management (PMO) governance, Project Management and Delivery Center specialists. In this Phase, this Operations team establishes a foundation for program governance, retention of project artifacts and takes ownership of the Customer communications and the execution of the Customer Agreement. New World Systems Project Implementation Methodology Construction ClosingTransitionPlanningInitiation START 1 Conduct Start-up Activities 3 Complete and Approve Project Plan 2Acct Mgmt., Planning Meeting 4 Standard Solution Build 6 Finalize Configuration 9 Implement Post Go-Live Deliverables 8 Conduct Go-Live 7 Conduct User Training 10 Project Closure Activities Stop Step Task Includes Customer Executive Review Meetings Requires Authorized Customer SignoffLEGEND 5 Functional Review Attachment number 4 \nPage 11 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 9 Proprietary and Confidential 9 Step 1: Conduct Start-up Activities A. Project Initiation Overview: Within one week of Customer Agreement execution, the Customer’s project will be initiated. Key activities include: 1. Initial call to the Customer to set the date and time for a Start-up Activities conference call 2. PMO establishes framework for project execution and governance (e.g., project metrics/status reporting, project artifact storage) 3. Execution of the Customer Agreement is assigned to a delivery team (e.g., Executive Sponsor, Project Manager) New World responsibilities: The Sales Representative is responsible for the initial call to the Customer and the PMO is responsible for initiating the project at New World and establishing the framework for governance. Customer responsibilities: None Inputs (prerequisites): 1. Customer Agreement 2. Turnover Document Outputs (completion criteria): 1. Phone call with Customer 2. Storage of project artifacts and governance framework established on the Project Management Portal A. Project Initiation C. Conduct Start-up Activities Meeting B. Perform Internal Turnover D. Supporting Conference Calls Initiation Phase: Step 1 – Conduct Start-up Activities Attachment number 4 \nPage 12 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 10 Proprietary and Confidential 10 B. Perform Internal Turnover Overview: The assigned New World Project Manager will coordinate and facilitate an internal turnover meeting with key staff members associated with project planning, development and implementation. Key staff members include:  New Account Sales/Customer Care Manager  Solution Consulting Practice Manager(s)  Solution Consulting Administrative Assistant  System Assurance Manager / Technical Lead  PMO Manager  Project Manager  Professional Services Manager  Data Conversion Manager  Interface Manager  Customer Support Account Manager  Others as needed New World responsibilities: Individual responsibilities are described below: Project Manager: 1. Review the Customer Agreement and Customer Agreement Assessment Report 2. Review Turnover Document 3. Coordinate and schedule meeting 4. Create and distribute meeting agenda 5. Conduct meeting 6. Facilitate a discussion that defines delivery structure and proposed project schedule for this project (e.g., application build approach/WBS; Delivery Center Technical Leadership, anticipated timeline) 7. Initiate the Project Management Plan and Project Binder (internal document) 8. Document action items, issues and risks in Project Management Plan Other New World employees: 1. Prior to the meeting, a. PMO creates the Customer Agreement Assessment Report. They review the project initiation documents (e.g., Customer Agreement, Turnover Document), highlight key deliverables, Customer expectations, terms and conditions and verify that the Customer billing plan conforms to the Customer Agreement. b. PMO will create an initial Project Schedule where the WBS is aligned with the deliverables defined in the Customer Agreement. c. Each attendee will review all project related information, i.e., Customer Agreement, internal documentation, meeting agenda, etc. 2. Attendees will prepare questions and observations requiring further discussion 3. Attend meeting and discuss agenda items Attachment number 4 \nPage 13 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 11 Proprietary and Confidential 11 4. Document and follow up on any items requiring their attention Customer responsibilities: None Inputs (prerequisites): 1. Turnover Document (internal document) 2. Customer Agreement 3. Project Manager assigned 4. Customer Agreement Assessment Report (internal use only) 5. Project Management Plan 6. Project Schedule Template 7. Project Binder (internal document) Outputs (completion criteria): 1. Tracking system updated with entries (cases) for Customer \contract deliverables 2. First iteration of the Project Schedule, Project Management Plan and Project Binder Attachment number 4 \nPage 14 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 12 Proprietary and Confidential 12 C. Conduct Start-up Activities Meeting Overview: The Project Manager will facilitate a meeting with the Customer. The objectives for this meeting are: 1. Introduction of New World’s Project Manager and executive management team 2. Describe key teams/groups and identify their roles and responsibilities during the project 3. Discuss expectations of Customer and New World a. Senior Customer leadership will be required for executive project reviews and signing approval documents b. Project timeframes 4. Discuss New World Project Methodology Overview 5. Discuss Account Management Planning meeting agenda and objectives 6. Set date for on-site Account Management Planning meeting and discuss site preparation 7. Discuss keys to projects success 8. Schedule System Assurance Phone conference 9. Obtain topology diagram of Customer’s network New World responsibilities: The Sales Representative is responsible for arranging and coordinating the meeting through the initial Customer phone call. Customer responsibilities: Attend meeting and be prepared to discuss agenda items. Supply updated topology diagram of the network. Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. Standard Meeting Agenda and Presentation template for meeting 3. Project Management Plan 4. Initial Project Schedule Outputs (completion criteria): 1. Post-Trip Report (when conducted on site) or follow-up email (when conducted remotely via conference call) 2. Updated Project Schedule a. Initial baseline based on project size and deliverables b. Initial Customer meeting activities defined 3. Customized meeting agenda and presentation 4. Updated Project Status record; include initial project baseline dates 5. Updated Project Management Plan (e.g., action items, issues, risks identified) 6. Supporting documentation 7. Project Managers, Executive Manager and Subject Matter Experts roles reviewed 8. Customer supplied topology diagram of the network 9. Scheduled System Assurance Phone Conference Attachment number 4 \nPage 15 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 13 Proprietary and Confidential 13 D. Supporting Conference Calls Overview: The System Assurance Technical Lead will work with the Project Manager to coordinate and facilitate a conference call with the Customer to address System Assurance planning / analysis. The key objective of this conference call is to ensure the Customer understands what information is needed for the System Assurance process to be successful and to establish an agreed upon timeline for this information. A key focus in this call will be the development of the GIS data for use with New World applications. New World will introduce the parameters for the required GIS layers by providing Customer with a GIS Implementation Packet and conducting an initial review of Customer provided GIS data for compatibility with the New World Systems application. New World responsibilities: System Assurance Technical Lead facilitates conference call with the Customer and New World technical resources to address the initial System Assurance planning and analysis. Customer Distribute/explain GIS implementation packet, survey and data collection documents that need to be completed by the Customer. Customer responsibilities: Customer leadership and technical resources participate in conference call(s) to address the initial System Assurance planning and analysis. Customer to complete relevant survey(s) and data collection documents (after complete of the conference call). To support the GIS requirements, the Customer will need to: 1. Supply accurate GIS data in a standard ESRI format (shape files, personal geo-database, file geo- database, etc.) on the agreed upon date. 2. Appoint a GIS Implementation Specialist to resolve any issues regarding delivery, mapping or functionality of GIS data with the New World application. 3. Carefully review the comments and/or requested changes from the New World GIS Implementation Specialists related to the compatibility of the Customer’s GIS data with the New World application after the required GIS layers have been reviewed by New World. Inputs (prerequisites): 1. System Assurance conference calls scheduled 2. System Assurance meeting agendas and presentation templates 3. Relevant survey, data collection templates and GIS implementation packet (when applicable) Outputs (completion criteria): 1. Completed Systems Assurance Conference 2. Customized System Assurance meeting agenda and presentation template 3. Updated Project Management Plan (e.g., action items, issues identified) 4. Updated Project Schedule 5. Survey and data collection documents (completed by the Customer) 6. Supporting documentation 7. Store project artifacts and update status of project on Project Management Portal 8. GIS Information Attachment number 4 \nPage 16 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 14 Proprietary and Confidential 14 PHASE: Planning Purpose: Create and approve the Project Management Plan Description of Phase: The Planning Phase consists of two steps. During this Phase, New World and Customer Project Managers organize the project, establish project teams, confirm requirements, develop the Project Plan and obtain senior management approval for the Project Plan. New World Systems Project Implementation Methodology Construction ClosingTransitionPlanningInitiation START 1Conduct Start-up Activities 3 Complete and Approve Project Plan 2 Acct Mgmt., Planning Meeting 4Standard Solution Build 6 Finalize Configuration 9 Implement Post Go-Live Deliverables 8 Conduct Go-Live 7 Conduct User Training 10Project Closure Activities Stop Step Task Includes Customer Executive Review Meetings Requires Authorized Customer SignoffLEGEND 5 Functional Review Attachment number 4 \nPage 17 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 15 Proprietary and Confidential 15 Step 2: On-Site Account Management Planning Meeting A. Conduct Account Management Planning Meeting Overview: During this event, the assigned New World Project Manager will coordinate a series of on-site meetings with key Customer and SMEs associated with project planning, development and implementation. In addition, we will conduct a high level review of the Customer’s business practices, environment and workflow to examine their fit into the New World software product. In this series of meetings, New World and the Customer will establish project methods, project acceptance criteria and governance. Key topics include: 1. Executive overview with executive management and identification of Customer Executive Sponsor(s) 2. Review of project scope (Customer Agreement, project methodology) with Customer project management 3. Development of the Project Management Plan 4. Discuss initial Project Schedule and resource management policy 5. Presentation of the overall implementation strategy, roles, responsibilities and keys to project success 6. High level review of Customer workflows and policies to establish the foundation to facilitate discussions related to a proposed timeline, custom requirements and an initial training schedule 7. Address Go-live requirement for custom interfaces, custom software modules and/or data conversions. Key meeting participants include: 1. Senior/Executive Sponsor 2. General Manager Professional Services 3. New Account Sales or Customer Care Account Manager 4. New World Project Manager 5. Customer Senior Management /Exec Sponsor 6. Customer Project Manager 7. Customer SMEs A. Conduct Account Management Planning Meeting C. Perform Data Conversion Analysis (when applicable) B. Conduct Application Validation Set Workshop Planning Phase: Step 2 – Acct Mgmt Planning Meeting Attachment number 4 \nPage 18 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 16 Proprietary and Confidential 16 New World Responsibilities: During this event, the Project Manager (and/or designee) will meet with Customer staff and review requirements for the various items listed above. Once complete, the Project Manager (and/or designee) will document the requirements and distribute the information to the appropriate members of the implementation team. The New World Project Manager responsibilities include: 1. Establish framework for account management, roles and responsibilities of New World and Customer 2. Review Customer Agreement 3. Review project methodology 4. Establish initial Project Management Plan a. Roles and Responsibilities b. Communication Plan c. Risk Management Plan d. Initial issues / concerns 5. Propose initial Project Schedule 6. Define an initial Training Plan 7. Update the Project Management Plan and Project Schedule 8. Create the initial requirement definition for custom requirements (e.g., software modifications, custom interfaces, data conversion); clearly define implementation timing (e.g., go-live vs. post go-live). 9. Conduct Executive Sponsorship meeting Once compiled, documents will be provided to the Customer for review. Attachment number 4 \nPage 19 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 17 Proprietary and Confidential 17 Customer Responsibilities: The Customer is responsible for: 1. Site preparation (conference rooms, audio visual equipment, etc.) 2. Meeting coordination with Executive Sponsors, supervisors, SMEs to support all contracted modules and functions, including but not limited to: AEGIS Modules and Functions Computer Aided Dispatch Law Enforcement Records Management Corrections Management Mobile 3. Agreement to account management framework, relationship approach and time schedule for project reviews 4. Attending and participating in the Account Management Planning Meeting 5. Providing the necessary technical specifications on interfaces 6. Providing complete user stories for custom enhancements 7. Providing liaison support with agencies and vendors required to support interfaces 8. Identifying any non-standard New World reports not yet identified or included in the Customer Agreement 9. Providing appropriate technical staff necessary to complete technical surveys (e.g. the Aegis Mobile Checklist, when applicable) 10. Reviewing all documentation compiled through this process, including the Requirements Document(s) submitted by New World and identify specific issues in writing 11. Providing liaison support with the state to support state reporting requirements (e.g. for Aegis, IBR, UCR, Accidents, etc.) Inputs (prerequisites): 1. Customer Agreement 1. Meeting Agenda / Pre-Trip Report 2. Presentation template 3. Resource Management Policy 4. Customer completed surveys, data collection documents 5. Standard workflow templates (when applicable) 6. Project Management Plan 7. Project Binder (internal document) 8. Data Conversion, System Assurance templates (when applicable) 9. Initial Project Schedule 10. Topology diagram of Customer’s network 11. Customer Agreement 12. Requirements Definition template Attachment number 4 \nPage 20 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 18 Proprietary and Confidential 18 Outputs (completion criteria): 1. Post-trip Report 2. Framework established for account management, roles and responsibilities of New World and Customer 3. Customer Agreement reviewed 4. Project methodology and planning templates reviewed 5. Agreement on initial Project Schedule and initial Training Plan 6. Initial Requirement Definitions (e.g., software modifications, custom interfaces, data conversion); clearly defined implementation timing (e.g., go-live vs. post go-live). 7. Define timeframe for next Executive Sponsorship discussion 8. Change Order (when applicable) 9. Contract Addendum (when applicable) 10. Updated Project Management Plan 11. Updated Project Schedule 12. Updated Project Management Plan 13. Updated Project Binder (internal document) 14. Updated Project Schedule a. All activities sequenced (dependencies applied) b. Project Schedule defined 15. Supporting documentation 16. Store project artifacts and update status of project on Project Management Portal Attachment number 4 \nPage 21 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 19 Proprietary and Confidential 19 B. Conduct Application Validation Set Workshop Overview: During this event, New World will conduct Application Validation Set Training for designated Customer SME personnel to acquire the knowledge necessary to define the validation sets that are necessary to configure the initial application database. In this workshop, but Customer SME team will learn about the different types of information that must be defined and the method to communicate the validation set data. New World responsibilities: 1. Provide up-to-date user manuals to workshop participants 2. Instruct Customer personnel on the validation sets information and process for the various contracted modules and associated application database Customer responsibilities: 1. Convene workshop team of SMEs for this training 2. Attend and participate in the Application Validation Set Training Inputs (prerequisites): 1. Pre-Trip Report 2. Training material 3. Validation Set workbook(s) 4. Training room with computers running New World application Outputs (completion criteria): 1. Post-Trip Report 2. Updated Project Plan 3. Updated Validation Set workbook(s) Attachment number 4 \nPage 22 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 20 Proprietary and Confidential 20 C. Perform Data Conversion Analysis (when applicable) Overview: Using the established guidelines from the contract, prepare Customer and New World for data conversion and migration. New World will analyze Customer source data, develop and deliver a Data Conversion/Migration Plan. This process will be initiated during the on-site Account Management Planning meeting(s). New World responsibilities: 1. With Customer assistance, New World will analyze existing Customer source data. During this analysis process, New World will determine compatibility with the New World database structures and the viability of a conversion or migration to the New World database. 2. Develop and deliver a Data Conversion/Migration Plan. The plan will identify data sources to be converted, data sources to be migrated, database types, database design and any detected data mapping concerns. 3. When required, develop change order that reflects differences between the Customer Agreement and Customer’s desired data conversion. Customer responsibilities: 1. Provide New World with a representative sample of the data to be converted on mutually agreeable transmission media a. Assist New World in analyzing source data b. Live in source system 2. Review the Data Conversion/Migration Plan Inputs (prerequisites): 1. Data Conversion Packet 2. Sample data from Customer Outputs (completion criteria): 1. Data Conversion/Migration Plan 2. Customer review and sign off on the Data Conversion/Migration Plan 3. Signed change order, when required Attachment number 4 \nPage 23 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 21 Proprietary and Confidential 21 Step 3: Complete and Approve Project Plan A. Draft the Project Plan Overview: The purpose of this event is to review the information captured during the Planning Phase, finalize key decisions and prepare to finalize the overall Project Plan. It is important to note that the Project Plan includes all documents prepared during the Planning Phase: 1. Project Management Plan a. Roles and Responsibilities b. Communication Plan c. Risk Management Plan d. Action Items e. Issues f. Key Decisions - Changes 2. Project Schedule 3. Supporting documents 4. Initial Requirement Definition for Customer Deliverables 5. Initial Training Plan New World responsibilities: During this process, the New World Project Manager will meet with the Customer project team and review the information documented in the Planning Phase. The Project Manager will then draft and publish the Project Plan that will be submitted for approval. Customer responsibilities: Support finalization of the Project Plan, providing SMEs as needed. Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. Requirements Document(s) 3. Initial Training Plan 4. Information referenced from legacy system(s) as well as New World software 5. Project Management Plan 6. Project Binder (internal document) 7. Project Schedule A. Draft the Project Plan B. Finalize the Project Plan C. Review and Approve the Project Plan Planning Phase: Step 3 – Complete and Approve Project Plan D. Prepare Internal Team Attachment number 4 \nPage 24 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 22 Proprietary and Confidential 22 Outputs (completion criteria): 1. Post-Trip Report (if conducted on site) 2. Updated Project Management Plan 3. Updated Project Binder (internal document) 4. Updated Project Schedule 5. Updated Requirements Document(s); including sign-offs (where applicable) 6. Updated supporting documentation 7. Proposed resource schedule Attachment number 4 \nPage 25 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 23 Proprietary and Confidential 23 B. Finalize Project Plan Overview: At this stage of the project, significant information has been gathered regarding the Customer’s current operations and how the New World application implementation needs to occur to be successful. Based on this information, a final Project Plan must be developed that maps out the activities, deliverables and deadlines required by the project team. New World responsibilities: The New World Project Manager will finalize the Project Plan to meet the requirements of a successful implementation, while establishing clear ownership of activities, deadlines and timeframes for each step of the implementation. The Project Plan provides detailed instructions to the entire Customer team and once approved, is the guiding light for all project activity going forward. 1. Review with Customer personnel the identified implementation tasks, priorities, inter- dependencies, team members, resources and other requirements to approve the final Project Plan. 2. The Project Management Plan, Project Schedule and supporting documentation are finalized as part of this step because these documents comprise the Project Plan that is reviewed as part of the acceptance criteria to move the project to the Construction Phase as defined in Review and Approve Project Plan. Customer responsibilities: In tandem with New World project personnel, analyze identified requirements of the Project Plan and make such implementation decisions as are reasonably required to finalize the plan. Inputs (prerequisites): 1. Customer Agreement 2. Proposed resource schedule 3. Project Plan a. Project Management Plan b. Project Schedule c. Project Configuration Plan and supporting documents/plans d. Updated Requirements Document(s); including sign-offs e. Supporting documents Outputs (completion criteria): 1. Updated Project Plan 2. Confirmed resource schedule (90 day lock) 3. Store project artifacts and update status of project on Project Management Portal Attachment number 4 \nPage 26 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 24 Proprietary and Confidential 24 C. Review and Approve Project Plan Overview: The objective of this task is to approve the Project Plan based upon the activities and work processes discovered during the Planning Phase. The resulting document defines the specific project tasks, timelines for completion and ownership of each activity throughout the remainder of the project. New World responsibilities: 1. Deliver the final Project Plan to Customer 2. Review the Project Plan with Customer personnel and make mutually agreed upon modifications 3. Upon mutual acceptance of the Project Plan, establish the document as the baseline for the remainder of the project 4. Ensure there is a clear definition of the alignment of any custom software/interfaces to the implementation of the standard application solution in the Customer’s live environment 5. Review 90-day lock resource scheduling policy Customer responsibilities: 1. Review the final Project Plan and document any specific deficiencies found with the Plan within ten (10) business days 2. Sign off on final iteration of the Plan by Customer Project Manager and Executive Manager Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. Final Project Plan 3. Supporting Documentation Outputs (completion criteria): 1. Post-Trip Report (if conducted on site) 2. Final accepted Project Schedule; second baseline for project created based on actual timeline (initial baseline based on project size) 3. Updated Project Status Record; ensure new project baseline dates are reflected 4. Signed approval for the Project Plan: a. Project Schedule b. Supporting documents/plans c. Requirements Document(s); including sign-offs (where applicable) d. Project Management Plan e. Supporting Documentation i. State reporting ii. Data conversion iii. Geo-File Attachment number 4 \nPage 27 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 25 Proprietary and Confidential 25 D. Prepare Internal Team Overview: During this portion of the implementation, the Project Manager meets with the New World team to discuss the requirements of the Project Plan and their individual responsibilities to deliver a successful project. New World responsibilities: The New World Project Manager will be responsible for the following: 1. Prepare and coordinate the team briefing 2. Ensure all project documents are stored on the portal and are available to the team 3. During the meeting, the Project Manager will review the Project Plan and supporting (applicable) documents 4. The Project Manager will review with the individual team members their roles and responsibilities associated with the implementation Customer responsibilities: None Inputs (prerequisites): 1. Agenda 2. Final Project Plan a. Project Schedule b. Supporting documents/plans c. Requirements Document(s) d. Project Management Plan e. Supporting Documentation i. State reporting ii. Data conversion iii. System Assurance 3. Project Binder (internal document) 4. Customer Agreement 5. Resource schedule Outputs (completion criteria): 1. Updated Project Plan 2. Project team prepared to build application solution Attachment number 4 \nPage 28 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 26 Proprietary and Confidential 26 PHASE: Construction Purpose: Execute the Project Plan to build, review and configure the system to verify system readiness Description of Phase: The Construction Phase consists of three steps. During this Phase, New World and Customer Project Managers lead the project, coordinate project team activities, communicate direction, report on project progress and monitor resources. The team’s focus during this Phase is to execute the Project Plan. Customer and New World project teams install the system, implement the database, review the configuration, apply final application configuration requirements and lay the groundwork to migrate to the New World Systems application. New World Systems Project Implementation Methodology Construction ClosingTransitionPlanningInitiation START 1Conduct Start-up Activities 3Complete and Approve Project Plan 2 Acct Mgmt., Planning Meeting 4Standard Solution Build 6 Finalize Configuration 9 Implement Post Go-Live Deliverables 8 Conduct Go-Live 7 Conduct User Training 10 Project Closure Activities Stop Step Task Includes Customer Executive Review Meetings Requires Authorized Customer SignoffLEGEND 5Functional Review The methodology diagram indicates that each step of the Construction Phase follows the previous step but many of these steps occur concurrently. In addition, when the Customer requires the conversion of existing data and/or implementation of custom interfaces to bring the applications into a live production environment, some (or all) of the tasks defined in the Transition Phase, Step 9, Implement Post Go-Live Deliverables, may occur during Construction Phase (this is dependent upon the Project Plan developed and agreed upon in the Planning Phase). Attachment number 4 \nPage 29 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 27 Proprietary and Confidential 27 Step 4: Standard Solution Build A. Technical System Setup Overview: During this step, New World validates and finalizes the Customer’s hardware configuration, software requirements and implementation. The result of this effort is documented in the Site Plan. New World will install the Licensed Standard Software and standard database on Customer supplied servers and configure system to meet application specifications. This is generally completed in two distinct stages: Aegis/MSP and Mobile. New World responsibilities: Configure the system as required and provide knowledge transfer to the System Administrator. New World will install and configure the application specific Server/Client and train Customer personnel on configuration procedures. For each configuration, New World personnel will: 1. Verify with Customer personnel the computer processor(s), operating system software, third party software, associated workstation requirements, printers, network communications and other related components supplied by Customer. 2. Establish the initial application database, using the validation set workbook(s) as input. 3. Document the required site resources (e.g., facility, power, network, cooling, etc.) necessary to operate the application. As part of the review, New World will make recommendations for necessary site modifications to meet minimum operating requirements for the application. 4. Review with Customer the minimum requirements for workstations and mobile data devices as identified in the Customer Agreement, as applicable to the application. 5. Train Customer to install client workstations, administer servers, manage disaster recovery systems and review any other items of concern related to hardware and software configuration. 6. Review ongoing Customer management expectations of how system will be managed by Customer. Identify role of New World vs. Customer. A. Technical System Setup C. Implement Standard Interfaces Construction Phase: Step 4 – Standard Solution Build B. Conduct Geo-File Setup & Training (when applicable) Attachment number 4 \nPage 30 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 28 Proprietary and Confidential 28 7. Provide Customer with a Site Plan that includes the following: a. Identification of any special space requirements b. Functional system diagram, showing a high level view of the New World Standard Software subsystems and their associated hardware Customer responsibilities: 1. Provide Customer technology staff to assist New World with the Site Plan. 2. Provide, upon request, information on existing hardware and operating system software components and terminal networks, as well as projected utilization statistics and other information reasonably required to validate final hardware requirements. 3. Review the final hardware and operating system configuration with the New World project team. 4. Review New World’s recommendations regarding any existing communications networks and workstations and make any reasonable modifications identified by New World to ensure compatibility with the equipment and system to be installed. 5. Ensure hardware is ordered, delivered and installed prior to scheduling New World’s System Assurance visit on site. 6. Have information technology support staff on hand for knowledge transfer and to help address any concerns encountered during the system installation. 7. Review and sign off on systems management expectations policy 8. Provide signoff indicating completion of system set-up and administration training. 9. Install and configure the mobile software on additional mobile computers. Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. System Support documentation 3. Validation Set workbooks 4. Customer supplied topology diagram of the network and map 5. System Set-up and Administration Training sign-off template 6. Systems Management Expectations Policy template Outputs (completion criteria): 1. Site Plan 2. Test and production environments are ready to use 3. Post-Trip Report (if conducted on site) 4. System Set-up and Administration Training sign-off document 5. Systems Management Expectations Policy / signoff 6. Store project artifacts and update status of project on Project Management Portal Attachment number 4 \nPage 31 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 29 Proprietary and Confidential 29 B. Conduct Geo-File Setup and Training (when applicable) Overview: New World will recommend procedures to support the loading of Customer-supplied GIS data for use in the New World software and assist the Customer with the initial load of GIS data. As part of this step, New World will provide a GIS overview of GIS components, where they are installed and discuss a plan for updating the GIS data within the New World software. Customers are responsible for continuous updates of the GIS data used in the New World software. The Customer will need to have the appropriate ESRI desktop software of ArcEditor or ArcInfo in order to conduct the initial GIS data load and ongoing maintenance of the data. The ArcEditor or ArcInfo software must be available for use by the New World Customer Support Center to assist the Customer with GIS data support. New World responsibilities: 1. Obtain from Customer the New World required GIS data containing address point layer (optional) and street centerline layer geo-codable by the systems proposed geo-coding service. 2. Obtain from Customer all appropriate required polygon boundary layers. This may represent Police Beats, Police ORI, Fire Quadrants, FDID, EMS Districts and EMS ORI, Common Name, Alias, and Hydrant layer. 3. The GIS Implementation Specialist will assist Customer in loading/importing their GIS data into the New World enterprise geo-database within the New World software. It is required that all GIS data to be used within the New World software will be maintained in a standard ESRI data format (shape files, personal geo-database, file geo-database) and then loaded into the New World software; or the required GIS data to be maintained directly in the New World enterprise geo- database using ESRI’s ArcGIS ArcEditor or ArcInfo desktop software. 4. Conduct a GIS Overview for the Customer. Customer responsibilities: 1. Provide New World with the required GIS data containing address point layer (optional) and street centerline layer geo-codable by the systems proposed 2. Provide New World all appropriate required polygon boundary layers 3. Assume responsibility for both initial GIS data development and ongoing GIS data maintenance 4. Provide a GIS point of contact responsible for ongoing GIS maintenance 5. Provide the above-specified GIS data for import/load into the New World enterprise geo-database 6. Provide any other GIS data for use within the New World software at the time of the initial import/load into the New World enterprise geo-database 7. Provide all ESRI Desktop software ArcEditor/ ArcInfo and any associated systems software licenses and workstation equipment necessary for the initial import/load of the GIS data into the New World enterprise geo-database 8. Provide trained staff to make GIS data changes or corrections in support of GIS Implementation 9. Be solely responsible for the content and accuracy of the supplied GIS data Attachment number 4 \nPage 32 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 30 Proprietary and Confidential 30 Inputs (prerequisites): 1. GIS Implementation Packet and data review document 2. Detailed specifications of required changes or additions to Customer GIS data to ensure compatibility within the New World application Outputs (completion criteria): 1. The New World Standard Software GIS Implementation has been successfully completed with Customer-supplied GIS data 2. New World demonstrates to Customer the New World application is working correctly with the loaded Customer GIS data 3. New World has provided Customer with the appropriate GIS Overview necessary for ongoing maintenance and uploading of the GIS data within the New World application going forward 4. Store project artifacts and update status of project on Project Management Portal Attachment number 4 \nPage 33 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 31 Proprietary and Confidential 31 C. Implement Standard Interfaces Overview: During this event, New World will implement any applicable standard interfaces. New World responsibilities: Implement the interfaces in the test environment that are required for the live environment. Customer responsibilities: 1. Provide Customer technology staff to address the desired application workflow 2. Work with New World to test the interfaces Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. Configuration requirements for interface operations 3. Standard Interfaces Outputs (completion criteria): 1. Post-Trip Report (if conducted on site) 2. Updated Project Plan 3. Store project artifacts and update status of project on Project Management Portal 4. Installed Standard Interfaces Attachment number 4 \nPage 34 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 32 Proprietary and Confidential 32 Step 5: Functional Review Overview: The Functional Review encompasses a hands-on review of each application within the implementation. This review is accomplished by presenting each function within the application from the user/administrator point-of-view and every project construction element as it relates to a particular workflow process. 1. New World responsibilities: New World’s Project Manager and Application Specialist(s) will act as facilitators during the Functional Review. Their main role is to review the New World standard software solution with the Customer and identify any Customer workflow modifications and/or minor software configuration changes that need to be applied. The Project Manager is responsible for coordinating this review with the Application Specialist and preparing the Customer team for the functional review and creating any applicable documentation (e.g., Functional Review Guide, trip reports). The Application Specialist will present the configured applications and act as SME to facilitate an interactive exchange with the Customer and work towards Customer acceptance of the configured applications. Additionally, a New World Executive Manager will participate in the Functional Review, as well as a project review meeting with the Customer’s senior staff. The content of the Training Plans will also be finalized as part of the Functional Review. The review should include: 6. Overview of the various Customer work processes and the functional relationship to the software. AEGIS APPLICATIONS Computer Aided Dispatch Law Enforcement Records Management Corrections Management Mobile 7. Validation of any custom modification decisions related to implementation of the standard software solution and the post-live custom requirements. a. Custom software modifications b. Custom interfaces c. Data conversion 8. Finalization of any applicable Requirements Definition documentation. 9. Identification and documentation of any desired configuration modifications to the standard software solution (not applicable for pre-configured implementations). a. Standard software applications b. Standard Interfaces c. State reporting requirements (e.g. IBR, UCR, Accident) 10. Agency-specific reports (internal management reports, public inquiries, etc.) 11. Review Hardware and Network Topology 12. Assess impact on workforce 13. Finalize Training Plan 14. Discuss Data Conversion Migration Plan (when applicable) 15. Define Cutover (Go Live) Plan Attachment number 4 \nPage 35 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 33 Proprietary and Confidential 33 Customer responsibilities: For the review, the Customer leadership and SMEs participate to provide Customer workflow and policy information as it relates to the configured New World applications. Work with New World Project Manager and Application Specialist to determine any additional configuration changes that are required. Work with Customer to implement agreed upon workflow changes. Inputs (prerequisites): 1. Pre-Trip Report 2. Functional Review Guide (when applicable) 3. Requirements Document(s) for Custom Interfaces / Modifications 4. Standard interfaces 5. State reporting (when applicable) 6. Data conversion (when applicable) 7. Geo-files (when applicable) 8. Field Reporting Outputs (completion criteria): 1. Post-Trip Report 2. Updated Project Schedule 3. Updated Project Plan 4. Project Configuration Plan 5. Training Plan 6. Supporting documentation 7. Store project artifacts and update status of project on Project Management Portal Attachment number 4 \nPage 36 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 34 Proprietary and Confidential 34 Step 6: Finalize Configuration A. Conduct System Admin Application Training Overview: During this event, New World will conduct System Administration Application Training for designated Customer SME personnel to acquire the knowledge necessary to finalize the software solution configuration and maintain the various modules included in the Customer Agreement. (There will be a minimum of one session per each major module.) Decisions regarding the configuration of the New World application are made in the Construction Phase, Step 5, Functional Review, and are applied during this Step. New World responsibilities: 1. Provide up-to-date user manuals to workshop participants 2. Instruct Customer personnel, including the system administrator, on configuration of the various contracted modules Customer responsibilities: 1. Convene workshop team of SMEs for this training 2. Attend and participate in the System Admin Application Training Inputs (prerequisites): 1. Pre-Trip Report 2. Training material 3. Project Configuration Plan 4. Training room with computers running New World application Outputs (completion criteria): 1. Post-Trip Report 2. Updated Project Plan A. Conduct System Admin Application Training B. Apply Project Configuration Plan and Implement Interfaces C. Go-Live Preparation Construction Phase: Step 6 – Finalize Configuration Attachment number 4 \nPage 37 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 35 Proprietary and Confidential 35 B. Apply Project Configuration Plan and Implement Interfaces Overview: During this event, the Customer uses the Project Configuration Plan created during the Functional Review as the requirements for any modification to the standard application configuration. The results of this effort are configured applications. New World will implement any remaining standard interfaces. In addition, New World will create and implement any custom interfaces that must be in place to bring the applications into a live production environment. Data Conversion activity may also be addressed (dependent upon the Project Plan developed and agreed upon in the Planning phase). New World responsibilities: Provide support for the Customer SME team that is applying configuration changes. Implement the interfaces in the test environment that are required for the live environment. Customer responsibilities: 1. Apply configuration changes as defined in the Project Configuration Plan. 2. Provide Customer technology staff to address the desired application workflow 3. Work with New World to test the interfaces (as applicable) Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. Project Configuration Plan 3. Configuration requirements for interface operations 4. State reporting requirements including data requirements, contact information, data submission deadlines and transition plan 5. Requirements definition(s) (when applicable) 6. Standard and/or Custom Interfaces Outputs (completion criteria): 1. Post-Trip Report (if conducted on site) 2. Updated Project Plan 3. Store project artifacts and update status of project on Project Management Portal 4. Configured applications, including applicable interfaces, data conversion, state requirements and field reporting 5. Updated Project Configuration Plan Attachment number 4 \nPage 38 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 36 Proprietary and Confidential 36 C. Go-Live Preparation Overview: Review the overall project status to ensure that all requirements for a go-live event have been completed and the go-live event can occur with minimal disruption or risk. Document all related issues and concerns and jointly agree, in writing, to move forward with training and transition to the live environment. New World responsibilities: During this process, the New World Project Manager or Application Specialist will review the system with the Customer to ensure that each application is functioning as expected. In addition, they will review the Project Management Plan with the Customer to ensure all applicable issues and action items have been addressed. Customer responsibilities: With the New World representative, the Customer will demonstrate the system is set up and configured as designed. Work with project manager to identify any issues or concerns and jointly agree, in writing, to move forward with training and transition to the live environment. Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. Project Configuration Plan 3. Project Plan 4. Go-Live sign-off template Outputs (completion criteria): 1. Post-Trip Report (if conducted on site) 2. Updated Project Plan 3. Go-Live sign-off 4. Documentation of all outstanding issues/concerns and written agreement to begin the training/transition to the live environment Attachment number 4 \nPage 39 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 37 Proprietary and Confidential 37 PHASE: Transition Purpose: Train users, perform data conversion, execute go-live, complete post-go-live activities and finalize Customer application customizations Description of Phase: The Transition Phase consists of 3 steps. During this Phase, New World and Customer project teams review the system, verify and validate readiness for go-live, train users, cut over from legacy systems and complete post go-live requirements. New World Systems Project Implementation Methodology Construction ClosingTransitionPlanningInitiation START 1 Conduct Start-up Activities 3 Complete and Approve Project Plan 2Acct Mgmt., Planning Meeting 4 Standard Solution Build 6Finalize Configuration 9 Implement Post Go-Live Deliverables 8 Conduct Go-Live 7 Conduct User Training 10 Project Closure Activities Stop Step Task Includes Customer Executive Review Meetings Requires Authorized Customer SignoffLEGEND 5 Functional Review Attachment number 4 \nPage 40 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 38 Proprietary and Confidential 38 Step 7: Conduct User Training Overview: New World’s Application Specialist(s) provide user training to Customer staff. New World responsibilities: New World’s Application Specialist will provide on-site training services to assigned Customer staff. Training options include: Train-the-Trainer Training (TTT) This training consists of a New World Application Specialist providing very detailed on-site training to Customer representatives. The Train-the-Trainer course is designed to take Customer- certified (either locally or by their state) trainers, train them on the New World software and certify they have the knowledge base to successfully train other members. This training also includes problem solving techniques to ensure an effortless transition with minimal interruptions during their training sessions. Additionally, students are provided training techniques and detailed lesson plans on their specific modules. User Training If a Train-the-Trainer approach is not preferred, New World can provide Customer-defined User Training courses. This training consists of a New World Application Specialist providing an on- site training course specific to a user’s job assignment. Each course consists of Customer-defined software classes needed to be proficient in their areas of responsibility utilizing the New World software. Customer responsibilities: Assign and schedule appropriate staff to attend training sessions. Provide and schedule necessary facilities for training sessions. Confirm staff participation in training, as scheduled. Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. Training materials a. Lesson Plan / User Guide b. Written Proficiency Examinations Outputs (completion criteria): 1. Post-Trip Report (if conducted on site) 2. Written Proficiency Examination results Attachment number 4 \nPage 41 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 39 Proprietary and Confidential 39 Step 8: Conduct Go-Live A. Execute Go-Live Overview: With assistance from New World, Customer goes live on modules and interfaces identified in the Customer Agreement and as documented in the Project Plan. New World responsibilities: 1. New World assistance for all applications going live AEGIS APPLICATIONS Computer Aided Dispatch Law Enforcement Records Management Corrections Management Mobile 2. New World assists Customer in preparing production server for go-live a. Run SQL go-live script b. Set counters c. Other maintenance tasks 3. Provide final updates, when applicable, to the following: a. Standard software b. Custom software c. Hardware d. Interfaces e. State reporting f. Data conversion g. Geo-files 4. Customer turnover to Customer Support 5. New World’s on-site staff cleared to depart Customer site A. Execute Go-Live B. Compliance Submission(s) Transition Phase: Step 8 – Conduct Go-Live Attachment number 4 \nPage 42 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 40 Proprietary and Confidential 40 Customer responsibilities: 1. Customer goes live with appropriate applications identified in the Customer Agreement 2. Provide SME Team members to assist with go-live for each of the applications going live as first line support Inputs (prerequisites): 1. Pre-Trip Report 2. Standard software 3. Custom software (when applicable) 4. Interfaces (when applicable) 5. State reporting 6. Data conversion (when applicable) 7. Geo-files 8. Pre go-live preparations a. System preparation b. Team preparation c. Preparatory meeting with Customer Outputs (completion criteria): 1. Post-Trip Report (if conducted on site) 2. Updated Project Plan 3. Customer support engaged 4. Live Operations B. Compliance Submission(s) Overview: As part of normal operations, agencies are required to submit crime statistic reports to the state (IBR, UCR, NIBRS, etc.) on a monthly basis. During the transition to a new system, state agencies will work with local law enforcement agencies to develop a plan to allow the system to adopt the new technology in their environment and submit reports after a period of operation. During the Construction Phase, New World works with the agency to implement state reporting rules. The first full test of these rules occurs 60 to 90 days after go-live, to ensure the Customer has data for submission to the state. State reporting and editing can be a significant challenge and to assist Customers with this event New World schedules and assigns an Application Specialist to assist the Customer with their first submission process. New World Responsibilities: New World Application Specialist will provide training services and support to assigned Customer staff to submit, edit and correct state required statistical crime reports. Customer Responsibilities: Identify primary and secondary staff responsible for submission and correction of state reports. Also, identify state contact and state testing procedures to ensure the state is prepared to assist with the analysis and evaluation of report submissions in order to expedite returns and error reporting. Attachment number 4 \nPage 43 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 41 Proprietary and Confidential 41 Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. State contact for submission management 3. A minimum of 60 days of live operation 4. Documented state submission requirements 5. Training facilities 6. Agency staff identified as primary and secondary parties responsible for state submission Outputs (completion criteria): 1. Post-Trip Report (if conducted on site) 2. State submission within accepted error rates Attachment number 4 \nPage 44 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 42 Proprietary and Confidential 42 Step 9: Implement Post Go-Live Deliverables A. Build Data Conversions Overview: New World will provide the Customer requested data conversion as described in the Customer Agreement. Depending on the decisions made in the Planning Phase, the data conversion processes may be aligned with the go-live schedule, which means this event would then be included in the initial solution build (Step 5). New World responsibilities: 1. New World will provide the data conversion programs to convert Customer’s legacy data to the New World standard software for the modules specified in the Data Conversion Migration Plan. 2. New World will provide Customer up to two test sets of converted data. Additional test sets requested will require additional conversion costs. 3. As provided in the approved Project Plan, New World will schedule a conversion analysis trip and a separate data conversion test trip to Customer’s location. The conversion test trip is part of delivering the conversion programs to Customer. 4. New World will provide Customer with a Data Conversion Migration Plan for sign off prior to starting development of data conversion programs. No conversion programming by New World will commence until Customer signs this document. Customer responsibilities: 1. Data files from Customer’s current database are included in this conversion. Customer will provide a list of discrete data files with descriptions of fields or data elements in each file. 2. Supply data to be converted. 3. A data dictionary (data descriptors) containing all data elements must be provided to New World for each file submitted with the media. 4. As provided in the Project Plan, Customer will provide a dedicated contact for each application area to focus on conversion mapping and testing tasks. Responsibilities include dedicating a support person(s) whenever members of the New World’s team are on site regarding conversions. Roughly a one-to-one time ratio exists for Customer commitment and New World commitment. A. Build Data Conversions C. Perform Data Conversion Transition Phase: Step 9 – Implement Post Go-Live Deliverables B. Provide Customer Agreement Custom Deliverables Note: Some of this activity may be completed in the Construction Phase prior to Go-Live. Attachment number 4 \nPage 45 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 43 Proprietary and Confidential 43 5. Data Conversion testing. Customer understands that thorough and timely testing of converted data by Customer’s SMEs is a key part of a successful data conversion. 6. Customer agrees to promptly review and sign off on the data conversions after the final test run is completed. Inputs (prerequisites): 1. Approved Data Conversion/Migration Plan 2. Data to be converted Outputs (completion criteria): 1. Completed data conversion programs 2. Conversion test sign-off Attachment number 4 \nPage 46 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 44 Proprietary and Confidential 44 B. Provide Customer Agreement Custom Deliverables Overview: New World will provide Customer requested standard software enhancements and/or custom software (including interfaces and state reporting) as described in the Customer Agreement. New World responsibilities: 1. New World will develop and implement custom software and interfaces. 2. New World will provide training for enhancements and/or custom software. Customer responsibilities: 1. Provide resources to support the installation of software upgrades when enhancements and/or custom software are available, including interfaces and state reporting. 2. Attend training as required. Inputs (prerequisites): 1. Completed enhancements and/or custom software / interfaces 2. Customer to confirm functionality of software within the scope of the Requirements Document Outputs (completion criteria): 1. Upgraded application with enhancements and/or custom software 2. Trained personnel Attachment number 4 \nPage 47 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 45 Proprietary and Confidential 45 C. Perform Data Conversion Overview: Using the established guidelines from the contract, execute the data conversion to migrate data from legacy systems to the New World application. Depending on Project Plan requirements, this conversion can be completed in one or two phases as part of pre-live, live or post-live operations. New World responsibilities: 1. Follow established Data Conversion/Migration Plan. The plan will identify data sources to be converted, data sources to be migrated, the database type, database design and any detected data mapping issues or exceptions. 2. Execute Data Conversion as outlined in the Project Plan to ensure legacy data can be accessed on production systems as confirmed through previous conversion tasks. Customer responsibilities: 1. Provide New World with access to production server and window of downtime required to execute conversion. 2. Analyze data and document any discrepancies or concerns with data conversion. 3. Provide dedicated internal contact for support and assistance with data conversion operations. Inputs (prerequisites): 1. Pre-Trip Report (if conducted on site) 2. Data Conversion Packet 3. Approved Data Conversion/Migration Plan Outputs (completion criteria): 1. Customer review and sign off on Acceptance of Data Conversion 2. Post-Trip Report (if conducted on site) Attachment number 4 \nPage 48 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 46 Proprietary and Confidential 46 PHASE: Closing Purpose: Review the project, approve closure, disengage project management and transition Customer to the Account Management Team. Description of Phase: The Closing Phase consists of one step. During this Phase, the New World Project Manager reviews the project with executive management, closes out all remaining documentation tasks and disengages from the project. The Account Management Team assumes all responsibilities for ongoing support of the system and Customer. New World Systems Project Implementation Methodology Construction ClosingTransitionPlanningInitiation START 1Conduct Start-up Activities 3Complete and Approve Project Plan 2 Acct Mgmt., Planning Meeting 4Standard Solution Build 6 Finalize Configuration 9 Implement Post Go-Live Deliverables 8 Conduct Go-Live 7 Conduct User Training 10 Project Closure Activities Stop Step Task Includes Customer Executive Review Meetings Requires Authorized Customer SignoffLEGEND 5Functional Review Attachment number 4 \nPage 49 of 50 Item # 36 AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK Page 47 Proprietary and Confidential 47 Step 10: Project Closure Activities Transition to Account Management Overview: At the conclusion of the project, the New World applications are fully live and functional in the Customer’s environment with all required components delivered and operational. During this event, the New World Project Manager will schedule a formal turnover of the Customer to the New World Account Management Team, which includes the Executive Sponsor, Customer Support and Customer Care. The managers the Customer Care and Support introduce their department structure and review the services each team provides. Many of these individuals will have been part of the project, so this transition should be relatively seamless. Project closure will also be finalized with the Customer, ensuring the Customer and the New World Customer Support team members are aware of the overall deployment of the New World implementation and that all questions have been addressed and exceptions are incorporated into the sign-off document. New World responsibilities: 1. The New World Project Manager will coordinate a meeting, either via teleconference or on site, to review the project status and transition ongoing communications with the Customer to the assigned Account Team. 2. Managers of New World Customer Support create and distribute agenda 3. Prepare the sign-off documentation 4. The Project Manager and PMO will review all project financials to ensure all deliverables for the Customer Agreement are delivered, billed and paid. Customer responsibilities: 1. Provide appropriate personnel for the support turnover meeting 2. Provide a location with a conference phone for the support turnover meeting 3. Project Closure sign-off Inputs (prerequisites): 1. Agenda 2. Schedule the meeting 3. Project Closure sign-off template Outputs (completion criteria): 1. Account Management engaged to support the Customer 2. Project Closure sign-off Attachment number 4 \nPage 50 of 50 Item # 36 Commission Meeting Agenda 2/21/2012 5:00 PM State Mutual Aid and Assistance Agreement Department:Clerk of Commission Caption:Motion to approve a State Mutual Aid and Assistance Agreement from Georgia Emergency Management Agency - Homeland Security for Augusta, Georgia. (Approved by Public Safety Committee February 13, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 37 Attachment number 1 \nPage 1 of 5 Item # 37 Attachment number 1 \nPage 2 of 5 Item # 37 Attachment number 1 \nPage 3 of 5 Item # 37 Attachment number 1 \nPage 4 of 5 Item # 37 Attachment number 1 \nPage 5 of 5 Item # 37 Commission Meeting Agenda 2/21/2012 5:00 PM Transfer of Motorcycle to Augusta Museum Department:Clerk of Commission Caption:Motion to approve a request from the Richmond County Sheriff's Office to transfer ownership of the motorcycle belonging to Deputy James D. Paugh to the Augusta Museum for use in a proposed exhibit giving tribute to Deputy Paugh and the Sheriff's Office. (Approved by Public Safety Committee February 13, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 38 Attachment number 1 \nPage 1 of 2 Item # 38 Attachment number 1 \nPage 2 of 2 Item # 38 Commission Meeting Agenda 2/21/2012 5:00 PM G. B. Sharma Department:Clerk of Commission Caption:Motion to deny a request from Mr. G. B. Sharma regarding a change of property tax value for the property located at 1080 Claussen Road.(Approved by Finance Committee February 13, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 39 Attachment number 1 \nPage 1 of 4 Item # 39 Attachment number 1 \nPage 2 of 4 Item # 39 Attachment number 1 \nPage 3 of 4 Item # 39 Attachment number 1 \nPage 4 of 4 Item # 39 Commission Meeting Agenda 2/21/2012 5:00 PM Renewal Excess Worker's Compensation Insurance Department:Finance/Risk Managment Division Caption:Motion to approve Excess Worker's Compensation Insurance with Safety National with Statutory limits and a $650,000 self insured retention for law enforcement and fire; a $600,000 self insured retention for all other positions. Deposit premium is $209,951. .(Approved by Finance Committee February 13, 2012) Background:Excess Worker's Compensation coverage (a per occurrance policy) has been purchased in the past as a measure to cap any potential catastrophic loss against Augusta, GA. Georgia Administrative Services (G.A.S.), third party administrator for Worker's Compensation, was asked to obtain quotes from at least 3 insurance companies. Coverage runs from March 1, 2012 to March 1, 2013. Analysis: Financial Impact:See attachment "Quotes 2012 Coverage" Alternatives:Do not retain this coverage and accept full exposure/cost for any catastrophic job related injury. Recommendation:Approve coverage with Safety National Casualty for Statutory Limits with self insured retention of $650,000 for Police/Fire and $600,000 all other positions for a deposit premium of $209,951. Funds are Available in the Following Accounts: 621 01 5233 REVIEWED AND APPROVED BY: Cover Memo Item # 40 Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 40 AUGUSTA/RICHMOND COUNTY EXCESS WORKERS’ COMPENSATION MARCH 1, 2012 TO MARCH 1, 2013 Coverage is quoted for Statutory Limits for Workers’ Compensation and $1,000,000 Employer Liability *SIR – Self Insured Retention (deductible) 1. SAFETY NATIONAL CASUALTY CORPORATION a. $650,000 SIR for Police /Fire and $600,000 SIR for All other positions $209,951 b. $650,000 SIR for All positions $199,453 c. $750,000 SIR for All positions $178,458 2. MIDWEST EMPLOYER CASUALTY COMPANY a. $750,000 SIR for All positions $387,000 b. $850,000 SIR for All positions $444,000 3. ACE a. $1,000,000 SIR for All positions $450,000 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 1 It e m # 4 0 Commission Meeting Agenda 2/21/2012 5:00 PM Shelley and Eddie Leclair Department:Clerk of Commission Caption:Consider a request from Shelley and Eddie Leclair for a refund of H5A disability discount on property taxes for 219 Lafayette Drive for the years 2009 through 2011. (No recommendation from Finance Committee February 13, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 41 Attachment number 1 \nPage 1 of 11 Item # 41 Attachment number 1 \nPage 2 of 11 Item # 41 Attachment number 1 \nPage 3 of 11 Item # 41 Attachment number 1 \nPage 4 of 11 Item # 41 Attachment number 1 \nPage 5 of 11 Item # 41 Attachment number 1 \nPage 6 of 11 Item # 41 Attachment number 1 \nPage 7 of 11 Item # 41 Attachment number 1 \nPage 8 of 11 Item # 41 Attachment number 1 \nPage 9 of 11 Item # 41 Attachment number 1 \nPage 10 of 11 Item # 41 Attachment number 1 \nPage 11 of 11 Item # 41 Commission Meeting Agenda 2/21/2012 5:00 PM Agreement with the Southeastern Natural Sciences Academy to manage public access and educational activities. Department:Utilities Caption:Motion to approve an agreement with the Southeastern Natural Sciences Academy to manage public access and educational activities related to the constructed wetland treatment system at the James B Messerly Water Pollution Control Plant. (Approved by Engineering Services Committee February 13, 2012) Background:One of the unique features of Augusta's wastewater treatment system is the 400 acre constructed wetland adjacent to the James B. Messerly Water Pollution Control Plant. This system is an integral part of the Phinizy Swamp Nature Park. The many students and other visitors to the nature park present an excellent opportunity to educate the public about issues related to water quality, wastewater treatment and watershed protection. We have previously developed both a Source Water Protection Plan and a Watershed Protection Plan as part of our operating permit requirements. These programs are currently in the process of being updated. Both of these programs include a commitment to provide public education regarding watershed issues. We have requested a proposal from the Southeastern Natural Sciences Academy to manage public access and educational activities associated with the constructed wetland system. The Academy offices are located in the Nature Park. Analysis:Providing these services to Augusta fits very well with the mission of the Academy while allowing us to meet some of our commitments for public education. The attached proposed agreement outlines the tasks that will be performed by the Academy. The cost of the proposed agreement is $2,500.00 per month for a total of $30,000.00 per year. We believe this to be a reasonable fee for the services provided. Since this needs to be an ongoing commitment we believe that this agreement should be approved and authorized for annual renewal for an additional three years unless the cost increases above the approved annual amount. Financial Impact:$30,000.00 per year Cover Memo Item # 42 Alternatives:1) Approve the agreement as presented and take advantage of the opportunity for public education. 2) Disapprove the agreement. Recommendation:We recommend approving the agreement at a cost of $30,000.00 per year and authorizing the annual renewal of the agreement for three additional years unless the cost increases above the approved annual amount. Funds are Available in the Following Accounts: 506043310/5212999 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 42 January 27, 2012 Mr. Allen Saxon, Assistant Director Augusta Utilities 360 Bay St, Suite 180 Augusta, GA 30901 Dear Allen: Southeastern Natural Sciences Academy is proud of its sixteen year partnership with Augusta Utilities and the City Of Augusta. It is a pleasure to provide for our residents a premier nature park with regional impact at little or no cost to the taxpayers of Augusta. As a 501(C)(3), we must depend on the generosity of local businesses and residents, along with contracted fees for services to fund our work. The monthly contract with Augusta Utilities is important in supporting the educational programs that enhance visitor experiences in the constructed wetlands and the Phinizy Swamp Nature Park for the more than 40,000 people who come through each year. I am pleased to forward to you our proposed agreement for education services to Augusta Utilities for CY 2012. It’s not hard to see how the investment by the City of Augusta is leveraged many times over. Again, we value our partnership with Augusta Utilities and stand ready to support your activities in any way possible. All the best, Bob Young President/CEO 1858 Lock and Dam Road Augusta, GA 30906 706-828-2109 Attachment number 1 \nPage 1 of 3 Item # 42 AN AGREEMENT BETWEEN SOUTHEASTERN NATURAL SCIENCES ACADEMY AND AUGUSTA UTILITIES For managing public access and educational activities associated with Augusta’s constructed wetland treatment system for a period of one year beginning January 1, 2012 and ending on December 31, 2012. This Amendment is made and entered into this 1st day of January, 2012, between AUGUSTA, GEORGIA, by and through the Augusta-Richmond County Commission, a political subdivision of the State of Georgia (hereinafter “Augusta”), and the Southeastern Natural Sciences Academy, a 501(C)(3) corporation, (hereinafter “SNSA”). Phinizy Swamp Nature Park is a natural jewel in an urban watershed that provides a center for programs which bring scientists, environmental regulators, educators, students, and the general public together for collective stewardship of natural resources. The park is comprised of the constructed wetlands and Phinizy Swamp on land owned by the Augusta. Since 1996 the City has successfully partnered with SNSA to operate and maintain the Nature Park as an educational experience for school groups and the general public. SNSA provides critical visitor services and environmental education programs Augusta is not able to provide which allow the community to enjoy a natural, outdoor destination just minutes from downtown. SNSA serves as a source for Public Outreach and Environmental Education by: • Providing a variety of environmental education programs and activities that focus on issues and stewardship related to local and national water resources. • Monitoring and managing public access and activities within the park area. • Maintaining educational kiosks throughout the park that educate visitors on the ecology and history of the area and the groundbreaking use of wetlands by Augusta in wastewater treatment. • Maintaining natural trails for public use by removing poison ivy and debris from storm damage, mowing weedy areas, and picking up trash. • Providing numerous and fulfilling volunteer opportunities for the general public. • Providing and maintaining park infrastructure for public use, including bathrooms, visitor’s center, picnic pavilion and awnings, bridges, park benches, and boardwalks. • Maintaining visitor parking lot by filling potholes, treating fire ant mounds, mowing, and removing trash. • Providing a safe location for outdoor school field trips. • Maintaining buildings used for field trips in cases of inclement weather, teacher workshops, evening family programs, meetings, or night activity. Attachment number 1 \nPage 2 of 3 Item # 42 • Providing a safe area for school buses to load and unload students, turn around, and park during field trips. Augusta and SNSA mutually desire to continue this successful partnership. SNSA will maintain its current level of services as described above at the rate of $2,500 per month. The compensation level is all inclusive. SNSA agrees to provide to Augusta Utilities any requested documentation required under this agreement. APPROVED: SOUTHEASTERN NATURAL SCIENCES ACADEMY By: ________________________________ Bob Young, President/CEO Date: _____________________________ AUGUSTA, GEORGIA By: ________________________________ David S. Copenhaver Mayor Date: _____________________________ ATTEST: ___________________________ Clerk of Commission Date: _____________________________ Attachment number 1 \nPage 3 of 3 Item # 42 Commission Meeting Agenda 2/21/2012 5:00 PM Amendment No. 2 to the Contract with ESG Operations, Inc. for the Operation of Water Pollution Control Facilities. Department:Utilities Caption:Motion to approve Amendment No. 2 to Agreement with ESG Operations, Inc. to establish the final budget amount for 2012 at $5,529,132.00. (Approved by Engineering Services Committee February 13, 2012) Background:On December 16, 2009 Augusta and ESG Operations, Inc. (ESG) entered into an Agreement for Operations, Maintenance and Management Services. The Agreement provides that ESG will prepare an annual amendment to the Agreement which establishes the budget for the year. Attached is a proposed Amendment No. 2 from ESG, which sets forth a 2012 budget of $5,529,132.00. The estimated cost of wastewater treatment services for 2012 is $5,247,882.00. We have also included an allowance of $281,500.00 to provide for ESG assistance with maintenance as may be needed at the water treatment facilities and other areas within our system. Analysis:The proposed budget amendment represents a 0.47% increase over the 2011 budget for this work. ESG does anticipate an increase in the cost of utilities in 2012 but demonstrated operating efficiencies in various process areas is anticipated to offset much of that increase. A copy of the proposed Amendment No. 2 is attached. Financial Impact:Operations Contract cost of $5,529,132.00 from account 506043310-5211110 Alternatives:No viable alternatives. Recommendation:We recommend approval of Amendment No. 2 to the Agreement with ESG Operations, Inc. to establish the final budget amount for 2012 at $5,529,132.00. Funds are Available Cover Memo Item # 43 in the Following Accounts:506043310-5211110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 43 MEMORANDUM 1 ESG Operations 2012 Budget Proposal PREPARED FOR: Allen Saxon, AUD PREPARED BY: Paul Tickerhoof, ESG COPIES: DATE: November 3, 2011 ESG has reviewed last year’s expenditures in an effort to prepare a budget for AUD’s 2012 fiscal year. The following table summarizes 2011’s budget and ESG’s requested 2012 budget. ESG Budget Comparison 2011 2012 Delta Personnel Services $ 1,981,384.00 $ 1,981,384.00 $ - Administrative Expenses $ 119,000.00 $ 119,000.00 $ - Utilities $ 127,200.00 $ 190,000.00 $ 62,800.00 Chemicals $ 419,400.00 $ 399,400.00 $(20,000.00) Materials & Supplies $ 110,000.00 $ 110,000.00 $ - Vehicles & Equipment $ 125,000.00 $ 125,000.00 $ - Outside Services $ 310,000.00 $ 310,000.00 $ - Biosolids Management $ 1,150,000.00 $ 1,130,000.00 $(20,000.00) Maintenance & Repair $ 300,000.00 $ 300,000.00 $ - Total Operating Budget Management & Administrative Fee (12.5%) $4,641,984.00 $4,664,784.00 $22,800.00 Contractor’s Subtotal $ 580,248.00 $ 583,098.00 $ 2,850.00 $5,222,232.00 $5,247,882.00 $25,650.00 Director’s Allowance Management & Administrative Fee (12.5%) $250,000.00 $250,000.00 $ - Director’s Allowance Subtotal $ 31,250.00 $ 31,250.00 $ - $ 281,250.00 $ 281,250.00 $ - Total Budget $5,503,482.00 $5,529,132.00 $25,650.00 ESG is confident in maintaining last year’s budget number for most accounts with the exception of Utilities. Accounts that could be impacted in 2012 are as follows: Attachment number 1 \nPage 1 of 5 Item # 43 TECHNICAL MEMORANDUM—ESG OPERATIONS 2012 BUDGET PROPOSAL 2  Utilities: Georgia Power provides electrical energy to AUD at the JB Messerly WWTP under a “day-ahead real time pricing” rate structure. When AUD can produce energy cheaper than Georgia Power provides it, diesel fuel is required to run the generator units. ESG budgeted fuel requirements for 2012 based on last year’s usage, which resulted in the request for an increase in the Utility account.  Chemicals: ESG believes the chemical account can remain unchanged. Although, the polymer manufacturer is relocating their production facility to Chicago, which will impact shipping costs.  Solids Handling: ESG reduced the budget in this account due to efficiencies gained during 2011 that have increased the volatile solids reduction in the digestion process. ESG’s proposed overall increase for 2012 is 0.47% and is $156,125 under our original estimate provided in the price proposal submitted in 2009. We are available at your convenience to clarify our estimate or answer any questions. Attachment number 1 \nPage 2 of 5 Item # 43 AMENDMENT NO. 2 to the AGREEMENT Between ESG Operations, Inc. And Augusta, Georgia For Operations, Maintenance and Management Services This Amendment is made and entered into this 1st day of January, 2012, between AUGUSTA, GEORGIA, by and through the Augusta-Richmond County Commission, a political subdivision of the State of Georgia (hereinafter “Augusta”), and ESG OPERATIONS, INC., a Georgia corporation, (hereinafter “ESG”). This is Amendment No. 2 to the Agreement dated the 16th day of December 2009, between Augusta and ESG. NOW THEREFORE, Augusta and ESG agree to amend the Agreement as follows: REPLACE Article 4.1 with the following new Article: 4.1 Augusta shall pay to ESG a base fee equal to the Augusta budget shown in Appendix F. This includes the actual cost of the Scope of Services performed by ESG plus a Management and Administrative Fee. The base fee shall not include services which are not specifically defined by Section 2 of this Agreement. The base fee for this Amendment shall be Four Million Nine Hundred Fourteen Thousand Seven Hundred Eighty Four Dollars ($4,914,784) and the Management and Administrative Fee shall be Six Hundred and Fourteen Thousand Three Hundred and Forty Eight Dollars ($614,348). The base fee and the Management and Administrative Fee shall be payable in advance in equal monthly installments and for the third term of this Agreement the monthly amount shall be Four Hundred Sixty Thousand Seven Hundred Sixty One Dollars ($460,761.00). Said base fee shall be for the period beginning on January 1st, 2012 and ending on December 31st, 2012. Thereafter, the Base Fee will be negotiated as described in Article 4.2. The Management and Administrative Fee shall increase proportionally with the base fee adjustments described in Articles 4.2 and 4.4. REPLACE Appendix F with the following new Appendix F: All other terms and conditions remain in effect in accordance with the Agreement referenced in this Amendment. Both parties indicate their approval of this Amendment by signature below. Authorized signatures: ESG OPERATIONS, INC. By: ________________________________ John Clay Sykes, PE, Principal By: ________________________________ Daniel E. Groselle, Jr., PE, Principal Date: _____________________________ AUGUSTA, GEORGIA By: ________________________________ David S. Copenhaver Mayor Date: _____________________________ ATTEST: ___________________________ Clerk of Commission Date: _____________________________ Attachment number 1 \nPage 3 of 5 Item # 43 Appendix F 2012 Project Budget and Staffing Plan Project Budget PERSONNEL SERVICES $ 1,981,384.00 ADMINISTRATIVE EXPENSES $ 119,000.00 UTILITIES $ 190,000.00 CHEMICALS $ 399,400.00 MATERIALS & SUPPLIES $ 110,000.00 VEHICLES & EQUIPMENT $ 125,000.00 OUTSIDE SERVICES $ 310,000.00 BIOSOLIDS MANAGEMENT $ 1,130,000.00 MAINTENANCE & REPAIR $ 300,000.00 TOTAL OPERATING BUDGET $4,664,784.00 MANAGEMENT & ADMINISTRATIVE FEE (12.5%) 583,098.00 CONTRACTOR’S SUBTOTAL $ 5,247,882.00 DIRECTOR’S ALLOWANCE $ 250,000.00 MANAGEMENT & ADMINISTRATIVE FEE (12.5%) 31,250.00 DIRECTOR’S ALLOWANCE SUBTOTAL 281,250.00 TOTAL 2011 BUDGET $ 5,529,132.00 Attachment number 1 \nPage 4 of 5 Item # 43 Appendix F (Continued) 2012 Project Budget and Staffing Plan Project Staffing Plan Budgeted Position Budgeted Number Project Director 1 Assistant Project Manager 1 Operations Manager 1 Lab/IPP Manager 1 Maintenance Manager 1 Land Application Manager 1 Operators 10 Lab Analysts 2 IPP Technicians 3 Mechanics 5 Maintenance Support 5 Administrative 2 Education Specialist 2 Attachment number 1 \nPage 5 of 5 Item # 43 Commission Meeting Agenda 2/21/2012 5:00 PM Approve a contract with Atlantic Coast Consulting for environmental compliance, environmental testing, engineering, and consulting for Augusta’s Environmental Services Department Department:Environmental Services Caption:Motion to approve a contract with Atlantic Coast Consulting for environmental compliance, environmental testing, engineering, and consulting for Augusta’s Environmental Services Department in an amount budgeted annually. For 2012 it was budgeted at $850,000. (Approved by Engineering Services Committee February 13, 2012) Background:The Environmental Services Department is responsible for the operation of Augusta’s Landfill. The landfill must comply with federal and state laws as well as a variety of local, state, and federal permit requirements. These include a Title V permit with New Source Performance Standards per 40 CFR 60.75, which requires that owners or operators of a landfill with an active gas collection and control system submit semi-annual reports. Further, the gas collection and control system must be monitored and operated in accordance with the Title V permit requirements, and certification of permit compliance must be submitted to both Georgia Environmental Protection Division and US EPA Region IV per Georgia Rule 391-3-1-.03 and 40 CFR 70.6. This requires at least monthly monitoring of 100+ gas wells, the control system operation and maintenance, cover integrity inspections, quarterly perimeter methane monitoring, and surface methane scans of most of the landfill areas. Additionally, the facility must comply with the Georgia Permit GAR00000 for Industrial Stormwater, per the Georgia Water Quality Control Act and Federal Clean Water Act which requires a minimum of quarterly monitoring of stormwater discharges from the facility, annual reporting and certification of such, as well as development and maintenance of Stormwater Pollution Prevention Plans and Spill Prevention Control and Countermeasure Plans. While the facility is undergoing construction, it must also comply with the Erosion and Sedimentation Act to prevent discharges to state waters; and monitor and inspect the construction site daily for any improvements that can be made so that sedimentation does not occur off-site. The Landfill also has been issued a Wastewater Discharge Permit from Augusta Utilities so that the landfill Cover Memo Item # 44 leachate can be safely released into the Augusta system. This permit requires quarterly sampling, monitoring, and reporting as well as an analysis of the results to ensure that any discharge remains within the permit requirements. Beyond the few permit conditions and requirements described above, the facility's Solid Waste Handling permit also requires that the facility comply with the Georgia Rules for Solid Waste Management (391-3-4) which provide that the facility, in summary, complete at least semi-annual groundwater monitoring and reporting, quarterly tonnage reporting, annual financial assurance certification, annual remaining capacity calculations and certifications, and operate the facility in accordance with the Rules as well as the facility Design and Operation Plan. All of the above reports require specific expertise in that particular area in order to complete the work and the reports, in addition to specialized certifications and/or licenses in order to complete or sign the required reports. Simply holding a Professional Engineer’s license is not sufficient in many cases. Augusta is required to perform groundwater monitoring for two closed phases and two active phases. The closed phases have active gas extraction systems that are utilized to control impacts to groundwater. In 2010, an Assessment Monitoring Plan (AMP) and an Alternative Source Demonstration (ASD) were prepared for phase IIA/B. Both tasks were successfully completed and coordinated with EPD regulators. Augusta is currently operating under an Assessment of Corrective Measures (ACM) as approved by EPD. In addition to services provided at the Deans Bridge Road facility, the consultant has also provided services requested to help identify landfill gas-related environmental issues at the Carrie J. Mays Park. As a result of efforts for this project, a partial site remediation has been completed that will allow the City to safely re-open an area with a new playground and basketball court. Also, we were able to utilize the consultant to assist with the development and permitting of the methane remediation plan at the new shared bus maintenance facility. In addition to the environmental considerations, the landfill also spends much of its time planning and developing for the future. This require alone requires a variety of skills and professions. Landfills must be designed to meet the standards of the Georgia Solid Waste Rules. Once it is designed and approved by the state, then construction begins. The engineer typically will act as Augusta’s construction manager to ensure that items are being constructed in accordance with the contract and address any found issues that may arise. Finally, it is a state requirement that Cover Memo Item # 44 for landfill projects, a competent CQA firm sign off on all the construction. This ensures Augusta and the state that everything was constructed in accordance to the design parameters. Testing is a key to a quality CQA program. The Environmental Services Department took on the responsibilities of the Augusta Brownfield program which has been largely dormant. This program, to be effective and receive funding, requires the submittal of grant applications to the state – these applications require much research and investigation into Augusta properties in order to obtain funding. The compilation of a list of potentially hazardous or impacted properties would be in order; and that requires old-fashioned leg-work, Phase I and potentially Phase II site assessments. Should a grant be obtained, additional expertise and management of that funding and work would be required. The Environmental Services Department took on the responsibilities of the underground storage tank program which requires annual certification of each underground storage tank owned by Augusta. There are four facilities with remaining tanks – the landfill, Marina, Transit, and 401 Walton Way. These tanks are of varying ages and compositions and each holds different requirements including leak detection and tightness testing. New for 2012 is the requirement to have certified operators at each location – which means that at least one representative at each location must attend training and pass a certification test in order to continue to operate the tanks. The Environmental Services Department took on the responsibilities of the Industrial Stormwater program for Augusta which requires the permit compliance of five locations – Daniel Field Airport, Augusta Regional Airport, Fleet, Transit, and the Landfill. The permit itself is very detailed and the permit requirements are different for each facility – some require quarterly monitoring and testing, some do not. Even at the two airports, the requirements are different due to their locations and discharge points. Pre 2007 the Solid Waste Department had various service providers to perform its needed functions. These contractors were AES (laboratory analysis), BMS (project management), EMA (groundwater and surface water), Genesis (CQA), JJG (design engineering), and ACC (environmental compliance). They each performed a single, stand alone service. It took much coordination and effort on the part of Augusta. In an effort to simplify Augusta’s efforts we released an RFP for Stand-by-Engineering. This was a model that was being used by DeKalb County. The RFP placed a variety of services under one Cover Memo Item # 44 umbrella. From that, a contractor was selected and the department has been able to streamline operations. Analysis:Before 2007, the Solid Waste Department required a variety of consultants to independently assist Augusta with everything from design, permitting, environmental monitoring, and surveying services to the more specialized tasks including waste analysis, construction management, construction quality assurance, and landfill gas monitoring. It was challenging for us to coordinate all the different consultants for each specific project. Other disadvantages to this process included the time-consumed in bidding each project as well as the time to get each consultant up to speed on the various site conditions and project history. As some projects were based on time and materials, the learning curve can be costly for Augusta. Second, should Augusta need archived documents, trying to gain access from multiple vendors is difficult. More importantly, most of these tasks performed by different consultants are actually inner-related and this method did not encourage global issue solutions within the Department. With this in mind, we prepared an RFP and selected a single consultant for Stand-by Engineering services in 2007. Under the contract issued in 2007, we were able to effectively consolidate most of our outsourced work under one consultant. This allowed us to focus on department efficiencies and operations as well as overall site improvements. In the last five years, we have dramatically improved the City landfill with better maintenance facilities for improved serviceability of our equipment, new scales which minimizes the customer wait times and a new citizen recycling and waste drop off facility which greatly improved their access and options. Also, during this contract, we built two expansions to the Phase 3 landfill area which has enabled us to continue to operate the disposal areas without impacting our day to day operations. The design, bidding and construction administration/ construction testing for all of these improvements to the site were done under the Stand-by Engineering contract without one construction contract amount change order increase. The facility has various ongoing environmental permit requirements which include semi-annual groundwater/surface water/storm water monitoring and reporting, air permitting and reporting, constant landfill gas system monitoring and “tuning”, as well as landfill gas system expansion, to list only a few. Under this contract, we have continued to perform all the required environmental monitoring and also replaced more than a dozen groundwater monitoring wells in order to improve the ability to collect representative samples. Consolidation of services has afforded the department several key items. First, we spend far less time soliciting services. Second, by having one contractor reduces the amount of Augusta management required for project oversight. Third, should Augusta need historical data, it is available in one location. Next, it has provided consistency with the regulators. One set of faces, Cover Memo Item # 44 methodologies and relationships to manage. Financial Impact:The financial impact is difficult to predict over the life of the contract. With the exception of routine environmental monitoring, many of the costs are project based. These projects including capital improvements are planned and budgeted in the annual budget. Therefore, the department is requesting that the funds allocated to this contract be set with the annual budget each year. In this fashion, the department does not have to over allocate funds in anticipation of future projects, or be underfunded due to various workloads. The department will build a budget based on the anticipated projects to be completed annually. As the project load changes from year to year, the budgeted dollars can be adjusted as well. For 2012, the department has budgeted $850,000 for this contract. This is an increase over the 2011 appropriation of $650,000. The increased appropriation is an estimate on what the additional services will be relating to the construction of CNG stations as well as the other duties acquired from other departments as part of the reorganization. Alternatives:1. Approve a contract with Atlantic Coast Consulting for environmental compliance, environmental testing, engineering, and consulting for Augusta’s Environmental Services Department in an amount budgeted annually. 2. Do not approve a contract with Atlantic Coast Consulting. Recommendation:Approve a contract with Atlantic Coast Consulting for environmental compliance, environmental testing, engineering, and consulting for Augusta’s Environmental Services Department in an amount budgeted annually. Funds are Available in the Following Accounts: Funds have been budgeted in the amount of $850,000 for 2012 in account 541-04-4210/5212115. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 44 1 CONSULTANT SERVICES AGREEMENT BETWEEN “DEPARTMENT OF ENVIRONMENTAL SERVICES AUGUSTA, GEORGIA” AND “CONSULTING ENGINEER” This Agreement is made and entered into this day of 20 by and between Augusta, Georgia, a consolidated government and political subdivision of the State of Georgia hereinafter called “Augusta” and , a Corporation authorized to do business in Georgia, hereinafter called the “Consultant.” Whereas, Augusta desires to engage a qualified and experienced consulting firm to furnish: “Environmental Compliance, Testing, Engineering, and Consulting for Augusta’s Environmental Services Department” Whereas, the Consultant has represented to Augusta that it is experienced and qualified to provide the services contained herein and Augusta has relied upon such representation Now, therefore, in consideration of the mutual promises and covenant herein contained, it is agreed by and between Augusta and the Consultant that: The Consultant shall gather from Augusta all available data and information pertinent to the performance of the services for the Project. Augusta shall have the final decision as to what data and information is pertinent The Consultant shall ensure that the data and information meet applicable standards as specified herein. The Consultant shall report in writing any discovery of errors or omissions contained in the data and information furnished by Augusta. The Consultant shall visit and become familiar with the Project sites and shall become acquainted with local conditions involved in carrying out this Agreement. The Consultant may request that a representative of Augusta be present during the site visit. The Consultant shall recommend and secure Augusta’s written approval of, the manner of project plans presentation and the methods to be used in the plan preparation so that these plans can be best utilized, as determined by the Consultant and approved by Augusta, in the orderly preparation of the detailed construction plans, specifications, and contracts. Upon receipt of Attachment number 1 \nPage 1 of 20 Item # 44 2 Augusta’s written approval of the manner of the project plan, presentation and methods of plan preparation, the Consultant shall proceed with implementation of the project. TERM The term of this Agreement shall commence on January 1, 2012 and terminate on December 31, 2017 (the "Initial Term") unless this Agreement is terminated earlier by Augusta as herein provided. This Agreement may be renewed for two (2) or more successive two (2) year terms (the "Renewal Terms") upon mutual agreement of the parties at the rates contained herein (as may be adjusted as provided herein) no less than sixty (60) days prior to the expiration of the Initial Term or the then current Renewal Term. CONTINUATION OF SERVICE If Augusta does not exercise its right to renew this Agreement or if there are no renewal options remaining, Augusta will attempt to award a new agreement at least three (3) months prior to the expiration of this Contract. In the event a new agreement has not been awarded within such time frame, Contractor shall provide services to Augusta on a month-to-month basis after the expiration of this Agreement, at the then established rates, if Augusta requests this service with at least thirty (30) days notice to the Consultant. TERMINATION TRANSITION Prior to the termination of this Agreement, Consultant shall work with Augusta to ensure that there is no interruption or reduction of service when the Consultant ends its services to Augusta. If a new contract is awarded to another firm other than the Consultant, the Consultant shall coordinate and cooperate with the newly selected firm, as well as Augusta, to minimize any disruptions in the services provided. RIGHT TO ENTER The Consultant shall notify all property owners or occupants of the intent to enter properties for the purpose of accomplishing surveys or other field investigations in accordance with the practices of Augusta. The Consultant shall discuss with and receive approval from the Environmental Services Department prior to sending said notices of intent to enter private property. Upon request by the Consultant, Augusta will provide the necessary documents identifying the Consultant as being an authorized consultant of Augusta for the purpose described in the Agreement. If the property owner or occupant denies the Consultant permission to enter, such incident will be reported to Augusta and Augusta will initiate such action as is dictated by current policy and procedure. DIRECTOR OF ENVIRONMENTAL SERVICES The Director of Environmental Services (“Director”) or duly appointed representative(s) shall act as the liaison between the Consultant and Augusta and all utilities, and authorities or governments whose properties will be affected. All correspondence, data, information, and Attachment number 1 \nPage 2 of 20 Item # 44 3 reports shall be directed to the Director who will provide proper distribution to the parties concerned. The Consultant shall meet with Augusta for review of the work or submit in writing, a project status update on a monthly basis or as determined by Augusta. CONSULTANT COORDINATION The Consultant shall cooperate fully with Federal and State officials, consultants on adjacent projects, municipalities and local government officials, utility companies, railroads, and others, as may be directed by Augusta. Such cooperation shall include attendance at meetings, discussions, and hearings, as may be requested by Augusta, furnishing plans and other data produced in the course of work on the Project, as may be requested from time to time by Augusta to effect such cooperation and compliance with all directives issued by Augusta in accordance with this agreement. It is understood and agreed that Federal and State regulators may have access to the work and be furnished information as directed by Augusta. ACCURACY OF WORK The Consultant shall be responsible for the accuracy of the work and shall promptly correct any material errors and omissions without additional compensation. Acceptance of the work by Augusta will not relieve the Consultant of the responsibility for subsequent correction of material errors and the clarification of any ambiguities. At any time during the construction of the improvement provided for by the plans or during any phase of work performed by others based on data secured by the Consultant under the Agreement, the Consultant shall confer with Augusta for the purpose of interpreting the information obtained and to correct material errors or omissions made by it. The Consultant shall prepare any plans or data required by Augusta to correct its errors or omissions. The above consultation, clarification, or correction shall be made without added compensation to the Consultant. The Consultant shall give immediate attention to these changes so there will be a minimum of delay to others. CHANGE IN THE WORK Augusta may at any time as the need arises, order changes within the scope of the work, and/or order in writing a temporary stopping of the work, without invalidating the Agreement. If such changes increase or decrease the amount due under the Agreement or in the time required for performance of the work, an equitable adjustment shall be authorized by Change Order. Augusta reserves the right to make at any time such alterations in the character of the work as Augusta may consider necessary or desirable to complete the proposed work in a satisfactory manner and consistent with the intent of this Agreement. Notice of every such alteration or Attachment number 1 \nPage 3 of 20 Item # 44 4 change shall be given in writing to the Consultant by Augusta, and no such alteration or change shall be considered as constituting a waiver of any of the provisions of this Agreement or as nullifying or invalidating any of such provisions. Should any such alteration or change result in an increase or decrease in the quantity or the cost of the work described in this Agreement, the total amount payable under the Contract will be accordingly modified. If alterations or changes are thus made, the Agreement time will be correspondingly modified, if the Consultant so requests, and is mutually agreed upon by Augusta, before commencing the work attributable to such alterations or changes. It is understood and agreed that the Consultant shall perform all extra work that may be ordered in writing by Augusta arising out of the modification of the Specifications or Drawings made or approved by Augusta. For this extra work, the Consultant shall be compensated as provided hereinafter and in the Change Order covering the additional services. All Change Orders must be approved by Augusta and those governmental agencies whose approval is required. ADDITIONAL SERVICES The Consultant may be required to perform additional services or tasks related to the work outlined in the Scope of this Agreement that are specific to site conditions and are not typical in nature. The Consultant shall, at Augusta’s request, submit a proposal indicating man hours and costs to Augusta for approval. The Consultant shall not begin on any task until Augusta issues written authorization to proceed. DELIVERY OF NOTICES All written notices, demands, and other papers or documents to be delivered to Augusta, under this Agreement, shall be delivered to Augusta’s office, 4330 Deans Bridge Rd, Blythe, Georgia 30805, Attention: Director of Environmental Services, or at such other place or places as may be subsequently designated by written notice to the Consultant. All written notices, demands, and other papers or documents to be delivered to the Consultant under this Agreement shall be directed to or at such a place or places subsequently to be designated in writing by the Consultant to Augusta. SUPERVISION AND CONTROL The Consultant shall perform the services required to accomplish the work plan as stated above under such control and supervision by Augusta as Augusta may deem appropriate. Augusta may, at reasonable times, inspect the part of the plant, place of business, or work site of the Consultant or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta. Attachment number 1 \nPage 4 of 20 Item # 44 5 COVENANT AGAINST CONTINGENT FEES The Consultant shall comply with the relevant requirements of all Federal, State, County, or local laws. The Consultant warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Consultant, to solicit or secure this Agreement, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, Augusta shall have the right to annul this Agreement without liability, or, at its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage. brokerage fee, gift, or contingent fee. EMPLOYMENT OF AUGUSTA’S PERSONNEL The Consultant shall not employ any person or persons in the employ of Augusta for any work required by the terms of this Agreement, without the written permission of Augusta except as may otherwise be provided for herein. REVIEW OF WORK Authorized representatives of Augusta may at all reasonable times review and inspect the project activities and data collected under the Agreement and amendments thereto. All reports, drawings, studies, specifications, estimates, maps and computations prepared by or for the Consultant, of its professional obligation to correct, at its expense, any of its errors in work. The Environmental Services Department may request at any time and the Consultant shall produce progress prints or copies of any work as performed under this Agreement. Refusal by the Consultant to submit progress reports and/or plans shall be cause to withhold payment to the Consultant until the Consultant complies with Augusta’s request in this regard. Augusta’s review recommendations shall he incorporated into the plans by the Consultant. Augusta may collect statistical data relating from Consultant and/or Consultant’s business and subcontractors and Consultant expressly agrees to provide such information. INSURANCE Prior to beginning work, the Consultant shall obtain and furnish certificates to Augusta for the following minimum amounts of insurance: A. Workmen’s Compensation Insurance in accordance with the laws of the State of Georgia The amount shall not be less than One Million ($1,000,000.00) Dollars per accident. B. General Liability Insurance in an amount of not less One Million ($1,000,000.00) Dollars per occurrence. C. Valuable Papers Insurance in an amount sufficient to assure the restoration of any plans, drawings, field notes, or other similar data relating to the work covered by the project. D. Comprehensive Automobile Liability Insurance including operation of owned, non- owned and hired automobiles, covering bodily injury and/or property damage with limits Attachment number 1 \nPage 5 of 20 Item # 44 6 of One Million ($1,000,000.00) Dollars per accident. E. Professional Liability Insurance in an amount of not less than One Million ($1,000,000.00) Dollars or if required, an amount that correlates to the amount of this agreement and nature of this project. F. The Consultant shall procure and maintain, at his own expense, during the life of the Agreement, in accordance with the provisions of the laws of the state in which the work is performed, Workman’s Compensation Insurance, including occupational disease provisions, for all of his employees at the site of the project and in case any work is sublet, the Consultant shall require such subcontractor similarly to provide Workman’s Compensation Insurance, including occupational disease provision for all of the latter’s employees unless such employees are covered by the protection afforded by the Consultant. In case any class of employees engaged in hazardous work under this Agreement at the site of the project is not protected under Workman’s Compensation statute, the Consultant shall provide and shall cause each Subcontractor to provide adequate and suitable insurance for the protection of his employees not otherwise protected. G. Each insurance policy shall be renewed at least ten days before the expiration date thereof. H. Insurance policies must be carried by a recognized insurance company licensed to do business in the state in which the project is constructed and approved by Augusta’s General Counsel or other designated legal representative. I. The Consultant shall not commence work under this Contract until he has obtained all of the insurance required and such insurance has been approved by Augusta, nor shall the Consultant allow any subcontractor to commence work on his subcontract until the insurance required of the subcontractor has been so obtained and approved. In the event any insurance coverage should be cancelled or allowed to lapse, the Consultant will not be permitted to work until adequate and satisfactory insurance is in effect. Failure to keep insurance policies in effect WILL NOT be cause for any claims for extension of time under this Contract. J. The Consultant shall furnish a certificate of insurance indicating that the Consultant has coverage in accordance with the requirements herein set forth to the Environmental Services Department within thirty (30) days from the execution of the Contract. Consultant agrees that Augusta will make no payments pursuant to the terms of the Contract until all required proof or evidence of insurance has been provided to the Augusta, Georgia representative. Consultant agrees that the insurer shall waive its rights of subrogation, if any, against Augusta. These shall be completed by the authorized Resident Agent and returned to the Environmental Services Department. This certificate shall be dated and show: (1) The name of the insured Consultant, the specified job by name, name of the insurer, the number of the policy, its effective date and its termination date. (2) Statement that the Insurer will mail notice to Augusta at least thirty (30) days prior to any material changes in provisions or cancellation of the policy. Attachment number 1 \nPage 6 of 20 Item # 44 7 LIQUIDATED DAMAGES Due to the special nature of this licensing agreement and the other remedies provided in this agreement, the parties agree that liquidated damages are not applicable. RESPONSIBILITY FOR CLAIMS AND LIABILITY AND INDEMNIFICATION The Consultant shall defend, indemnify and save harmless Augusta and Augusta’s officers, employees and agents from any and every claim and risk, and from all losses, damages, demands, suits, judgments and attorney fees, and other expenses of any kind (collectively “losses”) arising out of this Contract or the performance thereof; including any personal injury, or death of any and all persons (including but not limited to the Consultant, its agents, employees, subcontractor and their successors and assignees, as well as Augusta or Augusta’s agents and all third parties); and including any property damage of any kind, whether tangible or intangible, including loss of use resulting there from, in connection with or related to the negligent or willful act(s) or omissions of the Consultant or its subcontractor while performing work under this Contract, or in connection with or related to (in whole or in part by reason of) the presence of the Consultant or its subcontractor or their property, employees or agents, upon or in proximity to the property of Augusta or any other property (upon which the Consultant is performing any work called for. The Consultant will indemnify and save Augusta or Augusta’s agents harmless from all claims growing out of the lawful demands of subcontractors, laborers, workmen, and mechanics, material men, and furnishers of machinery and parts thereof, equipment, tools, and all supplies, incurred in the furtherance of the performance of the work. The Consultant shall, at Augusta’s request, furnish satisfactory evidence that all obligations of the nature designated above have been paid, discharged, or waived, if the Consultant fails to do so Augusta may, after having notified the Consultant, either pay unpaid bills o withhold from the Consultant’s unpaid compensation a sum of money deemed reasonably sufficient to pay any and all such lawful claims until satisfactory evidence is furnished that all liabilities have been fully discharged whereupon payment to the Consultant shall be resumed, in accordance with the terms of the Agreement, but in no event shall the provisions of this sentence be construed to impose any obligations upon Augusta to either the Consultant, his Surety, or any third party. In paying any unpaid bills of the Consultant, any payment so made by Augusta shall be considered as a payment made under the Agreement by Augusta to the Consultant and Augusta shall not be liable to the Consultant for any such payments made in good faith. SAFETY The Consultant shall take the necessary precautions and bear the sole responsibility for the safety of the methods employed in performing the work. The Consultant shall at all times comply with the regulations set forth by federal, state, and local laws, rules, and regulations concerning “OSHA” and all applicable state labor laws, regulations, and standards. The Consultant shall indemnify and hold harmless Augusta from and against all liabilities, suits, damages, costs, and expenses (including attorney’s fees and court costs) which may be imposed on Augusta because of the Consultant, sub-contractor, or supplier’s failure to comply with the Attachment number 1 \nPage 7 of 20 Item # 44 8 regulations. COMPENSATION Augusta shall compensate the Consultant for services, which have been authorized by Augusta under the terms of this Agreement. The Consultant may submit to Augusta a monthly invoice, in a form acceptable to Augusta and accompanied by all support documentation requested by Augusta, for payment for the services, which were completed during the billing period. Augusta shall review for approval said invoices. Augusta shall have the right to reject payment of any invoice or part thereof if not properly supported, or if the costs requested or a part thereof, as determined solely by Augusta, are unreasonably in excess of the actual stage of completion of each phase. Augusta shall pay each such invoice or portion thereof as approved, provided that the approval or payment of any such invoice shall not be considered to be evidence of performance by the Consultant to the point indicated by such invoice, or of receipt of acceptance by Augusta of the services covered by such invoice. Augusta shall pay any undisputed items contained in such invoices. Each invoice shall be accompanied by a progress report describing the total work -accomplished for each phase and any problems, which have been, encountered which may inhibit execution of the work. The Consultant shall also submit an accurate updated schedule, and an itemized description of the percentage of total work completed for each phase during the billing period. It is understood and agreed that the approval of the progress payment request and the paying of a partial payment shall not be construed as acceptance of any work, materials, or products and shall not relieve the Consultant in any way from his responsibilities and obligations under this Agreement. A partial payment will not be made when, in the judgment of Augusta, the work is not proceeding in accordance with any of the provisions of this Agreement. To the extent that the pricing provided by CONTRACTOR is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. The terms of this Agreement supersedes any and all provisions of the Georgia Prompt Pay Act. ANNUAL RATE ADJUSTMENT The Consultant may be entitled to adjust the contracted billing rates annually. The Employment Cost Index (Not Seasonally Adjusted) for total compensation for civilian workers as published by the United States Department of Labor, Bureau of Labor Statistics (“BLS”), or its successor shall be used as part of the calculation to determine the annual rate adjustment. If BLS designates an index with a new title or code number or table number as being the continuation of the index cited above, the new index will be used, or if no new index is designated, the most nearly compatible index shall be used. Attachment number 1 \nPage 8 of 20 Item # 44 9 The annual rate adjustment will be determined based on the reported percent change from the BLS of the most recent 12-month available data as well as other mutually agreeable applicable factors, with an implementation of any adjustment being made on January 1st, and every January 1st thereafter with the first adjustment starting in January of 2013. Should the referenced index and/or other applicable factors show a decrease, Augusta will be entitled to a reduced cost up to the allowable limits as defined hereinafter. In any event, the adjustment will be limited to a maximum increase or decrease of four percent (4%) annually. RIGHT TO REQUIRE PERFORMANCE The failure of Augusta at any time to require performance by the Consultant of any provision hereof shall in no way affect the right of Augusta thereafter to enforce same. Nor shall waiver by Augusta of any breach of any provision hereof be taken or held to be a waiver of any succeeding breach of such provision or as a waiver of any provision itself. In the event of failure of the Consultant to deliver services in accordance with the contract terms and conditions, Augusta, after due written notice, may procure the services from other sources and hold the Consultant responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies that Augusta may have. SPECIFIED EXCUSES FOR DELAY OR NON-PERFORMANCE Consultant is not responsible for delay in performance caused by hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the agreement price and schedule shall be equitably adjusted. ASSIGNMENT Except as specifically authorized in this Agreement, the Consultant shall not assign, transfer, convey, sublet, or otherwise dispose of any work or of any of its rights, title, or interests therein, without the prior written consent of Augusta. CONTRACT DISPUTES This Agreement shall be deemed to have been executed in Augusta, Georgia, and all questions of interpretation and construction shall be governed by the Laws of the State of Georgia. All claims, disputes and other matters in question between Augusta and the Consultant arising out of or relating to the Agreement, or the breach thereof shall be decided in the Superior Court of Richmond County, Georgia. The Consultant, by executing this Agreement, specifically consents to venue in Richmond County and waives any right to contest the venue in the Superior Court of Richmond County, Georgia. Attachment number 1 \nPage 9 of 20 Item # 44 10 CONTRACT TERMINATION Pursuant to O.C.G.A. § 36-60-13, this Agreement shall terminate absolutely and without further obligation on the part of Augusta at the close of the calendar year in which this Agreement is executed and at the close of each succeeding calendar year for which the agreement may be renewed by the parties hereto. This Agreement shall nevertheless automatically be renewed unless Augusta provides written notice to the Consultant of its intention to terminate the Agreement at least thirty days prior to the close of the calendar year for which the Agreement is presently effective between the parties and/or has been renewed by Augusta. This Agreement shall obligate Augusta solely for those sums payable during the initial term of execution or in the event of renewal by Augusta for those sums payable in such individual renewal terms. Notwithstanding the foregoing language, the Consultant agrees to continuously render the professional services specified by the Agreement to Augusta for such terms or renewal terms as are effective pursuant to this Agreement and for which Augusta agrees to pay in accordance with the terms of the Agreement or any future amendments thereto. Augusta may terminate this Contract in part or in whole for its convenience upon written notice to the Consultant. Failure of the Consultant, which has not been remedied or waived, to perform or otherwise comply with a material condition of the Agreement shall constitute default. Augusta, Georgia may terminate this contract is part or in whole upon written notice to the Consultant pursuant to this term. The Consultant shall be paid for any validated services under this Contract up to the time of termination. SEPARATE CONTRACTS Augusta reserves the right to let other contracts in connection with this Project. The Consultant shall afford other contractors/consultants reasonable opportunity for the execution of their work and shall properly connect and coordinate his work with theirs. If the proper execution or results of any part of the Consultant’s work depends upon the work of any other consultant, the Consultant shall inspect and promptly report to the Director any defects in such work that render it unsuitable for such proper execution and results. Augusta may perform additional work related to the Project or may let other contracts containing provisions similar to these. The Consultant will afford the other consultants who are parties to such contracts (or Augusta, if Augusta is performing the additional work), reasonable opportunity for the execution of the work and shall properly connect and coordinate his work with theirs. If the performance of additional work by other contractors/consultants or Augusta is not noted in the Agreement prior to the execution of the Agreement, written notice thereof shall be given to the Consultant prior to starting any such additional work. If the Consultant believes that the performance of such additional work by Augusta or others involves him in additional expense or Attachment number 1 \nPage 10 of 20 Item # 44 11 entitles him to an extension of the contract time, he may make a claim therefore as provided in Sections “Change in the Work”. PERSONNEL The Consultant represents that it has secured all personnel necessary to complete this agreement, and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under law to perform such services. No changes or substitutions shall be permitted in the Consultant’s key personnel as set forth herein without the prior written approval of the Director of Environmental Services or his designee. The Consultant shall employ in responsible charge of supervision and design of the work only persons duly registered in the appropriate category; and further shall employ only qualified surveyors in responsible charge of any survey work. The Consultant shall endorse all reports, contract plans, and survey data. Such endorsements shall be made by a person duly registered in the appropriate category by the Georgia State Board of Registration being in the full employ of the Consultant and responsible for the work prescribed by this agreement. ELECTRONIC DOCUMENTS The Consultant shall submit electronic files of all project related documentation including the design calculation data files to Augusta in a format acceptable to Augusta. TAXES, PERMITS AND LICENSES The Consultant shall pay all applicable taxes levied by federal, state, and local governments and obtain all permits on any part of the work as required by law in connection with the work. It is understood and agreed that the cost of said taxes is included in the Agreement price(s) for the work. The Consultant shall procure all temporary and permanent permits and licenses necessary and incidental to the due and lawful prosecution of the work and shall pay all charges and fees, and all costs thereof shall be deemed to be included in the Agreement price(s) for the work. CONFIDENTIALITY Except as required by the Georgia Open Records Act, the Consultant agrees that its conclusions and any reports are for the confidential information of Augusta and that it will not disclose its documentation to Augusta, and will only discuss the same with it or its authorized representatives. Upon completion of this agreement term, all documents, reports, maps, data and studies prepared by the Consultant pursuant thereto shall become the property of Augusta and be delivered to the Director of Environmental Services. Attachment number 1 \nPage 11 of 20 Item # 44 12 Except as required by the Georgia Open Records Act, articles, papers, bulletins, reports, or other materials reporting the plans, progress, analysis, or results and findings of the work conducted under this agreement shall not be presented publicly or published without prior approval writing of Augusta. It is further agreed that if any information (not subject to disclosure under the Georgia Open Records Act) concerning the project, its conduct, results, or data gathered or processed should be released by the Consultant without prior approval from Augusta, the release of same shall constitute grounds for termination of this agreement without indemnity to the Consultant, but should any such information be released by Augusta or by the Consultant with such prior written approval, the same shall be regarded as public information and no longer subject to the restrictions of this agreement. LOCAL SMALL BUSINESS In accordance with Chapter 10B of the Augusta, GA. Code, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with Augusta, GA. Code § 1-10-129(d)(7), for all contracts where a local small business goal has been established, the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. E-VERIFY All consultants, contractors, and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All consultants, contractors, and subcontractors must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue to use the federal authorization program throughout the contract term. All consultants and contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical Attachment number 1 \nPage 12 of 20 Item # 44 13 performance of services pursuant to its contract with Augusta, Georgia the consultant or contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All consultants and contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. “Consultant acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Consultant is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Consultant’s provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Consultant may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Consultant agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Consultant provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Consultant. Consultant assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." [SIGNATURES ON FOLLOWING PAGE] Attachment number 1 \nPage 13 of 20 Item # 44 14 IN WITNESS WHEREOF, said parties have hereunto set their seals the day and year written below. Executed on behalf of Consultant. AUGUSTA: CONSULTANT: Augusta, Georgia ____________________________ ___________________________ ____________________________ Deke Copenhaver, Mayor Approved Date: _____________ Approved Date: _______________ [ATTACHED CORPORATE SEAL] ATTEST: ATTEST: ___________________________ _____________________________ Attachment number 1 \nPage 14 of 20 Item # 44 15 The Basis of Payments for the services furnished by the CONSULTANT under this Agreement shall be those necessary to perform the work, and provide the associated deliverables, as outlined below. SCHEDULE OF FEES Note: Schedule of fees shall be in a separate sealed envelope from the technical Proposals. Failure to adhere to this may cause rejection of your proposal. Service Level (include OH&P)³ Professional Registered Engineer $ 125 Professional Registered Geologist $ 125 Project Manager $ 140 $ Project Engineer $ 99 Project Planner $ 99 Project Geologist $ 99 Environmental Compliance Manager $ 125 Environmental Compliance Technician $ 83 Construction Manager $ 97 CQA Project Manager $ 83 CQA Resident Project Representative4 $ 83 CQA Senior Site Monitor4 $ 67 CQA Site Monitor4 $ 52 Designer $ 67 Draftsman/CADD $ 52 Registered Land Surveyor $ 105 Two-Man Survey Crew $ 150 Admin. /Clerical $ 51 Attachment number 1 \nPage 15 of 20 Item # 44 16 Other¹ - Principal $ 170 Markup on other reimbursable expenses and subconsultants² % 5% ¹Other (Include additional labor categories as needed) ²All other direct project expenses and professional services are reimbursable at Cost ³Hourly rates shall include overhead, profit, and applicable direct personnel expenses 4Hourly rates for on-site personnel shall include vehicle charges, mileage and all travel related expenses 5 Equipment rental for environmental services (testing, CQA, and environmental) to be included in the hourly rates. Attachment number 1 \nPage 16 of 20 Item # 44 17 GENERAL SCOPE OF SERVICES Section 1.0 Introduction and Background Augusta, Georgia currently owns approximately 1,177 acres southwest of Augusta, Georgia, which is the site of the existing Deans Bridge Road MSW Landfill. The landfill currently accepts 1000 to 1500 tons per day of municipal solid waste from private collection vehicles. Active and closed sections of the landfill comprise approximately 175 acres of the total property. Some additional acreage contains ancillary facilities such as office and maintenance buildings, customer drop off area, sediment ponds, roads, and leachate holding facilities. The Augusta Department of Environmental Services is responsible for the facilities at the landfill, solid waste management planning for the City and all residential solid waste collections. Additionally, the department is responsible for the Augusta Brownfield program and other environmental compliance issues. These include indoor air quality, underground storage tank, environmental site assessments, asbestos management, and lead paint abatement for Augusta owned facilities. Augusta, Georgia is seeking proposals from qualified professional environmental consulting firms with experience in performing landfill site acceptability studies, landfill design services, and landfill environmental compliance activities in the State of Georgia. These services shall be performed in accordance with Circular 14 published by the EPD, Georgia Geologic Survey and with Chapter 391-3-4 of the EPD Rules as well as the latest revision of the Georgia Solid Waste Management Act; EPD approved D&O plans and other applicable federal, state, and local rules and regulations. Section 1.1 Project Schedule An appropriate project schedule will be prepared for each task requested of the Consultant. Section 1.2 Services As needed, Augusta will issue a request for services to the Consultant. Subsequently, the Consultant shall prepare a detailed scope of services to include, but not limited to, the following information. 1. Description of the project; 2. Outline of services to be provided 3. Detailed task identifying specific project task and/or work schedule 4. Level of effort man-hours needed to complete the project 5. Project cost to include man hours, equipment, supplies or other resources The services to be furnished by the Consultant under this agreement shall be those as identified below on an "as needed" basis for professional engineering services, construction management and quality assurance services, environmental testing services, special services, other municipal solid waste services, and other services requested: Attachment number 1 \nPage 17 of 20 Item # 44 18 Group I - Engineering Services Obtain Major and/or Minor modifications to the existing Solid Waste Permits. Preparation of Construction Drawings, contract documents and specifications for landfill closure and cell construction projects. Planning and project evaluation services for proposed facility improvements Studies, reports and audits for compliance with federal, state, and local regulations. Obtain any locally required permits (land disturbance permits, retaining wall permits, etc) Erosion control planning, design, permitting and compliance Contract document preparation, bidding assistance and construction administration services. Air permitting and landfill gas system design Solid waste facilities design and engineering Preliminary engineering and surveying, feasibility analysis and contract documentation preparation Archaeological assessments/investigations Alternate composite liner evaluation and associated design changes Assistance with organization and documentation of the permit operating record Other engineering activities Group II - Construction Management & Quality Assurance Services Clay resource exploration Construction management Construction quality assurance Construction materials testing and reporting Coordination of Georgia Environmental Protection Division (GAEPD) Inspections and Preparation of Responses to GAEPD Inspection Comments Construction of Quality Assurance Documents Preparation (as required by Georgia Environmental Protection Division) and Submittal to GAEPD. Other construction management activities. Group III - Environmental & Testing Services* Environmental testing and reporting to EPD Assistance with various regulatory agencies Environmental site assessments (Phase 1 and 2) Brownfield assistance Underground storage tank permitting assistance Asbestos abatement permitting Indoor air quality assessments Lead paint assessments Environmental planning Facility compliance audits Various permitting related to wetlands, air, and waste water Attachment number 1 \nPage 18 of 20 Item # 44 19 Assessment monitoring plans Corrective measures assessments Groundwater sampling and testing Potentiometric surface map preparations Statistical data evaluation and trend analysis reports Surface water sampling and testing Monthly methane monitoring, surface scans and cover evaluations Stormwater sampling and testing as required by the facility’s GA Stormwater Permits – Construction Permit and Industrial Permit Routine landfill gas flare inspections, operation and maintenance Landfill gas system operation, maintenance, and trouble-shooting, and other applicable services Leachate sampling and testing Other compliance sampling and testing (as requested by Augusta) Other environmental compliance activities * Equipment rental for environmental services (testing, CQA, and environmental) to be included in the hourly rates. Group IV - Special Services Land surveying services Drilling and well installation services Preparation of the formal reports Solid waste planning services Grant writing services Landfill operations training and assistance Section 1.3 Required Technology and Equipment The Consultant must have a Smart Board (or approved equal) at their office for plan review and remote project collaboration. The Consultant must have a Go To Meeting (or approved equal) account accessible as needed to communicate with Augusta. The Consultant must have the ability to video conference on a system compatible with Augusta’s system. The Consultant must supply a site dedicated all terrain vehicle such as Polaris Ranger XP or approved equivalent. The Consultant must supply the site engineer a Ford F150 crew cab, 4x4, XLT or approved equivalent. It will be new at the start of the Contract and shall not exceed 5 years in age over the life of the Contract. Section 1.4 Minimum Qualification Requirements 1. Have no deficiencies or unsatisfactory performance on any past Augusta, Georgia contract(s). 2. The Proposer must possess the knowledge and experience necessary to Attachment number 1 \nPage 19 of 20 Item # 44 20 successfully perform the work described in the RFP at the time the RFP is issued. The Proposer must have the resources to perform the work. 3. The Proposer must have a minimum of five (5) examples of successful projects of similar scope. Specifically, these should be projects in which the consultant provided landfill engineering, environmental and construction management services for a Subtitle D landfill in Georgia within the last five (5) years. A successful project is of similar nature and scope performed by individuals listed on the Proposer’s team. 4. The Proposer must have multiple individuals on staff who are Professional Engineers registered in Georgia, and at least one of which, has been registered for a minimum of ten (10) years. The Professional Engineer must also have sealed design drawings and specifications and provided construction certification on at least five landfill projects in the state of Georgia. 5. The Proposer must have multiple individuals on staff who are Professional Geologists registered in Georgia, at least one of which has been registered for a minimum of ten (10) years and has sealed the following reports in Georgia: Assessments of Corrective Measures, Corrective Action Plans, groundwater monitoring reports, and site acceptability reports. 6. The Proposer’s CQA Project manager must have at least ten (10) years of experience with MSW landfill projects in Georgia. This experience should include at least five (5) projects in the last five years. 7. Proposer must have multiple individuals on staff serving as Senior Site CQA Monitor who have a minimum of ten (10) years of experience in providing construction quality assurance services for MSW landfill projects. The senior site CQA monitor shall have personally completed at least five (5) landfill projects within the last five years in the state of Georgia. Additionally, this person shall have served as lead geosynthetics monitor for at least 3,500,000 square feet of geomembrane installation in the last five (5) years. 8. The Proposer must have multiple individuals on staff with a minimum of five (5) years of experience in performing environmental assessments, underground storage tank removals, and indoor air quality investigations. 9. The Proposer must have established relationships with the Solid Waste Management Program of the Georgia Environmental Protection Division. 10. The Proposer shall have adequate equipment to do the work properly and expeditiously. 11. The Proposer must have at least one individual on staff that is a Certified Landfill Operator in Georgia. 12. The Proposer’s lead project manager must be located in an office that is within a three hour drive of the Deans Bridge Road MSW Landfill. Attachment number 1 \nPage 20 of 20 Item # 44 Request for Proposal Request for Proposals will be received at this office until Wednesday, September 21, 2011 @ 3:00 p.m. for furnishing: RFP Item #11-146 Environmental Compliance Testing, Engineering, & Consulting for Solid Waste Department RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, September 6, 2011 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Bidders are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. The purpose of this Disadvantaged Business Enterprises program is to comply with U.S. Department of Transportation (DOT), Federal Transit Administration (FTA), Federal Aviation Administration (FAA) and other federal and state mandated DBE requirements for certain DOT, FTA, FAA, and other federal and state assisted contracts as required by 49 C.F.R. Part 26, et. seq. and/or 49 C.F.R. Part 23, et. seq. This DBE program is only for DOT, FTA and FAA assisted contracts and other federal or state funded contracts having mandatory DBE requirements. (See Article 13 of the Augusta, GA Code) GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 11, 18, 25, September 1, 2011 Metro Courier August 17, 2011 cc: Tameka Allen Interim Deputy Administrator Mark Johnson Solid Waste Department Lori Videtto Solid Waste Department Revised: 7/14/11 Attachment number 2 \nPage 1 of 1 Item # 44 VENDORS Attachment B E-Verify # Original 9 Copies Fee Proposal Atlantic Coast Consulting 630 Colonial Park Dr Ste 110 Roswell, GA 30075 YES 98563 YES YES YES Nova Engineering 3640 Kennesaw N Industrial Pkwy Ste E Kennesaw GA 30144 CDM One Cambridge Place 50 Hampshire Street Cambridge MA 02139-1548 Hodges, Harbin, Newberry, Tribble 484 Mulberry Street #265 Macon GA 31101-7926 RFP Opening RFP Item #11-146 Environmental Compliance Testing, Engineering & Consulting for Augusta, Georgia – Environmental Services Department RFP Due: Wednesday, September 21, 2011 @ 3:00 p.m. Submitted No Bid Response Page 1 of 1 Attachment number 3 \nPage 1 of 1 Item # 44 Evaluation Criteria PTS Atlantic Coast Consulting 630 Colonial Park Dr Ste 110 Roswell, GA 30075 1. Specialized Experience of Firm This includes specialized experience directly related to the project, demonstrated ability to complete the work within the required schedule and budget, quality control/assurance programs and the depth of in-house and subcontractor support. 25 21.7 2. Site specific knowledge 10 8.7 3. Project Personnel This includes the role, commitment and qualifications (including specialty certification) of key personnel and their experience in the areas assigned. 20 16.3 4. Approach to Work This includes the approach to the project scope as described, the understanding of the project scope and schedule of work and the interfacing of tasks. 20 16.3 5. Cost Include a complete Schedule of Fees. Lowest 10 pts Second 7 pts Third 4 pts Highest 1 pt 10 10.0 6. Other Considerations This will be at the County’s discretion and will include financial stability, comments from references, overall solid waste and water quality experience in Georgia, familiar with the area hydrogeology and geochemistry. 15 12.0 Total 100 85.0 Cumulative Evaluation Sheet - RFP Item #11-146 Environmental Compliance Testing, Engineering & Consulting for Augusta, Georgia – Environmental Services Department Attachment number 4 \nPage 1 of 1 Item # 44 Attachment number 5 \nPage 1 of 1 Item # 44 Attachment number 6 \nPage 1 of 3 Item # 44 Attachment number 6 \nPage 2 of 3 Item # 44 Attachment number 6 \nPage 3 of 3 Item # 44 Attachment number 7 \nPage 1 of 5 Item # 44 Attachment number 7 \nPage 2 of 5 Item # 44 Attachment number 7 \nPage 3 of 5 Item # 44 Attachment number 7 \nPage 4 of 5 Item # 44 Attachment number 7 \nPage 5 of 5 Item # 44 Commission Meeting Agenda 2/21/2012 5:00 PM Right-of-Way East Augusta Roadway and Drainage Project Department:Law Caption:Motion to approve an Option for the purposes of acquiring a Right-of-Way between Laverne M. Dorne, LLC, as owners, and Augusta, Georgia, as optionee, in connection with the East Augusta Roadway and Drainage Improvement Project, 0.59 acre (25,814 sq. ft.) in fee simple and (N/A sq. ft.) of permanent drainage and utility easement, more or less; and (N/A sq. ft.) of temporary construction easement from property located at: 540 Aiken Street, private, at the purchase price of $7,228.00. (Approved by Engineering Services Committee February 13, 2012) Background:The property owner has agreed to convey a certain right-of-way and easement to Augusta, Georgia, for the East Augusta Roadway and Drainage Improvement Project. Analysis:The purchase of the referenced property is necessary for the project. Financial Impact:The costs necessary for this purchase will be covered under the project budget. Alternatives:Deny the Motion Recommendation:Approve the Motion Funds are Available in the Following Accounts: 327041110-5411120 209812010-5411120 REVIEWED AND APPROVED BY: Finance. Cover Memo Item # 45 Law. Administrator. Clerk of Commission Cover Memo Item # 45 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 2 It e m # 4 5 At t a c h m e n t n u m b e r 1 \ n P a g e 2 o f 2 It e m # 4 5 Commission Meeting Agenda 2/21/2012 5:00 PM Wrightsboro Road Widening, Phase I - Bid Item–09-170 (SA3) Department:Abie L. Ladson, PE, CPESC, Director Caption:Motion to approve Capital Project Budget 324-041110- 201824333 and Supplemental Agreement Number Three to Cranston Engineering Group, PC, in the amount of $86,790.00 to provide Interchange Modification Report (IMR), as required by FHWA, for the Wrightsboro Road Widening, Phase I project. Funding is available in the project engineering account for the Engineering Department.(Approved by Engineering Services Committee February 13, 2012) Background:Phase I of the Wrightsboro Road Widening Project was part of SPLOST Phase IV and called for traffic operational improvements along Wrightsboro Road between Augusta West Parkway and Marks Church Road. The area covered by this project is adjacent to Augusta Mall and I-520 and is essential to the regional mobility of this area. As the project has progressed, some elements have required more complex design than originally anticipated, especially around the interchange to improve operations of the corridor in conjunction with the DOT widening project east of Bobby Jones. Moreover, during a concept meeting with FHWA, they requested that bike lanes be added to the design. To that end, based on the extent of construction and modification of the interchange operation, FHWA requires submission and approval of an interchange modification report (IMR). The scope of this supplemental agreement is for providing an approved IMR. Analysis:Due to the complexity of the design associated with the proposed interchange modification, funding is requested to cover an approved interchange modification report. Financial Impact:Funds are available in the project engineering 324-041110- 5212115-201824333 upon Commission’s approval. Alternatives:1) Approve Capital Project Budget 324-041110-201824333 and Supplemental Agreement Number Two to Cranston Engineering Group, PC, in the amount of $86,790.00 to provide approved interchange modification report (IMR) for the Wrightsboro Road Cover Memo Item # 46 Widening, Phase I project. Funding is available in the project engineering account for the Engineering Department. 2) Do not approve and cancel project. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: 324-041110-5212115/201824333-5212115 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 46 (SA01 – For changes greater than $20,000) September 2010 AUGUSTA, GEORGIA ENGINEERING DEPARTMENT SUPPLEMENTAL AGREEMENT WHEREAS, We, “Cranston Engineering Group” Consultant, entered into a contract with Augusta- Richmond County on “April 1, 2010”, for engineering design services associated with the “Wrightsboro Rd. Widening Phase I ”, Project No. 324-041110-201824333, File Reference No. 10- 014 (A), and WHEREAS, certain revisions to the design requested by Augusta-Richmond County are not covered by the scope of the original contract, we desire to submit the following Supplemental Agreement to-wit: Engineering Services to provide Interchange Modification Report It is agreed that as a result of the above described modification the contract amount is increased by $86,790.00 from $262,700.00 to a new total of $349,490.00 Any modifications to submittal dates shall be as identified in the attached proposal. This agreement in no way modifies or changes the original contract of which it becomes a part, except as specifically stated herein. NOW, THEREFORE, We, “Cranston Engineering Group”, Consultant, hereby agree to said Supplemental Agreement consisting of the above mentioned items and prices, and agree that this Supplemental Agreement is hereby made a part of the original contract to be performed under the specifications thereof, and that the original contract is in full force and effect, except insofar as it might be modified by this Supplemental Agreement. This day of , 2012. RECOMMEND FOR APPROVAL: CITY OF AUGUSTA-RICHMOND COUNTY AUGUSTA, GEORGIA Honorable Mayor, Deke Copenhaver Approved: Date Approved: Date [ATTACHED CORPORATE SEAL] [ATTACHED CORPORATE SEAL] ATTEST: ATTEST: Title: Title: Augusta Richmond County Project Number(s): 324-041110-201824333 Supplemental Agreement Number: 3 Purchase Order Number: 179102 Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks Attachment number 1 \nPage 1 of 1 Item # 46 CPB# 324-041110-201824333 Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby authorized: Section 1: The project is authorized for CPB# 324-041110-201824333. This project is for Wrightsboro Road Widening, Phase I design cost associated with the Interchange Modification Report on the project for Supplemental Agreement Number Three for Cranston Engineering Group in the amount of $86,790.00. Funds are available in the project engineering account. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase IV 2,782,000$ Section 3: The following amounts are appropriated for the project: By Basin By District Raes Creek $2,782,000 7th $2,782,000 Section 4: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Honorable Deke Copenhaver, Mayor CAPITAL PROJECT BUDGET WRIGHTSBORO ROAD WIDENING, PHASE I (Augusta West Parkway to Marks Church Road) Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks 1 of 2 9.16.2010 Attachment number 2 \nPage 1 of 2 Item # 46 CPB# 324-041110-201824333 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET WRIGHTSBORO ROAD WIDENING, PHASE I (Augusta West Parkway to Marks Church Road) information reference this request, contact Engineering at ext 5070. Thanks CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB CHANGE CPB SPECIAL 1% SALES TAX, PHASE IV 324-04-1110-201824333 $2,782,000 $0 $2,782,000 TOTAL SOURCES:$2,782,000 $0 $2,782,000 USE OF FUNDS ENGINEERING 324-04-1110-5212115-201824333 $398,000 $0 $398,000 ADVERTISING 324-04-1110-5233119-201824333 $2,000 $0 $2,000 CONTINGENCY 324-04-1110-6011110-201824333 $2,382,000 $0 $2,382,000 TOTAL USES:$2,782,000 $0 $2,782,000 2 of 2 9.16.2010 Attachment number 2 \nPage 2 of 2 Item # 46 Attachment number 3 \nPage 1 of 2 Item # 46 Attachment number 3 \nPage 2 of 2 Item # 46 Commission Meeting Agenda 2/21/2012 5:00 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the regular meeting of the Commission held February 7, 2012 and the Special Called Meeting held on February 13, 2012. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 47 Commission Meeting Agenda 2/21/2012 5:00 PM Pension/Audit Committee Department: Caption:Motion to approve COLA adjustment for pension plans to be effective March 2, 2012. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 48 Commission Meeting Agenda 2/21/2012 5:00 PM Pension/Audit Committee Department: Caption:Motion to adopt Amendment to GMEBS Plan I regarding conversion of unused sick leave toward retirement credit. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 49 Attachment number 1 \nPage 1 of 84 Item # 49 Attachment number 1 \nPage 2 of 84 Item # 49 Attachment number 1 \nPage 3 of 84 Item # 49 Attachment number 1 \nPage 4 of 84 Item # 49 Attachment number 1 \nPage 5 of 84 Item # 49 Attachment number 1 \nPage 6 of 84 Item # 49 Attachment number 1 \nPage 7 of 84 Item # 49 Attachment number 1 \nPage 8 of 84 Item # 49 Attachment number 1 \nPage 9 of 84 Item # 49 Attachment number 1 \nPage 10 of 84 Item # 49 Attachment number 1 \nPage 11 of 84 Item # 49 Attachment number 1 \nPage 12 of 84 Item # 49 Attachment number 1 \nPage 13 of 84 Item # 49 Attachment number 1 \nPage 14 of 84 Item # 49 Attachment number 1 \nPage 15 of 84 Item # 49 Attachment number 1 \nPage 16 of 84 Item # 49 Attachment number 1 \nPage 17 of 84 Item # 49 Attachment number 1 \nPage 18 of 84 Item # 49 Attachment number 1 \nPage 19 of 84 Item # 49 Attachment number 1 \nPage 20 of 84 Item # 49 Attachment number 1 \nPage 21 of 84 Item # 49 Attachment number 1 \nPage 22 of 84 Item # 49 Attachment number 1 \nPage 23 of 84 Item # 49 Attachment number 1 \nPage 24 of 84 Item # 49 Attachment number 1 \nPage 25 of 84 Item # 49 Attachment number 1 \nPage 26 of 84 Item # 49 Attachment number 1 \nPage 27 of 84 Item # 49 Attachment number 1 \nPage 28 of 84 Item # 49 Attachment number 1 \nPage 29 of 84 Item # 49 Attachment number 1 \nPage 30 of 84 Item # 49 Attachment number 1 \nPage 31 of 84 Item # 49 Attachment number 1 \nPage 32 of 84 Item # 49 Attachment number 1 \nPage 33 of 84 Item # 49 Attachment number 1 \nPage 34 of 84 Item # 49 Attachment number 1 \nPage 35 of 84 Item # 49 Attachment number 1 \nPage 36 of 84 Item # 49 Attachment number 1 \nPage 37 of 84 Item # 49 Attachment number 1 \nPage 38 of 84 Item # 49 Attachment number 1 \nPage 39 of 84 Item # 49 Attachment number 1 \nPage 40 of 84 Item # 49 Attachment number 1 \nPage 41 of 84 Item # 49 Attachment number 1 \nPage 42 of 84 Item # 49 Attachment number 1 \nPage 43 of 84 Item # 49 Attachment number 1 \nPage 44 of 84 Item # 49 Attachment number 1 \nPage 45 of 84 Item # 49 Attachment number 1 \nPage 46 of 84 Item # 49 Attachment number 1 \nPage 47 of 84 Item # 49 Attachment number 1 \nPage 48 of 84 Item # 49 Attachment number 1 \nPage 49 of 84 Item # 49 Attachment number 1 \nPage 50 of 84 Item # 49 Attachment number 1 \nPage 51 of 84 Item # 49 Attachment number 1 \nPage 52 of 84 Item # 49 Attachment number 1 \nPage 53 of 84 Item # 49 Attachment number 1 \nPage 54 of 84 Item # 49 Attachment number 1 \nPage 55 of 84 Item # 49 Attachment number 1 \nPage 56 of 84 Item # 49 Attachment number 1 \nPage 57 of 84 Item # 49 Attachment number 1 \nPage 58 of 84 Item # 49 Attachment number 1 \nPage 59 of 84 Item # 49 Attachment number 1 \nPage 60 of 84 Item # 49 Attachment number 1 \nPage 61 of 84 Item # 49 Attachment number 1 \nPage 62 of 84 Item # 49 Attachment number 1 \nPage 63 of 84 Item # 49 Attachment number 1 \nPage 64 of 84 Item # 49 Attachment number 1 \nPage 65 of 84 Item # 49 Attachment number 1 \nPage 66 of 84 Item # 49 Attachment number 1 \nPage 67 of 84 Item # 49 Attachment number 1 \nPage 68 of 84 Item # 49 Attachment number 1 \nPage 69 of 84 Item # 49 Attachment number 1 \nPage 70 of 84 Item # 49 Attachment number 1 \nPage 71 of 84 Item # 49 Attachment number 1 \nPage 72 of 84 Item # 49 Attachment number 1 \nPage 73 of 84 Item # 49 Attachment number 1 \nPage 74 of 84 Item # 49 Attachment number 1 \nPage 75 of 84 Item # 49 Attachment number 1 \nPage 76 of 84 Item # 49 Attachment number 1 \nPage 77 of 84 Item # 49 Attachment number 1 \nPage 78 of 84 Item # 49 Attachment number 1 \nPage 79 of 84 Item # 49 Attachment number 1 \nPage 80 of 84 Item # 49 Attachment number 1 \nPage 81 of 84 Item # 49 Attachment number 1 \nPage 82 of 84 Item # 49 Attachment number 1 \nPage 83 of 84 Item # 49 Attachment number 1 \nPage 84 of 84 Item # 49 Commission Meeting Agenda 2/21/2012 5:00 PM Lorna Barrett Department: Caption:Motion to approve the appointment of Ms. Lorna Barrett to the Animal Services Control Board representing District 10. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 50 Attachment number 1 \nPage 1 of 1 Item # 50 Commission Meeting Agenda 2/21/2012 5:00 PM Request by City of Hephizbah for Augusta, Georgia to recind resolution to provide water and sewer services to Redfield Property Development Department:Law Department Caption:Request by City of Hephizbah for Augusta, Georgia to rescind resolution to provide water and sewer services to Redfield Property Development (Rhodes' Estate). Background:On December 5, 2005, notice of Augusta's proposed intent to extend water and sewer into Hephzibah was sent to City of Hephzibah and same was ratified by the Augusta, Georgia Commission on May 16, 2006. The Augusta Utilities Department has not extended any water and sewer services to the City of Hephzibah at this time. On February 6, 2012, the City of Hephzibah approved a resolution requesting that Augusta, Georgia rescind its resolution extending water and sewer services into the city limits of Hephzibah for the Redfield Properties by Land Sales Inc. Analysis:The City of Hephzibah and Redfield Properties by Land Sales Inc. are involved in litigation with respect to this development. Financial Impact:Potential loss of future revenue from providing water and sewer services. Alternatives:Approve or Deny Hepzibah's request. Recommendation:N/A Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY:Cover Memo Item # 51 Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 51 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 1 It e m # 5 1 Commission Meeting Agenda 2/21/2012 5:00 PM Affidavit Department:Clerk of Commission Caption:Motion to authorize 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: Cover Memo Item # 52