HomeMy WebLinkAbout2013-07-16-Meeting Agenda
Commission Meeting Agenda
Commission Chamber
7/16/2013
5:00 PM
INVOCATION:
Rev. Charles E. Goodman, Pastor, Tabernacle Baptist Church
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
RECOGNITION(S)
June Employee of the Month
A. Congratulations! Mr. George Bales, Augusta Utilities Department.
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Five (5) minute time limit per delegation
DELEGATIONS
B. Camp Fix-It Education Camp regarding the needs of the youth of
Augusta.
Attachments
C. Mr. Perry K. Smith regarding zoning for 1428 Springview Drive.
Attachments
CONSENT AGENDA
(Items 1-21)
PLANNING
1. Z-13-29 - A request for concurrence with the Augusta Georgia Planning
Commission to approve a petition by Gethsemane Baptist Church
requesting a Special Exception to expand an existing church per Section
26-1 (A) of the Comprehensive Zoning Ordinance for Augusta, Georgia
affecting property containing the following tracts: Tract A contains .30
acres and is known as 1474 and 1478 Brown Street. (Tax Map 045-4-
176-00-0 & 045-4-175-00-0) DISTRICT 1 Tract B contains .18 acres
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and is known as 1479 Wrightsboro Road. (Tax Map 045-4-192-00-0)
DISTRICT 1 Tract C contains .16 acres and is known as 1487
Wrightsboro Road. (Tax Map 045-4-196-00-0) DISTRICT 1
2. Z-13-35 – A request for concurrence with the Augusta Georgia Planning
Commission to approve a petition by Demetre Riles, on behalf of
Patricia Scott, requesting a Special Exception to establish a Family
Personal Care Home per Section 26-1(H) of the Comprehensive Zoning
Ordinance for Augusta, Georgia affecting property containing .39 acres
and is known as 2422 Patrick Avenue. Tax Map 166-0-283-00-0
DISTRICT 6
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3. Z-13-36 – A request for concurrence with the Augusta Georgia Planning
Commission to approve a petition by Nicole Bentley and Arthur Bentley
requesting a Special Exception to establish a Family Personal Care
Home per Section 26-1(H) of the Comprehensive Zoning Ordinance for
Augusta, Georgia affecting property containing .50 acres and known as
2382 Wheeless Road. Tax Map085-1-204-00-0 DISTRICT 5
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PUBLIC SERVICES
4. Motion to approve New Application: A. N. 13 - 17: request by Edward
Mendoza for an on premise consumption Liquor, Beer and Wine
license to be used in connection with Wardoza Productions, LLC.
located at 379 Highland Ave. District 7. Super District 10. (Approved
by Public Services Committee July 8, 2013)
Attachments
5. Motion to approve New Application: A. N. 13 - 19: A request by Krista
S. Wight for an on premise consumption Liquor, Beer and Wine license
and a retail Wine license to be used in connection with Southeastern
Food Service and Events Consulting, LLC. located at 1204 Broad St.
District 1. Super District 9. (Approved by Public Services Committee
July 8, 2013)
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6. Motion to approve rotating the scheduled meeting time for all
committees at two month intervals in accordance with proposed schedule
presented by Commissioner Davis with both committee and commission
meetings starting at 2:00 P.M. (Approved by Public Services
Committee July 8, 2013)
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ADMINISTRATIVE SERVICES
7. Motion to accept the Year 2013 Action Plan amendment for Community
Development Block Grant (CDBG) Program, HOME Investment
Partnerships (HOME) Program, Emergency Shelter Grant (ESG)
Program, Housing Opportunities for Persons with AIDS (HOPWA)
Program as set forth by HUD's changes. (Approved by Administrative
Services Committee June 10, 2013)
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8. Motion to approve two (2) annual bid items. The items
require Commission approval due to the fact that purchases on the
individual items will exceed $25,000.00 per order. (Approved by
Administrative Services Committee July 8, 2013)
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9. Motion to approve updating the Augusta, Georgia Citizen Participation
Plan to include the by-laws of the Citizen Advisory Committee in an
effort to strengthen the overall intent of what citizen participation means.
(Approved by Administrative Services Committee July 8, 2013)
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10. Motion to approve for Augusta to enter into a contract with the Pollock
Company to be the service provider for "Copier Managment Service" for
Augusta, Georgia. This contract provided for the placement of
57 copiers in various Augusta, Georgia Departments by Pollock
Company. The pricing for this agreement was predicated by determining
a combined monthly copy volume of all 52 devices with a single
monthly invoice for all usage. The contract includes all required
hardware, service support, parts, labor and consumable supply items
(excludes papers) for the agreement term. The contract will be
established as a three (3) year program with two (2) automatic one year
(1) year renewal. (Approved by Administrative Services Committee
July 8, 2013)
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11. Motion to approve rotating the scheduled meeting time for all
committees at two month intervals in accordance with proposed schedule
presented by Commissioner Davis. (Approved by Administrative
Services Committee July 8 2013)
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PUBLIC SAFETY
12. Motion to approve contract addendum with CivicPlus. (Approved by
Public Safety Committee July 8, 2013)
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13. Motion to approve Additional Software License Agreement for New
World Gangs and Narcotics Software. (Approved by Public Safety
Committee July 8, 2013)
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14. Motion to approve the Updated Downtown Safety Plan consisting of a
wide variety of components as presented by Sheriff Richard Roundtree.
(Approved by Public Safety Commmittee July 8, 2013)
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FINANCE
15. Motion to approve the replacement one F-150 (4X4), one F-250, one F-
250 (4X4) and one F-350, dual rear wheel for Engineering Department.
(Approved by Finance Committee July 8, 2013)
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16. Motion to approve the replacement of 4 trucks for Recreation
Department. (Approved by Finance Committee July 8, 2013)
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17. Motion to approve request from the Augusta Utilities Department – Fort
Gordon Division to purchase one trailer mounted sewer flusher.
(Approved by Finance Committee July 8, 2013)
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18. Motion to approve the purchase of the Balotar Ballot on Demand
Absentee Ballot Printing System.(Approved by Finance Committee
July 8, 2013)
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19. Motion to approve an ordinance to designate “McBean Enterprise
Zone”. (Approved by Commission June 18, 2013 second reading)
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PETITIONS AND COMMUNICATIONS
20. Motion to approve the minutes of the regular meeting of the
Commission held June 27, 2013 and Special Called Legal Meetings held
June 27 and July 8, 2013.
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APPOINTMENT(S)
21. Motion to approve the appointment of Mr. Frank Gibbs to the Augusta
Port Authority representing District 3.
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****END CONSENT AGENDA****
AUGUSTA COMMISSION
7/16/2013
AUGUSTA COMMISSION
REGULAR AGENDA
7/16/2013
(Items 22-49)
PLANNING
22. Z-13-34 – A request for concurrence with the Augusta Georgia Planning
Commission to approve a petition by Demetre Riles, on behalf of
Patricia and Tyrone Hodges, requesting a Special Exception to establish
a Family Personal Care Home per Section 26-1(H) of the
Comprehensive Zoning Ordinance for Augusta, Georgia affecting
property containing .38 acres and is known as 4112 Foreman Way. Tax
Map 194-0-167-00-0 DISTRICT 8
Attachments
23. Z-13-37 - A request for concurrence with the Augusta Georgia Planning
Commission to deny a petition by Sarah Ellison, on behalf of Faraj
Zahra, requesting a change of zoning from Zone R-1C (One-family
Residential) to Zone R-3B (Multiple-family Residential)affecting
property containing .19 acres and known as 1136 Beman Street. (Tax
Map 045-2-024-00-0) DISTRICT 1
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PUBLIC SERVICES
24. Motion to ratify Commission action on February 19, 2013 to "provide Attachments
Mobility Transit with a 90-day notice of intent to terminate the existing
contract with Augusta, Georgia" and to task the Mayor with providing
Mobility Transit notice of such ratification.
25. Motion to approve the award of the RFP for Transit System Service and
Support Services (RFP #13-125) to McDonald Transit for a period of
three (3) years.
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26. Update from the Administrator and Recreation Department regarding the
Commission's June 10th tour of Riverwalk with a scope of work
and timeline to be identified associated with completing the identified
landscaping, lighting, and other structural items that need to be
addressed and repaired. (Requested by Mayor Pro Tem Corey
Johnson) (Referred from the June 18 Commission meeting)
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27. Motion to approve amendments to Augusta-Richmond County Code
Section 6-6 Secondhand Goods, Article 1 Brokers,so as to provide the
time period for disposing of goods obtained through purchase, credit or
trade; to establish the minimum allowable age for a seller; and text
corrections for clarity.
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28. Motion to approve the contract for the Design and Rehab of Pavement
on the Air Carrier and General Aviation Aprons between the
Transportation Investment Act of 2010 (TSPLOST) and the Augusta
Regional Airport as approved by the Augusta Aviation Commission at
their May 30, 2013 meeting.
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ADMINISTRATIVE SERVICES
29. Receive ruling from the General Counsel regarding the matter of the
EEO Director's Position/EEO/DBE Coordinators positions. (Requested
by Commissioner Marion Williams)
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30. Discuss Commission's authorized directives. (Requested by
Commissioner Marion Williams)
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31. Consider for approval presentation by Mr. Ellis Albright of the CSRA
Business League regarding minority, women and disadvantaged
businesses.
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32. Discuss evaluation process for Commission's direct reports. (Requested
by Commissioner Marion Williams)
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33. Motion to approve an ordinance to amend Section 500.115 of the
Personnel Policies and Procedures Manual regarding reemployment of
Augusta, GA retirees; to repeal all code sections and ordinances in
conflict herewith; to provide an effective date; and to waive second
reading
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PUBLIC SAFETY
34. Motion to approve Resolution Authorizing Coverage of Sheriff's
Reserve Deputies and Recue Workers Under Workers' Compensation
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FINANCE
35. Receive as information the results of the 2012 financial audit.
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36. Consider a request from Ms. Dorothy Platte regarding property tax
relief for property located at 2713 Fleming Drive. (No recommendation
from Finance Committee July 8, 2013)
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37. Discuss and approve 2013 Mill Rates by Taxing District, publish
required Current Digest with 5 year history of Levy, and advertise time,
location and date the mill rates will be adopted.
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38. Motion to approve Water and Sewer Revenue Bonds Series 2013
supplemental resolution.
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ENGINEERING SERVICES
39. Motion to provide necessary signatures on furnished agreement to Attachments
include Augusta Utilities Department water and sanitary sewer main
relocations in the Georgia Department of Transportation contract for the
widening of SR 56 FM CR 17/Bennock Mill Rd to CR 1516/Old
Waynesboro Rd. The estimated cost of construction is $4,709,621.00.
40. Motion to approve Augusta Utilities Department to purchase one
Vaporooter panel and power unit to chemically treat sanitary sewer lines
for roots to help prevent sanitary sewer overflows.
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41. Motion to approve bid item #13-126 and contract for CNG maintenance
services to Atlanta Gas and Light (AGL) Resources.
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42. Motion to accept maintenance responsibilities from the Georgia
Department of Transportation for the portion of Tobacco Road between
Mike Padgett Highway (Hwy 56) and Doug Barnard Parkway, which is
currently designate Highway 56 Spur.
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43. Motion to approve rotating the scheduled meeting time for all
committees at two month intervals in accordance with proposed schedule
presented by Commissioner Davis. (Approved by Administrative
Services Committee June 10, 2013) (Referred from the June 18
Commission meeting)
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44. Motion to approve $1,500,000 to continue the funding for the current
On-Call Concrete Repair, Concrete Construction & Emergency Repair
Contract with the Horizon Construction Company, Larry McCord LLC,
and SITEC LLC. Funding is available in the Grading & Drainage and
Suburban Forces account as requested by AED.
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45. Motion to authorize the Mayor to execute appropriate intergovernmental
agreements (IGA) between Augusta, Georgia and the Georgia
Department of Transportation at the discretion of the Augusta Law
Department to allow the Augusta Engineering Department (AED) to
manage, deliver, and be reimbursed for individual projects funded
through the Transportation Investment Act of 2010 (TIA; aka,
TSPLOST). Also, approve i) allocating $2 Million from General Fund
Balance Fund and $1 from TIA discretionary funds (that will be
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Upcoming Meetings
www.augustaga.gov
reimbursed to the appropriate funds) as Reserve Fund for upfront
funding of TIA local delivery projects; and ii) evaluate reserve funding
for TIA local delivery projects at the end of 12-month period following
IGA execution by both parties.
46. Motion to approve bid award of RFP #13 – 111A, Wastewater
Collection System Asset Management Program to Redzone Robotics,
Inc.
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APPOINTMENT(S)
47. Consider the recommendations from the Richmond County Department
of Family and Children Services Board to reappoint Dr. Louise Rice
and Kathy Schofe to a five-year term.
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48. Consider the recommendations of the Community Service Board due
to resignations to reappoint/appoint the following to a three-year term:
Lonnie Showman and B. J. Lester.
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LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
49. Motion to authorize execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Commission Meeting Agenda
7/16/2013 5:00 PM
Invocation
Department:
Caption:Rev. Charles E. Goodman, Pastor, Tabernacle 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
7/16/2013 5:00 PM
June Employee of the Month
Department:
Caption:Congratulations! Mr. George Bales, Augusta Utilities
Department.
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
7/16/2013 5:00 PM
Camp Fix-It
Department:
Caption:Camp Fix-It Education Camp regarding the needs of the youth of
Augusta.
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
7/16/2013 5:00 PM
Perry K. Smith
Department:
Caption:Mr. Perry K. Smith regarding zoning for 1428 Springview Drive.
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 1
Item # 4
Commission Meeting Agenda
7/16/2013 5:00 PM
Z-13-29
Department:Planning Commission
Caption: Z-13-29 - A request for concurrence with the Augusta Georgia
Planning Commission to approve a petition by Gethsemane
Baptist Church requesting a Special Exception to expand an
existing church per Section 26-1 (A) of the Comprehensive
Zoning Ordinance for Augusta, Georgia affecting property
containing the following tracts: Tract A contains .30 acres and is
known as 1474 and 1478 Brown Street. (Tax Map 045-4-176-00-
0 & 045-4-175-00-0) DISTRICT 1 Tract B contains .18 acres
and is known as 1479 Wrightsboro Road. (Tax Map 045-4-192-
00-0) DISTRICT 1 Tract C contains .16 acres and is known as
1487 Wrightsboro Road. (Tax Map 045-4-196-00-0) 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 # 5
Commission Meeting Agenda
7/16/2013 5:00 PM
Z-13-35
Department:Planning Commission
Caption: Z-13-35 – A request for concurrence with the Augusta Georgia
Planning Commission to approve a petition by Demetre Riles, on
behalf of Patricia Scott, requesting a Special Exception to
establish a Family Personal Care Home per Section 26-1(H) of
the Comprehensive Zoning Ordinance for Augusta, Georgia
affecting property containing .39 acres and is known as 2422
Patrick Avenue. Tax Map 166-0-283-00-0 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 # 6
Commission Meeting Agenda
7/16/2013 5:00 PM
Z-13-36
Department:Planning Commission
Caption: Z-13-36 – A request for concurrence with the Augusta Georgia
Planning Commission to approve a petition by Nicole Bentley
and Arthur Bentley requesting a Special Exception to establish a
Family Personal Care Home per Section 26-1(H) of the
Comprehensive Zoning Ordinance for Augusta, Georgia affecting
property containing .50 acres and known as 2382 Wheeless
Road. Tax Map085-1-204-00-0 DISTRICT 5
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 7
Commission Meeting Agenda
7/16/2013 5:00 PM
Z-13-34
Department:Planning Commission
Caption: Z-13-34 – A request for concurrence with the Augusta Georgia
Planning Commission to approve a petition by Demetre Riles, on
behalf of Patricia and Tyrone Hodges, requesting a Special
Exception to establish a Family Personal Care Home per Section
26-1(H) of the Comprehensive Zoning Ordinance for Augusta,
Georgia affecting property containing .38 acres and is known as
4112 Foreman Way. Tax Map 194-0-167-00-0 DISTRICT 8
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
7/16/2013 5:00 PM
Z-13-37
Department:Planning Commission
Caption: Z-13-37 - A request for concurrence with the Augusta Georgia
Planning Commission to deny a petition by Sarah Ellison, on
behalf of Faraj Zahra, requesting a change of zoning from Zone
R-1C (One-family Residential) to Zone R-3B (Multiple-family
Residential)affecting property containing .19 acres and known as
1136 Beman Street. (Tax Map 045-2-024-00-0) 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 # 9
Commission Meeting Agenda
7/16/2013 5:00 PM
Alcohol Application
Department:Planning & Development
Caption:Motion to approve New Application: A. N. 13 - 17: request by
Edward Mendoza for an on premise consumption Liquor, Beer
and Wine license to be used in connection with Wardoza
Productions, LLC. located at 379 Highland Ave. District 7. Super
District 10. (Approved by Public Services Committee July 8,
2013)
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 pro - rated fee of $2,147.50.
Alternatives:
Recommendation:Planning & Development recommends approval. The RCSO
recommends aaproval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 10
Attachment number 1 \nPage 1 of 2
Item # 10
Attachment number 1 \nPage 2 of 2
Item # 10
Attachment number 2 \nPage 1 of 1
Item # 10
Commission Meeting Agenda
7/16/2013 5:00 PM
Alcohol Application
Department:Planning & Development
Caption:Motion to approve New Application: A. N. 13 - 19: A request by
Krista S. Wight for an on premise consumption Liquor, Beer and
Wine license and a retail Wine license to be used in connection
with Southeastern Food Service and Events Consulting, LLC.
located at 1204 Broad St. District 1. Super District 9. (Approved
by Public Services Committee July 8, 2013)
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 pro - rated fee of $2,465.00.
Alternatives:
Recommendation:Planning & Development recommends approval. The RCSO
recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 11
Attachment number 1 \nPage 1 of 2
Item # 11
Attachment number 1 \nPage 2 of 2
Item # 11
Commission Meeting Agenda
7/16/2013 5:00 PM
Meeting time for all committees
Department:Clerk of Commission
Caption:Motion to approve rotating the scheduled meeting time for all
committees at two month intervals in accordance with proposed
schedule presented by Commissioner Davis with both committee
and commission meetings starting at 2:00 P.M. (Approved by
Public Services Committee July 8, 2013)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 12
Attachment number 1 \nPage 1 of 1
Item # 12
Attachment number 2 \nPage 1 of 1
Item # 12
Commission Meeting Agenda
7/16/2013 5:00 PM
Motion to ratify Commission action on February 19, 2013 to "provide Mobility Transit with a 90-day
notice of intent to terminate the existing contract with Augusta, Georgia" and to task the Mayor with
providing Mobility Transit notice of such ratification
Department:
Caption:Motion to ratify Commission action on February 19, 2013 to
"provide Mobility Transit with a 90-day notice of intent to
terminate the existing contract with Augusta, Georgia" and to task
the Mayor with providing Mobility Transit notice of such
ratification.
Background:On February 19, 2013 to "provide Mobility Transit with a 90-day
notice of intent to terminate the existing contract with Augusta,
Georgia" and the Mayor with provided Mobility Transit notice its
intent to terminate. Thereafter, Mobility Transit filed a lawsuit
claiming that such vote was conducted without proper notice
through an agenda item under the Augusta, GA Code. Even
though it is not expected for such contention to meritorious,
ratification would nullify the argument.
Analysis:
Financial Impact:
Alternatives:Deny
Recommendation:Approve
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Cover Memo
Item # 13
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 13
Commission Meeting Agenda
7/16/2013 5:00 PM
RFP 13-125 for Transit System Service & Support Service
Department:Augusta Public Transit
Caption:Motion to approve the award of the RFP for Transit System
Service and Support Services (RFP #13-125) to McDonald Transit
for a period of three (3) years.
Background:Augusta Public Transit was asked to prepare a RFP for the
possible continuation privatization of Transit System Services.
The RFP was opened on May 16, 2013 with five (5) potential
vendors. After Procurement’s review of their required
submissions, one (1) vendor was deemed as non-compliant due to
missing information, specifically, no addendum. Therefore, there
were four (4) remaining proposals. The evaluation committee
met on June 17, 2013, to evaluate the four (4) potential vendors on
their oral presentations.
Analysis:ON June 17, 2013, oral presentations were made by McDonald
Transit Associates, Inc, Veolia Transit, National Express and First
Transit. After listening to all presentations, the evaluation
committee rated each firm. The evaluation committee’s
recommendation is McDonald Transit.
Financial Impact:Based on McDonald’s cost proposal, it would be in the best
interest of Augusta to proceed with this award to them. According
to their cost proposal submitted Augusta, GA will realize a cost
savings over the three years. Further cost savings can possibly be
received during the final negotiations with McDonald Transit.
Alternatives:Keep Augusta Public Transit under total City control.
Recommendation:Approve the awarding of the proposal to McDonald Transit.
Funds are Available
in the Following
Accounts:
Fund 546
Cover Memo
Item # 14
REVIEWED AND APPROVED BY:
Cover Memo
Item # 14
Corrected
REQUEST FOR PROPOSALS
Request for Proposals will be received at this office until Tuesday, April 16, 2013 @ 3:00 P.M. for furnishing:
RFP Item #13-125 Transit Services for Public Transit 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.
A mandatory vehicle & facility inspection will be held on Friday, March 22, 2013 from 9:00 a.m. to 12:00
p.m. at Augusta Public Transit, 1535 Fenwick Street, Augusta, GA 30904. A Mandatory Pre-Proposal
Conference will be held on Friday, March 22, 2013 @ 3:00 p.m. in the Procurement Department, 530
Greene Street, Room 605. All questions must be submitted by fax at 706 821-2811 or by email to
procbidandcontract@augustaga.gov by Tuesday, March 26, 2013 @ 5:00 p.m. No RFP 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. A 10%
Bid Bond is required to be submitted. A performance and payment bond in the amount of 100% equal to
the contract sum will be required of the successful proposer for award.
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.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle February 28, 2013 and March 7, 14, 21, 2013
Metro Courier March 6, 2013
Attachment number 1 \nPage 1 of 1
Item # 14
VENDORS Attachment B E-Verify # Addendum 1-4 SAVE Form Original 8
Copies
Bid
Bond
Fee
Proposal
Veolia Transportation
720 E. Butterfield Rd.,
Suite 300
Lombard, IL 60148
Yes 105540 Yes Yes Yes Yes Yes Yes
MV Transportation
479 Mason St., Suite 221
Vacaville, CA 95688
Yes 64880
No/Non-
Compliant Yes Yes Yes Yes Yes
First Transit
600 Vine Street, Suite 1400
Cincinnati, OH 45202
Yes 51762 Yes Yes Yes Yes Yes Yes
SL Gresham Company
235 Peachtree St., Suite 400
Atlanta, GA 30303
Applebus Company
230 Main Street East
Cleveland, MO 64734
Yes
National Express
8041 Hosbrook Rd.,
Suite 330
Cincinnati, OH 45236
Yes TGRE1108/
671205 Yes Yes Yes Yes Yes Yes
American Coach of Atlanta
705 Lively Avenue
Norcross, GA 30071
No Bid
Response
Mobility Transportation
1850 SE 17th St., Suite 200
Fort Lauderdale, FL 33315
McDonald Transit
3800 Sanshell Dr., Suite 175
Fort Worth, TX 76137
Yes 166924 Yes Yes Yes Yes Yes Yes
Keolis Transit
3300 SW 11th Avenue
Fort Lauderdale, FL 33315
No Bid
Response
RFP Opening
RFP Item #13-125
Transit Services
for Augusta, Georgia - Public Transit Department
RFP Due: Thursday, May 16, 2013 @ 3:00 p.m.
Page 1 of 1
Attachment number 2 \nPage 1 of 1
Item # 14
Attachment number 3 \nPage 1 of 3
Item # 14
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AUGUSTA PUBLIC TRASIT
SHARO DOTTERY, TRASIT CO TRACT MAAGER
Augusta Public Transit
1535 Fenwick Street - Augusta, GA 30904
(706) 821-1721 – Fax (706) 821-1752
www.augustaga.gov
MEMORANDUM
To: Geri Sams
Procurement Director
From: Sharon Dottery
Transit Contract Manager
Date: June 19, 2013
Subject: RFP 13-125 Transit Services Recommendation
I am requesting that RFP 13-125 for operation of Transit Services be awarded to
McDonald Transit.
Based on McDonald’s cost proposal, it would be in the best interest of Augusta to
proceed with this award to them. According to their cost proposal submitted Augusta,
GA will realize a cost savings over the three years. Further cost savings can possibly
be received during the final negotiations with McDonald Transit.
If I can be of further assistance please do not hesitate to contact me.
Sharon
cc: Phyllis Mills, Procurement
Nancy Williams, Procurement
Shelia Paulk
Attachment number 6 \nPage 1 of 1
Item # 14
Evaluation Criteria
PTS
First Transit
600 Vine Street, Suite 1400
Cincinnati, OH 45202
McDonald Transit
3800 Sanshell Dr., Suite
175
Fort Worth, TX 76137
National Express
8041 Hosbrook Rd.,
Suite 330
Cincinnati, OH 45236
Veolia Transportation
720 E. Butterfield Rd.,
Suite 300
Lombard, IL 60148
A. Capability and experience of
supervisory personnel to be assigned
to the project
20 12 19 14 11
B. Capability and prior experience
in transit systems, including the
provision of flexible route deviation
services, including services for
disabled riders, in various sized
communities
20 17 19 14 17
C. Adequacy of financial,
managerial, and technical resources
to successfully carry out the required
services and meet required service
standards
20 19 20 13 20
D. Adequacy of Proposer’s vehicle
maintenance program 15 10 15 10 11
E. Adequacy of Proposer’s
response to all other requirements,
terms, and conditions of this Request
for Proposals
10 8 10 5 10
F. References - Proposer shall
provide a complete list of properties
where transit service was provided,
along with the Contract years, a
contact name, title, and phone
number
10 9 10 9 9
G. Proposed Cost per Revenue Hours
Lowest 5 points
Second 4 points
Third 3 points
Fourth 2 points
Fifth 1points
5 5 3 4 2
TOTAL 100 79 95 69 80
2 1 4 3
Cumulative Evaluation Sheet - Phase I
RFP Item #13-125 Transit Services
for Augusta, Georgia - Public Transit Department
Cumulative Phase II - Presentations
(Ranking in order of preference - 1 being the number one choice)
Presentations
Attachment number 7 \nPage 1 of 1
Item # 14
Commission Meeting Agenda
7/16/2013 5:00 PM
Riverwalk repairs
Department:
Caption:Update from the Administrator and Recreation
Department regarding the Commission's June 10th tour of
Riverwalk with a scope of work and timeline to be identified
associated with completing the identified landscaping, lighting,
and other structural items that need to be addressed and repaired.
(Requested by Mayor Pro Tem Corey Johnson) (Referred
from the June 18 Commission meeting)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 15
Commission Meeting Agenda
7/16/2013 5:00 PM
Secondhand Goods Code Amendments
Department:Planning & Development
Caption:Motion to approve amendments to Augusta-Richmond County
Code Section 6-6 Secondhand Goods, Article 1 Brokers,so as to
provide the time period for disposing of goods obtained through
purchase, credit or trade; to establish the minimum allowable age
for a seller; and text corrections for clarity.
Background:At the May 7, 2013 meeting the Commission approved
amendments to the Secondhand Goods ordinance so as to include
brokers, pawnbrokers, dealers in precious metals or gems, and
itinerant dealers in precious metals or gems. Once we began
enforcing the amended code the issues with the time period for
disposing of goods, and the minimum allowable age for a seller
were realized.
Analysis:The proposed amendments will provide that the Augusta code
does not conflict with State codes that regulate pawnbrokers and
dealers in precious metals or gems.
Financial Impact:N/A
Alternatives:Do not approve.
Recommendation:Approve
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Item # 16
Administrator.
Clerk of Commission
Cover Memo
Item # 16
ORDINANCE NO. ___________
AN ORDINANCE TO AMEND THE AUGUSTA, GEORGIA CODE, TITLE 6
CHAPTER 6 SECONDHAND GOODS, SECTIONS 6-6-11, 6-6-12, 6-6-13, 6-6-17, AND 6-6-
19, SO AS TO PROVIDE THE TIME PERIOD FOR DISPOSING OF GOODS OBTAINED
THROUGH PURCHASE, CREDIT OR TRADE; TO ESTABLISH THE MINIMUM
ALLOWABLE AGE FOR A SELLER; AND FOR TEXT CORRECTIONS; 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.
NOW, BE IT ORDAINED BY THE AUGUSTA, GEORGIA COMMISSION
AND IT IS HEREBY ORDAINED BY THE AUTHORITY OF SAME THAT ALL
BROKERS, PAWNBROKERS, DEALERS IN PRECIOUS METALS OR GEMS, AND
ITENERANT DEALERS IN PRECIOUS METALS OR GEMS OPEARATING WITHIN
THE JURISDICTION SHALL COMPLY WITH THE PROVISIONS OF THE
AUGUSTA, GA CODE, AS FOLLOWS:
SECTION 1. SECTIONS 6-6-11(a), 6-6-11(b)(2j), 6-6-12(b), 6-6-13, 6-6-17(a)(b), AND 6-6-19
OF AUGUSTA, GA. CODE TITLE SIX, CHAPTER SIX AS SET FORTH IN THE
AUGUSTA, GA. CODE, ARE HEREBY DELETED BY STRIKING THESE SECTIONS.
NEW SECTIONS 6-6-11(a), 6-6-11(b)(2j), 6-6-12(b), 6-6-13, 6-6-17(a)(b), AND 6-6-19 ARE
HEREBY INSERTED TO REPLACE THE REPEALED SECTIONS AS SET FORTH IN
“EXHIBIT A” HERETO.
SECTION 2. This ordinance shall become effective upon its adoption in accordance with
applicable laws.
SECTION 3. All ordinances or parts of ordinances in conflict herewith are hereby repealed.
Adopted this ___ day of ___________, 2013.
__________________________ Attest:______________________________
David S. Copenhaver Lena J. Bonner, Clerk of Commission
As its Mayor Seal:
Attachment number 1 \nPage 1 of 4
Item # 16
CERTIFICATIO
The undersigned Clerk of Commission, Lena J. Bonner, hereby certifies that the foregoing
Ordinance was duly adopted by the Augusta, Georgia Commission on ________________, 2013
and that such Ordinance has not been modified or rescinded as of the date hereof and the
undersigned further certifies that attached hereto is a true copy of the Ordinance which was
approved and adopted in the foregoing meeting(s).
______________________________
Lena J. Bonner, Clerk of Commission
Published in the Augusta Chronicle.
Date: _________________________
Attachment number 1 \nPage 2 of 4
Item # 16
“EXHIBIT A”
Sec. 6-6-11. Recordkeeping Requirements. Brokers and Pawnbrokers.
All Brokers and Pawnbrokers shall maintain records documenting all transactions as follows:
(a) At the time of the actual transaction broker / pawnbrokers shall complete the transaction form
designated by the Sheriff. A broker / pawnbroker shall maintain a copy of the completed
transaction form on the licensed premises for at least 1 year after the date of the transaction.
However, the broker / pawnbroker shall maintain a copy of the transaction form either on
premise or off premise at a location within Richmond County approved by the Sheriff for not
less than 4 years. Such records may be kept electronically as long as a copy of the electronic
records can be provided to the Sheriff or other law enforcement agency upon demand.
(b)(2j). The price paid for the goods purchased or pawned.
All Brokers and Pawnbrokers shall maintain records documenting all pawnshop transactions as
follows:
(a) At the time of the actual transaction pawnbrokers shall complete the transaction form
designated by the Sheriff. A pawnbroker shall maintain a copy of the completed transaction form
on the licensed premises for at least 1 year after the date of the transaction. However, the
pawnbroker shall maintain a copy of the transaction form either on premise or off premise at a
location within Richmond County approved by the Sheriff for not less than 4 years. Such records
may be kept electronically as long as a copy of the electronic records can be provided to the
Sheriff or other law enforcement agency upon demand.
(b)(2 j). The price paid for the goods purchased.
Sec. 6-6-12. Daily accurate report; false statements.
(b) It shall be unlawful for person engaged in the business of broker /pawnbroker to make any
false entry in any report. Any person making any willfully false or misleading statements in the
report shall be punished as provided in section 6-6-22.
(b) It shall be unlawful for person engaged in the business of pawnbroker to make any false
entry in any report. Any person making any willfully false or misleading statements in the report
shall be punished as provided in section 6-6-22.
Sec. 6-6-13. Minors. It is unlawful for any broker, or agent or employee thereof to purchase any
article for resale from any person under 17 years of age or who the broker knows is not the true
owner of such property. It is unlawful for any pawnbroker or agent or employee thereof to accept
a pledge or purchase property from a person under 18 years of age or who the pawnbroker knows
is not the true owner of such property.
It is unlawful for any broker, pawnbroker, or agent or employee thereof to receive any article in
pawn or purchase any article for resale from any person under 17 years of age.
Sec. 6-6-17. Goods held for 10 days; law enforcement holds.
(a) Any broker, pawnbroker, or person operating under a pawnbroker's license who through
buying and/or trading obtains goods, taking full title thereto, the word "goods" being used in the
broadest sense and including all kinds of personal property excluding motor vehicles or motor
vehicle certificates of title, shall hold the goods so taken in purchase and/or trade for at least 10
days before disposing of the goods by sale, transfer, shipment or otherwise.
Attachment number 1 \nPage 3 of 4
Item # 16
(b) The Richmond County Sheriff’s Office has the authority to place property that is the subject
of law enforcement investigation on "law enforcement hold." In that event, the Richmond
County Sheriff’s Office shall notify the broker, pawnbroker, or person operating under a
pawnbroker's license of the need for a police hold and identify all property subject to the police
hold. Upon notification, it shall be the responsibility of the broker, pawnbroker, or person
operating under a pawnbroker's license to maintain the subject property until such time as the
property is released from law enforcement hold status or the property is confiscated as evidence.
Sec. 6-6-17. Goods held for 30 days; law enforcement holds.
a) Any pawnbroker or person operating under a pawnbroker's license who takes goods on pawn
or buys goods, taking full title thereto, the word "goods" being used in the broadest sense and
including all kinds of personal property, shall hold the goods so taken in pawn or purchase for at
least 30 days before disposing of the goods by sale, transfer, shipment or otherwise.
b) The Richmond County Sheriff’s Office has the authority to place property that is the subject
of law enforcement investigation on "law enforcement hold." In that event, the Richmond
County Sheriff’s Office shall notify the pawnbroker of the need for a police hold and identify all
property subject to the police hold. Upon notification, it shall be the responsibility of the
pawnbroker to maintain the subject property until such time as the property is released from law
enforcement hold status or the property is confiscated as evidence.
Sec. 6-6-19. Sale of unredeemed articles; pawner's right of redemption.
Upon the failure of the pawner to redeem the articles pledged at the time agreed on, the
pawnbroker may sell such articles. There shall be a grace period from the maturity date for all
pawn transactions. On pawn transactions involving motor vehicles or motor vehicle certificates
of title, the grace period shall be for 30 calendar days; on all other pawn transactions the grace
period shall be for 10 calendar days. In the event that the last day of the grace period falls on a
day in which the pawnbroker is not open for business, the grace period shall be extended through
the first day following upon which the pawnbroker is open for business. The pawnbroker shall
not sell the pledged goods during the grace period. Provided, further, that the pawner shall have
the privilege of redeeming such articles up to the time of the sale.
Upon the failure of the pawner to redeem the articles pledged at the time agreed on, the
pawnbroker may, after the expiration of 30 days, sell such articles; provided, that six (6) daily
notices of sale are given through two (2) newspapers; provided, further, that the pawner shall
have the privilege of redeeming such articles up to the time of the sale.
Attachment number 1 \nPage 4 of 4
Item # 16
Commission Meeting Agenda
7/16/2013 5:00 PM
Transportation Investment Act of 2010 Project Agreement, Apron Rehabilitation Project, Augusta
Regional Airport
Department:Augusta Regional Airport
Caption:Motion to approve the contract for the Design and Rehab of
Pavement on the Air Carrier and General Aviation Aprons
between the Transportation Investment Act of 2010 (TSPLOST)
and the Augusta Regional Airport as approved by the Augusta
Aviation Commission at their May 30, 2013 meeting.
Background:The Georgia Department of Transportation (GDOT) has been
designated as the Program Manager for the Transportation
Investment Act of 2010 (TSPLOST). Therefore, GDOT will
administer the $8,400,400 grant awarded for the Apron
Rehabilitation Project at the Augusta Regional Airport. GDOT
will retian 1% of the grant for program management which will
leave $8,329,396 for project costs.
Analysis:The purpose of the Project is the rehabilitation of the existing
pavements associated with the Air Carrier and General Aviation
Aprons. The current pavements are in poor condition and in dire
need of repairs. This work is critical to the Airport as the
pavement could fail structurally and create an unsafe condition,
which would close the apron area until repairs are made.
Financial Impact:Project Funding: $8,329,396. This is a band 1 project. Any TIA
(TSPLOST) projects managed by the county are funded on a
reimbursement basis from the Georgia Department of
Transportation. The criteria for reimbursement include: 1. The
execution of Local Government Agreement between Georgia
Department of Transportation and Augusta. This agreement in
required to be executed prior to beginning of any work. 2. Project
band is currenlty funded. GaDOT has stated that if county
management is approved, counites could start a project earlier
than proposed, however reimbursement would not be available
until the band is funded. I.E. a band 3 project could be started in
band 1 timeframe, but reimbursement would not be provided until
band 3 is funded. Creating a potential delay in reimbursement of
up to 9 years. This would have a signigicant impact on the
Cover Memo
Item # 17
governments cash position. 3. TIA funds being available. If not
enough funds have been collected, Augusta would not receive
reimbursement when requested or if the funds have been disbursed
for other projects, reimbursement to Augusta would be delayed.
An extended delay in reimbursement could have a potential of
creating a significant cash flow problem for Augusta. Project costs
are based on 2011 dollars and actual project costs will be highter.
If funding levels do not increase to keep projects within budget,
project scope will be reduced. Any cost overruns would be
Augusta's resposibility.
Alternatives:Deny request.
Recommendation:Accept request to approve the TSPLOST Grant award for the
airport's Apron Rehabilitation Project.
Funds are Available
in the Following
Accounts:
Fund 371
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Commission Meeting Agenda
7/16/2013 5:00 PM
2013 Action Plan - Acceptance of Amendment
Department:Housing and Community Development Department (AHCDD)
Caption:Motion to accept the Year 2013 Action Plan amendment for
Community Development Block Grant (CDBG) Program, HOME
Investment Partnerships (HOME) Program, Emergency Shelter
Grant (ESG) Program, Housing Opportunities for Persons with
AIDS (HOPWA) Program as set forth by HUD's changes.
(Approved by Administrative Services Committee June 10,
2013)
Background:In order to fulfill statutory and regulatory requirements mandated
by the U.S. Department of Housing and Urban Development with
regard to the 2013 Action Plan, the City of Augusta is required to
make available for public comment the 2013 Action Plan that
provides the jurisdiction an opportunity to review the City of
Augusta, Housing and Community Development Department’s
local strategy to address needs in the areas of community
development, economic development, housing and homelessness.
This proposal includes an amendment to the Action Plan for
2013 with a budget that includes a revision to anticipated funding
allocations for the Community Development Block Grant
Program (Increased by $35,544), HOME Investment Partnerships
Program (Decreased by $48,951), Housing Opportunities for
Persons with AIDS Program (Decreased by $12,479), and
Emergency Solutions Grant (Decreased by $50,982); plus CDBG
Program Income from loan repayments of $150,000 and HOME
loan repayments of $235,000.
Analysis:If supported by the Augusta City Commission, the Housing and
Community Development Department will be able to fund these
projects in accordance with the submission of the 2010-2014
Consolidated Plan to the U. S. Department of Housing and Urban
Development (HUD).
Financial Impact:If approved by the City Commission, the Plan will continue to
provide funding of needed services and housing projects for low-
to moderate-income households throughout the City of Augusta.Cover Memo
Item # 18
Alternatives:None Recommended.
Recommendation:Accept this amendment to the 2013 Action Plan by resolution.
Funds are Available
in the Following
Accounts:
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
PROGRAM, HOME INVESTMENT PARTNERSHIPS (HOME)
PROGRAM, EMERGENCY SHELTER GRANT (ESG)
PROGRAM, and the HOUSING OPPORTUNITIES FOR
PERSONS WITH AIDS PROGRAM (HOPWA) PROGRAM
respectively.
REVIEWED AND APPROVED BY:
Cover Memo
Item # 18
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Item # 18
Commission Meeting Agenda
7/16/2013 5:00 PM
Annual Bid Items for Sheriff's Office
Department:
Caption:Motion to approve two (2) annual bid items. The items
require Commission approval due to the fact that purchases on the
individual items will exceed $25,000.00 per order. (Approved by
Administrative Services Committee July 8, 2013)
Background:The following annual bid items required Commission approval:
13-131 Uniform Leather Accessories; 13-132 Uniform Pants.
Analysis:Each item was bid through the sealed bid process as directed in
the Augusta Procurment Code. The Sheriff's Office reviewed the
submittals and presented a recommendation of award to the
Procurement Department.
Financial Impact:The Sheriff's Office is responsible for the purchase of the items
listed on the individual bids.
Alternatives:Not to award and require the Sheriff's Office to follow the
purchasing guidelines as listed in the Agusuta Procurement Code
for each individual purchase.
Recommendation:Approve the recommendation as submitted by the Sheriff's Office.
Funds are Available
in the Following
Accounts:
273-03-2110/5311410
REVIEWED AND APPROVED BY:
Cover Memo
Item # 19
Invitation to Bid
Sealed bids will be received at this office on Friday, April 19, 2013 @ 11:00 a.m. for furnishing:
Bid Item 13-131 Uniform Leather Accessories for Sheriff’s Office
Bid Item 13-132 Uniform Pants for Sheriff’s Office
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. 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, April 5, 2013 @ 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 places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle March 14, 21, 28, April 4, 2013
Metro Courier March 20, 2013
Revised: 3/7/2013
Attachment number 1 \nPage 1 of 1
Item # 19
Description
Est
Quan Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price
Duty Belt 100 $50.00 $5,000.00 $60.45 $6,045.00 $53.17 $5,317.00 $52.64 $5,264.00 $48.85 $4,885.00
Retention Holster 100 $117.00 $11,700.00 $142.50 $14,250.00 $133.17 $13,317.00 $109.54 $10,954.00 $113.98 $11,398.00
Handcuff Case 100 $23.00 $2,300.00 $27.85 $2,785.00 $24.79 $2,479.00 $24.40 $2,440.00 $22.64 $2,264.00
Baton Carrier 100 $20.00 $2,000.00 $22.95 $2,295.00 $21.11 $2,111.00 $20.59 $2,059.00 $19.20 $1,920.00
Ammo Carrier 100 $25.50 $2,550.00 $30.45 $3,045.00 $27.14 $2,714.00 $26.71 $2,671.00 $24.84 $2,484.00
OC Carrier 100 $20.00 $2,000.00 $23.60 $2,360.00 $21.11 $2,111.00 $20.59 $2,059.00 $19.20 $1,920.00
Under Belt 100 $28.75 $2,875.00 $34.75 $3,475.00 $30.81 $3,081.00 $29.26 $2,926.00 $28.26 $2,826.00
Delivery Date
MFG & Model
SAVE FORM Yes
Yes
318791
Yes
Safariland Safariland
20 - 30 Days ARO 45 Days ARO
Bid Item #13-131
Uniform Leather Accessories
For Augusta, Georgia - Sheriff's Office
Bid Opening: Friday, April 19, 2013 @ 11:00 a.m.
272348 482314
Yes Yes
Yes
129350
VENDORS
ATTACHMENT B
E-VERIFY NUMBER
Safariland
30 - 60 Days
GT Distributors
100 McFaarland Ave
Rossville, GA 30741
Artistic Design
1809 Gordon Highway
Augusta, GA 30904
Law Enforcement Supply
1257 Kennestone Circle
Marietta, GA 30066
Command Uniforms by
John
511 Broad Street
Augusta, GA 30901
30 Days 30 Days ARO
Yes
DGG Taser & Tactical
8725 Youngerman CT
Jacksonville, FL 32244
Yes Yes
Yes
434009
Safariland Safariland
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Item # 19
VENDORS
Description
Est
Quan Unit Price Total Price Unit Price Total Price
Mens 6 Pocket Pant 750
$72.75 $54,562.50 $65.00 $48,750.00
Womens 6 Pocket Pant 750
$72.75 $54,562.50 $65.00 $48,750.00
ATTACHMENT B
E-VERIFY NUMBER
SAVE FORM
434009
Artistic Design
1809 Gordon Highway
Augusta, GA 30904
Bid Item #13-132
Uniform Pants
For Augusta, Georgia - Sheriff's Office
Bid Opening: Friday, April 19, 2013 @ 11:00 a.m.
272348
Yes
Command Uniforms by John
511 Broad Street
Augusta, GA 30901
Yes
Yes Yes
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Item # 19
PROCUREMENT SOURCE SELECTION METHODS AND CONTRACT AWARDS
Sec. 1-10-48. Generally.
The following sections provide detailed information concerning the use of the seven (7) source selection
methods available for use for the procurement of commodities, services and construction products for Augusta,
Georgia. The seven methods are: (1) sealed bids, (2) sealed proposals, (3) special services, (4) quotations or
informal bids, (5) sole source, (6) emergency procurement and (7) annual contracts.
Purpose. A significant portion of the Augusta, Georgia Annual Budget is committed each year
to various purchase contracts such as raw materials, equipment, equipment parts or
components, general supplies, and professional and non-professional services. Therefore, it
is essential that maximum value be obtained for each public tax dollar spent. A proven
technique for obtaining this goal is through the annual bid contract process,
Sec. 1-10-58. Annual contracts.
Upon approval of an annual contract by the Board of Commissioners (or the Administrator for annual bids of up
to $25,000), any using agency may order supplies or services under such annual contract as needed up to the
maximum amount approved in the annual bid.
Purchases on the following annual bid items will exceed $25,000.00 per order:
Department Description Recommended Vendor Local Vendor
13-131 Sheriff’s Office Uniform Leather
Accessories Uniforms by John Uniforms by John
12-132 Sheriff’s Office Uniform Pants Uniforms by John Uniforms by John
Attachment number 8 \nPage 1 of 1
Item # 19
Commission Meeting Agenda
7/16/2013 5:00 PM
Augusta, Georgia Citizen Participation Plan – Acceptance of Amendment
Department:Housing and Community Development Department (AHCDD)
Caption:Motion to approve updating the Augusta, Georgia Citizen
Participation Plan to include the by-laws of the Citizen Advisory
Committee in an effort to strengthen the overall intent of what
citizen participation means. (Approved by Administrative
Services Committee July 8, 2013)
Background:Citizen Participation in consolidated planning (24 CFR 91.100-
91.115) is integral to the development of the Consolidated
Plan. Further, a Citizen Participation Plan (CP Plan) must be
adopted that encourages citizens to participate in the development
of the Consolidated Plan, any amendments, and the performance
report. Further, emphasis is placed especially on reaching and
involving Low-to-Moderate income persons living in areas where
proposed Community Development Block Grant (CDBG)
activities would be undertaken.
Analysis:If supported by the Administrative Services Committee and the
Augusta City Commission, the Housing and Community
Development Department will be able to show good faith in
making sure citizen participation on every level (local citizens and
Citizen Advisory Committee) is integral to the development of the
Consolidated Plan.
Financial Impact:Augusta Georgia has already adopted this Citizen Participation
Plan. However, we are now in the process of adding the Citizen
Advisory Committee By-Laws (approved by Commission in
2013) to this plan in an effort to strengthen our comprehensive
citizen participation plan and to be sure the purpose and intent of
the Citizen Advisory Committee (to act as a representative body
for the citizens of Augusta, Georgia) is included in the overall
participation plan.
Alternatives:None Recommended
Recommendation:Accept this amendment to the Augusta, Georgia Citizen
Cover Memo
Item # 20
Participation Plan by resolution
Funds are Available
in the Following
Accounts:
Not Applicable
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 20
Consolidated Plan
&
Annual Action Plans
Housing and Community Development Department
925 Laney-Walker Boulevard, 2nd Floor
Augusta, Georgia 30901
(706) 821-1797; Fax (706) 821-1874
Revised June 2013
Attachment number 1 \nPage 1 of 13
Item # 20
2
TABLE OF CONTENTS
Page
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Purpose of Citizen Participation Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Citizens Participation and Involvement . . . . . . . . .. . . . . . . . . . . . . . . . . . 4
Citizens Advisory Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Public Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Public Access to Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Public Hearings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Consolidated Plan Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Amendment Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Technical Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Anti-Displacement and Relocation Assistance Plan. . . . . . . . . . . . . . . . . 11
Complaints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Complaint Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Attachment number 1 \nPage 2 of 13
Item # 20
3
INTRODUCTION
This Citizen Participation Plan was drafted in accordance with Section 91.105 of the
U.S. Department of Housing and Urban Development (HUD) Consolidated Plan
regulations. The City is required to have a detailed Citizen Participation Plan which
contains the City’s policies and procedures for public involvement in the Consolidated
Plan process.
The Consolidated Plan is a HUD requirement that combines the planning and
application process of four HUD grants: the Community Development Block Grant
(CDBG), HOME Investment Partnerships, Emergency Shelter Grant (ESG) and Housing
Opportunities for People With AIDS (HOPWA). The Consolidated Plan examines the
housing and community development needs of the city, sets priorities for the HUD grant
monies and establishes an action plan for meeting current and future needs.
The Consolidated Plan consists of the following parts: A housing and homeless needs
assessment; a strategic plan; an action plan; certain certifications; and a monitoring
plan. The entire Consolidated Plan is rewritten with citizen participation every five
years. The action plan, which describes resources and their expected use in the
coming program year, is written with citizen participation every year and constitutes an
update to the larger 5-year Consolidated Plan.
The City receives the above grants annually from HUD resulting from its classification
as an “entitlement” community. The City is also eligible to apply for supplemental funds
under the Section 108 Loan Guarantee Program. The City may exercise its option to
apply for Section 108 Loan Guarantee funding and in so doing will follow the procedures
outlined in this Citizen Participation Plan.
Use of the term “Consolidated Plan” within this Citizen Participation Plan refers either to
the entire five-year plan, or the annual action plan, depending on which year of the five-
year planning cycle the city is in.
Attachment number 1 \nPage 3 of 13
Item # 20
4
PURPOSE OF CITIZEN PARTICIPATION PLAN
The purpose of the Citizen Participation Plan is to encourage citizen participation,
emphasizing involvement by low and moderate income people – especially those living
in low and moderate income neighborhoods in the development and implementation of
the Consolidated Plan, the annual performance report and any necessary amendments
to the Plans.
The primary purpose of the CDBG, HOME, ESG and HOPWA programs covered by this
Citizen Participation Plan is to improve communities by providing: decent housing, a
suitable living environment and expanding economic opportunities – all principally for
low and moderate income people.
It is the City’s policy to encourage citizen participation from all sectors of the community,
with particular emphasis on participation by persons below the federal poverty line, low
and moderate income residents of blighted areas and of areas in which federal funds
are used or are proposed to be used; and for the participation of minority and non-
English speaking residents, as well as persons with mobility, visual, speech or hearing
impairments. Community input will be gathered, through a variety of methods such as
community meetings, surveys and other appropriate forums, regarding funding priorities
for services provided by community-based organizations.
Involvement by low income people will take place at each stage of the planning process.
These stages include:
1. Identification of housing and community development needs.
2. Preparation of the draft Proposed Consolidated Plan or the Proposed Annual
Action Plan.
3. Formal approval by the Commission of the Final Consolidated Plan or Annual
Action Plan.
4. On occasion during the year, it might be necessary to change the use of the
funds already budgeted in an Annual Action Plan, or to change the priorities
CITIZEN PARTICIPATION AND INVOLVEMENT
Attachment number 1 \nPage 4 of 13
Item # 20
5
established in the Five-Year Strategic Plan. In this case, a formal
“Substantial Amendment” will be proposed, considered and acted upon.
5. After completion of a “program year”, a Consolidated Annual Performance
and Evaluation Report will be available for public review and comment and
then sent to HUD.
The “program year” chosen by the City is January 1 through December 31.
CITIZEN ADVISORY COMMITTEE
It is the purpose and intent of the Citizen Advisory Committee (CAC) to act as a
representative body for the citizens of Augusta, Georgia and act on their behalf in the
following:
1. The Citizens Advisory Committee shall act as a representative body for the
citizens of Augusta, Georgia and serve in an advisory capacity to the Housing &
Community Development Department (formerly known as Housing & Economic
Development) for all projects funded, or proposed to be funded, under the
following HUD programs: Community Development Block Grant (CDBG), HOME
Investment Partnership, Emergency Solutions Grant (ESG), and Housing
Opportunities for Persons with AIDS.
2. The Citizen Advisory Committee shall be provided an opportunity to review and
comment on the Five-Year Consolidated Plan and the Annual Action Plan,
pursuant to relevant Federal laws and Guidelines. Such Plan(s) shall be
submitted to the Augusta Commission and HUD for approval. As part of this
responsibility, the Citizens Advisory Committee will be allowed to attend and
observe different meetings with the public and neighborhood associations.
3. The Citizens Advisory Committee shall have the responsibility of reviewing all
Citizenry comments submitted in regards to the expenditure of funding to the
Housing & Community Development Department. The Citizens Advisory
Committee shall serve as “a voice” for the citizens of Augusta, Georgia. All such
comments will be submitted to the Housing & Community Development
Department for consideration.
4. The Citizens Advisory Committee shall submit the Citizenry comments and
concerns to the Director of the Housing & Community Development Department.
Said concerns shall be taken under advisement and addressed in a manner
deemed appropriate by the Augusta Housing and Community Development
Department in consultation with the Augusta Commission.
Attachment number 1 \nPage 5 of 13
Item # 20
6
The Citizens Advisory Committee shall consist of ten (10) members, each of whom shall
represent one of the voting districts in August, Georgia. Each member of the Citizens
Advisory Committee shall be nominated by the presiding Commissioner representing
the applicable voting district, and confirmed by the full Augusta Commission. All
members shall be residents of the City of Augusta. Terms of the office shall be for four
(4) years and coincide with the term of the appointing Commissioner. No member of
the Citizens Advisory Committee shall serve more than two (2) consecutive terms or
eight (8) years consecutively.
PUBLIC NOTICES
The City will publish notices of Public Hearings and Comment Periods, summaries of
the Consolidated Plan, amendments to the Consolidated Plan and the Consolidated
Annual Performance and Evaluation Report (CAPER) in the Augusta Chronicle,
Augusta Focus and the Metro Courier as a display ad in the non-legal section of the
newspapers.
Public Hearings will be advertised two weeks prior to the event. Notices announcing
public comment periods will list the location where copies of the entire documents may
be obtained and where public comments or complaints may be submitted.
Public Comment Periods for the following documents are as indicated:
Proposed Consolidated Plan and Proposed Action Plan - 30 days
Amendments to Consolidated Plan - 30 days
CAPER - 15 days
Attachment number 1 \nPage 6 of 13
Item # 20
7
PUBLIC ACCESS TO INFORMATION
The City will provide citizens, public agencies and all other interested parties with
reasonable and timely access to information and records relating to the data or content
of the Consolidated Plan, as well as the proposed, actual and past use of funds covered
by this Citizen Participation Plan. Regarding the past use of funds, the law requires
reasonable public access to records about any uses of these funds during the previous
five years. This information will be provided upon written request.
Also, the public will be provided reasonable and timely access to public hearings and
meetings relating to the proposed or actual use of funds as indicated under the Public
Notices section above.
Standard documents to be available include:
The Proposed and Final Consolidated Plan (five-year strategic plan).
The Proposed and Final Annual Action Plans.
Proposed and Final Substantial Amendments to either the Consolidated Plan or
the Annual Action Plan.
Annual Performance Reports (CAPER).
The Citizen Participation Plan
Anti-Displacement/Relocation Policy
Standard documents for public review will be available at:
Housing and Community Development Department
925 Laney-Walker Boulevard
Augusta, GA 30901
Clerk of Commission
530 Greene Street, Room 806
Augusta, Georgia 30901
ARC Public Library
902 Greene Street
Augusta, Georgia 30901
ARC Planning Commission
525 Telfair Street
Augusta, Georgia 30901
Copies of the above documents will be provided to the public at no cost and within three
(3) working days of request.
Attachment number 1 \nPage 7 of 13
Item # 20
8
PUBLIC HEARINGS
The City holds two annual public hearings which are intended to obtain citizens input
and comments on the Consolidated Plan and/or Annual Action Plan. The first public
hearing is held near the beginning of the program year. At this time citizens and
organizations have an opportunity to identify needs in the community. The Community
Needs Surveys are made available to record needs. In addition to this public hearing,
the City may also conduct public meetings in different low income neighborhoods.
The second public hearing is held shortly after approval of the Proposed
Consolidated/Annual Action Plan by the Commission. Comments from individuals or
groups will be solicited for a minimum of thirty days prior to submission of the plan to
HUD. Written comments received during the comment period regarding the
Consolidated Plan/Annual Action Plan, amendments and/or the CAPER will be
documented and presented to the Commission for consideration. A summary of the
comments or views, accepted or not accepted will be included in the documents and
sent to HUD.
Participation of all residents of Augusta, Georgia including minorities and non-English
speaking persons, as well as persons with mobility, visual or hearing impairments are
encouraged to comment. All public hearings and public meetings will be held at
locations accessible to people with disabilities and provisions will be made for people
with disabilities when requests are made at least five (5) workings days prior to a
hearing. Translators will be provided for people who do not speak English when
requests are made at least five (5) working days prior to a hearing.
Attachment number 1 \nPage 8 of 13
Item # 20
9
CONSOLIDATED PLAN SCHEDULE
The annual Consolidated Plan or Annual Action Plan schedule is anticipated to be:
Month
Action
Purpose/Responsible Party
January
1st Public Hearing
Obtain input from citizens and agencies
regarding needs in the community.
Send letters to adjacent municipalities
Solicit for applications
Conduct application workshop
February
Public Meetings
Technical Assistance
Conduct Neighborhood Meetings
Provide assistance to agencies applying for
funds.
March
Technical Assistance
Continue Technical Assistance
April
Application Deadline
Last Friday of April by 5:00 p.m.
May
Staff Review Applications
To be determine applicants to be funded
June
Staff & Citizens Advisory
Committee
Complete Application Review
Make funding recommendations
July
Planning Commission
Send funding recommendations, strategies
and goals to Planning Commission for
development of Consolidated Plan and/or
Annual Action Plan
August
Planning Commission
Completes Proposed Plan
Administrative Services Committee considers
Proposed Plan (last Monday of Month)
September
Proposed Plan
2nd Public Hearing - (Present Plan
to Public for Review)
Commission approves Proposed Plan (1st
Tuesday of Month)
Publish Proposed Plan in Newspapers for 30-
day comment period
October
Proposed Plan
Deadline for Citizens Comments
Comments Submitted to Committee &
Commission
Administrative Services Committee considers
comments & approve Plan (last Monday)
November
Final Plan
Commission considers comments & approve
Plan (1st Tuesday)
AHEDD submits Plan to HUD for receipt by
15th
December
HUD
Review Plan
January
Program Year
Begins January 1
Attachment number 1 \nPage 9 of 13
Item # 20
10
CRITERIA FOR AMENDMENT/SUBSTANTIAL CHANGES
Occasionally, amendments or changes may be needed to the Consolidated Plan or
Annual Action Plan. The City will give citizens the opportunity to participate in the
planning and development of any substantial change in five (5) year strategies or
priorities and annual projects. A “substantial change” is defined as a change that affects
the purpose, scope, location, beneficiaries, administrator of an activity or the transfer of
$50,000 or more from any activity identified in the Consolidated Plan. The Citizens
Advisory Committee and AHEDD will be responsible for soliciting views and comments
from affected or interested persons before developing a recommendation to the
Commission regarding proposed change(s).
The changes described below will be subject to the citizen participation process as
described in this guide.
Consolidated Plan
a. A decision to change the method for distribution of funds;
b. Any change in priority strategies which may affect the activities to be funded from
CDBG, HOME, ESG or HOPWA funds.
Annual Action Plan
a. Any new activity proposed for CDBG, HOME, ESG or HOPWA funding.
b. The elimination of an activity originally described in the Consolidated Plan.
c. Any revision in an approved activity which results in a change from one eligible
activity to another or a change in the location, scope, beneficiaries or
administrator of the activity.
d. A change of $50,000 or more from one eligible activity to another eligible activity.
TECHNICAL ASSISTANCE
Technical assistance will be provided to neighborhood organizations, non-profits
agencies, developers or any group representing low and moderate income citizens of
Augusta on a case by case basis. All potential applicants for funding are encouraged to
contact AHEDD staff to set up appointment for technical assistance before completing a
proposal form.
Attachment number 1 \nPage 10 of 13
Item # 20
11
ANTI-DISPLACEMENT AND RELOCATION ASSISTANCE PLAN
It is the policy of the City to comply with the acquisition and relocation requirements of
the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970
as amended (URA); the government-wide URA regulations at 49 CFR Part 24, revised
section 104 (d) of the Housing and Community Development Act of 1974, as amended;
and the final rule at 24 CFR 570.606.
As required under section 104(d) of the Act, the City will follow a residential anti-
displacement and relocation assistance plan providing one-for-one replacement units
[(570.606(c)(1)]. Consistent with other goals and objectives of the CDBG, HOME, ESG
and HOPWA programs, the City will comply with its Anti-Displacement/Relocation Policy
to minimize the displacement of persons from their homes as a result of any activities
assisted under the programs.
Relocation assistance will be provided to each low/moderate income household
displaced by the demolition of any housing unit or by the conversion of a low/moderate
income dwelling to another use, occurring as a direct result of assisted activities.
Persons will be provided assistance as described in 570.606(c)(1) or as described in the
Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970.
A copy of the Local Anti-Displacement and Relocation Policy can be obtained from the
AHCDD.
Attachment number 1 \nPage 11 of 13
Item # 20
12
COMPLAINTS
All public inquiries and grievances regarding the CDBG, HOME, ESG and HOPWA
programs will be provided a written response within fifteen (15) working days from
receipt of complaint.
COMPLAINT PROCESS
a. Persons desiring to file a complaint must submit complaint in written form to
Director of Augusta Housing and Community Development Department, 925
Laney-Walker Boulevard, 2nd Floor Augusta, Georgia, 30901.
b. If the person filing the complaint does not get a satisfactory explanation from the
Director, , the person may request that the complaint be included as an item on
the agenda of the next scheduled Administrative Services Committee and
Commission meeting.
c. If the complainant does not receive a satisfactory response to the complaint from
the Commission, the complainant may submit the complaint to the regional office
of the Department of Housing and Urban Development:
Ms. Mary Presley, Director
U.S. Department of Housing and Urban Development
Georgia State Office, Community Planning & Development
Five Points Plaza
40 Marietta Street, NW, 15th Floor
Atlanta, Georgia 30303-9812
e. All complaints shall be submitted on the form attached to this Citizen
Participation Plan and shall be signed by the complainant.
Attachment number 1 \nPage 12 of 13
Item # 20
13
COMPLAINT FORM
AUGUSTA HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT (AHEDD)
PLEASE PRINT OR TYPE
1. NAME OF PERSON OR ORGANIZATION SUBMITTING COMPLAINT(S)
Name:_____________________________________________________________
Address: ___________________________________________________________
____________________________________ Phone # ____________________
2. NATURE OF COMPLAINT
(Please summarize briefly the facts. If you need more space for additional details, you
may attach additional page(s). If your complaint is against an individual, please include
that person’s name.)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
3. PREVIOUS ACTION
Have you expressed your complaint to any person at AHEDD verbally? ______
Who was that person? _____________________________________________
Have you expressed your complaint to any member of the Citizens Advisory
Committee? ________________
Who was that person? ______________________________________________
4. I HAVE READ THIS COMPLAINT (including any attachments) AND IT IS TRUE
AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION AND
BELIEF.
_______________________________________ ______________________
Signature Date
Attachment number 1 \nPage 13 of 13
Item # 20
Commission Meeting Agenda
7/16/2013 5:00 PM
Award Copiers Services 13-144
Department:Procurement
Caption:Motion to approve for Augusta to enter into a contract with the
Pollock Company to be the service provider for "Copier
Managment Service" for Augusta, Georgia. This contract
provided for the placement of 57 copiers in various Augusta,
Georgia Departments by Pollock Company. The pricing for this
agreement was predicated by determining a combined monthly
copy volume of all 52 devices with a single monthly invoice for
all usage. The contract includes all required hardware, service
support, parts, labor and consumable supply items (excludes
papers) for the agreement term. The contract will be established
as a three (3) year program with two (2) automatic one year
(1) year renewal. (Approved by Administrative Services
Committee July 8, 2013)
Background:The Pollock Company was the successful bidder on the previous
contract for "Copier Management Serivce". The Procurement
Department bid the services as an RFP. Three (3) vendors
responded with 1 being deemed as non-compliant. During
the evaluation process, Ricoh and Pollock Company
were requested to make presentations to the evaluation
committee. Following a detail evaluation of the proposals and the
vendor presentations, it was the recommendation of the committee
to proceed with an award to Pollock Company.
Analysis:Approving Pollock as our service provider will allow the vendor
to begin implementing copiers in the indentified area timely and in
a cost efficient manner.
Financial Impact:It would be in the best interest to Augusta to award the contract to
Pollock based on Pollock's service level and cost proposal.
Alternatives:Purchase individual department copiers which will include adding
the cost of supplies and maintenance or enter into negotations with
the next compliant vendor Richo.
Cover Memo
Item # 21
Recommendation:Approve the award to enter into contract negotations with Pollock
Company.
Funds are Available
in the Following
Accounts:
Each Departement will be responsible for the copiers which are
located in their respective departments.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 21
Request for Proposal
Request for Proposals will be received at this office until Tuesday, April 30, 2013 @ 3:00 p.m. for furnishing:
RFP Item #13-144 Copier Lease Service for Various Departments
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 Conference will be held on Tuesday, April 16, 2013 @ 10:00 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 Thursday, April 18, 2013 @ 5:00 P.M. No RFP 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.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 21, 28, April 4, 11, 2013
Metro Courier March 27, 2013
Revised: 3/5/2013
Attachment number 1 \nPage 1 of 1
Item # 21
VENDORS Attachment B E-Verify #Addendum
1-2 SAVE Form Original 6 Copies Fee
Proposal
POLLOCK COMPANY
1711 CENTRAL AVE
AUGUSTA, GA 30904 Yes 235697 Yes Yes Yes Yes Yes
RICOH
2743 PERIMETER PKWY
BUILDING 100, STE 112
AUGUSTA, GA 30909
Yes 41099 Yes Yes Yes Yes Yes
SIMPLIFIED OFFICE SYS
6220 BUSHRIVER ROAD
COLUMBIA, SC 29212
DIGITAL OFFICE
EQUIPMENT
611C NORTHSIDE DR W
STATESBORO, GA 30458
RFP Opening
RFP Item #13-144
Copier Lease Service
for Augusta, Georgia - Various Departments
RFP Due: Tuesday, April 30, 2013 @ 3:00 p.m.
The following vendors did not respond:
CSRA DOCUMENT SOL / 802 E MARTINTOWN RD, STE 162 / NORTH AUGUSTA, SC 29841
CAROLINA BUSINESS EQUIPMENT / 5123 BUSH RIVER ROAD / COLUMBIA, SC 29212
No RFP Response
No RFP Response
Page 1 of 1
Attachment number 2 \nPage 1 of 1
Item # 21
RICOH
2743 PERIMETER PKWY
BUILDING 100, STE 112
AUGUSTA, GA 30909
POLLOCK COMPANY
1711 CENTRAL AVE
AUGUSTA, GA 30904
RICOH
2743 PERIMETER PKWY
BUILDING 100, STE 112
AUGUSTA, GA 30909
POLLOCK COMPANY
1711 CENTRAL AVE
AUGUSTA, GA 30904
6.00 Ability to meet all RFP requirements . 3.75 4.75 4.500 5.700
3.00
Company history and the present organizational structure and
list the contact person for this project. 4.75 5.00 2.850 3.000
3.00
Cover letter introducing the company and include the
corporate name, address and telephone
number of the corporate headquarters and local office. 5.00 5.00 3.000 3.000
Points 12.00 13.50 14.75 10.35 11.70
8.00
Provide sample of firm's reporting capabilities (invoicing by
department). 2.50 4.75 4.000 7.600
5.00
Provide specification sheets/brochures of all proposed copiers
- identify the location(s) on each sheet/brochures 5.00 5.00 5.000 5.000
4.00
Ability to meet all the requirements for equipment, installation
and maintenance 3.00 5.00 2.400 4.000
3.00
Creative/Innovative Solutions for the five (5) volume range
tiers of copiers 4.00 4.75 2.400 2.850
2.00
Firm's customer training, orientation and technical support for
users 3.50 5.00 1.400 2.000
4.00 Ability to meet all the requirements for equipment service 4.25 5.00 3.400 4.000
7.00 Maintenance Service 3.50 4.75 4.900 6.650
3.00 Phase-In of new equipment/Implementation plan 3.75 5.00 2.250 3.000
3.00 Right sizing of equipment 4.00 5.00 2.400 3.000
3.00
Copier Malfunction Plan: Describe the maintenance plan to
ensure reliability and availability of each copier type 3.50 5.00 2.100 3.000
3.00
Provide information regarding your firm’s customer training,
orientation and technical support. 2.75 4.50 1.650 2.700
4.00 Replacement Plan 3.00 4.00 2.400 3.200
Points 49.00 42.75 57.75 34.30 47.00
TECHNICAL
REQUIREMENTS 1.00
Integration with Augusta's Information Technology Department
and Networking Capabilities 5.00 5.00 1.000 1.000
Points 1.00 5.00 5.00 1.00 1.00
10.00
The deliverables listed in this section are the minimum
desired from each vendor. (Deliverables ar any attachments,
license, and etc. requested in the Request for Proposal). 4.38 4.88 8.750 9.750
5.00
Equipment requirements - Show Plan
Copiers will be located at the locations identified within RFP
13-144 3.63 5.00 3.625 5.000
Points 15.00 8.00 9.88 12.38 14.75
8.00 Experience related to performance of requested services 3.75 5.00 6.000 8.000
3.00 Financial/Administrative Stability 4.75 4.75 2.850 2.850
3.00 RFP Quality/Completeness 3.50 4.75 2.100 2.850
4.00 Character, Reputation, References 3.75 4.75 3.000 3.800
5.00 Overall Value Proposition 3.75 4.75 3.750 4.750
Points 23.00 19.50 24.00 17.70 22.25
Grand Total 100.00 164.00 208.00 75.73 96.70
2 1
Cumulative Phase II - Presentations
(Ranking in order of preference - 1 being the number one choice)
Presentation
Cumulative Phase I - Evaluation Sheet
Phase I - Augusta, Georgia - Copier Score Sheet
RFP #13-144 Copier Lease Service
for Augusta, Georgia - Procurement Department
PROSPECTIVE
CONTRACTOR'S
CREDENTIALS AND
RESPONSIVENESS
PLAN ADMINISTRATION,
SERVICES, TECHNICAL
APPROACH AND
QUALITY
DELIVERABLES
QUALIFICATIONS AND
EXPERIENCE
Rating Weighted Score
General Description Points
Vendors (Scale 0 (Low) to 5 (High))
Factor
Vendors
1
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RFP 13-144 Copier Lease Service Page 1 of 5
Contract #CPRO13-144
RFP #13-144 Copier Lease Services
DRAFT
CONTRACT
This contract is entered into on and as of _______________, 2013, by and between Augusta, Georgia, by
and through the Augusta, Georgia Commission, and the___________________. This contract is
prepared in accordance with the Procurement Regulations of Augusta, Georgia and shall be controlled by
provision thereof.
1. DEFINITIONS
As used in this Contract the terms below are defined as follows:
a. “Augusta” shall mean Augusta, Georgia, acting by and through the Augusta, Georgia
Commission.
b. “Using Department” shall mean all departments listed on Attachment “A” attached hereto
and incorporated herein by reference.
c. “Contract Administrator” shall mean the individual and/or department assigned to
administer this Contract, to wit: the Augusta, Georgia Procurement Department and its
Director.
d. “Contractor” shall mean the__________________, whose authorized representative is
________________________, who is responsible for the performance obligation of the
Contractor under the Contract.
e. “Commission” shall mean the Augusta, Georgia Commission.
2. TERM; TERMINATION
a. This Contract shall be for an initial term of three (3) years, beginning __________, 2013.
This Contract may be renewed for two additional terms of one (1) year each, by the
mutual written consent of the parties, unless earlier terminated.
b. The parties agree that Augusta may terminate this Contract or any work or delivery
required hereunder, from time to time, either in whole or in part.
c. Either party wishing to terminate this contact, must give a 90 day written notice of such
intent.
Termination by Augusta, in whole or in part, shall be affected by delivery of a Notice of
Termination signed by the Mayor, mailed or delivered to Contractor, and specifically setting
forth the effective date of termination.
Upon receipt of such Notice, Contractor shall:
i. Cease work and future deliveries due under this Contract, on the date, and as specified
in the Notice of Termination;
ii. Place no future orders with any subcontractors except as may be necessary to perform
that portion of this Contract not subject to the Notice of Termination;
iii. Terminate all subcontractors except those made with respect to Contract performance
not subject to the Notice of Termination;
iv. Settle all outstanding liabilities and claims which may arise out of such termination, with
the ratification of the Procurement Department of Augusta; and
v. Use its best efforts to mitigate any damages which may be sustained by Augusta as a
consequence of termination under this clause.
After complying with the provision of paragraph iii Above, the Contractor shall submit a
termination claim, in no event later than six months after the effective date of termination,
unless an extension is granted by the Director of Procurement.
Attachment number 8 \nPage 1 of 5
Item # 21
RFP 13-144 Copier Lease Service Page 2 of 5
The Director of Procurement, with the approval of the Commission, shall pay from the Using
Department’s budget reasonable costs of termination, including a reasonable amount for
profit on services delivered or completed. In no event shall this amount be greater than the
original contract price, reduced by any payments made prior to Notice of Termination, and
future reduced by the price of the services not delivered, or those services not provided.
This Contract shall be amended accordingly, and the Contractor shall be paid the agreed
upon amount.
In the event that the parties cannot agree on the whole amount to be paid to Contactor by
reason of termination under this clause, the Director of Procurement shall pay to the
Contractor the amount determined as follows, without duplicating any amount which may
have already been paid under the preceding paragraph of this clause:
i. With respect to all Contract performance prior to the effective date of Notice of
Termination, the total of:
a. Cost of the work performed;
b. The cost of settling and paying any reasonable claims as provided in subparagraph iv
above;
c. A sum as determined by the Director of Procurement and approved by the
Commission to be fair and reasonable.
ii. The total sum to be paid shall not exceed the Contract price, as reduced by the amount
of payments otherwise made, and as further reduced by the Contract price of services
not terminated.
In the event that Contractor is not satisfied with any payments which the Director of
Procurement shall determine to be due under this clause, the Contractor may appeal any
claim to the Commission in accordance with the “Disputes” clause of this Contract.
Contractor shall include a provision similar to this one in any subcontract, and shall
specifically include a requirement that subcontractors make all reasonable efforts to mitigate
damages which may be suffered. Failure to include such provisions shall bar Contractor from
any recovery from Augusta whatsoever of loss or damage sustained by a subcontractor as a
consequence of termination.
d. Either party may terminate this Contract, without further obligation, for the default of
the other party or its agents or employees with respect to any agreement or provision
contained herein.
e. In the event Contractor sells, transfers or relinquishes, whether involuntarily or
voluntarily, its ownership interest in the corporation, partnership or proprietorship
identified in this Contact, this Contract shall terminate in accordance with this
agreement.
3. INCORPORATION OF DOCUMENTS
The following documents are hereby incorporated by reference into this Contract:
a. Contractor’s Proposal: Copier Management Service for Augusta, Georgia
RFP #13-144
b. Augusta’s RFP # 13-144, Copier Services, April 3, 2013 (date).
In the event of any inconsistency between the Contractor’s Proposal and Augusta’s RFP, the
terms and conditions of the RFP shall control.
Attachment number 8 \nPage 2 of 5
Item # 21
RFP 13-144 Copier Lease Service Page 3 of 5
4. PROVISION OF SERVICES
Contractor hereby agrees to provide to Augusta the services described herein and further
outlined in, Scope of Work. The Scope of Work shall take precedence over the documents set
forth in Section 3 in the event of inconsistency.
5. CONTRACT AMOUNT
In return for the services identified above, and subject to the “Non-Appropriation of Funds” clause
herein, Augusta certifies that sufficient funds are budgeted and appropriated and shall
compensate the Contractor a base monthly amount of _______________________________
($.00); in accordance with the pricing structure contained in the RFP which is attached hereto and
incorporated herein by reference (the “Pricing Structure”), for the 36-month term of this
Agreement. Contractor shall not invoice, or receive any payments in excess of this amount,
except pursuant to the provisions of the Pricing Structure and/or Section 11 herein. Contractor
specifically acknowledges and agrees that it shall not receive payment or reimbursement for
expenses, including those relating to travel, purchase of supplies or related items.
6. METHOD OF PAYMENT
Contractor shall submit monthly invoices listing the services performed and completed as outlined
in the Pricing Structure. The invoice should cite the backup itemized charges separately for
service to each cost center. An original summary invoice shall be sent to: Accounting
Department, Room 105, 530 Greene Street, Augusta, Georgia 30901.
Augusta will make payment to Contractor within 30 days of receipt of a correct invoice based
upon the Pricing Structure. Payment will be based on unit prices.
7. TIME OF ESSENCE AND COMPLETION
Time shall be of the essence to this Contract, except where it is herein specifically provided to the
contrary.
Contractor shall provide the contract services in accordance with RFP and to completed 30 days
after receipt of the purchase order.
8. KEY PERSONNEL
a. Contractor shall assign to this Contract the following key personnel:
i. ______________-
ii. ______________
iii. _______________
c. During the period of performance, Contractor shall make no substitutes to key
personnel unless the substitution is necessitated by illness, death, or termination of
employment. Contractor shall notify the Augusta, Georgia Director of Procurement
within five (5) calendar days after the occurrence of any of these events and provide
the following information, providing a detailed explanation of the circumstances
necessitating the proposed substitutions, complete resumes for the proposed
substitutes, and any additional information requested by the Augusta, Georgia
Director of Procurement. Proposed substitutes shall have comparable qualifications
to those of the persons being replaced. The Augusta, Georgia Director of
Procurement will notify the Contractor within fifteen (15) calendar days after receipt of
all required information of the decision on substitutions. This clause will be modified
to reflect any approved changes of key personnel.
9. INSPECTION AND ACCEPTANCE
All tasks and reports shall be conducted and completed in accordance with recognized and
customarily accepted industry practices, and shall be considered complete when the products are
approved as acceptable by the Contract Administrator in writing. In the event of rejection of any
report or deliverable, Contractor shall be notified in writing and shall have ten (10) working days
from date of insurance of notification to correct the deficiencies and re-submit the
report/deliverable. Failure to submit acceptable work within said (10) ten-day period shall
constitute a breach of this contract for which the Contractor may be held in default.
10. ASSIGNABILITY OF CONTRACT
Neither this contract, nor any part hereof, may be assigned by Contractor to any other party
without the prior express written permission of Augusta.
Attachment number 8 \nPage 3 of 5
Item # 21
RFP 13-144 Copier Lease Service Page 4 of 5
11. MODIFICATIONS OR CHANGES TO THIS CONTRACT
All modifications and changes to this Contract shall be in writing and signed by both parties.
The Contract Administrator, with the approval of the Commission, shall have the authority to order
changes in this Contract which affect the cost or time of performance. Such changes shall be
ordered in writing specifically designated to be a “Change Order.” Such change orders shall be
limited to reasonable changes in the services to be provided or the time of delivery; provided that
the Contractor shall not be excused from performance under the changed Contract by failure to
agree to such changes, and it is the express purpose of this provision to permit unilateral
changes in the contract now subject to the conditions and limitations herein.
Contractor need not perform any work described in any Change Order unless it has received a
written certification from Augusta that there are funds budgeted and appropriated sufficient to
cover the cost of such changes.
Contractor shall make a demand for payment for completed Change Order work within thirty (30)
days of completion of Change Order, unless such time period is extended in writing, or unless the
Director of Procurement requires submission of a cost proposal prior to the initiation of any
changed work or services. Later notification shall not bar the honoring of such claim or demand
unless Augusta is prejudiced by such delay.
No claim for changes ordered hereunder shall be considered if made after final payment in
accordance with the Contract.
12. EMPLOYMENT DISCRIMINATION – CONTRACT OVER $10,000
During the performance of this Contract, Contractor agrees as follows:
a. Contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, gender, disability, or national origin, except where
religion, gender, or national origin is a bona fide occupational qualification reasonably
necessary to the normal operation of Contractor. Contractor agrees to post, in
conspicuous places, notices setting forth the provisions of this nondiscrimination
clause.
b. Contractor, in all solicitations or advertisements for employees placed by or on behalf
of Contractor, will state that such Contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with Federal law, rule,
or regulation shall be deemed sufficient for the purpose of meeting the requirements
of this section.
Contractor will include the provisions of the foregoing paragraphs a, b, and c in every subcontract
or purchase order over $10,000 so that the provision will be binding upon each subcontractor or
vendor.
13. EXAMINATION OF RECORDS
Contractor agrees that Augusta or any duly authorized representative shall, until the expiration of
three (3) years after final payment hereunder, have access to and the right to examine and copy
any directly pertinent books, documents, papers, and records of Contractor involving transactions
related to this Contract.
Contractor further agrees to include in any subcontract for more than $10,000 entered into as a
result of this contract, a provision to the effect that the subcontractor agrees that Augusta, or any
duly authorized representative, shall, until the expiration of three (3) years after final payment
under the subcontract, have access to and the right to examine and copy any Contractor involved
in transactions related to such subcontract, or this Contract. The term subcontract as used herein
shall exclude subcontracts or purchase orders for public utility services at rates established for
uniform applicability to the general public.
The period of access provided in the paragraphs above for records, books, documents, and
papers which may be related to any arbitration, litigation, or the settlement of claims arising out of
the performance of this contract or any subcontract shall continue until any appeals, arbitration,
litigation, or claims shall have been finally disposed of.
Attachment number 8 \nPage 4 of 5
Item # 21
RFP 13-144 Copier Lease Service Page 5 of 5
14. DISPUTES
Disputes by Contractor with respect to this Contract shall be decided in the first instance by the
Augusta, Georgia Director of Procurement, who shall reduce his or her decision to writing.
Further appeal shall be made in writing to the Commission. Decisions by the Commission shall
be final and binding unless set aside by a court of competent jurisdiction as fraudulent,
capricious, arbitrary, or so grossly erroneous as necessarily to imply bad faith, or not be
supported by any evidence. Pending a final determination of a properly appealed decision of the
Director of Procurement, Contractor shall proceed diligently with the performance of the Contract
in accordance with that decision.
15. INTEGRATION CLAUSE
This contract, and any and all exhibits thereto, and/or documents incorporated by reference into
this Contract, shall constitute the whole agreement between the parties. There are no promises,
terms, conditions, or obligations other than those contained herein, and this Contract shall
supersede all previous communications, representations, or agreements, written or verbal,
between the parties hereto related to the Provision for Services described herein.
IN WITHNESS WHEREOF, the parties here set their hands and seals as of the date first written above.
AUGUSTA, GEORGIA
_________________________ Date_________
By: Deke S. Copenhaver
As its Mayor
ATTEST:
___________________________Date __________
Lena Bonner
As its Clerk
(SEAL) THE __________________ COMPANY
_________________________ Date__________
Printed name:___________________________
As its President
ATTEST:
___________________________ Date ___________
Corporate Secretary
(SEAL)
_________________________ Date________
Geri Sams
As Director of Procurement
Attachment number 8 \nPage 5 of 5
Item # 21
Commission Meeting Agenda
7/16/2013 5:00 PM
Meeting time for all committees
Department:Clerk of Commission
Caption:Motion to approve rotating the scheduled meeting time for all
committees at two month intervals in accordance with proposed
schedule presented by Commissioner Davis. (Approved by
Administrative Services Committee July 8 2013)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
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Item # 22
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Item # 22
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Item # 22
Commission Meeting Agenda
7/16/2013 5:00 PM
Attorney Ruling EEO/DBE Coordinators
Department:
Caption:Receive ruling from the General Counsel regarding the matter of
the EEO Director's Position/EEO/DBE Coordinators positions.
(Requested by Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 23
Commission Meeting Agenda
7/16/2013 5:00 PM
Commission Directives
Department:
Caption:Discuss Commission's authorized directives. (Requested by
Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 24
Commission Meeting Agenda
7/16/2013 5:00 PM
Ellis Albright
Department:Clerk of Commission
Caption:Consider for approval presentation by Mr. Ellis Albright of the
CSRA Business League regarding minority, women and
disadvantaged businesses.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 25
Attachment number 1 \nPage 1 of 1
Item # 25
Commission Meeting Agenda
7/16/2013 5:00 PM
Evaluations Commission Direct Reports
Department:
Caption:Discuss evaluation process for Commission's direct reports.
(Requested by Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 26
Commission Meeting Agenda
7/16/2013 5:00 PM
Motion to approve an ordinance to amend Section 500.115 of the Personnel Policies and Procedures
Manual regarding remployment of Augusta, GA retirees; to repeal all code sections and ordinances in
conflict herewith; to provde an effective date; and to wai
Department:Law
Caption:Motion to approve an ordinance to amend Section 500.115 of the
Personnel Policies and Procedures Manual regarding
reemployment of Augusta, GA retirees; to repeal all code sections
and ordinances in conflict herewith; to provide an effective date;
and to waive second reading
Background:Commission tasks the with developing an emergency plan in the
event the current transit management service provider were to
discontinue providing services prior to adequate transition to
another transit management service provider and such emergency
plan entails reemploying certain individuals who have previously
retired from an Augusta, GA retirement plan which is currently
prohibited by the PPPM.
Analysis:
Financial Impact:
Alternatives:Deny
Recommendation:Approve
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
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Item # 27
Administrator.
Clerk of Commission
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Item # 27
ORDINANCE NO. ___________
AN ORDINANCE TO AMEND THE AUGUSTA, GA CODE TITLE ONE ARTICLE
FOUR SECTION 1-7-51 RELATING TO THE ADOPTION OF PERSONNEL POLICIES
AND PROCEDURES OF AUGUSTA, GEORGIA; TO AMEND SECTION 500.115 OF
THE PERSONNEL POLICIES AND PROCEDURES MANUAL REGARDING
REEMPLOYMENT OF RETIREES OF AUGUSTA, GEORGIA; 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.
WHEREAS, the Augusta, Georgia Board of Commissioners tasked the Administrator’s Office
with creating an emergency plan in the event the current transit management service provider
were to discontinue providing transit management services prior to adequate transition to another
transit management service provider;
WHEREAS, such emergency plan entails reemploying certain individuals who have previously
retired under an Augusta, Georgia retirement plan;
WHEREAS, Section 500.115 of the Personnel Policy and Procedures Manual prohibits rehiring,
in a regular capacity, an employee who has previously retired under an Augusta, Georgia
retirement plan; and
WHEREAS, Augusta, Georgia desires to update and amend Section 500.115 of the Personnel
Policy and Procedures Manual which is part of AUGUSTA, GA. CODE Section 1-7-51 to allow the
rehiring of retired employees in a regular capacity.
THE AUGUSTA, GEORGIA COMMISSION, ordains as follows:
SECTION 1. AUGUSTA, GA. CODE Section 1-7-51 as set forth in the Augusta, Ga. Code, re-
adopted March 1, 2011 (Ord. 7323), is hereby amended by striking Section 500.115 of the
incorporated Personnel Policy and Procedures Manual in its entirety and inserting in lieu thereof
new Section 500.115 as set forth in “Exhibit A” hereto.
SECTION 2. This ordinance shall become effective upon its adoption in accordance with
applicable laws.
SECTION 3. All ordinances or parts of ordinances in conflict herewith are hereby repealed.
Adopted this _____ day of , 2013.
___________________________
David S. Copenhaver
As its Mayor
Attachment number 1 \nPage 1 of 4
Item # 27
Attest:
______________________________
Lena J. Bonner, Clerk of Commission
Seal:
Published in the Augusta Chronicle.
Date: ______________________
First Reading:___________________
Second Reading: Waived
Attachment number 1 \nPage 2 of 4
Item # 27
EXHIBIT A
STRIKE:
Section 500.115 Retirees of Augusta, Georgia Statement of Policy
Augusta, Georgia recognizes the valuable service provided by long-tenured
employees and provides a retirement program for employees who have reached the
end of their Augusta, Georgia career. As such, it is Augusta, Georgia’s policy that
employees who have achieved retirement status will not be reemployed in a regular
status. A retired employee may be hired back into a temporary part-time position
only. If the former employee has received a retirement incentive upon retirement,
they are not eligible to be rehired for twenty-four (24) months after their retirement
date.
REPLACE WITH:
Section 500.115 Retirees of Augusta, Georgia Statement of Policy
Augusta, Georgia recognizes the valuable service provided by long-tenured
employees and provides a retirement program for employees who have reached the
end of their Augusta, Georgia career. Employees who have achieved retirement
status from an applicable Augusta, Georgia retirement plan may only be rehired in
accordance with the applicable retirement plan documents. If the former employee
has received a retirement incentive upon retirement, they are not eligible to be
rehired for twenty-four (24) months after their retirement date.
Attachment number 1 \nPage 3 of 4
Item # 27
REDLINE:
Section 500.115 Retirees of Augusta, Georgia Statement of Policy
Augusta, Georgia recognizes the valuable service provided by long-tenured
employees and provides a retirement program for employees who have reached the
end of their Augusta, Georgia career. Employees who have achieved retirement
status from an applicable Augusta, Georgia retirement plan may only be rehired in
accordance with the applicable retirement plan documents.As such, it is Augusta,
Georgia’s policy that employees who have achieved retirement status will not be
reemployed in a regular status. A retired employee may be hired back into a
temporary part-time position only. If the former employee has received a
retirement incentive upon retirement, they are not eligible to be rehired for twenty-
four (24) months after their retirement date.
Attachment number 1 \nPage 4 of 4
Item # 27
Commission Meeting Agenda
7/16/2013 5:00 PM
CivicPlus Website Refresh
Department:Information Technology
Caption:Motion to approve contract addendum with CivicPlus.
(Approved by Public Safety Committee July 8, 2013)
Background:Augusta contracted with Icon Enterprises (DBA CivicPlus) in
2008 in order to secure hosting and design services related to the
City of Augusta web site at www.augustaga.gov.
The current Augusta web site features over 1,000 individual pages
related to city departments, facilities, and programs. The
appearance of the site has changed cosmetically since the initial
implementation with CivicPlus in 2009, but there has been no
major redesign. It is a stated internal goal of IT to see that the site
is redesigned and refreshed every 3-4 years.
As the means by which many citizens (and other parties around
the world) get information about Augusta, the city’s web site
needs to be updated in order to reflect changes in technology that
have made web pages more dynamic, more mobile-accessible, and
more social media-friendly as well.
Analysis:
CivicPlus has provided the opportunity to Augusta to perform a
redesign of the web site at a reduced one-time rate due to the fact
that we have been a loyal customer since 2008. The redesign
effort includes a new look-and-feel for the site, a new top banner,
enhancements to navigation and drop-down menus, updated
graphic elements, content migration (to move all 1,000+ current
pages to the new design), and access to a new feature (called
Aurora) that permits Augusta personnel to make front-page
changes on the fly. The contract proposal includes an increase in
the annual maintenance. The intent of the increase is to fund the
next redesign effort. In four years, Augusta will be entitled to
another redesign, but there will be no charge at that time since it is
tied in with annual maintenance. CivicPlus has over 1,400
government customers nationwide and many have gone through
the redesign process. Contracting with CivicPlus to accomplish
the redesign effort means that this endeavor can be accomplished
with minimal City of Augusta staff time. In essence, Augusta
Cover Memo
Item # 28
advises them of our choices, CivicPlus implements the changes,
and the new site is prepared.
Financial Impact:The overall change in our annual maintenance with CivicPlus
would be $1,200. The one-time charge for the redesign is $5,924.
Alternatives:None
Recommendation:Approve contract addendum with CivicPlus.
Funds are Available
in the Following
Accounts:
The redesign will be paid for using IT Capital funds. The annual
maintenance will come from IT’s Operating Budget.
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 28
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Service & License Agreement for Augusta, GA
Page 1 of 2
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
CivicPlus Recurring Redesign Contract Addendum
THIS CONTRACT ADDENDUM is agreed to on May 8, 2013, between Icon Enterprises, Inc., d/b/a CivicPlus (“CivicPlus”) with its
principal place of business located at 317 Houston St., Ste. E, Manhattan, Kansas 66502, and Augusta, GA (“Client”), with its principal
location at 530 Greene Street Annex 101, Augusta, GA 30911, and shall be effective as of the date of signing indicated at the end of
this addendum.
RECITALS
WHEREAS, CivicPlus is engaged in the business of engaged in the business of developing, marketing and selling custom community
engagement platforms that include web sites, web interfaces and portals and a proprietary government content management system
and associated modules; in addition to project development, design, implementation, support and hosting services;
WHEREAS, Client is currently engaged in a relationship with CivicPlus for Annual Support, Maintenance and Hosting services as set
forth in the original contract signed on October 17, 2008;
WHEREAS, Client and CivicPlus have agreed to alter certain terms as set forth in the original contract; specifically, the addition of
terms and services as specified in this addendum.
NOW, THEREFORE, Client and CivicPlus agree as follows:
Scope of Services
1. Client has selected the Recurring Site-Redesign Package, which includes a CP Basic Redesign at contract signing and builds
eligibility for a CP Basic Redesign. Client will be invoiced upon contract signing for the associated on-time fees and the
increase in monthly recurring fees. Project details can be found in Exhibit A.
2. After initiation of this Recurring Site-Redesign Package addendum, Client will begin building eligibility for a CP Basic redesign.
After 48 months under the terms of this addendum, as well as those of the original contract and all associated pricing, Client
will be fully eligible for a CP Basic Redesign.
Billing & Payment Terms
3. All other billing and payment terms reflected in the original contract, including invoice and payment dates, apply to this
addendum.
4. The Client will be invoiced electronically through email. Upon request CivicPlus will mail invoices and the Client will be charged
a $5.00 convenience fee.
Agreement Renewal
5. Unless otherwise stated in the original contract, the original contract and this addendum shall remain in effect for a period of
one year (12 months) from signing. In the event that neither party gives 60 days’ notice prior to the end of the initial or any
subsequent term, this Agreement will automatically renew for an additional contract term. After 48 consecutive months under
the terms of this contract and associated pricing, Client will be fully eligible for a CP Basic Redesign.
6. Either party may terminate the agreement at the end of the contract term by providing the other party with 60 days’ written
notice, prior to the contract renewal date.
7. In the event of contract termination, Client forfeits eligibility for the CP Basic Redesign and all funds applied to such eligibility.
In the event of early termination of this Agreement by the Client, full payment for services provided is due within 15 days of
termination.
Applicability
8. All other terms, conditions, contractual obligations and agreements acknowledged and agreed upon in the original contract
remain in effect and are not altered or nullified by this addendum, except as indicated in Exhibit C: “Augusta, GA Procurement
Provision Addendum”.
Attachment number 2 \nPage 1 of 8
Item # 28
Service & License Agreement for Augusta, GA
Page 1 of 2
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Acceptance
We, the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined
in this Agreement.
Augusta , GA
Mayor Deke Copenhaver Date
Attest Date
CivicPlus Date
Sign and E-mail or Fax this Copy And – Mail Two (2) Signed Originals
Attn: Contract Manager
E-mail: SalesCoordinators@CivicPlus.com
Fax: 785-587-8951
CivicPlus Contract Manager
317 Houston St., Suite E
Manhattan, KS 66502
We will e-mail or fax a counter-signed copy of the contract back to you so we can begin your project. Upon receipt of two signed
originals, we will counter-sign and return one copy for your files.
--Remainder of this page left intentionally blank—
Attachment number 2 \nPage 2 of 8
Item # 28
Service & License Agreement for Augusta, GA
Exhibit A 1 of 2
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Exhibit A - CivicPlus Project Deliverables
CivicPlus Project Development Services & Scope of Services for
CP Basic Recurring Redesign
Design & Project Overview
Our designers will create a fresh new look for your site, and our CivicPlus Team will
handle the content migration.
Our developers will migrate all of the content from your existing site to your new site
and ensure proper formatting and any new styles are applied.
The Basic option works great for customers who have a few content contributors and
have kept the site’s content in good condition but have little time to attempt a full
migration on their own.
Annual Fee
$1,200
One Time Fee
$5,924
Includes:
· New design
· Redevelop banner
· Redevelop navigation method (may choose top drop-down or other options)
· Design setup - wireframe
· Redevelop graphic elements of website (Newsflash, FAQs, Calendar, etc.)
· Project Management
· Testing
· Review
· Content Migration – Includes retouching of all existing published pages to
ensure proper formatting, menu structure, and application of new site
styles. Note: Content will not be rewritten, reformatted or pages broken up
(shortened or re-sectioned)
· Site styles and page layouts will be touched so all pages match the new
design and migrate cleanly
· Spelling and broken links will be checked and reported if unable to correct
Add-On Options
Inclusion of all standard modules (see module listing) Included
Content Development – Develop all Content Pages Optional
Portal Page Optional
Portal page with Flash Optional
Additional Banners Optional
12 hours interactive webinar training (up to 6 employees)
Quote includes free use of up to 6 webcams and headsets
Optional
Annual Increase $1,200
Total Project Development Fee $5,924
Total Fees $7,124
Attachment number 2 \nPage 3 of 8
Item # 28
Service & License Agreement for Augusta, GA
Exhibit A 2 of 2
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Project Development Includes the Following:
Modules Functionality
· Agenda Center · Action Items Queue
· Alerts Center & Emergency Alert Notification · Audit Trail / History Log
· Archive Center · Automated PDF Converter
· Bid Postings · Automatic Content Archiving
· Blog · Content Library
· Business/Resource Directory · Dynamic Breadcrumbs
· Calendar · Dynamic Sitemap
· Carbon Calculator · Expiring Items Library
· Citizen Request Tracker™ (5 users) · Generic Mobile App (iOS & Android)
· Community Voice™ · Graphic Link Administration
· Document Center · Links Redirect and Broken Links Finder
· ePayment Center · Menu Management
· Facilities & Reservations · Mouse-over Menu Structure
· Frequently Asked Questions · MuniMobile™
· Forms Center · Online Editor for Editing and Page Creation (WYSIWYG)
· Healthy City · Online Web Statistics (Only with CivicPlus Hosting)
· Intranet · Page Wizard w/Multiple Layouts
· Job Postings · Printer Friendly/Email Page
· License & Permits · Rotating Content
· Media Center with Live Streaming Video · RSS
· My Dashboard · Search Engine Registration
· News Flash · Site Layout Options
· Notify Me® Email & SMS Text Subscription · Site Search & Entry Log
· Online Job Application with 1 Generic Application · Slideshow
· Opinion Poll · Social Media Integration (Facebook & Twitter)
· Photo Gallery · User & Group Administration Rights
· Postcard · Web Page Upload Utility
· Quick Links · Website Administrative Log
· Real Estate Locator
· Spotlight
· Staff Directory
Attachment number 2 \nPage 4 of 8
Item # 28
Service & License Agreement for Augusta, GA
Exhibit C 1 of 3
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Exhibit B - Annual Support, Maintenance and Hosting Services
Current Annual Support, Maintenance and Hosting Fee
Server Storage not to exceed 40 GB
Media Center Storage not to exceed 10 GB
$10,881.96
Annual Increase $1,200.00
New Annual Fee
(Effective upon Contract Signing) $12,081.96
Annual Support, Maintenance & Hosting Service Include the Following:
Support Maintenance of CivicPlus
Application & Modules
Hosting
7-7 (CST) Mon-Fri (excluding holidays) Install Service Patches for OS Shared Web/SQL Server
24/7 Emergency Support Upgrades DNS Consulting & Maintenance
Dedicated Support Personnel Fixes Monitor Bandwidth-Router Traffic
2-hour Response during Normal Hours Improvements Redundant ISP
Usability Improvements Integration Redundant Cooling
Integration New & Upgraded Services Testing Natural Gas Powered Generator
Proactive Support for Updates & Fixes Development Daily Tape Backup
Online Training Manuals Usage License Intrusion Detection & Prevention
Monthly Newsletters Antivirus Protection
Phone Consulting Upgrade Hardware
CivicPlus Connection
Attachment number 2 \nPage 5 of 8
Item # 28
Service & License Agreement for Augusta, GA
Exhibit C 1 of 3
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Exhibit C – Augusta, GA Procurement Provision Addendum
The following provisions, stipulated to be included in Augusta, Georgia contracts by the Augusta Commission effective
6/21/2011, are hereby attached to and supersede the conditions of any existing contracts and contract addendums
between Augusta, GA and Icon Enterprises, Inc., d/b/a CivicPlus (“CivicPlus”). In the event of conflict between sections
of existing contracts between Augusta, GA and CivicPlus, Inc., the provisions as stated in this addendum shall prevail.
Certain provisions of this Addendum are addressed in the original Software License Agreement (hereinafter “Original
Agreement”) between CivicPlus and Augusta, Georgia, signed October 17, 2008. These are noted where relevant below
when the original language meets current Augusta Procurement Code.
1. 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, or delaying of the work to be
performed by CivicPlus under this agreement.
2. Defective Pricing: To the extent that the pricing provided by CivicPlus is erroneous and defective, the parties may,
by agreement, correct pricing errors to reflect the intent of the parties.
3. Liquidated Damages: The Consultant agrees to pay as liquidated damages to Augusta the sum of $100 for each
consecutive calendar day after expiration of the expected Go-Live Date, except for authorized extensions of time by
Augusta, which shall not be unreasonably withheld. This Section is independent of any contract, addendum, or
Original Agreement section regarding the Default of CivicPlus. The parties agree that these provisions for liquidated
damages are not intended to operate as penalties for breach of Contract.
The liquidated damages set forth above are not intended to compensate Augusta for any damages other than
inconvenience and loss of use or delay in services. The existence or recovery of such liquidated damages shall not
preclude Augusta from recovering other damages in addition to the payments made hereunder which Augusta can
document as being attributable to the documented CivicPlus failures. In addition to other costs that may be
recouped, Augusta may include costs of personnel and assets used to coordinate, inspect, and re-inspect items
within this Contract as well as attorney fees if applicable.
4. Specified Excuses for Delay or Non-Performance: CivicPlus is not responsible for delay in performance caused by acts
of nature, strikes, lockouts, accidents, or other events beyond the control of CivicPlus. In any such event, the
contract price and schedule shall be equitably adjusted.
5. Termination for Default
5.1. Events of Default. Each of the following events shall constitute an “Event of Default”:
5.2. CivicPlus shall fail to observe, perform or comply with any material term, covenant, agreement or condition of
this Agreement which is to be observed, performed or complied with by CivicPlus, if such failure continues
uncured for thirty (30) calendar days after Augusta gives CivicPlus written notice of the failure and the specific
nature of such failure.
5.3. CivicPlus shall commit any fraud, misrepresentation, breach of fiduciary duty, willful misconduct, or intentional
breach of any provision of this Agreement.
5.4. Termination Upon Event of Default. In addition to any other available legal or equitable rights or remedies,
upon an Event of Default by CivicPlus, Augusta shall have the right to terminate this Agreement upon at least
thirty (30) days written notice to CivicPlus.
6. Termination for Convenience:
Attachment number 2 \nPage 6 of 8
Item # 28
Service & License Agreement for Augusta, GA
Exhibit C 2 of 3
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
6.1. Upon advance written notice to CivicPlus, Augusta may, without cause and without prejudice to any other right
or remedy of CivicPlus, elect to terminate the Agreement. In such case, CivicPlus shall be paid (without
duplication of any items):
6.2. For completed and acceptable work executed in accordance with the terms of the agreement prior to the
effective date of termination, including fair and reasonable sums for overhead and profit on such work;
6.3. For expenses incurred prior to the effective date of termination in performing services and furnishing labor,
materials or equipment as required by the contract documents in connection with uncompleted work, plus fair
and reasonable sums for overhead and profit on such expenses;
6.4. For all claims, costs, losses and damages incurred in settlement of terminated contracts with subcontractors,
suppliers and others, and; for reasonable expenses directly attributable to termination.
7. Hold Harmless: CivicPlus has agreed to hold harmless provisions on page 8, Section 2 of the Original Agreement.
8. Prohibition against Contingent Fees: CivicPlus 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. CivicPlus 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.
9. Venue: CivicPlus has agreed to venue in Superior Court of Richmond County, Georgia on page 8, Section 4(b) of the
Original Agreement.
10. Georgia Prompt Pay Act not applicable: The terms of this agreement supersede any and all provisions of the Georgia
Prompt Pay Act.
11. Acknowledgement Regarding Contractual Obligations of Augusta, Georgia: CivicPlus 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, CivicPlus is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual
obligations and the consequences of CivicPlus' provision of goods or services to Augusta, Georgia under an
unauthorized contract, amendment, modification, change order or other similar document, including the possibility
that CivicPlus may be precluded from recovering payment for such unauthorized goods or services. Accordingly,
CivicPlus agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received
proper legislative authorization or if CivicPlus 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 CivicPlus. CivicPlus 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.
12. 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. CivicPlus 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, CivicPlus agrees that, should it employ or contract with any subcontractor(s) in
Attachment number 2 \nPage 7 of 8
Item # 28
Service & License Agreement for Augusta, GA
Exhibit C 3 of 3
CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
connection with the physical performance of services pursuant to its contract with Augusta, Georgia CivicPlus 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. CivicPlus 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.
13. Right to Inspect Premises: Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of
business, or work site of CivicPlus or any subcontractor of CivicPlus or subunit thereof which is pertinent to the
performance of any contract awarded or to be awarded by Augusta, Georgia.
14. Local Small Business Language: In accordance with Chapter 10B of the AUGUSTA, GA. CODE, CivicPlus 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. CivicPlus 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 8 of 8
Item # 28
Commission Meeting Agenda
7/16/2013 5:00 PM
New World Gang and Narcotics Modules
Department:Information Technology
Caption:Motion to approve Additional Software License Agreement for
New World Gangs and Narcotics Software. (Approved by Public
Safety Committee July 8, 2013)
Background:New World software is used at the Richmond County Sheriff’s
Office (RCSO), E911, and the Fire Department. Augusta is
currently implementing the Microsoft Product (MSP) of the New
World Aegis software. As part of this implementation, Sheriff’s
Office personnel have been evaluating the modules that we
currently own and use, and they have determined that the Gang
Tracking module and the Narcotics Management module of MSP
would be extremely useful for Richmond County.
Analysis:The two modules in question provide the following benefits: Gang
Tracking: The Gang Tracking module allows users to enter and
maintain records on gangs, gang-related intelligence
(information), and gang informants. Users can also track and
search the following gang-related information: Locations, MO,
Weapons, Vehicles, Gang Activity, Gang Colors, Members,
Intelligence, and Informants. Narcotics Management: The
Narcotics Management module allows users to enter and maintain
records related to Narcotics Investigations, Narcotics-related
Intelligence gathered, Narcotics-related Informants, and a
Narcotics Fund Ledger. The module gives jurisdictions a method
of efficiently tracking narcotics offenders and related contacts.
This can also be utilized to support departmental Drug
Enforcement activities. Narcotics Management can also serve as a
support mechanism for undercover surveillance by tracking
individuals, businesses, equipment, private residences and more.
The Additional Software License Agreement for these two
modules would become part of the existing Standard Software
Subscription Agreement that Augusta maintains with New World
Systems.
Financial Impact:The overall change in our annual maintenance with New World
Systems would be an increase of $5,760 per year. The cost of
Cover Memo
Item # 29
implementation, licensing, and travel would not exceed $40,000.
Alternatives:None
Recommendation:Approve Additional Software License Agreement for New World
Gangs and Narcotics Software
Funds are Available
in the Following
Accounts:
The annual maintenance will come from IT’s Operating Budget.
The cost for implementation, licensing, and travel would be paid
for from 212032110.5424220
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 29
Document #: 0400-13A1B
Sheriff Richard Roundtree
Richmond County Sheriff's Office
400 Walton Way
Augusta, GA 30901
Dear Sheriff Roundtree:
NEW WORLD SYSTEMS® CORPORATION AUGUSTA / RICHMOND COUNTY, GA
(New World)(Customer)
By: ________________________________By: ________________________________
Larry D. Leinweber, President Authorized Signature Title
By: ________________________________
Authorized Signature Title
Date: ________________________________Date: ________________________________
May 31, 2013
ADDITIONAL SOFTWARE LICENSE AGREEMENT
New World Systems is pleased to license you additional software per your request.
The attached forms (Exhibit AA and Proposal Summary dated 5/31/2013) 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.
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 are incorporated and continue to
apply. Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer.
We thank you for your continued business with New World Systems. We look forward to working on this project
with you.
ACKNOWLEDGED AND AGREED TO BY:
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.
PRICING VALID FOR 30 DAYS FROM DATE REFERENCED ABOVE.
The “Effective Date” of this Agreement is the latter of the two dates in the above signature block.
0400-13A1B 0531 Add Gang & Narcotics
Corporate: 888 West Big Beaver Road, Suite 600, Troy, Michigan 48084-4749 248-269-1000 www.newworldsystems.com
Page 1
Attachment number 1 \nPage 1 of 4
Item # 29
I.Total Costs Summary: Licensed Standard Software and Implementation Services
DESCRIPTION OF COST COST
A.LICENSED STANDARD SOFTWARE as further detailed in the Proposal Summary $30,600
B.IMPLEMENTATION AND TRAINING SERVICES as further described in the Proposal
Summary
5,280
ONE TIME PROJECT COST:$35,880
C.TRAVEL EXPENSES (Estimate)$3,000
II.Payments for Licensed Standard Software and Implementation Services
DESCRIPTION OF PAYMENT COST
A.ONE TIME PROJECT PAYMENT:
1. Amount due upon the Effective Date (100%)$35,880
ONE TIME PROJECT PAYMENT:$35,880
B.TRAVEL EXPENSES (Estimate)$3,000
1. 2 trips are anticipated, to be billed at actual cost for reasonable expenses incurred for
airfare, rental car, lodging, tolls, mileage, and daily per diem expenses. All travel costs
will be billed weekly for services provided in the previous calendar week.
III.Standard Software Maintenance Services $5,760
Standard Software Maintenance Agreement (SSMA)fees for the software listed on the
attached proposal will be added to Customer's current SSMA fees and will commence
90 days after delivery of the software;year one cost to be prorated to run concurrently
with Customer’s existing SSMA.Subsequent year SSMA fees for the above software
will be consistent with the SSMA agreement currently in effect.
EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE
0400-13A1B 0531 Add Gang & Narcotics
NEW WORLD SYSTEMS' Aegis PUBLIC SAFETY SOFTWARE
CONFIDENTIAL AND PROPRIETARY Page 2
Attachment number 1 \nPage 2 of 4
Item # 29
A.STANDARD APPLICATION SOFTWARE 1,2,3,4
INVESTMENT
LAW ENFORCEMENT RECORDS
1.Additional Aegis/MSP Software for Law Enforcement Records
- Gang Tracking 18,000
- Narcotics Management 18,000
NEW WORLD STANDARD SOFTWARE LICENSE FEE $36,000
LESS DEMONSTRATION SITE DISCOUNT (5,400)
TOTAL SOFTWARE LICENSE FEE 5,6 $30,600
B.
INVESTMENT
IMPLEMENTATION SERVICES
1.5,280
TOTAL IMPLEMENTATION SERVICES $5,280
TOTAL ONE TIME COST $35,880
C.MAINTENANCE
INVESTMENT
1.
90-Day Warranty from Date of Delivery No Charge
Year 1 SSMA $5,760
D.TRAVEL AND LIVING EXPENSES (Estimate)
INVESTMENT
1.TRAVEL AND LIVING EXPENSES (Estimate)
Estimated 2 trips at $1,500 per trip.$3,000
DESCRIPTION
AUGUSTA / RICHMOND COUNTY, GA
Budgetary Proposal Summary
May 31, 2013
DESCRIPTIONITEM
IMPLEMENTATION SERVICES 7
ITEM
Up to 4 days of Implementation and Training Services are included for:
- Software Tailoring and Set Up
- User Education and Training
- Other Technical Support
- Travel Time Included
* Assumes train-the-trainer approach
DESCRIPTION
Annual SSMA to begin at the end of the warranty period; year one cost to be prorated to
run concurrently with Customer's existing SSMA.
ITEM
PRICING VALID FOR 30 DAYS FROM DATE REFERENCED ABOVE.
COMBINED STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA) (Per Year Cost)
DESCRIPTION
ITEM
0400-13A1B 0531 Add Gang & Narcotics
______________________________
Augusta / Richmond County, GA Proposal Summary
NEW WORLD SYSTEMS' Aegis PUBLIC SAFETY SOFTWARE
CONFIDENTIAL AND PROPRIETARY Page 3
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Item # 29
1
2
3
4
5
6
7
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.
Travel and expenses are described in Section IIB of Exhibit AA.
MSP ENDNOTES
Personal Computers must meet the minimum hardware requirements for New World Systems' Aegis products. 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).
New World Systems' Aegis 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.
Prices assume that all software is licensed. Prices are quoted as preliminary estimates only and are subject to further
clarification and confirmation.
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.
New World Systems' Aegis product requires Microsoft Excel or Windows Search 4.0 for document searching functionality;
Microsoft Word is required on the application server for report formatting.
0400-13A1B 0531 Add Gang & Narcotics
______________________________
Augusta / Richmond County, GA Proposal Summary
NEW WORLD SYSTEMS' Aegis PUBLIC SAFETY SOFTWARE
CONFIDENTIAL AND PROPRIETARY Page 4
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Item # 29
Commission Meeting Agenda
7/16/2013 5:00 PM
Update Downtown Safety Plan
Department:Planning and Development
Caption:Motion to approve the Updated Downtown Safety Plan consisting
of a wide variety of components as presented by Sheriff Richard
Roundtree. (Approved by Public Safety Commmittee July 8,
2013)
Background:Recent events in the downtown area have led Sheriff Roundtree
and the City Administrator to put together a comprehensive plan
to increase safety through a variety of measures.
Analysis:The Sheriff and Administrator’s Downtown Safety Plan will
greatly bolster safety and the positive perception of Augusta’s
downtown as a family friendly destination. The plan will be
presented to the Commission and incorporates best practices from
around the country.
Financial Impact:The financial impact is dependent on several factors that are still
being finalized. By the date of the Public Safety Committee
meeting those figures should be more evident.
Alternatives:N/A
Recommendation:Approve the Updated Downtown Safety Plan
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Cover Memo
Item # 30
Clerk of Commission
Cover Memo
Item # 30
Commission Meeting Agenda
7/16/2013 5:00 PM
Motion to Approve Resolution Authorizing Coverage of Sheriff's Reserve Deputies and Recue Workers
Under Workers' Compensation
Department:RCSO
Caption:Motion to approve Resolution Authorizing Coverage of Sheriff's
Reserve Deputies and Recue Workers Under Workers'
Compensation
Background:Pursuant to statute, volunteer law endorcement officers are not
covered under a governing authorities workers' compensation
program unless specifically added by resolution. The Sheriff has
created a reserve program which contains volunteer law
enforcement officers and would like them covered by Augusta's
Workers Compensation in the same manner as other employees
Analysis:
Financial Impact:
Alternatives:Deny
Recommendation:Approve
Funds are Available
in the Following
Accounts:
Fund 273
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 31
RESOLUTION
A RESOLUTION AUTHORIZING CERTAIN RESERVE DEPUTIES AND
RESCUE WORKERS OF THE RICHMOND COUNTY SHERIFF’S
OFFICE TO BE COVERED UNDER WORKERS’ COMPENSATION
WHEREAS, the Augusta, Georgia Board of Commissioners desires to provide workers’
compensation coverage in the same manner as other Augusta, Georgia employees for certain
reserve deputies and rescue workers, including volunteers, who perform services for the
Richmond County Sheriff’s Office;
THE COMMISSION OF AUGUSTA, GEORGIA HEREBY RESOLVES that those
individuals providing services for the Richmond County Sheriff’s Office on a reserve basis as
deputies and rescue workers shall be covered under the workers’ compensation laws of the State
of Georgia in the same manner as other Augusta, Georgia employees. To the extent any of the
reserve deputies are serving as volunteer law enforcement personnel, they must be certified by
P.O.S.T. to be subject to the coverage provided for herein and their average weekly wage shall
be calculated in accordance with O.C.G.A. §34-9-260(5), as may be amended.
Duly adopted this _____ day of July.
AUGUSTA, GEORGIA
By:____________________________
David S. Copenhaver
As its Mayor
ATTEST:
________________________________
Lena J. Bonner, Clerk of Commission
Attachment number 1 \nPage 1 of 1
Item # 31
Commission Meeting Agenda
7/16/2013 5:00 PM
2013 - Engineering Maintenance
Department:Finance Department - Fleet Management Division
Caption:Motion to approve the replacement one F-150 (4X4), one F-250,
one F-250 (4X4) and one F-350, dual rear wheel for Engineering
Department. (Approved by Finance Committee July 8, 2013)
Background:The Engineering Director is requesting the replacement of the 4
trucks mentioned above as they are beyond the age and mileage
requirements of the Replacement Criteria and policy. The F-150
(4X4) is replacing a 1998 Ford Ranger (4x4) asset # 984158,that
has 231,367 miles on it . The one F-250 , asset # 940298, has
195,344 miles and the GMC 2500, asset# 930325 has 168,357
miles on it. The 2000 Ford F-350 has 190,877 miles on it.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the Ford F-150 4X4, Bid 12-213.
Bids were received from two venders; Allan Vigil Ford at
$24,642.00 and Bobby Jones Ford at $24,427.00 which was the
low bidder. See attached documents. For the F-250, 4X4, bid 12-
214, bids were received from Allan Vigil Ford at $25,912.00 and
Bobby Jones Ford at $25,590.00. Bobby Jones was the low bidder
For the F-250,bid 214, bids were received from Allan Vigil Ford
at $23,583.00 and Bobby Jones Ford at $23,583.00. Bobby Jones
was the low bidder. For the F-350,DWD, bid 12-215, bids were
received from Allan Vigil Ford at $32,111.00 and Bobby Jones
Ford at $32,017.00. Bobby Jones Ford the low bidder.
Financial Impact:The approval the purchase of 4 vehicles for Engineering
Maintenance for a total of $105,662.00.
Alternatives:1, Approve the request 2. Approve the request in part. 3. Do not
approve the request.
Recommendation:Approve the request to purchase 4 vehicles for $105,662.00 and
declare the 4 replaced vehicles as excess and available for auction.
Cover Memo
Item # 32
Funds are Available
in the Following
Accounts:
Capital Outlay: 272-01-6440/5422210
REVIEWED AND APPROVED BY:
Cover Memo
Item # 32
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Attachment number 4 \nPage 1 of 3
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Attachment number 4 \nPage 2 of 3
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Attachment number 4 \nPage 3 of 3
Item # 32
Invitation to Bid
Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management
Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management
Bid Item 12-215 10,000 GVW Pickup Truck for Fleet Management
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. 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, November 9, 2012 @ 5:00 p.m. No bid will be accepted by fax, all
must be received by mail or hand delivered.
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 places
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 18, 25, November 1, 8, 2012
Metro Courier October 24, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 5 \nPage 1 of 1
Item # 32
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Yes Yes
94460 117480
SAVE Form Yes Yes
Delivery Time 8-10 weeks 90-120 days
5.01 Full-Size Truck-Reg Cab $16,286.00 $16,550.00
5.02 Full-Size Truck-Ext Cab $22,090.00 $18,902.00
5.03 Full-Size Truck-Ext CabSW $19,489.00 $19,683.00
5.04 Full-Size Truck-Ext Cab $22,188.00 $22,511.00
5.05 Full-Size Truck-Crew Cab $23,075.00 $23,299.00
5.06 Full-Size Truck-Crew Cab4 $25,497.00 $25,988.00
5.07 Speed Control $187.00 $187.00
5.08 Tilt Steering Wheel No Charge standard
5.09 Heavy Duty Cooling Pack n/a n/a
5.10 Heavy Duty Electrical Pack n/a n/a
5.11 Heavy Duty Suspension Pk n/a $1,279.00
5.12 Skid Plate Package 4X4 $137.00 $137.00
5.13 Roof Clearance Lights $47.00 $592.00
5.14 Speed Control/Tilt Steering $197.00 $200.00
5.15 Skid Plate Pack (4X4 only)$84.00 $85.00
5.13 Minimum 8 Foot Bed
2.01-5.04
$279.00
5.05-5.06
$1125.00 $278.00
5.14 Trailer Tow Package $320.00 $320.00
6.01 Fire Extinguisher $110.00 $46.00
6.02 Outlet Receptacle $67.00 $55.00
6.03 Bedliner $325.00 $300.00
6.04 Toolbox $350.00 $240.00
6.05 Trailer Hitch $380.00 $230.00
6.06 Trailer Wiring included w/6.05 $25.00
6.07 Trailer Ball $30.00 $10.00
6.08 Window Tint, Reg Cab $120.00 $110.00
6.09 Window Tint, Ext Cab $135.00 $125.00
6.10 Window Tint, Crew Cab $155.00 $135.00
6.11 Safety Cone Holder $161.00 $60.00
6.12 Safety Cones $130.00 $120.00
7.01 Backup Alarm $55.00 $62.00
7.02 Magnetic LED Light $612.00 $446.00
E-Verify Number
Attachment B
E-Verify Number
Bid Item #12-213
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
Vendors
The following vendors did not respond:
Thomposn Motor Cent / 21587 Washington Rd. / Thomson, GA 30824
Hardy Chev Pontiac / 1249 Charles Hardy Parkway / Dallas, GA 30157
Team Ford of Marietta / 869 Cobb Parkway / Marietta, GA 30060
7.00 Alert Warning Systems
5.00 Vehicle/Options Required5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Page 1 of 1
Attachment number 6 \nPage 1 of 1
Item # 32
Attachment number 7 \nPage 1 of 1
Item # 32
Attachment number 8 \nPage 1 of 2
Item # 32
Attachment number 8 \nPage 2 of 2
Item # 32
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Legacy Ford, Inc
413 Industrial
Boulevard
McDonough, GA
Thomson Motor
Centre
2158 Washington Rd.
NE
Yes Yes
117480 94460
Yes Yes
90-120 days 8-10 weeks
5.01 Full-Size Truck-Reg Cab $19,726.00 $19,290.00
5.02 Full-Size Truck-Reg Cab $22,038.00 $21,494.00
5.03 Full-Size Truck-Ext Cab $21,793.00 $21,388.00
5.04 Full-Size Truck-Ext Cab $24,106.00 $23,472.00
5.05 Full-Size Truck-Crew Cab4 $23,070.00 $22,586.00
5.06 Full-Size Truck-Crew Cab4 $25,382.00 $24,690.00
5.07 Diesel Engine, min 6.0 lite $6,787.00 $6,687.00
5.08 Heavy Duty Cooling Pack n/a included
5.09 Heavy Duty Electrical Pack n/a included
5.10 Rear Seat (Extended Cab)n/a not available
5.11 Pickup Box Deleted -$281.00 -$225.00
5.12 Trailer Tow Mirrors standard standard
5.13 Roof Clearance Lights $592.00 $47.00
5.14 Speed Control/Tilt Steering $200.00 $197.00
5.15 Skid Plate Pack (4X4 only)$85.00 $84.00
6.01 Fire Extinguisher $46.00 $101.00
6.02 Outlet Receptacle $55.00 $67.00
6.03 Bedliner $300.00 $325.00
6.04 Electric Brake Controller $125.00 $210.00
6.05 Service Body $4,550.00 $4,795.00
6.06 Service Body Bumper BH $325.00 $346.00
6.07 Service Body Bumper PH $280.00 $368.00
6.08 Spotlight $295.00 $333.00
6.09 Spotlights $590.00 $600.00
6.10 Toolbox $240.00 $298.00
6.11 Trailer Hitch $225.00 $45.00
6.12 Trailer Wiring $25.00 $75.00
6.13 Trailer Ball $10.00 $30.00
6.14 Pintle Hook $125.00 $135.00
6.15 Pipe Vise $258.00 $350.00
6.16 Tommy Gate Lift $2,250.00 $2,332.00
6.17 Window Tint, Reg Cab $110.00 $125.00
6.18 Window Tint, Ext Cab $125.00 $145.00
6.19 Window Tint, Crew Cab $135.00 $180.00
6.20 Safety Cone Holder $60.00 $161.00
6.21 Safety Cones $120.00 $130.00
7.01 Backup Alarm $62.00 $75.00
7.02 Magnetic LED Light $360.00 $550.00
7.03 LED Top Mount Light $446.00 $625.00
Bid Item #12-214
8500 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
Vendors
7.00 Alert Warning Systems
5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Attachment B
E-Verify Number
Delivery Time
SAVE Form
Page 1 of 1
Attachment number 9 \nPage 1 of 1
Item # 32
Attachment number 10 \nPage 1 of 3
Item # 32
Attachment number 10 \nPage 2 of 3
Item # 32
Attachment number 10 \nPage 3 of 3
Item # 32
Attachment number 11 \nPage 1 of 2
Item # 32
Attachment number 11 \nPage 2 of 2
Item # 32
Vendors
Bobby Jones Ford
P.O. Box 15398
Augusta, GA 30919
Team Ford Of Marietta
869 Cobb Parkway, SE
Marietta, GA 30060
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Attachment B Yes Yes
E-Verify Number 117480 94460
SAVE Form Yes Yes
Year 2013 2013
Brand Ford Ford
Model F350 F350
Delivery Date 90-120 days 8-10 weeks
5.01 Fullsize Truck, Rg Cab $27,094.00 $26,494.00
5.02 Fullsize Truck, Rg Cab $28,196.00 $27,496.00
5.03 Fullsize Truck, R 8FT $29,318.00 $28,688.00
5.04 Fullsize Truck, R 8FT $30,362.00 $29,692.00
5.05 Fullsize Truck, Ext C $29,182.00 $28,582.00
5.06 Fullsize Truck, Ext C $30,244.00 $29,594.00
5.07 Fullsize Truck Ext C $31,506.00 $30,696.00
5.08 Fullsize Truck , Ext C $32,570.00 $31,650.00
5.09 Fullsize Truck, Crew $30,450.00 $29,800.00
5.10 Fullsize Truck, Crew $31,182.00 $30,792.00
5.11 Fullsize Truck, Crew $32,774.00 $31,894.00
5.12 Fullsize Truck, Crew $33,863.00 $32,988.00
5.13 Min 6.2L Gas Engine standard -$6,300.00
5.14 Heavy Duty Cool Pkg n/a standard
5.15 Heavy Duty Elect Pkg n/a standard
5.16 Heavy Duty Suspen
Package front and rear
Stabilizer
$137.00 $105.00
Bid #12-215
10,000 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
5.00 Vehicle/Options Required
Page 1 of 3
Attachment number 12 \nPage 1 of 3
Item # 32
Vendors
Bobby Jones Ford
P.O. Box 15398
Augusta, GA 30919
Team Ford Of Marietta
869 Cobb Parkway, SE
Marietta, GA 30060
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Bid #12-215
10,000 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
5.17 Rear Seat deleted n/a n/a
5.18 Pickup Box deleted -$281.00 -$225.00
5.19 Trailer Tow Mirrors standard standard
5.20 Roof Clearance Lights $48.00 $47.00
5.21 Speed Con/Tilt Steer $200.00 $197.00
5.22 Skid Plate Pkg (4X4)$85.00 $84.00
5.23 Power Take-Off Provis $239.00 $235.00
5.24 All veh keyed diff 3 ste $35.00 $25.00
6.01 Fire Extinguisher $46.00 $101.00
6.02 Outlet receptacle $55.00 $67.00
6.03 Bedliner $300.00 $350.00
6.04 Electric brake contro $125.00 $210.00
6.05 Service body $4,550.00 $4,795.00
6.06 Service body-dual $5,250.00 $5,731.00
6.07 Crane service body $7,100.00 $8,073.00
6.08 Service crane $8,600.00 $4,927.00
6.09 Slide rod lock system $300.00 $373.00
6.10 J-hook railing $210.00 $159.00
6.11 Panel top-60 inch $3,348.00 $4,142.00
6.12 Panel Top-72 inch $3,895.00 $4,989.00
6.13 Service body bump SR $325.00 $346.00
6.14 Service body bump D $413.00 $380.00
6.15 Service body bump, S $260.00 $368.00
6.16 Service body bump, D $343.00 $390.00
6.17 Flatbed Body $2,995.00 $2,914.00
6.18 Tool box $865.00 $500.00
6.00 Outfitter's Speciality Items
Page 2 of 3
Attachment number 12 \nPage 2 of 3
Item # 32
Vendors
Bobby Jones Ford
P.O. Box 15398
Augusta, GA 30919
Team Ford Of Marietta
869 Cobb Parkway, SE
Marietta, GA 30060
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Bid #12-215
10,000 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
6.19 Spotlight $295.00 $333.00
6.20 Spotlights $590.00 $600.00
6.21 Toolbox $240.00 $298.00
6.22 Trailer hitch $240.00 $55.00
6.23 Trailer Wiring $25.00 $75.00
6.24 Trailer Ball $10.00 $35.00
6.25 Pintle Hook $100.00 $145.00
6.26 Pintle Hook-Dual $125.00 $420.00
6.27 Tommy Lift Gate $2,225.00 $2,332.00
6.28 Pipe Vise $288.00 $350.00
6.29 Spot mirrors n/a $10.00
6.30 Window tint, reg cab $110.00 $135.00
6.31 Window tint, ext cab $125.00 $155.00
6.32 Window tint, cre cab $135.00 $200.00
6.33 Safety Cone Holder $60.00 $161.00
6.34 Safety Cones $120.00 $130.00
7.01 Backup alarm $62.00 $55.00
7.02 Cab mount light $446.00 $612.00
7.03 Traffic advisor light br $590.00 $884.00
7.04 Traffic advisor light br $1,180.00 $1,768.00
7.00 Alert Warning Systems
Page 3 of 3
Attachment number 12 \nPage 3 of 3
Item # 32
Commission Meeting Agenda
7/16/2013 5:00 PM
2013 - Recreation Trucks
Department:Finance Department - Fleet Management
Caption:Motion to approve the replacement of 4 trucks for Recreation
Department. (Approved by Finance Committee July 8, 2013)
Background:The Recreation Department has numerous maintenance
requirements s well as supporting maintenance requirements by
other departments. Fleet Management recommends
the replacement of 4 vehicles of the Department. 994170 is a
1999 Ford Ranger with 119,567 miles since Ford Rangers are no
longer in production we recommend replacing this vehicle with an
F-250 to enhance their maintenance ability. 994201 is a 2000
Ford F-250 with 171,880 miles and Fleet Management replacing it
with a F-250. 940299 is a Ford F-150 with 108,258 miles which
is too small for the work done be the Construction and
Maintenance section that supports all Departments of Augusta and
Fleet Management recommends replacing it with an F-250.
960514 is a 1997 Ford F-250 with 134, 473 miles on it and Fleet
Management recommends it be replaced with an F-350.
Evaluations on each vehicle is attached for your review.
Analysis:: The Procurement Department published a competitive bid using
the Demand Star application for the : Bid 12-214: F-250; Allen
Vigil Ford at $23583 and Bobby Jones at $25,572. Bobby Jones
the low bidder. Bid 12-215: F-350; Allen Vigil Ford at $32,111.00
and Bobby Jones Ford at $32,073. Bobby Jones low bidder
Financial Impact:The approval of two F-250’s and two F-350’s totals $111,290
Alternatives:1. Approve the recommendation 2. Approve the recommendation
in part. 3. Disapprove the recommendation.
Recommendation:Approve the purchase of 2 F-250’s and 2 F-350”s and declare the
replaced vehicles as surplus and available for auction
Funds are Available Cover Memo
Item # 33
in the Following
Accounts:Capital Outlay: 272-01-6440/5422210
REVIEWED AND APPROVED BY:
Cover Memo
Item # 33
Attachment number 1 \nPage 1 of 4
Item # 33
Attachment number 1 \nPage 2 of 4
Item # 33
Attachment number 1 \nPage 3 of 4
Item # 33
Attachment number 1 \nPage 4 of 4
Item # 33
Attachment number 2 \nPage 1 of 2
Item # 33
Attachment number 2 \nPage 2 of 2
Item # 33
Attachment number 3 \nPage 1 of 2
Item # 33
Attachment number 3 \nPage 2 of 2
Item # 33
Invitation to Bid
Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management
Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management
Bid Item 12-215 10,000 GVW Pickup Truck for Fleet Management
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. 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, November 9, 2012 @ 5:00 p.m. No bid will be accepted by fax, all
must be received by mail or hand delivered.
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 places
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 18, 25, November 1, 8, 2012
Metro Courier October 24, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 4 \nPage 1 of 1
Item # 33
Attachment number 5 \nPage 1 of 2
Item # 33
Attachment number 5 \nPage 2 of 2
Item # 33
Attachment number 6 \nPage 1 of 3
Item # 33
Attachment number 6 \nPage 2 of 3
Item # 33
Attachment number 6 \nPage 3 of 3
Item # 33
Attachment number 7 \nPage 1 of 2
Item # 33
Attachment number 7 \nPage 2 of 2
Item # 33
Attachment number 8 \nPage 1 of 3
Item # 33
Attachment number 8 \nPage 2 of 3
Item # 33
Attachment number 8 \nPage 3 of 3
Item # 33
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Legacy Ford, Inc
413 Industrial
Boulevard
McDonough, GA
Thomson Motor
Centre
2158 Washington Rd.
NE
Yes Yes
117480 94460
Yes Yes
90-120 days 8-10 weeks
5.01 Full-Size Truck-Reg Cab $19,726.00 $19,290.00
5.02 Full-Size Truck-Reg Cab $22,038.00 $21,494.00
5.03 Full-Size Truck-Ext Cab $21,793.00 $21,388.00
5.04 Full-Size Truck-Ext Cab $24,106.00 $23,472.00
5.05 Full-Size Truck-Crew Cab4 $23,070.00 $22,586.00
5.06 Full-Size Truck-Crew Cab4 $25,382.00 $24,690.00
5.07 Diesel Engine, min 6.0 lite $6,787.00 $6,687.00
5.08 Heavy Duty Cooling Pack n/a included
5.09 Heavy Duty Electrical Pack n/a included
5.10 Rear Seat (Extended Cab)n/a not available
5.11 Pickup Box Deleted -$281.00 -$225.00
5.12 Trailer Tow Mirrors standard standard
5.13 Roof Clearance Lights $592.00 $47.00
5.14 Speed Control/Tilt Steering $200.00 $197.00
5.15 Skid Plate Pack (4X4 only)$85.00 $84.00
6.01 Fire Extinguisher $46.00 $101.00
6.02 Outlet Receptacle $55.00 $67.00
6.03 Bedliner $300.00 $325.00
6.04 Electric Brake Controller $125.00 $210.00
6.05 Service Body $4,550.00 $4,795.00
6.06 Service Body Bumper BH $325.00 $346.00
6.07 Service Body Bumper PH $280.00 $368.00
6.08 Spotlight $295.00 $333.00
6.09 Spotlights $590.00 $600.00
6.10 Toolbox $240.00 $298.00
6.11 Trailer Hitch $225.00 $45.00
6.12 Trailer Wiring $25.00 $75.00
6.13 Trailer Ball $10.00 $30.00
6.14 Pintle Hook $125.00 $135.00
6.15 Pipe Vise $258.00 $350.00
6.16 Tommy Gate Lift $2,250.00 $2,332.00
6.17 Window Tint, Reg Cab $110.00 $125.00
6.18 Window Tint, Ext Cab $125.00 $145.00
6.19 Window Tint, Crew Cab $135.00 $180.00
6.20 Safety Cone Holder $60.00 $161.00
6.21 Safety Cones $120.00 $130.00
7.01 Backup Alarm $62.00 $75.00
7.02 Magnetic LED Light $360.00 $550.00
7.03 LED Top Mount Light $446.00 $625.00
Bid Item #12-214
8500 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
Vendors
7.00 Alert Warning Systems
5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Attachment B
E-Verify Number
Delivery Time
SAVE Form
Page 1 of 1
Attachment number 9 \nPage 1 of 1
Item # 33
Vendors
Bobby Jones Ford
P.O. Box 15398
Augusta, GA 30919
Team Ford Of Marietta
869 Cobb Parkway, SE
Marietta, GA 30060
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Attachment B Yes Yes
E-Verify Number 117480 94460
SAVE Form Yes Yes
Year 2013 2013
Brand Ford Ford
Model F350 F350
Delivery Date 90-120 days 8-10 weeks
5.01 Fullsize Truck, Rg Cab $27,094.00 $26,494.00
5.02 Fullsize Truck, Rg Cab $28,196.00 $27,496.00
5.03 Fullsize Truck, R 8FT $29,318.00 $28,688.00
5.04 Fullsize Truck, R 8FT $30,362.00 $29,692.00
5.05 Fullsize Truck, Ext C $29,182.00 $28,582.00
5.06 Fullsize Truck, Ext C $30,244.00 $29,594.00
5.07 Fullsize Truck Ext C $31,506.00 $30,696.00
5.08 Fullsize Truck , Ext C $32,570.00 $31,650.00
5.09 Fullsize Truck, Crew $30,450.00 $29,800.00
5.10 Fullsize Truck, Crew $31,182.00 $30,792.00
5.11 Fullsize Truck, Crew $32,774.00 $31,894.00
5.12 Fullsize Truck, Crew $33,863.00 $32,988.00
5.13 Min 6.2L Gas Engine standard -$6,300.00
5.14 Heavy Duty Cool Pkg n/a standard
5.15 Heavy Duty Elect Pkg n/a standard
5.16 Heavy Duty Suspen
Package front and rear
Stabilizer
$137.00 $105.00
Bid #12-215
10,000 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
5.00 Vehicle/Options Required
Page 1 of 3
Attachment number 10 \nPage 1 of 3
Item # 33
Vendors
Bobby Jones Ford
P.O. Box 15398
Augusta, GA 30919
Team Ford Of Marietta
869 Cobb Parkway, SE
Marietta, GA 30060
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Bid #12-215
10,000 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
5.17 Rear Seat deleted n/a n/a
5.18 Pickup Box deleted -$281.00 -$225.00
5.19 Trailer Tow Mirrors standard standard
5.20 Roof Clearance Lights $48.00 $47.00
5.21 Speed Con/Tilt Steer $200.00 $197.00
5.22 Skid Plate Pkg (4X4)$85.00 $84.00
5.23 Power Take-Off Provis $239.00 $235.00
5.24 All veh keyed diff 3 ste $35.00 $25.00
6.01 Fire Extinguisher $46.00 $101.00
6.02 Outlet receptacle $55.00 $67.00
6.03 Bedliner $300.00 $350.00
6.04 Electric brake contro $125.00 $210.00
6.05 Service body $4,550.00 $4,795.00
6.06 Service body-dual $5,250.00 $5,731.00
6.07 Crane service body $7,100.00 $8,073.00
6.08 Service crane $8,600.00 $4,927.00
6.09 Slide rod lock system $300.00 $373.00
6.10 J-hook railing $210.00 $159.00
6.11 Panel top-60 inch $3,348.00 $4,142.00
6.12 Panel Top-72 inch $3,895.00 $4,989.00
6.13 Service body bump SR $325.00 $346.00
6.14 Service body bump D $413.00 $380.00
6.15 Service body bump, S $260.00 $368.00
6.16 Service body bump, D $343.00 $390.00
6.17 Flatbed Body $2,995.00 $2,914.00
6.18 Tool box $865.00 $500.00
6.00 Outfitter's Speciality Items
Page 2 of 3
Attachment number 10 \nPage 2 of 3
Item # 33
Vendors
Bobby Jones Ford
P.O. Box 15398
Augusta, GA 30919
Team Ford Of Marietta
869 Cobb Parkway, SE
Marietta, GA 30060
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Bid #12-215
10,000 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
6.19 Spotlight $295.00 $333.00
6.20 Spotlights $590.00 $600.00
6.21 Toolbox $240.00 $298.00
6.22 Trailer hitch $240.00 $55.00
6.23 Trailer Wiring $25.00 $75.00
6.24 Trailer Ball $10.00 $35.00
6.25 Pintle Hook $100.00 $145.00
6.26 Pintle Hook-Dual $125.00 $420.00
6.27 Tommy Lift Gate $2,225.00 $2,332.00
6.28 Pipe Vise $288.00 $350.00
6.29 Spot mirrors n/a $10.00
6.30 Window tint, reg cab $110.00 $135.00
6.31 Window tint, ext cab $125.00 $155.00
6.32 Window tint, cre cab $135.00 $200.00
6.33 Safety Cone Holder $60.00 $161.00
6.34 Safety Cones $120.00 $130.00
7.01 Backup alarm $62.00 $55.00
7.02 Cab mount light $446.00 $612.00
7.03 Traffic advisor light br $590.00 $884.00
7.04 Traffic advisor light br $1,180.00 $1,768.00
7.00 Alert Warning Systems
Page 3 of 3
Attachment number 10 \nPage 3 of 3
Item # 33
Commission Meeting Agenda
7/16/2013 5:00 PM
2013 - Utilities Sewer Flusher
Department:Finance Department - Fleet Management
Caption:Motion to approve request from the Augusta Utilities Department
– Fort Gordon Division to purchase one trailer mounted sewer
flusher.(Approved by Finance Committee July 8, 2013)
Background:The Utilities Department-Fort Gordon Division requests the
acquisition of one trailer mounted sewer flusher to utilize for
cleaning the many miles of sewer pipes located on Fort
Gordon. They are currently borrowing one from the Construction
and Maintenance Division whenever it is available. The flusher
unit is a critical piece of equipment which is used on a weekly
basis and is actually required in order for them to honor their
maintenance contract on the base. The purchase would increase
their production significantly
Analysis:Fleet Management submitted a request for bids for the sewer
flusher through the Procurement Department utilizing the Demand
Star electronic bid system which offers nationwide bid coverage.
The Procurement Department received quotes back from 2
vendors. The results of the submittals are as follows: P & H
Supply Co. = $62,847.00 each; Adams Equipment Co. = $78,955
each; See attachment
Financial Impact:The sewer flusher will be purchased for a total of $62,847.00
using the GMA Lease Program with 3 annual payments of
$20,949.00
Alternatives:1. Approve the request 2. Not approve the request
Recommendation:Approve request to purchase the sewer flusher for the Augusta
Utilities Department-Fort Gordon Division
Funds are Available
in the Following
Accounts:
GMA lease: 631-00-0000-11-19114
Cover Memo
Item # 34
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 34
Attachment number 1 \nPage 1 of 1
Item # 34
Invitation to Bid
Sealed bids will be received at this office on Wednesday, June 5, 2013 @ 11:00 a.m. for furnishing:
Bid Item 13-141 Maintenance Truck for Fleet Management
Bid Item 13-147 Aerial Bucket Truck for Fleet Management
Bid Item 13-150 Trailer Mounted Sewer Flusher for Fleet Management
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. 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, May 24, 2013 @ 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 places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle May 2, 9, 16, 23, 2013
Metro Courier May 8, 2013
Revised: 3/7/2013
Attachment number 2 \nPage 1 of 1
Item # 34
VENDORS
P & H Supply Co
101 Lennox Avenue
Warrenton, GA 30828
Adams Equipment Co
1431 Lanier Road
White Plains, GA 30678
ASC Construction
Equipment
2303 Edmund Highway
Cayce, SC 28269
Attachment B Yes Yes
E-Verify Number 217394 224309
SAVE Form Yes Yes
Year 2013 2013
Brand O'Brien Sewer
Equipment Co
Model 704030SC 747-FR2000ECO
Bid Price $62,847.60 $78,955.00
No Bid
Response
Delivery Schedule 10 Weeks 127 Days ARO
Bid Opening
Bid Item #13-150
Trailer Mounted Sewer Flusher
for Augusta, Georgia - Fleet Management Department
Bid Due: Wednesday, June 5, 2013 @ 11:00 a.m.
TRAILER MOUNTED SEWER FLUSHER:
Page 1 of 1
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Attachment number 4 \nPage 1 of 2
Item # 34
Attachment number 4 \nPage 2 of 2
Item # 34
Attachment number 5 \nPage 1 of 3
Item # 34
Attachment number 5 \nPage 2 of 3
Item # 34
Attachment number 5 \nPage 3 of 3
Item # 34
Commission Meeting Agenda
7/16/2013 5:00 PM
Approve the Purchase of Absentee Ballot Printing System
Department:Board of Elections
Caption:Motion to approve the purchase of the Balotar Ballot on Demand
Absentee Ballot Printing System.(Approved by Finance
Committee July 8, 2013)
Background:The Board of Elections is required by law to provide paper
absentee ballots for any voter who desires to have a ballot mailed
to them and to adhere to the strict federal timelines for doing so.
This includes any military or overseas citizens. We are also
required to provide paper ballots for provisional voting during
Advance Voting and on Election Day and must have paper ballots
on hand as a backup for Election Day polling place voting in the
event of a failure of the electronic voting system. Currently, the
Board is dependent on an outside vendor for printing ballots.
This printing system provides a cost savings to the City and, most
importantly, severs Augusta's dependency on outside vendors for
this very important process. Balotar is a proven product and is
currently in use in Fulton, Dekalb, Athens-Clarke, and Lee
counties in Georgia.
Analysis:The equipment contract covers a 5 year period of time. This
analysis, therefore, is based on the number of paper ballots used
over the past 5 years. The Board has expended $83,100 for ballot
printing and shipping over the specified time period. Because not
having enough ballots for any given election is not an option,
ample ballots are ordered for each election and following each
election thousands of unused ballots must be shredded. The
Balotar ballot on demand printing system will allow the Board of
Elections to print paper ballots in-house, as needed. Benefits of
the system include a decrease in the cost of printing ballots, the
elimination of the printing of more ballots than we actually need,
gaining control of the process so that we are not dependent on
outside vendors to ensure that we meet very important federal
deadlines for mailing absentee ballots and, eliminating any
potential errors of inadvertently issuing an incorrect ballot by
facilitating a more efficient process by which our ballots are
issued. Cover Memo
Item # 35
Financial Impact:The cost of the system is $54,465. The price includes all necessary
consumables (paper, toner, etc.) and software and hardware
support and services for a 5 year period. There is an additional fee
of .45 cents per ballot printed . The per ballot fee price is
contractual and will not change during the 5 year period of time.
The ballot fee for 5 years will be approximately $12,600 and will
be prorated and budgeted as a line item each year during the 5
year time period. The complete cost for implementing and using
the system for 5 years will be approximately $67,100, providing a
total cost savings of $16,000. Funding to purchase the printing
system was approved in the 2013 Capital Outlay Budget.
Alternatives:Continue to use an outside vendor to provide absentee ballots.
Recommendation:Purchase the printing system.
Funds are Available
in the Following
Accounts:
272-01-4110-54.24910
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 35
l? LlerQfi5?rr(
Sole Source Justification (Reference Article 6, Procurement Source Selection
Methods and contract Awards, s 1-1049. soLE souRcE PROCUREMENT
Vendor: Election Systems and Software Commodity: Printing System
Estimated annual expenditure for the above commodity or service: $ 54,465.00
Initial all entries below that apply to the proposed ourchase. Attach a memorandum containing
complete justification and support documentation as directed in initialed entry. (More than oni
entry will apply to most sole source products/services requested).
o/Lb I. SoLE SoURCE REQUEST IS FoR THE oRIGINAL MANUFACTURER
OR PROVIDER, THERE ARE NO REGIONAL DISTRIBUTORS. (Attach
the manufacturer's written certification that no regional distributors exist.
Item no. 4 also must be completed.)
2. SoLE SoURCE REQUEST IS FoR oNLY THEAUGUSTA GEoRGIA
AREA DISTRIBUTOR OF THE ORIGINAL MANUFACTURER OR
PROVIDER. (Attach the manufactursl'5 - nsf the distributor's - \ nitten
certification that identifies all regional distributors. Item no. 4 also must be
completed.)
3. THE PARTS/EQUIPMENT ARE NoT INTERCHANGEABLE wITH
SIMILAR PARTS OF ANOTHER MANUFACTURER. (Explain in
separate memorandum.)
tub
Mrb
Department Head Signafure:
Approval Authority:
COMMENTS:
4.
w12
THIS IS THE ONLY KNOWN ITEM OR SERVICE THAT WILL MEET
THE SPECIALIZED NEEDS OF THIS DEPARTMENT OR PERFORM
THE INTENDED FLTNCTION. (Attach memorandum with details of
specialized function or application.)
THE PARTSIEQUIPMENT ARE REQUIRED FROM THIS SOURCE TO
PERMIT STANDARDIZATION. (Attach memorandum describing basis for
standardization request.)
NONE OF THE ABOVE APPLY. A DETAILED EXPLANATION AND
JUSTIFICATION FOR THIS SOLE SOURCE REQUEST IS CONTAINED
IN ATTACHED MEMORANDUM.
The undersigned requests that competitive procurement be waived and that the vendor identified
as the supplier of the service or material described in this sole source justification be authorized
as a sole source for the service or material.
5.
6.
Name: L1n rt Ao; luy Department, bor/ o{ €1"'lL!^(,5 (o - t(,-/3
Date: 6'/b-/3
Date: /t/u
ADMIN ISTRATOR APPROVAL D^rE: (//dtb
Attachment number 1 \nPage 1 of 12
Item # 35
BOARD OF ELECTIONS LYNN BAILEY
Executive Director
TRAVIS DOSS, JR.
Assistant DirectorSANFORDLOYD
Chair
CHIP BARBEE
SHERRY T. BARNES
TERENCE A. DICKSL.S4EMORANDUM
TO:
FROM:
DATE:
RE:
Geri Sams, Director of Procurement
Lynn Bailey, Board of Elections
June 16, 2013
Sole Source Purchase
You will f,rnd attached a Sole Source Procurement Justification form. This form
is being submitted to you in regards to the purchase of the Balotar Ballot on Demand
Printing System from Election Systems and Software. Election Systems and Software is
the manufacturer for all voting equipment used in the state of Georgia and as such by law
is the only vendor from whom we may purchase voting equipment.
Documentation to justiff the Sole Source purchase, the quote for the product, cost
justification, and documentation from the Finance Department indicating that Capital
Outlay has been approved for the purchase of this equipment are attached.
It is my understanding that once this request has gone through the procurement
process, it will be forwarded back to me so that I may enter the item onto an agenda for a
Commission Meeting for their final approval.
If anything else further is required of my office, please do not hesitate to contact
me. Thank you in advance for your assistance.
530 Greene Street, Room 104 Augusta, Georgia 30901 (706) 821-2340 (Otrice) (706) 821-2814 (Fax)
wu/w.augustaga.gov
Attachment number 1 \nPage 2 of 12
Item # 35
Background:
The Board of Elections is required by law to provide paper absentee ballots for any voter who
desires to have a ballot mailed to them and to adhere to the strict federal timelines for doing so.This includes any military or overseas citizens. We are also required to provide paper ballo-ts forprovisional voting during Advance Voting and on Election Day and must have paper ballots on
hand as a backup for Election Day polling place voting in the event of a failure olthe electronicvoting system. Currently, the Board is dependent on an outside vendor for printing ballots.
This printing system provides a cost savings to the City and, most importantly, severs Augusta's
dependency on outside vendors for this very important process. Balotar is a proven produ-e and
is currently in use in Fulton, Dekalb, Athens-Clarke, and Lee counties in Getrgia.
Analysis:
The equipment contract covers a 5 year period of time. This analysis, therefore, is based on the
number of paper ballots used over the past 5 years. The Board has expended $83,100 for ballot
printing and shipping over the specified time period. Because not having enough ballots for any
given election is not an option, ample ballots are ordered for each election and following each
election thousands of unused ballots must be shredded.
The Balotar ballot on demand printing system will allow the Board of Elections to print paper
ballots in-house, as needed. Benefits of the system include a decrease in the cost oipriniing
ballots, the elimination of the printing of more ballots than we actually need, gaining control of
the process so that we are not dependent on outside vendors to ensure that we meet very
important federal deadlines for mailing absentee ballots and, eliminating any potential errors of
inadvertently issuing an incorrect ballot by facilitating a more efficient process by which our
ballots are issued.
Financial Summary:
The cost of the system is $54,465. The price includes all necessary consumables (paper, toner,
etc.) and software and hardware support and services for a 5 year period. There is an additional
fee of .45 cents per ballot printed . The per ballot fee price is contractual and will not change
during the 5 year period of time. The ballot fee for 5 years will be approximately $12,600 and
will be prorated and budgeted as a line item each year during the 5 year time period. The
complete cost for implementing and using the system for 5 years will be approximately $67,100,
providing a total cost savings of $16,000. Funding to purchase the printing system was approved
in the 2013 Capital Outlay Budget.
Attachment number 1 \nPage 3 of 12
Item # 35
Donna B. Williams, CGFM
Director
To:Lynn Bailey, Board of Election Director
From: Timothy Schroer, Deputy Director, Finance Department f
Date: March 8,2013
Re: Capital
The 2013 capital outlay funds have been allocated and your distribution is as follows:
Amount Ore Kev/Obiect Description
54,700
35,000
272014110-5424910
2720t4n0-54t3120
Other Computer System
Bldg. Renovation
89,700 Total Amount
Please remember to use the BTR (budget transfer request) form when moving budgeted
amounts from one object code to another; you can download this form on the CityNet
under Finance. Ifyou have any questions concerning the above please contact
Edie Colem an at 821 -2403.
Thank You
530 Greene Street, Augusta Georgia 30901 office (j06) s2l-2429 Fax 706-g21-2520
Timothy E. Schroer, CpA
Deputy Director
WW\\"AL]GUSTAGA.GO\I
Attachment number 1 \nPage 4 of 12
Item # 35
College of Science and Mathematics
Center for Election Systems
June 17,2013
Lynn Bailey, Executive Director
Augusta-Richmond County Board of Elections and Registration
530 Greene Street
Room 104
Augusta, Georgia 30901
Dear Lynn:
The ABS Balotar Printing system (BPS) 2.2.0.9, is currently the only ballot on-demand printing system to
undergo and successfully complete verification testing as conducted by our office. The successful
completion of this verification test indicates the system is compatible with the state's current uniform
system ofvoting.
lf you may have any other questions, please do not hesitate to contact me.
Sincerely,
Michael Barnes
Director
Center for Election Systems - Kennesaw State University
Linda Ford, Georgia Secretary of State Elections Division
1000 Chastain Road o MD 5700 . 00 . Bldg. 57 . Rm. 00 . Kennesaw, GA30144-ss9l
Phone: 77 0-423-6900 . F ax: 770-423-6905 . www.kennesa*.edu
Attachment number 1 \nPage 5 of 12
Item # 35
The Office of Secretary of State
@ianA,Kpq
SECRETARYOFSTATE Lirrt4.ford
DrRrqroRoF ELEcnoNs
June 17,2013
Via Email : lbailey@augus taga. gov
Lynn Bailey, Executive Director
Richmond County Board of Elections
530 Greene Sheet, Room 104
Augusta, GA 30901
Re: Advanced Ballot Solutions Balotar printing System 2.Z.O,g
Dear Lynn:
Afterreviewing the P1o{u_ct Review Report on the ABS Balotar Printing system (BpS) 2.2.0.9,1have concluded that the BPS 2.2.A,9 and its intended use are in conform-ance wittr Official Code ofthe State of Georgia statutes related to voting machines and election adminiskation and the
applioable rules of the State Election Board and Rules of the Secretary of State of Georgia. The
system conforms to commonly accepted standards for information technology products and
documentation.
The BPS 2.2.0.9 successfullypassed all tests in the Test Plan desigaed and administered by the
Center for Election Systems at Kennesaw State University.
The BPS 2.2.0.gdoe-s not directly interface with any of the components of the certified voting
system in Georgia. Because of the lack of a direct interface to the voting system, I have "on"lud"dat this time that the BPS 2.2.0.9 system does aot fall within the scope of certification of voting
system as required by the state of Georgia. I also note that this general class of product - a ballot-on-demand (BOD) system is currently not subjected to federal certification testing. Therefore, I amauthorizing the use of the BPS 2.2.0.9 in Richmond County, subject to the Officii CoAe of GeorgiaAnnotated, the State Election Rules, and the secretary of state rules.
z Mertin Luther King Jr', Drive s.E' ' suitc 8o2 west Towet . Auanta, Georgia r 80334 . (4o4) 657.sggo . (4o4) 6s7-sgz1 paxr.ww.sos.,stqtg.f a!!IE
Attachment number 1 \nPage 6 of 12
Item # 35
The Office of Secretary of State
@bnQ,ffgtttp
SECRETARYOFSTAIS
Please call or email me if you have any questions.
Linlalfiotd
DIRECToR oF ELrcToNs
Sincerely,
,4*erd";-
Linda Ford
Director of Elections
cc: Michael Barnes, KSU Center for Election Systems
Jeb Cameron, Election Systems and Software
Axiver Harris, Secretary of State Elections Division
Merle King, KSU Center for Election Systerns
Cam-Anh Le, Georgia Secretary of State Elections Division
s Mattin Luther KingJr", Drive S.B. r Suite 8oe West Tower . Atlanta, Georgia . gogg4 . (4o4) 657_5Jg o . (4o4) 657_SB7t?a1(ul|.n&sg{r9lat&Btol&$
Attachment number 1 \nPage 7 of 12
Item # 35
A@Xgr*
.Jr st*s &rf*rN}
June 17,2013
Lynn Bailey
Richmond County Elections Supervisor
Municipal Building
530 Greene Street, Room 104
Augusta, Georgia 30901
RE: Advanced Ballot solutions, LLc. ("ABS") Balotar printing system
Dear Ms. Bailey:
This letter is in response to your request for information regarding ABS'Balotar Printing System. Please be advised that ABS is the sole Jnd exilusivedeveloper and supplier of the ABS Balotar Printing System Software. As such, ABS
owns all patents, copyrights and trademarks in and to the Balotar Printing System
Software. No other company in the market today has the right to license the BalotarPrinting System Software in order to print ballots utilizing the Balotar printing
System.
ln addition and as of the date of this letter, ABS' Balotar Printing System is
the only ballot on demand system which has been reviewed and approved for use in
the State of Georgia by Kennesaw State University. Such Balotar Printing system
allows for the printing of on demand ballots for use with the State of Georgii's voting
system which has been provided by Election System & Software
lf you have any questions or need additional information, please do not
hesitate to contact me directly.
Sincerely,
Timothy J. Hallett
Associate General Counsel
Attachment number 1 \nPage 8 of 12
Item # 35
NCHD
BALL$T S(}LUTISNS
tichmond County, GA
Purchore Frcporol Quole
St"rbrnitted Sy Ele,cfion Sysfems & Jollwsre
,}
0
2
I
L
X
X
"2
2
x
C?d5W Dl',I Printer wltlr firnnwcrp
J-$eries Printer Cort
l-optop C*mpuier
l"optop Truy
Fteci*ion lnput Faed lruy (Far ?d0s/r650 $B{iel printeu udng J-$eries or B-$*rier ccrt}
3:olkrl F{}ldsr wilh Chute, .$totrksr, Caver, cnrJ Tsble
Frirttsr & Soft$rqre Troining End lnstnllction
Pte-Election Eemsle Srrppori lnch.,rding:
' Creqtion o{ sollot rspsrilories ryrd nqcsr&qry *enfigurotion &l*c fo{ euch elaction
" Fre-eleclion set up ond lerling supporl t6r soch Sclotar sptem hotore esch election. Creoliqn of lest bollols far eoch election for qu*lily verificotion
Balolsr Soffw<rrs tr-icense & Supporl:
lnlegfsted Prinlsr A$dit Saporting $*fiwrye S-Yeor Licence [Qn€ Licen.tg p€r Bintsr Baquiod]
Single *equest $ottwure (Sf.Sf
&*lilpte Rsquo$ $ottrrxore $yaor l"icenrc {MRif
Shipping and Hfindling
Iutol Purchcrs $rlution
Le*: Di*coant
l{cf FurchoEa $o*u!lo*
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Attachment number 1 \nPage 9 of 12
Item # 35
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Attachment number 1 \nPage 10 of 12
Item # 35
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Item # 35
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Attachment number 1 \nPage 12 of 12
Item # 35
Commission Meeting Agenda
7/16/2013 5:00 PM
Request for approval to designate McBean Enterprise Zone
Department:Planning and Development
Caption:Motion to approve an ordinance to designate “McBean Enterprise
Zone”. (Approved by Commission June 18, 2013 second
reading)
Background:Georgia law provides for local governments to offer several types
of economic development incentives, among them are Enterprise
Zones (EZ), Opportunity Zones (OZ), and Tax Allocation
Districts (TAD). In order to make the Augusta Corporate Park
more competitive the Augusta Development Authority has
proposed designating that property as an EZ and an OZ. They
contracted with the CSRA Regional Development Commission to
find a way to make the designation conform to the standards in the
law. The RDC was able to do that by incorporating the Corporate
Park into a larger area that includes the properties along Mike
Padgett Highway south of the Park to the county line. In order
for an area to be designated as an Opportunity Zone (OZ) it first
has to be designated as an Enterprise Zone (EZ). The purpose of
this agenda item is to designate the area as an EZ. Approval would
abate property taxes for employers who create 5 or more jobs for
up to 10 years; 100% for the first 5 years and then 80%, 60%,
40%, 20% and 10%. Data provided by the RDC indicates that the
area is eligible for designation.
Analysis:The action would encourage economic development by abating
property taxes on investments that probably wouldn’t happen
otherwise.
Financial Impact:Potentially significant as a positive if successful in attracting
investment that would not otherwise occur.
Alternatives:Approve or deny
Recommendation:Approve
Cover Memo
Item # 36
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 36
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ORDIACE O. _______________
A ORDIACE TO AMED THE AUGUSTA GEORGIA CODE SO A S TO AMED
SECTIO 2-4 BY ADDIG A EW SUBSECTIO 23 ETITLED “MCBEA
ETERPRISE ZOE”, TO PROVIDE A EFFECTIVE DATE, TO REPEAL
COFLICTIG ORDIACES AD FOR OTHER PURPOSES.
WHEREAS, a method has been provided by the General Assembly of the State of Georgia
through the enactment of the Enterprise Zone Employment Act of 1997 as amended (O.C.G.A. §
36-88-1 et. seq.) to promote investment in areas of disinvestment, underdevelopment and
economic decline; and, that said Act promotes reinvestment and rehabilitation efforts in such
areas by qualifying businesses though the abatement of state, county and municipal ad valorum
taxes, and other fee abatement incentives; and,
WHEREAS, O.C.G.A. § 36-88-6 establishes the criteria by which an area may be designated as
an enterprise zone, such criteria being listed in subsections (b), (c) , (d), (e), and (f, and
quantifying conditions of “pervasive poverty”, “unemployment”, “general distress”,
“underdevelopment”, an “general blight”, respectively; and, that nominated areas must meet at
least three (3) of the five (5) established for qualification; and,
WHEREAS, the Augusta Development Authority commissioned a study examining conditions
of disinvestment, underdevelopment and economic decline in a portion of the city of Augusta
located in the vicinity of the McBean community the boundary of such study area being
specified and illustrated in Exhibit A as the McBean Enterprise Zone; and,
WHEREAS, the McBean Opportunity Study presented to the Augusta Georgia Commission by
the Augusta Development Authority and as provided in Exhibit B, confirms that the McBean
Enterprise Zone meets four (4) of the five (5) criteria qualifying it for enterprise zone
designation; and,
WHEREAS, designation of the McBean Enterprise Zone is consistent with the goals and
objectives of the city of Augusta’s comprehensive plan;
OW THEREFORE, THE AUGUSTA GEORGIA COMMISSIO ordains as follows:
SECTIO 1 . AUGUSTA GEORGIA CODE, Section 2-4, is amended by adding a new Section
2-4-23 which reads as follows:
2-4-23 Designation the “McBean Enterprise Zone.”
The Augusta Georgia Commission hereby designates the area hereafter described as an
Enterprise Zone to be known as the “McBean Enterprise Zone” to wit:
BOUNDARY DESCRIPTION
Beginning at a point where S.R. 56 (Mike Padgett Highway) intersects the Burke
County, Georgia line, and proceeding northward roughly 4.2 miles; incorporating
Attachment number 5 \nPage 1 of 2
Item # 36
parcels fronting on and flanking both sides of the highway corridor, and including
parcels in close proximity to and projecting from either side of the corridor with
or without frontage on Alden Drive, Amarillo Circle, Black Road, Blackberry
Lane, Cemetery Drive, Clark Road, Cannon Court, Corinth Road, Hephzibah-
McBean road, Horseshoe Road, McCombs Road, McKinely Lane, Mosley Road,
Old Mike Padgett Highway, Piney Grove Road, Rollins Road and Union
Cemetery Drive; such area being contained within 2010 Census Block Groups
109.05 (1), and 109-05 (2); and , such area consisting of roughly 3,686 acres, the
meandering boundary of which is highly variable as specified and illustrated in
Exhibit A.
SECTIO 2 . Consistent with the applicable provisions of O.C.G.A., 36-88-1 et. seq., qualifying
businesses and service enterprises within the McBean Enterprise Zone, generating the minimum
investments for which they may receive access to state enterprise zone incentives, shall be
exempted from state, county, and municipal ad valorum taxes in the amount not o exceed the
following schedule:
One hundred percent of property taxes shall be exempt for the first five (5) years;
Eighty percent of property taxes shall be exempt for the next two (2) years;
Sixty percent of property taxes shall be exempt for the next year;
Forty percent of property taxes shall be exempt for the next year; and
Twenty percent of property taxes shall be exempt for the last year.
SECTIO 3. This Ordinance shall become effective on its adopting in accordance with
applicable laws.
SECTIO 4. All ordinances or parts of ordinances in conflict herewith are hereby repealed.
Adopted this _________ day of ______________, 2013.
__________________________________
Davis S. Copenhaver, As its Mayor
ATTEST:
__________________________________
Lena Bonner, Clerk of Commission
Attachment number 5 \nPage 2 of 2
Item # 36
Commission Meeting Agenda
7/16/2013 5:00 PM
2012 Audit Report
Department:Financce
Caption:Receive as information the results of the 2012 financial audit.
Background:As part of the annual financial audit, the results of the audit are
presented to the commission by our audit firm- Mauldin & Jenkins
Analysis:
Financial Impact:
Alternatives:None
Recommendation:recoeve as information
Funds are Available
in the Following
Accounts:
n/a
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 37
Commission Meeting Agenda
7/16/2013 5:00 PM
Dorothy Platte
Department:Clerk of Commission
Caption:Consider a request from Ms. Dorothy Platte regarding property tax
relief for property located at 2713 Fleming Drive. (No
recommendation from Finance Committee July 8, 2013)
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
7/16/2013 5:00 PM
Recommend 2013 Mill Rates by Taxing District
Department:Finance
Caption:Discuss and approve 2013 Mill Rates by Taxing District, publish
required Current Digest with 5 year history of Levy, and advertise
time, location and date the mill rates will be adopted.
Background:The State of Georgia Department of Revenue sets the
requirements for each taxing district which levies ad valorem
taxes. After the Commission proposes the 2013 millage rates to
be levied to generate the amount of ad valorem tax revenue
necessary to support operations, a prescribed sequence of events
must happen. A 5 year history and the current year's digest and
levy must appear in the newspaper. In the body of that notice, a
time, location and date for a public meeting to adopt the proposed
mill rates must be included. That date must be at least two weeks
from the date of advertisement.
Analysis:
Financial Impact:Setting the millage rates in a timely manner is necessary to obtain
digest approval from the state. Approval of the digest must be
received from DOR before the Tax Commissioner can produce
and mail tax bills. Each requirement must be met and all actions
must be taken at the advertised time and date.
Alternatives:none
Recommendation:Discuss the information presented and approve the mill rates to be
advertised for adoption.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 39
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 39
Commission Meeting Agenda
7/16/2013 5:00 PM
Water and Sewer Bonds Series 2013 - Supplemental Resolution
Department:Utilites and Finance
Caption:Motion to approve Water and Sewer Revenue Bonds Series 2013
supplemental resolution.
Background:At the April 2, 2013 Commission meeting the Commission
approved the process to issue Water and Sewer Bonds, series
2013. At the June 18, 2013 Commission meeting the
Commission approved the parameters resolution, the next step in
the process. Approval of the supplemental (pricing) resolution is
the last step in the process of issuing the bonds.
Analysis:This is the final step in the process of issuing the Water and Sewer
Bonds, Series 2013.
Financial Impact:n/a
Alternatives:none
Recommendation:Approve Bond Resolution
Funds are Available
in the Following
Accounts:
n/a
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 40
A RESOLUTION TO SPECIFY THE PRINCIPAL AMOUNT TO
MATURE IN EACH YEAR AND THE OPTIONAL AND MANDATORY
REDEMPTION PROVISIONS OF THE SERIES 2013 BONDS BEING
ISSUED PURSUANT TO THE PARITY BOND RESOLUTION ADOPTED
BY THE AUGUSTA-RICHMOND COUNTY COMMISSION ON JUNE 18,
2013; TO AUTHORIZE AND APPROVE THE SALE OF THE SERIES
2013 BONDS TO THE WINNING BIDDER; TO PROVIDE FOR THE
DELIVERY OF THE SERIES 2013 BONDS; TO RATIFY, AUTHORIZE
AND APPROVE THE PREPARATION, USE AND DISTRIBUTION OF A
PRELIMINARY OFFICIAL STATEMENT AND A FINAL OFFICIAL
STATEMENT IN CONNECTION WITH THE OFFER AND SALE OF
THE SERIES 2013 BONDS; TO PROVIDE FOR THE APPLICATION OF
THE PROCEEDS OF THE SERIES 2013 BONDS; AND FOR OTHER
PURPOSES.
SUPPLEMENTAL BOND RESOLUTION
ADOPTED JULY __, 2013
BY THE AUGUSTA-RICHMOND COUNTY COMMISSION
PROVIDING FOR THE ISSUANCE OF
$______________
Augusta, Georgia Water and Sewerage Taxable Revenue Bonds (Second Resolution)
Series 2013
Attachment number 1 \nPage 1 of 10
Item # 40
A RESOLUTION TO SPECIFY THE PRINCIPAL AMOUNT TO
MATURE IN EACH YEAR AND THE OPTIONAL AND MANDATORY
REDEMPTION PROVISIONS OF THE SERIES 2013 BONDS BEING
ISSUED PURSUANT TO THE PARITY BOND RESOLUTION ADOPTED
BY THE AUGUSTA-RICHMOND COUNTY COMMISSION ON JUNE 18,
2013; TO AUTHORIZE AND APPROVE THE SALE OF THE SERIES
2013 BONDS TO THE WINNING BIDDER; TO PROVIDE FOR THE
DELIVERY OF THE SERIES 2013 BONDS; TO RATIFY, AUTHORIZE
AND APPROVE THE PREPARATION, USE AND DISTRIBUTION OF A
PRELIMINARY OFFICIAL STATEMENT AND A FINAL OFFICIAL
STATEMENT IN CONNECTION WITH THE OFFER AND SALE OF
THE SERIES 2013 BONDS; TO PROVIDE FOR THE APPLICATION OF
THE PROCEEDS OF THE SERIES 2013 BONDS; AND FOR OTHER
PURPOSES.
WHEREAS, pursuant to the Master Bond Resolution (the “Master Bond Resolution”)
adopted by the Augusta-Richmond County Commission (the “Commission”) on October 12,
2012 and the Parity Bond Resolution (the “Parity Bond Resolution”, and together with the
Master Bond Resolution, the “Bond Resolution”) adopted by the Commission on June 18, 2013,
the Consolidated Government has been authorized to issue not to exceed $22,300,000 aggregate
principal amount of its Water and Sewerage Taxable Revenue Bonds (Second Resolution),
Series 2013 (the “Series 2013 Bonds”); and
WHEREAS, the Parity Bond Resolution provides that the Series 2013 Bonds are to be
dated not later than the date of issuance and delivery, to be initially issued as book-entry only
bonds in fully registered form without coupons, transferable to subsequent owners as therein
provided, in the denomination of $5,000 or any integral multiple thereof, numbered from R-1,
upwards, bearing interest from date at a rate or rates not exceeding 6 percent per annum, all
interest payable October 1, 2013 and semiannually thereafter on April 1 and October 1 in each
year, and the principal maturing on April 1 in the year or years not later than October 1, 2033, in
such principal amounts such that the highest principal and interest coming due on the Series
2013 Bonds in any Bond Year shall not exceed $2,000,000; and
WHEREAS, the Consolidated Government has offered the Series 2013 Bonds pursuant
to an Official Notice of Sale and a Preliminary Official Statement, dated July 9, 2013 (the
“Preliminary Official Statement”) and wishes to approve the award of the sale of the Series
2013 Bonds to _________________________ (the “Purchaser”), the winning bid of which is
attached hereto as Exhibit A; and
WHEREAS, the rates of interest offered by the Purchaser for the Series 2013 Bonds do
not exceed the maximum rate of interest for any year over the life of the Series 2013 Bonds as
set forth in the Parity Bond Resolution, the maximum annual principal and interest requirements
in any Bond Year on the Series 2013 Bonds at such rates do not exceed $2,000,000, and the
Series 2013 Bonds shall bear interest from date at the rates per annum hereinafter set forth, and
the sale of the Series 2013 Bonds at such prices will provide the Consolidated Government with
sufficient funds to (a) fund a portion of the reserve requirement for the Prior Lien Bonds,
Attachment number 1 \nPage 2 of 10
Item # 40
(b) fund a debt service reserve account for the Series 2013 Bonds and (c) pay the costs of
issuance of the Series 2013 Bonds., all as set forth in the Parity Bond Resolution; and
WHEREAS, it was provided in the Parity Bond Resolution that, subsequent to the
negotiated sale of the Series 2013 Bonds, the Consolidated Government would adopt a
supplemental resolution specifying, among other things, the interest rate or rates per annum
which the Series 2013 Bonds would bear, the principal amount of Series 2013 Bonds to mature
in each year, the optional and mandatory sinking fund redemption provisions applicable to the
Series 2013 Bonds, would provide for the application of the proceeds of the Series 2013 Bonds,
and would provide for the actual issuance and delivery of the Series 2013 Bonds upon payment
therefor by the Purchaser; and
WHEREAS, the Consolidated Government wishes to proceed with the authorization of
the sale of the Series 2013 Bonds and to provide for their delivery in accordance with the terms
set forth in the Parity Bond Resolution; and
WHEREAS, it is proposed that the Consolidated Government should ratify the
preparation, use and distribution of the Preliminary Official Statement and authorize the
execution, use and distribution of an Official Statement relating to the Series 2013 Bonds; and
WHEREAS, it is further proposed that the Consolidated Government should authorize
the execution, delivery and performance of the Series 2013 Disclosure Certificate (as defined in
the Parity Bond Resolution); and
WHEREAS, the Series 2013 Bonds should now be executed, issued and delivered.
NOW, THEREFORE, BE IT RESOLVED by the Augusta-Richmond County
Commission, and it is hereby resolved by authority of the same, as follows:
Section 1.1 Definitions. Capitalized terms used in this Supplemental Bond Resolution
and not otherwise defined herein are used with the meanings assigned to such terms by the Parity
Bond Resolution and the Master Bond Resolution.
Section 1.2 Issuance of Series 2013 Bonds. There are hereby authorized to be issued
pursuant to the Parity Bond Resolution $____________ aggregate principal amount of Water and
Sewerage Taxable Revenue Bonds (Second Resolution), Series 2013. The Series 2013 Bonds
shall be dated the date of issuance and delivery, numbered from R-1 upward, and shall be
initially issued in book-entry only form as fully-registered bonds without coupons. The Series
2013 Bonds shall bear interest from date at the rates set forth below (based on a 360 day year
comprised of twelve 30-day months), all interest payable October 1, 2013 and semiannually
thereafter on April 1 and October 1 in each year, and the principal; shall mature on October 1 in
the years and in the amounts set forth below:
Attachment number 1 \nPage 3 of 10
Item # 40
Year Principal Amount Interest Rate
Section 1.3 Optional Redemption of the Series 2013 Bonds. The Series 2013 Bonds
maturing on or after October 1, 2024, may be redeemed prior to their respective maturities at the
option of the Consolidated Government on or after October 1, 2023, in whole or in part at any
time, in the order of maturities selected by the Consolidated Government (less than all of such
Series 2013 Bonds of a single maturity to be selected by lot in a manner as the Consolidated
Government may determine) from any moneys available therefor at the redemption price equal
to the principal amount of the Series 2013 Bonds to be redeemed plus accrued interest to the
redemption date.
Section 1.4 Mandatory Redemption of the Series 2013 Bonds. The Series 2013
Bonds shall be subject to mandatory redemption prior to maturity on October 1, ________ and
on each succeeding October 1 to and including October 1, ______ (the last maturity to be paid
rather than redeemed), in part, by lot in such manner as may be designated by the Bond
Registrar, at par plus accrued interest to the redemption date, in the following years and principal
amounts:
Year Amount
The Series 2013 Bonds shall be subject to mandatory redemption prior to maturity on
October 1, _____ and on each succeeding October 1 to and including October 1, ________ (the
last maturity to be paid rather than redeemed), in part, by lot in such manner as may be
Attachment number 1 \nPage 4 of 10
Item # 40
designated by the Bond Registrar, at par plus accrued interest to the redemption date, in the
following years and principal amounts:
Year Amount
The Series 2013 Bonds shall be subject to mandatory redemption prior to maturity on
October 1, _____ and on each succeeding October 1 to and including October 1, ________ (the
last maturity to be paid rather than redeemed), in part, by lot in such manner as may be
designated by the Bond Registrar, at par plus accrued interest to the redemption date, in the
following years and principal amounts:
Year Amount
The Consolidated Government shall be entitled to receive a credit in respect of its
mandatory sinking fund redemption obligation for Series 2013 Bonds delivered, purchased, or
redeemed, as hereinafter described, if the Consolidated Government at its option purchases in the
open market and delivers to the Paying Agent for cancellation Series 2013 Bonds or redeems
Series 2012 Bonds (other than through mandatory sinking fund redemption) and such Series
2013 Bonds have not theretofore been applied as a credit against any mandatory redemption
obligation. Each such Series 2013 Bond so purchased or redeemed shall be credited by the
Paying Agent at 100% of the principal amount thereof on the obligation of the Consolidated
Government on such mandatory redemption payment date, and any excess shall be credited on
future mandatory sinking fund redemption obligations in chronological order, and the principal
amount of such Series 2013 Bonds to be redeemed by operation of mandatory redemption shall
be accordingly reduced.
Section 1.5 Provisions Relative to Redemption. The redemption of the Series 2013
Bonds shall be in accordance with the provisions of Article III of the Master Bond Resolution.
The Series 2013 Bonds subject to optional redemption may be made subject to conditional
redemption as provided in Section 3.3 of the Master Bond Resolution. Notice having been given
in the manner and under the conditions provided in the Master Bond Resolution, the Series 2013
Bonds so designated for redemption shall, on the redemption date designated in such notice,
become and be due and payable at the redemption price hereinabove specified, and from and
after the date of redemption so designated, unless default shall be made in the payment of the
Attachment number 1 \nPage 5 of 10
Item # 40
Series 2013 Bonds so designated for redemption, interest on the Series 2013 Bonds so designated
for redemption shall cease to accrue after the redemption date.
Section 1.6 Application of Proceeds of Series 2013 Bonds. From the proceeds
derived from the sale of the Series 2013 Bonds, the following payments shall be made,
simultaneously with the issuance and delivery of the Series 2013 Bonds, to the extent and in the
manner herein set forth:
(a) The sum of $___________, or such other amount as shall be necessary, derived
from the sale of the Series 2013 Bonds shall be deposited into the Prior Lien Reserve Account
established under the Prior Lien Resolution for the benefit of the Prior Lien Bonds.
(b) The sum of $_____________, or such other amount as shall be necessary, derived
from the sale of the Series 2013 Bonds shall be deposited into the Debt Service Reserve Account
created under the Master Bond Resolution to fund the Debt Service Reserve Requirement under
the Bond Resolution.
(c) The sum of $____________, or such other amount as shall be necessary, shall be
paid to the Purchaser from the proceeds of the Series 2013 Bonds, representing the underwriter’s
discount for the Series 2013 Bonds.
(d) The sum of $____________, or such other amount as shall be necessary, shall be
deposited to the 2013 Expense Account and used to pay the remaining expenses incurred in
connection with the issuance of the Series 2013 Bonds.
Section 1.7 Offering Materials and Winning Bidder. The preparation, use and
distribution of the Official Notice of Sale and the Preliminary Official Statement, is hereby
authorized, ratified and approved. The preparation and distribution of a final Official Statement
with respect to the Series 2013 Bonds in substantially the form as the Preliminary Official
Statement but containing the information with respect to the Series 2013 Bonds set forth in this
Supplemental Bond Resolution is hereby authorized and approved. The execution and delivery
by the Mayor or Mayor Pro-Tem of the Consolidated Government of a “deemed final certificate”
required by Rule 15c2-12 of the Securities Exchange Act of 1934, as amended, are hereby
ratified. The execution and delivery of the Series 2013 Disclosure Certificate in substantially the
form attached to the Preliminary Official Statement is hereby authorized, ratified and approved.
The Mayor or Mayor Pro-Tem of the Consolidated Government is authorized to execute such
final Official Statement and the Series 2013 Disclosure Certificate on behalf of the Consolidated
Government.
_________________ is hereby approved as the winning bidder for the Series 2013 Bonds
upon the terms set forth in its bid. The purchase price for the Series 2013 Bonds is equal to the
par amount of $______________ plus net original issue premium of $____________ less
Purchaser’s discount of $_________________.
Section 1.8 Mayor Pro Tem May Act. The Mayor Pro Tem is authorized,
empowered and directed to prepare, execute, file and deliver such instruments, certificates or
other documents, including this Supplemental Bond Resolution, and to take such other and
Attachment number 1 \nPage 6 of 10
Item # 40
further action as may be necessary or desirable to consummate the issuance of the Series 2013
Bonds and to give full force and effect to the Bond Resolution.
Section 1.9 Repealer. Any and all resolutions or parts of resolutions in conflict with
this Supplemental Resolution this day adopted be and the same are hereby repealed, and this
Supplemental Resolution shall be in full force and effect from and after its adoption.
Attachment number 1 \nPage 7 of 10
Item # 40
Adopted July __, 2013.
AUGUSTA, GEORGIA
By:
Mayor
ATTEST:
_______________________________
Clerk
Attachment number 1 \nPage 8 of 10
Item # 40
EXHIBIT A
WINNING BID
Attachment number 1 \nPage 9 of 10
Item # 40
Attachment number 1 \nPage 10 of 10
Item # 40
Commission Meeting Agenda
7/16/2013 5:00 PM
Accept terms of contract agreement with Georgia Department of Transportation concerning the costs of
relocating water and sanitary sewer mains on GDOT Project # CSSTP-0006-00(431), Richmond County,
PI 0006431
Department:Augusta Utilities Department
Caption: Motion to provide necessary signatures on furnished agreement
to include Augusta Utilities Department water and sanitary sewer
main relocations in the Georgia Department of Transportation
contract for the widening of SR 56 FM CR 17/Bennock Mill Rd to
CR 1516/Old Waynesboro Rd. The estimated cost of construction
is $4,709,621.00.
Background:The Georgia Department of Transportation is widening SR 56 FM
CR 17/Bennock Mill Rd to CR 1516/Old Waynesboro Rd. Due
to these improvement the Augusta Utilities Department needs to
relocate existing water and sewer lines. The Augusta Utilities
Department will be solely responsible for the cost of the
relocations, which is the estimated cost reflected in the agreement
furnished by GDOT.
Analysis:Approving this agreement will allow GDOT to award their
contract including the cost for Augusta Utilities Department water
and sewer relocation. This water line will fulfill goals set forth in
the master plan, most notably to assist in the water supply to the
Augusta Corporate Park.
Financial Impact:Funds for this work are available in account 511043410-5425110 /
80313125-5425110.
Alternatives:No alternatives are recommended.
Recommendation:We recommend the Commission agree to the terms of the
preliminary cost agreement with Georgia Department of
Transportation in the amount of $4,709,621.00.
Funds are Available
in the Following Funds for this work are available in account 511043410-5425110 /
80313125-5425110.Cover Memo
Item # 41
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 41
0006431- Richmond - Augusta -Richmond Water CIA - Bid Item Cost 5/15/2013
CSSTP-0006-00(431), Richmond County PI# 0006431
WATER DISTRIBUTION ITEMS Orig Plan Orig Est Orig Est Orig Plan In-Kind Actual Bid Actual Total Actual In-KindPay Item AUGUSTA-RICHMOND COUNTY Unit Total Qty Unit Price Cost Total Qty Total Qty Unit Price Bid Cost Bid Cost
Water Items
610-1840 Remove Asbestos Cement Pipe LF 4250 $53.93 229,203$
610-7015 Remove Vault EA 2 $2,000.00 4,000$ 611-8050 Adjust Manhole to Grade EA 4 $792.43 3,170$ 611-8140 Adjust Water Valve Box to Grade EA 4 $376.97 1,508$ 615-1000 Jack or Bore Pipe, Steel, 16 IN, 0.250 IN Thickness LF 330 $375.26 123,836$ 615-1000 Jack or Bore Pipe, Steel, 24 IN, 0.250 IN Thickness LF 135 $375.26 50,660$
615-1000 Jack or Bore Pipe, Steel, 30 IN, 0.312 IN Thickness LF 290 $375.26 108,825$
615-1100 Directional Bore Pipe, 16 IN, HDD Pipe LF 2220 $74.64 165,701$
615-1200 Directional Bore Pipe, 16 IN, HDD LF 2220 $17.10 37,962$ 660-0004 Sanitary Sewer Pipe, 4 IN, PVC LF 50 $30.61 1,531$ 660-0008 Sanitary Sewer Pipe, 8 IN, PVC LF 375 $57.71 21,641$ 660-0336 Sanitary Sewer Pipe, 36 IN, RCP LF 20 $210.00 4,200$
660-0820 Sanitary Sewer Pipe, 20 IN, Ductile Iron, Force Main LF 150 $191.71 28,757$
660-0824 Sanitary Sewer Pipe, 24 IN, Ductile Iron, Force Main LF 120 $216.75 26,010$
668-3300 Sanitary Manhole, TP 1 EA 4 $2,467.38 9,870$ 670-1080 Water Main, 8 IN, Class 350, Ductile Iron LF 1280 $55.97 71,642$ 670-1100 Water Main, 10 IN, Class 350, Ductile Iron LF 85 $64.16 5,454$ 670-1120 Water Main, 12 IN, Class 350, Ductile Iron LF 525 $70.20 36,855$ 670-1140 Water Main, 14 IN, Class 350, Ductile Iron LF 60 $100.00 6,000$
670-1160 Water Main, 16 IN, Class 350, Ductile Iron LF 24000 $118.33 2,839,920$
670-1500 Cap and Plug existing water line EA 15 $85.00 1,275$ 670-2060 Gate Valve, 6 IN EA 20 $891.76 17,835$ 670-2080 Gate Valve, 8 IN EA 15 $1,470.99 22,065$ 670-2100 Gate Valve, 10 IN EA 5 $1,619.51 8,098$ 670-2120 Gate Valve, 12 IN EA 12 $2,534.10 30,409$
670-2140 Gate Valve, 14 IN EA 5 $5,637.45 28,187$
670-2160 Gate Valve, 16 IN EA 42 $5,637.45 236,773$ 670-4000 Fire Hydrant EA 35 $3,442.09 120,473$ 670-5010 Water Service Line, 1 IN LF 10000 $18.85 188,500$ 670-5020 Water Service Line, 2 IN LF 3000 $34.01 102,030$ 670-7000 Steel Casing, 16 IN, 0.250 IN Thickness LF 255 $145.33 37,059$
670-7000 Steel Casing, 24 IN, 0.250 IN Thickness LF 100 $145.33 14,533$
4,709,621$
-$
SUBTOTAL =4,709,621$ SUBTOTAL =-$ -$
TOTAL EST COST =4,709,621$ TOTAL EST COST =-$ -$
AUGUSTA-RICHMOND SHARE 100%TOTAL In-Kind EST 4,709,621$ TOTAL In-Kind EST TOTAL BID -$ -$
GDOT SHARE 0.00%-$ TOTAL BETTERMENT COST AUGUSTA-RICHM TOTAL In-Kind EST -$ GDOT Share
-$
In-Kind Items - Reimbursable *Actual Bid Costs
Attachment number 1 \nPage 1 of 1
Item # 41
Revised 8/22/11
GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT
Contract No. and Name: WATER DISTRIBUTION FACILITIES
CSSTP-0006-00 (431), RICHMOND COUNTY
Name of Contracting Entity: AUGUSTA–RICHMOUND COUNTY
By executing this affidavit, the undersigned person or entity verifies its compliance with O.C.G.A.
§ 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the
Georgia Department of Transportation has registered with, is authorized to participate in, and is
participating in the federal work authorization program commonly known as E-Verify,* in accordance
with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.
The undersigned person or entity further agrees that it will continue to use the federal work
authorization program throughout the contract period, and it will contract for the physical performance
of services in satisfaction of such contract only with subcontractors who present an affidavit to the
undersigned with the information required by O.C.GA. § 13-10-91(b).
The undersigned person or entity further agrees to maintain records of such compliance and
provide a copy of each such verification to the Georgia Department of Transportation at the time the
subcontractor(s) is retained to perform such service.
_______________________________________ ___________________________
EEV / E-VerifyTM User Identification Number Date of Authorization
_______________________________________ ___________________________
BY: Authorized Officer or Agent Date
(Name of Person or Entity)
_______________________________________
Title of Authorized Officer or Agent
_______________________________________
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
_____ DAY OF ______________________, 201_
________________________________________ [NOTARY SEAL]
Notary Public
My Commission Expires: ___________________
* or any subsequent replacement 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
Attachment number 2 \nPage 1 of 1
Item # 41
May 15, 2013
Mayor Deke Copenhaver Augusta-Richmond County 530 Greene Street
Augusta, GA 30901
Project No.: CSSTP-0006-00(431), Richmond County P.I. No: 0006431 Contract Item Agreement for Water Distribution Facilities
SR 56 FM CR 17/BENNOCK MILL RD TO CR 1516/OLD WAYNESBORO
RD
Dear Mayor Copenhaver,
In accordance with your request, the adjustment of water distribution facilities belonging to the Augusta-
Richmond County is being included in the Department's contract for the roadway work on the above numbered
project. We are transmitting three counterparts of an undated Contract Item Agreement which sets forth the conditions
under which the State agrees to have its Contractor perform the work and by which Augusta-Richmond County
will reimburse the Department for this work. As outlined in Article 8, the non-binding pre-let estimate including
betterment for this work is $4,709,621.00 of which the Department will bear 00.00% or $0.00 and Augusta-Richmond County will bear 100.00% or $4,709,621.00. Also, attached is a cost estimate supporting the Agreement.
If the Agreement meets with your approval, please handle for execution on behalf of Augusta-Richmond
County and return all three (3) counterparts to the State of Georgia, Office of Utilities, One Georgia Center, 600 West Peachtree Street, 10th Floor, Atlanta, Georgia 30308 for execution on behalf of the Department. In this connection, be sure to have two witnesses (one of which must be a notary public) sign the Agreement. Please
be certain that the notary public affixes his/her seal alongside their signature. Also, complete the attached
resolution form and insert the date of resolution on page 4 of the Agreement. The Official Seal of Augusta-
Richmond County is also required to be affixed to each counterpart in compliance with instructions from our Attorney General's Office.
In accordance with Articles 8, 9, and 10 of the Agreement, the Department shall notify Augusta-Richmond
County in writing of the amount due the Department based on actual bid prices. At that time a check for the
amount required to perform the work will be requested as outlined in the Agreement.
GEORGIA DEPARTMENT OF TRANSPORTATION
One Georgia Center, 600 West Peachtree Street, NW Atlanta, Georgia 30308 Telephone: (404) 631-1000
Keith Golden, P.E., Commissioner
Attachment number 3 \nPage 1 of 2
Item # 41
Project No.: CSSTP-0006-00(431) Richmond County P.I. No.: 0006431
Contract Item Agreement for Water Distribution Facilities
May 15, 2013
Page 2
As soon as practicable, after the opening of bids, the Department will multiply the estimated quantities by the
actual bid prices. The Department will refund any overpayment or request in writing that Augusta-Richmond
County pay the Department the revised amount as determined by the aforesaid method.
If you have any questions or need further information, please contact Charity Belford at 404-631-1363 or by
email at cbelford@dot.ga.gov. Please send correspondence by mail addressed to State of Georgia, Office of
Utilities, One Georgia Center, 600 West Peachtree Street, 10th Floor, Atlanta, Georgia 30308 for execution on
behalf of the Department.
Very truly yours,
Lee E. Upkins
Assistant State Utilities Engineer
For: Michael J. Bolden State Utilities Engineer
MJB: LU:PA: CLB
Attachment
cc: Jimmy Smith, District Engineer, Tennille, Georgia
Attn: Lynn Bean, District Utilities Engineer
Attachment number 3 \nPage 2 of 2
Item # 41
Account No. – Class: 733005 – 309
Department ID: 4848010000
Program No.: 4181401
STANDARD UTILITY AGREEMENT
GDOT Contract ID No.: CSOOUUTL
CONTRACT ITEM AGREEMENT
Georgia Project No.: CSSTP-0006-00(431), Richmond County
G.D.O.T. P.I. No.: 0006431
THIS AGREEMENT, made this ___________________________ , by and between the Department of Transportation, an agency of the State of Georgia, hereinafter called the DEPARTMENT, first party, and Augusta-Richmond County, a political subdivision of the
State of Georgia, hereinafter called the LOCAL AGENCY, second party;
WITNESS that: WHEREAS, the DEPARTMENT proposes under the above numbered project to
widen State Route 56 from County Road 17/Bennock Mill Road To County Road 1516/Old
Waynesboro Road in Richmond County, Georgia; and
WHEREAS, due to the construction of this project, it will become necessary to make certain adjustments or additional installation of utility facilities of the LOCAL AGENCY,
the cost of which shall be determined in accordance with Articles 8, 9, & 10 below; and
WHEREAS, the LOCAL AGENCY has requested that the DEPARTMENT include the adjustment or installation of water distribution facilities in its highway construction contract as shown on the attached plans; and
WHEREAS, this Agreement being for the sole purpose of providing a contractor
for work performed on the LOCAL AGENCY'S water distribution facilities, the LOCAL AGENCY shall bear the cost of said work to be determined as hereinafter set forth;
WHEREAS, the preliminary engineering, including preparation of detailed plans
and contract estimate for adjustment of the utilities described above have been accomplished by
the LOCAL AGENCY; WHEREAS, the plans for the utility work have been approved by both the
DEPARTMENT and the LOCAL AGENCY prior to commencing work;
NOW THEREFORE, in consideration of the premises and the mutual covenants of the parties hereinafter set forth, it is agreed:
1. All construction engineering and contract supervision shall be the
responsibility of the DEPARTMENT and the DEPARTMENT shall be responsible to assure that
all utility work is accomplished in accordance with plans and specifications and to consult with the LOCAL AGENCY or LOCAL AGENCY’S Consultant before authorizing any changes or deviations which affect the LOCAL AGENCY’S facility.
Attachment number 4 \nPage 1 of 5
Item # 41
STANDARD UTILITY AGREEMENT
CONTRACT ITEM AGREEMENT
2
2. The LOCAL AGENCY or the LOCAL AGENCY’S Consultant shall have the right to visit and inspect the work at any time and advise the DEPARTMENT’S Engineer of
any observed discrepancies or potential problems. The DEPARTMENT agrees to notify the
LOCAL AGENCY when all utility work is completed and ready for final inspection by the
LOCAL AGENCY.
3. It is specifically understood that the project number shown above is for the
DEPARTMENT'S identification purposes only and may be subject to change by the
DEPARTMENT. In the event it becomes necessary for the DEPARTMENT to assign a different
project number, the DEPARTMENT shall notify the LOCAL AGENCY of the new project designation. Such change in project designation shall have no effect whatsoever on any of the other terms of this Agreement.
4. The DEPARTMENT shall include in its contract for this project all work
necessary to accomplish the adjustment of the LOCAL AGENCY'S facilities as shown on the highway plans along with the necessary specifications to assure that the work conforms to sound construction practices.
5. In the event it becomes necessary to add pay items that are not provided
for in the contract, the DEPARTMENT shall negotiate prices with the contractor and enter into a supplemental agreement with the contractor for completion of the additional items. Upon notification, the LOCAL AGENCY shall furnish a check for the additional cost as determined in
Article 8 below.
6. The DEPARTMENT shall furnish on the project the construction engineering inspection and testing by its own forces required to assure that the work is done in accordance with the plans, specifications and Special Provisions.
7. Upon completion of the work and upon certification by the
DEPARTMENT'S engineers that the work has been completed in accordance with the aforesaid plans and specifications, the LOCAL AGENCY shall accept the adjusted and additional facilities and shall thereafter operate and maintain the adjusted and additional facilities without further
cost to the DEPARTMENT or its contractor. Such maintenance and all operations and activities
shall be subject to the DEPARTMENT'S rules, policies and procedures as contained in its Utility
Accommodation Policy and Standards, current edition. 8. The DEPARTMENT shall include in its highway contract those items
shown as "materials" for permanent installation on the aforesaid plans attached hereto. The price
bid for the appropriate items shall include all labor, materials and incidentals necessary to
complete the work. The cost of the requested work shall be determined from unit quantities and unit prices as shown in the DEPARTMENT’S tabulation of bids. The approximate non-binding pre-let estimate is $4,709,621.00 based on the LOCAL AGENCY’S estimate attached hereto of
which the Department shall bear $0.00 and the LOCAL AGENCY shall bear $4,709,621.00.
9. It is mutually agreed that as soon as practicable after the opening of bids and acceptance of a bid by the DEPARTMENT, the DEPARTMENT shall notify the LOCAL
Attachment number 4 \nPage 2 of 5
Item # 41
STANDARD UTILITY AGREEMENT
CONTRACT ITEM AGREEMENT
3
AGENCY in writing of the amount due the DEPARTMENT. The LOCAL AGENCY shall pay to the DEPARTMENT the amount due within sixty (60) days.
10. It is further mutually agreed that the final cost of the work performed on
behalf of the LOCAL AGENCY shall be determined by measurement of the actual quantities of installed materials, including added items under Article 5, multiplied by the actual bid prices. Accordingly, after the project has been completed, the DEPARTMENT shall determine the final
cost to be borne by the LOCAL AGENCY and, as the case may be, shall refund to the LOCAL
AGENCY or shall request of the LOCAL AGENCY an additional payment in the amount of the
difference between the final cost to be borne by the LOCAL AGENCY and the amount which the LOCAL AGENCY has previously paid to the DEPARTMENT. In the event additional payment is due to the DEPARTMENT, the LOCAL AGENCY agrees to pay same within sixty
(60) days after the statement is received from the DEPARTMENT. In the event a refund is due
the LOCAL AGENCY, the DEPARTMENT agrees to pay the LOCAL AGENCY within sixty
(60) after the refund amount is determined or final acceptance is made by the DEPARTMENT. 11. The covenants herein contained shall, except as otherwise provided,
accrue to the benefit of and be binding upon the successors and assigns of the parties hereto.
12. It is mutually agreed between the parties hereto that this document shall be deemed to have been executed in the Fulton County, Georgia, and that all questions of interpretation and construction shall be governed by the laws of the State of Georgia.
Attachment number 4 \nPage 3 of 5
Item # 41
STANDARD UTILITY AGREEMENT
CONTRACT ITEM AGREEMENT
4
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in three counterparts, each to be considered as original by their authorized representative the day
and date hereinabove written.
WITNESS AS TO SECOND PARTY: Augusta-Richmond County BY:_____________________________
WITNESS
BY:_____________________________ BY:____________________________ NOTARY PUBLIC (SEAL) MAYOR
SWORN TO AND SUBSCRIBED
BEFORE ME THIS __ DAY
OF _______________, 20_______.
_________________________
Notary Public
My commission expires:
Signed on behalf of Augusta-Richmond County pursuant to resolution
dated ____________________________.
************************************
FEIN____________________ BY:_____________________________
************************************ CITY CLERK (OFFICIAL SEAL)
______________________________________________________________________
RECOMMENDED: ACCEPTED:
DEPARTMENT OF TRANSPORTATION BY:_____________________________
STATE UTILITIES ENGINEER
BY:______________________________
COMMISSIONER
PROJECT NO.: CSSTP-0006-00(431) Signed, sealed and delivered this ______
COUNTY: Richmond day of ____________________, 20______,
G.D.O.T. P.I. NO.: 0006431
DATE: May 15, 2013 CLB
(OFFICIAL SEAL OF THE DEPARTMENT)
I attest that the seal imprinted herein is the Official Seal of the DEPARTMENT.
BY:______________________________
TREASURER OFFICIAL CUSTODIAN OF THE SEAL
Attachment number 4 \nPage 4 of 5
Item # 41
STANDARD UTILITY AGREEMENT
CONTRACT ITEM AGREEMENT
5
RESOLUTION
STATE OF GEORGIA
AUGUSTA-RICHMOND COUNTY
BE IT RESOLVED by the Mayor and the County Commission, and it is hereby resolved,
that the foregoing attached Agreement, relative to project CSSTP-0006-00(431) P.I. No. 0006431,
to widen State Route 56 from County Road 17/Bennock Mill Road To County Road 1516/Old
Waynesboro Road in Richmond County Richmond County, Georgia, and that Deke Copenhaver as
Mayor and ______________________, as Commission Clerk, be and they are, thereby authorized
and directed to execute the same for and in behalf of said Mayor and County Commission Of
Augusta-Richmond County.
Passed and adopted, this the _____________ day of __________________, 20___.
ATTEST:
___________________________ BY:______________________________
COMMISSION CLERK MAYOR
STATE OF GEORGIA,
AUGUSTA-RICHMOND COUNTY
I, ____________________, as Commission Clerk, do hereby certify that I am custodian of
the books and records of the same, and that the above and foregoing copy of the original is now on
file in my office, and was passed by the Mayor and County Commission of Augusta-Richmond
County.
WITNESS my hand and official signature, this the ________ day of _______________,
20_________.
BY:__________________________________
COMMISSION CLERK
Attachment number 4 \nPage 5 of 5
Item # 41
Commission Meeting Agenda
7/16/2013 5:00 PM
Approve purchase of Vaporooter panel and power unit to allow Augusta Utilities Department to
complete chemical root control using in house crews.
Department:Utilities
Caption:Motion to approve Augusta Utilities Department to purchase one
Vaporooter panel and power unit to chemically treat sanitary
sewer lines for roots to help prevent sanitary sewer overflows.
Background:Augusta Utilities Department has been using a Vaporooter panel
and power unit, which has been on loan, to chemically treat
sanitary sewer lines to remove root intrusions that inhibit flow in
gravity sewer mains and contribute to backups in service lines.
During the loan period, we have seen a benefit to using the
system, which is the only user friendly system we have found that
is easily retrofitted to existing equipment already in service.
Utilizing a root control chemical is a much safer way of removing
roots, compared to traditional methods used. Chemical treatment
has no adverse effect on the tree and does not require a saw to
remove the roots. Documentation from the manufacturer is
included to verify that Environmental Products of Georgia is the
only source for this type of equipment in Georgia. Environmental
Products of Georgia’s e-verify number is 312637. The cost of the
Vaporooter panel and power unit is $36,000.00.
Analysis:Approving the purchase will allow Augusta Utilities Department
to continue to safely treat sanitary sewer lines for root intrusions
so we may continue to provide a high level of customer service
that our customers deserve.
Financial Impact:Funds are available in account 506043410-5422510
Alternatives:No alternatives recommended.
Recommendation:We recommend approval to allow Augusta Utilities Department to
purchase the Vaporooter panel and power unit.
Funds are Available Cover Memo
Item # 42
in the Following
Accounts:506043410-5422510
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 42
V AP O R O O T E R C O M M AN D E R P R O P O S A L
Prepared for: AUGUSTA UTILITIES
Prepared by: JOE LAGANKE
Date: MARCH 25, 2013
Attachment number 1 \nPage 1 of 3
Item # 42
3/25/2012
Augusta Utilities
Jody Crabtree
1840 Wylds Rd
Augusta, GA 30909
I am pleased to present the following proposal for One (1) Vaporooter Commander Skid Mount.
Please review the following specifications to make sure they meet your requirement. I hope the proposal
meets your favor.
FEATURES
Commander Skid Mount (Generator/Compressor included)
Jet-Set Hydraulic Root Foamer (Hyd. Drive)
Two Stage Foamer Nozzle, 1"
Tank not included
Air Compressor 4 cyl. (Splash Lubricated)
Chemical Resistant Diaphragm Pump
Hydraulic Motors w/Speed Control
Control Panel
Speed Control
3-5 GPM Flow Meter
Air Pressure Gauge, 0-200 Psi
Water Pressure Gauge, 0-200 Psi
Attachment number 1 \nPage 2 of 3
Item # 42
Washdown Hose Plumbed to Water Tank
Pump output = 16 GPM W/ truck at idle
Hyd. pump for Jet-Set must be separate from hydraulics for jetter
One-Year Warranty On Parts & Labor
System Training, Safety and Operational
TOTAL PRICE: $36,000.00
I appreciate the opportunity and your interest in our products. Please feel free to contact me if you have any
questions.
Thank you,
Joe LaGanke, Central/South Regional Manager
Environmental Products of Georgia
4815 Mendel Court SW
Atlanta, GA 30336
Office 404.693.9700
Cell 404.964.8339
jlaganke@epofc.com
www.epofc.com
Attachment number 1 \nPage 3 of 3
Item # 42
1550 East Old 210 Highway • Liberty, MO 64068
Monday, March 25, 2013
To whom this may concern:
Douglas Products and Packaging LLC is an ISO 9000 certified chemical
manufacturer of patented, registered chemical products and related application equipment
for a broad spectrum of industries. Vaporooter, the Sanitary Sewer Division of Douglas
Products, has over 40 years of expertise and proven success in eradicating root and grease
problems in sanitary sewer systems. These products have been used by hundreds of
cities and contractors to treat millions of feet of pipe; eliminating sanitary sewer
overflows caused by tree roots and excess F.O.G. (Fats, oils, and grease).
Douglas Products has authorized Environmental Products of Georgia, as the sole,
authorized re-seller of both new equipment and materials for the State of Georgia. This
includes but is not limited to: Sanafoam Vaporooter II®, Sanafoam Roo-Pru®, Jet Set
Commander Foaming Systems, Grease Release, Grease Release Metering Systems,
BioPlugs, and MicroJet.
Thank you and feel free to contact me should any questions or concerns arise.
Best regards,
Hunter Dance
Business Development Manager
Douglas Products and Packaging, LLC
Attachment number 2 \nPage 1 of 1
Item # 42
Attachment number 3 \nPage 1 of 4
Item # 42
Attachment number 3 \nPage 2 of 4
Item # 42
Attachment number 3 \nPage 3 of 4
Item # 42
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Item # 42
Commission Meeting Agenda
7/16/2013 5:00 PM
CNG Maintenance Services
Department:Environmental Services
Caption:Motion to approve bid item #13-126 and contract for CNG
maintenance services to Atlanta Gas and Light (AGL) Resources.
Background:The Environmental Services Department installed the first of
several public CNG stations which went online and became
operational as of June 1, 2013. Operations are currently limited to
internal/contracted customers associated with the solid waste
collections contract. This station will initially be used to fuel a
fleet of approximately 50 garbage trucks with plans to expand the
municipal fleet and to market the station to private
companies. Augusta has initial plans of installing at least one and
possibly two additional stations in the near future. The CNG
station is currently owned and overseen by the Environmental
Services Department (ESD). At this time, the ESD is relying on
the contractor who installed the system along with the
manufacturer to support maintenance on the system. This serves
us in the short-term, but is not suited to maintaining the station in
the most effective and efficient manner. The Environmental
Services Department released and Bid for CNG Station
Maintenance Services on February 11, 2013. Bids were received
and a contract has been negotiated with the compliant proposer.
Analysis:At this point, the CNG station is a critical element to the
operations of solid waste program. All the trucks operating under
contract to Augusta run on CNG. With only one station currently
built, this makes this infrastructure essential to operations. The
maintenance contract requires 24 hour monitoring of the station,
as well as emergency response times of 2 hours or less, in the
event that the station becomes non-operational. Additionally, the
CNG station requires periodic preventive maintenance and service
to ensure efficient and continuous operation of the station.
Augusta will perform daily inspections and report any findings to
AGL. Additional stations will require the same maintenance and
service once they are installed and operational. Today, Augusta
does not have qualified technicians who are trained and able to
service the CNG station(s). Cover Memo
Item # 43
Financial Impact:To fund this project, monies will need to be transferred from 542-
04-4110/5319140 to 542-04-4110/5223112. For the remaining
portion of the year, we have allocated $75,000. For future years of
the contract, the ESD will work with the contractor to develop an
annual budget and submit that for approval through the annual
budget process.
Alternatives:1. Hire and train staff to perform maintenance.
Recommendation:Approve bid item #13-126 and contract for CNG maintenance
services to Atlanta Gas and Light (AGL) Resources.
Funds are Available
in the Following
Accounts:
2013 - Transfer $75,000 from 542-04-4110/5319140 to 542-04-
4110/5223112. For future years, budget through the annual budget
process.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 43
Invitation to Bid
Sealed bids will be received at this office on Friday, April 26, 2013 @ 11:00 a.m. for furnishing:
Bid Item 13-126 CNG Maintenance Services for Environmental Services Department
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. 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, April 8, 2013 @ 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 places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle March 14, 21, 28, April 4, 2013
Metro Courier March 20, 2013
Revised: 3/7/2013
Attachment number 1 \nPage 1 of 1
Item # 43
Vendors:
AGL Resources
P. O. Box 4569
Atlanta, GA 30302
ZeitEnergy
1717 Mckinney Ave
Suite 700
Dallas, TX 75202
Attachment B Yes Yes
E-Verify Number 63448 No
SAVE Form Yes Yes
CNG
Maintenance
Services
Base Charge $450.00/
Per month
Non-
Compliant
Hourly Rate $90.00
Bid Item #13-126
CNG Maintenance Services
For the City of Augusta - Environmental Services Department
Bid Opening Date: Friday, April 26, 2013 at 11:00 a.m.
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Item # 43
Commission Meeting Agenda
7/16/2013 5:00 PM
Maintenance Highway Agreement – GDOT – Doug Bernard
Department:Abie Ladson, PE Director
Caption:Motion to accept maintenance responsibilities from the Georgia
Department of Transportation for the portion of Tobacco Road
between Mike Padgett Highway (Hwy 56) and Doug Barnard
Parkway, which is currently designate Highway 56 Spur.
Background:At its January 15, 2013 meeting, the Augusta Commission passed
a resolution to accept maintenance responsibilities for the portion
of the Highway 56 Spur known as Doug Barnard Parkway. The
purpose of this acceptance was to allow Augusta, Georgia to
install streetscape and gateway elements between Augusta
Regional Airport and Gordon Highway that, while being uniform
with other streetscape corridors in the county, would not
necessarily meet current Georgia DOT guidelines. This request
was submitted to Georgia DOT Planning office in Atlanta, which
commented that only accepting the Doug Barnard Parkway
portion without accepting the Tobacco Road portion of Highway
56 Spur would create a non-connective element of the state route
system which is contrary the mission of Georgia DOT. Therefore,
they requested that we include the Tobacco Road portion in our
request in order to allow the proposed project to move forward.
Analysis:Accepting the Tobacco Road portion of Highway 56 Spur into the
county road system will allow the gateway project along Doug
Barnard Parkway to move forward and beautify one of our more
visible corridors to out-of-town visitors
Financial Impact:The cost of periodic resurfacing and routine maintenance
consistent with what the county is currently responsible for along
the rest of Tobacco Road.
Alternatives:1) Approve request and allow gateway project along Doug
Barnard Parkway to move forward. 2) Do not approve.
Recommendation:Approve Alternative Number One.Cover Memo
Item # 44
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 44
Commission Meeting Agenda
7/16/2013 5:00 PM
Meeting time for all committees
Department:Clerk of Commission
Caption:Motion to approve rotating the scheduled meeting time for all
committees at two month intervals in accordance with proposed
schedule presented by Commissioner Davis. (Approved by
Administrative Services Committee June 10, 2013) (Referred
from the June 18 Commission meeting)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 45
Attachment number 1 \nPage 1 of 1
Item # 45
Attachment number 2 \nPage 1 of 1
Item # 45
Commission Meeting Agenda
7/16/2013 5:00 PM
On-Call Concrete Repair, Concrete Construction, Emergency Repair (Bid 11-159)
Department:Abie Ladson, PE Director
Caption:Motion to approve $1,500,000 to continue the funding for the
current On-Call Concrete Repair, Concrete Construction &
Emergency Repair Contract with the Horizon Construction
Company, Larry McCord LLC, and SITEC LLC. Funding is
available in the Grading & Drainage and Suburban Forces account
as requested by AED.
Background:Due to the continuing increase in repairs to aging infrastructures
and sidewalks within the county, AED has determined to continue
to supplement its engineering resources with an On-Call Contract
that include concrete repairs, concrete construction, and
emergency repair services. Timely repairs are extremely important
to minimizing public safety risks, damages to public property and
associated potential hazard liabilities.
Analysis:On February 7, 2012, the Augusta Commission approved the On-
Call Concrete Repair, Concrete Construction & Emergency Repair
Contract to Horizon Construction, Larry McCord, LLC, and
SITEC LLC. Additional funds allocation to this contract is needed
to help maintain current level of services.
Financial Impact:Funds are available in the amount of $1,000,000 Grading &
Drainage (328-041110-211828001), and $500,000 Suburban
Forces (328-041110-211828007) to be transferred to On-Call
Concrete Construction & Emergency Repair Services Contract
upon Commission approval.
Alternatives:(1) Approve $1,500,000 to continue the funding for the current
On-Call Concrete Repair, Concrete Construction & Emergency
Repair Contract with the Horizon Construction Company, Larry
McCord LLC, and SITEC LLC. Funding is available in the
Grading & Drainage and Suburban Forces account as requested by
AED. (2) Do not approve.
Recommendation:Approve alternative number one.Cover Memo
Item # 46
Funds are Available
in the Following
Accounts:
328-041110-211828001 & 328-041110-211828007
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 46
Augusta-Richmond County, Georgia
BE IT ORDAINED by the Commission-Council of Augusta-Richmond County,
Georgia that the following Capital Project Budget is hereby amended:
Section 1: The project change is authorized to CPB#N/A. This request is to approve $1,500,000
and a two-year extension to continue to fund the current contract services that include
Funding is available in the Grading & Drainage ($1,000,000), and Suburban Forces
($500,000) Phase VI accounts respectively.
Contract services to Horizon Construction, Larry McCord, LLC and Sitec, LLC.
Section 2: The following revenues are anticipated to be available to the Consolidated
Government to complete the project.
Grading and Drainage 2,650,000$
Sidewalks-Rehab-Replacement 350,000$
Suburban Forces-Resurfacing 950,000$
Resurfacing Contracts 500,000$
4,450,000$
Section 3: The following amounts are appropriated for the project:
By Basin By District
Varies Varies
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
CPB#N/A
On-Call Concrete Repair, Concrete Construction, and
Emergency Repair (Bid 11-159)
emergency concrete construction, concrete repair, andemergency repair services.
1.13.2012
Attachment number 1 \nPage 1 of 3
Item # 46
Augusta-Richmond County, Georgia
CAPITAL PROJECT BUDGET
CPB#N/A
On-Call Concrete Repair, Concrete Construction, and
Emergency Repair (Bid 11-159)
1.13.2012
Attachment number 1 \nPage 2 of 3
Item # 46
Augusta-Richmond County, Georgia
CAPITAL PROJECT BUDGET
CPB#N/A
On-Call Concrete Repair, Concrete Construction, and
Emergency Repair (Bid 11-159)
CPB AMOUNT ADDITION CPB AMOUNT
SOURCE OF FUNDS CPB REQUEST
GRADING & DRAINAGE
PHASE VI $1,650,000 $1,000,000 $2,650,000
SUBURBAN FORCES RESURFACING
PHASE VI $450,000 $500,000 $950,000
SIDEWALKS-REHAB-REPLACEMENT $350,000 $350,000
RESURFACING CONTRACTS $500,000 $500,000
TOTAL SOURCES: $2,950,000 $1,500,000 $4,450,000
USE OF FUNDS
CONTINGENCY
PHASE VI $2,950,000 $1,500,000 $4,450,000
TOTAL USES: $2,950,000 $1,500,000 $4,450,000
1.13.2012
Attachment number 1 \nPage 3 of 3
Item # 46
Attachment number 2 \nPage 1 of 2
Item # 46
Attachment number 2 \nPage 2 of 2
Item # 46
Request for Proposal
Request for Proposals will be received at this office until Friday, December 2, 2011 @ 11:00 a.m. for
furnishing:
RFP Item #11-159 On-Call Concrete Repair, Concrete Construction & Emergency Repair for
Engineering 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 Monday, November 14, 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.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle October 20, 27, November 3, 10, 2011
Metro Courier October 27, 2011
cc: Tameka Allen Deputy Administrator
Abie Ladson Engineering Department
Hameed Malik Engineering Department
Revised: 8/15/2011
Attachment number 3 \nPage 1 of 1
Item # 46
VENDORS Attachment B E-Verify #Addendum Original 7 Copies Fee Proposal
Horizon Construction
Po Box 798
Evans, GA 30809
Yes HHEN4748 Yes Yes Yes Yes
Larry L Mccord LLC
Design/Build
2016 Highland Avenue
Augusta, GA 30904
Yes LMCC8957 Yes Yes Yes Yes
Mabus Bros. Construction
920 Molly Pond Road
Augusta, GA 30901
Yes 91818 Yes Yes Yes Yes
Sitec LLC
217 Fairfield Street
Aiken, SC 29801
Yes 212379 Yes Yes Yes Yes
Contract Management Inc
1827 Killingsworth Road
Augusta, GA 30904
Continental Construction
4190 Crosstown Court
Evans, GA 30809
Ammar Construction
P O Box 1877
Evans, GA 30809
Beam’s Contracting
2335 Atomic Road
Beech Island, SC 29842
Blair Construction
P.O. Box 770
Evans, GA 30809
C & H Paving, Inc.
167 Knox Rivers Road
Thomson, GA 30824
Harris Construction
1736 Barton Chapel Road
Augusta, GA 30909
International Construction
4205 Hard Scrabble Road
Columbia, SC 29223
J&B Construction & Srvc Inc
3550 Gordon Highway
Grovetown, GA 30813
JBC Construction
118 N Belair Road Suite 1
Evans, GA 30809
LJ Inc
220 Stoneridge Drive Suite
405
Columbia, SC 29210
RFP Item #11-159
On-Call Concrete Repair, Concrete Construction & Emergency Repair
for Augusta, Georgia - Engineering Department
RFP Due: Friday, December 2, 2011 @ 11:00 a.m.
Submitted No Bid Response
Non-Compliant
Attachment B is not Properly Notorized
Did not acknowledge Addendum
Page 1 of 2
Attachment number 4 \nPage 1 of 2
Item # 46
VENDORS Attachment B E-Verify #Addendum Original 7 Copies Fee Proposal
RFP Item #11-159
On-Call Concrete Repair, Concrete Construction & Emergency Repair
for Augusta, Georgia - Engineering Department
RFP Due: Friday, December 2, 2011 @ 11:00 a.m.
Palmetto Site/Traksouth
1190 Interstate Parkway
Augusta, GA 30919
Reeves Construction
P.O. Box 1129
Augusta, GA 30903
Sikes Brothers, Inc
150 Aline Avenue
Metter, GA 30439
T. B. Bulldozing, Inc
1579 Edgefield Highway
Aiken, SC 29801
Page 2 of 2
Attachment number 4 \nPage 2 of 2
Item # 46
Attachment number 5 \nPage 1 of 2
Item # 46
Attachment number 5 \nPage 2 of 2
Item # 46
Attachment number 6 \nPage 1 of 3
Item # 46
Attachment number 6 \nPage 2 of 3
Item # 46
Attachment number 6 \nPage 3 of 3
Item # 46
Evaluation Criteria PTS
Horizon Construction
Po Box 798
Evans, GA 30809
Larry L Mccord LLC
Design/Build
2016 Highland Avenue
Augusta, GA 30904
Mabus Bros. Construction
920 Molly Pond Road
Augusta, GA 30901
Sitec LLC
217 Fairfield Street
Aiken, SC 29801
1) Qualifications of company
(company profile).15.0 13.0 12.3 13.3 12.7
2) Qualifications and experience of
key professionals that will be assigned
to the projects.
15.0 11.3 12.0 12.0 13.0
3) Specific relevant experience of
your company.15.0 13.3 10.0 12.3 14.3
4) A detailed description of prior
type services rendered 30.0 25.3 19.3 16.7 24.7
5) References (include specific
individuals with addresses and
telephone numbers).
10.0 8.3 5.0 6.7 8.3
6) Proposal fees
- Lowest - 10
- Second Lowest - 8
- Third Lowest - 6
- fourth - 4
- fifth - 2
10.0 10.0 8.0 4.0 6.0
7) Proximity to Augusta
(5 points)
- Within Augusta-Richmond
County - 5
- Within the CSRA - 4
- Within Georgia - 3
- Within SE United States
(includes AL, TN, NC, FL) - 2
- All Others - 1
5.0 4.0 5.0 5.0 4.0
Total 100.0 85.3 71.7 70.0 83.0
Cumulative Evaluation Sheet RFP Item #11-159
On-Call Concrete Repair, Concrete Construction & Emergency Repair
Augusta, Georgia - Engineering Department
Attachment number 7 \nPage 1 of 1
Item # 46
Attachment number 8 \nPage 1 of 2
Item # 46
Attachment number 8 \nPage 2 of 2
Item # 46
Commission Meeting Agenda
7/16/2013 5:00 PM
Transportation Investment Act Funded Projects Delivery
Department:Engineering Department-Abie L. Ladson, P.E., CPESC
Caption:Motion to authorize the Mayor to execute appropriate
intergovernmental agreements (IGA) between Augusta, Georgia
and the Georgia Department of Transportation at the discretion of
the Augusta Law Department to allow the Augusta Engineering
Department (AED) to manage, deliver, and be reimbursed for
individual projects funded through the Transportation Investment
Act of 2010 (TIA; aka, TSPLOST). Also, approve i) allocating
$2 Million from General Fund Balance Fund and $1 from TIA
discretionary funds (that will be reimbursed to the appropriate
funds) as Reserve Fund for upfront funding of TIA local delivery
projects; and ii) evaluate reserve funding for TIA local delivery
projects at the end of 12-month period following IGA execution
by both parties.
Background:The “Approved Investment List” of TIA was approved by voters
of the CSRA on July 31, 2012. While ultimate delivery of all
TIA projects delivery is the responsibility of Georgia DOT, local
governments may also manage and deliver TIA Projects by
entering into an IGA with Georgia DOT. There were a total of 50
projects on the Approved Investment List in Richmond County
(see attached List for details) and AED is proposing partial or full
“Local Deliver” on 39 projects which would therefore require 39
individual IGAs.
Analysis:AED is certified by Georgia DOT under their Local Administered
Projects program to deliver TIA projects and a significant number
of TIA projects are already in the design phase and being managed
by AED. The IGA provides a reimbursement mechanism to
complete these projects under local management. Therefore,
execution of the IGAs is a critical step for TIA fund utilization by
Augusta, Georgia and approval of this motion will streamline this
process. It should be noted that new individual contracts with
consultants and contractors would still be brought before
commission for approval after selection. To ensure
Commissioners are kept informed on the status of the TIA local
delivered projects, AED will provide quarterly update status report
to commission for informational purposes.
Cover Memo
Item # 47
Financial Impact:The $2 million to be used to initailly cash flow the projects would
be transfered from the General Fund, with an additional $1 million
being transfered from TIA discretionary funds. If funding is
available at the end of the 12 month period the funds would be
transfered back to the General Fund, otherwise funds would be
transfered back to the General Fund and the TIA discrestionary
fund at the end of the project. Any Transportation Act of 2010
(TIA, aka TSPLOST) projects managed by the county are funded
on a reimbursement bases from the Department of Transportation.
The criteria for reimbursement include: 1. The execution of Local
Government Agreement between Georgia Department of
Transportation and Augusta. This agreement is required to be
executed prior to beginning any work. 2. Project band is currently
funded. GaDOT has stated that if county management is approved,
counties could start a project earlier that proposed, however
reimbursement would not be available until the band is funded.
I.E. a band 3 project could be started in the band 1 timeframe, but
reimbursement would be limited to design and Right of way
expenses. 3. TIA funds being available. If not enough funds have
been collected, or if funds have been disbursed for other projects,
reimbursement to Augusta would be delayed. An extended delay
in reimbursement could have the potential of creating a signigicant
cash flow problem. We would attempt to mitigate this delay by
proper scheduling of projects and closely monitoring cash flows.
Project costs are based on 2011 dollars and actual project costs
will be higher. Any project cost overruns beyond TIA funding
would be Augusta's responsibility.
Alternatives:1) Motion to authorize the Mayor to execute appropriate IGAs
between Augusta, Georgia and Georgia DOT, at the discretion of
the Augusta Law Department to allow AED to manage, deliver,
and be reimbursed for individual projects funded through TIA
(aka, TSPLOST). Also, approve i) allocating reimbursable $2
Million from Fund Balance Fund as Reserve Fund for upfront
funding TIA local delivery projects; and ii) evaluate reserve
funding for TIA local delivery projects at the end of 12-month
period following IGA execution by both parties. 2) Do not
approve and let Georgia DOT deliver all TIA projects and
eliminate local involvement.
Recommendation:Approve Alternative Number One.
Funds are Available
in the Following
Accounts:
TIA Funds Account - Fund 335 Transfers from General Fund
Balance Fund 101) and TIA Discretionary Funds (Fund 241)
REVIEWED AND APPROVED BY:Cover Memo
Item # 47
Cover Memo
Item # 47
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TRANSPORTATION INVESTMENT ACT OF 2010 PROJECT AGREEMENT
By and Between THE GEORGIA DEPARTMENT OF TRANSPORTATION
and [LOCAL GOVERNMENT][1]
This Agreement, made and entered into this _________ day of _____________________ 2013 (“Effective Date”), by and between the DEPARTMENT OF TRANSPORTATION, an agency of the State of Georgia, hereinafter referred to as the "DEPARTMENT", and [LOCAL GOVERNMENT NAME] [1],
GEORGIA, acting by and through its Mayor and City Council or Board of Commissioners, as the case may be, hereinafter referred to as the "LOCAL GOVERNMENT". WHEREAS, pursuant to O.C.G.A. § 48-8-240 et. seq., the General Assembly adopted the Transportation Investment Act of 2010 (hereinafter referred to as the “ACT”);
WHEREAS, the LOCAL GOVERNMENT has been approved by the DEPARTMENT to carry out a
Project on the Approved Investment List(s) of special district ____________________ as approved by the final regional transportation roundtable for the special district and provided to the Director of Planning in accordance
with O.C.G.A. § 48-8-243(b), which consists of all or part of the design, acquisition of right of way, construction, operation and maintenance of [include a general description of the Project from the Approved Investment List, Reference phase],[2] PROJECT NUMBER XXXXXX, P.I. xxxxxx,[3] hereinafter referred
to as the "PROJECT"; and
WHEREAS, in accordance with O.C.G.A. § 48-8-249(b)(1) and an Intergovernmental Agreement
between the DEPARTMENT and the GEORGIA STATE FINANCING AND INVESTMENT COMMISSION (hereinafter referred to as “GSFIC”) dated January 1, 2013 the DEPARTMENT is authorized to manage the
execution, schedule, budget and delivery of the Projects on the Approved Investment List(s) for the special
district; and
WHEREAS, in accordance with O.C.G.A. § 48-8-249(c)(4), the DEPARTMENT has made the determination that the LOCAL GOVERNMENT has the requisite experience to undertake the PROJECT as set forth in the Local Project Delivery Application form, Appendix A, attached hereto and incorporated herein by
reference; and
WHEREAS, the LOCAL GOVERNMENT has indicated that it is qualified and experienced to provide
such services necessary for all or part of the design, acquisition of right of way, construction, operation and maintenance of the PROJECT and the DEPARTMENT has relied upon such representations; and
WHEREAS, pursuant to provisions of O.C.G.A. § 48-8-249(b), GSFIC is authorized to dispense special district transportation sales and use tax proceeds upon the receipt of certified invoices from the DEPARTMENT
of the completion of an Eligible PROJECT Cost, as herein defined, as reimbursement to the DEPARTMENT;
and
WHEREAS, the Georgia Constitution authorizes intergovernmental agreements whereby state and local
entities may contract with one another “for joint services, for the provision of services, or for the joint or separate use of facilities or equipment; but such contracts must deal with activities, services or facilities which
the parties are authorized by law to undertake or provide.” Ga. Constitution Article IX, §III, ¶I(a).
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NOW, THEREFORE, in consideration of the mutual promises and the benefits to flow from one to the
other, the DEPARTMENT and the LOCAL GOVERNMENT do hereby agree as follows: ARTICLE I
SCOPE AND PROCEDURE
A. General Scope and Procedures. The SCOPE AND PROCEDURE for this PROJECT shall be [include a general description of the Project from the Approved Investment List, including phase][2],
The LOCAL GOVERNMENT shall be responsible for assuring that the PROJECT will be economically
feasible and that the design and construction will be based upon sound engineering principles, meet American Association of State Highway and Transportation Officials ("AASHTO") Guidelines and will be sensitive to
ecological, environmental and archaeological issues. The LOCAL GOVERNMENT shall also be responsible for assuring that the PROJECT meets and complies with the scope as defined in the Approved Investment List. It is understood and agreed that the reimbursement for the PROJECT shall be dependent on the
DEPARTMENT’s review and approval of the certified vouchers and contingent upon the availability of special district transportation sales and use tax proceeds, as more specifically set forth in Article VI, COMPENSATION AND PAYMENT.
The LOCAL GOVERNMENT shall work with the DEPARTMENT or its designees as may be designated by the DEPARTMENT at a later date, who will advise the LOCAL GOVERNMENT on the work
scope and provide guidance and required approvals during implementation of the PROJECT.
B. Local Project Delivery Application. The LOCAL GOVERNMENT has submitted its Local
Project Delivery Application to administer the PROJECT, attached hereto as Appendix A. The DEPARTMENT’S State TIA Administrator has reviewed, confirmed and approved the Local Project Delivery
Application for the LOCAL GOVERNMENT to develop the PROJECT within the scope of its certification.
Expenditures incurred by the LOCAL GOVERNMENT prior to the execution of this AGREEMENT or expenditures made pursuant to other funding agreements shall not be reimbursed by the DEPARTMENT.
C. Applicable Laws, Regulations and Standards. During the duration of the PROJECT and this Agreement, the LOCAL GOVERNMENT has and will taken into consideration, and has and will comply with,
as applicable, the DEPARTMENT'S Transportation Investment Act of 2010 Manual – Processes and Procedures, available on the DEPARTMENT’s website, and as may be amended or supplemented from time to time and including addenda (hereinafter referred to as “TIA Manual”), and other standards and guidelines as
may be applicable to the PROJECT. The DEPARTMENT may in its sole discretion waive certain requirements set forth in the TIA Manual unilaterally or upon receipt of a written request from the LOCAL GOVERNMENT.
D. Notices to Proceed. The work shall be carried on in accordance with the schedule attached to this Agreement as "Exhibit A" WORK SCHEDULE with the understanding that unforeseen events may make necessary some minor variations in that schedule. The DEPARTMENT may request additional or updated
information and documentation regarding the WORK SCHEDULE from the LOCAL GOVERNMENT at any time.
No work on any phase of the PROJECT shall begin without a written notice to proceed from the DEPARTMENT to the LOCAL GOVERNMENT for each of the following separate phases:
(1) Preliminary Engineering Activities – Concept Report Approval (2) Preliminary Engineering Activities – Field Plan Review Approval
(3) Right of Way
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(4) Construction – Notice to Advertise
(5) Construction – Notice to Proceed (6) Transit – Operations Per Year (if applicable) Each Notice to Proceed will contain a Completion Date for that phase, which shall be binding. If
unforeseen conditions are encountered and an extension of the completion date is warranted, the LOCAL GOVERNMENT may request in writing an extension of the completion date for written approval by the
DEPARTMENT. E. Preliminary Engineering Activities. The LOCAL GOVERNMENT/DEPARTMENT shall be
solely responsible for the Preliminary Engineering (“PE”) activities for the PROJECT. The PE activities shall be accomplished in accordance with the ACT, the DEPARTMENT’s TIA Manual, and all applicable design guidelines and policies of the DEPARTMENT in order to produce a cost effective PROJECT. Failure to follow
the TIA Manual and all applicable guidelines and policies will jeopardize the reimbursement of special district transportation sales and use tax proceeds in some or all categories outlined in this Agreement, and it shall be the responsibility of the LOCAL GOVERNMENT for any loss of funding. The DEPARTMENT agrees to
reimburse the LOCAL GOVERNMENT Not to Exceed $____________ for eligible PE costs, contingent upon the availability of special district transportation sales and use tax proceeds as more specifically set forth in
Article VI, COMPENSATION AND PAYMENT. PE costs eligible for reimbursement are those Eligible Project
costs as defined in Article VI, COMPENSATION AND PAYMENT. The LOCAL GOVERNMENT may request that the reimbursement cap for eligible PE costs be increased or decreased by written request sent to the
DEPARTMENT. If the DEPARTMENT agrees, a supplemental agreement with the new reimbursement cap for
eligible PE costs shall be issued and signed by the Parties.
F. Right of Way Acquisition. The DEPARTMENT shall be solely responsible for Right of Way
Acquisition.
-or- The LOCAL GOVERNMENT shall be solely responsible for Right of Way Acquisition. The Right of
Way (hereinafter referred to as “ROW”) activities shall be accomplished in accordance with the ACT, the DEPARTMENT’s TIA Manual, and all applicable design guidelines and policies of the DEPARTMENT in order to produce a cost effective PROJECT. Failure to follow the TIA Manual and all applicable guidelines and
policies will jeopardize the reimbursement of special district transportation sales and use tax proceeds in some or all categories outlined in this Agreement, and it shall be the responsibility of the LOCAL GOVERNMENT for any loss funding. The DEPARTMENT agrees to reimburse the LOCAL GOVERNMENT Not to Exceed
$____________ for eligible ROW costs, contingent upon the availability of special district transportation sales and use tax proceeds as more specifically set forth in Article VI, COMPENSATION AND PAYMENT. ROW
costs eligible for reimbursement are those Eligible Project costs as defined in Article VI, COMPENSATION
AND PAYMENT. The LOCAL GOVERNMENT may request that the reimbursement cap for eligible Right of Way costs be increased or decreased by written request sent to the DEPARTMENT. If the DEPARTMENT
agrees, a supplemental agreement with the new reimbursement cap for eligible Right of Way costs shall be
issued and signed by the Parties.
Upon approval of the ROW plans by the DEPARTMENT, the LOCAL GOVERNMENT may begin the acquisition of the necessary ROW for the PROJECT. ROW acquisition can occur concurrently with the
environmental process once final impacts are known, provided that the DEPARTMENT has provided a written
notice to proceed to the LOCAL GOVERNMENT to stake the ROW and proceed with all pre-acquisition ROW activities. LOCAL GOVERNMENT shall acquire ROW, if required, and related ROW services for the
PROJECT. Further, the LOCAL GOVERNMENT shall be responsible for making all changes to the approved
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ROW plans, as deemed necessary by the DEPARTMENT, for whatever reason, as needed to purchase the ROW
or to match actual conditions encountered.
Reimbursement of acquisition expenses will be eligible on a monthly basis. After completion of all land
and improvement acquisition; completion of all property management; completion of all demolition; and, after
all occupants have relocated off the PROJECT, the LOCAL GOVERNMENT shall certify in writing to the DEPARTMENT that title to all parcels, whether acquired by deed or condemnation, has been quitclaimed from
the LOCAL GOVERNMENT to the DEPARTMENT where PROJECT is located on a federal or state route, and that all property management, all demolition and all relocation has been completed. Said certification will include a statement that “All parcels are vacant and immediately available for construction purposes”.
The LOCAL GOVERNMENT agrees to pay for the defense of any and all suits, if any should arise, involving property titles and/or contaminated properties associated with the acquisition of ROW by deed or
condemnation. The LOCAL GOVERNMENT hereby agrees to indemnify and hold harmless the DEPARTMENT, the State of Georgia and its departments, agencies and instrumentalities and all of their respective officers, members, employees and directors from and against any and all claims, demands, liabilities,
losses, costs or expenses, including attorneys' fees, due to due to liability to a third party or Parties, arising from, related to, or caused by property titles and/or contaminated properties associated with the acquisition of ROW
by deed or condemnation.
G. Utility/Railroad Activities. The LOCAL GOVERNMENT/DEPARTMENT shall be solely
responsible for the Utility/Railroad Activities for the PROJECT. The Utility/Railroad Activities shall be
accomplished in accordance with the ACT, the DEPARTMENT’s TIA Manual, and all applicable design guidelines and policies of the DEPARTMENT in order to produce a cost effective PROJECT. Failure to follow
the TIA Manual and all applicable guidelines and policies will jeopardize the reimbursement of special district
transportation sales and use tax proceeds in some or all categories outlined in this Agreement, and it shall be the responsibility of the LOCAL GOVERNMENT for any loss of funding. The DEPARTMENT agrees to
reimburse the LOCAL GOVERNMENT Not to Exceed $____________ for eligible Utility/Railroad Activities costs, contingent upon the availability of special district transportation sales and use tax proceeds as more specifically set forth in Article VI, COMPENSATION AND PAYMENT. Utility Activities costs eligible for
reimbursement are those Eligible Project costs as defined in Article VI, COMPENSATION AND PAYMENT. The LOCAL GOVERNMENT may request that the reimbursement cap for eligible Utility/Railroad costs be increased or decreased by written request sent to the DEPARTMENT. If the DEPARTMENT agrees, a
supplemental agreement with the new reimbursement cap for eligible Utility/Railroad costs shall be issued and signed by the Parties.
H. Construction. The LOCAL GOVERNMENT/DEPARTMENT shall be solely responsible for Construction. Construction shall be accomplished in accordance with the ACT, the DEPARTMENT’s TIA
Manual, and all applicable design guidelines and policies of the DEPARTMENT in order to produce a cost
effective PROJECT. Failure to follow the TIA Manual and all applicable guidelines and policies will jeopardize the reimbursement of special district transportation sales and use tax proceeds in some or all categories outlined
in this Agreement, and it shall be the responsibility of the LOCAL GOVERNMENT for any loss of funding.
The DEPARTMENT agrees to reimburse the LOCAL GOVERNMENT Not to Exceed $___________ for eligible Construction costs, contingent upon the availability of special district transportation sales and use tax
proceeds as more specifically set forth in Article VI, COMPENSATION AND PAYMENT. Construction costs eligible for reimbursement are those Eligible Project costs as defined in Article VI, COMPENSATION AND PAYMENT. The LOCAL GOVERNMENT may request that the reimbursement cap for eligible Construction
costs be increased or decreased by written request sent to the DEPARTMENT. If the DEPARTMENT agrees, a
supplemental agreement with the new reimbursement cap for eligible Construction costs shall be issued and signed by the Parties.
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The LOCAL GOVERNMENT shall ensure that all contracts as well as any subcontracts for the
construction and implementation of the PROJECT shall comply with the applicable State legal requirements imposed on the DEPARTMENT and any amendments thereto. The LOCAL GOVERNMENT is required and
does agree to abide by those provisions governing the DEPARTMENT's authority to contract Sections 32-2-60
through 32-2-77 of the Official Code of Georgia Annotated; the DEPARTMENT's Rules and Regulations governing the Prequalification of Prospective Bidders, Chapter 672-5; the DEPARTMENT's Standard
Specifications and Special Provisions, 2001 Edition, as amended in the DEPARTMENT’s Supplemental Specifications Book, current edition; and any Supplemental Specifications and Special Provisions as applicable for the PROJECT.
The LOCAL GOVERNMENT shall be solely responsible for Letting the PROJECT to construction, for the execution of all applicable agreements, and for securing and awarding the construction contract for the
PROJECT after the following items have been completed and submitted by the LOCAL GOVERNMENT to the DEPARTMENT:
1. Submittal of acceptable PE activity deliverables for the PROJECT as noted in the TIA Manual; and
2. Providing the necessary certifications as set forth in the TIA Manual.
The work can be performed by the LOCAL GOVERNMENT or can be subcontracted through the
appropriate procurement process to a private contractor or government entity as may be appropriate. If the work is performed by a private contractor, the LOCAL GOVERNMENT is responsible for preparing the bid contract
documents and letting the work out for bid in accordance with the express limitations as provided in Part 2 of Chapter 4 of Article 3 of Title 32 or any other applicable provisions of State law. Upon opening bids, the LOCAL GOVERNMENT shall award the PROJECT to the lowest reliable bidder. The LOCAL
GOVERNMENT shall provide the above deliverables and certifications and shall follow the requirements of the DEPARTMENT’s TIA Manual.
Prior to award of the PROJECT, the LOCAL GOVERNMENT shall submit to the DEPARTMENT a bid tabulation and the LOCAL GOVERNMENT’s recommendation for awarding the PROJECT. The DEPARTMENT will review the information focusing on budget proposals and issue a written recommendation
to award or reject the bids. If a recommendation to award is given by the DEPARTMENT a written Notice to Proceed with Construction will be issued. No work shall begin until this Notice to Proceed has been issued to
the LOCAL GOVERNMENT.
The LOCAL GOVERNMENT will be responsible for performing the construction, inspection,
supervision and documentation. At the discretion of the DEPARTMENT, spot inspection and material testing
will be performed by the DEPARTMENT when deemed necessary by the DEPARTMENT and pursuant to the TIA Manual.
I. Transit Projects – Capital Improvement, Operations and Maintenance. The LOCAL GOVERNMENT/DEPARTMENT shall be solely responsible for Transit Projects. Transit Projects shall be
accomplished in accordance with the ACT, the DEPARTMENT’s TIA Manual, all applicable federal and state laws (including but not limited to 49 USC 5307) and all applicable design guidelines and policies of the DEPARTMENT in order to produce a cost effective PROJECT. Failure to follow the TIA Manual and all
applicable guidelines and policies will jeopardize the reimbursement of special district transportation sales and
use tax proceeds in some or all categories outlined in this Agreement, and it shall be the responsibility of the LOCAL GOVERNMENT for any loss of funding. The DEPARTMENT agrees to reimburse the LOCAL
GOVERNMENT Not to Exceed $____________ for eligible Transit Project costs, contingent upon the
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availability of special district transportation sales and use tax proceeds as more specifically set forth in Article
VI, COMPENSATION AND PAYMENT. Transit Project costs eligible for reimbursement are those Eligible
Project costs as defined in Article VI, COMPENSATION AND PAYMENT. Transit Operational Plans must be submitted yearly at the end of the calendar year and are subject to the written approval of the DEPARTMENT.
A yearly operations plan will be included in EXHIBIT A and will be updated annually by the LOCAL
GOVERNMENT and approved by the DEPARTMENT before a Notice to Proceed will be issued for the subsequent year. The LOCAL GOVERNMENT may request that the reimbursement cap for eligible Transit
costs be increased or decreased by written request sent to the DEPARTMENT. If the DEPARTMENT agrees, a supplemental agreement with the new reimbursement cap for eligible Transit costs shall be issued and signed by the Parties.
J. Airport Projects – Capital Improvements and Construction. The LOCAL GOVERNMENT/DEPARTMENT shall be solely responsible for Airport Projects. Airport Projects shall be
accomplished in accordance with the ACT, the DEPARTMENT’s TIA Manual, all applicable federal and state laws and all applicable design guidelines and policies of the DEPARTMENT in order to produce a cost effective PROJECT. Failure to follow the TIA Manual and all applicable guidelines and policies will jeopardize
the reimbursement of special district transportation sales and use tax proceeds in some or all categories outlined in this Agreement, and it shall be the responsibility of the LOCAL GOVERNMENT for any loss of funding.
The DEPARTMENT agrees to reimburse the LOCAL GOVERNMENT Not to Exceed $___________ for
eligible Airport Project costs, contingent upon the availability of special district transportation sales and use tax proceeds as more specifically set forth in Article VI, COMPENSATION AND PAYMENT. Airport Project
costs eligible for reimbursement are those Eligible Project costs as defined in Article VI, COMPENSATION
AND PAYMENT. The LOCAL GOVERNMENT may request that the reimbursement cap for eligible Airport Project costs be increased or decreased by written request sent to the DEPARTMENT. If the DEPARTMENT
agrees, a supplemental agreement with the new reimbursement cap for eligible Airport Project costs shall be
issued and signed by the Parties.
K. Reporting. During each phase of the PROJECT, the LOCAL GOVERNMENT must submit the following to the DEPARTMENT on a monthly basis: Estimated Costs to Complete and the Estimate Costs at Completion on a monthly basis.
ARTICLE II REVIEW OF WORK
Authorized representatives of the DEPARTMENT, GSFIC and the Citizens Review Panel as defined in O.C.G.A. § 48-8-251 may at all reasonable times review and inspect the activities and data collected under the
terms of this Agreement and amendments thereto, including but not limited to, all reports, drawings, studies, specifications, estimates, maps, and computations, prepared by or for the LOCAL GOVERNMENT. The
DEPARTMENT reserves the right for reviews and acceptance on the part of affected public agencies, railroads
and utilities insofar as the interest of each is concerned.
Acceptance shall not relieve the LOCAL GOVERNMENT of its obligation to correct, at its expense,
any of its errors in the work. The DEPARTMENT's review recommendations shall be incorporated into the work activities of the LOCAL GOVERNMENT.
The LOCAL GOVERNMENT shall keep accurate records in a manner approved by the DEPARTMENT with regard to the PROJECT and submit to the DEPARTMENT, upon request, such
information and documentation as is required in order to ensure compliance with this Article and the ACT.
ARTICLE III
TERM OF AGREEMENT AND TIME OF PERFORMANCE
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A. Term of Agreement. This Agreement will commence on the Effective Date as defined above
and continue for a period of ten (10) years, unless terminated earlier by either Party in accordance with the termination provisions set forth in Article XI below.
B. Time of Performance. TIME IS OF THE ESSENCE IN THIS AGREEMENT. The LOCAL GOVERNMENT shall perform its responsibilities for the PROJECT, commencing upon receipt from the
DEPARTMENT of written Notice to Proceed for each Phase as outline in Article I.D above.
C. The work shall be carried on expeditiously, it being understood, however, that this Agreement
may be extended or continued in force by mutual consent of the parties and evidenced by a written amendment thereto. If, for any reason, the LOCAL GOVERNMENT does not produce acceptable deliverables in accordance with the approved schedule, the DEPARTMENT reserves the right to take control of the PROJECT
and to complete the PROJECT through its own procurement process. ARTICLE IV
RESPONSIBILITY FOR CLAIMS AND LIABILITY The LOCAL GOVERNMENT shall, to the extent permitted by law, be responsible for any and all
damages to property or persons and shall indemnify and save harmless the DEPARTMENT, its officers, agents and employees from all suits, claims, actions or damages of any nature whatsoever resulting from the negligence
of the LOCAL GOVERNMENT in the performance of the work under this Agreement.
It is understood by the LOCAL GOVERNMENT that claims, damages, losses, and expenses may
include monetary claims made by the construction contractor for the PROJECT, and its related facilities, that are
a result of the LOCAL GOVERNMENT's negligence or improper representation in the plans.
The LOCAL GOVERNMENT shall ensure that all provisions of this Article are included in all contracts and subcontracts.
These indemnities shall not be limited by reason of any insurance coverage held by the LOCAL GOVERNMENT or the LOCAL GOVERNMENT's contractors or subcontractors.
ARTICLE V INSURANCE
It is understood that the LOCAL GOVERNMENT is self insured and all claims against LOCAL GOVERNMENT will be handled through ___________________________.
Prior to beginning work, the LOCAL GOVERNMENT shall where applicable cause its engineering firms, contractors and subcontractors to obtain and furnish certificates and the endorsement page to the
DEPARTMENT for the following minimum amounts of insurance:
A. Workers’ Compensation Insurance in accordance with the laws of the State of Georgia.
B. Public Liability Insurance in an amount of not less than one hundred thousand dollars ($100,000) for injuries, including those resulting in death to any one person, and in an amount of not less than
three hundred thousand dollars ($300,000) on an account of any one occurrence. C. Commercial General Liability Insurance of at least $1,000,000 per occurrence $3,000,000
aggregate, including Automobile Comprehensive Liability Coverage with bodily injury in the
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minimum amount of $1,000,000 combined single limits each occurrence. GDOT shall be named
as an additional insured and a copy of the policy endorsement shall be provided with the insurance
certificate. 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. Where applicable, professional Liability (Errors and Omissions) Insurance with limits not less than the following:
i. For Professionals – $1,000,000 per claim and $1,000,000 in aggregate coverage; ii. For Sub-consultant Engineers and Architects – $1,000,000 per claim and $1,000,000 in
aggregate coverage; iii. For Other Consultants – $1,000,000 per claim and $1,000,000 in aggregate coverage. iv. Professional liability insurance that shall be either a practice policy or project-specific
coverage. Professional liability insurance shall contain prior acts coverage for services performed for this PROJECT. If project-specific coverage is used, these requirements shall be continued in effect for two years following final completion for the PROJECT.
The above listed instrument(s) of insurance shall be maintained in full force and effect during the life of
the Agreement and until final completion of the PROJECT.
ARTICLE VI COMPENSATION AND PAYMENT
A. 100% TIA Funded Project.
THE LOCAL GOVERNMENT ACKNOWLEDGES THAT THE PROJECT IS 100% FUNDED WITH SPECIAL DISTRICT TRANSPORTATION SALES AND USE TAX PROCEEDS COLLECTED PURSUANT
TO THE ACT AND THAT THE DEPARTMENT’S PAYMENT OBLIGATIONS RELATED TO THE PROJECT ARE STRICTLY LIMITED AS SET FORTH HEREIN. THE LOCAL GOVERNMENT FURTHER ACKNOWLEDGES THAT NO ENTITY OF THE STATE OF GEORGIA OTHER THAN THE
DEPARTMENT HAS ANY OBLIGATIONS TO THE LOCAL GOVERNMENT RELATED TO THIS PROJECT.
THE OBLIGATION OF THE DEPARTMENT TO PAY OR REIMBURSE ANY INCURRED COST IS EXPRESSLY LIMITED TO THE AMOUNT OF SPECIAL DISTRICT TRANSPORTATION SALES AND USE TAX PROCEEDS REMITTED TO THE DEPARTMENT BY GSFIC AND DESIGNATED BY THE
DEPARTMENT FOR THE PROJECT. THIS AGREEMENT DOES NOT OBLIGATE THE DEPARTMENT TO MAKE ANY PAYMENT TO THE LOCAL GOVERNMENT FROM ANY FUNDS OTHER THAN
THOSE MADE AVAILABLE TO THE DEPARTMENT FROM THE SPECIAL DISTRICT
TRANSPORTATION SALES AND USE TAX PROCEEDS BY GSFIC AND DESIGNATED BY THE DEPARTMENT FOR THE PROJECT. IN THE EVENT THE FUNDS MADE AVAILABLE TO THE
DEPARTMENT FROM THE SPECIAL DISTRICT TRANSPORTATION SALES AND USE TAX
PROCEEDS ARE INSUFFICIENT FOR THE PROJECT AS DESIGNATED BY THE DEPARTMENT, THE DEPARTMENT’S PAYMENT OBLIGATIONS SHALL NOT EXCEED THE AVAILABILITY OF SUCH
SPECIAL DISTRICT TRANSPORTATION SALES AND USE TAX PROCEEDS AND THE DEPARTMENT SHALL HAVE THE RIGHT AT ITS SOLE DISCRETION TO TERMINATE THIS AGREEMENT IMMEDIATELY UPON NOTICE TO THE LOCAL GOVERNMENT WITHOUT FURTHER OBLIGATION
OF THE DEPARTMENT TO THE EXTENT THAT THE OBLIGATIONS EXCEED THE AVAILABILITY OF SUCH THE SPECIAL DISTRICT TRANSPORTATION SALES AND USE TAX PROCEEDS FOR THE PROJECT AS DESIGNATED BY THE DEPARTMENT. THE DEPARTMENT’S CERTIFICATION AS TO
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THE AVAILABILITY OF THE SPECIAL DISTRICT TRANSPORTATION SALES AND USE TAX
PROCEEDS AS DESIGNATED BY THE DEPARTMENT FOR THE PROJECT SHALL BE CONCLUSIVE.
Any payments shall be made to the LOCAL GOVERNMENT after receipt of such transportation sales
and use tax proceeds from GSFIC. The parties agree that the provisions of the Georgia Prompt Pay Act,
O.C.G.A. § 13-11-1 et seq., do not control and that the LOCAL GOVERNMENT waives any and all rights it may have under said Act.
The LOCAL GOVERNMENT shall ensure that the provisions of this Article are included in all contracts and subcontracts.
To the extent practically possible, the DEPARTMENT will provide notification to the LOCAL GOVERNMENT that this Agreement will be terminated or that the work will be suspended as set forth in
Subsection VI.E below, three (3) months prior to the date of the termination or suspension. B. Eligible Project Costs. Any LOCAL GOVERNMENT cost must meet the definition of
ELIGIBLE PROJECT COST as set forth in O.C.G.A. § 48-8-249(d) and the Intergovernmental Agreement between GDOT and GSFIC in order to be compensated.
C. Budget Estimate.
It is understood and agreed that the total costs of the PROJECT as shown in Exhibit "B", BUDGET
ESTIMATE, attached hereto and incorporated as if fully set forth herein is the amount established in the Approved Investment List, or [insert actual maximum dollar amount for the Project as established in the
Approved Investment List] ($XXX,XXX.XX)[4], This BUDGET ESTIMATE is the maximum amount of
special district transportation sales and use tax proceeds that can be made available for the PROJECT, contingent upon the provisions set forth herein. The PROJECT BUDGET ESTIMATE shall include any claims
by the LOCAL GOVERNMENT for all costs incurred by the LOCAL GOVERNMENT in the conduct of the entire scope of work for the PROJECT. The LOCAL GOVERNMENT shall be solely responsible for any and all amounts in excess of the BUDGET ESTIMATE or for amounts not available from special district
transportation sales and use tax proceeds. It is understood and agreed that nothing in the foregoing shall prevent an adjustment of the BUDGET
ESTIMATE at the discretion of the DEPARTMENT, provided that the maximum obligation under this Agreement is not exceeded and that the original intent of the PROJECT is not substantially altered from the approved PROJECT. The LOCAL GOVERNMENT shall submit to the DEPARTMENT a revised BUDGET
ESTIMATE whenever the PROJECT estimates for the design, right of way or construction have changed. In order to adjust said BUDGET ESTIMATE, it is also understood that the LOCAL GOVERNMENT shall make
such request for any and all budget changes within the confines of the maximum amount established herein,
such budget change request shall be in writing and any adjustment of the budget shall be subject to written approval by the DEPARTMENT.
If the PROJECT costs are less than the BUDGET ESTIMATE, the LOCAL GOVERNMENT will only be compensated for those incurred ELIGIBLE PROJECT COSTS.
The DEPARTMENT reserves the right in its sole discretion to add up to a maximum of two (2%) percent to the overall budget estimate to account for inflation.
D. Process For Payment.
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The LOCAL GOVERNMENT shall submit to the DEPARTMENT monthly reports of the PROJECT's
progress to include a report on what was accomplished during the month, anticipated work to be done during the
next month and any problems encountered or anticipated. Payment vouchers for ELIGIBLE PROJECT COSTS will be made monthly on the basis of calendar months and submitted to the DEPARTMENT. The
DEPARTMENT shall, at the request of the LOCAL GOVERNMENT, review such payment vouchers. If
approved, the vouchers shall be certified by the Commissioner of Transportation or the Commissioner’s designee and submitted to GSFIC along with the DEPARTMENT’S certification. After reimbursement from
GSFIC, payment shall be made to the LOCAL GOVERNMENT, subject to the provisions set forth herein.
[TO ADD WHEN NEEDED] THE LOCAL GOVERNMENT PLANS TO BEGIN WORK ON THIS
PROJECT PRIOR TO THE COMMENCEMENT OF THE BAND ASSIGNED TO THE PROJECT
IN THE APPROVED INVESTMENT LIST(S). THE DEPARTMENT HAS NOT APPROVED A
BAND CHANGE. THEREFORE, ANY AND ALL INVOICES SUBMITTED TO THE DEPARTMENT WILL NOT BE CERTIFIED BY THE COMMISSIONER OF TRANSPORTATION
OR THE COMMISSIONER’S DESIGNEE AND SUBMITTED TO GSFIC UNTIL [INSERT
DATE]. PAYMENT WILL BE MADE BASED ON ACTUAL COSTS INCURRED DURING THE
YEAR OF EXPENDITURE BY THE LOCAL GOVERNMENT AND WILL NOT INCLUDE ANY
INTEREST. PAYMENT REMAINS SUBJECT TO THE AVAILABILITY OF TAX PROCEEDS AS SET FORTH IN MORE DETAIL IN SECTION ARTICLE VI.A ABOVE. FURTHERMORE, THE
LOCAL GOVERNMENT MUST STILL COMPLY WITH ALL APPLICABLE LAWS,
REGULATIONS AND STANDARDS AS SET FORTH IN ARTICLE 1.C. ABOVE, INCLUDING
BUT NOT LIMITED TO THE TIA MANUAL.The final invoice submitted for each phase of the PROJECT must contain a
contained in Appendix E, attached hereto and incorporated by reference. Should the work for the PROJECT begin within any one month, the first voucher shall cover the partial
period from the beginning date of the work through the last date of the month in which it began. The vouchers shall be numbered consecutively and subsequent vouchers submitted each month until the work is completed.
Payment will be made in the amount of sums earned less previous partial payments contingent entirely upon the availability of special district transportation sales and use tax proceeds as set forth herein.
The final invoice shall reflect the actual cost of work accomplished by the LOCAL GOVERNMENT under the terms of this Agreement, and shall be the basis for final payment. The final invoice shall include all
ELIGIBLE PROJECT COSTS incurred by the LOCAL GOVERNMENT in all phases. See ARTICLE VII, FINAL PAYMENT for further detail. The final invoice for the PROJECT must contain a certification from the LOCAL GOVERNMENT that all work has been completed in accordance with this Agreement in accordance
with the scope as defined in the Approved Investment List, using the form contained in Appendix E, attached hereto and incorporated by reference.
Should the work under this Agreement be terminated by the DEPARTMENT, pursuant to the provisions of ARTICLE XI, TERMINATION, or subsection E. herein, the LOCAL GOVERNMENT shall be paid based
upon the percentage of work completed at the point of termination, notwithstanding any just claims by the
LOCAL GOVERNMENT, and contingent entirely upon the availability of special district transportation sales and use tax proceeds as set forth herein.
E. Insufficient Special District Transportation Sales and Use Tax Proceeds.
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If the DEPARTMENT determines that there are insufficient special district transportation sales and use
tax proceeds remitted to the Department by GSFIC and designated by the Department for the PROJECT, the
DEPARTMENT may at in its sole discretion:
(1) Terminated this Agreement immediately (and not pursuant to the provisions of Article XI)upon
notice to the LOCAL GOVERNMENT and without further obligation on the part of the DEPARTMENT; or
(2) Direct the Local Government to stop work under this Agreement. Such stop work suspension shall last for a maximum of ninety (90) days. After this ninety (90) day period, if special district
transportation sales and use tax proceeds as designated by the DEPARTMENT for the PROJECT are available or are anticipated to be available, the LOCAL GOVERNMENT will have the option to: (1) continue the work under the Agreement; (2) elect to terminate the Agreement pursuant to the
termination provisions set forth in Article XI; or (3) agree to a new stop work suspension period as determined by the Department. No delay damages or consequential damages will be recoverable as a result of any stop work suspension period.
ARTICLE VII FINAL PAYMENT
Upon completion of the work by the LOCAL GOVERNMENT and acceptance by the DEPARTMENT
of the work, including the receipt of any final written submission by the LOCAL GOVERNMENT and a final
statement of costs, the DEPARTMENT shall submit the certified final payment voucher to GSFIC and, after receipt of reimbursement from GSFIC, shall pay to the LOCAL GOVERNMENT a sum equal to one hundred
percent (100%) of the total compensation as set forth in all approved invoices, less the total of all previous
partial payments, paid or in the process of payment, contingent upon the availability of special district transportation sales and use tax proceeds as set forth in ARTICLE VI, COMPENSATION AND PAYMENT.
The LOCAL GOVERNMENT agrees that acceptance of this final payment shall be in full and final settlement of all claims arising against the DEPARTMENT or the State for work done, materials furnished,
costs incurred, or otherwise arising out of this Agreement and shall release the DEPARTMENT and the State from any and all further claims of whatever nature, whether known or unknown, for and on account of said Agreement, and for any and all work done, and labor and materials furnished, in connection with the same.
The LOCAL GOVERNMENT will allow examination and verification of costs by the DEPARTMENT
and GSFIC’s representative(s) before final payment is made, in accordance with the provisions of Article IX,
MAINTENANCE OF CONTRACT COST RECORDS, herein. If the DEPARTMENT or any authorized entity’s examination of the contract cost records, as provided for in Article IX, results in unallowable expenses,
the LOCAL GOVERNMENT shall immediately be responsible for reimbursing the DEPARTMENT the full
amount of such disallowed expenses.
ARTICLE VIII
SUBSTANTIAL CHANGES
No material changes in the scope, character, complexity, or duration of the PROJECT from those required under the Agreement or from the general description of the PROJECT as approved by the DEPARTMENT shall be allowed without the execution of a written Supplemental Agreement between the
DEPARTMENT and LOCAL GOVERNMENT.
Attachment number 2 \nPage 11 of 29
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Minor changes in the work which do not involve increased compensation, extensions of time, or
changes in the goals and objectives of the PROJECT, may be made by written notification of such change by
either party with written approval by the other party. ARTICLE IX
MAINTENANCE OF CONTRACT COST RECORDS
The LOCAL GOVERNMENT shall maintain all books, documents, papers, accounting records, and other evidence pertaining to costs incurred on the PROJECT and used in support of its proposal and shall make such material available at all reasonable times during the period of the Agreement, and for seven years from the
date of final payment under the Agreement, for inspection by the DEPARTMENT, any authorized entity and any reviewing agencies, and the Citizen Review Panel as referenced in the ACT and copies thereof shall be furnished upon request. The LOCAL GOVERNMENT agrees that the provisions of this Article shall be
included in any Agreement it may make with any engineering firm, contractor, subcontractor, assignee, or transferee.
An Audit of the PROJECT shall be provided by the LOCAL GOVERNMENT. The audit shall be conducted by an independent accountant or accounting firm in accordance with audit requirements, O.C.G.A. §
36-81-7, as amended. An audit shall be submitted to the DEPARTMENT in a timely manner in each of the
LOCAL GOVERNMENT's fiscal years for the period of the Agreement. In addition, the LOCAL GOVERNMENT shall comply with the provisions of O.C.G.A. § 48-8-249(d) in order to provide the necessary
information for the independent annual audit of the PROJECT by GSFIC or its representatives(s).
ARTICLE X SUBLETTING, ASSIGNMENT, OR TRANSFER
The work of the LOCAL GOVERNMENT is considered personal by the DEPARTMENT. The
LOCAL GOVERNMENT agrees not to assign, sublet, or transfer any or all of its interest in this Agreement without prior written approval of the DEPARTMENT.
The DEPARTMENT reserves the right to review all contracts and subcontracts prepared in connection with the Agreement and maintained by the LOCAL GOVERNMENT, and the LOCAL GOVERNMENT agrees that upon request it shall submit to the DEPARTMENT proposed contract and subcontract documents together
with contractor and subcontractor cost estimates in its possession for the DEPARTMENT's review and written concurrence in advance of their execution.
ARTICLE XI TERMINATION
The DEPARTMENT reserves the right to terminate this Agreement at any time for just cause, or for any cause or for no cause upon sixty (60) days written notice to the LOCAL GOVERNMENT, notwithstanding any
just claims by the LOCAL GOVERNMENT for payment of services rendered prior to the date of termination subject to the provisions of ARTICLE VI COMPENSATION AND PAYMENT
Subject to the provisions of ARTICLE VI, COMPENSATION AND PAYMENTS, it is understood by the parties hereto that should the DEPARTMENT terminate this Agreement prior to the completion of a PROJECT or PROJECT Element the LOCAL GOVERNMENT shall be reimbursed for such PROJECT or
PROJECT Element contingent upon the availability of special district transportation sales and use tax proceeds as set forth in ARTICLE VI, COMPENSATION AND PAYMENT.
Attachment number 2 \nPage 12 of 29
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Failure to meet the time set for completion of an approved work authorization may be considered just
cause for termination of the Agreement.
ARTICLE XII MAINTENANCE AND OPERATIONS OF PROJECT
In accordance with the provisions of O.C.G.A. § 32-2-2(a)(1), the DEPARTMENT shall plan,
designate, improve, manage, control, construct, and maintain a state highway system and shall have control of and responsibility for all construction, maintenance, or any other work upon the state highway system and all other work which may be designated to be done by the DEPARTMENT by this title or any other law. However,
on those portions of the state highway system lying within the corporate limits of any municipality, the DEPARTMENT shall be required to provide only substantial maintenance activities and operations, including but not limited to reconstruction and major resurfacing, reconstruction of bridges, erection and maintenance of
official department signs, painting of striping and pavement delineators, furnishing of guardrails and bridge rails, and other major maintenance activities.
It shall be the duty of the DEPARTMENT to maintain, or cause to be maintained, any project constructed as part of a Federal-aid system. For those projects that are not part of the Federal-aid system, the
maintenance responsibility will reside with the LOCAL GOVERNMENT, the county or municipality in which
the project is located.
Notwithstanding the foregoing, the DEPARTMENT is responsible for inspection of bridges in Georgia,
both on and off the State Highway System. The LOCAL GOVERNMENT will be notified by the DEPARTMENT of all deficient bridges under their jurisdiction. It is the responsibility of the LOCAL
GOVERNMENT to post load limits signs or close bridges based on the DEPARTMENT bridge inspection reports and the deficient bridge list.
Any maintenance activities that are the responsibility of the LOCAL GOVERNMENT pursuant to O.C.G.A. § 32-2-2(a)(1), as set forth herein, or made the subject of other agreements with the DEPARTMENTshall not be reimbursed from special district transportation sales and use tax proceedsexcept as
stated herein for Transit projects. The DEPARTMENT reserves the right to conduct periodic site inspections for the purpose of
confirming proper operation and maintenance of the PROJECT. The LOCAL GOVERNMENT shall be responsible for the continual maintenance, operation and replacement of all lighting systems installed for the
PROJECT.
Furthermore, if the PROJECT pertains to or includes a roundabout, the LOCAL GOVERNMENT shall
also be responsible for the maintenance and operation of all lighting and the maintenance of all landscaping
installed as part of any roundabout construction and shall not be reimbursed from special district transportation sales and use tax proceeds.
ARTICLE XIII OWNERSHIP OF DOCUMENTS The LOCAL GOVERNMENT agrees that all reports, drawings, studies, specifications, survey notes, estimates, maps, computations, computer discs and printouts and other data prepared by, of, or for it under the
terms of this Agreement shall remain the property of the LOCAL GOVERNMENT upon termination or completion of the work if the work is on a local roadway. The DEPARTMENT shall have the right to use the same without restriction or limitation and without additional compensation to the LOCAL GOVERNMENT
other than that provided for in this Agreement.
Attachment number 2 \nPage 13 of 29
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If the PROJECT is on the state route system, the LOCAL GOVERNMENT agrees that all of the
foregoing information shall be provided to the DEPARTMENT and is the sole property of the DEPARTMENT.
ARTICLE XIV
PUBLICATION AND PUBLICITY
Articles, papers, bulletins, data, studies, statistics, interim or final reports, oral transmittals or any other materials reporting the plans, progress, analyses, results, or findings of work conducted under this Agreement regarding the TIA Program shall not be presented publicly or published without prior written approval by the
DEPARTMENT. All releases of information, findings, and recommendations regardingi the TIA Program shall include a
disclaimer provision and that all published reports shall include that disclaimer on the cover and title page in the following form:
"The contents in this publication reflect the views of the author(s), who is (are) responsible for the facts and accuracy of the data presented herein. The
opinions, findings, and conclusions in this publication are those of the author(s)
and do not necessarily reflect the official views or policies of those of the Department of Transportation, State of Georgia. This publication does not
constitute a standard, specification or regulation.”
If any information concerning the TIA Program, its conduct, results or data gathered or processed
should be released by the LOCAL GOVERNMENT without prior approval from the DEPARTMENT, the release of same may constitute grounds for termination of this Agreement without indemnity to the LOCAL GOVERNMENT; but should any such information be released by the DEPARTMENT, or by the LOCAL
GOVERNMENT with such prior written approval, the same shall be regarded as public information and no longer subject to the restrictions of this Agreement.
Provided, however, that should the release of such information be required under the Georgia Open Records Act, O.C.G.A. Section 50-18-70, et.seq., the restrictions and penalties set forth herein shall not apply. Any request for information directed to the LOCAL GOVERNMENT, pursuant to the Georgia Open Records
Act, for documents that are either received or maintained by the LOCAL GOVERNMENT in the performance of a service or function for or on behalf of the DEPARTMENT shall be released pursuant to provisions of the
Open Records Act. Further, the LOCAL GOVERNMENT agrees to consult with the DEPARTMENT prior to
releasing the requested documents.
ARTICLE XV
DBE, SMALL BUSINESS AND VETERAN OWNED BUSINESS
A. On May 17, 2012, the DEPARTMENT, acting by and through its Board, passed a resolution in which it:
1) reaffirmed its commitment to Title VI of the 1964 Civil Rights Act of nondiscrimination in the delivery and management of TIA funded projects; and
2) encouraged the use of Disadvantaged Business Enterprises (including minority and woman owned businesses), small businesses, and veteran owned businesses in any project that is funded in whole or in part by TIA funds, and encouraged wherever practical and feasible, the local government or
governments that manage TIA funded projects to include the same in its delivery and management of a project.
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B. Reference to this resolution shall be included in all contracts entered in by the LOCAL
GOVERNMENT related to this PROJECT.
C. While there is no DBE, small businesses or veteran owned businesses Goal required, the
LOCAL GOVERNMENT is required to provide the following information monthly to the DEPARTMENT regarding whether it utilized any DBE (as defined in forth in 49 CFR Part 26), small business (as defined in 13,
CRR Part 121) or veteran owned, along with the following information:
1) The names and addresses of DBE firms, small businesses or veteran owned businesses committed
to participate in the Contract;
2) A description of the work each DBE firm, small business or veteran owned business will perform;
and
3) The dollar amount of the participation of each DBE firm, small business or veteran owned business
participating.
ARTICLE XVI
The Parties acknowledge that the documents listed below are hereby incorporated into and made a
part of this Agreement as though expressly written herein: (1) TIA Manual; and
(2) Department’s “TIA Invoice Process”, as may be amended from time to time; and
(3) Intergovernmental Agreement between the Georgia Department of Transportation and the and Georgia State Financing and Investment Commission with an Effective Date of January 1, 2013.
ARTICLE XVII A. ASSIGNMENT. Except as herein provided, the Parties hereto will not transfer or assign all or
any of their rights, titles or interests hereunder or delegate any of their duties or obligations hereunder without the prior written consent of the other Party, which consent will not be unreasonably withheld.
B. NON WAIVER. No failure of either Party to exercise any right or power given to such Party under this Agreement, or to insist upon strict compliance by the other Party with the provisions of this
Agreement, and no custom or practice of either Party at variance with the terms and conditions of this Agreement, will constitute a waiver of either Party's right to demand exact and strict compliance by the other Party with the terms and conditions of this Agreement.
C. CONTINUITY. Each of the provisions of this Agreement will be binding upon and inure to the benefit and detriment of GDOT and the LOCAL GOVERNMENT and the successors and assigns of GDOT and
the LOCAL GOVERNMENT. D. TIME OF THE ESSENCE. All time limits stated herein are of the essence of this Agreement.
E. PREAMBLE, RECITALS AND EXHIBITS. The Preamble, Recitals and Exhibits hereto are a
part of this Agreement and are incorporated herein by reference.
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F. SEVERABILITY. If any one or more of the provisions contained herein are for any reason
held by any court of competent jurisdiction to be invalid, illegal or unenforceable in any respect, such invalidity,
illegality or unenforceability will not affect any other provision hereof, and this Agreement will be construed as if such invalid, illegal or unenforceable provision had never been contained herein.
G. CAPTIONS. The brief headings or titles preceding each provision hereof are for purposes of identification and convenience only and should be completely disregarded in construing this Agreement.
H. GEORGIA AGREEMENT. This Agreement will be governed, construed under, performed and enforced in accordance with the laws of the State of Georgia. Any dispute arising from this contractual
relationship shall be governed by the laws of the State of Georgia, and shall be decided solely and exclusively by the Superior Court of Fulton County, Georgia. LOCAL GOVERNMENT hereby consents to personal jurisdiction and venue in said court and waives any claim of inconvenient forum.
I. COUNTERPARTS. This Agreement is executed in two (2) counterparts which are separately numbered but each of which is deemed an original of equal dignity with the other and which is deemed one and
the same instrument as the other.
J. INTERPRETATION. Should any provision of this Agreement require judicial interpretation, it
is agreed that the court interpreting or construing the same shall not apply a presumption that the terms hereof shall be more strictly construed against one Party by reason of the rule of construction that a document is to be
construed more strictly against the Party who itself or through its agent prepared the same, it being agreed that
the agents of all Parties have participated in the preparation hereof.
K. EXECUTION. Each of the individuals executing this Agreement represents that they are
authorized to execute this Agreement on behalf of their respective entities.
L. NO THIRD PARTY BENEFICIARIES. Nothing contained herein shall be construed as conferring upon or giving to any person, other than the Parties hereto, any rights or benefits under or by reason of this Agreement.
M. ENTIRE AGREEMENT. This Agreement supersedes all prior negotiations, discussion, statements and agreements between the Parties and constitutes the full, complete and entire agreement between
the Parties with respect hereto; no member, officer, employee or agent of either Party has authority to make, or has made, any statement, agreement, representation or contemporaneous agreement, oral or written, in connection herewith, amending, supplementing, modifying, adding to, deleting from, or changing the terms and conditions of
this Agreement. No modification of or amendment to this Agreement will be binding on either Party hereto unless such modification or amendment will be properly authorized, in writing, properly signed by both Parties
and incorporated in and by reference made a part hereof.
ARTICLE XVIII COMPLIANCE WITH APPLICABLE LAWS
A. The undersigned, on behalf of the LOCAL GOVERNMENT, certify that the provisions of
Section 45-10-20 through 45-10-28 of the Official Code of Georgia Annotated relating to Conflict of Interest and State employees and officials trading with the State have been complied with in full.
B. The provisions of Section 50-24-1 through 50-24-6 of the Official Code of Georgia Annotated
relating to the "Drug-Free Workplace Act" have been complied with in full, as stated in Appendix C of this Agreement.
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C. The LOCAL GOVERNMENT has read and understands the regulations for STATE AUDIT
REQUIREMENT as stated in Appendix D of this Agreement and will comply in full with said provisions of
O.C.G.A. § 36-81-7.
D. By execution of this Agreement, I, on behalf of the LOCAL GOVERNMENT, certify under
penalty of law that the LOCAL GOVERNMENT is in compliance with the service delivery strategy law (O.C.G.A. Sec. 36-701 et seq.) and is not debarred from receiving financial assistance from the State of Georgia.
E. The LOCAL GOVERNMENT hereby agrees that it shall comply, and shall require its subcontractors to, comply with all applicable requirements of the American with Disabilities Act of 1990
(ADA), 42 U.S.C. 12101, et seq. and 49 U.S.C. 322; Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 791; and regulations and amendments thereto.
F. The LOCAL GOVERNMENT hereby agrees that it shall, and shall require its contractors and subcontractors to, comply with GA Code Title 25, Section 9, Georgia Utility Facility Protection Act, CALL BEFORE YOU DIG 1-800-282-7411.
G. Pursuant to O.C.G.A. § 13-10-91, the LOCAL GOVERNMENT and all contractors and
subcontractors performing work under this Agreement are, and shall be at all times, in compliance with the
Federal Work Authorization Program. Prime contractors and subcontractors may participate in any of the electronic verification work authorization programs operated by the United States Department of Homeland
Security or any equivalent federal work authorization program operated by the United State Homeland Security
to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (“IRCA”), Appendix E.
H. LOCAL GOVERNMENT acknowledges and agrees that failure to complete appropriate certifications or the submission of a false certification shall result in the termination of this Agreement pursuant
to the provisions of Article XI.
The covenants herein contained shall, except as otherwise provided, accrue to the benefit of and be binding upon the successors and assigns of the parties hereto.
IN WITNESS WHEREOF, said parties have hereunto set their hands and affixed their seals the day and year above first written.
(SIGNATURES ON NEXT PAGE)
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[LOCAL GOVERNMENT][1], Georgia
Georgia Department of Transportation
By: (Seal)
Name: Title: By: (Seal)
Commissioner Signed, sealed and delivered
Attest: This ____ day of ___________, 2013, in the presence of:
_______________________________ ________________________________ Witness
Treasurer
_______________________________
Notary Public
This Agreement, approved by
[Local Government][1], the _______ day of _______, 2013.
Attest:
______________________________ Name and Title
______________________________
Federal Employer Identification Number:
Attachment number 2 \nPage 18 of 29
Item # 47
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EXHIBITS
Exhibit A Work Schedule Exhibit B Budget Estimate
Attachment number 2 \nPage 19 of 29
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EXHIBIT A
WORK SCHEDULE [Insert Project and P.I. Numbers][3] The LOCAL GOVERNMENT shall provide the DEPARTMENT with a detailed PROJECT schedule that
reflects milestones, deliverables with durations for all pertinent activities to develop critical path elements. An electronic project schedule shall be submitted to the DEPARTMENT after execution of this Agreement
The DEPARTMENT may request additional or updated information and documentation regarding the WORK SCHEDULE from the LOCAL GOVERNMENT at any time.
If applicable, this must include the yearly operations plan for a transit project, to be updated annually by the LOCAL GOVERNMENT.
AS APPLICABLE: The LOCAL GOVERNMENT shall work within the DEPARTMENT’s Program Manager’s P6 Enterprise Network. The LOCAL GOVERNMENT shall create a baseline schedule and
submit to the DEPARTMENT’s Program Manager for approval prior to the commencement of any work.
The forecast schedule will be updated weekly with progress. The overall structure of the P6 Enterprise Network will be managed by the DEPARTMENT’s Program Manager in accordance with scheduling
guidance published by the DEPARTMENT’s Program Manager.
Attachment number 2 \nPage 20 of 29
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EXHIBIT B
BUDGET ESTIMATE
[Insert Project and P.I. Numbers][3]
Attachment number 2 \nPage 21 of 29
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Attachment number 2 \nPage 22 of 29
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APPENDICES
Appendix A Local Project Delivery Application Appendix B Certification of Drug-Free Workplace
Appendix C Certificate of Audit Compliance
Appendix D Georgia Security and Immigration Compliance Act Affidavit Appendix E Certification of Work and Final Acceptance
Attachment number 2 \nPage 23 of 29
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APPENDIX A
LOCAL PROJECT DELIVERY APPLICATION
Attachment number 2 \nPage 24 of 29
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APPENDIX B
CERTIFICATION OF LOCAL GOVERNMENT DRUG-FREE WORKPLACE
I hereby certify that I am a principle and duly authorized representative of _________________________ whose address
is________________________________________________ and it is also that: 1. The provisions of Section 50-24-1 through 50-24-6 of the Official Code of Georgia Annotated,
relating to the "Drug-Free Workplace Act" have been complied with in full; and 2. A drug-free workplace will be provided for the LOCAL GOVERNMENT's employees during the
performance of the contract; and
3. Each subcontractor hired by the LOCAL GOVERNMENT shall be required to ensure that the
subcontractor's employees are provided a drug-free workplace. The LOCAL GOVERNMENT shall secure from that subcontractor the following written certification: "As part of the
subcontracting agreement with ________________________ ______________________,
_____________________________________ certifies to the LOCAL GOVERNMENT that a drug-free workplace will be provided for the subcontractor's employees during the performance of
this contract pursuant to paragraph (7) of subsection (b) of the Official Code of Georgia Annotated
Section 50-24-3"; and
4. It is certified that the undersigned will not engage in unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.
______________________ __________________________________
Date Signature
Attachment number 2 \nPage 25 of 29
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APPENDIX C
CERTIFICATION OF COMPLIANCES I hereby certify that I am a principal and duly authorized representative of _________________ whose
address is _____________________and it is also certified that:
I. PROCUREMENT REQUIREMENTS The below listed provisions of State Procurement requirements shall be complied with throughout
the contract period: (a) Provisions of Section Chapters 2 and Chapters 4 of the Title 32 of the Official Code of
Georgia Annotated. Specifically as to the County the provisions of O.C.G.A. § 32-4-40 et seq. and as to the Municipality the provisions of O.C.G.A. § 32-4-92 et seq.
II. STATE AUDIT REQUIREMENT
The provisions of Section 36-81-7 of the Official Code of Georgia Annotated, relating to the “Requirement of Audits” shall be complied with throughout the contract period in full, including
but not limited to the follwoing provisions:
(a) Each unit of local government having a population in excess of 1,500 persons or
expenditures of $ 300,000.00 or more shall provide for and cause to be made an annual audit of the financial affairs and transactions of all funds and activities of the local government for each fiscal year of the local government.
(b) The governing authority of each local unit of government not included above shall provide for and cause to be made the audit required not less often than once every
two fiscal years. (c) The governing authority of each local unit of government having expenditures of
less than $ 300,000.00 in that government’s most recently ended fiscal year may elect to provide for and cause to be made, in lieu of the biennial audit, an annual
report of agreed upon procedures for that fiscal year.
(d) A copy of the report and any comments made by the state auditor shall be
maintained as a public record for public inspection during the regular working
hours at the principal office of the local government. Those units of local government not having a principal office shall provide a notification to the public
as to the location of and times during which the public may inspect the report. (e) The audits of each local government shall be conducted in accordance with
generally accepted government auditing standards.
III. SERVICE DELIVERY STRATEGY REQUIREMENT
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The provisions of Section 36-70-20 et seq. of the Official Code of Georgia, relating to the
“Coordinated And Comprehensive Planning And Service Delivery By Counties And
Municipalities”, as amended, has been complied with throughout the contract period.
_______________________ _________________________________ Date Signature
Attachment number 2 \nPage 27 of 29
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APPENDIX D
GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT
Name of Contracting Entity:___________________________________________________
Contract No. and Name: ____________________________________________________ ____________________________________________________
By executing this affidavit, the undersigned person or entity verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or entity which is contracting with the Georgia Department of Transportation has registered with, is authorized to participate in, and is participating in the
federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.
The undersigned person or entity further agrees that it will continue to use the federal work authorization program throughout the contract period, and it will contract for the physical performance of services in
satisfaction of such contract only with subcontractors who present an affidavit to the undersigned with the
information required by O.C.GA. § 13-10-91(b).
The undersigned person or entity further agrees to maintain records of such compliance and provide a copy
of each such verification to the Georgia Department of Transportation within five (5) business days after any subcontractor is retained to perform such service.
________________________________ E-Verify / Company Identification Number
___________________________________
Signature of Authorized Officer or Agent _________________________________
Date of Authorization
___________________________________
Printed Name of Authorized Officer or Agent
____________________________________ Title of Authorized Officer or Agent
____________________________________ Date
SUBSCRIBED AND SWORN BEFORE ME ON THIS THE
_____ DAY OF ______________________, 201_
________________________________________ [NOTARY SEAL] Notary Public
My Commission Expires: ___________________
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APPENDIX E
CERTIFICATION OF WORK AND FINAL ACCEPTANCE
PROJECT NAME:___________________________________
PROJECT NUMBER:___________________________________
LOCAL GOVERNMENT:___________________________________
This is to certify that all work for the above referenced Project has been completed in accordance with this Agreement and in accordance with the scope as defined in the Approved Investment List(s). A final inspection of the Project has been made. All punch list work has been completed and accepted.
DATE:
______________________________________
Signature of Authorized Local Government Representative
Attachment number 2 \nPage 29 of 29
Item # 47
Commission Meeting Agenda
7/16/2013 5:00 PM
Wastewater Collection System Asset Management Program, RFP #13 – 111A; Evaluation of Large
Diameter Sewers
Department:Utilities
Caption:Motion to approve bid award of RFP #13 – 111A, Wastewater
Collection System Asset Management Program to Redzone
Robotics, Inc.
Background:In 2011, Augusta Utilities entered into a voluntary consent order
with Georgia EPD regarding operation and maintenance of
Augusta’s wastewater collection system. This consent order
requires that Augusta Utilities implement a comprehensive
preventive maintenance program for the system, including
evaluation of all sewer lines on a five year cycle. We are currently
performing the required evaluation on 8” – 12” pipe internally;
this size range comprises the vast majority of our system. We do
not have, however, the equipment or resources to evaluate larger
diameter pipe, much of which must be evaluated under heavy flow
conditions.
Analysis:We received and evaluated proposals for the referenced RFP. Red
Zone Robotics, Inc. submitted the highest ranked proposal. This
RFP includes evaluation of 333,000 feet of pipe.
Financial Impact:The proposed price for this scope of work totals $1,898,400.
Funds are budgeted in account 512043420-5212115 / 80413005-
5212115.
Alternatives:This work is necessary to comply with our Consent Order,
consequently there is no viable alternative.
Recommendation:We recommend that RFP #13 – 111A, Wastewater Collection
System Asset Management Program be awarded to Redzone
Robotics, Inc. and that execution of the contract be authorized
pending review by General Counsel.
Funds are Available Cover Memo
Item # 48
in the Following
Accounts:512043420-5212115/80413005-5212115
REVIEWED AND APPROVED BY:
Cover Memo
Item # 48
Request for Proposal
Request for Proposals will be received at this office until Wednesday, April 17, 2013 @ 3:00 p.m. for
furnishing:
RFP Item #13-111A Wastewater Collection System Asset Management Program for Utilities
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, April 2,
2013 @ 5:00 P.M. No RFP 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.
GERI A. SAMS, Procurement Director
cc: Tameka Allen Deputy Administrator
Tom Wiedmeier Utilities Department
Russell Thies Utilities Department
Joe Holland Utilities Department
Revised: 8/15/2011
Attachment number 1 \nPage 1 of 1
Item # 48
Evaluation Criteria
PTS
BIO-Nomic Services
516 Rountree Rd
Charlotte, NC 28217
Redzone Robotics
91 43rd Street, Suite 250
Pittsburgh, PA 15210
1. Technical Criteria/Proposal 60 46.7 53.3
2. Experience and Qualifications Criteria 25 21.7 23.3
3. Management Criteria 15 11.7 14.0
Total 100 80.0 90.7
Detail Cumulative Evaluation Sheet - RFP Item #13-111A
Wastewater Collection System Asset Management Program
for Augusta, Georgia - Utilities Department
Attachment number 2 \nPage 1 of 1
Item # 48
Attachment number 3 \nPage 1 of 1
Item # 48
Attachment number 4 \nPage 1 of 3
Item # 48
Attachment number 4 \nPage 2 of 3
Item # 48
Attachment number 4 \nPage 3 of 3
Item # 48
ATTN: KEN WOLFE
REDZONE ROBOTICS
91 – 43RD STREET
PITTSBURGH, PA 15201
ATTN: GLEN HILL
REDZONE ROBOTICS
144 MARITIME TRAIL
LEXINGTON, SC 29072
COMPLIANCE ENVIROSYSTEMS
1401 SEABOARD DRIVE
BATON ROUGE, LA 70810
ATTN: PAUL TICKESTROOF
ESG OPERATIONS
1525 DOUG BARNARD HWY
AUGUSTA, GA 30906
ATTN: JOSEPH PORTER, JR.
ROHADFOX CONSTRUCTION
171 – 17TH STREET NW
SUITE 1625
ATLANTA, GA 30363
ATTN: GORDON SMITH
W. K. DICKSON
1450 GREENE STREET
SUITE 225
AUGUSTA, GA 30901
ATTN: ED DIGGS
CUES
3600 RIO VISTA AVENUE
ORLANDO, FL 32805
ATTN: LEVON BELLAMY
SWS
5850 JACQUARDE DRIVE
MABLETON, GA 30126
ATTN: TONY JOHNSON
ESG
6400 PEAKE ROAD
MACON, GA 31210
Tom Wiedmeier
Utilities Department
Bay Street
Russell Thies
Utilities Department
Bay Street
Joe Holland
Utilities Department
Bay Street
RFP Item 13-111A Wastewater Collection
System Asset Management Program mailed
Tuesday, March 26, 2013
RFP Item 13-111A
Wastewater Collection System Asset
Management Program
For Utilities Department
RFP Due: Wed, 4/17/13 @ 3:00 p.m.
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Item # 48
UNOFFICIAL
VENDORS Attachment B E-Verify Addendum 1 SAVE Form Original 7 Copies
Fee
Proposal
Redzone Robotics
91 43rd Street, Suite 250
Pittsburgh, PA 15210
Yes 639800 Yes Yes Yes Yes Yes
BIO-Nomic Services
516 Rountree Rd
Charlotte, NC 28217
Yes 228936 Yes Yes Yes Yes Yes
RFP Opening
RFP Item #13-111A
Wastewater Collection System Asset Management Program
for Augusta, Georgia - Utilities Department
RFP Due: Tuesday, April 23, 2013 @ 3:00 p.m.
The following vendors did not respond:
ESG / 1520 Doug Barnard Pky / Augusta, GA 30906
WK Dickson / 1450 Greene St., St 225 / Augusta, GA 30901
Cues / 3600 Rio Vista Ave / Orlando, FL 32805
Rohadfox Construction / 171 17th Street NW / Atlanta, GA 30363
SWS / 5850 Jackaranda Drive / Mableton, GA 30126
The following vendor submitted a statement of "No Bid":
RLM Communications / 4132 Madeline Drive / Augusta, GA 30909
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Item # 48
Commission Meeting Agenda
7/16/2013 5:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the regular meeting of the
Commission held June 27, 2013 and Special Called
Legal Meetings held June 27 and July 8, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 49
Commission Meeting Agenda
7/16/2013 5:00 PM
District 3 appointment
Department:
Caption:Motion to approve the appointment of Mr. Frank Gibbs to the
Augusta Port Authority representing District 3.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 50
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Commission Meeting Agenda
7/16/2013 5:00 PM
Appt. DFCS Board
Department:
Caption:Consider the recommendations from the Richmond County
Department of Family and Children Services Board to reappoint
Dr. Louise Rice and Kathy Schofe to a five-year term.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 51
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Item # 51
Commission Meeting Agenda
7/16/2013 5:00 PM
Community Service Board Appointments
Department:
Caption:Consider the recommendations of the Community Service
Board due to resignations to reappoint/appoint the following to a
three-year term: Lonnie Showman and B. J. Lester.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
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Commission Meeting Agenda
7/16/2013 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 # 53