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HomeMy WebLinkAbout2016-10-04-Meeting AgendaCommission Meeting Agenda Commission Chamber 10/4/2016 2:00 PM INVOCATION: Pastor Terry Eubanks, Pastoral Care Pastor, New Life Church PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. Five (5) minute time limit per delegation DELEGATIONS A.Ms. Brenda Durant regarding 2016 Report on the Arts in the Heart of Augusta Festival. Attachments CONSENT AGENDA (Items 1-23) PUBLIC SERVICES 1.Motion to approve bid award of $59,375.00 from Municipal Emergency Services Company for the purchase of life saving equipment for the Augusta Regional Airport ARFF Department as approved by the Augusta Aviation Commission at their August 25, 2016 meeting. Bid Item 16-210. (Approved by Public Services Committee September 28, 2016) Attachments 2.Motion to approve the First Amendment to Ordinance 7318, Specifically Section 4.11, which amends the Airport Rules and Regulations as approved by the Augusta Aviation Commission at their August 25, 2016 meeting. (Approved by Public Services Committee September 28, 2016) Attachments 3.Motion to approve the First Amendment to the Georgia Power Attachments Underground Easement as approved by the Augusta Aviation Commission at their August 25, 2016 Meeting. (Approved by Public Services Committee September 28, 2016) 4.Motion to accept the bid from McCarthy Improvement Company in the amount of $16,772,436.70 as approved by the Augusta Aviation Commission at their August 25, 2016 meeting. Bid Item 16-209. (Approved by Public Services Committee September 28, 2016) Attachments 5.Motion to approve an award of contract with Ram Enterprises for $39,000 for Bid Item 16-217, refinishing of gym wood floors. (Approved by Public Services Committee September 28, 2016) Attachments ADMINISTRATIVE SERVICES 6.Motion to approve the purchase of one prepared food transport van for the Augusta Recreation Department, Community Services, to support the Senior Nutrition Program. (Bid 16-165B) (Approved by Administrative Services Committee September 28, 2016) Attachments 7.Motion to approve the purchase of five (5) 4-inch bypass pumps for the Utilities Department-Facilities Maintenance Division to be used at sewage lift stations using the GMA lease program. (Approved by Administrative Services Committee September 28, 2016) Attachments 8.Motion to approve continuing in-house Records Retention and Management as in-house operation and bring back suitable options for commission review for the proper facility. (Approved by Administrative Services Committee September 28, 2016) Attachments PUBLIC SAFETY 9.Motion to accept the FY2016 Emergency Management Performance Grant (EMPG) in the amount of $60,165. (Approved by Public Safety Committee September 28, 2016) Attachments 10.Motion to accept the FY2016 Homeland Security Grant in the amount Attachments of $7,820 for the Community Emergency Response Team (CERT). Approved by Public Safety Committee September 28, 2016) 11.Motion to accept the FY2016 Homeland Security Grant in the amount of $30,000 for Georgia Search and Rescue (GSAR) Team equipment. (Approved by Public Safety Committee September 28, 2016) Attachments 12.Motion to approve awarding Bid Item #16-215 Resurfacing Kennel Floors and Pens in the amount of $36,000.00 to M.C. Painting. (Approved by Public Safety Committee September 28, 2016) Attachments 13.Motion to authorize award of Bid Item #16-211 to purchase trailer mounted 200Kw generator to Cummins Power South. (Approved by Public Safety Committee September 28, 2016) Attachments FINANCE 14.Motion to approve the purchase of one (1) utility tractor for the Augusta Regional Airport. (Bid Item 16-201) (Approved by Finance Committee September 28, 2016) Attachments ENGINEERING SERVICES 15.Motion to approve Award Bid 16-143A for the purchase of (1) Automatic Tarping System to Southwestern Sales for the amount of $48,433.60. (Approved by Engineering Services Committee September 28, 2016) Attachments 16.Motion to approve the deed of dedication, maintenance agreement, and road resolutions submitted by the Engineering Department for McCoys Creek, Section I. (Approved by Engineering Services Committee September 28, 2016) Attachments 17.Motion to approve funding for Design Consultant Services Supplemental Agreement Four to Clark Patterson Lee in the amount of $69,570.00 for the Old Savannah/Twiggs Street Improvements Project as requested by the AED. (Approved by Engineering Services Attachments Committee September 28, 2016) 18.Motion to approve Award Bid Item #16-167 for Boom and Crane Truck Services for the Utilities Department. (Approved by Engineering Services Committee September 28, 2016) Attachments 19.Motion to approve supplemental purchase of INSync Adaptive Signal Control equipment in the amount of $40,900.00 from Rhythm Engineering for the Riverwatch Parkway Adaptive Signal Project. This Project is in Band 1 of the approved Richmond County Project List for the Transportation Investment Act of 2010 (aka, TIA, TSPLOST) as requested by AED. (Approved by Engineering Services Committee September 28, 2016) . Attachments 20.Motion to supplement the Georgia DOT contract with Beams Construction in the amount of $202,520.67 to cover the additional costs of installing fiber optic communications for the Riverwatch Parkway Adaptive Signals Project as requested by AED/TE. (Approved by Engineering Services Committee September 28, 2016) Attachments 21.Motion to approve Change Order One for Contract to R. J. Haynie & Associates, Inc. in the amount of $381,446.00 for Transportation Investment Act (TIA) Project, Signal Modernization Walton Way – Phases II & III as requested by Augusta Engineering Department. (Approved by Engineering Services Committee September 28, 2016) Attachments 22.Motion to approve entering into a Mowing and Maintenance Agreement as well as an indemnity Agreement with the Georgia Department of Transportation in conjunction with the Walton Way Landscape Median Improvements Project as requested by AED. (Approved by Engineering Services Committee September 28, 2016) Attachments PETITIONS AND COMMUNICATIONS 23.Motion to approve the minutes of the regular meeting of the Commission held September 20, 2016 and Special Called Meeting September 28, 2016. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 10/4/2016 AUGUSTA COMMISSION REGULAR AGENDA 10/4/2016 (Items 24-28) ADMINISTRATIVE SERVICES 24.Request to approve by Resolution the FY 2017 Annual Action Plan for the following programs funded by the U.S. Department of Housing and Urban Development (HUD): Community Development Block Grant (CDBG) Program, Home Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG) Program, Housing Opportunities for Persons with AIDS (HOPWA) Program. (No recommendation from Administrative Services Committee) Attachments 25.Motion to approve referring to the full Commission with no recommendation the matter of the reinstatement of compensation to the ex-officio Commission member who serves on the Planning Commission and receive information regarding which boards have provided such compensation in the past. (Approved by Administrative Services Committee September 13, 2016 deferred from the September 20, 2016 Commission Meeting) Attachments 26.Motion to approve language for a Strategic Alliance Memorandum (SAM) with the U.S. Small Business Administration. (Requested by Mayor Hardie Davis, Jr.) Attachments 27.Discuss upcoming visit from What Works Cities team to Augusta. (Requested by Mayor Hardie Davis, Jr.) Attachments LEGAL MEETING Upcoming Meetings www.augustaga.gov A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 28.Motion to approve execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Commission Meeting Agenda 10/4/2016 2:00 PM Invocation Department: Department: Caption:Pastor Terry Eubanks, Pastoral Care Pastor, New Life Church Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM 2016 Arts In Heart of Augusta Festival Department: Department: Caption:Ms. Brenda Durant regarding 2016 Report on the Arts in the Heart of Augusta Festival. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM ARFF RESCUE EQUIPMENT AND SUPPLIES – BID ACCEPTANCE Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to approve bid award of $59,375.00 from Municipal Emergency Services Company for the purchase of life saving equipment for the Augusta Regional Airport ARFF Department as approved by the Augusta Aviation Commission at their August 25, 2016 meeting. Bid Item 16-210. (Approved by Public Services Committee September 28, 2016) Background:The Augusta Regional Airport is charged with providing the necessary resources and tools for rescue operations in the event of an aircraft crash under its Federal Operating Certificate. Several life safety related tools in the existing ARFF inventory have finally exceeded their useful life and our ability to re-certify them under current law. Therefore a requirement exists for renewal and replacement of these basic tools. The Augusta Regional Airport ARFF Department Bid Item #16-210 (ARFF Rescue Equipment and Supplies) was advertised following all City of Augusta Procurement procedures. The Augusta Regional Airport received one compliant bid. Municipal Emergency Services Company was the only bidder able to provide all the necessary Rescue Equipment and Supplies. Analysis:The bid price for all Rescue Equipment and Supplies received from Municipal Emergency Services Company was $59,375.00 dollars. Financial Impact:$59,375.00 Alternatives:Deny request. Recommendation:Approve request. Funds are Available Cover Memo in the Following Accounts:551081207-5421110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation To Bid Sealed bids will be received at this office until Friday, July 22, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-210 ARFF Rescue Equipment and Supplies for Augusta Regional Airport – Fire Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, 535 Telfair 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, July 8, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle June 16, 23, 30, July 7, 2016 Metro Courier June 22, 2016 OFFICIAL Municipal Emergency Services 83 Thornhill Drive Brunswick, GA 31525 NAFECO 1515 West Moulton St Decatur, AL 35601 Yes 137363 Yes Item #Extrication Equipment and Supplies 1 AMKUS GH2B-MCH MINI POWER UNIT No Bid 2 STANDARD COUPLING KIT (2 PORTS)No Bid 3 AMKUS AMK-22 CUTTER No Bid 4 AMKUS 60’’ PUSH PULL RAM No Bid 5 AMKUS 40’’ PUSH PULL RAM No Bid 6 AMKUS AMK-30-CX SPREADER W/32’’ OPENING No Bid 7 AMKUS AMK-24 SPREADER No Bid 8 POWER HAWK SH-1 SUPER HORNET RESCUE KIT No Bid 9 P-16 RESCUE TOOL No Bid 10 AP-1600 ATTACHMENT PIN SET No Bid 11 CA-4M POWER CABLE No Bid 12 PC-100 CONTROLLER UNIT No Bid 13 PWR-12MP POWER PACK, 12V No Bid 14 JC4-16 JUMPER CABLES No Bid No Bid Response Total Number Specifications Mailed Out: 15 Mandatory Pre-Bid/Telephone Conference: not applicable Total packages submitted: 2 Total Noncompliant: 0 Bid Item #16-210 ARFF Rescue Equipment and Supplies for Augusta, Georgia - Augusta Regional Airport-Fire Dept Bid Due: Friday, July 22, 2016 @ 11:00 a.m. Vendors E-Verify # Attachment B SAVE Form Page 1 of 4 OFFICIAL Municipal Emergency Services 83 Thornhill Drive Brunswick, GA 31525 NAFECO 1515 West Moulton St Decatur, AL 35601 No Bid Response Total Number Specifications Mailed Out: 15 Mandatory Pre-Bid/Telephone Conference: not applicable Total packages submitted: 2 Total Noncompliant: 0 Bid Item #16-210 ARFF Rescue Equipment and Supplies for Augusta, Georgia - Augusta Regional Airport-Fire Dept Bid Due: Friday, July 22, 2016 @ 11:00 a.m. Vendors Attachment B15BC-U1 BATTERY CHARGER No Bid 16 S-1601 SPREADER ARM SET No Bid 17 C-1601 CURVED BLADE CUTTER No Bid 18 CS-1602LW POWER BLADE II No Bid 19 P630SG COMPACT SIMO POWER UNIT $6,795.00 20 S700 HP CUTTER $5,240.00 21 HP SC 557 COMBI TOOL $5,835.00 22 SP310 STREAMLINE SPREADER PB ARMS $6,990.00 23 R 424 RAM $4,110.00 24 HP R 430 RAM $4,495.00 25 STREAMLINE COUPLING SET FEMALE $364.00 26 STREAMLINE COUPLING SET MALE $320.00 27 EXTENSION HOSE PAIRS BLACK QUICKSTRUT VEHICLE STABILIZATION SYSTEM $1,800.00 28 QUICKSTRUT ACCESSORY KIT $158.00 29 HP LEAD IN HOSES ¼ NPT x HURST HP FITTING $750.00 30 AMKUS TO HURST HP FITTING No Bid Page 2 of 4 OFFICIAL Municipal Emergency Services 83 Thornhill Drive Brunswick, GA 31525 NAFECO 1515 West Moulton St Decatur, AL 35601 No Bid Response Total Number Specifications Mailed Out: 15 Mandatory Pre-Bid/Telephone Conference: not applicable Total packages submitted: 2 Total Noncompliant: 0 Bid Item #16-210 ARFF Rescue Equipment and Supplies for Augusta, Georgia - Augusta Regional Airport-Fire Dept Bid Due: Friday, July 22, 2016 @ 11:00 a.m. Vendors Attachment B31HIGH PRESSURE MINERAL OIL, QTY OF 2 1GALLON BOTTLES $240.00 32 G6W CUTTER No Bid 33 Q1MINI COMBI No Bid 34 FX4 COMBI No Bid 35 X4 AIRCRAFT JAW No Bid 36 CHAIN AND SHAKLE SET COMBI $858.00 37 V5 TELE RAM No Bid 38 MAXI HONDA 2x2 POWER UNIT No Bid 39 100FT HYDRAULIC TWIN LINE HOSES No Bid 40 4 POINT PLUS CRIBBING PACKAGE No Bid 41 LIGHT AIRCRAFT SET AIR BAGS No Bid 42 AIR STRUT PACKAGE No Bid $37,955.00 Item #Rescue Jack's Equipment 43 ARS 8’’ STRUT KIT W/(2) ALUMINUM DIAMOND PLAT BOXES,8 STRAPS $5,998.00 44 ARS 4’’STRUT KIT W/(2) STRUT BAGS $2,985.00 45 ARS STRUT JACK $654.00 Total Extrication Equipment and Suplies Page 3 of 4 OFFICIAL Municipal Emergency Services 83 Thornhill Drive Brunswick, GA 31525 NAFECO 1515 West Moulton St Decatur, AL 35601 No Bid Response Total Number Specifications Mailed Out: 15 Mandatory Pre-Bid/Telephone Conference: not applicable Total packages submitted: 2 Total Noncompliant: 0 Bid Item #16-210 ARFF Rescue Equipment and Supplies for Augusta, Georgia - Augusta Regional Airport-Fire Dept Bid Due: Friday, July 22, 2016 @ 11:00 a.m. Vendors Attachment B46AMKUS STANDARD CHAIN PACKAGE No Bid 47 ALUMINUM RESQJACK FOUR POINT DELUXE KIT $7,898.00 $17,535.00 Item #Airbag Equipment 48 SAVA TECH 18X18 14.2 TON LIFT BAG No Bid 49 SAVA TECH 24X24 27.7 TON LIFT BAG No Bid 50 AIRBAG, TYPE SLK 74/20 SIZE 36X36 No Bid 51 SINGLE STAGE HIGH PRESSURE REGULATOR No Bid 52 SAVA TECH YELLOW NYTRILE HOSE W/SAFETY COUPLING No Bid 53 SAVA TECH BLUE INFLATION HOSE 20 FT NYTRILE W/ SAFETY COUPLERS No Bid 54 SAVA TECH RED INFLATIONHOSE 20FT NYTRILE W/SAFETY COUPLERS No Bid 55 VETTER KIT COMPLETE 53 TON 4 BAG KIT, 145 PSI $3,135.00 56 V22 S. TEC BAG $750.00 $3,885.00 $59,375.00 Total Rescue Jack's Equipment Total Airbag Equipment Total Bid Price Page 4 of 4 Commission Meeting Agenda 10/4/2016 2:00 PM First Amendment to Airport Rules & Regulations Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to approve the First Amendment to Ordinance 7318, Specifically Section 4.11, which amends the Airport Rules and Regulations as approved by the Augusta Aviation Commission at their August 25, 2016 meeting. (Approved by Public Services Committee September 28, 2016) Background:In 2012 the Aviation Commission approved new Airport Rules and Regulations governing the operations of the Airport. These Rules contained regulations related to picketing, solicitations and handbilling in the Terminal and areas surrounding the Airport. On February 7, 2012, the duly elected governing authority of Augusta,Georgia adopted Ordinance 7318 to approve new rules and regulations for the operation of the Augusta Regional Airport. Analysis:Airport Staff has developed and drafted new guidelines regarding solicitation, demonstrations, picketing, and handbilling in the Airport’s Terminal buildings and property and revised the areas where these activities are permitted. This new policy requires an amendment to the Ordinance that was adopted to implement the Airport’s Rules and Regulations. Financial Impact:No financial impact. Alternatives:Deny request. Recommendation:Approve the request to amend Ordinance 7318 regarding picketing, solicitations and handbilling at the Augusta Regional Airport. Funds are Available in the Following N/A Cover Memo Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo ORDINANCE NO._________ AN ORDINANCE AMENDING ORDINANCE 7318, SPECIFICALLY SECTION 4.11 PICKETING, DEMONSTRATIONS, SOLICITATIONS AND HANDBILLS, IN TITLE 1 GENERAL GOVERNMENT, CHAPTER 3, AVIATION COMMISSIONS, ARTICLE 5 AIRPORTS AND AVIATION, SECTION 1-3-43 OF THE AUGUSTA, GEORGIA CODE OF ORDINANCES TO PROVIDE FOR A PERMITTING PROCESS AND TO ADD AN EXHIBIT A SETTING FORTH THE DESIGNATED AREAS; TO PROVIDE AN EFFECTIVE DATE AND FOR OTHER PURPOSES. WHEREAS, on February 7, 2012, the duly elected governing authority of Augusta, Georgia adopted Ordinance 7318 to approve new rules and regulations for the operation of the Augusta Regional Airport(Airport); and WHEREAS, the Airport desires to amend Section 4.11 Picketing, Demonstrations, Solicitations and Handbills to provide for a permitting process and to add an Exhibit A setting forth the designated areas; and WHEREAS, the Board of Commissioners have deemed it to be in the best interest of the citizens of Augusta, Georgia to adopt the amendment to the Airport Rules and Regulations implemented by the Augusta Aviation Commission and the Airport Executive Director for the operations of the Augusta Regional Airport. THE AUGUSTA, GEORGIA COMMISSION ordains as follows: SECTION I. That Section 4.11 of Ordinance 7318, which currently reads as follows: 4.11. Picketing Demonstrations, Solicitations and Handbills 4.11.1. General Policies. The exercise of constitutional rights of expression and communication in public areas of the Airport shall not be restricted or infringed because of the content of the communication or identity of the speakers. No prior restraint of speech is permissible. It is necessary, however, to generally regulate speech activity on Airport property and articulate standards on permissible conduct in advance in order to deal with overcrowding of the Terminal. At all times when a restriction is imposed, the least restrictive alternative shall be required. 4.11.2. Prohibited Conduct. Any person may engage in speech-related activities on public areas of Airport property so long as the following restrictions are obeyed: 4.11.2.1. No violation of federal, state or municipal criminal laws; 4.11.2.2. No intentional touching or making physical contact with another person unless that person consents to such physical contact; 4.11.2.3. No use of voice or sound amplification equipment; 4.11.2.4. No use of placards, banners or signs made of wood, metal, or other hard substances within the Airport terminal or on the sidewalk immediately adjacent thereto; 4.11.2.5. No use of a table, counter, or stand within the Terminal building or on the sidewalk immediately adjacent thereto without written authorization of the Executive Director; and 4.11.2.6. No impeding of pedestrian or vehicle access to any Airport facility. 4.11.3. Authorization of Executive Director. The Executive Director may request that persons engaging in speech activity within the Terminal building or on the sidewalks adjacent thereto confine themselves to designated areas if the unrestricted presence of such persons causes serious public inconvenience upon the operation of the Airport. Such determination may be made after allowing the activity and upon making a finding that the activity's continuance causes blockage of ticket lines, baggage handling, car rental or other commercial activities, or aircraft, automobile, limousine or bus boarding or unloading, or results in inability to transact business at the Airport. If such designated areas are already occupied by other persons exercising constitutional speech rights, the persons engaging in the interfering activity shall be requested to conduct such activities outside of the Terminal building or adjacent sidewalks. Priority of use of the designated areas for speech-related activities shall be given to the persons or group first requesting permission for such use in writing. 4.11.4. Limitations on Use of Sidewalk Area. No group of persons who are exercising free speech rights shall occupy more than one of the three sidewalk areas adjacent to the front entrances to the Terminal building entrances. 4.11.5. Removal from Airport Property. Persons or organizations engaging in the free speech activities shall be subject to arrest for trespass in the event they continue to violate these rules after the Executive Director gives notice to cease and desist to any person engaging in the activity. Failure of the person receiving the notice to communicate the notice to other persons in that group shall not be a basis to set aside the notice. 4.11.6. Advance Notification. Advance notification to the Executive Director of intent to picket, demonstrate, solicit, or distribute printed material at the Airport is encouraged but not required. Interested groups may wish to give advance notice where possible so that any possible interference with Airport activities can be resolved in advance. Shall be amended to read as follows: 4.11. Picketing, Demonstrations, Solicitations and Handbills 4.11.1. General Policies. The exercise of constitutional rights of expression and communication in public areas of the Airport shall not be restricted or infringed because of the content of the communication or identity of the speakers. No prior restraint of speech is permissible. It is necessary, however, to generally regulate speech activity on Airport property and articulate standards on permissible conduct in advance in order to deal with overcrowding of the Terminal. At all times when a restriction is imposed, the least restrictive alternative shall be required. 4.11.2. Prohibited Conduct. Any person may engage in speech-related activities on public areas of Airport property so long as the following restrictions are obeyed: 4.11.2.1. No violation of federal, state or municipal criminal laws; 4.11.2.2. No intentional touching or making physical contact with another person unless that person consents to such physical contact; 4.11.2.3. No use of voice or sound amplification equipment; 4.11.2.4. No use of placards, banners or signs made of wood, metal, or other hard substances within the Airport terminal or on the sidewalk immediately adjacent thereto; 4.11.2.5. No use of a table, counter, or stand within the Terminal building or on the sidewalk immediately adjacent thereto without written authorization of the Executive Director; and 4.11.2.6. No impeding of pedestrian or vehicle access to any Airport facility. 4.11.3. Authorization of Executive Director. The Executive Director may request that persons engaging in speech activity within the Terminal building or on the sidewalks adjacent thereto confine themselves to designated areas if the unrestricted presence of such persons causes serious public inconvenience upon the operation of the Airport. Such determination may be made after allowing the activity and upon making a finding that the activity's continuance causes blockage of ticket lines, baggage handling, car rental or other commercial activities, or aircraft, automobile, limousine or bus boarding or unloading, or results in inability to transact business at the Airport. If such designated areas are already occupied by other persons exercising constitutional speech rights, the persons engaging in the interfering activity shall be requested to conduct such activities outside of the Terminal building or adjacent sidewalks. Priority of use of the designated areas for speech-related activities shall be given to the persons or group first applying for a permit for such use in writing. 4.11.4. Limitations on Use of Sidewalk Area. No Ggroups orf persons who are exercising free speech rights shall occupy more than one of the three sidewalk areas adjacent to the front entrances to the Terminal building entrances only those areas identified on the permit. 4.11.5. Removal from Airport Property. Persons or organizations engaging in the free speech activities shall be subject to arrest for trespass in the event they continue to violate these rRules after the Executive Director gives notice to cease and desist to any person engaging in the activity. Failure of the person receiving the notice to communicate the notice to other persons in that group shall not be a basis to set aside the notice. 4.11.6. Advance Notification and Permit Application. Advance notification to the Executive Director of intent to picket, demonstrate, solicit, or distribute printed material at the Airport is encouraged but required. Interested groups may wish to should provide give advance notice where possible and submit a permit application so that any possible interference with Airport activities can be resolved in advance. 4.11.7 Rules: Due to the continuous growth of the Airport, Terminal space is valuable and primarily limited to passengers and customers. The Aviation Commission implemented the following rules to help insure the safety and well-being of Airport patrons. The Rules are as follows: 4.11.7.1 Schedule: The requesting person(s) must agree to a set schedule provided by the Executive Director. Schedules will be limited to certain days and hours of the week with a select number of groups allowed each day. 4.11.7.2 Designated Areas: the safety and congestion concerns are best addressed by limiting the locations for free speech activity. Therefore, designated areas have been selected for this purpose and shall be assigned prior to issuance of a Permit. The Designated Areas will be available to individuals intending to engage in free speech activity at all times that the Airport is open to the public; provided that, if necessary to preserve the safety of the Airport or the free flow of pedestrian traffic in the Airport, the Executive Director may suspend the exercise of permitted activities if he declares an emergency on account of weather, schedule interruptions, extremely heavy traffic movements, security or safety concerns. In such an instance, all persons engaged in permitted activities shall immediately cease such activities for the duration of such emergency. The Executive Director shall allow the resumption of all permitted activities suspended under this Policy upon abatement of the conditions or circumstances giving rise to the emergency. Temporary restriction or suspension of permitted activities under this subsection shall not constitute the denial or revocation of a permit. The Designated areas are set forth on Exhibit A. 4.11.7.3 Display Materials: the use of tables, counters, or stands is prohibited inside the Terminal building without written authorization of the Executive Director. Only one display will be allowed per organization. 4.11.7.4 Supervision and Distance: The supervising party must remain within 3 feet of their display at all times. Per security policy and procedures set by the Transportation Security Administration (TSA) and the Federal Aviation Administration (FAA) no bags, luggage, or personal items should be left unattended while at an Airport, this would include any displays. 4.11.7.5 Seating: Seating areas located within the Terminal building are restricted to passengers and customers only. Individuals who are at the Airport for solicitation/display purposes shall bring their own seating. Seating shall be limited and set forth in the Permit. 4.11.7.6 Temporary Materials: All displays must be temporary in nature and shall be removed immediately after each scheduled time slot. Materials shall not be posted or stored on Airport property. 4.11.7.7 Electronics: No use of light, sound or voice amplifications systems, musical instruments, radio communication systems or other mechanical sound or light devices or equipment shall be allowed. The requesting Party shall not use the Airport’s power outlets for display purposes, such as projectors, videos, or static displays or for personal electronics. 4.11.8 Solicitation for the Immediate Receipt of Funds is prohibited. In-person solicitation of funds, when combined with immediate receipt of that money, is different in kind from other forms of expression or conduct, as it can create congestion and duress on the part of the passenger or user of the Airport. Therefore, the following conduct is prohibited at the Airport if the receipt of funds from such conduct would be on-site and part of the same interaction in which the conduct occurs: 4.11.8.1. The sale of any merchandise, including but not limited to jewelry, foodstuffs, candles, flowers, badges and clothing. 4.11.8.2 The sale of flyers, brochures, pamphlets, books, or any other printed or written material. 4.11.8.3 The solicitation and receipt of funds. 4.11.9 The Airport shall establish a written Policy for the issuance of permits and the activities of those persons desiring to engage in picketing, demonstrations, solicitations and handbilling. Such Policy shall be in conformance with the Rules set forth herein. EXHIBIT A W W W W STMHT=142.82' GRATE TRAP T=143.02' GRATE TRAP T=143.06' X:\ 0 1 1 9 7 0 0 \ 1 6 1 1 4 2 . 0 1 \ T E C H \ C A D \ D R A W I N G S \ T E R M I N A L P L A N . D W G 8/8 / 2 0 1 6 4 : 1 2 : 3 9 P M AU G U S T A R E G I O N A L A I R P O R T 15 0 1 A V I A T I O N W A Y AU G U S T A , G A TE R M I N A L A R E A I M P R O V E M E N T S 01 1 9 7 0 0 - 1 6 1 1 4 2 . 0 1 8/ 7 / 1 6 TE R M I N A L F L O O R P L A N EX H I B I T 1 . 1 Re g i o n a l A i r p o r t Au g u s t a EX H I B I T O R L O C A T I O N S SECTION II. Said amendment to the rules and regulations adopted herein shall be controlling in the operations of the Augusta Regional Airport at Bush Field and shall be adhered to by all users of the Airport. SECTION III. The provisions of any ordinances or resolutions or parts of ordinances or resolutions in conflict herewith are repealed. SECTION IV. Should any section, subsection, clause or provision of this ordinance be declared by a court of competent jurisdiction to be invalid, such decision shall not affect the validity of the Ordinance in whole or any part thereof other than the part so declared to be invalid. SECTION V. This First amendment to Ordinance 7318 shall become effective upon its adoption. Adopted this _______ day of _____________________, 2016. ____________________________ Hardie Davis, Jr., Mayor _________________________________ Attest Commission Meeting Agenda 10/4/2016 2:00 PM Georgia Power Easement Amendment Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to approve the First Amendment to the Georgia Power Underground Easement as approved by the Augusta Aviation Commission at their August 25, 2016 Meeting. (Approved by Public Services Committee September 28, 2016) Background:On June 21, 2016, the Augusta Commission approved a Georgia Power easement to replace the 8,000-volt underground distribution line from a power line on Lock & Dam Road to a transformer located approximately 1,000 feet north of the approach end of Runway 17 at the Augusta Regional Airport. Power from this transformer is used by the FAA to operate Runway 17 Medium Approach Lighting System with Rails (MALSR) and Runway 35 Localizer Antenna. The current 8,000-volt line is over twenty-five (25) years old and has failed in the recent past. When Georgia Power reviewed the easement prior to beginning the work of installing the new line, it was determined that certain portions of the legal description were required to be modified to ensure there is adequate space for the installation of the transformer. Georgia Power has also provided new exhibits for the easement. Analysis:When Georgia Power reviewed the easement prior to beginning the work of installing the new line, it was determined that certain portions of the legal description were required to be modified to ensure there is adequate space for the installation of the transformer. Georgia Power has also provided new exhibits for the easement. The amendment will not delay or impede the progress of the project. Financial Impact:No financial impact. Cover Memo Alternatives:Deny request. Recommendation:Approve request Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo undergr_nb.docx Page 1 of 3 Cross Reference: Deed Book ______, Page _____, Richmond County, Georgia records Name of Line BUSH FIELD AIRPORT CABLE REPLACEMENT (RICHMOND COUNTY) No 16098 UNDERGROUND DISTRIBUTION LINE Parcel No 001 Account No 69596-VBS-0-U03215-0-GP300-30000000 Letter File 9-13316 Deed File 22243 Map File N/A State of Georgia FIRST AMENDMENT Richmond County TO UNDERGROUND EASEMENT WHEREAS, Georgia Power Company and Augusta, Georgia entered into that certain Underground Easement dated as of May 26, 2016 and recorded in Deed Book _____, Page _____, Richmond County, Georgia records (the “Original Easement”); and WHEREAS, the parties hereto desire to amend the Original Easement according to the terms described below. NOW, THEREFORE, for Ten and No/100 Dollars ($10.00) and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereby agree that “Exhibit A” attached to this First Amendment to Underground Easement supercedes and replaces “Exhibit A” attached to the Original Easement. [Signatures on Following Page] Parcel 001 Name of Line BUSH FIELD AIRPORT CABLE REPLACEMENT (RICHMOND COUNTY) undergr_nb.docx Page 2 of 3 IN WITNESS WHEREOF, the undersigned have hereunto set their hand and seal, this _____ day of August, 2016. Signed, sealed and delivered in the presence of: Witness Notary Public GEORGIA POWER COMPANY By: (SEAL) Name: Its: Attest: Name: Its: Signed, sealed and delivered in the presence of: Witness Notary Public Augusta, Georgia By: (SEAL) Name: Its: Attest: Name: Its: Parcel 001 Name of Line BUSH FIELD AIRPORT CABLE REPLACEMENT (RICHMOND COUNTY) undergr_nb.docx Page 3 of 3 EXHIBIT A Commission Meeting Agenda 10/4/2016 2:00 PM RECONSTRUCTION AND EXTENSION - TAXIWAY A BID ACCEPTANCE Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to accept the bid from McCarthy Improvement Company in the amount of $16,772,436.70 as approved by the Augusta Aviation Commission at their August 25, 2016 meeting. Bid Item 16-209. (Approved by Public Services Committee September 28, 2016) Background:The primary focus of this Project is the reconstruction and extension of Taxiway A at the Augusta Regional Airport (Airport). This project will reconstruct Taxiway A from the north end of Runway 17-35 through the intersection of Taxiway B. It will also extend Taxiway A from Taxiway B to Taxiway E. To conform to current FAA standards a new connector taxiway, A2, will be constructed while removing portions of Taxiway B, Taxiway D, and Taxiway C. This project will eliminate one of the two “hot spots” identified on the Airport. Taxiway A will be constructed in concrete with asphalt shoulders. The taxiway lighting will be upgrade to more energy efficient LED lighting. Analysis:Bids for the project were opened on July 28, 2016. Two bids were received. McCarthy Improvement Company is the low bidder and has met the DBE goals for the project and submitted the required documentation. The contract bid of $16,772,436.70 is currently being reviewed by the FAA for funding. A portion of this project will be paid through FAA AIP Grant No. 3-13-0011-038-2015 received last year. Financial Impact:$16,772,436.70 Alternatives:Deny request. Recommendation:Approve request. Cover Memo Funds are Available in the Following Accounts: 551081301-5412110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation To Bid Sealed bids will be received at this office until Tuesday, July 26, 2016 @ 3:00 p.m. for furnishing: Bid Item #16-209 Reconstruct & Extend Taxiway A for Augusta Regional Airport Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $225.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Thursday, June 16, 2016. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid Conference will be held on Tuesday, July 12, 2016 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Mandatory Site Visit will follow. 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 Wednesday, July 13 2016, @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. A 10% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle June 16, 23, 30, July 7, 2016 Metro Courier June 22, 2016 Revised: 1/8/2015 OFFICIAL McCarthy Improvement 5401 Victoria Ave., Davenport, IA 52807 GLF Construction 528 NW 7th Avenue Miami, FL 33136 Yes YES 104193 454034 Yes YES Yes YES Yes YES 8,867,344.70 9,328,919.00 2,499,651.00 2,519,246.00 4,096,995.00 4,315,890.00 1,308,446.00 1,312,135.00 16,772,436.70 17,476,190.00 SAVE Form Addendums 1-2 Total Number Specifications Mailed Out: 21 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid Conference: 8 Total packages submitted: 2 Total Noncompliant: 2 Vendors Attachment B Bid Item #16-209 Reconstruct & Extend Taxiway A for Augusta, Georgia - Augusta Regional Airport Bid Due: Thursday, July 28, 2016 @ 3:00 p.m. E-Verify Number The following vendors did not respond: Reeves Construction / 1 Apac Indust Way / Augusta, GA 30907 Beams Contracting / 15030 Atomic Rd / Beech Island, SC 29842 Technique / 944 Astor Ave. / Forest Park, GA 30297 Griffin Contracting / 122 Pipemakers Cr / Unit 207 / Pooler, GA 31322 Base Bid Bid Alternate 1 Bid Alternate 3 Bid Alternate 2 Bid Bond Total Bid Page 1 of 1 878 South Lake Drive Lexington, South Carolina 29072 803-996-2900 meadhunt.com \\corp\sharedfolders\entp\0119700\131230.01\CORR\wpc\TW A Recommendation to Award.docx August 3, 2016 Mr. Herbert L. Judon, Jr. A.A.E., IAP Executive Director Augusta Regional Airport 1501 Aviation Way Augusta, Georgia 30906 Subject: Reconstruct and Extend Taxiway A Recommendation of Award Dear Mr. Judon: Mead and Hunt, Inc. has reviewed the response to the advertisement for bids (IFB #16-209) for the Reconstruct and Extend Taxiway A project. Bids were opened and read publically on July 28, 2016 at 3:00 pm, local time at the Augusta Procurement Department. Bids were received from McCarthy Improvement Company and GLF Construction Corporation. Based on our review, we recommend awarding the Base Bid, Alternative 1, Alternative 2, and Alternative 3 to the low bidder, McCarthy Improvement Company, in the amount of $16,772,436.70. The unit costs for each of the items and the overall project cost are in line with costs for similar projects in the region. After evaluating the costs for this work, we believe that it is an appropriate amount for the work involved. We also believe that awarding the Base Bid and all Bid Alternatives is in the best interests of the Airport and Augusta-Richmond County. Should you have any questions concerning this matter, please do not hesitate to contact us at your earliest convenience. Sincerely, MEAD & HUNT, INC. Christopher J. Birkmeyer Project Manager, Aviation Services cc: File Commission Meeting Agenda 10/4/2016 2:00 PM Refinishing of Gym Wood Floors Department:Recreation and Parks Department:Recreation and Parks Caption:Motion to approve an award of contract with Ram Enterprises for $39,000 for Bid Item 16-217, refinishing of gym wood floors. (Approved by Public Services Committee September 28, 2016) Background:In order to maintain the aesthetic, operational and safety components of the wood floors in our community centers, regular scheduled maintenance is required to protect our capital investment and to provide the best playing surface possible for our patrons with all the varied programs the Department offers. Analysis:A total of eleven (11) bid packages were sent to prospective vendors. A total of three (3) vendors submitted bid proposals. The low responsive bidder that met all specifications and requirements was Ram Enterprises form Montgomery, Alabama. The bid will cover wood floor refinishing at May Park, Bernie Ward and Diamond Lake facilities, that includes gym floors at all and one racquet ball court at Diamond Lakes. Vendor has included a deduct of $1,500 if awarded all floors. In addition, unit square footage pricing is listed for the vendor to inspect gym floors for damaged wood. The replacement of damaged wood will require pre-approval by the Recreation and Parks Department for an amount not to exceed $1,000.00/gym floor, if required. Financial Impact:Total bid amount is $39,000. Alternatives:1. To Approve Bid Item 16-217, gym wood floor refinishing to Ram Enterprises for $39,000. 2. Move No Action. Recommendation:1. Move to Approve. Funds are Available in the Following 328061110: 212066107 - May Park 211066203 – Fleming Park Cover Memo Accounts:(Bernie Ward Center) 211066401 – Diamond Lakes REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation To Bid Sealed bids will be received at this office until Friday, August 12, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-217 Refinishing of Gym Wood Floors for Recreation and Parks Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, 535 Telfair 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, July 29, 2016 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle July 7, 14, 21, 28, 2016 Metro Courier July 13, 2016 Commission Meeting Agenda 10/4/2016 2:00 PM 2016 - Recreation Food Transport Van Department:Central Services - Fleet Management Division Department:Central Services - Fleet Management Division Caption:Motion to approve the purchase of one prepared food transport van for the Augusta Recreation Department, Community Services, to support the Senior Nutrition Program. (Bid 16-165B) (Approved by Administrative Services Committee September 28, 2016) Background:The Augusta Recreation Department is requesting the purchase of one prepared food transport van to assist in their ongoing “Meals on Wheels” program. The need for this type of vehicle is critical due to the growing number of homebound senior citizens who are not able to support their nutritional needs on a daily basis. This new unit will assist the Department’s current fleet in providing nutritious meals to senior citizens Analysis:The Procurement Department published a competitive bid using the Demand Star application for nation-wide distribution. In addition, Fleet Management provided the contact information of two known venders produce this specialized type vehicle. It should be noted that bids were sent out on two different occasions for this vehicle. The results of the first bid showed no compliant bidders and the second bid showed the following results: Bid 16- 165B: McClarin Plastics, LLC/DBA Amtech Corp = $47,373.00. No other bids were received. Based on prices of the three existing vehicles that support this program we believe the price by McClarin Plastics is a competitively priced vehicle. Financial Impact:The food transport van will be purchased for $47,373 utilizing a Community Development Block Grant for $46,153.00 and the remaining balance will be drawn from the 2016 Capital Outlay account ($1,220). Alternatives:1) Approve the request 2) disapprove the request Cover Memo Recommendation:Approve the acquisition of one prepared food transport van for the Augusta Recreation Department for $47,373.00. Funds are Available in the Following Accounts: Community Development Block Grant: 221-07-3211/54.25310 Capital Outlay: 272-06-1110/54.25310 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation To Re-Bid Sealed bids will be received at this office until Friday, August 5, 2016 @ 11:00 a.m. for furnishing: Re-Bid Item #16-165B Prepared Food Transport Van for Augusta Central Services Department – Fleet Management Division Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Re-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, 535 Telfair 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 Tuesday, July 26, 2016 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director OFFICIAL VENDORS Attachment B E-Verify Number SAVE Form Year Make Model Year Make Model BID PRICE 9.01 110/220 VOLT PLUG IN 9.02 ADD SET OF RACKS WITH SUPPORTS PROPOSED DELIVERY Total Number Specifications Mailed Out: 12 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 1 Total Noncompliant: 0 Re-Bid Opening Re-Bid Item #16-165B Prepared Food Transport Van for Augusta, Georgia - Fleet Management Department Re-Bid Due: Friday, August 5, 2016 at 11:00 a.m. FOOD TRANSPORT VAN: 2016 Mealstar McClarin Plastics DBA AMTECH 180 East Jones Road Wapato, WA 98951 Yes 472615311/ 230622 Yes 2016 Ford XL $47,373.00 $1,500.00 9.00 OPTIONAL ITEMS: TC Series FOOD SERVICE SYSTEM: $160.00 10 - 12 weeks Page 1 of 1 Superior Custom Designs Inc. Attn: Sales 42 Allegheny Square, Glassport, PA 15045 Amtech Corp/Mobile Advantage Div Attn: Jay Goldsby 180 East Jones Road Wapato, WA 98951 National Truck Sales Attn: Sales 82 Hampton Street McDonough, GA 30253 Allan Vigil Ford Attn: Bob Burtner 6790 Mt. Zion Blvd. P.O. Box 100001 Morrow, GA 30260 Gerald Jones Ford Attn: Fleet Sales 3480 Wrightsboro Road Augusta, GA 30919 ReeferTek USA, Corp. Attn: Sales 133 Lincoln Ave., Suite 2 Bronx, NY 10454 Nationwide Auto Group Attn: Sales 917 US Highway 130 East Windsor, NJ 08520 Masters of Augusta – GMC Attn: Buick– Frank Ward Attn: GMC – Bernard Hughes 3710 Washington Road Martinez, Ga 30907 Delivery Concepts Central Attn: Sales 155 Covington Drive Bloomingdale, IL 60108 Delivery Concepts East Attn: Gary Sample 1012 NC Hwy 210 W Hampstead, NC 28443 Cushman Attn: Sales 1451 Marvin Griffin Road Augusta, GA 30906 Vending Trucks Attn: Sales 5 Litchfield Rd East Brunswick, NJ 08816 Tamlar Walton DBE/Compliance Dept. Russell Sanders Fleet Management Ron Crowden Fleet Management Re-Bid Item #16-165B Prepared Food Transport Van For Fleet Department Mailed Out July 19, 2016 Re-Bid Item #16-165B Prepared Food Transport Van For Central Services-Fleet Department Bid Due: Fri., 08/05/16 @ 11:00 a.m. Commission Meeting Agenda 10/4/2016 2:00 PM 2016 - Utilities Pumps Department:Central Services Department-Fleet Management Division Department:Central Services Department-Fleet Management Division Caption:Motion to approve the purchase of five (5) 4-inch bypass pumps for the Utilities Department-Facilities Maintenance Division to be used at sewage lift stations using the GMA lease program. (Approved by Administrative Services Committee September 28, 2016) Background:The Utilities Department-Facilities Maintenance Division would like to request the purchase of five (5) bypass pumps for sewage lift stations throughout the county in case of a power outage. Lift stations are required in certain areas of the county where there is a severe elevation difference in the sewage line grade. The lift stations are equipped with electrical pumps that lift the sewage from the lower elevation to the higher elevation for a continuous flow of the sewage through the line. When there is a power outage at the lift station, the sewage flow is stopped, backed up, and has the potential for spillover. Currently, the division has to pull their only bypass pump to that location, hook it up, and rectify the disrupted flow by manually pumping the sewage from the lower line to the higher line. The possibility for multiple power outages is present. The new additional pumps would be placed with one at each station and to be ready should there be a power disruption. These units would greatly assist in eliminating any major spillover problems therefore saving costly time and money for the department. Analysis:The Utilities Department has requested to utilize the federal General Services Administration (GSA) bid program for this purchase. The GSA bid program is a federal sponsored program allowing various businesses across the nation to bid on selective items to be utilized by federal and city governmental entities. The low bid for this type pump was awarded to Thompson Pump Manufacturing Company, bid award number GS-07F-0140, as indicated by the attached paperwork. The vendor has also credited the department an additional 15% price discount for the quantity Cover Memo sale of 5 pumps. We have attached the competitor’s price for their similar class pump for comparison purposes. Please see attachments Financial Impact:The cost of the pumps is $33,090.50 each for a total of $165,452.50. Funding for the procurement of these pumps will be through the GMA lease program for 60 months with 5 annual payments of $33,090.50 each. Alternatives:1. Approve the purchase of 5 bypass pumps. 2. Do not approve the request. Recommendation:Approve the acquisition of 5 bypass pumps for the Utilities Department-Facilities Maintenance Division for a total of $165,452.50. Funds are Available in the Following Accounts: GMA Lease Program: 631-10-1110/54.99631 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM Records Retention Presentation Update Department:Central Services - Facilities Department:Central Services - Facilities Caption:Motion to approve continuing in-house Records Retention and Management as in-house operation and bring back suitable options for commission review for the proper facility. (Approved by Administrative Services Committee September 28, 2016) Background:Augusta is required by statute to retain Government and legal documents. The length of time they are required to be retained varies, but many must be held in perpetuity. The quantity of documents stored increases constantly. Analysis:The current Records Retention Center is over capacity and additional storage is required to meet our legal obligation. The proposed solution provides for current and future needs for approximately 15 years. Financial Impact:Financial Impact of this project is $2,150,000 in SPLOST VII set aside for this purpose. Alternatives:No action means that critical records and documents will not be properly cataloged and stored. Recommendation:Approve continued in-house Records Retention and Management and utilize SPLOST VII funding designated for Records Retention to renovate and expand the former License and Inspections Building at 1815 Marvin Griffin Road for Records Retention or another suitable location. Funds are Available in the Following Accounts: Funds are available in SPLOST VII Cover Memo REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM Accept FY2016 Emergency Management Performance Grant (EMPG) Department:EMA Department:EMA Caption:Motion to accept the FY2016 Emergency Management Performance Grant (EMPG) in the amount of $60,165. (Approved by Public Safety Committee September 28, 2016) Background:The FY2016 Emergency Management Performance Grant is a grant provided through GEMHSA to support the implementation of the National Preparedness System by supporting the building, sustainment, and delivery of core capabilities essential to achieving the National Preparedness Goal of a secure and resilient Nation. The purpose of the EMPG program is to provide Federal grants to states to assist state, local, territorial, and tribal governments in preparing for all hazards. Analysis: Financial Impact:This grant requires a local cash match of $60,165. The funds supplement the Emergency Management budget. Alternatives:None at this time. Recommendation:to accept the FY2016 Emergency Management Performance Grant (EMPG) in the amount of $60,165. Funds are Available in the Following Accounts: 10139210 REVIEWED AND APPROVED BY: Finance. Cover Memo Law. Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM Accept FY2016 Homeland Security Grant (CERT Grant) Department:Fire Department Department:Fire Department Caption:Motion to accept the FY2016 Homeland Security Grant in the amount of $7,820 for the Community Emergency Response Team (CERT). Approved by Public Safety Committee September 28, 2016) Background:The FY2016 Homeland Security Grant is for the Augusta- Richmond County EMA Community Emergency Response Team (CERT) Training. This grant allows us to educate the community to prepare themselves and help their neighbors in the event of a natural disaster or other wide spread emergencies until professional responders arrive. Analysis: Financial Impact:There are no matching requirements for this grant. These funds will Offset the cost of training materials and CERT supplies. Alternatives:None at this time. Recommendation:To accept the FY2016 Homeland Security Grant in the amount of $7,820 for CERT Training. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Cover Memo Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM Accept FY2016 Homeland Security Grant for the GSAR Team Department:Fire Department Department:Fire Department Caption:Motion to accept the FY2016 Homeland Security Grant in the amount of $30,000 for Georgia Search and Rescue (GSAR) Team equipment. (Approved by Public Safety Committee September 28, 2016) Background:The FY2016 Homeland Security Grant is for the Augusta Fire Department to purchase personal protective equipment for the GSAR team. Analysis: Financial Impact:There are no matching requirements for this grant. The money will be used to offset the purchase of equipment Alternatives:None at this time. Recommendation:To accept the FY2016 Homeland Security Grant in the amount of $30,000 for the purchase of personal protective equipment for the GSAR Team. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM Resurfacing Kennel Floors and Pens Department:Animal Services Department:Animal Services Caption:Motion to approve awarding Bid Item #16-215 Resurfacing Kennel Floors and Pens in the amount of $36,000.00 to M.C. Painting. (Approved by Public Safety Committee September 28, 2016) Background:This is Phase II of Animal Services' project to resurface pens housing animals and the floors adjacent to the pens. Analysis: Financial Impact:Adequate funds are available. Alternatives:Deny motion Recommendation:Approve motion Funds are Available in the Following Accounts: Funding is available in capital budget, Account #272039110- 54.13120. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation To Bid Sealed bids will be received at this office until Tuesday, August 2, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-215 Resurfacing Kennel Floors and Pens for Augusta Animal Services Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Pre Bid Conference will be held on Friday, July 15, 2016, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Site Visit will follow. 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, July 19, 2016 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle June 23, 30, July 7, 14, 2016 Metro Courier June 29, 2016 Bid Opening - Bid Item #16-215 Resurfacing Kennel Floors and Pens for Augusta, Georgia - Animal Services Department Bid Due: Tuesday, August 2, 2016 at 11:00 a.m VENDORS MC’S PAINTING 7663 NEBO ROAD HIRAM, GA 30141 Attachment "B"Yes E-Verify #168032 Addendum #1 Yes SAVE Form Yes Original Yes 4 Copies Yes AREA C:$4,356.00 AREA D:$31,370.00 Total Number Specifications Mailed Out: Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Pre-Bid/Telephone Conference: 1 Total packages submitted: 1 Total Noncompliant: 1 PRICING: Page 1 of 1 Commission Meeting Agenda 10/4/2016 2:00 PM Vendor Award - Bid Item #16-211 Trailer Mounted 200kW Generator Department:Fire Department:Fire Caption:Motion to authorize award of Bid Item #16-211 to purchase trailer mounted 200Kw generator to Cummins Power South. (Approved by Public Safety Committee September 28, 2016) Background:The Augusta Fire Department, through the Augusta Procurement Department' sealed bid process, requested bids for a trailer mounted 200Kw generator to be used by EMA in the event of a natural disaster or if a shelter is activated. Analysis:After careful review and scoring of the proposals submitted to the Procurement Department in response to Bid Item #16-211 Trailer Mounted 200Kw Generator , Cummins Power South returned the lowest bid. Financial Impact:Funding for this contract is allocated in 272061110-5421110. Total cost is $85,346.17. Alternatives:None at this time. Recommendation:To approve the motion to authorize award of Bid Item #16-211 to purchase a trailer mounted 200Kw generator from Cummins Power South. Funds are Available in the Following Accounts: 272061110-5421110 REVIEWED AND APPROVED BY: Finance. Cover Memo Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation to Bid Sealed bids will be received at this office until Friday, July 29, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-211 Trailer Mounted 200 kW Generator for Augusta for the Emergency Management Agency Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. Mandatory Pre Bid/Telephone Conference will be held on Wednesday, July 13, 2016, @ 3:00 p.m. in the Procurement Department, 535 Telfair Street, Room 605. If you choose to teleconference there is a $35.00 fee. Make the $35.00 check payable “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 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 Friday, July 15, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle June 16, 23, 30, July 7, 2016 Metro Courier June 22, 2016 OFFICIAL VENDORS CUMMINS 2923 RIVERVIEW DR AUGUSTA, GA 30907 TOMAHAWK 501 SILVERSIDE RD., SUITE 87 WILMINGTON, DE 19809 HI-TECH POWER SYTEMS 2479 DOUG BARNARD PKWY AUGUSTA, GA 30906 Attachment B Yes Yes No Bid E-Verify Number 52087 1110170 Addendum 1 Yes Yes SAVE Form Yes Yes Year 2016 2016 Make Cummins Chicago Pneumatic/ Atlas Copco Model 200D2RE QAS330JD1+4 TOTAL PRICE $85,346.17 $106,999.00 APPROXIMATE DELIVERY TIME ARO 15 weeks 2-4 weeks The following vendors did not respond: GEN-TECH / 2541 HILTON CT., SUITE B / GAINESVILLE, GA 30501 SIGNAL POINT SYS / 1270 SHILOH RD / KENNESAW, GA 30145 TRAILER MOUNTED 200kW GENERATOR: Bid Opening Bid Item #16-211 Trailer Mounted 200 kW Generator for Augusta, Georgia - Fire Department-EMA Bid Due: Thursday, August 4, 2016 at 11:00 a.m. Total Number Specifications Mailed Out: 15 Total Number Specifications Download (Demandstar): 19 Total Electronic Notifications (Demandstar): 100 Mandatory Pre-Bid/Telephone Conference: 5 Total packages submitted: 2 Total Noncompliant: 0 Page 1 of 1 Commission Meeting Agenda 10/4/2016 2:00 PM 2016 - Augusta Regional Tractor Department:Central Services-Fleet Mangement Division Department:Central Services-Fleet Mangement Division Caption:Motion to approve the purchase of one (1) utility tractor for the Augusta Regional Airport. (Bid Item 16-201) (Approved by Finance Committee September 28, 2016) Background:The Augusta Regional Airport is requesting the purchase of one utility tractor to be utilized on the many grass and other maintenance duties around the airport. Due to the vast amount of grassy areas and many other daily maintenance projects, this additional unit would greatly assist in pulling the large mowers required to support the ongoing airport grounds beautification program. Analysis:The Procurement Department published a competitive bid using the Demand Star application for the utility tractor with the following results: Bid 16-201: Border Equipment Co. = $54,326.00; J&B Tractor Company = $53,639.00 Financial Impact:The utility tractor will be purchased for $53,639.00 utilizing the GMA lease program with an annual payment of $17,879.67 each for three years. The payment funds will be provided by their 2016 Capital outlay account. Alternatives:1.)Approve the request, 2)Disapprove the request. Recommendation:Approve the acquisition of one utility tractor for the Augusta Regional Airport for $53,639.00. Funds are Available in the Following Accounts: GMA Lease Program: 631-10-1110-54.99631 Cover Memo REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation To Bid Sealed bids will be received at this office until Friday, July 8, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-201 Utility Tractor for Augusta Fleet Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, 535 Telfair 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, June 24, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle June 2, 9, 16, 23, 2016 Metro Courier June 8, 2016 OFFICIAL VENDORS GJ & L 2804 Wylds Rd Augusta, GA 30909 J & B Tractor Co. 3585 Mike Padgett Highway, Augusta, GA 30906 Attachment B Yes Yes E-Verify Number 705362 515905 SAVE Form Yes Yes Year 2016 2016 Make John Deere New Holland Model 5100M T4100 Bid Price $52,320.00 $52,854.00 7.01 Cab Flashing Light $360.00 $226.00 7.02 4 x 2 Open Platform Tractor $42,785.00 N/A 7.03 Fire Extinguisher $75.00 $85.00 7.04 Air Ride Seat $706.00 Standard 7.05 Dual Rear Tires n/b $5,276.00 7.06 Weight Kit $1,300.00 $785.00 7.07 4 x 4 Drive Tractor w/ Cab $59,566.00 $56,576.00 7.08 4 x 4 Drive Tractor w/ open plat $50,604.00 $48,935.00 7.09 DOT Traffic Warning Flags $250.00 $84.00 7.10 SMV Placard $17.00 Standard 7.11 Hitch Lift System $340.00 $295.00 Proposed Delivery Date Jan. 20, 2017 120 - 180 days Bid Opening Bid Item #16-201 Utility Tractor for Augusta, Georgia - Fleet Management Department Bid Due: Friday, July 8, 2016 at 11:00 a.m. 7.00 Optional Items: Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 49 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 2 4 x 2 Utility Tractor with Cab: Page 1 of 1 Commission Meeting Agenda 10/4/2016 2:00 PM Award Bid 16-143A for the purchase of (1) Automatic Tarping System to Southwestern Sales Department:Environmental Services Department:Environmental Services Caption:Motion to approve Award Bid 16-143A for the purchase of (1) Automatic Tarping System to Southwestern Sales for the amount of $48,433.60. (Approved by Engineering Services Committee September 28, 2016) Background:In order to remain in compliance with EPD regulations, the landfill operators are required to cover all waste received in the active cell at the end of each day. In accordance with our design and operations plan, we currently are covering the waste with 6 inches of dirt. To achieve this, we must excavate and haul the dirt to the work face of the landfill. We then cover the waste. The following day we remove the dirt (the best we can) and place trash for that day. Any dirt that is not effectively removed, consumes space that could otherwise be used for trash. ESD is permitted to use various alternative daily cover(s). In consideration of air space being a landfills most valuable asset, the use of an automatic tarping system has many advantages over using dirt. Some of which are: saves valuable airspace which extends the life of the landfill thus increasing revenue; reduces man hours required to perform the daily task; reduces fuel consumption and increases life of current equipment used on a daily basis. Bid 16-143A was issued by the Procurement Department for an Automatic Tarping System. One compliant bid was received on June 10, 2016. Analysis:Bids were reviewed by the Environmental Services and Procurement staff, and the compliant bidder, meeting specifications, was Southwestern Sales. They proposed one (1) Automatic Tarping System at a cost of $48,433.60. The tarping system is a unique invention. Only two vendors have perfected the technology. The second source did not respond to the bid. Financial Impact:Adequate funds are available in account 541-04-4210 / 54.22510. Cover Memo Alternatives:1. Approve the purchase of (1) Automatic Tarping System from Southwestern Sales (Bid Item 16-143A). 2. Do not approve the purchase. Recommendation:Approve the purchase of (1) Automatic Tarping System from Southwestern Sales (Bid Item 16-143A). Funds are Available in the Following Accounts: Adequate funds are available in account 541-04-4210 / 54.22510. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation To Bid Sealed bids will be received at this office until Friday, June 10, 2016 @ 11:00 a.m. for furnishing: Re-Bid Item #16-143A Automatic Tarping System for Environmental Services Department Re-Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Re-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, 535 Telfair 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 Tuesday, May 31, 2016 @ 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 sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director VENDORS Attachment B E-Verify Number SAVE Form Year Make Model BID PRICE 30 ft. width 107ft. Length per tarp DELIVERY DATE Re-Bid Opening Re-Bid Item #16-143A Automatic Tarping System for Augusta, Georgia - Environmental Services Department Bid Due: Friday, June 10, 2016 at 11:00 a.m. TDS-30HS 28 ARO Southwestern Sales P. O. Box 1257 Rogers, AR 72757 YES 2016 $41,409.00 TDS-30 HC Automatic Tarping System with 4 Tarps with LOX System (or Equivalent) Total Number Specifications Mailed Out: 6 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 1 967467 YES $3,512.30 Additional Pricing for Replacement Tarps w/ Lox System TARP ARMOR Kym Industries 207 Smith Road Slocomb, AL 36375 Yes No Yes / Incomplete Non-Compliant Page 1 of 1 tarpARMOR Attn: Sales P.O. Box 1257 Rogers, AR 72575-1257 Taroomatic Attn: Sales 512 45th Street SW Canton, OH 44706 Kym Industries Attn: Sales 207 Smith Road Slocomb, AL 36375 Con-Wal/Southwestern Sales Attn: Julie M. Hines P. O. Box 1257 Rogers, AR 72757 AAATarps Attn: Sales PO Box 626 Roebuck, SC 29376 Mark Johnson Environmental Services Lori Videtto Environmental Services Yvonne Gentry LSBO Bid Item #16-143A Automatic Tarping Systems For Environmental Services Mailed: May 16, 2016 Bid Item #16-143A Automatic Tarping System For Environmental Services Bid Due: Fri., June 10, 2016 @ 11am 16-143A Pg 1 of 1 Commission Meeting Agenda 10/4/2016 2:00 PM McCoys Creek, Section I, Subdivision Dedication Department:Engineering Department:Engineering Caption:Motion to approve the deed of dedication, maintenance agreement, and road resolutions submitted by the Engineering Department for McCoys Creek, Section I. (Approved by Engineering Services Committee September 28, 2016) Background:The final plat for McCoys Creek, Section I, was approved by the Commission on January 4, 2012. The subdivision design and plat for this section, including the storm drain system, have been reviewed and accepted by our engineering staff and the construction has been reviewed by our inspectors. The Utilities Department has already dedicated their portion separately. Analysis:This section meets all codes, ordinances and standards. There are no wetlands or 100-year flood plain boundaries involved in this section. Financial Impact:By accepting these roads and storm drainage installations into the County system and after the 18-month maintenance warranty by the developer/contractor for the road and storm drainage has expired, all future maintenance and associated costs will be borne by Augusta, Georgia. Alternatives:1. Approve the deed of dedication, maintenance agreement, and road resolutions submitted by the Engineering Department for McCoys Creek, Section I. 2. Do not approve and risk litigation. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: N/A Cover Memo REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM Old Savannah Road / Twiggs Street Improvements-Phase II (SA4) Department:Engineering Department:Engineering Caption:Motion to approve funding for Design Consultant Services Supplemental Agreement Four to Clark Patterson Lee in the amount of $69,570.00 for the Old Savannah/Twiggs Street Improvements Project as requested by the AED. (Approved by Engineering Services Committee September 28, 2016) Background:Old Savannah Road at Twiggs Street Improvements project is an approved SPLOST project. Due to funding this project is being constructed in phases. This is phase 2 of the project. This phase of the project consists of roadway & intersection improvements, construction of two roundabouts, drainage improvements, curb & gutter, and lighting along Twiggs Street between Wrightsboro Rd/James Brown Blvd and Old Savannah Road. In 2001, Commission approved award of the design phase of the project to Clark Patterson Lee. On June 30, 2016 Augusta Commission awarded the Construction contract to E. R. Snell Contractor, Inc. Phase 2 of roadway requires design related coordination to include, utilities relocation, resolution of utility conflicts, and request for field information that warrants design engineer services Analysis:In December 2001, commission approved award of design phases of the project to Clark Patterson Lee. The project is now under construction. This Supplemental Agreement covers services during construction phase 2 for contractor’s request for field information, utility conflicts assessment & resolutions, field engineering, and attending construction progress meetings. Financial Impact:Funds in the amount of $69,570.00 are available in the Engineering TIA Discretionary funds. Alternatives:1). Approve funding for Design Consultant Services Supplemental Agreement Four to Clark Patterson Lee in the amount of Cover Memo $69,570.00 for the Old Savannah/Twiggs Street Improvements Project as requested by the AED. 2). Do not approve and find alternative to complete the project and provide construction phase needed services. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Engineering TIA Discretionary Funds REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: The project is authorized to CPB# 323-041110-296823220 for Supplemental Agreement Number Four in the amount of $69,570.00 for the Old Savannah Road/Twiggs Street Improvement-Phase II project as requested by the AED. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase III 2,060,000$ SPLOST III Fund Balance 3,502,450$ TIA Discretionary 69,570$ 5,632,020$ Section 3: 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 CPB# 323-041110-296823220 CAPITAL PROJECT BUDGET OLD SAVANNAH ROAD/TWIGGS STREET IMPROVEMENTS Honorable Mayor, Hardie Davis, Jr. PHASE II Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of 1 of 2 5.5.2011 Augusta-Richmond County, Georgia CPB# 323-041110-296823220 CAPITAL PROJECT BUDGET OLD SAVANNAH ROAD/TWIGGS STREET IMPROVEMENTS PHASE II CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB CHANGE CPB SPECIAL 1% SALES TAX, PHASE III 323-04-1110-0000000-000000000 ($2,060,000)($2,060,000) SPLOST III FUND BALANCE ($3,502,450)($69,570)($3,572,020) TOTAL SOURCES:($5,562,450)($69,570)($5,632,020) USE OF FUNDS ENGINEERING 323-04-1110-5212115-296823220 $493,241 $493,241 RIGHT OF WAY 323-04-1110-5411120-296823220 $85,000 $85,000 CONSTRUCTION 323-04-1110-5414110-296823220 $4,984,209 $69,570 $5,053,779 TOTAL USES:$5,562,450 $69,570 $5,632,020 2 of 2 5.5.2011 AUGUSTA-RICHMOND COUNTY ENGINEERING DEPARTMENT SUPPLEMENTAL AGREEMENT WHEREAS, We, Clark Patterson Lee, entered into a contract with Augusta-Richmond County on December 18, 2001, for Old Savannah Rd/Twiggs Street Improvements Project, Project No. 323- 04-296823220, and WHEREAS, certain revisions to the design requested by Augusta-Richmond County are not covered by the scope of the original contract, we desire to submit the following Supplemental Agreement to-wit: Additional Engineering services Phase II required to complete The design and construction services It is agreed that as a result of the above modification the contract amount is increased by $69,570.00 from $391,036.00 to a new total of $460,606.00. This agreement in no way modifies or changes the original contract of which it becomes a part, except as specifically stated herein. NOW, THEREFORE, Clark Patterson Lee, hereby agree to said Supplemental Agreement consisting of the above mentioned items and prices, and agree that this Supplemental Agreement is hereby made a part of the original contract to be performed under the specifications thereof, and that the original contract is in full force and effect, except insofar as it might be modified by this Supplemental Agreement. RECOMMEND FOR APPROVAL: CITY OF AUGUSTA-RICHMOND COUNTY AUGUSTA, GEORGIA Honorable Mayor Hardie Davis, Jr. Clark Patterson Lee Approved: Date Approved: Date [ATTACHED CORPORATE SEAL] [ATTACHED CORPORATE SEAL] ATTEST: ATTEST: Title: Title: Augusta Richmond County Project Number(s): 323-041110-296823220 Supplemental Agreement Number: 4 Purchase Order Number: 57942 Commission Meeting Agenda 10/4/2016 2:00 PM Procurement of Boom & Crane Truck Rental Services for the Utilities Department - Bid Item #16-167 Department:Utilities Department:Utilities Caption:Motion to approve Award Bid Item #16-167 for Boom and Crane Truck Services for the Utilities Department. (Approved by Engineering Services Committee September 28, 2016) Background:In an effort to provide for reliable pricing and allow for the ability to obtain these services quickly when needed we have worked with the Procurement Department to solicit bids under Bid Item #16-167 for Boom and Crane Truck Rental. Pricing was requested for various size units. Analysis:The bid advertisement resulted in the receipt of two qualified bids. We have reviewed the Bid Tabulation provided by the Procurement Department and the individual bids provided by the two responsive bidders. It appears that the lowest overall cost for these services is provided by Southway Crane & Rigging. This determination was made based on the total of rental prices and fees provided as well as the group of equipment that we are most likely to use in any year. Financial Impact:Equipment would be rented on an as needed basis. Alternatives:No alternatives recommended Recommendation:We recommend awarding Bid Item #16-167 Boom and Crane Truck Rental to Southway Crane and Rigging. Funds are Available in the Following Accounts: 506043580-5224219 Cover Memo REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation To Bid Sealed bids will be received at this office until Thursday, April 21, 2016 @ 3:00 p.m. for furnishing: Bid Item #16-167 Boom and Crane Truck Rental for Augusta Utilities Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, 535 Telfair 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 8, 2016 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 17, 24, 31, April 7, 2016 Metro Courier March 23, 2016 $/hr Regular $/hr OT $/hr Wknd Min Hrs Transportation Minimum Rental Wknd Minimum 26T $110.00 $140.00 $170.00 4 $440.00 $680.00 40T $130.00 $160.00 $190.00 4 $520.00 $760.00 60T $150.00 $180.00 $210.00 4 $600.00 $840.00 70T $185.00 $245.00 $305.00 4 $250.00 $1,240.00 $1,720.00 90T $225.00 $285.00 $345.00 8 $400.00 $2,600.00 $3,560.00 130T $295.00 $355.00 $415.00 8 $1,200.00 $4,760.00 $5,720.00 165-170T $335.00 $395.00 $455.00 8 $1,200.00 $5,080.00 $6,040.00 200T $385.00 $445.00 $505.00 8 $1,600.00 $6,280.00 $7,240.00 240-275T $435.00 $495.00 $555.00 8 $1,600.00 $6,680.00 $7,640.00 Rigger $65.00 $95.00 $125.00 6 Truck & Trailer $110.00 $140.00 $170.00 6 TOTAL $28,200.00 $34,200.00 Frequent Use $14,080.00 $17,200.00 $/hr Regular $/hr OT $/hr Wknd Min Hrs Transportation Minimum Rental Wknd Minimum 26T $135.00 $170.00 $170.00 3 $405.00 $510.00 40T $155.00 $190.00 $190.00 4 $620.00 $760.00 60T $175.00 $210.00 $210.00 4 $700.00 $840.00 70T $190.00 $225.00 $225.00 6 $1,140.00 $1,350.00 90T $230.00 $300.00 $300.00 8 $900.00 $3,640.00 $4,200.00 130T $335.00 $405.00 $405.00 8 $900.00 $4,480.00 $5,040.00 165-170T $375.00 $445.00 $445.00 8 $900.00 $4,800.00 $5,360.00 200T $425.00 $495.00 $495.00 8 $900.00 $5,200.00 $5,760.00 240-275T $480.00 $550.00 $550.00 8 $900.00 $5,640.00 $6,200.00 Rigger $85.00 $120.00 $120.00 8 $900.00 Truck & Trailer $130.00 $170.00 $170.00 8 $900.00 TOTAL $26,625.00 $30,020.00 Frequent Use $13,725.00 $15,510.00 Maxim Southway Bid Item #16-167: Boom & Crane Truck Rental Commission Meeting Agenda 10/4/2016 2:00 PM Riverwatch Parkway Adaptive Signal Project Department:Engineering Department:Engineering Caption:Motion to approve supplemental purchase of INSync Adaptive Signal Control equipment in the amount of $40,900.00 from Rhythm Engineering for the Riverwatch Parkway Adaptive Signal Project. This Project is in Band 1 of the approved Richmond County Project List for the Transportation Investment Act of 2010 (aka, TIA, TSPLOST) as requested by AED. (Approved by Engineering Services Committee September 28, 2016) . Background:This project is in Band 1 of the approved Richmond County TIA list. The purpose of the Riverwatch Parkway Adaptive Signal Project is to improve traffic operations along one of the busiest corridors in Augusta which serves almost 30,000 vehicles per day and experiences significant congestion during peak periods. Improvements include the installation of the INSync Adaptive Signal system between Fury’s Ferry Road and River Shoals Parkway. The system utilizes state-of-the-art sensor technology, image processing, and artificial intelligence to automatically optimize local traffic signals and provide coordination for the arterial according to real-time traffic demand, thus, eliminating the need for static signal timing and coordination plans. On February 3, 2015 Augusta Commission approved purchase of INSync Adaptive Control equipment from Rhythm Engineering. Project is under construction and there is need for additional equipment to complete adaptive traffic control system operation along the project corridor. Analysis:Equipment is needed to complete adaptive signal system connectivity to Prattwood/Furys Ferry Rd. Project is a Band 1 of the approved Richmond County TIA Project List and expense is eligible for reimbursement through Georgia DOT. All equipment installation will be performed by Augusta Traffic Engineering Staff Financial Impact:Funds are available in the Project TIA funds Cover Memo Alternatives:1) Approve supplemental purchase of INSync Adaptive Signal Control equipment in the amount of $40,900.00 from Rhythm Engineering for the Riverwatch Parkway Adaptive Signal Project. This Project is in Band 1 of the approved Richmond County Project List for the Transportation Investment Act of 2010 (aka, TIA, TSPLOST) as requested by AED. 2) Do not approve and find alternate to complete the project Recommendation:Approve Alternative Number One Funds are Available in the Following Accounts: Project TIA Funds - RC07-000139/PI#0011402 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Scope of Work and Quote Rhythm Engineering InSync Real-time Adaptive Traffic Control System Prepared for: Augusta, GA ATTN: Glen Bollinger Project: Augusta, GA, Prattwood Rd & Furys Ferry Rd 07/13/2016 Quote #: 002576-1 Rhythm Engineering Contact: Mark W. Sullivant RAM - Southeast (248) 431-4588 (913) 227-0603 mark.sullivant@rhythmtraffic.com Quote #002576-1 2 Augusta, GA InSync Scope of Work 1 Intersection(s) - Prattwood Rd & Furys Ferry Rd Project Project Background Augusta, GA asked Rhythm Engineering to provide a proposal for an InSync® adaptive traffic control system for a(n) 2 intersection deployment along Prattwood Rd & Furys Ferry Rd. Map(s) of the Corridor Prattwood Rd & Furys Ferry Rd Corridor Project Google Map Link: Click here Quote #002576-1 3 Proposed Prattwood Rd & Furys Ferry Rd Project Intersection(s) are as follows: Camera Mounting Hardware Prattwood Road & Furys Ferry Road Existing and client supplied equipment (please notify if incorrect):  2070 in a 332  Approach(es): 4  Existing Detection: Rhythm Engineering - Supplied Equipment  System Type: 1 processor(s)  Connection Type: C1-Y Cable  Quantity of Cameras:  Pedestrian Module:  Monitor(s)/Keyboard(s): No Camera Mounting Hardware Responsibility: Contractor NB Camera: SB Camera: WB Camera: EB Camera: Quote #002576-1 4 Project Statement of Work Rhythm Engineering will be responsible for the following tasks: 1. Provide materials per the approved Quotation and subsequent Purchase Order. Material consists of InSync® processors, video cameras and enclosures, equipment panel and power supply, RG cable, Ethernet patch cables, detector-cards (if needed), Pedestrian modules, and monitors/keyboards, and other materials as specified. 2. Provide specifications for materials to be supplied by the Augusta, GA – wires, connectors, and specialized installation tools as well as camera mounting hardware if needed. 3. Provide on-site classroom and hands-on training to make Augusta, GA (Client) personnel proficient in installation procedures for the InSync® equipment listed above. This includes at a minimum: desired camera views, drawing detection zones and segments, connection of Ethernet cables, mounting of InSync® processor(s) and site equipment panel in the traffic cabinet, connection of cables, connection of the pedestrian intercept feature, placing and cabling of detector-cards in the detector card rack (if applicable when not using InSync:Fusion or InSync:Tesla at respective intersections), monitor mounting and connections, and local processor accessibility. Provide remote support to installer during the installation process. Provide training for the Client’s personnel designed to make the Client proficient in the system parameters configuration, maintenance and operation of InSync®. 4. Consult with Augusta, GA traffic engineering staff to define the operating parameters for initial system operation, including but not limited to: allowed movements, desired progression routes, travel times, phasing, amber times, all-red times, pedestrian walk and flashing don’t walk times, traffic counts, traffic patterns, and any unique requirements that the Client may want to allow for during certain time of day scenarios, etc. 5. Perform the on-site integration of the InSync® adaptive system, including verification of camera views, working with the installer to make any adjustments needed and loading of the predefined software image into the processor. The Rhythm Engineering team will work both on-site and remotely to bring online each InSync® system. The adaptive system will work “out of the box”, but Rhythm Engineering will take time to monitor and modify the adaptive parameters remotely over a period of approximately one to two weeks after the activation of the arterial in order to maximize the performance of InSync®. 6. Project Manage the entire scope of Rhythm Engineering’s responsibilities as listed above and provide updates to the Client as necessary throughout the duration of the project. Quote #002576-1 5 Installer (or Augusta, GA) will be responsible for the following tasks: 1. Order and provide shielded/outdoor-rated Category 5 Ethernet cable and outdoor rated 3-strand 14 AWG power wire (IMSA 20-1 Traffic Control Cable 14-3 stranded copper) and wires, connectors, and specialized installation tools as well as camera mounting hardware (if applicable) per Rhythm Engineering specifications. Cut-sheets to be provided by Rhythm Engineering at the appropriate time upon request. 2. Perform installation work consisting of: pulling & terminating the required power and Ethernet Cat 5E cables (Comscope 2003 shielded/outdoor rated) from the controller cabinet to the pre-approved mounting location, installation of camera mounting hardware to mast arms/luminaires, mounting of the video cameras, connecting wires to cameras per Rhythm Engineering specifications and training, camera aiming, zooming and focusing. 3. Perform traffic cabinet installation work consisting of: installing the site equipment panel, mounting and connecting the InSync® processor to the Ethernet switch and installing InSync’s detector input connection type. Wiring of the RG return cable and connection of the InSync® system to the Ethernet network provided via the communications system provided by the Client or communications installer. 4. Return to site as needed during system integration to adjust cameras or troubleshoot any cabling or other issues arising from faulty installation. Augusta, GA (Client) will be responsible for the following tasks. 1. Provide an Ethernet network with TCP/IP connectivity between signals. 2. Provide traffic engineering information per intersection including, but not limited to: traffic counts, traffic pattern by time of day, phasing, allowed and prohibited movements, current timing plans, amber times, all-red times, pedestrian walk and flashing don’t walk times. 3. Provide Rhythm Engineering with ten (10) Internet Protocol (IP) Addresses for each intersection’s equipment (cameras and processor), establish Simple Mail Transfer Protocol (SMTP) and Network Time Protocol (NTP) server connection, as well as remote access to the intersections via a Virtual Private Network (VPN) connection for support and monitoring purposes during the warranty/support period. 4. A detailed before-and-after study measuring delay, stops, travel time, fuel consumption and emissions over multiple time periods throughout the weekday could be conducted (AM Peak, AM Off-peak, Noon Peak, Afternoon Off-Peak, PM Peak, Evening Off-Peak). This may be let out to a consultant as part of the total job scope of work. Quote #002576-1 6 Project Deployment Schedule Rhythm Engineering will completely deploy this 1-signal InSync® adaptive system within a four- month window from the time of the receipt of a project purchase order. It is assumed that all the signals to be outfitted with InSync® will be operational and ready for equipment installation, including Ethernet connectivity and wiring completion. Any delays in implementation outside of Rhythm Engineering’s control are excluded from this timeframe. Quote #002576-1 7 Quotation 11228 Thompson Ave. Lenexa, KS 66219 Phone (913) 227-0603 Fax (913) 227-0674 Quote #: 002576-1 Expiration Date: 09/30/2016 Prepared By: Mark W. Sullivant Client: Augusta, GA 507 Telfair Street Augusta, GA 30901 ATTN: Glen Bollinger Phone: (706) 821-1077 Project: Prattwood Rd & Furys Ferry Rd Payment Terms:  Quote does not include additional fees in the event Rhythm would serve as a primary contractor.  Any required bonding or licensing fees are not included in quote.  All taxes are the responsibility of client. FOB Point: Lenexa, KS  Payment is due within 30 days of the invoice date. After 30 days, a 5% late payment penalty shall be assessed upon any unpaid balance. If payment exceeds 60 days past the invoice date (30 days past due), additional finance charges shall be applied at an interest rate of 18% APR. Finance charges are computed against the unpaid invoice balance, plus any accumulated penalties and/or fees. General Terms and Conditions:  Client agrees that all Purchase Orders submitted to Rhythm in response to this Scope of Work and Quote do hereby incorporate any and all terms and conditions stated in this Scope of Work and Quote unless such terms or conditions are clearly and expressly rejected in writing within the submitted Purchase Order. Purchase Orders submitted in response to this document that contain no payment terms are deemed to be a complete acceptance of the payment terms set forth in this document pursuant to these general terms and conditions. Purchase Orders with rejected terms or conditions shall be reviewed by Rhythm Engineering and may be rejected or resubmitted to Client.  Client agrees that the laws of the State of Kansas apply to this contract and all actions arising out of it.  Invoice are generated upon shipment of material. Description Units Unit Cost Total Cost InSync: Fusion hardware (multiple detection) 5 year warranty (1st 2 years are included, 3 additional years added) 1 3 yrs $30,000.00 $750.00 $30,000.00 $2,250.00 Pedestrian Module (any ped actuation buttons) 1 $5,000.00 $5,000.00 Project Management $3,500.00 Installation Training (onsite) Included Configuration of InSync Included Shipping and Handling per intersection (from Lenexa, KS) 1 $150.00 $150.00 Standard camera mounting hardware TBD $225.00 $0.00 Non-standard camera mounting hardware TBD $725.00 $0.00 TOTAL $40,900.00 Additional Items (may be purchased from Rhythm Engineering or from other local vendor or contractor) Description Units Unit Cost Total Cost 1000-ft roll of Ethernet Cat 5E Cable (conservative estimate: 1200 ft per intersection) TBD $525.00 1000-ft roll of IMSA 20-1 Traffic Control Cable 14-3 stranded copper (conservative estimate: 1200 ft per intersection) TBD $450.00 Ethernet repeaters (required for cable runs exceeding 320 ft) TBD $625.00 For questions, please contact Mark W. Sullivant at mark.sullivant@rhythmtraffic.com or (248) 431-4588. THANK YOU FOR YOUR BUSINESS! Commission Meeting Agenda 10/4/2016 2:00 PM Riverwatch Parkway Fiber Installation Supplemental Agreement Riverwatch Adaptive Signal Project Department:Engineering Department:Engineering Caption:Motion to supplement the Georgia DOT contract with Beams Construction in the amount of $202,520.67 to cover the additional costs of installing fiber optic communications for the Riverwatch Parkway Adaptive Signals Project as requested by AED/TE. (Approved by Engineering Services Committee September 28, 2016) Background:Currently, Beams Construction is under contract with Georgia DOT for improvements along Riverwatch Parkway from 15th Street to the Fury Ferry Road under the Transportation Improvement Act of 2010 (TIA). Moreover, this project includes upgrade of all the traffic signals along the corridor as well. The Riverwatch Parkway Adaptive Signal Installation project is another TIA project that overlaps the DOT/Beams Project that includes similar installations. While, the equipment for the Adaptive Signal project at each signal was installed using in-house staff, the fiber optic communication system installation to GDOT standards exceeds in-house capabilities. The purpose of this item is to supplement Beams Construction’s Contract to provide the installation of this system. Analysis:Beams Construction is currently under contract for similar work along the corridor and the cost provided of $202,520.67. This cost was analyzed and determined to be reasonable and cost effective for the type of work being performed. Financial Impact:Project is reimbursable through TIA. Funds are available in Project TIA funds. Alternatives:1) Supplement GDOT’ s contract with Beams Construction in the amount of $202,520.67 to provide fiber optic installation in conjunction with the Riverwatch Parkway corridor project. 2) Do not approve and find alternative to complete the project and meet Cover Memo TIA project completion requirements. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Project TIA Funds 371-041110-5414110/T13047139-5414110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is to set up and authorized to CPB#371-041110-T13047139 and is to supplement the Georgia DOT contract with Beams Construction in the amount of Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. TIA Funds 61,190$ TIA Funds 202,550$ 263,740$ Section 3: 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 _________________________________________________ Honorable Hardie Davis, Jr. project TIA construction account. CPB#371-041110-T13047139 CAPITAL PROJECT BUDGET Riverwatch Parkway Adaptive Signal Project $202,520.67 to cover the additional costs of installing fiber optic communications for the Riverwatch Parkway Adaptive Signals project. Funding is available in the Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks 1 of 2 8.18.2016 Augusta-Richmond County, Georgia CPB#371-041110-T13047139 CAPITAL PROJECT BUDGET Riverwatch Parkway Adaptive Signal Project CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB Addition CPB TIA Funds ($61,190) ($202,550) ($263,740) 371-041110-T13047139 TOTAL SOURCES: ($61,190) ($202,550) ($263,740) USE OF FUNDS ENGINEERING 328-041120-5212115 $61,190 $61,190 ROADS $202,550 $202,550 371-041110-5414110-T13047139 TOTAL USES:$61,190 $202,550 $263,740 2 of 2 8.18.2016 Commission Meeting Agenda 10/4/2016 2:00 PM Signal Modernization Walton Way - Phase II & Phase III (Bid Item #15-193) Department:Engineering Department:Engineering Caption:Motion to approve Change Order One for Contract to R. J. Haynie & Associates, Inc. in the amount of $381,446.00 for Transportation Investment Act (TIA) Project, Signal Modernization Walton Way – Phases II & III as requested by Augusta Engineering Department.(Approved by Engineering Services Committee September 28, 2016) Background:Signal Modernization Walton Way – Phase II (Druid Park to Heard Avenue) and Phase III (Bransford Road to Milledge Road) are two (2) of fifty (50) City of Augusta, Georgia TIA (aka TSPLOST) projects. The project consists of upgrading traffic signals and street lights along Walton way corridor. On October 6, 2015 Augusta Commission awarded contact to R.J. Haynie & Associates. Project is under construction. Presence of existing utilities within project limits created conflict with Street lighting installation. In order to resolve encountered conflicts lighting design was modified. However to maintain illumination spread per applicable standards modified design resulted in increase in lighting pole density. Analysis:Design modification was needed to complete construction and comply with TIA requirements. Additional cost is associated with change in lighting pole design and density. Financial Impact:Funds are allowable in Project TIA funds: Alternatives:1). Approve Supplemental Order one for Contract to R. J. Haynie & Associates, Inc. in the amount of $381,446.00 for Transportation Investment Act (TIA) Project, Signal Modernization Walton Way – Phases II & III as requested by Augusta Engineering Department. 2). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Cover Memo Recommendation:Approve Alternative Number One Funds are Available in the Following Accounts: Project TIA Funds in amount of RC07-000144/PI#0011406: $207,400.00 RC07-000145/ PI#0011407: $174,046.00 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is set up and authorized to CPB# T13043144 & T13043145 and Change Order One for the Walton Way Signal Modernization Ph III (Bransford Rd to Milledge Rd) and Ph II (Druid Park to Heard Ave) to R. J. Haynie & Associates, Inc. in the total amount of $381,446.00 Funding is available in TIA project budget account numbers: 371-041110-5212115/T13043144 & 371-041110-5212115/T13043145. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. 173,030$ TIA Project Funds 346,070$ TIA Project Funds 5,517,131$ TIA Project Funds 381,446$ 6,417,677$ Section 3: 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 _________________________________________________ Honorable Hardie Davis, Jr., Mayor Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department CPB# T13043144 & T13043145 CAPITAL PROJECT BUDGET Walton Way Signal Modernization Phase II and III TIA Project Funds (Ph III, PI 11406 Bransford Rd $207,400. with Ph II, PI 11407 (Druid Park to Heard Ave $174,046) and Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks 1 of 2 1.20.2014 Augusta-Richmond County, Georgia CPB# T13043144 & T13043145 CAPITAL PROJECT BUDGET Walton Way Signal Modernization Phase II and III CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB TIA Project Funds (173,030)$ (207,400) (380,430)$ 371-041110-5212115/T13043144 TIA Project Funds (346,070) (174,046) (520,116) 371-041110-5212115/T13043145 TIA Project Funds 371-041110-5414110/T13043144 (1,808,650.50) 371-041110-5414110/T13043145 (3,708,480.50)(5,517,131) (5,517,131) TOTAL SOURCES:(6,036,231)$ (381,446)$ (6,417,677)$ USE OF FUNDS ENGINEERING 371-04-1110-5212115/T13043144 173,030$ 173,030$ ENGINEERING 346,070$ 346,070$ 371-04-1110-5212115/T13043145 371-041110-5414610/T13043144 (1,808,650.50)207,400 371-041110-5414610/T13043145 (3,708,480.50)5,517,131$ 174,046 5,517,131$ TOTAL USES:6,036,231$ 381,446$ 6,417,677$ 2 of 2 1.20.2014 R.J. HAYNIE & ASSOCIATES, INC. P.O. BOX 1767 FOREST PARK, GEORGIA 30298-1767 TELEPHONE 404-361-0672 FAX 404-366-9750 August 24, 2016 Mr. Hameed Malik, Ph.D., P.E. Assistant Director - Engineering City of Augusta 505 Telfair Street Augusta, GA 30901 Re: Walton Way Signal Modernization – Phase II & II – Lighting Proposal Mr. Malik: Attached is a breakdown of the Phase II and Phase III lighting changes and the costs associated with those changes. Please let us know if/when the City will approve these changes so that the materials for them can be released and delivered on site. Each of the light pole and light fixture items will be paid for per each installed and functional which includes the pole, luminaires, foundation, rebar and wire connections. The conduit and wire is a separate pay item, but is a part of the complete system. Should you have any questions regarding this proposal, please let me know. We appreciate the opportunity. Sincerely, Daniel O. Kelly Vice President ELECTRICAL CONTRACTORS Contract Proposed Unit Original Proposed Quan Quan Price Extended Extended 12 FT POLE / BASE / ARMS COMBO 153.00 187.00 3,940.00$ 602,820.00$ 736,780.00$ LED LANTERN LUMINAIRE FOR 12 FT POLES 306.00 374.00 1,370.00$ 419,220.00$ 512,380.00$ Phase III LED LANTERN LUMINAIRE FOR MAST ARMS 27.00 27.00 1,970.00$ 53,190.00$ 53,190.00$ 32.5 FT POLE / BASE / ARMS COMBO 2.00 0.00 5,800.00$ 11,600.00$ -$ LED LANTER LUMINAIRE FOR 32 FT POLES 2.00 0.00 2,310.00$ 4,620.00$ -$ CONDUIT (BOTH SIDES OF WALTON WAY)9500.00 9500.00 28.00$ 266,000.00$ 266,000.00$ CONDUCTORS (4 PER SIDE OF WALTON WAY)9500.00 9500.00 11.00$ 104,500.00$ 104,500.00$ SERVICE POINTS 10.00 10.00 8,866.00$ 88,660.00$ 88,660.00$ DEMO OF EXISTING LIGHTS 80.00 10.00 50.00$ 4,000.00$ 500.00$ REPLACEMENT LUMINAIRES 10.00 10.00 750.00$ 7,500.00$ 7,500.00$ 1,562,110.00$ 1,769,510.00$ Lighting Poles from Bransford to (S217 - Sta 222+00) & (S218 - Sta 222+60) Supplamental Aggreement - Phase III 207,400.00$ LED LANTERN LUMINAIRE FOR MAST ARMS 13.00 13.00 1,970.00$ 25,610.00$ 25,610.00$ 32.5 FT POLE / BASE / ARMS COMBO 62.00 0.00 5,800.00$ 359,600.00$ -$ Phase II LED LANTERN LUMINAIRE FOR 32.5 FT POLES 62.00 0.00 2,310.00$ 143,220.00$ -$ 12 FT POLE / BASE / ARMS COMBO 0.00 100.00 3,940.00$ -$ 394,000.00$ LED LANTERN LUMINAIRE FOR 12 FT POLES 0.00 200.00 1,370.00$ -$ 274,000.00$ CONDUIT (BOTH SIDES OF WALTON WAY)6700.00 6700.00 28.00$ 187,600.00$ 187,600.00$ CONDUCTORS (4 PER SIDE OF WALTON WAY)6700.00 6700.00 11.00$ 73,700.00$ 73,700.00$ SERVICE POINTS 7.00 8.00 8,866.00$ 62,062.00$ 70,928.00$ DEMO OF EXISTING LIGHTS 45.00 45.00 50.00$ 2,250.00$ 2,250.00$ 854,042.00$ 1,028,088.00$ Remaining Lighting Poles from (S219 - Sta 222+90) & (S220 - Sta 223+55) to 15th Street Supplamental Aggreement - Phase III 174,046.00$ 134 2,416,152.00$ 2,797,598.00$ 268 Total Supplamental Agreement - II & III 381,446.00$ Northside Southside Quantity of Poles - Per Page Phase III 25-001 15 14 Phase III 25-002 15 14 Phase III 25-003 17 17 Phase III 25-004 15 14 Phase III 25-005 16 16 Phase III 25-006 15 19 187 Total Poles in Phase III Phase II 25-006 3 2 Phase II 25-007 17 19 Phase II 25-008 18 17 Phase II 25-009 13 11 51 49 100 Total Poles in Phase II 287 Total Poles 574 Installed Luminaires 10 Spare Luminaires 584 Total Luminaires Change Order Number: One Date: 9.14.2016 Project Title Signal Modernization Walton Way-Ph II (Bransford-Milledge) Original Contract Date: 10/6/2015 Project Number: 371--041110-T13034144 Owner: Augusta-Richmond County P.O. Number: P268223 Contractor: R.J. Haynie & Associates The following change order is hereby made to the proposal for the above project: See Attached TOTAL AMOUNT OF THIS CHANGE ORDER $207,400 Original Contract Amount $3,708,480.50 Previous Change Order (Increased / Decreased) $0.00 This Change Order (Increased / Decreased) $ 207,400 TOTAL CONTRACT WITH CHANGE ORDER(S) $3,915,880.50 * * * * * * * * * * * * * Funding Source/Account Number: 371-041110-5414610/T13043144-5414610 Requested By: Date: Engineer Submitted By: Date: Department Head Recommended By: Date: Mayor Accepted By: Date: Contractor Copies: Project Files Finance Department Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks Change Order Number: One Date: 9.14.2016 Project Title Signal Modernization Walton Way-Ph II (Druid-Heard) Original Contract Date: 10/6/2015 Project Number: 371-41110-T13043145 Owner: Augusta-Richmond County P.O. Number: P269063 Contractor: R.J. Haynie & Associates The following change order is hereby made to the proposal for the above project: See Attached TOTAL AMOUNT OF THIS CHANGE ORDER: $174,046.00 Original Contract Amount $1,808,650.50 Previous Change Order $00.00 (Increased / Decreased) $0.00 This Change Order (Increased / Decreased) $ 174,046 TOTAL CONTRACT WITH CHANGE ORDER(S) $1,982,696.50 * * * * * * * * * * * * * Funding Source/Account Number: 371-041110-5414610/T13043145-5414610 Requested By: Date: Engineer Submitted By: Date: Department Head Recommended By: Date: Mayor Accepted By: Date: Contractor Copies: Project Files Finance Department Commission Meeting Agenda 10/4/2016 2:00 PM Walton Way Landscape Median Improvements Mowing/Maintenance & Indemnity Agreement Department:Engineering Department:Engineering Caption:Motion to approve entering into a Mowing and Maintenance Agreement as well as an indemnity Agreement with the Georgia Department of Transportation in conjunction with the Walton Way Landscape Median Improvements Project as requested by AED. (Approved by Engineering Services Committee September 28, 2016) Background:Currently, there is a proposed project by the Augusta Entryway Landscape Improvements Program to landscape and maintain selected area of Walton Way (section between St. Sebastian Way & 13th Street). This project includes landscape and irrigation on the median of Walton Way at roadway section between St. Sebastian Way and 13th Street. Landscape material includes sod, flowering shrubs, and ornamental trees. The improvements will enhance the corridor. Irrespective of funding source, Georgia DOT requires that the local government enter into a Mowing and Maintenance Agreement, for landscaping projects along state routes. Since the proposed project will include irrigation systems, Georgia DOT requires an Indemnity Agreement to be executed as well. Analysis:Agreement would allow the Landscape Median Improvements project to move forward. Financial Impact:None anticipated. Alternatives:1). Approve entering into a Mowing and Maintenance Agreement as well as an indemnity Agreement with the Georgia Department of Transportation in Conjunction with Walton Way Landscape Median Improvements Project as requested by AED. 2). Do not approve. Cover Memo Recommendation:Approve alternative one. Funds are Available in the Following Accounts: None REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Mayor Hardie Davis, Jr. Rev: June 1, 2015 RIGHT OF WAY MOWING AND MAINTENANCE AGREEMENT By and Between THE GEORGIA DEPARTMENT OF TRANSPORTATION AND CITY OF AUGUSTA THIS AGREEMENT made and entered into this __ day of ______ , 20 __ by and between the DEPARTMENT of Transportation, an agency of the State of Georgia, hereinafter alternately referred to as "DEPARTMENT" or "LICENSOR", and the APPLICANT hereinafter referred to as "LICENSEE". WHEREAS, the DEPARTMENT desires to enter into a public/private partnership to perform certain services relating to mowing and maintenance within DEPARTMENT'S right of way, hereinafter called the "PROJECT", and WHEREAS, the LICENSEE has represented to the DEPARTMENT that, if such permission is granted to the LICENSEE, LICENSEE shall bear all costs and liability associated with the PROJECT; and WHEREAS, the LICENSEE has represented to the DEPARTMENT that they are qualified and experienced to provide such services and the DEPARTMENT has relied upon such representations; NOW, THEREFORE, for and in consideration of the mutual promises and covenants as herein contained, it is agreed by and between the parties hereto that: PLEASE, DONOT PROCESS THIS DOCUMENT. ONCE APPROVED BY COMMISSION AN ORIGIANAL WILL BE FORWARDED FOR EXECUTION. THANKS AED 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 hand and affixed their seals the day and year above first written. GEORGIA DEPARTMENT OF TRANSPORTATION Commissioner or designee ATTEST: Angela Whitworth Treasurer LICENSEE: Mayor, Hardie Davis, Jr. Sworn to before me this ___ day of _______ , 20 __ NOTARY PUBLIC My commission expires ------ Walton Way Landscape Median Improvements (Augusta Entryway Landscape Improvements Program Commission Meeting Agenda 10/4/2016 2:00 PM Minutes Department: Department: Caption:Motion to approve the minutes of the regular meeting of the Commission held September 20, 2016 and Special Called Meeting September 28, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM 2017 Annual Action Plan Department:Housing and Community Development Department:Housing and Community Development Caption:Request to approve by Resolution the FY 2017 Annual Action Plan for the following programs funded by the U.S. Department of Housing and Urban Development (HUD): Community Development Block Grant (CDBG) Program, Home Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG) Program, Housing Opportunities for Persons with AIDS (HOPWA) Program. (No recommendation from Administrative Services Committee) Background:In order to fulfill statutory and regulatory requirements mandated by the U.S. Department of Housing and Urban Development with regard to the FY2017 Annual Action Plan, the City of Augusta, Georgia is required to make available for public comment the FY2017 Annual Action Plan that provides the jurisdiction an opportunity to review the City of Augusta’s Housing and Community Development Department’s local strategy to address needs in the areas of community development, economic development, affordable housing and homelessness. This proposal includes an Annual Action Plan for 2017 with a budget that includes proposed funding allocations for the Community Development Block Grant ($1,675,892), HOME ($719,023), ESG ($152,133), HOPWA ($1,048,948) and Program Income from loan repayments (CDBG & HOME). Analysis:If approved by the Augusta – Richmond County Commission, the Housing and Community Development Department will be capable of funding these projects in accordance with the submission of the FY2017 Annual Action Plan to the U. S. Department of Housing and Urban Development (HUD). Careful and serious consideration has been given to these projects suggested by citizens. Financial Impact:If approved by the Augusta – Richmond County Commission, the Cover Memo 2017 Annual Action Plan will allow for the Housing and Community Development Department to continue to provide funding of needed services and housing projects for low- to moderate-income households throughout the City of Augusta, Georgia. Alternatives:None Recommended. Recommendation:Accept the FY2017 Annual Action Plan by Resolution at the conclusion of the thirty (30) day public comment period (end at 12:noon 10/14/16). Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM Compensation Boards Authorities Department: Department: Caption:Motion to approve referring to the full Commission with no recommendation the matter of the reinstatement of compensation to the ex-officio Commission member who serves on the Planning Commission and receive information regarding which boards have provided such compensation in the past. (Approved by Administrative Services Committee September 13, 2016 deferred from the September 20, 2016 Commission Meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM U.S. Small Business Administration Department:Mayor's Office Department:Mayor's Office Caption:Motion to approve language for a Strategic Alliance Memorandum (SAM) with the U.S. Small Business Administration. (Requested by Mayor Hardie Davis, Jr.) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM What Works Cities Department: Department: Caption:Discuss upcoming visit from What Works Cities team to Augusta. (Requested by Mayor Hardie Davis, Jr.) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 10/4/2016 2:00 PM Affidavit Department: Department: Caption:Motion to approve execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo