HomeMy WebLinkAbout2017-03-21 Meeting AgendaCommission Meeting Agenda
Commission Chamber
3/21/2017
2:00 PM
INVOCATION:Reverend Rick Sosbe, Senior Pastor, Church of Our Redeemer Metropolitan Community Church.
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
Five (5) minute time limit per delegation
DELEGATIONS
A.Ms. Lynda Barrs, CSRA Equal Opportunity Agency (EOA) regarding
Augusta's new Marion Barnes Resource Center for the Homeless.
Attachments
CONSENT AGENDA
(Items 1-42)
PLANNING
1. FINAL PLAT – SPIRIT POINTE, SECTION 3 – S-832 - A request
for concurrence with the Augusta Georgia Planning Commission to
approve a petition by H & C Surveying Inc. on behalf of Hossein
Golabchi, requesting final plat approval for Spirit Pointe, Section 3. This
residential subdivision is located on Vantage Way, adjacent to Spirit
Point, Section 2 and contains 49 lots. Reviewing agency approval 3-6-
2017 DISTRICT 8
Attachments
2. Z-17-12 – A request for concurrence with the Augusta Georgia Planning
Commission to approve with the conditions below a petition by COEL
Development Co. Inc. requesting a change of zoning from Zone A
(Agriculture) and Zone R-MH (Manufactured Home Residential) to
Zone R-1 (One-family Residential) affecting property containing 95.28
acres and known as part of 2795 Gordon Highway. Part of Tax Map
064-0-008-00-0 DISTRICT 3 1. The final development plan submitted
for review must meet the following conditions: · The lot layout and
Attachments
configuration must produce lots that are similar in size and character to
the lots being proposed on the Concept Plan and to the lots for the
developing Haynes Stations Subdivision. Note that the Concept Plan
submitted with the rezoning application is for illustrative purposes only
and the lot layout may differ slightly from the Concept Plan due to
potential future phasing of the lots. · Open Space must be a minimum of
30.5 acres and may include the Georgia Power Easement, wetlands and
floodplain · Right-of-way widths must be a minimum of 60 feet and
roadway widths must be a minimum of 31 feet back-of-curb to back-of-
curb. All new streets within the proposed development must be built to
standards of the Augusta Engineering Department for subgrade, base and
paving, riding surface width, use of curb and gutter and right-of-way
width, at the time of construction. · Access must be provided, via a 60’
right-of-way, to the adjoining vacant property to the south and west, TPN
064-0-004-01-0. 2. Lighting must be installed as each phase of the
development is constructed.
3. Z-17-13 - A request for concurrence with the Augusta Georgia Planning
Commission to approve with the conditions below petition by COEL
Development Co. Inc. requesting a Special Exception to allow detached
dwellings developed in accordance with Section 13 provided that the
density does not exceed three (3) units per acre per Section 8-2 (a) of the
Comprehensive Zoning Ordinance for Augusta-Richmond County
affecting property containing 95.28 acres and known as part of 2795
Gordon Highway. Part of Tax Map 064-0-008-00-0 DISTRICT 3
1. The final development plan submitted for review must meet the
following conditions: · The lot layout and configuration must produce
lots that are similar in size and character to the lots being proposed on
the Concept Plan and to the lots for the developing Haynes Stations
Subdivision. Note that the Concept Plan submitted with the rezoning
application is for illustrative purposes only and the lot layout may differ
slightly from the Concept Plan due to potential future phasing of the lots.
· Open Space must be a minimum of 30.5 acres and may include the
Georgia Power Easement, wetlands and floodplain · Right-of-way
widths must be a minimum of 60 feet and roadway widths must be a
minimum of 31 feet back-of-curb to back-of-curb. All new streets within
the proposed development must be built to standards of the Augusta
Engineering Department for subgrade, base and paving, riding surface
width, use of curb and gutter and right-of-way width, at the time of
construction. · Access must be provided, via a 60’ right-of-way, to the
adjoining vacant property to the south and west, TPN 064-0-004-01-0.
2. Lighting must be installed as each phase of the development is
constructed.
Attachments
4. Z-17-14 – A request for concurrence with the Augusta Georgia Planning
Commission to approve with the conditions below petition by Franklin
D. Neely requesting a Special Exception to establish a Special Events
venue, per Section 26-1 (i) of the Comprehensive Zoning Ordinance for
Augusta-Richmond County affecting property containing 5.33 acres and
known as part of 5122 Neely Road. Part of Tax Map 365-0-004-02-0
DISTRICT 8 1. The use of the property shall be limited to special
events. The Augusta Fire Department will determine the maximum
occupancy. 2. All outdoor activities shall cease at a time to be
determined by the Augusta Commission. 3. As required by the
Richmond County Office of Environmental Health, portable toilets shall
be required for all events.
Attachments
5. ZA-R-246 – A request for concurrence with the Augusta Georgia
Planning Commission to approve petition to amend Section 13 (R-1E –
One-family Residential) of the Comprehensive Zoning Ordinance for
Augusta, Georgia by adding Special Exceptions in the R-1E Zone –
Village Green.
Attachments
PUBLIC SERVICES
6.Motion to approve New Ownership Application: A.N.17-10: request
by Hyong Chin Kim for a retail package Beer & Wine License to be
used in connection with Yeung Supermarket located at 1675 Olive Rd.
District 2. Super District 9 (Approved by Public Services Committee
March 14, 2017)
Attachments
7.Motion to deny a request by Roderick Stokes for a Sunday Sales
License to be used in connection with S Bar, Inc. located at 1505 North
Leg Rd Suite A. District 5. Super District 9. (Approved by Public
Services Committee March 14, 2017)
Attachments
8.Motion to approve a request by Michael Evertsen for Tin Lizzy's
Cantina located at 2821 Washington Rd. for an Alcohol Special Event
License for 7 days, April 3-9, 2017. (Masters Week in the Parking Lot).
There will be Sunday Sales. District 7. Super District 10. (Approved
by Public Services Committee March 14, 2017)
Attachments
9.Motion to approve a request by Clay C. Mingus for Twin Peaks Augusta
located at 277 Robert C. Daniel Pkwy. for an Alcohol Special Event
License for 9 days, April 1-9, 2017. (Masters Week in the Parking Lot).
There will be Sunday Sales. District 3. Super District 10. (Approved by
Public Services Committee March 14, 2017)
Attachments
10.Motion to approve a request by Jan Scholer for Wild Wing Cafe located
at 3035 Washington Rd. for an Alcohol Special Event License for 6
days, April 3-8, 2017. (Masters Week in the Parking Lot). District 7.
Super District 10. (Approved by Public Services Committee March
14, 2017)
Attachments
11.Motion to approve a request by Tracy Trotter for Hooters of Augusta
located at 2834 Washington Rd. for an Alcohol Special Event License
for 9 days, April 1-9, 2017. (Masters Week in the Parking Lot). There
will be Sunday Sales. District 7. Super District 10. (Approved by
Public Services Committee March 14, 2017)
Attachments
12.Motion to approve a request by David Schultz for World of Beer located
at 2819 Washington Rd. for an Alcohol Special Event License for 7
days, April 3-9, 2017. (Masters Week in the Parking Lot). There will be
Sunday Sales. District 7. Super District 10.(Approved by Public
Services Committee March 14, 2017)
Attachments
13.Motion to approve proceeding forward with the work on the red-lined
recommendations for addressing additional code enforcement, property
maintenance and cleanups, illegal dumping, and anti-littering efforts
from the Administrator listed on pages 33, 34, 35 and 37(Approved by
Public Services Committee March 14, 2017) .
Attachments
PUBLIC SAFETY
14.Motion to approve contracts with Woolpert and Azteca for the
implementation of Cityworks Software and associated hardware for the
Augusta Central Services Department and the Recreation & Parks
Department. (Approved by Public Safety Committee March 14,
2017)
Attachments
15.Motion to approve Agreement with Harris Computer to Implement
Electronic Plans Review Solution and approve for the funding to come
from Fund 217 (Building Inspections Fund) Fund Balance. (Approved
by Public Safety Committee March 14, 2017)
Attachments
16.Motion to approve the replacement of obsolete computer equipment
(laptops, computers, servers, printers, scanners, switches, routers, VOIP
phones, other telecommunication devices, and MDTs) as well as the
purchase of any required computer software upgrades. (Approved by
Public Safety Committee March 14, 2017)
Attachments
17.Motion to approve the replacement of end of life radios and
reprogramming of radios that are currently P25 compliant. (Approved
by Public Safety Committee March 14, 2017)
Attachments
FINANCE
18.Motion to approve request from CSRA Agency on Aging to Repurpose
2017 Funds. (Approved by Finance Committee March 14, 2017)
Attachments
ENGINEERING SERVICES
19.Motion to approve Amendment No. 6 to Agreement with ESG
Operations, Inc. to establish the final budget amount for 2017.
(Approved by Engineering Services Committee March 14, 2017)
Attachments
20.Motion to approve and authorize the Augusta Engineering Department
(AED) to accept and receive Georgia Department of Transpiration
(GDOT) Financial Assistance through the GDOT FY16 & FY17 Local
Maintenance and Improvement Grant (LMIG) for Road & Drainage
Improvements & maintenance projects as requested by AED. (Approved
by Engineering Services Committee March 14, 2017)
Attachments
21.Motion to approve award of Construction Contract to E.R. Snell
Contractor, Inc. in the amount of $8,960,927.08 for the Transportation
Investment Act (TIA) Project, Mark Church Road & Drainage
Improvement project - Phase II. Award is contingent upon receipt of
Attachments
signed contracts and proper bonds, and development of LSBOP
utilization action plan as requested by AED. (Bid 16-261) (Approved by
Engineering Services Committee March 14, 2017)
22.Motion to authorize condemnation to acquire property in fee simple
(Parcel 087-4-033-00-0) - 204 Dan Bowles Road. (Approved by
Engineering Services Committee March 14, 2017)
Attachments
23.Motion to authorize condemnation to acquire property in fee simple
interests (Parcel 087-2-110-00-0) - 201 A Aragon Drive. (Approved by
Engineering Services Committee March 14, 2017)
Attachments
24.Motion to authorize Condemnation to acquire Title of a Portion of
Property (Parcel 087-2-221-00-0) - 2006 Willow Street. (Approved by
Engineering Services Committee March 14, 2017)
Attachments
25.Motion to authorize Condemnation to acquire Title of a Portion of
Property (Parcel 087-4-100-00-0) - 2034 Golden Rod Street. (Approved
by Engineering Services Committee March 14, 2017)
Attachments
26.Motion to authorize Condemnation to acquire Title of a Portion of
Property (Parcel 087-4-164-00-0) - 2024 Leona Street. (Approved by
Engineering Services Committee March 14, 2017)
Attachments
27.Motion to authorize Condemnation to acquire Title of a Portion of
Property (Parcel 088-1-019-00-0) - 1921 Florida Drive. (Approved by
Engineering Services Committee March 14, 2017)
Attachments
28.Motion to authorize Condemnation to acquire Title of a Portion of
Property for Right-of-Way (Parcel 061-2-125-00-0) - 517 Fairhope
Street. (Approved by Engineering Services Committee March 14,
2017)
Attachments
29.Motion to approve awarding contract to Cranston Engineering Group, Attachments
P.C. for RFP Item #16-260 NPDES Storm Water Monitoring and
Inspections. (Approved by Engineering Services Committee March
14, 2017)
30.Motion to approve purchase of Q-Matic Customer Service Flow
Management System for Augusta Utilities Customer Service to be
located at 452 Walker Street. (Approved by Engineering Services
Committee March 14, 2017)
Attachments
31.Motion to approve award for Bid Item #16-243 Electric Motor Bake
Oven. (Approved by Engineering Services Committee March 14,
2017)
Attachments
32.Motion to approve Award for Bid Item #16-254 Motor Balance
Machine. (Approved by Engineering Services Committee March 14,
2017)
Attachments
33.Motion to accept/approve proposal from McKim & Creed to perform
smoke and dye testing in the Rock Creek Sanitary Sewer Basin.
(Approved by Engineering Services Committee March 14, 2017)
Attachments
34.Motion to approve Professional Services Proposal from WR Toole
Engineers, Inc. for the Rocky Creek Force Main Design Project in the
amount of $106,145. (Approved by Engineering Services Committee
March 14, 2017)
Attachments
35.Motion to accept/approve Professional Services Proposal from
Goodwyn, Mills and Cawood for the Rocky Creek Pump Station Design
Project in the amount of $264,641.(Approved by Engineering Services
Committee March 14, 2017)
Attachments
36.Motion to approve Sole Source Procurement of Replacement Pump for
Large Wastewater Pumping Stations. (Approved by Engineering
Services Committee March 14, 2017)
Attachments
37.Motion to approve Supplemental Agreement Two for the Phinizy Center
for Watershed Assessment & Inventory Project in amount of $142,000
for the completion of phase three of Task C-Inventory Receiving
Streams as requested by AED. (Approved by Engineering Services
Committee March 14, 2017)
Attachments
38.Motion to approve recapture and reallocation of Utilities related
SPLOST funding to provide trunk lines to small areas where they are
needed or where no sewerage lines currently exist. (Approved by
Engineering Services Committee March 14, 2017)
Attachments
PETITIONS AND COMMUNICATIONS
39.Motion to approve the minutes of the regular meeting of the
Commission held March 7, 2017 and Special Called meeting held
March 14, 2017.
Attachments
APPOINTMENT(S)
40.Motion to approve the reappointment of Mr. Jerry Brigham to the ARC
Zoning Appeals Board representing District 7.
Attachments
41.Motion to approve the appointment of Michael Thurman to the Housing
and Community Development Department representing District 8.
Attachments
42.Motion to approve the reappointment of Ms. Barbara Gordon to the
Augusta Housing & Development Department representing District 9.
Attachments
****END CONSENT AGENDA****
AUGUSTA COMMISSION
3/21/2017
AUGUSTA COMMISSION
REGULAR AGENDA
3/21/2017
Upcoming Meetings
www.augustaga.gov
(Items 43-46)
PUBLIC SERVICES
43.Discuss Jamestown Community Center. (Requested by Commissioner
Marion Williams)
Attachments
APPOINTMENT(S)
44.Motion to approve replacing Commissioner Wayne Guilfoyle on the
Greater Augusta Arts Council with Commissioner Sean Frantom.
(Requested by Mayor Pro Tem Mary Davis)
Attachments
45.Motion to approve the reappointment of Mr. Brad Owens to the
Augusta Urban Redevelopment Board. (Requested by Commissioner
Wayne Guilfoyle)
Attachments
LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
46.Motion to approve execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Commission Meeting Agenda
3/21/2017 2:00 PM
Invocation
Department:
Department:
Caption: Reverend Rick Sosbe, Senior Pastor, Church of Our Redeemer
Metropolitan Community Church.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Marion Barnes Resource Center
Department:
Department:
Caption:Ms. Lynda Barrs, CSRA Equal Opportunity Agency
(EOA) regarding Augusta's new Marion Barnes Resource
Center for the Homeless.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
AGENDA ITEM REQUEST FORM
Commission meetings: First and third Tuesdays of each month - 2:00 p.m.
Committee meetings: Second and last Tuesdays of each month - l:00 p.m.
Commission/Committee: (Please check one and insert meeting date)
,/ Commission Date of Meeting March21.2017
Public Safety Committee Date of Meeting
Public Services Committee Date of Meeting
Administrative Services Committee Date of Meeting
Engineering Services Committee Date of Meeting
Finance Committee Date of Meeting
Contact Information for Individual/Presenter Making the Request:
Name: Lynda Barrs
AddresS: 730 East Boundary, Augusta, GA 30901
TelephoneNumber: 706-724-8988
Fax Number: 706-724-6951
E-Mail Address: lbarrs@csraeoa.org
Caption/Topic of Discussion to be placed on the Agenda:
This is for information purposes only. To inform the commission members of the new Marion Barnes Resource Center
for the Homeless, which provides central intake, asssessment, and referral for persons experiencing a housing instability.
This project is funded by HUD and brings the city into compliance with regulations found in the HEARTH Act.
Please send this request form to the following address:
Ms. Lena J. Bonner Telephone Number: 706-82L-1820
Clerk of Commission Fax Number: 706-821-1838
Room 806 Municipal Building E-Mail Address: nmorawski@augustaga.gov
530 Greene Street
Augusta, GA 30901
Requests may be faxed, e-mailed or delivered in person and must be received in the Clerk's
Office no later than 5:00 p.m. on the Wednesday preceding the Commission meeting and
5:00 p.m. on the Tuesday preceding the Committee meeting of the following week. A five-
minute time limit will be allowed for presentations.
Commission Meeting Agenda
3/21/2017 2:00 PM
Final Plat - Spirit Pointe, Section 3
Department:Planning and Development
Department:Planning and Development
Caption: FINAL PLAT – SPIRIT POINTE, SECTION 3 – S-832 - A
request for concurrence with the Augusta Georgia Planning
Commission to approve a petition by H & C Surveying Inc. on
behalf of Hossein Golabchi, requesting final plat approval for
Spirit Pointe, Section 3. This residential subdivision is located on
Vantage Way, adjacent to Spirit Point, Section 2 and contains 49
lots. Reviewing agency approval 3-6-2017 DISTRICT 8
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Z-17-12
Department:Planning and Development
Department:Planning and Development
Caption: Z-17-12 – A request for concurrence with the Augusta Georgia
Planning Commission to approve with the conditions below a
petition by COEL Development Co. Inc. requesting a change of
zoning from Zone A (Agriculture) and Zone R-MH
(Manufactured Home Residential) to Zone R-1 (One-family
Residential) affecting property containing 95.28 acres and known
as part of 2795 Gordon Highway. Part of Tax Map 064-0-008-
00-0 DISTRICT 3 1. The final development plan submitted for
review must meet the following conditions: · The lot layout and
configuration must produce lots that are similar in size and
character to the lots being proposed on the Concept Plan and to
the lots for the developing Haynes Stations Subdivision. Note
that the Concept Plan submitted with the rezoning application is
for illustrative purposes only and the lot layout may differ slightly
from the Concept Plan due to potential future phasing of the lots.
· Open Space must be a minimum of 30.5 acres and may include
the Georgia Power Easement, wetlands and floodplain · Right-
of-way widths must be a minimum of 60 feet and roadway widths
must be a minimum of 31 feet back-of-curb to back-of-curb. All
new streets within the proposed development must be built to
standards of the Augusta Engineering Department for subgrade,
base and paving, riding surface width, use of curb and gutter and
right-of-way width, at the time of construction. · Access must be
provided, via a 60’ right-of-way, to the adjoining vacant property
to the south and west, TPN 064-0-004-01-0. 2. Lighting must be
installed as each phase of the development is constructed.
Background:
Analysis:
Financial Impact:
Cover Memo
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Z-17-13
Department:Planning and Development
Department:Planning and Development
Caption: Z-17-13 - A request for concurrence with the Augusta Georgia
Planning Commission to approve with the conditions below
petition by COEL Development Co. Inc. requesting a Special
Exception to allow detached dwellings developed in accordance
with Section 13 provided that the density does not exceed three (3)
units per acre per Section 8-2 (a) of the Comprehensive Zoning
Ordinance for Augusta-Richmond County affecting property
containing 95.28 acres and known as part of 2795 Gordon
Highway. Part of Tax Map 064-0-008-00-0 DISTRICT 3
1. The final development plan submitted for review must meet the
following conditions: · The lot layout and configuration must
produce lots that are similar in size and character to the lots being
proposed on the Concept Plan and to the lots for the developing
Haynes Stations Subdivision. Note that the Concept Plan
submitted with the rezoning application is for illustrative purposes
only and the lot layout may differ slightly from the Concept Plan
due to potential future phasing of the lots. · Open Space must be a
minimum of 30.5 acres and may include the Georgia Power
Easement, wetlands and floodplain · Right-of-way widths must
be a minimum of 60 feet and roadway widths must be a minimum
of 31 feet back-of-curb to back-of-curb. All new streets within the
proposed development must be built to standards of the Augusta
Engineering Department for subgrade, base and paving, riding
surface width, use of curb and gutter and right-of-way width, at
the time of construction. · Access must be provided, via a 60’
right-of-way, to the adjoining vacant property to the south and
west, TPN 064-0-004-01-0. 2. Lighting must be installed as each
phase of the development is constructed.
Background:
Analysis:
Financial Impact:
Cover Memo
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Z-17-14
Department:Planning and Department
Department:Planning and Department
Caption: Z-17-14 – A request for concurrence with the Augusta Georgia
Planning Commission to approve with the conditions below
petition by Franklin D. Neely requesting a Special Exception to
establish a Special Events venue, per Section 26-1 (i) of the
Comprehensive Zoning Ordinance for Augusta-Richmond County
affecting property containing 5.33 acres and known as part of
5122 Neely Road. Part of Tax Map 365-0-004-02-0 DISTRICT 8
1. The use of the property shall be limited to special events.
The Augusta Fire Department will determine the maximum
occupancy. 2. All outdoor activities shall cease at a time to be
determined by the Augusta Commission. 3. As required by the
Richmond County Office of Environmental Health, portable
toilets shall be required for all events.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:Cover Memo
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
ZA-R-246
Department:Planning and Development
Department:Planning and Development
Caption: ZA-R-246 – A request for concurrence with the Augusta Georgia
Planning Commission to approve petition to amend Section 13
(R-1E – One-family Residential) of the Comprehensive Zoning
Ordinance for Augusta, Georgia by adding Special Exceptions in
the R-1E Zone – Village Green.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Alcohol Application
Department:Planning & Development
Department:Planning & Development
Caption:Motion to approve New Ownership Application: A.N.17-
10: request by Hyong Chin Kim for a retail package Beer &
Wine License to be used in connection with Yeung Supermarket
located at 1675 Olive Rd. District 2. Super District 9 (Approved
by Public Services Committee March 14, 2017)
Background:This is a New Ownership Application. Formerly in the name of
Chin H. Kim.
Analysis:The applicant meets the requirements of the City of Augusta's
Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $1,330.00
Alternatives:
Recommendation:The Planning & Development recommend approval. The R.C.S.O.
recommend approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Administrator
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Alcohol Application
Department:Planning & Development
Department:Planning & Development
Caption:Motion to deny a request by Roderick Stokes for a Sunday Sales
License to be used in connection with S Bar, Inc. located at 1505
North Leg Rd Suite A. District 5. Super District 9. (Approved by
Public Services Committee March 14, 2017)
Background:This is a New Request. The applicant operates as a bar but wants
to change the business classification to a restaurant with Sunday
Sales. The Alcohol Ordinance states 6-2-52 that to operate as a
restaurant the location must meet the 50% food sales. At least
50% of its total annual gross food and beverage sales income are
from the sale of prepared meals or food on premise.
Analysis:The applicant does not meet the requirements of the City of
Augusta's Alcohol Ordinance. The applicant does not meet the
50% prepared meals/food sales requirement.
Financial Impact:
Alternatives:
Recommendation:The Planning & Development recommend denial of the
application. The R.C.S.O. recommend denial of the application.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Cover Memo
Administrator
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Alcohol Special Event Application
Department:Planning & Development
Department:Planning & Development
Caption:Motion to approve a request by Michael Evertsen for Tin Lizzy's
Cantina located at 2821 Washington Rd. for an Alcohol Special
Event License for 7 days, April 3-9, 2017. (Masters Week in the
Parking Lot). There will be Sunday Sales. District 7. Super
District 10. (Approved by Public Services Committee March
14, 2017)
Background:This is a Masters Week Event.
Analysis:The applicant meets the requirements of the City of Augusta's
Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $800.00.
Alternatives:
Recommendation:The Planning & Development Dept. recommends approval. The
R.C.S.O. recommends approval
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Administrator
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Alcohol Special Event Application
Department:Planning & Development
Department:Planning & Development
Caption:Motion to approve a request by Clay C. Mingus for Twin Peaks
Augusta located at 277 Robert C. Daniel Pkwy. for an Alcohol
Special Event License for 9 days, April 1-9, 2017. (Masters Week
in the Parking Lot). There will be Sunday Sales. District 3. Super
District 10. (Approved by Public Services Committee March
14, 2017)
Background:This is a Masters Week Event.
Analysis:The applicant meets the requirements of the City of Augusta's
Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $1,100.00.
Alternatives:
Recommendation:The Planning & Development recommend approval. The R.C.S.O.
recommend approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Administrator
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Alcohol Special Event Application
Department:Planning & Development
Department:Planning & Development
Caption:Motion to approve a request by Jan Scholer for Wild Wing Cafe
located at 3035 Washington Rd. for an Alcohol Special Event
License for 6 days, April 3-8, 2017. (Masters Week in the
Parking Lot). District 7. Super District 10. (Approved by Public
Services Committee March 14, 2017)
Background:This is a Masters Week Event.
Analysis:The applicant meets the requirements of the City of Augusta's
alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $700.00.
Alternatives:
Recommendation:The Planning & Development Dept. recommends approval. The
R.C.S.O. recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Administrator
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Alcohol Special Event Application
Department:Planning & Development
Department:Planning & Development
Caption:Motion to approve a request by Tracy Trotter for Hooters of
Augusta located at 2834 Washington Rd. for an Alcohol Special
Event License for 9 days, April 1-9, 2017. (Masters Week in the
Parking Lot). There will be Sunday Sales. District 7. Super
District 10. (Approved by Public Services Committee March
14, 2017)
Background:This is a Masters Week Event.
Analysis:The applicant meets the requirements of the City of Augusta's
Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $1,100.00.
Alternatives:
Recommendation:The Planning & Development Dept. recommends approval. The
R.C.S.O. recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Administrator
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Alcohol Special Event Application
Department:Planning & Development
Department:Planning & Development
Caption:Motion to approve a request by David Schultz for World of Beer
located at 2819 Washington Rd. for an Alcohol Special Event
License for 7 days, April 3-9, 2017. (Masters Week in the
Parking Lot). There will be Sunday Sales. District 7. Super
District 10.(Approved by Public Services Committee March
14, 2017)
Background:This is a Masters Week Event.
Analysis:The applicant meets the requirements of the City of Augusta's
Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $800.00.
Alternatives:
Recommendation:The Planning & Development Dept. recommends approval. The
R.C.S.O. recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Administrator
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Recommendations for Code Enforcement, Property Maintenance and Cleanups
Department:Administrator
Department:Administrator
Caption:Motion to approve proceeding forward with the work on the red-
lined recommendations for addressing additional code
enforcement, property maintenance and cleanups, illegal dumping,
and anti-littering efforts from the Administrator listed on pages
33, 34, 35 and 37(Approved by Public Services Committee
March 14, 2017) .
Background:Staff from the Planning and Development Department/Code
Enforcement, the Marshal’s Office, the Environmental Services
Department, and the Housing and Community Development
Department have been working on recommendations that are
responsive to the Commission’s request for additional property
maintenance code enforcement, abandoned property cleanups,
mitigation of illegal dumping, anti-littering efforts and related
efforts to ensure a safer, cleaner community. Staff have
prepared recommendations for each of these areas, focused on
rental properties, vacant buildings, tax-delinquent vacant
properties, and vacant lots (both tax-delinquent or not), as well as
illegal activity in the public rights-of-way.
Analysis:At the February 14 Public Services Committee meeting, staff will
present recommendations for each of these issues, targeted at each
of these types of properties, to include: (1) A pilot area in the
Bethlehem neighborhood for targeted, pro-active enforcement by
the Marshal’s Office and Code Enforcement utilizing existing
codes. (2) Proposed ordinance enhancements to require the
registration and tracking of used tire disposal, and fees with
incentives for proper disposal. (3) Proposed ordinance
enhancements to authorize a schedule of fees and fines for
citations that are issued for property maintenance, illegal sign,
littering, dumping, overgrown vegetation and other violations. (4)
Reinstating a Keep Augusta Beautiful chapter to coordinate
community, neighborhood and right-of-way cleanups, with
volunteers, adopt-a-spot programs and related activities. (5)
Cover Memo
Enhanced partnership of HCD with the Land Bank per their new
policies for the Beautify to Build vacant lot improvements, and
flexible sale and disposition of tax delinquent properties to
interested investors. (6) Educational campaigns for anti-littering
and no lawn clippings/limbs/debris in the storm drains. (7)
Implementation of an enhanced case tracking and property-related
shared data among Code Enforcement, the Marshal’s Office and
ESD for property maintenance, cleanups, liens, and compliance
assurance. It will likely take three to five years of initiatives such
as these to make visible, noticeable differences in property
maintenance and compliance levels, but between enhanced
Ordinances and additional funding for Enforcement and Cleanup
activities, the associated increases in property values and their
redevelopment potential for investors, will ultimately ensure a
sustainable result.
Financial Impact:TBD
Alternatives:N/A
Recommendation:Authorize the Law Department to prepare the necessary
Ordinances and Authorize the Administrator to pursue the
necessary funds to implement these recommendations.
Funds are Available
in the Following
Accounts:
TBD
REVIEWED AND APPROVED BY:
Cover Memo
Recommendations by Planning/Code Enforcement, Marshal’s Office,
Environmental Services and HCD
2/28/17
1
Types of Properties involved
Enforcement efforts (Code Enforcement and Marshal’s Office)
Public Education and Involvement efforts (Public Education specialist)
Cleanup efforts (Environmental Services Department)
Initiatives to get more abandoned properties maintained or improved (HCD)
2
Rental properties
Vacant, unsafe buildings
Tax-delinquent or not
Vacant lots
Tax-delinquent or not
Rights of ways: litter, yard debris, tires, signs
3
Neighborhood Cleanup
4
5
Locating the owner
Deceased
Resides outside of the CSRA
Housing Impacts/Additional Resources
Limited housing options for tenants
Placement restricted due to legal limitations.
Owner may not qualify for assistance to repair home
Enforcement
Limited staff due to increased workload and additional assignments (task force).
Ordinance limitations
6
Change in ordinances requiring a fifty dollar ($50) re-inspection fee
Change in nuisance code language
Enhancement to temporary sign ordinance that allows legal department to create a
tiered system for fines.
7
Create a tiered fee system for illegal sign violations
Fund additional staff to keep up with additional property maintenance cleanups,
increase follow up inspections, handle increased amount of administrative work.
Mass demolitions in defined areas with a large amount of dilapidated homes
Fund additional resources (Lexus Nexus) to better locate property owners
Work with Tax Commissioners Office to require current mailing information when
submitting payments online.
8
Host semi annual training for real estate and property management companies to
attend on property maintenance. (For properties with repetitive violations will be
mandatory).
Offer training for neighborhood associations on what to look for when reporting
violations.
Utilize recent code amendments to better secure compliance.
Minor operational changes to become more proactive/aggressive in
neighborhoods that are moderately maintained so that they will not fall into a state
of blight.
9
Increased inspections, citations and compliance.
More contact with property owners.
Additional education to the public on property maintenance.
More demolitions within a defined area.
10
Item Description Total Annual Cost
(with benefits)
Code Enforcement
Officer I
$54,056.84
Assistant Code
Officer x 2
$86,154.36
Operation Cost $15,000
Total cost $155,211.
11
Code Enforcement Initiatives
12
Restructure of Operations Division to maximize manpower dedicated to enforcement efforts.
Develop team approach to enforcement activities.
Increased use of technology and human resources to act as a force multiplier.
Organizing community cleanup efforts with Environmental Services
Establish campaigns to educate the public on new aggressive enforcement strategies.
Work with community and neighborhood leaders to achieve community buy in.
Develop a system to reduce the time allowed for post eviction cleanup to 24 hours.
Petition the courts to find ways to streamline court processes in order to provide for more enforcement time in the field.
Work more closely with the courts to facilitate stiffer sanctions for repeat offenders.
13
Even with the restructure of existing resources potentially doubling enforcement
efforts, the more serious dumping issues require more time and effort to
investigate than existing resources can handle.
Chronic sites will require electronic surveillance, human surveillance or both,
which are extremely time consuming.
Finding creative ways to partner with other agencies and groups to mitigate blight
at locations where the owner is not physically or financially able to address the
problem.
14
Two additional enforcement deputies to perform the more detailed investigations
on chronic sites, thus increasing citations and reducing impact of single repeat
offenders.
First year estimated cost: $190,000
Recurring annual cost: $125,000
(Includes salaries, benefits, vehicles and equipment)
15
Goals:
Anti-littering campaign
No lawn clippings/limbs/debris in the roadways, gutters and storm drains
Coordinate community, neighborhood and right-of-way cleanups, with volunteers,
adopt-a-spot programs and related activities
16
EDUCATE… ENGAGE…INVOLVE
To encourage and educate the citizens of Augusta, GA to take action to improve and
enhance their community environment.
Public Education is essential to create an awareness of the importance of protecting
our environment and keeping our community clean. It is vital to communicate
information to the public by education and community outreach.
This is a collaborative effort that will include Solid Waste, Planning and
Development, the Marshal’s Office, Augusta Housing and Community Development,
local civic organizations, churches, and other constituents.
17
EDUCATE
Provide important information for public awareness using a
variety of means.
Printed materials on anti-littering, no lawn clippings or debris in roadways, gutters, or
storm drains.
Video PSA messages to be strategically used in social media, website, or paid
advertisements (if there is a budget).
Public presentations to speak to civic organizations, neighborhood associations and
schools about the importance of not littering.
18
ENGAGE
Interact regularly with the public, media, schools or civic groups in support of our
anti-littering campaign.
Partner with the Richmond County School System to engage the students and staff
in anti-littering efforts.
19
INVOLVE
Reinstate a Keep Augusta Beautiful Chapter of the National Keep America Beautiful
non-profit organization.
This local non-profit chapter will coordinate community and neighborhood cleanups,
initiate Adopt-a-Spot or Adopt-A-Street programs, organize volunteers and sponsors, do
fundraising and other related activities.
Recommended staffing –Program Coordinator, Administrative support.
Estimated budget -$100,000 funded through ESD.
20
Environmental Services Division 21
Properties given to ESD for Demolition –427
Demolitions completed –115
Average cost per demolition -$6,891
In procurement process –43
Amount needed to complete current list -$2,149,992
Numerous properties have not been through the court process
22
Initial inspection and legal process. 120 Days
ESD administrative process. Asbestos survey, bid
documents, etc. 60-90 days
Procurement 45 days
Demolition 45 days
Total Time 270-300 days
23
DEMOLITION RECOMMENDATIONS
Consider a revenue bond to fund a comprehensive demolition program;
ESD to partner with Code/Marshals to offer low cost disposal for responsible
property owners who are willing to demolish properties timely.
Fund needed positions for a comprehensive demolition program to include a
program manager and administrative support.
24
1. ESD received a 311complaint / ESD identifies out of compliance issue
2. Work order is created for an inspection.
3. ESD inspects the property and documents findings
4. Work order is reassigned to administrative que.
5. ESD sends customer a certified letter documenting violation and ways to remedy.
6. Customer given 14 day remedy period
7. Work order gets created for the 15th day following the letter.
8. Supervisor schedules work orders to be completed.
9. Re-inspection of property is performed at the time crew arrives to cut lot.
10. If customer remedied, work order is closed. If customer did not remedy, work is performed and work order is closed.
11. ESD bills for services performed –customer will see increased solid waste fee on tax statement.
25
•1 week•2 weeks
•1-2 weeks
•Seasonal
volumes
•2-3 weeks
•Seasonal
volumes
Crew Onsite -final inspection/cut cleaned
Start Here
Initial Inspection
Administrative
Process
Customer right
to remedy
26
1 person inspections
½ person administration
Contractor Crews
2-3 four person crews
Commercial riding mowers
Weed eaters
Chemical sprayer
Inmate Crew
1 (shared) four to six person crew
Hand labor
Weed eaters
Brush mower
Shared Internal resources
Grapple truck
Roll off truck
Skid steer
Small tractors with bush-hogs
Chemical sprayer
27
VACANT LOT RECOMMENDATIONS
Increase herbicide application rates to minimize return visits.
Increase contractor use of herbicides on city owned property and other nuisance property.
New program to provide household quantity herbicide and hand sprayer to civic groups, neighborhood associations, etc., would require an application agreement and liability waiver.
Increase ESD fees related to services provided.
Move the vacant lot program into CityWorks software to improve performance and fiscal tracking while improving overall workflow.
Code/Marshals to investigate and identify root cause of illegally dumped tires, actively prosecute cases to ensure code compliance.
Decrease the number of vacant lots ESD is responsible for maintaining.
ESD cut approx. 3200 lots in 2017;
Included in that are 375 Augusta-owned properties.
Address those owners who have multiple vacant lot violations either via Code/Marshal’s office or Tax Commissioner.
ESD to partner with Code/Marshals to offer low cost disposal for responsible property owners who are willing to correct code violations timely.
Get multiple ESD staff Post Certified to allow additional resources (inmates) providing services back to the community.
Include a compensation step program/public safety program for certified staff and management of certified staff.
28
SCRAP TIRE RECOMMENDATIONS
Authorize creation and adopt an ordinance which generates .50 cents per tire sold in Augusta to help support clean-up and enforcement efforts.
Authorize creation and adopt an ordinance which addresses enforcement and generate fees related to the secondary tire market to include recyclers, processors, transporters, etc.
ESD to partner with Code/Marshals to offer low cost disposal for responsible property owners who are willing to correct code violations timely.
Code/Marshals to investigate and identify root cause of illegally dumped tires, actively prosecute cases to ensure code compliance.
Continue to offer scrap tire amnesty days –allowing Augusta citizens to bring tires to the landfill for free. Have the Marshal’s office participate in the events.
Create ESD tire collection/remediation program. Program to include 2 new positions, 2 vehicles for the purpose of proactively collecting illegally dumped tires in our community. Estimated annual budget -$150,000 funded through ESD @ .20 cents per month.
29
Area
Revitalization
•Vetting of investor’s development plan requiring:
•Development Plan (housing type, number and design)
•Timeframe of construction (NTP to Punchlist)
•Development Budget (Sources, Uses and Commitments)
Non-Profit Area
Development
Adjacent
Property Owner
Program*
New Initiatives: in partnership with HCD,
Tax Commissioner and Land Bank Authority
Community
Economic
Development
Corridor
Development &
Enforcement Focus
World Changers
•Nationwide partnership between HUD’s CDBG grant program and Christian evangelical church youth started in 1990 designed to
help empower through hands-on service experience to include
minor rehab, demolition, clearance, etc.
•Interdepartmental focus to couple resources in areas of corridor
redevelopment requiring blight elimination, expedited code
enforcement, or access to additional human capital (i.e. Twiggs
Street)
•Private, nonprofit organizations designated to specific
areas of focus and established for the provision of
affordable housing for low-to moderate-income persons
•Allows neighboring homeowners to purchase vacant
lots next to their property at lower-than-market prices
*Existing program but underutilized
•Create positive change by promoting self-sufficiency through
partnership in Economic Development (i.e. Foundry Place,
Laney Walker Boulevard, Armstrong Galleria)
30
•Creates partnerships with non-governmental groups
and individual residents to streamline the process of
blight elimination and pathway improvement
Beautify to Build
Program
•Establishes short term possession of property allowing
for strategic redevelopment through vacant lot reuses
with continued maintenance, insurance and inspection
requirements
•Creates a pipeline of potential buyers of vacant
property due to vested interest from current use
New Initiatives: in partnership with HCD,
Tax Commissioner and Land Bank Authority
31
Code Enforcement $155,211
Marshal’s Office $190,000
Keep Augusta Beautiful/ESD $100,000
Demolition program/ESD $400,000/yr or Revenue Bond
Tire Remediation program/ESD $150,000
32
SUMMARY LIST OF RECOMMENDATIONS: CODE
ENFORCEMENT
Create a tiered fee system for illegal sign violations
Fund additional staff to keep up with additional property maintenance cleanups,
increase follow up inspections, handle increased amount of administrative work.
Mass demolitions in defined areas with a large amount of dilapidated homes
Fund additional resources (Lexus Nexus) to better locate property owners
Work with Tax Commissioners Office to require current mailing information when
submitting payments online.
33
SUMMARY LIST OF RECOMMENDATIONS: CODE
ENFORCEMENT, CONTINUED
Host semi annual training for real estate and property management companies to
attend on property maintenance. (For properties with repetitive violations will be
mandatory).
Offer training for neighborhood associations on what to look for when reporting
violations.
Utilize recent code amendments to better secure compliance.
Minor operational changes to become more proactive/aggressive in
neighborhoods that are moderately maintained so that they will not fall into a state
of blight.
34
SUMMARY LIST OF RECOMMENDATIONS: MARSHAL’S
OFFICE
Restructure of Operations Division to maximize manpower dedicated to enforcement efforts.
Develop team approach to enforcement activities.
Increased use of technology and human resources to act as a force multiplier.
Organizing community cleanup efforts with Environmental Services
Establish campaigns to educate the public on new aggressive enforcement strategies.
Work with community and neighborhood leaders to achieve community buy in.
Develop a system to reduce the time allowed for post eviction cleanup to 24 hours.
Petition the courts to find ways to streamline court processes in order to provide for more enforcement time in the field.
Work more closely with the courts to facilitate stiffer sanctions for repeat offenders.
35
SUMMARY LIST OF RECOMMENDATIONS: MARSHAL’S
OFFICE, CONTINUED
Even with the restructure of existing resources potentially doubling enforcement
efforts, the more serious dumping issues require more time and effort to
investigate than existing resources can handle.
Chronic sites will require electronic surveillance, human surveillance or both,
which are extremely time consuming.
Finding creative ways to partner with other agencies and groups to mitigate blight
at locations where the owner is not physically or financially able to address the
problem.
36
SUMMARY LIST OF RECOMMENDATIONS: PUBLIC
EDUCATION AND INVOLVEMENT
Interact regularly with the public, media, schools or civic groups in support of our
anti-littering campaign.
Partner with the Richmond County School System to engage the students and staff
in anti-littering efforts.
*Reinstate a Keep Augusta Beautiful Chapter of the National Keep America Beautiful
non-profit organization.
This local non-profit chapter will coordinate community and neighborhood cleanups,
initiate Adopt-a-Spot or Adopt-A-Street programs, organize volunteers and sponsors, do
fundraising and other related activities.
37
SUMMARY LIST OF RECOMMENDATIONS:
ENVIRONMENTAL SERVICES
Consider a revenue bond to fund a comprehensive demolition program;
ESD to partner with Code/Marshals to offer low cost disposal for responsible property owners who are willing to demolish properties timely.
Fund needed positions for a comprehensive demolition program to include a program manager and administrative support.
Increase herbicide application rates to minimize return visits.
Increase contractor use of herbicides on city owned property and other nuisance property.
New program to provide household quantity herbicide and hand sprayer to civic groups, neighborhood associations, etc., would require an application agreement and liability waiver.
Increase ESD fees related to services provided.
Move the vacant lot program into CityWorks software to improve performance and fiscal tracking while improving overall workflow.
Code/Marshals to investigate and identify root cause of illegally dumped tires, actively prosecute cases to ensure code compliance.
38
SUMMARY LIST OF RECOMMENDATIONS:
ENVIRONMENTAL SERVICES
Decrease the number of vacant lots ESD is responsible for maintaining.
ESD cut approx. 3200 lots in 2017;
Included in that are 375 Augusta-owned properties.
Address those owners who have multiple vacant lot violations either via Code/Marshal’s
office or Tax Commissioner.
ESD to partner with Code/Marshals to offer low cost disposal for responsible
property owners who are willing to correct code violations timely.
Get multiple ESD staff Post Certified to allow additional resources (inmates)
providing services back to the community.
Include a compensation step program/public safety program for certified staff and
management of certified staff.
39
SUMMARY LIST OF RECOMMENDATIONS:
ENVIRONMENTAL SERVICES
Authorize creation and adopt an ordinance which generates .50 cents per tire sold in Augusta to help support clean-up and enforcement efforts.
Authorize creation and adopt an ordinance which addresses enforcement and generate fees related to the secondary tire market to include recyclers, processors, transporters, etc.
ESD to partner with Code/Marshals to offer low cost disposal for responsible property owners who are willing to correct code violations timely.
Code/Marshals to investigate and identify root cause of illegally dumped tires, actively prosecute cases to ensure code compliance.
Continue to offer scrap tire amnesty days –allowing Augusta citizens to bring tires to the landfill for free. Have the Marshal’s office participate in the events.
Create ESD tire collection/remediation program. Program to include 2 new positions, 2 vehicles for the purpose of proactively collecting illegally dumped tires in our community. Estimated annual budget -$150,000 funded through ESD @ .20 cents per month.
40
SUMMARY LIST OF RECOMMENDATIONS: HCD AND
LAND BANK AUTHORITY
HCD and Land Bank working on strategy for more aggressive marketing and
disposition of tax-delinquent, abandoned properties
41
REVISIT SOLID WASTE FUNDING OPTIONS
In late April-May, finalize the balance of Solid Waste programs for Collections and
Disposal funds, for the mix of services and the cost of these services
Funding for Keep Augusta Beautiful, Demolitions, Waste Tire efforts and Vacant lot
cleanup efforts will be within that mix of services
42
PROGRAM ADMINISTRATION AND
COORDINATION
Determine the most efficient structure by which the Administrator, the Marshal’s
Office and multiple Departments involved are able to coordinate, track and
leverage each others’ efforts
Enhanced technology, such as IT applications
43
Commission Discussion about priorities
Identify which ordinances the Commission will want Law Department to draft
Have comprehensive discussion about available funding ($380,000)
44
45
Commission Meeting Agenda
3/21/2017 2:00 PM
Cityworks for Central Services and Recreation
Department:Information Technology
Department:Information Technology
Caption:Motion to approve contracts with Woolpert and Azteca for the
implementation of Cityworks Software and associated hardware
for the Augusta Central Services Department and the Recreation
& Parks Department. (Approved by Public Safety Committee
March 14, 2017)
Background:The City of Augusta has been a user of Lucity Asset Management
and Work Order Software since 1999. The current Central
Services Department (CSD) as well as its precursors (the former
Augusta Public Services Department and the Facility Maintenance
Division of Recreation, Parks, and Facilities) likewise used the
software to manage work tasks and equipment maintenance. The
Augusta Utilities Department (AUD) was also a user of Lucity
software, but in 2014 the department switched to Cityworks
Software, a very flexible, capable, and mobile-friendly system that
interfaces directly with the Geographic Information System (GIS)
that Augusta uses. In 2016, the Augusta Engineering Department
(AED) switched to Cityworks from Lucity in order to track
Stormwater-related issues as well as maintenance work tasks,
signage, and street lighting. The primary function of this type of
software, which is known as a Computerized Maintenance
Management System (CMMS), is managing work requests, work
orders, and various assets. The Lucity software tools have
remained fairly static since the initial implementation. AUD and
AED both switched in order to take advantage of the more capable
tools offered by the Cityworks software. Central Services and
Recreation & Parks have seen demonstrations of the Cityworks
software, and both departments are interested in using Cityworks
to enhance their business processes.
Analysis:AUD originally sought out a new vendor for a CMMS through an
RFQ process managed by the Procurement Department. Six
statements of qualification were received from interested vendors.
The selection committee reviewed the proposals and
Cover Memo
recommended Woolpert as the implementer for Cityworks AMS
(Asset Management System) software. Woolpert’s proposal was
approved by the Augusta Commission in October 2013, and the
software was implemented in AUD in 2014 and 2015. Woolpert
was also the implementer of the AED software in 2016. Woolpert
was instrumental in the successful implementation of Cityworks at
AUD and AED. The company has extensive experience reviewing
business processes, recommending changes, enhancing
workflows, and customizing the software as needed. This
implementation has potential to change how CSD and REC
conduct business and provide increased accountability for those
departments as it has done for AUD and AED. The software suite
includes reporting and dashboards so that reporting on equipment
and facilities can be made available for viewing. This agenda item
includes the full implementation of the software as well as all
hardware (mobile devices) that is needed for implementation.
Financial Impact:This project will cost $424,163 and shall be funded from IT
SPLOST VI Application Consolidation Funds.
Alternatives:N/A
Recommendation:Approve contracts with Woolpert and Azteca for the
implementation of Cityworks Software and associated hardware
for the Augusta Central Services Department and the Recreation
& Parks Department.
Funds are Available
in the Following
Accounts:
IT SPLOST (Application Consolidation) 328-01-2110.5424220,
212925102.5424220
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Central Services Department and Recreation & Parks Department
Cityworks Project Budget
Cost Item Cost
PROJECT MANAGEMENT $43,841.00
PHASE 1: CENTRAL SERVICES - IMPLEMENTATION PLANNING
Task 1.1: Conduct Pre-Planning Discovery $10,148.00
Task 1.2: Install and Configure Core Cityworks AMS Software in Sandbox Environment $1,495.00
Task 1.3: Conduct Cityworks Demonstrations $3,277.00
Task 1.4: Conduct Business Process Reviews $13,019.00
Task 1.5: Phase 1 Quality Control $1,624.00
SubTotal $29,563.00
PHASE 2: CENTRAL SERVICES - SYSTEM DESIGN AND CONFIGURATION
Task 2.1: Prepare Configuration Documentation $1,160.00
Task 2.2: Configuration Training for Core Team $4,377.00
Task 2.3: Core Cityworks AMS Configuration $37,922.00
Task 2.4: Cityworks Storeroom Configuration $5,463.00
Task 2.5: Review and Approval of Updated System and Configuration
Documentation $3,016.00
Task 2.6: Provide Cityworks AMS Software Demonstrations $7,768.00
Task 2.7: Phase 2 Quality Control $2,436.00
Phase Total $62,142.00
PHASE 3: CENTRAL SERVCES - ADVANCED AMS FUNCTIONALITY AND CONFIG.
Task 3.1: Application Interfaces $12,000.00
Task 3.2: Perform Data Conversion of Legacy Data $18,036.00
Task 3.3: Develop Custom Reports and Dashboards $4,505.00
Task 3.4: Phase 3 Quality Control $1,624.00
Phase Total $36,165.00
PHASE 4: CENTRAL SERVICES - SYSTEM DEPLOYMENT
Task 4.1: Develop Test Plan $6,646.00
Task 4.2: User Acceptance Testing $12,005.00
Task 4.3: Provide End-User Training $18,105.00
Task 4.4: Provide Go-Live Support $19,502.00
Task 4.5: Quality Control $3,248.00
Phase Total $59,506.00
PHASE 5: REC & PARKS - IMPLEMENTATION PLANNING
Task 5.1: Conduct Pre-Planning Discovery $14,262.00
Task 5.2: Install and Configure Core Cityworks AMS Software in a Sandbox
Environment $1,495.00
Task 5.3: Conduct Cityworks Demonstrations $4,633.00
Task 5.4: Conduct Business Process Reviews $13,019.00
Task 5.5: Phase 5 Quality Control $1,624.00
Phase Total $35,033.00
PHASE 6: REC & PARKS - SYSTEM CONFIGURATION
Task 6.1: Prepare Configuration Documentation $2,068.00
Task 6.2: Configuration Training for Core Team $3,337.00
Task 6.3: Core Cityworks AMS Configuration $37,297.00
Task 6.4: Cityworks Storeroom Configuration $5,463.00
Task 5.5: Review and Approval of Updated System and Configuration
Documentation $3,016.00
Task 6.6: Provide Cityworks AMS Software Demonstrations $7,768.00
Task 6.7: Phase 6 Quality Control $3,045.00
Phase Total $61,994.00
PHASE 7: REC & PARKS - ADVANCED AMS FUNCTIONALITY DESIGN AND CONFIG.
Task 7.1: Application Interfaces $12,000.00
Task 7.2: Perform Data Conversion of Legacy Data $0.00
Task 7.3: Develop Custom Reports and Dashboards $4,505.00
Task 7.4: Phase 7 Quality Control $1,218.00
Phase Total $17,723.00
PHASE 8: REC & PARKS - SYSTEM DEPLOYMENT
Task 8.1: Develop Test Plan $6,646.00
Task 8.2: User Acceptance Testing $13,125.00
Task 8.3: Provide End-User Training $22,585.00
Task 8.4: Provide Go-Live Support $21,404.00
Task 8.5: Phase 8 Quality Control $2,436.00
Phase Total $66,196.00
Project Totals
Woolpert Services Total $412,163.00
Central Services Hardware
Surface Pros for Field Personnel 5
Cost of Surface Pro, Netmotion License, and accessories 7,500.00$
Total Cost of Central Services Hardware 7,500.00$
Recreation & Parks Hardware
Surface Pros for Field Personnel 3
Cost of Surface Pros and Ancillary Equipment 4,500.00$
Total Cost of Recreation & Parks Hardware 4,500.00$
Total Project Cost $424,163.00
City of Augusta, Georgia
Central Services & Parks Recreation Departments
Cityworks Enterprise Asset Management System
Implementation
STATEMENT OF WORK
March 1, 2017
Statement of Work
Cityworks Enterprise Asset Management System Implementation
City of Augusta, Georgia
Central Services & Parks Recreation
March 1, 2017
Prepared by Woolpert, Inc.
6802 Paragon Place, Suite 410
Henrico, VA 23230
www.woolpert.com
Cityworks Enterprise Asset Management System Implementation
Statement of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 i
CONTENTS
CONTENTS .......................................................................................... i
DOCUMENT ACCEPTANCE ....................................................................... iii
CHANGE CONTROL ............................................................................... iii
GENERAL ........................................................................................... 1
PROJECT MANAGEMENT ........................................................................ 3
Task PM.1: Project Administration .............................................................................. 3
Task PM.2: Project Kick-Off Meeting ........................................................................... 3
Task PM.3: Project Schedule Coordination .................................................................... 4
Task PM.4: Client Status Meetings .............................................................................. 4
Task PM.5: Internal Coordination Meetings .................................................................... 5
Task PM.6: Project Administration .............................................................................. 5
TECHNICAL APPROACH .......................................................................... 6
PHASE 1 – CENTRAL SERVICES - IMPLEMENTATION PLANNING ............................................. 7
Task 1.1: Conduct Pre-Planning Discovery ................................................................... 7
Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment .......... 8
Task 1.3: Provide Asset Management (AM) Software Demonstrations .................................. 9
Task 1.4: Conduct Business Process Reviews .............................................................. 10
Task 1.5: Phase 1 Quality Control ........................................................................... 11
Task 1.6: Phase Acceptance and Close ..................................................................... 11
PHASE 2 – CENTRAL SERVICES - CORE SYSTEM DESIGN AND CONFIGURATION ............................ 12
Task 2.1: Prepare Configuration Documentation ......................................................... 12
Task 2.2: Conduct Core Team Training ..................................................................... 12
Task 2.3: Core Cityworks AMS Configuration .............................................................. 13
Task 2.4: Cityworks Storeroom Configuration ............................................................. 15
Task 2.5: Review and Approval of Updated System Configuration and Documentation ........... 16
Task 2.6: Provide Cityworks AMS Software Demonstrations ............................................ 17
Task 2.7: Phase 2 Quality Control ........................................................................... 17
Task 2.8: Phase Acceptance and Close ..................................................................... 17
PHASE 3 – CENTRAL SERVICES - ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION ... 19
Task 3.1: Application Interfaces ............................................................................. 19
Task 3.2: Perform Data Conversion of Legacy Data Sets / PMs ........................................ 19
Task 3.3: Develop Custom Reports and Dashboards ...................................................... 20
Task 3.4: Phase 3 Quality Control ........................................................................... 21
Task 3.5: Phase Acceptance and Close ..................................................................... 21
PHASE 4 – CENTRAL SERVICES - SYSTEM DEPLOYMENT ................................................... 22
Task 4.1: Develop Test Plan .................................................................................. 22
Task 4.2: User Acceptance Testing ......................................................................... 22
Cityworks Enterprise Asset Management System Implementation
Statement of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 ii
Task 4.3: Provide End-User Training ........................................................................ 24
Task 4.5: Provide Go-Live Support .......................................................................... 25
Task 4.5: Phase 4 Quality Control ........................................................................... 26
Task 4.6: Phase Acceptance and Close ..................................................................... 26
PHASE 5 – RECREATION & PARKS - IMPLEMENTATION PLANNING ......................................... 27
Task 5.1: Conduct Pre-Planning Discovery ................................................................. 27
Task 5.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment ........ 28
Task 5.3: Provide Asset Management (AM) Software Demonstrations ................................ 29
Task 5.4: Conduct Business Process Reviews .............................................................. 30
Task 5.5: Phase 5 Quality Control ........................................................................... 31
Task 5.6: Phase Acceptance and Close ..................................................................... 31
PHASE 6 – RECREATION & PARKS - CORE SYSTEM DESIGN AND CONFIGURATION ......................... 32
Task 6.1: Prepare Configuration Documentation ......................................................... 32
Task 6.2: Conduct Core Team Training ..................................................................... 32
Task 6.3: Core Cityworks AMS Configuration .............................................................. 33
Task 6.4: Cityworks Storeroom Configuration ............................................................. 35
Task 6.5: Review and Approval of Updated System Configuration and Documentation ........... 36
Task 6.6: Provide Cityworks AMS Software Demonstrations ............................................ 37
Task 6.7: Phase 6 Quality Control ........................................................................... 37
Task 6.8: Phase Acceptance and Close ..................................................................... 38
PHASE 7 – RECREATION & PARKS - ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION 39
Task 7.1: Application Interfaces ............................................................................. 39
Task 7.2: Perform Data Conversion of Legacy Data Sets ................................................ 39
Task 7.3: Develop Custom Reports and Dashboards ...................................................... 39
Task 7.4: Phase 7 Quality Control ........................................................................... 40
Task 7.5: Phase Acceptance and Close ..................................................................... 40
PHASE 8 – RECREATION & PARKS - SYSTEM DEPLOYMENT ................................................ 41
Task 8.1: Develop Test Plan .................................................................................. 41
Task 8.2: User Acceptance Testing ......................................................................... 41
Task 8.3: Provide End-User Training ........................................................................ 43
Task 8.4: Provide Go-Live Support .......................................................................... 44
Task 8.5: Phase 8 Quality Control ........................................................................... 45
Task 8.6: Phase Acceptance and Close ..................................................................... 45
CITYWORKS AMS SOFTWARE LICENSING .................................................... 46
PROJECT COST ESTIMATES .................................................................... 47
PROJECT SCHEDULE ............................................................................ 50
Cityworks Enterprise Asset Management System Implementation
Statement of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 iii
DOCUMENT ACCEPTANCE
Table 1: Document Acceptance
Name
Client, Project Manager
Date:
Steve Schwabe
Woolpert, Project Manager Date:
Carla Muscarella
Woolpert, Project Director Date:
CHANGE CONTROL
Table 2: Document Control
Change Record
Date Author Version Change Reference
3.1.2017 Steve Schwabe 1.0 Initial Draft
File name: Statement of Work - Cityworks AMS Implementation Central Services Parks Rec.docx
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 1
GENERAL
The City of Augusta Cityworks Server AMS implementation project for the Central Services and Recreation
& Parks Departments consists of the following main components:
1. Implementation of Cityworks Service AMS for the Central Services Department
2. Implementation of Cityworks Server AMS for the Parks and Recreation Department to begin after the
Central Services implementation is complete or near complete
3. Implementation of Cityworks Storeroom, for materials management, for both Central Services and
Recreation & Parks
4. Configuration of the Cityworks Server AMS solution to work in conjunctions with the City’s Motorola
CSR application for service requests
5. Integration with the third-party 311 solution that will be determined by the City of Augusta IT De-
partment at a later date. The details of the integration cannot be known at this time. Efforts are
capped at $50,000.
6. Integration with the third-party software Active New which is used for park and league scheduling.
The details of the integration cannot be known at this time. Efforts are capped at $50,000.
7. Custom report development
There are many related tasks and sub-tasks that have to be properly executed to ensure a successful
outcome to this important project (such as business process review, custom application configuration,
training, and testing). Our project methodology addresses all of the details of this complex project and
ensures all aspects (people, processes, and technology) are comprehensively addressed in a logical order.
Our approach includes many opportunities for our technical staff to work alongside Client staff to transfer
knowledge, such that by the time we take you live with your new Cityworks Server AMS solution, you will
be system experts in your own right.
Services, and associated deliverables, are categorized into four (4) major phases, as presented in the
following sections. For this project, the Implementation Planning Phase, Configuration, Advanced Func-
tionality and Deployment Phases will be executed as Phases 1-4 for the Central Services implementation
and then again as Phases 5-8 for the Recreation & Parks implementation. Completion of each phase will
culminate with the execution of a Phase Acceptance and Close document signifying the Client’s ac-
ceptance of the services defined in that phase. Each of these phases, along with the relevant tasks /
sub-tasks is described in detail in the following sections.
Our project plan and associated budget and schedule were developed based on the following bounding
assumptions and subsequent discussions with the IT Department staff:
• All three departments within the Central Services Department, Facilities, Records Retention, and
Real Estate, will be implemented under this Scope of Services.
• The Central Services and Recreation & Parks asset data is not complete within the GIS. This infor-
mation needs to be collected so that there will be some data for use during the implementation.
More, but not all, of the remaining data needs to exist by Go-Live. A business process will be defined
that simplifies the creation of new asset records in the field so that the remaining assets can be
collected post-Go-Live in a streamlined manner.
• All departments will use Cityworks for Service Requests, Work Orders, Inspections and Inventory
Management.
o Service requests will be configured such that the Motorola CSR system and/or its replace-
ment can leverage the configuration via the existing interface between the Motorola and
Cityworks softwares
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 2
o Work orders will be configured to support a range of maintenance activities including
preventative maintenance, scheduled corrective maintenance, un-planned reactive
maintenance
o Inspections will be configured to support various regulatory reporting requirements
• The Central Services Department requires a method for retaining work performed in Lucity, the prior
work order management system. The information recorded about the work will be loaded into the
Cityworks AMS around Go-Live.
• The Recreation & Parks Department will not have any data brought over to Cityworks.
• The City is to identify and empower a Project Manager.
• The City is to identify and empower a Cityworks System Administrator for Central Services and Rec-
reation & Parks Department.
• The City is to identify and empower a minimum of two (2) power users from each of the two (2)
implementing departments, Central Services and Recreation & Parks, one (1) Cityworks System Ad-
ministrator and one (1) GIS Analyst for a total of six (6) power users and one project manager. This
will constitute the Client Core Team.
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 3
PROJECT MANAGEMENT
TASK PM.1: PROJECT ADMINISTRATION
Woolpert will provide the following general project management services:
· Develop, in cooperation with the Client’s project manager, a project plan and schedule;
· Proactively manage and update project plan and schedule, as required, throughout the duration of
the project. Project plan and schedule modifications will be facilitated upon common agreement
between the Client and Woolpert in accordance with the issue control process detailed in the project
plan;
· Coordinate project events with the Client’s project manager and Woolpert team members;
· Author, edit, review, and distribute project documentation and technical reports as required;
· Facilitate in-process review meetings with the Client’s project manager, committees, management,
and end-users as scheduled, and appropriate, throughout the duration of the project;
· Perform miscellaneous project administration (e.g. arrange travel, internal project updates); and
· Anticipate problem areas and propose and facilitate solutions
Deliverables
· Draft and final project plan
· Monthly project status reports
· On-going project management, including resource allocation, invoicing and general consulting
· Password protected project collaboration environment and issue log management
Assumptions
· The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
· Assemble a team of domain and technical experts and have representation of all work groups within
the department to be involved throughout all phases of the project
· Provide a point of contact for all project management issues and questions
· Review, comment and accept draft project work plan within five days of document delivery
· Schedule appropriate internal staff and provide facilities for on-site meetings and off-site conference
calls
· Review and accept project status reports, or otherwise provide comments on same within a reason-
able time frame
TASK PM.2: PROJECT KICK-OFF MEETING
As soon as is reasonably feasible, following receipt of the Written Notice to Proceed, Woolpert’s project
manager will work with the Client’s project manager to schedule the kick-off meeting. This meeting will
be facilitated on-site at the Client’s offices for the purpose of: 1) establishing the necessary Project
Management protocols to be adhered to by all stakeholders, 2) reviewing the Client’s implementation
goals and objectives with all team members, 3) identifying any Client-owned source documentation nec-
essary to support the project, 4) identifying all critical path schedule milestones, and 5) addressing any
outstanding scope or schedule questions that Client stakeholders may have. Said meeting shall be of a
duration suitable for addressing each of the items previously listed. Development of the kick-off meeting
agenda shall be the joint responsibility of Woolpert’s and the Client’s project managers.
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 4
Deliverables
· Kickoff meeting agenda
· On-site project kick-off meeting (half day)
· Kickoff meeting minutes
Assumptions
· The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
· Schedule meeting space and supporting technology peripherals suitable for the kick-off meeting
· Coordinate and schedule meeting attendees
TASK PM.3: PROJECT SCHEDULE COORDINATION
Project schedule coordination and management will be performed using Microsoft Project software. Pro-
ject schedules and tasks will be monitored and adjusted as needed, depending upon the Client’s priorities
and ability make its staff and facilities available at the appropriate times throughout the project. An
updated project schedule delineating resources, scheduled tasks, and completed tasks will be maintained
and available to all Woolpert and Client project participants.
Deliverables
· Project schedule maintained and monitored on an on-going basis
Assumptions
· The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
· Review project schedule on an on-going basis
TASK PM.4: CLIENT STATUS MEETINGS
Woolpert will facilitate a regular occurring status meeting. Woolpert’s Project Manager will participate
in regularly scheduled project status meetings with the Client’s Project Manager and designees for the
purpose of reviewing project issues including: 1) activities, action items, and deliverables completed to
date; 2) activities, action items, and deliverables in process or scheduled; 3) technical or contractual
issues that require corrective action. Woolpert meeting participants will include Woolpert’s Project man-
ager and ad hoc team members, as required. Client meeting participants will be as deemed necessary
by the Client’s project manager, or as requested by Woolpert’s project manager.
Deliverables
· Monthly project status reports upload to project website
· Monthly project status meetings
Assumptions
· The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 5
Client Responsibilities
· Schedule appropriate internal staff and provide facilities for on-site meetings and off-site conference
calls
· Review and accept project status reports, or otherwise provide comments on same within a reason-
able time frame
· Schedule meeting space and supporting technology peripherals suitable for on-site meetings
· Coordinate and schedule meeting attendees
TASK PM.5: INTERNAL COORDINATION MEETINGS
Internal coordination meetings will be held on a regular basis to ensure continuous communication about
tasks in process, scheduled tasks, and any issues impacting a successful implementation. Woolpert’s
project manager will also utilize these meetings to gather information from project team members re-
quired to manage on-going resource loading.
Deliverables
· Regularly scheduled internal coordination meetings (twice monthly)
Assumptions
· The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
· None
TASK PM.6: PROJECT ADMINISTRATION
On-going project administration activities.
Deliverables
· Regularly scheduled internal coordination meetings (twice monthly)
Assumptions
· The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
· None
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 6
TECHNICAL APPROACH
Multi-phased implementation approach with continuous project management, quality management,
knowledge transfer, and change management:
· Phase 1: Central Services - Implementation Planning
· Phase 2: Central Services - System Design and Configuration
· Phase 3: Central Services - Advanced System Functionality
· Phase 4: Central Services - System Deployment
· Phase 5: Recreation & Parks - Implementation Planning
· Phase 6: Recreation & Parks - System Design and Configuration
· Phase 7: Recreation & Parks - Advanced System Functionality
· Phase 8: Recreation & Parks - System Deployment
· Project Management (Duration of Project)
· Knowledge Transfer & Change Management (Duration of Project)
· Quality Management (Duration of Project)
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 7
PHASE 1 – CENTRAL SERVICES - IMPLEMENTATION PLANNING
TASK 1.1: CONDUCT PRE-PLANNING DISCOVERY
A pre-planning discovery task will be facilitated by Woolpert’s Project Manager for the purpose of aligning
the Client’s implementation / functionality requirements with the project plan. This discovery process
will clarify implementation objectives defined in the RFP, as well as uncover other factors (system in-
terfaces, workflow details, reporting requirements, data conversion requirements, etc.) that may not
have been clearly addressed to date. In these events, a decision will be made by the Client’s Project
Manager to update the Project Plan to include these additional tasks, or place them in a parking-lot for
future attention. Based upon the results of this discovery, Woolpert will make any necessary adjustments
to the Project Plan and obtain acceptance from the Client.
Related sub-tasks are as follows:
· Sub-Task 1.1.1: Prepare Request for Information
· Sub-Task 1.1.2: Submit RFI to Client PM
· Sub-Task 1.1.3: Client PM to Facilitate Data Gathering Process and Provide Data to Woolpert
(Client-Owned Task)
· Sub-Task 1.1.4: Woolpert to Perform Desktop Audit of Collected Information
· Sub-Task 1.1.5: Woolpert to Prepare for On-Site Discovery Workshops
· Sub-Task 1.1.6: Woolpert to Facilitate Pre-Planning Discovery Workshops (On-Site Task)
· Sub-Task 1.1.7: Woolpert to Document Workshop Findings and Update Implementation Scope
of Services, Assumptions, and Risk Plan
· Sub-Task 1.1.8: Woolpert to Submit Updated Documentation to Client PM
· Sub-Task 1.1.9: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
Deliverables
· Woolpert will prepare a Request for Information and submit it to the Client PM
· Woolpert will perform a desktop review of the data provided by the Client PM
· Woolpert PM and a Senior Systems Analyst will facilitate a series of discovery workshops, on-site
at the Client’s facilities, over the course of one (1.0) business days
· Woolpert will document the workshop discussions and finding in the form of a Technical Memo-
randum and submit it to the Client PM
· Woolpert will facilitate a remote conference call meeting with the Client team to review the
contents of the Technical Memorandum
Assumptions
· Workshop will take place during the same business week as, and immediately following, the
project kick-off meeting to minimize travel-related expenses
· The Client PM will provide the Data gathered from the Request for Information no later than one
week before the pre-discovery workshops
· All activities, other than the actual workshop will be performed remotely
· The Client’s project manager will ensure site readiness and staff participation for the workshop
Client Responsibilities
· The Client PM will facilitate the data gathering process to collect the information detailed in
Woolpert’s RFI
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 8
· The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the work-
shops
· The Client PM will schedule all Client workshop attendees
· All identified Client workshop attendees will actively participate in the on-site meetings without
undue interruption
· The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion
· The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM
TASK 1.2: INSTALL AND CONFIGURE CORE CITYWORKS AMS SOFTWARE IN A SANDBOX ENVIRONMENT
This task includes installing the core Cityworks AMS software, other supporting Cityworks applications,
and a test version of a sample Cityworks database within the Client’s networked environment. Woolpert
will perform the necessary testing and configuration modifications needed to ensure a successful City-
works install within the Client’s on-premise testing environment. Woolpert will request that one of the
three existing databases be utilized for the sample database. A Woolpert System Analyst will be onsite
to confirm the installation of the core Cityworks software and related test database.
Related sub-tasks are as follows:
· Sub-Task 1.2.1: Woolpert to Install and Configure AMS Software in a Sandbox Environment
(On-Site Task)
· Sub-Task 1.2.2: Woolpert to Test Installation and Configuration and Modify as Required (On-
Site Task)
· Sub-Task 1.2.3: Woolpert to Provide Core Cityworks AMS Software Administration Training
to Client System Administrators
Deliverables
· Installation will take place during the same business week as, and immediately following, the
pre-planning discovery workshop in Task 1.1 to minimize travel-related expenses
· Woolpert’s Senior Systems Analyst will perform on-site installation, configuration, and testing of
the core Cityworks Server AMS test applications and database in the Client’s on-premise network
environment (Test) over the course of (4) hours.
· Woolpert’s Senior Systems Analyst will provide Core Cityworks AMS installation and back-up train-
ing to the Client’s system administrators during the time on-site to perform the installation ser-
vices over the course of (4) hours.
Assumptions
· Activities including Installation, configuration, testing and training will be performed onsite at
the Client’s facilities.
· Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi-
ronment
· The Client’s Project Manager will ensure site readiness and staff participation for the training
· The Client’s Project Manager will ensure IT Staff are available during the Cityworks Server AMS
installation and testing to ensure the proper access and permissions are granted
· The Client will create a login for Woolpert for the necessary access to install software, set up
databases, and test the software
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 9
Client Responsibilities
· Create the logins for Woolpert with the necessary permissions
· Ensure the Servers are prepared for the installation of Cityworks Server AMS including ArcGIS
Server, SDE and RDBMS (SQL Server or Oracle)
· Client project manager to ensure the necessary staff participate in the training
TASK 1.3: PROVIDE ASSET MANAGEMENT (AM) SOFTWARE DEMONSTRATIONS
Once the initial AM software sandbox environment has been installed and configured, Woolpert will fa-
cilitate a series of on-site software demonstrations for the purpose of introducing the Client’s project
end user community to the core functionality and features of the AM software application(s). For many
of the future users this will be their first exposure to the new AM software. These demonstrations will
provide an initial overview of the features and functions of the new software and will serve as a basis of
on-going software training and knowledge transfer that will increase in frequency and complexity as the
project progresses through the subsequent design, configuration and deployment phases. The on-site
software demonstrations will be facilitated multiple times over a one (1) day period to accommodate
project team member schedules.
Shortly after completion of the on-site software demonstrations, a Woolpert System Analyst will work
with the Client’s identified AM System Administrator to establish Sandbox log-ins for each identified
project team member so that they may log into the system at their leisure to further explore the AM
software workflows and capabilities.
Related sub-tasks are as follows:
· Sub-Task 1.3.1: Woolpert to Prepare Software Demonstration Agenda
· Sub-Task 1.3.2: Woolpert to Submit Agenda to Client PM
· Sub-Task 1.3.3: Client PM to Prepare Site for Software Demonstrations (Client-Owned Task)
· Sub-Task 1.3.4: Woolpert to Provide Software Demonstrations (On-Site Task)
Deliverables
· Demonstrations will take place during the same business week as, and immediately following,
the software installation in Task 1.2 to minimize travel-related expenses
· Woolpert will develop a Software Demonstration agenda and provide same to the Client pro-
ject manager
· Woolpert will provide a Systems Analyst onsite for up to one (1) business day to facilitate the
Software Demonstrations
Assumptions
· Software Demonstrations will be facilitated utilizing the newly installed on-premise AM soft-
ware environment; alternatively, demonstrations can be conducted by the Woolpert Analyst
using an environment installed locally on their work station.
· The Client’s project manager will ensure site readiness and staff participation for the Soft-
ware Demonstrations
· The Client’s project manager will provide a conference room or training room with a projec-
tor. During the Software Demonstrations, individual computers are not needed for the par-
ticipants. The software functionality will be demonstrated from the instructor’s computer.
· The Client’s project manager will ensure Woolpert is provided access to the AM software
environment installed on-premise
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 10
Client Responsibilities
· Client project manager to review and accept agenda for Software Demonstrations
· Client project manager to schedule and accommodate the appropriate Client project team
members such that they are available, without undue interruption, for the required number
of days
· Secure an appropriate training facility suitable for participants
TASK 1.4: CONDUCT BUSINESS PROCESS REVIEWS
The objective of the business process reviews is three-fold: 1) provide Woolpert’s implementation team
with a deep understanding of the Client’s planned / desired work management processes, 2) provide
Client project participants with a deeper understanding of the impending business process improvements
introduced by the planned Cityworks AMS solution, and 3) establish asset life-cycle management and
work management workflows in the context of Cityworks’ asset management capabilities.
One of the main features of a Cityworks asset and maintenance, management system is the ability of the
software to be configured to fit the unique manner in which an organization executes and manages its
infrastructure maintenance management activities. To accomplish this, Woolpert will work with Client
staff to document the work processes related to asset and maintenance management activities and Key
Performance Indicators (KPIs). This will be accomplished via one round of on-site – hands-on workshops.
The purpose is to gather the following information:
· What are the current issues and challenges related to asset and maintenance management?
· Who will use the software?
· How will they use the software—what tasks do they need to perform?
· In what environment will they use it?
· What difference should it make for their jobs?
· How will your staff use the data—how is data analyzed, how are reports prepared, etc.?
These work process reviews will play a critical role in defining and establishing the configuration require-
ments for the Cityworks system. Using the information gathered during the business process assessment
task, and informed by the identified needs of the Client, the Woolpert team will evaluate the current
business processes to identify workflow issues. Business processes that might require enhancement or
replacement will be identified. The team will then design improved workflows.
Following the workshops, Woolpert will document pertinent work processes in a Workflow Document
supported by graphical diagrams and text numerical format (i.e.: Step 1, Step 2, etc.). Woolpert will
provide the documented workflows to Client staff to review and comment upon. Once finalized,
Woolpert will update the workflow documentation.
Related sub-tasks are as follows:
· Sub-Task 1.4.1: Business Process Review Workshops
o Sub-Task 1.4.1.1: Woolpert to Prepare for Business Process Review Workshops
o Sub-Task 1.4.1.2: Woolpert to Facilitate Business Process Review Workshops
· Sub-Task 1.4.2: Woolpert to Prepare Business Process Review Technical Memorandum
· Sub-Task 1.4.3: Woolpert to Submit Technical Memorandum to Client PM
· Sub-Task 1.4.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 1.4.5: Woolpert to Prepare Updates to Business Process Review Technical Memo-
randum
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 11
Deliverables
· A Woolpert Project Manager and Senior System Analyst will facilitate a series of initial on-site
Business Process Review Workshops as follows:
o Central Services for up to two (2) consecutive business days
· Woolpert team members will document the outcomes of the workshops in the form of a Technical
Memorandum and submit to the Client project manager for review
· Woolpert team members will facilitate a remote review meeting up to two (2) hours in duration
with the client technical team and update the Technical Memorandum based on the outcome of
the review meeting
Assumptions
· The business work management business processes will be the starting point for this workshop.
It is expected that the Central Services Department will accept these processes with minimal
changes. NOTE: Should the Central Services Department require significant changes to the work-
flows, a follow-up onsite workshop and additional effort during the configuration phase may be
required.
· All activities, other than the actual workshops will be performed remotely.
· The Client’s project manager will ensure site readiness and staff participation for the workshops
Client Responsibilities
· Secure an appropriate meeting facility suitable for participants,
· Schedule and accommodate the appropriate Client project participants such that they are avail-
able, without undue interruption, for the required number of days.
TASK 1.5: PHASE 1 QUALITY CONTROL
Woolpert technical resources, not regularly involved with this implementation will perform independent
quality review of the work processes and deliverable products in accordance with the Woolpert Total
Quality Plan.
TASK 1.6: PHASE ACCEPTANCE AND CLOSE
This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered
the Phase 1 services in accordance with the Scope of Work and Project Plan. Phase 2 of this scope will
not begin until Phase 1 has been approved by the Client.
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 12
PHASE 2 – CENTRAL SERVICES - CORE SYSTEM DESIGN AND CONFIGURATION
TASK 2.1: PREPARE CONFIGURATION DOCUMENTATION
Woolpert will compile the information gathered and documented through the multiple on-site workshops
and other related project meetings and distill same into a series of organized configuration documents
that will be used to guide the required Cityworks configuration such that it supports the Client’s work
order and asset maintenance management activities.
Related sub-tasks are as follows:
· Sub-Task 2.1.1: Woolpert to Prepare Draft Configuration Documentation
· Sub-Task 2.1.2: Woolpert to Submit to Client PM for Review
· Sub-Task 2.1.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
Deliverables
· Woolpert team members will develop a set of configuration documents as more fully detailed
above
· Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Client’s
technical team
Assumptions
· All above listed tasks will be performed remotely
Client Responsibilities
· Review the prepared Draft Configuration documentation
· Participate in the remote review meeting
TASK 2.2: CONDUCT CORE TEAM TRAINING
Core Team Training will be facilitated for the purpose of providing the Client’s Project Team members
with the Cityworks Server AMS knowledgebase needed to support the system design and implementation
decisions. Core Team Training will be comprised of a one-day curriculum designed to introduce the City-
works asset management tools to the Client’s Project Team members.
The purpose of the Core Team Training is to provide the Client’s project participants (those with imple-
mentation responsibilities) with enough exposure to, and understanding of, the Cityworks work order and
asset management functionality such that they are able to make smart and informed decisions as they
relate to the overall implementation objectives. The intent of the Core Team Training is not to provide
the skills needed to maintain the daily operations of the system. This End-User Training is provided at a
later date.
Core Team Training will be facilitated in a classroom environment (computer lab or training room) on-
site at the Client’s facilities.
Related sub-tasks are as follows:
· Sub-Task 2.2.1: Woolpert to Prepare Core Team Training Agenda
· Sub-Task 2.2.2: Woolpert to Submit Agenda to Client PM
· Sub-Task 2.2.3: Client PM to Prepare Site for Core Team Training (Client-Owned Task)
· Sub-Task 2.2.4: Woolpert to Provide Core Team Training (On-Site Task)
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Deliverables
· Woolpert will develop a Core Team Training agenda and provide same to the Client project man-
ager
· Woolpert will provide a Systems Analyst onsite for up to two (2) consecutive business day to
provide the Core Team Training
Assumptions
· Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi-
ronment
· The Client’s project manager will ensure site readiness and staff participation for the training
· The Client’s project manager will provide a conference room or training room with a projector.
During Core Team Training, individual computers are not needed for the participants. The soft-
ware will be demonstrated
· Ensure Woolpert access to the Cityworks Server AMS environment installed on-premise to perform
training
Client Responsibilities
· Client project manager to review and accept agenda for training
· Client project manager to schedule and accommodate the appropriate Client project team mem-
bers such that they are available, without undue interruption, for the required number of days
· Secure an appropriate training facility suitable for participants
TASK 2.3: CORE CITYWORKS AMS CONFIGURATION
Cityworks AMS configuration will be facilitated by Woolpert through a series of on-site configuration
workshops. The first round of workshops will address:
• Domains. This is the security architecture that determines how employees, work orders and other
information can be shared across organizational boundaries.
• Employee Hierarchy. Determines security protocols for each user of the system as well as practical
grouping of employees for assignments to work orders and service requests (e.g. crews).
• Work Orders. Templates for each of the type of maintenance activities that will be performed on
each asset in the system
• Inspections. Templates for each inspection that will be executed for the assets within the system
• Tasks. Individual work items associated with a work order. For example, a repair sewer main work
order might have tasks for establish traffic control, utility locate, excavate, etc.
• Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of
materials are things such as pipes and meters.
• Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order
but are not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc.
• Service Requests. Templates for requests for service. Many times maintenance activities are initi-
ated starting with a service request whose purpose is to determine if a work is necessary or not.
• Reporting. Current or future expected reports will be discussed and designed.
• Projects. Projects to be managed within Cityworks
Woolpert will update the System Configuration Document after the first round of configuration workshops
is complete. The extra planning steps that are taken during the initial phases of an implementation, such
as this will reap tremendous rewards when the system goes into production. As part of the meetings,
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Woolpert will have a full version of Cityworks available to help facilitate ideas and approaches to the
configuration – this is also part of the overall iterative learning process.
At the end of the first round of workshops, there will be a set of action items for the Client team members
such as gathering the current list of employees, people, contractors and hard work orders, reports, in-
spection forms, etc. Woolpert will prepare a full list of action items and submit to the Client project
manager. At the end of these meetings, Woolpert will have enough information to configure approxi-
mately 70% of the Client’s needs.
The second and final workshops will address proposed configuration approaches to service requests, work
orders, and inspections identified in the initial meetings. During these workshops, the Client’s actual
configured data will be available for viewing within Cityworks. At the end of these meetings, Woolpert
will have enough information to configure approximately 100% of the Client’s needs.
Related sub-tasks are as follows:
· Sub-Task 2.3.1: Round 1 AMS Configuration Workshops
o Sub-Task 2.3.1.1: Woolpert to Prepare for Configuration Workshops (First Round)
o Sub-Task 2.3.1.2: Woolpert to Facilitate Configuration Workshops (Round 1)
- Sub-Task 2.3.1.2.1: Central Services AMS Configuration Workshop 1 (On-Site Task)
o Sub-Task 2.3.1.3: Woolpert to Update Configuration Documentation (Round 1)
o Sub-Task 2.3.1.4: Woolpert to Perform Configuration in Development Environment
o Sub-Task 2.3.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
- Sub-Task 2.3.1.5.1: Remote Review Meeting 1
- Sub-Task 2.3.1.5.2: Remote Review Meeting 2
· Sub-Task 2.3.2: Round 2 Configuration Workshops
o Sub-Task 2.3.1.1: Woolpert to Prepare for Configuration Workshops (Second Round)
o Sub-Task 2.3.2.2: Woolpert to Facilitate Configuration Workshops (Round 2)
- Sub-Task 2.3.2.2.1: Central Services AMS Configuration Workshops 2 (On-Site Task)
o Sub-Task 2.3.2.3: Woolpert to Update Configuration Documentation (Round 2)
o Sub-Task 2.3.2.4: Woolpert to Perform Configuration in Development Environment
o Sub-Task 2.3.2.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
- Sub-Task 2.3.2.5.1: Remote Review Meeting 1
- Sub-Task 2.3.2.5.2: Remote Review Meeting 2
Deliverables
· A Woolpert Senior System Analyst and System Analyst will facilitate Round 1 On-Site Configura-
tion Workshops as follows:
o Central Services up to three (3) consecutive business days
· Woolpert will update the configuration documentation based on the outcome of the first round
of configuration workshops
· Woolpert staff will perform system configuration in the Woolpert development environment and
restore to the client environment
· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one
(1) hour in duration, with the Client’s technical team
· A Woolpert Senior System Analyst and System Analyst will facilitate Round 2 On-Site Configura-
tion Workshops as follows:
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o Central Services up to two (2) consecutive business days
· Woolpert will update the configuration documentation based on the outcome of the second round
of configuration workshops
· Woolpert staff will perform system configuration in the Woolpert development environment and
restore to the client environment
· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one
(1) hour in duration, with the Client’s technical team
Assumptions
· All workshop preparation activities will be performed remotely
· Actual workshops will be administered on-site at Client facilities
· Client staff participating in the Configuration workshops will do so un-interrupted
Client Responsibilities
· Secure an appropriate workshop facility
· Coordinate and schedule workshop participants
· Workshop participants shall actively participate in workshop activities
TASK 2.4: CITYWORKS STOREROOM CONFIGURATION
Cityworks Storeroom is utilized for materials management within the Cityworks AMS framework. This task
addresses the core configuration of Storeroom. The Storeroom Configuration Workshops will consist of a
series of on-site meetings with Client staff to address all of the configuration elements that will need to
be put into place to support materials management. Upon completion of these workshops, the configu-
ration documentation will be updated and then the Storeroom application will be configured.
Related sub-tasks are as follows:
· Sub-Task 2.4.1: Configuration Workshops
o Sub-Task 2.4.1.1: Woolpert to Prepare for Configuration Workshops
o Sub-Task 2.4.1.2: Woolpert to Facilitate Configuration Workshops
- Sub-Task 2.4.1.2.1: Central Services Storeroom Configuration Workshop (On-Site Task)
o Sub-Task 2.4.1.3: Woolpert to Update Configuration Documentation
o Sub-Task 2.4.1.4: Woolpert to Perform Configuration in Development Environment
o Sub-Task 2.4.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
- Sub-Task 2.4.1.5.1: Remote Review Meeting 1
- Sub-Task 2.4.1.5.2: Remote Review Meeting 2
Deliverables
· A Woolpert Senior System Analyst will facilitate On-Site Configuration Workshop as follows:
o Central Services up to one (1) business day
· Woolpert will update the configuration documentation based on the outcome of the configuration
workshop
· Woolpert staff will perform system configuration in the Woolpert development environment and
restore to the client environment
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· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one
(1) hour in duration, with the Client’s technical team
Assumptions
· Workshop will be conducted in the same business week as the Round 2 Configuration Workshops
to minimize travel expenses
· All workshop preparation activities will be performed remotely
· Actual workshops will be administered on-site at Client facilities
· Client staff participating in the Configuration workshops will do so un-interrupted
Client Responsibilities
· Secure an appropriate workshop facility
· Coordinate and schedule workshop participants
· Workshop participants shall actively participate in workshop activities
TASK 2.5: REVIEW AND APPROVAL OF UPDATED SYSTEM CONFIGURATION AND DOCUMENTATION
Woolpert will submit the updated Configuration Documentation (completed in Tasks 2.1 through 2.4) to
the Client for review. The Client’s project manager and technical team members will undertake an
internal review of this documentation, providing pertinent feedback to Woolpert. Upon completion of
this task, we will have delivered a comprehensive set of configuration documents, updated to reflect the
current as-is system configuration. There will be additional opportunities to update this documentation
in future project phases up to and including the final / accepted configuration documents delivered just
prior to go-live.
Related sub-tasks are as follows:
· Sub-Task 2.5.1: Woolpert to Submit Updated Configuration Documentation to Client PM
· Sub-Task 2.5.2: Client Technical Team to Review Updated Configuration and Documentation
(Client-Owned Task)
· Sub-Task 2.5.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 2.5.4: Woolpert to Update Configuration Documentation per Client Technical Team
Review Comments
· Sub-Task 2.5.5: Woolpert to Submit Updated Pre-Final Configuration Documentation to Cli-
ent PM
Deliverables
· Woolpert will submit updated configuration documentation to the Client PM
· Woolpert will facilitate a remote configuration documentation review meeting, up to two (2)
hours in duration, with the Client’s technical team
· Woolpert will update the configuration documentation based on the outcome of the Client review
and re-submit the updated documentation to the Client project manager
Assumptions
· The Client PM will ensure that the necessary people review and understand the documentation
for its accuracy
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Client Responsibilities
· The Client PM and technical team will review and provide feedback on the configuration docu-
ment
· The Client PM and technical team will participate in a remote configuration document review
meeting
· The Client PM will approve and sign the configuration document
TASK 2.6: PROVIDE CITYWORKS AMS SOFTWARE DEMONSTRATIONS
After completion of the configuration workshops and associated system configuration and documentation
efforts as well as the initial review of the documents and system as configured in the development
environment, Woolpert will provide an onsite, full system demonstration to Client project participants,
end user community and stakeholders. Woolpert will provide two (2) separate demonstrations. Each
demonstration will be up to four (4) hours in duration in order to review the configuration in depth and
answer any questions. At the end of these meetings, it is anticipated that there may be some minor
requested changes to the system. Woolpert will make those changes to the Cityworks Server AMS envi-
ronment. Woolpert will facilitate a four (4) hour workshops to discuss the potential changes and next
steps in order to ready the project for the deployment phase.
Related sub-tasks are as follows:
· Sub-Task 2.6.1: Woolpert to Prepare for On-Site Software Demonstrations
· Sub-Task 2.6.2: Woolpert to Facilitate On-Site Software Demonstrations
o Sub-Task 2.6.2.1: Facilitate Software Demonstration 1 (On-Site Task)
o Sub-Task 2.6.2.2: Facilitate Software Demonstration 2 (On-Site Task)
o Sub-Task 2.6.2.3: Facilitate Demonstration Wrap-Up (On-Site Task)
Deliverables
· Woolpert will provide two (2) on-site Cityworks AMS solution demonstrations. Each demonstra-
tion will be up to four (4) hours in duration
· Woolpert will provide an on-site Demonstration Wrap-Up workshops of up to four (4) hours
Assumptions
· All demonstration preparation activities will be performed remotely
· Client staff participating in the demonstrations will do so un-interrupted
Client Responsibilities
· Secure an appropriate workshop facility
· Coordinate and schedule demonstration participants
TASK 2.7: PHASE 2 QUALITY CONTROL
Woolpert technical resources, not regularly involved with this implementation will perform independent
quality review of the work processes and deliverable products in accordance with the Woolpert Total
Quality Plan.
TASK 2.8: PHASE ACCEPTANCE AND CLOSE
This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered
the Phase 2 services in accordance with the Scope of Work and Project Plan.
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NOTE: Phase 3 of this scope is not dependent upon completion of either Phase 1 or Phase 2 to be com-
pleted. Phase 3 actually begins during Phase 1 activities and runs concurrently with Phase 2.
NOTE: Phase 4 will not begin until Phase 2 activities have been accepted and signed-off by the client.
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PHASE 3 – CENTRAL SERVICES - ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION
TASK 3.1: APPLICATION INTERFACES
To fully meet the Client’s over-arching asset management program objectives, the core Cityworks AMS
solution will need to be integrated with the new (yet to be determined) Motorola 311 replacement. Since
it is not known what the replacement 311 system will be, Woolpert will scope this integration at a later
time. Effort for the design, development and deployment of this interface is estimated in this scope of
work at $12,000.
TASK 3.2: PERFORM DATA CONVERSION OF LEGACY DATA SETS / PMS
Currently, Central Services uses Lucity to record all of the reactive and preventative maintenance work
orders. The legacy conversion task will begin with a workshop to define the information that needs to
be imported into Cityworks. Woolpert will work with the Implementation Team to define a process for
gathering this legacy information and providing it to Woolpert. Woolpert will develop the data migration
spreadsheets / scripts such that the legacy data can easily be loaded into the Cityworks database.
Central Services utilizes the preventative maintenance work order functionality heavily inside Lucity. Of
these preventative maintenance work orders, eight (80) percent are on HVAC systems inside the facili-
ties. Woolpert will work with Central Services to determine what preventative maintenance work orders
will be continues in the new Cityworks AMS and import those work orders so the client does not have to
create all the PM work orders in Cityworks.
Prior to the Phase 2 On-Site Software Demonstrations in Task 2.6, Woolpert will load the data collected
up to that time. This will serve as both a test of the data loading process and an evaluation of the
collected data. Subsequent to this data loading exercise, Woolpert may adjust the data loading tools to
optimize the loading process prior to the PROD cutover. Also, the Client may adjust their data collection
process to improve the quality / completeness of the collected data.
Prior to the Phase 4 Go-Live activities in Task 4.4, Woolpert will load the collected data into the City-
works PROD database. At that time, no more Central Services work activities and inspection results will
be collected on the spreadsheets.
Related sub-tasks are as follows:
· Sub-Task 3.2.1: Facilitate Data Conversion Workshops
o Sub-Task 3.2.1.1: Woolpert to Prepare for Data Conversion Workshops
o Sub-Task 3.2.1.2: Client PM to Prepare Site for Workshops (Client-Owned Task)
o Sub-Task 3.2.1.3: Woolpert to Facilitate Data Conversion Workshops
- Sub-Task 3.2.1.3.1: Existing PM Work Order Data (On-Site Task)
- Sub-Task 3.2.1.3.2: Future PM Work Order Data (On-Site Task)
o Sub-Task 3.2.1.4: Develop Data Conversion Plan Document
o Sub-Task 3.2.1.5: Submit Draft Data Conversion Plan Documentation to Client PM
o Sub-Task 3.2.1.6: Client Technical Team to Review Draft Data Collection Plan Document
(Client-Owned Task)
o Sub-Task 3.2.1.7: Woolpert to Facilitate Review of Data Conversion Plan Document
o Sub-Task 3.2.1.8: Woolpert to Update and Submit Data Conversion Plan Document
o Sub-Task 3.2.1.9: Client to Accept Data Conversion Plan Document
· Sub-Task 3.2.2: Data Conversion
o Sub-Task 3.2.2.1: In-Progress Data Conversion Review Meetings
- Sub-Task 3.2.2.1.1: Data Conversion Review Meeting 1
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- Sub-Task 3.2.2.1.2: Data Conversion Review Meeting 2
- Sub-Task 3.2.2.1.3: Data Conversion Review Meeting 3
- Sub-Task 3.2.2.1.4: Data Conversion Review Meeting 4
· Sub-Task 3.2.3: Migrate Legacy Data Sets to Cityworks AMS Database
o Sub-Task 3.2.3.1: TEST Data Conversion
- Sub-Task 3.2.3.1.1: Woolpert to Load Data Into TEST Environment
- Sub-Task 3.2.3.1.2: Woolpert to Facilitate Review of Data in TEST Environment
o Sub-Task 3.2.3.2: PROD Data Conversion
- Sub-Task 3.2.3.2.1: Woolpert to Load Data Into PROD Environment
Deliverables
· A Woolpert Sr. System Analyst will conduct a Data Conversion Workshop for up to two (2) business
days
· Woolpert will prepare a DRAFT Data Conversion Plan and submit to the Client PM
· Woolpert will facilitate a remote data conversion plan review meeting, up to two (2) hours in
duration, with the Client technical team
· Woolpert will update the data conversion plan based on the outcome of the review meeting and
re-submit to the FINAL Data Conversion Plan to the Client PM
· Woolpert will develop the tools for data loading
Assumptions
· The Data Conversion Workshop will be conducted during the same week as, and immediately
following, the Task 1.4: Business Process Review Workshops.
· The TEST Data Conversion Process will occur prior to the Task 2.6: On-Site Software Demonstra-
tions
· The PROD Data Conversion Process will occur prior to the Task 4.4: System Go-Live
· No data cleansing will be performed by Woolpert; all data will be loaded as collected by the
Client staff
Client Responsibilities
· Participate in the on-site data conversion workshops
· Review and comment upon the data conversion plan
TASK 3.3: DEVELOP CUSTOM REPORTS AND DASHBOARDS
Woolpert will catalogue all of the necessary reports learned throughout document discovery, work-shops,
and other various project meetings. Once the reports have been prioritized, Woolpert’s implementation
/ report development team will subsequently deploy as many of the identified reports as possible within
the allocated budget. Woolpert will utilize Crystal Reports to configure and deploy the resultant reports.
The reports will be reviewed with Client staff through a series of in-process development reviews.
Woolpert will incorporate requested changes into the reports. The reports will be tested as part of the
overall User Acceptance Testing efforts.
Related sub-tasks are as follows:
· Sub-Task 3.3.1: Client to Provide Woolpert a Prioritized List of Reports (Client-Owned Task)
· Sub-Task 3.3.2: Woolpert to Review Reports Provided by Client
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· Sub-Task 3.3.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 3.3.4: Woolpert to Develop Custom Reports
· Sub-Task 3.3.5: Woolpert to Facilitate In-Process Review Meetings with Client Technical
Team
o Sub-Task 3.3.5.1: In-Process Report Development Review Meeting #1
o Sub-Task 3.3.5.2: In-Process Report Development Review Meeting #2
o Sub-Task 3.3.5.3: In-Process Report Development Review Meeting #3
· Sub-Task 3.3.6: Configure and Test Reports in Development Environment
· Sub-Task 3.3.7: Update Reports Based on Feedback from Review Meetings
Deliverables
· Woolpert will develop as many custom reports as can be achieved within the allocated budget of
forty (40) man-hours (inclusive of discovery, development, and review)
· Woolpert will facilitate up to three in-process review meetings, each up to one half (0.5) hour in
duration, over the course of report development
Assumptions
· Some reports may not be able to be developed or accepted until the system is live and ample
data exists; approval of these reports will be noted as exceptions to the Phase 3 Acceptance and
Close document. The Phase 3 Acceptance and Close document will still be signed by the Client
indicating that all other tasks are complete and accepted prior to commencement of Phase 4:
Deployment.
Client Responsibilities
· Provide a prioritized list of reports or development consideration
· Participate in the remote in-process review meetings
TASK 3.4: PHASE 3 QUALITY CONTROL
Woolpert technical resources, not regularly involved with this implementation will perform independent
quality review of the work processes and deliverable products in accordance with the Woolpert Total
Quality Plan.
TASK 3.5: PHASE ACCEPTANCE AND CLOSE
This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered
the Phase 3 services in accordance with the Scope of Work and Project Plan. Phase 4 of this scope will
not begin until Phase 3 has been approved by the Client.
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PHASE 4 – CENTRAL SERVICES - SYSTEM DEPLOYMENT
TASK 4.1: DEVELOP TEST PLAN
The focus of system testing efforts is to thoroughly test the newly installed / configured Cityworks Server
AMS solution and ensure all delivered functionality (application workflows, templates, reports, inter-
faces) are properly functioning.
Woolpert will take the lead on developing a Testing and Acceptance Plan. The Plan will derive its focus
from the previously prepared Cityworks Configuration documents. Functional metrics that the Cityworks
configuration must successfully achieve prior to being promoted to the Client’s production environment
will be defined. Additionally test scenarios, designed to step Client Testers through the User Acceptance
Testing (UAT) process will be developed as part of this plan. Final plan contents will be per common
agreement between the Client testing team and Woolpert and will serve as the “script” for testing and
approving the system configuration. The test plan will address the core Cityworks configuration.
Related sub-tasks are as follows:
· Sub-Task 4.1.1: Woolpert to Develop Draft User Acceptance Test (UAT) Plan
· Sub-Task 4.1.2: Woolpert to Submit Draft UAT Plan to Client PM
· Sub-Task 4.1.3: Client Technical Team to Review Draft UAT Plan (Client-Owned Task)
· Sub-Task 4.1.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 4.1.5: Woolpert to Update Draft UAT Plan per Client Comments
· Sub-Task 4.1.6: Woolpert to Submit Updated UAT Plan to Client PM
Deliverables
· Woolpert will prepare and deliver the DRAFT Testing and Acceptance Plan to the Client PM
· Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Client
testing team.
· Woolpert will update the testing and Acceptance Plan per the results of the review meeting and
submit the FINAL Testing and Acceptance Plan to the Client PM
Assumptions
· The Testing and Acceptance Plan will be developed per common agreement between the Client
and Woolpert.
Client Responsibilities
· The Client’s PM and members of the testing team must thoroughly review and understand the
Testing and Acceptance Plan.
TASK 4.2: USER ACCEPTANCE TESTING
Once the Testing Plan has been approved by all parties, the Client testing team will undertake the user
acceptance testing activities defined within the plan. Woolpert will provide tester training for the Client
testing administrator and testers and then on-site support during the Client’s testing activities. Should
the Client testing extend beyond the scoped on-site testing support period, the Client testing team will
complete the testing the following week. Woolpert will make the required configuration updates /
modifications / corrections to achieve testing acceptance and demonstrate the correction for acceptance
either while on-site during the on-site testing period or remotely after the on-site testing period.
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The Client testers (Cityworks users) will “step” the Cityworks configuration through the test scripts de-
fined within the Testing and Acceptance Plan. The test scenarios will be marked as either “pass” or “fail”
with appropriate notes and screen shots provided to Woolpert for resolution. Testing and related config-
uration updates will continue until acceptable performance is achieved as defined within the Testing and
Acceptance Plan. During testing, a regular scheduled phone meeting will be held to review issues and
resolutions.
It will be the responsibility of the Client to select a number of end-users who will perform testing of the
newly configured Cityworks PLL system. In order to effectively test the system in accordance with the
testing plan, training will be provided to these end-users. The training will consist of four (4) consecutive
business days of training. The following training will include the following:
· Training Course 1 – Work Management .................................................... 4 hours
· Training Course 2 – Storeroom .............................................................. 4 hours
Related sub-tasks are as follows:
· Sub-Task 4.2.1: Woolpert to Prepare Training Materials
· Sub-Task 4.2.1.1: Woolpert to Prepare Training Materials
· Sub-Task 4.2.1.2: Client PM to Prepare Client Site for Training (Client-Owned Task)
· Sub-Task 4.2.1.3: Woolpert to Provide On-Site Training
o Sub-Task 4.2.3.1: Training Course 1 – Work Management (On-Site Task)
o Sub-Task 4.2.3.2: Training Course 2 – Storeroom (On-Site Task)
· Sub-Task 4.2.2: Woolpert to Support User Acceptance Testing
· Sub-Task 4.2.2.1: Woolpert to Support User Acceptance Testing (On-Site Task)
· Sub-Task 4.2.2.2: Client to Complete User Acceptance Testing (Client-Owned Task)
· Sub-Task 4.2.2.3: Woolpert to Provide Remote Testing Support
· Sub-Task 4.2.2.4: Woolpert to Update AMS and Related Application Configurations per
Testing Results
o Sub-Task 4.2.2.4.1: AMS Configuration
o Sub-Task 4.2.2.4.2: Configuration Documentation
Deliverables
· Woolpert project team members will prepare and deliver Tester Training over a one a (1.0)
business day as detailed above.
· Woolpert will support testing on-site for three (3.0) consecutive business days
· Woolpert will provide remote assistance over five (5) consecutive business days immediately
following the on-site testing period for up to eight (8) hours
Assumptions
· Total on-site time for Tester Training and On-Site Testing Support will not exceed four and a half
(4.5) business days
· If UAT is not completed during the on-site testing period, the Client team will complete all UAT
and provide feedback to the Woolpert team within five (5) business days after the on-site testing
period. Should client-led testing extend beyond this period, Training and Go-Live tasks may be
impacted resulting in a delay to the schedule and possibly additional fees to the project.
· The Client understands that failure to provide the Client testing team with the appropriate test-
ing documents will impact Woolpert’s ability to properly train these users in the time allotted
for classroom training.
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· The Client understands that failure to properly prepare the training site and ensuring adequate
available training resources will result in the Woolpert – Client training team being unable to
provide the required training to the Client testers.
· The Client understands that failure to properly prepare for and participate in the training sessions
will significantly impact the Client testing team’s ability to effectively make use of the config-
ured Cityworks Server AMS application.
Client Responsibilities
· Distribute testing materials to the Client testing team prior to the scheduled training sessions.
· Ensure training room is prepared in advance.
· The Client’s project manager and testing team must thoroughly review and understand the train-
ing syllabus developed by Woolpert.
· Secure an appropriate training facility suitable for participants,
· Schedule and accommodate the appropriate Client testing team members such that they are
available, without undue interruption, for the required number of days.
TASK 4.3: PROVIDE END-USER TRAINING
Completion of the testing efforts will result in Client system administrators and end-users being provided
the training necessary to manage (administrators) and use (end-users) the configured Cityworks Server
AMS and integrated applications in an effective manner such that the Client’s over-arching business ob-
jectives can be met through use of the newly configured system.
Woolpert team members will lead all end user training. Each training class will be supported by one or
more Client Core Team Members. Classes will not exceed twelve (12) students.
Woolpert will adapt Cityworks standard training materials for the end user training. However, these
training materials will not be heavily customized for the Client’s purposes.
Related sub-tasks are as follows:
· Sub-Task 4.3.1: Woolpert to Prepare Training Materials
· Sub-Task 4.3.2: Client PM to Prepare Client Site for Training (Client-Owned Task)
· Sub-Task 4.3.3: Woolpert to Provide On-Site End User Training
o Sub-Task 4.3.3.1: EUT - CWKS Administrators Cityworks Designer and Administrator Train-
ing (On-Site Task)
o Sub-Task 4.3.3.2: EUT - Service Requests, Work Orders and Inspection Training (On-Site
Task)
o Sub-Task 4.3.3.3: EUT - Service Requests, Work Orders and Inspection Training (On-Site
Task)
o Sub-Task 4.3.3.4: EUT –Storeroom Training (On-Site Task)
Deliverables
· Preparation of training materials
· Delivery of the following training classes by a single Woolpert team members:
o Cityworks Administrator Training .................................. 8 hours
o Cityworks SR,WO,INSP Training – Class 1 ........................ 12 hours
o Cityworks SR,WO,INSP Training – Class 2 ........................ 12 hours
o Cityworks Storeroom Training ...................................... 4 hours
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Scope of Work
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Assumptions
· Training courses will occur over one (1) consecutive business week
· The Client has an adequate training facility that can accommodate the resultant number of staff
to be trained
Client Responsibilities
· Secure an appropriate training facility
· Coordinate and schedule training participants
· Training participants shall actively participate in training activities
TASK 4.5: PROVIDE GO-LIVE SUPPORT
Immediately following the Cityworks Training, Woolpert will provide on-site System Go-Live support in
order to assist with the successful start-up of the Cityworks system. During this time, Woolpert’s Senior
Systems Analyst and a Systems Analyst will assist the Client’s end-users and system administrators with
site-specific configuration issues. Additional coaching and supplemental training services will also be
provided during this time.
In preparation for go live, Woolpert’s Senior Systems Analyst will work on-site with the Client’s project
manager and IT support staff to ensure that all terminals requiring access to the Cityworks application
are tested for connectivity; all terminals requiring the ability to print documents are tested for connec-
tivity; and all system user accounts are tested for login ability. Additionally, as part of the go-live prep-
aration activities, Woolpert’s Senior Systems Analyst will migrate the configured and approved Cityworks
configuration from the Development environment to the Production environment.
During the first week of live Cityworks operations, Woolpert’s Senior Systems Analyst and Systems Analyst
will provide the on-site support required to coach new users and provide detailed technical systems
support. This support will occur between the hours of 8:00 am and 5:00 pm local time Monday through
Friday of the first week of production. Scheduling variances can be facilitated by Woolpert to accommo-
date the Client schedules. During the week immediately following the on-site go-live support, Woolpert
will ensure that both analysts are available to support the Central Services Department remotely.
Related sub-tasks are as follows:
· Sub-Task 4.4.1: Woolpert to Migrate AMS Configuration to Production Environment (On-Site
Task)
· Sub-Task 4.4.2: Woolpert to Perform Data Load to Production Environment AMS Database
(On-Site Task)
· Sub-Task 4.4.3: Woolpert to Provide One Week of On-Site Go-Live Support (On-Site Task)
· Sub-Task 4.4.4: Woolpert to Provide One Week of Remote Post Go-Live Support
Deliverables
· Woolpert will migrate all system configuration from Development to Production environment
· Woolpert will perform a final data load manually collected datasets to Production database
· A Woolpert Senior Systems Analyst and System Analyst will be provided on site for up to thirty
two (32) hours each to support system go-live activities
· Woolpert will provide up to sixteen (16) hours of remote post go-live support during the first
week of full system use immediately following the go-live activities.
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Assumptions
· The Client’s project manager will provide project sign-off within agreed upon timeframe follow-
ing Go-Live.
Client Responsibilities
· The Client’s project manager and IT support staff should equally assist in administering the Go-
Live tasks to make sure it is clear to the End-Users that the Client is internally capable of sup-
porting the newly deployed Cityworks Server AMS solution. The Client system administrators and
IT support staff will benefit from learning basic Cityworks AMS troubleshooting routines during
this time.
TASK 4.5: PHASE 4 QUALITY CONTROL
Woolpert technical resources, not regularly involved with this implementation will perform independ-
ent quality review of the work processes and deliverable products in accordance with the Woolpert To-
tal Quality Plan.
TASK 4.6: PHASE ACCEPTANCE AND CLOSE
This is the Phase 4 exit document that the Client signs indicating Woolpert has delivered the Phase 4
services in accordance with the Scope of Work. After the phase 4 has been approved by the Client,
Woolpert will provide a project close document for signature by the Client, signifying that all items
listed within this scope of work have been completed.
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PHASE 5 – RECREATION & PARKS - IMPLEMENTATION PLANNING
TASK 5.1: CONDUCT PRE-PLANNING DISCOVERY
A pre-planning discovery task will be facilitated by Woolpert’s Project Manager for the purpose of aligning
the Client’s implementation / functionality requirements with the project plan. This discovery process
will clarify implementation objectives defined in the RFP, as well as uncover other factors (system in-
terfaces, workflow details, reporting requirements, data conversion requirements, etc.) that may not
have been clearly addressed to date. In these events, a decision will be made by the Client’s Project
Manager to update the Project Plan to include these additional tasks, or place them in a parking-lot for
future attention. Based upon the results of this discovery, Woolpert will make any necessary adjustments
to the Project Plan and obtain acceptance from the Client.
Related sub-tasks are as follows:
· Sub-Task 5.1.1: Prepare Request for Information
· Sub-Task 5.1.2: Submit RFI to Client PM
· Sub-Task 5.1.3: Client PM to Facilitate Data Gathering Process and Provide Data to Woolpert
(Client-Owned Task)
· Sub-Task 5.1.4: Woolpert to Perform Desktop Audit of Collected Information
· Sub-Task 5.1.5: Woolpert to Prepare for On-Site Discovery Workshops
· Sub-Task 5.1.6: Woolpert to Facilitate Pre-Planning Discovery Workshops (On-Site Task)
· Sub-Task 5.1.7: Woolpert to Document Workshop Findings and Update Implementation Scope
of Services, Assumptions, and Risk Plan
· Sub-Task 5.1.8: Woolpert to Submit Updated Documentation to Client PM
· Sub-Task 5.1.9: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
Deliverables
· Woolpert will prepare a Request for Information and submit it to the Client PM
· Woolpert will perform a desktop review of the data provided by the Client PM
· Woolpert PM and a Senior Systems Analyst will facilitate a series of discovery workshops, on-site
at the Client’s facilities, over the course of two (2.0) consecutive business days
· Woolpert will document the workshop discussions and finding in the form of a Technical Memo-
randum and submit it to the Client PM
· Woolpert will facilitate a remote conference call meeting with the Client team to review the
contents of the Technical Memorandum
Assumptions
· The Client PM will provide the Data gathered from the Request for Information no later than one
week before the pre-discovery workshops
· All activities, other than the actual workshop will be performed remotely
· The Client’s project manager will ensure site readiness and staff participation for the workshop
Client Responsibilities
· The Client PM will facilitate the data gathering process to collect the information detailed in
Woolpert’s RFI
· The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the work-
shops
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· The Client PM will schedule all Client workshop attendees
· All identified Client workshop attendees will actively participate in the on-site meetings without
undue interruption
· The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion
· The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM
TASK 5.2: INSTALL AND CONFIGURE CORE CITYWORKS AMS SOFTWARE IN A SANDBOX ENVIRONMENT
This task includes installing the core Cityworks AMS software, other supporting Cityworks applications,
and a test version of a sample Cityworks database within the Client’s networked environment. Woolpert
will perform the necessary testing and configuration modifications needed to ensure a successful City-
works install within the Client’s on-premise testing environment. Woolpert will request that one of the
three existing databases be utilized for the sample database. A Woolpert System Analyst will be onsite
to confirm the installation of the core Cityworks software and related test database.
Related sub-tasks are as follows:
· Sub-Task 5.2.1: Woolpert to Install and Configure AMS Software in a Sandbox Environment
(On-Site Task)
· Sub-Task 5.2.2: Woolpert to Test Installation and Configuration and Modify as Required (On-
Site Task)
· Sub-Task 5.2.3: Woolpert to Provide Core Cityworks AMS Software Administration Training
to Client System Administrators
Deliverables
· Installation will take place during the same business week as, and immediately following, the
pre-planning discovery workshop in Task 5.1 to minimize travel-related expenses
· Woolpert’s Senior Systems Analyst will perform on-site installation, configuration, and testing of
the core Cityworks Server AMS test applications and database in the Client’s on-premise network
environment (Test) over the course of four (4) hours.
· Woolpert’s Senior Systems Analyst will provide Core Cityworks AMS installation and back-up train-
ing to the Client’s system administrators during the time on-site to perform the installation ser-
vices over the course of (4) hours.
Assumptions
· Activities including Installation, configuration, testing and training will be performed onsite at
the Client’s facilities.
· Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi-
ronment
· The Client’s Project Manager will ensure site readiness and staff participation for the training
· The Client’s Project Manager will ensure IT Staff are available during the Cityworks Server AMS
installation and testing to ensure the proper access and permissions are granted
· The Client will create a login for Woolpert for the necessary access to install software, set up
databases, and test the software
Client Responsibilities
· Create the logins for Woolpert with the necessary permissions
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· Ensure the Servers are prepared for the installation of Cityworks Server AMS including ArcGIS
Server, SDE and RDBMS (SQL Server)
· Client project manager to ensure the necessary staff participate in the training
TASK 5.3: PROVIDE ASSET MANAGEMENT (AM) SOFTWARE DEMONSTRATIONS
Once the initial AM software sandbox environment has been installed and configured, Woolpert will fa-
cilitate a series of on-site software demonstrations for the purpose of introducing the Client’s project
end user community to the core functionality and features of the AM software application(s). For many
of the future users this will be their first exposure to the new AM software. These demonstrations will
provide an initial overview of the features and functions of the new software and will serve as a basis of
on-going software training and knowledge transfer that will increase in frequency and complexity as the
project progresses through the subsequent design, configuration and deployment phases. The on-site
software demonstrations will be facilitated multiple times over a one (1) day period to accommodate
project team member schedules.
Shortly after completion of the on-site software demonstrations, a Woolpert System Analyst will work
with the Client’s identified AM System Administrator to establish Sandbox log-ins for each identified
project team member so that they may log into the system at their leisure to further explore the AM
software workflows and capabilities.
Related sub-tasks are as follows:
· Sub-Task 5.3.1: Woolpert to Prepare Software Demonstration Agenda
· Sub-Task 5.3.2: Woolpert to Submit Agenda to Client PM
· Sub-Task 5.3.3: Client PM to Prepare Site for Software Demonstrations (Client-Owned Task)
· Sub-Task 5.3.4: Woolpert to Provide Software Demonstrations (On-Site Task)
Deliverables
· Demonstrations will take place during the same business week as, and immediately following,
the software installation in Task 5.2 to minimize travel-related expenses
· Woolpert will develop a Software Demonstration agenda and provide same to the Client pro-
ject manager
· Woolpert will provide a Systems Analyst onsite for up to one (1) business day to facilitate the
Software Demonstrations
Assumptions
· Software Demonstrations will be facilitated utilizing the newly installed on-premise AM soft-
ware environment; alternatively, demonstrations can be conducted by the Woolpert Analyst
using an environment installed locally on their work station.
· The Client’s project manager will ensure site readiness and staff participation for the Soft-
ware Demonstrations
· The Client’s project manager will provide a conference room or training room with a projec-
tor. During the Software Demonstrations, individual computers are not needed for the par-
ticipants. The software functionality will be demonstrated from the instructor’s computer.
· The Client’s project manager will ensure Woolpert is provided access to the AM software
environment installed on-premise
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Client Responsibilities
· Client project manager to review and accept agenda for Software Demonstrations
· Client project manager to schedule and accommodate the appropriate Client project team
members such that they are available, without undue interruption, for the required number
of days
· Secure an appropriate training facility suitable for participants
TASK 5.4: CONDUCT BUSINESS PROCESS REVIEWS
The objective of the business process reviews is three-fold: 1) provide Woolpert’s implementation team
with a deep understanding of the Client’s planned / desired work management processes, 2) provide
Client project participants with a deeper understanding of the impending business process improvements
introduced by the planned Cityworks AMS solution, and 3) establish asset life-cycle management and
work management workflows in the context of Cityworks’ asset management capabilities.
One of the main features of a Cityworks asset and maintenance, management system is the ability of the
software to be configured to fit the unique manner in which an organization executes and manages its
infrastructure maintenance management activities. To accomplish this, Woolpert will work with Client
staff to document the work processes related to asset and maintenance management activities and Key
Performance Indicators (KPIs). This will be accomplished via one round of on-site – hands-on workshops.
The purpose is to gather the following information:
· What are the current issues and challenges related to asset and maintenance management?
· Who will use the software?
· How will they use the software—what tasks do they need to perform?
· In what environment will they use it?
· What difference should it make for their jobs?
· How will your staff use the data—how is data analyzed, how are reports prepared, etc.?
These work process reviews will play a critical role in defining and establishing the configuration require-
ments for the Cityworks system. Using the information gathered during the business process assessment
task, and informed by the identified needs of the Client, the Woolpert team will evaluate the current
business processes to identify workflow issues. Business processes that might require enhancement or
replacement will be identified. The team will then design improved workflows.
Following the workshops, Woolpert will document pertinent work processes in a Workflow Document
supported by graphical diagrams and text numerical format (i.e.: Step 1, Step 2, etc.). Woolpert will
provide the documented workflows to Client staff to review and comment upon. Once finalized,
Woolpert will update the workflow documentation.
Related sub-tasks are as follows:
· Sub-Task 5.4.1: Business Process Review Workshops
o Sub-Task 5.4.1.1: Woolpert to Prepare for Business Process Review Workshops
o Sub-Task 5.4.1.2: Woolpert to Facilitate Business Process Review Workshops
· Sub-Task 5.4.2: Woolpert to Prepare Business Process Review Technical Memorandum
· Sub-Task 5.4.3: Woolpert to Submit Technical Memorandum to Client PM
· Sub-Task 5.4.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 5.4.5: Woolpert to Prepare Updates to Business Process Review Technical Memo-
randum
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Deliverables
· A Woolpert Project Manager and Senior System Analyst will facilitate a series of initial on-site
Business Process Review Workshops as follows:
o Recreation and Parks for up to two (2) consecutive business days
· Woolpert team members will document the outcomes of the workshops in the form of a Technical
Memorandum and submit to the Client project manager for review
· Woolpert team members will facilitate a remote review meeting up to two (2) hours in duration
with the client technical team and update the Technical Memorandum based on the outcome of
the review meeting
Assumptions
· The business work management business processes will be the starting point for this workshop.
It is expected that the Recreation & Parks Department will accept these processes with minimal
changes. NOTE: Should the Recreation & Parks Department require significant changes to the
workflows, a follow-up onsite workshop and additional effort during the configuration phase may
be required.
· All activities, other than the actual workshops will be performed remotely.
· The Client’s project manager will ensure site readiness and staff participation for the workshops
Client Responsibilities
· Secure an appropriate meeting facility suitable for participants,
· Schedule and accommodate the appropriate Client project participants such that they are avail-
able, without undue interruption, for the required number of days.
TASK 5.5: PHASE 5 QUALITY CONTROL
Woolpert technical resources, not regularly involved with this implementation will perform independent
quality review of the work processes and deliverable products in accordance with the Woolpert Total
Quality Plan.
TASK 5.6: PHASE ACCEPTANCE AND CLOSE
This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered
the Phase 5 services in accordance with the Scope of Work and Project Plan. Phase 6 of this scope will
not begin until Phase 5 has been approved by the Client.
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PHASE 6 – RECREATION & PARKS - CORE SYSTEM DESIGN AND CONFIGURATION
TASK 6.1: PREPARE CONFIGURATION DOCUMENTATION
Woolpert will compile the information gathered and documented through the multiple on-site workshops
and other related project meetings and distill same into a series of organized configuration documents
that will be used to guide the required Cityworks configuration such that it supports the Client’s work
order and asset maintenance management activities.
Related sub-tasks are as follows:
· Sub-Task 6.1.1: Woolpert to Prepare Draft Configuration Documentation
· Sub-Task 6.1.2: Woolpert to Submit to Client PM for Review
· Sub-Task 6.1.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
Deliverables
· Woolpert team members will develop a set of configuration documents as more fully detailed
above
· Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Client’s
technical team
Assumptions
· All above listed tasks will be performed remotely
Client Responsibilities
· Review the prepared Draft Configuration documentation
· Participate in the remote review meeting
TASK 6.2: CONDUCT CORE TEAM TRAINING
Core Team Training will be facilitated for the purpose of providing the Client’s Project Team members
with the Cityworks Server AMS knowledgebase needed to support the system design and implementation
decisions. Core Team Training will be comprised of a two-day curriculum designed to introduce the City-
works asset management tools to the Client’s Project Team members.
The purpose of the Core Team Training is to provide the Client’s project participants (those with imple-
mentation responsibilities) with enough exposure to, and understanding of, the Cityworks work order and
asset management functionality such that they are able to make smart and informed decisions as they
relate to the overall implementation objectives. The intent of the Core Team Training is not to provide
the skills needed to maintain the daily operations of the system. This End-User Training is provided at a
later date.
Core Team Training will be facilitated in a classroom environment (computer lab or training room) on-
site at the Client’s facilities.
Related sub-tasks are as follows:
· Sub-Task 6.2.1: Woolpert to Prepare Core Team Training Agenda
· Sub-Task 6.2.2: Woolpert to Submit Agenda to Client PM
· Sub-Task 6.2.3: Client PM to Prepare Site for Core Team Training (Client-Owned Task)
· Sub-Task 6.2.4: Woolpert to Provide Core Team Training (On-Site Task)
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Scope of Work
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March 1, 2017 33
Deliverables
· Woolpert will develop a Core Team Training agenda and provide same to the Client project man-
ager
· Woolpert will provide a Systems Analyst onsite for up to one (1) consecutive business day to
provide the Core Team Training
Assumptions
· Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi-
ronment
· The Client’s project manager will ensure site readiness and staff participation for the training
· The Client’s project manager will provide a conference room or training room with a projector.
During Core Team Training, individual computers are not needed for the participants. The soft-
ware will be demonstrated
· Ensure Woolpert access to the Cityworks Server AMS environment installed on-premise to perform
training
Client Responsibilities
· Client project manager to review and accept agenda for training
· Client project manager to schedule and accommodate the appropriate Client project team mem-
bers such that they are available, without undue interruption, for the required number of days
· Secure an appropriate training facility suitable for participants
TASK 6.3: CORE CITYWORKS AMS CONFIGURATION
Cityworks AMS configuration will be facilitated by Woolpert through a series of on-site configuration
workshops. The first round of workshops will address:
• Domains. This is the security architecture that determines how employees, work orders and other
information can be shared across organizational boundaries.
• Employee Hierarchy. Determines security protocols for each user of the system as well as practical
grouping of employees for assignments to work orders and service requests (e.g. crews).
• Work Orders. Templates for each of the type of maintenance activities that will be performed on
each asset in the system
• Inspections. Templates for each inspection that will be executed for the assets within the system
• Tasks. Individual work items associated with a work order. For example, a repair sewer main work
order might have tasks for establish traffic control, utility locate, excavate, etc.
• Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of
materials are things such as pipes and meters.
• Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order
but are not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc.
• Service Requests. Templates for requests for service. Many times maintenance activities are initi-
ated starting with a service request whose purpose is to determine if a work is necessary or not.
• Reporting. Current or future expected reports will be discussed and designed.
• Projects. Projects to be managed within Cityworks
Woolpert will update the System Configuration Document after the first round of configuration workshops
is complete. The extra planning steps that are taken during the initial phases of an implementation, such
as this will reap tremendous rewards when the system goes into production. As part of the meetings,
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Woolpert will have a full version of Cityworks available to help facilitate ideas and approaches to the
configuration – this is also part of the overall iterative learning process.
At the end of the first round of workshops, there will be a set of action items for the Client team members
such as gathering the current list of employees, people, contractors and hard work orders, reports, in-
spection forms, etc. Woolpert will prepare a full list of action items and submit to the Client project
manager. At the end of these meetings, Woolpert will have enough information to configure approxi-
mately 70% of the Client’s needs.
The second and final workshops will address proposed configuration approaches to service requests, work
orders, and inspections identified in the initial meetings. During these workshops, the Client’s actual
configured data will be available for viewing within Cityworks. At the end of these meetings, Woolpert
will have enough information to configure approximately 100% of the Client’s needs.
Related sub-tasks are as follows:
· Sub-Task 6.3.1: Round 1 AMS Configuration Workshops
o Sub-Task 6.3.1.1: Woolpert to Prepare for Configuration Workshops (First Round)
o Sub-Task 6.3.1.2: Woolpert to Facilitate Configuration Workshops (Round 1)
- Sub-Task 6.3.1.2.1: Recreation & Parks AMS Configuration Workshop 1 (On-Site Task)
o Sub-Task 6.3.1.3: Woolpert to Update Configuration Documentation (Round 1)
o Sub-Task 6.3.1.4: Woolpert to Perform Configuration in Development Environment
o Sub-Task 6.3.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
- Sub-Task 6.3.1.5.1: Remote Review Meeting 1
- Sub-Task 6.3.1.5.2: Remote Review Meeting 2
· Sub-Task 6.3.2: Round 2 Configuration Workshops
o Sub-Task 6.3.1.1: Woolpert to Prepare for Configuration Workshops (Second Round)
o Sub-Task 6.3.2.2: Woolpert to Facilitate Configuration Workshops (Round 2)
- Sub-Task 6.5.3.2.2.1: Recreation & Parks AMS Configuration Workshops 2 (On-Site Task)
o Sub-Task 6.3.2.3: Woolpert to Update Configuration Documentation (Round 2)
o Sub-Task 6.3.2.4: Woolpert to Perform Configuration in Development Environment
o Sub-Task 6.3.2.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
- Sub-Task 6.3.2.5.1: Remote Review Meeting 1
- Sub-Task 6.3.2.5.2: Remote Review Meeting 2
Deliverables
· A Woolpert Senior System Analyst and System Analyst will facilitate Round 1 On-Site Configura-
tion Workshops as follows:
o Recreation & Parks up to three (3) consecutive business days
· Woolpert will update the configuration documentation based on the outcome of the first round
of configuration workshops
· Woolpert staff will perform system configuration in the Client’s on-premise development envi-
ronment via remote access or internally on Woolpert servers and restore to the client environ-
ment
· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one
(1) hour in duration, with the Client’s technical team
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· A Woolpert Senior System Analyst will facilitate Round 2 On-Site Configuration Workshops as
follows:
o Recreation & Parks up to two (2.0) consecutive business days
· Woolpert will update the configuration documentation based on the outcome of the second round
of configuration workshops
· Woolpert staff will perform system configuration in the Client’s on-premise development envi-
ronment via remote access
· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one
(1) hour in duration, with the Client’s technical team
Assumptions
· All workshop preparation activities will be performed remotely
· Actual workshops will be administered on-site at Client facilities
· Client staff participating in the Configuration workshops will do so un-interrupted
Client Responsibilities
· Secure an appropriate workshop facility
· Coordinate and schedule workshop participants
· Workshop participants shall actively participate in workshop activities
· Populate the updated GIS database with the Recreation and Parks asset inventory
TASK 6.4: CITYWORKS STOREROOM CONFIGURATION
Cityworks Storeroom is utilized for materials management within the Cityworks AMS framework. This task
addresses the core configuration of Storeroom. The Storeroom Configuration Workshops will consist of a
series of on-site meetings with Client staff to address all of the configuration elements that will need to
be put into place to support materials management. Upon completion of these workshops, the configu-
ration documentation will be updated and then the Storeroom application will be configured.
Related sub-tasks are as follows:
· Sub-Task 6.4.1: Storeroom Configuration Workshops
o Sub-Task 6.4.1.1: Woolpert to Prepare for Storeroom Configuration Workshops
o Sub-Task 6.4.1.2: Woolpert to Facilitate Storeroom Configuration Workshops
- Sub-Task 6.4.1.2.1: Recreation & Parks Storeroom Configuration Workshop (On-Site
Task)
o Sub-Task 6.4.1.3: Woolpert to Update Configuration Documentation
o Sub-Task 6.4.1.4: Woolpert to Perform Configuration in Development Environment
o Sub-Task 6.4.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
- Sub-Task 6.4.1.5.1: Remote Review Meeting 1
- Sub-Task 6.4.1.5.2: Remote Review Meeting 2
Deliverables
· A Woolpert Senior System Analyst will facilitate On-Site Configuration Workshop as follows:
o Recreation & Parks up to eight (8) hours
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March 1, 2017 36
· Woolpert will update the configuration documentation based on the outcome of the configuration
workshop
· Woolpert staff will perform system configuration in the Client’s on-premise development envi-
ronment via remote access
· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one
(1) hour in duration, with the Client’s technical team
Assumptions
· Workshop will be conducted in the same business week as the Round 2 Configuration Workshops
· All workshop preparation activities will be performed remotely
· Actual workshops will be administered on-site at Client facilities
· Client staff participating in the Configuration workshops will do so un-interrupted
Client Responsibilities
· Secure an appropriate workshop facility
· Coordinate and schedule workshop participants
· Workshop participants shall actively participate in workshop activities
TASK 6.5: REVIEW AND APPROVAL OF UPDATED SYSTEM CONFIGURATION AND DOCUMENTATION
Woolpert will submit the updated Configuration Documentation (completed in Tasks 6.1 through 6.4) to
the Client for review. The Client’s project manager and technical team members will undertake an
internal review of this documentation, providing pertinent feedback to Woolpert. Upon completion of
this task, we will have delivered a comprehensive set of configuration documents, updated to reflect the
current as-is system configuration. There will be additional opportunities to update this documentation
in future project phases up to and including the final / accepted configuration documents delivered just
prior to go-live.
Related sub-tasks are as follows:
· Sub-Task 6.5.1: Woolpert to Submit Updated Configuration Documentation to Client PM
· Sub-Task 6.5.2: Client Technical Team to Review Updated Configuration and Documentation
(Client-Owned Task)
· Sub-Task 6.5.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 6.5.4: Woolpert to Update Configuration Documentation per Client Technical Team
Review Comments
· Sub-Task 6.5.5: Woolpert to Submit Updated Pre-Final Configuration Documentation to Cli-
ent PM
Deliverables
· Woolpert will submit updated configuration documentation to the Client PM
· Woolpert will facilitate a remote configuration documentation review meeting, up to two (2)
hours in duration, with the Client’s technical team
· Woolpert will update the configuration documentation based on the outcome of the Client review
and re-submit the updated documentation to the Client project manager
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March 1, 2017 37
Assumptions
· The Client PM will ensure that the necessary people review and understand the documentation
for its accuracy
Client Responsibilities
· The Client PM and technical team will review and provide feedback on the configuration docu-
ment
· The Client PM and technical team will participate in a remote configuration document review
meeting
· The Client PM will approve and sign the configuration document
TASK 6.6: PROVIDE CITYWORKS AMS SOFTWARE DEMONSTRATIONS
After completion of the configuration workshops and associated system configuration and documentation
efforts as well as the initial review of the documents and system as configured in the development
environment, Woolpert will provide an onsite, full system demonstration to Client project participants,
end user community and stakeholders. Woolpert will provide three (3) separate demonstrations. Each
demonstration will be up to four (4) hours in duration in order to review the configuration in depth and
answer any questions. At the end of these meetings, it is anticipated that there may be some minor
requested changes to the system. Woolpert will make those changes to the Cityworks Server AMS envi-
ronment. Woolpert will facilitate a four (4) hour workshop to discuss the potential changes and next
steps in order to ready the project for the deployment phase.
Related sub-tasks are as follows:
· Sub-Task 6.6.1: Woolpert to Prepare for On-Site Software Demonstrations
· Sub-Task 6.6.2: Woolpert to Facilitate On-Site Software Demonstrations
o Sub-Task 6.6.2.1: Facilitate Software Demonstration 1 (On-Site Task)
o Sub-Task 6.6.2.2: Facilitate Software Demonstration 2 (On-Site Task)
o Sub-Task 6.6.2.3: Facilitate Demonstration Wrap-Up (On-Site Task)
Deliverables
· Woolpert will provide two (2) on-site Cityworks AMS solution demonstrations. Each demonstra-
tion will be up to four (4) hours in duration
· Woolpert will provide an on-site Demonstration Wrap-Up workshops of up to four (4) hours
Assumptions
· All demonstration preparation activities will be performed remotely
· Client staff participating in the demonstrations will do so un-interrupted
Client Responsibilities
· Secure an appropriate workshop facility
· Coordinate and schedule demonstration participants
TASK 6.7: PHASE 6 QUALITY CONTROL
Woolpert technical resources, not regularly involved with this implementation will perform independent
quality review of the work processes and deliverable products in accordance with the Woolpert Total
Quality Plan.
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Scope of Work
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March 1, 2017 38
TASK 6.8: PHASE ACCEPTANCE AND CLOSE
This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered
the Phase 6 services in accordance with the Scope of Work and Project Plan.
NOTE: Phase 7 of this scope is not dependent upon completion of either Phase 5 or Phase 6 to be com-
pleted. Phase 7 actually begins during Phase 5 activities and runs concurrently with Phase 6 and 8.
NOTE: Phase 8 will not begin until Phase 7 activities have been accepted and signed-off by the client.
Cityworks Enterprise Asset Management System Implementation
Scope of Work
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March 1, 2017 39
PHASE 7 – RECREATION & PARKS - ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURA-
TION
TASK 7.1: APPLICATION INTERFACES
To fully meet the Client’s over-arching asset management program objectives, the core Cityworks AMS
solution will need to be integrated with the ActiveNet software. The ActiveNet software is used for
Recreation & Parks scheduling. Effort for the design, development and deployment of this interface is
estimated in this scope of work at $12,000.
TASK 7.2: PERFORM DATA CONVERSION OF LEGACY DATA SETS
No legacy or external datasets will be loaded into the Cityworks database for this department.
Deliverables
· NA
Assumptions
· NA
Client Responsibilities
· NA
TASK 7.3: DEVELOP CUSTOM REPORTS AND DASHBOARDS
Woolpert will catalogue all of the necessary reports learned throughout document discovery, work-shops,
and other various project meetings. Once the reports have been prioritized, Woolpert’s implementation
/ report development team will subsequently deploy as many of the identified reports as possible within
the allocated budget. Woolpert will utilize either Crystal to configure and deploy the resultant reports.
The reports will be reviewed with Client staff through a series of in-process development reviews.
Woolpert will incorporate requested changes into the reports. The reports will be tested as part of the
overall User Acceptance Testing efforts.
Related sub-tasks are as follows:
· Sub-Task 7.3.1: Client to Provide Woolpert a Prioritized List of Reports (Client-Owned Task)
· Sub-Task 7.3.2: Woolpert to Review Reports Provided by Client
· Sub-Task 7.3.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 6.3.4: Woolpert to Develop Custom Reports
· Sub-Task 7.3.5: Woolpert to Facilitate In-Process Review Meetings with Client Technical
Team
o Sub-Task 7.3.5.1: In-Process Report Development Review Meeting #1
o Sub-Task 7.3.5.2: In-Process Report Development Review Meeting #2
o Sub-Task 7.3.5.3: In-Process Report Development Review Meeting #3
· Sub-Task 7.3.6: Configure and Test Reports in Development Environment
· Sub-Task 7.3.7: Update Reports Based on Feedback from Review Meetings
Cityworks Enterprise Asset Management System Implementation
Scope of Work
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March 1, 2017 40
Deliverables
· Woolpert will develop as many custom reports as can be achieved within the allocated budget of
forty (40) hours (inclusive of discovery, development, and review)
· Woolpert will facilitate up to three in-process review meetings, each up to one half (0.5) hour in
duration, over the course of report development
Assumptions
· Some reports may not be able to be developed or accepted until the system is live and ample
data exists; approval of these reports will be noted as exceptions to the Phase 7 Acceptance and
Close document. The Phase 7 Acceptance and Close document will still be signed by the Client
indicating that all other tasks are complete and accepted prior to commencement of Phase 8:
Deployment.
Client Responsibilities
· Provide a prioritized list of reports or development consideration
· Participate in the remote in-process review meetings
TASK 7.4: PHASE 7 QUALITY CONTROL
Woolpert technical resources, not regularly involved with this implementation will perform independent
quality review of the work processes and deliverable products in accordance with the Woolpert Total
Quality Plan.
TASK 7.5: PHASE ACCEPTANCE AND CLOSE
This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered
the Phase 7 services in accordance with the Scope of Work and Project Plan. Phase 8 of this scope will
not begin until Phase 7 has been approved by the Client.
Cityworks Enterprise Asset Management System Implementation
Scope of Work
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March 1, 2017 41
PHASE 8 – RECREATION & PARKS - SYSTEM DEPLOYMENT
TASK 8.1: DEVELOP TEST PLAN
The focus of system testing efforts is to thoroughly test the newly installed / configured Cityworks Server
AMS solution and ensure all delivered functionality (application workflows, templates, reports, inter-
faces) are properly functioning.
Woolpert will take the lead on developing a Testing and Acceptance Plan. The Plan will derive its focus
from the previously prepared Cityworks Configuration documents. Functional metrics that the Cityworks
configuration must successfully achieve prior to being promoted to the Client’s production environment
will be defined. Additionally test scenarios, designed to step Client Testers through the User Acceptance
Testing (UAT) process will be developed as part of this plan. Final plan contents will be per common
agreement between the Client testing team and Woolpert and will serve as the “script” for testing and
approving the system configuration. The test plan will address the core Cityworks configuration.
Related sub-tasks are as follows:
· Sub-Task 8.1.1: Woolpert to Develop Draft User Acceptance Test (UAT) Plan
· Sub-Task 8.1.2: Woolpert to Submit Draft UAT Plan to Client PM
· Sub-Task 8.1.3: Client Technical Team to Review Draft UAT Plan (Client-Owned Task)
· Sub-Task 8.1.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 8.1.5: Woolpert to Update Draft UAT Plan per Client Comments
· Sub-Task 8.1.6: Woolpert to Submit Updated UAT Plan to Client PM
Deliverables
· Woolpert will prepare and deliver the DRAFT Testing and Acceptance Plan to the Client PM
· Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Client
testing team.
· Woolpert will update the testing and Acceptance Plan per the results of the review meeting and
submit the FINAL Testing and Acceptance Plan to the Client PM
Assumptions
· The Testing and Acceptance Plan will be developed per common agreement between the Client
and Woolpert.
Client Responsibilities
· The Client’s PM and members of the testing team must thoroughly review and understand the
Testing and Acceptance Plan.
TASK 8.2: USER ACCEPTANCE TESTING
Once the Testing Plan has been approved by all parties, the Client testing team will undertake the user
acceptance testing activities defined within the plan. Woolpert will provide tester training for the Client
testing administrator and testers and then on-site support during the Client’s testing activities. Should
the Client testing extend beyond the scoped on-site testing support period, the Client testing team will
complete the testing the following week. Woolpert will make the required configuration updates /
modifications / corrections to achieve testing acceptance and demonstrate the correction for acceptance
either while on-site during the on-site testing period or remotely after the on-site testing period.
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 42
The Client testers (Cityworks users) will “step” the Cityworks configuration through the test scripts de-
fined within the Testing and Acceptance Plan. The test scenarios will be marked as either “pass” or “fail”
with appropriate notes and screen shots provided to Woolpert for resolution. Testing and related config-
uration updates will continue until acceptable performance is achieved as defined within the Testing and
Acceptance Plan. During testing, a regular scheduled phone meeting will be held to review issues and
resolutions.
It will be the responsibility of the Client to select a number of end-users who will perform testing of the
newly configured Cityworks PLL system. In order to effectively test the system in accordance with the
testing plan, training will be provided to these end-users. The training will consist of four (4) consecutive
business days of training. The following training will include the following:
· Training Course 1 – Work Management .................................................... 4 hours
· Training Course 2 – Storeroom .............................................................. 4 hours
Related sub-tasks are as follows:
· Sub-Task 8.2.1: Woolpert to Prepare Training Materials
· Sub-Task 8.2.1.1: Woolpert to Prepare Training Materials
· Sub-Task 8.2.1.2: Client PM to Prepare Client Site for Training (Client-Owned Task)
· Sub-Task 8.2.1.3: Woolpert to Provide On-Site Training
o Sub-Task 8.2.1.3.1: Training Course 1 – Work Management (On-Site Task)
o Sub-Task 8.2.1.3.2: Training Course 2 – Storeroom (On-Site Task)
· Sub-Task 8.2.2: Woolpert to Support User Acceptance Testing
· Sub-Task 8.2.2.1: Woolpert to Support User Acceptance Testing (On-Site Task)
· Sub-Task 8.2.2.2: Client to Complete User Acceptance Testing (Client-Owned Task)
· Sub-Task 8.2.2.3: Woolpert to Provide Remote Testing Support
· Sub-Task 8.2.2.4: Woolpert to Update AMS and Related Application Configurations per
Testing Results
o Sub-Task 8.2.2.4.1: AMS Configuration
o Sub-Task 8.2.2.4.2: Configuration Documentation
Deliverables
· Woolpert’s Senior Systems Analyst will deliver the necessary training materials to the Client’s
project manager. Preparation and delivery of training materials shall be within two (2) business
days prior to the scheduled start of on-site training activities.
· Woolpert project team members will prepare and deliver Tester Training over a one (1.0) busi-
ness days as detailed above.
· Woolpert will support testing on-site for three (3.0) consecutive business days
· Woolpert will provide remote assistance over five (5) consecutive business days immediately
following the on-site testing period for up to ten (10) hours
Assumptions
· Total on-site time for Tester Training and On-Site Testing Support will not exceed four (4.0)
business days
· If UAT is not completed during the on-site testing period, the Client team will complete all UAT
and provide feedback to the Woolpert team within five (5) business days after the on-site testing
period. Should client-led testing extend beyond this period, Training and Go-Live tasks may be
impacted resulting in a delay to the schedule and possibly additional fees to the project.
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 43
· The Client understands that failure to provide the Client testing team with the appropriate train-
ing documents will impact Woolpert’s ability to properly train these users in the time allotted
for classroom training.
· The Client understands that failure to properly prepare the training site and ensuring adequate
available training resources will result in the Woolpert – Client training team being unable to
provide the required training to the Client testers.
· The Client understands that failure to properly prepare for and participate in the training sessions
will significantly impact the Client testing team’s ability to effectively make use of the config-
ured Cityworks Server AMS application.
Client Responsibilities
· Distribute training materials to the Client testing team prior to the scheduled training sessions.
· Ensure training room is prepared in advance.
· The Client’s project manager and testing team must thoroughly review and understand the train-
ing syllabus developed by Woolpert.
· Secure an appropriate training facility suitable for participants,
· Schedule and accommodate the appropriate Client testing team members such that they are
available, without undue interruption, for the required number of days.
TASK 8.3: PROVIDE END-USER TRAINING
Completion of the training efforts will result in Client system administrators and end-users being provided
the training necessary to manage (administrators) and use (end-users) the configured Cityworks Server
AMS and integrated applications in an effective manner such that the Client’s over-arching business ob-
jectives can be met through use of the newly configured system.
Woolpert team members will lead all end user training. Each training class will be supported by one or
more Client Core Team Members. Classes will not exceed twelve (12) students.
Woolpert will adapt Cityworks standard training materials for the end user training. However, these
training materials will not be heavily customized for the Client’s purposes.
Related sub-tasks are as follows:
· Sub-Task 8.3.1: Woolpert to Prepare Training Materials
· Sub-Task 8.3.2: Client PM to Prepare Client Site for Training (Client-Owned Task)
· Sub-Task 8.3.3: Woolpert to Provide On-Site End User Training
o Sub-Task 8.3.3.1: EUT - CWKS Administrators Cityworks Designer and Administrator Train-
ing (On-Site Task)
o Sub-Task 8.3.3.2: EUT – Service Requests, Work Orders and Inspection Training (On-Site
Task)
o Sub-Task 8.3.3.3: EUT – Service Requests, Work Orders and Inspection Training (On-Site
Task)
o Sub-Task 8.3.3.4: EUT –Storeroom Training (On-Site Task)
Deliverables
· Preparation of training materials
· Delivery of the following training classes by a single Woolpert team members:
o Cityworks Administrator Training .................................. 8 hours
o Cityworks Technician Training – Class 1 ......................... 12 hours
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 44
o Cityworks Technician Training – Class 2 ......................... 12 hours
o Cityworks Storeroom Training ...................................... 4 hours
Assumptions
· Training courses will occur over one (1) consecutive business week
· The Client has an adequate training facility that can accommodate the resultant number of staff
to be trained
· Upon completion of one full round of training, Client trainers will be able to further train their
end-users with little to no support
Client Responsibilities
· Secure an appropriate training facility
· Coordinate and schedule training participants
· Training participants shall actively participate in training activities
TASK 8.4: PROVIDE GO-LIVE SUPPORT
Immediately following the Cityworks Training, Woolpert will provide on-site System Go-Live support in
order to assist with the successful start-up of the Cityworks system. During this time, Woolpert’s Senior
Systems Analyst and a Systems Analyst will assist the Client’s end-users and system administrators with
site-specific configuration issues. Additional coaching and supplemental training services will also be
provided during this time.
In preparation for go live, Woolpert’s Senior Systems Analyst will work on-site with the Client’s project
manager and IT support staff to ensure that all terminals requiring access to the Cityworks application
are tested for connectivity; all terminals requiring the ability to print documents are tested for connec-
tivity; and all system user accounts are tested for login ability. Additionally, as part of the go-live prep-
aration activities, Woolpert’s Senior Systems Analyst will migrate the configured and approved Cityworks
configuration from the Development environment to the Production.
During the first week of live Cityworks operations, Woolpert’s Senior Systems Analyst and Systems Analyst
will provide the on-site support required to coach new users and provide detailed technical systems
support. This support will occur between the hours of 8:00 am and 5:00 pm local time Monday through
Friday of the first week of production. Scheduling variances can be facilitated by Woolpert to accommo-
date the Client schedules. During the week immediately following the on-site go-live support, Woolpert
will ensure that both analysts are available to support the Recreation & Parks Department remotely.
Related sub-tasks are as follows:
· Sub-Task 8.4.1: Woolpert to Migrate AMS Configuration to Production Environment (On-Site
Task)
· Sub-Task 8.4.2: Woolpert to Perform Data Load to Production Environment AMS Database
(On-Site Task)
· Sub-Task 8.4.3: Woolpert to Provide One Week of On-Site Go-Live Support (On-Site Task)
· Sub-Task 8.4.4: Woolpert to Provide One Week of Remote Post Go-Live Support
Deliverables
· Woolpert will migrate all system configuration from Development to Production environment
· A Woolpert Senior Systems Analyst and System Analyst will be provided on site for up to thirty
two (32) hours each to support system go-live activities
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 45
· Woolpert will provide up to ten (10) hours of remote post go-live support during the first week
of full system use immediately following the go-live activities.
Assumptions
· The Client’s project manager will provide project sign-off within agreed upon timeframe follow-
ing Go-Live.
Client Responsibilities
· The Client’s project manager and IT support staff should equally assist in administering the Go-
Live tasks to make sure it is clear to the End-Users that the Client is internally capable of sup-
porting the newly deployed Cityworks Server AMS solution. The Client system administrators and
IT support staff will benefit from learning basic Cityworks AMS troubleshooting routines during
this time.
TASK 8.5: PHASE 8 QUALITY CONTROL
Woolpert technical resources, not regularly involved with this implementation will perform independ-
ent quality review of the work processes and deliverable products in accordance with the Woolpert To-
tal Quality Plan.
TASK 8.6: PHASE ACCEPTANCE AND CLOSE
This is the Phase 7 exit document that the Client signs indicating Woolpert has delivered the Phase 7
services in accordance with the Scope of Work. After the Phase 7 has been approved by the Client,
Woolpert will provide a project close document for signature by the Client, signifying that all items
listed within this scope of work have been completed.
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 46
CITYWORKS AMS SOFTWARE LICENSING
Client will procure the necessary licenses directly from Cityworks.
Cityworks Enterprise Asset Management System Implementation
Scope of Work
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March 1, 2017 47
PROJECT COST ESTIMATES
Estimated Project Costs, inclusive of all labor and reimbursables, are provided in the following table.
Work will be performed on a Time & Materials, Not-to-Exceed basis.
Task Cost
PROJECT ROLL-UP: $412,163.00
PROJECT MANAGEMENT $43,841.00
PHASE 1: CENTRAL SERVICES - IMPLEMENTATION PLANNING $29,563.00
Task 1.1: Conduct Pre-Planning Discovery $10,148.00
Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox
Environment $1,495.00
Task 1.3: Conduct Cityworks Demonstrations $3,277.00
Task 1.4: Conduct Business Process Reviews $13,019.00
Task 1.5: Phase 1 Quality Control $1,624.00
PHASE 2: CENTRAL SERVICES - SYSTEM DESIGN AND CONFIGURATION $62,142.00
Task 2.1: Prepare Configuration Documentation $1,160.00
Task 2.2: Configuration Training for Core Team $4,377.00
Task 2.3: Core Cityworks AMS Configuration $37,922.00
Task 2.4: Cityworks Storeroom Configuration $5,463.00
Task 2.5: Review and Approval of Updated System and Configuration
Documentation $3,016.00
Task 2.6: Provide Cityworks AMS Software Demonstrations $7,768.00
Task 2.7: Phase 2 Quality Control $2,436.00
PHASE 3: CENTRAL SERVCES - ADVANCED AMS FUNCTIONALITY AND CONFIG. $36,165.00
Task 3.1: Application Interfaces $12,000.00
Task 3.2: Perform Data Conversion of Legacy Data $18,036.00
Task 3.3: Develop Custom Reports and Dashboards $4,505.00
Task 3.4: Phase 3 Quality Control $1,624.00
PHASE 4: CENTRAL SERVICES - SYSTEM DEPLOYMENT $59,506.00
Task 4.1: Develop Test Plan $6,646.00
Task 4.2: User Acceptance Testing $12,005.00
Task 4.3: Provide End-User Training $18,105.00
Task 4.4: Provide Go-Live Support $19,502.00
Task 4.5: Quality Control $3,248.00
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Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 48
PHASE 5: REC & PARKS - IMPLEMENTATION PLANNING $35,033.00
Task 5.1: Conduct Pre-Planning Discovery $14,262.00
Task 5.2: Install and Configure Core Cityworks AMS Software in a Sandbox
Environment $1,495.00
Task 5.3: Conduct Cityworks Demonstrations $4,633.00
Task 5.4: Conduct Business Process Reviews $13,019.00
Task 5.5: Phase 5 Quality Control $1,624.00
PHASE 6: REC & PARKS - SYSTEM CONFIGURATION $61,994.00
Task 6.1: Prepare Configuration Documentation $2,068.00
Task 6.2: Configuration Training for Core Team $3,337.00
Task 6.3: Core Cityworks AMS Configuration $37,297.00
Task 6.4: Cityworks Storeroom Configuration $5,463.00
Task 5.5: Review and Approval of Updated System and Configuration
Documentation $3,016.00
Task 6.6: Provide Cityworks AMS Software Demonstrations $7,768.00
Task 6.7: Phase 6 Quality Control $3,045.00
PHASE 7: REC & PARKS - ADVANCED AMS FUNCTIONALITY DESIGN AND CONFIG. $17,723.50
Task 7.1: Application Interfaces $12,000.00
Task 7.2: Perform Data Conversion of Legacy Data $0.00
Task 7.3: Develop Custom Reports and Dashboards $4,505.00
Task 7.4: Phase 7 Quality Control $1,218.00
PHASE 8: REC & PARKS - SYSTEM DEPLOYMENT $66,196.00
Task 8.1: Develop Test Plan $6,646.00
Task 8.2: User Acceptance Testing $13,125.00
Task 8.3: Provide End-User Training $22,585.00
Task 8.4: Provide Go-Live Support $21,404.00
Task 8.5: Phase 8 Quality Control $2,436.00
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Central Services / Recreation & Parks
March 1, 2017 49
Woolpert’s current rate schedule, for non-scoped implementation services offered on a Time & Mate-
rial basis, are as listed in the following table. These rates are valid through December 31, 2017.
Resource Name Hourly Rate
Practice Leader .................................................. $220.00/hr
Project Director .................................................. $203.00/hr
Project Manager ................................................. $184.00/hr
Group Manager ................................................... $184.00/hr
Subject Matter Specialists ..................................... $215.00/hr
Senior Developer ................................................. $175.00/hr
Developer ......................................................... $150.00/hr
Senior Systems Analyst ......................................... $155.00/hr
System Analyst ................................................... $135.00/hr
Admin .............................................................. $80.00/hr
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March 1, 2017 50
PROJECT SCHEDULE
A Microsoft Project Schedule Gantt Chart will be developed upon receipt of a Notice-to-Proceed. The
estimated total duration of this project is twelve (12) months.
1
SOFTWARE IMPLEMENTATION SERVICES AGREEMENT
THIS AGREEMENT (hereinafter the "Agreement") is made this ______ day of ______________, 2017, (the "Effective
Date") by and between Augusta, GA, a political subdivision of the State of Georgia, with its place of business at 535 Telfair
Street, Augusta, GA U.S.A., 30901, (hereinafter the "City"), and Woolpert, Inc. with its principal place of business at 375
Northridge Road, Suite 100, Atlanta, GA 30350 (hereinafter the "Vendor"). The City and the Vendor are sometimes
hereinafter individually referred to as "Party" and hereinafter collectively referred to as the "Parties."
RECITALS
A. The Vendor desires to perform and assume responsibility and obligation for the provision of certain professional
services, as hereinafter described, on the terms and conditions set forth herein. Vendor represents that it is
experienced in providing business process automation and implementation services to public clients, can legally do
business in the State of Georgia, and is familiar with the scope of work of the City.
B. The City desires to engage Vendor to render such services, as hereinafter described, for the Work Order and Asset
Management Software Implementation Project (the “Project”) on the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the City and the
Vendor agree as follows:
EXHIBITS
The following exhibits are attached to this agreement and are hereby incorporate by reference.
Exhibit A: Statement of Work for Cityworks Enterprise Asset Management System Implementation
Exhibit B: Software License and Maintenance Agreement
Exhibit C: Vendor Access Policy
Exhibit D: Performance Bond
OPERATIVE PROVISIONS
SECTION I – ENGAGEMENT AND SERVICES OF THE VENDOR
1. Engagement of Vendor. The City hereby engages the Vendor, and the Vendor promises and agrees to furnish to the
City, subject to the terms and conditions set forth in this Agreement, all labor, materials, tools, equipment, services,
and incidental and customary work necessary to fully and adequately supply the professional services necessary for
the Project (the "Services"). The Services are more particularly described in Exhibit A attached hereto and
incorporated herein by reference. The Vendor agrees to perform the Services in accordance with the terms and
conditions of this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable
local, state and federal laws, rules and regulations in effect at the time the Services are provided. As provided in
Exhibit A, the Services shall also include the delivery of specific Vendor proprietary software and assistance by the
Vendor with procuring certain third party software on behalf of the City. With respect to Vendor’s proprietary
software, the license agreement shall be as provided in Exhibit B. With respect to third party software, the City shall
enter into the software license directly with the third party software developer and the City shall reimburse the
Vendor for any license fees advanced by the Vendor for the third party software. Any and all warranties or matters
of performance with respect to third party software shall be between the City and the third party software developer
and the City shall look solely to the third party software developer for all matters pertaining to the third party
software. The third party software licenses may be included in Exhibit B for reference purposes. The Services
include all activities necessary to successfully implement the Statements of Work (hereinafter “SOW”) as supplied
by the Vendor and attached as Exhibit A and E. . Additionally, future Statements of Work as prepared by the
Vendor may be attached to and shall be bound by this agreement provided that they include no provisions which
shall render sections of this agreement null and void and that they abide by all regulations for Procurement and that
they receive approval by the Augusta Commission.
2
2. Performance of the Vendor; Standard of Care. The Vendor covenants with the City to perform all Services under
this Agreement in accordance with the professional standard of skill, quality and care. Vendor represents and
maintains that it is skilled in the professional calling necessary to perform the Services, and that it shall employ
customary proven and tested methods known for successfully implementing the services required to satisfy this
contract. Vendor shall also cooperate with the City and any other consultants or contractors engaged by or on behalf
of the City in performance of the Project. The Vendor covenants to use its commercially reasonable efforts to
perform its duties and obligations under this Agreement in a diligent manner, consistent with the professional
standard of care set forth in this Agreement.
SECTION II – RESPONSIBILITIES OF THE VENDOR
1. The Vendor's Responsibilities for Costs and Expenses. Except as otherwise expressly stated herein, the Vendor
shall be solely responsible for all costs and expenses incurred relative to the Vendor, personnel of the Vendor and
sub-contractors of the Vendor in connection with the performance of the Services, including, without limitation,
payment of salaries, fringe benefits contributions, bonding fees, payroll taxes, withholding taxes and other taxes or
levies, office overhead expense, travel expenses, telephone and other telecommunication expenses, and document
reproduction expenses.
2. Independent Contractor. The Services shall be performed by Vendor or under its supervision. Vendor shall
determine the means, methods and details of performing the Services subject to the requirements of this Agreement.
The Vendor represents that it possesses the professional and technical personnel required to perform the Services.
The City retains Vendor on an independent contractor basis and not as an employee of the City. Vendor retains the
right to perform similar or different services for others during the term of this Agreement. The personnel
performing the Services on behalf of the Vendor shall at all times be under the Vendor's exclusive direction and
control. The Vendor shall pay all expenses, including, without limitation, all wages, salaries, fringe benefit
contributions, payroll taxes, withholding taxes, other taxes or levies and all other amounts due such personnel for the
Services or due others as a result of the performance by such personnel of the Services. Vendor shall be responsible
for all reports and obligations respecting such additional personnel, including, but not limited to, all reports for
social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers'
compensation insurance.
3. Vendor’s Project Manager. The Vendor shall designate and assign a project manager ("Project Manager"), who
shall coordinate all phases of the Services and act as the Vendor’s representative for performance of this Agreement.
The Project Manager shall have full authority to represent and act on behalf of the Vendor for all purposes under this
Agreement, and shall be available to the City at all reasonable times. The Project Manager shall supervise and direct
the Services, using professional skill and attention, and shall be responsible for all means, methods, techniques,
sequences and procedures employed by Vendor’s personnel, as well as the satisfactory coordination of all portions
of the Services under this Agreement. The Vendor designates Steve Schwabe to be its Project Manager, but reserves
the right to appoint another person as Project Manager upon written notice to the City, or to appoint no project
manager if none is needed by mutual agreement with the City.
4. Key Personnel. Vendor has represented to City that certain key personnel will perform and coordinate the Services
under this Agreement. Should one or more of such personnel become unavailable, Vendor may substitute other
personnel of at least equal competence upon written approval of City. As discussed below, any personnel who fail
or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be
uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of
persons or property, shall be promptly removed from the Project by the Vendor at the request of the City.
5. Personnel; Licenses. The Vendor represents and warrants that it and all personnel engaged in performing Services
are and shall be fully qualified, authorized and permitted under state and local law to perform such Services. The
Vendor shall be responsible to City to correct any negligent errors or omissions in the execution of the Services
under this Agreement. The Vendor represents and warrants that it and all personnel and sub-Vendors engaged in
performing the Services have all business and professional licenses, permits, qualifications, and approvals of
whatever nature that are legally required to perform the Services under this Agreement. The City shall be
responsible for any and all project specific or software licenses, permits, qualifications, and approvals although the
Vendor shall provide assistance to the City to the extent provided in Exhibit A with applying or procuring such
licenses, permits, qualifications, and approvals. The Vendor further represents and warrants that it, its employees
and sub-contractors shall keep in effect all such licenses, permits, qualifications and other approvals during the term
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of this Agreement. Any personnel performing Services under this Agreement who are determined by the City to be
uncooperative, incompetent, a threat to the adequate or timely completion of the Project, or a threat to the safety of
persons or property, or any personnel who fail or refuse to perform the Services in a manner acceptable to the City,
shall be promptly removed from the Project by the Vendor and shall not be re-employed to perform any of the
Services or to work on the Project.
6. City Network Security and Integrity. Provided that the Vendor requires access to system(s) through the City
computer network firewall, the Vendor will sign a VPN Vendor Access Agreement, verifying that the Vendor will
respect the integrity of City’s network and security protocols. This agreement is attached as Exhibit C.
7. Time of Performance. Vendor shall use commercially reasonable efforts to complete the services covered under and
pursuant to this Agreement as directed by the City's Project Administrator by the date of project completion (the
“Completion Date”) as described in Exhibit A, Statement of Work), unless earlier terminated as provided herein, or
as may be modified by mutual written agreement. Vendor shall perform the Services expeditiously, within the term
of this Agreement, and in accordance with any schedule of services mutually acceptable to the Parties. Delays in
implementation will be subject to a Penalty, under certain conditions, as described in Section VI in this agreement
8. Software License and Support Agreement. The Vendor will provide the Vendor software licenses identified in
Exhibit A for the City’s use as governed by the Software License and Support Agreement, attached as Exhibit B.
The Vendor will provide assistance in procuring third party software licenses identified in Exhibit A for the City’s
use as governed by the third party Software License and Support Agreements, which may be attached for reference
in Exhibit B.
9. Consistency with City Policies. City and Vendor Project Manager shall discuss in advance of all critical decision
points all matters relating to the Services in order to ensure that the Services proceed in a manner consistent with the
goals and policies of the City.
10. Conformance to Applicable Requirements. All aspects of the provision of the Services by Vendor shall conform to
all applicable city, county, state, and federal laws, rules and regulations in effect at the time the services are
provided.
11. Prohibition Against Transfers. Neither party shall assign, sublease, hypothecate, or transfer this Agreement, or any
interest therein, directly or indirectly by operation of law without the prior written consent of the other party. Any
attempt to do so without the prior written consent of the other party shall be null and void, and any assignee, sub-
lessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment,
hypothecation, or transfer.
12. Progress. The Vendor is responsible to keep the City Project Manager and/or his or her duly authorized designee
informed on a regular basis regarding the status and progress of the Services, activities performed and planned, and
any meetings that have been scheduled or are desired relative to the Services or this Agreement.
13. Confidentiality. No news releases, including photographs, public announcements or confirmations of the same, of
any part of the subject matter of this Agreement or any phase of the Services shall be made without prior written
consent of the City, such consent to not be unreasonably withheld, and provided in a timely manner. The
information which results from the Services in this Agreement is to be kept confidential, unless the release of
information is authorized by the City. All Report Materials, either created by or provided to Vendor in connection
with the performance of this Agreement, shall be held confidential by Vendor. Such materials shall not, without the
prior written consent of City, by used by Vendor for any purposes other than the performance of the Services. Nor
shall such materials be disclosed to any person or entity not connected with the performance of the Services or the
Project. Nothing furnished to Vendor which is otherwise known to Vendor or is otherwise generally known, or has
become known, to the related industry, shall be deemed confidential. Vendor shall not use City’s name or insignia,
photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper,
newspaper, television or radio production or other similar medium without the prior written consent of City.
Notwithstanding anything to the contrary, the Vendor may disclose such materials in response to a valid court or
government order, it being understood that the Vendor shall, where permitted by applicable law, rule or order, give
the City prior written notice to object to, or seek to limit, any such mandated disclosure.
14. Georgia Open Records Act. The Vendor acknowledges that this Agreement and certain documentation may be
subject to the Georgia Open Records Act (O.C.G.A. § 50-18-70, et seq.). Vendor shall cooperate fully in responding
to such requests and shall make all records, not exempt, available for inspection and copying as required by law.
Vendor shall clearly mark any information provided to City which Vendor contends is Proprietary Information.
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Vendor shall notify City immediately of any Open Records request arising out of this contract and shall provide to
City a copy of any response to the same.
15. No Set Hours/Right to Contract. The Vendor’s obligation hereunder is to complete the Services in accordance with
this Agreement and to meet any deadlines established pursuant to this Agreement. The Vendor has no obligation to
work any particular schedule, hours or days, or any particular number of hours or days. However, the Vendor shall
coordinate with the City in achieving the results and meeting the goals established pursuant to this Agreement.
16. Accounting Records. Vendor shall maintain complete and accurate records with respect to all costs and expenses
incurred under this Agreement. All such records shall be clearly identifiable. Vendor shall allow a representative of
City during normal business hours to examine, audit, and make transcripts or copies of such records and any other
documents created pursuant to this Agreement. Vendor shall allow inspection of all work, data, documents,
proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment
under this Agreement.
17. Safety. Vendor shall execute and maintain its Services so as to avoid injury or damage to any person or property. In
carrying out its Services, the Vendor shall at all times be in compliance with all applicable local, state and federal
laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to
the nature of the work and the conditions under which the work is to be performed.
18. Performance Bond. Within fifteen (15) days of the making of this contract, Vendor shall have obtained a
performance bond for the total amount of software and services provided for this project per Exhibit A. Proof of the
acquisition of the bond shall be provided to the City and attached to the contract as Exhibit E. Depending on the
contract amount of the project and the type of service(s) provided, vendor may be exempt from performance bond
requirement.
SECTION III – RESPONSIBILITIES OF THE CITY
1. Cooperation. The City shall cooperate with the Vendor relative to the provisions of the Services. To the extent
permitted by applicable law, the City shall provide criteria and information in its possession, or reasonably
obtainable by it, as requested by Vendor, and shall make that information and related data available for Vendor’s use
during the performance of this Agreement and Vendor shall have the right to rely upon such information and data.
The City shall render decisions required by this Agreement within the time indicated, or if not specifically stated,
with reasonable promptness so as not to unduly delay the progress of Vendor’s Services.
2. City’s Project Manager and Project Staff. The City shall designate and assign a City project manager (“City Project
Manager”) who shall have authority to represent and act on behalf of the City for all purposes under this Agreement,
within the rules and regulations as established by the Augusta Commission. The City Project Manager, or his/her
designee, shall be the principal officer of the City for liaison with the Vendor, and shall review and give approval to
the details of the Services as they are performed, in particular, but not exhaustively, Project Plan, Functional
Requirement Specifications, Statements of Work, Acceptance Plans, Statements of Completion, Change Order
Requests. In addition, the City Project Manager shall ensure proper and timely availability of all City personnel
required by the Vendor for successful completion of project tasks, in particular, but not exhaustively, Business and
Systems Analysts, IT staff, Subject Matter Experts. The City designates Michael Blanchard of the Information
Technology Department to be its City Project Manager, but reserves the right to appoint another person as City
Project Manager upon written notice to the Vendor.
3. Project Plan. The City shall be responsible for meeting specific milestones and providing specific deliverables that
have been agreed to in Exhibit A. Should the City fail to meet the agreed milestones or to provide the agreed
deliverables, the Vendor will inform the City of the consequences thereof and reserves the right to modify the
project plan accordingly.
SECTION IV - COMPENSATION
1. Compensation. In consideration of the performance by Vendor of the Services, the City shall pay to the Vendor
compensation at the rates set forth in the SOW attached hereto and incorporated herein by reference. While
estimates have been provided for certain work items in the project, such as data conversion, total compensation
under this Agreement shall not exceed the Total Project amount as indicated in the SOW without written approval of
the Augusta Commission depending on the amount of the excess and the reason why the initial amount was
insufficient.
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2. Extra Service. The Vendor shall not receive additional compensation for any extra service unless such extra service
has been authorized in writing by the City prior to the commencement of the extra service. The City shall pay the
Vendor for extra service in accordance with the fee schedule set forth in the SOW. As used herein, “Extra Service”
means any work which is determined by City to be necessary for the proper completion of the Project, but which the
Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
3. Payment of Compensation. The Vendor shall submit invoices to the City as defined in the payment milestones in
the SOW, or on such other basis as may be mutually agreed upon by the Parties. Each invoice will be itemized. The
City shall make payments to the Vendor within thirty (30) days following the date of receipt of the invoice, unless
the City disputes the amount of the Compensation the Vendor claims it is owed under this Agreement within thirty
days of receipt. Any disputed amount shall be handled as discussed herein.
4. Reimbursements. Vendor shall not be reimbursed for any expenses unless they are authorized in writing by City and
they are of a type approved in advance as part of this contract. Such reimbursable expenses, if approved, shall
include only those expenses which are reasonably and necessarily incurred by Vendor in the interests of the Project.
Reimbursable expenses will be paid only at the actual cost to the Vendor, with no mark-up for overhead or profit.
Expenses may be included as part of the overall project cost, provided that they are “Not to Exceed” a certain
amount as determined by the Vendor.
5. Disputed Sums. The City will withhold up to one hundred percent (100%) of any disputed portion of Compensation
until resolution of the dispute with the Vendor. Such withholding shall only take place due to non-performance of
the Vendor, with non-performance being defined as the inability to complete the project or parts thereof when
Augusta, Georgia has fulfilled its obligation to the vendor, and shall not be deemed to constitute a failure to pay by
the City. The Vendor shall not have the right to allege a breach of this Agreement for failure to pay by the City and
to discontinue its performance of the Services hereunder for a period of thirty (30) days from the date Compensation
is withheld hereunder. The City’s Project Manager and the Vendor’s Project Manager shall attempt to promptly
resolve the dispute.
SECTION V – EXPIRATION AND TERMINATION
1. Events of Default. Each of the following events shall constitute an “Event of Default”:
A. The Vendor shall fail to observe, perform or comply with any material term, covenant, agreement or
condition of this Agreement which is to be observed, performed or complied with by the Vendor, if such
failure continues uncured for thirty (30) calendar days after the City gives the Vendor written notice of the
failure and the specific nature of such failure.
B. The Vendor shall commit any fraud, misrepresentation, breach of fiduciary duty, willful misconduct, or
intentional breach of any provision of this Agreement.
2. Termination Upon Event of Default. In addition to any other available legal or equitable rights or remedies, upon an
Event of Default by the Vendor, the City shall have the right to terminate this Agreement upon at least thirty (30)
days written notice to the Vendor.
3. Expiration. Unless extended as provided for herein, this Agreement shall naturally expire on the Completion Date.
4. Payment Upon Termination. Upon a termination of this Agreement, the City shall pay to the Vendor the part of the
Compensation which would otherwise be payable to the Vendor with respect to the Services which had been
adequately completed as of the date of termination, less the amount of all previous payments with respect to the
Compensation.
5. Termination by Vendor: Vendor may terminate this Agreement only upon the substantial breach by the City of a
material provision of this Agreement including failure to pay.
6. Termination for Convenience: The City may terminate this contract in part or in whole upon written notice to the
Vendor. The Vendor shall be paid for valid services under this Contract up to the time of termination, to include:
A. For completed and acceptable work executed in accordance with the terms of the agreement prior to the
effective date of termination, including fair and reasonable sums for overhead and profit on such work;
B. For expenses incurred prior to the effective date of termination in performing services and furnishing labor,
materials or equipment as required by the contract documents in connection with uncompleted work, plus
fair and reasonable sums for overhead and profit on such expenses;
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C. For all claims, costs, losses and damages incurred in settlement of terminated contracts with subcontractors,
suppliers and others, and; for reasonable expenses directly attributable to termination.
7. Termination by Either Party. In the event of termination of this Agreement by either the City or the Vendor, both
agree to the following:
A. City shall destroy the software as defined in the Software License and Support Agreement, Exhibit “B”,
together with all copies, modifications and merged portions, or
B. Return the software together with all copies, modifications and merged portions to Vendor, or
C. City may continue to use the software with the permission of the Vendor, with no expectation of continued
maintenance, support, update, or upgrade.
D. In cases referenced according to items A and B above, Vendor shall certify in writing that all proprietary
information, data, schema, or documentation belonging to City have either been returned to Licensee or
destroyed and vice versa.
SECTION VI – GENERAL PROVISIONS
1. Nondiscrimination by the Vendor. The Vendor represents and agrees that the Vendor, its affiliates, subsidiaries, or
holding companies do not and will not discriminate against any subcontractor, Vendor, employee, or applicant for
employment because of race, religion, color, sex, handicap, national origin or any other protected classification
under federal or state law. Such nondiscrimination shall include, but not be limited to, the following: employment,
upgrading, demotion, transfers, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms
of compensation, and selection for training, including apprenticeship.
2. City’s Rights to Employ Other Vendors. The City reserves the right to employ other Vendors in connection with
this Project.
3. Conflicts of Interest; Prohibited Interests. Vendor maintains and warrants that it has not employed or retained any
company or person, other than a bona fide employee working solely for Vendor, to solicit or secure this Agreement.
Further, Vendor warrants that it has not paid or agreed to pay any company or person, other than a bona fide
employee working solely for Vendor, any fee, commission, percentage, brokerage fee, gift or other consideration
contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty,
City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member,
officer or employee of City, during the term of his or her service with City, shall have any direct interest in this
Agreement, or obtain any present or anticipated material benefit arising therefrom.
4. Subcontracting. The Vendor shall not subcontract any portion of the Services except as expressly stated herein,
without prior written consent of the City. Subcontracts, if any, shall contain a provision making them subject to all
provisions stipulated in this Agreement.
5. Temporary suspension or delay of performance of contract. To the extent that it does not alter the scope of this
agreement, the City may unilaterally order a temporary stopping of the work, or delaying of the work to be
performed by Vendor under this agreement. In the event of such work stoppage or delay, the Vendor’s fees and
schedules may need to be equitably adjusted.
6. Defective Pricing. To the extent that the pricing provided by Vendor is erroneous and defective, the parties may, by
agreement, correct pricing errors to reflect the intent of the parties.
7. Specified Excuses for Delay or Non-Performance. Vendor is not responsible for delay in performance caused by
reasons beyond its reasonable control, including but not limited to hurricanes, tornadoes, floods, and other severe
and unexpected acts of nature. In any such event, the contract price and schedule shall be equitably adjusted.
8. Waiver. No waiver of any default shall constitute a waiver of any other breach or default, whether of the same or
any other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by other
parties shall give the other any contractual right by custom, estoppel, or otherwise.
9. Notices. All notices required hereunder shall be given in writing to the following addresses or such other addresses
as the parties may designate by written notice:
To the City: Hardie Davis, Jr., Mayor
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535 Telfair Street, Suite 200
Augusta, GA 30901
T: 706.821.1833
F: 706.821.1835
Copies to: Tameka Allen, IT Director
535 Telfair Street, Building 2000
Augusta, GA 30911
T: 706.821.2522
F: 706-821-2530
To the Vendor: Steven Schwabe, Project Director
Woolpert, Inc.
6802 Paragon Place Suite 410
Richmond, VA 23230
T: 757-549-3546
M: 786-999-9460
Notice shall be deemed received as follows, depending upon the method of transmittal: by U.S. Mail, certified,
return receipt requested, as of five (5) days after deposit in the U.S. Mail. Actual notice shall be deemed adequate
notice on the date actual notice occurred, regardless of the method of service.
10. Authority to Enter Agreement. The Vendor has all requisite power and authority to conduct its business and to
execute, deliver and perform all of its obligations under this Agreement. Each Party warrants that the individuals
who have signed this Agreement have the legal power, right and authority to enter into this Agreement so as to bind
each respective Party to perform the conditions contemplated herein.
11. Severability. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or
unenforceable, the remaining provisions of this Agreement shall continue in full force and effect. The parties agree
that any provision that is held invalid or unenforceable shall be deemed to be restated to reflect as nearly as possible
the original intentions of the parties in accordance with applicable law.
12. Time is of the Essence. Time is of the essence in this Agreement, and all parties agree to execute all documents and
to proceed with due diligence to complete all covenants and conditions set forth herein.
13. Governing Law and Venue. This Agreement shall be governed by and construed in accordance with the laws of the
State of Georgia. All claims, disputes and other matters in question between the City and the Vendor arising out of,
or relating to, this Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County,
Georgia. Vendor, by executing this Agreement, specifically consents to venue and jurisdiction in Richmond County,
Georgia and waives any right to contest jurisdiction and venue in said Court.
14. Entire Agreement. This Agreement contains the entire agreement of the City and the Vendor, and supersedes any
prior or written statements or agreements between the City and the Vendor. No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writing by both Parties.
15. Binding on Assigns. Each and all of the covenants and conditions of this Agreement shall be binding on, and shall
inure to, the benefit of the successors and assigns of the respective parties.
16. Captions. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do
not define, limit, augment or describe the scope, content or intent of this Agreement.
17. Construction. Since the Parties or their agents have participated fully in the preparation of this Agreement, the
language in all parts of this Agreement shall be construed simply, according to its fair meaning and not strictly for or
against any party.
18. Cooperation/Further Acts. The Parties shall fully cooperate with one another in attaining the purposes of this
Agreement. In connection therewith, the Parties shall take any additional further acts and steps and sign any
additional documents as may be necessary, appropriate and convenient to attain the purposes of this Agreement.
19. No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by
the Parties.
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20. Incorporation of Exhibits. The “Exhibits” constitute a material part hereof, and are hereby incorporated into the
Agreement by reference as though fully set forth herein. The terms “Attachment”, “Exhibit”, and “Schedule” shall
be synonymous for purposes of this agreement.
21. References. All references to the Vendor shall include all personnel, employees, agents and sub-Vendors of the
Vendor.
22. Go-Live. “Go Live” shall be the date on which the software is placed into operational use by the Customer.
23. System Acceptance. “System Acceptance” as used herein means the date on which all of the following events have
taken place:
A. 30 calendar days have passed since “Go-Live”.
B. All Requirements as described in the Statement of Work (Exhibit A) have been successfully completed, or
arrangements have been made to complete them at a later date. The demonstration of the delivered solution
meeting all System Requirements is the Vendor’s right and responsibility. In the event that arrangements
have been made to complete some of the System Requirements at a later date, this must be with the written
approval of the Director of Information Technology and the Chief Official of the customer department or
office, whose operations would be impacted by the inability of the Vendor to fully implement their
software. Such delays may be subject to liquidated damages, at the discretion of the City, described in Item
24 below.
C. With respect to third party software, in the event that complications arise with respect to performance of the
third party software, the City shall look solely to the third party software vendor although the Vendor can
provide assistance to the City as may be detailed in an amendment to this Agreement.
24. Liquidated Damages. For each day past the “Go Live” date that the Vendor has not delivered a product suitable for
business use, there shall be a penalty of $100 per day. City agrees to submit to Vendor, in writing, any issues that
may impact the “Go Live” that are believed to be the Vendor’s responsibility and may therefore increase the
likelihood of a penalty being invoked. City shall identify these issues as soon as possible so that corrective action
can be taken by Vendor. The penalty shall not apply under the following circumstances:
A. The Go Live date was extended or moved by mutual consent of City and Vendor. If the Go Live date is
extended or moved by written mutual consent of both parties, then penalties will accrue beginning on the
new Go Live date.
B. City did not meet requirements or objectives required in order to facilitate Go Live as scheduled (including
failure to order equipment that was the City’s responsibility to order, or failure to set up said
equipment). Such failure by the City must be documented in writing by Vendor as soon as possible so that
corrective action can be taken.
C. City failed to notify Vendor of additional requirements which, when identified, impacted the Go Live date
of the project. Such failure by the City must be documented in writing by Vendor as soon as possible so
that corrective action can be taken.
D. Delays or work stoppages caused or requested by the City or with respect to any delay caused by reasons
beyond the reasonable control of the Vendor, including but not limited to acts of God and extreme weather,
power outages, war, terrorism, or governmental order.
If said penalties are enacted, all penalties will become due and payable upon failure to meet the Go Live date and
shall accrue until paid in full. Additional services and/or licenses may be accepted as payment provided that this
type of restitution is acceptable to the City.
This Section is an alternative to the provisions in Section V regarding default or termination of Vendor. The parties
agree that these provisions for liquidated damages are not intended to operate as penalties for breach of Contract but
are an alternative to seeking breach of contract damages. If liquidated damages are sought, the County will not seek
breach of contract damages and vice versa.
25. Hold Harmless. Except as otherwise provided in this agreement, Vendor shall indemnify and hold harmless
Augusta, GA, and its employees and agents from and against all liabilities, claims, suits, demands, damages, losses,
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and expenses, including reasonable defense attorneys’ fees, to the extent caused by the negligent performance of its
Work.
26. Prohibition Against Contingent Fees. The Vendor warrants that no person or selling agency has been employed or
retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage,
brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies
maintained by Vendor for the purpose of securing business and that the Vendor has not received any non-City fee
related to this Agreement without the prior written consent of the City. For breach or violation of this warranty, the
City shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement
Price of consideration the full amount of such commission, percentage, brokerage or contingent fee.
27. Georgia Prompt Pay Act Not Applicable. The terms of this agreement supersede any and all provisions of the
Georgia Prompt Pay Act.
28. Change Order Acknowledgment. “Contractor acknowledges that this contract and any changes to it by amendment,
modification, change order or other similar document may have required or may require the legislative authorization
of the Board of Commissioners and approval of the Mayor. Under Georgia law, Contractor is deemed to possess
knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of
Contractor's provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment,
modification, change order or other similar document, including the possibility that the Contractor may be precluded
from recovering payment for such unauthorized goods or services. Accordingly, Contractor agrees that if it provides
goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the
Contractor provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or
services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any
unauthorized goods or services provided by Contractor. Contractor assumes all risk of non-payment for the
provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other
remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized,
including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision
in all Augusta, Georgia contracts for goods and services, except revenue producing contracts.
29. E-Verify Requirements. All contractors and subcontractors entering into contracts with Augusta, Georgia for the
physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. §
13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia
has registered with and is participating in a federal work authorization program. All contractors and subcontractors
must provide their E-Verify number and must be in compliance with the electronic verification of work authorized
programs operated by the United States Department of Homeland Security or any equivalent federal work
authorization program operated by the United States Department of Homeland Security to verify information of
newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in
accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue to
use the federal authorization program throughout the contract term. All contractors shall further agree that, should it
employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its
contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor’s E-Verify
number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided
in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to maintain records of such
compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is
retained to perform such physical services.
30. Right to Inspect Premises. Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of
business, or work site of Vendor or any subcontractor of Vendor or subunit thereof which is pertinent to the
performance of any contract awarded or to be awarded by Augusta, Georgia.
31. Local Small Business Language. In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractor expressly
agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local
Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of
the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with
AUGUSTA, GA. CODE § 1-10-129(d)(7), for all contracts where a local small business goal has been established, the
contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia
the total dollars paid to each local small business on each contract, and shall provide such payment affidavits,
regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the
format specified by the Director of minority and small business opportunities, and shall be submitted at such times
10
as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta,
Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to,
withholding payment from the contractor and/or collecting liquidated damages.
32. Precedence of Documents. For the resolution and interpretation of any inconsistencies in this Agreement and/or the
Exhibits or Attachments hereto which are incorporated herein by this reference, the terms and conditions of this
Agreement shall take precedence over any Exhibits or Attachments hereto and any inconsistency between the
Exhibits and Attachments will be resolved by the priority in which they are listed as Exhibits.
33. Survival. The following sections, along with any other provisions which by their terms survive, shall survive the
expiration or termination of this Agreement.
A. Section II (6) – City Network Integrity and Security
B. Section II (14) - Confidentiality
C. Section V (6) - Termination by Either Party
D. Section VI (11) - Governing Law and Venue
E. Exhibit C – Vendor Network Access Policy
11
SIGNATURES
Wherefore the above referenced parties have caused this agreement to be executed in two originals by and through their duly
authorized officials:
For Augusta, Georgia
For Vendor
HARDIE DAVIS, JR., MAYOR DAVID A. FEUER, VICE PRESIDENT
DATE DATE
Attest:
LENA BONNER, CLERK OF COMMISSION
DATE
12
EXHIBIT A – STATEMENT OF WORK
See Separate Statement of Work for this Project entitled City of Augusta, Georgia, Central Services & Parks Recreation
Departments, Cityworks Enterprise Asset Management Sys-tem Implementation
13
EXHIBIT B – SOFTWARE LICENSE AND MAINTENANCE AGREEMENT
The Support Agreement is a separate, annually renewable document relating specifically to the ongoing maintenance of the
technology solution provided to Augusta by the Vendor. The Support Agreement is already in effect due to the existing
relationship between Augusta and Azteca.
14
EXHIBIT C – VENDOR REMOTE NETWORK ACCESS POLICY AND PROCEDURES
Purpose
The purpose of this policy is to ensure that a secure method of connectivity is provided between Augusta-Richmond County
and the vendor and to provide guidelines for the use of the network and computing resources associated with the remote
connectivity in order to ensure the safety, integrity, and operability of Augusta-Richmond County Information Systems.
Scope
This policy applies to all Augusta-Richmond County systems, application and/or servers/devices requiring support by
external vendors on behalf of Augusta-Richmond County.
Definitions
A Virtual Private Network (VPN) provides a secure network connection over the Internet between an individual and a private
network (164 bit encryption). By utilizing the public Internet for data transport, VPN provides a low cost solution to remote
access or connectivity.
Policy
A. Vendor Remote Access Request and Approvals
All requests for remote access for vendors must be made in advance through the Project Leader responsible for the
vendor. It is the Project Leader’s responsibility to ensure that the vendor has provided all of the required information in
the proper format.
All vendor remote access requests must first have the Assistant Director of the Business Application Services signature
for approval as well as the Director of Information Technology.
As part of the request and approval process, the technical and administrative contact within the vendor’s organization or
someone at a higher level within the company will be required to read and sign the VPN Access policy form and any
additional documents, such as the Augusta-Richmond County Non-Disclosure Agreement.
Once Vendor Remote Access has been approved, it is valid until changes in this policy or technology make it necessary,
in Augusta’s estimation, to require a new form to be filed.
Remote Access will only be available to Vendors that have signed Annual Support and Maintenance Contracts with
Augusta.
B. Connectivity
1. The vendor will be required to use Augusta-Richmond County’s standard method for connecting to the network.
The current standard method is Cisco’s VPN client.
2. The vendor will be given a unique user ID and password to authenticate the VPN access. The password may be
subject to regular changes.
3. Only one person may be connected to the VPN at any given time.
4. Access will be restricted to only the servers located in IT that were approved for the vendor.
5. Access will be restricted to only the ports necessary for connectivity.
6. Access will not be open 24/7. The vendor must request access every time it is necessary and only during business
hours of 8:30am – 5:00pm EST. Access outside of these hours may be requested but will need additional approval
and will be handled on a case by case situation.
C. Vendor Request Process
1. The vendor will contact the Project Leader to request access.
2. The Project Leader is responsible for logging the request for access and justification in the change control log.
3. The Project Leader will document reason for access and email Firewall Administrators to have the VPN opened.
4. A firewall administrator will open the VPN and reply to the Project Leader’s email notifying them it has been
opened.
5. Once the vendor has completed their work and the application has been tested, they will notify the Project Leader
that the work is complete.
15
D. Network Security
1. Vendor will allow only the vendor’s employees approved in advance by Augusta-Richmond County to access the
network connection. Vendor shall be solely responsible for ensuring that Authorized Vendor Employees are not
security risks, and upon Augusta-Richmond County’s request, Vendor will provide Augusta-Richmond County with
any information reasonably necessary for Augusta-Richmond County to evaluate security issues relating to any
Authorized Vendor Employee.
2. Vendor will promptly notify Augusta-Richmond County whenever any Authorized Vendor Employee leaves the
Vendor’s employ or no longer requires access to the Network Connection.
3. Each party will be solely responsible for the selection, implementation and maintenance of security procedures and
policies that are sufficient to ensure that (a) such party’s use of the Network Connection is secure and is used only
for authorized purposes, and (b) such party’s business records and data are protected against improper access, use,
loss, alteration or destruction.
4. Vendor shall notify Augusta-Richmond County in writing promptly upon a change in the user base for the work
performed over the Network Connection or whenever in vendor’s opinion a change in the connection and/or
functional requirements of the Network Connection is necessary.
E. Protection of Augusta-Richmond County Private Information and Resources
The Augusta-Richmond County network support group responsible for the installation and configuration of a specific
vendor connection must ensure that all possible measures have been taken to protect the integrity and privacy of
Augusta-Richmond County confidential information. At no time should Augusta-Richmond County rely on
access/authorization control mechanisms at the vendor’s site to protect or prohibit access to Augusta-Richmond County
confidential information.
Augusta-Richmond County shall not have any responsibility for ensuring the protection of vendor information. The
vendor shall be entirely responsible for providing the appropriate security measures to ensure protection of their private
internal network and information.
F. Audit and Review of Vendor Network Connections
All aspects of the vendor network connections up to, but not including Augusta-Richmond County firewall, will be
monitored by the appropriate IT staff. Where possible automated tools will be used to audit tasks. Monthly reports
should be generated on the authentication database showing the specific login entries.
All vendor network connections will be reviewed on a quarterly basis and information regarding specific vendor network
connection will be updated as necessary. Obsolete vendor network connections will be terminated following
confirmation with the Project Leader that the connection is indeed obsolete.
G. Augusta-Richmond County IT Security
Augusta-Richmond County IT Security has the responsibility for maintaining related policies and standards. IT Security
will also provide advice and assistance regarding judgment calls, and will facilitate information gathering in order to
make a correct decision.
H. Enforcement
Any vendor found in violation of this policy will be subject to, but not limited to, loss of VPN privileges and other action
up to and including dissolution of contract and/or legal action if Augusta systems are compromised.
Vendor Signature
DAVID A. FEUER, VICE PRESIDENT DATE
16
EXHIBIT D – PERFORMANCE BOND
Not Required for this Project
Commission Meeting Agenda
3/21/2017 2:00 PM
Electronic Building Plan Review
Department:Information Technology
Department:Information Technology
Caption:Motion to approve Agreement with Harris Computer to
Implement Electronic Plans Review Solution and approve for the
funding to come from Fund 217 (Building Inspections Fund) Fund
Balance. (Approved by Public Safety Committee March 14,
2017)
Background:The Augusta Licensing & Inspections Department (now part of
the Planning & Development Department (APDD)) implemented
CityView software from Municipal Software Corporation
beginning in 2007. CityView manages Business Licenses,
Building Permits, and Code Enforcement functions for
APDD. Municipal Software was purchased by Harris Computer
Corporation, Inc. (“Harris”) and maintenance and support of the
software product transitioned to the new company. One of the
responsibilities of APDD is the review process related to site and
building plans that are submitted by developers and builders. The
existing process by which plans are reviewed is manual and
“paper-driven”, meaning that the work goes from person-to-
person through the use of paper plans and forms. The current
leadership of APDD realizes that automation would help to
streamline the process by which this work is done, helping staff to
be more efficient and providing a quicker review and approval
process. Electronic Plan Review is one of the modules that Harris
offers to its customers, but which Augusta does not currently use.
Analysis:Harris has proposed to implement their Electronic Plan Review
software, which works with the existing Harris solution, in order
to meet the following objectives: 1. Fully license CityView
Electronic Plans Review and provide licensing and support for
Bluebeam Revu (for online plan review and markup). 2. Configure
the CityView Electronic Plans Review for Permits & Inspections,
using data collected in collaboration with city staff. This will
include developing lookup table data, setting up custom data fields
for specific data capture requirements, adjusting workflows and
Cover Memo
notifications within the software, configuring letter templates, and
re-establishing user security settings. 3. Deployment of the
configuration changes to the Augusta’s test environment in
preparation for final testing, followed by deployment of changes
to the City’s Production environment in preparation for go live. 4.
Training and onsite Go-Live facilitation. 5. Ongoing support and
maintenance of the software under the CityView Software License
and Support Agreement. The project is expected to be complete in
the Summer of 2017.
Financial Impact:The budgeted amount for this project is $50,000. The vendor
proposal is $46,240, with the remainder to be used to cover
additional training or customizations as needed.
Alternatives:N/A
Recommendation:Approve Agreement with Harris Computer to Implement
Electronic Plans Review Solution
Funds are Available
in the Following
Accounts:
Funds to be moved from Fund 217 Fund Balance into 217-07-
2210-5424220 $50,000
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Sales Order – Proprietary and Confidential
SALES ORDER DESCRIPTION
Request Date: January 30, 2017 Order Number Augusta 2017-01
Client / Project: Augusta, GA
Requestor: Debbie Freeman Created By Steve Favalaro
Description of the Requested Enhancement:
Purpose: Augusta has requested the following sales order for the purchase and implementation of CityView Electronic
Plans Review for Building Permits. As part of the workflow re-write contract Augusta purchased a partial license to allow
for online submittals for Building Permit Application. This sales order includes the additional license fee for Electronic Plans
Review, Bluebeam Revu licensing and implementation services as described in the Statement of Work.
List of attached documents:
Included herein
Impact Assessment: Estimated impact to budget, work effort and schedule
$24,420 Implementation services
$21,820 licensing
$4,725 annual maintenance.
Travel expenses will be billed at cost and as incurred, and is assumed to be completed with the workflow re-write
project.
This quote is good for 30 days and the proposal & scope are subject to the Software License and Support Agreement
approved by the Augusta Commission on November 15, 2016.
Total Estimated Cost: As above Planned Delivery Date: TBD
Payment Terms: As per Schedule A of the Statement of Work
QUOTATION APPROVAL
Print Name Signature Date
Client Executive:
CityView Executive:
Statement of Work
I. Table of Contents
I. TABLE OF CONTENTS ............................................................................................................................. 3
II. BACKGROUND & OBJECTIVES ............................................................................................................... 4
III. SCOPE ................................................................................................................................................. 5
IV. WORK APPROACH ............................................................................................................................... 7
V. POST IMPLEMENTATION SUPPORT ....................................................................................................... 12
VI. ROLES & RESPONSIBILITIES ................................................................................................................. 13
VIII. SCHEDULE ....................................................................................................................................... 19
IX. PROJECT ACCEPTANCE ...................................................................................................................... 20
X. CHANGE ORDER MANAGEMENT ........................................................................................................ 21
XI. ISSUES & PROBLEM RESOLUTION ........................................................................................................ 23
II. Background & Objectives
II. Background & Objectives
Augusta (hereinafter the “City”) has been a valued CityView customer since 2007. Over the years there have
been numerous enhancements and technology changes to CityView. In an effort to gain further efficiencies,
reduce paper and improve electronic communication with its customers, Augusta has purchased the licensing
and implementation services for CityView Electronic Plans Review. As the City does not currently use
CityView for Planning, this implementation only pertains to Building Permits.
The objectives of this project are to implement CityView Electronic Plans Review for Building Permits in order
to:
1. Increase checks and balances to improve accuracy and consistency of application processing to
ensure quality.
2. Reduce the amount of paper being submitted and stored
3. Improve online access and communications with the City’s customers.
III. Scope
III. Scope
The Project scope:
1. Fully license CityView Electronic Plans Review and provide licensing and support for Bluebeam Revu.
2. Collect City-specific data through a remote data collection (6 hours) for lookup table values, letters,
workflow-specific values (assigned to, required dates, responsible departments, resource groups,
email triggers), and other related values for Permits & Inspections. This data will be collected,
providing the CityView Project Team relevant documentation, letter templates, and by City’s
completion of the CityView workbook pertaining to CityView Electronic Plans Review.
3. Configure the CityView Electronic Plans Review for Permits & Inspections, using the data collected in
the workbooks. This will include the following:
a. Lookup table data.
b. Custom data fields for specific data capture requirements.
c. Adjustments to the solution workflows, including the assigned to, required dates, email
notifications, responsible departments and resource groups.
d. Configuration of three (3) letter templates for Permits & Inspections.
4. Implement user security settings according to customer completion of organizational role
spreadsheets defining the out the box organizational roles inherent in the solutions.
5. Deployment of the configuration changes to the City’s Hosted Test environment (Orion V) in
preparation for final testing, followed by deployment of changes to the City’s Production
environment in preparation for go live.
6. Conduct one (1) day of training.
7. Provide one (1) day onsite Go Live Facilitation
8. Ongoing support and maintenance of the software under the CityView Software License and
Support Agreement.
Exclusions:
1. Provision of hardware, databases and third party software.
2. Setup and support of network infrastructure supporting CityView.
3. Letters over and above the three (3) included in the budget, unless agreed to through change order.
4. Customizations and interfaces unless agreed to through change order.
III. Scope
5. Custom workflows, unless agreed to through change order. As part of the workflow re-write project
CityView Select workflows are delivered and tailored during that implementation, with sub-
workflows connected or disconnected as described in the Inclusions.
6. Any Batch/Scheduled processes unless agreed to through change order.
7. No custom reports unless agreed to through change order.
8. Non-standard configuration – standard configuration would be what is provided in the “Inclusions”
above and what comes preconfigured in the system. Examples of non-standard configuration would
include: modifying record-level security from what is pre-defined; defining organizational role
security criteria other than those defined in the out of the box organizational roles (e.g. read-only
access to some sheets, read-write to others); creating batch processes other than those defined in
the product for permit expirations and license renewals; creating business rules defining specific
outcomes that are tied to specific users of the system only (e.g. message box reminding of a process
that needs to be followed but where that message box is only invoked where a specific users is
logged into the system). While these are not included in the Project’s scope, the configuration tools
are provided for City to undergo such configuration itself.
IV. Work Approach
IV. Work Approach
The implementation will follow the methodology described below. Sign off will be required following the
testing of the configuration prior to Bluebeam user training.
Project Kickoff
The CityView Project Manager will review all documentation with respect to the implementation in order to
prepare the materials for project kickoff.
CITYVIEW will prepare an Implementation Project Plan.
Module Walkthrough/Data Collection
CityView will conduct remote walkthroughs with Augusta subject matter experts (SMEs) to review the best
practice workflows for Electronic Plans Review.
Following the walkthroughs, the City will be asked to complete workbooks to define the changes required to
allow the best-practice workflows for Electronic Plans Review to be adapted, where necessary, to Augusta’s
practices.
Configuration
CityView will configure the environment to incorporate the required changes identified during the remote
walkthroughs and defined in the workbook.
Quality Assurance
CITYVIEW will undertake quality assurance activities throughout the project. The configuration changes are
verified by a peer review committee which includes the project team, members of research and development
and management, and occasionally subject matter experts from the customer’s side.
Review and Validation
Remote walkthrough will be conducted to show the SMEs how the environment is now configured and any
in-scope changes, identified through testing, will be made by CityView. The City will then complete testing of
the new configuration and be asked to formally accept the final configuration prior to end user training.
During the Review and Validation sessions CityView will document any changes, corrections, or deficiencies
for further action. A customer feedback mechanism is provided within the environment for immediate
feedback and reporting of issues to our implementation specialists and developers should the City’s SME’s
conduct additional reviews without the CityView Implementation Specialist present.
In Scope Refinements
In scope corrections from the process of Review and Validation will be conducted. If out of scope issues are
raised through Validation, these will be handled through approved change orders.
User Acceptance Testing
IV. Work Approach
On completion of the Review and Validation session, the City will be provided a period of 2-4 weeks for
additional User Acceptance Testing on their own completely installed test system. The CityView
Implementation Specialist will monitor the client’s feedback and continue to make any in scope corrections.
Provided the acceptance criteria have been met, the City is asked to formally accept the delivered solution for
go-live.
Final Environment
After the final environment receives client sign off CityView will restore the City’s Hosted Test environment
(Orion V) with the new configured system in order to establish an environment that can be used for training
purposes. CityView will also deploy the changes to production just prior to go live.
User Training
CityView will conduct 1 day onsite training (up to 10 students) to include 4 hours on CityView Electronic
Plans Review and four (4) hours of training on the use of Bluebeam Revu markup tools. Additional training
tools are available on Bluebeam’s website
Go-Live
CityView will deploy the configuration changes to the Production environment ready for go-live.
During go-live CityView will provide one (1) day onsite Go Live Facilitation and will work with the City to
record any known issues. The CityView project team is responsible for the resolution of these known issues.
30 days after Go Live CityView will request a formal letter of acceptance (the Statement of Completion,
pursuant to the Contractual Services Agreement) that substantiates the product has been delivered and is
being used successfully in a live, production environment. In the case of a partial go-live, a completion
statement will be requested for that part of the solution that has gone live.
During the first 4 weeks after go-live, the project team will begin to familiarize and transition the project to
the Technical Support group. At the end of 4 weeks the Project Manager will arrange a formal hand-off
involving the City of Augusta the CityView Project Manager and the CityView Support group formalizing the
transition of any new defects, bugs and support issues to the Support team.
IV. Work Approach
IV1 Training plan
The training program is designed to provide your end users with the ability to use CityView for their
day to day activities and your Subject Matter Experts (SMEs) with the skills to maintain your
solution. The table below details the training plan.
Training Plan
Course Objectives
CityView End User
Training (onsite)
This course is designed to train the City’s users on the business use
related to Electronic Plans Review. Users are able to:
1. Understand the key concepts that make up the business process.
2. Be able to navigate and complete tasks relevant to the Electronic
Plans Review process.
Duration: 4 hours Users: End Users
as defined below
Maximum#:
10/session
Bluebeam Markup
Training (remote)
This training will focus on basic use of Bluebeam Revu markup tools.
Duration: 4 hours Users: TBD Maximum#: 10
IV. Work Approach
IV2 Matrix of Responsibilities and Work Products
The following table provides a summary of the Project. Responsibility and the lead for each step in
the Project are defined and the deliverables received by City are presented.
Step Responsibility Lead Deliverables
Project Kickoff CityView CityView PM Hosted Development
Environment, Project Plan
Data collection Share CityView PM
Completed workbooks &
signed-off Scope Document,
including Budget Validation
Configuration CityView CityView PM
Configured Development
Environment, ready for
Validation & Refinement
Review and Validation
Sessions Share CityView PM Completed Validation sessions
Refinements based on
Review and Validation
sessions
CityView CityView PM Development Environment for
Final Acceptance Testing
User Acceptance
Testing City City PM
User acceptance of the fully
delivered system based on test
scripts
User Training Share CityView
Trainer Completed training
Go-live Share CityView PM Live production environment
IV.3 Documentation
Documentation is available through CityView Connect, CityView’s on-line content management
system. This is the source for the most updated CityView information at any time. City can search
for a particular topic or browse through the menu items. The Product Training Guides will step City
through a full training session for a particular topic.
CityView Connect is accessible directly and within the CityView modules. By clicking
the Help button, direct access is provided to the content in CityView Connect.
Documentation is targeted to three main groups: business users, system administrators and
application developers. Documentation is provided at every level of training, focused on the
enabling objectives of the training in question.
CityView Connect is the main source of documentation for the City throughout implementation of
the Project and beyond. With each CityView release, detailed release notes document the changes
IV. Work Approach
to the release both for new features, feature changes, and bug fixes. Any exceptions or changes
for installation and upgrade are also noted.
CityView offers the following documentation:
System technical documentation
System end user’s documentation
On-line Help Desk documentation
System/Architecture diagrams
Data Dictionary – under Non-disclosure Agreement
Scope Documentation including – signed-off data collection materials
V. Post Implementation Support
V. Post Implementation Support
Detailed in the CityView Service Level Agreement.
VI. Roles & Responsibilities
VI. Roles & Responsibilities
Below is a description of the roles and responsibilities of each of the resources in the Project.
Your CityView project team is comprised of:
Project Manager
Implementation Specialist/Trainer,
Application Development Team,
Quality Assurance Team.
Project Manager
He/she is involved in both the facilitation of the project as well as hands-on work in each project
phase to ensure that requirements are met and project deliverables are clearly defined. The
responsibilities include:
1. Be the primary point of contact for the City’s Project Manager
2. Ensure successful delivery of CityView’s tasks
3. Participate, where necessary, in gathering of the business process requirements
4. In coordination with the City’s Project Manager, create the project schedule and keep this
schedule up-to-date throughout the project
5. Coordinate the scheduling of tasks for the implementation according to the project
schedule
6. Manage the CityView project resources
7. In coordination with the City’s Project Manager, co-conduct the project Kick-off meeting
8. Review and approve CityView’s data collection scope documents for Sign-off
9. Seek sign-off on all CityView deliverables and approval documents from the City’s Project
Manager
10. In coordination with the City’s Project Manager, manage scope change control
11. Assist the City’s Project Manager in defining the training and Go-Live plans
12. Support City in the Go-Live preparation steps
13. Hold review & status meetings with City’s resources
14. Facilitate and provide timely resolutions to issues and concerns as it relates to CityView
resources, project issues, etc.
VI. Roles & Responsibilities
Implementation Specialist/Trainer
The Implementation Specialist/Trainer (IS) will work closely with the City through on-site visits,
follow up calls, training, and demonstrations in order to define the scope of the configuration
effort. The IS configures your CityView environment and prepares the environment for the onsite
activities. Typically the IS’s also deliver the end-user training and Go-live assistance. Responsibilities
include:
1. Provide progress status to the CityView Project Manager
2. Perform the data collection and work with the City’s Subject Matter Experts (SMEs) to
understand and collect the business requirements
3. Work with the SMEs in designing the CityView Activities workflows
4. Provide best practices recommendation and solutions where applicable
5. Compile the data collection documents for the scope document
6. Configure the Software based on the scope documents
7. Unit test the configuration
8. Provide configured system to Application Developer Team Lead and QA Team lead for
configuration review and testing
9. Provide validation and acceptance testing support
10. Work with the City’s SMEs to log Validation feedback and correct misconfiguration items
11. Work closely with the CityView, Developers and QA Lead to answer any business related
question that might arise
Often the IS’s are also the Trainers as they are qualified as such and they have the best
understanding of the City’s configured environment going into the training. Trainers have the
following responsibilities:
1. Provide training to the different City groups as follows:
i. End Users
2. Provide electronic copies of training materials where applicable
3. Provide electronic copies of training sessions’ agendas
4. Leverage adult learning methodology and teaching techniques while documenting and
escalating any concerns to the implementation Project Managers
Application Development Team
Reporting to the CityView Project Manager, the Developers will be responsible for the development
of any assigned custom reports or customization requirements. Below is a list of responsibilities to
be performed by the Developers:
1. Periodically review the ISs configuration for adherence to best practices and efficiencies and
provide guidance and oversight where necessary
VI. Roles & Responsibilities
Quality Assurance Team
Responsible for testing the quality of your CityView Modules and any customizations and
interfaces. They use a combination of automated and manual testing on your environment. Bug
Tracker Tools, Unit Testing, and Manual Test Cases are used in a strategic test plan that results in a
stable, error free application for delivery. Responsibilities include:
1. Maintain QA environments on the same version as the City’s Development Environment for
parallel testing and troubleshooting
2. Log test results, log issues in detail and provide issues logs to Application Development
team
3. Provide unit testing as detailed within roles above
4. Provide advice on timing and readiness of version releases.
We envisage the City’s project team is comprised of:
Project Manager,
Subject Matter Experts (SMEs),
Database Administrator,
Systems and Network Administrators,
Testers (often the same people as the SMEs),
Application Administrators
Trainers
End Users
City Project Manager
The City Project Manager is responsible for the overall City deliverables and the day-to-day
management of the project. This resource is the primary liaison between the CityView Team, the
City’s project team and the Steering Committee. Both Project Managers will work together to
meet the objectives, address issues, facilitate resolution and participate in active management of
the teams. Below is a list of responsibilities to be performed by the City’s Project Manager:
1. Manage all City resources for project related activities
2. Manage the project (budget, timeline, quality, risks, scope, issues, deliverables, etc.) in
cooperation with CityView’s Project Manager
3. Communicate project status to the Steering Committee, the Executive Sponsor and the
project team leveraging updates from CityView’s status updates
VI. Roles & Responsibilities
4. Create, maintain, manage and refine the project schedule with all its elements in
cooperation with the CityView Project Manager
5. Maintain project standards especially Scope & Status reporting
6. Prepare, organize and co-conduct with the project kick-off meetings
7. Manage the delivery and coordination of City project tasks
8. Manage all project deliverables in coordination with CityView’s Project Manager
9. Manage and streamline the issue management process in conjunction with CityView Project
Manager
10. Manage project deviations and take necessary corrective actions
11. Participate in gathering of the City’s business process requirements when required
12. Plan, manage and execute the Acceptance Test efforts
13. Plan, manage and execute the end user training efforts
14. Provide timely reviews and potential sign-offs on all project deliverables approval
documents as presented by the CityView Project Manager
15. Review and accept project milestones
16. Manage the logistical activities of the end user training
a. Training facilities
b. Students booking
c. Scheduling of sessions
d. Monitoring and logging the end user attendance
17. Capture the end user feedback
18. Responsible for internal & project communication
19. Provide guidance to project team members
20. Lead the Go-Live preparation planning
21. Participate heavily in the Go-Live preparation tests
22. Must provide Go / No Go Decision throughout the project phases
23. Must be present for Go-Live
City Subject Matter Experts
The Business Experts own the business process within their functional areas since they perform
these day-to-day business processes. These people collectively form the knowledge base of the
City’s business process requirements. Such resources will be involved in the Data Collection, as well
as approval of the Scope Documentation and testing and acceptance of the configured system.
They will further verify that the new configured system meets the City’s business requirements as
outlined in the Scope Documentation. They will participate in making decisions regarding the
business processes and they will help both Project Managers manage the project scope and all the
associated deliverables. Below is a list of responsibilities to be performed by the SMEs
VI. Roles & Responsibilities
1. Attend data collection & validation training sessions
2. Participate in appropriate project team meetings
3. Work with the CityView IS to provide input into the analysis of the business requirements
and review the Scope Documentation
4. Work with the CityView IS to validate the configuration through validation testing
5. Develop appropriate validation test cases based on business scenarios
6. Assist in the development of user procedures
7. Assist the project team in defining user access levels and privileges
8. Assist the project team in the Go-Live support planning
9. Provide end user post implementation Go-Live support where applicable
10. Assist the City’s Project Manager in problem resolution
11. Support End User Training and documentation preparation
12. Must be present for Go-Live
City Database Administrator
This resource will be responsible for setup and maintenance of the different databases (Testing/
Training and Production) during the initial project phase and for any subsequent requirement.
Below is a list of responsibilities to be performed by the City’s Database Administrator:
1. On-going database configuration, monitoring, tuning and troubleshooting of the database
environments
2. Manage production database growth
3. Provide support to the project team during the project implementation as identified in the
project schedule
4. Manage the performance of the database
5. Establish and maintain database security and coordinate with application administration the
application security levels
6. Include the databases in the normal backup routines and add them to the recovery
management plan
7. Coordinate activities with City network and workstation administrators
8. Manage and execute database installation and upgrade patches
9. Participate in user access rights and privileges planning, definition & testing
City Systems & Network Administrators
These resources will be required to provide assistance to the project team on an as needed basis.
Below is a list of responsibilities to be performed by the City’s Systems & Network Administrators:
VI. Roles & Responsibilities
1. Prepare servers for initial software setup and configuration
2. Provide setup of servers and provide network connectivity
3. Setup testing environments as requested by the City’s Project Manager
4. Participate in Go-Live preparation tests
5. Should be present for Go-Live
City End Users
These resources will be trained on the proposed Modules and components. Below is a list of
responsibilities to be performed by the City’s End Users:
1. Attend and actively participate in the appropriate training sessions provided by CityView
2. Understand existing business processes as well as the project scope at a reasonable level of
detail
3. Have good Windows navigation skills
VIII. Schedule
VIII. Schedule
The current project plan for the Workflow Re-write project, that was approved by the Augusta
Commission on November 15, 2016, will be revised to include the services provided in this
Statement of Work. Currently this project plan has a tentative go live of August, 2017
IX. Project Acceptance
IX. Project Acceptance
After delivery of the fully configured solution, we expect the City to undertake acceptance testing
using self-generated testing scenarios. Should the testing identify any defects, CityView will provide
in-scope fixes at no additional charge in parallel to, or immediately subsequent to, the acceptance
testing.
After all fixes deemed essential for go-live are provided and retested, the code will be frozen and
deployment will commence. Provided the acceptance criteria have been met, the City will be asked
to formally accept the delivered solution for Go-live. Following go-live the CityView project team
will work with the City to record any known issues. The project team is responsible for the
resolution of these known issues. 30 days after Go Live CityView will request a formal letter of
acceptance that substantiates the product has been delivered and is being used successfully in a
live, production environment to accept permit applications, generate fees, record fee payments and
generate correspondence associated with permit and license processing.
During the first 4 weeks after go-live, the project team will begin to familiarize and transition the
project to the Technical Support group. At the end of 6 weeks the Project Manager will arrange a
formal hand-off involving the City, the CityView Project Manager and the CityView Support group
formalizing the transition of any new defects, bugs and support issues to the Support team.
X. Change Order Management
X. Change Order Management
To ensure timely and effective delivery of the project, the scope will be tightly managed. Project
change control procedures will be reviewed with the team at the beginning of the project to ensure
that they are clearly understood. This review helps establish a common understanding of the need
for project change control and the mechanics for implementing any changes to the scope of the
project. Any alterations to the project scope, budget, or schedule will be documented and
authorized via the Change Control process.
A Change Control refers to any modification and/or new development deviating from the baseline
established in the Statement of Work and Scope Document. It includes changes to the software,
database, training, consulting services, or related processes. Each modification (or group of
modifications) to the Contract, Statement of Work, or Scope Document must be documented and
approved by a Change Control Form. All potential changes are compared against the project
baseline in terms of functionality, schedule, cost, upgrade capability, maintainability and resources.
Change Control requests can be raised by any member of the CityView or City Project Teams.
The following steps will be followed with any changes to the baseline system:
The change control process will begin with a team member identifying a function or design
alternative not already identified as part of the baseline system or a function that is part of the
baseline but because of design issues may impact cost, schedule, or resources
The person requesting the change will complete a Change Control Form and forward it to the
appropriate Project Manager to determine cost, resources, and schedule impact, and the PM
will forward the request on to their counter-part. Once these are determined, approval by the
CityView Project Manager and City Project Manager is required.
Once approved (or denied), the change request is entered into the change control log and is
placed on the agenda of the next Joint PM meeting
Any impact to the cost, schedule and/or resources will be elevated to City Project Manager and
CityView Project Manager for their review and approval.
X. Change Order Management
Sample Change Order Document
CHANGE ORDER DESCRIPTION
Request Date: Change #:
Client / Project:
Requestor: Created By
Description of the Requested Change:
List of attached documents:
Impact Assessment: Estimated impact to budget, work effort and schedule
Total Estimated Cost: Planned Delivery Date:
Payment Terms:
CHANGE ORDER APPROVAL
Comments By: Date:
Comments:
Print Name Signature Date
Client PM:
Client Executive:
CityView PM:
CityView Executive:
XI. Issues & Problem Resolution
XI. Issues & Problem Resolution
An issue refers to any matter that requires someone to make a decision, and about which no
agreement has been reached or can be routinely reached. Typically, issues impede project progress
until they are resolved. Change Control items may become issues if they’re not dealt with quickly,
but Change Control items are specific to the process of authorizing design changes that impact
scope, schedule or budget whereas issues can be related to anything about the project that needs
to be decided.
The CityView Project Manager will maintain an issue log and will assign responsibility for the
resolution of project issues and reports progress to City’s Project Manager and the CityView Project
Team. Any Project Manager or team member can submit an issue for logging and resolution.
Most project issues are expected to be resolved within the overall Project Team. If the issues are
not resolved to the satisfaction of the Project Team, they may need to be escalated to the Project
Executive Sponsor or appropriate level.
Typical project situations requiring escalation include conflicting resource demands threatening
project staffing, group dependencies not being met, scope disagreements and issues with
functionality of the project's deliverables nearing release time.
XI1 Escalation Process:
CityView escalation levels in the order listed below:
1. Project Manager
2. Director, Professional Services
3. VP Business Operations
City escalation levels in the order listed below:
1. Project Manager
2. Director of IT
3. City Manager
Schedule “A” – Payments and Milestones
Schedule “A” – Payments and Milestones
Software Licensing Deliverables Payment Milestone Payment Terms
Software Licenses Include:
CityView Electronic Plans Review
10 named user licenses of Bluebeam
Revu eXtreme
Provides:
• Send licensing key for CityView Electronic
Plans Review
• Send instructions for downloading
Bluebeam Revu
$21,820
Invoiced on execution of
this agreement and due
net 30 days
Mandatory Annual Software
Maintenance Deliverables Payment Milestone Payment Terms
Annual Software Maintenance
Provides:
• All major and minor software upgrades
• Unlimited technical support;
• Unlimited access to the CityView FTP site
• Unlimited access to the CityView Connect
$4,125
Invoiced on execution of
this agreement and due
net 30 days
Bluebeam Revu Annual Software
Maintenance First line of support for Bluebeam Revu $600
Invoiced on execution of
contract and due net 30
days
Solution Implementation Deliverables Payment Milestone Payment Terms
Project Kickoff, Workbook Sessions, Data Collection (remote)
Project kick-off and confirmation of
project plan. CityView Select
configuration review sessions, with up
to 6 Subject Matter Experts/session.
Delivery of Workbook. Collection of
Workbook data for Electronic Plans
Review for Building Permits.
$1,650
Invoiced upon delivery
by CityView of data collection workbook &
due net 30 days
Environment Management
Deployment of configuration changes
to the City’s Test and Production
environment in conjunction with the
workflow re-write configuration
changes. May include up to 1
upgrade.
Deliverable is successful set up of
CityView configuration changes in
Production and Hosted Test
environment (Orion V).
$1,980
Due upon completion of
the deployment to the
Hosted Test
environment (Orion V)
Configuration
Configuration based on completed
Scope Document and workbooks.
Deliverable is CityView- Hosted Test
environment (Orion V).ready for
review & validation & configuration
refinement.
$9,075
50% invoiced upon
commencement of the
configuration and due
net 30 days; and
50% invoiced upon
scheduling of the first
review & validation
session and due on or
before the first review &
validation session.
Schedule “A” – Payments and Milestones
Remote Review Sessions for Validation and
Refinement
Perform remote review session,
focusing on configuration and
workflow. If it is determined that
additional reviews are required
outside what is stated in the
Statement of Work, an estimate will
be provided.
Gather validation feedback. Identify
in-scope vs. out of scope feedback.
Implement any in-scope refinements
arising out of the validation.
Complete in-scope refinements arising
from two to four week final client-
acceptance testing. Deliverable is
final, end-user-training-ready
environment. Written acceptance by client is required.
$3,960
Invoiced on the first
remote review session
and due net 30 days
Training (onsite unless otherwise specified)
1 day end-user training for:
• CityView Electronic Plans Review (up
to 10 students)
• Bluebeam Revu (up to 10 students)
$2,310
Invoiced upon
scheduling of end user
training and due on or
before the first day of
training.
Project Management
Ongoing management of all
implementation services. Based on 24 hours of Project Management, should
delays by the customer occur and
require additional project
management, time may be billed at
$165/hr. upon authorization by the
customer.
$3,465
Due upon
commencement of data
collection
Onsite Go Live Facilitation
1 day of onsite facilitation to provide
over-the-shoulder guidance and
training to users
$1,980
Invoiced on the first day
of Go Live Facilitation
and due net 30 days.
Travel & Expenses
Budget for travel and expenses for
services to be conducted on site
customer (budget assumes 2 days
spent on site, 1 day for end user
training and 1 day for Go-Live
Facilitation). This training is to be
conducted at the same time as the
workflow re-write project training or
additional travel costs may be
required. If additional travel is
mutually agreed to be warranted, this
will be charged at cost of flights,
accommodation and expenses plus $55/weekday ($110/weekend day) per
diems & $75/h travel time.
$600 Invoiced and due as
incurred
Total Services $25,020
Summary of Investment Price
Total Professional Services (not including travel & expenses) $24,420
Total Licensing $21,820
Total Project $46,240
Travel (estimate) $600
Notes:
The City will ensure the hardware and software requirements necessary for the efficient operation of CityView are present,
according to the specifications included herein
Schedule “A” – Payments and Milestones
The City shall reimburse CityView for its direct travel expenses, including but not limited to, hotel, airfare, car rental, tolls,
parking and airline and travel agent fees; including a travel time rate of $75.00 per hour; a per diem rate of $55.00 for week
days and a $110.00 for weekends and statutory holidays that includes all meal, food and telecommunications expenses; and a
mileage charge based on the current recommended rate per mile.
Commission Meeting Agenda
3/21/2017 2:00 PM
Information Technology 2017 Replacements
Department:Information Technology
Department:Information Technology
Caption:Motion to approve the replacement of obsolete computer
equipment (laptops, computers, servers, printers, scanners,
switches, routers, VOIP phones, other telecommunication devices,
and MDTs) as well as the purchase of any required computer
software upgrades. (Approved by Public Safety Committee
March 14, 2017)
Background:In an effort to provide the employees of Augusta Richmond
County with current technology, the Information Technology
Department (IT) schedules the replacement of EOL (end of life)
equipment that, due to age and capability, is not compatible with
current standards and is unable to support current software
requirements. Information Technology developed an IT
Technology Replacement plan that replaces obsolete computer
equipment every 4 to 6 years (the normal life expectancy for the
equipment). The replacement of computer and communication
equipment will consist of any devices that are not capable of
meeting current software or business needs to include the
scheduled laptops, computers, servers, printers, scanners,
switches, routers, VOIP phones, other telecommunication devices,
and MDTs. Information Technology is also continuing with the
standardization of current operating systems and Microsoft Office
products throughout the organization. Therefore, required
computer software and hardware upgrades may need to be
purchased for the computers that are not scheduled to be replaced.
Regardless of funding source, all technology equipment removed
from production will be disposed of in accordance with the
technology disposal policy previously approved by the
Commission. Inoperable equipment will be taken to the electronic
recycling drop point at the Augusta Richmond County Landfill.
Qualified equipment that meets determined specifications will
either be sold in the Employee Lottery or redistributed to
appropriate locations for use in Community Outreach Programs
(i.e. Recreation Department Community Centers). All other
functional equipment will be taken to the Fleet Department for
Cover Memo
sale at auction. All data will be erased from any devices using a
DOD certified method.
Analysis:Currently there are approximately 2000+ desktop computers, 500+
laptops and tablets, and 400+ MDTs deployed by the city. The life
expectancy of a computer is 4-5 years. In some cases, these
computers, servers, printers, laptops, and MDTs are incapable of
operating the software required by the current business
environment. Certain printers in operation are no longer capable
of printing documents of acceptable quality. These items will be
purchased through the state contract or through some other means
that meets current Procurement requirements. (SWC90813-04;
99999-SPD-T20120501-0011; 99999-SPD-T20120702-0003; GS-
35F-0195J; S000546-044; 252-001-09-1; 250-000-09-1; 252-030-
09-ACS; SPD-0000021-0005; SWC90814-02; 252-000-09-ACS;
and SWC-90813).
Financial Impact:The approximate estimated cost for the items identified as needing
to be replaced or upgraded is $950,000.00. Funds for these
replacements are included in the Information Technology 2017
Capital Budget and SPLOST VII.
Alternatives:Leave existing devices in place. However, this will increase the
cost of replacements in future budgets and will affect other
technology related implementations, projects, and normal business
processes. Supporting and maintaining this out-of-date equipment
another year could result in unpredictable outcomes, reduced
efficiency for certain departments, and an increased risk of failure.
Recommendation:Approve the replacement of obsolete computer equipment
(laptops, computers, servers, printers, scanners, switches, routers,
VOIP phones, other telecommunication devices, and MDTs), the
purchase of any required computer software or hardware
upgrades, and the reallocation of equipment.
Funds are Available
in the Following
Accounts:
272015410-5316220 (Desktops) 272015410-5316230 (Laptops)
272015410-5316260 (Printers) 272015410-5424210 (Servers)
272015410-5316250 (Peripherals) 272015410-5424210 (Servers)
272015410-5232111 (Telephone-Other)
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Cover Memo
Department: Information Technology
Caption: Approve the replacement of obsolete computer equipment (laptops,
computers, servers, printers, scanners, switches, routers, VOIP phones, other
telecommunication devices, and MDTs) as well as the purchase of any required
computer software upgrades.
Background: In an effort to provide the employees of Augusta Richmond County with current
technology, the Information Technology Department (IT) schedules the
replacement of EOL (end of life) equipment that, due to age and capability, is
not compatible with current standards and is unable to support current
software requirements. Information Technology developed an IT Technology
Replacement plan that replaces obsolete computer equipment every 4 to 6
years (the normal life expectancy for the equipment). The replacement of
computer and communication equipment will consist of any devices that are not
capable of meeting current software or business needs to include the scheduled
laptops, computers, servers, printers, scanners, switches, routers, VOIP phones,
other telecommunication devices, and MDTs. Information Technology is also
continuing with the standardization of current operating systems and Microsoft
Office products throughout the organization. Therefore, required computer
software and hardware upgrades may need to be purchased for the computers
that are not scheduled to be replaced. Regardless of funding source, all
technology equipment removed from production will be disposed of in
accordance with the technology disposal policy previously approved by the
Commission. Inoperable equipment will be taken to the electronic recycling
drop point at the Augusta Richmond County Landfill. Qualified equipment that
meets determined specifications will either be sold in the Employee Lottery or
redistributed to appropriate locations for use in Community Outreach Programs
(i.e. Recreation Department Community Centers). All other functional
equipment will be taken to the Fleet Department for sale at auction. All data will
be erased from any devices using a DOD certified method.
Analysis: Currently there are approximately 2000+ desktop computers, 500+ laptops and
tablets, and 400+ MDTs deployed by the city. The life expectancy of a computer
is 4-5 years. In some cases, these computers, servers, printers, laptops, and
MDTs are incapable of operating the software required by the current business
environment. Certain printers in operation are no longer capable of printing
documents of acceptable quality. These items will be purchased through the
state contract or through some other means that meets current Procurement
requirements. (SWC90813-04; 99999-SPD-T20120501-0011; 99999-SPD-
T20120702-0003; GS-35F-0195J; S000546-044; 252-001-09-1; 250-000-09-1;
252-030-09-ACS; SPD-0000021-0005; SWC90814-02; 252-000-09-ACS; and SWC-
90813).
Financial Impact: The approximate estimated cost for the items identified as needing to be
replaced or upgraded is $950,000.00. Funds for these replacements are included
in the Information Technology 2017 Capital Budget and SPLOST VII.
Alternatives: Leave existing devices in place. However, this will increase the cost of
replacements in future budgets and will affect other technology related
implementations, projects, and normal business processes. Supporting and
maintaining this out-of-date equipment another year could result in
unpredictable outcomes, reduced efficiency for certain departments, and an
increased risk of failure.
Recommendation: Approve the replacement of obsolete computer equipment (laptops,
computers, servers, printers, scanners, switches, routers, VOIP phones, other
telecommunication devices, and MDTs), the purchase of any required computer
software or hardware upgrades, and the reallocation of equipment.
Funds: 272015410-5316220 (Desktops)
272015410-5316230 (Laptops)
272015410-5316260 (Printers)
272015410-5424210 (Servers)
272015410-5316250 (Peripherals)
272015410-5424210 (Servers)
272015410-5232111 (Telephone-Other)
Commission Meeting Agenda
3/21/2017 2:00 PM
P25 Compliant Radio Project
Department:Information Technology
Department:Information Technology
Caption:Motion to approve the replacement of end of life radios and
reprogramming of radios that are currently P25 compliant.
(Approved by Public Safety Committee March 14, 2017)
Background:Augusta has 1,483 radios on the South Carolina Statewide 800
MHz Radio and Mobile Data System, which is a cost-shared
public/private partnership between state government, local
governments and power utilities. This shared system has over
30,000 primary users and 750 agencies representing state
government, federal government, local government, law
enforcement agencies, fire services, EMS services, and power
utilities in South Carolina, North Carolina, and Georgia. The State
of South Carolina is upgrading their radio system to be P25
compliant.
Analysis:The South Carolina State Wide 800MHz Radio system is
currently in the process of upgrading their entire system to be P25
compliant. This will provide an open architecture and promote
interoperability. To maintain interoperability and purchase our
own system all Augusta radios must be P25 compliant. Augusta
will replace 234 end of life radios, which are approximately nine
(9) years old. Augusta will reprogram the remaining 1,249 radios.
The new replacement radios will be capable of operating on any
P25 compliant radio system.
Financial Impact:This is an approved SPLOST project. The cost for the replacement
of the 234 radios will be $1,089,230.35. All radios will be
purchased off state contract number 980-280008. The cost for
reprogramming the remaining inventory of 1,249 radios will be
$64,875.00. The total amount of this phase of Augusta’s new
radio system will be $1,154,105.35. Funds, in the amount of
$1,154,105.35, are available in the following accounts
(329012110/216725901).Cover Memo
Alternatives:N/A
Recommendation:Approve the replacement of end of life radios and reprogramming
of radios that are currently P25 compliant.
Funds are Available
in the Following
Accounts:
Funds, in the amount of $1,154,105.35, are available in the
following accounts (329012110/216725901).
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Proposal
TO:RICHMOND COUNTY Spiro Papadopoulos
113 Cherry Street
Augusta, Ga. 30907
ATTN:STEVE 706-533-5175 Cell
706-855-0404 Office
Quantity Model Number Description or Unit Extended
Specification Price Price
32 M25URS9PW1-N APX6500 MID POWER MOBILE $1,758.00 $56,256.00
32 Q806 ASTRO DIGITAL $386.25 $12,360.00
32 G51 SMARTZONE OPERATION $1,125.00 $36,000.00
32 Q361 9600 BAUD OPERATION $225.00 $7,200.00
32 QA00580AC TDMA OPERATION $337.50 $10,800.00
32 QA03399 ENHANCED DATA $112.50 $3,600.00
32 QA01767AT RADIO AUTHENTICATION $75.00 $2,400.00
32 G442 APX 05 CONTROL HEAD $324.00 $10,368.00
32 G444 CONTROL HEAD SOFTWARE NC NC
32 W22 PALM MICROPHONE $54.00 $1,728.00
32 G66 DASH MOUNT $93.75 $3,000.00
32 G174 3BD LOW PROFILE ANTENNA $32.25 $1,032.00
32 B18 SPEAKER $45.00 $1,440.00
32 G996 OVER THE AIR PROGRAMMING $75.00 $2,400.00
32 G24 THREE YR SERVICE ADVANTAGE $121.00 $3,872.00
$0.00
$0.00
32 SVC03SVC0123 INSTALLATION $225.00 $7,200.00
32 SVC03SVC0115 PROGRAMMING $50.00 $1,600.00
1 SVC03SVC0115 CODEPLUG $200.00 $200.00
32 TRADE-IN ($800.00) ($25,600.00)
Equipment $135,856.00
Terms: net 30 days Taxes @ 8%
Shipment FOB Origin Installation
Delivery 4 weeks Other
Date 27-Feb-17 TOTAL $135,856.00
State Contract # #980-280008
B&Q # 19009
Proposal
TO:RICHMOND COUNTY Spiro Papadopoulos
113 Cherry Street
Augusta, Ga. 30907
ATTN:STEVE 706-533-5175 Cell
706-855-0404 Office
Quantity Model Number Description or Unit Extended
Specification Price Price
17 M25URS9PW1-N APX6500 MID POWER MOBILE $1,758.00 $29,886.00
17 Q806 ASTRO DIGITAL $386.25 $6,566.25
17 G51 SMARTZONE OPERATION $1,125.00 $19,125.00
17 Q361 9600 BAUD OPERATION $225.00 $3,825.00
17 QA00580AC TDMA OPERATION $337.50 $5,737.50
17 QA03399 ENHANCED DATA $112.50 $1,912.50
17 QA01767AT RADIO AUTHENTICATION $75.00 $1,275.00
17 G442 APX 05 CONTROL HEAD $324.00 $5,508.00
17 G444 CONTROL HEAD SOFTWARE NC NC
17 W22 PALM MICROPHONE $54.00 $918.00
17 G174 3BD LOW PROFILE ANTENNA $32.25 $548.25
17 B18 SPEAKER $45.00 $765.00
17 G996 OVER THE AIR PROGRAMMING $75.00 $1,275.00
17 G24 THREE YR SERVICE ADVANTAGE $121.00 $2,057.00
17 Q97 REMOTE MOUNT KIT $297.00 $5,049.00
17 SVC03SVC0123 INSTALLATION $275.00 $4,675.00
17 SVC03SVC0115 PROGRAMMING $50.00 $850.00
1 SVC03SVC0115 CODEPLUG $200.00 $200.00
17 TRADE IN ($800.00)($13,600.00)
Equipment $76,572.50
Terms: net 30 days Taxes @ 8%
Shipment FOB Origin Installation
Delivery 4 weeks Other
Date 27-Feb-17 TOTAL $76,572.50
State Contract # #980-280008
B&Q # 19009
Proposal
TO:RICHMOND COUNTY Spiro Papadopoulos
113 Cherry Street
Augusta, Ga. 30907
ATTN:STEVE SMEAD 706-533-5175 Cell
706-855-0404 Office
Quantity Model Number Description or Unit Extended
Specification Price Price
3 L30URS9PW1-N APX 7500 SINGLE BAND CONS $3,284.25 $9,852.75
3 Q806 ASTRO DIGITAL $386.25 $1,158.75
3 G51 SMARTZONE OPERATION $1,125.00 $3,375.00
3 Q361 9600 BAUD OPERATION $225.00 $675.00
3 QA00580AC TDMA OPERATION $337.50 $1,012.50
3 QA03399 ENHANCED DATA $112.50 $337.50
3 W969 MULTI KEY ENCRYPTION $247.50 $742.50
3 CA01598 AC LINE CORD NC
3 G996 PROGRAMMING OVER P25 $75.00 $225.00
3 L998 LIMITED FRONT PANEL $360.00 $1,080.00
3 G843 AES ENCRYPTION $356.25 $1,068.75
3 QA03399 ENHANCED DATA $112.50 $337.50
3 G78 THREE YR SERVICE ADVANTAGE $158.00 $474.00
3 GA00244 7/800 PRIMARY BAND NC
3 HKN6233 RACK MOUNTS $150.00 $450.00
$0.00
3 PROGRAMMING $50.00 $150.00
1 CODEPLUGS $200.00 $200.00
3 INSTALLATION $150.00 $450.00
3 TRADE-IN ($800.00) ($2,400.00)
Equipment $19,189.25
Terms: net 30 days Taxes @ 8%
Shipment FOB Origin Installation
Delivery 4 weeks Other
Date 27-Feb-17 TOTAL $19,189.25
State Contract # #980-280008
B&Q # 19009
Proposal
TO:RICHMOND COUNTY Spiro Papadopoulos
FIRE 113 Cherry Street
Augusta, Ga. 30907
ATTN:STEVE SMEAD 706-533-5175 Cell
706-855-0404 Office
Quantity Model Number Description or Unit Extended
Specification Price Price
50 H98UCF9PW6BN APX 6000 PORTABLE 2.5 MODEL $2,203.50 $110,175.00
50 Q806 ASTRO DIGITAL $386.25 $19,312.50
50 H38 SMARTZONE OPERATION $900.00 $45,000.00
50 Q361 9600 BAUD OPERATION $225.00 $11,250.00
50 QA00580AC TDMA OPERATION $337.50 $16,875.00
50 QA03399 ENHANCED DATA $112.50 $5,625.00
50 QA01767AT RADIO AUTHENTICATION $75.00 $3,750.00
50 QA011833 EXTREME AUDIO $18.75 $937.50
50 G996 PROGRAMMING OVER P25 $75.00 $3,750.00
50 H43 REMOTE MONITOR $56.25 $2,812.50
50 QA09001 WIFI $225.00 $11,250.00
50 QA05575 BATT IMPRESS IP68 3400T $123.75 $6,187.50
50 Q885 THREE YR SERVICE ADVANTAGE $84.00 $4,200.00
50 QA02006 APX6000XE RUGGED RADIO $600.00 $30,000.00
50 H64 APX YELLOW HOUSING $18.75 $937.50
50 NNTN8860 IMPRESS CHARGERS $120.00 $6,000.00
50 NNTN8575 XE REMOTE SPEAKER MIC BLK $384.00 $19,200.00
50 NNTN8921 SPARE BATTERY $141.60 $7,080.00
50 PROGRAMMING $50.00 $2,500.00
1 CODEPLUGS $200.00 $200.00
50 TRADE IN OF XTS2500 ($800.00) ($40,000.00)
Equipment $267,042.50
Terms: net 30 days Taxes @ 8%
Shipment FOB Origin Installation
Delivery 4 weeks Other
Date 27-Feb-17 TOTAL $267,042.50
State Contract # #980-280008
B&Q # 19009
Proposal
TO:RICHMOND COUNTY Spiro Papadopoulos
113 Cherry Street
Augusta, Ga. 30907
ATTN:STEVE SMEAD 706-533-5175 Cell
706-855-0404 Office
Quantity Model Number Description or Unit Extended
Specification Price Price
134 H98UCF9PW6BN APX 6000 PORTABLE 2.5 MODEL $2,203.50 $295,269.00
134 Q806 ASTRO DIGITAL $386.25 $51,757.50
134 H38 SMARTZONE OPERATION $900.00 $120,600.00
134 Q361 9600 BAUD OPERATION $225.00 $30,150.00
134 QA00580AC TDMA OPERATION $337.50 $45,225.00
134 QA03399 ENHANCED DATA $112.50 $15,075.00
134 QA01767AT RADIO AUTHENTICATION $75.00 $10,050.00
134 QA011833 EXTREME AUDIO $18.75 $2,512.50
134 G996 PROGRAMMING OVER P25 $75.00 $10,050.00
134 H43 REMOTE MONITOR $56.25 $7,537.50
134 QA09001 WIFI $225.00 $30,150.00
134 QA0557 BATT IMPRESS IP68 3400T $75.00 $10,050.00
134 Q885 THREE YR SERVICE ADVANTAGE $84.00 $11,256.00
134 NNTN8860 IMPRESS CHARGERS $120.00 $16,080.00
110 PMMN4060B PUBLIC SAFETY MIC 24 IN $144.32 $15,875.20
110 PMAF4002 PSM ANTENNA $9.60 $1,056.00
134 PMNN4486 SPARE BATTERY $113.60 $15,222.40
25 PMMN4062 IMPRESS RSM, NC,EB,3.5mm $94.16 $2,354.00
134 PROGRAMMING $50.00 $6,700.00
4 CODEPLUGS $200.00 $800.00
134 TRADE IN OF XTS2500 ($800.00)($107,200.00)
Equipment $590,570.10
Terms: net 30 days Taxes @ 8%
Shipment FOB Origin Installation
Delivery 4 weeks Other
Date 27-Feb-17 TOTAL $590,570.10
State Contract # #980-280008
B&Q # 19009
CONFIGURING OF CODEPLUGS
MODEL NO.QTY.EQUIPMENT DESCRIPTION
TOTAL SYSTEM COST
EQUIPMENT TOTAL
INSTALLATION / LABOR
TRANSPORTATION
TAXES
$64,875.00
SITE VISITS FOR PROGRAMMING
1200
60 $12,000.00
TOTAL PRICE
$48,000.00REPROGRAM RADIOS FOR P25 UPGRADE
19
$100.00
$125.00
$1,500.00UPGRADE AND CONFIGURING 911 CENTER
SITE VISITS TO UPGRADE FIRE STATIONS
$1,500.00
$1,000.00
$2,375.00
STEVE SMEAD
DATE
$200.00
PROPOSAL NO
$64,875.00
UNIT PRICE
$40.00
ACCEPTED BY
PRESENTED BY SPIRO PAPADOPOULOS
CUSTOMER
RICHMOND COUNTY IT
19-Jan-17
ATTN.
PHONE
1
10
AUGUSTA COMMUNICATIONS, INC.
113 CHERRY STREET
AUGUSTA, GA 30907
PHONE: (706) 855-0404
FAX: (706) 855-2878
www.augustacommunications.com
Page 1
Statewide Contract
Number SWC980-2800008 NIGP Codes
93972
Name of Contract Two Way Radio Equipment and Accessories
Effective Date July 1, 1998 Expiration Date June 30, 2017
Contract Table of Contents
Suppliers
Awarded 1 Contract
Information: Convenience
Contract Information for Supplier Page Number
Motorola Solutions Inc. 2
Additional Contract Information
Item Schedule 3
Ordering Instructions 4
Contract Renewals/ Extensions/ Changes 5
DOAS Contact Information 6
Page 2
Supplier Information Sheet
Contract Information
Statewide Contract Number SWC980-2800008
Contract Name Two-Way Radio Hardware
PeopleSoft Supplier Number
0000008244
Supplier Name & Address
Motorola Solutions
1700 Belle Meade Court
Lawrenceville, GA 30042
Contract Administrator
Tino Rugerio
+1 (770) 286-7485
tino.rugerio@motorolasolutions.com
Contact Details
Ordering Information Through local Motorola Representative
Remitting Information As invoiced
Delivery Days Varies by product
Discounts In discount schedule document
Payment Terms Net 30 Days
Bid Offer includes State and Local Government
Acceptable payment method
Supplier will accept Purchase Orders
and the Purchasing Card under this
contract as permitted by current
policies governing the Purchasing Card
program.
Return Process Contact local representative
Special Quote/High Volume
Process Contact local representative
Page 3
Item Schedule
Products and Pricing:
See Team Georgia Marketplace for State products and pricing or contact supplier directly.
Availability and Special Instructions:
The use of new radio frequencies requires the review by the telecommunications personnel of
the State of Georgia. Please call Ralph Bevan at 404.656.2042 for information regarding this
process.
Page 4
Ordering Instructions
Contract period: July 1, 2016, to June 30, 2017
Contract Number: SWC980-2800008
Orders should be mailed or emailed to:
Motorola Solutions
1700 Belle Meade Court
Lawrenceville, GA 30042
Attn: Phillip Landgrebe
philip@motorolasolutions.com
Payments should be mailed to:
Motorola Solutions
P.O. Box 404059
Atlanta, GA 30384
Contract Administrator:
Phillip Landgrebe
Sr Account Manager
Mobile: 678.873.2706
Fax: 678.802.0570
philip@motorolasolutions.com
For complaints about service that cannot be resolved by the person above, contact Tino Rugerio, Area
Sales Manager tino.rugerio@motorolasolutions.com (770) 286-7485.
Orders will be shipped within 45 days after purchase release order is received.
Payment Terms: Net 30 days
Warranty Period: One year parts, labor and shipping. During the warranty period, agencies must return
problem equipment to any authorized Motorola service center in Georgia. Equipment will be repaired or
exchanged and returned to user agency within 30 days of shipment.
An extended warranty is available for each of the radio models bid. Pricing for the extended warranty is
listed as part of our bid response.
Onsite warranty is available for fixed network equipment at no additional charge. Onsite warranty for
mobile and portable radios will be quoted on an as-needed basis.
Technical Assistance: 888.567.7347
Page 5
Contract Renewals/ Extensions/ Changes
1. RENEWAL FY2016
Effective Date of this Renewal Notice: July 1, 2015
Initial Effective Date of Contract: March 1, 2004
Expiration Date: June 30, 2016
2. EXTENSION FY2017
Effective Date of this Extension Notice: July 1, 2016
Initial Effective Date of Contract: March 1, 2004
Expiration Date: June 30, 2017
Page 6
DOAS Contact Information
Name: Kim Ford
Phone: 404-657-4295
email: kimberly.ford@doas.ga.gov
Commission Meeting Agenda
3/21/2017 2:00 PM
Approve Request from CSRA Agency on Aging to Repurpose 2017 Funds
Department:Finance
Department:Finance
Caption:Motion to approve request from CSRA Agency on Aging to
Repurpose 2017 Funds. (Approved by Finance Committee
March 14, 2017)
Background:The CSRA Agency on Aging was approved to receive $20,000 in
the 2017 budget to provide meals to senior adults in Richmond
County. The request was made during a time when the wait list
for meals was extremely high. Since that time, the state of
Georgia awarded the Agency funds that could be used for meals.
As a result, the funds from Augusta Richmond County could be
redirected to provide transportation to medical appointments.
Analysis:The Area Agency on Aging provides funding for medical
transportation; but it is not sufficient. Patients are transported to
doctor appointments and dialysis. Redirecting these funds would
allow additional medical trips.
Financial Impact:There is no financial impact since the funds are budgeted.
Alternatives:reject the request and de-obligate the funds
Recommendation:approve the request
Funds are Available
in the Following
Accounts:
approved in 2017 budget
REVIEWED AND APPROVED BY:
Finance.
Cover Memo
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Amendment No. 6 to the Contract with ESG Operations, Inc. for the Operation of Water Pollution
Control Facilities.
Department:Utilities
Department:Utilities
Caption:Motion to approve Amendment No. 6 to Agreement with ESG
Operations, Inc. to establish the final budget amount for 2017.
(Approved by Engineering Services Committee March 14,
2017)
Background:On December 16, 2009 Augusta and ESG Operations, Inc. (ESG)
entered into an Agreement for Operations, Maintenance and
Management Services. The Agreement provides that ESG will
prepare an annual amendment to the Agreement which establishes
the budget for the year. Attached is a proposed Amendment No. 6
from ESG, which sets forth a 2017 budget of $5,706,422.00. The
estimated cost of wastewater treatment services for 2017 is
$5,426,422.00. We have also included an allowance of
$280,000.00 to provide for ESG assistance with maintenance as
may be needed at the water treatment facilities and other areas
within our system. The proposed amendment also includes three
special projects that provide benefit to Augusta through assisting
us in sewer system evaluation and improvements to AUD
facilities. These projects are included in the attached amendment
as Appendices I, J & K along with the additional cost of each
project.
Analysis:The proposed budget for the operation of our water pollution
control facilities appears reasonable for this work. This proposed
budget represents only an 8% increase over the original ESG
contract year of 2010 (or about 1.1% per year). Attached is a copy
of the proposed 2017 budget and the proposed Amendment No. 6.
The proposed additional work will provide us with supplemental
staff to focus on the task of assessing the condition of our
wastewater collection system and provide needed improvements at
our Messerly facility. Having these projects managed by ESG
allows for expedited performance of the work and avoids conflict
with plant operations during construction. The total cost of the
Cover Memo
proposed additional work is $1,230,865.00.
Financial Impact:$5,706,422.00 for estimated annual Operation and Maintenance
cost. $1,230,865.00 for additional work as described
Alternatives:Pursue other delivery methods for the proposed additional work.
Recommendation:We recommend approval of the Operation and Maintenance
budget as presented and the proposed additional work described in
the attached amendment.
Funds are Available
in the Following
Accounts:
506043310-5211110; 506043410- 521111; 514043420-
5421110/81700020-5421110; 514043420-5421110/81700010-
5421110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
AMENDMENT NO. 6
to the
AGREEMENT Between
ESG Operations, Inc.
And
Augusta, Georgia
For
Operations, Maintenance and Management Services
This Amendment is made and entered into this 1st day of January, 2017, between AUGUSTA,
GEORGIA, by and through the Augusta, Georgia Commission, a political subdivision of the State of
Georgia (hereinafter “Augusta”), and ESG OPERATIONS, INC., a Georgia corporation, (hereinafter
“ESG”). This is Amendment No. 6 to the Agreement dated the 16th day of December 2009, between Augusta
and ESG.
NOW THEREFORE, Augusta and ESG agree to amend the Agreement as follows:
REPLACE Article 4.1 with the following new Article:
4.1 Augusta shall pay to ESG a base fee equal to the Augusta budget shown in Appendix F. This
includes the actual cost of the Scope of Services performed by ESG plus a Management and
Administrative Fee. The base fee shall not include services that are not specifically defined by
Section 2 of this Agreement. The base fee for this Amendment shall be Five Million Ninety-Five
Thousand Twenty Dollars ($5,095,020) and the Management and Administrative Fee shall be Six
Hundred Eleven Thousand Four Hundred Two Dollars ($611,402). The base fee and the
Management and Administrative Fee shall be payable in advance in equal monthly installments and
for the sixth term of this Agreement the monthly amount shall be Four Hundred Seventy-Five
Thousand Five Hundred Thirty-Five Dollars and Sixteen Cents ($475,535.16). Said base fee shall
be for the period beginning on January 1st, 2017 and ending on December 31st, 2017. Thereafter,
the Base Fee will be negotiated as described in Article 4.2. The Management and Administrative
Fee shall increase proportionally with the base fee adjustments described in Articles 4.2 and 4.4.
REPLACE Appendix F with the following new Appendix F.
REPLACE Appendix I with the following new Appendix I.
ADD Appendix J and K.
All other terms and conditions remain in effect in accordance with the Agreement referenced in this
Amendment.
Both parties indicate their approval of this Amendment by signature below.
Authorized signatures:
ESG OPERATIONS, INC.
By: ________________________________
John Clay Sykes, PE, Principal
By: ________________________________
Daniel E. Groselle, Jr., PE, Principal
Date: _____________________________
AUGUSTA, GEORGIA
By: ________________________________
Hardie Davis, Jr.
Mayor
Date: _____________________________
ATTEST: ___________________________
Clerk of Commission
Date: _____________________________
Appendix F
2017 Project Budget and Staffing Plan
Project Budget
PERSONNEL SERVICES $ 1,800,020.00
ADMINISTRATIVE EXPENSES $ 100,000.00
UTILITIES $ 190,000.00
CHEMICALS $ 620,000.00
MATERIALS & SUPPLIES $ 120,000.00
VEHICLES & EQUIPMENT $ 115,000.00
OUTSIDE SERVICES $ 320,000.00
BIOSOLIDS MANAGEMENT $ 1,160,000.00
MAINTENANCE & REPAIR $ 420,000.00
TOTAL OPERATING BUDGET $4,845,020.00
MANAGEMENT & ADMINISTRATIVE FEE
(12%) 581,402.00
CONTRACTOR’S SUBTOTAL $ 5,426,422.00
DIRECTOR’S ALLOWANCE $ 250,000.00
MANAGEMENT & ADMINISTRATIVE FEE
(12%) 30,000.00
DIRECTOR’S ALLOWANCE SUBTOTAL 280,000.00
TOTAL 2017 BUDGET $ 5,706,422.00
Appendix F (Continued)
2017 Project Budget and Staffing Plan
Project Staffing Plan
Budgeted Position Budgeted Number
Project Director 1
Assistant Project Manager 1
Operations Manager 1
Lab/SSES Manager 1
Maintenance Manager 1
Land Application Manager 1
Operators 10
Lab Analysts 2
IPP Technicians 2
Mechanics 5
Maintenance Support 3
Administrative 1
Education Specialist 2
Appendix I
2017 Sewer Assessment Project Budget
Project Budget
PERSONNEL SERVICES $ 324,495.00
MATERIAL & SUPPLIES $ 49,050.00
MISCELLANEOUS $ 3,775.00
TOTAL OPERATING BUDGET $ 377,320.00
MANAGEMENT & ADMINISTRATIVE FEE
(12%) $ 45,278.00
TOTAL 2017 BUDGET $ 422,598.00
Appendix J –
JB Messerly Influent Emergency Pump
The JB Messerly WPCP struggles to transport all influent wastewater to the main treatment units during
excessive rain events. ESG proposes to install a portable diesel driven pump capable of transporting at least
13 mgd to the effluent flume through which it will be carried to the Constructed Wetland Treatment System.
The Constructed Wetland Treatment System will provide both primary and biological treatment. The
estimated cost is as follows:
Portable Pump
Item Description Cost
1 Pump $ 110,000
2 Mechanical $ 25,000
3 Trailer $ 10,000
Subtotal $ 145,000
4 Contingency $ 14,500
5 Design $ 5,000
Subtotal $ 164,500
Mark Up (5%) $ 8,225
Total $ 172,725
ESG’s cost estimate is One Hundred Seventy-Two Thousand Seven Hundred and Twenty-Five dollars
($172,725) inclusive of a five percent markup. ESG will invoice Augusta monthly on a percent complete
basis for this work.
Appendix K –
JB Messerly Influent Pump Upgrade
The JB Messerly WPCP is limited by the amount of influent wastewater it can transport to the main treatment
processes. The electrical carrying capacity the influent pump station is also limited by the breaker and wire
size supporting that building.
ESG is proposing to install breakers in the Main MCC and pull new wire through conduit to the influent
pump building to support increasing the horsepower of two influent pumps resulting in additional pumping
capacity. Additionally, two new larger pumps and properly sized soft starts will be installed as part of this
scope of service. Following is a summary of estimated costs to perform the scope of service:
Influent Pump Upgrade
Item Description Cost
1 Pumps $ 172,000
2 Electrical $ 253,950
3 Mechanical $ 51,700
Subtotal $ 477,650
4 Contingency $ 47,765
5 Design $ 42,033
Subtotal $ 567,448
Mark Up (12%) $ 68,094
Total $ 635,542
ESG’s cost estimate is Six Hundred Thirty-Five Thousand Five Hundred and Forty-Two Hundred dollars
($635,552) inclusive of a five percent markup. ESG will invoice Augusta monthly on a percent complete
basis for this work.
Commission Meeting Agenda
3/21/2017 2:00 PM
GDOT Local Maintenance and Improvement Grant (LMIG) FY16 & FY17
Department:Engineering
Department:Engineering
Caption:Motion to approve and authorize the Augusta Engineering
Department (AED) to accept and receive Georgia Department of
Transpiration (GDOT) Financial Assistance through the GDOT
FY16 & FY17 Local Maintenance and Improvement Grant
(LMIG) for Road & Drainage Improvements & maintenance
projects as requested by AED. (Approved by Engineering
Services Committee March 14, 2017)
Background:GDOT restructured its State Aid Program and named it “Local
Maintenance and Improvement Grant (LMIG).” LMIG is a
formula-based grant from GDOT that is funded through the motor
fuel tax. Grant funds are typically used to supplement local
projects for road/drainage improvements and road resurfacing
efforts based on priority. Each year Augusta is eligible to receive
approximately $1.5 to $2 million through this LMIG Program.
Analysis:GDOT LMIG financial assistance is critical for completing AED
projects such as roadway improvements and maintenance
construction projects. This financial assistance is available on
yearly basis. In addition to this yearly assistance, GDOT also
provides LMIG funds to AED on a “as requested” basis depending
on LMIG additional funds availability on state level, demonstrated
need, and local project connectivity to state road system.
Financial Impact:City of Augusta AED will receive approximately $1.5 to $2
million. A local funding match of 10% is required. 2016 -
Allocation: $1,556.607 Project: Wheeler Road at Aumond Road
Roundabout 2017 - Allocation: $2,033,677 Projects: Richmond
Hill Road Resurfacing - $ 979,982 : Mark Church Road
improvements - $1,053,695
Alternatives:1). Approve and authorize the Augusta Engineering Department
(AED) to accept and receive Georgia Department of Transpiration
Cover Memo
(GDOT) Financial Assistance through the GDOT FY16 & FY17
Local Maintenance and Improvement Grant (LMIG) for Road &
Drainage Improvements & maintenance projects as requested by
AED. 2). Do not approve and identify alternate supplemental
funds for completing road improvements, maintenance projects,
and do not claim future LMIG Funds that are designated for
Augusta.
Recommendation:Approve Alternative Number One.
Funds are Available
in the Following
Accounts:
Fund 335 2016 - Allocation: $1,556.607.30 2017 - Allocation:
$2,033,677.43
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Mark Church Road & Drainage Improvements - Phase II- Bid Item #16-261
Department:Engineering
Department:Engineering
Caption:Motion to approve award of Construction Contract to E.R. Snell
Contractor, Inc. in the amount of $8,960,927.08 for the
Transportation Investment Act (TIA) Project, Mark Church Road
& Drainage Improvement project - Phase II. Award is contingent
upon receipt of signed contracts and proper bonds, and
development of LSBOP utilization action plan as requested by
AED. (Bid 16-261) (Approved by Engineering Services
Committee March 14, 2017)
Background:Mark Church Road Improvements Project is an approved
SPLOST project and also one (1) of fifty (50) City of Augusta,
Georgia TIA (aka TSPLOST) projects. Project limits are
Wrightsboro Road to I-520/Wheeler Road off ramp. This project
consists of widening the existing two-lane roadway to a three-lane
roadway, and adding curb & gutter, sidewalks and a storm sewer.
Project will be completed in two phases (Phase 1 and Phase 2).
This is Phase 2 of the project. Phase 2 scope consist of roadway
widening & improvements, drainage improvements, Curb &
Gutter, water & sewer improvements, sidewalk, traffic signal
upgrade, and bridge replacement.
Analysis:Bids were received on December 20, 2016 with E.R. Snell
Contractor being the low bidder. The bid results are as follow:
CONTRACTORS BID 1. Reeves Construction $9,606,961.24 2.
Beams Contraction $9,403,307.46 3. E.R. Snell Contractor
$8,960,927.08 It is the recommendation of the Engineering
Department to award this project to E.R. Snell Contractor, Inc.
Financial Impact:Funds are available in amount of $8,960,927.08 upon commission
approval. Funding allocations are as follows: $5,560,012 (Project
TIA); $1,800,000 (SPLOST Fund Balance); $567,916 (TIA
Discretionary); and $1,033,000 (GDOT LMIG).
Cover Memo
Alternatives:1). Approve award of Construction Contract to E.R. Snell
Contractor, Inc. in the amount of $8,960,927.08 for Transportation
Investment Act (TIA) Project, Mark Church Road & Drainage
Improvement project - Phase II as requested by Augusta
Engineering Department. Award is contingent upon receipt of
signed contracts and proper bonds, and development of LSBOP
utilization action plan as requested by AED. 2). Do not approve
and find alternative to complete the project and meet TIA project
completion schedule.
Recommendation:Approve Alternative Number One.
Funds are Available
in the Following
Accounts:
5,560,012 (Project TIA Funds); $1,800,000 (SPLOST Fund
Balance); $567,916 (TIA Discretionary), and $1,033,000 (GDOT
LMIG Funds)
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, December 20, 2016 @ 3:00 p.m. for furnishing:
ITB Item #16-261 Marks Church Road Improvements Project – Phase II for Augusta Engineering 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 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 $455.00.
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, November 10, 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 Pre Bid Conference will be held on Friday, December 2, 2016 @ 10:00 a.m. in the Procurement Department, 535 Telfair
Street, Room 605.
All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the
office of the Procurement Department by Tuesday, December 6, 2016 @ 5:00 P.M. No ITB will be accepted by fax, all must
be received by mail or hand delivered.
No proposal 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.
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 November 10, 17, 24, December 1, 2016
Metro Courier November 16, 2016
OFFICIAL
Reeves Construction
1 APAC Industrial Way
Augusta, GA 30907
Beams Contracting
15030 Atomic Rd
Beech Island, SC 29842
E.R. Snell
5102 Pierce Ct
Evans, GA 30809
YES YES YES
48048 167300 22114
YES YES YES
YES YES YES
YES YES YES
$9,606,961.24 $9,403,307.46 $8,960,927.08
Bid Item #16-261
Marks Church Road Improvements Project – Phase II
for Augusta, Georgia - Engineering Department
Bid Due: Tuesday, December 20, 2016 @ 3:00 p.m.
The following vendor did not respond:
Blair Construction / P.O. Box 770 / Evans, GA 30809
Bid Bond
Bid Price
Total Number Specifications Mailed Out: 24
Total Number Specifications Download (Demandstar): 13
Total Electronic Notifications (Demandstar): 285
Mandatory Pre-Bid Conference: 4
Total packages submitted: 3
Total Noncompliant: 0
Vendors
Attachment B
E-Verify Number
SAVE Form
Addendums 1-2
Page 1 of 1
Commission Meeting Agenda
3/21/2017 2:00 PM
Motion to Authorize Condemnation to Acquire Property in Fee Simple (Parcel 087-4-033-00-0) - 204 Dan
Bowles Road
Department:Law
Department:Law
Caption:Motion to authorize condemnation to acquire property in fee
simple (Parcel 087-4-033-00-0) - 204 Dan Bowles Road.
(Approved by Engineering Services Committee March 14,
2017)
Background:The owners are deceased and the City has been unable to reach an
agreement with the heirs. Therefore, the City seeks to acquire the
property through condemnation. In order to proceed and avoid
further project delays, it is necessary to condemn a portion of
subject property. The required property consists of 9,048 sq. ft. in
fee. The appraised value is $12,500.00.
Analysis:Condemnation is necessary in order to acquire the required
property.
Financial Impact:The necessary costs will be covered under the project budget.
Alternatives:Deny condemnation.
Recommendation:Approve condemnation.
Funds are Available
in the Following
Accounts:
G/L: 328-041110-52.12122 J/L: 212828203-52.12122
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Motion to authorize condemnation to acquire property in fee simple interests (Parcel 087-2-110-00-0) -
201 A Aragon Drive
Department:Law
Department:Law
Caption:Motion to authorize condemnation to acquire property in fee
simple interests (Parcel 087-2-110-00-0) - 201 A Aragon Drive.
(Approved by Engineering Services Committee March 14,
2017)
Background:The owners cannot be located; therefore, the City seeks to acquire
the property through condemnation. In order to proceed and avoid
further project delays, it is necessary to condemn a portion of
subject property. The required property consists of 7,500 sq. ft. in
fee. The appraised value is $7,000.00.
Analysis:Condemnation is necessary in order to acquire the required
property.
Financial Impact:The necessary costs will be covered under the project budget.
Alternatives:Deny condemnation.
Recommendation:Approve condemnation.
Funds are Available
in the Following
Accounts:
G/L: 328-041110-52.12122 J/L: 212828203-52.12122
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Cover Memo
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Motion to Authorize Condemnation to Acquire Title of a Portion of Property (Parcel 087-2-221-00-0) -
2006 Willow Street
Department:Law
Department:Law
Caption:Motion to authorize Condemnation to acquire Title of a Portion
of Property (Parcel 087-2-221-00-0) - 2006 Willow Street.
(Approved by Engineering Services Committee March 14,
2017)
Background:Despite repeated efforts the city has been unable to reach an
agreement with the property owner as to the property’s value and
therefore seeks to acquire property through condemnation. In
order to proceed and avoid further project delays, condemnation is
recommended to obtain clear title. The required property consists
of 7,500 sq. ft. The appraised value is $6,300.00.
Analysis:Condemnation is necessary in order to acquire the required
property.
Financial Impact:The necessary costs will be covered under the project budget.
Alternatives:Deny condemnation.
Recommendation:Approve condemnation.
Funds are Available
in the Following
Accounts:
G/L: 328-041110-52.12122 J/L: 212828203-52.12122
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Motion to Authorize Condemnation to Acquire Title of a Portion of Property (Parcel 087-4-100-00-0) -
2034 Golden Rod Street
Department:Law
Department:Law
Caption:Motion to authorize Condemnation to acquire Title of a Portion
of Property (Parcel 087-4-100-00-0) - 2034 Golden Rod Street.
(Approved by Engineering Services Committee March 14,
2017)
Background:The owners are deceased and all heirs cannot be determined or
located. Therefore, the City seeks to acquire the property through
condemnation. In order to proceed and avoid further project
delays, it is necessary to condemn a portion of subject property.
The required property consists of 7,500 sq. ft. in fee. The
appraised value is $6,300.00.
Analysis:Condemnation is necessary in order to acquire the required
property.
Financial Impact:The necessary costs will be covered under the project budget.
Alternatives:Deny condemnation.
Recommendation:Approve condemnation.
Funds are Available
in the Following
Accounts:
G/L: 328-041110-52.12122 J/L: 212828203-52.12122
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Motion to Authorize Condemnation to Acquire Title of a Portion of Property (Parcel 087-4-164-00-0) -
2024 Leona Street
Department:Law
Department:Law
Caption:Motion to authorize Condemnation to acquire Title of a Portion
of Property (Parcel 087-4-164-00-0) - 2024 Leona Street.
(Approved by Engineering Services Committee March 14,
2017)
Background:Despite repeated efforts the city has been unable to reach an
agreement with the property owner as to the property’s value and
therefore seeks to acquire property through condemnation. In
order to proceed and avoid further project delays, condemnation is
recommended to obtain clear title. The required property consists
of 7,500 sq. ft. The appraised value is $7,400.00.
Analysis:Condemnation is necessary in order to acquire the required
property.
Financial Impact:The necessary costs will be covered under the project budget.
Alternatives:Deny condemnation.
Recommendation:Approve condemnation.
Funds are Available
in the Following
Accounts:
G/L: 328-041110-52.12122 J/L: 212828203-52.12122
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Motion to Authorize Condemnation to Acquire Title of a Portion of Property (Parcel 088-1-019-00-0) -
1921 Florida Drive
Department:Law
Department:Law
Caption:Motion to authorize Condemnation to acquire Title of a Portion
of Property (Parcel 088-1-019-00-0) - 1921 Florida Drive.
(Approved by Engineering Services Committee March 14,
2017)
Background:Despite repeated efforts, the City has been unable to reach an
agreement with the property owners and therefore seeks to acquire
through condemnation. In order to proceed and avoid further
project delays, it is necessary to condemn a portion of subject
property. The required property consists of 7,500 sq. ft. The
appraised value is $7,400.00.
Analysis:Condemnation is necessary in order to acquire the required
property.
Financial Impact:The necessary costs will be covered under the project budget.
Alternatives:Deny condemnation.
Recommendation:Approve condemnation.
Funds are Available
in the Following
Accounts:
G/L: 328-041110-52.12122 J/L: 212828203-52.12122
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Motion to Authorize Condemnation to Acquire Title of a Portion of Property for Right-of-Way (Parcel
061-2-125-00-0) - 517 Fairhope Street
Department:Law
Department:Law
Caption:Motion to authorize Condemnation to acquire Title of a Portion
of Property for Right-of-Way (Parcel 061-2-125-00-0) - 517
Fairhope Street. (Approved by Engineering Services
Committee March 14, 2017)
Background:Despite repeated efforts, the City has been unable to reach the
property owners who are out-of-state residents and therefore seeks
to acquire the property through condemnation in order to proceed
and avoid further project delays. The required property consists of
1,592.22 sq. ft. for permanent easement and 1,199.01 sq. ft. of
temporary construction easement. The appraised value is $650.00.
Analysis:Condemnation is necessary in order to acquire the required
property.
Financial Impact:The necessary costs will be covered under the project budget.
Alternatives:Deny condemnation.
Recommendation:Approve condemnation.
Funds are Available
in the Following
Accounts:
G/L: 328-041110 J/L: 211828101
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
NPDES Storm Water Monitoring & Inspections
Department:Utilities
Department:Utilities
Caption:Motion to approve awarding contract to Cranston Engineering
Group, P.C. for RFP Item #16-260 NPDES Storm Water
Monitoring and Inspections. (Approved by Engineering Services
Committee March 14, 2017)
Background:The RFP was issued to contract services to perform the required
tasks related to National Pollutant Discharge Elimination System
(NPDES) storm water monitoring and inspections associated with
Augusta Utilities projects. These services will be required for one
year with an option for Augusta to renew annually for two
additional one year terms. MC Squared Inc., CSRA Testing and
Engineering Company Inc., Cranston Engineering Group PC,
ATC Group Services LLC, Khafra Engineering Consultants Inc.,
and Bluewater Engineering Services LLC submitted proposals.
The evaluation committee scored the proposals, and Cranston
Engineering Group, P.C. was selected based upon the scoring
results.
Analysis:Augusta Utilities Department evaluated Cranston’s pricing
proposal for services, and found it to be fair and reasonable.
Financial Impact:The requested budget to contract these services is $80,000.00.
Funds are available in account: 512043490-5212115 / 81000010-
5212115.
Alternatives:No alternatives are recommended.
Recommendation:Augusta Utilities recommends awarding the contract to Cranston
Engineering Group, PC in the amount of $80,000.00
Funds are Available
in the Following Funds are available in account: 512043490-5212115 / 81000010-
Cover Memo
Accounts:5212115.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Request for Proposal
Request for Proposals will be received at this office until Tuesday, December 20, 2016 @ 11:00 a.m. for furnishing
for the Augusta Utilities Department:
RFP Item #16-260 NPDES Storm Water Monitoring and Inspections
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605,
Augusta, GA 30901.
A Pre Proposal Conference will be held on Tuesday, December 6, 2016 @ 11:00 a.m. in the Procurement
Department, 535 Telfair Street, Room 605.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, December 8, 2016
@ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of
contract with the successful bidder.
Request for proposals (RFP) and specifications. An RFP 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 request for proposal 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 waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition
shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia
Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the
envelope.
Proponents are cautioned that acquisition of RFP documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the
proponent 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
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle November 10, 17, 24, December 1, 2016
Metro Courier November 16, 2016
OFFICIAL
VENDORS Attachment
"B"E-Verify #SAVE
Form Original 7
Copies
Fee
Proposal
MC Squared
1601 Hartrich Rd.
Augusta, GA 30906
YES 228126 YES YES YES YES
CSRA Testing & Enginee
1005 Emmett St., Suite A
Augusta, GA 30904
YES 138689 YES YES YES YES
Cranston Engineering
452 Ellis St
Augusta, GA 30901
YES 64684 YES YES YES YES
ATC
1453 Greene St., Suite A
Augusta, GA 30901
YES 46692 YES YES YES YES
Khafra Engineering
225 Peachtree St.,
Suite 1600
Atlanta, GA 30303
YES 55591 YES YES YES YES
Bluewater Engineering
P. O. Box 617
Evans, GA 30809
YES 615987 YES YES YES YES
RFP Item #16-260
NPDES Storm Water Monitoring and Inspections
for Augusta, Georgia - Utilities Department
RFP Date: Tuesday, December 20, 2016 @ 11:00 a.m.
Total Number Specifications Mailed Out: 16
Total Number Specifications Download (Demandstar): 16
Total Electronic Notifications (Demandstar): 385
Mandatory Pre-Proposal/Telephone Conference Attendees: NA
Total packages submitted: 6
Total Noncompliant: 0
Page 1 of 1
MC Squared
1601 Hartrich Rd.
Augusta, GA 30906
CSRA Testing & Enginee
1005 Emmett St., Suite A
Augusta, GA 30904
Cranston Engineering
452 Ellis St
Augusta, GA 30901
ATC
1453 Greene St., Suite A
Augusta, GA 30901
Khafra Engineering
225 Peachtree St.,
Suite 1600
Atlanta, GA 30303
Bluewater Engineering
P. O. Box 617
Evans, GA 30809
A. Package submitted by the deadline Pass/Fail PASS PASS PASS PASS PASS PASS
B. Package is complete (includes requested
information as required per this solicitation)Pass/Fail PASS PASS PASS PASS PASS PASS
C. Overall Quality of RFP
(concise and to-the-point) 50 45 43 48 47.5 45 46.5
1. Technical Approach 100 92.5 90 95 94.5 94 95.5
2. Financial Responsibility 100 95.5 61.5 95 95 62 95
3. Project Management 95 90 90 94.5 93 92 95
4. Key Personnel & Staff 90 80 82.5 86.5 81 81.5 84
5. Organizational Qualifications 75 67.5 65 70 69 67 71
6. Optional Interview (Potential Bonus Points)10
D. TOTAL 470 425.5 389 441 432.5 396.5 440.5
1. Experience with Similar Projects 45 40 35 44 44 44 43.5
2. Company Accreditations 45 42.5 37.5 43.5 42.5 42.5 42
3. NPDES turbidity sampling and testing
experience 50 43.5 31 46.5 45 45 45.5
4. NPDES Field Inspection Experience 60 52.5 35 55 54 54.5 55.5
E. TOTAL 200 178.5 138.5 189 185.5 186 186.5
Within Richmond County 10 10 10 10 10
Within CSRA 8 8
Within Georgia 6 6
Within SE United States (includes AL, TN, NC,
SC, FL) 4
All Others 2
TOTAL 10 10 10 10 10 6 8
Lowest Fees 10 10
Second 8 8
Third 6 6
Forth 4 4
Fifth 2 2
TOTAL 10 4 0 6 8 2 10
H. References 10 10 10 10 10 10 10
Total 750 673 590.5 704 693.5 645.5 701.5
Evaluation Sheet - RFP Item #16-260
NPDES Storm Water Monitoring and Inspections
for Augusta, Georgia - Utilities Department
Evaluation Meeting Date:Monday, January 23, 2017 @ 3:00 p.m.
Vendors
Total (Total Possible Score 750)
Second Round Elimination (Total Points 50) (MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION)
(MUST PASS FOR CONTINUED CONSIDERATION)
RANKING - First Round Elimination
Proximity to Area (Total Points 10)
F. Proximity to Area
Scope of Services (Total Points 200)
Proposer’s Overall Ability to Provide the Services (Total Points 470)
Cost/Fee Consideration
Reference(s) (Total Points 10
Procurement DepartmentRepresentative:_______Nancy Williams____________________Procurement Department Completion Date: 1/23/17
Evaluator: Cumulative Date: 1/23/17
Internal Use Only
Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide additional information if deemed necessary.
Submittal and Quality of RFP
D. Narrative
E. Scope of Services
G. Proximity to Area
Quality of RFP
Commission Meeting Agenda
3/21/2017 2:00 PM
Purchase of Q-Matic Customer Service Flow Management System for Augusta Utilities Customer Service
to be located at 452 Walker Street.
Department:Utilities
Department:Utilities
Caption:Motion to approve purchase of Q-Matic Customer Service Flow
Management System for Augusta Utilities Customer Service to be
located at 452 Walker Street. (Approved by Engineering
Services Committee March 14, 2017)
Background:The newly renovated building at 452 Walker Street will
house the Administrative and Customer Services Offices. The
Utilities Department will be relocating and consolidating its
Customer Service Office, currently located in the ANIC Building
on Laney Walker Blvd. and its Administrative Services Offices,
currently located Bay St., to the Walker St. location.
Analysis:Augusta Utilities has purchased and installed a Q-Matic Customer
Service Flow Management System at its Peach Orchard Rd.
Customer Service location. AUD has a shared capacity licensee
agreement with the Tax Commissioner’s Southside Tax/Tag
Office for the Q-Matic System. As part of the Customer Service
Operations center at Walker St., AUD would like to purchase and
install the same Q-Matic Customer Service Flow Management
System. This new system will add on to the current licensed
system and utilize the enterprise server that is already in place for
the south side AUD and Tag Offices.
Financial Impact:Funding in the amount of $ 48,320.40 is available from accounts:
506043110/5424510
Alternatives:No alternatives are recommended.
Recommendation:
Augusta Utilities Department recommends the Commission
approve the purchase of the Q-Matics Customer Service Flow
Management System for the new Augusta Utilities Walker St.
Cover Memo
Administration and Customer Service Office Location
Funds are Available
in the Following
Accounts:
Funding in the amount of $ 48,320.40 is available from accounts:
506043110/5424510
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Recommendation of Award for Bid Item #16-243 Electric Motor Bake Oven
Department:Utilities
Department:Utilities
Caption:Motion to approve award for Bid Item #16-243 Electric Motor
Bake Oven. (Approved by Engineering Services Committee
March 14, 2017)
Background:The Utilities Department has worked with the Procurement
Department to solicit bids for an Electric Motor Bake Oven with
Track Floor Cart. This equipment will be used to remove
moisture from electric motors after cleaning operations and to cure
protective coatings applied to motor windings during repair. The
only bid for this equipment is from Lewco, Inc., Sandusky, Ohio.
Analysis:Our review of the bid has determined that it meets the
specification requirements and the bid amount of $63,508.00 is
reasonable. This equipment will improve our capabilities for
repairing and maintaining our system equipment.
Financial Impact:$63,508.00 from budgeted funds
Alternatives:Reject the bids received from Bid Item #16-254
Recommendation:We recommend approval to award this bid to Lewco, Inc. at a cost
of $63,508.00.
Funds are Available
in the Following
Accounts:
506043580-5421110
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, October 7, 2016 @ 11:00 a.m. for furnishing:
Bid Item #16-243 Electric Motor Bake Oven With Track Floor Cart – 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, September 23, 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 September 1, 8, 15,22, 2016
Metro Courier September 7, 2016
OFFICIAL
Bid Item #16-243 Electric Motor Bake Oven with Track Floor Cart
for Augusta, Georgia - Utilities Department
Bid Date: Friday, October 7, 2016 at 11:00 a.m.
VENDORS
Lewco, Inc
706 Lane Street
Sandusky, OH 44870
Attachment B YES
E-Verify Number 229328
SAVE Form YES
Make LEWCO
Model EWR05ED-60-60-60
Price $29,936.00
Make LEWCO
Model NS-OVEN CART
Price $3,636.00
Total Price $33,572.00
Flat Track Cart Model FC555 or Approved Equal:
Total Number Specifications Mailed Out: 16
Total Number Specifications Download (Demandstar): 3
Total Electronic Notifications (Demandstar): 66
Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE
Total packages submitted: 1
Total Noncompliant: 0
Electric Serviced Model 555 ETC or Approved Equal:
Page 1 of 1
UTILITIES
Tom Wiedmeier, P.E.
Director
DEPARTMENT
Stephen H. Orton
Maintenance Superintendent
DATE:
TO:
FROM:
SUBJECT:
Tom Wiedmeier, P.E., and Utilities nirector{$lt)
Bid rtem #16-243 Electric Motor Bake oven with rrack Floor cart
After reviewing all qualified bid submissions for the above referenced project, Lewco, Inc. wasfound to be the lowest responsive bidder with a bid of $33, 572.00. AUD has the funds for thispurchase.
MEMO
January 25,2017
Geri Sams, Procurement I)irector
Facility Maintenance Division
2822 Cenlral Ave. - Augusta, GA 30901
(706\ 836-7283
WWW.AUGUSTAGA.GOV
Commission Meeting Agenda
3/21/2017 2:00 PM
Recommendation of Award for Bid Item #16-254 Motor Balance Machine
Department:Utilities
Department:Utilities
Caption:Motion to approve Award for Bid Item #16-254 Motor Balance
Machine. (Approved by Engineering Services Committee
March 14, 2017)
Background:The Utilities Department has worked with the Procurement
Department to solicit bids for a Motor Balance Machine. The
only compliant bid for this equipment is from Yonce Electric
Motors of Ridge Spring, South Carolina.
Analysis:Our review of the compliant bid has determined that it meets the
specification requirements and the bid amount of $72,100.00 is
reasonable. This equipment will improve our capabilities for
repairing and maintaining our system equipment.
Financial Impact:$72,100.00 from budgeted funds
Alternatives:Reject the bids received from Bid Item #16-254
Recommendation:We recommend approval to award this bid to Yonce Electric
Motors at a cost of $72,100.00.
Funds are Available
in the Following
Accounts:
506043580-5421110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Cover Memo
Administrator.
Clerk of Commission
Cover Memo
Invitation to Bid
Sealed bids will be received at this office until Tuesday, November 29, 2016 @ 11:00 a.m. for furnishing:
Bid Item #16-254 Motor Balance Machine – 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 Monday, November 14, 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 October 20, 27, November 3, 10, 2016
Metro Courier October 26, 2016
OFFICIAL
VENDORS
Hines Industries
240 Metty Drive
Ann Arbor, MI 48103
Yonce Electric Motors
243 Ridgeview Lake Road
Ridge Spring, SC 29129
Attachment B YES
E-Verify Number Exempt Affidavit
SAVE Form YES
Make IRD
Model B50 & 2965
Price Non-Compliant $72,100.00
Total Number Specifications Mailed Out: 16
Total Number Specifications Download (Demandstar): 2
Total Electronic Notifications (Demandstar): 260
Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE
Total packages submitted: 2
Total Noncompliant: 1
B-Series - B50 2300KG (5000lb) Capacity Horizontal Balancing Machine or Approved
Equal and Model 2965 Balancing Computer or equal:
Bid Item #16-254
Motor Balance Machine
for Augusta, Georgia - Utilities Department
Bid Date: Tuesday, November 29, 2016 at 11:00 a.m.
Page 1 of 1
UTILITIES
TomWiedmeier, P.E.
Director
DEPARTMENT
Stephen H. Orton
Maintenance Superintendent
DATE:
TO:
FROM:
SUBJECT:
Tom Wiedmeier, P.E., and Utilities Uirector-{v0fd
MEMO
January 2512017
Geri Sams, Procurement Director
Bid ltem #16-254 Motor Balance Machine
After reviewing all qualified bid submissions for the above referenced project, Yonce Electric
Motors, was found to be the lowest responsive bidder with a bid of $72,100.00. AUD has the
funds for this purchase.
Facility Maintenance Division
2822 Cerltral Ave. - Augusta, GA 30901
(706) 836-7283
WWW.AUGUSTAGA.GOV
Commission Meeting Agenda
3/21/2017 2:00 PM
Rock Creek Sanitary Sewer Basin Smoke and Dye Testing
Department:Utilities
Department:Utilities
Caption:Motion to accept/approve proposal from McKim & Creed to
perform smoke and dye testing in the Rock Creek Sanitary Sewer
Basin. (Approved by Engineering Services Committee March
14, 2017)
Background:The Utilities Department continues to evaluate the existing
sanitary sewer collection system to determine locations of
excessive rainfall-derived inflow and infiltration (RD I/I).
Reducing RD I/I entering the system improves the available sewer
pipe transmission capacity as well as reduces the flow to the
treatment plant. In accordance with RFP 15-189, McKim &
Creed performed flow monitoring analysis of the Rock Creek
Sanitary Sewer Basin, and submitted a technical report
documenting the monitoring data gathered and their analysis. The
flow monitoring study found areas of excessive wet weather flow
(RD I/I). Augusta Utilities requests to contract McKim & Creed
to provide services to continue the evaluation by performing
smoke and dye testing to identify the locations of the storm water
inflow. Their services will include submitting a technical
memorandum that documents the inflow locations, methodologies
for removing the inflow sources, and project cost opinions for
completing the necessary storm water inflow abatement activities.
Analysis:The Utilities Department evaluated the McKim and Creed
proposal and has determined the proposed fee of $82,083.00 to be
reasonable based on the scope of work.
Financial Impact:Funds are available in 512043420-5212999 / 80800010-5212999.
Alternatives:No alternatives are recommended.
Recommendation:
We recommend approval for McKim & Creed to perform smoke
Cover Memo
and dye testing in the Rock Creek Sanitary Sewer Basin for the
fee of $82,083.00.
Funds are Available
in the Following
Accounts:
Funds are available in the following account: 512043420-
5212999 / 80800010-5212999.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Rock Creek Sanitary Sewer Basin Map
Preliminary Scoping Document
City of Augusta – Utilities Department
Rock Creek Sanitary Sewer Smoke Testing
Date: February 3, 2017 (REV0)
Prepared for:
Steve Behrend, PE
Augusta Utilities Department
360 Bay Street Suite 180, Augusta, GA 30901
Prepared by:
Greg Anderson, PE
McKim & Creed, Inc.
2400 Colley Avenue
Norfolk, VA 23517
Project Understanding
It is understood that the City of Augusta Utilities Department, AUD, desires to contract
with McKim & Creed, Inc. to conduct a storm water inflow identification effort in the
Rock Creek service area. The Rock Creek service area includes approximately
267,100 linear feet of gravity sewers ranging in size from 8” to 24”. In 2016 McKim &
Creed completed an open channel flow monitoring project to identify the source(s) of
extraneous wet weather flow. As part of that effort the Rock Creek collection system
was divided into multiple catchments, eight (8), and open channel flow monitors were
deployed in each catchment area; see map below. The results of the flow monitoring
effort identified five (5) of the eight (8) catchments as having excessive wet weather
flow. The catchments with excessive wet weather flow include sub-basins 2, 3, 5, 6 and
7.
This project will utilize smoke testing and dye water flooding activities to pin-point the
locations of the storm water inflow sources and a Technical Memorandum will be
prepared that identifies the location of the sources, methodologies for removing the
inflow sources and projected cost opinions for completing the necessary storm water
inflow abatement activities.
Scope of Services
As previously described, smoke testing will be completed in five (5) catchment areas
that exhibited excessive wet weather flow. These catchment areas include sub-basins
2, 3, 5, 6 and 7. The table below highlights the pipe sizes and lengths of the gravity
collection sewers in each sub-basin.
Meter
Sub-
Basin
8-Inch
Piping
(LF)
10-Inch
Piping
(LF)
12-Inch
Piping
(LF)
15-Inch
Piping
(LF)
18-Inch
Piping
(LF)
24-Inch
Piping
(LF)
Total
Length
(LF)
Number of
Manholes
2 19,492 825 3,770 0 0 0 24,087 140
3 19,422 2,302 2,922 0 56 0 24,702 111
5 25,680 889 0 1152 0 0 27,721 135
6 40,778 389 480 110 5,413 1,212 48,382 193
7 30,237 0 424 2,171 0 371 33,203 136
Totals 135,609 4,405 7,596 3,433 5,469 1,583 158,095 775
A. Smoke Testing – Smoke testing will be conducted to detect specific inflow points
such as storm sewer cross connections and point source inflow leaks in drainage
paths or ponding areas, roof leaders, cellar, yard and area drains, foundation drains,
abandoned building sewers, and faulty service connections. Smoke generators will
be used to produce the smoke required for testing. The smoke shall be non-toxic,
odorless, and non-staining. Photographs shall be taken of smoke emitting from the
ground, catch basins, pipe, or other inflow sources during the tests.
McKim & Creed shall isolate the line sections being tested by using sandbags or
plugs. No more than three (3) reaches, or a maximum of 800 feet of sewer piping
will be tested at a time. Smoke testing will not be conducted on rainy days or when
groundwater conditions are to a point that would hamper accurate testing results.
McKim & Creed understands that AUD reserves the right to make final
determinations of favorable conditions for conducting smoke testing. Testing shall
be closely monitored on windy days. If smoke coming out of the ground is blown
away so quickly as to escape accurate detection, testing will cease until such a time
that conditions are more favorable.
Observations regarding each leak identified shall be documented in a smoke testing
journal based on the distance of the defect from the upstream manhole and distance
to the left or right from the mainline gravity sewer. The journal shall include address,
sewer line identification, personnel, defect data, and a schematic layout of the
manhole, surrounding area, and sewer line under test. All smoke leaks discovered
shall be photographed and each leak location shall be shown on a smoke sketch. All
information recorded in each smoke testing journal will be compiled onto a Smoke
Testing Form for each test setup where a defect was recorded. At a minimum the
following information shall be included on the forms:
Manhole numbers of reach smoked and length of piping
Description of leak, including address
Ties to leak, including at least two measured distances from the upstream
manhole and from the centerline of the gravity sewer
Area and type of surface drained by leak
Approximate volume of inflow contribution based on 1 inch of rainfall
All smoke defects will be quantified by giving consideration to the
surrounding area contributing to the defect and the size and density of
the smoke encountered. A mass balance will be undertaken based on
flow monitoring results to insure proper RDI/I quantification. During the
smoke testing phase it will be necessary for McKim & Creed to
communicate daily with the fire department and citizens being affected
by the testing. The location of the crews will be communicated to the fire
department each day prior to commencing the tests and smoke testing
“Notice to Property Owners/Residences” will be distributed prior to
testing. The I/I Field Investigation Procedures for Smoke Testing are as
follows:
a) Select area to be tested and develop working field maps of the area.
b) Field review the area selected and note on the map all “hundred block”
addresses.
c) Distribute smoke notice to all homes, businesses, schools, etc.
d) During the initial field review, identify all types of businesses, specifically
any doctors offices, hospitals, schools, retirement homes (communities)
or any other establishment that may need special consideration and
coordination during the actual smoke test. Strict consideration and
coordination with customers who have sensitive needs must be adhered
to, some of whom will not be included on any smoke testing schedule as
the nature of their business, such as hospitals, is far too delicate.
e) Forty eight hours minimum must expire from the issuance of smoke
testing notices to allow all affected to prepare for the testing or call with
special exceptions, such as persons with health problems living at home
or working elsewhere in the study area, etc.
f) On the day of the testing a selected portion of the smoke testing area will
be identified and all street names and related hundred block addresses
will be provided to the fire department in the area where the testing will
occur. UNDER NO CIRCUMSTANCES WILL THE AREA SELECTED
FOR THAT DAY’S TESTING BE MODIFIED TO INCLUDE ADDITIONAL
WORK UNLESS THE FIRE DEPARTMENT HAS BEEN NOTIFIED
FIRST. The name and contact number of the fire department person
spoken to must be documented on the appropriate form. The fire
department must know the exact locations and specific time frames of
where and when the tests will be performed.
g) Multi day scheduling with one time reporting to the fire department is not
permitted. Daily scheduling and contact with the appropriate fire
department will be performed.
h) AUD’s Project Manager will be notified on a daily basis with the same
information.
i) Should the fire department respond to the target area during the actual
smoke testing, all testing will cease immediately and the McKim & Creed
field supervisor in charge will contact the fire unit responding to answer
any questions that the fire department officer may have.
j) All testing activity must cease when any resident/occupant complains of
smoke entering their residence/establishment. McKim & Creed’s field
personnel will then attempt to isolate where the smoke is entering the
affected building and make the occupant aware of what the problem may
be. All defective plumbing found inside will be documented appropriately
for future reference. The occupant will be advised to have the defect
repaired by a registered plumber.
k) During the actual smoke testing, McKim & Creed field personnel will scout
the area for smoke escaping from ground sources, area way drains, roof
vents, storm drain structures, etc. All sources of RDI/I should be
photographed, measured, drawn, and documented accordingly with
addresses, data, and sketches. The smoke test form will identify which
sewer reach is being tested by its component identification.
A Smoke Testing Letter Report will be prepared to identify the results of the smoke
testing activity. The report will also include identification of the proposed scope of
work associated with the necessary dye water flooding activity.
B. Dye Water Testing - Dyed water testing/flooding will be used to perform leak
investigations, test manhole connections and locate cross connections between
sanitary and storm sewer systems. Dyed water flooding will be accomplished by
flooding the ground surface or a pipe segment with color-dyed water to simulate a
storm water runoff condition. Dyed water flooding may or may not be performed in
conjunction with CCTV inspection.
McKim & Creed assumes up to fifteen (15) dyed water tests will be required as part
of the storm water inflow source identification. Dyed water testing shall be performed
on questionable or suspected inflow sources, so that positive identification and
quantification can be made. Dyed water testing locations shall be approved by AUD
prior to implementation. Water for dye testing will be furnished by AUD from
approved locations.
Public sector dyed water flooding shall be conducted through an injection of a large
volume of water, colored by non-toxic dye, into a designated catch basin or storm
drain section that crosses or is in close proximity to a sanitary sewer. Priority shall
be given to storm drains that tested positive during smoke testing. The storm drain
will normally be plugged to simulate surcharged conditions. The flooding results
shall include the following information:
Evidence of dyed water in manholes downstream from the ponding area,
stream crossing, or other suspected sources where the dyed water is
placed;
Time of travel from contributing source to manhole sampled, and the
concentration of the dyed water;
A CCTV camera shall be used in the suspected sewer that crosses under
the storm drain pipe to document any direct or indirect cross connection.
During each test, sanitary sewers, storm drains, and curb lines located downstream
of the sources shall be monitored for signs of dyed water. The quantity of dye
concentrate and water used will vary depending on pipe size and the quantity of flow
and debris in each line section. Documentation shall be a combination of
handwritten log sheets, sketches, and photographs.
The I/I Field Inspection Procedures for Dyed Water Flooding are as follows:
a) There will be no testing performed on days when the ambient temperature
does not rise above the freezing point.
b) A mixture of water and any approved dye coloring substance will be
introduced to the identified source. McKim & Creed field staff will be
stationed immediately downstream on the local sanitary and storm sewer
lines. Observations, whether positive or negative, will be documented
appropriately. Whenever possible the dyed water point of exit will be
recorded by closed circuit television inspection equipment.
c) Prior to any testing, the appropriate AUD staff shall be notified of the specific
location of testing and what waterways may be affected.
d) Fire hydrants used to supply the water source needed will be opened very
slowly and closed in the same manner. Should the water be running cloudy
or dirty after use, the fire hydrant will be left open at a slow pace until the
water clears up. If long term draining is required, McKim & Creed shall
notify AUD.
Dye testing will also be used to establish which sewer flows have been combined
and how the systems are interconnected. The results of the observations of dye
testing shall be summarized on standardized forms. The information recorded on the
form shall include the upstream manhole number, location of the manhole or line
flooding, locations of leaks observed in sanitary sewer pipe, and any other pertinent
information regarding the test results.
C. Technical Memorandum - Upon completion of the field investigations a Technical
Memorandum will be prepared which highlights the work which was completed,
identifies the locations where storm water inflow sources were encountered and
presents the results of the associated dye water flooding activities. The Technical
Memorandum will also include recommendations to abate the storm water inflow
sources. The recommendations for repair, rehabilitiation, or replacement will be
developed with corresponding budgetary cost opinions. Repair methodologies that
will be considered include traditional replacement, and various forms of rehabilitation.
Work which can be completed by AUD forces versus a third party contractor will be
presented separately. Maps and graphics will be developed illustrating the location of
degraded infrastructure and recommended repairs. McKim & Creed will provide the
Technical Memorandum in ‘draft form’ for AUD review and comment and schedule a
review meeting to discuss the Report results and recommendations.
Fee Schedule
For the services outlined above, the McKim & Creed shall be compensated for the
services as follows:
Commission Meeting Agenda
3/21/2017 2:00 PM
Rocky Creek Force Main Design
Department:Utilities
Department:Utilities
Caption:Motion to approve Professional Services Proposal from WR
Toole Engineers, Inc. for the Rocky Creek Force Main Design
Project in the amount of $106,145. (Approved by Engineering
Services Committee March 14, 2017)
Background:The replacement of the lower section of the Rocky Creek Trunk
Sewer between Doug Barnard Parkway and Mike Padgett
Highway is included in Utilities' Capital Improvements Program.
The extreme rain events that occurred in January resulted in
significant sanitary sewer overflows immediately upstream of
this reach. Because of the severity of the overflows and the
hardship it caused for the Fleming Acres neighborhood, we
proceeded on an emergency basis with the design of a pumping
station and force main to replace the trunk sewer.
Analysis:The construction of a pump station and force main was selected as
the fastest and most reliable means of mitigating future overflows.
Because of their previous design experience in the Rocky Creek
basin, W.R. Toole Engineers was selected to provide professional
services for the force main design.
Financial Impact:WR Toole Engineers, Inc. has proposed to provide professional
design services for this project for a fee of $106,145. We have
reviewed the scope of work and associated fees and find them to
be reasonable.
Alternatives:No alternatives are recommended.
Recommendation:Augusta Utilities Department recommends the proposal from WR
Toole Engineers, Inc. in the amount of $106,145 be approved.
Funds are Available Cover Memo
in the Following
Accounts:
Funds are available in the following accounts: 514043420-
5212115 / 81700030-5212115
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Task Description Fee
Duration
(Calendar Days)
1 Environmental Permitting $8,825 120 Days
Wetland Delineation (Sub-Consultant) $1,350
Jurisdictional Area Determination Request (Sub-Consultant) $2,600
Agency Coordination (Sub-Consultant) $675
Nationwide Permit Application (Sub-Consultant) $3,500
Project Management (WRTE) $700
2 Surveying & Database Preparation $19,700 30 Days
Route Survey (SR 56) (Sub-Consultant) $6,200
Lift Station Topographic Survey (Sub-Consultant) $4,800
Lift Station Plats (Sub-Consultant) $2,400
Wetland Location (Sub-Consultant) $1,600
Easement Maps (Sub-Consultant) $4,000
Project Management (WRTE) $700
3 30% Preliminary Plans - Plan/Profile $6,655 30 Days
Prepare 30% (Plan & Profile) Plans for review with AUD $5,615
Attend 30% Review Meeting with AUD and GMC $1,040
4 60% Preliminary Plans - Alignment Revisions $35,020 120 Days
Prepare 60% Plans (construction plans for permitting) for review with AUD and GMC $14,630
Prepare and submit Environmental Permitting $4,300
Prepare and submit Railroad Coordination/Permitting $4,300
Prepare and submit GDOT Encroachment Permitting $4,300
Prepare and submit Augusta Richmond County Permitting $4,300
Prepare and submit Preliminary Easement Maps $2,150
Attend 60% Review Meeting with AUD and GMC $1,040
5 90% Final Construction Plans and Technical Specs $17,630 30 Days
Prepare 90% Final Construction Documents and Technical Specifications $12,280
Revise Easement Maps and Permitting Documents as Required $5,350
6 100% Final Construction Plans and Technical Specifications $6,465 20 Days
Prepare 100% Final Construction Documents and Technical Specifications $6,465
7 Pre-Construction $5,350 60 Days
8 Construction Phase Services $6,500 180 Days
Total $106,145
Notes
PROFESSIONAL SERVICES PROPOSAL #1 - TE P17014
ROCKY CREEK SANITARY SEWER FORCE MAIN (AUD Project #60135)
Toole Surveying Company, Inc.
308 Fourth Street · Augusta, Georgia 30901
(Voice) 706-722-4115 · (Fax) 706-722-4118 · www. toolesurveying.com
February 6, 2017
Last Revised 2/23/17
W. R. Toole Engineers, Inc.
1005 Broad Street
Augusta, Georgia 30901
Attention: Vic Conover, PE
Subject: Rocky Creek Sanitary Sewer
Database Preparation – Additional Topographic Mapping
TSC Proposal P17025
SCOPE OF SERVICES
Toole Surveying Company will provide the following services:
TSC will provide additional topographical mapping for the Proposed Rocky Creek sanitary sewer as
indicated on a PDF provided by you. The additional mapping will be right of way to right of way on
Mike Padgett Highway between Chester Avenue and Lumpkin Road.
Property lines will be compiled from recorded deeds, plats, GIS information and field-located property
corners where possible.
TSC will locate & map wetland delineations at the three pumping stations and Hwy 56.
A topographic survey of three proposed pumping stations approximately 150’ x 150’ at each site with
1’ contour intervals.
A plat of the 3 proposed pumping stations parcels. This assumes that planning and
Zoning will not require us to survey the parent tract for subdivision approval.
8 compiled easement maps for the proposed sewer.
UTILITIES
TSC will be responsible for the location of on-site sanitary and storm sewer systems and visible above ground
utilities within the project area. TSC assumes no liability for the inclusion or accurate location of non-visible
underground utilities. An option to hire a private spray locate service is available if needed.
FEES These services will be provided for the lump sum fee shown below:
Task 1 Database Preparation – Route Survey Mike Padgett Hwy $6,200.00
Task 2 Topographic mapping of three Proposed Pumping Stations $1600.00 Each $4,800.00
Task 3 A subdivision plat of the three Proposed Pumping Stations $800.00 Each $2,400.00 Task 4 Locate and Map Wetlands at three Proposed Pumping Stations & Hwy 56 $1,600.00
Task 5 Eight compiled Easement Maps (500.00 / per map) $4,000.00
DELIVERABLES
1 Electronic AutoCAD File and XML containing the topographic drawing and DTM surface.
A plat of each of the three pumping stations. The parent tract will not be shown.
TIME-FRAME
Field services will be initiated within four (4) days of written authorization to proceed. The final topographic
survey will be provided to your office within approximately 20 working days thereafter.
Again, Toole Surveying Company, Inc. appreciates the opportunity to propose our professional services to you.
Should you have any questions regarding the information contained herein, please do not hesitate to contact us.
Sincerely,
Toole Surveying Company, Inc.
Barry A. Toole, R.L.S.
Project Manager
Lumpkin Rd M
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Rocky CreekPump Station and Force Main
Augusta Utilites Department360 Bay Street, Suite 180Augusta, GA 30901
Commission Meeting Agenda
3/21/2017 2:00 PM
Rocky Creek Pump Station Design
Department:Utilities
Department:Utilities
Caption:Motion to accept/approve Professional Services Proposal from
Goodwyn, Mills and Cawood for the Rocky Creek Pump Station
Design Project in the amount of $264,641.(Approved by
Engineering Services Committee March 14, 2017)
Background:The replacement of the lower section of the Rocky Creek Trunk
Sewer between Doug Barnard Parkway and Mike Padgett
Highway is included in Utilities' Capital Improvements Program.
The extreme rain events that occurred in January resulted in
significant sanitary sewer overflows immediately upstream of
this reach. Because of the severity of the overflows and the
hardship it caused for the Fleming Acres neighborhood, we
proceeded on an emergency basis with the design of a pumping
station and force main to replace the trunk sewer.
Analysis:The construction of a pump station and force main was selected as
the fastest and most reliable means of mitigating future overflows.
Because of their previous experience with similar projects for
AUD, Goodwyn, Mills and Cawood was chosen to perform the
pumping station design.
Financial Impact:Goodwyn, Mills and Cawood has proposed to provide
professional design services for this project for a fee of $264,641.
We have reviewed the scope of work and associated fees and find
them to be reasonable.
Alternatives:No alternatives are recommended.
Recommendation:Augusta Utilities Department recommends the proposal from
Goodwyn, Mills and Cawood in the amount of $264,641 be
approved.
Cover Memo
Funds are Available
in the Following
Accounts:
Funds are available in the following accounts: 514043420-
5212115 / 81700030-5212115
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Lumpkin Rd M
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Pa
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ySource: Esri, DigitalGlobe, GeoEye, Earthstar Geographics, CNES/Airbus DS, USDA, USGS, AEX,Getmapping, Aerogrid, IGN, IGP, swisstopo, and the GIS User Community
Rocky CreekPump Station and Force Main
Augusta Utilites Department360 Bay Street, Suite 180Augusta, GA 30901
Commission Meeting Agenda
3/21/2017 2:00 PM
Sole Source Procurement of Replacement Pump for Large Wastewater Pumping Stations
Department:Utilities
Department:Utilities
Caption:Motion to approve Sole Source Procurement of Replacement
Pump for Large Wastewater Pumping Stations. (Approved by
Engineering Services Committee March 14, 2017)
Background:Augusta Utilities is in need of a replacement pump for one of our
large wastewater pumping stations. In order to insure system
compatibility and interchangeability we have solicited a quotation
for a replacement from the manufacturer’s representative Pump &
Process Equipment, Inc. We have determined that they are indeed
the sole source for this replacement equipment. The quoted price
for this replacement equipment is $54,397.00.
Analysis:In order to improve our proficiency in operating and maintaining
our pumping systems we have worked to use the same pumping
equipment where it meets the specific service requirements. We
have in fact installed these same pumps in multiple locations.
Procurement of this pump will provide a replacement for a current
installation and the existing pump will be rebuilt to serve as a
spare that can be used in any of the other locations. Having a spare
will reduce the pumping station interruption in the event of a
pump failure.
Financial Impact:$54,397.00 from budgeted funds
Alternatives:No recommended alternatives.
Recommendation:We recommend approval of the purchase of the quoted pump from
the sole source vendor Pump & Process Equipment, Inc.
Funds are Available
in the Following
Accounts:
506043580-542110 Cover Memo
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Stormwater Utility Program-SA2
Department:Engineering
Department:Engineering
Caption:Motion to approve Supplemental Agreement Two for the Phinizy
Center for Watershed Assessment & Inventory Project in amount
of $142,000 for the completion of phase three of Task C-Inventory
Receiving Streams as requested by AED. (Approved by
Engineering Services Committee March 14, 2017)
Background:Watershed assessment & analysis, and Inventory and mapping of
stormwater conveyance system are warranted to address
increasing maintenance needs and comply with federally
mandated regulations. Historically, watershed assessments and
flood mapping and modeling have provided Augusta-Richmond
County with limited data to make informed decisions about
flooding, creek health relative to Georgia water quality standards,
and planning. Task C work provides significantly more actionable
data that can be integrated into better stormwater management
decisions for the county and also lays the foundation for more
detailed water quality work in the future. The Center has
completed three basins, Rock Creek, Rae’s Creek, and Rocky
Creek as Phase 1 and phase 2. There are four (4) creek basins,
Oates Creek, Butler Creek, Spirit Creek, and McBean Creek yet to
be completed.
Analysis:Augusta Commission on February 18, 2014 approved funding for
phase 1 the project for data inventory and assessment. A Phase
approach was developed as a result of available funding
constraints to complete the project. Task C is in progress and
funds are needed to complete work in selected remaining creek
basins.
Financial Impact:Funds are available in Stormwater Utility Contract Funds.
Alternatives:1) Approve Supplemental Agreement two for the Phinizy Center
for Watershed Assessment & Inventory Project in amount of
Cover Memo
$142,000 for the completion of phase three of Task C-Inventory
Receiving Streams as requested by AED. 2) Do not approve and
find alternative ways to complete stormwater system and drainage
system condition assessment and federally mandated required
stormwater system inventory work.
Recommendation:Approve Alternative Number One.
Funds are Available
in the Following
Accounts:
Funds are available in SWU contract services
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Augusta-Richmond County, Georgia
Section 2: The following revenues are anticipated to be available to the Consolidated
Government to complete the project.
Special 1% Sales Tax, Phase VI 3,460,112$
972,669$
142,000$
4,574,781$
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
_________________________________________________
AMENDMENT NUMBER EIGHT
Stormwater Utility Program
CPB#328-041110-211828002
Honorable Hardie Davis, Jr., Mayor
CAPITAL PROJECT BUDGET
STORMWATER UTILITY Program
Stormwater Utility Program
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 authorized to CPB#328-041110-211828002 Change Number Eight for Phinizy Center
for Watershed assessment & Inventory Project in the amount of $142,000.00 from Stormwater. This request is
for the completion of phase three of Task C-Inventoryh Receiving Streams. This project will be funded
through SPLOST PHASE VI as requested by AED
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 3/3/2017
Augusta-Richmond County, Georgia CPB#328-041110-211828002
CAPITAL PROJECT BUDGET
CPB AMOUNT ADDITION NEW
SOURCE OF FUNDS CPB REQUEST CPB
SPLOST, PHASE VI
328-041110-211828002 ($3,460,112)($3,460,112)
STORMWATER PROGRAM
581-044320 ($972,669)($142,000)($1,114,669)
TOTAL SOURCES:($4,432,781)($142,000)($4,574,781)
USE OF FUNDS
ENGINEERING
328-041110-5212115-211828002 $3,460,112 $3,460,112
SW
581-044320 $972,669 $142,000 $1,114,669
TOTAL USES:$4,432,781 $142,000 $4,574,781
2 of 2 3/3/2017
(SA02) – For changes greater than $20,000)
AUGUSTA-RICHMOND COUNTY
AUGUSTA, GA ENGINEERING DEPARTMENT
SUPPLEMENTAL AGREEMENT
WHEREAS, We, Phinizy Center for Water Sciences, Consultant, entered into a contract with Augusta-
Richmond County on February 18, 2014, for Engineering Design Services associated with the Stormwater
Utility Fee Implementation Project No. 328-041110-211828002, File Reference No. 15-014 (A), and
WHEREAS, certain revisions to the design requested by Augusta-Richmond County are not covered by
the scope of the original contract, we desire to submit the following Supplemental Agreement to-wit:
It is agreed that as a result of the above described modification the contract amount is increased by
$142,000.00 from $383,760.00 to a new total of $525,760.00.
Any modifications to submittal dates shall be as identified in the attached proposal. This agreement in
no way modifies or changes the original contract of which it becomes a part, except as specifically stated
herein.
NOW, THEREFORE, We, Phinizy Center for Water Sciences, Consultant, hereby agree to said
Supplemental Agreement consisting of the above mentioned items and prices, and agree that this
Supplemental Agreement is hereby made a part of the original contract to be performed under the
specifications thereof, and that the original contract is in full force and effect, except insofar as it might
be modified by this Supplemental Agreement.
This day of , 2017
RECOMMEND FOR APPROVAL:
CITY OF AUGUSTA-RICHMOND COUNTY PHINIZY CENTER FOR WATER SCIENCES
AUGUSTA, GEORGIA
Hardie Davis, Jr., Mayor
Approved: Date Approved: Date
[ATTACHED CORPORATE SEAL]
ATTEST: ATTEST:
Title: Title:
Augusta Richmond County Project Number(s): 328-041110-211828002
Supplemental Agreement Number: 2
Purchase Order Number: 242217
Additional services to Inventory Receiving Streams
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
Commission Meeting Agenda
3/21/2017 2:00 PM
Utilities Department funding in various SPLOST accounts
Department:Utilities
Department:Utilities
Caption:Motion to approve recapture and reallocation of Utilities related
SPLOST funding to provide trunk lines to small areas where they
are needed or where no sewerage lines currently exist. (Approved
by Engineering Services Committee March 14, 2017)
Background:Funding for specific Utilities Department projects has been
included in prior SPLOST referendums. Funds remain in these
budgets for projects that either under-ran the approved amount,
the scope of the project was changed , or work was
accomplished by other means . T hese funds were primarily
related to utility relocation associated with road or drainage
projects.
Analysis:We recommend that Utilities related SPLOST funding be
reallocated as indicated on the attached sheet. This reallocation
will allocate undesignated funding to a Utility Relocation budget
to be used in conjunction with road and drainage projects.
Financial Impact:This action would be result in no net change in Utilities’ SPLOST
funding.
Alternatives:The Commission could elect not to adjust funding as
recommended, however some SPLOST funding would not be
available for its intended use.
Recommendation:We recommend that SPLOST funding be reallocated as
recommended.
Funds are Available
in the Following
Accounts:
SPLOST
Cover Memo
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Utilities SPLOST Funding
Current SPLOST
Funding
Proposed SPLOST
Reallocation
Paving Various Dirt Roads $ 573,840
Davis Road $ 274,047 $ 1,125,962
St. Sebastian Way $ 595,000 $ 615,599
Hollywood SD Wetland Area $ 970,000
Wrightsboro Road Widening Phase I $ 80,000
Carrie Mays Park CNG Remediation $ 1,381
East Boundary Street & Drainage
Improvements.
$ 32,218
Rae's Creek $ 303,332
Morgan Road $ 441,208
Unspecified Utility Relocations $ 1,529,465
Total: $ 3,271,026 $ 3,271,026
Commission Meeting Agenda
3/21/2017 2:00 PM
Minutes
Department:
Department:
Caption:Motion to approve the minutes of the regular meeting of the
Commission held March 7, 2017 and Special Called meeting held
March 14, 2017.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda Commission Chamber - 31712017
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; Jefferson, Guilfoyle, Sias, Frantom, M.
Williams, Davis, Fennoy, D. Williams, Hasan and Smith, members of Augusta Richmond
County Commission.
INVOCATION: Pastor Marty Baker, Lead Pastor Stevens Creek Church .
PLEDGE OF ALLEGIANCE TO TIIE FLAG OF THE LTNITED STATES OF AMERICA.
RECOGNTTTON(S)
Commissioners Certifications
A. Congratulations! Commissioners Sean X'rantom, Ben Hasan and Sammie Sias Item
on completing the required course work to obtain your first level of certification Action:
through the Georgia Municipal Association and the University of GeorgiaCarl None
Vinson Institute of Government Municipal Training Institute.
lB ItemAporoyalsheet.htmI
Motions
Motion;- ---- Motion Textlype
Made Seconded MotionBy By Result
Congratulations is given to
Commissioners Frantom, Sias and
Hasan for their achievement of the first
level of their certifications as
Commissioners.
Employee of the Month
B. Congratulations! March 2017 Employee of the Month.
lE ItemAnorovalsheet.html
Motions
Item
Action:
None
Presentation is made to Mr. Marion
Pugh as the March Employee of the
Month.
X'ive (5) minute time limit per delegation
DELEGATIONS
C. Mr. Bill Lockett RE: Soliciting support for Augusta's Age Friendly Initiative. Item
Presentation will include information on Walk Augusta Audit; City-Wide Action:
Cleanup Proposal; and a trip to Macon-Bibb County to review their successful None
Age Friendly Program.
Motion Motion Textrype
lB ItemApprovalsheet.html
Motions
Motion Motion Textr ype
Unanimous consent is given to naming
Mr. Bill Lockett as the Commission's
liaison to the Age Friendly Initiative.
CONSENT AGENDA
Made Seconded MotionBy By Result
Made Seconded MotionBy By Result
Motion
Result
(Items l-39)
PLANNING
1. SA-52 - A request for concurrence with the Augusta Planning Commission to ltem
fPProve a petition to amend Section 400-H - Standard for Streets and Roadway, Action:
Street Right-of-Way Widths of the Subdivision Regulations for Augusti, Approved
Georgia by updating standards to be consistent with the Augusta Engineering
Street and Road Technical Manual. (Approved by the Commission February
21, 2017 -second reading)
lB sa-52.pdf
lB ItemAoorovalsheet.html
Motions
Y:li"' Motion Textr ype
Motion to
Made By Seconded By
approve.
Approve Motion Passes 10-
0.
PUBLIC SERVICES
2. Motion to approve New Location: A.N. 17-6: request by Barethea Walker for
an on premise consumption Liquor, Beer and Wine License to be used in
connection with Smokin Aces located at 2510-8 Peach Orchard Rd. There willbe Dance. District 2. Super District 9. (Approved by Public Services
Committee Februa W 28, 2017)
Commissioner Commisioner
Mary Davis Sean Frantom Passes
3. Motion to approve New Application: A.N. l7-7: a request by Ahmed Said
Mohammad Ashel for an on premise consumption Liquor License to be used in
connection with Sharifa's Hookah Bar and Lounge located at 730 Broad Street.District 1. Super District 9.(Approved by Public Services Committee
February 28,2017\
lB Smokin Aces.pdf
lB ItemAnorovalsheet.html
Motions
Motion Motion Textr ype
Motion to
^ ?DDrOVe.APProve vtotion passes lo-
0.
lB Sherifas Hookah Bar and Lounse.odf
lB ItemAoprovalSheet.html
Motions
$otion Motion Textr ype
Motion to
^ aDDrove.APProve vtotio, passes l o-
0.
Commissioner Commisioner
Mary Davis sean Frantom Passes
Made By Seconded By
Made By Seconded By
Motion
Result
Motion
Result
Item
Action:
Approved
Item
Action:
Approved
Commissioner Commisioner
Mary Davis Sean Frantom Passes
4. Motion to approve application A.N. l7-8: request by Gabriel Echevarria for an Itemon premise consumption Liquor, Beer and Wine License to be used in Action:
connection with Augusta Exchange Stadium 20 & IMAX dlblaRegal Cinemas Approved
located at ll44 Agerton Lane. There will be Sunday Sales. District 3. Super
District 1O.(Approved by Public Services Committee Februaw 28,2017)
IB Augusta f,xchange Stadium 20 Imax Regal Cinemas.pdf
lB ItemAoorovalsheet.html
Motions
Motion- - --__ Motion Text Made ByI ype Seconded By Motion
Result
5. Motion to approve New Location: A.N. l7-9: a request by Robyn Jarrett for an
on premise consumption Liquor, Beer and Wine License to be used in
connection with The Scene located at 1289 Broad Street. There will be Dance.District l. Super District 9(Approved by Public Services Committee
February 28,2017) .
Motion to, aDDrove.APProve vtotion passes lo-
0.
Commissioner Commissioner
Wayne Guilfoyle William Fennoy Passes
Made By seconded By f."JiI
Item
Action:
Approved
lE The_Scene_LLC.ndf
lE ItemAoorovalsheet.html
Motions
Motion;----- Motion Textrype
Motion to approve with the
condition that the main
entrance be located on
a ,., Jones Street and approval commissio commissioner
Approve ;ffi. Sheriffs office and Sammie si*tt william passes
Planning & Development t'ennoY
Department.
Motion Passes l0-0.
(4 objectors are noted)
6. Motion to approve an award of contract for Bid Item #17-136, HVAC ItemAutomation System Upgrade, for Diamond Lake Community Center to Trane Action:Commercial Systems for 5127,234.00.(Approved by Pubtic Services ApprovedCommittee Februa ry 28, 2017)
IB lZ-t-ff fTB to Newtnqner nrrf
B tz-t3o teg - onntcl.AL.odf
B lz-t36 upB.oar
lB l7-136 Department Recommendation of Award.pdf
E Mail Labels and Demandstar planholders.pdf
E ltemAnprovalsheet.html
Motions
H:':" Motion Text Made By seconded By MotionrYPe - ---- -r Result
Motion to
^ approve. Commissioner CommisionerApprove Motion passes l0- Mary Davis sean Frantom Passes
0.
ADMINISTRATIVE SERVICES
7. Motion to approve a request from the Augusta Fire Chief for the acquisition of Itemone Ford F-I50 for an additional Arson Investigator. (Approved by Action:Administrative Services Committee February 2Brz0l7) Approved
[E 16-235 ITB to Peoer Revised-ndf
E t6-23s ragtrI,.{Tlox_oFFlctal_.odf
lE Ilrail List and Demandstar plrnholders.pdf
[B l6-235 Department_Recommendation of Award.ndf
lB ItemAoorovalsheet.html
Motions
X:'1" Motion Text Made By seconded By MotionIYPe '---- -'I Result
Motion to
Approve i||,#;^ses r0- ;r""ffi#i;'- S:#Hf,:f passes
0.
8. Motion to deny a request from the Senior Pastor of First United Pentecostal ltem
Church of Augusta, Reverend Mark Maddox, for the donation of two paratransit Action:
vehicles and one bus for the First United Pentecostal Church of Augusta. Approved(Approved by Administrative services committee February 28,2017)
@2-7-17 - Rtouest from IIPS ('hnroh of Arrorrsfrdncr
E ltemAnprovalsheet.html
Motion to concur
Approve with the denial. Commissioner Commisioner
Motion passes l0-0. Mary Davis sean Frantom Passes
9. Motion to approve a request from the Richmond County SherifPs Office to Item
replace 34 Road Patrol cars, 2 Traffic cars and 7 Cfiminal Investigation cars Action:
using SPLOST VII - Public Safety Vehicles. (Approved by Administrative Approved
Services Committee Februa \Y 28, 2017)
Motions
il,T:" Motion rext
Motion to
^ dDDrove.APProve vtotio, passes lo-
0.
B Sheriff-s Office Eval.xlsx
lB Tab Sheet - Sheriff.pdf
lB Trb-Sheet_lmpela.xlsx
lB 2017 Cheverlot lmpale - Sheriff s Office.pdf
E 16-25? Department Recommendation of Award l.pdf
lB 16-257 ITB to paoer.docx
lB l6-257 Tabulation Bid Oflicial.xts
lB l6-257 Mail List end Demandstar planholders.pdf
IB ItemAoorovatsheet.html
Motions
Y:jl"" Motion Text Made By'l vDe
Made By Seconded By
Seconded By
Motion
Result
Motion
Result
Motion
Result
Commissioner Commissioner
Marion Williams Sammie Sias Passes
10. Motion to approve five (5) annual bid items. The items require Commission Item
approval due to the fact that purchases on the individual items will exceed Action:
$25,000.00. (Approved by Administrative Services Committee February Approved
29,2017)
El .{nnual Bid lnformation.odf
B ltemApprovalsheet.html
Motions
Motion Motion Textr ype Made By Seconded By
Motion to
^ aDDrove.APProve Motion Passes lo-
0.
Commissioner Commisioner
Mary Davis Sean Frantom Passes
11. Motion to approve a request from the Head Coach & Director of the Augusta Item
Boxing Club for a donation of one 28-passenger bus in order to transport Action:
members of the Augusta Boxing Club to and from competitions. (Approved Approved
by Administrative Services Committee f,'ebrua\Y 28r2017)
E Vehicle Donation - Boxing Club.pdf
IB Augusla Boxinp Club Rot. l7.odf
B ltemAnnrovalsheet.html
Motions
Motion Motion Textrype
Motion to
^ aDDrove.APProve vtotion Passes lo-
0.
seconded By f;tjil
Commissioner Commisioner
Mary Davis Sean Frantom Passes
Made By
12. Motion to approve a request from Fleet Management for the replacement of Item
four Marshal's Office vehicles, purchase one new vehicle and to replace one Action:
vehicle in the Probation Office using SPLOST Phase VII - Public Safety Approved
Vehicles. (Approved by Administrative Services Committee February 28,
2017)
lB Vehicle Eval - Marshal Chargers.ndf
lB Eval - 205093 Probation.pdf
B Tab Sheet-Marshal cars.pdf
lE Tab Sheet-Probation.pdf
lB l6-257 Dodge Charger Police.xlsx
IB l6-257 ITB_to paoer.docx
IB 16-257 Tabularion Bid Official.xts
B 16-257 Mail List and Demandstar planholders.pdf
IE l6-257 Denartment Recommendation of Award l.ndf
[B 16-257 Department Recommendation of Award 2.pdf
B ItemAonrovalsheet.html
Motions
13. Motion to approve Resolution of Support - Operation Teammate.(Approved Itemby Administrative Services Committee FebruaW 28,2017) Action:
Approved
lB Agende Item Resolution of Support Operufion Teamworks.pdf
E Onrration Teammate Resolution of Sunoort 2l Feb 20l7.odf
B Ooeration Teammate.odf
@ Item.,\oorovalsheet.html
Motions
Motion Mofion TextI VDE
Motion to
^ aDDrove.APProve vtotion passes lo-
0.
Y:lb" Motion Textrype
Motion to
APProve ffi5,":h"sses ro-
0.
Motions
Motion Motion TextI ype
Motion to
^ aDDrove.APProve vtotio, passes lo-
0.
Commissioner Commisioner
Mary Davis Sean Frantom Passes
Seconded By Motion
Result
Seconded By Motion
Result
Commissioner Commisioner
Mary Davis Sean Frantom Passes
Made By
Made By
Made By
Commissioner
Mary Davis
Seconded By
Commisioner
Sean Frantom
Motion
Result
Passes
PUBLIC SAFETY
14. Motion to approve the Hazard Mitigation Plan Update provided by Atkins Item
North America, Inc. and authorize the Mayor to execute the Updated Hazard Action:
Mitigation Plan following the 30-day public review period. (Approved by Approved
Public Safety Committee February 28r2017)
B Commission Presentation Feb-28-l7.ppt
B Aususta-Richmondco HMP 02152017 l-75.pdf
E Aususta-Richmon dCo-H MP_02 I 5201 7-76-270.odf
B ItemAnorovalSheet.html
15. Motion to provide a 60-day notice to the Magistrate judges that the City of ltem
Augusta plans to change the in-house probation order and request a meeting Action:
with the judges within ten days of the approval by the Commission.(Approved Approved
by Public Safety Committee February 28,2017)
B ltemAnorovalsheet.html
Motions
Motion Motion Textlype
Motion to approve with
the correction to include
the notice to the State and
A _--^_.^ Magistrate judges. Mr.APProve Guiifoyle una trr. n.
Williams abstan. Ms.
Davis out.
Motion Passes 7-0 -2.
FINANCE
seconded By #.Xfi'Made By
Commissioner Commissioner
Sammie Sias Ben Hasan Passes
16. Motion to accept the 2017 Summer Intern Program $4000 Grant from Civic Item
Affairs Foundation. (Approved by Finance Committee February 28,2017) Action:
Approved
IB New srant oronosal and info.ndf
lB ltemApprovalsheet.html
Motions
Motion;- ---- Motion Text Made Bylype
Motion to
^ aDDrove.APProve vtotio, passes lo-
0.
Seconded By Motion
Result
Commissioner Commisioner
Mary Davis Sean Frantom Passes
17. Motion to approve a request from Mr. Patrick Feistel of the Garden City
Rescue Mission for an abatement of taxes for the taxyear 2016.(Approved by
Finance Committee Februa ry 28, Z0l7)
E Garden Citv Rescue l\Iission 2-28.odf
IB ItcmAnprovalsheet.html
Item
Action:
Approved
Motions
Motion rr^a:^-,t,^--L rr ! n Motion_------ Motion Text Made By Seconded BylYPe -'---- -J Result
Motion to
Approve ffi5,',"J'r"sses r0- fi:ffi'jJiJ.' S:#Tl'"f,:H passes
0.
18. Motion to approve agreement with Augusta Coliseum Authority for funding as Item
authorized in SPLOST Phase VII. (Approved by Finance Committee Action:
February 2812017) Approved
lB SPLOST 7 esreement.pdf
lB ItemAoorovalsheet.html
Motions
X:j]" Morion Text Made By seconded By MotionlYPe -'--"- -r Result
Motion to approve.
Approve Mr. Smith out. Commissioner Commisioner
Motion passes 9_0. Marion Williams Sean Frantom Passes
ENGINEERING SERVICES
19. Motion to approve supplementing the Augusta Utilities Department contract Item
with Blair Construction, Inc., not to exceed $114,945 to cover the additional Action:
costs of water line relocation for the l5th Street Bridge Rehabilitation Project Approved
as requested by AED. (Approved by Engineering Services Committee
February 28,2017)
E Canal t'taler Bore Blair Proposal,pdf
lE Preconstruction Stetus_Rpt.pdf
lB GDOT WaterlineFundins Emailconfirmation 030ll7.pdf
IB ItemAnnrovalSheet.html
Motions
i^#:'" Motion Text Made By seconded By f"".Xii
^ Motion to Commissioner Commisioner DADDrove ta r-,rl_'^* vvrr,urrrvrtvr passes- -rr- - .- approve. Mary Davis Sean Frantom I
Motion Passes l0-
0.
20. Motion to approve and authorize the Engineering Department (AED) to accept Item
and receive federal financial assistance through Section 319(h) Nonpoint Action:
Source Implication Grant Program. Also, grant authorization permitting the Approved
August4 GA's Mayor to sign all documentation as requested by the AED.
(Approved by Engineering services committee February 28,2017)
E FYIS-I5 FINAL_draft App A A-RC_Scope 02.l5.20l1.pdf
B o22l20t7o8s25o.pdf
B ltemApprovalsheet,html
Motions
Motion----".. Motion Text Made ByI ype
Motion to
^ aDDrove.APProve vtotio, passes lo-
0.
Commissioner Commisioner
Mary Davis Sean Frantom Passes
Made By
Seconded By
Seconded By
Commisioner
Sean Frantom
Motion
Result
Motion
Result
Passes
21. Motion to approve award of preliminary engineering phase of Design Item
Consultant Services Agreement to Civil Services, Inc., in the amount of Action:
$200,916.27 for the 5th Street Bridge over the Savannah River (Bridge Repair Approved
and Restoration), subject to receipt of signed Agreement as requested by AED.
(Approved by Engineering Services Committee February 2BrZ0l7)
E Csl_Fe€_Proposal sth St. l-23-20l7.pdf
IB 16-2.17 RFO sent to ne$speper.doc
B to-zlz t,lr orrtcu,L.xts
E l6-2.17 Cumuletile Evaluation Sheet.pdf
IB l6-247 Department Recommendation of Award.pdf
B Process-Resardins RFOs,odf
E 16-247 Mail List and Demandstar planholders.pdf
lB ItemAoorovalsheet.html
Motions
|'#:'" Motion rext
. Motion to CommissionerAPProve approve. Mary Davis
Motion Passes l0-
0.
22. Motion to determine that the alley between Hogan Street and Adrian Street, as Item
shown on the attached plat has ceased to be used by the public to the extent that Action:
no substantial public p.urpose is served by it or that its removal from the county Approved
road system is otherwise in the best public interest, pursuant to O.C.G.A. $3i-7-2, with the abandoned property to be quit-claimed to the appropriate party
(ies), as provided by law and an easement to be retained over the entirL
abandoned portion for existing or future utilities as directed by Augusta
Engineering Department and Augusta Utilities Department. (Approved by
Engineering Services Committee February 28, 2017)
IB Abandonment - Allv of Hosen Sr Adriqn Srnrt{
IE ltemAoorovalsheet.html
Motions
Hj:" Motion Text Made ByI ype
Motion to
^ aDDrove.APProve vtotion passes lo-
0.
seconded By Motion
Result
Commissioner Commisioner
Mary Davis Sean Frantom Passes
23. Motion to approve entering into a Mowing and Maintenance and Indemnity
Agreement with the Georgia Department of Transportation. Also, obtain a
GDOT Permit for Gordon Hwy at Doug Barnard Entryway Landscape
Improvements Project as requested by AED. (Approved by Engineering
Services Committee X'ebrua ry 28, 2017)
E Sn tO - Nilu Asreement l.Ddf
lB GordonHiqhn'av Dous Barnard-plans.odf
E .{EW-Gordn Hwv-Douq Barnrd lndeminih' Asmnt 02l717.pdf
lB Item.{porovalsheet. html
Motions
|^#:"' Motion Text Made By
Item
Action:
Approved
Motion to
^ ?Dprove.APProve uotion passes lo-
0.
Commissioner
Mary Davis
Seconded By
Commisioner
Sean Frantom
Motion
Result
Passes
24. Motion to determine that 0.06 acres adjacent to 1507 Saint Luke Street, shown
as "Tract B" on the attached plat has ceased to be used by the public to the
extent that no substantial public purpose is served by it or that its removal from
the county road system is otherwise in the best public interest, pursuant to
O.C.G.A. 532-7-2, with the abandoned property to be quit-claimed to the
appropriate party(ies), as provided by law and an easement to be retained over
the entire abandoned portion for existing or future utilities as directed by
Augusta Engineering Department and Augusta Utilities Department.
(Approved by Engineering Services Committee F'ebruary 28r2017)
IB Abrndonment - Adiacent to 1507 St. Luke Street.ndf
Item
Action:
Approved
Item
Action:
Approved
25. Motion to approve Tower Cloud, Inc.'s Formal Registration Application to Item
access the public right of way within the Augusta, Georgia for the provisions of Action:
telecommunications services as a State-Certified Utility.(Approved by Approved
Engineering Services Committee February 28, 2017)
lE Tower Cloud Inc. .{oolication Reouest.odf
E Tower Cloud - Letter of Annlication Annlication-ndf
IB ARC Tower Cloud - Memorandum of Understanding.pdf
lB ltemA orrrovalsheet.htnrl
Motions
X::"' Motion Text Made Byrype
Motion to, aDDrove.APProve rutotion passes l o-
0.
lB ItemAnnrovalsheet.html
Motions
x:j*1"" Motion Text Made Bylype
Motion to
^ ZDDTOVC.APProve vtotion passes 1o-
0.
seconded By Motion
Result
Commissioner Commisioner
Mary Davis Sean Frantom Passes
seconded By Motion
Result
Commissioner Commisioner
Mary Davis Sean Frantom Passes
26. Motion to auth orize condemnation to acquire property in fee simple interests
(Parcel 087-2-134-00-0) - 2017 Walnut Street.(Approved by Engineering
Services Committee February 28, 2017\
@ ZOll Walnut Street - (londemnation Rcnrrcsf nrtf
IB ItemAonrovalsheet.html
Motions
X:*'1" Motion Text Made By Seconded By Motion
r Ype vvlvuqvu DJ Result
Motion to
Approve ffi:,":h"sses r0- fr"#Hjji,".. S;#Tff,ffi passes
0.
27. Motion to authorize condemnation to acquire property in fee simple interests Item(Parcel 087-2-192-00-0) - 167 Aragon Drive. (Approved by Engineering Action:
Services Committee Februarr 28,2017) Approved
E 167 Aragon Drive - Condemnation Request.pdf
lB ltemAoorovalsheet.html
Motions
Motion r tr^^!--- m---1 rr r h Motion;----- Motion Text Made By Seconded ByrYPe -.---- -J Result
Motion to
^ approve. Commissioner CommisionerApprove uotion passes l0- Mary Davis sean Frantom Passes
0.
28. Motion to authorize condemnation to acquire properfy in fee simple interests ltem(Parcel 087-2-193-00-0) - 173 Aragon Drive.(Approved by Engineering Action:
Services Committee February 2812017) Approved
lB 173 .{rason Drive - Condemnation Reouest.odf
E ItemAnnrovelsheet.html
Motions
+^;t:"' Motion Text Made By Seconded By f""r[ii
Motion to Commissioner Commisioner passesApprove approve. Mary Davis Sean Frantom r
Motion Passes l0-
0.
29. Motion to authortze condemnation to acquire properfy in fee simple interests Item
(Parcel 087-4-055-00-0) 2029 Golden Rod Street. (Approved by Action:
Engineering services committee February 2812017\ Approved
@ ZOZS Gotden Rod Street - Condemnation Reouest.ndf
lB ItemAoorovalsheet.html
Motions
H1"' Motion Text Made By seconded By Motionlype - ---- -'t Result
Motion to
Approve il3,i"l'i,,sses r0- S:tHjJiJ.' ff#T;;"T,:fr passes
0.
30. Motion to authorrze condemnation to acquire property in fee simple interests Item
(Parcel 087-4-056-00-0) - 2033 Golden Rod Street. (Approved by Action:
Engineering Services Committee X'ebruary 28, 2017)Approved
E 2033 Golden Rod Street -_Condemnation_Reouest pdf
E ItemAonrovalsheet.html
Motions
*j:" Motion Text Made By Seconded By MotionrYPe r -------- -'1 Result
Motion to
Aoorove approve. Commissioner CommisionerI T'vrv vv uotion Passes l0- Mary Davis Sean Frantom Passes
0.
31. Motion to authorize condemnation to acquire property in fee simple interests Item(Parcel 087-4-072-00-0) - 2061 Golden Rod Street. (Approved by Action:
Engineering services committee February z&r2017) Approved
E 2061 Goldrn Rod Street - Condemnation Request.pdf
B ltem.{pnrovalsheet.html
Motions
32. Motion to authorize condemnation to acquire property in fee simple interests Item(Parcel 087-4-073-00-0) - 2063 Golden Rod Street. (Approved by Action:
Engineering services committee February 28,2017) Approved
tB 2063 Golden Rod Street - Condemnation Reouest.pdf
e
Motion Motion Textrype
Motion to
^ ?DDrOVe.APProve vtotio, passes lo-
0.
Motions
Motion Motion TextI'ype
Motion to
^ ?DDrOVe.APProve uotion passes l o-
0.
Motions
Motion Motion Textrype
Motion to
^ aDDrove.APProve vtotion passes lo-
0.
Seconded By Motion
Result
Commissioner Commisioner
Mary Davis Sean Frantom Passes
Made By
Made By
Made By
seconded By Motion
Result
Commissioner Commisioner
Mary Davis Sean Frantom rasses
33. Motion to authorwe condemnation to acquire property in fee simple interests Item
(Parcel 088-1-032-00-0) - 149 Aragon Drive. (Approved by Engineering Action:
Services Committee f,'ebruary 2812017\ Approved
B l{9 .{ragon Drive - Condemnation Request.pdf
IB IlemAnprovalsheet.html
seconded By Motion
Result
Commissioner Commisioner
Mary Davis Sean Frantom Passes
34. Motion to determine that aportion of Heath Street, East of Berckmans Road as Item
shown on the attached plat has ceased to be used by the public to the extent that Action:
no substantial public pulpose is served by it or that its removal from the county Approved
road system is otherwise in the best public interest, pursuant to O.C.G.A. $3i-7-2, with the abandoned property to be quit-claimed to the appropriate party
(ies), as provided by law and an easement to be retained over the entireabandoned portion for existing or future utilities as directed by AugustaEngineering Department and Augusta utilities Department.(Apfroved byEngineering Services Committee February Zg, 2017)
IB Abrrdrn,,.nt - H.rth Str..t._E"rt of-B.r.k."n._Rord - l.t R."dion.odf
lE ItemAonrovalsheet.html
35. Motion to approve the amount of $7,108.72 to have 17 Streetlights added to Item
Ashton Drive and Ardwick Drive in the Southampton subdivision at a cost of Action:
$255.00 per month for a total of $3,060.00 per year thereafter. This is also to Approved
approve a new lighting tax district for the 52 lots associated with above roads.Funding is available in the Street Lighting budget account
#276041610531231O.(Approved by Engineering Services Committee
February 28,2017\
Motions
Motion Motion Textlype
Motion to
^ ?DDrOVe.APProve uotion passes lo-
0.
IB ItemAoorovalsheet.html
Motions
Motion;----- Motion Textr ype
Motion to
^ aDDrove.APProve uotio, passes lo-
0.
Seconded By Motion
ResultMade By
Made By
Commissioner Commisioner
Mary Davis Sean Frantom Passes
seconded By Motion
Result
Commissioner Commisioner
Mary Davis Sean Frantom Passes
PETITIONS AND COMMUNICATIONS
36. Motion to approve the minutes of the regular meeting of the Commission Item
held February 21,2017 and Special Called meeting held February 28,2017. Action:
Approved
IB Resular Commission Meetinq Februarv 2l 20l7.ndf
[B Celled Commission Meetins Febrrary 2g 20l7.pdf
B ltemAonrovalsheet.html
Motions
X:'1"' Motion Texr Made By Seconded By Motion
r YPe vvlv.svu sJ Result
Motion to
^ approve. Commissioner CommisionerApprove Motion passes l0- Mary Davis sean Frantom Passes
0.
APPOTNTMENT(S)
37. Motion to approve the appointment of Ms. Janmarie Hall to the Augusta Item
Animal Control Citizens Advisory Board effective April l,2Ol7 representing Action:
District 3. Approved
B Janmarie Hall.pdf
E ItemApnrovalsheet.html
Motions
X]]1"" Motion Texr Made By seconded By MotionlYPe -'"'- -r Result
Motion to
^ approve. Commissioner CommisionerApprove vtotion passes 10- Mary Davis Sean Frantom Passes
0.
38. Motion to approve the appointment of Dr. Charles Larke- Augusta Aviation Item
Commission; Ms. Marian T. Brown-Augusta Public Library Board of Action:
Trustees and Ms. Barbara Gordon- ARC Zoning & Appeals Board Approved
representing District 5.
IB Charles Larke.odf
E Barbara A. Gordon.ndf
IB Marirn-T. Brou,n.ndf
lE ItemAoorovalsheet.html
Motions
ffi':"' Motion Text Made By Seconded By f""rtjir"
Motion toapprove. Commissioner Commisioner
39.
Approve Motion Passes 10- Mary Davis Sean Frantom
Motion to approve the appointment of Ms. Monica R. Mack to the
Small Business Advisory Board representing District 6.
Passes
Citizens Item
Action:
Approved
B Monica Meck.pdf
B Comm. NIin 05.19.1997 Anot Resideno,_District.odf
IE Consolidation IJF Board Aoot plan.odf
IE l\lin. Policv for Board Appts..pdf
lB Ordinance 6244 Bd. Appt. resident of Rich. Co..doc
lB ItemAoprovalsheet.html
Motions
f.::'" Motion Text Made Byr ype
Motion to
^ aDDrove.APProve uotion passes lo-
0.
Commissioner
Mary Davis
Seconded By
Commisioner
Sean Frantom
Motion
Result
Passes
****END CONSENT AGENDA** **
AUGUSTA COMMISSION
3t7t2017
AUGUSTA COMMISSION
REGULAR AGENDA
317 t2017
(Items 40-46)
PLANNING
40. Z-16-41 - Reconsideration of a request by the Augusta Planning Commission Itemto approve, with the conditions stated below, a petition by Stanley Mack, on Action:behalf of Stanley and Shelley Mack, requesting a Special Exception to Approvedestablish a Family Personal Care Home per Section 26-l (h) of the
Comprehensive Zoning Ordinance for Augusia, Georgia affecting property
containing .31 acres and known as 3603 Richdale Drive. Tax Map 143-0-277-
00-0 DISTRICT 6 1. The home shall be staffed in three (3) 8-hour shifts ona 7'day, 24'hour basis with no staff sleeping in the home. 2. A private room
shall be provided for staff to conduct business. 3. No more than slx (6) clients
are permitted to reside in the home based on the number and size of the
existing bedrooms. 4. In order to continue to maintain a local business license,
the applicant must continue to maintain a license with the State of Georgia,
proof of compliance with the minimum requirements of Chapter 111.8-62.01 ofthe O.C.G.A must be provided, and the applicant must provide updated fire
department compliance for six (6) clients. All requirements must be met within
six (6) months of approval of this Special Exception request, or the Special
Exception is void. 5. If wheelchair bound persons reside in the residence all2010 ADA Standards for Accessible Design requirements must be met,
including but not limited to: ' All doorways must be at least 3 feet. wide. . At
least one bathroom that permits a wheelchair dependent person to use all
bathroom facilities unimpeded. 6. All conditions must be met prior to issuance
of a local business license. (Approved by Commission January 17,2017,)
lB z-16-,ll.odf
lE ltemAoorovalsheet.html
Motions
Motion
Type
Deny
fn"XT" Made By Seconded By Motion
Result
Other
MotionSeconded By Result
Motion to Commissioner Ben Commissionerdeny. Hasan Sammie Sias
No action is taken on this motion due to the passage of the substitute motion.
Motions
Y9-tbn Motion TextI ype
Substitute motion to
approve with the
stipulation to limit the
residents to no more than
five. Mr. M. Williams
abstains.
A _--^,.^ Voting No:Approve uommlsstoner
Ben Hasan,
Commissioner
Andrew Jefferson,
Commissioner
Sammie Sias.
Motion Passes 6-3 -1.
PUBLIC SERVICES
Made By
Wayne
Guilfoyle
William
Fennoy
Passes
Commissioner Commissioner
41.Discuss Jamestown Community Center.
Marion Williams)
Commissioner Item
Action:
None
Motion
Result
(Requested by
B ltemApprovalsheet.html
Motions
Motion Motion Textlype
Motion to approve
waiving the attorney/client
privilege thereby allowing
the attorney to provide an
Approve oPinion on the floor.rr-- . - Voting No: Commissioner
Andrew Jefferson,
Commissioner
William Fennoy.
Motion Fails 5-2 -1.
Motions
il,T:"' Motion rext
lB ltem.{oorovalsheet.html
Motions
$otion Motion Textl.e
Motion to delete this
item from the agenda.
Ms. Davis and Mr.
Guilfoyle out.
Made By Seconded By
Commissioner
Marion
Williams
Commissionerilil;;^'-^Fals
Made By Seconded By
Made By Seconded By
Motion
Result
Substitute motion to
Approve approve re-ceiving this S;##,,j'Ji*.' ;:fff;:f*'item as information.
No vote was taken on this item.
ADMINISTRATIVE SERVICES
42. Discuss scheduling a Commission Work Session regarding the establishment of Item
Personal Care Homes in Augusta, GA. (Requested by Commissioner Ben Action:Hasan) Approved
Motion
Result
Commissioner Commisioner
Voting No: Ben Hasan
Delete Comm.issioner
Sammie Sias.
Motion Passes 7-1.
43. Discuss/update from Administration regarding the electrical system at the ltemAugusta Common. (Requested by Commissioner Marion Williams) Action:
Approved
Made By
Commissioner
Marion
Williams
seconded By fJ.ii,'
Commissioner
Ben Hasan Passes
Sean Frantom
Seconded By
Passes
Motion
Result
B ItemAnorovalsheet.html
Motions
Yotion Motion Textrype
Motion to approve
identi$ing a funding
source to proceed with the
assessment of the system
for a potential
A -..-^--^ upgrade/repair and includeAPProve the'bulkhead area, the
amphitheater and Saturday
Market in this assessment.
Ms. Davis and Mr.
Guilfoyle out.
Motion Passes 8-0.
44. Discuss a resolution changing the name of the John C. Calhoun Expressway. Item
(No recommendation from Administrative Services Committee February Action:28,2017) Approved
lB ItemAoorovalsheet.html
Motions
Motion Motion Textrype
Motion to delete this
T-raro+o item from the agenda.r''vrvrrY Mr. Fennoy abstains.
Motion Passes 9-0 -1.
Made By
Commissioner
William Fennoy
CommissionerM;,y;;;il - Passes
APPOINTMENT(S)
45. Motion to approve the reappointment of Mr. Brad Owens to the Augusta Item
Urban Redevelopment Board.
Frantom
(Requested by Commissioner Sean Action:
Disapproved
IB trRA Powers. organization 36.6l.lg,pdf
E Brad Owens.odf
IEt tlrban Redevelooment Aeencv (URA) l7.odf
B ltemAnnrovalsheet.html
Motions
${ion Motion TexttvDe
Motion to approve. Mr.
Sias abstaining. Mr.
Guilfoyle and Ms.
Davis out. Mr. M.
Williams not voting.
Voting No:
Approve Commissioner
William Fennoy,
Commissioner
Ben Hasan,
Commissioner
Dennis Williams.
Motion Fails 3-3 -1.
lB ltemAoorovalsheet.html
Motions
Motion Motion Textrype
Motion to approve
receiving this item as
a __-____ information. Ms. Davis,APProve Mr. Guilfoyle and Mr.
Sias out.
Motion Passes 7-0.
Made By Seconded By Motion
Result
ADMINISTRATOR
46. Update/presentation on Augusta's community awareness efforts e.g. Item
Environmental Services Department's March 25th "Great Augusta Cleanup Action:
and Recycling Block Party" event. Approved
Commisioner
Sean Frantom
Commissioner
William
Fennoy
Commissioner
Grady Smith lalls
Made By Seconded By Motion
Result
CommissionerAndrew Passes
Jefferson
LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
47. Motion to approve execution by the Mayor of the affidavit of Item
compliance with Georgia's Open Meeting Act.Action:
None
Upgoming Meetings
www.auqustasa.sov
CALLED MEETING COMMISSION CHAMBER
March 14,2017
Augusta Richmond County Commission convened at 11:00 a.m., Tuesday, March 14,
2017, the Honorable Hardie Davis, Jr., Mayor, presiding.
PRESENT: Hons. Jefferson, Guilfoyle, Sias, Frantom, M. Williams, Davis, Fennoy, D.
Williams, Hasan and Smith, members of Augusta Richmond County Commission.
Mr. Mayor: All right, we're going to call this meeting to order. The Chair recognizes
Attomey MacKenzie.
1. LEGAL MEETING
A. Pending and potential litigation
B. Real estate
C. Personnel
Mr. MacKenzie: I would entertain a motion to go into an executive session to discuss
pending and potential litigation, real estate and personnel.
Ms. Davis: So move.
Mr. Sias: Second.
Mr. Mayor: We have a motion and a second. Voting.
Mr. Jefferson, Mr. Frantom, Mr. Guilfoyle and Mr. Smith out.
Motion carries 6-0.
[LEGAL MEETING]
Mr. Mayor: I would recognize Attorney MacKenzie.
2. Motion to authorize execution by the Mayor of the affidavit of compliance with
Georgia's Open Meeting Act.
Mr. MacKenzie: I would entertain a motion to execute the closed meeting affidavit.
Mr. M. Williams: So move.
Mr. Sias: Second.
Mr. Mayor: Voting.
Motion carries 10-0.
Mr. MacKenzie: I would entertain a motion to approve a resolution authorizing the
settlement of all claims of Frank Mingledohf in the aggregate amount of $651000 and
authorizing Corvell, the third party administrator for the Workers Comp program, to
disburse this amount.
Mr. M. Williams: So move.
Mr. Jefferson: Second.
Mr. Mayor: We've got a motion and a proper second. Voting.
Motion carries 10-0.
Mr. Mayor: I would recognize Attorney MacKenzie for a motion.
Mr. MacKenzie: I would entertain a motion to approve a lease agreement with, for
the property located at 311 Boy Scout Road, Parcel ID #018-0-014-02-0 in the amount of
$1,200.
Mr. Frantom: So move.
Mr. Fennoy: Second.
Mr. Mayor: We've got a motion and a second. Voting.
Motion carries 10-0.
Mr. Mayor: Any other business before us, Attomey MacKenzie?
Mr. MacKenzie: That's all I have. Thank you.
Mr. Mayor: Madam Clerk, thank you.
The Clerk: Thank you.
IMEETING ADJOURNED]
Lena J. Bonner
Clerk of Commission
CERTIFICATION:
I, Lena J. Bonner, Clerk of Commission, hereby certify that the above is a true and correct copy
ofthe minutes of the Called Meeting ofthe Augusta Richmond County Commission held on March
14,2017 .
Clerk of Commission
Commission Meeting Agenda
3/21/2017 2:00 PM
District 7 appointment
Department:
Department:
Caption:Motion to approve the reappointment of Mr. Jerry Brigham to the
ARC Zoning Appeals Board representing District 7.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
FRON :
5. Voting
Distrigt Dtstrlcc 7 Warren Roacl
FRX NO. :l'1ar. t5 ?At7 U8:59R1'1 P2
TALENT BANK INFORMATION QUESTIONNAIRE
'Io be oompleted by persons desiring to volunteer their scrvices ot't
the_,_
-AB-C--Bcar4---o,L
zon{n$ Apmeats Authority, IJoard or Commission
for Augusta-Ri clrrnond County.
NOTD: Any information enterocl on this questionnaire would becotne public in{ttrmation upon
your appointment.*rf,*{.+*t+***{(t +'l.tt+,ft*+++'f +***rh+++{.+**i.{.*+++++**f(*++{.*+****!t+++*{.**+++f *'1.*
Date t"Lerch 1.5, 2OL7
L Name ;qfry Brighasr ,
Home PhonE 706-863-1.698 BusPhone 706-6.50-1700
2, Address_ - 29O! PLg",-4Eant Covg, Ct Rlghmond Ga-..30907-36?"8-Street Clounty State Zip
3. Dtrte of Ilirth_ Jul-v 17, 1947 Sex: Male xx -..- Female
4. Rcgistered Voter: Yes XX No
6. Martial Status:Single
[,ngugecl
7. Educationr Fligh
Schogl Rlchmond Academy
college.".Aususto :,jllg= .
8. Relatives wt:rking for the City or County: yes
Married xx .- Separated
Divorced
9, Oocupation:F'lreman
I0. Racc: Write ':()c . A{rican-Am.erican__Asian
American
Spzurish Surnamed
I 1. List Roards you presently servc on:
1, ARC Board of _Zonlng Appea.l n
_
American Indian_ _ Other
FROI,4 :FRX NO. :l'1ar. t5 2At? A9iOAAY P3
2
J__.._12. List any ar"o-inffiich yor.r'have a particular interest or experti{ic'3
wheEe myjelents -are oeeded' '
Commission Meeting Agenda
3/21/2017 2:00 PM
District 8 appointment
Department:
Department:
Caption:Motion to approve the appointment of Michael Thurman to the
Housing and Community Development Department representing
District 8.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
User Task I Laserfiche Forms
Mr' Lyl
Michael
Jams
Thumn
3/3't/t 970
1913 Wightsborc Rd
crv
Augusta
Pdrl/Zp @e
30904
7063066070
7067375072
€) oistrict 1
O Oistrict 3
O District 6
O Districl 7
O None
Maried
Sore College
Vlhite
Male
Omer Mcgilli@ddy Rental Prcpedies
sbre/Po$ /Rqbn
GA
tudy
Ljniled States
Page2 of3
AGn
Cleik of Commission
Commission, Auihoriti$, & Boatds Talent Bank Appli€tion
Title
FiEi N8re*
Middle l,larei
Lrst Nare*
Suftix
Date Of Bir$ I
Addresc*
Hom Phme'
Wort Phone
Rogiaiered voter*
Maritel St tus*
Educalionr
Race *
Gender*
Occupelionr
lntGE3ts Realestate doveloprcnt, outdooG, RaiEing my 3 ChildGn, Church
Commissions, Authorities, & Boards
Volunb€r Forr Augusta Urban Redevelgpmenl Agenc] :l
O Oistrict 2
O Oistricl 4
O Districl 6
O DistrictS
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l@rcdly bve r.hUB wdq bth Cily dA{d.
OYes ONo
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Summary Action History
http://10.10 .5.235lforms/form/approval/28cldc4e-501d-4aaf-b2c0-83d3fb9dle22 2lt5l20t7
Commission Meeting Agenda
3/21/2017 2:00 PM
District 9 appointment
Department:
Department:
Caption:Motion to approve the reappointment of Ms. Barbara Gordon to
the Augusta Housing & Development Department representing
District 9.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Lena Bonner
From:
Sent:
To:
Subject:
metrocou rier@comcast.net
Thursday, March 'J,6,20L7 LL:56 AM
Lena Bonner
Re: Resignation Letter
Hi Lena, this email is written in response to your request. I have resigned as a member of the ARC Board of
Zoning Appeals
to accept the appointment to the Citizens Advisory Board for Augusta Housing & Community Development. I
was appointed by District 9 Commissioner Marion Williams. If you have any questions or need additional
information, please let me know. My number is
0o6) 724-6556 (office) or cell (Zo6) 83r-3425. -- Barbara A Gordon
From: "Lena Bonner" <lbonner@augustaga.gov>
To: "Metro Courier" <metrocourier@comcast.net>
Cc: "Commissioner Marion Williams" <MFWilliams@augustaga. gov>
Sent: Wednesday, March 15,2017 6:35:48 PM
Subject: Resignation Letter
Dear Ms. Gordon,
This communication is to confirm our conversation today regarding your resignation from your recent
appointment to the ARC Board of Zoning Appeals to take the reappointment to the Augusta Housing
& Community Development Citizens Advisory Board representing District 9.
Thank you.
Lena J. Bonner
Clerk of Commission
Office of the Clerk of Commission
Suite 22o Municipal Building
535 Telfair Street
Augusta, Georgia 3o9o1Tel: 7o6-8zL-182o
Fax: 7o6-Bzr-r838
Please consider the environment before printing this email.
distribute or copy this e-rnail. Please rroLify the sender immediately by e-mail if you have received thi$ e-mail by mistake anrj delite this e-mail from your system.The Cily o{ AtlSUSta accepts no liability for the content of this e-mail or tbr the consequerrces of any actions ta(en on the basis o{ the intbrmation provided, unless
a result of the e-mail transmissiorl. lf verifkration is recluirerJ, please request a hard cr:py verstor).
Commission Meeting Agenda
3/21/2017 2:00 PM
Jamestown Community Center
Department:
Department:
Caption:Discuss Jamestown Community Center. (Requested by
Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
Greater Augusta Arts Council
Department:
Department:
Caption:Motion to approve replacing Commissioner Wayne Guilfoyle
on the Greater Augusta Arts Council with Commissioner Sean
Frantom. (Requested by Mayor Pro Tem Mary Davis)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
3/21/2017 2:00 PM
URA Reappointment
Department:
Department:
Caption:Motion to approve the reappointment of Mr. Brad Owens to the
Augusta Urban Redevelopment Board. (Requested by
Commissioner Wayne Guilfoyle)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
S 36-61-18. Urban redevelopment agency; organization; powers;..., GA ST S 36-61-18
West's Code of Georeia Annotated
Title s6. Iocal Government
Provisions Applicable to Counties and Municinal Corporations
Chapter 6r. Urban Redevelopment (Refs &Annos)
Ga. Code Ann., $ 36-6r-18
$ 36-6r-18. Urban redevelopment agency; organization; powers; procedure
Currentness
(a) There is created in each municipality and in each county a public body corporate and politic to be known as the "urban
redevelopment agency" of the municipality or county. Such agency shall not transact any business or exercise its powers
under this Code section until or unless the local governing body has made the finding prescribed in Code Section 36-61-5 and
has elected to have the urban redevelopment project powers exercised by an urban redevelopment agency as provided in
Code Section 36-61-17.
7 fUl tf the urban redevelopment agency is authorized to transact business and exercise powers under this Code section, the
mayor. by and with the advice and consent of the local goveming bodli. or the board of commissioners or other governing
body of the county shall appoint a board of commissioners,of the urban redevelopment agenc)r, which shall consist of such
number of commissioners, with such terms of offrce, as shall be determined by the local governing body. If the governing
body of a municipality designates members of a downtown development authority as an urban redevelopment agency, the
method of appointment, number of commissioners, and terms of office shall be in conformity with the requirements of Code
Section 36-42-4.
(c) A commissioner shall receive no compensation for his services but shall be entitled to the necessary expenses, including
traveling expenses, incurred in the discharge of his duties. Each commissioner shall hold offrce until his successor has been
appointed and has qualified. A certificate of the appointment or reappointment of any commissioner shall be filed with the
clerk of the municipality or county and such certificate shall be conclusive evidence of the due and proper appointment of
such commissioner.
(d) The powers of an urban redevelopment agency shall be exercised by the commissioners thereof. A majority of the
commissioners shall constitute a quorum for the purpose of conducting business and exercising the powers of the agency and
for all other purposes. Action may be taken by the agency upon a vote of a majority of the commissioners present, unless in
any case the bylaws require a larger number. Any person may be appointed as commissioner if he resides within the area of
operation of the agency, which shall be coterminous with the area of operation of the municipality or county, and is otherwise
eligible for such appointments under this chapter.
l7{e) The mayor or the board of commissioners or other goveming body of the county shall designate a chairman and
vice-chairman from among the commissioners. An agency may employ an executive director, technical experts, and such
other agents and employees, perrnanent and temporary, as it may require and may determine their qualifications, duties, and
ysH$YL&\-d $i :l*"i i: Yi:*l'vr:l+il fie*istli. I'ln i,:li,rrr:t t* i:liiliit;*1 ll $i. ii*vernillllriil \fu*ri{s
S 36-61-18. Urban redevelopment agency; organization; powers;..., GA ST S 36-61-18
compensation. For such legal service as it may require, an agency may employ or retain its own counsel and legal staff. An
agency authorized to transact business and exercise powers under this chapter shall file with the local governing body, on or
before March 3l of each year, a report of its activities for the preceding calendar year, which report shall include a complete
financial statement setting forth its assets, liabilities, income, and operating expense as of the end of such calendar year. At
the time of filing the report, the agency shall publish in a newspaper of general circulation in the community a notice to the
effect that such report has been filed with the municipality or county and that the report is available for inspection during
business hours in the office of the city or county clerk and in the office of the agency.
(0 For inefficiency, neglect of duty, or misconduct in office, a commissioner may be removed, but only after a hearing. He
shall be given a copy ofthe charges at least ten days prior to such hearing and shall have an opportunity to be heard in person
or by counsel.
Credits
Laws 1955, p.354, $ l6; Laws 1992,p.2533, $ 16.
Ga. Code Ann., $ 36-61-18, GA ST S 36-61-18
The statutes and Constitution are current with legislation passed during the2016 Session of the Georgia General Assembly.
The statutes are subject to changes by the Georgia Code Commission.
End of Document (O 2017 Thonrson Reuters. No clain, to original U.S. Governnrent lVorks
'$f$'$T-Le\ry,;l .)lJ 1 f lii*:iirlrtI ft*i.;t,".rr'ti ru*rl
TO BE
THE
NOTE:ANY INFORMATION ENTERED ON
YOUR SUBMISSION/APPOINTMENT.
TALENT BANK INFORMATION QUESTIONNAIRE
BY PERSONS DESIRING TO VOLUNTEER THEIR SERVICES ON
ITY, BOARD OR COMMISSION FOR AUGUSTA, GEORGIA
uR/q:D ON THIS QUESTIONNAIRE WOULD BECOME PUBLIC INFORMATION UPON
f 5?nal .EMAIL ADDRESS:
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RACE: WHITE AFRICAN-AMERICAN ASIAN AMERICAN
SPANISH SURNAMED AMERICAN INDIAN OTHER (specify)
LIST BOARDS YOU PRESENTLY SERVE ON:
1 DDA
3 UKA
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3.
4.
5.
6.
7.
5 lticK,
STREET COUNTY STATE
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DATE OF BIRTH: CI(
REGISTERED VOTER:
MARITAL STATUS:
EDUCATION:
SINGLE
ENGAGED DIVORCED
HIGH SCHOOL X
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9.
10.K
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12.LIST ANY AREA IN WHICH YOU HAVE A PARTICULAR INTEREST OR EXPERTISE.
Rev. 6-2016
UPDATE 02/21/17
NAME OF BOARD AUGUSTA REDEVELOPMENT
AGENCY OF AUGUSTA
Members Term Appointment Expires
Bob Young 3-yr 02/21/17 04/01/19
Chairman
Brad Owens 3-yr 02/18/14 04/01/16
Vice-Chairman
Hardi Jones 3-yr 02/21/17 04/01/18
Isaac McKinney 3-yr 05/05/15 04/01/18
Bonnie Ruben 3-yr 02/21/17 04/01/20
MEETING DATE: As needed.
WHERE: Municipal Building.
CONTACT: Bob Young, Chairman (706) 825-1011
FUNCTION: To transact business and exercise powers under the provision of the Urban
Redevelopment Law. It has been determined by the Augusta Commission
that one or more slum areas exist in Augusta and that the rehabilitation,
conservation, or redevelopment, or a combination thereof, of such area or
areas is necessary in the interest of the public health, safety, morals, or
welfare of the residents of Augusta.
CREATED: Resolution adopted by the Augusta Commission April 1, 2010 activating
the Urban Redevelopment Agency of Augusta in accordance with the
Official Code of Georgia Annotated ( O.C.G.A.) Chapter 61 of Title 36;
Section 36-61-17(b) known as the “Urban Redevelopment Law”.
GENERAL INFORMATION:
Five (5) Members to be appointed by the Board of Commissioners of Augusta, GA
who shall serve for terms of office of three years, except for the initial
commissioners, who shall serve for the terms of office specified in the resolution.
Commission Meeting Agenda
3/21/2017 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