HomeMy WebLinkAbout2018-05-15 Meeting AgendaCommission Meeting Agenda
Commission Chamber
5/15/2018
2:00 PM
INVOCATION: The Very Reverend Billy J. Alford, Rector St. Alban's Episcopal Church.
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
PRESENTATION(S)
A.Depot Development Project Update. (Requested by Mayor Hardie
Davis)Attachments
Five (5) minute time limit per delegation
DELEGATIONS
B.Mr. Moses Todd regarding Storm Water Attachments
CONSENT AGENDA
(Items 1-33)
PLANNING
1. Z-18-19 – A request for concurrence with the Augusta Georgia Planning
Commission to approve with the conditions stated below a petition by
Jeb Boggus, on behalf of Three Wells Ranch LLC, requesting a Special
Exception to establish a private non-profit club per Section 26-1(i) of
the Comprehensive Zoning Ordinance for Augusta-Richmond County
affecting property containing approximately 51acres and known as part
of 4792 and 4798 McCombs Road. Part of Tax Maps 354-0-008-01-0
and 368-0-001-00-0 DISTRICT 8 1. Issuance of development permits
shall be contingent upon submission of plans meeting all applicable
development regulations. Development plans shall conform substantially
to the conceptual site plan submitted and approved during the zoning
Attachments
action. 2. Outdoor activities related to this request shall cease by 11:00
pm. 3. The applicant shall provide a minimum of five (5) off-street
parking spaces within 300’ of the proposed development. While hunting,
fishing and other sporting activities are permitted uses, such activities
must be carried out in accordance with all applicable state and local
regulations regarding safety and licensure.
2. Z-18-20 – A request for concurrence with the Augusta Georgia Planning
Commission to approve with the conditions stated below a petition by
Megan Alig, on behalf of Creative Cuisine LLC, requesting a change of
zoning from Zone R-1C (One-family Residential) to Zone P-1
(Professional) affecting property containing 0.07 acres and known as
410 Eve Street. Tax Map 035-2-331-00-0 DISTRICT 1 1. Customer
visitations must be appointment-based, and meals shall not be available
for on-premise consumption. 2. No classes, other than those for children,
are permitted on the premises. 3. Off-street loading shall be conducted
within the site, and is prohibited in any adjoining ROW. 4. Outdoor
storage shall be prohibited with exception given to waste-handling
containers, which shall be county-issued, and limited to a maximum of 4
containers.
Attachments
3. Z-18-21 – A request for concurrence with the Augusta Georgia Planning
Commission to approve with the conditions stated below a petition by
Helena Springs LLC requesting a change of zoning from Zone A
(Agriculture) and Zone R-3B (Multiple-family Residential) to Zone
R-3B affecting property containing approximately 14.0 acres and known
as 3312 Helena Springs Court. Tax Map 030-0-019-02-0 DISTRICT 3
1. Issuance of development permits shall be contingent upon submission
of plans meeting all applicable development regulations. 2. Provide a
recreational space that is consistent with features illustrated in the plan
received on April 6, 2018. 3. Provide emergency access lane from the
parking lot of the proposed development to Arabian Horse Road.
Attachments
4. Z-18-22 – A request for concurrence with the Augusta Georgia Planning
Commission to approve with the conditions stated below a petition by
West Fraser requesting a change of zoning from Zone A (Agriculture)
to Zone HI (Heavy Industry) to expand an existing saw mill affecting
property containing approximately 37.2 acres and known as 4206 Mike
Padgett Highway. Tax Map 200-0-012-00-0 DISTRICT 1 1. Issuance
of development permits shall be contingent upon submission
Attachments
development plans meeting all applicable development regulations.
2. The use shall be conducted in accordance with all state and local
environmental regulations, including, but not limited to, those pertaining
to air and water quality.
5. Z-18-23 – A request for concurrence with the Augusta Georgia Planning
Commission to approve with the conditions stated below a petition by
Johnson Laschober and Associates, on behalf of CDM Southeast Inc.,
requesting to amend the conditions in an R-3B (Multiple-family
Residential) Zone (Z-17-37) affecting property containing 9.5 acres and
known as 1923 Barton Chapel Road. Tax Map 068-0-003-00-0
DISTRICT 3 1. This Concept Plan is for the purposes of rezoning the
property from R-3B - Multiple Family Residential to R-3B - Multiple
Family Residential and does not take the place of the final Site Plan
review and approval, required before construction can begin. However,
approval of this rezoning will: a) limit the proposed number of units to a
maximum of 100 units, b) limit the proposed number of buildings to a
maximum of 4 buildings, c) limit the building height to 3 stories, and
d) limit the parking to a minimum of 191 parking spaces pursuant to the
Concept Plan presented with the zoning application. 2. The final Site
Plan cannot have any buildings located in the 100-year or 1% annual
chance floodplain, as delineated on the current Flood Insurance Rate Map
(FIRM), nor can the dumpster or any portion of the detention facilities to
be located in the 100-year or 1% annual chance floodplain. 3. All
proposed buildings must have their finished floor elevated to 3 feet above
the Base Flood Elevation (BFE) as found on the current Flood Insurance
Rate Map (FIRM). If fill is brought into the site to elevate the buildings,
a No Rise Certification will need to be performed for the entire site.
4. The final Site Plan cannot have any buildings located in the wetlands
or the 25’ wetlands buffer, as delineated on the Concept Plan, so as to
avoid any negative impacts to this environmentally sensitive land. 5. The
sole access drive to the site will need to be moved as close as possible
south of the existing wetlands and no impact of the existing wetlands
shall occur. 6. The sole access drive to the site shall be designed so as to
be elevated above the Base Flood Elevation (BFE) at all points and if fill
is brought into the site to elevate the drive, a No Rise Certification will
need to be performed for the entire site. 7. A 175 ft. deceleration lane
will be required for ingress from southbound Barton Chapel Road.
8. The new access drive and deceleration lane shall require the approval
of the Georgia Department of Transportation (GDOT), due to its
proximity to Gordon Highway and future GDOT project(s). 9. A
sidewalk will be required along the entire length of the Barton Chapel
Road frontage featuring a two-foot wide grass strip and a five-foot wide
Attachments
sidewalk meeting ADA standards and a streetyard along Barton Chapel
Road must be provided in areas not currently wooded or containing
wetlands. 10. Requirements of all ordinances and regulations in place at
the time of development will need to be met.
6. Z -18-24 – A request for concurrence with the Augusta Georgia Planning
Commission to approve with the conditions stated below a petition by
Tony Heath, on behalf of Tony Heath Sr., requesting a change of zoning
from Zoned R-1C (One-family Residential) to Zone B-1
(Neighborhood Business) affecting property containing 0.09 acres and
known as 1301 Conklin Avenue. Tax Map 059-1-305-00-0 DISTRICT
2 1. The applicant shall establish and maintain a shared parking
agreement to ensure that the intended use meets the minimum off-street
parking requirement as expressed in the Ordinance. 2. The applicant
shall operate the establishment from 11:00 a.m. to 11:00 p.m. Monday
through Saturday. 3. The applicant shall not be permitted to seek an
alcohol license or serve alcoholic beverages. 4. The applicant shall
maintain a 6-foot privacy fence or wall separation from the adjacent
residential properties. 5. If the use ceases to exist the zoning reverts to
the current R-1C (One-family Residential) zoning.
Attachments
PUBLIC SERVICES
7.Motion to approve award of Bid Item 18-166, Augusta Aquatic Center
Timing, Scoreboard and Display System to Colorado Time System for
$109,000. (Approved by Public Services Committee May 8, 2018)
Attachments
8.Motion to adopt the Daniel Field Airport General Aviation
Commission's (DNL GAC) recommendation to terminate the agreement
between Augusta, Georgia, acting through the DNL GAC, and WK
Dickson, and to authorize the Mayor to execute the appropriate
documents to effectuate the termination. (Approved by Public Services
Committee May 8, 2018)
Attachments
9.Motion to approve a One-Hour Waiver of the Noise Ordinance at the
Augusta Common June 22, 2018/Beats on Broad/Augusta Pride 2018.
(Approved by Public Services Committee May 8, 2018)
Attachments
10.Motion to approve playground equipment purchase as designated in
SPLOST VII as part of RFP Item #17-275 for $1,279,041.24. (Warren
Rd. Park, Henry Brigham Park, McDuffie Wood Park, Gracewood Park,
Hickman Park, Dyess Park, Minnick Park, Wood Park, and Hillside
Park). (Approved by Public Services Committee May 8, 2018)
Attachments
ADMINISTRATIVE SERVICES
11.Motion to approve a request from the Central Services Department-
Facilities Maintenance Division for the purchase of two new vehicles for
the Central Services Department from Allan Vigil Ford for a total
purchase of $56,614.00. Bid Item 18-184. (Approved by
Administrative Services Committee May 8, 2018)
Attachments
12.Motion to approve a request from the Planning and Development
Department – Code Enforcement Division for five vehicles. (Approved
by Administrative Services Committee May 8, 2018)
Attachments
13.Motion to approve the request from the Engineering Department for the
purchase of two new trucks, replace 2 Ford Rangers and replace one SUV
from Capital Outlay. (Approved by Administrative Services
Committee May 8, 2018)
Attachments
14.Motion to approve a request from the Augusta Fire Department to
purchase one 2018 Ford F150 from Allan Vigil Ford for $25,835.00. Bid
Item 18-184. (Approved by Administrative Services Committee May
8, 2018)
Attachments
15.Motion to approve the request from the Recreation & Parks Department
to replace one Pickup truck. Allan Vigil Ford $26.345.00. Bid Item 18-
184. (Approved by Administrative Services Committee May 8, 2018)
Attachments
16.Motion to approve the request from the Richmond County Sheriff’s
Office for the purchase of one Training Range truck and the replacement
of one Community Services SUV. Allan Vigil Ford - Pickup Truck -
$29,320.00 Bid Item 18-184 and SUV - $22,007.00. Bid Item 18-183.
(Approved by Administrative Services Committee May 8, 2018)
Attachments
17.Motion to approve a request from the Animal Services Department to
purchase two new Animal Transport Trucks for the Animals Services
Department. Allan Vigil Ford $44,345.00. Bid Item 18-174.
(Approved by Administrative Services Committee May 8, 2018)
Attachments
18.Motion to approve the request for the Risk Management Department for
the replacement of one vehicle from Allan Vigil Ford for $28,005.00.
Bid Item 18-184. (Approved by Administrative Services Committee
May 8, 2018)
Attachments
19.Motion to approve the request for the Tax Assessors Office to purchase a
2018 Ford Escape from Allan Vigil Ford for $21,414.00. Bid Item 18-
183.(Approved by Administrative Services Committee May 8, 2018)
Attachments
20.Motion to approve the execution of the amended ADP Master Services
Agreement for one year. (Approved by Administrative Services
Committee May 8, 2018)
Attachments
21.Motion to approval request to accept a CHIP Grant Award ($612,000)
and allow contract execution by the Mayor. (Approved by
Administrative Services Committee May 8, 2018)
Attachments
22.Motion to award contract to construct a new ADA accessible Restroom
addition to Building A at the Richmond County Sheriff’s Office (RCSO)
Special Operations Campus to Blount’s Complete Home of Hephzibah in
the amount of $68,000. Bid Item 18-180(Approved by Administrative
Services Committee May 8, 2018)
Attachments
23.Motion to approve soliciting an RFP for fleet maintenance services.
(Approved by Administrative Services Committee May 8, 2018)Attachments
PUBLIC SAFETY
24.Motion to approve allowing staff to work on an amendment to Title 3,
Chapter 3, Article 3 of the Augusta, Georgia Code dealing with Fire
Prevention Codes to update the same. (Approved by Public Safety
Committee May 8, 2018)
Attachments
FINANCE
25.Motion to approve to amend the 2018 Budget (Planning 220-01-6309)
by transferring existing funds from Salary/Wages to Other Professional
Services to provide for the Augusta Regional Transportation Study
project known as Congestion Management Process Update
(CMP). (Approved by Finance Committee May 8, 2018)
Attachments
26.Motion to award contract for professional consulting planning and
engineering services for RFP 18-159 Congestion Management Process
Update for the Augusta Regional Transportation Study MPO. All
procurement procedures were followed in accordance with city, state and
federal requirements. This contract shall not to exceed $200,000.
(Approved by Finance Committee May 8, 2018)
Attachments
27.Motion to approve a Resolution to support approval of the Fiscal Year
2018 Federal Highway Administration (FHWA) Metropolitan Planning
Program (PL) Funds for Project # 0015914 for $175,000 ($140,000
federal and $35,000 local match). (Approved by Finance Committee
May 8, 2018)
Attachments
28.Motion to approve the refund of delinquent taxes once they are paid to
support to cleanup and redevelopment of this long time contaminated
eyesore in the community regarding properties located at 1409 Steiner
Avenue, 1312 Steiner Avenue, 1314 Steiner Avenue, 1408 Steiner
Avenue, and 1733 Mill Street, Augusta, GA 30901. (Approved by
Finance Committee May 8, 2018)
Attachments
29.Motion to approve the FY 2018 PL Contract – PI # 0015459
Supplemental Agreement contract between Augusta, Georgia and the
Georgia Department of Transportation for federal funds totaling
$282,245.00 ($225,796.00 as 80% federal and $56,449.00 as 20% local).
(Approved by Finance Committee May 8, 2018)
Attachments
ENGINEERING SERVICES
30.Motion to deny request that Richmond Lane, as shown on the attached
map 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, and to receive as
information the results of the public hearing held regarding the issue of
abandonment pursuant to O.C.G.A. §32-7-2, 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 and adopt the attached Resolution.
(Approved by Engineering Services Committee May 8, 2018)
Attachments
31.Motion to approve exercising the first option to renew with Georgia-
Carolina Paving to provide on-call asphalt and concrete repairs for Bid
16-224. (Approved by Engineering Services Committee May 8, 2018)
Attachments
32.Motion to approve award of Construction Contract to Beam’s
Contracting, Inc. subject to Value Engineering and not to exceed in the
amount of $5,978,691.24 for Wrightsboro Road Widening Improvements
Project (Marks Church Rd to Augusta West Pkwy) as requested by AED.
Award is contingent upon receipt of signed contracts and proper bonds.
Bid Item 18-127. (Approved by Engineering Services Committee May
8, 2018)
Attachments
PETITIONS AND COMMUNICATIONS
33.Motion to approve the minutes of the regular meeting of the Augusta
Commission held May 1, 2018 and Special Called Meeting held May 8,
2018.
Attachments
****END CONSENT AGENDA****
AUGUSTA COMMISSION
5/15/2018
AUGUSTA COMMISSION
REGULAR AGENDA
5/15/2018
(Items 34-39)
ADMINISTRATIVE SERVICES
34.Motion to approve an amendment to the Professional Services
Agreement with Janice Welch Osei to assist in the Office of the
Administrator. (No recommendation from Administrative Services
Committee May 8, 2018)
Attachments
FINANCE
35.Approve funding of operating, capital, encumbrance carryover. ((No
recommendation from Finance Committee May 8, 2018)Attachments
ENGINEERING SERVICES
36.Motion to exempt Storm water Fee in Non-Serviced Area
( unincorporated area ). (Requested by Commissioner Marion
Williams)
Attachments
37.Motion to approve the Residential Parking Resolution. (Commissioner
Bill Fennoy)Attachments
38.Motion to approve Stormwater Ordinance review and amendment to
address delinquent accounts and require quarterly reporting on revenue
and expenditures. (Requested by Mayor Hardie Davis)
Attachments
LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
39.Motion to approve execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Upcoming Meetings
www.augustaga.gov
Commission Meeting Agenda
5/15/2018 2:00 PM
Invocation
Department:
Department:
Caption:The Very Reverend Billy J. Alford, Rector St. Alban's Episcopal
Church.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
Depot Project Update
Department:
Department:
Caption:Depot Development Project Update. (Requested by Mayor
Hardie Davis)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Lena Bonner
From:
Sent:
IO:
Cc:
Subject:
Importance:
Ms. Bonner,
Mayor Hardie Davis, Jr.
Thursday, May 1.0, 20L8 8:56 AM
Lena Bonner
Marcus Campbell
Agenda Items
High
Good morning. Please add the following items to the agenda.
1. Presentation - Depot Development project Update2. Motion to approve Stormwater Ordinance review and amendment to address delinquent accounts and require
quarterly reporting on revenue and expenditures
Thank you,
Mayor Davis
Please consider the environment before printing this email.
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Commission Meeting Agenda
5/15/2018 2:00 PM
Moses Todd
Department:
Department:
Caption:Mr. Moses Todd regarding Storm Water
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:
moses todd <iloveaug93@gmail.com>
Sunday, May 06, 20L8 9:06 AM
Lena Bonner
Stormwater fee.
Madam Clerk of The Augusta Georgia Commission please place Moses Todd on the May 15th 2018 regular
meeting agenda as a delegation from AX the tax to address the stormwater fee / tax against the poor and the
church.
Commission Meeting Agenda
5/15/2018 2:00 PM
Z-18-19
Department:Planning and Development
Department:Planning and Development
Caption: Z-18-19 – A request for concurrence with the Augusta Georgia
Planning Commission to approve with the conditions stated
below a petition by Jeb Boggus, on behalf of Three Wells Ranch
LLC, requesting a Special Exception to establish a private non-
profit club per Section 26-1(i) of the Comprehensive Zoning
Ordinance for Augusta-Richmond County affecting property
containing approximately 51acres and known as part of 4792
and 4798 McCombs Road. Part of Tax Maps 354-0-008-01-0
and 368-0-001-00-0 DISTRICT 8 1. Issuance of development
permits shall be contingent upon submission of plans meeting all
applicable development regulations. Development plans shall
conform substantially to the conceptual site plan submitted and
approved during the zoning action. 2. Outdoor activities related
to this request shall cease by 11:00 pm. 3. The applicant shall
provide a minimum of five (5) off-street parking spaces within
300’ of the proposed development. While hunting, fishing and
other sporting activities are permitted uses, such activities must
be carried out in accordance with all applicable state and local
regulations regarding safety and licensure.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Cover Memo
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
Z-18-20
Department:Planning and Development
Department:Planning and Development
Caption: Z-18-20 – A request for concurrence with the Augusta Georgia
Planning Commission to approve with the conditions stated
below a petition by Megan Alig, on behalf of Creative Cuisine
LLC, requesting a change of zoning from Zone R-1C (One-
family Residential) to Zone P-1 (Professional) affecting
property containing 0.07 acres and known as 410 Eve Street.
Tax Map 035-2-331-00-0 DISTRICT 1 1. Customer
visitations must be appointment-based, and meals shall not be
available for on-premise consumption. 2. No classes, other than
those for children, are permitted on the premises. 3. Off-street
loading shall be conducted within the site, and is prohibited in
any adjoining ROW. 4. Outdoor storage shall be prohibited with
exception given to waste-handling containers, which shall be
county-issued, and limited to a maximum of 4 containers.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
Cover Memo
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
Z-18-21
Department:Planning and Development
Department:Planning and Development
Caption: Z-18-21 – A request for concurrence with the Augusta Georgia
Planning Commission to approve with the conditions stated
below a petition by Helena Springs LLC requesting a change of
zoning from Zone A (Agriculture) and Zone R-3B (Multiple-
family Residential) to Zone R-3B affecting property containing
approximately 14.0 acres and known as 3312 Helena Springs
Court. Tax Map 030-0-019-02-0 DISTRICT 3 1. Issuance of
development permits shall be contingent upon submission of
plans meeting all applicable development regulations. 2.
Provide a recreational space that is consistent with features
illustrated in the plan received on April 6, 2018. 3. Provide
emergency access lane from the parking lot of the proposed
development to Arabian Horse Road.
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
5/15/2018 2:00 PM
Z-18-22
Department:Planning and Development
Department:Planning and Development
Caption: Z-18-22 – A request for concurrence with the Augusta Georgia
Planning Commission to approve with the conditions stated
below a petition by West Fraser requesting a change of zoning
from Zone A (Agriculture) to Zone HI (Heavy Industry) to
expand an existing saw mill affecting property containing
approximately 37.2 acres and known as 4206 Mike Padgett
Highway. Tax Map 200-0-012-00-0 DISTRICT 1 1. Issuance
of development permits shall be contingent upon submission
development plans meeting all applicable development
regulations. 2. The use shall be conducted in accordance with
all state and local environmental regulations, including, but not
limited to, those pertaining to air and water quality.
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
5/15/2018 2:00 PM
Z-18-23
Department:Planning and Development
Department:Planning and Development
Caption: Z-18-23 – A request for concurrence with the Augusta Georgia
Planning Commission to approve with the conditions stated
below a petition by Johnson Laschober and Associates, on
behalf of CDM Southeast Inc., requesting to amend the
conditions in an R-3B (Multiple-family Residential) Zone
(Z-17-37) affecting property containing 9.5 acres and known as
1923 Barton Chapel Road. Tax Map 068-0-003-00-0
DISTRICT 3 1. This Concept Plan is for the purposes of
rezoning the property from R-3B - Multiple Family Residential
to R-3B - Multiple Family Residential and does not take the
place of the final Site Plan review and approval, required before
construction can begin. However, approval of this rezoning
will: a) limit the proposed number of units to a maximum of
100 units, b) limit the proposed number of buildings to a
maximum of 4 buildings, c) limit the building height to 3
stories, and d) limit the parking to a minimum of 191 parking
spaces pursuant to the Concept Plan presented with the zoning
application. 2. The final Site Plan cannot have any buildings
located in the 100-year or 1% annual chance floodplain, as
delineated on the current Flood Insurance Rate Map (FIRM), nor
can the dumpster or any portion of the detention facilities to be
located in the 100-year or 1% annual chance floodplain. 3. All
proposed buildings must have their finished floor elevated to 3
feet above the Base Flood Elevation (BFE) as found on the
current Flood Insurance Rate Map (FIRM). If fill is brought into
the site to elevate the buildings, a No Rise Certification will
need to be performed for the entire site. 4. The final Site Plan
cannot have any buildings located in the wetlands or the 25’
wetlands buffer, as delineated on the Concept Plan, so as to
avoid any negative impacts to this environmentally sensitive
land. 5. The sole access drive to the site will need to be moved
as close as possible south of the existing wetlands and no impact
of the existing wetlands shall occur. 6. The sole access drive to
the site shall be designed so as to be elevated above the Base
Cover Memo
Flood Elevation (BFE) at all points and if fill is brought into the
site to elevate the drive, a No Rise Certification will need to be
performed for the entire site. 7. A 175 ft. deceleration lane will
be required for ingress from southbound Barton Chapel Road.
8. The new access drive and deceleration lane shall require the
approval of the Georgia Department of Transportation (GDOT),
due to its proximity to Gordon Highway and future GDOT
project(s). 9. A sidewalk will be required along the entire length
of the Barton Chapel Road frontage featuring a two-foot wide
grass strip and a five-foot wide sidewalk meeting ADA
standards and a streetyard along Barton Chapel Road must be
provided in areas not currently wooded or containing wetlands.
10. Requirements of all ordinances and regulations in place at
the time of development will need to be met.
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
5/15/2018 2:00 PM
Z-18-24
Department:Planning and Development
Department:Planning and Development
Caption: Z -18-24 – A request for concurrence with the Augusta Georgia
Planning Commission to approve with the conditions stated
below a petition by Tony Heath, on behalf of Tony Heath Sr.,
requesting a change of zoning from Zoned R-1C (One-family
Residential) to Zone B-1 (Neighborhood Business) affecting
property containing 0.09 acres and known as 1301 Conklin
Avenue. Tax Map 059-1-305-00-0 DISTRICT 2 1. The
applicant shall establish and maintain a shared parking
agreement to ensure that the intended use meets the minimum
off-street parking requirement as expressed in the Ordinance.
2. The applicant shall operate the establishment from 11:00 a.m.
to 11:00 p.m. Monday through Saturday. 3. The applicant shall
not be permitted to seek an alcohol license or serve alcoholic
beverages. 4. The applicant shall maintain a 6-foot privacy
fence or wall separation from the adjacent residential properties.
5. If the use ceases to exist the zoning reverts to the current
R-1C (One-family Residential) zoning.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
Cover Memo
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
Augusta Aquatic Center Timing, Scoreboard and Display System
Department:Recreation and Parks
Department:Recreation and Parks
Caption:Motion to approve award of Bid Item 18-166, Augusta Aquatic
Center Timing, Scoreboard and Display System to Colorado
Time System for $109,000. (Approved by Public Services
Committee May 8, 2018)
Background:Funding has been identified through SPLOST VII to conduct
improvements at the Augusta Aquatic Center. One of the items
in need of replacement is the timing, scoreboard and video
display system that was originally installed in 1999 when the
Augusta Aquatic Center opened its doors for the first time. The
new video display board system will allow Augusta to stay
competitive in attracting swimming and diving events for our
community.
Analysis:Augusta solicited proposals for the new timing, scoreboard and
display system. Twenty-One (21) bid specifications were mailed
out with a total of three (3) bid submittals received. Of those
three, one (1) bid was non-compliant. Based on staff evaluation
of the two (2) remaining bids, the Department is recommending
award of bid item 18-166 to Colorado Time System as the low,
responsive bidder to meet all of the required services contained
in the bid package in the amount of $109,000.
Financial Impact:Total bid amount of award is $109,000. Augusta will be
reimbursed $15,000 through a Community Foundation grant
secured by the Aiken-Augusta Swim League to be applied for
this new video display system. Augusta’s final financial
commitment to this project will be $94,000.
Alternatives:1. To Approve the award of Bid Item 18-166 to Colorado Time
System for $109,000. 2. Move No Action thus delaying the
improvements scheduled for the Augusta Aquatic Center and
Cover Memo
forfeit on the Community Foundation’s $15,000 grant
opportunity.
Recommendation:1. Move to Approve.
Funds are
Available in the
Following
Accounts:
FUNDS ARE AVAILABLE IN ACCOUNT: 329061110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Invitation to Bid
Sealed bids will be received at this office until Friday March 16, 2018 @ 11:00 a.m. for furnishing:
Bid Item #18-166 Augusta Aquatic Center Timing, Scoreboard and Display System for Augusta, GA – Recreation and
Parks Department
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may
be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901.
Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department.
All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office
of the Procurement Department by Friday, March 2, 2018 @ 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.
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 February 8, 15, 22, March 1, 2018
Metro Courier February 8, 2018
OFFICIAL
Vendor
Sports Timing
3537 Ashwycke St
Mount Pleasant, SC 29466
Daktronics, Inc
201 Daktronics Dr
Brookings, SD 57006
Colorado Time Systems
1551 East 11th Street
Loveland, CO 80537
Attachment B Yes / No Business
License Yes Yes
E-Verify Number 1278064 149017 1279196
SAVE Form Yes Yes Yes
Make Colorado Time
Systems Daktronics, Inc Colorado Time System
Model Pre Bid Specs
DVN-933-10MN-2000-BC-MC-
320x576,
T7078, HS-200, DS-1059
Y5C10mm320x576,
SS,R-SJ-25, LS40-10,
Sp-6145, TP-78G
Bid Price $107,500.00 /
Non-Compliant $143,860.00 $109,000.00
Timing, Scoreboard and Display System
Total Number Specifications Mailed Out: 21
Total Number Specifications Download (Demandstar):
Total Electronic Notifications (Demandstar):
Mandatory/ Pre-Bid/Telephone Conference attendees: NA
Local Vendors: 0
Total packages submitted: 3
Total Non-Compliant: 1
Bid Item #18-166 Augusta Aquatic Center Timing, Scoreboard and Display System
for Augusta, Georgia – Recreation & Parks Department
Bid Date: Friday, March 16, 2018 @ 11:00 a.m.
Page 1 of 1
Commission Meeting Agenda
5/15/2018 2:00 PM
Daniel Field Airport Consultant Status
Department:Daniel Field Airport
Department:Daniel Field Airport
Caption:Motion to adopt the Daniel Field Airport General Aviation
Commission's (DNL GAC) recommendation to terminate the
agreement between Augusta, Georgia, acting through the DNL
GAC, and WK Dickson, and to authorize the Mayor to execute
the appropriate documents to effectuate the termination.
(Approved by Public Services Committee May 8, 2018)
Background:The FAA requires airports to conduct a consultant selection
process at least every 5 years. The DNL GAC went through the
selection process in 2015, and selected WK Dickson as the
consultant of record for civil and engineering services in January
2016. At its regularly held meeting on April 16, 2018, the
DNL GAC voted its intent to terminate for convenience the
Contract for Professional Services between Augusta, Georgia
through the General Aviation Commission and WK Dickson.
The attached letter was sent to Mr. David Peeler, President/CEO
of WK Dickson, stating the intentions of the DNL GAC. To
date, Mr. Peeler has not requested a consultation between
himself and the DNL GAC.
Analysis:The DNL GAC will soon be without a civil/engineering
consultant of record upon the termination of the agreement with
WK Dickson. The General Aviation Commission is in the
process of submitting information to the Augusta, Georgia
Procurement Department for the solicitation of Requests for
Qualifications, RFQ, for an airport consultant.
Financial Impact:The DNL GAC has paid all outstanding invoices owed to WK
Dickson.
Alternatives:There are no alternatives.Cover Memo
Recommendation:Adopt and approve the DNL GAC's recommendation to
terminate the agreement with WK Dickson.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Procurement.
Finance.
Law.
Administrator
Clerk of Commission
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
One-Hour Waiver of the Noise Ordinance at the Augusta Common
Department:Recreation and Parks
Department:Recreation and Parks
Caption:Motion to approve a One-Hour Waiver of the Noise Ordinance
at the Augusta Common June 22, 2018/Beats on Broad/Augusta
Pride 2018. (Approved by Public Services Committee May 8,
2018)
Background:For the ninth time, Augusta Pride is hosting the Annual Augusta
Pride Festival on June 21st to 24th. Augusta Pride is the third
largest event at the Augusta Common and has an annual local
economic impact of over $800,000.00. In its 9-year history,
Augusta Pride has maintained an excellent relationship with the
Richmond County Sheriff’s office and has had no major law
enforcement incidents. Augusta Pride is requesting the
Commission to grant a waiver of the noise ordinance for “Beats
on Broad” on Friday, June 22 between the hours of 11 PM and
12 AM (one hour).
Analysis:Augusta, Georgia has previously granted the waiver request for
the 2017 “Beats on Broad” event on Friday, June 23 2017. In the
last five years, since the event first started, it was permitted to
run until Midnight and the Recreation and Parks Department is
not aware of any noise complaints associated with the event.
Financial Impact:Granting the waiver request will not have a financial impact on
the Augusta, Georgia budget.
Alternatives:1. To approve the request for a One Hour Waiver of the Noise
Ordinance. 2. To deny the request for a One Hour Waiver of the
Noise Ordinance.
Recommendation:To approve the request for a One Hour Waiver of the Noise
Ordinance.Cover Memo
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
March 26,2018
Director H. Glenn Parker
Augusta Recreation and Parks Departrnent
2027 Lttmpkin Road
Augusta, GA 30906
Re: One llour Waiver of Noise Ordinance at the Augusta Common
lurte22,20l8 | Beats on Broad I Augusta Pride 2018
Director Parker,
On behalf of Augusta Pride, Inc., please consider this a request to waive the Augusta-Richmond County
noise ordinance between the hours of I 1 PM and 'i2 AM midnight on Friday, June 22,2018, for the 2018 Beats
on Broad concert.
Augusta Pride is set to host its 9th annual Augusta Pride Festival this June 2lst through 24th. Since its
first festival in 2009, the event has grown to become the third largest held at the Augusta Common and has an
annual local economic impact of over $800,000, Augusta Pride also has an excellent relationship with the
Richmond County Sheriffs Office and has had no major law enforcement incidents over its 9 year history.
Last year, the Augusta-Richmond County Commission granted a waiver of the noise ordinance between
the hours of I 1 PM arrd 12,{M midnight on Friday, June 23, 2077 , for frte 2017 Beats on Broad concert. Moreover,
for the four years immediately preceding last year, the Beats on Broad concert has been held on the Friday evening
of the festival and has been permitted to run until 12 AM midnight. Since its inception five years ago, to my
knowlcdgc, there have been no noise complaints associatcd with the Beats on Broad concert, including between
the hours of 1 1 PM and 12 AM midnight.
Augusta Pride is a well-organized, well-respected, and well-funded professional organization that
responsibly hosts the Augusta Pride festival every year without incident. Granting our modest request to waive
the noise ordinance between the hours of 11 PM and 12 AM midnight will allow Augusta Pride to continue to
host a successful and popular event without undue inconvenience to the downtown area and its residents.
Thank you for your consideration. If you have any questions, please do not hesitate to contact me.
cc: Augusta Law Department
520 Creene Sheet
Augusta, GA 30901
26O2Cornrtoru Blv4 Ste A, August& GA 30909 . office@matthewjamesduncan.com r Phone: 706-755-2928 . Far 706-664-0407I
www.mamhewj amesduncerlcom
for Augusta Pride, Inc.
MA:rTHEW
I A M E S
DUNCAN
A'I'LAW PC.
Commission Meeting Agenda
5/15/2018 2:00 PM
Playground Equipment RFP #17-275
Department:Recreation and Parks
Department:Recreation and Parks
Caption:Motion to approve playground equipment purchase as
designated in SPLOST VII as part of RFP Item #17-275 for
$1,279,041.24. (Warren Rd. Park, Henry Brigham Park,
McDuffie Wood Park, Gracewood Park, Hickman Park, Dyess
Park, Minnick Park, Wood Park, and Hillside Park). (Approved
by Public Services Committee May 8, 2018)
Background:The Recreation and Parks Department has reviewed each of the
playground submittals for RFP #17-275. It is our
recommendation to award the playground units as listed below.
1. Warren Road Park - Great Southern Recreation
- $131,397.89
Berliner Option B design
2. Henry Brigham Park - Miracle Recreation - $224,676.52
3. McDuffie Woods Park - Miracle Recreation - $124,994.08
4. Gracewood Park - Lanier Plans d/b/a Korkat - $124,723.67
5. Hickman Park - Miracle Recreation - $124,818.52
6. Dyess Park - Miracle Recreation - $199,918.48
7. Minnick Park - Playcore Wisconsin d/b/a Gametime
- $125,000.00
8. Wood Park - Miracle Recreation - $124,080.88
9. Hillside Park - Miracle Recreation - $99,431.20
Analysis:Nine (9) RFP packages were received from the industry vendors.
Financial Impact:$1,279,041.24
Alternatives:1 - To Approve the SPLOST VII purchase of playground
equipment as part of RFP #17-275 for $1,279,041.24. 2 - Move
No Action
Recommendation:
Cover Memo
To Approve the SPLOST VII purchase of playground equipment
as part of RFP #17-275 for $1,279,041.24
Funds are
Available in the
Following
Accounts:
329061110 $1,279,041.24
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
OFFICIAL
VENDORS Attachment
"B"E-Verify SAVE
Form
Addendum
1 Original 7
Copies
Fee
Proposal
Compliance
Review
Playcore Wisconsin dba Gametime
632 Florida Central Parkway
Longwood, FL 32750
YES 131211 YES YES YES YES YES YES
Lanier Plans, Inc. dba Korkat
221 Cable Industiral Way
Carrollton, GA 30117
YES 253952 YES YES YES YES YES YES
Miracle Recreation Equipment
878 E. Highway 60
Monett, MO 65708
YES 206364 YES YES YES YES YES YES
Play South Playground Creators
dba Play South, LLC.
212 Clearview Estates Drive
Newnan, GA 30265
YES 942178 YES YES YES YES YES YES
Play Ground Creations/ dba
Archictectural Design Specialties
1500-K Southland Circle
Atlanta, GA 30318
YES 649530 YES YES YES YES YES NO
PPLT Farmington, Inc. c/o Playworx
Playsets, LLC.
810 Holly Ridge
Canton, GA 30115
YES 53236 YES YES YES YES YES NO
Great Southern Recreation
2441-Q Old Fort Parkway
Murfeesboro, TN 37128
YES 882872 YES YES YES YES YES YES
Playworld Preferrred
11515 Varstory Drive, Suite 100
Huntersville, NC 28078
YES 946279 YES YES YES YES YES NO
Bliss Products and Services
6831 S. Sweetwater Road
Lithia Springs, GA 30122
YES 329247 YES YES YES YES YES NO
Total Number Specifications Mailed Out: 35
Total Number Specifications Download (Demandstar): 3
Total Electronic Notifications (Demandstar): 63
Pre Proposal Telephone Conference Attendees: 14
Total packages submitted: 9
Total Noncompliant: 4
RFP 17-275 2017-2018 Playground Improvements
for Augusta, GA Recreation and Parks Department
RFP Date: Tuesday, November 14, 2017 @ 3:00 p.m.
The following vendors have been deemed Non-Compliant for failing to meet the good faith efforts:Bliss Products and
Services, Playworld Preferred, PPLT Farmington, Inc. c/o Playworx Playsets, LLC., Playground Creations dba
Architectural Design Specialties,
Page 1 of 1
Request for Proposal
Request for Proposals will be received at this office until Thursday, November 2, 2017 @ 11:00 a.m. for furnishing:
RFP Item # 17-275 2017-2018 Playground Improvements for the Augusta, GA – Recreation and Parks
Department
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
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, October 17, 2017 @10:00 a.m. in the Procurement Department,
535 Telfair Street, Room 605. A Site Visit will follow.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, October 19, 2017,
@ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract
with the successful bidder(s). A 100% performance bond and a 100% payment bond will be required for award.
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 September 21, 28, October 5, 12, 2017
Metro Courier September 27, 2017
Commission Meeting Agenda
5/15/2018 2:00 PM
2018 - Central Services Department
Department:Central Services Department - Fleet Management
Department:Central Services Department - Fleet Management
Caption:Motion to approve a request from the Central Services
Department-Facilities Maintenance Division for the purchase of
two new vehicles for the Central Services Department from
Allan Vigil Ford for a total purchase of $56,614.00. Bid Item
18-184. (Approved by Administrative Services Committee
May 8, 2018)
Background:The Central Services Department has implemented a rotating
Grounds Crew that is responsible for ground maintenance of
Augusta government facilities. Resources necessary for this
crew is a pickup truck with a Crew Cab and an enclosed trailer
for equipment. In 2017, 2 vehicles were sold as surplus as a
result of age and repair history. The second F150 truck will
replace one surplus vehicle.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for Pickup Truck 6,500GVWR
with the following results: Bid 18-184 Pickup Truck
6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $32,035.00
Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150
(supervisor) - Allan Vigil Ford –$24,579.00
Financial Impact:1 – 2018 Ford F150 @ $32,035.00; 1 – 2018 Ford F150 @
$24,579.00. The total for this purchase is $56,614.00. These
vehicles will be purchased with Capital Outlay funds.
Alternatives:(1) Approve the request; (2) Do not approve the request
Recommendation:Approve the purchase of 2 Ford F150s for the Central Services
Department – Facilities Maintenance Division.
Capital Outlay: 272-01-6440/54.22210
Cover Memo
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Invitation to Bid
Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing:
Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance
Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance
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, March 23, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by
mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an
eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to
the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local
bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the
requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the
successful bidder.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the
procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies
needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director.
All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate
committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the
outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department
is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or
inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
No bid will be accepted by fax, all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 1, 8, 15, 22, 2018
Metro Courier March 1, 2018
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Attachment B YES
E-Verify Number 94460
SAVE Form YES
Year 2018
Make FORD
Model F150
Approximate Delivery Schedule 10 TO 12 WEEKS
Vehicle/Optionals Required:
5.01
2018 Pickup Truck (1/2 ton)$19,987.00
6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00
6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00
6.03 2.7L V6 EcoBoost – 99P $916.00
6.04 Long Bed (8ft) - 145 $285.00
6.05 Extended range fuel tank - 655 $410.00
6.06 Super Cab (6.5ft bed) – X1C $1,716.00
6.07 Super Cab (8ft bed) – X1CLong $3,375.00
6.08 4X4 Option (All Models) – F1E $1,995.00
6.09 Skid Plates – 413 $155.00
6.10 Fog Lights - 595 $135.00
6.11 Crew Cab XL SWB – W1Cs $3,365.00
6.12 Crew Cab XL LWB – W1Cl $5,325.00
6.13 Limited Slip Axle – XL9 $525.00
6.14 Tilt / Cruise – 50S $215.00
6.15 Cab Steps – Black – 18B $262.00
6.16 AM-FM-CD – 58B $262.00
6.17 Daytime Running Lights - 942 $42.00
6.18 Power Windows/Locks/Mirrors – 85A $1,088.00
6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00
6.20 Trailer Tow Pkg – 53A $555.00
6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00
6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00
6.23 XL w/Power W-L-M, SYNC, AM/FM/CD,
Cruise Control – 101A $2,075.00
6.24 Cruise Control & SYNC – 52P/50S $690.00
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
2018 Pickup Truck 6500GVWR:
6.00 Manufacturer options:
Page 1 of 2
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
6.25 40-20-40 Cloth Split Bench – CG NC
6.26 Cloth Buckets w/Console – WG $275.00
6.27 Electric Brake Controller – 67T $265.00
6.28 Carpet w/Mats - 168 $140.00
6.29 XL SSV Package – 66S $49.00
6.30 XLT Package – 300A $4,763.00
6.31 Convenience Package for XLT – 301A $1,059.00
6.32 Aluminum Wheels & Bumpers – 86A $740.00
6.33 Box Side Steps – 63S $305.00
6.34 Tailgate Step – 63T $355.00
6.35 Reverse Sensing – 76R $255.00
6.36 Spray-In Bedliner – ATK $375.00
6.37 Convenience Package for XLT – 301A $1,059.00
6.38 Exterior Color Not Included in Base Price
Color: ___________$950.00
6.39 Exterior Color Not Included in Base Price
Color: ___________NC
6.40 [ ] Exterior Color Not Included in Base Price
Color: ___________NA
6.41 Interior Color Not Included in Base Price
Color: ___________NA
6.42 Interior Color Not Included in Base Price
Color: ___________NA
6.43 Interior Color Not Included in Base Price
Color: ___________NA
6.44 Delivery Fee per Vehicle $125.00
7.00 Outfitter's Specialty Items:
7.01 Fire extinguisher $55.00
7.02 Outlet receptacle $53.00
7.03 Toolbox $475.00
7.04 Trailer hitch $50.00
7.05 Trailer wiring INCLUDED
7.06 Trailer ball $25.00
7.07 Window tint, regular cab $125.00
7.08 Window tint, extended cab $145.00
7.09 Window tint, crew cab $165.00
7.10 Add on step $185.00
7.11 Backup alarm $80.00
7.12 Drill Free Light Bar Cab Mount $690.00
7.13 LED top mount light $690.00
7.14 County Emergency Equipment Package $792.00
7.15 Fire Emergency Equipment Package $1,773.00
Page 2 of 2
Commission Meeting Agenda
5/15/2018 2:00 PM
2018 - Code Enforcement Vehicles
Department:Central Services Department - Fleet Management Division
Department:Central Services Department - Fleet Management Division
Caption:Motion to approve a request from the Planning and
Development Department – Code Enforcement Division for five
vehicles. (Approved by Administrative Services Committee
May 8, 2018)
Background:The Planning and Development – Code Enforcement Division
would like to replace three Ford Rangers, in need of new
engines. The repairs exceed the value of the vehicle and all three
have been disposed of on the GovDeals website. Earlier this
month a landscape truck ran into a Code Enforcement Truck
pushing it into two other trucks of Code Enforcement. This
accident resulted in two Code Enforcement Trucks being totaled
and one that will be repaired. The totaled vehicles are a 2013
Ford F-150 and a 2014 Ford F-150. Bid tab sheets are attached
for your review.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for Pickup Truck 6,500GVWR
with the following results: Bid 18-184 Pickup Truck
6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $23,949.00
Financial Impact:5 – 2018 Ford F150 @ $23,949.00each. The total for this
purchase is $119,745.00. These vehicles will be purchased with
Capital Outlay funds.
Alternatives:(1) Approve the request; (2) Do not approve the request
Recommendation:Approve the purchase of 5 Ford F150 for Code Enforcement and
declare the replaced vehicles as surplus and available for
auction.
Capital Outlay: 272-01-6440/54.22210
Cover Memo
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
2018 - Engineering Department Vehicles
Department:Central Serices Department-Fleet Management
Department:Central Serices Department-Fleet Management
Caption:Motion to approve the request from the Engineering
Department for the purchase of two new trucks, replace 2 Ford
Rangers and replace one SUV from Capital Outlay. (Approved
by Administrative Services Committee May 8, 2018)
Background:The Engineering Department would like to request replacement
of one Jeep Cherokee with with a Ford Escape. This vehicle was
used by a surveyor in the Engineering Department which
required protection for the surveying equipment. The Traffic
Engineering Division would like to request the replacement of
one Ford Ranger with a Ford F150. This vehicle is used to
conduct traffic counts at intersections and various roads. The
Traffic Engineering Division would like to request the
replacement of one Ford Ranger with a Ford F150. This vehicle
is used by the Traffic Engineering Supervisor (Signs). Vehicle
evaluation and bid tab sheets are attached for your review.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for Compact SUV’s and Pickup
Trucks 6,500GVWR with the following results: Bid 18-184
Pickup Trucks 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford
- $27,530.00 Bid 18-183 Compact SUV: 2018 Ford Escape -
Allan Vigil Ford – $25,063.00 Bid 18-184 Pickup Truck
6,500GVWR: 2018 Ford F150 (supervisor) - Allan Vigil Ford –
$29,960.00 Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford
F150 - Allan Vigil Ford - $25,635.00
Financial Impact:2 – 2018 Ford F150s @ $27,530.00each = $55,606.00, 1 – 2018
Ford Escape -@ $25,063.00, and 2 – 2018 Ford F150 @
$29,960.00 = $59,920.00. The total purchase using Capital
Outlay funds is $140,043
Alternatives:
Cover Memo
(1) Approve the request; (2) Do not approve the request (3)
approve the request in part.
Recommendation:Approve the purchase of 1 Ford Escape, 4 Ford F150s and
declare the replaced vehicles as surplus and available for
auction.
Funds are
Available in the
Following
Accounts:
272-01-6440/542210 (Ford Escape), 272-001-6440/5422210
(Trucks)Capital Outlay
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Asset #:
Purchase Price:
Age:
Miles or
Hours
Type of
Service Reliability Maint/Repair Condition:
19 14 2 2
RANGES
Excellent Good
Needs immediate consideration for replacement
Under 18 Points 18 to 22 Points
23 to 27 Points Qualifies for Replacement
28 Points or more
2018 2018
Estimated Replacement Cost: Funding Source:
$25,063.00 272-01-6440/54.22210
Ron Crowden
Fleet Manager
Replacement Date: Fiscal Year Replacement:
This vehicle is past its life expectancy in age and mileage. This vehicle received a rebuilt transmission
on 30 September 2013 @ 118571 miles and a new trasfer case was installed in 2007 at 73,708 miles.
The current trade in value ranges between $755 - $1,218 depending on condition and the sale value
is listed at $1,882 (Kelly Blue Book)
Recommend this vehicle be replaced.
Evaluation Points Policy Evaluation Results:
36 Needs immediate consideration for replacement
Fleet Managers Recommendation:
19 149,631 $20,863.42
Life Expectancy Criteria Requirements -(Policy Evaluation)
2 2
Assigned Use:
transportation for "Sub Engineer" Surveyor for Engineering Department
Actual Age: Current miles:
Engineering 101041110 4/18/2018
Vehicle Description:
9942051999 Jeep Cherokee 4X4
AUGUSTA, GEORGIA
FINANCE DEPARTMENT-FLEET MANAGEMENT DIVISION
REPLACEMENT CRITERIA FORM
Department Name: Department Number Date:
Asset #:
Purchase Price:
Age:
Miles or
Hours
Type of
Service Reliability Maint/Repair Condition:
16 8 1 2
RANGES
Excellent Good
Needs immediate consideration for replacement
AUGUSTA, GEORG+E3+A1:I44
FINANCE DEPARTMENT-FLEET MANAGEMENT DIVISION
REPLACEMENT CRITERIA FORM
Department Name: Department Number Date:
Marshal's Office 101-02-2610 3/9/2017
Vehicle Description:9944272000 Dodge Ram Maxi 3500
Assigned Use:
Was used by the Marshal's Office to transport prisoners from the jail to Court.
Actual Age: Current miles/hours:
16 82,512 $24,494.00
Life Expectancy Criteria Requirements -(Policy Evaluation)
2 2
Evaluation Points Policy Evaluation Results:
31 Needs immediate consideration for replacement
Fleet Managers Recommendation:
This vehicle was used by the Marshal's Office to transport prisoners from jail to Court. This
requirement was taken over by the Sheriff's Office in 2015. The Marshal declared the vehicle
excess to his needs. To convert this vehicle back to a standard passenger van would require
extensive work on the interior.
Ron Crowden
Fleet Manager
Replacement Date: Fiscal Year Replacement:
Estimated Replacement Cost: Funding Source:
Under 18 Points 18 to 22 Points
23 to 27 Points Qualifies for Replacement
28 Points or more
Commission Meeting Agenda
5/15/2018 2:00 PM
2018 - Fire Department
Department:Central Services Department-Fleet Management Division
Department:Central Services Department-Fleet Management Division
Caption:Motion to approve a request from the Augusta Fire
Department to purchase one 2018 Ford F150 from Allan Vigil
Ford for $25,835.00. Bid Item 18-184. (Approved by
Administrative Services Committee May 8, 2018)
Background:The Augusta Fire Department is requesting the acquisition of
one 2018 Ford F150 to replace asset #204035, 2004 Ford Crown
Victoria. This asset will support a Fire Investigator.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for Pickup Trucks 6,500GVWR
with the following results: Bid 18-184 Pickup Truck
6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $25,835.00
Financial Impact:1- 2018 Ford F150 @ $25,835.00. This vehicle will be
purchased using Fire Department Capital Outlay. (ACT #: 274-
03-4110-54-222210).
Alternatives:(1) Approve the request; (2) Do not approve the request
Recommendation:Approve the purchase of one 2018 Ford F150 at $25,835.00 for
the Augusta Fire Department.
Funds are
Available in the
Following
Accounts:
ACT #: 274-03-4110-54-222210
REVIEWED AND APPROVED BY:
Cover Memo
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Invitation to Bid
Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing:
Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance
Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance
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, March 23, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by
mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an
eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to
the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local
bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the
requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the
successful bidder.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the
procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies
needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director.
All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate
committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the
outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department
is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or
inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
No bid will be accepted by fax, all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 1, 8, 15, 22, 2018
Metro Courier March 1, 2018
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Attachment B YES
E-Verify Number 94460
SAVE Form YES
Year 2018
Make FORD
Model F150
Approximate Delivery Schedule 10 TO 12 WEEKS
Vehicle/Optionals Required:
5.01
2018 Pickup Truck (1/2 ton)$19,987.00
6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00
6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00
6.03 2.7L V6 EcoBoost – 99P $916.00
6.04 Long Bed (8ft) - 145 $285.00
6.05 Extended range fuel tank - 655 $410.00
6.06 Super Cab (6.5ft bed) – X1C $1,716.00
6.07 Super Cab (8ft bed) – X1CLong $3,375.00
6.08 4X4 Option (All Models) – F1E $1,995.00
6.09 Skid Plates – 413 $155.00
6.10 Fog Lights - 595 $135.00
6.11 Crew Cab XL SWB – W1Cs $3,365.00
6.12 Crew Cab XL LWB – W1Cl $5,325.00
6.13 Limited Slip Axle – XL9 $525.00
6.14 Tilt / Cruise – 50S $215.00
6.15 Cab Steps – Black – 18B $262.00
6.16 AM-FM-CD – 58B $262.00
6.17 Daytime Running Lights - 942 $42.00
6.18 Power Windows/Locks/Mirrors – 85A $1,088.00
6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00
6.20 Trailer Tow Pkg – 53A $555.00
6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00
6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00
6.23 XL w/Power W-L-M, SYNC, AM/FM/CD,
Cruise Control – 101A $2,075.00
6.24 Cruise Control & SYNC – 52P/50S $690.00
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
2018 Pickup Truck 6500GVWR:
6.00 Manufacturer options:
Page 1 of 2
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
6.25 40-20-40 Cloth Split Bench – CG NC
6.26 Cloth Buckets w/Console – WG $275.00
6.27 Electric Brake Controller – 67T $265.00
6.28 Carpet w/Mats - 168 $140.00
6.29 XL SSV Package – 66S $49.00
6.30 XLT Package – 300A $4,763.00
6.31 Convenience Package for XLT – 301A $1,059.00
6.32 Aluminum Wheels & Bumpers – 86A $740.00
6.33 Box Side Steps – 63S $305.00
6.34 Tailgate Step – 63T $355.00
6.35 Reverse Sensing – 76R $255.00
6.36 Spray-In Bedliner – ATK $375.00
6.37 Convenience Package for XLT – 301A $1,059.00
6.38 Exterior Color Not Included in Base Price
Color: ___________$950.00
6.39 Exterior Color Not Included in Base Price
Color: ___________NC
6.40 [ ] Exterior Color Not Included in Base Price
Color: ___________NA
6.41 Interior Color Not Included in Base Price
Color: ___________NA
6.42 Interior Color Not Included in Base Price
Color: ___________NA
6.43 Interior Color Not Included in Base Price
Color: ___________NA
6.44 Delivery Fee per Vehicle $125.00
7.00 Outfitter's Specialty Items:
7.01 Fire extinguisher $55.00
7.02 Outlet receptacle $53.00
7.03 Toolbox $475.00
7.04 Trailer hitch $50.00
7.05 Trailer wiring INCLUDED
7.06 Trailer ball $25.00
7.07 Window tint, regular cab $125.00
7.08 Window tint, extended cab $145.00
7.09 Window tint, crew cab $165.00
7.10 Add on step $185.00
7.11 Backup alarm $80.00
7.12 Drill Free Light Bar Cab Mount $690.00
7.13 LED top mount light $690.00
7.14 County Emergency Equipment Package $792.00
7.15 Fire Emergency Equipment Package $1,773.00
Page 2 of 2
Commission Meeting Agenda
5/15/2018 2:00 PM
2018 - Recreation Truck
Department:Central Services Department - Fleet Management Department
Department:Central Services Department - Fleet Management Department
Caption:Motion to approve the request from the Recreation & Parks
Department to replace one Pickup truck. Allan Vigil Ford
$26.345.00. Bid Item 18-184. (Approved by Administrative
Services Committee May 8, 2018)
Background:The Recreation & Parks Department would like to request
replacement of one Chevrolet 2500. This truck is 24 years old
and has a significant repair history. It is being brought to the
shop constantly for various non-contract repairs. This truck is a
liability to the Department than a resource.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for Pickup Truck 6,500GVWR
with the following results: Bid 18-184 Pickup Truck
6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $26,345.00
Financial Impact:1 – 2018 Ford F150 -@ $26,345.00. This vehicle will be
purchased with Capital Outlay funds.
Alternatives:(1) Approve the request; (2) Do not approve the request
Recommendation:Approve the purchase of 1 Ford F150 for the Recreation
Department and declare the replaced vehicles as surplus and
available for auction.
Funds are
Available in the
Following
Accounts:
Capital Outlay: 272-01-6440/54.22210
Cover Memo
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Invitation to Bid
Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing:
Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance
Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance
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, March 23, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by
mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an
eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to
the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local
bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the
requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the
successful bidder.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the
procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies
needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director.
All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate
committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the
outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department
is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or
inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
No bid will be accepted by fax, all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 1, 8, 15, 22, 2018
Metro Courier March 1, 2018
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Attachment B YES
E-Verify Number 94460
SAVE Form YES
Year 2018
Make FORD
Model F150
Approximate Delivery Schedule 10 TO 12 WEEKS
Vehicle/Optionals Required:
5.01
2018 Pickup Truck (1/2 ton)$19,987.00
6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00
6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00
6.03 2.7L V6 EcoBoost – 99P $916.00
6.04 Long Bed (8ft) - 145 $285.00
6.05 Extended range fuel tank - 655 $410.00
6.06 Super Cab (6.5ft bed) – X1C $1,716.00
6.07 Super Cab (8ft bed) – X1CLong $3,375.00
6.08 4X4 Option (All Models) – F1E $1,995.00
6.09 Skid Plates – 413 $155.00
6.10 Fog Lights - 595 $135.00
6.11 Crew Cab XL SWB – W1Cs $3,365.00
6.12 Crew Cab XL LWB – W1Cl $5,325.00
6.13 Limited Slip Axle – XL9 $525.00
6.14 Tilt / Cruise – 50S $215.00
6.15 Cab Steps – Black – 18B $262.00
6.16 AM-FM-CD – 58B $262.00
6.17 Daytime Running Lights - 942 $42.00
6.18 Power Windows/Locks/Mirrors – 85A $1,088.00
6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00
6.20 Trailer Tow Pkg – 53A $555.00
6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00
6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00
6.23 XL w/Power W-L-M, SYNC, AM/FM/CD,
Cruise Control – 101A $2,075.00
6.24 Cruise Control & SYNC – 52P/50S $690.00
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
2018 Pickup Truck 6500GVWR:
6.00 Manufacturer options:
Page 1 of 2
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
6.25 40-20-40 Cloth Split Bench – CG NC
6.26 Cloth Buckets w/Console – WG $275.00
6.27 Electric Brake Controller – 67T $265.00
6.28 Carpet w/Mats - 168 $140.00
6.29 XL SSV Package – 66S $49.00
6.30 XLT Package – 300A $4,763.00
6.31 Convenience Package for XLT – 301A $1,059.00
6.32 Aluminum Wheels & Bumpers – 86A $740.00
6.33 Box Side Steps – 63S $305.00
6.34 Tailgate Step – 63T $355.00
6.35 Reverse Sensing – 76R $255.00
6.36 Spray-In Bedliner – ATK $375.00
6.37 Convenience Package for XLT – 301A $1,059.00
6.38 Exterior Color Not Included in Base Price
Color: ___________$950.00
6.39 Exterior Color Not Included in Base Price
Color: ___________NC
6.40 [ ] Exterior Color Not Included in Base Price
Color: ___________NA
6.41 Interior Color Not Included in Base Price
Color: ___________NA
6.42 Interior Color Not Included in Base Price
Color: ___________NA
6.43 Interior Color Not Included in Base Price
Color: ___________NA
6.44 Delivery Fee per Vehicle $125.00
7.00 Outfitter's Specialty Items:
7.01 Fire extinguisher $55.00
7.02 Outlet receptacle $53.00
7.03 Toolbox $475.00
7.04 Trailer hitch $50.00
7.05 Trailer wiring INCLUDED
7.06 Trailer ball $25.00
7.07 Window tint, regular cab $125.00
7.08 Window tint, extended cab $145.00
7.09 Window tint, crew cab $165.00
7.10 Add on step $185.00
7.11 Backup alarm $80.00
7.12 Drill Free Light Bar Cab Mount $690.00
7.13 LED top mount light $690.00
7.14 County Emergency Equipment Package $792.00
7.15 Fire Emergency Equipment Package $1,773.00
Page 2 of 2
Commission Meeting Agenda
5/15/2018 2:00 PM
2018 - Sheriff Escape-Crew Cab Pick up Truck
Department:Central Services Department - Fleet Management
Department:Central Services Department - Fleet Management
Caption:Motion to approve the request from the Richmond County
Sheriff’s Office for the purchase of one Training Range truck
and the replacement of one Community Services SUV. Allan
Vigil Ford - Pickup Truck - $29,320.00 Bid Item 18-184 and
SUV - $22,007.00. Bid Item 18-183. (Approved by
Administrative Services Committee May 8, 2018)
Background:The Richmond County Sheriff’s Office is requesting to purchase
a 2018 Ford F150 to be used at the Sheriff’s Training Range.
This vehicle will be used as a work detail and maintenance
truck. SPLOST VII’s allocation for Public Safety Vehicles is
$1,500,000. For the purpose of SPLOST VII that includes the
Richmond County Sheriff’s Office, Marshal’s Office, District
Attorneys’ Office, Coroner’s Office, Probation Office,
Solicitor’s Office, Augusta-Richmond County Correctional
Institute, and Animal Services. The Sheriff is requesting to
replace 1-Community Services vehicle using the remainder
amount for this year’s SPLOST VII. This vehicle will replace
Asset# 203059, 2003 Ford Crown Victoria with 168,006miles.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for Compact SUV’s and Pickup
Trucks 6,500GVWR with the following results: Bid 18-184
Pickup Truck 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford -
$29,320.00 Bid 18-183 Compact SUV – 2018 Ford Escape –
Sheriff’s Office Package: Allan Vigil Ford = $22,007.00
Financial Impact:1 – RCSO-Training Range Ford F150 -@ $29,320.00. This
vehicle will be purchased with Capital Outlay funds. 1-2018
Ford Escape at $22,007.00. This vehicle will be purchased using
SPLOST VII.
Alternatives:
Cover Memo
(1) Approve the request; (2) Do not approve the request (3)
Approve the request in part.
Recommendation:Approve the purchase of 1 - Ford F150 for the RCSO-Training
Range Division, 1 - Ford Escape for the RCSO-Community
Services Division and declare the replaced vehicle as surplus
and available for auction
Funds are
Available in the
Following
Accounts:
SPLOST VII and 272-01-6440/54.22110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Invitation to Bid
Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing:
Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance
Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance
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, March 23, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by
mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an
eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to
the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local
bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the
requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the
successful bidder.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the
procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies
needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director.
All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate
committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the
outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department
is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or
inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
No bid will be accepted by fax, all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 1, 8, 15, 22, 2018
Metro Courier March 1, 2018
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Attachment B YES
E-Verify Number 94460
SAVE Form YES
Year 2018
Make FORD
Model F150
Approximate Delivery Schedule 10 TO 12 WEEKS
Vehicle/Optionals Required:
5.01
2018 Pickup Truck (1/2 ton)$19,987.00
6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00
6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00
6.03 2.7L V6 EcoBoost – 99P $916.00
6.04 Long Bed (8ft) - 145 $285.00
6.05 Extended range fuel tank - 655 $410.00
6.06 Super Cab (6.5ft bed) – X1C $1,716.00
6.07 Super Cab (8ft bed) – X1CLong $3,375.00
6.08 4X4 Option (All Models) – F1E $1,995.00
6.09 Skid Plates – 413 $155.00
6.10 Fog Lights - 595 $135.00
6.11 Crew Cab XL SWB – W1Cs $3,365.00
6.12 Crew Cab XL LWB – W1Cl $5,325.00
6.13 Limited Slip Axle – XL9 $525.00
6.14 Tilt / Cruise – 50S $215.00
6.15 Cab Steps – Black – 18B $262.00
6.16 AM-FM-CD – 58B $262.00
6.17 Daytime Running Lights - 942 $42.00
6.18 Power Windows/Locks/Mirrors – 85A $1,088.00
6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00
6.20 Trailer Tow Pkg – 53A $555.00
6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00
6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00
6.23 XL w/Power W-L-M, SYNC, AM/FM/CD,
Cruise Control – 101A $2,075.00
6.24 Cruise Control & SYNC – 52P/50S $690.00
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
2018 Pickup Truck 6500GVWR:
6.00 Manufacturer options:
Page 1 of 2
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
6.25 40-20-40 Cloth Split Bench – CG NC
6.26 Cloth Buckets w/Console – WG $275.00
6.27 Electric Brake Controller – 67T $265.00
6.28 Carpet w/Mats - 168 $140.00
6.29 XL SSV Package – 66S $49.00
6.30 XLT Package – 300A $4,763.00
6.31 Convenience Package for XLT – 301A $1,059.00
6.32 Aluminum Wheels & Bumpers – 86A $740.00
6.33 Box Side Steps – 63S $305.00
6.34 Tailgate Step – 63T $355.00
6.35 Reverse Sensing – 76R $255.00
6.36 Spray-In Bedliner – ATK $375.00
6.37 Convenience Package for XLT – 301A $1,059.00
6.38 Exterior Color Not Included in Base Price
Color: ___________$950.00
6.39 Exterior Color Not Included in Base Price
Color: ___________NC
6.40 [ ] Exterior Color Not Included in Base Price
Color: ___________NA
6.41 Interior Color Not Included in Base Price
Color: ___________NA
6.42 Interior Color Not Included in Base Price
Color: ___________NA
6.43 Interior Color Not Included in Base Price
Color: ___________NA
6.44 Delivery Fee per Vehicle $125.00
7.00 Outfitter's Specialty Items:
7.01 Fire extinguisher $55.00
7.02 Outlet receptacle $53.00
7.03 Toolbox $475.00
7.04 Trailer hitch $50.00
7.05 Trailer wiring INCLUDED
7.06 Trailer ball $25.00
7.07 Window tint, regular cab $125.00
7.08 Window tint, extended cab $145.00
7.09 Window tint, crew cab $165.00
7.10 Add on step $185.00
7.11 Backup alarm $80.00
7.12 Drill Free Light Bar Cab Mount $690.00
7.13 LED top mount light $690.00
7.14 County Emergency Equipment Package $792.00
7.15 Fire Emergency Equipment Package $1,773.00
Page 2 of 2
OFFICIAL
Bid Item #18-183 Compact SUV
for Augusta, Georgia- Central Services Department Fleet Division
Bid Date: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil Ford
6790 Mount Zion Boulevard, Morrow GA 30260
Attachment B YES
E-Verify Number 94460
SAVE Form YES
Year 2018
Make FORD
Model ESCAPE S
Approximate Delivery Schedule 10-12 WEEKS
5.01 Sheriff’s Office package $21,497.00
5.02 Fire Department package $21,497.00
5.03 County Department package $21,137.00
6.01 1.5L engine with Ecoboost $2,274.00
6.02 1.5L engine with 4X4 $3,649.00
6.03 Special exterior paint colors each $379.00
6.04 Park Assist Group $9,205.00
6.05 Delivery Fee per vehicle $120.00
6.06 Super Cab (6.5ft bed) – X1C $85.00
6.07 Privacy Glass $262.00
6.08 Daytime Running Lights $41.00
6.09 All Weather Floor Mats $72.00
6.10 Reverse Sensing $233.00
6.11 Cargo Mgt System $375.00
6.12 Aluminum Wheels $2,274.00
Compact SUV
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 46
Total Electronic Notifications (Demandstar): 2
Total Number Specifications Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
Vehicle/Options Required:
Optional Items:
Page 1 of 1
Commission Meeting Agenda
5/15/2018 2:00 PM
2018-Animal Services Trucks
Department:Central Services Department - Fleet Management Division
Department:Central Services Department - Fleet Management Division
Caption:Motion to approve a request from the Animal Services
Department to purchase two new Animal Transport Trucks for
the Animals Services Department. Allan Vigil Ford
$44,345.00. Bid Item 18-174. (Approved by Administrative
Services Committee May 8, 2018)
Background:On May 2, 2017 the Augusta, Georgia Commission approved
establishing two new Animal Services positions, with the
associated costs for the required equipment such as vehicles,
training and etc. The Commission transferred $380,000.00 to the
2017 Budget Contingency(see attachment). These funds will be
used to purchase the new Animal Transport Truck. The truck
was not purchase in 2017 because of manufacturer’s pricing cut-
off. SPLOST 7’s allocation for Public Safety Vehicles is
$1,500,000. For the purpose of SPLOST 7 that includes the
Richmond County Sheriff’s Office, Marshal’s Office, District
Attorneys’ Office, Coroner’s Office, Probation Office,
Solicitor’s Office, Augusta-Richmond County Correctional
Institute, and Animal Services. The Animal Services Department
will be replacing asset #211221, 2012 Ford F-250 Animal
Transport Truck that was totaled in 2017.
Analysis:The Procurement Department published a competitive bid using
the Demand Star national electronic bid application for Animal
Transport Trucks with the following results. Bid 18-174 Animal
Transport Truck: 2019 Ford F250 - Allan Vigil Ford =
$44,345.00; Wade Ford = $45,628.00; Fairway Ford =
$46,186.32 (Non-Compliant)
Financial Impact:1- 2019 Ford F-250 Animal Transport Truck @ $44,345.00.
This vehicle will be purchased with the Contingency funds (611-
01-5214/5522101). 1- 2019 Ford F-250 Animal Transport Truck
Cover Memo
@ $44,345.00. This vehicle will be purchased with SPLOST VII
funds.
Alternatives:(1) Approve the request; (2) Do not approve the request, (3)
Approve the request in part.
Recommendation:Approve the purchase of two 2019 Ford F-250 Animal Transport
Truck at $44,345.00each = $88.690.00 for the Animal Services
Department.
Funds are
Available in the
Following
Accounts:
611-01-5214/5522101 and SPLOST 7 Public Safety Vehicles.
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, April 10, 2018 @ 3:00 p.m. for furnishing:
Bid Item #18-174 Animal Transport Truck – Central Service Department – Fleet Division
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
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, March 16, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by
mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an
eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to
the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local
bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the
requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the
successful bidder.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the
procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies
needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director.
All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate
committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the
outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement
Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of
receiving incomplete or inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
No bid will be accepted by fax, all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle February 22, March 1, 8, 15, 2018
Metro Courier February 22, 2018
OFFICIAL
VENDORS
Shor-Line Schroer
Manufacturing Co.
511 Osage Avenue
Kansas City, KS 66105
Fairway Ford
4333 Washington Rd
Evans, GA 30809
Wade Ford
3860 Cobb Road
Smyrna, GA 30080
Allan Vigil Ford Lincoln, Inc.
6790 Mount Zion Boulevard
Morrow, GA 30260
Attachment B YES Yes YES
E-Verify Number NO 314470 94460
SAVE Form YES YES YES
Year 2018 2019 2019
Make Ford Ford Ford
Model F350 F250 F250
Year 2018 2018 2019
Make Ford Swab Swab Wagon
Model F350 ARF-95 ARF-95
Bid Price $42,906.32 /
Non-Compliant $42,978.00 $41,880.00
Approximate Delivery
Time 90-120 days 20-22 weeks 120-150 days
OPTION 9.01
Four Wheel Drive $3,280.00 $2,650.00 $2,465.00
Animal Transport Truck Chassis
Total Number Specifications Mailed Out: 9
Total Number Specifications Download (Demandstar): 2
Total Electronic Notifications (Demandstar): 142
Total Number Specifications Mailed Out to Local Vendors: 1
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 3
Total Non-Compliant: 1
Animal Transport Truck Body
No Bid
Bid Item #18-174 Animal Transport Truck
for Augusta, Georgia - Central Services Department-Fleet Division
Bid Date: Tuesday, April 10, 2018 @ 3:00 p.m.
Page 1 of 1 18-174 OFFICAL TAB
Commission Meeting Agenda
5/15/2018 2:00 PM
2018-Risk Management Truck
Department:Central Services Department-Fleet Managment Division
Department:Central Services Department-Fleet Managment Division
Caption:Motion to approve the request for the Risk Management
Department for the replacement of one vehicle from Allan Vigil
Ford for $28,005.00. Bid Item 18-184. (Approved by
Administrative Services Committee May 8, 2018)
Background:The Risk Management Department would like to request
replacement of one Ford Ranger with a 2018 Ford F150. This
vehicle is used by the claims adjuster for Risk Management that
is on call 24/7 for major traffic accidents involving government
vehicles, sewer backups at residences and business, and property
damage at residences caused by government assets. Vehicle
evaluation and bid tab sheets are attached for your review.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for Pickup Truck 6,500GVWR
with the following results: Bid 18-184 Pickup Truck
6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $28,005.00
Financial Impact:1 – Risk Management Ford F150 -@ $28,005.00. This vehicle
will be purchased with Capital Outlay funds
Alternatives:(1) Approve the request; (2) Do not approve the request
Recommendation:Approve the purchase of 1 Ford F150 for the Risk Management
Department and declare the replaced vehicle as surplus and
available for auction
Funds are
Available in the
Following
Accounts:
Capital Outlay Funds; 272-01-6440/54.22210 Cover Memo
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Invitation to Bid
Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing:
Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance
Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance
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, March 23, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by
mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an
eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to
the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local
bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the
requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the
successful bidder.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the
procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies
needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director.
All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate
committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the
outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department
is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or
inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
No bid will be accepted by fax, all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 1, 8, 15, 22, 2018
Metro Courier March 1, 2018
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Attachment B YES
E-Verify Number 94460
SAVE Form YES
Year 2018
Make FORD
Model F150
Approximate Delivery Schedule 10 TO 12 WEEKS
Vehicle/Optionals Required:
5.01
2018 Pickup Truck (1/2 ton)$19,987.00
6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00
6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00
6.03 2.7L V6 EcoBoost – 99P $916.00
6.04 Long Bed (8ft) - 145 $285.00
6.05 Extended range fuel tank - 655 $410.00
6.06 Super Cab (6.5ft bed) – X1C $1,716.00
6.07 Super Cab (8ft bed) – X1CLong $3,375.00
6.08 4X4 Option (All Models) – F1E $1,995.00
6.09 Skid Plates – 413 $155.00
6.10 Fog Lights - 595 $135.00
6.11 Crew Cab XL SWB – W1Cs $3,365.00
6.12 Crew Cab XL LWB – W1Cl $5,325.00
6.13 Limited Slip Axle – XL9 $525.00
6.14 Tilt / Cruise – 50S $215.00
6.15 Cab Steps – Black – 18B $262.00
6.16 AM-FM-CD – 58B $262.00
6.17 Daytime Running Lights - 942 $42.00
6.18 Power Windows/Locks/Mirrors – 85A $1,088.00
6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00
6.20 Trailer Tow Pkg – 53A $555.00
6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00
6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00
6.23 XL w/Power W-L-M, SYNC, AM/FM/CD,
Cruise Control – 101A $2,075.00
6.24 Cruise Control & SYNC – 52P/50S $690.00
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
2018 Pickup Truck 6500GVWR:
6.00 Manufacturer options:
Page 1 of 2
OFFICIAL
Bid Item #18-184 2018 Pickup Truck 6500GVWR
for Augusta, Georgia- Central Services Department-Fleet Division
Bid Due: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil
5790 Mount Zion Boulevard, Morrw, GA
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 68
Total Electronic Notifications (Demandstar): 4
Total Number Specioficiation Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
6.25 40-20-40 Cloth Split Bench – CG NC
6.26 Cloth Buckets w/Console – WG $275.00
6.27 Electric Brake Controller – 67T $265.00
6.28 Carpet w/Mats - 168 $140.00
6.29 XL SSV Package – 66S $49.00
6.30 XLT Package – 300A $4,763.00
6.31 Convenience Package for XLT – 301A $1,059.00
6.32 Aluminum Wheels & Bumpers – 86A $740.00
6.33 Box Side Steps – 63S $305.00
6.34 Tailgate Step – 63T $355.00
6.35 Reverse Sensing – 76R $255.00
6.36 Spray-In Bedliner – ATK $375.00
6.37 Convenience Package for XLT – 301A $1,059.00
6.38 Exterior Color Not Included in Base Price
Color: ___________$950.00
6.39 Exterior Color Not Included in Base Price
Color: ___________NC
6.40 [ ] Exterior Color Not Included in Base Price
Color: ___________NA
6.41 Interior Color Not Included in Base Price
Color: ___________NA
6.42 Interior Color Not Included in Base Price
Color: ___________NA
6.43 Interior Color Not Included in Base Price
Color: ___________NA
6.44 Delivery Fee per Vehicle $125.00
7.00 Outfitter's Specialty Items:
7.01 Fire extinguisher $55.00
7.02 Outlet receptacle $53.00
7.03 Toolbox $475.00
7.04 Trailer hitch $50.00
7.05 Trailer wiring INCLUDED
7.06 Trailer ball $25.00
7.07 Window tint, regular cab $125.00
7.08 Window tint, extended cab $145.00
7.09 Window tint, crew cab $165.00
7.10 Add on step $185.00
7.11 Backup alarm $80.00
7.12 Drill Free Light Bar Cab Mount $690.00
7.13 LED top mount light $690.00
7.14 County Emergency Equipment Package $792.00
7.15 Fire Emergency Equipment Package $1,773.00
Page 2 of 2
Commission Meeting Agenda
5/15/2018 2:00 PM
2018-Tax Assessor Vehicle
Department:Central Services Department - Fleet Managment Division
Department:Central Services Department - Fleet Managment Division
Caption:Motion to approve the request for the Tax Assessors Office to
purchase a 2018 Ford Escape from Allan Vigil Ford for
$21,414.00. Bid Item 18-183.(Approved by Administrative
Services Committee May 8, 2018)
Background: The Tax Assessors Office Appraisers work in teams while
performing field inspections for commercial and residential
properties processing returns, appeals and permits. Two Ford
Rangers are currently being utilized for this task; therefore, the
request is for a 2018 Ford Escape to accommodate all team
members. One Ford Ranger will be transferred to another
department to replace an older pickup truck with high mileage
and overage.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for Compact SUV’s with the
following results: Bid 18-183 Compact SUV: 2018 Ford Escape
- Allan Vigil Ford - $21,414.00
Financial Impact:1 – 2018 Ford Escape @ $21,414.00. This vehicle will be
purchased with Capital Outlay funds.
Alternatives:(1) Approve the request; (2) Do not approve the request
Recommendation:Approve the purchase of 1 Ford Escape and transfer the turned
in vehicle to another department to replace an older model
pickup truck with high mileage. That vehicle to be declared
surplus and available for auction.
Funds are
Available in the
Capital Outlay Cover Memo
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Invitation to Bid
Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing:
Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance
Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance
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, March 23, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by
mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an
eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to
the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local
bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the
requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the
successful bidder.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the
procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies
needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director.
All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate
committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the
outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department
is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or
inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
No bid will be accepted by fax, all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 1, 8, 15, 22, 2018
Metro Courier March 1, 2018
OFFICIAL
Bid Item #18-183 Compact SUV
for Augusta, Georgia- Central Services Department Fleet Division
Bid Date: Friday, April 13, 2018 @ 11:00 a.m.
VENDORS Allan Vigil Ford
6790 Mount Zion Boulevard, Morrow GA 30260
Attachment B YES
E-Verify Number 94460
SAVE Form YES
Year 2018
Make FORD
Model ESCAPE S
Approximate Delivery Schedule 10-12 WEEKS
5.01 Sheriff’s Office package $21,497.00
5.02 Fire Department package $21,497.00
5.03 County Department package $21,137.00
6.01 1.5L engine with Ecoboost $2,274.00
6.02 1.5L engine with 4X4 $3,649.00
6.03 Special exterior paint colors each $379.00
6.04 Park Assist Group $9,205.00
6.05 Delivery Fee per vehicle $120.00
6.06 Super Cab (6.5ft bed) – X1C $85.00
6.07 Privacy Glass $262.00
6.08 Daytime Running Lights $41.00
6.09 All Weather Floor Mats $72.00
6.10 Reverse Sensing $233.00
6.11 Cargo Mgt System $375.00
6.12 Aluminum Wheels $2,274.00
Compact SUV
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 46
Total Electronic Notifications (Demandstar): 2
Total Number Specifications Mailed to Local Vendors: 2
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 1
Total Non-Compliant: 0
Vehicle/Options Required:
Optional Items:
Page 1 of 1
Commission Meeting Agenda
5/15/2018 2:00 PM
Approve the renewal of ADP Master Services Agreement
Department:Human Resources Department
Department:Human Resources Department
Caption:Motion to approve the execution of the amended ADP Master
Services Agreement for one year. (Approved by
Administrative Services Committee May 8, 2018)
Background:Augusta, GA entered into a master service agreement for
Benefits Administration Services with ADP on January 11, 2010
for three years with the agreement. October 19, 2010, Augusta,
GA amended the original master service agreement with ADP to
add the Time and Labor Management services. December 17,
2012, Augusta, GA renewed the master service agreement with
ADP for a period of one year. In 2014, the previous HR
Director (Bryant) began negotiations with ADP to discuss
carving out the ADP benefit call center service being providing
to Augusta, GA employees. In doing so, previous HR Director
Bryant stated the cost savings would support the hiring of two
(2) benefit coordinators to handle calls internally. During the
FY ’16 budget cycle, two benefit coordinators were approved;
however, the contract negotiations with ADP continued. From
2014 through present, Augusta, GA has been functioning under
the Master Service Agreement originally dated January 11, 2010
and amended October 19, 2010.
Analysis:The Augusta, GA’s Human Resources has assumed the
incoming calls as it relates to benefit changes once handled by
the ADP benefit services center. The Augusta, GA call center
concept never materialized; however, the department has hired
one Benefits Coordinator. Under the amended master services
agreement, ADP, LLC has removed the benefit call center
service and reduced the total cost Augusta, GA has to pay. The
reduced cost will take effect once the amended master services
agreement is approved and executed. January 2018, the original
amended master services agreement was received with a cost of
$9.74 per employee providing Augusta, Georgia with an annual
cost savings of $61, 897.92. The HR department was able to
Cover Memo
provide previous emails that detailed the amount discussed with
the former Compensation and Benefits Manager and the vendor
(ADP, LLC) came back with a new cost of $7.40 per employee
providing Augusta, Georgia with an annual cost savings of $95,
921.28. Amended master services agreement has been reviewed
by Augusta, GA law department and the Human Resources team
to confirm the contents are as Augusta, GA intended.
Financial Impact:Currently, Augusta, GA is paying ADP for benefit
administration and time and labor management services at an
approximate annual cost of $720, 814.44. The amended master
services agreement (removing the benefits call center) provides
an annual cost savings of $95, 921.28 to Augusta, Georgia; thus
costing Augusta, GA approximately $624, 893.16 a year.
Alternatives:Don’t approve the renewed master services agreement and place
services out for bid to obtain another vendor for Benefit
Administration and Time and Labor Management.
Recommendation:Approve the execution of the amended master services
agreement with ADP, LLC for the next three years.
Funds are
Available in the
Following
Accounts:
Budgeted annually
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
FOURTH AMENDMENT
Client: Augusta-Richmond County
*2104436-01-W-3*
[***AMD1659998-006 *1 *484898839432371645358435420228900745536431623278*W*3***]
FOURTH AMENDMENT
TO
MASTER SERVICES AGREEMENT
BETWEEN
ADP, LLC
AND
AUGUSTA, GEORGIA
This Fourth Amendment (the “Fourth Amendment”), made as of _______________, ____
(“Fourth Amendment Effective Date”) between ADP, LLC (“ADP”), and Augusta, Georgia (“Client”)
contains changes, modifications, revisions and additions to the terms and conditions of the Master
Services Agreement dated January 11, 2010 (the “Agreement”), between Client and ADP.
Now, therefore, in consideration of the mutual covenants contained in the Agreement and
herein, and for other good and valuable consideration, ADP and Client hereby agree as follows:
1. Amended and Restated Pricing Appendix. As of the Fourth Amendment
Effective Date, Annex Z-1, Service and Fee Schedule, of the Agreement is hereby
replaced in its entirety with Annex Z-2, Amended and Restated Pricing Appendix,
attached hereto and made a part hereof. All references in the Agreement to
“Annex Z,” “Annex Z-1,” or the “Pricing Appendix” shall hereby mean a reference
to the attached Annex Z-2, Amended and Restated Pricing Appendix.
This Fourth Amendment may be executed in multiple original copies, identically worded,
and each such executed copy constitutes an original. Facsimile signatures, electronic signatures
in connection with the electronic signature delivery system utilized by ADP and signatures
transferred in .pdf or a similar format for scanned copies of documents are original signatures for
all purposes of this Fourth Amendment and the Agreement.
All other terms and conditions of the Agreement shall remain in full force and effect. In the
event of any conflict between the terms and conditions of this Fourth Amendment and the terms
and conditions of the Agreement, this Fourth Amendment shall prevail. The terms defined in the
Agreement and used in this Fourth Amendment shall have the same respective meanings as set
forth in the Agreement, unless clearly otherwise defined in this Fourth Amendment.
IN WITNESS WHEREOF, the parties hereto have caused this Fourth Amendment to be
duly executed by its authorized representatives as of the date first above written.
**** SIGNATURE PAGE FOLLOWS ****
FOURTH AMENDMENT
Client: Augusta-Richmond County
*2104436-01-W-3*
[***AMD1659998-006 *1 *484898839432371645358435420228900745536431623278*W*3***]
ADP, LLC AUGUSTA, GEORGIA
By:
::ADP Signature/Sign::
By:
::Client Signature/Sign::
Name:
::ADP Signature/Print::
Name:
::Client Signature/Print::
Title:
::ADP Signature/Title::
Title:
::Client Signature/Title::
Date:
::ADP Signature/Date::
Date:
::Client Signature/Date::
Insert new Service Annexes and Pricing Appendix here
ANNEX Z-2, AMENDED AND RESTATED PRICING APPENDIX
SERVICE AND FEE SCHEDULE
PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation
ONLY 11-20-17.xlsm
Pricing Appendix_09-08-2017 1 17080173
SECTION 1 CLIENT GROUP.
If applicable, the Client Group includes the following entities:
Augusta, Georgia
SECTION 2 ADDRESS OF ADP FOR NOTICES.
ADP, LLC
5800 Windward Parkway
Alpharetta, GA 30005
Attention: General Manager
SECTION 3 TERMINATION DATE.
The Termination Date is three (3) years from the Fourth Amendment Effective Date.
SECTION 4 FEE EFFECTIVENESS; FEE CHANGES.
The Implementation Services fees (if any) set forth in this Pricing Appendix will be effective as of the date ADP begins providing
Implementation Services. The ongoing Services fees set forth in this Pricing Appendix will become effective on the latter of (a)
the date of execution of this Fourth Amendment by ADP, if ADP is the last party to sign or (b) the date of receipt of a fully
executed Fourth Amendment by ADP, if ADP is the first party to sign (such date being the “Ongoing Services Pricing Effective
Date”); for any ongoing Services provided to Client prior to the Ongoing Services Pricing Effective Date, Client will pay the rates
invoiced to Client by ADP for such Services.
The fees set forth in this Pricing Appendix will remain fixed during the first year following the Fourth Amendment Effective Date.
During the remainder of the Initial Term, ADP may increase the fees for the Services on an annual basis by an amount not to
exceed 3% with 30 days’ prior written notice. Thereafter, ADP may modify the fees upon 30 days’ prior written notice to Client.
SECTION 5 FEES.
5.1 Implementation Services Fees. Not applicable.
5.2 Ongoing Services Fee. The fees for Ongoing Services (the “Ongoing Services Fees”) are set forth in the table below.
Ongoing Services Fees Units
Assumed Rate Frequency Based on
Time & Attendance Services
CORE APPLICATION
ADP Enterprise eTIME 2,835 $1.41 ee/month Minimum Monthly Fee: $1,734.00
ADD-ON FEATURES
ADP Enterprise eTIME Web Time Entry 2,833 $1.41 ee/month
Additional Managers above 10:1 ratio 154 $6.19 mgr/month Price per additional manager over the
included 10:1 employee/manager ratio
ADP Enterprise Accruals 2,792 $0.43 ee/month
Leave Management 2,831 $0.62 ee/month Requires Enterprise Accruals
HOSTING
Hosting 1 $5,295.76 month Includes test database
ANNEX Z-2, AMENDED AND RESTATED PRICING APPENDIX
SERVICE AND FEE SCHEDULE
PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation
ONLY 11-20-17.xlsm
Pricing Appendix_09-08-2017 2 17080173
Subscription Timeclocks and Other
Devices
4500 Numeric Ethernet Timeclock 68 $136.25 clock/month
Quickpunch for ADP 4500 9 $37.15 clock/month
ADP Benefits Administration Services *
CORE APPLICATION * The monthly fee for the Benefits
Administration Services shall become
payable by Client as of the date on which
the Benefit Services administration
system is made available to Client in a
production environment (regardless of
whether the Client has opened the
system to its employees or whether any
employees are actually processed
through the system). There shall be no
proration of the first month’s fees.
ADP Benefits Enrollment Services 3,416 $7.40 PBEPM
- ADP will continue to charge Client at the current rates for any components of Services received by Client that are not specifically
listed in this appendix.
5.3 Miscellaneous Rate Card Items (if applicable).
The fees for Miscellaneous Services (the “Miscellaneous Services Fees”) are set forth in the table below. The Miscellaneous
Services Fees are based on the scope of work and will be charged at the applicable rates as they occur or as the Estimated
Volume included in fees set forth below is exceeded after the Services commence.
Category Item Description
Units
Included
in Fees
Rate per Unit
(or ADP
Prevailing
Rate)
Frequency Based on
RATE CARD
Time and Labor Management - Enterprise eTime
Client
Practitioners
Client-designated
support contacts
5 $260.00 Per month
per contact
Includes 5 designated support contacts;
$260.00 per month per contact over those
included
5.4 Postage, Shipping, Travel and other Out-of-Pocket Expenses. ADP will invoice Client for postage charges, delivery
charges, any other third party charges incurred on behalf of Client and reasonable travel and out-of-pocket expenses.
5.5 Change Control Fees. In the event either party requests a change in the scope of the Services (including
Implementation Services) (each a “Change Control Item”), the parties shall address such change request via ADP’s change
control process. Change Control Items and the cost associated with such changes (if any) to the Services shall be mutually
agreed to by the parties, with the exception of Change Control Items that are required to be made by law or regulation
applicable to the Services or to the duration of Implementation Services, which ADP will notify Client of prior to making such
change.
The standard rate for a Change Control Item is $185.00 per hour; provided, however, that such rate may be increased by ADP
as follows:
· By 50% for Change Control Items requested by Client after October 1st which ADP agrees to deliver by January 31st;
· By 25% if, after receiving a Change Control Notice, the Client requests an expedited timeframe for completion of the
Change Control Item.
ANNEX Z-2, AMENDED AND RESTATED PRICING APPENDIX
SERVICE AND FEE SCHEDULE
PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation
ONLY 11-20-17.xlsm
Pricing Appendix_09-08-2017 3 17080173
Client may request modifications to the ADP system and will pay all costs to development of such system modifications, plus an
annual system technology maintenance fee equal to 18% of the total one-time fee for a Change Control Item for modifications
made after implementation.
5.6 Reserved.
5.7 Reserved.
SECTION 6 APPLICATION PROGRAMS.
The Application Programs licensed to Client are listed below:
ADP to deploy the Application Programs at a Uniform Resource Locator (URL) to be selected, registered, and owned by ADP.
· ADP Time & Attendance Services (ADP Enterprise eTIME) License subscriptions will be based on the total number
of records within the database with a non-terminated status. Terminated employees do not require Client to pay for a
license in respect of such terminated employees. Records may be for Client employees or Client contractors who are
or are not paid by Client. A copy of the ADP Time & Attendance Services database is available in ADP’s standard
format upon request, at additional charge.
SECTION 7 EXHIBITS.
Exhibit 1 - Volume Assumptions
City of Augusta/Richland County
PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation ONLY 11-20-17.xlsm
Pricing Appendix_09-08-2017 4 17080173
Exhibit 1: Volume Assumptions
The following table includes the additional assumptions with respect to estimated volumes for each category of Services indicated below. The Ongoing Services Fees are based on the assumptions
below. If Client’s actual requirements vary from what is stated, the parties shall negotiate in good faith to adjust the fees based on such changes. The fees do not include any customizations to any
Service.
Category Item Description
Units
Included in
Fees
Rate per Unit (or
ADP Prevailing
Rate)
Frequency Based on
VOLUME ASSUMPTIONS
Time and Labor Management - Enterprise eTime
Populations TLM Users 2,835 Included - Assumes 2,835 TLM users
Supervisor/Manager Users 438 Included - Per manager user per month
- Standard assumption is 10:1 employee-manager ratio (core) users
Enterprise Leaves Users 2,831 Included - Includes 2,831 Users
Accruals 2,792 Included
Tips/Tokes 0 Not Included
eTIME Phone® with ANI Not Included Not Included
Employee Attestation Profiles 0 Not Included
ADP Benefits Administration Services
Populations Benefit Eligible Employees 3,416 Included - Assumes 3,416 benefit eligible employees
Benefit Eligible Retirees 0 Not Included - Assumes 0 benefit eligible retirees
Turnover 15% Included - Assumes 15% benefit eligible employee turnover
Client
Practitioners
Client Named Contacts 5 Included - All reporting, including census errors, payroll deduction file reports,
and additional standard reports are offered for a single location
- Additional sorting or reporting breakouts are a client responsibility
Administration Premium Payment
Disbursement to Carriers
Not Included Not Included
Solution Center Participant Solution Center
Support
Not Included Not Included
Participant Solution Center
Support Overages
2 calls per
employee per
year
Not Included
Data Import Beneficiary Data Conversion
Sources
0 Not Included Includes import of up to 2 test files, 1 production file and 1 post-
production file
Census/Indicative Data Load 1 Included Weekly - Census data loaded from one source one time per week (or real-time
integration if applicable)
City of Augusta/Richland County
PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation ONLY 11-20-17.xlsm
Pricing Appendix_09-08-2017 5 17080173
Wellness Credits 0 Included Standard ADP format; up to 3 benefit options from single data source
Voluntary Benefits 0 Included Standard ADP format; up to 3 benefit options from single data source
Data Export /
Interfaces
Healthcare Vendor Exports in
HIPAA Compliant 834/5010A
Format
8 Included
Custom File / Fee to Third-
party Payroll Administrator
Not Included Not Included
Custom File / Fee to Third-
party Spending Accounts
Administrator
Not Included Not Included
Custom File / Fee to Third-
party COBRA Administrator
Not Included Not Included
Other Custom File Feed Not Included Not Included
Affordable Care Act (ACA)
Output File
Included Included ADP will provide Client with an output file in standard ADP format for
reporting of benefits data elements required for annual filing.
System
Configuration
Unique Pay Schedules/
Calendars
4 Included - Includes up to 4 unique pay schedules/calendars
Annual Open Enrollment
Periods
1 Included - Includes up to 1 annual open enrollment period
Active Enrollment Not Included Not Included
Centralized Administration Included Included Client decision making and processing rules governed by single
centralized group
Benefit Eligibility Groups 4 Included Includes retiree eligibility groups if applicable
Health Plan Options 10 Included - Health Plans include medical, dental, vision, prescription and do not
include welfare or flexible spending accounts.
- In the event Client (or Client vendor) requires employees to sign an
arbitration agreement in order to obtain benefits coverage, Client (or
Client vendor) is responsible for such administration.
Coverage Tiers 5 Included Coverage tiers are defined as EE only, EE + One, EE + Family, etc.
Retiree Administration Not Included Not Included
Additional Rate Structures 0 Not Included
City of Augusta/Richland County
PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation ONLY 11-20-17.xlsm
Pricing Appendix_09-08-2017 6 17080173
Work / Life Events 33 types Included Available work / life event types are:
- New hire
- Newly eligible
- Rehire with benefit reinstatement
- Rehire without benefit reinstatement
- Address change
- Leave of absence
- Return from leave of absence
- Salary change
- Change to participation group
- Termination
- Retirement
- Death of employee
- Pay frequency change
- Reduction of hours – no longer benefit eligible
- Full Time to Part Time / PT to FT
- Newly benefits eligible (ACA)
- Dependent age out
- Annual Enrollment
- Turning 65 / newly Medicare eligible
- Age Banded Events (i.e. life insurance crossing 5 yr age bad)
- Marriage or civil union
- Divorce or annulment
- Birth or adoption of dependent
- Add a domestic partner (DP)
- Dissolution of domestic partnership
- Death of spouse / DP
- Death of child / DP’s child
- Spouse becomes benefit eligible
- Spouse becomes benefit ineligible
- Dependent child becomes benefit eligible
- Dependent child becomes benefit ineligible
- Loss of Coverage Elsewhere, Gain of Coverage Elsewhere
- Spouses Open Enrollment
Employee Web
Access
Non-English Language 1 Included
Single Sign-on (SSO) to Third
Party Site
0 Not Included
Commission Meeting Agenda
5/15/2018 2:00 PM
HCD_CHIP GRANT AWARD
Department:Housing and Community Development Department
Department:Housing and Community Development Department
Caption:Motion to approval request to accept a CHIP Grant Award
($612,000) and allow contract execution by the
Mayor. (Approved by Administrative Services Committee
May 8, 2018)
Background:The Georgia Department of Community Affairs (DCA) has
awarded more than $7.6 million in grants through the DCA 2018
Community HOME Investment Program (CHIP) to 15 local
communities around the state. This program helps local
governments, nonprofit organizations and public housing
authorities provide safe and affordable housing in their
communities. Funds may be used to provide eligible, low and
moderate income households to assist with homeowner
rehabilitation and to build new single family homes for resale to
low and moderate income homebuyers. The goal of the program
is to expand the supply of, and access to, safe and affordable
housing in Georgia's communities. Augusta, GA (via HCD)
shall use 100% of the CHIP funds for the construction of 5
single family affordable housing units for sale to low-to-
moderate income households as well as the rehabilitation of 5
owner-occupied housing units.
Analysis:The acceptance of grant will enable the department to provide
additional affordable housing units and homeowner occupied
rehabilitation assistance to low to moderate income households
in Augusta, Georgia.
Financial Impact:None
Alternatives:N/A
Recommendation:
Cover Memo
Accept the CHIP grant and authorize contract execution by
Mayor.
Funds are
Available in the
Following
Accounts:
$612,000 via CHIP funding from the GA Department of
Community Affairs. Fund: 221. Local match required $327,200.
Of this amount, $274,000 will come from HOME Entitlement
Grant Funds and $53,200 will come from land purchased from
the Augusta Georgia Land Bank Authority and Staff Salaries.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
AUGUSTA, GEORGIA
New Grant ProposaUApplication
Before a DepartmenUagcncy mry appty for the granUawerd on behalf of Augwtr Richmond County, they murt lirst obtetn approval
sigarture from the Administrstor and the Flnance llirector. The Adminictrator will obtain lnformetion on the grent program and
requirements from the funding sgcncy rnd review these for feestbtllty to determine if this grenUaward will benelit Augueta
Richmond County. The Flnance Director will revlew the funding requlrement to determlne lf the grant wln fit wlthln our budgetstructure end financiel goals.
Propoeel Project No. Proiect Title
Strrt Date: 08/01/2018
Submit Dete: Mt3Ot2Olg
Totel Budgeted Amount: 939,200.00
Sponsor: GM0038
SponsorType: g
Purpose: l3
End Date: 0810112020
Department: 024
Total Funding Agency:
Georgia flept of Community Affairs
State
Community
Contacts ' - -
RECEIVEDADMINISTMTOR'S OFFICE
APR 3 0t018
AUGUSTA.RICiIMOND
COUNTY
HCD Cash Match? Y
612,000.00 Total Crsh Metch: 327,200.N
PROOOI6T HCD Community HOME Investrnent Program (CHIP) 20itGranT-
The goal oittrls funding is to faciiitad l.)Ncw constnrctiori and
reconstruction of small, affor&ble housing units for sale to low
and moderate income home buyers; and 2.) Housing rehabilitation of
owner-occupied homes. This grant supplements Laney walker Neighborhood Plan,
URA Resolution, and LWB-Urban Redevelopment Plan-June 2016 to construct 6
single family units and rehab 5 single family units to be awarded through a bid
process for each project individually. Local Match Required $327,200. of ttris
amount $274,000 will come from HOME Entitlement Grant Funds and $53,200 will
come from land purchased from the Augusta Georgia Land Bank Authority and Staff
Salaries.
EEO Required: N
EEO Notified: N
Type ID Name phoo"I curotz English, Leslie (706)g2l-30s1
ApprovalsTlpe
FA
iy_
H. WELCHER
Dete
04130t2018
LEl0l 19 - Leslie English prge Current Dtt!:
Curr.nt Tlme:
ut30Dot8
l4:10:13GMI000_PROPOSAL - GMl000: Grants Management: I
Dept. Signature:
Grant Coordinator
User:
Report:
AUGUSTAs GEORGIA
New Grant ProposaVApplication
Beforc r D-eprtmenuagency mry lpply for a[e grstru0wud on b€hdf of August Richmond coulty, they nurt trrst obrrir spprovdtign"ure from the AdmlDbrrtor ind the Ftnance Dlrector. T[e Admhirtrrtor will obtaln hformrho oi tt" gr-t p.ogram rndlTllrener! froE the fundirg rgency rld revlew ttcsc for fe.slbllty to determhc if this gr.nglwrrd wilt ben€lit August.Rlchmold coutrty. The llaencc Dlrector ryiu revicw thc futrdlng requirement to determln-e if the gran111.;u 61s;rHn eur [udgetstructure r[d ,inanchl goals.
Proposrl Projcct No. Prdect Title
l.) I have rcviewed the Graot application and -"lo*d -ur..i"l" -d, -..-trfind the grant/award ro be feasible to the needs ofAugusta Richmond County
M"r'1ffi
2.) I-!/rcviewed rhe Gra applicatio! Etrd coclosed materisls and:y'lprove the Departnenr Age&y to move forward with rbe application
form wlll dso be provlde tbc €rterDd euditorr wltt lnformrdor on 0ll gnrts for compllrnce andccrtificrdoD requlremenB as requlr€d by fbc Strae rnd Federal Governmela.
Datc
U...:
Rcponll
LEI Curaa l)atci
Cur..rl TlD.:
0,,BonotE
l4:10:13
' - Ls!!s qrtsxsu prge
-PROPOSAL - GM1000: crarts Maragcoenr:2GMl000
Commission Meeting Agenda
5/15/2018 2:00 PM
RCSO Special Operations Restroom
Department:Central Services - Facilities Maintenance
Department:Central Services - Facilities Maintenance
Caption:Motion to award contract to construct a new ADA accessible
Restroom addition to Building A at the Richmond County
Sheriff’s Office (RCSO) Special Operations Campus to Blount’s
Complete Home of Hephzibah in the amount of $68,000. Bid
Item 18-180(Approved by Administrative Services
Committee May 8, 2018)
Background:The RCSO is in the process of renovating three buildings
purchased from the state into a center for crime suppression and
special operations. The main building does not currently have an
ADA accessible restroom. The most cost effective means to
correct this deficiency is to convert the existing restrooms into a
single accessible restroom and construct a new ADA accessible
restroom at the end of the building. Restroom sex is to be
determined by office staff. An invitation to bid (ITB #18-180)
was issued through Procurement. Bids were received on April
10, 2018.
Analysis:We received three (3) bids. The lowest bid was submitted by
Blount’s Complete Home. Funding is available for the project in
SPLOST 7.
Financial Impact:The cost of the addition is $68,000.00
Alternatives:1. Award contract to construct a new ADA accessible Restroom
addition to Building A at the Richmond County Sheriff’s Office
(RCSO) Special Operations Campus to Blount’s Complete
Home of Hephzibah in the amount of $68,000. 2. Do not
approve award the contract.
Recommendation:Award contract to construct a new ADA accessible Restroom
addition to Building A at the Richmond County Sheriff’s Office
Cover Memo
(RCSO) Special Operations Campus to Blount’s Complete
Home of Hephzibah in the amount of $68,000.
Funds are
Available in the
Following
Accounts:
This project is funded through SPLOST 7.
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, April 10, 2018 @ 3:00 p.m. for furnishing:
Bid Item #18-180 Restroom Addition for the Richmond County Sheriff’s Office for Augusta, GA – Central Services
Department – Facilities Maintenance
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 $40.00.
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, March 1, 2018. 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.
A Mandatory Pre Bid Conference will be held on Friday, March 23, 2018 @ 11:00 a.m. in the Procurement Department, 535 Telfair
Street, Room 605. A Mandatory Site Visit will follow.
All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office
of the Procurement Department by Tuesday, March 27, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by
mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an
eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the
date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder
at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements
for approval as a local bidder, will not be qualified for a bid preference on such eligible local project.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the
successful bidder. 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 March 1, 8, 15, 22, 2018
Metro Courier March 1, 2018
OFFICIAL
Vendors Attachment
"B"E-Verify SAVE
Form Bid Price
Blount's Complete Home
2907C Tobacco Road
Hephzibah, GA 30815
YES 209640 YES $68,000.00
WFO Construction
3276 Buford #104-313
Buford, GA 30519
YES 1163112 YES $149,300.00
SD Clifton Construction
4324 Wheeler Rd
Martinez, GA 30907
Larry Pittman & Assoc
1249 Gordon Park Rd
Augusta, GA 30901
RR & B Associates
6120 Highway 85 South
Riverdale, GA 30274
Contract Management
1827 Killingsworth Road
Augusta, GA 30904
YES 225306 YES $155,000.00
TL Clark Associates Construction
3894 Ruth Street
Augusta, GA 30909
Total Number Specifications Mailed Out: 24
Total Number Specifications Download (Demandstar): 3
Total Electronic Notifications (Demandstar): 251
Total Number of Specificattions Mailed to Local Vendors: 16
Mandatory Pre-Bid Conference Attendees: 14
Total Packages Submitted: 3
Total Noncompliant: 0
Bid Item #18-180
Restroom Addition for the Richmond County Sheriff’s Office
for Augusta, GA - Central Services Department-
Facilities Maintenance
Bid Date:Tuesday, April 10, 2018 @ 3:00 p.m.
Page 1 of 1 18-180_TAB
Commission Meeting Agenda
5/15/2018 2:00 PM
Request for Guidance - Fleet Maintenance
Department:Central Services Department - Fleet Management
Department:Central Services Department - Fleet Management
Caption:Motion to approve soliciting an RFP for fleet maintenance
services. (Approved by Administrative Services Committee
May 8, 2018)
Background:In 2017, the Augusta Commission established a subcommittee to
study the cost effectiveness of in-house verses contracted fleet
maintenance services for the 2,200 assets serviced by our current
vendor. On December 5, 2017, the Augusta Commission voted
to extend the existing fleet maintenance contract with First
Vehicle Services for a period of one year (see
attachment). There was discussion prior to the vote that a
decision would have to be made in early 2018 regarding whether
to issue a new Request for Proposal for maintenance services or
create an in-house maintenance service.
Analysis:Option 1: Issue an RFP. Should the Commission direct staff to
issue an RFP to determine new cost proposals, with the intent to
continue outsourcing fleet maintenance, we estimate twelve to
fifteen weeks for the following activities: • RFP submission (2
weeks), • Procurement advertisement/pre-bid meeting (4-5
weeks), • Compliance Department review (2 weeks), •
Committee Evaluation Meeting (2 weeks), • Committee Agenda
recommendation approval (2 weeks) and • Contract negotiations
and execution (2 weeks). A draft copy of the contract will be
included within the RFP detailing a three-year contract with an
option to extend for two consecutive one-year extensions. Please
note, this timeline is an estimate of events and does not include
any vendor related delays. Option 2: Should the Commission
direct the Central Services Department – Fleet Management
Division to begin the planning process for internal fleet
maintenance, this process will require an estimated six months to
prepare for April 1, 2019 operations. This extended timeframe
will allow for the creation of job descriptions, candidate
recruiting and onboarding.
Cover Memo
Financial Impact:The actual dollar amount cannot be determined until we receive
proposals from qualified vendors. Previous studies and
presentations, given to the Sub-Committee, detailed costs in
excess of $4M with in-house services costing slightly more than
contracted services. In 2017, Fleet Management spent $4.3M.
Alternatives:see options in Analysis above
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
1
Central Services Department
Fleet Management Division
Projected 2018 Business Plan
August 31, 2017
Executive Summary
The Fleet Management Division was transferred from the Finance Department to the
newly created Central Services Department in June of 2016. This transfer did not disrupt the
operations of the division nor the maintenance services provided by the contractor, First Vehicle
Services. The division is comprised of a Fleet Manager, Ron Crowden, and a Fleet Coordinator,
Kaycee Braswell. The two of them along with the Central Services Department Director,
Takiyah A. Douse manage the service agreement and contractual obligations of the maintenance
contract – which may be renewed, expanded or extended for one additional year (2018) by
mutual written agreement.
The city of Augusta has over 2,200 assets to include bucket trucks, dump trucks, weed
eaters and passenger vehicles. The division is responsible for reviewing departmental requests
for vehicles, analyzing the need based upon the department’s operations, and if approved
communicating the need to the Commission for final approval. Vehicle specifications are
obtained, and bid packages are submitted to Procurement for advertisement to the public for
bidding.
Maintenance services are performed at one of two locations within the county 1) Broad
Street 2) Tobacco Road. Shop 1 Broad Street services passenger vehicles and shop 2 Tobacco
Road services heavy equipment. The city owns the shops although the use of the bay lift and
other stationary equipment is operated by the vendor. Both locations are in need of infrastructure
repairs and upgrades as a result of a lack of funding to realize this need. The contractor allocates
38.5 persons to service the contract.
Organization and Management
Takiyah A. Douse, Central Services Director, was promoted to lead this newly created
department June 2016 which combined Augusta 311, Facilities Maintenance, Fleet Management,
Real Estate and Records Retention. She was formerly the Motor Vehicle Division Director for
the Richmond County Tax Commissioner’s Office and Assistant Vice President/Commercial
Banker for the Central Savannah River Area of SunTrust Bank. She received a dual degree in
Finance and Management from Paine College and a Master’s of Business Administration with an
emphasis in Management from Troy University.
Ron Crowden, Fleet Manager, graduated from Richmond Academy and Purdue
University with a BA in History. After serving our country for over 20 years he retired from the
United States Army and was later employed by Richmond County in June 1992 as the Safety
Training Officer in Risk Management. His primary responsibilities included conducting safety
inspections on facilities, vehicles and equipment, investigating claims, executing the substance
2
abuse policy, and conducting the “Character Training” program. He became the Fleet Manager
February 2001 and is responsible for the acquisition of new vehicles and equipment for all
departments, overseeing the maintenance program, fuel program, and disposal of surplus assets
through GovDeals – an online service provider who allows various governments to sell surplus
and confiscated items via the internet.
Kaycee Braswell, Fleet Administrative Coordinator, graduated from Georgia Military
College with an Associate’s Degree in General Studies and from Georgia Southern University
with a Bachelors’ Degree in General Studies and a concentration in Business. She was employed
by Augusta Richmond County in 2011 as the maintenance/parts clerk for the Environmental
Services Department responsible for managing the maintenance parts room and maintenance
billing. She tracked part orders, processed monthly billing statements and served as the
procurement clerk for the maintenance division. In August 2015 she became the Fleet
Administrative Coordinator with the responsibility of monitoring the Fleet Fuel Program for all
departments; assisting the Fleet Manager with surplus sales, prepares and makes
recommendations for fuel and maintenance budgets for all departments, monitors fleet
expenditures and processes tags, titles and registrations.
Data Measurement
While researching the feasibility of in house verses contracted Fleet Maintenance
services, the following categories were studied:
· Salaries and Benefits
· Parts and Services
· Operating Budget
The data provided, details the research findings, along with projected budgets for the next three
years.
Market Analysis
In researching comparable municipalities throughout the state of Georgia, the Cities of
Savannah, Macon-Bibb and Columbus-Muscogee were amiable and forthcoming with
information for research purposes.
Macon-Bibb, Georgia has operated under the “Flat Rate” Program since 1995 and has
continued to evolve its program throughout the years. The “Flat Rate” Program budget is on
average $125,000 annually including their technicians both full and part time. According to
Macon-Bibb, it allows for a solid retention rate and allows technicians to set their own salaries to
some extent. Similar to the concept of being “commission driven” compensation based on the
number of vehicles & hours the technicians turn out. The City uses some prison labor for
office/shop janitorial needs with now currently having some considerations for using prison labor
for other labor such as tire repairs.
Macon-Bibb has a fleet size of approximately 2,600 vehicles and/or equipment. The
budget for vehicle and equipment maintenance is approximately $2 million annually with
3
approximately $1 million being allocated for employee salaries and/or benefits. Their current
retention rate for a technician with 15 years or more of service is approximately 99% with
turnover being mainly for retirement. Majority of their maintenance is completed in-house
(85%) with large tire service, some engine and transmission repairs, tractor repairs and welding
being contracted out.
Macon-Bibb maintains roughly $25,000 in inventory, comprised mostly of oils and
lubricants required for daily use. They use the “Just In Time” Method that utilizes selected local
suppliers consisting of 3 to 4 parts businesses who deliver parts on demand with an average
fifteen to twenty-minute turnaround time except for special orders or non-local supplier parts.
Macon-Bibb operates on a technician software system called “Mitchell1” for both their light and
heavy equipment servicing. The system costs approximately $5,500 per year.
Columbus-Muscogee has an in-house fleet department that maintains a high percentage
of operational fleet vehicles and equipment. The operational budget for the department is
approximately $2 million annually. To service and maintain a fleet asset size of 2,860 they
average 39 full-time employees with the assistance of “inmate” labor that varies daily.
Columbus-Muscogee performs all routine preventive maintenance on fleet vehicles and
equipment within a radius of 200 miles, 20 hours, or a day of scheduled service. This
methodology allows user Departments to turn their vehicles in for service at a time or date that
may be more convenient than the regularly scheduled date of maintenance. Most of the
maintenance performed in-house is preventive maintenance with sophisticated engine repairs and
heavy equipment repairs contracted out.
The City of Savannah manages and maintains a fleet of over 2,200 assets. Their fleet is
serviced and maintained by 39 employees with a total annual budget of $5.6 million. Savannah’s
auto mechanic technical staff is fully certified with a very low department turnover attributed to
agency benefits. Approximately 99% of the maintenance is completed in-house with some
maintenance work contracted to vendors for warranty related issues and specialty issues related
to the Police Department or Fire Department. To reduce inventory and parts costs, Savannah is
in the process of researching options to contract out this component of its operations. The City of
Savannah maintains approximately $1.7 million in inventory for all vehicle types and utilize
Fleet Anywhere, a software program for inventory and asset tracking – this program is similar to
FASTER Asset Solutions by CCG (Chesapeake Computer Group).
Population Fleet In /Out Budget Staff Ops Study
Berkley County, SC
(Charleston)
198,205 525 In $2.1M 9 N
Bibb County, GA
(Macon)
92,582 2,600 In $4.3M 13 N
City of Savannah, GA 146,763 2,200 In $5.6M 39 N
Henry County, GA
(McDonough)
213,869 1,257 In $1.7M 22 N
Muscogee County, GA
(Columbus)
186,984 2,860 In $2M*
41 N
Richmond County, GA
(Augusta)
197,182 2,200 Out $5M 41 Y
4
Note: Budget data presented reflects FY 2017 approved budget
*Muscogee County budget figure represents the operations budget only. All associated fleet maintenance costs are charged to each respective
Department, thus a reduced figure is reported. Information concerning fleet service costs were unattainable.
5
• Direct control over work to be performed
• More budgetary control to quickly adjust as necessary for fluctuations from year to year
• Increased quality control ability to quickly respond to inefficiencies by changing systems
• Continuity of current management to assist with transition if necessary
• Elimination of contractual management fees
• Enhanced flexibility with making repairs
Strengths
• Shortage of skilled mechanics within the Central Savannah River Area (Cline, Damon “A
problem worth fixing” Augusta Chronicle 16 April 2017 D1 Print)
• Limited bargaining power in relation to attracting qualified mechanics to perform job duties
• Extended time frame to hire qualified mechanics, technicians, etc. due to the lengthy recruiting
process
• Lack of control concerning the Procurement Process which may prolong parts receipt and costs
• The current PPPM makes it difficult to discipline and or dismiss underperforming staffers
when deemed necessary by the department
• Current facilities are in need of replacement
• Assume liability for OSHA, DOTand compliance breaches
Weaknesses
• Decrease size of city’s fleet
• Review and Streamline Procurement Process for a faster turnaround of purchase orders for
parts acquisition under an approved amount
• Development of Vehicle/Equipment Replacement Schedule with allocated funds
• Increased work force and internal job opportunities
• Lease vehicles rather than purchase
Opportunities
• Increased capital costs (price of new vehicles, equipment, and machinery)
• Adverse impact on other departments (Human Resources, Procurement, IT, Finance)
• Increase in department’s overhead costs (administration, accounting, purchasing, etc.)
• Inability to negotiate price for parts etc. with the absence of Contractor bargaining power
• Inability to meet demands of Internal Customers
• The current Procurement guidelines will impact operations based upon the restraints (3 quotes)
• Technician training costs are high
• Overtime is required to meet service demands
Threats
In House Maintenance Analysis
6
Contracted Maintenance Services
• Increased core business efficiency allows for targeted focus
• Effeciencies of scale concerning lower rates, high supply demand and discounted parts
• Best practice benefits from years of operational experience
• Risk reduction - Contractor assumes liability with OSHA, DOT, Fleet compliance etc.
• Contractor is responsible for certification management of technicians
• Transactions are streamlined and fluctuations are limited based upon contractural agreement
• Insight regarding operations since maintenance is primary focus
• Reduced operating costs - Fixed costs agreement
Strengths
• Non contract costs can fluctuate causing budgetary hardships
• Loss of insight over prevenative maintenance
• Inability to directly manage and instruct the workforce
• Changes is operations requires amending the contract
Weaknesses
• Information sharing between two "cultures"
• Reduces proposed staff count
Opportunities
• Non contract costs are difficult to estimate therefore could fluctuate drastically
• Risk of contract default by contractor
• Vendor supplies cease supplying goods or services
• Change in contractor management creates interruptions in vendor/Augusta relationship
Threats
7
Comparison Summary
The contracted maintenance service estimate of $4.3M includes our current contract
($2,957,662.89), non-contract costs and operating costs. Our current operating agreement
includes all parts associated with service, sublet costs, human resource hiring/termination
actions, procurement and management fees. Our current contract may be renewed, expanded or
extended for one additional year (2018) by mutual written agreement.
The in-house maintenance estimate of $4.4M assumes all liability and maintenance costs
associated with operating a fleet maintenance shop. Sublet costs incurred include glass repair
work, emergency towing and body work. This estimated cost does not account for anticipated
administrative work load increases as a result of increased staff (HR), purchases (Finance
and Procurement) and technology needs (IT).
The in-house maintenance service estimate of $4.4M proposes outsourcing parts
acquisition and corresponding process to a selected parts vendor. This option will reduce our
proposed staff by 3 supply related persons with an annual salary savings of $122,670.65
including salary and benefits. This method will lessen the operational load of service for Finance
and Procurement, by reducing the administrative duties relating to processing numerous invoices
and purchase orders. Our current vendor reports processing 8,726 invoices from 162 different
vendors for a total cost of $1,999,958.54 in 2016. This statistic does not include 170 vendors
and 495 transactions with a company credit card totaling $36,299.42.
Serotta Maddox Evans & Co., CPA’s, contracted internal auditing firm, has reviewed this
financial data for accuracy.
• Contracted Maintenance Service$4,385,434.82
• In House Maintenance$4,419,136.03
• In House Maintenance w/ Outsourced Parts $4,420,107.53
Commission Meeting Agenda
5/15/2018 2:00 PM
Motion to approve allowing staff to work on an amendment to Title 3, Chapter 3, Article 3 of the
Augusta, Georgia Code dealing with Fire Prevention Codes to update the same
Department:Fire/Law
Department:Fire/Law
Caption:Motion to approve allowing staff to work on an amendment to
Title 3, Chapter 3, Article 3 of the Augusta, Georgia Code
dealing with Fire Prevention Codes to update the same.
(Approved by Public Safety Committee May 8, 2018)
Background:The last amendment to this Article was in 2009. Since that time,
State Code and Departments referenced in this Article have
changed. The Article needs to be updated to reflect current
standards and departments.
Analysis:
Financial Impact:None
Alternatives:Approve or deny
Recommendation:Approve
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.Cover Memo
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
2018 Budget Amendment
Department:Planning & Development
Department:Planning & Development
Caption:Motion to approve to amend the 2018 Budget (Planning 220-
01-6309) by transferring existing funds from Salary/Wages to
Other Professional Services to provide for the Augusta Regional
Transportation Study project known as Congestion Management
Process Update (CMP). (Approved by Finance Committee
May 8, 2018)
Background:The Policy Committee for the Augusta Regional Transportation
Study adopted the 2018 Unified Planning Work Program that list
work elements and funding sources. Included in the approved
Work Program is the Special Transportation Study titled
Congestion Management Process Update. (This will be
discussed in a separate agenda item).... The funds for this
project, awarded to Augusta Planning & Development
Department on behalf of the Augusta Regional Transportation
Study – Metropolitan Planning Organization, are included in the
annual Federal Highway Administration funds administered
through the Georgia Department of Transportation that Augusta
receives….
Analysis:The funds to be transferred are GDOT – FHWA funds that were
budgeted for a Section Manager position that is vacant, and
funds for Permanent Part Time Salary/Wages. The total
Salary/Wage funds to be transferred are $100,778.00. (The
Section Manager position $59,178 will continue to exist but
labeled UNFUNDED; the Permanent Part Time S/W budget line
item ($41,600) will be eliminated.) The transferred funds in
addition to other budgeted GDOT – FHWA funds will be used
to fund the majority of the project cost. For the balance of the
cost, the City will provide a $35,000 match that is included in
the current budget, and Aiken County will provide a $25,000
match for the total project cost of $200,000. Cover Memo
Financial Impact:All funds are currently included in the 2018 Budget.
Alternatives:The Augusta Planning & Development Department is committed
to providing the Congestion Management Process Update.
Recommendation:Approval
Funds are
Available in the
Following
Accounts:
20018 Budget Amendment: $140,000 for Congestion
Management Program (consultant’s study / total cost not to
exceed $200,000) Transfer funds: (Revenue Fund 3343117
GDOT-FHWA-PL) From: 5111110 Salary/Wages: $59,178.00
Section Manager Vac (unfund –keep the position) 5111210
Perm Part-Time S&W $41,600.00 (eliminate line item) 5211118
Other Oper Expenses $20,000.00 5239112 Temp.Workers
$10,222.00 5234110 Printing&Binding $4,000.00 5531111
PrintShopCharges $5,000.00 Sub Total $140,000.00 Augusta
Match 35,000.00 (52121999 Other Prof Services) Aiken Co
Match 25,000.00 TOTAL $200,000.00
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
Award contract to Vanesse, Hangen Brustlin Inc. – VHB for RFP 18-159 ARTS MPO Congestion
Management Process Update
Department:Planning & Development
Department:Planning & Development
Caption:Motion to award contract for professional consulting planning
and engineering services for RFP 18-159 Congestion
Management Process Update for the Augusta Regional
Transportation Study MPO. All procurement procedures were
followed in accordance with city, state and federal
requirements. This contract shall not to exceed $200,000.
(Approved by Finance Committee May 8, 2018)
Background:The Augusta Planning and Development Department on behalf
of the Augusta Regional Transportation Study – Metropolitan
Planning Organization is required to develop and maintain a
Congestion Management Process as a prerequisite of the federal
transportation planning process in compliance with 23 U.S.C
134, 49 U.S.C 5305 CFR §450.334(a) of the Metropolitan
Planning and Programming Regulations. Based on the
Transportation Management Area Certification Review of the
ARTS MPO conducted by the Federal Highway Administration
and Federal Transit Administration on July 26-27, 2016, the
Augusta Planning and Development Department is required to
update the Congestion Management System (CMS) to comply
with FHWA transportation planning guidelines for Congestion
Management Process Framework to include performance
measures and targets. The Policy Committee of the ARTS MPO
approved a resolution on December 7, 2017 to include funding
for this project $200,000 ($140,000 is 80% federal MPO PL
funds and $35,000 is 20% local match) using federal aid
highway transportation funds from GDOT, SCDOT and FHWA.
The local match is provide in the 2018 general fund budget for
the Planning and Development Department. Additionally, the
Aiken County Planning and Development Department will
provide $25,000 ($20,000 federal MPO PL funds and $5,000
local match).
Cover Memo
Analysis:The APDD must develop and maintain a Congestion
Management Process for ARTS MPO as a condition of receiving
federal metropolitan planning funds to carry out and meet all
federal regulations, transportation planning requirements and
guidelines subject to 23 U.S.C 134, 49 U.S.C 5305 CFR
§450.334(a) of the Metropolitan Planning and Programming
Regulations; and the Fixing America Surface Transportation
(FAST) Act of 2015.
Financial Impact:No additional financial impact. Funding for this project is
provide in the 2018 general fund budget for the Planning and
Development Department.
Alternatives:Do not approve the contract award to the recommended firm for
professional consulting planning and engineering services not to
exceed $200,000.00.
Recommendation:Approve the contract award to the recommended firm for
professional consulting planning and engineering services not to
exceed $200,000.00.
Funds are
Available in the
Following
Accounts:
GDOT, SCDOT and FHWA will provide federal aid highway
transportation funds. Aiken County, SC will also provide local
funds for this project as member government of the ARTS MPO.
These funds are included in the Planning and Development
Department in account # 220016309 – Planning and
Development Grant.
REVIEWED AND APPROVED BY:
Cover Memo
Request for Proposal
Request for Proposals will be received at this office until Wednesday, February 28, 2018 @ 3:00 p.m. for furnishing:
RFP Item # 18-159 Congestion Management Process Update for Augusta Regional Transportation Study (ARTS)
Metropolitan Planning Organization for Augusta, GA - Planning and Development Department
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
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.
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, February 16, 2018, @
5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract
with the successful bidder(s).
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 January 25, 2018 and February 1, 8, 15, 2018
Metro Courier January 25, 2018
OFFICIAL
VENDORS Attachment
"B"E-Verify SAVE
Form
Addendum
1 Original 9
Copies
Fee
Proposal
Compliance
Review
16% DBE
Federally Funded
Stantec Consulting Services
2127 Ayrsley Town Blvd.
Charlotte, NC 28273
Yes 45735 Yes Yes Yes Yes Yes Yes
RK&K
2100 East Cary St., Suite 309
Richmond, VA 23223
Yes 269611 Yes Yes Yes Yes Yes Yes
Vanasse Hangen Brustlin, Inc.(vhb)
1355 Peachtree Street, NE, Suite 100
Atlanta, GA 30309
Yes 115289 Yes Yes Yes Yes Yes Yes
Total Number Specifications Mailed Out: 75
Total Number Specifications Download (Demandstar): 8
Total Electronic Notifications (Demandstar): 553
Total Number Specifications Mailed to Local Vendors: 0
Pre Proposal Telephone Conference Attendees: N/A
Total packages submitted: 3
Total Noncompliant: 0
RFP #18-159 Congestion Management Process Update
for Augusta Regional Transportation Study (ARTS) Metropolitan Planning Organization
for the Augusta, Georgia – Planning & Development Department
RFP Date: Wednesday, February 28, 2018 @ 3:00 p.m.
1 18-159 Official RFP Tab
Stantec Consulting
Services
2127 Ayrsley Town Blvd.
Charlotte, NC 28273
RK&K
2100 East Cary St.,
Suite 309
Richmond, VA 23223
VHB
1355 Peachtree St., NE,
Suite 100
Atlanta, GA 30309
Stantec Consulting
Services
2127 Ayrsley Town Blvd.
Charlotte, NC 28273
RK&K
2100 East Cary St.,
Suite 309
Richmond, VA 23223
VHB
1355 Peachtree St., NE,
Suite 100
Atlanta, GA 30309
Evaluation Criteria Ranking Points
1. Completeness of Response
• Package submitted by the deadline
• Package is complete (includes requested
information as required per this solicitation)
• Attachment B is complete, signed and notarized
N/A Pass/Fail PASS PASS PASS PASS PASS PASS
2. Qualifications & Experience (0-5)25 3.2 4.0 4.8 80.6 100.0 119.4
3. Organization & Approach (0-5)20 3.4 3.6 4.6 68.9 71.1 92.2
4. Scope of Services:
1) Firm and subconsultant(s) experience on same and/or
similar projects within the past five (5) years
2) Project Understanding and Technical Approach
3) Successfully completed projects without major legal,
technical problems and financial accountability Quality of
References
(0-5)15 3.6 3.9 4.2 53.3 58.3 63.3
5. Schedule of Work (0-5)10 3.4 3.8 4.3 34.4 37.8 43.3
6. References (0-5)5 3.7 3.2 3.7 18.3 16.1 18.3
17.3 18.4 21.6 255.6 283.3 336.7
8. Presentation by Team (0-5)10 0 0 0
9. Q&A Response to Panel Questions (0-5)5 0 0 0
Lowest Fees 5 10 5 50 0 0
Second 5 6 5 0 0 30
Third 5 4 5 0 20 0
Forth 5 2 0 0 0
Fifth 5 1 0 0 0
Total Phase 2 (Total Possible Score 125) 5 5 5 50 20 30
22.3 23.4 26.6 305.6 303.3 366.7
RFP #18-159 Congestion Management Process Update for Augusta Regional Transportation Study (ARTS)
Metropolitan Planning Organization
for the Augusta, GA – Planning & Development Department
Evaluation Meeting: Wednesday March 21, 2018 @ 1:30 p.m.
Scale 0 (Low) to 5 (High)
Ranking of 0-5 (Enter a number value between 0 and 5)Weighted Scores
Procurement DepartmentRepresentative:_________Nancy Williams____________________________________
Procurement Department Completion Date: 3/21/18
Phase 2 (Option - Numbers 8-9)
10. Cost/Fee Proposal Consideration
(only choose 1 line according to dollar value of the proposal in relation to all fee proposals - enter
Internal Use Only
Total Cumulative Score
(Maximum point is 500)
Evaluator: Cumulative Date: 3/21/18
Vendors
Total
Phase 1 Total - (Total Maximum Ranking 25 -
Maximum Weighted Total Possible 375)
Phase 1
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 1 of 44
FEDERALLY FUNDED
Request for Proposals
RFP Item #18-159
Congestion Management Process Update for the Augusta Regional
Transportation Study – Metropolitan Planning Organization
For
Augusta, Georgia – Planning and Development Department
RFP Due: Wednesday, February 28, 2018 @ 3:00 p.m.
One Original and Nine (9) Copies of RFP shall be submitted
Thanks for doing business with us . . .
Geri A. Sams, Procurement Director
535 Telfair Street, Room 605
Augusta, Georgia 30901
Rev. 2/17/2016
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 2 of 44
Table of Contents
Request for Proposal
Instruction to Submit
Purpose
Viewing of the Augusta Code
Compliance with Laws
Proposal for All or Part
Minority/Women Business Enterprise (MWBE) Policy
Augusta Georgia License Requirement
Terms of Contract
Notice to All Proponents Required to be returned with your submittal. Both documents must be notarized
Attachment B Must return the 2 pages
Systematic Alien Verification for Entitlements (SAVE) Program
Request for Proposal Specifications
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 3 of 44
Request for Proposal
Request for Proposals will be received at this office until Wednesday, February 28, 2018 @ 3:00 p.m. for furnishing:
RFP Item # 18-159 Congestion Management Process Update for Augusta Regional Transportation Study (ARTS)
Metropolitan Planning Organization for Augusta, GA - Planning and Development Department
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
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.
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, February 16, 2018,
@ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract
with the successful bidder(s).
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 January 25, 2018 and February 1, 8, 15, 2018
Metro Courier January 25, 2018
Cc: Janice Allen Jackson Administrator
Melanie Wilson Planning and Development
Carletta Singleton Planning and Development
Revised: 2/17/2016
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 4 of 44
INSTRUCTIONS TO SUBMIT
INSTRUCTIONS TO SUBMIT
1.1 Purpose: The purpose of this document is to
provide general and specific information for use by vendors
in submitting a proposal to supply Augusta, Georgia with
equipment, supplies, and or services as listed above. All
proposals are governed by the Augusta, Georgia Code.
1.2 Viewing the Augusta Code: All proposals are
governed and awarded in accordance with the applicable
federal and state regulations and the Augusta, Georgia
Code. To view the Code visit Augusta’s website at
www.augustaga.gov or
http://www.augustaga.gov/index.aspx?NID=685
Guidelines & Procedures.
1.3 Compliance with laws: The Proponent shall
obtain and maintain all licenses, permits, liability insurance,
workman's compensation insurance and comply with any
and all other standards or regulations required by federal,
state or Augusta, Georgia statute, ordinances and rules
during the performance of any contract between the
Proponent and Augusta, Georgia. Any such requirement
specifically set forth in any contract document between the
Proponent and Augusta, Georgia shall be supplementary to
this section and not in substitution thereof.
1.4 Proposals For All Or Part: Unless otherwise
specified by Augusta, Georgia or by the proponent,
AUGUSTA, GEORGIA RESERVES THE RIGHT TO MAKE
AWARD ON ALL ITEMS, OR ON ANY OF THE ITEMS
ACCORDING TO THE BEST INTEREST OF AUGUSTA,
GEORGIA. Proponent may restrict his proposal to
consideration in the aggregate by so stating, but must name
a unit price on each item submitted upon.
1.5 All protest shall be made in writing to:
Attn: Geri A. Sams,
Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901,
Fax: 706-821-2811 or
Email: procbidandcontract@augustaga.gov
1.6 Minority/Women Business Enterprise (MWBE)
Policy: Court Order Enjoining Race-Based Portion of DBE
Program Augusta, Georgia does not have a race or gender
conscious Disadvantaged Business Enterprises (DBE)
program for projects having Augusta, Georgia as the
source of funding. Augusta does enforce mandatory DBE
requirements of federal and state agencies on contracts
funded by such agencies and has a DBE Program to comply
with U.S. Department of Transportation (DOT), Federal
Transit Administration (FTA), Federal Aviation
Administration (FAA) and other federal and state
mandated DBE requirements for certain DOT, FTA, FAA,
and other federal and state assisted contracts as required
by 49 C.F.R. Part 26, et. seq. and/or 49 C.F.R. Part 23, et.
seq. This DBE program is only for DOT, FTA and FAA
assisted contracts and other federal or state funded
contracts having mandatory DBE requirements. (See
Article 13 of the Augusta, GA. Code.)
Augusta, Georgia prohibits any language in any
solicitation, bid or contract that is inconsistent with the
July 21, 2011 Court Order in the case, Thompson Wrecking,
Inc. v. Augusta Georgia, civil action No. 1:07-CV-019. Any
such language appearing in any Augusta, Georgia
solicitation, bid or contract is void and unenforceable.
A copy of this Order can be reviewed at
www.augustaga.gov home page.
1.7 Augusta, Georgia License Requirement: For
further information contact the License and Inspection
Department @ 706 312-5050.
General Contractors License Number: If applicable, in
accordance with O.C.G.A. §43-41, or be subjected to
penalties as may be required by law.
Utility Contractor License Number: If applicable, in
accordance with O.C.G.A. §43-14, or be subjected to
penalties as may be required by law.
1.8 Terms of Contract: (Check where
applicable)
[ ] (A) Annual Contract
[ ] (B) One time Purchase
[X] (C) Other
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 5 of 44
NOTICE TO ALL VENDORS
(PLEASE READ CAREFULLY)
ADHERE TO THE BELOW INSTRUCTIONS AND DO NOT SUBSTITUTE FORMS
PLEASE READ CAREFULLY:
Attachment B is a consolidated document consisting of:
1. Business License Number Requirement (must be provided)
2. Acknowledgement of Addenda (must be acknowledged, if any)
3. Statement of Non-Discrimination
4. Non-Collusion Affidavit of Prime Proponent/Offeror
5. Conflict of Interest
6. Contractor Affidavit and Agreement (E-Verify User ID Number must be provided)
Attachment B Must be Notarized & the 2 Pages Must be returned with your submittal – No Exceptions.
Business License Requirement: Proponent must be licensed in the Governmental entity for where they do the majority of their
business. Your company’s business license number must be provided on Page 1 of Attachment B. If your Governmental entity
(State or Local) does not require a business license, your company will be required to obtain a Richmond County business
license if awarded a contract. For further information contact the License and Inspection Department @ 706 312-5050.
Acknowledgement of Addenda: You Must acknowledge all Addenda. See Page 1 of Attachment B.
E-Verify * User Identification Number (Company I.D.) The recommended awarded vendor will be required to provide
a copy of Homeland Security’s Memorandum Of Understanding (MOU)
Affidavit Verifying Status for Augusta Benefit Application (S.A.V.E. Program) (Must Be Returned With Your Submittal)
ReturnOnlyIfApplicable:
The Exception Sheet (if applicable)
Local Vendor Registration (if applicable)
________________________________________________________________________
The successful proponent will submit the following forms to the Procurement Department no later than five (5) days after
receiving the “Letter of Recommendation” (Vendor’s letter will denote the date forms are to be received)
Georgia Security and Immigration Subcontractor Affidavit
Non-Collusion Affidavit of Sub-Contractor
________________________________________________________________________
WARNING: Please review “Notice to Proponent” regarding Augusta Georgia’s Local Small Business Opportunity Program Proponent
Requirements.
Vendors are cautioned that acquisition of proposal documents through any source other than the office of the Procurement Department is not advisable.
Acquisition of proposal documents from unauthorized sources places the proposer at the risk of receiving incomplete or inaccurate information upon
which to base his qualifications.
Proposals are publicly opened. It is your responsibility to ensure that your company has met the Specifications and Licenses requirements prior to
submitting a proposal.
Rev. 8/6/2015
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 6 of 44
Attachment B
You Must Complete and Return the 2 pages of Attachment B with Your Submittal. Document Must Be Notarized.
Augusta, Georgia Augusta Procurement Department
ATTN: Procurement Director
535 Telfair Street, Suite 605
Augusta, Georgia 30901
Name of Proponent: _______________________________________________________________________________
Street Address: ___________________________________________________________________________________
City, State, Zip Code: ______________________________________________________________________________
Phone: ______________________ Fax: __________________________Email: ________________________________
Do You Have A Business License? Yes: ______ No: ______
Augusta, GA Business License # for your Company (Must Provide): _____________________________________
Your State/Local Business License # for your Company (Must Provide):_____________________________________
Utility Contractors License # (Must Provide if applicable): MUST BE LISTED ON FRONT OF ENVELOPE
General Contractor License # (Must Provide if applicable): _____________________________________
Additional Specialty License # (Must Provide if applicable):_____________________________________
NOTE: Company must be licensed in the Governmental entity for where they do the majority of their business. If your Governmental entity (State or Local)
does not require a business license, please state above (Procurement will verify), your company will be required to obtain a Richmond County business license
if awarded a RFP. For further information regarding Augusta, GA license requirements, please contact the License and Inspection Department @ 706 312-
5050.
List the State, City & County that issued your license:__________________________________________________
Acknowledgement of Addenda:(#1)____: (#2)____: (#3) ____: (#4)____ : (#5)____: (#6)____: (#7)____: (#8) ____:
NOTE: CHECK APPROPRIATE BOX(ES)- ADD ADDITIONAL NUMBERS AS APPLICABLE
Statement of Non-Discrimination
The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta,
Georgia. The undersigned covenants that we have not discriminated, on the basis of race, religion, gender, national origin or ethnicity, with regard to prime contracting,
subcontracting or partnering opportunities.
The undersigned covenants and agrees to make good faith efforts to ensure maximum practicable participation of local small businesses on the proposal or
contract awarded by Augusta, Georgia. The undersigned further covenants that we have completed truthfully and fully the required forms regarding good faith efforts
and local small business subcontractor/supplier utilization.
The undersigned further covenants and agrees not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta,
Georgia’s Local Small Business Opportunity Program. Set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the
entity.
The undersigned acknowledge and warrant that this Company has been made aware of understands and agrees to take affirmative action to provide such
companies with the maximum practicable opportunities to do business with this Company;
That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without
interruption;
That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference
into any contract or portion thereof which this Company may hereafter obtain and;
That the failure of this Company to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material
breach of contract entitling Augusta, Georgia to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to
cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and or forfeiture of
compensation due and owing on a contract.
Non-Collusion of Prime Proponent
By submission of a proposal, the vendor certifies, under penalty of perjury, that to the best of its knowledge and belief:
(a) The prices in the proposal have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting
competition, as to any matter relating to such prices with any other vendor or with any competitor.
(b) Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the vendor prior to opening, directly or
indirectly, to any other vendor or to any competitor.
(c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership or corporation to submit or not to submit a proposal for the
purpose of restricting competition. Collusions and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice
Department.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 7 of 44
Conflict of Interest
By submission of a proposal, the responding firm certifies, under penalty of perjury, that to the best of its knowledge and belief:
1. No circumstances exist which cause a Conflict of Interest in performing the services required by this RFP, and
2. That no employee of the County, nor any member thereof, not any public agency or official affected by this RFP, has any pecuniary interest in the business
of the responding firm or his sub-consultant(s) has any interest that would conflict in any manner or degree with the performance related to this RFP.
By submission of a proposal, the vendor certifies under penalty of perjury, that to the best of its knowledge and belief:
(a) The prices in the proposal have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting
competition, as to any matter relating to such prices with any other vendor or with any competitor.
(b) Unless otherwise required by law, the prices which have been quoted in the proposal have not knowingly been disclosed by the vendor prior to opening,
directly or indirectly, to any other vendor or competitor.
c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership or cooperation to submit or not to submit a proposal
for the purpose of restricting competition. For any breach or violation of this provision, the County shall have the right to terminate any related contract or
agreement without liability and at its discretion to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift,
payment or consideration.
Contractor Affidavit and Agreement
By executing this affidavit, the undersigned contractor verifies its compliance with 0.C.G.A.§ 13-10-91, stating affirmatively that the individual, firm, or
corporation which is contracting with Augusta, Georgia Board of Commissioners has registered with and is participating in a federal work authorization
program* [any of the electronic verification of work authorization 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 0.C.G.A
§13-10-91. The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of
services pursuant to this contract with Augusta, Georgia Board of Commissioners, contractor will secure from such subcontractor(s) similar verification of
compliance with 0.C.G.A §13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to
maintain records of such compliance and provide a copy of each such verification to the Augusta, Georgia Board of Commissioners at the time the
subcontractor(s) is retained to perform such service.
Georgia Law requires your company to have an E-Verify*User Identification Number (Company I.D.) on or after July 1, 2009.
For additional information or to enroll your company, visit the State of Georgia website:
https://e-verify.uscis.gov/enroll/ and/or http://www.dol.state.ga.us/pdf/rules/300_10_1.pdf
**E-Verify * User Identification Number (Company I.D.) _________________________________
NOTE: E-VERIFY USER IDENDIFICATION NUMBER (COMPANY I.D.) MUST BE PROVIDED: IN ADDITION, THE RECOMMENDED AWARDED VENDOR WILL BE REQUIRED TO
PROVIDE A COPY OF HOMELAND SECURITY’S MEMORANDUM OF UNDERSTANDING (MOU)
The undersigned further agrees to submit a notarized copy of Attachment B and any required documentation noted
as part of the Augusta, Georgia Board of Commissions specifications which govern this process. In addition, the
undersigned agrees to submit all required forms for any subcontractor(s) as requested and or required. I further
understand that my submittal will be deemed non-compliant if any part of this process is violated.
__________________________________________
Company Name
_________________________________________
BY: Authorized Officer or Agent
(Contractor Signature)
________________________________________
Title of Authorized Officer or Agent of Contractor
_________________________________________
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ DAY OF ___________________, 20___
__________________________________________ NOTARY SEAL
Notary Public
My Commission Expires: ______________________________________________
You Must Complete and Return the 2 pages of Attachment B with Your Submittal. Document Must Be Notarized.
REV. 2/17/2016
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 8 of 44
You Must Complete and Return with Your Submittal. Document Must Be Notarized
Systematic Alien Verification for Entitlements (SAVE) Program
Affidavit Verifying Status for Augusta, Georgia Benefit Application By executing this affidavit under
oath, as an applicant for an Augusta, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi
Permit, Contract or other public benefit as reference in O.C.G.A. Section 50-36-1, I am stating the following with
respect to my proposal for an Augusta, Georgia contract for
______________________________________________________________________________
[RFP Project Number and Project Name]
______________________________________________________________________________
[Print/Type: Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]
______________________________________________________________________________
[Print/Type: Name of business, corporation, partnership, or other private entity]
1.) _________ I am a citizen of the United States.
OR
2.) _________ I am a legal permanent resident 18 years of age or older.
OR
3.) _________ I am an otherwise qualified alien (8 § USC 1641) or nonimmigrant under the Federal Immigration
and Nationality Act (8 USC 1101 et seq.) 18 years of age or older and lawfully present in the United States.*
In making the above representation under oath, I understand that any person who knowingly and willfully makes
a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code
Section 16-10-20 of the Official Code of Georgia.
___________________________________________
Signature of Applicant
________________________________________________
Printed Name
________________________________________________
*Alien Registration Number for Non-Citizens
SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ___________ DAY OF ______________, 20____
________________________________________________________
Notary Public
My Commission Expires: _____________________________ NOTARY SEAL
Note: THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR SUBMITTAL
REV. 7/12/2015
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 9 of 44
Local Small Business Opportunity Program Ordinance
Requirements Notice To All Bidders (PLEASE READ CAREFULLY)
Shall apply to ALL Bids regardless of the dollar amount
In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractors
agree 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 upon
request. The requirements of the Local Small Business Opportunity
Program can be found at www.augustaga.gov. In accordance with
AUGUSTA, GA. CODE, Contractors shall report to Augusta, Georgia the total
dollars paid to each subcontractor, vendor, or other business on each
contract, and shall provide such payment affidavits, regarding payment to
subcontractors, if any as required by Augusta, Georgia. Such utilization
reports shall be in the format specified by the Director of Minority and
Small Business Opportunities, and shall be submitted at such times as
required by Augusta, Georgia. Required forms can be found at
www.augustaga.gov. If you need assistance completing a form or filing
information, please contact the LSBO Program office at (706) 821-2406.
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.
To print a copy of thePrime Contractor Data Collection Form visit:
http://www.augustaga.gov/index.aspx?NID=1672
Website: http://www.augustaga.gov/index.aspx?nid=83
SHALL APPLY TO PROJECTS $100,000 & UP
Local Small Business Opportunity Program (Continued)
Sec. 1-10-129. Local small business opportunities program
participation.
(a) Sealed Bids The following procedures and contract requirements will
be used to insure that local small businesses are encouraged to participate
in Augusta, Georgia contracts, including but not limited to construction
contracts, requests for professional services and the performance of
public works contracts. The Augusta, Georgia user department shall
indicate goals for local small business in all solicitations for contracts over
$100,000 in value:
(1) Bid conditions for contracts awarded by Augusta, Georgia will require
that, where subcontracting goal is utilized in performing the contract, the
bidder or proponent, will make Good Faith Efforts to subcontract with or
purchase supplies from local small businesses. Bid specifications will
require the bidder or proponent to keep records of such efforts that are
adequate to permit a determination of compliance with this requirement.
(2) Each bidder shall be required to provide documentation of achieving
goal or provide documentation of Good Faith Efforts to engage local small
businesses as subcontractors or suppliers, the names of localsmall
businesses and othersubcontractors to whom it intends to
awardsubcontracts, the dollar value of the subcontracts, and the scope of
the work to be performed, recorded on the form(s) provided or made
available as part of the bid package. If there are no sub-contracting
opportunities, bidder shall so indicate on the appropriate form.
(6) All bid documents shall require bidders or proponents to submit with
their bid the following written documents, statements or forms, which
shall be made available by the Procurement Department.
(i) Non-Discrimination Statement which shall affirm the bidder’s: (a)
adherence to the policies of Augusta, Georgia relating to equal
opportunity in contracting; (b) agreement to undertake certain measures
as provided in this policy to ensure maximum practicable participation of
local small businesses; and (c) agreement not to engage in discriminatory
conduct of any type.
(ii) Proposed Local Small Business Subcontractor/Supplier Utilization Plan.
(iii) Documentation of Good Faith Efforts to use local small businesses.
Failure to submit the above documentation shall result in the bid being
declared non-responsive.
(d)Post Contract Award Requirements. The purpose of this sub-section is
to establish requirements for contractor compliance with the LSBOP after
a contract has been awarded. This is incorporated into all Augusta,
Georgia Contracts for which a local small business goal has been
established or negotiated.
(1) Contractors shall have an affirmative, ongoing obligation to meet or
exceed the committed local small business goal for the duration of the
contract. The Augusta, Georgia may deem a contractor to be in violation
of the LSBOP and in breach of its contract if at any time Augusta, Georgia
determines that:
(a) The contractor will not meet the committed local small business goals;
and
(b) the reasons for the contractor’s failure are within the contractor’s
control. For example, if a contractor does not meet the local small
business goal because the contractor terminated a local small business
without cause or if the contractor caused and local small business to
withdraw from the project without justification, then Augusta, Georgia is
justified in finding the contractor to be in violation of the LSBOP.
(h)Compliance.
(4) The Director of minority and small business opportunities shall be
responsible for evaluating good faith efforts documentation and
subcontractor information submitted by bidders in conformance with, the
AUGUSTA, GA. CODE and any State and Federal Laws applicable to any bid
specifications for competitive sealed bid projects prior to award of the
contract.
(i)Competitive Bids.
Nothing in this Policy is to be construed to require Augusta, Georgia to
award a bid contract to other than the lowest responsible bidder, or to
require contractors to award to subcontractors, or to make significant
material purchases from local small businesses who do not submit the
best overall pricing to Augusta, Georgia.
Sec. 1-10-130. Exceptions – federally funded projects.
In accordance with § 1-10-8 and Chapter 10B, the LSBOP shall only be
utilized with federally funded projects, solicitations or contracts as
authorized by federal (and Georgia) laws, regulations and conditions
applicable to such projects. To the extent that there are any conflicts
between any such laws, regulations or conditions and the LSBOP, the
federal (and Georgia) laws, regulations and conditions shall control.
NOTE: All forms should be submitted in a sealed envelope labeled Local
Small Business Required Forms, Company’s Name & Bid/RFP/RFQ
Number
For questions and or additional information please contact:
Local Small Business Opportunity Program
535 Telfair Street, Room 710
Augusta, Georgia 30901
(706) 821-2406
Website: http://www.augustaga.gov/index.aspx?nid=83
Revised 2/17/2016
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 10 of 44
INSTRUCTION TO BIDDERS:
Augusta, Georgia is seeking proposals for professional consultation services to develop the Congestion Management
Process Update for the Augusta Regional Transportation Study – Metropolitan Planning Organization for the Augusta
Planning and Development Department. Your submittal should respond to, and be based on the information included in
this Request for Proposal.
Responses will be received in the office of the Director of Procurement at 535 Telfair Street, Suite 605, Augusta, GA
30901 until Wednesday, February 28, 2018 @ 3:00 p.m. Each RFP must be submitted in a sealed envelope, and must be
plainly marked on the outside as “RFP 18-159 Congestion Management Process Update for Augusta Regional
Transportation Study (ARTS) Metropolitan Planning Organization”. They should be marked to the attention of Geri
Sams, Director of Procurement. You are required to submit one (1) marked unbound clipped original and nine (9)
copies of your Request for Proposal. Submittals will not be accepted after the date and time indicated.
All firms responding are cautioned to read this RFP carefully for understanding and request clarification from Augusta,
Georgia on any questions pertaining to this RFP. 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, February 16,
2018 @ 5:00 P.M. No RFP will be accepted by fax; all must be received by mail or hand delivered. Issues and responses
addressed in any other manner will not be considered valid or binding in consideration of proposals or any subsequent
contract negotiations.
Failure to provide all of the requested information may cause the proposal to be rejected as non-responsive.
Interested and qualified firm(s) and/or party(ies) are requested to make a response to accomplish the Scope of Services
described herein. The response is to be signed by a duly authorized official of the firm and must be submitted in the
time, manner, and form prescribed. For a proposal to be considered it must remain valid for at least 60 days after RFPs
have been opened, pending the execution of contract with the successful vendor.
If an award of contract is awarded as a result of this solicitation, the contract will be made on the basis of the response
which best satisfies the intent of this RFP and other factors considered in the best interest of the Owner. Negotiations
may be undertaken with the firm whose proposal shows them to be the most qualified, responsible, and capable of
performing the work. In addition to cost, the Owner will consider professional qualifications and related experience to
determine which proposal would be in the Owner’s best interest if a contract were made.
Additionally, appropriate professional registration and significant prior experience in projects of similar scope are
considered minimal qualifications.
The Owner reserves the right to consider proposals or modification thereof received at any time before the award is
made, if such action is in the interest of the Owner.
The Owner reserves the right to reject any or all proposals received as the result of this RFP. The Owner also maintains
the right to negotiate with any firm, as necessary, to serve the best interests of the Owner. The Owner will not be liable
for any costs incurred by any firm prior to the execution of a contract and approval by the Board of Commissioners.
Services must be provided by experienced personnel. Any sub consultants/contractors the proponent will be using to
perform any part of the requested service shall be evaluated on the same criteria.
SCOPE OF SERVICES:
The Augusta Regional Transportation Study (ARTS-MPO) is a bi-state Metropolitan Planning Organization (MPO) covering
the Augusta-Richmond County, GA, and Aiken County, SC urbanized area. The ARTS planning area includes Richmond
County, part of Columbia County, and the Cities of Hephzibah, and Blythe in Georgia; and part of Aiken and Edgefield
Counties in South Carolina including Cities of Aiken, North Augusta, New Ellenton and Burnettown. The Augusta Planning
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 11 of 44
and Development Department administers and provides technical planning staff for the federal transportation planning
process in partnership with GDOT, SCDOT, FHWA, FTA, Aiken County Planning and Development Department, Augusta
Public Transit Dept. and the Lower Savanah Council of Governments.
A Congestion Management Process (CMP) is integral to transportation planning in the ARTS area. The Congestion
Management Process (CMP) is intended to include procedures to alleviate or reduce anticipated increases in roadway
congestion and ensure that “federal, state, and local agencies” join with regional transit providers, business, private and
environmental interests to develop and implement comprehensive strategies needed to develop appropriate responses
to transportation needs. The purpose of the ARTS CMP is to document congestion/travel reliability on major
transportation corridors in the study area; issues related to special events, work zones and atmospheric conditions;
identify and implement strategies for reducing or eliminating congestion to improve travel reliability, and track the
effectiveness of congestion/travel reliability mitigation projects.
The CMP will describe the framework for the ongoing process and include elements of the roadway system, traffic level of
service standards, performance elements, trip reduction and travel demand. The Congestion Management Process
update will address planning factors and performance measures mandated by the Fixing America Surface Transportation
Act (FAST Act) that are appropriate for inter-county transportation planning.
The roadway network within the ARTS MPA includes 52 corridors designated as federal-aid roadways, such as interstates,
freeways, multi-lane highways, rural highways, and arterials. Since congestion/travel reliability results from various travel
system deficiencies which are identified by different criteria, the existing processes for data collection and analysis,
identification of innovative and applicable congestion mitigation strategies monitoring methodologies will be analyzed,
redefined and updated. This work is based on federal guidelines, best practices, available data, engineering and planning
techniques. The descriptions of the regional CMP system is included as Attachment X.
The RFP shall include but not limited to engineering and planning approaches to the following tasks:
Task 1: Review and Conduct Assessment of the Existing CMP
Task 1 - Deliverables: Tasks 1 and 2 conducted concurrently and presented combined in the Draft and Final
Reports.
Task 2: Research CMP Best Practices
Research relevant CMP best practices for similar Transportation Management Areas in Georgia and South
Carolina. There are many examples of best practice assessments regarding Congestion Management Process.
This task will identify relevant MPO experiences with CMP that offer innovative approaches appropriate for the
ARTS area.
Task 2 - Deliverables: Tasks 1 and 2 conducted concurrently and presented combined in the Draft and Final
Reports.
Task 3: Develop a Stakeholder and Public Outreach Approach
Attendance and presentations on reports of up to any of three total combined meetings of the ARTS MPO
committees, County Council, City Council, Town Council or Planning Commissions may be required.
Task 3 - Deliverables: Draft and Final Reports.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 12 of 44
Task 4: Data Collection and Analysis of Existing and Future CMP Transportation System Network
Collect data currently available for the roadway network and intersections from the Annual Traffic Crash and
Intersection Report and traffic data reports from state and local agencies to help reduce the data collection effort.
Task 4 - Deliverables: Tasks 4 and 5 conducted concurrently and presented combined in Technical Report; GIS
Transportation Database or Update; Presentations to MPO committees.
Task 5: Analyze Traffic Congestion Problems and Needs
Evaluate current traffic conditions and evaluate characteristics for the existing CMS corridors in
the study area. Review and analyze existing transportation improvement projects in the FY 2017-2022
Transportation Improvement Program, planned projects in the 2040 Long-Range Transportation Plan (LRTP/MTP)
relevant traffic and transportation studies and other regionally significant transportation projects
completed for the MPO and any jurisdictions within the study area. Conduct traffic analysis of current and future
levels of congestion/travel reliability on existing major and minor thoroughfares, collectors, and intersections
resulting in a corridor traffic data profile.
Task 5 - Deliverable: Tasks 4 and 5 conducted concurrently and presented combined in Technical Report; GIS
Transportation System Database; and GIS shape files.
Task 6: Review and refine Goals and Objectives
Review and refine existing regional goals and objectives addressing congestion management.
Task 6 - Deliverable: Tasks 6, 7 and 8 conducted concurrently and presented combined in the Draft and Final
Reports.
Task 7: Develop Multimodal Performance Measures
Using the traffic and travel analysis in Task 4 and 5, develop guidelines and performance measures to address
traffic congestion/travel reliability, safety, regional transportation issues, as well as existing and future
transportation conditions. These performance measures should be developed in coordination and support the
travel reliability, performance measures and targets set by the States of Georgia and South Carolina in
consultation with FHWA and FTA.
Task 7 - Deliverable: Tasks 6, 7 and 8 conducted concurrently and presented combined in the Draft and Final
Reports.
Task 8: Review and Update Existing CMP Strategies
Develop a package of multimodal congestion/travel reliability management strategies for each corridor. Also,
include an evaluation of previously implemented congestion/reliability focused projects and/or strategies to
support a before & after evaluation of projects to guide in the selection of future projects.
Task 8 - Deliverable: Tasks 6, 7 and 8 conducted concurrently and presented combined in the Draft and Final
Reports.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 13 of 44
Task 9: Develop CMP Data Collection, Monitoring and Performance Reporting Process
This task will include developing a step-by-step process for data collection, updating the GIS attribute database
and spatial analysis, evaluations of previously implemented congestion/travel reliability projects or strategies in
the area, and reporting annual traffic congestion/travel reliability conditions and travel data. This task will also
include developing a project prioritization process.
Task 9 - Deliverable: Tasks 9 and 10 conducted concurrently and presented combined in the Draft and Final
Reports; GIS based Performance Database.
Task 10: Develop CMP System Performance Monitoring Evaluation
Develop corridor profiles for each CMP corridor summarizing existing conditions, level of congestion/travel
reliability, performance measures, strategies, recommendations, project prioritization and implementation
process/schedule in the creation of an annual CMP report.
Task 10 - Deliverable: Tasks 9 and 10 conducted concurrently and presented combined in the Draft and Final
Reports; GIS analytical reporting tool – Annual Performance Monitoring Report based Database.
Deliverables: Consultant(s) will deliver thirty-five (35) hard color copies of the Draft and Final reports and the MS Word,
InDesign document and pdf. All deliveries will also be provided in an editable electronic format such as Microsoft Word,
InDesign or approved equal. All GIS data and shape files, traffic data, accident/crash, & intersection data; spatial,
schematic, maps; visualization graphics, and all other related documents produced with federal funds under this Scope
of Work shall be provided to the Augusta Planning and Development Department editable electronic versions at the
conclusion of this Project. Graphics, mapping, databases, etc. outside of Microsoft Office and ESRI GIS or equal will be
provided in a software format agreed upon by the Consultant and the Client.
The Augusta Planning and Development Department will provide all available, existing, and pertinent documentation and
data to the selected consultant. The consultant will schedule, coordinate and make all necessary arrangements for
meetings conducted by the consultant and ARTS staff during the course of the project. The consultant will take a lead
role in all aforementioned meetings, with ARTS staff assuming a supporting role dur[‘ling this period.
This scope of work only represents the minimum requirements. However, the expectation is that the selected
consultant will adhere to standards of best practices of transportation planning and engineering and to exceed
expectations by utilizing expertise and transportation planning experience to expand upon the minimum requirements.
Proposal Schedule:
DATE ITEM
January 25, 2018 Request for Proposal (RFP) Issued
February 16, 2018 Deadline for submission of questions (5:00 PM, Eastern)
February 28, 2018 Proposals due (5:00 PM, Eastern)
Tentative March 12, 2018 Interviews
Tentative March 27, 2018 Selection of Consultant
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 14 of 44
Submission Requirements:
Proposer(s) is required to submit one (1) original and nine (9) copies. Responses will be received in the office of the
Director of Procurement at 535 Telfair Street, Suite 605, Augusta, GA 30901 until Wednesday, February 28, 2018 @
3:00 p.m. Each RFP must be submitted in a sealed envelope, and must be plainly marked on the outside as “RFP 18-159
Congestion Management Process Update for Augusta Regional Transportation Study (ARTS) Metropolitan Planning
Organization”. They should be marked to the attention of Geri Sams, Director of Procurement.
Submissions shall include proposals, excluding Team Qualifications and Project Team Member Resumes, and shall
not exceed 30 double-sided, 8 ½-by-11-inch pages, using a minimum font size of 11 pts. Submitted proposals must
provide, at a minimum, the following information:
Executive Summary
The Executive Summary shall include but not limited to contact information for proposing team’s authorized
representative; statement of general understanding; identification of all team members; and description of
team structure. An organizational chart of the proposed team and description of proposed responsibilities for
each member.
Project Team Qualifications
A firm profile of the prime consultant and any sub-consultants. Location of primary and branch offices,
number of staff members, years in business, financial stability, legal liability, types of services provided and types
of projects, which the firm may specialize.
Relevant Experience and Past Performance.
List s i m i l a r projects that demonstrate the past performance and experience of the firm(s). For at least
three comparable projects within past five (5) years, provide a brief description of the project that includes the
time frame for the project, tasks, outcomes, and project costs. Provide at least three references that have
recent knowledge of the firm(s) past performance. It is important that primary Consultant(s) and/or Sub-
consultant(s) has had direct project experience contained in the scope of work.
References:
References should include contact information for the comparable projects listed in the previous section.
Project Team Resumes
Provide resumes of proposed team members. Resumes must include a description of the individual’s key duties
and responsibilities, education, training, knowledge, skills, expertise, and any other qualifications relevant to
the successful development of the Report. Also include a statement containing a list of current work
commitments with sufficient detail to show that individuals assigned to the project are substantively available
for the project. Individual resumes are limited to one page. It is important that key assigned Consultant and/or
Sub-consultant staff has had direct experience on a relevant project.
Project Approach
Describe the proposed work plan for development of major deliverables along with detailed steps from
project start through the final tasks.
Describe key components of your plan and provide a timeline detailing the points at which deliverables
reports will be provided. The detailed timeline should complement the scope of work, showing the expected
sequence of tasks and the resource requirements for the consultant.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 15 of 44
Cost Proposals
Provide a detailed cost proposal inclusive of each major task.
Fee proposal must be sealed and placed in a separate sealed envelope labeled on the outside of the package
to clearly indicate that it is a response to RFP Item # 18-159 Congestion Management Process Update for
Augusta Regional Transportation Study (ARTS) Metropolitan Planning Organization. All items related to cost
is required to be placed in a separate sealed envelope.
Project Schedule
The consultant shall develop a timeline of deliverables with a project completion deadline within nine (9) months
after the execution of the contract.
Evaluation Criteria:
The Selection Committee will evaluate and select RFPs for further consideration for proposal interviews based on, but
on limited to the following criteria:
Specialized and appropriate expertise to complete the scope of work and meet the goals and objectives of
the project.
Proposed project approach and technical details.
Past experiences and performances on similar projects.
Adequate staff and the qualifications of each member of the proposed project team.
Firm performance with project delivery relative with budgeting and maintaining a project schedule.
Record of successfully completed projects without major legal, technical problems and financial accountability.
Other factors that the ARTS Review Team may determine to be appropriate to receive a quality multi-
modal congestion management process and monitoring report.
DBE Requirements:
Augusta, Georgia, a LAP of the Georgia Department of Transportation pursuant with Title VI of the Civil Rights
Act of 1964 and 78 Stat. 252, 42 USC 2000d--42 and Title 49, Code of Federal Regulations, Department of
Transportation, Subtitle A, Office of the Secretary, part 21 Nondiscrimination in federally assisted programs
of the Department of Transportation Act, hereby notifies all proposers that it will affirmatively ensure that
any contract entered into pursuant to this advertisement, Disadvantaged Business Enterprises (DBE) will be
afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on
the grounds of race, color, sex, or national origin in consideration for an award.
The Georgia Department of Transportation Board has adopted a 16% DBE Overall Annual Goal for DBE
participation on all federally funded projects. This goal is not to be considered as a fixed quota, set aside or
preference. The DBE goal can be met by prime contracting, sub-contracting, joint venture or mentor/
protégé relationship.
Augusta will monitor and assess each consultant services submittals for their DBE participation and/or good
faith effort in promoting equity and opportunity in accordance with the state of Georgia, Department of
Transportation Disadvantage Business Program Plan.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 16 of 44
Proposal Requirements:
You are required to submit one (1) marked unbound clipped original and nine (9) copies of your Request for Proposal. The
successful proposal will have, at a minimum, the following features:
No more than thirty (30) pages in length, excluding cover letter, required forms, tabs and appendices.
If the proposal includes any information in addition to the specific information requested in the RFP, it should be included as
an appendix to the proposal.
Proposals should be prepared simply and economically, providing a straightforward, concise description of offeror’s capabilities
to satisfy the requirements of the RFP.
Company Profile to include:
Firm Name and business address
Year established
Type of ownership and parent company (if applicable)
Address and telephone number of the facility or facilities where the work is to be accomplished, if separate
from the business address provided above
Organizational structure of project team that will work on this project. Please include a brief resume or
summary of experience for each team member
A list of similar projects undertaken
Vendor shall provide qualified personnel to perform its work. The list of key personnel that will not change or be reassigned
without the written approval of Augusta.
Fee proposal must be sealed and placed in a separate sealed envelope labeled on the outside of the package to clearly
indicate that it is a response to RFP Item # 18-159 Congestion Management Process Update for Augusta Regional
Transportation Study (ARTS) Metropolitan Planning Organization. All items related to cost is required to be placed in a
separate sealed envelope.
Each proposal will be evaluated using the following criteria of evaluation
Interview: Shortlisted firms selected for an interview must submit a digital copy of an executive summary of the proposal prior
to the interview. The executive summary shall be limited to 20 pages using a minimum font of 11 pts., and shall include
the following:
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 17 of 44
RITERIA FOR EVALUATION
RFP – FEDERAL Evaluation/Scoring Guidelines
Evaluation Process
All proposals will be evaluated by an Augusta, Georgia Selection Committee (Committee). The Committee may be composed of Augusta,
Georgia staff and other parties that may have expertise or experience in the services described herein. The Committee will review the
submittals and will rank the proposers. The evaluation of the proposals shall be within the sole judgment and discretion of the Committee.
All contacts during the evaluation phase shall be through the Augusta, Georgia Procurement Office only. Proposers shall neither contact nor
lobby evaluators during the evaluation process. Attempts by Proposer to contact members of the Committee may jeopardize the integrity of
the evaluation and selection process and risk possible disqualification of Proposer.
The Committee will evaluate each proposal meeting the qualification requirements set forth in this RFP. Proposers should bear in mind that
any proposal that is unrealistic in terms of the technical or schedule commitments may be deemed reflective of an inherent lack of technical
competence or indicative of a failure to comprehend the complexity and risk of Augusta, Georgia’s requirements as set forth in this RFP.
If needed, the selection process will include oral interviews. The consultant will be notified of the time and place of oral interviews and if any
additional information that may be required to be submitted.
Cumulative Scores will include the total from Phase 1 and Phase 2. It is the intent of the Owner to conduct a fair and comprehensive evaluation
of all proposals received. The contract for this project/service will be awarded to the proposer who submitted a proposal that is most
advantageous to the Owner.
Evaluation Criteria
Proposals will be evaluated according to each Evaluation Criteria, and scored on a zero to five point rating. The scores for all the Evaluation
Criteria will then be multiplied according to their assigned weight to arrive at a weighted score for each proposal. A proposal with a high
weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project/service
is five hundred (500) points.
Rating Scale
0 Not
Acceptable
Non-responsive, fails to meet RFP specifications. The approach has no probability of success. For mandatory
requirement this score will result in disqualification of proposal.
1 Poor Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low
probability of success in achieving project/service objectives per RFP.
2 Fair Has a reasonable probability of success, however, some objectives may not be met.
3 Average Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for
each item with adjustments based on interpretation of proposal by Evaluation Committee members.
4 Above
Average/Good
Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives
per RFP requirements and expectations.
5 Excellent/
Exceptional
Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent
probability of success and in achieving all objectives and meeting RFP specification.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 18 of 44
1. Completeness of Response (Pass/Fail)
a. Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified
within this RFP and subsequent addenda and do not address each of the items listed below will be considered incomplete,
be rated a Fail in the Evaluation Criteria and will receive no further consideration. Responses that are rated a Fail and are
not considered may be picked up at the delivery location or returned to the vendor (at vendor’s expense). Please provide
shipping instructions and/or fees upon the completion of the competitive process.
Conflict of Interest Statement (Pass/Fail)
b. Discloses any financial, business or other relationship with the Augusta, Georgia that may have an impact upon the outcome
of the contract or the construction project/service.
c. Lists current clients who may have a financial interest in the outcome of this contract or the construction project/service
that will follow.
d. Discloses any financial interest or relationship with any construction company that might submit a bid on the construction
project/ service.
2. Qualifications & Experience (25 points)
a. Relevant experience, specific qualifications, and technical expertise of the firm and sub-consultants/proposers to conduct
the required services as listed in this RFP and adhering to all required license requirement for federal, state and local
services.
3. Organization & Approach (20 points)
a. Describes familiarity of project/service and demonstrates understanding of work completed to date and project/service
objectives moving forward
b. Roles and Organization of Proposed Team
i. Proposes adequate and appropriate disciplines of project/service team.
ii. Some or all of team members have previously worked together on similar project/service(s).
iii. Overall organization of the team is relevant to Augusta, Georgia needs.
c. Project and Management Approach
i. Team is managed by an individual with appropriate experience in similar project/services. This person’s time is
appropriately committed to the project/service.
ii. Team successfully addresses all requirements of this RFP.
iii. The team and management approach responds to project/service issues. Team structure provides adequate
capability to perform both volume and quality of needed work within project/service schedule milestones.
d. Roles of Key Individuals on the Team
i. Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the
project/service.
ii. Key positions required to execute the project/service team’s responsibilities are appropriately staffed.
e. Working Relationship with Augusta, Georgia
i. Team and its leaders have experience working in the public sector and knowledge of public sector procurement
process.
ii. Team leadership understands the nature of public sector work and its decision-making process.
iii. Proposal responds to need to assist Augusta, Georgia during the /service.
4. Scope of Services to be Provided (15 points)
1) Firm and subconsultant(s) experience on same and/or similar projects within the past five (5) years
2) Project Understanding and Technical Approach
3) Successfully completed projects without major legal, technical problems and financial accountability Quality of References.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 19 of 44
5. Schedule of Work (10 points)
a. Schedule shows completion of the work within or preferably prior to the Augusta, Georgia overall time limits as specified
in the RFP.
b. The schedule serves as a project/service timeline, stating all major milestones and required submittals for project/service
management and applicable law compliance.
c. The schedule addresses all knowledgeable phases of the project/service, in accordance with the general requirements of
this RFP.
6. References (5 points)
d. Provide as reference the name of at least three (3) agencies you currently or have previously consulted for in the past three
(3) years.
7. Presentation by Team (10 points) (Optional)
e. Team presentation conveying project/service understanding, communication skills, innovative ideas, critical issues and
solutions.
8. Q&A Response to Panel Questions (5 points) (Optional)
f. Proposer provides responses to various interview panel questions.
9. Cost/Fee Proposal (10 points) Enclosed in a separate sealed envelope. Will NOT be disclosed in any part of the RFP
g. Lowest Fee 10
h. Second 6
i. Third 4
j. Fourth 2
a. Fifth 1
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RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
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Weighted scores for each Proposal will be assigned utilizing the table below:
Phase 1
No. Evaluation Criteria Rating
(0-5) Weight
Score
(Rating *
Weight)
1
Completeness of Response
Package submitted by the deadline
Package is complete (includes requested information as required per this solicitation)
Attachment B is complete, signed and notarized
N/A Pass/Fail Pass/Fail
2 Qualifications & Experience 25
3 Organization & Approach 20
4
Scope of Services :
1) Firm and subconsultant(s) experience on same and/or similar projects within the
past five (5) years
2) Project Understanding and Technical Approach
3) Successfully completed projects without major legal, technical problems and financial
accountability Quality of References
15
5 Schedule of Work 10
6 References 5
Phase 2 (Optional – Numbers 8 and 9) Rating
(0-5) Weight
Score
(Rating *
Weight)
7 Presentation by Team 10
8 Q&A Response to Panel Questions 5
9
Cost/Fee Proposal Consideration
a. Lowest Fee 10
b. Second 6
c. Third 4
d. Fourth 2
b. Fifth 1
10
Total: 100
Proposals will be evaluated according to each Evaluation Criteria, and scored on a zero to five point rating. The scores for all the Evaluation Criteria will then
be multiplied according to their assigned weight to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of
higher quality than a proposal with a lesser-weighted total. The final maximum score for any project/service is five hundred (500) points.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 21 of 44
FORM OF PROPOSAL
SECTION I - PROPOSAL
Name of Firm ______________________________________________________________________
Address ___________________________________________________ Zip ___________________
Phone ___________________________ Date Established_____________________________
Names of Principals and Specifics on Experience, and Professional Qualifications of those persons who will serve the
Association (Attach additional sheets if more space is required).
1. ___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
2. ___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
3. ___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
References
A. ____________________________________________________________________
____________________________________________________________________
B. ____________________________________________________________________
____________________________________________________________________
C. ____________________________________________________________________
____________________________________________________________________
VENDOR MUST RETURN THIS COMPLETED FORM WITH THE PROPOSAL
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 22 of 44
SECTION II- COMPANY IDENTIFICATION
Contact Person _________________________________________________________________
Company _______________________________________________________________________
Title ___________________________________________________________________________
Address________________________________________________________________________
Telephone Number_______________________________________________________________
Organized under the laws of the State of ______________________________________________
Principal place of business at________________________________________________________
LISTING OF KEY PERSONNEL
CONSULTANT shall provide qualified personnel to perform its work. The list of key personnel below, including a designated
Program Manager will not change or be reassigned without the written approval of Augusta. Those personnel committed for
this work are as follows:
NAME TITLE
VENDOR MUST RETURN THIS COMPLETED FORM WITH THE PROPOSAL
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
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EXHIBIT X
ARTS Congestion Management Process Corridors
County CMP # CMP Corridor From To
Ai
k
e
n
Co
u
n
t
y
1. Atomic Road Buena Vista Avenue Silver Bluff Road
2. Belvedere-Clearwater Road US 25 US 1
3. Bettis Academy Ascagua Lake Road Fields Cemetery
4. Buena Vista Avenue Martintown Road Georgia Avenue
5. Dougherty Road Whiskey Road Silver Bluff Road
6. Georgia Avenue Savannah River I-20
7. Knox Avenue Martintown Road Georgia Avenue
8. Laurens Street / SC 19 South Boundary I-20
9. Martintown Road Jeff Davis/US 1 I-20
10. (East) Pine Log Road US 78 Silver Bluff Road (Eastern End)
11. Richland Avenue Vaucluse Road Beaufort Street
12. SC 118 US 78 Silver Bluff Road
13. Silver Bluff Road Whiskey Road Savannah Drive
14. US1 York Street I-20
15. US 1 / US 78 Martintown Road Pine Log Road
16. Whiskey Road Richland Avenue Powderhouse Road
Co
l
u
mbi
a
Co
u
n
t
y
17. I-20 Euchee Creek Columbia/Richmond County Line
18. Baston Road Fury's Ferry Road Washington Road
19. Belair Road Washington Road Wrightsboro Road
20. Bobby Jones Expressway/I-520 Washington Road I-20
21. Columbia Road Washington Road Hereford Farm Road
22. Evans-to-Locks Road Stevens Creek Road Washington Road
23. Flowing Wells Road Wheeler Road Washington Road
24. Fury's Ferry Road Savannah River Washington Road
25. Old Evans Road Bobby Jones Washington Road
26. Old Petersburg Road Riverwatch Parkway Old Evans Road
27. SR 223/Robinson Ave Wrightsboro Road Gordon Highway
28. Washington Road Hardy McManus Road Pleasant Home Road
29. Wrightsboro Road Barton Chapel Road Robinson Avenue
Ri
chmon
d
Co
u
n
t
y
30. I-20 Richmond Co. Line River Watch Pkwy
31. I-520 I-20 Laney Walker Blvd.
32. 13th Street/RA Dent Boulevard Reynolds Street Wrightsboro Road
33. 15th Street/Ruth B. Crawford Hwy. Reynolds Street MLK Boulevard
34. SR 56/Mike Padgett Hwy Lumpkin Road SR 56 Loop
35. Deans Bridge Road MLK Boulevard Willis Foreman Rd
36. Doug Barnard Pkwy/New Savannah Rd Gordon Highway Tobacco Road
37. Greene Street E. Boundary Street 12th Street
38. Gordon Highway Savannah River SR 223
39. Jackson Road/Walton Way Ext./Davis Rd. Washington Road Wrightsboro Road
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RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
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1
County CMP # CMP Corridor From To
Ri
chmon
d
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t
y
40. John C. Calhoun Expressway Washington Road 12th Street
41. Peach Orchard Road Tubman Home Road SR 88
42. River Watch Pkwy Pleasant Home Rd Fifteenth Street
43. Tobacco Road Deans Bridge Road Doug Barnard Pkwy
44. Walton Way Segment #1 Gordon Highway Milledge Road
45. Walton Way Segment #2 Milledge Road Bransford Road
46. Walton Way Ext. Bransford Road Jackson Road
47. Washington Road Pleasant Home Rd John C. Calhoun Expressway
48. Wheeler Road Flowing Wells Road Walton Way Ext.
49. Windsor Spring Rd Peach Orchard Rd SR 88
50. Wrightsboro Road Segment 1 Barton Chapel Road Jackson Road
51. Wrightsboro Road Segment 2 Jackson Road Highland Avenue
52. Wrightsboro Road Segment 3 Highland Avenue Fifteenth Street
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 25 of 44
DBE PROGRAM
GDOT Locally Administered Program (LAP)
FHWA Funded Projects
DBE Requirements
Augusta, Georgia, a LAP of the Georgia Department of Transportation pursuant with Title VI of
the Civil Rights Act of 1964 and 78 Stat. 252, 42 USC 2000d--42 and Title 49, Code of Federal
Regulations, Department of Transportation, Subtitle A, Office of the Secretary, part 21
Nondiscrimination in federally assisted programs of the Department of Transportation Act, hereby
notifies all proposers that it will affirmatively ensure that any contract entered into pursuant to this
advertisement, Disadvantaged Business Enterprises (DBE) will be afforded full opportunity to
submit bids in response to this invitation and will not be discriminated against on the grounds of
race, color, sex, or national origin in consideration for an award.
The Georgia Department of Transportation Board has adopted the following goal for
DBE participation on all federally funded projects.
16% DBE
Overall Annual Goal
This goal is not to be considered as a fixed quota, set aside or preference. The DBE goal can be met by
prime contracting, sub-contracting, joint venture or mentor/ protégé relationship.
Augusta, Georgia, a LAP of Georgia Department of Transportation will monitor and assess each
consultant services submittals for their DBE participation and/or good faith effort in promoting
equity and opportunity in accordance with the state of Georgia, Department of Transportation
Disadvantage Business Program Plan.
Kellie Irving
Compliance Department Director Consolidated
Government of Augusta, Georgia 535 Telfair
Suite 710
Augusta, GA 30901
706.826.1325 p
kirving@augustaga.gov
Kimberly King, EEO Director
Georgia Department of Transportation
air, 600 W. Peachtree St.
Atlanta, GA 30308
(404) 631-1972 p
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Revised: December 7, 2009
Revised: October 21, 2013
Revised: November 3, 2014
DEPARTMENT OF TRANSPORTATION
STATE OF GEORGIA
DISADVANTAGED BUSINESS ENTERPRISE PROGRAM
CRITERIA FOR ACCEPTABILITY
The purpose of this special provision is to establish criteria for acceptability of DBE firms
for work performed on this contract. The intent is to ensure all participation counted
toward fulfillment of the DBE goals is (1) real and substantial, (2) actually performed by
viable, independent DBE owned firms, and (3) in accordance with the spirit of the
applicable laws and regulations.
The policy of the Georgia Department of Transportation is to ensure compliance with Title
VI of the Civil Rights Act of 1964, 49 Code of Federal Regulations, Part 26 and related
statutes and regulations in all program activities.
To this end the Georgia Department of Transportation shall not discriminate on the basis
of race, color, sex or national origin in the award, administration and performance of any
Georgia Department of Transportation assisted contract or in the administration of its
Disadvantaged Business Enterprise Program. The Georgia Department of Transportation
shall take all necessary and reasonable steps to ensure nondiscrimination.
DBE payments and commitments for Federal-aid projects shall be separate and distinct
and cannot be transferred or combined in any matter.
The DBE Goal specified in the contract will be a percentage representing DBE Race
Neutral and Race Conscious Participation. The Contractor will strive to achieve an
additional percentage in his/her contracts for all projects during the course of the current
State Fiscal Year, in order to meet the overall Georgia Department of Transportation DBE
goal.
DBE DIRECTORY: The Department has available a directory or source list to facilitate
identifying DBEs with capabilities relevant to general contracting requirements and to
particular solicitations. The Department will make the directory available to bidders and
proposers in their efforts to meet the DBE requirements. The directory or listing includes
firms which the Department has certified to be eligible DBEs in accordance with 49 CFR
Part 26.
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GOAL FOR PARTICIPATION: If a percentage goal for DBE participation in this
contract is set forth elsewhere in this proposal, the Contractor shall complete the DBE
GOAL Forms included in the proposal. The Contractor is encouraged to make every effort
to achieve the goal set by the Department. However, if the Contractor cannot find
sufficient DBE participants to meet the goal established by the Department, the
Department will consider for award a proposal with less participation than the established
goal if:
(A) The bidder can demonstrate no greater participation could be obtained. This
should be well documented by demonstrating the Contractor’s actions through good
faith efforts. The following is a list of types of actions which the Department will
consider as part of the Contractor’s good faith efforts to obtain DBE participation.
This is not intended to be a mandatory checklist nor intended to be exclusive or
exhaustive. Other factors or types of efforts may be relevant in appropriate cases.
(1) Soliciting through all reasonable and available means (e.g. attendance
at pre-bid meetings, advertising and/or written notices) the interest of
all certified DBEs who have the capability to perform the work of the
contract. The Contractor must solicit this interest within sufficient
time to allow the DBEs to respond to the solicitation. The Contractor
must determine with certainty if the DBEs are interested by taking
appropriate steps to follow up initial solicitations.
(2) Selecting portions of the work to be performed by DBEs in order
to increase the likelihood the DBE goals will be achieved. This
includes, where appropriate, breaking out contract work items into
economically feasible units to facilitate DBE participation, even
when the Contractor might otherwise prefer to perform these work
items with its own forces.
(3) Providing interested DBEs with adequate information about the
plans, specifications, and requirements of the contract in a timely
manner to assist DBEs participants in responding to a solicitation.
(4) (a) Negotiating in good faith with interested DBEs.
Contractor(s) are responsible to make a portion of the work
Available to DBE subcontractors and suppliers and to select those
portions of the work or material needs consistent with the
available DBE subcontractors and suppliers, so as to facilitate
DBE participation. Evidence of such negotiation includes the
names, addresses, and telephone numbers of DBEs that were
considered; a description of the information provided regarding
the plans and specifications for the work selected for
subcontracting; and evidence as to why additional agreements
could not be reached for DBEs to perform the work.
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(b) Contractor(s) using good business judgment would consider a
number of factors in negotiating with subcontractors, including
DBE subcontractors, and would take a firm’s price and
capabilities as well as contract goals into consideration. However,
the fact there may be some additional costs involved in finding
and using DBEs is not in itself sufficient reason for a bidder’s
failure to meet the contract DBE goal, as long as such costs are
reasonable. Also, the ability or desire of a Contractor to perform
the work of a contract with its own organization does not relieve
the Contractor of the responsibility to make good faith efforts.
Contractors are not, however, required
to accept higher quotes from DBEs if the price difference is
excessive or unreasonable.
(5) Not rejecting DBEs as being unqualified without sound reasons
based on a thorough investigation of their capabilities. The
Contractor’s standing within its industry, membership in specific
groups, organizations, or associations and political or social
affiliations (for example union vs. nonunion employee status) are not
legitimate causes for the rejection or non-solicitation of bids in the
Contractor’s efforts to meet the project goal.
(6) Making efforts to assist interested DBEs in obtaining bonding, lines
of credit, or insurance as required by the contractor.
(7) Making efforts to assist interested DBEs in obtaining necessary
equipment, supplies, materials, or related assistance or services.
(8) Effectively using the services of available minority/women
community organizations; minority/women Contractors’ groups;
local, state, and Federal minority/women business assistance
offices; and other organizations as allowed on a case-by-case basis
to provide assistance in the recruitment and placement of DBE’s.
(B) The participation proposed by the low bidder is not substantially less
than the participation proposed by the other bidders on the same
contract.
If no percentage goal is set forth in the proposal, the contractor may enter a proposed DBE
participation. This voluntary DBE participation will count as race neutral DBE
participation. Prime Contractor shall report race-neutral participation in accordance with
the DBE Monthly Report requirements shown in this document.
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To be eligible for award of this contract, all bidders will be required to submit the following
information to the Department by the close of business on the 3rd working day following
opening of the bid as a matter of bidder responsibility.
i. The names and addresses of DBE firms committed to participate in the
Contract;
ii. A description of the work each DBE will perform; The Contractor shall
provide information with their bid showing that each DBE listed
by the Contractor is certified in the NAICS code(s) for the kind of work
the DBE will be performing.
iii. The dollar amount of participation for each DBE firm
participating; Written documentation of the bidder’s
commitment to use a DBE subcontractor whose participation it
submits to meet a contract goal;
iv. Written confirmation from the DBE committed to participating in the
contract, as provided in the prime contractor’s commitment.
v. If the contract goal is not met, evidence of good faith efforts must be
provided.
Failure by a bidder to furnish the above information may subject the bid to disqualification.
Also failure by the bidder to submit satisfactory evidence of good faith efforts may subject
the bid to disqualification.
Award of a contract by the Department to a Prime Contractor who has listed DBE
participants with the bid may not constitute final approval by the Department of the listed
DBE. The Department reserves the right to approve or disapprove a Disadvantaged firm
after a review of the Disadvantaged firm’s proposal participation. Payment to the
Contractor under the contract may be withheld until final approval of the listed DBEs is
granted by the Department.
If the Contractor desires to substitute a DBE in lieu of those listed in the proposal, a letter
of concurrence shall be required from the listed DBE prior to approval of the substitution,
unless this requirement is waived by the Department.
Agreements between bidder and a DBE in which promises not to provide Subcontracting
quotations to other bidders are prohibited.
DEFINITION: For the purposes of this provision, the following definitions will apply:
Disadvantaged Business Enterprise or DBE means a for-profit small business concern –
(1) Ensuring at least 51 percent owned by one or more individuals who are both
socially and economically disadvantaged or, in the case of a
corporation, in which 51 percent of the stock is owned by one or more such
individuals; and
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(2) Whose management and daily business operations are controlled by one or
more of the socially and economically disadvantaged individuals who own
the business.
Good Faith Efforts means efforts to achieve a DBE goal or other requirement of this part
which, by their scope, intensity, and appropriateness to the objective, can reasonably be
expected to fulfill the program requirement.
Joint Venture means an association of a DBE firm and one or more other firms to carry
out a single, for-profit business enterprise, for which the parties combine their property,
capital, efforts, skills and knowledge, and in which the DBE is responsible for a distinct,
clearly defined portion of the work of the contract and whose share in the capital
contribution, control, management, risks, and profits of the joint venture are
commensurate with its ownership interest.
Socially and Economically Disadvantaged Individual means any individual who is a
citizen (or lawfully admitted permanent resident) of the United States and who is –
(1) Any individual who the Department finds to be a socially and economically
disadvantaged individual on a case-by-case basis.
(2) Any individual in the following groups, members of which are reputably
presumed to be socially and economically disadvantaged.
(i) “Black Americans,” which includes persons having origins,
in any of the Black racial groups of Africa;
(ii) “Hispanic Americans,” which includes persons of Mexican, Puerto
Rican, Cuban, Dominican, Central or South American, or other
Spanish or Portuguese culture or origin, regardless of race;
(iii) “Native Americans,” which includes persons who are
American Indians, Eskimos, Aleuts, or Native Hawaiians;
(iv) “Asian-Pacific Americans,” which includes persons whose origins
are from Japan, China, Taiwan, Korea, Burma (Myanmar), Vietnam,
Laos, Cambodia (Kampuchea), Thailand, Malaysia,
Indonesia, the Philippines, Brunei, Samoa, Guam, the U.S. Trust
Territories of the Pacific Islands (Republic of Palau), the
Commonwealth of the Northern Marianas Islands, Macao, Fiji,
Tonga, Kiribati, Juvalu, Nauru, Federated States of Micronesia, or
Hong Kong;
(v) “Subcontinent Asian Americans,” which includes persons whose
origins are from India, Pakistan, Bangladesh, Bhutan, the Maldives
Islands, Nepal or Sri Lanka;
(vi) Women;
(vii) Any additional groups whose members are designated as socially and
economically disadvantaged by the SBA, at such time as the SBA
designation becomes effective.
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(3) GDOT will presume that such persons are socially and economically
disadvantaged only to the extent permitted by applicable federal law.
Race-conscious measure is one focused specifically on assisting only DBEs, including
women- owned DBEs.
Race-neutral measure is one being, or can be, used to assist all small businesses. For the
purposes of this part, race-neutral includes gender-neutrality.
DISCRIMINATION PROHIBITED: No person shall be excluded from participation in,
denied the benefits of, or otherwise discriminated against in connection with the award and
performance of this contract on the grounds of race, color, sex or national origin.
The following assurance becomes a part of this contract and must be included in and
made a part of each subcontract the prime contractor enters into with their subcontractors
(49 CFR 26.13):
“The contractor, and/or subcontractor shall not discriminate on the basis of
race, color, national origin, or sex in the performance of this contract. The
contractor shall carry out applicable requirements of 49 CFR Part 26 in the
award and administration of DOT – assisted contracts. Failure by the
contractor to carry out these requirements is (breach) of this contract which
may result in the termination of this contract or such other remedy as the
Department deems appropriate”.
Failure to Achieve Requirements: Periodic reviews shall be made by the Department to
determine the extent of compliance with the requirements set forth in this provision. If the
Contractor is found to be in noncompliance, further payments for any work performed may
be withheld until corrective action is taken. If corrective action is not taken, it may result
in termination of this contract. During the life of the contract, the contractor will be
expected to demonstrate good faith efforts at goal attainment as provided by 49 CFR 26.
The contractor shall utilize the specific DBEs listed to perform the work and supply the
materials for which each is listed unless the contractor obtains the Department’s written
consent to substitute and, unless the Department’s consent is provided the contractor shall
not be entitled to any payment for work or material unless it is performed or supplied by
the listed DBE.
Participation will be counted toward fulfillment of the DBE goal as follows:
(A) When a DBE participates in a contract, the Contractor counts only the
value of the work actually performed by the DBE toward DBE goals.
(1) Count the entire amount of the portion of a construction
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contract (or other contract not covered by paragraph (A) (2) of this
section) performed by the DBE’s own forces. Include the cost of
supplies and materials obtained by the DBE for the work of the
contract, including supplies purchased or equipment leased by the DBE
(except supplies and equipment the DBE subcontractor purchases or
leases from the prime contractor or its affiliate).
(2) Count the entire amount of fees or commissions charged by a DBE firm
for providing a bona fide service, such as professional, technical
consultant, or managerial services, or for providing bonds or insurance
specifically required for the performance of a DOT-assisted contract,
toward DBE goals, provided the Department determines the fee is
reasonable and not excessive as compared with fees customarily
allowed for similar services.
(3) When a DBE subcontracts part of the work of its contract to another
firm, the value of the subcontracted work may be counted toward DBE
goals
only if the DBE’s subcontractor is itself a DBE. Work that a
DBE subcontracts to a non-DBE firm does not count toward DBE
goals.
(B) When a DBE performs as a participant in a joint venture, count a portion
of the total dollar value of the contract equal to the distinct, clearly defined
portion of the work of the contract the DBE performs with own forces
toward DBE goals.
(C) Count expenditures to a DBE contractor toward DBE goals only if the DBE
is performing a commercially useful function on that contract.
(1) A DBE performs a commercially useful function when responsible for
execution of the work of the contract and carrying out responsibilities
by actually performing, managing, and supervising the work involved.
To perform a commercially useful function, the DBE must also be
responsible, with respect to materials and supplies used on the
contract, for negotiating price, determining quality and quantity,
ordering the material, and installing (where applicable) and paying for
the material itself.
(2) A DBE does not perform a commercially useful function if their role
is limited to being an extra participant in a transaction, contract, or
project through which funds are passed in order to obtain the
appearance of DBE participation.
(3) If a DBE does not perform or exercise responsibility for at least 30
percent of the total cost of their contract with their own work force,
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or the DBE subcontracts a greater portion of the work of a contract
than would be expected on the basis of normal industry practice
for the type of work involved, the Department will presume the DBE
is not performing a commercially useful function.
(4) When a DBE is presumed not to be performing a commercially useful
function as provided in paragraph (C) (3) of this section, the DBE may
present evidence to rebut this presumption.
(5) The Department’s decisions on commercially useful function matters
are subject to review by the US DOT, but are not administratively
appealable to the US DOT.
(D) The following factors are to be used in determining whether a DBE
trucking company is performing a commercially useful function:
(1) The DBE must be responsible for the management and supervision
of the entire trucking operation for which they are responsible on a
particular contract, and there cannot be a contrived arrangement for the
purpose of meeting DBE goals.
(2) The DBE must itself own and operate at least one fully licensed, insured,
and operational truck used on the contract.
(3) The DBE receives credit for the total value of the transportation services
it provides on the contract using trucks it owns, insures, and operates
using drivers it employs.
(4) The DBE may lease trucks from another DBE firm, including an owner /
operator who is certified as a DBE. The DBE who leases trucks from
another DBE receives credit for the total value of the transportation
services the lessee DBE provided on the contract.
(5) The DBE may also lease trucks from a non-DBE and is entitled to credit
only for the fee or commission it receives as a result of the lease
arrangement. The DBE does not receive credit for the total value of the
transportation services provided by the lessee, since these services are not
provided by a DBE.
(6) For purposes of this paragraph (D), a lease must indicate the DBE has
exclusive use of and control over the truck. This does not preclude the
leased truck from working for others during the term of the lease with the
consent of the DBE, so long as the lease gives the DBE absolute priority
for use of the leased truck. Leased trucks must display the name and
identification number of the DBE.
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(E) Count expenditures with DBEs for materials or supplies toward DBE goals
as provided in the following:
(1) (i) If the materials or supplies are obtained from a DBE manufacturer,
count 100 percent of the cost of the materials or supplies toward
DBE goals.
(ii) For purposes of this paragraph, a manufacturer is a firm that
operates or maintains a factory or establishment that
produces, on the premises, the materials, supplies, articles, or
equipment required under the contract and of the general character
described by the specifications.
(2) (i) If the materials or supplies are obtained from a DBE regular dealer,
count 60 percent of the cost of the materials or supplies toward DBE
goals.
(ii) For purposes of this section, a regular dealer is a firm owning,
operating, or maintaining a store, warehouse, or other
establishment in which the materials, supplies, articles or
equipment of the general character described by the specifications
and required under the contract are bought, kept in stock, and
regularly sold or leased to the public in the usual course of
business.
(A) To be a regular dealer, the firm must be an established, regular
business engaging, as its principal business and under its own
name, in the purchase and sale or lease of the products in
question.
(B) A person may be a regular dealer in such bulk items as
petroleum products, steel, cement, gravel, stone, or asphalt
without owning, operating, or maintaining a place of business
as provided in this paragraph (E)(2)(ii) if the person both owns
and operates distribution equipment for the products. Any
supplementing of regular dealers’ own distribution equipment
shall be by a long-term lease agreement and not on an ad hoc
or contract-by-contract basis.
(C) Packagers, brokers, manufacturers’ representatives, or other
persons who arrange or expedite transactions are not regular
dealers within the meaning of this paragraph (E)(2).
(3) With respect to materials or supplies purchased from a DBE which is
neither a manufacturer nor a regular dealer, count the entire amount of
fees or commissions charged for assistance in the procurement of the
materials and supplies, or fees or transportation charges for the delivery
of materials or supplies required on a job site, toward DBE goals,
provided you determine the fees to be reasonable and not excessive
as compared with fees customarily allowed for similar services. Do
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not count any portion of the cost of the materials and supplies
themselves toward DBE goals, however.
(4) You must determine the amount of credit awarded to a firm for the
provision of materials and supplies (e.g., whether a firm is acting as a
regular dealer or a transaction expediter) on a contract-by-contract basis.
Do not count the participation of a DBE subcontractor toward the prime
contractor’s DBE achievements until the amount being counted toward
the goal has been paid to the DBE.
(5) No participation will be counted not in compliance with Special
Provision entitled “Criteria for Acceptability” which is a part of this
contract or with any provisions included in 49 CFR Part 26.
(6) If the contract amount overruns, the contractor will not be required to
increase the dollar amount of DBE participation. If the contract amount
under runs, the contractor will not be allowed to under run the dollar amount
of DBE participation except when the DBE subcontracted items
themselves under run.
REPORTS
A. The contractor shall submit a “DBE Participation Report” on this contract
monthly which shall include the following:
1. The name of each DBE participating in the contract.
2. A description of the work to be performed, materials, supplies, and
services provided by each DBE.
3. Whether each DBE is a supplier, subcontractor, owner/operator, or other.
4. The dollar value of each DBE subcontract or supply agreement.
5. The actual payment to date of each DBE participating in the contract.
6. The report shall be updated by the Prime Contractor whenever the
approved DBE has performed a portion of the work that has been
designated for the contract. Copies of this report should be transmitted
promptly to the Engineer. Failure to submit the report within 30 calendar
days following the end of the month may cause payment to the contractor
to be withheld.
7. The Prime Contractor shall notify the Project Manager at least 24 hours
prior to the time the DBE commences working on the project. The DBE
must furnish supervision of the DBE portion of the work, and the person
responsible for this supervision must report to the Project Manager when
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they begin work on the project. They must also inform the Project
Manager when their forces will be doing work on the project.
B. In order to comply with 49 CFR 26.11, the Prime Contractor shall submit
documentation regarding all payments made from the Prime to all DBE
subcontractors on federal aid projects in the form of copies of cancelled checks
or notarized electronic documentation which validates said payments made on
the DBE Monthly Participation Reports. This information shall be required
monthly and submitted with the DBE Monthly Participation Report.
C. Failure to respond within the time allowed in the request will be grounds for
withholding all payments on all Contracts.
SUBSTITUTION OF DBEs: The Contractor shall make reasonable efforts to replace a DBE
Subcontractor unable to perform work for any reason with another DBE. The Department
shall approve all substitutions of Subcontractors in order to ensure the substitute firms are
eligible DBEs.
When a DBE subcontractor is terminated, or fails to complete its work on the contract for any
reason, the prime contractor must make good faith efforts to find another DBE subcontractor
to substitute for the original DBE. These good faith efforts shall be directed at finding another
DBE to perform at least the same amount of work under the contract as the DBE that was
terminated, to the extent needed to meet the contract goal. The good faith efforts shall be
documented by the contractor. If the recipient requests documentation under this provision,
the contractor shall submit the documentation within 7 days, which may be extended for an
additional 7 days if necessary at the request of the contractor, and the recipient shall provide
a written determination to the contractor stating whether or not good faith efforts have been
demonstrated.
CERTIFICATION OF DBEs: To ensure the DBE Program benefits only firms owned and
controlled by Disadvantaged Individuals, the Department shall certify the eligibility of DBEs
and joint ventures involving DBEs named by bidders.
Questions concerning DBE Certification/Criteria should be directed to the GDOT EEO
Office at (404) 631-1972.
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EVIDENCE OF GOOD FAITH EFFORTS
This completed form should be furnished to AUGUSTA, GEORGIA
CURRENT DATE: / /
RFP/RFQ/P.O./Bid/Solicitation/Other:
PROJECT DESCRIPTION:
BIDDER/OFFERER(FIRM):
CONTACT PERSON: TELEPHONE:
ADDRESS: CITY:
STATE: ZIP: EMAIL:
YES NO EVIDENCE OF GOOD FAITH EFFORTS
PRE‐BID MEETING(S): The bidder/offerer attended all pre‐bid meetings
scheduled by AUGUSTA, GEORGIA to inform DBEs of contracting
and subcontracting opportunities.
COMMUNITY RESOURCES: The bidder/offerer used the services of available
community organizations, small and/or disadvantaged business assistance
offices and other organizations that provided assistance in the recruitment and
placement
of DBE firms.
DBE LIST(S): The bidder/offerer utilized the GDOT list of certified DBE
firms found on the GDOT website.
ADVERTISEMENT: The bidder/offerer advertised in general circulation and/or
trade association publications concerning subcontracting opportunities,
and allowed DBEs reasonable time to respond.
WRITTEN NOTICE(S): The bidder/offerer took the necessary steps to provide
written notice in a manner reasonably calculated to inform DBEs of
subcontracting opportunities and allowed sufficient time for them to participate
effectively.
SMALL CONTRACT(S):The bidder/offerer selected specific portions of the work
to be performed by DBEs in order to increase the likelihood of meeting the
DBE goals (including breaking down contracts into smaller units to facilitate DBE
participation).
INFORMATION: The bidder/offerer provided interested DBEs with adequate
information about the plans, specifications and requirements of the
subcontract.
FOLLOW‐UP: The bidder/offerer followed‐up initial indications of interest by
DBEs by contacting those DBEs to determine with certainty if they remained
interested in bidding.
GOOD FAITH NEGOTIATIONS: The bidder/offerer negotiated in good faith
with interested DBEs and did not reject DBEs as unqualified without sound
business reasons based on a thorough investigation of their capabilities.
To determine whether a bidder/offerer has demonstrated good faith efforts to reach the DBE utilization
goal(s) on the above‐referenced project, AUGUSTA, GEORGIA will consider, AT A MINIMUM, EVIDENCE
OF GOOD FAITH EFFORTS as described in the table below.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 38 of 44
EVIDENCE OF GOOD FAITH EFFORTS
a) A report of all proposals received from a joint venture of DBE firms. The report shall
indicate the action taken by the bidder/offerer in response to the submitted proposals that have
been rejected, and the reason for rejection shall be indicated.
b) Documentation of efforts to enter into agreements with DBE firms for contracted work and
efforts to arrange for a joint venture, partnership or other business relationship with DBEs.
c) Documented contact with DBE firms, associations, or business development
organizations which disseminate information to DBE firms.
d) A copy of letters sent to groups in relevant market sectors notifying
them of the bidder's/offerer's intent to submit a proposal to AUGUSTA,
GEORGIA.
e) Description of assistance provided by the bidder to DBE firms:
1. Review of Request for Proposal or other documents issued by AUGUSTA, GEORGIA.
2. Review of the Scope of Work to be performed.
3. Efforts to assist interested DBEs with bonding, insurance, lines of credit as
required by the bidder/offerer.
f) Documentation of any other effort(s) undertaken by the bidder to encourage the
participation of DBE firms.
g) Overall operation of the bidder/offerer may be considered in evaluating the Evidence of
Good Faith Efforts of the bidder/offerer to comply with the goals and intent of the
disadvantaged business enterprise goals for AUGUSTA, GEORGIA.
h) Any other documentation to demonstrate Evidence of Good Faith Efforts to satisfy the
objectives outlined above.
ASSISTANCE
You may contact the DBE Liaison Officer for assistance with completing any DBE form or
document. You may also contact the DBE Liaison Officer for assistance in identifying available,
capable, and willing DBE firms.
CONTACT US
Kellie S. Irving
Compliance Department Director
Augusta, Georgia
535 Telfair Street, Suite 710
706.826.1325
kirving@augustga.g
ov
www.augustaga.gov
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 39 of 44
DBE GOAL FORMS
The following exhibits must be submitted to complete your proposal. Please complete the
forms in their entirety as applicable to the bid proposal instructions.
Exhibit 1
Letter of Intent
Exhibit 2
Schedule of DBE Participation
Exhibit 3
DBE Unavailability Report
Exhibit 4
DBE Utilization Report
Exhibit 5
Final DBE Utilization Report
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 40 of 44
EXHIBIT 1
LETTER OF INTENT
To Utilize a Disadvantaged Business Enterprise (DBE) Subcontractor/Subconsultant
From:
(Name of Proposer/Bidder)
To: Augusta, Georgia’s Selection Committee
Project Description:
In response to Augusta, Georgia’s Bid No. , the undersigned hereby agree to
utilize as a subcontractor the firm listed below, if awarded the contract. The undersigned further certify that the firm has been
contacted and properly apprised of the projected work assignment(s) upon execution of the contract with Augusta, Georgia.
Name of Firm:
(Proposed DBE Subcontractor/Subconsultant)
Expiration of DBE Certification: (Attach copy of DBE certification)
Projected Work Assignment: Enter description of work assignment
Projected Percentage of Prime’s Contract Fees to be Awarded: (Dollar Amount or Percentage %)
(Signature of Owner or Authorized Rep.) (Date)
Subscribed and sworn to before me this day of 20 .
(Notary’s Signature) (Notary Seal)
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - -
(ACKNOWLEDGEMENT BY THE PROPOSED DBE FIRM)
The undersigned intends to perform work in connection with the above Contract as (check one)
an individual a partnership a corporation a joint venture. The undersigned agrees with the
prime contractor’s/consultant’s proposal and further certifies that all information provided herein is true and correct.
(Signature of Owner or Authorized Rep.) (Date)
State of
County of
Sworn and subscribed before me this
day of ,
Notary Print Name
Notary Signature
Commission Expires ,
Identification Produced: Notary Seal
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 41 of 44
EXHIBIT 2
SCHEDULE OF DBE PARTICIPATION
(To be submitted with an executed Letter of Intent from each DBE firm listed in this form)
BID/RFP #: DATE FORM SUBMITTED:
PROJECT NAME: PROJECT START DATE:
PRIME CONTRACTOR: ADDRESS:
CONTACT PERSON: TELEPHONE #:
DBE Subcontractor
Expiration
of
Certification
DBE
Contact Phone Type of Work To Be Performed
$
Estimated
Sub-Contract
Amount
$
$
$
$
$
Total Estimated Dollar ($) DBE Participation $
DBE Subcontractor Participation Percentage
(Total estimated amount allocated to DBEs divided
by Total Contract Amount)
%
The listing of a DBE shall constitute a representation by the bidder/responder to Augusta, Georgia that such DBE has been contacted and properly apprised of the upcoming County project.
Bidders/Responders are advised that the information contained herein is subject to verification by Augusta, Georgia’s contract representative, with the concurrence of Augusta, Georgia’s
DBE Liaison, and that submission of said information is an assertion of its accuracy, per the requirements of the DBE Program.
I certify that the above information is true to the best of my knowledge:
Signature
Title
Date
THIS DOCUMENT MUST BE PROVIDED WITH THE SUBMITTAL AND SIGNED BY THE PERSON SIGNING THE SUBMITTAL
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 42 of 44
EXHIBIT 3
SAMPLE - DBE Unavailability Report
BID NO.
(NAME OF PRIME CONTRACTOR) (ADDRESS) (TELEPHONE NO.)
_
The undersigned representative of the prime contractor, personally appeared before the undersigned officer,
authorized to administer oaths who, after being duly sworn, states that the undersigned has contacted the DBEs
listed below and that said DBEs are unavailable to perform or to submit a bid which was not the low acceptable
bid set forth, and that the following information regarding DBE subcontractors is true and correct to the best of
his/her knowledge:
1. The following DBE contractors were invited to bid subcontract work, but were not available to
work.
(Provide copy of the invitation, dates, List of DBEs, address, and responses.)
2. The following DBE contractors were invited to bid subcontract work, but did not respond to the
invitation. (Provide copy of the invitation, dates, List of DBEs, address)
3. The following DBE contractors submitted bids which were not the low acceptable bids.
(Provide copy of the responses and your analysis as to why the bids were not acceptable).
If you did not get any responses to your solicitation of DBE contractors, please detail your efforts to recruit
eligible firms, i.e., advertising, personal calls, mailing lists, etc. Information provided will be verified. Attach
all supporting documents such as newspaper ads, phone lists, mailing lists, etc.
Your report should include information as detailed above.
The report should be signed by the same person signing the Bid submittal.
Signature:
Title:
Date:
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 43 of 44
DBE UTILIZATION REPORT EXHIBIT 4
Report No.
CONTRACT #: CONTRACT AMOUNT: $ DATE FORM SUBMITTED:
PROJECT DESCRIPTION: PROJECT COMPLETION DATE:
PRIME CONTRACTOR: PERIOD ENDING:
CONTACT PERSON: TELEPHONE #: FAX #
SUBCONTRACTING INFORMATION
TO BE SUBMITTED MONTHLY TO AUGUSTA, GEORGIA’S CONTRACT REPRESENTATIVE AND THE DBE LIAISON (kirving@augustaga.gov)
DBE Subcontractor
Original
Agreed Price
Revised
Agreed Price
% of Work
Completed
To Date
Amount Paid
This Period
Amount Paid
To Date
Gender Ethnic Category
M F B H A NA W
I attest that the information submitted in this report is in fact true and correct to the best of my knowledge
Signature
Title
Date
Note: The information provided herein is subject to verification by Augusta, Georgia’s DBE Liaison.
RFP 18-159 Congestion Management Update for the ARTS
RFP Due Wednesday, February 28, 2018 @ 3:00 p.m.
Page 44 of 44
FINAL DBE UTILIZATION REPORT EXHIBIT 5
(To be submitted with the final invoice)
CONTRACT #: CONTRACT AMOUNT: DATE FORM SUBMITTED:
PROJECT DESCRIPTION: PROJECT COMPLETION DATE:
PRIME CONTRACTOR: PERIOD ENDING:
CONTACT PERSON: TELEPHONE #: ( ) FAX # ( )
SUBCONTRACTING INFORMATION
All payments made to DBE subcontractors must be reported on this form.
DBE Subcontractor
Description of Work
Original Amount
(Agreed to Price)
Final
Subcontract
Amount
Total Amt Paid Gender Ethnic Category
M F B H A NA W
TOTALS:
I attest that the information submitted in this report is in fact true and correct to the best of my knowledge
Signature
Title
Date
Note: The information provided herein is subject to verification by Augusta, Georgia’s DBE Liaison
1
CONSULTANT SERVICES AGREEMENT
Between
AUGUSTA, GEORGIA
And
VANESSE, HANGEN BRUSTLIN INC. – VHB
THIS AGREEMENT made and entered into this ______ day of __________ 2018 by and
between AUGUSTA, GEORGIA, a political subdivision of the State of Georgia, hereinafter
referred to as “AUGUSTA” or "CLIENT” and VANESSE, HANGEN BRUSTLIN INC. – VHB
a Massachusetts corporation authorized to do business in Georgia, hereinafter referred to as the
(CONSULTANT), for the following reasons:
WHEREAS, the AUGUSTA desires to engage a qualified and experienced planning and
engineering consulting firm to develop a Congestion Management Process Update for the Augusta
Regional Transportation Study (ARTS)- Metropolitan Planning Organization (MPO) planning
area pursuant to the Request For Proposal (RFP) #18-159, hereinafter referred to as the
(PROJECT); and
WHEREAS, the CONSULTANT responded to the aforementioned RFP and has represented
to AUGUSTA that it is experienced and qualified to provide the services contained therein; and
WHEREAS, AUGUSTA has relied on such representations and selected the
CONSULTANT as the most qualified respondent based on its submittal.
NOW, THEREFORE, in consideration of the foregoing, the provisions contained herein
and the mutual benefits derived herefrom, and for other good and valuable consideration, the
receipt and sufficiency of which are hereby acknowledged, it is agreed by and between AUGUSTA
and the CONSULTANT as follows:
ARTICLE I
TERM AND PERIOD OF SERVICE
The term of this Agreement shall commence on May ___, 2018 and extend through March
31, 2019. The term of this Agreement may be extended only by written renewal approved by
the Augusta Georgia Board of Commissioners and the CONSULTANT in accordance with the
AUGUSTA, GEORGIA Code.
ARTICLE II
SCOPE OF SERVICES AND PROCEDURE
The required services for the PROJECT are as enumerated and described in Exhibit A –
RFP submittal by the CONSULTANT, Exhibit B – Augusta’s RFP Solicitation No. #18-159 for
Consulting Services to develop the Congestion Management Process Update for the Augusta
Regional Transportation Study (ARTS)- Metropolitan Planning Organization and Exhibit C - Cost
Proposal, which documents are attached hereto and incorporated in their entirety by reference and
further specified herein.
2
ARTICLE III
REVIEW OF WORK
Authorized representatives of the CLIENT, ARTS MPO, Georgia Department of Transportation
(GDOT), South Carolina Department of Transportation (SCDOT), Aiken County, SC and the
Federal Highway Administration may at all reasonable times review and inspect the PROJECT
activities, financial reports and data collected under the terms of this Agreement and any
amendments thereto. The CONSULTANT shall maintain all required records pertinent to this
Agreement for a period of three (3) years after final payment is made.
All reports, drawings, studies, specifications, estimates, maps, and computations prepared by or
for the CONSULTANT pursuant to this PROJECT, shall be available to authorized representatives
of the CLIENT and representatives of the Federal Highway Administration for inspection and
review at all reasonable times in the General Offices of the CLIENT. Acceptance shall not relieve
the CONSULTANT of its professional obligation to correct, at its expense, any of its errors in the
work.
ARTICLE IV
COMPENSATION AND PAYMENT
SECTION A - TOTAL COST
The CLIENT shall compensate the CONSULTANT for the proper performance of services
under this Agreement a lump sum amount not to exceed two hundred thousand dollars and no/100
cents ($200,000.00) as presented in Exhibit C – Cost Proposal for the completion of the Scope of
Work.
SECTION B - PAYMENT
The CONSULTANT shall submit monthly invoices to the CLIENT. The invoices shall include
charges for all labor and costs in accordance with the Scope of Services listed in Attachment
A. The monthly invoice shall be accompanied by monthly progress reports that indicate the
status of the project.
Unless there is a dispute regarding compensation owed to Consultant, Augusta agrees to pay
all approved invoices within thirty (30) days of receipt. The CLIENT shall not be obligated
to pay any invoices, which are not in accord with the terms of this Agreement.
By acceptance of the CLIENT's payment of an invoice amount, CONSULTANT releases the
CLIENT from any and all claims for service provided and/or work performed through the date
of the invoice.
SECTION C - FINAL PAYMENT
It is further agreed that upon completion of the work by the CONSULTANT and its acceptance by
the CLIENT including the receipt of any final written submission of the CONSULTANT and the
3
approval thereof by the CLIENT, the CONSULTANT shall submit to the CLIENT a final invoice.
Upon approval of the final invoice by the CLIENT, the CLIENT will pay the CONSULTANT a
sum equal to one hundred percent (100%) of the total compensation as set forth in Article V,
Section A, less the total of all previous partial payments, paid or in the process of payment. In no
event shall this amount exceed the total lump sum amount under this Agreement as set out in this
Article. Should the CLIENT fail to pay CONSULTANT all amounts under an invoice when such
amounts are due, CONSULTANT may, after providing ten (10) days written notice, suspend its
performance of services until such time as all past due amounts have been paid and the time for
performance has been extended to overcome the effects of the suspension.
The CONSULTANT agrees that acceptance of this final payment shall be in full and final
settlement of all claims arising against the CLIENT for work done, materials furnished, costs
incurred, or otherwise arising out of this Agreement and shall release the CLIENT from any and
all claims arising out of the CONSULTANT'S work for the CLIENT for and on account of said
Agreement, and any and all work done, and labor and materials furnished, in connection with the
same, including any work by any subcontractor, unless CONSULTANT has provided notice of a
claim to the CLIENT prior to accepting final payment.
ARTICLE V
SUBSTANTIAL CHANGES
If, prior to the satisfactory completion of the services under this Agreement, the CLIENT
materially alters the scope, character, complexity or duration of the services from those required
under the Agreement, a supplemental agreement may be executed between the parties.
Minor changes in the work which do not involve increased compensation, extensions of time or
changes in the goals and objectives of the work may be made by written notification of such change
by either the CLIENT or the CONSULTANT with written approval by the other party.
ARTICLE VI
AUTHORIZATION AND APPROVAL
The CONSULTANT must begin work under this Agreement no later than five (5) business days
after the effective date of this Agreement. The CONSULTANT shall complete all work described
in Article II by __March 31, 2019 ____________ _.
ARTICLE VII
INDEPENDENT PARTIES
AUGUSTA, GEORGIA and the CONSULTANT shall at all times be considered independent
parties and, in no event, shall either be liable for the actions, omissions, debts and obligations of
the other. CONSULTANT shall not have any claim against AUGUSTA, GEORGIA for vacation
pay, paid sick leave, retirement benefits, social security, workers compensation, health,
disability, professional malpractice or unemployment insurance benefits or other benefits.
4
ARTICLE VIII
RESPONSIBILITY FOR CLAIMS AND LIABILITY
The CONSULTANT hereby indemnifies and holds harmless the CLIENT, its officers, agents and
employees from and against any and all suits, claims, actions, losses, expenses, or damages of any
nature whatsoever that arise out of the negligent acts, errors, or omissions of the CONSULTANT
or the CONSULTANT'S subcontractors in the performance of work under this Agreement. These
indemnities shall not be limited by reason of any insurance coverage or limits on insurance
coverage held by the CONSULTANT or the CONSULTANT'S employers, agents and
subcontractors or by other indemnities given herein.
ARTICLE IX
INSURANCE
Prior to beginning work, the CONSULTANT shall obtain and furnish certificates to the CLIENT
for the following minimum amounts of insurance:
(1) Workman's Compensation Insurance in accordance with the laws of the State of
Georgia.
(2) Public Liability Insurance in an amount of not less than one hundred thousand
dollars ($100,000.00) for injuries, including those resulting in death to any one
person, and in an amount of not less than three hundred thousand dollars
($300,000.00) on account of any one occurrence.
(3) Property Damage Insurance in an amount of not less than fifty thousand dollars
($50,000.00) from damages on account of any occurrence, with an aggregate limit
of one hundred thousand dollars ($100,000.00).
(4) Valuable Papers Insurance in an amount sufficient to assure the restoration of any
plans, drawings, field notes, statistical data, surveys or other similar data relating
to the work covered by the PROJECT.
Insurance shall be maintained in full force and effect during the life of the Agreement and until
final completion of the PROJECT.
ARTICLE X
OWNERSHIP OF DOCUMENTS
Subject to the CONSULTANT being paid for services performed, the CONSULTANT agrees that
all reports, drawings, computer disks, specifications, survey notes, estimates, maps, computations
and other data prepared by or for it under the terms of this Agreement shall be delivered to, become
and remain the property of the CLIENT upon termination or completion of the work.
5
ARTICLE XI
SUBLETTING, ASSIGNMENT OR TRANSFER
It is understood by the parties of this Agreement that the work of the CONSULTANT is considered
personal by the CLIENT. The CONSULTANT agrees not to assign, sublet or transfer any or all
of its interest in this Agreement without prior written approval by the CLIENT.
The CLIENT reserves the right to review all subcontracts prepared in connection with the
Agreement, and the CONSULTANT agrees that, if requested, it shall submit to the CLIENT any
proposed subcontract documents together with subcontractor cost estimates for review and written
concurrence of the CLIENT in advance of their execution.
All subcontracts in the amount of $10,000.00 or more shall include the provisions set forth in all
articles in this Agreement.
ARTICLE XII
MAINTENANCE OF CONTRACT COST RECORDS
The CONSULTANT shall maintain all books, documents, papers, accounting records and other
evidence pertaining to costs incurred on the PROJECT and used in support of its proposal and
shall make such material available at all reasonable times during the period of the Agreement and
for three years from the date of final payment under this Agreement, for inspection by the CLIENT
and any reviewing agencies, and copies thereof shall be furnished upon request. The
CONSULTANT agrees that the provisions of this Article shall be included in any Agreements it
may make with any subcontractor, assignee or transferee.
ARTICLE XIII
TERMINATION
Either party may, for its own convenience and at its sole option, without cause and without
prejudice to any other right or remedy of other party, elect to terminate this Agreement, in whole
or in part, by delivering to the address listed in the Notices article of this Agreement, a written
notice of termination specifying the effective date of termination. Such notice shall be delivered
at least thirty days (30) days prior to the effective date of termination.
The CLIENT reserves the right to terminate this Agreement at any time for just cause, or for any
cause, upon thirty (30) days written notice to the CONSULTANT, notwithstanding any just claims
by the CONSULTANT for payment of services rendered prior to the date of termination. Upon
receipt of such notice of termination, the CONSULTANT shall discontinue and cause all work
under this Agreement to terminate upon the date specified in the said notice.
All obligations cease upon the CLIENT's notification to CONSULTANT. AUGUSTA,
GEORGIA will however honor those obligations made in accordance with the Terms of
Agreement, Scope of Work listed in Exhibit A, which were made in good faith prior to such
written notification.
6
Upon termination, notwithstanding the herein above provisions, all finished or
unfinished documents, data, studies, and reports prepared by the CONSULTANT in accordance
with the Scope of Work listed in Exhibit A shall become the property of and be delivered to
AUGUSTA, GEORGIA. The CLIENT shall promptly pay the CONSULTANT for all
services performed to the effective date of termination provided that the CONSULTANT
submits to Augusta properly computed invoices no later than thirty (30) days after the effective
date of termination.
CONSULTANT Default - If the CONSULANT defaults by failing to substantially
perform in accordance with the terms of this Agreement, AUGUSTA, GEORGIA, in its sole
discretion, may, in the case of a termination for breach or default, allow contractor an
appropriately short period of time in which to cure the defect. In such case, the notice of
termination shall state the time period in which cure is permitted and other appropriate
conditions. If CONSULTANT fails to remedy to the CLIENT 's satisfaction the breach or
default of any of the terms, covenants, or conditions of this Agreement within ten (10) days
after receipt by consultant or written notice from the CLIENT setting forth the nature of
said breach or default, the CLIENT shall have the right to terminate the Contract without
any further obligation to contractor. Any such termination for default shall not in any way
operate to preclude Augusta from also pursuing all available remedies against contractor and
its sureties for said breach or default.
If CONSULTANT fails to perform the services within the time specified in this contract or
any extension or if the Consultant fails to comply with any other provisions of this contract,
Augusta may terminate this contract for default. Th e CLIENT shall terminate by delivering
to CONSULTANT a notice of termination specifying the nature of default CONSULTANT
shall only be paid the contract price for services performed in accordance with the manner of
performance set forth in this contract.
ARTICLE XIV
SEVERABILITY
If any provision of this Agreement is held to be invalid, illegal, or unenforceable for any reason,
the validity, legality and enforceability of the remaining provisions of this Agreement will not be
adversely affected.
ARTICLE XV
PUBLICATION AND PUBLICITY
Articles, papers, bulletins, data, studies, statistics, interim or final reports, oral transmittals or any
other materials reporting the plans, progress, analyses, results, or findings of work conducted under
this Agreement shall not be presented publicly or published without prior written approval by the
CLIENT.
IT IS FURTHER AGREED that if any information concerning the PROJECT, its conduct, results
or data gathered or processed should be released by the CONSULTANT without prior approval
from the CLIENT, the release of same shall constitute grounds for termination of this Agreement
without indemnity to the CONSULTANT. In addition, the CONSULTANT shall indemnify and
hold harmless the CLIENT, its officers, employees, and agents from any liability arising from such
unauthorized release of data.
7
Further, CONSULTANT acknowledges that under Georgia law its records, accounts,
correspondence, and other documentation pertaining to this Agreement, may be public records
subject to Georgia’s Open Records Act (O.C.G.A. § 50-18-70, et seq.). CONSULTANT agrees to
deliver immediately to the CLIENT any request made to CONSULTANT under the Georgia Open
Records Act and to cooperate fully in responding to any request made either to CLEINT or
CONSULTANT and making all records, not exempt, available for inspection and copying as
provided by Georgia law.
ARTICLE XVI
CONFIDENTIALITY
The CONSULTANT shall comply with all applicable federal, state, and local laws and
regulations relating to confidentiality and privacy. T h e CONSULTANT agrees to take
reasonable steps to insure the physical security of any confidential data under its control. The
CONSULTANT agrees that it will inform each of its employees or agents having any
involvement with personal data other confidential information of the laws and regulations relating
to confidentiality.
ARTICLE XVII
COPYRIGHTING
The CONSULTANT and the CLIENT agree that any papers, interim reports, forms, and other
material which are a part of work under this Agreement are to be deemed a "work made for hire",
as such term is defined in the Copyright Laws of the United States. As a "work made for hire", all
copyright interests in said works will vest in the CLIENT upon creation of the copyrightable work.
If any papers, interim reports, forms, or other material which are a part of work under this
Agreement are deemed by law not to be a "work made for hire", any copyright interests of the
CONSULTANT are hereby assigned completely and solely to the CLIENT. The CLIENT reserves
publication rights to any works produced under this Agreement.
ARTICLE XVIII
FEDERAL, STATE AND LOCAL CLAUSES
This agreement incorporates by reference the following Federal Highway Administration and
Augusta Georgia required clauses with the same force and effect as set forth in full in the
main text of the agreement. It is understood and agreed that the CONSULTANT is obligated
by and to AUGUSTA, GEORGIA (hereinafter referred to as Augusta, Georgia or the CLIENT)
for any specifications or documentation required of Augusta, Georgia under these clauses.
As set forth in the RFP 18-159 as follows:
1. Minority/Women Business reference page 9
2. Statement of Non-Discrimination reference page 6,
3. Non-Collusion reference page 6
4. Conflict of Interest reference page 7
5. Contractor Affidavit and Agreement reference page 7
6. Local Small Business Opportunity Program reference page 9
8
7. Title VI reference page 15, and
8. Disadvantage Business Enterprise reference page 25-44
ARTICLE XIX
NOTICES
Any notice or consent required to be given by or on behalf of any party hereto to any other party
hereto shall be in writing and shall be sent by (a) registered or certified United States mail, return
receipt requested, postage prepaid, (b) personal delivery to the Strategic Long Range Planning
Manager or Deputy Director of Augusta Planning and Development Department, (c) overnight
courier service, or (d) delivered in person to the Consultant, his or her authorized
representative. All notices sent to the addresses listed below shall be binding unless said address
is changed in writing no less than two weeks before such notice is sent. Future changes in address
shall be effective upon written notice being given via certified first class U.S. mail, return receipt
requested. Such notices will be addressed as follows:
If to CLIENT:
Carletta Singleton, Planning Manager, Strategic Long Range Planning
Martin Laws, Deputy Director
Augusta Planning and Development Department
535 Telfair Street, Suite 300
Augusta, Georgia 30901
With a copy to:
General Counsel
Augusta Law Department
535 Telfair Street, Building 3000
Augusta, Georgia 30901
If to CONSULTANT:
Grady Smith, Program Manager
VANESSE, HANGEN BRUSTLIN INC. – VHB
1355 Peachtree Street NE
Suite 100
Atlanta, Georgia 30309
9
ARTICLE XX
CONTRACT DISPUTES
This Agreement shall be deemed to have been executed in Richmond County, Georgia, and all
questions of interpretation and construction shall be governed by the laws of the State of Georgia.
All claims, disputes and other matters in question between the CLIENT and CONSULTANT
arising out of or relating to this Agreement, or the breach thereof, shall be decided in the Superior
Court of Richmond County, Georgia. CONSULTANT, by executing this Agreement, specifically
consents to jurisdiction of the State of Georgia and to venue in Richmond County and waives any
right to contest the venue in the Superior Court of Richmond County, Georgia.
ARTICLE XXI
COMPLIANCE WITH APPLICABLE LAW
A. The undersigned certify that the provisions of Sections 45-10-20 through 45-10-28
of the Official Code of Georgia Annotated relating to Conflict of Interest and State Employees and
Officials Trading with the State have been complied with in full.
B. IT IS FURTHER CERTIFIED that the provisions of Sections 50-24-1 through 50-
24-6 of the Official Code of Georgia Annotated, relating to the "Drug-Free Workplace Act" have
been complied with in full, as stated in Exhibit D of this Agreement.
C. IT IS FURTHER AGREED that the CONSULTANT shall comply and shall require
its subcontractors to comply with the regulations for COMPLIANCE WITH TITLE VI OF THE
CIVIL RIGHTS ACT OF 1964, as amended, and 23 C.F.R. 710.405(b) as stated in Exhibit E of
this Agreement.
The covenants herein contained shall, except as otherwise provided, accrue to the benefit
of and be binding upon the successors and assigns of the parties hereto.
IN WITNESS WHEREOF, said parties have hereunto set their hand and affixed their seals
the day and year above first written.
By:_________________________________
____________________________________________
Notary Public
By:_______________________________
Grady Smith, Program Manager
VANESSE, HANGEN BRUSTLIN INC. – VHB
10
____________________________________________
Notary Public
11
EXHIBIT A
SCOPE OF WORK
The Augusta Regional Transportation Study (ARTS-MPO) is a bi-state Metropolitan Planning
Organization (MPO) covering the Augusta-Richmond County, GA, and Aiken County, SC
urbanized area. The ARTS planning area includes Richmond County, part of Columbia County,
and the Cities of Hephzibah, and Blythe in Georgia; and part of Aiken and Edgefield Counties in
South Carolina including Cities of Aiken, North Augusta, New Ellenton and Burnettown. The
Augusta Planning and Development Department administers and provides technical planning staff
for the federal transportation planning process in partnership with GDOT, SCDOT, FHWA, FTA,
Aiken County Planning and Development Department, Augusta Public Transit Dept. and the
Lower Savanah Council of Governments.
A Congestion Management Process (CMP) is integral to transportation planning in the ARTS area.
The Congestion Management Process (CMP) is intended to include procedures to alleviate or
reduce anticipated increases in roadway congestion and ensure that “federal, state, and local
agencies” join with regional transit providers, business, private and environmental interests to
develop and implement comprehensive strategies needed to develop appropriate responses to
transportation needs. The purpose of the ARTS CMP is to document congestion/travel reliability
on major transportation corridors in the study area; issues related to special events, work zones
and atmospheric conditions; identify and implement strategies for reducing or eliminating
congestion to improve travel reliability, and track the effectiveness of congestion/travel reliability
mitigation projects.
The CMP will describe the framework for the ongoing process and include elements of the roadway
system, traffic level of service standards, performance elements, trip reduction and travel demand.
The Congestion Management Process update will address planning factors and performance
measures mandated by the Fixing America Surface Transportation Act (FAST Act) that are
appropriate for inter-county transportation planning.
The roadway network within the ARTS MPA includes 52 corridors designated as federal-aid
roadways, such as interstates, freeways, multi-lane highways, rural highways, and arterials. Since
congestion/travel reliability results from various travel system deficiencies which are identified by
different criteria, the existing processes for data collection and analysis, identification of
innovative and applicable congestion mitigation strategies monitoring methodologies will be
analyzed, redefined and updated. This work is based on federal guidelines, best practices, available
data, engineering and planning techniques. The descriptions of the regional CMP system is
included in Attachment X.
The RFP shall include but not limited to engineering and planning approaches to the following
tasks:
Task 1: Review and Conduct Assessment of the Existing CMP
Task 1 - Deliverables: Tasks 1 and 2 conducted concurrently and presented combined
in the Draft and Final Reports.
Task 2: Research CMP Best Practices - research relevant CMP best practices for similar
12
Transportation Management Areas in Georgia and South Carolina. There are many
examples of best practice assessments regarding Congestion Management Process.
This task will identify relevant MPO experiences with CMP that offer innovative
approaches appropriate for the ARTS area.
Task 2 - Deliverables: Tasks 1 and 2 conducted concurrently and presented combined
in the Draft and Final Reports.
Task 3: Develop a Stakeholder and Public Outreach Approach
Attendance and presentations on reports of up to any of three total combined
meetings of the ARTS MPO committees, County Council, City Council, Town
Council or Planning Commissions may be required.
Task 3 - Deliverables: Draft and Final Reports.
Task 4: Data Collection and Analysis of Existing and Future CMP Transportation System
Network - collect data currently available for the roadway network and intersections
from the Annual Traffic Crash and Intersection Report and traffic data reports from
state and local agencies to help reduce the data collection effort.
Task 4 - Deliverables: Tasks 4 and 5 conducted concurrently and presented combined
in Technical Report; GIS Transportation Database or Update; Presentations to MPO
committees.
Task 5: Analyze Traffic Congestion Problems and Needs – evaluate current traffic conditions
and evaluate characteristics for the existing CMS c orridors in the study
area. Review and analyze existing transportation improvement projects in the FY
2017-2022 Transportation Improvement Program, planned projects in the 2040 Long-
Range Transportation Plan (LRTP/MTP) relevant traffic and transportation studies and
other regionally significant transportation projects completed for the MPO
and any jurisdictions within the study area. Conduct traffic analysis of current and
future levels of congestion/travel reliability on existing major and minor
thoroughfares, collectors, and intersections resulting in a corridor traffic data profile.
Task 5 - Deliverable: Tasks 4 and 5 conducted concurrently and presented combined
in Technical Report; GIS Transportation System Database; and GIS shape files.
Task 6: Review and refine Goals and Objectives - review and refine existing regional goals and
objectives addressing congestion management.
Task 6 - Deliverable: Tasks 6, 7 and 8 conducted concurrently and presented combined
in the Draft and Final Reports.
Task 7: Develop Multimodal Performance Measures – using the traffic and travel analysis in
Task 4 and 5, develop guidelines and performance measures to address traffic
congestion/travel reliability, safety, regional transportation issues, as well as existing
13
and future transportation conditions. These performance measures should be
developed in coordination and support the travel reliability, performance measures and
targets set by the States of Georgia and South Carolina in consultation with FHWA and
FTA.
Task 7 - Deliverable: Tasks 6, 7 and 8 conducted concurrently and presented combined
in the Draft and Final Reports.
Task 8: Review and Update Existing CMP Strategies – develop a package of multimodal
congestion/travel reliability management strategies for each corridor. Also, include an
evaluation of previously implemented congestion/reliability focused projects and/or
strategies to support a before & after evaluation of projects to guide in the selection of
future projects.
Task 8 - Deliverable: Tasks 6, 7 and 8 conducted concurrently and presented combined
in the Draft and Final Reports.
Task 9: Develop CMP Data Collection, Monitoring and Performance Reporting Process – this
task will include developing a step-by-step process for data collection, updating the
GIS attribute database and spatial analysis, evaluations of previously implemented
congestion/travel reliability projects or strategies in the area, and reporting annual
traffic congestion/travel reliability conditions and travel data. This task will also
include developing a project prioritization process.
Task 9 - Deliverable: Tasks 9 and 10 conducted concurrently and presented combined
in the Draft and Final Reports; GIS based Performance Database.
Task 10: Develop CMP System Performance Monitoring Evaluation - develop corridor profiles
for each CMP corridor summarizing existing conditions, level of congestion/travel
reliability, performance measures, strategies, recommendations, project prioritization
and implementation process/schedule in the creation of an annual CMP report.
Task 10 - Deliverable: Tasks 9 and 10 conducted concurrently and presented combined
in the Draft and Final Reports; GIS analytical reporting tool – Annual Performance
Monitoring Report based Database.
14
EXHIBIT B
Augusta’s RFP #18-159 for Consulting Services to develop the
Congestion Management Process Update for the Augusta Regional
Transportation Study (ARTS)- Metropolitan Planning Organization
15
Exhibit C - Cost Proposal
Cost Proposal
Proposed CMP Update Project Budget - By Task
Task Amount % By Task
Task 0: Project Management 14,000.00 8%
Task 1: Review and Conduct Assessment of the Existing CMP 8,750.00 5%
Task 2: Research CMP Best Practices 8,750.00 5%
Task 3: Develop a Stakeholder and Public Outreach Approach 7,000.00 4%
Task 4: Data Collection and analysis of Existing and Future CMP Transportation System Network 26,250.00 15%
Task 5: Analyze Traffic Congestion Problems and Needs 17,500.00 10%
Task 6: Review and Refine Goals and Objectives 7,000.00 4%
Task 7: Develop Multi-Modal Performance Measures 10,500.00 6%
Task 8: Review and Update Existing CMP Strategies 15,750.00 9%
Task 9: Develop CMP Data Collection, Monitoring and Performance Reporting Process 19,250.00 11%
Task 10: Develop CMP System Performance Monitoring Evaluation 38,500.00 22%
Task 11: Draft and Final Reports 1,750.00 1%
TOTAL $175,000 100%
Optional Additional Elements
Improved dashboard with enhanced search and query, drill down charting and graphics 25,000.00
Project
Manager
Sr. Planner/
Engineer
Sr. GIS
Programmer/A
nalyst
Planner/
Engineer Admin Total Hours Total Cost
Task 0: Project Management 26 37 8 0 9 80 $ 13,043
Task 0.1: PM Team & Client Coordination Meetings 18 9 0 0 0 27 $ 5,400
Task 0.2: Project Management Plan/Invoicing/Progress Reports 0 4 0 0 9 13 $ 1,083
Task 0.3: QA/QC Activities 8 24 8 0 0 40 $ 6,560
Task 1: Review and Conduct Assessment of the Existing CMP 4 10 0 12 0 26 $ 3,840
Task 1.1: Assess Current Conditions 1 2 0 0 0 3 $ 525
Task 1.2: Identify Potential Process Improvements 2 6 0 0 0 8 $ 1,350
Task 1.3: Draft & Final "Report Card" of Current Conditions 1 2 0 12 0 15 $ 1,965
Task 2: Research CMP Best Practices 4 5 0 45 0 54 $ 7,050
Task 2.1: Identify Peer MPOs 1 1 0 8 0 10 $ 1,335
Task 2.2: Conduct Best Practices Research 0 0 0 13 0 13 $ 1,560
Task 2.3: Identify Best Practices Relevent to ARTS 1 2 0 8 0 11 $ 1,485
Task 2.4: Draft & Final Existing CMP and Best Practices Assesment
Chapter 2 2 0 16 0 20 $ 2,670
Task 3: Develop a Stakeholder and Public Outreach Approach 14 22 0 8 0 44 $ 7,410
Task 3.1: Stakeholder and Public Outreach Plan 1 4 0 0 0 5 $ 825
Task 3.2: Develop up to Three (3) One-page Fact Sheets 1 3 0 4 0 8 $ 1,155
Task 3.3: Attend and Present at up to Four (4) Combined & Public
Meetings 12 15 0 4 0 31 $ 5,430
Task 4: Data Collection and analysis of Existing and Future CMP
Transportation System Network 2 10 0 51 0 63 $ 8,070
Task 4.1: Collect Existing Data (Coordinate with ARTS, DOTs, APT)0 4 0 16 0 20 $ 2,520
Task 4.2: Collect Additional Data Identified Through Stakeholder
Coordination 0 4 0 16 0 20 $ 2,520
Task 4.3: Draft & Final Data Collection and Needs Assessment Chapter 2 2 0 19 0 23 $ 3,030
Task 5: Analyze Traffic Congestion Problems and Needs 2 28 0 60 0 90 $ 11,850
Task 5.1: Identify and Document System and Corridor Attributes 0 6 0 12 0 18 $ 2,340
Task 5.2: Develop GIS Shapefiles of Current and Future Congestion 0 1 0 12 0 13 $ 1,590
Task 5.3: Develop GIS Transportation System Database 0 1 0 12 0 13 $ 1,590
Task 5.4: Summarize Needs by Corridor 1 16 0 16 0 33 $ 4,545
Task 5.5: Draft & Final Traffic Congestion Problems and Needs Chapter 1 4 0 8 0 13 $ 1,785
Task 6: Review and Refine Goals and Objectives 4 12 0 16 0 32 $ 4,620
Task 6.1: Review Previous CMP Goals and Refine to Align With Current
ARTS Goals 1 2 0 0 0 3 $ 525
Task 6.2: Coordinate With GDOT and SCDOT to Align With Statewide
Goals 1 2 0 0 0 3 $ 525
Task 6.3: Develop SMART Objectives for Each Goal 1 4 0 8 0 13 $ 1,785
Task 6.4: Document CMP Goals and SMART Objectives 1 4 0 8 0 13 $ 1,785
Task 7: Develop Multi-Modal Performance Measures 3 12 0 0 0 15 $ 2,475
Task 7.1: Update & Expand Existing Performance Measures 1 4 0 0 0 5 $ 825
Task 7.2: Identify New Multi-Modal Performance Measures 1 4 0 0 0 5 $ 825
Task 7.3: Document Multi-Modal Performance Measures 1 4 0 0 0 5 $ 825
Task 8: Review and Update Existing CMP Strategies 3 2 0 0 0 5 $ 975
Task 8.1: Review Existing CMP Strategies 0 0 0 0 0 0 $ -
Task 8.2: Identify Potential New CMP Strategies 0 0 0 0 0 0 $ -
Task 8.3: Update Toolbox of CMP Strategies 1 0 0 0 0 1 $ 225
Task 8.4: Evaluate Strategy Effectiveness 1 0 0 0 0 1 $ 225
Task 8.5: Draft & Final Goals and Objectives, Multimodal Performance
Measures, and CMP Strategies Chapter 1 2 0 0 0 3 $ 525
Task 9: Develop CMP Data Collection, Monitoring and
Performance Reporting Process 2 2 90 0 0 94 $ 13,800
Task 9.1: Implement Data Environment/Big Data 0 0 34 0 0 34 $ 4,930
Task 9.2: Develop Project Prioritization Process 1 0 10 0 0 11 $ 1,675
Task 9.3: Document List of Prioritized Projects 0 0 12 0 0 12 $ 1,740
Task 9.4: Draft & Final CMP Data Collection, Monitoring, and
Performance Reporting Process 1 2 34 0 0 37 $ 5,455
Task 10: Develop CMP System Performance Monitoring
Evaluation 1 2 190 0 0 193 $ 28,075
Task 10.1: Implement Reporting Dashboard 0 0 156 0 0 156 $ 22,620
Task 10.2: Provide Documentation & Training on Reporting Dashboard 0 0 16 0 0 16 $ 2,320
Task 10.3: Draft & Final System Performance Monitoring Evaluation
Chapter 1 2 18 0 0 21 $ 3,135
Task 11: Draft and Final Reports 2 2 0 8.68 0 12.68 $ 1,792
Task 11.1: Draft Report 1 1 0 6 0 8 $ 1,095
Task 11.2: Final Report 1 1 0 3 0 4.68 $ 697
Total 67 144 288 201 9 709 $ 103,000
VHB Labor Costs Loaded Hourly Rates Cost
Project Manager (Grady Smith)$ 225.00 15,075$
Senior Planner/Engineer $ 150.00 21,600$
Senior GIS Programmer/Analyst $ 145.00 41,760$
Planner/Engineer $ 120.00 24,082$
Admin $ 53.70 483$
Total 103,000$
VHB Direct Expenses
Travel (mileage, etc.)1,500$
Miscellaneous (graphics, printing, meals)2,500$
Total 4,000$
Subconsultants
RS&H; Tasks 7, 8, 9, and 10 40,000$
Vision Engineering and Planning (DBE) 16.5%; Tasks 1, 4, and 5 28,000$
Total 68,000$
Sub-Total 175,000$
Additional Tasks
Improved dashboard with critical intersections, enhanced search and query, drill down charting and graphics 20,000$
Flexible funds for additional tasks to be determined with ARTS during the course of the project 5,000$
TOTAL COST 200,000$
Augusta Congestion Management Process
VHB
Task Description
Total Hours
9
201
DRAFT Project Budget 3/29/2018
144
VHB Staff Hours by Task & Staff Category
Fee Estimate
67
288
Jacobs Engineering Group Inc.
4/30/2018
Commission Meeting Agenda
5/15/2018 2:00 PM
PI# 0015914 PL Augusta Congestion Management Process Update
Department:Planning & Development
Department:Planning & Development
Caption:Motion to approve a Resolution to support approval of the
Fiscal Year 2018 Federal Highway Administration (FHWA)
Metropolitan Planning Program (PL) Funds for Project #
0015914 for $175,000 ($140,000 federal and $35,000 local
match). (Approved by Finance Committee May 8, 2018)
Background:The Augusta Planning and Development Department (APDD) is
the metropolitan transportation planning staff of the Augusta
Regional Transportation Study serving as Metropolitan Planning
Organization (MPO) representing Richmond County, Georgia.
The APDD received approval from the Augusta Richmond
County Commission to execute the FY 2018 Metropolitan
Transportation Planning Services Contract between Augusta
Georgia and GDOT on October 17, 2017, refer to attached
Office of Administrator’s Letter of Approval – October 17,
2018. These funds provide funding for administration, staff, and
office equipment to support the Augusta Regional
Transportation Study work tasks in the FY 2018 Unified
Planning Work Program. The amount of the original contract
was $365,796.00 80% federal with a 20% local match for
$91,449.00. These funds were included in the FY 2018 General
Fund Budget.
Analysis:GDOT and FHWA GA Division agreed to carryover funds and
extend the termination date to June 30, 2019 for the original
agreement between GDOT and Augusta GA for FY 2018
Federal Highway Administration (FHWA) Metropolitan
Planning Program (PL) Funds for aforementioned Project #
0015914 to secure professional consultant services for planning
and engineering. Without approval of this item, the funds for this
project would expire June 30, 2018. Thus, the Augusta Planning
Development Department would not have federal funds Cover Memo
available for the PI# 0015914 PL Augusta Congestion
Management Process Update.
Financial Impact:Local matching funds will be provided by the City of Augusta in
an 80/20 split including $140,000.00 80% from the U.S.
Department of Transportation – Federal Highway
Administration and $35,000.00 20% local match from the city.
Alternatives:Do not approve the Resolution in support to develop this project.
Recommendation:Approve resolution supporting this PI# 0015914 PL Augusta
Congestion Management Process Update project.
Funds are
Available in the
Following
Accounts:
FY 2018 Federal Highway Administration (FHWA)
Metropolitan Planning Program (PL) Funds
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
Refund of Delinquent Taxes for Properties
Department:Clerk of Commission
Department:Clerk of Commission
Caption:Motion to approve the refund of delinquent taxes once they are
paid to support to cleanup and redevelopment of this long time
contaminated eyesore in the community regarding properties
located at 1409 Steiner Avenue, 1312 Steiner Avenue, 1314
Steiner Avenue, 1408 Steiner Avenue, and 1733 Mill Street,
Augusta, GA 30901. (Approved by Finance Committee May
8, 2018)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Nancy Morawski
From: Commissioner Sammie SiasSent Thursday, May 03, 2018 9:40 AMTo: Lena BonnerCc: Janice Allen Jackson; Hawthorne Welcher; Chris J. Johnson; Commissioner Dennis
Williams; Commissioner Sean Frantom
Subiect: Re: Finance Agenda Item
I inadvertently left offthese additional properties that is part of this same cleanup and redevelopment effort.
1312 Steiner Ave
1314 Steiner Ave
1408 Steiner Ave
1733 MillStr
Sammie L. Sias
Commissioner,
Augusta Richmond County
"Failure is not on Option"
From: Commissioner Sammie Sias
Sent: Thursday, May 3, 2018 8:52 AM
To: Lena Bonner
Cc: Janice Allen Jackson; Hawthorne Welcher; Chris J. Johnson; Commissioner Dennis Williams; Commissioner Sean
Frantom
Subject: Finance Agenda ltem
Ms Bonner,
Please place the following item on the Finance Committee Agenda for 8 May 2OL8:
Reference property at: 1409 Steiner Ave, Augusta, GA 3OgO1
Consider the Refund of Delinquent Taxes once they are paid to support the cleanup and redevelopment of this
long time contaminated eyesore in the community.
I am requesting that we consider this over two committee cycles to allow all questions and concerns to be
addressed.
Request that Community Housing Director, the Laney Walker Development Corp, and other interested be
prepared to address the commission on this issue.
I also ask the Tax Commissioner's to provide a detailed report of all taxes due.
Thanking everyone in advance.
Sammie L. Sias
Commissioner,
Augusta Richmond County
"Foilure is not an Option"
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AED:104.1
Space Above This Linc f<rr necorder iUi
After recordirrg, plcase return to
Huggirrs, Allen. Anderson &
Jones. LLP
3525 Walton Way lirrcnsion
Aug(sta, Georgia 30909
Attn: David C. JoncsSTATE OF GEORGIA
COUNTY OF RICHMOND
OUITCLAIM DEED
THIS INDENTURE is made as ?f t!? k_day of Ebr^-a-c.\ , 201g, by and berweenWells Fargo Bank, N.A., Successor-By-Merger to W"cnwi, nffi].A. and SouthTrustBank, hereinafter called "Grantor". and Laney-Walker Development Corporation, hereinaftercalled "Grantee". The words "Grantor" and "Grantee" include the neuter, masculine and femininegenders, and the singular and the plural.
wIINgS!ErH:
FOR AND fN CONSIDERATION of the sum of Ten Dollars ($10.00) in hand paid toGrantor by Grantee at and before the execution, sealing and delivery hereof, and other good andvaluable consideration, the receipt and sufficiency of wliich are hereby acknowledged, Grantor hasremised, released, conveyed and forever quitclaimed, and by these presents does"r.emise, release.convey and forever quitclaim unto Grantee, and the successors, successors-in-titie, legairepresentatives and assigns of Grantee, all those -tracts or parcels of land lying and being-inRichmond County, Georgia, being more particularly described on Exhibit,,d,,, attached heretoand incorporated herein by reference.
To HAyE AND TO HOLD said tracts or parcels of land in orderthat neither Grantor norany person clairning under Grantor shall at any time by any Jneans or ways have, claim or demandany title or intercst in or to said land or any oithe rights, rnembers and appurtenances thereof.
THE PURPOSE oF THIS CONVEYANCE is for Grantor fully and comptetely toremise, release, convey and forever quitclaim to Grantee all those tr".h o. parcels of landdescribed herein in order to clear title to said tracts or parcels of tand (including, wiihout Iimitation,
-t -
the release of all those tracts or parcels of land from (i) thal certain Writ of Fieri Facias against C.
P"tty Whitney, Jr. recorded with the Clerk of Superior Court of Richrnond County, ceorgia inBook 41, page 6361, and (ii) that ce(ain Deed to Sicure Debt from C. Barry Whitney. Jr. recordedwith.the Cle$ of Superior Court of Richmond County, Georgia in Realty i.eel 486, page 1 423, asrnodified in Book 692,Page2218 andin Bo_ok 872,Page 136-1, and (iii) ihat ceftain SeJurity Deedfrom C. Barry Whitney recorded with the Clerk of Suferior Court of Richmond County, Georgiain Book 723,Page35l.
Grantor acknowledges that C. Bamy Whitney, Jr. {alVa C. Barry Whitney) deeded thetmcts or parcels of land described herein to Crantee pursuant to that certain Deed of Gift recordedwith the_Clerk of Superior Court of Richrnond Couniy, Georgia in Book I 599. page l g63 and thatcertain Deed of Gift recorded with the Clerk of Superior Court of Richmond Cofrrty, Georgia inBook 1606, Page 890.
IN WITNESS WHEREOF, Grantor's duly auflrorized representative has executed arrdsealed this indenture, and delivered this indenture to Crantee, allihe day and year first writtenabove.
presence
GRANTOR:
WELLS FARGO BANK, N.A.,SUCCESSOR-BY.MERGER TOWACHOVIA BANK, N.A. AND
SOUTTITRUST BANK
By:
Name:
Title:
(sEAL)
Signed, sealed and delivered in the
My Commission Expires:
I - 30 -poeo
(NOTARTAL SEAL)
."-:,!li.i, ii !,i!,i,e.
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AUCt.tBot s!721 I
EXHIBIT A
All those parcels of land, together with improvements thereon, situate, lying and being in the Stateof Ceorgia, County of Richmond, more particularly being described as the following, to wit:
TRACT h I4O9 & 1312 STEINER AVENUE
Parcel No. Two (2), being all or the lancl within the red lines lettered IJ, JK, KL, LM, MN, NO,oP, PQ, QR' RS, sr, TU, uv, vw, wx, xy, and yr, on a',plat of property" of Atlantic StatesWarehouse Company, made by Elroy G. Smith, Engineer, dated June l0,lg26,a blue print of saidPlat being annexed to and recorded with a Security Deed from Atlantic States WarehouseCompany to Georgia Railroad Bank, dated June 24,lg26,and recorded in the Of'fice of the Clerkof Superior Court of Richmond County in Realty Book l0-T, pages 534-s3g, to which plat
reference is made for a more complete description, and being bounded: North by Anderson
Avenue; East now or formerly by an alley; Soutlrwest by what was formerly Augusta Avenue, and
also by Milledgeville Road; and West by CIay Street, which separates a portion of this property
from property owned by Medical College of Georgia Foundation.
And being of portion or the property conveyed by Georgia Railroad Bank and Trust Company toCeorgia-Carolina Warehouse & Compress Company. by Wamanty Deed of January I l, 1933, andrecorded in said clerk's office in Realty Book l2-o, page 410 et seq.
LESS AND EXCEPT all that property conveyed to The City Council of Augusta by that cerrain
deed from Georgia-Carolina Warehouse & Cornpress Company dated November ZZ,l957 and
recorded in said clerk's office in Realty Book 24-v, page 102 et seq.
ALSO, LESS AND EXECPT all that property conveyed to RCB Capital, LLC by that certainSherifPsTaxDeeddatedOctoberT,20l4andrecordedinsaidClerk'sOfficeinBook 1459.page
498.
TAX #s: 059-3-001-00-0 and 059-3-028-00-0
TRACT 2z 1733 MILL STREET
All that lot or parcel of larrd with any improvements thereon lying within the City of Augusta,
Richmond County, Georgia, fronting 102 feet, more or less. on the West side of Mills Street, alsoknown as Mill Street; and being known as Not No. I I, Block 20, ona plat recorded in the Officeof the Clerk of the Superior Court of Richmond County, Ceorgia in Realty Book 4-H, pages 572-573. Said lot is triangular in shape and is bounded: North by Lot No. l0 of said plat; East Ly MillsStreet; South and West by the Iong line of its triangle, which measures 134 %feet, more or less, inlength, that faces what was referred to as l6th Street. ancl has been used by Lansing B. Lee, Jr. andBertha L. Toole herein; the premises being known as No. 1733 and !735 Mills Str.eet.
And being the same property conveyed by Mr. Louis T. Clark to ceorgia-Carolina Warehouse &compress company by warranty Deed dated February2l,l966, and recorded in said clerk.sOffice in Realty Book 32-M, page 881.
TAX #: 059-3-026-00-0
AtjouB0l 5l72t.l
TRACT 3: t3t4 STEINER AVENUE
All that lot of land with improvement, thereon, lying in the city of Augusta, Richmond County.ceorgia, known as Lot No. 20, of the oflicial ptui in the office of the city Tax Assessor ofAugusta' Georgia, known then as ward 4, Block 97. said Lot is triangular in shape. said propertyfronts a distance or 84 feet. more or less, on the South aide of steiner Lane. and is further boundedon the East by caffett's Lane for a distance of ll7.2},more or less, and on the Southwest by aStreet designated on official Plats, now or formerly as Monroe or Sixteenth Street, on which it hasa frontage of I38'5 feet, more or less; the premisis being formerly known as t:i+ Steiner Lane,also referred to as 1316 Steiner Lane, now known u, l:l+ steiner Lane, and, on the currentAugusta-Richmond county Tax Map as Map 59, Brock 3,parcer27.
TAX #: 059-3-027-00-0
TRACT 4: 1408 STEINER AYENUE
tLL^1"9 only that parcel of land, with improvements thereon, designated as Tax parcel 059-3-029-00-0, lying and being in the city of Augusta, ni.r,rnona county, Georgia, containing 4.gacres, more or less, shown in Book l0-T, Page 534, the descriptiori contJined therein beingincorporated herein by this reference, described"in Deed Book 32), page loti, Lno*n as I40gSteiner Avenue.
Map and ParcelNo. 059-3-029-OO-O
1408 Steiner Ave.
AUGLIB0| 53?23 I
THOMPSON BUILDING WREGKING GO,
HttAtr E. THO6pSOI 63{ Eleventh StreetPrcridcnl P.O. Box 932
Augusta, Georgia 3O9O3
Phone: (T061722-143.2
Farc (7O6) 7224253
ING.
Conmcrciol
Demolition
Equipmcnt lcntol
Grcding / (lclring
January 25,2018
ATTN: Dr. David Squires
PH: 706-831-6696
Email: drsquires@gmail.com
REF: QUOTE FOR SITE CLEANUP AND ROUGH-GRADE CONCRETE AND BUILDING MATERIALSLOCATED AT 1409 STEINER AVENUE, GA ON 16.29 ACRES
Dear Dr. Squires:
We at Thompson Building Wrecking Co. are pleased to submit our proposal to perform the demolition and
removal for the project referenced above.
o SITE CLEANUP AND ROUGH-GRADE OF 1G.29 ACRES:
$650,000.00
BUDGETARY PURPOSES ONLY
ln addition, this quote includes Thompson Building Wrecking Company providing the manpower,
supervision, tools, equipment, disposalfees, permits and insuranoe necessary to start and complete this
demolition and cleanup project in a timely and professional manner.
Work may begin within 10 working days of notice to proceed, and atl work completed within 20 workingdays thereafter. Payment will be due at completion.
We look forward to providing our services for this project. Should there be any questions or if I can be offurther help please don't hesitate to call.
Respectfully,
TYSON THOMPSON
Project Estimator
I
srArE oF GEORGiA
I
couNTY oF RrcHri4OND
I
I
NATIONAL BANK l& TRUST CO., hereinafter called "Grantor", and Laney-Walker
Development Corporition, hereinafter called "Grantee". The words 'oGrantor" and "Grantee"
include the neuter, rna{culine and feminine genders, and the singular and the ptural.
wITNES$ErH:
Space Above This Lrne for Recorder's Use
After recording, please retum to
Huggins, Allen, Anderson &
Jones, LLP
3525 Walton Way Extension
Augusta, Georgia 30909
Attn: David C. Jones
QUITCLAIM DEED
nl'n"'.' t'*;i ;;';#[';'il;
described lrerein in ord[r to clear title to said tracts or parcels of land (including, wiihout limitation,
I
THIS INDEN{URE is made asof theJ?nday ot /t/0, f ,z}1g,by and between
QUEENSBOROUGIi NATIONAL BANK E.- TRffi CON,TPANY, FTWA FIRST
any person claiming ,tfA., C,"ni* tfruiiut ury tirne by any means or ways lrave, claim or demand
any tirle or interest in {r to said land or any of the rights, members and appurtenances thereof.
THE PURrOff OF THIS CONVEYANCE is for Crantor fully and completely to
AUGLIB0| 51721 I
-t-
$
NATIONAL BANK & TRUST CO.
By:
Name: ,?r
Tiile: e lP
(sEAL)
Notary
My
SEAL)
AUCL|Bo: 5l?ll I
Allthose parcels of lan
EXHIBIT A
, together with improvements thereon, situate, rying and being in the State
ichmond, more particularly being described as the following, to wit:of Georgia, County of
TRACT t:1409 & 13!2 STEINER AVENUE
Parcel No. Two (2), bling all or the land within the red lines lertered IJ, JK, KL, LM, MN, NO,oP, PQ, QR, RS, sr, Iu, uv, vw, wx, xy, and yl, on a "plat of property" of Atlantic states
Warehouse Company, inade by Elroy G. Smith, Engineer, dated June lO,lg}6,a blue print of saidPlat being annexed t{ and recorded with a Security Deed from Atlantic States Warehouse
Company to Georgia t{ailroad Bank, dated June 24,1g26,and recorded in the Office of the Clerkof Superior Court of $ichmond County in Realty Book l0-T, pages 534-539, to which plat
reference is made forja more complete description, and being bounded: North by Anderson
Avenue; East now or f$rmerly by an alley; Southwest by what was formerly Augusta Avenue, and
also by Milledgeville $oad; and West by Clay Street, which separates a portion of this propefty
from property owned b[ Medical college of Georgia Foundation.
And being the same
Compress Company
Office in Realty Book
conveyed by Mr. Louis T. Clark to Georgia-Carolina Warehouse &
warranty Deed dated February 21,1966, and recorded in said clerk's
2-M, page 881.
And being of portion o[ the property conveyed by Georgia Railroad Bank and Trust Company to
Georgia-Carolina Wardhouse & Compress Company, by Warranty Deed of January I l, 1933, and
recorded in said clerk'c office in Realty Book l2-o, page 410 et seq.
LESS AND EXCEPT hll that property conveyed to The City Council of Augusra by rhar certain
deed from Georgia-Caholina Warehouse & Compress Company dated November 22,1957 and
recorded in said clerk'p office in Realty Book 24-v, page 102 et seq.
ALSO, LESS AND Elpcpr all that property conveyed to RCB Capital, LLC by that cerlain
Sherifls Tax Deed datfd Octob er 7 ,2014 and recorded in said Clerk's Office in Book 1459, page4e8.
i
TAX #s: 0s9-3-00r-OolO and 059-3-028-00-0
TRACT 2: |733MILI, STREET
IAll that lot or parcel lf land with any improvements thereon lying within the City of Augusta,
Richmond County, Ce{rgia. fronting 102 feet, more or less, on the West side of Mills Street, also
known as Mill Streel; qnd being known as Not No. I l, Block 20, on a plat recorded in the Office
of the Clerk of the Supirior Courl of Richmond County, Georgia in Realty Book 4-H, pages 572-
573. Said lot is trianguljar in shape and is bounded: Norlh by Lot No. 10 of said Plar; East by Mills
Street; South and Westlby the long line of its triangle, which measures 134 %feet, more or less, in
length, that faces what i'vas referred to as l6Ih Street, and has been used by Lansing B. Lee, Jr. and
Bertha L' Toole hereinJ the premises being known as No. 1733 and 1735 Mills Street.
TAX #:059-
N,r(
I
TRACT 3: I3I4 srB[Nen AVENUE
I
All that lot of land wit[ improvement, thereon, lying in the City of Augusta, Richmond County,
Georgia, known as Lo[ No. 20, of the Official Plat in the Office of the City Tax Assessor ofAugusta, Georgia, kno'lvn then as Ward 4, Block 97. Said Lot is triangular in shape. Said property
fronts a distance or 84 feet, more or less, on the South aide of Steiner Lane, and is further bounded
on the East by Garrett''is Lane for a distance of 117.20, more or less, and on the Soulhwest by a
Street designated on off cial Plats, now or fonnerly as Monroe or Sixteenth Street, on which it has
a frontage of 138.5 feef, more or less; the premises being formerly known as l3l4 Steiner Lane,
also refeffed to as l3i6 Steiner Lane, now known as l3l4 Steiner Lane, and, on the current
Augusta-Richmond Colnty Tax Map as Map 59, Block 3,parcel 27.
TAX #: 059-3-027-00-P
TRACT 4: 1408 STBINER AVENUE
IALL and only that parpel of Iand, with improvements thereon, designated as Tax Parcel 059-3-
029-00-0, lying and b$ing in the City of Augusta, Richmond County, Georgia, containing 4.8
acres, more or less, s{rown in Book l0-T, Page 534, the description contained therein being
incorporated herein bylthis reference, described in Deed Book322. Paee 1681. known as l40g
in Book l0-T, Page 534, the description contained therein being
incorporated herein bylthis reference, described in Deed Book322, Page 1681, known as l40g
Steiner Avenue.
Map and ParcelNo. 05p-3-029-00-0
1408 Steiner Ave.
?(
Commission Meeting Agenda
5/15/2018 2:00 PM
Supplemental Agreement with GDOT for FY 2018 Federal Highway Administration
Department:Planning & Development
Department:Planning & Development
Caption:Motion to approve the FY 2018 PL Contract – PI # 0015459
Supplemental Agreement contract between Augusta, Georgia
and the Georgia Department of Transportation for federal funds
totaling $282,245.00 ($225,796.00 as 80% federal and
$56,449.00 as 20% local). (Approved by Finance Committee
May 8, 2018)
Background:The Augusta Planning and Development Department (APDD) is
the metropolitan transportation planning staff of the Augusta
Regional Transportation Study serving as Metropolitan Planning
Organization (MPO) representing Richmond County, Georgia.
The APDD received approval from the Augusta Richmond
County Commission to execute the FY 2018 Metropolitan
Transportation Planning Services Contract between Augusta
Georgia and GDOT on October 17, 2017, refer to attached
Office of Administrator’s Letter of Approval – October 17,
2018. These funds provide funding for administration, staff, and
office equipment to support the Augusta Regional
Transportation Study work tasks in the FY 2018 Unified
Planning Work Program. The amount of the original contract
was $365,796.00 80% federal with a 20% local match for
$91,449.00. These funds were included in the FY 2018 General
Fund Budget. GDOT and FHWA GA Division will carryover
funds, $175,000 ($140,000 federal and $35,000 local match) and
extend the termination date to June 30, 2019 for the original
agreement between GDOT and Augusta GA for FY 2018
Federal Highway Administration (FHWA) Metropolitan
Planning Program (PL) Funds. These funds are for Project #
0015914 to secure professional consultant services for planning
and engineering.
Analysis:Approving this contract secures federal funds for both PI
#0015459 to conduct MPO federal transportation planning
services for federal aid projects and programs; and to fund PI#
Cover Memo
0015914 for the ARTS Congestion Management Process
Update, which is a federal required plan to be developed under a
professional consulting service contract as outlined in the ARTS
FY 2018 Unified Planning Work Program.
Financial Impact:These funds were included in the FY 2018 general funds budget
as part of the total FHWA MPO PL funds totaling $365,796.00
from GDOT for the Planning and Development Dept. The
contract stipulates that the Georgia Department of
Transportation will reimburse the city for eighty percent (80%)
of the eligible costs incurred for providing regional
transportation planning services. The funding amount is similar
to the funding level last year, so that the twenty percent (20%)
local match will be similar to the 2017 budget for the Planning
and Development Department. The Augusta Richmond Co.
Commission approved the original contract October 10, 2017.
No additional local funds are needed.
Alternatives:None recommended
Recommendation:Approve the FY 2018 Metropolitan Transportation Planning PL
Contract – PI # 0015459 Supplemental Agreement contract
between Augusta, Georgia and the Georgia Department of
Transportation.
Funds are
Available in the
Following
Accounts:
GDOT for FY 2018 Federal Highway Administration (FHWA)
Metropolitan Planning (PL) Funds Budgeted in fund:
220016309-3343117
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
Motion for Abandonment of Richmond Lane - 2nd Reading
Department:Law
Department:Law
Caption:Motion to deny request that Richmond Lane, as shown on the
attached map 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, and to receive as information the results of the
public hearing held regarding the issue of abandonment pursuant
to O.C.G.A. §32-7-2, 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 and adopt the
attached Resolution. (Approved by Engineering Services
Committee May 8, 2018)
Background:Chase Caldwell has requested that Richmond Lane be closed
because it is an alley that is situated between two streets and
presently allows public access to his property. The abandonment
request has been reviewed by all essential county departments
and administrators and approvals were received to this
abandonment request. A map of Richmond Lane is
attached. Pursuant to O.C.G.A. §32-7-2, a public hearing was
held on May 8, 2017 for this matter.
Analysis:In addition to the information provided in the above Background
section, results of the public hearing will be presented to the
Commission. Notice to the property owners located thereon has
been provided, pursuant to O.C.G.A. §32-7-2(b)(1).
Financial Impact:Cost of publication and advertisement of public hearing.
Alternatives:Approve or deny request to determine that Richmond Lane be
abandoned.
Cover Memo
Recommendation:Approve determination and request for abandonment of
Richmond Lane pursuant to O.C.G.A. §32-7-2, with the
abandoned property to be quit-claimed to the appropriate party
(ies) as allowed by law, and an easement(s) as directed by the
Augusta Engineering Department and the Augusta Utilities
Department to be retained over the entire abandoned portion for
existing or future utilities and drainage and adopt the attached
Resolution.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
AGENDA ITEM
Engineering Services Committee Meeting
April 24, 2018
Motion to determine that Richmond Lane, as shown on the attached map 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. §32-7-2, 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.
Department: Law
Caption: Motion to determine that Richmond Lane, as shown on the attached map 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, and to receive as information the results of the public
hearing held regarding the issue of abandonment pursuant to O.C.G.A. §32-7-
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 and adopt the attached
Resolution.
Background: Chase Caldwell has requested that Richmond Lane be closed because it is an
alley that is situated between two streets and presently allows public access to
his property. The abandonment request has been reviewed by all essential
county departments and administrators and approvals were received to this
abandonment request. A map of Richmond Lane is attached. Pursuant to
O.C.G.A. §32-7-2, a public hearing was held on May 8, 2017 for this matter.
Analysis: In addition to the information provided in the above Background section, results
of the public hearing will be presented to the Commission. Notice to the
property owners located thereon has been provided, pursuant to O.C.G.A. §32-
7-2(b)(1).
Financial Impact: Cost of publication and advertisement of public hearing.
Alternatives: Approve or deny request to determine that Richmond Lane be abandoned.
Recommendation: Approve determination and request for abandonment of Richmond Lane
pursuant to O.C.G.A. §32-7-2, with the abandoned property to be quit-claimed
to the appropriate party(ies) as allowed by law, and an easement(s) as directed
by the Augusta Engineering Department and the Augusta Utilities Department
to be retained over the entire abandoned portion for existing or future utilities
and drainage and adopt the attached Resolution.
Funds are available
In Following
Accounts:
REVIEWED AND APPROVED BY:
THIS RESOLUTION OF THE AUGUSTA-RICHMOND COUNTY COMMISSION TO
ABANDON RICHMOND LANE AS A PART OF THE ROAD SYSTEM OF AUGUSTA-
RICHMOND COUNTY;
THIS RESOLUTION, adopted by the Augusta-Richmond County Commission
(“Commission”);
WHEREAS, it has been proposed that the Commission make a determination that
Richmond Lane, as shown 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 and that the right-of-way should be abandoned as part of
the Richmond County Road System; and
WHEREAS, it has been Augusta, Georgia’s policy, pursuant to O.C.G.A § 32-7-2, to
reduce the number of roads in Augusta, Georgia that are not utilized or useful to the public and
to abandon such roads; and
WHEREAS, a Public Hearing was held on May 8, 2017 at the Augusta-Richmond
County Municipal Building, 2nd Floor, 535 Telfair Street, Augusta, Georgia; and
WHEREAS, notice of such Public Hearing was published in The Augusta Chronicle, the
newspaper in which Sheriff’s advertisements for Richmond County are published, on April 27,
2017 and May 4, 2017, and that the property owners located on Richmond Lane were given
notice; and
WHEREAS, the results of the Public Hearing were reported to the Board of
Commissioners and considered thereby; and
WHEREAS, the Commission, at their meeting held May 1, 2018 approved the proposed
abandonment, pursuant to O.C.G.A. § 32-7-2 and the requirements of said statute having been
met;
NOW THEREFORE, be it resolved by the Commission and it is hereby resolved by the
authority of same as follows:
1. It is hereby determined that all requirements of O.C.G.A. § 32-7-2 have been met for the
abandonment and removal above-said of the Right-of-Way and such Right-of-Way no
longer serves a substantial public purpose or that its removal from the county road system
is otherwise in the best public interest and is hereby abandoned as part of the Richmond
County Road System;
2. The land formerly comprising the Right-of-Way shall be quitclaimed as permitted by law
to the adjoining property owner, subject to easements and restrictions deemed necessary
by the Augusta Engineering Department and the Augusta Utilities Department, and the
Mayor and Clerk of Commission are hereby authorized to execute the documents
necessary to effectuate such transfer as directed by the Augusta Law Department.
3. This Resolution shall be recorded in the Minutes of the Augusta-Richmond County
Commission, accompanied by the exhibits referred to herein;
4. This Resolution shall become effective immediately upon its adoption.
DULY ADOPTED by the Augusta-Richmond County, Georgia Commission this ______
day of _____________________, 2018.
AUGUSTA-RICHMOND, COUNTY,
GEORGIA COMMISSION
By: ________________________________
Hardie Davis, Jr.
As its Mayor
Attest: ______________________________
Lena J. Bonner
As its Clerk
Commission Meeting Agenda
5/15/2018 2:00 PM
On-Call Asphalt and Concrete Services
Department:Utilities
Department:Utilities
Caption:Motion to approve exercising the first option to renew with
Georgia-Carolina Paving to provide on-call asphalt and concrete
repairs for Bid 16-224. (Approved by Engineering Services
Committee May 8, 2018)
Background:Georgia Carolina Paving provided this service last year and was
approved by the Commission on 12/20/2016, with an option for
up to three additional one-year period renewals. The service
provided by Georgia-Carolina Paving has been excellent and by
utilizing an on-call contractor, we can limit the amount of time
before a road cut or sidewalk cut is repaired. The timely repairs
to these roadway and sidewalk prevent public hazards and
provide positive impact on our customers.
Analysis:Augusta Utilities would like to exercise the first additional one-
year renewal for 2018. The Augusta Compliance Department
has registered Georgia-Carolina Paving as a local small
business.
Financial Impact:The requested amount for this renewal is $220,000.00 and the
funds are available in account 506043410-5311912.
Alternatives:Deny the request
Recommendation:We recommend approval for the first one-year renewal of the
on-call asphalt and concrete services to be provided by Georgia-
Carolina Paving Company.
Funds are
Available in the
Following
Accounts:
Funds are available from 506043410-5311912 Cover Memo
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
5/15/2018 2:00 PM
Wrightsboro Road Widening Improvements Project (Marks Church Road to Augusta West Parkway)
Department:Engineering
Department:Engineering
Caption:Motion to approve award of Construction Contract to Beam’s
Contracting, Inc. subject to Value Engineering and not to exceed
in the amount of $5,978,691.24 for Wrightsboro Road Widening
Improvements Project (Marks Church Rd to Augusta West
Pkwy) as requested by AED. Award is contingent upon receipt
of signed contracts and proper bonds. Bid Item 18-127.
(Approved by Engineering Services Committee May 8,
2018)
Background:Wrightsboro Road Widening Improvements project is an
approved SPLOST project. This project consists of roadway
widening and intersection modifications for Wrightsboro Road
from Augusta West Parkway to Marks Church Road. The
widening will result in improvements to side roads, I-520 ramps,
and various driveways within the project corridor. The proposed
work will accommodate the addition of turn lanes, bicycle lanes,
sidewalks, landscaped medians, traffic and pedestrian signals,
and contraflow left turn lanes for improving the I-520
intersection. The contraflow left design for the two I-520 on-
ramps will result in greater vehicle queuing length, thus
improving traffic flow through the corridor.
Analysis:Bids were received on January 19, 2018 with Beam’s
Contracting, Inc. being the low bidder. The bid results are as
follow: CONTRACTORS BID 1. Reeves Construction
$6,777,212.60 2. Beam’s Contracting, Inc. $6,385,404.72 It is
the recommendation of the Engineering Department to award
this project to Beam’s Contracting, Inc.
Financial Impact:Funds are available in amount of $5,978,691.24 upon
commission approval. Following is Fund allocation. $4,000,000
(Wrightsboro Rd SPLOST V); $2,000,000 (Fund Balance
SPLOST V.
Cover Memo
Alternatives:1.)Do not approve and identify alternative way to complete
needed improvements cancel the project. 2). Do not complete
the project.
Recommendation:Approve award of Construction Contract to Beam’s Contracting,
Inc. subject to Value Engineering and not to exceed in the
amount of $5,978,691.24 for Wrightsboro Road Widening
Improvements Project (Marks Church Rd to Augusta West
Pkwy) as requested by AED. Award is contingent upon receipt
of signed contracts and proper bonds. Bid Item 18-127
Funds are
Available in the
Following
Accounts:
$4,000,000 (Wrightsboro Rd SPLOST V); 2,000,000 (Fund
Balance SPLOST V.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
CPB# 324-041110-201824333
Augusta-Richmond County, Georgia
BE IT ORDAINED by the Commission-Council of Augusta-Richmond County,
Georgia that the following Capital Project Budget is hereby authorized:
SPLOST V ($2,000,000) .
Section 2: The following revenues are anticipated to be available to the Consolidated
Government to complete the project.
Special 1% Sales Tax, Phase V 4,000,000$
Fund Balance SPLOST V 2,000,000$
6,000,000$
Section 3: Copies of this Capital Project Budget shall be made available to the
Comptroller for direction in carrying out this project.
Adopted this ____________________ day of ______________________.
Approved
_________________________________________________
Original-Commission Council Office
Copy-Engineering Department
Copy-Finance Department
Copy-Procurement Department
Honorable Hardie Davis, Jr., Mayor
CAPITAL PROJECT BUDGET
WRIGHTSBORO ROAD WIDENING, PHASE I
(Augusta West Parkway to Marks Church Road)
Section 1: This CPB is for Wrightsboro Road Widening, Phase I award of construction contract to
Beam's Contracting, Inc subject to Value Engineering not to exceed in the
amount of $5,978,691.24 for Wrightsboro Road Widening Improvements project.
Funds are available in the Wrightsboro Rd SPLOST V ($4,000,000) Fund Balance
1 of 2 9.16.2010
CPB# 324-041110-201824333
Augusta-Richmond County, Georgia
CAPITAL PROJECT BUDGET
WRIGHTSBORO ROAD WIDENING, PHASE I
(Augusta West Parkway to Marks Church Road)
CPB AMOUNT
SOURCE OF FUNDS CPB
SPECIAL 1% SALES TAX, PHASE V ($4,000,000)
WRIGHTSBORO ROAD
FUND BALANCE SPLOST V ($2,000,000)
TOTAL SOURCES: ($6,000,000)
USE OF FUNDS
CONSTRUCTION
325-04-1110-5414110 $6,000,000
TOTAL USES: $6,000,000
2 of 2 9.16.2010
Invitation to Bid
Sealed bids will be received at this office until Friday, January 19, 2018 @ 11:00 a.m. for furnishing:
Bid Item #18-127 Wrightsboro Road Widening Project (Marks Church Road to Augusta West Parkway) 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 contractors, subcontractors and suppliers exclusively from
Augusta Blue Print. The fees for the plans and specifications which are non-refundable are $195.00.
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, December 7, 2017. Bidders are cautioned that submitting a package without Procurement of a complete set are likely
to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful
completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of
documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base
his qualifications.
A Mandatory Pre Bid Conference will be held on Wednesday, January 3, 2018 @ 10:00 a.m. in the Procurement Department, 535 Telfair
Street, Room 605, Augusta, GA 30901.
All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the
Procurement Department by Friday, January 5, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand
delivered.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful
bidder. A 10% Bid Bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment
bond will be required for award.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared
in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific
requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission,
the required financial data, and any other requirements designated by the Procurement Department are considered material conditions
of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition
shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by
the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not
advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate
information upon which to base his qualifications.
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: 706-821-2811orEmail: 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 December 7, 14, 21, 28, 2017
Metro Courier December 13, 2017
OFFICIAL
VENDORS Attachment
"B"E-Verify #SAVE
Form Addendum 1 Bid
Bond Base Bid Compliance
Review
Blair Construction
P. O. Box 770
Evans, GA 30809
Reeves Construction
1 APAC Industrial Way
Augusta, GA 30907
YES 48048 YES YES YES $6,777,212.60 Yes
Beams Contracting
15030 Atomic Road
Beech Island, SC 29842
YES 167300 YES YES YES $6,385,404.72 Yes
E.R. Snell Contractor
1785 Oak Road
Snellville, GA 30078
ATC Site
1340 Gordon Highway
Augusta, GA 30901
Northwood Bidding
543 Highland Ave
Augusta, GA 30904
Bid Item #18-127
Wrightsboro Road Widening Project
(Marks Church Road to Augusta West Parkway)
for Augusta, GA Engineering Department
Bid Date: Friday, January 19, 2018 @ 11:00 a.m.
Total Number Specifications Mailed Out: 21
Total Number Specifications Download (Demandstar): 4
Total Electronic Notifications (Demandstar): 344
Mandatory Pre-Qualifications/Telephone Conference Attendees: 7
Local Vendors: 1
Total packages submitted: 2
Total Noncompliant: 0
Page 1 of 1
Commission Meeting Agenda
5/15/2018 2:00 PM
Minutes
Department:
Department:
Caption:Motion to approve the minutes of the regular meeting of the
Augusta Commission held May 1, 2018 and Special Called
Meeting held May 8, 2018.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda Commission Chambe r - S1t20l8
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; Jefferson, Sias, Frantom, M. Williams, Davis,
Fennoy, D. Williams, Hasan and Smith, members of Augusta Richmond County
Commission. Absent: Hon. Guilfoyle, member of Augusta Richmond County
Commission.
INVOCATION: Reverend Rufus Copeland, Pastor Gardner Grove Baptist Church.
PLEDGE OF ALLEGI,ANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
Five (5) minute time limit per deleeation
DELEGATIONS
A. Dr. Ronald P. Nurse, PhD, regarding the Doctor Nurse
HIV prevention and transitional housing.
lB Dr. Ronald D. Nurse phD.odf
E
Hospital introducing Item
Action:
None
Motions
f#:"' Motion rext Made Seconded MotionBy By Result
il: irJffi *',j#'
appear before
B. Mayor Gregory A carswell, Jr., city of waynesboro, Georgia regarding theCity of Waynesboro's gratitude for Augusta's assistance duiing their recent
water crisis.
lE l\Iayor Greg Carswell.pdf
lB ItemApprovelsheet.html
Motions
Item
Action:
None
Motion trrnrinn Tav* Made Seconded Motion; - -- Motion Textr YPe By By Result
Presentation is made by Mayor
Gregory Carswell of Waynesboro.
CONSENT AGENDA
(Items l-22)
PUBLIC SERVICES
1. Motion to approve 2018 Transportation Security Clearinghouse Service ItemAgreement. (Approved by Public Services Commiitee April 2 4rZ0lB) Action:
Approved
E AGS_AAAE Asreement 03.20lE.pdf
E ItemAonrovalsheet.html
Motions
X::" Motion Text Made By Seconded By Motionrype - ----- -.1 Result
Motion to
Approve approve. Commisioner Commissioner
Motion passes 9-0. S.u, Frantom Dennis Williams Passes
2. Motion to approve New Applicant: A.N. 18-14: request by John David Wier ltem
for an on premise consumption Liquor, Beer & Wine License to be used in Action:connection with Noble Jones, LLC located at 816 Cotton Lane. District 1. Approved
Super District 9. (Approved by Public Services Committee April 24,Z0lB)
E Noble Jones A.N.l4.ndf
lB ltemAoprovalsheet html
Motions
X:jl" Motion Text Made By seconded By Motionrype Pvluuur/u r-'J Result
Motion to approve.
Approve nl:*r:*; fi,",il,Hl:ff:, s:ffi'lil;l,L. passes
3. Motion to approve New Applicant: A.N. lg-15: request by Samrat K.Brahmbhatt for a retail package Beer & Wine License to be used in
connection with Sawa Kendra, LLC dba Split Stop 2161 located at 216l ltemGordon Highway. District 5. Super District 9. (Apprived by Public Services Action:
Committee April 24,2018) Approved
Motion to approve.
Approve m,l:ru:i:ll , s:#T[f,:[ 3:ff'#i,1" passes
4. Motion to approve New Ownership Application: A.N. 18-16: request by ltem
Samrat K. Brahmbhatt for a retail package Beer & Wine License to be ,s.i Action:in connection with Sawa Kendra LLC dba Sptit Stop 1200 located at lZ00 Approved
Interstate Pk ry. District 3. Super District 10. (Approved by Public Services
Com mittee April 24, 2018)
lB Sewa Kendra LLC A.N.l5.odf
lB ltemAoorovalsheet html
Motions
Motion Motion Textrype
B Sewa Kendra LLC A.N.l6.odf
E ItemApnrovalsheet.html
Motions
Motion Motion Textrype
seconded By Motion
Result
seconded By Motion
Result
Made By
Made By
Motion to approve.
Approve y;l;*[:;1; S:#Tffi; fi:ffi"TJft'* Passes
5. Motion to approve amendments to the Augusta, Georgia Code, Title 6, Item
Chapter 2, Article l, Alcoholic Beverages, to include additional definitions, Action:
amendments to comply with State regulations, and amendments for regulating Approved
brewpubs, breweries, and distilleries. (Approved by Public ServicesCommittee Aprit 24, 2OlE)
E alcouol onom,tNcn auExuMoxrs zot8olrt.aocx
B ALCOHOL ORDINANCE amended 201804ll.docx
lB ItemAoorovelsheet.html
seconded By Motion
Result
Motion to approve.
Approve m;l*i:$; S:#H"T,:il f,"ffiiJl,,* passes
6. Motion to approve a request by Tera Ashley Montroy for a Massage Item
Operator's License on an Outcall Basis to used in connection with Massage Action:
etceTERA located at 2525 Centerwest PKWY APT 7G. District 7. Super Approved
District 10. (Approved by Public Services Committee April 24,2018\
Motions
ry$"" Motion rext
lE Massase etceTERA.odf
E ItemApprovalsheet.html
Motions
Motion Motion Textrype seconded By Motion
Result
Made By
Made By
Motion to approve.
Approve m;lrui:xl; s:#Tffi; 3:ffi.J;i,l.' passes
7. Motion to approve Bid Item #18-121, Mobile Stage for Augusta Recreation
and Parks Department, to Century Industries for $1g9,324. (Approved by
Public Services Committee April 24r20l})
Item
Action:
Approved
E bid acceotance 18-121 sparker.ndf
E ruzr mn_- sBxrJo_papBR.par
E t8-tzt orFlcal tag.oar
E Mait List_and Demandstar planholders.pdf
IB ItemAoorovalsheet.html
Motions
Motion Motion Textrype
Approve Motion to approve. Mr.
M. Williams not voting.
Mr. Frantom and Mr.
Seconded By
Commissioner Passes
Dennis
Williams
Made By
Commissioner
Sammie Sias
Motion
Result
Fennoy out.
Motion passes 6-0 -1.
ADMINISTRATTVE SERVICE S
8. Motion to approve Fleet Management Department request to repla ce 7 - Road ltemPatrol, 4 - Traffrc, 2 - Administration, 1- Community Servic"r, l- Training Action:Range and I - livil & Fugitive vehicles within the Sheriffs Office usinl Approvedcapital outlay funds. Akins Ford corp. Bid Item lg-123 (Approved bt
Administrative Services Committee April 24, 20lg)
E Eval - 2018 Sherifr Added.docx
[E Tet Sheet - Dodse Chcroer n.tf
B ncso DBuocRlpulcs.aocx
E Advertisement for Newsnener h.tf
tB Mail List and Demandstar planholders.ndf
E Recommendation_Letter from Deoartment.odf
lE ltemAnnrovalshcet.html
Motions
X:t1" Motion Text Made Byrype seconded By ffi:tji|
Motion to approve. Mr.
M. Williams not voting. ^ Commissioner
Approve Mr. Frantom and Mr uommrssloner Dennis passes
Fennoy out. Sammie sias ;rt'r:,i"-,
Motion Passes 6-0 -1.
9. Molion to approve the purchase one non-CDL required dump truck for theUtilities Department, Construction and Maintenance Division. Fleetcare
Commercial, Bid l7-188 (Approved by Administrative Services CommitteeApril 24,2018)
E FteetCare.pdf
E Tab Shect-Dump Truck.pdf
E 17-1E8 ITB to paper.pdf
lB I?-188 Department Recommendation of Award.pdf
E Mail List and Demandstar planholders.pdf
E ItemApprovalsheet.html
Item
Action:
Approved
Motions
Motion Motion Text Made By seconded By HXir''lype
Motion to approve. Mr.
Approve ffiHliiffiil:l**t *:":, ;:ilT"ioner passes
Fennoy out. sammle slas williams
Motion Passes 6-0 -1.
10. Motion to approve award of contract for the replacement of the Webster Item
Detention Center's Kitchen and Laundry HVAC to Gold Mech Inc. of Action:
Augusta in the amount of $1651295.00 utilizing competitive Bid Item #18- Approved
138. (Approved by Administrative Services Committee April 24,2018)
E Deoartment-Recommendstion_of Award.pdf
B Tab Sheet.pdf
B l8-1JE_Itandaror.v pre_Bid.pdf
B Mait List .odf
E Compliance_lnfo.odf
lE ItemAoorovalsheet.html
Motions
X:jl"' Motion Text Made By seconded B-- Motion
Type rvrurr('[ r t'tr'l' rvraue Ily DeCOnOeO IIy ReSUlt
Motion to approve.
Approve Hi#. #11?tr1# lommjslgner S:ilT"ioner passes
and Mr. Fennoy out. Dammle Dlas williams
Motion Passes 6-0 -1.
11. Motion to approve award to install a Sump Sweeper Filtration System on the Itemexisting cooling tower at the Augusta Judicial Center to Contract Action:
Management of Augusta for $60,050.00. Bid Item 18-136. (Approved by ApprovedAdministrative Services Committee April 24, 20lg)
E r8-tl6_ttn - srNr_to_p,qpBn.oar
E 18-136 officiat Tab.odf
E lE-136 Department Recommendation of Award.odf
tB ta-t3o napn.odr
tB Mail List.pdf
lB ItemApprovalsheet.html
Motions
Motion Motion Textrype
Motion to approve.
Mr. M. Williams not
Approve voting. Mr. Frantom
and Mr. Fennoy out.
Motion Passes 6-0 -1.
Made By Seconded By Motion
Result
Commissioner
Sammie Sias
CommissionerDennis Passes
Williams
12. Motion to approve award of contract for the Augusta Probate Court Lobby Item
Renovations to Sommers Construction in the amount of $170,000.00. (Bid Action:
18-156) (Approved by Administrative Services Committee April 24, Approved
2018)
E 1E-156_ITB to Paper Revision.pdf
E u-t56 official.odf
E ra-rso upn.par
B 18-156 Deoartment Recommendation of Awaard..udf
E Mail-I-ist and_Demandstar Planholders.pdf
lE Comoliance lnformation.odf
E ltemAoorovalsheet.html
Motions
f#:" Motion rext - MotionSeconded Bv .- -------- -" ResultMade By
Motion to approve.
Mr. M. Williams not ^ Commissioner
Approve voting. Mr. Frantom :omm.tssj:ner ;;il--^-^ passes
and Mr. Fennoy out. Dammle Jras wiiliams
Motion Passes 6-0 -1.
PUBLIC SAFETY
13. Motion to approve deposit of check from GEMA in the amount of $5,905.00 Item
into Augusta, GA. account and issue a check made payable to LEPC in the Action:
amount of $5,905.00 for the reimburse of funds expended in operations. Approved(Approved by Public Safety Committee April 24,2018)
IB rcimbursement check from GEMA.pdf
IB ltemApprovalsheet.html
Motions
Motion Motion Textrype
Motion
ResultMade By Seconded By
Motion to approve. Mr.
M. Williams not ^ Commissioner
Approve ;;l'tilHJ#:"# ii:[TJJIJ.' '*;ffiL, passes
Motion Passes 6-0 -1.
14. Motion to approve Revised Fee Schedule for CSRA Probation Contract. Item
(Originally Approved by Commission on December 19, 2Ol7) (Approved Action:
by Public Safety committee April 24,2018) Approved
lEl Oriqinal Probation Contract.pdf
E Probation Contract with Revision and Cover Letter.pdf
MotionSeconded BY Resurt
Motion to approve. Mr.
M. Williams not Commissioner
Approve ;;ltilH;fl"# R;ffiL, ;,"#TTJ|,"' passes
Motion Passes 6-0 -1.
15. Motion to approve reimbursement to Richmond County Board of Education, Item
Augusta University Medical Center, and Richmond County Health District Action:
for shelter operations during the evacuations caused by Hurricane Irma and Approvedto reimburse Animal Services, Augusta Transit, and Richmond County
Sheriff s Office, for their assistance and to authorize the Accounting
Department to issue reimbursement checks and auth orize the Mayor to
execute the appropriate documents. (Approved by public Safety
Committee April 24, 2018)
E ltemApprovalsheet.html
Motions
Motion Motion Textrype Made By
B chatham countv invoice and che.odf
Motionseconded BY Resurt
Motion to approve. Mr.
M. Williams not
Approve Xlm**f:"* i,:ffi;i,"" 3:ffiffiifl" passes
Motion Passes 6-0 -1.
FINANCE
16. Motion to approve a request from the Daniel Field General Aviation Item
Commission, DNL GAC, for an increase in the operating budget of the Action:
Daniel Field Airport in the amount of $79,000. Please note that the Daniel Approved
Field Airport is an enterprise fund. (Approved by Finance Committee
April 24,2018)
Motions
f#:" Motion rext
E ltemApprovalsheet.html
Motions
Motion Motion Textrype
MotionSeconded Bv :--------- -" Result
Made By
Made By
Motion to approve. Mr.
M. Williams notApprove;ll;X*f:U ;,:Tffi[,.' E:ffiffiiil.. passes
Motion Passes 6-0 -1.
ENGINEERING SERVICES
17. Motion to approve adoption of the Flood Insurance Rate Map (FIRM) and ltemthe Flood Insurance Study (FIS) as revised by Letter of Map Revision Action:
(LOMR) 17-04-3443P, Effective May 2, 2018. (Approved by Engineering Approved
Services Committee April 24, 20lg)
E loun_tz-on-:lllp.oar
E ltemAoorovalsheet.html
Motions
Motion Motion Textrype
Motion
ResultMade By Seconded By
Approve Motion to approve. Mr. Commissioner Commissioner Passes
M. Williams not Mary Davis Grady Smith
voting. Mr. Frantom
and Mr. Fennoy out.
Motion Passes 6-0 -1.
18. Motion to approve ESD to utilize the Georgia EPD Local Government Scrap Item
Tire Abatement Program for Dump Site Cleanup and Right-of-Way Cleanup Action:
and to authorize the Administrator and Mayor to execute Agreements and ApprovedRequired Documents. (Approved by Engineering Services CommitteeApril 24,2018)
Motion to approve. Mr.
M. Williams not
Approve *lU***:U fi:tH#f'.' 3:#I'#l"il" passes
Motion Passes 6-0 -1.
19. Motion to approve engineering for N. Max Hicks Water Treatment Plant Item
Reservoir Dam Improvements. The Safe Dams Program has provided Action:
direction on repairs and improvements that need to be made and is requiring Approved
that those improvements be completed by April 19,2019. We woula iite to
move forward with this work as quickly as possible to ensure we can
complete it ahead of the deadline. (Approved by Engineering Services
Committee April 24, 2018)
E RoW_Aoolication_20 I 7.docx
B Dumo Aonlication 20l7.docx
IB GA-EPDJire Abatement_Guidelines 0J2l l7.pdf
E ltemAoorovalshcet.html
Motions
H:t:" Motion Text Made ByIVDE
MotionSeconded Bv I- - - ------ -'1 Result
MotionSeconded Bv :- - - ------ -'1 Result
B Sole Source Information Cranston.ndf
B ltemAoorovalsheet html
Motions
Motion Motion Textrype Made By
Approve Motion to approve. Mr. Commissioner Commissioner Passes
M. Williams not Mury Davis Grady Smith
voting. Mr. Frantom
and Mr. Fennoy out.
Motion Passes 6-0 -1.
20. Motion to approve adoption of the revised Soil Erosion, Sedimentation and Item
Pollution Control (ES&PC) Ordinance as requested by AED. (Approved by Action:
Engineering Services Committee April24,20ls) Approved
B ES ORIDNACE-20IE Revisions Summarv Table.pdf
B Soit_Erosion_Ordinance-Revised_2018.ndf
E ltemAporovalsheet.html
Motions
Motion ,r^4:^- m^--1 rf, r h ^ Motioniil;- Motion Text Made By Seconded By idffi'
Motion to approve. Mr.
M. Williams notApprove;lmx,,lr:n fi:TH;r'* 3:#I'#i,1.' Passes
Motion Passes 6-0 -1.
PETITIONS AND COMMUNICATIONS
21. Motion to approye the minutes of the regular meeting of the Augusta Item
Commissionheld April 17,2018 and Special Called Meeting held April24, Action:2018. Approved
IB Resular Commission Meeting April 17 20lE.pdf
E Called Commission Meeting April 24 2olE.pdf
B ItemApprovalsheet.html
Motions
[|j:' Motion Text Made By seconded By MotionrYPe Result
Approve Motion to approve with Commissioner Commissioner Passes
corrections. Mr. M. Mary Davis Grady Smith
Williams not voting.
Mr. Frantom and Mr.
Fennoy out.
Motion Passes 6-0 -1.
APPOINTMENT(S)
22. Motion to approve the appointment of Ms. Tameka L.
Board representing District 3.
Jones to the Personnel Item
Action:
Approved
[E Tameka L Jones.odf
lE ltemAoorovalsheet.html
Motions
Motion Motion Textrype
Motion to
Approve approve.
Motion Passes 9-0.
Commissioner
Dennis williams Passes
Made By
Commissioner
Ben Hasan
Seconded By Motion
Result
****END CONSENT AGENDA** **
AUGUSTA COMMISSION
5lU20t8
AUGUSTA COMMISSION
REGULARAGENDA
5fit2018
(Items 23-30)
PT]BLIC SERVICES
23. Ms. Tonya Bonitatibus requesting the City of Augusta move forward with Itemhiring Mclaughlin Group to create concept drawings for the Whitewater Action:
Center included in Destination Blueprint adopted by the city on June 6,2017. Approved
(No recommendation from Public Services Committee April 24,2OlB)
IB CVB Destination Blueorint aooroved 6.6.l1.odf
B Tonva Bonitatibus 4.24.18_.ndf
Motions
*j1"' Motion Text Made By seconded By Y'_11,":'f'YPe -'---- -J Result
Motion to approve the
concept of creating a
whitewater center on the
River and to task the
Administrator and
General Counsel to brins
Approve :**:l*-t X"*;,s " S##',j'Ji*" S;.#Tl:ffi Passes
Mclaughlin Group to
address a holistic
approach for river
recreational actitivies.
Motion Passes 9-0.
ADMINISTRATIVE SERVICES
24. Discuss lack of response and receive explanation from General Counsel Item
MacKenzie regarding call back requests that are made to him and his Senior Action:
Staff Attorney Smitherman that are only returned to certain commissioners Approved
and not others. (Requested by commissioner Marion williams)
IB ltemApprovalsheet.html
Motions
Motion f,/r^r:^-'Tr^--1 f,,r-r-n d
-'-
Motion--""" Motion Text Made By Seconded Byf YPe '--"- -" Result
Motion to approve
Approve receiving this item commissioner commissioner
as information. Marion Williams Grady Smith
It was the consensus of the Commission that this item be received as
information.
PUBLIC SAFETY
25. Discuss contract negotiations with ambulance companies to provide service to Item
the ARC. (Requested by Commissioner Marion Williams) .lction:
None
E ItemApprovalsheet.html
Motions
Motion f,,,r^1:^_,Tr^_1 Made Seconded MotionType Motion Text By By Result
No action was taken on this item
26. rJpda,. uo*llirloo'l;:r[-::;;,ed and who auth orizedstationing a rtem
Fire Department Emergency Medical Technician (EMT) in the commission Action:
chamber during commission meetings. (Requested by Commissioner Approved
Marion Williams)
lE ItemApprovalsheet.html
Motions
X:11" Motion Text Made By seconded B Motion
f ype 'of,ron lexr IYraOe lty Seconded lty Result
Motion to approve
receiving this item as
information. Mr.
Frantom and Mr. Commissioner
Approve {,"e;;:: ?.,ffiL, ;:frIlTil" Passes
Commissioner
Marion Williams.
Motion Passes 6-1.
27. Update on the status of Augusta's efforts to follow through with the Item
Commission's directive to pursue re-opening of the EMS Zone through the Action:
Region VI EMS Council. @equested by Commissioner Marion Wiltiams) Approved
E Attachment I - Zonins Process 4.l0.l8 ndf
B Attachment 2 - Resional Emerqencv Medical se.vices-councit_Bvla*s 4.l0.lE.odf
E Attachment 3 - Chronologv of Evenfs 4.lO 1* tr'.MS nrtf
B Attachment 4_-_October l0 2017 Calted_Meetins 4.l0.lE.odf
IB Attachment 5 - October 30 2017 Mavor s Letter to Reoion VI EMs Corrncir r' ro rf, ndf
@ Attachment 6 - Novemher 21 2tlll Reqrrlrr Mecrino nrtf
B Atta.h.ent 7 - March 29 2018 EMS Zoninq Co--itte" Meetins Aqneda.odf
E Attachment 8 - March 29 2tllf. I'.MS Prcccnfofinn ndf
E Attachment 9 - March 29 2018 911 notes.odf
lB ltemApprovalsheet.html
Motions
Motion Motion Textrype
Motion to approve
receiving this item as
information. Mr.
Frantom and Mr.
Approve Fennoy out.
Voting No:
Commissioner
Marion Williams.
Motion Passes 6-1.
E Belinda_Johnson.odf
B ItemAoorovalsheet.html
Motions
Motion-"""- Motion Textr,ype
Motion to approve
A __..^_-- receiving this item asADDTOVE- ^rr--'- information.
Motion Passes 9-0.
ADMINISTRATOR
Motion-------- -" ResultMade By
Commissioner
Ben Hasan
Commissioner
Dennis Passes
Williams
FINANCE
28. Presentation by Ms. Belinda Johnson regarding a tax matter involving the Item
Tax Commissioner's Office concerning property in her grandfather's estate in Action:
the name of Johnny M. Taylor at 2485 Dublin Drive. (No recommendation Approved
from Finance Committee April 24, Z0lB)
Made By
Commissioner
Sammie Sias
Seconded By Motion
Result
CommissionerMil;;;il Passes
29. Presentation from Augusta University Marketing 3750 Class-Event Item
Planning and Production. Action:
Approved
E Aqenda Item - AU Marketrinp Presentation Bridsins the Gao Aoril 24 20l8.ndf
lB ItemApprovalsheet.html
Motions
Motion Motion Text Made By Seconded By MotionType Result
Motion to approve
Approve receiving this item commissioner commissioner
as information. Ben Hasan Grady Smith
No action is taken on this motion due to the passage of the substitute
motion.
Motions
Motion Motion Text Made By seconded By f.'.|i,tl'r'ype
Substitute motion to
refer this item to the
Recreation Department t'^-^^^:_^:-,_ -,. Commissioner
Approve to come back with som. :^"::,'^ttj:::' Andrew passes
concrete plans for the Jalnmre Jlas Jefferson
execution of this event.
Motion Passes 9-0.
30. Motion to approve an amendment to the Professional Services Agreement Item
with Janice Welch Osei to assist in the Office of the Administrator. Action:
Rescheduled
lE Osei -Asreement Amendment.odf
E Amendment to Osei---Professionel ServicesJsreement.ndf
IB Osei - Professional Services Asreement.odf
lB ltemAnnrovalsheet.html
Motions
Pl1" Motion Text Made By seconded By Motion'f'ype - ------ -'t ----"--'-r Result
Motion to approve
referring this item to
the Administrative
Services Committee CommissionerDefer for further discussion. Andrew uommrssloner
voting No: Jefferson Ben Hasan Passes
Commissioner
William Fennoy.
Motion Passes 8-1.
Motions
Motion Motion Text
Type
Made By Seconded By Motion
Result
Substitute motion to
approve.
Voting No:
Commissioner
Mary Davis,
Commisioner
Sean Frantom,
^ Commissioner Commissioner/\PProve Ben Hasan, Sammie Sias
Commissioner
Andrew Jefferson,
Commissioner
Grady Smith,
Commissioner
Marion Williams.
Motion Fails 3-6.
LEGAL MEETING
A. Pending and Potential Litigation.
B. ReaI Estate.
C. Personnel.
CommissionerWilliam Fails
Fennoy
31. Motion to approve execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Upcoming Meetings
Item
Action:
None
www.auqustaga.gov
CALLED MEETING COMMISSION CHAMBER
May 8,2018
Augusta Richmond County Commission convened at 11:00 a.m., Tuesda5 May 8, 2018,
the Honorable Hardie Davis, Jr., Mayor, presiding.
PRESENT: Hons. Jefferson, Guilfoyle, Sias, Frantofr, M.Williams, Davis, Fennoy, Hasan
and Smith, members of Augusta Richmond County Commission.
ABSENT: Hon. D. Williams, member of Augusta Richmond County Commission.
Mr. Mayor: All right, we'll call this meeting to order. The Chair recognizes Attomey
MacKenzie.
2. LEGAL MEETING
A. Pending and potential litigation
B. ReaI 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.
Mr. Fennoy: So move.
Mr. Frantom: Second.
Mr. Mayor: Voting.
Ms. Davis and Mr. Jefferson out.
Motion carries 8-0.
IEXECUTTVE SESSTON]
Mr. Mayor: We'll call the meeting back to order. The Chair recognizes Attomey
MacKenzie.
3. 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. Frantom: So move.
Mr. Sias: Second.
Mr. Mayor: Voting.
Motion carries 9-0.
Mr. Mayor: I'll recognize Attorney MacKenzie.
Mr. MacKenzie: I would entertain a motion to accept the resignation of Sharon
Broady effective July 1, 2018 and to approve six months of severance pay in accordance with
Section 500.311 of the Personnel Policies and Procedures Manual.
Mr. Fennoy: So move.
Mr. Sias: Second.
Mr. Mayor: A motion and a second. Voting.
Mr. Guilfoyle: Mr. Mayor.
Mr. Mayor: The Chair recognizes the commissioner from the 8n.
Mr. Guilfoyle: I'd like to express to Ms. Broady. She was a long-time employee and
served this county very well and we all appreciate her and her time served.
Motion carries 9-0.
Mr. Mayor: The Chair recognizes the commissioner from the 4ft.
Mr. Sias: What was the ef[ective date again?
Mr. Mayor: July 1.
Ms. Jackson: July l.
Mr. Sias: Thank you.
Mr. Mayor: The Chair recognizes Attorney MacKenzie.
Mr. MacKeruie: I would entertain a motion to approve an amendment to the annual plan
of the Reynolds Street Parking Deck Management Agreernent to allow for the leasing of 10b or
more spaces in the parking deck to a single entity -
Mr. Hasan: We put that off.
Mr. MacKerzie: -- at a rate of no less than $50.00 per space on a month-to-month basis
subject to the approval by the Administrator of the licensee and all rental terms.
Mr. Mayor: Okay, all right, everybody suspend for a moment. What we articulated was
that we would make some.rmendments to the language to address the issues as it relates to parking
for specific groups and that we would then come back as opposed to taking action on that today.
All right, so he withdraws that. All right, commissioner from the 9tr, you are recognized, sir.
Mr. M. Williams: Thank you, Mr. Mayor. I wanted to see the agreernent with that before,
so I'd like to get a copy of that agreement as it states now so I'll be familiar with it as far as details
of what's in there so -
Mr. Mayor: I agree with you.
Mr. M. Williams: - bring that back to -
Mr. Mayor: So, Attorney MacKenzie, if you will again transmit by way of Clerk of
Commission the current copy of the agreement and then with the amendment language added so
that we can see the comparison so the commissioner from the 9tr and the rest of us can see that so
we're not taking any action on that at this time, Ms. Bonnel.
us?
The Clerk: Yes, sir.
Mr. Mayor: Okay. All right, very good. Attorney MacKenzie, any other business before
Mr. MacKenzie: That's all I have.
Mr. Mayor: All right. Committee meetings. There was a slight oversight on our part. We
had an item on the special called meeting. There was one agenda item that was up for debate and
we, again, it was an oversight. We do need to go back to that and address that issue. All right, the
Chair recognizes Attorney MacKenzie.
1. Motion to approve a contract with the Mclaughlin Group to create concept for a
Whitewater Center to address a holistic approach for river recreational activities.
Mr. MacKenzie: Sure. The other item on your special called meeting agenda is a motion
to contract with the Mclaughlin Group to create a concept for a whitewater center to address a
holistic approach for river recreational activities. We have got an agreement ready. There is two
different options and I can pass these out and distribute them for ya'll to review. One would
include the additional scope of work that was contemplated at our last meeting and then one was
the original proposal which Ms. Bonitatibus brought to us which was just to look at the whitewater
piece of it. The additional cost to do the broader approach was, brought the cost to approximately
$30,000 as that proposal was. However, I would also like to communicate as well that we
consulted with the Procurement Department and the Procurement Deparhnent recommends thatwe not utilize the emergency procurement procedures to procure this kind of work. Instead
recommended an expedited procurement process whereby we would go out and do a shorter
duration procurement to get these services, have a competitive process to allow for other firms to
be considered for the work and so she has recorrmended that course of action as well.
Mr. Mayor: All right, the Chair recognizes the commissioner from the 6ft.
Mr. Hasan: Thank you, Mr. Mayor. If we do that, Mr. Mayor, if we take the option the
way you just go with all of the things that the commission, I can see us not doing the emergencS
but just to do the one that is, that we feel is time sensitive which is the whitewater and we can
come back and do the others at another time. Ask them just to higruight doing just what we started
out I think we can declare that from an emergency perspective because we all know it's time
sensitive. I think what comes to mind for me and I don't know whether we want to use this as an
analogy when we think about the ice storm I think one of the many challenges that we seem to
have if my memory serves me correct is that for most part a lot of the project was deemed to be an
emergency situation and any time you can take and stop business for a whole week and then come
back and declare it an emergency, that didn't pass the smell test with FEMA
nor GEMA, but in this instance we need to try to make the decision and get that on to them and I
think we can declare it an emergency. Probably all the things we added to it, we probably could
not get away with that but if we stuck to the original request I think we can be successful in
declaring this as an emergency because it is time sensitive. Thank you, Mr. Mayor.
Mr. Mayor: Okay, thank you, Commissioner. All right, Ms. Sams, would you approach?
Okay, the Chair recognizes Madam Pro Tem.
Ms. Davis: Ms. Sams, can you give us, I know Commissioner Hasan was just saying he
thinks we could use that emergency procurement process but could you give us your opinion too,
please?
Ms. Sams: My opinion as it relates to an emergency process, I know that that would not
be applicable because items that are time sensitive or does not address the health and welfare and
the safety of Augusta Richmond County citizens.
Ms. Davis: So what do you recofilmend that we could do to get this moving sooner than
later?
Ms. Sams: I recommend that you go through a very short executed process that would
require 15 days and that clock starts ticking as soon as we receive something either the Recreation
Department in the form of some solicitation or the State of Georgia has adopted and has glven
municipalities the authority to go up under what we call a cooperative purchasing and if there is
another contract out there in the United States, and there are several water parks and there are
several events, ventures that does address zip-lining and also taxi, a water taxis and I think if we
find one good one and go up under that, we could do that in less than a week and we have been
very proactive in looking for something to substitute and give you all options. At any rate we can
complete any process in 15 days.
Ms. Davis: Thank you.
Mr. Mayor: All right, the chair recognizes the commissioner from the 9ft.
Mr. M. Williams: Thank you, Mr. Mayor. Ms. Sams, while you're there I need to know
because I'm kind of confused now we want to get this moving and we've been talking about it for
quite some time so I'm hearing you say 15 days or a seven-day process if we did it but if we didjust a whitewater part of that, it's something that we've been talking about along with the other
stuff we added to last time, can we do, do we have to do them all? Are you saying you have to
do everything at once or can we still get a seven-day company to come in and look at the other
additional stuff we want to do besides the whitewater? How can we move this forward I guess?
Ms. Sams: Mr. Commissioner, I would recofllmend that if we move forward in doing the
sort procurement process that it be inclusive of all of your suggestions and be very clear and precise
in what we're looking for.
Mr. M. Williams: Mr. Mayor, do I need to make a motion to go ahead and follow that
process and get that ball rolling now?
Mr. Mayor: Yeah. I think that's certainly proper at this time.
Mr. M. Williams: Ok y, that's my motion.
Mr. Fennoy: I second it.
Mr. Mayor: Okay. All right, there's a motion to use the expedited procurement
process which is effectively 15 days with a proper second from the commissioner from the 1't.
The Chair recognizes the commissioner from the 7tr.
Mr. Frantom: Thank you, Mr. Mayor. My question is for the attorney. The two documents
I have here are $15,000 and $30,000. You said $10,000. where is that document?
Mr.MacKenzie: I'msorry. Iflsaid$l0,000,Imisspoke. Theonlyoptionseverpresented
were the $15,000 and $30,000.
Mr. Frantom: Okay. And I guess, Mayor, my concem is that why are we just hearing about
the procurement process when this has been talked about and now we're coming back and we're
slowing down the process. The Savannah Riverkeeper has been working on this. I'm sure other
people in our government knew about it. Why now are we slowing this down and then possibly
not even using a company that's got great credentials?
Mr. Mayor: Well, I certainly can't articulate that. The Chair recognizes Administrator
Jackson.
Ms. Jackson: If I'm not mistaken, we certainly did have conversations with the
Riverkeeper about wanting to bring in a firm but we did not have a document from that firm until
the last discussion I think that we had and I think it was at that time that it came to the attention of
the (inaudible).
Mr. Frantom: I guess are we doing anything wrong as a government if I make a substitutemotion to approve it at the $l5,000level?
Mr. Mayor: Well, I don't think you're necessarily doing anything wrong as a govemment
but you've heard from your Procurement Director that the pieferred pro."r.- is tolxpedite itthrough those normal channels and you'll get to the same ".rd. Arrd t itrint that's what-'s being
offered by the commissioner from the 96 with a second from the commissioner from the ls. That,fall that I've heard is effectively being asked. I think that's certainly a prudent process. I've not
heard anything that would be an encumbrance to progress at this point. -
Mr. Frantom: Thank you, Mr. Mayor.
Mr. Mayor: Yes, sir. All right, the Chair recognizes the commissioner from the 4ft.
Mr. Sias: Thank you, sir. Just wanted to make sure that my colleague from the 9ft, the
motion was for the holistic approach. Am I correct?
Mr. M. Williams: That's correct.
Mr. Sias: Thank you.
Mr. Mayor: All right, we've got a motion with a proper second. voting.
Mr. Frantom votes No.
Motion carries 8-1.
Mr. Mayor: All right, I'll yield to the chairman of public Services.
[MEETING 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 copyof the minutes of the Called Meeting of the Augusta Richmond County Commission held o" fufay8,2018.
Clerk of Commission
Commission Meeting Agenda
5/15/2018 2:00 PM
Osei - Agreement Amendment
Department:Administrator
Department:Administrator
Caption:Motion to approve an amendment to the Professional Services
Agreement with Janice Welch Osei to assist in the Office of the
Administrator. (No recommendation from Administrative
Services Committee May 8, 2018)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
Funding Source: Administrator's Budget Object Code: 5211110
- Management Consultants
REVIEWED AND APPROVED BY:
Cover Memo
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
This amendment is made to the Professional Services Agreement, dated January 30, 2018,
previously executed by and between Augusta, Georgia hereinafter called "Augusta" and Janice
Welch Osei, hereinafter called "Consultant.”
It is mutually understood and agreed by and between the undersigned parties to amend said previously
executed agreement as follows:
Whereas Augusta, GA desires to hire a consultant to assist in the Office of the Administrator, and
Whereas Janice Welch Osei desires to provide such services,
Section 1 is hereby amended by deleting the current language and adding the following language:
Consultant will assist the Administrator with various organizational development and management
tasks. These tasks include, but are not limited to, coordination of executive searches, departmental
analyses, and assistance to the Personnel, Policy, and Procedures Manual Sub-Committee of the
Commission.
Section 2 is hereby amended by deleting the current language.
Section 3 is hereby amended by deleting the first sentence. Also amended to indicate the consultant will
use supplies and equipment from the Office of the Administrator.
Except as set forth in this Amendment, the Agreement is unaffected and shall continue in full force and
effect in accordance with its terms. If there is conflict between this amendment and the Agreement or any
earlier amendment, the terms of this amendment will prevail.
AUGUSTA, GEORGIA
By: ______________________________
Hardie Davis, Jr.
As it Mayor
ATTEST:
____________________________
Lena J. Bonner, Clerk of Commission
CONSULTANT
__________________________________
Janice Welch Osei
Revised Admin. 5.10.18
Commission Meeting Agenda
5/15/2018 2:00 PM
Operating, Capital, Encumbrance Carryover Request
Department:Finance
Department:Finance
Caption:Approve funding of operating, capital, encumbrance carryover.
((No recommendation from Finance Committee May 8,
2018)
Background:Operational appropriations are encumbered as a result of
purchase orders, contracts or other forms of legal commitments.
Encumbrances outstanding at year-end are reported as a
reservation of fund balance. Operational appropriations lapse at
year-end and Capital Projects typically extend over several years
and may still require a budget amendment; however,
reappropriations of amounts to cover significant encumbrances
are made by the Augusta Georgia Commissioners during the
subsequent fiscal year as an amendment to the budget
Analysis:Several projects, programs and large contracts for services were
approved and awarded in 2017. The funding for the contracts
was collected in 2017. In accordance with budgetary policy
commission, approval is required to carry over funding from
prior years. Approval will allow the program to continue without
any disruption of service.
Financial Impact:Funding is available in related funds fund balance.
Alternatives:Require use of current year funding
Recommendation:approve us of fund balance for encumbrance carryover
Funds are
Available in the
Following
Accounts:
101-00-0000/3952110 $ 409,770 217-00-0000/3952110 $
89,210 274-00-0000/3952110 $ 156,000 506-00-0000/3952110
$ 181,420 581-00-0000/3952110 $ 1,694,340 611-00-
0000/3952110 $ 7,140
Cover Memo
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Augusta Richmond County
Operating/Encumbrance Carryover Requests
2018
Fund Org Key Object Description Department
Carryover Amount
Requested
Encumbrance
Carryover (3951110)
Operating/Capital
Carryover (3951120)Total
Finance
Recommended
101 101-01-1310 5234110 Printing and binding Clerk of Council/Commission 15,000 15,000 Y
101 101-01-5710 5234110 Printing and binding Tax Assessor 19,182 19,182 Y
101 101-04-1110 5316120 Telephones under $500 Engineering 8,205 - N
101 101-03-9110 5422210 Trucks, All Sizes Augusta Animal Services 37,800 37,800 Y
101 101-10-1110 6011140 Disparity Study Compliance 225,060 225,060 Y
101 101-10-1110 6011140 Events Planning Recreation 80,000 80,000 Y
101 101-01-5160 5319120 R&M - Building Planning and Development 32,720 32,720 Y
101 Total 417,967 34,182 375,580 409,762
217 217-07-2210 5319120 R&M - Building Planning and Development 69,860 65,020 4,840 Y
217 217-07-2210 5413120 Building Renovations Planning and Development 19,350 19,350 Y
217 Total 89,210 65,020 24,190 89,210
274 274-03-4110 5422110 Vehicles Fire 77,000 77,000 Y
274 274-03-4110 5426120 Safety Equipment Fire 79,000 79,000 Y
274 Total 156,000 - 156,000 156,000
276 276-04-1610 5311640 Replacement Lights Street Lights 24,885 - N
276 Total 24,885 - - -
506 506-04-3110 5223112 R&M-Contract-Equipment Utilities 5,320 - N
506 506-04-3110 5224214 Equipmental Rental Utilities 3,720 - N
506 506-04-3110 5423110 Office Fixtures & Furniture Utilities 11,070 11,070 Y
506 506-04-3110 5424510 Peripherals Equipment Utilities 41,750 41,750 Y
506 506-04-3210 5223110 Repairs and maintenance Utilities 41,360 41,360 Y
506 506-04-3410 5311914 Tool Supplies Utilities 1,260 - N
506 506-04-3430 5223110 Repairs and maintenance Utilities 1,190 - N
506 506-04-3540 5213119 Other Technical Services Utilities 8,370 8,370 Y
506 506-04-3540 5424510 Peripherals Equipment Utilities 9,370 9,370 Y
506 506-04-3580 5223110 Repairs and maintenance Utilities 5,280 5,280 Y
506 506-04-3580 5319130 R & M - Equipment Utilities 4,690 4,690 Y
506 506-04-3580 5421110 Machinery Utilities 59,530 59,530 Y
506 Total 192,910 181,420 - 181,420
581 581-04-4320 5211110 Management Consultants Stormwater 510,415 510,415 Y
581 581-04-4320 5211120 Contractual Services Stormwater 1,006,765 1,006,765 Y
581 581-04-4320 5414910 Other Infrastructure Stormwater 6,567 - N
581 581-04-4320 5423110 Office Fixtures & Furniture Stormwater 8,204 - N
581 581-04-4320 5424120 Software Stormwater 177,213 177,213 Y
581 Total 1,709,164 1,694,393 - 1,694,393
611 611-01-5214 5522101 Damages-General Fund Risk Management 4,442 4,442 Y
611 611-01-5214 5522551 Damages-Bush Field Risk Management 2,690 2,690 Y
611 Total 7,132 7,132 - 7,132
Grand Total 2,597,268 1,982,147 555,770 2,537,917
Recommended
C:\Users\ts12712\Desktop\carryover agenda item\Copy of Carryover requests summary_TS
Commission Meeting Agenda
5/15/2018 2:00 PM
Exemption Storm Water Fee
Department:
Department:
Caption:Motion to exempt Storm water Fee in Non-Serviced Area
( unincorporated area ). (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
5/15/2018 2:00 PM
Residential Parking Resolution
Department:
Department:
Caption:Motion to approve the Residential Parking Resolution.
(Commissioner Bill Fennoy)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Lena Bonner
From:
Sent:
To:
Cc:
Subject:
Ms. Bonner;
Marcus Campbell
Wednesday, May 09, 2018 1l_:11AM
Lena Bonner
Commissioner William Fennoy
Agenda item addition
Please place the following motion to the May 15, 20i.g commission agenda.
Motion to approve the Residential Parking Resolution (CommissionerWilliam Fennoy). Thanks
Marcus
Respectfully,
Marcus Campbell
Chief of Staff
Office of Mayor Hardie Davis Jr.
535 Telfair Streer, Suite 200
Augusta, Georgia 30901
(706) 821-1,831
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Commission Meeting Agenda
5/15/2018 2:00 PM
Stormwater Ordinance Delinquent Accounts
Department:
Department:
Caption:Motion to approve Stormwater Ordinance review and
amendment to address delinquent accounts and require quarterly
reporting on revenue and expenditures. (Requested by Mayor
Hardie Davis)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
5/15/2018 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