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HomeMy WebLinkAbout2020-06-02 Meeting AgendaCommission Meeting Agenda Virtual/Teleconference 6/2/2020 2:00 PM INVOCATION: PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. Five (5) minute time limit per delegation DELEGATIONS A.Ms. LaFawn Pinkney-Mealing regarding recent incident with Bobby Williams concerning a damaged mailbox in the Bellemeade Subdivision.Attachments B.Ms. JoRae Jenkins/Chief Patrick Clayton, RCSO regarding the creation of an ordinance establishing regulations for alarm companies.Attachments CONSENT AGENDA (Item 1) PETITIONS AND COMMUNICATIONS 1.Motion to approve the minutes of the regular and Special Called Meetings held on May 19, 2020. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 6/2/2020 AUGUSTA COMMISSION REGULAR AGENDA 6/2/2020 (Items 2-33) PUBLIC SERVICES 2. New Location: A.N.2013: A request by Jin Quan Lin for a consumption on premise Liquor, Beer & Wine License to be used in connection with Red Crab located at 3206 Peach Orchard Rd. There will be Sunday Sales. District 6. Super District 10. Attachments 3.Requested recommendation (amendment to contract) from staff on RATP-Dev request for additional compensation for their employees and reimbursement of expenses related to the COVID-19 Pandemic. Attachments 4.Discuss additional requirements/policies the Commission can implement to hold vacant and abandon lot owners more accountable for upkeep of their property. (Requested by Mayor Pro Tem Sean Frantom deferred from the May 19, 2020 ) Attachments 5.FY2021 Metropolitan Transportation Planning Services Contract (PL Funds Contract). Attachments 6.Consider request from the Augusta Public Transit Citizens Advisory Committee to meet virtually to conduct their monthly meetings.Attachments ADMINISTRATIVE SERVICES 7.Motion to approve Housing and Community Development Department’s (HCD's) request to provide additional HOME funds to Community Development Collaborative, LLC for the completion of (6) six affordable housing units on 11th Street and Perry Avenue. Attachments 8.Motion to approve Housing and Community Development Department’s (HCD's) request to provide additional HOME funds to Community Attachments Development Collaborative, LLC to complete the rehabilitation of the duplex located at 1233 Perry Avenue to be used for rental housing. 9.Motion to approve Housing and Community Development Department’s (HCD's) to provide HOME funding to assist one (1) low to moderate income homebuyers with gap financing, down payment and closing cost to purchase homes though the Employee Incentive Program. Attachments 10.AN ORDINANCE TO REQUIRE THAT FACE COVERINGS OR MASKS BE WORN IN AUGUSTA, GEORGIA GOVERNMENTAL BUILDINGS DURING THE COVID-19 PUBLIC HEALTH EMERGENCY AND RECOVERY. (Approved by the Commission on May 19, 2020 - second reading) (Requested by Commissioner Marion Williams) Attachments 11.Update from HR Director Anita Rookard regarding the recruitment process for the position of City Administrator. Attachments 12.Discuss possible ways and means city government can guide or offer financial aid and assistance to locally owed Bars for recovery and continued operations after state ordered closure is lifted. (Requested by Commissioner John Clarke) Attachments 13.Discuss in-person meetings in the Commission Chamber. (Requested by Commissioner Ben Hasan)Attachments 14.Move to approve the COVID-19 Small Business Relief Program; including $1,061,135.00 from the fund balance /reserve fund; and the application review committee as recommended by HCD. The funds are reimbursable through the HUD COVID-19 assistance program and has been allocated to Augusta by HUD. Recommended loan committee as follows: 1. Joey Cummings (Synovus Mortgage) 2. James Heffner (First Community Bank) 3. Chris Johnson (Tax Commissioner Office) 4. Timothy McFalls (Economic Development Authority) Attachments 5. Sue Parr (Augusta Chamber of Commerce) 6. Daryl Rolle (HCD Citizen Advisory Committee Member & Small Business Owner) (Requested by Commissioner Sammie Sias) 15.Discuss the process of filing and reviewing executive orders issued during the COVID-19 emergency. (Requested by Commissioner Sammie Sias) Attachments PUBLIC SAFETY 16.Present the 2019 Information Technology Annual Report and an update on the Information Technology Strategic Plan. Attachments 17.Approve Contract with Tyler Technologies to implement Tyler Cashiering for the Tax Commissioner’s Office. Attachments 18.Motion to approve Augusta-Richmond County FY21 Capacity Agreement for state inmates being housed at the Richmond County Correctional Institution. Attachments 19.Update from Chief Chris James regarding what steps are we taking to accept evacuees from the coast in case of a major weather event. (Requested by Commissioner Bill Fennoy) Attachments FINANCE 20.Discuss the upcoming COLA for city employees. (Requested by Commissioner Ben Hasan)Attachments ENGINEERING SERVICES 21.Approve entering into Memorandum of Understanding (MOU) with a local Non-profit Organization (Greater Augusta Arts Council) to create opportunities for Augusta citizens’ participation in activities that are designed to reduce pollutants in local waterways and authorize Mayor to sign MOU as requested by the Augusta Engineering Department. Attachments 22.Request by Dixon Airline Recycling and Disposal for a letter of consistency to operate a construction and demolition landfill. (Requested by Commissioner Brandon Garrett) Attachments 23.Discuss the flooding of the Cedar Grove Cemetery. (Requested by Commissioner Bill Fennoy)Attachments 24.Discuss dire need of continuous maintenance mowing and general work performance to maintain aesthetically pleasing results for city maintained cemeteries, Magnolia, Cedar Grove and Westview. (Requested by Commission John Clarke) Attachments 25.Update from Environmental Services Department regarding the process for vacant lots grass cutting. (Requested by Commissioner Bill Fennoy)Attachments APPOINTMENT(S) 26.Motion to approve the reappointment of Mr. Butch Gallop and the appointment of Mr. Charles Lamback to fill the seat held by Mr. Terry Elam. (Requested by Commissioner Ben Hasan) Attachments ADMINISTRATOR 27.Update on recruitment process for the Director of Augusta Recreation. (Deferred from the Commission May 5, 2020 Commission Meeting)Attachments 28.Update from staff on SPLOST 8 in light of new March 2021 election date. (Deferred from the May 5, 2020 Commission Meeting requested by Commissioner Marion Williams) Attachments OTHER BUSINESS 29.Motion to approve the acceptance of FTA 5311 Rural Program FY20-21 CARES Act Supplemental Agreement #1 in the amount of $525,664.00.Attachments 30.Approve amendments to the Right-of-Way Encroachment / Sidewalk Café Permit Ordinance. Attachments 31.Receive as information an emergency asbestos abatement in the east and west elevators of the Municipal Building in the amount of $36,720. Attachments 32.Motion to approve the replacement of obsolete computer equipment (laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, uninterrupted power supplies, radios, and MDTs) as well as the purchase of any required computer software upgrades. Attachments LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 33.Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Upcoming Meetings www.augustaga.gov Commission Meeting Agenda 6/2/2020 2:00 PM Ms. LaFawn Pinkney-Mealing Department: Department: Caption:Ms. LaFawn Pinkney-Mealing regarding recent incident with Bobby Williams concerning a damaged mailbox in the Bellemeade Subdivision. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo AGENDA ITEM REQTJEST FORM commission meetings: First and third ruesdays of each moath -2:fi) p.m. committee meetings; second and last Tuecdays of each month - r:00 [.m. ission/committee: (Please check one gnd insert meeting date)Comm x contact rnformation for IndividuauPresenter Mrking the Request: Nu*r, L Address: Telephone Number: Fax Number: E-Mail Address: Commission Public Safety Committee Public Services Committee Administrative Services Committee Engineering Services Committee Finance Committee Date of Meeting Date of Meeting Date of Meeting Date of Meeting Date of Meeting Date of Meeting Caption/Topic of Discussion to be placed on the Agenda: Please send this request form to the following address: Ms. Lena J. Bonner Clerk of Commission Suite 220 Municipal Building 535 Telfair Street Augusta, GA 3(D0f Telephone Number: 70G821-1820 Fax Number: 7ffi-S21-f &i8 E-Mail Address: nmorawski@augustaga.gov Requests may be faxed, emailed or delivered in person and must be received in the Clerk'sOIIice no later than S:fi) p.m. on the lVednesdry preceding the Commission meeting and5:00 p-m- on the Tuesday preceding the Committee meetin[of the following week A fi"e-minute time limit will be allowed for presentations. Commission Meeting Agenda 6/2/2020 2:00 PM Ms. JoRae Jenkins/Chief Patrick Clayton Department: Department: Caption:Ms. JoRae Jenkins/Chief Patrick Clayton, RCSO regarding the creation of an ordinance establishing regulations for alarm companies. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo AGENDA ITEM REQUEST FORM Commission meetings: First and third Tuesdays of each month - 2:00 p.m. Commiffee meetings: Second and last Tuesdays of each month - 1:00 p.m. Commission/Committee: (Please check one and insert meeting date) 1*^<-zt?pCommission Date of Meeting Public Safety Committee Date of Meeting Public Services Committee Date of Meeting Administrative Services Committee Date of Meeting Engineering Services Committee Date of Meeting Finance Committee Date of Meeting )io 14,8+t- \ Telephone Number: Fax Number: E-Mail Address: lfutn Contact Information for Individual/Presenter Making the Request: Please send this request form to the following address: Ms. Lena J. Bonner Clerk of Commission Suite 220 Municipal Building 535 Telfair Street Augusta, GA 30901 Telephone Number: 7 06-821-1820 Fax Number: 706-821-1838 E-Mail Address: nmorawski@augustaga.gov Requests may be faxed, e-mailed or delivered in person and must be received in the Clerk's Office no later than 5:00 p.m. on the Wednesday preceding the Commission meeting and 5:00 p.m. on the Tuesday preceding the Committee meeting of the following week. A five- minute time limit will be allowed for presentations. Commission Meeting Agenda 6/2/2020 2:00 PM Minutes Department: Department: Caption:Motion to approve the minutes of the regular and Special Called Meetings held on May 19, 2020. 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 - 511912020 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; B. williams, Garrett, sias, Fennoy, Frantom, M. williams, Davis, D. williams, Hasan and clarke members of Augusta Richmond County Commission. INVOCATION: PLEDGE OF ALLEGIANCE TO THE FLAG OF THE TINITED STATES OF AMERICA. CONSENT AGENDA (Items l-2) PETITIONS AND COMMUNICATIONS 1. Motion to approve the minutes of the regular held May 5 and Special Called Item Meetings May 5 & 12,2020. Action: Approved {B ItemAoorovalsheet.html Motions X:ll" Motion rext Made ByI ype a --_-_.__ _ Motion to approve. CommisionerApprove Motion passes l0-0. Sean Frantom seconded By Motion Result Commissioner Sammie Sias Passes SUBCOMMITTEE Administratorrs Recruitment process Subcommittee 2. Reviedapprove revised job description for the position of cifyAdministrator. (Approved by the Administrator's Recruitment process Subcommittee May 12, 2020) Item Action: Approved lB ItemApprovalSheet.html Motions Motion Motion Text'l ype Motion to apProve the recommendation of the sub-committee regarding the Administrator's revised job descriPtion with the candidates having one to five years of experience and with the Human Resources Director proceeding with the selection of a . recruiter.Approve voting No: Commissioner John Clarke, Commissioner Mary Davis, Commisioner Sean Frantom, Commissioner Brandon Garrett, Commissioner Marion Williams. Motion Ties 5-5. The Mayor votes No. Motion fails 5-6. Motions Motion Motion Text'l'ype Approve Substitute motion to approve the recommendation of the sub-committee regarding the Administrator's revised job descriPtion Made By Seconded By Motion Result Commissioner Sammie Sias Commissioner Bobby Ties Williams Made By Commissioner Marion Williams Seconded By Commissioner Mary Davis Motion Result Fails with the candidates having three to five years of experience and with the Human Resources Director proceeding with the selection of a recruiter. Mr. B. Williams abstains. Voting No: Commissioner William Fennoy, Commissioner Ben Hasan, Commissioner Sammie Sias, Commissioner Dennis Williams. Motion Fails 5-4 -1. Motions Motion Type Approve Motions Motion Type Approve Motion Text Motion to approve reconsidering the previous action. Mr. Sias abstains. Voting No: Commissioner John Clarke. Motion Passes 8-1 -1. Motion Text Motion to approve the recommendations of the sub-committee with the revised job description and allow the Human Resources Director to proceed with the selection of a recruiter. Voting No: Commissioner Made By Seconded By Motion Result Commissioner Ben Hasan CommissionerBobby Passes Williams Made By Commissioner Ben Hasan Seconded By Commissioner Marion Williams Motion Result Passes William Fennoy, Commissioner Sammie Sias. Motion Passes 8-2. ,k rr * *END CONSENT AGENDA:I :'. r( * AUGUSTA COMMISSION 5n9t2020 AUGUSTA COMMISSION REGULAR AGENDA sng12020 (Items 3-34) PUBLIC SERVICES 3. Motion to approve Augusta Transit's utilization of Cityworks to manage its Item vehicle and facility assets. Action: Approved E ItemAnnrovrlsheet.html Motions Motion ^ r rh Motion:"""" Motion Text Made By Seconded ByType Result a --- - -- Motion to approve. Commisioner CommissionerApprove *o,to, Passes 10-0. Sean Frantom Sammie Sias Passes 4. Motion to authorize the Mayor to Sign the Coronavirus Aid, Relief, and Item Economic Security (CARES) ACT Grant Offer. Action: Approved E 2020-19-05 AGS-SOG-3-13-0011-045-2020-Grant Asreement - unsisned.pdf B ltemAoorovalsheet.html Motions []li"Il Motion Text Made By seconded By H:iir ype Approve Motion to approve. Commisioner Commissioner Passes Motion Passes l0-0. Sean Frantom Sammie Sias 5. Discussion on RATP-Dev request for additional compensation for their Item employees and reimbursement of expenses related to the COVID-I9 Action: Pandemic. Approved IB RATPDEV Auqusta COVID Contract Amendment.docx lB ItemAoorovalSheet.html Motions [|jt1" Motion Text Made By Seconded By Motion'l'ype '.---- -'t *-------- -'t Result Motion to approve receiving this item as information and Commissioner Commissioner Approve directing the Attorney Dennis Bobby and Finance to come Williams Williams back with a recommendation. It was the consensus of the Commission that this item be received as information. 6. Motion to approve a contract amendment with Reeves Young LLC for Item Construction Services for Augusta's Transit Operation and Maintenance Action: Facility project. Approved lB ItemApprovalsheet.html Motions Motion m Motion;----- Motion Text Made By Seconded ByI ype ''---- -J Result a ._ Motion to approve. Commisioner CommissionerApprove Motion passes l0-0. Sean Frantom Sammie Sias Passes 7. Discuss and approve allowing small businesses to expand their foot print into Item sidewalks/streets for next 60 days due to COVID restrictions. (Requested by Action: Mayor Pro Tem Sean Frantom) Approved IE ItemApprovalsheet.html Motions Pj*1"' Motion Text Made By Seconded By MotionType '.---- -'1 --------- -'t Result Motion to approve for businesses located in Commissioner Commissioner Approve the Central Business Bobby Dennis PassesDistrict. Williams Williams Motion Passes 10-0. 8. Discuss additional requirements/policies the Commission can implement to Item hold vacant and abandon lot owners more accountable for upkeep of their Action: property. (Requested by Mayor Pro Tem Sean Frantom) Rescheduled B2020-19-05 Aqenda Item Meyor Pro Tem Frantom Covid 19 sidewalk requ€stpdf B ItemApprovalsheet.html Motions Motion Made Seconded Motioniil" Motion Text By By Resutt It was the consensus of the Commission to refer this item to the June 2 Commission meeting without objection. ADMINISTRATIVE SERVICES 9. Department requests direction concerning the elevator repair or decommission Item plan at 401 Walton Way. Action: Approved lE Ins and Safetv Commission.ndf IB ThvssenKruno Ouote.odf lF Premier Elevator Ouote RCSO.doc lEt ItemApprovelsheet.html Motions Motion Motion:""'"" Motion Text Made By Seconded By Result'l'ype Approve Withdraws Motion to approve Commissioner Commissioner keeping one elevator Ben Hasan Dennis in service and Williams decommissioning the other six. Substitute motion to approve getting an estimate to make repairs ^ on fwo elevators at the commission, uommlssloner Approve lili'ur,,oing and Sammie siurtt ::i,il*" Passes decommissioning the wllllams remaining elevators. Motion Passes 10-0. 10. Approve Change Order #2 to the contract for Design Services for the 911 Item Center Addition and Renovations with 2KM Architects in the amount of Action: $26,368.00 to adjust the total fee to reflect lloh of the construction cost in Approved accordance with the contract. lB Fee Amendment #2.odf E 17-272 - 9ll Executed Contract.pdf Motions Motion- """" Motion Text'l'ype Substitute motion to approve repairing two Approve elevators and decommissioning the remainder. No action is taken on this motion. Motions Motion Motion Text't'ype lB ItemAoprovalsheet.html Motions Motion - ------ Motion Text'l'ype Approve Made By Seconded By Made By Seconded By Htjil Commissioner John Clarke Commissioner Brandon Garrett Motion Result Motion Result Passes Made By Seconded By Motion to approve. Commisioner Commissioner Motion Passes 10-0. Sean Frantom Sammie Sias 11. Motion to approve Housing and Community Development Department's ltem(HCD's) request to provide additional HOME funds to Community Action: Development Collaborative, LLC for the completion of (6) six affordable None housing units on 1lth Street and Perry Avenue. {B HCD llthstreet amendment.pdf IB ItemAnnrovalsheet.html Motions Motion rf,^^! _ t___L Made Seconded MotionType Motion Text By By Result No action was taken on this item. 12. Motion to approve Housing and Community Development Department's Item (HCD's) request to provide additional HOME funds to Community Action: Development Collaborative, LLC to complete the rehabilitation of the duplex None located at 1233 Perry Avenue to be used for rental housing. E HCn Amcndment Docs for 1233 Perrv Ave.odf E ItemAonrovalsheet.html Motions Motion:"""" Motion TextI'ype No action was taken on this item. Made Seconded Motion By By Result 13. Motion to approve Housing and Community Development Department's Item (HCD's) request to provide funding to assist one (1) low to moderate income Action: homebuyer with down-payment assistance to purchase a home. Approved E HOME BTryER AGREEMENT(2oI9-I) HENTV.dOC B ItemApprovalsheet.html Motions Motion Motion Text Made By Seconded By MotionType Result A ---^_.^ Motion to approve. Commisioner CommissionerApprove Motion Passes l0-0. Sean Frantom Sammie Sias Passes 14. Amend the Augusta Commission approval of the Design Contract with 2KM Item to reflect the contract amount of $44,000.00 rather than the $55,000.00 Action: reflected in the original agenda item. Approved B 2KM 9ll A R - Contract Approval Letter.PDF B ItemAoprovalsheet.html Motions Y::*1" Motion Text Made By seconded By Motion'l'ype - ---- -r ----'---- -'r Result A .^_-^_.^ Motion to approve. Commisioner CommissionerApprove Motion passes 10-0. Sean Frantom sammie Sias Passes 15. Move to restart holding commission/committee meeting in the commission Item chambers effective I June 2020 or earlier. (Requested by Commissioner Action: Sammie Sias) Approved B ltemAnnrovalsheet,html Motions ffit:" Motion Text Made By Seconded By Hllil Motion to ^ approve Commissioner CommissionerApprove Ueginning June 1, Sammie Sias John Clarke 2020. No action is taken on this motion due to the passage of the substitute motion. Motions |'#:" Motion Text Made By Seconded By fffil Approve Substitute motion to Commisioner Commissioner Passes approve beginning June Sean Frantom Ben Hasan 16,2020 and continue not holding committee meetings until that time as well. Ms. Davis and Mr. Garrett out. Voting No: Commissioner John Clarke, Commissioner Marion Williams. Motion Passes 6-2. 16. Move to restart the Commission Committee process effective 26 May 2020 Item or I June 2020. (Requested by Commissioner Sammie Sias) Action: Approved B ItemAonrovrlSheet.html Motions lVlotion Motion - ""'"'^ Motion Text Made By Seconded ByType Result Motion to ^ approve Commissioner CommissionerApprove ufginning June 1, Sammie Sias John clarke 2020. No action is taken on this motion due to the passage of the substitute motion. Motions Yi|-" Motion Text Made By Seconded By Motion Type Result Substitute motion to approve beginning June 16,2020 and continue not holding committee meetings until that time as well. Ms. Davis and Approve Mr. Garrett out. commisioner commissioner n^^-^^ VotingNo:SeanFrantomBenHasanrasses Commissioner John Clarke, Commissioner Marion Williams. Motion Passes 6-2. PUBLIC SAFETY 17. Present the 2019 Information Technology Annual Report and an update on Item the Information Technology Strategic Plan. Action: Rescheduled B 20 I 9 Information-Technolosv AnnuaLReoort.odf B ltemAoorovalsheet.html Motions Seconded By ffitjil'l'ype Motion to refer this ^ item to the June 2 Commisioner CommissionerAporove :^" '". "'.' " ""- - . :"^^^^:'"'"'^-^ :"""':'"::^^-^ PassesCommission meeting. Sean Frantom Sammie Sias Motion Passes 10-0. 18. Accept an award in the amount of $102,542.00 from Edward Bryne Item Memorial Justice Assistance Grant (JAG) Program for the Richmond County Action: Sheriffs Office. The monies will assist in the preparation and prevention of Approved the Coronavirus. E COVID- AWARD REPoRT.pdf E COVID GRANT PRoPosAL.pdf B ItemApprovalsheet.html Motions X::*1"' Motion Text Made By Seconded By Motion't'ype .-^--- "J Result A ---^-.^ Motion to approve. Commisioner CommissionerApprove Motion passes 10-0. sean Frantom Sammie Sias Passes 19. Motion to approve the GEMA/HS Statewide Mutual Aid and Assistance Item Agreement and authorize the Mayor to execute the agreement. Action: Approved IE GEIUA Statewide Mutual Aid Aqreement (003).pdf IH ItemApprovalsheet.html Motions Motion Motion Text Made By Seconded By MotionType Result A ---^_.^ Motion to approve. Commisioner CommissionerApprove Motion passes 10-0. Sean Frantom Sammie Sias Passes FINANCE 20. Discuss the upcoming COLA for city employees. (Requested by Item Commissioner Ben Hasan) Action: Rescheduled IB ItemAoorovalSheet.html Motions Motion Made Seconded Motion i;. Motion Text By By Resurt It was the consensus of the Commission to refer this item to the June 2 Commission meeting without objection. ENGINEERING SERVICES 21. Approve entering into Memorandum of Understanding (MOU) with a local Item Non-profit Organization (Greater Augusta Arts Council) to create Action: opportunities for Augusta citizen's participation in activities that are designed None to reduce pollutants in local waterways and authorized Mayor to sign MOU as requested by the Augusta Engineering Department. E NIs4-MoU AUGUSTA ARTS COUNCIL s.I.2O2O.pdf B ltemApprovalsheet.html Motions Motion Made Seconded Motion Type Motion Text By By Resurt No action was taken on this item. 22, Approve final Phase funding for Streambank Stabilization Design, Item Permitting and Construction Engineering Services Agreement to Pond & Action: Company in the amount of $154,712.61 for Sandpipe Lane Site and Approved S163,597.61 for Morningside Drive Site as requested by the AED. RFQ 19- 152. E SA I Pond 5.1.2020.docx B l\{orninsside Streambank Desiqn Estimate 5,1.2020.pdf H Sandpiper Streambank Design Estimate 5.1.2020.pdf B CAPITAL PROJECT BUDGET.pdf E ltemApprovalsheet.html Motions X:11"' Motion Text Made By seconded By MotionType Result A ---^_.^ Motion to approve. Commisioner CommissionerApprove Motion passes l0-0. Sean Frantom sammie Sias Passes 23. Approve the resolution authorizing the Augusta Engineering Department to Item apply for Financial Assistance from Georgia Department of Transportation Action: (GDOT) for l3th Street 9SR4) Enhancement and Beautification in Approved conjunction with 13 Street (SR4) Improvements Project. Requested by AED B REBcResolution.pdf B 2020REBCGrant Oven,iew GDOT.pdf B pnooozoo.par E ItemApprovalsheet.html Motions X:tl" Motion Text Nlade By seconded By Motion'l'ype ''^--- .-J Result A ^--^_.^ Motion to approve. Commisioner CommissionerApprove Motion passes 10-0. Sean Frantom Sammie Sias Passes 24. Approve Georgia Power (GP) Encroachment request to Place GP Facility in ltem Augusta, GA Parcel (Augusta Levee) as part of GP facility improvements Action: Project. Also authorized Augusta Mayor to process and sign all associated Approved documents with consultation of Augusta Legal Counsel. E Encroachment Agr€ement w Citv of Ausust - Sand Bar Ferrv 115kV line (CLEAN GPC 4.14.20).ndf [3 ItemApprovalsheet.html Motions Motion Motion Text Made By Seconded By MotionType Result A _--^_.^ Motion to approve. Commisioner CommissionerApprove Motion passes 10-0. Sean Frantom Sammie Sias Passes 25. Approve Supplemental Agreement Two for Constantine Engineering for Item Watershed Assessment & Inventory Project in the amount of $439,500.00 for Action: the phase 2 Storm System Inventory, Basin Analysis, and Data Review & Approved Reconciliation as requested by AED . RFQ 13-149. lB Phesc lC Stormwater Fee 6Aor20.odf E SA 2 Constantine 5.1.2020.docx E CPB. SA 2 Constantine 5.1.2020.x1sx B ItemAnorovalsheet.html Motions Motion Motion:"""" Motion Text Made By Seconded ByType -'^--- -r --------- -'t Result A .^-^-.^_,^ Motion to approve. Commisioner CommissionerApprove vtotion passes l0-0. Sean Frantom sammie sias Passes 26. Approve entering into a Master Agreement with CSX Transportation, Inc. Item stating that Augusta, GA will pay for the Preliminary Engineering and Action: Review for the TIA funded Downtown Roadway Improvements Projects in Approved accordance with the estimate $59,400.00. Also, approve the Agreement to be executed by the Augusta, GA Legal Counsel and the Mayor as requested by Augusta Engineering Department. E 2020,03.31 Citv of Aususta-Master Pf, Asreementxlsx.pdf B ItemAnnrovalsheet,html Motions Y:]i" Motion Text Made By seconded By Motion Type Result ^ Motion to approve. Commissioner CommissionerApprove Motion Passes l0-0. Marion williams John clarke Passes 27. Approve entering into an Agreement with CSX Transportation, Inc. stating Item that Augusta, GA will pay for the Preliminary Engineering and Review for Action: the TIA funded 9th Street Improvements Project in accordance with the Approved estimate $12,100.00. Also, approve the Agreement to be executed by the Augusta, GA Legal Counsel and the Mayor as requested by Augusta Engineering Department. B 2020.03.30-Aususta 9th-St-PE-Asreement.pdf B ItemAoorovalsheet.html Motions Y:j*1"t Motion Text Made By seconded By Motion Type ''"-- -r Result ^ Motion to approve. Commissioner CommissionerApprove Motion passes l0-0. Marion williams John clarke Passes 28. Update from Environmental Services Department regarding the process Item for vacant lots grass cutting. (Requested by Commissioner Bill Fennoy) Action: Rescheduled B ltemAoorovalsheet,html Motions Motion Made Seconded Motioniil; Motion Text By By Resurt It was the consensus of the Commission to refer this item to the June 2 Commission meeting without objection. APPOINTMENT(S) 29. Motion to approve the appointment of Ms. Patricia Daniels to the Item Richmond County Board of Tax Assessors to fill the expired term of Ms. Action: Renee D'Antignac. (Requested by Commissioner Marion Williams) Disapproved B ItemApprovalsheet.html Motions Motion Motion Text Made By Seconded By [:lilIype Approve Motion to approve. Commissioner Fails Voting No: Ben Hasan 30. Consider a request from the Richmond County Medical Society via Item Richmond County Board of Health recommending the appointment of Dr. Action: Thomas Kieman to RCBOH to fill the unexpired term of Dr. Blackwood. Approved Commissioner Mary Davis, Commissioner William Fennoy, Commisioner Sean Frantom, Commissioner Brandon Garrett, Commissioner Sammie Sias, Commissioner Bobby Williams, Commissioner Dennis Williams. Motion Fails 3-7. Commissioner Marion Williams Made By Commisioner Sean Frantom ^ Motion to approve. Commisioner CommissionerApprove Motion passes 10-0. Sean Frantom Sammie sias Passes 31. Motion to approve the reappointment of Ms. Renee D'Antignac to the Item Richmond County Board of Tax Assessors. (Requested by Mayor Pro Tem Action: Sean Frantom) Approved E RICHMOND BOH Composirion 2020.pdf B ItemAoprovalsheet.html Motions Motion;----- Motion Text Made By'l'ype lB ItemAnnrovalsheet.html Motions Motion Motion Text'l'ype Approve Motion to approve. Voting No: Commissioner Seconded By Seconded By Commissioner William Fennoy Motion Result Motion Result Passes Ben Hasan, Commissioner Marion Williams. Motion Passes 8-2. ADMINISTRATOR 32. tJpdate on recruitment process for the Director of Augusta Recreation. Item (Deferred from the Commission May 5,2020 Commission Meeting) Action: Rescheduled IB ltemAorrovalsheet.html Motions Motion Made Seconded Motion i;;;" Motion rext By By Result It was the consensus of the Commission to refer this item to the June 2 Commission meeting without objection. 33. Update from staff on SPLOST 8 in light of new March 2021 election date. Item (Deferred from the May 5r 2020 Commission Meeting requested by Action: Commissioner Marion Williams) Rescheduled B SPlosT_8_Election_Calender Merch 16 2021-a.pdf E ItemAonrovalsheet.html Motions Motion Made Seconded Motioni;;- Motion rext By By Result It was the consensus of the Commission to refer this item to the June 2 Commission meeting without objection. ADDENDUM 34. Motion to approve allocating funding in the amount of $1,061,135 for ltem Augusta Housing and Community Development (AHCD) COVID-19 Small Action: Business Relief Program in anticipation of Housing and Urban Development None Department's (HUD) approval. (Requested by Commissioner Sammie Sias) Motions Motion Made Seconded Motioniil; Motion Text By By Result Consensus was not given to add this item to the agenda. LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 35. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Upcoming Meetings Item Action: None www.augustaqa.gov Commission Meeting Agenda 6/2/2020 2:00 PM Red Crab Alcohol Application Department:Planning & Development Department:Planning & Development Caption: New Location: A.N.2013: A request by Jin Quan Lin for a consumption on premise Liquor, Beer & Wine License to be used in connection with Red Crab located at 3206 Peach Orchard Rd. There will be Sunday Sales. District 6. Super District 10. Background:This is a New Location. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $5,715.00. Alternatives: Recommendation:The Planning & Development approved the application subject to additional information not contradicting the applicant's statements. The Sheriff's Office approved the application subject to additional information. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Cover Memo Case Number: Application Type: Business Name: Hearing Date: Report Prepared By: PLANNING & DEVETOPMENT DEPARTMENT STAFF REPORT A.N.20-13 Consumption on premise Liquor, Beer, Wine & Sunday Sales Red Crab April2,2020 Julietta H. Walton, Business License & Customer Service Manager Applicant: Property Owner: Address of propefi: Tax Parcel f: Commission Distrlct: Background: Jin Quon Lin H/S Southlo Lt-C 3206 Peach Orchard Rd 11G.3-222-00-0 District: 6 Super District: 10 New Location ANALYSTS: Location restrictions:zoning and proximity to churches, libraries, schools and publicrecreation areas. o Zoning:L-l (Light tndustrial) Zone o Distance Requirements: The proposed location for consumption on premise Liquor, Beer &wine meets the minimum distance location to churches, schools, libraries and public recreationareas. There will be Sunday Sales ADD ITIONAL CONSI DERATIONS: r Reputation' character' The applicant's reputation, character, trade and business associations orpast business ventures, mentar and physical capacity to conduct business.o Previous violations of liquor laws. lf the applicant is a previous holder of a license to sell :l:", ;jl|,H:rs' whether or not he has violated any taws, regutations or ordinance retating to o Manner of conducting prior liquor business. lf the applicant is a previous holder of a license tosell alcoholic liquors, the manner in which he conducted the business thereunder especially as to the necessity for unusual police observation and inspection in order to prevent the violation of any law, reguration or ordinance rerating to such business.o Location. The location for which the license is sought, as to traffic congestion, general characterof neighborhood, and the effect such an establishment would have on the adjacent surroundingproperty values. o The proposed location is a Full Service Restaurant.o Number of licenses in a trading area. The number of licenses already granted for similarbusiness in the trading area of the place for which the license is sought.o The proposed location is a Full Service Restaurant surrounded by other commercial uses.o Dancing' lf dancing is to be permitted upon the premise for which the license is sought and theapplicant has previously permitted dancing upon the premises controlled or supervised by him,the manner in which he controlled or supervised such dancing to prevent any violation of anylaw, regulation or ordinance.o Previous revocation of license. lf the applicant is a person, whose license issued under thepolice powers of any governing authority has been previously suspended or revoked or who haspreviously had an alcoholic beverages licenses suspended or revoked. payment of taxes. lf theapplicant and business are not delinquent in the payment of any local taxes.o congregation of minorc. Any circumstances, which may cause minors to congregate in thevicinity of the proposed location, even if the location meets the distance requirement undersection 6-2-64 (b) herein.o Prior incidents' Evidence that a substantial number of incidents requiring police interventionhave occurred within a square city block of the proposed location during the twelve (12) monthsimmediately preceding the date of application.r Previous Denial or Revocation. The denial of an application or revocation of a license, occurring ::tl]l:nt preceding twelve (12) months, which was based on the quatifications of the proposedtocatton. FINANCtAt !MpACT: The applicant wiil pay a fee of 55,715.00. RECOMMENDATION: The Planning & Development approved the application subject to additional information notcontradlcting the applicant,s statements. The Sheriffs office approved the application subject to additional information not contradictinga pplicant,s statements. Note: The stalf report includes the information available approximately two weeks prior to the publicServices committee meeting. lt represents an evaluation of the facts presented by the applicant,research done by the staff, and consideration of the relevant factors in the comprehensive Zoningordinance and the Alcohol ordinance of Augusta, Georgia. New facts may emerge and staff reserves theright to make an oral recommendation at the hearing based on all the information available at that time. Page I of2 Title* Applciation Agenda Category Agenda Type Public Service Committee Meeting Crcate Date 9t11t2020: S:27 pM Item Details Meeting AttadlmenE Comments Inside Routing Outside Routing Hisbry Consent Agenda: E Consent Agenda: Show Cover Memo: E] Sno*, Cover Memo: New Location, aiiO-f i,-e t"qu.st by Jin Quan Lin for a consumption on premiseLiquor, Beer & Wine License to be used in connection with Red Crab located at 3206 Peach Orchard Rd. There will be Sunday Sales. District 6. Super District 10. Background: ,' This is a New Location SummaryFinancial: Planning & Development Presenter: The appricant meets the requirements or tn. city or Augusta,sAlcohol Ordinance. http://agenda/agendaTool/ItemDetailsPage.aspx?itemlD=0&CategoryID:91&DeptlD=33... 3/lI/z0zo PageZ of 2 The applicant will pay a fee of $5,715.00. Alternatives: The Planning & Devel-opment approved the apptication subject toadditional information not contradi-cting the applicant,sstatements. The Sheriff's Office a oved the application subiect to additionaf .t v Item Saved @3@@ http:i/agenda/agendaTool/ItemDetailsPage.aspx?ItemlD:0&CategoryID=92&DeptlD=33... 3lll12020 Commission Meeting Agenda 6/2/2020 2:00 PM RATP-DEV Request for Additional Compensation Department:Augusta Transit Department:Augusta Transit Caption:Requested recommendation (amendment to contract) from staff on RATP-Dev request for additional compensation for their employees and reimbursement of expenses related to the COVID-19 Pandemic. Background:RATP Dev is requesting an amendment to their contract for reimbursement of certain expenses related to COVID-19 Pandemic. Under the provision of the Families First Corona Recovery Act (“FFCRA”) and the Coronavirus Aid, Relief, and Economic Security Act (“CARES”) RATP-Dev is requesting that Augusta authorize additional pay of $5.00 per hour as hazard pay for their employees. Similar to what the City implemented on April 6, 2020 for City employees. 1. 1. RATP Dev shall administer the additional pay to employees who report to work in the amount of $5.00 per hour. RATP Dev will identify those costs inclusive of required payroll withholdings (“Labor Costs”). 2. RATP Dev shall track all Labor Costs and COVID Expenses caused by the pandemic and submit such to the City of Augusta. 3. The City of Augusta shall be responsible for paying these wages, benefits and associated payroll costs through the period of this Amendment. Analysis:RATP Dev’s proposed amendment is requesting reimbursement from the Families First and the “CARES” Act. The “FFCRA” provides employers with guidance for paid sick leave or expanded family and medical leave for specified reasons related to COVID-19 and Augusta is not responsible for RATP Dev employees. The Coronavirus Aid, Relief, and Economic Security Act (“CARES”) provision provides private business with guidance related to pay and other compensation issues. RATP Dev should seek guidance as to how the CARES ACT applies to their organization. The Cares Act also provides funding for Transit under the FTA 5307 Grant program. It provides Transit with funding related to Capital and Operating expenses at 100%. Cover Memo The additional expenses related to the purchase of PPEs and cleaning supplies etc. should be considered outside the contract with RATP-Dev. These expenses are reimbursable. RATP-DEV request for reimbursement of PPEs and cleaning supplies should be considered expenses incurred because of COVID-19. Financial Impact:The financial impact related RATP-Dev’s request could be significant. While no figures have been given to us by RATP- DEV, the cost of $5.00 per hour base the number of employees is estimated to be 568 hours per employee from January 20, 2020 to May 1, 2020. If Augusta approves RATP-DEV for funding to pay $5.00 retroactive the estimated cost would be approximately $229,300. That cost is based on an estimation of 568 hour of work time since January multiplied by 78 employees at $5.00 per hr. Additionally, RATP Dev is requesting reimbursement of $5,367.47 for the purchase of COVID-19 related supplies which includes, mask gloves and cleaning supplies that would be an impact of approximately $234,000 from January 20, 2020. Alternatives:Pay the amounts as requested or deny both. Recommendation:1. The Transit department does not recommend approval of hazardous pay for RATP Dev as requested. The responsibility for employee compensation in this case rest solely with RATP Dev. Furthermore Families legislation provides employers with guidance on sick leave and FMLA and that is the responsibility of RATP Dev not Augusta. 2. With regard to the CARES Act the legislation provides specific guidance to private employers with regard to payroll and other compensation matters. The funding received by the City of Augusta (FTA 5307) provides for expenses incurred by the City of Augusta and does not contain a pass through provision for third party operators. However, recognizing that additional expenses related to PPE and cleaning supplies, etc. should be recognized as an additional expense occurred outside the normal contract between Augusta and RATP Dev. Therefore, it is recommended that the City of Augusta reimburse RATP Dev for the $5,367.47 as requested. Funds are Available in the Following Accounts: Funding is not available in the 2020 budget; additional funds would need to be allocated. Possible sources of funds: General Fund Contingency TIA Discretionary REVIEWED AND APPROVED BY: Cover Memo Cover Memo AMENDMENT TO MANAGEMENT AND OPERATION AGREEMENT THIS THIRD AMENDMENT to the Augusta Public Transit Management and Operation Services Agreement dated July 25, 2013 with an effective date of August 1, 2013 (the “Agreement”), by and between Augusta, Georgia and RATP Dev USA, Inc. (f/k/a McDonald Transit Associates, Inc.), (hereinafter collectively referred to as the “Parties”) is made and entered into this __th day of April, 2020 to be effective as of 12:01 a.m. on January 20, 2020 or the effective date of the Families First Corona Recovery Act (“FFCRA”) and Coronavirus Aid, Relief, and Economic Security Act (“CARES”) (collectively the “Legislation”), whichever is earlier. WHEREAS, the Parties agree to the following terms and conditions and expressly agree that if any of the following terms and conditions conflict with any of the terms and conditions of the Agreement, then, notwithstanding any term in the Agreement, the following terms and conditions govern and control the rights and obligations of the parties. WHEREAS, the Coronavirus (“COVID 19” or “Pandemic”) outbreak has been declared a pandemic by the Center for Disease Control (“CDC”); and, WHEREAS, the Legislation has been enacted to provide support to the transit industry for FTA recipients such as Agency to support those affected by the virus; and, WHEREAS, the City of Augusta has proposed paying an additional $5.00 per hour for employees who are obliged to report to work during the declared pandemic. WHEREAS, the pandemic has caused specific additional operating expenses for RATP Dev, including but not limited to personal protective equipment, cleaning and sanitizing supplies, etc. (hereinafter “COVID Expenses”); and, WHEREAS, Agency intends to provide the reimbursement provided under the legislation. NOW, THEREFORE, in consideration of the Parties agreeing to amend their obligations in the existing Agreement, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, both Parties agree to amend the Agreement as follows: 1. RATP Dev shall administer the additional pay to employees who report to work in the amount of $5.00 per hour. RATP Dev will identify those costs inclusive of required payroll withholdings (“Labor Costs”). 2. RATP Dev shall track all Labor Costs and COVID Expenses caused by the pandemic and submit such to the City of Augusta. 3. The City of Augusta shall be responsible for paying these wages, benefits and associated payroll costs through the period of this Amendment. 4. All other terms of the Agreement remain in effect. 5. This Amendment shall be effective from January 20, 2020 until June 30, 2020 or such later date to which the Legislation may be extended. This Amendment is not effective until fully executed by all parties. AUGUSTA, GEORGIA Hardie Davis, Jr., Mayor Attest: RATP Dev USA, Inc. Steve Sherrer Regional Vice President AMENDMENT TO MANAGEMENT AND OPERATION AGREEMENT THIS FOURTH AMENDMENT to the Augusta Public Transit Management and Operation Services Agreement dated July 25, 2013 with an effective date of August 1, 2013 (the “Agreement”), by and between Augusta, Georgia and RATP Dev USA, Inc. (f/k/a McDonald Transit Associates, Inc.), (hereinafter collectively referred to as the “Parties”) is made and entered into this ____ day of June, 2020, to be effective as of April 6, 2020. WHEREAS, the Parties agree to the following terms and conditions and expressly agree that if any of the following terms and conditions conflict with any of the terms and conditions of the Agreement, then, notwithstanding any term in the Agreement, the following terms and conditions govern and control the rights and obligations of the parties. WHEREAS, the Coronavirus (“COVID 19” or “Pandemic”) outbreak has been declared a pandemic by the Center for Disease Control (“CDC”); and, WHEREAS, the Coronavirus Aid, Relief, and Economic Security Act (“CARES Act”) has been enacted to provide support the citizens, various businesses and industries, including, but no limited to, the transit industry for FTA recipients such as Augusta to support those affected by the virus; and, WHEREAS, on or about April 6, 2020, Augusta, Georgia passed its Covid-19 Hazard Pay Policy to pay an additional $5.00 per hour for employees who are obligated to report to work during the declared pandemic; and WHEREAS, effective May 1, 2020, Augusta, Georgia ceased its application of the Hazard Pay for its employees due to COVID-19; and WHEREAS, the pandemic has caused specific additional operating expenses for RATP Dev, including, but not limited to, personal protective equipment, cleaning and sanitizing supplies, etc. (hereinafter “COVID Expenses”); and, WHEREAS, Augusta intends to provide the reimbursement provided under the CARES Act. NOW, THEREFORE, in consideration of the Parties agreeing to amend their obligations in the existing Agreement, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, both Parties agree to amend the Agreement as follows: 1. RATP Dev shall administer the additional pay to employees who were required to report to work in the amount of $5.00 per hour during the time period in which the Augusta, Georgia Covid-19 Hazard Pay Policy was in effect. RATP Dev will identify those costs inclusive of required payroll withholdings (“Labor Costs”). 2. RATP Dev shall track all Labor Costs and COVID Expenses caused by the pandemic and submit such to Augusta, Georgia. 3. Augusta, Georgia shall be responsible for paying these wages, benefits and associated payroll costs through the period of this Amendment. 4. All other terms of the Agreement remain in effect. 5. This Amendment shall be effective from April 6, 2020 through May 1, 2020, or such later date to which Augusta, Georgia extends the effectiveness of its Covid-19 Hazard Pay Policy. This Amendment is not effective until fully executed by all parties. AUGUSTA, GEORGIA Hardie Davis, Jr., Mayor Attest: Lena J. Bonner, Clerk of Commission RATP Dev USA, Inc. Steve Sherrer Regional Vice President Commission Meeting Agenda 6/2/2020 2:00 PM hold vacant and abandon lot owners more accountable for upkeep of their property Department: Department: Caption:Discuss additional requirements/policies the Commission can implement to hold vacant and abandon lot owners more accountable for upkeep of their property. (Requested by Mayor Pro Tem Sean Frantom deferred from the May 19, 2020 ) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo May 13, 2020 Mayor Pro Tem Frantom, DDA’s across the county are looking at creative measures in regards to public space to help small businesses open and succeed after the COVID Pandemic. Most of our small downtown businesses are currently operating at a 50 percent or less capacity after being shuttered for 6 to 8 weeks. We believe the following temporary measures will allow restaurants to increase their capacity, make patrons feel safe about returning to downtown Augusta in an open air environment and increase the sales of other retail brick and mortar with additional dining patrons on the sidewalk. We are asking consideration on 2 items: 1. Amending the sidewalk ordinance for 60 days to allow restaurants to place additional outside seating on Broad Street in front of adjoining properties or businesses with written permission from the property or business owner. A 3 foot path as required by the American Disabilities Act (ADA) must be maintained at all times. Applicants would apply through Planning & Zoning and include the $25.00 fee, the proposed table layout and written letter of approval by adjoining business. Mr. Sherman estimates the turnaround time to be 1 to 2 days. Restaurants will follow the guidelines in Governor Kemp’s executive orders until they expire. 2. Allow side streets to close for a 60 day period on Friday and Saturday evenings only from 4 until 11 pm to allow for additional seating capacity from Broad to Ellis Street. The process would remain the same as it is now for First Friday and applicants would:  Submit a street closure request to the Sherriff’s office.  Pay for a 1 time drop of barricades.  Hire off-duty deputies while closed.  Traffic Engineering and the Sheriff’s Department must review and approve a Traffic Control Plan for safety and liability purposes prior to any use of public right-of-way. DDA Chairman Jack Evans and I had a conference call with Eric Kinlaw, Coco Rubio, Sean White and Allan Soto this past Monday to discuss 10th Street where they are all clustered. There is also interest in 11th and 12th Streets to date. They are all hopeful for approval and will follow the guidelines in Governor Kemp’s executive orders until they expire. In closing, the National Main Street Historic Trust predicts that 30% of all small downtown businesses will close over the next 5 months due to the Corona Pandemic across the nation. We want to do everything possible in downtown Augusta to help them re-open, flourish and remain on the tax rolls. We would like to have this ready to roll out by June 1 in order to promote and assist where needed. We thank all commissioners in advance for their consideration. Best, Margaret Woodard DDA Director Commission Meeting Agenda 6/2/2020 2:00 PM FY 2021 Metropolitan Planning Organization Funding Contract from Georgia Department of Transportation (GDOT). Department:Planning and Development Department Department:Planning and Development Department Caption:FY2021 Metropolitan Transportation Planning Services Contract (PL Funds Contract). Background:Annually, GDOT presents the MPO with a planning contract that allows for up to an 80% reimbursement of specific costs associated with transportation planning and requires a 20% local match. Analysis:For FY2021, the GDOT contract allows for reimbursement of up to $389,845.21 on specific transportation planning activities based on the annual Unified Planning Work Program (UPWP). Financial Impact:The $389,815.21 is a grant that requires a local match of up to $97,453.81. Planning and Development typically incorporates the match into its annual budget. Alternatives:No reimbursement for transportation planning related activities. Recommendation:Approve and execute the contract from GDOT for transpiration planning funds during FY2021. Funds are Available in the Following Accounts: The $389,815.21 is a grant that requires a local match of up to $97,453.81. REVIEWED AND APPROVED BY:Cover Memo Cover Memo PI # 0017153-PLN Page 1 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) METROPOLITAN TRANSPORTATION PLANNING (MPO) SERVICES CONTRACT AUGUSTA REGIONAL TRANSPORTATION STUDY (ARTS) FHWA METROPOLITAN PLANNING PROGRAM PLANNING (PL) FUNDS FISCAL YEAR (FY) 2021 CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER 20.205 FEDERAL-AID PARTICIPATING PROJECT PI Number: 0017153-PLN Contract ID: IGOPA2100037 Federal Share 80% $389,815.21 Local Match Share 20% $97,453.81 Total Contract Cost $487,269.02 PI # 0017153-PLN Page 2 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) METROPOLITAN TRANSPORTATION PLANNING SERVICES CONTRACT Between the DEPARTMENT OF TRANSPORTATION STATE OF GEORGIA ONE GEORGIA CENTER, 600 WEST PEACHTREE STREET NW ATLANTA, GEORGIA 30308 and the AUGUSTA REGIONAL TRANSPORTATION STUDY THIS AGREEMENT is made and entered into this day of , 2020, by and between the DEPARTMENT OF TRANSPORTATION, an agency of the State of Georgia, hereinafter called the "DEPARTMENT", and the AUGUSTA REGIONAL TRANSPORTATION STUDY, organized and existing under the laws of the State of Georgia, hereinafter called the “DESIGNATED AGENCY". WHEREAS, the DEPARTMENT is recognized by the United States Department of Transportation as the agency responsible for cooperative, comprehensive, continuing transportation planning pursuant to the provisions of Fixing America’s Surface Transportation Act (FAST Act) of 2015, 23 U. S. C. Section 134, the Federal Transit Act, 49 U.S.C. Section 5303; and relevant amendments and subsequent legislation pertaining thereto; and WHEREAS, the DEPARTMENT is authorized under O.C.G.A. § 32-2-2(7) to “accept and use federal funds…; and to do all things necessary, proper, or expedient to achieve compliance with the provision and requirements of all applicable federal-aid acts and programs”; and WHEREAS, the DEPARTMENT is responsible for developing a workable formula for distributing the apportionment of planning funds pursuant to 23 U.S.C § 104 (d); and WHEREAS, the DESIGNATED AGENCY is an approved metropolitan planning organization responsible for carrying out the transportation planning process in its urbanized area in accordance with 23 U.S.C. § 134; and PI # 0017153-PLN Page 3 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) WHEREAS, the DESIGNATED AGENCY has developed its Unified Planning Work Program for Fiscal Year 2021, which describes its transportation planning priorities for Fiscal Year 2021 that are funded by FHWA-PL and FTA 5303 planning funds; and WHEREAS, the DEPARTMENT desires to participate jointly with the DESIGNATED AGENCY to perform certain services, which will consist of providing the DESIGNATED AGENCY with information for the continuing transportation planning process as set forth in EXHIBIT D, “Work Program, Fiscal Year 2021” (hereinafter referred to as the "PROJECT"). NOW, THEREFORE, for and in consideration of the mutual promises, covenants, and contracts contained herein, and other good and valuable consideration as set out hereinafter, it is agreed by and between the DEPARTMENT and the DESIGNATED AGENCY that: ARTICLE I SCOPE AND PROCEDURES The scope and procedure of the PROJECT shall be that stated in the Work Program, which is affixed to this Agreement under the label of EXHIBIT D, "Work Program - Fiscal Year 2021", the same as if fully set forth herein. The DESIGNATED AGENCY shall perform or cause to be performed the services to accomplish the PROJECT, the work for which is set forth in the aforementioned EXHIBIT D, “Work Program - Fiscal Year 2021”. The DESIGNATED AGENCY shall perform the PROJECT activities, and shall do so under such control and supervision by the DEPARTMENT as the DEPARTMENT may deem appropriate. The DEPARTMENT shall perform the services incumbent upon it as stated in EXHIBIT D, “Work Program - Fiscal Year 2021”. ARTICLE II EMPLOYMENT OF DEPARTMENT'S PERSONNEL The DESIGNATED AGENCY shall not employ any person or persons in the employ of the DEPARTMENT for any work required by the terms of this Agreement, without the written permission of the DEPARTMENT except as may otherwise be provided for herein. PI # 0017153-PLN Page 4 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) ARTICLE III REVIEW OF WORK Authorized representatives for the DEPARTMENT and the Federal Government may at all reasonable times review and inspect the PROJECT activities and data collected under this Agreement and amendments thereto. All reports, drawings, studies, specifications, estimates, maps, and computations, prepared by or for the DESIGNATED AGENCY, shall be made available to authorized representatives of the DEPARTMENT and representatives of the Federal Government for inspection and review at all reasonable times. Acceptance shall not relieve the DESIGNATED AGENCY of its professional obligation to correct, at its own expense, any of its errors in the work. ARTICLE IV AUTHORIZATION AND APPROVAL TIME IS OF THE ESSENCE TO THIS AGREEMENT. The DESIGNATED AGENCY shall initiate the work as described in Article I, Scope and Procedures, on July 1, 2020. The work outlined therein shall be completed no later than June 30, 2021. The work shall be carried on expeditiously and in accordance with the work schedule as set forth in EXHIBIT F, “Schedule – Fiscal Year 2021”, attached hereto and incorporated by reference. ARTICLE V RESPONSIBILITY FOR CLAIMS AND LIABILITY The DESIGNATED AGENCY shall be responsible for any and all damages to property or persons and shall save harmless the DEPARTMENT, its officers, agents and employees from all suits, claims, actions, or damages of any nature whatsoever resulting from the negligence of the DESIGNATED AGENCY in the performance of work under this Agreement. ARTICLE VI COMPENSATION A. Total Cost 1. The DEPARTMENT and the DESIGNATED AGENCY agree that the total estimated allowable cost for the completion of the PROJECT, as shown in EXHIBIT E, “Budget Estimate - Fiscal Year 2021”, attached hereto and incorporated herein by reference, is FOUR HUNDRED EIGHTY-SEVEN THOUSAND TWO HUNDRED SIXTY-NINE PI # 0017153-PLN Page 5 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) DOLLARS AND TWO CENTS ($487,269.02 ). It is agreed that the amount which the DEPARTMENT shall be obligated to pay is eighty percent (80%) of the total cost, which represents the Federal Share of the cost of the PROJECT up to THREE HUNDRED EIGHTY-NINE THOUSAND EIGHT HUNDRED FIFTEEN DOLLARS AND TWENTY- ONE CENTS ($389,815.21). However, if the total of the actual allowable cost for the PROJECT is less than the total estimated allowable cost, then it is further agreed that the DEPARTMENT shall be obligated to pay only the 80% Federal Share of the actual allowable cost incurred. In no event shall the DEPARTMENT be obligated to pay more than the maximum Federal share of $389,815.21. In no event shall the DEPARTMENT be required to pay the Federal Share, if the Federal Share is not provided to the DEPARTMENT by the Federal Highway Administration. 2. The DESIGNATED AGENCY shall be obligated to pay twenty percent (20%) of the total allowable cost, which represents the Local Match rate of the cost of the PROJECT up to NINTY-SEVEN THOUSAND FOUR HUNDRED FIFTY-THREE DOLLARS AND EIGHTY-ONE CENTS ($97,453.81). However, if the total of the actual allowable cost for the PROJECT is less than the total estimated allowable cost, the DESIGNATED AGENCY shall pay a 20% Local Match rate of the actual allowable cost incurred. In no event shall the DESIGNATED AGENCY be obligated to pay more than the maximum Local Match of the Federal Share ($97,453.81). Any portion of the Local Match may consist of “soft” match and/or “in-kind” services as referenced in Title 23, Part 420, Subchapter E of the Code of Federal Regulations (“C.F.R.”), “Planning and Research Program Administration”, and 2 C.F.R., Part 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards”, and all other relevant sections of Federal law, Federal regulations and Federal guidance applicable to the subject, as appropriate, in lieu of a traditional cash match. The Local Match total of any traditional cash match and any “soft” match and/or “in-kind” services must constitute 20% of the cost of the PROJECT up to $97,453.81 or a 20% match rate of the allowable cost incurred. PI # 0017153-PLN Page 6 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) B. Allowable Costs Allowable costs shall include both direct and indirect costs incurred by the DESIGNATED AGENCY, which is provided for in EXHIBIT E, “Budget Estimate - Fiscal Year 2021”, “and subject to the maximum limitation prescribed in Subsection A of Article VI and the limitations outlined below: 1. Direct Cost The DEPARTMENT shall pay to the DESIGNATED AGENCY for the performance of this Agreement an amount equal to such direct costs as are incurred by the DESIGNATED AGENCY and are chargeable to the PROJECT under generally accepted accounting principles and as allowed in 2 C.F.R. Part 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards”, and not prohibited by the laws of the State of Georgia, including salaries and wages, and the cost of travel, and other miscellaneous direct costs incurred by the DESIGNATED AGENCY. As specified in Article X, the validity of the direct costs may be verified from the cost records of the DESIGNATED AGENCY by authorized representatives of the DEPARTMENT and the Federal Government as the work progresses, and in any event, before final settlement of the DESIGNATED AGENCY’S costs under the terms of this Agreement or amendments hereto. The cost of any nonexpendable tools, instruments, or equipment used in the execution and performance of the PROJECT shall not be an allowable direct cost when such items are of the nature and kind of tools, instruments or equipment normally and generally used in an office or laboratory, provided however that the cost of data processing equipment shall be an allowable expense when such expenditure complies with the provisions of 2 C.F.R. § 200 (“Uniform Grant Guidance”) and is specifically detailed in EXHIBIT D, “Work Program - Fiscal Year 2021”, and EXHIBIT E, “Budget Estimate - Fiscal Year 2021”, of this Agreement. If at any time during the duration of the useful life of the PROJECT’s data processing equipment the DESIGNATED AGENCY fails to utilize such equipment for the purpose of accomplishing the PROJECT the DEPARTMENT at its discretion may require the DESIGNATED AGENCY to remit to the DEPARTMENT 100% of the DEPARTMENT’S Federal and State Share of the fair market value, if any, of such equipment. For the purpose of this Article, the fair market value shall be deemed to be the value of the equipment as determined by an appraisal conducted as soon as feasible after PI # 0017153-PLN Page 7 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) such withdrawal or misuse occurs or the actual proceeds from the public sale of such equipment, whichever is approved by the DEPARTMENT. The rate of compensation for work performed on the PROJECT by a professional staff member or employee of the DESIGNATED AGENCY shall not exceed the salary rate that is applicable to said person's other activities for the DESIGNATED AGENCY. Charges for salaries and wages of the individuals will be supported by time and attendance and payroll distribution records. Premiums pay for overtime, extra-pay shifts, and multi-shift work are not reimbursable under this Agreement unless such costs are included in EXHIBIT E, “Budget Estimate - Fiscal Year 2021”, or unless such costs have been given prior written approval by the DEPARTMENT. No expense for travel outside the State of Georgia shall be an allowable direct cost under this Agreement unless such travel is listed in EXHIBIT E, “Budget Estimate - Fiscal Year 2021”, or approved in advance by the DEPARTMENT. Staff from the DESIGNATED AGENCY seeking travel approval should submit the details for the requested travel expenses to the DEPARTMENT in advance and must include information on how the travel request will benefit the transportation planning process of the DESIGNATED AGENCY. In addition, all expenses for food, fuel, mileage, and lodging accommodations incurred from travel within or outside of the State of Georgia shall be limited to the currently approved amounts posted on the United States General Services Administration (GSA) website for the corresponding geographic location. 2. Indirect Costs The DEPARTMENT shall reimburse the DESIGNATED AGENCY for such indirect costs as are properly chargeable to the PROJECT under generally accepted accounting principles and as allowed in 2 C.F.R. Part 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards”, and not prohibited by the laws of the State of Georgia. Fringe benefits shall be reimbursed at a provisional overhead rate of 27.25% of the amount paid as direct salaries and wages to persons employed by the DESIGNATED AGENCY on the PROJECT. Indirect Personnel cost shall be reimbursed at a provisional overhead rate of 78.14% of the amount paid as direct salaries, wages and fringe benefits to persons employed by the DESIGNATED AGENCY that are chargeable to the Commented [CD1]: This rate is provided annually by the Augusta Finance Dept. PI # 0017153-PLN Page 8 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) PROJECT. Upon completion of the PROJECT, the DEPARTMENT will determine the final payment for indirect costs by the audit of the DESIGNATED AGENCY’S accounts to establish the actual allowable overhead rate experienced during the period of performance of this Agreement. The DESIGNATED AGENCY understands and agrees that the DEPARTMENT may accept, in lieu of its own audit, a federal audit, or an audit by an independent accountant or accounting firm. The audit of an independent accountant or accounting firm shall be made and reported in accordance with audit requirements, 2 C.F.R. Part 200. The DESIGNATED AGENCY shall ensure that the independent accountant or accounting firm shall make available upon request to authorized representatives of the DEPARTMENT all audit work papers pertaining to this AGREEMENT to determine said final payment for indirect costs. In the event the DESIGNATED AGENCY’S actual allowable overhead rate during the period of this Agreement is less than the provisional overhead rate established herein, the DESIGNATED AGENCY shall reimburse the DEPARTMENT the difference between the indirect cost actually paid and the actual allowable indirect cost as determined by the final audit in accordance with the provisions of this Article. The DESIGNATED AGENCY further agrees that the decision of the DEPARTMENT in the establishment of the actual allowable overhead rate for final payment of indirect costs shall be final. The validity of these indirect cost payments may be verified from the indirect cost records of the DESIGNATED AGENCY by authorized representatives of the DEPARTMENT and the Federal Government as the work progresses and in any event before the final settlement of the DESIGNATED AGENCY’S costs under this Agreement or amendments hereto. PI # 0017153-PLN Page 9 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) ARTICLE VII SUBSTANTIAL CHANGES If prior to the satisfactory completion of the services under this Agreement, the DEPARTMENT materially changes the scope, character, complexity, or duration of the services from those required under the Basic Agreement, a supplemental agreement shall be executed between the parties. Minor changes that do not involve changes in compensation, the Scope and Procedure, the extension of the term, or the goals and objectives of the PROJECT may be made by written notification of such change by either party with the written approval of the other party. ARTICLE VIII PARTIAL PAYMENT The DESIGNATED AGENCY shall submit to the DEPARTMENT itemized vouchers showing, in reasonable detail, the actual allowable costs per work element, incurred by the DESIGNATED AGENCY on the PROJECT for the voucher period. A summary of the cost breakdown and work progress for each work element shall accompany each voucher. Upon the basis of its review of such vouchers, the DEPARTMENT may, at the request of the DESIGNATED AGENCY, make payment to the DESIGNATED AGENCY as the work progresses but not more often than four times during the fiscal year. The vouchers shall be numbered consecutively, and subsequent vouchers shall be submitted every three months, but no later than forty-five (45) days after the end of each quarter, until the PROJECT is completed. Payment shall be made in the amount of sums earned, less previous partial payments.. Commented [MT2]: This proposed change is not accepted by our Legal Office. PI # 0017153-PLN Page 10 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) ARTICLE IX FINAL PAYMENT IT IS FURTHER AGREED that upon satisfactory completion by the DESIGNATED AGENCY and acceptance by the DEPARTMENT of the work described in Article I of this Agreement, the DESIGNATED AGENCY shall submit to the DEPARTMENT a written submission for a final payment not more than forty-five (45) days after the completion date of the PROJECT. Upon receipt of any final written submission by the DESIGNATED AGENCY, the DEPARTMENT shall pay the DESIGNATED AGENCY a sum equal to one hundred percent (100%) of the allowable cost set forth herein less the total of all previous partial payments, paid or in the process of payment. The DESIGNATED AGENCY agrees that acceptance of this final payment shall be in full and final settlement of all claims arising against the DEPARTMENT for work done, materials furnished, costs incurred, or otherwise arising out of the Agreement and shall release the DEPARTMENT from any and all further claims of whatever nature, whether known or unknown for and on account of said Agreement, and for any and all work done, and labor and materials furnished, in connection with the same. ARTICLE X MAINTENANCE OF CONTRACT COST RECORDS The DESIGNATED AGENCY shall maintain all books, documents, papers, accounting records, and other evidence pertaining to costs incurred on the PROJECT and shall make material available at all reasonable times during this period of the Agreement, and for three years from the date of final payment under the Agreement, for inspection by the DEPARTMENT, and the Federal Highway Administration and any reviewing agencies, and copies thereof shall be furnished upon request. The DESIGNATED AGENCY shall certify that items of equipment included indirect costs have been excluded from the indirect costs. The DESIGNATED AGENCY agrees that the provisions of this Article shall be included in any contracts it may make with any subcontractor, assignee, or transferee. PI # 0017153-PLN Page 11 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) ARTICLE XI SUBCONTRACTS, ASSIGNMENT, OR TRANSFER RESTRICTIONS The DESIGNATED AGENCY agrees not to assign, sublet, or transfer any or all of its interest in the Agreement without the prior written approval of the DEPARTMENT and the Federal Highway Administration. The DESIGNATED AGENCY also agrees that all subcontracts shall be subject to the provisions contained in this Agreement. The DESIGNATED AGENCY also agrees that any subcontracts exceeding Ten Thousand Dollars ($10,000) in cost shall contain all the required provisions of this Agreement. All consultants hired by the DESIGNATED AGENCY shall be on the DEPARTMENT’S pre-qualified consultants list. ARTICLE XII USE OF DOCUMENTS The DESIGNATED AGENCY agrees that all reports, drawings, studies, specifications, estimates, maps, computations, and other data, prepared by or for it under the terms of this Agreement shall be made available to the DEPARTMENT and the Federal Highway Administration at all reasonable times during the period of the Agreement and upon termination or completion of the work. The DEPARTMENT shall have the right to use the same without restriction or limitation and without compensation to the DESIGNATED AGENCY other than that provided for in this Agreement. ARTICLE XIII TERMINATION The DEPARTMENT reserves the right to terminate this Agreement at any time for just cause, or for any cause, upon 30 days written notice to the DESIGNATED AGENCY, notwithstanding any just claims by the DESIGNATED AGENCY for payment of services rendered prior to the date of termination. Should the work under this Agreement be terminated by the DEPARTMENT pursuant to this Article, final payment to the DESIGNATED AGENCY shall be made in the amount of sums earned, less previous partial payments. Any work elements that are incomplete by the termination date shall be reimbursed based upon the percentage of work completed for said work element(s). PI # 0017153-PLN Page 12 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) ARTICLE XIV PUBLISHED REPORTS It is agreed that 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 DEPARTMENT. It is further agreed that all published reports shall include a disclaimer provision on the cover or title page in the following form: "The opinions, findings, and conclusions in this publication are those of the author(s) and not necessarily reflect the official views or policies of those of the Department of Transportation, State of Georgia, or the Federal Highway Administration. This publication does not constitute a standard, specification, or regulation." All reports published by the DESIGNATED AGENCY shall contain a credit reference to the Federal Highway Administration such as: "Prepared in cooperation with the Department of Transportation, State of Georgia, and the Federal Highway Administration." It is further agreed that any information concerning the PROJECT, its conduct, results or data gathered or processed shall not be released other than as required under the Georgia Open Records Act, O.C.G.A. § 50-18-70, et seq. Any request directed to the DESIGNATED AGENCY pursuant to the Georgia Open Records Act, for documents or information that are either received or maintained by the DESIGNATED AGENCY in the performance of the work under this Contract, for or on behalf of the DEPARTMENT, shall be released pursuant to the provisions of the Act. Further, the DESIGNATED AGENCY agrees to consult with the DEPARTMENT prior to releasing the requested documents, where required by the DEPARTMENT. PI # 0017153-PLN Page 13 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) ARTICLE XV COPYRIGHTING The DESIGNATED AGENCY shall be free to copyright material developed under this Agreement with the provisions that the DEPARTMENT and the Federal Highway Administration reserve a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, the work for government purposes. ARTICLE XVI COVENANT AGAINST CONTINGENT FEES The DESIGNATED AGENCY shall comply with all relevant federal, state and local laws. The DESIGNATED AGENCY warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the DESIGNATED AGENCY, to solicit or secure this Agreement and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the DESIGNATED AGENCY, any fee, commission, percentage, brokerage fee, gifts or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the DEPARTMENT shall have the right to annul this Agreement without liability or, at its discretion, to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. ARTICLE XVII CONTRACT DISPUTES This Agreement shall be deemed to have been executed in Fulton County, Georgia, and all questions of interpretation and construction shall be governed by the laws of the State of Georgia. ARTICLE XVIII COMPLIANCE WITH APPLICABLE LAW A. The undersigned certify that the provisions of the Official Code of Georgia Annotated (“O.C.G.A.”), Sections 45-10-20 through 45-10-28, relating to conflict of interest, have been complied with in full. PI # 0017153-PLN Page 14 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) B. It is further agreed that the DESIGNATED AGENCY shall comply with 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. Part 200 as stated in APPENDIX A, “Notice Of Contractors, Compliance With Title VI Of The Civil Rights Act Of 1964”, of this Agreement. C. It is further agreed that and certified by the DESIGNATED AGENCY that neither it nor any of its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State or Federal department or agency, and is eligible to receive the Federal funding assistance provided for in this Agreement, as provided for in APPENDIX B, “Certification Regarding Debarment, Suspension, Proposed Debarment, And Other Responsibility Matters”. D. It is further agreed that and certified by the DESIGNATED AGENCY that the provisions of the O.C.G.A §§ 50-24-1 through 50-24-6, relating to the "Drug-Free Workplace Act", have been complied with in full as stated in APPENDIX C, “Drug-Free Workplace Certificate”. E. It is further agreed that and certified by the DESIGNATED AGENCY that the provisions of the O.C.G.A § 13-10-91, relating to the “Georgia Security and Immigration Compliance Act” have been complied with in full as stated in APPENDIX D, “Georgia Security And Immigration Compliance Act Affidavit”. F. It is further agreed and certified that, pursuant to O.C.G.A § 50-5-85, the DESIGNATED AGENCY is not currently engaged in and agrees that for the duration of this Agreement, it will not engage in a boycott of Israel. G. 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. ARTICLE XIX AUDITS OF COST RECORDS The DEPARTMENT shall have the right to perform an audit of all documents and records pertaining to costs incurred on this PROJECT for a period of three (3) years after the final payment under Article IX is made by the DEPARTMENT to the DESIGNATED AGENCY under this Agreement. If Commented [CD3]: This is just something I had never thought would be in our contracts. Seems out of place. Commented [MT4R3]: This is in the Code of GA. It probably does not hurt to have it here because this is a government contract. It mentions sensitive topics (anti- Semitism, drug, immigration, etc.) just in case. PI # 0017153-PLN Page 15 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) requested, the DESIGNATED AGENCY shall assist in making the result of the audit performed pursuant to 2 C.F.R. Part 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards” available to the DEPARTMENT. To the extent such audit is applicable, the DEPARTMENT, in its sole discretion, may agree to accept the Single Audit in lieu of its audit as herein allowed. Further, the DESIGNATED AGENCY agrees to reimburse the DEPARTMENT for the DEPARTMENT's share of any and all costs disallowed as a result of either the Single Audit or by the audit allowed hereunder by the DEPARTMENT, unless the cost was incurred due to reliance of DEPARTMENT guidance. ARTICLE XX INSURANCE By execution of this agreement, the DESIGNATED AGENCY certifies to the DEPARTMENT that it and any subcontractors or consultants will maintain the following minimum amounts of insurance: A. Workmen’s Compensation Insurance in accordance with the laws of the State of Georgia. B. Public Liability Insurance as follows: 1. Each Occurrence Limit: $1,000,000.00 2. Personal Injury/Death Limit: $1,000,000.00 3. General Aggregate Limit: $2,000,000.00 4. Products/Completed Ops.: $2,000,000.00 Aggregate Limit 5. Automobile Liability Limit: $1,000,000.00 (Combined Single Limit) 6. Umbrella Liability: $2,000,000.00 Insurance shall be maintained in full force and effect during the life of the contract, or amendments hereto, and shall protect the DESIGNATED AGENCY, its employees, agents and representatives from claims for damages, for personal injury, and death and for damages arising in any manner from the negligent or wrongful acts or failures to act by DESIGNATED AGENCY, its employees, agents, or representatives in the performance of the work covered by the contract, or amendments hereto. PI # 0017153-PLN Page 16 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) IN WITNESS WHEREOF, said parties have hereunto set their hands and affixed their seals the day and year above first written. GEORGIA DEPARTMENT OF TRANSPORTATION Commissioner ATTEST: Treasurer AUGUSTA REGIONAL TRANSPORTATION STUDY Director IN THE PRESENCE OF: Witness Signed, Sealed and Delivered This ______ day of _______________, 2020 in the presence of: NOTARY PUBLIC I attest that the corporate seal attached to this document is, in fact, the seal of the Corporation executing this Document does, in fact, occupy the official position indicated and is duly authorized to execute such document on behalf of this Corporation. ATTEST: ______________________________ ______________________________ Federal Employee Tax No.: PI # 0017153-PLN Page 17 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) EXHIBIT A Certification of Designated Agency I hereby certify that I am the DIRECTOR and duly authorized representative of the Augusta Regional Transportation Study, whose address is 535 Telfair Street, Augusta, Suite 300, GA 30901, and that neither I nor the entity I here represent has: (a) Employed or retained for a commission, percentage, brokerage, contingent fee, or other consideration, any firm or person (other than a bona fide employee working solely for me or the above commission to solicit or secure the Agreement. (b) Agreed, as an express or implied condition for obtaining this Agreement, to employ or retain the services of any firm or person in connection with carrying out the Agreement, or (c) paid, or agreed to pay, to any firm, organization or person (other than a bona fide employee working solely for me or the above commission) any fee, contribution, donation, or consideration of any kind, or in connection with, procuring or carrying out the Agreement; except as here expressly stated (if any): I acknowledge that this certificate is to be furnished to the Georgia Department of Transportation and the Federal Highway Administration, U.S. Department of Transportation, in connection with the Agreement involving the participation of Federal-Aid highway funds, and is subject to applicable State and Federal laws, both criminal and civil. __________________________ ______________________________ (Date) Signature of Authorized Representative ______________________________ Type or Print Name PI # 0017153-PLN Page 18 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) EXHIBIT B Certification of Department Of Transportation of the State of Georgia I hereby certify that I am the COMMISSIONER of the Department of Transportation of the State of Georgia and that the above Planning Commission in EXHIBIT A or its representative has not been required, directly, or indirectly, as an express or implied condition in connection with obtaining or carrying out this Agreement to: (a) Employ or retain, or agree to employ or retain, any firm or person, or (b) Pay, or agree to pay, to any firm, person, or organization, any fee, contribution, donation, or consideration of any kind; except as here expressly stated (if any): I acknowledge that this certificate is to be furnished the Federal Highway Administration, U. S. Department of Transportation, in connection with this Agreement involving the participation of Federal- Aid highway funds, and is subject to applicable State and Federal laws, both criminal and civil. ___________________________________ __________________________________ (Date) Commissioner PI # 0017153-PLN Page 19 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) EXHIBIT C Federal Award Identification Required Elements 1. Sub-recipient Name: AUGUSTA REGIONAL TRANSPORTATION STUDY 2. Sub-recipient’s DUNS Number (Data Universal Numbering System, required under 2 C.F.R. § 200.32): #073438418 3. Federal Award Identification Number: PI# 0017153 4. Federal Award Date (2 CFR 200.39, date when the federal award is signed by the federal awarding agency): TBD 5. Sub-award Period of Performance start and end date: July 1st, 2020 - June 30th, 2021 6. Amount of federal funds obligated by this action: $389,815.21 7. Total amount of the federal funds obligated to sub-recipient: $389,815.21 8. Total Amount of the federal award: $389,815.21 9. Federal Award Project Description (as required under the Federal Funding Accountability and Transparency Act): Metropolitan Transportation Planning Services Contract for THE AUGUSTA REGIONAL TRANSPORTATION STUDY - FY 2021 10. Name of Federal Awarding Agency: Federal Highway Administration 11. Pass-through entity: Georgia Department of Transportation’s Office of Planning 12. Contact information for the awarding official: FHWA Georgia Division, 61 Forsyth Street, Suite 17T100, Atlanta, GA 30303 13. CFDA Number and Name: 20.205 14. Is this a Research and Development Project? NO 15. Indirect cost rate if used (2C.F.R. § 200.414): 78.14% Commented [CD5]: The rate from Finance that changes annually. PI # 0017153-PLN Page 20 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) EXHIBIT D Work Program - Fiscal Year 2021 See the Final Fiscal Year 2021 Unified Planning Work Program for the Augusta Regional Transportation Study (Approved by the MPO’s Policy Committee on March 5, 2020 and approved by the USDOT on 03/10/2020) PI # 0017153-PLN Page 21 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) EXHIBIT E Budget Estimate - Fiscal Year 2021 See Table 3 – FY 2021 UPWP Budget, page 64 of 79 of the Final Fiscal Year 2021 Unified Planning Work Program for the Augusta Regional Transportation Study (approved by the MPO’s Policy Committee on March 5, 2020 and approved by the USDOT on 03/10/2020) PI # 0017153-PLN Page 22 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Revised 6/6/2019 PL Funds (FY 2021) EXHIBIT F Schedule - Fiscal Year 2021 See Work Activities and Schedule for the Work Elements of the Final Fiscal Year 2021 Unified Planning Work Program for the Augusta Regional Transportation Study (approved by the MPO’s Policy Committee on March 5, 2020 and approved by the USDOT on 03/10/2020) PI # 0017153-PLN Page 23 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Template Revised 6/6/2019 PL Funds (FY 2021) APPENDIX A NOTICE OF CONTRACTORS COMPLIANCE WITH TITLE VI OF THE CIVIL RIGHTS ACTS OF 1964 AS AMENDED BY THE CIVIL RIGHTS RESTORATION ACT OF 1987 FOR FEDERAL-AID CONTRACTS During the performance of this Contract, the contractor, for itself, its assignees and successors in interest (hereinafter referred to as the "Contractor") agrees as follows: (1) Compliance with Regulations: The Contractor will comply with the Regulations of the U.S. Department of Transportation relative to nondiscrimination in Federally-assisted programs of the Department of Transportation (Title 49, Code of Federal Regulations, Part 21, hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract. (2) Nondiscrimination: The Contractor, with regard to the work performed by it after award and prior to completion of contract work, will not discriminate on the ground of race, color, national origin or sex in the selection and retention of subcontractors including procurement of materials and leases of equipment. The Contractor will not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the contract covers a program, set forth in Appendix B of the Regulations. In addition, the Contractor will not participate either directly or indirectly in the discrimination prohibited by 23 CFR 200 (b). (3) Solicitations for Subcontracts, Including Procurement of Materials and Equipment: In all solicitations, either by competitive bidding or negotiations made by the Contractor for work to be performed under a subcontract, including procurement of materials or equipment, each potential subcontractor or supplier shall be notified by the Contractor of the Contractor's obligations under this contract and the Regulations relative to nondiscrimination on the ground of race, color, national origin or sex. (4) Information and Reports: The Contractor will provide all information and reports required by the Regulations, to permit access to its books, records, accounts, other sources of information and its facilities as may be determined by the Department of Transportation or the Federal Highway Administration to be pertinent to ascertain compliance with such Regulations, orders and instructions. Where any information required of a Contractor is in the exclusive possession of another who fails or refuses to furnish this information, the Contractor shall so certify to the DEPARTMENT or the Federal Highway Administration as appropriate, and shall set forth what efforts it has made to obtain the information. (5) Sanctions for Noncompliance: In the event of the Contractor's noncompliance with the nondiscrimination provisions of this contract, the DEPARTMENT shall impose such contract sanctions as it or the Federal Highway Administration may determine to be appropriate, including, but not limited to, (a) withholding of payments to the Contractor under the contract until the Contractor complies, and/or (b) cancellation, termination or suspension of the contract, in whole or in part. (6) Incorporation of Provisions: The Contractor will include the provision of paragraphs (1) through (6) in every subcontract, including procurement of materials and leases of equipment, unless exempt by the Regulations, order, or instructions issued pursuant thereto. The Contractor will take such action with respect to any subcontract or procurement as the DEPARTMENT or the Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the Contractor may request the State to enter into such litigation to protect the interests of the State, and in addition, the Contractor may request the United States to enter into such litigation to protect the interests of the United States. PI # 0017153-PLN Page 24 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Template Revised 6/6/2019 PL Funds (FY 2021) APPENDIX B CERTIFICATION FOR STATE REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS - PRIMARY COVERED TRANSACTIONS The AUGUSTA REGIONAL TRANSPORTATION STUDY, as an Applicant for a Federal PL Fund grant or cooperative agreement, certifies to the best of its knowledge and belief, that its principals: (1) Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any federal department or agency; (2) Have not within a three year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (Federal, State, or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (3) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with the commission of any of the offenses enumerated in paragraph (2) of this certification; and (4) Have not within a three year period preceding this application/proposal had one or more public transactions (Federal, State or Local) terminated for cause or default. Where the State is unable to certify to any of the statements in this certification with respect to its principals, the State shall attach an explanation to this proposal. THE AUGUSTA REGIONAL TRANSPORTATION STUDY CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVISIONS OF 31 U.S.C. SECTIONS 3801 ET SEC. ARE APPLICABLE THERETO. Authorized Official ____________________________________ ______________________________ Director Date PI # 0017153-PLN Page 25 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Template Revised 6/6/2019 PL Funds (FY 2021) APPENDIX C CERTIFICATION OF CONSULTANT DRUG-FREE WORKPLACE I hereby certify that I am a principal and duly authorized representative of AUGUSTA REGIONAL TRANSPORTATION STUDY, whose address is 535 TELFAIR STREET, SUITE 300, AUGUSTA, GA 30901 and it is also certified that: (1) The provisions of Section 50-24-1 through 50-24-6 of the Official Code of Georgia Annotated, relating to the "Drug-Free Work Place Act", have been complied with in full; and (2) A drug-free workplace will be provided for the consultant's employees during the performance of the contract; and (3) Each subcontractor, if any, hired by the DESIGNATED AGENCY shall be required to ensure that the subcontractor's employees are provided a drug-free workplace. The DESIGNATED AGENCY shall secure from that subcontractor the following written certification: "As part of the subcontracting agreement with the AUGUSTA REGIONAL TRANSPORTATION STUDY certifies that a drug-free workplace will be provided for the subcontractor's employees during the performance of this contract pursuant to paragraph (7) of subsection (b) of the Official Code of Georgia Annotated Section 50-24-3", and (4) It is certified that the undersigned will not engage in unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract. ____________________________ ________________________________ Date Director PI # 0017153-PLN Page 26 of 26 AUGUSTA REGIONAL TRANSPORTATION STUDY Template Revised 6/6/2019 PL Funds (FY 2021) APPENDIX D - GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT Name of Contracting Entity: FHWA – METROPOLITAN PLANNING PROGRAM Contract No. and Name: PL 0017153-PLN AUGUSTA REGIONAL TRANSPORTATION STUDY By executing this affidavit, the undersigned person or entity verifies its compliance with O.C.G.A. § 13-10- 91, stating affirmatively that the individual, firm, or entity which is contracting with the Georgia Department of Transportation has registered with, is authorized to participate in, and is participating in the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. The undersigned person or entity further agrees that it will continue to use the federal work authorization program throughout the contract period, and it will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the undersigned with the information required by O.C.GA. § 13-10-91(b). The undersigned person or entity further agrees to maintain records of such compliance and provide a copy of each such verification to the Georgia Department of Transportation within five (5) business days after any subcontractor is retained to perform such service. _______________________________________ E-Verify Company Identification Number _______________________________________ Signature of Authorized Officer or Agent _______________________________________ Date of Authorization _______________________________________ Printed Name of Authorized Officer or Agent _______________________________________ Name of Contractor _______________________________________ Title of Authorized Officer or Agent _______________________________________ Date SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ day of_________________, 2020 ________________________________________ [NOTARY SEAL] Notary Public My Commission Expires on: ___________________ Commission Meeting Agenda 6/2/2020 2:00 PM Augusta Public Transit Citizens Advisory Committee Department: Department: Caption:Consider request from the Augusta Public Transit Citizens Advisory Committee to meet virtually to conduct their monthly meetings. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM HCD_ 11th Street & Perry Avenue Amendment Request Department:HCD Department:HCD Caption:Motion to approve Housing and Community Development Department’s (HCD's) request to provide additional HOME funds to Community Development Collaborative, LLC for the completion of (6) six affordable housing units on 11th Street and Perry Avenue. Background:The City of Augusta was awarded a grant from the Georgia Department of Community Affairs (DCA) to assist with the construction of six (6) single family units. The Commission approved the partnership between Housing and Community Development and Georgia Department of Community Affairs (DCA). Due to a requirement by DCA that all units must have zero entrance, the Collaborative was faced with the dilemma of trying to reconfigure the units after construction had begun or add ramps. The ramps were the most cost effective therefore the contractor was informed to move forward with the ramps. An additional $32,177.00 is being requested to complete these units as indicated on the chart attached/listed below: 1213 Perry Avenue – Additional $ 5,818.20 · 1215 Perry Avenue –Additional $ 5,818.20 · 1219 Perry Avenue – Additional $ 5,818.20 · 1225 Perry Avenue – Additional $ 1,686.00 · 1249 11th Street – Additional $ 6,163.20 · 1312 11th Street – Additional $ 6,873.20 Analysis:The approval of this item will allow the Community Development Collaborative to complete construction of six (6) affordable single family new construction units to be sold to eligible low to moderate income homebuyers in Augusta, Georgia. Cover Memo Financial Impact:HCD will utilize Home Investment Partnership (HOME) funding received through its annual allocation from Housing and Urban Development in the amount of $ 32,177.00 to assist in completing the construction of six (6) single family new construction units. Alternatives:Do not approve additional funds. Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) request to provide additional HOME funds to Community Development Collaborative, LLC for the completion of (6) six affordable housing units on 11th Street and Perry Avenue. Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: - HOME Investment Partnership Grant (HOME) funds. 221-07- 3212 /5225110 REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM HCD_ Community Development Collaborative Amendment Request Department:HCD Department:HCD Caption:Motion to approve Housing and Community Development Department’s (HCD's) request to provide additional HOME funds to Community Development Collaborative, LLC to complete the rehabilitation of the duplex located at 1233 Perry Avenue to be used for rental housing. Background:The City of Augusta provided funding to the Community Development Collaborative, LLC to rehabilitate a duplex located at 1233 Perry Avenue to be utilized as rental housing. This duplex will add to the housing projects that has been completed by the Community Development Collaborative, LLC in the Laney Walker Bethlehem Area. Community Development Collaborative, LLC is currently constructing six (6) units nearby which will increase affordable housing in the area. Once the project was successfully bided and work commenced, the contractor realized that some additional items were needed in order for the duplex to meet all code standards. An additional $30,000.00 is being requested to complete this project and bring duplex up to standard code as a low income rental property. Requesting Additional $25,000.00 for rehabilitation. Original Agreement: $140,000.00 First Amendment: Additional $25,000.00 for acquisition Second Amendment: Additional $ 30,000.00 Code Requirements and unforeseen needs New Agreement Amount: $ 195,000 Analysis:The approval of funding will allow Community Development Collaborative to rehabilitate the unit which will be used as rental property for the city of Augusta, Georgia. Financial Impact:HCD will utilize Home Investment Partnership (HOME) funding received through its annual allocation from Housing and Urban Development in the amount of $ 30,000.00 to assist in the rehabilitation of a duplex to be used as rental property. Cover Memo Alternatives:Do not approve additional funds. Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) request to provide additional HOME funds to Community Development Collaborative, LLC to complete the rehabilitation of the duplex located at 1233 Perry Avenue to be used for rental housing. Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: HOME Investment Partnership Grant (HOME) funds. 221-07- 3212/5225110 REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Housing and Community Development Department’s (HCD's) to provide HOME funding Department:Housing and Community Development Department:Housing and Community Development Caption:Motion to approve Housing and Community Development Department’s (HCD's) to provide HOME funding to assist one (1) low to moderate income homebuyers with gap financing, down payment and closing cost to purchase homes though the Employee Incentive Program. Background:The City of Augusta’s Home Subsidy Program is a loan in the form of a second mortgage. This financial assistance is combined with a primary loan (first mortgage loan) from a participating lending institution and enables a qualified first-time home buyer to become a homeowner. The buyer must be a first- time home buyer and the home must become the buyer’s primary residence. The program is funded by The Department of Housing and Urban Development (HUD) and administered by The City of Augusta’s Housing and Community Development Department (AHCD). The program promotes neighborhood stability by assisting with the gap financing toward the purchase price and closing costs for homes located within the city limits of Augusta and in conjunction with local Community Housing Development Organizations (CHDOs) and employees of Augusta, Georgia. One application awaiting approval to move forward with the process of becoming a homeowner: 1. Employee Incentive – 1922 Evening Drive - Requesting: $15,000 Sales Price: $ 78,000.00 Applicant has a first mortgage from a lending institution but needs the Subsidy to complete the process. Once approved, Lenders will schedule closing and the applicant will then become a new homeowner in Augusta, Georgia. Analysis:The approval of the applications will enable two individuals to become homeowners and “Make the American Dream a Reality”. Approval will also have a positive impact on the community by increasing the tax base in Augusta, Georgia. Cover Memo Financial Impact:The City receives funding from the US Housing and Urban Development Department on an annual basis. This approval would be for the amount of $15,000.00. Alternatives:Do not approve Employee Incentive Subsidy’s Agreement. Recommendation:Approve Housing and Community Development Department’s (HCD's) request to provide Homebuyer Subsidy through the Employee Incentive Program to Augusta, GA employee who is interested in becoming a homeowner in Augusta, Georgia. Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: HOME Investment Partnership Grant (HOME) funds. REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Requiring mandatory face coverings in all city buildings Department:Law Department Department:Law Department Caption:AN ORDINANCE TO REQUIRE THAT FACE COVERINGS OR MASKS BE WORN IN AUGUSTA, GEORGIA GOVERNMENTAL BUILDINGS DURING THE COVID-19 PUBLIC HEALTH EMERGENCY AND RECOVERY. (Approved by the Commission on May 19, 2020 - second reading) (Requested by Commissioner Marion Williams) Background:The Augusta Commission in its Special Called Meeting held Tuesday, May 12, 2020 approved authorizing the General Counsel to draft an Ordinance for Commission consideration. Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Update from HR Director Administrator's Recruitment Process Subcommittee Department: Department: Caption:Update from HR Director Anita Rookard regarding the recruitment process for the position of City Administrator. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Financial aid and assistance to locally owed Bars Department: Department: Caption:Discuss possible ways and means city government can guide or offer financial aid and assistance to locally owed Bars for recovery and continued operations after state ordered closure is lifted. (Requested by Commissioner John Clarke) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo AGENDA. ITEM REQUEST FORM commission meetings: First and third ruesdays of each month - 2:00 p.m. committee meetings: Second and last Tuesdays of each month - 1:00 p.rn. Commission/Committee: (Please check one and insert meeting date) Commission Date of Meeting Public Safety Committee Date of Meeting Public Services Committee Date of Meeting Administrative Services Committee Date of Meeting Engineering Services Committee Date of Meeting Finance Committee Date of Meeting i-2-2t Contact Information for IndividuaL/Presenter Making the Request: N1rye: /Q,/., ,-<.a,' , ^,, D ,' Z.LA-X.' ' Address: Telephone Number: Fax Number: E-Mail Address: Caption/Topic of Dis cussion be placed on the Please send this request form to Ms. Lena J. Bonner Clerk of Commission Suite 220 Municipal Building 535 Telfair Street Augusta, GA 30901 the following address: Telephone Number: Fax Number: E-Mail Address: 706-821-1820 706-821-1838 nmorawski@au gustaga.gov Requests may be faxed, e-mailed or delivered in person and must be received in the Clerk,s Office no later than 9:00 a.m. on the Thursday preceding the Commission or Comrnitteedeeting of the following week. A five-minute time limit will be allowed for presentations. Commission Meeting Agenda 6/2/2020 2:00 PM In-person meetings in the Commission Chamber Department: Department: Caption:Discuss in-person meetings in the Commission Chamber. (Requested by Commissioner Ben Hasan) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM COVID-19 Small Business Relief Program Department: Department: Caption:Move to approve the COVID-19 Small Business Relief Program; including $1,061,135.00 from the fund balance /reserve fund; and the application review committee as recommended by HCD. The funds are reimbursable through the HUD COVID-19 assistance program and has been allocated to Augusta by HUD. Recommended loan committee as follows: 1. Joey Cummings (Synovus Mortgage) 2. James Heffner (First Community Bank) 3. Chris Johnson (Tax Commissioner Office) 4. Timothy McFalls (Economic Development Authority) 5. Sue Parr (Augusta Chamber of Commerce) 6. Daryl Rolle (HCD Citizen Advisory Committee Member & Small Business Owner) (Requested by Commissioner Sammie Sias) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts:Cover Memo REVIEWED AND APPROVED BY: Cover Memo Page | 1 City of Augusta - Relief Program APPLICATION CITY OF AUGUSTA SMALL BUSINESS RELIEF PROGRAM BUSINESS INFORMATION Applicant Business Name: Doing Business As (DBA): Applicant/Business owner name(s): Business Address: Applicant Home Address: Mailing Address (if different): Business Phone: Applicant Phone: Email: DUNS No. (https://www.dnb.com/duns-number.html get one here or look yours up) Date of Incorporation: Current number of employees: Number of employees retained if business receives relief: Has the business ever been subjected to criminal or civil fines and penalties including from City of Augusta code or regulatory violations or in bankruptcy? Is the business or business owner delinquent in any city, federal, state taxes, child support? Yes No BUSINESS TYPE: LLC Partnership Sole Proprietor Other Covid-19 Small Business Relief Program Eligibility Checklist: Is the Business located physically in Augusta-Richmond County, Georgia? Does the business employ 10 or fewer employees and have less than $500,000 (or less) in annual gross revenues at time of application to the Small Business Loan Program. Does the business have an active Augusta, Georgia business license? If so, please include proof of licensure Does the business have an active DUNS number? If so, please provide proof of DUNS number. Does the business have General Liability Insurance? If so, please provide proof of insurance. Is the business Current on its tax obligations to the City of Augusta? If so, please include proof of status from Augusta-Richmond County Tax Commissioner’s Office. Page | 2 City of Augusta - Relief Program APPLICATION a. This can be satisfied by proof of payment of most recently due sales and property tax bills. Does the business agree to enter into a written Agreement with City of Augusta and agree to provide documentation for eligibility and reporting confirmation as requested by Housing and Community Development? Does the business agree to agree to participate in HUD-mandated Technical Assistance training made available through HCD? Obligation to complete mandatory Technical Assistance training is a regulatory requirement. Does the business agree to comply with the Hiring and Retention Requirements as set forth in these instructions? By checking the boxes above, you are certifying that the responses are current and accurate for the business applying for Covid-19 Relief Funding. If you answered “No” to any of these questions, your business may not be eligible for funding under this program. You may contact HCD at 706.821.1797 for additional information and/or clarification. BUSINESS DESCRIPTION Page | 3 City of Augusta - Relief Program APPLICATION PROPOSED USES OF FUNDS AMOUNT OF REQUEST USE $ Payroll expenses, Leasing Space, Insurance, Utilities and/or Other Business Expenses Total Relief Loan Funds Request (Max $15,000): $ Please specify below the jobs your business intends to retain or create through the funds provided by the Relief Fund. Position Title: Hours Worked per Week: Position Title: Hours per Week: Position Title: Hours per Week: Position Title: Hours per Week: Please indicate any additional jobs retained on a separate sheet EMERGENCY NEED 1. Describe the negative impact the COVID-19 pandemic has had on your business. Include the number of employees that have been laid off, if any. 2. Please use the space below to explain how the funding will help your business remain viable and prevent layoffs: Page | 4 City of Augusta - Relief Program APPLICATION APPLICANT STATEMENT: I hereby certify that the information on this form is complete and accurate. I understand that the information provided may be subject to further verification by the City of Augusta. If necessary, I will provide the information required to verify this data (e.g. payroll records, tax fillings, bank account statements, etc.). I, therefore, authorize such verification, and I will provide the supporting documentation, if necessary. SIGNATURE: ______________________________________________Date: ____________ Name (please print):_____________________________________________________________ Title (please print):______________________________________________________________ SIGNATURE: ______________________________________________Date: ____________ Name (please print):______________________________________________________________ Title (please print):_______________________________________________________________ SIGNATURE: ______________________________________________Date: ________________ Name (please print):________________________________________________________________ Title (please print):_________________________________________________________________ Other Funds 1. Describe your business revenues during COVID-19 and during a similar period prior to COVID- 19: 2. Indicate if you are receiving any “Business Interruption Insurance” payments and the amount. Page | 5 City of Augusta - Relief Program APPLICATION Please provide signature(s), printed name(s), and title(s) of additional owners on separate page (if applicable). NOTE- Staff will follow-up with applicants for required additional information and documents after application submission, including income self-certification forms for all employees (Appendix A). Email completed application to: devans2@augustaga.gov Please submit copies of documents along with application Small Business Relief Grant Application (this document) Owner Income(s) self-verification form using template in Appendix A Owner’s last two years of recently completed IRS Form 1040 (all owners 51% of business or more) Business Operating Agreement – (for businesses with multiple partners) Copy of liability insurance (or willing to obtain) Previous 8 weeks of payroll or other documents showing a history of employees on payroll as of the application submission date Page | 6 City of Augusta - Relief Program APPLICATION APPENDIX A- Business Owner Income Documentation and Conflict of Interest Certification INCOME is defined as the annual gross income (before deductions) of all family and non-family members 18+ years old living in the household. All sources of income must be counted from all persons in the household based on the anticipated income expected in the next 12 months. Please circle which box applies to you, match household size (number of family members) to income: Number of Family Members in Household (Select one) Annual Income Select Which Household Size and Income Applies to You 1 $36,900 or less Above $36,900 2 $42,200 or less Above $42,200 3 $47,450 or less Above $47,450 4 $52,700 or less Above $52,700 5 $56,950 or less Above $56,950 6 $61,150 or less Above $61,150 7 $65,350 or less Above $65,350 8 $69,600 or less Above $69,600 Please check your ethnicity (pick 1 of 2): Hispanic/Latino Non-Hispanic/Latino Please check your race (pick 1 of 10 choices): White Black or African American Asian American Indian/Alaskan Native Asian & White American Indian/Alaskan Native & White Native Hawaii/Other Pacific Islander Black/African American & White American Indian/Alaskan Native & Black/African American Other Multi-Racial APPLICANT STATEMENT: I hereby declare that any person(s) employed by the City of Augusta, who has direct or indirect personal or financial interest in this application or in any portion of the profits that may be derived there from, has been identified and the interest disclosed below. (Please include in your disclosure any interest which you know of. An example of a direct interest would be a City of Augusta employee, City of Augusta Council Member, City of Augusta Community Development Block Grant Committee, who would be paid to perform services under this proposal. An example of indirect interest would be a City of Augusta employee who is related to any officers, employees, principal or shareholders of your firm or to you. If in doubt as to status or interest, please disclose to the extent known). I hereby certify that the information on this form is complete and accurate. If necessary, I will provide the information required to verify this data (e.g. pay stubs, bank account statements, etc.). I, therefore, authorize such verification, and I will provide the supporting documentation, if necessary. Name: _______________________________________________(printed) Signature: _______________________________________________Date: __________________ Disclosed Conflict of Interests: ________________________________________________________________________________________ Page | 7 City of Augusta - Relief Program APPLICATION APPENDIX B COVID-19 SMALL BUSINESS RELIEF PROGRAM SCORING MATRIX If the proposed project meets all threshold criteria, reviewers will utilize the following project scoring criteria to evaluate the project for the purposes of making a funding recommendation. Scoring will help determine priority of project application versus other projects competing for funds. The highest scoring projects will be recommended for funding. Evaluation Criteria (100 Point Scale + Bonus): Capacity and Experience to Operate the Business (20 points) Applicant has the demonstrated capacity to operate the business sustainably. Consider project status, industry experience, and business development classes and resources. Readiness to Proceed (10 points) The Business has thoroughly demonstrated proof of concept and clear market analysis. Proposal includes a clear plan for implementation including a realistic timeline with set deliverables. Infectious Disease Response (20 points) Business will be severely impacted by the policies put into effect due to the coronavirus pandemic OR business provides a support service and will need funding assistance to implement new protocols or meet higher demand. Job / Employee retention (30 points) Proposal ensures employee retention for at least 6 months. Up to 30 Pts awarded based on Full-Time Equivalent FTE job retention: 30 Pts for 5 or more FTE positions retained, 20 Pts for 3 or more FTE retained, 10 points for 2 FTE positions retained, 5 points for 1 FTE positions retained, and 0 points for a lower ratio of retained jobs. One FTE position is defined as 40 hrs. per week, or any combination of part-time positions combining for 40 hours per week, including owners. Minority Business Enterprise or Business Owner is Low-Moderate Income (10 points) Project Costs (10 points) Project costs are reasonable, all other sources of financing committed, grant resources as not being substituted for other available resources Application Completeness (5 point BONUS) Up to 5 bonus points for application with concise descriptions and backup information, professional writing and accurate math. Use of City Managed Financing (5 point BONUS) 5 bonus points for application that is not, or has not been, a recipient of City Financial Programs TOTAL City of Augusta COVID-19 SMALL BUSINESS RELIEF LOAN PROGRAM GUIDELINES In response to the economic hardships experienced by businesses resulting from the COVID-19 pandemic, the City of Augusta is launching the COVID-19 Small Business Relief Loan Program. The goal is to keep businesses open and retain jobs. It is a loan program in response to businesses that are at-risk of closing or laying off employees a result of social distancing policies. Funding Source City of Augusta’s Housing and Urban Development (HUD) Community Development Block Grant (CDBG) Covid-19 Relief funds. Funding Amounts Up to $15,000 maximum per business. Application Period Initial applications will be accepted until PROPOSED DATE & TIME. Applications will be accepted in consecutive tranches until all available funds set aside are committed to eligible businesses. Basic Eligibility For-profit business located in City of Augusta with 10 or fewer employees less than $500,000 in annual gross revenues at time of application to the Small Business Loan Program. Applicant is 51% + majority owner of business Can provide first quarter financial statements Can provide evidence of being able to retain jobs for at least 1 year as a result of loan Not in bankruptcy, current with all local, state and federal taxes, fees, and be in compliance with all City of Augusta business obligations including, but not be limited to, licensure, insurance, tax obligations and zoning/land use requirements Eligible costs Basic working capital to pay wages to eligible employees, as well as for leasing costs, Insurance, and/or Utility expenses Basic Terms Funds will be disbursed by reimbursement for documented eligible expenses. Allow City to collect income and demographic data from applicants and their employees. Loans under this program made in response to the Covid-19 Relief effort will be considered deferred and forgivable over the term of the Agreement. However, in the event that awarded businesses fail to comply with the terms of their Agreement, and repayment of loan balance(s) are recaptured by the City of Augusta, any loan repayments will be deposited into the local CDBG-ED Program Income account for future projects. Application Process An application can be found here or by contacting Daniel Evans, Program Manager devans2@augustaga.gov. In addition to the application, the following documents are required: 1. Most recent IRS 1040 Form 2. Business operating agreement (for multiple owners) 3. Income and conflict of interest self-certification form (included in the application) 4. Previous eight weeks of payroll 5. Liability insurance (or ability to obtain) 6. DUNS Number (if you don’t already have one, go here to get one: https://www.dnb.com/duns- number.html) and SAM registration (www.sam.gov) Application Review Applications will be reviewed by City staff for threshold requirements and scored by a loan committee according to the scoring matrix found in the guidelines here. The committee will then make recommendations to HCD, who then delivers a final funding recommendation to the Augusta, Georgia Commission for Final Approval. Covid-19 Small Business Relief Program Eligibility Checklist: 1. Is the Business located physically in Augusta-Richmond County, Georgia? 2. Does the business employ 10 or fewer employees and have less than $500,000 in annual gross revenues at time of application to the Small Business Loan Program. 3. Does the business have an active Augusta, Georgia business license? If so, please include proof of licensure 4. Does the business have an active DUNS number? If so, please provide proof of DUNS number. 5. Does the business have General Liability Insurance? If so, please provide proof of insurance. 6. Is the business Current on its tax obligations to the City of Augusta? If so, please include proof of status from Augusta-Richmond County Tax Commissioner’s Office a. This can be satisfied by proof of payment of most recently due sales and property tax bills. 7. Does the business agree to enter into a written Agreement with City of Augusta and agree to provide documentation for eligibility and reporting confirmation as requested by Housing and Community Development? 8. Does the business agree to agree to participate in HUD-mandated Technical Assistance training made available through HCD? Obligation to complete mandatory Technical Assistance training is a regulatory requirement. 9. Can the business supply a Statement of Need in compliance with Section B of these instructions? 10. Does the business agree to comply with the Hiring and Retention Requirements in compliance with Section D of these instructions? If you answered “No” to any of these questions, your business may not be eligible for funding under this program. You may contact HCD at 706.821.1797 for additional information and/or clarification. The Covid-19 Local Small Business Relief Fund was created after the local government received a Community Development Block Grant (CDBG) Covid-19 funding allocation (CDBG-CV) grant. The Covid-19 Local Small Business Relief Fund is then used for no- interest loans to expand economic opportunities, principally for persons of low-and moderate-income persons, and assist in stabilizing local businesses in the aftermath of the deteriorating economic conditions brought on by the Covid-19 Pandemic. Eligible Uses: Loans to private, for-profit entities, when appropriate to carry out an economic development project that: Demonstrates economic hardship as a result of the Covid-19 crisis and resulting economic downturn; Seeks Reimbursement for eligible expenses for wages, leasing costs, Insurance, and/or Utility expenses; Creates/retains jobs for low-and moderate-income persons; Loan Terms: Due to the nature of the crisis precipitating the creation of this program, the City of Augusta will not assess interest rates or loan-servicing fees typically associated with these types of financial vehicles. Loans are made for 5-Year terms, non-amortizing, and forgivable by means of annual abatement upon successful reporting requirement completion on an annual / semi-annual basis. Augusta, Georgia Responsibilities: Maintenance of accounting and financial management system that complies with generally accepted accounting principles and HUD’s guidelines for loan fund financial management systems. Maintenance of a loan servicing and monitoring capacity to ensure that loan payments are collected (if necessary), that loan covenants are enforced, and that loan security is maintained. Administration and Servicing Fees: Due to the nature of the crisis precipitating the creation of this program, the City of Augusta will not assess administrative and loan-servicing fees typically associated with these types of financial vehicles. Reporting and Compliance Requirements: The borrower is responsible for reporting on job creation / retention status to the City of Augusta, thru HCD, on a semi-annual basis. The semi-annual reports are due within 30 days of the June 30 and December 31 deadlines. Local Covid-19 Small Business Relief Program Program Contacts: Shauntia Lewis (706) 821 - 1797 slewis@augsutga.gov Daniel J. Evans (706) 821 - 1797 Devans2@augustaga.gov City of Augusta, Georgia, HCD 510 Fenwick Street Augusta, GA 30901 (706) 821 - 1797 • www.augustaga.g ov More information is available at www.augustaga.gov Program rollout is contingent upon approval by the U.S. Department of Housing and Urban Development (HUD). Updated May 2020 Commission Meeting Agenda 6/2/2020 2:00 PM Filing and reviewing Executive Orders Department: Department: Caption:Discuss the process of filing and reviewing executive orders issued during the COVID-19 emergency. (Requested by Commissioner Sammie Sias) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM 2019 Information Technology Annual Report Department:Information Technology Department Department:Information Technology Department Caption:Present the 2019 Information Technology Annual Report and an update on the Information Technology Strategic Plan. Background:The Information Technology Department provides the Information Technology Annual Report to Administration, Commission, Department Heads and Elected Officials annually. This report details the technical accomplishments and tasks completed by the Information Technology Department during the previous year of 2019 and demonstrates the continued demand for technology and how technology impacts the governmental organization. The Information Technology Strategic Plan is a roadmap of technology needs for the next three years. The plan was approved by the Augusta Commission in February 2019. This plan includes strategic initiatives in ten critical areas: Software Consolidation & Optimization, GIS, Public Safety, Security, Transparency, Mobility, Infrastructure, Data Integrity, Smart City and IT Staffing. Analysis:The Information Technology Annual Report provides this data as a means to demonstrate the overall performance of the Information Technology Department as it continues to strive to provide the technical tools necessary to improve effectiveness and efficiency throughout the organization. As a service department, Information Technology continues to partner with the other agencies to support their needs. Financial Impact:N/A Alternatives:N/A Recommendation:Cover Memo Receive the 2019 Information Technology Annual Report and update on the Information Technology Strategic Plan as information. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Cover Memo To: Mr. Jarvis Sims, Interim Administrator Department Heads and Elected Officials From: Ms. Tameka Allen, Information Technology Director Date: May 8, 2020 RE: Information Technology 2019 Annual Report & Strategic Plan Update The Augusta Information Technology Department (IT) continues to work to collaborate with our customers to provide them with the best customer support and services. As you can see by this report, 2019 was another very busy year filled with a number of projects to meet the growing demands of our customers and demonstrate the collaboration within the agency. Following are a few of the Information Technology Department highlights for the previous year of 2019, along with an update on the IT Strategic Plan:  IT Customer Satisfaction annual survey continued to demonstrate a 98% approval rating.  The departmental performance measures continue to align with industry best practices and Information Technology was ranked  Conducted a successful Cyber & Robotics Camp for middle grade Richmond County students that provided technology learning for over 50 students.  Participated in 13 community outreach events at local elementary and high schools.  Held over 27 Cyber Security for employees training classes with over 500 employees attending.  Upgraded end of life cycle equipment to include VoIP telephones, desktops, printer, etc. citywide.  LUCA feedback review phase was completed, resulting in all of our 60 revisions accepted by the Census Bureau.  Fiber installation to continue with redundancy project.  Replaced over 260 radios to prepare for the new radio system.  Implemented the new Eagle Recorder software application for the Real Estate in the Clerk of Superior Court.  Implemented a new Digital Evidence Management for CID interview rooms and holding cells at Sheriff Administration, Narcotics and the Webster Detention Center.  Implemented the MyRide mobile and web application for Transit.  Implemented payment kiosk for Utilities Customer Service.  Upgraded the Coroner Application to provide for additional features. INFORMATION TECHNOLOGY Tameka Allen Director Reggie Horne Gary Hewett Deputy Director Deputy Director  Coordinated site visit to Charleston County Consolidated 911 Center to understand their operation.  Supported Stormwater collections process and began assessment of long-term solution for Stormwater collections process within utility billing system, enQuesta.  Captured drone aerial stills and video at multiple locations across the county for the Finance Department’s annual publication.  Implemented Employee Online so employees can view their pay stubs and W-2’s online.  Implemented Neo-Gov Onboarding for new Augusta employees.  Conducted cellular device audit, identifying savings of over $100,000 per year.  Upgraded over 400 mobile devices.  Maintained over 150 GIS feature classes for the Augusta Enterprise Geodatabase, adding new feature classes to support asset management for Engineering including Central Services, Traffic Engineering, Engineering Stromwater, Recreation and Parks, and ADA. Created Archive Geodatabase for historical data.  Expanded ArcGIS Online presence for Augusta, GA. Implemented the transparency project through Augusta’s GEOHub-Open Augusta page providing over 50 layers freely available to Augusta’s citizens.  Extensive support for Flight Blight Initiative – data collection, data creations, app creation, dashboard creation including filed survey results as well as data from various sources.  Implemented CityView Mobile for Business Licenses.  Implemented interface between CityView and Cityworks to facilitate demolition order data sharing between Code Enforcement, Environmental Services and Utilities.  Implemented a new software package to enhance operations within the Print Shop.  Began support for upgrade of MVRS to FCS for meter reading.  Began integration of Cityworks and enQuesta.  Completed a number of work orders to support the needs of our internal and external customers.  Upgraded a number of databases and servers to support the operation of various software applications.  Maintained Geographical Information Systems (GIS) property records and road features.  Processed over 10M emails and blocked over 2M spam emails.  Received an estimated over 3.8M visitors to www.augustaga.gov 2019 Update on the Information Technology Strategic Plan The 2019-2021 Information Technology Strategic Plan was approved by the Augusta Commission in February 2019. This plan includes strategic initiatives in ten critical areas: Software Consolidation & Optimization, GIS, Public Safety, Security, Transparency, Mobility, Infrastructure, Data Integrity, Smart City, and IT Staffing. The Strategic Plan identifies 75 specific projects that support the strategic initiatives. Eighteen of these projects were fully completed in 2019. Notable projects included:  Deploying a digital evidence management and interview room recording solution for the Sheriff’s Office.  Implementing an electronic new employee onboarding solution for Human Resources.  Expanding mobile functionality for Business License and Code Enforcement inspectors in Planning & Development.  Implementing a software solution to support more efficient management of civil processing for the Marshal’s Office.  Supporting Utilities in implementing a secure payment kiosk for customers at Utilities Administration.  Supporting Fire/EMA in standing up the new Mobile Emergency Operations Center. Information Technology also made substantial progress on 26 other projects, many of which will be complete in 2020. Successful project completion requires extensive collaboration with partner departments and available funding. Information Technology conducted Stakeholder Meetings with departments in January 2020 to discuss projects and identify 2020 priorities. More detailed 2019 Information Technology Department activities by department are provided on the following pages: Augusta, Georgia Information Technology Department 2019 Annual Report Augusta Information Technology Annual Report Page 5 INFORMATION TECHNOLOGY 2019 Annual Report 311  Maintained Pictometry Connect Sub-Organization to ensure 311 has a backup support system for valuable information including Commission Districts, Utilities, Customer Information, and other city department data.  Completed upgrade and transition of Motorola PremierOne CSR to the cloud.  Began implementation of SeeClickFix mobile application for citizen engagement.  Provided technical support for the Motorola Solution for Addressing, GIS, Cityworks, and configuration.  Continued support of 311 and Cityworks clients to increase departmental leveraging of 311 as a single point of contact for citizen engagement for service requests for better tracking and consistency of communication protocols.  Provided ongoing support for the Motorola/CityView interface for Code Enforcement.  Provided ongoing support and processed multiple security requests for the CityView application.  Provided ongoing support and processed multiple security requests for the Chameleon application. ADMINISTRATOR’S OFFICE  Evaluated Open Records Request system for FOIA request management.  Continuous use of technology solutions in place, including Forms Management, to improve GIS enterprise operations resulting in vendor, local and national recognition.  Continued mapping support for Administrator, including map and graphics requests.  37 Tickets Resolved.  Continued support and initiatives to improve addressing standards for the enterprise and citizens that would include marketing for importance of number visibility, wireless testing with neighboring county, and MSAG quality assurance for public utilities.  Creation of open data GeoHUB and mapping portal for public inquiries/transparency, and citizen engagement applications for the mobile customer. Continued research and enhanced services that would encourage the centralization of geographic data maintained and disseminated to all users for decision-making including database structure and security, .  Census: LUCA Feedback review phase completion, resulting in all of our 60 revisions accepted by the Census Bureau. Completion of Census New Construction Program in support of the Census 2020. All 560 addresses submitted were accepted. ANIMAL SERVICES  Processed multiple security requests.  Provided ongoing support for the Chameleon application.  Provided ongoing support for IT related purchases.  Disabled the Licensing Renewal job.  Implemented multiple Chameleon reports for Animal Services.  Installed Chameleon software on new MDT replacements.  60 Tickets Resolved. Augusta Information Technology Annual Report Page 6  Orders Processed - 4 AUGUSTA CANAL AUTHORITY  Maintained GIS Data for Augusta Canal Trails, Entrances, and Amenities. AUGUSTA LIBRARY  Continued support for Library Citizen Service Requests in Cityworks. AUGUSTA REGIONAL AIRPORT  128 Tickets Resolved.  Continued mapping support for Operations and Facilities.  MAC-Replacement for Pollock Devices.  Orders Processed - 12  Provided annual Master`s Week support services.  MAC-New Network Line for IT Manager’s Office.  MAC-New Equipment for Airport Engineering Office.  MAC-AutoCAD Upgrade. BOARD OF ELECTIONS  Analysis of BOE registered voters to ensure precinct allocation accuracy.  Orders Processed - 4  MAC-New Network Connectivity for office cubicle remodel.  Processed multiple security requests.  Provided ongoing support for IT related purchases.  Continued to provide support for Registered Voter audits.  Provided support for Elections GIS data modifications and map creation. Maintained Polling Places, Precincts, Commissioners, and State feature classes for elections mapping and support.  Created Webpage for BOE with HTML, CSS, and JavaScript to elaborate on new voting system.  Continued support of BOE software with MRAD to ensure correct spelling, road types, and ZIP codes.  Maintenance and support of Web-GIS apps for Board of Elections including Find My Elected Official and Find My Polling Location.  43 Tickets Resolved.  Provided ongoing support for the iTracker application. CENTRAL SERVICES  Continued support of vertical asset data - indoor data creation and maintenance. Added data for new and renovated facility buildings.  Continued support of Central Services within the Cityworks environment, including service requests and work orders.  Provided ongoing support for the interface between the Motorola PremierOne CSR application and the Cityworks software used by AUD and AED.  Provided ongoing support for the Motorola PremierOne CSR suite of applications.  Provided ongoing support for the Cisco Call Center and IVR systems.  MAC-New Network Connectivity for Facilities Maintenance area.  Orders Processed - 14  156 Tickets Resolved. CITY-WIDE  Upgraded computers for Sheriff’s Office, Fire Department, Marshals Office, and Animal Control. Augusta Information Technology Annual Report Page 7  Upgraded 150 computers to Windows 10.  Maintained 371 mobile data terminals for the Sheriff’s Office, Fire, and Marshal’s Office.  Replaced 260 radios that would not work on the new digital system.  Various web updates to website that stretched from hours to days at a time for various departments.  Developed and maintained the GeoHub with custom HTML coding and custom CSS. CIVIL AND MAGISTRATE COURT  55 Tickets Resolved.  Provided ongoing support for all major applications and processes as necessary.  Orders Processed - 4  Upgraded all VOIP phones. CIVIL AND MAGISTRATE COURT - WARRANTS  34 Tickets Resolved. CIVIL AND MAGISTRATE COURT- JUDGE  Provided ongoing support for the Initial Appearance System. CLERK OF CIVIL AND MAGISTRATE COURT  Provided ongoing support for the ICON Case Management System.  Orders Processed - 8 CLERK OF COMMISSION  Orders Processed - 4  Provided ongoing support for NovusAgenda software.  Provided ongoing support for the Audio-Visual and all related systems in the Commission Chambers.  Provided ongoing support for the streaming of all Committee and Commission Meetings.  24 Tickets Resolved. CLERK OF COURT  177 Tickets Resolved.  Implemented the new Eagle Recorder software application for Real Estate.  Setup and configured new NAS server for Tyler Eagle Solution.  Provided ongoing support for the ICON Case Management System.  Provided ongoing assistance with the implementation of Electronic Filing.  Conducted monthly status meetings to stay informed on all Clerk of Court Real Estate Division technology needs.  Performed multiple installs of CDIMS software applications.  Provided ongoing support for IT related purchases.  Provided ongoing support for the CDIMS applications.  Processed multiple security requests.  Provided ongoing support for the VCS/CDIMS FiFa Interface process with TCO.  Processed multiple vendor access requests for CDIMS.  Provided ongoing support for the Print/E-Mail server.  Provided ongoing support for the Paper Cut application.  Provided ongoing support for all major applications and processes as necessary. COMPLIANCE  62 Tickets Resolved.  Provided ongoing support for the monthly updates related to B2GNow.  Orders Processed - 8 Augusta Information Technology Annual Report Page 8  Relocated department to new location. CORONER’S OFFICE  Provided ongoing support for the Coroner`s Case Management System.  56 Tickets Resolved.  Added several additional features and data fields to Coroner Application. DANIEL FIELD AIRPORT  Provided annual Master`s Week support services. DISTRICT ATTORNEY  Provided ongoing support for the Tracker Case Management System.  155 Tickets Resolved.  Provided the District Attorney’s Office with large format jury displays including maps and diagrams to support visualization of victim locations, criminal events, and perpetrator activities during the case.  Provided ongoing support for all major applications and processes as necessary. E911 DISPATCH  Provided ongoing support for all major application and processes as necessary.  Coordinated GIS Addressing initiatives with E911 support staff. .  Continued feature class validation and mapping support to tailor data and dispatch map to user and software requirements.  179 Tickets Resolved.  Provided support for New World integration with GIS data and performed data syncs.  Continued analysis of 911 Address Override. GIS Technicians were tasked to review the override report in order to resolve centerline ranges, missing address points and quantify what truly should have been overridden.  Continued responsibility for 911 MSAG Updates.  Orders Processed - 13  Assisted with the replacement of 911 furniture consoles.  MAC-New Network Connectivity for New Consoles.  MAC-New Equipment for Backup offsite.  Coordinated site visit to Charleston County Consolidated 9-1-1 Center. EMERGENCY MANAGEMENT AGENCY  Orders Processed - 2  Coordinated site visit to Charleston County Consolidated 9-1-1 Center.  Attended training for WebEOC and IAFF HazMat Training – Planning and Response to High Consequence Incidents.  MAC-Relocation of existing Smart Board to Fire Training at Central Avenue.  Continued support of Emergency Management Crisis Track Software Initiatives and Training.  Prepared for Flooding Emergency support as pre-planning for 2019 Hurricane Events, including major storms. Prepared to support via GIS mapping, ArcGIS Online Mapping Access and Cityworks Support.  Provided support for FEMA Community Rating System rating renewal with the ISO. Calculated the total number of buildings in the SFHA area and the total acreage for the area.  5 Tickets Resolved.  Assisted with the implementation of a Weather Station at the Fire Administration building. Augusta Information Technology Annual Report Page 9  Provided ongoing support for all major applications and processes as necessary. ENGINEERING  58 Tickets Resolved.  Supported Stormwater collections process and began assessment of long-term solution for Stormwater collections process within enQuesta.  Started support of adjustments of past due accounts.  Implemented Stormwater Delinquent Letter Process in Utilities billing software, enQuesta.  Provided enQuesta Stormwater support.  MAC-Connectivity for New Equipment at Stormwater location.  MAC-AutoCAD Upgrade. ENGINEERING – ADMINISTRATION/FINANCE  Orders Processed - 8  54 Tickets Resolved. ENGINEERING – MAINTENANCE OPERATIONS  Provided general Cityworks support. ENGINEERING - OPERATIONS  Plan Review Process support with multiple departments to support reviewing, approving, and conducting inspections with Cityworks Asset Management software solution for Engineering Operations. Created 231 polygons for submitted plans.  Conducted Road Ownership Research to support MRAD.  Maintained AED database, provided staff support, database backups, and GIS expertise.  Maintained Engineering Pictometry Organization, created user logins and deactivated separated employees.  Provided Engineering Cityworks Support.  135 Tickets Resolved. ENGINEERING - TRAFFIC ENGINEERING OPERATIONS  MAC-Connectivity for New Equipment in Traffic Room.  MAC-Installation of new Pollock in Traffic Room.  Orders Processed - 8  Continued support of ADA Cityworks Service Request process to track Traffic Engineering`s ADA Compliance Activities.  Maintained secured web service on Augusta Maps for internal staff to access for locating Traffic related data including fiber installation.  Supported Traffic Engineering GIS Staff with feature class creation, maintenance, and ArcGIS support.  Configuration of Master’s Signage for traffic signs inside Cityworks.  Continued support of Fiber Installation Project including cross-department Cityworks Process for Utilities and Traffic Engineering.  30 Tickets Resolved. ENVIRONMENTAL SERVICES  100 Tickets Resolved.  Replaced software system at the landfill scale house to provide improved functionality.  Continued support of cross-departmental Demolition Process in Cityworks.  Provided GIS vendor support for Elemos, Recycle Perks, etc.  Provided general Cityworks support. Augusta Information Technology Annual Report Page 10  Custom map creation for Environmental Services business support.  Completed the Demolition interface between CityView (Planning and Development) and Cityworks (Environmental Services).  Orders Processed – 6.  Provided ongoing support for the Elemos suite of applications. EQUAL EMPLOYMENT OPPORTUNITY (EEO)  Continued support of Cityworks. EXTENSION SERVICES  Orders Processed - 1 FACILITIES MAINTENANCE  Upgraded all VOIP phones. FINANCE - ACCOUNTING  Orders Processed - 3  34 Tickets Resolved. FINANCE - FLEET MANAGEMENT  Provided ongoing support for the Faster application. FINANCE - PAYROLL  22 Tickets Resolved. FINANCE - RISK MANAGEMENT  40 Tickets Resolved.  Orders Processed - 1  MAC-Network connectivity for new cubicle furniture. FINANCE DEPARTMENT  63 Tickets Resolved.  Provided ongoing support for the ADP Enterprise eTime solution, which is used citywide for timekeeping and tracking.  Setup and configured new database server for OneSolution application.  Captured drone aerial stills and video at multiple locations across the county (Marina/Cyber Center, Lake Olmstead) for the Finance Department’s annual publication.  Implemented Employee Online within One Solution so that employees can view their pay stubs and W-2s online.  Managed bi-weekly process to submit employee information to ADP.  Provided ongoing support for the ADP Enterprise eTime solution, which is used citywide for timekeeping and tracking.  Upgraded ADP eTime software to support HTML 5 and removed requirements of Java and Flash.  Provided ongoing support to the Payroll Team on a biweekly basis.  Began upgrade of One Solution financial system to web-based HTML5 platform. FIRE DEPARTMENT - ADMINISTRATION  Provided ongoing support of the Faster application.  Orders Processed - 12  Continued support to EMA Risk Assessment Project with critical facilities updates, flooding information, and GIS data transfer to consultant.  Continued addressing coordination with the Fire Department in the review process for all new development in Augusta, MRAD training, and continued support for GIS related projects. Augusta Information Technology Annual Report Page 11  Created maps for individual engine company areas for training including wall maps for each location.  224 Tickets Resolved.  Provided ongoing support for all major applications and processes as necessary.  Assisted with the design and configuration of the forthcoming Fire Station Alerting System.  Assisted with the design, configuration, and training for the Mobile Emergency Operations Center.  Coordinated site visit to Charleston County Consolidated 9-1-1 Center. FIRE STATION #1  8 Tickets Resolved. FIRE STATION #10  6 Tickets Resolved. FIRE STATION #11  9 Tickets Resolved. FIRE STATION #13  3 Tickets Resolved. FIRE STATION #14  1 Ticket Resolved. FIRE STATION #15  1 Ticket Resolved. FIRE STATION #16  5 Tickets Resolved. FIRE STATION #17  5 Tickets Resolved. FIRE STATION #18  9 Tickets Resolved. FIRE STATION #19  2 Tickets Resolved. FIRE STATION #2  15 Tickets Resolved.  Installed fiber for network connectivity to new building.  MAC-New Network connectivity for New Location. FIRE STATION #3  6 Tickets Resolved. FIRE STATION #4  2 Tickets Resolved. FIRE STATION #5  3 Tickets Resolved. FIRE STATION #6  14 Tickets Resolved.  Upgraded telephones system to Key Service Unit. FIRE STATION #7  4 Tickets Resolved. FIRE STATION #8  16 Tickets Resolved. FIRE STATION #9  12 Tickets Resolved. Augusta Information Technology Annual Report Page 12 HOUSING AND COMMUNITY DEVELOPMENT  MAC-AutoCAD Upgrade.  Relocated department to new location.  Upgraded all VOIP phones.  Relocation of HCD to new building. Provided fiber for network connectivity and network hardware.  115 Tickets Resolved.  Continued support and maintenance to existing feature classes and provided updates to support Housing and Community Development activities including Enterprise Zones and Opportunity Zones.  Orders Processed - 16 HUMAN RESOURCES  72 Tickets Resolved.  Orders Processed - 7  MAC- Replacement for Mobile Device.  Provided ongoing support and maintenance for existing ADP time clocks across the City.  Assisted Human Resources with ACA Compliance and Reporting.  Provided ongoing support of OneSolution software. Support of this software entails working with multiple customer departments, but HR is a key customer department.  Implemented COLA increases that went into effect in January 2019.  Implemented changes to the GMEBS contributions and deductions that went into effect in January 2019.  Implemented Employee Online within One Solution so that employees can view their pay stubs and W-2s online.  Implemented Neo-Gov Onboarding for new Augusta employees. . INFORMATION TECHNOLOGY  Orders Processed - 130.  Updated Cityworks App on all devices with MDM.  Conducted cellular device audit, identifying savings of over $100,000 per year.  Upgraded over 400 mobile devices.  Coordinated two sessions of Cyber and Robotics Camp, providing technology learning opportunities to 50 middle school students.  Pre-planning, configuration and design in preparation of SeeClickFix implementation Citywide.  Participated in 13 community outreach events at local elementary and high schools.  Captured several drone flights of new development.  MAC-AutoCAD Upgrade - GIS.  Created 492 new Office 365 accounts and deleted 438 defunct Office 365 accounts.  MAC-New Equipment for RF Administrator.  Installed and configured Veeam One for monitoring and analytics of virtual environment.  Installed and configured EMC 500TB storage array.  MAC- Replacement for Mobile Device.  Closed 663 work tickets and 47 citywide tickets.  Created and maintained custom made story map for GIS. It utilized Javascript, Css, and HTML with custom coding. Augusta Information Technology Annual Report Page 13  Created form for Address Request - GIS.  Created form for GIS - Street and Honorary.  Assisted with coordinating the Earth Day Augusta 2019 event with Phinizy Swamp and Augusta University.  Processed multiple security requests for terminations.  Continued to work with ESRI and internal Network staff to identify and add infrastructure that would support future growth and expansion of GIS capabilities online.  Continued to support and expand ArcGIS Server Secured Layer for Augusta Maps. Customers included EMA, Code Enforcement, Utilities, Engineering, Sheriff’s Office, Fire Department, Information Technology and Planning and Development.  Reported to Google Maps incorrect business locations, road names, addressing issues and missing roads for correction on their online mapping application to improve navigation in Augusta since this tool is popular with the public.  Continued collaboration with Board of Education on MRAD provided valuable addressing information and school data updates.  Maintained over 150 GIS feature classes for the Augusta Enterprise Geodatabase, adding new feature classes to support asset management for Engineering including Central Services, Traffic Engineering, Engineering Stormwater, Recreation and Parks, and ADA. Created Archive Geodatabase for historical data.  Expanded ArcGIS Online presence for Augusta, GA. Implemented the transparency project through Augusta’s GEOHub – Open Augusta page providing over 50 layers freely available to Augusta`s citizens.  Updated GIS Documentation including user guides for parcel editing, Augusta Maps, CityWorks, Addressing Vendor Guide, Addressing and Road Database Maintenance, etc.  Reviewed road projects for 2019, Reviewed 270 Site and Development plans.  Maintained Authoritative Road Feature Dataset. Incorporated additional Road Book information, 83 new features, 4,427 edits and validations by GIS Technicians, including range corrections, routing calculations, and splitting at county line for accurate mileage counts.  Reviewed plans and assigned addressing for Augusta under the MRAD Project including reviewing 39 Site Plans (Commercial/Multi-Family) and 11 Developments (Subdivisions). Work included 2,265 addressing assignments and 2,942 edits and validation which included structure point location, spelling corrections, and collection of unit numbering.  Created and continued to maintain various online forms with LaserFiche Forms Management to support internal business processes including GIS Enterprise Use Agreement. Development of new Address request form.  Maintenance of Augusta`s drone program. Two staff members retained remote pilot license.  4008 Tickets Resolved.  Maintained Authoritative Road Feature Dataset. Incorporated additional Road Book information, 83 new features, 4,427 edits, 3 Renames and validations by GIS Technicians, including range corrections, routing calculations, and splitting at county line for accurate mileage counts.  Held 27 Cyber Security for Employees training classes. 500 employees attended. Augusta Information Technology Annual Report Page 14  Conducted Network and Security Assessment and reviewed the findings and recommendations.  Emails: Good Mail 6,174,634 - Spam 2,023,767 - Malware 1,739. JURY CLERK  3 Tickets Resolved.  Upgraded all VOIP phones.  Provided ongoing support for all major applications and processes as necessary. JUVENILE COURT  Provided ongoing support for all major applications and processes as necessary.  58 Tickets Resolved. LAND BANK AUTHORITY  24 Tickets Resolved. LAW DEPARTMENT  Upgraded all VOIP phones.  Orders Processed - 5.  Provided eVerify file for Business Licenses.  Processed multiple open records requests for Planning and Development.  Provided ongoing support for all major applications and processes as necessary. LAW LIBRARY  Provided ongoing support for all major applications and processes as necessary.  Upgraded all VOIP phones.  6 Tickets Resolved. LICENSE AND INSPECTION  Orders Processed - 8. MARSHAL’S OFFICE  112 Tickets Resolved.  Provided mapping support for Marshal Zones and litter enforcement.  Provided task force support for Marshal’s Code Enforcement Division.  Continued support for Marshal Department service requests within Cityworks and comprehensive reporting.  Maintained sub-organization within Pictometry application.  Orders Processed - 8.  Publish 3D Scene of Municipal Building.  Created form for Jeff Barrett to help automate the officer training process.  MAC- Replacement for Mobile Device.  Provided ongoing support for all major applications and processes as necessary.  Implemented a new Civil Processing Application for the Marshal`s Office. MARSHAL'S OFFICE - ARA  33 Tickets Resolved. MARSHAL'S OFFICE - SUBSTATION  67 Tickets Resolved. MAYOR'S OFFICE  Programmed and installed new Auto Attendant.  Extensive support for Fight Blight Initiative - data collection, data creation, app creation, dashboard creation including field survey results and data analysis. Created custom map used by entire committee displaying real time Blight Study Survey results as well as data from various sources. Augusta Information Technology Annual Report Page 15  Provided GIS data and support for consultants associated with multiple projects.  25 Tickets Resolved. NON-COUNTY  Provided GIS data for numerous Augusta-sponsored studies including transit, parking inventory, ADA compliance activities, etc.  Provided mapping to public through sales of maps and data by written request.  Created banners, graphics, flyers in support of the government supported events.  Created maps and established regular communication with outside agencies (including the US Postal Service, Board of Education, and Health Department) in support of improved Augusta addressing initiatives.  Provided Board of Education mapping and analysis support, GIS Data creation, school data updates, and Pictometry support.  Continued support for Electronic Plan Review in Cityworks. Collaboration between GIS Team, Planning and Development, Engineering, Utilities, Fire Department, Traffic Engineering, Health Department, and Tree Commission. OLD GOVERNMENT HOUSE  3 Tickets Resolved. PLANNING AND DEVELOPMENT  Provided ongoing support for credit card processing.  Performed multiple installs of the CityView applications.  Processed multiple security requests.  Provided ongoing support for IT related purchases.  Provided ongoing support for the PLAZID application.  Assisted with data clean-up within the CityView database.  Provided ongoing support for the COC Public Access application.  Provided ongoing support for the CityView application.  Conducted monthly status meetings to stay informed on all License and Inspection technology needs.  Created multiple custom reports from CityView.  Created multiple custom searches in CityView.  Provided multiple CityView configuration, workflow and business rule updates.  Provided support for the annual Alcohol License Renewal process.  Provided support for the annual Business License Renewal process.  Provided support for the annual Request for Gross Revenue process.  Provided ongoing support for the CityView Mobile application.  Provided ongoing support for the CityView Public Portal application.  Provided eVerify report/file for Business Licenses.  Processed multiple vendor access requests for CityView.  Performed multiple map and activity reassignments due to staff turnover.  Added the Business License Past Due Collection Fees to CityView.  Continued the digitizing of historic building plans for archival purposes.  Performed multiple password resets for the CityView application.  Provided ongoing support for the CityView Outlook Add-In.  Provided ongoing support for the CityView/Motorola (Augusta 311) interface for Code Enforcement.  Processed multiple open records requests.  Upgraded the CityView application to version 2019.9. Augusta Information Technology Annual Report Page 16  Added a new "Re-Occupancy Fee" for Code Enforcement.  Updated Building Permit Fees.  Implemented the upgraded CityView Alcohol License Renewal process.  Implemented the upgraded CityView Business License Renewal process.  Implemented CityView Mobile for Business Licenses.  Configured credit card machines to auto close at 6pm each day.  Supported citizen engagement AGOL app for ARTS Transportation.  Supported Opportunity Zone Annual Report, provided extensive GIS Analysis from data imported from various systems for property information within each zone, including building permits, code enforcement actions, crime rate, and new businesses.  Continued support of GIS data creation from CityView scripts, coordinating new procedures with IT and Planners to ensure methodology is approved, documented, and providing usable data for all departments.  Maintained and modified GIS data for CityView ArcGIS Server web services, supporting new inspector areas, realignment of code enforcement areas, and provided address validation for pending, current, and retired addresses from MRAD via service.  Continue integration initiative of Planning and Developments GIS Feature Classes into Augusta`s Enterprise Geodatabase to support decision making and web access for other city departments` data needs.  Continued support of GIS features for flood property information including LOMR and new LOMA; continuing coordination of online access to these documents via GIS links. 2017 Flood Maps approved by county in November (including LOMAs and LOMR updates). Started the migration of all internal applications using flood data. Had to update FEMA schema to match the needs of our Flood Manager. Added new data to Secure Layers in Augusta Maps for the Flood Manager to review. Extensive review of the data took place the last week of the year. Maps were made public 1/8/2020.  Supported online form for developers to conduct submittals electronically for review.  Attended development review committee meetings to support developers.  Implemented cross-departmental Demolition Process in Cityworks.  Electronic Plan Review deployment in Cityworks. Collaboration between GIS Team, Planning and Development, Engineering, Utilities, Fire Department, Traffic Engineering, Health Department, and Tree Commission.  Flood zone support for Planning and Development for Community Rating System.  Spanish translation services for Transit Planner - Augusta Public Transit survey.  Created and/or modified multiple custom letters in CityView.  Searched and analyzed the Audit Log to explain several questionable circumstances regarding CityView records.  Provided support, reports, searches, etc. to assist with producing annual report statistics.  Provided support and training for Laserfiche for Planning and Development staff to perform quality checking and searching on the scanned historic building plans.  Completed the Demolition interface between CityView (Planning and Development) and Cityworks (Environmental Services).  MAC-AutoCAD Upgrade.  MAC- Equipment for Mobile and AV.  391 Tickets Resolved. Augusta Information Technology Annual Report Page 17  Maintained GIS features in Web Service for CityView. Supported modifications to Inspector Mapping during deployment of new staff for both Building Inspectors and Code Enforcement Officers.  Provided addressing validation support for permitting and training to staff on MRAD.  Maintained Zoning GIS feature classes and mapping support. 25 Zoning Updates, 52 Zoning Stipulations, 13 Zoning Special Exceptions.  Supported mapping requests for planning sessions and meeting. Worked closely with Code Enforcement Staff to create ArcGIS Online custom app to query Code Enforcement data including custom filters. PLANNING AND DEVELOPMENT - LICENSE AND INSPECTION  Implemented interface between CityView and Cityworks to facilitate demolition order data sharing between Code Enforcement, Environmental Services, and Utilities. PLANNING AND ZONING  Orders Processed – 10. PROBATE COURT  30 Tickets Resolved.  Upgraded all VOIP phones.  Orders Processed – 3.  MAC- Network Connectivity for Office furniture.  Provided ongoing support for all major applications and processes as necessary. PROBATION  Provided ongoing support for all major applications and processes as necessary.  2 Tickets Resolved. PROCUREMENT  Provided ongoing support of OneSolution software. Support of this software entails working with multiple customer departments, but Procurement is a key customer department.  Implemented a new software package to enhance operations within the Print Shop.  Provided ongoing support for the monthly updates related to B2GNow.  Orders Processed - 10.  127 Tickets Resolved. PROCUREMENT - PRINT SHOP  Upgraded all VOIP phones. PUBLIC DEFENDER  229 Tickets Resolved.  Created form for Public Defender`s Office.  Orders Processed - 6.  Provided ongoing support for the JCATS System.  Provided ongoing support for all major applications and processes as necessary. PUBLIC SERVICES - MAINTENANCE  Orders Processed - 5. PUBLIC SERVICES - TREES AND LANDSCAPES  5 Tickets Resolved. RCCI  64 Tickets Resolved.  Orders Processed - 5. Augusta Information Technology Annual Report Page 18  Continued support for RCCI on mobile app for Cityworks to support their Stormwater Maintenance Activities and provided reporting of time, materials, and tonnage of vegetation cleanup.  MAC- Replacement for Mobile Device.  MAC-New Network Equipment and Location for Graduation Program.  Provided ongoing support for all major applications and processes as necessary. RECREATION - ADMINISTRATION  Installed Recreation software on new computer replacements.  MAC-AutoCAD Upgrade.  Processed multiple security requests.  Provided ongoing support for IT related purchases.  Provided ongoing support for the ActiveNet application.  Provided ongoing support for ActiveNet credit card processing.  Provided ongoing support for ActiveNet On-Line Registration.  Performed multiple password resets for the ActiveNet application.  Preliminary department meetings, data collection and management in preparation for Cityworks implementation project.  Orders Processed - 10.  187 Tickets Resolved.  Cityworks support for cemetery staff. RECREATION - AQUATIC CENTER  11 Tickets Resolved. RECREATION - AQUATICS  Submitted monthly employee wellness files for Payroll. RECREATION - BERNIE WARD COMMUNITY CENTER  Installed wireless access points for WIFI connectivity. RECREATION - BLYTHE PARK  Upgraded telephones system to Key Service Unit.  MAC- Network connectivity for new computers.  2 Tickets Resolved. RECREATION - CARRIE J. MAYS  3 Tickets Resolved.  Upgraded telephones system to Key Service Unit. RECREATION - DIAMOND LAKES  Upgraded telephones system to Key Service Unit.  6 Tickets Resolved. RECREATION - EISENHOWER PARK  2 Tickets Resolved.  Upgraded telephones system to Key Service Unit. RECREATION - FACILITIES MANAGEMENT  104 Tickets Resolved. RECREATION - FLEMING ATHLETIC OFFICE  6 Tickets Resolved. RECREATION - GARRETT COMMUNITY CENTER  Upgraded telephones system to Key Service Unit. RECREATION - GRACEWOOD CENTER  Installed wireless access points for WIFI connectivity. Installed Comcast cable modem for internet access. Augusta Information Technology Annual Report Page 19 RECREATION - H.H. BRIGHAM SENIOR  MAC- Network connectivity for new computers. RECREATION - JAMESTOWN COMMUNITY CENTER  Installed wireless access points for WIFI connectivity. RECREATION - JOHNSON COMMUNITY CENTER  Upgraded telephones system to Key Service Unit. RECREATION - JULIAN SMITH BBQ PIT  Installed wireless access points for WIFI connectivity. Installed Comcast cable modem for internet access. RECREATION - MCBEAN PARK  2 Tickets Resolved. RECREATION - MCDUFFIE WOODS PARK  Upgraded telephones system to Key Service Unit. RECREATION - SAND HILLS COMMUNITY CENTER  3 Tickets Resolved. RECREATION - THE BOATHOUSE COMMUNITY CENTER  Upgraded telephones system to Key Service Unit. RECREATION - WARREN ROAD COMMUNITY CENTER  MAC- Network connectivity for new computers. RISK MANAGEMENT  Maintained Facilities Safety/Maintenance Evaluation Inspection inside Cityworks and associated report.  8 Tickets Resolved. RIVERWALK SPECIAL EVENTS  7 Tickets Resolved. SHERIFF`S OFFICE - ADMINISTRATION  114 Tickets Resolved.  Continued support of GIS feature classes in Secured Service on AugustaMaps for internal use and collaboration.  Fulfilled map creation requests.  Orders Processed - 28.  Modified current GIS data and created new data for New World geocoding requirements. Provided database support for New World and database configuration.  Maintained Crime Mapping Application feature in AugustaMaps for displaying searchable crime categories by data ranges, area buffers, beat selection, and address. 14,346 crime points added.  Supported GIS Users in software training, GIS applications, and mapping.  Supported Homeless count initiative. Custom app created for local survey. Conducted user training and field data collection.  Implemented salary increases that went into effect in January 2019 in payroll system.  Provided technical assistance for the necessary calendar changes, accrual rules, overtime rules, and so forth related to the Sheriff’s Office Payroll.  MAC-New Mobile Equipment for Command Staff.  Provided ongoing support for the New World RMS Suite, Corrections Suite, and Mobile Suite.  Provided ongoing support for all major applications and processes as necessary.  Implemented a new Digital Evidence Management for CID interview rooms and holding cells at Sheriff Administration, Narcotics, and the Webster Detention Center. Augusta Information Technology Annual Report Page 20 SHERIFF`S OFFICE - BOOKING  248 Tickets Resolved. SHERIFF`S OFFICE - CID  355 Tickets Resolved.  Provided ongoing support for the Tag Search application.  MAC-Replacement for Pollock Devices.  MAC- Relocation of Special Operations.  MAC- Replacement for Mobile Device. SHERIFF`S OFFICE - CIVIL  15 Tickets Resolved. SHERIFF`S OFFICE - CRIME SCENE  6 Tickets Resolved. SHERIFF`S OFFICE - DANIEL VILLAGE  131 Tickets Resolved.  Created new, browser-independent version of DART front-end.  Equipped the Traffic Division with 9 mobile printers for citations. SHERIFF`S OFFICE - DARE  MAC- Replacement for Mobile Device.  2 Tickets Resolved. SHERIFF`S OFFICE - EVIDENCE  MAC-Replacement for Pollock Devices. SHERIFF`S OFFICE - INTERNAL AFFAIRS  MAC-Replacement for Pollock Devices.  27 Tickets Resolved. SHERIFF`S OFFICE - JAIL ADMIN  174 Tickets Resolved. SHERIFF`S OFFICE - NARCOTICS  30 Tickets Resolved.  MAC-Replacement for Pollock Devices.  MAC- Relocation of facility.  Upgraded to Voice Over Internet Protocol (VOIP) telephone service.  Relocated department to new location. SHERIFF`S OFFICE - QUARTERMASTER  2 Tickets Resolved. SHERIFF`S OFFICE - RECORDS  197 Tickets Resolved. SHERIFF`S OFFICE - SOUTHGATE  230 Tickets Resolved.  Added ability to mass-tag videos in BodyCam Application to accommodate dash-cam videos.  MAC-Replacement for Pollock Devices. SHERIFF`S OFFICE - TRAINING CENTER  16 Tickets Resolved. SHERIFF`S OFFICE - WEBSTER DETENTION CENTER  12 Tickets Resolved. SOLICITOR GENERAL  154 Tickets Resolved.  MAC- Replacement for Mobile Device. Augusta Information Technology Annual Report Page 21  Provided ongoing support for the Tracker Case Management System.  Orders Processed - 5.  Provided ongoing support for all major applications and processes as necessary. STATE COURT JUDGE  MAC- Replacement for Mobile Device.  Orders Processed - 4.  44 Tickets Resolved.  Provided ongoing support for all major applications and processes as necessary.  Assisted State Court with the transition of the in-house Probation Department to an external contractor. SUPERIOR COURT JUDGE  Provided ongoing support for all major applications and processes as necessary.  121 Tickets Resolved.  Orders Processed - 8  MAC- Replacement for Mobile Device. TAG OFFICE – EAST AUGUSTA  41 Tickets Resolved. TAG OFFICE – SOUTHSIDE  41 Tickets Resolved. TAX ASSESSOR'S OFFICE  148 Tickets Resolved.  Processed multiple security requests.  Provided ongoing support for the WinGAP application.  Provided ongoing support for the TACS application.  Provided ongoing support for IT related purchases.  Provided ongoing support for the COC Public Access application.  Performed multiple installs of the WinGAP software application.  Assisted with multiple WinGAP upgrades and structure fixes.  Provided ongoing support for the New Business Process for TAO in CityView.  Conducted monthly status meetings to stay informed on all TAO technology needs.  Provided data analysis and mapping on neighborhood re-numbering project.  Provided support for MRAD addresses with WinGAP as the authoritative site address, expedited TAO data entry, and provided validated data.  Orders Processed - 6.  Maintained Authoritative Parcel Data for Augusta, Parcel Polygon, ROW, Dimensions, and Annotation modifications for 2019. 1,348 Parcels edited, 303 Parcels created, 6 New Subdivisions, 74 Right-of-Way acquisitions, 28 combine requests.  Maintain Pictometry Connect Sub-Organization; created new web services to support staff and allow utilization of software in the field. Granted sub-organization administrative privileges to TAO staff to manage ConnectExplorer internal users.  Added Qualified Opportunity Zones to GDB per TAO request.  Incorporated Soil Pricing Codes from DOR to Soil data in ArcGIS to facilitate Conservation Use calculations and updated Model.  Support for data analysis and map creation for GIS Specialist.  Maintained workflow with TAO to track work, validate changes, and finalize parcel number assignment.  Installed WinGAP software on new computer replacements. Augusta Information Technology Annual Report Page 22  Facilitated getting new reports from Clerk of Court`s new Eagle Recorder software application.  Moved qPublic to a new server.  Provided ongoing support for the Mobile Assessor application. TAX COMMISSIONER'S OFFICE  Upgraded SAGE 50 to the latest version.  Assisted with implementing the DRIVES software application.  Transitioned from State Bank to Cadence Bank.  Kicked off the iasWorld software implementation project.  Provided ongoing support for the Q-Matic application.  Provided ongoing support for the DRIVES application.  Orders Processed - 15.  Provided MRAD support for returned mail evaluations and coordinated joint meeting with USPS.  Maintained No Bid feature class for properties that are no longer being marketed at tax sale.  Provided GIS data analysis for special projects.  Custom ArcGIS Online map created to assist with TCO internal mapping needs.  Performed multiple VCS Tax password resets.  Processed multiple security requests.  Provided ongoing support for the VCS Tax application.  Provided ongoing support for the Sturgis Pay application.  Provided ongoing support for the SAGE (Peachtree) application.  Provided ongoing support for the VCS/CDIMS FiFa Interface process with COC.  Updated Mail Fees for specified levy batch numbers.  Provided ongoing support for IT related purchases.  Processed multiple vendor access requests for VCS Tax.  Processed multiple vendor access requests for MAVRO.  Processed multiple vendor access requests for Q-Matic.  Provided ongoing support for the Logicalis Call Center system.  Provided ongoing support for the COC Public Access application.  Provided ongoing support for the VCS Tax/MAVRO interface.  Provided support for South State Bank check scanning.  MAC-New Network Connectivity for Conference Room Scheduler.  Provided ongoing support for the Cisco Call center solution.  145 Tickets Resolved.  Provided GIS data analysis and mapping for special projects. TRANSIT DEPARTMENT  57 Tickets Resolved.  Provided ongoing support for the TripSpark suite of applications.  Implemented the MyRide mobile and web application.  Provided ongoing support for the PASS application.  Provided ongoing support for the PASS IVR system.  MAC-New Network Connectivity for New Building.  Began conversion to Cityworks for Transit Asset Management System.  Maintained and coordinated GIS feature class updates for bus stops and routes.  Supported Transit in meetings for software transition to TripSpark. Augusta Information Technology Annual Report Page 23  Continued support for WebGIS app for ArcGIS Online - ARTS Transit Service Area Mapping.  Assisted Transit (RATP DEV) with developing new route card schedules for City’s website.  Installed fiber for network connectivity. Installed Comcast for WIFI connectivity. Ordered network switches and wireless hardware. UTILITIES - ADMINISTRATION  Continued to provide MRAD address comparison for enQuesta on Stormwater accounts and addressing validation issues on water and sewer.  Supported Cityworks for all of Utilities including GIS data integration issues, additional processes, modifications to current workflows, and training.  Supported relational databases Cityworks and ArcSDE with SQL Replication to improve efficiency of data transfer to ensure timely support for updating data.  Supported Cityworks upgrades including database, program, and interfaces.  Supported Cityworks with Crystal Report creation for clients and performed Cityworks Analytics for supporting documentation. Created and published an Operations Dashboard for AUD to monitor the progress of the SL RAT (Sewer Line Rapid Assessment Tool) program with expanded data visualization capabilities.  Continued support for Fiber Project.  Supported Utilities Easement Project including ArcGIS training and troubleshooting.  Supported Cityworks Storeroom Solution including program modifications, client training, and reporting.  Supported Cityworks Fort Gordon with modifications, reporting, and maintenance.  Provided support for Root Control project by creating custom ArcGIS Online map used by contractor to edit data in the field and identify treated sewer gravity mains.  Maintained sub-organization within Pictometry application.  Supported cross-departmental Demolition Process in Cityworks.  Orders Processed - 52.  Provided ArcGIS desktop support and troubleshooting.  Configured Attribute Assistant tool for Water data to ensure data integrity, using complex expression to automate multiple field calculations per asset.  Supported AUD with developing FOG program work process.  MAC-AutoCAD Upgrade.  Processed multiple network and application security requests.  Provided and coordinated IT purchases based on departmental needs.  Managed Cognos user security.  Managed Invoice Cloud user security.  Managed enQuesta user security.  Supported ICOM3 application.  Supported Utilities Month-End process procedures.  Supported Utilities Year-End process procedures.  Modified and Managed SQL Queries for Water Loss Study Team.  Managed enQuesta files on application server.  Supported enQuesta application.  Supported Invoice Cloud Biller Portal.  Supported Compliance Suite.  Managed Cognos scheduled reports. Augusta Information Technology Annual Report Page 24  Created and implemented Google Analytics for Utilities.  Managed Utilities e-mail distribution groups.  Provided queries as needed to AUD for enQuesta data.  Supported Field Deployment Management system (FDM).  Created and ran reports for public open records requests.  Setup Trimble Positions to utilize SQL server database.  Upgrade Cognos to version 11.1.  Vendor support for URM.  Upgraded Trimble to version 10.6.1.1.  Upgraded Flowlink Pro to version 5.18.  Provided ongoing support for Netmotion and AnyConnect.  128 Tickets Resolved. UTILITIES - CENTRAL AVE  32 Tickets Resolved.  Assisted with assessment of RFID for inventory management within Cityworks.  Processed multiple network and application security requests.  Provided ongoing support for Netmotion and AnyConnect.  Provided ongoing support for Cityworks.  Continued support of Utilities Facilities and Maintenance department.  Provided and coordinated IT purchases based on departmental needs.  Provided on-going support for ETAP. UTILITIES – ENGINEERING  158 Tickets Resolved. UTILITIES - FORT GORDON  27 Tickets Resolved.  Process network and application security requests.  Provided and coordinated IT purchases based on departmental needs.  Provided ongoing support for Netmotion and AnyConnect.  Provided ongoing support for Cityworks.  Continued support of Fort Gordon Location.  Supported InfoWater application. UTILITIES - HIGHLAND AVE FILTER  39 Tickets Resolved. UTILITIES - HIGHLAND AVE FILTER PLANT  Supported Water Quality Report and processed new year`s reports.  Continued support of Water Treatment Plants.  Provided ongoing support for Netmotion and AnyConnect.  Provided mobile devices support.  Processed network and application security requests.  Provided and coordinated IT purchases based on departmental needs.  Continued support of WIMS software. UTILITIES - METERING  61 Tickets Resolved.  Began support for upgrade of MVRS to FCS (meter reading software).  Began support for integration of Cityworks and enQuesta.  Began assessment of Advanced Metering Infrastructure for Metering.  Supported Invoice Cloud Biller Portal. Augusta Information Technology Annual Report Page 25  Continued support of Metering department.  Processed multiple network and application security requests.  Provided ongoing support for Meter Reading Handheld units.  Provided ongoing support of MVRS.  Provided ongoing support for enQuesta.  Assisted with Tyco security support.  Supported FDM (Field Deployment Management system). UTILITIES - N. MAX HICKS WATER TREATMENT PLANT  Provided ongoing support for Cityworks.  Provided and coordinated IT purchases based on departmental needs.  Continued support of Water Treatment Plants.  Processed network and application security requests.  19 Tickets Resolved. UTILITIES - PEACH ORCHARD  Provided and coordinated IT purchases based on departmental needs.  Processed multiple network and application security requests.  Continued support of Customer Service department.  Supported enQuesta Document Designer.  Assisted with supporting EDMS.  Managed Invoice Cloud user security.  Managed enQuesta user security.  Managed Cisco Finesse user security.  Supported Invoice Cloud Biller Portal.  Supported Cisco IVR call recordings.  Provided queries as needed to AUD for IVR data.  Supported IVR phone system.  Provided ongoing support for Cisco Reporting.  Supported cashiering mobile devices for taking credit card payments.  Provided ongoing support for enQuesta.  Provided ongoing support for Q-matics system.  Managed enQuesta printers.  Assisted with internal Customer moves.  Supported outdial process for Credit and Collections.  Provided support and data reporting for online payments.  Supported Pay-By-Text.  Provided support and data reporting for telephone payments.  Provided support for WebConnect.  Managed security for Q-matics system.  Supported software for South State Bank.  Managed IVR prompt changes and additions.  Performed IVR script changes as needed.  Managed Cognos user security.  Supported Cognos.  Supported call monitoring.  Supported Mavro remittance process.  Supported FDM (Field Deployment Management system).  80 Tickets Resolved. Augusta Information Technology Annual Report Page 26 UTILITIES - PLANT 2  Processed network and application security requests.  Provided and coordinated IT purchases based on departmental needs. UTILITIES - PLANT 3  Provided and coordinated IT purchases based on departmental needs.  Processed network and application security requests. UTILITIES - RAW WATER PUMPING  8 Tickets Resolved. UTILITIES - RAW WATER PUMPING STATION  Processed multiple network and application security requests.  Provided and coordinated IT purchases based on departmental needs.  Supported change process for new building. UTILITIES - WALKER ST  77 Tickets Resolved.  Implemented payment kiosk for Customer Service.  Assisted with ACH file issues.  Performed IVR script changes.  Managed Cognos user security.  Managed IVR prompt changes and additions.  Managed security for Q-matics system.  Supported software for South State Bank.  Provided Support for WebConnect.  Supported IVR Customer Service Holiday messages.  Managed monthly Open Issues discussion via conference call with vendor (Systems and Software) to keep abreast of the status of open enQuesta issues.  Provided ongoing support for enQuesta.  Managed enQuesta printers.  Processed network and application security requests.  Provided support for H2O Map.  Provided Support and Data Reporting for On-Line Payments.  Supported Pay-By-Text.  Provided Support and Data Reporting for Telephone Payments.  Provided and coordinated IT purchases based on departmental needs.  Processed network and application security requests.  Continued support of Customer Service department.  Supported enQuesta Document Designer.  Assisted with supporting EDMS.  Managed Invoice Cloud user security.  Managed enQuesta user security.  Managed Cisco Finesse user security.  Supported Invoice Cloud Biller Portal.  Supported Cisco IVR call recordings.  Provided queries as needed to AUD for IVR data.  Supported IVR phone system.  Provided ongoing support for Cisco Finesse.  Provided ongoing support for Cisco Reporting.  Supported cashiering mobile devices for taking credit card payments. Augusta Information Technology Annual Report Page 27  Provided ongoing support for enQuesta.  Provided ongoing support for Q-matics system.  Managed enQuesta printers.  Updated and supported Mavro Data Views.  Provided support for assessment of Billing Revenue Analysis for Customer Service.  Support live call monitoring.  Supported Mavro remittance process for mailed payments.  Installed FDM for meter reading assessments. UTILITIES - WASTE WATER TREATMENT  6 Tickets Resolved. UTILITIES C AND M WYLDS RD  70 Tickets Resolved. Commission Meeting Agenda 6/2/2020 2:00 PM Approve Contract with Tyler Technologies to implement Tyler Cashiering for the Tax Commissioner’s Office Department:Information Technology Department:Information Technology Caption:Approve Contract with Tyler Technologies to implement Tyler Cashiering for the Tax Commissioner’s Office. Background:The Richmond County Tax Commissioner is the official responsible for receiving and processing applications for homestead exemption; serving as agent of the State Revenue Commissioner for the registration of motor vehicles; and performing all functions related to billing, collecting, disbursing, and accounting for ad valorem taxes collected in this county on behalf of the State of Georgia, Richmond County Commission, and the Richmond County Board of Education. In June of 2017, the Augusta Commission approved a contract with Tyler Technologies for the implementation of Tyler iasWorld in order to enhance the capability of the Augusta offices and departments to capture and maintain accurate property and customer information, value properties in accordance with Computer Assisted Mass Appraisal (CAMA) best practices, generate tax bills (and other bills independent of the tax system), accept payments, and facilitate teamwork among county offices through effective information transfer and sharing. Analysis:The goal of this project is to enhance the capabilities of the Tax Commissioner’s Office as it relates to its stated mission of billing, collecting, disbursing, and accounting for taxes. Adding on the Tyler Cashiering module to the Tyler iasWorld application will streamline processes, allow for better customer service, and provide a robust solution to meet the needs of the Tax Commissioner’s Office. Financial Impact:Estimated up-front cost is $128,986.00 from the SPLOST VII TCO/TAO Software Consolidation project (GL 329-01-2110/JL 216-72-5902). Estimated annual maintenance for this solution is Cover Memo $22,649.00. The annual maintenance cost will be a general fund expense Alternatives: Recommendation:Approve Contract with Tyler Technologies to implement Tyler Cashiering for the Tax Commissioner’s Office. Funds are Available in the Following Accounts: This project is to be funded through the SPLOST VII TCO/TAO Software Consolidation project. the estimated annual maintenance cost of $22,649.00 will be funded from general fund operations. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Quoted By:David Regnery Date:4/14/2020 Quote Expiration:3/29/2020 Quote Name:Augusta-Richmond County-ERP-Cashiering Quote Number:2019-94585 Quote Description:Tyler Cashiering Sales Quotation For Augusta-Richmond County 535 Telfair St Ste 400 Augusta, GA 30901-2375 Phone +1 (706) 821-2310 Tyler Software and Related Services Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance Revenue: Tyler Cashiering $125,826.00 136 $23,800.00 $0.00 $149,626.00 $22,649.00 Sub-Total:$125,826.00 $23,800.00 $0.00 $149,626.00 $22,649.00 Less Discount:$25,165.00 $0.00 $0.00 $25,165.00 $22,649.00 TOTAL:$100,661.00 136 $23,800.00 $0.00 $124,461.00 $0.00 Other Services Description Quantity Unit Price Unit Discount Extended Price Project Management 12 $175.00 $0.00 $2,100.00 TOTAL: $2,100.00 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance Cash Drawer 1 $260.00 $0.00 $260.00 $0.00 $0.00 $0.00 Hand Held Scanner - Model 1950GSR 1 $450.00 $0.00 $450.00 $0.00 $0.00 $0.00 Hand Held Scanner Stand 1 $30.00 $0.00 $30.00 $0.00 $0.00 $0.00 ID Tech MiniMag USB Reader 1 $62.00 $0.00 $62.00 $0.00 $0.00 $0.00 Printer (TM-S9000)1 $1,623.00 $0.00 $1,623.00 $0.00 $0.00 $0.00 2019-94585 - Tyler Cashiering CONFIDENTIAL 1 of 4 3rd Party Hardware, Software and Services Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance Discount Total Year One Maintenance 3rd Party Hardware Sub-Total: $0.00 $2,425.00 $0.00 TOTAL: $2,425.00 $0.00 Summary One Time Fees Recurring Fees Total Tyler Software $100,661.00 $0.00 Total Tyler Services $25,900.00 $0.00 Total 3rd Party Hardware, Software and Services $2,425.00 $0.00 Summary Total $128,986.00 $0.00 Contract Total (Excluding Estimated Travel Expenses) $128,986.00 Estimated Travel Expenses $6,850.00 Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held for six (6) months from the Quote date or the Effective Date of the contract, whichever is later. Customer Approval: Date: Print Name: P.O. #: All primary values quoted in US Dollars Tyler Discount Detail Description License License Discount License Net Maintenance Basis Year One Maint Discount Year One Maint Net Revenue: Tyler Cashiering $125,826.00 $25,165.00 $100,661.00 $22,649.00 $22,649.00 $0.00 TOTAL:$125,826.00 $25,165.00 $100,661.00 $22,649.00 $22,649.00 $0.00 2019-94585 - Tyler Cashiering CONFIDENTIAL 2 of 4 Comments Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall conform to the following terms: •License fees for Tyler and third party software are invoiced upon the earlier of (i) deliver of the license key or (ii) when Tyler makes such software available for download by the Client; •Fees for hardware are invoiced upon delivery; •Fees for year one of hardware maintenance are invoiced upon delivery of the hardware; •Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes the software available for download by the Client (for Maintenance) or on the first day of the month following the date this quotation was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the applicable term under the Agreement, with renewals invoiced annually thereafter in accord with the Agreement. •Fees for services included in this sales quotation shall be invoiced as indicated below. o Implementation and other professional services fees shall be invoiced as delivered. o Fixed-fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module. o Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, Tyler will invoice Client the actual services delivered on a time and materials basis. o Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be invoiced monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. o If Client has purchased any change management services, those services will be invoiced in accordance with the Agreement. o Notwithstanding anything to the contrary stated above, the following payment terms shall apply to services fees specifically for migrations: Tyler will invoice Client 50% of any Migration Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%, by line item, will be billed upon the go-live of the applicable product suite. Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first product suite. Unless otherwise indicated on this Sales quotation, annual services will be invoiced in advance, for annual terms commencing on the date this sales quotation is signed by the Client. If listed annual service(s) is an addition to the same service presently existing under the Agreement, the first term of the added annual service will be prorated to expire coterminous with the existing annual term for the service, with renewals to occur as indicated in the Agreement. •Expenses associated with onsite services are invoiced as incurred. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services depends on such factors as your level of involvement in the project and the speed of knowledge transfer. Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy. Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and 2019-94585 - Tyler Cashiering CONFIDENTIAL 3 of 4 Comments remitting. Installations are completed remotely, but can be done onsite upon request at an additional cost. In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel. Implementation hours are scheduled and delivered in four (4) or eight (8) hour increments. Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users. Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support. Tyler's pricing is based on the scope of proposed products and services being obtained from Tyler. Should portions of the scope of products or services be removed by the Client, Tyler reserves the right to adjust prices for the remaining scope accordingly. Development modifications, interfaces and services, where applicable, shall be invoiced to the client in the following manner: 50% of total upon authorized signature to proceed on program specifications and the remaining 50% of total upon delivery of modifications, interface and services. 2019-94585 - Tyler Cashiering CONFIDENTIAL 4 of 4 -t Print Form Sole Source Justification (Reference Article 6, Procurement Source Selection Methods and Contract Awards, S 1.10-56 SOLE SOURCE PROCUREMENT Vendor: Tyler Technologies, lnc. E-Verify Number:4351 0 Commoditv:Tvler Cashierino Estimated annual expenditure for the above commodity or service:$ 128,986.00 Initial all entries below that apply to the proposed purchase. Attach a memorandum containing completejustification and support documentation as directed in initialed entry. (More than one entry will apply to most sole source products/services requested). SOLE SOURCE REQUEST IS FOR THE ORIGINAL MANUFACTURER OR PROVIDER, THERE ARE NO REGIONAL DISTRIBUTORS. (Attach the manufacturer's written certification that no regional distributors exist. Item no. 4 also must be completed.) SOLE SOURCE REQUEST IS FOR ONLY THE AUGUSTA GEORGIA AREA DISTRIBUTOR oF THE ORIGINAL MANUFACTLIRER oR PROVIDER. (Attach the manufacturer'5 - n61 the distributol'5 - written certification that identifies all regional distributors. Item no. 4 also must be completed.) THE PARTS/EQUIPMENT ARE NOT INTERCHANGEABLE WITH SIMILAR PARTS OF ANOTHER MANUFACTLIRER. (Explain in separate memorandum. ) THIS IS THE ONLY KNOWN ITEM OR SERVICE THAT WILL MEET THE SPECIALIZED NEEDS oF THIS DEPARTMENT oR PERIORM THE INTENDED FUNCTIoN. (Attach memorandum with details of specialized function or application.) THE PARTS/EQUIPMENT ARE REQUIRED FROM THIS SOURCE TO PERMIT STANDARDIZATION. (Attach memorandum describing basis for standardization request.) NONE OF THE ABOVE APPLY. A DETAILED EXPLANATION AND JUSTIFICATION FOR THIS SOLE SOURCE REQUEST IS CONTAINED IN ATTACHED MEMORANDUM. The undersigned requests that competitive procurement be waived and that the vendor identified as the supplier of the service or material described jrp this sole source justification be authorized as a sole source for the service or malerial. I f J. 4. 5. 6. X l. 2. it qtrit'es Name: Department Head Signatu Approval Authority: Administrator Approval: (required - not required) COMMENTS: Rev. 09/10/12 tion Techn Date: 5/4/2020 o^t", 5/t /qa ( oUo, ( ss rc(t {)1lV r nt'/ Date: I N FORMATION TECH NOTOGY Tameka Allen Director Reggie Horne Deputy Director Ms. Geri Sams, Di Ms. Tameka Al Requestfor '-Tyler Cashiering Module forTCO May 4,2020 Gary Hewett Deputy Director To: From: Subject: Date: ln 2017,The Richmond CountyTax Commissioner's Office (TCO), dte Richmond CountyTax Assessor's Office (TAO), and the Augusta lnformation Technology Department (lT) explored oPtions for a major project intended to result in the replacement of the software packages that are resPonsible for CAMA (Computer Aided Mass Appraisal) andTu Billing and Collection. As a result of that exploration and dre resultant Procurement Process, the Augusta Commission approved a contractwith TylerTechnologies for the implementaton of Tyler iasWorld in June 2017. Since that contract was approved, the needs of the Tax Commissioner's Office have increased as it relates to customer service and bill collection, andit is necessary to implementTyler Cashiering in association with the Tyler iasWorld softrryare. I have attached the proposal from Tyler for this project, and it includes software licensing, project management, and the necessary cashiering hardware. TylerTechnologies is the only entity from which this application can be purchased. The total cost of this upgrade is $128,986.00 to be funded from the SPLOSTVIt TCOIIAO Sofhryare Consolidation project (GL 329-O1-2llO/JL216-n-5902). The ongoing maintenancefor this application will be funded from the lnformation Technology operating budget beginning in year 2 and continuing so long as the module is in use. I am requesting Procurement's approval to proceed with this endeavor and requireyour signature below, Thankyou in advance foryour consideration and response. 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Background:Augusta-Richmond County contracts with the State of Georgia to house Two Hundred Thirty (230) non-violent inmates to perform skilled/non-skilled labor in City Departments Analysis:The Georgia Department of Corrections pays the City of Augusta a per diem of Twenty Two ($22.00) dollars per day per inmate Financial Impact:The revenue received from the State of Georgia is approximately (46%) of the institution's annual budget. Alternatives: Recommendation:Approve the Augusta-Richmond County FY21 Capacity Agreement to house Two Hundred (230) non-violent inmates Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Cover Memo 1 FY21_CountyCap INTERGOVERNMENTAL AGREEMENT BY AND BETWEEN GEORGIA DEPARTMENT OF CORRECTIONS AND AUGUSTA GEORGIA COUNTY CAPACITY THIS AGREEMENT is entered into the 1st day of July, 2020, by and between the GEORGIA DEPARTMENT OF CORRECTIONS, an agency of the State of Georgia (“Department”), and AUGUSTA GEORGIA, a political subdivision of the State of Georgia (“County”), acting by and through its Board of County Commissioners, referred to individually as “Party” or together as “Parties.” WHEREAS, Department desires to contract with County for appropriate care and custody of certain offenders for which Department is responsible, (“State Offenders”); and County desires to provide appropriate care and custody of State Offenders at a correctional institution operated by County (“Services”). NOW, THEREFORE, in consideration of these premises and the mutual promises and agreements hereinafter set forth, the parties hereby agree as follows: 1. Care and Custody. County agrees to provide complete care and custody of up to 230 State Offenders daily, for the Term of this Agreement and in accordance with all applicable state and federal laws, rules, and regulations. Without limiting the generality of the foregoing, County specifically agrees that no State Offender labor shall benefit private persons or corporations. 2. Recording Offender Movement in SCRIBE. County agrees to record any and all movement of State Offenders transferred in and out of the County facility by entering the movement in Department’s SCRIBE system on the same day the movement occurs. Movements that are not entered in SCRIBE on the day the movement occurs will not show as an adjustment and result in an inaccurate daily count. County is solely responsible for implementing procedures to ensure that SCRIBE entries are made accurately and in a timely manner. County is responsible for verifying the State Offender count and all movements in and out of the County facility in SCRIBE on a daily basis to ensure that the count is accurate. County understands that the count reflected in SCRIBE is the official count for purposes of calculating payment under this Agreement. Late documentation, lack of documentation, or inaccurate documentation may result in delayed payment or non- payment under this Agreement. County agrees to grant Department access to County’s records, documentation procedure, and personnel for purposes of auditing SCRIBE entries and verifying State Offender count at any time upon Department’s request. 2 FY21_CountyCap 3. Notification of Medical Treatment. County shall notify Department of any State Offender that the County transfers to a hospital for treatment that will require an overnight stay or for whom treatment is likely to cost in excess of One Thousand Dollars ($1,000.00). Said notification shall be provided via telephone contact within Twenty-Four (24) hours of offender being admitted for treatment on an outpatient or inpatient basis. County shall notify Department pursuant to this paragraph by calling the Department’s “On Call Utilization Management Nurse” at 404-863-3079 at any time of day or night. 4. Employee or Offender Misconduct. The County agrees that it will notify the Department within ten (10) business days after terminating an employee of the County correctional institution for misconduct or of the resignation of any employee in connection with an allegation or investigation of misconduct. The County further agrees that it will notify the Department within ten (10) business days if it, one of its employees, or any other law enforcement officer secures a criminal warrant for the arrest or otherwise pursues the prosecution of an offender being housed at the County CI for criminal conduct allegedly committed at the County CI. County agrees that it will not hire any employee terminated by Department for misconduct or who resigns from Department in connection with an allegation or investigation of misconduct. 5. Compensation. Department agrees to pay County the sum of Twenty-Two Dollars ($22.00) per State Offender per day for the duration of this Agreement. County agrees that upon receipt of documentation from the Department showing inmate dates and total amount of payment, County shall validate the accuracy of the documentation in a manner as prescribed by the Department and return the validation of the same to the Business Management Unit within seven (7) business days of receiving the documentation. Department shall endeavor to pay County for Services within Forty-Five (45) days of invoice receipt in approved form. County acknowledges and agrees that the Commissioner of Corrections shall have sole authority with respect to the transfer of State Offenders to and from the County correctional institution and Department shall not incur charges for State Offenders not under the care and custody of County. A State Offender is not under the care and custody of County when a State Offender is not housed at the County facility including when a State Offender is out to court or sent to a Department facility for medical or mental health evaluation. 6. Term of Agreement. The term of this Agreement shall be from July 1, 2020 until 11:59 p.m. on June 30, 2021 (the “Term”). The Parties may, by mutual agreement in writing, extend the Term for additional time periods. 7. Termination. Department may at any time and for any reason terminate this Agreement by providing written notice in advance of such termination to County. In the event of termination under this paragraph, Department shall pay County for Services performed prior to the effective date of termination; provided, however, that payments otherwise due County may be applied by Department against amounts due or claimed to be due to Department. In the event that County fails to comply with the provisions of this Agreement, Department may terminate this Agreement for cause and without notice. If 3 FY21_CountyCap termination is for cause, payments may be withheld by Department on account of the Services being deemed deficient and not remedied by County prior to the effective date of termination. County shall be liable to Department for any additional cost incurred by Department as a result of deficiencies in the Services to be provided hereunder. 8. Prison Rape Elimination Act. County agrees that it will adopt and comply with 28 C.F.R. 115, entitled the Prison Rape Elimination Act (“PREA”). As required in 28 C.F.R. 155.12, County further agrees to cooperate with Department in any audit, inspection, or investigation by Department or other entity relating to County’s compliance with PREA. Department shall monitor the County’s compliance with PREA and shall have the right to inspect any documents or records relating to such audit, inspection or investigation, and County will provide such documents or records at Department’s request. County acknowledges that any violation of PREA is a material breach of this Agreement, is cause for termination of this Agreement and may lead to administrative and criminal sanctions. The County shall acknowledge in writing that the Department has advised the County of these matters. 9. Sexual Harassment Prevention. The State of Georgia promotes respect and dignity and does not tolerate sexual harassment in the workplace. The State is committed to providing a workplace and environment free from sexual harassment for its employees and for all persons who interact with state government. All State of Georgia employees are expected and required to interact with all persons including other employees, Governmental Entity’s, and customers in a professional manner that contributes to a respectful work environment free from sexual harassment. Furthermore, the State of Georgia maintains an expectation that its Governmental Entity’s and their employees and sub-contractors will interact with entities of the State of Georgia, their customers, and other Governmental Entities of the State in a professional manner that contributes to a respectful work environment free from sexual harassment. Pursuant to the State of Georgia’s Statewide Sexual Harassment Prevention Policy (the “Policy”), all Governmental Entities who are regularly on State premises or who regularly interact with State personnel must complete sexual harassment prevention training on an annual basis. A Governmental Entity, including its employees and sub-contractors, who have violated the Policy, including but not limited to engaging in sexual harassment and/or retaliation may be subject to appropriate corrective action. Such action may include, but is not limited to, notification to the employer, removal from State premises, restricted access to State premises and/or personnel, termination of contract, and/or other corrective action(s) deemed necessary by the State. 4 FY21_CountyCap (i) If Governmental Entity is an individual who is regularly on State premises or who will regularly interact with State personnel, Governmental Entity certifies that: (a) Governmental Entity has received, reviewed, and agreed to comply with the State of Georgia’s Statewide Sexual Harassment Prevention Policy located at http://doas.ga.gov/human-resources- administration/board-rules-policy-and-compliance/jointly-issued- statewide-policies/sexual-harassment-prevention-policy; (b) Governmental Entity has completed sexual harassment prevention training in the last year; or will complete the Georgia Department of Administrative Services’ sexual harassment prevention training located at http://doas.ga.gov/human-resources-administration/sexual- harassment-prevention/hr-professionals/employee-training (scroll down to section for entities without a LMS section) or this direct link https://www.youtube.com/embed/NjVt0DDnc2s?rel=0 prior to accessing State premises and prior to interacting with State employees; and on an annual basis thereafter; and, (c) Upon request by the State, Governmental Entity will provide documentation substantiating the completion of sexual harassment training. (ii) If Governmental Entity has employees and sub-contractors that are regularly on State premises or who will regularly interact with State personnel, Governmental Entity certifies that: (a) Governmental Entity will ensure that such employees and sub- contractors have received, reviewed, and agreed to comply with the State of Georgia’s Statewide Sexual Harassment Prevention Policy located at http://doas.ga.gov/human-resources-administration/board- rules-policy-and-compliance/jointly-issued-statewide-policies/sexual- harassment-prevention-policy; (b) Governmental Entity has provided sexual harassment prevention training in the last year to such employees and sub-contractors and will continue to do so on an annual basis; or Governmental Entity will ensure that such employees and sub-contractors complete the Georgia Department of Administrative Services’ sexual harassment prevention 5 FY21_CountyCap training located at http://doas.ga.gov/human-resources- administration/sexual-harassment-prevention/hr- professionals/employee-training (scroll down to section for entities without a LMS section) or this direct link https://www.youtube.com/embed/NjVt0DDnc2s?rel=0 prior to accessing State premises and prior to interacting with State employees; and on an annual basis thereafter; and (c) Upon request of the State, Governmental Entity will provide documentation substantiating such employees and sub-contractor’s acknowledgment of the State of Georgia’s Statewide Sexual Harassment Prevention Policy and annual completion of sexual harassment prevention training. 10. Notices. Any notice under this Agreement, other than those referenced in Paragraph 3, “Notification of Medical Treatment,” shall be deemed duly given if delivered by hand (against receipt) or if sent by registered or certified mail, return receipt requested, to a Party hereto at the address set forth below or to such other address as the Parties may designate by notice from time to time in accordance with this Agreement. If to the County: Augusta Georgia Administrator, Board of Commissioners 535 Telfair Street, Ste. 910 Augusta, GA 30901 With a copy to: Richmond County Prison Warden, Evan Joseph 2314 Tobacco Road Augusta, GA 30906 If to the Department: Jennifer Ammons General Counsel Georgia Department of Corrections State Office South, Gibson Hall, 3rd Floor P.O. Box 1529 Forsyth, Georgia 31029 With a copy to: Robert Toole Facilities Director Georgia Department of Corrections State Office South, Gibson Hall, 1st Floor P.O. Box 1529 Forsyth, Georgia 31029 6 FY21_CountyCap 11. Reimbursement of Medical Costs. a. Department agrees to reimburse County for certain costs of medical services required for medical conditions which: (1) pose an immediate threat to life or limb, and (2) occur under circumstances in which the State Offender cannot reasonably be placed in a state institution for the receipt of this care (“Emergency Medical Services”). Department’s obligation to reimburse County for the cost of any medical services, to include Emergency Medical Services, arises only when the cost per State Offender per incident exceeds One Thousand Dollars ($1,000.00), and Department shall only be liable for the amount in excess of One Thousand Dollars ($1,000.00), subject to the limitations of this paragraph and other applicable laws and regulations. b. County agrees to invoice Department monthly for the actual cost of Emergency Medical Services paid by County. If there existed any rate agreement between County and the hospital or hospital authority at the time Emergency Medical Services were rendered, the invoice must reflect such rate. All invoices from County must include an invoice or receipt from the hospital that clearly shows the actual cost of Emergency Medical Services paid by County. c. Department is not liable to County for any late fees or charges imposed by the hospital, hospital authority (collectively, “Late Fees”), or other service provider, for late or nonpayment by the County. County agrees to exclude Late Fees from its invoices to Department. d. If Department reasonably determines that there is a difference between the actual cost incurred by County and the invoice sent to Department, Department may assess an administrative fee of one-half (1/2) of the difference to cover the administrative costs incurred by the Department. Department shall send County written notice of any administrative fees, and County shall have Thirty (30) days to make payment or to dispute the fee in writing. If County does not make payment of undisputed administrative fees by the due date, Department is entitled to a setoff of the same amount against future payments owing to County. e. Pursuant to O.C.G.A. § 42-5-2(c), Department shall reimburse County no more than the applicable Georgia Medicaid Rate for Emergency Medical Services provided to a State Offender by a hospital, hospital authority, or other service provider. Department shall not be liable to County for any amount paid by County to a hospital, hospital authority, or other service provider, in excess of the Medicaid Rate for emergency services provided to a State Offender. 7 FY21_CountyCap 12. Entire Agreement. This Agreement constitutes the entire agreement and understanding between the parties hereto and replaces, cancels and supersedes any prior agreements and understandings relating to the subject matter hereof, and all prior representations, agreements, understandings and undertakings between the parties hereto with respect to the subject matter hereof are merged herein. 13. Sole Benefit. Department and County enter into this Agreement for their sole benefit. Department and County do not intend to give any rights pursuant to this Agreement to any other parties. 14. Choice of Law and Venue. The Contract shall be governed in all respects by the laws of the State of Georgia. Any lawsuit or other action brought against the Department and the State based upon or arising from this Agreement shall be brought in the Superior Court of Fulton County, Georgia. 15. Amendment. The Parties recognize and agree that it may be necessary or convenient for the Parties to amend this Agreement and the Parties agree to cooperate fully in connection with such amendments if and as necessary. However, no change, modification or amendment to this Agreement shall be effective unless the same is reduced to writing and signed by the Parties. 16. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original but all of which shall constitute one agreement. No Party shall be bound by this Agreement until all Parties have executed it. IN WITNESS WHEREOF, the parties have caused the authorized representatives of each to execute this Agreement on the day and year first above written. GEORGIA DEPARTMENT OF COUNTY: CORRECTIONS: By: _______________________ By: _______________________ Jennifer Ammons General Counsel Print Name: _________________ Date: _____________________ Title:______________________ Date: ______________________ FACILITY WARDEN/SUPERINTENDENT By: _______________________ 8 FY21_CountyCap Print Name: _________________ Date: ______________________ Commission Meeting Agenda 6/2/2020 2:00 PM Accept evacuees from the coast in case of a major weather event. Department: Department: Caption:Update from Chief Chris James regarding what steps are we taking to accept evacuees from the coast in case of a major weather event. (Requested by Commissioner Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Commissioner Ben Hasan Department: Department: Caption:Discuss the upcoming COLA for city employees. (Requested by Commissioner Ben Hasan) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Augusta MS4 Storm Water Management Program Department:Engineering Department:Engineering Caption:Approve entering into Memorandum of Understanding (MOU) with a local Non-profit Organization (Greater Augusta Arts Council) to create opportunities for Augusta citizens’ participation in activities that are designed to reduce pollutants in local waterways and authorize Mayor to sign MOU as requested by the Augusta Engineering Department. Background:Augusta, Georgia has been tasked through the stormwater NPDES MS4 Permit to develop and implement public outreach and involvement activities that are designed to reduce pollutants in local waterbodies. Greater Augusta Arts Council is a local non-profit organization and have ongoing public education and public involvement programs in Richmond County. Augusta Engineering Department (AED) presently does not have a public education stormwater drain arts program but there is a need to expand surface water quality public education and involvement activities thorough this program. Analysis:Partnering with this local non-profit organization (Greater Augusta Arts Council) will be a more cost-effective approach and MOU would allow this organization to function as an extended arm of AED in delivery and implementation of public education and public involvement programs through storm drain art activities such as images and markers. It will also provide continuity of ongoing public education efforts. Financial Impact:No additional funds are requested. AED utilizes engineering stormwater program operation funds to support public outreach & public education activities. AED will be allocating up to $7,000 to support activities covered under this MOU. Alternatives:1). Do not approve and identify alternative way to perform needed task and complete required activities. Cover Memo Recommendation:Approve entering into Memorandum of Understanding (MOU) with a local Non-profit Organization (Greater Augusta Arts Council) to create opportunities for Augusta citizens participation in activities that are designed to reduce pollutants in local waterways and authorized Mayor to sign MOU as requested by the Augusta Engineering Department. Funds are Available in the Following Accounts: FUNDS ARE AVAILABLE IN THE FOLLOWING ACCOUNTS: Activities are supported through AED engineering operational funds ($7,000 year) 581-044320- 5211120 REVIEWED AND APPROVED BY: Cover Memo 1 | 4 P a g e G r e a t e r A u g u s t a A r t s C o u n c i l M O U 0 2 0 7 2 0 2 0 v e r 1 MEMORANDUM OF UNDERSTANDING between Augusta, Georgia and Greater Augusta Arts Council This Memorandum of Understanding (hereinafter “Memorandum”) made this _____ day of ___________________, 2020, by and between AUGUSTA, GEORGIA, as a political subdivision of the State of Georgia (hereinafter referred to as “Augusta, Georgia” or “Augusta”), as Party of the First Part, and Greater Augusta Arts Council (hereinafter referred to as “GAAC“) as Party of the Second Part. WHEREAS, the GAAC is the professional partnering entity assisting Augusta Engineering Department (AED) in Public Outreach & Education program and Surface Water Quality Assessment Program; WHEREAS, the specific requirements of Municipal Separate Storm Sewer System National Pollutant Discharge Elimination System (NPDES) Permit and associated Augusta Stormwater Management Plan is to expand existing water quality monitoring program and implement activities for water quality improvements of local water bodies in the Augusta through public outreach & education and utilization of relevant best management practices; WHEREAS, Augusta has determined that it would be of benefit to the citizens of Augusta, Georgia to contribute funding for the continuity of developing and conducting public education and outreach activities to educate the citizens of Augusta about protecting surface water quality through preventing the introduction of contaminants of concerns into the storm conveyance system; WHEREAS, Augusta has determined it would be cost effective approach and of benefit to the citizens of Augusta, Georgia to continue coordination with GAAC to educate and involve the citizens of Augusta about protecting surface water quality through public involvement and outreach activities. NOW, THEREFORE, as a desire of Augusta and GAAC to properly coordinate the development and implementation of these surface water quality protection activities through public outreach and involvement events, the parties hereby agree as follows: 2 | 4 P a g e G r e a t e r A u g u s t a A r t s C o u n c i l M O U / M a r c h 2 0 2 0 v e r 1 UNDERSTANDING: Augusta, Georgia and GAAC do hereby agree to the following: 1. The GAAC will conduct public involvement events, develop and disseminate public outreach and community education material through local media, public workshops, local school events, art programs and events, and other available means. All these activities shall be performed by GAAC; while Augusta Engineering Department (AED) will maintain program management, coordination, and communication with the program’s other partners. 2. The GAAC and AED shall expand existing public involvement activities within local watersheds to minimize adverse impacts on water quality of stressed watersheds to identify problematic areas using Environmental Protection Division approved methodology. 3. The GAAC shall produce relevant deliverables as specified in work plan specifically developed by the GAAC and approved by the AED. 4. AED shall contribute funds up to $7,000/year from its environmental (stormwater) and engineering operational funds to support expanded public outreach and community education activities. 5. The GAAC shall submit quarterly reimbursement claims with detailed description of work done during that quarter to AED within five days by end of the respective quarter. These reimbursement claims shall be prepared in a format acceptable by the AED. 6. Upon completion of the activities funded by AED, material produced under this MOU will become property of Augusta. However, the GAAC has non-exclusive rights to use this material for their activities and scientific search purposes after obtaining permission from AED. 7. The GAAC and AED shall explore ways to expand the program beyond work plan activities and explore other sources of funding to carry out these activities. 3 | 4 P a g e G r e a t e r A u g u s t a A r t s C o u n c i l M O U / M a r c h 2 0 2 0 v e r 1 DELIVERABLES: The GAAC shall provide to Augusta Engineering Department a quarterly project report describing activities outlined in the yearly work plan and any requested documentation required under this MOU. TIME: This MOU will remain in effect for the duration of Augusta MS4 NPDES current Permit term and will be automatically renewed with proceeding terms upon renewal of Augusta’s MS4 NPDES Permit and as agreed by both parties. TERMINATION: Both parties may terminate this MOU at any time by giving of forty-five (45) days written notice of such termination. Upon receipt of such notice of termination, GAAC shall discontinue all work under this MOU. Data gathered and material produced will become property of Augusta with GAAC maintaining the rights to use for public education and scientific advancement purposes. MISCELLANEOUS: 1. This Memorandum of Understanding shall be controlled by and construed in accordance with the laws of the State of Georgia. 2. Any notice given under this Memorandum shall be deemed given when provided in writing to the following persons: TO AUGUSTA, GA: AUGUSTA ENGINEERING DEPARTMENT ENGINEERING ADMINISTRATION ATTN: DIRECTOR OF ENGINEERING 452 WALKER ST, SUITE 110, AUGUSTA, GEORGIA 30901 TO: GREATER AUGUSTA ARTS COUNCIL: ATTENTION: EXECUTIVE DIRECTOR 1301 GREENE ST. AUGUSTA, GA 30904 4 | 4 P a g e G r e a t e r A u g u s t a A r t s C o u n c i l M O U / M a r c h 2 0 2 0 v e r 1 This Memorandum of Understanding is the entire agreement between the parties, and may not be amended, except by a writing executed by both parties. APPROVED: GREATER AUGUSTA ARTS COUNCIL AUGUSTA, GEORGIA By: _____________________________ By: ____________________________ Mayor Date: ___________________________ Date: __________________________ ATTEST: ATTEST: __________________________ Clerk of Commission Date:______________________________ Date:______________________________ Commission Meeting Agenda 6/2/2020 2:00 PM Dixon Airline Recycling and Disposal Department: Department: Caption:Request by Dixon Airline Recycling and Disposal for a letter of consistency to operate a construction and demolition landfill. (Requested by Commissioner Brandon Garrett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM flooding of the Cedar Grove Cemetery Department: Department: Caption:Discuss the flooding of the Cedar Grove Cemetery. (Requested by Commissioner Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Maintenance city maintained cemeteries Department: Department: Caption:Discuss dire need of continuous maintenance mowing and general work performance to maintain aesthetically pleasing results for city maintained cemeteries, Magnolia, Cedar Grove and Westview. (Requested by Commission John Clarke) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo AGEND.E ITEM REQUEST FORM Commission meetings: First and third Tuesdays of each month - 2:00 p.m. Committee meetings: Second and last Tuesdays of each month - 1:00 p.m. Commission/Committee: (Please check one and insert meeting date) Commission Public Safety Committee Public Services Committee Administrative Services Committee Engineering Services Committee Finance Committee Date of Meeting Name: /ilU, -f'' ^ . f^ '/ <-r(g Address: Telephone Number: Fax Number: E-Mail Address: opic of Diqcussion to be placed on Agenda: Please send this request form to the Ms. Lena J. Bonner Clerk of Commission Suite 220 Municipal Building 535 Telfair Street Augusta, GA 30901 following address: Telephone Number: Fax Number: E-MaiI Address: 706-821-1824 706-821-1838 nmorawski@au gustaga. gov Requests may be faxed, e-mailed or delivered in person and must be received in the Clerk's Office no later than 9:00 a.m. on the Thursday preceding the Commission or Committee meeting of the following week. A five-minute time limit will be allowed for presentations. Date of Meeting_ Date of Meetng 6 * /. -f,,A Date of Meeting Date of Meeting Date of Meeting Contact Information for Individual./Presenter Making the Request: Commission Meeting Agenda 6/2/2020 2:00 PM Vacant Lots Grass Cutting Department: Department: Caption:Update from Environmental Services Department regarding the process for vacant lots grass cutting. (Requested by Commissioner Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Appt. Augusta Economic Development Authority Department: Department: Caption:Motion to approve the reappointment of Mr. Butch Gallop and the appointment of Mr. Charles Lamback to fill the seat held by Mr. Terry Elam. (Requested by Commissioner Ben Hasan) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo UPDATE: 10/18/19 NAME OF BOARD DEVELOPMENT AUTHORITY OF RICHMOND COUNTY MEMBER TERM APPOINTED EXPIRATION W. Butch Gallop 4-yr. 11/15/16 6/03/19 Remer Brinson 4-yr. l0/08/08 6/03/11 Shell K. Berry 4-yr. 10/15/19 6/03/23 Wayne A. Gossage 4-yr. 06/04/19 6/03/23 Terry Elam 4 yr. 9/06/05 6/03/09 Bill Hollingworth 4 yr. 9/06/05 6/03/17 Brenda Bonner 4 yr. 9/06/05 6/03/09 Steven Kendrick 4 yr. 06/04/19 6/03/21 Henry Ingram 4 yr. 9/06/05 6/03/09 Executive Director: Cal Wray, (706) 821-1321 Attorney: Robert C. Hagler (706) 724-0171 Meeting Date: Third Wednesday of each month at 10:00 A.M Where: Augusta Economic Development Authority Historic Enterprise Mill, Suite 560, 1450 Greene Street Augusta, GA 30901 Created: Pursuant to O.C.G.A. 36-62-04 Commission Meeting Agenda 6/2/2020 2:00 PM Update Recruitment Process Director of Augusta Recreation Department: Department: Caption:Update on recruitment process for the Director of Augusta Recreation. (Deferred from the Commission May 5, 2020 Commission Meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Update SPLOST 8 Department: Department: Caption:Update from staff on SPLOST 8 in light of new March 2021 election date. (Deferred from the May 5, 2020 Commission Meeting requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Augusta Georgia Timeline for SPLOST 8 Election date: March 16, 2021 March 16, 2021 - election Item September 15, 2020 Notices Mailed to Inter-Governmental Agencies Mayor's Office mail notices of meeting of governing authorities to the Mayors of Hephzibah and Blythe to discuss inter-governmental agreement for distribution of SPLOST 8 proceeds. Notices must be mailed or delivered 10 days prior to the meeting. Inter-Governmental Meeting Local governments will hold meeting to discuss inter-governmental agreement for distribution of SPLOST proceeds. They must meet no less than thirty (30) days prior to the Call of Election by the Board of Elections. Commission Workshops(Presentations & Discussions) Commissioners will have workshops to discuss the SPLOST 8 list of projects. October 27, 2020 Final SPLOST 8 project list approved by Commission November 1, 2020 to Staff Preparation November 30, 2020 The Staff and City Attorney will prepare all necessary documentation. Approval of Intergovernmental Agreements December 1, 2020 Augusta approve Intergovernmental Agreement with Hephzibah and Blythe December 2, 2020 to Hephzibah and Blythe approve Intergovernmental Agreement with December 11, 2020 Augusta. Commission Passes SPLOST Resolution Commission passes SPLOST Resolution for March ballot. Special called meeting before committee meetings (Must be at least 90 days prior to election) January 6, 2021 Board of Elections Convenes The Board of Elections convenes in regular session to issue Call of Election. Notice to Newspaper Send Notice of Election/Resolution to newspaper for publication. Notice must be published once per week for four consecutive weeks prior to the election. February 9, 2021 Legal Notices Published - required for bonds February 16, 2021 Legal Notices Published February 23, 2021 Legal Notices Published March 2, 2021 Legal Notices Published March 9, 2021 Legal Notices Published March 16, 2021 Date of Election Collections will begin at the end of SPLOST 7 currently project to be either December 31, 2021 or March 31, 2022 February 2, 2021 Commission vote to authorize mayor to issue notice of Intergovernmental Meeting to City of Hephzibah and City of Blythe October 9, 2020 October 20, 2020 Ongoing until March 15, 2021 December 15, 2020 Commission Meeting Agenda 6/2/2020 2:00 PM FY20-21 CARES Act Supplemental Agreement #1 Department: Department: Caption:Motion to approve the acceptance of FTA 5311 Rural Program FY20-21 CARES Act Supplemental Agreement #1 in the amount of $525,664.00. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Review and sign document(s) | DocuSign Select Start to begin Page 1 of 1 START ] ACIou$$ft Hnvelope ID; A$AflCIS$B-a$7$-(PSS-$FE{-H$H2SICISI$2$ Russelt H, Muillurry, F"&n Sornl $ne fienrgis Senter 60O West Peachtree NW Atlarnta, GA 303$8 {4S4} 6ts'$-19S0 M*in Sfl$ceSeergim $&psr*msn! s{ ns'$nsg$rtsti$n tutray ?6, 2020 The Honorable l,lardie Davis Jr., lvlayon Angusta, GA 535 Tslfair Street Suite 210 Augusta, GA 30901 IN RE: FTA 53Xl - FY ?O-TT CABES ACT SUPPLEMEIITAI AGREEI\IIf;NT #T FruJect Number - T005376 Supplement*l Arnount- $SZS,$6+.gg Sear Mayor Davis: Enc[osed for executicn by Augusta, GA is an electron[c supplernentatr agreement for FY 202S2 CAflES &ct funding under the FTA SSLL Rural Progrann. Tfre pro;iect contains 100% federal fun emount of $41L,421.00 for operating assistance and 5114,t4I""S0 for capital asslstance. This supplenrentat sgreennent should br sxecuted by your governing boardlcornnrissioner nc June 15,1010" In$tructisns on how to *orrplete the eleetronic 5A have been attached for ysur eonvenience. il ts these lnstruetlsns as r"leeded to complete the electronic prncess. After the SA has been fully executed, the Departrnent rnrill issue an electronic nstifiration indir SA process has been cnrnpleted along with a (opy of the executed sr.lpplemental. The suppler npt valid until your a8ency receiues a written *Notlce to Proceed" frorn GBOT's lntermodal ofl Augusta, &{ rn$st cornply r,vitfi clf oppliroble flilA regrulotions, polJries, procedures ond directiy specfrcrlfu €Fff dJ?$"lF as it relotes fo tftird-Forty csnfrsrfjfi$r o*d procurement, If ytlu have further que$tlons, please do not hesitate to cofitaflt t(. Mellie Pettit, your District p Nlanager, at t478] 553-3410 CIr [pet!it@ds(,sB.sss. Sincerely, ,\ [li'l ..= 6SffiT https:l/na2.docusign.net/Signing/?ti:bd2fe690ef2l4ee3b3d3g454l 94f69ee > 5128t2020 l-eigh Ann Trainer Commission Meeting Agenda 6/2/2020 2:00 PM Right-of-Way Encroachment / Sidewalk Café Permit Ordinance Department:Planning & Development Department Department:Planning & Development Department Caption:Approve amendments to the Right-of-Way Encroachment / Sidewalk Café Permit Ordinance. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo May 13, 2020 Mayor Pro Tem Frantom, DDA’s across the county are looking at creative measures in regards to public space to help small businesses open and succeed after the COVID Pandemic. Most of our small downtown businesses are currently operating at a 50 percent or less capacity after being shuttered for 6 to 8 weeks. We believe the following temporary measures will allow restaurants to increase their capacity, make patrons feel safe about returning to downtown Augusta in an open air environment and increase the sales of other retail brick and mortar with additional dining patrons on the sidewalk. We are asking consideration on 2 items: 1. Amending the sidewalk ordinance for 60 days to allow restaurants to place additional outside seating on Broad Street in front of adjoining properties or businesses with written permission from the property or business owner. A 3 foot path as required by the American Disabilities Act (ADA) must be maintained at all times. Applicants would apply through Planning & Zoning and include the $25.00 fee, the proposed table layout and written letter of approval by adjoining business. Mr. Sherman estimates the turnaround time to be 1 to 2 days. Restaurants will follow the guidelines in Governor Kemp’s executive orders until they expire. 2. Allow side streets to close for a 60 day period on Friday and Saturday evenings only from 4 until 11 pm to allow for additional seating capacity from Broad to Ellis Street. The process would remain the same as it is now for First Friday and applicants would:  Submit a street closure request to the Sherriff’s office.  Pay for a 1 time drop of barricades.  Hire off-duty deputies while closed.  Traffic Engineering and the Sheriff’s Department must review and approve a Traffic Control Plan for safety and liability purposes prior to any use of public right-of-way. DDA Chairman Jack Evans and I had a conference call with Eric Kinlaw, Coco Rubio, Sean White and Allan Soto this past Monday to discuss 10th Street where they are all clustered. There is also interest in 11th and 12th Streets to date. They are all hopeful for approval and will follow the guidelines in Governor Kemp’s executive orders until they expire. In closing, the National Main Street Historic Trust predicts that 30% of all small downtown businesses will close over the next 5 months due to the Corona Pandemic across the nation. We want to do everything possible in downtown Augusta to help them re-open, flourish and remain on the tax rolls. We would like to have this ready to roll out by June 1 in order to promote and assist where needed. We thank all commissioners in advance for their consideration. Best, Margaret Woodard DDA Director Commission Meeting Agenda 6/2/2020 2:00 PM Asbestos Abatement Department:Central Services Department:Central Services Caption:Receive as information an emergency asbestos abatement in the east and west elevators of the Municipal Building in the amount of $36,720. Background:An asbestos inspection of the east and west elevator door service key hole took place on March 3, 2020, after a suspicious substance found by the elevator service company was suspected to be asbestos. The results of this inspection confirmed the asbestos suspicions. These elevators only service three floors and are not widely used. During the abatement, the equipment will be out of service for an estimated 12 days with minimal interruption to facility operations. As a State of Georgia licensed asbestos contractor must perform the asbestos abatement, the attached proposal is submitted. Analysis: Financial Impact:SPLOST 7 Existing Facility Upgrades $36,720 Alternatives:Receive as information an emergency asbestos abatement in the east and west elevators of the Municipal Building in the amount of $36,720. Recommendation:Receive as information an emergency asbestos abatement in the east and west elevators of the Municipal Building in the amount of $36,720. Funds are Available in the Following Accounts: Funding: SPLOST VII GL: 329051120/5413120 JL: 216057902/5413120 Cover Memo REVIEWED AND APPROVED BY: Cover Memo 1 Laquona Sanderson From:Sheila Paulk Sent:Friday, May 8, 2020 10:41 AM To:Takiyah A. Douse; Geri Sams Cc:Tony McDonald; Natascha Dailey; Laquona Sanderson Subject:RE: Emergency Request Importance:High Mrs. Douse, Ms. Sams has approved the Emergency request concerning asbestos abatement services at the Municipal Building, in the amount of $36,720.00. Please proceed. This item requires Commission notification; please prepare an Agenda Item for Commission Information. Sec. 1-10-57. Emergency procurement selection method. Notwithstanding any other provisions of this chapter, the Procurement Director, Augusta, Georgia Administrator or constitutional officer may make or authorize others to make emergency procurement of equipment, supplies, services, general construction, or public works type construction services when there exists a threat to public health, welfare, or safety, or where daily operations are affected; provided that such emergency procurement shall be made with such competition as is practicable under the circumstances. As soon as practicable, a record of each emergency procurement shall be made and shall set forth the contractor's name, the amount and type of the contract, a listing of the item(s) procured under the contract, and the identification number of the contract file. A written report explaining the determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file, and a copy of same provided the Augusta, Georgia Commission at their next regular meeting in the case of public works contracts as defined by Georgia Law or other Augusta, Georgia purchases when the value of the purchase exceeds twenty-five thousand dollars ($25,000). In the event an emergency should arise after office hours or on holidays or weekends which requires immediate action on the part of the using agency involved and where it is not possible or convenient to reach the Procurement Director, constitutional officer, or Administrator, the using agency head is authorized to make purchases. Such purchases shall be well documented, packaged for payment, and forwarded to the Procurement Director within twenty-four (24) hours, if possible, after occurrence. In the event the Board of Commissioners of Augusta, Georgia determines at an open meeting of which minutes are recorded, that an emergency exists, and there is an immediate need for goods, materials or supplies to relieve said emergency, the Board of Commissioners shall be allowed to approve purchases without bids in the event the Board has determined an emergency exists, but all such declarations of emergency shall be in strict accordance with applicable State law defining “emergency.” (1975 Ga. Laws p. 4334 as amended) Sheila D. Paulk Procurement Department (706) 821-2861 Direct or (706) 821-2811 Fax (706) 821-2498 Print Shop Thank You For Doing Business With Us...... Augusta, Georgia - Procurement Department spaulk@augustaga.gov www.augustaga.gov 2 From: Takiyah A. Douse <TDouse@augustaga.gov> Sent: Friday, May 8, 2020 10:35 AM To: Sheila Paulk <SPaulk@augustaga.gov>; Geri Sams <gsams@augustaga.gov> Cc: Tony McDonald <WMcDonald@augustaga.gov>; Natascha Dailey <NDailey@augustaga.gov>; Laquona Sanderson <LSanderson@augustaga.gov> Subject: Re: Emergency Request My apologies, the attachments were not included. ACES is the project manager that will manage this abatement removal. Chaplin and Sons is the contractor procured by ACES through a quote process of three separate vendors. The purchase order will be to ACES not Chaplin and Sons. TAD From: Sheila Paulk <SPaulk@augustaga.gov> Sent: Friday, May 8, 2020 9:50:25 AM To: Takiyah A. Douse <TDouse@augustaga.gov>; Geri Sams <gsams@augustaga.gov> Cc: Tony McDonald <WMcDonald@augustaga.gov>; Natascha Dailey <NDailey@augustaga.gov>; Laquona Sanderson <LSanderson@augustaga.gov> Subject: RE: Emergency Request Good Morning Mrs. Douse, Please justify how the contractor was selected. Sheila D. Paulk Procurement Department (706) 821-2861 Direct or (706) 821-2811 Fax (706) 821-2498 Print Shop Thank You For Doing Business With Us...... Augusta, Georgia - Procurement Department spaulk@augustaga.gov www.augustaga.gov From: Takiyah A. Douse <TDouse@augustaga.gov> Sent: Friday, May 8, 2020 9:38 AM To: Geri Sams <gsams@augustaga.gov> Cc: Sheila Paulk <SPaulk@augustaga.gov>; Tony McDonald <WMcDonald@augustaga.gov>; Natascha Dailey <NDailey@augustaga.gov>; Laquona Sanderson <LSanderson@augustaga.gov> Subject: Emergency Request In accordance with Section 1-10-57 Emergency Procurements, I respectfully ask you to accept this communication as notification of an emergency asbestos abatement within the Municipal Building. An asbestos inspection of the east and west elevator door service key hole took place on March 3, 2020, after a suspicious substance found was suspected to be asbestos. The results of this inspection confirmed the asbestos suspicions. As a State of Georgia licensed asbestos contractor, must perform the asbestos abatement, the attached proposal is submitted for review and acceptance. 3 Central Services respectfully request Procurement to approve Chaplin and Sons Clearing and Demolition of Augusta, GA in the amount of $36,720 for the emergency asbestos abatement. If you have any questions or concerns, please contact the Central Services Department. TAD This e-mail contains confidential information and is intended only for the individual named. If you are not the named addressee, you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. The City of Augusta accepts no liability for the content of this e-mail or for the consequences of any actions taken on the basis of the information provided, unless that information is subsequently confirmed in writing. Any views or opinions presented in this e-mail are solely those of the author and do not necessarily represent those of the City of Augusta. E-mail transmissions cannot be guaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. The sender therefore does not accept liability for any errors or omissions in the content of this message which arise as a result of the e-mail transmission. If verification is required, please request a hard copy version. AED:104.1 Commission Meeting Agenda 6/2/2020 2:00 PM Information Technology 2020 Replacements Department:Information Technology Department:Information Technology Caption:Motion to approve the replacement of obsolete computer equipment (laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, uninterrupted power supplies, radios, and MDTs) as well as the purchase of any required computer software upgrades. Background:In an effort to provide the employees of Augusta Richmond County with current technology and to stay in line with the Information Technology Strategic Plan, the Information Technology Department (IT) schedules the replacement of end- of-life equipment that, due to age and capability, is not compatible with current standards and is unable to support current software requirements. Information Technology developed an IT Technology Replacement plan that replaces obsolete computer equipment every 4 to 8 years (the normal life expectancy for the equipment). The replacement of computer and communication equipment will consist of any devices that are not capable of meeting current software or business needs to include the scheduled laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, uninterrupted power supplies, radios, and MDTs, along with necessary software. Information Technology is also continuing with the standardization of current operating systems and Microsoft Office products throughout the organization. Therefore, required software and hardware upgrades may need to be purchased for computers and servers that are not scheduled to be replaced. Regardless of funding source, all technology equipment removed from production will be disposed of in accordance with the technology disposal policy previously approved by the Commission. Inoperable equipment will be taken to the electronic recycling drop point at the Augusta Richmond County Landfill. Qualified equipment that meets determined Cover Memo specifications will either be sold in the Employee Lottery or redistributed to appropriate locations for use in Community Outreach Programs (i.e. Recreation Department Community Centers). All other functional equipment will be taken to the Fleet Department for sale at auction. All data will be erased from any devices using a DOD-certified method. Analysis:Currently there are approximately 2000+ desktop computers, 500+ laptops and tablets, 400+ MDTs, and 1500+ radios deployed by the city. The life expectancy of a computer is 4-5 years. In some cases, these computers, servers, printers, laptops, radios, and MDTs are incapable of operating the software required by the current business environment. Certain printers in operation are no longer capable of printing documents of acceptable quality. These items will be purchased through the state contract or through some other means that meets current Procurement requirements (including but not limited to SWC90813-04; 99999-SPD-SPD0000161-0007; 99999-SPD- T20120702; 99999-SPD-T20120501-0011; 99999-SPD- T20120702-0003; GS-35F-0195J; S000546-044; 252-001-09-1; 250-000-09-1; 252-030-09-ACS; SPD-0000021-0005; SWC90814-02; 252-000-09-ACS; and SWC-90813). Financial Impact:The approximate estimated cost for the items identified as needing to be replaced, upgraded or purchased is $185,000.00. Funds for these replacements are included in the Information Technology 2020 Operating and Capital Budget. Alternatives:Leave existing devices in place. However, this will increase the cost of replacements in future budgets and will affect other technology related implementations, projects, and normal business processes. Supporting and maintaining this out-of-date equipment another year could result in unpredictable outcomes, reduced efficiency for certain departments, and an increased risk of failure. Recommendation:Motion to approve the replacement of obsolete computer equipment (laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, uninterrupted power supplies, radios, and MDTs) as well as the purchase of any required computer software upgrades. Funds are Available in the Following Accounts: 272015410-5316220 (Desktops) 272015410-5316230 (Laptops) 272015410-5316260 (Printers) 272015410-5424210 (Servers) 272015410-5316250 (Peripherals) 272015410-5316270 (Radios) 272015410-5424220 (Software) 272015410-5316120 (Telephones) 272015410-5316160 (Computer Equipment) 272015410-5232119 (Other Communications Equipment) Cover Memo 272015410-5232111 (Telephone-Other) 272015410-5421110 (Machinery) 101015410 (Operating- Maintenance, Small Equipment) REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/2/2020 2:00 PM Affidavit Department: Department: Caption:Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo