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Home My WebLink About2020-06-24 Meeting AgendaCommission Meeting Agenda Commission Chamber 6/24/2020 2:00 PM INVOCATION: PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. CONSENT AGENDA (Item 1) PETITIONS AND COMMUNICATIONS 1.Motion to approve the minutes of the regular and Special Called Meetings held on June 16, 2020. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 6/24/2020 AUGUSTA COMMISSION REGULAR AGENDA 6/24/2020 (Items 2-39) PUBLIC SERVICES 2.New Ownership Application: A. N. 20-19: A request by Madhusudhan Gowrishetty for a retail package Beer & Wine License to be used in Attachments connection with Texaco Food Mart located at 4150 Windsor Spring RD. District 6. Super District 10. 3.New Ownership Application: A.N. 20-20: A request by Heiu N. Phan for a retail package Beer & Wine License to be used in connection with Super Express #2 located at 1502 Central Ave. District 1. Super District 9. Attachments 4.New Ownership Application: A.N. 20-17: A request by Trupti P. Amin for a retail package Beer & Wine License to be used in connection with Ram 2504, LLC located at 3104 Wrightsboro RD. District 2. Super District 9. Attachments 5.New Application: A.N. 20-18: A request by Eric Jackson for a consumption on premise Liquor, Beer & Wine License to be used in connection with 40 and Up Night Light, LLC located at 127 Laney Walker Blvd. EXT. There will be Dance. District 1. Super District 9. Attachments 6.Discussion: A request by Latasha L. Speights for a Massage Operator License to be used in connection with T's Wellnest located at 3511 Walton Way EXT. District 3. Super District 10. Attachments 7.Approve changing the name of the Augusta Common Park to "Breonna Taylor , Ahmaud Arbery and George Floyd Memorial Park" to include an appropriate marker. (Requested by Commissioner Bill Fennoy) Attachments 8.A motion to adopt the Public Transit Agency Safety Plan (PTASP) as drafted for Augusta Transit Department by the Georgia Department of Transportation. Attachments 9.Motion to approve a Memorandum Of Understanding to allow the Greater Augusta Arts Council to execute and manage a Temporary Sculpture Festival. Attachments 10.Motion to approve the Input Foam Based Testing System for the Augusta Regional Airport Fire Department. Attachments ADMINISTRATIVE SERVICES 11.Motion to approve Resolution In Support of locating the National Rhythm & Blues Hall of Fame in Augusta, Georgia.Attachments 12.Abolish the Augusta Land Bank Authority. (Requested by Commissioner Marion Williams)Attachments 13.Approve the plaque as presented for A.L. Williams Park requested by Larry Millard.Attachments 14.Motion to approve the purchase of four Cargo Vans for various departments at a total cost of $121,252.84. Gerald Jones Ford and Allan Vigil Ford - Bid Item 20-153. Attachments 15.Motion to approve the purchase of one replacement Landscape Truck from CSRA Fleetcare Inc. of Augusta for $49,185.00 for the Recreation and Parks Department-Trees and Landscape Division. Bid Item 19-213. Attachments 16.Motion to approve the purchase of one Mobile Sprayer from Tri-State Pump and Control, Inc for $46,395.00 for the Recreation and Parks Department-Municipal Golf Course. Bid Item 20-159. Attachments 17.Motion to approve the purchase of one Ford F250 from Gerald Jones for $28,213.56 for the Recreation and Parks Department. Bid Item 20-149 Attachments 18.Motion to approve a five-year Building Automation System service agreement for Charles B. Webster Detention Center in the amount of $46,226.33 by Trane, Inc., as the original equipment manufacturer. Attachments 19.Approve the purchase of four Ford Escapes for the Planning and Development Department Business License Division at a cost of $85,388.00 from Allan Vigil Ford. Bid Item 19-275 Attachments 20.Approve the purchase of one (1) Riding Greens Mower for $26,494.00 from Tri-State Pump and Control, Inc. of Liberty, SC for the Parks and Recreation Department-Municipal Golf Course. Bid Item 20-160 Attachments 21.Receive as information an emergency procurement in the amount of $513,700.00 to Coleman Mechanical Services of Harlem, GA to upgrade the HVAC system at the Augusta Animal Services Facility. Attachments 22.Discontinue the feasibility study for converting the Lake Olmstead Stadium, under contract to Jones Lang LaSalle Americas, Inc. (JLL). Attachments 23.Motion to approve Johnson, Laschober & Associates, P.C. as the contractor to evaluate and propose upgrades to various Augusta Recreation facilities external lighting for $120,750 through bid #20-131. Attachments 24.Motion to approve Housing and Community Development Department’s (HCD's) Brokerages Services Agreement to extend Sherman & Hemstreet’s Professional Services Agreement for a period of one (1) year, and enable HCD to solicit the services of another Real Estate Brokerage Company to provide Real Estate Sales and Marketing Services in the Laney Walker Bethlehem area. Attachments 25.Award the contract to replace the roof on the Jamestown Community Center to Blount’s Complete Home Services in the amount of $100,000. Bid Item 20-183 Attachments PUBLIC SAFETY 26. Motion to approve the purchase of cubicle extensions for the Solicitor's Office in the amount of $26,572.93. Attachments FINANCE 27.Presentation of proposed 2021 budget planning calendar for approval. Attachments 28.Motion to appove funding of operating, capital, encumbrance carryover. Attachments ENGINEERING SERVICES 29.Adoption of the Flood Insurance Rate Map (FIRM) and the Flood Insurance Study (FIS) as revised by Letter of Map Revision (LOMR) 19- 04-6591P, effective September 25, 2020. Attachments 30.Consider award of Bid#20-194 to Blair Construction, Inc. to construct the Fort Gordon Army Base B Street Water Main Improvement under the Task Order Program RFQ #18-263 in the amount of $1,237,631.00. Attachments 31.Approve GEFA Loan Payment Deferral Modification; Authorize Mayor and General Counsel to execute appropriate documents. Attachments 32.Motion to approve Hydraulic Modeling Update Change Order. Attachments 33.Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering and Augusta Utilities Departments for Manchester Subdivision, Section Eight-B. Attachments 34.Approve and authorize Augusta Utilities Department (AUD) to enter into an MOU with the Briar Creek Soil and Water Conservation District (BCSWCD), a contract with Georgia EPD (GAEPD), and accept awarded grant from GAEPD. Attachments 35.Approve Supplement Construction Contract with Reeves Construction Co. in the amount of $946,321.00 for cover additional costs of Resurfacing Barnes Road, Steven Road, Neptune Drive, Windsor Court, Faircrest Drive, and section of Pepperidge Drive. Requested by AED. Bid: 19-265 Attachments 36.Approve the installation of 8 street lights in the Governors Place development with an annual cost of $1,440.00. Also approve the creation of a new special service district for the 31 lots within Governors Place. Funding is available in Street Lighting budget account #2760416105312310. Attachments 37.Approve the installation of 20 street lights in the Governors Place development with an annual cost of $6,480. Also approve the creation of a new special service district for the 175 lots within Governors Place. Funding is available in Street Lighting budget account #2760416105312310. Attachments 38.Approve and authorize Augusta Engineering Department (AED) to accept and receive Richmond County Board of Education (RCBOE) and Georgia Department of Transpiration (GDOT) Financial Assistance for Harper Franklin Ave./Jimmie Dyess Pkwy Intersection Efficiency and Safety Improvements Project. Alsoauthorized Augusta Mayor and Augusta Legal to sign and submit associated required documents. sted by Administrator & AED Attachments LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 39.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 6/24/2020 2:00 PM Minutes Department: Department: Caption:Motion to approve the minutes of the regular and Special Called Meetings held on June 16, 2020. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda Commission Chamber - 6t16t2020 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; B. Williams, Garrett, Sias, Fennoy, Frantom, M. Williams, D. Williams, Hasan and Clarke, members of Augusta Richmond County Commission. Absent: Hon. Davis, member of Augusta Richmond County Commission. (Participates by telephone on ltem#32) INVOCATION: PLEDGE OF AILEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. Five (5) minute time limit per deleeation DELEGATIONS A. Mr. Bryan Birmingham regarding Sunday Liquor Sales for bars.Item Action: Approved B ltcmApprovelsheet.html Motions Motion Motion TextI ype Motion to approve amending the alcohol ordinance to allow bars without Approve food sales to open and operate on all Sundays ofthe year by paying for the Sunday sales license. Motions Made By Seconded By Motion Result Commissioner John Clarke Commissioner Brandon Garrett Withdraws Motion Motion Text Made By Seconded By Motion Type Result Substitute motion to give bar owners Commissioner CommissionerApprove a25%o discount on D their licenses ror ;',1,ilL, ffi;; fiilii,,' withdraws the year. Motions Motion Made Seconded Motion i;;- Motion Text By By Resurt It was the consensus of the Commission that a working group consisting of Commissioners Clarke, Garrett, B. WilliamS, M.Williams and D. Williams be established to address the issue of a possible amendment to the alcohol ordinance to allow bars to be open on Sundays and report back to the Commission in 30 days. CONSENT AGENDA (Items l-12) PLANNING 1. FINAL PLAT SIMS LANDING PH. II 5-908 - A request for ltem concurrence with the Augusta Georgia Planning Commission to approve a Action: petition by Georgia Civil, on behalf of D. R. Horton, requesting final plat Approved approval of Sims Landing Ph. II. This residential subdivision is an extension of Sims Landing Subdivision located off Gordon Highway and contains 150 lots. DISTRICT 3 lB sims.odf IB ltemAoorovelSheet.html Motions Motionf-'^-- Motion Text Made By Seconded By f.'rlir"rype Approve Motion to approve. Mr. Commissioner Commissioner Passes Fennoy, Ms. Davis and Marion Ben Hasan Williams Mr. Frantom out. Motion Passes 7-0. 2. Z-20'15 - A request for conculrence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by Live River Action: Baptist Church requesting a Special Exception to bring an existing church Approved into zoning conformance per Section 26-1-(a) of the Comprehensive Zoning Ordinance for August4 Georgia affecting property containing 1.8 acres and known as 3404 Jack Kelly Road. Tax Map 156-0-044-00-0 DISTRTCT 6 l. The conceptual site plan is considered for illustrative purposes of the present zoning action only. 2. A site plan shall be submitted that meets all applicable City codes and regulations before land disturbing permits may be issued. 3. 3. The need for and placement of all curb cuts shall be approved by Augusta Traffic Engineering. 4. Surface parking and maneuvering area materials shall be subject to the approval of the Augusta Engineering Department. 5. If any outdoor lighting fixtures servicing the church and/or parking lot are planned they shall be directed downward and not toward nearby residences. B z-20-l5.odf tB ItemApprovalsh€ct,html Motions Motion Motion Textr ype Made By Seconded By Motion Result Motion to approve. Mr. ^^ -Fennoy, Ms. Davis and Lommlsslonel CommissionerApprove Mr. Frantom out. Ben Hasan Passes Motion Passes 7-0. wllllams 3. Z'20'17 - A request for concurence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by Paul E. Action: Johnson requesting a change of zoning from Zone P-l (Professional Office) Approvedto Zone B-1 (Neighborhood Business) affecting property containing 0.59 acres and known as 3408 Peach Orchard Road. Tax Map 133-l-026-00-0 DISTRICT 6 1. The only B-1 (Neighborhood Business) use of the property shall be for a child care center or those uses permitted in the current P-l (Professional) Zone. 2. The facility must receive and maintain a license by the Georgia Department of Early Care and Learning - Bright from theStart. 3. The facility must receive and maintain a local business license. 4. A minimum of 8.5 parking spaces along with drop off and pick up spaces must be clearly marked and kept separate from any outside area used by the children. 5. Adequate fenced play area must be provided in the rear of the property and separated from any traffic flow. 6. The secondary access to Satcher Blvd. must be kept clear and available as needed. 7. Signage may only be allowed under the current P-l (Professional) regulations. 8. Hours of operation shall be limited to 6:00 a.m. to 7:00 p.m. E z-20-l7.odf B ltcmAoorovrlSheet.html Motions Motion--""-" Motion Text'l'ype E z-20-18.odf B ltemAoorovelSheet.html Motions Motion Motion Text'l'ype Approve Motion to approve. Mr. Fennoy, Ms. Davis and Made By Seconded By Seconded By Motion Result Motion to approve. Mr. A----- .---.----^- a ..-. ---- Fennoy, Ms. Davis and fiouTmsstoner commissionerApprove '#.'rrurtom out. s Manion Ben Hasan Passes Motion Passes 7-0. williams 4. Z-20-18 - A request for concurrence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by Cranston Action: Engineering Group, on behalf of Augusta Arsenal Soccer Club, Inc., Approved requesting to amend the conditions from Z-02-l3l affecting property containing 6.53 acres and known as 3724 Benchmark Drive. Tax Map 029-0- 002-00-0 DISTRICT 3 l. The approximately 6.53 acre site substantially conform to the Site Plan submitted with the rezoning application. 2. A tree save area be required along the western boundary of the property between the soccer fields and the church property, substantially conforming to the tree save area on the Site Plan submitted with the rezoning applications, unless the church gives permission, in writing that the tree save area does not have to be retained. 3. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. Made By Commissioner Marion Williams Motion Result Commissioner Passes Ben Hasan Mr. Frantom out. Motion Passes 7-0. 5. Z-20'23 - A request for concurrence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by Ronnie Action: Powell, on behalf of Byron B. Mangum, requesting a change of zoning from Approved Zone A (Agriculture) to Zone B-2 (General Business) affecting property known as part of 2933 Gordon Highway and containing approximately 19.54 acres. Part of Tax Map 078-0-006-00-0 DISTRICT 3 l. Permitted uses included in the B-2 zone with exception of automobile service and repair establishments. 2. Sidewalks must be provided on at one side of the street within the development and comply with ADA standards. 3. Conduct a traffic study to assess where traffic signals or acceleration / deceleration lanes and roadway access are needed. 4. All new streets must meet the minimum specifications of Augusta Engineering and Fire Departments. 5. This development must conform to all aspects of the Augusta Tree Ordinance. 6. Direct commercial lighting of buildings, parking area and signs away from nearby residence areas. E z-20-23.odf B ltemAoorovalshert,html Motions Motion;--'-- Motion Textr ype Made By Seconded By Motion Result Motion to approve. Mr. A _.. ^ .t ennoy, Ms. Davis anJ ;oTmlsstoner CommissionerApprove Mr. Frantom out. Y3,11* Ben Hasan Passes Motion passes 7-0. williams 6. Z-20-24 - A request for concurrence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by Ronnie Action: Powell, on behalf of Byron B. Mangum, requesting a change of zoning from Approved Zone A (Agriculture) to Zone R-3C (Multiple-family Residential) affecting property known as part of 2933 Gordon Highway and containing approximately 16.0 acres. Part of Tax Map 078-0-006-00-0 DISTRICT 3l. This development shall substantially conform to the concept plan filed with this application. 2. The development shall be limited to no more than 320 apartment units. 3. Sidewalks must be provided on at least one side of the street within the development and comply with ADA standards. 4. Conduct atraffic study to properly assess whether traffic signals or acceleration I deceleration lanes are needed. 5. All new streets must meet the minimum specifications of Augusta Engineering and Fire Departments. 6. This development must conform to all aspects of the Augusta Tree Ordinance. 7. This phase of development must have at least two points of access that directly connects to Gordon Highway. 8. Provide walking trails or pathways to connect areas of the development. @ z-20-24.odf B ItemAoorovalsheet.html Motions Motion ="""" Motion TextI ype B z-20-25.pdf B ltemApprovalsheet,html Motions Motion Motion Text'l'ype Made By Seconded By Motion Result Motion to approve. Mr. A^- -- -:--'^-^^- ^ Fennoy, Ms. Davis and uommlssloner commissionerApprove Mr. Frantom out. Marlon Ben Hasan rasses Motion passes 7-0. williams Ben Hasan 7. Z-20-25 - A request for concurrence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by Ronnie Action: Powell, on behalf of Byron B. Mangum, requesting a change of zoning from Approved Zone A (Agriculture) to R-lE (One-family Residential) affecting property known as part of 2933 Gordon Highway and containing approximately 26.93 acres. Part of Tax Map 078-0-006-00-0 DISTRICT 3 l. This development shall substantially confirm to the concept plan filed with this application. 2. The development shall be limited to no more than 179 townhome units. 3. Sidewalks must be provided on at least one side of the street within the development and comply with ADA standards. 4. Conduct a traffrc study to assess whether traffic signals or acceleration / deceleration lanes are needed. 5. All new streets must meet the minimum specifications of Augusta Engineering and Fire Departments. 6. This development must conform to all aspects of the Augusta Tree Ordinance. 7. This phase of development must have the necessary parking including suitable locations and placement of overflow parking. 8. This development must meet all open space requirements. These areas do not include stormwater detention. Motion ResultMade By Seconded By Approve Motion to approve. Mr. Commissioner Commissioner Passes Fennoy, Ms. Davis and Marion Ben Hasan Mr. Frantom out. Williams Motion Passes 7-0. 8. Z-20'26 - A request for concurrence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by Nelson Action: Darden, on behalf of Nelson Darden and Cynthia Burrus, iequesting a change Approvedof zoning from zone R-l (one-family Residential) to zone R-MH (Residential Manufactured Home) affecting property known as 4609 Rambling Rose Circle South and containing 9.65 acres. Tax Map 194-0-036- 07-0 DISTRICT 8 l. Only one home, manufactured or stick-built, shall be allowed on the subject track. 2. The 9.65 acre subject property cannot be furthered subdivided. 3. The manufactured home shall be owner occupied; the manufactured home cannot serve as a rental unit, nor can rooms within the manufactured home be rented. 4. When Mr Darden ceases to live in the manufactured home, he, or his family, will have 90 days to remove the manufactured home from the property. 5. The manufactured home shall be placed as close as possible to the spot where a home was before so as to not be visible to residents of Rambling Rose Subdivision. Et z-20-26.odf IB ItemAoorovalsheet.html Motions Motion Motion TextI ype Made By Seconded By Motion Result Motion to approve. Mr. A -a Fennoy, Ms. Davis and fioT*tt'ontt CommissionerApprove Mr. Frantom out. Y3,1,:, Ben Hasan Passes Motion passes 7-0. williams 9. Z-20-27 - A request for concurrence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by Katherine Action: Calamos requesting a change of zoning from Zone A (Agricultuie) to Zone Approved B-2 (General Business) affecting property known as 3619 Peach Orchard Road and containing 0.93 acres. Tax Map 155-0-043-00-0 DISTRICT 6l. The conceptual site plan is considered for illustrative purposes of thepresent zoning action only. A site plan shall be submitted tltat meets all applicable City codes and regulations before land disturbing/building permits may be issued. 2. Surface parking and maneuvering area materials shall be subject to the approval of the Augusta Engineering Department. The width ofthe driveway entrance shall be determined by augusia Traffic Engineering and if it must be widened must be approved by G-DOT. 3. If any outdoor lighting fixtures for the parking lot or storage building are planned they shall be directed away from residences located to the rear of the subject property. E z-20-27.odf [B ItemAnorovalSheet.html Motions Motion Motion Text'l'ype Seconded By f."rlilMade By Motion to approve. Mr. ^--- - :--:--^^- ^ Fennoy, Ms. Davis and flouTmsstoner CommissionerApprove ffil'rrun om out. * Ma,rion Ben Hasan Passes Motion Passes 7-0. williams 10. Z-20-28 - A request for concurrence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by Jonathan Action: Crawford, on behaf of Governor's Place Partners, LLC, requesting to amend Approved the concept plan presented for R-lD (One-family Residential) Zoning as part Z-17-29 to establish a subdivision amenity area in Governors Place iffecting property known as part of 1102 George W. Crawford Drive containing 0.40 acres. Part of Tax Map 066-0-056-04-0 l. The property shall have a sign posted on George W Crawford Drive and on Adelle Court stating "Future Home of Clubhouse/Amenity Area" before any lots are sold and until the amenity area is built and a Certificate of Occupancy (CO) is issued. 2. The property line between 172 Adelle Court and the amenity area shall be flagged every 20', and the proposed location of the clubhouse shall be flagged to clearly identity the common property line and the close proximity of the amenity area to 112 Adelle Court until such time as the ilubho6. is built or 112 Adelle Court is sold, whichever occurs first.3. A fence and solid vegetative screen (trees and shrubs) per the requirements of the Augusta Tree Ordinance for side buffers shall be required along the western and northern property lines of the amenity area, adjacent to residential lots. 4. A streetyard meeting the requirements of the Augusta Tree Ordinance will be required along George W Crawford Drive and along Adelle Court to reduce noise for nearby residential lots. 5. The pool area must meet all State of Georgia and Richmond County Health Dept. codes for safety and ADA compliance. Hours of operation for the pool shall be clearly posted and all outdoor activities must cease at 11:00 pm. 6. Signage for the amenity area must meet Richmond County Health Dept., City of Augusta code and Comprehensive ZoningOrdinance regulations. 7. Lighting shall be designed to be directed away from adjacent residentially zoned/developed properties. There shall be no "light trespass" for any after-hours security lighting utilized by the amenity area. Light levels at the property line should not exceed 0.1 footcandles (fc). 8. On-street parking spaces proposed along Adelle Court must be approved by the Traffic Engineer and the Augusta Engineering Department or it will not be allowed. 9. There shall be no parking signs posted along George W Crawford Drive and along Adele Court within 125' of the subject property in all directions to discourage parking from the amenity area in front of adjacent residential lots. 10. Due to the vast number of lots in Governor's Place Subdivision, golf cart parking, at a rate to be set by the Director of Planning and Development, must be provided onsite adjacent to the proposed onsite parking area. This area may be grassed, but parking spaces must be clearly delineated with wheel stops and the riding surface in this area must be sufficient to support the weight of a golf cart, either by use of grass mats, porous grass pavers, grass protection mesh, or some other mechanism sufficient to keep the area from rutting and / or prevent degradation of the golf cart parking area due to weather or frequent use. Signage must denote the requirement for golf carts to park in the golf cart parking area I 1. The amenity area (office/clubhouse, pool and parking) shall meet all applicable City codes and regulations at the time of plan submittal. E z-20-28.odf B ItemAonrovalsheet.html Motions Motion Motion Textr ype seconded By HTiiMade By Motion to approve. Mr. Fennoy, Ms. Commissioner Approve Davis and Mr. Marion commissioner Frantom out. williams Ben Hasan Passes Motion Passes 7-0. 11, Z-20-29 - A request for concurence with the Augusta Georgia Planning ltem Commission to approve with the conditions below a petition by Joseph Elam Action: requesting a change of zoning from Zone A (Agriculture) and Zone R-lB Approved (One-family Residential) to Zone B-1 (Neighborhood Business) to establish a child day care center affecting property containing 2.82 acres and located at 1609 Barton Chapel Road. Tax Map 053-0-058-00-0 DISTRICT3 1. A site plan shall be submiued that meets all applicable City codes and regulations before land disturbing permits may be issued. 2. The need for and placement of all curb cuts shall be approved by Augusta Traffic Engineering. E z-20-29.odf E Motions [,oil" Motion Text Made By seconded By f.".tilr ype Motion to approve. Mr. Fennoy, Ms. Commissioner ^Approve ffilil:#' Y?ffi, ;:fil::';"' Passes Motion Passes 7-0. PETITIONS AND COMMUNICATIONS 12. Motion to approve the minutes of the regular and Special Called Meetings ltem held on June2,2020. Action: Approved B Calkd Commission Meetinq June 2 2020.ndf E Resular Commission Meetins June 2 2020.odf lE ltemAoorovatsheet html Motions []i1" Motion Text Made By seconded By Hif'I ype Motion to approve. Mr. Fennoy, Ms. Commissioner A-- ----:--:^-^^-. Approve ffi,;ffi:y. U?,1;L, ;:fff::f"' Passes Motion Passes 7-0. ** **END CONSENT AGENDA**** AUGUSTA COMMISSION 6n612020 AUGUSTA COMMISSION REGULAR AGENDA 6116t2020 (Items 13-43) PLANNING 13. Z-20-01 - A request for concurence with the Augusta Georgia Planning Item Commission to approve with the conditions below a petition by WSM Action: Ventures, LLC, on behalf of Evans Best, LLC, requesting a change of Approved zoning from Zone B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting property containing 0.36 acres and known as 3133 Washington Road. Tax Map 0ll-0-025-02-0 DISTRICT 7 l. The current development standards and regulations shall be met when submitting a site plan. (Deferred from the May 51 2020 Commission Meeting to June 16th meeting) E z-20-0l.odf E ltemApprovelsheet.html Motions f#:'" Motion rext Made By Seconded By fffil Motion to delete this Derete itr#[il'#3.8:1;, $:Tilssioner commissioner and Mr. Frantom out. Williams Ben Hasan Passes Motion Passes 7-0. PUBLIC SERVICES 14. Approve contract modification to correct an error in the Airport's Parking Item Canopy Project to correspond with the approved bid award in the amount of Action:S298,917.00. Approved El 2020-16-06 Vikitrq Ensineerins Contract Modification.pdf B 2020-16-06 Executed Vikins Enqineerins Contrect 20l9.pdf lB 2019-21-05 l9-139A Bid price Tabutrtion officiat.pdf E sKM c6s82oo6lot836o.pdf E ltemAonrovalsheet html Motion to approve. Mr. Fennoy, Ms. Commissioner A-____-_.__:__ -__ Approve ffi';il:ff' $?,1',:L, ;:rffi::f"' Passes Motion Passes 7-0. 15. 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) Approved B 2020-19-05 Agenda ltem Mayor Pro Tem Frantom Covid 19 sidewalk requ€st.pdf IF ItemApprovalsheet.html Motions f#:" Motion rext Motions f#:"' Motion rext E Temoorarv Reduction of Rent for Marina Ooerator.odf El ltemAoorovalsheet,html Motions Motion Motion Type Text Made By Seconded By Made By Seconded By Motion Result Motion Result Motion Result Motion to approve tasking staff with exploring implementation of a blight/vacancy tax by A. : .: _ . _ ^u- : uommlssloner uommlssloner. the Commission. Ms.Approve puui, and Mr. Frantom '#,1,?L, #?,1',:;, Passes out. Voting No: Commissioner John Clarke. Motion Passes 7-1. 16. Request for Rent Relief-Olde Town Pickers. Item Action: Approved Seconded By Approve Motion to commissioner commissionerapprove. John Clarke Sammie Sias No action is taken on this motion due to the passage of the substitutemotion. Motions Motion '--.- -__ Motion Textrype Substitute motion to approve charging half of the rental rates for the months of April and May. Ms. Davis and Mr. ^ Frantom out. ^PProve voting No: Commissioner Brandon Garrett, Commissioner Dennis Williams. Motion Passes 6-2. Made By Seconded By Motion Result Commissioner William Fennoy Commissioner Ben Hasan Passes 17. Approve changing the name of the Augusta Common park to "Breonna ItemTaylor, Ahmaud Arbery and George Floyd Memorial Park" to include an Action:appropriate marker. (Requested by commissioner Bill Fennoy) None E ItemApprovalsheet.html Motions f#:" Motion rext No action was taken on this item. 18. Discuss the desolate condition of perry Ave. between l lth &(Requested by Commissioner Marion Williams) Made SecondedBy By Motion Result Streets. Item Action: Approved l2th lE ItemAoorovalsheet.html Motions Motion rr____ _ Motion Textlype Motion Result Made By Seconded By Motion to aPProve tasking staff with exPloring the implementation of a blight/vcancY tax bY the Approve Commission. Ms. Davis and Mr. Frantom out. Voting No: Commissioner John Clarke. Motion Passes 7-1. ADMINISTRATIVE SERVICES 19. Abolish the Augusta Land Commissioner Marion Williams) Commissioner Commissioner Bobby Williams Marion Williams Passes Bank Authority. (Requested by Item Action: Rescheduled E ltemAoorovalSheet.html Motions Motion;"""" Motion Textrype Made Seconded Motion By By Result 20. It was the consensus of the Commission that this item be referred to the next meeting. Discuss the city's discrimination against minorities and by Commissioner Marion Williams) women. (Requested Item Action: Tabled B ItemApprovalsheet.html Motions Motion Motion Text'l'ype It was the consensus of the Commission that this item be tabled at this time. Made Seconded Motion By By Result 21.Discuss covlD-19 Small Business Relief Program. (Requested Hardie Davis, Jr.) by Mayor Item Action: ApProved lB ItemApprovalsheet html Motions Motion Type Motion Text Motion to approve Approve the recommendations. No action is taken on this motion motion. Motions Y:i'I" Motion TextI ype Approve Motion to approve the recommendations with the replacement of Margaret Woodard on the commiffee membership with James Heffner. (Recommendations include loans up to $5,000, online application process to begin on June 17,2020, applications and funds will be processed by the committee weekly until applications or funds have been exhausted, committee will provide the Commission with a bi-weekly report showing which businesses have received funding and committee members to include Joey Cummings, Sue Parr, James Heffiter, Timothy McFalls, Sr., Jay Forrester and Daryl Rolle) Ms. Davis and Mr. Frantom out. Voting No: Made By Seconded By Commissioner Commissioner Brandon Garrett John Clarke due to the passage of the substitute Motion Result Made By seconded By f;Xil Commissioner Commissioner passes Ben Hasan Bobby Williams Commissioner John Clarke, Commissioner Brandon Garrett' Motion Passes 6-2' 22. Discuss possible ways and means city government can guide or offer Item financial aid and assistance to locally o*.dButs for recovery and continued Action: operations after state ordered closure is |ifted. (Requested by Commissioner Approved John Clarke) B 2020-02-06 Comm. Clarke Assistrnce for local Bars'pdf IB ltemApprovrlSheet.html Motions Motion Motion Text Type Made By Seconded BY Motion Result Motion to aPProve amending the alcohol ordinance to allow bars without Commissioner Approve food sales to open John Clarke on all SundaYs ot the Year bY PaYing for the SundaY sales license. Motions Motion Motion TextType Substitute motion to give bul -^ . commissioner. owners a 25"h . DennisAPProve discount on their ''*"r'r'il_, licenses fbr the year. Motions Motion Motion TextType It was the consensus of the Commission that a working grouP Made By Seconded BY Commissioner Brandon Garrett Withdraws Motion Result Commissioner Bobby williams withdraws Made Seconded Motion By BY Result 23. consisting of Commissioners Clarke, Garrett, B. WilliamS, M. Williams and D. Williams be established to address the issue of a possible amendment to the alcohol ordinance regarding bars opening on Sundays and report back to the Commission in 30 days. Erect a Memorial Wall in honor of Augustans who 19. @equested by Commissioner Bitt Fennoy) lE ItemAoorovatsheet.html Motions $|ion Motion TextI ype {B Mrsk Ordinance draft S-14-2020.odf [B ItemAonrovalsheet html Motions Motion Type Motion Text Made By Deny Motion to deny the Commissioner ordianance as written Brandon and strongly Garrett encourage people entering governmental buildings to wear masks. Mr. Sias lost their lives to COVID- Item Action: Tabled Made Seconded MotionBy By Result It was the consensus of the Commission that this item be tabled at this time. 24. DENY AN ORDINANCE TO REQUIRE THAT FACE COVERINGS ItEMOR MASKS BE WORN IN AUGUSTA, GEORGIA GOVERNMENTAL ACtiON:BUILDINGS DURING TIIE COVID-I9 puBLIC HEALTH DisapprovedEMERGENCY AND RECovERy. (Requested by commissionerBrandon Garrett) seconded By lt'.Xil Commissioner Fails John Clarke abstains. Ms. Davis out. Voting No: Commissioner William Fennoy, Commisioner Sean Frantom, Commissioner Bobby Williams, Commissioner Dennis Williams. Motion Fails 4-4 -1. Motions SecondedMotion Motion TextType rvrvrrvrr r LAr BY Substitute motion to . approve extending CommissionerAPProve th. Muyo.', Ben Hasan executive order. E 2019 Information Technoloqy Annual Report.pdf B ItemApprovalSheet.html Motions Motion lVlotion Text'l'vne It was the consensus of the Commission that this item be received as information. Motion Result Dies for lack of Second PUBLIC SAFETY 25. present the 2}lg Information Technology Annual Report and an update on Item the Information Technology Strategic Plan. Action: Approved Made Seconded Motion By By Result 26.Update from Chief Chris James regarding what steps .uutu..t from the coast in case of a major weather Commissioner Bill FennoY) are we taking to accePt Item event. (Requested bY Action: Tabled E ltemAoorovalSheet.html Made Seconded Motion By By Result It was the consensus of the Commission that this item be tabled at this time. 27. Read and adopt 2019 Ordinance, number of alarm system requirement, Item regulations and penalties. (Requested by Commissioner John Clarke) Action: Approved Motions t'J:" Motion rext lB 2020-16-06 Comm. J. Clarke Alarms.pdf B ltemAoorovalsheet html Motions Motion Motion Text'r'ype Made Seconded MotionBy By Result 28. It was the consensus of the Commission that this item be received as information without objection. Motion to approve Augusta-Richmond County FY21 for state inmates being housed at the Richmond lnstitution. Capacity Agreement Item County Correctional Action: Approved E Augusta.Richmond Countv.FY2l.doc E ltemApprovalsheet.html Motions Motion Motion Textlype Motion to approve. ^ Ms. Davis and Mr.ADDTOVCt r Frantom out. Motion Passes 8-0. FINANCE 29. Commissionerilil; Passes Made By Commissioner Marion Williams Seconded By Motion Result Discuss the upcoming COLA Commissioner Ben Hasan) for city employees.(Requested by Item Action: Approved B ltemAoorovalsheet.html Motions Motion------ Motion TextI ype Motion to approve effective July l, 2020. Ms. Davis and Mr. Frantom out. ^ Votine No:ADDTOVCI I Commlssloner John Clarke, Commissioner Brandon Garrett. Motion Passes 6-2. Motions Motion--"-- Motion TextI ype Substitute motion to delay passage of this item until the City knows more about their financial standing. Voting No: Commissioner William Fennoy, Commissioner Defer Ben Hasan, Commissioner Sammie Sias, Commissioner Bobby Williams, Commissioner Dennis Williams, Commissioner Marion Williams. Motion Fails 2-6. Made By Seconded By Motion Result Commissioner Sammie Sias Commissioner Ben Hasan Passes Made By Seconded By Motion Result Commissioner Brandon Garrett Commissioner John Clarke Fails 30.Present the financial reports for three month period ended March Motions Motion ,T,_._ - Motion TextI ype the year ended 31,2020. December 31,2019 and the Item Action: None lB Financial Renort Srrmmcrv nar E 12-31-2019 Finenoiat Rannrth,rr E 3-31-2020 Financial Rcport.pdf E ItemAnnrovalsheet html Motions MotionType Motion Text B E ltemAnprovrlsheet html Seconded MotionBy Result Made By A presentation was made by Ms. Williams. 31' Approve entering into Memorandum of Understanding (MoU) with a localNon-profit organization (Greater Augusta Arts Councii) to createopportunities for Augusta citizens' participation in activiiies that aredesigned to reduce pollutants in local *ut..*uys and authorize Mayor to signMOU as requested by the Augusta Engineering Department. (Deferred fromthe June 2 Commission meeting) Item Action: Approved Made By Seconded By Motion Result Motion to approve. Ms. Davis and Mr. Frantom out. Voting No: Approve Comriissioner -CommissionerJohn Clarke, Ben Hasan Commissioner Marion Williams. Motion passes 6-2. Commissioner William Fennoy Passes 32. Request by Dixon Airline Recycling .oniitt.ncy to operate a construction and by Commissioner Brandon Garrett) and Disposal for a letter of Item demolition landfill. (Requested Action: DisaPProved seconded By f}tjil B ItemAPorovalSheet.html Motions Motion Motion Textrype Motion to aPProve. Mr. Hasan abstains. Voting No: Commissioner William FennoY, . CommissionerApprove Sammie Sias, Commissioner Dennis Williams, Commissioner Marion Williams. Motion Fails 5-4 -1. 33. Discuss the flooding of the Commissioner Bill FennoY) Commissioner Eails John Clarke r'' Made By Commissioner Brandon Garrett Cedar Grove Cemetery. (Requested by Item Action: Tabled B ItemApprovalSheet.html Motions Motion Motion Text'l'vpe Made Seconded Motion By By Result It was the consensus of the Commission that this item be tabled at this time. 34. Discuss dire need of continuous maintenance mowing and general work Item performance to maintain aesthetically pleasing_ results for city maintained Action: cemeteries, Magnolia, Cedar Grove- and Westview' (Requested by Tabled Commission John Clarke) E 2020-02-06-Comm. Clarke Cemeteries'Ddf B ltemApprovalsheet html Motions Motion Motion Text Made Seconded MotionlYPe By By Result It was the consensus of the Commission that this item be tabled at this time. 35. Discuss schedule for the repairing, grass cutting and general maintenance of ltem the Mims Road sidewalks. Sidewalks, in question run between Hephzibah- Action: McBean Road to the end of sidewalk toward Peach Orchard Rd. (Requested Tabled by Commissioner John Clarke) E ltemAonrovalsheet.html Motions Motion f,f,_1!- , m Made Seconded Motion-^"""" Motion Text'r'ype By By Result It was the consensus of the Commission that this item be tabled at this time. 36. Update from Environmental Services Department regarding the process for Item vacant lots grass cutting. (Requested by Commissioner Bill Fennoy) Action: Approved B ItemApprovalsheet.html Motions X:11"' Motion Text Made By seconded By Motionf'YPe ----- -r Result Approve Motion to approve Commissioner Commissioner Passes tasking staff with the Bobby Marion implementation of a Williams Williams blight/vacancy tax by the Commission. Ms. Davis and Mr. Frantom out. Voting No: Commissioner John Clarke. Motion Passes 7-1. APPOINTMENT(S) 37. Motion to approve the reappointment of Mr. Butch Gallop and the Item appointment of Mr. Charles Lamback to fill the seat held by Mr. Terr), Elam. Action: (Requested by Commissioner Ben Hasan - deferred from the June 2 Approved Commission meeting) B Develooment 2019 Authoritv of Richmond Countv (Aususta Economic Development Authoritv l9),odf B ltemAonrovalsheet.html Motions Motion;"--".. Motion Text Made By'l'ype Seconded By Motion Result Motion to approve. Ms. Davis and Mr. Frantom out. Approve Voting N;;" Commissioner Commtsstoner r)-- co-*illlon., Ben Hasan John Clarke rasses Marion Williams. Motion Passes 7-1. Motions Seconded Motion By Result Dies for lack of Second Motion Motion Text'l'ype Substitute motion to . aopoint Mr.APProve la*uact to the Authority. Made By Commissioner Marion Williams ADMINISTRATOR 38. Update on recruitment process for the Director of Augusta Recreation. Item (Requested by Commissioner Marion Williams) Action: None IE ItemAoprovalSheet.html Motions Motion Type Made By Seconded Motion By ResultMotion Text An update is received by the Commission. 39' update from staff on sPlosr 8 in light of new March 2021 election date. Item(Requested by Commissioner Marion Williams) Action: Disapproved E E ItemAoorovalsheet.html Motions Motion Text Made By Seconded By Motion Result Motion to approve holding the SpLOST election date in November of 2021. Ms. Davis out. Voting No: Commissioner Approve John Clarke, Commisioner Sean Frantom, Commissioner Brandon Garrett, Commissioner Dennis Williams. Motion Fails 5-4. Motion Type Commissioner Ben Hasan Commissioner Marion Fails Williams OTHER BUSINESS 40. To accept the mobile dog adoption van grant fromallow the Mayor to execute thi grant doJument, andto purchase the mobile dog adoption van. E PRooo266.pdf E E ltemAonrovelsheet html Motions +'Jr':'" Motion rexr the Stanton Foundation, Item approve to use the fund Action: Approved Motion Result Made By Seconded By Approve Motion to aPProve. Mr. FennoY, Ms. Davis and Mr. Frantom out. Motion Passes 7-0. Commissioner Commissioner Passes Marion Ben Hasan Williams ADDENDUM 41. Motion to adopt Resolution authorizing the settlement of all claims by Item Gregory stanley (claimant) in the aggregate sum of Sixteen Thousand Action: Dollars ($16,000.00) payable as follows-:-c..goty Stanley and the law offices Approved of Michael G. Hostillo Attorneys at Law, as afforney; further authorizing the Administrator to disburse the amount of Sixteen Thousand Dollars ($16,000.00); waiving Augusta, Georgia code of ordinances Sections in conflict for this instance only; and for other pufposes. Motions l#:"' Motion rext Made By Motion Text Motion to add Commissioner and approve. Sammie Sias Seconded BY Seconded BY Commissioner Ben Hasan Motion Result MotiontoaddCommissionerCommissionerApprove and approve. Sammie Sias Ben Hasan It was the consensus of the Commission that this item be approved without objection. 42. Motion to adopt Resolution authorizing the settlement of all claims by ltem Jamesha Howaid (claimant) in the aggregate sum of Twelve Thousand Action: Dollars ($12,000.00) payable as follows:lamesha Howard and George Bush Approved Law, p.C. as her attoiney; further authorizing the Administrator to disburse the amount of Twelve Thousand Dollars ($12,000.00), waiving Augusta, Georgia Code of Ordinances Sections in conflict for this instance only; and for other Pu[Poses. Motions Motion Type Approve Motion Result It was the consensus of the Commission that this item be approved without objection. 43. Approve authorizing the General Counsel to draft a Resolution in support of Item locating the National Rhythm & Blues Hall of Fame in Augusta, Georgia Action:for consideration on the June 24, 2020 meeting agenda. (Requested bV Approved Commissioner Marion Witliams) B ItemAonrovalSheet.html Motions Motion Motion TextI ype Motions |#:"" Motion rext Made Seconded MotionBy By Result Unanimous consent is given to add this item to the agenda. Made By Seconded By Motion Result Motion to approve. Mr. Fennoy, Ms. Commissioner Approve Davis and Mr. Marion Frantom out. Williams Motion Passes 7-0. LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. Commissioner Ben Hasan Passes 44. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. ins Meet Item Action: None www.augustaga.gov CALLED MEETING VIRTUAL/TELECONFERENCE Iune 16,2020 Augusta Richmond County Commission convened at 12:30 p.m., Tuesday, June 16,2020, the Honorable Hardie Davis, Jr., presiding. PRESENT: Hons. B. Williams, Gdrrett, Sias, Fennoy, M. Williams, D. Williams, Hasan and Clarke, members of Augusta Richmond County Commission. ABSENT: Hons. Davis and Frantom, members of Augusta Richmond County Commission. Mr. Mayor: We'll call this meeting to order. The Chair recognizes Attomey Brown. 1. LEGAL MEETING A. Pending and potential litigation B. ReaI estate C. Personnel Mr. Brown: Good afternoon, Mayor and Commissioners. We request a motion to go into executive session to discuss personnel, real estate, pending or potential litigation. Mr. Hasan: So move. Mr. D. Williams: Second. Mr. Fennoy out. Motion carries 7-0. Mr. Mayor: Thank you. We will now pause and transition into closed session. IEXECUTTVE SESSTON] The Mayor called the meeting back to order. 2. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Mr. Brown: Mayor, Commission, we request a motion to execute the closed meeting affidavit. Mr. Hasan: So move. Mr. M. Williams: Second. Mr. Mayor: Thank you. Madam Clerk. Motion carries 8-0. Mr. Mayor: All right, Attorney Brown. Mr. Brown: Mr. Mayor, we would request a motion to approve the payment of $161554.50 to Augusta Georgia Economic Development Authority relative to the Master Lease and Sub-lease Agreement of Lake Olmstead and the funds shall come, be taken from the, Augusta's Contingency Fund. Mr. Garrett: So move. Mr. Hasan: Second. Motion carries 8-0. Mr. Mayor: All right, Madam Clerk, I don't think there is any other business before us at this point as Attorney Brown indicated. Thank you. [MEETING ADJOURNED] Lena J. Bonner Clerk of Commission CERTIFICATION: I, Lena J. Bonner, Clerk of Commission, hereby certify that the above is a true and correct copy of the minutes of the Called Meeting of the Augusta Richmond County Commission held on June t6,2020. Clerk of Commission Commission Meeting Agenda 6/24/2020 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:New Ownership Application: A. N. 20-19: A request by Madhusudhan Gowrishetty for a retail package Beer & Wine License to be used in connection with Texaco Food Mart located at 4150 Windsor Spring RD. District 6. Super District 10. Background:This is a New Ownership Application. Formerly in the name of Shiva Vuppula. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a pro-rated fee of $665.00 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 not contradicting applicant’s statements. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:New Ownership Application: A.N. 20-20: A request by Heiu N. Phan for a retail package Beer & Wine License to be used in connection with Super Express #2 located at 1502 Central Ave. District 1. Super District 9. Background:This is a New Ownership Application. Formerly in the name of Rita S. Patel. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a pro-rated fee of $665.00. 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 not contradicting applicant’s statements. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:New Ownership Application: A.N. 20-17: A request by Trupti P. Amin for a retail package Beer & Wine License to be used in connection with Ram 2504, LLC located at 3104 Wrightsboro RD. District 2. Super District 9. Background:This is a New Ownership Application. Formerly in the name of Mahendrab Patel. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a pro-rated fee of $665.00. 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 not contradicting applicant’s statements. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:New Application: A.N. 20-18: A request by Eric Jackson for a consumption on premise Liquor, Beer & Wine License to be used in connection with 40 and Up Night Light, LLC located at 127 Laney Walker Blvd. EXT. There will be Dance. District 1. Super District 9. Background:This is a New Application. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a pro-rated fee of $2,337.50. 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 not contradicting applicant’s statements. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Massage Operator License Department:Planning 7 Development Department:Planning 7 Development Caption:Discussion: A request by Latasha L. Speights for a Massage Operator License to be used in connection with T's Wellnest located at 3511 Walton Way EXT. District 3. Super District 10. Background:This is a New Location. Analysis:The applicant meets the requirements of the City of Augusta's Ordinance that regulates Massage Therapy. Financial Impact:The applicant will pay a fee of $155.00 for a Massage Operator License and a fee based on gross revenue. 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 not contradicting applicant’s statements. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Name change Augusta Common Department: Department: Caption:Approve changing the name of the Augusta Common Park to "Breonna Taylor , Ahmaud Arbery and George Floyd Memorial Park" to include an appropriate marker. (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 6/24/2020 2:00 PM Public Transportation Safety Plan (PTASP) Department:Augusta Transit Department:Augusta Transit Caption:A motion to adopt the Public Transit Agency Safety Plan (PTASP) as drafted for Augusta Transit Department by the Georgia Department of Transportation. Background:In July 2018, the Federal Transit Administration (FTA) issued the Final Rule for Public Transportation Agency Safety Plans (PTASP) at 49 CFR Part 673 for the purpose of strengthening the safety of public transit systems. The Final Rule requires operators of transit systems that receive Section 5307 funding to develop and implement Public Transportation Agency Safety Plans based on the Safety Management System (SMS) approach, subject to future oversight from FTA. “Small Public Transportation Providers”, or “small transit systems”, are defined as recipients or sub-recipients of Section 5307 funds operating 100 or fewer vehicles in peak revenue service. The Rule requires that the State draft and certify a Public Transportation Agency Safety Plan on behalf of small transit system within the State, unless the transit system notifies the State that it will draft its own plan. In either case, FTA requires that the small transit system be responsible for implementing the Safety Plan. Analysis:Augusta Transit’s Safety Plan, was developed on our agency’s behalf by the Georgia Department of Transportation (GDOT) and its consultant in collaboration with Transit. This Safety Plan reflects considerable input from Transit and has been prepared in accordance with Federal Transit Administration (FTA) Safety Management System (SMS) requirements as outlined in 49 CFR Part 673. The adoption of the Public Transit Agency Safety Plan (PTASP) would allow Transit to move forward with its implementation of the Safety Plan. Financial Impact:N/A Cover Memo Alternatives:No alternatives recommended. Recommendation:Approve the adoption of the Public Transit Agency Safety Plan. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo AUGUSTA TRANSIT SAFETY PLAN JULY 2020 AUTHORIZATIONS Moving Ahead for Progress in the 21st Century (MAP-21) and the Fixing America’s Surface Transportation (FAST) Act granted the Federal Transit Administration (FTA) the authority to establish and enforce a comprehensive framework to oversee the safety of transit bus systems throughout the United States. On July 19, 2018, the FTA promulgated its final rule 49 C.F.R. Part 673 - Public Transportation Agency Safety Plan (PTASP) which requires recipients of FTA Chapter 5307 funds to develop and implement a safety plan based on Safety Management Systems (SMS) principles and methods. Augusta Transit establishes this Safety Plan as our agency’s commitment to system safety and the principles of SMS. The objectives of our plan are to: · Increase the safety of our transit system by proactively identifying, assessing and controlling risks; · Continually improve safety performance; · Improve the commitment of transit leadership to safety; and · Foster a culture of safety awareness and responsiveness. Augusta Transit is committed to implementing a systematic and comprehensive safety program. Leadership will visibly demonstrate its commitment to safety by monitoring hazards, enforcing and supporting safety programs, and promoting an open and transparent environment to discuss and address safety issues. This Safety Plan was developed by the Georgia Department of Transportation (GDOT), and Augusta Transit has adopted it to comply with FTA Part 673 requirements. The Augusta- Richmond County Commission, the Transit Director and Chief Safety Officer have reviewed and approved this Safety Plan and assure that its contents establish a comprehensive SMS framework and meet the requirements of Part 673. This Safety Plan will be distributed to all transit employees and will be reviewed and updated annually. APPROVED BY DATE SHARON DOTTERY, TRANSIT DIRECTOR REVISION RECORD REVISION # REVIEW DATE REVIEWER REVISION DATE APPROVED BY 1 _/_/21 2 _/_/22 3 _/_/23 4 _/_/24 TABLE OF CONTENTS 1. TRANSIT AGENCY INFORMATION 1111 2. SAFETY MANAGEMENT 4444 2.1 Safety Management Policy 4 2.2 Employee Safety Reporting 5 2.3 Safety Management Policy Communication 5 2.4 Safety Responsibilities 5 2.5 Safety Committee 8 3. SAFETY RISK MANAGEMENT 9999 3.1 Hazard Management Program 9 3.2 Hazard Identification 9 3.3 Hazard Assessment 10 3.4 Hazard Resolution 12 3.5 Hazard Tracking 12 4. SAFETY ASSURANCE 13131313 4.1 Safety Performance Monitoring and Measurement 13 4.2 Safety Performance Measures and Targets 14 5. SAFETY PROMOTION 15151515 5.1 Safety Training 15 5.2 Safety Communication 15 6. ANNUAL UPDATE PROCESS 16161616 APPENDIX A: PTASP RELATIONSHIP TO OTHER FEDERAL LAWS & REGULATIONS 18181818 APPENDIX B: APPROVAL BY GOVERNING BODY 19191919 APPENDIX C: GDOT PLAN CERTIFICATION 20202020 TABLES TABLE 1 – HAZARD SEVERITY 10 TABLE 2 – HAZARD LIKELIHOOD 11 TABLE 3 – HAZARD RISK INDEX 11 TABLE 4 – FY 2021 SAFETY PERFORMANCE MEASURES 14 FIGURES FIGURE 1 – AUGUSTA TRANSIT ROUTES AND STOPS 3 FIGURE 2 – AUGUSTA TRANSIT ORGANIZATIONAL CHART 7 DEFINITIONS Accident: An event that involves any of the following – loss of life; a report of a serious injury to a person; a collision of a public transit vehicle; an evacuation for life safety reasons at any location, at any time, whatever the cause. Accountable Executive: A single, identifiable person who has ultimate responsibility for carrying out the Public Transportation Agency Safety Plan of a public transportation agency; responsibility for carrying out the Agency’s Transit Asset Management Plan; and control or direction over the human and capital resources needed to develop and maintain both the Agency’s Public Transportation Agency Safety Plan, in accordance with 49 U.S.C. § 5329(d), and the Agency’s Transit Asset Management Plan in accordance with 49 U.S.C. § 5326. Chief Safety Officer: Means an adequately trained individual who has responsibility for safety and reports directly to a transit agency’s chief executive officer, general manager, president, or equivalent officer. A Chief Safety Officer may not serve in other operational or maintenance capacities, unless the Chief Safety Officer is employed by a transit agency that is a small public transportation provider as defined in this part, or a public transportation provider that does not operate a rail fixed guideway public transportation system. Event: Means any accident, incident, or occurrence. Hazard: A condition that has the potential to cause injury, illness, death, or property damage. Fatality: A death or suicide confirmed within 30 days of a reported event. Does not include deaths in or on transit property that are a result of illness or other natural causes; a death due to, Collision (including suicides), Fire, Hazardous material spill, Acts of God, System or personal security event (including suicides), and Other safety events. Hazard Likelihood: Probability of a hazard consequence to occur. Hazard Severity: The effect/damaging result of a hazards consequence. Incident: An event that involves any of the following – a personal injury that is not a serious injury; one or more injuries requiring medical transport; or damage to facilities, equipment, rolling stock, or infrastructure that disrupts the operations of a transit agency. Injury: Any damage or harm to persons that requires immediate medical attention away from the scene because of a reportable event. Agencies must report each person transported away from the scene for medical attention as an injury, whether or not the person appears to be injured. Occurrence: An event without any personal injury in which any damage to facilities, equipment, rolling stock, or infrastructure does not disrupt the operations of a transit agency. Performance target: A quantifiable level of performance or condition, expressed as a value for the measure, to be achieved within a time period required by the Federal Transit Administration. Reportable: An event occurring on transit right-of-way, in a transit revenue facility, in a transit maintenance facility, or involving a transit revenue vehicle, excluding occupational safety events occurring in administrative buildings. Risk: An assessed probability and severity calculation to classify the overall potential consequences of a hazard. Safety Assurance: A list of defined safety performance indicators for reach priority risk and associated targets the Agency will use to determine if it is achieving the specified safety goals. Safety Events: Include but are not limited to slips, trips, falls, smoke, power failure, maintenance-related issues, or electric shock. To be reported as a major event, these events must either meet the fatality, evacuation, or property damage threshold or result in two or more injured persons. Other Safety Events that cause only one person to be immediately transported from the scene for medical attention, and that do not trigger any other reporting threshold, are reported on the Non-Major Monthly Summary Report form. The FTA includes Other Safety Events that occur in a transit maintenance facility and meet a reporting threshold but continues to exclude occupational safety events occurring in administrative buildings. Safety Performance Target: A performance target related to safety management activities. Serious injury: Any injury which: (1) Requires hospitalization for more than 48 hours, commencing within 7 days from the date the injury was received; (2) Results in a fracture of any bone (except simple fractures of fingers, toes, or noses); (3) Causes severe hemorrhages, nerve, muscle, or tendon damage; (4) Involves any internal organ; or (5) Involves second or third degree burns, or any burns affecting more than 5 percent of the body surface. Acronyms: ADA Americans with Disabilities Act ARTS Augusta Regional Transit Study AT Augusta Transit CAP Corrective Action Plan CEO Chief Executive Officer CSO Chief Safety Officer DR Demand Response FAST Fixing America’s Surface Transportation Act FTA Federal Transit Administration FY Fiscal Year GDOT Georgia Department of Transportation HR Human Resources KPI Key Performance Indicator MAP-21 Moving Ahead for Progress in the 21st Century MILSTD Military Standard MPO Metropolitan Planning Organization NPTSP National Public Transportation Safety Plan NTD National Transit Database NTSB National Transportation Safety Board PHA Preliminary Hazard Assessment PPE Personal Protective Equipment PTASP Public Transportation Agency Safety Plan SMS Safety Management System TAM Transit Asset Management TPO Third-Party Operator UPT Unlinked Passenger Trips VRM Vehicle Revenue Miles 1 1. Transit Agency Information Augusta Transit is the public transportation provider in the consolidated Augusta-Richmond County area. Since 2011, Augusta Transit has contracted with a third-party operator, RATP-Dev, to provide bus service along nine routes, as well as Americans with Disabilities Act (ADA) compliant comparable Paratransit and demand response transit to the rural areas of Richmond County. RATP-Dev also provides maintenance of the transit vehicles. A map of the Augusta Transit system is provided in Figure 1 on the following page. Transit Agency Name Augusta Transit Transit Agency Address 1535 Fenwick Street Augusta, GA 30901 Accountable Executive (Name and Title) Sharon Dottery, Transit Director Chief Safety Officer (Name and Title) Kevin Smith, Safety and Training Manager Mode(s) of Service Provided (e.g., Fixed Route, Demand Response, ADA Paratransit, etc.) Fixed Route Bus, ADA Paratransit, Rural Demand Response (DR) List All FTA Funding Types (e.g., 5307, 5310, 5311) Sections 5307, 5339, 5311 Vehicles Operated in Maximum Service, by Mode Fixed Route Bus: 12 ADA Paratransit: 7 Rural DR: 6 Mode(s) of Service Contracted Out to Third Party Operators (TPOs) All Name of Third Party Operator (if applicable) and contact person RATP-Dev Does the agency provide transit services on behalf of another transit agency or entity? No Description of Arrangement(s) No. of Fixed Bus Routes: 9 2 Annual Vehicle Revenue Miles (VRM) Fixed Route Bus VRM Demand Response/Paratansit VRM 545,667 205,428 Annual Unlinked Passenger Trips (UPT) Fixed Route Bus UPT Demand Response/Paratansit UPT 659,598 29,087 Figure 1, shown on the following page, maps Augusta Transit’s nine bus routes and their stops. 3 Figure 1 – Augusta Transit Routes and Stops 4 2. Safety Management 2.1 Safety Management Policy Augusta Transit, including our third-party operator (currently RATP-Dev), strives to provide the safest and most secure experience for the riding public and our employees. All levels of management and employees are accountable for the delivery of the highest level of safety performance, starting with the Transit Director. Every employee must practice workplace safety, use equipment, tools and materials properly, and be trained in the agency’s work rules and procedures for his or her respective areas of responsibility, including contingency plans for abnormal and emergency conditions. Augusta Transit is committed to: · Supporting an organizational culture that fosters safe practices, encourages effective employee safety reporting and communication, and actively manages safety with the same attention to results as paid to other management systems of the organization; · Integrating the management of safety as a primary responsibility of all managers and employees, including contractors; · Defining for all staff, managers and employees alike their accountability and responsibility for the delivery of the organization’s safety performance and the overall implementation of our Safety Plan; · Establishing and implementing a proactive safety program to manage risks to a level that is acceptable and consistent with safety performance; · Ensuring protections for any employee who discloses a safety concern through the employee safety reporting program; · Complying with, and wherever possible, exceeding the expectations of legislative and regulatory requirements and standards; · Ensuring all staff are provided with adequate and appropriate safety-related information, personal protective equipment (PPE) and training, are competent in safety management matters, and are allocated only to tasks commensurate with their skills; · Communicating the purpose and benefits of the Safety Management System (SMS) to all staff, managers, supervisors, and employees; · Establishing and measuring our safety performance against realistic and data-driven safety performance indicators and safety performance targets; · Continually improving our safety performance through management processes that ensure appropriate safety management actions are taken and are effective; and · Ensuring externally supplied systems and services to support our operations are delivered to meet our safety performance standards. 5 This agency Safety Plan describes our safety efforts and programs, and through our thorough implementation of such efforts and programs we explicitly show our commitment to system safety based on SMS principles as per 49 CFR Part 673. 2.2 Employee Safety Reporting Employees are required to embrace Augusta Transit’s safety goals and objectives and are encouraged to report safety concerns, issues or hazards. Executive management has established a safety reporting process for employees to voice their safety concerns without fear of retribution or blame. All frontline personnel will be responsible for utilizing this program as necessary. Our employees (including contractors) have a duty to report any unsafe condition to their supervisor, manager or the Chief Safety Officer. Unsafe conditions may include issues with policies, procedures, physical conditions, events, information about an issue, among others. All violations of agency safety rules or procedures (including regulatory requirements of the agency) may result in disciplinary action. No action will be taken against any employee who communicates a safety condition through our reporting program unless such disclosure indicates an illegal act, gross misconduct or negligence, or a deliberate or willful disregard of our rules, policies and procedures. Once actions to remediate a safety violation have been determined, they shall be communicated throughout the organization and carried out. 2.3 Safety Management Policy Communication Augusta Transit staff (including all third-party operator employees) are informed of their responsibilities related to safety and the requirements of our Safety Plan during onboarding. Communicating the purpose and benefits of this Safety Plan and SMS principles among executive and senior management, supervisors and frontline staff are the most important jobs of all of our employees. All employees understand their respective safety roles and obligations and in identifying and assessing safety risks in the workplace and in agency operations. Fostering and reinforcing these obligations through regular agency-wide communications and programs are critical functions of senior management and the Chief Safety Officer. 2.4 Safety Responsibilities The purpose of our Safety Plan is to maintain a formal safety program and establish a coordinated safety effort responsive to the needs of the operating, maintenance and support departments. We emphasize the goal of all personnel and contractors to work toward the common goal of minimizing the occurrence of customer and employee accidents and incidents by providing safe revenue service to our customers and a safe work environment for our employees. The following personnel lead the organization in the implementation of our Safety Plan: Accountable Executive – Transit Director (Sharon Dottery, current incumbent) · Establishes and sets an organizational example for safety objectives and goals; · Directs human resources; · Manages agency finances; · Oversees operations and maintenance programs; · Promotes and communicates safety policy and programs; 6 · Participates in regular meetings with key staff to understand the status of safety programs and data; and · Ultimately holds responsibility for all agency safety outcomes. Chief Safety Officer (CSO) – Safety and Training Manager (Kevin Smith, current incumbent) · Manages and implements the Safety Plan throughout the agency; · Chairs Safety meetings with key departmental managers including operations and maintenance; · Participates in formal meetings with the FTA and GDOT safety regulatory program; · Reports Safety Performance Measures/Targets to the Augusta Regional Transit Study (ARTS); · Develops and implements safety policies, procedures, and programs; · Supervises and oversees work of assigned safety staff, conducts performance reviews with staff, and initiates appropriate actions related to such; · Directs the hazard management process and provides notification of reportable accidents, incidents and hazardous conditions; · Investigates employee and vehicle accidents/incidents and injuries and works to develop programs to reduce accidents and injuries; · Conducts inspections and researches safety codes, standards, and regulations; · Compiles and analyzes health and safety statistics; · Produces safety reports, records, documents, and manifests; · Accesses and updates database safety-related files; · Coordinates staff safety meetings and attends meetings, conferences and group functions related to safety; · Develops and conducts training sessions relating to safety issues; · Identifies health and safety concerns, analyzes reports and information; · Develops programs for accident/injury prevention, and submits recommendations to reduce frequency of accidents; · Develops departmental and organizational Key Performance Indicators (KPI); and · Conducts risk identification, evaluation, control, funding, and administration. In addition, SMS implementation is supported by other positions within Augusta Transit and its third-party operator, including: · The Operations Manager; · The Special Services Manager; · The Maintenance Manager; and · The Shop Foreman. These personnel have the following authorities, accountabilities, and responsibilities: · Participate as members of the Augusta Transit Safety Committee; · Complete training on Safety Plan elements; · Oversee day-to-day operations of the Safety Plan in their departments; · Modify policies in their departments consistent with implementation of the Safety Plan, as necessary; and 7 · Provide subject matter expertise to support implementation of the Safety Plan as requested by the Transit Director or the CSO, including Safety Risk Management activities, investigation of safety events, development of safety risk mitigations, and monitoring of mitigation effectiveness. A chart outlining the organization responsible for implementing Augusta Transit’s SMS is provided in Figure 2. This depicts the structure of reporting between the public owner of the transit system (Augusta-Richmond County Government) and the Third-Party Operator (currently RATP-Dev). Figure 2 – Augusta Transit Organizational Chart 8 2.5 Safety Committee The CSO will periodically convene meetings of the Safety Committee to discuss safety program issues, safety data/performance indicators, Safety and Transit Asset Management (TAM) Plan updates, among various other issues that pertain to overall agency safety matters. The Safety Committee is an executive-level function that will at minimum include the Transit Director, key representatives from Operations and Maintenance, and will be chaired by the CSO. The objectives of regular meetings of the Safety Committee are to ensure that the Transit Director is well-versed in the implementation of the Safety Plan, KPI and other important data, and that executive-level staff have a regular multi-disciplinary forum to discuss pertinent safety issues and policy. 9 3. Safety Risk Management 3.1 Hazard Management Program Augusta Transit promotes the proactive identification and evaluation of hazards before they escalate into accidents or incidents. This Safety Plan and its programs must be effective in identifying and minimizing hazards in the operational environment. All operations must be viewed from a systems perspective in that the safety-critical functions of one group may impact those of one or more others. This focus on system safety is meant to foster the understanding of the interdependence of actions on overall safety. As such, our hazard management program involves a multi-disciplinary review process that is ultimately managed by the Safety Committee, led by the CSO. There are three basic objectives: · Hazard identification; · Hazard assessment; and · Hazard resolution. 3.2 Hazard Identification Hazard identification and resolution is a core element of the Safety Plan emphasizing timely correction of unsafe conditions, anticipated and reconciled before serious accident, injury, or damage occurs. Our risk management program includes the following practices: · Employee safety reporting; · Driver, dispatcher, supervisory and maintenance performance information; · Rules compliance checks; · Americans with Disabilities Act (ADA) compliance reviews; · Asset conditions assessments; · Camera and event recorder reviews; · Environmental information; · Safety observations; · Pre- and post-trip inspections; · Vehicle, facility and equipment inspections; · Internal safety investigations; · Fitness for duty checks; · Accident reports; · Compliance programs; · Safety Committee reviews; and · Public feedback/complaints. Augusta Transit emphasizes the timely identification and correction of unsafe conditions, anticipated and reconciled before serious accident, injury, or damage occurs. To ensure we provide as safe and reliable transportation services as possible, we have established a process by which hazards are identified, analyzed for potential impact on the operating system, and resolved in a manner acceptable to management and applicable regulatory agencies. All management, staff, contractors, and suppliers are required to implement high standards of safety and system assurance throughout the design, construction, testing, and operational phases of 10 our projects. Hazards which cannot be eliminated with design mitigations, including the implementation of safety warning devices, are usually addressed by training, and/or written procedures to prevent mishaps. Most hazards are identified in the field, reported, entered in reports, and are addressed by the responsible departments through routine corrective measures that do not require special attention. Hazards can be identified through a host of sources ranging from daily experience (accidents, incidents or safety concerns), gathered data, information submitted by patrons, to detailed analyses and assessments of existing conditions, among others. Once hazard causes, consequences, and likelihood of occurrence have been assessed, priorities for resolution can be established. The risks associated with hazards are accepted, minimized, controlled or identified for future remedy. Safety efforts must, however, continue to ensure that the implementation of hazard remedies do not create new safety concerns. 3.3 Hazard Assessment Hazard assessments shall include specific inputs, reviews, and comments from any department and personnel, as necessary. To categorize the severity of a hazard, the likely effects on passengers, employees, general public and equipment must be established. Hazard severity ratings are based on categories from Military Standard 882E (MILSTD-882E) and require system key agency stakeholders to make subjective determinations of the worst case that could be anticipated to result from design inadequacies, human error, component failure or malfunction. Hazard severity categories are defined to provide a qualitative measure of the worst credible mishap from resulting from personnel error, environmental conditions, design inadequacies, and procedural deficiencies for a system, subsystem or component failure or malfunction. Table 1 below summarizes the hazard severity categories. It reflects the principle that not all hazards pose an equal amount of risk to personnel safety. Table 1 – Hazard Severity Characteristics Severity Level People Equipment/Services Financial Reputational Catastrophic 1 Several deaths and/or numerous severe injuries (per event) Total loss of equipment or system interruption, requiring months to repair Estimated loss in excess of $5 million Ongoing media coverage, irreparable reputational damage, government intervention (weeks-months) Critical 2 Low number of deaths and/or severe injuries (per event) Significant loss of equipment or system interruption, requiring weeks to repair Estimated loss in the range of $500,000 to $5 million Prolonged media campaign, serious reputational damage, sustained government involvement (days-weeks) Major 3 Minor injury and possible serious injury (per event) Some loss of equipment or system interruption, requiring 7 days or less to repair Estimated loss in the range of $50,000 to $500,000 Adverse media coverage, reputational damage, government involvement Marginal 4 Possible minor injury (per event) Some loss of equipment, no system interruption, less than 24 hours to repair Estimated loss in the range of $1000 to $49,999 Local media coverage and some reputational damage Insignificant 5 No injury Minor damage to equipment, no system interruption, no immediate repair necessary Estimated loss is likely less than $1000 No adverse media or reputational damage The probability that a hazard will occur during the planned life expectancy of a system element, subsystem, component or daily operational function can be described subjectively in potential 11 occurrences per unit time, event, population, items or activity. A qualitative hazard likelihood may be derived from research, analysis, and evaluation of historical safety data or a similar system. The CSO, departmental managers or the Safety Committee can assign a probability rating to a particular event or a specific hazard. Supporting rationale for assigning a hazard likelihood is documented in hazard analysis reports, memos or minutes from meetings. The assessment of the likelihood of hazard occurrence will consider specific system operations based on the current system configuration. Hazard frequency levels to be considered are shown in Table 2 below. Table 2 – Hazard Likelihood Likelihood Specific Item Fleet / Inventory Frequency A Frequent Likely to occur frequently in the life of an item Continuously experienced 26 or more events in a year B Probable Will occur often in the life of an item Will occur frequently in the system 13 to 25 events in a year C Occasional Likely to occur sometime in the life of an item Will occur several times 6 to 12 events in one year, or less than 24 events in 5 years D Remote Unlikely but possible to occur in the life of an item Unlikely, but can be expected to occur 1 to 5 events in one year or less than 10 events in 10 years E Improbable Unlikely to occur but possible Unlikely to occur, but possible 1 event in 25 years F Eliminated Incapable of occurrence. This level is used when potential hazards are identified and later eliminated. The Hazard Risk Index (Table 3) combines hazard categories, severity and probability to constitute a chart to assist in the evaluation of specific hazards and their associated levels of risk. Table 3 – Hazard Risk Index Hazard Categories Frequency 1 Catastrophic 2 Critical 3 Major 4 Marginal 5 Insignificant A Frequent 1A 2A 3A 4A 5A B Probable 1B 2B 3B 4B 5B C Occasional 1C 2C 3C 4C 5C D Remote 1D 2D 3D 4D 5D E Improbable 1E 2E 3E 4E 5E F Eliminated Hazard Risk Index Risk Decision Criteria Unacceptable Hazard must be mitigated Undesirable Requires acceptance from management Acceptable with Review Hazard may be accepted with management review Acceptable Risk level is acceptable Eliminated No hazard remains 12 3.4 Hazard Resolution Once a risk has been evaluated, the agency will determine a course of action to address a given risk. As per the process above, a risk may be eliminated by eliminating the source of the hazard. For example, if a special service route has experienced incidents, such hazards will be eliminated when such special service is also eliminated. In other instances, for example, the CSO and Safety Committee may utilize accident/incident data over time to discuss the hazards of vehicle rear- endings and evaluate the type, severity and probability of these accidents, and mitigation measures to prevent these mishaps in the future. Such mitigations may include new standard operating procedures, policies, additional training requirements, public awareness campaigns, or even vehicle design changes. This methodology may be applied for the analysis of risks of day-to-day operations as well as for preliminary hazard assessments (PHA) when designing new system infrastructure. During the safety certification process to develop system expansions, identified hazards can be addressed by designing system elements for minimum risk, and/or incorporating safety and warning devices. 3.5 Hazard Tracking Some more complex hazards may require the use of a tracking log which may consist of the following information: · Assigned hazard number; · Date hazard identified; · Hazard title; · Hazard description; · Sources from which a hazard was identified; · The element of operation affected by the hazard; · Initial hazard classification; · Current hazard classification; and · Corrective Action Plan (CAP). The hazard tracking log, when used, is updated regularly until the hazard CAP has been closed out. All captured data is analyzed for the identification of developing trends to ensure future safety risks/hazards can be mitigated and/or eliminated. 13 4. Safety Assurance The purpose of Safety Assurance is to evaluate the overall effectiveness of safety risk controls established under the Safety Risk Management program. The Transit Director and CSO are responsible for monitoring and evaluating day-to-day operations to ensure that: 1) emerging risks are identified, 2) Augusta Transit is in compliance with regulatory requirements applicable to the Safety Plan, and 3) that our safety programs are meeting our safety goals and objectives. Safety Assurance programs provide important feedback and data into the risk management process and vice versa to promote safer operations. Through our Safety Risk Management and Safety Assurance activities, we will evaluate the adequacy of procedures, processes, personnel performance, our data collected, and compliance with procedures and programs. 4.1 Safety Performance Monitoring and Measurement The Transit Director has the ultimate responsibility of affording the riding public and employees safe and secure operations. Each employee is required to carry out specific system safety responsibilities in compliance with their job specifications, agency rules and regulations and this Safety Plan. Each department generates its own performance data used for the detection of trends or problems in operations and maintenance prior to the development of a major safety concern. Among the various safety assurance activities overseen by the Transit Director and CSO include: · Fleet operations; · Road supervision; · Fleet maintenance; · Drug and Alcohol Program; · TAM; · Resource planning; · Internal operations reviews; · Accident/incident investigations and other means to determine causal factors; · Contractor safety efforts; · Data collection and analysis; and · Security activities. It is the task of the CSO to monitor and measure the safety performance of operations through data provided from the various departments and report to the Transit Director and Safety Committee periodically. Using collected data and assessing trends, we develop minimum performance standards to meet agency safety targets and goals. From there, we may create KPI that show us whether or not we are achieving our safety targets and goals. Selected data is accumulated and analyzed for ongoing trending and performance measurement, including fatalities, injuries to passengers and/or personnel, system reliability, and other safety related events. This data comes from various sources including, but are not limited to: · Event reports; · Observations of operations reports; · Internal and external inspection, survey, and audit reports; · Safety suggestions from employees and customers; · Historical knowledge; 14 · Seasonal events and effects; · Environmental considerations; · New equipment or facility deployments; · Fleet issues; · Process reviews and audits; · Training efforts; and · Peer reviews. Monitoring and measurement of our safety assurance program establishes a baseline which we can use to compare criteria and conditions at other specific points in time. Once a baseline is established through monitoring and measurement, data can be used as criteria in evaluating operations to reduce risk and overall safety objective/goal achievement. Ongoing monitoring is built into our operations, performed continually, and responsive to change. Ongoing monitoring includes regular management and supervisory activities, comparisons, reconciliations, and other routine actions. 4.2 Safety Performance Measures and Targets Among the various KPI that we use are the four safety performance measures that are required by the National Public Transportation Safety Plan: Fatalities, Injuries, Safety Events and System Reliability, as defined below: o Fatalities – Total number of reportable1 fatalities and rate per total vehicle revenue miles (VRM) by mode; o Injuries – Total number of reportable injuries and rate per total VRM by mode; o Safety Events – Total number of reportable events and rate per total VRM by mode; and o System Reliability – Mean distance between major mechanical failures by mode. These safety performance measures are based on data submitted to the National Transit Database (NTD). Our annual performance targets for these measures for FY 2021 are as below in Error! Reference source not found.. These safety performance targets will be shared with ARTS to aid in the planning process. Augusta Transit will coordinate with GDOT and ARTS in the selection of state and regional performance targets as requested. Table 4 – FY 2021 Safety Performance Targets 1 The thresholds for “reportable” fatalities, injuries, and events are defined in the NTD Safety and Security Reporting Manual. Mode of Transit Service Fatalities (total) Fatalities (per 100,000 VRM) Injuries (total) Injuries (per 100,000 VRM) Safety Events (total) Safety Events (per 100,000 VRM) System Reliability (VRM/Failures) Fixed Route Bus 0 0 3 0.22 1 0.19 2,859 Demand Response ADA Paratransit 0 0 2 0.17 0 0.17 12,770 15 5. Safety Promotion Safety Promotion fosters a positive safety culture and improves safety performance by increasing safety awareness through training and communication. Appropriate training for all employees regardless of their position within the agency provides knowledge for a successful safety program. Through communication of lessons learned and safety performance data, employees are made aware of safety priorities and concerns as they relate to their individual job tasks and the entire organization. 5.1 Safety Training All new and existing employees, whether in-house or under contract, undergo Safety Plan familiarization training. Employees at all levels of the agency need to understand 1) what the Safety Plan is, 2) how it supports the agency’s mission, and 3) what their specific individual Safety Plan responsibilities are. Augusta Transit (including RATP-Dev) has developed job specifications for all job classifications which require certain skills training in order for personnel to perform job functions safely. For certain positions this will include initial as well as refresher training. Augusta Transit maintains records of all employees upon hire and manages their progress through training, annual recertification and retraining if required. Our safety training programs include, but are not limited to, the following: · RATP-Dev Operator Training Program; · RATP-Dev Maintenance Employee Training Program; · Defensive Driving Certification Program; · Biannual department-wide safety meetings; and · Regular maintenance division safety meetings. 5.2 Safety Communication All employees, from the Transit Director to the RATP-Dev General Manager to frontline personnel, shall communicate the virtues and requirements of our Safety Plan and program elements. Safety communication activities ensure that all employees and contractors are aware of the following goals and responsibilities: · The observance of all agency standard operating procedures, policies, and plans; · The need to systematically identify safety hazards, mitigate risk and reduce fatalities and injuries resulting from transit operations; · The need to reduce the injury incidence rate by minimizing exposure to unsafe conditions and reducing hazardous employee behavior; · Providing safe and efficient transit services by ensuring that all vehicles, equipment and facilities are regularly inspected, maintained and serviced as needed; and · Achieving 100 percent of scheduled routine inspections, preventative and regular maintenance work is completed on time, and essential repairs addressed in a designated time. 16 Further, we encourage employees and contractors to be mindful of their safety responsibilities, and we review various safety issues, recommendations, policies, etc. by various means which include but are not limited to: · Employee Safety Reporting Program; · Safety meetings; · Bus operator meetings with supervisors and managers; · Safety updates posted to bulletin boards checked daily by operators; · Newsletters; · City of Augusta safety bulletins; · RATP-Dev safety bulletins; · Monthly Safety Tip emails from the City Office of Risk Management; · City of Augusta Annual Safety Training; · City of Augusta Safety Recognition program; · Monthly facility safety inspections; · Text message alerts; · Radio supervisor communication with operators; · One-on-one communication between supervisors and frontline employees; · Meetings with contractors; · Committee meetings; and · Safety campaigns. A positive safety culture focuses on finding and correcting systemic issues rather than finding someone or something to blame. A positive safety culture flourishes in an environment of trust, encouraging error-reporting and discouraging covering up mistakes. The need to address behavior that is malicious or recklessly negligent must be balanced with the need for a just culture that is not excessively punitive. A positive safety culture goes beyond simply adhering to procedures. It is demonstrated when employees carry out their duties correctly, with alertness, full knowledge, sound judgment, and a sense of accountability. 6. Annual Update Process The CSO will review and update this Safety Plan annually. The updated version of the Plan will be signed by the Transit Director and approved by the Augusta-Richmond County Commission. The newly authorized version will be reissued to all transit personnel for their perusal and comprehension. Augusta Transit will maintain all documents that are related to the implementation of this Safety Plan and results from SMS processes and activities. These documents will be made available upon request by the FTA or other related Federal entity. All such documents will be maintained for a minimum of three years after they are created. 17 THIS PAGE INTENTIONALLY LEFT BLANK 18 Appendix A: PTASP Relationship to Other Federal Laws & Regulations 1. Public Transportation Safety Program Rule - 49 U.S.C. § 5329 The Public Transportation Safety Program Rule establishes substantive and procedural rules for FTA’s administration of the Public Transportation Safety Program authorized by 49 U.S.C. § 5329. The rule establishes FTA’s SMS approach to the development and implementation of the Safety Program. Further, it sets rules of practice for the FTA’s enforcement authority and describes the contents of a National Public Transportation Safety Plan. National Public Transportation Safety Plan (NPTSP)- section 5329(b) Through the NPTSP, the FTA has adopted the principles and methods of SMS as the basis for enhancing the safety of public transportation in the United States. The NPTSP is a policy document, communications tool, and a repository of standards, guidance, best practices, tolls, technical assistance, and other resources. This Safety Plan was written in accordance to the Public Transportation Safety Program Rule and the NPTSP. 2. Public Transportation Agency Safety Plan (PTASP) Rule - 49 CFR Part 673 The Federal Transit Administration (FTA) published a final rule for PTASP as authorized by the Moving Ahead for Progress in the 21st Century Act (MAP–21). This final rule requires States and certain operators of public transportation systems that receive Federal financial assistance under Urbanized Area Formula Program (49 U.S.C. § 5307) to develop safety plans that include the processes and procedures to implement Safety Management Systems (SMS). Transit operators must certify they have a safety plan, meeting the requirements of the rule, in place by July 20, 2020. 3. Transit Asset Management (TAM) Rule - 49 CFR Part 625 The PTASP final rule applies to only Section 5307 recipients and sub-recipients, and the TAM rule applies to all operators of public transit. However, the two plans can support one another by providing useful data for agency use and NTD reporting. Pursuant to 49 C.F.R. Part 625, condition assessments were performed as part of safety risk management and safety assurance activities. The results of TAM condition assessments, and subsequent SMS analysis can help prioritize a transit agency’s TAM Plan elements. Condition assessments help identify potential safety issues, which could undergo a safety risk assessment as part of safety risk management. Further, TAM data and analysis can also be used for performance monitoring and measurement as part of safety assurance. Results of safety risk assessments and safety performance monitoring and measurement can guide the prioritization of an asset for repair or replacement. 4. National Transit Database (NTD) Rule 49 U.S.C 5335(a) Transit agency’s receiving funding from the Urbanized Area Formula Program (5307) or Rural Formula Program (5311) are required to submit data to the NTD in uniform categories. Agencies submit reports to NTD each fiscal year. The PTASP rule and NTD reporting rule are related, as both rules require agencies to track data based on the same data points; fatalities, injuries and safety events per total revenue vehicle mile by mode, with the additional requirement of mean distance between major mechanical failures. 19 Appendix B: Approval by Governing Body I hereby certify on behalf of Augusta Transit, that on ______________________, 2020, the Augusta-Richmond County Commission approved the enclosed Agency Safety Plan in accordance with 49 CFR 673.11(a)(1). Signature of Authorized Official: ________________________ Printed Name and Title: _________________________ Date: _________________________ 20 Appendix C: GDOT Plan Certification [ATTACH CERTIFICATION LETTER] Commission Meeting Agenda 6/24/2020 2:00 PM Motion to approve a Memorandum of Understanding between Augusta, GA and The Greater Augusta Arts Council for the execution and management of a Temporary Sculpture Festival Department:Recreation and Parks Department Department:Recreation and Parks Department Caption:Motion to approve a Memorandum Of Understanding to allow the Greater Augusta Arts Council to execute and manage a Temporary Sculpture Festival. Background:Continue the development and establishment of public art projects within the geographic area of Augusta to engage in cultural enrichment activities, including traditionally underserved areas. Analysis:This motion would allow for Augusta, Georgia to work directly with the Greater Augusta Arts Council on the planning and managing of the eighteen (18) month event. Financial Impact:This Memorandum of Understanding would bring many people to Downtown Augusta to observe, enjoy and participate in the Temporary Sculpture Festival. Those visitors would contribute to the economic impact of the festival by also visiting shops and restaurants in Augusta during their stay. Alternatives:1. To approve 2. To move to no action Recommendation:1. To approve Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Cover Memo Finance. Law. Administrator. Clerk of Commission Cover Memo Memorandum of Understanding between Augusta, Georgia 535 Telfair Street Augusta, GA 30901 (Hereinafter “the Commission”) and The Greater Augusta Arts Council 1301 Greene Street Augusta, GA 30904 (Hereinafter “the Council”) This Memorandum of Understanding (“MOU”) is made on this ____ day of ______________, 2020, by and between the Commission and the Council for the purpose of planning, executing and managing of a Temporary Sculpture Festival (the “Festival”). WHEREAS, the Commission and the Council recognize the need that additional effort be spent on the development and establishment of public art projects within the geographic area of Augusta to engage in cultural enrichment activities, including traditionally underserved areas; and WHEREAS, the Commission and the Council desire to enter into this Memorandum of Understanding in which the Parties will work together to create and manage the Festival; NOW, THEREFORE, in consideration of the above premises, and for other good and valuable consideration, the Parties agree as follows: 1. PURPOSE The purpose of this Memorandum is to provide the framework for the understanding and cooperation between the Commission and the Council to plan, create, develop, manage and establish the Festival. 2. THE FESTIVAL The Commission recognizes the Council as the managing entity of the Temporary Sculpture Festival. The Temporary Sculpture Festival currently consists of the forthcoming lease of sculptures to be placed in Downtown Augusta, along with promotion of events to be held around and in celebration of these sculptures for the duration of the eighteen (18) month Festival. The Temporary Sculpture Festival include the purchase of one of the leased sculptures to add to Augusta, Georgia’s permanent public art collection. 3. OBLIGATIONS OF THE PARTIES The Parties acknowledge that a joint project is created between them by this Memorandum and both agree to work together to ensure united, visible and responsive leadership and to provide adequate administrative and managerial resources for the success of the Festival. The parties will work closely together to succeed in their joint venture. a. Services to be rendered by the Commission include: I. Funding - The Commission has approved $100,000 for a Public Arts Sculpture Project in the 2019 budget. The Commission will consider funding requests for future budget years through the regular budgeting process and allocate funding as deemed appropriate. II. Final Approval - The Commission will, based on and in consideration of recommendations made by the Council, decide on final sculpture plans and/or designs, as well as locations of art pieces and/or installations before implementation. b. Services to be rendered by the Council include: I. Site Preparation - Once approved by the Commission, the Engineering Department will arrange for the creation of structurally suitable bases at the selected locations. $5,000 of the approved project budget is to be allocated for this purpose. Services to be rendered by the Council include: II. Call for Artwork - The Council will plan, create, execute and manage the national call for Artwork. Artwork is not to exceed 4’ in width or 18’ in height, and shall not exceed the capacities of the concrete plinth to safely house the sculpture in extreme weather. III. Site Planning - The Council will draft, develop and formalize criteria for what constitutes an appropriate site for the sculptures. If sites are deemed appropriate through aforementioned process, the Council will secure potential locations, pending final approval through the Commission. IV. Installation - The Council will coordinate the installation and de-installation of all temporary sculptures. The Council will be responsible for any associated permitting required to safely install the sculptures and/or concrete plinths. The Council will coordinate any access to nearby power, including any associated fees. The Council will be responsible for ensuring the structural integrity of the sculptures for the duration of the Festival. The City will not be responsible for any damage to the artwork during installation or decommission. The City has the right to refuse, repair, or remove any artwork deemed unsafe or unacceptable. The Council will communicate to the artist any need for refusal, repair, or removal. The sculptures will be in place for up to 18 months. The Council will draft, produce, and install appropriate signage for each sculpture. V. Marketing - The council will create appropriate marketing channels to promote the sculptures, the festival, and all associated events. This includes but is not limited to the design, implementation and management of an interactive internet platform, the promotion of events highlighting sculptures and the Festival, the marketing of the Festival. The Council plans to promote the private purchase of art, and to retain a 30% sales commission on any artwork sold. This commission is not to be applied to the artwork purchased by the City. VI. Artist Management - The Council will select artists suitable to participate in the Festival, and manage the contracts with the selected artists and all payments to the artists. The selection process will follow and be in compliance with the Public Art Policy, approved by the Commission on November 15, 2016. VII. Public Arts Advisory Panel - The Public Arts Advisory Panel, through and with assistance of the Augusta Recreation and Parks Department will ensure timely communication between the Parties. Out of the selected artists, the Public Arts Advisory Panel will prepare a ranked list of the artists from 1 to 10, based on the Public Arts Advisory Panel’s expertise as well as public feedback and opinion. VIII. Recommendation of purchase - Once the Public Arts Advisory Panel has prepared a ranked list of the artists, the Council will submit the approved list of artists to the Commission for final approval of purchase. Included in the recommendation of purchase will be written instructions for the care and maintenance of the artwork. IX. Communication and Cooperation - The Council will work closely with Augusta, Georgia’s Traffic Engineering Department, Procurement Department, Planning and Development Department, and Recreation and Parks Department to ensure good communication and cooperative efforts in providing a safe and sound festival. The Recreation and Parks Department will communicate all relevant updates with the Commission on behalf of the Council. 4. FUNDING Nothing in this Memorandum of Understanding shall be interpreted as a commitment of funds, unless stated otherwise within this MOU. The Commission agrees to appropriate $100,000.00 to the Council for the purpose of the implementation of this Temporary Sculpture Festival, including all services identified in 3b above. The funds will be utilized according to the Temporary Sculpture Festival Budget (attached). 5. INDEMINIFICATION Each party to this MOU shall assume the responsibility and liability for the acts and omissions of its own employee, deputies, officers, or agents, in connection with performing any obligations and/or responsibilities under this MOU. For liability purposes, neither party shall be considered the agent of the other party. 6. TERM / PROJECT DURATION This MOU is at-will and may be modified in writing by mutual consent of authorized officials from the Commission and the Council. This MOU shall become effective upon signature by the authorized officials from the Commission and the Council and will remain in effect until modified or terminated by any one of the partners by mutual consent. In the absence of mutual agreement by the authorized officials from the Commission and the Council, this MOU shall end 60 calendar days after a written notice to the other party has been provided by one party. 7. NOTICE Any notice or communication required or permitted under this Memorandum is sufficient if delivered in person or by certified mail, return receipt requested, to the address set forth in the opening paragraph or to such other address as one party may have furnished the other in writing. 8. GOVERNING LAW This Memorandum shall be construed in accordance with the laws of the State of Georgia. 9. ASSIGNMENT / TRANSFER OF RESPONSIBILITIES Neither party may assign or transfer the responsibilities under this Memorandum without the prior written consent of the non-assigning party. 10. SEVERABILITY If any provision of this Memorandum is found to be invalid or unenforceable for any reason, the remaining provisions will continue to be valid and enforceable. If a court finds that any provision of this Memorandum is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision will be deemed to be written, construed, and enforced as so limited. 11. NO THIRD PARTY BENEFICIARY RIGHTS. The parties do not intend to create in any other individual or entity the status of a third party beneficiary, and this MOU shall not be construed so as to create such status. The rights, duties and obligations contained in this MOU shall operate only between the parties to this MOU, and shall inure solely to the benefit of the parties to this MOU. The provisions of this MOU are intended only to assist the parties in determining and performing their obligations under this MOU. 12. PRIOR MEMORANDUM SUPERSEDED This Memorandum constitutes the entire agreement between the Parties relating to this subject matter and supersedes all prior or simultaneous representations, discussions, negotiations, and Memorandums, whether written or oral. 13. UNDERSTANDING It is mutually agreed upon and understood by and among the Parties of this Memorandum that: a. The Parties will work together in a coordinated fashion for the fulfilment of this joint venture. b. In no way does this Memorandum restrict the Parties from participating in similar agreements with other public or private agencies, organizations, and individuals. c. To the extent possible and reasonable, both Parties will participate in the development of this joint project. 14. SIGNATORIES This Memorandum is executed the day and year first above written on behalf of Augusta-Richmond county Commission by its duly authorized officials Mayor Hardie Davis, Jr. and its Clerk of Commission and on behalf of the Greater Augusta Arts Council by (enter names and titles here). AGREED TO BY: AUGUSTA, GEORGIA By: _________________________ Hardie Davis, Jr., Mayor Date: _________________________ Attest: _______________________________ Lena J. Bonner, Clerk of Commission The Greater Augusta Arts Council By: __________________________ Date: _____________________________ Project Budget Schedule A Description Quantity Amount Total Sculpture Bases and Installation 10 500 5,000 Sculpture Leases 10 3,000 30,000 Sculpture Signage and Plaques 10 700 7,000 Quarterly and Final Events 5 900 4,500 Project Implementation & Marketing 1 16,000 16,000 Monthly Prizes 11 25 275 2nd and 3rd Place Awards 2 750 1,500 1st Place Award/ Sculpture Purchase 1 25,000 25,000 Project Administration 1 10,725 10,725 Total 1,000,000 Commission Meeting Agenda 6/24/2020 2:00 PM Input Foam Based Testing System Purchase ARFF Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to approve the Input Foam Based Testing System for the Augusta Regional Airport Fire Department. Background:Requesting Purchase to meet Federal and State Law in the use and testing of Aqueous Film Forming Foam. (AFFF). 100% Federally Funded through AIP Grant. Analysis:FAA Authorizes only three (3) manufactures and out of the three only two (2) met the needs of the Augusta Regional Airport Fire Department. Financial Impact:Procurement has reviewed the purchase request of $39,000.00 Alternatives:To Deny Recommendation:To Approve Funds are Available in the Following Accounts: 551- 100% Federally Funded 551081301-5421110 REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Resolution of Support NRBHOF Department: Department: Caption:Motion to approve Resolution In Support of locating the National Rhythm & Blues Hall of Fame in Augusta, Georgia. Background:On June 16, 2020 the Commission authorized the General Counsel to draft a Resolution in Support of locating the National Rhythm & Blues Hall of Fame in Augusta, GA. Analysis: Financial Impact:N/A Alternatives: Recommendation: Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Cover Memo FOR IMMEDIATE RELEASE From: National Rhythm & Blues Hall of Fame Foundation Mr. LaMont Robinson / Founder/CEO Contact for Media: Corey Washington (706) 352-8921 Email: plaintalk2010@yahoo.com National R&B HOF Considering Augusta as a Possible Home LaMont Robinson the Founder/CEO of the National Rhythm & Blues Hall of Fame (NRBHOF) has announced: “Cleveland has the Rock HOF and Nashville has the Country Music HOF. Now Augusta has the opportunity to be considered the home of the National Rhythm & Blues HOF, which will be a national and international major tourist attraction for the City of Augusta.” (Southfield, MI/Augusta, GA – June 10th, 2020) - On June 13th, 2019, The NRBHOF held its 8th Annual Hall of Fame Induction Ceremony in Detroit, and now the number of inductees has risen to over 200. That is why LaMont Robinson has stated: “Now, it is more imperative than ever, for the NRBHOF to find a home for its inductees. I feel that the city of Augusta is the right destination for this project.” Along with the possibility of the annual Induction Ceremony Weekend moving to Augusta in the summer of 2021, the ultimate goal is to build a 30-50,000 sq. ft state-of- the art interactive museum featuring 3-D virtual reality exhibits, which will also house memorabilia of past inductees such as Michael Jackson, James Brown, B.B. King, Sam Cooke, Jackie Wilson, Jimi Hendrix, Prince, Aretha Franklin, Elvis, and Whitney Houston. It will take visitors on a journey of the history of R&B music from the days of the “Chitin' Circuit”, to historic venues and nightclubs, while also highlighting radio personalities, and unsung heroes. This project will have a Hall of Fame “Walk of Fame” (statues lining the front of the museum), music themed restaurant, gift shop, exclusive wings, such as The Georgia Experience, highlighting the R&B greats of GA like Ray Charles, Otis Redding, Little Richard, and The Godfather of Soul, James Brown, Hip-Hop of America, which will highlight the history of hip-hop and it’s strong connection to R&B via sampling, and other wings dedicated to the offshoots of R&B (jazz, rock, funk, etc.). The NRBHOF is not seeking taxpayer dollars to finance this endeavor, but rather, will seek corporate/private donations, proceeds from naming rights, public fundraising drives, etc. The estimated cost of the museum ranges from 10-50 million dollars, depending on the size and building from scratch vs a pre-fabricated building renovation. The NRBHOF will be an integral part of the local community, which includes the educational system. In addition to working with local musical programs already established, there are even plans for many year-round activities and programs to engage the youth of the CSRA. Members of the community that have been made aware of the preliminary plans to move the NRBHOF to Augusta have been very supportive. Augusta County Commissioner Marion Williams is very excited about the prospects of the NRBHOF locating to Augusta. Deanna Brown-Thomas of the James Brown estate has been a long- time supporter of the NRBHOF (Her father was inducted twice as a musician-2013, and as a songwriter-2017). Robinson has stated: “Our goal now, is to have a face-to-face meeting with the mayor of Augusta and its city officials to get their support for this project, that will bring over 500,000 visitors to Augusta, as well as providing over 250 local jobs.” Many already consider Augusta the Golf Capital of the World because of the Masters, now Augusta would also be considered the R&B Capital of the World, as the home of the National R&B HOF. Visit the website: https://www.rbhof.com All media inquiries can contact Corey Washington at (706) 352-8921 or plaintalk2010@yahoo.com for interviews, more detailed info, or requests to speak with LaMont Robinson (Founder/CEO). ##### RESOLUTION A RESOLUTION IN SUPPORT OF LOCATING THE NATIONAL RHYTHM & BLUES HALL OF FAME IN AUGUSTA, GEORGIA WHEREAS, the National Rhythm & Blues Hall of Fame is an independent organization honoring the historical preservation of rhythm and blues, gospel, jazz and hip-hop music and culture; and WHEREAS, the purpose of the National Rhythm & Blues Hall of Fame is, among other things, to collect and preserve the artifacts and to document the accomplishments of the many well-deserving individuals that have influenced the lives of many through the many avenues of Rhythm & Blues and Hip-Hop music; and WHEREAS, the National Rhythm & Blues Hall of Fame is dedicated to preserving and honoring the historical legacy and contributions of Rhythm & Blues music and its artists of yesterday, tomorrow, and today; and WHEREAS, the National Rhythm & Blues Hall of Fame is searching for a permanent home to honor all of its inductees, year round; and WHEREAS, Augusta, Georgia is the birthplace of James Brown, the “Godfather of Soul,” and a two-time inductee into the National Rhythm & Blues Hall of Fame; and WHEREAS, the National Rhythm & Blues Hall of Fame desires to build its permanent home in Augusta, Georgia, as a national and international tourist attraction to honor those, both living and deceased, for their achievements and contributions to the world of rhythm and blues music and culture; and WHEREAS, it is the desire of Augusta, Georgia to become the permanent home of the National Rhythm & Blues Hall of Fame as a way to pay homage to the great rhythm and blues musical talents throughout history; and NOW, THEREFORE, THE AUGUSTA, GEORGIA COMMISSION HEREBY RESOLVES to support the locating of the National Rhythm & Blues Hall of Fame in Augusta, Georgia to honor the contributions of various individuals to the genre of rhythm and blues. Duly adopted this _____ day of__________, 2020. ___________________________ Hardie Davis, Jr. As its Mayor Attest: ______________________________ Lena J. Bonner, Clerk of Commission Seal: Commission Meeting Agenda 6/24/2020 2:00 PM Abolishing the Augusta Land Bank Authority Department: Department: Caption:Abolish the Augusta Land Bank Authority. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM A.L. Williams Park Plaque Department:Central Services Department Department:Central Services Department Caption:Approve the plaque as presented for A.L. Williams Park requested by Larry Millard. Background: The art was dedicated on March 13, 2020 and the plaque is ready for placement once approved. Analysis: Financial Impact:None Alternatives:1. Do not approve 2. Approve the plaque as presented for A.L. Williams Park requested by Larry Millard Recommendation:Approve the plaque as presented for A.L. Williams Park requested by Larry Millard Funds are Available in the Following Accounts: No impact financially REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Cover Memo A.L. Williams Park Dedicated March 13, 2020 Honorable Hardie Davis, Jr., Mayor Sean Frantom, Mayor Pro Tem Commission Members William Fennoy Dennis Williams Mary Davis Sammie Sias Bobby Williams Ben Hasan Brandon Garrett Marion Williams John Clarke Jarvis Sims, Interim Administrator Ron Houck, Interim Director Recreation and Parks A brief bio of the project Augusta, Georgia Plaque Policy ST]BJECT: BUILDING DEDICATION PLAQT]ES AND COMMEMORATTVE MARKERS Position The Augusta, Georgia Commission has the authority to place any cornmemorative marker on any Augusta, Georgia owned property in which the Commission desires to commemorate a person, place or thing for any approved reason. The Commission has the authority to provide suitably for acknowledgingwithin the County Government (whether by memorials, designations or other suitable acknowledgements), (A) efforts of persons who have contributed substantially to the goals of the county and (B) gifts for use in activities of the County related to the wellbeing of its citizens. The primary purpose in designating an official name for an installation, major renovation, building or commemorative marker is to identifu the occupying activity for the public and official visitors. Following usual practices, it is County policy not to name an installation or building for living persons or, other than in exceptional cases, for deceased persons. It is also the Commission policy to recognize the completion of a new installation, building, or major renovation to an existing building as an event of importance to the community in excess of one million dollars. Therefore, it is the policy of the Commission to recognize the occasion by planning and conducting appropriate dedication ceremonies and post construction tours. This provides citizens with an opportunity to see the physical evidence of expenditures of their tax dollars. New Facilities Construction The names of the Mayor and Commission members seated on the date action was taken to fund construction of the facility and the names of the Mayor and Commission members in office at the time of dedication, along with those of the Administrator, Department Director, Construction Manager, architect and general contractor shall be engraved on a pennanent plaque affixed to the facility. Facilities Acquisitions The names of the Mayor and Commission members seated on the date action was taken to approve the funding of the acquisition and the names of the Mayor and Commission members in office at the time of dedication, along with the Administrator are to be included on the plaque. If renovation of said facility occurs prior to the County's occupying the facility then, in addition to the names of the Commission members taking action to approve the acquisition and the names of the Administrator, Department Director, Construction Manager, architect and general contractors are also to be included on the plaque affixed to the facility. Extensive Renovation of an Existing Facility The names of the Mayor and Commission members seated on the date of the action to fund the renovation project and the names of the Mayor and Commission members in office at the time of dedication, along with the names of the Administrator, Department Director, Construction Manager, Architect and General Contractor are to be included on the plaque. The plaque will identifu the project as a renovation or remodel, and the plaque will be placed next to or close in proximity to, the original dedication plaque. lll'age Responsibilities The Central Services Department is responsible for oversight of this policy to ensure it is consistently applied. Procedures A. The Augusta, Georgia commission will have final approval of the content plaque B. Building Dedication Plaques The final format and wording will be submitted to the Central Services Director then forwarded to the Administrator and will normally include the following: o City of Augusta logo o Identification of Commission facility or evento Date (month, day, year) of opening/dedication. Mayoro Mayor Pro Temo Commission Members (first name and last name in District order)o Administratoro Department Directoro Construction Manager o Architecto General Contractor o Funding Recognition (if applicable) C. Commemorative Plaques The final format and wording will be submitted to the Central Services Director then forwarded to the Administrator and will normally include the following: . City of Augusta logo o Identification of Commission facility or evento Date (month, day, year) of opening/dedicationo Mayoro Mayor Pro Temo Commission Members (first name and last name in District order)o Administrator o Department Directoro Brief biography or details commemorating the project Adopted in Commission Meeting on December 4,2018. f*tt {, ii-Mri,.l,#/i prior to fabrication ofthe A6H (/lfi ftt *'!.:..-,i.-l ?.-.i' !iliii"::!! '- t ' ' r-*';:q " <rn""e" J I 2ll)agc Commission Meeting Agenda 6/24/2020 2:00 PM 2020 - Cargo Vans Department:Central Services - Fleet Management Department:Central Services - Fleet Management Caption:Motion to approve the purchase of four Cargo Vans for various departments at a total cost of $121,252.84. Gerald Jones Ford and Allan Vigil Ford - Bid Item 20-153. Background:The Central Services Department – Facilities Maintenance Division is requesting the replacement of a 2005 Ford E150, asset number 204336, with 127,357 miles utilized by HVAC technicians. The Utilities Department – Customer Service Division is requesting the replacement of a 2006 Ford E250, asset number 205261, with 212,478 miles utilized to repair and test meters throughout the county. The Engineering Department –Traffic Engineering Division is requesting to purchase a new 2020 Ford T250 Cargo Van for use by their Signal Technicians to respond and repair fiber optic cables as needed. The Information Technology Department is requesting the replacement of a 1998 Ford E150, asset number 984180, with 86,155miles utilized to transport old and new equipment to designated government offices. All vehicles presented for replacement meet the approved replacement policy guidelines. Bid Tab Sheets and vehicle evaluations are attached. Analysis:The Procurement Department published a competitive bid using the Demand Star application for 2020 Cargo Van (Bid #20-153). Invitations to Bid were sent to 14 vendors with two vendors responding. Bid tab sheets are attached for your review. Bid #20-153: 2020 Ford T250 CSD and AUD – Gerald Jones Ford - $30,064.28; Allan Vigil Ford – $30,605.00 AED – Gerald Jones Ford - $35,374.28; Allan Vigil Ford – $38,462.00 IT – Allan Vigil Ford - $28,622.00; *Gerald Jones Ford – $29,585.28 *GJF rejected the Local Vendor Option Financial Impact:CSD-1 at $30,064.28 and AED-1 at $35,374.28 for a total of $65,438.56 to Gerald Jones Ford from the general fund capital Cover Memo account; 272-01-6440/54-22110 IT-1 at $28,622.00 to Allen Vigil Ford from the general fund capital account; 272-01- 6440/54-22110 AUD -1 at $30,064.28 to Gerald Jones Ford from the utilities account; 506-04-506-04-3210/54-22910 272- 04-3210/54-22910 Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of four Ford T250 Cargo Vans for various departments Funds are Available in the Following Accounts: 272-01-6440/54-22110 (all other) 506-04-3210/54-22910 (AUD) REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo BID #20-153 Year 2020 2020 Brand Ford Ford Model T250 T250 Delivery Date 100-130 Days 8-12 Weeks 5.01 Cargo Van 9,000 - T250 Low Roof $ 26,577.00 $ 27,320.28 5.11 110v Inverter 400 Watt $ 450.00 $ 195.00 5.13 Reverse Sensing $ 275.00 $ 269.00 5.17 Running Board $ 300.00 $ 282.00 5.19 Vinyal Rear Covering $ 230.00 $ 223.00 6.01 Fire Extinguisher $ 65.00 $ 55.00 6.04 Base Shelving Low $ 2,043.00 $ 1,720.00 TOTAL FOR OPTIONS AND BASE PRICE $ 30,605.00 $ 30,064.28 5.01 2020 Midsize Sport Utility Vehicle 4-Door Equipment included in base price: 2.3L EcoBoost I4 Engine 10 Speed Automatic Transmission Power Liftgate Tilt/Cruise Power ABS Brakes Aluminum Wheels Power Windows/Locks/Mirrors AM/FM/XM Radio Bluetooth Dual Zone Climate Control Rear View Camera Reverse Sensing Mini Spare Tire Carpet with Mats Cloth Bucket Seats Second and Thirs Row Doling Split Seats Rear Window Defroster Keyless Remote (3 Total) Power Driver Seat Privacy Glass Blind Spot, Lane Keeping Automatic Emergency Braking Roll Stability Control Remote Start Allan Vigil Ford Gerald Jones Ford FOR ALL DEPARTMENTS- 2020 Cargo Van-BIDS OPENED 2/14/20 @ 11:00 CENTRAL SERVICES AC TECHNICIAN VAN & UTILITIES-CUSTOMER SERIVCE ENGINEERING-TRAFFIC ENGINEERS BID #20-153 Year 2020 2020 Brand Ford Ford Model T250 T350 Delivery Date 100-130 Days 8-12 weeks 5.01 Cargo Van 9,000 - T250 Low Roof $ 26,577.00 $ 27,320.28 5.08 High Roof with Sliding Doors $ 6,682.00 $ 3,135.00 5.11 110v Inverter 400 Watt $ 450.00 $ 195.00 5.12 Back Up Alarm $ 120.00 $ 114.00 5.13 Reverse Sensing $ 275.00 $ 269.00 5.17 Running Board $ 300.00 $ 282.00 5.21 Spray In Bed Liner $ 785.00 $ 850.00 5.22 Trailer Tow $ 455.00 $ 442.00 6.01 Fire Extinguisher $ 65.00 $ 55.00 6.02 Outlet Receptacle $ 75.00 $ 65.00 6.03 Trailer hitch $ 45.00 $ 380.00 6.05 Base Shelving High Roof - GJF $ 2,633.00 $ 2,267.00 TOTAL FOR OPTIONS AND BASE PRICE 38,462.00$ 35,374.28$ 5.01 2020 Midsize Sport Utility Vehicle 4-Door Equipment included in base price: 2.3L EcoBoost I4 Engine 10 Speed Automatic Transmission Power Liftgate Tilt/Cruise Power ABS Brakes Aluminum Wheels Power Windows/Locks/Mirrors AM/FM/XM Radio Bluetooth Dual Zone Climate Control Rear View Camera Reverse Sensing Mini Spare Tire Carpet with Mats Cloth Bucket Seats Second and Thirs Row Doling Split Seats Rear Window Defroster Keyless Remote (3 Total) Power Driver Seat Privacy Glass Blind Spot, Lane Keeping Automatic Emergency Braking Roll Stability Control Remote Start Allan Vigil Ford Gerald Jones Ford FOR ALL DEPARTMENTS- 2020 Cargo Van-BIDS OPENED 2/14/20 @ 11:00 INFORMATION TECHNOLOGY BID #20-153 Year 2020 2020 Brand Ford Ford Model T250 T250 Delivery Date 100-130 Days 8-12 Weeks 5.01 Cargo Van 9,000 - T250 Low Roof $ 26,577.00 $ 27,320.28 5.12 Back Up Alarm $ 120.00 $ 114.00 5.13 Reverse Sensing $ 275.00 $ 269.00 5.17 Running Board $ 300.00 $ 282.00 5.20 HD Cargo Flooring $ 750.00 $ 784.00 5.25 Bulkhead - Low Roof With Door - AVF $ 525.00 $ 751.00 6.02 Outlet Receptacle $ 75.00 $ 65.00 TOTAL FOR OPTIONS AND BASE PRICE $ 28,622.00 $ 29,585.28 5.01 2020 Midsize Sport Utility Vehicle 4-Door Equipment included in base price: 2.3L EcoBoost I4 Engine 10 Speed Automatic Transmission Power Liftgate Tilt/Cruise Power ABS Brakes Aluminum Wheels Power Windows/Locks/Mirrors AM/FM/XM Radio Bluetooth Dual Zone Climate Control Rear View Camera Reverse Sensing Mini Spare Tire Carpet with Mats Cloth Bucket Seats Second and Thirs Row Doling Split Seats Rear Window Defroster Keyless Remote (3 Total) Power Driver Seat Privacy Glass Blind Spot, Lane Keeping Automatic Emergency Braking Roll Stability Control Remote Start Allan Vigil Ford Gerald Jones Ford FOR ALL DEPARTMENTS- 2020 Cargo Van-BIDS OPENED 2/14/20 @ 11:00 Invitation to Bid Sealed bids will be received at this office until Friday, February 14, 2020 @ 11:00 a.m. for furnishing for: Bid Item #20-153 2020 Cargo Van – Central Services Department – Fleet Maintenance Commodity Codes: 004-071-00 and 004-071-90 Bid Item #20-155 Pressure Washing Services – Central Services Department – Facilities Maintenance Commodity Code: 018-962-21 Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, January 31, 2020 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of ninety (90) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle January 9, 16, 23, 30, 2020 Metro Courier January 9, 2020 OFFICIAL 0 Vendors Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Gerald Jones Ford 3480 Wrightsboro Rd. Augusta, GA 30909 Attachment B Yes Yes E-Verify Number 94460 933751 SAVE Form Yes Yes 5.01 Cargo Van 9,000 $26,577.00 $27,320.28 5.02 Cargo Van 9,500 $27,685.00 $28,148.28 5.03 3.5L V6 EcoBoost Engine $1,425.00 $1,361.00 5.04 All Wheel Drive $4,625.00 $4,695.00 5.05 Crew Van $2,520.00 $2,099.00 5.06 Swing Out Side Doors NC NC 5.07 Medium Roof with Sliding $4,595.00/$4,575.00 $1,092.00 5.08 High Roof with Sliding Doors $6,682.00 $3,135.00 5.09 Dual Sliding Doors $700.00 $674.00 5.10 Dual HD Batteries $275.00 $269.00 5.11 110v Inverter 400 Watt $450.00 $195.00 5.12 Back up Alarm $120.00 $114.00 5.13 Reverse Sensing $275.00 $269.00 5.14 ear Door Glass $70.00 $69.00 5.15 Rear Window Defogger $165.00 $160.00 5.16 Full Wheel Covers Standard $32.00 5.17 Running Board $300.00 $282.00 5.18 HD Front Tray Floor Mats $60.00 $54.00 5.19 Vinyl Rear Floor Covering $230.00 $223.00 5.20 HD Cargo Flooring $750.00 $784.00 5.21 Spray in Bed Liner $785.00 $850.00 5.22 Trailer Tow $455.00 $442.00 5.23 AM/FM 3 with 8"$380.00 $373.00 5.24 Front/Rear Camera $1,055.00 $1,033.00 5.25 Bulkhead $500.00/$525.00/$600.00/$625.00 $751.00 5.00 Vehicle/Options Required Total Number Specifications Mailed Out: 14 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 12 Georgia Procurement Registry: 84 Total packages submitted: 2 Total Noncompliant: 0 Bid #20-153 2020 Cargo Van for Augusta, Georgia - Central Services Department- Fleet Maintenance Division Bid Opening Date: Friday, February 14, 2020 at 11:00 a.m. Page 1 of 2 OFFICIAL 0 Vendors Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Gerald Jones Ford 3480 Wrightsboro Rd. Augusta, GA 30909 Total Number Specifications Mailed Out: 14 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 12 Georgia Procurement Registry: 84 Total packages submitted: 2 Total Noncompliant: 0 Bid #20-153 2020 Cargo Van for Augusta, Georgia - Central Services Department- Fleet Maintenance Division Bid Opening Date: Friday, February 14, 2020 at 11:00 a.m. 6.01 Fire Extinguisher $65.00 $55.00 6.02 Outlet Receptacle $75.00 $65.00 6.03 Trailer hitch $45.00 $380.00 6.04 Base Shelving Low $2,043.00 $1,720.00 6.05 Base Shelving Meduim Roof $2,633.00 $2,240.00/$2,267.00 6.06 Commercial Shelving $1,600.00 $219.00 6.07 Commercial Shelving Meduim $2,412.00 $219.00 6.08 County Equipment $1,505.00 $1,489.00 Year 2020 Make Ford Ford Model T250 Transit Cargo Van Proposed Delivery Schedule 100-130 days 8-12 weeks *EXCEPTIONS 2020 Pickup Truck 10,000 GVWR: 6.00 Outfitter Specialty Items Page 2 of 2 Commission Meeting Agenda 6/24/2020 2:00 PM 2020 - Recreation - Landscape Truck Department:Central Services - Fleet Management Department:Central Services - Fleet Management Caption:Motion to approve the purchase of one replacement Landscape Truck from CSRA Fleetcare Inc. of Augusta for $49,185.00 for the Recreation and Parks Department-Trees and Landscape Division. Bid Item 19-213. Background:The Recreation and Parks Department-Trees and Landscape Division requires this equipment to perform a variety of regular grounds keeping and landscaping responsibilities at various locations. This vehicle will replace a 2000 Isuzu NPR Landscape Truck, asset 994212, with over 152,072 miles. This vehicle has reached 88 Work Orders totaling approximately $34,722 in repairs and has been deemed uneconomical to maintain. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a Landscape Truck. Invitations to bid were sent to at least ten vendors to include four Augusta local vendors and resulted in only one valid response. The vendor, CSRA Fleetcare, Augusta, GA met the requested specifications in the bid. Bid 19-213: Landscape Truck: 2019 Isuzu NPRHDEFI – CSRA Fleetcare: $49,185.00 (Augusta, GA) Financial Impact:One (1) 2019 Landscape Truck for Recreation and Parks Department-Trees and Landscape Division at $49,185.00 purchased using Capital Outlay funds; 272-01-6440/54-22210. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one – Landscape Truck for the Recreation and Parks Department -Trees and Landscape Division Cover Memo Funds are Available in the Following Accounts: 272-01-6440/54-22210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo BID 19-213 Year 2019 Make Isuzu Model NPRHDEFI Base Price (5.00)$48,555.00 Delivery Date 120 DAYS ARO Item # 6.01 Limited Slip Differential $630.00 TOTALS:$49,185.00 FOR ALL DEPARTMENTS-LANDSCAPE TRUCK - BID OPENING 4/26/19 @ 11:00 Specialty Item Description CSRA Fleetcare, Augusta, GA Invitation to Bid Sealed bids will be received at this office until Friday, April 26, 2019 @ 11:00 a.m. for furnishing for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #19-207 2019/2020 Compact All Wheel Steer Loader Bid Item #19-209 2019/2020 Truck 3100 GVW Enclosed Service Body Bid Item #19-213 2019/2020 Landscape Truck Bid Item #19-216 2019/2020 Flatbed Dump Truck 26000 GVWR Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, April 12, 2019 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 21, 28, April 4, 11, 2019 Metro Courier March 21, 2019 Commission Meeting Agenda 6/24/2020 2:00 PM 2020 - Recreation-Mobile Sprayer Department:Central Services - Fleet Management Department:Central Services - Fleet Management Caption:Motion to approve the purchase of one Mobile Sprayer from Tri- State Pump and Control, Inc for $46,395.00 for the Recreation and Parks Department-Municipal Golf Course. Bid Item 20-159. Background:The Recreation and Parks Department-Municipal Golf Course is requesting to purchase a new Mobile Sprayer to support pest control and landscape maintenance operations on the Golf Course. Currently the Municipal Golf Course is required to rent the necessary equipment which impacts their long term operational costs. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a Mobile Sprayer. Invitations to bid were sent to 34 vendors to include eight (8) local vendors and received a total of two (2) responses. Tri-State Pump offered the lowest cost and provided all the necessary specifications for the requested equipment. Bid 20-159: Mobile Sprayer 2020 Jacobsen Spraytek XP 300, Tri-State Pump and Control, Inc.: $46,395.00 (Liberty, SC) 2020 Toro Multi-Pro 5800, Jerry Pate Turf and Control: $65,118.00 (Atlanta, GA) Financial Impact:One (1) – 2020 Jacobsen Spraytek XP300 for $46,395.00 purchased with SPLOST VI funds; 328-06-1110/52.23112, JL: 211-06-6501/52.23112 Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one 2020 Jacobsen Spraytek XP 300 for $46,395.00 for the Recreation and Parks Department- Municipal Golf Course. 211-06-6501/52-23112 Cover Memo Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo BID 20-159 Year 2020 2020 NO BID Make Toro Jacobsen Model MultiPro 5800 Spraytek XP300 Base Cost $61,347.00 $39,000.00 Item 6.01 Keys $13.00 $14.00 Item 6.02 Fire Extinguisher $91.00 $65.00 Item 6.03 Operator Manual INCLUDED INCLUDED Item 6.04 Delivery Charge $607.00 INCLUDED Item 7.03 Manual Hose Reel $2,646.00 $1,320.00 Item 7.04 Spray Gun Included $427.00 Item 7.06 Storage Accessory Included $256.00 Item 7.07 Work Light Kit $414.00 $778.00 Item 7.08 Water Fill Meter Kit INCLUDED $452.00 Item 7.09 Premium Suspension Seat INCLUDED $583.00 Item 7.10 Electric Control System INCLUDED $3,500.00 Delivery Date 6 Weeks 10 Weeks TOTALS:$65,118.00 $46,395.00 $0.00 Tri-State Pump and Control AJSJerry Pate Turf and Irrigation FOR ALL DEPARTMENTS-Mobile Sprayer- BID OPENING 2/28/2020 @ 11:00 Invitation to Bid Sealed bids will be received at this office until Friday, February 28, 2020 @ 11:00 a.m. for furnishing for: Bid Item #20-159 2020/2021 Mobile Sprayer – Central Services Department – Fleet Maintenance Commodity Codes: 002-810-95, 005-635-08. 005-635-80, 013-755-47 and 004-071-90 Bid Item #20-160 2020/2021 Riding Greens Mower – Central Services Department – Facilities Maintenance Commodity Code: 002-020-15, 002-020-16, 002-020-65, 002-020-67, 002-020-068 Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, February 14, 2020 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of ninety (90) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle January 23, 30, February 6, 13, 2020 Metro Courier January 23 2020 OFFICIAL VENDORS AUGUSTA JANITORIAL SUPPPLIES AND EQUIPMENT p.o. BoOX 1229 AUGUSTA, GA 30903 JERRY PATE TURF & IRRIGATION, INC, 5350 TULANE DR. ATLANTA, GA 30336 TRI-STATE PUMP & CONTROL 1116 CHASTAIN RD LIBERTY, SC 29657 Attachment B Yes Yes E-Verify Number 119259 499126 SAVE Form Yes Yes Unit Price $61,347.00 $39,000.00 Year 2020 2020 Make Toro Jacobson Model Multi Pro 5800 Sprayer - 300 Gallons Spray Tek XP 300 Approximate Delivery Time 6 weeks 10 weeks 6.01 Keys $13.00 $14.00 6.02 Fire Extinguisher $91.00 $65.00 6.03 Operator Manual Included Included 6.04 Delivery Charge $607.00 Included 7.01 Cab Top Flashing Light $334.00 $75.00 7.02 Audible Backup Alarm Not availble $233.00 7.03 Manual Hose Reel $2,646.00 $1,320.00 7.04 Spray Gun Included $427.00 7.05 Cab $9,221.00 $4,200.00 7.06 Storage Accessory Included $256.00 7.07 Work Light Kit $414.00 $778.00 7.08 Water Fill Meter Kit Included $452.00 7.09 Premium Suspension Seat Included $583.00 7.10 Electric Control System Included $3,500.00 7.11 Tank Wash System $1,335.00 $1,078.00 *EXCEPTIONS *EXCEPTIONS OPTIONAL ITEMS PRICING Total Number Specifications Mailed Out: 34 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 14 Georgia Procurement Registry: 189 Total packages submitted: 2 Total Non-Compliant: 0 2019/2020 Compact All-Wheel Steer Loader No Bid Bid Opening - Item #20-159 2020/2021 Mobile Sprayer for Augusta, Georgia- Central Services Department - Fleet Maintenance Division Bid Due: Friday, February 28, 2020 @ 11:00 a.m. Page 1 of 1 Commission Meeting Agenda 6/24/2020 2:00 PM 2020 Recreation & Parks F250 Department:Central Services Department - Fleet Management Division Department:Central Services Department - Fleet Management Division Caption:Motion to approve the purchase of one Ford F250 from Gerald Jones for $28,213.56 for the Recreation and Parks Department. Bid Item 20-149 Background:The Recreation and Parks Department is requesting the replacement of a 2008 Ford F250, asset number 208151, with 144,238 miles utilized by the park cleanup crews. The bid tab sheet is attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for 2020 Pickup Truck 9800GVWR (Bid #20-149). Invitations to Bid were sent to 18 vendors with six vendors responding. Four vendors were non-compliant. Bid tab sheet is attached for your review. Bid #20-149: 2020 Ford F250, Gerald Jones Ford - $28,213.56; Allan Vigil Ford - $28,629.00 Financial Impact:1 at $28,213.56 purchased using capital outlay account; 272-01- 6440/54-22210 Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one Ford F250 for Recreation. Funds are Available in the Following Accounts: General Fund Capital Outlay 272-01-6440/54-22210 REVIEWED AND APPROVED BY: Cover Memo Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo BID 20-149 Year 2020 2020 2020 2020 2020 2020 Brand FORD FORD FORD FORD CHEVY DODGE/RAM Model F250 F250 F250 F250 3500 HD 2500 Delivery Date 90-100 DAYS 14-16 WEEKS 8-12 WEEKS 10-26 WEEKS 10 WEEKS 85-90 DAYS Base Price 5.01 22,274.00$ 22,274.00$ 22,124.56$ 22,488.00$ 35,219.00$ 25,415.00$ 6.06 Super Cab Long Bed $ 2,525.00 $ 2,508.00 2,250.00$ 2,500.00$ NO BID NO BID 6.12 Cab Steps $ 325.00 $ 455.00 405.00$ 420.00$ NO BID 299.00$ 6.18 Reverse Aid Sensor $ 225.00 $ 223.00 223.00$ 240.00$ NO BID 295.00$ 6.21 Power Windows/Locks/Mirrors $ 1,050.00 $ 1,024.00 832.00$ 110.00$ NO BID 895.00$ 6.26 Spray-in Bed Liner $ 395.00 $ 542.00 400.00$ 570.00$ NO BID 399.00$ 6.27 Tailgate Step $ 355.00 $ 341.00 342.00$ 370.00$ NO BID NO BID 6.36 Delivery Fee $ 150.00 INCLUDED 50.00$ 200.00$ NO BID INCLUDED Extra Key - Key $ 155.00 $ 89.00 50.00$ 120.00$ NO BID 20.00$ 7.04 Trailer Hitch $ 65.00 $ 60.00 450.00$ 520.00$ NO BID 69.00$ 7.05 Trailer Wiring STD STD 40.00$ 100.00$ NO BID INCLUDED 7.06 Trailer Ball $ 35.00 NO BID 25.00$ 35.00$ NO BID 29.00$ 7.08 Window Tint, super cab $ 180.00 $ 190.00 170.00$ 205.00$ NO BID 169.00$ 7.14 County Emergency Package $ 895.00 $ 952.00 852.00$ NO BID NO BID NO BID OPTIONS TOTAL 6,355.00$ 6,089.00$ BASE PRICE: 22,274.00$ 22,124.56$ TOTAL FOR OPTIONS AND BASE PRICE 28,629.00$ 28,213.56$ 2018/2019 Ford F250 9800GVWR V8, Long Bed, 4X2, Reg Cab Equipment included in base price: 6.2L V8 Gasoline/E85 Engine 6 Speed Automatic Transmission A/C AM-FM Radio Power Steering Pwer ABS Brakes Vynyl 40/20/40 Bench seat Rubber Floor Covering Full Size Spare Tire Rear Step Bumper Solar Tinted Glass Trailer Wiring Harness Receiver Hitch (12.k) Tilt Steering Wheel Rear View Camera Electric Shift (4X4 Only) Allan Vigil Ford Governement Sales 6790 Mt. Zion Blvd Morrow, GA 30260 Gerald Jones Ford Malcolm Cunningham Alan Jay Fleet FOR ALL DEPARTMENTS- Pickup Truck 9800 GVWR-BIDS OPENED 1/24/20 @ 11:00 5.01 Allan Vigil Ford Wade Ford Beck Nissian NON- COMPLIANT NON- COMPLIANT NON- COMPLIANT NON- COMPLIANT Invitation to Bid Sealed bids will be received at this office until Friday, January 24, 2020 @ 11:00 a.m. for furnishing for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #20-147 2020 Pickup Truck, 10000 GVWR Bid Item #20-149 2020 Pickup Truck, 9800 GVWR Community 004-072-00, 004-02-02, 041-071-00 Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, January 10, 2020 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of ninety (90) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle December 19, 26, 2019, January 2, 9, 2020 Metro Courier December 19, 2019 OFFICIAL 0 Vendors Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 Beck Nissan 236 N Highway 17 Palatka, FL 32177 Gerald Jones Ford 3480 Wrightsboro Rd. Augusta, GA 30919 Macolm Cunningham Cheverolet 2031 Gordon Highway AUgusta, GA 30909 Alan Jay Automotive Management 5330 US HighwaY 27 S Sebring FL 33871 Attachment B Yes Yes Yes Yes Yes Yes E-Verify Number 94460 314470 973089 933751 NO Non-Compliant 1201859 SAVE Form Yes Yes Yes Yes Yes Yes 5.01 2020 Pickup Truck, Rg Cab 9,800 GVW 22274.00 22274.00 25415.00 22124.56 $35,219.00 22488.00 6.01 6.7L V8 Diesel Engine 9650.00 9551.00 9100.00 9551.00 10400.00 6.02 7.3L Gas Engine 1925.00 1861.00 N/A 1861.00 2040.00 6.03 4x4 Option 2750.00 2650.00 2770.00 2650.00 2750.00 6.04 Skid Plates (4x4 only)100.00 91.00 145.00 91.00 95.00 N/A REG CAB 6.05 LT 245 All Terrian Tires 155.00 150.00 295.00 165.00 160.00 6.06 Super Cab Long Bed 2525.00 2508.00 N/A 2250.00 2500.00 6.07 Super Cab Short Bed 2325.00 2318.00 N/A 2073.00 2310.00 6.08 Crew Cab Long Bed 3675.00 3700.00 3485.00 3364.00 3750.00 6.09 Crew Cab Short Bed 3495.00 3510.00 3285.00 3186.00 3560.00 6.10 Rood Clearance Lights 90.00 87.00 99.00 87.00 90.00 6.11 Cruise Control 225.00 235.00 Included 214.00 230.00 6.12 Cab Steps 325.00 455.00 399.00 405.00 420.00 6.13 Limited Slip Axle 375.00 355.00 445.00 355.00 385.00 6.14 Engine Block Heater 95.00 91.00 95.00 91.00 245.00 6.15 PTO Transmission (diesel)265.00 254.00 N/A 255.00 275.00 6.16 Trailer Brake Control 255.00 246.00 295.00 245.00 265.00 6.17 Daytime Running Lights 42.00 41.00 45.00 41.00 44.00 6.18 Reverse Aid Sensor 225.00 223.00 295.00 223.00 240.00 6.19 XL Value Pkg 675.00 660.00 895.00 360.00 720.00 6.20 Rear Window Defrost rq pw 65.00 55.00 195.00 368.00 59.00 REQ Power Window 6.21 Power Windows, Locks, Mir 1050.00 1024.00 895 See 6.19 832.00 1024.00 1100.00 6.22 Cloth 40/20/40 Bench Seat 95.00 REG/SUPER 290.00 CrBW CAB 91.00 Included 9.00 300.00 6.23 Dual Alternators (Diesel On)110.00 104.00 395.00 104.00 110.00 6.24 200Amp HD Alernator 80.00 78.00 100.00 78.00 N/C Requres 66S 6.25 Upfitter switches 155.00 150.00 145.00 150.00 160.00 6.26 Spray-in Bedliner 395.00 542.00 399.00 400.00 570.00 6.27 Tailgate Step 355.00 341.00 N/A 342.00 370.00 6.28 Bed and Camera <249.00>549.00 <400.00>377.00 <250.00> INCLUDES SPARE 6.29 Spring Package for Bed 115.00 114.00 N/A 114.00 120.00 6.30 Rear View camera (bed del)380.00 415.00 Included 377.00 410.00 6.31 CNG/Propane Prep Pack 300.00 286.00 N/A 286.00 310.00 5.00 Vehicle/Options Required 6.00 Manufacturer Options: Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 20 Georgia Procurment Registry: 57 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 6 Total Noncompliant: 1 Bid #20-149 2020 Pickup Truck 9,800 GVWR for Augusta, Georgia - Central Services Department-Fleet Maintenance Division Bid Opening Date: Friday, January 24, 2020 at 11:00 a.m. Page 1 of 2 OFFICIAL 0 Vendors Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 Beck Nissan 236 N Highway 17 Palatka, FL 32177 Gerald Jones Ford 3480 Wrightsboro Rd. Augusta, GA 30919 Macolm Cunningham Cheverolet 2031 Gordon Highway AUgusta, GA 30909 Alan Jay Automotive Management 5330 US HighwaY 27 S Sebring FL 33871 Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 20 Georgia Procurment Registry: 57 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 6 Total Noncompliant: 1 Bid #20-149 2020 Pickup Truck 9,800 GVWR for Augusta, Georgia - Central Services Department-Fleet Maintenance Division Bid Opening Date: Friday, January 24, 2020 at 11:00 a.m. 6.32 Exterior Color not in Base 625.00 601.00 450.00 600.00 650.00 6.33 Exterior Color not in Base 625.00 TBD N/A N/A N/A 6.34 Heavy duty Floor Mats-Fron 75.00 82.00 129.00 82.00 100.00 6.35 Heavy Duty Floor Mats-Rear 75.00 123.00 F&R 129.00 123.00 100.00 6.36 Delivery Fee per Vehicle 150.00 Incl. Included 50.00 200.00 6.37 Extra Key 225.00 W/REMOTE 155 W/O REMOTE 89.00 190.00 FOB 20.00 Base 129.00 Remote 50.00 $120.00 NO REMOTE 7.01 Fire Extinguisher 65.00 66.00 79.00 55.00 WWE $55.00 7.02 Outlet receptacle 75.00 78.00 59.00 65.00 WWE $25.00 7.03 Toolbox 475.00 575.00 439.00 320.00 $425.00 7.04 Trailer hitch 65.00 HITCH STD 60.00 69.00 450.00 $520.00 7.05 Trailer wiring STD STD Included 40.00 $100.00 7.06 Trailer ball 35.00 N/A 29.00 25.00 $35.00 7.07 Window Tint Reg Cab 170.00 180.00 129.00 160.0 WWE $165.00 7.08 Window Tint Super Cab 180.00 190.00 169.00 170.00 WWE $205.00 7.09 Window Tint Crew Cab 190.00 200.00 169.00 180.00 WWE $220.00 7.10 Add on step N/A W/ ALUM BODIES 400.00 399.00 325.00 $355.00 7.11 Backup alarm 85.00 135.00 129.00 70.00 WWE $140.00 7.12 Drill free Light bar 772.00 782.00 623.00 732.00 WWE $650.00 7.13 Led top mount light 605.00 677.00 430.00 577.00 WWE $400.00 7.14 County Emergency Equip Pk 895.00 952.00 N/A 852.00 WWE N/A 7.15 Steel Service Body Type 5850.00 6169.00 6240.00 5500.00 $3,250.00 Year 2020 2020 2020 2020 2020 2020 Make FORD FORD RAM FORD Chevrolet FORD Model F-250 F-250 2500 REG CAB 4X2 V8 LONG BED DJ2L62 F-250 3500 HD REG CAB PICKUP 2WD F-250 Proposed Delivery Schedule 90-100 DAYS EST 14-16 wks 85-90 DAYS 8-12 Wks 10 WK PO 12-26 Wk Depending on Body Type Exceptions Noted Exceptions Noted Exceptions Noted 7.00 Outfitter's Specialty Items: 2020 Pickup Truck 9,800 GVWR: Page 2 of 2 Commission Meeting Agenda 6/24/2020 2:00 PM Building Automation System Service Agreement Department:Central Services Department Department:Central Services Department Caption:Motion to approve a five-year Building Automation System service agreement for Charles B. Webster Detention Center in the amount of $46,226.33 by Trane, Inc., as the original equipment manufacturer. Background:The previous five year service agreement contract for Charles B. Webster Detention Center, expires on June 30, 2020. The absence of this service contract will leave the building automation system equipment at this facility susceptible to out of contract expenses, should a need for service arise. The equipment warranty will be void if any other vendor services the equipment. As the original equipment manufacturer, Trane, Inc. is able to provide Augusta a preferential service agreement that will aid in limited down time, expedited parts, and timely recurring preventative maintenance. Analysis:The contract is for five years and includes regularly scheduled remote inspections, continuous monitoring, performance reports and 24 hours a day service. Proper equipment maintenance can save time and money, by minimizing unscheduled repairs and/or service calls. Financial Impact:Total $46,226.33 Year 1 Total Cost $ 8,868.02 Year 2 Total Cost $ 9,134.06 Year 3 Total Cost $ 9,408.08 Year 4 Total Cost $ 9,408.08 Year 5 Total Cost $ 9,408.09 Alternatives:Do not approve the five-year Building Automation System service agreement for Charles B. Webster Detention Center provided by Trane, Inc., as the original equipment manufacturer Recommendation:Cover Memo Motion to approve the five-year Building Automation System service agreement for Charles B. Webster Detention Center provided by Trane, Inc., as the original equipment manufacturer. Funds are Available in the Following Accounts: 101016213/52.23112 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM 2020 - Planning and Development - Licensing Escapes Department:Central Services Department-Fleet Management Division Department:Central Services Department-Fleet Management Division Caption:Approve the purchase of four Ford Escapes for the Planning and Development Department Business License Division at a cost of $85,388.00 from Allan Vigil Ford. Bid Item 19-275 Background:The vehicles will be used by Business License Compliance Officers who inspect businesses for compliance with applicable codes and collects past due occupation taxes. Currently the inspectors use their personal vehicles for these inspections. Analysis:: The Procurement Department published a competitive bid using the Demand Star application for 2020 Compact Sport Utility Vehicle (Bid #19-275). Invitations to Bid were sent to 20 vendors with two vendors responding. Bid tab sheet is attached for your review. Bid# 19-280: 2020 Ford Escape – Allan Vigil Ford - $21,347; 2020 GMC Terrain – Master Buick GMC – $27,842 Financial Impact:: 4 – 2020 Ford Escape @ $21,347each. The total purchase order for Gerald Jones Ford is $85,338.00. The vehicles will be purchased using capital outlay. (ACCT# 272-01-6440/54-22110) Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 4- Ford Escapes for Planning and Development. Funds are Available in the Following Accounts: Capital Outlay. (ACCT# 272-01-6440/54-22110) Cover Memo REVIEWED AND APPROVED BY: Cover Memo Invitation to Bid Sealed bids will be received at this office until Friday, September 6, 2019 @ 11:00 a.m. for furnishing for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #19-272 2019/2020 Truck, Dump Trash Body Type, 26,000 GVWR – Non CDL Bid Item #19-275 2020 Compact Sport Utility Vehicle Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, August 23, 2019 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 1, 8, 15, 22, 2019 Metro Courier August 1, 2019 UNOFFICIAL VENDORS ALLEN VIGIL FORD 6790 MOUNT ZION BLVD MORROW, GA 30260 MASTER BUICK GMC, INC 3710 WRIGHTSBORO RD AUGUSTA, GA 30907 Attachment B YES YES E-Verify Number 94460 665555 SAVE Form Yes Yes 5.01 2020 Compact Sport Utility Vehicle, 4-Door $20,825.00 $27,642.00 6.01 4X4 Drivetrain $2,950.00 $1,600.00 6.02 Cargo Mat area $88.00 $172.00 6.03 Splash Guards $205.00 $159.00 6.04 Daytime Running Lights $42.00 Included 6.05 All Weather Floor Mats $120.00 $200.00 6.06 Reverse Sensing $238.00 N/A 6.07 Cargo Shade $130.00 N/A 6.08 Aluminum Wheels $575.00 N/A 6.09 Privacy Glass $269.00 $100.00 6.10 SE Package $3,030.00 N/A 6.11 SE 4X4 Package $3,650.00 N/A 6.12 Exterior Color Not Included in Base Price Color $380.00 $0.00 6.13 Exterior Color Not Included in Base Price Color N/A $0.00 Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 18 Georgia Procurement Registry: 61 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 2 Total Non-Compliant: 0 VEHICLE/OPTIONS REQUIRED 6.00 MANUFACTURER OPTIONS: Bid Opening Bid Item #19-275 - 2020 Compact Sport Utility Vehicle for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, September 6, 2019 @ 11:00 a.m. Page 1 of 3 UNOFFICIAL VENDORS ALLEN VIGIL FORD 6790 MOUNT ZION BLVD MORROW, GA 30260 MASTER BUICK GMC, INC 3710 WRIGHTSBORO RD AUGUSTA, GA 30907 Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 18 Georgia Procurement Registry: 61 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 2 Total Non-Compliant: 0 Bid Opening Bid Item #19-275 - 2020 Compact Sport Utility Vehicle for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, September 6, 2019 @ 11:00 a.m. 6.14 Delivery Fee per Vehicle $150.00 $0.00 Page 2 of 3 UNOFFICIAL VENDORS ALLEN VIGIL FORD 6790 MOUNT ZION BLVD MORROW, GA 30260 MASTER BUICK GMC, INC 3710 WRIGHTSBORO RD AUGUSTA, GA 30907 Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 18 Georgia Procurement Registry: 61 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 2 Total Non-Compliant: 0 Bid Opening Bid Item #19-275 - 2020 Compact Sport Utility Vehicle for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, September 6, 2019 @ 11:00 a.m. 7.1 Fire Extinguisher $65.00 No Bid 7.2 Outlet Receptacle $75.00 No Bid 7.3 Trailer Hitch N/A No Bid 7.4 Trailer Wiring N/A No Bid 7.5 Trailer Ball N/A No Bid 7.6 Window Tint $210.00 No Bid 7.7 County Emergency Equipment Package $1,458.00 No Bid 7.8 Administrative Public Safety Package $1,813.00 No Bid YEAR 2020 2020 MAKE Ford GMC MODEL Escape S Terrain APPROXIMATE DELIVERY TIME 90-120 Days ARO 6-8 weeks ARO 2020 COMPACT Sports Utility Vehicle 7.00 OUTFITTER'S SPECIALTY ITEMS Page 3 of 3 Commission Meeting Agenda 6/24/2020 2:00 PM 2020-Golf Course Greens Mower Department:Central Services Department - Fleet Management Division Department:Central Services Department - Fleet Management Division Caption:Approve the purchase of one (1) Riding Greens Mower for $26,494.00 from Tri-State Pump and Control, Inc. of Liberty, SC for the Parks and Recreation Department-Municipal Golf Course. Bid Item 20-160 Background:The Parks and Recreation Department-Municipal Golf Course is requesting to purchase one (1) new 15-Blade Riding Greens Mower to support landscape maintenance operations on the Golf Course. Currently the Municipal Golf Course rents the necessary equipment and this arrangement is dramatically impacting their long term operational costs. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a Riding Greens Mower. Invitations to bid were sent to 38 vendors to include eight (8) local vendors. Only two (2) responses were received. Tri-State Pump offered the lowest cost and provided all the necessary specifications for the requested equipment. Bid 20-160: Riding Greens Mower: 2020 Jacobsen GP400 – Tri-State Pump and Control, Inc.: $26,494.00 (Liberty, SC), 2020 Toro Greensmaster 3120– Jerry Pate Turf and Control: $27,883.00 and $27,149.00 (Atlanta, GA) based upon options Financial Impact:One (1) – 2020 Jacobsen GP400 at $26,494.00 purchased with SPLOST VI funds (ACCT# 328-06-1110/54.21110, JL: 211-06- 6501/54.21110). Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one (1) – 2020 Jacobsen GP400 Riding Greens Mower for the Parks and Recreation Department-Cover Memo Municipal Golf Course for $26,494.00 from Tri-State Pump and Control, Inc. from Liberty, SC. Funds are Available in the Following Accounts: SPLOST VI - 328-06-1110/54.21110 JL: 211-06-6501/54.21110 REVIEWED AND APPROVED BY: Cover Memo BID 20-160 Year 2020 2020 2020 2020 Make Toro Toro JACOBSEN JACOBSEN Model Greensmaster 3120 (14 Blade Style) Greensmaster 3120 (11 Blade Style) GP400 (15 Blade Style) GP400 (11 Blade Style) Base Cost $27,704.00 $26,970.00 $23,990.00 $23,990.00 Item 6.01 Keys INCLUDED INCLUDED $37.00 $37.00 Item 6.02 Operator Manual INCLUDED INCLUDED INCLUDED INCLUDED Item 6.03 Delivery Charge INCLUDED INCLUDED INCLUDED INCLUDED Item 7.01 Cab Flashing Light $179.00 $179.00 $75.00 $75.00 Item 7.02 Storage Accessory INCLUDED INCLUDED INCLUDED INCLUDED Item 7.03 Premium Suspension Seat INCLUDED INCLUDED UNAVAILABLE UNAVAILABLE Item 7.04 TruSet Cutting Unit INCLUDED INCLUDED $1,665.00 $1,665.00 Item 7.05 Smooth Machine Aluminum Roller INCLUDED INCLUDED $366.00 $366.00 Item 7.06 Grass Catcher Kit INCLUDED INCLUDED $361.00 $361.00 Delivery Date 6 Weeks 6 Weeks 10 Weeks 10 Weeks TOTALS:$27,883.00 $27,149.00 $26,494.00 $26,494.00 FOR ALL DEPARTMENTS-Riding Greens Mower- BID OPENING 2/28/2020 @ 11:00 Tri-State Pump and ControlJerry Pate Turf and Irrigation OFFICIAL VENDORS JERRY PATE TURF & IRRIGATION 5350 TULANE DRIVE ATLANTA, GA 30336 Tri-State Pump & Control 1162 Chastain Liberty, SC Attachment B Yes Yes E-Verify Number 119259 499126 SAVE Form Yes Yes Unit Price $27,704.00 $26,970.00 $23,990.00 Year 2020 2020 Make Toro Jacobsen Model Greensmaster 3120 GP400 Approximate Delivery Time 6 weeks 10 weeks 6.01 Keys Included $37.00 6.02 Operator Manual Included Included 6.03 Delivery Charge Included Included 7.01 Cab Top Flashing Light $179.00 $75.00 7.02 Storage Accessory Included Included 7.03 Premium Suspension Seat Included Not Available 7.04 TrueSet Cutting Unit Included $1,665.00 7.05 Smooth Machine Alum Roller Included $366.00 7.06 Grass Catcher Kit Included $361.00 * EXCEPTIONS * EXCEPTIONS OPTIONAL ITEMS PRICING Total Number Specifications Mailed Out: 38 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 5 Georgia Procurement Registry: 332 Total packages submitted: 2 Total Non-Compliant: 0 2019/2020 Compact All-Wheel Steer Loader Bid Opening Item #20-160 2020/2021 Ridiing Greens MoweR for Augusta, Georgia- Central Services Department - Fleet Maintenance Division Bid Due: Friday, February 28, 2020 @ 11:00 a.m. Page 1 of 1 Invitation to Bid Sealed bids will be received at this office until Friday, February 28, 2020 @ 11:00 a.m. for furnishing for: Bid Item #20-159 2020/2021 Mobile Sprayer – Central Services Department – Fleet Maintenance Commodity Codes: 002-810-95, 005-635-08. 005-635-80, 013-755-47 and 004-071-90 Bid Item #20-160 2020/2021 Riding Greens Mower – Central Services Department – Facilities Maintenance Commodity Code: 002-020-15, 002-020-16, 002-020-65, 002-020-67, 002-020-068 Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, February 14, 2020 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of ninety (90) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle January 23, 30, February 6, 13, 2020 Metro Courier January 23 2020 Commission Meeting Agenda 6/24/2020 2:00 PM Award of Animal Services HVAC Upgrades Department:Central Services - Facilities Department:Central Services - Facilities Caption:Receive as information an emergency procurement in the amount of $513,700.00 to Coleman Mechanical Services of Harlem, GA to upgrade the HVAC system at the Augusta Animal Services Facility. Background:The Augusta Animal Services Building was completed circa 2000-2001. The HVAC system is original equipment and is well past its useful life. Furthermore, cross contamination of airflow from the kennels to the office area has resulted in significant odor issues within the structure. An assessment of the system was completed by Total Systems Commissioning which determined that the system needed to be modified and major components replaced, including the chiller. Specifications to accomplish the corrective measure were prepared by Griffith Engineering. Analysis:Bid Item 20-163 was issued in accordance with Augusta’s Procurement Regulations based upon project specifications prepared by Griffith Engineering. Bids, originally due on March 18, 2020, were received on April 30, 2020 due to the Covid-19 mandated restrictions. These delays have pushed completion of the work into months in which cooling and proper system functioning is critical, not only for comfort, but to avoid having to close the facility. Coleman Mechanical Services submitted the compliant bid as follows: Base Bid: $489.000.00 Alternate #2: $ 6,200.00 Alternate #3 $ 18,500.00 TOTAL $513,700.00 Since the receipt of bids, the system has continued to deteriorate making it necessary to resort to extraordinary means just to keep the system performing at a marginal level. In order to avoid expenditures replacing parts that will soon be replaced under contract, staff determined that the most reasonable course of action was to have Coleman be the authorized firm to move forward on the project scope. Cover Memo Financial Impact:The cost is $513,700 to be funded from SPLOST 7 (Animal Services and Existing Facility Upgrades) Alternatives:Receive as information an emergency procurement in the amount of $513,700.00 to Coleman Mechanical Services of Harlem, GA to upgrade the HVAC system at the Augusta Animal Services Facility. Recommendation:Receive as information an emergency procurement in the amount of $513,700.00 to Coleman Mechanical Services of Harlem, GA to upgrade the HVAC system at the Augusta Animal Services Facility. Funds are Available in the Following Accounts: Animal Services SPLOST: 329051120/216057603 Existing Facilities Upgrades SPLOST: 329051120/216057902 REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Discontinue Feasibility Study to Convert Stadium to Amphitheater Department:Central Services - Facilities Department:Central Services - Facilities Caption:Discontinue the feasibility study for converting the Lake Olmstead Stadium, under contract to Jones Lang LaSalle Americas, Inc. (JLL). Background:The Augusta Commission approved JLL to conduct a feasibility study to convert the former Greenjackets’ Stadium at Lake Olmstead for use as an amphitheater. The contract included a series of seven tasks, requiring authorization by the Commission at certain intervals. The Commission approved moving forward with tasks one and two. This included a Commission tour of three existing amphitheaters in the Greenville, SC area that took place in February. A decision is needed to move forward or not to the next tasks. A copy of the contract is attached for your convenience. Analysis:JLL has completed authorized tasks one and two, and the site tour took place on February 27, 2020. Augusta is currently under lease agreement with a third part event organization for the next ten years. We are at a good point to end the contract with JLL to avoid further costs. Should the Commission elect to choose a different path, we can investigate options at that time. Financial Impact:There will be no further costs under this contract without Commission action. Alternatives:1. Continue with the feasibility study as outlined in the contract with JLL 2. Discontinue the feasibility study for converting the Lake Olmstead Stadium, under contract to Jones Lang LaSalle Americas, Inc. (JLL). Recommendation:Cover Memo Discontinue the feasibility study for converting the Lake Olmstead Stadium, under contract to Jones Lang LaSalle Americas, Inc. (JLL). Funds are Available in the Following Accounts: There will be no further costs under this contract without Commission action. The balance of funding authorized under the original Commission action may be disencumbered and repurposed. REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM External Lighting Assessment Department:Central Services Department Department:Central Services Department Caption:Motion to approve Johnson, Laschober & Associates, P.C. as the contractor to evaluate and propose upgrades to various Augusta Recreation facilities external lighting for $120,750 through bid #20-131. Background:Several Augusta, Georgia Parks and Recreation facilities have lighting, both above ground and underground that must be assessed to ensure life safety and electrical code compliance per today’s code regulations. Augusta Recreation facilities are in need of a thorough evaluation of their external lighting to include, but not limit, fixtures, disconnects, fault protection, conductors and contactors. A report with details concerning the evaluation and a proposed plan to correct the noted deficiencies will be provided at the conclusion of the project. Estimates for materials, labor, permits and follow up inspections will be included, as well. Analysis:Fourteen sites have been selected based upon usage and the presence of external lighting. Financial Impact:SPLOST 7 Existing Facility Upgrades $120,750 Alternatives:1) Motion to approve Johnson, Laschober & Associates, P.C. as the contractor to evaluate and propose upgrades to various Augusta Recreation facilities external lighting for $120,750 through bid #20-131. 2) Do not approve. Recommendation:Motion to approve Johnson, Laschober & Associates, P.C. as the contractor to evaluate and propose upgrades to various Augusta Recreation facilities external lighting for $120,750 through bid #20-131 Cover Memo Funds are Available in the Following Accounts: 329051120 - JL 216057902 - 5212999 REVIEWED AND APPROVED BY: Cover Memo Bid 20-131 Facility Listing Location Facility Assesment Cost Estimate Total Bayville RC Park 5,000.00$ 1,750.00$ 6,750.00$ Division Street BMX and Rugby Field 6,500.00$ 2,250.00$ 8,750.00$ Dyess Ball Field 6,500.00$ 2,250.00$ 8,750.00$ Eisenhower Lower Ball Field 6,500.00$ 2,250.00$ 8,750.00$ Fleming Tennis Center 8,500.00$ 2,500.00$ 11,000.00$ Hickman Tennis Courts 5,000.00$ 1,750.00$ 6,750.00$ Julian Smith Ball Field 6,500.00$ 2,250.00$ 8,750.00$ M M Scott Court 5,000.00$ 1,750.00$ 6,750.00$ May Park Ball Fields 8,500.00$ 2,500.00$ 11,000.00$ McDuffie Woods Ball Field 6,500.00$ 2,250.00$ 8,750.00$ McDuffie Woods Tennis Courts 5,000.00$ 1,750.00$ 6,750.00$ Sue Reynolds Field 6,500.00$ 2,250.00$ 8,750.00$ Warren Road Community Center 8,500.00$ 2,500.00$ 11,000.00$ W T Johnson Ball Field 6,250.00$ 2,000.00$ 8,250.00$ 120,750.00$ Request for Proposal Request for Proposals will be received at this office until Tuesday, January 28, 2020 @ 11:00 a.m. for furnishing: RFP Item # 20-131 External Lighting Evaluation and Upgrades for Recreation and Parks Facilities for Augusta, GA – Central Services Department - Commodity Code: 18-906-58, 022-988-54, 026-805-73 RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. A Mandatory Pre Proposal Conference will be held on Wednesday, January 8, 2020 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, January 10, 2020, @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 120 days after bids have been opened, pending the execution of contract with the successful bidder(s). Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle December 12, 19, 26, January 2, 2019 Metro Courier December 12, 2019 OFFICIAL VENDORS Attachment "B"E-Verify #SAVE Form Original 7 Copies Addendum 1 Fee Proposal Compliance Review 2% Goal JLA 1296 Broad Street Augusta, GA 30901 Yes 226309 Yes Yes Yes Yes Yes Yes Fleming Construction P.O. Box 14486 Augusta, GA 30919 Colite Technologies 5 Technology Circle Columbia, SC 29203 Newsome Electrical Cons 3317 Perkins Rd Augusta, GA 30906 Cornatzer and Associates 6720 Whitmire Rd Cumming, GA 30028 RFP Opening RFP Item #20-131 External Lighting Evaluation and Upgrades for Recreation and Park Facilities for Augusta, GA – Central Services Department- Facilities Maintenance Division RFP Date: Wednesday, February 12, 2020 @ 11:00 a.m. Total Number Specifications Mailed Out: 41 Total Number Specifications Download (Demandstar): 5 Total Electronic Notifications (Demandstar): 63 Georgia Procurement Registry: 463 Mandatory Pre-Proposal Conference Attendees: 11 Total packages submitted: 1 Total Noncompliant: 0 Page 1 of 1 Johnson, Laschober & Associates 1296 Broad Street Augusta, GA 30901 Johnson, Laschober & Associates 1296 Broad Street Augusta, GA 30901 Evaluation Criteria Ranking Points 1. Completeness of Response • Package submitted by the deadline • Package is complete (includes requested information as required per this solicitation) • Attachment B is complete, signed and notarized N/A Pass/Fail PASS PASS 2. Qualifications & Experience (0-5)20 4 80 3. Organization & Approach (0-5)15 4 60 4. Scope of Services • Project specific certifications • Evidence that the firm fully understands project scope • Past performance on projects of similar nature • Specialty equipment or techniques that may be employed • Program Schedule (0-5)20 5 100 5. Financial Stability (0-5)5 5 25 6. References (0-5)5 5 25 Within Richmond County 5 10 5 50 Within CSRA 5 6 0 Within Georgia 5 4 0 Within SE United States (includes AL, TN, NC, SC, FL) 5 2 0  All Others 5 1 0 28 340 8. Presentation by Team (0-5)10 0 9 Q&A Response to Panel Questions (0-5)5 0 Lowest Fees 5 10 0 Second 5 6 0 Third 5 4 0 Forth 5 2 0 Fifth 5 1 0 Total Phase 2 - (Total Maximum Ranking 15 - Maximum Weighted Total Possible 125) 0 0 28 340 Internal Use Only Evaluator: _______Cumulative ___________________ Date: ______3/2/20______________________ Procurement DepartmentRepresentative:____Nancy Williams________________________________________ Procurement Department Completion Date: ____3/2/20_________________________ Total Cumulative Score (Maximum point is 500) 10. Cost/Fee Proposal Consideration (only choose 1 line according to dollar value of the proposal in relation to all fee proposals - enter the point value for the one line only) Total (Total Possible Score 500) Total (May not Receive Less Than a 3 Ranking in Any Category to be Considered Phase 2 (Option - Numbers 8-9) (Vendors May Not Receive Less Than a 3 Ranking in Any Category to be Considered for Award) 7. Proximity to Area (only choose 1 line according to location of the company - enter the ranking value for the one line only) Evaluation Sheet - RFP #20-131 External Lighting Evaluation and Upgrades for Recreation and Parks Facilities for Augusta, GA – Central Services Department RFP Evlauation Committee Meeting: Monday, March 2, 2020 @ 3:00 p.m. Weighted Scores Vendors Phase 1 Total - (Total Maximum Ranking 30 - Maximum Weighted Total Possible 375) Phase 1 Commission Meeting Agenda 6/24/2020 2:00 PM HCD _ Brokerage Services Agreement Request Department:HCD Department:HCD Caption:Motion to approve Housing and Community Development Department’s (HCD's) Brokerages Services Agreement to extend Sherman & Hemstreet’s Professional Services Agreement for a period of one (1) year, and enable HCD to solicit the services of another Real Estate Brokerage Company to provide Real Estate Sales and Marketing Services in the Laney Walker Bethlehem area. Background:The City of Augusta and the Augusta Housing and Community Development (HCD) is leading an initiative called the Laney- Walker/Bethlehem Neighborhood Revitalization Project. As a part of this project, many new homes are being built in the downtown area providing a new and innovative living experience for people of all socioeconomic statuses. These homes will provide housing for mixed income families/individuals and will include both single and multi- family homes. Some of the areas will include new retail space to encourage economic development. The focus area is the historic, Laney-Walker/Bethlehem area. This request involves the approval of a Procurement Department lead Request for Qualification (RFQ #: 18-169) to select an established Georgia licensed Broker Real Estate firm who has an active Homes Division to market and sell these homes that are built or renovated through the Laney Walker/Bethlehem Neighborhood Revitalization Project. Analysis:The approval of the Brokerage Services Agreement will increase marketability, awareness and hopefully sales for affordable and workforce single- family homes in the Laney-Walker Bethlehem area. Financial Impact:HCD’s Brokerage Service Agreement will be funded by Bond. Cover Memo Alternatives:Do not approve HCD’s Request. Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) Brokerages Services Agreement to extend Sherman & Hemstreet’s Professional Services Agreement for a period of one (1) year, and enable HCD to solicit the services of another Real Estate Brokerage Company to provide Real Estate Sales and Marketing Services in the Laney Walker Bethlehem area. Funds are Available in the Following Accounts: 298-07-7343-5212999 REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Jamestown Roof Replacement Department:Central Services - Facilities Department:Central Services - Facilities Caption:Award the contract to replace the roof on the Jamestown Community Center to Blount’s Complete Home Services in the amount of $100,000. Bid Item 20-183 Background:The Jamestown Community Center was built in several distinct phases over a period of years. A mix of roof types were used, some of which were with best practices regarding material slope, flashings and other components. The combination of the construction methods and exposure to the elements have made replacement, rather than repair, the best option moving forward. The proposed option involves adding a wood truss system to the rear flat section of the building for adequate slope to install a new shingle roof, removal and replacement of the shingles on the main building, and insulation to bring the roof assembly up to current energy codes. Results of a recent roofing assessment Bid #19-229 conducted by Terracon, cited this facility roof as very poor and needing replacement. Analysis:Invitation to Bid (ITB) 20-183 was issued through the Procurement Department in accordance with regulations. Bids were received on May 22, 2020. Blount’s Complete Home Services submitted the lowest compliant bid in the amount of $100,000.00. Financial Impact:The contract amount is $100,000.00. Alternatives:1.Award the contract to replace the roof on the Jamestown Community Center to Blount’s Complete Home Services in the amount of $100,000. 2. Do not award Recommendation:Cover Memo Award the contract to replace the roof on the Jamestown Community Center to Blount’s Complete Home Services in the amount of $100,000. Funds are Available in the Following Accounts: Existing Facility Upgrades SPLOST 7 329051120 - JL 216057902 - 5413120 REVIEWED AND APPROVED BY: Cover Memo Invitation to Bid Sealed bids will be received at this office until Tuesday, March 31, 2020 @ 11:00 a.m. for furnishing: Bid Item #20-183 Jamestown Community Center Roof Replacement for Augusta, Georgia – Central Services Department – Facilities Maintenance Commodity Codes: 022-912-00, 027-912-00, 005-770-00 Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Mandatory Pre Bid Conference will be held on Friday, March 13, 2020 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, March 17, 2020 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of ninety (90) days after bids have been opened, pending the execution of contract with the successful bidder. A 10% Bid Bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle February 20, 27, March 5, 12, 2020 Metro Courier February 20, 2020 UNOFFICIAL Page 1 of 1 VENDORS Certified Roofing 3301 Buckage Road Suite 205 Atlanta, Ga 30341 Blount's Complete House Services 2907 Tobacco Rd Hephzibah Ga 30815 Tweentieth Century Construction 2106 Kelly Street Augusta Ga 30904 Dream Weaver Home Imporvement 2610 Gough Redhill Rd. Keysville, Ga 30816 Addendum 1 Yes E-Verify Number Yes Addendum 1 209640 Save Form Yes Bid Price $100,000.00 Fascia/Rake Trim 10.00/lf Soffit 4.50/sf Roof Decking $25.00 Manufacturer Maner Builders Supply Total Number Specifications Mailed Out: 6 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 114 Mandatory Pre-Bid Attendees: 4 Total packages submitted: 1 Total Noncompliant: 0 Bid Opening for Bid Item #20-183 Jamestown Community Center Roof Replacement Augusta, Georgia for Central Services Department Bid Date: Friday, May 22, 2020 @ 11:00 a.m. - Via ZOOM Unit Prices I ., NAME 1. Nancy Williams 3. Chrl5 ~loe 4. / 5. 0 f'tlCK. A{...((,~~ 6.JD\~ :S-8~0f\.1 1.CAJ-~L v¢DA-~ Mandatory Pre-Bid Conference Sign-in Sheet Bid Item #20-183 Jamestown Community Center Roof Replacement I l/J ~ For Augusta, Georgia -Central Services Department-Facilities Maintenance Division Friday, March 13, 2020@ 10:00 a.m. PLEASE PRINT COMPANY/DEPT. ADDRESS/CITY/STATE/ TELEPHONE I FAX NUMBER I EMAIL I Prime/Sub ZIP CODE NUMBER 535 Telfair Street, 706-821-2888 1 706-821-2811 I procbidandcontract Suite 605 @augustaga.gov Procurement Aue:usta, GA 30901 ·ement 535 Telfair Street, 706-821-2422 706-821-2811 procbidandcontract Suite 605 @augustaga.gov Augusta, GA 30901 ~3il\ ~tk.~ ~J.SI-~~ C!bjlou3 tfl I~ f\i \ani"'-G-.A 3 03'"\ \ 77b-q5q-'51(6 77tr '13 q-'1a 0 ~"('w'V;\, ·CO c~01+ed 1?ot1n_j to4;~Vefe- t~c_ )-eav-~ce. 5 v~ I 1~,-0£f-J? k I .,,,,f /:.:e_ 7r;;r,-Si-I .. rOl..G. v-e.e. e ' s-r1 " °'-iiJ (/~r~~, ~v '00 ) I I ~~ .u~U~-~() 7v{ I t.VGVT\~-r~ Z?l-llf-Cfo I 3b'i-473lf S~~t~ I fO,~« / NAME s.S~A.. ~kN·"-1 9. 10. 11. 12. 13. 14. 15. Mandatory Pre-Bid Conference Sign-in Sheet Bid Item #20-183 Jamestown Community Center Roof Replacement :Jt§ ~ For Augusta, Georgia -Central Services Department-Facilities Maintenance Division Friday, March 13, 2020@ 10:00 a.m. PLEASE PRINT COMPANY/DEPT. ADDRESS/CITY/STATE/ TELEPHONE FAX NUMBER ZIP CODE NUMBER EMAIL ·VQ:G1t·llt0 l&EA V~ ..:2.@ltJ G~u&. rt '70" -S-G"l/JffZ-Z, C,,t&l uKl~ #t>rvt.G" 51WP. <j2t;;;TJ tkC-L'--(;2&_0o~I(,, 7t>b-6°fl-""3S?7 ~,ss@ ~'16 (j;J:Ll_h.{;,k f:1~.~ Prime/Sub ~ Commission Meeting Agenda 6/24/2020 2:00 PM Solicitor's Office Cubicle Extensions Department:State Court Solicitor's Office Department:State Court Solicitor's Office Caption:Motion to approve the purchase of cubicle extensions for the Solicitor's Office in the amount of $26,572.93. Background:Majority of the staff in the Solicitor's Office sit in an open area with cubicles. The cubicles are short and o not allow for privacy or the needed protections recommended by the CDC for distancing, specifically relating to the Coronavirus. The requested addition will extend the cubicles vertically allowing for the needed privacy and infectious disease control, while in tight open air spaces. Analysis:Weinberger is the selected vendor and has provided all of the furniture within the Augusta Judicial Center. The attached quote outlines all of the needed attachments to accommodate this need. Funds were transferred between operational accounts to fund this transaction. Financial Impact:$26,573.93 Alternatives:Do not approve Recommendation:Approve the purchase of cubicle extensions for the Solicitor's Office in the amount of $26,573.93 Funds are Available in the Following Accounts: Operations 101021510/53.16150 REVIEWED AND APPROVED BY: Cover Memo Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM 2021 Budget Planning Calendar Department:Finance Department:Finance Caption:Presentation of proposed 2021 budget planning calendar for approval. Background:The budget calendar establishes tentative dates for the various stages of the 2021 budget preparation and adoption process. Analysis:The calendar is presented for approval consistent with the legal requirements in accordance with OCGA 36-81-5 and Augusta Code Article 6, Chapter 3. The budget calendar, as planned, will facilitate developing, reviewing, and deliberations by the legislative body, input from the citizens of Augusta-Richmond County and adoption of FY2021 budget on a timely basis. The budget will be adopted prior to the fiscal year 2021. Financial Impact:n/a Alternatives:Revise calendar, however some dates and/or time requirements are set by state or local ordinances for example, the date of adoption: Augusta Code Sec. 2-3-6 The budget shall be finally adopted by the Commission at or before the adjournment of the regularly called meeting on the third Tuesday of the month of November, which meeting shall be a public meeting. Recommendation:Approve Budget Calendar for FY2021 as presented. Funds are Available in the Following Accounts: n/a Cover Memo REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo AUGUSTA, GEORGIA 2021 BUDGET PLANNING CALENDAR JUNE 2020 June 24 Commission approves FY2021 Budget Calendar JULY 2020 July 16 Distribution of Budget Calendar and Instructions during department head meeting July 27 Departments with OneSolution access may start entering in Budget Item Detail AUGUST 2020 August 7 Deadline for ALL submission of budget documents to Finance SEPTEMBER 2020 September 8-18 Departmental Work Sessions with representatives of the Administrator’s office and the Finance Department September 21-25 Work Sessions as needed September 29 Budget summary presented to Administrator by Finance Department OCTOBER 2020 October 5-9 Work Sessions as needed October 20 FY2021 Proposed Budget presented to Augusta-Richmond County Commission by the Administrator October 26 Publish Public Hearing Notice in newspaper October 26-30 Work Sessions as needed NOVEMBER 2020 November 3 PUBLIC TOWN MEETING / COMMISSION MEETING Public Hearing of 2021 Budget November 4-9 Work Sessions as needed November 9 Publish Notice of Budget Adoption in newspaper November 9-13 Proposed Masters Week November 17 Adoption of the FY2021 Budget by the Augusta-Richmond County Commission DECEMBER 2020 December 3-4 Community presentation of Adopted Budget JANUARY 2021 January 1 Effective date for the Fiscal year 2021 Budget Commission Meeting Agenda 6/24/2020 2:00 PM Operating, Capital, Encumbrance Carryover Request Department:Finance Department:Finance Caption:Motion to appove funding of operating, capital, encumbrance carryover. Background:Operational appropriations are encumbered as a result of purchase orders, contracts or other forms of legal commitments. Encumbrances outstanding at year-end are reported as a reservation of fund balance. Operational appropriations lapse at year-end and Capital Projects typically extend over several years and may still require a budget amendment; however, reappropriations of amounts to cover significant encumbrances are made by the Augusta Georgia Commissioners during the subsequent fiscal year as an amendment to the budget. Analysis:Several projects, programs and large contracts for services were approved and awarded in 2019. The funding for the contracts was collected in 2019. In accordance with budgetary policy, commission approval is required to carry over funding from prior years. Approval will allow the program to continue without any disruption of service. Financial Impact:Funding is available in related funds' fund balance. Alternatives:Require use of current year's funding. Recommendation:Approve use of fund balance for encumbrance carryover. Funds are Available in the Following Accounts: 101000000-3952110 $254,290; 216000000-3952110 $411,770; 217000000-3952110 $57,840; 541000000-3952110 $1,537,630; 542000000-3952110 $189,700; 581000000-3952110 $1,752,300Cover Memo REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Augusta Richmond County Operating/Encumbrance Carryover Requests Fund Org Key Object Description Department Carryover Amount Requested Encumbrance Carryover (3951110) Operating/Capital Carryover (3951120)Total Notes Finance Recommended 101 101-01-6130 5311110 General Supplies & Materials Complete Count Committee 29,228 29,228 Remaining balance for census count 101-10-1110 6011140 New Programs Contingency 225,060 225,060 Disparity study carryover from 2016, 2017, 2018 101 254,288 - 254,288 254,290 216 216-03-7110 5232119 Other Communications Equipment Emergency Telephone System 147,710 147,710 PO 19E9741, Bid 19-163 approved by Commission 5/24/19. 911 Logging Recorder project. 216-03-7110 5319120 R&M - Building Emergency Telephone System 264,055 264,055 PO 19CSS779, Bid 19-181 approved by Commission 7/18/19 #12. Additions and renovations. 216 411,765 411,765 - 411,770 fund balance-unreserved 3,404,402. 217 217-07-2210 5213110 Data Processing Building Inspections 57,836 57,836 PO 378687, approved by Commission 5/21/19, #6. Historical building plan scanning project. 217 57,836 57,836 - 57,840 ending the YE with 205,311.80 net balance. 541 541-04-4210 5422510 Heavy Equipment Solid Waste Disposal 88,248 88,248 PO 380814, Bid 19-252 approved by Commission 11/19/19 #20. Kubota M5091 HDC Tractor Loader-Batwing Sweeper Combo 541-04-4210 5422510 Heavy Equipment Solid Waste Disposal 69,430 69,430 PO 380816, Bid 19-266 approved by Commission 12/3/19. Kubota M7060 HDC Tractor Loader-Batwing Sweeper Combo. 541-04-4210 5422510 Heavy Equipment Solid Waste Disposal 950,450 950,450 PO 391805, Bid 19-226 approved by Commission 1/21/20 #18 541-04-4210 5422210 Trucks, All Sizes Solid Waste Disposal 429,500 429,500 PO 391806, Bid 19-254 approved by Commission 2/4/20 #18. 2019 Caterpillar 730 EJ 541 1,537,628 157,678 1,379,950 1,537,630 remaining fund balance 2,155,815 Recommended 2020 General Fund Emergency Telephone Response Fund Building Inspections Fund Waste Management Fund Fund Org Key Object Description Department Carryover Amount Requested Encumbrance Carryover (3951110) Operating/Capital Carryover (3951120)Total Notes Finance Recommended Recommended 542 542-04-4110 5422210 Trucks, All Sizes Garbage Collection 189,700 189,700 PO 391807, Bid 19-283 approved by Commission 2/4/20 #17. 2020 Mack/Peterson Grapple truck. 542 189,700 189,700 189,700 remaining fund balance 20,170790 and ending balance for fund 1,412,628 581 581-04-4320 5211120 Contractual Services 1,055,060 1,055,060 PO 16ENG071, Drainage Easement and Maintenance Vegetation 5211110 Management Construction 357,120 357,120 PO 230614 approved 4/12/2016 Amendment 2, SWU Utility program 5212115 Engineering 320,120 320,120 PO 19ENG 795,19ENG797,19ENG798, Drainage Studies, Planting/Landscape and Pest Control 5311816 Program Supplies 20,000 20,000 PO367372 Stream restoration , Savannah State & Augusta University 581 1,752,300 1,752,300 1,752,300 remaining fund balance 2,026,450 4,203,517 2,379,579 1,823,938 4,203,530 Garbage Collection Fund Total (All Funds) Stormwater Utility Commission Meeting Agenda 6/24/2020 2:00 PM Adoption of Letter of Map Revision (LOMR) 19-04-6591P Department:Planning and Development Department:Planning and Development Caption:Adoption of the Flood Insurance Rate Map (FIRM) and the Flood Insurance Study (FIS) as revised by Letter of Map Revision (LOMR) 19-04-6591P, effective September 25, 2020. Background:A Letter of Map Revision (LOMR) is FEMA’s modification of a Flood Insurance Rate Map (FIRM). A LOMR officially revises the FIRM and the Flood Insurance Study (FIS) and the flood hazard updates shown within the LOMR are then used to rate flood insurance policies and enforce flood insurance and development requirements from the effective date of the LOMR going forward. The City must adopt all Letter of Map Revisions approved by FEMA as part of staying in compliance with the National Flood Insurance Program (NFIP). .In August of 2019, Atkins Global, the mapping contractor for the State of Georgia, and on behalf of the Georgia Department of Natural Resources (DNR), prepared a LOMR based on a more detailed flood study (hydraulic analysis, hydrologic analysis and updated topographical data) of Raes Creek and three tributaries of Raes Creek – Tributaries 1, 2, and 3. Analysis:The study resulted in revisions affecting the following locations: Raes Creek Tributary 1: The LOMR will also result in increases in the 1-percent-annual-chance water-surface elevations along Raes Creek Tributary No. 1. The increase will occur at Cross Section A due to backwater effects from Raes Creek. Raes Creek Tributary 2: from its confluence with Raes Creek to approximately 276 feet upstream of its confluence with Raes Creek. Specifically, the floodway shall be established along this reach in order to close a mapping gap. Raes Creek Tributary 3: from approximately 145 feet upstream its confluence with Raes Creek to approximately 195 feet upstream of its confluence with Raes Creek. Specifically, the floodway shall be established along this reach in order to close a mapping gap. All property Cover Memo owners affected by the changes listed above were notified, in writing, of the floodway revision and 1-percent-annual-chance water-surface increases. A list of those property owners is on file at Planning & Development, along with the letters that they were sent, and proof of notification. Financial Impact:The financial impact to the City of Augusta is minimal and involves staff time to incorporate digital data into Augusta’s GIS that reflect the revisions to the FIRM. Alternatives:If the Letter of Map Revision (LOMR) is not adopted, the City will fall out of compliance with the National Flood Insurance Program (NFIP) minimum standards. Sanctions and/or suspension are options that could be exercised by FEMA, resulting in property owners City-wide not having the ability to purchase federally-backed flood insurance Recommendation:Adoption of the Flood Insurance Rate Map (FIRM) and Flood Insurance Study (FIS) as revised by Letter of Map Revision (LOMR) 19-04-6591P, Effective September 28, 2020. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Fort Gordon B Street Water Main Improvement Department:Utilities Department:Utilities Caption:Consider award of Bid#20-194 to Blair Construction, Inc. to construct the Fort Gordon Army Base B Street Water Main Improvement under the Task Order Program RFQ #18-263 in the amount of $1,237,631.00. Background:Augusta Utilities Department (AUD) is the contracted water, sanitary sewer, and irrigation utility provider for Fort Gordon. Fort Gordon is planning to construct a new Cyber Center of Excellence (CoE) campus, which encompasses the entire existing campus facilities around Signal Tower. Existing buildings are scheduled for demolition or renovation, and new buildings will be constructed to create a new cyber campus. In support of the new campus, AUD will replace the water main in B Street to build a water transmission loop around the campus. The project will be funded by Fort Gordon under their Repair and Replacement contract payments. Analysis:Blair Construction, Inc. submitted an acceptable bid package and was the lowest responsive bidder. The Utilities Department reviewed the bid and found it to be fair and reasonable. We recommend awarding this contract to Blair Construction, Inc. to construct the Fort Gordon Army Base B Street Water Main Improvement. Financial Impact:$1,237,631.00 funding is available from the following accounts: 507043410-5425110/88880200-5425110. Alternatives:No alternatives are recommended. Recommendation:Recommend approval for Utilities Department to contract with Blair Construction, Inc. to construct this project for the amount of $1,237,631.00. Cover Memo Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043410- 5425110/88880200-5425110. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo PR O J E C T M A P B S T R E E T W A T E R M A I N AU G U S T A U T I L I T I E S DE P A R T M E N T 45 2 W A L K E R S T R E E T , S U I T E 2 0 0 AU G U S T A , G A 3 0 9 0 1 Invitation to Bid Sealed bids will be received at this office until Thursday, April 30, 2020 @ 3:00 p.m. for furnishing: Bid Item #20-194 FG-2019-002 Fort Gordon Army Base B Street Water Main Improvements - Task Order – for Augusta, GA - Utilities Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $70.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Tuesday, March 13, 2018. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. A Mandatory Pre Bid Conference will be held on Monday, April 20, 2020 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, April 21, 2020 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No proposal may be withdrawn for a period of ninety (90) days after bids have been opened, pending the execution of contract with the successful vendor. A 10% Bid Bond is required. A 100% performance bond and a 100% payment bond will be required for award. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Mailed to Pre-Qualified Task Order Vendors - March 24, 2020 Revised: 2/19/2016 Pre-Bid Conference – Via ZOOM Bid Item #20-194 FG-2019-002 Fort Gordon Army Base B Street Water Main Improvements - Task Order – for Augusta, GA - Utilities Department Thursday, March 14, 202 @ 0 PLEASE PRINT 1 NAME COMPANY/DEPT. ADDRESS/CITY/STATE/ ZIP CODE TELEPHONE NUMBER FAX NUMBER EMAIL Prime/Sub 1. Darrell White Procurement 535 Telfair Street, Suite 605 Augusta, GA 30901 706-821-2423 706-821-2811 procbidandcontract @augustaga.gov 2. Nancy Williams Procurement 535 Telfair Street, Suite 605 Augusta, GA 30901 706-821-2888 706-821-2811 procbidandcontract @augustaga.gov 3. Kathy Murry Procurement 535 Telfair Street, Suite 605 Augusta, GA 30901 706-821-2402 706-821-2811 murry@augustaga.g ov 4. Geri Sams Procurement 535 Telfair Street, Suite 605 Augusta, GA 30901 706-821-2422 5. Phyllis Johnson Procurement 535 Telfair Street, Suite 605 Augusta, GA 30901 706-821-1100 6. Yolanda Jackson Compliance 535 Telfair Street, Suite 530 Augusta, GA 30901 706-821-2406 7. Swannette Jones Compliance 535 Telfair Street, Suite 530 Augusta, GA 30901 706-821-4789 Pre-Bid Conference – Via ZOOM Bid Item #20-194 FG-2019-002 Fort Gordon Army Base B Street Water Main Improvements - Task Order – for Augusta, GA - Utilities Department Thursday, March 14, 202 @ 0 PLEASE PRINT 2 NAME COMPANY/DEPT. ADDRESS/CITY/STATE/ ZIP CODE TELEPHONE NUMBER FAX NUMBER EMAIL Prime/Sub 8. Dean Rowland Gearig 9. Patrick Dillard Blair 10. J. Robinson Beams Contracting 11. Stanley Aye Utilities Department 12. Steven Behrend Utilities Department 706-312-5057 13. Stacey Gordon Zell Engineering 14. Commission Meeting Agenda 6/24/2020 2:00 PM GEFA Loan Payment Deferral Modification Department:Augusta Utilities Department Department:Augusta Utilities Department Caption:Approve GEFA Loan Payment Deferral Modification; Authorize Mayor and General Counsel to execute appropriate documents. Background:Due to COVID-19, GEFA is deferring payments of GEFA Loan CW09058 and CW09096 effective July 1, 2020. GEFA is requiring a Resolution from governing body to accept the modification. The information was sent on June 15th, and requires approval prior to July 1st. There is no financial impact for this item. Analysis: Financial Impact:N/A Alternatives: Recommendation:Approve Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Hydraulic Modeling Update Change Order Department:Utilities Department:Utilities Caption:Motion to approve Hydraulic Modeling Update Change Order. Background:On September 6, 2016, Augusta, Georgia Commission approved the Professional Services Contract with ZEL Engineering for a Hydraulic Model Update. The existing model dated back to year 2000. The many modifications made to the water system since that time needed to be updated in the model to conform with the proper protocols to protect the integrity of the model and assist in evaluating future plans for the system. During the course of this project it was determined that H2OMap, the previous modeling software, was being abandoned and replaced by the software manufacture with a new software called InfoWater. InfoWater allows for AUD’s GIS to be directly linked to the model. This allows for future updating to be an automated process between GIS and the modeling Software. Due to the scope change to include migrating the model to the new software and making GIS updates to make our GIS more compatible with the model, ZEL has provided the proposed change order and fee. Analysis:ZEL Engineers has provided a fee to perform the additional modeling services that was deemed to be fair and reasonable by Augusta Utilities Department. Financial Impact:Funding in the amount of $72,544.00 is available from accounts: 507043410-5212115/81600090-5212115 Alternatives:No alternatives are recommended. Cover Memo Recommendation:Augusta Utilities Department recommends the Commission approve the change order in the amount of to ZEL Engineering in the amount of $72,544.00. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043410- 5212115/81600090-5212115. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo ZIMMERMAN, EVANS & LEOPOLD, INC. 706-724-5627 | Fax 706-724-5789 | 435 Telfair Street | Augusta, GA 30901 www.zelengineers.com June 9, 2020 Mrs. Marie Corbin, P. E. Augusta Utilities Department Walker Street, Augusta, GA. VIA ELECTRONIC COMMUNICATION Dear Mrs. Corbin; During the course of this project it was determined that H2OMap, the previous modeling software, was being abandoned and replaced by the software manufacturer with a new software called InfoWater. InfoWater allows for AUD’s GIS to be directly linked to the model, which allows for future updating to be an automated process between GIS and the modeling Software. The Department decided it wanted that ability and asked us to provide it. The InfoWater Model can be updates by AUD’s GIS staff once they are trained to do that saving costs and time. We appreciate the wonderful cooperation our staff received from AUD in this very complex process. The total increase in cost was $72,544.00. Please review this request and if found acceptable, process the change in scope through AUD’s procedures. We appreciate your assistance in this matter. Sincerely, Jorge E. Jimenez, P. E. Engineer of Record Commission Meeting Agenda 6/24/2020 2:00 PM Manchester Subdivision Section 8-B Department:Engineering Department:Engineering Caption:Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering and Augusta Utilities Departments for Manchester Subdivision, Section Eight-B. Background:The final plat for Manchester Subdivision, Section Eight-B, was approved by the Commission on May 5, 2020. The subdivision design and plat for this section, including the storm drain system, have been reviewed and accepted by our engineering staff and the construction has been reviewed by our inspectors. The Utilities Department has inspected and reviewed the water and sanitary sewer installations, and hereby requests acceptance of the utility deed. Analysis:This section meets all codes, ordinances and standards. There are no wetlands or 100-year flood plain boundaries involved in this section. Acceptance of said utility deed shall dedicate, as required, the water and sanitary sewer mains along with the applicable easements to Augusta, Georgia for operation and maintenance. Financial Impact:By accepting these roads and storm drainage installations into the County system and after the 18-month maintenance warranty by the developer/contractor for the road and storm drainage has expired, all future maintenance and associated costs will be borne by Augusta, Georgia. By acceptance of the utility deed and maintenance agreement, all future maintenance and associated costs for water and sanitary sewer installations will be borne by Augusta, Georgia, and positive revenue will be generated from the sale of water and sanitary sewer taps and monthly billing of same. Alternatives: Cover Memo 1. Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering and Augusta Utilities Departments for Manchester Subdivision, Section Eight-B. 2. Do not approve and risk litigation. Recommendation:Approve Alternative Number One Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Memorandum of Understanding (MOU) with Brier Creek Soil and Water Conservation District (BCSWD) and acceptance of contract and grant with Georgia Environmental Protection Division (GAEPD) Department:Utilities Department:Utilities Caption:Approve and authorize Augusta Utilities Department (AUD) to enter into an MOU with the Briar Creek Soil and Water Conservation District (BCSWCD), a contract with Georgia EPD (GAEPD), and accept awarded grant from GAEPD. Background:The State of Georgia passed the Georgia Comprehensive Statewide Water Management Plan in 2008. That plan calls for each water region to manage water resources in a sustainable manner to support the state’s economy, to protect public health and natural systems, and to enhance the quality of life for all citizens”. To that end, Augusta and all other water users in the Savannah River Basin are required to share the available water and to ensure pollution is kept to a minimum. The Water Plan identifies problem areas within the basin and best management practices to address those problem areas. This agenda item will allow Augusta to implement one of those management practices with two partnering agencies (BCSWCD and GAEPD). Analysis:Augusta is a key stakeholder in protecting and preserving water quantity and water quality within the Savannah River Basin. Since this natural resource is shared, Augusta also needs to proactively work toward ensuring this limited resource will be available for Augusta’s future growth and that the quality of that water remains safe for our citizens. Approving this action works toward those responsibilities and also continues to strengthen the working relationships between two state agency partners, GAEPD and BCSWD. This grant has been awarded to Augusta and is pending Commission approval. Financial Impact:Augusta will contribute $31,880 of cash and $8,000 of in-kind labor while GAEPD will provide $47,820 in cash for this Cover Memo project. Augusta’s cash portion will come from AUD’s “Other Professional Services” account which has available funds Alternatives:1) Approve and authorize Augusta Utilities Department to accept the grant, enter into a contract with GAEPD to implement the grant deliverables, and enter into an MOU with Brier Creek Soil and Water Conservation District to implement to the grant. 2) Do not approve and reject the grant funds and opportunity from GAEPD Recommendation:Approve alternative 1 Funds are Available in the Following Accounts: Augusta’s cash portion will come from AUD’s “Other Professional Services” account which has available funds: GL# 506 04 3110-5212999 JL# 820 000 50-52 12999 REVIEWED AND APPROVED BY: Cover Memo STATE OF GEORGIA Number ____ of ____ Executed Original Counterparts COUNTY OF FULTON CONTRACT WITH AUGUASTA, GEORGIA FOR HIGH FREQUENCY MONITORING AND THE EFFECTS OF AGRICULTURAL WATER WITHDRAWAL IN THE SAVANNAH AND OGEECHEE RIVER BASINS SFY2020 REGIONAL WATER PLAN SEED GRANT This contract (“Contract”) is made and entered into the 1st day of April 2020 (the “Effective Date”), by and between the Georgia Environmental Protection Division; (hereinafter called “Division”), and AUGUSTA, GEORGIA (hereafter called “Contractor”). The persons executing this Contract on behalf of the Contractor have authority to bind the Contractor to the terms of this Contract. The Director of the Division is authorized by law to execute this Contract. WHEREAS, the Division is acting pursuant to the Georgia Water Quality Control Act, O.C.G.A. §§12-2-4, 12-2-6, and 12-2-7, and; WHEREAS, the Division desires to engage the Contractor to render certain technical services hereafter described in connection with an undertaking (hereinafter referred to as the “Project”) which is expected to be partially financed under State of Georgia appropriated funds. NOW, THEREFORE, for and in consideration of the valuable and mutual benefits flowing to each party as hereinafter appear below, the parties mutually agree as follows: 1. Employment of Contractor. The Division hereby agrees to engage the Contractor and the Contractor hereby agrees to perform these services hereinafter as set forth in fulfillment of this Contract. 2. Scope of Work. In performance of the Project, the Contractor shall conduct the work described in the scope of services identified in the attached Appendix A, hereby made a part of this Contract by reference. 3. Term; Time of Performance. The term (“Term”) of this Contract shall commence upon the Effective Date and shall terminate upon the earlier of: i) the completion of the tasks identified in Appendix A: Scope of Work; or ii) September 30, 2022 (hereinafter referred to as “Termination Date”), unless sooner terminated by the Division or renewed by the Division in accordance with the provisions of this Contract. The services of the Contractor are to commence as soon as practicable after the Effective Date and shall be undertaken in accordance with the timeline for completion of tasks 2 of 12 included in the attached Appendix B: Project Schedule, hereby made a part of this Contract by reference. 4. Compensation. Division agrees to pay Contractor compensation for the services performed under this Contract not to exceed Forty-Seven Thousand, Eight Hundred and Twenty dollars ($47,820). Said compensation shall be paid in accordance with the budget described in the Scope of Work. Any changes to the amount of compensation to be provided by the Division to Contractor shall be made in a writing executed in accordance with the terms of Paragraph 23. 5. Match. The Contractor will contribute a minimum of the equivalent of 9% of the total project cost in in-kind services and a minimum cash contribution of Thirty-One Thousand, Eight Hundred and Eighty dollars ($31,880) toward the performance of services described in Appendix A: Scope of Work. 6. Method of Payment. Division will pay Contractor for work performed under this Contract not to exceed the compensation described in Paragraph 4, and in accordance with the terms described in this Paragraph: a. Payment will only be made for the services described in Appendix A: Scope of Work; and b. Contractor shall be paid quarterly. No later than the 15th day of the month following close of the immediately preceding quarter, Contractor shall submit to the Division contact specified in Paragraph 37 an invoice for services rendered in that immediate preceding quarter, accompanied by a progress report describing the services performed and identifying the related items or tasks in the Scope of Work, specifying that the services have been performed in accordance with this Contract, and accompanied by any documentation, outputs, deliverables, or close-out reports; and c. The Contractor shall certify in writing the accuracy of each invoice. All invoices from the Contractor should show detailed line items referencing the costs of labor, materials, property, equipment, installation, services, incidentals, etc. All invoices should be signed and dated by authorized personnel as evidence of review and approval prior to submission to the Division for reimbursement; and d. The Division will review and approve or deny invoices within 30 days of receipt. Payment shall be made upon determination by the Division that Scope of Work items required by the Contract, including deliverables and reporting requirements of various categories and kinds of information for the period, are sufficient. Any invoice not approved by the Division shall not be paid; and e. Payment of the final 10 percent (%) shall not be due and payable until all Scope of Work items are completed and the Division has accepted and approved the final products, reports, and invoices. 7. Credit. Notwithstanding any other provision of this Contract, the Contractor acknowledges that the Division, as an agency of the State of Georgia, is prohibited from 3 of 12 pledging the State’s credit. 8. Funding. The Contractor acknowledges that this contract is being funded with a grant from the Georgia Environmental Protection Division. In the event that the Division determines that the source of payment no longer exists or is insufficient with respect to the Services, the Division shall terminate this Contract in accordance with the provisions of Paragraph 13. a. In the event of such termination, the Division shall remain obligated to pay for Services performed and accepted by the Division prior to such termination. All finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by the Contractor under this Contract shall become the property of the Division. Any use of incomplete documents shall be at the sole risk of the Division. The determination of the Division of the events stated above shall be conclusive. b. The Division shall provide notice in writing to Contractor as soon as practicable after the Division determines that the source of payment no longer exists or is insufficient with respect to the services. 9. Fair Share. The Contractor acknowledges that this contract is being funded with a grant from the Georgia Environmental Protection Division, and may be used as match for a grant from the U.S. Environmental Protection Agency (USEPA). It is the policy of the USEPA to ensure to the fullest extent possible that at least a negotiated “Fair Share” percentage of federal funds awarded to prime and subcontractors in support of USEPA programs be made available to Disadvantaged Business Enterprises (“DBE”). a. The Contractor agrees to ensure to the fullest extent possible that at least 4% Minority Business Enterprises (MBE) and 4% Women Business Enterprises (WBE) of federal funds for contracts or subcontracts for supplies, construction, equipment or services are made available to organizations owned or controlled by socially and economically disadvantaged individuals, women and historically black colleges and universities. b. The Contractor agrees to include in its bid documents the above referenced “Fair Share” percentage. c. To evaluate compliance with the “Fair Share” policy, the Contractor agrees to comply with the following six affirmative steps as appropriate: i. Including qualified minority and women businesses on solicitation lists; ii. Assuring that minority and women’s businesses are solicited whenever they are potential sources; iii. Dividing total requirements, when economically feasible, into small tasks or quantities to permit maximum participation of minority and women’s businesses; iv. Establishing delivery schedules, where the requirements of the work permit, which will encourage the participation by minority and 4 of 12 women’s businesses; v. Using the services and assistance of the U.S. Small Business Administration and the Office of Minority Business Enterprise of the U.S. Department of Commerce; vi. Requiring each party to a subagreement to take the affirmative steps outlined in paragraphs (i) through (ii) of this section. d. The Contractor must submit to the Division a certification that the six steps have been followed, along with documentation of the six steps that is sufficiently detailed to allow for satisfactory review and should document the efforts of solicitation taken such as; the name and address of MBE’s/WBE’s solicited, if advertised in newspaper show proof and indicate name of paper. e. The Contractor is required to submit semiannual reports of total Contract expenditures to the Division, which includes a separate total for MBE/WBE utilization. 10. Taxes. The State is exempt from Federal Excise Taxes, and no payment will be made for any taxes levied on Contractor’s employee’s wages. The Division is exempt from State and Local Sales and Use Taxes on the services. Tax Exemption Certificates will be furnished upon request. Contractor or an authorized subcontractor shall provide the Division with a sworn verification regarding the filing of unemployment taxes or persons assigned by Contractor to perform Services, which verification is incorporated herein by reference. 11. Certification Regarding Sales and Use Tax. By executing the Contract, the Contractor certifies it is either (a) registered with the State Department of Revenue, collects, and remits State sales and use taxes as required by Georgia law, including Chapter 8 of Title 48 of the Georgia Code; or (b) not a “retailer” as defined in O.C.G.A. Section 48-8-2. The Contractor also acknowledges that the Division may declare the Contract void if the above certification is false. The Contractor also understands that fraudulent certification may result in the Division or its representative filing for damages for breach of contract. 12. Termination of Contract for Cause. If, through any cause other than force majeure, the Contractor shall fail to fulfill in a timely and proper manner its obligations under this Contract, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this Contract, the Division shall thereupon have the right to terminate this Contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. a. In that event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by the Contractor under this Contract shall become the property of the Division, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials in which funds were accrued or encumbered up to the actual date of termination. 5 of 12 b. Notwithstanding the above, the Contractor shall not be relieved of liability to the Division for damages sustained by the Division by virtue of any breach of this Contract by the Contractor, and the Division may withhold any payments to the Contractor for the purpose of setoff until such time as the exact amount of damages due the Division from the Contractor is determined. 13. Termination of Contract for Convenience. The Division may terminate this Contract at any time for good reason by giving at least thirty (30) days written notice to the Contractor of such termination and specifying the effective date. a. In that event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by the Contractor under this Contract shall become the property of the Division, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials in which funds were accrued or encumbered up to the actual date of termination. b. If this Contract is terminated as provided herein, the Contractor will be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of the Contractor covered by this Contract, less payments of compensation previously made. 14. Release of Materials Pursuant to the Georgia Open Records Act. All products, reports, information, data, etc., given to, derived from, prepared by, or assembled by the Contractor (the “Materials”) in the performance of this Contract shall be governed by the Georgia Open Records Act. The Contractor shall not release or deliver any Materials to the general public or to local officials pursuant to a written or oral request under the Georgia Open Records Act unless authorized in writing to do so by the Division. 15. Assignability. Contractor shall not transfer or assign all or any of its right, title or interest in this Contract or delegate any of its duties or obligations hereunder without the prior written consent of the Division. The Division may transfer or assign all or any of its right, title or interest in this agreement to another agency or authority of the State of Georgia without written notice to Contractor. 16. Interest of Contract. The Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance required under the Contract. It is specifically agreed and understood that for the purposes of this Contract, the Contractor shall be an independent contractor and nothing in this Contract shall be construed as creating a joint venture, partnership or employment relationship between the parties. 17. Copyrights. No reports, maps, or other documents produced or derived in whole or in part under this Contract shall be the subject of an application for copyright by or on behalf of the Contractor. Any such reports, maps and other documents shall constitute a “work made for hire” pursuant to the U.S. Copyright Act of 1976, as amended, and Contractor agrees that the Division is the original and sole owner of all rights, including without limitation copyright, in and to such reports, maps and other documents. If for any reason such reports, maps, and other documents are found not to be “works made for hire,” 6 of 12 then Contractor hereby assigns to the Division all right, title and interest in and to such reports, maps and other documents without further consideration of any kind. Contractor agrees to execute all further documents and to take all further steps deemed advisable by the Division to secure and protect the Division’s rights as stated herein. 18. Documents. Provided that Contractor has been paid for the Services, the Division shall have the right to use the documents, maps, photographs, drawings and other materials (including but not limited to models, software or other digital work products) resulting from Contractor efforts on this Contract. Contractor acknowledges that, in accordance with the Contract, the Division is the original and sole owner of all rights in and to such documents, maps, photographs, drawings and other such materials including but not limited to models, software or other digital work products. Division acknowledges that the reuse of any such materials by Division on any extension of this project or any other project shall, with the exception of the obligations of Contractor, be at Division’s sole risk unless otherwise agreed to in writing by all parties. Contractor shall have the right to retain copies of all such materials. 19. Identification of Documents and Projects. All construction or demonstration projects, reports, maps, signage and other documents completed as a part of this Contract, other than documents exclusively for internal use within the Division shall give the Contractor recognition and carry the following notation on a conspicuous sign or the front cover or a title page (or in the case of maps, in the same block) containing the name of the Division: “The preparation of this report, map, document, project, etc., was financed in part through a grant from the Georgia Environmental Protection Division.” Also, credit shall be given to the Environmental Protection Division of the Department of Natural Resources, State of Georgia, together with the month and year the document was prepared. 20. Intellectual Property. The Contractor agrees it will not use the name or any intellectual property, including but not limited to, the Division’s trademarks or logos in any manner, including commercial advertising or as a business reference, without the express prior written consent of the Division. 21. Personnel. The Contractor represents that it has, or will secure, all personnel required in performing the Services under this Contract. Such personnel shall not be employees of or have any contractual relationship with the Division. a. All the Services required hereunder will be performed by the Contractor or under its supervision, and all the personnel engaged in the work shall be fully qualified and shall be authorized under state and local law to perform such services. b. None of the work or Services covered by this Contract shall be subcontracted without the prior written approval of the Division contact specified in Paragraph 37. 7 of 12 c. The Division, or its authorized representatives, shall have the right to enter into the premises of Contractor and/or all subcontractors, or any places where duties under this Contract are being performed, to inspect, monitor, or otherwise evaluate the performance under this Agreement. 22. Right to Audit and Access to Records. The Contractor shall maintain books, records and documents in accordance with generally accepted accounting principles and procedures and which sufficiently and properly document and calculate all charges billed to the Division throughout the term of the Contract for a period of at least five (5) years following the date of final payment or completion of any required audit, whichever is later. Records to be maintained include both financial records and service records. The Contractor shall permit the Auditor of the State of Georgia or any authorized representative of the State, and where federal funds are involved, the Comptroller General of the United States, or any other authorized representative of the United States government, to access and examine, audit, excerpt and transcribe any directly pertinent books, documents, papers, electronic or optically stored and created records or other records of the Contractor relating to orders, invoices or payments or any other documentation or materials pertaining to the Contract, wherever such records may be located during normal business hours. The Contractor shall not impose a charge for audit or examination of the Contractor’s books and records. If an audit discloses incorrect billings or improprieties, the Division reserves the right to charge the Contractor for the cost of the audit and appropriate reimbursement. Evidence of criminal conduct will be turned over to the proper authorities. 23. Entire Agreement; Modification. This Contract represents the sole and complete understanding of the terms of the Contract between the parties hereto with respect to the subject matter contained herein and supersedes all prior agreements and understandings, oral or written, with respect thereto. No modification or amendment to this Contract will be binding on either party hereto unless such modification or amendment is reduced to a writing executed by both parties. Any changes in the scope and/or duration of this Contract shall be mutually agreed upon by and between the Division and the Contractor in a writing executed in accordance with this Paragraph. 24. Warranty. The Contractor warrants to the Division that the Services will be performed in a workmanlike manner, consistent with that level of care and skill ordinarily exercised by other providers of similar services and with sound principles commonly used by similar professionals under similar circumstances at the time the Services are provided and further warrants that the work will be performed as intended and described in the Scope of Work. a. Contractor warrants that he has not employed or retained any company or person, other than a bona fide employee working solely for him, to solicit or secure this Contract and that he has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for him, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or the making of this Contract. 25. Indemnification. The Contractor agrees to indemnify and hold harmless the State 8 of 12 and State officers, employees, agents, and volunteers (collectively, “Indemnified Parties”) from any and all costs, expenses, losses, claims, damages, liabilities, settlements and judgments, including reasonable value of the time spent by the Attorney General’s Office, related to or arising from: a. Any negligent or wrongful act or omission of the Contractor or any employee, agent or subcontractor utilized or employed by the Contractor; b. The negligence or fault of the Contractor in design, testing, development, manufacture, or otherwise with respect to the Services provided under the Agreement; c. The Contractor’s negligent performance or attempted performance of the Contract, including any employee, agent or subcontractor utilized or employed by the Contractor; d. Any failure by the Contractor to make all reports, payments and withholdings required by federal and state law with respect to social security, employee income and other taxes, fees or costs required by the Contractor to conduct business in the State of Georgia or the United States; e. Any infringement of any copyright, trademark, patent, trade dress, or other intellectual property right, or f. Any failure by the Contractor to adhere to the confidentiality provisions of this Contract. 26. Indirect Damages. Each party hereby waives its rights to recover from the other party any consequential, indirect, or incidental damages (including but not limited to, loss of use, income, profits, financing, or reputation), arising out of, or relating to, this agreement of the performance of the services or both. 27. Data to be Furnished to the Contractor. All information, data, reports, records, and maps that are existing, available, and necessary for the carrying out of the work shall be furnished to the Contractor without charge by the Division, and the Division shall cooperate with the Contractor in every way possible in carrying out the work. 28. Use of Third Party Data. The Division has requested that the Contractor obtain certain facts, information, data, assumptions, opinions and representations (collectively, “Items”) from third parties as part of its scope of services. The Division understands and agrees that (i) the products of its services that the Contractor provides (collectively, “Products”) may be based in part or in whole on Items that have not been verified by the Contractor, (ii) the Contractor has no obligation or duty to verify the accuracy or completeness of the Items and (iii) the Contractor makes no representation(s) or warranty(ies), express or implied, with respect to the Items or the Products (other than the Products were prepared in accordance with the standard of care to which the contractor is subject, as set forth elsewhere in this contract), all of which representation(s) and warranty(ies) are hereby disclaimed, including, without limitation, the warranties of merchantability and fitness for a particular purpose. The Division hereby releases the Contractor from any and all claims, damages, losses, expenses and liabilities of every kind 9 of 12 and nature whatsoever, including reasonable attorneys’ fees and defense costs, arising out of the use of Items by the Contractor in performing its services under this contract, including, without limitation, the preparation and delivery of the Products to the Division. 29. Compliance with the Georgia Security and Immigration Compliance Act. Contractor Certifies that it will comply with O.C.G.A. § 13-10-91 relating to the verification of the status of newly hired employees as incorporated herein by reference. 30. Federally-Mandated Certifications and Disclosures. a. Lobbying i. Disclosure Regarding Lobbying: Contractor hereby warrants as a condition of this Contract that if it is an organization described in Section 501(c)(4) of the Internal Revenue Code of 1986, it will not engage in lobbying activities prohibited by the Lobbying Disclosure Act of 1985. ii. Certification Regarding Lobbying: Contractor certifies to the best of its knowledge and belief that: 1. No Federal appropriated funds have been paid in full or will be paid, by or on behalf of Contractor, to any person for influencing or attempting to influence an officer or employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this contract, then Contractor shall fully disclose same to the Division, and shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions. b. Drug Free Work Place: Contractor certifies that, in accordance with the provisions of O.C.G.A. § 50-24-1, et seq., a drug-free workplace will be provided to Contractor’s employees during the performance of this contract; and it will secure from any subcontractor hired to work in a drug-free workplace the following written certification: “As part of any subcontracting agreement (Subcontractor’s Name), certifies to Contractor 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 Code 50-24-3.” c. Debarment, Suspension, and Other Responsibility Matters: 10 of 12 i. The Contractor certifies that it and its principles: 1. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency. 2. Have not, within a three-year period preceding this contract, 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 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 government entity with commission of any of the above offenses. 4. Have not within a three-year period preceding this contract had one or more public transactions terminated for cause or default. ii. Where the Contractor is unable to certify to any of the statements in this certification, such Contractor shall attach an explanation to this contract. d. Equal Employment Opportunity: The Contractor will not discriminate against any employee for employment because of race, color, religion, sex or national origin. The Contractor will comply with all sections of Executive Order 11246 - Equal Employment Opportunity. e. Audit Requirement: A non-Federal entity that expends $750,000 or more during the non-Federal entity’s fiscal year in Federal awards must have a single or program-specific audit conducted for that year in accordance with the provisions of Subpart F, Part 200, Chapter II of Subtitle A, Title 2, Code of Federal Regulations. f. If the Contractor is a nonprofit contractor as defined in O.C.G.A. § 50-20-2, then the Contractor agrees to comply with the provisions of O.C.G.A. § 50-20- 1 through 50-20-8, and in particular, the requirements of O.C.G.A. § 50-20-3, and with such further instructions as the State of Georgia may subsequently require in the implementation of said provisions. 31. Required Permits. The Contractor agrees to ensure that all permits that are required under applicable federal, state or local laws to conduct the grant-funded activity will be obtained prior to beginning such activity. The Contractor must keep documentation regarding required permits in the project file. 32. Israel. The Contractor certifies that the Contractor is not currently engaged in, and agrees for the duration of this Contract not to engage in, a boycott of Israel, as defined in 11 of 12 O.C.G.A. § 50-5-85. 33. Applicable Law. The parties agree that this agreement and all rights, privileges and responsibilities shall be interpreted and construed according to the laws of the State of Georgia. 34. No Waiver. The failure of the Division at any time to require performance by the Contractor of any provision hereof, shall in no way affect the right of the Division thereafter to enforce that same provision or any part of the Contract, nor shall the failure of the Division to enforce any breach of any provision hereof be taken or held to be a waiver of such provision, or as a waiver, modification or rescission of the Contract itself. 35. Counterparts. This Contract may be executed in two (2) counterparts each of which is deemed an original of equal dignity with the other and which is deemed on and the same instrument as the other. 36. Severability. If any one or more of the provisions of this Contract are for any reason be held by any court of competent jurisdiction to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability will not affect any other provision, and this Contract will be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. 37. Notice. All notices, correspondence requests, demands, waives and other communications required or permitted to be given under this Contract shall be made in writing and shall be deemed to have been duly given if delivered by U.S. Mail, postage paid, sent by nationally recognized overnight courier, or by electronic-mail to the contacts as follows: If to the Division: Barbara Stitt-Allen GIS & Grants Specialist Georgia Environmental Protection Division Watershed Protection Branch NonPoint Source Program – Grants Unit 2 MLK, Jr. Drive. S.W., Suite 1462 Atlanta, GA 30334 Phone: 404-651-8538 Email: barbara.stitt@dnr.ga.gov If to the Augusta, Georgia: Tom Wiedmeier Augusta Utilities Director Augusta Utilities Department 452 Walker St Suite 200 Augusta, Georgia 30901 Phone: 706-312-4154 twiedmeier@augustaga.gov 12 of 12 IN WITNESS WHEREOF the Division and the Contractor have executed this Contract on the day and year below written. The Environmental Protection Division of the Department of Natural Resources, State of Georgia ____________________________________ Richard E. Dunn Director Date: Augusta, Georgia ______________________________ Print name: Title: Date: High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 1 FY2020 Seed grant_Augusta_FINAL_050520 SFY2020 REGIONAL WATER PLAN SEED GRANT 1. Project Title: High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 2. Lead Organization: Augusta, Georgia 535 Telfair Street Augusta, GA 30901 706-821-2300 Primary Contact: Tom Wiedmeier Augusta Utilities Director Augusta Utilities Department 452 Walker St Suite 200 Augusta, Georgia 30901 W 706-312-4154 twiedmeier@augustaga.gov Project Start Date: April 1, 2020 Project End Date: September 30, 2022 Grant Amount: $ 47,820 55% In Kind Match Amount: $ 8,000 9% Cash Amount: $ 31,880 36% Total Project Amount: $ 87,700 3. Project Goals: The Savannah - Upper Ogeechee Regional Water Plan (Plan), specify several management practices, for both surface water and groundwater, to address potential gaps in water resources in their respective regions of Georgia. The water demand (WD3 and WD4) and water supply (WS2, WS3, and WS5) management practices (listed in Scope Table 1) demonstrate the need for continuous improvements in agricultural water use efficiency, water use and data reporting, and water conservation in the region. The Savannah and Ogeechee River Basins ranked 5th in total water demand for 2010 (38,000,000 gallons per day) relative to the rest of the state (USGS 2014). However, the Savannah-Upper Ogeechee Regional Water Planning Council area (Council) had the state’s High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 2 FY2020 Seed grant_Augusta_FINAL_050520 greatest increase in total percentage of newly irrigated fields (42.9% increase) from 2010 to 2015. This increase resulted in an additional 36,610 irrigated acres or a 72% increase over that time period (Georgia Water Coalition, 2017) with most of those irrigated acres occurring in the Ogeechee River Basin. The Council estimated an additional 10% increase in water use will be needed for the entire region by 2050. This project will develop a high frequency monitoring program that will report water use data from previously installed agricultural farm water meters. The monitoring program incorporates several different agricultural irrigation meter reading technologies along with streamflow gauges. Data will help determine areas on rivers where water withdrawals may be contributing to lower flows during summer growing period. The use of these advanced irrigation meter reading tools will assist agricultural farm irrigators to better understand their water resources so that water use efficiency and water conservation practices can be implemented. Major project goals include: • Project Goal #1: Expand and deploy advanced agricultural irrigation meter reading tools by installing and maintaining up to fifteen (15) automated Janus Agricultural Meter Readers (Readers) in the Savannah and Ogeechee River Basins as a proof of concept study of this technology. • Project Goal #2: Identify and intensively study the hydrology of a single catchment as (as defined by the National Hydrography Dataset Plus (NHDPlus) High Resolution) along priority areas (e.g. lower Ogeechee River, near Eden - “Eden Node”) to address the data gap priority for not meeting instream flow targets outlined within the Plan. • Project Goal #3: Develop and host at least three (3) outreach and education activities for farmers and other interested parties informing the water resource challenges within the Savannah - Upper Ogeechee Water Planning Council Area and provides potential solutions to those challenges through water conservation technologies and water restriction monitoring during low flow periods. • Project Goal #4: Coordinate and share data with project administrators of other SFY2020 Regional Water Plan Seed Grant concurrently awarded in Spring 2020. A second Seed Grant was awarded to UGA for the same Council area that also focuses on low flow. Project coordinators for the SFY2020 project entitled “Analyses of Long- Term Historic Trends in Water Quantities and Impacts to Macroinvertebrates in the Ogeechee and Savannah River Basins” will be conducting historical trend analysis of stream gages. Historical data may be of use to this Augusta project in identifying priority areas to install meter readers and catchment study. While the UGA project could benefit from real-time low flow data for possible macroinvertebrate study areas. • Project Goal #5: Produce publications and reports related to the project results to be distributed locally, online, and directly to the Council. High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 3 FY2020 Seed grant_Augusta_FINAL_050520 Scope Table 1. Management Practices from the SUO Regional Water Plan (From Plan sections 6-1) Savannah – Upper Ogeechee Regional Water Council Management Practice Description / Definition of Action WD3: Evaluate/ Encourage Tier 3 and Tier 4 Agricultural Water Conservation Practices Review and implement applicable agricultural water efficiency and demand management practices that are “beyond basic” to reduce surface water demand and in the Ogeechee River Basin. Some recommended management practices for agricultural permittees may include • Using rain sensors on irrigation systems • Irrigating during time of day with low evaporation rate WD4 – Monitor Agricultural Use • Complete installation of irrigation meters on all major agricultural withdrawal permittees • Ensure appropriate procedures for reading and maintaining irrigation meters, including a meter calibration and replacement program and provisions for self-reporting • Use monitored data during critical period to improve calibration of existing Resource Assessment model • Review current agricultural withdrawal permits for potential modifications to protect minimum instream flows • Monitor agricultural withdrawals from the Ogeechee River on a continuous basis to prevent development of a potential future supply gap • Evaluate future withdrawal permit request from the Ogeechee River against monitored usage before issuing future permits WS2 – Monitor Streamflow to Confirm the Frequency and Magnitude of the Predicted Gap Develop streamflow monitoring program to confirm the frequency, duration and magnitude of the predicted gap at existing planning nodes, plus a new node located in the Savannah-Upper Ogeechee Region (Upper Ogeechee) WS3 – Conduct Instream Flow Studies Conduct instream flow studies at various segments of the basin to determine required instream flow values to be compared to values used in the Resource Assessment Model WS5 – Decrease Surface Water Use during Low Flow Periods Develop drought management plan to decrease surface water withdrawals for agricultural use during low flow periods High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 4 FY2020 Seed grant_Augusta_FINAL_050520 ED1 - Develop Regional or Customize State or Other Available Educational Program and Materials for Localized Implementation Modify existing state education materials to address regional and local issues and distribute to local governments, land managers, and water utilities for use or further customization. Materials can cover the following topics depending on local needs: • Water conservation and efficiency for municipal /commercial / industrial / agricultural users The project’s impact will also align with other Council goals reflecting the Plan vision statement (1.3.2. Goals) including: • Work to enhance the public’s understanding of regional water issues and the need for support of new policies to protect future resources • Identify opportunities for water reuse and conservation in the region. • Maintain and strive to improve the quality and quantity of the water of the region to protect species and habitat while balancing the needs of humans. 4. Project Background: For Georgia, agriculture is the largest consumptive user of surface and groundwater resources, using 918,000,000 gallons per day (USGS, 2014). Consumptive losses from streams and rivers can decrease water quality, imperil ecological communities, and decrease available water and water quality for downstream users. For example, low flow water levels during drought have impacted water quality and threatened aquatic resources, especially in the Flint River Basin where nearly 50% of all water for agriculture in Georgia is withdrawn. Georgia has also been involved in a tri-state water dispute between Alabama and Florida over water use rights in the Apalachicola-Chattahoochee-Flint Basin. These events have led to increased awareness of consumptive loss due to agriculture and increased regulation on water withdrawals. Often the seasonal timing of the greatest agricultural irrigation needs coincides with other seasonal surface water and groundwater demands including: high evapotranspiration rates for natural terrestrial ecosystems (peak natural groundwater/surface water losses), highest seasonal aquatic respiration rates (natural decreases in dissolved oxygen levels), less dilution of nonpoint source nutrient runoff, and lowest seasonal precipitation totals (decreased natural watershed recharge). As of 2003, agricultural water withdrawal permits require the permitee to report water usage only once per year. While this annual reporting requirement is allowed under the GAEPD’s groundwater and surface water withdrawal permit for farm use, the data is not frequent enough to forecast timely adaptive management strategies. The use of advanced irrigation meter reading tools will assist agricultural farm irrigators to better understand their water resources so that water use efficiency and water conservation practices can be implemented. This project will demonstrate areas of improvement where contemporary water metering requirements and methodologies are used by water withdrawal permitees in Georgia. High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 5 FY2020 Seed grant_Augusta_FINAL_050520 This project will use new technology originally developed in support of the SFY2017 Regional Water Plan Seed Grant for the Savannah-Upper Ogeechee Water Council that investigated benefits of Variable Rate Irrigation (VRI) over conventional farming irrigation practices. During that project, technology was developed, by Janus Research, LLC, that will provide more frequent water use data from already installed water meters. This technology photographs and identifies readings from the dial-type meters currently used for agricultural water withdrawals and has the capability of transmitting the data over wireless networks at a user- prescribed frequency which exceeds than the one-time, annual report requirement for Georgia’s withdrawal permits (Figure 1). Figure 1. Janus agricultural meter reader developed by Janus Research, LLC. Higher frequency of monitoring with streamflow gauges can identify impacts of water withdrawals on rivers during the low flow summer period to provide a better understanding of challenges on water resources so actionable practices can be implemented. Under project goal #1, existing agricultural meters will be custom fitted with fifteen (15) automated Janus Agricultural Meter Readers (Readers) with the capability of reading and transmitting the dial-type meter data at user-defined intervals. Under project goal #2, the catchment study (area smaller than a HUC#12) will determine impacts of agricultural irrigation and nutrient application on the local surficial groundwater and surface water systems within that catchment. Readers will be installed on all agricultural withdrawals within the study catchment to monitor the surficial groundwater hydrology of at least one of the irrigated fields and determine water volume impacts on the receiving water High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 6 FY2020 Seed grant_Augusta_FINAL_050520 that catchment drains to. Also, surficial and groundwater samples will be collected and analyzed for nitrogen and phosphorus species after seasonal fertilizer application. Up to ten (10) PVC piezometers will be placed in that catchment to determine the impact of pumping on groundwater elevation. Each piezometer will be fitted with an Onset pressure transducer (or equivalent) to monitor and log water level trends within each piezometer. All piezometers will be surveyed in order to provide relative elevations across all water levels and to aid in determining groundwater flow direction. In addition, at least one ultrasonic water level sensor will be placed in the nearest stream or river segment adjacent to the field. This sensor will provide water level information in an effort to detect effects of pumping on the receiving stream. Finally, a Davis Weatherstation (or equivalent) will be placed at the catchment site in order to monitor and log local weather data. If a catchment with willing farmers are not located near the priority areas near the Eden Node, then the project will find an alternative catchment area. Project goals #1 and #2 will be fulfilled by developing a monitoring program that incorporates several different technologies; Figure 2 shows an example implementation of those technologies and how they are suited to achieve the overall project goals. Figure 2. Schematic of monitoring technology and context intended to achieve goals of this project. ? Ultrasonic water level sensor Pressure transducers for water level Piezometers Agricultural pump Janus meter reader Groundwater level Flow direction Weatherstation High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 7 FY2020 Seed grant_Augusta_FINAL_050520 Under project goal #3, the project will host at least three (3) outreach and education activities for farmers and other interested parties informing the water resource challenges of the Council area, demonstrate the Reader technologies, and use of the data in low flow planning purposes. Examples of use of the data that could be demonstrated is the development of agriculture withdrawal permit requirements for Low Flow Protection Plans that is tied to the 7Q10 for the stream being withdrawn from. 5. Project Activities: Project Activity #1: Install and monitor up to fifteen (15) Janus agriculture meter readers for irrigation withdrawals from surface and groundwater sources in the Savannah and Ogeechee River Basins as a proof of concept for this technology and stream data to a web-enabled dashboard. Note that number of sites may be less than 15 given some sites may have multiple irrigation withdrawals. Measures of Success: Complete the installation and operation of fifteen (15) Janus meter readers and data streaming to a web-based dashboard Task 1: Hold meetings to identify and recruit enough farmers for the study to monitor fifteen (15) pumps. Deliverables: meeting notes, sign in sheets, commitment letters from farmers Task 2: Installation of up to fifteen (15) Janus meter readers, data dashboard development. Deliverables: Fifteen (15) Janus meter readers installed, data streaming to dashboard. Project Activity #2: Identify and intensively study the hydrology of a single catchment within one of those basins to determine impacts of agricultural irrigation and fertilizer application on the local surficial groundwater and surface water systems within that catchment. Measures of Success: Complete the catchment identification, piezometer, pressure transducers, and ultrasonic water level sensor installed, data collected, analysis of pumping impacts identified. Task 3: Identify catchment and obtain permission, preferably near the identified Eden Node data gap. If catchment with willing farmers are not located near the priority areas near the Eden Node, then the project will find an alternative catchment area Deliverables: Catchment identified, property owner approval High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 8 FY2020 Seed grant_Augusta_FINAL_050520 Task 4: Install piezometers and water level loggers (in wells and receiving stream) relative to pump and receiving water locations Deliverables: Piezometers constructed and installed, pressure transducers and ultrasonic water level sensor installed and surveyed Task 5: Water sample and logger data collection and analysis Deliverables: Continuous data from pump meters, all wells, and surface water loggers as well as chemistry sample results Project Activity #3: Provide the Savannah-Upper Ogeechee Regional Water Council with periodic written and/or verbal project updates. Measures of Success: Submittal of the periodic written and/or verbal project updates in a timely manner. Task 6: Provide the Council with project updates at a minimum of once every six (6) months via email or during Council meetings Deliverables: Council meeting minutes containing verbal updates or emails containing written updates for four (4) project updates Project Activity #4: Prepare Outreach and Education activities for farming community, GAEPD, Augusta-Richmond County, Savannah-Upper Ogeechee Water Council, Coastal Water Council and general public. Present potential solutions using water conservation technologies and water restriction monitoring during low flow periods. Measures of Success: Submittal of the periodic written and/or verbal project updates in a timely manner. At least three (3) outreach and education events held. Task 7: Develop outreach and educational information for presentation and distribution to relevant stakeholders Deliverables: Presentation materials and informational pamphlets/flyers Task 8: Host at least three (3) outreach and education activities outreach presentations for stakeholders at meetings and outreach events (e.g. demo days, field days, Earth Day, etc.). Deliverables: Meeting agendas, sign in sheets (where applicable), photographs High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 9 FY2020 Seed grant_Augusta_FINAL_050520 Project Activity #5: Coordinate and share data with project administrators of other SFY2020 Savannah-Upper Ogeechee Regional Water Plan Seed Grant project concurrently awarded in Spring 2020. Measures of Success: Submittal of the periodic written and/or verbal project updates via email in a timely manner. Task 9: Coordinate and share data with the project administrators of other SFY2020 Council project at a minimum of once every six (6) months via email preferably a week before Council meetings Deliverables: Coordination reported in Quarterly reports for both projects for four (4) project updates. Project Activity #6: Prepare & submit Quarterly & Close-Out Reports & Invoices to EPD. Task 10: Submit Quarterly Reports, including WBE/MBE, reports and invoices Deliverables: Quarterly progress reports to EPD Project Manager by the 15th of January, April, July and October of each year Task 11: Final Invoice & Close-Out Report Deliverables: Final Invoice and Close-Out Report submitted within 30 days of contract expiration to EPD High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 10 FY2020 Seed grant_Augusta_FINAL_050520 6. Roles and Responsibilities of Partnering Organizations: Organization Name Specific Responsibilities Augusta, GA • Account for/contribute to at least 45% of total project costs in Cash matching expenses ($31,880) and in-kind services ($8,000). • Request payments from GAEPD on a quarterly basis • Pay funds to appropriate contractor(s) and vendor(s), and request reimbursements from GAEPD • Track all grant funds expended and all match values provided in accordance with the implementation schedule • Track all project activities in accordance with the implementation schedule • Complete and submit quarterly progress reports with invoices to GAEPD by January 15th, April 15th, July 15th, and October 15th of each project year (Payment of invoice is contingent on work completed and a review and approval of the quarterly report.) • Complete and submit close-out report at conclusion of project GAEPD • Provide up to 55% of total project costs • Review and approve project deliverables • Participate in meetings, as appropriate • Provide project oversight and contract management • Provide monitoring guidance and training Other Invited Partners Specific Responsibilities Brier Creek Soil and Water Conservation District • Participate in meetings with farmers to identify participants and educate the farming community • Develop and install meter readers • Develop data dashboard • Participate in site selections • Participate in data analysis • Contribute to quarterly and final reports Phinizy Center for Water Sciences • Participate in site selections • Participate in piezometer/water logger installation • Participate in water sample analysis and data downloads • Participate in data analysis • Contribute to quarterly and final reports High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 11 FY2020 Seed grant_Augusta_FINAL_050520 7. Project Location: The map below identifies both Savannah and Ogeechee River Basins which are the project areas for the installation of agricultural withdrawal meter readers and the catchment study. For the catchment study portion of the project focus will be on identifying a catchment study area near the “Eden Node” which is listed as a data gap priority for not meeting instream flow targets outlined within the Plan (e.g. lower Ogeechee River, near Eden). If a catchment with willing farmers are not located near the Eden Node, then the project will find an alternative catchment area. High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 12 FY2020 Seed grant_Augusta_FINAL_050520 8. Project Budget: Item Item Description Grant Funds (60% Maximum) Matching Funds (40% Minimum, 10% as Cash) Total In Kind Cash A Personnel: One (1) (Project manager, Oscar Flite) – 0.017 FTE ($119,600/year) for 30 months Description of Duties: • Meet with farmers • Install piezometers and loggers • Analyze data • Prepare reports for submission to GAEPD $5,180 $5,180 Sub Total: $5,180 $5,180 B Fringe Benefits: One (1) (Project manager, Oscar Flite) Fringe rate is 30% $2,220 $2,220 Sub Total: $2,220 $2,220 C Travel: Staff Position: (Project manager, Oscar Flite) 1030 miles x $0.58/mile $600 Sub Total: $600 $600 D Equipment: Equipment: (What kind) Purpose/use: (describe) NA NA NA NA Sub Total: E Supplies: 12-Onset pressure transducers (or equivalent) Purpose/Use: collect water levels in piezometers $3,600 $2,400 $6,000 10-PVC piezometer materials- $1,200 $800 $2,000 1- Davis weather station (or equivalent) $1,200 $800 $2,000 15-Janus agricultural meter readers $6,600 $4,400 $11,000 High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 13 FY2020 Seed grant_Augusta_FINAL_050520 Item Item Description Grant Funds (60% Maximum) Matching Funds (40% Minimum, 10% as Cash) Total In Kind Cash 2-ultrasonic water level sensors $1,800 $1,200 $3,000 Sub Total: $14,400 $9,600 $24,000 F Contractual: Brier Creek Soil and Water Conservation District Description of Duties: • Participate in meetings with farmers to identify participants and educate the farming community • Develop and install meter readers • Develop data dashboard • Participate in site selections • Participate in data analysis • Contribute to quarterly and final reports • (Cash match supplied by August Utilities Dept) $21,000 $14,000 $35,000 Phinizy Center for Water Sciences • Participate in site selections • Participate in piezometer/water logger installation and data download • Participate in data analysis • Contribute to quarterly and final reports • (Cash match supplied by Augusta Utilities Dept) $12,420 $8,280 $20,700 Sub Total $33,420 $22,280 $55,700 G Other: Sub Total H Total Direct Charges: (Sum of A-G) $47,820 $8,000 $31,880 $87,700 I Indirect Charges: Indirect Charge Rate N/A N/A J Total: (Sum of H and I) $47,820 $8,000 $31,880 $87,700 High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 14 FY2020 Seed grant_Augusta_FINAL_050520 Budget Narrative: (A) Personnel Narrative: Oscar Flite (Stormwater Services Manager- Augusta-Richmond County); Project Manager 0.017 FTE; $119,600/year (includes fringe) for 30 months = $5,1800 Matching funds (in- kind) Oscar will administer the grant for Augusta. In addition, will participate in meetings with farmers, install piezometers and water level loggers, analyze data, and prepare reports for GAEPD. (B) Fringe Narrative: Fringe is FTE at 30% of total salary = $2,220 Matching funds (in-kind) (C) Travel Narrative: Travel 1030 miles x $0.58/mile Matching funds (in-kind) (D) Equipment Narrative: N/A (E) Supplies Narrative: Supplies will consist of the following: Twelve (12) Onset HOBO 30-foot depth water level data loggers (U20-001-01) (or equivalent): These loggers will be used to measure groundwater in piezometers. They are $500 each; Grant $3,600 / Match $2,400 = $6,000 Ten (10) Piezometers: Piezometers will be constructed using PVC pipes, landscape fabric, and caps. Ten piezometers will be constructed for groundwater monitoring; Grant $1,200 / Match $800 = $2,000 One (1) Davis EnviroMonitor System (or equivalent): This system includes a weather station and sensor node and will be used to collect weather data as well as soil moisture at the designated field site. Grant $1,200 / Match $800 = $2,000 Fifteen (15) Janus agricultural meter readers. These customized readers will be fitted onto existing Ag water meters for monitoring. Grant $6,600 / Match $4,400 = $11,000 High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins 15 FY2020 Seed grant_Augusta_FINAL_050520 Two (2) Ultrasonic water level sensors. These sensors will be used to measure water level surface elevation in the creek or river adjacent to the study site. Grant $1,800 / Match $1,200 = $3,000 (F) Contractual Narrative: Brier Creek Soil and Water Conservation District; $35,000 Tom Mims will participate in meetings with farmers to identify participants and educate the farming community, will participate in site selections, data analysis, and will contribute to quarterly and final reports. Tom will facilitate construction and installation of meter readers and data dashboard development (in conjunction with Janus Research, LLC). Grant $21,000 / Cash Match $14,000 = $35,000. Cash match supplied by Augusta Utilities Dept Phinizy Center for Water Sciences; $20,700 The Phinizy Research Team will participate in site selections, piezometer, logger, and weatherstation installations, data downloads, data analysis, and will contribute to quarterly and final reports. Grant $12,420 / Cash Match 8,280 = $20,700. Cash match supplied by Augusta Utilities Dept (G) Other Narrative: N/A (I) Indirect Charges Narrative: N/A 9. Project Implementation & Drawdown Schedule: Attached Please see attached 10. Citations: Georgia Water Coalition, 2017. Watering Georgia- the state of water and agriculture in Georgia. UGA, AgSnapshots 2019. University of Georgia Center for Agribusiness and Economic Development’s focus on Georgia’s Agricultural Industry. M. A. Maupin, J. F. Kenny, S.S. Hutson, J. K. Lovelace, N. L., Barber, and K. S. Linsey, Estimated Use of Water in the United States in 2010. 2014. U.S. Geological Survey Circular 1405, p. 4. SFY2020 Regional Water Plan Seed Grant High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins Initial Final Grant Drawdown Amount $0 $47,820Percent Seed Remaining 100%0% Match Amount $8,000 $8,000 Percent Match Accrued 0%100% Cash Match Amount $31,680 $31,880.00Percent Cash Match Accrued 0%100%Apr 2020 May 2020 Jun 2020 Jul 2020 Aug 2020 Sep 2020 Oct 2020 Nov 2020 Dec 2020 Jan 2021 Feb 2021 Mar 2021 Apr 2021 May 2021 Jun 2021 Jul 2021 Aug 2021 Sep 2021 Oct 2021 Nov 2021 Dec 2021 Jan 2022 Feb 2022 Mar 2022 Apr 2022 May 2022 Jun 2022 Jul 2022 Aug 2022 Sep 2022Milestones/Tasks 10th Quarter$3,3120% $800100% $2,208 100% 80% $2,208 90% $2,208 86% 8th Quarter$3,31214% $800 93% 9th Quarter$3,3127% $80070% $2,208 79% 7th Quarter$3,31221% $800 Task 10: Submit Quarterly Invoices & Status Reports Task 11: Submit Final Close-Out Report Task 4: Install piezometers and WL loggers Task 5: Collect and analyze data Task 6: Update Council on progress Task 7: Develop outreach and education material Task 8: Conduct outreach and education presentations 53%65% Execute Contract Task 1: Meetings to recruit farmers Task 2: Install meter readers and develop dashboard Task 3: Identify catchment 40%25% 10% $2,608 $5,208 $5,008 $4,208 $3,808 $800 $800 $800 $800 $800 $2,208 2nd Quarter 3rd Quarter$7,812 $7,512 60%20%30%40%50% 72% $6,312 $5,712 $3,3121st Quarter Section 9: Implementation and Drawdown Schedule 4th Quarter 5th Quarter Task 9: Coordinate with the project administrators of other SFY2020 47%35%28%92%75%60% $800 6th Quarter$3,912 8% Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l) The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows: a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program; b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof; c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof; d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract; e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c); f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt. _____________________________________________ ________________________________ Federal Work Authorization User Identification Number Date of Authorization _____________________________________________ Name of Contractor _______________________________________________ ______________________________ Name of Public Employer Name of Project I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on _________, _____, 20_____ in _______________ (city), __________ (state). _____________________________________________ Signature of Authorized Officer or Agent _____________________________________________ Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _______ DAY OF _____________, 20______. __________________________________________________ NOTARY PUBLIC My Commission Expires: _____________________________ 46923 City of Augusta, Georgia High Frequency Monitoring and the Effects of Agricultural Water Withdrawal in the Savannah and Ogeechee River Basins Georgia Environmental Protection Division 07/09/2007 1 | 4 Page Brier Creek Soil and Water Conservation District MOU 02072020 ver1 MEMORANDUM OF UNDERSTANDING between Augusta, Georgia and Brier Creek Soil and Water Conservation District 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 Brier Creek Soil and Water Conservation District (hereinafter referred to as “BCSWCD”) as Party of the Second Part. WHEREAS, the BCSWCD is the professional partnering entity assisting Augusta Utilities Department (AUD) in implementing applicable elements of the Savannah Upper Ogeechee Water Plan (the “SUOWP”); WHEREAS, SUOWP is the regional planning tool for Georgia’s Comprehensive Statewide Water Management Plan, adopted in 2008 with the purpose of managing water resources in a sustainable manner to support the state’s economy, to protect public health and natural systems, and to enhance the quality of life for all citizens; WHEREAS, Augusta has determined that it would be of benefit to the citizens of Augusta, Georgia to contribute funding for implementation of management practices outlined in the SUOWP related to groundwater and surface water protections to ensure both water quantity and water quality are sufficient to meet the projected demands for all its citizens while maintaining protections for ecosystem resiliency; WHEREAS, Augusta has determined it would be cost effective approach and of benefit to the citizens of Augusta, Georgia to continue coordination with BCSWCD to implement management practices that meet the goals of the State Water Plan and the management practices in the Savannah Upper Ogeechee Water Plan; NOW, THEREFORE, as a desire of Augusta and BCSWCD to properly coordinate the implementation of these on activities, the parties hereby agree as follows: 2 | 4 Page Brier Creek Soil and Water Conservation District MOU-AUD 0 51420 ver1 UNDERSTANDING: Augusta, Georgia and BCSWCD do hereby agree to the following: 1. The BCSWCD and AUD will develop and implement management practices according to the SUOWP. BCSWCD will implement agreed upon practices while Augusta Utilities Department (AUD) will maintain program coordination and communication with the program’s other partners. 2. The BCSWCD and AUD shall seek matching funds and other opportunities through other agencies to develop and implement management practices according to the SUOWP. Both BCSWCD and AUD will have the ability to mutually pursue grants in coordination with the other. 3. The BCSWCD shall produce relevant deliverables as specified in any work plans outlined in successful grant applications. 4. AUD shall contribute funds from its operational funds budget for accepted grant projects and other projects that fulfill the State’s Water Plan goals and implement management practices outlined in the SUOWP. 5. The BCSWCD shall submit quarterly reimbursement claims with detailed description of work done during that quarter to AUD within five days ending the respective quarter. These reimbursement claims shall be prepared in a format acceptable by the AUD. 6. Upon completion of the activities funded by AUD, material produced under this MOU will become property of Augusta. However, the BCSWCD has non-exclusive rights to use this material for their activities and scientific research purposes. DELIVERABLES: The BCSWCD agrees to provide to Augusta Utilities Department any requested documentation required under this MOU. TIME: This MOU will remain in effect for the duration of Augusta’s current wastewater NPDES Permit term and will be automatically renewed with preceding terms upon renewal of Augusta’s wastewater NPDES Permit and as agreed upon by both parties. 3 | 4 Page Brier Creek Soil and Water Conservation District MOU-AUD 0 51420 ver1 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, BCSWCD shall discontinue all work under this MOU. Data gathered and material produced will become property of Augusta with BCSWCD 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 UTILITIES DEPARTMENT ATTN: DIRECTOR OF UTILITIES 452 WALKER ST, SUITE 200, AUGUSTA, GEORGIA 30901 TO: BRIER CREEK SOIL AND WATER CONSERVATION DISTRICT: ATTENTION: Chairman, BCSWCD P.O BOX 192 2590 SILVER BOTTOM RD HEPHZIBAH, GA 30815 This Memorandum of Understanding is the entire agreement between the parties, and may not be amended, except by a writing executed by both parties. 4 | 4 Page Brier Creek Soil and Water Conservation District MOU-AUD 0 51420 ver1 APPROVED: BRIER CREEK SOIL AND WATER CONSERVATION DISTRICT AUGUSTA, GEORGIA By: _____________________________ By: ____________________________ Mayor Date: ___________________________ Date: __________________________ ATTEST: ATTEST: __________________________ Clerk of Commission Date:______________________________ Date:______________________________ Commission Meeting Agenda 6/24/2020 2:00 PM Resurfacing Various Roads Bid 19-265 Supplement Resurfacing File Reference: 20-014(A) Department:Engineering Department:Engineering Caption:Approve Supplement Construction Contract with Reeves Construction Co. in the amount of $946,321.00 for cover additional costs of Resurfacing Barnes Road, Steven Road, Neptune Drive, Windsor Court, Faircrest Drive, and section of Pepperidge Drive. Requested by AED. Bid: 19-265 Background:Currently, Reeves Construction is under contract with Augusta, GA for resurfacing various roads in Richmond County. The Augusta Commission awarded this contract on November 7, 2019 and work is in progress. Recently it was brought to Augusta Engineering (AED) attention that several other roads also need repair maintenance. Accordingly, AED conducted field assessment and determined that most of these roads are primarily failing around utility lines (such as sanitary sewer lines). With that respect AED engaged Augusta Utilities Department (AUD) and developed a cost-sharing partnership for resurfacing utilities impacted roads. Work also includes resurfacing the remainder of Pepperidge Drive and Faircrest Drive that were not completed last year. Analysis:Reeves Construction Company is currently under contract with Augusta, GA/Augusta Engineering for road resurfacing work. The cost provided for the additional road resurfacing is $946,321.00.00. This cost was analyzed and determined to be reasonable and cost effective for the type of work being performed. It is a cost effective way to get needed work done in a timely manner and improve safety of listed roadways operation. Financial Impact:Proposed project funds are presented below: 1.TIA Discretionary $553,736.00 2.SPLOST VI(resurfacing various roads)$160,000.00 3.AUD SPLOST recapture Funds $232,585.00 TOTAL: $946,321.00 Cover Memo Alternatives:Do not approve and complete supplemental work at later time. Recommendation:Approve to Supplement Construction Contract with Reeves Construction Co. in the amount of $946,321.00 to cover additional cost of Resurfacing Barnes Road, Steven Road, Neptune Drive, Windsor Court, Faircrest Drive, and section of Pepperidge Drive. Requested by AED. Bid: 19-265. Funds are Available in the Following Accounts: FUNDS ARE AVAILABLE IN THE FOLLOWING ACCOUNTS TIA Discretionary ($553,736), SPLOST VI JL 219828918 ($160,000), AUD SPLOST recapture funds (232,585) REVIEWED AND APPROVED BY: Cover Memo 1 APAC Industrial Way Post Office Box 1129 Augusta, Georgia 30907 Reeves Construction Company Augusta, Georgia 30903 Phone: (706) 731-5230 East Region-Augusta Office Facsimile: (706) 731-8620 ────────────────────────────────────────────────────────────────────────────────── ─────────────────────────────────────────────────────── Dogwood Plant: (706) 210-1082 ● Riverwatch Plant: (706) 731-8616 ● Millen Plant: (478) 982-4977 May 14, 2020 Attention: Augusta Engineering Department 452 Walker Street, Suite 110 Augusta, GA 30901 Attn: Mr. Anthony Taylor Reference: Additional Roads Resurfacing Dear Anthony: The following is our quote for the above referenced project. This quote is based upon our site visit and scope discussed. Any changes to that scope may include a revision in the pricing outlined below. Our pricing is as follows: Barnes Road Item # Description Quantity Unit Unit Price Total 100 TRAFFIC CONROL 1.000 LS $ 30,800.00 $ 30,800.00 105 GRADING COMPLETE(SHOULDERS) 1.000 LS $ 8,735.00 $ 8,735.00 110 RECY ASPH PATCHING 100.000 TN $ 150.00 $ 15,000.00 115 RECY ASPH CONC, OGI 315.000 TN $ 80.50 $ 25,357.50 120 RECY ASPH CONC, 9.5MM 475.000 TN $ 109.00 $ 51,775.00 125 BITUM TACK COAT 660.000 GA $ 4.00 $ 2,640.00 Total for Barnes Road $ 134,307.50 Stevens Road Item # Description Quantity Unit Unit Price Total 200 TRAFFIC CONTROL 1.000 LS $ 24,800.00 $ 24,800.00 205 GRADING COMPLETE(SHOULDERS) 1.000 LS $ 7,500.00 $ 7,500.00 210 RECY ASPH PATCHING 50.000 TN $ 150.00 $ 7,500.00 215 RECY ASPH CONC, OGI 185.000 TN $ 80.50 $ 14,892.50 220 RECY ASPH CON, 9.5MM 280.000 TN $ 109.00 $ 30,520.00 225 BITUM TACK COAT 400.000 GA $ 4.00 $ 1,600.00 Total for Stevens Road $ 86,812.50 1 APAC Industrial Way Post Office Box 1129 Augusta, Georgia 30907 Reeves Construction Company Augusta, Georgia 30903 Phone: (706) 731-5230 East Region-Augusta Office Facsimile: (706) 731-8620 ────────────────────────────────────────────────────────────────────────────────── ─────────────────────────────────────────────────────── Dogwood Plant: (706) 210-1082 ● Riverwatch Plant: (706) 731-8616 ● Millen Plant: (478) 982-4977 Neptune Dr 500 TRAFFIC CONTROL 1.000 LS $ 67,000.00 $ 67,000.00 505 RECY ASPH CONC PATCHING 100.000 TN $ 150.00 $ 15,000.00 510 MILLING, CURB VAR DEPTH 8,600.000 SY $ 2.30 $ 19,780.00 515 RECY ASPH CONC, OGI 800.000 TN $ 80.50 $ 64,400.00 520 RECY ASPH CONC 9.5MM 1,200.000 TN $ 109.00 $ 130,800.00 525 BITUM TACK COAT 1,800.000 GA $ 4.00 $ 7,200.00 530 ADJUST MANHOLES 20.000 EA $ 85.00 $ 1,700.00 Total for Neptune Dr $ 305,880.00 Windsor Ct 100 TRAFFIC CONTROL 1.000 LS $ 31,000.00 $ 31,000.00 200 CURB MILLING, 1.25" 3,600.000 SY $ 3.80 $ 13,680.00 300 RECY ASPH CON, 9.5MM SUPERPAVE 590.000 TN $ 97.00 $ 57,230.00 350 BITUM TACK COAT 570.000 GA $ 2.30 $ 1,311.00 400 ADJUST MANHOLE TO GRADE 10.000 EA $ 85.00 $ 850.00 Total Price $ 104,071.00 Pepperidge Dr 600 TRAFFIC CONTROL 1.000 LS $ 41,400.00 $ 41,400.00 605 RECY ASPH PATCHING 50.000 TN $ 150.00 $ 7,500.00 615 RECY ASPH CONC, 9.5MM 975.000 TN $ 109.00 $ 106,275.00 620 BITUM TACK COAT 675.000 GA $ 4.00 $ 2,700.00 625 ADJUST MANHOLES 15.000 MH $ 85.00 $ 1,275.00 Total for Pepperidge Dr $ 159,150.00 Faircrest Rd 800 TRAFFIC CONTROL 1.000 LS $ 38,265.00 $ 38,265.00 805 RECY ASPH PATCHING 100.000 TN $ 150.00 $ 15,000.00 815 RECY ASPH CONC, 9.5MM 900.000 TN $ 109.00 $ 98,100.00 820 BITUM TACK COAT 865.000 GA $ 4.00 $ 3,460.00 825 ADJUST MANHOLES 15.000 EA $ 85.00 $ 1,275.00 Total for Faircrest Rd $ 156,100.00 Grand Total $ 946,321.00 1 APAC Industrial Way Post Office Box 1129 Augusta, Georgia 30907 Reeves Construction Company Augusta, Georgia 30903 Phone: (706) 731-5230 East Region-Augusta Office Facsimile: (706) 731-8620 ────────────────────────────────────────────────────────────────────────────────── ─────────────────────────────────────────────────────── Dogwood Plant: (706) 210-1082 ● Riverwatch Plant: (706) 731-8616 ● Millen Plant: (478) 982-4977 Notes: 1. ALL TRAFFIC CONTROL DEVICES (SIGNS, LANE SHIFTS, BARRELS, ETC.) ARE INCLUDED IN ABOVE PRICING. 2. The Owner acknowledges that Reeves’ work is highly susceptible to time driven escalation costs. Accordingly, the Owner will advise Reeves of any potential for delay or time extension that may adversely affect Reeves, sufficiently in advance to afford Reeves the opportunity to submit escalation cost adjustments, if warranted. 3. This quote will automatically be withdrawn if not accepted within 30 days of bid date. 4. Quote is based upon a mutually agreed upon schedule. 5. Quote and breakdown above is based upon the Owner and Reeves Construction Company entering into a Unit Price contract or an addition to an existing contract via change order. 6. All items not specifically quoted are excluded. 7. If the Owner requests Reeves Construction to mobilize to the project and we are prevented from performing work for any reasons other than our own the Owner will be charged a standby rate of $1,000 per hour or any portion thereof. 8. Quote is presented as a total package. Please contact office before separating. 9. Davis-Bacon wages or Union wages are NOT included in pricing. 10. We have included ONE total mobilization to the project site. Any additional mobilizations not made necessary by Reeves will be considered an extra and paid for at $5,000.00 per mobilization. 11. THESE CONDITIONS SHALL BE INCLUDED AS AN INTEGRAL PART OF ANY CONTRACT BETWEEN REEVES AND THE PRIME CONTRACTOR, AND SHALL TAKE PRECEDENCE OVER ANY TERMS OF THE CONTRACT OR PROJECT DOCUMENTS WHICH MAY BE IN CONFLICT. All necessary easements and right-of-ways on any property owned by others, building permits, driveway permits, tap fees, impact fees, land disturbance fees, licenses, and other similar matters required by government or other regulatory agencies for this construction shall be paid by others. If you have any questions concerning this quotation, please do not hesitate to call us at (706) 731-5230 Respectfully submitted, REEVES CONSTRUCTION COMPANY Brandon Cooper, East Region Estimator Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby authorized: Section 1: The project is authorized to award Construction Contract to Reeves Construction Co. in the amount of $946,321.00 for Resurfacing Various Roads (Barnes Road, Steven Road, Neptune Drive, Windsor Court, Faircrest Drive Funds, and TIA Discretionary Funds Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. LMIG FUNDS (2019)450,000 LMIG 10% Match (TIA Discretionary)45,000 TIA Discretionary Funds 1,000,000 TIA Discretionary Funds 553,736 SPLOST VI (resurfacing various roads)160,000 SPLOST IV (Fund Balance)1,372,819 AUD Funds 232,585 3,814,140 Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Honorable Hardie Davis, Jr., Mayor CPB#N/A CAPITAL PROJECT BUDGET RESURFACING VARIOUS ROADS and section of Pepperidge Drive) Funding is available in SPLOST VI BID 19-265 1 of 4 09.26.2019 Augusta-Richmond County, Georgia CPB#N/A CAPITAL PROJECT BUDGET RESURFACING VARIOUS ROADS CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB TIA Discretionary (118,628.00) (553,736.00) (672,364.00) SPLOST VI (Resurfacing)(11,863.00) (160,000.00) (171,863.00) AUD Funds (1,737,328.00) (232,585.00) (1,969,913.00) TIA DISCRETIONARY FUNDS (1,000,000.00) (1,000,000.00) TOTAL SOURCES:(2,867,819.00)$ (946,321.00) (3,814,140.00) USE OF FUNDS (TIA DISCRETIONARY)118,628.00 553,736.00 672,364.00 235-041110-5414110 SPLOST VI (resurfacing)11,863.00 160,000.00 171,863.00 324-041110-5414110 AUD Funds 1,737,328.00 232,585.00 1,969,913.00 TIA DISCRETIONARY FUNDS 1,000,000.00 1,000,000.00 TOTAL USES:2,867,819.00 946,321.00 3,814,140.00 2 of 4 09.26.2019 3 of 4 09.26.2019 4 of 4 09.26.2019 Commission Meeting Agenda 6/24/2020 2:00 PM Street Light Request for Governors Place Department:Engineering Department:Engineering Caption:Approve the installation of 8 street lights in the Governors Place development with an annual cost of $1,440.00. Also approve the creation of a new special service district for the 31 lots within Governors Place. Funding is available in Street Lighting budget account #2760416105312310. Background:Jefferson Energy Cooperative will install 8 street lights on the streets within Governor's Place. The upfront cost to install the street light system will be $4,106.64. The yearly cost to operate and maintain the system will be $1,440.00 which will be paid for by the 31 lots associated with Governors Place in a special services taxing district to appear on the 2020 tax bill. The cost per lot will be added to the property tax bill at a rate of $85 annually to cover the cost of system operations and maintenance. Analysis:The cost proposal was received by Augusta, GA on April 22, 2020 in the amount of: Contractor Bid Georgia Power $4,106.64 upfront $1,440.00 annually Financial Impact:Adequate funds are available and expenditures of this amount will leave sufficient amount for emergencies through the end of the fiscal year. Alternatives:1) Approve installation of street light system in Governors Place. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: 276-04-1610-5312310 Cover Memo REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM Street Light Request for Governors Place Department:Engineering Department:Engineering Caption:Approve the installation of 20 street lights in the Governors Place development with an annual cost of $6,480. Also approve the creation of a new special service district for the 175 lots within Governors Place. Funding is available in Street Lighting budget account #2760416105312310. Background:Georgia Power will install 20 street lights on the streets within Governor's Place. The upfront cost to install the street light system will be $35,000. The yearly cost to operate and maintain the system will be $6,480.00 which will be paid for by the 175 lots associated with Governors Place in a special service taxing district to appear on the 2020 tax bill. The cost per lot will be added to the property tax bill at a rate of $85 annually to cover the cost of system operations and maintenance. Analysis:The cost proposal was received by Augusta, GA on April 22, 2020 in the amount of: Contractor Bid Georgia Power $35,000.00 upfront $6,480.00 annually Financial Impact:Adequate funds are available and expenditures of this amount will leave sufficient amount for emergencies through the end of the fiscal year. Alternatives:1) Approve installation of street light system in Governors Place. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: 276-04-1610-5312310 Cover Memo REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 2:00 PM GDOT) Financial Assistance for Harper Franklin Ave./Jimmie Dyess Pkwy Intersection Department:Augusta Engineering Department Department:Augusta Engineering Department Caption:Approve and authorize Augusta Engineering Department (AED) to accept and receive Richmond County Board of Education (RCBOE) and Georgia Department of Transpiration (GDOT) Financial Assistance for Harper Franklin Ave./Jimmie Dyess Pkwy Intersection Efficiency and Safety Improvements Project. Alsoauthorized Augusta Mayor and Augusta Legal to sign and submit associated required documents. sted by Administrator & AED Background:In 2017, the Richmond County School System opened a new Kindergarten through 8th Grade school along Jimmy Dias Parkway, State Route 383. The Belair K-8 School is one of the largest schools in the RCSS system and houses almost a thousand students each year since opening. Due to this large influx of students daily, the traffic at the intersection of Jimmie Dyess Pkwy and Harper Franklin Ave has increased exponentially. This intersection was never designed to handle a large amount of traffic, especially the numerous vehicles making left turns. In fact, the first day the new school was in operation, Augusta Traffic Engineering, in cooperation with GDOT District 2, had to make emergency traffic signal upgrades to the left turn heads and phases due to dangerous conditions and gridlock. The signal modifications were designed to be a temporary fix until more permanent improvements could be completed. In the last three school years, the driving condition at this location have continued to deteriorate as student population increases and with the continued growth of nearby Fort Gordon. Analysis:Augusta departments, the Richmond County School System, and GDOT District 2 meet last year and determined that for the safety and welfare of the traveling public in this area, intersection improvements need to be constructed as soon as possible, hopefully before the start of the 2020-2021 school year next fall. All three entities agreed contributing funds to allow for Cover Memo design and construction of Harper Franklin Ave. / Jimmie Dyess intersection improvements. Financial Impact:Augusta is receiving $200,000 each from RCBOE and GDOT. Alternatives:Do not approve and abandon the project Recommendation:Approve and authorize Augusta Engineering Department (AED) to accept and receive Richmond County Board of Education (RCBOE) and Georgia Department of Transpiration (GDOT) Financial Assistance for Harper Franklin Ave./Jimmie Dyess Pkwy Intersection Efficiency and Safety Improvements Project. Also authorized Augusta Mayor and Augusta Legal to sign and submit associated required documents. Requested by Administrator & AED Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 6/24/2020 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